Employment Tab

Field

Description

1

Employee ID

System-generated employee ID.

2

Hire Date

The date the employee was hired.

This field is required when Workforce Payroll is enabled, and the employee record will not save if this field is blank.

When Workforce Payroll is enabled, the date in this field is also used for historical earnings imports. Earnings will not be importable for dates prior to the employee's hire date.

3

Employment Type

Full-time or part-time status of the employee.

This field is required when Workforce Payroll is enabled, and defaults to 'Part-time'.

4

Primary FLSA Status

Hourly or salary status of the employee.

This field is required when Workforce Payroll is enabled, and defaults to 'Nonexempt'.

5

Work Email

The email used by the employee for work. This is for informational purposes only.

6

Work Phone

The phone used by the employee for work. This is for informational purposes only.

7

Primary Location

The Employee's primary/default location.

This field is required, and the Employee Record will not save if this field is blank.

The 'Primary Location' is the location associated with the 'Primary Job' for the employee. The 'Primary Job' is found on the 'Job' section below.

8

Legacy Employee ID

The employee's employee ID used in past payroll systems.

9

Payroll ID / Legacy Payroll ID

The employee's payroll ID used in third-party payroll systems.

This field is only displayed for users with the following permission:

• Labor → Employees → Employment → Payroll ID → View Payroll ID

When Workforce Payroll is enabled, this field is labeled 'Legacy Payroll ID'.

10

Status

The employment status of the employee:

Active - The employee is actively employed.

Separated - When Workforce Payroll is enabled, this status indicates that the employee has been separated from all payroll companies.

The default filter on the Employees page excludes employee records with the 'Separated' employment status.

The Separated status does not impact the employee's app access.

The Separated status in not connected to the Inactive setting on the Basic info tab. Learn more about making an employee record inactive here.

When Workforce Payroll is enabled, selecting Separated will open the Employee Separation wizard, where the employee can be separated from one or more payroll companies.

Leave - The employee is on a leave of absence.

This field is required, and the employee record will not save if this field is blank.

11

Onboarding Manager

Employee assigned to manage the employee's onboarding. Learn more about onboarding an employee to Workforce Payroll here.

This field is only displayed when Workforce Payroll is enabled.

12

Corporate Officer

Marks the employee as a corporate officer (such as CEO, CFO, VP, etc.). To mark the employee as exempt from applicable taxes, contact R365 Support.  

This field is only displayed when Workforce Payroll is enabled.

13

Exclude from Payroll Export

When checked, indicates that the employee will not be included when hourly earnings are exported from Smart Ops. This option is typically used for salaried employees who have punch data in the POS that is not used for payroll purposes.

This field is only displayed when Workforce Payroll is enabled.

Field

Description

1

+ Add Job

Opens a blank Job Details form to assign a new job to the employee. Learn more about adding jobs here.

If Workforce Payroll is enabled, this button is not displayed when the employment status is 'Separated'.

2

Job History Button

Opens the Job History List for jobs with effective end dates that have passed.

This button is only available when Workforce Payroll is enabled.

3

Search

Filters the listed jobs for jobs whose names contain the entered text.

4

Filter

Filters any of the available columns.

5

Columns

Show or hides specific columns.

6

Job

Details for the job assigned to the employee. Click to edit job details.

Note: The blue dot  indicates that the job is the employee's 'Primary Job'.

7

Pencil Icon (Edit) 

Opens the job details. Learn about editing job details here.

8

Trashcan Icon (Remove) 

Removes the job from the employee's employee record.

When Workforce Payroll is enabled:

• Hourly jobs will be removed from the Active Job List and placed in the Job History List with an effective end date of 'Today'

• Salary jobs can only be removed when the effective start date is in the future or when the employee has not yet received any payroll payments. Removed salary jobs do not appear in the Job History List.

• The employee's primary job cannot be removed.

Column

Description

Location

Location associated with the job.

Job Title

Name of the job.

Department

Scheduling department associated with the job.

Pay Rate

Hourly rate of pay.

Responsibilities

Job responsibilities for the employee associated with that job.

Rating

Job rating for the employee associated with that job.

Reports To

The employee assigned as this employee's manager.

Column

Description

Payroll Status

Employee's status for the listed payroll company.

Payroll Company

Payroll company that the employee has been onboarded to.

Legal Entity

Legal entity associated with the location for the job.

Pay Type

Hourly or salary.

Annual Salary

Annual salary for jobs with a 'Salary' pay type.

Effective Start Date

First active date for the job for the employee. 

Effective End Date

Last active date for the job for the employee. 

Rating

Job rating for the employee associated with that job.

Workers' Comp Code

The Worker's Compensation Class Code associated with the job.

Field

Description

1

Job

The title of the job.

2

Location

Location associated with the job.

This field is not editable. To change the location, either change the job assigned to the employee or the location associated with the job on its job record.

3

Department

Title of the scheduling department associated with the job.

This field is not editable, and adjustments to the scheduling department must be made on the job record.

4

Responsibilities

Job responsibilities assigned to the employee for the job.

Job responsibilities enable users to further specify the duties for the job. For example, a job might be listed as 'Cook', but job responsibilities will further detail the job, such as 'Fryer' or 'Grill'. Job responsibilities can be used to restrict jobs in Scheduling.

5

Pay Rate

Hourly pay rate for the employee when working this job.

When Workforce Payroll is enabled, this field is disabled for jobs with the pay type 'Salary'.

6

Reports To

The employee assigned as this employee's manager.

Only employees with R365 employee records can be assigned. The drop-down field will display their name and employee ID.

Employees cannot be assigned as reporting to themselves.

7

Rating

Rating associated with the employee for the job.

8

Primary

Indicates if the job is the employee's 'Primary' job.

Only one job can be tagged as 'Primary'.

If the employee only has one job, 'Primary' cannot be unchecked.

Field

Description

1

Payroll Status Indicator

The payroll status of the employee for the displayed payroll company.

Payroll status is not displayed when adding a job.

2

Payroll Company

Payroll company associated with the legal entity.

This field is not displayed when adding a job.

This field is blank when the legal entity is not associated with a payroll company.

3

Legal Entity

Legal entity associated with the location.

This field is not displayed when adding a job.

4

Job Title

Title of the job from the associated Job record.

This field cannot be edited if the employee has received any payroll payments associated with this job.

5

Pay Type

'Hourly' or 'Salary' pay type. If 'Hourly' is selected, the 'Pay Rate' field will be enabled. If 'Salary' is selected, the 'Annual Salary' field will be enabled. 

The pay type is only editable when adding the job.

An employee can only have one active job with the pay type of 'Salary'. Learn more about salary effective dates below.

6

Annual Salary

Annual salary for the employee associated with this job. Salary payments will be added to pay runs for this employee regardless of punch activity for this or other jobs.

This field is only displayed for jobs with the pay type 'Hourly'.

7

Job Effective Start Date

Date the job will be active and used for Payroll and Scheduling. Learn more about salary effective dates here.

This field is only displayed for jobs with the pay type 'Salary'.

8

Job Effective End Date

Date the job will be inactive and no longer used for Payroll and Scheduling. Learn more about salary effective dates here.

This field is only displayed for jobs with the pay type 'Salary'.

9

Worker Comp Code

The Workers' Compensation Class associated with the job.

Column

Description

Job Title

Name of the job.

Department

Scheduling department associated with the job.

Location

Location associated with the job.

Pay Type

Hourly or salary.

Pay Rate

Hourly rate of pay.

Annual Salary

Annual salary for jobs with a 'Salary' pay type.

Effective Start Date

First active date for the job for the employee. 

Effective End Date

Last active date for the job for the employee. 

Responsibilities

Job responsibilities for the employee associated with that job.

Rating

Job rating for the employee associated with that job.

Reports To

The employee assigned as this employee's manager.

Workers' Comp Code

The Worker's Compensation Class Code associated with the job.

Field

Description

1

Legal Entity Selector

Drop-down menu to select the legal entity that separation information is displayed for.

2

Payroll Company

Payroll company associated with the selected legal entity. 

3

Locations

All locations associated with both the employee and the selected legal entity.

4

Status

Employee's employment status for the displayed payroll company on the associated date (#5).

Hired - Employee was originally hired to the payroll company.

Separated - Employee was separated from the payroll company.

Rehired - Employee was rehired to the payroll company.

5

Date

Date the employee's payroll status was changed to the associated status (#4).

6

Type

Separation type. 

7

Date of Notice

Date employee gave notice for separation.

8

Eligible for Rehire

Indicates if the employee is eligible for rehire.

9

Notes

User-entered notes regarding the separation. 

10

 (Edit)

Click to edit the separation details. 

11

(Delete)

Click to delete the row. This option is only displayed for rows with a 'Separated' or 'Rehire' status and where the date is today or a future date. Deleting the row will abort the employee's pending employment status change. Only the row with the date furthest in the future can be deleted.

Field

Description

1

Break Waiver

When checked, this is used as part of break penalty rules.

2

Exclude Overtime

When checked, this will ensure that the employee does not receive any overtime pay on their timecard for any hours worked beyond the timeframe set for the OT Rule Group(s). If not set, this will default OT to over 40 hours in a week. This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups.

3

Exclude Labor Hours

When checked, this will exclude labor hours on the employee's timecard. This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups.

When this checkbox is checked, the hours associated with the employee will be omitted from the actual labor hours in reporting and the operations dashboard. This means, their labor hours will be discounted from reports that include actual labor hours.

4

Exclude Labor $

When checked, the employee's labor $ will not impact the total labor $ for their corresponding location(s). This helps to not skew labor calculations for scheduling and forecasting, and works in conjunction with Overtime Rule Groups.

When this checkbox is checked, the labor dollars associated with the employee will be omitted from the actual labor dollars in all reports and the operations dashboard that include this value.