HUMAN RESOURCES - NEW HIRE 8.9 TRAINING GUIDE

Transcription

1 HUMAN RESURCES - NEW HIRE 8.9 TRAINING GUIDE

2 TABLE F CNTENTS 1. INTRDUCTIN PRCESS: HIRING YUR WRKFRCE FUNCTIN: HUMAN RESURCES - NEW HIRE BJECTIVE(S) ENTRANCE CRITERIA PREREQUISITE(S)/PRECEDING PRCESS(ES) INPUT DATA EXIT CRITERIA SUBSEQUENT PRCESS(ES) UTPUT DATA PRCEDURAL STEPS HIRING AN INDIVIDUAL PERSNAL INFRMATIN HIRING AN INDIVIDUAL CNTRACT INFRMATIN HIRING AN INDIVIDUAL PERSNAL HISTRY HIRING AN INDIVIDUAL ADD EMPLYMENT INSTANCE HIRING AN INDIVIDUAL JB INFRMATIN HIRING AN INDIVIDUAL JB LABR HIRING AN INDIVIDUAL PAYRLL HIRING AN INDIVIDUAL SALARY PLAN HIRING AN INDIVIDUAL CMPENSATIN HIRING AN INDIVIDUAL EMPLYMENT DATA HIRING AN INDIVIDUAL EARNINGS DISTRIBUTIN HIRING AN INDIVIDUAL BENEFITS PRGRAM PARTICIPATIN CLSING/CMMENTS TIPS AND TRICKS ADDITINAL TRAINING REQUIREMENTS CANDIDATE FINAL SECTINS DEFINITINS, ACRNYMS, AND ABBREVIATINS PEN ISSUES AND FUTURE CNSIDERATINS REFERENCES AND RELATED DCUMENTS...35

3 1. INTRDUCTIN 1.1. Process: HIRING YUR WRKFRCE Whenever you bring a new person into your organization, you must also add a new record to PeopleSoft Human Resources. The information you enter when you hire an employee is the basis for all your other human resource tasks. nce you set up records for a member of your workforce, you can enter more data, build a comprehensive history of the person's career with your organization, and support workforce-related planning and decision-making for all areas of your organization. Note regarding the following Training Guide, you will notice that various pages have the same field on them (ie: name, employee ID and personal status, etc). These fields will be described on the first page where the field appears, please refer back to these for descriptions Function: Human Resources - New Hire <Usually just the header that names the location of the transaction in the application. > 1.3. bjective(s) By the end of this chapter the user will be able to: Hire a new person into the organization using PeopleSoft HRMS 2. ENTRANCE CRITERIA 2.1. Prerequisite(s)/Preceding Process(es) <The training team should identify prerequisites to training (e.g. Basic Navigation of Peoplesoft, Security access to systems, etc.) > 2.2. Input Data < The Training team should document the input form or source (e.g., sample documents, Client data, Training team data) prior to conducting the training exercises. > No. Input Form or Source Field Value / Comments EXIT CRITERIA 3.1. Subsequent Process(es) 3.2. utput Data <The Training team should document the expected output/results prior to conducting the training exercises. Upon training completion, the Client can then compare the actual training exercise output/results with the expected output/results and record pertinent comments. > No. utput/results Comments 1 2

4 4. PRCEDURAL STEPS 4.1. Hiring An Individual Personal Information Access the Add Person page by following the navigation path. Navigation > Workforce Administration > Personal Information > Add a Person When you open the Add Person component, the first thing the system will ask you to do is enter a Person ID. A person ID is a unique identifying code that you'll use to track a person's records throughout PeopleSoft Human Resources. There are two ways to assign ID numbers: Automatically If you use automatic ID assignment, the system adds IDs sequentially as you hire new employees. The system maintains the last ID assigned on the InstallationTable. Manually You can enter employee IDs yourself, using whatever system you choose for your organization. If you choose manual entry, you don't need to assign IDs sequentially. Assigning IDs manually is also the only way you can include characters in the ID. Field R//C Description Values Comments Person ID Enter an Employee ID EX- New: XYZ See Table Legend in section 7.1 for an explanation of R//C abbreviations. < 7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. >

5 Click on the ADD button. The following page will render. Employee Status Note: This status will be associated with how you add a new hire. If you hire an individual through the new hire page he will have a status of Employee. But if added to the system through the non employee pages, their status will be Non- Employee Enter the appropriate data Field R//C Description Values Comments Person ID D If you are adding a new person and are using system-assigned IDs, the field displays the value NEW until you save this record. therwise, the system displays the value that you enter to access the page. Effective Date R Effective Date: if the rehire has a name change - after inserting a new row on this page enter the new effective date. This will default to today s date; EX- XYZ EX 06/16/2005

6 Date of Birth Note: If you leave this field blank, a warning message appears when you save the record. You can continue entering information after you acknowledge the message. Though the birth date isn t required for the Administer Workforce business process, the system uses it to calculate a person s age in some benefit and payroll tasks. It also calculates dates, such as the U.K. expected retirement date, based on the person s age. Marital Status and As of Note: PeopleSoft Enterprise Payroll doesn t use the marital status that is entered on this page for tax calculations. For U.S. employees, you enter that information in Maintain Payroll Data on the Federal, State, and Local Tax pages. Taxes for Canadian employees are based on net claim amount, which varies depending on the employee status. Field R//C Description Values Comments enter the appropriate effective date, if different. Status R Status: defaults from the selection criteria entered on the search page that the system automatically displays. Format Type Display Date of Birth Date of Death Birth Country R D Format Type: after adding a row, the system will display the original Format Type value. Click here to add a name. Enter the person s date of birth This field does not appear during the hiring process. Use this field when updating a person's records. Select a country. Based on the selected country, the system might display additional fields. Birth State Select a state. Birth Location Waive Data Protection Usually a city, town, or village. European community employment and personal privacy legislation specifies that personnel information can t be passed across countries in the European Union without authorization from the employee. Select this check box if you obtain the employee s consent to share personal data with users in other European Union member nations. Gender R Select a gender. Highest Education Active EX-English EX-USA R Select a value. (JPN) For Japanese education-level agerelated pay

7 Field Level Marital Status and As of R//C Description Values Comments R Select the person's marital status. Values are: Common Law, Divorced, Head of Household, Married, Separated, Single, Unknown, and Widowed. When a marital status is changed, the default as of date is the same as the biographical history effective date. calculations, a form of seniority pay, these values are linked to an education-level age basis as of hire. Laws in the Netherlands require tracking effectivedated marital status information for employees. Language Code Alternate ID Full-Time Student Select the person's native or preferred language. Although tracking official or preferred languages is required in some countries in PeopleSoft Enterprise Human Resources, the system also uses the preferred language when you communicate with people with a relationship to the organization. For example, PeopleSoft Enterprise Global Payroll for Germany and Switzerland use the language code to print paychecks in the payee s preferred language. ther types of communication also use this as the default language for written communication. To use a second type of ID for a person, enter the ID. Select if the person is a full-time student Country R Select the country that issued the worker s national ID. EX USA Don t use this field to record the organization s official language or to rate a worker s proficiency in speaking, reading, or writing various languages. Use the Location Table to track the organization s official language. Use the Languages table to record a worker s language proficiency. National ID R The system enters the EX Social (BRA) Add rows to

8 Field Type R//C Description Values Comments value that you establish for this country on the National ID Type Table page. You can override this default. National ID R Enter the worker s national ID number. The system checks the format of the entry against the default format that you enter on the National ID Type Table page. Primary ID Select if the national ID is the person s primary ID. If this is the only data row for this person, the system selects the check box by default. You can clear it. Security Number enter one or more of the following IDs for the person: RG number, voter registration card, PIS/PASEP number, and reserve certificate. (GBR) For the U.K. the normal format of two letters followed by six digits and then one letter for National Insurance identification appears by default. ther options that are dependent on employee status are available. See Table Legend in section 7.1 for an explanation of R//C abbreviations. < 7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. >

9 4.2. Hiring an Individual Contract Information Click on the tab and enter appropriate data. Field R//C Description Values Comments PersonID D Employee ID: defaults from the selection criteria entered on the search page that the system automatically displays. Address Type D Address Type: the system will populate this field with the data entered in the first row of data for this rehire. As f Date D As of: the date that the address is effective; if left unchanged this field will be updated with the effective date you entered when inserting a new row. Status D Status: defaults to Active, represents the status of the address you have entered Country Country: enter the country, EX-XYZ BUSN, CAMP, CHK, DRM, HME, LEGL, MAIL, TH Active, Inactive

10 Field Address 1 3 R//C Description Values Comments if different. Address: enter the new address, if different. City City: enter the new city, if different. County County: enter the new county, if different. Postal Postal: enter the new postal zip code, if different. State State: Enter the new state, if different. Phone Type R Phone Type: if the phone type needs to be changed, select the type of phone you will be entering. Telephone Telephone: enter or update the phone number. Extension Enter or update telephone extension Preferred Select the checkbox if preferred. Type R Type: if the type needs to be changed, select the type of address you will be entering. Address R Address: enter or update an address. Campus, Cellular, Dormitory, FAX, Home, Main, ther, Pager 1, Pager 2 and Telex Business, Campus, Dorm, Home and ther EX johndoe@abu.com See Table Legend in section 7.1 for an explanation of R//C abbreviations. < 7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. >