Default Employee Screen Field Reference
Use this screen to set the default field values you want to appear when setting up new employee records.
All fields in the Default Employee screen are optional. You can enter data in as many or as few fields as you want.
Employment Status tab
| Field | Description |
|---|---|
| Pay Status grid - Each row in the grid indicates a change in the default employee's pay status. By default, the grid displays the most recent status first. Select | |
| Date | |
| Pay Status Change Reason | Enter the code for the Pay Status Change Reason screen. You can set up pay status change reasons on the Pay Status Change Reason screen. |
| Name | Displays the name of the pay status change reason. |
| Memo | Displays the memo of the pay status change reason. If you want to modify this memo, enter any comments or notes about the pay status change. |
| Set Employee Status To | Displays the default employee's status while the pay status is effective. |
| New Hire | Indicates whether the default employee is a new hire while the pay status is effective. |
| Term | Indicates whether the pay status is temporary or permanent. |
| Employment Type | Indicates whether the default employee is full-time or part-time while the pay status is effective. |
| Pay Settings | |
| Original Hire Date | Enter the hire date for the default employee. |
| Corporate Officer | Indicate whether the default employee is a corporate officer. This information is used in workers' compensation reporting. |
| Life To Date Hours | This field is not used for the default employee. |
| Pay System | If the Use Pay System field on the Payroll Settings screen is set No Security, displays the Field (the system-generated pay system). If the Use Pay System field on the Payroll Settings screen is set User Defined Security, enter the code of the pay system for the default employee. |
| Pay Frequency | Indicate how often the default employee is to be paid. |
| Utilization and EEO Reporting (U.S.) | |
| Gender | Indicate the default employee's gender. |
| Utilization Ethnic Classification | Indicate the default employee's utilization ethnic classification. |
| Utilization Classification | Indicate the default employee's utilization classification. |
| EEO Ethnic Category | Indicate the default employee's EEO ethnic category. |
| EEO Job Category | Indicate the default employee's EEO job category. |
| Job Title | Enter the employee's job title. This is used for report purposes. Some states require a job title or standard occupational classification for SUTA reporting. |
| Standard Occupational Classification | Enter the Standard Occupational Classification (SOC) code or description up to 200 characters for the employee. This is used for reporting purposes. Some states require a job title or standard occupational classification for SUTA reporting. Note: For a list of sample codes, see the US Department of Labor, Bureau of Labor Statistics.
|
Time Card tab
Each row in the grid on the Defaults sub-tab is a default employee time card line that will be used when you manually enter time cards on the Enter Time Card by Employee screen.Only one time card default can be effective at a time.
By default, the grid displays the most recent time card default first. Select to add a row to the grid.
Select to delete the active row from the grid. To make it easy to enter data, a card view for the active row displays automatically. See Grids for tips on using grids in ProContractor.
| Field | Description |
|---|---|
| Effective Date | Enter the default effective date of the employee time card. |
| End Date | Enter the default end date of the time card. |
| Days Offset from Period End Date | Enter the default number of days before the end of the pay period for the initial employee time card line. For example, with a weekly pay frequency and the pay period ending on a Saturday, an offset value of 5 in this field causes the date worked of the initial employee time card line to be the Monday prior to the Saturday that ends the pay period (because Monday is 5 days before Saturday). |
| Transaction Type | Select the default transaction type for the employee time card line. |
| Distribution Company | Displays the distribution company for the profit center. |
| Profit Center | If the transaction type is Project Cost, enter the code of the default Project screen for the employee time card line. If the transaction type is Equipment Cost, enter the code of the default Equipment screen for the employee time card line. |
| Cost Code | If the transaction type is Project Cost, enter the default project cost code for the employee time card line. If the transaction type is Equipment Cost, enter the default equipment cost code for the employee time card line. |
| CMR | If the transaction type is Project Cost, enter the code of the default About the Enter Change Management Record screen for the employee time card line. |
| Division | If the transaction type is Project Cost, displays the division based on the work location, cost code, and project. If the transaction type is Equipment Cost, displays the division for the equipment item. If the transaction type is General Ledger Only, enter the code for the default division. |
| Work Location | If the transaction type is Project Cost, defaults to the work location specified for the project or the cost code. If the transaction type is not Project Cost, enter the code of the default Work Locations screen for the employee time card line. |
| Trade Union | Enter the code of the default trade or Trade/Union screen for the employee time card line. |
| Pay Class | Enter the code of the default Pay Class screen associated with the trade or union for the employee time card line. |
| Cost Type | If the transaction type is Project Cost or Equipment Cost, enter the code of the default Cost Type screen for the employee time card line. |
| Payroll Cost Account | Enter the code of the default Payroll Cost Account screen for the employee time card line. |
| Insurance Classification | Enter the code of the default Insurance Class screen for the employee time card line. |
| Overtime Exempt | Select the checkbox to report all hours as regular time. If you need to report overtime or double time, you must move the hours manually. Deselect the checkbox to convert any extra hours (beyond regular hours) to overtime or double time. |
| Pay Cycle Salary | If the employee is salaried and the earnings type is Regular, Sick, Holiday, or Vacation, enter the pay cycle salary amount that will be spread across all time card lines in the pay cycle. If you enter an amount in this field, you cannot enter an amount in the Regular Rate field. The pay cycle salary is only used on standard pay cycles. For example, if the employee's salary is $52,000 per year and you use a weekly pay cycle, enter $1,000. |
| Regular Hours | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, enter the default number of regular hours for the employee time card line. |
| Regular Rate | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, enter the default rate for regular hours. |
| Overtime Hours | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, enter the default number of overtime hours for the employee time card line. |
| Overtime Rate | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, enter the default rate for overtime hours. |
| Double Time Hours | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, enter the default number of double time hours for the employee time card line. |
| Double Time Rate | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, enter the default rate for double time hours. |
| Number of Pieces | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, enter the default number of pieces worked for the employee time card line. |
| Amount | If the earnings type for the pay class is Regular, Sick, Holiday, Vacation, or Piecework, displays the calculated total amount the default employee time card line. If the earnings type for the pay class is Bonus, Miscellaneous, Expense, or Per Diem, enter the amount of the employee time card line. |
| Equipment Usage | This button is disabled. You cannot set up equipment usage for a default employee. |
| Equipment Usage Indicator (unlabeled) | Indicates whether there are equipment usage entries defined for the employee time card line. |
| Description | Enter any comments or notes about the employee time card line. |
Taxes Tab (U.S.)
Use the Taxes tab to set up federal, state, and local taxes for the default employee. Use the Payroll Tax Authority screen to add federal, state, and local payroll tax authorities.| Field | Description |
|---|---|
| Identification | |
| Social Security Number | Enter the employee's Social Security number. |
| Alien Number | If the default employee is not a United States citizen, enter the default employee's alien number from the Permanent Resident Card. |
| Expiration Date | If you entered the default employee's alien number, enter the expiration date of the employee's Permanent Resident Card. |
| Federal | |
| Federal Income Tax Exempt | Indicate whether the default employee is exempt from federal income tax. |
| Federal Authority | Enter the code of the federal Payroll Tax Authority screen for the default employee. |
| Withholding Status | Enter the federal Withholding Status screen for the default employee. |
| Allowances | Enter the number of federal allowances for the default employee. |
| FICA Exempt | Indicate whether the default employee is exempt from FICA. |
| Federal Income Tax Additional Amount | Enter any additional amount of federal income tax to be withheld for the default employee from each payroll check. |
| Statutory Employee | Indicate whether the default employee is a statutory employee. A statutory employee's earnings are subject to Social Security and Medicare taxes, but not subject to federal income tax withholding. This indicator appears on the Form W-2 for the employee. |
| Retirement Plan | Indicate whether the default employee is contributing to a retirement plan. This indicator appears on the Form W-2 for the employee. |
| Third-Party Sick Pay | Indicate whether you are reporting sick pay payments made by a third-party to the default employee. This indicator appears on the Form W-2 for the employee. |
| 2020 & Newer W4 Information | Fields in this section apply to employees who have submitted the 2020 version of Form W-4. |
| Using 2020 & Newer W4 | Select this checkbox if the employee submitted the 2020 (or later) version of Form W-4. |
| Step 3 Amount (Dependents) | If the employee claimed a tax credit amount for any dependents on Form W-4, enter that amount. If not, leave this field blank. |
| Step 4(a) Other income | If the employee listed any other income (not from jobs) for the purposes of tax withholding on Form W-4, enter that amount. If not, leave this field blank. |
| Step 4(b) Deductions | If the employee has listed an additional tax amount to withhold each pay period on Form W-4, enter that amount. If not, leave this field blank. |
| State | |
| Hire State | Enter the code of the hiring state Payroll Tax Authority screen for the default employee. |
| Withholding State | Enter the code of the withholding state Payroll Tax Authority screen for the default employee. |
| Withholding Status | Enter the state Withholding Status screen for the default employee. |
| Allowances | Enter the number of federal allowances for the default employee. Note: For Puerto Rico, you can enter half allowances as 0.5, 1, 1.5, and so on, as needed to account for joint custody allowances.
|
| Deductions | Enter the number of deductions for the state. Used only for Puerto Rico. |
| SUTA State | Enter the code of the SUTA Payroll Tax Authority screen for the default employee. |
| Payroll Insurance State | If you need to calculate payroll insurance in the employee's home state instead of the work state, enter the code of the payroll insurance state for the default employee. Tip: Viewpoint recommends that you calculate payroll insurance for the work state and leave this field blank. There are reasons that you may not want payroll insurance to be calculated for the work state.For example, many states have a grace period within which time payroll insurance may be calculated under a policy in the company's home state. If you entered a payroll insurance state, you also need to select the Allow Employee's Payroll Insurance State to Override the Work Location checkbox on the Work Locations screen to have ProContractor calculate the payroll insurance for the selected state. |
| State Income Tax Additional Amount | Enter any additional amount of state income tax to be withheld for the default employee from each payroll check. |
| Local | |
| Local Authority | Enter the code of the local Payroll Tax Authority screen for the default employee. |
| Local Status | Enter the local Withholding Status screen for the default employee. |
| Local Income Tax Additional Amount | Enter any additional amount of local income tax to be withheld for the default employee from each payroll check. |
Taxes Tab (Canada)
Use the Taxes tab to set up federal, provincial, and local taxes for the employee. Use the Payroll Tax Authority screen to add federal, provincial, and local payroll tax authorities.| Field | Description |
|---|---|
| Identification | |
| Social Insurance Number | Enter the Social Insurance Number for the default employee. |
| Alien Number | If the employee's Social Insurance Number starts with 9, enter it here to indicate that the employee is not a citizen or permanent resident. |
| Expiration Date | If the employee's Social Insurance Number starts with 9, enter the expiration date of the number from the social insurance card. |
| Federal | |
| Federal Income Tax Exempt | Indicate whether the default employee is exempt from federal income tax. |
| Federal Authority | Enter the code of the federal Payroll Tax Authority screen for the default employee. |
| Withholding Status | Enter the federal Withholding Status screen for the default employee. |
| Allowances | Enter the number of federal allowances for the default employee. |
| CPP Exempt | Indicate whether the default employee is exempt from CPP. |
| EI Exempt | Indicate whether the default employee is exempt from EI. |
| Federal Income Tax Additional Amount | Enter any additional amount of federal income tax to be withheld for the default employee from each payroll check. |
| Status Indian | Indicate whether the default employee is a Status Indian. |
| Province | |
| Hire Province | Enter the code of the hiring provincial Payroll Tax Authority screen for the default employee. |
| Withholding Province | Enter the code of the withholding provincial Payroll Tax Authority screen for the default employee. |
| Withholding Status | Enter the provincial Withholding Status screen for the default employee. |
| Allowances | Enter the number of allowances for the default employee. |
| Payroll Insurance Province | If you need to calculate workers' compensation insurance in the employee's home province instead of the work province, enter the code of the payroll insurance province for the default employee. Tip: Viewpoint recommends that you calculate workers' compensation for the work province and leave this field blank. If you entered a payroll insurance province, you also need to select the Allow Employee's Payroll Insurance Province to Override the Work Location checkbox on the Work Locations screen to have ProContractor calculate the payroll insurance for the selected province. |
| Province Income Tax Additional Amount | Enter any additional amount of provincial income tax to be withheld for the default employee from each payroll check. |
| Local | |
| Local Authority | Enter the code of the local Payroll Tax Authority screen for the default employee. |
| Local Status | Enter the local Withholding Status screen for the employee. |
| Local Income Tax Additional Amount | Enter any additional amount of local income tax to be withheld for the default employee from each payroll check. |
| Additional Factors grid - Use this grid to add additional tax factors for the default employee and set amounts for them. Select Select | |
| Code | Select the code for the additional factor. |
| Description | Displays the description of the additional factor code. |
| Effective Date | Enter the effective date of the additional factor. |
| End Date | Enter the end date of the additional factor. |
| Amount | Enter the amount for the additional factor. |
User-Defined Fields Tab
Note: This tab appears if any user-defined fields exist for this function.
You can create custom user-defined fields on the User-Defined Fields screen. If any user-defined fields exist for this function, they appear on this tab. Complete them as needed.
