Employee Records

Field

Description

1

Photo

The employee image that will show in various places in R365, including the Scheduling page. Click to change or upload an employee photo.

If no image is uploaded, the employee's initials will appear instead.

2

Employee Information

Includes:

• First and Last Name

• Primary Job

• Employee ID

• Primary Location

3

Save

Click to save changes to the employee record.

4

Delete / Actions Button

When Workforce Payroll is not enabled, the Delete button is the only action available.


Delete - Permanently deletes the employee record. This action cannot be undone.


When Workforce Payroll is enabled, the Actions menu contains the following options:

Onboard - Opens the Employee Onboarding wizard, which guides the user through the required fields to onboard the employee to payroll.

• Once the employee is onboarded to payroll, the following tabs will be enabled for that employee's employee record:

  • Payroll

  • Taxes

  • Documents

Separate - Opens the Employee Separation wizard, where the employee can be separated from one or more payroll companies.

Rehire - Opens the Employee Rehire wizard, where the employee can be rehired to a selected legal entity and associated payroll company. The Rehire option only appears when the employee has been separated from one or more payroll companies.

5

Upload Files

Click to view uploaded files or upload additional files to the employee record.

6

Help

Click to open the Help menu, which includes resources that can assist in managing employee records.

7

Full Screen

Click to expand the sidesheet to fullscreen. Clicking the minimize icon that appears in its place will return it back to its original size.

8

Close

Click to close the sidesheet without saving changes.

9

Tabs

See Employee Records Tabs section below for more details.

Standard tabs:

• Summary tab

• Basic Info tab

• Employment tab

• Certifications tab

• Time tab

• Schedule tab

• Time Off tab

• Notes tab

• Integrations tab

R365 Payroll tabs:

• Payroll tab

• Taxes tab

• Documents tab

The R365 Payroll tabs are only displayed for employees who have been onboarded to payroll.

Quick Info

Displays important information for the employee, pulled from the Basic Info and Employment tabs.

Onboarding Checklist

Displays the employee's progress through the required onboarding items.

The onboarding checklist only appears when R365 Payroll is enabled and for employees whose onboarding is in progress.

Requests

Displays changes to the employee record that require approval.

This section is only displayed when Workforce Payroll is enabled and employee record change approvals have been set up in Workflows.

Identification

The employee's name and birthday.

When Workforce Payroll is enabled, this section also contains EEOC information and SSN/TIN.

Contact Info

Information on how the employee can be contacted, as well as the setting for R365 Messaging.

Emergency Contact Info

The name, phone number, and email address for the employee's emergency contact.

Access

App Access and Inactive Status settings.

When Workforce Payroll is enabled, this section also includes the 'Exclude From Payroll' setting.

Employment Info

Employee's hire date, work-provided email address and phone number, primary location, employment type, primary FLSA status, employment status, and payroll ID.

When Workforce Payroll is enabled, this section also includes the Onboarding Manager and 'Exclude From Payroll Export' settings.

Jobs

All jobs associated with the employee. For each job, the employee's pay rate can be added. To assist in scheduling, the responsibilities and employee rating can be defined for each job listed.

When Workforce Payroll is enabled, jobs with effective end dates can be viewed in the historical job list.

This section will only appear once the employee record is saved.

If no jobs are added, the employee will be hidden from the Schedule Calendar.

Employment History

Displays hire and separation information per legal entity.

This section only appears when Workforce Payroll is enabled.

Settings

Includes the following employment-related settings:

• Break Waiver

• Exclude Overtime

• Exclude Labor Hours

• Exclude Labor $

Certifications

Displays all certifications assigned to the employee, including the expiration date and expiration status of those certifications.

Expected Weekly Hours

The hours the employee is expected to work each week per legal entity.

The Expected Weekly Hours section only appears if Workforce Payroll is enabled and after a job has been associated with the employee.

Punches

Shows all labor punches, detailing when this employee has clocked in and out of the POS and at which location(s).

PTO Policy

Displays the PTO policy that determines the PTO accrual for the employee. Employee-specific adjustments to the PTO policy can be applied here.

The PTO Policy section only appears if Workforce Payroll is enabled and PTO Accruals is not enabled.

The PTO Policy section is being replaced with the Time Off tab as part of the PTO Accruals feature. When PTO Accruals is enabled, the PTO Policy section is hidden.

Availability

Displays the employee's weekly scheduling availability.

Accrual Balances

All accrual rules assigned to the employee appear in the Accrual Balances section as summary cards. Clicking on a summary card will open the Accrual Balance Detail sidesheet, where additional details can be viewed and balances can be adjusted.

Log Entries

Displays all Log Entries where the employee was tagged. Employee notes can be for a variety of reasons, such as 'No Show', 'Late for Shift', 'Exceptional Service', and more. Learn more about adding employee notes here.

When a log entry is created and tied to an employee who also has access to employee records, that log entry will be hidden from their view when reviewing this tab.

Integration IDs

Displays all of the locations where this employee record has been linked to a POS employee record.

Pay History

Displays summary information for historical paystubs and the employee's 'Paperless Tax Statements' selection.

Paystubs and W2s can be downloaded here.

Legal Work Location

Displays the address of the work location used to determine tax forms for all payroll companies that the employee has been onboarded to.

Changing the work location assigned will update the address used to determine tax forms for the employee at the associated payroll company.

Payment Method

ontains the setting for how the employee has chosen to be paid; either by direct deposit or check.

• Check: When this method is selected, a paper check will be issued.  

• Direct Deposit: When this method is selected, funds will distributed into an employee’s chosen bank account. Employees have the option of adding up to three bank accounts and distribution types.

Deductions

Employee benefits and other withholdings, broken out into post-tax and pre-tax deductions. Deductions are configured per payroll company, and can be edited here.

Taxes

The tax settings for each jurisdiction associated with the employee's home address and work location(s) are listed separately.

Learn more about tax setup and jurisdictions here.

Payroll Documents

Displays all of the payroll documents that have been uploaded for the employee per payroll company.

Documents that the employee is required to sign electronically during onboarding are found on this tab in the 'Signed Documents' folder.