Employee Screen Field Reference

A reference for completing the fields in the Employee screen.

This screen field reference describes the following:

Contact Information tab
Employment Status tab
Time Card tab
Taxes Tab (U.S.)
Taxes Tab (Canada)
Deductions Tab
Fringe Benefits tab
Additional Pay tab
Paid Time Off tab
Direct Deposit tab
Others tab
Binder tab
Equipment Usage Entry (popup window)

Select to add a row to a grid. Select to delete the active row from a grid. See Grids for more tips.

Contact Information tab


Field	Description
Title	Enter the employee's title (for example, Mr., Mrs., Ms., or Dr.).
First	Enter the employee's first name.
Initial	Enter the employee's middle initial.
Last	Enter the employee's last name.
Suffix	Enter the employee's name suffix (for example, Jr. or III).
Sort Name	If you want to override the default value, enter the text to use for sorting employee names in lookup lists and reports.
Birth Date	Enter the employee's date of birth. Note: If the Create Encrypted Check setting is selected in the Payroll Settings screen, you must enter a value in this field for each employee.
Work Phone	Enter the employee's work phone number.
Extension	Enter the employee's work phone extension.
Home Phone	Enter the employee's home phone number.
Cell Phone	Enter the employee's cell phone number.
Pager Number	Enter the employee's pager number.
Driver's License Number	Enter the employee's driver's license number, including the state that issued the license.
Status	Enter the status of the employee. Active - Employee is available for use and appears in lookup lists. Inactive - Employee is not available for use and does not appear in lookup lists.
Memo	Enter any comments or notes about the employee.
Company E-mail Address	Enter the employee's work email address. Note: ProContractor uses this address when emailing purchase orders, invoices, and other project documents.
Personal E-mail Address	Enter the employee's personal email address. Note: ProContractor uses this address when emailing encrypted payroll checks and advices to employees. See Payroll Settings for information on creating encrypted checks and advices.
Text Message (SMS) Address	Enter the text message address for the employee.
Chat ID	Enter the employee's instant messenger ID.
Street 1	Enter the first line of the street portion of the employee's main address.
Street 2	Enter the second line of the street portion of the employee's main address.
City	Enter the city of the employee's main address.
State/Province	Enter the code of the state () or province () of the employee's main address.
Zip/Postal Code	Enter the ZIP code () or postal code () of the employee's main address.
Country	Enter the country of the employee's main address.

Employment Status tab


Field	Description
Original Hire Date	Enter the hire date for the employee.
Corporate Officer	Indicate whether the employee is a corporate officer. This information is used in workers' compensation reporting.
Life To Date Hours	Displays the total number of hours worked by the employee. Leave blank for new employees.
Pay System	If the Use Pay System field on the Payroll Settings screen is set to No Security, displays the Field (the system-generated pay system). If the Use Pay System field on the Payroll Settings screen is set to User Defined Security, enter the code of the pay system for the employee.
Pay Frequency	Indicate how often the employee is to be paid. Weekly Biweekly Semi-monthly Monthly
Gender	Indicate the employee's gender.
Utilization Ethnic Classification	Indicate the employee's utilization ethnic classification. American Indian or Alaskan Asian or Pacific Islander Black Hispanic White
Utilization Classification	Indicate the employee's utilization classification. Apprentice Journeymen New Hire Trainee
EEO Ethnic Category	Indicate the employee's EEO ethnic category. American Indian or Alaskan Native Asian Black or African American Hispanic or Latino Native Hawaiian or Other Pacific Islander Two or more races White
EEO Job Category	Indicate the employee's EEO job category. 1.1 – Executive/Senior Level Officials and Managers 1.2 – First/Mid-Level Officials and Managers 2 – Professionals 3 – Technicians 4 – Sales Workers 5 – Administrative Support Workers 6 – Craft Workers 7 – Operatives 8 – Laborers and Helpers 9 – Service Workers
Job Title	Enter the employee's job title. This is used for report purposes. Some states require a job title or standard occupational classification for SUTA reporting.
Standard Occupational Classification	Enter the Standard Occupational Classification (SOC) code or description up to 200 characters for the employee. This is used for reporting purposes. Some states require a job title or standard occupational classification for SUTA reporting. Note: For a list of sample codes, see the US Department of Labor, Bureau of Labor Statistics.
Veteran Status	Select each veteran status which applies to the employee, and a discharge date if applicable.
Pay Status grid - Each row in the grid indicates a change in the employee's pay status. The grid displays the most recent status first.
Date
Pay Status Change Reason	Enter the appropriate code. You can set up valid codes on the Pay Status Change Reason screen.
Name	Displays the name of the pay status change reason.
Memo	Displays the memo of the pay status change reason. If you want to modify this memo, enter any comments or notes about the pay status change.
Set Employee Status To	Displays the employee's status while the pay status is effective.
New Hire	Indicates whether the employee is a new hire while the pay status is effective.
Term	Indicates whether the pay status is temporary or permanent.
Employment Type	Indicates whether the employee is full-time or part-time while the pay status is effective.

Time Card tab

Each row in the grid on the Defaults sub-tab is a default employee time card line that will be used when you manually enter time cards on the Enter Time Card by Employee screen.

Only one time card default can be effective at a time.

The grid displays the most recent time card default first.


Field	Description
Effective Date	Enter the effective date of the employee time card.
Days Offset from Period End Date	Enter the number of days before the end of the pay period for the initial employee time card line. For example, with a weekly pay frequency and the pay period ending on a Saturday, an offset value of 5 in this field causes the date worked of the initial employee time card line to be the Monday prior to the Saturday that ends the pay period (because Monday is 5 days before Saturday).
Transaction Type	Select to select the transaction type for the employee time card line. General Ledger Only Project Cost Equipment Cost
Profit Center	If the transaction type is Project Cost, enter the code of the Project for the employee time card line. If the transaction type is Equipment Cost, enter the code of the Equipment for the employee time card line.
Cost Code	If the transaction type is Project Cost, enter the project cost code for the employee time card line. If the transaction type is Equipment Cost, enter the equipment cost code for the employee time card line.
CMR	If the transaction type is Project Cost, enter the code of the About the Enter Change Management Record screen for the employee time card line.
Division	If the transaction type is Project Cost, displays the division based on the work location, cost code, and project. If the transaction type is Equipment Cost, displays the division for the equipment item. If the transaction type is General Ledger Only, enter the code for the division.
Work Location	If the transaction type is Project Cost, defaults to the work location specified for the project or the cost code. If the transaction type is not Project Cost, enter the code of the Work Location for the employee time card line.
Trade Union	Enter the code of the trade or Trade/Union for the employee time card line.
Pay Class	Enter the code of the Pay Class associated with the trade or union for the employee time card line.
Cost Type	If the transaction type is Project Cost or Equipment Cost, enter the code of the Cost Type for the employee time card line.
Payroll Cost Account	Enter the code of the Payroll Cost Account for the employee time card line.
Insurance Classification	Enter the code of the Insurance Classification for the employee time card line.
Earnings Type	Display only.
Hours	Enter the number of hours for each pay class.
Rate	Enter the rate for each pay class.
Amount	If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, displays the calculated total amount on the employee time card line. If the earnings type for the pay class is Bonus, Miscellaneous, Expense, or Per Diem, enter the amount of the employee time card line.
End Date	Enter the end date for the time card line. Must be later than the effective date of the time card line.
Overtime Exempt	Select the checkbox to report all hours as regular time. If you need to report overtime or double time, you must move the hours manually. Deselect the checkbox to convert any extra hours (beyond regular hours) to overtime or double time.
Pay Cycle Salary	If the employee is salaried and the earnings type is Regular, Sick, Holiday, or Vacation, enter the pay cycle salary amount that will be spread across all time card lines in the pay cycle. If you enter an amount in this field, you cannot enter an amount in the Regular Rate field. The pay cycle salary is only used on standard pay cycles. For example, if the employee's salary is $52,000 per year and you use a weekly pay cycle, enter $1,000.
Number of Pieces	Enter the number of pieces worked for the time card line.
Description	Enter any comments or notes about the employee time card line.
Equipment Usage
Distribution Company	Displays the distribution company for the profit center.

Taxes Tab (U.S.)

Use the Taxes tab to set up federal, state, and local taxes for the employee. Use the Payroll Tax Authority screen to add federal, state, and local payroll tax authorities.


Field	Description
Social Security Number	Enter the employee's Social Security number.
Alien Number	If the employee is not a United States citizen, enter the employee's alien number from the Permanent Resident Card.
Expiration Date	If you entered the employee's alien number, enter the expiration date of the employee's Permanent Resident Card.
Federal
Federal Income Tax Exempt	Indicate whether the employee is exempt from federal income tax.
Federal Authority	Enter the code of the the federal payroll tax authority for the employee.
Withholding Status	Enter the federal Withholding Status for the employee.
Allowances	Enter the number of federal allowances for the employee.
FICA Exempt	Indicate whether the employee is exempt from FICA.
FUTA Exempt	Indicate whether the employee is exempt from FUTA.
Federal Income Tax Additional Amount	Enter any additional amount of federal income tax to be withheld for the employee from each payroll check.
Statutory Employee	Indicate whether the employee is a statutory employee. A statutory employee's earnings are subject to Social Security and Medicare taxes, but not subject to federal income tax withholding. This indicator appears on the Form W-2 for the employee.
Retirement Plan	Indicate whether the employee is contributing to a retirement plan. This indicator appears on the Form W-2 for the employee.
Third-Party Sick Pay	Indicate whether you are reporting sick pay payments made by a third-party to the employee. This indicator appears on the Form W-2 for the employee.
2020 & Newer W4 Information - these fields apply to employees who have submitted the 2020 version of Form W-4.
Using 2020 & Newer W4	Select this checkbox if the employee submitted the 2020 (or later) version of Form W-4.
Step 3 Amount (Dependents)	If the employee claimed a tax credit amount for any dependents on Form W-4, enter that amount. If not, leave this field blank.
Step 4(a) Other income	If the employee listed any other income (not from jobs) for the purposes of tax withholding on Form W-4, enter that amount. If not, leave this field blank.
Step 4(b) Deductions	If the employee has listed an additional tax amount to withhold each pay period on Form W-4, enter that amount. If not, leave this field blank.
State
Hire State	Enter the code of the hiring state for the employee.
Withholding State	Enter the code of the withholding state for the employee.
Withholding Status	Enter the state Withholding Status for the employee.
Allowances	Enter the number of federal allowances for the employee. Note: For Puerto Rico, you can enter half allowances as 0.5, 1.5, and so on, as needed to account for joint custody allowances.
SUTA State	Enter the SUTA code for the employee.
Payroll Insurance State	If you need to calculate payroll insurance in the employee's home state instead of the work state, enter the code of the payroll insurance state for the employee. Tip: Viewpoint recommends that you calculate payroll insurance for the work state and leave this field blank. There are reasons that you may not want payroll insurance to be calculated for the work state. For example, many states have a grace period within which time payroll insurance may be calculated under a policy in the company's home state. If you entered a payroll insurance state, you also need to select the Allow Employee's Payroll Insurance State to Override the Work Location checkbox on the Work Locations screen to have ProContractor calculate the payroll insurance for the selected state.
State Income Tax Additional Amt	Enter any additional amount of state income tax to be withheld for the employee from each payroll check.
Deduction Allowances (Puerto Rico only)	Enter the number of deduction allowances. Value ignored for all states except Puerto Rico.
Adoption Allowances (Indiana only)	Enter the number of adoption allowances. Value ignored for all states except Indiana.
Local grid Assign one or more local taxes to the employee.
Tax Authority	Enter one or more codes of the local tax authorities for the employee.
Local Status	Enter the Withholding Status for each local tax authority.
Name	The name of the local tax authority code.
Local Income Tax Additional Amount	Enter any additional amount for each local income tax to be withheld from each of the employee's payroll checks.

Taxes Tab (Canada)

Use the Taxes tab to set up federal, provincial, and local taxes for the employee. Use the Payroll Tax Authority screen to add federal, provincial, and local payroll tax authorities.


Field	Description
Social Insurance Number	Enter the Social Insurance Number for the employee.
Alien Number	If the employee's Social Insurance Number starts with 9, enter it here to indicate that the employee is not a citizen or permanent resident.
Expiration Date	If the employee's Social Insurance Number starts with 9, enter the expiration date of the number from the social insurance card.
Federal
Federal Income Tax Exempt	Indicate whether the employee is exempt from federal income tax.
Federal Authority	Enter the code of the federal tax authority for the employee.
Withholding Status	Enter the federal withholding status for the employee.
Allowances	Enter the number of federal allowances for the employee.
CPP Exempt	Indicate whether the employee is exempt from CPP.
EI Exempt	Indicate whether the employee is exempt from EI.
Federal Income Tax Additional Amount	Enter any additional amount of federal income tax to be withheld for the employee from each payroll check.
Status Indian	Indicate whether the employee is a Status Indian.
Province
Hire Province	Enter the code of the hiring provincial tax authority for the employee.
Withholding Province	Enter the code of the withholding provincial tax authority for the employee.
Withholding Status	Enter the provincial Withholding Status for the employee.
Province Income Tax Additional Amount	Enter any additional amount of provincial income tax to be withheld for the employee from each payroll check.
Allowances	Enter the number of allowances for the employee.
Deduction Allowances	Not used.
Payroll Insurance Province	If you need to calculate workers' compensation insurance in the employee's home province instead of the work province, enter the code of the payroll insurance province for the employee. Tip: Viewpoint recommends that you calculate workers' compensation for the work province and leave this field blank. If you entered a payroll insurance province, you also need to select the Allow Employee's Payroll Insurance Province to Override the Work Location checkbox on the Work Locations screen to have ProContractor calculate the payroll insurance for the selected province.
Local
Local Authority	Enter the code of the local tax authority for the employee.
Local Status	Enter the local Withholding Status for the employee.
Local Income Tax Additional Amount	Enter any additional amount of local income tax to be withheld for the employee from each payroll check.

Deductions Tab

Use the Deductions tab to associate deductions with the employee.

Use the Deductions screen to create the needed deductions in ProContractor. Note that if you have set up a deduction on the Companywide Rates screen, the setting of the Use This Rate for field influences what you can do here:

If the Use This Rate for field is set to All Employees, you cannot add the deduction here.
If the Use This Rate for field is set to Selected Employees, when you add the deduction here, the application inserts the values in the Companywide Rates screen during the import.
If the Use This Rate for field is set to Selected Employees (Overrides Possible), you can add the deduction in this tab. For most fields, the default values from the Companywide Rates screen will override the values entered here, but you can override any default values in the Effective Date, End Date, and Rate or Amount fields.


Field	Description
Each row in the grid is a deduction that will be applied to the employee's wages when you process payroll.
Deduction	Enter the code of the deduction for the employee.
Name	Displays the deduction name.
Effective Date	Displays the effective date of the deduction for the employee. This value is either the effective date set on the Companywide Rates screen or the current date. If you want to and are able to override the date, enter an effective date.
End Date	Displays the end date of the deduction for the employee. This value is either the end date set on the Companywide Rates screen or 12/31/9998. If you want to and are able to override the date, enter an end date.
Calculation Method	Displays the calculation method for the deduction. If you want to and are able to override this value, enter the code of the calculation method for the deduction.
Calculation Sequence	Displays the sequence number of the deduction. If you want to and are able to override this value, enter the sequence number for the calculation of the deduction. ProContractor will calculate deductions in sequence based on this value.
Rate or Amount	Displays the rate or amount of the deduction based on the calculation method. If you want to and are able to override this value, enter the rate or amount of the deduction. You can enter the rate as a percentage with up to 5 places.
Threshold On	Select the basis for the threshold at which to begin calculating the deduction. No Threshold All Hours All Earnings Regular Earnings Regular Hours RT OT DT Hours: Regular Time + Overtime + Double Time Hours RT OT DT Earnings: Regular Time + Overtime + Double Time Earnings Note: If left blank, No Threshhold is applied.
Threshold Method	If you entered a basis for the threshold in the Threshold On field, select the period for the threshold. Annual Monthly Weekly Quarterly Employment to Date
Threshold Amount	Enter the minimum amount of the deduction in the period specified in the Method field. Once this amount is reached, ProContractor will calculate the deduction.
Limit On	Enter the basis for the limit when calculating the deduction. No Limit All Hours All Earnings Amount Regular Hours Regular Earnings RT OT DT Hours - Regular Time + Overtime + Double Time Hours RT OT DT Earnings - Regular Time + Overtime + Double Time Earnings Note: If left blank, No Limit is applied.
Limit Method	Enter the period for the limit. Annual Monthly Weekly Quarterly
Limit Amount or Balance	Enter the maximum amount of the deduction in the period specified in the Method field. Once this limit is reached, ProContractor won't calculate the deduction.
First Week	Indicate which weeks ProContractor should calculate the deduction. Based on the payroll check date.
Second Week
Third Week
Fourth Week
Fifth Week
Withheld Subaccount	If the general ledger for the deduction uses subaccounts, enter the subaccount for the deduction. Note: ProContractor validates the subaccount entered when you save a manually entered employee time card, manually adjust a payroll check, or run Calculate Taxes and Deductions. If the subaccount does not exist at that time, the process will not complete.

Fringe Benefits tab

Use the Fringe Benefits tab to associate fringe benefits with the employee.

Use the Fringe Benefits screen to create the needed fringe benefits in ProContractor. Note that if you have set up a fringe benefit on the Companywide Rates screen, the setting of the Use This Rate for field influences what you can do here:

If the Use This Rate for field is set to All Employees, you cannot add the fringe benefit here.
If the Use This Rate for field is set to Selected Employees, when you add the fringe benefit here, the application inserts the values in the Companywide Rates screen during the import.
If the Use This Rate for field is set to Selected Employees (Overrides Possible), you can add the fringe benefit in this tab. For most fields, the default values from the Companywide Rates screen will override the values entered here, but you can override any default values in the Effective Date, End Date, and Rate or Amount fields.


Field	Description
Each row in the grid is a fringe benefit that will be applied to the employee's wages when you process payroll.
Fringe	Enter the code of the fringe benefit for the employee.
Name	Displays the fringe benefit name.
Effective Date	Displays the effective date of the fringe benefit for the employee. This value is either the effective date set on the Companywide Rates screen or the current date. If you want to and are able to override the date, enter an effective date.
End Date	Displays the end date of the fringe benefit for the employee. This value is either the end date set on the Companywide Rates screen or 12/31/9998. If you want to and are able to override the date, enter an end date.
Calculation Method	Displays the calculation method for the fringe benefit. If you want to and are able to override this value, enter the code of the calculation method for the fringe benefit.
Calculation Sequence	Displays the sequence number of the fringe benefit. If you want to and are able to override this value, enter the sequence number for the calculation of the fringe benefit. ProContractor will calculate fringe benefits in sequence based on this value.
Rate or Amount	Displays the rate or amount of the fringe benefit based on the calculation method. If you want to and are able to override this value, enter the rate or amount of the fringe benefit. You can enter the rate as a percentage with up to 5 places.
Bona Fide Prevailing Wage Fringe	Indicate whether the fringe benefit is a bona fide fringe benefit.
Threshold On	Select the basis for the threshold at which to begin calculating the fringe benefit. No Threshold All Hours All Earnings Regular Earnings Regular Hours RT OT DT Hours: Regular Time + Overtime + Double Time Hours RT OT DT Earnings: Regular Time + Overtime + Double Time Earnings Note: If left blank, No Threshhold is applied.
Threshold Method	If you entered a basis for the threshold in the Threshold On field, select the period for the threshold. Annual Monthly Weekly Quarterly Employment to Date
Threshold Amount	Enter the minimum amount of the fringe benefit in the period specified in the Method field. Once this amount is reached, ProContractor will calculate the fringe benefit.
Limit On	Enter the basis for the limit when calculating the fringe benefit. No Limit All Hours All Earnings Amount Regular Hours Regular Earnings RT OT DT Hours - Regular Time + Overtime + Double Time Hours RT OT DT Earnings - Regular Time + Overtime + Double Time Earnings Note: If left blank, No Limit is applied.
Limit Method	Enter the period for the limit. Annual Monthly Weekly Quarterly
Limit Amount or Balance	Enter the maximum amount of the fringe benefit in the period specified in the Method field. Once this limit is reached, ProContractor won't calculate the fringe benefit.
First Week	Indicate which weeks ProContractor should calculate the fringe benefit. Based on the payroll check date.
Second Week
Third Week
Fourth Week
Fifth Week
Withheld Subaccount	If the general ledger for the fringe benefit uses subaccounts, enter the subaccount for the fringe benefit. Note: ProContractor validates the subaccount entered when you save a manually entered employee time card, manually adjust a payroll check, or run Calculate Taxes and Deductions. If the subaccount does not exist at that time, the process will not complete.
Expense Subaccount	If the general ledger account for the employee fringe benefits payroll cost account (which is set on Payroll Cost Account screen) uses subaccounts, enter the subaccount for the fringe benefit expenses.

Additional Pay tab

Use the Additional Pay tab to associate additional payments with the employee.

Use the Deductions screen to create the needed records in ProContractor. Note that if you have set up an additional pay on the Companywide Rates screen, the setting of the Use This Rate for field influences what you can do here:

If the Use This Rate for field is set to All Employees, you cannot add the additional pay here.
If the Use This Rate for field is set to Selected Employees, when you add the additional pay here, the application inserts the values in the Companywide Rates screen during the import.
If the Use This Rate for field is set to Selected Employees (Overrides Possible), you can add the additional pay in this tab. For most fields, the default values from the Companywide Rates screen will override the values entered here, but you can override any default values in the Effective Date, End Date, and Rate or Amount fields.


Field	Description
Each row in the grid is an additional pay that will be applied to the employee's wages when you process payroll.
Fringe	Enter the code of the additional pay for the employee.
Name	Displays the additional pay name.
Effective Date	Displays the effective date of the additional pay for the employee. This value is either the effective date set on the Companywide Rates screen or the current date. If you want to and are able to override the date, enter an effective date.
End Date	Displays the end date of the additional pay for the employee. This value is either the end date set on the Companywide Rates screen or 12/31/9998. If you want to and are able to override the date, enter an end date.
Calculation Method	Displays the calculation method for the additional pay. If you want to and are able to override this value, enter the code of the calculation method for the additional pay.
Calculation Sequence	Displays the sequence number of the additional pay. If you want to and are able to override this value, enter the sequence number for the calculation of the additional pay. ProContractor will calculate additional pays in sequence based on this value.
Rate or Amount	Displays the rate or amount of the additional pay based on the calculation method. If you want to and are able to override this value, enter the rate or amount of the additional pay. You can enter the rate as a percentage with up to 5 places.
Threshold On	Select the basis for the threshold at which to begin calculating the additional pay. No Threshold All Hours All Earnings Regular Earnings Regular Hours RT OT DT Hours: Regular Time + Overtime + Double Time Hours RT OT DT Earnings: Regular Time + Overtime + Double Time Earnings Note: If left blank, No Threshhold is applied.
Threshold Method	If you entered a basis for the threshold in the Threshold On field, select the period for the threshold. Annual Monthly Weekly Quarterly Employment to Date
Threshold Amount	Enter the minimum amount of the additional pay in the period specified in the Method field. Once this amount is reached, ProContractor will calculate the additional pay.
Limit On	Enter the basis for the limit when calculating the additional pay. No Limit All Hours All Earnings Amount Regular Hours Regular Earnings RT OT DT Hours - Regular Time + Overtime + Double Time Hours RT OT DT Earnings - Regular Time + Overtime + Double Time Earnings Note: If left blank, No Limit is applied.
Limit Method	Enter the period for the limit. Annual Monthly Weekly Quarterly
Limit Amount or Balance	Enter the maximum amount of the additional pay in the period specified in the Method field. Once this limit is reached, ProContractor won't calculate the additional pay.
First Week	Indicate which weeks ProContractor should calculate the additional pay. Based on the payroll check date.
Second Week
Third Week
Fourth Week
Fifth Week

Paid Time Off tab

Use the this tab to enter paid time off information for each employee.

Each row in the grid is a paid time off type for the employee.


Field	Description
Paid Time Off	Enter the code of the paid time off type for the employee.
Paid Time Off Name	Displays the name of the paid time off type.
PTO Start Date	Enter the date when the employee is eligible to accrue the paid time off. The start date must be on or after the employee's hire date. Note: This date is used for determining paid time off rates if you selected Employee PTO Start Date in the Calculation Bracket Basis Year field on the Paid Time Off Rates screen.
Probation Period Months	Displays the default number of months in the probation period. If needed, enter the number of months in the probation period for the paid time off type. The probation period begins on the start date for the paid time off type, which means that the employee will begin accruing the paid time off the number of months entered after the paid time off start date.
Accrual Rate From	Indicate how the employee's accrual rate is set. Paid Time Off - Use the rate set in the Accrual Rate field when determining the paid time off amount. Default Time Card - Use the regular rate from the employee's default time card when determining the paid time off amount.
Accrual Rate	If you selected to use the accrual rate from the default time card, displays the accrual rate. Otherwise, enter the accrual rate to use when determining the paid time off amount for the employee.
Burden Percent	Enter the burden percent to apply to the accrual rate.
Status	Indicate the status of the paid time off type for the employee. Active - The paid time off type is available for use and appears in lookup lists. Inactive - The paid time off type is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
PTO Available For Use Date	Enter the date when the employee is eligible to use accrued paid time off. This allows you to specify a waiting period where the employee accrues PTO but cannot use it. This date must be greater than or equal to the PTO start date. This is different than the probation period, which allows you to specify a waiting period before the employee can accrue PTO. When you enter a PTO time card for the employee, if the date of the PTO is before the PTO available for use date, ProContractor displays a warning. If needed, you can override the warning to process the paid time off for the time card line. Tip: If the employee can accrue paid time off before being eligible to use it, the PTO Available For Use Date should be different than the Start Date.

Direct Deposit tab

Use the Direct Deposit tab to enter direct deposit information for the employee.

Seemingly similar direct deposit settings can produce very different results. Viewpoint strongly recommends that you carefully consider the settings for the Deposit Sequence, Calculation Method, and Rate or Amount fields.

Any amount remaining after all direct deposits are made is paid in a check. To prevent creating a check for a remaining amount, set the last bank account in the direct deposit sequence to have a calculation method of Balance of Net Pay. Set the deposit sequence when using direct deposit with multiple accounts to ensure that direct deposit amounts are calculated as intended.


Field	Description
Minimum Check Amount	Enter the minimum net pay amount to be issued as a check to the employee when the employee wants to receive both a check and a direct deposit. The remaining net pay amount will be distributed in the direct deposits (as calculated in the Direct Deposit grid). Any net pay amount left after the direct deposit is calculated in the Direct Deposit grid will also be included in the check.
Each row in the grid is a bank account to which a direct deposit will be sent for the employee.
Bank Routing Number	Enter the nine-digit bank routing number for the employee's direct deposit.
Institution Number	Enter the three-digit institution number for the employee's direct deposit.
Branch Number	Enter the five-digit branch number for the employee's direct deposit.
Bank Account Number	Enter the account number for the employee's direct deposit.
Effective Date	Enter the effective date for the employee's direct deposit.
End Date	Enter the end date for the employee's direct deposit.
Description	Enter a description for the employee's direct deposit.
Deposit Sequence	If more than one direct deposit is effective for the employee, enter a number to indicate the sequence in which direct deposit amounts are to be calculated.
Calculation Method	Enter the calculation method for the direct deposit. Balance of Net Pay - includes the remaining balance of the employee's net pay in the deposit. If the employee has multiple direct deposit accounts and does not want a check, use this option for the last account in the sequence to ensure that all net pay is paid using direct deposit. Percentage of Net Pay - indicates the percent of net pay to be deposited in the account. You need to specify the percentage rate in the Rate or Amount field. Fixed Amount of Net Pay - indicates a fixed amount of net pay to be deposited in the account. You need to specify the amount in the Rate or Amount field.
Rate or Amount	Enter the percentage rate or amount of net pay for the direct deposit depending on the Calculation Method selected.
Status	Enter the status of the direct deposit. Active - The direct deposit is available for use. A direct deposit transaction will be created when you run payroll for the employee. Inactive - The direct deposit is not available for use. A printed pay check will be created when you run payroll for this employee.
Bank Name	Enter the name of the bank for the employee's direct deposit.
Bank Account Type	Enter the account type of the employee's bank account. Checking Account (22) Savings Account (32)
Prenotification	Indicates whether or not the direct deposit is for prenotification. Prenotes allow you to create a test transaction in the direct deposit transfer file that you can send to your bank for verification. When you send a prenote to your bank, no money is sent to the employee's bank accounts.

Others tab


Field	Description
Use is specific to payrolls in Oregon, United States.
Options	Determines if employee is opting in to the SHS or PFA withholding.
Withholding Amount/Paycheck $	The amount to withhold per paycheck. If left blank, ProContractor will calculate the amount.
Tax Authority	The tax authority under which the withholding is allowed.
Additional Factors grid - Use this grid to add additional tax factors for the employee and set amounts for them.
Code	Select the code for the additional factor. CANF0001 - Prescribed Zone Deduction CANF0002 - Other Annualized Deduction CANF0003 - Total Claim Amount on Form TD1 CANF0004 - Other Federal Credits CANF0005 - Federal Labor Sponsored Fund Credit CANP0001 - Total Claim Amount on Form TD1P CANP0006 - Other Provincial Credits CANP0003 - Number of Disabled Dependents CANP0004 - Number of Dependents Under 19 With Written Request CANP0005 - Provincial Labor Sponsored Fund Credit
Description	Displays the description of the additional factor code.
Effective Date	Enter the effective date of the additional factor.
End Date	Enter the end date of the additional factor.
Amount	Enter the amount for the additional factor.

Binder tab

If user-defined fields exist for this function, the Binder sub-tabs appear:

Binder sub-tab
User-Defined Fields sub-tab

If there are no user-defined fields, the applicable information appears on the Binder tab with no sub-tabs.

Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos.

Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items.

If the Add Checks to Employee Binder checkbox is selected on the Payroll Settings screen, ProContractor automatically creates a binder item for each employee's encrypted check or advice once the check or advice has been set to Ready to Post on the Print Payroll Checks & Advices screen. Alternatively, you can create (or remove) binder items for encrypted checks and advices as needed using the Update Employee Binder for Payroll Checks screen.


Field	Description
Reference Existing Binder Item	If a binder item already exists in ProContractor and is shared, you can reference it (rather than creating a new, separate binder item). Select Reference Existing Binder Item, select the binder item you want to reference from a Lookup List, and then select OK.
Open	You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment. In the Select column, select the checkbox for each binder item you want to include in the email and select Open.
E-mail	You can send one or more binder items via email. You must have MAPI-compliant email software—such as Microsoft Outlook—installed on your computer to send an email message with a binder item. In the Select column, select the checkbox for each binder item you want to include in the email and select E-mail.
Binder grid
Select	Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an email.
Binder Item Type	Enter the Type for the binder item. The binder item type determines the various behaviors of binder items.
Description	Enter a description of the binder item.
Date	Initially displays the current date. If you want to modify the date for the binder item, enter the new date.
Shared	Select the checkbox to make this binder item available for reference throughout the application.
Attachment Value	Enter the full path and file name of the binder item attachment or select and navigate to select a binder item attachment.
Attachment Type	Displays the file type for the attachment.
Attachment Method	Defaults to the last attachment method used. Select to change the method. Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an email. Note: If you delete the attachment file from the file system, the link is broken. Note: If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system. Embed - An embedded attachment is stored within ProContractor. You can set an embedded attachment so that it can be shared throughout the application. Sharing an embedded attachment allows other users to reference it in other records in ProContractor. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record. Note: If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available in ProContractor. Note: If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded in ProContractor.
Status	Select the status of the binder item. Active - Binder item is available for use and appears in lookup lists. Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Owner	By default, displays the current ProContractor user ID.
Reminder Date	Enter the date for the reminder for the binder item.ProContractor uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.
Notes	Enter any comments or notes about the binder item. You can enter formatted text in this field. Select to open the Formatted Text Editor.
Inactive Date	If the status is Inactive, enter the date the binder item became inactive.
Priority	Select the priority of the binder item.
Source Type Grid - When you select to display the card view, the Show All References button appears. Select Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. When you add a binder item to another source using the Source Type grid, the binder item is automatically shared. Note: You cannot add binder items using the Source Type grid for these source types: Connect Settings Meeting Minutes Agenda Meeting Minutes Action Item Customer Lien Releases Vendor Lien Releases
Source Type	Enter the type for the source to which you want to add the binder item.
Source Area	Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.
Source	Enter the code that identifies the source to which you want to add the binder item.
Source Name	Displays the name of the source.
User-Defined Fields sub-tab - If any user-defined fields exist for this function, this sub-tab appears. You can create user-defined fields to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.

Equipment Usage Entry (popup window)

This popup window isn't useful when editing or creating new employee records. It is for entering time cards, if you choose to use this screen to enter them. See Enter Time Card by Employee Screen Field Reference.