Enter a resource number, up to 6 digits, that identifies this employee/applicant or enter ‘+’ to have the system automatically assign the next sequential number.

If accessing an employee that was initialized from PR, the resource number may differ from the PR Employee number, depending on assignment during initialization. During initialization, the system will assign the resource number to be the same as the PR Employee number, unless the number was found to exist in HR Resources for another employee/resource. In which case, the resource number would have been assigned using the next sequential number based on the highest existing resource number.

Enter the last name of this employee/applicant, up to 30 characters. This name will print on checks, reports, and W-2s.

If you initialized this employee from PR, this field defaults the last name specified for this employee in PR Employees. May be overridden.

Enter the first name of this employee/applicant, up to 30 characters. This name will print on checks, reports, and W-2s.

If you initialized this employee from PR, this field defaults the first name specified for this employee in PR Employees.

Enter the middle name or initial of this employee/applicant, up to 15 characters. This name will print on checks, reports, and W-2s.

If you initialized this employee from PR, this field defaults the middle name or initial specified for this employee in PR Employees.

Enter the suffix (e.g. Sr., Jr., III, etc.) for this employee/applicant, up to 4 characters.

This field defaults to the first 15 characters of the resources’s last name. If the last name is less than 15 characters, the system adds characters from the employee’s first name, up to the 15-character limit for the field. You can change the default as necessary. You can enter sort names in upper and/or lower case, but are always converted to uppercase letters.

Indicate this employee’s marital status.

S = Single

M = Married

D = Divorced

O = Other

For married or divorced female employees, enter the maiden name, up to 20 characters.

Enter the name of this employee’s spouse (if applicable), up to 30 characters.

Enter the address of this employee/applicant, up to 60 characters. This address will print on checks, reports, and W-2s.

If you initialized this employee from PR, this field defaults the address specified for this employee in PR Employees.

Enter the resident city of this employee/applicant, up to 30 characters. This city will print on checks, reports, and W-2s.

If you initialized this employee from PR, this field defaults the City specified for this employee in PR Employees.

Enter the resident state (as defined in HQ States) of this employee/applicant. This state prints on checks, reports, and W-2s. The system validates the state based on the Default Country specified in HQ Company Parameters for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

If you initialized this employee from PR, this field defaults the State specified for this employee in PR Employees.

Enter the zip code of this employee/applicant, up to 12 digits. This zip code will print on checks, reports, and W-2s.

If you initialized this employee from PR, this field defaults the Zip code specified for this employee in PR Employees.

Enter the 2-character country code for this employee/applicant. This country will print on checks, reports, and W-2s. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Setup for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

If you initialized this employee from PR, this field defaults the Country code specified for this employee in PR Employees.

Use this field to enter additional address information for this employee/applicant. For example, if the employee/applicant receives his/her mail at a P.O. Box, then you might enter the P.O. Box in the Address field above, and use this field to enter the street address.

The address information entered here is not used by any of the posting programs, but may be used on certain reports.

Enter the employee/applicant’s phone number, up to 20 characters.

If you initialized this employee from PR, this field defaults the Phone specified for this employee in PR Employees.

Enter the employee/applicant’s work phone number, up to 20 characters.

Enter the employee/applicant’s pager number, if applicable, up to 20 characters.

Enter the employee/applicant’s cell phone number, if applicable, up to 20 characters.

If you initialized this employee from PR, this field defaults from the Cell field for this employee in PR Employees.

Required if this employee will be added (or initialized) to PR.

Enter the race code (from PR Race Codes), that identifies this employee/applicant’s race. Used for Equal Employment Opportunity reports.

If you initialized this employee from PR, this field defaults the Race specified for this employee in PR Employees.

Enter the employee/applicant’s birth date (e.g. 10/04/1956).

If you initialized this employee from PR, this field defaults the Birth Date specified for this employee in PR Employees.

The Gender Identity drop-down on the HR Resources form, Info tab.

Select this resource's gender identity.

The Description field (unlabeled) on the HR Resources form, Info tab.

This field is enabled only when the Gender Identity drop-down is set to O-Other.

Enter a description of the resource's gender (for example, Agender, Androgyne, Bigender, etc.).

The Reporting Gender field on the HR Resources form, Info tab.

Indicate whether this resource/applicant will be reported as male or female on Equal Employment Opportunity reports.

If you initialized this resource from PR, this field defaults the gender specified for the employee in PR Employees.

Required.

Enter this resource’s employment status (defined in HR Status Codes).

Enter the Payroll company to which this resource is assigned. If the resource’s status is “Applicant”, this field should be left blank.

If this employee was initialized from PR, this field defaults the PR company assigned to the employee in PR Employees.

Required if: this resource will be added (or initialized) to PR or if you enter a number in the PR Empl # field.

Enter the employee/applicant’s social security number.

If you initialized this employee from PR, this field defaults the SSN specified for this employee in PR Employees.

Click here for the field definition for Australian users.

Click here for the field definition for Canadian users.

Enter this resource’s PR employee number. If employee was initialized from PR, defaults the employee number assigned in PR Employees.

If this resource does not yet exist in PR, but will be added using the “Add to PR” button, entry in this field is required. Number may be the same as the HR Resource number, as long as the number does not already exist in PR for another employee.

If the resource’s status is ‘Applicant’, this field should be left blank.

Enter the code (defined in HR Position Codes) that identifies the position to which this employee is currently assigned or leave blank if not applicable. Changes to this code will generate an entry in the HR Employment History table.

If this resource was initialized from PR and the Active flag in PR Employees is checked, this box will automatically be checked.

Check this box if this resource is an active PR employee. Must be checked if this is a new resource and you will be adding/initializing the resource to PR.

Do not check this box if the resource is an inactive PR employee. A bold message in red displays in the header section of this form for inactive employees.

• Changes to this resource’s ‘active’ status will be updated to PR Employees automatically if the Active Flag update option is checked in HR Company Parameters and the resource’s Exists in PR options are set to Y (checked).

• If you change this resource's status to 'inactive' and do not enter a termination date, upon saving the record, you will receive a message warning you that the resource has been changed to 'inactive' without specifying a termination date, and asking if you want to continue. Answer Yes to save the record without the termination date, no to abort the save.

• If you change this resource's status to 'Inactive' and auto earnings have been set up for the employee, a message displays indicating that the employee has been changed to inactive and asking if you want to delete the auto earnings setup for the employee. Click Yes to delete the auto earnings setup, No to leave them intact. (Note: If you elect to delete auto earnings, they will not be deleted from HR, they will only be deleted from PR.)

The Temporary Worker check box on the HR Resources form, Payroll Info tab.

Select this check box if this employee was hired on a temporary status.

Leave this check box unselected if this employee is a full-time permanent employee.

Display only, indicating whether the resource exists as an employee in PR Employees.

Defaults as checked if the resource was initialized from PR or added to PR from HR by clicking the Add to PR button. Otherwise, defaults as unchecked.

Check this box if this employee is a non-resident alien (i.e. an alien who does not meet either the green card test or substantial presence test as defined by the IRS).

Leave this box unchecked if this employee is a resident alien (i.e. meets the green card or substantial presence tests).

Select an overtime calculation option for this Employee:

• N-None – No overtime is calculated, employee is exempt.

• D-Daily – Always calculate overtime for this employee on a daily basis using the OT Schedule specified. Overtime also calculated if 40 hours per week is exceeded.

• W-Weekly – Calculate overtime on a weekly basis only (more than 40 hours per week).

  Note: Weekly OT is applied after all of the daily OT calculations are complete.

• C-Craft – Overtime is based on the craft and craft template that this employee works under. If the craft or craft template has been assigned an OT Schedule, then the daily “rules” at either of those levels is used. All of an employee’s time posted to the craft for the day is accumulated to see if overtime should be calculated. If different OT rules apply to the various templates that this employee has worked under, the order of timecard entry determines which jobs and how much OT is calculated. Weekly OT is applied after all of the daily OT calculations are complete.

• J-Job – Overtime is calculated based on the OT Schedule assigned to the job in the JC Jobs. If two jobs are assigned the same overtime schedule, the jobs will be combined when calculating overtime. If you want to process overtime independently for each job, you will need to assign different overtime schedules to each job.

• P-Posting Seq - This method provides another option for calculating daily overtime and applies to organizations who must adhere to both craft overtime rules and job overtime rules.

  Overtime is calculated only after considering all posting sequences (timecard lines) in each day and applying overtime schedule rules on a line-by-line basis, from top to bottom. The system considers overtime schedules from the job/project, the job's craft template, and the craft master.

  If on a single line, the system encounters more than one overtime schedule that could apply to that line, it applies the schedule that is more generous.

  Important: The order that you enter timecard lines in the PR Timecard Entry form matters.

  Because the system applies overtime schedule rules starting with the top timecard line and working toward to bottom line, a continuous, daily overtime calculation such as this that crosses jobs, crafts, and craft templates means the order that you enter timecard lines can affect how the system calculates wages and attributes those costs to jobs. You may encounter scenarios where if the timecard line entries are reversed, the wages are different.

  Here's a brief video demonstrating the results of this setting.

  Note: You must use a browser on your local computer to view this video, and not a browser in the cloud. If you are currently using a cloud-based browser, copy this page's URL and paste it into a web browser on your local computer.

This field is informational only.

United States

For US companies, this field displays as W-4 Completed.

Check this box if this employee has completed their W-4 forms and/or if W-4 information has been entered for this employee on the Filing Status grid.

Leave this box unchecked if this employee has not completed their W-4 forms and/or if W-4 information has not been entered for this employee on the Filing Status grid.

Australia

For Australian companies, this field displays as PAYG Completed.

Check this box if this employee has completed their withholding forms (NAT 3092, NAT 3093, and/or NAT 0929) and/or if withholding information has been entered for this employee on the Filing Status grid.

Leave this box unchecked if this employee has not completed their withholding forms (NAT 3092, NAT 3093, and/or NAT 0929) and/or if withholding information has not been entered for this employee on the Filing Status grid.

Canada

For Canadian companies, this field displays as TD1 Completed.

Check this box if this employee has completed their TD1 forms and/or if TD1 overrides/claim amounts have been entered on the Filing Status grid.

Leave this box unchecked if this employee has not completed their TD1 forms and/or if TD1 overrides/claim amounts have not been entered for this employee on the Filing Status grid.

(United States) The Federal Tax Exempt check box on the HR Resources form, Add'l Info tab.

Select this check box if this resource is exempt from Federal tax withholding. When processing payroll for the employee, the system calculates a zero amount for Federal withholding.

Leave unselected (default) if this resource is subject to Federal tax withholding.

Enter the employee’s hire date (e.g. 01/01/99).

If you initialized this employee from PR, this field defaults the Hire Date specified for this employee in PR Employees.

Enter the employee’s termination date.

Enter the Reason Code (defined in HR Codes, Type N) that identifies why this employee was terminated.

Enter a valid occupational category for this resource. Occupational categories are used on the PR Department of Labor EEO-1 Report.

If you initialized this employee from PR, this field defaults the occupational category specified for this employee in PR Employees.

Category Status field on the HR Resources form, Payroll Info tab.

Select a category status for this resource. The standard status values are:

• A-Apprentice

• J-Journeyman

• T-Trainee

• N-Neither

The value in this field does not necessarily appear in any reports. The value found in the same-named field in the PR Employees form (Add'l Info tab), which typically matches your selection here, is used in the following reports:

If for any reason the system does not update the PR Employees form's instance of this field, and if you use either report mentioned above, you must manually update the field in the PR Employee form.

This field is accessible when you select ‘D-Daily’ in the Overtime field.

Enter the daily overtime schedule for this employee. Press F4 for a list of valid schedules.

Required if: this resource will be added (or initialized) to PR or if you enter a number in the PR Empl # field.

Specify the PR Group (from PR Groups) to which this employee is assigned. An employee’s earnings can only be posted within his/her currently assigned group.

If you initialized this employee from PR, this field defaults the PR Group specified for this employee in PR Employees.

Required if this resource will be added (or initialized) to PR.

Specify which Payroll department (PR Departments) this employee is assigned to. This department will be used as the default when entering timecards (PR Timecard Entry) to determine the GL distributions of earnings, unless JC departments are used.

If you initialized this employee from PR, this field defaults the Department specified for this employee in PR Employees.

Specify the craft (PR Crafts) under which this employee commonly works. This craft will be used as the default when entering timecards (PR Timecard Entry).

If you initialized this employee from PR, this field defaults the Craft specified for this employee in PR Employees.

Specify the class under which this employee normally works. This class will be used as the default when entering timecards (PR Timecard Entry), and must be set up for the Craft (specified above) in PR Craft Classes.

If you initialized this employee from PR, this field defaults the Class specified for this employee in PR Employees.

Required if this resource will be added (or initialized) to PR.

Enter the insurance code (HQ Insurance Codes) that normally applies to this employee. May be used as the default when entering timecards (PR Timecard Entry), depending on the type of entry, the Insurance Based on Phase or SM Work Order Scope option in PR Company Parameters, and the Always Use Employee’s Standard Insurance Code option in PR Employees.

If you initialized this employee from PR, this field defaults the Insurance Code specified for this employee in PR Employees.

Enter the employee's resident state for tax state based deductions and liabilities. If you initialized this employee from PR, this field defaults from the Resident Tax State field in PR Employees.

Changes to this field update PR Employees automatically if you checked the Timecard Defaults box in the PR Update Options section in HR Company Parameters, and the Active PR Employee and Exists in PR boxes are checked in HR Resources (Payroll Info tab).

When you are updating PR automatically, the system may use this state as the default for the Tax State field when entering timecards in PR Timecard Entry. The default for the Tax State field depends on the settings of the Work Office Tax State field on this form, the Always use Employee's Work/Resident Tax State checkbox in PR Employees, and the Use Job, SM Work Order or Office State for Tax State checkbox in PR Company Parameters (State/Local tab).

The following table displays how the Tax State field (PR Timecard Entry) defaults based on the settings of both checkboxes.

Use Job, SM WO, or Office State	Use Employee State	Tax State Default
		Defaults from the Work Office Tax State field in PR Employees. If blank, the system defaults from the Resident Tax State field.
		If you specify a job in the Job field (PR Timecard Entry), defaults from the PR State field in JC Jobs. When processing payroll, the system checks for reciprocity with the state specified in the Work Office Tax State or the Resident Tax State fields in PR Employees. If you do not specify a job in the Job field, defaults from the Office State field in PR Company Parameters. When processing payroll, the system checks for reciprocity with the state specified in the Work Office Tax State or the Resident Tax State fields in PR Employees. If you do not specify a job in the Job field, and the Office State field in PR Company Parameters is blank, defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees. SM Work Orders: If a job work order, defaults from the PR State field in JC Jobs. If a customer work order, defaults from the PR State field in SM Work Orders. If you do not specify a PR State on the work order, defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees.
		Defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees.
		Defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees.

For more information on setting tax and insurance information for your company, see Setting Company Tax and Insurance Information. For more information on setting tax and insurance information for individual employees, see Setting Employee Tax and Insurance Information .

Required if this resource will be added (or initialized) to PR.

Enter the employee’s standard state for UnemploymentState based deductions and liabilities. This entry may be used as the default when entering timecards, based on the type of entry, the Use Job or SM Work Order State For Unemployment State option in PR Company Parameters, and the Always Use Employee’s Tax, Unemployment, And Insurance States option in PR Employees.

If you initialized this employee from PR, this field defaults the UnemploymentState specified for this employee in PR Employees.

Required if this resource will be added (or initialized) to PR.

Enter the employee’s standard state for Insurance State/Insurance Code based deductions and liabilities. This entry may be used as the default when entering timecards, based on the type of entry, the Use Job or SM Work Order State For Insurance State option in PR Company Parameters, and the Always Use Employee’s Tax, Unemployment, And Insurance States options in PR Employees.

If you initialized this employee from PR, this field defaults the InsuranceState specified for this employee in PR Employees.

Enter the employee's resident local code for local-based deductions and liabilities. If you initialized this employee from PR, this field defaults from the Resident Local Code field in PR Employees.

Changes to this field update PR Employees automatically if you checked the Timecard Defaults box in the PR Update Options section in HR Company Parameters, and the Active PR Employee and Exists in PR boxes are checked in HR Resources (Payroll Info tab).

When you are updating PR automatically, the system may use this state as the default for the Local field when entering timecards in PR Timecard Entry. The default for the Local field depends on the settings of the Work Office Local Code field on this form, the Always use Employee's Work/Resident Local Code checkbox in PR Employees, and the Use Job or Office Local for Local Tax checkbox in PR Company Parameters (State/Local tab).

The following table displays how the Local field (PR Timecard Entry) defaults based on the settings of both checkboxes.

Use Job, SM WO, or Office Local	Use Employee Local	Local Default
		Defaults from the Work Office Local Code field in PR Employees. If blank, the system defaults from the Resident Local Code field.
		If you specify a job in the Job field (PR Timecard Entry) and the PR Local Code field (JC Jobs) is not blank, defaults from the PR Local Code field in JC Jobs. If you specify a job in the Job field, and the PR Local Code field (JC Jobs) is blank, the default value is the Resident Local Code field in the PR Employees form defaults as blank. If you do not specify a job in the Job field, defaults from the Office Local field in the PR Company Parameters form, if it is not blank. If you do not specify a job in the Job field, and the Office Local field in PR Company Parameters is blank, defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees. SM Work Orders: If a job work order, defaults from the PR Local Code field in the JC Jobs form, if it is not blank. If the job's PR Local Code field is blank, defaults as blank the default value is the Resident Local Code field in the PR Employees form. If a customer work order, defaults from the PR Local Code field in SM Work Orders. If you do not specify a PR Local Code on the work order, defaults as blank.
		Defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees. If both the Work Office Local Code and the Resident Local Code fields in PR Employees are blank, defaults as blank.
		Defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees. If both the Work Office Local Code and the Resident Local Code fields in PR Employees are blank, defaults as blank.

For more information on setting tax and insurance information for your company, see Setting Company Tax and Insurance Information. For more information on setting tax and insurance information for individual employees, see Setting Employee Tax and Insurance Information.

Enter the employee's work office state for tax state based deductions and liabilities. If you initialized this employee from PR, this field defaults from the Work Office Tax State field in PR Employees.

Changes to this field update PR Employees automatically if you checked the Timecard Defaults box in the PR Update Options section in HR Company Parameters, and the Active PR Employee and Exists in PR boxes are checked in HR Resources (Payroll Info tab).

When you are updating PR automatically, the system may use this state as the default for the Tax State field when entering timecards in PR Timecard Entry. The default for the Tax State field depends on the settings of the Always use Employee's Work/Resident Tax State checkbox in PR Employees and the Use Job, SM Work Order or Office State for Tax State checkbox in PR Company Parameters (State/Local tab).

The following table displays how the Tax State field (PR Timecard Entry) defaults based on the settings of both checkboxes.

Use Job, SM WO, or Office State	Use Employee State	Tax State Default
		Defaults from the Work Office Tax State field in PR Employees. If blank, the system defaults from the Resident Tax State field.
		If you specify a job in the Job field (PR Timecard Entry), defaults from the PR State field in JC Jobs. When processing payroll, the system checks for reciprocity with the state specified in the Work Office Tax State or the Resident Tax State fields in PR Employees. If you do not specify a job in the Job field, defaults from the Office State field in PR Company Parameters. When processing payroll, the system checks for reciprocity with the state specified in the Work Office Tax State or the Resident Tax State fields in PR Employees. If you do not specify a job in the Job field, and the Office State field in PR Company Parameters is blank, defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees. SM Work Orders: If a job work order, defaults from the PR State field in JC Jobs. If a customer work order, defaults from the PR State field in SM Work Orders. If you do not specify a PR State on the work order, defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees.
		Defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees.
		Defaults from the Work Office Tax State field in PR Employees. If that field is blank, defaults from the Resident Tax State field in PR Employees.

For more information on setting tax and insurance information for your company, see Setting Company Tax and Insurance Information. For more information on setting tax and insurance information for individual employees, see Setting Employee Tax and Insurance Information .

Enter the employee's work office local code for local-based deductions and liabilities. If you initialized this employee from PR, this field defaults from the Work Office Local Code field in PR Employees.

Changes to this field update PR Employees automatically if you checked the Timecard Defaults box in the PR Update Options section in HR Company Parameters, and the Active PR Employee and Exists in PR boxes are checked in HR Resources (Payroll Info tab).

When you are updating PR automatically, the system may use this code as the default for the Local field when entering timecards in PR Timecard Entry. The default for the Local field depends on the settings of the Always use Employee's Work/Resident Local Code checkbox in PR Employees and the Use Job, SM Work Order or Office Local for Local Tax checkbox in PR Company Parameters (State/Local tab).

The following table displays how the Local field (PR Timecard Entry) defaults based on the settings of both checkboxes.

Use Job, SM WO, or Office Local	Use Employee Local	Local Default
		Defaults from the Work Office Local Code field in PR Employees. If blank, the system defaults from the Resident Local Code field.
		If you specify a job in the Job field (PR Timecard Entry) and the PR Local Code field (JC Jobs) is not blank, defaults from the PR Local Code field in JC Jobs. If you specify a job in the Job field, and the PR Local Code field (JC Jobs) is blank, the default value is the Resident Local Code field in the PR Employees form defaults as blank. If you do not specify a job in the Job field, defaults from the Office Local field in the PR Company Parameters form, if it is not blank. If you do not specify a job in the Job field, and the Office Local field in PR Company Parameters is blank, defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees. SM Work Orders: If a job work order, defaults from the PR Local Code field in the JC Jobs form, if it is not blank. If the job's PR Local Code field is blank, defaults as blank the default value is the Resident Local Code field in the PR Employees form. If a customer work order, defaults from the PR Local Code field in SM Work Orders. If you do not specify a PR Local Code on the work order, defaults as blank.
		Defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees. If both the Work Office Local Code and the Resident Local Code fields in PR Employees are blank, defaults as blank.
		Defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees. If both the Work Office Local Code and the Resident Local Code fields in PR Employees are blank, defaults as blank.

For more information on setting tax and insurance information for your company, see Setting Company Tax and Insurance Information. For more information on setting tax and insurance information for individual employees, see Setting Employee Tax and Insurance Information.

Required if this resource will be added (or initialized) to PR.

Enter the standard earnings code (from PR Earnings Codes) for this employee. This code may be used as the default when entering timecards in PR Timecard Entry.

If you initialized this employee from PR, this field defaults the Earn Code specified for this employee in PR Employees.

Enter the shift to use as a default when entering timecards (PR Timecard Entry) for this employee. You can override this value by crew in PR Crews. The crew shift only defaults if the employee is assigned to a crew and you specify the crew during timecard entry. If you do not specify a default shift here or at the crew level, shift defaults from the previously entered timecard.

Changes to this field updates the Shift field in PR Employees for this employee.

Employment Status field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Select the employee's Affordable Care Act (ACA) employment status. Options are:

• F - Full Time

• P - Part Time

• V - Variable

• S - Seasonal

Look Back Group field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Enter the Look Back Group. Press F4 for a list of available look-back groups. Press F5 to launch the HR ACA Look Back Group form.

Initial Measurement Start Date field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Enter the Initial Measurement Start Date in MM/DD/YY format. This is the start of the period when the hours worked are being counted for a new employee. The initial measurement period is the range of time measured for employee classification and eligibility purposes.

Initial Measurement End Date field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Enter the initial measurement end date in MM/DD/YY format. This is the end of the period when the hours worked are being counted for a new employee. The initial measurement period is the range of time measured for employee classification and eligibility purposes.

Initial Administrative Start Date field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Enter the Initial Administrative Start Date in MM/DD/YY format. An initial administrative measurement period is between the initial measurement period and the associated initial stability period. This is the range of time used to collect information and make decisions about the results of the initial measurement period for a new employee.

Initial Administrative End Date field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Enter the initial administrative end Date in MM/DD/YY format. An initial administrative measurement period is between the initial measurement period and the associated initial stability period. This is the range of time used to collect information and make decisions about the results of the initial measurement period for a new employee.

Initial Stability Start Date field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Enter the Initial Administrative Start Date in MM/DD/YY format. An initial stability period is the period of time to which the results of the initial measurement period apply.

Initial Stability End Date field on the HR Resources form, Payroll Info tab, ACA Tracking and Classification section

Enter the initial administrative end date in MM/DD/YY format. An initial stability period is the period of time to which the results of the initial measurement period apply.

The field is for Canadian users only.

Enter the deduction amount for the purchase of approved shares of capital stock of a prescribed labour-sponsored venture capital corporation in Saskatchewan. This only applies to employees paying tax in Saskatchewan.

The field is for Canadian users only.

Enter the amount for the Northern Resident Deduction (living in a prescribed zone).

The field is for Canadian users only.

Enter the deduction amount for the purchase of approved shares of capital stock of a prescribed labour-sponsored venture capital corporation.

The field is for Canadian users only.

Enter the deduction amount for the purchase of approved shares of capital stock of a prescribed labour-sponsored venture capital corporation in Saskatchewan. This only applies to employees paying tax in Saskatchewan.

Check this box if this employee should not be re-hired.

Leave this box unchecked if this employee is eligible for re-hire.

Check this box if this employee has relatives working at this company.

Leave this box unchecked if this employee does not have any relatives working at this company.

Check this box if this employee has a passport.

Leave this box unchecked if this employee does not have a passport.

Check this box if this employee is disabled.

Leave this box unchecked if this employee is not disabled.

Enabled only if Disability option is checked above.

Enter a description of the employee’s disability, up to 30 characters.

Enter this employee’s driver’s license number, up to 20 characters.

Indicate what type of driver’s license this employee has, up to 20 characters.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

Enter the 2-character country code. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Parameters for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

Enter the 1-character code identifying this employee's license classification.

• A = Class A. Any combination of vehicles with a GVWR of 26,001 or more pounds, provided the GVWR of the vehicle(s) being towed is in excess of 10,000 pounds.

• B = Class B. Any single vehicle with a GVWR of 26,001 or more pounds, or any such vehicle towing a vehicle not in excess of 10,000 pounds GVWR.

• C = Class C. Any single vehicle, or combination of vehicles, that does not meet the definition of Class A or Class B, but is either designed to transport 16 or more passengers, including the driver, or is placarded for hazardous materials.

• D = Class D. As defined by state.

Enter the expiration date of this employee’s driver’s license.

Check this box if this employee is approved to operate company vehicles.

Leave this box unchecked if this employee is not approved to operate company vehicles.

The Disabled check box on the HR Resources form, Other Info tab.

Select this check box if this resource is a veteran who is entitled to compensation or was discharged due to a service-related disability.

Leave this box unchecked if this resource is not a disabled veteran.

The Armed Forces Service Medal check box on the HR Resources form, Other Info tab.

Select this check box if this resource is a veteran who participated in an operation for which an Armed Forces service medal was awarded.

The Active Duty Wartime or Campaign Badge check box on the HR Resources form, Other Info tab.

Select this check box if this resource is a veteran who served on active duty during a war or in a campaign for which a badge was authorized.

Specify the date on which this Veteran (employee) was discharged from service.

Required if Veteran Status (above) is Disabled, Vietnam, or Other Veteran.

Specify the Federal job category under which this employee falls:

• 1-Executive/Senior Level Officials and Managers

• 2-First/Mid Level Officials and Managers

• 3-Professionals

• 4-Technicians

• 5-Sales Workers

• 6-Administrative Support Workers

• 7-Craft Workers

• 8-Operatives

• 9-Laborers/Helpers

• 10-Service Workers

The information entered in this field is used for the following reports:

• HR ADA-Disabled Applicants Status

• HR Federal Contractor Veterans Report (Vets-4212)

• HR Veteran Applicants Status

• HR Work Force Analysis

Enter the I9 (immigrant) status of this employee, if applicable, up to 20 characters.

Enter the country of citizenship for this employee, up to 20 characters.

Enter the date this employee’s immigrant status is up for review/renewal.

Specify the yearly budget available for this employee for training.

Specify the total premium allowed for this employee under your company’s current cafeteria plan.

Enter the leave approval group for associating with this resource. Press F4 to see a list of approval groups.

You must enter a group to enable leave request functionality for this resource. For more information, refer to Leave Requests in Related Topics below.

Leave Requests

Indicate from which high school this employee graduated, up to 30 characters.

Enter the employee’s high school graduation date.

Enter the name of the college(s) this employee attended, up to 30 characters.

Specify the date(s) this employee began attending the specified college(s).

Specify the date(s) through which this employee attended the specified college(s).

Enter the college degree(s) achieved by this employee, up to 20 characters.

The Activity Date field on the HR Resources form, ACA History tab.

Enter the Activity Date in MM/DD/YY format. This date represents the month and year in which the coverage offer (Series 1 Codes) or acceptance event (Series 2 Codes) are effective.

Code Type field on the HR Resources form, ACA History tab

Select the Code Type: Series 1 Codes for coverage offers or Series 2 Codes for acceptance activities.

Series One Code field on the HR Resources form, ACA History tab

Available if Series 1 Codes is selected in the Code Type field.

The Code Series 1 indicator codes specify the type of coverage, if any, offered to an employee, the employee’s spouse, and/or the employee’s dependents.

Series Two Code field on the HR Resources form, ACA History tab

Available if Series 2 Codes is selected in the Code Type field.

Select an acceptance code from the IRS Code Series 2:

• 2A - Employee not employed during the month

• 2B - Employee not a full-time employee

• 2C - Employee enrolled in coverage offered

• 2D - Employee in a section 4980H(b) Limited Non-Assessment Period

• 2E - Multi-employer interim rule relief

• 2F - Section 4980H affordability form W-2 safe harbor

• 2G - Section 4980H affordability federal poverty line safe harbor

• 2H - Section 4980H affordability rate of pay safe harbor

• 2I - Non-calendar year transition relief applies to this employee

Codes in Code Series 2 apply to employees who are in the above situations for one or more months of the calendar year.

Expiration Date field on the HR Resources form, ACA History tab

Enter the Expiration Date in MM/DD/YY format. This is the date that the coverage offer or acceptance expires.

Enter notes for ACA history.

Enter the date this resource applied for a position in this company.

Enter the date this applicant is available to begin working.

Enter the date this applicant was last contacted.

Enter the phone number at which this applicant may be contacted.

Enter an alternate phone number at which this applicant may be contacted, if applicable.

Indicate what salary this applicant expects for the position he/she is applying for.

Specify the applicant’s referral source; that is, how the applicant learned about the position. Up to 30 characters allowed.

Enter the cost of referral of this applicant, if applicable. Up to 10 digits before the decimal and 2 after.

Indicate who this applicant’s current employer is (if applicable), up to 30 characters.

Indicate how long this employee has worked for current employer, up to 20 characters.

Indicate who this applicant’s previous employer was (if applicable), up to 30 characters.

Indicate how long this employee worked for his/her previous employer, up to 20 characters.

Check this box if applicant does not want his/her current employer contacted.

Leave this box unchecked if applicant has given permission for his/her current employer to be contacted.

Check this box if this employee has had a physical.

Leave this box unchecked if this employee has not had a physical

Enter the date this employee last had a physical, if applicable.

Enter the date through which this employee’s last physical is valid. This date can be used in reports to indicate when this employee is next due for a physical.

Use this box to record the results of this employee’s physical. The space allowance in this box is virtually unlimited.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Enter each of the deduction codes (from PR Deductions/Liabilities) that are applicable to this employee. Deduction codes entered here must be assigned a Method of “Routine” (in PR Deductions/Liabilities).

Enter the filing status for this employee.

For Federal W-4s submitted prior to January 1, 2020 and state W-4s:

• S = Single

• M = Married

• H = Head of Household

• F = Married, Filing Jointly, one spouse working

• B = Married Filing Jointly, both spouses working (state only)

• W = Qualified Widow(er)

• O = No exemptions (Alabama only)

Many state routines only allow “M” or “S” as a valid filing status. Other exceptions include Connecticut, Georgia, and Puerto Rico (see the Tax and Worker's Comp Routines Tax and Worker's Comp Routines tables for details on individual requirements).

It is very important to check for any special requirements defined for the state to determine whether a separate state deduction filing status needs to be set up.

Click here for the Australian field definition.

US and Canada: The Regular Exempt's field on the HR Resources form, Filing Status tab. Australia: The Scale field on the HR Resources form, Filing Status tab.

Specify the number of regular exemptions claimed on the W-4. Initially defaults as blank.

Click here for the Australian field definition.

Federal 2020 W-4s

If you are entering information from a Federal 2020 W-4, leave this field blank. Instead, use the Dependent Amount field to enter the annual dollar amount to claim as a dependent deduction. For more information, see Dependent Amount.

Pre-2020 Federal W-4s

For Federal W-4 information entered prior to January 1, 2020, this field is still applicable and indicates the number of regular exemptions claimed on the W-4. However, if the employee submits a Federal 2020 W-4, it is suggested that you clear the value in this field.

US and Canada: The Add'l Exempt's field on the HR Resources form, Filing Status tab. Australia: The Children field on the HR Resources form, Filing Status tab.

Most states do not require a separate allowance certificate, however follow your state guidelines for entering an employee's additional allowances/exemptions. Initially defaults as blank.

Click here for the Australian field definition.

Federal 2020 W-4s

If you are entering information from a Federal 2020 W-4, leave this field blank. Instead, use the Dependent Amount field to enter the annual dollar amount to claim as a dependent deduction. For more information, see Dependent Amount.

Pre-2020 Federal W-4s

For Federal W-4 information entered prior to January 1, 2020, this field is still applicable. However, if the employee submits a Federal 2020 W-4, it is suggested that you clear the value in this field.

For use with Michigan and Mississippi State Tax only.

Check this box to override the routine’s Misc Amt #1 (usually the exemption amount) as specified in PR Routines.

Leave this box unchecked if you do not want to override the routine’s Misc Amt #1.

Click here for the Australian field definition.

Click here for the Canadian field definition.

Federal 2020 W-4s

If you are entering information from a Federal 2020 W-4, leave this field blank.

The Misc Amount #1 field on the HR Resources form, Filing Status tab.

If you elected to override the routine’s Misc Amt #1 (i.e. you checked the Over Misc option), enter the amount to use when calculating for this employee.

If you are not overriding the routine’s Misc Amt #1, enter 0.00 in this field. (This amount must be 0.00 if Over Misc is unchecked.)

Click here for the Australian field definition.

Click here for the Canadian field definition.

Federal 2020 W-4s

If you are entering information from a Federal 2020 W-4, leave this field blank.

The field displays for Canadian users only.

Enter the total claim amount from the employee’s TD1 form. The value you enter here updates the Total Claim Amount field on PR Employee Dedns/Liabs.

The Misc Factor field on the HR Resources form, Filing Status tab.

This field is for U.S. users only.

If you selected the Override Misc Amount #1 check box and entered an amount in the Misc Amount #1 field, enter a factor here.

Federal 2020 W-4s

If you are entering information from a Federal 2020 W-4, leave this field blank.

The Multiple Jobs Checked check box on the on the HR Resources form, Filing Status tab.

This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).

Select this check box if the employee filled out Step 2 of Federal Form W-4 (2020); that is, the employee has more than one job or is married filing jointly and their spouse also works.

Leave this check box unselected if the employee did not fill out Step 2 of Federal Form W-4 (2020).

The Dependent Amount field on the HR Resources form, Filing Status tab.

This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).

Enter the total annual dollar amount to be claimed as a dependent deduction. This is the total amount entered by the employee in Step 3 of Federal Form W-4 (2020); that is, the amount entered on Line 3.

The Other Income field on the on the HR Resources form, Filing Status tab.

This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).

Enter the total other income as entered by the employee in Step 4a of Federal Form W-4 (2020). This amount represents the total annual income the employee expects during the year that will not have withholding (such as interest, dividends, retirement income, etc)..

The Other Deductions field on the on the HR Resources form, Filing Status tab.

This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).

Enter the total other deductions entered by the employee in Step 4b of Federal Form W-4 (2020). This amount represents the total annual deductions other than the standard deduction..

For Australian users only.

Select M from the drop-down if the employee submitted Form NAT 0929 and answered Yes to question 9 (Do you have a spouse). Otherwise, leave this field blank.

Used to indicate whether employee will have additional taxes withheld from their pay.

Specify the add-on type for this deduction, to indicate how the add-on amount is calculated.

• None – No additional amount will be added.

• Amount – Add-on is a flat amount.

  Important: If you are entering extra withholding information from Federal Form W-4, you must select this type.

• Rate – Add-on is calculated as a rate of the subject amount.

Canadian users: See Add-on Rate / Amount for additional help.

Used only when an Add-On Type is specified (previous field).

Specify the additional amount or rate to withhold from this employee's pay. Add-on amounts can be any dollar value; however, if entering a rate, you will typically enter a value between 0.00 and 1.00 (e.g. .25000, .50000, etc. with 1.00000 representing 100%).

For Canadian users, see Add-on Rate / Amount.