Increasing the Workforce

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).
Increase the workforce through templates and job applicants.
Add additional assignments.
Review organizational relationships.
(BRA) Run Brazil employment reports.
(CAN) Run the Canadian Hire List report.
(NLD) Run the First Day Notification.

Understanding Job Data

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 Personal Information component (PERSONAL_DATA_ADD).

See Adding a Person in PeopleSoft Human Resources.

Component	Menu	Use To
Add Employment Instance (JOB_DATA_EMP)	Workforce Administration, Job Information Workforce Administration, Personal Information, Organizational Relationships	Add a new employment organizational instance for a person who doesn’t have applicant information in the system.
(FPS) Hire Employee (EE_HIRE) (USF) Hire Employee USF (EE_HIRE)	(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)	Workforce Administration, Template-Based Hire Manager Self-Service, Job and Personal Information, Add Template-Based Hire	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.
Hire (HR_MANAGE_HIRES) (FPS) Hire (USF) Hire USF (ER_GVT_HIRE_LAUNCH)	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. (FPS) French Public Sector users can find information on hiring job applicants in the Recruit Workforce business process.
Add Contingent Worker Instance (JOB_DATA_CWR)	Workforce Administration, Job Information Workforce Administration, Personal Information, Organizational Relationships	Add a contingent worker organizational instance.
Add POI Instance (JOB_DATA_POI)	Workforce Administration, Job Information Workforce Administration, Personal Information, Organizational Relationships	Add a POI organizational instance for a person who does not comprise the workforce but for whom you require a job record.
Add Additional Assignment (ADD_PER_ORG_ASGN) (FPS) Add Concurrent Empl Record FPS (HIRE_DATA_BIS) (USF) Concurrent Hire USF (EE_CONC_HIRE)	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 (USF) Adding an Employment Instance.

See Managing Country-Specific Workforce Data.

See Updating Person and Job Information.

See Hiring French Public Sector Employees.

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 clears the Termination Date and Date Last Worked 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 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, 1995. At the end of 1999, company ABC bought company XYZ and completed the takeover on January 1, 2000. 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, 2000, 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	02/02/1995 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	01/01/2000
	First Start Date Note. This is the hire date used in all reports tracking hires.	01/01/2000
	Termination Date	blank
	Org Instance Service Date	01/02/2000 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	01/01/2000
	First Assignment Start Date	01/01/2000
	Assignment End Date	blank

From June 3, 2000 to September 10, 2000, 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	02/02/1995
	Last Start Date	01/01/2000
	First Start Date	01/01/2000
	Termination Date	blank
	Org Instance Service Date	01/02/2000
Organizational Assignment	Last Assignment Start Date	06/03/2000
	First Assignment Start Date	06/03/2000
	Assignment End Date	09/10/2000

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, 2000, 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	09/15/2000
	Last Start Date	09/15/2000
	First Start Date	09/15/2000
	Termination Date	blank
	Org Instance Service Date	09/15/2000
Organizational Assignment	Last Assignment Start Date	09/15/2000
	First Assignment Start Date	09/15/2000
	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, 2001 and so he tenders his resignation for his original job, effective January 15, 2001. 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	02/02/1995
	Last Start Date	01/01/2000
	First Start Date	01/01/2000
	Termination Date	01/15/2001
	Org Instance Service Date	01/02/2000
Organizational Assignment	Last Assignment Start Date	01/01/2000
	First Assignment Start Date	01/01/2000
	Assignment End Date	01/15/2001

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	09/15/2000
	Last Start Date	09/15/2000
	First Start Date	09/15/2000
	Termination Date	blank
	Org Instance Service Date	09/15/2000
Organizational Assignment	Last Assignment Start Date	01/14/2001
	First Assignment Start Date	01/14/2001
	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, 2001 and Bobby is rehired into his original job with a new, additional job on the side, effective September 15, 2001. The following graphics illustrates Bobby's organizational instances and assignments:

Bobby's organizational relationships and assignments (1 of 2)

Bobby's organizational relationships and assignments (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 (1994) 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, 1998	Pay rate change	Merit	45883	94010333
April 1, 1994	Rehire	New position	45883	94010333	Rehired as full-time employee.
March 31, 1994	Termination		45883	20091
April 1, 1990	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 (1990 and 1995) 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, 1996	Transfer	Completion of intercompany transfer	64096	90014278	Transferred back to home company.
May 8, 1995	Transfer	Intercompany transfer	64096	95034278	Transferred to host company.
April 1, 1990	Hire	New graduates	64096	90014278	Hired as a full time employee.

Prerequisites

Before you add a new organizational instance:

Set up the Administer Workforce control tables.

See Setting Up the Administer Workforce Business Process.
Set up the Administer Workforce country-specific control tables.

See Setting Up Country-Specific Tables.
Create personal data records for employees, contingent workers, and POIs.

See Adding a Person in PeopleSoft Human Resources.

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

Setting Up Jobs

(USF) Setting Up Human Resources Management Tables

Setting Up Banks and Bank Branches

Setting Up Local Country Functionality

Adding Organizational Instances for Employees, Contingent Workers, and POIs

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 an employee checklist.

See Adding Additional Assignments.

Common Elements Used in this Section

Goto 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 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

Pages Used to Add Organizational Instances for Employees, Contingent Workers, and POIs

Note. One of the pages used to add employees, contingent workers and POIs is the Template-Based Hire. It is discussed in detail in another section in this chapter.

Page Name	Object Name	Navigation	Usage
Work Location	JOB_DATA1	Workforce Administration, Job Information, Add Employment Instance, Work Location Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance, Work Location Workforce Administration, Job Information, Add Contingent Worker Instance, Work Location Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance, Work Location	Enter position and location information for a person's job, including the regulatory region, company, department, and location.
Job Information	JOB_DATA_JOBCODE	Workforce Administration, Job Information, Add Employment Instance, Job Information Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance, Job Information Workforce Administration, Job Information, Add Contingent Worker Instance, Job Information Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance, Job Information	Enter information about a person's job, including status, employee class, shift, or standard hours.
Job Labor	JOB_LABOR	Workforce Administration, Job Information, Add Employment Instance, Job Labor Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance, Job Labor Workforce Administration, Job Information, Add Contingent Worker Instance, Job Labor Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance, Job Labor	Enter National Labor agreement data if the employee or contingent worker belongs to a National Labor agreement.
Payroll	JOB_DATA2	Workforce Administration, Job Information, Add Employment Instance, Payroll Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance, Payroll Workforce Administration, Job Information, Add Contingent Worker Instance, Payroll Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance, Payroll	Enter payroll processing data. The payroll system and pay group information that you enter here affects component compensation processing on the Compensation page.
Salary Plan	JOB_DATA_SALPLAN	Workforce Administration, Job Information, Add Employment Instance, Salary Plan Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance, Salary Plan Workforce Administration, Job Information, Add Contingent Worker Instance, Salary Plan Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance, Salary Plan	Enter information about a person's salary plan.
Compensation	JOB_DATA3	Workforce Administration, Job Information, Add Employment Instance, Compensation Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance, Compensation Workforce Administration, Job Information, Add Contingent Worker Instance, Compensation Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance, Compensation	Enter compensation information.
Employment Information	EMPLOYMENT_DTA1	Click the Employment Data link at the bottom of the component. Workforce Administration, Job Information, Add Employment Instance Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance Workforce Administration, Job Information, Add Contingent Worker Instance Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance	Enter optional data, such as a worker's business title.
Job Earnings Distribution	JOB_DATA_ERNDIST	Click the Earnings Distribution link at the bottom of the component. Workforce Administration, Job Information, Add Employment Instance Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance Workforce Administration, Job Information, Add Contingent Worker Instance Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance	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.
Benefit Program Participation	JOB_DATA_BENPRG	Click the Benefits Program Participation link at the bottom of the component. Workforce Administration, Job Information, Add Employment Instance Workforce Administration, Personal Information, Organizational Relationships, New Employment Instance Workforce Administration, Job Information, Add Contingent Worker Instance Workforce Administration, Personal Information, Organizational Relationships, New Contingent Worker Instance	Specify the benefit program in which a person is enrolled for benefits in PeopleSoft Enterprise Human Resources or PeopleSoft Enterprise Benefits Administration.
Person Checklist	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.
Person Applicant Information	PERS_APPL_INFO	Workforce Administration, Personal Information, Organizational Relationships, Person Applicant Information, Person Applicant Information	Define applicant referral information.
Employee Checklist	EMPLOYEE_CHECKLIST	Workforce Administration, Personal Information, Organizational Relationships, Person Assignment Checklist, Employee 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.

Entering Employee Job Location and Position Information

Access the Work Location page.

Military Service

This field 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.

Select the military service in which the person is serving.

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.

Job Status

For contingent worker or POI instances. Displays the job status of the current job record.

Payroll Status

For 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.

Click the Calculate Status and Dates 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.

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.

Sequence

Use this number to track multiple administrative actions that occur on the same day. The default value is 0, the correct number for new instances.

Maintain/View Notes

Click icon to access the Job Data Notepad page.

Job Indicator

Indicate whether this is the person’s primary or secondary job for this organizational relationship. Select N/A (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.

Action/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.

Last Start Date

Enter the most recent start date for this organizational instance.

Expected Job End Date

Enter the end date for this job, if known. If you don’t know the end date initially, you can enter it later.

If this job is a temporary assignment and you do not enter a date here, 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. If you rehire the person, the system clears these fields. When a person returns from leave, the system clears only the Last Date Worked field. If the date is not accurate, select Override Last Date Worked to enter the date.

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.

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.

If a person is assigned to a position, the system enters the establishment ID that is associated with the position and makes the field unavailable. If you associate a non-French position with a French person, the field remains available for entry.

Date Created

Displays the date on which you enter this record.

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.

See Understanding Identification Assignment.

(JPN) Intercompany Transfer

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: Home Company Information: Select if another company’s worker joins the company in an intercompany transfer. Host Company Information: Select if one of the workers is on intercompany transfer to another company. Select the blank value at the top of the list to remove all entries.
Company and External 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 and External DeptID (external department ID)	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 and External Supv Lvl (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).
Intercompany Transfer Start Dt (intercompany 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).
Intercompany 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)

Running Job Data Reports

Working with System Data Regulation in HRMS

Working with Regulatory Regions

Entering Company Information

Processing Retro Pay

Entering Job Information

Access the Job Information page.

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. PeopleSoft Enterprise Payroll for North America uses this field to create a pay line on a person's paysheets. The system creates a pay earnings record for each active job code on the person’s employment record. See Assigning Job Codes to Labor Agreements.
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. See Defining Additional Employment Setup Data.
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. PeopleSoft Enterprise Payroll for North America uses the full-time or part-time information in conjunction with the holiday schedule. When a holiday falls within a pay period, Payroll for North America prorates the holiday hours for part-time workers. However, proration is based on the standard hours for the worker, not for the pay group.
Empl Class (employee class)	Select an employee class, which provides another method of grouping workers. Values include: Assignee, Expatriate, and 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. 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. (JPN) Select Host ICT (Hosting Intercompany Transfer) to flag those workers that are hired on an intercompany transfer basis when the company is the host company. 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	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. See Setting Up the Payroll Process. Note. Retro Pay functionality in Payroll for North America is triggered by any worker shift rate and factor 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 worker.
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.

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 #

Contract Number

Select the worker’s contract number, 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 cleared.
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 cleared.

(AUS) 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) 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.
Total Weeks in Teaching Job	Enter the number of teaching weeks for this worker.
Job Classification	Select the DETYA job classification.

(BRA) Brazil

Contract Salary Type	Enter the contractual salary code for RAIS.
SEFIP Category	Select the worker category for SEFIP.
Brazilian Occupation Cd (Brazilian 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.

(ESP) Spain

Soc. Sec. Risk Code (social security risk code)	Enter a code. The Spanish government requires employers to assign a social security risk code that rates the risk of illness, accident, or death that is connected with each type of job. For example, a coal miner is at higher risk than an office manager. You maintain risk codes on the Soc Sec Risk Code page.
Matricula Number	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 Action 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.

(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 MEX	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.
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.
Week/Reduc (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 Term Dt (IMSS termination date)	Enter the IMSS termination date.
Location Code	Specify the location code. This field is used to indicate the location of the worker to the SUA.

(MYS) Malaysia

Work Day Hours

Enter the standard workday hours that are used for payroll and leave calculations.

(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 9.0 PeopleBook.

See Understanding Social Security Contributions.

(GBR) UK

The following fields appear only if PeopleSoft Enterprise Global Payroll for the UK 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

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

Note. The Retro Pay functionality in PeopleSoft Enterprise Payroll is triggered by any FLSA status 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 worker.

EEO Class (Equal Employment Opportunity class)

Displays a regulatory status for this job based on the job code that you assign the worker.

Work Day Hours

Enter the workday hours. The workday hours information is used in the FLSA calculation for the basic rate formula.

See Also

PeopleSoft Enterprise Global Payroll 9.0 PeopleBook

Setting Up and Working with Frequencies

Defining Job Subfunction and Job Function Codes

Setting Up Base Benefits Core Tables

Entering National Labor Agreement Data

Access the Job Labor page.

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.

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 clear this check box.

Employee Subcategory

If the employee category that you select for this person contains subcategories, this field appears. Select the subcategory that applies to the worker.

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.

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.

Employee Subcategory 2

If the subcategory that you select for this person contains secondary subcategories, this field appears. Select the secondary subcategory that applies to this worker.

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.

Labor Facility Entry Date

Enter the date the worker began in the labor facility.

Exempt From Layoff and Layoff Exemption 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.

See Defining Seniority Dates.

(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.
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.
Wrks.Cncl.Funct (works council function)	If the worker is a member of the works council for the organization, select which role. Values are: none, Member, President, and Secretary.
InterCtr.Works Cnil Function (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 and Union Fee Amt (union fee amount)	Select if the worker pays a fee to the union and enter the amount and frequency of the fee.
Fee Start Dt (fee start date) and Fee End Dt (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.
Hrs/Month (hours each month)	This field appears if you select the Exempted check box. 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, 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

Managing Position Data

Entering Payroll Processing Data

Access the Payroll page.

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 you selected Change of Pay or any of the options that creates a new record on the Action/Reason field on the Work Location page.

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 select Employee on 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 Payroll for North America or 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).
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.
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.
Tipped	Indicate whether this worker receives tips. This field is available only if you define tips processing in the Company table. Values are: Directly Tipped: Select for workers who normally receive tips directly from customers (for example, food servers). Indirectly Tipped: Select for workers who do not normally receive tips directly from customers, but who might receive tips occasionally (for example, cooks and kitchen helpers).
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.
FICA Status	Indicate whether the person status is exempt, subject, or Medicare only.
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.
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.
Edit ChartFields	Click this link to access the ChartField common component 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. Clear 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.
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, clear 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, clear 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, clear 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.
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.

(AUS) Australia

Balance Group No (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 No (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 values that are in this field are auto-incremented, and 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.

Note. Before entering information for U.S. foreign nationals, use the Substantial Presence Test. Select Workforce Administration, Personal Information, Citizenship, Employee Presence Test USA.

Administer Compensation Overview

Setting Up Holiday Schedules

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook

Entering Salary Plan Information

Access the Salary Plan page.

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.
Rank	Enter the service member's earned rank. Valid ranks are defined on the Military Service - Service Ranks page.
Rank Entry Date	Enter the date the member received this rank.
Skill Grade	Select the overall grade level for which the individual has been evaluated
Worn Rank	Enter the service member’s rank insignia while serving in a particular post. The default value for this field comes from the Rank field but it can be overwritten. Changes to the Rank field value will also change the value in this field.
Worn Rank Type	Indicate why the individual is on 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 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.
Includes Wage Progression Rule	The system selects this check box if the salary plan includes wage progression.
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.

Entering Compensation Information

Access the Compensation page.

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.

AutoCalculated Premium

Target Compensation Rate

Enter the compensation rate for the person if the person is being compensated at a rate that exceeds the default salary. Values are:

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 Change

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:

Carry out rate code defaults (excluding seniority pay) based on the current values of the designated job fields.
Replace manual updates and old default values with the current default values.
Recalculate the compensation package of affected persons, including the compensation rate, currency, frequency, apply FTE, percent (including current rate code groups), salary points, automatically calculated premium, and so on.
Recalculate compensation-related fields, such as annual amounts or compa-ratio, on the Job Data record.

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).

Contract Change Prorate Option

Click to make changes to the person’s contract proration options.

Select one of the following options to prorate the earnings change over the remainder of the contract:

No Proration of Change Amt. (no proration of change amount): Select if you do not want the system to prorate the change to the person’s compensation across the contract.

Prorate Over Contract Period: Select to have the system prorate the compensation change over the contract period (determined by the contract start and end dates).

Prorate over Payment Period: Select to have the system prorate the compensation change over the payment period (determined by the payment start and end dates).

Select Lump Sum Retro Payment (lump sum retroactive payment) to enable the system to process a lump sum payment of retroactive earnings to the person. You must select one of the contract change proration options that are listed previously to process the lump sum payment.

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

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

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

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

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

Job Data Pay Rate Frequencies

Entering Optional Employment-Related Data

Access the Employment Information page.

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	The system enters the system date on which you first created this job data record (emplID/ERN combination) in the system. This date is not the effective date of the first job data record or the effective date of the job data row with the action of HIR. 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.
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 clears this field.
Org Instance Service Date (organizational instance service date)	Displays the system date on which you first created this job data record (emplID/ERN combination) in the system. This date can be earlier the effective date of the first job data record or the effective date of the job data row with the action of HIR. You can 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 Registr Nbr (personnel registration 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: Has two or more part-time jobs in different departments that function as a single full-time job. Receives an administrative stipend under another employee record number that doesn’t accrue benefits but counts toward the worker’s full-time salary. 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.

(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) USA

Accrue Tenure Services	Select to activiate 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

Managing Festive Advance

Setting Up Base Benefits Core Tables

Setting Up Positions

Setting Up Basic Tables

Distributing Job Earnings

Access the Job Earnings Distribution page.

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:

None: Select to indicate that you don't allocate earnings for this person. The system calculates and charges person compensation according to the information that is listed in the Job Data component. If you select this option, leave the other fields on this page blank.

Note. You must select None if you want the system to use the proration rule that you select on the Pay Group Table - Paysheets page when prorating partial pay.

See Understanding Pay Groups.
By Amount: Available only for salaried workers. This enables you to apportion the worker's total earnings for a period on the basis of an amount.

Select to instruct the system to total the amounts that are in the distribution lines and check the total against the total in the Compensation Rate field on the Job Data - Compensation page. The total earnings distribution amount must equal the compensation rate amount. If the amounts are not the same, the system generates an error when you try to save the record. You will need to resolve the discrepancy to save the Job Data record.

For example, to charge 3,000 of a worker’s regular earnings to the worker’s regular department (on the job record), 544 to department 105, and 1,000 to department 10503, you set up three distribution lines:
- On the first line, leave Department blank (so that the system uses the worker’s regular department from the job record) and enter 3000 in the Amount field.
- On the second line, enter 105 in the Department field and 544 in the Amount field.
- On the third line, enter 10503 in the Department field and 1000 in the Amount field.
The amounts that are in the distribution lines total 4,544, so the system checks that amount in the Compensation Rate field on the worker’s job record equals this total.
By Hours: Available only for hourly or exception hourly workers. Select to instruct the system to total the hours that are in the distribution lines and update the total in the Standard Hours field on the Job Data - Job Information page. The Standard Hours field that appears at the top of this page also changes.

Enables you to apportion the worker’s total earnings for a week on an hourly basis. The system totals the hours in all distribution lines and inserts the total in the Standard Hours field on the worker’s job record.

For example, if a worker works a 40-hour week, and you want to charge 30 hours of regular pay to the worker’s regular department (on the job record) and 10 hours to department 103, you set up two distribution lines:
- On the first line, leave Department blank (so that the system uses the worker’s regular department (from the job record) and enter 30 in the Standard Hours field.
- On the second line, enter 103 in the Department field and 10 in the Standard Hours field. The hours that are in the distribution lines total 40, so the system inserts 40 in the Standard Hours field on the worker’s job record.
By Percent: Available to all workers. The sum of the percentages that are in the distribution lines must equal 100.

Enables you to apportion the worker’s total earnings for a period on a percentage basis.

For example, to charge 80 percent of regular earnings to the worker’s regular department (on the worker’s job record) and 20 percent to department 100, set up two distribution lines:
- On the first line, leave Department blank (so that the system uses the worker’s department from the job record) and enter 80 in the Percent field.
- On the second line, enter 100 in the Department field and 20 in the Percent field.

Paying Workers on Disability

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.

Specifying Benefit Program Enrollment

Access the Benefit Program Participation page.

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 clears 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 Field 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

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.
Currency Code	Displays the code of the currency that is specified for the benefit program in the Benefit Program table.

See Also

Setting Up Base Benefits Core Tables

Creating a Person Checklist

Access the Person Checklist page.

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:

Completed
Notified
Received

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).

Defining Applicant Referral Information

Access the Person Applicant Information page.

Source ID

Select a referral source for this person.

Referral sources are defined using the Source Setup page.

See Setting Up Recruitment Sources.

SubSource ID

Select a subsource for this person.

Subsources are defined on the Marketing page.

See Setting Up Recruitment Sources.

Employee Referral ID

This field is available if the Source ID field equals Employee.

Select the employee who referred this person.

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.

Creating an Employee Checklist

Access the Employee Checklist page.

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:

Completed
Notified
Received

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).

Adding Additional Assignments

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.

Understanding the Process of Adding Additional Jobs

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 Assign 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 New 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 Assign Additional Job component.

Do not use the Assign 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.

Entering Temporary Assignments

Working with Multiple Benefit Record Numbers

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 clears 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.

Prerequisites

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.

Pages Used to Add Concurrent Jobs

Page Name	Object Name	Navigation	Usage
Add New Assignment	PER_ORG_INST_ASGN	Workforce Administration, Job Information, Add Additional Assignment	Review a worker's assignments and access the Concurrent Job Data component to create new assignments.
Work Location	JOB_DATA1	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Enter position and location information for a person's concurrent job, including the regulatory region, company, department, and location.
Job Information	JOB_DATA_JOBCODE	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Enter information about a person's concurrent job, including status, employee class, shift, or standard hours.
Job Labor	JOB_LABOR	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Enter National Labor agreement data if the employee or contingent worker belongs to a National Labor agreement.
Payroll	JOB_DATA2	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Enter payroll processing data. The payroll system and pay group information that you enter here affects component compensation processing on the Compensation page.
Salary Plan	JOB_DATA_SALPLAN	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Enter information about a person's salary plan.
Compensation	JOB_DATA3	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Enter compensation information.
Employment Information	EMPLOYMENT_DTA1	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Enter optional data, such as an employee’s business title.
Job Earnings Distribution	JOB_DATA_ERNDIST	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	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.
Benefit Program Participation	JOB_DATA_BENPRG	Workforce Administration, Job Information, Add Additional Assignment Click the Create Assignment button.	Specify the benefit program in which a person is enrolled for benefits in PeopleSoft Enterprise Human Resources or PeopleSoft Enterprise Benefits Administration.

Entering Additional Assignments

Access the Add New Assignment page.

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_Rec (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.

Adding Job Applicants

To add applicants, use the Manage Hires (HR_MANAGE_HIRES) component.

The Add Employment Instance and Add Contingent Worker components are the most common components that you use to increase your workforce, but they are not the only components. You can also use the Manage Hires component, which is designed especially 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. When you add the applicant, much of the applicant's information is transferred to the Personal Data page.

Selecting an applicant name on the Manage Hires page opens the Manage Hire Details page.

Note. The Manage Hires component is also used with the Template-Based Hires process.

Pages Used to Add Job Applicants

Page Name

Object Name

Navigation

Usage

Manage Hires

HR_MANAGE_HIRES

Workforce Administration, Personal Information, Manage Hires, Manage Hires

For PeopleSoft Recruiting Solutions, it displays a list of applicants that have gone through the recruiting process.

When processing people using the template-based hires, it displays a list of persons who have gone through the template hire process.

Manage Hires Detail

HR_MNGHIRE_DET

Workforce Administration, Personal Information, Manage Hires, Manage Hires Detail

Click the Names link on the Manage Hires page.

View detailed data for job applicants or template-based hires.

Managing Hires

Access the Manage Hires page.

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 visable if the Select Transaction Where: field selected is Source, Status, or Type of Hire.

When the Select Transaction Where: is Source the valid values for Equals are Template–Based Hire and Recruiting Solutions.

When the Select Transaction Where: is Status the valid values for Equals are Action Required, All, Draft, Error, and Requested.

When the 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:

This field is visable if the Select Transaction Where: field selected is Start Date.

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.

Name

Select a person's name to review job details and pull this person's personal data information from PeopleSoft Enterprise Recruiting Solutions or the template–based hire process.

When you select the name, the Manage Hires Detail page appeares, on which you can view the person's personal data information.

Reviewing Hire Details

Access the Manage Hire Details page.

View details and add the person to the database.

Add Person / Job

Click the button to access the Data Contol page and add the person to the database.

Reviewing Organizational Relationships

This section discusses how to view a person's organizational relationships.

Page Used to View a Person's Organizational Relationships

Page Name	Object Name	Navigation	Usage
Person Org Summary	PERSON_SUMMARY	Workforce Administration, Personal Information, Person Organizational Summary, Person Org Summary	Review a summary of a person's organizational relationships.

Viewing a Person's Organizational Relationships

Access the Person Org Summary page.

Increasing the Workforce Through Templates and Job Applicants

This section provides an overview of template based hires and discusses how to:

Add a template-based hire.
View the status of a template based hire.
Manage hires.
Review hire detail.

Understanding Template-Based Hires

Template-based hires allows you to expedite the hiring process. It offers a way to streamline the repetitive data entry process 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 limits determine which templates that the end-user can access. The human resources administrator (HR administrator) will determine at the template level whether the end-user's data will automatically update the HR system, or requires an HR administrator to review it first. Also, the HR administrator will be sent and errors that occur when the end-user saves a persons data to the database for completion. This table summarizes the pages used by each type of user:

Template Administrator	End-User	HR Administrator
Template Record/Field	Template Based Hire: Enter Hire Details Enter Employee Information Person Match Found Select an Action Confirmation	Manage Hires: Manage Hire Details Error Transaction
Template Section		Manage Hires Detail
Template Creation: Configuration Sections Person Rules Error Transaction		Error Transaction
Copy Template	Template Hire Status
Template Category Table

Note. This chapter focuses on the records the end-user and HR administrator use in the template-based hire process. Template set up by the template administrator is discussed in another chapter.

See Setting Up Template-Based Hire Templates.

To start the template based hire process, select a pre-configured template. This template will display a simple data entry page. The fields on this page will be defaulted or hidden, based on how the template was set up by the template administrator. Once 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). Once 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-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 have row-level security access to.

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 the processing a line item will be added to the Manage Hires component and a human resource administrator is able to review the data, make corrections, resubmit for processing, or cancel the hire. The human resource administrator will be taken into the Personal Data and/or 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:

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:

Template-Based Hire Process Flow

Template-Based Hire

The Draft Hires to Process grid on the 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 in which the end-user has previously entered using their Operator ID. On this page you can delete a person which will delete the persons information.

Enter Hire Details

On the Enter Hire Details page enter basic information for the template. On this page you will enter the:

Template name (view only).
Organizational Relationship (view only).
Country (view only).
Category Code (view only).
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.
Category of template.

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, this page will not display an EmplID but 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 users Operator ID. The confirmation page will display one of the following four messages:

Save Confirmation. This message is displayed if the user has access to save the person being hired to the database and a Person ID is generated.
Save for Later Confirmation. This message is displayed if the person entered is saved in draft status and a Person ID is not generated.
Submit Confirmation. This message is displayed 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. This message is displayed the user has encountered some errors. The person hire information is then sent to human resources to complete the hire process.

Once the data has been confirmed it is stored in staging tables. The tables HR_TBH_HDR and HR_TBH_DATA are used as staging tables to save the entered information until the hire process completes. 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” and the row will not appear on the Hire List page.

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 Hires Detail 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. It will display the status of each person. 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 who is currently being processed by the HR department, view who has been cancelled by the HR department, and who has successfully been hired and see their Person ID. They have the option to remove people from the Cancelled Hires and Processed Hires grids.

Prerequisite

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 and 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 organizations needs for hiring. These sections are located in the Template Section component (Set Up HRMS, Product Related, Workforce Administration, Template-Based Hires, Template Section).

The following table lists the delivered Personal Data sections used for template creation:

Section Number	Section Name	Countries with Country Specific Sections
10	Name	BEL, BRA, CHE, CHN, DEU, ENG, ESP, FRA, HKG, ITA, JPN, MEX, and NLD
30	Birth Information
40	Data Protection
50	Gender
60	Education
70	Marital Status
80	Language
85	Student Status
90	Alternate ID
100	National ID	AUS, BEL, BRA, CAN, CHE, DEU, ESP, FRA, GBR, HKG, IND, IRL, ITA, JPN, MEX, MYS, NLD, SGP, and USA
120 – 121	Address	AUS, BEL, BRA, CAN, CHE, DEU, ESP, FRA, GBR, HKG, IND, ITA, JPN, MEX, MYS, NLD, NZL, SGP, and USA
130 – 133	Personal Phone
135	E-mail Address
320	Diversity	CAN, GBR, IND, and USA
200	Smoking	CAN, JPN, and USA
210	Registro Geral	BRA
211	CTPS – Carteira de Trabalho e Previdencia Social	BRA
212	Voter Registration	BRA
213	Military Registration	BRA
214	PIS/PASEP	BRA
220	Diversity	CAN
221	Health Care	CAN
230	Guardianship	CHE
231	Place of Origin	CHE
240	HR Responsibility	DEU
241	Military Status	DEU
242	Nationality	DEU
250	Spain	ESP
260	France	FRA
270	Diversity	GBR
280	Diversity	IND
290	Military Status	ITA
300	Honseki Prefecture	JPN
310	Mexico	MEX
320	Diversity	USA
330	United States	USA

The following table lists the delivered Job Data sections used for template creation:

Section Number	Section Name	Countries with Country Specific Sections
400	Work Location – Job Indicator
410	Work Location – Position Data
420	Work Location – Expected Job End Date
430	Work Location – Job Fields
431	Work Location – Spain	ESP
432	Work Location – Japan	JPN
435	Work Location – Military
440	Job Information – Job Code
450	Job Information – Reporting Information
460	Job Information – Status
470	Job Information – Employee Classification
480	Job Information – Shifts
490	Job Information – Standard Hours
500	Job Information – Contract
505	Job Information – Military
510	Job Information	AUS, BEL, BRA, DEU, ESP, FRA, GBR, ITA, MEX, MYS, NLD, and USA
511	Job Information – Australian Higher Education	AUS
520	Job Labor – Bargaining Unit and Labor Agreement
530	Job Labor – Employee Categories
540	Job Labor – Union Code
550	Job Labor – Exemptions
560	Job Labor	DEU, ESP, FRA, ITA, and IND
570	Payroll – Payroll System
580	Payroll – Absence System
590	Payroll – Payroll Information
610	Payroll – Balance Group Number	AUS, HKG, MYS, NZL, and SGP
620	Salary Plan
625	Salary Plan – Military
630	Compensation – Payroll Currency and Frequency
640	Compensation – Auto Calc Premium
650	Compensation – Pay Components
660	Employment Information – Original Start Date
670	Employment Information – Organizational Assignment Data
675	Employment Information – Military
680	Employment Information – Additional Data
690	Employment Information	BEL, BRA, CAN, JPN, NLD, and USA
690	Festive Advance	MYS and SGP
691	Employment Information — E & G	CAN and USA
700	Benefit Program – Benefit Record Number
710	Benefit Program – Benefit Status
720	Benefit Program – Ben Admin Eligibility
730	Benefit Program – Participation
740	Time Reporter Status
750	Time Reporter Type
760	Time Reporter IDs
770	Time Reporter Type – Rule Elements

The following table lists the delivered Federal sections used for template creation:

Section Number	Section Name	Industry Specific Sections
10	Data Control Dates & Action	FED
20	Data Control Codes	FED
30	Data Control PAR Request	FED
40	Data Control PAR Remarks	FED
41	Data Control PAR Remarks	FED
42	Data Control PAR Remarks	FED
43	Data Control PAR Remarks	FED
44	Data Control PAR Remarks	FED
50	Tracking Data	FED
60	Name	FED
70	Gender and Other Personal Data	FED
80	Citizenship Status	FED
90	National ID	FED
100	Additional Birth Information	FED
110	Home Address	FED
111	Mailing Address	FED
121	Personal Phone Number 01	FED
122	Personal Phone Number 02	FED
123	Personal Phone Number 03	FED
124	Personal Phone Number 04	FED
130	Veterans Information	FED
140	Marital Information	FED
150	Education Details	FED
160	Position Number	FED
170	Job Data	FED
180	Position Data	FED
190	Compensation	FED
200	Compensation - Quoted Pay	FED
210	Other Pay Information	FED
220	Accounting Information	FED
230	Dates	FED
240	Expiration Dates	FED
250	Appointment Data	FED
260	Service Computation Dates	FED
270	Service Conversion Dates	FED
280	Within-Grade Increase Data	FED
290	Union Data	FED
300	Permanent Data RIF	FED
310	Probation Dates	FED
320	Retained Grade Expires	FED
330	Non-Pay Data	FED
340	Security Information	FED
350	Benefits System	FED
360	Benefits Control	FED
370	Benefits Administration Eligibility	FED
380	FEHB Eligibility	FED
390	FEHB Date	FED
400	NFC Benefits Coverage	FED
410	FEGLI Data	FED
420	Retirement Data	FED
430	FICA Status	FED
440	NFC Military Service Deposit	FED
450	Time and Labor - Reporter Status	FED
460	Time and Labor - Reporter Type	FED
470	Time and Labor - Reporter Ids	FED
480	Time and Labor - Rule Elements	FED

The labels of the fields on the template sections will mostly be the actual field labels. But the template administrator can create a text catalog entry for those fields in which they want to change the label.

Once the templates are created, the template administrator will assign a category to each template. The category is used to 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 Template-Based Hire Templates.

Pages Used to Increasing the Workforce Through Templates

Page Name	Object Name	Navigation	Usage
Template-Based Hire	HR_TBH_EULIST	Workforce Administration, Template-Based Hire, Template-Based Hire	Assign a template to a person whom you are hiring.
Enter Hire Details	HR_TBH_ADD	Workforce Administration, Template-Based Hire, Template-Based Hire Click a Name.	Enter basic information such as the persons's Job Effective date to start the template hire process for a person.
Enter Employee Information	HR_TBH_DATA	Workforce Administration, Template-Based Hire, Template-Based Hire Click a Name, then click Next.	Enter details for the person being hired. Only the fields that have been defined on the template you associated with this employee will display for data entry.
Person Match Found	HR_TBH_SRMATCH	Workforce Administration, Template-Based Hire, Template-Based Hire Click a Name, then click Next, and then click Save and Submit.	When saving and submitting the person to the database, if a match is found on the persons name or national ID this page displays and allows you to select an existing person in the database or continue with hire.
Select an Action	HR_TBH_ACTION	Workforce Administration, Template-Based Hire, Template-Based Hire Click a Name, then click Next, and then click Save and Submit.	Select an action if a matching person is found in the database.
Confirmation	HR_TBH_CONFIRM	Workforce Administration, Template-Based Hire, Template-Based Hire Click a Name, then click Next, and then click Save and Submit.	Displays the type of confirmation after saving a template-based hire.
Error Transaction	HR_TBH_ERROR	Workforce Administration, Template-Based Hire, Template-Based Hire Click a Name, then click Next, and then click Save and Submit.	Visible to HR administrators and template administrators when an error occurs during the save or during testing of the template.
Template Hire Status	HR_TBH_STATUS	Workforce Administration, Template-Based Hire, Template-Based Hire Status Workforce Administration, Template-Based Hire, Template-Based Hire Click Template-Based Hire Status.	View the people hired through templates with a pending, cancelled, or processed status.
Manage Hires	HR_MANAGE_HIRES	Workforce Administration, Personal Information, Organizational Relationships, Manage Hires	Displays a list of applicants that have gone through either the recruiting process or persons who are going through the template–based hire process.
Manage Hires Detail	HR_MNGHIRE_DET	Workforce Administration, Personal Information, Organizational Relationships, Manage Hires Click an Applicants Name.	Displays job details and pulls the person's personal data information from PeopleSoft Enterprise Recruiting Solutions or template–based hires.

Adding a Template-Based Hire

Access the Template-Based Hire page.

To add a person using the template-based hire process, select a template and click Go. The templates available for selection are those set up by the template administrator.

Entering Hire Details

Access the Enter Hire Details page.

Enter basic hire details to start the hire process. The fields to enter vary depending on template set up. Once the values on this page are entered click next to access the Enter Employee Information page.

Entering Employee Information

Access the Enter Employee Information page.

Enter employee information for the fields that are defined for the template chosen. This data will be used to hire the person. Once all data is entered you are able to:

Save and Submit – Select to save and submit the information for the person to the database. The person will be hired in the database and all information entered is updated in the appropriate tables.
Save for Later – Select to place the hire in draft status. Depending on the security access granted the end-user, they can access the person later to complete the hire or the hire will be completed by the HR representative.
Submit to HR – Select to submit the persons' information to HR for review, completion, or submission by the HR administrator.

Note. The save options will vary depending on the template setup and the end-users 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.

See Understanding Job Data.

Completing the Hire when a Person Match is Found

Access the Person Match Found page.

This page is displayed only if a match is found on the person being hired. If a match is found, the end-user can select one of the existing Employee ID's or continue with the hire. The end-user can review the persons Personal Organizational Summary for all existing persons in the database. This can aide them on deciding if the person is a new hire or should be a concurrent job to an existing person or a rehire of someone already in the database.

See Reviewing Organizational Relationships.

Viewing the Status of a Template Based Hire

Access the Template Hire Status page.

View the status of the persons the 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.

Managing Hires

Access the Manage Hires page.

The Manage Hires page is used by the HR administrator, not the end-user. The HR administrator uses this page to view hires that may be in draft status which the end-user started, view hires that require HR review prior to committing to the database, or review hires that encountered errors upon saving in order to review and complete the hire process.

When the template administrator sets up the templates they can select to turn Auto Update on or off. If Auto Update is on, the end-user is able to save the hire to the database, or save the hire in draft status. If Auto Update is off, 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.

(BRA) Running Brazil Employment Reports

This section provides overviews of the CAGED report and employee registration and discusses how to:

Generate CAGED reports.
Generate employee registry reports.

Understanding the CAGED Report

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.

Understanding Employee Registration

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.

Pages Used to Run Brazil Employment Reports

Page Name	Object Name	Navigation	Usage
CAGED File/Report	CAGED_RC_BRA	Workforce Monitoring, Meet Regulatory Rqmts BRA, CAGED File/Report BRA	Generate CAGED reports.
Employee Registry Report	EMPL_REG_RC_BRA	Workforce Monitoring, Meet Regulatory Rqmts BRA, Employee Registry Report BRA	Generate employee registry reports.

Generating CAGED Reports

Access the CAGED File/Report page.

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 Elem. (additional compensation elements)

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.

Generating Employee Registry Reports

Access the Employee Registry Report page.

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 Establishment option, the Establishment ID, and Department fields appear.

If you select the Employee option, the EmplID field appears.

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.

Establishment ID, Department, and EmplID

Use these fields to restrict the number of employees for whom you generate an employee registry report.

Action

Enter an action reason to generate employee registry reports only for employees with the specified action reason.

Comments Option

Select whether the report should not include comments or if it should print comments, print box, or print comments and box.

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.

(CAN) Running the Canadian Hire List Report

This section lists the page used to run the Canadian Hire List report.

Page Used to Run the Canadian Hire List Report

Page Name	Object Name	Navigation	Usage
Hire List	RUNCTL_FROMTHRU	Workforce Administration, Job Information, Reports, Hire Report CAN, Hire List	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.

(NLD) Running the First Day Notification

This section discusses how to:

Set up the First Day Notification.
Generate First Day Notifications.
View the First Day Notification results.

Understanding First Day Notifications

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.

Pages Used to Set Up and Generate First Day Notifications

Page Name	Object Name	Navigation	Usage
First Day Report Setup	EDM_TXR_NLD	Set Up HRMS, Product Related, Workforce Administration, Setup First Day Report NLD, First Day Report Setup	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.
First Day Notification	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.
Notification Results	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.

Setting Up the First Day Notification

Access the First Day Report Setup page.

Federal Employer Tax ID

Displays the company's employer tax ID that is specified on the Company — Default Settings page.

See Setting Default Information for Companies.

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 Empl Class Table page and assigned to employees on the Job Data - Job Information page.

Generating First Day Notifications

Access the First Day Notification page.

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, End Date	Enter the dates for the reporting period. The system searches for hires and rehires that occurred within this period.
Company, EmplID (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, Rehire Dt (rehire date)	Displays the employee's hire or rehire date.
Action, 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.

Viewing the First Day Notification Results

Access the Notification Results page.

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 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.

Military Service	This field 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. Select the military service in which the person is serving.
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.
Job Status	For contingent worker or POI instances. Displays the job status of the current job record.
Payroll Status	For 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.
	Click the Calculate Status and Dates 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.
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.
Sequence	Use this number to track multiple administrative actions that occur on the same day. The default value is 0, the correct number for new instances.
Maintain/View Notes	Click icon to access the Job Data Notepad page.
Job Indicator	Indicate whether this is the person’s primary or secondary job for this organizational relationship. Select N/A (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.
Action/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.
Last Start Date	Enter the most recent start date for this organizational instance.
Expected Job End Date	Enter the end date for this job, if known. If you don’t know the end date initially, you can enter it later. If this job is a temporary assignment and you do not enter a date here, 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. If you rehire the person, the system clears these fields. When a person returns from leave, the system clears only the Last Date Worked field. If the date is not accurate, select Override Last Date Worked to enter the date.
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.
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. If a person is assigned to a position, the system enters the establishment ID that is associated with the position and makes the field unavailable. If you associate a non-French position with a French person, the field remains available for entry.
Date Created	Displays the date on which you enter this record.

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.
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 clear this check box.
Employee Subcategory	If the employee category that you select for this person contains subcategories, this field appears. Select the subcategory that applies to the worker. 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.
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.
Employee Subcategory 2	If the subcategory that you select for this person contains secondary subcategories, this field appears. Select the secondary subcategory that applies to this worker. 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.
Labor Facility Entry Date	Enter the date the worker began in the labor facility.
Exempt From Layoff and Layoff Exemption Reason	Select if the worker is exempt from layoff and select a reason for the layoff exemption.

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 clears 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.

Source ID	Select a referral source for this person. Referral sources are defined using the Source Setup page. See Setting Up Recruitment Sources.
SubSource ID	Select a subsource for this person. Subsources are defined on the Marketing page. See Setting Up Recruitment Sources.
Employee Referral ID	This field is available if the Source ID field equals Employee. Select the employee who referred this person.
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.

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_Rec (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.

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 visable if the Select Transaction Where: field selected is Source, Status, or Type of Hire. When the Select Transaction Where: is Source the valid values for Equals are Template–Based Hire and Recruiting Solutions. When the Select Transaction Where: is Status the valid values for Equals are Action Required, All, Draft, Error, and Requested. When the 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:	This field is visable if the Select Transaction Where: field selected is Start Date. 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.
Name	Select a person's name to review job details and pull this person's personal data information from PeopleSoft Enterprise Recruiting Solutions or the template–based hire process. When you select the name, the Manage Hires Detail page appeares, on which you can view the person's personal data information.

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 Elem. (additional compensation elements)	If you use PeopleSoft Enterprise Global Payroll, enter earning components other than salary to report to CAGED.

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 Establishment option, the Establishment ID, and Department fields appear. If you select the Employee option, the EmplID field appears.
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.
Establishment ID, Department, and EmplID	Use these fields to restrict the number of employees for whom you generate an employee registry report.
Action	Enter an action reason to generate employee registry reports only for employees with the specified action reason.
Comments Option	Select whether the report should not include comments or if it should print comments, print box, or print comments and box.
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.

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.