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Purpose

The purpose of this quick reference guide is to step through the process of setting up an Employee. The intended audience for this document is System Administrators / Standard Users. The Employee record contains the contact details and personal information of an Employee. The information within the Employee record will be used during various functions, including the Single Touch Payroll lodgements.

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Steps

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Create a new Employee record

To create an Employee record, follow the steps below:
  1. Go to the Contacts object and click on the New button (see Figure 1).
Screenshot from QRG Create an Employee - Contact
  1. Select the Employee Record Type from the picklist options and click the Next button (see Figure 2).
Screenshot from QRG Create an Employee - Contact
  1. Populate the following required fields to provide the base details of the Employee (see Figure 3):
    1. First Name
    2. Last Name
    3. Birthdate
    4. Account Name
    5. Email
    6. Pay Advice Email Address
  2. To provide additional details about the Employee and to update notification settings, populate the following optional fields:
    1. Salutation
    2. Title
    3. Description
    4. Is Approver (checkbox)
    5. Primary Payee Record
    6. Alternative Email
    7. Phone
    8. Mobile
    9. Approver Community
Screenshot from QRG Create an Employee - Contact
Important Notes(Required fields)Birthdate and Mailing Address fields are required for STP. Birthdate can not be greater than 120 years.The Community User can only be created for this Employee when the Account Name field is populated. To receive notifications, Community User setup, and Pay Advice delivery, the Email field must be populated.
  1. Populate the following required fields to provide the base details of the Employee (see Figure 4):
    1. Mailing Address
    2. Timesheet Notification Email
    3. Expense Claim Notification Email
    4. Leave Notification Email
  2. To provide additional details about the Employee and to update Notification Settings, populate the following optional fields:
    1. Other Address
    2. Timesheet Reminder Notification Opt Out (checkbox)
    3. Exp Claim Reminder Notification Opt Out (checkbox)
    4. Leave Reminder Notification Opt Out (checkbox)
  3. Click on the Save button.
Screenshot from QRG Create an Employee - Contact
  1. A new Employee record has been created (see Figure 5).
Screenshot from QRG Create an Employee - Contact
Important Notes(Primary Payee)Once a Primary Payee is created relating to a Contact record, the field Primary Payee will be automatically populated with the appropriate Primary Payee record.
Employee records CANNOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
  1. To modify an existing Employee record, open the required record and select the Edit button available on the top right side of the page. You can also double-click in any of the fields that need editing, or just click on the pencil icon that appears within fields when you move your cursor over the field.
  2. When complete, click on the Save button.

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Field Descriptions

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Further Information