Setting Up Employee Personal Information
- Select the Personal view tab on the Employees window.
- Select an employee from the employee list.
If you are setting up a new employee, click New in the tool bar.
- Enter the personal information for employee.
- Click another view tab after you’ve finished entering the employee’s personal information to continue setting up the employee, or click Save, after assigning a SUTA State on the Taxes View Tab.
Fields in the Employee Personal View Tab
First Name: For a new employee, click the New button in the tool bar to enter the employee’s first name, up to 15 characters.
Last Name: For a new employee, click the New button in the tool bar to enter the employee’s last name, up to 20 characters.
Address Lines 1: The address that you enter (including City, State, and Zip) will appear on the employee’s paychecks and W-2s.
Address Line 2: This is the employee’s delivery address. Address Line 2 will accommodate up to 30 characters. If both Address Line 1 and Address Line 2 are filled in, both lines will print on employee checks and reports.
City: Enter the employee’s city up to 25 characters.
State & Zip: Enter the 2-letter postal code for the state and the 5-digit ZIP code. The ZIP code field can also accommodate the 4-digit extension.
Social Security Number: Enter the employee’s social security number. You must include the hyphens.
Email Address: Enter the employee’s email address to send the employee’s paycheck stub to them electronically.You can enter up to 40 characters.
Phone Number: Enter the employee’s phone number, including an area code.
Birth Date: Enter the employee’s birth date in the MM/DD/YY format. However, you do not need to enter any leading zeros. For example, enter March 7, 1960 as 3/7/60.
Employee # The employee number must be greater than 0 and can accommodate up to 6 digits. If assigned, an employee’s number will print on the check stub.
Tip: In states such as CA that don’t allow the full social security number to print, you can have the last 4 digits print or use a unique employee number. You can use the last 4 digits of the social security number as the employee number and this will print on the paycheck stub under the employee name. Use the Suppress SS# Print option located in the Print Paychecks screen to completely suppress the Social Security number. For information on sorting employee lists and reports by employee number, see Setting Preferences.
Department: The department assigned here will determine which department heading the employee will appear under in lists and reports. Employee wages will default to this department for posting and department reports.
Inactive (Deleted when Creating New Year): Choose this option for employees that no longer work but have YTD balances. Inactive employees (such as terminated employees) appear after active employees in employee lists and reports and are marked by an asterisk (*) preceding their names.
You can print W-2s for inactive employees and inactive employees are included in the employee count for W-3s when in the previous year. When you start the new year, all inactive employees are automatically deleted from your new year company files.
Direct Deposit Paycheck
Setup these options if you wish to use either ACH Direct Deposit through your own financial institution or Web Direct Deposit through National Payment Corporation. For more information, see “Using CheckMark Payroll for ACH Direct Deposit.”
Direct Deposit: Check this option for employees set up for either Direct Deposit with your own financial institution or for Web Direct Deposit through National Payment Corporation. You should contact your financial institution for more information on getting set up for direct deposit. Once you are set up with your financial institution, see “Using CheckMark Payroll for ACH Direct Deposit.” For more information on signing up for Web Direct Deposit, please contact National Payment Corporation at www.directdeposit.com.
Prenote: Check this option if the employee is joining an existing direct deposit program. Prenote is used to test that the routing and account information go through the electronic banking system without problems. Prenoting an employee will zero their direct deposit check, but you are able to print a check for the employee on the Print Paychecks window.
Checking/Savings: Select either Checking or Savings on the drop-down list depending on the type of account the employee is depositing into. If the employee is depositing into 2 accounts, this will need to be set on each account.
Routing #1: Enter the 9-digit routing number for the employee’s account. If the employee is depositing into 2 accounts, this is the routing number to the account that the remainder of the paycheck will be deposited. Account #2 has a specified amount entered.
Account #1: Enter the account number for the direct deposit. Up to 16 digits are accommodated in this field.
Routing #2: Enter the 9-digit routing number for the employee’s account.
Account #2: Enter the account number for the employee’s account.
Acct. #2: Amount Enter the amount that is to be deposited in the second account. The remainder of the paycheck will be direct deposited into Account #1.
Routing #3: Enter the 9-digit routing number for the employee’s third account.
Account #3: Enter the account number for the employee’s account.
Acct. #3: Amount Enter the amount that is to be deposited in the 3rd account. The gross amount of the check must cover all allocations or any remainder will be allocated to Account 1.