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Xenial Product Documentation

Add/Edit an Employee Record

Use the Employees Editor to set up and manage employee personnel records. The Employees Editor is accessible by management and support personal.

To add/edit an employee record:

  1. From the Back Office Task Manager, select Payroll and Reports.

    • The Main Menu Selections screen appears.

  2. From the Main Menu Selections screen, select Employees Editor.

    • The Employees Editor appears.

    • To filter the employee list by status, select the employee status to view from the View dropdown.

  3. Select New to create a new employee record -OR- to edit an existing record, select the employee name from the list. and then select Select.

    The Employees Editor consists of the following pages. The following table briefly describes each page.

    Page Name

    Description

    General Information

    Enter general employee information including name, address and emergency contact information.

    Payroll

    Enter employee payroll information including salary, bank account and job type information.

    Withholdings

    No entry is required on this page.

    EEO Information

    No entry is required on this page.

    Security

    Assign a security level and password to the employee.

    Historical

    No entry is required on this page.

Note

Information is not required on the following three pages.

Add General Information About an Employee

On Page 1 (General Information) of the Employees Editor, enter general information about an employee including their name, address and emergency contact information.

The following table describes the fields on the General Information page.

Field Name

Description

Employee ID

Contains the employee ID.

Borrowed

Select this option if the employee is borrowed from another site.

from Store No.

Type the store number from where the employee was borrowed.

This field is only available when Borrowed is selected.

Status

From the dropdown, select the employee's employment status.

Rehired

Select this checkbox if the employee was rehired.

Last Name

Type the employee's last name.

First

Type the employee's first name.

M.I.

Type the employee's middle initial.

Address

Type the employee's street address.

Corporate ID

Type the corporate ID number assigned to the employee.

Badge Number

Type the employee's badge number.

City

Type the name of the city where the employee lives.

State

From the dropdown, select the name of the state where the employee lives.

County

From the dropdown, select the name of the county where the employee lives.

Telephone

Type the employee's area code and telephone number.

Pager

Type the employee's pager number.

Zip

Type the zip code where the employee lives.

Internet Address

Type the address of the employee's web site.

Mobile

Type the employee's mobile phone number.

Notes

Type any additional notes about the employee.

Clear

Select to remove the current image of the employee.

Set

Select to browse for the employee's image file.

Emergency Contact Information

Type the name, phone number, and address of the person to contact in the event of an emergency involving the employee.

Note

Fields in red are required fields.

Add Payroll Information for an Employee

On Page 2 (Payroll) of the Employees Editor to employee payroll information including salary, bank account and Job Codes. The bank account information is used to set up direct deposit for the employee, if applicable.

The following table describes the fields on this tab.

Field Name

Description

SSN

Type the employee's Social Security number in this field.

Term Date

To specify the employee's termination date, select the checkbox, and then select the date from the dropdown calendar OR type the date in the provided field.

  • To select a different month: Use the left/right arrows OR select the month that is displayed in the header to open a popup menu.

  • To select a different year: Select the year that is displayed in the header to activate up/down arrow buttons.

Hired Date

Type the employee's hire date or select the date from the dropdown calendar.

  • To select a different month: Use the left/right arrows OR select the month that is displayed in the header to open a popup menu.

  • To select a different year: Select the year that is displayed in the header to activate up/down arrow buttons.

Termination check paid

Select if the employee received their termination check.

Local Tax Info

From the dropdown, select the tax information specific to the site location.

Local Tax Info 2

From the dropdown, select the secondary tax information specific to the site location.

Career Program

Select this option if the employee is involved in a career program.

Pay Type

Select the type of compensation the employee receives: Hourly or Salary

Account Info

Account #

Type the employee's checking or savings account number.

Bank Name

Type the name of the bank where the employee has an account.

Account Type

From the dropdown, select the type of account the employee uses.

Transcode

A unique bank routing number.

ABA#

Type the employee's bank ABA number. The ABA number is the first group of numbers that appear along the lower-left of a check.

Jobs

Type

This column contains the employee's job type, such as primary or alternative, for example.

Job

This column contains the employee's job, such as cook or server, for example.

Pay Rate

This column contains the employee's pay rate.

Performance Rating

This column contains the employee's performance rating for the job.

Skill Level

This column contains the employee's skill level for the job, if applicable.

Sec Level

This column contains the employee's security level for the job, if applicable.

Inactive

If TRUE, the Job Code is currently inactive for the employee. The employee cannot Clock In using the Job Code.

If FALSE, the employee is able to Clock In using the Job Code. To render the Job Code inactive:

  1. Select the Job Code, and then select Edit to access the Edit Job dialog.

  2. Select Inactive.

Add a Job Code

To add a Job Code to an employee record:

  1. On the Payroll tab (page 2) of the Employees Editor, click Add.

    • The Add Job window appears.

  2. In the provided fields, define the Job Code record values.

    The following table describes the fields on the Add Job window.

    Field name

    Description

    Employee ID

    Contains the employee's ID.

    Name

    Contains the employee's name.

    Job

    From the dropdown, select the Job Code to add for the employee.

    Primary

    Designate the Job Code as the employee's primary job.

    Inactive

    Make the Job Code inactive for the employee. This prevents the employee from Clocking In using the Job Code.

    POS Security Level

    From the dropdown, select the Security Level for the Job Code.

    The Security Level determines the POS functions the employee can access when they Clock In using the Job Code.

    A Job Code with a Security Level greater than 20 cannot access POS Manager Functions.

    Performance Rating

    From the dropdown, select the employee's performance rating for the selected job .

    Skill Level

    Type the employee's skill level for the selected job, if applicable.

    Pay Rate

    Type the pay rate the employee receives for the selected job.

    Previous Pay Rate

    The previous pay rate the employee received for the job, if applicable.

    New Pay Rate

    This field is only available when editing a job code record.

    Effective Date

    This field is only available when editing a job code record.

    Reason for change

    This field is only available when editing a job code record.

    Action Code

    From the dropdown, select the applicable action code.

  3. Select OK to save the changes.

Edit a Job Code

To edit a Job Code for an employee record:

  1. From the Jobs field on the Payroll tab of the Employees Editor, select the Job Code.

  2. Select Edit.

    • The Edit Job window appears.

  3. Edit the Job Code record values as needed.

    The following table describes the fields on the Edit Job window.

    Field Name

    Description

    Employee ID

    Contains the employee's ID.

    Name

    Contains the employee's name.

    Job

    From the dropdown, select the Job Code to add for the employee.

    Primary

    Designate the Job Code as the employee's primary job.

    Inactive

    Make the Job Code inactive for the employee. This prevents the employee from Clocking In using the Job Code.

    POS Security Level

    From the dropdown, select the Security Level for the Job Code.

    The Security Level determines the POS functions the employee can access when they Clock In using the Job Code.

    A Job Code with a Security Level greater than 20 cannot access POS Manager Functions.

    Performance Rating

    From the dropdown, select the employee's performance rating for the selected job .

    Skill Level

    Type the employee's skill level for the selected job, if applicable.

    Pay Rate

    Type the pay rate the employee receives for the selected job.

    Previous Pay Rate

    The previous pay rate the employee received for the job, if applicable.

    New Pay Rate

    Type the new pay rate for the job.

    Effective Date

    From the dropdown calendar, select the date the pay rate change takes effect .

    • If the effective date is earlier than the system date, the pay rate change takes effect immediately.

    • To select a different month: Use the left/right arrows OR select the month that is displayed in the header to open a popup menu.

    • To select a different year: Select the year that is displayed in the header to activate up/down arrow buttons.

    Reason for change

    Type the reason for changing the pay rate.

    Action Code

    From the dropdown, select the applicable action code.

    Approval Obtained

    Select this option if the pay rate change is approved.

  4. Click OK to save your changes.

Add Security Information for an Employee

On Page 5 (Security) of the Employees Editor to assign a Security Level and password to an employee, and assign the employee to a Security Group.

Field Name

Description

Security Level

From the dropdown, select Security Level to assign to the employee.

The Security Level determines the employee's accessibility to particular IRIS Task Manager (Shell.exe) operations, and the Back Office applications.

Note

Employees can only assign a security level that is equal to or lesser than their own security level.

Password

Type the employee's password.

Security Group

Select the Security Group to which the employee is assigned.