You can edit basic employee information for employees who belong to security groups to which you have access. You can skip any steps in the following instructions for which you do not want to make changes.

Important: Depending upon how your system is configured, certain fields may not display or be editable because they are maintained in the system of record (e.g., payroll or human resource module).

1. From the Time & Attendance menu, select Maintenance.

   Note: If the Maintenance option is not visible, make sure that you have selected Practitioner in the Role Selector.

2. Under the Employee heading on the Maintenance page, click the Employee Positions (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 data you want to edit.

4. In the First Name and Last Name fields, edit the employee's first or last name, if necessary.

5. 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:
   The Unique National Identifier field is labeled US Social Security Number (SSN), US Individual Tax Identifier Number (ITIN), US Employer Identification Number (EIN), or ADP Generated Identifier if an identifier has already been entered for the employee.
   
   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.

6. If needed, in the Access Role field, click the button and then select the appropriate access role.The access role specifies which areas of the application the user can access and the tasks the user can perform. For example, the Admin access role allows the user to access the administrative tasks available to practitioners. This is a required field.

7. If the employee reports to a manager and the manager needs to be added or changed, click the button next to the Supervisor field and select the appropriate supervisor.

   Note: Each employee must either be a manager or be assigned to a manager. If the employee is a manager and also reports to a manager, both of these fields are used.

8. If the employee's pay group assignment needs to be changed, click the button next to the Pay Group field and 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 the Time & Attendance module when calculating the employee’s time and accruals. The pay group you select replaces the existing pay group in the field. 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 a practitioner, 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.

9. If the employee's badge number needs to be changed, delete the existing badge number from the Badge field and enter a new 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.

   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 the employee's shift rule needs to be changed or defined, click the button next to the Shift Rule field and then select the employee's shift rule.A shift rule determines the days and times of an employee's normal shift or shifts and is generally defined only for employees who earn different pay for working certain shifts. If a shift rule already exists in the field, the rule you select replaces the existing shift rule. This is an optional field.

11. If necessary, select or clear Transfer to Payroll.

    Note: In most cases, this check box should be checked. However, if an employee was terminated and given their final paycheck on the last day of employment, then you should clear this check box so that the employee is not paid again when regular payroll is processed.

12. If the employee's payroll company code needs to be changed or added, click the button next to the Payroll Company Code field, and then select the appropriate payroll company code.The payroll company code identifies your payroll records to your payroll processing program. The appropriate codes are created by your ADP Time & Attendance Representative when your company is initially set up. You can only choose from these company codes, which appear on the Company Code Lookup page. If a payroll company code already exists in the field, the code you select replaces the existing payroll company code.

13. If the employee's payroll ID needs to be changed or defined, delete the current ID in the field (if present) from the Payroll ID field and enter a new ID. Your payroll processing program uses this ID to identify the employee.

14. If the employee's wage rate program needs to be changed or defined, click the button next to the Wage Rate Program field, and then select the appropriate wage rate program.A wage rate program adjusts an employee’s pay rate for time pairs that are assigned to specific labor charge category combinations.

    Notes:
    The Time & Attendance module always attempts to use the wage rate program that you enter in this Wage Rate Program field first. If you do not define a wage rate in this field, the application then uses the wage rate program defined in the employee's pay group.
    
    If you want to prevent the application from ever using the wage rate program defined in the employee's pay group, select the Override Pay Group check box. This check box is available only if you make a valid entry in the Wage Rate Program field.

15. If necessary, add or edit the employee's default labor charge categories.Labor charge categories are used to charge an employee's time to specific cost categories. To do this, click the next to each labor charge field and then select the appropriate labor charge value.

16. If necessary, click the button next to the TimeZone field and make a selection to change the employee's default time zone.The Time & Attendance module application displays this time zone when the employee accesses the application, regardless of the employee's location.

17. Click the Submit button.

See the following topics if you also 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