If an employee works in two or more states during the calendar year, separate employee records have to be set up for each state in which the employee works. At year end the records can be merged onto a single W-2. This is covered in How can I set up an employee that works in two different states?.

This creates a unique problem if you are using Sage HR integration because only one employee record can be assigned to Sage HR at one time. This article shows how to handle this situation.

1. Create a new employee record for the second state, following How can I set up an employee that works in two different states?. Don't check the Sage HR box or enter a Primary Email yet.
2. After the new employee record is created, open the original employee record in Maintain Employees & Sales Reps.
3. Under Online Access uncheck Sage HR (payslips and forms).
4. Clear the Primary Email field and click Save.
5. You will be prompted to keep employee information and payslips in Sage HR or delete employee records from Sage HR.
   Important: Choose Turn off sync but keep employee record in Sage HR.
   
   
   
   
6. Click OK and then Save the employee record.
7. Now open the new employee record. Check the Sage HR (payslips and forms) box and enter the same Primary Email as used before. Click Save. The new employee record will sync to Sage HR.
8. After entering payroll, upload payslips to Sage HR Employee Self-Service (ESS). See How to upload payslips to Sage HR.

The payslips will upload to the same employee record in Sage HR, keeping all the history that had been previously uploaded.

Option 2: Employee works in multiple states on a rotating basis

The employee works in two (or more) states—in this example, State A and State B—and goes back and forth periodically. This assumes that the first state (State A) has already been set up, and you just need to add an additional state.

1. Create a new employee record for the second state (State B), following How can I set up an employee that works in two different states?. Don't check the Sage HR box or enter a Primary Email yet.
2. After the new employee record is created, open the State A employee record in Maintain Employees & Sales Reps.
3. Under Online Access uncheck Sage HR (payslips and forms).
4. Clear the Primary Email field and click Save.
5. You will be prompted to keep employee information and payslips in Sage HR or delete employee records from Sage HR.
   Important: Choose Turn off sync but keep employee record in Sage HR.
   
   
   
   
6. Click OK and then Save the employee record.
7. Now open the employee record for State B. Check the Sage HR (payslips and forms) box and enter the same Primary Email as used before. Click Save. The new employee record will sync to Sage HR.
8. Depending upon which state(s) the employee has worked in a pay period, after entering payroll, note which employee is currently synced to Sage HR (has Sage HR box checked and Primary Email). Then upload payslips, referring to How to upload payslips to Sage HR.
9. Uncheck the Sage HR (payslips and forms) box and remove the Primary Email from the employee record that is currently synced to Sage HR. Make sure to choose each time to Turn off sync but keep employee record in Sage HR.
10. Check the Sage HR (payslips and forms) box and enter the Primary Email on the other state employee record.
11. After entering payroll, upload payslips to Sage HR Employee Self-Service (ESS).

This will keep both employee records' payslips in one consolidated record in Sage HR and allow the employee to see all their payslips together in the Employee Self-Service site.

Note: The process of switching the record that is synced to Sage HR will have to be done every time the employee works in a different state or multiple states within the same pay period.

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