This document provides instructions for creating a new employee record in the Evolution system. It outlines the steps to enter the employee's personal information on the EE Entry tab, including required fields. It describes adding additional details like position, address, federal and state tax withholding preferences. The document stresses saving the record and notifies the reader there may be additional configuration needed depending on the employee's specific pay setup.

1. Evolution Training: Creating a
New Employee
End User Training

2. •Select Employee from the side bar, then select Employee
from the subfolder.
•Double click on your company name in the left hand section
of the Browse tab. This will open the list of current employees
in the right hand section.
•Click the Create New Record button on the upper tool bar
to create a new record for the employee.

3. EE Entry tab
• A new employee will be
created in the EE Entry
tab. This is where you can
begin to create a new
record for the employee by
keying in the personal
information.
• Starting at the upper left of
the page, use your tab key
or mouse to enter all of the
employee’s information.
The SSN is required to be
entered first.
• All of the fields highlighted
in dark red must be
entered in order to save
the record.

4. •If your company is set up with Divisions/Branches/Departments/Teams
that you would like to allocate the employee’s pay to, click on the
button. Select the desired D/B/D/T and click Select.
•Please note that you must select an option in this screen if there are
D/B/D/T’s available.

5. •If you are entering a salaried employee, you will enter the salary based on
the pay frequency. EX: Monthly-divide salary by 12, Semi-monthly-divide
salary by 24, Biweekly-divide salary by 26.
•You will leave the Rate Number as 1 and the Rate Amount at 0.00.
•If the employee is hourly, you will enter the hourly rate in the Rate Amount
field and leave the salary field blank.
•NOTE: If you want the hours to auto populate in the payroll area, you will
enter the hours in the Stand Hours field.
•If your company has positions that are eligible for Time Off Accrual, be
sure to select the Position Status that will make them eligible or ineligible
to accrue.

6. •If your company has different Workers Comp codes for separate
departments or positions, you can choose the code at the bottom of the
middle section of the EE Entry tab.
•Notice that the Employee > Employee screen has multiple tabs.
Additional information may be entered in these tabs. Review all tabs to
ensure that all of you desired information is added to the employee
record.
•Remember to save changes by selecting the green check and yellow
sun .

7. Details tab
• The Details Tab holds extra
information about the
employee.
• The most frequently used
options are the Position
and Position Effective Date
fields. To build the position
list, right click in the
position box and choose
“Edit Lookup Table”.
• You will be taken to the HR
Positions screen. By
clicking the
, you will be able to
customize the positions list
for your company.

8. • In the upper right hand area, you will see the YTD button. This will open a new
window that shows the year to date for the employee. You can also choose the
year you want to look at by choosing the year and clicking Apply.
• The Preview button will generate an actual report that can be saved to your
computer or printed out.

9. Address Tab
•The Alternate Address section allows you to keep more than one address in the system.
•The E-mail and VMR Password section is where you would set up where the check stub
will go to (In order to have the voucher emailed to them, they must have direct deposit).
The VMR Password is typically the last four of the SSN. This will be required for the
employee to open the PDF document that is emailed to them.
•NOTE: Make sure to let your CSR know that you set up an employee to receive their
check stubs through email. The CSR has the final step that they must do to make this
work properly.

10. W2 Tab
•The W2 Tab allows you to control the information for the W2. This tab is mostly used if
you are paying 1099 employees.
•If paying a 1099 employee through Evolution, you must change the “Annual Form
Type” to 1099 and choose the 1099 radio button in the “1099 or Employee” section.
•It is important to check the Employee > Scheduled E/Ds section to make sure there
are no Worker’s Comp codes for that employee. (This only effects NM employees)
•If this will be the first time you are paying a 1099 employee, contact your CSR to
have a non-taxable 1099 earnings code added to the system for your company.
•The other area used on this tab is the Name area. This is used to override the name
that will appear on the W2.

11. Federal Tab
•To take additional Federal taxes on an employee who has designated on their W4 to
do so, it can be done on the Federal tab.
•Once in this tab, change the “Override Fed Tax Type” to say “Additional Amount” or
“Additional Percentage”. You will then put in the amount or percentage in the
“Override Fed Tax Value” field.
•If you have an employee who enters “Exempt” on their W4, you will need to contact
your CSR to have them set this up for your employee.

12. Notes Tab
•The notes area will allow you to keep notes on your employee’s.
•The Payroll notes will show in the payroll as a reminder of something that needs to
bee done for this employee in the payroll. If an employee has a payroll note in
place, their name will be highlighted in yellow in the Payroll screen.
•The general notes gives you a place to keep notes on this employee. These notes will
only show in this area.

13. HR Tab
•The HR Tab allows you to keep basic HR information on your employee.
•You can load a picture that is in bitmap form that does not exceed 50 KB.
•The other areas in the tab that have drop down boxes are customizable.
-Right click in the box that you would like to customize.
-Select Edit Look-up table.

14. There are additional steps that you may need to do in
order to complete the addition of your new hire.
The following presentations may be helpful:
•Earnings and deductions
•Multiple Pay rates
•Time off accrual