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      Employee Center: Status

      The Status section of the Employee Center allows administrators to manage employment data, including employee status and employment dates.

      Navigate to Status
      Layout
        - Status Information
        - Employee Information
        - Union Information
        - Visa Information

      Navigate to Status

      Find the Status page by navigating to HR Admin (module)→ Manage Employees → Employee Center → select 2024-02-08_16-42-31 Employee → Information (tab) → Status (tab).

      A screenshot of the navigation path to the Status page.

      Layout

      The Status page consists of four sections: Status Information, Employe Information, Union Information, and Visa Information. 

      Status Information

      A screenshot of the Status Information section. 

      • Employee Status: Employee's current employment status.
        • Active – Use when the employee is employed and should be paid regularly.
        • Leave – Use when the employee is still employed but you do not want the employee to show in the Payroll Entry.
        • Terminated – Use when the employee no longer works for your company. It is recommended that the employee's status be changed after they receive their final pay. 

      Warning: Changing an employee’s status to “Terminated” requires a Termination Date and will have downstream impacts throughout the system, including:

      • Employee Setup

        • Direct Deposit accounts will automatically be end-dated with the Termination Date.

        • Depending on your company settings, all employee data, including rates, deductions, accruals, etc., may be end-dated.

      • Attendance (if your company uses Attendance)

        • The employee will be removed from Attendance, and any unapproved punches or timesheets will be cleared.

      • Status Date: If the employee's status changes, this field indicates the date of the status change. 
      • Leave Date: If the employee goes on leave, this field indicates the date the leave started.
      • Leave Reason: If the employee goes on leave, use this field to provide reasoning for the leave. If there are no options in this dropdown, additional setup may be needed: Company (module) → Company Setup → Other Options.
      • Leave Return Date: If the employee goes on leave, this field indicates the employee’s anticipated return date. You can update this date with the official date once they have returned.

      • Term Reason: If the employee is terminated, use this field to provide reasoning for the termination. If there are no options in this dropdown, additional setup may be needed: Company (module) → Company Setup → Other Options.

      • Term Date: If the employee is terminated, this field indicates the date of termination.

      • Multi Org Start Date: If your company is part of a larger organization or employer group and the employee has been transferred between companies, this field indicates the employee’s initial hire date at the larger organization.

      • Adjusted Seniority Date: Used to calculate an employee’s seniority instead of the hire date. This field is used primarily for accrual calculations.

      • Rehire Eligible: Indicates if the employee is eligible for rehire.

      • Rehire Date: If the employee has been rehired, this field indicates the date of the rehire.

      Employee Information

      A screenshot of the Employee Information section. 

      • Hire Date: The date that the employee was hired.

      • Employee Type: Used to define the type of employee. Options include Full Time, Part Time, Seasonal, etc. This field must be filled in to run ACA Reports.

      • Clock/Badge #: Employee Clock or Badge number for informational purposes only.

      • Retirement Plan: Check this box to indicate that the employee participates in a retirement plan outside of payroll. This corresponds to the Retirement Plan check box in box 12 of the W2.

      • Statutory: Check this box to indicate that an employee pays a statutory tax. This corresponds to the Statutory check box in box 13 of the W2.

      • Pay Group: Select the pay group the employee belongs to. Pay Groups are often used to categorize employees for Payroll and Attendance purposes. If there are no options in this dropdown, additional setup may be needed: Company (module) → Company Setup → Other Options.

      • Pay Policy: This field can be used when your company is utilizing the Pay Policy feature of the Time Off Calendar to automate paid and worked holidays. Learn More about Holiday Pay Polices and Worked Holiday.

      • Tax Form Type: Select the type of tax form for the employee.
      • Work State: The state in which the employee works.

      • Distribution Codes: This is an optional field and is for informational purposes only.

      Union Information

      This section applies only to employees who belong to a labor union. These fields are for informational purposes only.

      A screenshot of the Union Information section. 

      • Union Code: Identifies to which union the employee belongs. If there are no options in this dropdown, additional setup may be needed: Company (module) → Company Setup → Other Options.

      • Union Date: Identifies the date the employee joined the union.

      • Initiation Fees Collected: Indicates whether initiation fees have been collected.

      • Collect Union Dues: Indicates whether Union Dues need to be collected.

      Visa Information

      This section applies only to employees using a visa.

      A screenshot of the Visa Information section. 

      • Visa Type: Indicates the employee’s visa type, e.g., H-1B, F-1, J-1. This is an informational field for record-keeping purposes only.

      • Visa Expiration: The date the employee’s visa expires.