When you select Add New Employee, TimeTrax will clear the dialog box in anticipation of your entering information for a new Employee. The left button at the bottom of the dialog box will change to Save.
When you select Edit Existing Employee and then select an Employee from the left side list, TimeTrax will display that Employee's settings for your modification. The left button at the bottom of the dialog box will change to Replace.
When you select Delete Existing Employee and then select an Employee from the left side list, TimeTrax will display that Employee's settings for your review prior to deletion. The left button at the bottom of the dialog box with change to Delete.
You may switch between the different modes at any time.
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On the left side of the dialog box TimeTrax displays a list of all the employees in your database. A check in the box next to each employee's name indicates that the employee is currently marked as active.
Select an employee from the list and TimeTrax will display the Employee's settings in the dialog box for your review or modification.
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Review, enter or edit the Employee's First Name and middle initial if desired.
You may want to enter only the employee's first initial only if the length of their Last Name is preventing it from being fully displayed on reports.
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Review, enter or edit the Employee's Last Name.
If an employee has had their last name change, either through a marriage, court order or for any other reason, you may change this information at any time and TimeTrax will scan through all the prior time records for that employee and change all of them to match the revised setting.
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Review, enter or edit the Employee's Social Security number. Please use the format XXX-XX-XXXX.
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Review or select the employee's job title from the pull-down list.
You must enter or select a job title from the current Job Titles List. If the desired job title is not on the Job Titles List, then you must use the Job Titles Dialog Box to add the job title to the list prior to entering or selecting it here.
TimeTrax uses the Job Title in the Billable Hours Reports and also to determine what billable rate to use for the employee for those instances where you have designated in the employee's time sheet that certain hours are to be billed to a project.
The Job Title only effects the Billable Hours reports, it has no effect on the employee's Workers Comp or other Payroll Burden Settings.
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This is only a display of the Default Billable Rate assigned to the employee's Job Title as entered under Billable Rate Schedule A.
Billable Rate Schedule A is the default Billable Rate used for that employee for all hourly billings unless the project is set up to use one of the other four Billable Rate Schedules.
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This check box indicates to TimeTrax that the employee is currently active.
TimeTrax uses this setting to determine which employees in your in your Employee List are to be included in various weekly reports such as the payroll roster.
When you first hire a new employee, you would of course check this box. If you have occasion to layoff or fire the employee, or they quit, then you would uncheck this box. If you re-hire them, you would then re-check the box.
You may change this setting at any time.
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This check box indicates to TimeTrax that the employee is exempt from Workers Compensation Insurance coverage.
This is necessary because some States allow certain employees, typically owners and corporate officers, to exempt themselves from WC insurance, thus saving the company the cost of the WC premium.
When this is check, TimeTrax will always set that employee's WC rate at zero and remove the WC classification settings from the dialog box.
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Review, enter or select the default cost code for this employee.
This cost code is the default code entered by TimeTrax when you are filling out a time card. Of course, you can change the cost code in the time card as needed.
You must enter or select cost codes from the current Cost Codes List. If the desired cost code is not on the Cost Code List, then you must use the Cost Codes Dialog Box to add the cost code to the list prior to entering or selecting it here.
When you select a default cost code, TimeTrax will automatically select the default WC (Worker's comp) Class and PTO WC Class (explained below) that is assigned to that cost code in the Cost Code Dialog Box. You can change these automatic WC settings if desired.
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Review or select the WC class you wish to assign to this employee.
The rate for the selected classification will automatically appear in the WC rate box at the right side of the dialog box.
This is the rate that TimeTrax will use to calculate the employee's WC costs based on employee job title.
You select which type of WC calculation method you wish to view as the default in the Company Settings Dialog Box.
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This is the WC classification that TimeTrax will use to calculate the WC cost when this employee is being paid for Paid Time Off.
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Review, select or change the Employee basic compensation as Hourly or Salary.
When you select the "Salary" button, the box for entering the employee's overtime (OT) rate disappears, because salaried employee's do not draw overtime.
In addition, the label beside the pay rates will read "/hr" if the employee is an hourly employee and "/wk" if the employee is salaried.
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Review, enter or edit the employee's hourly wages or weekly salary.
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Review, enter or edit the employee's overtime wages. Normally, the Overtime Rate is 1.5 times the Regular Rate.
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Review, enter or edit the number of hours you generally anticipate the employee to work each week. For example, if the employee is a full time employee, you would probably enter 40 hours.
This number is used by TimeTrax to establish a baseline for calculating the distribution of annual PTO costs across the hours worked in each week.
Please see the chapter titled Paid Time Off for a detailed review of PTO and the effect of this setting.
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Review, enter or edit the Employee Paid Time Off hours per year.
This is the number of Employee Paid Time Off hours that the employee receives each year for vacation, sick days, personal days, etc. Do not including fixed holidays such as Christmas.
Please see the chapter titled Paid Time Off for a detailed review of EPTO and the effect of this setting.
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Review, enter or edit the Holiday Paid Time Off hours per year.
This is the number of Holiday Paid Time Off hours that the employee receives each year for holidays, such as Christmas, New Year's Day, etc..
Please see the chapter titled Paid Time Off for a detailed review of HPTO and the effect of this setting.
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Review, enter or edit the total amount you contribute to the employee's insurance plans, such as health insurance, dental plans, etc., each month.
Do not include the employee's contribution. The employee's contribution is a cost to them as a deduction from their compensation. You've already included their total compensation as a cost to you.
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Review, enter or edit the total amount you contribute to the employee's retirement plans, such as IRAs, each month.
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Review, enter or edit the total amount you contribute to the employee's day care and related family costs each month.
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Review, enter or edit any additional amounts you contribute each month for additional miscellaneous benefits.
If there are more than two additional benefits you contribute to, you must add several together and lump them in one of the two benefits.
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TimeTrax automatically displays the total cost of the monthly benefits you have entered. You cannot edit this number.
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TimeTrax displays the WC Rate used when calculating the employee's WC Cost by Job Title.
This value is set when you select the employee's WC Class (explained above).
You cannot enter or edit this number here, although you can change the WC Classification to one with a different rate (if applicable) or you can change the rate assigned to that WC Class in the WC Classification List. Consult your Insurance Agent for further advice.
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Review, enter or edit the FICA rate for this employee, expressed as a percentage.
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Review, enter or edit the FUTA rate for this employee, expressed as a percentage.
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Review, enter or edit the SUTA rate for this employee, expressed as a percentage.
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Review, enter or edit any other miscellaneous burdens for this employee, expressed as a percentage.
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TimeTrax automatically displays the total burden rates you have entered above. You cannot enter or edit this number, although you can change the rates above. Consult your Accountant for further information.
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This button clears all the boxes on the dialog box.
You would select this button only if you realize that you have entered a lot of incorrect information and want to start all over.
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This button is visible only when you are using the "Add New Employee" function.
Selecting this button will add the new employee and all their settings to your current data file.
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This button is visible only when you are using the "Edit Existing Employee" function.
Selecting this button will replace the current settings with the settings shown in the dialog box.
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This button is visible only when you are using the "Delete Existing Employee" function.
Selecting this button will remove the employee from the Employee List.
This does not erase the previous time card information.
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Selecting this button will close the Employee Dialog Box.
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Employees Menu