US Payroll - Employee History

Pgm: PYEMPHIS – Employee History; standard Treeview path: US Payroll > Setup > Employees > Employee History

The Employee History screen is used to make changes and updates to saved employee profiles. All the fields from the Employee Profile, with the exception of the Security tab and the [Create Access Code] button, are redisplayed in the Employment History screen. Please refer to the Employee Profile section for any help regarding fields or tabs in this section.

To create a change record to an employee profile, press the [Insert] button. In order for an information trail to be created, certain details in the Employee Profile can’t be changed for an employee once a payroll has been processed. Instead, these changes must be recorded in this screen.

Each change has an effective date and changes are committed according to the frequency of the Nightly Payroll History Update function (standard Treeview path: System > Setup > System Options). Every night, this function finds any changes made in the Employee History Maintenance screen and posts them automatically.

Once the change is committed it is reflected in the Employee Profile, provided the change is on or before the current date. If the date is later than the current date, the changes do not appear in the Employee Profile until that date has been reached. However, if the ‘Include Into Certified Payroll Report’ box is checked on the Company tab, the change is not date-sensitive and the Employee Profile is updated immediately, regardless of the effective date entered.

If an employee’s pay group or pay run is changed in this screen, a popup appears, asking whether to transfer any employee benefits and deductions to the new pay group and pay run. Only benefits assigned at the employee level can be transferred in this way. If the employee agrees, they are only paid for the benefit during the next pay run if the benefit is set up for that pay run.

Selection Criteria

Employee

Enter/select the code for the employee. If only previously changed data is being queried, set the screen to query mode before entering the employee code or a search value.

Action

Select the action which best represents the change being made to employee data.

Effective Date

Enter the effective date for the change being made.

NOTE: If a date entered in the Effective Date field for the change being made is more than 90 days in the future, an Alert message will be issued. This message is used to confirm if the future date that was entered is correct or if it needs to be reviewed. Pressing the [OK] button will close the Alert pop-up window and allow you to continue making changes to the employee history details. Changes may include updating the date in the Effective Date field, as there is no limit to the number of times the date can be updated.

SSN

The social security number is not modifiable in the Employment History screen. However, it is displayed to verify that the correct employee profile is being changed.

Personal – Tab

Reason Code

Enter/select the code that best represents the change being made to the employee’s data. Reason codes can be set up in the Text Code screen (standard Treeview path: System > Global Tables > Text Code).

Re-Hire Date, Date Deceased, Termination Date

If the Re-Hire, Termination, or Deceased actions are taken, an update to the Re-Hire Date, Date Deceased, or Termination Date fields is required.

Company – Tab

Payroll Company

Enter/select a new payroll company to transfer the employee's profile. The system will request confirmation of the transfer of the employee's leave balances to the new company, as shown in the screenshot below. The employee’s leave balances can only be transferred if all the necessary leave codes are available in the new company.

Pop-up confirming transfer of leave balances

For more information on the rest of the tabs on this screen, please refer to US Payroll - Employee Profile.