Employee Profiles

See the Employee Profiles documentation for additional help with these fields.

Shortcuts to open related TruckMate programs.

Diary

Click this button to access the Diary window for the selected Employee. This option is also available on the Toolbar.

Cards

If you have a License for the Card Management program (key 30000), selecting this option will allow you access (view/edit/add) your Fuel/Credit cards for the currently displayed Employee by using the Card Management program > Cards Tab.

Note: Before you can access this function, you must have configured at least one Vendor in the Card Management program > Setup Tab.

The Address Tab is used to enter personal information about the Employee. Some of this information, such as Marital Status and Vacation Level, is required for payroll processing.

Last Name

Enter the Employee’s last name.

First

Enter the Employee’s first name.

MI

Enter the initial of the Employee’s middle name (as applicable).

Address 1

Enter the Employee’s home address.

Address 2

Enter the remainder of the Employee’s home address (if required).

City

Enter the Employee’s city of residence.

Prov./St

Enter the Employee’s residence 'Province' (Canada) or 'State' (USA).

Note: Changing this field for US Employees will invoke the Set Payroll States window, which enables you to quickly change the 'State' information for the employee throughout the Employee Profiles program.

Due to the multiple number of 'State' fields throughout the Employee Profiles program, we now allow the User to quickly change these fields without having to browse through multiple Tabs.

Simply use the drop-down menus to select the State Codes required. The fields will all default to the field you have selected initially. In most cases, all you are required to do is click the 'OK' button, and the State information will be updated properly.

Postal/Zip

Enter the Employee’s residence postal code or zip code

Phone

Enter the Employee’s home phone number.

Emer. Contact

Enter the name of a person who should be contacted in the case of an emergency involving the Employee.

Emer. Phone

Enter the phone number of the Emergency Contact.

Email Address

Enter the Employee’s personal e-mail address.

Marital Status

Enter the Employee’s marital status. Select a value status from the drop down menu list box.

Full / Part Time

This field allows you to specify the Full or Part Time status of an Employee. Select the Database Search button and choose from one of the four available options: 'F' (Full Time Regular), 'P' (Part Time Regular), 'T' (Full Time Temporary) and 'C' (Part Time Temporary).

Department

Enter the Employee’s department code. Double click for a code selection form. Department Codes are configured in the Payroll Setup program, and are used to determine general ledger postings for pay and deduction entries for this Employee (in the Payroll Register program).

Job Title

Enter the Employee’s job title within your company. This is a free format entry field, for reporting and information purposes.

Supervisor / Manager

Select the Database Search button to choose the displayed Employee’s Supervisor/Manager from the available Employee Profiles in the system.

RPP Plan #

(Optional): Enter the Registered Pension Plan number for the displayed Employee.

WCB#

(Optional): Enter the WCB # under which the Employee is grouped within your company. Double click for a selection form. WCB numbers are configured in the Payroll Setup program. Associating an Employee with a worker’s compensation branch number will make it easier to format reports and gather required payroll information for compiling WCB remittance information.

Driver’s License #

(Optional): Enter the Employee’s driver license number.

Vacation Level

Select a vacation calculation level from the drop down list box. Vacation levels are configured in the Payroll Setup program. Earned vacation pay for the Employee will be automatically calculated based on the level specified here.

Vacation Type

Select the Vacation Type method for processing Vacation Pay for the displayed Employee by

Country for Taxes

Select a country code from the drop down box. The choices are CAN (Canadian), or US (U.S.). This value will determine whether source deductions calculated by the Payroll Register program are calculated for Canadian or US payroll.

Gender

Use the pull down menu to select either 'Male' (M) or 'Female' (F).

Ethnicity

Select the Database Search button to open a window containing a list of system Ethnicity Codes. Select the Code that applies to this Employee, and click 'OK' to populate it within the Ethnicity field of the main screen of the Address Tab.

EOE (Equal Opportunity Employer)

Enter the Equal Opportunity Employer number for this Employee, if applicable.

This Tab is used to record Free Format Notes relevant to the Employee. This is for reference and reporting purposes only.

The Dates Tab is used to record Human Resources dates for the selected Employee. In most cases these values are for reference and reporting purposes only; however, the Employee’s Birth Date may affect payroll processing (by the Payroll Register program). Note that Sick Days and Holidays are recorded on the Holidays Tab.

Birth Date

Enter the Employee’s birth date. Note that it is important to enter the Employee’s true birth date, as it is used to determine certain aspects of payroll calculations for the Employee. Double click for a date selection form.

Hire Date

Enter the date on which the Employee was hired. Double click for a date selection form.

Seniority Date

Enter the date on which the Employee began to accrue seniority. Double click for a date selection form.

Next Vacation Change

If applicable, enter the date when the Employee becomes eligible for an increase in vacation pay assessment. Vacation pay increases are mandatory in some jurisdictions. Consult the applicable governing payroll authority for more information. Double click for a date selection form.

Termination Date

If applicable, enter the date when the Employee was terminated. Double click for a date selection form.

Historical Dates

Enter as many important date records as applicable for the Employee. This information entered here is human resource information only and is optional. You may enter items such as when the Employee’s last promotion or raise was, or when a department change occurred, or when employment was terminated. The options are endless as you may also enter such date-related items as the Employee’s family members birthdays, when children were born, important anniversaries, etc.

Date

Enter the date for the record. Double click for a date selection form.

Remarks

Enter remarks that describe the event.

Special Events

This button will invoke the Special Events form, which is used throughout the TruckMate system to record events and dates. See the Driver Profiles documentation for further information.

Deceased

Check this option if the Driver is deceased.

The ten fields on this Tab can be used to store free format information about the Employee. This is for reference and reporting purposes only. The field labels can be customized using the Application Configurator program.

The Holidays Tab is used keep to record sick days and vacation days.

The Employer Tab is used to link your Employee records to the Company Codes outlined in your system (defined within the Company Profiles program).

Select Company

Clicking this button will bring up a search form for the available Companies within your system. Use the pull down menu to select a Company by its Company ID (defined within the Company Profiles program). When you select a Company ID, the associated Company details will automatically display under the pull down menu. When you are sure of the Company you would like to link this Employee to, click the 'OK' button.

Once selected, the Company Information (including the associated Company logo) will display in the 'This Employee code has been assigned to the following company' section of the Employer Information Tab.

3rd party payroll systems

If the Company you are using uses a Third Party Payroll system, the 'Company Code' field will automatically populate with data. You may enter the 'Employee File Number' in the space provided, if applicable.

Copy

The copy button allows you to quickly enter records in the case of a Driver who happens to work for more than one Company. Clicking the Copy button will copy all of the Employee Profile information to a new Employee Code, which you can then assign to a new Company by using the 'Select Company' button.

Note: Once an Employee is assigned, the 'Employer Information' records for the selected Employee cannot be changed.

If some of your Employee Profiles should be hidden from certain Users of your system, use the Security Tab to set the level of clearance required to view their records.

To make changes within the Security Tab, you must right click anywhere within it.

The Pay Information Tab is used to configure payroll parameters for the purpose of automatically calculated (as opposed to manually entered) pay entries. Pay entries are recorded in the Payroll Time Sheets program.

Pay Class

Select a pay class from the drop down list box. The pay class determines which section of the screen below is used to calculate the Employee’s pay in the Payroll Time Sheets program.

Pay Periods

select a Pay Period type from the drop down list box. Pay period types are configured in the Payroll Setup program.

Pay Group

Enter a Pay Group code (as configured in the Payroll Setup program). Double click for a group selection form. Each Employee must belong to a Pay Group. When creating a payroll batch in the Payroll Time Sheets program, the Employees to add to the batch can be requested this Pay Group.

You can configure a default rate of pay schedule for each Employee on the Rates Tab. This is used when creating entries in the Payroll Time Sheets program. This is feature is especially used to set hourly pay rates.

Pay Code

Enter a pay code (as configured in the Payroll Setup program). Double click for a selection form. The pay code entered here is the default pay code which will track the gross salary paid to the Employee as well as reference the general ledger posting account as specified for the department to which the Employee is assigned. General Ledger postings for pay codes are configured in the Payroll Setup program, on the Departments Tab.

Rate

Enter the rate of pay for the code and the Employee. If entering a salary amount, specify the total amount for the Pay Period. If entering an hourly wage, enter the rate per unit of pay. If you are entering overtime rates, you must enter the base pay rate. The amount entered in this field will be multiplied by the value in the 'O.T. Rate Multiplier' field (as configured for the payroll code in the Payroll Setup program).

Rate Per

Enter a rate unit such as 'HR' or 'SAL' as applicable for the code and rate entered. This is a free format code.

Recall

This is a 'True' or 'False' field. Setting this value to 'True' will allow the use of the 'Recall Records by Employee' Context Menu option in the Timesheets program. All records set to 'True' will be added to the Timesheets program grid when the User invokes the 'Recall Records by Employee' function.

Note: In the Application Configuration program, TIMESHEETS.EXE, setting the default to 'True' will allow you to enter payroll data into the Timesheets program, and then recall the Earnings information defined in Employee Rates for each day, rather than once for the payroll batch. The Deduction/Adjustments defined in Employee Deductions will only be recalled the first time.

Recall Amount

This value in this field will transfer to the Timesheets program if the 'Recall' option above is set to 'True' and the User invokes the 'Recall Records by Employee' function (see 'Recall' above).

Stat Holiday

This is a 'True' or 'False' field. Setting this value to 'True' will allow the use of the 'Recall Stat Holidays by Employee' Context Menu option in the Timesheets program. All records set to 'True' in this column will be added to the Timesheets program grid when the User invokes the 'Recall Stat Holidays by Employee' function.

The Deductions Tab is used to configure recurring payroll deductions for each Employee. These deductions will be automatically added during payroll processing if you use the 'Recall Records' function in the Payroll Time Sheets program. These deductions are not automatically added when you create manual pay entries in the Payroll Time Sheets program. Government payroll deductions (such as tax and unemployment contributions) are calculated automatically by the Payroll Register program based on the tax setup configured on the Can Tax and US Tax Tabs, and on the defaults configured in the Payroll Setup program. It is not necessary to enter government source deductions on this Tab. Note that the amount of calculated deductions (ie, those based on gross or net pay) will not calculate until the Payroll Register program is run. The amounts can be viewed using the Review Checks function in the Payroll Register program.

Pay Code

Enter a pay code (as configured in the Payroll Setup program). Double click for a code selection form.

Standard Amount

Enter the standard amount that is to be deducted from the Employee’s pay. You should only enter a value in this field if a flat amount is to be deducted. If the deduction is calculated (ie, if it is not a flat amount), leave this field at zero.

Next Amount

If the next payroll process will require a different amount to be processed than the standard or calculated amount, enter it here. Otherwise leave this value at zero.

Maximum Amount

If applicable, enter the total or target maximum accumulated amount to be applied over the recursive payrolls. If the item is to occur indefinitely, leave the amount zero. If there is a total amount to be deducted and then the item should cease processing, enter the total amount here.

Note: Maximum Amount only applies when using the Calculate Rule 'N/A' (flat amount).

Paid Amount

This item works in conjunction with the previous field, 'Maximum Amount'. The field will reflect the total accumulated amount deducted for the Pay Code item. When the amount reaches the Maximum Amount, the item will cease to process on recursive payrolls. If the amount to be applied on the payroll exceeds the difference between the Paid Amount and the Maximum Amount, only the difference will be applied in order to reach the maximum or target total.

When Next

Enter the number of payrolls from today which the next occurrence of this item is to be processed on the Employee’s pay. If it is to occur on the next payroll, enter '1'. Note that if a value is entered here, you must enter a value in the 'How Often' field. Alternatively, you may specify the frequency of the deduction in the 'By Week' section (but not both).

How Often

Enter the frequency with which the deduction should occur. If the item is to be processed on every payroll, enter '1'. If the item is not to occur every payroll, be sure to set the 'When Next' value to the appropriate next payroll occurrence. Alternatively, you may specify the frequency of the deduction in the 'By Week' section (but not both).

Calculation

If applicable, enter the variable (for example, the percentage amount) to be used in the calculation of the amount to be processed. The type of calculation is specified 'Calculation Rule' section. Values in this field are entered in decimal format. For example, 2.5% would be entered as '.025'.

Remarks

Enter comments relevant to the recurring payroll item entered. The purpose of this field is to aid in reminding the payroll operator of the nature of this item.

Vendor ID

This field is used to link an Employee to a specific Vendor ID, which is then linked to specific Pay Codes in the Payroll Setup program, allowing the system to automatically generate AP Invoices for Employee deductions when the AP records are processed. You may use the same Pay Code for payments to multiple vendors (as could be the case with a pay code of GARNISHEE). In this situation, you can make the Vendor ID employee specific.

For example, the User can add a 'Vendor ID' code to the employee’s GARNISHEE deduction. When a Vendor ID is being added to a record by TruckMate, it will look first to see if there is an Employee Vendor ID. If there is none, it will look for the Vendor ID assigned to the Pay Code in the Payroll Setup program. If there is none there, it will not be assigned and invoices will not be created.

Link to Pay Code

Double-click this field to select a separate Pay Code (in the Payroll Setup program) to link the currently selected Employee deduction to.

Cap

This field has been added to contain the value that demarcates the maximum contribution that the Employer is adding toward Employee Deductions, as with the deductions related to the Employee’s 401K contributions (if the Employer is matching their contribution in some way).

The Advance Tab allows you to create Advance Checks for your Employees.

Create Advance Check

Select the 'Create Advance Check' button and a dialog box will appear. Enter the advance amount of the check and select 'Create Check'. A confirming message will appear. The entry will then appear in the Advance Tab grid. Print the check, and update the check entry using the Check Register program. Then, go to the Payroll Time Sheets program > Deduction/Adjustments Tab, and enter your deduction amount into the grid. Use your context menu to select the advance checks to create a deduction for this check. Once you’ve completed the process, the completed deduction entry will appear in the Time Sheet Deductions/Adjustments grid.

The Year-to-date Tab displays a summary of payroll details that occurred in the year to date

The Personal Tab allows you to enter Social Security information for the currently selected Employee.

Social Security Number

Enter the Employee’s assigned Social Security Number.

Statutory Employee

If the selected Employee is Statutory, check this flag.

Employment State Code

Use the drop-down menu to select the Employee’s Employment State.

Note: The Employment State Code no longer allows user defined codes. You must select a valid State Code. Changing this field will invoke the Set Payroll States window, which enables you to quickly change the 'State' information for the employee throughout the Employee Profiles program.

Due to the multiple number of 'State' fields throughout the Employee Profiles program, we now allow the User to quickly change these fields without having to browse through multiple Tabs.

Simply use the drop-down menus to select the State Codes required. The fields will all default to the field you have selected initially. In most cases, all you are required to do is click the 'OK' button, and the State information will be updated properly.

The Tax Tables Tab is used to configure the Tax Table Codes applicable to the selected Employee. These Codes are setup in the Payroll Setup program.

Code

Enter the appropriate tax Table code for this Employee. Double click for a tax Table selection form. Tax Tables are configured in the Payroll Setup program.

Description

The description will be defaulted according to the tax Table that was selected.

Allowances

Enter the number of federal tax allowances claimed on form W-4 submitted by the Employee. This value is multiplied by the Allowance amount configured for this Tax Table code in the Payroll Setup program.

Exemptions

Enter the number of federal tax exemptions claimed on form W-4 submitted by the Employee. This value is multiplied by the Allowance amount configured for this Tax Table code in the Payroll Setup program.

Extra Tax

If applicable, enter the additional tax to be withheld from each paycheck as specified by the Employee on form W-4.

Deduction Amount

To reduce an Employee’s gross pay prior to assessing taxes, enter the amount of the gross pay deduction in this field.

The Federal Tab is used to define relevant details of this Employee’s Federal Tax information. The values entered here are used by the US Tax Payroll DLL file.

Federal Tax Exempt

If the selected Employee is exempt from Federal taxation, check this option.

Round Federal Witholdings

If you would like the selected Employee’s Federal Withholdings value to be rounded to the nearest whole dollar value, select this option.

Federal Filing Status

Enter the selected Employee’s Marital Status in the space provided, or click the 'Lookup' button to generate a list of applicable Marital Status values.

Number of Allowances

Enter the number of Allowances for the selected Employee.

Additional WithHoldings

Enter a dollar amount of any Additional Federal Withholdings for this Employee.

The State Tab is used to define relevant details of this Employee’s State Tax information. The values entered here are used by the US Tax Payroll DLL file.

State Tax Exempt

If the selected Employee is exempt from State taxation, check this option.

Round State Withholdings

If you would like the selected Employee’s State Withholdings value to be rounded to the nearest whole dollar value, select this option.

Filing State Tax Jointly with spouse

If the selected Employee files his / her State taxes jointly with a spouse, select this option.

State Filing Status

Enter the selected Employee’s Marital Status in the space provided, or click the 'Lookup' button to generate a list of applicable Marital Status values.

Number of Exemptions

Enter the number of State tax exemptions for this Employee.

Additional Withholdings

Enter a dollar amount of any Additional State Withholdings for this Employee.

Arizona State Withholdings

For those employees working in Arizona, enter a valid percentage value in this field.

The Local Tab is used to define relevant details of this Employee’s Local Tax information. The values entered here are used by the US Tax Payroll .DLL file.

Tax Code

If a Local Tax Table value has been configured and is applicable to this Employee, enter the Local Tax Table code in this field. Local Tax Tables are configured in the Payroll Setup program.

Payroll DLL Local Deductions

You may specify any Local Tax Deductions for the selected Employee here. The 'Look up available codes' button will generate a list of Local Deduction Codes from the US Payroll DLL file. If you are not using the Payroll DLL, you may create these codes from within the Payroll Setup program.

The FUTA / SUTA Tab allows you to specify the details of the selected Employee’s Federal Unemployment Tax Act / State Unemployment Tax Act information.

FUTA Exempt

If applicable, check this box to prevent Federal Unemployment taxes from being deducted for this Employee.

SUTA Exempt

If applicable, check this box to prevent State Unemployment Insurance from being deducted from this Employee.

SUTA State

Enter the appropriate state code under which State Unemployment Tax Act (SUTA) remittances will be calculated for with respect to the Employee. Unemployment codes are configured in the Payroll Setup program. Click the 'Look up State' button for a code selection form.

Note: The FUTA/SUTA State Code no longer allows user defined codes. You must select a valid State Code. Changing this field will invoke the Set Payroll States window, which enables you to quickly change the 'State' information for the employee throughout the Employee Profiles program.

Due to the multiple number of 'State' fields throughout the Employee Profiles program, we now allow the User to quickly change these fields without having to browse through multiple Tabs.

Simply use the drop-down menus to select the State Codes required. The fields will all default to the field you have selected initially. In most cases, all you are required to do is click the 'OK' button, and the State information will be updated properly.

The FICA Tab allows the modification of the selected Employee’s Federal Insurance Contributions Act information.

FICA Exempt

If the selected Employee is exempt from FICA taxation, check this option.

Medicare Exempt

If applicable, check this box to prevent Medicare deductions from occurring for this Employee.

Social Security Exempt

If applicable, check this box to prevent Social Security deductions from occurring for this Employee.

HIRE Settings

This button, which is only visible if the setting in the Application Configurator program > EMPLOYEE.EXE > '2010 HIRE Act In Effect' is set to True, will open the 2010 HIRE Settings window. (The 2010 HIRE Act is only applicable for employees hired in 2010. After the close of the year, this setting should be set to 'False'.)

HIRE Qualified

The user can set the quarter in which an employee qualified for the HIRE plan.

HIRE Removed

The user can set the quarter in which an employee leaves the HIRE plan.

The EIC Tab allows the modification of the selected Employee’s Employment Insurance Contribution information.

EIC

Select the EIC option that applies to the selected Employee.

EIC Tax Table

Enter the appropriate EIC Tax Table Code for this Employee. Double click for a code selection form. EIC Tax Tables are configured in the Payroll Setup program.

Costing allocation codes are a new feature in 7.0 for US payroll which allow cost items such as uniform rentals to be generated as line items on the Employee’s payroll, but not as a taxable benefit. The Cost Allocation Tab is where you can assign one or more of this type of code to the Employee. For more information on these codes and how to set them up, see the Payroll Setup program.

The SSN Link Tab is where a link between an employee’s record and his / her Social Security Number is established and displayed.

Bring me there

Use this button when you want to duplicate the entered employees credentials, this is useful when an employee is working for more than one of the defined companies in Company Profiles at the same time. Clicking this button will invoke the 'Employer Information' tab where you can select the company you want the duplicated employee credentials to be linked to.

The Can Tax Tab contains many options for setting up your general Canadian taxation options.

Social Insurance Number

Enter either the Employee’s social insurance number or the Employee social security number as applicable.

Pay Type

Enter a pay type from the drop down list box.

Province

Enter a Province Code, or select a province code from the drop down list box. Specify the proper province code for the Employee’s province of residence, as this will affect the tax and deduction calculations.

Federal Tax Credit (E) (TC) / Provincial Tax Credit (TCP)

Enter a Tax Credit description (as configured in the Payroll Setup program), or select a tax credit description from the drop down list box. The Tax Credit description must reference the proper tax exemption amount claimed on the TD1 form submitted by the Employee.

Additional Deductions (L)

If applicable, enter any extra tax to be withheld as specified by the Employee on the submitted TD1 form.

Pension Exempt

If the Employee is exempt from CPP or QPP contributions, check this box.

EI Exempt

If the Employee is exempt from EI premium contributions, check this box.

PPIP Exempt

If the Employee is not required to contribute to the Quebec Parental Insurance Plan, check this box.

Employee EI Rate

Enter an EI Rate Code (as configured in the Payroll Setup program), or select a Rate Code from the drop down list box. Be sure to select the code that represents the percentage rate to deduct from the Employee’s pay

Employer EI Rate

Enter an EI rate code (as configured in the Payroll Setup program), or select a rate code from the drop down list box. Be sure to select the code that represents the percentage rate to submit by the employer on behalf of the Employee.

Employer RRSP Contribution - Deduct Tax

Check this option if the selected Employee makes RRSP Contributions through Payroll.

The R.O.E Tab generates a summary calculation of insurable hours for the Employee for the full year prior to the given cut-off date. It also generates a summary calculation of insurable wages for the Employee for the full six months prior to the given cut-off date.

ROE Date / Generate ROE

Click the 'Generate ROE' button to select a Date from a Calendar menu. The Date chosen will then populate within this field.

Print

The Print button is available for use, but a Crystal Report is NOT available to print these calculations onto a standard ROE form. You will have to enter the data onto the ROE form manually.

Note: Any custom Crystal Report that is to be used with this 'Print' button must use the PR_ROE_BATCH TruckMate Table.

Termination Code

If an Employee has been terminated, select the Database Search button to select a Termination Reason Code from those available in your Database.

Notes

Enter any Free Format text Notes concerning the Employee’s Record of Employment.

Letters and numbers shown in brackets beside some of the field headings refer to the Canada Customs and Revenue Agency (CRA) Machine Computation Guide’s (the 'MC Guide') variable codes which represent the items in computations and formulae. Please consult the most recent MC guide for an in-depth explanation. For Employees paid under Canada Customs and Revenue Agency (CRA) tax rules, the Exceptions Tab allows configuration of the Canadian tax rules to be applied.

CPP Earnings Exception

Enter the Employee’s Canadian Pension Plan Earnings Exception number in the space provided.

EI Earnings Exception

Enter the Employee’s Employment Insurance Earnings Exception number in the space provided.

The Code Link Tab displays any links between Employee Records based on their Social Insurance Numbers.

Bring me there

As the 'Copy' function of the Employer Information Tab is used to Copy Employee records from one Company to another, this button will take you directly to that Tab. See the Employer Information Tab for more information on Copying Employees.

The format required for Canadian Payments Association (CPA) Bank Accounts differs somewhat from the standard way of setting up your Users Direct Deposit information. The CPA requires a nine-digit Transit number, which includes the value that normally should be entered in the 'Bank Name' field in the 'Bank Transit #' field.

Warning: The 'Bank Transit #' field must be a total of 9 digits for CPA (Bank ID = 4, transit = 5). If a the 'Bank Name' is only 3 characters, prefix it with a '0' (zero).

Once you have setup your 'Bank Transit #' field correctly, you must also delete any information that is in the 'Bank Name' field- it must remain blank.