Personnel Profile

Owned by Amber Jones (Unlicensed)
Last updated: Feb 14, 2020
6 min read

Overview

The “Profile” tab is where Personnel (I.E. temporary employees) are initially inserted into the software. The “Profile” tab houses information such as, basic demographic information, personnel contact information, assigned skills, credentials and accruals information.

Personnel must be entered into the Personnel module before they can be accessed in other modules such as payroll, reports, and customer placements.

Detail

To insert personnel, follow the process below:

Steps:

-Click insert (or F4)

-Type the required information (highlighted in yellow below)

-Click save

Some fields will default information for you, such as the office, or Fed and State Statuses, remember to verify that the defaulted information is correct.

The Personnel Module has two rows of tabs specific to the personnel displayed at the top of the module. Though only a few items are required on the main profile, other fields may be of use depending on what information you want, stored or reported on.

Some of the noteworthy fields are below:

The “Deductions” tab is where you can add various deductions that exist in the setup module. Once added, the various logic options (which depend on the type of deduction) are made available to the right.

 

To add a deduction to a personnel profile, follow these steps:

-Right click in the white area of the deduction tab

-Select add deduction

-Double click the deduction to add

-Click close

-Enter in the details to the right

-Click save

Below are definitions for the deduction fields:

  1. Rate: The % being taken out of the check when the type is Net or Gross. Flat deductions the field is a dollar amount. The logic of the rate field above would be 50%.

  2. Start/End: This controls when the deduction does and doesn’t apply at a date level. Left blank no date restrictions will apply.

  3. Max/Per: These two fields determine the most amount of money can be taken out per time period selected.

  4. Priority: The priority determines which deduction comes out first should multiple deductions compete on a check.

  5. Stop Amt: This determines the most the deduction can take out in total.

  6. Condition: This allows you to specify if the deduction should only apply when the net or gross of the check is over or under a certain amount.

  7. Vendor: Listing a vendor carries over to reports to easily view what vendors are owed what amounts deducted.

  8. Reference: The reference field is what the software ties to the deduction max logic. Using a different reference field will reset the max amount set for the deduction.

  9. Notes: Any applicable notes in relation to the deduction.

Expert Tip!

If a stop amount is entered, the user can right click on the deduction and select View Withholding History to view details of the deduction history.

The “Direct Deposit” tab is where you can list the various details of direct deposit. The software allows you to list multiple entries with varying percentages if they add up to 100%.

To add or remove entries complete these steps:

- Right Click and select Add Item

-Type the details of the manual entry to the right

-Click save

The “Pay Card” tab is where you can activate and assign a pay card to personnel. Adding the card on the Pay Card tab requires initial setup completed in the setup module, as well as the provider of the card being set up with Carvin Software for instant funding. For details regarding that process, please review Pay Card Information.

The “Warning” tab is where you can enter text on a person’s profile to be displayed in the payroll module as a pop up. Any text entered here displays when the person is added to an order.

Here is an example of a pop up in the Payroll Module.

The “Private” tab is where you can mark personnel as an internal employee and temporary employee. If marked as “Is Internal Employee”, this person will be able to be accessed in the Internal Payroll Module. If the Internal Employee is also a temp worker, make sure to make “Is also a temp worker.” This will allow the employee to be paid through the payroll module. You can also set default hours, default pay rate, select the SUTA State and provide a Job Title.

The “Emergency” tab allows you to store emergency contact information for personnel.

The “Misc.” tab allows you to store various items related to the personnel to be referenced and reported on as needed.

The “HR” tab allows you to store various data related to the personnel. Some items of note are the W4 Expiration field, which will prevent personnel from being added to an order when expired.

The “Other Payroll” tab is where you can make payroll specific changes at a personnel level. From here you can specify different names on checks and invoices, mark someone as FICA or Medicare exempt, or a 1099 employee. All of these items will be applied when payroll is being processed.

The “ACA” tab allows you to add details regarding Affordable Care Act (ACA) that references existing plans within the setup module. This information must first be entered within the set up module before it will display as an option to select in the Personnel Module. Additional details regarding Affordable Care Act (ACA) tab can be found in ACA Functionality.

The “Accrual” tab is where you can set accrual plans at the personnel level. These settings will override any office level defaults set. These plans reference the accrual plans setup within the setup module.

The “W2 Codes” tab allows you to enter in additional details on personnel when exporting W2’s from the software.

To add an entry, simply:

-Right click Add

-Enter in the details of the entry

-Click save

If you add an entry in error, simply:

-Right click Remove

-Click yes on the confirmation pop up

-Click save





Carvin Software LLC