21 Jun Evolution Classic: Creating an Employee – Step 1: The Basics
Evolution Classic provides the ability to add employees to the payroll system. Here’s instructions on the basics to create an employee in Evolution Classic.
Note: Household employees – nannies, housekeepers, etc. – are set up exactly the same way as other W-2 employees. Employers are not required to withhold Federal taxes for household employees, and should normally create a Schedule H rather than the Form 941, however, because Evolution Classic doesn’t have Schedule H, they are reported on Form 941.
- Go to the Employee – Employee screen.
- Select and open the company from the list on the left-hand side of the screen.
- If there are employees already set up with this company, they appear in the list on the right-hand side of the screen.
- Click the plus sign in the toolbar to create a new record.
Result: the EE Entry tab opens.
Note: Field names with a red * asterisk are required.
|Field / Button||Description|
|SSN||Required before any other information is entered, this is the employee’s Social Security Number. If the employee is a 1099 contractor and has an Employer Identification Number, enter that instead of the Social Security Number.|
|EE Code||Employee Number, must be alpha or numeric, up to 9 characters, and unique to the employee.|
|Employee Address||Address 1
|Date of Birth||May be required information for some benefits administration, if applicable.|
|Ethnicity||This is required. If American Indian is chosen, enter the Tribe name in the adjacent field.|
|Hire Status section|
|Current Hire Date||Date the employee was hired – most recently, if the employee is a rehire|
|Original Hire Date||Enter this date even if it is the same as the current hire date for time-off-accrual purposes.|
|Current Termination Date||Enter if applicable|
|Eligible for Rehire||Yes – employee meets rehire standards, or No.|
|Current Status Code||Enter the status of the employee’s employment|
|Position Status||Select the Position Status for the position the employee was hired to fill.|
|Pay Frequency||Frequency for which the employee is paid|
|Salary Amount||Salary per pay frequency|
|Rate Number||Will always be 1|
|Standard Hours||Guaranteed hours of pay. Shows as regular hours in the grid. Used for tracking purposes.|
|Average Hours||Only needed for salaried, non-exempt employees who might earn overtime. The system automatically calculates the Rate Amount based on Average Hours entered.|
|Rate Amount||When entering a pay rate, the field will accept up to 12 digits and 4 decimals.
Note: Enter pay rate information for one rate. To enter more pay rates or pay rate information, go to the Employee – Pay Rate Info – Details tab.
|Position for Pay Grade||Position held by the employee.
Note: Right-click in the Position for Pay Grade field and copy the position and pay grade to other employees in the same company.
|Pay Grade||Pay grade based on the position entered. Evolution verifies that the rate associated with the employee is within the Pay Grade selected.|
|Healthcare Coverage*||This field refers to the VT Catamount Healthcare Assessment.
When changing the Healthcare Coverage field, select the first day of the quarter to which the change applies. On the VT C-101(S1525) and (S1532), both tax returns look to the Healthcare Coverage level set as of the first day of the quarter when calculating the assessment.
|Dependent Coverage Available||
|Eligible for Benefits||If Employee & Dependents is selected in the Dependent Coverage Available field, this field must have the date the employee qualifies for dependent coverage. Otherwise, no date needs to be entered.|
|Labor Defaults section|
|Assign D/B/D/T button||Click to select the home D/B/D/T for this employee.
|Default WC||Workers’ Comp state code for the employees’ position – select the applicable code from the dropdown list.|
|Default Job||Populated based on Default WC selected|
|Union||Select affiliation with union if applicable.|
|Taxation Details section|
|Federal Marital Status||Required. Marital status for federal tax purposes|
|Federal Dependents||Number of federal dependents claimed|
State information entered at the company level
|State Marital Status||Defaults from the Home State field on the Employee – States – Details tab.|
|State Dependents||Number of state dependents claimed|
|Assign Locals button||Click to open the Assign Locals screen – verification that all local tax information is set up correctly for the employee.|
|Work at Home||Select Yes if the employee works from home|
|Reciprocal Method||Method to be used if dealing with and in agreement with a reciprocal state|
|Reciprocal State||State in which there is a reciprocal agreement for this employee|
When the fields have been completed, proceed to Creating an Employee – Step 1A: Details tab.
As always, we are here to walk you through this or any other process you need help with. You can reach out to us toll free at (866) 757-8111 Monday-Thursday from 8:00AM-5:00PM and Fridays 8:00AM-4:30PM Central Standard Time.