This chapter provides overviews of job data, user security considerations, and discusses how to:
Add organizational instances for employees, contingent workers, and persons of interest (POIs).
Add additional assignments.
Hire job applicants.
Increase the workforce through SmartHire templates.
Review organizational relationships.
(BRA) Run Brazil employment reports.
(CAN) Run the Canadian Hire List report.
(NLD) Run the First Day Notification.
You can add a new job record to the system in several ways. Each way uses its own component. Although the components are made up of the same pages, each one is configured to help you enter the correct data for a particular situation.
Before you create a job record for a person, you must add them to the system in the Add a Person component (PERSONAL_DATA_ADD).
See Adding a Person in PeopleSoft Human Resources.
Component |
Menu |
Use To |
Add Employment Instance (JOB_DATA_EMP) |
|
Add a new employment organizational instance for a person who doesn't have applicant information in the system. |
|
(FPS) Workforce Administration, FPS Business Rules (USF) Workforce Administration |
Add a new employee who doesn't have applicant information in the system. |
Template-Based Hire (HR_TBH_JOB) |
|
Add a new hire by picking a pre-configured template and completing a simple data entry page. Once the data is entered it can be saved directly to the database, submitted for processing or saved for later. |
|
Workforce Administration, Personal Information, Organizational Relationships, Manage Hires |
Add a job applicant with information in the system, added through the Recruit Workforce business process. When you use these components to hire an applicant, the information that you've already entered in the system becomes part of the worker's record, including the referral source information. All other fields on these pages are documented in this chapter.
Note. (USF) Federal users can find information on hiring
job applicants in the Recruit Workforce business process. |
Add Contingent Worker Instance (JOB_DATA_CWR) |
|
Add a contingent worker organizational instance. |
Add POI Instance (JOB_DATA_POI) |
|
Add a POI organizational instance for a person who does not comprise the workforce but for whom you require a job record. |
|
Workforce Administration, Job Information Note. Access the Concurrent Job component from the Add Additional Assignment component (ADD_PER_ORG_ASGN). |
Add an additional employment instance for an employee or contingent worker. |
Job Data (JOB_DATA). |
Workforce Administration, Job Information |
Update (including adding temporary assignments) the job record of an employee, contingent worker, or POI. |
Most of these components consist of the same job data pages. The data that you enter on these pages is used throughout PeopleSoft Enterprise Human Resources and PeopleSoft Enterprise HCM to manage the people in the system. The process of entering additional data for employees or contingent workers that is not covered in the job data pages discussed in this chapter can be found elsewhere in this PeopleBook.
Note. Template-based hires does not use the actual job data pages in the template, however, it does use all the fields broken up into logical sections.
Note. The components that you use to add and update job records are made up of a number of different pages. To navigate through the entire component, click the Job Data, Employment Data, Earnings Distribution, and Benefits Program Participation links at the bottom of the pages.
See Hiring Applicants.
See (USF) Adding an Employment Instance.
See Managing Country-Specific Workforce Data.
See Updating Person and Job Information.
See Hiring French Public Sector Employees.
Adding New Job Records through the PeopleSoft Services Procurement Integration
A new job record may also be created in the system if your organization uses the PeopleSoft Enterprise Services Procurement product within the PeopleSoft Enterprise Supply Chain Management (SCM) database. The PeopleSoft applications deliver integration points that enable you to use PeopleSoft Human Resources as your system of record for contingent workers who are brought in to fill PeopleSoft Services Procurement requisitions.
When a work order is submitted in Services Procurement, the Services Procurement application does the following:
If the Services Procurement service provider is a new candidate, Services Procurement sends a message to Human Resources requesting Human Resources to add this person with an organizational relationship of contingent worker, add a job assignment, and create a user profile.
If the Services Procurement candidate already exists in the Human Resources system, Services Procurement sends a message with this person's ID requesting Human Resources to create a new job assignment for this person.
When a Services Procurement work order is closed or cancelled, Services Procurement sends a termination message to Human Resources. Human Resources then terminates the associated job assignment.
Human Resources uses the Component Interface (CI) and internal services to add the person, job, and user profile. This integration is automated and requires manual intervention only if there is a problem. For example, let's say Human Resources has successfully added a person profile from a Services Procurement request but encountered errors when creating the job assignment, such as an incorrect job code or location code. Human Resources sends a message back to Services Procurement stating that the person was created but the job assignment and user profile were not created and lists the error details. A Services Procurement administrator will then access the error correction page, correct the data, and resubmit the request. Human Resources will process the updated information, create the job assignment and user profile, and send an acknowledgement back to Services Procurement.
Note. The PeopleSoft Enterprise Services Procurement PeopleBook provides the technical details of the integration between PeopleSoft Human Resources and PeopleSoft Services Procurement.
Additional integration enables you to use Services Procurement to search for contingent workers as an alternate source of filling job postings in PeopleSoft Enterprise Talent Acquisition Manager. When you use this integration, and a new Services Procurement candidate is sent to Talent Acquisition Manager for hiring. Talent Acquisition Manager initiates the hire process and sends all necessary Human Resources data to Services Procurement to add the contingent worker information. When the hire is successful, Talent Acquisition Manager sends a message to Services Procurement stating that the candidate was added. At this point, Services Procurement will send a message to Human Resources to add a user profile for this candidate in the Human Resources system. Human Resources will add the user profile and send an acknowledge message. Services Procurement continues to send messages directly to the Human Resources system when it is time to terminate the Services Procurement service provider.
See PeopleSoft Enterprise Services Procurement PeopleBook
See Posting Jobs to PeopleSoft Services Procurement.
Understanding the Job Data Pages
The information that you enter when you add a new employment, contingent worker, or POI instance is the foundation for most of the business processes that you carry out later. That information includes the following:
General employment information.
Includes business title and work phone. This information is optional, but useful for reporting purposes.
Specific job data.
Includes the person's department, job code, company, supervisor, and compensation information.
Earnings data.
This information is included if the person's compensation comes from more than one department or category. You specify how to distribute the person's earnings among the sponsoring groups.
Benefits program.
After you enter job information into the system, you can work with it in a variety of ways. For example, you can generate printed reports, view summary data pages, and perform ad hoc queries online. You can also use job data as the basis for performing tasks in all other aspects of human resources management, such as salary administration, regulatory requirements, payroll, and benefits.
Understanding Employment Information Data
Unlike the data on the Job Data pages, the information on the Employment Information page isn't effective-dated, so the data that you enter and review on this page tells you about the worker's current information for this employment record number.
This means that if you rehire a worker and enter a future effective date, the system deselects the Termination Date and Assignment End Date fields. To review information that is in other data rows, use the Job Data component.
This page tracks data at two different levels: organizational and assignment. The organizational instance is the occurrence of an employment, contingent worker, or POI relationship with an organization, initiated when you create the person's first job data record. The system uses an organizational instance record number to distinguish between organizational instances. The organizational instance number is the same as the Employment Record (ERN) of the original (controlling) job data record under that instance.
The assignment level is the actual job data record, or records, associated with the instance. Since people can have more than one job data record under an instance (for example, an additional job or a temporary assignment), tracking the dates of the assignments separately from the dates of the instance enables you to distinguish between when a person was hired (tracked at the instance level) and terminated and when they started and completed an assignment or job.
The system uses the dates of the original job data record under an instance (when there are more than one job data records under an instance, this job data record is the controlling instance) to determine the dates of the instance. All other assignments under the instance inherit the instance dates from the original assignment.
The system also uses the actions you use on a job data record to determine which dates to update. For example, when you use the action of HIR (hire), the system assumes that the new job data record represents a new instance for a new hire, with its own hire dates. However, if you use the action of ADL (additional job), the system assumes that the new job data record is in addition to an existing instance and will use the hire dates from the controlling instance.
This example illustrates how the system establishes and tracks the organizational record numbers, ERNs, instance dates, and assignment dates for someone with multiple organizational relationships and job data records:
Note. This example is intended to illustrate the record number fields and the system date fields, not every field on this page.
Bobby Singh joined company XYZ on February 2, 2002. At the end of 2006, company ABC bought company XYZ; it completed the takeover on January 1, 2007. When the HR administrator at company ABC first enters Bobby in the system, he creates a job data record with the action of HIR and an effective date of January 1, 2007, reflecting Bobby's hire date with the new company.
The fields on the Employment Data page have the following values:
Bobby Singh |
EmplID: XYZ001 |
ERN: 0 |
Level |
Field |
Date |
Organizational Instance |
Organizational Instance Record |
0 |
Original Start Date |
February 2, 2002 The system entered the effective date of the job data record as a default value, but the HR administrator overrides it to enter Bobby's start date at company XYZ. |
|
Last Start Date |
January 01, 2007 |
|
First Start Date Note. This is the hire date used in all reports tracking hires. |
January 01, 2007 |
|
Termination Date |
blank |
|
Org Instance Service Date |
January 02, 2007 The system entered the effective date of the job data record as a default value, but the HR administrator overrides it to the date from which the company calculates service for acquired employees. |
|
Organizational Assignment |
Last Assignment Start Date |
January 01, 2007 |
First Assignment Start |
January 01, 2007 |
|
Assignment End Date |
blank |
From June 3, 2007 to September 10, 2007, Bobby has an additional assignment with the company. The HR administrator uses the action of ADL when creating the additional assignment so the system does not treat the new job data record as a separate instance with it's own hire date. The fields on the Employment Data page for the new assignment's job data record have the following values:
Bobby Singh |
EmplID: XYZ001 |
ERN: 1 |
Level |
Field |
Date |
Organizational Instance |
Organizational Instance Record |
0 |
Original Start Date |
February 2, 2002 |
|
Last Start Date |
January 01, 2007 |
|
First Start Date |
January 01, 2007 |
|
Termination Date |
blank |
|
Org Instance Service Date |
January 02, 2007 |
|
Organizational Assignment |
Last Assignment Start Date |
June 3, 2007 |
First Assignment Start |
June 3, 2007 |
|
Assignment End Date |
September 10, 2007 |
The organizational instance dates come from the original, controlling instance and cannot be changed on the Employment Data page for the non-controlling instance.
On September 15, 2007, Bobby takes on a new job with company ABC. The HR administrator creates a new employment instance and uses the action of HIR when creating the instance. The fields on the Employment Data page for the new job have the following values:
Bobby Singh |
EmplID: XYZ001 |
ERN: 2 |
Level |
Field |
Date |
Organizational Instance |
Organizational Instance Record |
2 Note. Notice that the organizational instance record number does not follow in sequence with Bobby's other instance, but that it matches the ERN of the job data record created under the new instance. |
Original Start Date |
September 15, 2007 |
|
Last Start Date |
September 15, 2007 |
|
First Start Date |
September 15, 2007 |
|
Termination Date |
blank |
|
Org Instance Service Date |
September 15, 2007 |
|
Organizational Assignment |
Last Assignment Start Date |
September 15, 2007 |
First Assignment Start |
September 15, 2007 |
|
Assignment End Date |
blank |
This organizational instance is completely separate from the first organizational instance and Bobby is treated as a new hire, as reflected in his original start date and service date. A company with different business rules may choose to acknowledge his past service for this instance, but company ABC does not and, because the two instances are separate, it doesn't have to.
Bobby is offered an additional assignment with the second job starting on January 14, 2008 and so he tenders his resignation for his original job, effective January 15, 2008. The fields on the Employment Data page for the first organizational instance have the following values:
Bobby Singh |
EmplID: XYZ001 |
ERN: 0 |
Level |
Field |
Date |
Organizational Instance |
Organizational Instance Record |
0 |
Original Start Date |
February 2, 2002 |
|
Last Start Date |
January 1, 2007 |
|
First Start Date |
January 1, 2007 |
|
Termination Date |
January 15, 2008 |
|
Org Instance Service Date |
January 2, 2007 |
|
Organizational Assignment |
Last Assignment Start Date |
January 1, 2007 |
First Assignment Start |
January 1, 2007 |
|
Assignment End Date |
January 15, 2008 |
The fields on the Employment Data page for the new assignment under the second organizational instance have the following values:
Bobby Singh |
EmplID: XYZ001 |
ERN: 3 |
Level |
Field |
Date |
Organizational Instance |
Organizational Instance Record |
2 |
Original Start Date |
September 15, 2007 |
|
Last Start Date |
September 15, 2007 |
|
First Start Date |
September 15, 2007 |
|
Termination Date |
blank |
|
Org Instance Service Date |
September 15, 2007 |
|
Organizational Assignment |
Last Assignment Start Date |
January 14, 2008 |
First Assignment Start |
January 14, 2008 |
|
Assignment End Date |
blank |
Finally, the division in which Bobby has worked the two jobs in his second organizational instance closes, terminating both the controlling instance and, by association, the assignment effective September 30, 2008 and Bobby is rehired into his original job with a new, additional job on the side, effective September 15, 2008.
The following graphics illustrates Bobby's organizational instances and assignments:
Bobby's organizational relationships and assignments for organizational record 0 (1 of 2)
Bobby's organizational relationships and assignments for organizational record 2 (2 of 2)
Notice that all of the instance dates come from the controlling assignment and that the termination date is refreshed when Bobby is rehired.
Differences Between the Add Employment Instance, Add Contingent Worker Instance, and Add POI Instance Components
The Add Contingent Worker Instance and Add POI Instance components are almost identical to the Add Employment Instance component with the following exceptions:
Page |
Add Employment Instance Fields |
Add Contingent Worker Instance Fields |
Add POI Instance Fields |
Work Location |
The default value for the Action field is Hire |
The default value for the Action field is Add Contingent Worker |
The default value for the Action field is Add Person of Interest |
Work Location |
Payroll Status |
Job Status |
Job Status |
Payroll |
Employee Type |
Pay Type |
Pay Type |
Employment Information |
Provider ID |
Provider ID |
Security Considerations for Users Managing Employees and Contingent Workers
PeopleSoft Enterprise Human Resources enables human resources administrators to create job records for people in departments that they can't access for updates. This enables them to transfer workers from one department to another.
If you want to prevent administrators from creating job records for people in departments to which they don't have access, the system contains an optional view (DEPT_TBL_ACCESS) that shows only the department IDs. The administrator can access the view based on user security. To use this view, update the JOB record in PeopleSoft Application Designer so that the prompt table for the DEPT_ID field is DEPT_TBL_ACCESS.
Managing Job Data When You Use the Manage Positions Business Process
If you drive part or all of PeopleSoft Enterprise Human Resources by position, the process of adding a new job data record is somewhat different from the one that is described in this chapter. You still enter some data on the pages that are described in this chapter, but because you've already set up most job-related data on the Position Data component (POSITION_DATA), the system inserts default data automatically in many fields.
Full Position Management |
Partial Position Management |
Position-related fields are unavailable for entry in several Administer Workforce pages. When you select a position number for the person in the Position Number field, the system updates the position-related fields with the values associated with the position in the Position Data component. |
The position-related fields are available for entry until you enter a position number in the Position Number field and move out of the field. The system updates the position-related fields with the values associated with the position in the Position Data component and makes them unavailable for entry. |
Adding Versus Updating Job Records
After you set up job records for a member of the workforce, you can enter more data, build a comprehensive history of the person's career with the organization, and support workforce-related planning and decision-making for all areas of the organization.
The pages that you use when you add an organizational instance are the same ones that you use later to update existing job data records but are contained on different components. Use the Job Data component to update job data information.
Warning! PeopleSoft can't guarantee the results if you use the Add Employment Instance, Add Contingent Worker Instance, Add POI Instance, or Add Additional Assignment components to modify existing data. Use these components only when creating a new organizational instance.
See Updating Person and Job Information.
See (USF) Administering Personnel Action Requests.
(JPN) Assigning Internal Identification Numbers
This feature enables you to assign to a person's job record identification numbers that have some meaning to the organization. For example, the third digit of an internal ID may indicate employment type; the fifth might indicate work location; and the sixth, job type. You can store a standard ID, which doesn't have meaning and is used for keying the database, and an alternative, meaningful ID that can be changed as the person's circumstances change.
The system assigns IDs to people as you add them to the system in the Personal Information component. The system uses this ID to identify the person in all job records. Enter a meaningful internal ID number for a person in the Internal EmplID field on the Work Location page to capture information about the person's job situation.
You can update the internal ID each time that you insert a new row into the Job Data component. You can see those changes at a glance on the employee's Job Summary page, and you can search employees by their internal IDs.
The following examples illustrate how a person's internal emplID changes as their relationship to the organization changes, while their standard ID remains constant.
Example 1
In the Internal EmplID column of the following table, the first two numbers indicate the year (2004) that the person is hired as a full-time employee and the 2 in 20091 indicates part-time employment:
Effective Date |
Action |
Reason |
ID |
Internal EmplID |
Notes |
April 1, 2008 |
Pay rate change |
Merit |
45883 |
94010333 |
|
April 1, 2004 |
Rehire |
New position |
45883 |
94010333 |
Rehired as full-time employee. |
March 31, 2004 |
Termination |
45883 |
20091 |
||
April 1, 2000 |
Hire |
Temporary assignment |
45883 |
20091 |
Hired as contingent worker. |
Example 2
In the Internal EmplID column of the following table, the first two numbers indicate the year (2000 and 2005) that the person is hired as an employee with the company and the next three numbers indicate the company (014 and 034) that the person is working for:
Effective Date |
Action |
Reason |
ID |
Internal EmplID |
Notes |
May 31, 2006 |
Transfer |
Completion of intercompany transfer |
64096 |
90014278 |
Transferred back to home company. |
May 8, 2005 |
Transfer |
Intercompany transfer |
64096 |
95034278 |
Transferred to host company. |
April 1, 2000 |
Hire |
New graduates |
64096 |
90014278 |
Hired as a full time employee. |
Before you add a new organizational instance:
Set up the Administer Workforce control tables.
Set up the Administer Workforce country-specific control tables.
Create personal data records for employees, contingent workers, and POIs.
See Also
Working with Regulatory Regions
Setting Up and Administering HRMS Security
Setting Up and Installing PeopleSoft HRMS
Setting Up and Working with Languages
Setting Up Organization Foundation Tables
Setting Up Personal Information Foundation Tables
(USF) Setting Up Human Resources Management Tables
Setting Up Banks and Bank Branches
Setting Up Local Country Functionality
This section lists common elements and discusses how to:
Enter employee job location and position information.
Enter job information.
Enter national labor agreement data.
Enter payroll processing data.
Enter salary plan information.
Enter compensation information.
Enter optional employment-related data.
Distribute job earnings.
Specify benefit program enrollment.
Create a person checklist.
Define applicant referral information.
Create a person checklist.
See Adding Additional Assignments.
Go To Row |
Click icon to enter a date or row number in which you would like to view. |
Benefits Program Participation |
Click to Access the Benefit Program Participation page. |
Cross Border Worker |
Select if the person lives in one country and works in another. These people have special tax and social security needs. |
Employment Data |
Click to access the Employee Information page. |
Earnings Distribution |
Click to access the Job Earnings Distribution page. |
FA Holiday Type (festive advance holiday type) |
Select the festive advance holiday type. |
Festive Advance Eligible From |
Select the date on which the person becomes eligible for the selected festive advance pay program. |
Festive Advance Pay Program |
Select the festive advance pay program for the person. |
Job Data |
Click to access the Work Location, Job Information, Job Labor, Payroll, Salary Plan, and Job Data - Compensation pages. |
Military Status |
Select the person's current military status. |
Owns 5% (Or More) of Company |
Select if the person owns five percent or more of the company. The system uses this field to identify highly compensated employees for the Non-Discrimination Testing – 401(k)/401(m) report (NDT004) in the Manage Base Benefits business process of PeopleSoft Enterprise Human Resources. |
Regulatory Region |
Select the regulatory region. |
Religion |
Select the religion. You set up religion on the Religions page. Note. (AUS and NZL) Set this field to Not Applicable. |
Security Clearance |
If the person receives a security clearance, enter the level of clearance: Classified, Secret, or Top Secret. |
See Also
(USF) Adding an Employment Instance
Entering Additional Data in Human Resources Records
Updating Person and Job Information
Note. One of the pages used to add employees, contingent workers and POIs is the Template-Based Hire page. It is discussed in detail in another section in this chapter.
Page Name |
Definition Name |
Navigation |
Usage |
JOB_DATA1 |
|
Enter position and location information for a person's job, including the regulatory region, company, department, and location. |
|
JOB_DATA_JOBCODE |
|
Enter information about a person's job, including status, employee class, shift, or standard hours. |
|
JOB_LABOR |
|
Enter National Labor agreement data if the employee or contingent worker belongs to a National Labor agreement. |
|
JOB_DATA2 |
|
Enter payroll processing data. The payroll system and pay group information that you enter here affects component compensation processing on the Job Data - Compensation page. |
|
JOB_DATA_SALPLAN |
|
Enter information about a person's salary plan. |
|
JOB_DATA3 |
|
Enter compensation information. |
|
JOB_CNT_CHG_SEC |
Click the Contract Change Prorate Option link on the Compensation page. |
Choose how to handle contract pay when there is a change to the contract amount. |
|
EMPLOYMENT_DTA1 |
|
Enter optional data, such as a worker's business title. |
|
JOB_DATA_ERNDIST |
|
Distribute a person's compensation for one job among different departments, job codes, accounts, shifts, position numbers, or general ledger pay types. If the person's pay is regularly charged to more than one cost center, designate how much to allocate to each cost center. |
|
JOB_DATA_BENPRG |
|
Specify the benefit program in which a person is enrolled for benefits in PeopleSoft Enterprise Human Resources or PeopleSoft Enterprise Benefits Administration. |
|
PERSON_CHECKLIST |
Workforce Administration, Personal Information, Organizational Relationships, Person Checklist, Person Checklist |
To ensure that the human resources administrators perform all the required administrative tasks for a person, create a checklist listing all the items that need to be completed and the person responsible for completing them. |
|
PERS_APPL_INFO |
Workforce Administration, Personal Information, Organizational Relationships, Person Applicant Information, Person Applicant Information |
Define applicant referral information. |
|
EMPLOYEE_CHECKLIST |
Workforce Administration, Personal Information, Organizational Relationships, Person Assignment Checklist, Person Assignment Checklist |
To ensure that the human resources administrators perform all the required administrative tasks for an employee, create a checklist listing all the items that need to be completed and the person responsible for completing them. |
Access the Work Location page (Workforce Administration, Job Information, Add Employment Instance, Work Location).
Military Service |
Select the military service in which the person is serving. Displays when the Military check box is selected on the Installation Table. This field is available if you are adding a new Job Data record, when you are not adding a new Job Data record this field is display only. |
Effective Date |
Enter the effective date. When you add a new instance with the action of Hire, the effective date that you enter here becomes the hire and original hire date. |
Effective Sequence |
Enter a number to track multiple administrative actions that occur on the same day. The default value is 0, the correct number for new instances. |
Action and Reason |
Select the action requiring you to create or modify this record. The system displays a default value when you create a new employment, contingent worker, or POI instance. Reason codes are associated with the action you select. Note. During data conversion into the PeopleSoft system for new customers, it may be appropriate to correct the default action value, such as Hire, to a value that reflects the person's current information, but changing the Action code for the first row of job data is not otherwise appropriate. |
HR Status |
Displays the status of the current job record. A person can have an active HR status but an inactive job or payroll status. |
Payroll Status or Job Status |
The page displays the Payroll Status text for employee employment instances. Displays the payroll status of the current job record. Some changes that you make to this field trigger Retro Pay or Final Check processing. A Retro Pay Request is triggered by any payroll status change with an effective date that's earlier than or equal to the latest pay end date of a check already paid to the employee. A Final Check Request is triggered by any payroll status change that's based on one of the action or reason codes that are defined in the Final Check Action/Reason table. The page displays the Job Status text for contingent worker or POI instances. |
Job Indicator |
Indicate whether this is the person's primary or secondary job for this organizational relationship. Select Not Applicable if those selections don't apply to this job. This field is used to process people with more than one organizational instance in a single organizational relationship. |
Calculate Status and Dates |
Click this button to calculate the person's HR, job, or payroll status and the employment dates so that you can review the changes before you save the component. The system displays this button when you make a change to the effective date or one of the status fields. You do not need to click this button to refresh the status and date fields. The system will refresh these fields when you save the component. |
Maintain/View Notes |
Click this icon to access the Job Data Notepad page. |
Position Number |
If you drive part or all of the system by position, select a position number. Define positions in the Add/Update Position Info component. When you leave the Position Number field, the system completes position-related fields in the Job Data component with default data from the Add/Update Position Info component, including job code, department, location, supervisor level, reports to, and full- or part-time status. The corresponding fields become unavailable for entry. PeopleSoft Enterprise Human Resources issues a warning message if you assign a person to a position that is already filled and if the new appointment exceeds the maximum headcount for that position. The system calculates the headcount and displays the appropriate indicator in the Open/Filled field in the Add/Update Position Info component when you change assignments. |
Position Entry Date |
When you enter a position number for this person, the system populates this field with the effective date and this field becomes unavailable for entry. You can override the default by clicking the Override Position Data button. |
Override Position Data and Use Position Data |
Click Override Position Data to enter exceptions to the default position data for this person. This opens up the unavailable fields, including Job Code and Department, and you can override the entries that are in those fields. For example, the worker might have a higher salary grade than the standard grade that is associated with the position. When you click Override Position Data, the button becomes the Use Position Data button, and vice versa. This button is available only on new rows of data. Note. If you override the defaults for position-related data, you must maintain the employee data manually; the system doesn't update the position data on the Job Data pages with data from the Add/Update Position Info component unless you click Use Position Data. |
Position Management Record |
The system selects this check box when you make changes to fields in the Add/Update Position Info component that initiate a system update of fields here. A selected check box indicates that the system inserts a data row on the Job Data pages. |
Regulatory Region |
If you have specified a regulatory region for the position you associated with this person, the system enters a default regulatory region and this field becomes unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position, then the system populates the field by default with the regulatory region for the person, based on your user preferences entered in the Org Defaults by Permission Lst component. You can override the default. |
Company |
If you have specified a company for the position you associated with this person, the system enters a default company and this field becomes unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position and you assigned a company to a department in the Department table, a default company code appears, and this field becomes unavailable for entry. If you did not designate a company on the Department table, select a company here. PeopleSoft Payroll for North America requires employees and supported types of persons of interest to be associated with companies that have the correct tax report type, as configured on the Company Table - Tax Details page:
|
Business Unit |
If you have specified a business unit for the position you associated with this person, the system enters a default business unit and this field becomes unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position, then the system populates the field by default with the business unit for the person, based on your user preferences. You can override the default. The business unit that you assign to the person on this page and the setID functionality in PeopleSoft Enterprise Human Resources Management affect the way that default values work throughout the PeopleSoft Enterprise Human Resources system. Your entry in this field controls the departments, locations, job codes, salary plans, and so on that you see on the remaining Job Data component pages. |
Department |
If you have specified a department for the position you associated with this person, the system enters a default department and this field becomes unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position, select the department code for this person. When you leave the field, the system inserts a default supervisor or reports to ID on the Job Information page if you entered a default supervisor or reports to ID for this department in the Department table. The system enters default values for the following fields on the Job Data - Payroll page: Employee Type and Pay Group (which you associate with a company in the Company table). Depending upon other data setup, the system might enter a default holiday schedule. See Setting Up Holiday Schedules. Note. Because this page can contain multiple data rows, the system doesn't always warn you that you must complete the Department field. However, if you change data in another field on the page, the system issues a warning and won't let you leave the field until you select a department code. |
Department Entry Date |
If you have specified a department for the position you associated with this person, the system enters a default department entry date and this field becomes unavailable for entry, unless you click the Override Position Data button. When you leave the Department field, the system displays the date on which the person is first assigned to this department. |
Location |
If you have specified a location for the position you associated with this person, the system enters a default location and this field becomes unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position and you assigned a location to a department in the Department table, the system displays the department location, if the default location setID that you define in the Department table matches the control location setID that is defined for that business unit in the TableSet Control - Record Group table. You can change the location code. If you did not designate a location on the Department table, select a location here. Note. For workers paid through PeopleSoft Enterprise Payroll for North America, the location that appears here does not determine the person's primary work state and location that appear on the paysheets. You specify that information by selecting a tax location code on the Job Data - Payroll page. |
Establishment ID |
Select the person's establishment. Establishments are used for several countries for local regulatory reporting. These reports require that each person be assigned to a single establishment. Establishments in regulatory regions other than USA have a one to one relationship with locations. Note. (USA) In the USA regulatory region, there is a many to many relationship between locations and establishments. USA regulatory reports require that you associate an establishment ID with a person at the job level.
Note. (FRA) For payroll purposes, you must always assign
persons to an establishment. |
Date Created |
Displays the date on which you enter this record. |
Last Start Date |
Enter the most recent start date for this organizational instance. |
Expected Job End Date and Expected Return Date |
Enter the end date or return date for this job, if known. If you don't know the date initially, you can enter it later. If this job is a temporary assignment and you do not enter a date in the Expected Job End Date field, you can run the Temporary Assignment w/out End Date report to identify those assignments that do not have an end date. This date is necessary if you want the system to terminate this job and reactivate any substantive job that may be on hold. The system displays the day before the termination effective date as the termination date. |
End Job Automatically |
Select to end the job on the specified date. This stops all related processing for payroll and benefits for this job. You must run the Reactivate/Termination Update process if the organization uses this feature. You can use this feature only if the Automatic Job Termination check box is selected on the Installation Table - Product Specific page. |
Termination Date, Last Date Worked, and Override Last Date Worked |
The system displays the day before the termination effective date as the termination date and the date last worked. These fields display when you have indicated an action that will inactivate or suspend a job. If you rehire the person, the system deselects these fields. When a person returns from leave, the system deselects only the Last Date Worked field. If the date is not accurate, select Override Last Date Worked to enter the date. |
Military
The Military section is available when military is enabled on the Installation Table. Valid values for the service component and component category of the person depend upon the military service you enter at the top of the Work Location page.
Service Component |
Indicate the employee's service type for their military service, such as regular, activity reserve, and so forth. |
Component Category |
Enter a service component category to further define for the service component for this person. |
(ESP) Spain
SSN Employer (social security number for employer) |
Enter the company SSN, as assigned by the Spanish government, that applies to this person. |
(JPN) Japan
Internal EmplID (internal employee ID) |
Enter the person's internal ID. You can store an internal emplID if the company uses meaningful employee IDs, and those IDs themselves need to change with certain employee data changes such as employment type changes. Internal EmplIDs also appear on the JPN Job Summary page, and you can search the system by internal EmplID. |
This region enables you to specify intercompany transfer (shukkou) data for Japan. Enter information about the company and department that the person is transferring to or from in the appropriate group box, Internal Company or External Company. Values for the External Company group box are set up on the IC Trans External Company/Dept and IC Trans External Superv Lvl pages.
Intercompany Transfer Flag |
Specify whether the data that you enter on the page is home or host company information. The system uses this value in conjunction with intercompany transfer-related action or action reason codes to check the validity of the entries. Values are:
Select the blank value at the top of the list to remove all entries. |
Company |
Select the home or host company. The home or host company ID is a prompt value from the Company component (for internal company transfers) and the IC Trans External Company/Dept page (for external company transfers). |
Business Unit |
Select the home or host business unit for internal company transfers only. Your entry in this field controls the Department and Supervisor Level field values in the Internal Company group box due to setID functionality for business units. |
Department |
Select the home or host department. The home or host department ID is a prompt value from the Departments component (for internal company transfers) and the IC Trans External Company/Dept page (for external company transfers). |
Supervisor Level (external supervisor level) |
Select the home or host supervisor level. This value is a prompt value from the Supervisor Lvl Table component (for internal company transfers) and the IC Trans External Superv Lvl page (for external company transfers). |
Transfer Start Date |
If you enter host data, enter the start date of this intercompany transfer. Don't enter a date if the action is RET (retirement) and the reason is PIT (permanent intercompany transfer). |
Transfer End Date |
If you enter host data, enter the expected end date of this intercompany transfer. Don't enter a date if the action is RET and the reason is PIT. The end date must be equal to or later than the effective date of the worker's current job record. |
See Also
Defining the Final Check Process
(JPN) Tracking Additional Appointments (Kenmu)
(JPN) Tracking Intercompany Transfers (Shukkou)
Working with System Data Regulation in HRMS
Working with Regulatory Regions
Access the Job Information page (Workforce Administration, Job Information, Add Employment Instance, Job Information).
Note. Many values on this page come from the value that you enter in the Department field on the Job Data - Work Location page. You can override most of these default values.
Job Code |
If you have specified a job code for the position you associated with this person, the system enters a default job code and this field becomes unavailable for entry, unless you click the Override Position Data button on the Work Location page. If you haven't assigned the person to a position, select the job code for this person.
Note. If you are attaching this person to a labor agreement
on the Job Labor page and that labor agreement is associated with job codes,
you must select a job code that is valid for the labor agreement. |
Entry Date |
When you leave the Job Code field, the system displays the date on which the person is first assigned to this job code. If you are using position management, this field is unavailable for entry, unless you click the Override Position Data button on the Work Location page. |
Supervisor Level |
Supervisor levels are a class of position that represent levels of some managerial or supervisory significance and can be used as another type of employee identifier. If you have specified a supervisor level for the position you associated with this person, the system enters a default supervisor level and this field becomes unavailable for entry, unless you click the Override Position Data button. If you did not assigned the person to a position, select the supervisor level code for this person, if applicable. |
Supervisor ID |
If you use position management, don't use this field. Use the Reports To field to identify the position number to which this person reports. This field is unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position and you assigned a manager ID to a department in the Department table, a default supervisor ID appears. If you did not designate a manager ID on the Department table, enter a supervisor ID here, if applicable. Note. Specify the person's department code before you enter a new supervisor ID. If you enter a supervisor ID before you select a department code, the system overrides the ID each time that you enter or change the person's department. |
Reports To |
Displays the position number, title, and name of the manager associated with this position. If you have specified a reports to number for the position you associated with this person, the system enters the default value and this field is unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position and you assigned a reports to ID to a department in the Department table, a default reports to ID appears. If you did not designate a reports to ID on the Department table, enter a reports to ID here, if applicable. |
Regular/Temporary |
Defaults from the position number you associated with this person, and this field is unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position, the system displays the default value from the Job Code Table. You can override this value. |
Full/Part |
Defaults from the position number you associated with this person, and this field is unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position, indicate whether the worker is full-time or part-time.
Note. The Manage Base Benefits business process uses the
values that you select in the Regular/Temporary and Full/Part fields
to determine eligibility requirements. |
Empl Class (employee class) |
Select an employee class, which provides another method of grouping workers. Examples may include Assignee, Expatriate, or Intern. Employee classes are included in the Employee Class table. To override, access this page in correction mode. The list of values depends on the regulatory region that is specified on the Work Location page and the setID values entered in the Employee Class component.
Note. (GBR) The Northern Ireland Fair Employment Monitoring
report (UKNI001) uses the employee class to determine the classification of
workers. If the organization submits this report, you must use the required
employee classes for the report to work correctly. See (GBR) Meeting Regulatory Requirements for the United Kingdom. |
Officer Code |
Identify highly compensated workers for the Non-Discrimination Testing - 401(k)/401(m) report (NDT004). The default value is None. |
Regular Shift |
Defaults from the position number you associated with this person, and this field is unavailable for entry, unless you click the Override Position Data button. If the worker is working shifts, select the appropriate shift. If the worker doesn't work shifts, leave the Shift Rate and Factor fields blank. The default value is N/A (not applicable). |
Shift Rate and Shift Factor |
If you selected the Specified at Employee level option on the Shift table, enter the shift differential for this worker and job. Enter the shift differential as a rate (flat amount), a factor (percentage), or both. Use the first field to enter a flat amount and the second field to enter a percentage. Note. To apply the same shift differential to a group of workers who work the same shift, enter shift information in the Shift table in Payroll for North America. If you specify the differential on the Shift table, the system does not use shift rate information from Job data. |
Classified Ind (classified indicator) |
Associate the position with an FTE Classification (full time equivalents classification) that you established on the Department Budget FTE page. This field is visible only for departments that have been set up to use commitment accounting. Departments are configured to use commitment accounting on the Comm. Acctg and EG page in the Department component. |
Duties Type |
For jobs where the action or reason is temporary assignment, select the type of duties for the temporary assignment from the Temporary Duties Type table. You can use this feature only if the Automatic Job Suspension check box is selected on the Installation Table - Product Specific page. |
Encumbrance Override |
Select to override encumbrance processing at the job level when you create a new organizational instance or add a concurrent job for a worker date if the department uses Commitment Accounting. |
Standard Hours
The standard hours fields defaults from the position number you associated with this person, and these fields are unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position or click the Override Position Data and change the job code, then the system populates the fields by default from the job code. You can override the defaults.
Standard Hours |
Displays by default the standard hours for the worker. Change the default value, if required. |
Work Period |
Select a standard work period, the time period during which workers must complete the standard hours. The system uses the annualization factor of the standard work period in combination with the standard hours to calculate full-time equivalency. |
FTE (full-time equivalency) |
Displays the percentage of full-time work that the worker should normally work in this job. The system calculates this value based on the standard hours entry for this job and the standard work period. However, you can override the system-calculated FTE and enter any value. The system issues a warning if you enter a value that is greater than 1.0. |
Combined Std Hours/FTE (combined standard hours/full-time equivalent) |
Displays the total standard hours that are assigned to the worker for all active jobs combined and the worker's total FTE status for all active jobs combined. For example, if a worker holds two jobs, one as a professor with an FTE of .5 and one as a physician with an FTE of .35, the worker's combined FTE is .85 (.5 + .35 ). You can't change or delete this information. Note. The combined FTE that appears here may be different from the total FTE that is calculated for benefits administration eligibility. Combined FTE on this page is the sum of a worker's individual FTEs from active jobs only. |
Contract Number
Contract Number or Next Contract Number |
Select the worker's contract number or click the Next Contract Number to associate a contract with a person, if applicable. Note. Existing contracts that have a value in the End Date field (the system displays this field on the prompt page) are not valid selections. The system populates the contract end date when the contract is terminated. If you know when the contract will end, enter the date in the Contract Expected End Date on the Contract Status/Content page. Note. (ESP and FRA) This is a required field when the action is hire, rehire, or transfer for workers who belong to a Spanish or French regulatory region. View the prompt values in the Contract Number field to view all active contracts for that worker. If the worker has no active contracts in the system, click the Next Contract Number button; the system assigns a new contract number. When you save, the system warns you that you must update the contract information for the new contract number that is automatically created for this worker. Access the Contract Data component using the new contract number, and make the necessary updates. |
Contract Type |
Displays the contract type that is associated with the contract number that you select. |
See Tracking Workforce Contracts.
Military
The Military check box must be selected on the Installation Table to view this section.
Information in this military section enables you to define an occupational group at the service member level to quickly identify which service members actually have specialty areas, such as a physician that is an orthopedic surgeon. Additionally, Australia Defense also uses job families, functions and subfunctions to derive pay for the service member. In Canada, a member with a particular specialty, for example, a light-wing pilot, may be paid an additional allowance. These values do not come from the job code.
Job Family |
Select a job family to categorize the job for this service member. |
Function |
Select the code that best categorizes the job for this person by function, such as administrative, legal, or management. If you change the job family after entering the function, this field will be deselected. |
Subfunction |
Enter a subfunction to further categorize the job function. If you change the job family for function after entering the subfunction, this field will be deselected. |
(AUS) Australia - Salary Packaging
Salary Packaged |
Select to transfer the worker's salary packaging information into the job data component. |
Payroll Tax State |
Enter the code for the state in which the worker is paid and for which the organization pays the payroll tax. |
(AUS) Australia - Higher Education
These fields are required for DETYA reporting and appear only if the Australian Education & Government check box is selected on the Installation Table - Country Specific page.
Annual Contact Hours |
Enter the calculated annual contact hours for this worker. |
Type of Appointment and Appointment Duration |
Select the type of appointment. If you select Limited, enter an appointment duration. |
Teaching Weeks |
Enter the number of teaching weeks for this worker. |
Job Classification |
Select the DETYA job classification. |
(BEL) Belgium
Cross Border Worker |
Select if the person lives in one country and works in another. These people have special tax and social security needs. |
(BRA) Brazil
Contract Salary Type |
Enter the contractual salary code for RAIS. |
SEFIP Category |
Select the worker category for SEFIP. |
Occupation Code |
Enter an occupation code based on the Brazilian Code of Occupation (CBO). Leave this field blank if the CBO that is associated with the position code is valid. Note. Go to www.mte.gov.br to view a list of CBOs. |
Membership Union |
Enter the union code that details how to calculate and pay the worker's monthly union dues. |
(DEU) Germany
Function Code |
Select the appropriate code for the worker. |
Cross Border Worker |
Select if the person lives in one country and works in another. These people have special tax and social security needs. |
(ESP) Spain
Industrial Activity |
Displays the social security number (SSN) employer assigned to the employee. This industrial activity code defines the percent to calculate contributions for work-related accidents and occupational disease |
Occupation Code |
Assign a specific occupational code from the list provided by Social Security if the industry activity done by the employee doesn't match the general activity defined for the social security number he is assigned to. This occupational code determines the percent to calculate contributions for work-related accidents and occupational disease. Note. This information replaces the social security risk code. |
Matricula Number and Next Matricula Number |
Enter or click the button to enter a matricula number. The Spanish government requires every worker to have a matricula number. Employers use this number to compile a matricula book that reports workplace statistics to the government. You maintain matricula numbers in the Location table. |
(FRA) France
Hours Type |
Select the appropriate hours type from the list. Different hours type options affect a worker's compensation and standard hours. This field is for information only. No payroll calculation is based on information in this field. |
Hours Type |
Description |
3 × 8 |
Indicates a shift work pattern. For example, in the manufacturing or industrial sector, production can continue around the clock. The production workers are split into three groups with each group working one after the other, eight hours a day. Periodically the workers shift to another group. Shift workers who are working the 12 p.m. to 8 a.m. shift move to the 8 a.m. to 4 p.m. shift. Because this type of work schedule implies a lot of constraints to a worker's personal life, these workers are often paid a shift bonus. |
2 × 8 |
A shift work pattern that is similar to the 3 × 8 option, except that there are two work shifts instead of three. |
STA |
Work hours follow a regular pattern using the job's standard hours as indicated on the Job Date - Job Information page. |
IND |
Work hours follow a regular pattern that is different from the company's default standard hours. Indicate the number of hours in the Standard Hours field on the Job Date - Job Information page. |
Paid Hours |
Displays the number of hours for which the worker is paid. The system enters the value that is defined for standard hours (defined for the job code for this worker) as the default in this field only for workers who are part of a French regulatory region. |
Paid Work Period |
Select the period in which the worker should work. If the regulatory region to which the worker is assigned is French, the system inserts the work period that is defined on the Job Code Table - Job Code Profile page as the default value. Values are: A: Annual B: Biweekly C: Contract D: Daily F: Every four weeks M: Monthly Q: Quarterly S: Semimonthly W: Weekly |
Paid FTE |
Displays the ratio of the paid hours to the standard hours reference for workers whose regulatory region is French. The system calculates and inserts a value for this field. |
(ITA) Italy
Hiring Category |
If the worker is hired from a special hiring category, indicate the category here. Values are: CIG, Mobility, Protected, Unemployed, and Weak Wrap. |
Type of Part-Time |
If the worker is part-time, indicate the type. Values are: Cyclic (employed only for a certain period of the year, either full or reduced hours), Horizontal (employed five days per week with fewer than full-time hours), and Vertical (employed full-time on certain days but fewer than 40 hours per week). |
Percentage |
Define the percentage of part-time. |
Turnover Action |
Select the turnover action (for example, Layoff or Termination) causing the change in the worker's job. The value that you enter appears in the Equal Opportunities reports. |
Turnover Reason |
Select the reason for the turnover action. The value that you enter appears in the Equal Opportunities reports. |
Productive Unit |
Select the worker's productive unit. You use productive units to group workers based on agreements between unions and employers. |
(MYS) Malaysia
Work Day Hours |
Enter the standard workday hours that are used for payroll and leave calculations. |
(MEX) Mexico
It is common in Mexico to have two termination dates: the original termination date and the IMSS termination date.
The company must notify IMSS of a worker's termination date five days after the worker leaves. However, there are some exceptions to this rule, such as when a worker is on disability and does not return to the company.
Worker Type |
Define the person's worker type. Values are: Construction Eventual, Eventual Worker, and Permanent Worker. This field is used for reporting the type of worker to the SUA. |
IMSS Location Code |
Specify the location code. This field is used to indicate the location of the worker to the SUA. |
Week/Reduction Schedule (reduced weekly schedule) |
Specify the reduced work schedule for the worker. Values are: 1 Day per Week, 2 Days per Week, 3 Days per Week, 4 Days per Week, 5 Days per Week, Complete Week, and Workday Less than 8 Hours. |
IMSS Termination Date |
Enter the IMSS termination date. |
Salary Type |
Select the salary type that the worker receives. Values are: All Salaries, Fixed Salary, Mixed Salary, and Variable Salary. This field is used for reporting to the IMSS. |
(NLD) Netherlands
Workdays / week |
Enter the average number of working days per week. The default value is 5, reflecting a full-time job. Enter 0 for standby workers who are only working on demand. You receive a warning if the number of working days is inconsistent with the full- or part-time parameter. Note. From January 1, 2006, PeopleSoft Enterprise Global Payroll for the Netherlands no longer uses this field to calculate social security premiums for part-time workers. For further information refer to the PeopleSoft Enterprise Global Payroll for the Netherlands PeopleBook. |
See Understanding Social Security Contributions.
(GBR) UK
The following fields appear only if PeopleSoft Enterprise Global Payroll for the U.K. is not installed.
Tax Code |
Enter the worker's tax code for the current tax year. |
Tax Basis |
Select the basis that is used to calculate the worker's tax. |
(USA) United States of America
FLSA Status (Fair Labor Standards Act status) |
FLSA status indicates whether this job is exempt or nonexempt according to the Fair Labor Standards Act. FLSA status also helps determine benefits eligibility in PeopleSoft Enterprise Benefits Administration. The FLSA status defaults from the position number you associated with this person, and this field is unavailable for entry, unless you click the Override Position Data button. If you have not assigned the person to a position or you click the Override Position Data button and change the job code, then the system populates the fields by default from the job code. You can override the defaults |
Work Day Hours |
Enter the workday hours. The workday hours information is used in the FLSA calculation for the basic rate formula. |
EEO Class (Equal Employment Opportunity class) |
Displays a regulatory status for this job based on the job code that you assign the worker. |
See Also
PeopleSoft Enterprise Global Payroll PeopleBook
Setting Up and Working with Frequencies
Defining Job Subfunction and Job Function Codes
Setting Up Base Benefits Core Tables
Access the Job Labor page (Workforce Administration, Job Information, Add Employment Instance, Job Labor).
Bargaining Unit |
Select a code representing the bargaining unit to which the employee belongs. |
Labor Agreement |
Specify which labor agreement applies to this worker. |
Labor Agreement Entry Dt (labor agreement entry date) |
If this worker is part of a national labor agreement, enter the date on which the worker enters the category or subcategory. Also, use this date to track the worker's seniority within the category. |
Employee Category |
Specify the worker category to which the worker belongs under the labor agreement. |
Employee Subcategory |
Select the subcategory that applies to the worker. If the employee category that you select for this person contains subcategories, this field appears. Note. (FRA) This field is unavailable when France is selected as the regulatory region on the Work Location page. Subcategories for France are defined on the Labor Agreement Categories page. |
Employee Subcategory 2 |
Select the secondary subcategory that applies to this worker. If the subcategory that you select for this person contains secondary subcategories, this field appears. Note. (FRA) This field is unavailable when France is selected as the regulatory region on the Work Location page. Subcategories for France are defined on the Labor Agreement Categories page. |
Position Management Record |
The system selects this check box whenever the system inserts this data by updating the incumbent to reflect user-made changes to the Position Management component. |
Union Code |
This field defaults from the position number you associated with a person, and is unavailable for entry, unless you click the Override Position Data button. If the worker belongs to a union, enter the code. |
Union Seniority Date |
Enter the date on which the worker enters the union. |
Works Council ID |
Select the ID of the Works Council representing this employee. |
Labor Facility ID |
Select the facility this worker belongs to. |
Entry Date |
Enter the date the worker began in the labor facility. |
Stop Wage Progression |
If the selected job code is associated with a wage progression salary plan, select to stop wage progression for this worker. The system will not accumulate hours towards a wage progression step for this worker. To resume wage progression, insert a new Job Data row and deselect this check box. |
Pay Union Fee |
Select if a union fee should be paid. The organization can define whether the worker or the employer should pay the fee. This field doesn't affect system processing. |
Exempt From Layoff and Reason |
Select if the worker is exempt from layoff and select a reason for the layoff exemption. |
See Setting Up Labor Administration Data.
Assigned Seniority Dates
This grid lists the seniority dates associated with the selected labor agreement.
If the seniority date is set up to default from an existing value, the system will populate them. If the dates are set up to allow overrides, select the Override check box and enter the appropriate date.
If the seniority date is set up for manual entry, enter the appropriate date.
Click the Recalculate Seniority Dates button to recalculate seniority dates as needed.
(DEU) Germany
Describing a German worker's labor category and role in a company is the third step in the German Works Council business process. Before you complete these fields, you must enter codes and values into the setup tables and create an association between the works council decision groups and the personnel action.
Tariff |
Displays the tariff, which is a labor contract between the union and the employers' association. The default comes from the worker's location listed in the Location table. You can override this default. |
Tariff Area |
Displays the tariff area, which is usually associated with geographical regions in Germany. The tariff area comes from the worker's location that is listed in the Location table. You can override this default. |
Performance Group |
Select a performance group, such as blue collar or white collar. |
Labor Type |
Specify if a worker is management or nonmanagement. Depending on where this worker belongs, different sets of human resources laws and rules apply. One rule concerns which internal labor committee monitors personnel actions. |
Spokesmen Committee ID |
If you identify a worker as management in the Labor Type field, then the Spokesmen Committee is responsible for the worker, and this field appears. The Spokesmen Committee ID for this worker comes from the worker's location in the Location table. |
(ESP) Spain
Union Date |
Enter the date on which the worker joins the union. |
Works Council Function |
If the worker is a member of the works council for the organization, select which role. Values are: Member, President, and Secretary. |
Intercenter Works Council Function |
Select the role that the worker has in the union group (comite intercentros). Values are: Member 1, Member 2, and Member 3. |
Pay Union Fee andUnion Fee Amount |
Select if the worker pays a fee to the union and enter the amount of the fee. |
Fee Start Date and Fee End Date (fee end date) |
Enter the first and last dates on which the union fee should be paid. |
Exempted |
Select if this worker is exempt from a certain amount of work duty to handle works council duties. |
Hours/Month |
Enter the number of hours each month that the worker is exempted from regular work to handle works council business. |
(FRA) France
Rate |
Enter the minimum salary calculation rate for this category. The rate is a three-digit number that is used in certain collective agreements to calculate the minimum salary for the subcategories, as defined on the Labor Agreement Categories page for the category. A subcategory can be associated with several possible rates, but only one rate is associated with the worker. |
(ITA) Italy
Use this region to enter the union membership details of workers who belong to a union.
Union Date |
Enter the date on which the worker joins the union. |
Union Position |
Select the position that the worker holds in the union, if applicable. |
Participation |
Indicate the worker's level of participation in the union. |
(IND) India
Membership Status |
Select whether the worker's union membership status is active or inactive. |
Member Category |
Enter the member category. For example, Staff, Officer, or Workman Category. |
Position Held |
Enter the position that the worker holds. Some of the members of the union may hold office in the union as president, vice president, treasurer, or secretary; you enter this information here. |
(CAN and USA) Reviewing Union Membership in Canada and the U.S.
If you're managing a workforce in Canada or the U.S., you might want to review information about each union organization that the workers belong to and see a list of workers who are members. Use the Union Membership report (PER009) for this purpose. That report displays the worker ID, name, date hired, seniority date, department, location, job title, and shift.
See Also
Access the Payroll page (Workforce Administration, Job Information, Add Employment Instance, Payroll).
Payroll System |
Select the payroll system that is used to process this person's paycheck. The Payroll System field is available for entry only if the Action that was entered on the Work Location page is Change of Pay System or a hire-related action such as Hire, Rehire, or Additional Job. Note. PeopleSoft Enterprise Payroll for North America does not process payroll for contingent workers. Customers using the E&G contract pay functionality need to add contract workers using the Add Employment Instance component or the Organizational Relationships page. |
Absence System |
Select the absence system that is used to process this person's absences. |
Payroll for North America
If you use PeopleSoft Enterprise Payroll for North America or PeopleSoft Enterprise Payroll Interface to process this person's paycheck, complete these fields:
Pay Group |
Select a pay group. Available values are the valid pay groups for the country selected on the Company table (not the regulatory region selected in the worker's job data). |
Employee Type |
Displays the employee type; the value depends on the pay group. The system completes the field with the default value from the Pay Group table. If an employee type doesn't exist for this pay group, establish one in the Pay Group table. |
Holiday Schedule |
If you defined a default holiday schedule for the employee's location, the system displays it here. If you left the holiday schedule blank on the Location Profile page and entered a default on the Pay Group table, the system displays it here. |
Tax Location Code |
Select a tax location code. Available values are the valid tax locations for the country selected on the Company table (not the regulatory region selected in the worker's job data). Warning! Do not change a person's tax location code more than once for the same effective date (using effective sequence). The system creates tax records according to the first tax location change only. Tax records for the second tax location change on the same date are not created; instead, the system issues an error message. |
Tipped |
Indicate whether this worker receives tips. This field is available only if you define tips processing in the Company table. Values are: Directly: Select for workers who normally receive tips directly from customers (for example, food servers). Indirectly: Select for workers who do not normally receive tips directly from customers, but who might receive tips occasionally (for example, cooks and kitchen helpers). Not Tipped: Select for workers who are not tipped. |
GL Pay Type (general ledger pay type) |
Organizations can use this field for customized general ledger interfaces. Payroll for North America does not use this field. |
FICA Status |
Indicate whether the person status is exempt, subject, or Medicare only. |
Combination Code |
(Optional) Select the appropriate labor distribution to which to post the hours and earnings for this person. Enter the general ledger combination code in the employee's job data only on an exception basis. If you do not want the employee's earnings charged to the default combination code that is mapped to the earnings code and department, you can enter a different combination code here. For example, you might want to temporarily charge the employee's earnings to a different department. Use Correct History mode to enter or remove the temporary combination code. |
Combination Code |
Displays the combination code that defines a combination of ChartFields. |
Edit ChartFields |
Click this link to access the ChartField Details page for selecting ChartField values. |
Global Payroll
If you use PeopleSoft Enterprise Global Payroll to process this person's paycheck, complete these fields:
Pay Group |
Select a pay group. The payroll system that you select on the Installation Table - Products page determines what value appears here. If Global Payroll is selected, the Global Payroll pay groups appear. Note. The Global Payroll Pay Group field is different from the Payroll for North America Pay Group field. Pay group is very important in Global Payroll. Selecting Global Payroll as your payroll system on the Installation Table - Products page and selecting a pay group is what helps select a payee into the payroll process. |
Use Pay Group Eligibility, Use Pay Group Rate Type, and Use Pay Group As Of Date |
When you select a pay group, these check boxes are automatically selected. Leave the check boxes selected to use the default values from the pay group definition. Deselect the check boxes to override the default values. Note. PeopleSoft Enterprise Global Payroll stores the values at the Job level only if you override them here. If you add a new effective-dated row to the job record or change the pay group assignment, the system reverts to the pay group defaults. |
Holiday Schedule |
Enter a holiday schedule. If you leave this field blank, Global Payroll processing uses the holiday schedule assigned to the payee's pay group, but does not enter that holiday schedule here. |
Eligibility Group |
This field is blank if the Use Pay Group Eligibility check box is selected. If you want to override the pay group default, deselect the check box and select an eligibility group which specifies earnings, deduction, and absence elements that a payee might be eligible to receive. |
Exchange Rate Type |
This field is blank if the Use Pay Group Rate Type check box is selected. If you want to override the pay group default, deselect the check box and select the currency exchange rate type to use when performing currency conversions for the payee. |
Use Rate As Of |
This field is blank if the Pay Group As Of Date check box is selected. If you want to override the pay group default, deselect the check box and select the pay calendar date to use when retrieving the effective-dated exchange rate information during currency conversions. The Use Rate As Of field works with the Exchange Rate Type field to determine which effective date is retrieved to get the appropriate exchange rate for the calendar period being processed. Exchange rate effective dates include: Period Begin Date, Period End Date, and Payment Date. |
(AUS) Australia
Balance Group Nbr (balance group number) |
Enter a balance group number. Balance group numbers identify which Global Payroll accumulator the system should store tax balances in. Tax accumulators are keyed by ID, empl rcd#, pay entity, and balance group number. You use balance group numbers to combine or separate tax balances for multiple jobs (where different tax rates apply) or to separate balances in the case of termination and rehire. A balance group ID for each payment summary is required at the end of the year. There must be a person tax data record for each balance group ID that the person has. |
(HKG) Hong Kong
Balance Group Nbr (balance group number) |
Enter a balance group number. When workers are terminated and subsequently rehired in the same or similar position in the same tax year (using the Job Data component in Workforce Administration), there is a legislative reporting requirement in Hong Kong to keep the periods of employment and earnings balances separately. PeopleSoft Enterprise Global Payroll uses the balance group number to ensure that the relevant periods of employment and balances of a worker in a tax year are stored separately in terms of payroll data. This enables a worker to have multiple tax balances if the worker is terminated and rehired in the same financial year. When a worker is rehired in the same tax year, the balance amount is stored in the system variable CM VR BAL GRP ID, which is attached to each year-to-date (YTD) accumulator. Every time you run the payroll process, the balance that is stored in the system variable CM VR BAL GRP ID is retrieved by the accumulator to resolve the earnings that are generated for each new position. Balance group numbers are used to maintain earnings balances and are used as User Key 2 for all Hong Kong YTD accumulators. |
(NZL) New Zealand
Balance Group Nbr (balance group number) |
Enter a balance group number. Balance group numbers identify which Global Payroll accumulator the system should store tax balances in. Tax accumulators are keyed by ID, empl rcd#, pay entity, and balance group number. You use balance group numbers to combine or separate tax balances for multiple jobs (where different tax rates apply) or to separate balances in the case of termination and rehire. A balance group ID for each payment summary is required at the end of the year. There must be a person tax data record for each balance group ID that the person has. |
(SGP) Singapore
Balance Group Nbr (balance group number) |
Enter a balance group number. Balance group numbers identify which Global Payroll accumulator the system should store tax balances in. Tax accumulators are keyed by ID, empl rcd#, pay entity, and balance group number. You use balance group numbers to combine or separate tax balances for multiple jobs (where different tax rates apply) or to separate balances in the case of termination and rehire. A balance group ID for each payment summary is required at the end of the year. There must be a person tax data record for each balance group ID that the person has. |
Note. Before entering information for U.S. foreign nationals, use the Substantial Presence Test. Select Workforce Administration, Personal Information, Citizenship, Employee Presence Test USA, Employee Presence Test USA.
See Also
(USA) Determining U.S. Residency Status for Foreign Nationals
Administer Compensation Overview
PeopleSoft Enterprise Payroll for North America PeopleBook
Access the Salary Plan page (Workforce Administration, Job Information, Add Employment Instance, Salary Plan).
Military
The section appears when military functionality is enabled on the Installation Table. Select a military service for a person on the Work Location page prior to entering a rank or worn rank.
Note. When military rank information is defined for a service member, the system restricts the salary plan to those plans associated with military ranks on the Military Service table. In addition to this, only the salary grades associated with the specified ranks are available. Therefore, the salary defaulting logic does not apply to military users.
Salary Plan
Salary Administration Plan |
Displays the salary administration plan code. This field will default from the position number you associated with a person, and is available for entry regardless if you click the Override Position Data button. If you are not using position management and you associate salary administration plans with locations or job codes, the value that is in this field comes from either the Location or Job Code table, based on setID matching. You can override the default. Note. If you have salary administration plans associated with more that one of these tables, the system uses the default from the last table value entered. For example, first you enter a location that is associated with salary plan KU02 where this salary plan defaults to this page. Then, you enter a job code that is associated with salary plan KU03, and the system will update the salary plan to KU03. If you change the location after hire (and a salary plan is defined in the Location table), then the system does not automatically display a default value for this salary plan. Instead, the system checks if the existing grade and step are still valid for this new salary plan. The existing grade and step must also be defined for the new salary plan. If the grade and step are defined for this new salary plan, then the system displays by default from the Location table the value for the new salary plan. If the grade and step are not defined for this new salary plan, then the system does not change to the salary plan from the Location table. To use auto-calculated premium processing for this person, select a plan that has Auto Calculated Premium selected and an absorbing or nonabsorbing (or both) premium rate code assigned in the Salary Plan table. The system displays auto-calculated-premium-related fields on the Compensation page only if you select an auto-calculated premium plan here. Note. If this worker has a labor agreement and job code with a wage progression salary plan, the system populates this field by default and makes it unavailable for entry. |
Grade |
If you associate a grade with the person's position or job code, the system displays the default value from the appropriate table. Note. If this worker has a labor agreement and job code with a wage progression salary plan, the system populates this field by default and makes it unavailable for entry. |
Grade Entry Date |
Displays the date on which the person first joined this grade. You can override this value. |
Step |
If you associate a step with the person's position or job code, the system displays the default value from the appropriate table. |
Step Entry Date |
Displays the date on which the person first joined this step. You can override this value. Note. The system verifies the combinations of salary administration plans and grades that you select. |
Includes Wage Progression Rule |
The system selects this check box if the salary plan includes wage progression. |
See Also
Working with System Data Regulation in HRMS
Access the Compensation page (Workforce Administration, Job Information, Add Employment Instance, Compensation).
Compensation Rate |
Displays the compensation rate for the person, which is the sum of all base pay salary components. |
Frequency |
Select a compensation frequency. Select Contract for contract persons. The system uses the information that you set up on the Contract Pay page to manage the person's compensation. Note. The Retro Pay functionality in PeopleSoft Enterprise Payroll for North America and PeopleSoft Enterprise Global Payroll is triggered by any frequency or compensation rate change with an effective date that's earlier than or equal to the latest pay end date of a check that is already paid to the person. |
Auto Calculated Premium
Target Comprate (target compensation rate) |
Enter the compensation rate for the person if the person is being compensated at a rate that exceeds the default salary. Auto calculating premium may be: Absorbing. Premium decreases when the compensation rate increases over time in order to maintain the target compensation rate. Non-Absorbing. Premium does not change even when the compensation rate increases over time. The system calculates the difference between this amount and the original job compensation rate and enters the difference in the premium components (the absorbing or nonabsorbing or both premium rate codes of the salary plan) of the person's compensation package. The system then recalculates the compensation rate with the premium component compensation rate. If both an absorbing rate code and a nonabsorbing rate code are associated with the salary plan, the absorbing rate code initially receives the full, calculated amount of the difference between the target compensation rate and the originally calculated job compensation rate. You can then enter some portion of the total calculated premium in the nonabsorbing rate code (in which case the absorbing rate code amount automatically decreases by the same amount so that the target compensation rate remains the same) or delete the nonabsorbing rate code. The system recalculates the job compensation rate, including the premium component compensation rate. You cannot enter a target compensation rate that is less than the original job compensation rate without the premium components. This field is available only if the person's salary plan (on the Salary Plan page) has auto-calculated premium enabled. |
Don't Absorb Changes |
Select to instruct the system to leave absorbable rate codes unchanged if there is a change in the default salary amount. This option only applies to persons who have a target compensation rate and are assigned to a salary plan with the auto calculated premium function enabled and an absorbing premium defined. |
Comparative Information
Change Amount |
Displays the change in the amount of compensation for the rate code. |
Change Percent |
Displays the percent of change in the compensation for the rate code. |
Compa-Ratio (comparison ratio) |
Displays the percent-through-range calculation, based on the salary plan and grade and the currency that the organization uses. |
Job Ratio |
Displays the percent-through-range calculation, based on the midpoint salary of the person's job code. The job ratio is available only if the person's job code has job ratio information (midpoint salary, currency, and frequency) defined. |
Pay Rates
This group box contains pay rates that are calculated by using the default frequencies from the country. You can specify the default frequencies by country on the Default Frequencies page.
See Setting Country-Specific Frequency Defaults.
Default Pay Components |
Click to:
If you don't click this button after updating relevant job data fields, the system issues a warning when you attempt to save the new record. If you click OK, the system displays this page, where you can click this button and make any required changes. If you do not click this button, the component package doesn't appear by default until the next time that the default component logic is triggered (either when you click the button or through a batch update process). |
(E&G) Contract Change Prorate Option |
Click to access the Contract Pay Prorate Options page, where you choose how to handle contract pay when there is a change to the contract amount. Use this link only when the payment frequency is C (contract). The link is active only when the row is available for data entry. The system displays the selected proration option to the left of the link so that you can review the settings even when the link is inactive. |
Calculate Compensation |
Click to have the system recalculate the person's compensation without carrying out any rate code defaults or replacing any default values. You cannot modify the person's pay components without recalculating the compensation. |
Pay Components: Amounts Tab
Select the Amounts tab.
Rate Code |
Select a rate code. Rate codes are IDs for pay components. The system inserts any compensation information that is associated with this rate code in the pay components grid. Note. If a seniority rate code, or group-based rate code, is inserted as a default, the values for these rate codes are display-only; you can't delete them. |
Comp Rate (compensation rate) |
Displays the compensation rate for the pay component. |
Frequency |
Displays the compensation frequency for the pay component. |
Points |
Displays the salary points that are associated with this rate code, if any. Set the points monetary value on the Company Table page. Associate point value (an integer) with rate codes on the Default Compensation and Non-Base Compensation pages, Salary Step Components page, and Compensation page. To use points, select the Salary Points check box on the Installation Table page. |
Percent |
If the rate type for this rate code is percent, the system displays the percent that is to be applied to the job compensation rate or to a rate code group (if you are using rate code groups). |
Rate Code Group |
Select a rate code group. A rate code group enables you to be more specific when calculating percentage-based components as part of a person compensation package. |
Pay Components: Controls Tab
Select the Controls tab.
Source |
Indicates how the pay component gets into the pay components grid. Manual indicates that the pay component is added manually. Salary Step indicates that the pay component is retrieved by default from the salary step. Job Code indicates that the pay component is retrieved by default from the job code, and so on. |
Manually Updated |
This flag indicates whether the pay component is manually updated or the pay component contains only values that appear by default. |
Default Without Override |
Indicates whether you can change the default values of the pay component or the values for this rate code are default values and display-only. |
Pay Components: Changes Tab
Select the Changes tab.
Change Amount |
Displays the overall change amount in this pay component rate. |
Change Points |
Displays the overall change amount (in points) for this pay component. This field is visible only if Salary Points is selected on the Installation Table page. |
Change Percent |
Displays the overall change amount for this pay component. This field isn't available for rate codes that have a rate code type of percent or points. |
Pay Components: Conversion Tab
Select the Conversion tab.
Converted Comp Rate (converted compensation rate) |
Displays the converted compensation rate for this pay component. The system converts all base pay components to the currency and compensation frequency that you specify. |
Apply FTE (apply full-time equivalent) |
Select if you want the value that is associated with the rate code to be multiplied by the FTE factor for annualization and deannualization. FTE is the percentage of full-time that the worker should normally work in the corresponding job. This field isn't available for rate codes of type percent. |
See Also
(E&G) Administering Contract Pay
Getting Started with Administer Compensation
Access the Employment Information page (click the Employment Data link at the bottom of any page in the Job Data component).
Note. The dates on this page are used in reports and to enable you to track a person's work history.
Organizational Instance
Organizational Instance Rcd (organizational instance record) |
The number of the instance associated with this job data record. The organizational instance record number is the same as the ERN of the controlling instance. You can only modify the organizational instance dates when you review this page for the controlling instance. Note. When you review this page for a non-controlling instance, the system makes the rest of the fields in this group box display only because non-controlling instances inherit the instance dates from the controlling instance. |
Original Start Date |
Displays the earliest date that this job data record (emplID/ERN instance) was associated with the organization. The date is provided by default from the effective date of the job record with an action of Hire, Add Contingent Worker, or Add POI Instance. This is not the date the job was created in the system, like the Date Created field on the Work Location page. You can override this date to enter an earlier start date, for example if the person has previously worked for the company or an affiliate or, depending upon company policies, for special cases like jobs with probationary periods, mergers and acquisitions, and so on. |
Last Start Date |
Displays the most recent start date for this organization instance. The system populates this field originally with the effective date of the controlling instance's job data row with the action of HIR and then refreshes it with the effective date of job data rows with the actions REH (for employees) or RNW (for contingent workers). This date is different from the first start date if this organization instance has been inactive and then reactivated. |
First Start Date |
Displays the first start date for this organization instance. The system populates this field with the effective date of the first job data row with the action of HIR (for employees) or ADD (for contingent workers) from the controlling instance. The system uses this date as the hire date in reports. Note. The system does not refresh this date again unless you enter a new row in the controlling instance with one of these actions. You would normally not do this unless you needed to reset the hire date. |
Termination Date |
Displays the effective date of the controlling instance's job data row with the action of TER or COM, if applicable. If you rehire or renew a person's controlling instance, the system deselects this field. |
Org Instance Service Date (organizational instance service date) and Override |
Displays the effective date on which the service of a person commenced with the organization. The date is provided by default from the effective date of the job record with an action of Hire, Add Contingent Worker, or Add POI Instance. Select the Override check box to override this date to enter an earlier service date, for example if the person has previously worked for the company or an affiliate. |
Provider ID |
For contingent workers, displays the ID of the service provider. |
Organizational Assignment Data
Assignments are the job data records tracked under an organizational instance, each identified by a unique emplID/ERN combination. Track the start and completion dates of individual assignments at the assignment level.
Last Assignment Start Date |
Displays the most recent start date for this assignment. The system populates this field with the effective date of the job data row with an action that reactivates the assignment. This date is different from the first assignment start date if this assignment has been inactive and then reactivated. |
First Assignment Start |
Displays the first start date for this assignment. The system populates this field with the effective date of the first job data row with an action that activates the assignment (such as HIR or ADD). |
Assignment End Date |
Displays the effective date of the job data row with the action of TER or COM, if applicable. |
Home/Host Classification |
For workers who are on assignments, this field specifies whether the current job is at the worker's home location or the assignment location. For a new hire, select Home. |
Time Reporter Data |
Click to review the PeopleSoft Time and Labor data for this worker. If you don't use PeopleSoft Enterprise Time and Labor, this link is unavailable. |
Company Seniority Date or Engagement Date |
This field normally displays as the Company Seniority Date field. However, when military functionality is enabled on the Installation Table and this person is a person associated with a rank, this field displays as the Engagement Date field. Based on the date that you enter here, the system calculates the number of years, months, and days of seniority or engagement for a person. |
Benefits Service Date |
Based on the date that you enter here, the system calculates the total years, months, and days of service for a worker, including any credit for military leave or the total amount of time that the worker works for multiple companies in the organization. This date is used to calculate benefits eligibility. The system uses the original start date as the default value. |
Seniority Pay Calc Date (seniority pay calculation date) |
Enter the date that the system should use to calculate seniority-based pay. The system uses the original start date as the default value. |
Probation Date |
Enter the date on which the worker is placed on probation. |
Professional Experience Date |
Displays the earliest date on which the worker started working in a job that required skills that are directly related to the worker's current position. |
Last Verification Date |
Displays the latest date on which the worker verified his or her personal data in the system. |
Business Title |
Enter the worker's official title, which might be different from the job title. If you drive part or all of the system by position, the system enters the default title for the position number that you assign to the worker on the Work Location page. |
Position Phone |
Track the worker's primary work phone number. You can also update this field by using the Add/Update Position Info pages. If you drive part or all of the system by position, the system enters the default phone number for the position number that you assign to the worker on the Work Location page. |
Note. When you enter a new row with an action of HIR or ADDand save the component, the system sets the Company Seniority Date, Benefits Service Date, and Seniority Pay Calc Date (Seniority Pay Calculation Date) fields on this page to the effective date that you enter on the Work Location page. You can override these fields after saving the component. The system calculates and displays the worker's service months and days based on the information that you enter in the Company Seniority date, Service Date, and Seniority Pay Calc Datefields.
Military
The system displays the military section when military functionality is enabled on the Installation Table.
Early Promotion Date |
Enter the earliest date this service member may be considered for the next promotion. |
(BEL) Belgium
The system displays the official language, based on the company official language, unless the company is located in Brussels-Capital Region, in which case the preferred language is the default.
Personnel Registry Nbr (personnel registry number) |
Enter the number under which the worker is registered in the personnel register. |
(BRA) Brazil
INSS Days, INSS Months, and INSS Years (Instituto Nacional de Securidade Social days, months, and years) |
Enter the number of days, months, and years that the worker makes social security contributions before being hired by the company. |
(CAN) Statistics Canada Academic Teaching Employment Table
The fields in this table are used in the Canada Academic Teaching Surveys business process, a regulatory requirement for Canadian higher-education, degree-granting institutions. Complete this table for all faculty staff if you are required to submit Academic Teaching Surveys to Statistics Canada. Review the information in this table to ensure that it is up-to-date every time that you change a worker's record.
Teaching Change Date |
The system adds a new teaching change date row only if you choose to add one. Insert a new row for each teaching appointment if the institution uses the same employee record number to record successive appointments. For the Part-Time Academic Teaching Survey, the system reports the Academic Teaching Employment record that is effective on the end date of the appointment or at the end of the period that is being reported. |
Survey Report Flag |
Displays the report flag value, as specified on the Job Code Table - Job Code Profile page. If the value is N/A, this record isn't reported in academic teaching surveys. You can override this default value. |
Duties |
Displays the duties value, as specified on the Job Code Table - Job Code Profile page. You can override this default. |
Principal Subject |
Select the principal subject that is taught by the worker. |
Teaching Load |
Enter the worker's teaching load during the academic teaching employment. For example, if the worker is teaching three full courses, enter 3.0. If the worker is teaching one full course and one-third of another, enter 1.33. |
FTTE (full-time teaching equivalency) |
Enter the ratio of the teaching load to the full-time teaching equivalency. For example, if teaching four courses constitutes full-time and the worker is teaching three courses, enter .75. |
Collapse as FT (collapse as full-time) |
Select if the employment can be collapsed into the reportable full-time job for the purpose of consolidating salary amounts from jobs that make up a full-time job. Use this field only if the worker:
Don't collapse reportable part-time jobs into a reportable full-time job. (The system doesn't report on the part-time job.) Instead, if you use this field, set up a separate employee record for part-time jobs. |
(CAN) Canada
Accrue Tenure Services |
Select to activate the tenure accrual. |
FTE for Tenure Accrual |
Enter the FTE to be used in tenure accruals. FTE cannot be greater than 1.0. On multiple jobs, the sum of the FTEs of all the jobs selected to accrue tenure cannot be greater than 1.0. |
Service Calculation Group |
Select the service calculation group that represents a group employees who have the same calculation rules applied to their service accrual process. |
FTE for Flex Service Accrual |
Enter the FTE value to be used in prorating the worker's accrued service. |
(JPN) Japan
Educ Lvl-Adjsted Birth Date (education-level-adjusted birth date) |
Select the worker's education-level-adjusted birth date. The day and the month are the organization's standard calculation birth date (SCB—usually April 1); the year comes from the worker's education-level-adjusted birth date (ELABi). Although the system calculates this date, you can overwrite it (for example, to give a worker credit for special work experience). |
Years Months |
Displays the worker's highest education level as specified in the Personal Data component. This education level is the starting point for education-level age-related calculations. |
(MYS and SGP) Malaysia and Singapore
After you set up festive advance calculation rules and the pay programs, and associated job codes with pay programs, the eligible workers that are in the workforce are granted festive advances. Assigning the festive advance type to the worker occurs during the hire process after you assign the ethnic group, religion, and job code. However, before you accept those defaults, you might still have some issues to resolve. If you decide that any of the worker's festive advance details should be different, change them on this page.
Ethnic Group and Religion |
Displays the values that you enter on the Personal Data - Regional page. |
Festive Advance Pay Program |
Displays the value from the Job Code Table - Job Code Profile page. You can change this default. |
FA Holiday Type (festive advance holiday type) |
Select a festive advance type. Values are: Chinese New Year, Christmas, Deepavali, Hari Raya, and N/A. The default value is the festive holiday that is appropriate to the ethnicity or religion that you enter for this person on the Personal Data - Regional page. You can change this selection. If a person chooses not to receive a festive advance, select N/A. |
Festive Advance Eligible From |
Displays the festive advance eligible from date. If the firm has a probation period that must be served before a worker is entitled to a festive advance, the probation period must be monitored. When you set the probation period in the Festive Advance Pay Program, you set the number of days or months. The system adds this information to the worker's hire date to determine the festive advance eligible from date; this date appears as the default on the FA Employee Details page. When you process the festive advances, the system checks the festive advance eligible from date against the date on which to pay the advance. If the festive advance eligible from date is not yet passed, the worker is not paid a festive advance. Note. This date is used by the festive advance calculation process and the festive advance calculation rule to determine if the worker has served enough time to be eligible for a festive advance. The date is derived from the job commencement date and the probation period in the Festive Advance Pay Program. |
(NLD) Netherlands
Relation to Owner |
Select the worker's relationship to the owner, as appropriate. |
(USA) United States of America
Accrue Tenure Services |
Select to activate the tenure accrual. |
FTE for Tenure Accrual |
Enter the FTE to be used in tenure accruals. FTE cannot be greater than 1.0. On multiple jobs, the sum of the FTEs of all the jobs selected to accrue tenure cannot be greater than 1.0. |
Service Calculation Group |
Select the service calculation group that represents a group employees who have the same calculation rules applied to their service accrual process. |
FTE for Flex Service Accrual |
Enter the FTE value to be used in prorating the worker's accrued service. |
See Also
Entering Basic Assignment Data
Setting Up the Education Level Age Table
Setting Up Base Benefits Core Tables
Access the Job Earnings Distribution page (click the Earnings Distribution link at the bottom of any page in the Job Data component).
Review these guidelines prior to entering data on the Job Earnings Distribution page:
Skip this page if you don't need to distribute standard earnings for the person.
Payroll for North America uses the department, job code, account, shift, position number, and general ledger type that you enter on the Work Information and Payroll pages to calculate pay earnings records.
The system hides this page when all job rows in the component use PeopleSoft Enterprise Global Payroll.
However, if any job row has another payroll system (for example, PeopleSoft Enterprise Payroll for North America or Payroll Interface), then the system displays the page.
Don't use this page to distribute special earnings, such as holiday pay or bonuses; instead, use the processes in PeopleSoft Enterprise Payroll for North America for handling special earnings.
If you enter a parameter such as department on this page, the parameter overrides the same field on the job record.
If you leave a parameter blank, the system uses the field from the job record.
Standard Hours and Work Period |
If you are using position management and click the Override Position Data button, these fields become available. If you change these values on this page, it will also update the same fields on the Job Information page. |
Earnings Distribution Type |
Select an earnings distribution type. Values are:
|
Some workers on disability need to be paid at a given percentage of their regular pay. Handle this situation without changing the worker's salary by setting up a disability plan earnings code in the Earnings table, based on a percentage.
Note. This feature works only for hourly workers, not for salaried workers.
When you enter an action of short-term disability with pay or long-term disability with pay, the system changes the worker's status to leave with pay.
To send 100 percent of the worker's pay to the disability plan earnings code, access the Job Data - Job Earnings Distribution page, select the By Percent option, enter the appropriate disability earnings code, and enter a percent of 100.
Note. When you put a worker on disability, don't forget to check additional pay records and make any necessary changes.
See Also
Defining Earnings Codes and Earnings Programs
Access the Benefit Program Participation page (click the Benefits Program Participation link at the bottom of any page in the Job Data component).
Benefit Record Number |
Displays the benefit record number, which is an identifier that links two or more jobs for benefits purposes. The system sets the value to 0. You can override this value to attach this job to a different benefit record number. The system deselects the benefits program data and repopulates it with values that are attached to the benefit record number that you enter. |
Benefits System |
Select the appropriate benefits system. Select Not Managed in PeopleSoft (benefits managed by a system other than PeopleSoft) to filter out persons who have insufficient employment and job information to support benefit enrollment. |
Benefits Administration Eligibility
Elig Fld 1–9 (eligibility configuration fields 1−9) |
Enter values to further filter persons' eligibility for a specific benefit. These are client-definable fields. |
Benefit Program Participation
Currency Code |
Displays the code of the currency that is specified for the benefit program in the Benefit Program table. |
Benefit Program |
Displays the code that corresponds with the benefits program for the person's pay group, which you specify in the Pay Group table. You can override this value. |
See Also
Setting Up Base Benefits Core Tables
Access the Person Checklist page (Workforce Administration, Personal Information, Organizational Relationships, Person Checklist, Person Checklist).
You can have more than one checklist active for a person at any one time.
Checklist |
Select the appropriate checklist. The system populates the list with the associated items. |
Person Checklist Items
The system populates this table when you select a checklist. You can add additional items.
Item Code |
Displays the checklist item if you selected a checklist. To add items without a checklist, select the item. |
Status |
The system displays a status of Initiated for all new checklist items. Update the status from the following options as necessary:
|
Link ID |
Displays a link to the component used to complete the listed item. For example, the link ID for the item Emergency Contact is Emergency Contact, which links to the Emergency Contact component (EMERGENCY_CONTACT). |
Access the Person Applicant Information page (Workforce Administration, Personal Information, Organizational Relationships, Person Applicant Information, Person Applicant Information).
Source ID |
Select a referral source for this person. Referral sources are defined using the Source Setup page. |
SubSource ID |
Select a subsource for this person. Subsources are defined on the Marketing page. |
Employee Referral ID |
Select the employee who referred this person. This field is available if the Source ID field equals Employee. |
Specific Referral Source |
Enter any text that further defines the referral information. |
Applicant is a Family Member |
Select this check box if this person is a family member of the referral source. |
Previous Employed by Company |
Select this check box if this person was previously employed by the company. |
Access the Person Assignment Checklist page (Workforce Administration, Personal Information, Organizational Relationships, Person Assignment Checklist, Person Assignment Checklist).
You can have more than one checklist active for an employee at any one time.
Checklist |
Select the appropriate checklist. The system populates the list with the associated items. |
Responsible ID |
Select the person who is responsible for making sure the tasks on the checklist are completed. |
Employee Checklist Items
The system populates this table when you select a checklist. You can add additional items.
Checklist Item Code |
Displays the checklist item if you selected a checklist. To add items without a checklist, select the item. |
Briefing Status |
The system displays a status of Initiated for all new checklist items. Update the status from the following options as necessary:
|
Link ID |
Displays a link to the component used to complete the listed item. For example, the link ID for the item Emergency Contact is Emergency Contact, which links to the Emergency Contact component (EMERGENCY_CONTACT). |
This section provides an overview of the process of adding additional assignments, lists prerequisites, and discusses how to:
Work with multiple benefit record numbers.
Enter additional assignments.
PeopleSoft Enterprise Human Resources enables you to keep complete job information about workers who hold more than one job at a time in an organization.
If you set up PeopleSoft Enterprise HRMS security to allow workers to have multiple jobs, you can add an additional assignment to a worker's employment record. Use the Add Additional Assignment component (ADD_PER_ORG_ASGN) in Administer Workforce to add new jobs for workers who already have one or more jobs. From the Add Additional Assignment page (PER_ORG_INST_ASGN), access the Concurrent Job Data component (JOB_DATA_CONCUR) to enter data for the new job. The component consists of the same pages as the Job Data component. If all jobs are within the same company and meet certain criteria, you can combine earnings from multiple jobs on one paycheck if you are using PeopleSoft Enterprise Payroll for North America.
Note. (USF) Use the Concurrent Hire USF component (EE_CONC_HIRE)
instead of the Add Additional Assignment component.
Do not use the Add Additional Assignment component for adding temporary
assignments where the substantive job must be suspended for the duration of
the temporary assignment. Use the Job Data component instead.
Update job data for concurrent jobs on the Job Data component.
See Adding Organizational Instances for Employees, Contingent Workers, and POIs.
See Also
Understanding Organizational Relationships, Employment Record Numbers, and Multiple Jobs
Entering Temporary Assignments
In addition to an employment record number, you assign each concurrent job a benefit record number that tracks the worker's participation in benefit programs. Jobs that share the same benefit record number also share the same benefit programs.
The following tables show different ways to assign benefit record numbers in a situation where a worker has three concurrent jobs:
Apply Job 1's Benefits to All Jobs
Job |
Employment Record Number |
Benefit Record Number |
Job 1 |
0 |
0 |
Job 2 |
1 |
0 |
Job 3 |
2 |
0 |
Apply Job 3's Benefits to All Jobs
Job |
Employment Record Number |
Benefit Record Number |
Job 1 |
0 |
0 |
Job 2 |
1 |
0 |
Job 3 |
2 |
0 |
Apply Separate Benefits to Each Job
Job |
Employment Record Number |
Benefit Record Number |
Job 1 |
0 |
0 |
Job 2 |
1 |
1 |
Job 3 |
2 |
2 |
Apply Job 1's Benefits to Jobs 1 and 2 and Separate Benefits to Job 3
Job |
Employment Record Number |
Benefit Record Number |
Job 1 |
0 |
0 |
Job 2 |
1 |
0 |
Job 3 |
2 |
2 |
When you add a concurrent job, the system sets the default benefit record number on the Benefit Program Participation page to 0. If you change the benefit record number, the system deselects and repopulates the Benefit Program field with the data attached to the benefit record number that you enter. If the benefit record number that you enter doesn't match any existing benefit record number for the worker, the system populates the Effective Date field with the worker's hire date and the Benefits Program field with the default benefit program for the worker's pay group.
Note. Use the Benefit Program Participation page to maintain benefits program information.
Before you can add multiple jobs for the workforce, you must update the user security so that users have access to the menu options that they need.
When a worker has more than one job, you might want to designate one job as primary and the others as secondary. The primary job designation is used for government reporting.
Page Name |
Definition Name |
Navigation |
Usage |
PER_ORG_INST_ASGN |
Workforce Administration, Job Information, Add Additional Assignment, Add Additional Assignment |
Enter additional worker assignments and access the Concurrent Job Data component to create new assignments. |
|
JOB_DATA1 |
Click the Create Assignment button on the Add Additional Assignment page. |
Enter position and location information for a person's concurrent job, including the regulatory region, company, department, and location. |
|
JOB_DATA_JOBCODE |
Click the Create Assignment button on the Add Additional Assignment page and access the Job Information page. |
Enter information about a person's concurrent job, including status, employee class, shift, or standard hours. |
|
JOB_LABOR |
Click the Create Assignment button on the Add Additional Assignment page and access the Job Labor page. |
Enter National Labor agreement data if the employee or contingent worker belongs to a National Labor agreement. |
|
JOB_DATA2 |
Click the Create Assignment button on the Add Additional Assignment page and access the Payroll page. |
Enter payroll processing data. The payroll system and pay group information that you enter here affects component compensation processing on the Compensation page. |
|
JOB_DATA_SALPLAN |
Click the Create Assignment button on the Add Additional Assignment page and access the Salary Plan page. |
Enter information about a person's salary plan. |
|
JOB_DATA3 |
Click the Create Assignment button on the Add Additional Assignment page and access the Compensation page. |
Enter compensation information. |
|
EMPLOYMENT_DTA1 |
Click the Create Assignment button on the Add Additional Assignment page and click the Employment Data link. |
Enter optional data, such as an employee's business title. |
|
JOB_DATA_ERNDIST |
Click the Create Assignment button on the Add Additional Assignment page and click the Earnings Distribution link. |
Distribute a person's compensation for one job among different departments, job codes, accounts, shifts, position numbers, or general ledger pay types. If the person's pay is regularly charged to more than one cost center, designate how much to allocate to each cost center. |
|
JOB_DATA_BENPRG |
Click the Create Assignment button on the Add Additional Assignment page and click the Benefits Program Participation link. |
Specify the benefit program in which a person is enrolled for benefits in PeopleSoft Enterprise Human Resources or PeopleSoft Enterprise Benefits Administration. |
Access the Add Additional Assignment page (Workforce Administration, Job Information, Add Additional Assignment, Add Additional Assignment).
Create Assignment |
Click to access the Job Data record to enter specific information about the new assignment. |
Org Relation (organizational relationship) |
Displays the person's organizational relationship. |
Organizational Instance |
Displays the instance number for this relationship. |
Next Empl Rcd (next employee record) |
Enter the employment record number for the next assignment. This number should be unique from all other employment record numbers currently held by this person. |
Assignments |
Lists the assignments under this organizational instance by employment record number. |
To hire applicants, use the Manage Hires (HR_MANAGE_HIRES) component.
This section discuses how to:
Manage hires.
Review hire details and initiate the hiring process for job applicants.
The Add Employment Instance and Add Contingent Worker components are commonly used to increase your workforce, but they are not the only components. You can also use the Manage Hires component for hiring applicants.
The Manage Hire page displays a list of applicants that have gone through the recruiting process and are ready to be hired. Selecting an applicant name on the Manage Hires page opens the Manage Hire Details page where you can review job information and transfer applicant information to the personal data and job data records to complete the hire.
Note. The Manage Hires component is also used with the SmartHire (template-based hires) process.
See Also
Increasing the Workforce Through SmartHire Templates
Page Name |
Definition Name |
Navigation |
Usage |
HR_MANAGE_HIRES |
Workforce Administration, Personal Information, Manage Hires, Manage Hires |
Manage hires. Displays a list of people who are ready to be hired. The list includes applicants who have been readied for hire in PeopleSoft Recruiting Solutions. The list also includes persons who have gone through the template-based hire process. |
|
HR_MNGHIRE_DET |
Click the name link for a person whose Source is Recruiting on the Manage Hires page. |
Review hire details and initiate the hiring process. View detailed data for job applicants. |
Access the Manage Hires page (Workforce Administration, Personal Information, Manage Hires, Manage Hires).
Select Transactions Where: |
Select the value that represents how you want the search to produce results. Valid values are: Source, Start Date, Status, and Type of Hire. |
Equals: |
This field is visible if the when you select Source, Status, or Type of Hire in the Select Transaction Where: field. When Select Transaction Where: is Source, the valid values for Equals are Template–Based Hire and Recruiting Solutions. When Select Transaction Where: is Status, the valid values for Equals are Action Required, All, Draft, Error, and Requested. When Select Transaction Where: is Type of Hire, the valid values for Equals are Add Concurrent Job, Add Contingent Worker, Hire, Rehire, and Transfer. |
From: and To: |
These fields are visible when you select Start Date in the Select Transaction Where field. Enter the range of desired dates to retrieve a list of applicants to hire or a list of people in the template-based hire process. |
Refresh |
Click to update the list of applicants or hires in the Hire Transactions region when you change the value of the Select Transaction Where field and/or the Equals field. |
Select |
Use this check box to select transactions that you want to cancel. The check box is active only for rows where the Source is Template (template-based hire). You cannot use this page to cancel transactions where the source is Recruiting (recruiting solutions); instead, you must cancel the transaction using the Withdraw from Hire action on the Job Opening page in PeopleSoft Enterprise Recruiting Solutions. |
Status |
Status values include Action Required, Draft, Error, Requested, and All. The initial status for job applicants who were processed through PeopleSoft Recruiting Solutions is Requested. If the hiring request is cancelled from the Recruiting Solutions application when the hiring process is partially complete (you have created a personal data record, but not a job record), then the status changes to Action Required, indicating that an HR administrator needs to reverse the incomplete hiring process. |
Name |
Click a person's name to access the person's data in the Manage Hires Detail page, where you can review job details and initiate the hiring process. |
Person ID |
This field is blank when you have not yet begun the hire process for a person. Otherwise, it displays the person ID that was assigned when you created a personal data record for the person. |
Cancel Selected Transactions |
Click to cancel the selected transactions. You cannot select transactions where the source is Recruiting (recruiting solutions). Although you cannot cancel recruiting transactions from this page, recruiting users can withdraw a hire request. If the transaction request is Requested at the time the withdraw hire message is received, the system cancels the transaction and the transaction no longer appears on this page. |
See Also
Access the Manage Hires Detail page (click the Name link for a person whose Source is Recruiting on the Manage Hires page).
Job
The Job group box displays information about the job for which the person is to be hired.
Type of Hire |
Select Hire or Add Contingent Worker. The default value comes from the recruiting application. |
Desired Start Date |
Displays a default start date that comes from the recruiting application. You can override this value. This date becomes the default effective date of the job record that you create when you hire this applicant. |
Empl ID (employee ID) |
If you have initiated the hire process and saved a personal data record for the person, the person's employee ID is displayed, but is not editable. If the field is blank, then the system generates a unique employee ID when you save the person's personal data record. If an editable value appears, the system uses this value as the employee ID when you create the person's personal data record. If the employee ID already exists, a warning appears when you click the Add Person button to begin the hire process. PeopleSoft Recruiting Solutions provides a default employee ID if the applicant was associated with an existing employee ID (for example, the person is an internal transfer or a rehire). A text message on the page indicates whether the value provided by the recruiting application has been verified. |
View Person Org Summary |
If an employee ID exists, click this link to open the Person Organizational Summary page for the person in a new window. |
Hire Information
View Job Offer Letter |
Click this link to open the applicant's offer letter in a new window. PeopleSoft Recruiting Solutions users can choose whether to make offer letters available for viewing. If no offer letter has been made available, then the link does not appear on this page. |
Hire Comments |
Displays any hire-related comments that were sent from PeopleSoft Recruiting Solutions. These comments can come from two sources:
|
Add Person
Add Person and View/Edit Person |
If you have not yet begun the hiring process, click the Add Person button to access the Personal Data component where you can add the person to the system. The system transfers applicant data to the Personal Data component to simplify data entry. After you save the personal data record, the Add Person group box and button become the View/Edit Person group box and link. Click the link to open the personal data component and review or update the data. |
Add Job
This group box appears only after you have created a personal data record for the applicant.
Add Job |
If you have created the applicant's personal data, but you have not yet entered job data, click the Add Job button to access the Job Data component where you can complete the hire process. The system transfers applicant data to the Job Data component to simplify data entry. After you save the job data record, the applicant no longer appears in the Manage Hires page. |
This section provides an overview of SmartHires (template-based hires), lists prerequisites, and discusses how to:
Select a template or person to perform a template-based hire.
Enter hire details.
Enter employee information.
Complete the hire when a person match is found.
Select an action when a person match is found.
View the status of a template based hire.
Manage hires.
Review hire detail.
The SmartHire process, or template-based hires, enables you to expedite the hiring of individuals. Using a template-driven approach, it offers a way to streamline repetitive data entry by reducing the current data entry process through the Personal Data and Job Data pages.
There are three types of users that will facilitate template-based hires:
The template administrator creates various templates for use by the end users.
The end user enters data for persons being added to the database. The amount of data an end user enters is dependant on the types of templates created. Security determines which templates the end user can access.
The human resources administrator (HR administrator) determines at the template level whether the end user's data will automatically update the HR system, or if it requires an HR administrator to review it first. Also, the HR administrator is sent any errors that occur when the end user saves a person's data to the database for completion.
This table summarizes the pages used by each type of user:
Template Administrator |
End user |
HR Administrator |
|
|
|
Note. This section focuses on the records the end user and HR administrator use in the template-based hire process. Template setup by the template administrator is discussed in another chapter.
See Setting Up SmartHire (Template-Based Hires).
To start the template-based hire process, select a pre-configured template. This template will display a simple entry page or multiple data entry pages, depending upon how it was set up. The fields on this page may also be hidden or values will be provided by defaulted, based on how the template was set up by the template administrator. After the hire data is entered it can be either saved directly to the HR system, reviewed by an human resources administrator, or saved for later.
When templates are created by the template administrator, the template status is set to Test (T). After the template is tested and ready for use, the status will need to be changed to Active (A). When you are searching for templates to use in the template-based hire process, the only templates that are available are those with a status of Active (A). End users will only be able to see templates they for which they have row-level security access.
When the data is submitted for processing, the appropriate service-oriented architecture (SOA) or component interface (CI) will be called to process the actual hire. If an error occurs during processing, a line item will be added to the Manage Hires component and a human resources administrator is able to review the data, make corrections, resubmit for processing, or cancel the hire. The human resources administrator will be taken into the Personal Data and the Job Data hire components to complete the hiring process and can modify the data entered by the end user as needed. The components will be pre-populated with the data entered through the template.
Template-Based Hire Process Flow
When hiring a person using the template-based hire feature you will use the following pages:
Hires to Process - Template-Based Hire.
Enter Hire Details.
Enter Employee Information.
Person Match Found.
Select an Action.
Confirmation.
Template-Based Hire Status.
This diagram illustrates the template-based hire process, during which the user selects an existing person or creates a new person, enters hiring details and person and job information, optionally searches for a match to a person already in the system, and confirms the person data. Depending on the template definition, the confirmed information will either update the database directly, or it will be routed to an HR administrator for review.
Template-based hire process flow includes person and job data entry, optional search for an existing person, and submission of confirmed data
Template-Based Hire
The Hires to Process grid on the Hires to Process - Template-Based Hire page displays the people who are in draft status within the hire process. The list of people is filtered based on the operator ID of the person accessing the page. The page will only show the entries that the end user has previously entered using their operator ID. On this page you can delete a person which will delete the person's information.
Enter Hire Details
On the Enter Hire Details page, enter basic information for the template. On this page you may enter the:
Person ID.
Job effective date.
Hire action.
Action reason.
Name and address formats.
Note. Depending on how the template administrator has set up the template configuration this information will be display only, visible and editable, or hidden.
Also, for informational purposes, this page will display such information as the:
Template name.
Country.
Organizational relationship, which is the type of person being hired, such as employee or contingent worker.
Template category.
Enter Employee Information
The Enter Employee Information page is where you will enter name details, home and mailing address details, National ID, and job details. The number of sections and fields on this page are dependent on how the template chosen has been configured by the template administrator.
Person Match Found
The Person Match Found page displays the possible person matches. The match parameters are set up by the template administrator. If a match is found, select the person from the list and the EmplID is carried forward in the hire process. If no match is found, you can continue with the hire process by clicking the Not a Match - Continue with Hire button.
Select an Action
The Select an Action page displays only if a match is found during the search and you are allowed to take some action (defined at the template level). If the user is not allowed to take any action, the page will not display and a Hire Request for the person is sent to the HR administrator.
Confirmation
The Confirmation page displays if the user has successfully saved the data to the system. There are four different messages displayed on the conformation page based on the template level set up and the security access of the user's Operator ID. The confirmation page will display one of the following four messages:
Save Confirmation. The system displays this message if the user has access to save the person being hired to the database and a Person ID is generated.
Save for Later Confirmation. The system displays this message if the person entered is saved in draft status and a Person ID is not generated.
Submit Confirmation. The system displays this message if the user has access to enter the data but not save it to the database. The person being hired is submitted to Human Resources for final processing.
Further Processing Required. The system displays this message if errors were encountered while trying to save to the database. The person's hire information is then sent to human resources to complete the hire process.
When the data has been confirmed it is stored in the staging tables HR_TBH_HDR and HR_TBH_DATA until the hire process is complete. The HR_TBH_HDR table stores the high-level information, which includes a unique sequence number representing the transaction ID, the template ID, the Operator ID of the user who entered the data, the status representing various stages of the hire process, and the transaction date. The HR_TBH_DATA table stores the record name, field name, and value of the Record/Field with the unique transaction ID. This table is a child of the HR_TBH_HDR table.
The status field on the HR_TBH_HDR may have one of the values displayed in the table below:
Status |
Definition |
Scenario |
DFRT |
Draft |
The user has begun to enter data but saved to continue later. |
SBMT |
Submitted |
The user entered all required data based on the template configuration. |
ACTR |
Action Required |
The user decided to send the hire request to the HR administrator to review or complete the rest of the information. |
EROR |
Error |
The user encountered some error while saving the data in to the system. |
HIRE |
Hired/Added |
Once the HR administrator completes the hire process by adding person and job information into the system, the status of the row will change to Hire/Added. |
COMP |
Completed |
Once the row is deleted by the user, the status of the row will change to Completed.. |
Error Transaction
The Error Transaction page is displayed when the template administrator is testing the template and the test is unsuccessful. This page is also available to the HR Administrator on the Manage Hire Details page. This page will display the template used, the person causing the error, the transaction ID, and the start date. It will also give a description of the error found.
Template Hire Status
The Template Hire Status page displays the persons being processed by the template-based hire process and their status. The list is filtered based on the operator ID of the user. Also, the user has the option of deleting a row.
Note. This page does not show people in draft status. You can only view those individuals currently being processed by the HR department, view those who have been cancelled by the HR department, and those who have been successfully hired. You can remove people from the Cancelled Hires and Processed Hires grids.
Template-based hires provide a configurable, template-driven approach, where you can define default data for various sections in the hiring process. You will be able to create templates to meet different user needs by determining to hide or display specific fields. This allows your Human Resources department to decentralize the hiring process out to line managers or human resource representatives in the field.
Prior to hiring persons with templates, a template administrator must set up the templates. The administrator must be a person who is very familiar with the hiring process. When creating a template, the administrator is responsible for determining:
Logical groups of fields, which will be the sections to include on the template.
The sequence of sections and fields within sections.
Default values for fields.
Which fields will be hidden, display-only, or enterable.
Whether data entered by the end user can be directly submitted for processing or will need to be reviewed by a human resource administrator.
Sections and fields used within templates are delivered as system data. These delivered sections can be modified within your templates to suit your organization's needs for hiring. These sections are located in the Template Section component (Set Up HRMS, Product Related, Workforce Administration, Template-Based Hires, Template Section). A list of delivered template-based hire sections are located in the Setting Up the Administer Workforce Business Process chapter in this PeopleBook.
The labels of the fields on the template sections typically reflect the actual field labels. However, the template administrator can create a text catalog entry for those fields in which they want to change the label.
When the templates are created, the template administrator will assign a category to each template. The category is used for row-level security of the template. This security will restrict end user access to the template. Also, PeopleTools Permission Lists and Roles are used for security purposes.
When templates are similar, the template administrator can clone an existing template to eliminate duplicate entry.
See Setting Up SmartHire (Template-Based Hires).
Page Name |
Definition Name |
Navigation |
Usage |
HR_TBH_EULIST |
|
Select a template or person to process a template-based hire. |
|
HR_TBH_ADD |
|
Enter hire details to start the template hire process for a person, such as the persons's job effective date. |
|
HR_TBH_DATA |
Click Continue on the Enter Hire Details page |
Enter employee information details for the person being hired. The page will display the tabs and fields defined by the template you selected for this person. |
|
HR_TBH_SRMATCH |
Click Save and Submit on the Enter Employee Information page. |
Complete a hire when a person match is found. When saving and submitting the person to the database, if a match is found on the person's name or national ID, this page displays and allows you to select an existing person in the database or continue with the hire. |
|
HR_TBH_ACTION |
Click the Select button on the Person Match Found page. |
Select an action if a matching person is found in the database. |
|
HR_TBH_CONFIRM |
Click Save and Submit on the Template-Based Hire pages. |
Displays the type of confirmation after saving a template-based hire, based on the template level set up and the security access of the user's operator ID. When the hire is saved successfully, automatic database updates is turned on, and the Show Update Contracts Link is selected for the template, the system will display the Update Contracts link, which enables users with security permission to the contract pages to enter contract information for a new hire. |
|
HR_TBH_STATUS |
|
View the status of template-based hires for people with a pending, cancelled, or processed status. |
|
HR_MANAGE_HIRES |
Workforce Administration, Personal Information, Manage Hires, Manage Hires |
Displays a list of applicants or hire that have gone through either the recruiting process or persons who are going through the template-based hire process. |
|
HR_TBH_HIREDET |
Click the name link for a person whose Source value is Template on the Manage Hires page. |
View job details entered during a template-based hire and complete the hire process. |
|
HR_TBH_HIRESM |
Click the Search for Matching Persons link on the Manage Hire Details page. |
Determine if a person in the Search/Match process matches the person you are hiring. You can also access the Person Organizational Summary component for the selected person from this page by selecting the Per Org Summary link. If a person does not match the person you are hiring, click the Not a Match - Continue with Hire link and the system returns you to the Manage Hire Details page. |
|
HR_TBH_ERRORS |
Click View Errors from the Manage Hire Details page. |
View the errors that occur during the save of the hire. |
Access the Hires to Process - Template-Based Hire page (Workforce Administration, Template-Based Hire, Template-Based Hire, Hires to Process - Template-Based Hire).
Start or complete a template-based hire. Click the Template-Base Hire Status link to view hires pending HR processing, hires cancelled by HR, or people who have been hired in the system.
Add a New Person
Select a template and click the Continue icon to add a person using the SmartHire (template-based hire) process. The templates available for selection are those set up by the template administrator.
Hires to Process
Displays the hires that are in Draft status. You can only view those people you have added through the Template-Based Hire pages but selected to save for later. The person will remain in Draft status until you submit the person, send them to HR for completion, or delete them by selecting the Delete Selected Names button after selecting them.
See Also
Setting Up SmartHire (Template-Based Hires)
Access the Enter Hire Details page (click a name link or select a template from the Select Template field on the Hires to Process - Template-Based Hire page and click the Continue button).
Note. The fields you view or update vary depending on the template set up.
Enter basic hire details to start the hire process. Once the values on this page are entered, click Continue to access the Enter Employee Information page.
Possible fields that may be visible or editable are Template ID, Organizational Relationship, Country, Category, EmplID, Job Effective Date, Action, Reason, Name Format, and Address Format.
Empl ID |
Displays the value NEW if you are adding a new person and are using system-assigned IDs. Otherwise, the system displays the value that you enter to access the page. |
Access the Enter Employee Information page (click Continue on the Enter Hire Details page).
Note. The page tabs and fields you vary depending on the template set up.
Enter employee information for the fields that are defined for the template chosen. This data will be used to hire the person. If there is more than one page to the template, use the tabs to navigate between the pages.
Completing a Template-Based Hire
Once all data is entered, you may be presented with these options:
Save and Submit – Click this button to save and submit the information for the person to the database.
If Search Match is enabled for this template, the system will run the Search/Match process and display the Person Match Found page if a match is found.
When the Automatic Database Updates check box is selected for the template and the hire is saved successfully, the person is hired in the database and all information entered is updated in the appropriate tables.
When the Automatic Database Updates and the Show Update Contracts Link check boxes are selected on the template and the hire is saved successfully, the system will display the Update Contracts link, which enables users with security permission to the contract pages to enter contract information for a new hire.
If Automatic Database Updates is not selected on the template definition, and no matching person was found, the Submit Confirmation page will appear.
Save for Later – Click this button to place the hire in draft status. Depending on the security access granted the end user, he or she can access the person later to complete the hire, or the hire can be completed by the HR representative.
Submit to HR – Click this button to submit the person's information to HR for review, completion, or submission by the HR administrator.
Cancel – Click this button to return to the initial Template-Based Hire page and no data is saved.
Note. The save options will vary depending on the template setup and the end user's security access. For example, if the end user is not allowed to save and submit data to the database, the template administrator will set up the template so all hires will have to be saved for later or submitted to HR for completion.
(USF) U.S. Federal Specific Considerations
In cases of U.S. Federal implementations, when the end user selects Save and Submit for an employee template, the following will occur:
When Automatic Database Updates is selected.
The employee goes to the first step in the PAR approval process. The data is not sent directly to Personal Data and Job Data.
When Automatic Database Updates is deselected.
The hire request will go to the Manage Hire page to await HR action. When the HR administrator saves the person (in the HR Processing USF component), the data will go to the first step in the PAR approval process, not directly to Personal Data and Job Data.
There are two exceptions to this rule:
When Federal customers hire contingent workers they do not go through the PAR approval process, instead they go directly to Personal Data and Job Data.
If the template administrator defaults the PAR Status field to Processed by Human Resources when setting up the template, then the employee data will be sent on to Personal Data and Job Data as part of the processing Federal Hire component interface.
See Also
Access the Person Match Found page (click Save and Submit on the Enter Employee Information page).
This page appears only if Search Match is enabled for the template and a match is found on the person being hired.
Select |
If a match is found, the end user can select one of the existing people to continue with the hire. If the matching person selected is currently active in the system, the hire request will automatically be sent to an HR administrator to complete. If the matching person selected is currently inactive in the system, you will be presented different options on how to proceed depending upon how the template rules are set up. |
Per Org Summary |
Click this link to have the system open the Person Organizational Summary page in a new window to view more details about this person. This can be useful in deciding whether the person should be treated as a new hire, if this should be treated as a concurrent job for an existing person, or if this is a rehire of someone already in the database. |
Not a Match - Continue with Hire |
Click this button if none of the search results are a match. |
Save for Later |
Click this button to save this person in draft status and come back at a later time to decide whether the person is a match or not. |
Cancel |
Click this button to cancel this hire process. You will lose all data previously entered and the system will return you to the initial Template-Based Hire page. |
Send to HR for Completion |
Click this button to submit this hire to HR for completion. |
See Reviewing Organizational Relationships.
Access the Select an Action page (click the Select button for a person on the Person Match Found page).
Note. The options on this page vary depending upon how the rules are set up for the template.
When no active organizational instance is found and the template administrator has set up the template to enable the end user to decide what action to take, options may include:
Select existing employee instance as a Rehire or Select existing employee instance as a Hire.
The system will default to the lowest employment instance. The end user has the option to select a different employee instance, if applicable. When an employee instance is selected, the system always defaults to the controlling instance employee record number behind the scenes.
Create a new employee instance using Hire as the action.
The action will always default to HIR (Hire) for employee templates and ADD (Add Contingent Worker) for contingent worker templates. The employee instance and employee record number is automatically calculated behind the scenes.
Send the request to an HR Administrator to process.
When the end user does not get to decide what action to take, the template administrator must decide at the template level the options to take.
If only one inactive employment instance is found for the selected person when the Search Match process is run, the template administrator must decide between the following actions:
Restart Employment Instance as a Rehire.
Restart Employment Instance as a Hire.
Create a New Employment Instance using Hire as the Action.
Send the Request to an HR Administrator to Process.
When more than one inactive employment instance is found for the selected person when the Search Match process is run, the template administrator can chose from with of these option to have the system perform:
Create a New Employment Instance using Hire as the Action.
Send the request to an HR Administrator to process.
Note. When an active person is selected from the search results, the hire request will always be sent to HR to complete the process.
See Setting Up Hire Template Person Rules.
Access the Template Hire Status page (Workforce Administration, Template-Based Hire, Template-Based Hire Status, Template Hire Status).
View the status of the persons that you entered using the template based hire process. The end user will only be able to view the persons they have entered in the system. The HR administrator will have access to view all persons entered through template-based hires.
Access the Manage Hires page (Workforce Administration, Personal Information, Manage Hires, Manage Hires).
The HR administrator uses the Manage Hires page to view hires that may be in draft status that the end user started, to view hires that require HR review prior to committing to the database, or to review hires that encountered errors upon saving and require an HR administrator's review to complete the hire process.
When the template administrator sets up the templates, he or she can select or deselect the Automatic Database Update check box. If selected, the end user is able to save the hire to the database or save the hire in draft status. If deselected, then the end user only has the option to save the hire as a draft or to submit the hire to HR. In these instances, the HR administrator uses the Manage Hires page to view people and continue with the hire process.
The Manage Hires page is also used by Recruiting Solutions to notify HR when a hire request has been submitted and needs to be processed.
Select Transactions Where |
Select a value that will assist viewing and managing hires. Values are Status, and Type of Hire.
|
Source |
View hire requests submitted by Recruiting Solutions (Recruiting) or by the Template-Based Hire (Template) process. |
Select and Cancel Selected Transactions |
Select the check box for a person and click the Cancel Selected Transactions button to cancel the hire request. |
See Also
Access the Manage Hire Details page (click the name link for a person whose Source value is Template on the Manage Hires page).
Use this page to change the hire date, perform a search for matching persons, or select the appropriate buttons or links to complete the hire.
Note. This page appears different for the Template source as it does for the Recruiting source page display. The Manage Hire Details page for a Template hire displays the buttons and links in the various sections that are dependent upon the template status.
Status |
Available Button or Link |
Description |
Requested |
Add Person (button) |
Automatic updates is off. The person has not been added to the system. |
Requested |
View Person (link) Add Job (button) |
Automatic updates is off. Person has been to Personal Data. The person still needs to be added to Job Data. |
Draft |
N/A |
The HR administrator does not have the ability to add someone to the system who is in Draft status. |
Action Required |
Add Person (button) |
Automatic updates is on. This person was submitted to HR for completion. |
Action Required |
View Person (link) Add Job (button) |
Automatic updates is on. Personal Data is not updated through Template-Based Hire when an active person is found. The job information has not been added. |
Error |
View Errors (button) Add Person (button) |
Automatic updates is on. An error occurred when attempting to save the record to Personal Data. |
Error |
View Errors (button) Add Person (button) Add Job (button) |
Automatic updates is on. The person has been added to Personal Data. An error occurred when attempting to save the record to Job. |
Note. (USF) When the database is federalized, only the Add Person/Job appears, which will update HR Processing USF. Depending on the PAR Status, Personal Data and Job Data may also be automatically updated. For example, if the PAR Status is Processed on the template, Personal Data and Job Data will be automatically updated when the Add Person/Job button is selected and the information is saved. However, if the PAR Status is Requested on the template, only the HR Processing USF page will be updated and the hire request will need to go through the standard PAR approval process. If applicable, U.S. Federal customers will also see the View Errors button on the Manage Hires Detail page.
Hire Details
Expand this section to view job and employment fields that were defaulted from the template for this person. If the end user added any comments you will also be able to review that information.
Person Model Information
Search for Matching Persons |
Click this link to see if there are matching person's in the system on the Manage Hire Details - Manage Hire page, which enables you to view a persons organizational summary to see if it is a match. |
Person Organizational Summary |
Click to open the Person Organizational Summary page if a person ID exists. |
Organizational Instance and Instance Nbr (instance number) |
Select which organizational instance and number should be used to add the job in the system. Options may include Create a new Org Instance or Use existing Org Instance depending. If a person exists and you wish to use an existing organizational instance, the Employee Assignment fields will appear. |
Employee Assignment, Empl Record, and Action |
Select the employee assignment, record, and action that should be used for this hire or rehire. These fields become available based on the options selected for the Organizational Instance fields. |
When the person has all inactive records, determine whether to create a new organizational instance when the record is added to Job or to use an existing organizational instance from the following options:
Option |
Org Instance |
Assignment |
Action |
Create a new Org Instance |
Defaults to the next available instance number. |
Defaults to the next available employee record number. |
HIR or ADD |
Use existing Org Instance |
Select from the available values in the Instance Nbr field. |
Select from the available values in the Empl Record field. |
HIR, REH or ADD, RNW |
When a person has one or more active records in the system, the system enables you to use create a new assignment and additional Action options are available.
View Errors
View Errors |
Click this link open the Transaction Errors page and view error messages. |
View/Update Person Data
View/Edit Person |
Click this link to open the Personal Data pages and view or edit information for the person that was successfully uploaded to the system. |
Add Personal/Job Data or Add Job Data
The names for the heading and buttons in this section may vary depending upon whether the Personal Data was successfully added to the system.
Add Person/Job or Add Job |
Click this button to upload Personal Data or Job Data. You may view or update the data before saving it to the system. |
This section discusses how to view a person's organizational relationships.
Page Name |
Definition Name |
Navigation |
Usage |
PERSON_SUMMARY |
Workforce Administration, Personal Information, Person Organizational Summary, Person Organizational Summary |
Review a summary of a person's organizational relationships. |
Access the Person Organizational Summary page (Workforce Administration, Personal Information, Person Organizational Summary, Person Organizational Summary).
This section provides overviews of the CAGED report and employee registration and discusses how to:
Generate CAGED reports.
Generate employee registry reports.
The Cadastro Geral de Empregados e Desempregados – CAGED (General Register of Employed and Unemployed Individuals) is a permanent register of employee hirings and dismissals. Every establishment that has had any type of turnover (hiring, dismissing, or transferring employees who have employment contracts ruled by the Consolidated Labor Laws) is required to report that turnover to the Ministry of Labor and Employment.
The CAGED report generates a file containing the monthly turnover of employees by establishment.
Employee registration provides evidence of length of service and length of social security contribution and proves the relationship between employee and employer. This information affects social security pensions. Companies must record their employees' data in books or cards.
The employee registry report generates a flat file containing information about the employee's employment data (hire date, retirement date) and contributions. Keep the flat file as a record.
Page Name |
Definition Name |
Navigation |
Usage |
CAGED_RC_BRA |
Workforce Monitoring, Meet Regulatory Rqmts BRA, CAGED File/Report BRA, CAGED File/Report BRA |
Generate CAGED reports. |
|
EMPL_REG_RC_BRA |
Workforce Monitoring, Meet Regulatory Rqmts BRA, Employee Registry Report BRA, Employee Registry Report BRA |
Generate employee registry reports. |
Access the CAGED File/Report BRA page (Workforce Monitoring, Meet Regulatory Rqmts BRA, CAGED File/Report BRA).
Frequency ID |
Select the frequency. |
Fix File |
Select to generate an Fix (rightness) file. You generate a Fix file to send corrections to a previously sent file; it contains the same information as CAGED. |
First Declaration |
Select to indicate that this is the first statement that the establishment is sending to CAGED. |
Include Monthly Salary |
Select to include monthly salary in the report. |
Media Type |
Indicate how you are sending the file to CAGED. Values are: Diskette (floppy disk), Tape (magnetic tape or cartridge), or Other. |
Additional Compensation Element |
If you use PeopleSoft Enterprise Global Payroll, enter earning components other than salary to report to CAGED. |
Run the BRCGED01 process to generate the CAGED report.
Access the Employee Registry Report BRA page (Workforce Monitoring, Meet Regulatory Rqmts BRA, Employee Registry Report BRA, Employee Registry Report BRA).
Comments Option |
Select whether the report should not include comments or if it should print comments, print box, or print comments and box. |
Employee Selection |
Select whether you want the report to include all employees and establishments or to include only a particular establishment or employee. If you select the By Establishment ID option, the Establishment ID and Department fields appear. If you select the By EmplID option, the Empl ID field appears. |
Establishment ID, Department, and Empl ID |
Use these fields to restrict the number of employees for whom you generate an employee registry report. |
With Changes On |
This group box appears when you select either All Establishments & Employees or Establishment. |
Begin Date and End Date |
Select the beginning and ending dates for the period for which you want to generate the Employee Registry report. |
Action and Reason |
Enter an action and reason to generate employee registry reports only for employees with the specified action reason. |
Salary Report Option |
If you use PeopleSoft Enterprise Global Payroll, you can include payroll information in this report. Enter earning components other than salary to include in this report. |
Run the BREREG01 process to generate the Employee Registry report.
This section lists the page used to run the Canadian Hire List report.
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_FROMTHRU |
Workforce Administration, Job Information, Reports, Hire Report CAN, Hire Report CAN |
Run the CAN Hire List report (PER100CN). This produces a hire list that provides information on social insurance numbers, effective dates, and badge or payroll numbers that are within the date range that is provided. |
This section discusses how to:
Set up the First Day Notification.
Generate First Day Notifications.
View the First Day Notification results.
In the Netherlands, employers send First Day Notifications (Eerstedagsmelding [EDM]) to notify the Tax Authority when they hire or rehire employees.
Administer Workforce provides the First Day Notification NLD Application Engine process (HR_EDM_NLD) to generate the notifications. The run control page for the process enables you to search for employees who have been hired or rehired within a given period. You can review and adjust the list of employees before running the process, which creates XML files for transmission to the Dutch Tax Authority. You can view details of the First Day Notifications that have been generated using the Notification Results page.
Before you create First Day Notifications, use the Setup First Day Report NLD component (HR_SETUP_EDM_NLD) to define information required for each company.
Page Name |
Definition Name |
Navigation |
Usage |
EDM_TXR_NLD |
Set Up HRMS, Product Related, Workforce Administration, Setup First Day Report NLD, Setup First Day Report NLD |
For each company that submits first day notifications, set up the tax number suffix to use and specify the employee classes that are not included in the notifications. |
|
RUNCTL_EDM_NLD |
Workforce Administration, Workforce Reports, First Day Notification NLD, First Day Notification |
Use this page to search for employees who were hired or rehired within a given period, and generate the First Day notification for those employees. You can also adjust the list of hires and rehires before you run the report. |
|
EDM_RSLT_NLD |
Workforce Administration, Workforce Reports, First Day Notification NLD, Notification Results |
View details of First Day Notifications that were previously generated using the First Day Notification NLD process. |
Access the Setup First Day Report NLD page (Set Up HRMS, Product Related, Workforce Administration, Setup First Day Report NLD, Setup First Day Report NLD).
Federal Employer Tax ID |
Displays the company's employer tax ID that is specified on the Company — Default Settings page. |
Tax Number Suffix |
Enter the tax number suffix to use for the first day notification. When you run the first day notification, the system combines the tax number suffix and the federal employer tax ID to create the employer ID that is included in the first day notification. The default suffix is L01. If you want to use additional suffixes, name them L02, L03, and so on. |
Exclude Employee Classes
Use this scroll area to define the classes of employees who are not included in first day notifications. Typically, temporary employees who are employed by an agency (uitzendkrachten) are not included in first day notifications, but your organization may have other classes of employees that are excluded from reporting.
Employee Classification |
Select the employee classes that you want to exclude from reporting. Employee classes are defined by setID on the Employee Class page and assigned to employees on the Job Data - Job Information page. |
Access the First Day Notification page (Workforce Administration, Workforce Reports, First Day Notification NLD, First Day Notification).
Message ID text |
Enter free format text that is combined with the company's federal employer tax ID and the tax number suffix to form the message ID in the XML file. Use the First Day Report Setup page to define the tax number suffix to use. |
Path |
Enter the location of the XML file that is created by the First Day Notification NLD process. Enter an absolute path name, such as c:/temp/, or a relative path such as \\machinename\temp. |
File Name |
Enter the name of the XML file that is created by the First Day Notification NLD process. The process generates files with file names that combine the file name you enter here with the employee ID and employee record number. |
Search Criteria
Use this group box to specify the search criteria for the First Day Notification.
Begin Date and End Date |
Enter the dates for the reporting period. The system searches for hires and rehires that occurred within this period. |
Company and Empl ID (employee ID) |
Select a company to search for hires and rehires within that company, or select an employee if you want to run the report for a specific person. Leave this field blank to run the report for all companies. |
Selection |
Select one of these values: New (re-)hires: To include only those hires and rehires that have not been previously reported. All (re-)hires: To include all hires and rehires that occurred in the period defined by the begin and end dates. Use this option if you want to rerun the notification for a period. For example if you have changed employee data and you need to recreate the notification, use this option to run the report. |
Select with Matching Criteria |
Click this button to search for employees who match the criteria you entered in the Search Criteria group box. The system displays matching employees in the Employees scroll area. |
Employees
This scroll area lists the employees who matched the search criteria that you specified. Review the employee details and delete any employees you don't want to include in the report. When you click the Run button to run the First Day Notification NLD process, the system generates a notification for the employees that are listed in the scroll area.
Note. The system includes employees whose Regulatory Region is NLD only. Employees' regulatory region is defined on the Job Data - Work Location page.
Hire Date and Rehire Dt (rehire date) |
Displays the employee's hire or rehire date. |
Action and Reason Code |
Displays the action and reason code that were used for the hire or rehire. The system includes employees with the HIR (hire) action or REH (rehire) action codes only. |
Empl Class (employee class) |
Displays the employee class that is assigned to the employee on the Job Data - Job Information page. |
Access the Notification Results page (Workforce Administration, Workforce Reports, First Day Notification NLD, Notification Results).
Search Criteria
Process Date |
Enter a process date if you want to view details of the First Day Notifications generated on a given date. |
Company |
Select a company to view details of the First Day Notifications that have been generated for employees in that company. |
EmplID |
Select an employee ID to view details of that person's First Day Notification. |
Message ID |
Enter a message ID if you want to view the employees who were included in a specific message ID. |
Select with Matching Criteria |
Click this button to search for employees whose First Day Notifications match the criteria you entered in the Search Criteria group box. |
Employees
This scroll area lists the employees whose First Day Notifications match the search criteria.
Hire Date |
Displays the employee's hire or rehire date. |
Time Reported |
Displays the time that the notification was generated. |
Message ID |
Displays the message ID. This is generated by the First Day Notification process by combining the message ID text you specified on the First Day Notification page, the company's employer tax ID, the tax number suffix, and the employee ID. |