Enhanced interface

Field descriptions: Employees

The following tables describe each field on the Employees list and Employee information page.

Employees list
Employee Information tab
Contacts tab
Cost Rates tab
Reimbursement Information tab

Employee list

Employees list field descriptions
Field	Description
Edit	Edit the details of a particular employee record.
View	View the details of a particular employee record.
Schedule	View the resource schedule of an employee.
Employee ID	Sort by unique employee ID.
Last Name	Sort by the last or family name of your employees.
First Name	Sort by the first name of your employees.
Primary contact name	Sort by the primary contact name of your employees.
Print As	Sort by the official printed name of your employees.
Delete	Select checkbox, then select the Delete button to delete an employee from Intacct permanently.
Add	Add a new employee record.
Delete	Delete all selected employee records from Intacct permanently.
Done	Return to the Company application map.
Export	Export a list view of all your employees in CSV, Excel, Word, or PDF format.

Employee information tab

Employee Information tab field descriptions
Field	Description
Employee ID	A unique ID for the employee. Many companies use "first initial, family name" as in "tsmith".
Primary Contact Name	If the employee is also an Intacct user (required to Expenses), select the same contact that you selected on the user's record. Otherwise, create a new contact record for the employee by selecting the Primary contact name dropdown menu and selecting Add. The primary contact name is the name that's used to reference the employee throughout Intacct, and in printed output. You can change this name, or change it just for printed output, as required.
Start Date and End date	The date that the employee started work, and (if applicable) their termination date. Start dates and end dates affect employee budgets. Therefore, be careful of entering the wrong starting and ending dates.
Title	The employee's current position in the company, such as software engineer.
NI number	Government identification number of the employee.
Employee Type	Select whether the employee works full time, part time, or is a contractor.
Status	Options: Active and Inactive. You can enter AP purchase invoices and issue payments only for active customers.
Placeholder Resource	Used only for the Projects application, especially with resource planning. Placeholder resources are unreal resources that represent a role or a "to-be-hired." For example, you might create placeholder resources for "Project manager," "Engineer," and "Tester" and then use those unreal resources to plan staffing for future projects. Placeholder resources can be added to a project and assigned to tasks, for the purposes of planning. However, you cannot enter timesheet entries or expenses for a placeholder resource.
Birth Date	The month, day, and year on which the employee was born.
Position, skill, or certification	Used only for the Projects application, especially with resource planning. You can assign any number of positions or skills to an employee. Filling out the employee's position and skill information allows you to track your employee qualifications and to find for project resources. Learn more about Define employee positions and skills.
Termination Type	If the employee has left the company, select the employee's termination status: voluntary, involuntary, deceased, disability, or retired.
Manager	Select the employee's supervisor by selecting the dropdown list. You can establish a hierarchy that reflects the organizational chart of your company. If when establishing this structure, the employee's supervisor is unselectable, select New to add the supervisor as an employee. Normally, Manager is an optional field. However, if you want to route the approval to the employee manager in a purchasing approval process, you must select a manager.
Gender	Select the employee's gender.
Class	Select a class associated with the employee.
Location	Select a location where the employee works. This box is required only: For multi-entity companies. When you assign the employee to a location, Intacct knows which base currency to use for that employee's expenses. The location populates on timesheets automatically using Sage Intelligent Time (SIT).
Department	Select a department that the employee works in. The department populates on timesheets automatically using SIT.
Customer	Select a customer to which the employee's time is allocated. This reflects the vendor associated with the time entry. The customer populates on timesheets automatically using SIT. For more information, go to About customers.
Supplier	Select a supplier to which the employee's time is allocated. This reflects the customer associated with the time entry. The supplier populates on timesheets automatically using SIT.
Item	If your configuration includes a Track time by option that uses item, you can set a default item for each employee. The item populates on timesheets automatically using SIT.
Time allocation	Select an allocation for the employee. This value distributes the hours worked automatically on the employee timesheet using SIT. For more information, go to Enable allocation to distribute expense entry configuration.
Expense distribution	Select an expense distribution for the employee. This value distributes employee expenses automatically using SIT. For more information, go to Enable allocation to distribute expense entry configuration.
Default Currency	This field appears if your company uses multiple transaction currencies. Your base currency is the default. But, you can select a foreign currency as a default for an employee. For example, your company is based in the United States with a base currency of USD. However, you have a sales office in Montreal, Canada with several employees. Use CAD (Canadian dollars) for their expense reports and payments. If an employee transfers from Montreal to Paris and wants to be paid in Euros, you can override the default currency from CAD to EUR. This default does not set a default for the transaction currency of the expense line items.
Earning Type	To post this employee's labor costs to one or more General Ledger accounts, select the down arrow and then select an earning type. Leave this box blank if you are not posting this employee's labor costs to a GL account. To change an employee's earning type, post the employee's last timesheets to the GL. A subscription to the Intacct Projects application is necessary to be able to post labor costs to the GL.
Post actual labor costs with variance	Available only for the Salary earning type. Select this checkbox to post this employee's actual labor cost to the GL variance account specified when you configured the Intacct Projects application. For example, the employee submits a timesheet for 45 hours for 1 week. The cost of the extra 5 hours is posted to the variance account.
1099 Eligible	Select the checkbox if this employee will be used as a contractor in the US.
1099 Name	Generally this name matches that in the Primary Contact Name box. Type up to 100 characters in this box.
Attachment Folder	Select the dropdown list to associate an attachment folder with this employee. The employee can then file paperless expense reports and view the contents of this folder but not the contents of other employee's attachment folders. Print a list of employees. Then create all the attachment folders at one time. You can create these folders from this tab or from Company > Setup > Attachment folders. The employee can attach any type of file to the folder, including scanned images, spreadsheets, or text documents. Attached files are uploaded to Intacct for permanent, safe storage.

Contacts tab

Contacts tab field descriptions
Field	Description
Category	You define the categories that you need for identifying your employee's contact information. A category could be a title, such as Purchasing, or a location, such as Office. This information is not used elsewhere in Intacct.
Contact	You can find or add a Contact. Contacts must exist before you can assign one to an employee.
Rows	Select Add to add a row.

Cost rates tab

Cost Rates tab field descriptions
Field	Description
Hourly rate	The hourly rate at which the employee is paid. New or updated hourly rates automatically replace any earlier rates. Only Business Users and Administrators can enter the cost rate.
Salary	For salaried employees, the hourly rate is determined by dividing the employee's yearly salary by the number of hours worked in one year (2080). Only Business Users and Administrators can enter the cost rate.
Start date	The date that the employee started working for your company.

Reimbursement information tab

Reimbursement Information tab field descriptions
Field	Description
Preferred payment method	Gives the default method of payment for this employee. You can always override the employee's default payment method when you select AP purchase invoices to be paid. However, specifying preferred payment methods for employees allows you to filter reimbursed expenses to show only those employees to be paid by cheque, ACH, or another payment method.
Merge payment requests	Displays all payment requests made by an employee as one payment request.
Send automatic payment notification	Sends automatic payment notifications to an employee. To send automatic notifications, you must verify that the employee has a valid email address related with their contact information.

Select an option to enable service and set up payment details, as specified below. Be sure to contact your employee for this information.

Fields are grouped by country and file type.

ACH files

Enable setup field descriptions
Field	Description
ACH bank routing number	Routing number of the employee's account.
Account number	Employee's account number.
Account type	Employee's account type: either a current account or savings account.
Account classification	Specify whether the employee's account is a personal or business account. If the employee is an individual contractor using a personal account, select Personal (PPD). If the employee uses a business account, select the classification code that your bank uses for ACH payments made to business accounts (CTX or CCD). If you do not know your classification code, contact your bank.

Australia bank files

Bank files field descriptions
Field	Description
Payment country	Select Australia.
Creditor account number	Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor account name	Enter the name you want to associate with the creditor current account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BSB number	Enter the six-digit bank branch number of the supplier or employee bank.
Reference,	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the Reference field.

France bank files

Bank files field descriptions
Field	Description
Payment country	Select France.
Creditor IBAN	Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor name	Enter the name you want to associate with the creditor current account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BIC	Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.
End-to-end identifier	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

Ireland bank files

Bank files field descriptions
Field	Description
Payment country	Select Ireland.
Creditor IBAN	Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Creditor name	Enter the name you want to associate with the creditor current account. The character limit for the account name is 32. Use only alphanumeric characters
Creditor BIC	Enter the Bank Identifier Code for the account. This is a unique identifier assigned by SWIFT for international payment processing.
End-to-end identifier	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the End-to-end identifier field.

South Africa bank files

Bank files field descriptions
Field	Description
Payment country	Select South Africa.
Homing account number	Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Homing account name	Enter the account holder's name for the supplier or employee bank account to which payments are made.
Homing branch	Enter the six-digit bank branch number of the supplier or employee bank.
Type of account	Enter the account type for the supplier or employee's bank account to which payments are made. Value must be 1, 2, 3, or 4.
Beneficiary account code	Enter the beneficiary account code, alphanumeric up to 13 characters.
Proof of payment flag	Enter True, T (Yes) or False, F (No) to specify whether you want the proof of payment printed when the bank file payment batch is authorized.
User reference	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 20 alphanumeric characters in the User reference field.
Creditor code	Enter the creditor code for the supplier's Standard Bank account. This option appears when you select Standard Bank NAMPAY SSVS Pre Format as the file format for your current account.

United Kingdom bank files

Bank files field descriptions
Field	Description
Payment country	Select United Kingdom.
Payment currency	Select the currency for supplier payments and employee reimbursements. EUR: This option uses the SEPA bank file format to make payments in EUR currency. GBP: This option uses a UK bank file format to make payments in GBP currency.
Creditor account number	Enter the account number for the supplier or employee's bank account to which payments are made. Account numbers cannot begin with a space.
Beneficiary name	Enter the name you want to associate with the beneficiary current account. Consult with your bank to determine the character limit for the account name. Use only alphanumeric characters.
Beneficiary sort code	Enter the six-digit bank branch number of the supplier or employee bank.
BACS reference	Enter a meaningful reference number to connect the bank file and the employee expense reimbursements to be paid, enabling payments to be tracked. In the bank file, the reference number used depends on how many expenses are included for an employee reimbursement. The payment is for one expense reimbursement When there's a reference number on the expense, the payment file uses the expense reference number. When there's no reference number on the expense, the file uses this employee reference number. The payment is for multiple expense reimbursements When the expenses have the same reference number, the payment file uses the expense reference number. When the expenses have difference reference numbers, the file uses this employee reference number. Enter a maximum of 18 alphanumeric characters in the BACS reference field. You can make this a required field for UK suppliers and employees by selecting BarclaysNet Payment Ref file format for your UK current account.