When setting up an employee in Core HR with Sage 300 integration, some fields are required to ensure a reliable flow of employee data between the two systems. To help you get familiar with this, we have detailed the required fields for Core HR and Sage 300 below to complete when adding a new employee.
If you would like additional information about the fields for Sage 300 integration and what they match with, you can refer to the following article.
Demographics Tab
The 'Demographic' tab should be the first section presented, which prompts you to fill out the Employee demographic information. Proceed through each tab (Personal, Employee, EEOC/Additional Info, User Defined, Cost Centers, & Account) and complete as many fields as possible.
You do not have to save as you navigate through each tab, but you must click Save when you are finished to create the Employee Record/Account.
The tabs and required fields for Core HR and Sage 300 integration are listed below in the following expandable sections.
The 'Personal' tab is for the employee's name, address, SSN, and any other key personal data.
Some fields contain hard-coded values and cannot be changed to preserve data integrity.
- First - (Required for Sage 300)
- Middle
- Last Name - (Required for Sage 300)
- Suffix
- Street 1 & 2
- City
- State - State values are pre-defined and cannot be changed.
- Zip
- Country - Country values are pre-defined and cannot be changed.
- SSN - (Required for Sage 300) Social Security Number
- Gender - (Required for Sage 300) Gender values are pre-defined and cannot be changed. The 'Gender' field can be used for the EEO-1 Report.
- Marital Status - Martial Status values are pre-defined and cannot be changed.
- Birth Date - (Required for Sage 300)
- Birth Location
- Home Phone
- Home Email - The email entered here will not be used for employee communication and is strictly for record-keeping. Email communication is reliant on the work email entered on the "Employee" tab.
The required fields may differ depending on your Core HR configuration. If an additional field should be required from the Administrator portal, please refer to the following article on how to make a field required.
The 'Employee' tab is for the employee's work-related information such as work contact information, employee status, manager(s) the employee is assigned to, and more.
The following fields are available on the 'Employee' tab:
- Employee ID - (Required for Sage 300)
- Work Email - (Required for Sage 300) The work email will be used for any system-generated emails such as Account Verification emails, Enrollment information, Time Off approvals, etc.
- Employee Status - Employee Status values are pre-defined and cannot be changed.
- ACA Status - ACA Status values are pre-defined and cannot be changed.
- Employee Type - The Employee Type values can be modified/updated from the related Field Value Setup page. For more information, you can refer to the following article.
- Benefit Status - Benefit Status values are pre-defined and cannot be changed.
- Pay Schedule - The Pay Schedule field will dictate the number of pay periods used within the employee’s compensation record. It will also be used to determine the number of pay periods used within the Benefit Management module. For more information about setting up your pay schedule, you can refer to the following article.
- Payroll Pay Group - (Required for Sage 300) The Payroll Pay Group values can be modified/updated from the related Field Value Setup page. For more information, you can refer to the following article.
- Change Effective Date - The 'Change Effective Date' field will appear any time the Employee Status, ACA Status, and/or Benefit Status fields are updated. This field tracks the employee’s status history and will be logged within the employee’s Benefits > ACA Profile > Employee Status History page. The Employee Status History is used for ACA reporting.
- Hire Date
- Original Hire Date
- Benefit Eligibility Date - Calculated by your benefit global waiting period if one has been configured. If a benefit global waiting period has not been configured, the calculated date will default to the day the employee is added to the system. The value created can be overridden by disabling the box and manually entering the data.
- Retirement Date
- Alt. Service Date 1/2
- Termination Date
- Termination Reason - The Termination Reason values can be modified/updated from the related Field Value Setup page. For more information, you can refer to the following article.
- Title
- Manager Checkbox- Allows the employee to be included in any "Time Manager" and "Performance Manager" menus.
- Work Flow Resource Checkbox - Allows the employee to be included as a potential resource for the Workflow Management module.
- Time Manager - The time manager should manage the employee time, time off requests, etc.
- Perf. Manager - The performance manager who should manage the employee performance.
- Work Phone & Ext.
- Mobile Phone
- Work Fax
- Hours Worked
- Department - The Department values can be modified/updated from the related Field Value Setup page. For more information, you can refer to the following article.
- Job Code - Can be used for mass assignments of evaluations if using the Performance module. The Job Code values can be modified/updated from the related Field Value Setup page. For more information, you can refer to the following article.
- Facility 1 - (Required for Sage 300) Facility 1 is used for EEO-1 Component 2 Reporting.
- Facility 2
- Additional Household Income
The required fields may differ depending on your Core HR configuration. If a field should be required from the Administrator portal, please refer to the following article for more information on how to make a field required.
The 'EEOC/Additional Info' tab contains fields to help administrators maintain compliance with EEOC.
The primary fields to consider are:
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Ethnicity - (Required for Sage 300) Ethnicity is used for EEO-1 Reporting.
- The ethnicity drop-down field will populate with the ethnicities entered from the respective field value setup page. For more information, you can refer to the following article.
- Occupation
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EEO Class - EEO Class is used for EEO-1 and Vets-4212 Report. EEO Class values are pre-defined and cannot be changed.
- 1.1 - Executive/Senior Level Officials and Managers
- 1.2 - First/Mid Legel Officials and Managers
- 2 - Professionals
- 3 - Technicians
- 4 - Sales Workers
- 5 - Administrator Support Workers
- 6 - Craft Workers
- 7 - Operatives
- 8 - Laborers and Helpers
- 9 - Service Workers
The 'User Defined' tab displays feeds configured by you or with Arcoro. Some fields should be configured to provide Sage 300 with the necessary employee information.
The fields can differ depending on your Core HR configuration, but can contain the following fields for Sage 300 integration.
- Certified class
- Work State - (Required for Sage 300)
- Rehireable
- Union
- Union Local
- Union Class
- Skill Level - (Required for Sage 300)
The 'Cost Centers' tab allows you to choose values defined from the Cost Centers screen. This allows you to job cost with the Time & Attendance of Core or is used with your Core HR to ExakTime integration if you have an ExakTime account set up.
In the example below, we have set up cost centers based on their region, division, and department.
For more information about the setup and use of Cost Centers, please refer to the following article.
The 'Veteran Status' tab allows the Administrator to track all the affirmative action efforts in employing veterans. The system will create a printable VETS-4212 form that can be sent to the US Department of Labor - Veteran's Employment & Training Service.
The final 'Account' tab allows you to create a username when the record is saved. Creating a username for the employee will create the Employee Account, send a verification email to the user, and allow them access to Core HR.
The username that is generated is based on a pre-defined format. For more information about the username format, you can refer to the following article.
Compensation Tab
Click Create Compensation Rate Record from the Actions drop-down menu.
- Start Date - (Required for Core HR) Indicates when this compensation record is effective
- Stop Date - Indicates when this compensation record should be marked inactive. If no end date is present, it is assumed it is the active compensation for this employee.
- Rate Code - (Required for Sage 300) Configured within the Field Value Setup. Reference the Field Value Setup article for more information.
- Employer Code - Used to tie the Employee's Compensation to the appropriate Employer with a company. For more information about employers and setting them up, you can refer to the following article.
- Notes - A field to add notes on the Employee's Compensation record.
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Pay Option
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Salary
- Per Pay Amount - Reflects the compensation the Employee receives per pay period. The Per Pay Amount will be converted to an Annual Amount by referencing the Pay Schedule Year that correlates with the year of the Start Date entered above. If a Pay Schedule does not exist for the corresponding year, then the Annual Amount will be equal to the Per Pay Amount entered into this field.
- Annual Hours Worked - Defaults to 2080 hours (8 hours/day x 260 days/year). Can be adjusted as needed.
- Overtime Rate - Reflects the compensation rate this Employee would receive for Overtime
- Other Rate - Place holder for any other compensation Rates that may need taken into consideration.
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Hourly
- Hourly Rate - Reflects the hourly compensation rate for this Employee
- Annual Hours Worked - Defaults to 2080 hours (8 hours/day x 260 days/year). Can be adjusted as needed.
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Salary
- Auto Pay - Indicates if Standard Automatic Pay should apply. Standard Automatic Pay means an employee is paid a flat amount every paycheck.
- Auto Pay Hours - The number of hours applied to Standard Automatic Pay. Auto Pay Hours should be used if changes to hours seldom occur for an hourly employee. This, in combination with rate, syncs how many hours the payroll will automatically add to the check if Auto Pay is active for that record.
After entering the employee's compensation information, click Add Record. After the record is successfully saved, click Cancel to return to the previous screen.
Taxes Tab
Federal Tax
Click Create Federal Tax Record from the Actions drop-down menu of the 'Federal Tax' tab.
- Year - (Required for Core HR) Select the appropriate Federal Tax Year
- Start Date - (Required for Core HR) Indicates when this Federal Tax Record is effective
- End Date - Indicates when this Federal Tax Record should be marked inactive. If an end date is not present, it is assumed this is the active Federal Tax Record.
- Override Amount - This is an optional federal override amount that overrides the withholding amount.
- Override Percent - This is an optional federal percentage that overrides the percentage withheld.
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Form W-4 Information - (Required) This information should match what was provided by the Employee when completing their Federal W-4, or updates made by the Employee to their Federal Tax information. A majority of these fields are optional.
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Filing Status - (Required for Sage 300) The status will default to Single or Married Filing separately
- Values displayed within the dropdown menu are controlled by the Year selected.
- Exempt
- Two Jobs
- Employee is Non-Resident Alien
- Dependents
- Other Income
- Deductions
- Extra Withholding
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Filing Status - (Required for Sage 300) The status will default to Single or Married Filing separately
Click Add Record when finished.
State Tax
After adding a Federal Tax Record, manually move to State Tax.
Click Create State Tax Record from the Actions drop-down menu.
- Start Date - (Required for Core HR) Indicates when the record is effective
- End Date - Indicates when the record should terminate. If the end date is not set, it is assumed it is an active record.
- Income Tax Filing State - If you do not see the desired value, or to add a new state to the dropdown menus, you must set up the state tax information. For more information, you can refer to the following article.
- Unemployment Filing State - If you do not see the desired value, or to add a new state to the dropdown menus, you must set up the state tax information. For more information, you can refer to the following article.
- Filing Status - Values found in this dropdown menu are defined by the 'Income Tax Filing State' selection. If you do not see the value needed, reach out to our Support Team for help.
- Active Filing
- Allowances
- Additional Withholding
- Additional Percent Withholding
- Exempt from State Tax
- Override Flat Amount
- Override Percentage
Click Add Record when finished.
Direct Deposit Tab
Click Create Direct Deposit Record from the Actions drop-down menu.
- Account Type - (Required for Core HR) Checking or Savings Account
- Bank Name - (Required for Core HR) Name of Bank
- Routing Number - (Required for Sage 300) The routing number entered will be validated to ensure it is a valid banking routing number (the routing number must be 9 digits).
- Account Number - (Required for Sage 300) Checking or Savings Account Number
- Deposit Type - (Required for Core HR) Should the Direct Deposit be a Percent of total pay, a Flat Amount, or the Full Amount
- Amount - (Required for Sage 300) If Percent or Flat Amount is chosen as the Deposit Type, the percent or flat amount must be entered.
- Start Date - (Required for Core HR) Indicates when the Direct Deposit record is effective
- End Date - Indicates when this Direct Deposit record should be marked inactive. If an End Date is not present, it is assumed it is the active record.
- Priority - This field is not used for Sage 300 integration as the Earning Deduction Code will determine the priority. This field is normally indicates the order in which the direct deposits should be processed if multiple Direct Deposit records have been created.
- Earning Deduction Code - (Required for Sage 300) These deduction codes are typically based on your Sage 300 configuration (e.g. Checking1, Savings1, etc.)
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Override Pre-Note - Allows you to override the company-level setting for Pre-notes in Payroll. All new direct deposit records will default to Override Pre-Note: Yes. This will tell the sync to populate the Pre-note date field in Payroll for the Direct Deposit record with a date equal to the Start Date -30 days. This will ensure that the record passes the necessary pre-note requirements, and the Employee will receive a direct deposit.
- By selecting Override Pre-Note: No, this tells the sync that the Pre-note SHOULD occur. If Payroll, previously had a date populated in the Pre-note date field on the Direct Deposit record, the sync would delete that value. The EE would then receive a live check.
Positions Tab
The Positions tab does not currently contain any fields required for Sage 300 integration but allows you to assign a Position record to the new employee for Core HR.
Click Create Position Record from the Actions drop-down menu.
- Position - The values displayed in the dropdown field are configured in Performance Management. For more information, you can refer to the following article.
- Effective Date - The Effective Date the Employee should be considered in this Position
- Notes - Used to add notes related to this Employee's Position record.
Review Tab
After adding the Position Record, manually move to the Review tab.