Employee records capture additional information that is important to the Payroll system. Currently, ActivityHD supports nine types of employee records: 1095-Cs, Affordable Care Act (ACA) records, garnishments, I-9s, insurance coverage, state W-4s, T4s, W-2s, and W-4s.
The Payroll/Human Resources > Employees > Records folder is an umbrella that unites the nine record types.
The "record" container itself contains minimal identifying information about the associated employee record and is available only in read-only mode. The record container, however, does include a Notes tab where you can add notes and references for the record. You can also click to drill down to the underlying employee record.
ACA records, garnishments, I-9s, insurance coverage, state W-4s, and W-4s can be created from the Records folder or from their own subfolders. W-2 records and T4s are created by the Generate W-2s and Generate T4s wizards, respectively.
Record Record ID
Record #
The system-assigned record number.
Employee
The employee associated with the record.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Record tab
Description
A description of the record.
Date
The date and time the record was created.
Memo
A memo about the record.
Notes tab
The Notes pane shows the Notes HD view filtered to show all notes for the selected record.
Double-click a row in the pane to drill down to its record in the Note window.
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.
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Employee records security
Common accesses available on employee records
Access
A user with this access can...
Data
Have read-only access to records from anywhere in the software (e.g., field validations, filters, date expressions).
Read
Have read-only access to record records.
Report
Run reports with record information.
Report Designs
Create and edit report designs with record 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 records.
Shared Filters
Create and edit shared filters on records.
Visible
View the Records folder in the Navigation pane.
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Employee records filters
The following built-in filters are available for employee records:
Filter Name
Effect
? Employee Code
Prompts for an employee code and lists records for employees with an employee code that contains the specified search string.
? Employee Name
Prompts for an employee name and lists records for employees with a name that contains the specified search string.
to drill down to the underlying employee record.