General (Maintain Employees/Sales Reps)

Enter the street address, PO box, or suite number where the employee resides. You can enter the address in two lines that can contain up to 30 characters each.

The three boxes on this line represent the city, state, and zip code respectively.

• You can enter up to 20 characters for the city.
• Enter the two-character postal abbreviation for your state.
• You can enter up to 10 characters for the zip code.

Enter the employee's country here.

You can enter 2 phone numbers for each employee - a home number and mobile number.

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.

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

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.

You can track various demographic information for your employees.

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

Gender: The IRS requires a gender specification for certain forms or plans. Choose the employee's gender from the drop list or type F (female) or M (male), if you want to record this information.

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

This identifies the employee with the United States government for tax and benefit purposes. The social security number entered here can be printed in payroll reports as well as paycheck and W-2 forms. You can enter up to 14 characters, including hyphens (for example, 123-45-6789).

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.

Enter the employee's Work Phone.

You can enter two email addresses for each employee, Primary and Secondary. The Primary Email address is the one that is used to send emails to the employee from other areas of the product including connected services. This includes emailing alerts and forms such as W-2s and invoices.

You can enter up to 64 characters for each address. Enter an address using the [email protected] format.

To send an email message to this employee from Maintain Employees, click the Email button to the right of the Email address you want to use to send a message to your employee. Your default email program will start with this address applied in a new message.

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

Use the Type field to group like employees together. Learn more.

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.

Sage HR (paystubs and forms): Select this option if the employee should have access to their paystubs and tax forms in Sage HR, either through the web or the app. Employees can also self-serve and update personal information directly in Sage HR.

You can add a photo to an employee record if you want to. The photo must be a .jpg, .bmp, .png, or .gif file.

• Select Add Photo to add an employee photo to the record.
• After a photo has been added, you can select the Remove Photo link to remove the photo from the record.
• To change the photo, remove the current photo and then add the new one.

To enter beginning balances for each employee record, select the Beginning Balances button on the General tab of the Maintain Employees/Sales Reps window. Learn more.