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FAQs - Employee Entry Issues
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How do I Find an existing employee within HRtrax?
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There are three options for finding employees within
HRtrax. Start by selecting the Payroll Related screen
from the Employee pad on the main menu bar at the top of the HRtrax
screen:
Employee > Payroll Related
Enter the Employee ID in the Empl ID field and press the tab key
- or -
Press the F2 key and select the employee from the popup pick-list
- or -
Enter the Social Security Number in the SSN field
Note: when you press the F2 key on your keyboard, the
system responds with a popup pick-list window that displays your
employees in an alphabetic list ordered by last name. From
here, you can begin keying the first few characters of the
employee's last name. While you are keying, the pick-list will begin to match last
names in the list with your keyed characters until you find the name
you are looking for. This is often the
easiest way to find a specific employee.
Once the employee has been selected, the system will populate each
field on the Payroll Related screen with data from that employee's
record in the HRtrax database. At this point the system is
ready for you to work the employee's information.
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How do I Add or Change employee information in HRtrax?
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To add or change employee information, start by selecting the
Payroll Related screen from the Employee pad on the main menu bar at
the top of the HRtrax screen:
Employee > Payroll Related
Enter the Employee ID or press F2 to select Employee Name
Enter the New or Changed data in the appropriate fields
Click on the Save button to save the record
Your additions and/or changes are now saved to that employee's record
within the HRtrax database. If you need to add or change data
that appears on another screen in HRtrax, simply replace the first
step in the above procedure with the screen that contains your
target data, then follow the rest of the procedure to make the
change and save it to the database.
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How do I record a New-Hire employee in HRtrax?
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To record a New Hire employee, select the Employee - New Hire screen
from the Employee pad on the main menu bar at the top of the HRtrax screen:
Employee > Employee - New Hire
Complete each field with the employee's Information
Click on the Save button save the new record
Your new employee has now been saved within the HRtrax database.
If you have more information to enter for this new employee, simply
press the PgDn key on your keyboard to display the Personal screen
where you can enter the employee's personal information. Press
the PgDn key again and you will be presented with a screen where you
can enter the employee's I9/New Hire related information.
Continue this process until you have entered all available information
for this employee.
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How do I put an employee on Leave of Absence within HRtrax?
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To put an employee on Leave of absence, select the LOA/Termination
screen from the Employee pad on the main menu bar at the top of the
HRtrax screen:
Employee > LOA/Termination
Enter the Employee ID or press F2 to select Employee Name
Enter or press F2 to select the LOA Code
Enter the Leave and Expected Return Dates
Click on the Save button to save the record
Your employee has now been put on Leave of Absence. You will
see a new status code of "LE" in the upper-right corner
of each screen during the period this employee is on LOA.
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How do I Return an employee from Leave of Absence in HRtrax?
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To return an employee from Leave of Absence, select the
LOA/Termination screen from the Employee pad on the main menu bar at
the top of the HRtrax screen:
Employee > LOA/Termination
Enter the Employee ID or press F2 to select Employee Name
Enter the Actual Return Date in the appropriate LOA row
Click on the Save button to save the record
Your employee has now been returned from Leave of Absence. The
system will change the employee's Pay Status to the original code
they had before they were put on LOA.
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How do I Terminate and employee within HRtrax?
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To terminate an employee, select the LOA/Termination screen from the
Employee pad on the main menu bar at the top of the HRtrax screen:
Employee > LOA/Termination
Enter the Employee ID or press F2 to select Employee Name
Enter or press F2 to select the Term Code
Enter the Termination Dates and Date Last Worked
Enter or select the employee who performed the Exit Interview
Enter "Y" or "N" to indicate if they are Eligible for Rehire
Click on the Save button to save the record
Your employee has now been Terminated. You will see a new
status code of "TE" in the upper-right corner of each screen to
indicate their terminated status.
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How do I Re-hire an employee in HRtrax?
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To re-hire an employee, select the Payroll Related screen from the
Employee pad on the main menu bar at the top of the HRtrax screen:
Employee > Payroll Related
Enter the Employee ID or press F2 to select Employee Name
Enter a code of "RE" in the Pay Status field
Enter the Re-hire Date in both the Status Date and Hire Date fields
Enter any other Changes that may be necessary for this Re-hire
Click on the Save button to save the record
Your employee has now been Re-hired. Be sure to check
other employee screens within HRtrax for changes that may be
necessary as a result of their termination and re-hire.
CAUTION: If your HRtrax system is interfaced with payroll, employees
that are re-hired in a year other-than the year
they were terminated may create special processing for some Payroll
systems. Check with your Payroll Processor before entering an
employee who, for example, was re-hired in 2004 after having been
terminated in 2001.
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How do I identify a Temporary employee or 1099 individual within
HRtrax?
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To identify a temporary employee or 1099 individual, select the
Payroll Related screen from the Employee pad on the main menu bar at
the top of the HRtrax screen:
Employee > Payroll Related
Enter the Employee ID or press F2 to select Employee Name
Enter the code "Y" in the Temp field to indicate Temporary employee
- or -
Enter the code "9" in the Temp field to indicate 1099 individual
Click on the Save button to save the record
Your "employee" is now coded as a Temporary or 1099 individual
depending upon the code you have entered. Temp code values of
1 thru 8 may also be used, for example, to represent the Temp agency
this individual is being paid by.
Note: If your HRtrax system is interfaced with payroll, you
can use screen #4 of the Company Registry to identify
which employee records (if any) that are identified as "Temps"
should flow forward to your payroll system. In other words,
you can eliminate certain employees from being sent to payroll.
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