Hiring New Internal Employee w/o an EmplID (Hourly) Trigger:

Transcription

1 Department Responsibility/Role File Name Version Document Generation Date 8/24/2007 Date Modified 8/24/2007 Last Changed by Status Hiring New Internal Employee w_o an EmplID (Hourly)_BUSPROC Hiring New Internal Employee Trigger: Required Field(s) Comments Output - Results Comments Additional Information Page 1

2 Procedure 1. Under the Menu Bar, Click the Workforce Administration link. Page 2

3 2. Under the Personal Information Folder, click on the Add a Person link. Page 3

4 3. To check to see if the person being hired is already in the database, click the Search for Matching Persons link. Page 4

5 4. Click the User Default link. This will set up the Search Result Code to automatically default in from now on. Page 5

6 5. Click the Look up Search Result Code (Alt+5) button. Page 6

7 6. Click on the PSCS TRAD_MASK CS Pers Traditional Result Mask link. Page 7

8 7. Click the OK button. Page 8

9 8. When searching for matching persons, the search should be by name and then by National ID number. The first search being shown is by name. Click on the first name search box. Page 9

10 9. Once the first name is entered, Tab out of the field. Page 10

11 10. Enter in the persons Last Name. Page 11

12 11. Tab out. Page 12

13 12. Click the Search button. Page 13

14 URI - HR- V8.9 Hiring: Hiring New Internal Employee 13. Check the list that comes up for the person you are searching for. Be sure to check all rows. This screen is showing only 20 out of 127 rows. Some people may show more than once. The first names and last four digits of the ID # have been removed for the sake of this documentation. Page 14

15 14. To view more names, click the View 100 link. Page 15

16 15. To check for more information to match with your person, Click on the Results2 tab. Page 16

17 16. This panel shows the last four digits of the person's National ID (Social Security #), the birth year and the gender. If this information matches what you have, you want to double check that it is the person being hired by going through Modify a Person and checking the information thoroughly there. ie. full birthdate and social security number. Page 17

18 17. To search for a person using the National ID #, Click on the Return to Search Criteria link. Page 18

19 18. On the Search Criteria panel, type in the National ID # (SS#) of the person being searched and tab out of the field. Page 19

20 19. Click the Search button. Page 20

21 20. Click the Results2 tab. If there is a person in the system with the same National ID that you entered, they would appear on this list. Page 21

22 21. The Results 2 tab will show the last four digits of the social security number and the birth year. Page 22

23 22. Click the Return to Search Criteria. Page 23

24 23. If both of the searches resulted in this message "Search Criteria did not return any results." the person you are hiring is not in the database and needs to be added. Click OK. Page 24

25 24. Under the Menu bar click Workforce Administration > Personal Information > Add a Person Page 25

26 25. Click on Add the Person. This function will assign an EmplID to an employee. Page 26

27 26. The Effective Date defaults in with the present date. Unless the job actually begins prior to this date, leave it as it defaults. Page 27

28 27. Click on Add Name Page 28

29 28. Enter in the employee's name as it appears on their social security card. Click the Refresh Name button to see how the name will appear. Page 29

30 29. Click Ok Page 30

31 30. Enter in the employee's birthdate. Page 31

32 31. Choose the gender from the drop down list. Page 32

33 32. Enter in the social security number. Be sure to take the number directly from their social security card. Page 33

34 URI - HR- V8.9 Hiring: Hiring New Internal Employee 33. Click the Contact Information tab. Page 34

35 34. To add in their home address, click on the Add Address Detail link. Page 35

36 35. Click on the Add Address link. Page 36

37 36. Enter in the Home Address and then click OK. Page 37

38 37. Click the OK button. Page 38

39 38. Click the Regional tab. Page 39

40 39. Click the Look up Ethnic Group (Alt+5) button. Page 40

41 40. Choose the appropriate Ethnic Group Description. Page 41

42 41. Click on the URI I9 Data button. Page 42

43 42. Click on the Look Up button next tot he Eligibility Proof 1 to enter in either a list A item or list B item. Page 43

44 43. Click on the item taken for the I9. Page 44

45 44. Because the proof 1 was a list B item, a list C item must be entered also. Clickon the Look Up for Eligibility Proof 2. Page 45

46 45. Click on the item taken for list C. Page 46

47 46. Click the OK button. Page 47

48 47. Click the Organizational Relationships tab. Page 48

49 48. Click the Employee box. Page 49

50 49. Click the Add the Relationship button. Page 50

51 50. Enter in the Effective Date of the job. Keep in mind that this date should be the date the job begins. Page 51

52 51. Enter in the Department number. Page 52

53 52. Once you tab out of the department field, all departmental information defaults in. Click the Job Information tab. Page 53

54 53. Enter in the Job Code and tab out. All job code information will default in such as title and standard hours. Page 54

55 54. Click the Payroll tab. Page 55

56 55. Click the look up for Pay Group. Page 56

57 56. Click the appropriate Pay Group for the internal person being hired. In this instance it is INT. Page 57

58 57. Click the Salary Plan tab. Page 58

59 58. Click the Look up (Alt+5) button. Page 59

60 59. Choose the appropriate step. Page 60

61 60. Click the Compensation tab. Page 61

62 61. Click the Default Pay Components button. ** You must click this tab or the compensation will be zero. ** Page 62

63 62. Once the hourly rate is verified, Click the OK button. Page 63

64 63. Click the Save button. Page 64

65 URI - HR- V8.9 Hiring: Hiring New Internal Employee 64. To enter in the Termination Row, under the Menu Bar on the left hand side of the page, click the Job Information link Page 65

66 65. Click the Job Data button. Page 66

67 66. Enter in EmplID number and click Search. Page 67

68 67. Click the plus (+) button on the right hand side to add a row. Page 68

69 68. The job record now shows two (2) rows. In the Effective Date field, type in the Termination date. Then Tab out. Page 69

70 69. Click OK. Page 70

71 70. Choose the Termination action from the /Reason drop down menu. Page 71

72 71. Click the Save button. Page 72

73 72. Click the Employment Data link. Page 73

74 73. Click the Time Reporter Data link. Page 74

75 74. The Payable Time Start Date should be the same date as the job hire date. Page 75

76 75. The Effective Date should also be the date the hire date of the job. Page 76

77 76. The Time Reporter Status should be Active. Page 77

78 77. Click the Look up Workgroup (Alt+5) button. Page 78

79 78. What you choose here will depend on the type of Internal employee you are hiring. Unless otherwise instructed, choose Internal Hourly Positive Pay. Page 79

80 79. Click the Look up Taskgroup (Alt+5) button. Page 80

81 80. The taskgroup is ALWAYS PSNONCATSK COMMITMENT ACCOUNTING Page 81

82 81. In order for the Time Reporter Data to work, an Inactive Row must be added. Click on the plus (+) button on the right hand side to add a row. Page 82

83 82. The Effective Date should equal the Job Data Termination Date. Page 83

84 83. In the Time Reporter Status field, choose Inactive from the drop down menu. Page 84

85 84. Click OK Page 85

86 85. Click Save. Remember to forward the Appointment Letter, I-9, I-9 supporting documents, drug free form and copy of the social security card to Human Resources. 86. End of Procedure. Page 86