Employees → General → Summary tab

Each area contains a Pencil Icon and Edit link. Clicking these will take you to that page of the employee profile. 

• Select View List or the forward/back arrows at the top of the page to navigate between employees.
• The pencil icons (Edit) are shortcut links that will take you to the page where the information in that section is located.

Select the Pencil Icon to navigate to the specific employee section.

Fields Defined by Section

Employee Name & Address

Name: Employee’s legal name as it will appear on their W-2

Address 1: Line one of the employee’s address

Address 2: Line two for Unit or Apt number entry

City/State/Zip Code: associated with the home address

Personal Information

SSN: Social Security Number

Birth Date: Employee’s date of birth

Marital Status: (Optional) Employee's marital status; this field is for recordkeeping only and does not relate to the tax filing status

Work Email Address: Enter the email the employee would like to use to access Employee Self-Service. Personal email addresses can be used in this field if preferred for Self-Service

• Employee Self-Service allows employees to view their information, paystubs, and W-2s.  It is accessed on a desktop, mobile device, or the Heartland Payroll+ Mobile app found on iOS and Android app stores

Personal Email: Personal email to have on file (Optional)

Office Phone/Mobile Phone:(Optional)

EEO & Veteran Information

Gender:(Optional)

Ethnic Origin: (Optional) assign for EEO Reporting

Disability:(Optional) set for EEO Reporting

Disabled Veteran/Vietnam Veteran: (Optional) Used to track Veteran status

Tax Information

Fed Filing Status: Filing status based on the W-4 from the employee

State Filing Status: Filing status is based upon the individual state tax withholding form. The status types vary state-to-state.

Fed Exemptions/Fed Dependents:  Number of exemptions the employee is claiming, or the dependent credit amount

• Depending on the W-4 year and employment hire date, the Fed Exemption or Fed Dependents line will be available
• Employees hired after 01/01/2020 only allow for the Dependent Credit amount

State Exemptions: State-specific exemptions amount or percentage, when applicable

Work Location: Choose where the employee will work; our system utilizes this to determine state and local taxation. Reach out to your payroll team if you need a new Work Location added.

Res Location: Allow default, the information auto-populates from the employee’s home zip code

School District: Displays the school district that the employee’s taxes contribute to (if applicable)

Pay Information

Pay Group: Assign pay group. Pay Groups can be set up to group employees for different pay rules, such as; pay frequencies, locations, or to separate reporting

Pay Type:

• Hourly: hours vary each pay period and are entered or imported each payroll. Taxable employee, earnings are reported on Form W-2
• Auto Hourly: hours entered in this field are automatically paid each payroll. Taxable employee, earnings are reported on Form W-2
• Salary: employee receives a fixed, regular payment amount automatically each payroll; no action is needed. Taxable employee, earnings are reported on Form W-2
• Manual Salary: Nothing is paid unless a salary amount is entered or imported into the payroll grid. Taxable employee, earnings are reported on form W-2
• Commission Only: Employee only receives commission; amounts are entered to be paid. Taxable employee, earnings are reported on Form W-2
• 1099: Earnings are reported on Form 1099 NEC, Non-employee Compensation
• 1099 Hourly: Earnings are reported on a Form 1099 NEC, Non-employee Compensation, pay based on hours x rate

Frequency: The frequency which the employee will be paid (important for correct tax calculation)

Normal Hours: Populates the normal hours associated with the pay frequency. Override as needed, if the pay type is Auto Hourly.

Effective Date: Effective date that the current pay information begins 

Annual Salary: Employee’s annual salary 

Per Pay Salary: Based on the number of pay periods annually and their normal hours

Hourly Rate: Breakdown of the annual salary in an hourly wage format

💡 Enter pay information in any of the three pay fields, Annual Salary, Per Pay Salary, or Hourly Rate, and the other two will calculate automatically based on the employee’s Frequency and Normal Hours.  This is by design for calculation purposes. The Pay Type determines how the employee is paid (for example, hourly vs. salary), and the appropriate associated pay field will be used to determine the employee’s pay.

Organization Fields

Division/Department: Assign the employee’s division/department,assists with Labor Allocation and Job Costing

Jobs: Assign the employee’s job for Labor Allocation and Job Costing (Optional)

Assigning Organizational Hierarchy at the Employee level, will recur for each payroll. This can be overridden individually using the Time Entry Grid.

Employment Information

Legal Company: Account assigned to the employee

Employee #: Employment number associated with the employee

Status: Active, Inactive, Terminated, reach out to your Payroll Support Team to add more status types

Hire Date: Employment begin date

Adjusted Service Date: Employment adjustment date, if applicable

Employment Category: Full-Time, Part-Time, Temporary, Seasonal, reach out to your Payroll Support Team to add more categories

Job Information 

All Job fields are optional.

Effective Date: Effective date for the job classification

Job Code: Job code related to the classification

Job Title: Title associated with the classification 

Job Group: Grouping based upon the job assignment

FLSA Exempt: (Optional)

Seasonal Job: (Optional)

Union Job: (Optional)

EEO Category: (Optional)

Workers Comp: When applicable

Manager/Supervisor: Manager/supervisor assigned for the employee, relates to the Self-Service portal.

Labor Fields

Optional, related to labor distribution. If hours and wages need to be separated as a default between different earning codes or division/departments, you can set that up to occur every payroll here. If you adjust in the Time Entry Grid it will only apply to that specific payroll run.