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 (Employer Tab)

This screen is used to add new employees to the Employee Database 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.

Therefore, if you already have an existing payroll and wish to add a new employee, you should not use this screen (because it only allows you to enter basic information for each person). Instead, you should use the Payroll tab's Employee - Setup Employee screen so that you can add employees to the current payroll - along with all of their pertinent payment information.

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

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 the company. 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. Note: As mentioned earlier, adding a new employee in this page does not add them in any of your payrolls. If you want to add a new employee to a payroll, you should do so in the Payroll tab's Employee - Setup Employee screen.

Create Employee User Accounts - Available for Administrators only, this button creates a Self-Service user account for non-terminated employees who have a valid email assigned to them (and who are not terminated in the HR or Employer tabs). When the button is selected, applicable employees will be sent an email that contains their unique login credentials (i.e. Username and Password). If an employee does not have an email address assigned, a user account will not be created for them. Refer to the Employee Self-Service User Accounts Overview tutorial for detailed instructions on this procedure.

Note: Choosing this button creates accounts for employees who do not yet have a self-service account. Existing employee accounts are unaffected.

Misplaced Login Credentials: If an employee loses his/her login credentials, the payroll administrator can reset the password so that the employee may access the user account once again. For added security, the administrator may also specify that the user must change the password immediately upon the next login. Refer to the Working with Passwords tutorial for detailed instructions on this procedure.

Deactivating User Accounts - eNETEmployer does not deactivate an employee's self-service account when they are terminated. Your company must determine how long these accounts are to be left enabled (once disabled, the employee will no longer be able to retrieve pay stubs and T4s). If you wish to disable an account, you can do so by removing the check from the Enable option in this screen. View a step-by-step tutorial 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).

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.

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

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

Email

Use this cell to enter the employee's email address. This email address is used if you are sending email Pay Statements via the Reports screen. Note: If you have created a Self-Service user account for an employee, this email address will be automatically assigned to their user account (athough they are permitted to change it if they wish).

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).

Note: eNETEmployer does allow you to enter an email address when it is already assigned to another employee in your company, but you will be presented with a warning message of the duplicated email address.

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.

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 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.

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. Note: If you enter a SIN that is already used by another employee, a warning message wil displayed that the number is already in use, and the new SIN will not be accepted.

Additional Notes:

If this cell is left blank (e.g. the employee has not yet been issued a SIN, or the employee has not yet provided you with their number), the program will not issue a warning message. However, the ommision will be noted if you run the Calculation Review Report. Further, you can calculate payrolls and work with the program, but remember that the SIN is required for ROE's and T4s.
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.
Social Insurance Numbers that begin with a 9 are temporary numbers. If you assigned a temporary SIN when the employee was created, you should check with the employee to see if they have since received a permanent number (and then enter the permanent number here).

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.

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 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

See Also:

Other Employee Settings: