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FieldDescriptionNotes
Personal Information
Emp. IDUnique identification number for the employee.
First NameFirst name of the employee.
Middle NameMiddle name of the employee.
Last NameLast name of the employee.
Display Name

Name that appears on the 

Include Page
RMS-ProductName
RMS-ProductName
screens. For example, an employee might be commonly known by their middle and last name. If only the first and last names appear in Employee Maintenance, users might not recognize the employee. You can change the display to reflect the actual name used by the employee.


Hire DateDate on which the employee was hired.
Birth DateBirth date of the employee.
GenderGender of the employee.
Marital StatusMarital status of the employee.
# DependentsNumber of dependents that the employee claims.
Payroll Emp. IDEmployee's unique identification number used in the payroll system.
Alt. Emp. IDAlternate unique identification number of the employee. This alternate employee ID number can be set to use in place of the Emp ID.
Extra DataAdditional information about the employee.
EthnicityEthnicity of the employee.
LocaleDefault language for the employee.
SNNSocial Security Number of the employee.
SNN ExemptCheck box to select if the employee does not require a Social Security Number.
Employment Information
Seniority Date

Date on which the employee's seniority is calculated. 

Although this date is usually the same as the hire date, there are instances when the seniority date might differ from the hire date. For example, if an employee is initially hired, leaves the company, and is later rehired by the same company, their seniority date might be the date of the initial hire and their hire date might change to the rehire date.

Default: This field automatically displays the date on which you enter the new employee record.

The date entered should be verified for accuracy.

Work ClassWhether the employee is full time, part time, seasonal, temporary, or on call.
Primary ClassUser-defined groups by which you can group employees.The available user-defined groups are created in System Setup > Employee Classes.
Secondary ClassAdditional user-defined groups by which you can group employees.The available user-defined groups are created in System Setup > Employee Classes.
TippedWhether the employee is tipped, not tipped, or indirectly tipped.
ADA Accommodations

Whether an employee fits the ADA criteria and what special accommodations need to be made.

Type custom text or notes in the field.


Orientation DateDate on which the employee attended orientation.
401K EligibleDate on which the employee became eligible to receive 401K benefits.
401K EnrolledDate on which the employee enrolled for 401K benefits.
Next Review

Date on which the employee's next review should occur.

You can type a specific date, click the calendar icon and select a date, or automatically set the next review to be in 90 days or 1 year from the hire date by clicking on the respective button.


Last Review

Date on which the employee's last review occurred.

You can type a specific date or click the calendar icon and select a date.


Contact Information
AddressAddress of the employee.
Address 2Address of the employee (apartment, room, or suite number).
CityEmployee's city of residence.
StateEmployee's state of residence.
Zip CodeEmployee's zip code.
Home PhoneHome phone number for the employee.
Mobile PhoneMobile or cellular phone number for the employee.
Other PhoneOther phone number for the employee.
EmailContact email address of the employee.
Emergency ContactName of the employee's emergency contact.
Emergency PhonePhone number of the employee's emergency contact.

Edit Time Clock / Kiosk

Use this section to configure each employee to use the Time Clock and/or Employee Portal. Depending on what software modules you own, and your Time Clock configuration, you might not see these fields.

Clock Administrator

If selected, the employee is granted Time Clock Administrator permission and can perform the following tasks in the Time Clock:

  • Enroll and re-enroll employees.
  • Refresh the Time Clock application so that newly added employees can use the Time Clock.
  • Shut down the Time Clock application.

For more information on working with Time Clocks, see UniFocus Time Clock User Documentation.


Bypass Biometric VerificationSelect the check box if the employee does not need to go through biometric verification (for example, a finger scanner).If you do not have Time Clocks with biometric verification enabled, this field does not apply.
Enable Auto-Punch ModeIf selected, the employee does not have to punch In, Out, Back, or Break.
PINPersonal Identification Number—Type the access PIN for each employee. This PIN is used when an employee clocks in/out.
PasswordSelect a password for the employee that allows them to access the Employee Portal.

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