Employee Management (U.S.)

OBJECTIVE

The Employee Management (U.S.) function is used to gather all relevant information on employees to produce U.S. payrolls and run additional module options.

 

PREREQUISITEs

• Security Groups
• Define Regions
• Union Management
• Define Work Categories
• Define Earning/Deduction Codes

 

Steps

maestro* > Time Management > U.S. Payroll > Employees > Employee Management (U.S.)

 

Create an employee

1. Enter the required information:

Field	Description
Number	The number is generated automatically by maestro* when the record is saved, but it is entered manually.
Last Name	Employee's last name.
First Name	Employee's first name.
Alpha Code	Code, other than the number, used to identify the employee. NOTE: You can use this code in all hour entry screens to have maestro* find the employee.
Status	Display the selected employee’s status.

2. Enter the required information in the Employee ID tab:

1. Employee ID section:

In the Province/State field, if the user selects a state that has been defined in Define Withholding Tax, the work state in the Withholding tab takes the value of this field. If this state is not supported by maestro* but has been defined using a state model, the work state in the Withholding tab takes the value of the Province/State field and the template state is displayed in the State’s Model field.

 

Field	Description
Linked Employee:	Links two records with different characteristics and work for a given employee.
Grouping	Used to associate an employee with a group to filter payroll reports.
Date of Birth	Displays the employee's birthday in event calendars.
Language	Determines the language in which the cheque or pay slip is printed.
Ethnicity	Ethnicity of the employee. NOTE: This information will be used in the Certified Payroll Report.
Gender	Gender of the employee. Possible values include male or female. NOTE: This information will be used in the Certified Payroll Report.
Work Company	Indicates the company in which the employee is available for entering hours. NOTE: Applies to multidimensional mode only. If a value is not specified, the employee is available in all companies.
Payroll Company	Indicates which company is responsible for the employee and prepares the W-2 Wage and Tax Statement slips for this employee. NOTE: Applies to multidimensional mode only.
Security Group	Indicates the security group to which the employee belongs. This group is linked to Security Management and employee access.

2. In Case of Emergency section:

Field	Description
Name	Name of the person to contact in case of emergency.
Phone	Phone number of the person to contact in case of emergency.

3. Hiring section:

Field	Description
Date	Date printed on the record of employment in box 10 - First day of work.
Number	Employee number
Seniority	Year of seniority

4. Layoff section:

Field	Description
Date	This date cannot be changed and is from the layoff of the employee.
Number	Departure number specified when the employee is laid off.
Temporary Layoff	If the layoff was indicated as temporary in the Layoff Type in the Layoff option, the box is checked.

5. Layoff History section: this section displays the dates of the latest layoffs.
6. Other section:

Champ

Description

Supplier

Allows user to identify the supplier for which the hours are followed. NOTES: This code is issued from Supplier Management. If the Supplier Invoice Reconciliation option is installed and by specifying a supplier, the hours and bonuses entered in the various hour entries will be posted, but no pay cheque will be issued to the employee because the employee is considered a supplier. The cost of these hours is charged to various projects and an accrual is created. When the supplier's invoice is received, the user can consolidate the hours (accrued) with the supplier's invoice by using the Supplier Invoice Reconciliation option. For more information on using this function, refer to help under Reconciling Supplier Hours.

7. Notes section: the note entered is displayed in a Memo field when the employee is selected in the various entry screens of maestro* if this function is configured in Preferences.

3. Enter the required information in the Payroll Information tab:

1. Payroll Calculation section:

Field	Description
Salary Type	Indicates the employee's pay frequency. Available values: Time Hourly rate defined. Monthly Rate is monthly. Weekly Rate is weekly. Bi-Weekly Rate is bi-weekly. Semi-Monthly Rate is twice per month.
Number of Hours	Number of hours paid by default for a pay frequency. This field is used by the Compile and Load Project Hours function.
Hourly Rate	Hourly or total amount based on the frequency defined in the Salary Type field. NOTE: The hourly rate entered for an employee is automatically saved for the employee in Define Hourly Rates.
Maximum Payable	Allows to indicate the maximum number of hours payable to an employee per pay period. NOTES: When a value is entered in this field, all hours paid to the employee will be paid at regular rate. If there is a value in this field, the Compile and Load Project Hours option will take into consideration the entered value.
Start Banking Hours After	The number of hour’s accumulated or required before the additional hours will begin to be accumulated or banked. This field is only used if the hours are from projects.

2. Balances section: these fields contain the total cumulative amounts for the employee since the first cheque or pay slip was printed. These balances are updated after cheques or pay slips are printed. Balances can be corrected manually. The Cancel a Pay function adjusts the balances.
3. Default Values section:

Field	Description
Sector	Employee's default sector.
Annex	Employee's default annex.
Region	Employee's default region.

4. Miscellaneous section:

Field	Description
Work Category	Indicates the employee's work category.
SSN	Indicates the employee's US SSN number.
WC/CSST Rate	Indicates the employee's WC/CSST rate.
Occupation	Indicates the employee's occupation.

The Define Work Categories field is mandatory for saving the employee's record.

5. Vacation Pay Rate section:

Field	Description
Vacation Rate	Earned vacation in %. If a rate is not specified, maestro* uses the rate in Define Employment Categories during payroll calculation. NOTE: You can enter a vacation percentage for sector 0 (not controlled) and sectors 1 to 5.

6. Group Insurance section:

Field	Description
Start Date	Allows to note the effective date of the employee's group insurance.
Group Insurance	Allows to select the group insurance to which the employee is entered. The table field in the Group Insurance section are updated based on the selected insurance.

 

The deductions can be entered directly in this table or by using the Define Group Insurance function.

7. Pension Plan section:

Field	Description
Deduction	Allows to note the employee's or employer's deduction.
Rate	Allows to note the employee's or employer's withholding rate.
Hourly Rate	Allows to note the employee's or employer's hourly withholding rate.

 

It is possible to use the Define Pension Plan function for more complex calculations.

8. Garnishee section:

Field	Description
Amount	Amount of garnishee to be deducted from gross earnings.
Deduct Provincial / State	If the box is checked, tells maestro* that the amount deducted must be deductible from source tax.
Deduct Federal	If the box is checked, tells maestro*that the amount deducted must be deductible from source tax.
% Salary	Percentage of garnishee deducted from gross, net or basic net pay.
Amount On Net Pay	Garnishee amount to be deducted directly from the net pay.
Maximum Amount	Maximum amount to be deducted at each payroll calculation.
Reference No.	Specify the alimony number.

9. Direct Deposit section:

If this information is not completed, the employee is paid by cheque instead of by direct deposit.

 

Field	Description
Transit No	Financial Institution Transit number used for direct deposit. NOTES: The transit number is composed of the number of the financial institution followed by the transit of the branch. Nine characters are required for banking institutions with NACHA specified in the bank account configuration. For other financial institutions, the transit number can include a maximum of 8 characters.
Account	Employee's account number.
Type	Type of account to which the deposit will be posted. NOTES: The two possible values are savings account or checking account. If you click on the small square to the right of the Type field, the bank deposit can be divided among four separate bank accounts (three for salary and one for reimbursed expenses). For each account, the transit numbers (in the same format as above), account number and maximum to be deposited must be specified. Maestro* deposits the maximum pay amount specified in the first bank account, deposits the balance in the second, again to the maximum specified, and so on. For the expense reimbursement account, only the expense bonuses portion will be deposited into this account.

4. Enter the required information in the Project Time tab:

Field	Description
Cost	Enter a cost amount (including social charges) for the employee's single, half or double time. This amount is entered as labour in the project's expenses if the "fixed cost" method is used. NOTE: No value needs to be entered if fringe benefits are used.
Selling	Selling cost used in cost plus invoicing.
Overtime Calc. Code	Allows to select an overtime calculation code from the Define Overtive Calculation Parameters option. NOTE: The overtime calculation program will be determined according on the following priority: Calcultation code indicated in the employee's file Calculation code indicated in the trade Calculation code indicated in the activity Calculation code indicated in the project Calculation code indicated in the work category
W/C - CSST Activity	Default W/C - CSST activity to use when entering project time. NOTE: The W/C - CSST code is defined in the Define W/C - CSST option.
PBB Activity	Default PBB activity to use when entering project time. This activity only concerns electricians. NOTE: The PBB code is defined in the Define DWRB Activities option.
Default Equipment Code	Equipment code linked to the employee. NOTES: Maestro* automatically inserts a line in project time entries when one is entered for the employee. Maestro* uses the same project as the employee's. If the Service Management module is installed, the default equipment code allows to link a truck to the inventory location. Thus, in the return from a service call, if an employee has a default equipment code and this code is linked to an inventory location, the Location field will be completed automatically.
Additional Equipment Codes	Additional equipment code linked to the employee. It is possible to define a maximum of additional equipment codes (Codes 2 to 5). NOTES: Maestro* automatically inserts a line in project time entries when one is entered for the employee. Maestro* uses the same project as the employee's. In the Service Management module, maestro* automatically inserts a line in the return from a service call for each equipment code when a time entry is done for the employee.

1. Departmental Accounting sub-section:

Field	Description
Project, Activity, Group	Used to reconcile project and payroll entries. NOTE: During Payroll Reconciliation, maestro* stores the payroll vs project overtime and reduces the the bank of hours when the payroll hours are less than the project's. The generated project entries use this project, activity, and groupe.
Internal Labour Allocation	Used to charge hours on an internal activity and group. NOTE: Maestro* allows to isolate marked up prices from real salary costs at the project level and, eventually, at the general ledger level. This functionality can be used to record an inter-departmental income for employees who work in more than one department at the same time. The project's income, which is not a real income, comes from the calculation of the marked up salary cost at specific percentage, which varies from one project and employee to another.
Rate	Increased rate application to the employee's hourly rate. NOTE: The rate must be configured in the Configuration option.
Occupation Type	The employee's occupation type. This type is only used for Work Order Invoicing and has no impact on the payroll calculation. NOTE: The occupation code is predefined in the Define Occupation Types option.

2. Default Values in Time Entry sub-section:

Field	Description
Activity	Labour activity that will be displayed by default in the different hour to project entry options.
Group	Salary group that will be displayed by default in the different hour to project entry options.

5. Enter the required information in the Other Modules tab : This section contains information about employees that will be used in the Projects and Service Management modules. By completing this section, the employee will be configured throughout maestro*.

Enter the required information in the Autres modules tab:

1. Dispatch section:

Field	Description
Always Receive a Full Schedule	When checked, indicates the employee is available to receive a full dispatch schedule.
Available in the Dispatch	If this box is checked, the current employee will be available in dispatch options.

2. Service Call section:

Field	Description
Service Occupation	Used to indicate the employee's service occupation.

3. maestro*MOBILE section:

Field	Description
maestro*MOBILE employee access	If checked, indicates the employee has access rights to maestro*MOBILE.
User No.	Used to select the employee's user number.
Can create calls from MOBILE	If checked, indicates the employee has the necessary rights to create service calls in maestro*MOBILE.
The user can modify equipment in Service Contracts	If this functionality is activated, the use will be able to modify pieces of equipment in servicce contracts.
Can create work orders from MOBILE	If checked, indicates the employee has the necessary rights to create work orders in maestro*MOBILE.
Can send and transfer orders	If checked, indicates the employee can send and transfer orders in maestro*MOBILE.

6. Enter the required information in theBonus and Deductions tab:

1. Default Bonuses and Deductions: Select a code from the defined list. This field is linked to the Define Earning/Deduction Codes function.

The Define Earning/Deduction Codes function is used to define anything not associated with an hourly rate.

 

Field	Description
Code	Code of the premium or deduction to be deducted by default from the employee. NOTE: The code comes from the Define Earning/Deduction Codes option.
Description	The premium's or deduction's description.
Quantity	Entered based on the factor determined in the bonus or deduction.
Base	Used to define the way the premium needs to be calculated when the quantity is 0. If the defined quantity is more than or equal to 1, the Base column will be unavailable. Available values: Worked Hours Maestro* uses the calculation on the bonus amount entered versus the total number of hours paid. Paid Hours Maestro* uses the calculation on the bonus amount entered versus the hourly rate and number of hours. Ex: 1 hour regular time + 1 hour double time = 3 hours paid. Hours - Regular Maestro* uses the calculation on the bonus amount entered versus the number of hours paid at regular time only. Worked Hours - Overtime Maestro* uses the calculation on the bonus amount entered versus the number of total overtime hours worked. Paid Hours - Overtime Maestro* uses the calciulation on the bonus amount entered versus the hourly rate and number of overtime hours. Work Hours - Double Maestro* uses the calculation on the bonus amount entered versus the total number of double-time hours. Paid Hours - Double Maestro* uses the calculation on the bonus entered versus the hourly rate and the number of double-time hours. % Gross Income Maestro* uses its calculations on the salary including taxable bonuses. % Salary exclusing bonuses Maestro* uses its calculation on the salary, excluding taxable bonues. % Gross income (including vac. and holidays) Maestro* uses its calculation on the salary, including vacation days and statutory holidays. Other Indicates that the calculation will be done according to the equation determined in the Formula field. Net Income Maestro* uses its calculation on the net income. Basic Net Maestro* uses its calculation on the net income, taking union deductions into account. Gross Salary - Basic Dedcution - Unin Deductions NOTE: Basic deductions are RRQ/RPC, Employment Insurance, RQAP, Federal and Provicial Tax Amounts. Basic Net (Gov. deductions only) Maestro* uses its calculation on the net income, disregarding union deductions. Gross Salary - Basic Deductions NOTE: Basic deductions are RRQ/RPC, Employment Insurance, RQAP, Federal and Provicial Tax Amounts.
Salary Source	Determines the salary source to perform the bonus or deduction calculation. Available values: Federal Includes all federal taxable income. Provincial Includes all provincial taxable income. Committee Includes all incomes and bonuses that affect the committee salary. Union Includes all incomes and bonuses that affect the union salary. Pension Plan Includes all incomes and bonuses that affect the Pension Plan salary.
Maximum Type	Indicates maximum type defined in the Define Earning/DeductionCodes option.
Bonus Maximum	Indicates the maximum amount to be taken from or added to the payroll, according to the bonus or deduction type. Field defined in the Define Earning/Deduction Codes option. NOTE: The Employee Maximum field prevails over the amount entered in the Bonus Maximum field.
Employee Maximum	Make a double-clic to enter the maximum bonus amount for this employee.
Permanent	Check this box to calculate the bonus or deduction, even if the employee has no pay. NOTE: It is possible to calculate a deduction for a temporarily laid-off employee if the bonus type us 1-Deduction.
Maximum	Maximum cumulative amount of deductions. Once this maximum has been reached, deductions and payments stop.
Reference No.	Field for information purposes only.
Sector	Sector to which the bonus should be applied. All The bonus applies to all sectors. Sectors 1 to 5 The bonus applies to controlled sectors. 0, 1, 2, 3, 4, 5 Sector for which the bonus should apply. NOTES: If an amount is entered in the Quantity field, the sector must be selected. Also applies to code -4. By default, the employee’s sector is displayed.
Formula	Equation used to calculate bonuses and deductions when the Base is Other. NOTE: Example of an equation: SALREG+PRIME.TRVL to indicate that the calculation must be done on the regular salary plus the "TRVL" bonus. For more information on all available values, please refer to the appendix of the Define Earning/Deduction Codes option.

2. Default Pension Plan section: select a code from the defined list. This section is linked to the Define Pension Plan function.

Field	Description
Code	Pension plan code.
Description	Displays the pension plan description.
Quantity	Entered based on the factor determined in the bonus or deduction.
Maximum	Defined according to the maximum determined in the bonus or deduction.
Permanent	Calculates the Pension Plan bonus even if the employee does not have a pay.

7. Enter the required information in the Withholding tab:

1. FederalSection:

Field	Description
2020 W4 Form	Allows to choose between the old W4 form of the new 2020 W4 Form. See below:
Filing Status	Filing Status of the employee for the purpose of calculating federal income tax.
Old W4 Form
No. of Allowances	Used to enter the number of allowances claimed on line 5 of the W-4 tax form.
Add. Withholding	Additional withholding amount to be calculated for the payroll, if applicable. NOTE: The additional withholding amount is added to the amount of income taxes to be paid each pay period.
Nb. of Dependents	Number of dependents the employee has.
Tax credit	Tax credit amount to be calculated for the payroll, if applicable. NOTE: The tax credit amount is subtracted from the taxable income each pay period.
2020 W4 Form
Has Two Jobs	Allows to indicate the employee has two jobs.
Amount for Dependents	Allows to enter the amount for the employee's dependents.
Other Income	Allows to enter the amount gained from other incomes.
Deductions	Alows to enter the deduction amounts.
Additional Withholding	Additional withholding amount to calculate on the payroll, if applicable NOTE: The additional withholding amount is added to the amount of tax to pay for each payroll period.

2. State section:

The following fields may vary depending on the state selected.

 

Field	Description
State of Work	Used to link to the state for which deductions must be made. NOTE: Only the States defined in Define Withholding Tax as States for Payroll calculation are available in this field.

3. Taxable Benefits section: This section is used to enter the taxable benefits amounts which will be calculated for the employee's pay.
4. Exemption Key Income Tax section: Checked boxes are excluded from the payroll calculation.

8. In the Accumulators tab, enter the Code and set the counter to Active or Inactive by checking the box provided for this purpose. This tab is linked to the Human Resources Management function.
9. In the Trades and Unions tab, enter the default Trade Code for the employee with their years of apprenticeship and union, if applicable. You can also define multiple trades for an employee and link default union codes to trades by checking the Activate Specific Settings by Trade box.

If user checks the trade codes for an employee, only the checked trades will be available when entering hours.

10. The Events tab is a view-only tab. It is used to view events linked to this employee. This tab is available with Human Resources Management.

The Cumulative Amounts and History tabs are for information purposes only. They are used to review information specific to the employee. To change an employee's cumulative amounts, refer to the appendix.

11. Click Save.

 

See also

• Define Groups
• Supplier Management
• Preferences
• Enter Hours
• Union Management
• Define Committees
• Define Pension Plan
• Define Accumulators
• Define Hourly Rates
• Define Withholding Tax (U.S.)
• Supplier Invoice Reconciliation
• Certified Payroll Report

 

APPENDIX

Changes to an employee's cumulative amounts

The Edit Employee Cumulatives icon is used to enter an employee's cumulative amounts in the following situations:

• To update an employee's cumulative amounts when the maestro* software is installed.
• To make manual corrections, if necessary, to print government forms quickly.

To change an employee's cumulative amounts:

1. Select the employee.
2. Click the Edit Employee Cumulatives icon.
3. Select the year to be changed and the State of the employee.
4. Enter the amount of the adjustment (positive or negative) in the Modificationcolumn.

For example, the employee has an amount of $1,500.00 in state income tax and the corrected amount should be $1,700.00. You must therefore enter an amount of $200.00 in the Modification column for the total amount to be $1,700.00.

5. Click Save.

The changes made are automatically updated on saving.

 

Last modification: March 19, 2025