1. Human Capital Management Self-Service Implementation Guide
  2. Entering Data for Verification-of-Employment Letters

Entering Data for Verification-of-Employment Letters

Access the Work With Verification Of Employment Data form.

To enter employment data for verification-of-employment letters:

  1. On Work With Verification Of Employment Requests, complete these fields and click Find to locate an employee's request:

    • Employee ID

    • Request Date

      Enter the date that an item is scheduled to arrive or that an action is scheduled for completion. If you are adding a request for a verification of employment letter, enter today's date. If you are reviewing a request, enter the date when you initially added the request.

  2. If you need to delete a record, select the record and click Delete.

  3. Select the employee's record and click Select.

  4. On Verification Of Employment Data, select the Employment Data tab.

  5. If your processing option is set to 3, select one or more of these options, depending on the contact method that the employee has selected.

    • Print VOE Letter

      Select an option to print the verification of employment letter.

      The system prints the verification of employment letter when you click OK.

    • Delete Document

      Select an option that specifies whether you want the system to save the letter when you print it. If you select this option, the letter is deleted when the you click OK.

    • E-Mail VOE Letter

      Select an option that specifies whether the system sends the verification of employment letter to the requested email address.

      The system sends the verification-of-employment letter when you click OK.

      This option is enabled only when you activate the Print Verification-of-Employment Letter option also. You must also have the E-Mail box on the Requisition Information tab checked and a value in the E-Mail Address field.

  6. Review and change these fields if necessary:

    • 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 value 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 Payroll system and the eligibility tables and date codes in the Human Resources system, the system also uses this date as a start date when it calculates deductions, benefits, and accruals.

    • Job Type/Step Description

      Enter the description that is associated with the job type and job step. This description is stored in the Job Information table (F08001).

    • Continued Employment

      Enter a value that indicates the employee's potential for continuing employment with the organization. Values are stored in UDC 05/V3.

    • Date Of Last Raise

      Enter the date of the employee's last raise. For the standalone HR system, this is the date when you update salary and wages. If you also have the Payroll system, this date is automatically updated when a payroll is run. You define pay effective dates using the Pay Rate Information form.

    • Amount Of Increase

      Enter an amount of increase that is the difference between two values. A negative value indicates a decrease.

      A monetary increase a result of a raise occurring on the date of last raise.

    • Date of Next Raise

      Enter the date that the hourly or annual pay rate for the employee increases. The new rate goes into effect after a payroll cycle finishes with a pay period end date on or after the date of the next raise.

    • Pay Period Salary

      Enter a value that represents the pay period salary. Pay period salary is calculated by dividing the annual salary by the number of pay periods.

    • Comment

      Enter a comment, description, or remark. This entry can be up to 40 characters in length.

    • Pay Frequency

    • Pay Class (H/S/P)

  7. Review and change these compensation fields for the Current Year, One Year Prior, and Two Years Prior fields if necessary:

    • Base

      Enter an amount that is paid from all pay types considered to be base salary for the current year.

    • Overtime

      Enter an amount that is paid from all pay types considered to be overtime pay for the current year.

    • Commission

      Enter an amount that is paid from all pay types considered to be commission pay for the current year.

    • Bonus

      Enter an amount of bonus pay that the employee earned, year-to-date in the current year. The system calculates this amount by searching the employee's timecards for pay types that represent bonus pay. It then calculates the amount of the employee's earnings during the year that were attributed to the bonus pay types.

      Note: When you set up a pay type, you use the Pay Type Category field (PTCT) to identify it as part of a related group of pay types, such as regular pay, bonus pay, commissions, and so on. You define pay type categories in UDC 06/PC.

    • Other

      Enter an amount to be paid from all pay types that are considered to be other pay for the current year. Other pay is anything other than base salary, overtime, commission, and bonus.

  8. Click OK.

  9. Select Print from the Form menu.

  10. If you have selected the option to send the letter, select Send or Cancel on the prompt on the E-Mail Confirmation form asking whether you want to send the request by email.

  11. If you have selected the option to email the letter, click Send or Cancel on the prompt on the E-Mail Confirmation form asking whether you want to send the request by email.