Payroll statuses

Security

Payroll statuses determine whether a person is hired or terminated (employed), whether they are paid during Process Payroll Run (paid), and whether they accrue leave (leave earned). You maintain statuses for an employee in the Statuses table on the Employee tab of the employee record. Statuses are date-driven, so to assign a status, you enter a date and designate the status as of that date.

Effective in version 8.25, statuses have an effective date rule. Statuses which represent a termination in employment should have an "End of Day" rule to ensure the employee can be paid on the last day of employment. All statuses which represent current, on-going, or future employment should have a "Begin of Day" rule. This feature also makes it easier to process employees who start and terminate employment on the same day.

Create a payroll status

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Statuses folder.
Click . The New Status window opens.
Enter a unique Code for the payroll status.
Enter a Description of the payroll status.
If an employee with the status is currently employed, mark the Employed checkbox.
If an employee with the status should be paid during Process Payroll Run, mark the Paid checkbox.
If an employee with the status is eligible to accrue leave, mark the Leave Earned checkbox.
In the Effective Date Rule field, select the time of day the status becomes effective. Your options are:
- Begin of Day. The status takes effect at the beginning of the day. Typical begin-of-day statuses are: Hired, Active, FullTime, PartTime, Seasonal.
- End of Day. The status takes effect at the end of the day. Typical end-of-day statuses are: Inactive, Death, Resign, Retire, Quit.

Note

An employee can have at most two statuses in effect for a given day, one begin-of-day status and one end-of-day status. Having a status that is effective at begin-of-day and a status that takes effect at the end-of-day ensures that a separating employee can be paid on their last day of work.

Save the new payroll status.

Status Record ID

Code

A unique code for the status.

Status tab

Description

A description for the status.

Employed

If this checkbox is marked, a person with this status is considered employed.

Paid

If this checkbox is marked, a person with this status should be paid when a payroll run is processed.

Leave Earned

If this checkbox is marked, a person with this status is eligible to accrue leave.

Effective Date Rule

The time of day the status becomes effective. Valid options are:

Begin of Day. The status takes effect at the beginning of the day. Typical begin-of-day statuses are: Hired, Active, FullTime, PartTime, Seasonal.
End of Day. The status takes effect at the end of the day. Typical end-of-day statuses are: Inactive, Death, Resign, Retire, Quit.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Employees tab

The Employees pane shows the Employees HD view filtered to show all employees with the selected status.

Double-click a row in the pane to drill down to its record in the Employee window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Common accesses available on payroll statuses

Access	A user with this access can...
Change	Use the mass change action on statuses.
Custom Fields	Create and edit custom fields for statuses.
Data	Have read-only access to statuses from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete statuses.
Edit	Edit status records.
Export	Export status records from ActivityHD.
Import	Import status records into ActivityHD.
New	Create new status records.
Read	Have read-only access to status records.
Report	Run reports with status information.
Report Designs	Create and edit report designs with status information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to statuses.
Shared Filters	Create and edit shared filters on statuses.
Visible	View the Statuses folder in the Navigation pane.

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