Status Parameters (Payroll Tab)

This screen is used to define the status settings required for each employee in the payroll. You can use the various features to add and define settings for new employees or to review or change settings for existing employees. Each row represents a distinct employee and can be accessed individually, or groups of employees can be selected for batch functions.

View step-by-step tutorial

Common Buttons

Visit the Button Descriptions help page to view detailed descriptions of each button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time).

The following section of this help page describes the various columns that can appear in the main table on this screen. If you see a column description below that does not appear on your screen, you can add the column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.

Audit

This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History window where item changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Division

This cell displays the company division to which this employee is assigned. The items in the drop-down list can be viewed or edited from the Employer tab's Company - Divisions page.

View the Divisions help page to learn more about this feature
View a step-by-step tutorial on this feature

Employee No.

This cell displays the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.

Given Name

Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose or Günther.

Language

Use this cell to specify the language that will be used for each employee for various reports and pay stubs they will receive. Currently, the program supports Canada's two official languages: English and French. Editing the cell displays a drop-down list with the following three options:

Unknown - Choose this option to use the internet browser's default language.
Default - Choose this option to use the English language.
Alternative - Choose this option to use the French language.

Refer to the Options help page for more information on this feature.

Last Rehire

Use this cell to specify the most recent date on which the current employee returned to employment after a work separation (e.g. termination, quitting, layed off, etc.). A transfer from one department to another would not apply. You may either enter a date in the field provided using the mmm/dd/yyyy format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018. You can also enter a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

Position

Use this cell to specify the employee's job designation, such as receptionist, shipper, mechanic, etc. This designation can be used in various reports.

ROE Reason Code

Use this cell to specify the reason for the interruption of earnings. Note: The options listed here are the base codes for each reason, and can be further edited once you have uploaded the ROE to the Service Canada website. The items in the drop-down list are:

Code A - Shortage of work/End of Contract
Code B - Strike or lockout
Code C - Return to school
Code D - Illness or injury
Code E - Quit
Code F - Maternity
Code G - Retirement
Code H - Work-Sharing
Code J - Apprentice training
Code M - Dismissal
Code N - Leave of absence
Code P - Parental
Code Z - Compassionate care / Family Caregiver
Code K - Other

View a step-by-step tutorial on how to create an ROE

Start Date

Use this cell to specify the date that the employee started working for the company. You may either enter a date in the cell using the mmm/dd/yyyy format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018). You can also specify a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

This date is used for administrative purposes, and is important for accurate ROE reporting.

Note: This date will typically not change, even in the event that an employee leaves and then returns to work. In such a case, you would enter the employee's rehire date into the Last Rehire cell.

Status

Use this cell to specify the status of the employee in the payroll. The options are:

Active - Indicates that the employee is actively engaged in work with the company and is considered active in the payroll.
On Leave - Indicates that the employee is away from work for an indefinite period of time.
Terminated - Indicates that the employee is no longer working at the company and is now excluded from the payroll. Note: Employees are set to this status automatically if they are set to the Last Pay status and then the payroll is closed (see the Last Pay description below). Note that the word "terminated" is used generically to indicate that the employee is no longer active in the payroll (as opposed to being dismissed from the job). This status is applicable in a number of cases (retiring from the company, quitting the job, permanent job loss, etc.).
Last Pay - Indicates that the next pay run will be the employee's last pay. Note: As mentioned above, if you mark an employee with this status and then close the pay, the employee will be automatically set to the Terminated status and excluded from subsequent pay runs (see above).
Special - Indicates that the employee is to be included in any subsequent Extra, Additional, or Reversal (Special) pay runs. This status is best used in cases where a pay run is to be applied to a single or limited number of employees only. If a Reversal (All) payroll is run, this status will be ignored since all employees will be paid regardless. Note: Employees who are marked as Special will be automatically set back to the Active status when the pay run is closed.
Deleted - Indicates that the employee is not working for the company and has been removed from the payroll. This status cannot be explicitly chosen, but rather is assigned when an employee is deleted from the Employee - Setup Employee screen. Refer to the Deleting Employees tutorial to learn about this status. Note: If you delete an employee who had a user account (either for payroll editing purposes or for viewing personal pay stubs), the user's account will be disabled. If required, you can re-enable the account in the Admin - Users screen under the Employer tab.

Status Considerations - The following items should be considered if you use the Payroll module in conjunction with the HR module and/or the Employer modules:

Hidden Employees - If an employee is set to either the Terminated, On Leave, or Deleted status, they will only be visible in the Payroll module's Employee - Status Parameters screen (because you need a way of "reactivating" an employee should they return to work). Hiding inactive payroll employees offers an uncluttered view where you only see employees who are being actively managed. However, employees of all statuses will always be visible in both the HR and Employer modules because both of these modules display all employees that reside in your Employee Database.Note: If you wish to display all employees in the Payroll module regardless of their status, you can open the User - Options screen and place a check in the Show All Employees box.
Inactive Employees in the Payroll Module- If an employee is set to either the Terminated, On Leave, or Deleted status in the Payroll module, their status in the HR or Employer modules will remain unchanged. This is because an employee may be "inactive" in a given payroll, but still part of the company from an HR perspective. Setting their status in the HR or Employer module has no effect on their status in the Payroll module.

View the Status Parameters help page to learn more about this feature
View a step-by-step tutorial on this feature

Surname

Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten. The cell also supports special characters - e.g. O'Leary or Elkjærd.

Termination

Use this cell to specify the last day for which the employee was paid. This is typically the last day that they worked (when terminated, going on leave, etc.) You may either enter a date in the field provided using the mmm/dd/yyyy format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018. You can also enter a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

View the Status Parameters help page to learn more about this feature
View a step-by-step tutorial on this feature

Undelete

Use this button to restore an employee that has been deleted from the current payroll. If the button is unavailable, it indicates that the employee is currently active and that the undelete action is not applicable. Note: If you delete an employee from one of the screens under the Payroll tab, the Undelete button will be available to restore the employee if you need to do so. However, if you delete an employee from one of the screens under the Employer tab, the Undelete action will not be available.

See Also:

Other Employee Settings: