Setting up Employee Records

How Position Management Relates to Employee 'On Boarding'

Position Management contains integrated ‘On Boarding’ processing to ensure that when employee records are created a number of default parameters driven from the HR Position and HR Position-related tables are defined in conjunction with the new employee record.

The following automated processes take place when you create a new employee record:

1. New Employees are assigned a new employee number based on a pre-defined numbering series. This ‘assignment’ is automatically tracked by the system.
2. Copies of the completed Personal Exemption forms are obtained from the employee (TD1- TD1-BC) a HR or Payroll task code can be used to remind both HR and the employee to ensure this information is updated.
3. Similarly, HR collects the appropriate banking information from the employee in respect to the establishment of direct deposit payments for payroll and forwards this information to payroll for processing. 
4. Dimension Defaults as established in the Dimensions tab of the Position Card:
   • HR Tasks are associated with the entry. These are reminders of tasks that are to be completed either by the employee, the manager, HR, or Payroll representatives.
   • Qualifications/Training – These are qualifications required by the new job assignment and will either be created with due dates or will automatically book the employee for training if such training is already scheduled to take place within a period of time.
   • Articles - These are a list items that are assigned to the employee when they begin a new HR Position. These can be items such as:
     • Blackberry
     • Laptop
     • Access Card
     • Credit Card
     • Calling Card
     • Fax Machine (home office only)
     • Printer (home office only)
     • Headset (home office only)

The result of the ‘On Boarding’ process is a pre-populated Employee card where just a few items need to be manually filled in to ensure pay processing is accurate. Additionally, the Human Resources Management granule contains an employee validation process which lists the issues a payroll or HR consultant must resolve.

Creating an Employee Record

To create an employee record:

1. In the Search field, type HR Employees and select the page from the drop-down list.
   The HR Employees List displays.
   
   
2. On the Ribbon, click New to create a new employee.
3. Complete the Personal FastTab:
   • In the No. field, click the Assist Edit button to open the Employee No. Series page, then select the applicable employee numbering system and click OK.
   • In the Job Title field, enter the job title for the employee.
   • In the Name fields, enter the employee's first, last, and middle name.
   • From the Birth Date, Gender, Race, and Employment Date drop-downs, select the appropriate dates and options.
   • From the Employee Type drop-down, select the applicable option for the employee.
   • In the remaining text fields, enter the personal information for the employee, providing as much detail as possible.
4. Expand the Communication FastTab.
5. In the fields provided, enter the contact information for the employee.
6. Expand the Payroll FastTab.
7. In the Employer No., Class Code, Pay Cycle Code and Default Rep. Auth. Code drop-downs, select the applicable options.
   Note: The four remaining items (Tax Auth., Controls, Rates, Other Auth.) contain links to the corresponding pages containing additional controls and information.
8. In the Social Insurance No. field, enter the employee’s SIN.
9. If the employee has tax exemptions, add a checkmark to the CPP Exempt and EI Exempt check boxes.
10. If the employee is salaried, add a checkmark to the Salaried check box.
11. In the RPP or DPSP field, select the applicable option. (To perform a search, click Advanced to open the Reporting Authority List and use the Filter fields. When you find the appropriate reporting authority, select it and click Close.)
12. Click OK.
13. Verify the employee record was created:
    • In the Filter field, enter the employee’s full name.
    • From the drop-down, select Employee Full Name.
    • Press tab.
    • The employee is displayed in the HR Employees List.
    • From the Related Information menu, select Employee > Card.
    • The Employee Card for the employee opens.

Adding and Updating Employee Card Data

The Employee Card is where all employee-related information is stored. A card exists for each employee and is a valuable reference for information about the individual. As such, the information needs to be kept up to date and accurate. Certain areas of the data are maintained by Human Resources representatives and Management, but there is also a link from the employee portals enabling individuals to manage and update their own personal profiles.

The Employee Card contains several tabs for storing different types of information about the employee. The following tables describe the Employee Card FastTabs and the information captured within each of those tabs. An explanation of where the auto-filled data is derived and steps for adding/updating the required data is also included.

Note: The Employee Card should be used for updating an existing employee record. The employee record is created through the ‘On-Boarding’ process and includes the employee data entered in the HR Request form for adding a new employee and a number of supporting tables generated from the default values per HR Position information.

Once the record is created through this process, HR and Payroll need to ensure all the data elements required to process payroll are in place. A system of pre-defined tasks and workflow ensures the HR representative or Payroll clerk has the record and tasks to be performed in their appropriate ‘Inbox’.  Once the required tasks are performed, the user can set the record to ‘next step’ passing the workflow to the next person responsible for the employee setup.

Opening an Employee Record Using the Employee List

To view the list of employees within the organization:

1. In the Search field, type HR Employees and select the page from the drop-down list.
   The HR Employees List displays.
   
   
2. Locate the employee whose record you are updating. Use the Filter field to search by employee number or full name and press tab.
   The employee is displayed in the HR Employees List.
3. From the Ribbon, click the Navigate tab and then click EWA User Card.
   The Employee Card for the selected employee opens.
   
   Note: If you are using the Employee card to create a new employee record, from the Ribbon, click New. A blank record is created.
4. Use the following tables as reference for entering/updating information for an employee.

Personal FastTab Information

The Personal FastTab contains basic information about the employee such as name and birth date. A description for each field is provided in the following table.

Note: The limit on most fields on the Employee card is 30 characters.

Communication FastTab Information

The Communication FastTab contains communication information such as street and postal code, contact phone numbers, and email addresses. It also includes information for the Communication Tracking feature.

Note: If you are using the Employee card to create a new employee record, the fields are blank.

The following table provides a description for each field.

Administration FastTab Information

The Administration FastTab contains information used for administrative purposes such as employment status, job position, and termination and/or re-hire information. Use this tab to record the full termination details for an employee when the individual leaves the organization.

Note: If you are using the Employee card to create a new employee record, the fields are blank.

The following table provides a description of each field

Payroll FastTab Information

The Payroll FastTab contains information required to create and generate a payroll process for the employee. Use this tab to record the full payment arrangement details for the employee.

Note: If you are using the Employee card to create a new employee record, the fields are blank.

The following table provides a description of each field.

Benefits FastTab Information

The Benefits FastTab contains the eligible benefit and dependent information for the employee. Use this tab to review the benefit entitlement details for the employee. A description of the fields is also provided.

Note: If you are using the Employee card to create a new employee record, the fields are blank. To assign a benefit plan, see ‘Assigning Benefit Plans to Employees’.

Note: To review the beneficiary or dependent information, click the number link to open the Employee Relatives page. Add or remove relatives or use the Beneficiary and Dependent check boxes to indicate a relative is either or both.

The Employee Other Authorities Info section displays the benefit enrollment for the employee. You can add/modify the entitlement as required. The following provides a description of the columns in this section:

• Effective Date: Displays the date upon which the benefit becomes/became effective. Enter or change this date as required.  If a date formula is set up in the Benefit Plan Other Authorities table, the date in this field reflects the current work date, plus the value specified in the formula. 
• Other Authority: Displays the code for the benefit coverage. From the drop-down, select the benefit you want to add.
• Other Authority Name: Displays a description of the benefit code. This field automatically updates depending on the selection made in the Other Authority field.
• Filing Status Code: Displays the individual’s benefit status. From the drop-down, select the appropriate filing status.
• Filing Status Description: Displays a description of the filing status code. This field automatically updates depending on the selection made in the Filing Status Code field.
• Dependents: Displays the employee’s number of dependents. Enter or change this number as required.
• Amount: Displays the benefit coverage amount. Enter or change this number as required.
• Benefit Related: This is a read-only field that indicates if the particular code is benefit-related.

The Employee Rates section displays the payroll rates (amounts deducted, eligibility timeframe, and so on) for each benefit in which the employee is enrolled. You can add or modify the entitlement as required. The following provides a description for columns in this section:

• Effective Date: Displays the date upon which the benefit becomes/became effective. Enter or change this date as required.
• Payroll Rate Code: Displays the payroll rate code for the benefit coverage. From the drop-down, select the appropriate payroll rate.
• Rate Description: Displays a description of the payroll rate code. This field automatically updates depending on the selection made in the Payroll Rate Code field.
• Activation Code: Displays the code that drives activation of this calculation. From the drop-down, select the appropriate timeline.
• Activation Name: Displays a description of the activation code. This field automatically updates depending on the selection made in the Activation Code field.
• Amount: Displays the benefit coverage entitlement. Enter or change this number as required.
• Unit of Measure: Displays the unit of measure for the amount entered in the Amount field. From the drop-down menu, select the appropriate option.
• Benefit Related: This is a read-only field that indicates if the particular code is benefit-related.

Assigning a Benefit Plan to an Employee

For employee records created manually, you need to assign a benefit plan based on the position and eligibility of the employee.

To assign a benefit plan to an employee manually:

1. On the HR Employee Card, from the Ribbon click Assign Benefit Plan.
   The HR Assign Benefit Plan page displays.
   
   
2. From the Benefit Code drop-down, select the appropriate benefit plan you for this employee.
3. From the HR Position Ledger Entry drop-down, select the appropriate position, if applicable. (For example, if the employee fills more than one position and each position has different benefit entitlements, assign the benefit plan to the appropriate position.)
   The HR Position Code and Employer Code fields update automatically based on the HR Position Ledger Entry option selected.
4. From the Effective Date drop-down, select the date upon which the enrollment in the benefit plan takes effect.
   The Benefits FastTab updates to reflect the benefit plan assigned.

Note:  Depending on the The No. of Beneficiaries and No. of Dependents fields update automatically; based on the information added in the Employee Relatives page. See the next section ‘Adding Relatives for Beneficiary and Dependent Purposes’.

Adding Employee Relatives for Beneficiary and Dependent Purposes

To add employee relatives:

1. On the HR Employee Card, from the Navigate Ribbon click Relatives.
   The Employee Relatives page displays.
   
   
2. From the Relative Code drop-down, select the appropriate relationship for the person you are adding.
3. In the remaining fields, enter the details for the relative (name, date of birth, and so on)
4. If the relative is a beneficiary, add a checkmark to the Beneficiary checkbox.
5. In the Beneficiary Payout % field, enter 100. (The payout must be equal to 100 percent.)
6. From the Beneficiary Effective Date drop-down, enter the date upon which this person should be listed as a beneficiary.
7. Depending on the circumstance, the beneficiary relationship to this person may end. From the Beneficiary End Date drop-down, enter the date upon which this person should be removed as a beneficiary.
8. If the relative is a dependent, add a checkmark to the the Dependent check box.
9. From the Dependent Start Date drop-down, enter the date upon which this person became a dependent.
10. Depending on the circumstance, the status as a dependent may end. From the Dependent End Date drop-down, enter the date upon which this person should be removed as a dependent. (For example, a dependent child turning the age at which child can no longer be claimed as a dependent.)
11. Repeat steps 2-10 to add all applicable relatives for the employee.
12. Click OK when finished.
    The No. of Beneficiaries and No. of Dependents fields update/are populated automatically based on the information added in the Employee Relatives page.

Employee Qualifications Information

To access the Employee Qualifications page:

1. From the HR Employee Card, on the Navigate Ribbon, click Human Resources > Qualifications.
   The Employee Qualifications page displays.
   
   
2. You can enter data in this tab using the following methods:
   • When you complete the ‘Hire’ process on an HR Request, the required qualifications are applied to any employee that is hired into that position.
   • If an applicant is converted to an employee, any qualifications linked to the Applicant Card are automatically transferred to the employee.
   • If an employee has successfully completed training through the training and registration module, the employee qualifications can be automatically applied to all employees in the registration.
   • An HR Representative can manually add qualifications directly to the employee’s record. 

Note: To review more details for Employee Qualifications, from the Related Information menu, select Human Resources > Qualifications.

The following provides a description for the columns/fields in the Qualifications FastTab:

Adding Employee Qualifications

When an employee completes a training session or certification externally you can update the employee’s qualifications manually.

For training that already exists, you can update to indicate the employee has reached the level to instruct, etc. or, for newly acquired qualifications/training, you can add the details to the employee’s record.

To update employee qualifications:

1. From the HR Employee Card, on the Navigate Ribbon, click Human Resources > Qualifications.
   The Employee Qualifications page displays.
   
   
2. To add a newly acquired qualification, on the Ribbon click New.
   A blank record is inserted.
3. From the Qualification Code drop-down, select the appropriate code.
4. In the remaining fields, enter (or select from the available drop-down options) the relevant information for the qualification.
   Some of the fields automatically populate based on the Qualification Code you selected. For assistance completing the fields, refer to the previous table.
5. Repeat steps 2 – 4 for additional qualifications.
6. For existing qualifications requiring updates, locate the qualification line and update the information using the corresponding fields, where required.
7. When you finish, click OK.
   The information you added is automatically updated to the Qualifications FastTab of the Employee Card.

Working with the Training Register 

The Training Register page displays all training related information for the employee linking a complete list of all training completed by the employee as well as any registration the employee has with the Training and Registration module.

Training that an employee completes can be recorded using either of the following methods:

• Manual registration: Use this to record training the employee obtained outside of training events managed (with the Training and Registration functionality) by the organization. This may include night classes, and so on.
• Automatic registration: The Training and Registration functionality automatically creates records either from an employee registering over the portal or from the auto-registration process from a ‘Hire’ with an HR Request. 

To access the Training Register:

1. From the HR Employee Card, click the Navigate Ribbon, and then click Training > Training Register.
   The Training Register by Employee page displays.
   
   
2. The following provides a description for field in the Employee Training Register section:

Viewing Training History

The Training Management Registrations page contains the history details (all training registrations, and so on) made through the Training Management process. Use this page to review a history of past registrations and their status with details for grades and results (pass, fail, or no-show).

You can also review current registration requests for training that has not yet been completed. These records can only be updated using the Training and Registration area. 

To view the training history:

1. From the HR Employee Card, click the Navigate Ribbon, and then click Training > Training Management Registrations.
   The Employee Training Registration page opens.
   
   
2. The following provides a description for columns in the Training Management History section:

Time Attendance Information

The Time-Attendance page enables you to review and track an employee’s attendance details and edit some of the details for time entry.

The Employee Balances area lists all Attendance Codes (Absence Registration Codes) regardless of an employee’s specific entitlement. If the employee is entitled, the values appear in the ‘Entitlement’ column. If an employee consumed days for which there are no specific entitlements, it is indicated in the ‘Used’ column.

The information is high-level providing a snapshot of employee absences by category (cause of absence code) broken down by entitlement and the amount used to date.

The values that drive these calculations can be updated in the following ways:

• Payroll Calculations: Attendance balances that calculate each pay period are typically updated through the payroll calculations and payroll controls that generate entitlement entries in the Absence Registration table. See your Payroll documentation for details on setting these up. 
• EWA – Employee Attendance Request: Employees can make an attendance request over the Employee Center. These entries are recorded immediately in the Absence Registration table with a status of ‘Pending’ until they are approved by the Manager.
• Absence Registration: Records can be manually recorded for the employee using Absence Registration.  See the ‘Registering and Analyzing Employee Absences’ section for more details.

To access the Employee Time Attendance page:

1. From the HR Employee Card, on the Home Ribbon, click Time Attendance.
   The Employee Time Attendance page displays.
   
   
2. The following provides a description for the fields on this page:

Understanding Time Entry

The time entry fields Time Entry Type, TE Hrs Per Pay Period, and TE Approver drive how Time Entry behaves on Employee Center. These fields are not applicable if EWA Time Entry Portal is not being used.

For more details consult the Time Entry Setup and Administration Guide.

Viewing Employee Absences in Detail

The Employee Absences page contains basic information relating to employee absences to provide a high-level snapshot of entitlements and absences (broken down by category) to date. However, you can view each absence request more closely (to determine status, understand the specifics of the absence, and so on) using the employee absence page. 

Note: The information on the Employee Absences page is read-only and can only be updated using Absence Registration. 

To view the each absence the employee has requested or taken in detail:

1. From the HR Employee Card, click the Navigate tab and then click Absences > Absences.
   The View – Employee Absences page displays.
   
   
2. When you finish reviewing the information, click Close.
3. To view a breakdown of absence numbers by category, see the next section ‘Viewing Absences by Categories’.

Viewing Absences by Categories

To view an employee’s absences by category:

1. From the HR Employee Card, click the Navigate tab and then click Absences > Absences by Categories.
   The Empl. Absences by Categories page displays.
   
   
2. In the Matrix Options FastTab, define the results using the available drop-down options.
3. On the Ribbon, click Show Matrix.
   The View – Absence Overview by Categories Matrix page opens displaying a breakdown of all the absence types.
   
   
4. Further customize the results using the Filter fields.
5. When finished, click Close.

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