Lesson 4.1: Employee Payroll Information

After establishing your company-wide defaults, the next step is to build out the individual profiles for your staff. In FastFund Payroll, the Employee record is the central hub for all demographic data, contact information, and specific compensation rates.

Because FastFund utilizes a unified database, you can either create a brand-new employee from scratch, or you can create an employee from an Existing Entity (such as a person who is already in the system as a Constituent or Vendor). If you link an employee to an existing entity, they will share the exact same core contact information across all FastFund modules.

Adding a New Employee

1. From the horizontal Main Menu, select Lists.
2. In the vertical task menu, under the ENTITIES section, click on Employees.
3. Click the New + icon to open the New Employee entry screen. (Alternatively, click the Existing Entities button to select a name already in your database).
4. Complete all required fields marked with a red asterisk (*). This includes their First and Last Name, Social Security Number (SSN), a unique Employee Number, their Hire Date, and their Primary Address.
5. Click SAVE to generate the core profile.

The Details Tab: Status and Flags Once the employee is saved, you will be taken to their comprehensive profile, starting on the Details tab. Here, you manage the employee’s active standing in the system:

• Status: FastFund uses three primary statuses: Active, Terminated, and Deceased. FastFund will only generate a paycheck for Active employees.
• Flags: You can apply specific flags to an employee record, such as checking the Inactive box if they are on a temporary leave of absence, or flagging them as a Corp. Officer or Seasonal worker (which is required for specific state tax reporting).
• Contact Names: FastFund provides three Contact Name fields to handle different salutations for correspondence (e.g., Contact 1: Mr. George Costello; Contact 2: George; Contact 3: The Costello Family).

Configuring the Payroll Tab Once the demographic details are complete, click over to the Payroll tab. This is where you define exactly how the employee is compensated. The system will automatically pull in your company’s default Pay Frequency and Hours Per Week, but you can override these for individual staff members.

• Pay Type: You must assign the employee to one of three primary compensation types:
  • Salary: For salaried employees, you simply enter their total Annual Salary. FastFund will automatically calculate their Base Pay Rate per paycheck by dividing the annual salary by the number of pay periods in their frequency. It will also calculate their converted hourly rate.
  • Hourly: For hourly employees, the annual salary field is locked. You will enter their specific Hourly Pay Rate. The system will calculate their Base Pay by multiplying the hourly rate by their default Hours Per Week.
  • Piece Work (Piece/Quantity): For employees paid by shift, stipend, or piece rate, their standard hours are set to zero, and they are compensated based on the specific number of units completed during the pay period.
• Additional Rates: If your hourly or salaried employee is eligible for paid time off or overtime, you must also ensure their Vacation Pay Rate, Sick Time Pay Rate, and Overtime Pay Rate fields are accurately populated.
• Vacation and Sick Time Accruals: The bottom section of the Payroll tab dictates how the employee earns paid time off. You can assign the company default factors or input an individual Fixed Amount or Accrual Factor specifically for this employee.