Help Toolbar   (select a button to browse other online help sections) Home  Index  Tutorials  Resources  Search  Tabs & Menus  Button Bar  Table & Data Display

---

Setup Employee (HR Tab)

This screen is used to add new employees to your company's HR program only - the employee will not be associated with any active payroll. These employees can be imported into a payroll at a later date if desired.

You can also use this screen to review or change settings for existing HR employees (as well as any payroll employees that have been linked to HR - see the Sharing Employee Information Between Modules note below). Employees can be edited individually, or groups of employees can be selected for batch functions.

Why Setup Employees Outside of a Payroll?

The main reason to add employees to this screen is for onboarding/HR purposes only. For example, you may have all of the required information for a number of employees, but you are not yet ready to assign them to an active payroll. By adding them to this screen, you can begin the "onboarding" process. Then later on when you've decided on the payroll to which the employee(s) will be associated, you can use the Payroll tab's Employee - Import Employees screen to import them.

View step-by-step tutorial

Sharing Employee Information Between Modules - Each employee's general address and birthdate-related information is stored in the Employee Database, and is shared between all program modules. For example, if you change an employee's address in the Payroll module, the change will also be shown in the HR module. Conversely, employee information that is payroll-specific (Start Date, Tax Province, Pay Rate, etc.) will only be visible in the Payroll module.

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).

Context-Specific Buttons (that are unique to this screen, or that require additional instruction)

New - This button allows you to add a new employee to your HR program. Clicking this button adds a new employee row at the top of the table and activates Edit Mode so you can define the data required for each cell.

Import - This button can be used to import employee data from a comma-separated (.CSV) file. Although eNETEmployer provides a simple interface for easy editing, some businesses prefer to use a spreadsheet for editing in the following situations:

• You wish to perform a large number of edits to multiple employees - a spreadsheet program can make mass editing much easier.
• You want to add a number of employees to the HR module and already have their data in a spreadsheet format - importing will save you the time of having to reenter data for each person.

The import process can save you a good deal of time, especially if your company's HR program contains a large number of employees. Refer to the Import feature for more information on this feature.

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.

Address

Use this cell to enter the physical address (where applicable) at which the employee resides. The address can be entered as one entity (e.g. 698 South Street or Suite 3 - 600 South Street).

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.

Birth Date

Use this cell to enter the employee's date of birth. You may either enter a date in the field provided using the mmm/dd/yyyy format (e.g. if the date is August 31, 1977, you would enter Aug/31/1977). You can also enter a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

City

Use this cell to enter the city in which the employee resides. This is typically the city shown on their mailing address, for T4/T4A and documentation purposes.

Country

Use this cell to specify the employee's country of residence. The program currently supports either Canada or the United States.

Dependents

Use this cell to enter the number of dependents for which the employee will claim for credits/exemptions on their TD1 form. Valid dependents can include qualifying relatives. Most claims require that the dependent reside with the employee.

Division

Use this cell to specify the company division to which this employee is assigned. Refer to the Divisions help page for more details on this feature.

Documents

This cell is used to upload and manage documents that relate to the current row item. This can include PDFs, word processing documents, spreadsheets, images and so on.

Manage - Choose this button to open the Documents window that allows you to manage the documents that are associated with this item. You can use the various options in the window to add, view, and remove documents. Each time you add a document, the name of the file will appear in the window's table, along with the date and time it was added.

• Files of any type may be added including PDFs, word processing documents, spreadsheets and images.
• You can store up to a maximum of 5 documents, with a maximum size of 10MB per document.

The table in the center of the window display the names of each file that currently resides in the management window. To select a file for viewing or removal, simply click on its name.

• Open - Choose this button to view the currently selected file. Depending on your browser settings, the resulting file file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file before viewing.
• Remove - Available for Administrator accounts only, choose this button to delete the document.
• Close - Choose this button to close the Documents window.

Email

Use this cell to enter the employee's email address. Valid email addresses, such as john.smith@example.com are made up of the name, followed by the @ symbol, followed by a domain. The domain part is not case-sensitive, but the name portion may be, depending on the recipient's email server settings. Underscores and hyphens are permitted, but other special characters are not (e.g. #, $, !, quotes and spaces).

The email address is used in several locations throughout the program including the Pay Statements feature.

Employee No.

Use this cell to enter the unique number that identifies the employee in the HR system. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.

Gender

Use this cell to specify the employee's preferred association. Editing the cell displays a drop-down list with the available options.

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.

Initial

Use this cell to enter the first letter of the employee's second name (also referred to "middle initial). For example, John Michael Scott's middle initial would be entered as "M". This feature is primarily for employees who prefer their names to be listed in this manner, but is also useful in cases where more than one employee share the same first and last names.

Language

Use this cell to specify the language that will be used for each employee for various reports they may 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.

Payrolls

This uneditable cell displays the payroll(s) to which the current employee is assigned. An employee can belong to multiple payrolls. For more information on importing employees from the HR system to a given payroll, please see the Importing help page.

Photo

This cell is used to upload an image of the current employee.

Photo - Choose this button to open the Photo window, and then use the plus sign icon ( + ) to navigate to the location of your desired image.

• Common image formats may be added including JPG, PNG, and GIF.
• The maximum size image you can add is 10MB.

Postal Code

Use this cell to specify the employee's Postal Code, based on their Canadian mailing address. The required format is two groups of three characters each, starting with a letter and alternating with a number (e.g. R2R 2R2). Note: The employee's Country setting must be set to Canada in order to use this setting.

Province / State

Use this cell to specify the employee's Canadian province (or U.S. state) of residence.

SIN

Use this cell to enter the employee's Social Insurance Number (SIN). This number is validated and must adhere to the required 9-digit format. If this cell is left blank (e.g. in a case where the employee has not yet been issued a SIN), the program will issue a warning message, but will allow you to continue. If an employee does not provide a SIN, employers must prove that they have made a reasonable effort to collect it, such as making a written request to obtain the SIN. While waiting to receive your employee’s SIN, you must continue to deduct remit and report deductions for the employee.

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 typically will not change even in the event that an employee leaves and then returns to work. Employee rehire dates are entered in the Status Parameters screen's Last Rehire cell (found in the Payroll module).

Status

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

• Active - Indicates that the employee is actively engaged in work with the company.
• 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. 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.
• Special - This status can be used to designate an employee for any custom purpose. For example, if an employee does not fall into any of the other status categories, you could designate them as "Special".
• Deleted - Indicates that the employee is not working for the company. This status can be needed in a number of cases such as:
  • The employee was created in error or as a duplicate.
  • The employee was created for testing purposes only.

  Note: The Deleted status cannot be used to remove an employee from HR. If you wish to delete an employee, you should open the Setup Employee screen and use the Delete button to remove them. Additionally, if you delete an employee who had a user account (either for HR 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 Users screen under the Employer tab.

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.

Telephone

Use this cell to specify the employee's phone number. The format of the phone number is "+Country Code (Area Code) Phone Number +Extension". For example, if Joe Smith lives in Winnipeg, MB and his phone number includes an extension of 300, you would enter: 1 204 555-5555 +300.

Termination

Use this cell to specify the employee's termination date. 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.

Zip Code

Use this cell to specify the employee's Zip Code, based on their U.S. mailing address. The required format is one group of five numerical characters (e.g. 90210). Note: The employee's Country setting must be set to United States in order to use this setting.