Add/Edit Employee

ADD/EDIT EMPLOYEE

The top portion of the Add/Edit Employee Information screen is for Employee Information. This screen is used to manually enter employees and their personal information, or you can edit an employee by selecting the employee from the drop-down list and making changes as required. You can open each section within this screen one at a time by clicking on the blue bar or open/close them all at once with a double click. 

Enter the appropriate employee information in the data fields. You can either use the Tab key or the mouse to move between the fields. The information shown is only available to users with the necessary access rights as controlled by the Contractor. After the data is entered be sure to click Save. 

The following below is a field-by-field explanation of the employee input screen. Fields flagged with a red asterisk are required before the entry can be saved.

Employee Information

Name and Address – Enter employee’s full name and physical address. Depending on the Administrator setup, you may be restricted from using a PO box for your employee address.

Validate Address – Once the employee address has been added, this will validate the entered address against the United States Postal Service (USPS) information. Utilizing this feature will help reduce misspellings and add accuracy of the addresses entered. If you upload payrolls, please ensure your street name and city name are spelled correctly. Once you have validated the address in LCPtracker, you may need to update your accounting system/excel spreadsheet to ensure the address does not get over-ridden with incorrect spellings and require additional validations. If your address is not recognized by the USPS, please complete your entry, Save the employee file, and reach out to the database Administrator to request an address over-ride. 

SSN – If the database Administrator requires an SSN be entered, it may require the full entry format (###-##-####) or you may only be required to enter the last 4 digits (XXX-XX-####) of the SSN where the first five (5) digits are replaced with x’s. Two employees cannot have the same SSN. You will receive “employee already exists” message if you try to enter a second employee with the same SSN.

Employee ID – Some database Administrators may require that an employee ID be used. As a reminder, no two employees may have the same employee ID number. You will get a message from the system if you try to enter a number that already exists.

Exemptions – Optional field, some database Administrators may want this information. Entry of “0” satisfies the red asterisk requirement.

Status – Active/Inactive – When entering an employee, the status will default to Active. If you have an employee that leaves or quits, you may edit the employee and mark them as Inactive. You CANNOT delete an employee once you have created a payroll record for that employee. If you make them Inactive, they will not show on the dropdown list when you are manually selecting an employee for a payroll entry.

Ethnicity – Ethnicity of the employee. The database Administrator controls this requirement.

Date Hired – The database Administrator controls this requirement.

Date Fingerprinted – Optional field, some database Administrators may want this information.

Phone Number – Employee phone number. The database Administrator controls this requirement.

Driver’s License State/License number – Optional fields, some database Administrators may want this information.

Worker’s Comp Code – Optional field, some database Administrators may want this information.

Electricians License – Optional field, some database Administrators may want this information.

Gender – Employee gender. The database Administrator controls this requirement.

Hiring Source – Optional field, some database Administrators may want this information.

Disadvantage – Check this box if employee is Disadvantaged. Some database Administrators may request this information for reporting purposes. 

Owner/Operator – This box is to be used if the employee is an owner/operator (truck driver) and you have specific direction from the database Administrator to enter the information this way. This should only be used with truck drivers or Teamsters.

I9 Verification – Checking this box does NOT complete the I9, it simply certifies/verifies that an I9 has been completed for this employee. The database Administrator controls this requirement.

Business Owner – You may see this option if it is configured by the Administrator. This option is for an employee who owns at least a bona fide 20 percent equity interest in the enterprise in which they are employed, regardless of the type of business organization (e.g., corporation, partnership, or other), and who is actively engaged in its management, this employee may be considered a bona fide exempt executive.

Demographic Classification

LCPtracker has the functionality to track additional demographics such as veteran status, Disadvantaged Information, On the Job Trainee (OJT) workers, and/or Union information. The selections that are available are created by the database Administrator and are set up based on the Project requirements.

Contractors will select the demographic classifications at the time of employee setup. To see the red asterisk identifying a required field, you will first need to click on Add Classification.

After selecting Add Classification, entering your Demographic Classification is a two-step process. Click the drop-down menu and select from the pre-determined selections. Once you have completed your selection, click Done.

1. Select the Demographic Type
2. Choose the appropriate Demographic Classification
   

The Is Primary Classification box is required for a specific client and can be skipped when completing your entry. If you work for that client, they will let you know during Contractor Training that this is a requirement.

Note: You may be required to select more than one Demographic Classification. To select a second classification, repeat the above steps by clicking on the Add Classification and choose the additional Demographic Type and Classification. 

When entering a Certified Payroll, if an employee does not have the required Demographic Classification selected and saved, the Contractor will receive a notice to go back to the employee’s profile and fill in the missing information.

To add the missing Demographic Classification, select the Click Here within the notice message to be automatically taken back to the employee screen. Once you are back on the employee profile screen, the requirement information will be listed in the Demographic Classifications section. Enter the pertaining information and ensure you scroll to the bottom of the page and save your entry by clicking Done. 

After saving the missing Demographic Classification, you will be taken back to the payroll record with a refreshed page and your notice will be cleared. 

HUD section 3 Information

Some database Administrators may require that you complete this section. Indicate if the employee lives or has lived in Section 3 housing within the past 3 years. The Residency Status dropdown may be populated if a client wishes to.

Apprentice Information

For employees that are apprentices, often you will enter the highlighted information for the apprentice. If the database Administrator you are working under requires the entry of this section, you will enter details about the employee’s apprentice status. Some database Administrators do not allow Contractors to enter data here.

Apprentice ID – If a worker is an apprentice, enter the States Apprentice ID.

Apprentice Rate Percentage – Enter the percent of journeyman rate the apprentice receives.

Apprentice Period/Level – Level, period, or step of apprentice.

Apprentice/Training Program – Select the apprentice program the employee is in. Database Administrator sets the list.

Apprentice Approval – A database Administrator approves or rejects status. An Administrator can allow a Prime Approver to perform this step if they choose. 

Apprentice Approved Date – Automatically populates when the Apprentice is approved.

Approval Expire Date – Date approval expires.

Apprentice Registration Date – Date of original apprentice registration.

Apprentice Approved By – Automatically populates with the approver’s information when approved.

Default Hourly Paid Fringes (as paid to Fund on behalf of employee)

This section is known as a time-saver. You are not required to use this functionality, but this will allow for ease of use when entering payroll records manually, as you will be able to click the Calculate Fringes button on the Payroll Entry screen, and the system will perform the mathematical calculation of the hourly fringes multiplied by the hours worked.  

Note: Some Agencies may not allow this type of entry. Depending on the type of contract you are working on, you may be restricted to ONLY using a portion of the fields listed below.

If using, you enter the hourly fringe rates paid to approved plans/fund. Payment to several funds might have to be combined into one field. 

Note: Keep in mind that if you have any predetermined increases, or your Union updates once a year, you will need to come back to this section and update your fringes accordingly.

If you have multiple Projects with different fringe rates, built in increases, or everyone has the same fringes and you only want to enter those dollar values once, you may wish to skip this section and use the Fringe Benefit Maintenance table to enter your hourly fringe rates into system. 

Note: any fringe amount entered in this section will supersede the fringe amount entered in that time-saver section of the employee setup. Navigate to Set Up>Fringe Benefits Maintenance.

Pre-Tax voluntary employee contributions and other

In this section you enter the employee’s total voluntary contribution amounts that stay consistent week to week.

Default Other Deduction Notes

This too is a time-saver entry. If your employee has other deductions that are permissible according to the USDOL or your Administrator (such as IRS garnishments, child support, a company loan, etc.), these will fall under the Default Other Deduction Notes section. 

Any amount listed in this textbox will then dictate that Other Deduction Notes are required. The entered note would then auto populate after you enter a payroll record for your employee. 

Depending on what the Database Administrator has set up, you may be required to enter an Other Deduction Note or select from a pre-determined list regarding your employee’s other deduction or both. 

Default Other Deduction Details

Both the above Other Deduction Details sections can be done at the employee setup page or can be done at time of payroll entry. 

Geographic Area Assignment

Depending on the Database Administrator setup, you may be required to choose Geographical Areas for your employee. Some of these listed may include Wards, Geographic Areas, Congressional Districts or State Senate Districts that your Administrator has defined. If required, the selection will be listed in the drop-down menu for the required area.

*Please know this is an optional section and you may not see this selection in your employee setup page.