Copying an existing employee's record is a quick way to add a new employee to your ezLaborManager database. When you make a copy, most of the existing employee's data is retained in the new employee's record, which you can then customise with the new employee's unique information. Using this copy method saves time and increases accuracy by eliminating the need to re-enter common data manually.

To add an employee to the ezLaborManager database based on an existing employee's record:

1. Click the Setup tab.

2. Under the Setup tab, click the Employee Positions (or Employees ) link.

3. On the Employees page, click the button (next to the Find button). The Employee ID Lookup window opens. Select the employee whose record you want to copy.

4. On the right side of the page, select Copy Employee from the Actions drop down list. The Employees page is refreshed with the Main menu item selected and the cursor in the Employee ID field.

   Notes:
   When you click the Copy button, the new record that is created is pre-populated with data from the copied employee's record. If the same values apply to the new employee, you do not have to edit the data in these fields. At a minimum, however, you must edit the Employee ID, First Name, and Last Name fields and, if your company uses badge numbers, the Badge Number field, since these fields contain data that is specific to a single employee.
   
   A red arrow () next to a field indicates you are required to enter data in that field. If two or more fields each have an orange arrow () next to them, you must enter information in at least one of the fields. Fields with no arrow are optional.

5. Delete the employee ID from the Employee ID field and enter the ID for the new employee. This is a required field.

6. Delete the first name from the First Name field and enter the new employee's first name. This is a required field.

7. Delete the last name from the Last Name field and enter the new employee's last name. This is a required field.

8. Click the Change link next to the Unique National Identifier field, select the appropriate type of identifier, enter and confirm the identifier value, and click Done. This field is required for some companies.

   Notes:
   If an employee has applied for, but not yet received, a US Social Security Number, select US Social Security Number (SSN) and click the Applied For check box. The system will generate a temporary unique identifier for the employee.
   
   If the employee does not have a US Social Security Number, a US Individual Tax Identifier Number, or a US Employer Identification Number and has not applied for a Social Security Number, select ADP Generated Identifier. The system will generate an identifier for the employee.

9. Delete the badge number (if present) from the Badge field and enter the new employee's badge number.The badge number appears on an employee’s badge. When a clocking employee uses the badge to clock out at a timeclock, the badge number identifies the employee to the clocking system. The badge number can be a maximum of 15 characters. The characters can be any combination of numbers, uppercase letters, and lowercase letters.

   Notes:
   This field is required only if the employee is a clocking employee. However, you can enter a badge number, if desired, even if the employee is not a clocking employee.
   
   If your company does not use badges, you do not need to enter a badge number.

10. If necessary, check or un-check the Is Supervisor? check box.

11. If necessary, edit the Supervisor field.

    Note: You must either select the Is Supervisor check box or enter the employee's supervisor in the Supervisor field. If the employee is a supervisor and also reports to a supervisor, complete both items.

12. If necessary, click the button next to the Pay Group field to open the Pay Group page, and then select the appropriate pay group.An employee’s pay group assignment determines the employee’s pay cycle and time-entry type, as well as the time calculation program, holiday program, benefit program, attendance program, time generation program, and wage rate program used by ezLaborManager when calculating the employee’s time and accruals. This is a required field.

    Notes:
    The Pay Group Lookup window displays all of your company's active pay groups. If desired, you can also view your company's inactive pay groups. An inactive pay group is one that has no employees assigned to it. (This type of pay group is often the result of a set of employees being moved to a different pay cycle.) As an administrator, you cannot change an inactive pay group's status to active. You can only view your company's inactive pay groups for informational purposes.
    
    To view your company's inactive pay groups, select the Include Inactive Pay Groups check box in the Pay Group Lookup window, and then click the button. Each inactive pay group will NOT have a check mark in the Active column.

13. Review and edit, if necessary, each of the remaining fields under the Main section. For more information about each of these fields, see Entering and Editing Basic Employee Information.

14. Click the Submit button.

Carefully review and edit, if necessary, the information on each of the pages listed on the menu on the left side of the Employees page. This helps ensure the new employee's data is accurate. See the following topics if you need to:

• Change an employee's status

• Assign employees to security groups

• Enter or edit employees' service dates

• Enter or edit employees' base rates

• Enter or edit employees' job rates

• Enter or edit an employee's e-mail address

• Configure an employee's phone access

• Enter or edit employees' personal information

• Configure an employee's timeclock access