Add, edit, or inactivate employees

A best practice is to create a record for each of your employees so that you can complete the following:

• Reporting data

• Processing payroll and benefits

Depending on your company subscription and your permissions, you might find the Employees feature on the following menus:

• Company

• Expenses

• Projects

• Reports

Add a basic employee

The most basic employee record needs an ID and contact name. An employee might also need to be connected to a location, depending on the configuration of your company. All other fields are optional but can be used for other functions in Intacct. Learn more about adding a detailed employee.

1. Go to Expenses > All > and select Add (circle) next to Employees.

2. Enter an Employee ID.

3. Select a Primary contact.

4. Choose a Location.

5. Optionally, complete the fields on each tab.

6. Select Save.

Add a detailed employee

Create a more detailed employee record to store employment details, track cost rates, and set up reimbursement information for an employee.

Enter employment details

1. Go to Expenses > All > and select Add (circle) next to Employees.

2. Enter an Employee ID.

3. Select a Primary contact.

4. Choose a Location.

5. Optionally, complete the fields.

   For a project-based or service-based organization, also associate an employee with an Earning type to calculate the actual cost of this employee's labor. Then, post it to the General Ledger account or accounts you specified when you first set up the Projects application. Learn more about setting up labor cost posting.

6. Select the Contacts tab.

7. Enter a Category.

8. Choose a Contact.

Track cost rates

1. Select the Cost rates tab.

2. Enter an Hourly rate or Annual rate.

3. Select or enter a Start date.

4. Select Add.

Set up reimbursement information

Specify and set up the employee's preferred payment method for reimbursements on the Reimbursement Information tab. You can also set up automatic payment notifications for the employee.

ACH or bank file reimbursements

If reimbursing employees through ACH or bank files, set up the needed information to deposit payments into this employee's bank account from the Reimbursement information tab.

1. Select the Reimbursement information tab.

2. For the Preferred payment method, select ACH or bank file.

3. Choose Select an option to enable service.

4. Enter information about the employee's bank account. Contact your email for this information.

   ACH files

   ACH files 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, choose 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.

5. Select Save.

Set up automatic payment notifications

Intacct lets you automatically notify employees when they've been reimbursed for expenses. As part of the setup process for automatic payment notifications, you must:

• select which employees to notify of expense reimbursements.
• verify that each employee has an email address in their contact information.

1. On the Reimbursement information tab, select Send automatic payment notification.

2. Select the Contacts tab.

3. Select the Contacts dropdown and choose View.

4. Verify the employee's name and email address.

   The payment notification email will automatically use the name and email address on the employee's Primary Contact record.

5. Select Save.

Edit an employee

1. Go to Expenses > All > Employees.

2. Find the employee record that you want to edit.

3. Select More actions > Edit at the end of the row.

4. Make your changes.

5. Select Save.

1. Go to Expenses > All > Employees.

2. Find the employee and select Edit.

3. Make your changes.

4. Select Save.

View an employee

1. Go to Expenses > All > Employees.

2. Find the employee record that you want to view.

3. Select More actions > View at the end of the row.

1. Go to Expenses > All > Employees.

2. Find the employee and select View.

Inactivate or delete an employee

To reduce clutter in lists, inactivate employees you no longer use. You can also delete employees from the Employees list. After you delete an employee record, it can’t be restored. If you're unsure if you want to delete a record, set its status to inactive.

Employee records related with a transaction or record can’t be deleted. In these cases, go to the transaction or record where the employee is mentioned, and delete the employee record there instead.

Inactivate an employee

1. Go to Expenses > All > Employees.

2. Find the employee record that you want to edit.

3. Select More actions > Edit at the end of the row.

4. For Status, select Inactive.

5. Select Save.

1. Go to Expenses > All > Employees.

2. Find the employee and select Edit.

3. For Status, select Inactive.

4. Select Save.

Delete an employee

1. Go to Expenses > All > Employees.

2. Find the employee record that you want to delete.

3. Select More actions > Delete at the end of the row.

4. Select Delete to confirm.

1. Go to Expenses > All > Employees.

2. Find the employee and select its checkbox.

3. Select Delete.