Employee created with wrong Employee ID number

Owned by Knowledge Assistant
Last updated: Aug 06, 2024
Description of Issue
  • When a new Employee was added, the wrong number was assigned. 
  • Can you merge 2 employee numbers?  We want to process this employee under 1 employee number.
Context
  • Enterprise ERP Payroll
  • Employee Master
Cause
  • Employee Master record was created with the incorrect Employee ID number.
  • Employee was added under 2 employee numbers
Resolution
  • If the employee number has not been included in a Payroll, delete the Employee Master record.  Re-add the employee under the correct Employee number if needed. 
    1. Navigate to Payroll>Employee Maintenance>Employee Master.
    2. Search for Employee. Click Accept.
    3. Click Delete.
    4. Click Add.
    5. Enter correct Employee Number and information.
    6. Click Accept.
  • If the employee number has been included in a Payroll
    1. Inactivate the current Employee Master record to prevent any further processing.
      1. Navigate to Payroll>Employee Maintenance>Employee Master.
      2. Search for Employee. Click Accept.
      3. Click Update.
      4. Choose Inactive from Status dropdown.
      5. Click Accept.
    2. Consider assigning End Dates to the current related Employee Job/Salary, Deductions, Dependent, and other programs.
    3. Create the new Employee Master record with the correct Employee ID and create any associated records.
    4. During W-2 Reporting, use Combine SSN option to ensure that the employee's pay under both employee numbers is reported.
      1. System will use the Active Employee Number for reporting.
      2. What Employee Number is Used when the Combine by SSN option is Used for W2s
    5. After W-2 Reporting of that same year, you will be able to use the Terminate function in Employee Master to move these users to an excluded dataset which will be ignored for all Munis processing.
Additional Information
  • Cannot merge employee numbers
  • Please reach out to ERP / Munis Payroll Support with any additional questions