Evolution Classic: Creating an Employee – Step 1: The Basics

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.

To begin

      1. Go to the Employee – Employee screen.
      2. Select and open the company from the list on the left-hand side of the screen.
      3. If there are employees already set up with this company, they appear in the list on the right-hand side of the screen.
      4. Click the plus  sign in the toolbar to create a new record.

Result: the EE Entry tab opens.

Employee - Employee - EE Entry tab 08242018.png

Note: Field names with a red * asterisk are required.

Field / Button Description
Employee section
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.
Last Name  

Required information

First Name
Employee Address Address 1
Address 2
Zip Code
Date of Birth May be required information for some benefits administration, if applicable.
Gender Optional
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 section
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.
Position section
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
  • Employee –  benefits are available to the employee
  • Employee & Dependents – benefits are available to the employee and dependents
  • No – select if benefits are available and the employee refused coverage
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.

  • Division – code and name of the division to which the employee is assigned.
  • Branch – code and name of the branch to which the employee is assigned.
  • Department – code and name of the department to which the employee is assigned.
  • Team – code and name of the team to which the employee is assigned.
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.