Changing Employee Information

• Employee name, address, phone number, employment dates, and other personal information.
• Class codes, overtime schedule, shift differential schedule, overtime calculation method, work classification code, and workers' compensation group and code.
• Default cost center.
• Assignment of earnings, deductions, benefits, accruals, advances, and expense reimbursements.
• Cost center information specific to earnings, deductions, benefits, accruals, advances, and expense reimbursements.
• Assignment of taxes.
• Optional field values, if you use Sage 300 Transaction Analysis and Optional Field Creator.
• Direct deposit information, if you use Sage 300 EFT Direct Payroll.

• You cannot change the employee number. To assign a new employee number, you must add an employee with the new number, transfer any employee transaction history, and set the old employee's status to terminated. The system can delete the employee record once it no longer contains employee data for the period for which you retain history.
• Unless you want to correct existing timecards, make sure you have processed the employee's outstanding timecards with Calculate Payroll.

Unless you want to correct existing manual checks, make sure you have entered and posted manual checks.

You can change employee information even when outstanding timecards and manual checks exist for the employee. The system displays a warning but allows you to proceed with the employee modifications.

Keep in mind that if you proceed, the changes you make could affect the calculation of the employee’s paycheck when the timecard or manual check is processed, and the posting of the employee totals when you either approve the paycheck or post the manual check.

• You can modify an employee’s class codes at any time. Since class codes are used for sorting and selecting employees for processing and for printing reports, consider the effect that class code changes will have on your audit trail.
• You can modify an employee’s cost center segments at any time, both at the employee record level and at the employee earning/deduction level.

Keep in mind that the changes you make on the Cost Center tab do not affect the segment overrides on the Pay tab.

As with changing an employee’s class codes, consider the effect of changing an employee’s segment codes on your audit trail.

• The frequencies of the earnings/deductions you add to employees must be the same as, or less frequent than, the pay frequency of the employee.
• You can “turn off” an employee earning/deduction by typing No at the Calculate field on the Pay tab. This excludes the earning/deduction from payroll calculation without losing to date information.