Add Employees

Employee Details

Employee ID	Enter a new employee ID. We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: , \| " '.
Status	Specify the status of the employee. Active (A) - An active employee. Inactive (I) - An inactive employee - you will still be able to run Payroll for this employee, but the system will alert you of their status before processing. Terminated (D) - Terminated. You cannot run Payroll for terminated employees.
First Name, Middle Initial, Last Name	Enter a first name, middle initial, and last name. Middle initial is not required.
User ID	Enter the employee's system user ID. User IDs are set up by the Administrator by going to Administration > Users > Manage Users. If the Fraud prevention options were selected by the Administrator in the system (Administration > Organization > Organization Settings > Module Setup > Payroll) and a system User ID is associated to an employee ID, one of the following could occur: If the Lock Employee ID and User ID Association option is selected in the system, this field will change to display only after a User ID is selected and the form is saved. If the Enable Deactivation of User ID Upon Employee Termination option is selected in the system and the employee's status is changed to Terminated (D), the system automatically changes the User ID status to Inactive (I), which would block that user's access to your organization's database. If the Enable Deactivation of User ID Upon Employee Termination and Warn Upon Employee Termination Linked User ID Deactivation options are selected in the system and the employee's status is changed to Terminated (D), the system displays a warning message before automatically changing the User ID status to Inactive (I). You can choose to save the status changes of the employee ID and the system User ID, return to the form and change the employee's status to anything other than Terminated (D), or return to the form and delete the User ID associated with the Employee ID. If all three options are selected in the system and the employee's status is changed to Terminated (D), the system displays a warning message before automatically changes the User ID status to Inactive. You can choose to save the status changes of the employee ID and the system User ID or return to the form and change the employee's status to anything other than D-Terminated. You will not be able to delete or change the User ID association with the Employee ID.
Social Security Number	Enter the employee's SSN. To view the entire SSN, you must have Display Sensitive Data for the active organization (Administration > Users > Manage Users or Manage User Groups). Otherwise, only the last four digits of the Spouse Social Security Number displays.
I-9 On File	Select if an I-9 has been filed.
Citizenship	Enter the country in which the employee is a citizen.
Marital Status	Enter the employee's marital status, such as single, married, divorced, or widowed.
Gender	Enter the employee's gender. This editable field is limited to 20 characters.
Ethnicity	Enter the ethnic origin of the employee.
Work Phone Number	Enter the work telephone number for this employee.

Important Dates

Hired Date	Enter the date the employee was hired. This field is not required when you first add an employee into the system, but a hire date is required if you want to produce a SUTA report for the employee.
Action Date	The Action Date is an optional date field used for internal purposes. This field is not required. For example, if an employee was placed on probation, this could be the date the probation begins (or ends).
Birth Date	Enter the employee's birth date.
Termination Date	Enter the employee's termination date.
Last Day Worked	Enter the last day the employee worked.

Employee Residence

Address	Enter the employee's address.
City, State, Postal Code	Enter the employee's city, state, and postal code for their address.
Country	Enter the employee's country location.
Phone, Fax	Enter the employee's phone number and fax number.
Email	Enter the employee's email address.

Emergency Contact

Name	Enter the employee emergency contact's name.
Phone	Enter the employee emergency contact's phone number.
Relationship	Enter the relationship the emergency contact has with the employee.
Email	Enter the email address for the employee's emergency contact.

Job Details

Processing Group	Enter the employee's processing group code. Note that if an employee changes processing groups, any existing Regular and Supplemental Timesheets for this employee must be deleted prior to making changes to the processing groups. If the employee has only a Default Timesheet, it is automatically updated to the new processing group. See Processing Groups for more information on processing groups.
Class	Enter the job class for the designated employee. You can designate classes and positions to employees to use for reporting purposes.
Position	Enter the employee's job title. You can designate classes and positions to employees to use for reporting purposes.
Employee Type	Enter an employee type, such as part-time or full-time.
Military Status	Enter a military status, such as active, retired, or none.
Occupation Code	Enter the employee's occupational code. This entry will be passed to the state tax filing forms.

Driver's License

Enter the employee's driver's license information.

Pay Rate

Note: If a salary is entered for an employee, the system calculates an Equivalent Hourly Rate for use in calculations that require an Hourly Rate, such as wages, benefits, or deductions.

Salaried or Hourly	Select if the employee is salaried or hourly. If a salary is entered for an employee, the system calculates an Equivalent Hourly Rate for use in calculations that require an Hourly Rate, such as wages, benefits, or deductions.
Salary per Pay Cycle	This field only appears if you selected "Salaried". Enter the salary per pay cycle for the employee. If a salary is entered for an employee, the system calculates an Equivalent Hourly Rate for use in calculations that require an Hourly Rate, such as wages, benefits, or deductions.
Equivalent Hourly Rate for Calculations	If a salary is entered for an employee, the system calculates an Equivalent Hourly Rate for use in calculations that require an Hourly Rate, such as wages, benefits, or deductions.
Hourly	This field only appears if you selected "Hourly". Enter the hourly rate for the employee. This rate is printed on the check stub.

Direct Deposit

Note: You must have the Direct Deposit module installed to enter information in these fields.

If the "Direct Deposit" checkbox is selected, a table will display for you to enter banking information for the employee. Additionally, you can establish whether or not to send a pre-note to the employee's bank.

Bank Routing Number	Enter the employee's bank routing number. This is the nine-digit routing number that prints on the bottom of the check or deposit slip.
Account Number	Enter the employee's checking or savings account number.
Percent	Enter the percentage of the Net Pay to be deposited into the employee's bank account. At least one line item must contain a percentage and the Percent (%) column must total 100, regardless of whether any amounts have been entered.
Amount	Enter the license class for the employee (such as C class, D class, etc).
Type	Select the type of account for the funds to be deposited - either Checking or Savings.
Disable Pre-note	Select this checkbox so that a pre-note for this employee is not created and sent to the financial institution. The system sends pre-notes based on the last changed setting in either the Payroll > System Setup > Employee Information - Direct Deposit Tab or by the Administrator on the Administration > Organization > Organization Settings > Module Setup > Bank Information tab. This box is only available if you are entering a new employee or making changes to the Bank Routing Number, Account Number, or Type. In order for the Pre-note control to work at the Employee level, the employee record must be updated after any updates occur at the Bank Account level.

Selecting the "Direct Deposit Details" link will open a new table with the following details:

Disable Pre-note Last Updated	The date of the last time the Prenote field was modified.
Banking Information Last Updated	Date that the payment information fields, Routing Number, Bank Account and Type, were changed.
Prenote Sent	Date that the pre-note was sent to the specified bank account.
Voucher Available	This is the date when the Payroll voucher was available.

Payroll Voucher

If the "Direct Deposit" checkbox is selected, you can choose what kinds of vouchers to generate for the employee. See Print & Email Checks and Vouchers for more information on Payroll vouchers.

Note: Payroll vouchers are printed/emailed during the Process Payroll process.

Select Print Paper Voucher to enable physical voucher printing for this employee.

Select Email Voucher to enable emailing vouchers for this employee. Select a voucher template and enter the employee's email address.

Note: When calculating Payroll with employees who have both Print and Email vouchers selected; if you print and then cancel out of the Email Preview form, the system will update the payroll history files, delete the calculated payroll and regular/supplemental timesheets, and create an ACH file; however, the email vouchers will not be available to send as attachments to the employees.

Federal Tax

Filing Status	Select a marital status of single, married, or head of household for this employee. This information is for Federal Income Tax purposes only.
Nonresident Alien	Select if the employee is a Nonresident alien.
Exempt from Withholding	Select if the employee is exempt from federal tax withholding.
Employee completed W-4 Prior to 2020	Select if the W-4 for the employee was filled out prior to 2020. Some states utilize the federal W-4 to calculate state withholding. If the employee completed their W-4 in 2020 and forward, this setting may affect the state tax withholding calculations for such states. Additionally, the Withholding Allowances value may be ignored as allowances have been discontinued for W-4 2020 and forward. If you select this checkbox, enter the number of Federal Income Tax withholding allowances and any additional Federal Income Tax to be withheld (deducted on a per-pay-period basis). If you do not select this checkbox, select if the employee is employed at multiple jobs. Enter the amount the employee claims for their dependents, their other income amount, the amount of deducations the employee claims, and any additional withholding amounts.

Note: Some states utilize the federal W-4 to calculate state withholding. If the employee has completed their W-4 in 2020 and forward and the box on the Federal Taxes tab is unchecked, the state tax calculation may change to accommodate the new rules.

State Tax

Note: If the employee must file taxes in more than one state (because the employee worked in more than one state during the year), do not change the State Tax setup for the existing employee, for whom a paycheck has been entered. Instead, create another Employee ID, using the employee's current information and the new State Tax setup. At year-end a single W-2 form for each Employee ID is created based on the employee's payroll information. The system reports information for only one state, per Employee ID; any additional State Tax information is not calculated or reported. Because you cannot create multiple W-2 forms per Employee ID, nor report more than one state on a single W-2, a separate Employee ID must be created for each W-2 you want to file.

State Unemployment Tax

Select the appropriate state code for State Unemployment Tax.

Note: The only states available for selection are the ones that were previously set up by going to Payroll > System Setup > Taxes > State Taxes.

State Withholding Tax

Note: Some states utilize the federal W-4 to calculate state withholding. If the employee has completed their W-4 in 2020 and forward and the box on the Federal Taxes tab is unchecked, the state tax calculation may change to accommodate the new rules. Additionally, the Withholding Allowances value may be ignored as allowances have been discontinued for W-4 2020 and forward.

Select the appropriate state code for State Withholding Tax.

Enter a number of exemptions, deductions, allowances, or credits for State Withholding Tax. The boxes shown here vary according to the tax laws in the state for which information is being entered.

Note: There are several states with special rules for their state taxes. If the employee resides in Mississippi, Marianas Protectorate, Massachusetts, Republic of Marshall Islands, or Republic of Palau, see Miscellaneous State Taxes.

Spouse SSN Fields

To view the entire Spouse social security number, you must have Display Sensitive Data for the active organization (Administration > Users > Manage Users or Manage User Groups). Otherwise, only the last four digits of the Spouse Social Security Number displays.

If the withholding tax state is Puerto Rico, enter the social security number of the employee's spouse if the employee is married. The system no longer writes the social security number to the MMREF file; however, Civil Status continues to be set to "M" for married. If you have entered a number in this field and "S" for single, this field is empty.

Other Tax

Use this tab to enter the employee's other tax information.

Note: Multiple localities for each employee can be entered. All other tax information is optional.

Tax Code	Select a tax code for the employee. These codes were set up using Payroll>System Setup>Taxes>Other Taxes.
Additional Withholdings	Enter any additional tax to withhold from each paycheck.
Action	The action of the selected tax code.

If Exemptions/Deductions were set up for the selected Tax Code, a hyperlink will be available.

Select an exemption/deduction code, it's description, and the number of exemptions/deductions. The number entered is multiplied by the annual amount entered for the exemptions/deductions code. These exemptions/deductions were set up on the Payroll>System Setup>Taxes>Other Taxes>Other Tax Employee tab and are not always applicable.

Note: The employee pays withholding as Employee Paid Tax (LWT), and the employer pays withholding as Employer Paid Tax (LER).

Employee's W-2

Use this tab to enter information about this employee's W-2, and to indicate if this is a Medicare Qualified Government Employee (MQGE).

Note: When a W-2 Box 13 item is selected, the system prints the information on the employee's W-2.

Medicare Qualified Government Employee	Select this check box if you are a government employer and the employee is a Medicare Qualified Government Employee.
Statutory Employee	Select if this applies to the employee.
Retirement Plan	Select if this applies to the employee.
Third-Party Sick Pay	Select if this applies to the employee.
Issue Employee W-2 electronically using Aatrix®	Select to issue the employee's W-2 and/or 1095 electronically using Aatrix®
Issue Electronic 1095	Select the check box if the employee wants Aatrix® to issue their Form 1095 electronically. Aatrix® will notify the employee by email and the employee Form 1095 for employee electronic download.
Email	Aatrix will send electronic copies of W-2 and or 1095 forms to this email address when the Issue Employee W2 Electronically Using Aatrix® or the Issue Electronic 1095 check box is selected. The Employee Residence Email will display by default but may be changed if desired.

Note about Medicare Qualified Government Employees

If you are a government employer—not a private sector employer—you may have Medicare Qualified Government Employees. Note that a Medicare Qualified Government Employee's wages and tips are subject to withholding only for Medicare, not Social Security, for part or all of the year.

Checking the "Medicare Qualified Government Employee" box on the Employee Information form tells the system to classify the employee as MQGE. This affects certain reports, as well as internal edits that the system makes to the employee's data.

Checking the "Medicare Qualified Government Employee" box does not affect tax calculations. Special Earning, Benefit, and Deduction Codes need to be set up for Medicare Qualified Government Employees (see Set Up the Payroll Module). That way, employees who use a standard tax setup (FIT, FUTA, Social Security, and Medicare) will have one set of payroll codes, and employees with an MQGE tax setup (FIT, FUTA, and Medicare) will have another set of payroll codes.

If an employee is an MQGE for only part of the year, two Employee IDs must be created for the employee: one for MQGE W-2 filing, and one for standard W-2 filing. This is because, at year-end, the system creates a single W-2 form for each Employee ID, based on the employee's payroll information. The system only supports split filing for Medicare Qualified Government Employees, for which you must file two W-2 forms. Therefore, because the system cannot create multiple W-2 forms for one Employee ID, a separate Employee ID must be created for each W-2 you want to file.

User Defined Fields

Created by an administrator, user defined fields (UDF) have specific characteristics such as field type, character length, and default values specific to the field. All fields that display in this section are specific to your organization.

Note for employees in Mississippi, Marianas Protectorate, Massachusetts, Republic of Marshall Islands, or Republic of Palau.

There are several states with special rules for their state taxes. If the employee resides in Mississippi, Marianas Protectorate, Massachusetts, Republic of Marshall Islands, or Republic of Palau, see Miscellaneous State Taxes.

An employee worked in more than one STATE this year and needs to file taxes for multiple states. How do I handle that?

See the State Taxes section to learn how to enter that employee's information.

An employee worked in more than one LOCALITY this year and needs to file taxes for multiple localities. How do I handle that?

Multiple localities for each employee can be entered, in the Other Tax section of the form.

An employee is an MQGE (Medicare Qualified Government Employee), either for part of the year or the whole year. How do I handle that?

If you are a government employer - not a private sector employer - you may have Medicare Qualified Government Employees. Note that a Medicare Qualified Government Employee's wages and tips are subject to withholding only for Medicare, not Social Security, for part or all of the year.

Checking the "Medicare Qualified Government Employee" box on the Employee Information form tells the system to classify the employee as MQGE. This affects certain reports, as well as internal edits that the system makes to the employee's data.

Checking the "Medicare Qualified Government Employee" box does not affect tax calculations. Special Earning, Benefit, and Deduction Codes need to be set up for Medicare Qualified Government Employees (see Set Up the Payroll Module). That way, employees who use a standard tax setup (FIT, FUTA, Social Security, and Medicare) will have one set of payroll codes, and employees with an MQGE tax setup (FIT, FUTA, and Medicare) will have another set of payroll codes.

If an employee is an MQGE for only part of the year, two Employee IDs must be created for the employee: one for MQGE W-2 filing, and one for standard W-2 filing. This is because, at year-end, the system creates a single W-2 form for each Employee ID, based on the employee's payroll information. The system only supports split filing for Medicare Qualified Government Employees, for which you must file two W-2 forms. Therefore, because the system cannot create multiple W-2 forms for one Employee ID, a separate Employee ID must be created for each W-2 you want to file.

Add Employees

Note about Medicare Qualified Government Employees

FAQs