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Contents |
This user guide provides details on the functionality of the General tab on the Employee Profile Master screen and describes the procedures for adding, editing, or deleting information relative to direct deposit of the selected employee’s pay, and for editing general, retirement, and tax information. The general and tax information is preloaded when a new employee record is added to the system (see the Employee Demographic Data Maintenance User Guide)
Accessing the Profile General Tab
When the Profile button is clicked, the Employee Profile Master screen opens.
Select the employee whose information you wish to display.
See the Search Tab (Profile) User Guide for details on how to select an employee.
Click on the General tab to open it.
If the employee has direct deposits of his or her pay set up, they are listed in the Direct Deposits table.
General information about the employee (the building in which he or she works, the location to which his or her pay check is delivered, and whether, or not, he or she is a faculty member is displayed in the General area of the screen.
To view, add, edit, delete, or report on retirement information, first click the 
button, followed by the Retirement tab. See the Retirement Tab (WESPaC Profile) User Guide.
Tax and unemployment compensation information is displayed in the Tax Info area of the screen.
Maintaining Direct Deposit Information
Adding Direct Deposit Information
Click the Add button within the General tab to open the ACH Record Maintenance screen.
If the employee currently has no direct deposits identified, the ACH Record Maintenance screen defaults to Net Pay, Net in the Deduction Code fields.
Select Net Pay or Deduction from the drop down list to the right of the Deduction Code fields.
NOTE: Deduction is selected when you want only a portion of the employee’s pay to be deposited and the remainder to be issued as a check.
When Deduction is selected, the Deduction Code field is sensitized.
In this case, select a Deduction Code, either from the deduction description or the deduction codes EEL.
NOTE: If you do not see the deduction you wish to add listed, click the Deduction Code button to open the Deduction Code Lists screen and add the deduction.
Details on using the Deduction Code List screen to add a deduction code are provided in the Payroll Codes Maintenance User Guide.
Select a bank from the Bank Names description or code EEL.
NOTE: If you do not see the name of the bank you need, click the Bank Names button to open the Bank Names List screen and add the bank.
Details on using the Bank Names List screen are provided in the Payroll Codes Maintenance User Guide.
The Routing Number field is populated automatically when a bank is selected.
Enter the Account Number.
NOTE: This is not a Chart of Accounts account number. It refers to the account number at the selected bank.
Select the appropriate Trans Code. The options are:
22 = Checking &endash; The default selection.
32 = Savings
Click the OK button to save the direct deposit information and return to the General tab.
The direct deposit information is displayed in the Direct Deposit table.
Editing Direct Deposit Information
Click on the direct deposit record you wish to edit in the Direct Deposit table on the General tab and then click the Edit button to the right of the table. The ACH Record Maintenance screen opens.
NOTE: You cannot change the deduction code, but you may change the Bank Name, Account Number, and/or Trans Code.
To change the deduction code you must delete the direct deposit record using the Delete button on the General tab (see the Deleting Direct Deposit Information section of this document, below) and add a new direct deposit record.
Make the desired changes and click the OK button to save the changes and return to the General tab.
Deleting Direct Deposit Information
Click on the direct deposit you wish to delete in the Direct Deposit table on the General tab and then click the Delete button to the right of the table. A Message screen asks if you are sure you want to delete the direct deposit record.
Click the Yes button to delete the record.
Editing General and Tax Information
The general and tax information is automatically preloaded when the employee is added to the system (see the Employee Demographic Data Maintenance User Guide). Some of the fields are preloaded with blank information.
Editing General Information
Click the Edit button in the center-right of the General tab to open the Edit General Tab screen.
In the General area of the Edit General Tab screen, if the Building information is incorrect, select the correct building from the EEL associated with either the building name or the building code.
NOTE: If you do not see the name of the building you need, click the Building button to open the Building Code List screen and add the building.
Details on using the Building Code List screen are provided in the Profile Codes Maintenance User Guide.
If the Check Location information is incorrect (or blank for a new employee), select the correct location from the EEL associated with either the check location description or the check location code.
NOTE: This is the only place you can add Check Location information.
NOTE: If you do not see the name of the check location you need, click the Check Location button to open the Location Code List screen and add the location.
Details on using the Location Code List screen are provided in the Payroll Codes Maintenance User Guide.
NOTE: If the employee has been selected for a payroll, the Check Location fields are de-sensitized and the check location cannot be changed.
If the employee is a faculty member select the Yes option from the Faculty drop down list. The default selection when a new employee is added is No.
Maintaining Retirement Information
To maintain retirement information, follow the instructions displayed in the Retirement area of the Edit General Tab screen. Instructions are to click the WESPaC button on the Employee Profile Master screen to open the WESPaC Employee Profile Master screen. See the Retirement Tab (WESPaC Profile) User Guide.
Editing Tax Information
In the Tax Information area of the Edit General Tab screen, if the Tax State is incorrect, select a different state from the drop down list associated with the state name or its code.
NOTE: If you click the Tax State button to open the Select State Tax screen, you cannot add, edit, or delete tax state information.
For federal tax withholding, change the Fed Status value, as necessary, by selecting the appropriate values from the drop down list. The options are:
M = Married
S = Single - The default selection, even if the employee’s personnel record displayed on the Prsnnel tab of the Employee Profile Master screen indicates otherwise.
E = Exempt
NOTE: State Status is not currently used in Washington State.
Change the Fed Exempts, State Exempts, and Actual Dependents values, as necessary. The default values for a newly entered employee are 0 in each case.
If the unemployment compensation state information is incorrect, select a different UC State from the EEL associated with the unemployment compensation code.
NOTE: If you click the UC State button to open the Select UC State Tax screen, you cannot add, edit, or delete tax state information. See the Payroll Utilities User Guide for details on maintaining the unemployment compensation codes and rates.
Select an earned income credit type from the EIC drop down list. The options are:
None - The default selection for a newly added employee.
Single or Head of Household
Married Without Spouse Filing Certificate
Married With Both Spouses Filing Certificate
Click the OK button to save the changes and return to the General tab.
Version: 01.04.07.1 - 010236