Configure Workforce Structures for the US

You set up your workforce structures after you have finished setting up your organization structures.

You use workforce structures to:

• Define additional partitioning of the workers within the organization, including divisions, departments, locations, and reporting establishments

• Assign roles to workers within the organization, including grades, jobs, and positions

• Set up actions and reasons that apply to the work relationship cycle of workers and retirees

There are no predefined workforce structures. Your Implementation Team is responsible for defining all the workforce structures that apply to your enterprise. That means some workforce structures don't apply to every enterprise.

Workforce structure configuration includes:

What you can do	How you do it
Create and manage locations	Use the Locations task. Be sure to enter all the info you need for HR and payroll reporting.
Define departments	Use the Departments task from your implementation project.
Define grades	Use the Grades task from your implementation project.
Define jobs	Use the Jobs task from your implementation project. Be sure to enter all the info you need for HR and payroll reporting.
Upload workforce structures using a spreadsheet	Rather than define locations, grades, or jobs manually, you can upload them from a spreadsheet.

For further info, see the following sections.

Create and Manage Locations

All of your workers must have a work location, including the ones with work-at-home status.

Note: This includes retirees, even though they're not active workers. You assign them a work location to identify the location from which they retired. If you haven't tracked this info, define a generic location to assign to them.

To create locations:

1. Start the Locations task.

2. Click Create.

3. Enter an effective start date.

   When editing the location record, use Correct to make the changes effective to the start of the existing record. Otherwise use Update.

4. Define the required fields in the following sections.

   • Basic Details

   • Location Information

   • Main Address

5. In United States Multiple Worksite Reporting Information, define the following.

   These values are shared by all HR reports.

   Column	What you enter
   Tax Reporting Unit	Tax reporting unit (TRU) you are generating the report for.
   Unit Number Unit Name	Enter the unique unit number and name for this TRU. Note: Leave these values blank if this TRU wasn't included in last year's EEO-1 report.
   D-U-N-S Number	TRU's 9-digit business identifier assigned by Dun & Bradstreet.
   NAICS Number	TRU's 6-digit North American Industry Classification System (NAICS) code. Federal statistical agencies use this number in classifying business establishments.
   Main Activities, Line 1 Main Activities, Line 2	Describe your establishment's primary business activity, the products or services provided, and so on.
   Included Last year in EEO-1 Report	Select either Yes or No.
   Included Last Year in CA Pay Data Report	Select either Yes or No.

6. In United States Veteran Reporting Information, define the following.

   Field name	What you enter
   Hiring Location Number	Hiring location number for VETS reporting.
   Maximum Number of Employees	Greatest number of employees currently hired during the 12-month period covered by this report. You can enter a maximum of 8 digits.
   Minimum Number of Employees	Fewest number of employees currently hired during the 12-month reporting period. You can enter a maximum of 8 digits.

   Note: The VETS-4212 Establishment Electronic Report flow uses the values you enter in the Maximum and Minimum Number of Employees fields for employee counts. If you leave these fields blank, the process derives the employee counts based on the reporting period start and end dates.

7. In United States EEO-1 Reporting Information, define the following.

   Field name	What you enter
   Headquarters Establishment	Select Yes to identify this location as your headquarters for EEO and VETS reporting.

8. In United States Unemployment Reporting Information, define the following.

   Field name	What you enter
   Employer Unit Number	For New Mexico, Massachusetts, Minnesota, Iowa, and Michigan, enter a 3, 4, or 5-digit number, depending on the state. For Indiana, enter a 3-digit code if: You are assigned a single enterprise filing status by the Indiana Department of Workforce Security You elected to report multiple locations with the Department of Workforce Security

9. For locations in Pennsylvania, in Pennsylvania Work Location PSD Information, provide the Political Subdivision code (PSD) for the work location.

   Every employee assigned to this location inherits this value defaults in Work PSD Code of their Residency Certificate.

10. Don't enter a value in Non-Resident EIT Rate for Pennsylvania Work Location. This field isn't used for tax calculation.

11. In United States EEO and Veteran Reporting Information, identify the HR reporting locations.

    A location is identified as a reporting location when you set HR Reporting Location to Yes.

    For example, an employer might have multiple physical locations that are close to each other and are therefore reported as a single HR Reporting Location. To represent this, use this configuration.

    Field name	What you enter
    HR Reporting Location	No
    HR Reporting Proxy	Reporting location

12. Click Submit.

Note: When you change a location's address, the Sync Calculation Card process doesn't apply that change to any employees already assigned to the location. You must make the applicable updates to the employees' records manually.

Define Departments

To create departments:

1. Start the Departments task from your implementation project.

2. Click Create.

3. Define the info required for this department.

4. Click Next to provide additional department details.

5. Click Next.

6. Review your data, and click Submit.

Define Grades

To create grades:

1. Start the Grades task from your implementation project.

2. Click Create.

3. Define the info required for this grade.

4. Click Next, and define the order of progression between grades.

5. Click Next, and define the grade rates.

   You can add a rate you have previously defined or create one. Grade rates are optional.

6. Click Next.

7. Review your data, and click Submit.

Defining Jobs

To create jobs:

1. Start the Jobs task from your implementation project.

2. Click Create.

3. Define the info required for this job.

4. Click Next, and enter the job details.

   This info is used in HR reporting and payroll processing.

5. Enter the following info in United States Job Information.

   Field name	What you enter
   Overtime Status	Select a code to indicate whether this job is exempt or nonexempt according to the Fair Labor Standards Act Status.
   EEO-1 Category	To report valid job codes for EEO-1 and VETS reporting, select an EEO-1 category to which this job belongs.
   Job Group	Used to store jobs of a similar type together in one group. To further classify the job categories, select the job group to which this job belongs.
   Standard Occupational Classification	Use to specify this job with a specific SOC code for reporting on the quarterly tax-filing interface. Required for AK, IN, and LA.

6. Click Submit.

Uploading Workforce Structures Using a Spreadsheet

If you have a list of locations, grades, or jobs already defined for your enterprise, you can upload them from a spreadsheet.

To use this option:

• Download a spreadsheet template

• Add your location info to the spreadsheet

• Upload directly to your enterprise configuration

You can upload the spreadsheet multiple times to accommodate revisions.

For further info, see Upload Workforce Structures Using a Spreadsheet in the Help Center.