Employee Information Detail Page
The Employee Information detail page provides access to all of the records associated with an employee.
The page's General section includes identification information on the employee selected. Below this are tabs containing other essential personnel and payroll data.
The page's tabs store a wide range of personnel and payroll data on the employee.
The toolbar's Attachment item lets you attach documents to the employee's record.
For directions on searching for employees, refer to Searching for and Changing Records.
Menu Path
From the Human Resources menu, select Entry and Processing. From the Employee menu, select Employee Information. Search for and select an employee record. Double-click or click OK.
Action Bar Items
The page's Action Bar displays groups that include items for accessing pages storing additional data on the employee. For information on these pages, refer to the following sections:
Personnel Information Pages
Payroll Information Pages
History Pages
Actions Pages
General Section and Tabs
Following are descriptions of the Employee Information detail page's General section and eight tabs:
Component | Description |
|---|---|
General Section | Identifying information such as names, employee ID, and Social Security number, as well as personnel data, such as status, gender, and birthdate. |
Employment Tab | Hiring date, department, base location, years of service, and address and contact information. For details, refer to Employment Tab. |
Personnel Tab | Full-time/part-time status, employee type, tenure and seniority dates, building location, Workers' Comp code, EEO information, and specialized skills and interests. For details, refer to Personnel Tab. |
Race or Ethnicity Tab | Ethnicity and Race information. For details, refer to Race/Ethnicity Tab. |
Payroll Tab | Check location, timecard flag, special pays, pay frequency, and Fair Labor Standards Act (FLSA) data. For details, refer to Payroll Tab. |
Leave Bank Tab | Leave codes, current balances, and year-to-date values for leave taken and earned. For details, refer to Leave Bank Tab. |
Earnings Tab | Gross earnings from the last payroll, plus cumulative totals for the month, quarter, calendar year, and fiscal year. For details, refer to Earnings Tab. |
Withholdings Tab | Taxes from the last payroll and totals for the month, quarter, calendar year, and fiscal year. For details, refer to Withholdings Tab. |
History Tab | Job classes and dates of the last three positions. Date and percentage of most recent salary increase. For details, refer to History Tab. |
If changes are made to an employee's Social Security Number, Last Name, First Name, Address (Lines 1-2), City, State, or Zip Code fields, the system month is January, and W2/1099R information exists for the prior year, a message may display asking if you want to update the W2 and 1099R records with your changes. This depends on the W2 Address Prompting Enabled setting on the W2 Processing page.
Fields for General Section
Field | Description |
|---|---|
Employee Number | Employee's identification number. Display only. |
Social Security | Employee's Social Security number, including dashes. If you change the number, a Confirmation dialog displays. Click Yes to make the change or No to restore the original number. Access to the Social Security field depends on your security resources, as well as the Human Resources Profile's SSN Masking Method. |
Last Name | Employee's last name. Hyphens are allowed, as in GILBERT-WELLS. |
First Name | Employee's first name. |
Middle Name | Employee's middle name. |
Suffix | Employee's suffix, such as JR or SR, as defined in the Suffix table. |
Status | Code identifying the employee's status, as defined in the Status Code table. |
Sex at Birth | Employee's sex at birth. Select:
|
Gender Identity | Employee's gender identity. The default matches Sex at Birth. Options are defined in the Gender Identity Codes table. |
Birthdate | Employee's birth date. This field is required for determining an employee's age in group life insurance calculations. |
Previous Last Name | Former last name if the employee's name changed because of marriage or other reasons. |
Preferred Name | Employee's preferred name. |
Release Information | Checkbox indicating whether the employee's data can be released. If the box is selected, the information may be released, depending on your policies. |
User Login | Login name if the employee is a user of the system. This field is used for Workflow. It does not grant the employee system access. |