Entering Additional Data in Human Resources Records

This chapter provides an overview of additional worker data and discusses how to:

• Locate personnel records.

• Track workforce contracts.

• Enter temporary assignments.

• Track disabilities.

• Handle company credit cards.

• Handle company property.

• Track dependent and beneficiary data.

• Track emergency contacts.

• Manage citizenship and visa or permit information.

• Manage driver's license information.

• Enter bank account information.

• Track volunteer activity.

• Set up and track military availability and approvals.

• Enter and track additional workforce data.

• Set up and track security clearance and badge access.

Understanding Additional Worker Data

After you’ve entered a worker's basic personal information and created one or more organizational instances for them, use other pages in the Workforce Administration menu to add and track a broad range of other information for that person.

While many of the pages covered in this chapter are optional, you may find them useful for tracking and reporting, and for maintaining compliance with government regulations. You can also provide other people, such as your employees or industrial relations representatives, with information that helps them perform their jobs more effectively.

Locating Personnel Records

When you open an additional information page, the system displays the dialog box for you to select the person. If you don’t know the person’s employee ID, there are alternate ways to locate the person's record:

• Use the search dialog box to search for the correct record by name or partial last name or middle name.

  Advanced search options may also be available.

• Use the Search for People page to search for a person ID by name, address, city, date of birth, gender, or national ID.

• Use the Search by National ID page to find a person’s person ID by using a national ID.

  After you have the person's employee ID, enter it in the dialog box for the page you are accessing.

This section discusses how to:

• Search with the search dialogue.

• Search for person information.

• Search by national ID.

Pages Used to Locate Personnel Records

Searching with the Search Dialogue

Use the following search dialog box to find a person's information. You encounter this sort of dialog box when you enter most pages in the Workforce Administration menu. You can also enhance the component's underlying search record to expose other fields as alternate search criteria or as list box items. These fields may include relevant additional fields such as: middle name, alternate character name, department, setID, organizational relationship, POI type, military rank, and so on.

You must have already created job records in PeopleSoft Enterprise Human Resources for the person for whom you are searching. In other words, you must have already added the person to the system and created an organizational instance for the person.

See Also

Working with System Data Regulation in HRMS

Working with Double-Byte Characters

Searching for Person Information

Access the Search for People page.

This page enables users of an application to search for and select a person to process. Using this system, an application can easily render a UI that prompts the user for partial names and displays a list of candidates from which the user can select. Additional features include optional drill-down to additional non-sensitive data.

See Configuring Person Search.

Searching by National ID

Access the Search by National ID page.

National ID	Enter the national ID of the person whose records you want to view.
Search In	Select Employees / Contingents / POI or Dependents and Beneficiaries to narrow your search. Note. Employees / Contingents / POI includes all people who were added to the system on the Personal Information component, including contingent workers and people of interest.
Search	Click to have the system display a list of the records that match the ID that you entered.

Tracking Workforce Contracts

This section discusses how to:

• Add basic contract information.

• Add special contract clause information.

• View task order information.

• Add signature date, responsible party, and probation information.

• Generate the Contract Information report.

Note. Contracts are driven by regulatory region (and that region's setID) on the job data record associated with the contract. On the Update Contracts component, you must select the regulatory region that is on the person's job data record and the system only makes available contract clauses and types that share the setID of this regulatory region.

See Also

(E&G) Administering Contract Pay

Setting Up Workforce Contracts

Pages Used to Track Workforce Contracts

Adding Basic Contract Information

Access the Contract Status/Content page.

Contract Status	Indicate whether the contract is Active or Inactive.
Contract Begin Date	Enter the date when the contract begins. The current date is the default.
Contract Expected End Date	Enter the date when you expect the contract will end.
Contract End Date	Enter the date when the contract actually ended. This date may differ from the date that you expect the contract to end.
Regulatory Region	Enter a regulatory region. The regulatory region must share the setID of the contract type and be the regulatory region on the person's job data record for this contract.
Additional Contract	Select if the worker already has at least one contract. Leave this field blank if this is the worker's only contract.
More than one year expected	Select if you expect that this contract will result in more than one year of employment for this worker. Note. This field is required for contracts with Japanese workers.
Contract Template ID and Initialize Contract	If you have defined a template for the contract, select an ID from the list of valid templates stored on the Contract Template Table page, and click Initialize Contract. The system displays a description of the contract and its default contents. Note. If there are any task orders associated to the contract template, only those task orders with an effective date on or after the individual's Contract Begin Date will default to the individual contract level.
Comment	Enter a comment for this contract.
Provider ID	If this contract is with a contingent worker, specify the person’s provider, agency, or employer.
Contract Content	If you entered a contract template code and clicked the Initialize Contract button, the system automatically completes this field with the content that was entered on the Contract Template Table page. Otherwise, enter the contract language.
Waive Working Time Compliance	Select if the contract allows working time compliance to be waived by the worker.

(BEL) Belgium

(ESP) Spain

See Also

(ESP) Setting Up Spanish Workforce Tables

Defining Maximum and Minimum Social Security Ceilings

Adding Special Contract Clause Information

Access the Contract Type/Clauses page.

Contract Type	Select the contract type.
Extend Contract	Indicate if the individual's original contract has been extended beyond it's original date or purpose.

Contract Clauses

(BEL) Belgium

(FRA) France

(ITA) Italy

The following fields appear in the Target Categorization group box only if the contract type is Training and Labor.

See Also

Setting Up Belgian Employment Contract Statutes for Claeys Calculations

Viewing Task Order Information

Access the Contract Data - Task Order Information page.

If you are using Contract Templates, this page enables you to manage the task orders, such as subcontracts, with which an individual is associated with under the primary contract template. Once you enter the contract template ID and initialize the contract, the system will enter any task orders that have a begin date on or after the contract begin date. You can then manage the specific task orders and enter comments associated with this person.

Adding Signature Date, Responsible Party, and Probation Information

Access the Contract Data - Signature Date/Probation Info page.

The display-only data at the top of this page is derived from the Job Data component.

Generating the Contract Information Report

Access the Contract Information run control page.

Person ID	Enter the person ID of the worker for whom you want to list contracts. If you leave this field blank, the report prints the contract history (within the date range that you specify) for all workers.
From Date and End Date	Enter the date range for which you want contract information.

Entering Temporary Assignments

This section provides an overview of temporary assignments and substantive jobs and discusses how to:

• Enter a temporary assignment.

• Run the temporary assignment termination and substantive job reactivation process.

• Add a partial temporary assignment.

Understanding Temporary Assignments and Substantive Jobs

This section discusses:

• Substantive jobs.

• Temporary assignments.

• Data row impacts.

• Additional considerations for temporary assignments and data processing.

Substantive Jobs

The substantive job assignment is the worker's original job, created when the first employment or contingent worker instance was added.

Temporary Assignments

When a worker covers the responsibilities of another job besides the substantive job, the worker works a temporary assignment. Temporary assignment data must be tracked the same way that substantive job data is tracked.

For example, a person hired into a teaching appointment takes this as the substantive job. The person then receives a one month temporary assignment as a department head. The original teaching position is suspended for the duration of the temporary assignment.

It is also possible that the person takes a temporary assignment on a partial basis. The person might retain the substantive teaching position for twenty hours a week while also working the temporary assignment as department head for the other twenty hours. The person cannot work beyond the forty-hour workweek, but any combination of assignments might be entered to fill the forty hours.

Data Row Impacts

The Temporary Assignments feature requires that the system insert data rows at various stages throughout the process. For example, when selecting Temporary Assignment as the action or reason, the system inserts a second data row that puts the substantive job on hold. When a data row has been inserted by the system, the word system appears next to the employment record number (ERN) when viewed later. These data rows show an action or reason of SUB (hold substantive job), RFA (return from temporary assignment), or RTS (return to substantive job).

The substantive job retains its ERN while it is suspended and the temporary assignment is identified by a new ERN. This process enables the system to uniquely identify both job data records and maintain them simultaneously.

Additional Considerations for Temporary Assignments and Data Processing

Review these additional considerations when creating temporary assignments:

• When position data changes, the system updates position data for all workers in the affected position regardless of whether the assignment is temporary or substantive.

  This update does not alter the active or inactive status of the workers in the affected position.

  Similarly, when the substantive position changes, the system does not change the temporary assignments for the worker. The only exception is the unlikely possibility that a worker’s temporary and substantive assignments are in the same position.

• The worker's pay rate matches the active assignment.

  If a worker works multiple assignments beyond the substantive job, the system prorates the pay for each assignment. For example, if the employee teaches for twenty hours a week and acts as department head for twenty hours a week, payroll processes each job at 50% of the standard pay. To change the pay rate, you can override the position data manually on the Compensation page.

Note. Use the Job Data component pages for creating temporary assignments.

Pages Used to Process Temporary Assignments

See Also

Defining Personnel Actions and Reasons

Entering a Temporary Assignment

Access the Job Data - Work Location page.

To enter a temporary assignment:

1. Locate the substantive job that will be put on hold during the temporary assignment.

2. Insert a new data row with the following parameters:

   • Enter the effective date that the temporary assignment begins.

   • Enter Temporary Assignment in the Action/Reason field.

     When you use this value in the Action/Reason field, the system suspends the worker's substantive job, transferring the substantive job data, including payroll and benefits information, to the next job record for this worker. The Reactivation/Termination process reactivates the substantive job upon termination of the temporary assignment.

   • Enter the temporary assignment position number, if applicable.

3. (Optional) On the Job Data − Job Information page, enter the termination date for the temporary assignment in the Planned Exit field.

4. (Optional) Select the End Job Automatically check box to end the job on the termination date.

   This action also reactivates the substantive job when you run the Reactivation/Termination process.

5. Select the type of duties in the Duties Type field for this temporary assignment.

Note. You must enter the planned exit date and select the End Job Automatically option for the Reactivation/Termination process to run automatically for each assignment. If you do not complete these fields, the termination of the temporary assignment and reactivation of the substantive job must be handled manually.

Whereas the previous procedure outlines the required actions for entering temporary assignments, you can also make other adjustments, as necessary, on any of the pages in the component. For example, it might be necessary to adjust the pay rate on the Compensation page. You should make this adjustment while creating the temporary assignment. When you save this information, the system suspends the substantive position.

Running the Temporary Assignment Termination and Substantive Job Reactivation Process

Access the Reactivate/Termination Update page.

Complete the Company and Expected Job End Date up to fields and run the Reactivate/Termination Update process (HR_REACTVTER).

This process must be run periodically to terminate temporary assignments (with job end dates) and to reactivate substantive positions. This process inserts new data rows into the job data record. These data rows have reason codes of SUB (hold substantive job), RFA (return from temporary assignment) and RTS (return to substantive job), and the designation system next to the employee record number when viewed later.

Adding a Partial Temporary Assignment

You can add a temporary assignment that is fewer than 40 hours per week while maintaining the substantive job that fills the remaining hours. For example, an employee who is assigned to a temporary position that requires only 10 hours a week retains the substantive position for the other 30 hours. In this case, both jobs must remain active.

To allow both jobs to remain active, use the Assign Additional Job component to enter the temporary assignment. You must then adjust the standard hours of the substantive position so that the hours for both jobs—substantive and temporary—equal 40 hours. You can still enter an end date for the temporary assignment and have that job end automatically. However, you must manually readjust the standard hours for the substantive position after the temporary assignment ends.

To replace a substantive job with two or more temporary assignments, choose one of the temporary assignments to replace the substantive job following the same procedure for assigning one temporary job, adjusting the hours appropriately. Then assign the second temporary position as a concurrent job.

If a worker has multiple substantive positions and is assigned one temporary position, the temporary assignment can only be assigned to one of the substantive positions. The other substantive positions must be manually suspended and reactivated using Hold Substantive Job and Return to Substantive Job as the action or reason.

Note. When assigning any combination of temporary assignments, you can still select the End Job Automatically check box on the Job Information page for the temporary assignment. However, if you have adjusted the standard hours for the substantive position, you must manually set the standard hours to the original setting when the temporary assignment has ended.

See Also

Adding Additional Assignments

Tracking Disabilities

To set up tracking disabilities, use the Accommodation Type (ACCOM_TYPE_TABLE) component.

You can track any disabilities that your workers may have, as well as check your own facilities’ accessibility. Administer Workforce includes a number of reports that list disability information.

This section discusses how to:

• Enter disability information.

• Document disability accommodations.

• (ITA) Run the ITA Disability report.

Pages Used to Track Disabilities

See Also

Managing Accommodation Data

Entering Disability Information

Access the Disability page.

Track information regarding worker disabilities using the Disability component, which consists of the Disability page and the three Accommodation Data pages. Using these pages, record information regarding disabled workers, and the impact on accommodation requirements for your organization. The information can also be used for regulatory reporting and protecting your organization from claims of disability discrimination.

(CHE) Switzerland

(DEU) Germany

Use this group box to track worker disability information that your company needs to demonstrate compliance with the Handicapped Workers Act of 1961. For your company’s purposes, the act defines a handicapped person as someone who is registered as handicapped and who is disabled to the degree that it impacts earning capacity. When registered as handicapped, the individual is issued a disability card, and your company must track the disability card number, who issued the card, the issue date, and the expiration date.

(ESP) Spain

(FRA) France

Use this group box to track worker disability information that your company needs to demonstrate compliance with French regulations regarding disability hiring quotas, and to provide notifications to the disabled worker’s social security commission, or Commission Technique d’Orientation et de Reclassement Professionnel (COTOREP).

(FRA) Known as COTOREP

When you open the page, the fields in this group box are display-only. If you select COTOREP as the disability type, the fields become available.

(FRA) Work Accident/Prof. Disease

When you first open the page, the fields in this group box are display-only. If you select WrkAcc/Dis (work accident/disabled) as the disability type, the fields become available.

(GBR) UK

Use this group box to track disability data for United Kingdom (UK) workers and to demonstrate compliance with the fair hiring and employment provisions of the Disability Discrimination Act of 1995.

(ITA) Italy

(JPN) Japan

Use this group box to track a worker’s disability category and grades. This information is used for regulatory and tax reporting purposes.

(NLD) Netherlands

Use this group box to record disability information for your workforce, and then use this information to document compliance with regulations under the Disabled Employees Act of 1985 (Wet Arbeid Gehandicapte Werknemers).

(USA) USA

(NZL) New Zealand

(AUS) Australia

Documenting Disability Accommodations

Use the three accommodation data pages—Accomm Request, Accomm Option, and Accomm Job Task—to document that your company doesn’t have discriminatory practices against people with disabilities. When workers or applicants request that you make accommodations to enable them to perform job tasks, you can track all the steps that are involved in resolving those requests.

See Also

Managing Accommodation Data

(ITA) Running the ITA Disability Report

Access the Disability Report page.

Annual	Select this option if you want to run the annual report, which lists the number of disabled workers sorted by disability type and gender.
Name List	Select this option if you want to run the report that lists the names of disabled workers by location and gender.
Statistics	Select this option if you want to run the report that lists locations and the number of disabled and able-bodied workers. Part and full-time disabled workers are counted as one. Part-time, able-bodied workers are counted using their full time equivalent (FTE) value. If an able-bodied employee has an FTE value of 0.5, then that employee is counted as 0.5 on this report. Full-time, able-bodied workers are counted as 1.
SetID	Select the setID of the company for which you are reporting disability statistics.
Location Code	Select the location code of the location for which you are reporting disability statistics.

Handling Company Credit Cards

In PeopleSoft Enterprise Human Resources, you can identify company credit cards and then assign those cards to employees.

This section provides an overview of credit card encryption, lists prerequisites, and discusses how to:

• Enter credit card vendors.

• Assign cards to workers.

• Encrypt preexisting credit card numbers.

Understanding Credit Card Encryption

PeopleSoft Enterprise Human Resources uses PeopleTools Pluggable Cryptography framework and encryption/decryption profiles (called encryption schemes) to encrypt and decrypt all credit card numbers stored in the database.

PeopleTools Pluggable Cryptography is an advanced security framework that provides a security model for applications to encrypt credit card data. Pluggable Cryptography provides a way for you to secure critical PeopleSoft data and communicate securely with other businesses. It enables you to extend and improve cryptographic support for your data in PeopleTools, giving you strong cryptography with the flexibility to change and grow, by incrementally acquiring stronger and more diverse algorithms for encrypting data. In PeopleTools, pluggable cryptography capability is provided by PeopleSoft pluggable encryption technology (PET).

By using the PeopleTools Pluggable Cryptography for strong encryption/decryption, the Human Resources system encrypts data using 3DES algorithms and 168-bit encryption keys. The system displays an X in place of each credit card number other than the last four digits. This includes credit card numbers that are display-only as well as those that are editable. The system encrypts all credit card numbers as soon as they are entered into the system on the Maintain Employee Credit Card Data page.

Use of the stronger Credit Card Encryption solution supports compliance with the cardholder data protection requirements of the Payment Card Industry (PCI) Data Security Standard and with Visa’s Cardholder Information Security Program (CISP).

PeopleSoft Enterprise Human Resources delivers the system data necessary for credit card encryption. Encryption of credit card numbers within the Human Resources system requires no additional setup.

Note. When the system publishes any messages that contain a credit card number (such as the CORPORATE_CARD_DATA_SYNC message) the systems uses clear text rather than encrypted data for the credit card number because the message is being sent via a secured queue. The secured queue likewise meets the requirement of the PCI Data Security Standard. The message CORPORATE_CARD_DATA_FULLSYNC also comes delivered but is not implemented in the system. To use this message you must write code to decrypt the credit card number before publishing the message.

See Also

Enterprise PeopleTools PeopleBook: Security Administration, “Securing Data with Pluggable Cryptography”

Prerequisite

You must have defined credit card types on the Translate table before entering credit card vendors.

Pages Used to Handle Company Credit Cards

Entering Credit Card Vendors

Access the Credit Card Vendor page.

Vendor ID	Enter the vendor ID.
Corporate Number	Enter your company’s corporate number. This isn’t a credit card number.
Bill Includes Tax if Applied	Select if the bill includes tax.
Grace Period and Days After Billing Date	Enter the number of days allowable after the billing date to avoid additional charges.

Assigning Cards to Workers

Access the Maintain Employee Credit Card Data page.

Credit Card Vendor	Select the card’s vendor.
Card Type	Select the card type.
Credit Card Number	Enter the card number. The system masks the credit card number except for the last four digits. The masking of the credit card number is visible only after saving the data and then accessing the page again for that employee. To update an existing credit card number you must delete the existing number and enter the new number in its entirety, even if you are only modifying the last four digits. See Understanding Credit Card Encryption.
Function	Select the main function for this card (for example, debit card, phone card, or corporate card).
Issued Date (date issued)	Enter the date that the card was issued.
Expiration Date	Enter the date that the card expires.
Limit Amount	Enter the credit card limit amount.
Curreny	Enter the currency of the credit card.
Limit Per Trans (limit per transaction)	Enter the limit amount per transaction.
Bill To	Select whom to bill for this credit card.

Encrypting Preexisting Credit Card Numbers

Access the Process Credit Card Data Encryption page.

Note. Run this process one time to encrypt preexisting credit card numbers only if you have unsecured data in the Credit Card Number field on the Maintain Employee Credit Card Data page .

Handling Company Property

To set up the handling of company property, use the Company Property (COMPANY_PROP_TBL) component.

This section discusses how to:

• Identify company property.

• Assign values to company property.

• Assign company property to workers.

Pages Used to Handle Company Property

Identifying Company Property

Access the Company Property - Company Property page.

Property Code	Displays the property code for this item.
Property Type	Select a type of property, such as Vehicle or Computer Equipment.
Make/Manufacturer	Enter the make and manufacturer for this item.
Model	Enter the model.

Car Identification

If you select Vehicle as the property type, this group box appears in place of the Make/Manufacturer and Model fields.

See Also

Getting Started with Administer Company Cars

Entering Non-Employee Data

Assigning Values to Company Property

Access the Property Value page.

Dept ID (Issued To)	Enter the identification number of the department to which the property was issued.
Serial Number	Enter the serial number.
Property Value	Enter the value of the property and the currency that you are using.
Asset Number	Enter the asset number.

(MAL) Malaysia

Assigning Company Property to Workers

Access the Job Information - Company Property page.

Property Code	Enter the property code for the item that you’ve assigned to the worker.
Issue Date	Enter the date that you issued the property to the worker.
Date Returned	After the worker returns the property, enter the date that it was returned.
Serial Number	The system displays the serial number of the item that you’ve assigned to the worker.

See Also

Entering Non-Employee Data

Tracking Dependent and Beneficiary Data

This section provides an overview of dependent and beneficiary data and discusses how to:

• Enter dependent and beneficiary name information.

• Enter dependent address information.

• Enter dependent and beneficiary information.

• Enter information about court-ordered benefits for dependents.

• (NLD) View an employee's dependents and beneficiaries.

• Enter dependent citizenship and passport information.

• Enter dependent visa and permit data.

Understanding Dependent and Beneficiary Data

Use the Dependent Information component to record important information for dependents that may accompany an employee on an international assignment or international travel. You must also have these pages set up prior to enrolling employees in specific benefit programs.

The Name and Address pages define the relationship of the person to the employee and determine whether the person is a dependent, beneficiary, or both. This definition affects the person’s eligibility to be enrolled in health benefits or to be assigned as a beneficiary in certain benefit plans.

The Personal Profile page defines the personal information about the person. This data also affects whether the person is eligible for benefits.

Pages Used to Track Dependent Identification Data

Entering Dependent and Beneficiary Name Information

Access the Dependent Information - Name page.

The system displays the name and the employee ID for the employee.

Note. When running a calculation, the system determines if an employee is married by reviewing the dependent and beneficiary table to determine whether there is a dependent identified as the spouse. It is possible for the dependent and beneficiary pages to show more than one spouse, to show a former spouse as a current spouse, to show no spouse even if the employee's marital status is married, or to show a spouse even though the employee's marital status is single. These and other inconsistencies in the dependent and beneficiary data can cause problems with pension calculations. It is best to verify dependent and beneficiary information when calculating pension benefits.

(FRA) French Public Sector

See Also

Entering Dependent and Beneficiary Information

Entering Dependent Address Information

Access the Dependent Information - Address page.

The employee’s name and employee ID, as well as this dependent or beneficiary’s ID, relationship to the employee, and dependent or beneficiary type appear at the top of the page.

See Also

(NLD) Loading Dutch Postal Codes

Entering Dependent and Beneficiary Information

Access the Dependent Information - Personal Profile page.

Date of Birth	Enter the dependent or beneficiary’s birthdate. Certain benefit plans, such as life insurance, require the birthdate to determine an individual’s eligibility.
Birth Country	Enter the country in which the dependent or beneficiary was born. Depending on the country you enter, additional fields may appear that require more data entry.
Date of Death	When the dependent or beneficiary dies, enter the date of the death.
Birth Location	Enter a city, county, or both, to further define the place in which the dependent or beneficiary was born.
Medicare Entitled Date	Enter the date on which the dependent or beneficiary will become eligible for Medicare coverage.
Riders/Orders	Click to access the Dependent/Beneficiary Riders page.
Phone Numbers	Click to access the Dependent Information - Personal Profile: Phone Numbers page.
Relationship to Employee	Enter the dependent or beneficiary’s relationship to the employee. If you’ve set up the Dependent Relationship table, the system automatically completes the Relationship to Employee field according to the relationships in the table.
Dependent Beneficiary Type	Select the type of dependent or beneficiary. Your selection determines whether you can enroll this person into a benefit plan as a dependent or assign this person as a beneficiary. If you have set up the Dependent Relationship table, the system uses that information to populate and validate this field. Values are: Beneficiary: Beneficiary only. Both: Dependent and beneficiary. If you plan to enroll the person as a dependent and assign the person as a beneficiary, you must select this option. COBRA Dependent Only: COBRA dependent or beneficiary only. Dependent: Dependent only. None: The person is neither a dependent nor a beneficiary. This option is typically used when the person is a co-owner of a U.S. savings bond, or to make a person ineligible to participate in a benefit plan. QDRO Estate: If the beneficiary of a life plan is the estate of an employee, enter this value. QDRO Representative - Employee: Used for PeopleSoft Enterprise Pension Administration. QDRO Representative - Recipient: Used for PeopleSoft Enterprise Pension Administration. Note. (USA) (CAN) The values COBRA Dependent Only, None, QDRO Representative - Employee, and QDRO Representative - Recipient are Canadian and United States values only.
Marital Status	Enter the dependent or beneficiary's marital status.
Marital Status - As of	When adding a new dependent, enter the as of date for marital status. When an individual undergoes a subsequent change in status, the effective date for the change is recorded and the system no longer uses the as of date. This field is critical for determining eligibility for benefits enrollment.
Student	Select if the dependent or beneficiary is a student.
Student - As of	When adding a new dependent, enter the as of date for the individual's student status. When an individual undergoes a subsequent change in status, the effective date for the change is recorded and the system no longer uses the as of date. This field is critical for determining eligibility for benefits enrollment.
Disabled	Select if the dependent or beneficiary is disabled.
Disabled - As of	When adding a new dependent, enter the as of date for the individual's disability status. When an individual undergoes a subsequent change in status, the effective date for the change is recorded and the system no longer uses the as of date. This field is critical for determining eligibility for benefits enrollment.
Smoker	Select if the dependent or beneficiary smokes. The Smoker check box is necessary for dependents who are enrolled in benefit plans that use calculation rules. The system calculates age-graded rates for individuals differently depending on whether they smoke.
Smoker - As of	When adding a new dependent, enter the as of date for the individual's smoker status. When an individual undergoes a subsequent change in status, the effective date for the change is recorded and the system no longer uses the as of date. This field is critical for determining eligibility for benefits enrollment.
Occupation	Enter the dependent or beneficiary's occupation, if known.

National ID

Use this group box to enter the dependent or beneficiary's national identification number. Dependents and beneficiaries with citizenship in more than one country can have more than one national ID. Add as many rows as required.

(MYS) Malaysia

(BEL) Belgium

(FRA) France

Use this group box to store information that can be passed to your payroll system for payroll processing.

(GBR) United Kingdom

(BRA) Brazil

Enter information from the dependent’s birth certificate in the Birth Data group box. This information is used for reporting purposes.

Enter the type of vaccination, the dose, and the date received for each vaccination on the dependent’s vaccination certificate in the Vaccination Data group box. This information is used for reporting purposes.

(CAN) Canada

(USA) US Federal Government

See Also

Getting Started with Manage Base Benefits

Entering Information About Court-Ordered Benefits for Dependents

Access the Dependent/Beneficiary Riders page.

The Dependent/Beneficiary Riders page enables you to enter any court-ordered benefits or spousal waivers. This page enables the system to validate any changes or omissions in benefit enrollments with a recorded rider. When an employee enrolls in a benefit plan and there is a court-ordered mandate specifying that a benefit be provided, the system does not complete the enrollment.

(NLD) Viewing an Employee's Dependents and Beneficiaries

Access the Dependent/Benef page.

Dependent/Beneficiary Summary

This group box displays a summary of all dependent and beneficiary data for an employee.

Note. Over time, changes occur and you need to terminate dependent enrollments or beneficiary statuses. Remember, you enroll dependents and assign beneficiaries when you enroll employees. As with employees, to terminate a dependent enrollment or beneficiary status, you must enter a row of data with the termination date. Don’t make such a change using the Dependent/Beneficiary Data page. Make the change using the benefit detail page for the benefit in question.

Warning! If you delete dependent or beneficiary data by using the Dependent/Beneficiary Data pages, you destroy historical data. When you change enrollment data, it won’t matter that the dependent or beneficiary data is available here. It must remain if your system is to provide correct historical information.

Entering Dependent Citizenship and Passport Information

Access the Depdnt Identification Details - Depdnt Citizenship/Passport page.

Enter information on this page in the same manner that you enter data on the Citizenship/Passport page .

See Tracking Employee Passport and Citizenship Information.

Note. (DEU) If you administer a workforce in Germany, use the Visa/Permit table to record OECD work permits for OECD nationals who want to work in a protected industry. Because permit types are keyed by country, if you track a German employee’s OECD work permit information on the Identification, Visa/Permit table in the Track Global Assignments menu, select DEU as the country code from among your valid OECD permit types.

Entering Dependent Visa and Permit Data

Access the Depdnt Visa/Permit Data page.

Enter information on this page in the same manner that you enter data on the Visa/Permit Data page.

See Entering an Employee's Visa or Permit Information.

Tracking Emergency Contacts

This section discusses how to enter primary address and phone information for emergency contacts.

Pages Used to Track Emergency Contacts

See Also

PeopleSoft Application Fundamentals for HRMS Reports

Entering Primary Address and Phone Information for Emergency Contacts

Access the Contact Address/Phone page.

Contact Name	Enter the name of the emergency contact person.
Relationship to Employee	Select the option that indicates the contact’s relationship to the worker.
Primary Contact	Select if this is the first person whom you should try to contact in an emergency. Select for only one contact.
Same Address as Employee and Address Type	Select if the contact has the same address information as the worker, and then select the worker address type that is the same as this contact's. If selected, you don’t need to complete any of the address fields.
Same Phone as Employee and Phone Type	Select if the contact has the same phone information as the worker, and then select the worker phone type that is the same as the contact's. If selected, you don’t need to complete any of the phone fields. An emergency contact can have the same address as the worker but a different phone number.
Change Country	Click to enter or edit the contact's country.
Edit Address	Click to enter or edit the contact's address.
Contact Phone	Enter the contact's phone information.

Managing Citizenship and Visa or Permit Information

This section provides a list of common elements and discusses how to:

• Track employee passport and citizenship information.

• Enter an employee's visa and permit information.

Common Elements Used to Manage Citizenship and Visa or Permit Information

Pages Used to Manage Citizenship and Visa or Permit Information

See Also

PeopleSoft Application Fundamentals for HRMS Reports

Tracking Employee Passport and Citizenship Information

Access the Citizenship/Passport page.

Country	Enter the employee's country of citizenship.
Citizenship Status	Indicate the employee's citizenship status. An employee's birth country and country of citizenship can be different. To track birth country information, use the Identity/Diversity page.

Note. (DEU) If you’re administering German employees, German law requires you to indicate special nationality and citizenship information for German workers using nationality codes established by the German DEUEV directive. This information is used in DEUEV processing and DEUEV reporting for German organizations or companies doing business in Germany. DEUEV processes and reporting are available only if you are using a German compliant payroll system.

Passport Information

(SGP) Singapore

See Also

PeopleSoft Enterprise Global Payroll for Germany 9.0 PeopleBook

Setting Up Global Assignments

Entering an Employee's Visa or Permit Information

Access the Visa/Permit Data page.

Type	Select a type of visa or permit. The system prompts you with only types that are associated with the selected country.
Get Supporting Documents	Click to have the system enter a list of the appropriate supporting documents that are needed to obtain the visa or permit type that you entered.
Number	Enter the visa or permit number.
Status	Select the visa or permit status: Applied, Granted, Renewal in Progress, Cancelled (for people in Indonesia and Singapore only), and Renewed.
Status Date	Enter the date on which the status of the visa or permit changed.
Duration	Enter the number of days, months, or years that the employee stayed in the country. Select the unit of duration (Days, Months, or Years) in the adjacent field.
Date of Entry into Country	Enter the date on which the employee entered the country.
Issuing Authority	Enter the agency that issued the visa or permit, such as the U.S. Department of State or the French Consulate.

Supporting Documents Needed

(CHE) Switzerland

Note. (DEU) If you’re administering a workforce in Germany, use the Visa/Permit table to record OECD work permits for OECD nationals who want to work in a protected industry. Because permit types are keyed by country, if you’re tracking a German employee’s OECD work permit information on the Identification - Visa/Permit Table page in the Administer Workforce menus, select DEU as the country code to select from among your valid OECD permit types.

See Also

Entering German Nation DEUEV Codes

Managing Driver's License Information

This section discusses how to enter license numbers and other driving record information.

Page Used to Manage Driver's License Information

Entering License Numbers and Other Driving Record Information

Access the Drivers License page.

Driver’s License # (Driver’s License Number)	Enter the license number.
Issue Location	Enter the location where the license was issued.
Issuing Authority	Enter the agency that issued the driver’s license, such as the Department of Motor Vehicles.
Valid from/to	Enter the dates on which the driver’s license remains valid. The to date must be in the future.
Number of Violations	Enter the number of traffic violations cited on the worker's driving record.
Number of Points	Enter the number of points accumulated on the worker's driving record.
License Suspended	Select if the worker's driver’s license is currently suspended.
License Type	Enter the type of license held by the worker.

If you need to enter more than one driver’s license for a worker, add a new data row.

Entering Bank Account Information

This section discusses how to:

• Record a person's bank account information.

• (GBR) Enter a worker's building society roll number and name.

• (MEX) Specify the inter-bank payment code.

Pages Used to Enter Bank Account Information

Recording a Person's Bank Account Information

Access the Maintain Bank Accounts page.

Note. Before you can enter a person's bank details, first set up the bank branch or building society on the Bank/Branch Table page.

(GBR) Entering Banking Information for UK Workers

UK customers also use this page to record workers' building society account information. When you enter GBR in the Country field, the Bank Branch ID field becomes the Bld Soc ID (building society ID) field.

UK customers who enter details of UK bank and building society accounts should enter the following information in the fields on the Bank Account Information page:

Note. For more information about the account number formats for a country, see the corresponding PeopleSoft Enterprise Global Payroll local country documentation.

See Also

Setting Up Banks and Bank Branches

Managing the Prenotification Process

Defining Banking Instructions

(GBR) Entering a Worker's Building Society Roll Number and Name

Access the Building Society Details page.

When you select a building society ID, the Other Required Information link appears on the page.

(MEX) Specifying the Inter-bank Payment Code

Access the Inter-bank Payment Scheme page.

CLABE

Enter the Clave Bancaria Estandarizada (CLABE) number associated with the payee’s bank account. The CLABE number is a numeric 18-digit standardized bank code for domestic Inter-bank fund transfers.

Tracking Volunteer Activity

This section discusses how to enter information on worker volunteer activities.

Page Used to Track Volunteer Activity

Entering Information on Worker Volunteer Activities

Access the Volunteer Activities page.

Volunteer Organization	Select a volunteer organization code.
Start Date and End Date	Enter the start and end date of the worker participation.
Chapter Name	Enter the chapter name of the organizations in which the employee volunteers, if applicable.
Volunteer Status	Select either Part Time or Full Time to indicate the volunteer status.
Type of Volunteer	Select the type of volunteer activity in which the worker is participating: Administr, Canvasser, Executive, Fund Raise, or Other.
Is Volunteer on Leave	Select if the volunteer is on leave. Note. This check box is for informational purposes only. If you select this check box, you don’t affect any Monitor Absences business process functionality.

Note. This information is useful when you need to track workers' additional skills and knowledge, and when you measure the effectiveness of company-sponsored volunteer and charitable programs.

Setting Up and Tracking Military Service Availability and Job Update Approvals

To set up military service availability tracking and job update approvals, use the Deployment Reasons (MIL_DEPL_REASON), Reassignment Reasons (MIL_REASSGN_RSN), Approval Levels (MIL_APPRVL_LVL_DFN), and Order Codes (MIL_ORD_CODE_DEFN) components.

This section discusses how to:

• Enter military service availability.

• Tracking approvals for mass or individual job updates.

Pages Used to Enter and Track Military Service Availability and Job Update Approvals

Entering Military Service Availability

Access the General Availability MIL page.

Effective Date	Enter the effect date of a member’s deployment and reassignment availability to keep historical track of when the member's availability changes.
Notes	Click the Maintain/View Notes icon to enter additional notes about the person's availability. The system tracks the date you enter a comment. You can also search for comments by entering a date range and selecting them for review, deletion, or transferring the comment to another person.
Deployment	Identify whether this service member is ready for deployment. Valid values are defined on the Translate table as Yes, No, and Limited. When you select No or Limited to specify that the service member is not fully available for deployment, the Deployment Reason field displays.
Deployment Reason	Provide the reason the service member is not deployable. Valid values are defined in the Deployment Reasons table.
Reassignment	Identify whether this service member is available for reassignment. Valid values are defined on the Translate table as Yes, No, and Limited. When you select No or Limited to specify that the service member is not fully available for reassignment, the Reassignment Reason field displays.
Reassignment Reason	Select a reassignment reason to track military members who are either unavailable for reassignment or are available only in a limited capacity. Valid values are defined in the Reassignment Reasons table.
Retirement Date	Enter the compulsory retirement date, or absolute date, the member must retire from the military.

Tracking Approvals for Mass or Individual Job Updates

Access the Employee Data Tracking MIL page.

Tracking Sequence	Enter a tracking sequence number.
Approval Level	Select a level, such as initial request or final, for approving a military order. Define approval levels in the Approval Levels table.
Override Oprid (override operator ID) and Approver Oprid (approver operator ID)	The system displays the operator that entered the approval information. Select the Override Oprid check box to manually update the approving operator id.
Approval Date	Enter the date for this approval level.
Order Code	Select an order that explains the purpose of this job change. Define order codes in the Order Codes table.
Comment	Enter additional comments regarding this job update and approval.

Note. The Mass Update process will update this component by calling the service MassUpdateMilitaryApproval, which in turn will call the Component Interface HCR_MIL_EE_TRK_SRV.

Entering and Tracking Additional Workforce Data

This section discusses how to:

• Record badge numbers.

• Track a worker's business expenses.

• Track prior work experience.

• Enter worker images.

Pages Used to Enter and Track Additional Workforce Data

Recording Badge Numbers

Access the Badge page.

You must have previously entered Badge Type data on the Translate table before using this page.

Tracking a Worker's Business Expenses

Access the Business Expenses page.

Before you can track a worker's business expenses, you must set up:

• Valid expense codes on the Translate table.

• User IDs on the Primary Permission List Preferences table.

• Currency codes on the Currency Code table.

• Departments on the Department table.

Expense Tab

DeptID Tab

Select the DeptID tab.

Business Unit	Enter the business unit to which the expense should be charged.
Department	Select the specific department to which the expense should be charged.

Warning! The information that you enter here isn’t related to PeopleSoft Enterprise Payroll for North America processing of business expenses.

Tracking Prior Work Experience

Access the Prior Work Experience page.

If you’ve tracked an applicant through the Recruiting business process in PeopleSoft Enterprise Human Resources, the information that you entered for an applicant becomes part of the employee record when you hire the person. For other workers, entering prior work experience information helps you establish a complete profile for reporting purposes. It’s also useful for career and succession planning.

See Also

Planning Careers

PeopleSoft Application Fundamentals for HRMS Reports

Entering Worker Images

Access the Employee Photo page.

Before you insert an image (such as an employee photograph) in PeopleSoft Enterprise Human Resources, use a Windows-based graphics or drawing program to capture (and edit if necessary) the image or scanned photograph that you want to insert. Then use the Windows-based program to highlight the image or portion of it that you want to copy, and copy it to the Microsoft Windows clipboard. In most drawing programs, you can do this by selecting Edit, Copy, or pressing Ctrl+C.

Click or tab to the image field and select Edit, Paste, or press Ctrl+V to paste the image in the field. Click the Add button to browse for and upload a picture (such as Bitmap or .bmp files).

Note. Full imaging capabilities may not be supported on all database platforms.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer

Setting Up and Tracking Security Clearance and Badge Access

This section provides an overview of security clearance and badge access and discusses how to:

• Set up security clearance.

• Track badge history.

• Track security clearance history.

• Set up expiration notification.

• Search for pending expirations.

Understanding Security Clearance and Badge Access

PeopleSoft provides the capability to track the security status of employees, contingent workers, and persons of interest and revoke their access levels and badges should be revoked. Using this feature, the system notifies security clearance administrators when the security status or badge clearance has expired.

Pages Used to Track Security Clearance and Badge Access

Setting Up Security Clearance

Access the Security Clearance page.

Security Clearance Type	Select the security clearance type. Individuals can have more than one security clearance type. Security clearance type values are determined on the Security Clearance Type page.
Primary	Select to determine the primary security clearance type if an individual has more than one security clearance type.
Effective Date	Displays the date the individual’s security clearance was granted.
Status	Specify whether this security clearance is Active or Inactive.
Cleareance Nbr	Enter the number associated with the clearance assignment.
Expiration Date	Select the expiration date of the security clearance.
Sponsor	Enter the sponsor who granted the security clearance. This can be the individual's current or previous agency, or an entirely separate agency. Each security clearance can have only one sponsor.

Background Investigations

Tracking Badge History

Access the Badge History page.

Badge Type	Displays the badge type held by the individual. Badge types are defined using the PeopleTools Translate Values component (PSXLATMAINT). See Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer.
Effective Date	Displays the date the individual's badge was issued.
Status	Displays whether the badge is Active or Inactive.
Badge Number	Displays the badge number. Badge numbers are determined on the Badge page.
Expiration Date	Display the badge expiration date.

Tracking Security Clearance History

Access the Clearance History page.

Clearance Type	Displays the history of security clearance types held by the individual. Security clearance types are determined on the Security Clearance page.
Effective Date	Display the grant date for the individual’s security clearance.
Status	Displays whether the security clearance is Active or Inactive.
Clearance Nbr	Displays the number associated with the security clearance assignment.
Expiration Date	Displays the security clearance expiration date.
Sponsor	Identifies the sponsor who granted the security clearance.

Setting Up Expiration Notification

Access the Expiration Notification page.

Company	Select the company for which to generate the notification.
Expiration Date	Select the date of expiration for which your company wants to notify managers of expiration types. Any people with expiring expiration types on or before this date will be returned.
Expiration Type	Select the type of expiration for which to generate notification.
User List	Select the users who will be notified of impending expiration.

Searching for Pending Expirations

Access the Expiration Inquiry page.

Begin Date and End Date	Select the date range for which to search for pending expirations.
Person ID	Select a person ID to limit the search to the selected person.
Org Relation (organizational relationship)	Select the limit the search to a Contingent Worker, Employee, or Person of Interest.
Name, Last Name, Second Name, or Alternate Char Name (alternate character name)	Enter a value to search for a particular person.
Expiration Type	Select the type of expiration for which to search.
Search	Select the Search button to begin the search for pending expirations.