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Employee Employment Information Tab

Employee Employment Information Tab

Manage employment-related information about an employee from the Employment Information tab:

On this Tab: You will find these Cards and Fields:
Position Information
  • Work Status:* Full-Time, Part-Time, Family Medical Leave, On-Call, On-Leave, Temporary, Subcontract, Resource, Seasonal, Part-Time With Benefits or Independent Contractor. The work status is used to determine PTO accruals. If you are using ProviderPro Billing and the Work Status is set to “Subcontract” the results transactions for this employee will not merge to Payroll.
  • FTE:* A number that represents the full-time equivalent status for the employee (for example, 1 for full-time or 0.5 for half-time).
  • Shift:* For reporting and sorting purposes
  • Director: For reporting and sorting purposes (This will only be read-only if the Director Sync is enabled in Position and Placement Options as well).
  • Manager: For reporting and sorting purposes. (This will only be read-only if the Manager Sync is enabled in Position and Placement Options as well).
  • Group:* For reporting and sorting purposes
  • Default Cost Center (Payroll Only):* This is used as this employee’s default for Wage Entries and when creating PTO accruals.
  • Exempt: * This employee has exempt status. If this box is selected and this employee is also being used in Billing, the time entered for this employee in Billing will not merge to Payroll. For details on merging to payroll from billing, see the Billing Guide.
  • Exempt Changed Date: This is the date the employee moved from Exempt to Non-Exempt or vice versa. If the employee switched to Non-Exempt from Exempt, prior overtime is only calculated for this employee from this date forward.
  • Salary:* This employee is classified as salaried, for reporting purposes only.
  • Highly Compensated*: This employee is highly compensated, for reporting purposes only.

If you have licensed Employee Care, Use Position Management is selected, and both Employment Tracking and Sync Primary Position Information to Employee are enabled in Position and Placement Options, the * fields will be read-only. They will sync from the primary position that the employee is filling.
Current Positions The read-only positions and/or managed positions this employee is currently filling.
Job Titles

One or more job titles for this employee.

If you are using Payroll, job titles are one part of the equation for properly distributing all payroll-related expenses such as wages, employer taxes (Social Security, Medicare, FUTA, SUTA, Workers’ Compensation, etc.) and benefits and allow wage reports to be broken down by job title.

The job title also determines which EEOC code and grade level to use in the EEOC reports.

  • Job Title
  • Full-Time Equivalency (FTE): A number that represents the full-time equivalent status for the employee (for example, 1 for full-time or 0.5 for half-time).
  • Primary Job Title: This is the primary job title for the employee. An employee can only have one job title marked as primary. If the employee only has one job title, it should be marked primary. The primary job title appears on many of the standard employee reports.
  • Active

If Use Position Management is selected and Employment Tracking is enabled (Employee Care only) in Position and Placement Options, the job titles will be read only and will be managed via the Employment Tracking system.
Employee Groups

One or more employee groups. Employee Groups can determine who the employee's manager is if the employee is not in a position. If you have licensed Client Care, the Employee Group can also determine which clients the employee has access to. Finally the employee group can be used in Employee Care Requirement Plans to determine which requirements that employee must complete.

When adding an employee group, you will first select the appropriate employee group and then complete these fields:

Important: If Employment Tracking is enabled, you can use the Employment Tracking Wizard to assign an employee to an employee group that is tied to a manager position and marked Use for Managed Staff instead.

In this field: Enter
Primary Select if this is the employee's primary employee group. An employee can only have one primary employee group. If you have licensed Employee Care and Employee Tracking and Sync to Primary Position Information to Employee is enabled in Position and Placement Options and a Manager Position with Use for Managed Staff is selected for this Employee Group, then the * items will sync to the Position Information card on the Employment Information tab of the employee.
Job Title The associated job title for this employee and employee group. If you have licensed, Employee Tracking is enabled in Position and Placement Options and a Manager Position with Use for Managed Staff is selected for this Employee Group, then this job title be required and will sync to the Job Titles card of the Employment Information tab of the employee.
Force Pay Level

This field only appears if you have also licensed Payroll. If so, this field is typically left set to "Do Not Force" unless this employee should be paid a different pay rate for the job title above. If you have licensed Employee Care and both Employment Tracking and Sync Primary Position Information to Employee are enabled in Position and Placement Options and this is the employee's primary managed position (employee group), then if this field is not set to Do Not Force, a Wage Replacement and Action will be created automatically.
FTE

This is the FTE for this employee and employee group. If you have licensed Employee Care and both Employment Tracking and Sync Primary Position Information to Employee are enabled in Position and Placement Options and this is the employee's primary managed position (employee group), then the FTE will sync to the Position Information card on the Employment Information tab of the employee.

Note: The Employment Tracking system will sum the FTEs of all the employee's positions/managed positions (employee groups). So, if the employee is in multiple managed positions (employee groups) that are associated with the same job title, enter the correct FTE in the primary position and 0 in the others.
Employment & Eligibility Dates
  • Hire Date: This date can be used as a compare date in the PTO Group setup (if licensed). If you are using Employment Tracking, this will be the Effective Date selected when you hired the employee and this field will be read-only.
  • Years Employed
  • Full-Time:* The date the employee became a full-time employee. This date can be used as a compare date in the PTO Group setup (if licensed).
  • Part-Time*: The date the employee became a part-time employee.
  • Anniversary:* The anniversary of the employee’s date of hire. This date can be used as a compare date in the PTO Group setup (if licensed).
  • Benefits Eligibility:* The date the employee is eligible for benefits for reporting purposes only. This date can also be viewed or entered on the Benefits tab.
  • Pension Eligibility*: The date the employee is eligible for retirement pension.
  • PTO Eligibility:* The date the employee is eligible to accrue paid time off (PTO) (if it is one of the compare dates used in your PTO Group setup and you want to override one of the hire/rehire dates for the calculation) (if licensed).

If Use Position Management is selected and Employment Tracking is enabled (Employee Care only) in Position and Placement Options, the * fields will be read only and will be managed via the Employment Tracking Wizard.
Hire/Rehire/Term Info

Hire/Rehire and Termination Information:

  • Termination Dates 1 -3*
  • Rehire Dates 1-3*
  • Eligible for Rehire: Unknown, Yes or No.*
  • Termination Reason*
  • Voluntary: Unknown, Yes or No.*
  • Last Date Worked
  • Notes

If Use Position Management is selected and Employment Tracking is enabled (Employee Care only) in Position and Placement Options, the * fields will be read only and will be managed via the Employment Tracking Wizard.
Usual Weekly Scheduled Hours

The usual weekly scheduled hours are used to calculate the amount of FMLA leave an employee has taken.

  • Number of Hours: The number of hours the employee is scheduled to work in a given week.
  • Effective Date: The date this number of regularly scheduled hours went in to effect. If the employee’s usual number of hours changes, enter a new entry with a new effective date instead of modifying the existing one.
Recruitment Information
  • Source
  • Referred By

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