HR Report: Employee Master

Overview

You can use the Employee Master report to view or print employee information based upon the selection criteria entered. Pay information may be included depending upon the security level of the User who is currently logged on. There are several report formats that you can run.

The Detail report includes all information from the Employee Master File.

The Summary report includes only Employee Number, Employee Name, Address, Phone Number(s), Supervisor, Current Hire Date, and e-mail information on the report.

The New Hire report lists employees hired within a specific date range. The New Hire Report displays Employee Name, Address, Employee Phone Number, Social Security # (may be masked), Hire Date, Birth Date, Allowances, and Filing Status. You may find it helpful when running this report to Group By "Resident State" in cases where it is necessary to send a particular state the rehires for just that state. Please note that Puerto Rico does not accept a file for reporting electronically. You can export the information to an electronic file.

The Phone List exports Employee Numbers, Employee Names, Employee Phone Numbers and Phone Descriptions (if available) to a .csv file.

The Mail Merge format exports specific fields for creating mailing labels.

The report can be sorted by Employee Number, Name, or Zip Code. The report can be filtered by Employee Status and Birth Dates.

Key Functionality

Type a description to name the report. This description prints above the Report Title.

Available for Clients using the Multi-Company feature. The Default Company Name for Report is populated from the Company Setup screen. The list contains all companies you have permission to access.

  • If the User has permission to only one company, then just that one company will display in the list.
  • If the User has permissions to more than one company, the list will contain all companies the User has rights to PLUS the default reporting company.

When the Group By Company option is selected, the default company prints on the Grand Total Page and the Report Criteria page. All other pages print the applicable company name. When the Group By Company option is NOT selected, the default company prints on every page of the report.

For more information see Learning about WinTeam Reports.

Select the Report Format you want to run.

  • The Detail report includes all information from the Employee Master File.
  • The Summary report includes only Employee Number, Employee Name, Address, Phone Number(s), Supervisor, and e-mail information on the report.
  • The New Hire report lists employees hired within a specific date range. The New Hire Report displays Employee Name, Address, Employee Phone Number, Social Security # (may be masked), Hire Date, Birth Date, Allowances, and Filing Status. This report includes information for the entire company. You may find it helpful when running this report to Group By "Resident State" in cases where it is necessary to send a particular state the rehires for just that state. Please note that Puerto Rico does not accept a file for reporting electronically. You can export the information to an electronic file.

It is important to note that if an employee is rehired, the Hire Date displayed on the Employee Master Report is different than the Hire Date displayed on the Employee Master - New Hire Report.
The Hire Date on the Employee Master Report displays the original Hire Date, regardless if the employee was rehired. The Hire Date on the New Hire Report displays the Hire Date from the Current Status Effective Date (the rehire date). The Current Status Effective Date is found in the Employee Master File (General tab) and the Employee Master File (Status Info tab).

Note:  Canada only requires 3 fields (SIN, Hire Date, and Employee #) for the New Hire Report when exporting.

Note:  Puerto Rico does not accept electronic files.

  • The Phone List exports Employee Numbers, Employee Names, Employee Phone Numbers and Phone Descriptions (if available) to a .csv file. The .csv file can be used to import a call list for CallQ Batches or can be used for whatever internal purposes you may have. Column headers are necessary for CallQ.
  • The Mail Merge format exports specific fields for creating mailing labels.

Select to sort report data by Employee Number, Name, or Zip Code.

Click Number to sort report data by Employee Number.
Click Name to sort report data by Employee Name.
Click Zip Code to sort report data by Employee Zip Code.

Use the Employees Status option to filter the report data by employee status. You may choose one or multiple criteria.

  • Select Active to include only active employees.
  • Select Leave of Absence to include only employees who are on leave of absence. If this options is selected, you may group the report by Inactive Reason.
  • Select Inactive to include only inactive employees.

Use the Job Status option to filter the report data by job status.

  • Select Active to include only active jobs.
  • Select Inactive to include only inactive jobs.
  • Select Both to include both active and inactive jobs.

Use the Birth Dates option group to filter the report data using the employee birth dates. This will give you a subset of employees based on employee birth dates.

This could be used to find all employees who have birthdays in a particular month. It does not group them by age or day of the month. It cannot be used to find a specific age of an employee.
Select All to include all employees on the report regardless of their birth dates.

Click Date Range to filter using a range of dates for the report. When you select Date Range, the range fields display. Type the beginning date in the From field and the ending date in the To field using MM/DD for the format.

Birth Dates will print on the default Employee Master Report and on the New Hire Report. Birth Dates will not print when choosing the Summary report option.

Benefit Class

Use the Benefit Class category to select Employees to include on the report based on their Benefit Class set up in the PAY: Titles/Occupational Groups screen.

Select All to include all Employees, regardless of Benefit Class.

Select Pick to define specific Benefit Classes to include.

Birth Dates

Use the Birth Dates category to select the employees to include on the report based on Birth Dates.

Select All to include all employees, regardless of the Birth Date.

Select Date Range to define a range of Birth Dates for the report. When you select Date Range, the range fields display. Type the beginning date in the From field and the ending date in the To field.

Birth Dates will print on the Detail Employee Master Report and on the New Hire Report.

Birth Dates will not print when choosing the Summary report option.

Classifications

Use the Classifications category to select the Classifications to include on the report.

Select All to include all Classifications.

Select Pick to define specific Classifications for the report. When you select Pick, the Classifications list displays. Select the check box next to each Classification to include on the report.

Distributions

Use the Distributions category to select the Distribution to include.

Select All to include all Distribution types.

Select Pick to define specific Distribution to include. When you select Pick, the Check Distributions add edit list displays. Select the check box next to each Check Distribution to include.

Employee Titles

Use the Employee Titles category to filter the records based on Employee Titles.

Select All to include all records regardless of the Employee Titles.

Select Pick to define specific Employee Titles for the report. When you select Pick, the Titles list displays. Select the check box next to each Employee Title to include on the report.

Employee Types

Use the Employee Types category to select the Employee Types to include.

Select All to include all Employee Types.

Select Pick to define specific Employee Types. When you select Pick, the Employee Types list displays. Select the check box next to each Employee Type to include.

Employees

Use the Employees category to select the Employees to include on the report.

Select All to include all Employees on the report.

Select Range to define a range of Employees for the report. Type the beginning Employee Number in the From field and the ending Employee Number in the To field.

Select Create to define your own list of Employees. When you select Create, a small grid displays to the right. Enter the Employee Numbers you want to include in the list, or use the Lookup to locate the Employee Numbers.

Select Exclude to identify records that should not be included. When you select Exclude, a small grid displays to the right. Enter the Employee Numbers you want to exclude in the list, or use the Lookup to locate the Employee Numbers.

This option displays all Report Formats except the New Hire Report.

Use the FT/PT Status to filter the report by Full Time, Part Time, Subcontractor, or Other/Casual. The status will be based on "Today's Date".

This option displays only for the New Hire Report.

Use the FT/PT when hired category to filter the report by Full Time, Part Time, Subcontractor, or Other/Casual. The status will be based on "Hire Date".

The Hire Dates Category is used to filter the employees to include on the report based on Hire Dates.

Select All to include all employees, regardless of the Hire Date.

Select Range to define a range of Hire Dates for the report. When you select Range, the range fields display. Type the beginning date in the From field and the ending date in the To field.

Pay Frequencies

Select the Pay Frequencies to include on the report.

If using the Pick from List option, the system determines the check records to include by the Employee's current Pay Frequency set up in the Employee Master File. The only exception is when running the report for Format: Report and Report Type: Detail by Check.

Note:  When running the report for Format: Report and Report Type: Detail by Check and limiting the pay frequency using the Pay Frequencies category, the system will look at the pay frequency of the batch instead of the Employee's current pay frequency. All Batch Types have a Pay Frequency defined except for Void and Tax Adjustment Batches. For Void and Tax Adjustment batches, the current pay frequency of the Employee (as indicated in the Employee Master File) will determine whether the void or tax adjustment record is included.

Use Primary Job State to filter the report by Primary Job State.

Select All to include all Primary Job States.

Select Range to define a range of Primary Job States for the report. When you select Range, the range fields display. Type the beginning Primary Job State in the From field and the ending Primary Job State in the To field. You can use the 2 letter abbreviation or the full name of the state in the From and To fields.

Primary Jobs

Use Primary Jobs to filter the report by Primary Jobs.

Select All to include all Primary Jobs.

Select Range to define a range of Primary Jobs for the report. When you select Range, the range fields display. Type the beginning Primary Job Number in the From field and the ending Primary Job Number in the To field.

Select Pick to select the Primary Job(s) to include.

Select Create to define your own list of records. When you select Create, a small grid displays to the right. Enter the records you want to include in the list, or use the Lookup to locate the records.

Select Exclude to identify records that should not be included. When you select Exclude, a small grid displays to the right. Enter the records you want to exclude in the list, or use the Lookup to locate the records.

Supervisors

Use the Supervisors category to filter the report by Supervisors.

Select All to include all Supervisors.

Select Pick to select the Supervisor(s) to include.

Companies

The Company Pick option filters for AR Invoice and Payment records. The Companies category is available for Clients using the Multi-Company feature.

Select the Companies to include on the report.

Select All to include all companies on the report.

Select Pick to define specific Companies for the report. When you select Pick, the Companies list displays. Select the check box next to each Company to include on the report.

Note:  When running reports using the Company Category/Record Pick and the company name exceeds the maximum number of characters, WinTeam will truncate the name.

Locations

The Locations category is available for Clients using the Multi-Location feature.

Use the Locations category to select the Locations to include on the report.

Select All to include all Locations on the report.

Select Pick to define specific Locations for the report. When you select Pick, the Locations list displays. Select the check box next to each Location to include on the report.

This option is available to users who have more than one company, but is not selected by default. If selected, the default company prints on the Grand Total Page and the Report Criteria page. All other pages print the applicable company name. If not selected, the default company prints on every page of the report.

The State Code field displays when using the New Hire Report Format. Based on the State Code selected, the system identifies the appropriate output type when the file is created. Different states may have different formats. To limit or filter the employees, use other options under Category/Records like Primary Job State or locations. The State Code does not limit employees, rather only determines the Create output file information.

If the Print New Hire Report check box is selected, the State Code field defaults to the Company State Code from the SYS: Company Setup. This allows you to export the New Hire Report information to an electronic file for transmission.

Use the Group By field to group the employees by either Employee, Classification, Distribution, Employee Type, Pay Frequency, Supervisor, Primary Job, Resident State, Inactive Reason, or FT/PT Status.

When using the Group By, the system will page break after each grouping.

If you select to Group By anything other than Employee, a check box displays to 'Show Count'. Select the Show Count check box to include a total employee counts at the end of the report.

Example:  If are using the Group By Resident State option, the system will page break by Resident State. The Resident State is pulled from the Employee Master File (General tab). This is especially useful when running the New Hire Report where you need to send a particular state the rehires for just their state.

The Show Count check box displays when Details is the Report Format AND Group By is NOT Employee.

Select the Show Count check box to display counts at the end of the report.

Select the Include Custom Fields check box to include the Custom Fields on the report. Only the Custom Fields that are used will display on the report. You could print all 26 Custom Fields, if used.

This check box is not selected by default.

This is available only for the Detail Report Format.

Select the Include Notes check box to include General Notes from the Employee Master File (General tab) and the IRS/State Tax Info Notes from the Employee Master File (Tax Info tab) on the report.

This option is only available when using the Detail Report Format.

Select the Show Pay Rate Info check box to show the pay rate information on the report.

  • If the Show Pay Rate Info check box is selected AND the User has Pay Rate Read rights equal to or greater than the employee’s security level, the Pay Rate Information displays.
  • If the Show Pay Rate Info check box is selected AND the User does not have Pay Rate Read rights equal to or greater than the employee’s security level, the Pay Rate Information will NEVER display.

Regardless of basic read security, the logged in User will see all employees (based on Company and Location security) on the report. However, they will NEVER see Pay Rate Info on any employee with a higher security level.

If the Show Pay Rate Info check box is selected AND the User has Pay Rate Read rights equal to or greater than the employee’s security level, the 401K rate information also prints on the report.

This option is only available when using the Detail Report Format.

Select the Include Tax Information check box to show the tax information on the report.

This check box displays when using the New Hire Report Format. It gives you a choice to treat any active status as a new hire.

This option is available for the Detail and New Hire Report Formats.

This check box is available for users who have permissions to the PAY Show Full SSN security group. For more information, see Learning about Groups.

Select this check box to print the report using "masked" Social Security Numbers. This means that only the last 4 digits of the SSN will display, the first five digits display as *'s.

***-**-1223

For more information, see Securing Social Security Numbers.

Select the Include Logo on Report check box to print the company logo on the report. This check box is selected or cleared by default, based on the option selected in SYS:Defaults. However, you can modify the setting on each report.

This option is not available when using the Mail Merge or Phone List Report Formats.

Select the Include Report Criteria check box to include a list of the report options selected for this report. The Report Criteria page includes any ranges specified and each Category/Record selection made for the report. This check box is NOT selected by default.

Note:  NOTE for Multi-Company: WinTeam looks to the Job's Company logo to determine which Company logo to use on the Work Ticket Report and Work Tickets.

This option is not available when using the summary, Mail Merge, or Phone List Report Formats.

The Create button is available when the New Hire Report Format is selected.

Click Create to create an electronic New Hire file.

Click the Preview button (or use the shortcut key, ALT + V) to view before printing.

Note:  The Preview button is not available when using the Mail Merge or Phone List Report Formats.

Click the Print button (or press ALT + P) to send the report to your default printer.

Note:  The Print button is not available when using the Mail Merge or Phone List Report Formats.

Click the Export button (or press ALT + X) to export to a specified format.

Reports may be exported to Adobe Acrobat (PDF), Excel, Comma-Separated Values(CSV), Grid View, and E-mail (for premise-based clients only).

When running the Detail and Summary Report Formats, the export options are PDF, Excel, CSV, Grid View, and E-mail.

When running the Mail Merge and Phone List Report Formats, the export options are CSV, Grid View, and E-mail.

When running the New Hire Report Format, the export options are PDF, Excel, CSV, Grid View, E-mail, and e-file (for electronic filing).

Tip:  In the grid view of the report, use the Field Chooser to view the SMS Status fields by selecting Phone1SMSStatus, Phone2SMSStatus, Phone3SMSStatus. This can help identify which employees are opted in to receive text messages.

It is important to note that if an employee is rehired, the Hire Date displayed on the Employee Master Report is different than the Hire Date displayed on the Employee Master - New Hire Report.

  • The Hire Date on the Employee Master Report displays the original Hire Date, regardless if the employee was rehired.
  • The Hire Date on the New Hire Report displays the Hire Date from the Current Status Effective Date (the rehire date). The Current Status Effective Date is found in the Employee Master File, General tab and the Employee Master File, Status Info tab.

Security

The HR Report Employee Master File screen has its own Security Group, HR Report Employee Master File.

The HR Report Employee Master File screen is part of the HR Reports All Employees Security Group.

Tip:  For more information see Security Groups Overview and Security Groups By Module.

Custom Settings

Section Item Value Purpose
Payroll DateFullTime FMLA Credit Date

This setting will replace the Date Full time label in the Employee Master File (Other Info tab) screen with the value entered with this setting. The Employee Master File Report will also be changed to replace the Date Full Time label with the value entered for the Custom Setting
Reports PrimaryJobFiltering True This custom setting will add a Primary Job Filter tab to the Report Filter section of the EEO/Vets Report and the Employer Master Report, allowing the ability to use tiers templates to sort by Primary Job.