Employee Profile

Use the Employee Profile tab to add new employee profiles to the system and maintain existing employee profiles.

To open the Employee Profile tab, click the Click here to add an employee link or an Employee Number on the Employee Profile screen.

Note:  Employee payroll functionality has been deprecated since December 2013 for US dealers and December 2016 for Canadian dealers.

Topics in this section are:

• Adding an Employee

• Performing a Salary Change on an Employee Profile - Deprecated

• Screen Description

Adding an Employee

1. From anywhere in IntelliDealer, navigate to Financial Management > Payroll > Employee Profile.
   

   The Employee Profile screen appears.

   

2. Click the Click here to add an employee link.

   The Employee Profile tab appears.

   

3. Fill in the employee's information referring to the table below.

4. Complete the profile by adding additional information about the employee in these tabs:

   • Service Information—to set an employee's technician rates and weekly shift hours.

   • Memos—to add any additional information to an employee profile.

   • Certifications—to manage dealership employee certifications.

   • Comments—to track history adjustments applied to an employee's profile.

   • Multimedia—to provide links to any type of multimedia file (assuming the appropriate software is present) and to present more information (e.g. equipment, parts, warranty documents, etc.). Click on the picture to process the multimedia file. Clicking on the title/description lets you edit the Multimedia Links.

5. Click Save to create the employee profile entry, or click Close to exit without saving any of the information.

Performing a Salary Change on an Employee Profile - Deprecated

1. From anywhere in IntelliDealer, navigate to Financial Management > Payroll > Employee Profile.
   

   The Employee Profile screen appears.

   

2. Search for and locate the employee to be updated, and click the Employee Number.

   The Employee Profile tab appears.

   

3. To change the employee's salary, in the Compensation section update the appropriate fields referring to the table below.

4. Click the Save button to save all of your salary changes.

5. Click the Salary Changes tab.
   

   The Salary Changes tab appears, displaying the employee's previous Rate/Per and Salary/Year.

   

Screen Description

The Employee Profile screen has these sections:

• Identification

• Compensation - Deprecated

• Employment Status

• Direct Deposit - Deprecated

Identification

The fields in the Identification section of the Employee Profile tab are:

Identification
Field	Description
Employee Number	A five-character alphanumeric number that represents the employee within the system. The employee number is used as the technician number in the Work Order system.
Name	The name of the employee.
Address	The employee's home address.
Zip/Postal Code	The employee's zip/postal code.
Country/Prov/State	The country/prov/state where the employee currently resides.
Telephone	The employee's home phone number.
Search	This is a five character value that is used as a cross reference to access the employee account. If the value is less than five characters in length, the remainder of the search key is left blank. The Search value is normally the first five letters of the employee's last name.
Birthday	The employee's date of birth.
Class	The employee class code which determines the G/L expense account to which the employee's wages are debited. Note that: Valid Class codes are setup on the Classes screen. If the Omit From Scheduling field is activated for the selected Class (as defined on the Classes screen), the employee will not appear on the Technician Service Scheduling screen. If the Technician field is NOT activated for the selected Class, (as defined on the Classes screen), the selected employee will not appear on the Work Order Service Scheduling screen.
Category	A user defined, three-character employee category. Set the Category field to N/A for non-real technician (eg. CUST, WARR, INTER, etc.) Employees with a Category of N/A will not appear on the Technician Service Scheduling screen.
Profit Center	The pre-defined Profit Center for the employee.
A/R Customer	The assigned accounts receivables user for the employee.
Social/Health Insurance Number	The employee's respective personal information.
Payroll Plus ID	The employee's identification number in the Payroll Plus software.

The available Profit Center Departments are:

0	Balance Sheet
1	Administration
2	Equipment Sales
3	Parts
4	Service
5	Rental
6-9	User defined departments

Compensation - Deprecated

The fields in the Compensation section of the Employee Profile tab are:

Compensation
Field	Description
Pay Type	Indicates the employee's pay structure (for example, H = Hourly or S = Salary). See Pay Type.
Hourly Rate	How much the employee is paid per hour. This field should be entered for hourly employees only.
Hours Worked Per Week	The number of hours the employee is expected to work each week.
Annual	The employee's annual salary. This field should be entered for salaried employees only.
Exempt Federal	The dollar amount of exemptions claimed when calculating federal tax. Canada—Enter the net claim amount that was calculated on the TD1 form (line 12). U.S.— The dollar amount of exemptions claimed when calculating federal income tax for the employee. The amount to be entered is the number of exemptions claimed by the employee times the dollar amount per federal exemption.
Exempt Provincial/State	The dollar amount of exemptions claimed when calculating provincial or state tax. U.S.—Represents the state exemption amount. The amount to be keyed is the number of exemptions claimed by the employee times the dollar amount per state exemption.
Estimated Income	The employee's estimated income. Used to enter the yearly estimated income for employees who have irregular pay amounts, usually commission employees.
Estimated Expenses	The total estimated expenses which are to be deducted from the total estimated income before the tax rate is calculated. Canada—Include the estimated amount of UIC to be paid for the year (up to the maximum for the year), the estimated amount of the CPP and QPP to be paid for the year (up to the maximum for the year), and any registered pension plan contributions for the year. The federal exemption amount (TD1) should be entered in the Exempt Federal field and should not be included in this amount. The federal and provincial exemption amount are added in during the payroll tax calculations. U.S.—Do not include the state or federal exemption amounts. These amounts should be keyed in the Exempt - Federal and Exempt Provincial/State fields. The federal and state exemption amounts are included during the payroll tax calculations.

Employment Status

The fields in the Employment Status section of the Employee Profile tab are:

Employment Status
Field	Description
Original Hire Date	The date that the employee was originally hired. If an employee is laid off and returns to work, the Original Hire Date field should not be changed. Enter the date that the employee returned to work in the Rehire Date field.
Rehire Date	The date that the employee is rehired in the event of a break in employment. If the employee is temporarily laid off, the date the employee is rehired is entered in this field.
Termination Date	The employee's termination date.
Laid Off	Select the checkbox if the employee has been temporarily laid off.

Direct Deposit - Deprecated

The fields in the Direct Deposit section of the Employee Profile tab are:

Direct Deposit
Field	Description
Bank Number	The employee's banking information for automatic transfers. If a value is entered in these fields, the employee is treated as an automatic bank transfer employee. The payroll system assumes that you are going to make a deposit directly to the employee's bank account, so no payroll check prints. Instead, a pay statement is printed. The employee number, name , bank, branch, account number and check amount also print on the Bank Deposit Details (PER038) report. If a payroll check is to be printed, then ensure that fields are blank.
Bank Branch
Bank Account
Bank Account Type	The type of bank account for the employee.
Print Statement	Select one of: Yes - print a pay statement No - do not print a pay statement E-mail - email a pay statement to the configured email address Both - print and email a pay statement
E-mail	The employee's email address to which a pay statement can be sent.

Use these buttons to complete your work on the Employee Profile tab:

Button	Function
Save	Save changes made to the Employee Profile tab.
Close	Closes the Employee Profile tab without saving and returns to the Employee Profile screen.

Data Source: EMPLOYEE, EMPSEC

Security Switch: 604 - Payroll

Revision: 2024.11