Summary

HR Employee Maintenance contains all the Human Resource information related to employees. Changes to this information are made here. Payroll shares the same list of employees but does not share the same tab options available here. The tabs in this window are pertinent to Human Resources only. Click the Payroll icon   to launch the PR Employee Maintenance window for the current employee.

Step by Step

1     Open the Employee Selection window (HR> Maintenance> HR Employee).

• The Employee Selection window will display a list of all employees created in the application.
  • Employees are created on the PR Employee Maintenance window (HR> Maintenance> PR Employee).
• Enter information into the Search Criteria section and click the Refresh icon or press ENTER to filter the employees in the window.
  • If you access a particular employee record often, you might find it useful to create a desktop shortcut to that employee record. Hold the CTRL key and use the mouse to drag the employee record from the selection grid to your desktop to create the shortcut.
• Highlight an employee record and click the Modify icon or press ENTER to open an existing employee. This will open the HR Employee Maintenance window.
  • The HR Employee Maintenance window consists of four standard human resources-specific tabs and any custom tabs created for the HR module.

2     Complete the I-9 tab.

• The I-9 tab is used to track I-9 identification information.
• Enter the desired employee information in the displayed fields.
  • A full explanation of how to complete the I-9 form is available on the United States Citizenship and Immigration Services web site at www.uscis.gov.
• The E-Verify section is used to record the E-Verify worker eligibility case details associated with the selected employee.
  • For more information on the E-Verify system, please visit the United States Citizenship and Immigration Services web site at www.uscis.gov.

3     Complete the OSHA tab.

• The OSHA tab is used to create, maintain and track OSHA incident reports.
• All OSHA incident reports created in the application will display on the tab. Click the Create icon or highlight and existing incident report and click the Modify icon   to open the OSHA Incident Maintenance window.
  • The General sub-tab will display the employee information associated with the employee selected from the Employee Selection window (HR> Maintenance> HR Employee).
    • The Entered By and Physician Info sections can be edited at this point.
  • The Incident sub-tab will display the incident information. For detailed instructions about what should be included in the incident report please refer to the OSHA web site at www.osha.gov.

4     Complete the PAF tab.

• The PAF tab is used to record the personnel action form history of the employee. This tab will populate with all of the PAFs that have been generated for the selected employee.
• Click on a code displayed in the Type column to open that personnel action form. This will open a limited version of the PAF Maintenance window.
  • You will not be able to edit any of the PAF fields on this window, but you will be able to add a comment on the Comment tab.
• Personnel action forms are generated and attached to employees on the PAF Wizard (HR> Personnel Action Forms> PAF Wizard).

5     Complete the Dependents tab.

• The Dependents tab is used to attach dependents to the employee record.
• Highlight a dependent and click the Delete icon or press DELETE to remove the dependent from the employee.
• Click the Create icon or press INSERT to add a new dependent to the employee. This will activate a new row in the data grid below.
• Specify the dependent details.
  • The First Name, Last Name, Date of Birth, Social Security Number, Gender and Relationship fields are required.
• Click the Save icon to save the new dependent.

6     Complete the Beneficiaries tab.

• The Beneficiaries tab is used to attach beneficiaries to the benefits and deductions associated with an employee.
  • Benefits and deductions are attached to employee records on the PR Employee Maintenance window (HR or PR> Maintenance> PR Employee> Benefits or Deductions tabs).
• Click the Expand button next to a benefit or deduction to display the revisions. Click the Expand button next to a revision to display the beneficiaries attached to the selected benefit/deduction.
• Highlight a beneficiary and click the Delete icon   or press DELETE to remove the beneficiary from the employee record.
• Click the Create icon or press INSERT to add a beneficiary to the selected benefit/deduction.
  • If the benefit/deduction is highlighted when the beneficiary is attached, the beneficiary will be attached to the most recent revision of the benefit/deduction. If you would like to attach the beneficiary to an older revision, highlight that revision before pressing the Create icon   or pressing INSERT.
• Specify the beneficiary details.
  • The Percentage, Type, First Name, Address, City, State, Zip, SSN/Tax ID and Relationship fields are all required.
  • The Last Name and Date of Birth fields are also required if the Type drop-down is set to Individual.
  • The total percentage entered in the Percentage fields for all beneficiaries attached to a single revision must be equal to 100%.
• Click the Save icon to save the new beneficiaries.

7     Complete the Career tab.

• The Career tab is used to record career events on the employee record.
  • Many of the events that will be recorded on this tab will be automatically populated. For example, when an employee's pay grade is increased, an Hourly Rate Change event will be created on this tab displaying the date of the change, description of the change, original and updated values, and any comments associated with the change.
  • The automatically created events include Hire Date, Position Change, Department Change, Supervisor Change, Union Unit Change, Hourly Rate Change, and Personnel Action Form steps that are set up to display on the employee record.
• Click the Create icon to create a new career event. This will create a new line item in the data grid below.
• Specify a Date for the career event.
• Enter Description for the event.
  • The Description field is limited to 64 characters.
• Enter an Original Value and an Updated Value for the event.
  • These fields can accommodate up to 128 alphanumeric characters.
• Enter an optional Comment if desired.
• Click the Save icon to save the new career event.
• Once an event has been added to the employee, it can be included in the Career Timeline report (HR> Reports> Career Timeline).

8     Complete the custom Type tabs.

• The HR Employee Maintenance window allows users to create completely customizable tabs that can be used to record HR-specific information such as education highlights and special skills. These tabs are based on HR Types.
  • The standard, pre-populated Type tabs are Awards, Discipline, Education, Experience, Grievance, Health & Safety, Miscellaneous, Reviews, Skills and Training.
  • HR Types are created and maintained on the Type Maintenance window (HR> Maintenance> Type).
• The fields that populate these tabs and record the employee details are based on HR Type Codes.
  • Type Codes are created and maintained in the Type Code Maintenance window (HR> Maintenance> Type Code Maintenance).
• Select any of the Type tabs and click the Create icon to open the Type Code Selection window.
  • The Type Code Selection window will display all of the type codes that have been assigned to the selected type tab.
  • Highlight a type code and click the Confirm icon to add the type code to the tab on the employee record. You can then enter the appropriate value in the new type code field.
• Click the Save icon when complete.

9     Track any changes made to the employee record.

• Click the Audit Trail icon to open the Audit Trail window.
• The Audit Trail tab is used to track any changes made to the employee record.
• Use the Search Criteria section to sort the displayed audit history.
• The Audit Trail section will provide details about any changes made to an employee record including the date of the change, type of change made, user that made the change, and data table that was edited.