Employees

Overview

The Employees screen allows you to create and manage the profiles of people working in your company. The employee information is mainly used for time entry, expense entry, HR and reporting. To set the security for employees, you must license each user and assign a subscription package to them. When you sign up for a Core account, it automatically creates your employee profile and designates you as the 'owner'.

If you prefer, the Employees screen label can be customized in the Custom Labels screen (e.g., the 'Employees' caption can be changed to 'Staff', 'Timekeepers', 'Associates', 'Attorneys', 'Consultants' or any other term you want). The UI elements as well as reports are adjusted accordingly. You can set up multiple addresses and contact methods for your employees. Click to watch this video on managing employees in Core.

When new employees are hired or consultants are contracted to work for your company, their basic information must be provided first and then their extended attributes. You might already have the general contact information in Core; however, the Payroll module requires some additional information to ensure proper payroll processing. If you have a Core Payroll subscription, it allows you to add the default payroll information to existing employee profiles instead of having you to enter it all manually. 

  • Some default information is added at the subscription level, such as Federal Tax, Pay Items, Pay Settings, and Work State.

  • Upon saving an employee record, you are prompted to add some default payroll information to the profile, such as State Tax, Resident State, Frequency and other Pay Settings. 

  • On adding an address to an employee profile whose taxes are not in the system, Core adds that tax information along with the relevant defaults.

Core also provides comprehensive human resource management (HRM) features like employee benefits assignment and usage besides salary review. Core HR is offered as a separate subscription package and is visible only when you subscribe to it. It offers the following main features:

Note: You can get a visual overview of this feature in Core from the HR Management flowchart.

Field Descriptions

Basic Tasks

Create New Employees

Batch Update Employees

View Reports

Advanced Tasks

Add Employee Profile Picture

Assign Groups

Group Employees

Add Multiple Addresses

Terminate Employees

Set Up Overtime Information

Track Employee Performance

Add Custom Fields

Assign Benefits

Track Benefit Usage

Track Salary Changes

Review Employees

Enter Incidents

Enter Employee Journals

Add Pay Items

Add Withholdings

Add Payroll Taxes

Add Bank Accounts

Add Documents

Add To-Dos

Create Time Entries from To-Dos

Add Notes

Add Employee Contacts

Convert Employees to Vendors

Send Employees

Add Opportunities

Clone Employees

Show/Hide Columns in Grid

Export Employees

Apply Filters

Mark Screen as Favorite

 

Field Descriptions

Field Name Field Description
Employees > List View >
Ready to Bill

This is unbilled, approved time and expenses including taxes, WUD and markups. It is approved WIP. It includes the values of active employees only. It is calculated as:   

[(Bill Rate x Client Hours) + (WUD + Tax1/2/3)] + [(Cost Rate x Units) + (Markup + Tax 1/2/3)]

Awaiting Approval

This is unbilled, unapproved time and expenses including taxes, WUD and markups. It includes the values of active employees only. It is calculated as:   

[(Bill Rate x Client Hours) + (WUD + Tax1/2/3)] + [(Cost Rate x Units) + (Markup + Tax 1/2/3)]

Unpaid Reimbursable This is the value of unpaid reimbursable expense entries. It includes the values of active employees only. It is calculated as:    Total Vendor Bill Amount - Total Amount Paid
Employees > General > Details >
Display As This is the unique display name of an employee. It can be numbers, letters or a combination of both. It gives you control over how the employee’s name will appear in list views.
Title Position at which an employee works in the company or department. It is also referred to as the classification or job title. While fetching a classification, Core looks for it in the following order: Fee Schedules, Project Assignments or Employees.
Security Profile

Security profile of an employee that determines the access to features and reports in Core. You can choose a predefined profile (Billing Only, Default, Full Access, Manager Level Access, or Time and Expense Only) from the drop-down although 'Time and Expense Only' is selected by default. This field is read-only in sample databases.

Note: If there is only one Full Access user in the company, Core does not allow changing the employee's status to Inactive or Terminated.

Role

Employee's role in the company. You can choose a pre-defined role—Default, Principal/Management, Billing, or Time and Expense.

Status

You can change the status of an active employee to inactive or terminated. Instead of deleting an employee record, it is better to change the status to 'Terminated'. This way you can hide employees on the drop-down lists without deleting them permanently. If you make them inactive, Core keeps their information, but removes them from drop-down lists. You can make an employee active again at any time.

Note: If there is only one Full Access user in the company, Core does not allow changing the employee's status to Inactive or Terminated.

Address:

City/State

Cite and state where the employee lives.

Selecting a state for the employee address automatically adds the relevant state taxes under Lists > Payroll > Taxes for that employee (if you are subscribed to Core Payroll).

Zip

Allows alphanumeric characters. You can change the Zip field mask to the U.S. Postal Service Zip + 4 format, 99999-9999, or to Canada Post, ?9? 9?9 in Custom Labels.

Entering a zip code for the employee address automatically adds the relevant local taxes under Lists > Payroll > Taxes for that employee (if you are subscribed to Core Payroll).

Phone/Mobile The employee's phone number mask can be changed in Custom Labels to common preferences such as 999-999-9999, (999) 999-9999 or 999.999.9999, and to include a country code (99) or extensions.
Default If you have multiple addresses (say home, work, etc.), one of them is to be marked as the default address.
Employees > General > Rates & Options >
Bill Rate Employee's default hourly bill rate for work done. This rate is used for time entries when neither fee schedule nor activity item rates are used.
Overtime Bill Rate

Bill rate charged for time worked by the employee beyond the standard hours. Core uses this rate to calculate the bill amount for overtime entries.

Pay Rate

Employee's default hourly pay rate for work done. For regular time,

Cost Rate = Pay Rate x Overhead Multiplier

If you are integrating Core with a payroll software or using a Cost Plus contract (where Bill Rate = Pay Rate x Multiplier), you must enter an hourly pay rate for the employee.

Overtime Pay Rate

Employee's default hourly pay rate for overtime (OT) work done (beyond the standard hours). For overtime,

Cost Rate = Overtime Pay Rate x Overhead Multiplier

When a time entry is marked as overtime, this rate is used if there is neither a service fee schedule linked to the project nor a cost rate assigned to the activity item used in the time entry.

Overhead Multiplier Multiplication factor that defines other company overhead costs besides the pay rate. It also determines the ideal bill rate of an employee. You cannot enter a value of 0 or less than 0 as the OHM.   

Overhead Multiplier = Cost Rate / Pay Rate

OHM = Total Annual Expenses / Total Annual Payroll Expenses

where Total Expenses include both direct and indirect expenses.

Example: If the total expenses incurred last year are $1,000,000 and payroll expenses are $400,000, then
OHM = 1,000,000 / 400,000 = 2.5

Expense Currency Enables you to log expenses in a foreign currency. You can set a default currency here according to the location of the employee so that correct values and symbols are used everywhere. Example: If an employee CJ works in your U.K. office, specify British Pound as his default or home currency. Whenever CJ logs his expenses, they will be recorded in British Pound.
Target Utilization

Expected utilization rate of an employee. It represents the billing efficiency percentage goal for each. An employee's billing efficiency or performance is measured against this threshold. Also, a minimum Target Utilization is a key determinate in calculating hourly charge-out rates (along with profit and corporate overheads).

Target Utilization = Billable Hours / Standard Hours

Auto Approve: Submit To

You can set the default reviewer (Submit To) option for the employee here. This is used for submitting time and expense entries, and other workflow items in Core. You can select a manager or any specific person as your default reviewer.

A/P Account Account for all the A/P transactions in Core. All the payable for this employee are posted to this account.
Employees > General > Dates & Hours >
SSN

The employee’s Social Security Number. SSN must be verified based on US standards. If SSN is invalid, a warning appears. If SSN is entered before purchasing the Core Payroll module, as soon as you enable the Payroll feature, you cannot save the employee record if there is an issue with SSN.

Standard Hours: Per Day/Per Week

Standard working hours for the employee on a daily basis and weekly basis. For example, 8 hours a day and 40 hours a week. These hours are used in task allocations, reports and other areas of Core. If the daily standard hours are zero, Core uses the weekly standard hours to calculate the missing time for the employee reports. You can set up the Standard Employee Hours in Global Settings > Master Information for the entire company and then override that at the employee level, if needed.

Automatic Overtime

Core automatically evaluates overtime entries for an employee. If daily or weekly hours worked exceed the standard hours, Core splits the entry into regular time and overtime. Weekly hours take preference over daily hours in case of automatic overtime and after weekly overtime is triggered, Core does not check the daily hours anymore. If this option is not checked, Core marks the extra hours as regular time. Example: If your Standard Hours per day = 8 and per week = 40, then Core flags the time entry as OT if that time entry goes over 8 hours for that day or 40 hours for that week.

Comp Time Details

Extra time worked beyond the standard working hours can be calculated as compensation time. It is typically for non-exempt employees. You can set a frequency and number of hours per period selected as the frequency to calculate the comp time. It is banked time that can be used in future.

Example: If Alice is supposed to work 40 hours per week but at times, she works 45 hours, Core banks 5 hours of comp time for her. Similarly, if you enter 10 here and your comp time frequency is daily, Core flags any extra time beyond 10 hours per day as comp time.

Permissible Hours/Year: Vacation/Holiday/Sick

Displays the number of vacation, holiday and sick hours allowed for the employee per year. This PTO information is integrated with the Benefits screen. Dashboard widgets and reports related to PTO get the information from the Benefits screen, if data is available there; otherwise, they use these employee permissible hours.

Bank Account Details: Bank Name

This is the name of the employee's bank. The bank account details are especially needed to pay salary to the employee via a direct deposit. Also, employees who do not have complete bank details saved in their profiles are not included in the ABA files. This option is available only on Australia and New Zealand regional settings.

Account Number

This is the bank account number of the employee.

Routing/BSB Number

This is the routing number of the employee's bank account. The bank account details are especially needed to pay salary to the employee via a direct deposit. For Australia and New Zealand companies, this field changes dynamically to BSB Number.

Bank State Branch (BSB) is a 6-digit routing number that represents a bank code used to identify a branch of an Australian bank or financial institution. It is required to make or receive a funds transfer. The format of the BSB code is XXY-ZZZ. The first two digits (XX) specify the bank or financial institution where the money is being sent, while the third digit (Y) tells which state the branch is located in. The last three digits (ZZZ) specify the address of the branch.

ABA Title

It is the title of the employee on the ABA (Australian Banking Association) files generated from the Bill Payments screen. Employees who do not have complete bank details saved in their profiles are not included in the ABA files. This option is available only on Australia and New Zealand regional settings.

Direct Deposit

You can check this option if you want your company or employer to pay you via an automatic salary deposit into your bank account. Your bank account details are needed for this.

Employees > General > Custom Fields >
Add Custom Field

These custom fields allow you to record additional information about the employee. The field labels and UI can be changed in Custom Labels.

Employees > Performance >
Effective Bill Rate

It provides information about the total billable hours logged by an employee and those billed to the client. Effective bill rates of employees are based on a percentage of standard bill rates that is actually collected and reflects on the money you are making on that employee. It reflects discounts, write-up/down, and write-offs. It is calculated as:

Effective Bill Rate = Billed Amount / Total Hours Billed

where Billed Amount = (Bill Rate x Client Hours x WUD) of billable and billed time entries

Total Hours Billed = Total actual hours billed

Effective Cost Rate

Effective cost rate is not the actual cost rate of an employee. It provides information about the total cost of the hours billed to the client.

Effective Cost Rate = Cost Amount / Total Hours Billed

where Cost Amount = (Actual Hours x Cost Rate) of billed time entries

Total Hours Billed = Total actual hours of billed entries

Minimum Bill Rate

It is the bill rate of an employee producing the target profit per hour. It represents the minimum rate at which you should be billing your client for that employee. To determine this rate, you need to know not only the profit margin but also the utilization of your employees and their overhead multiplier. Example: If the cost rate of an employee is $30 per hour and the target profit percentage is 20%, then:

Minimum Bill Rate = (30 x 2.5 x 1.2) / .714 = $126 per hour

What this means is that if an employee has a cost rate of $30 and bill rate of $100 with 71.4% utilization, you should charge the client at least $126 to make a 20% profit.

Minimum Bill Rate = (Pay Rate x Overhead Multiplier) x (1 + Target Profit %) / Utilization %

where Target Profit % comes from Global Setting and must be in decimals

Ideal Pay Rate

Ideal pay rate is the rate you should be paying your employees to achieve the target profit percentage.

Ideal Pay Rate = Effective Bill Rate x (Utilization % / 100) / Ideal Pay Rate Divisor

where Utilization % = Billable Hours x 100 / Total Hours,

where Billable Hours are billable actual hours and Total Hours = (Billable Hours + Non-Billable Hours + Overhead Hours + PTO)

Ideal Pay Rate Divisor = Employee Overhead Factor x (1 + Target Profit %)

Utilization and Target Profit must be in decimals.

Example: If an employee's effective bill rate is $141/hour with a utilization of 100%, overhead multiplier is 2.25 and the profit multiplier is 1.2, then the Ideal Pay Rate is:

(141 x 1) / (2.25 x 1.2) = 52

Utilization: Utilization %

The utilization rate gives a measure of the billability of an employee's time, irrespective of the project status. It draws a comparison between the billable and non-billable value of time entries logged by an employee and is based on the target billable hours. Utilization includes extra time and comp time, and is not affected by the billed status of the time entries. Example: Suppose the standard working hours of an employee are 40 per week and the target utilization is 30 hours per week. If the employee logs 30 hours/week as billable, then utilization is 100%. It ignores the total standard working hours and considers only billable target.

Utilization % = Billable Hours x 100 / Total Hours

where Billable Hours are billable actual hours (of projects other than marketing and overhead) and Total Hours = Billable Hours + Non-Billable Hours + Overhead Hours + PTO

Here, Overhead Hours = Total actual hours of entries of marketing and overhead projects, and activity other than vacation, sick, or holiday

Non-Billable Hours = Total actual hours of non-billable entries of projects other than marketing and overhead, and activity other than vacation, sick, or holiday  

PTO

Personal Time Off is calculated as:

PTO = Sick + Vacation + Holiday Hours

The PTO information here (Available hours) is retrieved from Core HR (Benefits Usage), if available. Otherwise, it comes from Employees > Permissible Hours. However, the Used hours are retrieved from the time entries using the default 'Time Off' activities set at the Global Settings > Master Information level.

Margin

Displays the profit potential of an employee for the company. This margin is not affected by the billable status of time entries.

Margin % = Total Margin x 100 / Billed Amount

Total Margin = Billed Amount – Cost Amount

where Billed Amount = (Client Hours x Bill Rate x WUD) of billed entries and taxes are excluded

Cost Amount = (Actual Hours x Cost Rate) of billable entries, including extra time

Billing: Realization %

This chart provides information about the billable and billed value of time entries logged by an employee. It shows the realization percentage, which indicates how much an hour of employee’s time is worth by looking at the total revenue realized from the billed hours. All billing calculations are done on the billed time entries only (including those marked as billed).

Realization % = Billed Amount / Total Amount x 100

where Billed Amount = (Client Hours x Bill Rate x WUD) of billable entries that are billed

Total Amount = Billable Amount + Non-Billable Amount of billed entries

Billable Amount = (Client Hours X Bill Rate) of billed and billable entries and excludes WUD

Non-Billable Amount = (Client Hours x Bill Rate) of non-billable entries

Write Up/Down = [Bill Rate x Client Hours x (WUD - 1)] of billed and billable entries

Hours

The overtime hours logged by an employee is calculated as:

Overtime % = Overtime / Total Hours x 100

where Total Hours = Regular Time + Overtime

Permissible Hours: Vacation/Holiday/Sick/Comp Hours

Displays the allowed, used and remaining hours of an employee for personal time off.

The PTO information here (Available hours) is retrieved from Core HR (Benefits Usage), if available. Otherwise, it comes from Employees > Permissible Hours. However, the Used hours are retrieved from the time entries using the default 'Time Off' activities set at the Global Settings > Master Information level.

Gross Margins: Margin

Allows you to view the profitability of an employee within the date range selected. The grid displays the gross margins for billable value of time logged by the employee. The billable and billed gross margin metric is similar except that the billed one looks at actual revenue earned and not just what can possibly be billed.

Billable Margin = Billable Amount - Billable Cost

Billable Margin % = Billable Amount - Billable Cost / Billable Amount x 100

Billed Margin = Billed Amount - Billed Cost

Billed Margin % = Billed Amount - Billed Cost / Amount x 100

where

Billable Amount = (Client Hours x Bill Rate) of billed entries, excluding WUD and taxes

Billable Cost = (Actual Hours x Cost Rate) of billed entries

Billed Amount = (Client Hours x Bill Rate x WUD) of billable entries that are billed

Billed Cost = (Actual Hours x Cost Rate) of billed entries

Employees > Human Resources > Benefits >
Period Core allows you to better understand your benefit summary by choosing the period of your assigned benefits. You can view the HR benefits for the employee based on the selected time frame.
  • This Year to Date: This option reflects the year-to-date numbers starting with January 1 and ending on the date entered.
  • As Of: This option reflects the cumulative numbers since the employee started earning until the date entered.
Units You can choose whether to see the HR benefits in hours or in days.
Vacation Time: Earned Number of hours/days an employee has earned as vacation time. It is calculated based on the Benefits profile of the employees, if available; otherwise it is taken from their Permissible Hours in the Employees screen.
Used

Number of vacation hours/days used by the employee. Negative values are displayed in parenthesis ().

Available

Number of vacation hours/days still available to the employee. They are equal to the difference between the earned vacation hours and used vacation hours. Negative values are displayed in parenthesis ().

Sick Time: Earned

Number of hours/days an employee has earned as sick time. It is calculated based on the Benefits profile of the employees, if available; otherwise it is taken from their Permissible Hours in the Employees screen.

Used

Number of sick hours/days used by the employee. Negative values are displayed in parenthesis ().

Available

Number of sick hours/days still available to the employee. They are equal to the difference between the earned sick hours and used sick hours. Negative values are displayed in parenthesis ().

Comp Time: Earned/ Used/ Available

Comp time is calculated as per the Employees setting and time entries of the employee. Comp hours for distributed PTO is considered under benefit usage, provided that employee has such benefit assigned in the PTO Request period and has earned the comp time. Also, the PTO request needs to fall under the benefit assignment period. Negative values are displayed in parenthesis ().

Balance: Hours/Days Available

This represents the total hours or days available for the employee from PTO: sick, vacation and comp time. Negative values are displayed in parenthesis ().

The PTO information here (Available hours) is retrieved from Core HR (Benefits Usage), if available. However, the Used hours are retrieved from the time entries using the default 'Time Off' activities set at the Global Settings > Master Information level.

Max Carry Amount

Expire On

These are the maximum number of units (hours) that can be carried over to the next benefit period. Various options include:

  • None (default)
  • Fixed: You can enforce a cap or maximum number of accrued units (hours) that can carry over to the next earning period after a benefit period ends. If enabled, Core checks the employee’s available balance at the end of the benefit period and allows an amount (up to this maximum amount) to carry over to the next benefit period.
  • Multiplier: If you choose this option, Core multiplies the maximum accrued hours for this year by the value in the Max Carry Amount field and subtracts this year's hours from it. The value you get is the hours you are allowed to roll over from the previous year. For example, if you have accrued 10 vacation hours this year and want to roll over vacation hours from last year with a Max Carry Amount set at 1.5, you can roll over 5 hours from last year (10 x 1.5 = 15; 15-10 = 5), which makes it a total of 15 hours accrued for this year. Core does not allow values lower than 1.

You can choose for the Max Carry Amount to never expire or set it to expire on a selected date, say an employee’s Hire Date anniversary (default option), any Recurring Date (month/day for each period) or a Specific Date (month/day/year). Setting an expiration date expires any carried-over amount on the specified date. This option is available for accrual methods only.

Employees > Human Resources > Benefits > Benefit Assignment >
Start Date

Date on which a benefit is assigned to an employee. This is the date when the employee starts earning that benefit. If you want the benefit to start the same date as the employee's hire date, you can choose that date as the start date.

End Date

Date on which a benefit ends for an employee. In other words, the date an employee is no longer eligible for earning benefits. You can leave this field blank if you do not want to have an end date on benefits earning period. Example: The benefits earning is measured on accrual basis. So if for 1 year an employee earns 6 days leave and the benefit period ends before his first year is complete, say 6 months, the employee would earn 3 days of leave.

Accumulated Hours

Number of hours previously accumulated for the selected accrual benefit, such as Accrued Vacation or Sick. This sets the opening balance of the benefit in terms of hours.

Employees > Human Resources > Benefits > Benefit Usage >
Benefit Select the eligible benefit from this drop-down list. It displays only those benefits that are already assigned to the employee. Also, fixed type benefits are not included here.
Description You can enter a detailed description regarding the nature of the benefit being used.
Start Date Start date when the benefit is used.
End Date Last date or end date of the benefit being used.
Total Time Off

The total time or duration of the benefits used in hours. The duration is entered manually. The unit used here needs to be consistent with the unit specified for the benefit being assigned. By default 1 day = 8 hours. If you need to adjust the accrued benefit, Core allows you to enter negative values.

Example: If you need to limit the benefit that accrues, such as unused vacation hours rolled over to the following year, a company might allow a maximum number of hours to roll over. In that case Core accepts a negative benefit usage as an adjustment.

Employees > Human Resources > Salary History >
Effective Date Date on which salary changes (job title, salary, bonus, etc.) are made for the employee. Effective date adds the corresponding period value to the previous effective date.
Reason

This denotes the type of salary change or the reason for it. It can be: Raise, Promotion, Demotion, Achievement, or Other.

Period Employee's pay period frequency retrieved from Payroll. It can be weekly, monthly or yearly. This period defaults to Yearly (Annual) when no prior salary review exists.
Base Salary Minimum guaranteed or fixed amount of salary or wage paid to an employee as a compensation for work performed. Base salary does not include benefits or bonuses from an employer.  This can be entered for a weekly, monthly or yearly pay period.
Commission Employees might provide services for which the company pays them a commission on percentage basis. This can be entered for a weekly, monthly or yearly pay period.
Bonus Any amount paid to employees in addition to the regular salary, especially as a reward. This can be entered for a weekly, monthly or yearly pay period.
Benefit Cost Amount that the company has to spend on any benefits provided to the employees, such as healthcare, 401k, dental insurance, etc. This can be entered for a weekly, monthly or yearly pay period.
Misc. Amount This can be any miscellaneous expense incurred on the benefits provided to employees, such as mileage, company phone, etc. This can be entered for a weekly, monthly or yearly pay period.
Gross Salary Employee's salary before deductions such as tax or expenses. Gross salary is a calculated field and a summation of the following:
  • Base Salary
  • Commission
  • Bonus
  • Cost of Benefits
  • Misc. Amount

This can be entered for a weekly, monthly or yearly pay period.

Employees > Human Resources > Reviews >
Review Name Name of the performance review, say Annual Review JD for an employee named John Doe.
Review Template Name of the template you want to use for the performance review, say Annual Review Template.
Due Date Date when the performance review is due.
Employees > Human Resources > Incidents >
Reported By ID of the employee who reported the incident.
Incident Type Type of employee incident that has occurred (for example, an accident, theft, etc.)
Incident Location The location or state where the incident occurred.
Employees > Human Resources > Journals >
Journal Type Name of the journal entry to be made. It should be short and descriptive (for example, Promotion, Warning, etc.).
Record Date Date when the journal is recorded.
Reported By Name or ID of the person recording the journal (for example, it could be the team leader, HR manager, etc.).
Status Journal status can be open, closed, pending, rejected, approved, etc.
Employees > Payroll > Details >

Payroll Details:

Legal Marital Status

The marital status of an employee for legal purposes. For tax purposes, Core uses the filing status of an employee and not the legal status.

Ethnicity

The ethnic group to which an employee belongs.

Citizenship

The country whose citizenship is held by the employee.

Workers' Compensation

Workers' compensation insurance, if any, associated with the employee.

Employee Type

 

 

 

 

 

 

 

 

 

 

 

 

 

The type of employee for payroll purposes:

Regular Employee: is the one who works full-time for the company.

Seasonal Employee: is the one who works part-time for the company or during a specific period, say Summer or Christmas.

Exempt: An exempt employee does not receive overtime pay or does not qualify for minimum wage. Such employees are paid a fixed salary rather instead of hourly and are thus exempt from overtime pay.

Non-Exempt: A non-exempt employee receives overtime pay and qualifies for federal minimum wage. Such employees are paid hourly and thus qualify for overtime pay.

Full-Time: A full-time employee is one who works at least between 30-40 hours per week, with 40 hours being by the most common standard for working hours. 

Part-Time: A part-time employee is one who works less than 30 hours per week. 

Positions Type

 

 

 

 

 

 

 

 

 

This field defines the type of job position for the employee: Salaried or Hourly. If it is hourly, then you can choose the Time Entry Required option. 

While employees can be either hourly or salaried, Core Payroll functions such that salaried employees have their standard or expected hours per pay period divided into the salaried amount. In other words, if an employee is salaried at $2,000 per week and expected to work 40 hours a week, the pay rate shows as $100/hour. This is to accommodate the states with the strictest payroll rules, like California. Salaried employees are not eligible for overtime. This means that whether they actually work 20 hours or 60 hours per week, they still get paid the same amount. This is required for payroll purposes.

Time Entry Required

 

 

 

 

For employees with Hourly positions, you can choose to set time entry as required for payroll. If you select this option, Core requires the employees to have approved time entries in the system, which are then used for payroll purposes. If this option is not checked, then Employees > Payroll > Pay Items is used for payroll calculations.

Salary

This represents the salary amount per pay period and year. For instance, it can be the Biweekly pay amount and Yearly gross salary. If you enter the Yearly salary, Core automatically calculates the pay period salary (say biweekly amount). If you enter the pay period (biweekly) salary amount, Core pre-fills the Yearly salary.

In case of a salaried employee, pay period salary becomes the Regular Pay Item Amount on the Pay Items tab. Hours remain as is and Pay Rate is calculated automatically.

Tax Details:

Resident State

The state where the employee is located. Core automatically uses the tax codes applicable to the employees based on their location.

Resident Tax

Tax code for residence tax applicable to employee. Core automatically uses the tax codes applicable to the employees based on their state of residence. You need to assign the code to the employee first on the Taxes tab before it is visible here.

Work State

The state where the company is located. Core automatically uses the tax codes applicable to the employees based on their company location. These drop-downs are limited to state/city combinations based on the employer tax codes, so this section cannot be completed till the company (employer) setup is completed. It is auto-populated if the company address is mentioned.

Tax Exempt

Employee is tax exempt: Check this option to exclude taxes from the employee’s pay calculations. You should select this option if employees are exempt from taxes (tax-free income).

Pay Settings:

Frequency

This is the frequency that determines the payroll period. You can create multiple payroll frequencies to be used in calculating the payroll, such as bi-weekly, monthly, etc. Core pre-fills this frequency with the default frequency, but you can change it here. 

Pay Frequency

This is the frequency at which payroll is processed and paychecks are generated for the employees.

Hours/Day

These are the standard working hours of the employee per day, say 8 hours per day and are required for payroll purposes. This is saved under Employees > General > Dates & Hours also for time entry purposes.

Hours/Week

These are the standard working hours of the employee per week, say 40 hours per week and are required for payroll purposes. This is saved under Employees > General > Dates & Hours also for time entry purposes.

Pay Method

You can select the type of payment from the drop-down list. The options include:

  • Check: Payment via bank or travelers checks that can be encashed or deposited in the bank.
  • Direct Deposit: It is a payment option where your funds are electronically transferred to your checking or savings bank account.

Employees > Payroll > Pay Items >

Pay Item

The primary pay code applicable to the employee or resource. It is retrieved from the Payroll Lists. If you select a Commission type pay item, Core does not allow you to select any Activity Item and Item Type from the drop-down. In case of non-TE Dependent pay items, Activity Items and Item Type columns are not available.

Core automatically assigns the relevant activity items to the PTO pay items (Sick, Vacation and Holiday). These items are deducted from the default Regular pay item.

Example: If you get paid $4000 per pay period of 80 hours (Total Hours), but then call in sick, the Regular pay adjusts with the PTO hours so that the Total hours remains for the 80 hours. If you change any of the PTO hours, then the Regular pay changes accordingly.

Default Regular Pay = $4000
Sick + Vacation + Holiday = $500
Adjusted Regular Pay = 4000 - 500 = $3500

Total Wages = $4000

Pay Rate

For an hourly position type, this is the default hourly pay rate. For a salaried position, it is the annual salary divided by the number of pay periods in a year.

Hours

The working hours of an employee per pay period.

Amount

The gross amount payable to the employee per pay period. It is calculated as:

Pay Rate x Hours

In case of a salaried employee, pay period salary becomes the Regular Pay Item Amount here. Hours remain as is and Pay Rate is calculated automatically.

Payment Frequency It determines how often or at what interval the pay period get repeated, say once a month, first pay period of month, etc.

Employees > Payroll > Withholdings >

Attributes:

Withholdings

This code is applied to the employee's payroll and is retrieved from the Payroll Lists. You can edit it here, if needed. A single withholding code cannot be used twice. Withholdings of type 'wage garnishment' do not display in this list.

Start Date

The date from which this withholding is applicable to the employee.

End Date

The date from which this withholding is no longer applicable to the employee. If End Date is set to 01/01/9999, that means there is no end date.

Withholding Status

You can set the status of withholding to Active, Inactive or One-Time. This indicates whether the withholding is to be used for the employee or not.

Frequency

This sets the frequency or time interval for the withholdings. For example, it can be the first pay of the month, first and third pay periods, all pay periods, beginning of the year, etc.

Wage Garnishment

In case of wage garnishment, an employer has to deduct money from the employee's wages because of a court order. The garnished wages are used to satisfy a debt on which the employee has defaulted. This wage garnishment continues till the debt is paid off or other payment arrangements are made with the court or the creditor. E.g., child support, federal debt, credit card debt, etc. In case of withholdings of type wage garnishment, there is no company contribution required. 

Legal Info:

Case Number

A case number for the withholding, e.g., a court case number. You can set the case number against a deduction. This field is primarily for reference.

Petitioner

Name of the petitioner for the withholding case. You can set the petitioner against the deduction. This field is primarily for reference.

Employee Withholding:

Calculation 

You can choose how Core calculates the withholding amount to be deducted from your employee paychecks. The Standard Amount or Percent is dependent on the withholding calculation method selected here.   

  • Fixed Amount: Core deducts the withholding amount in each pay period as a fixed amount specified as Standard Amount here.
  • Gross Amount x Percent: Core deducts the withholding amount in each pay period as a percentage of the gross pay amount calculated against the applicable pay items. You must enter the relevant Percent here.
  • Net Pay x Percentage: Core deducts the withholding amount in each pay period as a percentage of the Net Pay amount calculated against the applicable pay items. You must enter the relevant Percent here.

Note: For withholdings of type Wage Garnishment, the calculation is: Disposable Wages x Percent

where Disposable Wages are wages after tax and deductions

Maximum Withholding

The maximum amount that an employee can withhold per year. If the total withholding amount deducted becomes equal to this amount, Core does not withhold any amount pertaining to this withholding after that, unless the balance is reset at the start of a calendar year by using that option. This amount is dependent on the year-to-date (YTD) deduction. If the deduction amount in the current pay period is more than this maximum withholding, then Core either decreases the deduction amount or stops the deduction, whichever is applicable. For instance, if you set $10,000 as the maximum withholding, you can enter any value here up to $10,000. After hitting the maximum limit, deductions under this category stop.

Balance Remaining

The remaining amount to be withheld on the paychecks for this withholding. It is non-editable. It keeps on changing automatically based on the deductions made while running payroll.

Example:

Gross Wages = 4000 and Disposable Wages = 3000

Child Support = 30%

Credit Card Debt =30%

Other Debt = $200

Child Support 3000 - 30% = $900

Remaining = $2100

Credit Card Debt 3000 - 30% = $900

Remaining = $1200

Other Debt $1200 - $200 = $1000

Net Pay = $1000

Company Matching:

Calculation

If this withholding has an employer-side contribution, you can choose how Core calculates that amount. The Standard Amount or Percent is dependent on the employer calculation method selected here.

  • Fixed Amount: Core takes the contribution amount in each pay period as a fixed amount specified as the Standard Amount here.

  • Gross Amount x Percent: Core takes the contribution amount in each pay period as a percentage of the pay amount calculated against the pay items applicable to an employee. You must enter the relevant Percent here.

  • Net Pay x Percentage: Core deducts the withholding amount in each pay period as a percentage of the Net Pay amount calculated against the applicable pay items. You must enter the relevant Percent here.

Note: In case of withholdings of type wage garnishment, there is no company contribution required. 

Maximum Withholding

The maximum employer-side contribution applicable to this withholding per year. If the total employer contribution becomes equal to this amount, Core does not include the employer-side contribution to this withholding after that, unless the balance is reset at the start of a calendar year by using that option. For instance, if the company sets $10,000 as the limit, you can enter any value up to $10,000. Employer matching stops after hitting the maximum limit. This amount is dependent on the year-to-date deduction. If the deduction amount in the current pay period is more than the maximum withholding, then Core either decreases the deduction amount or stops deduction, whichever is applicable.

Balance Remaining

The remaining employer contribution amount for this withholding. It is non-editable. It keeps on changing automatically based on the deductions made while running payroll.

Employees > Payroll > Taxes >

Tax Code

The tax codes are retrieved from the Payroll Lists. This is the actual, non-editable tax code that displays on various reports as expected by various agencies in USA.

Tax Type

This is the type of payroll tax that you are applying to your payroll. Core auto-fills these categories based on various states/cities defined in the employer (company) tax code setup. For instance, New York State Tax. It's a short description of what the tax is and is non-editable.

Filing Status

This represents your filing status for tax returns. Filing status determines the tax liability of an employee and must match the W-4 form. Depending on the tax category, you can select from a pre-filled list. This is why selecting the tax type is crucial in terms of order-of-operations.

Use 2020 W4: Yes/No

Multiple Jobs or Spouse Works

You can select whether you want to use the default 2019 W4 form or previous year's (2020) W4 form to provide the federal tax details. You must fill the relevant tax information accordingly. This option is available for federal taxes only.

  • Step 2c has been selected in the W-4: You can select this check box if the employee has marked this option on the 2020 W-4 form. These options display in case of federal income taxes for 2020 W4.

Claimed Dependents

  • Deduction Amount (step 3): Deductions claimed for dependents on the W-4 form at its step 3.

This option displays in case of federal income taxes for 2020 W4.

Other Adjustments

  • Other Income (step 4a): Other income (not from jobs) as claimed on the W-4 form at step 4(a). It can include interest, dividends, retirement income, etc.
  • Deductions (step 4b): Deductions other than the standard deduction as claimed on the W-4 form at step 4(b).
  • Extra Withholdings (step 4c): Any additional tax to be withheld for each pay period as marked on the W-4 form at step 4(c).

These options display in case of federal income taxes for 2020 W4.

Exemption 1/

Regular Allowances

Based on the filing status, some exemptions are given to the employee on the taxable income. Regular allowances or exemptions represent the number of exemptions claimed by the employee. The allowance/exemption amount is calculated as a fixed amount multiplied by number of exemptions. Depending on the Tax Code and your state, the label Exemption 1 changes to Dependents, Total Allowances, Regular Allowances, Personal Allowances, etc.  

Exemption 2/

Total Allowances

These represent the number of allowances or exemptions claimed by the employee at the secondary level. It is applicable for some states only and is calculated the same way as regular allowances. Depending on the Tax Code and your state, the label Exemption 2 changes to Total Allowances, Dependent Allowances, Personal Exemptions, etc. In some cases, it is not applicable.

Extra Tax Calculation

Select whether you want to enter the Extra Tax as a calculated amount or a percentage. If there is going to be an additional tax added to the amount already calculated for this code, it can be generated based on a set Dollar Amount or Percentage of Taxable Wages.

Extra Tax Amount

You can enter the extra tax to be deducted against this tax code as an amount or percentage. This is either a flat amount or percentage used for the extra tax calculation.

Employees > Payroll > Bank Accounts >

Bank Name

The employee's bank name.

Account Number

The employee's bank account number.

Routing Number

The nine-digit routing number of the employee's bank account.

Account Type

Type of bank account, say checking or saving account.

Deposit Option

You can select what deposit option you want from a pre-defined list. Determines whether the deposit is a fixed amount or it is calculated as a percentage of the paycheck amount.

There are two options:

  • Fixed Amount

  • Percent Remaining Net Pay: This means a percentage of paycheck amount

Deposit Amount/

Deposit Percent

This field is directly associated with the Deposit Option field. In case your deposit option is Amount, this displays the amount and in case of Percent, this is a percentage value.

Sequence

You can change the sequence of bank accounts by dragging them up and down. Using this sequence, wages are deposited in employee's bank account. It is also known as priority ordering.

Employees > To-Dos > Edit To-Do >
% Complete Estimated percentage of completion of a to-do item. This helps you keep track of how much of the task remains to be done till the due date. In case of to-do items related to projects and employees, you can create time entries from them upon updating the % Complete.
Employees > Details > Actions > Add Opportunity >
Opportunity Name Name of the opportunity expected from a prospect.
Type The type (e.g., new business, existing business, renewal, etc.) of opportunity can be selected from the drop-down list. You can create various opportunity types in the CRM lists.
Prospect This is the prospect associated with the opportunity. It is pre-filled with the employee's Display As name, by default. Core automatically creates a prospect record, if it has not already been added.
Target Date The realistic close date by which you want to win the opportunity. It represents a deadline for an opportunity. It is set as one month later by default, but can be changed as needed.
Stage The current stage of an opportunity in terms of sales, e.g., ongoing, won or lost. By default, it is brought forward from Lists > CRM > Opportunity Stages with the least order value and not ‘In Progress’.
Description Description or other information about the opportunity, say additional licenses.
Assigned To This is the sales person to whom the opportunity is assigned. It gets pre-filled by the prospect's Assigned To value by default.
Probability % Current possibility of winning the opportunity. This value is in percentage, say 50%. By default, it is set to 25%, but you can change it. You can quickly update the probability of an opportunity later using the Update Probability option from the row-action menu in list view.
Opportunity Value Monetary value or worth of an opportunity.
Forecast Forecast refers to the revenue that you expect from the opportunity. It represents the monetary value of an opportunity.

 

Create New Employees

To create a new employee profile, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. Click Create New on the top-right.

    2. On the Create Employee > Details tab, enter the required information:

      • Name

      • Display As: This is the unique display name of an employee. Check Field Descriptions above for details.

      • Security Profile: Security profile of an employee that determines the access to features and reports in Core. Check Field Descriptions above for details.

      • Role

      • Address

    1. On the Rates & Options tab, enter other information:

      • Bill Rate: Employee's default hourly bill rate for work done. Check Field Descriptions above for details.

      • Pay Rate: Employee's default hourly pay rate for work done. 

      • A/P Account: Account for all the A/P transactions in Core. 

      • Submit To: You can set the default reviewer (Submit To) option for the employee here. Check Field Descriptions above for details.

    1. Click Save & Done.

Batch Update Employees

Making batch changes to the employee records is a non-reversible process. Batch update also allows you to reset the values to none if the field is not required.

To change any employee information, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. Select the employee records on the grid and click Actions > Delete to delete them. You cannot delete employees that have time or expense entries, projects or transactions associated with them or who are managers; if no longer needed, make them inactive instead. When you delete employees, the associated tasks are also deleted.

    2. Otherwise, click Batch Update to make changes to them. Using the  menu, you can select the total number of records without scrolling all the way to the end of the list, total number of records in view or none of the records.

    3. On the Batch Update dialog, select the relevant fields and enter new values for them.

    4. Check the disclaimer at the bottom and click Update.
    5. To edit a single employee record, click  on its row and select View Details.

    6. In the detail view, enter more details or make your changes.

    7. Click Save.

View Reports

To view a report, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

Add Employee Profile Picture

When you are subscribed to the HR package, you can add a picture or avatar to your employee profiles. The profile picture can be seen in the list view as well as detail view. Till you add a profile picture, Core display the default image with your first name + last name initials.

To add an employee profile picture, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.


    2. In the list view, select an employee on the grid without any picture and click  to select View Detail.

    3. In the detail view, go to the General > Details tab.

    4. Click + on the default image and browse to the desired location to select your profile picture. Click Open.

    5. The default image is replaced by your profile picture. Click Save.

Note: You can remove or change the profile picture by hovering on it and clicking x.

Assign Groups

This option allows you to quickly assign an employee to an employee group or view whether the selected employee is a member of any existing group. You can assign employees to groups individually or in a batch action.

To assign an employee to a group:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    2. In the list view, select an employee on the grid and click  to select View Details.

    3. In the detail view, go to the General > Details tab and click Assign Groups.

    1. On the Assign Groups dialog, select the desired group for the employee. By default, the All group is assigned and set as the default group for all employees.

    2. Click Update.

    3. In the list view, you can also select multiple employees on the grid and click Actions > Batch Update > Assign Group.

Note: Default group is useful for reports, such as Budget Comparison. If there is a budget for employee group A and B, and employee CJ is the member of both groups, but his default group is A, then CJ's hours will be listed against A.

Group Employees

Employees can be grouped by one or more common attributes. An employee can belong to multiple groups. If you have many employees, this option can greatly simplify reporting, budgeting, filtering data, etc. It is worth a little time to create groups because they can save a substantial amount of time down the road.

You can group together employees with the same rates. For example, summer interns could be in the Intern group. Then, when creating a fee schedule, you can enter their rates for activities as a group rather than individually. You can compile a report for these interns by using the group filter.

To group various employees:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.
    2. In the detail view, go to the General > Details tab and click Assign Groups.
    3. On the Assign Groups dialog, click Manage Groups. (You can also go directly to this screen via side menu > Productivity Tools > Groups.)

    4. On the Groups screen, click Create New.

    1. On the Create Employee Group screen, enter the required information:

      • Name

      • Description

    2. Select the relevant options:

      • Add new employees automatically: Automatically adds all new employees to the new group as they are created.
      • Include all employees in new group: Includes all existing employees in the new group.

    1. Click Save.

Add Multiple Addresses

Employees can have various addresses associated with them, such as for work, home or any office location. You can add multiple address for all your contacts in Core.

To add an employee address, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    2. In the list view, select an employee on the grid and click  to select View Details.

    3. In the detail view, go to the General > Details tab and click Add Address.

    1. Enter a title for the new address to describe it, say Main or Home.

    2. Enter the address details (Street 1/2, City, State, Zip and Country)

    3. Check the Default option if you want to make this as the primary or main address of the employee.

    4. Click Save.

Terminate Employees

This option allows you to record the termination of your employees, specifying reasons and creating notes that can help you make major HR decisions. It is important from the state and federal compliance perspective too.

To terminate an employee:

    1. Open the Employees screen from the side menu > Contacts > Employees.
    2. In the list view, select an employee to be terminated on the grid and click  to select View Details.
    3. In the detail view, go to the General > Details tab.


    4. Change the Status of the employee to 'Terminated'. You are prompted to add the termination details. You can also access it via Actions > Terminate in the detail view.
    5. On the Terminate Employee dialog, enter the required information:
      • Termination Type: Voluntary, Involuntary or Deceased

      • Reason for Termination

      • Last Working/Release Date

      • Notes: optional

      • Recommended Rehiring: indicates whether the company should consider re-hiring the employee. For example, if the employee left work for school, the company might consider rehiring this person in future.

      • Protest Unemployment: This indicated if any protest against unemployment claim was registered.

      • Severance Paid: indicates whether the employee was paid any severance or not. Severance is the amount paid by an employer to the employee if the employee is laid off or fired.

    6. Click Save.

This information displays at the bottom under Termination Details. You can edit it at any time by clicking Edit Termination Details. After terminating an employee, it is a good practice to decide if you need to remove that person from Core subscription and user list. Consult your Core Owner or IT Admin for this.

Set Up Overtime Information

To set up overtime information for an employee, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    2. In the list view, select an employee on the grid and click  to select View Details.

    3. In the detail view, go to the General > Rates & Options tab and enter the required information:

      • Overtime Bill Rate: Bill rate charged for time worked by the employee beyond the standard hours.

      • Overtime Pay Rate: Employee's default hourly pay rate for overtime (OT) work done (beyond the standard hours). Check Field Descriptions above for details.

      • Overhead Multiplier: Multiplication factor that defines other company overhead costs besides the pay rate. Check Field Descriptions above for details.

    1. Next, go to the Dates & Hours tab and enter the Standard Hours: Per Day/Per Week. Check Field Descriptions above for details.

    2. Check the option: Automatic Overtime to calculate the overtime automatically based on these rates and standard hours. However, to use the Overtime Calculator, you can keep it unchecked. Check Field Descriptions above for details.

    3. Do not enter Comp Time Details. If you do, extra time worked will be calculated as Comp Time. Check Field Descriptions above for details.

    4. Click Save.

Track Employee Performance

Click to watch this video on tracking employee performance in Core.

Add Custom Fields

Using custom fields, you can track extra characteristics and attributes of your employees. For example, you might track their skills, work experience or degrees completed to match your company's needs. Or store the date the employee received a professional license. For that, you can change its interface to a calendar drop-down.

To add a custom field:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    2. In the list view, select an employee on the grid and click  to select View Details.

    3. In the detail view, go to the General > Custom Fields tab.

    1. Click Add Custom Field and select the type of field you want depending on the purpose, say Text Box.

    2. On the Add Text Box dialog, enter the required information:

      • Name

      • Type

      • # of Characters

    3. Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid. Click Save.

Note: You can display a maximum of three custom fields on the list view per screen.

Assign Benefits

Core allows you to assign benefits to each employee as per your company policy and business needs. You can specify not only the benefits available to employees, but also monitor the start and end date of each benefit. Before any benefits can be used by employees, they need to be assigned first. Employees can only have only one instance of a benefit assigned to them. Core is smart enough to check for conflicts and ensure the same benefit does not overlap based on the date ranges selected. You can assign a benefit to multiple employees from the Benefits screen in a batch mode.

To assign a benefit to an employee, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.
    2. In the detail view, go to the Human Resources > Benefits > Benefit Assignment tab and click Assign Benefit.
    1. On the Assign Benefit dialog, enter the details of the benefit you want to assign to the employee. Check Field Descriptions above for details.
      • Benefit
      • Start Date
      • End Date
      • Accumulated Hours: You can specify the number of hours previously accumulated for the selected accrual benefit, such as Accrued Vacation or Sick. Check Field Descriptions above for details.
    1. Click Assign Benefit.

The benefit gets assigned to the employee and displays in the grid.

Track Benefit Usage

You can track what benefits employees have earned and used over time. Core calculates the benefit usage from the Time Entries screen or from the fiscal calendar, depending on which method you set in the Benefits screen. Core shows a historical record of all benefits that have been availed by the employees and you can choose to evaluate the usage of benefits as of a certain date, including year-to-date. You can also use Benefits Usage to pay employees for vacation days that they didn't take and after recording it here, write a check for them as an annual cash-out.

To add benefit usage of an employee, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.
    2. In the detail view, go to the Human Resources > Benefits > Benefit Usage tab and click Add Benefit Usage.
    3. On the Add Benefit Usage dialog, enter the details of the benefit usage. Check Field Descriptions above for details.
      • Benefit
      • Description
      • Approved By
      • Start Date
      • End Date
      • Total Time Off
    1. Click Submit Benefit Usage.

The benefit usage gets recorded for the employee and displays in the grid. You can also see the quick summary of Earned/Used/Available on the info bar.

Track Salary Changes

It is very useful and important for a company to keep track of the development and compensation of employees in the company. The employee's salary history allows you to view the salary changes and related details of employees over time. This feature allows you to maintain a history of salary rate per employee and also compare the salaries of various employees. While adding a salary change, all fields are pre-filled with values from the most recent salary changes for the employee.

To add salary change for an employee, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.
    2. In the detail view, go to the Human Resources > Salary History tab and click Add.
    1. On the Add Salary Change dialog, enter the required information. Check Field Descriptions above for details.
      • Effective Date
      • Job Title
      • Reason
      • Period: Employee's pay period frequency retrieved from Payroll. 
      • Base Salary: Minimum guaranteed or fixed amount of salary or wage paid to an employee as a compensation for work performed. Check Field Descriptions above for details.
      • Benefit Cost
      • Gross Salary: Employee's salary before deductions such as tax or expenses. Check Field Descriptions above for details.
    1. Click Submit Change.

The salary change gets recorded for the employee and displays as a % Change in base or gross salary. It also updates the Salary field of the employee profile if the previous value matches.

Review Employees

Core allows you to review your employee's job performance, salary, etc. You can create review templates or use the predefined ones and then review your employees based on the criteria set in that.

To review an employee, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.
    2. In the list view, select an employee to be reviewed on the grid and click  to select View Details.
    3. In the detail view, go to the Human Resources > Reviews tab.


    4. Click Add.
    5. On the New Review dialog, enter the required information. Check Field Descriptions above for details.
      • Review Name

      • Review Template

      • Reviewer

      • Start Date

    1. Enter other information and click Save.

    2. Go to its detail view to review the data entered and also add Notes.


    3. The questions are displayed based on the review template selected. Enter or select the correct responses. Enter any Additional Notes for each question, if required.

    4. Click Save or Save & Done.

Core calculates the score based on the responses entered by you and also displays the status and percentage of completion of the review, You have an option to resume the review if it is not 100% complete by clicking Edit on the top-right.

Enter Incidents

Employee incidents in Core are records of any events related to the employees that have some importance in legal or company matters. Some common examples could be accidents or injuries.

To add an employee incident:

    1. Open the Employees screen from the side menu > Contacts > Employees.
    2. In the list view, select an employee on the grid and click  to select View Details.
    3. In the detail view, go to the Human Resources > Incidents tab.


    4. Click Add.
    5. On the Add New Incident dialog, enter the required information. Check Field Descriptions above for details.
      • Reported By

      • Incident Type

      • Incident Date (and time)

      • Incident Location

    1. Enter other information and click Add. It displays in the grid list.

Enter Employee Journals

HR managers typically record journals for employees. The purpose of these journals is to keep track of all employee-related items (for example, degrees, achievements, warnings, etc.) and activities.

To add an employee journal, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.
    2. In the list view, select an employee on the grid and click  to select View Details.
    3. In the detail view, go to the Human Resources > Journals tab.


    4. Click Add.
    5. On the Add New Journal dialog, enter the required information. Check Field Descriptions above for details.
      • Journal Type: name of the journal entry to be made

      • Record Date

      • Reported By

      • Status: journal status can be open, closed, pending, rejected, approved, etc.

      • Journal Note

    6. Enter other information and click Add. It displays in the grid list.

Add Pay Items

There are additional payroll properties for employees that need to be set up before using the Payroll feature in Core. The pay items help Core know what employees are being paid for, how often they get paid and which taxes to apply based on the pay items. If you have a Core Payroll subscription, it allows you to add the default payroll information to existing employee profiles instead of having you to enter it all manually. 

To assign a pay item to an employee:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    2. In the list view, select an employee on the grid and click  to select View Details.
    3. In the detail view, go to the Payroll > Pay Items tab.
    4. Click Add and enter the required information. Check Field Descriptions above for details.
      • Pay Item: The primary pay code applicable to the employee or resource

      • Pay Rate

      • Hours: The working hours of an employee per pay period
      • Amount: The gross amount payable to the employee per pay period
      • Activity
      • Payment Frequency 
    1. Click Done. 

Add Withholdings

After you set the withholdings at the company level, they can be assigned to individual employees. Core allows you to add multiple withholding codes for employees and use them to calculate the withholding deductions on the paychecks. Being a federal republic, the United States has autonomous state and local governments where taxes are imposed at each level for income, property, sales, imports, payroll, etc. An employer is required to withhold federal, state and local income tax from their employees' payroll. You can specify the applicable taxes and allowances for your employees as required by the taxing jurisdiction. You can also assign pay items to withholdings here. 

To add a withholding for an employee:

  1. Open the Employees screen from the side menu > Contacts > Employees.

  2. In the list view, select an employee on the grid and click to select View Details.

  3. In the detail view, go to the Payroll > Withholdings tab and click Add.

  4. On the Create Withholding dialog, enter the required information. Check Field Descriptions above for details.

    • Withholdings: This code is applied to the employee's payroll and is retrieved from the Payroll Lists. 

    • Start Date: The date from which this withholding is applicable to the employee.
    • End Date

    • Pay Item

  5. Click Add Withholding.

  6. In the list view, select a withholding on the grid and click to select View Details.

  7. In the detail view, enter other information, if needed. Check Field Descriptions above for details.

    • Attributes

    • Employee Withholding

    • Legal Info
    • Company Matching
  8. Click Save.

Add Payroll Taxes

Each employee can have a unique set of state and federal payroll tax settings. While Core automatically includes the most common codes based on the employer/employee setup, there is always a chance that additional customization of taxes is needed for employees. Certain taxes like Medicare, OASDI, FUTA , SUTA, Disability Insurance and Employer/Company Training taxes are excluded from this section because they are calculated automatically. They are controlled by the employer (company) pay items as opposed to the employees doing the work. These taxes are pre-filled based on the W4 information of the employees, but can be changed.

Core allows you to add taxes for employees from the Taxes list and includes them when calculating the tax deductions on the paychecks.

To add a payroll tax for an employee:

  1. Open the Employees screen from the side menu > Contacts > Employees.

  2. In the list view, select an employee on the grid and click to select View Details.

  3. In the detail view, go to the Payroll > Taxes tab and click Add.

  4. Enter the required information. Check Field Descriptions above for details.

    • Use 2020 W4: You can select whether you want to use the default 2019 W4 form or previous year's (2020) W4 form to provide the federal tax details. This option is only available for federal taxes.

    • Tax Code

    • Tax Type

    • Filing Status: Filing status determines the tax liability of an employee and must match the W-4 form. 

  5. Enter other details, if needed. Check Field Descriptions above for details.

    • Exemption 1/Regular Allowances: Regular allowances or exemptions represent the number of exemptions claimed by the employee. 

    • Exemption 2/Total Allowances: These represent the number of allowances or exemptions claimed by the employee at the secondary level. 
    • Extra Tax Calculation: Select whether you want to enter the Extra Tax as a calculated amount or a percentage. 
    • Extra Tax Amount: You can enter the extra tax to be deducted against this tax code as an amount or percentage.

  6. Click Save.

Note: There are order of operations required for filling out new taxes. You must pick a tax code first before entering any other information.

Add Bank Accounts

In order to get reimbursed for wages and expenses, employees need to have a bank account associated with their profile. You as an employer can add the bank account information of your employees. Employees can have multiple bank accounts for various types or amounts of payments. They get email notifications if any change occurs on the Bank Accounts tab.

To add a bank account for an employee:

  1. Open the Employees screen from the side menu > Contacts > Employees.

  2. In the list view, select an employee on the grid and click to select View Details.

  3. In the detail view, go to the Payroll > Bank Accounts tab and click Add.

  4. In the detail view, enter the required information. Check Field Descriptions above for details.

    • Bank Name

    • Routing Number

    • Account Number

    • Account Type: Type of bank account, say checking or saving account.

    • Deposit Option: Determines whether the deposit is a dollar amount or it is calculated as a percentage of the paycheck amount.

    • Deposit Amount/Percent
  5. Click Save.

The bank account for the employee is added. You can change the sequence of bank accounts by dragging them up and down in the list view. 

Add Documents

To add a document to an employee record:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.

    2. In the detail view, go to the Documents tab and click Add.

    1. On the Add Documents dialog, select the relevant tab, depending on the type of attachment.

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available only with Core CRM.

    2. Click Add.

    Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the  row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

Add To-Dos

To add a new to-do task for an employee:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.

    2. In the detail view, go to the To-Dos tab and click Add.

    3. Enter the required information in the top row of the grid. Check Field Descriptions above for details.

      • Description

      • Start/End Date

      • Assigned To

      • % Complete
    4. Click Done.

Create Time Entries from To-Dos

To create a time entry from a to-do task:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    2. In the list view, select an employee on the grid and click  to select View Details.

    3. In the detail view, go to the To-Dos tab.

    1. Select a to-do task on the grid and click Actions > Create Time Entry.

    2. On the Create Time Entry > Details dialog, enter the required information:

      • Entry Date

      • Project

      • Activity

      • Actual/Client Hours

    3. On the Additional tab, enter other information, if needed:

      • Cost Rate

      • Bill Rate

      • Tax 1/2/3

    4. Click Save.

Add Notes

Core allows you to add notes for your employees and their contacts.

To add a new note for an employee, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.

    2. In the detail view, go to the Notes tab and click Add.

    3. Enter the required information in the top row of the grid:

      • Category

      • Description

      • Date

      • Status

    1. Click Done.

Add Employee Contacts

To add an employee contact, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    2. In the list view, select an employee on the grid and click  to select View Details.

    3. In the detail view, go to the Contacts tab and click Add.

    1. On the Contact Detail > Details screen, enter the required information:

      • Display As: numbers, letters or a combination of both, up to 65 characters

      • Name

      • Company

      • Contact Address

    1. To add a contact type, click Add contact method. You can choose the desired option from the drop-down (say Email or Mobile) and then enter that information.

    2. Click Save.

    3. The contact record is saved and you can add notes for it from its Notes tab.

    4. Click Save & Done.

The new contact displays in the list view.

Convert Employees to Vendors

Core allows you to convert employee records into vendor records. By default, the selected employee gets converted to a contract employee (vendor type) but you can change it later if required. Core does not allow you to convert the logged-in employee into a vendor. Also, you cannot convert employees to vendors if reviews are associated with them.

To convert an employee profile to a vendor, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.

    2. In the detail view, click Actions > Convert to Vendor.

You can view the converted vendor on the Vendors screen.

Send Employees

In Core, you can send employee records to your accounting program, such as QuickBooks Online, Xero and MYOB AccountRight.

To send an employee record to your accounting program, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select View Details.

    2. In the detail view, click Actions > Send To on the top-right.

    3. Select the relevant option from the drop-down, say QuickBooks. Your data is sent.

Add Opportunities

You can create sales opportunities directly from the Employees screen. However, this option is only available with the CRM subscription. In this case, the employee becomes the prospect of the newly associated opportunity. The employee-prospect relationship is always maintained as when an opportunity is won and employee is mapped to the respective client record. The records between Prospects and Employees are synced automatically when changes are made to any common attributes, provided the contact appears in both screens. You can add the opportunities from the list view row-action menu or the detail view Actions menu.

To add an opportunity to an employee:

    1. Open the Employees screen from the side menu > Contacts > Employees.
    2. In the list view, select an employee on the grid and click  to select View Details.
    3. In the detail view, click Actions > Add Opportunity on the top-right.


    4. On the Add Opportunity dialog, enter the required information. Check Field Descriptions above for details.
      • Opportunity Name

      • Type: The type (e.g., new business, existing business, renewal, etc.) of opportunity

      • Prospect

      • Target Date: The realistic close date by which you want to win the opportunity. 

      • Stage: The current stage of an opportunity in terms of sales, e.g., ongoing, won or lost. 

    1. Enter other information about the opportunity, if needed. Check Field Descriptions above for details.

      • Description

      • Assigned To: This is the sales person to whom the opportunity is assigned. 

      • Probability %: Current possibility of winning the opportunity

      • Opportunity Value

      • Forecast: Forecast refers to the revenue that you expect from the opportunity

    1. Click Add. The opportunity is created and you are taken to its detail view where you can add more information.

Clone Employees

Many employees in a company share attributes such as rates, title, department or supervisor. Using a ‘clone template’ with standard information saves time and effort. First, you should determine what is common for a group of employees and then clone it as needed, giving it a unique ID (template) and then cloning it for all the members of that group. You can later modify individual profiles.

For example, drafters in an architectural firm typically have similar information in their records, such as bill rates, standard hours and so on. You can create a clone template for drafters and then use it to set up new employee profiles quickly. In short, you can create a Staff Employee Template, Manager Employee Template, and so on. Be sure to give a special ID to each clone template.

To clone an employee, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, select an employee on the grid and click  to select Clone.

    2. On the Employee Clone dialog, enter the required information:

      • Clone From

      • Clone To

    1. Click Clone.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Status.
    3. Next, click the column name you want to sort the data by, say Department.
    4. Click once for ascending order (A-Z) and twice for descending order (Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Export Employees

In Core, you can export employees to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export employee records to a .CSV file, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

When using the filter search or applying filters, Core intelligently updates the info bars to reflect the values of the filtered list. Besides filtering data using the standard fields on a screen, you can also use the custom fields for that, if you have set them up.

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter. You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Employees screen from the side menu > Contacts > Employees.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

Was this article helpful?
0 out of 0 found this helpful