3 Setting Up Employee Self-Service
This chapter contains the following topics:
3.1 Understanding Employee Self-Service Setup
You can set up and customize employee self-service programs that you are running in an intranet environment so that employees can perform many functions without involving HR representatives and keep their own information current. In addition to setting up various programs so that employees can just click a link on your organization's web portal, you can also use the Employee Self Service Form Options program (P085550). You can specify many appearance options and offer employees self-service options that are tailored to meet organizational requirements.
3.2 Setting Up Verification of Employment
This section provides an overview of setting up Verification of Employment and discusses how to enter those settings.
3.2.1 Understanding Verification of Employment Setup
Employees can use the Review Requests for Verification of Employment program (P05003) to request that a verification of employment letter be sent to a specific individual or company, such as a creditor or a loan officer.
The Review Requests for Verification of Employment program uses a review form and an entry form. The review form is the entry point to Verification of Employment. The entry form has two tabs, Request Information and Employment Data. On the Employment Data tab, a Human Resources administrator or system administrator can enter information pertaining to the employee, such as the date that employment began. The system calculates and supplies the employee's earnings based on the Pay Type by Category table (F05002). Only the system administrator can change the employee earnings fields. The fields on the Employment Data tab are active only when an administrator is logged on to the self-service system.
When employees access the Review Requests for Verification of Employment program, information on the Employment Data tab is displayed. However, the employee cannot change the information.
Information entered on the Review Requests for Verification of Employment program updates the Verification of Employment Data table (F05003).
For the system to accurately report pay information on verification-of-employment letters, you must add certain pay types to the pay categories that you define in user defined code list 05/V1. For example, you might link a holiday bonus pay type and an annual bonus pay type to the bonus category.
When you set up verification of employment, you update the Pay Type By Category table.
3.2.2 Prerequisites
Before you complete the tasks in this section:
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Verify that your verification-of-employment letter is complete. Select and review the VOEREQUEST in the Maintain MailMerge Documents program (P980014). You must also hard code a company signature and phone number on the letter.
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Review information about user defined codes.
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Set up verification of employment categories for pay information in user defined code list 05/V1.
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Set up the common settings for self-service.
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Set up the processing options for verification of employment.
3.2.3 Forms Used to Set Up Verification of Employment
| Form Name | FormID | Navigation | Usage |
|---|---|---|---|
| Work With Verification of Employment Categories | W05002A | Self Service Setup (G05BESS4), VOE Pay Types by Category
Click Add. |
Review existing Employment Categories. |
| VOE Pay Types | W05002C | Enter required values, including effective dates. Click OK. | VEO Category. This field is used to categorize pay types, such as those for base, overtime, commission, bonus, and other pay.
DBA Code (PDBA) A code that defines the type of pay, deduction, benefit, or accrual. |
3.2.4 Setting Up Verification of Employment
Access the VOE Pay Types form.
| Description | Glossary |
|---|---|
| VOE Category | This field is used to categorize pay types, such as those for base, overtime, commission, bonus, and other pay. |
| PDBA Code | A code that defines the type of pay, deduction, benefit, or accrual. Pay types are numbered from 1 to 999. Deductions and benefits are numbered from 1000 to 9999. |
| Eff From | The calendar date on which a function, process, pay type, deduction, benefit, or accrual begins. When you enter the date, you must use the date format DD/MM/YYY. |
3.3 Setting Up Name and Address Change
This section provides an overview of setting up Name and Address Change and discusses how to enter those settings.
3.3.1 Understanding Name and Address Change Setup
Employees access the Employee Name and Address Change program by clicking a link that you provide on your organization web portal. To set up this access, you use the Self Service Process Flow Setup program (P05400) to create a process flow script. You then link the Self-Service Director program (P05410) version that runs the script to the Web portal. You must set a processing option for the Self-Service Director program that specifies the correct process flow script.
3.4 Setting Up Emergency Contacts and Phones
This section provides an overview of setting up Emergency Contacts and discusses how to enter those settings.
3.4.1 Understanding Emergency Contacts Setup
Employees access the Emergency Contacts and Phones program by clicking a link that you provide on your organization Web portal. To set up this access, you use the Self-Service Process Flow Setup program (P05400) to create a process flow script. You then link the Self-Service Director program (P05410) version that runs the script to the Web portal. You must set a processing option for the Self-Service Director program that specifies the correct process flow script.
3.5 Setting Up Paid Time-Off Inquiry
This section provides an overview of setting up Paid Time-Off Inquiry and discusses how to enter those settings.
The Paid Time Off Inquiry program (P053020) shows an employee's paid time-off accruals, deductions, and balances. Employees access this program by clicking a link on the organization web portal that displays the Employee Self Service Leave Planning And Request program (P07620). The system lists the number of hours available at the beginning of the year, the number of hours that have since been added to the available DBA code, the number of hours taken, and the number of hours that are currently available.
The program includes four versions that enable you to specify the history table from which the system retrieves paid time off information, either the Employee Transaction History Summary table (F06146) or the Fiscal and Anniversary Year History table (F06147). You specify the version that the system uses for Paid Time-Off Inquiry for employee self-service and the version that it uses for Paid Time-Off Inquiry for manager self-service.