Employees: Employees: Contracts

To get started, navigate to the Employees app.

This brings you to the blank contract form. On the top section of the form, complete the following general fields:

• Contract Reference: Choose a unique reference name for a specific time period. (e.g. <employee name> 20XX)

• Employee: The employee's name will be populated based on the employee record.
  

• Contract Start Date: This field will auto-populate with the current date but it can be edited should the contract have begun earlier or later than the date the record is created.

• Contract End Date: This field is not required, but can be set if there is a defined and agreed upon ending date for it.

• Salary Structure Type: For all states in the US, select "USA Employee" from the drop-down menu. This Salary Structure Type is part of the Hibou module. It is preconfigured with data for all states. If you need assistance, please contact us. Note: Payroll Forms will not appear unless you have selected "USA Employee" for the Salary Structure.

  • Payroll Forms: This field is part of the Hibou module, and refers to Federal Forms 940, 941, and/or W4, and this is a required field. From the drop-down, begin typing and select CREATE AND EDIT... to create an entry for this employee. Doing so will bring up a modal window where you'll enter all applicable information, which we will cover in the section below.

• Working Schedule: Select The employee's working schedule.
  

• Commission %: If applicable, enter the commission percentage. Note that this and the following fields are added with the installation of the Hibou Commissions module.
  

• Admin Commission %: If applicable, enter the commission percentage for Admin.

• Department: This field will be populated based on the employee record; however, you can change it or leave it blank.
  

• Job Position: Select the employee's job position if you'd like it to appear on the contract.

• Contract Type: Assign the appropriate contract type.

• HR Responsible: Select the person responsible for validating the employee's contracts.
  

Creating Payroll Forms

This section covers portions that are part of the Hibou module.

• Employee: The employee's name will be populated based on the employee record.

• Description: Enter a short name for this form as this is what will appear in the drop-down options on the previous page. (e.g. Paul Williams Payroll Forms)

Federal

• Form 940 - Federal Unemployment

• • Federal Unemployment Rate: This will be auto-populated based on federal data. Verify the unemployment rate entered.

• Form 941 / W4 - Federal Income Tax: Fill out each field with the employee's provided information.

• • FICA Exempt: Select if the employee is exempt from social security and medicare withholding (eg. F1 student visa, ex-patriot, etc.).

  • Filing Status: Select federal income tax filing status per employee's most current W4. 

  • Allowances (Old W4): Enter the number of allowances per employee's most current W4.

  • Is Nonresident Alien: Select if appropriate.

  • Multiple Jobs Checked: Select if the employee has indicated they work multiple jobs.

  • Dependent Credit: Enter the calculated dollar amount for tax credit for dependants. 

  • Other Income: Enter the calculated dollar amount for other Income.

  • Deductions: Enter the calculated dollar amount for deductions.

  • Additional Withholding:  Enter the calculated dollar amount of additional withholding per employee's most current W4.

State Information and Extra

• Applied State: Select the Employee's state in the dropdown menu, and further form fields may appear. Complete those fields with information from the employee's state-specific withholding forms. 

• Workers' Comp Code (Employee Withholding): Code for a Rule Parameter, used by some states or your own rules.

• Workers' Comp Code (Employer Withholding): Code for a Rule Parameter, used by some states or your own rules.

For more information on US State Filing, please refer to our USA State Payroll Rates + Resources documentation.

When all information has been entered, click SAVE. This will bring you back to the employee's contract from where you'll continue entering information.

Returning to the employee contract, under the Contract Details tab:      

• Notes: Enter any other applicable information.