Adding New Employee
Adding an employee consists of the following 4 steps:
1. Assigning an employee code.
2. Entering their personal information.
3. Entering their tax information.
4. Entering the payroll commissions(See Payroll)
Before a new employee can be added to the employee file you must assign a three character or numeric code for the employee. This code is used by Unique to track the employee's service performance and payroll histories through out the system. Because of this, once a code has been assigned it must not be changed.
To add a new employee:
Select Edit/Add from the Employee Menu and enter their employee code. A blank entry screen is displayed. Enter in the employee's personal and emergency contact information.
Entering employee's Business Information
Next enter the employee's business information. This information is used by Unique when generating a paycheck for the employee.
If you are not using Unique to run your payroll it is not necessary to enter any business information, with the exception of the Payroll Ledger
Code field. Unique requires you to enter a valid code for this field.
For a listing of the accounting codes, press the F1 function key and select a code to assign to the employee.
If you have not changed the accounting codes you can assign the code 43010 to the employee. This is the code for regular employee labor.
If you will be running your payroll through Unique you should enter the Business Information section carefully.
The following is a detailed description of the information required by each field.
Social Security Social Security number of the employee. This number is printed on all paycheck stubs, payroll reports, and the end of year W-2/1099 reports & forms.
Hourly\Wage The hourly rate the employee is paid. If your employees are salaried instead of hourly, divide their wages by 40 for a standard 40 hour work week and enter the hours worked as 40 when running your payroll.
Default\Salary If your employees works a 40 hour week.
Hours you can pre-set the system to automatically pay the employee for 40 hours. This would apply for any fixed hours.
State Exemptions The number of exemptions allowed by the State government tax for payroll purposes. The number of State exemptions are the exemptions claimed on the W-4 forms each employee has to have on file with you.
Federal The number of exemptions allowed by the Federal government for payroll tax purposes.
Exemptions The number of Federal exemptions are the exemptions claimed on the W-4 forms each employee has to have on file with you.
State Tax The State tax tables are used to determine the amount of State Income Tax (SIT) to take out of each paycheck.
Table (1-9) There are nine different state tax tables, numbered 1 - 9. See the Payroll/Setup section for details on setting up the State payroll tax tables.
Fed. Tax The Federal tax tables are used to determine the amount of Federal Income Tax (FIT) to be taken out of each paycheck.
Table (S/M/E) There are three different tables; Singles, Married, Or Exempt. See the Payroll/Setup section for details on setting up the Federal payroll tax tables.
City Income The City Income Tax (CIT) rate for this employee. This may be different for each employee.
Tax Rate This rate is entered as a decimal number. For example, a CIT rate of 1.2 % would be entered as 0.012.
Pre-Tax/Taxable Any deductions that are taken out of the employee's net pay. These might include automatic deposits to savings plans,
Deductions 1 - 3 payments of moneys owed to you or any other automatic withdrawals from their paychecks.
Add. Fed Any additional Federal Income Tax (FIT) withholding. This withholding is in addition
Withholding to the normal FIT tax taken out of their paychecks.
Add. State Any additional State Income Tax (SIT)
Withholding withholding. This withholding is in addition to the normal SIT tax taken out of their paychecks.
Payroll Ledger The payroll ledger code is a ledger account code used to classify your employees into different payroll groups.
Code The default ledger codes that come with Unique give you two different codes:
43010 - General or Direct Labor
43020 - Contract Labor
You can use these two categories or design your own. You may want to also setup a different GL code for your employees(i.e Receptionists, Stylists, Manicurists, Office Manager, etc. The purpose of this is to let you see where your payroll money is being spent.
To setup other payroll accounts see the Accounting/Chart of Accounts section
Contract Labor Indicates whether or not this employee is
(Y/N) hired as contract labor or a regular employee. Contract labor employees do not have any taxes taken out of their paycheck.
If you have purchased the Professional version of the Unique software and will like to use the commission payroll feature, you will need to go into the payroll section of this users guide to complete the setup process.