Adding Employees and Contractors

This chapter provides an overview of employees and contractors and discusses how to:

Add applicant records.
Hire applicants and maintain employee and contractor records.

Note. The Applicant and Employee components are shared between Oracle's PeopleSoft Pay/Bill Management and PeopleSoft Staffing Front Office. Refer to the PeopleSoft Staffing Front Office 9.0 PeopleBook for information on how to set up applicants and employees. This chapter only includes additional information that is not already discussed in the Staffing Front Office PeopleBook.

See Also

Creating Applicant and Employee Records

Understanding Employees and Contractors for Pay/Bill Management

PeopleSoft Pay/Bill Management enables you to hire temporary workers into PeopleSoft Human Capital Management (HCM) in order to facilitate processing for HR, time, and payroll.

This section discusses:

Applicants.
Employees.
Non-employees.
Human resources job records.
Tax data.
Employee processing.
Internal employees that take on temporary assignments, and employees who become Staffing Front Office resources.

See Also

Creating Applicant and Employee Records

Applicants

Applicant records must be added in order to then hire the applicant as either an employee or a non-employee.

When PeopleSoft Pay/Bill Management is installed, applicant information is maintained in the Financials database, but after a person is hired, HCM becomes the system of reference and you maintain the information in the HCM database. The information is synchronized with the Financials database through application messaging. The pages become display-only in the Employee component in Financials, but there are links to access the proper page in HCM where you can make updates.

In the Applicant and Employee components shared by PeopleSoft Pay/Bill Management and PeopleSoft Staffing Front Office, only these pages are applicable to PeopleSoft Pay/Bill Management:

Contact Information (Applicant and Employee components)
Personal Data (Applicant and Employee components)
Job Data (Applicant and Employee components)
Reset Status (Applicant component only)

Employees

PeopleSoft Pay/Bill Management defines an employee as a hired worker of a staffing company. The staffing company must obtain I-9 and other legal information to pay employees through the payroll system, deduct taxes, and so forth.

When you use the PeopleSoft Pay/Bill Management Applicant component in the Financials database and click the Hire as Employee button, the information is sent to the HCM database through application messaging . The system hires the person in HCM, which, in turn, then sends a message containing the employee records back to the Financials employee tables. After that point, HCM is the system of reference and any updates must be performed in the HCM Employee components and synchronized with Financials through application messaging. These messages send information from all employees in HCM to the Financials database, regardless of whether they were hired using the PeopleSoft Pay/Bill Management Applicant component or the HCM components. However, only those employees hired using the PeopleSoft Pay/Bill Management (and PeopleSoft Staffing Front Office) Applicant component can be assigned in PeopleSoft Pay/Bill Management (and PeopleSoft Staffing Front Office). Those employees hired directly in HCM cannot be assigned in PeopleSoft Pay/Bill Management (or PeopleSoft Staffing Front Office) unless they are marked as being eligible for staffing.

To mark an employee as eligible for staffing, two steps are required:

Establish the employee as a resource using the Enable Employee to Staffing component (Create Resources page).
Using the Job Record Eligibility component, specify which employee job records can be used in staffing assignments and which of those job records should be the default to pay the employee for work performed in staffing assignments.

Non-Employees

PeopleSoft Pay/Bill Management defines anon-employee as an employee at a company (a vendor) other than the staffing company. Non-employees may also be self-employed.

Staffing companies pay for the services of contractors through PeopleSoft Payables. You have the option to record time in PeopleSoft Time and Labor, which interfaces with PeopleSoft Payables, or you can enter an invoice directly into the payables system.

Note. When you hire a non-employee, PeopleSoft Pay/Bill Management automatically clears the Send Time to Payroll check box on the Maintain Time Reporter Data page in PeopleSoft Time and Labor. This ensures that non-employee time is not sent to payroll. If you wish to pay non-employees through PeopleSoft Payroll instead of producing a voucher from PeopleSoft Payables, you must access the Maintain Time Reporter page and select the Send Time to Payroll check box.

PeopleSoft Enterprise Time and Labor PeopleBook, “Setting Up Time Reporters,” Entering and Maintaining Time Reporter Data

Human Resources Job Records

PeopleSoft Pay/Bill Management keeps track of all job records for employees and non-employees. When hiring a new employee, the system assigns the employee an employee job record 0 (EMPL_RCD 0). The employee job record 0 is the hire record and acts as a default when creating assignments for this employee. In the Staffing Installation Options component, you can choose one of two options on how PeopleSoft Pay/Bill Management uses job records. In the first option, for every assignment the employee receives, a new employee job record number (EMPL_RCD 1, 2, 3, and so forth) is generated. In the second option, PeopleSoft Pay/Bill Management attempts to reuse existing job records, provided that the department, company, HR business unit, and paygroup specified in the assignment are the same as those in the employee's default job record and provided that the existing job record is not already being used by a concurrent assignment.

Even if there exists the possibility to reuse an existing job record, users with appropriate security access can force the creation of an additional job specifically for a new assignment.

Note. If you select both of the Additional Job Options check boxes, the system will create an additional job for each assignment and it will not attempt to recycle jobs.

In PeopleSoft Pay/Bill Management the creation or reuse of job records for new assignments applies to temporary orders only. Career orders do not generate job records.

See Also

Creating Staffing Orders

Employee Processing

PeopleSoft Pay/Bill Management's Applicant component is part of the Financials database and the information is sent to HCM through application messaging. You hire employees and non-employees after first entering them as applicants.

Internal Employees that Take On Temporary Assignments and Become Eligible PeopleSoft Staffing Front Office Resources

Individuals who already have permanent internal positions in a staffing organization sometimes seek additional income through temporary assignments. These workers are hired into HCM as regular employees and work internally. Then, in order to be considered as candidates for temporary staffing assignments, they can be made eligible in PeopleSoft Staffing Front Office and PeopleSoft Pay/Bill Management using the Enable Employee to Staffing component and the Job Record Eligibility component (Job Eligibility page). These individuals can then appear in PeopleSoft Staffing Front Office search results and can be placed in assignments. Once the employee is enabled to staffing, you can change the eligibility in an effective-dated manner by using the Employee Eligibility component. The Enable Employee to Staffing component makes the employee ID available to the application. The Job Record Eligibility component specifies which of the employee's job records can be used to pay for work performed in temporary assignments and which employee job record is the default to be used by the system for assignments. For example, employee job record 0 (zero) may not be eligible for assignments because it is used to pay the employee for internal work in the staffing organization, but employee record 1 may have been created to pay for temporary billable work.

Individuals hired using the PeopleSoft Staffing Front Office and PeopleSoft Pay/Bill Management Applicant component are automatically marked as eligible for PeopleSoft Staffing Front Office and PeopleSoft Pay/Bill Management assignments.

Creating Employee and Non-Employee Records

You must add a person as an applicant using the Applicant component before that person can be hired by using the Hire as Employee or Hire as Non-Employee buttons.

The Applicant pages you use to create the employee and non-employee records are described in the PeopleSoft Staffing Front Office 9.0 PeopleBook.

Note. If you have PeopleSoft Pay/Bill Management installed but not PeopleSoft Staffing Front Office, to add an employee you must first add the person as an applicant, save the record, and then hire the applicant.

Maintaining Employee and Contractor Records

To maintain existing employees and contractors, access the Employee component by selecting Pay/Bill Management Center, Resources, Update Employee/Contractor.

The pages in the Employee component are nearly identical to the pages in the Applicant component that you use to create employee and contractor records.

The pages you use to maintain the employee and contractor records are described in the PeopleSoft Staffing Front Office 9.0 PeopleBook.

Note. When you hire a non-employee, the system automatically clears the Send Time to Payroll check box on the Maintain Time Reporter Data page in PeopleSoft Time and Labor. This ensures that contractor time is not sent to payroll.

If you wish to pay non-employees through Payroll instead of producing an invoice from PeopleSoft Payables, you must access the Maintain Time Reporter page and select the Send Time to Payroll check box. You can access the Maintain Time Reporter page by selecting Workforce Administration, Job Information, Add Employment Instance and clicking the Employment Data link on the Work Location page, then clicking the Time Report Data link on the Employment Data page.

See Also

PeopleSoft Enterprise Human Resources PeopleBook: Administer Workforce, “Adding a Person in PeopleSoft Human Resources,” Adding a Person

Entering Data to Create New Applicant Records

PeopleSoft Enterprise Time and Labor PeopleBook, “Setting Up Time Reporters,” Entering and Maintaining Time Reporter Data