Revised: 4/2021
The entry view Add, Change Employee Information will allow you to view and enter in multiple items for an employee.
1. Select Human Resources or Payroll Processing
2. Select Add, Change Employee Information
Active Staff:
Check mark if you wish to view only Active Staff, uncheck to view all Staff (Inactive and Active).
Have a Contract:
Check mark to display only employees with a Contract in the Contracts view.
Save:
After any changes are made to the Employee record, select Save. A time stamp will display.
Advanced Search:
This option allows you to apply a search using specific criteria.
General Information:
This view gives basic Employee information including Name, Address, Date of Birth, etc.
See following link for additional information on adding employee demographic information: http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeegeneralinformation.htm
Tax Information:
The Tax Information view shows the Employee’s tax information for payroll processing.
See following link for additional information on adding employee demographic information: http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeetaxinformation.htm
Payroll Control:
The Payroll Control option gives payroll information used for payroll and reporting requirements.
See following link for additional information on adding employee demographic information: http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeepayrollcontrol.htm
Default Accounts & Rates:
You can Search the salary accounts to expense by typing in the account number or account description in the Search field. If you have the Default Accounts and Rates completed, these will be available to use in the Payroll Processing.
See following link for additional information on adding employee demographic information: http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeedefaultaccountsrates.htm
Other:
The Other entry view is used for additional Employee data needed for State specific reporting.
Attendance:
The Attendance option allows you to enter in the Employee Attendance totals.
Contracts:
The Contracts view is where you can add new employee contracts and view and adjust Current and Historical Employee contracts.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeecontract.htm
Position:
The Position information is used for eTimesheet, Time Clock processing, and state reporting.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeeposition.htm
Deductions & Benefits:
In this entry view you can assign, inactivate, and change employee Deductions and Benefits records. If you enter any overrides in this area, it will override what is listed the Master record and use this amount for the employee’s pay.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeedeductionsbenefits.htm
Direct Deposit:
The Direct Deposit view is for entering the Employee banking information for Payroll Processing.
See following link for additional information on adding employee demographic information: http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeedirectdeposit.htm
Medical Information:
The Medical information option contains the Emergency Contact and Health Records for the employee.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeemedicalinformation.htm
Certificates:
The Certificates option allows you to track the Employee Certificates for employment records.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeecertificate.htm
Degree:
The Degree option allows you to track the Employee Degrees for employment records.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeedegree.htm
Continuing Education:
The Continuing Ed Units option allows you to track the Continuing Education courses for employees.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeecontinuingeducationunits.htm
Committees:
The Committees options allows you to track the Committees for Employees.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeecommittee.htm
Reviews:
The Reviews option will list all employment reviews by date.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeereviews.htm
Leave:
The Leave options allows you to enter in any employee extended leave records.
General Notes:
The General Notes option allows you to track any notes for employment records.
See following link for additional information on adding employee demographic information:
http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeegeneralnote.htm
ACA data entry views:
The two ACA data entry views contain the fields to be completed for the ACA reporting requirements.
To Add a new employee:
1. Select Human Resources or Payroll Processing then select Add, Change Employee Information
2. Select the Add tab under the General Information selection
A new window will display for you to enter in the new employee information and use the cloning option:
To use the Clone/copy option with another employee:
1 New Employee Options (optional):
1. Select an employee, from the field ‘Select Employee to Clone” drop down list to use the cloning option. This should be an employee close to the type of employee you are adding.
2. Select “Include Contract(s) from cloned employees” if the contracts are to be cloned.
3. Check the “Activate Contract and Salary Schedule Pro Rating Option”.
4. Complete the information displayed in the area below the heading “Contract Information” for # of pays for the contract and New Empl Salary.
5. The dates, Pays, Lane, Step, and New Employee Salary will be recorded from the information entered in the Contract Information area. Account numbers and other information required for a complete contract will be transferred from the “Cloned” employee’s contract. If the cloned employee has multiple contracts, the contract with the most current contract start date will be adjusted with the entered information. Other contracts will be transferred unchanged from the “Cloned” employee’s contract area. Once this is saved, you will need to go into each of the main areas: Deductions, Benefits, Contracts and add or adjust as needed.
2 Basic New Employee Information (mandatory for all new employee entry):
1. Enter the new employee’s name, address, city, state, zip.
2. Select Get Next ID#
3. Save New Employee
4. Select Hide/Done to return to the demographics, benefits, etc.
5. Determine what selections you wish to complete for your new employee or Select All to view all entry views.
6. Once you have completed the areas needed, select Save. You will receive a time stamp of the save.
Note: The fields highlighted are the fields needed for State reporting requirements. You can adjust the brightness of the highlighted field by selecting “Reports and Options” and selecting “Required Field Highlight”, then select “Light Background” or “Bright Background”
Reports and Options
•Employee Info Report: Report to include all employee demographic information
•Save & Next – Activate: Upon entry on multiple employee’s data, you can activate this option and upon Save it will advance to the next employee
•Approve Changes: Approve any Employee Portal Requests
•New Employee from Applitrack: Import new employee from Applitrack
•Activate Retain Values on Add: Activate the copy option to clone another employee’s information to the new employee
•Add Employee as a Vendor: Activate this option in SDS Web Office setting and you can transfer the Employee information to the Vendor table. NOTE: Any address and phone number changes completed in the Employee Master table will carry over to the Vendor Master table only. If you make changes to the Vendor table, this will not change the Employee Master. Changes for Direct Deposit will need to be completed in both Master tables, this will not carry over from one to the other.
•Delete Employee: If you have entered in an employee incorrectly and need to delete
•Documents: Uploading and saving any employee documentation
•Undo Changes: Undo the changes you have made to the employee
•View Help: Access to Finance Help counsel
•Required Field Highlight: Adjust the brightness of the highlighted state required fields (above using Light background, below using Bright background)
To make changes to a current employee:
1. Determine what selections you wish to see for your employees or Select All to view all entry views.
a. You can select only Active Staff
b. You can view Staff that have a Contract.
c. Using the Advanced Search, you can search out using an Employee entry view, Specific field, and a Value you are searching for.
d. Select Save after completing your changes.