16 Adding Employee Records One at a Time

This chapter contains the following topics:

16.1 Understanding Methods of Employee Record Entry

When you hire an employee, you must add an employee record that contains personal, company, job, and pay information for the employee. The information in the employee record can be used to analyze and report on your employees and to meet government reporting requirements. You can add employee records to the database using either of two methods:

  • Adding employee records one at a time.

  • Adding multiple employee records.

This table describes the similarities and differences between the methods:

Method Comparison
Adding employee records one at a time This method displays a series of forms that you need to complete to hire an employee. This method is preferable if you hire individuals with very diverse employee information so that hiring in groups is not applicable.

You can use this method to add new employee and terminated employee (rehire) records to table Employee Master Information (F060116).

Adding multiple employee records This method uses the Employee Quick Hire program (P060116Q). It saves data entry time because you add records in groups based on similar job information.

You can use this method to add new employee, terminated employee (rehire), and applicant records to the F060116 table.


16.1.1 Using Web Services for Employee Data

Your system administrator can enable web services (also called business services) that you can use to move data between JD Edwards EnterpriseOne database tables and other systems. Before you use the EmployeeManager (JP080020) published web service, verify that the setup required for processing employee data is complete. For example, verify that appropriate values exist in the user-defined code (UDC) tables used by the system when you process employee records.

16.1.1.1 Processing Options Used by EmployeeManager (JP080020)

If required processing options are not set up, then the EmployeeManager web service returns error messages and does not process your data transfer. Verify that the processing options for these programs are set up:

  • Address Book MBF (P0100041)

  • Address Book Revisions (P01012)

  • Who's Who MBF PO (P0100087)

16.2 Understanding Employee Information

When you create a record for a new employee, the system stores information for the employee in the following tables:

  • Employee Master Information (F060116)

  • Employee Master Additional Information File (F060120)

  • Employee Master - International Data (F060117)

  • Employee Master - International Data Tag (F060117A)

  • Employee Jobs (F060118)

  • Address Book Master (F0101)

Note:

When you add a new employee record to the database, you complete a series of forms. As you complete each form, the next form appears. You can use the Back button to return to a previous form, where you can review or change information before saving the employee's record. The system saves the new record only after you complete the entire sequence of forms.

After you create a record of employee information, you can:

  • Make changes, corrections, or updates.

  • Review the information as necessary.

  • Process a timecard for the employee.

  • Enroll the employee in benefits.

  • Process the employee in a payroll.

  • Terminate the employee.

  • Rehire the employee.

16.3 Understanding Employee Information for Canada

Before you can pay employees, you must create a record for each employee. This record contains personal, company, job, and pay information about the employee.

When you add an employee record, the system updates the following tables:

  • F060116

  • F060120

  • F060117

  • F060118

To process payroll for Canadian employees, you must enter country-specific information when you add employee records.

16.3.1 Country Code

When you create the employee record for a Canadian employee, you enter the country code for Canada (CA).

When you enter the country code for Canada on an employee record, the system displays these country-specific forms during the employee-entry process:

  • National and Fiscal Data - Canada.

  • Canadian Tax Info by EE.

To process payroll correctly for Canadian employees, you must complete these forms.

If you do not enter the appropriate country code when you create employee records for Canadian employees, you can enter the country code, and then access these country-specific forms from the Row menu on the Work With Employee Information form.

16.3.2 Employee Language Preference

Canadian law requires that any correspondence from the company to an employee must be written in the employee's preferred language. You specify the employee's preferred language on the Personal form, which is part of the employee record.

The system prints correspondence that is sent to employees, such as paychecks and Records of Employment (ROEs), in the employee's preferred language, based on the language code that you specify.

16.4 Prerequisites

Before you complete the tasks in this chapter:

  • Review the processing options for each programs in this series of tasks. They define how much information you must enter. For example, processing options for organizational assignments define whether the Job Information table (F08001) supplies default job information when you add or change employee information.

  • In the JD Edwards EnterpriseOne Address Book system, review the processing options for the Address Book Revisions program (P01012) to ensure that the tax ID is set to appear.

16.5 Entering Basic Employee Information

Basic employee information includes general identification information about the employee. You need this information to include the employee in payroll processing.

This section discusses how to:

  • Set processing options for Employee Master (P0801).

  • Enter basic employee information.

16.5.1 Form Used to Enter Basic Employee Information

Form Name FormID Navigation Usage
Employee W0801EMPA Employee Management (G05BE1), Employee Information

Click Add on the Work With Employee Information form.

Enter basic employee information.
Disability and Veteran Status Responses W085595A On the Work With Employee Information form, select a record and then select Vet/Dis Responses from the Row menu. Review an employee's disability and veteran status responses.

16.5.2 Setting Processing Options for Employee Master (P0801)

Processing options enable you to specify the default processing for programs and reports.

16.5.2.1 Defaults

Use these processing options to define the defaults for the Security Business Unit, Tax Area (Residence), and Tax Area (Work) fields.

1. Security Business Unit

Specify whether the system updates the Address Book record for the employee with the security business unit that you enter on the Employee form (P0801EMP). Values are:

1: Updates the Address Book.

0: Does not update the Address Book.

2. Tax Area

Specify whether the Tax Area (Residence) and Tax Area (Work) fields are required fields when you add or change an employee record. The JD Edwards EnterpriseOne Payroll system uses the tax area fields to calculate payroll taxes for employees. Values are:

1: Not required. select this option only if you are not using the JD Edwards EnterpriseOne Payroll system to process payroll for employees.

0: Required. If you are using the JD Edwards EnterpriseOne Payroll system, select this option.

16.5.2.2 Display (Release 9.2 Update)

Use this processing option to specify whether the full Social Security Number (SSN) should be displayed when a user views employee records.

1. Display Full SSN

Specify whether the system should display the View Full SSN check box on the Work With Employee Information form. Selecting the View Full SSN check box enables you to view the full SSN. Values are:

Blank or 0: Do not enable full view of SSN.

1: Enable full view of SSN.

16.5.2.3 Versions

Use these processing options to define the versions that the system uses for Organizational Assignment, Basic Compensation, and Address Book Revision forms.

1. Organizational Assignment Version

Specify the version of the program that you want to use when you add or change information on the Organizational Assignment form (P0801ORG). If you leave this processing option blank, the system enters the default version, ZJDE0001.

A version is a set of user-defined specifications. When you define a version for Organizational Assignment, you can set processing options that control the type of default job information that you want the system to use on the Organizational Assignment form (P0801ORG) when you add or change an employee record.

2. Basic Compensation Version

Specify the version of the program that you want to use when you add or change information on the Basic Compensation form (P0801CMP). If you leave this processing option blank, the system enters the default version, ZJDE0001.

A version is a set of user-defined specifications. When you define a version for Basic Compensation, you can set processing options that control information that the system needs when you have activated the salary change workflow process.

3. Address Book Version

Specify the version of the Address Book program (P01012) that the system uses when you add or change information on the Address Book Revision form. If you leave this processing option blank, the system uses the default version, ZJDE0002.

A program version is a set of user-defined specifications. When you define a version of the Address Book program, you can set processing options that control how the application functions. For example, you can specify whether the form displays the Tax ID field.

16.5.2.4 Termination

Use these processing options to define default codes that are supplied to various records when an employee is terminated.

1. Candidate Req Status (candidate requisition status)

Specify a code from UDC 08/CN to indicate the candidate requisition status that you use to indicate that an employee record is no longer attached to a requisition. This candidate requisition status must have DET entered in the special handling code field. When you terminate an employee, the system uses the code that you define in this processing option to update the candidate requisition status for all of the requisitions that the employee filled.

2. Requisition Status

Use this processing option only if you have set up the System Options program (P05001S) to automatically create a new requisition when an employee is terminated.

Specify a code from UDC 08/RS to indicate the requisition status that you want to assign to the new requisition. If you leave this processing option blank, the system does not create a new requisition when you terminate an employee.

3. Organizational Structure Type

Specify a code from UDC 01/TS to indicate the organizational structure type that you use to indicate the parent/child relationship between terminated employees and their supervisors. The system uses the termination date to update the parent/child relationship. If you leave this processing option blank, the system does not update the parent/child relationship between the terminated employee and the supervisor.

4. Applicant Status

Specify a code from UDC 08/AS to indicate the applicant status that you want to assign to terminated employees who will be returned to the applicant pool for future hiring considerations. If you leave this processing option blank, the system does not assign an applicant status to the terminated employee.

16.5.2.5 Canadian Tax

Use these processing options to specify tax values for various Canadian taxing authorities.

1. Canadian Tax Credit/ADD

Specify whether the system automatically includes the net Canadian federal tax credit and the net Quebec tax credit when you add a new employee. The amounts that the system includes come from the Net Canadian and Quebec Tax Credit forms. Values are:

0: Does not include.

1: Includes.

2. Canadian Tax Credit/Change

Specify whether the system automatically includes the net Canadian federal tax credit and the net Quebec tax credit when you change an employee record. The amounts that the system includes come from the Net Canadian and Quebec Tax Credit forms. Values are:

0: Does not include.

1: Includes.

3. Net Canadian Federal Tax Credits

Specify the dollar amount that the system automatically includes for area residence tax information. For federal taxes, find the net amount claimed on your TD1 (Personal Tax Credit Return) and enter that value here.

4. Net Canadian Quebec Tax Credit

Specify the net claim amount. The net claim amount applies to federal taxes. This amount comes from the TD1 form (Personal Tax Credit Return). For provincial (Quebec) taxes, the net claim amount comes from the MR-19-V form (Exemptions and Deductions).

5. Net Canadian Alberta Tax Credit

Specify the net claim amount. The net claim amount applies to federal taxes. This amount comes from the TD1 form (Personal Tax Credit Return). For provincial (Alberta) taxes, the net claim amount comes from the MR-19-V form (Exemptions and Deductions).

Provincial Tax Credits

Specify the net claim amount. The net claim amount applies to federal taxes. This amount comes from the TD1 form (Personal Tax Credit Return). For provincial (British Columbia, Manitoba, New Brunswick, Newfoundland, Northwest Territory, Nova Scotia, Ontario, Prince Edward, Saskatchewan, and Yukon Territory) taxes, the net claim amount comes from the MR-19-V form (Exemptions and Deductions).

16.5.3 Entering Basic Employee Information

Access the Employee form.

Employee Identification

Enter an employee number, tax ID, or alternate number, depending on the employee number display mode that is set up in the Company Options program (P05001C) for company 00000.

Security Business Unit

Enter a business unit number that secures the employee's record from unauthorized access. Any user not authorized to access this business unit cannot access this employee's record.

Home Company

Enter the company number where the employee records generally reside.

Pay Frequency

Enter a code from UDC 07/PF that indicates how often an employee is paid. Values are:

B: Biweekly

W: Weekly

S: Semimonthly

M: Monthly

A: Annually

C: European Annualized

The system uses the value in the Description-2 field on user-defined codes indicates the number of pay periods per year and is used to calculate the amount per pay period for a salaried employee.

Pay Status

Enter the code used to indicate whether an employee's pay status is active or inactive. Codes for active pay status employees are numeric, and codes for inactive pay status employees are alphabetic. The system omits all employees with alphabetic pay status codes from the payroll run.

Also refer to these data items:

EST: Employment Status

TRS: Change Reason

Original Hire Date

Enter the date on which the employee was originally hired by the company. If the employee was terminated and subsequently rehired, the new start date will be represented by the data in the Date Started field (DST).

Date Started

Enter the date on which the employee actually reported to work for the most recent period of hire. When an employee initially begins working, the default is the original hire date. If no original hire date exists, the system uses the current date. This field can be updated multiple times if, for example, an employee is a seasonal worker.

For the calculation tables in the JD Edwards EnterpriseOne Payroll system and the eligibility tables and date codes in the JD Edwards EnterpriseOne Human Resources system, the system also uses this date as a start date when it calculates deductions, benefits, and accruals.

Employee Benefit Status

Enter a code from UDC 06/EA that specifies an employee status, such as new hire or rehire. The system uses this value as it searches and tests for benefits eligibility. An asterisk (*) indicates that the guidelines refer to all employee statuses that are not otherwise specified.

Do not change the codes that are hard-coded, such as A (Active) and X (Terminated). These are required codes in the system.

Benefit Group

Enter the benefit group to which the employee is assigned. Benefit groups facilitate employee enrollment by categorizing benefit plans and allowing enrollment rules for those categories. For example, assigning an employee to an executive (EXEC) benefit group automatically links the employee to the benefits available to executives in your organization.

Participation Date

Enter the date the employee began participating in the company deferred income or stock option plan. This date must be later than the date in the Date Started field.

Alternate Employee No

Enter an alternate employee number, typically the number from the employee tracking system that your organization used prior to converting to the JD Edwards EnterpriseOne system.

To search using this number, preface the number with a slash (/).

Check Route Code

Enter a code from UDC 07/CR that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery.

Data Protection Code

Enter a code from UDC 05/DP to indicate the status of the employee's agreement for the transmission of his or her personal data outside of his or her work country.

Data Protection Date

Enter the date on which the data protection code was last updated.

Move to Applicant Pool

Enter a code that you use to indicate whether a terminated employee should be moved into the applicant pool. When you move an employee to the applicant pool, the system changes the employee search type to applicant (A). If you do not move the employee to the applicant pool, the system changes the employee search type to terminated (X).

If the applicant table does not exist, the system always changes the employee search type to terminated (X).

Country

Enter a value that specifies the country for which the system displays country-specific forms and fields. For example, for an employee whose country code is CA (Canada), the system displays the National and Fiscal Data form for Canada, where you can enter information that applies to Canadian employees only, such as national occupational classification. For employees whose country code is US (United States), the system displays the National and Fiscal data form for the United States.

You must enter a value in this field. Blank is not a value.

Note:

After you enter basic employee information, you must enter address book information. When you enter an address book record for an employee, the system automatically enters an E (employee) in the Search Type field. If you are entering a record for a subcontractor, you must manually enter an S in that field.

See "Entering Address Book Records", in the JD Edwards EnterpriseOne Applications Address Book Implementation Guide

16.6 Entering Employee Personal Information

This section provides and overview of employee personal information entry and discusses how to enter employee personal information.

16.6.1 Understanding Employee Personal Information Entry

After you complete the Address form, you must enter employee personal information.

Personal information includes items such as marital status, gender, and birth date. Use this information to track employee-specific information for reporting and analysis.

When you need to update employee personal information that has already been entered, you can use the Employee Information program (P0801) on the Employee Management menu (G05BE1) to select an employee, select Personal from the Row menu, and enter changes. If your organization uses JD Edwards EnterpriseOne self-service software, employees can also enter their own changes.

16.6.2 Form Used to Enter Employee Personal Information

Form Name FormID Navigation Usage
Personal W0801EMPD Employee Management (G05BE1), Employee Information

Select Personal from the Row menu.

Enter employee personal information.

16.6.3 Entering Employee Personal Information

Access the Personal form.

After you enter basic employee information, you must enter personal information. The system displays the appropriate form automatically.

Ethnic Code

Enter a code from UDC 07/M that designates the minority classification of the employee according to U.S. Equal Employment Opportunity Commission (EEOC) standards. The predefined codes are hard-coded. Do not change these predefined codes. You can add codes, if necessary.

The system does not display the Ethnic Code field for Canadian employees.

Gender

Enter a value that specifies the employee gender. Values are:

M: Male

F: Female

Date of Birth

Enter the employee's date of birth.

Preferred Name

Enter the preferred name of the employee. For instance, an employee might have the legal name of Catherine but might be known as Cathy.

Birth Name

Enter the surname that a female employee had at birth. This information is used for all government reports.

Name - Employee

Enter a value in this 50-character alphabetical field for the extended name for an employee. You can use this field on certain designated reports in place of the normal 40-character name.

Additional Name

Enter a value to store an optional middle name(s), a previous married name, or an alias associated with the employee.

Salutation

Enter the salutation code is used to identify the proper title for a given employee. Some examples are Mr., Ms., Dr., and so on.

Suffix

Enter the suffix code is used to identify the credentials for a given employee. Some examples are Phd, MD, CPA, and so on.

Marital Status

Enter a code from UDC 06/MS that specifies the employees' federal marital status code as retrieved from the W-4 form. This code is used in the computation of all federal income tax. You can add codes if needed.

Life Ins. (Annual Salary 1) (life insurance (annual salary 1))

Enter a value to calculate deductions, benefits, and accruals (DBAs) for an employee's life insurance premium. Any table method that begins with I uses this field.

Life Ins. (Annual Salary 2) (life insurance (annual salary 2))

Enter a value to calculate deductions, benefits, and accruals (DBAs) for a spouse's life insurance premium. Any table method that begins with F uses this field.

Spouse Date of Birth

Enter the date of birth for the spouse of the employee. This field is used by the table method SL to perform the DBA calculation for spouse life insurance.

Spouse Age

Enter the age, as of a current date, for the spouse of the employee. This field can also be updated automatically using the Update Employee Master Age As Of report (R083495). This field is used by the table method SL to perform the DBA calculation for spouse life insurance.

Spouse Life Ins. Amount

Enter the life insurance amount of coverage for an employee's spouse life insurance premium. This field is used by the table method SL to perform the DBA calculation for spouse life insurance.

Country Of Birth

Enter a code from UDC 00/CN that identifies a country. The country code has no effect on currency conversion.

The JD Edwards EnterpriseOne Address Book system uses the country code for data selection and address formatting.

Alien Reg. No (alien register number)

Enter the alien registration number for employees who have more than one ID. For instance, if you have a foreign employee who is working under a green card, you could record that number in this field.

Currency Code

Enter a code that identifies the currency of a transaction.

Employee Age (As of Jan 1st)

Enter the age of the employee as of a certain date (for example, January 1st) for a given year. You can manually update this field or the system can update this field when you run the Update Employee Master Age report (R083495).

Language

Enter a code from UDC 01/LP that specifies the language to use on forms and printed reports. Before you specify a language, a code for that language must exist at either the system level or in your user preferences.

1st Nationality-Citizenship,

Enter a code from UDC 00/CN that indicates the first country in which the employee has citizenship.

2nd Nationality and 3rd Nationality

Enter a code from UDC 00/CN that indicates the second or third country, if any, in which the employee has citizenship

16.7 Entering Organizational Assignment Information

This section provides an overview of organizational assignment information entry and discusses how to:

  • Set processing options for Employee Organizational Assignments (P0801ORG).

  • Enter organizational assignment information.

16.7.1 Understanding Organizational Assignment Information Entry

After you complete the Personal form, you must enter organizational assignment information.

Organizational assignment information includes detailed information about the employee's work assignment, such as job type, job step, home business unit, performance appraisal types and dates, and employee competency levels.

When you want to review job history for values on this form, first place the cursor in the desired field and then select the Job Hist. Tracking menu option. To review history for other values on this form that you might be tracking, place the cursor in the desired field and then select the History Tracking menu option. To track historical information, you must first set up the values that you want to track.

16.7.1.1 Performance Appraisals and Organizational Information

If you are using the Performance Appraisal module in the JD Edwards EnterpriseOne Human Resources system to create employee appraisals, the system automatically updates the Last Review Type and Last Review Date fields on the Organizational Assignment form when an appraisal is completed. You can then review the employee's appraisal directly from the Organizational Assignment form using the Performance Appraisal menu option.

For example, if a dispute arose about the level of an employee's salary, a human resource administrator could easily review the employee's record, and also access the employee's performance appraisal directly, to ensure that all necessary information is taken into account.

If no appraisals have been created for the employee, the Performance Appraisal option is disabled.

You can also review current and historical performance appraisals that were completed by a specified supervisor. On the Work With Organizational Assignments form, you choose an employee who is assigned to the specified supervisor, and then select the Performance Appraisal menu option. You can select any employee who is associated with that supervisor, regardless of whether that employee has a completed performance appraisal.

For example, human resource administrators might need to verify whether a supervisor has completed all of the performance appraisals for the department. Using this option, you can review all completed appraisals, or all appraisals that have not yet been completed by a specified supervisor.

16.7.2 Mobile Enterprise Application for Employee Information

The following mobile application is available, and can be used to search for employees and view employee organization, location, and contact information on a mobile device:

  • Contact Employee (Smartphone)

This application require system administrator configuration before they are available to individual users. Contact your system administrator to determine whether this application is available for use.

Additionally, see the following topic in the JD Edwards EnterpriseOne Applications Mobile Enterprise Applications Implementation Guide:

16.7.3 Form Used to Enter Organizational Assignment Information

Form Name FormID Navigation Usage
Organizational Assignment W0801ORGA Employee Management (G05BE1), Organizational Assignment (P0801ORG).

On the Work With Organizational Assignments form, select the employee for which you want to enter organizational assignment information and then click Select.

Enter organizational assignment information.

16.7.4 Setting Processing Options for Employee Organizational Assignments (P0801ORG)

Processing options enable you to specify the default processing for programs and reports.

16.7.4.1 Defaults

Use these processing options to determine what default job-related information the system uses to fill in the employee master information record when you add or change the job type for an employee.

The program uses default information from the Job Information table (F08001) and the Business Unit / Job ID. X-Ref table (F08005), depending on which combination of processing options is set.

The Job Information Add and Job Type Change processing options use data in the F08001 table unless the Business Unit/Job ID Information processing options are set to 1 (default). When the Business Unit/Job ID Information Add and Business Unit/Job ID Information Change processing options are set to 1 and there is a matching business unit / job type record in the F08005 table, the union code, benefit group, and workers compensation information comes from the F08005 table. All other data comes from the F08001 table. If there is no matching business unit/job type record in the F08005 table, all data comes from the F08001 table.

The Job Category Add and Job Category Change processing options use data in the F08001 table if a matching job type/step record exists in that table. If no matching record exists, no data is used and no data is retrieved for the Job Information Add and Job Type Change processing options.

The Job Default Window processing options specify the setting that the system uses to automatically provide information from the F08001 table for the Job Default Window program (P08JD). The system displays the Job Default Window only when you are entering a new employee into the system.

The Business Unit/Job ID Information Add and Business Unit/Job ID Information Change processing options use data in the F08005 table. If the Job Information Add and Job Type Change processing options are set to 1 and a matching record does not exist in the F08005 table, the system uses data from the F08001 table.

1. Job Information Add

Specify whether the system enters default job information into the employee record when you specify a job type for a new employee.

The application uses the following as default data: pay frequency, union code, EEO job category code, pay class, pay grade, overtime exempt, pay grade step, benefit group, workers compensation, and subclass. Values are:

0: Do not use default data.

1: Use default data.

Note:

Only union code and EEO job category display on the Organizational Assignment form. The rest of the information is used throughout the Employee Master table.
2. Job Information Change

Specify whether the system populates the employee record with default job information when you change a job type for an existing employee.

The application uses the following as default data: pay frequency, union code, EEO job category code, pay class, pay grade, overtime exempt, pay grade step, benefit group, workers compensation, and sub class. Values are:

0: Do not use default data.

1: Use default data.

Note:

Only union code and EEO job category display on the Organizational Assignment form. The rest of the information is used throughout the Employee Master table.
3. Job Default Window

Specify which of the radio buttons, in the Job Default Window, will be selected when first entering the window. Values are:

0: To specify the Always Use Default Information button.

1: To specify the Only Use Defaults to Overwrite Blank Values button.

4. Job Category Add

Specify whether the system populates the employee record with default job category codes when you specify a job type for a new employee.

The application checks the F08001 table to see if the user-selected job type/step exists. If it does, the application uses any payroll category codes (10 in all) associated with the job type/step in the Employee/Job Category Codes form. Values are:

0: Do not use default data.

1: Use default data.

5. Job Category Change

Specify whether the system populates the employee record with default job category codes when you change a job type for an existing employee.

The application checks the F08001 table to see if the user-selected job type/step exists. If it does, the application will use any payroll Category Codes (10 in all) associated with the job type/step in the Employee/Job Category Codes form. Values are:

0: Do not use default data.

1: Use default data.

6. Business Unit/Job ID Information Add

Specify whether the system populates the employee record with the default business unit/job information cross-reference when you specify a job type for a new employee.

The application uses the union code, workers compensation, and benefit group from the F08005 table. Values are:

0: Do not use default data.

1: Use default data.

Note:

Only union code appears on this application. The remaining two are used in the Employee Master table.
7. Business Unit/Job ID Information Change

Specify whether the system populates the employee record with the default business unit/job information cross-reference when you change a job type for an existing employee.

The application uses the union code, workers compensation, and benefit group from the F08005 table. Values are:

0: Do not use default data.

1: Use default data.

Note:

Only union code appears on this application. The remaining two are used in the Employee Master table.

16.7.4.2 Versions

Use these processing options to specify the program version that the system uses for Resource Competency Information (P05100), Competencies Gap Analysis (P08008), and Employee Performance Appraisals (P087712). If a custom version does not exist and you do not enter the version number, the system uses the default version of each program.

1. Resource Competency Information Version

Specify the version of the Resource Competency Information program (P05100) that the system uses. If you leave this processing option blank, the system uses the default version, ZJDE0002.

When you define a version of the Resource Competency Information program, you can use a processing option to specify the Competency Update Event Code.

2. Gap Analysis Version

Specify the version of the Competencies Gap Analysis program (P08008) that the system uses. If you leave this processing option blank, the system uses the default version, ZJDE0003.

When you define a version of the Competencies Gap Analysis program, you can set processing options to specify the audience and a default version of the Job Competencies In An Organization program (P08006).

3. Performance Appraisal Version

Specify the version of the Employee Performance Appraisals program (P087712) that the system uses. If you leave this processing option blank, the system uses the default version, ZJDE0006.

When you define a program version of the Employee Performance Appraisals program, you can set processing options that control various aspects of the program.

16.7.5 Entering Organizational Assignment Information

Access the Organizational Assignment form.

Supervisor

Enter the address book number of the supervisor.

Mentor

Enter a number that identifies an entry in the JD Edwards EnterpriseOne Address Book system. Use this number to identify mentors.

Team

Enter a code that identifies a team.

Position ID

Enter a code that you use for budgetary (position) control purposes. The position ID consists of:

  • Position (position code and its description).

  • Fiscal year.

  • Home business unit.

For example, you can identify position A0-1 as Accounting Manager for fiscal year 2007-2008, for home business unit 41.

You might choose to set up positions so that the position IDs are the same as the corresponding job IDs. Within a home business unit, positions appear in the alphanumeric sequence of their position IDs. For example, position A0-1 appears before position A0-2.

Locality

Enter a code from UDC 07/SL that defines the different salary localities within an organization. For example, you can compare salaries for employees on the East Coast with employees in the Midwest.

EEO Job Category (equal employment opportunity job category)

Enter a code from UDC 07/J that specifies classifications established by the U.S. Equal Employment Opportunity Commission (EEOC) or the Canadian Employment Equity Occupational Group (EEOG) for use in reporting levels of minority employment. Do not change any of the codes provided by the JD Edwards EnterpriseOne system. You can add codes if needed.

Date in Current Position

Enter the date the employee started the current position.

Date in Current Job

Enter the date when an employee started working in this job.

Employment Status

Enter a code from UDC 07/ES that specifies an employee's status within the company. You can change the default codes or set up new codes to meet the needs of your company. Sample values include:

Blank: Full-time regular.

1: Full-time temporary.

2: Part-time temporary.

3: Part-time regular.

4: Seasonal.

5: Casual.

Date Pay Starts

Enter the date that an employee may begin participating in the company's benefit plans or may be included in payroll processing.

You can also use this field to provide a beginning date for seasonal employees or for employees who work only part of the year (such as a teacher who works only nine months of the year).

Organizational Business Unit

Enter a business unit that is included in the organizational structure for job competencies. You use organizational business units to assign job competency information to levels within your organizational structure. This business unit is independent of an employee's home business unit and security business unit.

% Competency Achieved (percent competency achieved)

Enter a number that indicates how an employee is progressing in relation to the required competency level for a particular job.

The system calculates this value by first calculating the value for the Employee Competency Percent of Required field (EEPCTRQD) for all employee competencies that are related to a job competency for a particular job. The system then multiplies these percentages by their respective weighting factor and adds them together to determine the total job competency percent achieved.

Last Competency Review Date

Enter the date on which the last job competency review took place.

Perf. Appraisal Level (performance appraisal level)

Enter a code that specifies the level of proficiency at which a supervisor rates a person or asset for a particular competency type and competency code.

Last Review Type

Enter a code from UDC 06/RV that identifies the type of the last salary or wage review for which the score for the employee performance appraisal was updated.

Last Review Date

Enter the date that the employee's last performance appraisal was completed.

Next Review Type

Enter a code from UDC 06/RV that specifies the type of performance review to be completed for the next review period.

Next Review Date

Enter the date on which the employee is scheduled for the next performance or salary review. This field is for information only. It is not used by any programs or processes in the system.

Job Title

Enter a title associated with an employee's job.

Shift Code

Enter a code from UDC 00/SH that identifies the employee's daily work shift.

In payroll systems, you can use a shift code to add a percentage or amount to the hourly rate on a timecard.

For payroll and time entry: If an employee always works a shift for which a shift rate differential is applicable, enter that shift code on the employee's master record. When you enter the shift on the employee's master record, you do not need to enter the code on the timecard when you enter time. If an employee occasionally works a different shift, you enter the shift code on each applicable timecard to override the default value.

Date Pay Stops

Enter the date when an employee should no longer be included in a payroll cycle or the date when an employee stops participating in the company's benefit plans.

You can use this date for terminated employees, seasonal employees, or employees who work only part of the year (such as a teacher who works only nine months of the year). See also data item PSDT.

This date may also be the date that a deduction, benefit, or accrual instruction stops.

Note:

The Date Pay Stops is the last date a payroll may be run for an employee.

Note:

If you set the processing options for the Employee Organizational Assignment program (P0801ORG) to use default job information from the Job Information table (F08001), the system displays the Job Default Window form.

If the Job Default Window form appears, review the information on this form, make any necessary changes, and then click OK.

16.8 Entering Basic Compensation Information

This section provides an overview of basic compensation information entry and discusses how to:

  • Set processing options for Basic Compensation (P0801CMP).

  • Enter basic compensation information.

16.8.1 Understanding Basic Compensation Information Entry

After you complete the Organizational Assignment form, you must enter compensation information.

Basic compensation information includes pay information, such as salary, hourly rate, pay class, and pay grade.

When you want to update compensation information that has already been entered, you can select the Basic Compensation program (P0801CMP) from the Employee Management menu (G05BE1), locate the employee whose record you need to change, and then select Basic Compensation from the Row menu.

When you want to review job history for values on this form, first place the cursor in the desired field and then select the Job Hist. Tracking menu option. To review history for other values on this form that you might be tracking, place the cursor in the desired field and then select the History Tracking menu option. To track historical information, you must first set up the values that you want to track.

16.8.2 Form Used to Enter Basic Compensation Information

Form Name FormID Navigation Usage
Basic Compensation W0801CMPA Employee Management (G05BE1), Employee Information

Select a record on the Work With Employee Information form and then select Basic Compensation on the Row menu.

Enter basic compensation information.

16.8.3 Setting Processing Options for Basic Compensation (P0801CMP)

Processing options enable you to specify the default processing for programs and reports.

16.8.3.1 Process

Use these processing options to specify whether the system sends a workflow message when a salary change exceeds the specified amount or percentage. When the threshold is exceeded, the system activates the Employee Salary Change Approval process (EEMAST1) in workflow. The system updates the new salary change only after the workflow request is approved.

1. Workflow - Salary Threshold

Specify an amount that, if the salary is increased by the amount entered or increased by more than the amount entered, then the system initiates the Employee Salary Change Approval Process (EEMAST1) workflow. The system sends an approval message to the workflow recipient, and the salary is updated after the change is approved.

2. Workflow - Salary Percent Change Threshold

Specify the percentage of salary increase at which the system starts the Change Approval Workflow Process (EEMAST1). When the salary is increased to or beyond the percent entered, the system starts the workflow process. The system sends an approval message to the workflow recipient and the salary is updated only after the change is approved.

16.8.4 Entering Basic Compensation Information

Access the Basic Compensation form.

After you enter organizational assignment information, you must enter compensation information. The system displays the appropriate form automatically.

Salary

Enter the amount that an employee is paid in one year, assuming that the employee is paid every pay period of the year.

Hourly Rate

Enter the employee's hourly rate, which is retrieved during time entry. If you enter a rate in this field on any other form, that rate can override the value in the Employee Master table.

In the Employee Master table, this number is the employee's base hourly rate. In the Union Rates table, it is the straight time rate.

Note:

If you change the number of the data display decimal digits for this field, you must also change Rate - Base Hourly field (BHRT) and the Rate - Hourly field (SHRT) so that they have exactly the same number of data display decimal digits.
Std Hrs/Day (standard hours/days)

Enter the number of hours that the employee normally works in one day. If you leave this field blank, the default is the standard number of hours per day that you defined in the Company Options program (P05001C).

For example, if you specified 8 as the standard number of hours per day in the company option, but a few employees normally work 7 hours per day, enter 7 in this field for those employees.

Pay on Std Hours (pay on standard hours)

Enter the standard number of hours that you want to pay an hourly employee for in each payroll, regardless of whether the employee works more or less hours. If you leave this field blank, the system calculates pay based on time entry only.

Std Hrs/Year (standard hours/year)

Enter the number of work hours in the year. When you do not set the HRM Foundation Position Control Options to use the Pay Grade Step table as the pay-rate source, the system uses this number to compute the hourly rate when you supply the annual salary (or to compute the annual salary when you supply the hourly rate).

When you set the HRM Foundation Position Control Options to use the Pay Grade Step table as the pay rate source, the system uses this sequence to search for the standard number of hours that it uses to calculate the salary or hourly rate per pay period:

  1. Employee entry forms (this field).

  2. Pay Grade Step table (hours per day multiplied by days per year).

  3. Payroll company constants for the employee's company.

  4. Payroll company constants for the default company (company 00000).

  5. Data dictionary.

  6. System default value of 2080 standard hours per year.

When you enter a value in this field, the value that you enter overrides the default value from the Pay Grade Step table.

Std Days/Year (standard days/year)

Enter the number of workdays in a year. The number of standard days per year multiplied by the number of hours per day equals the standard hours per year.

When you set up the System Options program (P05001S) and to use the pay grade step table as the default source for the pay rate, the system calculates the salary for an employee by multiplying the standard days per year by the employee's hourly rate.

Default Auto Pay Type

Enter a code that specifies the default pay type to be used in the generation of autopay in those instances where the system does not use the employee labor distribution instructions.

If nothing is entered in this field, the system uses pay type 001.

FTE (full-time equivalent)

Enter the full-time equivalent (FTE) amount. This figure is the portion of a full-time worker that an employee represents within the business unit. For example, an employee who works 20 hours per week would represent .50 (1/2 FTE). This number cannot be greater than 1 for any employee.

Pay Class

Enter a code that specifies how an employee is paid. Values are:

H:: Hourly

S: Salaried

P: Piecework

Pay Grade/Step

Enter a code that designates a category for grouping employees according to pay ranges. For each pay grade, you enter a pay range that includes a minimum, a midpoint, and a maximum pay rate. The system uses these pay ranges to calculate compa-ratios for the employees that you assign to pay grades. After you enter a pay grade for an employee, the system displays either an error or a warning message if you enter a rate for the employee that is not within the pay range for the employee's pay grade.

To set up pay grades, use the Pay Grades by Class program (P082001).

If you have set up the system to use rates in the Pay Grade Step table as the default pay rates for employees, changing an employee's pay grade step causes the system to automatically update these fields:

  • Salary

  • Hourly Rate

  • Std Hrs/Day (standard hours per day)

  • Std Hrs/Year (standard hours per year)

  • Std Days/Year (standard days per year)

To review pay history information, click in one of these fields and then select Job and Pay History from the Form menu.

Overtime Exempt

Enter a code that indicates whether the employee fits the rules of the Fair Labor Standards Act (FLSA) and thus does not have to be paid for working overtime. Values are:

Y: The employee fits the rules and does not have to be paid for working overtime.

N: The employee does not fit the rules and is to be paid for working overtime.

Review Type

Enter a code that indicates the last compensation review type.

Last Comp Review Date (last compensation review date)

Enter the date the last compensation review was given.

Next Comp Review Date (next compensation review date)

Enter the date on which the employee is scheduled for the next compensation review.

Tier/Ranking

Enter a value that allows a supervisor to either rank employees individually or group them into tiers. When employees are ranked, each employee is assigned a unique number. When employees are grouped into tiers, several employees can have a common number. For example, a supervisor can assign a tier of 1 through 3 to 12 employees. Each employee can be assigned to tier 1, 2, or 3.

Last Tier/Ranking Review Date

Enter the date the tier/rank was last updated.

To review pay history information, click in the Pay Grade of Grad Step field and then select Job and Pay History from the Form menu.

Selecting the Job and Pay History option displays the Job and Pay History Window form. The Job and Pay History Window form uses information from the Employee Master Information table (F060116) and the Employee Jobs History File table (F060119).

To review human resources history information, click in any field except Job Type/Step and then select History Tracking from the Form menu.

Choosing the History Tracking options displays the History Window form. The History Window form uses information from Employee Master Information table (F060116) and the HR History table (F08042). The data that the system displays might be different, depending on whether the system option for history tracking is enabled.

16.9 Entering Country-Specific Information for Employees

This section provides an overview of country-specific information entry for employees and discusses how to:

  • (USA) Enter country-specific information for U.S. employees.

  • (CAN) Enter country-specific information for Canadian employees.

16.9.1 Understanding Country-Specific Information Entry for Employees

After you complete the Basic Compensation form, you must enter country-specific information.

The system uses the value that you entered in the Country field on the Employee form to determine if a country-specific form appears next.

When you enter country-specific information, the system displays fields for only the information that applies to the country code that you entered for the employee. Many of these fields are user-defined fields that you can customize to meet the specific needs of your organization.

Country-specific information includes information that is required only in the country in which the employee works.

16.9.2 Form Used to Enter Country-Specific Information for Employees

Form Name FormID Navigation Usage
National and Fiscal Data - USA W0801USA The system automatically displays the National and Fiscal Data - USA form after the previous task, if applicable. Enter country-specific information for employees.
National and Fiscal Data - Canada W0801CAA Employee Management (G05BE1), Employee Information

Complete the steps for entering an employee. After you enter compensation information, the system automatically accesses the National and Fiscal Data - Canada form.

Enter country-specific information for employees.

16.9.3 (USA) Entering Country-Specific Information for U.S. Employees

Access the National and Fiscal Data - USA form.

After you enter basic compensation information, you must enter country-specific information. The system displays the appropriate form automatically.

Note:

If you use the GeoCoder, the system uses the employee address information to determine the GeoCode for the Tax Area (Residence) field, and uses the GeoCode from the employee's home business unit as the GeoCode for the Tax Area (Work) field. The system automatically populates these fields if there is only one possible GeoCode available for the field.

See Understanding Tax Area Information Assignment Using the GeoCoder

First Name Initial

Enter the first letter of the employee's first (given) name. This is primarily used to facilitate certain statutory reporting requirements.

Middle Name Initial

Enter the first letter of the individual's middle name. This is primarily used to facilitate certain statutory reporting requirements.

Tax Area (Work)

Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the values your location, refer to the documentation for the tax calculation software that you are using.

Tax Area (Residence)

Enter a code that identifies both the geographical location and the tax authorities for the employee's residence. Authorities include employee and employer statutory requirements. This code is synonymous with GeoCode. Refer to Vertex System's Master GeoCode File for values for your locations.

School District Code

Enter a code from UDC 06/SD to specify the school district tax for taxation purposes. Vertex automatically calculates the school district tax. This feature is primarily used by the public sector.

Work Tax Area Source

Enter a code that the system uses to determine the source for obtaining the tax area code for the employee's work location. Values are:

N: Use time entry, job master, employee labor rules or employee master to determine Tax Area.

E: Always use the Work Tax Area from the employee master on time record.

If you leave this option blank, the system assumes N.

Marital Status (Federal)

Enter a code from UDC 06/MS that specifies the employees' federal marital status code as retrieved from the W-4 form. This code is used in the computation of all federal income tax. When you enter information for employees 2020 W-4, you must enter A, H, J in the Marital Status (Federal) field.

When you enter information for W-4 the year 2020 and later, you must enter A, H, J in the Marital Status (Federal) field. If you enter any other codes in this field for employees, the system processes information as if the fields were populated with J.

Marital Status (State)

Enter the employee's work state marital status code as retrieved from the state W-4. This code is used in the computation of all state payroll taxes associated with the state in which the employee performed work.

If you leave this field blank, the Federal status is used.

When you enter information for employees in Missouri, you must enter A, H, J, or S in the Marital Status (State) field. If you enter any other codes in this field for employees in Missouri, the system processes information as if the fields were populated with S.

Marital Status (Local)

Enter the employee's local marital status code as retrieved from the locality's W-4.

This code is used in the computation of all local (city, county) payroll taxes associated with the state in which the employee performed work.

If you leave this field blank, the Federal status is used.

Marital Status (Resident)

Enter a code from UDC 06/MS that specifies the marital status code for the state of residence. This code is used for tax computations. This code is related to specific Vertex system codes (see the Vertex Tax Manual for their explanation). Also, two special codes have been provided: one designates single for Federal and married for State, and the other designates married for Federal and single for State.

When you enter information for employees in Missouri, you must enter A, H, J, or S in the Marital Status (Resident) field. If you enter any other codes in this field for employees in Missouri, the system processes information as if the fields were populated with S.

Source of SUI/SDI Reporting (source of state unemployment insurance/state disability insurance reporting)

Enter the work tax area that is used for SUI reporting.

You can specify that the system use either the resident state or the work state, regardless of where the employee worked. FUI (federal unemployment insurance) is calculated in the same state where SUI is calculated. Weeks worked are the number of weeks the employee worked in the taxed state. Values are:

N: Use the work tax area in the time entry record to determine SUI. This is the default value.

R: Always use residence tax area from Employee Master table even if the time entry record is different.

W: Always use work tax area from Employee Master table even if the time entry record is different.

EIC Status (earned income credit status)

Enter a code that specifies whether the employee qualifies for the earned income credit and elects for the employer to give him or her the advance. Values are:

N: The employee does not qualify (default).

Y: The employee qualifies and the employee is single/head of household.

M: The employee qualifies and is married without spouse filing certificate.

B: The employee qualifies and his or her spouse also qualifies.

Tax Method

Enter a code from UDC 07/TM that specifies the tax method that the Vertex payroll-tax calculation system uses to calculate certain taxes.

This code can also determine the form that the employee receives for year-end tax reporting. For example, when you enter C, a contract employee receives IRS Form 1099-M rather than IRS Form W-2. If a form is not specified in Description 2, the system generates IRS Form W-2.

For employees who are paid multiple times within one pay period, the system should review previous payments within the same pay period and then adjust tax amounts. To specify this function, enter S.

If a tax method exists for an employee in addition to the normal tax method that is set up in the Employee Master Information table (F060116), the system can use the alternative tax method to interactively process interim payments. To specify this function, enter Z.

Some values, such as S and Z, might require additional setup in the UDC table.

Worker's Comp (worker's compensation)

Enter a code from UDC 00/W that represents a workers' compensation insurance (WCI) code. This code should correspond to the classifications on the periodic workers' compensation insurance reports.

S C (special circumstances)

Enter a code that specifies any special circumstances associated with the workers compensation insurance (WCI) code, resulting in multiple rates for the same WCI code due to location or risk, for example. The subclass should remain blank if multiple rates do not exist. Values are:

Blank: There are no special circumstances.

F: There are special circumstances.

I9 Status

Enter a code indicating the method used to verify that this employee is eligible to work in the United States. Values are:

Y: I9 form on file.

P: Passport used for verification.

L: Driver's license and Social Security card.

V: Visa (worker's permit).

B: Birth certificate.

N: Waiting for verification.

Disability

Enter a code indicating whether this employee has a mental or physical disability. Values are:

Y: Yes.

N: No.

U: Unknown.

Disabled Veteran

Enter a code indicating whether this employee is a disabled veteran. Values are:

Y Yes.

N No.

This field is used to generate the Veterans Employee (VETS-100) report.

Veteran

Enter a code that indicates the veteran status of the employee for EEO (equal employment opportunity) reporting purposes. Values are:

N: No, this employee is not a veteran.

Y: Yes, this employee is an Other and Newly Separated veteran, as defined by the U.S. Department of Labor.

V: This employee is a Vietnam veteran.

O: This employee is a veteran, classified as Other, as defined by the U.S. Department of Labor.

S: This employee is a veteran, classified as a Newly Separated, as defined by the U.S. Department of Labor.

W: This employee is a Vietnam veteran, classified as a Other, as defined by the U.S. Department of Labor.

S: This employee is a Vietnam veteran, classified as a Newly Separated, as defined by the U.S. Department of Labor.

Z: This employee is a Vietnam veteran, classified as a Other and Newly Separated, as defined by the U.S. Department of Labor.

Residency Status

Enter a value that identifies out-of-state employees for whom an employer must withhold tax for the state of residence. Values are:

N (Default): Uses the employee residence state to calculate taxes. Because the work state has a reciprocal agreement with the employee state of residence, the system uses the employee residence state from the Employee Master Information table (F060116).

W: Uses only the work state to calculate taxes.

Region

Enter a region within a state. This field is intended for use in preparation of unemployment reports for some states.

Standard Occ Class (standard occupational class)

Enter a code that identifies occupational titles and their definitions.

These codes are used in one or more states in the preparation of unemployment reports.

16.9.4 (CAN) Entering Country-Specific Information for Canadian Employees

Access the National and Fiscal Data - Canada form.

Continue the current process by completing the next form. If you need to return to National and Fiscal Data - Canada, click Back.

Tax Area (Residence)

Enter a code that identifies both the geographical location and the tax authorities for the employee's residence. Authorities include employee and employer statutory requirements. This code is synonymous with GeoCode. Refer to Vertex System's Master GeoCode File for valid codes for the locations.

Tax Area (Work)

Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the valid codes for the location, refer to the documentation for the tax calculation software that you are using.

Medical Plan ID (medical plan identification)

Enter a unique identifier for secondary employee numbers, such as an employee's health insurance plan ID number.

National Occ Code (National Occupational Classification code)

Enter a code that identifies the National Occupational Classification (NOC) for a job or employee. The Canadian government defines NOC codes.

See Canadian Federal Employment Equity documentation for more information about NOC codes.

Census Metrop Area (census metropolitan area)

Enter a code that identifies the Census Metropolitan Area code of work. The Canadian government defines valid codes and publishes them in the Canadian Federal Employment Equity documentation.

Sector Industry Code

Enter the Sector Industrial Code. The Canadian government defines valid codes and publishes them in the Canadian Federal Employment Equity documentation.

Workers' Comp (workers' compensation)

Enter a user-defined code (00/W) that represents a workers' compensation insurance (WCI) code. This code should correspond to the classifications on the periodic workers' compensation insurance reports.

Disability

Enter a code indicating whether this employee has a mental or physical disability. Codes are:

Y: Yes.

N: No.

U: Unknown.

Ethnic Code

Enter a user-defined code (07/M) that designates minority classifications according to U.S. Equal Employment Opportunity Commission (EEOC) and Canadian Employment Equity Occupational Group (EEOG) standards. The predefined codes are hard-coded. The system uses these codes to generate Equal Employment Opportunity (EEO) reports and to compile Canadian Employment Equity information. Do not change these predefined codes. You can add codes, if necessary.

16.10 Entering Employee History Information

This section provides an overview of employee history information entry and discusses how to enter employee history information.

16.10.1 Understanding Employee History Information Entry

After you complete the preceding form, you can enter employee history information. You enter this information only if the system is set up to track employee history.

You can set up the system to track employee history when you enter a record for a new employee or change existing employee information. You specify the data items for which you want to track history. Then, each time you change the information in those data items, the system updates the HR History table (F08042).

When you need to access the History Window form after the initial hiring process, you can select the Employee Information program (P0801) from the Employee Management menu (G05BE1), and then select an employee record. Then, from the Employee form, you can select History Tracking from the Form menu.

16.10.2 Forms Used to Enter Employee History Information

Form Name FormID Navigation Usage
Change Reason W08EFTA N/A Enter employee history information.

16.10.3 Entering Employee History Information

Access the Change Reason form.

After you enter country-specific information, you must enter employee history information. The system displays the appropriate form automatically.

Effective On

Enter the effective date that you want to record all the changes to the HR History table (F08042) and the Employee Turnover Analysis table (F08045). The changes that you make to the Employee Master table take effect immediately. If you are adding an employee record and you do not enter a date in this field, the system uses the date started as the effective date.

Change Reason

Enter a code from UDC 06/T that indicates the reason an employee's record changed. For example, you can enter the reason you are recommending a salary or rate change.

If you are reactivating an employee, you must change the code in this field to a numeric character. The default reason code for new hires is the default value for this data item.

Note:

Depending on your country of preference, the system might provide an employee tax form.

16.11 (USA) Entering Tax Withholding and Override Information for U.S. Employees

This section provides an overview of tax withholding and override information entry and discusses how to enter tax withholding and override information.

Note:

Oracle does not provide tax advice. This documentation is intended to provide users with information about how to enter tax information into the system. This document is not intended to provide users with information about which values to enter for an employee. For specific information about the values to enter for employee tax overrides, refer to the Quantum Calculation Guide for State/Local Reciprocity, or contact your local taxing authorities.

16.11.1 Understanding Tax Withholding and Override Information Entry

After you complete the Change Reason form, you can enter tax withholding and override information for a new employee or change existing employee information.

When you need to change tax withholding and override information that has already been entered, you can select Employee Tax Overrides - USA from the Employee Management menu (G05BE1).

You enter tax withholding and override information to indicate the number and type of exemptions that employees claim on their withholding allowance forms. Quantum for Payroll Tax, the tax calculation system that integrates with the JD Edwards EnterpriseOne Payroll system, uses this information to calculate employees' taxes each pay period. The system provides the tax area and tax type for federal income tax (tax type A) with no exemptions and no override withholding amount. If the employee has any exemptions, you must enter the number of exemptions. The system uses the number of federal exemptions to calculate all taxes unless you enter separate override records for state and local taxes.

Quantum for Payroll Tax currently supports percentage or flat amount overrides of federal and state tax calculations for non-supplemental pay. These flat or percentage amount overrides can be taken in addition to the taxes that the system calculates or they can replace the tax amounts that the system would calculate.

When an employee receives supplemental pay along with non-supplemental pay in the same payment, and that employee has tax amount overrides, the system uses the tax overrides when calculating the tax amount to be withheld from the employee's non-supplemental pay and uses the federal supplemental tables to calculate tax for supplemental pay. However, when an employee who has tax override amounts receives a payment containing only supplemental pay, the system disregards the federal tax overrides and taxes the employee using the applicable federal supplemental pay tax rates supplied by Quantum for Payroll Tax. These examples illustrate the differences in tax results when an employee receives supplemental pay and has tax overrides. Please note that the numbers in these examples are for illustration purposes only, and are not intended to reflect actual tax amounts as defined by governmental taxation authorities.

16.11.1.1 Example 1

Employee A has no tax overrides and receives regular gross pay of 2307.33 USD. The resulting tax amount for the payment is 475.33 USD. This example is used to illustrate what the tax amount might be for an employee with no tax overrides and no supplemental pay. If you compare the amounts in this example to those in these examples, you can see how tax overrides and supplemental pay can affect tax results.

16.11.1.2 Example 2

Employee A has an additional tax override for 10 USD. The employee receives regular gross pay of 2307.33. The resulting tax amount for the payment is 485.33 USD, which includes the 475.33 USD which is associated with the regular pay, along with the additional 10 USD entered as an override. In this example, the tax override amount is used to calculate the final tax amount.

16.11.1.3 Example 3

Employee A has no tax overrides and receives regular gross pay of 2307.33 USD along with 250 USD of supplemental pay on the same payment. The resulting tax amount is 544.08 USD, which includes the 475.33 USD associated with the regular pay, along with 68.75 USD, which is the tax amount associated with the supplemental pay.

16.11.1.4 Example 4

Employee A has an additional tax override for 10 USD. The employee receives regular gross pay of 2307.33 USD along with 250 USD of supplemental pay on the same payment. The resulting tax amount is 554.08 USD, which includes the 475.33 USD associated with the regular pay, the 10 USD tax override, and the 68.75 USD associated with the supplemental pay.

16.11.1.5 Example 5

Employee A has an additional tax override of 10 USD. The employee receives supplemental pay of 250 USD. The resulting tax amount for the payment is 68.75 USD. In this example, the additional tax override of 10 USD is ignored because the supplemental pay is generated as a single payment.

Important:

If you enter a flat dollar override of 0 (zero) for the Federal A tax, Statutory Exempt appears on the employee's year-end tax forms. To prevent the system from calculating federal income taxes without indicating that the employee is exempt from tax, enter 99 for the employee's number of exemptions.

Additionally, do not enter tax overrides for state tax type C at the employee level. The system ignores these overrides. To calculate state unemployment insurance at a rate other than the Federal rate, you must enter state information using the Unemployment Insurance Rate Revisions program (P079221).

See

16.11.2 Understanding Additional Tax Overrides Entry

You use the Additional Tax Overrides form to enter employee-level Quantum tax overrides. This form can be used to track whether or not an employee has filed a Non-Resident Certificate when the work state differs from the resident state. For employees who live and or work in Arizona, the form also enables users to specify whether an Arizona Voluntary form is on file with the employer. Many states now require that employees file these forms in order to receive tax credit.

The form also provides users with the ability to override the method that the system uses when calculating state and local taxes that are subject to jurisdictional interaction treatment (JIT), also known as reciprocity agreements. If a JIT override exists for an employee, this information is passed to Quantum each time a payment is calculated. The Quantum system determines if reciprocity rules for state withholding taxes should be overridden and calculates state and local taxes accordingly.

16.11.2.1 Overriding the JIT Value

Based on the value in the Jurisdiction Interaction Treatments processing option of the Payroll Workbench (P07210) and Interim Workbench (P07210I) programs, the system uses Jurisdictional Interaction Treatment (JIT) in this way:

  • If the value in the processing option is blank and a formal reciprocal agreement exists, the system assumes that the Nonresident Certificate has not been filed and calculates the work tax. The system passes the blank value of JIT into the Vertex tax engine for both work and resident states.

  • If the value in the processing option is 1, the system does not calculate work tax for nonresident employees working in a state with a formal reciprocation agreement with their state of residence. The system passes the value of JIT as 1 into the Vertex tax engine for both work and resident states.

By default, the system automatically calculates state taxes based on the JIT group to which the state belongs. For example, at the time of publication, Vermont belongs to JIT group 2. Therefore, if no overrides exist, the Quantum system uses the method associated with JIT group 2 to calculate employee state taxes for Vermont.

However, you might want to change the method that the system uses to calculate taxes for a certain employee and state. To change the calculation method, you enter an additional tax override for the employee. The override includes the state for which the override is applicable, the dates during which the override is valid, and the override JIT group.

For example, you might want Vermont taxes that are associated with a specific employee to calculate using the method for JIT group 3. Using this method, the system credits the resident tax by the amount of work tax withheld, and accumulates resident wages only if resident tax is withheld. To use this method, you must enter an override for the employee.

This table illustrates an example of the data that you might enter for this override:

Field Value
Tax Area 46
Tax Type F
Override Tax Type R
Begin Date 01/01/09
End Date 12/31/09
JIT Value 3

The default JIT Value for Vermont is 2. However, in this example it has been overridden with a value of 3. Therefore, the employee's state taxes are calculated using the JIT group 3 method.

If you process a payment for this employee that includes 2000 USD in gross pay, the records in the Tax Detail table (F07353) would include this information:

Tax Area Tax Type Gross Pay Taxable Gross Tax Excludable
46 F 2000.00 USD 0 0 2000.00 USD
22 F 2000.00 USD 2000.00 97.89 0

16.11.2.2 Discretionary Flag for Tax Withholding and Overrides (Release 9.2 Update)

The JD Edwards Payroll system has been enhanced to enable you to configure the extra tax withholding to not be applied when it results in negative net pay. You can check the discretionary tax check box using the P07210 program during the pre-payroll processing or by using the P07210I program while entering interim header details. The system stores the value of the Discretionary flag in the F07210A table. Whenever the net pay is less than zero and the discretionary flag is checked, the system backs off one or more of the extra tax withholdings from federal, state, and local taxes in the given order. This ensures that the employees always have a net pay greater than zero.

16.11.3 Forms Used to Enter Tax Withholding and Override Information

Form Name FormID Navigation Usage
Employee Tax Overrides W060120B Employee Management (G05BE1), Employee Tax Overrides - USA Enter tax withholding and override information.
Additional Tax Overrides W0701732A Click Additional Overrides on the Employee Tax Overrides form. Enter Additional Override information.

16.11.4 Entering Tax Withholding and Override Information

Access the Employee Tax Overrides form.

The first record in the detail area is the Federal A tax type. Use it to specify tax exemptions and overrides for federal income tax. The system uses exemptions that you enter into this record for all state and local authorities for which there is no specific entry lower in the detail area. However, the override amounts do not carry forward.

Employee No

Enter a number that identifies an entry in the JD Edwards EnterpriseOne Address Book system, such as employee, applicant, participant, customer, supplier, tenant, or location.

Additional Overrides

Select the Additional Overrides option to access the Additional Tax Overrides form.

Fe Ex (federal exemptions)

Enter a number that specifies the total exemptions an employee claims on the federal IRS Form W-4 tax withholding form. If you leave this field blank, the system uses zero exemptions. Unless you enter separate numbers for state and local tax areas, the system also uses the number of federal exemptions to calculate state and local taxes. Special conditions exist for these tax jurisdictions:

Arizona: 8 (0%), 9 (10%), 10 (18%), 11 (21%), 12 (23%), 13 (29%), 14 (34%), 15 (percentage based on annual gross). The number of exemptions is indicated first, followed by the tax percentage.

Arkansas: 16 or fewer exemptions, use the low income tax table; 17 or more exemptions, use the regular tax table.

For the specific payroll tax requirements for Arizona and Arkansas, refer to the Quantum documentation.

Additional Federal Withholding

Enter an additional amount to be withheld over and above the calculated withholding.

This could represent a flat withholding amount in situations in which the employee elects to completely bypass the calculated amount. The authority to which each element relates is determined by the tier code of the tax authority. Whether the amount is to be an additional amount or a flat withholding is specified in the employee's master file record.

F T (flat tax)

Enter a code that represents the method in which the additional tax is calculated. The code that you enter in this field indicates the function that is performed by the value that you enter in the Additional Federal Withholding field. Values are:

%: A percentage that replaces the tax rate from the tax table.

A: An amount that is added to the tax computed from the tax table.

D: A discretionary amount that is added to the tax computed from the tax table. This amount is not added if the wages are insufficient to cover it. (Release 9.2 Update)

E: Exempted tax amount that allows you to have tax and taxable gross amounts as zero. You cannot use this tax type for the tax type Federal A. (Release 9.2 Update)

F: An amount that replaces the tax computed from the tax table.

E O (employee cash option)

Enter a value to override the 125 cash option at the company level. Enter 1 in this field to indicate that the employee is taking a cash option. This field can only be used with SUI and SDI taxes (G, H, I, and J).

Tax Area Overridden

Enter a code identifying a geographical location and the tax authorities therein.

Authorities include both employee and employer statutory requirements.

Refer to the Quantum for Payroll Tax System's Master GEO Code List for values for your locations. This tax area code is used for overriding all tax types at the Employee Master level.

Tax Type

Enter a code that specifies the type of payroll tax being processed. This is a UDC (system 0, type /TX). To set up state minimum wage amounts, you must enter MW in this field. To do so, you must first add MW to the UDC table. However, you should not change the codes and definitions that are provided with the software.

Tx Cr (tax credit)

Enter a code that specifies the withholding table that the system uses for the state of New Jersey. Values are:

0: Table selection is based on filing status.

1: Table A.

2: Table B.

3: Table C.

4: Table D.

5: Table E.

If secondary credits are used in any other state, enter one of these values with the appropriate state tax area and F for the tax type.

The following options are enabled as part of the Employee's Withholding Allowance W-4 Form updates for the year 2020 and later.

Multiple Job Flag

The flag when set indicates that only two jobs exist for the employee.

This option is applicable for jobs with similar pay. If the option is not set, and is populated with the default value 1, excess tax may be withheld than necessary.

Claim Dependent 1

Enter the amount generated by multiplying the number of qualifying children under the age of 17 by $2,000.

Claim dependent 2

Enter the amount generated by multiplying the number of dependents who are not qualifying children under the age of 17 by $500.

Total Claim Dependent

Enter the total amount in the Claim Dependents section.

Other income

Enter the other income. This amount is entered for a year for which an employee does not expect any withholding on income.

Deductions

Enter the deductions.

Deductions an employee expects other than the standard deduction in a year.

W-4 Revision Year

Represents the W-4 revision Year.

If you set system options to track requisition information, the system displays the Employee Assignment form. Use the Employee Assignment form to update position and requisition information when you add an employee or change an employee job.

16.11.5 Entering Additional Tax Override Information

Access the Additional Tax Overrides form.

After you have entered tax exemptions and overrides for an employee, you can access the Additional Tax Overrides form to enter employee-level overrides to Quantum settings.

Tax Area

Enter the Tax Area for which you wish to enter the override.

Tax Type

Enter the Tax Type for which you wish to enter the override.

Override Tax Type

Enter a value to specify whether the value in the JIT Value, NR Certificate, or Arizona Voluntary field applies to the employee's resident or work state. For example, if you enter a record to override the JIT Value for the work state, enter W in this field.

If you enter a value in this field, you must also enter a value in at least one of these fields:

  • JIT Value

  • NR Certificate

  • Arizona Voluntary

  • Indiana County WH

  • Chi Head Tax Month 1

  • Chi Head Tax Month 2

  • Chi Head Tax Month 3

  • Rhode Island SUI Tier 2

  • Puerto Rico Exemption

  • Puerto Rico Joint Custody

  • Puerto Rico veteran

  • Puerto Rico Special Allowance

  • Military Spouse Exempt

Note that you cannot enter a value in both the NR Certificate field and the Arizona Voluntary field in the same record. Values are:

R: Non-resident certificate (residence)

W: Non-resident certificate (work)

Begin Date

Enter the date the override begins.

End Date

Enter the date the override ends.

JIT Value (Jurisdictional Interaction Treatment Value)

Enter the JIT group that is associated with the tax calculation method that you want to use for the employee's pay scenario. The system uses this value to calculate the employee's taxable gross and tax amount for the resident and work states.

The JIT value applies to state, city and county withholding. It does not apply to SUI or SDI.

For assistance determining which value to enter for an employee, refer to the Quantum Tax Calculation Guide for State/Local Reciprocity, or contact your local taxing authority. Values are:

Resident Only:

2: Credit the resident tax by the amount of work tax withheld. Always accumulate wages.

3: Credit the resident tax by the amount of work tax withheld. Accumulate wages only if tax is withheld.

4: Eliminate the resident tax if the work tax is greater than zero. Always accumulate wages.

5: Eliminate the resident tax if the work tax is greater than zero. Accumulate wages only if tax is withheld.

6: Eliminate the resident tax if the work tax imposes a withholding tax on nonresidents. Always accumulate wages.

7: Eliminate the resident tax if the work tax imposes a withholding tax on nonresidents. Accumulate wages only if tax is withheld.

8: Calculate work taxes only.

Resident or Work:

-1: Bypass JIT tax calculation.

0: Setting NR Certificate to FALSE. (For use with Vertex V.280 only)

1: Setting NR Certificate to TRUE. (For use with Vertex V.280 only)

99: Independent calculation. Calculate tax ignoring all state reciprocity rules.

NR Certificate (Non Resident Certificate)

Specify whether the employee has a non-resident certificate on file. If you enter a value in this field:

  • You cannot enter a value in the Arizona Voluntary field.

  • You must enter a value in the Override Tax Type field.

Values are:

Blank or 0: The employee has not filed a certificate.

1: The employee has filed a certificate.

Arizona Voluntary (Non Resident Certificate)

Specify whether the employee has an Arizona Voluntary certificate on file. If you enter a value in this field:

  • You cannot enter a value in the NR Certificate field.

  • You must enter a value in the Override Tax Type field.

Values are:

Blank or 0: The employee has not filed a certificate.

1: The employee has filed a certificate.

Indiana County Withholding

Use this field to specify whether the employee has filed the Indiana County WH-4 form. The State of Indiana imposes a withholding tax based on where an employee lived and worked beginning January 1 of the current pay year.

Values are:

T: True (the employee has filed a form)

F: False (the employee has not filed a form)

Chicago Head Tax - Months 1 to 3

Use the Chicago Head Tax fields to specify whether the Chicago Employers' Expense tax is applicable.

The Chicago Employers' Expense Tax is imposed on employers doing business in Chicago who have 50 or more full time employees who earn at least $900.00 in a calendar quarter. The tax is assessed on a monthly basis and is due to the Chicago Department of Revenue on a quarterly schedule.

You use these three fields to specify whether the employees worked 50% or more of their hours in Chicago, and whether the employer had 50 or more full-time employees during the specified month of the quarter.

Values are:

T: True. The tax is applicable for this month.

F: False. The tax is not applicable for this month.

Rhode Island SUI Tier 2

Use this field to indicate whether the employee qualifies for second tier wages with a base of $21,100 for Rhode Island State Unemployment Insurance -Employer Paid- (tax type H) and Job Development Fund Tax (tax type H1).

Values are:

T: True. The employee qualifies for second tier wages and the tax is applicable.

F: False. The employee does not qualify for second tier wages and the tax is not applicable.

Puerto Rico Exemption

Use this field to specify whether the employee's annual gross wages are $20,000 or less, and whether the employee has filed the 499-R form to opt out of the state withholding tax for unemployment insurance.

Values are:

1: True. The employee claims the exemption.

0: False. The employee does not claim the exemption.

Puerto Rico Joint Custody

Use this field to indicate whether the employee is claiming complete or joint custody for dependents. Enter the number of dependents (exemptions) in the Employee Tax Override application (P060120).

Values are:

1: True. The employee claims joint custody of dependants.

0: False. The employee does not claim joint custody of dependants.

Puerto Rico Veteran

Use this field to indicate whether the employee is a veteran of the Armed Forces of the United States and claims himself as an additional exemption.

Values are:

1: True. The employee claims the exemption.

0: False. The employee does not claim the exemption.

Puerto Rico Special Allowance

Use this field to indicate whether the employee takes a special allowance that decreases as the employee's annualized wages increase. The employee can claim this allowance for regular wages but not for supplemental wages.

Values are:

1: True. The employee claims the special allowance.

0: False. The employee does not claim the special allowance.

Military Spouse Exempt

Use this field to indicate whether the employee claims the military spouse exemption that applies to all state withholding taxes and some local withholding taxes.

The criteria for determining eligibility are:

  • The claimant' s spouse is an actively serving member of the United States Armed Forces.

  • The claimant' s spouse is assigned to the temporary duty location by order of the Armed Forces.

  • The claimant' s temporary residence is in the same state as the temporary duty location.

  • The claimant declares his permanent residence to be a state other than the temporary duty location.

Values are:

1: True. The employee claims the exemption.

0: False. The employee does not claim the exemption.

16.12 (CAN) Entering Tax Information for Canadian Employees

This section provides an overview of employee tax information and discusses how to enter additional tax information for an employee.

16.12.1 Understanding Employee Tax Information

After you enter country-specific information for an employee and complete the Change Reason form, you must enter additional tax information for the employee.

Both employees and employers contribute to employment insurance (EI). The employee contribution is a flat percentage of gross insurable earnings. The employee pays EI at a specific rate until the employee's year-to-date salary reaches an annual limit. After earnings reach that limit, both the employee and the employer contributions to EI end for the payroll year.

You specify the employer EI rate for each employee as part of the employee master record. In addition, you can exempt students from all taxes.

Important:

When you designate an employee as exempt from all taxes, the system:

Changes other tax credits and tax exemptions to the upper limits.

Clears nonessential fields.

Sets all other exemption options to Yes.

The system issues a warning before this designation goes into effect, and you must confirm the choice by pressing Enter again.

To enter tax information, you must first begin the employee entry process, which automatically accesses the forms that you need to enter employee information. After you enter employee history information, the system automatically accesses the Canadian Tax Info by EE form, which you use to enter additional tax information.

16.12.2 Form Used to Enter Additional Tax Information for an Employee

Form Name FormID Navigation Usage
Canadian Tax Info by EE W770105C Employee Management (G05BE1), Employee Information

Complete the steps for entering an employee. After you enter employee history information, the system automatically accesses the Canadian Tax Info by EE form.

Enter additional tax information for employees.

16.12.3 Entering Additional Tax Information for an Employee

Access the Canadian Tax Info by EE form.

If the system options are set up to display the Employee Assignment form, the system displays the form after you enter information on the Change Reason form and close the Canadian Tax Info by EE form. The Employee Assignment form updates position and requisition information when you add an employee or change an employee's job.

Net Tax Credit

Enter the net claim amount for Federal taxes from the TD1 (Personal Tax Credit Return). For provincial (Quebec) taxes, enter the net claim amount from the MR-19-V (Exemptions and Deductions form).

Additional Tax

Enter the amount of additional federal tax to be deducted per pay period. For provincial taxes, enter the amount of additional provincial tax to be deducted per pay period. You can enter an amount for Federal taxes only.

Other Tax Credit

Enter other federal tax credits, such as medical expenses and charitable donations, that are requested by an employee and authorized by the Canada Customs and Revenue Agency (CCRA) district office.

EI Rate Code (employment insurance rate code)

Enter the statutory code that corresponds to the employer-paid EI rate that the system uses for this employee. For example, you might use U01 if the employee is eligible for a sick leave plan and is subject to a reduced employer-paid EI rate.

EI/PPIP/CPP/QPP Exempt (employment insurance/provincial parental insurance plan/Canadian pension plan/Quebec pension plan exempt)

Select an option that indicates whether the employee is exempt or nonexempt from tax deductions. Select one of these options to indicate the proper exemptions:

EI: Employee is exempt from federal employment insurance deduction.

EI/CPP/QPP: Employee is exempt from employment insurance, Canada pension plan, Quebec pension plan.

PPIPEmployee is exempt from provincial parental insurance plan.

CPP/QPP: Employee is exempt from Canada pension plan or Quebec pension plan deductions.

All Taxes: Employee is exempt from all tax deductions.

E1/PPIP: Employee is exempt from federal employment insurance deduction or provincial parental insurance plan.

Pensioner/Non-Resident Flag

Enter a code that indicates whether the employee is a nonresident or a pensioner of Canada. Values are:

N: Non-Resident of Canada

P: Pensioner

Blank: Regular employee

Provincial Net Tax Credit

Enter the net claim amount for Federal taxes from the TD1 (Personal Tax Credit Return). For provincial (Quebec) taxes, enter the net claim amount from the MR-19-V (Exemptions and Deductions form).

Provincial Additional Tax

Enter the amount of additional federal tax to be deducted per pay period for federal taxes. For provincial taxes, enter the amount of additional provincial tax to be deducted per pay period.

Provincial Other Tax Credit

Enter Quebec additional deductions that are claimed on the MR-19-V (Exemptions and Reductions form) or other deductions that are authorized by the Ministère du Revenu du Québec.

Provincial Tax Override

Enter a flat percentage that overrides the standard tax rate.

Prescribed Area Deduction

Enter an annual deduction for living in a prescribed area as listed on the TD1 (Personal Tax Credit Return).

Child Care, Alimony, Etc

Enter an annual deduction, such as child care expenses, alimony payments, maintenance payments, and so on.

Federal Tax Override %(federal tax override percent

Enter a flat percentage that overrides the standard tax rate.

CPP-QPP Tax Override % (Canadian pension plan - Quebec pension plan tax override percent)

Enter a flat percentage that overrides the standard tax rate.

Estimated Salary

Enter the amount of estimated salary that is recorded on the employee's TD1X form (Statement of Commission Income and Expenses for Payroll Tax Deductions). The system uses this amount and the estimated expenses to determine the taxable gross income for commission taxation.

Estimated Expenses

Enter the amount of estimated expenses that are recorded on the employee's TD1X form. This amount is used to determine taxable gross for commission taxation.

TD1X Filed?

Enter the value that specifies whether the employee is paid by irregular commission payments and has completed a TD1X form (Statement of Commission Income and Expenses for Payroll Tax Deductions). Values are:

N: The employee has not completed the TD1X form (default).

Y: The employee has completed the TD1X form for employees that are paid by irregular commission payments

You must enter Y to correctly calculate taxes for employees who file the TD1X form. When this field is set to Y, the system calculates all taxes regardless of pay type as an irregular commission. CPP and EI are calculated using only the annual limits.

16.13 Updating Position and Requisition Information

This section provides an overview of position and requisition information updates and discusses how to update position and requisition information.

16.13.1 Understanding Position and Requisition Information Updates

When the HRM foundation system options are set to display the Employee Assignment Window, the Employee Assignment form appears after the Employee Tax Overrides form. You enter the employee's home business unit, job type, or position ID so that the system updates requisition activity and headcount automatically. This is important for forecasting and budgeting.

16.13.2 Form Used to Update Position and Requisition Information

Form Name FormID Navigation Usage
Employee Assignment W08EAC Click OK on the Employee Tax Overrides form. Update position and requisition information.

16.13.3 Updating Position and Requisition Information

Access the Employee Assignment form.

Effective Date

Enter the date that the current status of a candidate requisition became active.

Requisition No. to be Filled (requisition number to be filled)

Enter the number that identifies the position requisition. This number must be unique. The next number program assigns this number if no other number is provided when the requisition is initially entered.

Filled Requisition Status

Enter the current activity level of a candidate record that is attached to a requisition. The system retrieves these codes from UDC 08/CN.

You can group candidate requisition status codes based on the hard-coded special handling code values in the table. These hard-coded values are:

CAN: Any candidate code.

DET: Any code indicating that the position is detached or no longer filled.

FIL: Any code indicating that the position has been filled.

REJ: Rejected.

TMP: Temporarily filled.

Candidate requisition status codes that have a special handling code of either FIL or TMP update the Filled Headcount field. However, only those status codes that have special handling codes of FIL can cause the system to change the requisition status to Filled and Closed.

Requisition No. to Detach (requisition number to detach)

Enter an approved and unfilled requisition number that the system uses for verification when you enter requisition activity. When you enter a number in this field, the system compares the business unit and position ID associated with the requisition to the business unit and position ID on this form.

If the values in these fields match, the system updates the requisition to Filled and places the employee number in the Last Filled By field on the Requisition Entry form.

If the values in these fields do not match, the system displays a warning message. You can either correct the discrepancy or press Enter again to have the system accept the employee activity.

The system verifies the value in this field only if you enter a number in it and if the Requisition Information table (F08102) exists on the system.

Detached Requisition Status

Enter the current activity level of a candidate record that is attached to a requisition. The system retrieves these codes from UDC 08/CN.

You can group candidate requisition status codes based on the hard-coded special handling code values in the table. These hard-coded values are:

CAN: Any candidate code.

DET: Any code indicating that the position is detached or no longer filled.

FIL: Any code indicating that the position has been filled.

REJ: Rejected.

TMP: Temporarily filled.

Candidate requisition status codes that have a special handling code of either FIL or TMP update the Filled Headcount field. However, only those status codes that have special handling codes of FIL can cause the system to change the requisition status to Filled and Closed.

Note:

If the employee fills a requisition with a new position assignment, the system automatically fills the requisition and updates the Requisition Information table (F08102). If the position change opens a requisition, the system updates the Requisition Activity table (F08105) and the Employee Master Information table (F060116).