Employee Center: Demographics

The Demographics section of the Employee Center allows administrators to modify an employee’s demographic information, including items like home address, birth date, and personal phone number.

Navigate to Demographics
Layout
  - Employee
  - Home Address
  - Communications
  - Additional Info
  - Veteran Information

Navigate to Demographics

Find the Demographics page by navigating to HR Admin (module) → Manage Employees → Employee Center → select Employee → Information (tab) → Demographics (tab).

Layout

The following sections describe each of the fields in the Demographics tab. Some fields are required and are marked with a red asterisk.

Employee

• Exclude Employee from the Company Directory: When this checkbox is selected, the employee will not be shown in the Company Directory.

• First Name (Legal): The employee’s first name. This is a required field.

• Last Name (Legal): The employee’s last name. This is a required field.

• Middle Name: The employee’s middle name.

• Preferred Name: The employee’s preferred name or nickname, if different from their legal name.

• Gender (for compliance purposes): The employee’s legal gender. This is a required field used for Equal Employment Opportunity (EEO) reporting and is not visible to the employee.

• Social Security Number (SSN): The employee’s Social Security Number (SSN). This is a required field. This field can also note an Employer Identification Number (EIN) or Individual Taxpayer Identification Number (ITIN).

• Birth Date: The employee’s date of birth. This is a required field.

• Gender (Self ID): The employee’s gender identity.

• Salutation: The employee’s choice of title; for example, Ms., Dr., Mr., Mrs.

• Suffix: The employee’s suffix, if applicable; for example, Junior (Jr) or Senior (Sr) following the name of the employee.

Home Address

• Home Address: The employee’s home address.

Communications

• Home Phone: The employee’s home phone number.

• Cell Phone: The employee’s cell phone number.

• Work Phone: The employee’s work phone number.

• Ext: The employee’s work phone number extension.

• Work Email: The employee’s primary email address. The Employee Self-Service (ESS) enrollment email will be sent to this email address.

• Personal Email: The employee’s secondary email address, if applicable.

• Can Contact by Text: When this checkbox is selected, the employee will be opted into receiving text alerts to the cell phone number on file.

• Can Contact by Email: When this checkbox is selected, the employee will be opted into receiving alerts via the work email address on file.

Additional Info

• Prior Last Name: A previously used last name, if applicable. 

• Marital Status: The employee’s marital status.

• Ethnicity/Race: The employee’s ethnicity/race. This follows EEO guidelines and is required if you file EEO.

• Primary Language: The employee’s primary language.

• Disability: The employee’s disability/status, if applicable.

• Time Clock ID: Assign the employee a Timecard ID or PIN Number. This only applies to companies utilizing the Timeclock in the Attendance Module.

• Hours Worked Per Day: The number of hours the employee will work on a standard day.

  • For companies using HR Admin (module) → Time Off Center → Time Off Calendar, this field relates to the Accrual “Company Default Hours Worked Per Day” field.

  • For companies NOT using Time Off Calendar, this field is purely informational.

• Custom Demo 1-4: Options will vary based on your company configuration. These fields will only be visible if they have been set up at the Company level.

• Custom Demo Dropdown: Options will vary based on your company configuration. This field will only be visible if it has been set up at the Company level.

• Std Occupational Classification (SOC): The Standard Occupational Classification code that applies to the employee. Please see the U.S. Bureau of Labor Statistics for a list of SOC codes. Learn more about SOC Codes.

• Smoker: Optional checkbox to indicate an employee’s smoker status.

• Suppress Missing Tax Warnings: Your company may have employees exempt from specific tax withholdings. Some individuals' wages may not be applicable for certain taxes. These individuals may include visa holders, clergy, and others. When this checkbox is selected, tax-related warnings for exempt employees will be hidden to ensure relevant warning and error notifications.

Veteran Information

 

• Veteran in the U.S. Armed Forces?: Indicate whether the employee is a U.S. Armed Forces Veteran. If “Yes” is selected, the following two fields will be enabled:

  • Description: Option to enter branch or other information.

  • Veteran Discharge Date: Option to note the date the employee was discharged from the military.