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How to get to this screen: Click on Payroll, then Employee File.
This screen is used to enter and maintain employee information. How To Find an Existing Employee (created by the QuickBooks Import or manually):

• Click on the white lookup button (highlighted in the above example).

• Select an option from the Lookup Employee By field. Enter key letters or numbers in the Search Criteria field (leave blank to pull up all) and click the Submit button.
• Click on the employee you need. The employee's Code will be pulled into the Employee Code field. Click the Tab key on the keyboard to bring in the information for that employee.

How to pull up an employee by entering the Employee Code:

• To create a new employee, enter a code in the Employee Code field. To find an employee, click on the lookup button to search. Once a code is entered, press the Tab key on your keyboard to bring up the employee information. If you are entering a new employee, you will need to fill in all of the information.
• Shown above is the Personal Info #1 tab. Enter the First and Last Name of the employee, their Address, City, State, Zip, Phone, Occupation, and Social Security Number.
• In the Add. Rate/Costing field, enter the actual cost of the employee which includes additional company taxes (medicare, unemployment, etc.) and any other costs incurred by the company for the employee's benefit ( health insurance, pension, etc.). The total cost entered here should be the total of all additional costs above and beyond their actual pay. For example: an employee who makes $17/hr incurs $10 in actual cost - enter $10 in Add. Rate/ Costing field. This is used in Job Cost/ Job Detail report.
• In the Show On Estimate field, choose from the drop down menu either yes or no whether you would like this employee to be shown on estimates.
• Enter the employee's Reg. Hours Per Week in the next field.
• Choose from the drop down box the Marital Status of the employee.
• Enter the Fed and State Exemptions claimed by the employee in the next two fields.
• In the G/L Department field, choose from the drop down menu Contract, Service, Administrative or None. This will signify which department receives credit for this employees' pay.
• Enter the Yearly Salary of the employee if applicable.

• Choose whether the employee is Active or Inactive in the Is Employee Active field.
• Choose from the drop down menu which Signature Collection Method is used by this employee.
• Hit the Save button in the Main Menu to save your work each time you complete a screen.

• Shown above is the Personal Info #2 tab. Under this tab, enter the employee's Birth Date, Hire Date, Termination Date, Last Raise, Last Review, Extra FIT %, and Availability.
• In the next column, enter the employee's E-mail, SDI Tax Code, Payroll Department, and Hours Per Day.
• Choose Hours/Salary from the drop down menu.
• In the Pay Cycle field, choose Bi-weekly, Monthly, Semi-monthly, or Weekly.

• Shown above is the Personal Info #3 tab. Enter the employee's Spouse, Drivers license #, Expiration Date, Cell Phone, Heating License #, Expiration Date, Type, and Security Access code.

• Shown above is the Pay Types tab.
• Each Pay Rate is defined in its own column, such as 1A, 2C and so on. Pay Rates are defined as overtime in the Payroll System File, as shown in the smaller screen shot above.
  
• Overhead: This column is a work in progress; we are making a new report. Check back soon to learn more!
  
• Prevailing Wage & Prevailing Wage Over Time: If the column you are working in is a prevailing wage, check these boxes like the example shown above. Make sure the employee is also checked as Prevailing wage in Personal Info #1 also.
• Pay Type Description: Enter a short description for each Pay Rate you are using.
• Customer Rate: This column is a work in progress; we are making a new report. Check back soon to learn more!
  

• The Overhead Tab shown above is used to track specific overhead rates used in the Certified Payroll Report in Payroll.
• For each Overhead #, enter a Name/Description, the Per Hour cost for each overhead cost, and select the title On CPR from the drop down menu to specify what this cost will appear as on the report.
  

• Shown above is the Quarterly #1 tab. The first column shows Gross Pay and Taxable amounts accumulated for each Quarter, while the second column shows accumulated FIT and FICA for each Quarter.
• The Quarterly tabs are automatically filled in when payroll is closed. When payroll is recovered, these amounts will be recalculated according to the recovery information.
  

• Under the Quarterly #2 tab, you can view accumulated State, Medicare, City, and NET Pay for each Quarter.

• Under the Quarterly #3 tab, you can view the Sick Pay, Sick Hours, and Wks Work accumulated for each Quarter.

• Under the Quarterly #4 tab, you can view the Vacation Hours and Holiday Hours accumulated for each Quarter.
• Remember the Pay Types tab? The Rates for Types 2-4 applied to this employee are accumulated for each Quarter.
  
  

• Under the Quarterly #5 tab, you can view the Salary accumulated for each Quarter.

• Under the Quarterly #6 tab, you can view the Comm Pay, Personal Pay, Holiday Pay, and Vacation Pay accumulated for each Quarter.

• Under the Tax Entites tab, enter the Tax ID for each entity and type in any Additional Amounts to be withheld and the Straight Amount to be withheld for each entity. Use the lookup buttons to search for entity titles.

• The Deducts tab lists any additional deductions that have not been entered yet. Deductions shown here are populated from the Payroll System File, where deductions are created and managed.
• When all information has been entered or maintained, click the Save button by the Main Menu to store this information.