8 Setting Up User-Defined Information

This chapter contains the following topics:

8.1 Understanding User-Defined Information Setup

Before you can use any features of the JD Edwards EnterpriseOne Human Capital Management system, you need to define critical information that the system uses for processing. You set up some of this information to meet the specific needs of your organization. Such information is called user-defined information.

User-defined information consists of:

Item Description
User-defined codes Set up user-defined codes to customize the system to meet your specific business needs.
Supplemental data Set up supplemental data to track detailed information about employees, applicants, requisitions, and jobs. You can track virtually any type of information that your organization needs. Supplemental data is not required by the system.

8.2 User-Defined Codes for Human Capital Management Systems

Many fields throughout the JD Edwards EnterpriseOne Human Capital Management system accept only user-defined codes. You can customize fields in the system by setting up user-defined codes to meet the needs of your business environment.

User-defined codes are stored in tables that relate to a specific system and code type. For example, 07/PY represents system 07 (Payroll) and user-defined code type PY (Pay Cycle Codes). User-defined code tables define which codes are valid for the individual fields in the system. If you enter a code that is not valid for a field, the system displays an error message. For example, in the Pay Cycle field, you can enter only those codes that are included in user-defined code table 07/PY.

You can access all of the user-defined code tables through a single user-defined code form. After you select a user-defined code form from a menu, you can change the system code and user-defined code type to access another user-defined code table. The system stores user-defined codes in the User Defined Codes table (F0005). You can also print a list of all user-defined code tables to review.

Important:

User-defined codes are central to JD Edwards EnterpriseOne systems. You must be thoroughly familiar with user-defined codes before you change them.

8.3 User-Defined Codes for Human Capital Management Foundation

The user-defined codes for the JD Edwards EnterpriseOne Human Capital Management Foundation system are included in the software and are an integral part of the JD Edwards EnterpriseOne Human Capital Management features. While some of the codes cannot be changed, others are provided with lists of values that you can customize to suit the needs of your organization.

Important:

You might need to set up some additional user-defined codes that are specific to the countries in which you conduct business.

8.3.1 Accomplishment Type (05/AT)

You use accomplishment type codes to specify a type of accomplishment. Examples include:

  • Industry certification

  • Degree completed

  • Training completed

8.3.2 Arrearage Method (05A/AR)

You use arrearage method codes to specify how the system collects payroll amounts that cannot be deducted from an employee's pay due to insufficient earnings.

8.3.3 Bank Transit (06/BC)

You use bank transit codes to identify an employee's financial institution. Banks might refer to this code as the ABA or payment routing number.

For Canadian banks, this number contains eight digits. Therefore, Canadian clients must enter the bank transit number with a leading zero.

If you change this number for an employee, the system creates a prenote for the employee's next auto deposit.

8.3.4 Based On Date (08/BO)

You use based on date codes to define the date that you want to use to calculate the completion date of employee setup tasks.

8.3.5 Benefit Enrollment Events (08/BE)

You use benefit enrollment event codes to denote a benefits enrollment event such as:

  • Marriage

  • Divorce

  • Birth of a child

8.3.6 Change Reason (06/T)

You use termination/change reason codes to indicate the reason that an employee's record changed. For example, you can enter the reason that you are recommending a salary or rate change.

Note:

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.

8.3.7 Check Route (07/CR)

You use check route codes to specify the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery.

8.3.8 Competency Change Reason (05/CH)

You use change reason codes to indicate the reason an employee competency goal was changed. For example, you might enter a new goal for an employee after he or she has reached the current goal. Therefore, you would enter a competency change reason of Achievement of Goal.

8.3.9 Competency Type (05/CY)

You use competency type codes to represent a competency table, or category, for which you can track employee competencies. Values for competency type codes are:

  • 001 - Training

  • 002 - Skill

  • 003 - Accomplishment

  • 004 - Certification

  • 005 - Degree

  • 006 - Language

The values in this user-defined code table are hard coded and cannot be changed. Therefore, each of the competencies that you track must pertain to one of these competency types. Adding additional values to this list requires system customization.

8.3.10 Default Autopay Type (06/20)

You use employee autopay type codes to designate the default pay type that the system uses to generate automatic payments in those instances in which the system does not use the employee labor distribution instructions. If you leave this field blank, the system uses pay type 001.

8.3.11 Delegate Authorization Type (08/AY)

You use delegate authorization type codes to specify the type of authorization given to a delegate. Values for delegate authorization type codes are:

  • 1: Approving

  • 2: Reporting

  • 3: Status Change

  • 4: Appraisal

  • 5: Managers Workbench

The values in this user-defined code table are hard coded and cannot be changed.

8.3.12 Employee Benefit Status (06/EA)

You use employee benefit status codes to specify employee actions, such as new hire or rehire, for which the system searches as it tests for benefits eligibility. An asterisk indicates that the guidelines refer to all employee actions 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.

8.3.13 Employee Setup Action (08/S3)

You use employee setup action codes to define the event that should occur during the new-employee setup workflow process. Hire, Rehire, and Transfer are hard coded. Rehire, Transfer, and Relocation codes cannot be used until a future release.

8.3.14 Employee Setup Status (08/S1)

You use employee setup status codes to indicate the status of the entire employee-setup workflow process. Changing the setup status triggers the specific event associated with the status. For example, the system can display a W status if Workflow is waiting for a manager's approval. The system displays the status for the employee setup process on the Work With Employee Setup form (W08710C) and in the Employee tab area of the Employee Setup Entry form (W08710G).

These codes are hard coded in the system and should not be changed.

These status codes are listed in the sequence that the system might use to change them depending on how the processing options are set up:

  • P: Pending.

    An assigned setup process begins with this status. You can make changes or delete the process if needed.

  • W: Waiting for Approval.

    The system sets the process to this status when the process is initiated and if the processing options for Employee Setup Workbench are set to require a process approval.

  • V: Approved.

    The system sets the process to this status when it obtains a process approval.

  • 2: Rejected.

    The system sets the process to this status when the process is rejected.

  • A: Active.

    The system sets the process to this status when the process is initiated and no approval is required. You cannot cancel the process when it is changed to an Active status.

8.3.15 Employment Status (07/ES)

You use employment status codes to specify 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: Summer Intern

8.3.16 French Language PDBA (06/LF)

You use French language PDBA codes to specify the French equivalent of the English text that prints on an employee's pay stub as the PDBA description. If the employee is set up as a French language employee, the system uses the PDBA description from this table on the pay stub.

8.3.17 Gap Reason (08/GN)

You use gap reason codes to indicate the reason that a gap snapshot was taken. For example, for a gap snapshot taken at the end of each fiscal year, you could use a reason code of Fiscal Year. You might also take a gap snapshot if major organizational changes occur, in which case you could use a reason code of Organizational Changes.

8.3.18 Goal Type (05/GT)

You use goal type codes to define the type of goal that an employee is working towards. For example, you might define a goal type for receiving certification or for moving to the next pay grade.

8.3.19 Institution (05/IC)

You use institution codes to identify the educational institution from which an employee receives a degree or training.

8.3.20 Investment Group (06/AI)

You use investment group codes to indicate the grouping to be used when you balance accruals for investing in various funds. For split investments, the total deduction must total 100 percent of the amount specified. For example, an employee has a savings plan deduction that he or she has elected to split three ways:

  • 10 percent

  • 20 percent

  • 70 percent

These splits use three additional DBAs. To ensure that the three splits (or accruals) total 100 percent, you must:

  • Use the same accrual investment group code for all three.

  • Ensure that the total of the individual percentages is 100.

  • Not use the accrual investment group code on the DBA upon which the splits are based.

  • Verify that the split DBAs have no effect on net or gross.

  • Verify that the split DBAs are not cash benefits.

8.3.21 Job Evaluation Method (08/EM)

You use job evaluation method codes to specify the method or grouping that you use to evaluate the jobs within your organization. Suggested values are:

  • Blank: No Evaluation Completed

  • D: Degree Method

  • E: Evalucomp Method

  • F: Factor Comparison Method

  • P: Point Factor Method

  • H: Hay Method

8.3.22 Job Group (08/JG)

You use job group codes to create groupings of similar jobs that are associated as a unit. Groupings can be based on functions within the organization, job duties, tasks and responsibilities, job evaluation methods to be used, or similarity in pay philosophy. Typical job units are:

  • Clerical/administrative

  • Technical

  • Engineering

  • Scientific and professional

  • Factory jobs

  • Middle management

  • Executive

8.3.23 Job Status Change Reason (08/JC)

You use job status change reason codes to indicate why job information was changed. For example, you might want to indicate that job information was changed because the job is no longer active.

8.3.24 Job Status (08/JS)

You use job status codes to indicate whether a job is currently active or inactive.

8.3.25 Licensing Body (05/LB)

You use licensing body codes to represent the name of the organization that grants a professional license or certification.

8.3.26 Locality (07/SL)

You use salary comparison locality codes to define the different salary localities within an organization. For example, an employee working in an East Coast locality might receive a higher salary than an employee doing the same job in a Midwest locality.

8.3.27 Pay Frequency (07/PF)

You use pay frequency codes to indicate how often an employee is paid. Codes are:

  • B: Bi-Weekly

  • W: Weekly

  • S: Semi-Monthly

  • M: Monthly

  • A: Annually

The system uses the value in the Description 02 field on Work With User Defined Codes to calculate the amount per pay period for a salaried employee.

8.3.28 Pay Status (06/PS)

You use pay status codes to indicate whether an employee's pay status is active or inactive. Codes for active pay status employees are numeric. Codes for inactive pay status employees are alphabetic. The system omits all employees with alphabetic pay status codes from payroll processing.

To process an employee's last check, the pay status must contain a numeric code. After the system processes the check through final update, you can change the pay status to an alphabetic code.

8.3.29 Pay Type/Print Method Category (06/PC)

You use pay categories/DBA print group codes to specify the pay type categories that you want to use. Examples of pay type categories that you might want to use are:

  • Regular pay.

  • Overtime.

  • Certified pay types (for reporting on the Certified Payroll Register).

8.3.30 Record Type (05/RT)

You use record type codes to indicate the type of resource for which you are entering competency information. Values in this list are hard coded and should not be changed. Record type codes include:

  • 01: Individual

  • 02: Asset (such as equipment)

8.3.31 Report Category (08/RP)

You use report category codes to group reports that you run using the Manger's Self-Service Workbench. Examples of report category codes that you might set up include:

  • Payroll reports

  • Government reports

  • Requisition reports

8.3.32 Renewal (05/RC)

You use renewal codes to indicate the requirements that an employee must complete to renew a license or certification.

8.3.33 Salutation (06/SA)

You use salutation codes to identify the proper title for a given employee. Examples of salutation codes are:

  • Mr.

  • Ms.

  • Dr.

8.3.34 Shift (00/SH)

You use shift codes to identify daily work shifts. In payroll systems, you can use a shift code to add a percentage or amount to the hourly rate on a timecard. 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.

8.3.35 Source (08/SS)

You use source codes to identify the source of salary information. Typically, this code refers to the source of salary information that you are using to make comparisons to salaries within your organization. Typical source codes might include:

  • Trade publications

  • Industry surveys

8.3.36 Spending Account Type (06/FS)

You use spending account type codes to define which type of spending account, if any, is associated with a pay type. Examples of spending account type codes that you might use are:

  • MED: Medical expenses spending account (where the annual amount is accrued on Jan 1 or the beginning of the year).

  • DCR: Dependent care expenses (where accrual of available funds is on a pay period by pay period basis).

8.3.37 Status (05/CR)

You use status codes to identify the status of an employee with regard to a particular competency. For example, you can specify a status for a language competency of:

  • Fluent

  • Read only

  • Speak only

8.3.38 Status Change Type (08/S4)

You use status change type codes to identify the type of status change being processed using the Manager's Self-Service Workbench.

8.3.39 Statutory (06/SC)

You use statutory codes to specify the two-character or three-character state or province code that prints on statutory reports such as W-2s and T4s.

8.3.40 Suffix (06/SF)

You use suffix codes to identify the credentials for a given employee. Some examples of suffix codes are:

  • PhD

  • MD

  • CPA

8.3.41 Supplemental Data UDCs

You use supplemental data UDCs to track information about employees, applicants, requisitions, and jobs that is not already tracked in the system. Although supplemental data can be completely user-defined, the system includes several UDCs to assist you in entering supplemental data information. If appropriate for your business needs, you might want to set up these UDCs:

  • Appraisal Type (08/TY)

  • Authority Level (08/AU)

  • Employer Property (08/CC)

  • Drug Testing Information (08/TD)

  • Education (08/ED)

  • Education Emphasis (08/EE)

  • Employment Testing (08/TS)

  • Grievance Type (08/GR)

  • Interview Process (08/IP)

  • Language Skills (08/LA)

  • Licenses Held (08/LI)

  • Miscellaneous Skills (08/SM)

  • Employee Performance Appraisal (08/AP)

  • School Attending (08/SH)

  • Skills (08/SK)

  • Training Information (08/TG)

8.3.42 Team (05/TM)

You can use team codes to create groups of employees. Examples of codes that you might use include Team 1 or Team A, or you could name teams after the supervisor-- for example, Team Smith or Team Allen.

8.3.43 Training Type (05/TY)

You use training type codes to categorize the types of training available to employees. Examples of training type codes include:

  • Classroom training

  • Computer-based training

  • Correspondence training

8.3.44 Training Provider (05/PR)

You use provider codes to identify a person or institution that provides training to employees.

8.3.45 Training Reason (05/TN)

You use training reason codes to define the reason that an employee takes training courses.

8.3.46 Tax Method (06/TM)

You use tax method codes to specify which method should be used to calculate payroll tax information for the employee. Examples include:

  • Contract Employee

  • Pension Employee

  • Railroad Employee

8.3.47 Type of Increase Next Review (06/RV)

You use type of increase next review codes to define the next type of salary or wage review due for an employee. Examples of type of increase next review codes that you might want to use are:

  • Annual review

  • Semiannual review

  • Performance review

  • Salary review

8.3.48 Type of Structure (00/TS)

You use type of structure codes to identify different types of organizational structures. Each structure that you create can have a different hierarchy. Examples of codes that you might set up include financial and responsibility structures.

8.3.49 Union (06/UN)

You use union codes to identify the union or plan in which the employee or group of employees works or participates.

8.3.50 User Defined Competency Description (08/UD)

You use user-defined competency description codes to help an end user understand or work with job competencies. These codes are attached to individual job competencies. You can have several job competency descriptions for a single job competency. For example, you might have a description for:

  • Employees

  • Managers

  • Human capital management professionals

8.3.51 Verification Method Codes (05/VM)

You use verification method codes to identify the method that you are using to verify employee competency levels.

8.3.52 Work Schedule Codes (05A/WS)

You use work schedule codes to identify a particular schedule that an employee might work. For example, if an employee works four ten-hour days each week, you might use code 410 to identify his or her schedule.

8.3.53 Workers' Compensation Insurance (00/W)

You use workers' compensation insurance codes to represent different classifications for workers' compensation insurance. Worker's compensation codes are used to associate employees or groups of employees with their workers' compensation insurance rate. This code should correspond to the classifications on the periodic workers' compensation insurance reports.

8.4 (USA) User-Defined Codes for the United States

The user-defined codes for the JD Edwards EnterpriseOne Human Capital Management Foundation system that are specific to the United States are included in the software and are an integral part of the JD Edwards EnterpriseOne Human Capital Management features. While some of the codes cannot be changed, others are provided with lists of values that you can customize to suit the needs of your organization.

8.4.1 Home City Codes (06/W1)

You use home city codes to identify the city where the employee lives.

8.4.2 I-9 Status Codes (07/HN)

You use I-9 status codes to indicate the method used to verify that an employee is eligible to work in the United States. Examples are:

  • Y: I-9 form on file

  • P: Passport used for verification

  • R: Resident alien or alien registration card

  • S: Social Security card

  • L: Driver's license and Social Security card

  • V: Visa (worker's permit)

  • B: Birth certificate

  • N: Waiting for verification

8.4.3 School District Codes (06/SD)

You use school district codes to identify the school district in which an employee lives.

8.4.4 Working County Codes (06/W2)

You use working county codes to identify the county where an employee works. Typically, you need to use this code only if an employee works in a county that has different tax rules than the county where the employee lives.

8.4.5 EEO Job (06/J)

You use EEO job codes to specify 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 default codes. You can add codes if needed.

8.4.6 Ethnic (06/M)

You use ethnic codes to designate minority classifications according to the U.S. Equal Employment Opportunity Commission (EEOC) and Canadian Employment Equity Occupational Group (EEOG) standards. The predefined codes that are included in the software provides are hard coded. The system uses these codes to generate EEO reports and to compile Canadian Employment Equity information. Do not change these predefined codes. You can add codes, if necessary.

8.4.7 Marital Status (06/MS)

You use marital status codes to specify an employee's federal marital status 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.