Additional Info (Maintain Employees/Sales Reps)

The IRS requires a gender specification for certain forms or plans.

Click the arrow to select the employee's gender, or type F (Female) or M.

The IRS requires these dates for certain forms or plans.

Birth Date: Click the arrow to select a date, or type a date, using the format mm/dd/yy.

Hired: Enter or select the date the employee was hired.

Rehired: Enter or select the date the employee was rehired (if applicable).

Terminated: Enter or select the date the employee resigned or the date you terminated the employee.

Enter the name of the emergency contact in this field.

Enter the relationship of the emergency contact to the employee here; for example, brother or spouse.

You can enter two phone numbers for an emergency contact.

If you wish to keep track of an employee's birthday, you can enter or select the date here.

Choose the employee's marital status from the drop list, if you want to record this information.

Choose the employee's gender from the drop list or type F (female) or M (male), if you want to record this information.

Choose the employee's ethnic origin from the drop list, if you want to keep track of this information.

Job title: Record the employee's job title here.

Job code: A job code is typically an abbreviation of an employee's job title. It provides a uniform way of tracking job positions and in some situations is needed to meet compliance requirements. If you use job codes, you can record them here.

Division: If your company has multiple divisions, you may want to record with which division an employee works in. Enter the division or select the division from the drop list. Divisions are added to the drop list whenever you enter a new one in the field.

Location: If your company has multiple locations, you may want to record with which location an employee works in. Enter the location or select the location from the drop list. Locations are added to the drop list whenever you enter a new one in the field.

Department: If your company has multiple departments, you may want to record with which department an employee works in. Enter the department or select the department from the drop list. Departments are added to the drop list whenever you enter a new one in the field.

Supervisor: Select the employee's supervisor from the drop list. The list contains all employees and sales reps that have been saved in Maintain Employees.

Employment status: If you want to indicate an employee's employment status, you can select it from the list. Employment status selections are set up in Employee Defaults.

Hired: Enter or select the date the employee was hired.

Terminated: Enter or select the date the employee resigned or the date you terminated the employee.

Rehired: Enter or select the date the employee was rehired (if applicable).

The Form I-9 is a government Employment Eligibility Verification document that U.S. employers are required to complete for each individual they hire for employment in the United States. Employers are responsible for completing and retaining the forms for both citizens and non-citizens. These forms do not have to be filed with the government. Visit the U.S. Citizenship and Immigration Services website for more information about Form I-9.

I-9 verification status: Choose Yes or No to note whether you have filled out the I-9 form for this employee or not. Choose Pending if you are in the process of filling out the I-9 form for this employee.

I-9 reverification date: In some cases, such as an employee with a work visa or other work status with a defined end date, you will need to reverify an employee's employment eligibility before that end date. Use this field to enter the date you need to reverify the employee's employment eligibility, if required.