Human Resources User Guide
2005, Jenzabar, Inc. 5 Cambridge Center Cambridge, MA 02142 1.877.535.0222 www.jenzabar.net This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Jenzabar, Inc. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. All rights reserved. Trademarks and Attributions Jenzabar, Jenzabar.com, and all related graphic logos are trademarks of Jenzabar, Inc. All other trademarks not owned by Jenzabar are used for identification purposes and may be trademarks of their respective owners. Filename: ughr Revision History Revision Date Comments March 31, 2005 Standards updates
JENZABAR, INC. HUMAN RESOURCES USER GUIDE TABLE OF CONTENTS SECTION 1 - GETTING STARTED... 1 Overview... 1 Introduction... 1 Human Resources Processing Flow... 2 Payroll Processing Flow... 2 Assumptions, Conventions, and Tools... 4 Introduction... 4 Logging in to Human Resources Administration... 4 Using the Calendar in Human Resources... 4 Using the Calculator in Human Resources... 5 Using Table Lookup... 5 Using Human Resources Documentation... 5 Online Help Conventions... 6 Style Conventions... 7 Printing Help Topics... 8 Responding to Errors within Human Resources... 8 Exiting Human Resources... 8 Setting Up Preferences... 9 Introduction... 9 Customizing Screen Usage Features... 9 Selecting a Printer for Human Resources... 10 Screen Customizations... 11 Customizing Screens in Human Resources Administration... 11 Adding Text to Customized Screens... 12 Removing Fields and Labels from Customized Screens... 12 Editing Labels on Customized Screens... 13 Setting Navigation Sequences on Customized Screens... 13 Renaming Tabs and Frames on Customized Screens... 14 Using Grids... 15 Changing the Layout of Grids... 15 Reorganizing and Sorting Grid Columns... 16 Resizing Grid Rows and Columns... 16 Saving Changes to Grid Columns... 17 Resizing Grid Columns... 17 Common Procedures... 18 Introduction... 18 Adding Records... 18 Updating Records... 18 Copying an Existing Record... 19 Deleting Records... 19 Working with IDs... 20 Introduction... 20 Performing a Query... 20 Direct Querying in the ID Information Region... 20 Querying in the ID Lookup Screen... 20 Adding IDs... 21 Tips for Adding IDs... 21 Updating IDs... 22 Using Privacy Codes... 22 SECTION 2 - USING THE HR ADMINISTRATION SCREENS... 23 i
Overview... 23 Introduction... 23 Organization... 23 Screen Differences... 23 Privacy Code Feature... 23 Screen Composition and Navigation... 24 Screen Example... 24 Human Resources Administration Title Bar... 24 Human Resources Control Icons... 24 ID Region... 24 Data Region... 25 Fields... 25 Field Descriptions... 25 Dropdown Boxes... 25 Comments... 26 Primary Tab... 26 Secondary Tab... 26 Grid... 26 Data List Region... 26 Scrollbar... 26 Data Service Name... 27 Status Bar... 27 Status... 27 Human Resources Administration Menu Bar... 27 Human Resources Administration Toolbar... 28 Secondary Tabs in Human Resources Administration... 30 Applicants Screen... 32 Purpose... 32 Access... 32 Contents... 32 Personal Tab - Applicants Screen... 32 Qualifications Tab - Applicants Screen... 33 ADA Tab - Applicants Screen... 34 Positions Tab - Applicants Screen... 35 Application Tab - Applicants Screen... 36 Secondary Tab - Applicants Screen... 36 Open Jobs - Applicants Screen... 37 Applicants - Applicants Screen... 37 Applicants Contacts Screen... 39 Purpose... 39 Access... 39 Contents... 39 Applicant Identification - Applicants Contacts Screen... 39 Contact - Applicants Contacts Screen... 39 Contact List - Applicants Contacts Screen... 40 Secondary Tab - Applicants Contacts Screen... 41 Applicants Education Screen... 42 Purpose... 42 Access... 42 Contents... 42 Applicant Identification - Applicants Education Screen... 42 Education - Applicants Education Screen... 42 Education List - Applicants Education Screen... 43 Secondary Tab - Applicants Education Screen... 44 Applicants Events Screen... 45 Purpose... 45 ii
Access... 45 Contents... 45 Applicant Identification - Applicants Events Screen... 45 Event Applicants Information - Applicants Events Screen... 45 Events - Applicants Events Screen... 46 Secondary Tab - Applicants Events Screen... 47 Applicants Exam Scores Screen... 48 Purpose... 48 Access... 48 Contents... 48 Applicant Identification - Applicants Exam Scores Screen... 48 Exam Score - Applicants Exam Scores Screen... 48 Exam Score List - Applicants Exam Scores Screen... 49 Secondary Tab - Applicants Exam Scores Screen... 49 Applicants Image Management Screen... 51 Purpose... 51 Access... 51 Contents... 51 Applicant Identification - Applicants Image Management Screen... 51 Image - Applicants Image Management Screen... 51 Image List - Applicants Image Management Screen... 52 Secondary Tab - Applicants Image Management Screen... 53 Applicants Skills Screen... 54 Purpose... 54 Access... 54 Contents... 54 Applicant Identification - Applicants Skills Screen... 54 Skill - Applicants Skills Screen... 54 Skill List - Applicants Skills Screen... 55 Secondary Tab - Applicants Skills Screen... 56 Applicants Work Experience Screen... 57 Purpose... 57 Access... 57 Contents... 57 Applicant Identification - Applicants Work Experience Screen... 57 Work Experience - Applicants Work Experience Screen... 57 Work Experience List - Applicants Work Experience Screen... 58 Secondary Tab - Applicants Work Experience Screen... 59 Benefits Screen... 60 Purpose... 60 Access... 60 Contents... 60 ID Information - Benefits Screen... 60 Selection Tab - Benefits Screen... 61 Time Tab - Benefits Screen... 62 Track Tab - Benefits Screen... 63 Beneficiaries Tab - Benefits Screen... 63 Beneficiaries/Dependents grids - Benefits Screen... 64 Secondary Tab - Benefits Screen... 65 Benefits Selection Window... 66 Purpose... 66 Access... 66 Contents... 66 Cash Benefits Available (Benefits Selection Window)... 67 Cash Benefits This Position (Benefits Selection Window)... 67 Time Benefits Available (Benefits Selection Window)... 67 iii
Time Benefits This Position (Benefits Selection Window)... 68 Benefit Time Detail Window... 69 Purpose... 69 Access... 69 Contents... 69 Compensation Screen... 70 Purpose... 70 Access... 70 Contents... 70 Employee - Compensation Screen... 70 Job - Compensation Screen... 70 Compensation - Compensation Screen... 71 Compensation List - Compensation Screen... 72 Secondary Tab - Compensation Screen... 73 Compensation Plans Screens... 74 Purpose... 74 Types of Plans... 74 Access... 74 What are compensation plans?... 74 Example of a Step/Level Compensation Plan... 74 Example of a Range Compensation Plan... 75 Step/Level Compensation Plans Screen... 76 Purpose... 76 Access... 76 Contents... 76 Step/Level Plan - Step/Level Compensation Plans Screen... 76 Step/Level Detail - Step/Level Compensation Plans Screen... 77 Step/Level Plan Lists - Step/Level Compensation Plans Screen... 77 Range Compensation Plans Screen... 79 Purpose... 79 Access... 79 Contents... 79 Range Plan - Range Compensation Plans Screen... 79 Range Detail - Range Compensation Plans Screen... 79 Range Plan List - Range Compensation Plans Screen... 80 Constituent Status Screen... 82 Purpose... 82 Access... 82 Contents... 82 ID Information - Constituent Status Screen... 82 Constituent Status - Constituent Status Screen... 83 Constituent Status List - Constituent Status Screen... 83 Secondary Tab - Constituent Status Screen... 84 Contacts Screen... 85 Purpose... 85 Access... 85 Contents... 85 What are contacts?... 85 ID Information - Contacts Screen... 85 Contact - Contacts Screen... 86 Contact List - Contacts Screen... 86 Secondary Tab - Contacts Screen... 87 Contracts Screen... 88 Purpose... 88 Access... 88 Contents... 88 iv
Employee - Contracts Screen... 88 Job - Contracts Screen... 88 Contract - Contracts Screen... 89 Contract List - Contracts Screen... 90 Secondary Tab - Contracts Screen... 90 Custom Screen... 92 Purpose... 92 Access... 92 Contents... 92 Deductions/Allowances/Fringes Screen... 93 Purpose... 93 Access... 93 Contents... 93 ID Information - Deductions/Allowances/Fringes Screen... 93 Adjustment - Deductions/Allowances/Fringes Screen... 94 Adjustment List - Deductions/Allowances/Fringes Screen... 95 Default Adjustments Window... 98 Purpose... 98 Access... 98 Contents... 98 Direct Deposit Screen... 100 Purpose... 100 Access... 100 Contents... 100 ID Information - Direct Deposit Screen... 100 Check Allocation - Direct Deposit Screen... 100 Check Allocation List - Direct Deposit Screen... 101 Secondary Tab - Direct Deposit Screen... 102 Display Preferences Window... 103 Purpose... 103 Access... 103 Contents... 103 Education Screen... 104 Purpose... 104 Access... 104 Contents... 104 ID Information - Education Screen... 104 Education - Education Screen... 105 Education List - Education Screen... 106 Secondary Tab - Education Screen... 107 EEO Information Window... 108 Purpose... 108 Access... 108 Contents... 108 EEO Statistics Screen... 109 Purpose... 109 Access... 109 Contents... 109 EEO Information - EEO Statistics Screen... 109 Statistical Information - EEO Statistics Screen... 110 Statistical Summary - EEO Statistics Screen... 110 Secondary Tab - EEO Statistics Screen... 111 Emergency Contacts Screen... 112 Purpose... 112 Access... 112 Contents... 112 v
ID Information - Emergency Contacts Screen... 112 Emergency Contact - Emergency Contacts Screen... 113 Emergency Contact List - Emergency Contacts Screen... 113 Secondary Tab - Emergency Contacts Screen... 114 Employee Information Screen... 116 Purpose... 116 Other Access... 116 Contents... 116 ID Information - Employee Information Screen... 116 Personal Tab - Employee Information Screen... 117 Address Tab - Employee Information Screen... 118 Other Information Tab - Employee Information Screen... 118 More Information - Employee Information Screen... 120 Secondary Tab - Employee Information Screen... 121 Events Screen... 122 Purpose... 122 Access... 122 Contents... 122 ID Information - Events Screen... 122 Event Information - Events Screen... 122 Events - Events Screen... 123 Secondary Tab - Events Screen... 124 Exam Scores Screen... 125 Purpose... 125 Access... 125 Contents... 125 ID Information - Exam Scores Screen... 125 Exam - Exam Scores Screen... 125 Exam List - Exam Scores Screen... 126 Secondary Tab - Exam Scores Screen... 127 ID Lookup Screen... 128 Purpose... 128 Access... 128 Contents... 128 ID Lookup - ID Lookup Screen... 128 ID List - ID Lookup Screen... 129 Image Management Screen... 131 Purpose... 131 Access... 131 Contents... 131 ID Information - Image Management Screen... 131 Image - Image Management Screen... 132 Image List - Image Management Screen... 132 Secondary Tab - Image Management Screen... 133 Job Assignment Screen... 134 Purpose... 134 Access... 134 Contents... 134 ID Information - Job Assignment Screen... 134 Job Assignment - Job Assignment Screen... 134 Job Assignment List - Job Assignment Screen... 136 Secondary Tab - Job Assignment Screen... 137 Job Funding Screen... 138 Purpose... 138 Access... 138 Contents... 138 vi
Funding for Assignment - Job Funding Screen... 138 Assignment Funding List - Job Funding Screen... 139 Login Screen... 141 Purpose... 141 Access... 141 Contents... 141 Main Human Resources Administration Screen... 142 Purpose... 142 Open Jobs Screen... 143 Purpose... 143 Access... 143 Contents... 143 Open Job - Open Jobs Screen... 143 Open Job List - Open Jobs Screen... 144 Secondary Tab - Open Jobs Screen... 145 Other Addresses Screen... 146 Purpose... 146 Access... 146 Contents... 146 ID Information - Other Addresses Screen... 146 Other Address - Other Addresses Screen... 147 Other Address List - Other Addresses Screen... 147 Secondary Tab - Other Addresses Screen... 148 Other Names Screen... 150 Purpose... 150 Access... 150 Contents... 150 ID Information - Other Names Screen... 150 Other Name - Other Names Screen... 151 Other Name List - Other Names Screen... 151 Secondary Tab - Other Names Screen... 152 Parameter Properties Window... 153 Purpose... 153 Access... 153 Contents... 153 Payroll Management Screen... 155 Purpose... 155 Access... 155 Contents... 155 Payroll Select - Payroll Management Screen... 155 Payroll - Payroll Management Screen... 156 Payroll List - Payroll Management Screen... 156 Secondary Tab - Payroll Management Screen... 158 Position Control Number Lookup Window... 159 Purpose... 159 Access... 159 Contents... 159 PCN Lookup - PCN Lookup Window... 159 PCN Lookup Grid - PCN Lookup Window... 160 Position Funding Screen... 161 Purpose... 161 Access... 161 Contents... 161 Funding for Position - Position Funding Screen... 161 Position Funding List - Position Funding Screen... 162 Position Management Screen... 164 vii
Purpose... 164 Access... 164 Contents... 164 Position - Position Management Screen... 164 Position List - Position Management Screen... 165 Secondary Tab - Position Management Screen... 166 Qualifications Selection Window... 167 Purpose... 167 Access... 167 Contents... 167 Relationships Screen... 169 Purpose... 169 Access... 169 Contents... 169 ID Region - Relationships Screen... 169 Working with Relationships... 169 Relationship - Relationships Screen... 170 Relationship List - Relationships Screen... 170 Report Builder Screen... 172 Purpose... 172 Access... 172 Contents... 172 Report - Report Builder Screen... 172 Report List - Report Builder Screen... 173 Report Selection Window... 175 Purpose... 175 Access... 175 Contents... 175 Report Processing Screen... 176 Purpose... 176 Access... 176 Contents... 176 Requested Reports - Report Processing Screen... 176 Report List - Report Processing Screen... 177 Select E-Mail Address Window... 178 Purpose... 178 Access... 178 Contents... 178 Select Image Window... 179 Purpose... 179 Access... 179 Contents... 179 Select Benefits Window... 180 Purpose... 180 Access... 180 Contents... 180 Skills Screen... 181 Purpose... 181 Access... 181 Contents... 181 ID Information - Skills Screen... 181 Skill - Skills Screen... 181 Skill List - Skills Screen... 182 Secondary Tab - Skills Screen... 183 Time Entry Screen... 184 Purpose... 184 viii
Access... 184 Contents... 184 Payroll Selection - Time Entry Screen... 184 Time - Time Entry Screen... 185 W-2 Review Screen... 188 Purpose... 188 Access... 188 Contents... 188 W2 Tab - W2 Review Screen... 188 Other Tab - W2 Review Screen... 188 Employee List - W2 Review Screen... 188 Work Experience Screen... 190 Purpose... 190 Access... 190 Contents... 190 ID Information - Work Experience Screen... 190 Work Experience - Work Experience Screen... 191 Work Experience List - Work Experience Screen... 191 Secondary Tab - Work Experience Screen... 192 SECTION 3 - WORKING WITH POSITIONS, JOBS, AND COMPENSATION PLANS... 193 Introduction... 193 Overview... 193 What is a Position?... 193 What is a Job?... 193 What are PCN Numbers?... 194 Creating a Position... 194 Tips for Creating a Position... 194 Funding a Position... 195 Tips for Funding a Position or Job... 195 Assigning Benefits to a Position... 196 Tips for Assigning Benefits to a Position... 196 Assigning Default Benefits to a Position... 196 Creating a Compensation Plan... 197 Example of a Step/Level Plan Setup... 197 Assigning a Compensation Plan to a Position... 198 Assigning Qualifications to Positions, Open Jobs, or Job Applicants... 198 SECTION 4- WORKING WITH OPEN JOBS AND APPLICANTS... 201 Overview... 201 Introduction... 201 Identifying Open Jobs... 201 Tips for Identifying Open Jobs... 201 Funding a Job... 202 Tracking Applicants... 202 Tips for Adding Applicants to the Applicant Pool... 203 Maintaining EEO Statistics... 203 Hiring Employees... 204 Hiring Employees from an Applicant Pool... 204 Tips for Hiring Applicants from an Applicant Pool... 205 SECTION 5- WORKING WITH EMPLOYEES... 207 Overview... 207 Introduction... 207 Directly Assigning an Employee to a Job... 207 Assigning a Compensation Plan to an Employee... 207 ix
Tracking Personnel Events... 208 Tips for Tracking Personnel Events... 208 Updating Employee Information... 208 Adding Employee Information... 209 Maintaining Skill Information... 210 Maintaining Education Information... 210 Maintaining Emergency Contact Information... 211 Tips for Maintaining Emergency Contacts... 212 Maintaining Exam Score Information... 212 Maintaining Experience Information... 213 Tracking Contacts... 213 Maintaining Alternate Employee Names... 214 Maintaining Other Addresses for Employees... 214 Maintaining Images for Applicants or Employees... 215 Maintaining Constituent Information... 216 Maintaining Event Information... 217 Corresponding With Employees and Applicants... 217 Sending E-Mail... 217 SECTION 6- WORKING WITH SALARIES, WAGES, AND PAYROLLS... 219 Overview... 219 Introduction... 219 Compensating Employees... 219 Tips for Compensating Employees... 220 Raising an Employee s Salary or Wages Directly... 220 Raising an Employee s Salary or Wages Through Compensation Plans... 221 Providing Temporary Compensation or Bonuses... 221 Tips for Providing Temporary Compensation or Bonuses... 222 Compensating Employees for a Second Job... 222 Tracking Contracts... 223 Recording Adjustments, Allowances, and Fringe Benefits... 223 Tips for Adding Adjustments... 224 Using Earned Income Credit... 225 Setting Up Voluntary Adjustments... 225 Computing Year-to-Date Adjustments... 226 Setting Up Direct Deposits... 226 Tips for Setting Up Direct Deposit... 226 Starting or Modifying a Payroll... 227 Tips for Starting or Modifying a Payroll... 228 Accruing Benefits... 228 Recording Benefits and Work Time... 229 Tips for Recording Benefits and Work Time... 230 Defaulting Time in Time Entry... 230 Verifying Payroll Calculations... 230 Running the Post Payroll Process... 231 Tips for Running Post Payroll... 231 Accruing, Using, and Adjusting Time Benefits... 232 Processing Payroll Checks... 232 Modifying Check Stubs, Earnings Statements, and Direct Deposit Forms... 233 Responding to Post Payroll Errors... 233 Reprocessing Payroll Checks... 233 Computing Wages and Salaries... 234 Correctly Entering Salary Information... 234 Correctly Matching Payroll Types with Compensation Types... 235 Computing Gross Wages for Hourly Employees... 235 Computing Gross Wages for Salaried Employees... 237 x
Computing Gross Wages for Less than One Pay Period... 238 Computing Overtime Wages... 238 Computing Adjustments to Gross Pay... 239 Example of Adjustment Computation... 240 Types of Adjustments... 240 Calculating FICA and Other Deductions with Maximum Amounts... 241 Using Less-than-Annual Payment Plans... 242 Using Compensation Plans... 243 SECTION 7- WORKING WITH REPORTS AND W-2S... 245 Overview... 245 Introduction... 245 Overview of HR Reporting... 245 Creating a Report... 247 Introduction... 247 Standard Process... 247 Creating an HR ACE Report... 247 Retrieving Data with an App Server Query... 248 Creating an HR Report Using an SQL Query... 248 Finishing a Report... 249 Steps to Completion... 249 Testing Your Queries... 249 Formatting an MSWord Merge Report or Letter... 250 Setting Up Report Permissions... 251 Editing a Report... 251 Defining Report Parameters... 252 Maintaining Your Report List... 253 Running a Report... 253 Processing W-2 Information... 255 Introduction... 255 Building the W-2 Records... 255 Reviewing the W-2 Records... 256 Printing W-2 Forms... 256 Printing a Single W-2 Form... 257 Producing the W-3 Report... 257 Submitting the W-2 Information Electronically... 257 APPENDIX A TABLE SETUP INFORMATION... 259 Overview... 259 Introduction... 259 Logging in to Human Resources Maintenance... 259 Overview of Human Resources Maintenance... 260 Purpose... 260 Table Screen Display... 260 Title bar, Menu bar, and Toolbar components... 260 Using HR Maintenance... 264 Locating and Entering Table Information... 264 Performing a Query in Human Resources Maintenance... 264 Working with Tables... 265 List of Tables... 265 ADA Accommodations Table... 267 Purpose... 267 Access... 267 Contents... 267 How does HR Administration use the ADA Accommodations Table?... 267 Accommodation Code Region - ADA Accommodations Table... 267 xi
Accommodation Code List Region - ADA Accommodations Table... 267 Adjustment Comparison Table... 269 Purpose... 269 Access... 269 Contents... 269 How does HR Administration use the Adjustment Comparison Table?... 269 Adjustment Comparison - Adjustment Comparison Table... 269 Adjustment Comparison List - Adjustment Comparison Table... 270 Adjustments Table... 271 Purpose... 271 Access... 271 Contents... 271 How does HR Administration use the Adjustments Table?... 271 Adjustments for Payroll - Adjustments Table... 271 Selecting an Adjustment Type... 273 Tabs on the Adjustment Table Screen... 273 Liabilities/Expenses Tab - Adjustments Table... 274 Masking Accounts... 274 Computation Tab - Adjustments Table... 275 Tax Tab - Adjustments Table... 276 W-2 Tab - Adjustments Table... 277 Adjustments for Payroll List - Adjustments Table... 278 Adjustments Exclusion Table... 279 Purpose... 279 Access... 279 Contents... 279 How does HR Administration use the Adjustments Exclusion Table?... 279 Maintaining Adjustment Exclusion Codes... 279 Adjustments Exclusion - Adjustments Exclusion Table... 280 Adjustments Exclusion List - Adjustments Exclusion Table... 280 Benefit Plan Table... 281 Purpose... 281 Access... 281 Contents... 281 How does HR Administration use the Benefit Plan Table?... 281 Benefit Code - Benefit Plan Table... 281 Benefit Code List - Benefit Plan Table... 282 Benefit Rate Table... 283 Purpose... 283 Access... 283 Contents... 283 Benefit Rate Code - Benefit Rate Table... 283 Benefit Rate Code List - Benefit Rate Table... 284 Benefit Track Table... 285 Purpose... 285 Access... 285 Contents... 285 How does HR Administration use the Benefit Track Table?... 285 Benefit Track Code - Benefit Track Table... 285 Benefit Track Code List - Benefit Track Table... 286 Compensation Plan Table... 287 Purpose... 287 Access... 287 Contents... 287 How does HR Administration use the Compensation Plan Table?... 287 Compensation Code - Compensation Plan Table... 287 xii
Compensation Code List - Compensation Plan Table... 288 Configuration Table... 289 Purpose... 289 Access... 289 Contents... 289 How does HR Administration use the Configuration Table?... 289 Configuration Region - Configuration Table... 289 Configuration List Region - Configuration Table... 289 Contact Table... 291 Purpose... 291 Access... 291 Contents... 291 How does HR Administration use the Contact Table?... 291 Contact - Contact Table... 291 Contact List - Contact Table... 292 Contract Table... 293 Purpose... 293 Access... 293 Contents... 293 How does HR Administration use the Contract Table?... 293 Contract Code - Contract Table... 293 Contract Code List - Contract Table... 293 Default Adjustment Table... 294 Purpose... 294 Access... 294 Contents... 294 How does HR Administration use the Default Adjustment Table?... 294 Default Adjustment - Details Window... 295 Department Table... 297 Purpose... 297 Access... 297 Contents... 297 How does HR Administration use the Department Table?... 297 Department Code - Department Table... 297 Department Code List - Department Table... 297 Display Preferences Window... 299 Purpose... 299 Access... 299 Contents... 299 Division Table... 300 Purpose... 300 Access... 300 Contents... 300 How does HR Administration use the Division Table?... 300 Division Code - Division Table... 300 Division Code List - Division Table... 300 EEO Sort Table... 302 Purpose... 302 Access... 302 Contents... 302 How does HR Administration use the EEO Sort Table?... 302 EEO Sort Code - EEO Sort Table... 302 EEO Sort Code List - EEO Sort Table... 302 Employee Status Table... 304 Purpose... 304 Access... 304 xiii
Contents... 304 How does HR Administration use the Employee Status Table?... 304 Employee Status Code - Employee Status Table... 304 Employee Status Code List - Employee Status Table... 304 Event Groups Table... 305 Purpose... 305 Access... 305 Contents... 305 How does HR Administration use the Event Groups Table?... 305 Event Group Code - Event Groups Table... 305 Event Group Code List - Event Groups Table... 305 Events Table... 307 Purpose... 307 Access... 307 Contents... 307 How does HR Administration use the Events Table?... 307 Event Information - Events Table... 307 Event List - Events Table... 308 Image Class Table... 309 Purpose... 309 Access... 309 Contents... 309 How does HR Administration use the Image Class Table?... 309 Image Class - Image Class Table... 309 Image Class List - Image Class Table... 309 Inclusion Table... 311 Purpose... 311 Access... 311 Contents... 311 How does HR Administration use the Inclusion Table?... 311 Inclusion Information - Inclusion Table... 311 Inclusion List - Inclusion Table... 312 Login Screen... 313 Purpose... 313 Access... 313 Contents... 313 Low Income Table... 314 Purpose... 314 Access... 314 Contents... 314 How does HR Administration use the Low Income Table?... 314 Low Income - Low Income Table... 314 Low Income List - Low Income Table... 314 Main Human Resources Maintenance Screen... 316 Purpose... 316 Payroll Table... 317 Purpose... 317 Access... 317 Contents... 317 How does HR Administration use the Payroll Table?... 317 Payroll Code - Payroll Table... 317 Check Sub-Region - Payroll Code Region... 318 Direct Deposit Sub-Region - Payroll Code Region... 318 Payroll Code List - Payroll Table... 319 Payroll Permission Table... 320 Purpose... 320 xiv
Access... 320 Contents... 320 How does HR Administration use the Payroll Permission Table?... 320 Payroll Permission - Payroll Permission Table... 320 Payroll Permission List - Payroll Permission Table... 321 Adjustments on Payroll Documents Setup Screen... 322 Purpose... 322 Access... 322 Contents... 322 What are pay stubs?... 322 What are earnings statements?... 322 Primary Occupation Table... 323 Purpose... 323 Access... 323 Contents... 323 How does HR Administration use the Primary Occupation Table?... 323 Primary Occupation Code - Primary Occupation Table... 323 Primary Occupation List - Primary Occupation Table... 323 Qualifications Table... 324 Purpose... 324 Access... 324 Contents... 324 How does HR Administration use the Qualifications Table?... 324 Qualifications Code - Qualifications Table... 324 Qualifications Code List - Qualifications Table... 324 Reduction Table... 326 Purpose... 326 Access... 326 Contents... 326 How does HR Administration use the Reduction Table?... 326 Reduction Information - Reduction Table... 326 Reduction Information List - Reduction Table... 327 Report Group Table... 329 Purpose... 329 Access... 329 Contents... 329 How does HR Administration use the Report Group Table?... 329 Report Group Code - Report Group Table... 329 Report Group Code List - Report Group Table... 329 Skills Table... 331 Purpose... 331 Access... 331 Contents... 331 How does HR Administration use the Skills Table?... 331 Skills Code - Skills Table... 331 Skills Code List - Skills Table... 331 Tax Table... 333 Purpose... 333 Access... 333 Contents... 333 How does HR Administration use the Tax Table?... 333 Tax - Tax Table... 333 Tax Schedules - Tax Table... 334 Tax Credit Table... 335 Purpose... 335 Access... 335 xv
Contents... 335 How does HR Administration use the Tax Credit Table?... 335 Setup Example for the Tax Credit Table... 335 Tax Credit - Tax Credit Table... 335 Tax Credit List - Tax Credit Table... 336 Time Table... 337 Purpose... 337 Access... 337 Contents... 337 How does HR Administration use the Time Table?... 337 Time Code - Time Table... 337 Time Code List - Time Table... 338 Time on Payroll Documents Setup Screen... 340 Purpose... 340 Access... 340 Contents... 340 W2 Code Table... 341 Purpose... 341 Access... 341 Contents... 341 How does HR Administration use the W2 Code Table?... 341 W2 Code - W2 Code Table... 341 W2 Code List - W2 Code Table... 341 Work Schedule Table... 343 Purpose... 343 Access... 343 Contents... 343 How does HR Administration use the Work Schedule Table?... 343 Schedule Code - Work Schedule Table... 343 Schedule Code List - Work Schedule Table... 343 APPENDIX B - IMPLEMENTATION... 345 Overview... 345 Introduction... 345 Prerequisites... 345 Order of Table Implementation... 346 Table Listing... 346 Configuring Position Control Numbers... 348 How to Use Position Control Numbers... 348 Tips for Configuring Position Control Numbers... 348 Defining Adjustments... 349 Account Tips... 349 Defining a Housing Allowance... 349 Defining Employee-Paid 401(k)... 350 Defining Employer-Paid 401(k)... 350 Defining Employer-Paid Life Insurance... 351 Defining Federal Income Tax... 351 Defining Federal Income Tax for Overload Positions... 352 Setting Up Earned Income Credit Adjustments... 352 Defining Arizona State Income Tax... 353 Defining Employer-Paid Health Insurance... 354 Defining Garnishment of Wages... 354 Creating and Assigning Benefits... 356 Organizing Cash-Based Adjustments on Payroll Documents... 357 Sorting Time Types for Time Entry... 357 Miscellaneous Setup Considerations... 359 xvi
Permissions Setup... 360 Composition of Checks, Stubs, and Earnings Statements... 360 Modifying Configuration Table Values... 363 Changing the Narrative for a Configuration Table Entry... 363 More About Configuration Table Values... 363 INDEX... 365 xvii
Overview SECTION 1 - GETTING STARTED Introduction Jenzabar CX s Human Resources is an application that enables users to enter, view, and maintain all the information needed to support personnel and payroll functions at your institution. To use the application, you use Human Resources Maintenance to set up tables that uniquely define your institution and the way it processes. You then use those table values within Human Resources Administration to establish positions, jobs, employees, salaries or wages, benefits, adjustments, and payroll runs. A few processes that support the human resources/payroll functions exist on the CX menu, including some scripts that enable the PC applications to run smoothly. The following diagram shows how the HR applications fit together. Administration The portion of Human Resources used for the day-to-day processing of applicants, employees, benefits, positions, and reporting. Payroll The portion of Human Resources Administration that includes starting a payroll, entering time, computing and verifying the results, and posting the accounting transactions that occur as a result of each payroll. The Payroll function is supported by values in tables maintained through Human Resources Maintenance and by information maintained and generated from Human Resources Administration. Processing Also known as Human Resources Administration, the portion of Human Resources used for all daily processing, from creating positions and tracking applicants to hiring employees, recording their demographics, and processing payrolls. After the system is completely implemented, users will use this component of the system almost exclusively, with only minor adjustments in Maintenance. Maintenance The portion of Human Resources that defines each institution s unique codes and methods of operation. Human Resources Maintenance supports Human Resources Administration with valid values for data fields and instructions on how to perform some processes. Human Resources 1 Getting Started
Human Resources Processing Flow The following diagram shows how the Human Resources Administration functions relate to each other. Note that you can produce reports independently of any other aspect of the process. Payroll Processing Flow The following diagram shows how the Human Resources Payroll functions relate to each other. Note that you can produce reports independently of any other aspect of the process. Getting Started 2 Human Resources
Human Resources 3 Getting Started
Assumptions, Conventions, and Tools Introduction To get the most out of Jenzabar s Human Resources applications, you should be able to: Open, close, and exit an application Open, close, and resize windows Switch between two or more active windows and applications Select items from menus, buttons, list (drop-down) boxes, option buttons, and icons using a mouse or keystroke equivalents Use the Windows Help facility and features Access the database(s) to be used with the application You can learn how to perform these tasks by referring to the documentation accompanying your Windows operating system and the database software. A few processes are executed from the CX menus. For more information about using CX, see Jenzabar s Getting Started User Guide, or refer to Jenzabar s computer-based training course, Getting Started with CX. Logging in to Human Resources Administration The first step to accessing Human Resources Administration screens and information is logging in. To log in: 1. Access the Human Resources Administration program using one of these options: Clicking the icon on your desktop Clicking Start, and then selecting Programs, Jenzabar HR, and then HR Administration Using Windows Explorer to locate the executable (hr.exe) and then double clicking on it The splash screen identifying the application appears. You can click your mouse to cause the screen to disappear, or wait until the Login screen appears automatically. 2. In the Service Name field, select the ODBC driver for the database where your HR information resides. 3. In the Login field, enter your username. 4. In the Password field, enter your password, and then click OK. The bottom of the frame for the HR application will display the status of the login process. When the program is loaded, the Employee Information screen will display automatically. Using the Calendar in Human Resources The calendar option is available on all date fields in Human Resources that have a down arrow to the right side of the field. When you click the arrow, a calendar appears, displaying the current month as a default. The following points are important when using the calendar: You must be in Add or Update mode to access the calendar. Getting Started 4 Human Resources
You can enter the date you want (e.g., 06/06/1996), or click on the date in the calendar to select it. To change the month that appears, click on either of the arrows at the top of the calendar. The left arrow selects months in the past, while the right arrow selects months in the future. If you click in the center of the calendar title bar (where the name of the month and year appears), a small scrolling box listing adjacent months and years will display. You can scroll through the adjacent months by moving your cursor past the top or the bottom of the scrolling box. You must scroll through the months to change the year. To select a date, click on the appropriate number on the grid. The system will close the calendar, and the desired date will appear in the date field. Using the Calculator in Human Resources The calculator option is available on all numeric fields in Human Resources that have a down arrow to the right side of the field. When you click the arrow, a calculator appears. The following points are important when using the calculator: Using Table Lookup You can enter the number you want (e.g., 16), or let the calculator compute the number for you (e.g., 8 * 2). The number that displays in the result field automatically populates the field on the screen. To close the calculator, click on the OK button or anywhere on your monitor except on the calculator itself. The table lookup feature ensures that you populate your Human Resources screens with valid data. For table lookup fields, only those values your institution has already validated in other tables are available for you to select. For example, when you add values to the Department table, you can only assign the departments to divisions you already have been added to the Division table. The table lookup feature is available on all alphanumeric fields in Human Resources that have a down arrow to the right of the field. When you click the arrow, the list of valid values appears. The following points are important when using the table lookup feature: You cannot type values into the field. To select a valid value, you can type its first character. For example, to select OR (for Oregon) from a list of valid states, type O. Continue to type O until the code OR appears in the field. You can also select valid values by clicking the down arrow, scrolling until you see the code or value you want to use, highlighting the desired value, and releasing your mouse button. Using Human Resources Documentation Human Resources contains complete online help for using the system, including descriptions, procedures for performing tasks, and examples. The same source information was used to create this user guide, which deviates from the standard Jenzabar CX user guide format because of its origin as online help. Human Resources 5 Getting Started
Some system information, including installation instructions, is in the Human Resources Installation Manual, a printed document that accompanies your application software. Online Help Conventions Style Conventions Online Help Conventions Jenzabar has employed several help conventions in the online documentation for Human Resources, as follows: Accessing help: The question mark buttons on the Human Resources toolbar (as well as the commands from the Help option on the menu bar) provide you with different ways to access online help, as represented by the following icons: The first question mark button displays a Windows Contents window. You can use it to browse the topics in the Human Resources online help. Click on the book icons to view subtopics. The second question mark button enables you to search for help on specific topics, just as you would look for information in an index in a book. Screen-level help: Both Human Resources Administration and Human Resources Maintenance offer screen-level context-sensitive online help. In other words, when you are using a particular screen, you can access the Help menu, select This Screen, and view the help topic relating to that screen. Another way to access the screen-level help is to press <F1> from any screen. What s New: The What s New feature on the Help menu is an interactive presentation that briefly explains how the latest version of Human Resources differs from the previous version. Use the navigation cues (e.g., Back, Next, and Exit) to move through or end the presentation. Pop-ups and jumps: Some words and phrases are displayed in green with a dotted underline. Clicking on these text areas displays a small box with a definition or extra information about the underlined word or phrase. For example, clicking on the phrase OK button displays a definition of that term as it is used in Human Resources. The small boxes overlay the Help window, and do not take you to another part of the online help. These small boxes are pop-ups. Other words or phrases appear in green with an unbroken single underline. Clicking on these displays an entirely different part of the online help for more discussion or description of the words, phrases, commands or features. For example, clicking on the word Assumptions takes you to an entirely different Help window about that topic, and you must click on the Back button to return to the previous help topic. Because you go to another help topic, these links are called jumps. You can print any help topic, whether a jump or a pop-up. Main topics and tasks: This online documentation uses different sizes of windows to help you identify the purpose of each help topic. Help topics that appear in large windows to the right side of the screen are informational main topics. Getting Started 6 Human Resources
Help topics that appear in smaller, elongated windows on the far right side of the screen are task topics. Style Conventions Style Conventions Human Resources help uses certain style conventions to make the help easier to use and understand. The most common conventions appear below: Boldface type Represents text that you type into the system (e.g., Type UNDG), command names (e.g., Finish), or keys you use to execute a command or function (e.g., <Enter>). Bulleted lists Show items not ranked or without a sequential performance. CAUTION: Indicates a caution or warning of a potential risk or condition. <Enter> Represents the Enter, Return, Line Feed, or key on your keyboard. Italic type Is used in any of these ways: <Key name> To represent a new or key term To add emphasis to a word To reference another manual or a section within this guide To represent a variable for which you substitute another variable (e.g., substitute filename with an appropriate filename) Represents a key that you must press. Note: Indicates a note, tip, hint, or additional information. Numbered lists Show ranking of items or sequence of performance. Parentheses When used around a field name, indicate the field is unlabeled on the screen. The field description includes the location of the field. Quotation marks Represent information written in this guide exactly as it appears on the screen. Example: The message, "Now Running..." appears. Using Human Resources Help Online Help Conventions Human Resources 7 Getting Started
Printing Help Topics You can print both main topic windows and pop-up windows from this online help, as follows: Main topic windows and task windows: Select the Print button on the window s button bar. Pop-up windows: Use the following quick procedure: 1. Click the right mouse button. A command menu appears. 2. Select Print from the command menu. Responding to Errors within Human Resources Three main types of errors are possible within Human Resources. If you attempt to perform an action that is not consistent with HR functions (e.g., you attempt to close a screen in Update mode without committing or canceling your changes), the system will display a message in a dialog box. Typically, the response to this type of error is to click OK, and to then correct the error you have made. Another error type is when one of the supporting UNIX programs does not perform as expected. Errors of this nature typically are reported in your e-mail. They may require data correction (e.g., correcting the setup of the Fiscal Calendar record), rerunning of processes, or perhaps the running of the Voucher Recovery process. Occasionally, you may experience an error that relates to Windows, your ODBC drivers or Visual Basic. This type of error typically involves a problem with the infrastructure that supports your HR application. The system reports errors of this type in an error log. You can view the error log at the time the system reports the error, or you can examine the log file at a later time. Error logs from HR are written to your Windows Temporary directory, a location that varies with the type of operating environment you are running (e.g., Windows 2000 and Windows NT have different locations for this temporary directory). Note: The error log file stores only one error message at a time. Therefore, if you encounter two errors, the log for the first error is overwritten by the log for the second error. Exiting Human Resources You can exit either Human Resources Administration or Human Resources Maintenance by clicking on the "X" in the upper right corner of the screen, or by selecting File, and then Exit. The system will either prompt you to confirm you want to exit, or it will notify you that you have one or more screens in Add or Update mode and you must commit or cancel your additions or updates before you can exit the program. Getting Started 8 Human Resources
Setting Up Preferences Introduction Using the Preferences option on the File menu, you can customize your use of Human Resources in the following ways: Save changes to grid displays Define a default printer With appropriate permissions, you can also customize the contents of all HR users' secondary tabs Customizing Screen Usage Features You can customize your use of the Human Resources screens in the following ways: Saving Grid Changes You can rearrange or change the size of grid columns according to your own needs, as described in Resizing Grid Rows and Columns and Reorganizing and Sorting Grid Columns. To keep your changes so they will display the next time you open the screen: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Remember Grid Layouts, and then click Close. Note: If the checkbox for Remember Grid Layouts is not checked, the grid will revert to its default display the next time you open the screens. Resetting Grid Defaults: If you have rearranged grid columns, you can restore them to their original order selectively, either by individual screen or for all screens at one time. To reset the grid defaults: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click Reset Grid Defaults. The Display Preferences window changes to contain two options: to restore the grid layouts for all screens, or this screen only. 4. Click the option you want, and then click OK. The original Display Preferences window appears. 5. Click Close. Saving the Most Recently Used ID: You can cause HR Administration to "remember" the last ID number used so it appears in a screen's ID field automatically, eliminating the need to requery the ID. This feature resembles the "sticky ID" feature available in other components of Jenzabar CX. To implement this feature: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Remember Last ID Used, and then click Close. Bypassing Commit/Cancel Confirmation: Human Resources 9 Getting Started
You may prefer to eliminate the prompts Are you sure you want to cancel your changes? and Commit changes? that automatically appear when you either save or abandon information you have entered. When the prompts are eliminated, the commitment or cancellation of any changed data occurs the instant you use the Commit or Cancel command, saving an extra keystroke in the data entry process. To bypass the commit/cancel confirmation: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Bypass Confirm Commit/Cancel, and then click Close. Activating Keystroke Commands: Some users may want to use standard CX keystroke commands instead of icons or combination keystrokes (e.g., <Ctrl - E>). An option for using <Enter> to commit changes and <Esc> to abandon changes is available from the File: Preferences menu. To activate keystroke commands: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Enable Enter/Esc for Commit/Cancel, and then click Close. Note: Display options are controlled by user and by PC. For example, if two users use the same PC, they can set their grid displays independently of each other. However, if one of the users uses a different PC on which he/she has not performed any grid changes, all grid columns will display in their default size and order. Setting Up Preferences Selecting a Printer for Human Resources When you want to print table reports from Human Resources, you can select from any of the printers set up on your PC. To select a printer: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Printer. The Printer dialog box appears. Its appearance depends on the printer drivers you have installed on your PC. 3. On the Printer dialog box, click the down arrow in the Name field to view a list of installed printers. 4. Click on the name of the desired printer. It becomes the default printer for all printed output from Human Resources. Setting Up Preferences Getting Started 10 Human Resources
Screen Customizations Customizing Screens in Human Resources Administration Many screens in Human Resources Administration have secondary tabs, a completely customizable region where you can enter and maintain any local data fields. Customization, while not complex, requires some knowledge of the database and should therefore be performed by the Jenzabar coordinator at your institution. To customize the secondary region of a screen: 1. Access the screen you want to customize. 2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it displays the label from the pop-up window that displays when you click Tab Name. 3. Select Add. The Add Custom Data Wizard begins, displaying the first window that will guide you through the process of adding fields to the tab. 4. Does the screen you are customizing contain information from more than one record? If yes, a list of the records appears; select the record that contains the field you want to add, and then click Next. The Wizard window changes to display a list of fields on the selected record. If no, (the screen you are customizing contains information from only one record), the Wizard window contains a list of fields on the record associated with the screen. Go to step 5. 5. Select the field you want to add to the secondary tab, scrolling through the grid as required, and then click Next. Depending on whether the selected field is updatable or display-only, and whether it is a character, date, or money field, the prompts on the next Wizard screen enable you to display or capture the new field appropriately. 6. Using the prompts to guide you, select the appropriate control type, and then click Next. Depending on the control you selected, the Wizard window changes so you can specify the appropriate information. For example, if you specified a combo box control type, you must specify the table and the fields from the table you want to use in the combo box. The last step of the Wizard process is to define the label you want to associate with the field. After you specify the label, click Finish. The Wizard window disappears. 7. Using your mouse to drag and drop, place the field and its label as desired. 8. Click Close. The system prompts you about saving your changes. 9. Click Yes to save your changes. Note: You can use local tables as the source of values for dropdown lookups on the secondary tab, but you cannot enter data into local records using this feature. Secondary Tabs in Human Resources Administration Adding Text to Customized Screens Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens Human Resources 11 Getting Started
Adding Text to Customized Screens In addition to adding fields and labels, you can add text to the secondary tab of any screen. The text can label groups of fields, prompt users about how fields should be completed, and provide other useful information. To add text: 1. Access the screen you want to customize. 2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is the secondary tab of the screen. 3. Select Add Info Text. The system displays a dialog box that enables you to change the text appearance, adds a white text box to the secondary tab, and places the cursor in the text box. 4. Type the text you want to display on the secondary tab. If your text exceeds the size of the text box, click and drag the lines defining the box to resize it. If your text occupies less space than the size of the text box, you can click and drag the lines defining the box to make it smaller. 5. Click and drag to move the text box to the desired location in the secondary tab. 6. Using the option buttons and checkboxes on the popup box, define your text appearance as desired (bold, italics, and alignment), and then click OK. 7. Click Close. The system prompts you about saving your changes. 8. Click Yes to save your changes. Customizing Screens in Human Resources Administration Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens Removing Fields and Labels from Customized Screens To delete a field/label combination from a secondary tab: 1. Access the screen from which you want to delete the field and label. 2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is the secondary tab of the screen. 3. Click on the field (not the label) you want to delete. 4. Select Remove. The field and its label disappear from the secondary tab. 5. Click Close. The system prompts you about saving your changes. 6. Click Yes to save your changes. Customizing Screens in Human Resources Administration Adding Text to Customized Screens Getting Started 12 Human Resources
Editing Labels on Customized Screens Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens Editing Labels on Customized Screens The Add Custom Data wizard enables you to define the labels for custom fields while you are adding them. However, to change a label after you have added the field: 1. Access the screen on which you want to change the label. 2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is the secondary tab of the screen. 3. Click on the label (not the field) you want to change. 4. Select Edit Label. The system places the label in a text box you can edit. 5. Change the label as desired, and then press <Enter>. The text box disappears and the label reflects your changes. 6. Click Close. The system prompts you about saving your changes. 7. Click Yes to save your changes. Customizing Screens in Human Resources Administration Adding Text to Customized Screens Removing Fields and Labels from Customized Screens Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens Setting Navigation Sequences on Customized Screens All HR screens have built-in navigation using the <Tab> key. By pressing <Tab>, you advance from one field to another. On most HR screens, the navigation is from top to bottom within a column, moving among the columns from left to right. You can control the way Human Resources navigates through the fields on a secondary region, either across rows or down columns. To control the navigation sequences on secondary regions: 1. Access the screen on which you want to set the navigation sequence. 2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is labeled in accordance with the values that appear when you click Tab Name on the Custom region. 3. Select Set Order. The system displays the following buttons: On each of these buttons, the sequence is numbered. For example, on the Row/Col button, the numbers 1, 2, and 3 appear on the top row, indicating that the navigation sequence moves through the top row before moving to the second row numbered 4, 5, and 6. Human Resources 13 Getting Started
4. Click the button that indicates the navigation path you prefer. The buttons disappear after you make your selection. 5. Click Close. The system prompts you about saving your changes. 6. Click Yes to save your changes. Customizing Screens in Human Resources Administration Adding Text to Customized Screens Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens Renaming Tabs and Frames on Customized Screens Renaming Tabs and Frames on Customized Screens As delivered, the HR secondary tabs are labeled Secondary, and the frame that displays on the tab is labeled Custom Information. To change these generic label names to something more descriptive for your institution: 1. Access the screen on which you want to change the labels. 2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. 3. Select Tab Name. The system displays a pop-up window with two fields: Tab Name and Frame Name. 4. Enter the labels you want for the tab and the frame, and then click Close. Your changes become part of the screen when you exit the Custom window and save your changes. Customizing Screens in Human Resources Administration Adding Text to Customized Screens Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens Setting Navigation Sequences on Customized Screens Getting Started 14 Human Resources
Using Grids Table information appears in grid format. This format enables you to view columns and rows in the table or record set at a glance. You can then select one row of available data and modify the fields in the top region of the screen. You can also rearrange the grid columns on your display, and sort on any of the columns in the grid. To view all the information in a grid, use the scroll bars at the bottom or at the right of the grid region. To select a row of information from the grid, click on the column of gray buttons at the left of the grid, highlighting the row. The following example of a grid shows the column of gray buttons on the left side of the grid. Use these buttons to highlight and select data. When the cursor changes from the standard white arrow to a black arrow, you can highlight and select the row. Reorganizing and Sorting Grid Columns Locating and Entering Table Information Updating Records Adding Records Grid Selection Buttons Buttons at the right end of each row of the grid that enable you to select that row, cause the program to display the selected information in the region above the grid, and enable you to modify the information in the top region. Grid Titles Headings for the columns in a grid. The grid titles will match the field names in the top region of the screen. Grid Contents Data that fills the grid. Each row represents a record or a single data grouping (e.g., all the information for a particular record in the table), and each column contains a particular field (e.g., all the codes or descriptions). Changing the Layout of Grids You can make the following changes to the layout of grid columns and rows on the Human Resources Maintenance screens. Change the order of grid columns Human Resources 15 Getting Started
Change the standard row height Change the length of each individual cell Reorganizing and Sorting Grid Columns Resizing Grid Rows and Columns Reorganizing and Sorting Grid Columns You can modify the sequence and sorting of any grid in Human Resources. This type of modification includes dragging and dropping columns from one position to another, swapping two column locations, and sorting data in the grid (either ascending or descending) based on values in any column. To drag and drop columns: Click on the column heading you want to move, and drag the heading to the desired location. You can change the columns positions as many times as desired. To swap two column locations: Click a column heading. The column s contents are highlighted and a selection arrow appears next to the heading. Click the arrow to view all the available column names. Choose the column name that you wish to move to this particular position. The new column will appear in this position, and the original column will appear in the vacated position. To sort data: Click on a column heading. All the data in the grid will sort in ascending order based on the values in the selected column. Click on the column heading a second time to sort the data in descending order. Note: Based on your preferences, you can save the format of each grid so that each time you open a specific screen, its grid will be the same as the last time you used it. For more information, see Saving Changes to Grid Columns. Using Grids in Human Resources Maintenance Saving Changes to Grid Columns Resizing Grid Rows and Columns You can change the height and width of the rows and columns in a grid. When you change the height of one row in the grid the other rows will be automatically resized to the same height. However, you can resize the width of each column individually. To change the height of the rows in the grids: 1. Position your cursor on the column of gray buttons on the left side of the grid. 2. Drag the cursor to the top or bottom of the button at the grid line on the row you want to resize. 3. When the cursor becomes a double arrow hold down the mouse button and drag the grid line until the row is the desired size. 4. Release the mouse button. To change the width of the columns in the grids: 1. Position your cursor on the right gridline of the column heading that you want to resize. Getting Started 16 Human Resources
2. When the cursor becomes a double arrow click and drag the gridline until the column is the desired size. Saving Changes to Grid Columns You can rearrange or change the size of grid columns according to your own needs, as described in Resizing Grid Rows and Columns and Reorganizing Grid Columns. To keep your changes so they will display the next time you open the screen: 1. Select File, and then select Setup. 2. From the Setup dropdown, select Display. The Display Preferences window appears. 3. Click the Remember Grid Layouts checkbox to place a checkmark in the box, and then click Close. Notes: Display options are controlled by user and by PC. For example, if two users use the same PC, they can set their grid displays independently of each other. However, if one of the users uses a different PC on which he/she has not performed any grid changes, all grid columns will display in their default size and order. If the Remember Grid Layouts checkbox is not checked, the grid will revert to its default display the next time the user(s) open the screens. Setting Up Preferences Resizing Grid Columns You can change the width of the columns in Human Resources grids. Position your cursor on the gridline to the right of the column heading you want to resize. When the cursor becomes a double arrow, click and drag the gridline until the column is the desired width. Human Resources 17 Getting Started
Common Procedures Introduction HR Administration and HR Maintenance are both Visual Basic applications with many Windowsoriented features. They are strictly PC-based, and are therefore mouse-driven (although control keys can execute many of the mouse commands). This section explains how to perform tasks that are common in both HR Administration and HR Maintenance. Adding Records With the appropriate permissions, you can add records and table information to any Human Resources table on the database. To add a row to a table: 1. Access the table screen in which you want to add the record. 2. Select Add. 3. Enter the desired information in the fields. 4. Select Commit. If you have not provided all the required fields for the record, the system will prompt you about the fields you need to complete; add the necessary information and select Commit again. If you have completed all the required fields in the record, the following message appears: Commit Changes? 5. Select Yes to add the record to the database, or No to discard the added record without saving. In either case, the program returns the table screen to Ready mode. Copying an Existing Record Updating Records Deleting Records Updating Records With the appropriate permissions, you can update and modify a record after you have retrieved it. To update or modify a record. 1. Query the record. The information contained in the record fills the fields in the top region of the screen. 2. Select Update from the toolbar or menubar. 3. Change any desired field information. 4. Select Commit from the toolbar. The following message appears: Commit Changes? 5. Select Yes to commit the changes to the database or No to discard the changes. In either case, the program returns the table screen to Ready mode. Adding Records Copying an Existing Record Deleting Records Getting Started 18 Human Resources
Copying an Existing Record With the appropriate permissions, you can copy an existing record to use it as a model for adding an additional record to the database. For example, if you want to add a new adjustment to the Adjustments table, and it is very similar to an existing adjustment, you can copy the existing adjustment s table entry to use as a model for the new entry. To copy a row in a table and use it to create a new row: 1. Query the record you want to copy. The information contained in the record fills the fields in the top region of the screen. 2. Select Add from the toolbar or menubar. The screen enters Add mode, and the cursor appears in the first field on the screen. Note that the data in the previously queried record no longer appears in the fields; however, the system retains the data in memory. 3. Press <F7>. The data from the record queried in step 1 fills the field, and the cursor moves to the next field. Repeat until all the fields are filled with information from the previously queried record. 4. Move the cursor to the fields you want to change, highlight the data, and type over the existing information with the changes you want to make. 5. Select Commit from the toolbar. The following message appears: Commit Changes? 6. Select Yes to add the record to the database, or No to discard the new record without saving. In either case, the program returns the table screen to Ready mode. Adding Records Updating Records Deleting Records Deleting Records With the appropriate permissions, you can delete records and table information from Human Resources tables. Deletion is possible when the system determines that the removal of the table row will not cause inconsistencies in your data or compromise your database. For example, if an adjustment has been used for an employee, you cannot delete that adjustment from the Adjustments table. To delete a row from a table. 1. Access the table screen from which you want to delete the record. 2. Locate the table row you want to delete, and then highlight it in the grid. Information contained in the row will appear in the upper region of the screen. 3. Select Delete. The following message appears: Delete Selected Record? 4. Select Yes to delete the record from the database, or No to discard the deletion and return to the table screen display in Ready mode. Updating Records Adding Records Human Resources 19 Getting Started
Working with IDs Introduction IDs are the cornerstone of Jenzabar CX. Your database contains a unique ID record for every entity with whom your institution has a relationship. Entities include individuals (e.g., students and faculty), but also include schools, churches, foundations, organizations and vendors. This section describes how you can work with IDs within HR Administration Performing a Query The first step in processing any individual through the Human Resources Administration application is to retrieve the individual s records. You retrieve the desired records by performing a query. The system supports the following ways to perform a query from a program screen (e.g., from the Employee Information screen): Entering the search criteria in the ID Information region, and then pressing <Enter>. Clicking the ID Lookup button to display the ID Lookup screen. Direct Querying in the ID Information Region To retrieve an individual s records using the ID Information Region on a program screen: 1. Enter the query information (ID number, name, or social security number) in the ID Information region of a program screen. 2. Press <Enter>. Depending on the results of the query, one of two results will occur: If only one ID satisfies your search criteria, the program screen will fill with information about the selected individual. If more than one ID satisfies your search criteria, the ID Lookup window will appear, and the ID List grid will contain all the IDs that meet your search criteria. This can occur, for example, when you perform a name search for a name that appears more than once in your database. 3. If the ID Lookup window appears, click on the desired ID, and then click OK. The ID Lookup window disappears, and the program screen from which you initiated the query displays information about the selected ID. Querying in the ID Lookup Screen Querying in the ID Lookup Screen Jenzabar recommends you use the ID Lookup feature to retrieve the records you need to process. This feature is available from every program screen that has an ID Lookup button in the ID Information region. To use ID Lookup: 1. Click ID Lookup. The ID Lookup screen appears. 2. Enter the search criteria you want to use. You can enter data in any of the white boxes on the screen (any grayed boxes are inactive). 3. Click Query. The results of the query appear as follows: Getting Started 20 Human Resources
Adding IDs If only one ID satisfies your search criteria, the ID Lookup screen will fill with information about the selected individual. Click OK. The ID Lookup window disappears, and the program screen from which you initiated the query displays information about the selected ID. Your query is complete. If more than one ID satisfies your search criteria, the ID List grid region will contain all the IDs that meet your search criteria. This can occur, for example, when you perform a name search for a name that appears more than once in your database. Go to step 4. 4. Click on the desired ID, and then click OK. The ID Lookup window disappears, and the program screen from which you initiated the query displays information about the selected ID. Your query is complete. Direct Querying in the ID Information Region With the appropriate permissions, you can use Human Resources Administration to add or update ID information. When you add an ID in Human Resources Administration, you automatically create accompanying Profile records (profile_rec) and Employee records (hremp_rec) in your database. To add an ID: 1. Access the Employee Information screen. 2. Click Add. The screen changes to Add status. 3. Enter as much information as you can about the individual, clicking through the tabs on the screen. Note that you are required to enter at least a name and a city. 4. When your data entry is complete, click Commit. The ID information is added to the database, and the ID number, name, and social security number fills the ID region of the Employee Information screen. Tips for Adding IDs Tracking Applicants Hiring Employees from an Applicant Pool Tips for Adding IDs When you add IDs, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. When you add an ID, you must then associate the employee with a job assignment, compensation, benefits, and any other data you want to track. You can also add IDs through the applicant hiring process. When you use the applicant hiring process, you automatically associate the employee with a job assignment. The only required fields for ID records are the name and the state. Human Resources 21 Getting Started
When you enter a social security number for an ID, note that it will be stored in the database in accordance with the mask you define in the Configuration table. For example, if your Configuration table entry is set up to mask a social security number as 999.99.9999, a number entered as 123456789 will enter your database as 123.45.6789. Make sure you mask your social security numbers in the same format in which they are stored from other Jenzabar CX entry programs. Updating IDs With the appropriate permissions, you can use Human Resources Administration to update ID information. This information is stored within the ID records (id_rec), Profile records (profile_rec) and Employee records (hremp_rec) in your database. To update an ID: 1. Access the Employee Information screen.idh_pemployeeinformationscreen 2. Perform a query to locate the ID you want to update. 3. Place your cursor in the field you want to change. 4. Change the field value, and then repeat step 3 for all the fields that require updates. When your data entry is complete, click Commit. The ID information is changed in the database. Adding IDs Using Privacy Codes Human Resources Administration recognizes the use of the privacy codes that are incorporated in various components of Jenzabar CX. Fields designated as private (i.e., should not be divulged according to your institution s policies) are flagged with the standard symbol of a red circle with a line through it: To use privacy codes: 1. Make sure the Privacy table (priv_table) and the Privacy Field table (privfld_table) are set up as required for your institution s policies. The Privacy table defines codes and names for each code, and the Privacy Field table associates columns from various tables with each code. 2. Add IDs or query and retrieve existing IDs using the Employee Information screen. 3. On the Other Information tab of the Employee Information screen, specify the desired Privacy code. When you commit your changes, the system will mark each private field with the red circle symbol. Adding IDs Getting Started 22 Human Resources
SECTION 2 - USING THE HR ADMINISTRATION SCREENS Overview Introduction Organization This section shows each screen and window you use in HR Administration and provides explanations for each of their fields. The screens, windows, fields, and commands are listed in alphabetical order (unless otherwise noted) so you can locate the information quickly. Screen Differences All screens in HR are a standard format, produced using the Visual Basic development tool. Customizations for individual needs are maintained on the secondary tabs that exist on most program screens. Privacy Code Feature Some screens in the HR product contain the Privacy code feature. The Privacy code indicates the field or group of fields containing information that an employee does not want released. These fields are flagged with the following symbol in the Employee Information screen. Examples of privacy codes are: ADDR - Address fields BRTH - Birthdate fields PHONE - Telephone fields Human Resources 23 Screens
Screen Composition and Navigation Screen Example Most screens in Human Resources Administration have similar designs as shown in the following diagram. Human Resources Administration Title Bar The Human Resources Administration title bar identifies the name of the program you are running (in this case, Human Resources Administration, although screens in Human Resources Maintenance are very similar) and the name of the screen that is currently active. When you first open Human Resources Administration, the screen that appears is the Employee Information screen. Human Resources Control Icons ID Region The icons, or buttons, in the upper right corner of the screen are standard Windows controls. These buttons enable you to minimize, maximize, or close the application. If you attempt to close the application using the control icon, the system will prompt you to ensure that is your intent. Note that maximizing an HR screen causes resizing, including the fonts displayed on the screen. Screens in Human Resources Administration that relate to individuals (i.e., not positions or payrolls) all feature an ID region immediately beneath the toolbar. The purpose of this region is to identify the person to whom the data relates, and to enable the user to execute a query If the screen relates to applicants, this region will contain the name and social security number of the applicant, but is grayed (not active) so you cannot perform queries. Screens 24 Human Resources
Data Region Fields Most screens in Human Resources Administration have a Data region directly beneath the ID region, and directly above the Data List region. The Data region has a name that reflects the contents of the screen (e.g., on the Skills screen, the Data region is labeled Skill). The purpose of the Data region is to show all the details about one particular row of data relating to the selected individual, and to enable updates or additions. The Data region of a screen contains fields and dropdowns. Fields are spaces on screens where users can enter or view data. Therefore, fields in Human Resources Administration typically are located in the Data region of each screen. For some fields, users directly type data, while other fields may be populated when a user selects a value from a dropdown list, a calendar, or a calculator. Still other fields are populated with option buttons or checkboxes. You can determine the database source (or storage location) of most fields by changing the status to Update, placing your cursor in the field in question, and then pressing <F5>. Field Descriptions Field descriptions are view-only boxes on a screen that provide an explanation or description of a code, typically a code selected from a dropdown box. For example, if a payroll group is BWK, the description of that payroll group may be Bi-Weekly Staff Payroll. Descriptions are typically supplied from the tables you populate in Human Resources Maintenance, where users create a code and a description for that code in a single table entry. Dropdown Boxes Dropdown boxes are fields with down arrows to the right. Dropdown boxes provide users with tools to help them complete fields correctly. Tools attached to dropdown boxes are: Table list Displays valid values defined in Human Resources or Common tables. Human Resources tables are populated in Human Resources Maintenance, while Common tables generally are populated using the Jenzabar CX table maintenance options. When a table list is attached to a field, the user must select a value from the list; the dropdown box does not accept data typed into the field. Calendar Displays dates from a standard calendar. If desired, the user can click on a date in the calendar to select it, or type a date in one of the following formats: mm dd yyyy mm-dd-yyyy mm/dd/yyyy Calculator Displays a standard calculator on which numeric fields can be calculated. If desired, the user can compute a value, or simply type the value if it is known. Human Resources 25 Screens
Comments Primary Tab Many screens in Human Resources Administration contain comment fields. These fields can contain an unlimited amount of text, and users can edit the fields using standard Microsoft Windows keyboard functions, including cut, copy, and paste. In your CX database, the text users enter is stored in a BLOB (Binary Large OBject) record. Most screens in Human Resources Administration contain a primary tab and a secondary tab. The primary tab is active when the screen is first opened. The primary tab contains all the standard data fields that Human Resources Administration uses. Users activate either tab by clicking on the appropriate primary or secondary labels. Note that the secondary tabs, which are labeled Secondary in the standard CX product, can be renamed. Throughout this help file, however, they are called secondary tabs. Secondary Tab Grid The secondary tab on a Human Resources Administration screen is empty when the Human Resources product is first installed on your system. Its purpose is to allow your institution to capture all the unique data you need for your particular needs. With appropriate permission, a user can add data fields to the secondary tab and have those fields available for data entry for any or all users on your campus. Users display the secondary tab by clicking on the secondary label, which appears on the rightmost or bottommost tab on your screens. Note that the secondary tab label is customizable, so it may be something other than Secondary. Most Human Resources screens contain grids that display all the data that relates to the selected ID or that satisfies the criteria specified for a query. If custom fields have been added to the secondary tab, the custom fields also appear in the grid. Grids give a user an immediate display of several rows of data, enable the user to select a row of data for modification, and are easily rearranged and sorted to show the most important data. The print icon on the toolbar causes the grid contents to print on the user s selected printer. Data List Region Scrollbar The Data List region of a screen typically contains the grid. Occasionally, the region will also contain a Show All checkbox that changes the contents of the grid to include or exclude expired records, or one or more navigation buttons that enable you to access other screens or information. Scrollbars are a standard Microsoft feature that enable you to move the information that appears in a defined viewing area so you can view information that was previously hidden outside the viewing area. The bars can move the information horizontally or vertically. To move the information, click on the arrow in the direction you want to move, or click on the scrollbar itself. A progress box moves within the scrollbar to give you a visual cue about where the data you are viewing resides relative to the entire data set. Screens 26 Human Resources
Data Service Name Status Bar Status The Data Service Name (DSN) indicates the name of the ODBC driver connection you are using. The ODBC driver connects your PC to a database. Most users use names for their ODBC driver connections that relate to the database they reference. For example, if the database where your CX information resides is called jenza, that may also be the name of your ODBC driver connection to that database. For more information about establishing an ODBC connection between Human Resources and your database, see the Jenzabar documents Human Resources Installation Guide and CX ODBC Driver Installation Guide. The status bar, appearing in the center of the bottom of Human Resources screens, provides information about the state of the application. During most of your usage of Human Resources, this area of the screen is blank, since status messages typically relate to the launching and closing of the application. Typical status messages include: Retrieving permissions Checking permissions Loading tables Shutdown... please wait The Status box appears in the lower left corner of the screen, and indicates the system s current mode of operation. When prepared to receive a command such as Add or Update, the status is Ready. After such a command is received (e.g., Add), the status is Add status. Users should be aware of the status to ensure it is compatible with what they want to do. Human Resources Administration Menu Bar The menu bar is a horizontal list of major functions or product areas you can access from Human Resources Administration. This bar appears immediately under the title bar that names the application you are using, and just above the toolbar. On each screen, the more commonly used features from the menu bar appear on the toolbar. The following example shows the standard Human Resources Administration menu bar. Note the location of the menu bar just below the title bar. Title bar Contains the name of the application (e.g., HR Administration) and the current screen (e.g., Employee Information). File menu Lets you: Select or change databases Close the current screen Access Impromptu reports on the Web Send e-mail Retrieve the latest executable of HR from the Jenzabar Website Human Resources 27 Screens
Edit menu Exit from the Human Resources Administration applications Lets you copy or paste information, using the Windows clipboard to temporarily hold information that you want to move or duplicate. Database menu Lets you select Add, Delete, or Update commands. You can also commit or cancel your work or reload the tables used on a selected screen to obtain refreshed data. Demographics menu Lets you select the screens that contain employee identification, background, and profile information. Assignment menu Lets you select the screen that relates employees to job assignments, as well as the screen that maintains employee benefits. Position menu Lets you access the screens that contain position, compensation plan, open job, and applicant information. Payroll menu Lets you select the screens that relate to employee salaries or wages and Payroll processing. Window menu Lets you access any windows that are active within the Human Resources Administration applications. Reports menu Provides access to the report building and report processing options, as well as the W-2 record build process. Help menu Lets you access online help. Online help consists of a searchable index, a table of contents, an assortment of help topics, information about the version of HR you are using, and a review of the new features contained in that version. Human Resources Administration Toolbar The toolbar contains buttons with pictures or icons. When you click on any of the buttons, you execute a command or implement a feature. The toolbar appears on every Human Resources Administration screen, just below the menu bar. An example of the Human Resources Administration toolbar follows. On this example, all the icons on the buttons are colored, indicating they are active. When the icons appear in shades of gray and white only, they are inactive (i.e., the related command is not available at the current time). When you are using the Human Resources Administration applications, you can also view a brief description of each command by placing your cursor arrow on the button. If you do not move the arrow for a few seconds, a small pop-up box with the description appears. Close Button Screens 28 Human Resources
A command button that closes the current screen you are using. If other screens are open, the previous screen used will appear when you select this command. Print Button A command button that enables you to print the contents of a grid. For example, on the Position Management screen, you could query a list of positions, and then use this command button to print the list. A grid must appear on the current screen to activate this command. Copy Button A command button that enables you to copy information you have highlighted, saving it in the Windows clipboard for use in another location or application. Paste Button A command button that enables you to place information from the Windows clipboard in the current cursor location. Commit Button A command button that saves the current information in the records in your database. Cancel Button A command button that abandons your current work, discarding any changes made since you last committed your work. Update Button A command button that initiates the Update status, in which you can change the contents of existing records. You must query for existing records before you can select Update. Add Button A command button that initiates the Add status, in which you can add or insert records for an employee or position. Delete Button A command button that enables you to delete the selected record. Because deleting records that have already been used or processed can interfere with the integrity of your data, Human Resources will only enable you to delete certain records. Events Button A command button that displays the Events screen associated with the current screen. For example, if you are using the Compensation screen, this button will display the Compensation Events screen on which you can record an event and comments specifically relating to compensation (e.g., a raise or a bonus). Refresh Button A command button that causes the system to reload the tables used in dropdowns on the current screen. For example, if you are entering adjustments on the Deductions/Allowances/Fringes screen for a particular employee and discover that you had neglected to select a certain benefit, you can: Open the Benefits screen Select the benefit Return to the Deductions/Allowances/Fringes screen Click the Refresh button The dropdown list of benefits will include the newly selected benefit, without your having to close and reopen the screen. Human Resources 29 Screens
Image Button A command button that opens the Select Image window for the selected applicant or employee. If you are using the Applicants screen, the listed images will relate to the highlighted applicant in the Applicants region; if you are using any of the employee-related screens, the listed images will relate to the employee whose ID information appears in the ID region of the screen. E-mail Button A command button that opens an e-mail message window so you can use your standard e-mail program to contact the individual with whom you are working. Help Button (Table of Contents) A command button that enables you to review the online help table of contents for Human Resources. Help Button (Index) A command button that enables you to access the Human Resources online help index. Secondary Tabs in Human Resources Administration Many institutions need to add custom fields to their Human Resources Administration screens to maintain their own unique information. If your institution has such a need, your custom fields can be added to the secondary tabs that are available on many HR Administration screens. You must have carsprog permissions to be able to add custom fields to the secondary tabs. If you do not have carsprog permissions, you will not have the Customize option on the File: Preferences menu. Any user with database permissions to the affected records and tables can access, view, or update information on the secondary tabs. The following screens have secondary tabs: Applicants screen Applicants Contacts screen Applicants Education screen Applicants Exam Scores screen Applicants Image Management screen Applicants Skills screen Applicants Work Experience screen Benefits screen Compensation screen Constituent Status screen Contacts screen Contracts screen Direct Deposit screen EEO Statistics screen Education screen Emergency Contacts screen Screens 30 Human Resources
Employee Information screen Events screen Exam Scores screen Image Management screen Job Assignment screen Open Jobs screen Other Addresses screen Other Names screen Payroll Management screen Position Management screen Skills screen Work Experience screen Human Resources 31 Screens
Applicants Screen Purpose Access Contents The Applicants screen enables you to: Enter information about applicants Search your database for applicants with existing IDs Access application/resume information about applicants Track ADA information about applicants Review open positions at your institution Select candidates for open positions Hire employees from an applicant pool Print a list of applicants for a selected open job You access the Applicants screen from the Main screen by selecting Position from the menu bar, and then clicking on Applicants from the list that appears. The Applicants screen contains regions that maintain the following types of information. Note that six of the regions (Personal, Qualifications, ADA, Positions, Application, and Secondary) are layered on separate tabs. Your secondary tab may have a different name, depending on the setup at your institution. Personal Tab Qualifications Tab ADA Tab Positions Tab Application Tab Secondary Tab Open Jobs Applicants Tracking Applicants Identifying Open Jobs Hiring Employees from an Applicant Pool Personal Tab - Applicants Screen The Personal tab of the Applicants screen enables you to enter or view general name and address information about an applicant, including e-mail address. The information that appears on the Personal tab relates to the applicant selected and highlighted in the Applicants grid. Screens 32 Human Resources
The Personal tab contains the following information. Name - The applicant s name, with separate fields for last name, first name, and middle initial. Title - The applicant s title (e.g., MR, MS, DR). Click on the arrow next to the field to view and select from a list of valid values. Suffix - A qualifier at the end of an applicant s name (e.g., M.D. or Ph.D.). Click on the arrow next to the field to view and select from a list of valid values. SSN - The applicant s social security number. Legal to Work in USA Checkbox - A checkbox that, if checked, indicates the applicant has provided evidence that he/she can work in the United States legally. Phone - The main contact phone number for the applicant. Address 1 - The first line of the applicant s address. Address 2 - The second line of the applicant s address. City - The city in which the applicant resides. State - The state in which the applicant resides. Click on the arrow next to the field to view and select from a list of valid values. Country - The country in which the applicant resides. Click on the arrow next to the field to view and select from a list of valid values. Zip - The zip code in which the applicant resides. E-mail - The e-mail address to use to contact the applicant. Qualifications Tab ADA Tab Positions Tab Application Tab Secondary Tab Open Jobs Applicants Using Table Lookup in Human Resources Administration Qualifications Tab - Applicants Screen The Qualifications tab of the Applicants screen enables you to enter or view information about an applicant's suitability for positions at your institution. In Human Resources, qualifications are the specific talents, qualities, or experience possessed by an applicant or required (or desirable) for successful completion of a job. Qualifications are created in the Qualifications table in Human Resources Maintenance. You can specify an unlimited number of qualifications per applicant. Qualifications entered on this tab are compared to the requirements for open jobs for the purpose of screening applicants. The Qualifications tab contains the following information. Available Qualifications - A text display area containing all the qualifications defined in your institution s Qualifications table that have not been associated with the selected applicant. Human Resources 33 Screens
Applicant Qualifications - A text display area containing all the qualifications defined in your institution s Qualifications table that have been associated with the selected applicant. Add/Remove Button - A command button that causes the highlighted qualification to move from one side of the window (e.g., the Available Qualifications side) to the other side of the window (e.g., the Applicant Qualifications side). The button name changes as follow, depending on the placement of the cursor and the highlighted qualification: Add - When the highlighted qualification is on the Available Qualifications side, the button is labeled Add and associates the qualification with the applicant. Remove - When the highlighted qualification is on the Applicant Qualifications side, the button is labeled Remove and breaks the association between the qualification and the applicant. Add/Remove All Button - A command button that causes all the qualifications in the box with the highlighted qualification to move from one side of the window (e.g., the Available Qualifications side) to the other side of the window (e.g., the Applicant Qualifications side). The button name changes as follows, depending on the placement of the cursor and the highlighted qualification: Add All - When the highlighted qualification is on the Available Qualifications side, the button is labeled Add All and associates all the qualifications with the applicant. Remove All - When the highlighted qualification is on the Applicant Qualifications side, the button is labeled Remove All and breaks the association between all the qualifications and the applicant. Personal Tab ADA Tab Positions Tab Application Tab Secondary Tab Open Jobs Applicants Using Table Lookup in Human Resources Administration ADA Tab - Applicants Screen The ADA tab of the Applicants screen enables you to enter or view the applicant's requests for ADA accommodation. Valid codes for ADA accommodations are defined in the ADA Accommodations table in HR Table Maintenance. Types of accommodation requested by the applicant are checked on this tab. If you hire the applicant, the information on this tab can be viewed or updated on the Other Information tab of the Employee Information screen. The ADA tab contains the ADA Accommodations Requested List, which is a list of checkboxes, ADA Accommodation codes, and descriptions. If the checkbox is checked, the applicant has requested the related accommodation. Personal Tab Qualifications Tab Positions Tab Application Tab Screens 34 Human Resources
Secondary Tab Open Jobs Applicants Positions Tab - Applicants Screen The Positions tab of the Applicants screen enables you to track the positions at your institution for which the applicant has applied. All open jobs at your institution (for which the application date has not passed) are available for selection as positions for which the applicant has applied. An applicant can apply for an unlimited number of open jobs. Jobs are created initially in the Position Management screen and defined to be open in the Open Jobs Screen. The Positions tab contains the following information. Open Positions - The open positions for which the applicant has applied. You can select an unlimited number of open positions for any applicant, or click the will Consider Other Positions checkbox to reflect the applicant s general willingness to accept other open jobs (including jobs that may become open in the future after the applicant is already part of the database). Positions Applied for - The open positions for which the applicant has applied. You can select an unlimited number of open positions for any applicant, or click the Will Consider Other Positions checkbox to reflect the applicant s general willingness to accept other open jobs (including jobs that may become open in the future after the applicant is already part of the database). Add/Remove Button - A command button that causes the highlighted position to move from one side of the window (e.g., the Open Positions side) to the other side of the window (e.g., the Position(s) Applied For side). The button name changes as follow, depending on the placement of the cursor and the highlighted qualification: Add - When the highlighted qualification is on the Open Positions side, the button is labeled Add and associates the position with the applicant, indicating the applicant wants to apply for the position. When you click Add, the system responds by prompting you to enter an effective date for the application to the position. Remove - When the highlighted qualification is on the Position(s) Applied For side, the button is labeled Remove and breaks the association between the qualification and the applicant. The removal indicates the applicant no longer wants to be considered for the position. When you highlight an open job and click Add, the system prompts you to enter an effective date in a pop-up box. The date shows when the application became active. Click on the arrow next to the field to view a calendar from which you can select a date. Personal Tab Qualifications Tab ADA Tab Application Tab Secondary Tab Open Jobs Applicants Human Resources 35 Screens
Application Tab - Applicants Screen The Application tab of the Applicants screen enables you to perform some special purpose record maintenance functions and other miscellaneous tasks. The Application tab contains the following information. ID - The applicant s ID number, if it already exists on your institution s database and if you have executed an ID lookup. The name associated with the ID appears in the display-only field next to the ID number. ID Lookup Button - A command button that, if clicked, executes a search of your database for the applicant. Applicant ID searches are performed based on the social security number and phonetic matches of the applicant name. If a match for the applicant you are entering is found in your database, you can use the Auto Fill feature to populate the applicant records with existing information from your database. Auto Fill Button - A command button that, if clicked, causes information for a retrieved ID to be used in the selected applicant's data. For example, if the System Lookup feature returns a matching ID (indicating that the applicant already has an ID and other accompanying information on your database), a click of the Auto Fill button will cause the address from the ID record to appear on the Personal tab of the Applicants screen. Purge Date - The date on which you want to purge the applicant s information if he/she has not yet been hired. Consider Other Positions Checkbox - A flag indicating that the applicant is willing to consider jobs other than the one(s) for which he/she has applied. Personal Tab Qualifications Tab ADA Tab Positions Tab Secondary Tab Open Jobs Applicants Secondary Tab - Applicants Screen The secondary tab of the Applicants screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the hrapp_rec. Personal Tab Qualifications Tab ADA Tab Positions Tab Application Tab Open Jobs Screens 36 Human Resources
Applicants Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Open Jobs - Applicants Screen The Open Jobs region of the Applicants screen enables you to view the available jobs on your campus. You can select a subset of your open positions by conducting a search for the division or department designated on the Open Jobs screen. To print a list of open jobs, use the Print command on the Open Jobs screen. The Open Jobs region contains the following information. Division - The campus division under which the open job exists. Click on the arrow next to the field to view and select from a list of valid values. Department - The campus department under which the open job exists. Click on the arrow next to the field to view and select from a list of valid values. PCN/Description grid - A grid indicating the position control number and description of the open jobs at your institution. Jobs appear on this list if they have been added through the Open Jobs screen. View Job Qualifications Button - A button that causes a list of qualifications associated with the selected job to temporarily overlay the Applicants region of the Applicants screen. You close the list of qualifications by clicking its Close button. Note: The list of qualifications associated with the selected job has checkboxes. Qualifications that are checked are possessed by the applicant who was highlighted in the Applicants region before it was overlaid with the list of qualifications. Personal Tab Qualifications Tab ADA Tab Positions Tab Application Tab Secondary Tab Applicants Using Grids Applicants - Applicants Screen The Applicants region of the Applicants screen enables you to view a list of individuals who have applied for one or more jobs at your institution. When you click the Print icon on the toolbar, the contents of this region will print. The Applicants region contains the following information and command buttons: Select option buttons - Buttons that control the number and qualifications of the applicants retrieved. if you click the Qualified option, only those applicants who have all the qualifications required for the selected open job will appear in the Name/Qualification grid. If you click the Partial Qual. option, applicants with at least one of the qualifications required for the selected open job will appear in the grid. If you select the All option, the entire pool of job applicants will display, regardless of their qualifications. These options serve as filters for screening applicants. Human Resources 37 Screens
Position Applicants ONLY checkbox - A checkbox that filters applicants according to their interest in the selected open job. If checked, this checkbox displays only those applicants who either: Specifically applied for the open job highlighted in the Open Jobs region. Are willing to consider other open jobs, as indicated by the checkbox on the Positions tab of the Applicants screen. Name/Qualification grid - The list of applicants for the selected open job, based on the qualification level specified with the Select option buttons. If you selected the Qualified option, only those applicants who have all the qualifications required for the selected job will appear in the grid. If you selected the Partial Qual. option, applicants with at least one of the qualifications required for the selected job will appear in the grid. If you selected the All option, the entire pool of applicants will display, regardless of their qualifications. Hire button - The command button that, when clicked, causes the program to: Create an Employment record (hremp_rec) for the new hire. If the new hire has previously worked for the institution, and then an Employment record for him/her already exists, and none is created. Prompt you about creating ID and Profile records for the new hire, checking for existing records according to your specifications. Replace the 0 (zero) ID number in the Job record for the open job with the ID number of the new hire. Delete the name of the applicant from the Name/Qualification grid. Personal Tab Qualifications Tab ADA Tab Positions Tab Application Tab Secondary Tab Open Jobs Using Grids Screens 38 Human Resources
Applicants Contacts Screen Purpose Access Contents The Applicants Contacts screen enables you to enter and view all the contacts associated with the selected applicant. The Applicants Contacts screen maintains this information in a grid. Access the Applicants Contacts screen by selecting Contacts from the Applicants screen. Note: For more information about contacts and their usage in automatically creating letters, see the Jenzabar guide Communications Management User Guide. The Applicants Contacts screen contains regions that maintain the following types of information: Applicant Identification Contact Contact List Secondary Tab Tracking Applicants Tracking Contacts Corresponding with Employees and Applicants Applicant Identification - Applicants Contacts Screen The Applicant Identification region enables you to confirm the identity of the applicant with whom you are working. The region contains two display-only fields: the name of the applicant and the social security number, as entered in the Applicants screen. To select and work with another applicant using the Applicants Contacts screen: 1. Close the Applicants Contacts screen. The Applicants screen will appear. 2. Select another applicant from the Applicants region. 3. Click Contacts. Contact Contact List Secondary Tab Contact - Applicants Contacts Screen The Contact region enables you to view or enter contacts that relate to a particular applicant. Use this region to add or update information about the applicant s correspondence with your institution. This region becomes active when you click Add or Update on the toolbar. The Contact region contains the following fields: Human Resources 39 Screens
Tickler - The code that groups together components of a particular communications strategy, as defined in the Tickler table. For Human Resources, this code is typically HR. (Tickler Description) - The display-only description for the tickler code as defined in the Tickler table. Resource - The name of the specific correspondence. The resource can be, for example, a letter, a visit, a fax, or a telephone call. Valid resources are defined in the Contact table. (Resource Description) - The display-only description of the resource, as defined in the Contact table. Status - The status code associated with the resource. Valid values are: Expected - Scheduled but not yet sent or received. Completed - Sent or received. Void - Terminated before being sent or received. Due Date - The date on which the contact is due to be sent or received. Completion Date - The date on which the contact was received or sent. Corresp. ID - The ID number associated with the correspondence. For applicants, this is typically the ID number of the Personnel Director of the institution. (Corresp. ID Description) - The name associated with the corresponding ID, as found in the ID record. Lookup Button - A button that displays the ID Lookup window, from which you can locate and retrieve the corresponding ID. Comments - A text area where you can enter information about the contact. Applicant Identification Contact List Secondary Tab Contact List - Applicants Contacts Screen The Contact List enables you to view and select information about a particular contact for an applicant. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Contact region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Contact region of the screen. The grid does not appear if the selected applicant does not have associated contact information. The Contact List contains the following columns: Tickler - The code that groups together components of a particular communications strategy, as defined in the Tickler table. For Human Resources, this code is typically HR. Resource - The name of the specific correspondence. The resource can be, for example, a letter, a visit, a fax, or a telephone call. Valid resources are defined in the Contact table. Due Date - The date on which the contact is due to be sent or received. Status - The status code associated with the resource. Valid values are: Expected - Scheduled but not yet sent or received. Completed - Sent or received. Void - Terminated before being sent or received. Completion Date - The date on which the contact was received or sent. Screens 40 Human Resources
Corresp. ID - The ID number associated with the correspondence. For applicants, this is typically the ID number of the Personnel Director of the institution. In addition, the Contact List grid region contains the following element that is not in the grid: Show All Checkbox - A box that, if checked, causes the program to display all contacts regardless of status. If the box is not checked, only Expected status contacts display. Applicant Identification Contact Secondary Tab Using Grids Secondary Tab - Applicants Contacts Screen The secondary tab of the Applicants Contacts screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the ctc_rec. Applicant Identification Contact Contact List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 41 Screens
Applicants Education Screen Purpose Access Contents The Applicants Education screen displays information about an applicant s formal training. Using this screen, you can view an unlimited number of high schools, colleges, trade schools, and other learning facilities that the applicant has attended, and the results of that attendance (e.g., degree or certificate received). The Applicants Education screen maintains this information in a grid. Access the Applicants Education screen by selecting Education from the Applicants screen. The Applicants Education screen contains regions that maintain the following types of information: Applicant Identification Education Education List Maintaining Education Information Applicant Identification - Applicants Education Screen The Applicant Identification region enables you to confirm the identity of the applicant with whom you are working. The region contains two display-only fields: the name of the applicant and the social security number, as entered in the Applicants screen. To select and work with another applicant using the Applicants Education screen: 1. Close the Applicants Education screen. The Applicants screen will appear. 2. Select another applicant from the Applicants region. 3. Click Education. Education Education List Secondary Tab Education - Applicants Education Screen The Education region enables you to view information about a particular institution attended by an applicant. The Education region contains the following fields: Institution - The name of the school as it appears in its Jenzabar CX ID record. Lookup Button - A button that, when clicked, displays a list of all the entities in your database that have both ID records and School records. The list contains the name of the institution, and its city, state, and country. Screens 42 Human Resources
Enroll. Date - The date (mm/dd/yyyy) on which the applicant became an enrolled student at the institution. Click on the arrow next to the field to view and select from a list of valid values. Program - The academic program the employee pursued at the institution. Clock on the arrow next to the field to view and select from a list of valid values. First Major - The first major pursued by the applicant. Click on the arrow next to the field to view and select from a list of valid values. Second Major - The second major pursued by the applicant. Click on the arrow next to the field to view and select from a list of valid values. Site - The campus branch attended, if applicable. Class Rank - The applicant s class rank (e.g., 15). Class Size - The number of students in the applicant s graduating class (e.g., 300). Percentile - The percentage of student who graduated with the same or higher rank as the applicant (e.g., with a class rank of 15 in a class of 300, the Percentile is 5%). GPA - The grade point average (e.g., 3.50) that the applicant earned at the selected institution. Degree Earned - The designated code for the type of degree or academic credential earned (e.g., BS or MS). Click on the arrow next to the field to view and select from a list of valid values. Grad Date - The date (mm/dd/yyyy) on which the applicant graduated or attained the degree. Click on the arrow next to the field to display a calendar from which you can select a date. Acad. Transcript - A Y/N flag indicating whether your institution has an academic transcript for the individual. Fin. Aid Transcript - A Y/N flag indicating whether your institution has a financial aid transcript for the individual. This information pertains to student applicants who are part of Federal Work Study Program. Future - A Y/N flag indicating whether the student applicant expects to transfer to the institution (Y), or has already actually attended the institution (N). Applicant Identification Education List Secondary Tab Education List - Applicants Education Screen The Education List grid enables you to view all information about the institutions attended by an applicant. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Education region in the top part of the screen. The grid does not appear if the selected applicant has no associated school information The Education List grid contains the following columns: Institution Name - The name of the school as it appears in its Jenzabar CX ID record. Enroll. Date - The date (mm/dd/yyyy) on which the applicant became an enrolled student at the institution. Degree Earned - The designated code for the type of degree or academic credential earned (e.g., BS or MS).. GPA - The grade point average (e.g., 3.50) that the applicant earned at the selected institution. First Major - The first major pursued by the applicant. Human Resources 43 Screens
Grad Date - The date (mm/dd/yyyy) on which the applicant graduated or attained the degree. Class Rank - The applicant s class rank (e.g., 15). Class Size - The number of students in the applicant s graduating class (e.g., 300). Program - The academic program the employee pursued at the institution. Second Major - The second major pursued by the applicant. Acad. Transcript - A Y/N flag indicating whether your institution has an academic transcript for the individual. Fin. Aid Transcript - A Y/N flag indicating whether your institution has a financial aid transcript for the individual. This information pertains to student applicants who are part of Federal Work Study Program. Future - A Y/N flag indicating whether the student applicant expects to transfer to the institution (Y), or has already actually attended the institution (N). Site - The campus branch attended, if applicable. In addition, the Education List grid region contains the following element that is not in the grid: Institution Info Button - A command button that displays the Institute Information window. Click the button to access information about an institution where an applicant previously studied. The information in the window includes name, address, and a variety of profile information maintained in the CX database in the School record. Applicant Identification Education Secondary Tab Using Grids Secondary Tab - Applicants Education Screen The secondary tab of the Applicants Education screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the ed_rec. Applicant Identification Education Education List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 44 Human Resources
Applicants Events Screen Purpose Access Contents The Applicants Events screen enables you to add or view information about the important status changes in an applicant's relationship with your institution. For example, use the Applicants Events screen to track interview dates, first pay dates, letters sent, or references received. Access the Applicants Events screen by accessing the Applicants screen, and then selecting Events from the Demographics menu. The Applicants Events screen contains regions that maintain the following types of information: Applicant Identification Event Applicants Information Events Secondary Tab Maintaining Event Information Applicant Identification - Applicants Events Screen The Applicant Identification region enables you to confirm the identity of the applicant with whom you are working. The region contains two display-only fields: the name of the applicant and the social security number, as entered in the Applicants screen. To select and work with another applicant using the Applicants Events screen: 1. Close the Applicants Events screen. The Applicants screen will appear. 2. Select another applicant from the Applicants region. 3. Click Events. Event Applicants Information Events Secondary Tab Event Applicants Information - Applicants Events Screen The Event Applicants Information region of the Applicants Events screen enables you to enter an event applicable to applicants. You can pick from the events set up in the Events table and the Event Groups table in HR Maintenance, designate the date of the event, and add comments about the event. The Event Applicants Information region contains the following fields: Event Code - The eight-character code identifying the personnel event (e.g., HIRE, INTRVIEW). Unless the Select from All Event Groups checkbox is checked, this list will only include events that are part of the groups linked to the underlying HR Administration screen in the Event Groups table. Click on the arrow next to the field to view and select from a list of valid values. Human Resources 45 Screens
Event Date - The date (mm/dd/yyyy) on which the personnel event occurred or was effective. Click on the arrow next to the field to display a calendar from which you can select a date. Comments - Text about the applicant s event (e.g., notes about an interview). To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. In addition, the Event Applicants Information region contains the Event Contact subregion, which has the following fields: Tickler - The code that groups together the components of a particular communications strategy, as defined in the Tickler table and validated in the Configuration table. For applicants, this code is typically HRAP. Status - The status of the contact. Valid statuses are: C - Complete. E - Expected. V - Void. Contact - The contact associated with the event. For example, if the event is INTRVIEW, the contact might be INTVW, a letter explaining the interview process to an applicant. Applicant Identification Events Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Events - Applicants Events Screen The Events region of the Applicants Events screen enables you to select the group(s) of events from which you can choose. The groups of events that are available are controlled in the Event Groups table in HR Maintenance. Within table maintenance you indicate, for example, that events belonging to the HIRE group are available for selection only on the Job Assignment and Applicant screens. The Events region contains the following elements: Event Group - The group(s) from which the Event Groups table that have been linked to the Applicants screen. If the Select from All Event Groups checkbox is checked, the list will contain all valid groups. Select from All Event Groups Checkbox - A checkbox that, if checked, causes all event groups to display in the Event Group table lookup dropdown list. If the checkbox is not checked, only those event groups that have been linked to the Applicants screen will be available for selection. Event Grid - A list of events that are linked to the group specified in the Event Group field. Applicant Identification Event Applicants Information Secondary Tab Using Grids Screens 46 Human Resources
Secondary Tab - Applicants Events Screen The secondary tab of the Applicants Events screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the hrevnt_rec. Applicant Identification Event Applicants Information Events Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 47 Screens
Applicants Exam Scores Screen Purpose Access Contents The Applicants Exam Scores screen displays information about an applicant s scores on tests taken as condition of employment. Using this screen, you can view an unlimited number of test results. The Applicants Exam Scores screen maintains this information in a grid. Access the Applicants Exam Scores screen by selecting Exam Scores from the Applicants screen. The Applicants Exam Scores screen contains regions that maintain the following types of information: Applicant Identification Exam Score Exam Score List Secondary Tab Maintaining Exam Score Information Applicant Identification - Applicants Exam Scores Screen The Applicant Identification region enables you to confirm the identity of the applicant with whom you are working. The region contains two display-only fields: the name of the applicant and the social security number, as entered in the Applicants screen. To select and work with another applicant using the Applicants Exam Scores screen: 1. Close the Applicants Exam Scores screen. The Applicants screen will appear. 2. Select another applicant from the Applicants region. 3. Click Exam Scores. Exam Score Exam Score List Secondary Tab Exam Score - Applicants Exam Scores Screen The Exam Score region lets you view or enter information about a test that an individual is scheduled to take (or has already taken). You can add or update information about an applicant s test in this region of the Applicants Exam Scores screen. This region becomes active when you click Add or Update on the toolbar. Note: You can use the Calendar option to complete any date fields in the region. The Exam Score region contains the following fields: Exam - The institution-designated description or name for the exam. Screens 48 Human Resources
Exam Date - The date (mm/dd/yyyy) on which the exam occurs. Click on the arrow next to the field to display a calendar from which you can select a date. Applic. Date - The date (mm/dd/yyyy) on which the individual registered to take the exam. Click on the arrow next to the field to display a calendar from which you can select a date. Score - The score achieved on the exam or the exam section. Pass/Fail/N/A - Option buttons that indicate whether the individual passed or failed the exam (or whether a pass/fail score is not applicable). Applicant Identification Exam Score List Secondary Tab Exam Score List - Applicants Exam Scores Screen The Exam Score List grid enables you to view and select information about the individual s performance on all the tests he/she has scheduled or taken in pursuit of employment. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Exam Information region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Exam Score region of the screen. The grid does not appear if the selected applicant does not have associated school information. The Exam Score List contains the following columns: Application Date - The date (mm/dd/yyyy) on which the individual registered to take the exam. Exam - the institution-designated description or name for the exam. Score - The score achieved on the exam or the exam section. Exam Date - The date (mm/dd/yyyy) on which the exam occurs. Applicant Identification Exam Score Secondary Tab Using Grids Secondary Tab - Applicants Exam Scores Screen The secondary tab of the Applicants Exam Scores screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the emptest_rec. Applicant Identification Exam Score Exam Score List Human Resources 49 Screens
Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 50 Human Resources
Applicants Image Management Screen Purpose Access Contents The Applicants Image Management screen displays information about database records associated with an applicant. The database records can store any type of image or information, including sound, text, documents, or pictures. Using this screen, you can maintain and retrieve an unlimited number of associated records. The Applicants Image Management screen maintains this information in a grid. Access the Applicants Image Management screen by selecting Images from the Applicants screen. You must have carsprog (or similar) permissions to access the Applicants Image Management screen. The Applicants Image Management screen contains regions that maintain the following types of information: Applicant Identification Image Image List Secondary Tab Maintaining Images for Applicants or Employees Applicant Identification - Applicants Image Management Screen The Applicant Identification region enables you to confirm the identity of the applicant with whom you are working. The region contains two display-only fields: the name of the applicant and the social security number, as entered in the Applicants screen. To select and work with another applicant using the Applicants Image Management screen: 1. Close the Applicants Image Management screen. The Applicants screen will appear. 2. Select another applicant from the Applicants region. 3. Click Images. Image Image List Secondary Tab Image - Applicants Image Management Screen The Image region lets you view or enter information about a type of file or record you want to associate with an applicant. The file can be any type, including pictures, sounds, documents, or scanned images. You can add or update information about an applicant s associated files in this region of the Applicants Image Management screen. This region becomes active when you click Add or Update on the toolbar. Human Resources 51 Screens
The Image region contains the following fields: Image Class - An eight-character code for the type of image (e.g., PHOTO, RESUME, or APPLIC), as defined in the Images table. Click on the arrow next to the field to view and select from a list of valid values. (Image Class Description) - The display-only description associated with the Image Class, as defined in the Images table. Description - A description of the image (e.g., front view, curriculum vitae, from hire-me.com). Add Date - The date (mm/dd/yyyy) on which you added the image to your system. Click on the arrow next to the field to display a calendar from which you can select a date. (Image Name/Location) - The display-only filename or complete network path for the image. If the filename only appears in this field, the image is stored as part of your database. If the network path appears in this field, the image is maintained only in that path location and is not stored in a record in your database. Get Image Button - A command button that, when clicked, displays a browse window in which you can locate the particular file you want to associate with the applicant. Applicant Identification Image List Secondary Tab Image List - Applicants Image Management Screen The Image List region enables you to view and select information about the files that are associated with an applicant. The files can be any format supported by the software at your institution. The file information appears on a grid. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Image region in the top part of the screen. Click View Image to display the image, using the appropriate PC software installed on your system. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Image region of the screen. The grid does not appear if the selected applicant does not have associated files. The Image List region contains the following columns: Image Class - An eight-character code for the type of image (e.g., PHOTO, RESUME, or APPLIC), as defined in the Images table. Description - A description of the image (e.g., front view, curriculum vitae, from hire-me.com). Add Date - The date (mm/dd/yyyy) on which you added the image to your system. Store - A code indicating whether the image has been stored in your database or in its original location. Valid values are: C - A copy of the image is in your database. P - The reference to the directory path location is stored in your database. In addition, the Image List grid region contains the following element that is not in the grid: View Image Button - A command button that, when clicked, opens the selected image. To open the image, HR Image Management uses the PC program you have designated for use with the image type. For example, you might open a.bmp file (bitmap picture) in Paint, a.doc file (document) in MS Word, or a.wav file (sound) in Windows Media Player. Screens 52 Human Resources
Applicant Identification Image Secondary Tab Using Grids Secondary Tab - Applicants Image Management Screen The secondary tab of the Applicants Image Management screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the hrimages_rec. Applicant Identification Image Image List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 53 Screens
Applicants Skills Screen Purpose Access Contents The Applicants Skills screen displays information about an applicant s abilities and talents. Using this screen, you can view an unlimited number of skills, including certifications received, licenses attained, and other types of talents you want to track. The Applicants Skills screen maintains this information in a grid. Access the Applicants Skills screen by selecting Skills from the Applicants screen. The Applicants Skills screen contains regions that maintain the following types of information: Applicant Identification Skill Skill List Secondary Tab Maintaining Skill Information Applicant Identification - Applicants Skills Screen The Applicant Identification region enables you to confirm the identity of the applicant with whom you are working. The region contains two display-only fields: the name of the applicant and the social security number, as entered in the Applicants screen. To select and work with another applicant using the Applicants Skills screen: 1. Close the Applicants Skills screen. The Applicants screen will appear. 2. Select another applicant from the Applicants region. 3. Click Skills. Skills Skills List Secondary Tab Skill - Applicants Skills Screen The Skill region enables you to view or enter information about a particular skill or talent of the selected applicant. You can add or update information about the applicant s skill in this region of the Applicants Skills screen. This region becomes active when you click Add or Update on the toolbar. The Skill region contains the following fields: Skill Code - A code that designates a particular type of skill that your institution tracks. Click on the arrow next to the field to view and select from a list of valid values. Screens 54 Human Resources
Value 1 - Two ten-character fields in which you can track additional information about the applicant s skill level (e.g., typed words per minute for a secretary). Begin Date - The date (mm/dd/yyyy) on which the applicant attained the skill (e.g., the date of CPR training). Click on the arrow next to the field to display a calendar from which you can select a date. Level - A code that designates the applicant s proficiency with a skill (e.g., apprentice or master). Value 2 - Two ten-character fields in which you can track additional information about the applicant s skill level (e.g., dictation words per minute for a secretary). End Date - The date (mm/dd/yyyy) on which the applicant s skill certification ended (e.g., date on which CPR certification expires). Click on the arrow next to the field to display a calendar from which you can select a date. Comments - A text area containing information about the applicant s skills or talents. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. Applicant Identification Skill List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Skill List - Applicants Skills Screen The Skill List grid enables you to view and select information about a particular skill related to an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Skill region in the top part of the screen. Note: The grid is for selection and viewing purposes only. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated skills information The Skill List grid contains the following columns: Skill Code - A code that designates a particular type of skill that your institution tracks. Level - A code that designates the applicant s proficiency with the skill. Value 1 - Two ten-character fields in which you can track additional information about the applicant s skill level. Value 2 - Two ten-character fields in which you can track additional information about the applicant s skill level. Begin Date - The date (mm/dd/yyyy) on which the applicant attained the skill. End Date - The date (mm/dd/yyyy) on which the applicant s skill certification ended. Applicant Identification Skill Human Resources 55 Screens
Secondary Tab Using Grids Secondary Tab - Applicants Skills Screen The secondary tab of the Applicants Skills screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the empskl_rec. Applicant Identification Skills Skills List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 56 Human Resources
Applicants Work Experience Screen Purpose Access Contents The Applicants Work Experience screen displays information about an applicant s previous experience with other employers. Using this screen, you can view an unlimited number of businesses, schools, or other employers for whom the applicant has worked, and the position held at each location. The Applicants Work Experience screen maintains this information in a grid. Previous employers need not have IDs in your CX database. Access the Applicants Work Experience screen by selecting Work Experience from the Applicants screen. The Applicants Work Experience screen contains regions that maintain the following types of information: Applicant Identification Work Experience Work Experience List Secondary Tab Maintaining Experience Information Applicant Identification - Applicants Work Experience Screen The Applicant Identification region enables you to confirm the identity of the applicant with whom you are working. The region contains two display-only fields: the name of the applicant and the social security number, as entered in the Applicants screen. To select and work with another applicant using the Applicants Work Experience screen: 1. Close the Applicants Work Experience screen. The Applicants screen will appear. 2. Select another applicant from the Applicants region. 3. Click Work Experience. Work Experience Work Experience List Secondary Tab Work Experience - Applicants Work Experience Screen The Experience region of the Work Experience screen enables you to view and enter information about an applicant s work background. The name of any previous employer does not need to be included in your CX database. The Experience region contains the following fields: Human Resources 57 Screens
Employer - The name of the organization, company, institution, or individual for whom the individual worked. Since the organization typically will not have an ID record on your database, no querying feature is attached to this field. Position Held - The applicant s title or position with the specified employer. Start Date - The date (mm/dd/yyyy) on which the applicant began employment at the specified position. Click on the arrow next to the field to display a calendar from which you can select a date. End Date - The date (mm/dd/yyyy) on which the applicant ended employment at the specified position. Click on the arrow next to the field to display a calendar from which you can select a date. Comments - Text about the applicant s professional or work background. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. Applicant Identification Work Experience Work Experience List Secondary Tab Using the Calendar in Human Resources Administration Work Experience List - Applicants Work Experience Screen The Work Experience List grid enables you to view and select information about the individual s previous employment. You can track as many previous employers and work experiences as desired. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Work Experience region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Work Experience of the screen. The grid does not appear if the selected applicant does not have associated prior work experience information The Work Experience List contains the following columns: Employer - The name of the organization, company, institution, or individual for whom the applicant worked. Position Held - The applicant s title or position with the specified employer. Start Date - The date (mm/dd/yyyy) on which the applicant began employment at the specified position. End Date - The date (mm/dd/yyyy) on which the applicant ended employment at the specified position. Applicant Identification Work Experience Secondary Tab Using Grids Screens 58 Human Resources
Secondary Tab - Applicants Work Experience Screen The secondary tab of the Applicants Work Experience screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the workexp_rec. Applicant Identification Work Experience Work Experience List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 59 Screens
Benefits Screen Purpose Access Contents The Benefits screen enables you to perform tasks in the following four areas relating to benefits: Linking benefits to a specific employee Assigning an accrual track to a specific benefit that has been linked to the employee Adjusting an accrued amount of time used for a specific employee Designating beneficiaries for a specific employee's cash benefits Access the Benefits screen by clicking the Benefits button on the Employee Information screen. You can also access the screen by selecting Assignment from the menu bar, and then clicking on Benefits from the list that appears. The Benefits screen contains regions that maintain the following types of information. Note that five of the regions (Selection, Time, Track, Beneficiaries, and Secondary) are layered on separate tabs. Note that your secondary tab may have a different name, depending on the setup at your institution. ID Information Selection Tab Time Tab Track Tab Beneficiaries Tab Secondary Tab Assigning Benefits to Employees ID Information - Benefits Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. CX assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Screens 60 Human Resources
Selection Tab Time Tab Track Tab Beneficiaries Tab Secondary Tab Performing a Query in Human Resources Administration Selection Tab - Benefits Screen The Selection tab of the Benefits screen enables you to choose benefits (both cash-based and time-based) for individual employees. If your institution uses the Benefit Plan table to define a default set of benefits, and then the default benefits are automatically checked when you first access this screen for a new employee. You can override the standard benefits for a specific employee if desired by checking or unchecking the Active column. Note: Regardless of any values in the Benefit Plan table, default benefits are used in HR Administration only if the Configuration table entry HR_USE_DEFAULT_BENPLAN is defined with a value of Y. The Selection tab contains a grid with the following columns: Active - A checkbox that, if checked, indicates the related benefit is selected for the employee. Click a checkbox to check (select) it; click it again to uncheck (deselect) it. Items that are checked the first time you access this screen for a new employee are a part of your default benefits as defined in the Benefit Plan table. Code - The four-character code for the benefit. Items appear in this list if either of these conditions is true: They are adjustments defined in the Adjustments table, with the Benefit (Y/N) field set to Y. They are time types defined in the Time table, with a Type of Benefit. Description - The description of the benefit, as defined in either the Adjustments table or the Time table. Type - A designation as to whether the benefit is a cash-based benefit or a time-based benefit. Cash-based benefits include health insurance or life insurance, while time-based benefits include vacations, holidays and leave time. Plan - A Y/N field indicating whether the benefit is included in your institution s Benefit Plan table. Required - A Y/N flag indicating whether the benefit, when selected in the Benefit Plan table, was flagged as a required benefit. In addition, the Selection tab contains the following area that is not part of the grid: Comment Box - Text about the employee s benefit selections. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. ID Information Time Tab Track Tab Human Resources 61 Screens
Beneficiaries Tab Secondary Tab Time Tab - Benefits Screen The Time tab on the Benefits screen enables you to correct or adjust the amount of time employees have spent away from the job (i.e., employees use of time benefits), or to view the amount of benefit time employees have earned, used, and have available. You can only adjust or enter time for a time benefit type that the employee has already accrued or used (e.g., you can adjust vacation or sick time, but you cannot enter it initially through this screen). This tab contains the following fields: Time Type - The type of time benefit (e.g., VAC or SICK). Hours - The number of units (either hours or days) by which you want to adjust the benefit time. This figure can be either positive (to add when computing the total available amount), or negative (to subtract when computing the total available amount). Click on the down arrow next to the field to access a calculator to compute the correct amount. The number of units you enter is added to or subtracted from the amount in the Adjustments column in the Benefit Time Information region. Effective Date - The date (mm/dd/yyyy) on which the adjustment is effective (usually the current date). Click on the arrow next to the field to display a calendar from which you can select a date. Show... - Option buttons that enable you to show either all time benefit accruals or only those for the current year. Benefit - The code for the time benefit as defined in the Adjustments table and Time table. Hours Accrued - The number of units (either hours or days) that the employee has earned, based on criteria in the Benefit Track table and the Benefit Track Rate table and information maintained in the Employee Time record. Hours Used - The number of units (either hours or days) that the employee has used, based on information captured in Time Entry and maintained in the Employee Time record. Adjustments - The number of units (either yours or days) to add to (or subtract from) the difference between Accrued and Used time to derive the Available time. Total - The total number of units (either hours or days) available for use by the employee. This total is the result of the computation: Hours Accrued - Hours Used + Adjustments (Note that Adjustments can be either positive or negative for the purposes of this computation) Active - A Y/N flag indicating whether the time benefit is still available. For example, if your institution once offered Personal Time as a benefit, but later discontinued it by setting an Inactive Date in the Time table, Personal Time would appear with an N in the Active column. Detail Button - A button that, when clicked, displays the Benefit Time Detail window for the selected time benefit. The window provides the supporting details for the summarized times that appear on the Time tab of the Benefits screen (e.g., when sick time was accrued, used, or adjusted). ID Information Selection Tab Track Tab Beneficiaries Tab Screens 62 Human Resources
Secondary Tab Accruing, Using, and Adjusting Time Benefits Using Table Lookup in Human Resources Administration Using Grids Track Tab - Benefits Screen The Track tab of the Benefits screen enables you to define the rate at which to accrue benefit time for the employee. After you select benefits for the employee, the selected benefits are available on the Track tab so you can associate them with an accrual rate you previously defined in the Benefit Rate table. The Track tab includes a grid that shows all the time benefits with which you have already associated a track and rate, and also a data entry region where you can specify an accrual track for a time benefit. The Track tab contains the following fields: Benefit - The code for the benefit as defined in the Adjustment table and the Tax table. Track - The code for the accrual track as defined in the Benefit Track table. (Track Description) - An unlabeled field containing the description of the benefit as defined in the Benefit Track table. Effective Date - The date (mm/dd/yyyy) on which you want the tracking for the employee to begin. The system will compare the break amounts from the Benefit Rate table to the amount of time passed since this Effective Date to determine the amount of the employee s accrual. ID Information Selection Tab Time Tab Beneficiaries Tab Secondary Tab Using Table Lookup in Human Resources Administration Using Grids Using the Calendar in Human Resources Administration Beneficiaries Tab - Benefits Screen The Beneficiaries tab of the Benefits screen enables you to track the beneficiaries and dependents designated by your employees. Use this tab to record information about any individuals who are covered under each employee s health insurance, or to note the recipients of life insurance benefits. For an unlimited number of beneficiaries, you can input as many cash benefits as required. In addition to a data entry region, the Beneficiaries tab includes a display-only grid that shows all the beneficiaries or benefit recipients for the selected cash benefit. You use the grid to select a beneficiary for whom you want to add or update benefit information. The Beneficiaries tab contains the following fields: Name - The name of the beneficiary, in the format Last, First Middle (e.g., Smith, Mary Jo). Human Resources 63 Screens
Title - The title of a beneficiary that can imply level of education or marital status (e.g., (MR, DR, HON). Click on the arrow next to the field to view and select from a list of valid values. Suffix - A qualifier at the end of a beneficiary s name (e.g., M.D. or Ph.D.). Click on the arrow next to the field to view and select from a list of valid values. Address - A two-part field for the beneficiary s address. The first part usually contains the number and street name, but can also contain a business name. The second part usually contains an apartment or suite number, but can contain the number and street name if necessary. City - The city of the beneficiary s primary address. State - The state of the beneficiary s primary address. Your institution maintains valid state codes in the State table. Zip - The zip code of the beneficiary s primary address. Cntry - The country of the beneficiary s primary address. Your institution maintains valid country codes in the Country table. Phone - The telephone number of the beneficiary, including area code. Ext - The telephone extension number of the beneficiary, if applicable. SSN - The social security number of the beneficiary. Date of Birth - The beneficiary s birth date (mm/dd/yyyy). Click on the arrow next to the field to display a calendar from which you can select a date. Age - The age of the beneficiary as computed based on the birth date. Employee/Rel. - The relationship between the employee and the beneficiary. Your institution maintains valid relationship types in the Relation table. Full-Time Student Checkbox - A checkbox that indicates whether the beneficiary is a full-time student and therefore eligible for some types of dependent benefits. Select Benefits Button - A command button that causes the system to display the Select Benefits window for the beneficiary. This button is active: When you are in Update status After you have entered the beneficiary s name while in Add status In addition, the Beneficiaries tab contains the Beneficiaries/Dependents grids. ID Information Selection Tab Time Tab Track Tab Secondary Tab Assigning Benefits to Beneficiaries and Dependents Beneficiaries/Dependents grids - Benefits Screen The Beneficiaries/Dependents grids on the Beneficiaries tab of the Benefits screen display the employees beneficiaries and the benefits assigned to each. The benefits displayed to the right vary according to the beneficiary highlighted in the grid to the left. Screens 64 Human Resources
The Beneficiaries/Dependents grids are display only. To add to or change any of the benefits for an existing beneficiary, highlight the selected beneficiary, and then click Select Benefits to display the Select Benefits window. Beneficiaries Tab Assigning Benefits to Beneficiaries or Dependents Secondary Tab - Benefits Screen The secondary tab of the Benefits screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in one of the following records: emptime_rec empbentime_rec empdep_rec empdepdtl_rec ID Information Selection Tab Time Tab Track Tab Beneficiaries Tab Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 65 Screens
Benefits Selection Window Purpose Access Contents The Benefits Selection window enables you to link benefits to positions. The benefits are designated as either cash- or time-based. You define all the cash benefits at your institution in the Adjustments table, and the time benefits in the Time table. The window contains a legend that defines the special characters associated with benefits, as follows: * (Benefits that are required according to the policies at your institution and the setup of your Adjustments table) + (Default benefits for all employees, as defined in the Benefit Plan table) In either case, you can override the suggested or required benefits for a specific employee, depending on his/her needs and your policies. You can define institution-wide default benefits in the Benefit Plan table, customize them when you create positions, and then further tailor them to individual employee needs during the job assignment process. The Benefit Selection window contains the same types of information as the Selection tab on the Benefits screen. The difference is that the Benefit Selection window links benefits to positions, while the Selection tab links benefits to employees. Access the Benefits Selection window by clicking Benefits on the Position Management screen. The Benefits Selection window contains the following information. Cash Benefits Available Cash Benefits This Position Time Benefits Available Time Benefits This Position The following command buttons appear on the window as well: Add/Remove Button - A command button that causes the highlighted benefit to move from one side of the window (e.g., the Benefits Available side) to the other side of the window (e.g., the Benefits This Position side). The button name changes as follows, depending on the placement of the cursor and the highlighted benefit: Add - When the highlighted benefit is on the Benefits Available side, the button is labeled Add and associates the benefit with the selected position. Remove - When the highlighted benefit is on the Benefits This Position side, the button is labeled Remove and breaks the association between the benefit and the position. Add/Remove All Button - A command button that causes all the benefits in the box with the highlighted benefit to move from one side of the window (e.g., the Benefits Available side) to the other side of the window (e.g., the Benefits This Position side). The button name changes as follows, depending on the placement of the cursor and the highlighted benefit: Add All - When the highlighted benefit is on the Benefits Available side, the button is labeled Add All and associates all the benefits of that type (either time or Cash) with the selected position. Screens 66 Human Resources
Remove All - When the highlighted benefit is on the Benefits This Position side, the button is labeled Remove All and breaks the association between all the benefits of that type and the selected position. OK Button - A command button that saves the changes in benefits packages you have associated with a position. Cancel Button - A command button that abandons the changes in benefits packages you have associated with a position. When you select Cancel, the benefits you changed during the current session will revert to their previous condition. Assigning Benefits to a Position Cash Benefits Available (Benefits Selection Window) The Cash Benefits Available area displays the following types of benefits: Cash oriented (e.g., benefits that have an out-of-pocket cost to the institution or employee) Offered by the institution Not associated with the selected position or employee Use the buttons on the window to link or unlink benefits with the selected position, and to save or abandon any changes you have made. Cash Benefits This Position Time Benefits Available Time Benefits This Position Cash Benefits This Position (Benefits Selection Window) The Cash Benefits This Position area displays the following types of benefits: Cash oriented (e.g., benefits that have an out-of-pocket cost to the institution or employee) Offered by the institution Currently associated with the selected position or employee Use the buttons on the window to link or unlink benefits with the selected position, and to save or abandon any changes you have made. Cash Benefits Available Time Benefits Available Time Benefits This Position Time Benefits Available (Benefits Selection Window) The Time Benefits Available area displays the following types of benefits: Time oriented (e.g., benefits that provide time off for the employee) Offered by the institution Human Resources 67 Screens
Not currently associated with the selected position or employee Use the buttons on the window to link or unlink benefits with the selected position, and to save or abandon any changes you have made. Cash Benefits Available Cash Benefits This Position Time Benefits This Position Time Benefits This Position (Benefits Selection Window) The Time Benefits This Position area displays the following types of benefits: Time oriented (e.g., benefits that provide time off for the employee) Offered by the institution Currently associated with the selected position or employee Use the buttons on the window to link or unlink benefits with the selected position, and to save or abandon any changes you have made. Cash Benefits Available Cash Benefits This Position Time Benefits Available Screens 68 Human Resources
Benefit Time Detail Window Purpose Access Contents The Benefit Time Detail window displays backup information about an employee s accrued, used, and adjusted time benefits. Use this screen, for example, to assist employees in determining their correct balances for vacation and sick time, based on usage and accruals. Access the Benefit Time Detail window from the Time tab of the Benefits screen. The Benefit Time Detail window contains a single grid and a Close button. The grid contains the following columns: Hours - used, earned, or adjusted on the given date. The total of this column is the balance showing on the Time tab grid. Category - The type of hours, either Accrued, Adjustment, or Used, as follows: Accrued time - Time off earned from the passage of time or hours worked, based on the employee s benefit track. Adjustment time - Time entered manually on the Time tab, either negative or positive. Used time - Benefit time against which hours have been entered in Time Entry. Date - The date (mm/dd/yyyy) on which the time was recorded in the system. Job Number - For used time only, the job number against which the time off was entered. Human Resources 69 Screens
Compensation Screen Purpose Access Contents The Compensation screen allows you to enter or view information about an employee s compensation for a job at the institution. Since compensation is always associated with a particular job, you can access the Compensation screen only by selecting Compensation from the Job Assignment screen. The Compensation screen contains regions that maintain the following types of information: Employee Job Compensation Compensation List Secondary Tab Compensating Employees Performing a Query in Human Resources Administration Employee - Compensation Screen The Employee region of the Compensation screen displays the name, address, and ID number of the employee to whom the compensation relates. Since compensation is employee/job-specific, the employee information serves as a reference for the records with which you are working and is display-only. Job Compensation Compensation List Secondary Tab Job - Compensation Screen The Job region of the Compensation screen displays the description, Position Control Number, and payroll type of the job to which the compensation relates. Since compensation is employee/job-specific, the job information serves as a reference for the records with which you are working and is display-only. Employee Compensation Compensation List Secondary Tab Screens 70 Human Resources
Compensation - Compensation Screen The Compensation region of the Compensation screen enables you to view or enter information about the wages associated with a job performed by a specified employee. CX can support as many jobs for an employee as required and can also provide for a variety of compensation types for each job. For example, an employee might have two or more different jobs and, for one or more of the jobs, may receive both base pay and extra pay. The Compensation region becomes active when you click Add or Update on the toolbar. The Compensation region contains the following fields: Category - The type of pay associated with the job. Valid types are: Base Pay - The standard pay for the job, if the job is not associated with a step/level compensation plan or a contract. Contract - A notation that the base pay for the job is controlled by a contract. If the job is controlled by a contract, and then valid compensation types are Contract, Extra Pay, and Temporary Pay. Contract pay must be maintained through the Contracts screen. Extra Pay - A bonus associated with the job. The final amount of extra pay received by the employee is a function of both the Salary Period and the Payroll Frequency. For example, if an extra pay amount of $100 is designated as semi-monthly, and if the employee is part of a monthly payroll, the amount of the extra pay will be $200 for the designated month s payroll. See Comp. Plan - A notation that the base pay for the job is controlled by a step/level compensation plan. If the job is associated with a step/level plan, and then valid compensation types are See Comp. Plan, Extra Pay, and Temporary Pay. Step/Level compensation plan pay must be maintained through the Step/Level Compensation Plan screen. Temporary Pay - An additional pay amount that is valid for a short time only (e.g., an additional short term wage for extra work performed temporarily). Note: Overtime is not considered a pay category. The system recognized and computes overtime when the Comp Type is non-exempt and when overtime hours are entered in the Time Entry screen. Comp Type - The type of compensation associated with the job (e.g., Hourly Non-exempt or Salaried Exempt). Click on the arrow next to the field to view and select from a list of valid values. Begin Date - The first date (mm/dd/yyyy) on which the compensation information is valid (i.e., the date on which a pay rate is effective). Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The last date (mm/dd/yyyy) on which the compensation is valid (e.g., the date just before a pay raise is effective). Click on the arrow next to the field to view a calendar from which you can select a date. Hourly Rate - For hourly jobs, the pay rate per hour. Click on the down arrow next to the field to access a calculator to compute the correct amount. Salary Period - The pay interval; the frequency with which the employee earns the Salary Rate amount (e.g., Weekly or Monthly). Click on the arrow next to the field to view and select from a list of valid values. Salary Rate - The salary amount associated with the job. The salary amount must correspond with the Pay Period (e.g., the Pay Period is Monthly, the salary amount is a monthly figure). Click on the down arrow next to the field to access a calculator to compute the correct pay for the designated pay period. Schedule - The work schedule associated with the job. Click on the arrow next to the field to view and select from a list of valid values. Step/Level - The step (and one of the levels associated with the step) relating to the employee s job assignment. Click on the arrow next to the field to view and select from a list of valid values, as defined in the Step/Level Compensation Plans screen in HR Administration. Human Resources 71 Screens
FTE - The full-time equivalency associated with the position. If compensation is based on FTE, the program multiplies the value in the FTE field by the computed wage or salary to obtain the gross pay amount. Notation Amount - A user-maintained dollar amount field used for reporting purposes as desired. Employee Job Compensation List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calculator in Human Resources Administration Using the Calendar in Human Resources Administration Compensation List - Compensation Screen The Compensation List grid region lets you view and select information about the types of compensation already related to the specified employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Compensation region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Compensation region of the screen. The grid does not appear if you have not yet associated any compensation information with the employee. The Compensation List grid contains the following columns: Category - The type of pay associated with the job. Valid types are: Base Pay - The standard pay for the job, if the job is not associated with a step/level compensation plan or a contract. Contract - A notation that the base pay for the job is controlled by a contract. If the job is controlled by a contract, and then valid compensation types are Contract, Extra Pay, and Temporary Pay. Contract pay must be maintained through the Contracts Screen. Extra Pay - A bonus associated with the job. The final amount of extra pay received by the employee is a function of both the Salary Period and the Payroll Frequency. For example, if an extra pay amount of $100 is designated as Semi-Monthly, and if the employee is part of a monthly payroll, the amount of the extra pay will be $200 for the designated month's payroll. See Comp. Plan - A notation that the base pay for the job is controlled by a step/level compensation plan. If the job is associated with a step/level plan, and then valid compensation types are See Comp. Plan, Extra Pay, and Temporary Pay. Step/level compensation plan pay must be maintained through the Step/Level Compensation Plan screen. Temporary Pay - An additional pay amount that is valid for a short time only (e.g., an additional short term wage for extra work performed temporarily). Note: Overtime is not considered a pay category. Human Resources Administration recognizes and computes overtime when the Comp Type is non-exempt and when overtime hours are entered in the Time Entry screen. Type - The type of compensation associated with the job (e.g., Hourly Non-exempt or Salaried Exempt). Screens 72 Human Resources
Begin Date - The first date (mm/dd/yyyy) on which the compensation information is valid (i.e., the date on which a pay rate is effective). End Date - The last date (mm/dd/yyyy) on which the compensation is valid (e.g., the date just before a pay raise is effective). Hrly Rate - For hourly jobs, the pay rate per hour. Sal Prd - The pay interval; the frequency with which the employee earns the Salary Rate amount (e.g., Weekly or Monthly). Salary - The salary amount associated with the job. The salary amount must correspond with the Pay Period (e.g., if the Pay Period is Monthly, the salary amount is a monthly figure). Sched - The work schedule associated with the job. Step - The step of the compensation plan (i.e., the pay grade) at which the employee is paid. Level - The level within the compensation plan step at which the employee is paid. The Compensation List grid region also contains the following element that is not part of the grid: Show All Checkbox - A checkbox that, if checked, causes the Compensation Records grid to display all compensation, regardless of expiration (End) date. Employee Job Compensation Secondary Tab Using Grids Secondary Tab - Compensation Screen The secondary tab of the Compensation screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the empcomp_rec. Employee Job Compensation Compensation List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 73 Screens
Compensation Plans Screens Purpose The Compensation Plans screens allow you to view or maintain information about compensation plans at your institution. The system supports two types of compensation plans; you maintain each type of plan on a different screen. Types of Plans Access The plan types are: Step/Level - A plan with discrete steps and levels within steps, each with specific related compensation amounts. For more information, see Example of a Step-Level Compensation Plan Range - A plan with minimum and maximum amounts. For more information, see Example of a Range Compensation Plan. You access the Compensation Plans screens from the Main screen by selecting Payroll from the menu bar, and then clicking on Compensation Plans from the list that appears. You then click on the desired Compensation Plans screen (either Range or Step/Level). Using Compensation Plans Step/Level Compensation Plans Screen Range Compensation Plans Screen Assigning a Compensation Plan to a Position What are compensation plans? Compensation plans are salary administration tools that enable managers to compensate employees at the same or similar rates for similar work, regardless of their locations. For example, maintenance workers at a satellite campus and at the main campus can be assigned the same compensation plan, ensuring comparable pay even though the persons in charge of their salary reviews are in separate locations. Example of a Step/Level Compensation Plan Assume your institution has three types of secretarial jobs (called steps), all controlled under a compensation plan called SECY. Further assume an employee in any of the three steps is compensated at a different pay level, depending on tenure or competence. Lastly, assume each of the step/levels is associated with a different but exact (non-variable) amount, as in the following chart: Screens 74 Human Resources
In this situation, any secretary who is new and unproven will earn exactly $8.00 per hour, and all executive secretaries who have worked from one to three years and are reasonably competent will earn exactly $11.50 per hour. A key component of the step/level compensation plan is that the step and level information in the Compensation Plan table and Compensation Plan records determine the amount of compensation. As the values in these table/record entries change, employee compensation will also change. Example of a Range Compensation Plan Assume your institution has a range compensation plan for all secretaries called SECY, and that the range is $7.00 - $15.00 per hour. In this situation, any secretary (regardless of tenure or responsibility) can earn any hourly rate that falls within the range. If you attempt to assign a wage that falls outside the range, the system will warn you that you are overriding the assigned compensation plan. Because the ranges do not define exact wage amounts, you must enter the precise compensation amount for any employee whose position is governed by a range compensation plan. Human Resources 75 Screens
Step/Level Compensation Plans Screen Purpose Access Contents The Step/Level Compensation Plans screen allows you to view or maintain information about step/level compensation plans at your institution. You access the Step/Level Compensation Plans screen from the Main screen by selecting Payroll from the menu bar, and then clicking on Compensation Plans from the list that appears. You then click Step/Level from the Compensation Plans submenu. The Step/Level Compensation Plans screen contains regions that maintain the following types of information: Step/Level Plan Step/Level Detail Step/Level Plan Lists Using Compensation Plans Assigning a Compensation Plan to a Position Step/Level Plan - Step/Level Compensation Plans Screen The Step/Level Plan region of the Step/Level Compensation Plans screen enables you to select a step/level plan for which you want to view or update information. The Step/Level Plan region is active when you access the Step/Level Compensation Plans screen. The Step/Level Plan region contains the following fields: Plan Code - The eight-character code that designates the plan. (Description) - An unlabeled, display-only name or description of the plan, as defined on the Compensation Plan Table screen in Human Resources Maintenance. Type - The type of employee compensation to which the plan relates. This display-only field is defined on the Compensation Plan Table screen in Human Resources Maintenance, and contains one of the following types: Non-Exempt Salary Hourly Salary Step/Level Detail Step/Level Plan Lists Using Table Lookup in Human Resources Administration Screens 76 Human Resources
Step/Level Detail - Step/Level Compensation Plans Screen The Step/Level Detail region of the Step/Level Compensation Plans screen enables you to view, add, or update information about the levels in a compensation plan. The system can support as many levels for a plan as required. The Step/Level Detail region becomes active when you click Add or Update on the toolbar. The Step/Level Detail region contains the following fields: Step - An eight-character value that defines the position the earnings amount has in the overall compensation plan. Steps can be as simple as ascending numerics (i.e., steps 1, 2, 3 and so on) or as complex as decimal numbers or alphabetic codes. Level - An eight-character value that defines the position the earnings amount has within the compensation plan step (e.g., Level 4 within step NOVICE). Levels can be as simple as ascending numerics (i.e., levels 1, 2, 3 and so on) or as complex as decimal numbers or alphabetic codes. Effective Date - The date (mm/dd/yyyy) on which the step becomes effective. Click on the arrow next to the field to view a calendar from which you can select a date. Annual Amount - The annual salary associated with the step/level combination. This field is used for both Salary and Non-Exempt Salary plans. Click on the down arrow next to the field to access a calculator to compute the correct amount. Hourly Amount - The hourly wage associated with the step/level combination. This field is used for both Hourly and Non-Exempt Salary plans. Click on the down arrow next to the field to access a calculator to compute the correct amount. Step/Level Plan Step/Level Plan Lists Range Compensation Plan Screen Assigning a Compensation Plan to a Position Using Table Lookup Using the Calculator Using the Calendar Step/Level Plan Lists - Step/Level Compensation Plans Screen The Step/Level Plan Lists region lets you view and select information about the levels of compensation already related to the specified plan. In this region, separate grids for the steps and then the levels within the steps contain the data. When the grids appear, you can select a row from the Steps grid on the left, and then a row from the Levels grid on the right, to cause the information from the grids to fill the Step/Level Detail region in the middle of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Step/Level Detail region of the screen. The Step/Level Plan Lists contain the following columns: Step - An eight-character value that defines the position the earnings amount has in the overall compensation plan. Steps can be as simple as ascending numerics (i.e., steps 1, 2, 3 and so on) or as complex as decimal numbers or alphabetic codes. Human Resources 77 Screens
Level - An eight-character value that defines the position the earnings amount has within the compensation plan step (e.g., Level 4 within step NOVICE). Levels can be as simple as ascending numerics (i.e., levels 1, 2, 3 and so on) or as complex as decimal numbers or alphabetic codes. Annual - The annual salary associated with the step/level combination. This field is used for both Salary and Non-Exempt Salary plans. Hourly Rate - The hourly wage associated with the step/level combination. This field is used for both Hourly and Non-Exempt Salary plans. Effective Date - The date (mm/dd/yyyy) on which the step becomes effective. Step/Level Plan Step/Level Detail Range Compensation Plan Screen Assigning a Compensation Plan to a Position Using Grids Screens 78 Human Resources
Range Compensation Plans Screen Purpose Access Contents The Range Compensation Plans screen allows you to view or maintain information about range compensation plans at your institution. You access the Range Compensation Plans screen from the Main screen by selecting Payroll from the menu bar, and then clicking on Compensation Plans from the list that appears. You then click Range from the Compensation Plans submenu. The Range Compensation Plans screen contains regions that maintain the following types of information: Range Plan Range Detail Range Plan List Using Compensation Plans Assigning a Compensation Plan to a Position Range Plan - Range Compensation Plans Screen The Range Plan region of the Range Compensation Plans screen enables you to select a range plan for which you want to view or update information. The Range Plan region is active when you access the Range Compensation Plans screen. The Range Plan region contains the following fields: Plan Code - The eight-character code that designates the plan. Compensation Type - The type of dollar amount you are specifying in the compensation plan. Range Detail Range Plan List Using Table Lookup in Human Resources Administration Range Detail - Range Compensation Plans Screen The Range Detail region of the Range Compensation Plans screen enables you to view, add, or update information about the range in a compensation plan. The Range Detail region becomes active when you click Add or Update on the toolbar. The Range Detail region contains the following fields: Minimum - The minimum pay allowed for the plan. For any position associated with the plan, if you attempt to apply a compensation rate that is below this minimum value, the program will display a warning message. For hourly payrolls, the amount must be a rate per hour; for all other payrolls, the amount must be an annual rate. Click on the down arrow next to the field to access a calculator to compute the correct pay rate. Human Resources 79 Screens
Effective Date - The date (mm/dd/yyyy) on which the range becomes effective. Click on the arrow next to the field to view a calendar from which you can select a date. Mid-Point - An average amount for the plan. Depending on your institution s policies, this may be a mean (numeric average of the minimum and maximum), a mode (the most common rate for positions using the selected compensation plan), a median (the amount at which half the positions associated with the plan are paid less, and half are paid more), or any other useful amount. For hourly payrolls, the amount must be a rate per hour; for all other payrolls, the amount must be an annual rate. Click on the down arrow next to the field to access a calculator to compute the correct rate. Maximum - The maximum pay allowed for the plan. For any position associated with the plan, if you attempt to apply a compensation rate that is above this maximum value, the program will display a warning message. For hourly payrolls, the amount must be a rate per hour; for all other payrolls, the amount must be an annual rate. Click on the down arrow next to the field to access a calculator to compute the correct rate. Range Plan Range Plan List Step/Level Compensation Plans Screen Assigning a Compensation Plan to a Position Using the Calculator in Human Resources Administration Using the Calendar in Human Resources Administration Range Plan List - Range Compensation Plans Screen The Range Plan List grid region lets you view and select information about the levels of compensation already related to the specified plan. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Range Detail region in the middle of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Range Detail region of the screen. The grid does not appear if you have not yet associated any level information to the plan. The Range Plan Records grid contains the following columns: Minimum - The minimum pay allowed for the plan. For any position associated with the plan, if you attempt to apply a compensation rate that is below this minimum value, the program will display a warning message. For hourly payrolls, the amount must be a rate per hour; for all other payrolls, the amount must be an annual rate. Effective Date - The date (mm/dd/yyyy) on which the range becomes effective. Mid-Point - An average amount for the plan. Depending on your institution s policies, this may be a mean (numeric average of the minimum and maximum), a mode (the most common rate for positions using the selected compensation plan), a median (the amount at which half the positions associated with the plan are paid less, and half are paid more), or any other useful amount. For hourly payrolls, the amount must be a rate per hour; for all other payrolls, the amount must be an annual rate. Maximum - The maximum pay allowed for the plan. For any position associated with the plan, if you attempt to apply a compensation rate that is above this maximum value, the program will display a warning message. For hourly payrolls, the amount must be a rate per hour; for all other payrolls, the amount must be an annual rate. Screens 80 Human Resources
Range Plan Range Detail Assigning a Compensation Plan to a Position Using Grids Human Resources 81 Screens
Constituent Status Screen Purpose Access Contents The Constituent Status screen enables you to enter and view all the constituent statuses associated with the selected employee. The Constituent Status screen maintains this information in a grid. Access the Constituent Status screen by selecting Demographics from the menubar, and then selecting Constituent Status. Note: For more information about constituent statuses and their usage, see the Jenzabar guide Alumni Development User Guide. The Constituent Status screen contains regions that maintain the following types of information: ID Information Constituent Status Constituent Status List Secondary Tab Maintaining Constituent Information What are constituent statuses? Constituent statuses are types of relationships that may exist between individuals and your institution. Examples of such relationships include friend, alumni, parent, former parent, and trustee. You maintain the valid codes your institution uses to identify these types of relationships in the Constituent Status table (consstat_table). ID Information - Constituent Status Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Constituent Status Constituent Status List Screens 82 Human Resources
Secondary Tab Performing a Query in Human Resources Administration Constituent Status - Constituent Status Screen The Constituent Status region enables you to view or enter constituent status information that relates to a particular employee. Use this region to add or update information about the employee s relationship with your institution. This region becomes active when you click Add or Update on the toolbar. The Constituent Status region contains the following fields: Constituent Status - The employee s eight-character constituent status, as defined in your institution s Constituent Status table (consstat_table). Constituent statuses may be, for example, FRIEND, ALUMNI, or PARENT. Office Code - The campus office that added the constituent information, as defined in your institution s Office table (ofc_table). Begin Date - The date (mm/dd/yyyy) on which the status began. For example, for the ALUMNI status code, the Begin Date could be the graduation date. Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The date (mm/dd/yyyy) on which the status ended. For example, for the PARENT status code, the End Date could be the date on which the child graduated. Click on the arrow next to the field to view a calendar from which you can select a date. Add Date - The date (mm/dd/yyyy) on which the constituent status was added. Click on the arrow next to the field to view a calendar from which you can select a date. Highest CASE Reporting Priority - A checkbox that, if checked, signifies the constituent status is the highest level according to criteria established by CASE (the professional association for Alumni/Development/Advancement). CASE considers ALUMNI as the highest level, so if the constituent status is ALUMNI, this box should be checked. Highest Institution Reporting Priority - A checkbox that, if checked, signifies the constituent status is the highest level according to criteria established by your institution. ID Information Constituent Status List Secondary Tab Constituent Status List - Constituent Status Screen The Constituent Status List enables you to view and select information about a particular constituent status for an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Constituent Status region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Constituent Status region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated constituent status information The Constituent Status List contains the following columns: Human Resources 83 Screens
Const. Status Code - The employee s eight-character constituent status, as defined in your institution s Constituent Status table (consstat_table). Constituent statuses may be, for example, FRIEND, ALUMNI, or PARENT. Office Code - The campus office that added the constituent information, as defined in your institution s Office table (ofc_table). Begin Date - The date (mm/dd/yyyy) on which the status began. For example, for the ALUMNI status code, the Begin Date could be the graduation date. End Date - The date on which the status ended. For example, for the PARENT status code, the End Date could be the date on which the child graduated. CASE Priority - A value indicating the highest level according to criteria established by CASE (the professional association for Alumni/Development/Advancement). CASE considers ALUMNI as the highest level, so if the constituent status is ALUMNI, this box should be checked. Inst. Priority - A value indicating the highest level according to your institution s criteria. Add Date - The date (mm/dd/yyyy) on which the constituent status was added. ID Information Constituent Status Secondary Tab Using Grids Secondary Tab - Constituent Status Screen The secondary tab of the Constituent screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the consstat_rec. ID Information Constituent Status Constituent Status List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 84 Human Resources
Contacts Screen Purpose Access Contents The Contacts screen enables you to enter and view all the contacts associated with the selected employee. The Contacts screen maintains this information in a grid. Access the Contacts screen by selecting Demographics from the menu bar, and then selecting Contacts. Note: For more information about contacts and their usage in automatically creating letters, see the Jenzabar document Communications Management User Guide. The Contacts screen contains regions that maintain the following types of information: ID Information Contact Contact List Secondary Tab Tracking Contacts What are contacts? Contacts are any form of incoming or outgoing correspondence. For example, your employee may have been sent letters acknowledging the receipt of an application or official notification of a leave or grievance. Each of these letters would be associated with a specific event, and would be identified as a contact in the CX database. ID Information - Contacts Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Contact Contact List Human Resources 85 Screens
Secondary Tab Performing a Query in Human Resources Administration Contact - Contacts Screen The Contact region enables you to view or enter contacts that relate to a particular employee. Use this region to add or update information about the employee s correspondence with your institution. This region becomes active when you click Add or Update on the toolbar. The Contact region contains the following fields: Tickler - The code that groups together a particular communications strategy, as defined in the Tickler table and validated in the Configuration table. For Human Resources Administration, this code is typically HR. (Tickler Description) - The display-only description for the tickler code, as defined in the Tickler table. Resource - The name of the specific correspondence. The resource can be, for example, a letter, a visit, a fax, or a telephone call. Valid resources are defined in the Contact table. (Resource Description) - The display-only description for the resource, as defined in the Contact table. Status - The status code associated with the resource. Valid values are: Expected - Scheduled, but not yet sent or received. Completed - Sent or received. Void - Terminated before being sent or received. Due Date - The date (mm/dd/yyyy) on which the contact is due to be sent or received. Completion Date - The date (mm/dd/yyyy) on which the contact was received or sent. Corresp. ID - The ID number associated with the correspondence. For employees, this is typically the ID number of the Personnel Director of the institution. (Corresp. ID Description) - The name associated with the corresponding ID, as found in the ID record. Lookup Button - A button that displays the ID Lookup window, from which you can locate and retrieve the corresponding ID. Comments - A text area where you can enter information about the contact. ID Information Contact List Secondary Tab Using the Calendar in Human Resources Administration Contact List - Contacts Screen The Contact List enables you to view and select information about a particular contact for an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Contact region in the top part of the screen. Note: The grid is for selection and viewing purposes only. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID Screens 86 Human Resources
If the selected ID does not have associated contact information The Contact List contains the following columns: Tickler - The code that groups together a particular communications strategy, as defined in the Tickler table and validated in the Configuration table. For Human Resources Administration, this code is typically HR. Resource - The name of the specific correspondence. The resource can be, for example, a letter, a visit, a fax, or a telephone call. Valid resources are defined in the Contact table. Due Date - The date (mm/dd/yyyy) on which the contact is due to be sent or received. Status - The status code associated with the resource. Valid values are: Expected - Scheduled, but not yet sent or received. Completed - Sent or received. Void - Terminated before being sent or received. Comp. Date - The date (mm/dd/yyyy) on which the contact was received or sent. Corr. ID - The ID number associated with the correspondence. For employees, this is typically the ID number of the Personnel Director of the institution. In addition, the Contact List grid region contains the following element that is not in the grid: Show All Checkbox - A box that, if checked, causes the program to display all contacts regardless of status. If the box is not checked, only Expected status contacts display. ID Information Contact Secondary Tab Using Grids Secondary Tab - Contacts Screen The secondary tab of the Contacts screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the ctc_rec. ID Information Contact Contact List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 87 Screens
Contracts Screen Purpose Access Contents The Contracts screen enables you to enter and view all the contracts associated with the selected employee. The Contracts screen maintains this information in a grid. Access the Contracts screen by selecting Assignments from the menu bar, and then selecting Job Assignments. Query to locate the desired employee and job, and then click Contracts. Note: Information on the Contracts screen does not impact the employee's compensation or job information. Employees who are under contract must still be assigned to jobs and compensation. The Contracts screen contains regions that maintain the following types of information: Employee Job Contract Contract List Secondary Tab Tracking Contracts Employee - Contracts Screen The Employee region of the Contracts screen displays the name, address, and ID number of the employee to whom the contracts relate. Since contracts are employee/job-specific, the employee information serves as a reference for the records with which you are working and is display-only. Job Contract Contract List Secondary Tab Job - Contracts Screen The Job region of the Contracts screen displays the description, Position Control Number, and payroll type of the job to which the contracts relate. Since contracts are employee/job-specific, the job information serves as a reference for the records with which you are working and is displayonly. Employee Contract Contract List Secondary Tab Screens 88 Human Resources
Contract - Contracts Screen The Contract region enables you to view or enter contracts that relate to a particular employee. Use this region to add or update information about the employee s employment contracts with your institution. This region becomes active when you click Add or Update on the toolbar. The Contract region contains the following fields: Contract - An eight-character code identifying the type of contract (e.g., ADJUNCT, FULLTIME, or TENURED for faculty) as defined in the Contract table. Click on the arrow next to the field to view and select from a list of valid values. (Description) - A 32-character description of the contract as defined in the Contract table. Amount - The dollar amount of the contract. For adjunct faculty, for example, this is the amount for which the instructor has been contracted to teach a course. With FTE - The display-only value of the contract after applying the FTE factor against it. For example, if the Contract Amount is $10,000 and the FTE factor is.80, and then the With FTE field will contain $8,000. The With FTE value is the amount that is allocated over the number of pay periods. Paid - The dollar amount paid on the contract as of the current date. This information comes from the general ledger s Subsidiary Transaction record and is display-only. Pay Periods - The number of pay periods over which the contract is to be paid. The system allocates the With FTE amount over this number of pay periods. Begin Date - The effective date (mm/dd/yyyy) of the contract. End Date - The date (mm/dd/yyyy) on which the contract ends. The system enters this displayonly date when the contract is paid out. Comments - An area where an unlimited amount of text can be entered to describe the contract. Notation Amount - A user-maintained dollar amount field used for reporting purposes only. The Contract region also contains the Instructor Information subregion, which has the following fields: Session - For instructors, the academic session to which the contract applies. If you designate a Session, you must also designate a Year. Year - For instructors, the academic year to which the contract applies. If you designate a Year, you must also designate a Session. Program - For instructors, the program (e.g., UNDG) to which the contract applies. This information is optional. FTE - A factor between.001 and 9.999 representing the instructor s course load. This factor is multiplied by the contract amount to derive the With FTE amount, the amount paid out to the instructor over the life of the contract. Employee Job Contract List Secondary Tab Using the Calendar in Human Resources Administration Using the Calculator in Human Resources Administration Human Resources 89 Screens
Contract List - Contracts Screen The Contract List enables you to view and select information about a particular contract for an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Contract region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Contract region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated contract information The Contract List contains the following columns: Contract - An eight-character code identifying the type of contract (e.g., ADJUNCT, FULLTIME, or TENURED for faculty) as defined in the Contract table. Description - A 32-character description of the contract as defined in the Contract table. Contract Amount - The dollar amount of the contract. For adjunct faculty, for example, this is the amount for which the instructor has been contracted to teach a course. Pay Periods - The number of pay periods over which the contract is to be paid. The system allocates the With FTE amount over this number of pay periods. Begin Date - The effective date (mm/dd/yyyy) of the contract. End Date - The date (mm/dd/yyyy) on which the contract ends. The system enters this displayonly date when the contract is paid out. In addition, the Contract List grid region contains the following element that is not part of the grid: Show All Checkbox - A checkbox that, when checked, displays all the contracts that have ever existed against the selected job, regardless of date or status of completion. Employee Job Contract Secondary Tab Using Grids Secondary Tab - Contracts Screen The secondary tab of the Contracts screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the empctrc_rec. Employee Job Contract Secondary Tabs in Human Resources Administration Screens 90 Human Resources
Customizing Screens in Human Resources Administration Human Resources 91 Screens
Custom Screen Purpose Access Contents The Custom screen is in fact a separate region that is part of every screen in Human Resources Administration. This screen offers users a way to modify their screens and to capture or view local fields and values. Access the Custom screen by selecting File, and then Preferences, and then Customize from the menu bar. The Custom screen contains a blank Custom Information region that you customize to contain the fields and labels unique to your institution, and the following command buttons: Add Button - Activates the Add Custom Data Wizard that enables you to add fields and labels to the Secondary region of the selected screen. Remove Button - Removes the selected field and its associated label from the custom region. Edit Label Button - Active only when the label associated with a field is selected (as indicated by small blue boxes that surround it), enables the user to change the label text. Set Order Button - Active when one or more fields appears on the Secondary region, controls the order in which the fields are accessible when the user presses <Tab>. The Row/Column option progresses through the fields horizontally row by row, while the Column/Row option moves through the fields in an up-and-down pattern. In most cases, the standard HR screens use the Column/Row option. Add Text Button - Enables you to display text that is not associated with a field on the Secondary region. Text entered using the Info Text option can appear in bold or italic type, and can be aligned to the right or left, or in the center of the text box where you enter the text. The use of this feature enables you to add more detailed explanations of fields. Tab Name Button - Displays a pop-up window into which you can enter customized labels for the selected secondary tab and the frame contained on the tab. Close Button - Closes the Custom region, causing the system to prompt you about saving your changes. Customizing Screens in Human Resources Administration Screens 92 Human Resources
Deductions/Allowances/Fringes Screen Purpose Access Contents The Deductions/Allowances/Fringes screen enables you to track all the adjusting items that are part of the computation of an employee s net pay. Using this screen, you can track an unlimited number of adjustments, allowances, fringes, and other adjustments. The Deductions/Allowances/Fringes screen maintains this information in a grid. Access the Deductions/Allowances/Fringes screen by selecting Payroll from the menu bar, and then selecting Deduct-Allow-Fringe. Note: When you set up adjustments for an employee in a payroll for the first time, you are prompted about using the default adjustments for that payroll type. If you respond Yes, the Default Adjustments window will appear, overlaying the Deductions/Allowances/Fringes screen. The Deductions/Allowances/Fringes screen contains regions that maintain the following types of information: ID Information Adjustment Adjustment List Recording Adjustments, Allowances, and Fringe Benefits ID Information - Deductions/Allowances/Fringes Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Adjustment Adjustment List Performing a Query in Human Resources Administration Human Resources 93 Screens
Adjustment - Deductions/Allowances/Fringes Screen The Adjustment region enables you to view or enter adjustments that relate to a particular payroll type (e.g., Monthly) under which the employee is paid. Use this region to add or update information about the employee s adjustments, fringe benefits, or other items that impact his/her overall compensation. This region becomes active when you click Add or Update on the toolbar. All adjustments relate to a specific payroll type. Therefore, for example, if an employee has two jobs on different payrolls (e.g., one paid monthly and one paid weekly), you must enter adjustment information for each of the two jobs. If both jobs were paid out of a single payroll, a single set of adjustments would work on both jobs. The Adjustment region contains the following fields: Payroll Type - The code for the payroll cycle (e.g., MNT [monthly] or WEE [weekly]), typically associated with the interval between pay dates. Click on the arrow next to the field to view and select from a list of valid values. Adjust. Type - Code for the type of adjustment to the pay amount (e.g., SITM for state income tax [married] or LTD for long term disability insurance premiums). Click on the arrow next to the field to view and select from a list of valid values. Period Type - The time period to which the adjustment applies (e.g., quarterly, monthly, or every payroll period). Click on the arrow next to the field to view and select from the following list of valid values: Notes: Every period (adjustment taken in every payroll) First period (monthly; adjustment taken in the first payroll each month) Second period (monthly; adjustment taken the second payroll each month) Third period (monthly; adjustment taken the third payroll each month) Fourth period (monthly; adjustment taken the fourth payroll each month) Yearly (annually; adjustment taken the first payroll of each quarter) Quarterly (four times per year; adjustment taken the first payroll of each quarter) Use Tax table (Not applicable for non-tax adjustment types; for tax adjustments, causes the program to refer to Tax tables to compute amounts) For FICA, FICR, MEDE, MEDR, EICM, EICS, FITS, FITM, SITS, and SITM, the Period Type must be Use Tax table. When using the Use Tax table option, the system uses the Number of Allowances field (as well as the Tax table) to compute the amount of the adjustment. When using the Every Period option, the system uses the Flat Amount and Percentage values from the screen to compute the amount of the adjustment. Begin Date - The date (mm/dd/yyyy) on which the adjustment becomes active. Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The date (mm/dd/yyyy) on which the adjustment is no longer active. Click on the arrow next to the field to view a calendar from which you can select a date. Allowances: Primary - The number of allowances (e.g., exemptions) that relate to the adjustment, if any. Click on the down arrow next to the field to access a calculator to compute the correct amount. Allowances: Additional - Additional allowances, if any, for use with state income tax calculations. The value in this fields is multiplied by the Additional Withholding Allowances Screens 94 Human Resources
specified on the Tax tab of the Adjustments table. Click on the down arrow next to the field to access a calculator to compute the correct amount. Percentage - The percentage to multiply by the base amount to compute the adjustment, if any. Click on the down arrow next to the field to access a calculator to compute the correct amount. Flat Amount - The dollar amount of any flat dollar figure to add to or deduct from gross pay to obtain net pay; enter a negative amount for a reduction from gross pay. If you enter a Flat Amount for a tax adjustment, the amount will override any calculated adjustment. Click on the down arrow next to the field to access a calculator to compute the correct amount. Base Exclusion - The amount of the base wage amount to exclude from calculations of percentage adjustments. Click on the down arrow next to the field to access a calculator to compute the correct amount. Percentage/Year - A factor that enables an employee to have annualized adjustments allocated over less than a full year of employment. For example, if a 9-month employee wants to have $1200 per year allocated to a Christmas club, you could complete these fields as follows: Flat Amount - 100 Period Type - Monthly Percentage/Year - 1.33 The system would then compute the amount per monthly pay period as 100 * 1.33 or 133. Added Base - A dollar amount, if any, to add to the adjustment base before applying the Percentage. Click on the down arrow next to the field to access a calculator to compute the correct amount. Max/Date Range - A dollar amount that cannot be exceeded for the current usage of the adjustment, as controlled by the Begin and End Dates. For example, assume you set up an employee-paid adjustment for the year 01/01/2002-12/31/2002. Assume further that the adjustment is set up with a lifetime maximum of $150 and with a Max. This Date Range of $100. Under these conditions, $100 will be withheld from the employee's pay during the year 2002. If you then reactivate the adjustment for the employee in the year 2004 and set a Max. This Date Range of $100, the system will only withhold $50 because the lifetime maximum will serve as a limit. ID Information Adjustment List Using Table Lookup in Human Resources Administration Using the Calculator in Human Resources Administration Using the Calendar in Human Resources Administration Adjustment List - Deductions/Allowances/Fringes Screen The Adjustment List enables you to view and select information about a particular adjustment to gross pay for an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Adjustment region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Adjustment region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated adjustment information Human Resources 95 Screens
The Adjustment List contains the following columns: PR Type - The code for the payroll cycle (e.g., MNT [monthly] or WEE [weekly]), typically associated with the interval between pay dates. Adjust. Type - Code for the type of adjustment to the pay amount (e.g., SITM for state income tax [married] or LTD for long term disability insurance premiums). Prd. Type - The time period to which the adjustment applies (e.g., quarterly, monthly, or every payroll period). Begin Date - The date (mm/dd/yyyy) on which the adjustment becomes active. End Date - The date (mm/dd/yyyy) on which the adjustment is no longer active. Flat Amt. - The dollar amount of any flat dollar figure to add to or deduct from gross pay to obtain net pay; enter a negative amount for a reduction from gross pay. If you enter a Flat Amount for a tax adjustment, the amount will override any calculated adjustment. Base Excl. - The amount of the base wage amount to exclude from calculations of percentage adjustments. Added Base - A dollar amount, if any, to add to the adjustment base before applying the Percentage. Click on the down arrow next to the field to access a calculator to compute the correct amount. No Allow - The number of allowances (e.g., exemptions) that relate to the adjustment, if any. Added Allow - Additional allowances, if any, for use with state income tax calculations. The value in this fields is multiplied by the Additional Withholding Allowances specified on the Tax tab of the Adjustments table. Pct. Yr. - A factor that enables an employee to have annualized adjustments allocated over less than a full year of employment. For example, if a 9-month employee wants to have $1200 per year allocated to a Christmas club, you could complete these fields as follows: Flat Amount - 100 Period Type - Monthly Percentage/Year - 1.33 The system would then compute the amount per monthly pay period as 100 * 1.33 or 133. Pct - The percentage to multiply by the base amount to compute the adjustment, if any. Maximums Button - A command button that causes the display of the Maximum All Occurrences window. This window enables you to specify the maximum amounts of any deduction, allowance, or fringe benefit for which the employee is eligible. You can specify maximums for each period, month, quarter, calendar year, fiscal year, or for the lifetime of the employee. Maximums apply to an adjustment/employee combination. Therefore, if an employee is in two different pay groups and has a particular adjustment in both of them, and if a maximum is set up for the adjustment under one of the pay groups, and then the maximum will govern the adjustment as it is computed and withheld/paid under the other pay group as well. Maximums specified in the Maximum All Occurrences window continue to apply even if an adjustment starts and stops. For example, if a student employee has a deduction adjustment with a maximum lifetime amount of $100 and only $75 is deducted before the end of the term, you can set an end date for the adjustment and start it again the following term, and the system will only withhold another $25 from the student employee's pay. You can change the maximums at any time. For example, you could change the $100 lifetime maximum to $200, and the system would continue to deduct from the employee's pay until the new maximum of $200 is reached. Screens 96 Human Resources
The system will also add back an over-withheld amount if you reduce a maximum. For example, if you withhold $200 from an employee's pay in accordance with the maximum, and then change the maximum to $175, and then $25 will be added to the employee's pay on the next payroll. Show All Checkbox - A check box that, when checked, displays all the adjustment information for the employee, regardless of payroll type. ID Information Adjustment Adjustment List Using Grids Human Resources 97 Screens
Default Adjustments Window Purpose Access Contents The Default Adjustments window enables you to provide details about the default adjustments you are using for a new employee (or an employee who is part of a particular payroll group for the first time). For HR Administration to display the Default Adjustments window, you must have first: Selected default adjustments for the payroll group to which the employee is assigned. Responded Yes to the prompt on the Deductions/Allowances/Fringes screen about using default adjustments. The Default Adjustments window contains the following information, maintaining most of the data in a grid: Begin Date - The date on which you want all the default adjustments to become effective for the employee. Click on the arrow next to the field to view a calendar from which you can select a date. Add Checkbox - A checkbox that, if checked, indicates the adjustment is selected for the employee and will be added when you click OK. You can deselect any checked boxes (or select any unchecked boxes) by clicking on them. Note: A checkbox is initially unchecked if, during the default adjustment selection process performed while setting up the Payroll table in Human Resources Maintenance, you request that the system prompt you before adding the related adjustment. For example, if you define both FITS and FITM as default adjustments and specify that you want the system to prompt you before adding them for an employee, the checkboxes for both FITS and FITM will be unchecked on the Default Adjustments window. You can then select the appropriate tax adjustment code for each employee. Adjustment - The four-character code of the adjustment, as defined in the Adjustments table. Description - A description of the adjustment, as defined in the Adjustments table. Allowances - The number of exemptions you want the system to use when calculating the adjustment, if any. Note: The Allowances field will contain a zero (0) if, during the default adjustment selection process performed while setting up the Payroll table in Human Resources Maintenance, you request that the system prompt you to enter an allowance amount. For example, if you request a prompt for both FITS and FITM, the Allowance fields for both FITS and FITM will contain zeroes on the Default Adjustments window. You can then overwrite the zero with the correct number of allowances. If the Allowance field is blank, you did not request a prompt during the default adjustment selection process, but you can still enter a value in the field if necessary. Flat Amount - The flat dollar amount of the adjustment, if applicable. This field typically applies to United Way contributions, union dues, insurance premiums, and other adjustments that are not percentage-based. Percentage - The percentage to apply against the calculation base to compute the adjustment, if applicable. This field typically relates to 403(b) contributions and other adjustments that are percentage-based, but that are NOT taxes (tax percentages are defined in the Tax table, not in this screen). Screens 98 Human Resources
OK Button - A button that saves the information entered in the Default Adjustments window. Cancel Button - A button that abandons any changes or data entered in the Default Adjustments window, and causes the system to not add default adjustments for the employee. Deductions/Allowances/Fringes Screen Using the Calendar in Human Resources Administration Human Resources 99 Screens
Direct Deposit Screen Purpose Access Contents The Direct Deposit screen enables you to set up employee payroll direct deposits. To use this feature of HR Administration, you must obtain information from the banks used by your employees. Access the Direct Deposit screen by selecting Payroll from the menu bar, and then selecting Direct Deposit. The Direct Deposit screen contains regions that maintain the following types of information: ID Information Check Allocation Check Allocation List Secondary Tab Setting Up Direct Deposits ID Information - Direct Deposit Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Check Allocation Check Allocation List Secondary Tab Check Allocation - Direct Deposit Screen The Check Allocation region enables you to define an employee as a user of direct deposit (i.e., his/her paycheck is automatically deposited in one or more bank accounts). You can add or update information about the employee s bank accounts in this region of the Direct Deposit screen. This region becomes active when you click Add or Update on the toolbar. Screens 100 Human Resources
The Check Allocation region contains the following fields: Bank Code - The routing code for the bank. This number must be nine digits in length, and is supplied by the bank. Bank Account - The employee s account number. Subsidiary - The payroll subsidiary to which the employee's direct deposit is charged. Click on the arrow next to the field to view and select from a list of valid values. Overflow - A Yes/No value that indicates whether the specified account number is the overflow account. Any rounding differences that occur when allocating the pay amount among multiple accounts are added to the overflow account. Prenotified - A Yes/No value that indicates whether the bank has been notified that the selected employee is to be included in future direct deposits. The system maintains this field. Percentage - The percentage of the total net pay that is to be routed to the specified bank account. Prenotification Date - The date (mm/dd/yyyy) on which prenotification for the specified employee is to occur; that is, the date on which the bank is notified that the employee expects to participate in direct deposits. This date is typically the check date for the next run of the payroll of which the employee is a part. For example, if the employee is included in the MTH payroll and its next check date is 01/03/2002 (for the December, 2001 payroll), the Prenotification Date could be 01/03/2002. If desired, however, you can back date the prenotification (e.g., use a Prenotification Date of 12/03/2001) to cause the actual direct deposit to take effect for the January payroll. Account Type - A value indicating whether the specified account is a savings (S) or a checking (C) account. Flat Amount - The flat amount to be deposited in the specified account. If you designate the account as the overflow account, you cannot specify a flat amount. ID Information Check Allocation List Secondary Tab Check Allocation List - Direct Deposit Screen The Check Allocation List grid enables you to view all information about the bank accounts used by an employee for direct deposit. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Check Allocation region in the top part of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated bank account information The Check Allocation List grid contains the following columns: Bank Code - The routing code for the bank. This number must be nine digits in length, and is supplied by the bank. Bank Account - The employee s account number. Account Type - A value indicating whether the specified account is a savings (S) or a checking (C) account. Human Resources 101 Screens
Overflow - A Yes/No value that indicates whether the specified account number is the overflow account. Any rounding differences that occur when allocating the pay amount among multiple accounts are added to the overflow account. Percent - The percentage of the total net pay that is to be routed to the specified bank account. Flat Amount - The flat amount to be deposited in the specified account. If you designate the account as the overflow account, you cannot specify a flat amount. Prenotify - A Yes/No value that indicates whether the bank has been notified that the selected employee is to be included in future direct deposits. Prenot. Date - The date (mm/dd/yyyy) on which prenotification for the specified employee is to occur; that is, the date on which the bank is notified that the employee expects to participate in direct deposits. This date is typically the check date for the next run of the payroll of which the employee is a part. For example, if the employee is included in the MTH payroll and its next check date is 01/03/2002 (for the December, 2001 payroll), the Prenotification Date could be 01/03/2002. If desired, however, you can back date the prenotification (e.g., use a Prenotification Date of 12/03/2001) to cause the actual direct deposit to take effect for the January payroll. ID Information Check Allocation Secondary Tab Using Grids Secondary Tab - Direct Deposit Screen The secondary tab of the Direct Deposit screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the ckalloc_rec. ID Information Check Allocation Check Allocation List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 102 Human Resources
Display Preferences Window Purpose Access Contents The Display Preferences window enables you to control some display options within Human Resources Administration. Access the Display Preferences window by selecting File from the menu bar, and then selecting Preferences. The Display Preferences window contains the following fields: Continue to Show Expired Records Days - A number designating the number of days by which records may be expired and still be displayed. For example, if you enter 10 in this field, a record with an End Date of 12/31/1999 will display on grids until 1/10/2000. Remember Last ID Used Checkbox - A checkbox that, if checked, causes the system to display the last ID used within Human Resources the next time you open the application. This feature can save you time in querying if you sometimes use the same ID through multiple processing sessions. Remember Grid Layouts Checkbox - A checkbox that, if checked, causes the system to store the configuration of grids that you have modified. For example, if you check this box, rearrange the columns on the grid on the Job Assignments screen and then close the HR Administration application, the next time you open the application, the grid will appear as you last changed it. If you share your PC with another user and each of you modifies grid layouts, the program can differentiate the modifications made by each user. Reset Defaults Button - A button that causes the system to return all grid layouts to their unmodified, default displays. Bypass Confirm Commit/Cancel Checkbox - A checkbox that, if checked, causes the system to execute Commit and Cancel commands without prompting the user for confirmation. This feature saves a click every time you are in Add or Update status, but requires the user be all the more careful when executing commands. Enable Enter/Esc for Commit/CancelCheckbox - A checkbox that, if checked, causes the system to interpret the press of the <Enter> key as the Commit command, and the press of the <Esc> key as the Cancel command. These keystroke equivalents are particularly useful for users who are accustomed to character-based (i.e., non-graphical interface) systems. Close Button - A button that closes the Display Preferences window, saving any changes or actions defined on the window. Human Resources 103 Screens
Education Screen Purpose Access Contents The Education screen displays information about an employee s formal training. Using this screen, you can add, update, or view an unlimited number of high schools, colleges, trade schools, and other learning facilities that the employee has attended, along with the results of that attendance (e.g., degree or certificate received). The Education screen maintains this information in a grid. Access the Education screen by selecting Demographics from the menu bar, and then selecting Education. You can also access this screen from the Employee Information screen. The Education screen contains regions that maintain the following types of information: ID Information Education Education List Secondary Tab Maintaining Education Information ID Information - Education Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Education Education List Secondary Tab Performing a Query in Human Resources Administration Screens 104 Human Resources
Education - Education Screen The Education region enables you to view information about a particular institution attended by an employee. The Education region contains the following fields: Institution - The name and ID of the school as it appears in its ID record in your database. Lookup Button - A button that, when clicked, displays a list of all the entities in your database that have both ID records and School records. The list contains the name of the institution, and its city, state, and country. GPA - The grade point average (e.g., 3.50) that the employee earned at the selected institution. Class Rank - The employee s class rank (e.g., 15). Acad. Transcript - A Y/N flag indicating whether your institution has an academic transcript for the individual. Site - The campus branch attended, if applicable. Enroll. Date - The date (mm/dd/yyyy) on which the employee became an enrolled student at the institution. Click on the arrow next to the field to view a calendar from which you can select a date. First Major - The first major pursued by the employee. Click on the arrow next to the field to view and select from a list of valid values. Class Size - The number of students in the employee s graduating class (e.g., 300). Fin. Aid Transcript - A Y/N flag indicating whether your institution has a financial aid transcript for the individual. This information pertains to student employees who are part of Federal Work Study Programs. Future - A Y/N flag indicating whether the student employee expects to transfer to the institution (Y), or has already actually attended the institution (N). Degree Earned - The designated code for the type of degree or academic credential earned (e.g., BS or MS). Click on the arrow next to the field to view and select from a list of valid values. Second Major - The second major pursued by the employee. Click on the arrow next to the field to view and select from a list of valid values. Percentile - The percentage of students who graduated with the same or higher rank than the employee (e.g., with a class rank of 15 in a class of 300, the Percentile is 5%). Program - The academic program the employee pursued at the institution. Click on the arrow next to the field to view and select from a list of valid values. Grad Date - The date (mm/dd/yyyy) on which the employee graduated or obtained the degree. Click on the arrow next to the field to display a calendar from which you can select a date. ID Information Education List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calculator in Human Resources Administration Using the Calendar in Human Resources Administration Human Resources 105 Screens
Education List - Education Screen The Education List grid enables you to view all information about the institutions attended by an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Education region in the top part of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated school information The Education List grid contains the following columns: Institution Name - The name of the school as it appears in its ID record. Institution ID - The ID associated with the school that the employee attended. Enroll. Date - The date (mm/dd/yyyy) on which the employee became an enrolled student at the institution. Degree Earned - The designated code for the type of degree or academic credential earned (e.g., BS or MS). GPA - The grade point average (e.g., 3.50) that the employee earned at the selected institution. First Major - The first major pursued by the employee. Grad. Date - The date (mm/dd/yyyy) on which the employee graduated or obtained the degree. Class Rank - The employee s class rank (e.g., 15). Class Size - The number of students in the employee s graduating class (e.g., 300). Program - The academic program the employee pursued at the institution. Second Major - The second major pursued by the employee. Acad. Transcript - A Y/N flag indicating whether your institution has an academic transcript for the individual. Fin. Aid Transcript - A Y/N flag indicating whether your institution has a financial aid transcript for the individual. This information pertains to student employees who are part of Federal Work Study Programs. Future - A Y/N flag indicating whether the student employee expects to transfer to the institution (Y), or has already actually attended the institution (N). Site - The campus branch attended, if applicable. Institution Info Button - A command button that displays the Institute Information window. Click the button to access information about an institution where an employee previously studied. The information in the window includes name, address, and a variety of profile information maintained on CX database in the School record. ID Information Education Secondary Tab Using Grids Screens 106 Human Resources
Secondary Tab - Education Screen The secondary tab of the Education screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the ed_rec. ID Information Education Education List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 107 Screens
EEO Information Window Purpose Access Contents The EEO Information window appears during the hiring process. When you enter an applicant on the Applicants screen, the system prompts you to enter general demographic information about the applicant for EEO statistical reporting purposes. The EEO Information window contains the following fields: Sex - A M/F drop-down list indicating the sex of the job applicant(s). Veteran - A Y/N drop-down list indicating whether the applicant(s) has veteran status. Ethnic - A drop-down list of all the valid ethnic codes in your Ethnic table from which you can select the ethnicity of the job applicant(s). Note that when you enter information in this window, it is available for display on the EEO Statistics screen. Applicants Screen Tracking Applicants Screens 108 Human Resources
EEO Statistics Screen Purpose Access Contents The EEO Statistics screen captures and displays information about the demographics of job applicants for EEO reporting purposes. You can maintain statistics about an unlimited number of open jobs and applicants. Note that, when you are working with all open jobs, the screen exists in a display-only state. However, when you select a specific open job with which to work, you can either view or update EEO statistics pertaining to that specific opening. Access the EEO Statistics screen by selecting Position from the menu bar, and then selecting EEO Statistics. The EEO Statistics screen contains regions that maintain the following types of information: EEO Information Statistical Information Statistical Summary Secondary Tab Maintaining EEO Statistics EEO Information - EEO Statistics Screen The EEO Information region of the EEO Statistics screen controls whether you are viewing EEO data for all your open jobs, or entering or viewing EEO data about a particular job opening. The EEO Information region contains the following fields: All Open Jobs Option Button - An option button that, if selected, causes the screen to display all open jobs in the Statistical Summary grid. You can then select any of the openings to see the current EEO statistics about applicants for the opening. Specific Open Job Option Button - An option button that, if selected, causes the screen to retrieve and/or collect EEO statistics about one particular open job. When you select the Specific Open Job option button, you activate the drop-down box next to the option so you can select the open job with which you want to work. (Specific Open Job Number and Description) - A drop-down box and related display-only description field that contain the Position Control Number and description for one job opening on your campus. The field and description are only used when you have selected the Specific Open Job option button. Statistical Information Statistical Summary Secondary Tab Human Resources 109 Screens
Statistical Information - EEO Statistics Screen The Statistical Information region of the EEO Statistics screen enables you to view or enter EEO statistical information about applicants for a specific job. The system computes summarized totals of all possible combinations of EEO reporting criteria and displays them within the blank box on the right side of this region. For example, if you select the job COOK and then select a Sex of M, an Ethnic code of HI, and a Veteran status of N, the summarized information will disclose the number of non-veteran males of Hispanic heritage who applied for the COOK job. Similarly, if you enter EEO information about an applicant, the summarized information will immediately reflect the statistical data about the applicant (and other applicants of the same EEO group) after you commit your changes. The EEO Statistics region contains the following fields: Sex - A M/F drop-down list indicating the sex of the job applicant(s). Ethnic - A drop-down list of all the valid ethnic codes in your Ethnic table from which you can select the ethnicity of the job applicant(s). Veteran - A Y/N drop-down list indicating whether the applicant(s) has veteran status. Disabled Veteran - A Y/N drop-down list indicating whether the applicant(s), if a veteran, has disabled veteran status. EEO Information Statistical Summary Secondary Tab Statistical Summary - EEO Statistics Screen The EEO Statistics Summary region of the EEO Statistics screen enables you to view at a glance all the existing combinations of EEO reporting criteria that exist for any open job or jobs. The region becomes active when you do one of the following: Select the All Open Jobs option button (all open jobs for which EEO statistics exist will display in the Summary grid) Select the Specific Open Job option button and then select a job from the associated drop-down box (all EEO statistics about the selected job will display in the Summary grid) The EEO Statistics Summary grid contains the following columns: Open Positions - The position control numbers of the open position(s). Description - The description of the position, as defined on the Position Management screen. Job No - The job number associated with the particular job opening. The system uses this number to uniquely identify every unique job, whether it is filled or unfilled. Ethnicity - The ethnic code of the applicant(s) as defined in the Ethnicity table. The system creates a new row in the grid for every different Ethnicity code. Sex - The sex of the applicant(s), either M or F. The system creates a new row in the grid for each sex. Veteran - A Y/N value indicating whether the applicant(s) have veteran status. The system creates a new row in the grid for each unique value. Disabled Veteran - A Y/N value indicating whether the veteran applicant(s) have disabled status. The system creates a new row in the grid for each unique value. Screens 110 Human Resources
Total - A computed sum of all the applicants with the exact combination of ethnicity/sex/veteran status specified on the row. For example, if a row exists on which Ethnicity is HI, Sex is F, Veteran is N (ensuring that Disabled Veteran is blank), and the Total column is 12, and then twelve Hispanic women who are not veterans have applied for the selected open job. EEO Information Statistical Information Secondary Tab Secondary Tab - EEO Statistics Screen The secondary tab of the EEO Statistics screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the hreeo_rec. EEO Information Statistical Information Statistical Summary Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 111 Screens
Emergency Contacts Screen Purpose Access Contents The Emergency Contacts screen enables you to maintain emergency contact information for an employee. You can maintain information about an unlimited number of contacts. Access the Emergency Contacts screen by selecting Demographics from the menu bar, and then selecting Emergency Contacts from the command menu that appears. You can also access the Emergency Contacts screen from the Employee Information screen. The Emergency Contacts screen contains regions that maintain the following types of information. ID Information Emergency Contact Emergency Contact List Secondary Tab Maintaining Emergency Contact Information ID Information - Emergency Contacts Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Emergency Contact Emergency Contact List Secondary Tab Performing a Query in Human Resources Administration Screens 112 Human Resources
Emergency Contact - Emergency Contacts Screen The Emergency Contact region of the Emergency Contacts screen lets you view or enter information about the person(s) to notify in case of emergency. The system stores this information in an Emergency Contact record (emerctc_rec) for the employee. This region becomes active when you click Add or Update on the toolbar. The region contains the following fields: Name - The name of the emergency contact person designated by the employee. Address - A two-part field for the individual s address. The first part usually contains the number and street name, but can also contain a business name. The second part usually contains an apartment or suite number, but can contain the number and street name if necessary. City - The city where the individual resides. State - The two-character postal code of the state where the individual resides. When entering this code in the Emergency Contact region, you must use the Table Lookup feature. Note that, when using this feature, you must enter the first character of the code only. For example, to select a state that begins with O, enter O, and then continue to press O until the desired code populates the field. Zip - The zip code in which the individual resides. You can enter the nine-character code if desired. Cntry - The abbreviation for the country in which the individual resides. Phone - The individual s telephone number, in the format ###-###-####. When you enter the number, the system automatically inserts the dashes that separate it into three segments. Ext - The individual s telephone extension, if applicable. You can enter up to 7 digits. E-mail - The emergency contact's e-mail address. Begin Date - The date (mm/dd/yyyy) on which the emergency contact person became an active contact (e.g., the spouse s Begin Date is the date on which the individual is married). Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The date (mm/dd/yyyy) on which the emergency contact person was no longer an active contact (e.g., a parent s End Date could be the date on which the child is married). Click on the arrow next to the field to view a calendar from which you can select a date. Emp/Rel. - The relationship between the employee and the selected emergency contact. Your institution maintains valid relationship types in the Relation table. ID Information Emergency Contact List Secondary Tab Using Table Lookup in Human Resources Administration Emergency Contact List - Emergency Contacts Screen The Emergency Contact List grid enables you to view and select information about a particular emergency contact for an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Emergency Contacts region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Emergency Contact region of the screen. Human Resources 113 Screens
The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated emergency contact information The Emergency Contact grid contains the following elements: Name - The name of the emergency contact person designated by the employee. Address 1 and Address 2 - A two-part field for the individual s address. The first part usually contains the number and street name, but can also contain a business name. The second part usually contains an apartment or suite number, but can contain the number and street name if necessary. Phone - The individual s telephone number, in the format ###-###-####. When you enter the number, the system automatically inserts the dashes that separate it into three segments. Ext - The individual s telephone extension, if applicable. City - The city where the individual resides. State - The two-character postal code of the state where the individual resides. Zip Code - The zip code in which the individual resides. Cntry - The abbreviation for the country in which the individual resides. Rel. - The relationship between the employee and the selected emergency contact. Your institution maintains valid relationship types in the Relation table. Begin Date - The date (mm/dd/yyyy) on which the emergency contact person became an active contact (e.g., the spouse s Begin Date is the date on which the individual is married). End Date - The date (mm/dd/yyyy) on which the emergency contact person was no longer an active contact (e.g., a parent s End Date could be the date on which the child is married). In addition, the Emergency Contact List region contains the following button that is not part of the grid: E-mail Button - A command button that launches your e-mail program. Depending on your program, the use of this button usually creates an empty mail message that is pre-addressed with the emergency contact's e-mail address. If you have not entered an e-mail address for the emergency contact, the system displays a message and does not launch your e-mail program. ID Information Emergency Contact Secondary Tab Using Grids Using Table Lookup in Human Resources Administration Secondary Tab - Emergency Contacts Screen The secondary tab of the Emergency Contacts screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the emerctc_rec. Screens 114 Human Resources
ID Information Emergency Contact Emergency Contact List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 115 Screens
Employee Information Screen Purpose Other Access Contents The Employee Information screen appears when you first launch the HR Administration application. It lets you maintain or access a variety of information about an employee, including entering IDs and updating names and addresses. You can also access the Employee Information screen from the Main screen by selecting Demographics from the menu bar, and then clicking on Employee Information from the list that appears. The Employee Information screen contains regions that maintain the following types of information: ID Information Personal Tab Address Tab Other Information Tab More Information Secondary Tab Adding Employee Information Updating Employee Information ID Information - Employee Information Screen The ID Information region identifies the key information about an employee so you can ensure that you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following fields: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS#- The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Personal Tab Address Tab Other Information Tab Screens 116 Human Resources
More Information Secondary Tab Performing a Query in Human Resources Administration Personal Tab - Employee Information Screen The Personal tab enables you to add, view, or update basic profile or demographic information about an employee. It also contains information about ethnicity and citizenship, enabling you to produce EEO reports. Click on any of the fields below to view its description. Name - The name of the employee, in the format Last, First M.,,Jr. Title - The title of an employee that can imply level of education or marital status (e.g., MR, DR, HON). Click on the arrow next to the field to view and select from a list of valid values. Suffix - A qualifier at the end of an employee s name (e.g., M.D. or Ph.D.). Click on the arrow next to the field to view and select from a list of valid values. SS # - The social security number of the employee. The system does not store the dashes in the social security number in the database. Marital Status - The employee s marital status. Click on the arrow next to the field to view and select from a list of valid values. Birth Date - The date of the employee s birth. You can either enter the digits for the date (e.g., 011068 or 01101968 for January 10, 1968) and the system will automatically convert it to the correct format. Click on the arrow next to the field to view a calendar from which you can select a date. Death Date - The date on which the individual died. You can either enter the digits for the date (e.g., 011099 or 01101999 for January 10, 1999) and the system will automatically convert it to the correct format. Click on the arrow next to the field to view a calendar from which you can select a date. Sex - The gender of the employee. Click on the appropriate option button to set this value. Veteran - A Y/N flag indicating whether the employee is a veteran, or is entitled to veterans benefits. Click on the appropriate option button to set this value. Ethnic Information: Citizenship - The country of which the employee is a citizen. Click on the arrow next to the field to view and select from a list of valid values. Ethnic Code - The ethnic background of the employee. Click on the arrow next to the field to view and select from a list of valid values. Visa Code - The type of visa the employee has. Visa # - The number on a foreign employee s visa. Visa Date - The date of the employee s visa. Click on the arrow next to the field to view a calendar from which you can select a date. Social Security Name: Note: All the following information is maintained in the Employee record (hremp_rec). Last - The last name of the employee as it should appear on the W-2 form. First - The first name of the employee as it should appear on the W-2 form. Middle - The middle name or initial of the employee as it should appear on the W-2 form. Human Resources 117 Screens
Suffix - A qualifier at the end of the employee s name, if any (e.g., M.D. or Ph.D.). Click on the arrow next to the field to view and select from a list of valid values. ID Information Address Tab Other Information Tab More Information Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Address Tab - Employee Information Screen The Address tab enables you to add, view, or update an employee s address and place of birth information. Click on any of the fields below to view its description. Code - The type of address, as defined in the Alternate Address table. Typical address types are PERM (permanent), EM (e-mail), or SUMR (summer). Address - The employee s street address. The address can occupy two 24-character lines on the screen. City - The city associated with the address, if any. State - The state associated with the address, if any. Zip - The zip code associated with the address, if any. Country - The country associated with the address, if any. Phone - The phone number associated with the address, if any. Ext - The telephone extension associated with the phone number of the address, if any. Birthplace City - The city in which the employee was born. Birthplace State - The state in which the employee was born. Res. State - The state in which the employee currently resides. Res. County - The county in which the employee currently resides. Res. Country - The country in which the employee currently resides. ID Information Personal Tab Other Information Tab More Information Secondary Tab Other Information Tab - Employee Information Screen The Other Information tab of the Employee Information screen enables you to add, view, or update miscellaneous information about an employee. Screens 118 Human Resources
Click on any of the fields below to view its description. Office for Check - The office in charge of distributing paychecks. Click on the arrow next to the field to view and select from a list of valid values. Home Position - The employee s primary position. Click on the arrow next to the field to view and select from a list of the employee's current positions. Direct Deposit - A checkbox that, if checked, enables the employee to receive direct deposit paychecks. The complete setup for direct deposit includes: Placing a check in the Direct Deposit checkbox Setting up direct deposit information for the employee on the Direct Deposit screen Including the employee in a payroll group for which direct deposit is enabled ADA Disability Code - The nature of the employee s disability, as desired for tracking compliance to the Americans with Disabilities Act. Click on the arrow next to the field to view and select from a list of valid values from your institution's Handicap table. Note: The Handicap table is a common CX table and is therefore not maintained through Human Resources Maintenance. ADA Accommodations - The type of services, office setup, or special equipment required by an employee, typically but not necessarily required as a result of a particular disability. If you entered requested accommodations when the employee was an applicant, and then the same values will appear on the Employee Information screen when the applicant becomes an employee. Click on the arrow next to the field to view and select from a list of valid values from your institution's ADA Accommodations table. Tenure - A checkbox that, if checked, indicates that the employee has achieved tenure at the institution. Tenure Date - The date (mm/dd/yyyy) on which the employee attained tenured status (or the date on which tenured status will be attained). You can either enter the digits for the date (e.g., 011092 or 01101992 for January 10, 1992) and the system will automatically convert it to the correct format. Click on the arrow next to the field to view a calendar from which you can select a date. Primary Occupation - The employee s primary occupation at your institution, as defined in the Primary Occupation table and designated by the EEOC. Click on the arrow next to the field to view and select from a list of valid values. EEOC Sort - A one-character code that designates the way information sorts on the EEO reports. Click on the arrow next to the field to view and select from a list of valid values. Privacy Group - The code associated with the grouping of fields that the employee wants to keep confidential. For example, a code of BRTH, defined in the Privacy table, may include birthdate and birthplace information. If the BRTH code is associated with the employee and the employee s records are queried and displayed onscreen, the birthdate and birthplace information will be flagged as not to be divulged. Password - The employee s password for use with Jenzabar s Web products. The password is stored in the employee s Profile record. ID Information Personal Tab Address Tab More Information Human Resources 119 Screens
Secondary Tab More Information - Employee Information Screen The More Information region lets you access related information about the employee. By selecting a type of information from the dropdown list in the More Information region, you access the following screens and information: Dropdown list Screen name Description item Adjustments Deductions/Allowances/Fringes Specific adjustments, including dollar amounts, by employee. Assignments Job Assignment Jobs currently or formerly held by the employee. Benefits Benefits Benefits selected, time benefits accrued, and beneficiaries. Constituent Status Constituent Status Relationships the employee has with the institution. Contacts Contacts Correspondence between the employee and the institution. Direct Deposit Direct Deposit Bank information needed for each employee s direct deposit. Education Education Institutions attended and degrees attained for each employee. Emergency Contacts Emergency Contact Names, phone numbers, and email addresses for each employee s emergency contact/next of kin. Exam Scores Exam Scores Tests taken and scores attained as Other Addresses Other Address a condition of an employee s hiring. Former or other addresses by employee, including email addresses, campus address, or summer address. Other Names Other Names Former names under which an employee may have been known. Relationships Relationships Associations between the employee and other entities for which you have created IDs on the CX database. Skills Skills Abilities or talents held by employees. Work Experience Work Experience Former employers, by employee. All the information you can retrieve from this dropdown list is also accessible from the menus on the menubar. ID Information Personal Tab Address Tab Other Information Tab Secondary Tab Screens 120 Human Resources
Secondary Tab - Employee Information Screen The secondary tab of the Employee Information screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the following records: hremp_rec id_rec profile_rec ID Information Personal Tab Address Tab Other Information Tab More Information Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 121 Screens
Events Screen Purpose Access Contents The Events screen enables you to add or view information about the important status changes in an employee s career at your institution. For example, use the Events screen to track hire dates, first pay dates, raises, termination dates, or leave dates. Access the Events screen by clicking the Events icon on the toolbar. Note that the name that displays on the Events screen titlebar changes depending on the screen that is active when you click the Events icon. The Events screen contains regions that maintain the following types of information: ID Information Event Information Events Secondary Tab Maintaining Event Information ID Information - Events Screen The ID Information region identifies the key information about an employee so you can ensure that you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following fields: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Event Information Events Secondary Tab Performing a Query in Human Resources Administration Event Information - Events Screen The Event Information region of the Events screen enables you to enter an event applicable to a particular screen in HR Administration. You can pick from the events set up in the Events table Screens 122 Human Resources
and the Event Groups table in HR Maintenance, designate the date of the event, and add comments about the event. The Event Information region contains the following fields: Event Code - The eight-character code identifying the personnel event (e.g., HIRE, REHIRE, or TERM). Unless the Select from All Event Groups checkbox is checked, this list will only include events that are part of the groups linked to the underlying HR Administration screen in the Event Groups table. Click on the arrow next to the field to view and select from a list of valid values. Event Date - The date on which the personnel event occurred or was effective. Click on the arrow next to the field to view a calendar from which you can select a date. Comments - Text about the employee s change in employment status. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. In addition, the Event Information region contains the Event Contact subregion, which has the following fields: Tickler - The code that groups together a particular communications strategy, as defined in the Tickler table. For Human Resources Administration, this code is typically HR. Status - The status of the contact. Valid statuses are: C - Complete E - Expected V - Void Contact - The contact associated with the event. For example, if the event is TERMNATE (for termination), the contact might be COBRA, a letter explaining COBRA insurance benefits to the terminated employee. ID Information Events Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Events - Events Screen The Events region of the Events screen enables you to select the group(s) of events from which you can choose. The groups of events that default to a given Events screen (e.g., the Job Assignments Events screen or the Skills Events screen) are controlled in the Event Groups table in HR Maintenance. Within table maintenance you indicate, for example, that events belonging to the HIRE group are available for selection only on the Job Assignment and Compensation screens. To view events that are part of the HIRE group on any other HR Administration screen, you must click the checkbox in this region. The Events region contains the following elements: Event Group - The group(s) from the Event Groups table that have been linked to the HR Administration screen from which the Events screen was launched. If the Select from All Event Groups checkbox is checked, the list will contain all valid groups. Select from All Event Groups Checkbox - A checkbox that, if checked, causes all event groups to display in the Event Group table lookup dropdown list. If the checkbox is not checked, only those event groups that have been linked to the underlying HR Administration screen will be available for selection. Human Resources 123 Screens
Event Grid - A list of the events that are linked to the group that displays in the Event Group field. ID Information Event Information Secondary Tab Using Grids Secondary Tab - Events Screen The secondary tab of the Events screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the hrevnt_rec. ID Information Event Information Events Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 124 Human Resources
Exam Scores Screen Purpose Access Contents The Exam Scores screen displays information about the employee s performance on proficiency, civil service, aptitude, and other tests. Access the Exam Scores screen by selecting Demographics from the menu bar, and then selecting Exam Scores from the command menu that appears. You can also access the Exam Scores screen from the Employee Information screen. The Exam Scores screen contains regions that maintain the following types of information: ID Information Exam Exam List Secondary Tab Maintaining Exam Score Information ID Information - Exam Scores Screen The ID Information region identifies the key information about an employee so you can ensure that you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following fields: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Exam Exam List Secondary Tab Performing a Query in Human Resources Administration Exam - Exam Scores Screen The Exam region lets you view or enter information about a test that an individual is scheduled to take (or has already taken). You can add or update information about an employee s test in this Human Resources 125 Screens
region of the Exam Scores screen. This region becomes active when you click Add or Update on the toolbar. Note: You can use the Calendar option to complete any date fields in the region. The Exam region contains the following fields: Exam - The institution-designated description or name for the exam. Exam Date - The date (mm/dd/yyyy) on which the exam occurs. Click on the arrow next to the field to view a calendar from which you can select a date. Applic. Date - The date (mm/dd/yyyy) on which the individual registered to take the exam. Click on the arrow next to the field to view a calendar from which you can select a date. Score - The score achieved on the exam or the exam section. Pass/Fail/N/A - Option buttons that indicate whether the individual passed or failed the exam (or whether a pass/fail score is not applicable). ID Information Exam List Secondary Tab Using the Calendar in Human Resources Administration Using Table Lookup in Human Resources Administration Exam List - Exam Scores Screen The Exam List enables you to view and select information about the individual s performance on all the tests he/she has scheduled or taken in pursuit of employment. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Exam region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Exam region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated school information The Exam List contains the following columns: Application Date - The date (mm/dd/yyyy) on which the individual registered to take the exam. Exam - The institution-designated description or name for the exam. Score - The score achieved on the exam or the exam section. Exam Date - The date (mm/dd/yyyy) on which the exam occurs. ID Information Exam Secondary Tab Using Grids Screens 126 Human Resources
Secondary Tab - Exam Scores Screen The secondary tab of the Exam Scores screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the emptest_rec. ID Information Exam Exam List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 127 Screens
ID Lookup Screen Purpose Access Contents The ID Lookup screen enables you to search for and locate an individual or entity in your CX database. Access the ID Lookup screen when you initiate a query by selecting ID Lookup from the ID Information region of a Human Resources Administration screen. The ID Lookup screen contains regions that maintain the following types of information. ID Lookup ID List Performing a Query in Human Resources Administration ID Lookup - ID Lookup Screen The ID Lookup region of the ID Lookup screen enables you to query an individual or entity on your CX database. By entering your query criteria in any (or all) of the fields in the ID Lookup region, you can select only those records you want to review. For example, you can enter Doe in the Name field and NY in the State field, and the query will return all the individuals on your database with a primary address in New York and a last name of Doe. The ID Lookup region contains the following fields and command buttons: ID # - The system-generated serial number assigned to all the records for the individual or entity (e.g., 412313). SS # - The individual s social security number. For non-us citizens, this field may contain a passport number. For businesses or other institutions, this field may contain a federal ID number or a CEEB number. Name - The name of the individual or entity. The format for a person s name is Last name, First name, Middle initial,, Suffix (e.g., Doe, John E.,, Jr.). The standard for an entity s name is to place any articles after the company name and a comma (e.g., Christ Hospital, The), and to place a space between a company name and a suffix without entering a comma after the company name (e.g., Rubbermaid Inc.). Title - The title by which a person is called (e.g., MR, MRS, MS). Your institution defines valid titles in the Title table. Phone - The telephone number of the individual or entity, including area code. Address 1 - The first line of the individual s or entity s primary address. Address 2 - The second line of the individual s or entity s primary address. City - The city of the individual s or entity s primary address. State - The state of the individual s or entity s primary address. Your institution maintains valid state codes in the State table. ZIP - The ZIP code of the individual s or entity s primary address. Screens 128 Human Resources
Country - The country of the individual s or entity s primary address. Your institution maintains valid countries in the Country table. Lookup Employees Only Checkbox - A checkbox that, if checked, causes the query to retrieve only those individuals who have an Employment record (hremp_rec) on your CX database. Query Button - A command button that initiates a query, based on the search values you enter in the ID Lookup fields. Clear Query Button - A command button that removes any previously entered search criteria so you can enter criteria for another search. OK Button - A command button that selects the retrieved record for use within the Human Resources Administration applications. When you click this button, the ID Lookup screen is removed and the selected ID populates the screen from which you initiated the query. Cancel Button - A command button that abandons the results of a search. When you click this button, the ID Lookup screen is removed, and the screen from which you initiated the query appears. ID List Using Table Lookup in Human Resources Administration ID List - ID Lookup Screen The ID List grid on the ID Lookup screen displays the results of your query for an individual or entity in your CX database. When you initiate a query, the ID List grid does not display; it appears only after the results of your query are retrieved. You can select any ID listed in the ID List grid for further processing by highlighting it and then clicking the OK button. The ID List grid contains the following columns and command buttons: ID # - The system-generated serial number assigned to all the records for the individual or entity (e.g., 412313). Full Name - The name of the individual or entity. The format for a person s name is Last name, First name, Middle initial,, Suffix (e.g., Doe, John E.,, Jr.). The standard for an entity s name is to place any articles after the company name and a comma (e.g., Christ Hospital, The), and to place a space between a company name and a suffix without entering a comma after the company name (e.g., Rubbermaid Inc.). Social Security # - The individual s social security number. For non-us citizens, this field may contain a passport number. For businesses or other institutions, this field may contain a federal ID number or a CEEB number. City - The city of the individual s or entity s primary address. State - The state of the individual s or entity s primary address. Your institution maintains valid state codes in the State table. Title - The title by which a person is called (e.g., MR, MRS, MS). Your institution defines valid titles in the Title table. Address 1 - The first line of the individual s or entity s primary address. Address 2 - The second line of the individual s or entity s primary address. Postal (ZIP) Code - The ZIP code of the individual s or entity s primary address. Country - The country of the individual s or entity s primary address. Your institution maintains valid countries in the Country table. Human Resources 129 Screens
Match Type - The type of match between the retrieved record and the search criteria. Valid match types are: A - Alternate name match; occurs when the system detects an exact match between your query criteria and an entry in the Alternate Name record. As an example of this type of match, if your search criteria is Smith, Amy*, and the current Amy Brown was previously known as Amy Smith, her record will be retrieved with a Match Type of A. AP - Alternate name phonetic match; occurs when the system locates a phonetic (soundalike) match between your query criteria and an entry in the Alternate Name record. For example, if your search criteria is Smith, Amy*, and the current Amy Brown was previously known as Amelia Smythe, her record will be retrieved with a Match Type of AP. I - ID/name match. If, for example, your search criteria is Smith, Amy*, and your CX database contains an ID record with this exact name, the record will be retrieved with a Match Type of I. IP - ID/name phonetic match. This type of match works as in this example: if your search criteria is Smith, Amy*, and your CX database contains an ID record with the name Smythe, Amelia, the record will be retrieved with a Match Type of IP. ID Lookup Using Grids Screens 130 Human Resources
Image Management Screen Purpose Access Contents The Image Management screen displays information about database records associated with an employee. The database records can store any type of image or information, including sound, text, documents, or pictures. Using this screen, you can maintain and retrieve an unlimited number of associated records. The Image Management screen maintains this information in a grid. Access the Image Management screen by selecting Demographics from the menu bar, and then selecting Images from the command menu that appears. When the Select Image pop-up window displays, select Manage Images. You must have carsprog (or similar) permissions to access the Image Management screen. The Image Management screen contains regions that maintain the following types of information: ID Information Image Image List Secondary Tab Maintaining Images for Applicants or Employees ID Information - Image Management Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Image Image List Secondary Tab Performing a Query in Human Resources Administration Human Resources 131 Screens
Image - Image Management Screen The Image region lets you view or enter information about a type of file or record you want to associate with an employee. The file can be any type, including pictures, sounds, documents, or scanned images. You can add or update information about an employee s associated files in this region of the Image Management screen. This region becomes active when you click Add or Update on the toolbar. Note: You can use the Calendar option to complete the date field in the region. The Image region contains the following fields: Image Class - An eight-character code for the type of image (e.g., PHOTO, RESUME, or APPLIC), as defined in the Images table. Click on the arrow next to the field to view and select from a list of valid values. (Image Class Description) - The display-only description associated with the Image Class, as defined in the Images table. Description - A description of the image (e.g., front view, curriculum vitae, from hire-me.com). Add Date - The date (mm/dd/yyyy) on which you added the image to your system. Click on the arrow next to the field to view a calendar from which you can select a date. Get Image Button - A command button that, when clicked, displays a browse window in which you can locate the particular file you want to associate with the employee. ID Information Image List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calculator in Human Resources Administration Image List - Image Management Screen The Image List region enables you to view and select information about the files that are associated with an employee. The files can be any format supported by the software at your institution. The file information appears on a grid. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Image region in the top part of the screen. Click View Image to display the image, using the appropriate PC software installed on your system. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Image region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated files The Image List region contains the following columns and command buttons: Image Class - An eight-character code for the type of image (e.g., PHOTO, RESUME, or APPLIC), as defined in the Images table. Description - A description of the image (e.g., front view, curriculum vitae, from hire-me.com). Add Date - The date (mm/dd/yyyy) on which you added the image to your system. Screens 132 Human Resources
View Image Button - A command button that, when clicked, opens the selected image. To open the image, HR Image Management uses the PC program you have designated for use with the image type. For example, you might open a.bmp file (bitmap picture) in Paint, a.doc file (document) in MS Word, or a.wav file (sound ) in Windows Media Player. ID Information Image Secondary Tab Using Grids Secondary Tab - Image Management Screen The secondary tab of the Image Management screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the hrimages_rec. ID Information Image Image List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 133 Screens
Job Assignment Screen Purpose Access Contents The Job Assignment screen enables you to enter or view information about an employee s job(s) at the institution. You access the Job Assignment screen from the Main screen by selecting Assignment from the menu bar, and then clicking on Job Assignment from the list that appears. You can also access the Job Assignment screen from the Employee Information screen. The Job Assignment screen contains regions that maintain the following types of information: ID Information Job Assignment Job Assignment List Secondary Tab Assigning an Employee to a Job ID Information - Job Assignment Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Job Assignment Job Assignment List Secondary Tab Performing a Query in Human Resources Administration Job Assignment - Job Assignment Screen The Job Assignment region of the Job Assignment screen enables you to view or enter information about the work assignments for the selected employee. The system can support as Screens 134 Human Resources
many assignments as necessary for each employee. This region becomes active when you click Add or Update on the toolbar. The Job Information region contains the following fields: Position Control No. - The code associated with the position (e.g., BIOPROF). Click on the arrow next to the field to view and select from a list of valid values. You define valid positions and numbers in the pos_table. Description - Text that describes the position. Job Description - Text that describes the specific job the employee is filling. Payroll Type - The payroll in which the assigned job is processed. Click on the arrow next to the field to view and select from a list of valid values. Status - The status code for the position (e.g., full-time, part-time, or student). Click on the arrow next to the field to view and select from a list of valid values. Supervisor ID - The ID number of the supervisor for this job assignment. Click the Lookup button to query the ID, if desired. Note: The name associated with the ID appears to the right of the Lookup button in a displayonly field. Lookup Button - A button that, when clicked, displays the ID lookup window so you can query for the ID of the supervisor. Division/Department - The division/department combination at the institution to which the position relates (e.g., Academic/Biology). Click on the arrow next to the field to view and select from a list of valid values. Overload Checkbox - A check box that indicates whether the selected position is a regular position (the box remains unchecked) or one that exists in addition to a regular position (the box contains a check mark). An example of an overload amount is a stipend paid for an extra responsibility. Begin Date - The date on which base compensation began for the displayed assignment. This date is display-only and originates on the Compensation screen. Contract Status - A display-only field indicating whether there is a contract associated with the job, and if so, whether it is open or complete. Information for this field comes from the Contracts screen. End Date - The date on which base compensation ended for the displayed assignment. This date is display-only and originates on the Compensation screen. Schedule - The work schedule associated with the position (i.e., the days and hours on which the employee will work at the specified job assignment). Click on the arrow next to the field to view and select from a list of valid values. Comments - A free-format field into which you can enter an unlimited amount of text about the employee and his/her assigned position. To enter comments, click in the field and then type the information. You can use the standard cut, copy and paste commands available in Windows. ID Information Job Assignment List Secondary Tab Using Table Lookup in Human Resources Administration Human Resources 135 Screens
Job Assignment List - Job Assignment Screen The Job Assignments Grid region of the Job Assignment screen enables you to view and select information about a particular position held by an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Job Information region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Job Assignment region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have a position The Job Assignments grid contains the following columns: PCN - The code associated with the position (e.g., BIOPROF). Click on the arrow next to the field to view and select from a list of valid values. You define valid positions and numbers in the pos_table. Position Description - Text that describes the position. Job Description - Text that describes the specific job the employee is filling. Pay Group - The payroll in which the assigned job is processed. Status - The status code for the position (e.g., full-time, part-time, or student). Division/Department - Two fields that designate the division (and the department within the division) to which the position relates (e.g., Academic/Biology). Schedule - The work schedule associated with the position (i.e., the days and hours on which the employee will work at the specified job assignment). Overload - A code designating the overload status of the job, either an R (for regular) or O (for overload). In addition, the Job Assignments region contains the following buttons that are not part of the grid: Contracts Button - A command button that displays the Contracts screen so you can enter or view contract information for the employee. Calculate Pay Button - A command button that displays the Calculated Pay window with pay information about the selected job (for the current open pay period), including gross pay, adjustments, and net pay. The Calculated Pay window also contains an Employer-Paid command button that displays the employer-paid adjustments for the job during the current open pay period. Compensation Button - A command button that displays the Compensation screen so you can enter or view wage or salary information for the employee. Funding Button - A command button that displays the Funding screen where you can enter the funding information about the job. Note that this funding information overrides any funding already defined for the position. ID Information Job Assignment Secondary Tab Using Grids Screens 136 Human Resources
Secondary Tab - Job Assignment Screen The secondary tab of the Job Assignment screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the job_rec. ID Information Job Assignment Job Assignment List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 137 Screens
Job Funding Screen Purpose Access Contents The Job Funding screen contains all the accounting or funding information about a specified job. You use this screen to view or enter accounts, flat amounts, and other criteria to ensure the wage for the job has the correct financial effect. Access the Job Funding screen by selecting Funding from the Job Assignment screen. The Job Funding screen contains regions that maintain the following types of information. Funding for Assignment Assignment Funding List Note: Funding is also possible at the position level. For more information about setting up salary expense and liability accounts at the position level, see Funding a Position. Funding a Job Funding for Assignment - Job Funding Screen The Funding for Assignment region of the Job Funding screen enables you to view or enter information about how jobs are funded at your institution. The system can support an unlimited number of accounts to charge for any job. For each job, one account must be designated as the overflow account to ensure all jobs are completely funded, and the overflow account must be a Percentage (not Flat Amount) type. This region becomes active when you click Add or Update on the toolbar. The Funding for Assignment region contains the following fields: Fund - A collection of assets, liabilities, and equity related to a specific subset of the activities of a nonbusiness organization. Examples include loan funds, agency funds, and endowment funds. Click on the arrow next to the field to view and select from a list of valid values. Function - (may be called Center) The portion of the account number that pertains to the purpose of the charge (e.g., the department number). Click on the arrow next to the field to view and select from a list of valid values. Object - (may be called Account) A segment of the general ledger account number, designating a classification or expenditure type. Examples include salaries expense. Click on the arrow next to the field to view and select from a list of valid values. Subfund - (may be called Project) A component of the account number that relates to a particular project. In the system, subfunds are self-balancing (i.e., the financial transactions between subfund accounts and non-subfund accounts automatically create due to/due from entries). Click on the arrow next to the field to view and select from a list of valid values. Flat Amount - The dollar amount of the job cost to charge to the specified account. Note that the dollar amount is per pay period (as specified in the Job Assignment screen). Click on the down arrow next to the field to access a calculator to compute the correct amount. Percentage - The percentage of the job expense to charge to the account. For the overflow account, you must always specify a percentage, not a flat amount, since the overflow account Screens 138 Human Resources
must cover any rounding differences from other accounts. Click on the down arrow next to the field to access a calculator to compute the correct amount. Category - A code indicating which of the following ways to use the specified account: Funding (F) - Charge the account as indicated (i.e., at the prescribed percentage rate, or for the specified flat dollar amount). Overflow (O) - Charge the account after all other accounts for the job are charged. All rounding differences or unallocated charges will be charged to this account. Priority - The order in which to apply charges to accounts for the job. The account designated as Priority 1 will be charged first. You must specify a Priority when entering a Flat Amount and should not specify a Priority when entering a Percentage. Begin Date - The first date (mm/dd/yyyy) on which the charge information is applicable (e.g., the date on which a charge can be made to the specified account). Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The last date (mm/dd/yyyy) on which the charge information is applicable (e.g., the final date on which a charge can be made to the specified account). Click on the arrow next to the field to view a calendar from which you can select a date. Notes: If the End Date falls on a Wednesday, and the pay period extends to Friday, and then the account will not be charged for the last two days of the pay period; CX will require alternate funding for wage expense incurred for those days. The End Date of the designated overflow account must not be before the end of the pay period. Subsidiary - The subsidiary (e.g., S/A) you use for student accounts. Click on the arrow next to the field to view and select from a list of valid values. Balance Code - The Balance code (e.g., SB for session billing) against which the student s earnings are to be charged. This field is applicable only when you are using a subsidiary code that requires a Balance code. Click on the arrow next to the field to view and select from a list of valid values. Total Code - The Total code (e.g., CWSP) of your college work study payroll. Click on the arrow next to the field to view and select from a list of valid values. Check Aid - Currently not in use. Assignment Funding List Using Table Lookup in Human Resources Administration Using the Calculator in Human Resources Administration Using the Calendar in Human Resources Administration Assignment Funding List - Job Funding Screen The Assignment Funding List region of the Job Funding screen lets you view and select funding information about a specific job at your institution. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Funding for Assignment region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Funding for Assignment region of the screen. The grid does not appear if you have not yet entered any funding information for the selected job. Human Resources 139 Screens
The Assignment Funding List contains the following columns: Fd - A collection of assets, liabilities, and equity related to a specific subset of the activities of a nonbusiness organization. Examples include loan funds, agency funds, and endowment funds. Func - (may be called Center) The portion of the account number that pertains to the purpose of the charge (e.g., the department number). Obj - (may be called Account) A segment of the general ledger account number, designating a classification or expenditure type. Examples include salaries expense. Subf - (may be called Project) A component of the account number that relates to a particular project. In the system, subfunds are self-balancing (i.e., the financial transactions between subfund accounts and non-subfund accounts automatically create due to/due from entries). Amt/Pct - The dollar amount or the percentage of the job cost to charge to the specified account. Note that the dollar amount is per pay period (as specified in the Position Management screen or the Job Assignment screen). Type - A code indicating whether the amount is a percentage (P) or a dollar amount (D). Cat - A code indicating which of the following ways to use the specified account: Funding (F) - Charge the account as indicated (i.e., at the prescribed percentage rate, or for the specified flat dollar amount). Overflow (O) - Charge the account after all other accounts for the job are charged. All rounding differences or unallocated charges will be charged to this account. Pri - The order in which to apply charges to accounts for the job. The account designated as Priority 1 will be charged first. You must specify a Priority when entering a Flat Amount and should not specify a Priority when entering a Percentage. Begin Date - The first date (mm/dd/yyyy) on which the charge information is applicable (e.g., the date on which a charge can be made to the specified account). End Date - The last date (mm/dd/yyyy) on which the charge information is applicable (e.g., the final date on which a charge can be made to the specified account). Subsidiary - The subsidiary (e.g., S/A) you use for student accounts. Tot Code - The Total code (e.g., CWSP) of your college work study payroll. Bal Code - The Balance code (e.g., SB for session billing) against which the student s earnings are to be charged. This field is applicable only when you are using a subsidiary code that requires a Balance code. Aid - Currently not in use. In addition, the Funding Records grid region contains the following element that is not in the grid: Jobs Button - A command button that displays the Job Assignment screen. Funding for Assignment Using Grids Screens 140 Human Resources
Login Screen Purpose Access Contents The Login screen enables you to connect to the computer and database on which your data resides. The Login screen automatically appears: When you first access the Human Resources Administration application from the Start menu or from a desktop icon When you select the Database/Connect command to access or change the database You must complete all of the three fields on the Login screen to be able to connect to your database. The fields are: Service Name - The name of the ODBC driver on your PC that connects to the desired database. Click on the arrow next to the field to view and select from a list of valid values. Login - Your login name for the computer on which the database resides. Password - Your password for the computer on which the database resides. After completing the three fields, you must click OK to cause Human Resources Administration to validate your login and connect to the database. Note: The Login window also displays the version number of Human Resources Administration that you are running. Note this number in the event you need to troubleshoot during your use of the application. Human Resources 141 Screens
Main Human Resources Administration Screen Purpose The Main screen appears when none of the Human Resources Administration screens are open. The screen is blank and does not allow data entry or viewing. From the Main screen, select any of the active options on the toolbar or menu bar to begin viewing, adding, maintaining, or using Human Resources Administration information. Note: An option is active if its lettering or button is not gray. Screens 142 Human Resources
Open Jobs Screen Purpose Access Contents The Open Jobs screen enables you to create, view, and update the available open employment slots at your institution. Before you can create an open job, you must first create its position using the Position Management screen. Access the Open Jobs screen by selecting Position from the menu bar, and then selecting Open Jobs from the command menu that appears. The Open Jobs screen contains regions that maintain the following types of information: Open Job Open Job List Secondary Tab Qualifications Selection Window Identifying Open Jobs Open Job - Open Jobs Screen The Open Job region of the Open Jobs screen enables you to view or enter information about open positions at your institution. The system can support an unlimited number of open jobs, and any number of open jobs under a single position. For example, you can have a single position called Adjunct Instructor, and have one, ten, or fifty (or more) open jobs under that position. This region becomes active when you click Add or Update on the toolbar. The Open Job region contains the following fields: Position Control No. - The Position Control Number associated with the open job, as defined on the Position Management screen. You can have multiple openings under a single Position Control Number. Description - The description of the position, as defined on the Position Management screen. Job Description - The description of the open job. This description can be different from the position description. Payroll Type - The payroll group under which the open job will be paid. Although a payroll group is specified on the Position Management screen, you can override the group at the job level if desired. Click on the arrow next to the field to view and select from a list of valid values. Status - The status of the position. Valid statuses are defined in the Employee Status table. Click on the arrow next to the field to view and select from a list of valid values. Supervisor ID - The ID number of the supervisor for open job. Click the Lookup button to query the ID, if desired. Note: The name associated with the ID appears to the right of the Lookup button in a displayonly field. Human Resources 143 Screens
Lookup Button - A button that, when clicked, displays the ID lookup window so you can query for the ID of the supervisor. Division/Department - The division and department under which the job opening exists. In the applicant hiring process, you can use the department and division to more narrowly define the list of open jobs. Click on the arrow next to the field to view and select from a list of valid values. Application Deadline - The last date (mm/dd/yyyy) on which applications will be accepted for the open job. Openings whose Application Deadlines have passed are not available for selection on the Positions tab of the Applicants screen. Comments - Text about the open job. The text can be as long as desired and may include, for example, a job description. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. Open Job Open Job List Secondary Tab Using Table Lookup in Human Resources Administration Open Job List - Open Jobs Screen The Open Job List region of the Open Jobs screen lets you view and select information about a specific job opening at your institution. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Open Job region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Open Job region of the screen. The grid does not appear if you have not yet entered any open jobs. The Open Job List contains the following columns: PCN - The Position Control Number associated with the open job, as defined on the Position Management screen. You can have multiple openings under a single Position Control Number. Position Description - The description of the position, as defined on the Position Management screen. Job Description - The description of the open job. This description can be different from the position description. Payroll Group - The payroll group under which the open job will be paid. Although a payroll group is specified on the Position Management screen, you can override the group at the job level if desired. Status - The status of the position. Valid statuses are defined in the Employee Status table. Division/Department - The division and department under which the job opening exists. In the applicant hiring process, you can use the department and division to more narrowly define the list of open jobs. In addition, the Open Job List contains the following element that is not in the grid: Qualifications Button - An option button that displays the Qualifications Selection window. In the applicant hiring process, you can use the qualifications for an open job to screen applicants. Screens 144 Human Resources
Note: The Qualifications Selection window for the open job will be populated with the qualifications defined for its position, if you have used the qualifications feature on the Positions screen. Open Job Secondary Tab Using Grids Secondary Tab - Open Jobs Screen The secondary tab of the Open Jobs screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the job_rec. Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 145 Screens
Other Addresses Screen Purpose Access Contents The Other Addresses screen enables you to create, view, and update any of the addresses an employee may have. Addresses may include, for example, e-mail addresses, home addresses, permanent addresses, or summer addresses. When you update an employee s address on the Employee Information screen, the system can automatically convert the former address into a previous address and store it for retrieval on the Other Address screen. You can maintain e-mail addresses on the Other Addresses screen. If you have entered an e- mail address for an employee, you can click the e-mail icon on the toolbar to launch your e-mail program with the address automatically entered for you. If you have entered more than one e- mail address for an employee, you must select the address you want to use before your e-mail program launches. Access the Other Addresses screen by selecting Demographics from the menu bar, and then selecting Other Addresses from the command menu that appears. You can also access the screen by clicking Other Addresses in the More Information region of the Employee Information screen. The Other Addresses screen contains regions that maintain the following types of information. ID Information Other Address Other Address List Secondary Tab Maintaining Other Addresses for Employees ID Information - Other Addresses Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Screens 146 Human Resources
Other Address Other Address List Secondary Tab Performing a Query in Human Resources Administration Other Address - Other Addresses Screen The Other Address region of the Other Addresses screen enables you to view, add, or update address information for an employee. Addresses can be actual physical addresses, post office boxes, or e-mail addresses. This region becomes active when you click Add or Update on the toolbar. The Other Address region contains the following fields: Code - A code that defines the type of address (e.g., PERM, SUMR, or EML) as defined in the Alternate Address table. Click on the arrow next to the field to view and select from a list of valid values. Line 1 - The first line of the address. Line 2 - The second line of the address. Line 3 - The third line of the address. Perennial - A checkbox that, if checked, indicates the address is always active between the dates specified in the Begin Date and the End Date fields, regardless of the year. City - The city for the address. State - The state for the address. ZIP - The ZIP code for the address. Country - The country for the address. Phone - The telephone number associated with the address. Ext - The telephone extension associated with the telephone number. Begin Date - The first date (mm/dd/yyyy) on which the address is effective. Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The last date (mm/dd/yyyy) on which the address is effective, or blank to specify no end date. Click on the arrow next to the field to view a calendar from which you can select a date. ID Information Other Address List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Other Address List - Other Addresses Screen The Other Address List grid enables you to view and select information about a particular alternate address related to an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Other Address region in the top part of the screen. Human Resources 147 Screens
Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Other Address region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated other address information The Other Address List grid contains the following columns: Code - A code that defines the type of address (e.g., PERM, SUMR, or EML) as defined in the Alternate Address table. Line 1 - The first line of the address. Line 2 - The second line of the address. Line 3 - The third line of the address. Perennial - A value that indicates whether the address is always active between the dates specified in the Begin Date and the End Date fields, regardless of the year. City - The city for the address. State - The state for the address. ZIP - The ZIP code for the address. Country - The country for the address. Phone - The telephone number associated with the address. Ext - The telephone extension associated with the telephone number. Begin Date - The first date (mm/dd/yyyy) on which the address is effective. End Date - The last date (mm/dd/yyyy) on which the address is effective, or blank to specify no end date. Added By - The code for the office on your campus that added the address. ID Information Other Address Other Address List Secondary Tab Secondary Tab - Other Addresses Screen The secondary tab of the Other Addresses screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the aa_rec. ID Information Other Address Other Address List Secondary Tabs in Human Resources Administration Screens 148 Human Resources
Customizing Screens in Human Resources Administration Human Resources 149 Screens
Other Names Screen Purpose Access Contents The Other Names screen enables you to create, view, and update any of the names an employee may have used over time, including nicknames and maiden names. Using appropriate runcodes and priorities within Communications Management, you can use the other names to produce personalized correspondence. For more information, see the Jenzabar document Communications Management User Guide. When you update an employee s name on the Employee Information screen, the system can automatically store the former name for retrieval on the Other Name screen. Access the Other Names screen by selecting Demographics from the menu bar, and then selecting Other Names from the command menu that appears. You can also access the screen by clicking Other Names in the More Information region of the Employee Information screen. The Other Names screen contains regions that maintain the following types of information. ID Information Other Name Other Name List Secondary Tab Maintaining Alternate Employee Names ID Information - Other Names Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Other Name Other Name List Secondary Tab Performing a Query in Human Resources Administration Screens 150 Human Resources
Other Name - Other Names Screen The Other Name region of the Other Names screen enables you to view, add, or update name information for an employee. Names can be, for example, formal, nicknames, or maiden names. This region becomes active when you click Add or Update on the toolbar. The Other Name region contains the following fields: Name - The previous or other name used by the employee. SS # - The previous or other social security number used by the employee. Title - The previous or other title (e.g., MISS) used by the employee. Suffix - The previous or other suffix (e.g., Ret.) used by the employee. Addree Code - A value indicating whether the name should be used for labels or for salutations in letters. Style Code - A value indicating whether the name is used for formal or informal purposes within Communications Management run codes. Office Added by - The code associated with the office that originally added the name information to your database, as defined in the ofc_table. Click on the arrow next to the field to view and select from a list of valid values. Secondary Person ID - The ID of the unique person on your campus who can use the designated name. For example, if the Personnel Director s father is an employee, the Name field could contain Dad, and the Secondary Person ID could contain the ID of the Personnel Director. Active Date - The date (mm/dd/yyyy) on which the name became active. Click on the arrow next to the field to view a calendar from which you can select a date. Inactive Date - The date (mm/dd/yyyy) on which the name became inactive. Click on the arrow next to the field to view a calendar from which you can select a date. ID Information Other Name List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Other Name List - Other Names Screen The Other Name List grid enables you to view and select information about a particular alternate name used by an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Other Name region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Other Name region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated other name information The Other Name List grid contains the following columns: Name - The previous or other name used by the employee. SS # - The previous or other social security number used by the employee. Human Resources 151 Screens
Title - The previous or other title (e.g., MISS) used by the employee. Suffix - The previous or other suffix (e.g., Ret.) used by the employee. Addree Code - A value indicating whether the name should be used for labels or for salutations in letters. Style Code - A value indicating whether the name is used for formal or informal purposes within Communications Management run codes. Office Added by - The code associated with the office that originally added the name information to your database, as defined in the ofc_table. Secondary Person ID - The ID of the unique person on your campus who can use the designated name. Active Date - The date (mm/dd/yyyy) on which the name became active. Inactive Date - The date (mm/dd/yyyy) on which the name became inactive. ID Information Other Name Other Name List Secondary Tab Using Grids Secondary Tab - Other Names Screen The secondary tab of the Other Names screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the addree_rec. ID Information Other Name Other Name List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 152 Human Resources
Parameter Properties Window Purpose Access Contents The Parameter Properties window enables you to set up parameters to tailor your report queries. You can use as many parameters as you consider necessary to retrieve just the information needed to produce useful reports. Access the Parameter Properties window by clicking Parameters on the Report Builder screen. The Parameter Properties window contains the following fields and options: Parameter Name - The name by which you want to identify the parameter as it is used in the query. This name is completely user-defined. Note, however, that if you are using multiple parameters, they will appear in alphabetical order on the prompt window when the end user runs the report. For example, if you enter start_date and end_date as two parameters, end _date will appear before start_date on the end user s prompt. To make sure the parameters appear in a sequence that makes sense, preface each with a sort number. In this case, the parameter 01start_date will sort before 02end_date on the end user s prompt. A note to remind you of this sort sequence for parameters appears at the bottom of the Parameter Properties window. New Parameter button - A button that, when clicked, stores the existing information about a parameter and clears the window for the entry of another parameter. By successively clicking the New Parameter button, you can create all the parameters you need for a query at one time. Prompt - The label for the prompt. The label appears on a pop-up box when the user executes the report. Description - A brief description of appropriate values for the prompt. This description appears when users allow their cursors to rest on the prompt field for a few seconds. Default Value - The most likely value for a parameter, if any. The user can enter another parameter value as needed. Required - A checkbox that, if checked, indicates the end user must enter the parameter before the query can be executed. Lookup Type - A means of selecting parameter values from your database. Options include: No Lookup - Indicates no lookup is available for this field. The user must enter the parameter manually. ID Lookup - Indicates the lookup is for an ID number, and displays the binoculars icon next to the field so the end user can launch the ID Lookup screen if needed. Table Lookup - Indicates the parameter is to be selected from a database table. When this option is selected, the Table Lookup subregion of this window becomes active. Contacts - Used primarily for letter writing but also available for reports, indicates the lookup is to be performed on Contact records. When this option is selected, the Contact subregion of this window becomes active. Table Lookup - A subregion of the Parameter Properties window that is active only when the Lookup Type is Table Lookup. To set up a table lookup, the following values must be entered: Table - The database name of the table (e.g., aa_table). Click the down arrow next to the field to view and select from a list of valid values. Field - The name of the database field in the selected table (e.g. runcode). Click the down arrow next to the field to view and select from a list of valid values. Human Resources 153 Screens
Description - The field name from the database table in which a description of the field can be found (e.g., txt). Click the down arrow next to the field to view and select from a list of valid values. Contact - A subregion of the Parameter Properties window that is active only when the lookup is a search of Contact records. When searching for contacts, the following fields are relevant: Tickler - The tickler code for which you are retrieving Contact records. For HR Administration, this is typically one of the tickler codes defined in the Configuration table (e.g., HR or HRAP). Resource - The resource code (i.e., the code defining the specific letter) for which you are retrieving Contact records. Insert Button - Inserts the defined parameter at the point at which you left your cursor in the Query field on the Report Builder screen. Inserted parameters are bold and underscored for easy identification. Close Button - Closes the Parameter Properties window without inserting a parameter into the Query field on the Report Builder screen. Defining Report Parameters Screens 154 Human Resources
Payroll Management Screen Purpose Access Contents The Payroll Management screen enables you to: Initiate a payroll run Modify the dates in a started payroll run Accrue benefits Cause default time to display in Time Entry Post payroll transactions to journals and the general ledger View information about a payroll run All payroll functions available on this screen are controlled by the payroll type; therefore, the first step to using the screen is to select the payroll type with which you want to work. Depending on the status(es) of the payroll(s) within the selected type, you can perform a variety of tasks. Access the Payroll Management screen by selecting Payroll from the menu bar, and then clicking on Payroll Management from the list that appears. The Payroll Management screen contains regions that maintain the following types of information: Payroll Select Payroll Information Payroll List Secondary Tab Starting or Modifying a Payroll Accruing Benefits Defaulting Time in Time Entry Running the Post Payroll Process Payroll Select - Payroll Management Screen The Payroll Select region of the Payroll Management screen enables you to select a specific payroll for which you want to perform a processing task. The processing tasks include changing dates of started payrolls, accruing benefit time, defaulting hours for hourly payrolls, posting payroll transactions, and locating journal and check group information about the payrolls. The Payroll Select region contains the following fields: Payroll Type - The code for the payroll you want to process (e.g., MTH or WKLY). Click on the arrow next to the field to view and select from a list of valid values. (Payroll Description) - An unlabeled display-only field containing a description of the code in the Payroll Type field, as defined in the Payroll table. Human Resources 155 Screens
Payroll Information Payroll List Secondary Tab Using Table Lookup in Human Resources Administration Payroll - Payroll Management Screen The Payroll Information region of the Payroll Management screen enables you to update the status and processing dates of a selected payroll type. Note that you can only change the dates on a payroll with a Status of Started (S), and you can only change the Status for Completed (C) payrolls. Completed payrolls can only be given an Incomplete status. The Payroll Information region contains the following fields: Payroll Number - The number associated with the payroll you want to process. The system assigns this number sequentially. Note that you can have only one active payroll of any given payroll type. Period Start Date - The date (mm/dd/yyyy) on which the payroll period began. Click on the arrow next to the field to view a calendar from which you can select a date. Check Date - The date (mm/dd/yyyy) to print on the checks. Click on the arrow next to the field to view a calendar from which you can select a date. Status - A one-character code indicating the progress of the selected payroll type/payroll number through the payroll process. Valid statuses include: Completed Incomplete Started Period End Date - The date (mm/dd/yyyy) on which the payroll period ended. Click on the arrow next to the field to view a calendar from which you can select a date. Posting Date - The date (mm/dd/yyyy) on which you want the system to post the payroll accounting entries. Click on the arrow next to the field to view a calendar from which you can select a date. Session - For College Work Study payrolls, the session against which you want to post the payroll. This field is applicable only for payroll types that have position funding specifying a subsidiary (e.g., S/A), a Balance code (e.g., SB), and a Total code (e.g., CWSP). Payroll Select Payroll List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Payroll List - Payroll Management Screen The Payroll List grid region of the Payroll Management screen enables you to view and select a payroll for which you want to make a date or Status code change. Note that the grid only contains payrolls of the type selected in the Payroll Select region (e.g., if the BWK payroll type appears in the Payroll Select region, and then only BWK payroll groups will display in the grid). Screens 156 Human Resources
The region also contains two command buttons that perform payroll or benefit accrual functions. The Payroll List region contains the following display-only fields and command buttons: Payroll - The payroll type and number. The system generates the number and associates it with the payroll type. Status - A one-character code indicating the progress of the selected payroll type/payroll number through the payroll process. Valid statuses include: Completed Incomplete Started Period Start - The date (mm/dd/yyyy) on which the payroll period began. Period End - The date (mm/dd/yyyy) on which the payroll period ended. Check Date - The date (mm/dd/yyyy) to print on the checks. Posting Date - The date (mm/dd/yyyy) on which you want the system to post the payroll accounting entries. Accrue Benefits Button - A command button that causes the system to compute accrued benefits for all employees who are part of the designated payroll type for the specified pay period. After this process completes, the system sends e-mail with a subject of benaccrl completed. When the process is complete, the amount of accrued time displays on the Time tab of the Benefits screen. Default Time Button - A command button that causes the system to create Time records for all employees who are included in the specified payroll if: The payroll is set up for default time in the Payroll table The employees have work schedules Post Payroll Button - A command button that causes the system to execute the Pay (hrpay) program, a background process that creates accounting entries for the payroll and posts them to the general ledger while also creating check groups for paycheck/direct deposit processing. Journal/Check Detail Button - A command button that displays a pop-up window containing the following two grids: Payroll Journals - A listing of all the journals created in the processing of the selected payroll, including their statuses, dollar amounts posted, and number of entries. Check Groups - A listing of the check groups created in the processing of the selected payroll, including check group number, statuses, and dates. Note that you can print these grids if desired, using the print icon on the toolbar. Payroll Select Payroll Information Secondary Tab Using Table Lookup in Human Resources Administration Using Grids Using the Calendar in Human Resources Administration Human Resources 157 Screens
Secondary Tab - Payroll Management Screen The secondary tab of the Payroll Management screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the hrpay_rec. Payroll Select Payroll Information Payroll List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 158 Human Resources
Position Control Number Lookup Window Purpose Access Contents The PCN (Position Control Number) Lookup window enables you to search for a specific position to which you want to assign an employee. You cannot change information about positions on this window; update position information in the Position Management screen. Access the PCN Lookup window by selecting Add on the toolbar on the Job Assignment screen. The PCN Lookup window contains regions that maintain the following types of information. PCN Lookup PCN Lookup Grid PCN Lookup - PCN Lookup Window The PCN Lookup region of the PCN Lookup window enables you to enter search criteria to locate a particular position at your institution. The system can support as many positions as your institution requires. The PCN Lookup region contains the following fields and command buttons: Position Control No. - The alphanumeric code associated with the position. You can use wildcard masking to retrieve a set of positions that meets your search criteria (e.g., enter S* to retrieve SECY and SVCTECH). Begin Date - The first date (mm/dd/yyyy) on which a position became active. You can use Begin Dates to retrieve positions as follows: Enter a specific active date for the position. Select one of the qualifiers from the drop-down box that precedes the date field to locate a job within a selected date range. End Date - The last date (mm/dd/yyyy) on which a position will be active. You can use End Dates to retrieve positions as follows: Enter a specific End Date for the position. Select one of the qualifiers from the drop-down box that precedes the date field to locate a job within a selected date range. Lookup Active Positions ONLY Checkbox - A checkbox that, if checked, causes the system to retrieve only those positions with an Inactive Date that is one of the following: Is in the future Is blank Has an Inactive Date that has passed, but the Inactive Date falls within the Continue to Show Expired Records date span on the Display Preferences window (e.g., the position became inactive on 12/31, it is currently 1/10, but the date span is 15 days). Query Button - A command button that initiates a query for positions that meet your search criteria. Human Resources 159 Screens
Clear Query Button - A command button that clears search criteria from the screen, enabling you to enter different criteria. Note: As in all Windows applications, you can also highlight any existing search criteria and overwrite it. OK Button - A command button that selects the retrieved record for use within the Human Resources Administration applications. When you click this button, the PCN Lookup window is removed and the selected position information populates the Position Management screen. Cancel Button - A command button that abandons the results of a search. When you click this button, the PCN Lookup screen is removed, and the Position Management screen appears. PCN Lookup Grid Using the Calendar in Human Resources Administration PCN Lookup Grid - PCN Lookup Window The PCN Lookup Grid region of the PCN Lookup window displays all the positions that meet your search criteria. To select a position from the grid, highlight the line and select OK. Note: Even though they appear on the upper region of the screen, the command buttons control the use of information in the PCN Lookup Grid region. The PCN Lookup Grid region contains the following columns: PCN - The alphanumeric position control number associated with each position that meets your search criteria. Description - The description of the position as defined in the Position Management screen. Begin Date - The first date (mm/dd/yyyy) on which a position became active. End Date - The last date (mm/dd/yyyy) on which a position will be active. PCN Lookup Using Grids Screens 160 Human Resources
Position Funding Screen Purpose Access Contents The Position Funding screen contains all the accounting or funding information about a specified position. You use this screen to view or enter accounts, flat amounts, and other criteria to ensure the wage for the position has the correct financial effect. Access the Position Funding screen by selecting Funding from the Position Management screen. The Position/Job Funding screen contains regions that maintain the following types of information. Funding for Position Position Funding List Note: Funding is also possible at the job level. For more information about setting up salary expense and liability accounts at the job level, see Funding a Job. Funding a Position Funding a Job Funding for Position - Position Funding Screen The Funding for Position region of the Position Funding screen enables you to view or enter information about how positions are funded at your institution. The system can support an unlimited number of accounts to charge for each position. For each position, one account must be designated as the overflow account to ensure all positions are completely funded, and the overflow account must be a Percentage (not Flat Amount) type. This region becomes active when you click Add or Update on the toolbar. The Funding for Position region contains the following fields: Fd - A collection of assets, liabilities, and equity related to a specific subset of the activities of a nonbusiness organization. Examples include loan funds, agency funds, and endowment funds. Click on the arrow next to the field to view and select from a list of valid values. Function - (may be called Center) The portion of the account number that pertains to the purpose of the charge (e.g., the department number). Click on the arrow next to the field to view and select from a list of valid values. Object - (may be called Account) A segment of the general ledger account number, designating a classification or expenditure type. Examples include salaries expense. Click on the arrow next to the field to view and select from a list of valid values. Subfund - (may be called Project ) A component of the account number that relates to a particular project. In the system, subfunds are self-balancing (i.e., the financial transactions between subfund accounts and non-subfund accounts automatically create due to/due from entries). Click on the arrow next to the field to view and select from a list of valid values. Percentage - The percentage of the position expense to charge to the account. For the overflow account, you must always specify a percentage, not a flat amount, since the overflow account must cover any rounding differences from other accounts. Click on the down arrow next to the field to access a calculator to compute the correct amount. Human Resources 161 Screens
Flat Amount - Not applicable for funding at the position level. To specify flat amount funding, use the Flat Amount field on the Job Funding screen. Category - A code indicating which of the following ways to use the specified account: Funding (F) - Charge the account as indicated (i.e., at the prescribed percentage rate, or for the specified flat dollar amount). Overflow (O) - Charge the account after all other accounts for the position are charged. All rounding differences or unallocated charges will be charged to this account. Priority - The order in which to apply charges to accounts for the position. The account designated as Priority 1 will be charged first. You must specify a Priority when entering a Flat Amount and should not specify a Priority when entering a Percentage. Begin Date - The first date (mm/dd/yyyy) on which the charge information is applicable (e.g., the date on which a charge can be made to the specified account). Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The last date (mm/dd/yyyy) on which the charge information is applicable (e.g., the final date on which a charge can be made to the specified account). Click on the arrow next to the field to view a calendar from which you can select a date. Example: If the End Date falls on a Wednesday, and the pay period extends to Friday, and then the account will not be charged for the last two days of the pay period; the system will require alternate funding for wage expense incurred for those days. Note: The End Date of the designated overflow account must not be before the end of the pay period. Subsidiary - The subsidiary (e.g., S/A for student accounts) to which the expense is charged, when appropriate. Click on the arrow next to the field to view and select from a list of valid values. Balance Code - The Balance code (e.g., SB for session billing) to which the account can be charged. This field is applicable only when you are using a subsidiary code that requires a Balance code. Click on the arrow next to the field to view and select from a list of valid values. Total Code - The Total code (e.g., TUIT) for which the account can be charged. This field is applicable only when you are using a subsidiary code that requires a Total code. Click on the arrow next to the field to view and select from a list of valid values. Check Aid - Currently not in use. Position Funding List Using Table Lookup in Human Resources Administration Using the Calculator in Human Resources Administration Using the Calendar in Human Resources Administration Position Funding List - Position Funding Screen The Funding Records grid region of the Position Funding screen lets you view and select funding information about the positions at your institution. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Funding for Position region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Funding for Position region of the screen. The grid does not appear if you have not yet entered any funding information for the selected position. Screens 162 Human Resources
The Funding Records grid contains the following columns: Fd - A collection of assets, liabilities, and equity related to a specific subset of the activities of a nonbusiness organization. Examples include loan funds, agency funds, and endowment funds. Func - (may be called Center) The portion of the account number that pertains to the purpose of the charge (e.g., the department number). Obj - (may be called Account) A segment of the general ledger account number, designating a classification or expenditure type. Examples include salaries expense. Subf - (may be called Project) A component of the account number that relates to a particular project. In the system, subfunds are self-balancing (i.e., the financial transactions between subfund accounts and non-subfund accounts automatically create due to/due from entries). Amt/Pct - The dollar amount or the percentage of the position cost to charge to the specified account. Note that the dollar amount is per pay period (as specified in the Position Management screen or the Job Assignment screen), and the amount applies to every job of the specified position type. Click on the down arrow next to the field to access a calculator to compute the correct amount. Example: If the amount charged to the account is $1000, and if the position includes 5 individual jobs (e.g., a maintenance position with 5 individual maintenance workers), and then the account will be charged $5000 per pay period. Type - A code indicating whether the amount is a percentage (P) or a dollar amount (D). Cat - A code indicating which of the following ways to use the specified account: Funding (F) - Charge the account as indicated (i.e., at the prescribed percentage rate, or for the specified flat dollar amount). Overflow (O) - Charge the account after all other accounts for the position are charged. All rounding differences or unallocated charges will be charged to this account. Pri - The order in which to apply charges to accounts for the position. The account designated as Priority 1 will be charged first. You must specify a Priority when entering a Flat Amount and should not specify a Priority when entering a Percentage. Begin Date - The first date (mm/dd/yyyy) on which the charge information is applicable (e.g., the date on which a charge can be made to the specified account). End Date - The last date (mm/dd/yyyy) on which the charge information is applicable (e.g., the final date on which a charge can be made to the specified account). Subsidiary - The subsidiary (e.g., S/A for student accounts) to which the expense is charged, when appropriate. Bal Code - The Balance code (e.g., SB for session billing) to which the account can be charged. This field is applicable only when you are using a subsidiary code that requires a Balance code. Tot Code - The Total code (e.g., TUIT) for which the account can be charged. This field is applicable only when you are using a subsidiary code that requires a Total code. Aid - Currently not in use. In addition, the Funding Records grid region contains the following element that is not in the grid: Positions Button - A command button that displays the Position Management screen. Funding for Position Using Grids Human Resources 163 Screens
Position Management Screen Purpose Access Contents The Position Management screen contains information about a specific occupation or position at your institution. Access the Position Management screen by selecting Position from the menu bar, and then selecting Position Management from the command menu that appears. The Position Management screen contains regions that maintain the following types of information. Position Position List Secondary Tab Creating a Position Position - Position Management Screen The Position region of the Position Management screen enables you to view or enter information about the positions at your institution. The system can support as many positions as necessary for each employee. This region becomes active when you click Add or Update on the toolbar. The Position region contains the following fields: Position Control No. - The code or codes associated with the position. The field(s) are alphanumeric. A macro in macros/user/hr controls the composition of each institution's PCN number. Jenzabar suggests you consider your reporting requirements (especially for IPEDS reporting) as you construct your PCNs. Description - The description associated with the Position Control Number (PCN). Supervisor ID - The ID number of the supervisor for this position. Click the Lookup button to query the ID, if desired. Note: The name associated with the ID appears to the right of the Lookup button in a displayonly field. Lookup Button - A button that, when clicked, displays the ID lookup window so you can query for the ID of the supervisor. Active Date - The date (mm/dd/yyyy) on which the position becomes active. Click on the arrow next to the field to view a calendar from which you can select a date. Compensation Plan - The optional plan that defines the rules for compensating employees who hold the position. Inactive Date - The date (mm/dd/yyyy) on which the position becomes inactive. Leave this field blank if the position does not have an expected end date. Click on the arrow next to the field to view a calendar from which you can select a date. Screens 164 Human Resources
Adj. Excl. Code/Description - The adjustment exclusion code (as defined in the Adjustment Exclusion table in Human Resources Maintenance) that designates one or more adjustments for which the position is not eligible. Pay Group: - The salary cycle to which the position relates (e.g., MO for monthly payment). Click on the arrow next to the field in the Position Information region to view and select from a list of valid values. Office - The location of the workstation to which the position relates or the area of the campus offering the position. Valid values for this field come from the Office table (ofc_table). Click on the arrow next to the field in the Position Information region to view and select from a list of valid values. EEO Code - The EEOC-defined code associated with the position. Click on the arrow next to the field in the Position Information region to view and select from a list of valid values from the Primary Occupation table. Comment - Text about the position. The text can be as long as desired and may include, for example, a job description. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. Position List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Position List - Position Management Screen The Position List region lets you view and select information about the positions at your institution. When the Position List appears, you can select a row of the grid and cause the information from the grid to fill the Position region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Position region of the screen. The grid does not appear if you have not yet identified any positions. The Position List contains the following columns: (Position Control Number) - The code associated with the position. This field is alphanumeric. Pay Group - The salary cycle to which the position relates (e.g., MO for monthly payment). Description - The description associated with the Position Control Number (PCN). Office Code - The location of the workstation to which the position relates or the area of the campus offering the position. Valid values for this field come from the Office table (ofc_table). Active Date - The date (mm/dd/yyyy) on which the position becomes active. Inactive Date - The date (mm/dd/yyyy) on which the position becomes inactive. Compensation Plan - The optional plan that defines the rules for compensating employees who hold the position. EEO Code - The EEOC-defined code associated with the position. In addition, the Position List region contains the following elements that are not part of the grid: Human Resources 165 Screens
Lookup - A field into which you can enter the first characters of a Position Control Number to help you retrieve it from the grid more easily and quickly. As you type the initial characters of the number into the field, the grid display changes to show the Positions that have the initial characters you have typed. Funding Button - A command button that displays the Position Funding screen. Benefits Button - A command button that displays the Benefits Selection window. Qualifications Button - A command button that displays a window into which you can designate up to three qualifications or job requirements for the position. These qualifications become the default requirements for open jobs you define on the Job Openings screen. Position Secondary Tab Using Grids Secondary Tab - Position Management Screen The secondary tab of the Position Management screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the pos_table. Position Position List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 166 Human Resources
Qualifications Selection Window Purpose Access Contents The Qualifications Selection window enables you to associate an unlimited number of talents, characteristics, or skills with a position, an open job, or a job applicant. Depending on the location from which you access this window, it may be titled either Job Qualifications Selection or Position Qualifications Selection. Access the Qualifications Selection window by: Clicking the Qualifications button on the Position Management screen. Clicking the Qualifications button on the Open Jobs screen. Clicking the Qualifications tab on the Applicants screen. The Qualifications Selection window contains the following components and command buttons. Available Qualifications (Qualifications Selection Window) The Available Qualifications area displays qualifications that: Are defined in your Qualifications table You have not associated with the selected position, open job, or applicant Use the buttons on the window to link or unlink qualifications with the selected position, job, or applicant, and to save or abandon any changes you have made. Qualifications Selected (Qualifications Selection Window) The Qualifications Selected area displays qualifications that you have associated with the specified position, open job, or job applicant. Depending on the location from which you access this window, it will be titled Qualifications for this Job, Qualifications for this Position, or Applicant Qualifications. Use the buttons on the window to link or unlink qualifications with the position, job, or applicant, and to save or abandon any changes you have made. Add/Remove Button - A command button that causes the highlighted qualification to move from one side of the window (e.g., the Available Qualifications side) to the other side of the window (e.g., the Qualifications Selected side). The button name changes as follows, depending on the placement of the cursor and the highlighted qualification: Add - When the highlighted qualification is on the Available Qualifications side, the button is labeled Add and associates the qualification with the selected position, open job, or applicant. Remove - When the highlighted qualification is on the Qualifications Selected side, the button is labeled Remove and breaks the association between the qualification and the position, open job, or applicant. Add/Remove All Button - A command button that causes all the qualifications in the box with the highlighted qualification to move from one side of the window (e.g., the Available Qualifications side) to the other side of the window (e.g., the Qualifications Selected side). The button name changes as follows, depending on the placement of the cursor and the highlighted qualification: Add All - When the highlighted qualification is on the Available Qualifications side, the button is labeled Add All and associates all the qualifications with the selected position, open job, or applicant. Human Resources 167 Screens
Remove All - When the highlighted benefit is on the Qualifications Selected side, the button is labeled Remove All and breaks the association between all the qualifications and the selected position, open job, or applicant. Use this button to associate or disassociate all qualifications with a position, open job, or applicant. OK Button - A command button that saves the changes in the qualifications you have associated with a position, open job, or applicant. Cancel Button - A command button that abandons the changes in qualifications you have associated with a position, open job, or applicant. When you select Cancel, the qualifications you changed since the last time you saved changes will revert to their previous status. Assigning Qualifications to Positions, Open Jobs, or Job Applicants Screens 168 Human Resources
Relationships Screen Purpose Access Contents The Relationships screen enables you to maintain information about associations between employees and other entities. Using this screen, you maintain the relation_rec. Access the Relationships screen by selecting Demographics from the menu bar, and then selecting Relationships. You can also access this screen from the Employee Information screen. The Relationships screen contains the following regions: ID Region Relationship Relationship List ID Region - Relationships Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Relationship Relationship List Working with Relationships Working with Relationships CX s approach to relationships is to designate the left and right side of a relationship as primary and secondary. Left and right simply refer to the way we read. For example, in the relationship of Aunt/Nephew, the Aunt is the primary component of the relationship, and her name is listed first as you read from left to right. If, on the other hand, you create a relationship of Nephew/Aunt, the Nephew holds the primary position in the relationship. For the purposes of Human Resources, radio option buttons appear in the Relationship List region on the Relationship screen. They designate whether you are showing first or second relationships as follows: Human Resources 169 Screens
If the First Relationship option button is selected, relationships in which the employee occupies the left or primary side of the relationship display. In this case, the label under the relationship code description in the Relationship region says Employee/Relation, a visual reminder that the employee is the First Relation. If the Second Relationship option button is selected, relationships in which the employee occupies the right or secondary side of the relationship display. In this case, the label under the relationship code description in the Relationship region says Relation/Employee, a visual reminder that the employee is the Second Relation. Relationship - Relationships Screen The Relationship region enables you to view or enter information about a particular relationship for the selected employee. You can add or update information about the employee s relationships with other individuals or entities in this region, regardless of whether the other entities have IDs on your CX database. This region becomes active when you click Add or Update on the toolbar. The Relationship region contains the following fields: ID - The ID of the individual or entity with whom the employee has a relationship. You can query to locate the ID by clicking the Lookup button next to the field; however, the related entity might not have an ID on your database. Name - The name of the individual or entity. Note that you can enter a name into this field if no ID has been selected; once an ID populates the ID field, you cannot type into the Name field. Relationship Code (description) - The code and description of the nature of the relationship that exists between the employee and the entity. These codes are defined in the Relationship table. Click on the arrow next to the field to view and select from a list of valid values. Begin Date - The date (mm/dd/yyyy) on which the relationship began. For example, for the HW (Husband/Wife) relationship, a wedding date signifies the Begin Date. End Date - The date (mm/dd/yyyy) on which the relationship ended. This field is blank for ongoing relationships. Join Primary - A checkbox that, if checked, causes the name of the primary person in the relationship to be printed first in joint correspondence. Maintain - A checkbox that, if checked, causes the system to update the address of the entity whenever the address of the employee changes. A display field immediately under the relationship description designates the nature of the relationship: either employee/relation or relation/employee. For more information, see Working with Relationships. ID Region Relationship List Relationship List - Relationships Screen The Relationship List grid enables you to view and select information about a particular relationship. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Relationship region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Relationship Region that occupies the top portion of the screen. The Relationship List grid contains the following columns: ID - The ID of the individual or entity with whom the employee has a relationship. Screens 170 Human Resources
Name - The name of the individual or entity. Rel. Code - The code defining the nature of the relationship that exists between the employee and the entity. Begin Date - The date (mm/dd/yyyy) on which the relationship began. End Date - The date (mm/dd/yyyy) on which the relationship ended. Join Primary - A value that, if Y, causes the name of the primary person in the relationship to be printed first in joint correspondence. Maintain Address - A value that, if Y, causes the system to update the address of the entity whenever the address of the employee changes. ID Region Relationship Human Resources 171 Screens
Report Builder Screen Purpose Access Contents The Report Builder screen serves a variety of purposes. Using this screen, HR users with carsprog permissions can create, modify, and test reports, letters, files, and forms for use by end users. These types of output can originate from ACE reports, app servers, or SQL queries, and can be simply retrieved data or elaborate formatted documents. All reports maintained through this screen are available for selection from the Report Processing screen, assuming the user has the appropriate permissions. Access the Report Builder screen by selecting Reports from the menu bar, and then selecting Builder. You can also access this screen from the Employee Information screen. The Report Builder screen contains the following two regions: Report Report List Creating a Report Setting Up Report Permissions Finishing a Report Editing a Report Defining Report Parameters Report - Report Builder Screen The Report region of the Report Builder screen enables you to create or update a query that can result in a report. This element of HR Administration is extremely flexible; you can define queries that run printable ACE reports, queries that create data for other queries, and letters, W-2 forms, and reports that require merge data. The Report region contains the following fields and command buttons: Name - The name of the query (e.g., ADDRLIST). Description - A description of the query (e.g., Retrieves current addresses). Query - The actual commands that retrieve the query results. The query may be an SQL statement or a reference to an ACE report or an app server. Merge Results Into Document Checkbox - A checkbox that, when checked, indicates that the data retrieved from the query will be formatted into a document created within MSWord. When this checkbox is checked, the document list below it, the... (ellipsis) button, and the Run/Edit button in the Report List region become active so you can select or change the document name and access MSWord to format the report. Suppress Blank Lines Checkbox - A checkbox that, when checked, causes blank lines on reports to be eliminated from the final output. Active Checkbox - A checkbox that, if checked, indicates the report is available to be accessed by end users. Leave the checkbox unchecked while you are creating or editing it. Screens 172 Human Resources
Share Results Checkbox - A checkbox that, if checked, enables all users with permission to a specific report to see the results of running it in the Requested Reports region of the Report Processing screen. Example: Computer Center person A writes Report X for which User B, User C, User D, and User E all have permission. Users B and C have added Report X to their report list, but Users C and D have not added it to their report list. When User B runs the report, all four of these users will see Report X in their Requested Reports list. If User D removes Report X from the list of Requested Reports, Report X will be removed from the Requested Reports grid for all four of the users. The individual report lists for each user are not impacted in any way. Parameters Button - A button that displays the Parameter Properties window. This window enables you to add parameters to any report. Print Option Buttons - Three options that control how the system will handle the results of running a report. All results pertain to how the data will be presented to the end user when a report or query is processed from the Report Processing screen, as follows: A report set up with the View/Print option will first display to the screen; the end user can then read, review, edit, and print it as desired. A report set up with the Print (Only) option will go directly to a printer; no display of the report output will come to the user s screen. A report set up with the File (Only) option will create a.dat file that the user will view in MSWord and then save to any location as desired. The File (Only) option can be used to create W-2 data for tape or Web submission. Report Group - A means of categorizing reports by type so the report lists on each reporting screen can be sorted. Click on the arrow next to the field to view and select from a list of valid values. (Form) - The name of the document or format into which query results will be merged. You can add new values and create additional formats, or use existing formats if desired. To use an existing format, click on the arrow next to the field to view and select from a list of valid values. (Form Description) - A view-only description of the report format. Descriptions are added in the pop-up dialog box that appears when you click the... (ellipsis) button.... (ellipsis) Button - A button that enables you to maintain your list of document format names and descriptions. Parameter Properties window Report List Region Report List - Report Builder Screen The Report List region of the Report Builder screen contains a list of all the HR/Payroll report queries already created at your institution. When a query is created and saved in the Report region, it becomes part of the report list grid. Reports in the list can be selected to be tested, edited, copied, or defined with permissions. The Report List region contains the following commands and command buttons: Report Grid - The list of all HR reports at your institution. Copy Report Button - A button that enables you to create a copy of a report, using a different name. This command is useful when you need to create multiple reports that are similar. You can copy the original and then modify the copies to meet your needs. Permissions Button - A button that enables you to set up permissions to reports. Human Resources 173 Screens
Test Query Button - A button that either returns the results of the selected query as a read-only text file in MSWord, or an error message regarding the correctness of the query syntax. Run/Edit Button - A button that launches MSWord. If the report format has already been created, it will display as the active document in MSWord. If the report format has not yet been created, you can do so using the Merge fields on the Merge toolbar and all the other MSWord tools and features with which you are familiar. Report Region Setting Up Report Permissions Formatting an MSWord Merge Report or Letter Screens 174 Human Resources
Report Selection Window Purpose Access Contents The Report Selection window enables you to view and select from a list of all the reports to which you have permission. Permission is established through the UNIX groups to which you belong. For example, to use the HR Administration application, you must have membership in the payroll and personnel groups. During your setup of HR, a Configuration table entry controls which group memberships are required for running HR reports on your campus. Even though you have permission to access certain reports, you may not be interested in them or need to use them all. The Report Selection window enables you to pick and choose the reports you run regularly so they are accessible when you first open the Report Processing screen. Access the Report Selection window by clicking Edit Report List on the Report Processing screen. The Report Selection window contains the following grids and command buttons: Available Reports Grid - A listing of all the reports to which you have permissions, including their group, name, and description. To select a report from the grid, highlight its row. Selected Reports Grid - A listing of the reports you have chosen from the Available Reports grid for your regular use and selection. All reports that appear in this grid are available for selection in the Report List region of the Report Processing screen. Add Button - A command button that moves the selected report from the Available Reports grid to the Selected Reports grid. Remove Button - A command button that moves the selected report from the Selected Reports grid back to the Available Reports grid. Removed reports are not deleted; however, they are no longer available on the Report list region of the Report Processing screen. Close Button - A command button that removes the Report Selection window, causing the Report Processing screen to display as the active screen. Human Resources 175 Screens
Report Processing Screen Purpose Access Contents The Report Processing screen enables Human Resource and Payroll personnel to: Maintain a list of actively used reports Submit queries for data needed to produce reports Print reports Note: In this context, the term Reports refers to a variety of output types, including typical reports, forms, letters, and files. Access the Report Processing screen by selecting Reports from the menu bar, and then selecting Processing from the command menu that appears. The Report Processing screen contains regions that maintain the following types of information. Requested Reports Region Report List Region Maintaining Your Report List Requested Reports - Report Processing Screen The Requested Reports region of the Report Processing screen enables you to view all the reports for which data has been requested. Select the reports you want to produce (that is, either print immediately or view as a formatted MSWord document and then print, save, or delete as desired) from this grid list. Note: You cannot update information in the grid, as rows in this grid are created automatically when you submit requests for reports from the Report List region. The Requested Reports region contains the grid with the following columns: Report - The name of the report you have selected to process from the Report List grid. Description - A narrative describing the selected report. Status - A code measuring the progress, or state, of a submitted request. Valid values include: S - Submitted I - In progress C - Completed Q - Scheduled (queued) to run later E - Returned with an error condition Date - The date (mm/dd/yyyy) on which the request was originally processed. Time - The time (hh:mm:ss) at which the request was originally processed. The Requested Reports region also contains the following command buttons that are not part of the grid. Screens 176 Human Resources
View/Print Button - A button that, when clicked, causes the report that is highlighted in the Requested Reports grid to be completed as designed. Depending on how the report is set up to run, it may print immediately on a printer or return to your screen so you can preview the output. Remove Button - A button that, when clicked, deletes the report result set that is highlighted in the Requested Reports grid. You can delete any report result set, even if it has not been printed or viewed. Note that if you remove a result set, it is removed for all other users with whom it is shared. You can, of course, resubmit the request and obtain a new result set at any time. Report List Region Report List - Report Processing Screen The Report List region contains a subset of all the reports to which you have access. You create this subset by using the Edit Report List button that appears under the Report List grid. The Report List region contains the following columns: Group - A code or name designating a particular grouping of reports. Examples might include W- 2, Monthly, Student Payroll Labels, or any other groupings that can help organize your institution s set of reports. Report - The name of the report as defined on the Report Builder screen. Description - The description of the report. In addition, the Report List region also contains the following command buttons that are not part of the grid: Submit Request Button - A command button that causes the system to query the database to retrieve the information needed to produce the report. Edit Report List Button - A command button that accesses the Report Selection Window. Requested Reports Region Human Resources 177 Screens
Select E-Mail Address Window Purpose Access Contents The Select E-Mail Address window enables you to choose one of an individual s e-mail addresses from a grid before composing a message to him/her. The window only displays if an individual has two or more such addresses. Access the Select E-Mail Address window by selecting File from the menu bar, and then selecting E-Mail from the command menu that appears. You can also access the Select E-Mail Address window by clicking Send Mail to Selected Person on the toolbar. The Select E-Mail Address grid contains the following columns: E-Mail Address - The actual e-mail address, including domain name. AA Code - The alternate address code associated with the e-mail address, as defined in the Alternate Address table. In order to appear in the Select E-Mail Address window, the alternate address code must be defined as an e-mail address type in the Alternate Address table. Begin Date - The first date (mm/dd/yyyy) on which the e-mail address is valid for use. Click on the arrow next to the field to display a calendar from which you can select a date. End Date - The last date (mm/dd/yyyy) on which the e-mail address is valid for use. Click on the arrow next to the field to display a calendar from which you can select a date. Sending E-Mail Screens 178 Human Resources
Select Image Window Purpose Access Contents The Select Image window contains a grid listing the images or files associated with an applicant or employee. Since the purpose of this window is to enable you to choose an image associated with the individual, it only appears if one or more images have previously been linked to the person. Note: Images are linked to individuals on either the Applicants Image Management screen or the Image Management screen. To access either of these screens, you must have carsprog permissions. If the selected applicant or employee has any associated image files, you access the Select Image window by selecting Demographics from the menu bar, and then selecting Images from the command menu that appears. You can also access the window by clicking View Images on the toolbar. The Select Image grid contains the following columns: Image Class - The type of image, as defined in the Images table. The image type may be, for example, a description of the content (e.g., RESUME or PICTURE), or it may reflect the type of file (e.g., BMP for bitmap pictures or DOC for MSWord documents). Description - A description of the image (e.g., front view picture, MSWord document, or audio sample). Add Date - The date (mm/dd/yyyy) on which the image was associated with the individual in your database. Click on the arrow next to the field to display a calendar from which you can select a date. In addition, the Select Image window contains the following command buttons that are not part of the grid: Manage Images Button - A command button that displays the Image Management screen. This command button is active only if you have appropriate permissions (e.g., carsprog). OK Button - A command button that causes the selected or highlighted image to open. Cancel Button - A command that closes the Select Image window. Image Management Screen Maintaining Images for Applicants or Employees Human Resources 179 Screens
Select Benefits Window Purpose Access Contents The Select Benefits window is specific to a particular beneficiary. You can only display this window when a beneficiary for an employee is designated on the Beneficiaries tab of the Benefits screen. Access this window by clicking the Select Benefits button on the Beneficiaries tab of the Benefits screen. The Select Benefits window contains the following information and command buttons. Benefit (and Description) - The four-character code for the active benefit (i.e., the benefit to which the arrow is pointing in the Selection grid). The active benefit has been selected for the employee but not necessarily for the designated beneficiary. Percentage - The percentage of the employee s total benefit to which the beneficiary is entitled. This field is applicable to fixed amounts that may need to be divided among multiple beneficiaries. The maximum percentage is 100%, and the maximum number of percentage decimal places is six. Flat Amount - The exact dollar amount of employee s total benefit to which the beneficiary is entitled. You can enter any dollar amount less than $10,000,000.00. Begin Date - The date (mm/dd/yyyy) on which the beneficiary is eligible to receive the selected benefit. End Date - The date (mm/dd/yyyy) on which the beneficiary is ineligible to receive the selected benefit. Click on the arrow next to the field to display a calendar from which you can select a date. Selection Grid - The list of benefits already selected for the employee, shown in grid form. Click on the checkbox in the Select column to select a benefit for the designated beneficiary. Click the checked checkbox to deselect it. When you click a checkbox, you cause the associated benefit to become the active benefit so you can enter a percentage, flat amount, and beginning or ending date. OK Button - A command button that causes the system to remove the Select Benefits window from the screen, saving the information you entered in it. Cancel Button - A command button that causes the system to remove the Select Benefits window from the screen, discarding the information or any changes you entered in it. Assigning Benefits to Beneficiaries or Dependents Screens 180 Human Resources
Skills Screen Purpose Access Contents The Skills screen displays information about an employee s qualifications, abilities, and talents. Using this screen, you can track an unlimited number of skills for each employee. The Skills screen maintains this information in a grid. Access the Skills screen by selecting Demographics from the menu bar, and then selecting Skills. You can also access this screen from the Employee Information screen. The Skills screen contains regions that maintain the following types of information: ID Information Skills Skills List Secondary Tab Maintaining Skill Information ID Information - Skills Screen The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following elements: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Skills Skills List Secondary Tab Performing a Query in Human Resources Administration Skill - Skills Screen The Skills region enables you to view or enter information about a particular skill or talent of the selected employee. You can add or update information about the employee s skill in this region of the Skills screen. This region becomes active when you click Add or Update on the toolbar. Human Resources 181 Screens
The Skills region contains the following fields: Skill Code - A code that designates a particular type of skill that your institution tracks. Click on the down arrow next to the field to view a list of valid values. Value 1 - Two ten-character fields in which you can track additional information about the employee s skill level (e.g., typed words per minute for a secretary). Begin Date - The date (mm/dd/yyyy) on which the employee attained the skill (e.g., date of CPR training). Click on the arrow next to the field to display a calendar from which you can select a date. Level - A code that designates the employee s proficiency with the skill (e.g., apprentice or master). Value 2 - Two ten-character fields in which you can track additional information about the employee s skill level (e.g., dictation words per minute for a secretary). End Date - The date (mm/dd/yyyy) on which the employee s skill certification ended (e.g., date on which CPR certification expires). Click on the arrow next to the field to display a calendar from which you can select a date. Comments - A text area containing information about the employee s skills or talents. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows in this field. ID Information Skills List Secondary Tab Using Table Lookup in Human Resources Administration Using the Calendar in Human Resources Administration Skill List - Skills Screen The Skills List grid enables you to view and select information about a particular skill related to an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Skills region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Skills region of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated skills information The Skills List grid contains the following columns: Skill Code - A code that designates a particular type of skill that your institution tracks. Level - A code that designates the employee s proficiency with the skill (e.g., apprentice or master). Value 1 - Two ten-character fields in which you can track additional information about the employee s skill level (e.g., typed words per minute for a secretary). Value 2 - Two ten-character fields in which you can track additional information about the employee s skill level (e.g., dictation words per minute for a secretary). Screens 182 Human Resources
Begin Date - The date (mm/dd/yyyy) on which the employee attained the skill (e.g., date of CPR training). End Date - The date (mm/dd/yyyy) on which the employee s skill certification ended (e.g., date on which CPR certification expires). ID Information Skills Secondary Tab Using Grids Secondary Tab - Skills Screen The secondary tab of the Skills screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the empskl_rec. Skills Skills List Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Human Resources 183 Screens
Time Entry Screen Purpose Access Contents The Time Entry screen enables you to enter hours worked for the hourly employees at your institution. You also use the Time Entry screen to track benefit hours used for salaried employees (e.g., vacation or sick time). Access the Time Entry screen by selecting Payroll from the menu bar, and then selecting Time Entry. The Time Entry screen contains regions that maintain the following types of information: Payroll Selection Time Recording Benefits and Work Time Payroll Selection - Time Entry Screen The Payroll Selection region of the Time Entry screen enables you to select a specific payroll (or individuals within the payroll) for which you want to enter time. You can select individuals for whom to enter data based on name, ID number, or social security number. The Payroll Selection region contains the following fields: Payroll Type - The code for the payroll group for which you want to enter time. Click on the arrow next to the field to view and select from a list of valid values. Division - The campus division for which you want to enter time. Use this field if you want to enter time for one campus division, as opposed to all divisions. Click on the arrow next to the field to view and select from a list of valid values. Department - The department for which you want to enter time. Use this field if you want to enter time for one department, as opposed to all the departments with individuals in the payroll group. Click on the arrow next to the field to view and select from a list of valid values. Time - Three option buttons that enable you to indicate whether you are entering work, benefit, or special hours for the employees of the specified Payroll Type. Sort By - Three option buttons that enable you to select the sort criteria for the individuals in the payroll group. The system will sort the employee records by the criteria you select. Note: The option you select determines the first column heading on the Selection Results grid. For example, if you click the SSN option button, the first column heading will be Social Security Number. Lookup Name/SSN/ID - Lookup Name/SSN/ID The name, social security number, or ID you want to retrieve from the selected payroll type, division, or department. Use this field when you want to add or update information for only a few employees (e.g., employees who were late in turning in time cards). The system will only search the records in the payroll specified to locate the Lookup Name. Screens 184 Human Resources
Note: If you are performing a name search, you must match the format of the name exactly in order for the system to locate the desired records; however, you can use wildcard masking to expand the search. Example: When you enter Sm*, Human Resources will locate all employees whose last names begin with the two letters Sm. (Selection Results Grid) - A grid that contains all the individuals who are part of the designated payroll group/division/department. This grid displays after you click the desired Sort By option button. Depending on the Sort By option button you select, the first column on the grid will display one of the following titles: Name - Social Security Number ID - The grid will also display the employee s job description. Time Report Button - The Time Report button enables you to run a Time Register for the selected payroll type and pay period. When you click this button, the program displays a dialog box into which you can enter parameters for running the report to the screen or to a printer. Time Using Table Lookup in Human Resources Administration Using Grids Using the Calendar in Human Resources Administration Time - Time Entry Screen The Time region of the Time Entry screen is the primary working area for recording payroll information. In this region, you enter all time-related activities for the employees, either hours worked or time benefits used. The Time region contains the following fields and commands: Next Employee Button - A command button that saves the information entered for the selected employee and enables you to enter information for the next employee in the Selection Results grid. If the selected employee is the last employee in your Selection Results grid, the system will respond with a message. Time Entry Grid - The Time Entry grid is the critical element of the Time region on the Time Entry screen. The grid has column headers for specific days and dates and row headers for the types of time you are entering. Clear Curr Period Button - A command button that zeroes all the time entered for the selected time period. Prev Period Button - A command button that changes the column headings and contents of the Time Entry grid to the values for the previous payroll period. Human Resources 185 Screens
Current Period Button - A command button that changes the column headings and contents of the Time Entry grid to the values for the current payroll period. Next Period Button - A command button that changes the column headings and contents of the Time Entry grid to the values for the next payroll period. Calculate Pay Button - A command button that displays the Calculated Pay window with pay information for the current open pay period, including gross pay, adjustments, and net pay. The Calculated Pay window also contains an Employer-Paid command button that displays the employer-paid adjustments for the job during the current open pay period. Payroll Selection Column Headers The column headers on the Time Entry grid vary as follows: Row Headers If you are entering time, only time worked categories (e.g., REG or OT) appear. If you are entering benefits, only time benefit categories (e.g., SICK or VAC) appear. If you are entering benefits, only those time benefits for which you are eligible (based on information in the Benefits Selection window) appear. For example, if the employee holds a part-time position for which there is no vacation benefit, and then VAC will not appear as a column header. The row headers on the Time Entry grid vary with the time period for which you are entering or viewing time. Initially, they display the first day of the pay period you specified in Payroll Startup or the dates you last specified in the Payroll Startup window. You can change the days and dates that appear on the grid by using the vertical scrollbars or by clicking on a button to display a different pay period. Time The time area of the grid is the data entry location. Enter time according to the following guidelines: Enter time in the REG column if hours worked are to be compensated at straight time. Enter time in the OT column if hours worked are to be compensated at an overtime (bias) rate (e.g., a bias rate of 1.5). Enter time in the UNDR column if the employee is to be penalized for a shortage in hours worked. Check with your Payroll Director to determine if your institution tracks undertime. Enter time as hours or as decimal fractions of hours. Enter or change data for a previous payroll if you need to correct errors. If you do correct errors, you must rerun the payroll for the employee for whom the error occurred. Total hours accumulate under the time column headings so you can verify the values you enter against control totals. Example: If the employee works 10 hours and should receive overtime pay for 2 of the 10, and then enter 8 in the REG column and 2 in the OT column. (Blank space) Screens 186 Human Resources
Grid space that is not occupied when only a few types of time (e.g., REG and OT) appear on the grid. Human Resources 187 Screens
W-2 Review Screen Purpose Access Contents The W-2 Review screen displays the contents of the w2_rec for a selected reporting period so the values can be reviewed and edited. Edits might be required if your database was not completely up-to-date when the W-2 Build process was run to create the records. Access the W-2 Review screen by selecting Payroll from the menu bar, and then selecting W-2 Review/Update. The W-2 Review screen contains the following regions: W2 Tab Other Tab Employee List In addition, the W-2 Review screen contains a dropdown list labeled Report Periods. All the reporting periods that are represented in your W-2 records show in the list. You can select any of them for review or editing. Processing W-2 Information W2 Tab - W2 Review Screen The W2 Tab region of the W-2 Review screen contains all the fields that appear on the W-2 form. When an employee is selected from the Employee List grid at the bottom of the screen, his/her information fills both the W2 tab and the Other tab. Edit this information as required in Add, Update, or Delete mode. Note that Delete mode will remove the w2_rec for the selected employee. Other Tab Employee List Other Tab - W2 Review Screen The Other Tab region of the W-2 Review screen contains all the fields that are reported to the IRS, but are not required for the employee s printed W-2 forms. W2 Tab Employee List Employee List - W2 Review Screen The Employee List region of the W-2 Review screen displays a list of all the employees for whom payroll information exists for the selected payroll reporting period, along with selected income and withholding information about the employees. When you select an individual employee from the Screens 188 Human Resources
list, his/her information fills the fields in the W2 and Other tabs and can be edited as required. The list grid includes the following columns: Last Name/First Name/Middle Name - The employee s name as shown in the Social Security name fields on the Employee Information screen. ID No - ID number for the employee as it exists in the CX database. SSN - The employee s social security number. Wages - The employee s earnings subject to federal withholding taxes for the designated period. Fed W/H - The federal income taxes withheld from the employee s wages for the designated period. SS Wages - The employee s earnings subject to social security withholdings for the designated period. SS W/H - The amount of social security withheld from the employee s wages for the designated period. Medicare Wages - The employee s earnings subject to medicare withholdings for the designated period. Medicare W/H - The amount of medicare withheld from the employee s wages for the designated period. W2 Tab Other Tab Human Resources 189 Screens
Work Experience Screen Purpose Access Contents The Work Experience screen displays information about an employee s background and previous employment. The screen features a text region where you can record an unlimited number of comments. Use the Work Experience screen for employment experience with other employers. To track employment history at your institution, use the Events screen and the Job Assignment screen. Access the Work Experience screen from the Main screen by selecting Demographics from the menu bar, and then clicking on Work Experience from the list that appears. You can also access this screen from the Employee Information screen. The Work Experience screen contains regions that maintain the following types of information: ID Information Experience Work Experience List Secondary Tab Maintaining Experience Information ID Information - Work Experience Screen The ID Information region identifies the key information about an employee so you can ensure that you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature. The ID Information region contains the following fields: ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database. Name - The name of the employee, in the format Last, First Middle (Smith, Mary Jo). You can enter an unlimited number of middle names. SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed. ID Lookup Button - A command button that displays the ID Lookup screen. Experience Work Experience List Secondary Tab Performing a Query in Human Resources Administration Screens 190 Human Resources
Work Experience - Work Experience Screen The Experience region of the Work Experience screen enables you to view and enter information about an employee s work background. The name of any previous employer does not need to be included in your database. The Experience region contains the following fields: Employer - The name of the organization, company, or institution where the employee worked. Since the organization typically will not have an ID record on your database, no querying feature is attached to this field. Position Held - The employee s title or position with the specified employer. Start Date - The date (mm/dd/yyyy) on which the employee began employment at the specified position. Click on the arrow next to the field to view a calendar from which you can select a date. End Date - The date (mm/dd/yyyy) on which the employee ended employment at the specified position. Click on the arrow next to the field to view a calendar from which you can select a date. Comments - Text about the employee s professional or work background. To enter comments, click in the field and then type the information. You can use the standard cut, copy, and paste commands available in Windows. ID Information Work Experience List Secondary Tab Using the Calendar in Human Resources Administration Work Experience List - Work Experience Screen The Work Experience List enables you to view and select information about the employee s previous employment. You can track as many previous employers and work experiences as desired. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Work Experience region in the top part of the screen. Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Work Experience of the screen. The grid does not appear under the following circumstances: If you have not yet queried and selected an employee ID If the selected ID does not have associated prior work experience information The Work Experience List contains the following columns: Employer - The name of the organization, company, or institution where the employee worked. Since the organization typically will not have an ID record on your database, no querying feature is attached to this field. Position Held - The employee s title or position with the specified employer. Start Date - The date (mm/dd/yyyy) on which the employee began employment at the specified position. End Date - The date (mm/dd/yyyy) on which the employee ended employment at the specified position. Human Resources 191 Screens
ID Information Experience Secondary Tab Using Grids Secondary Tab - Work Experience Screen The secondary tab of the Work Experience screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution. Most of the information on this tab resides in your database in the workexp_rec. Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration Screens 192 Human Resources
SECTION 3 - WORKING WITH POSITIONS, JOBS, AND COMPENSATION PLANS Introduction Overview Positions, jobs, and compensation plans are closely related in HR. Positions are the basis on which all jobs are created, and are required for all salary processing. Compensation plans are an optional way to compensate employees; if used, they are also dependent on positions. The position serves as the means by which the plan is associated with the employee. Positions are extremely flexible in HR. Depending on your needs and setup, you can create an individual position for each employee (e.g., Dean of Students or Administrative Assistant - Anthropology Department), or you can create group positions under which many employees may work (e.g., student cafeteria workers). You can fund positions from one or more general ledger account, and you can fund either positions or the individual jobs that are part of each position. For example, if you create a position for Security Guard, there may be several individuals under that position, and depending on the campus to which they are assigned, the funding for various guards salaries may differ. You can also assign benefits to positions so that any individual who assumes a job under that position will receive those benefits. In the above example, if you assign benefits to the Security Guard position and forty people hold security jobs, each of the forty can automatically be associated with the benefits you assigned. However, if desired, you can also override the automatic assignment of benefits. If you are using compensation plans, they also can be assigned at the position level. Then, the salary or wage of any employee working under the position would be governed by the associated plan. Qualifications are another optional aspect of positions. When positions are created, you can associate them with one or more qualifications. Later, when an open job exists under that position, the associated qualifications will be the criteria by which a candidate can be screened for the opening. Each position in HR is identified by a Position Control Number. These numbers are typically (but do not need to be) unique for each position. What is a Position? A means of grouping one or more jobs. One or more positions make up a single classification, and a single position can have one or more jobs. For example, positions might include English professor, Biology instructor, secretary, or Dean. What is a Job? A single employment slot that can be part-time or full-time. More than one individual can occupy a single job. For example, jobs might include secretary for the Science department or adjunct faculty member in the Business department. To accommodate part-time employees or student workers, your institution may have more than one person holding a single job. Each person will have his/her own Job record and must be entered separately. Human Resources 193 Positions, Jobs, and Compensation Plans
What are PCN Numbers? PCN numbers, or Position Control Numbers, are unique identifiers for positions. Your institution s PCNs can contain one or more segments, and each segment can have a specific institutiondefined length. You control the structure of your Position Control Numbers in macros/user/hr. Creating a Position Human Resources Administration tracks the employment positions at your institution with position control numbers (PCNs). All your positions must have unique position numbers, and you must create a different position for each benefit package or compensation plan you assign to the positions. For example, if two administrative assistant jobs exist and each has different benefits available to it, you must create two administrative assistant positions. You may assign different pay rates to each job within the same position, using the Job Assignment screen; however, if you want to use compensation plans, all the jobs within one position must use the same plan. Likewise, if funding for two jobs differs, and then you must set up two different positions to reflect the different funding. To create a new position: 1. Access the Position Management screen. 2. Click Add. The screen changes to Add status. 3. Enter all the information about the position in the Position region, and then click Commit. The program confirms that you want to save the information you entered. 4. Click OK. The program adds the position to the database. 5. Add accounting information on the Position Funding screen, qualifications on the Qualifications window that overlays the grid region of the Position screen, and, if desired, assign benefits and/or a compensation plan for the position, using other screens in Human Resources. Tips for Creating a Position Human Resources Processing Flow Tips for Creating a Position When you create a new position, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. You can create one position that consists of multiple jobs. For example, you can create a position for maintenance workers, and then assign ten workers to that position. Each of the ten workers would hold a unique job (i.e., ten jobs would exist), but they would all have the same position. If any differences exist between the jobs within a position, you must create one or more new positions. For example, if two jobs are functionally similar (e.g., administrative assistant), but are funded differently (e.g., one is charged to the Science department, while the other is charged to the Fine Arts department), each job must be a separate position. After you create a position, you must provide funding information for it, designating the expense account associated with the position. Positions, Jobs, and Compensation Plans 194 Human Resources
Funding a Position For every position you create, you can assign an unlimited number of qualifications. If you enter qualifications for a position and then make the position an open job, the qualifications for the position become the qualifications for the open job. For every position you create, you can assign default benefits and a compensation plan. These assignments are optional. You can define default benefits only if the Configuration table entry for HR_USE_DEFAULT_BENPLAN is defined with a value of Y. After you create a position, you must designate the account(s) to which to charge the expenses associated with the position. To fund a position: 1. Access the Position Funding screen. 2. Click Add. The screen changes to Add status. 3. Enter all the accounting information about the position in the Funding for Position region, and then click Commit. The program confirms that you want to save the information you entered. 4. Click OK. The program adds the position funding information to the database. At this point, you can either associate benefits with the position, or hire an employee to work in the position. Tips for Funding a Position or Job Human Resources Processing Flow Tips for Funding a Position or Job When you enter funding information for a position or job, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. The Account field contains the segments your institution has set up for use in the general ledger. The standard Jenzabar CX account number is four separate segments (Fund, Function, Object, and Subfund) approved by NACUBO (National Association of College and University Business Officers). Your institution may use other segments as its account number. You must specify at least one Overflow account for each position or job. When you allocate the cost of the position across two or more accounts, any rounding differences are charged to the Overflow account. The Overflow account must be a Percentage, not a Dollar type. You may have a combination of Percentage and Dollar types. If you have both types, the program allocates position costs to the Dollar types first, and then allocates the remainder according to your specified percentages. Every Flat amount (Dollar type) must have a Priority (i.e., a sequence number that provides the order in which accounts are charged for the position). The Priority is meaningless for Percentage type accounts. Human Resources 195 Positions, Jobs, and Compensation Plans
If positions or jobs are functionally similar, but require different funding, you must establish different positions. For example, if two secretarial jobs exist but each is funded from a different department, each of the jobs must be set up as a separate position. Assigning Benefits to a Position After you create and fund a position, you can define the default benefits to associate with the position (alternatively, you can assign a compensation plan to the position if you have not already done so). Note that you can, if desired, override the default benefits for individual employees. To assign benefits to a position: 1. Ensure you have defined institution-wide default benefits in the Benefit Plan table, if you intend to use them. 2. Access the Position Management screen, query the desired position, and then click Benefits. The Benefits Selection window appears. Benefits selected in the Benefit Plan table appear as defaults on the right side of the window and the required benefits (based on entries in the Benefit Plan table) display with a preceding asterisk (*). 3. Customize the benefits you want to assign to the position by highlighting them in the windows and adding or removing them as needed. You can either select the benefits individually, or select all the benefits in the group (either Time- or Cash-type). 4. When you have selected all the desired default benefits, click OK. Note that you can override the required benefits if desired; the system will warn you if you remove a required benefit. Tips for Assigning Benefits to a Position Funding a Position Tips for Assigning Benefits to a Position When you assign benefits to a position, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. You must first create the benefits within Human Resources Maintenance. To create time benefits, you define the type of time in the Time table and designate it as a benefit. To create cash benefits, you define the benefit in the Adjustments table and set the Benefit (Y/N) flag to Y. To create a set of institution-wide default benefits, you must set the Configuration table value of HR_USE_DEFAULT_BENPLAN to Y, and you must make entries in the Benefit Plan table in HR Maintenance. Benefits can be either employer- or employee-paid. Assigning Default Benefits to a Position With the appropriate setup, you can define a set of benefits that are automatically associated with every newly created position. To assign default benefits to a position: 1. Within Human Resources Maintenance, create entries in the Benefit Plan table. These Positions, Jobs, and Compensation Plans 196 Human Resources
entries define the defaults you want to associate with most, if not all, the positions at your institution. 2. In the Configuration table (config_table), create an entry under the product name HR for HR_USE_DEFAULT_BENPLAN, setting the value to Y. 3. Create a new position on the Position Management screen. When you commit the new position to the database, the system prompts you Associate default benefits with this position? When you respond by clicking Yes, the system displays the message, Default benefits have been associated with this position. Use the Benefits button on the Position Management screen to modify benefit selections. 4. Click OK. You can then click Benefits to view the default benefits and to customize them as desired for the position. Notes: All the benefits associated with positions are automatically associated with employees who hold those positions. If desired you can associate a default set of adjustments with positions, via their pay groups. Use the Payroll table in Human Resources Maintenance to access the Default Adjustments table. Creating a Compensation Plan Before you can create compensation plans, you must first define the codes for the plans in the Compensation Plan table and decide if the codes represent step/level or range plans. Ranges designate low and high ends of pay amounts, while step/levels relate an exact pay amount to a specific grade. To create a compensation plan: 1. Set up the code in the Compensation Plan table. 2. Is the plan a step/level or range type? If step/level, access the Step/Level Compensation Plans screen. If range, access the Range Compensation Plans screen. 3. Click Add. The screen changes to Add status. 4. Enter the information about the plan, and then click Commit. The plan appears on the Plan Records region at the bottom of the screen and is available for use. Using Compensation Plans Assigning a Compensation Plan to a Position Assigning a Compensation Plan to an Employee Example of a Step/Level Plan Setup Assume your institution has a step/level plan called MAINT with the following steps and levels. Human Resources 197 Positions, Jobs, and Compensation Plans
When Jane Doe, a new employee with no experience, accepts the groundskeeper position, you would specify Step1/Level 1 on her Compensation screen. You would not need to specify a dollar amount, as the above table entries would translate her step and level to $8.00 per hour. Assigning a Compensation Plan to a Position After you create and fund a position, you can assign a compensation plan to the position (alternatively, you can assign benefits to the position if you have not already done so). The compensation plan defines ranges and specific dollar amounts of pay you can link to positions. To assign a compensation plan to a position: 1. Set up the plan name in the Compensation Plan table screen in Human Resources Maintenance, and then create the compensation plan on one of the compensation plan screens in Human Resources Administration. You will use either the Compensation Plan - Range screen or the Compensation Plan - Step/Level screen, depending on what type of plan you create. 2. Access the Position Management screen and enter the plan name in the Compensation Plan field. Assigning a Compensation Plan to an Employee Assigning Benefits to a Position Funding a Position Directly Assigning an Employee to a Job Human Resources Processing Flow Assigning Qualifications to Positions, Open Jobs, or Job Applicants After you create and fund a position, you can define the qualifications required for the position. Qualifications can include skills or abilities, but may also include such criteria as number of years experience or ability to travel. When a position becomes an open job, the qualifications associated with the position become the default qualifications for the opening; you can override the defaults if desired. You can also specify qualifications possessed by job applicants. The system identifies the most suitable job applicants for open jobs based on the matching of qualifications. Positions, Jobs, and Compensation Plans 198 Human Resources
To assign qualifications to a position, open job, or job applicant: 1. Access the Qualifications Selection window in one of the following ways: Click the Qualifications button on the Position Management screen. Click the Qualifications button on the Open Jobs screen. Click the Qualifications tab on the Applicants screen. 2. Select the qualification you want to assign to the position, open job, or applicant by highlighting them in the Available Qualification area. You can either select the qualifications individually, or select all of them. The qualification names move from the Available side to the Selected side. 3. When you have selected all the desired qualifications, click OK. Note that you can override the position qualifications at the job level if desired. Human Resources 199 Positions, Jobs, and Compensation Plans
SECTION 4 - WORKING WITH OPEN JOBS AND APPLICANTS Overview Introduction After positions exist in your CX database, you can hire, or assign, individuals to those positions. Although not required, you can use the open job/applicant matching process to locate the best candidate for an opening. Identifying Open Jobs An open job is a job for which there is currently no employee. All open jobs must have already been defined as positions using the Position Management screen. To create an open job: 1. Access the Open Jobs screen. 2. Select Add. The PCN Lookup window appears. 3. Query to display the desired position, highlight it in the grid, and then click OK. The system removes the PCN Lookup window from your display, and the Job Openings screen appears, still in Add status. 4. Enter information about the open job, and then click Commit. Note that the Qualifications button is active after you commit your changes, and the Job Openings screen goes to Ready status. 5. Click Qualifications to add as many codes as desired to identify the requirements for the open job. When you are finished, click OK, and then confirm that you want to save the information entered. Tips for Identifying Open Jobs Creating a Position Hiring Employees from an Applicant Pool Tips for Identifying Open Jobs When you identify open jobs, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. The system creates a job record (job_rec) for the open job. In place of an actual ID number in the record, however, a zero is inserted as the ID of the individual who occupies the job. When the job is filled, the system substitutes the actual employee ID for the zero in the open job record. The qualifications you enter for the open job control how the system will retrieve job applicants who might fill the job. You can require a perfect match, allow for a partial match, or retrieve a list of all applicants regardless of their qualifications. Human Resources 201 Open Jobs and Applicants
Funding a Job The costs associated with a job can be assigned to your general ledger accounts in one of two ways: either at the position level, or at the job level. If the costs associated with a position always are charged to the same account(s), you can minimize your setup effort by funding at the position level. An added benefit is the ability to do all the position setup at one time, without waiting to assign jobs to complete the funding aspect of setup. If, however, you set up group positions that may encompass jobs in a variety of cost centers (e.g., a position of Adjunct Faculty under which multiple jobs in different departments may exist), and then funding at the job level is the best option. To fund a job: 1. Access the Job Assignment screen and assign an employee to a job or retrieve the employee and job assignment information that resulted from hiring an applicant. 2. Click Funding, the option button in the lower right corner of the screen. The Job Funding screen appears in Ready status. 3. Enter all the accounting information about the job in the Funding for Assignment region, and then click Commit. The program confirms that you want to save the information you entered. 4. Click OK. The program adds the job funding information to the database. At this point, you can either close the screen or click Jobs to return to the Job Assignment screen. Tips for Funding a Position or Job Performing a Query in Human Resources Administration Human Resources Processing Flow Tracking Applicants Tracking job applicants includes adding, updating, or verifying demographic, address, and application information, identifying the applicants' qualifications, corresponding with the applicants, and selecting the most qualified applicant for an open job. To add applicant information: 1. Access the Applicants screen. The screen appears in Ready status, with the Personal tab on top. 2. Select Add. The screen changes to Add status. 3. Enter all known information on each of the tabs. Although not required, it is easiest to click through the tabs in succession to ensure you do not omit any of the tabs. 4. When you are finished, click Commit. The screen saves your data and changes to Ready status. Searching for an Existing Applicant: When you add applicant information for the first time, consider that you may already have an ID on your database for the applicant. If such an ID exists, information associated with the ID (e.g., education information, address, phone number, etc.) may also exist on the database and be usable in the applicant tracking process. To determine if an ID already exists for your applicant: 1. Enter the applicant's name and social security number (if known) on the Personal tab. 2. Open the Application tab and click ID Lookup. The system will execute a search of the database, using the name and social security number of the applicant. Open Jobs and Applicants 202 Human Resources
3. Is a match found? If no match is located, start at step 3 of the procedure above. If a match is located, click Auto Fill to use the database information to populate all the applicant's records (including, for example, profile, education, skills, work experience, and images). You can then review the information and add to it as required for the current applicant situation. 4. When you are finished, click Commit. The screen saves your data and changes to Ready status. To verify applicant information: Locate the applicant's name in the Name/Qualification grid and highlight the name. The current information about the selected applicant fills the screen. To update applicant information: Locate the applicant's name in the Name/Qualification grid, highlight the name, and then click Update. The current information about the applicant fills the screen, and you can update it as required. Tips for Adding Applicants to the Applicant Pool Tips for Adding Applicants to the Applicant Pool When you add applicants through the Applicants screen, note: Maintaining EEO Statistics Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. In Human Resources, all applicant information is maintained in an applicant record (hrapp_rec) to minimize the number of ID records on your database. The list of applicants' names that appears in the Applicants region of the screen is dependent on the open job that is highlighted and the level of qualification you require. For example, if you enter an applicant who has one of the qualifications required for the highlighted job, that applicant will appear on the list if either the All or Partial Qual. options are selected. However, if the Qualified option is selected, only those applicants who match all the qualifications for the open job are listed. In Human Resources Administration, you can enter statistical information for EEO reporting in two ways: By responding to prompts on the Applicants screen when you are entering applicant information or hiring an applicant for a job By using the EEO Statistics screen The Applicants screen prompts offer the convenience of occurring automatically when you commit data to the database, but may not always be usable because of an inability to associate demographic information with a particular applicant. The EEO Statistics screen enables you to select an open job and to then enter demographic information about an unnamed applicant for that job. This screen also enables you to view the demographic composition of your applicant pool for any open job. To enter EEO statistics using the Applicants screen: Human Resources 203 Open Jobs and Applicants
1. Before you begin, make sure your Configuration table contains the following entry: Parameter: Enable EEO data collection Value: Y 2. Access the Applicants screen, and then select Add. The screen changes to Add status. 3. Enter all the information you have about an applicant, including name, address, positions applied for, and qualifications, and then commit your changes. The system displays the EEO Information pop-up window. 4. Enter the sex, ethnic, and veteran information for the applicant, and then click OK. If you have not entered complete information (i.e., you have left one or more of the fields blank), the system prompts you to confirm that was your intent. If you select No, the EEO Information pop-up window reappears so you can add more information. If you select Yes, the system adds the applicant and all related information to the database. To enter EEO statistics using the EEO Statistics screen: You can enter EEO statistics at any time using the EEO Statistics screen. To use the screen, you must first know the job for which the applicant applied, and you must have the applicant's demographic data. It is not necessary to know anything at all about the applicant's identity. To use the EEO Statistics screen to enter EEO Statistics: 1. Access the EEO Statistics screen. Note that, when you first access the screen, no command icons are active. 2. In the EEO Information region, click the option for Specific Open Job. The Position Control Number field becomes active. 3. Enter the PCN for which you want to enter data, and then select Add. The EEO Statistics region becomes active. 4. Select the appropriate values, using the dropdown boxes, and then commit your changes. The right side of the Statistical Information region displays updated numbers showing the count of individuals with the same demographics who have applied for the job. Important: Strict laws prohibit the association of EEO data with individual applicants. Therefore, if you enter the EEO information in the EEO pop-up window at the time you enter your applicant information, note that you will not have another opportunity to enter more EEO data about the applicant, nor can you update this information. After you commit any EEO information to the database, it is immediately disassociated with the applicant to whom it was originally related. Hiring Employees In Human Resources Administration, you can hire employees in two ways: You can assign a specific, identified person to a particular position using the Job Assignment screen. You can locate a qualified applicant for an open position using the Applicants screen. Hiring Employees from an Applicant Pool The ability to hire an employee from an applicant pool has two prerequisites: You must enter the employee into the pool using the Applicants screen. You must select the job for which the employee is hired from the list of open jobs, as defined in the Job Openings screen. To hire an employee from an applicant pool: 1. Access the Applicants screen. Open Jobs and Applicants 204 Human Resources
2. In the Open Positions region, locate and highlight the job for which you want to hire an applicant. 3. Choose the qualification level you need. If you want the qualifications for the job to match the applicants' qualification exactly, select Qualified. If you require a match on only one or two qualifications, select Partial Qual. If you want to see the entire list of applicants on file, select All. The program responds to your selection criteria automatically. 4. Select the desired applicant from the list, and then select Hire. Tips for Hiring Applicants from an Applicant Pool Identifying Open Jobs Assigning an Employee to a Job Tips for Hiring Applicants from an Applicant Pool When you hire applicants using the Applicants screen, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. The system automatically creates an employment record (hremp_rec) for the new hire if none exists. The system will prompt you to verify whether an ID and Profile record already exist for the new hire. If these records already exist, the system will prompt you to either accept the information in the existing records or to overwrite it with information in the applicant record. Human Resources 205 Open Jobs and Applicants
Overview SECTION 5 - WORKING WITH EMPLOYEES Introduction Working with employees includes tracking a variety of demographic data about them and ensuring their benefits are defined correctly. Depending on the policies at your institution, it may also include placing the individual directly into a job, bypassing HR Administration s applicant/open job matching feature. Directly Assigning an Employee to a Job Although the most common method for associating a person with a position is through the applicant hiring process, you can also use the direct method of creating a position and linking an ID to the position to create a job. Under this approach, you do not use either the Open Jobs screen or the Applicants screen. In fact, if a position has already been used to set up an open job on the Open Jobs screen and you then hire a person into the position using the direct method, the open job will continue to exist. For example, assume that, under Position Control Number 110110, you create an open job of Cook using the Open Jobs screen. The open job appears on both the Open Jobs screen and on the Applicants screen. Further assume you use the Job Assignment screen to place an employee into the Cook job. When you return to the Open Jobs screen or the Applicants screen, the open job of Cook will remain. To associate a person to a job using the direct method: 1. Access the Job Assignment screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the employee has no other positions at the institution, the system displays the message No job assignment information available. 3. Click Add. The Position Control Number Lookup window appears. 4. Enter search criteria for the position to which you want to assign the employee, and then click Query. Positions meeting your search criteria appear in the PCN Lookup Grid region. 5. Click on the desired position, and then click OK. The Position Control Number Lookup window disappears, and the selected position appears on the Job Assignment screen. The default Pay Cycle appears on the screen. 6. Enter the schedule for the job, and add other information as desired. 7. Click Commit to save the information. Tracking Personnel Events Human Resources Processing Flow Assigning a Compensation Plan to an Employee The wages of any employee in a position linked to a compensation plan are governed by the plan. For example, if an employee is hired as a maintenance worker and maintenance workers are under Compensation Plan MAINT, the wage amounts for which the employee is eligible are controlled within the MAINT plan. Since compensation plans are linked to positions and not directly to employees, you do not have to associate an employee with a compensation plan. Human Resources 207 Employees
For employees in positions associated with step/level compensation plans, you must specify the step and level appropriate for the employee on the Compensation screen. You do not assign compensation; rather, the system uses the values defined for the plan to determine the employees compensation amounts automatically. If your institution uses range compensation plans, no direct link exists between the employee and the plan. The range in the plan provides an edit check when you compensate the employee, flagging amounts that are outside the range. Example of a Step/Level Plan Setup Step/Level Compensation Plans screen Assigning a Compensation Plan to a Position Tracking Personnel Events Whenever an employee status changes, you record the change on the Events window. A status change can include, for example, hiring, termination, starting pay at a specific rate, ending pay at a specific rate, or suspensions. To track a personnel event: 1. Access the Employee Information screen, and then click Events. The Events screen appears. 2. Click Add Event. The cursor moves to the Event Code field. 3. Click the arrow next to the field, and then select an event from the drop-down box. 4. If desired, change the event date and enter comments, and then click OK to save the information. Tips for Tracking Personnel Events Adding Employee Information Updating Employee Information Human Resources Processing Flow Tips for Tracking Personnel Events When you enter personnel tracking information in the Events window, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. The Event Code field must contain a previously defined type of event. The combination of the Event Code and the Event Date must be unique. Updating Employee Information The Employee Information screen, as the default screen in Human Resources Administration, is essential to the maintenance of employee information. For example, if an employee moves, this screen enables you to record the change of address. In addition, from the Employee Information screen, you can access a variety of other screens that track specific types of personnel information (e.g., experience, education, and skills). Employees 208 Human Resources
To update employee information: 1. Access the Employee Information screen. 2. If the ID, name, and social security number of the individual do not appear in the ID region, query to retrieve his/her records. If the individual already exists as an employee at your institution, his/her information fills the screen; if the individual has never been an employee, the system displays a dialog box with the message Would you like to add <ID> as an employee?. Click Yes to continue; if you click No, the system will not permit you to perform maintenance on the individual s information since he/she is not an employee. 3. Click Update, and then enter changes as desired. 4. When your changes are complete, click Commit to save the information. Note: You can also add employees directly through this screen, bypassing the applicant hiring process (an alternative way to add IDs within Human Resources Administration). For more information, see Adding Employee Information. Tracking Personnel Events Maintaining Skill Information Maintaining Education Information Maintaining Emergency Contact Information Maintaining Exam Score Information Maintaining Experience Information Compensating Employees Human Resources Processing Flow Adding Employee Information The Employee Information screen is the primary location for adding, updating, and viewing data about your institution s personnel. Not only is it the first screen displayed when you launch Human Resources Administration, it also provides access to a variety of other screens that track specific types of personnel information (e.g., experience, education, and skills). When you add an employee through this screen, you create an ID record, a Profile record, and an Employee record. In order to be processed within Human Resources, an individual must have all these records. To add employee information: 1. Access the Employee Information screen. 2. Click ID Lookup to execute a query. This step ensures the individual does not already exist on your database and prevents you from adding a duplicate ID. If the individual already exists on your database, see Updating Employee Information. If the individual does not exist on your database, go on to step 3. 3. Click Add, and then enter the employee data as desired. 4. When your changes are complete, click Commit to save the information. 5. Use other Human Resources screens to add more information about the employee. For example, the newly added ID does not have a job assignment, compensation, adjustments, or any demographic information; these items must be added in their respective screens. Human Resources 209 Employees
Directly Assigning an Employee to a Job Tracking Personnel Events Maintaining Skill Information Maintaining Education Information Maintaining Emergency Contact Information Maintaining Exam Score Information Maintaining Experience Information Compensating Employees Human Resources Processing Flow Maintaining Skill Information Although you maintain general personnel data on the Employee Information screen, information about the employee s skills exists on the Skills screen. To maintain skills information: 1. Access the Skills screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no skill information in your database, the system displays the message No Skills information found. 3. Click Add. The screen changes to Add status, and the cursor moves to the Skill Code field in the Skills region. 4. Enter the desired information about the employee. When all the information about the skill is complete, click Commit to save the information. 5. Repeat steps 3 and 4 as needed for multiple skills. Adding Employee Information Updating Employee Information Maintaining Education Information Maintaining Emergency Contact Information Maintaining Exam Score Information Maintaining Experience Information Human Resources Processing Flow Maintaining Education Information Although you maintain general personnel data on the Employee Information screen, you use the Education screen to enter or view specific information about the employee s education background. To add, change, or view education information: 1. Access the Education screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. Information about the employee s education background Employees 210 Human Resources
will appear in the grid at the bottom of the screen, and details about the first institution in the grid will fill the screen. 3. Do you want to add or update education information? If yes, go to step 4. If no, go to step 5. 4. Click Add or Update to enter the desired status, and then enter the information required. Click Commit when you are done. If you want to continue to add or update information, commit your work and then select the desired status again. 5. View the information about the employee s school. To view details about other schools, either use the scroll bar at the bottom of the grid to view more information, or highlight another school in the grid. If you highlight a row in the grid, information about the highlighted institution will appear at the top of the screen. 6. If you want to view details about the institution attended by the employee, click Institution Info. A pop-up window of detail information will appear. Click the X in the upper right corner of the window to remove it from the screen. 7. When you are done viewing education information, close the screen. Adding Employee Information Updating Employee Information Maintaining Skill Information Maintaining Emergency Contact Information Maintaining Exam Score Information Maintaining Experience Information Human Resources Processing Flow Maintaining Emergency Contact Information Although you maintain general personnel data on the Employee Information screen, information about the employee s emergency contacts exists on the Emergency Contacts screen. Use the Emergency Contacts screen to view or maintain emergency contact information for as many contacts as you need. To maintain contact information: 1. Access the Emergency Contacts screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no contact information in your database, the system displays the message No emergency contact found for this person. 3. Click Add. The screen changes to Add status, and the cursor moves to the Name field in the Emergency Contact region. 4. Enter the desired information about the employee s emergency contacts. When all the information about the employee s education is complete, click Commit to save the information. 5. Repeat steps 3 and 4 as needed for multiple contacts. Tips for Maintaining Emergency Contacts Human Resources 211 Employees
Adding Employee Information Updating Employee Information Maintaining Skill Information Maintaining Education Information Maintaining Exam Score Information Maintaining Experience Information Human Resources Processing Flow Tips for Maintaining Emergency Contacts When you enter emergency contact information in the Emergency Contacts screen, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. No ID record is required for an employee s emergency contacts. You can enter multiple emergency contacts. The information is stored in the emerctc_rec in the database. You can enter multiple rows of information about a specific contact if you want to maintain more than one way to reach the contact (e.g., fax, cellular phone, or work number). Maintaining Exam Score Information Although you maintain general personnel data on the Employee Information screen, information about the employee s performance on employment tests exists on the Exam Scores screen. To maintain test score information: 1. Access the Exam Scores screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no contact information in your database, the system displays the message No Testing Information Found. 3. Click Add. The screen changes to Add status, and the cursor moves to the Application Date field in the Exam region. 4. Enter the desired information about the tests the employee has taken or scheduled for employment. When all the information about the employee s test performance or scheduling is complete, click Commit to save the information. 5. Repeat steps 3 and 4 as needed for multiple tests. If desired, you can track multiple tests with the same application and test dates. Adding Employee Information Updating Employee Information Maintaining Skill Information Maintaining Education Information Maintaining Emergency Contact Information Maintaining Experience Information Employees 212 Human Resources
Human Resources Processing Flow Maintaining Experience Information Although you maintain general personnel data on the Employee Information screen, information about the employee s background and related employment exists on the Work Experience screen. To maintain experience information: 1. Access the Work Experience screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no contact information in your database, the system displays the message No Work Experience Records Found. 3. Click Add. The screen changes to Add status, and the cursor moves to the Employer field in the Experience region. 4. Enter the desired information about the experience the employee has obtained in previous employment. Note that the previous employer does not need to have an ID record on the database. 5. When all the information about the employee s background is complete, click Commit to save the information. 6. Repeat steps 3-5 as needed for multiple previous positions and types of experience. Adding Employee Information Updating Employee Information Maintaining Skill Information Maintaining Education Information Maintaining Emergency Contact Information Maintaining Exam Score Information Human Resources Processing Flow Tracking Contacts After an ID has been created for an employee or applicant, you can maintain a record of all correspondence with the individual using contacts. Contacts can provide a mechanism for keeping track of correspondence, as well as automatically trigger the creation of letters using the system s Communications Management application. Note: Before you can track contacts, you must define valid contact codes in the Contact table, and you must have an entry in the Tickler table (a common table maintained from the CX menu) for the HR track. To track contacts: 1. Access the Contacts screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no contact information in your database, the system displays the message No expected contacts were found for this person. If the individual has one or more contacts, the description of the first contact appears in the Contact region. 3. Click Add. The screen changes to Add status, with the cursor in the Tickler field. Human Resources 213 Employees
4. Enter the required information, including: Tickler Status (defaulted as E for Expected) Resource Due Date 5. When all the information about the employee s contacts are complete, click Commit to save the information. Maintaining Alternate Employee Names Some employees may use different names for business or personal reasons, or may have changed their names. Human Resources Administration enables you to track an unlimited number of names for your employees. To maintain alternate names for employees: 1. Access the Other Names screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no name information in your database, the system displays the message No alternate/other names found for this person. If the individual has one or more other names, the information about the first one appears in the Other Name region. 3. Are you updating or adding an alternate name? To update one of the names that currently appears in the Other Names List, make sure it appears in the Other Name region, and then select Update. The screen changes to Update status. To add a new alternate name, select Add. The screen changes to Add status. 4. Enter or update the information as required, and then select Commit. Depending on your preferences, the system may prompt you to confirm your action. 5. If prompted, click Yes. Your changes are saved. Maintaining Other Addresses for Employees You can maintain as many different addresses for employees as you need. For example, you can use HR Administration to track former addresses, e-mail addresses, campus addresses, or addresses that are only used for a particular date range each year. To maintain additional addresses for employees: 1. Access the Other Addresses screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no alternate address information in your database, the system displays the message No alternate/other addresses found for this person. If the individual has one or more other names, the information about the first one appears in the Other Address region. 3. Are you updating or adding an alternate address? To update one of the addresses that currently appears in the Other Addresses List, make sure it appears in the Other Address region, and then select Update. The screen changes to Update status. To add a new alternate address, select Add. The screen changes to Add status. Employees 214 Human Resources
4. Enter or update the information as required, and then select Commit. Depending on your preferences, the system may prompt you to confirm your action. 5. If prompted, click Yes. Your changes are saved. Maintaining Images for Applicants or Employees Images in Human Resources Administration are any type of file that contains information about an applicant or an employee. Images can be document files, Adobe Acrobat files, photos, or even sound clips. With appropriate permissions (e.g., carsprog) you can associate images with applicants (or delete the images) using the Image Management screen,. All Human Resources users can open a previously associated image using the Select Image window. When you access an image and associate it with an applicant or employee, the HR Administration application copies the image from its original location and places it in the database in an HR Image record (hrimage_rec). Later, when you are working with the individual with whom the image is associated and you access his/her images, they automatically open using the application on your PC that is designed to work with the image s file type. For example, if you obtain a resume via e-mail that was created in Microsoft Word, you can associate it with the applicant to whom it belongs. The system will store the resume in an hrimage_rec. When you select the applicant and then select the resume, Microsoft Word will open, and the resume will display. Similarly, a graphics file may open in your Paint program. Applicant Images To open an image for an applicant: 1. Access the Applicants screen. 2. Either click on the image icon on the toolbar or click Image in the More Information region of the Personal tab. The Select Image window appears. 3. Do one of the following: In the grid, double-click the row for the image you want to open. In the grid, highlight the row for the image you want to open, and then click OK. The image opens using the program on your PC that is designed to recognize and open the file type associated with the image. To add an image for an applicant: 1. Access the Applicants screen. 2. Either click on the image icon on the toolbar or click Image in the More Information region of the Personal tab. The Select Image window appears. 3. Click Manage Images. The Image Management screen opens. 4. Click Add. The Image Management screen changes to Add status. 5. Select an image class for the image you want to add. Image classes are descriptive codes that reflect what type of file the original image represents (e.g., Document, Bitmaps, or Sound, or perhaps doc, bmp or wav to represent the type of files). 6. Enter a description that describes the specific image you are adding. For example, if you are adding a resume, you may want to describe it as resume received via email and associate it with a Document image class. 7. Change the date if you want to override the current date as the date the image was added, and then click Get Image. A Find dialog box appears. 8. Move your cursor to the lower left corner of the dialog box and clock the dropdown arrow. A list of all your network drives appears, as well as any network server locations defined in Human Resources 215 Employees
you Configuration table. 9. Select the correct network (or PC hard drive or floppy disk) location for the image, and then move your cursor to the list to the right. Select the image from the list. 10. Click one of the following two options: Image Location to store only a reference to the image location in your database. This method of storage saves space in your database, but requires you to keep your images in an unchanging location so they can be found and retrieved later. Copy of Image to store an exact copy of the image in your database. This method places the image into the hrimages_blob while also retaining it in its original location. 11. Click OK. The Image Management screen appears, and one of the following two items appears in the field next to the Get Images button: The path to the image (if you selected Image Location on the Find dialog box. The file name of the image (if you selected Copy of Image on the Find dialog box. 12. Select Commit to save the information. The program saves the image (or the path to the image) in your database and the information you entered about the image will appear in the grid in the Image List region. Employee Images To open an image for an employee: 1. Access any screen that contains employee information (e.g., Employee Information, Skills, Education, Job Assignment, etc.). 2. Click on the image icon on the toolbar. The Select Image window appears. Either doubleclick on the row containing the image you want to open, or click on the row and then click OK. The image will open within the appropriate PC application To add an image for an employee: 1. Access any screen that contains employee information (e.g., Employee Information, Skills, Education, Job Assignment, etc.). 2. Click on the image icon on the toolbar. The Select Image window appears. 3. Click Manage Images. The Image Management screen opens. 4. Click Add. The Image Management screen changes to Add status. 5. Select an image class for the image you want to add. Image classes are descriptive codes that reflect what type of file the original image represents (e.g.,.doc for Microsoft Word files,.txt for ASCII text, or.bmp for graphical bitmaps). 6. Enter a description that describes the specific image you are adding. For example, if you are adding a.bmp employee photo, you may want to describe it as employee photo, front view. 7. Change the date if you want to override the current date as the date the image was added, and then click Commit. The program saves the image in your database and the information you entered about the image will appear in the grid in the Image List region. Note: Depending on the size of the image you are associating with the employee, the commit process may take a few seconds to complete. Maintaining Constituent Information You can enter or view constituency information for any employee. Since many employees may be donors for your institution (whether as friends, parents, or alumni), your Development or Employees 216 Human Resources
Institutional Advancement office can use this type of Human Resource information in its fundraising campaigns. To enter constituent information: 1. Access the Constituent Status screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no constituent information in your database, the system displays the message No Constituency Status information found for this person. If the individual has more than one type of relationship with the institution (e.g., the employee is both a friend and an alumni), the description of the first relationship shown in the grid appears in the Constituent Status region. 3. Click Add. The screen changes to Add status, and the current date appears as a default for the Begin Date for the status in the Constituent Status region. 4. Enter the required information, as well as optional information if desired. For the Constituent Status screen, the only required field is the Constituent Status code. When you are done, click Commit to save the information. 5. Repeat steps 3-4 as needed for other constituent statuses. Maintaining Event Information Events are milestones or major occurrences in the employee's relationship with your institution. For example, events might include hiring, probation, grievance filings, promotions, sabbatical, personal leave, and retirement. To maintain event information: 1. From any HR Administration screen, click the Events icon on the toolbar. The Events screen displays, with a title reflecting the name of the screen you were using when you clicked the icon (e.g., Deductions/Allowances/Fringes Events or Job Assignment Events). 2. Select the desired Event Group in the Events region. If desired, you can view all valid events by placing a check in the Select from All Event Groups checkbox. If you do not check the checkbox, only those events linked to the screen through the Event Groups table will be available. 3. Click Add. The screen changes to Add status. 4. Select the desired Event Code in the Event Information region, and specify an Event Date. If desired, enter a comment about the event. If the event is linked to a contact resource code in the Events table, information about the contact will appear in the Event Contact subregion. 5. Click Commit. The screen changes to Ready status and the newly added event displays in the Events grid. Corresponding With Employees and Applicants You can use either of the following methods for corresponding with employees or applicants. Note you can send e-mail not only to employees and applicants, but also to emergency contacts. Sending E-Mail Send e-mail Send letters From most screens in Human Resources Administration, you can send e-mail to one of the following: Human Resources 217 Employees
Applicants Employees Emergency contacts for employees The system determines whether you intend to send e-mail to an applicant, an employee, or an emergency contact based on the screen from which you execute the E-Mail command. On some screens (e.g., Position or Payroll Management), it is not possible to send e-mail because there is no actively selected individual. When it is possible to send e-mail, this icon will be active on the toolbar: E-Mail to Applicants E-mail addresses for applicants are stored on the Address tab of the Applicants screen. You can keep a single address for each applicant. To send e-mail to an applicant: 1. Access the Applicants screen. 2. Either click on the e-mail icon or select File, and then E-Mail. Your e-mail program will launch automatically, entering the applicant s e-mail address in the To: field. E-Mail to Employees E-mail addresses for employees are stored on the Other Address screen. An employee can have an unlimited number of e-mail addresses; the Human Resources application recognizes an address to be for e-mail by the presence of a Y in the email field of the Alternate Address table. To send e-mail to an employee: 1. Access any screen that contains employee information (e.g., Employee Information, Skills, Education, Job Assignment, etc.). 2. Either click on the e-mail icon or select File, and then E-Mail. If the employee has multiple e-mail addresses, the Select E-Mail Address window will appear. Either double-click on the row containing the address you want to use, or click on the row and then click OK. Your e- mail program will launch automatically, entering the applicant s e-mail address in the To: field. Note: If the employee has no e-mail address, the system will display a message; if the employee has only one e-mail address, the system will launch your e-mail program automatically without displaying the Select E-Mail Address window. E-Mail to Emergency Contacts Like applicants, emergency contacts for employees can have a single e-mail address. Human Resources Administration stores the address on the Emergency Contacts screen. To send e-mail to an emergency contact: 1. Access the Emergency Contacts screen. 2. Either click on the e-mail icon or select File, and then E-Mail. Your e-mail program will launch automatically, entering the contact s e-mail address in the To: field. Employees 218 Human Resources
SECTION 6 - WORKING WITH SALARIES, WAGES, AND PAYROLLS Overview Introduction HR Administration can accommodate a wide range of salary, wage, and payroll issues, including the following: Varying pay schedules Hourly vs. salaried workers Shift differentials Contracts Compensation plans Overtime and undertime Overload positions Compensating Employees Temporary and/or bonus pay After you hire an applicant or assign an employee to a job, you can enter wage information for the employee. Even if an employee is on leave and is not receiving pay, every employee must have the information that is entered on this screen in the database to enable Human Resources Administration to work correctly. Wage information can be hourly or salaried, and can be base pay, temporary pay, or bonus pay. Every employee must have base pay for every job held, even if the base pay amount is zero. To compensate an employee: 1. Access the Compensation screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. If the individual has no employment information in your database, the system displays the message No job found for this person. If the individual has one or more jobs, the description of the first job appears in the Job Assignments region. 3. If the job description in the Job Assignments region is the desired job, go to step 4. If not, click the arrow next to the field to select the desired job, and then go to step 4. 4. Click Add. The screen changes to Add status, and default information about the position fills some of the fields in the Compensation region. 5. Enter the required information, including: Type Comp Type Begin Date Pay Period Schedule 6. Enter pay information if required. When all the information about the employee s compensation is complete, click Commit to save the information. Human Resources 219 Salaries, Wages, and Payrolls
7. Repeat steps 3-6 as needed for other pay types. Tips for Compensating Employees Compensating Employees for a Second Job Raising an Employee s Salary or Wages Directly Raising an Employee s Salary or Wages Through Compensation Plans Using Compensation Plans Providing Temporary Compensation or Bonuses Correctly Entering Salary Information Correctly Matching Payroll Types with Compensation Types Computing Gross Wages for Hourly Employees Computing Gross Wages for Less than One Pay Period Computing Overtime Wages Human Resources Processing Flow Tips for Compensating Employees When you enter compensation information for employees, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. You can compensate an employee by: Entering a wage amount on the Compensation screen. Assigning the employee to a position that is controlled under a compensation plan. Creating a contract for the employee using the Contracts Screen. The compensation type must be consistent with the selected pay period (payroll type). The compensation amount you enter must be consistent with the selected pay period (payroll type). Human Resources Administration requires you to enter a Base Pay compensation type for every job held by an employee. This requirement exists because the record you create when you enter this information causes other processes to work correctly. You can therefore enter a zero dollar amount in this screen if necessary. A zero dollar compensation amount might be needed if: An employee is on unpaid leave, but still requires some adjustments to be computed. If an employee has a position that pays only a bonus or temporary wage (a zero dollar amount for the Base Pay compensation type would be required even if non-zero amounts were entered for one or both of the other compensation types). Raising an Employee s Salary or Wages Directly If an employee works in a position that is not associated with a step/level compensation plan, increasing an employee s salary or wage is the same as providing initial compensation for a new hire. An important exception is that you must first provide an End Date to the employee s previous Salaries, Wages, and Payrolls 220 Human Resources
compensation. By ending the previous compensation and starting a new compensation, you maintain the employee s earning history. To raise an employee s salary or wages: 1. Access the Compensation screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. 3. Ensure the description of the position appears in the Job Assignment region. If it does not, click the down arrow next to the Description field and select the position. 4. Click Update. The screen changes to Update status, and default compensation information fills the Compensation region. 5. Enter the last date on which the displayed pay rate is effective into the End Date field. 6. Click Commit to save the change. The screen changes to Ready status. 7. Click Add. The screen changes to Add status. 8. Enter pay information as required, ensuring that the first day of the new pay rate is the day after the End Date you specified in step 5. When all the information about the employee s compensation is complete, click Commit to save the information. Note: If the employee was initially hired into a position controlled under a compensation plan, simply changing the values in the compensation plan will not change the employee s compensation. You must enter the new salary amount according to the procedure above to provide a raise to the employee. Raising an Employee s Salary or Wages Through Compensation Plans Raising an Employee s Salary or Wages Through Compensation Plans When an employee works in a position associated with a step/level compensation plan, you can provide raises in one of two ways: You can change the step and/or level at which the employee is compensated, using the Compensation screen. Use this approach when an employee has earned a merit raise. You can change the dollar amounts associated with the steps and levels, using the Step/Level Compensation Plans Screen. Use this approach when you want to provide across-the-board or cost-of-living wage increases. Raising an Employee s Salary or Wages Directly Providing Temporary Compensation or Bonuses You may occasionally want to provide an employee with temporary compensation or a bonus when he/she performs extra tasks or assumes additional responsibility. To provide temporary compensation or bonuses: 1. Access the Job Assignment screen, query to select an employee and a job, and then click the Compensation button. The Compensation screen appears. 2. Click Add. The screen changes to Add status. 3. Select a Pay type of Temporary (for a work assignment that continues over multiple pay periods) or Bonus (for a one-time payment), and then enter all the other pay information as Human Resources 221 Salaries, Wages, and Payrolls
if for basic compensation. 4. Click Commit to save the information. Tips for Providing Temporary Compensation or Bonuses Tips for Providing Temporary Compensation or Bonuses When you award temporary compensation or bonuses to employees, note: Temporary pay is annualized for tax purposes. Therefore, when you provide temporary pay, the system will assume the pay will be in force for the rest of the calendar year in the computation of income tax withholdings. Extra, or bonus, pay is not annualized for tax purposes. When computing pay and the related tax withholdings for a particular pay period, the system adds base plus temporary pay, multiplies the total by the number of pay periods per year as entered in the Payroll table in Human Resources Maintenance, and then adds the bonus pay to that annualized amount. Example: Assume an employee earns $2,000 per month as base pay, but also receives $500 per month as temporary pay. Further assume the employee receives a service award of $300 for the month of December. The annualized gross pay used in the tax table to compute taxes for the period is: [(2,000 + 500) * 12] + 300, or $30,300. For the month of November, in which no service award was received, the employee s annualized gross pay for the computation of taxes is: (2000 + 500) * 12, or $30,000. Compensating Employees for a Second Job You may have employees that occupy more than one job on your campus. Human Resources can accept a different pay rate, pay period, or pay type (salaried or hourly) for each job the employee performs. Note that every employee must have base pay for every job held, even if the base pay amount is zero, or if that base pay is defined through a contract or a step/level compensation plan. To compensate an employee for a second (or subsequent) job: 1. Access the Job Assignment screen, query to locate the employee and job, and then click the Compensation button. The Compensation screen appears. 2. Click Add. The screen changes to Add status. 3. Enter the required information, including: Type Comp Type Begin Date Pay Period Schedule 4. Enter pay information if required. When all the information about the employee s compensation is complete, click Commit to save the information. 5. Repeat steps 3-5 as needed for other pay types or for compensation for other jobs Salaries, Wages, and Payrolls 222 Human Resources
Tracking Contracts performed by the selected employee. HR Administration supports the use of contracts to maintain salary information for employees. If an employee s primary compensation is designated in a contract, and then you can view (but cannot change) his/her compensation on the Compensation screen; changes to contracts, including earnings amounts, must be made on the Contracts Screen. Note: If an employee has a contract, you can use the Compensation screen to enter temporary or extra pay, if applicable. Since contracts are always linked to jobs, you can access the Contracts Screen only from the Job Assignment screen. To track contract information: 1. Access the Job Assignment screen, locate the desired job for the employee, and then click the Contracts button. The Contracts Screen will appear, displaying the employee s ID and job information at the top of the screen. 2. Click Add. The screen changes to Add status. 3. Enter the required information, including: Contract Type Number of Pay Periods Amount Begin Date 4. When the information is complete, click Commit. Notes: Instructor information is optional. However, if you enter the session, you must enter the year, and if you enter the year, you must enter the session. You can have as many contracts against a particular job as required. The system computes the contents of the With FTE field by applying the FTE factor to the Contract amount. The With FTE field is therefore display-only. The system populates the End Date when all payments on the contract are made and the total With FTE amount has been paid. If you change a contract amount, the system will recompute the amount of compensation still required to fulfill the contract and allocate that amount over the remaining number of pay periods. Recording Adjustments, Allowances, and Fringe Benefits After you assign benefits to an employee, you can enter the information required to compute the employee s cash adjustments. Cash adjustments are all the items that contribute to the difference between gross and net pay. Adjustments can either increase or decrease an employee s net compensation. In fact, if they are employer-paid, cash adjustments may have no impact on the employee s compensation at all, but become part of the employee s overall monetary package received in exchange for work performed (e.g., the employer s portion of FICA does not impact the employee s gross or net pay, but is still an adjustment that must be assigned to the employee). To enter adjustment information for an employee: Human Resources 223 Salaries, Wages, and Payrolls
1. Access the Deductions/Allowances/Fringes screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. 3. Does the employee have existing adjustments from previous data entry? If yes, go to step 5. If no, a window appears, asking if you want to use the default deductions for the payroll group. Go to step 4. 4. Do you want to use the default adjustments? If yes, click OK. A window appears, enabling you to set a begin date for the default adjustments. Enter the date, and then go to step 7. If no, go to step 5. 5. Click Add. The screen changes to Add status, and the cursor moves to the Payroll Type field in the Adjustment region. 6. Enter the required information, including: Payroll Type Adjustment Type Period Type Begin Date Click Commit when you are done. 7. Are additional adjustments necessary? If yes, click Add. The screen changes to Add status so you can add other adjustments in addition to the adjustments already added. Enter the adjustments, and then go to step 8. If no, go to step 8. 8. Select the adjustments that require additional information (e.g., the amount the employee wants to invest in a 403(b) plan), enter the data, and then click Commit when each adjustment is complete. Repeat until all the adjustment information is complete. Tips for Adding Adjustments Setting Up Voluntary Adjustments Computing Adjustments to Gross Pay Human Resources Processing Flow Tips for Adding Adjustments When you add adjustments for employees, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. Adjustments can be taxes, voluntary deductions, fringe benefits, or allowances. They may be considered benefits if they are optional and/or not available to all employees. Salaries, Wages, and Payrolls 224 Human Resources
Using Earned Income Credit Default adjustments are controlled at the payroll type level. For example, the STAF payroll may have one set of default adjustments, while the STU payroll may have a different set. Use the Default Adjustments table, accessible from the Payroll table in HR Maintenance, to define the defaults. To provide Earned Income Credits, you must establish a negative adjustment in the Adjustment (hradj_table) and Reduction (hrred_table) tables, and to assign the deduction in the Employee Adjustment record (empadj_rec). To use Earned Income Credits: 1. Add codes for EICS (single) and EICM (married) to the Adjustment table. 2. Change the flag in the Negate field to Y. 3. Add the flexible benefit deductions and pension account deductions to the Reduction table, just as you create federal withholding adjustments. 4. Add the amounts from the Circular E to the Tax table (hrtax_table). The Tax table entries will look like the following: Starting date 1/1/01 1/1/01 1/1/01 Break amount 0.00 6500.00 11930.00 Percentage 20.4 0.0-9.588 Base tax 0.00 1326.00 1326.00 5. Assign either EICS or EICM as an adjustment for the employee on the Deductions/Allowances/Fringes screen. Setting Up Voluntary Adjustments Some employees may require voluntary adjustments. For example, an employee with other nonwithheld sources of income may want to have an extra $50 per month withheld each month for federal income tax to prevent a large tax liability at the end of the year. Such voluntary adjustments can begin or end without notice. Because of the computation methodsemployed by Human Resources Payroll, you must set up voluntary adjustments according to the following rules: Define the regular withholding (e.g., FITM for federal income tax - married) in the Adjustments table. Select the regular withholding adjustment (FITM) on the Deductions/Allowances/Fringes screen, using a Period Type of Use Tax Tables. Define the additional withholding (e.g., FIT+) as a voluntary adjustment in the Adjustments table, indicating a Priority that will cause the adjustment to be taken if the employee has sufficient net pay to cover it. In the Deductions/Allowances/Fringes screen, select the additional withholding code (FIT+), assigning it a Period Type that reflects the employee s wishes and specifying the correct Begin Date. Either leave the End Date blank, or enter the date on which the employee wants to end the voluntary deduction. Human Resources 225 Salaries, Wages, and Payrolls
Computing Year-to-Date Adjustments Human Resources Payroll computations are based on the premise that year-to-date adjustments must always be correct. To ensure their correctness, the system performs calculations for adjustments as follows: 1. Computes earnings-to-date. 2. Computes withholding-to-date. 3. Computes what withholding-to-date should be, based on earnings-to-date (including current period earnings). 4. Subtracts the actual withholding-to-date from the computed withholding-to-date. The difference is the amount of the withholding for the current period. Setting Up Direct Deposits Part of the setup of a new employee may include the use of direct deposit. To ensure an employee is included in a direct deposit, note that: The payroll in which the employee is included (as defined in the Pay table in HR Maintenance) must allow direct deposit. The Direct Deposit screen must be completed for the employee. To complete the Direct Deposit screen: 1. Access the Direct Deposit screen. 2. If you have not already done so, query to locate the ID information for the employee. 3. Click Add. The screen changes to Add status. 4. Enable direct deposit for the employee by clicking the Yes radio button in the Direct Deposit/Check Allocation region. 5. Complete the rest of the fields in the region, obtaining the Bank Code from the bank and setting the Prenotification Date to the date of the payroll in which you want to send a memorandum record to the bank to inform them that the employee is to become a direct deposit user. 6. Click Commit. 7. Repeat steps 5 and 6 until all bank accounts for the employee are set up, ensuring that the Percentage fields total to 100%, and that one account has been set up as the overflow account. Tips for Setting UP Direct Deposit Tips for Setting Up Direct Deposit When you set up direct deposits, note: Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. An employee who uses direct deposit must use it exclusively (i.e., a pay amount cannot be split between a payroll check and a direct deposit). If an employee is paid under two payrolls (e.g., MTH and WEK), and direct deposit is enabled for only one of the payrolls (e.g., MTH), and then earnings that are part of the Salaries, Wages, and Payrolls 226 Human Resources
Starting or Modifying a Payroll WEK payroll will be received in a check, while earnings that are part of the MTH payroll will be received as direct deposit. When you start a payroll, you cause the Human Resources Administration system to create the Human Resources Payroll record that tracks the beginning and ending dates of the payroll. These dates serve as boundaries for Time Entry and for the accrual of benefits. When you modify an existing payroll, you may be able to change its date parameters or its status. Depending on the status of the payroll (i.e., its progress through the process), some fields are grayed out, making them ineligible to be updated. To start a payroll: 1. Access the Payroll Management screen. 2. Select the payroll type. A list of previously created payrolls of that type fill the grid in the Payroll List region. Note that each payroll has a three-character serial number extension to uniquely identify it. 3. Is the most recent payroll Started, Incomplete, or Complete, as indicated by the Status? If Started, you cannot start another payroll until the started payroll is complete. Use Post Payroll to complete it. If Incomplete, go to step 4. If Complete, go to step 5. 4. If Incomplete, select Update, change the Status to Complete, and commit your change. 5. Select Add. A new payroll group number appears in the Payroll Number field, the cursor moves to the Check Date field, and beginning and ending dates for the payroll period default into their respective fields, based on the range of dates for the most recently completed payroll. 6 Enter the date you want to print on checks, and then move the cursor to the Posting Date field. Enter the date on which you want the payroll to post to the General Ledger. Change the beginning and ending dates if desired. 7. Commit your changes. The new payroll number appears in the grid in the Payroll List region. To modify a payroll: 1. Access the Payroll Management screen. 2. Select the payroll type. A list of previously created payrolls of that type fill the grid in the Payroll List region. Note that each payroll has a three-character serial number extension to uniquely identify it. 3. Is the most recent payroll Started, Incomplete, or Complete, as indicated by the Status? If Started, go to step 4. If Incomplete, go to step 6. If Complete, go to step 5. 4. If Started, select Update to change any of the dates associated with the payroll. Make the desired changes, and then go to step 7. 5. If Complete, select Update to change the Status to Incomplete. 6. If Incomplete, select Update to change the Check Date or to change the Status to Human Resources 227 Salaries, Wages, and Payrolls
Complete. 7. Click Commit to save changes you have made to the payroll. Tips for Starting or Modifying a Payroll Recording Benefits and Work Time Payroll Processing Flow Tips for Starting or Modifying a Payroll When you start or modify a payroll, note: Accruing Benefits Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel. You can only have one payroll open at a time (for any given payroll type). For example, you could have one open monthly payroll (with a payroll type of MNT), and one open student payroll (with a payroll type of STU). The system uses the Posting Date to determine the period into which to post the general ledger transactions associated with the payroll. The system prints the Check Date on the checks. The system uses the Period Start and Period End Dates to control the time frame displayed in Time Entry. You can use the checkboxes on the Payroll Management screen to control additional procedures. The following grid shows the impact of checking neither, either, or both of the checkboxes. Even if a specific payroll has started, if you have not created a Check Group record, a Fiscal Calendar record, or a Subsidiary Balance record by running Post Payroll, you can still change all the dates. After you run Post Payroll, you cannot change the status back to Started. However, you can change the status to Incomplete. When a payroll has a status of Incomplete, you can complete it or change the checkdate. The benaccrual program controls the accrual of benefit time (e.g., vacation or sick time) for all the employees in a particular payroll group. To accrue benefit time, you must: Create benefit tracks using the Benefit Track and Benefit Rate tables in Human Resources Maintenance. Assign a benefit track to each employee for whom you want to accrue time, using the Track tab on the Benefits screen. Click the Accrue Benefits button on the Payroll Management screen. after selecting the desired payroll. You can accrue time in either of the following ways: As time passes Salaries, Wages, and Payrolls 228 Human Resources
This accrual method typically applies to salaried employees, although it may also be appropriate for some hourly workers. It causes benefit time to accrue simply through the passage of time, regardless of the amount of time worked during a particular time period. For example, if an employee earns one day of vacation time per month, the accrual occurs through the passage of time, as indicated with a No on the Benefit Track Table screen in Human Resources Maintenance. As employees work a specified number of hours This accrual method applies only to hourly workers for whom you enter time in Time Entry. It causes benefit time to accrue as hours are worked. For example, if an employee earns one hour of vacation time for every 16 hours worked, the accrual occurs through hours worked, as indicated with a Yes on the Benefit Track Table screen in Human Resources Maintenance. Note: You can accrue benefits at any time during a payroll period. The process works off the payroll period ending date. If you run the accrual process multiple times for a single payroll period, the process will recognize and update only those records that have changed since the last time you accrued benefits. For example, if you run benaccrual, hire a new employee, and then run benaccrual again process will add the new employee s accrual information to the previously existing records. Recording Benefits and Work Time In Human Resources Administration, the time recording function (both benefit time and work time) is independent of the payroll startup process. You can enter time and initiate a payroll run separately. You must, however, start a payroll to provide a date range for the time recording function. Note: You can sort payroll information for Time Entry by name, social security number, or ID. To record benefits and work time: 1. Access the Time Entry screen. 2. Enter selection criteria. You must enter a Payroll Type and the Sort By criteria to populate the grid in the Payroll Selection region. Note: You enter one type of time (e.g., benefit, special, or work) at a time. Click the option buttons to change the type of time. 3. Highlight the employee name for whom you want to enter time. The label on the Time region changes to display the name, and the grid displays the time types and dates for which to enter time. Notes: You can enter work time for the current time period, and you can enter benefit time for any time period (current, previous, or future). You can change the dates by clicking one of the Period buttons and, if you have the required system permissions, you can change the time types that appear on the grid by clicking a different Time option button. At any time, you can select an employee through the Time Entry screen and test the pay calculation for the employee by clicking Calculate Pay. 4. Using arrow keys or your mouse, enter the hours worked each day or, if desired, enter the total amount of time worked during the pay period in one of the boxes in the grid. 5. When you complete time entry for the selected employee, click Next Employee. The label on the Time region changes to display the next employee s name, and the grid displays the time types and dates for which to enter time. 6. Repeat steps 4 and 5 for all the employees in the payroll, or for whom you have work or Human Resources 229 Salaries, Wages, and Payrolls
benefit time information. Note: Human Resources Administration saves the data added on the Time Entry screen as you move from one employee to another, eliminating the need to save or commit the information yourself. Tips for Recording Benefits and Work Time Payroll Processing Flow Defaulting Time in Time Entry Tips for Recording Benefits and Work Time When you record employees work and benefit time, note: All employees at your institution have the same types of time for which you can record hours expended. Time Entry can accept future period hours for benefit time, so if employees have scheduled vacation time for the future, you can enter it ahead of time. If you use default time, the default hours appear in the time entry grid for the hours each employee is scheduled to work. To override the default hours, delete the default number and reenter the hours in the correct category (e.g., sick or vacation time). Defaulting Time in Time Entry The Human Resources Payroll function does not require you to enter any time for salaried employees. However, for hourly wage calculation, the entry of time is required. To help minimize the amount of data entry required to enter time, you can default regular work time within Time Entry if you: For the payroll type in which you want to default time, set the Default Hours flag in the Payroll table to Yes. Enter this flag in Human Resources Maintenance. Assign hourly employees to the payroll type for which you default time. Specify hourly wage amounts for the hourly employees, not salary amounts. Click the Create Time Records button on the Payroll Management screen. after selecting the desired payroll. Note: You should use the Default Time option at the end of every pay period to ensure you have included any new employees within the payroll group. Verifying Payroll Calculations After you start a payroll and enter all the required time for the hourly employees who are paid within that payroll (if any), you should verify the payroll amounts are calculated correctly. Although this is most important during the initial setup of Human Resources, it is also an important step before every payroll is posted to ensure your tables are set up correctly and all employees are associated with the appropriate adjustments. You can verify your payroll calculations by using the Calculate Pay feature from either the Job Assignment screen or the Time Entry screen. Salaries, Wages, and Payrolls 230 Human Resources
Running the Post Payroll Process After you start a payroll and enter all the required time for the employees who are paid within that payroll, you can run the Post Payroll process. The Post Payroll process is a background process that: Uses the date from Payroll Startup. Computes gross pay, total adjustments, and net pay. Creates a new PR journal and all the journal entries required to record the payroll accounting entries, including charging multiple accounts for the expenses associated with each position. Creates a new Payroll Detail record that tracks the journal number and total dollar amounts associated with the payroll. For the payroll group and number, causes the Status on the Payroll Management screen to be set to Complete. Produces some of the information required to produce checks. Behind the scenes, the Post Payroll process: Sets the Status Code in the Human Resources Payroll record to Complete, enabling all the payroll processes to progress. Generates a file of journal entries to be posted by the CX program Background Voucher (bgvoucher). Creates a check group to use for check selection. To run the Post Payroll process: 1. Access the Payroll Management option from the Payroll menu option within Human Resources Administration. 2. Select the Payroll Type you want to process. You can use Table Lookup to locate the Payroll Type if desired. 3. Make sure the payroll you want to post is highlighted in the Payroll List grid, and then select Post Payroll. The system sends you a message indicating that processing has begun and that you will receive UNIX e-mail when it completes. Tips for Running Post Payroll Processing Payroll Checks Payroll Processing Flow Responding to Post Payroll Errors Tips for Running Post Payroll When you run Post Payroll, note: You do not need to have the Human Resources Administration application running to execute the Post Payroll process. You can run the Post Payroll process from the UNIX shell. This feature is particularly helpful when run in the Audit mode (using the -A parameter), because it does not actually create the accounting entries, but enables you to test the data generated in the process. To run Post Payroll from the shell, enter: hrpay -g <pay type> -n <payroll number> -I <ID number> -A <audit mode> -m <mail> Human Resources 231 Salaries, Wages, and Payrolls
where: pay type is the payroll group (e.g., BWK for bi-weekly). payroll number is the sequential number assigned when you start a payroll. ID number is the ID associated with the employee for whom you want to run the process. audit mode is either 1 (reports what should be posted, what has been posted, and any differences) or 2 (reports differences only). mail signifies that the output from audit mode is sent to the operator. Accruing, Using, and Adjusting Time Benefits Human Resources Administration automatically accrues time benefits for each employee, based on values in the Benefit Track table and the Benefit Track Rate table. It also maintains information about time benefits used, based on data you record in Time Entry. These processes run when you click the Accrue Benefits button on the Payroll Management screen. Occasionally, you may need to adjust time benefits because of errors or omissions in data entry or table setup. To adjust time benefits: 1. Access the Benefits screen. 2. If the ID, name, and social security number of the employee do not appear in the ID region, query to retrieve his/her records. 3. Click the Time tab of the Benefits screen. 4. Click Add. The screen changes to Add status, and the cursor moves to the Time Type field in the Benefit Time Adjustment region. 5. Enter the type of time you want to adjust, and then review the Available column in the Benefit Time Information region to determine how much of an adjustment (either positive or negative) is required. 6. Enter only the amount of the adjustment. The amount you enter will be applied in the Adjustment column and will directly affect the Available column of the Benefit Time Information region. Recording Benefits and Work Time Processing Payroll Checks After you compute all the amounts and generate the accounting entries associated with a payroll run, you can create, print, and post checks. It is important for you to process each group of checks completely (from selection, through printing, to posting) before initiating the process for another group. Payroll check processing is the same as for all other CX check-producing functions. For more information about processing payroll checks, see the Jenzabar document Check Writing User Guide. Payroll Processing Flow Salaries, Wages, and Payrolls 232 Human Resources
Modifying Check Stubs, Earnings Statements, and Direct Deposit Forms You can modify the data displayed and the order in which it appears by using the Pay Stub/Earnings Statement options from the Payroll menu in Human Resources Maintenance. Responding to Post Payroll Errors Because the Post Payroll process is the initial interface with the General Ledger, errors not detected by Human Resources Administration may occur. Common errors and their solutions are: Someone else is running Pay or Chkadj Typically, this error indicates the Post Payroll process was previously run and ended abnormally. Under these conditions, a lock file, HR-Hrckadj.lk, is created in the events directory. Remove this file, and then rerun Post Payroll. Invalid Fiscal Year The fiscal calendar is not set up correctly to process the selected payroll. For example, if the payroll is for the entire month of October, and you process the payroll checks on November 5, November 5 must fall between the Opening Date and the Closing Date for October. A code is not valid in the Subsidiary Total table You added a time or adjustment code without running the script After Adding Adjustments (addtosubs). Running this script and then rerunning the Post Payroll process resolves this error. Incorrect amounts in payroll You may also find other errors that were present prior to creating the payroll accounting entries, but were overlooked. For example, your tax tables may not have been updated correctly at the beginning of the year, or a change to an insurance premium amount may not have been recorded. When the payroll is incorrect for multiple employees and you have not yet selected checks using the checkwriting process, you can correct the payroll by: 1. Using the Payroll Management screen to change the Status of the payroll group to Incomplete. 2. Correcting the tables responsible for the calculation error. 3. Rerunning the Post Payroll process. Rerunning this process will cause the system to generate a new check group. When the payroll calculations from Post Payroll are incorrect for only a few employees, you should create a correction payroll group, place the employee(s) for whom errors occurred in the correction group, copy their adjustments and compensation into the correction group, and then run the payroll process for the correction group. Note: If you have already run the Check Select process, you must first reverse the effects of the checkwriting processes you ran before you can correct the payroll. For more information, see Check Writing User Guide. Reprocessing Payroll Checks When you process a payroll and then discover you have processed one or more employees incorrectly (e.g., using incorrect adjustments), do the following: 1. Set up the adjustments correctly. 2. Rerun the Post Payroll process. Human Resources 233 Salaries, Wages, and Payrolls
The program will recompute the amounts based on the new adjustments, recognizing where computed amounts have changed based on the updates. The program will post the change to a holding subsidiary. Computing Wages and Salaries When Human Resources Administration computes wages or salaries, it relies on the following basic premises: Correctly entering salary information Correctly matching payroll types with compensation types Computing Overtime Wages Providing Temporary Compensation or Bonuses Correctly Entering Salary Information You enter salary information on the Compensation screen, and Human Resources Administration maintains the information in the Employee Compensation record (empcomp_rec). To enter salary information, you must have both a salary amount and a period code. Valid period codes are: WK (Weekly) SM (Semi-monthly, or twice per month) BM (Bi-monthly, or every two months) SA (Semi-annually, or twice per year) BW (Bi-weekly, or every two weeks) MO (Monthly) QU (Quarterly) AN (Annually) Because of the variety of period codes, you can enter a salary in any of several ways, as in the following examples for a $24000 per year salary: $1000.00 SM $2000.00 MO $4000.00 BM Correctly Matching Payroll Types with Compensation Types Computing Gross Wages for Hourly Employees Computing Gross Wages for Salaried Employees Computing Gross Wages for Less than One Pay Period Computing Overtime Wages Providing Temporary Compensation or Bonuses Salaries, Wages, and Payrolls 234 Human Resources
Correctly Matching Payroll Types with Compensation Types Because the Human Resources Payroll application uses factors to compute salary, you can only use weekly types of payroll with weekly pay cycles. In other words, an employee for whom you entered a weekly salary on the Compensation screen must not be paid monthly according to the Pay Cycle on the Job Assignment screen, since weekly amounts cannot be converted accurately to a monthly scale. The following codes are valid for weekly pay cycles: WK BW The following codes are valid for monthly pay cycles: SM MO BM QU SA AN For hourly employees, any payroll type is valid, since the program can compute hourly wages for any time period. Correctly Entering Salary Information Computing Gross Wages for Hourly Employees Computing Gross Wages for Salaried Employees Computing Gross Wages for Less than One Pay Period Computing Overtime Wages Computing Gross Wages for Hourly Employees Using information you enter in the Compensation screen, the payroll process determines the amount of gross pay due to hourly employees as follows. A complete example of wage computation is available if you click all the Example buttons associated with the process description. 1. The process sorts the pay information by pay period, since you process different payrolls on varying dates. Example: An employee may have two or more positions at the institution, each of which is paid on a different payroll cycle. The Human Resources Payroll application processes each payroll cycle independently of the others. Assume, for example, that you start up the Monthly payroll process; the application will select pay information for all employees you pay monthly, even if some of them also receive weekly checks. 2. The process accumulates pay information for every job of the specified payroll type that the employee performs. Example: The process retrieves all the payroll information, maintained in Job records (job_rec) and Employee Compensation records (empcomp_rec), for an ID. If the individual has two jobs with base pay only, and then he/she will have two Job records and two Employee Compensation records. Assume, for example, the individual has one job, but Human Resources 235 Salaries, Wages, and Payrolls
has both base pay and temporary pay; the application will select the individual s one Job record and use it to retrieve two Employee Compensation records. Note: For every job, the employee may receive up to three types of pay: base pay, temporary pay, or extra pay. 3. If the employee is paid an hourly wage, the process retrieves information entered in the Time Entry screen to compute the number of hours worked. Example: Time Entry enables you to enter hours expended on the job, or in other pursuits during the normal working hours of the job. After you enter the time, the Payroll application multiplies the amount of time by the hourly rate and the bias rate (a factor that enables you to dock the pay of a person who has not worked a full day, or to pay overtime rates for hours in excess of the standard). You can enter the following types of time: Regular - Standard working hours (e.g., 8) Overtime - Overtime hours (e.g., if the employee worked 10 hours, 2 hours are overtime) Undertime - Hours short of a standard workday (e.g., if the employee worked 6 hours, 2 hours are undertime) Benefit - Hours of a typical workday spent away from the job (e.g., 8 hours of vacation or 4 hours of sick time) 4. The process multiplies the hourly rate by the bias rate for each type of time, and then multiplies the computed rate by the number of hours Assume a regular time bias rate of 1.0, and an overtime bias rate is 1.5. Example: Assume an individual works 10 hours on one day, and the standard pay rate is $6.00 per hour. The wage for the day is computed as follows: adjustment base The earnings of the employee that are subject to adjustment. This amount is typically the gross salary or wage, increased by any fringe benefits or allowances. amount to exclude before computing percentages A flat amount that is not subject to adjustment. For example, if a state income tax applies a tax rate of 6% to all earnings in excess of $4000, and then $4000 is the amount to exclude. number of exemptions The number of instances of the exemption to use in reducing the amount of the adjustment. For example, if a state tax is reduced by the number of dependents an employee claims, and then the number of exemptions is the number of dependents. exemption amount The amount by which the adjustment is reduced for each exemption. For example, if a state income tax allows $50 per exemption to be credited against the tax amount, and then the exemption amount is $50. percentage The adjustment rate. For example, a state tax rate may be 6%. The result is the employee s gross wage. Note: For exempt hourly employees (i.e., employees who are not paid an overtime premium), the bias rate equals 1.0. Correctly Entering Salary Information Correctly Matching Payroll Types with Compensation Types Computing Gross Wages for Salaried Employees Computing Gross Wages for Less than One Pay Period Salaries, Wages, and Payrolls 236 Human Resources
Computing Overtime Wages Providing Temporary Compensation or Bonuses Computing Gross Wages for Salaried Employees Using information you enter in the Compensation screen, the payroll process determines the amount of gross pay due to salaried employees as follows. 1. The process sorts the pay information by pay period, since you process different payrolls on varying dates. Example: An employee may have two or more positions at the institution, each of which is paid on a different payroll cycle. The Human Resources Payroll application processes each payroll cycle independently of the others. Assume, for example, that you start up the Monthly payroll process; the application will select pay information for all employees you pay monthly, even if some of them also receive weekly checks. 2. The process accumulates pay information for every job of the specified payroll type that the employee performs. Example: The process retrieves all the payroll information, maintained in Job records (job_rec) and Employee Compensation records (empcomp_rec), for an ID. If the individual has two jobs with base pay only, and then he/she will have two Job records and two Employee Compensation records. Assume, for example, the individual has one job, but has both base pay and temporary pay; the application will select the individual s one Job record and use it to retrieve two Employee Compensation records. 3. The process evaluates the amount of salary compared to the payroll period to determine the appropriate dollar amount. Example: Time Entry enables you to enter hours expended on the job, or in other pursuits during the normal working hours of the job. After you enter the time, the Payroll application multiplies the amount of time by the hourly rate and the bias rate (a factor that enables you to dock the pay of a person who has not worked a full day, or to pay overtime rates for hours in excess of the standard). You can enter the following types of time: Regular - Standard working hours (e.g., 8) Overtime - Overtime hours (e.g., if the employee worked 10 hours, 2 hours are overtime) Undertime - Hours short of a standard workday (e.g., if the employee worked 6 hours, 2 hours are undertime) Benefit - Hours of a typical workday spent away from the job (e.g., 8 hours of vacation or 4 hours of sick time) Correctly Entering Salary Information Correctly Matching Payroll Types with Compensation Types Computing Gross Wages for Hourly Employees Computing Gross Wages for Less than One Pay Period Computing Overtime Wages Human Resources 237 Salaries, Wages, and Payrolls
Computing Gross Wages for Less than One Pay Period Occasionally during a pay period, an employee will either leave or receive a salary change. Under these conditions, the Human Resources Payroll application computes wages for the specified effective dates, as in the following example. Assume these payroll dates for a weekly payroll: Assume the employee s pay changes (or the employee terminates employment) after 12/08/1998, as follows: Assume the employee worked the following schedule for the weekly payroll period: The payroll computation is: (salary [* overtime factor if any]) * (work hours / hours in pay period) $500.00 * (16/40) = $100.00 Correctly Entering Salary Information Correctly Matching Payroll Types with Compensation Types Computing Gross Wages for Hourly Employees Computing Gross Wages for Salaried Employees Computing Overtime Wages Computing Overtime Wages The Human Resources Payroll application does not combine hours worked across all job assignments. For example, if an employee has two jobs and works 30 hours in one week at each of them for a total of 60 hours, he/she will not receive overtime pay since the time on neither job exceeds 40 hours per week. To distinguish between regular and overtime, enter overtime against a time type devoted to overtime pay. For salaried employees who are eligible for overtime pay, the application evaluates the hours worked to determine whether they fit into any overtime breaks. The application multiplies any hours that fit into an overtime period by the hourly rate, and then adds the result to the computed salary. Salaries, Wages, and Payrolls 238 Human Resources
Correctly Entering Salary Information Correctly Matching Payroll Types with Compensation Types Computing Gross Wages for Hourly Employees Computing Gross Wages for Salaried Employees Computing Gross Wages for Less than One Pay Period Gross Pay The amount of earnings for an employee, based on a salary or an hourly rate multiplied by number of hours worked. Gross pay is total earnings before any taxes or other adjustments are subtracted. Base Pay Base pay is standard pay for work performed. You must define a base pay for every job an employee performs. The application maintains base pay information in the Employee Compensation record (empcomp_rec). Temporary Pay Temporary pay is payment for a temporary work assignment. For example, if a faculty member temporarily assumes the role of department head and receives additional compensation for the extra responsibility involved, the amount of additional compensation is temporary pay. Temporary pay is always in addition to base pay. The application maintains temporary pay information in the Employee Compensation record (empcomp_rec). Extra Pay Extra pay is non-recurring compensation, usually a bonus. Extra pay is always in addition to base pay. The application maintains extra pay information in the Employee Compensation record (empcomp_rec). Computing Adjustments to Gross Pay For most types of adjustments, the Human Resources Payroll application uses the following formula for its computations: adjustment amount = flat amount + ((adjustment base - amount to exclude before computing percentages) - (number of exemptions * exemption amount) * (percentage/100.0)) Definitions of the components of the formula are: adjustment amount The amount to subtract from gross salary or wages to determine net pay. flat amount Any unchanging dollar amount taken from an employee s gross pay (e.g., a $20.00 per paycheck premium for dental insurance). adjustment base The earnings of the employee that are subject to adjustment. This amount is typically the gross salary or wage, increased by any fringe benefits or allowances. amount to exclude before computing percentages A flat amount that is not subject to adjustment. For example if a state income tax applies a tax rate of 6% to all earnings in excess of $4000, and then $4000 is the amount to exclude. number of exemptions Human Resources 239 Salaries, Wages, and Payrolls
The number of instances of the exemption to use in reducing the amount of the adjustment. For example, if a state tax is reduced by the number of dependents an employee claims, and then the number of exemptions is the number of dependents. exemption amount The amount by which the adjustment is reduced for each exemption. For example, if a state income tax allows $50 per exemption to be credited against the tax amount, and then the exemption amount is $50. percentage The adjustment rate. For example, a state tax rate may be 6%. Example of Adjustment Computation Example of Adjustment Computation Assume the following amounts: flat amount $100.00 adjustment base $730.00 amount to exclude before computing percentages $50.00 number of exemptions 2 exemption amount $30 percentage 25% Based on these assumptions, the adjustment amount is $100 + (($730 - $50) - (2 * $30) * (25/100)), or $255. Types of Adjustments Note that, for Human Resources Administration purposes, an adjustment is any component of net pay (either an increase or a decrease). The Human Resources Administration applications recognize the following six types of adjustments in computing net pay. Remuneration An adjustment that is non-taxable. For example, if your institution pays for health insurance for employees, the health insurance cost is a remuneration adjustment. Compensation The pay the employee receives for performing work. Compensation can be salaried, hourly, exempt, or non-exempt. Tax Salaries, Wages, and Payrolls 240 Human Resources
A mandatory adjustment to gross salary or wages, typically based on earnings levels, exemptions, and tax rates of federal, state, and local taxing authorities. Both the employer and the employee can be responsible for the payment of taxes (e.g., social security has both an employer- and employee-paid portion). All Tax adjustment types rely on tax tables for their computation values. Note that a tax type of adjustment can also be defined if a particular adjustment has an annual maximum based on a percentage of a dollar amount, and the dollar amount changes from year to year (e.g., some pension plans). This type of adjustment must be set up in the Tax table, using the FICA or FICR adjustments as an example. Voluntary An optional adjustment to the gross salary or wages (e.g., contributions to 401K plans, United Way charitable contributions, voluntary insurance, or union dues). Voluntary adjustments can also include some non-optional adjustments (e.g., garnishment of wages). Fringe Benefit An addition to the gross pay of an employee that does not, however, increase net (take-home) pay (e.g., an employer-paid premium for employee life insurance; the premium paid does not increase the employee s take-home pay but does increase gross pay for income tax or FICA purposes). Fringe benefits are employer-paid adjustments to gross pay. Allowance An addition to the gross pay of an employee that does increase net (take-home) pay (e.g., a housing or car allowance). Allowances are employer-paid adjustments to gross pay. Calculating FICA and Other Deductions with Maximum Amounts During implementation of Human Resources, you define your Tax table (hrtax_table) to compute adjustments for all types of taxes, including FICA adjustments. FICA adjustments require special table setup because they are subject to maximum annual amounts. Assume the following values exist in the Tax table: Beginning Date Break Amount Percent Base Tax 1/1/2001 0 6.2 0.00 1/1/2001 65000 0.0 4030.00 Assume the individual has taxable earnings of $3,233 in a monthly payroll, year-to-date taxable earnings of $24,501 (excluding the current payroll), and year-to-date tax withheld of $1,519.05. Based on these assumptions, the tax computation uses two computation methods: First method The first method does not consider year-to-date amounts, but uses only information from the current payroll period, as follows: Taxable earnings 3,2 33. 00 Tax percent Human Resources 241 Salaries, Wages, and Payrolls.06 2 Computed amount for this pay period 20 0.4
Second method The second method considers year-to-date amounts, and then compares the computed amount to the amount computed above, as follows: Year-to-date taxable earnings 24, 50 1.0 0 Taxable base amount this pay period New year-to-date taxable earnings Tax percent Tax amount calculated for year-to-date 5 + 3,2 33. 00 27, 73 4.0 0.06 2 1,7 19. 45 Year-to-date tax withheld - 1,5 19. 05 Computed for this pay period 20 0.4 0 The second method ensures that, even if rounding differences have occurred in prior pay periods, the total tax liability is correct through the end of the current pay period. The payroll process compares the two computed amounts, and if the difference is greater than a program-determined tolerance of.01%, the process uses the tax amount computed in the second method. Using Less-than-Annual Payment Plans When employees elect to receive their contracted salaries over nine or ten months, for example, instead of a full year, their withheld taxes may be unnecessarily high. The overwithholding occurs because tax computations assume any salary amount can be annualized (i.e., you can multiply the amount per pay period by the number of pay periods in a 12-month year to determine the taxable earnings and tax bracket for the employee). To address this issue, Human Resources Administration enables you to designate the percentage of the year over which the employee wants to allocate his/her contract pay. For example, to designate payment over nine months, the percentage is 75 (9/12 =.75 or 75%). Example: Assume an employee has a contract for one academic year for $12,000. The employee wants to be paid over nine months, and has two exemptions of $1,000 each. Salaries, Wages, and Payrolls 242 Human Resources
Under these assumptions, the employee would be paid $1,333.33 per month. This payment amount annualizes to $16,000 ($1,333.33 * 12 = $16,000). Computation: Under the nine-month payment plan, Human Resources Administration computes withholding taxes as follows: Description Calculation Reduce computation base $1,333.33 * (75/100) = $1,000.00 Annualize computation base $1,000.00 * 12 = $12,000.00 Subtract exemption amounts $12,000.00 - $2,000.00 = $10,000.00 Annual tax amount per IRS tax tables $932.00 Deannualize tax amount $932.00 / 12 = $77.67 Convert withholding for 9 month $77.67 * (100/75) = $103.56 contract Using Compensation Plans Compensation plans are optional features in Human Resources Administration. They enable institutions to manage wages and salaries by defining institution-wide pay standards for various levels or ranges. Compensation plans interact with jobs, positions, and job assignments as follows: Human Resources 243 Salaries, Wages, and Payrolls
Compensation Plan Table Defines plan names and whether step/level or range type. Step/Level Comp plan Range Comp plan Human Resources Maintenance Human Resources Processing Compensation Plan screen Defines levels (if applicable) and associates $ amounts to plans Step/Level Comp plan Level # Range Comp plan $ Range plan links to position plan and $ range link to position Position screen Associates positions to compensation plans Position Comp plan level controls compensation (optional) Compensation screen Links employee to wage, based on range on position, level, or direct $ entry Employee Level # (opt.) Compensation $ plan comes from position to job Job Assignment screen Links employee to job; gets comp plan from the position that defines the job; no direct link between job and comp plan Job (Comp plan) Employee Salaries, Wages, and Payrolls 244 Human Resources
SECTION 7 - WORKING WITH REPORTS AND W-2S Overview Introduction Reporting within HR encompasses all types of formatted and unformatted output. HR s reporting features generate MMREF tapes, W-2 forms, letters, labels, standard reports, ACE reports, and reports containing information obtained via aps server. Overview of HR Reporting The reporting capabilities in HR Administration are extremely flexible. It is possible to take advantage of the power and flexibility of the Informix ACE report as well as the user-friendly interface to MSWord to produce W-2 forms, letters, reports and labels. You can also retrieve data using app servers and format it as desired. The following diagram provides an overview of the reporting process in HR Administration. Human Resources 245 Reports and W-2s
Creating a Report Reports and W-2s 246 Human Resources
Creating a Report Introduction Report creation varies, depending on whether your data is generated through use of an app server (application server that interfaces with your database to retrieve data or perform some processes) or an SQL query. In addition, the process varies depending on whether the retrieved data is formatted (e.g., created as an ACE report) or unformatted (e.g., retrieved as multiple data elements as the result of an SQL query). Standard Process In general, the report creation process includes the following steps: 1. Create a query to retrieve the desired data. The query may reference an app server which in turn executes an ACE Report, it may be an app server query that retrieves data required for merging (e.g., W-2s) or it may be an SQL statement. Include parameters for the query as needed. 2. Test the query for accuracy and syntax. 3. If the query results in data only, associate it with an output format (i.e., set up the query to merge with an MSWord document). 4. Create and format the MSWord document, including text, labels, and merge fields as needed. 5. Test the report by running it and displaying the formatted data. 6. Set up permissions for the report. 7. When it is correct and complete, make the report active so it can be selected and run by your end users. Jenzabar supplies a variety of standard reports, and each of these can be copied and modified as a starting point for your own reports. Finishing a Report Creating an HR ACE Report Before you begin to set up HR ACE reports, review the existing reports using the Report Builder screen. As you highlight the various reports in the Report List grid, the contents of the Query box in the Report region changes to show how each report query was defined. ACE reports all have queries that resemble the following: select txt from hrrunace_aps where ace = "hr/cit" and params = "«1_beg_date» «2_end_date» «0_city_code»" In this case, the ACE report that will be executed is cit, the report for city income tax. The app server hrrunace_aps has been created to run ACE reports, simplifying your ability to run your existing ACE reports from within HR. Note: This report requires parameters and other data entry to be complete. For more information about setting up parameter prompts for your reports, see Defining Report Parameters. For more information about completing your report, see Finishing a Report. Human Resources 247 Reports and W-2s
Retrieving Data with an App Server Query Retrieving Data with an App Server Query Before you begin to set up any reports using app servers, review the existing reports using the Report Builder screen. As you highlight the various reports in the Report List grid, the contents of the Query box in the Report region changes to show how each report query was defined. App server reports all have queries that resemble the following: select * from w2data2001_aps where ctgry = 'Y' and rpt_prd = «1_rpt_prd» and frm = «2_frm» and runcode = «3_runcode» In this case, the app server w2data2001_aps retrieves data for W-2 processing. The above information is entered in the Query box on the Report Builder screen. Note: This report requires parameters and other data entry to be complete. For more information about setting up parameter prompts for your reports, see Defining Report Parameters. For more information about completing your report, see Finishing a Report. Creating an HR Report Using an SQL Query You can use an SQL query to create a report if: You know how to write a query that retrieves the desired information You have database and screen access permission to all HR components To create an SQL query-based report: 1. Access the Report Builder screen. 2. Select Add. 3. Enter a name and description in the Report region. This name becomes the name of the query, and the means by which an end user will select and run the report. 4. Place your cursor in the Query field, and compose the query as desired. Note that several standard report queries already exist within the HR application as part of the standard product. 5. Complete the other fields on the Report Builder screen to finish your report. Reports and W-2s 248 Human Resources
Finishing a Report Steps to Completion After you create the query that is the foundation of your report, you need to complete the other fields and options on the Report Builder screen in accordance with the following instructions. 1. Make the following decisions, setting the checkboxes and selecting options as required: Parameters button: Does the report require parameters or selection criteria? If so, click the Parameters button to display the Parameter Properties window. For more information, see Defining Report Parameters. Merge Results into Document checkbox: Do you want to merge the query results into an MSWord document? If so, check the Merge Results into Document checkbox. If you do not select this option, your query will retrieve unformatted, unlabeled data. Note: When you check the Merge Results into Document box, the document dropdown list and the ellipsis button next to the document description become active. For more information about using the dropdown list and the ellipsis button, see Formatting an MSWord Merge Report. Suppress Blank Lines checkbox: Do you want the report to eliminate blank lines where data does not exist? If so, check the Suppress Blank Lines checkbox. Active checkbox: Do you want the report to be active and available for use at this time? If so, check the Active checkbox. If you do not check this box, HR assumes the report is a work in progress and not ready to be selected and run, and will not display the report in the Available Reports grid on the Report Selection window. Share Results checkbox: Do you want the results of running this query to be available for any other users on your campus who have permissions to the report? If so, check the Share Results checkbox. If you do not check this box, only the person who runs the query will be able to view and select the query results in their Requested Report list. Print (Only)/View and Print options: Do you want the end user to simply run the query and have the report output print automatically? If so, click the Print (Only) option. If you select the View and Print option, the end user who runs the query will be able to review the report and then send it to a printer. Report Group dropdown list: Do you want to define your query further, as part of a report group? If so, select a report group from the dropdown list. If you assign a report group to your query, you will provide the end user with another way of locating and selecting the query. 2. Click Commit to save your query. 3. Verify that your query is correct by clicking Test Query. For more information, see Testing Your Queries. Testing Your Queries When you test your queries, you verify that their syntax is correct and they return the expected data. It is best to make sure your queries work as you intend them to work and then format the output if desired. To test your query, create it on the Report Builder screen, and then save it. Click Test Query. If your query requires parameters, you will be prompted to enter values. You are then prompted to Human Resources 249 Reports and W-2s
test the query using all, part, or none of the data. Jenzabar suggests you request at least one row of data to be returned to verify you are retrieving the correct information. If your query contains an error, a message will appear. If your query is correct, it will display the sample data it has retrieved in an unformatted display (all the data fields selected are enclosed in quotation marks and appear first, followed by any data in the same sequence). After your query is free of errors, and if you intend to create a merge output in MSWord, you can format the document within which you want the queried data to appear. Formatting an MSWord Merge Report or Letter Report and letter writing in HR Administration is integrated with Microsoft Word. Any report or letter on which you have checked the Merge Results into Document checkbox is assumed to be a document that will be formatted and produced out of MSWord. When the Merge Results into Document checkbox is selected, the following components of the Report Builder screen are activated because they relate to the merge document: Dropdown list of document names Ellipsis button to maintain list of document names Run/Edit button in the Report List region Before you create a format, create your query in the Report region of the Report Builder screen (or click Update to work with a query you have already created). This query will retrieve all the data available to display on the report. Make sure you test the query to verify it does not contain errors. You can either select an existing report format for your query from the Report dropdown list, or add a new report by clicking the ellipsis button next to the report description box. If you select an existing format, you are creating a new report with new data that will use an existing report layout (i.e., the same column headings, title, etc.). At this point, you are done creating your report since you have selected its data and defined/selected the format in which the data will display. To format a report or letter that has been set up for merging: 1. Access the Report Builder screen. 2. In Add or Update mode, click the ellipsis button. The Select Document dialog box appears. 3. Click Add on the Select Document dialog box. The Form Identifier dialog box appears. 4. Enter the new form name and a description for your report format, and then click OK. Click Close on the Select Document dialog box, and then make sure you select the new format from the dropdown list. Your query is now attached to your newly named format, even though the format has not yet been completed within MSWord. 5. Click Commit to save the association you have just made between the query and its format. 6. Highlight your query name in the Report List grid, and then click Run/Edit. If parameters are required, you will be prompted to enter them. The Run Immediately runtime option is automatically selected since you are in Edit mode. Click OK. The Define Result Set dialog box appears to prompt you to define how many records you want the query to return. 7. Select any of the result set choices. Note: If you select the Merge Headings Only option, you will not be able to see test data in your formatted report layout, but you can still compose your report. 8. Click OK. MSWord launches, and the document name on the title bar is the same name you entered in Step 4. Reports and W-2s 250 Human Resources
9. Note that your toolbar contains Merge options that are fully documented within MSWord. The options for MSWord 2000 are shown below. Merges existing data into a new document. Edits the data source. Lists the database fields you extracted in the query. Toggles between display of field codes and retrieved data values. Launches mail merge wizard to help you with the process. For more information, refer to MSWord documentation. Executes the merge. Lists MSWord options you can select to customize your reports and letters. For reports and letters, the Next Record, Ask/Fillin, and the Next Record If options are most applicable. For more information, refer to MSWord documentation. Displays the number of the record being displayed, and lets you scroll through all retrieved records. Routes merged documents to the printer. Checks for errors in the merging data. Locates a specific record within the merging data. Edits this toolbar. Setting Up Report Permissions Report permissions work in conjunction with database permissions at your institution. A user must be able to see both the data (according to the database) and the report (according to your report setup) in order to access or run a given report. To set permissions: 1. Access the Report Builder screen. 2. In Ready mode, highlight the desired report in the Report List grid. 3. Click Permissions. The Permissions popup window appears. 4. Note the list of choices in the Groups/Users list on the window. Highlight the group and/or user to whom you want to give permissions to the selected report. 5. Click Add. The group or user name appears in the Permitted list. 6. If you are working with a group name and one or more members of the group should be excluded from using the report, expand the group name in the Permitted list, highlight the name of the member you want to exclude, and click Exclude. That person s name moves to the Excluded list. To enable the excluded person s access to the report again, click the Remove button under the Excluded list. 7. When permissions are set up as desired, click Close. Select another report and repeat permissions setup as needed. Editing a Report Editing a report is possible in two ways: You can edit the format of the report, and you can revise a formatted, complete report before it is printed. For example, you may produce a report with a column of figures retrieved from your database. You can use MSWord s formula feature to produce a sum of the retrieved figures just before printing if you did not originally have the report set up to compute such a sum. To edit a report format, you must have first: Created a report query using ACE reports, app servers, or an SQL query. Finished the report. Human Resources 251 Reports and W-2s
Created the report output in MSWord, if it is a merge data type of report. Saved all your changes. To edit the report format: 1. Access the Report Builder screen. 2. Select the report from the Report List grid, and then click Run/Edit. MSWord will launch with the report format as the active document. 3. Revise the report as desired, and then save it. You can then exit from MSWord and maintain your revisions. To edit report output: 1. Run the report from either the Report Processing screen or the Report Builder screen. If you run the report from the Report Processing screen, it must have been defined as a View/Print report in order to display on your screen (otherwise it will go directly to a printer). 2. If the report is a merge report, edit the MSWord output when it displays. Note that any changes made to the report when it is run from the Report Processing screen will NOT be saved in your database. Defining Report Parameters To add flexibility to your reports, you can designate that they run with different parameters. When you create a parameter-driven report, the end user is prompted to enter the parameter at run time and can obtain a wide range of report results from a single report setup. To define report parameters: 1. Access the Report Builder screen. 2. Create a report for which you want to have parameters, or update an existing report for which you want to add parameters. 3. Click Parameters. The Parameter Properties window appears. 4. Enter the parameter name. Note that any previously existing parameters appear in a dropdown list, but you can type into the dropdown list box to add a new parameter. Important: Parameters will appear to the end user in alphabetical order. For example, if you enter start_date and end_date as two parameters, end _date will appear before start_date on the end user s prompt. To make sure the parameters appear in a sequence that makes sense, preface each with a sort number. In this case, the parameter 01start_date will sort before 02end_date on the end user s prompt. 5. Enter a prompt that will serve as a label for the parameter. 6. Provide a description. This field is relatively long so you can indicate the format (e.g., 2002 instead of 02) or other helpful hints to the end user. 7. Indicate a default value for the parameter if desired. 8. Check the Required checkbox if the parameter must be entered to run the report. If this box is checked, the user will not be able to move past the parameter prompt when executing the report unless the parameter is entered. 9. If the parameter exists in a database record or table and you want the end user to be able to select it in a lookup, select the type of lookup available. For example, if the user can enter a runcode, the value comes from the adr_table, the field is runcode, and the description is txt (i.e., the field that contains a description of the field). 10. Repeat as needed for all the parameters needed for the report, clicking Insert as the Reports and W-2s 252 Human Resources
Parameter Properties window is completed for each. When you are done, click Insert, and then Close. Note that the parameters all appear underlined and in bold type in the Query box. 11. When you test the query, the parameters you have entered will appear on the first pop-up dialog box after you click Test Query. Alternative Method for Adding Parameters Another approach for adding parameters to a query is: 1. On the Report Builder screen, select Add (for a new report) or locate an existing report and select Update. 2. Click Parameters. The Parameter Properties window appears. 3. Create all the parameters you need before you type the query into the Query box. 4. Close the Parameter Properties window. 5. Begin to type the query. As you come to a point where a parameter is needed, press <Ctrl- P>. The Parameter Properties window opens. 6. Select the desired parameter from the dropdown list, and then click Insert. The Parameter Properties window disappears, and the parameter is placed appropriately within your query. Maintaining Your Report List Your report list is your set of queries, reports, letters, and forms that you produce as a part of your daily, weekly, monthly, or annual work. It is a subset of all the reports to which you have permission. Because your institution may have hundreds of HR reports, your report list is a way of maintaining a manageable set of commonly used publications or queries. To maintain your list: 1. Access the Report Processing screen. 2. Click Edit Report List. A pop-up window with Available Reports and Selected Reports grids appears. 3. Review the Available Reports grid. When you see a report you would like to use, highlight it in the grid and then click Add. The report will move from the Available Reports grid to the Selected Reports grid. When you close the pop-up window, all the reports in the Selected Reports grid will appear in your report list. Note: You can also remove a report from your Selected Reports grid, but you cannot remove a report from the Available Reports grid. Running a Report Running a report in HR Administration is a two-step process, performed entirely from the Report Processing screen. Execute the query so the report data can be retrieved from your database. Print the report or display it to the screen. Depending on how the report was originally designed on the Report Builder screen, it will either go directly to a printer or to your screen in an MSWord session. For any report you want to produce, you first must make sure the desired report is on your Report List grid. For more information about populating your list of reports, see Maintaining Your Report List Human Resources 253 Reports and W-2s
To execute the query: 1. Locate it in your report list, and highlight it. 2. Click Submit Request. The system will execute the query at the time you specify, using the parameters you enter (if any). It will also list the report in the Requested Reports grid on your screen, along with a status code. When the status code is C (for Complete), the data is available and the report can be processed. Note: You can close the Report Processing screen and perform other HR tasks while your query runs. As soon as your query has been processed, a message will appear on your screen to alert you. If you have minimized the HR Administration application while your query is processing, the message will appear when you maximize it. To process the report: 1. Click View/Print. The report will either print or display on your screen. You can process the report as many times as you want, and you can keep the report in the Requested Reports grid as long as desired. You can also process a query that ends with an E (Error) status to determine why the query failed. If the report is designed to create a file, a text version of the file contents will appear when you click this button. 2. To delete the report results, click Remove. Note that the Remove option deletes the report results from your list as well as the list of any other users with whom the results are shared. Reports and W-2s 254 Human Resources
Processing W-2 Information Introduction W-2 processing is a four-step process: 1. Build the W-2 records. 2. Review the W-2 records for accuracy. 3. Print the W-2 forms for employees. 4. Produce the W-3 report required by the Internal Revenue Service. Notes: Building the W-2 Records W-2 information is built, or compiled, as needed using compensation records from the selected reporting period. It can be built repeatedly if desired. Keep in mind, however, that if any records are modified after they are built and you rebuild them, your modifications will be overwritten. The W-2 Build process results in the creation of the w2_rec. After the w2_rec is created, users can review and edit the records as needed before the final preparation of W-2 forms for distribution to employees and the Internal Revenue Service. The W-2 Review screen provides access to the w2_rec. W-2 forms are printed from the Report Processing screen. As with all reports, this is a two-step process: selection of the data, and final production of the printed forms themselves. W-2 records are summarized earnings and tax information for all your employees for a specified time period. You create them as frequently as desired, and edit them to correct any oversights that may have existed in your database at the time the records were created. To build W-2 records: 1. From the Reporting dropdown menu, select Statutory Records. The Statutory Records pop-up dialog box displays. Note that the Period field has a down arrow so you can select the desired time frame for the records to be created from a list. 2. Click the down arrow, and then highlight the appropriate time frame (e.g., Year 2002 or Q2-2002). If records already exist for the specified time period, the system will prompt you to overwrite them. 3. Click Yes to create the records. If records do not exist, or if you overwrite them, the system displays a message that e-mail will be sent when the process is complete. 4. Check your e-mail to verify the status of the record building process. A typical message looks like this: Program parameters: /opt/carsdevi/install/bin/hrw2bld -d 12/31/2002 -q -U jdoe hrw2bld run successfully completed, Thu Jan 2 11:47:25 2003 Note that the message indicates the parameters with which you ran the process. In this example, jdoe created the W-2 records for the last quarter of 2002 (the date is an ending date, and the -q indicates a quarterly run). Human Resources 255 Reports and W-2s
After the W-2 records are created, you can edit them on the W-2 Review Screen and then print the desired W-2 forms. Reviewing the W-2 Records Printing the W-2 Forms Producing the W-3 Report Reviewing the W-2 Records Review your W-2 records using the W2 Review screen in HR Administration. Every field on this screen can be edited as needed. To use the W2 Review screen to review your W-2 records: 1. Access the W2 Review screen. 2. Select a reporting period from the Report Period dropdown list. The system determines the list of reporting periods from the report periods present in the W-2 records in your database. For example, if you have built W-2 records for the second quarter of 2002, that date range will appear in the dropdown list. After you select the reporting period with which you want to work, the Employee List at the bottom of the screen will contain all the employee names associated with that period. 3. Highlight the name of an employee with whom you want to work, or whose W-2 information you want to review. The employee s data fills the fields in the screen. 4. Click Update to change any fields as required. Note that two tabs exist for the W-2 information; the first is the information that prints on the employee s W-2, while the second contains information that is submitted to the IRS without being distributed to the employee. 5. When your changes are complete, click Commit. Your changes are saved in the W-2 records in your database. Building the W-2 Records Printing the W-2 Forms Producing the W-3 Report Printing W-2 Forms W-2s are specialty forms you purchase from a forms vendor and print using Jenzabar CX reporting processes. To print W-2 forms: 1. Create the W-2 records for the desired reporting period. 2. Access the Report Processing screen. 3. Highlight the desired Report/Description from the Report List grid, and then click Submit Request. The report name displays in the Requested Report grid with a Status of S (Submitted). The Status should change to I (Incomplete), and then to C (Completed). Continue when the Status changes to Completed. 4. Load the desired forms into the printer, and then highlight the W-2 report you just requested. Click Process. The completed W-2 forms information will either 1) display in MSWord or 2) begin to print on your prepared forms. If they display in MSWord, use the Print function in MSWord to route the output to your designated printer. Exit from MSWord Reports and W-2s 256 Human Resources
when the print job is complete. Building the W-2 Records Reviewing the W-2 Records Producing the W-3 Report Printing a Single W-2 Form Printing a Single W-2 Form All W-2 forms are printed using the Report Processing screen, and several W-2 options are delivered as part of the standard Human Resources product. If you have appropriate permissions, you can copy the desired W-2 form and add a parameter for an ID. Provide the report with a descriptive name and notify the end user that the form is available for selection. Producing the W-3 Report If your institution submits W-2 Copy A to the IRS, and then you must also submit the W-3 form, a summarized report of employee earnings for the year. The standard Human Resources product includes a query to produce the information as needed to create the W-3. To produce the W-3 form: 1. Create the necessary records using the Statutory Records option on the Reports menu. 2. When you are notified via e-mail that the statutory records have been created, access the Report Processing screen. 3. Verify that the W2 FORM W3 report exists in your Report List (it is included in the FED FORMS report group). If it does not appear in the list, follow the procedure outlined in Maintaining Your Report List. 4. Highlight W2 FORM W3 in the Report List and then click Submit Request. 5. Enter the desired processing time period on the pop-up window that appears and then click OK. The report displays in the Request Reports grid with a Status of S (Submitted) or I (Incomplete). When the Status changes to C (or when you are notified via e-mail that the process is complete), the data has been retrieved. 6. Highlight the W2 FORM W3 row in the Requested Reports grid, and then click Process. The system will launch MSWord and display the report. 7. Save and/or print as desired. Building the W-2 Records Reviewing the W-2 Records Printing the W-2 Forms Submitting the W-2 Information Electronically W-2 information must be submitted electronically using a MMREF-1 tape and the accompanying form 6559. The reporting process within HR enables you to make this submission as if it were any other report, form or letter. To create and submit the required files: Human Resources 257 Reports and W-2s
1. Create the necessary records using the Statutory Records option on the Reports menu. 2. When you are notified via e-mail that the statutory records have been created, access the Report Processing screen. 3. Verify that the MMREF-1 form exists in your Report List (it is included in the FED FORMS report group). If it does not appear in the list, follow the procedure outlined in Maintaining Your Report List. 4. Highlight MMREF-1 form in the Report List and then click Submit Request. 5. Enter the desired year end date and W-2 form type on the pop-up window that appears and then click OK. The query displays in the Request Reports grid with a Status of S (Submitted) or I (Incomplete). When the Status changes to C (or when you are notified via e-mail that the process is complete), the data has been retrieved. 6. Highlight the W2 FORM W3 row in the Requested Reports grid, and then click Process. The system will launch MSWord and display the output file. Note: The file that is displayed within MSWord is a data file, not a formatted report. The system stores the file automatically in the user s default MSWord document storage location (e.g., My Documents) with a numeric extension. For example, the first MMREF file will be named MMREF-1.1, the second will be MMREF-1.2, and so on. The end user MUST save the file using the MSWord Save As feature, and specify a storage location. The most important factor in the saving process, however, is that the file be saved as Text Only (*.txt). It is essential that the saved file not contain any control characters or codes from MSWord before it is submitted. 7. Access the website for AccuWage, the web-enabled tool for submitting employee wage information. The website address is www.ssa.gov/employer/. Follow the instructions to download the software for the desired year. 8. Repeat steps 3-6 above, substituting Form 6559 (the Transmitter Report and Summary of Magnetic Media) for the MMREF-1 option. Submit the form as required. Reports and W-2s 258 Human Resources
Overview APPENDIX A TABLE SETUP INFORMATION Introduction Human Resources Maintenance is your key to the most standard customizations you ll need to make for running the Jenzabar Human Resources application. Based on table values you enter in HR Maintenance, you ll be able to use your own codes, processes, and procedures to manage the Human Resources activities on your campus. This help defines all the tables and their fields so you can code them appropriately to suit your needs. It also contains tips for setting up specific types of situations. Refer to the table of contents for a complete list of the topics. Logging in to Human Resources Maintenance The first step to accessing Human Resources Maintenance screens and information is logging in. To log in: 1. Access the Human Resources Maintenance program by: Clicking the icon on your desktop. Clicking Start, and then selecting Programs, Jenzabar HR, and then HR Maintenance. Using Windows Explorer to locate the executable and then double clicking on it. The splash screen identifying the application appears. You can click your mouse to cause it to disappear, or wait until the Login screen appears automatically. 2. In the Service Name field, select the ODBC driver for the database where your HR information resides. 3. In the Login field, enter your username. 4. In the Password field, enter your password, and then click OK. The bottom of the initial screen will display the status of the login process. Human Resources 259 Appendix A
Overview of Human Resources Maintenance Purpose Human Resources (HR) Maintenance is an application developed by Jenzabar, Inc. that allows you to set up information required to run Human Resources Administration. This information includes database tables and instructions regarding the contents and order of data included on payroll documents (i.e., paychecks/stubs, earnings statements, and direct deposit stubs). It is a Windows graphical interface to the Jenzabar CX database. Human Resources Administration uses the table information to validate the data users enter into fields. Use the table information in conjunction with the implementation information included in this help to set up and maintain your system. Table Screen Display Each Human Resources Maintenance table screen display is similar. Most screens have a toolbar, a menubar, and a data area. The data area is typically divided into two regions. The top region contains fields which display the active record and its associated information. The bottom region is a grid which displays all the records and fields from the table in a column and row format. The column titles in the grid correspond to the field names in the top region of the screen. You can print the contents of any grid using the Print icon on your toolbar. Note: The Adjustments Table screen contains tabs in the middle section of the screen. These tabs, when clicked, display fields specific to different elements of an adjustment. Title bar, Menu bar, and Toolbar components The menu bar is a horizontal list of major functions or groups of tables you can access from Human Resources Maintenance. This bar appears immediately under the title bar that names the application you are using, and just above the toolbar. On each screen, the more commonly used features from the menu bar appear on the toolbar. The following example shows the standard Human Resources Maintenance menu bar. Note the location of the menu bar in comparison to the title bar and the toolbar. Title bar Contains the name of the application (e.g., HR Maintenance) and the current screen (e.g., Adjustments table). For the purposes of this illustration, no current screen name appears, since the menu bar is identical for all screens. File menu Lets you: Set up your preferences for a default printer and some display options Gives access to screen customizations, with appropriate permissions Close the current screen Exit from the Human Resources Maintenance product Edit menu Appendix A 260 Human Resources
Lets you select, cut, copy, or paste information, using the Windows clipboard to temporarily hold information you want to move or duplicate. Database menu Lets you: Define or change your database connection Select Query, Add, Delete, or Update modes Commit or cancel data changes you have made General menu Lets you select screens which pertain to the more common, general functions within Human Resources. Tables include: ADA Accommodation Configuration Contact Contract Department Division EEO Sort Employee Status Event Groups Events Image Class Primary Occupation Qualifications Skills Report Group Compensation menu Lets you select table screens which pertain to compensation and benefit functions. Tables include: Benefit Plan Benefit Track Compensation Plan From the Benefit Track table, you can access the Benefit Rate table. Tax menu Lets you select table screens which pertain to the calculation of federal and state taxes. Depending on the state(s) for which you must compute and withhold taxes, you may not need to use some of these tables. Tables include: Adjustments Comparison Inclusion Human Resources 261 Appendix A
Low Income Reduction Tax Tax Credit W2 Code Payroll menu Lets you select table screens which pertain to payroll calculations and functions. Tables include: Adjustments Adjustments Exclusion Payroll Time Work Schedule From the Payroll table, you can access the Default Adjustment table. Note: An additional option on this menu enables you to set up pay stubs and earnings statements. Window menu Lets you access any windows that are active within HR Maintenance (i.e., table screens you previously opened and have not yet closed). Help menu Lets you access online help. You can locate help topics in these three ways: Contents - Activates the table of contents Search for Help On... - Displays the index in which you can search for specific key words This Screen... - Provides context-sensitive help describing the current screen. You can display this type of help by pressing <F1> from any screen. You can also display the splash screen for Human Resources Maintenance by selecting About Human Resources. The splash screen displays the version of Human Resources Maintenance you are currently running. Close button Closes the current screen you are using. If other screens are open, the last screen you used will appear when you select this command. Cut button Enables you to delete information you have highlighted, saving it in the Windows clipboard for use in another location or application. Copy button Enables you to copy information you have highlighted, saving it in the Windows clipboard for use in another location or application. Paste button Enables you to place information from the Windows clipboard in the current cursor location. Commit button Saves the current information in the records in your database. Appendix A 262 Human Resources
Cancel button Abandons your current work, discarding any changes made since you last committed your work. Query button Initiates a search for records that meet your specifications. Update button Initiates Update mode, in which you can change the contents of existing records. You must query for an existing record before you can select Update. Add button Initiates Add mode, in which you can add table entries. Human Resources Maintenance must be in Ready mode before you can select Add. Delete button Initiates the delete function, in which you can remove existing records from the database. The system will not permit you to delete some records if they have been used and their deletion would compromise the integrity of your data. Print button Prints the grid contents on the current screen. Help button (Table of Contents) Enables you to review the online help table of contents for Human Resources. Help button (Index) Enables you to access the Human Resources online help index. Human Resources 263 Appendix A
Using HR Maintenance Locating and Entering Table Information Human Resources Maintenance allows you to locate existing table information quickly and easily. You can then review the table entries, modify them if necessary, or add new records to the table. You locate records by querying from a table screen. The system will display the results of your query in the grid region of the screen. You can then select a record and modify it in Update mode, or add a new record in Add mode. You can also delete some records, depending on whether the system verifies their removal will not cause inconsistencies in your database. Performing a Query Performing a Query in Human Resources Maintenance When you first access table screens from the menu, all existing entries in the table display in the grid at the bottom of the screen, and the system appears in Ready mode. From Ready mode, you must select an active mode (Query, Add, or Update) to perform any action. You can query a particular record by entering specific search criteria in any field in the top region of a table screen, or you can query a set of records using more general search criteria or wildcards (e.g., enter B* in the Code field to locate all records for codes starting with B). To perform a query: 1. From a drop-down list off the menubar, access the desired table screen. The screen appears in Ready mode, and all existing rows of the table display in the grid at the bottom of the screen. 2. Select Query, enter specific search criteria (or wildcard values) in all the fields that identify the record(s) you want to display, and then select Commit. The record(s) satisfying the criteria appears in the grid, and the first record displays in the data entry region in the center of the screen. 3. To select a different record from the grid, use your arrow keys or mouse to highlight the desired row. See also (these topics exist in the HR Administration portion of this manual): Updating Records Adding Records Copying an Existing Record Deleting Records Appendix A 264 Human Resources
Working with Tables List of Tables These are the tables and screens in HR Maintenance. All have similar structures and commands. ADA Accommodations Table Adjustment Comparison Table Adjustments Table Adjustments Exclusion Table Benefit Plan Table Benefit Rate Table Benefit Track Table Compensation Plan Table Configuration Table Contact Table Contract Table Default Adjustment Table Department Table Division Table EEO Sort Table Employee Status Table Events Table Event Groups Table Image Class Table Inclusion Table Low Income Table Payroll Table Primary Occupation Table Qualifications Table Reduction Table Report Group Table Skills Table Tax Table Tax Credit Table Time Table W2 Code Table Work Schedule Table Human Resources 265 Appendix A
In addition, you can access two other screens from within HR Maintenance. They are not tables, but instead enable you to set up your paychecks, direct deposit slips, and earnings statements to print according to your specifications. These two screens are: Adjustments On Payroll Documents Setup Screen Time On Payroll Documents Setup Screen Order of Table Implementation Appendix A 266 Human Resources
ADA Accommodations Table Purpose Access Contents The ADA Accommodations table (hrappada_table) contains the valid codes to define the types of facilities or support an applicant or employee can request under the Americans with Disabilities Act. Access the ADA Accommodations table screen by selecting General from the menu bar, and then selecting ADA Accommodations. The ADA Accommodations Table screen contains the following regions: Accommodation Code Accommodation Code List How does HR Administration use the ADA Accommodations Table? Locating and Entering Table Information How does HR Administration use the ADA Accommodations Table? When you add an applicant on the Applicants screen, you can associate an unlimited number of accommodations for the applicant (for example, interpreter, large monitor, or first floor office). When such an applicant is hired, his/her accommodation information is carried over to the Employee Information screen. This table defines the valid accommodation types. Accommodation Code Region - ADA Accommodations Table The Accommodation Code region on the ADA Accommodations screen enables you to query, view, add, and update records in the ADA Accommodations table. It contains the following fields: Accommodation - The code for the accommodation (e.g., MONI or FFLR). Description - The description of the accommodation code (e.g., Large screen monitor or First floor office. Accommodation Code List Accommodation Code List Region - ADA Accommodations Table The Accommodation Code List grid enables you to view and select rows from the ADA Accommodations table. It displays the following information: Accommodation - The code for the accommodation (e.g., MONI or FFLR). Description - The description of the accommodation code (e.g., Large screen monitor or First floor office. Human Resources 267 Appendix A
Accommodation Code Using Grids Appendix A 268 Human Resources
Adjustment Comparison Table Purpose Access Contents The Adjustment Comparison table (hradjcmp_table) is used for some state income tax calculations when the state tax is dependent on another computed adjustment (e.g., federal income tax). Specifically, the states of Oregon and Missouri must use the Adjustment Comparison table. As an example of this table s usage, assume an Adjustment of S, a Compare Adjustment of F, and a Compare Amount of $5000. Next, assume an employee with an annualized income of $40,000. In a payroll run, the system will first calculate the Compare Adjustment (adjustment F) for the employee. Assume the system computes an annualized amount of $5200 for adjustment F. When the system computes the S adjustment, the taxable base for the S adjustment will be $35,000 (annualized income less the Compare Amount, since the employee s computed adjustment F exceeds the maximum). In another scenario, assume an employee with an annualized income of $38,000. In the payroll run, the system computes an annualized Compare Adjustment amount (adjustment F) for the employee of $4300. In this example, when the system computes the S adjustment, the taxable base for the S adjustment will be $33,700 (annualized income less the amount of adjustment F, since adjustment F is less than the Compare Amount). Access the Adjustment Comparison table screen by selecting Tax from the menu bar, and then selecting Adjustments Comparison. The Adjustment Comparison Table screen contains the following regions: Adjustment Comparison Adjustment Comparison List How does HR Administration use the Adjustment Comparison Table? Locating and Entering Table Information How does HR Administration use the Adjustment Comparison Table? A tax adjustment may or may not have a corresponding value in the Adjustment Comparison table. If a corresponding value does exist, it will associate a state or local tax type with the adjustment on which it is dependent (for example, a state income tax can be dependent on the federal income tax). If an employee has the state or local tax as part of their setup on the Deductions/Allowances/Fringes screen, and then its calculation will be dependent on the designated adjustment. Adjustment Comparison - Adjustment Comparison Table The Adjustment Comparison region on the Adjustment Comparison screen enables you to query, view, add, and update records in the Adjustment Comparison table. It contains the following fields: Primary Deduction - The code for the state tax (e.g., SITM) that is dependent on another calculated adjustment. Human Resources 269 Appendix A
Comparison Deduction - The code for the adjustment (e.g., FITM) on which the state tax is dependent. Active Date - The (mm/dd/yyyy) on which the table entry takes effect. Inactive Date - The date (mm/dd/yyyy) on which the table entry is no longer in effect. Adjustment Comparison List Adjustment Comparison List - Adjustment Comparison Table The Adjustment Comparison List grid enables you to view and select rows from the Adjustment Comparison table. It displays the following information: Primary Deduction - The code for the state tax (e.g., SITM) that is dependent on another calculated adjustment. Comparison Deduction - The code for the adjustment (e.g., FITM) on which the state tax is dependent. Active Date - The (mm/dd/yyyy) on which the table entry takes effect. Inactive Date - The date (mm/dd/yyyy) on which the table entry is no longer in effect. Adjustment Comparison Using Grids Appendix A 270 Human Resources
Adjustments Table Purpose Access Contents Use the Adjustments Table (hradj_table) to define valid adjustment types for payroll, and to define how each adjustment is used in the computation of salary/wages for a position. Adjustments are components of compensation that change the amount of an employee s net compensation (e.g., fringe benefits, income tax, social security tax, and contributions to 401(k)). The table includes a region for general information about adjustments, a grid region that lists all the adjustments, and tab regions for entering the following types of information about adjustments: Liabilities/Expenses Computation Tax W-2 Access the HR Adjustments Table screen by selecting Payroll from the menu bar, and then selecting Adjustments. The Adjustments Table screen contains the following regions that appear above and below the tab regions: Adjustments for Payroll Adjustments for Payroll List How does HR Administration use the Adjustments Table? Locating and Entering Table Information Defining Adjustments Adjustments Exclusion Table Tabs on the Adjustment Table Screen How does HR Administration use the Adjustments Table? Adjustment types are assigned to employees in the Deductions/Allowances/Fringes screen in Human Resources Administration. Adjustments you define as benefits are also available for selection on the Benefits screen and the Benefits Selection window. Adjustments for Payroll - Adjustments Table The Adjustments for Payroll region on the Adjustments Table screen contains general information about the adjustment which you are defining or updating. This region contains four layered tabs that contain information specific to different elements of the active adjustment. Click on a tab to display it in the foreground. The Adjustments for Payroll region contains the following fields: Adjustment - The four-character code assigned to the adjustment (e.g., FITS, for Federal Income Tax Single). Human Resources 271 Appendix A
Adj. Type - Identifies the category or type of the adjustment. Valid values are: A (Allowance) - An employer-paid dollar amount that contributes to the computation of net pay. Allowances include housing or car allowances that increase take-home pay. C (Compensation) - An employer- or employee-paid adjustment that does not increase net pay, is not included in the base, and does not increase taxable income. Its calculation base does not include allowances or fringe benefits. F (Fringe Benefit) - An addition to the gross pay of an employee that does not increase net (take-home) pay (e.g., an employer-paid premium for employee life insurance; the premium paid does not increase the employee s take-home pay, but does increase gross pay for income tax or FICA purposes). R (Remuneration) - An employer-paid adjustment that does not increase net pay, is not included in the base, and does not increase taxable income. Its calculation base will include allowances and fringe benefits. T (Tax) - A mandatory adjustment to gross salary or wages, based on earnings levels, exemptions, and tax rates of federal, state, and local taxing authorities. You can also set up a tax adjustment for non-tax mandatory deductions from salary or wages (e.g., garnishment of wages). Both the employer and the employee can be responsible for the payment of taxes (e.g., FICA has both an employer- and employee-paid portion). V (Voluntary) - An optional adjustment to the gross salary or wages (e.g., contributions to Christmas clubs, United Way charitable contributions, voluntary insurance, or union dues). Active Date - The date (mm/dd/yyyy) the adjustment code becomes valid in the system and can be entered in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. Description - A brief description of the adjustment code (e.g., Federal Income Tax Single for FITS). EGP - Defines the types of assignments with which this adjustment type is associated. Valid assignments are: R - Regular O - Overload * - Regular and Overload For most adjustments, the EGP code is *. Example: If you tax overload positions at 28% while using the normal tax rates for regular positions, you must set up an adjustment for the normal tax type (FITS or FITM) and assign it an EGP code of R, and another adjustment for the overload tax (FITO), and assign it an EGP code of O. The FITS and FITM adjustments can use values in the Tax table, while the FITO adjustment can be assigned a standard rate of 28%. Payee - Defines who pays for this adjustment. Valid codes are: E - Employee R - Employer Inactive Date - The date (mm/dd/yyyy) the adjustment code becomes invalid in the system and can no longer be entered in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. Tabs on the Adjustments Table Screen Adjustments Code List Region Adjustment Table Selecting an Adjustment Type Appendix A 272 Human Resources
Selecting an Adjustment Type Use the following table to help you determine the correct Adjustment Type for each of your adjustments: Allowance Fringe Remuneration Compensation Tax Voluntary Who Pays R R R E/R E/R E Adds to Net Y N N N N N Pay Include in Y Y N N N N Base Adds to Y Y N N N N Taxable (W- 2) Calculation Base A+F A+F A+F Included Example Legend: Housing, auto R E A F Y N Employer Employee Allowance Fringe Yes No Premium for employerpaid life insurance over $50,000 face value Tabs on the Adjustment Table Screen Employer-paid health insurance FITM Union dues, dental plan The tabs on the Adjustment Table screen contain information about specific elements of the active adjustment type. For example, if the Adjustment Code field contains FITS, the information in the tabs will relate to the Federal Income Tax-Single adjustment. Click on the desired tab name to display the tab in the foreground. The following tabs appear on the Adjustments Table screen: Liabilities/Expenses Tab Computation Tab Tax Tab W-2 Tab Adjustments for Payroll Adjustments for Payroll List Human Resources 273 Appendix A
Liabilities/Expenses Tab - Adjustments Table The Liabilities/Expenses tab region on the Adjustment screen allows you to enter the accounts which will be charged for the type of Adjustment. However, you will not always need to enter both a liability and expense account; if the adjustment is paid by the employee, there is no resulting expense to the institution and you leave the expense account fields blank. Note: You can mask expense accounts to minimize the number of table entries required to set up HR. For more information, see Masking Accounts. The Liabilities/Expenses region contains the following fields: Fd - The fund number(s) for the liability or expense accounts charged for the adjustment. Func (Cntr) - The function/center numbers(s) for the liability or expense accounts charged for the adjustment. Obj (Acct) - The object/account number(s) for the liability or expense accounts charged for the adjustment. Subf (Proj) - The subfund/project number(s) for the liability or expense accounts charged for the adjustment. Subsidiary - The subsidiary that this adjustment is to use. Subsidiary ID - The subsidiary ID to be used with the subsidiary, if desired. If used, all accounting entries relating to the adjustment will be applied to this subsidiary ID. Total Code - The total code to which the amount will be posted, if the adjustment subsidiary uses total codes. Balance Code - The balance code to which the amount will be posted. Use only if the adjustment subsidiary uses balance codes. Computation Tab Tax Tab W-2 Tab Adjustments for Payroll Adjustments for Payroll List Masking Accounts When defining the accounts to charge for the expenses associated with employer-paid benefits, you can use masking to minimize the number of table entries you must create. For example, if you have employees in ten cost centers (Functions) and want to charge their employer-paid FICA (i.e., FICR) to the cost centers in which they work, you can set up a single FICR adjustment and mask the expense account to which it will be charged. Filling the Function field with asterisks (*) causes the system to use the Function code associated with the employees' salary expense. Therefore, if you set up the FICR adjustment with the expense account 10-****-6738 and you have employees in cost centers 1001, 1002, and 1003, their FICR expenses will be charged to 10-1001-6738, 10-1002-6738, and 10-1003-6738 respectively. Note: You must completely fill the masked field with asterisks. The system will not correctly recognize masking unless, for example, a four character Function code field contains four asterisks. Appendix A 274 Human Resources
Computation Tab - Adjustments Table The Computation tab region on the Adjustments table allows you to select which elements to include in the computation of an adjustment. This is necessary if the adjustment requires a computation, but not if the adjustment amount is a flat amount. For example, to define the employee-paid portion of 401(k) as a percentage of the employee s total compensation (including compensation earned while on vacation or as overtime pay), you would mark the Benefits and Overtime checkboxes on the Computation tab. Then, when you establish 401(k) as an adjustment for an employee, you define the percentage amount he/she wants to contribute on the Deductions/Allowances/Fringes screen in Human Resources Administration. The Computation tab contains the following fields: Include for Computation: Overtime - A Yes/No field indicating whether the system is to include wages earned from overtime hours in the computation of the adjustment. For example, if employee paid 401(k) is computed as 5% of an employee s total wages including overtime, check this box to include the overtime wages in the 401(k) computation. Include for Computation: Undertime - A Yes/No field indicating whether the system is to consider wages docked because of undertime in the computation of the adjustment. Include for Computation: Benefits - A Yes/No field indicating whether the system is to include earnings from benefit time in the computation of the adjustment. Benefit (Y/N) - A Y/N field indicating whether the adjustment is a benefit. If Y, the adjustment is available for selection on the Benefits screen and the Benefits Selection window in Human Resources Administration. Negate - A Y/N field that informs the system whether or not to treat this adjustment as a negative number in the computation. This box must be checked for Earned Income Credit (EICS and EICM) and for some subsidiary situations. Priority - The order in which voluntary adjustments are taken. For example, assume two voluntary adjustments, one for withholdings to a credit union, and another for withholdings for a Christmas club. If the credit union has a Priority of 1 and the Christmas club has a Priority of 2, the system will use the credit union adjustment first. This prioritization is only important if the employee has earnings that are not sufficient to cover all the voluntary adjustments, so the system can interpret which voluntary adjustments to use, and which to omit. YTD Amounts - A Y/N field indicating whether the system should annualize the amounts for computation. When set to Y, the system will compute the adjustment amount for each employee for each pay period, and then compare the computed amount to the amount that should have been withheld for the entire year-to-date. Used for FICA, FICR, MEDE, MEDR, and the Pennsylvania opportunity tax only, this process eliminates rounding errors for these types of withholdings. CAUTION: This value must be left blank or set to N for all taxes for which there are no maximums per year. Base on Inclusion - A Yes/No value indicating whether, when computing the amount of the adjustment, to include only the related adjustments (Yes), or the related adjustments added to income (No). For the purposes of Arizona state income tax, this value must be Yes. For example, assume an employee has gross pay of $50,000 and federal income tax of $10,000. If some other adjustment (e.g., a state tax) should be computed based on either $50,000 or $40,000, this value must be No (values in the Reduction table control whether the base is $50,000 or $40,000). If the adjustment should be computed based on $10,000, this value must be Yes. Round to Dollar - A Y/N value indicating whether you want the computed adjustment amount to be rounded to the nearest dollar for each individual employee. Human Resources 275 Appendix A
Liabilities/Expenses Tab Tax Tab W-2 Tab Adjustments for Payroll Adjustments for Payroll List Tax Tab - Adjustments Table The Tax tab region on the Adjustment table allows you to define the tax effects of an adjustment. The Tax tab contains the following fields: Withholding Allowance - The tax exemption/allowance amount per exemption claimed (e.g., the dollar amount associated with each exemption for federal income tax purposes). Click on the down arrow next to the field to access a calculator to compute the correct amount. Additional Withholding Allowance - The additional withholding amount per additional exemption claimed. For an individual employee, the amount entered in this field is multiplied by the value in the Allowances: Additional field on his/her Deductions/Allowances/Fringes screen in Human Resources Administration, typically to compute an allowance for state income tax calculations. Click on the down arrow next to the field to access a calculator to compute the correct amount. Earned Gross Pay Break - The maximum possible gross pay amount (i.e., the maximum gross wages amount to use with the earned gross pay percentage); the system will apply the Excess EGP Tax Percent to any amount over this maximum. Click on the down arrow next to the field to access a calculator to compute the correct amount. Earned Gross Pay Percent - The percentage applied to the earned gross pay to calculate the adjusted tax base for some state tax calculations. Click on the down arrow next to the field to access a calculator to compute the correct amount. Excess EGP Tax Percent - The amount used to calculate an additional withholding amount based on the amount in excess of the earned gross pay break. Click on the down arrow next to the field to access a calculator to compute the correct amount. Zero Base Percent - The tax percentage applied to earned gross pay to calculate a tax amount if the adjusted tax base amount is zero or negative. The Earned Gross Pay Break must also be zero. Click on the down arrow next to the field to access a calculator to compute the correct amount. Standard Deduction: Flat Amount - The amount of the standard deduction for the tax calculation. Click on the down arrow next to the field to access a calculator to compute the correct amount. Standard Deduction: Percentage - The standard deduction percentage subtracted from adjusted gross wages before some state taxes are computed. Click on the down arrow next to the field to access a calculator to compute the correct amount. Standard Deduction: Minimum Amount - The minimum amount that should be deducted for the adjustment. If the calculated amount is less than the minimum, and then the minimum amount is used. Click on the down arrow next to the field to access a calculator to compute the correct amount. Standard Deduction: Maximum Amount - The maximum amount that should be deducted for the adjustment. If the calculated amount is more than the maximum, and then the maximum amount is used. Click on the down arrow next to the field to access a calculator to compute the correct amount. Appendix A 276 Human Resources
Liabilities/Expenses Tab Computation Tab W-2 Tab Adjustments for Payroll Adjustments for Payroll List W-2 Tab - Adjustments Table The W-2 tab region on the Adjustments Table allows you to define whether or not the adjustment has any taxable reporting effect. The W-2 tab contains the following fields: Locality Name - The name of the local tax. Used if the adjustment type is a local tax. State Code - The two letter state code. Local Tax Code - The local tax code. Valid values are: C (city) D (county) E (school district) F (other) W2 Type - The type of tax or adjustment, as required for the W-2. Valid values are: A (Federal income tax) B (Social security tax) C (State income tax) D (Local income tax) E (Benefit that should appear in box 18) F (Unemployment) G (Life insurance) W2 Code - The code specified by the IRS for the reporting of deduction items. Valid values are defined in the W2 Box table, and may include the following: A (Uncollected social security tax on tips) B (Group term life insurance) C (Sick pay not deductible as income) D (Section 401(k)) Deferred Compensation - A Y/N field indicating whether the adjustment type is a deferred compensation. Examples of deferred compensations are elective 401(k), 403(b), and 408(K)(b). Dependent Care Benefit - A Y/N field indicating whether the adjustment type is an employerpaid dependent care benefit. Nonqualified Plan - A Y/N field indicating whether the adjustment is a distribution of a nonqualified deferred compensation plan. Section 457 Plan - A Y/N field indicating whether the adjustment is a distribution of a Section 457 plan. Liabilities/Expenses Tab Human Resources 277 Appendix A
Computation Tab Tax Tab Adjustments for Payroll Adjustments for Payroll List Adjustments for Payroll List - Adjustments Table The Adjustments for Payroll List grid enables you to view and select rows of information from the columns in the Adjustments table. It displays the following information: Adjustment Code- The four-character code assigned to the adjustment (e.g., FITS, for Federal Income Tax Single). Description - A brief description of the adjustment code (e.g., Federal Income Tax Single for FITS). Inactive Date - The date (mm/dd/yyyy) the adjustment code becomes invalid in the system and can no longer be entered in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. Active Date - The date (mm/dd/yyyy) the adjustment code becomes valid in the system and can be entered in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. EGP - Defines the types of assignments with which this adjustment type is associated. Valid assignments are: R - Regular O - Overload * - Regular and Overload For most adjustments, the EGP code is *. Payee - Defines who pays for this adjustment. Valid codes are: E - Employee R - Employer Tabs on the Adjustments Table Screen Adjustments Table Adjustments Table Region Appendix A 278 Human Resources
Adjustments Exclusion Table Purpose Access Contents The Adjustments Exclusion table (hradjexcl_table) allows you to assign multiple adjustments exclusions to a single exclusion code. All adjustments associated with the excluded code will be excluded from base pay calculations when the code is applied in Human Resources Administration. Access the Adjustments Exclusion table by selecting Payroll from the menu bar then selecting Adjustments Exclusion. The Adjustments Exclusion Table screen contains the following regions: Adjustments Exclusion Adjustments Exclusion List How does HR Administration use the Adjustments Exclusion Table? Maintaining Adjustment Exclusion Codes Locating and Entering Table Information Adjustments Table How does HR Administration use the Adjustments Exclusion Table? The Adjustments Exclusion table associates a group of excluded adjustments with a particular position when you create that position on the Position screen in Human Resources Administration. This feature is particularly useful when an employee holds more than one job at your institution, and the jobs are subject to different withholdings or adjustment calculations. Maintaining Adjustment Exclusion Codes To add multiple adjustment exclusions to a single exclusion code: 1. Access the Adjustments Exclusion screen and select Query to review existing exclusion groups. If the desired value does not appear in the grid in the Adjustment Exclusion Table List region, go to step 2. 2. Select Add to enter Add mode. 3. Enter the following: A one character exclusion code in the Adjustments Excluded for Exclusion Code field A description of the exclusion code Active and Inactive dates for the exclusion code 3. Highlight the adjustment(s) you want to assign to the exclusion code and select Add or Add All to move them to the window on the right. 4. Select Commit to add the exclusion code to the database. To remove one or more adjustment exclusions from an exclusion code: Human Resources 279 Appendix A
1. Query to locate the exclusion code for which you want to change the excluded adjustments. 2. Select Update to enter Update mode. 3. Select the adjustment you do not want to include in the exclusion code from the Adjustments Excluded field, and then select Remove. 4. Select Commit to save the change. Note: The Delete option on the toolbar deletes an entire Adjustment Exclusion code, not a single adjustment associated with a code. Adjustments Exclusion - Adjustments Exclusion Table The Adjustments Exclusion region on the Adjustments Exclusion Table screen enables you to query, view, add, and update records in the Adjustments Exclusion table. It contains the following fields and buttons: Add/Remove Button - In Add or Update mode, moves the selected adjustment from the list box in which it currently resides, to the opposite box. For example, if the adjustment is in the Adjustments Available to Exclude box, the button will be labeled Add, and clicking the button will cause the adjustment to move to the Adjustments Excluded box. Add All/Remove All Button - In Add or Update mode, moves all adjustments from the list box in which the cursor currently resides, to the opposite box. For example, if the cursor resides in the Adjustments Excluded list box, the button will be labeled Remove All, and clicking the button will cause all the adjustments in that box to move to the Adjustments Available to Exclude box. Adjustments Excluded: - A window containing the adjustments that will be excluded with the active exclusion code. Exclusion Code - A category of adjustments to be excluded from an earnings computation. Exclusion Description - A brief description of the exclusion code. Available Adjustments to Exclude: (Description and Code) - A list of all adjustment codes and their descriptions. From this list, choose adjustments to associate with an exclusion code. All excluded and available adjustments are defined in the Adjustment table. Adjustments Exclusion Table Adjustments Exclusion List Adjustments Exclusion List - Adjustments Exclusion Table The Adjustments Exclusion List grid enables you to view and select rows of information from the Adjustments Exclusion table. It displays the following information: Exclusion Code - A category of adjustments to be excluded from an earnings computation. Description - A brief description of the exclusion code. Adjustments Excluded - The adjustments grouped by the exclusion code that is displayed in the Adjustments Exclusion Table region. (An exclusion category may contain any number of adjustments.) All adjustments (excluded and available) are defined in the Adjustment table. Adjustments Exclusion Region Using Grids Appendix A 280 Human Resources
Benefit Plan Table Purpose Access Contents The Benefit Plan table (benplan_table) enables you to select the default benefits that, as a matter of institutional policy, are offered to most (if not all) employees. For example, you can designate sick time or employee-paid life insurance as standard benefits that are part of the institution-wide benefit plan. In addition, you can flag some benefits as not only part of the plan, but also as required. Important: Human Resources Administration will only use the benefits defined in the Benefit Plan table as defaults if the HR_USE_DEFAULT_BENPLAN entry in the Configuration table is defined with a value of Y. As delivered, this Configuration table entry is set to N, indicating that this table is not in use by the institution and entries in it are to be ignored. Access the Benefit Plan table screen by selecting Compensation from the menu bar then selecting Benefit Plan. The Benefit Plan Table screen contains the following regions: Benefit Code Benefit Code List How does HR Administration use the Benefit Plan Table? Locating and Entering Table Information How does HR Administration use the Benefit Plan Table? The Benefit Plan table causes plan or required benefits to be flagged on the Benefits screen Selection tab and the Benefits Selection window in Human Resources Administration. Benefit Code - Benefit Plan Table The Benefit Code region on the Benefit Plan screen enables you to query, view, add, and update records in the Benefit Plan table. It contains the following fields: Adjustment/Time Code - The code assigned to the benefit (e.g., VAC, for vacation). Click on the arrow next to the field to view and select from a list of valid values as defined in the Adjustment table. (Description) - A description of the adjustment code. This field is not labeled. Benefit Required - A Y/N indicating whether this benefit is required. Click on the arrow next to the field to select either Yes or No. If you click Yes, an asterisk will appear next to the benefit when it appears on the Benefits screen Selection tab and the Benefits Selection window in Human Resources Administration. Begin Date - The date (mm/dd/yyyy) the benefit becomes part of the overall benefit package typically provided by the institution. Click on the arrow next to the field to view a calendar from which you can select a date. End Date -The date (mm/dd/yyyy) the benefit is no longer included in the overall package of benefits provided by the institution. Click on the arrow next to the field to view a calendar from which you can select a date. Human Resources 281 Appendix A
Benefit Code List Benefit Code List - Benefit Plan Table The Benefit Code List grid enables you to view and select rows of information from the Benefit Plan table. It displays the following information: Adjustment/Time Code - The code assigned to the benefit (e.g., VAC, for vacation). Click on the arrow next to the field to view and select from a list of valid values as defined in the Adjustment table. Description - A description of the adjustment code. Benefit Required - A Y/N indicating whether this benefit is required. Click on the arrow next to the field to select either Yes or No. If you click Yes, an asterisk will appear next to the benefit when it appears on the Benefits screen Selection tab and the Benefits Selection window in Human Resources Administration. Begin Date - The date (mm/dd/yyyy) the benefit becomes part of the overall benefit package typically provided by the institution. Click on the arrow next to the field to view a calendar from which you can select a date. End Date -The date (mm/dd/yyyy) the benefit is no longer included in the overall package of benefits provided by the institution. Click on the arrow next to the field to view a calendar from which you can select a date. Benefit Code Region Using Grids Appendix A 282 Human Resources
Benefit Rate Table Purpose Access Contents The Benefit Rate table (hrbenrate_table) contains the accrual information used to determine the speed or rate at which employees can accrue time benefits. Because the Benefit Rate table provides information about specific benefit tracks, you must access it from the Benefit Track table. Access the Benefit Rate table by selecting Compensation from the menu bar then selecting Benefit Track. Perform a query and select the Benefit Rates button in the Benefit Track Code List region. The Benefit Rate table screen contains the following regions: Benefit Rate Code Benefit Rate Code List Benefit Track Table Benefit Plan Table Locating and Entering Table Information Benefit Rate Code - Benefit Rate Table The Benefit Rate Code region on the Benefit Rate screen enables you to query, view, add, and update records in the Benefit Rate table. It contains the following fields: Benefit Rates for Accrual Track - The track name, or code, from the Benefit Track table. This field is read-only. Time Code - The benefit time code from the Time table. This field is read-only. Accrual Break Amount - The break value amount for this accrual. This amount relates directly to the Break Period Code on the Benefit Track Table screen. If the Break Period Code is Months, and the Accrual Break Amount is 3, and then the selected adjustment accrual rate will begin when the employee has been employed for three months. Accrual Amount - The quantity of benefit time to be accrued each time the Break Period Code in the Benefit Track Table screen changes. For example, if the Break Period Code is Months, and the Accrual Amount is 1, and then the employee will accrue one unit of benefit time for every month worked. Note: The type of unit (e.g., days or hours) by which accruals occur is controlled in the Accrual Method field of the Benefit Track Table screen. Restricted - A Y/N flag indicating whether the benefit time is usable for the employee during the current Accrual Break Amount period. Set this value to Y, for example, if an employee can accrue sick time for the first three months of employment, but cannot use any of the time until after three months of probation are over. Max. Annual Accrual - The annual maximum amount allowed for this type of time benefit. For example, if every employee (regardless of tenure) can accrue one sick day per month for a maximum of ten sick days per year, enter 1 in the Accrual Amount field, 0 in the Accrual Break Human Resources 283 Appendix A
Amount field, and 10.00 in the Max. Annual Accrual field. The accrual will continue to 10 days, but no further. Benefit Rate Code List Benefit Rate Code List - Benefit Rate Table The Benefit Rate Code List grid enables you to view and select rows of information from the columns in the Benefit Plan table. It also contains Add and Update buttons which allow you to add benefit rate accrual amounts for the benefit track and benefit time which are active in the Benefit Rate Code region. The Benefit Code List Grid displays the following information: Accrual Break Amount - The break value amount for this accrual. This amount relates directly to the Break Period Code on the Benefit Track Table screen. If the Break Period Code is Months, and the Accrual Break Amount is 3, and then the selected adjustment accrual rate will begin when the employee has been employed for three months. Accrual Amount - The quantity of benefit time to be accrued each time the Break Period Code in the Benefit Track Table screen changes. For example, if the Break Period Code is Months, and the Accrual Amount is 1, and then the employee will accrue one unit of benefit time for every month worked. Note: The type of unit (e.g., days or hours) by which accruals occur is controlled in the Accrual Method field of the Benefit Track Table screen. Restricted - A Y/N flag indicating whether the benefit time is usable for the employee during the current Accrual Break Amount period. Set this value to Y, for example, if an employee can accrue sick time for the first three months of employment, but cannot use any of the time until after three months of probation are over. Max. Annual Accrual - The annual maximum amount allowed for this type of time benefit. For example, if every employee (regardless of tenure) can accrue one sick day per month for a maximum of ten sick days per year, enter 1 in the Accrual Amount field, 0 in the Accrual Break Amount field, and 10.00 in the Max. Annual Accrual field. The accrual will continue to 10 days, but no further. The Benefit Code List region also contains the following buttons: Add button - Puts you in Add mode and allows you to add new benefit accrual rate information for the active Benefit Track and Time Code. Update button - Puts you in Update mode and allows you to update current rate information for the active Benefit Track and Time Code. OK button- Saves your changes to the CX database. Cancel button - Cancels any changes you have made and does not save them. Close button - Closes the screen and displays the Benefit Track Table screen. Benefit Rate Code Using Grids Appendix A 284 Human Resources
Benefit Track Table Purpose Access Contents The Benefit Track Table (hrbentrk_table) contains the values which help determine the accrual values for a time code and time track. Use this screen to assign track codes and define how time benefits will be accrued. Access the Benefit Track table by selecting Compensation from the menu bar, and then selecting Benefit Track. The Benefit Track table screen contains the following regions: Benefit Track Code Benefit Track Code List How does HR Administration use the Benefit Track Table? Locating and Entering Table Information Benefit Plan Table How does HR Administration use the Benefit Track Table? The Accrual Track code from the Benefit Track table is assigned on the Track tab of the Benefits screen in Human Resources to control the method of benefit accrual for each employee. Benefit Track Code - Benefit Track Table The Benefit Track Code region on the Benefit Track screen enables you to query, view, add, and update records in the Benefit Track table. It contains the following fields: Accrual Track - A code that identifies the particular accrual track. You might, for example, set up one accrual track for 35-hour employees, and a different track for 40-hour employees. Description - A description of the track code (e.g., 40-hour staff or full-time faculty). Time Code - The time code, from the Time table, associated with the active accrual track. Click the down arrow next to the field to display a list of valid time code values. Carry-Over Month - The number associated with the calendar month (1-12) on which carryover rules apply. For example, if the accrual year begins on July 1, enter 7. Type the value or click the down arrow next to the field to display a list from which to choose. Carry-Over Day - The number associated with the calendar date (1-31) on which carryover rules apply. For example, if the accrual year begins on July 1, enter 1. Type the value or click the down arrow next to the field to display a list from which to choose. Break Period Code - The period code (months or days) that determines how the prd value in the hrbentrk_rec will be evaluated. For example, if employees accrue benefit time for every month they work, enter Months in this field. Accrual Method - The method of accrual used for this track code. For example, do employees accrue vacation time by the day or the hour? Click the down arrow next to the field to display a list of valid values. Human Resources 285 Appendix A
Include Partial Periods - A Y/N field indicating whether employees can accrue benefit time if they are not employed for the entire Break Period. For example, if an employee starts work on April 12 and is assigned a benefit track where the Include Partial Periods flag is set to Y, and then the employee s benefit accruals will begin in April. Accrue By Hours Worked - A Y/N field indicating whether you want to accrue the benefit time by hours worked rather than by hours elapsed. For example, if an employee should accrue some amount of vacation time after working thirty hours (even if it takes the employee two months to work that number of hours), set this value to Yes. Benefit Rates Button - Provides access to the Benefit Track Rate Table screen, in which you can enter the rates used to accrue benefit time for each different track. Locating and Entering Table Information Benefit Plan Table Benefit Track Code List Benefit Track Code List - Benefit Track Table The Benefit Track Code List grid enables you to view and select rows of information from the Benefit Track table. It displays the following information: Accrual Track - A code that identifies the particular accrual track. You might, for example, set up one accrual track for 35-hour employees, and a different track for 40-hour employees. Description - A description of the track code (e.g., 40-hour staff or full-time faculty). Time Code - The time code, from the Time table, associated with the active accrual track. Click the down arrow next to the field to display a list of valid time code values. Carry-Over Month - The number associated with the calendar month (1-12) on which carryover rules apply. For example, if the accrual year begins on July 1, enter 7. Type the value or click the down arrow next to the field to display a list from which to choose. Carry-Over Day - The number associated with the calendar date (1-31) on which carryover rules apply. For example, if the accrual year begins on July 1, enter 1. Type the value or click the down arrow next to the field to display a list from which to choose. Break Period Code - The period code (months or days) that determines how the prd value in the hrbentrk_rec will be evaluated. For example, if employees accrue benefit time for every month they work, enter Months in this field. Accrual Method - A code indicating whether you are accruing by hours worked or by the passage of time. Include Partial Periods - A Y/N field indicating whether employees can accrue benefit time if they are not employed for the entire Break Period. For example, if an employee starts work on April 12 and is assigned a benefit track where the Include Partial Periods flag is set to Y, and then the employee s benefit accruals will begin in April. The Benefit Track Code list region also contains a button that accesses the Benefit Rate Table screen. Click the link below for information on this screen. Benefit Rate Table Benefit Track Code Benefit Plan Table Locating and Entering Table Information Appendix A 286 Human Resources
Compensation Plan Table Purpose Access Contents The Compensation Plan table (compplan_table) defines compensation plans that you can link to positions in Human Resources Administration. Compensation plans are salary administration tools that enable managers to compensate employees at the same or similar rates for similar work, regardless of their locations. For example, maintenance workers at a satellite campus and at the main campus can be assigned the same compensation plan, ensuring comparable pay even though the persons in charge of their salary reviews are in separate locations. Note: This table is required only if you are using compensation plans at your institution. Access the Compensation Plan table by selecting Compensation from the menu bar then selecting Compensation Plan. The Compensation Plan table screen contains the following regions: Compensation Code Compensation Code List How Does HR Administration use the Compensation Plan Table? Locating and Entering Table Information How does HR Administration use the Compensation Plan Table? The compensation plans you name and describe on the Compensation Plan Table screen obtain levels and dollar amounts (if step/level plans) or ranges of dollar amounts (if range plans) on the Compensation Plan screens in Human Resources Administration. After the plans have associated dollar amounts, they can be assigned to created positions within Human Resources Administration. Compensation Code - Compensation Plan Table The Compensation Code region on the Compensation Plan screen enables you to query, view, add, and update records in the Compensation Plan table. It contains the following fields and buttons: Plan Code - A four character code to identify the plan. Plan Name - A description of the compensation plan. Plan Type A code identifying the type of compensation plan. Valid compensation plan types are: Range - A plan with a minimum, midpoint, and maximum. Employees assigned to a range type of plan must be paid an amount that falls within the range, or the system will flag the error with a warning message. Step/Level - A plan with separate levels and an exact earnings amount assigned to each level. Employees assigned to a step/level type of plan must be paid the exact amount associated with their level, or the system will flag the error with a warning message. Comp Type - Types of compensation associated with this plan. Valid comp types are: Hourly - The dollar earnings amounts associated with the plan will be hourly rates. Human Resources 287 Appendix A
Salary - The dollar earnings amounts associated with the plan will be salaried amounts. On the Compensation Plans screens in Human Resources Administration, the system assumes all salaries are entered as annual amounts. Active Date - The date this code becomes active in the database. Inactive Date - The date this code becomes inactive in the database and can no longer be accessed. Compensation Code List Compensation Code List - Compensation Plan Table The Compensation Code List grid enables you to view and select rows of information from the Compensation Plan table. It displays the following information: Plan Code - A four character code to identify the plan. Plan Name - A description of the compensation plan. Plan Type A code identifying the type of compensation plan. Valid compensation plan types are: Range - A plan with a minimum, midpoint, and maximum. Employees assigned to a range type of plan must be paid an amount that falls within the range, or the system will flag the error with a warning message. Step/Level - A plan with separate levels and an exact earnings amount assigned to each level. Employees assigned to a step/level type of plan must be paid the exact amount associated with their level, or the system will flag the error with a warning message. Comp Type - Types of compensation associated with this plan. Valid comp types are: Hourly - The dollar earnings amounts associated with the plan will be hourly rates. Salary - The dollar earnings amounts associated with the plan will be salaried amounts. On the Compensation Plans screens in Human Resources Administration, the system assumes all salaries are entered as annual amounts. Active Date - The date this code becomes active in the database. Inactive Date - The date this code becomes inactive in the database and can no longer be accessed. Compensation Code Appendix A 288 Human Resources
Configuration Table Purpose Access Contents The Configuration table (config_table) is used throughout Jenzabar CX to control many of the features, define defaults, and provide general setup information to the system. Although the table is in system-wide use, the entries that pertain specifically to Human Resources only are accessible through HR Maintenance. Access the Configuration table screen by selecting General from the menu bar, and then selecting Configuration. The Configuration Table screen contains the following regions: Configuration Info Configuration List How does HR Administration use the Configuration Table? Locating and Entering Table Information How does HR Administration use the Configuration Table? The Configuration table controls a variety of processing options in HR Administration, including the use of default benefit plans, the names of adjustments used on TIAA reports, and the ability to force ID queries when hiring applicants. See the actual table screen and the parameters and values it contains for more information about the features implemented with the Configuration table. Configuration Region - Configuration Table The Configuration region on the Configuration screen enables you to query, view, and update entries in the Configuration table. It contains the following fields: Parameter - The short description of the configuration item (e.g., Clients-only Web page or Y/N flag to use default benefits). Value - The default value assigned to the parameter, if any. Overwrite the Value field with your own values to configure your system according to your needs. Note that this region also contains a view-only longer explanation of the entry to help you complete it in accordance with the needs of your institution. With access to the UNIX shell and permissions to add to or update the Configuration table, you can modify the explanations. For more information about changing the explanations, see Modifying Configuration Table Values. Configuration List Configuration List Region - Configuration Table The Configuration List grid enables you to view and select rows from the Configuration table. It displays the following information: Human Resources 289 Appendix A
Parameter - The short description of the configuration item (e.g., Clients-only Web page or Y/N flag to use default benefits). Value - The default value assigned to the parameter, if any. Overwrite the Value field with your own values to configure your system according to your needs. More About Configuration Table Values Configuration Using Grids Appendix A 290 Human Resources
Contact Table Purpose Access Contents The Contact table (ctc_table) specifies the various types of communication or interaction your institution has with prospects, students, alumni, job applicants, and employees. Access the Contact Table screen by selecting General from the menu bar, and then selecting Contact. Note: For more information about the Contact table, see Using Communications Management in the CX documentation series. The Contact Table screen contains the following regions: Contact Contact List How does HR Administration use the Contact Table? Locating and Entering Table Information Events Table How does HR Administration use the Contact Table? The purpose of the Contact table within Human Resources is to define the various types of letters or correspondence your institution may have with applicants or employees. For example, you can define applicant interview letters, rejection letters, new hire letters, and termination letters that explain COBRA benefits. These types of letters link to your Events table, so the occurrence of a particular type of event (which is tracked within Human Resources Administration) can trigger the creation of a contact for an applicant or employee. Contact - Contact Table The Contact region on the Contact Table screen enables you to query, view, add, and update records in the Contact table. It contains the following fields: Contact - The eight-character code (e.g., TERMNATE) identifying the type of interaction or correspondence. Description - A description of the contact (e.g., termination letter). Tickler - The tickler code associated with the contact, as defined in the Tickler table (tick_table). You may, for example, define a tickler code for APPL (applicants) or EMPL (employees). Run Code - The run code associated with the contact, as defined in the Addressing Table (adr_table). Run codes define the method of creating salutations and addresses on envelopes. For example, a run code of SINGLEI implies one addressee only, with an informal style. Active Date - The date (mm/dd/yyyy) on which the contact became valid for use at the institution. Click on the arrow next to the field to view a calendar from which you can select a date. Inactive Date - The date (mm/dd/yyyy) on which the contact became invalid for use at the institution. Click on the arrow next to the field to view a calendar from which you can select a date. Human Resources 291 Appendix A
Contact List Contact List - Contact Table The Contact List grid enables you to view and select rows of information from the Contact table. It displays the following information: Contact - The eight-character code (e.g., TERMNATE) identifying the type of interaction or correspondence. Description - A description of the contact (e.g., termination letter). Tickler - The tickler code associated with the contact, as defined in the Tickler table (tick_table). You may, for example, define a tickler code for APPL (applicants) or EMPL (employees). Run Code - The run code associated with the contact, as defined in the Addressing Table (adr_table). Run codes define the method of creating salutations and addresses on envelopes. For example, a run code of SINGLEI implies one addressee only, with an informal style. Active Date - The date (mm/dd/yyyy) on which the contact became valid for use at the institution. Click on the arrow next to the field to view a calendar from which you can select a date. Inactive Date - The date (mm/dd/yyyy) on which the contact became invalid for use at the institution. Click on the arrow next to the field to view a calendar from which you can select a date. Contact Using Grids Appendix A 292 Human Resources
Contract Table Purpose Access Contents The Contract table (hrctrc_table) defines the contract types used at your institution. Access the Contract table by selecting General from the menu bar, and then selecting Contract. The Contract Table screen contains the following regions: Contract Code Contract Code List How does HR Administration use the Contract Table? Locating and Entering Table Information How does HR Administration use the Contract Table? On the Contracts screen, contract types that are validated in this table are available for selection in the Contract region. Contract Code - Contract Table The Contract Code region on the Contract screen enables you to query, view, add, and update records in the Contract table. It contains the following fields: Contract Code - The eight-character code that represents the contract. Description - Text describing the contract (e.g., Nine-Month or Adjunct). Contract Code List Contract Code List - Contract Table The Contract Code List grid enables you to view and select rows of information from the Contract table. It displays the following information: Contract Code - The eight-character code that represents the contract. Description - Text describing the contract (e.g., Nine-Month or Adjunct). Contract Code Using Grids Human Resources 293 Appendix A
Default Adjustment Table Purpose Access Contents The Default Adjustment Table (hrdefadj_table) specifies the adjustments that are standard for a specific payroll type. For example, you could define a payroll type for full-time faculty, and include 403(b), employer-paid insurance, FICA (employer- and employee-paid), and all taxes as the default adjustments. For a payroll type for students, you could include only local taxes. The defaults would be used when you hire employees and set up their adjustments. Defining defaults for each payroll type minimizes data entry in Human Resources Administration. Access the Default Adjustment Table screen by selecting Payroll from the menu bar, and then selecting Payroll Table. Locate the desired payroll type, select Update, and then select Default Adjustments. The Default Adjustment Table appears in a window that overlays the Payroll table screen. The Default Adjustment Table screen contains the following elements in a single region: Adjustments Available - All the adjustments you have defined in the Adjustments table but have not yet selected as defaults for the specified payroll type. Adjustments This Payroll - The adjustments you have selected from the list of all adjustments to be defaults for the specified payroll type. Add/Remove button - Moves the selected adjustment from one side of the screen to the other. If the selected adjustment is in the Adjustments Available area, the button is labeled Add. If the selected adjustment is in the Adjustments This Payroll area, the button is labeled Remove. Add All/Remove All button - Moves all the adjustments from one side of the screen to the other. If you highlight an adjustment in the Adjustments Available area, the button is labeled Add All. If you highlight an adjustment in the Adjustments This Payroll area, the button is labeled Remove All. Detail button - Displays the Default Adjustment - Details window so you can add information about the selected default adjustments. OK button - Saves the default adjustment information and closes the Default Adjustment screen. Cancel button - Closes the Default Adjustment screen, abandoning any changes made to the adjustments selected or removed. How does HR Administration use the Default Adjustment Table? Default Adjustment - Details Window Defining Adjustments Creating and Assigning Benefits How does HR Administration use the Default Adjustment Table? Default adjustment types are available to employees when you access the Deductions/Allowances/Fringes screen in Human Resources Administration. If the employee has no other assigned adjustments, the program will prompt you to accept or reject the default adjustments that are associated with the employee s payroll code. Default adjustments have no impact on employees for whom other adjustments have already been selected. Appendix A 294 Human Resources
Default Adjustment - Details Window The Default Adjustment - Details window enables you to enter information about the default adjustments you have associated with a payroll type. For example, if your full-time faculty/staff payroll includes employee-paid FICA as a default adjustment, you can use the Details window to indicate that you want to use the Tax table to provide the calculation information for FICA. Access the Default Adjustment - Details window by highlighting an adjustment in the Adjustments This Payroll area of the Default Adjustments screen, and then selecting Detail. The Default Adjustment - Details window overlays the Default Adjustment Table, which in turn overlays the Payroll Table screen. The Default Adjustment - Details window contains the following elements in a single region: Period Type - The time period to which the adjustment applies (e.g., quarterly, monthly, or every payroll period). Click on the arrow next to the field to view and select from the following list of valid values: Every period (adjustment taken in every payroll) First period (monthly; adjustment taken in the first payroll each month) Second period (monthly; adjustment taken the second payroll each month) Third period (monthly; adjustment taken the third payroll each month) Fourth period (monthly; adjustment taken the fourth payroll each month) Yearly (annually; adjustment taken the first payroll of each quarter) Quarterly (four times per year; adjustment taken the first payroll of each quarter) Use Tax table (Not applicable for non-tax adjustment types; for tax adjustments, causes the program to refer to Tax tables to compute amounts) Note: For FICA, FICR, MEDICARE, EICM, EICS, FITS, FITM, SITS, and SITM, the Period Type should be Use Tax table. Flat Amount - The dollar amount of any flat dollar figure to add to or deduct from gross pay to obtain net pay; enter a negative amount for a reduction from gross pay. If you enter a Flat Amount for a tax adjustment, the amount will override any calculated adjustment. Click on the down arrow next to the field to access a calculator to compute the correct amount. Percentage - The percentage to multiply by the base amount to compute the adjustment, if any. Click on the down arrow next to the field to access a calculator to compute the correct amount. Prompt Before Add Checkbox - A checkbox that, if checked, causes the related default adjustment on the Deductions/Allowances/Fringes screen to be deselected when you first open the screen for a new hire. You can then either select or ignore it to ensure the correct choice for the new hire has been made. The purpose of this checkbox is to remind you to consider alternative but similar adjustments for a new employee. For example, if you check this checkbox for both FITS and FITM adjustments, neither will be selected for a new hire automatically. You must therefore choose the correct tax type during the adjustment setup process for the new hire. Prompt for Allowances Checkbox - A checkbox that, if checked, causes the related default adjustment on the Deductions/Allowances/Fringes screen to display a zero (0) in the Allowances field. The system anticipates you will overwrite the zero with the correct number of allowances for the employee. This checkbox should be checked for taxes that vary with the number of allowances claimed by the employee (e.g., FITS or FITM). If left unchecked, the related default adjustment on the Deductions/Allowances/Fringes screen will show a blank Allowances field, indicating there is no need to enter a number of allowances. Human Resources 295 Appendix A
OK button - Closes the Default Adjustment - Details window. Note that changes entered in this window are not saved until you select OK on the underlying Default Adjustments screen. Defining Adjustments Creating and Assigning Benefits Appendix A 296 Human Resources
Department Table Purpose Access Contents The Department Table (hrdept_table) defines different departments at the institution. For example, you can use the Department Table screen to create the Accounting department in the database and assign it a four digit code such as ACCT. You can then further define the Accounting department by associating a division with it. Access the Department Table screen by selecting General from the menu bar, and then selecting Department. The Department Table screen contains the following regions: Department Code Department Code List How does HR Administration use the Department Table? Locating and Entering Table Information Division Table How does HR Administration use the Department Table? The Job Assignment screen in Human Resources Administration enables you to specify a department for an employee. On the Time Entry screen, you can select employees by department. Department Code - Department Table The Department Code region on the Department screen enables you to query, view, add, and update records in the Department table. It contains the following fields: Code - A four character code for a specific department at the institution (e.g., ACCT for Accounting). Description - A text description of the department code (e.g. The accounting department for ACCT). Division - The division code, from the Division table, associated with the department code. Click on the arrow next to the field to view and select from a list of valid values. Human Resources Department Code List Department Code List - Department Table The Department Code List grid enables you to view and select rows of information from the Department table. It displays the following information: Code - A four character code for a specific department at the institution (e.g., ACCT for Accounting). Human Resources 297 Appendix A
Description - A text description of the department code (e.g. The accounting department for ACCT). Division - The division code, from the Division table, associated with the department code. Click on the arrow next to the field to view and select from a list of valid values. Department Code Using Grids Appendix A 298 Human Resources
Display Preferences Window Purpose Access Contents The Display Preferences window enables you to control some display options within Human Resources Maintenance. Access the Display Preferences window by selecting File from the menu bar, and then selecting Preferences, and then. The Display Preferences window contains the following fields: Remember Grid Layouts Checkbox - A checkbox that, if checked, causes the system to store the configuration of grids that you have modified. For example, if you check this box, rearrange the columns on the grid on the Job Assignments screen and then close the HR Administration application, the next time you open the application, the grid will appear as you last changed it. If you share your PC with another user and each of you modifies grid layouts, the program will be able to distinguish the modifications made by each user. Reset Defaults Button - A button that causes the system to return all grid layouts to their unmodified, default displays. Close Button - A button that closes the Display Preferences window, saving any changes or actions defined on the window. Human Resources 299 Appendix A
Division Table Purpose Access Contents The Division Table (hrdiv_table)defines different divisions at the institution. For example, you can use the Division Table screen to create the Administrative division in the database and assign it a code such as ADM. Access the Division Table screen by selecting General from the menu bar, and then selecting Division. The Division Table screen contains the following regions: Division Code Division Code List How does HR Administration use the Division Table? Locating and Entering Table Information Department Table How does HR Administration use the Division Table? The Job Assignment screen in Human Resources Administration enables you to specify a division for an employee. On the Time Entry screen, you can select employees by division. Division Code - Division Table The Division Code region on the Division screen enables you to query, view, add, and update records in the Division table. It contains the following fields: Division - The code for a particular HR division within the institution (e.g., ADMN for administration). This code may be up to four characters. Description - A description of the HR division code (e.g., Administration for ADMN). Division Code List Division Code List - Division Table The Division Code List grid enables you to view and select rows of information from the Division table. It displays the following information: Division - The code for a particular HR division within the institution (e.g., ADMN for administration). This code may be up to four characters. Description - A description of the HR division code (e.g., Administration for ADMN). Appendix A 300 Human Resources
Division Code Using Grids Human Resources 301 Appendix A
EEO Sort Table Purpose Access Contents The EEO Sort Table (eeosort_table) contains codes needed to produce IPEDS reports. The codes, delivered as part of the standard HR product, include such values as Executive/Managerial, Secretarial/Clerical, and Less than 9 Months. These classifications all help produce Parts A, B, D, F, and G and Section 2 of the IPEDS reports. CAUTION: Modifications to these table values can cause your IPEDS reports to be incorrect or to fail to run. If desired, you can add values for custom reports your institution may use for EEO or other specialized purposes. Access the EEO Sort Table screen by selecting General from the menu bar, and then selecting EEO Sort. The EEO Sort Table screen contains the following regions: EEO Sort Code EEO Sort Code List How does HR Administration use the EEO Sort Table? Locating and Entering Table Information How does HR Administration use the EEO Sort Table? In conjunction with the Primary Occupation table, the EEO Sort table allows you to define classifications for employees on the Other Information tab of the Employee Information screen. The primary occupation and the sort code you select for each individual control their inclusion on the appropriate parts of the IPEDS reports. EEO Sort Code - EEO Sort Table The EEO Sort Code region on the EEO Sort screen enables you to query, view, add, and update records in the EEO Sort table. It contains the following fields: EEO Sort Code - A one-character alphabetic code designating the classification for the employee for IPEDS reporting purposes. As delivered, EEO Sort Codes are A through I, and also blank. Description - Narrative describing and associated with the EEO Sort Code. EEO Sort Code List Using Grids EEO Sort Code List - EEO Sort Table The EEO Sort Code List grid enables you to view and select rows of information from the EEO Sort table. It displays the following information: EEO Sort Code - A one-character alphabetic code designating the classification for the employee for IPEDS reporting purposes. As delivered, EEO Sort Codes are A through I, and also blank. Appendix A 302 Human Resources
Description - Narrative describing and associated with the EEO Sort Code. EEO Sort Code Using Grids Human Resources 303 Appendix A
Employee Status Table Purpose Access Contents The Employee Status Table (hrstat_table) defines valid employee status codes and descriptions. Examples of employee status codes may be FULL for full-time, or PT for part-time. Access the Employee Status Table screen by selecting General from the menu bar, and then selecting Employee Status. The Employee Status Table screen contains the following regions: Employee Status Code Employee Status Code List How does HR Administration use the Employee Status Table? Locating and Entering Table Information How does HR Administration use the Employee Status Table? The Job Assignment screen in Human Resources Administration uses the Status Codes defined in the Employee Status table. Employee Status Code - Employee Status Table The Employee Status Code region on the Employee Status screen enables you to query, view, add, and update records in the Employee Status table. It contains the following fields: Code - The code assigned to the employee status (e.g., SABB for Sabbatical). Description - A brief description of the employee status code (e.g., Sabbatical for the SABB code). Employee Status Code List Employee Status Code List - Employee Status Table The Employee Status Code List grid enables you to view and select rows of information from the Employee Status table. It displays the following information: Code - The code assigned to the employee status (e.g., SABB for Sabbatical). Description - A brief description of the employee status code (e.g., Sabbatical for the SABB code). Employee Status Code Using Grids Appendix A 304 Human Resources
Event Groups Table Purpose Access Contents The Event Groups table (hrgrp_table) defines the categories of events you link to applicants, new hires, and employees at your institution. You can set up as many categories (e.g., BENEFITS, EMPLOY, or APPLIC) and then organize events (e.g., HIRE, TERM, or START) within the categories. Access the Event Groups table by selecting General from the menu bar, and then selecting Event Groups. The Event Groups table contains the following regions: Event Group Code Event Group Code List How does HR Administration use the Event Groups Table? Locating and Entering Table Information How does HR Administration use the Event Groups Table? When you set up event groups, you can link them to specific HR Administration screens. Then, when users access the screens in Human Resources Administration, they can easily identify only events that are relevant to the content of that screen. Event Group Code - Event Groups Table The Event Group Code region on the Event Groups screen enables you to query, view, add, and update records in the Event Groups table. It contains the following fields and buttons: Group Code - The category under which you want to group different types of events. For example, you could define a BENEFITS group and an EMPLOY group. On the Events screen, you could then link events such as COBRA, INSUR, and VACATION to the BENEFITS group. Description - The text description of the category, or group (e.g., Hiring-related events for the NEWHIRE group). Associated Screens - A list of the screens within HR Administration to which you can link the event group. For example, you could link the EMPLOY group to the Job Assignment and the Employee Information screens. Event Group Code List Event Group Code List - Event Groups Table The Event Group Code List grid enables you to view and select rows of information from the Event Groups table. It displays the following information: Group Code - The category under which you want to group different types of events. For example, you could define a BENEFITS group and an EMPLOY group. On the Events screen, you could then link events such as COBRA, INSUR, and VACATION to the BENEFITS group. Human Resources 305 Appendix A
Description - The text description of the category, or group (e.g., Hiring-related events for the NEWHIRE group). Event Group Code Appendix A 306 Human Resources
Events Table Purpose Access Contents The Events table (hrevnt_table) defines all the valid milestones in any employee s career at your institution. An event is any substantial change in an employee s history at the institution (e.g., being hired or fired, or going on sabbatical or leave). Events can also maintain a narrative about the milestone, including comments, notes, or other documentation. Note: The Events table can be used to trigger the automatic creation of contacts for your applicants or employees. For more information about creating contacts (and the related usage of letters and tickler strategies) see the Jenzabar CX manual Using Communications Management. Access the Events Table screen by selecting General from the menu bar, and then selecting Events. The Events Table screen contains the following regions: Event Information Event List How does HR Administration use the Events Table? Locating and Entering Table Information How does HR Administration use the Events Table? The Events screen, accessible from the Employee Information screen in HR Administration, uses codes set up in the Events table. Event Information - Events Table The Event Information region on the Events screen enables you to query, view, add, and update records in the Events table. It contains the following fields and buttons: Event Group - The group or category to which the event is linked. For example, the HIRE1 event could be linked to a group such as APPLIC. Event Code - A eight-character code for the event (e.g., HIRE1 or HIRE2). Description - A text description that describes the event (e.g., First Hired or Hired a Second Time). Contact Information: Tickler - The Tickler code associated with the contact. The Tickler code controls the timing and order of created contacts; the timing, order, and contacts differ by functional area. For Human Resources, for example, you could define a Tickler code of HR in the Tickler table (tick_table). Contact Information: Resource Code - The name of the contact to be created for an individual when the specified event is linked to him/her. For example, if the event is TERMNATE, the Resource Code could be COBRA (a letter about COBRA insurance options). A terminated employee would therefore automatically be scheduled to receive the COBRA letter when the TERMNATE event is assigned. You define Resource Codes in the Contact table (ctc_table). Human Resources 307 Appendix A
Event List Event List - Events Table The Event List grid enables you to view and select rows of information from the Event table. It displays the following information: Event Group - The group or category to which the event is linked. For example, the HIRE1 event could be linked to a group such as APPLIC. Event Code - A eight-character code for the event (e.g., HIRE1 or HIRE2). Description - A text description that describes the event (e.g., First Hired or Hired a Second Time). Resource Code - The name of the contact to be created for an individual when the specified event is linked to him/her. For example, if the event is TERMNATE, the Resource Code could be COBRA (a letter about COBRA insurance options). A terminated employee would therefore automatically be scheduled to receive the COBRA letter when the TERMNATE event is assigned. You define Resource Codes in the Contact table (ctc_table). Tickler - The Tickler code associated with the contact. The Tickler code controls the timing and order of created contacts; the timing, order, and contacts differ by functional area. For Human Resources, for example, you could define a Tickler code of HR in the Tickler table (tick_table). Event Information Using Grids Appendix A 308 Human Resources
Image Class Table Purpose Access Contents The Image Class table (hrimages_table) defines the types of images or files you want to associate with applicants and employees. Images are maintained in any type of file supported by the software on your PC; for example, you can keep graphics files and open them using the Paint program. Alternatively, a resume document received via e-mail can be stored as an image and opened in Microsoft Word. Access the Image Class table screen by selecting General from the menu bar, and then selecting Image Class. The Image Class Table screen contains the following regions: Image Class Image Class List How does HR Administration use the Image Class Table? Locating and Entering Table Information How does HR Administration use the Image Class Table? The Image Class table enables you to name a particular type of image you want to maintain for applicants or employees. For example, you may want to maintain resumes, photos, applications, and I-9 documents. Each of these could become an image class, and then associated with the appropriate image on the Image Management screen. Image Class - Image Class Table The Image Class region on the Image Class screen enables you to query, view, and update entries in the Image Class table. It contains the following fields: Image Class - The ten-character code associated with the image type (e.g., RESUME, APPLICATN). Description - Text describing the image class (e.g., Application, Photograph, or Proof of Citizenship). Image Class List Image Class List - Image Class Table The Image Class List grid enables you to view and select rows from the Image Class table. It displays the following information: Image Class - The ten-character code associated with the image type (e.g., RESUME, APPLICATN). Description - Text describing the image class (e.g., Application, Photograph, or Proof of Citizenship). Human Resources 309 Appendix A
Image Class Using Grids Appendix A 310 Human Resources
Inclusion Table Purpose Access Contents Both the Inclusion Table screen and the Reduction Table screen provide access to the Reduction table (hrred_table). The Reduction table enables you to change the basis on which an adjustment is computed. For example, in Arizona, the basis of the state income tax is federal income tax, not adjusted gross income, so Inclusion table entries are required. Alternatively, if you have taxsheltered adjustments (for example, 403(b), which is subtracted from gross income before the calculation of federal income tax), the Reduction Table screen enables you to set them up. Access the Inclusion Table screen by selecting Tax from the menu bar, and then selecting Inclusion. The Inclusion Table screen contains the following regions: Inclusion Information Inclusion List How does HR Administration use the Inclusion Table? Defining Arizona State Income Tax Locating and Entering Table Information How does HR Administration use the Inclusion Table? Enter adjustment types for an employee the Deductions/Allowances/Fringes screen in HR Administration. When you run payroll, the system checks to see if the calculation base (that is, the number used to compute a tax) is to be increased by one or more other adjustments. If so, the system will increase the base accordingly. Note that this table works in conjunction with the Base on Inclusion flag on the Computation tab of the Adjustments table. Inclusion Information - Inclusion Table The Inclusion Information region on the Inclusion screen enables you to query, view, add, and update records in the Reduction table. It contains the following fields: Increase Basis for Calculating - The adjustment you want to compute, using a calculation base that includes adjustments you enter in the By the Adjustment Amount for field. For example, if an employee s state income tax liability (adjustment code SIT) should be computed based on his/her federal income tax, enter SIT in this field. Note that the Base on Inclusion flag on the Computation tab of the Adjustments table must be set to Yes to cause this adjustment to be based only on the adjustment(s) entered in the By the Adjustment Amount for field. By the Adjustment Amount for - The adjustment(s) you want to add to the calculation base before computing another adjustment. For example, if your state income tax (adjustment code SIT) should be computed as a percentage of your federal income tax (adjustment codes FITS and FITM), both FITS and FITM must be entered in this field (i.e., you must have two entries in the Inclusion table). Inclusion List Human Resources 311 Appendix A
Inclusion List - Inclusion Table The Inclusion List grid enables you to view and select rows of information from the Reduction table. It displays the following information: Adjustment - The adjustment type(s) to be computed. Items in this grid were entered in the Inclusion Information region in the Increase Basis for Calculating field. Adjustment to be Included - The adjustment type(s) to be added to the base before another adjustment is computed. Items in this grid were entered in the Inclusion Information region in the By the Adjustment Amount for field. Inclusion Information Using Grids Appendix A 312 Human Resources
Login Screen Purpose Access Contents The Login screen enables you to connect to the computer and database on which your CX data resides. The Login screen appears: Immediately after the splash screen disappears when you first access the Human Resources Maintenance application from the Start menu or from a desktop icon When you select the Database/Connect command to access or change the database Note: When you launch Human Resources Maintenance and the splash screen appears, you can click your mouse or press any key to cause the splash screen to disappear immediately. This enables the Login screen to appear more quickly. You must complete all of the three fields on the Login screen to be able to connect to your database. The fields are: Service Name - The name of the ODBC driver on your PC that connects to the desired database. Click on the arrow next to the field to view and select from a list of valid values. Login - Your login name for the computer on which the database resides. Password - Your password for the computer on which the database resides. After completing the three fields, you must click OK to cause Human Resources Maintenance to validate your login and connect to the database. Note: The Login window also displays the version number of Human Resources Maintenance that you are running. Note this number in the event you need to troubleshoot during your use of the application. Logging in to Human Resources Maintenance Human Resources 313 Appendix A
Low Income Table Purpose Access Contents The Low Income table (hrlowinc_table) is used for some tax calculations to set the minimum dollar amount at which an employee is taxed, based on the number of exemptions. Specifically, calculations for California and Iowa state taxes rely on the Low Income table. Access the Low Income Table screen by selecting Tax from the menu bar, and then selecting Low Income Table. The Low Income Table screen contains the following regions and buttons: Low Income Low Income List How does HR Administration use the Low Income Table? Locating and Entering Table Information How does HR Administration use the Low Income Table? A tax adjustment may or may not have a corresponding value in the Low Income table. If a corresponding value does exist, it will compare the number of exemptions claimed on the Deductions/Allowances/Fringes screen with the number of exemptions in the table entry to compute the amount of non-taxable income for state or local tax calculation purposes. Low Income - Low Income Table The Low Income region on the Low Income screen enables you to query, view, add, and update records in the Low Income table. It contains the following fields and buttons: Tax Code - The code for the state tax (e.g., SITM) that has different taxing criteria at low income levels. Effective Date - The date on which the values in the table entry became active. Exemptions - The number of exemptions to which this row in the Low Income table applies. For example, if a family with four exemptions is not taxed on the first $5000 of income, enter 4 in this field. Amount - The dollar amount of income that is exempt from tax for a family with the specified number of exemptions. To continue the above example, enter $5000 in this field. Low Income List Low Income List - Low Income Table The Low Income List grid enables you to view and select rows of information from the Low Income table. It displays the following information: Tax Code - The code for the state tax (e.g., SITM) that has different taxing criteria at low income levels. Appendix A 314 Human Resources
Effective Date - The date on which the values in the table entry became active. Exemptions - The number of exemptions to which this row in the Low Income table applies. For example, if a family with four exemptions is not taxed on the first $5000 of income, enter 4 in this field. Amount - The dollar amount of income that is exempt from tax for a family with the specified number of exemptions. To continue the above example, enter $5000 in this field. Low Income Using Grids Human Resources 315 Appendix A
Main Human Resources Maintenance Screen Purpose The Main screen appears when none of the Human Resources Maintenance screens are open. The screen is blank and does not allow data entry or viewing. From the Main screen, select any of the active options on the toolbar or menu bar to begin viewing, adding, maintaining, or using Human Resources table information. Note: An option is active if its lettering or button is not gray. Appendix A 316 Human Resources
Payroll Table Purpose Access Contents The Payroll table (hrpay_table) defines valid payroll codes and contains additional information about how each payroll is run. You also use the Payroll table to access and attach default adjustments to the active payroll code. Access the Payroll Table screen by selecting Payroll from the menu bar, and then selecting Payroll Table. The Payroll Table screen contains the following regions: Payroll Code Payroll Code List It also contains the following button: Default Adjustments Button - Displays the Default Adjustment Table screen, in which you can select the adjustments you want to use as defaults for all new employees (or employees for whom you have selected no adjustments for that payroll type). How does HR Administration use the Payroll Table? Default Adjustments Table Locating and Entering Table Information How does HR Administration use the Payroll Table? Users assign a default payroll type to a position when creating the position on the Position Management screen. When assigning jobs or creating open jobs, users can override the specified payroll type, if desired. Users also start payrolls, enter time, and use the Post Payroll process independently for each different payroll type. Payroll Code - Payroll Table The Payroll Code region on the Payroll screen enables you to query, view, add, and update records in the Payroll table. It contains the following fields: Code - A three-character code which identifies the payroll (e.g., CWS for college work study payroll). Description - A text description for the particular payroll (e.g., college work study for CWS). Period - The period of time over which the payroll runs. Click the down arrow next to the field to view a list of valid codes, including: Weekly Bi-weekly Semimonthly Bi-monthly Monthly Human Resources 317 Appendix A
Quarterly Semiannually Annually Subsidiary - The wages payable subsidiary to be used for the type of payroll. In virtually every case, this subsidiary code is W/P. Default Hours - A Y/N field indicating whether employee hours are to be defaulted during Time Entry. For hourly employees, the value in this field is usually Y. For salaried employees (for whom hours worked are not tracked), the value in this field is usually N. Checks Per Year - The total number of payroll checks paid in a calendar year. The system uses this number when annualizing pay amounts to calculate withholdings. Unemployment Taxes - A Y/N field indicating whether the active payroll is subject to unemployment taxes. W2 Form - The form that is to be used to print W-2s for this payroll. The Payroll Code region also contains the following sub-regions: Check Region Direct Deposit Region Payroll Code List Check Sub-Region - Payroll Code Region The Check region (in the Payroll Code region of the Payroll Table screen) defines characteristics for the checks used for the active payroll. In particular, it defines the form type and document type. The Check Region contains the following fields: Form - The name of form to be used when printing payroll checks. In most cases, the name is prcheck. Document - The code used for the payroll checks as defined in the Document table. In most cases, the code is PR for payroll checks. Payroll Code Region Direct Deposit Region Direct Deposit Sub-Region - Payroll Code Region The Direct Deposit region (in the Payroll Code region of the Payroll Table screen) defines characteristics for the direct deposit stubs used for the active payroll. In particular, it defines the form type and document type, and whether the active payroll can use direct deposit as a payment option. The Direct Deposit Region contains the following fields: Enabled - A Y/N field indicating whether employees paid in the specified payroll group can have their net earnings deposited directly into their bank accounts. Form - The name of form to be used when printing direct deposit stubs. In most cases, the name is dirdep. Document - The code used for the direct deposit stubs as defined in the Document table. In most cases, the code is DD for direct deposit stubs. Appendix A 318 Human Resources
Payroll Code Region Check Region Payroll Code List - Payroll Table The Payroll Code List grid enables you to view and select rows of information from the Payroll table. It displays the following information: Code - A three-character code which identifies the payroll (e.g., CWS for college work study payroll). Description - A text description for the particular payroll (e.g., college work study for CWS). Period - The period of time over which the payroll runs. Subsidiary - The wages payable subsidiary to be used for the type of payroll. In virtually every case, this subsidiary code is W/P. Default Hours - A Y/N field indicating whether employee hours are to be defaulted during Time Entry. For hourly employees, the value in this field is usually Y. For salaried employees (for whom hours worked are not tracked), the value in this field is usually N. Checks Per Year - The total number of payroll checks paid in a calendar year. The system uses this number when annualizing pay amounts to calculate withholdings. Unemployment Taxes - A Y/N field indicating whether the active payroll is subject to unemployment taxes. W2 Form - The form that is to be used to print W-2s for this payroll. Check Form - The name of form to be used when printing payroll checks. In most cases, the name is prcheck. Check Document - The code used for the payroll checks as defined in the Document table. In most cases, the code is PR for payroll checks. Dir. Dep - A Y/N field indicating whether employees paid in the specified payroll group can have their net earnings deposited directly into their bank accounts. DD Form - The name of form to be used when printing direct deposit stubs. In most cases, the name is dirdep. DD Document - The code used for the direct deposit stubs as defined in the Document table. In most cases, the code is DD for direct deposit stubs. Payroll Code Region Using Grids Human Resources 319 Appendix A
Payroll Permission Table Purpose Access Contents The Payroll Permission table (perm_table) enables users with appropriate permissions to have access to specific payroll groups. For example, a user who deals only with student employees could be granted access to the STU payroll group, but not have access to the STF or FAC payroll groups. Access the Payroll Permission table by selecting Payroll from the menu bar, and then selecting Permissions. The Payroll Permission Table screen contains the following regions: Payroll Permission Payroll Permission List How does HR Administration use the Payroll Permission Table? Locating and Entering Table Information How does HR Administration use the Payroll Permission Table? Access to information on the Job Assignment screen, the Compensation screen, and the Payroll Management screen is controlled by entries in the Payroll Permission table. Anyone who is part of a group for which permissions are defined will be able to access the specified payroll groups. The Payroll Permission table controls the values in Payroll Group dropdown boxes; payrolls to which the user does not have access will not appear in his/her dropdown list. Payroll Permission - Payroll Permission Table The Payroll Permission region of the Payroll Permission table enables you to view, add, or update permissions for individuals or groups so they can access payroll, compensation, and job assignment information. Note that group permissions override any individual permissions; that is, if an individual is part of a group that has access to Payroll Group X, and then that individual cannot be excluded from accessing Payroll Group X with an individual user entry in the Payroll Permission table. The Payroll Permission table contains the following fields: System UID Number - The User ID number as defined in the userid_table (a system table that associates a user name, a CX system ID number, and the user ID number as stored in the /etc/services file). Note that an entry in the userid_table only exists for individual users, not for groups. System UID Type - A code that indicates whether the UID refers to an individual user (U) or a group (G). Payroll - A valid payroll code as defined in the Payroll table (or **** to designate All). Exclude - A Y/N flag indicating whether the user should be unable (Yes to exclude) or able (No to NOT exclude) to access the indicated Payroll group information. Appendix A 320 Human Resources
Payroll Permission List Payroll Permission List - Payroll Permission Table The Payroll Permission List grid enables you to view and select rows of information from the Payroll Permission table. It displays the following information: UID Number - The User ID number as defined in the userid_table (a system table that associates a user name, a CX system ID number, and the user ID number as stored in the /etc/services file). Note that an entry in the userid_table only exists for individual users, not for groups. Type - A code that indicates whether the UID refers to an individual user (U) or a group (G). Payroll - A valid payroll code as defined in the Payroll table (or **** to designate All). Exclude - A Y/N flag indicating whether the user should be unable (Yes to exclude) or able (No to NOT exclude) to access the indicated Payroll group information. Payroll Permission Using Grids Human Resources 321 Appendix A
Adjustments on Payroll Documents Setup Screen Purpose Access Contents The Adjustments on Payroll Documents Setup screen enables you to control the inclusion and order of your adjustment types on pay stubs and earnings statements. Access the Adjustments on Payroll Documents Setup screen by selecting Payroll from the menubar, and then clicking on Pay Stub/Earning Statement. The Adjustments Setup option displays the screen. All the adjustments defined in your Adjustments table appear in one of the three lists on the screen: Print on Pay Stub Print on Earnings Statement Don't Print You can drag and drop the adjustments from one list to another, or from their relative positions within a list to another position in the same list. Organizing Cash-Based Adjustments on Payroll Documents What are pay stubs? Pay stubs typically contain information about time worked (for hourly employees), as well as all the employee-paid adjustments that affect the calculation of gross and net pay. In Jenzabar CX, the contents of pay stubs can be customized. What are earnings statements? Earnings statements typically contain information about benefit time used and/or accrued, as well as all the employer-paid adjustments that make up the entire cost of the employee's compensation/benefit package. Appendix A 322 Human Resources
Primary Occupation Table Purpose Access Contents The Primary Occupation Table (primocc_table) defines the positions for which you want to report for EEO purposes. Access the Primary Occupation Table by selecting General from the menu bar, and then selecting Primary Occupation. The Primary Occupation Table screen contains the following regions: Primary Occupation Code Primary Occupation List How does HR Administration use the Primary Occupation Table? Locating and Entering Table Information How does HR Administration use the Primary Occupation Table? On the Employee Information or Position Management screen, you can specify the occupation code associated with the employee s primary job for EEO reporting. Primary Occupation Code - Primary Occupation Table The Primary Occupation Code region on the Primary Occupations screen enables you to query, view, add, and update records in the Primary Occupation table. It contains the following fields: Primary Occupation Code - The two-character code associated with the occupation, as specified by the EEOC. Description - Text describing the occupation code, as specified by the EEOC. Primary Occupation List Primary Occupation List - Primary Occupation Table The Primary Occupation List grid enables you to view and select rows of information from the Primary Occupation table. It displays the following information: Primary Occupation Code - The two-character code associated with the occupation, as specified by the EEOC. Description - Text describing the occupation code, as specified by the EEOC. Primary Occupation Code Using Grids Human Resources 323 Appendix A
Qualifications Table Purpose Access Contents The Qualifications table (hrquals_table) defines the skills, abilities, background, or talents required to perform jobs at your institution. For example, if different numbers of years of experience are required for a particular job, you could define qualifications to reflect those years (e.g., 1YR, 3YR, or 5YR+). Access the Qualifications table by selecting General from the menu bar, and then selecting Qualifications. The Qualifications Table screen contains the following regions: Qualifications Code Qualifications Code List How does HR Administration use the Qualifications Table? Locating and Entering Table Information How does HR Administration use the Qualifications Table? On the Applicant Tracking screen, you use qualifications to identify particular abilities or characteristics possessed by each applicant. On the Open Jobs screen, you use qualifications to identify the abilities or characteristics required for open jobs on your campus. The system matches the abilities from the applicant pool with the requirements for open jobs, based on the qualifications codes specified for each. Qualifications Code - Qualifications Table The Qualifications Code region on the Qualifications screen enables you to query, view, add, and update records in the Qualifications table. It contains the following fields: Qualification - A four-character code that designates a particular talent, experience, or ability required for a job on your campus (e.g., TYPE for Keyboarding, or 5YR+ for Over Five Years of Experience). Description - A description for the Qualification Code. Qualifications Code List Qualifications Code List - Qualifications Table The Qualifications Code List grid enables you to view and select rows of information from the Qualifications table. It displays the following information: Qualification - A four-character code that designates a particular talent, experience, or ability required for a job on your campus (e.g., TYPE for Keyboarding, or 5YR+ for Over Five Years of Experience). Appendix A 324 Human Resources
Description - A description for the Qualification Code. Qualifications Code Using Grids Human Resources 325 Appendix A
Reduction Table Purpose Access Contents Both the Reduction Table screen and the Inclusion Table screen provide access to the Reduction table (hrred_table). This table enables you to include or exclude the dollars associated with one or more adjustments before the system computes another adjustment. For example, if you have tax-sheltered adjustments, the Reduction Table screen enables you to set them up. Consider an employee who earns a salary of $30,000 and contributes $5,000 to a 401(k) plan. If the Adjustment to be Reduced is a federal income tax of 25% and the Adjustment to be Excluded is 401K, and then only $25,000 ($30,000 - $5,000) is subject to the 25% income tax. You are excluding the 401(k) amount of $5000 from being considered when the federal income tax adjustment is calculated. In contrast, if your state income tax calculation is based solely on the federal income tax calculation (as is the case for Arizona state tax), you must use the Inclusion table (in association with the Based on Inclusion field on the Computation tab of the Adjustments table) to set up the state tax calculation. Notes: All adjustments must be defined in the Adjustments table. Access the Reduction Table by selecting Tax from the menu bar, and then selecting Reduction Table. The Reduction Table screen contains the following regions: Reduction Information Reduction Information List How does HR Administration use the Reduction Table? Locating and Entering Table Information Inclusion Table Adjustments Exclusion Table Screen Adjustments Table How does HR Administration use the Reduction Table? Enter adjustment types for an employee the Deductions/Allowances/Fringe screen in Human Resources Administration. When you run payroll, the system checks to see if the calculation base for any the employee s adjustments are to be decreased by the existence of one or more other adjustments. If so, the system will reduce the base accordingly. Reduction Information - Reduction Table The Reduction Information region on the Reduction screen enables you to query, view, add, and update records in the Reduction table. It contains the following fields: Reduce Basis for Calculating - The adjustment code whose calculation base is to be reduced by the dollar amount of the adjustment in the By the Adjustment Amount for field. For example, if contributions to a 403(b) retirement plan are not subject to federal income tax, the Reduce Basis Appendix A 326 Human Resources
for Calculating code is FITS or FITM. Every adjustment must be valid in the Adjustment table. Click on the down arrow next to the field to access a list of valid values. By the Adjustment Amount for - The adjustment code whose dollar amount is to be excluded from the calculation base for the adjustment in the Reduce Basis for Calculating field. For example, if contributions to a 403(b) retirement plan are not subject to federal income tax, the By the Adjustment Amount for code is 403B. Every adjustment must be valid in the Adjustment table. Click on the down arrow next to the field to access a list of valid values. Reduction Compute - A Y/N field indicating whether the reduction is to occur for computation purposes only. If Y, the reduction will not affect the adjustment reporting base. Click the down arrow next to the field to choose yes or no. Standard Percent Include - A Y/N field indicating whether to include this reduction in the computation of the standard adjustment percentage amount. Click the down arrow next to the field to choose yes or no. Maximum YTD Reduction ($) - The maximum amount that can be excluded from the base amount. For example, if the maximum tax free contribution to the 403(b) is $10,000, enter 10000 in this field, FIT in the Adjustment to Be Reduced field, and 403B in the Adjustment to Be Excluded field. Click on the down arrow next to the field to access a calculator to compute the correct amount. Reduction Information List Reduction Information List - Reduction Table The Reduction Information List Grid enables you to view and select rows of information from the Reduction table. It features two subregions: one that lists the adjustments for which the calculation base is to be changed, and one that provides details about the changes to the calculation base. The grid displays the following information: Adjustment - The column heading in the leftmost subregion in the Reduction Information List region, that is, the adjustment(s) for which the calculation base is to be changed. Adjustments appearing in this grid were originally entered in the Reduce Basis for Calculating field in the Reduction Information region. For example, if contributions to a 403(b) retirement plan are not subject to federal income tax, the Adjustment code in this grid is FITS or FITM. Every adjustment must be valid in the Adjustment table. Click on the down arrow next to the field to access a list of valid values. Adjustment to Be Excluded - A column heading in the rightmost subregion in the Reduction Information List region. Adjustments appearing in this column were originally entered in the By the Adjustment Amount for field in the Reduction Information region, that is, these adjustments reduce the calculation base for the adjustment shown in the Adjustment subregion. For example, if contributions to a 403(b) retirement plan are not subject to federal income tax, the Adjustment to Be Excluded is 403B. Every adjustment must be valid in the Adjustment table. Click on the down arrow next to the field to access a list of valid values. Reduction Compute - A Y/N field indicating whether the reduction is to occur for computation purposes only. If Y, the reduction will not affect the adjustment reporting base. Click the down arrow next to the field to choose yes or no. Standard Percent Include - A Y/N field indicating whether to include this reduction in the computation of the standard adjustment percentage amount. Click the down arrow next to the field to choose yes or no. Maximum YTD Reduction ($) - The maximum amount that can be excluded from the base amount. For example, if the maximum tax free contribution to the 403(b) is $10,000, enter 10000 Human Resources 327 Appendix A
in this field, FIT in the Adjustment to Be Reduced field, and 403B in the Adjustment to Be Excluded field. Click on the down arrow next to the field to access a calculator to compute the correct amount. Reduction Information Region Using Grids Appendix A 328 Human Resources
Report Group Table Purpose Access Contents The Report Group table (hrqrygrp_table) defines the types of reports your institution produces. For example, you may produce W-2s, payroll reports, employee lists, and benefit reports. For this example, you would create four entries in the Report Group table. Then, when you create reports within HR Administration, you can group them into appropriate category and retrieve them more easily. Access the Report Group table by selecting General from the menu bar, and then selecting Report Groups. The Report Group Table screen contains the following regions: Report Group Code Report Group Code List How does HR Administration use the Report Group Table? Locating and Entering Table Information How does HR Administration use the Report Group Table? The Report Group table populates the Report Group dropdown list on the Report Builder screen, and also the Group grid column on the Report Processing screen. Reports assigned to groups can be sorted by those groups so specific reports can be located and retrieved more easily. Report Group Code - Report Group Table The Report Group Code region on the Report Group screen enables you to create valid names for the groupings of reports you produce. It contains the following fields: Report Group - The twelve-character code that defines the report group (e.g., W-2, PAYROLL, EMPMAIL, APPLICANT, etc.). Description - Text describing the report group. Report Group Code List Report Group Code List - Report Group Table The Report Group List Grid enables you to view and select rows of information from the Report Group table. It displays the following information: Report Group - The twelve-character code that defines the report group (e.g., W-2, PAYROLL, EMPMAIL, APPLICANT, etc.). Description - Text describing the report group. Report Group Code Human Resources 329 Appendix A
Using Grids Appendix A 330 Human Resources
Skills Table Purpose Access Contents The Skills Table (empskl_table) defines codes for the skills you want to track for your employees. Skills include particular abilities, talents, certifications, and accreditations. You can specify two measuring units of proficiency to further define each skill, if desired, as well as a single level of proficiency. Access the Skills Table screen by selecting General from the menu bar, and then selecting Skills. The Skills Table screen contains the following regions: Skills Code Skills Code List How does HR Administration use the Skills Table? Locating and Entering Table Information How does HR Administration use the Skills Table? You use the skills codes from the table to track skills for employees on the Skills screen, enabling you to produce reports, identify individuals with a particular skill set, and show end dates for certifications. Skills Code - Skills Table The Skills Code region on the Skills screen enables you to query, view, add, and update records in the Skills table. It contains the following fields and buttons: Skills Code - The four-character code (e.g., KEYB) by which the skill is tracked in the database. Description - A description of the skill (e.g., Keyboarding). Unit 1 Description - A particular criteria on which you want to assess an employee s mastery (e.g., Words per Minute). Unit 2 Description - A particular criteria on which you want to assess an employee s mastery (e.g., Error Rate per Minute). Skills Code List Skills Code List - Skills Table The Skills Code List grid enables you to view and select rows of information from the Skills table. It displays the following information: Skills Code - The four-character code (e.g., KEYB) by which the skill is tracked in the database. Description - A description of the skill (e.g., Keyboarding). Human Resources 331 Appendix A
Unit 1 Description - A particular criteria on which you want to assess an employee s mastery (e.g., Words per Minute). Unit 2 Description - A particular criteria on which you want to assess an employee s mastery (e.g., Error Rate per Minute). Skills Code Using Grids Appendix A 332 Human Resources
Tax Table Purpose Access Contents The Tax table (hrtax_table) defines valid tax codes at the institution, and the percentages used in calculating taxes based on those codes. Access the Tax Table by selecting Tax from the menu bar, and then selecting Tax Table. The Tax Table screen contains the following regions: Tax Tax Schedules How does HR Administration use the Tax Table? Locating and Entering Table Information How does HR Administration use the Tax Table? When you assign a tax adjustment to an employee in the Adjust.Type field on the Deductions/Allowances/Fringes screen, you specify a Period Type of Use Tax Table. This Period Type causes the system to access the Tax table and to search for the tax adjustment to obtain the required computation information. The tax adjustment code must be the Tax value in the Tax region. Tax - Tax Table The Tax region on the Tax screen enables you to query, view, add, and update records in the Tax table. It contains the following fields and buttons: Tax - The code for a particular tax (e.g., FITS for Federal Income Tax - Single). In Add mode, click on the arrow next to the field to access a list of valid values. Only those adjustments defined as Taxes in the Adjustments table appear in the dropdown list. Break Amount - The minimum earnings required to activate this tax entry. For example, if a new percentage of a regressive tax becomes active when an employee s earnings are at or above $10,000 per year, enter 10000.00 in this field. Other entries in the table control the maximum amount. Click on the down arrow next to the field to access a calculator to compute the correct amount. Base Amount - The amount of the tax incurred before the employee reached the Break Amount of earnings for the year. For example, if the first $9,999 is taxed at 3% and earnings of $10,000 are taxed at 8%, enter 300.00 in this field, 10000.00 in the Break Amount field and 8.00 in the Percentage field. Click on the down arrow next to the field to access a calculator to compute the correct amount. Active Date - The date the Tax table entry becomes effective. This date may be superseded by another entry with a more current date. Click on the arrow next to the field to view a calendar from which you can select a date. Percentage - The rate by which (Base minus Break Amount) is multiplied before adding the Base Amount. For example, if earnings in excess of $10,000 are taxed at 8%, enter 10000.00 in the Human Resources 333 Appendix A
Break Amount field and 8.00 in this field. Click on the down arrow next to the field to access a calculator to compute the correct amount. Tax Schedules Tax Schedules - Tax Table The Tax Schedules region on the Tax Table screen enables you to view and select rows of information from the columns in the Tax table. It features two subregions: one that lists the tax types, and one that provides details about the selected tax. The subregions and their fields are: Schedule Group Tax - The code for a particular tax (e.g., FITS for Federal Income Tax - Single). In Add mode, click on the arrow next to the field to access a list of valid values. Only those adjustments defined as Taxes in the Adjustments table appear in the dropdown list. Active Date - The date the Tax table entry becomes effective. This date may be superseded by another entry with a more current date. Click on the arrow next to the field to view a calendar from which you can select a date. Group Detail Tax Break Amount - The minimum earnings required to activate this tax entry. For example, if a new percentage of a regressive tax becomes active when an employee s earnings are at or above $10,000 per year, enter 10000.00 in this field. Other entries in the table control the maximum amount. Click on the down arrow next to the field to access a calculator to compute the correct amount. Percentage - The rate by which (Base minus Break Amount) is multiplied before adding the Base Amount. For example, if earnings in excess of $10,000 are taxed at 8%, enter 10000.00 in the Break Amount field and 8.00 in this field. Click on the down arrow next to the field to access a calculator to compute the correct amount. Base Tax Amount - The amount of the tax incurred before the employee reached the Break Amount of earnings for the year. For example, if the first $9,999 is taxed at 3% and earnings of $10,000 are taxed at 8%, enter 300.00 in this field, 10000.00 in the Break Amount field and 8.00 in the Percentage field. Click on the down arrow next to the field to access a calculator to compute the correct amount. The contents of the Group Detail subregion change to reflect the selected tax in the Schedule Group subregion. Tax Using Grids Appendix A 334 Human Resources
Tax Credit Table Purpose Access Contents The Tax Credit table (hrtaxcred_table) is used for some state tax calculations in which the amount of a credit can vary with the number of exemptions claimed. Note that the tax credit amount is subtracted from the computed tax (therefore reducing the amount of the tax due by the credit amount), not from the taxable base. Specifically, the states of Wisconsin, Iowa, and Oregon must use the Tax Credit table. Access the Tax Credit table by selecting Tax from the menu bar, and then selecting Tax Credit. The Tax Credit Table screen contains the following regions: Tax Credit Tax Credit List Setup Example How does HR Administration use the Tax Credit Table? Locating and Entering Table Information How does HR Administration use the Tax Credit Table? A tax adjustment may or may not have a corresponding value in the Tax Credit table. If a corresponding value does exist, it will control the dollar amount of the credit associated with the tax, depending on the number of exemptions claimed on the Deductions/Allowances/Fringes screen. Setup Example for the Tax Credit Table Assume you want to set up a tax credit for the XYZ tax in the following scenario: Employees with one or two exemptions are entitled to a $50 credit for each exemption. Employees with three or more exemptions are entitled to $50 credit for each of the first two exemptions, but $40 credit for each of the additional exemptions. Create the following two table entries to define these values: Tax Credit - Tax Credit Table The Tax Credit region on the Tax Credit screen enables you to query, view, add, and update records in the Tax Credit table. It contains the following fields: Human Resources 335 Appendix A
Tax Code - The code for the tax (e.g., SITM) that has different exemption amounts depending on the total number of exemptions. Effective Date - The date on which the values in the table entry became active. Exemptions - The number of exemptions at which the Amount is effective. Amount - The amount of the credit applicable to the specified number of exemptions. Additional Amount - Any flat amount credit in addition to the Amount. Tax Credit List Tax Credit List - Tax Credit Table The Tax Credit List grid enables you to view and select rows of information from the Tax Credit table. It displays the following information: Tax Code - The code for the tax (e.g., SITM) that has different exemption amounts depending on the total number of exemptions. Effective Date - The date on which the values in the table entry became active. Exemptions - The number of exemptions at which the Amount is effective. Amount - The amount of the credit applicable to the specified number of exemptions. Additional Amount - Any flat amount credit in addition to the Amount. Tax Credit Using Grids Appendix A 336 Human Resources
Time Table Purpose Access Contents The Time Table (hrtime_table) allows you to define the types of time you track at your institution, as well as the purpose of the time (e.g., benefit, special, or work time). Examples of time types are regular, overtime, vacation, funeral leave, sick leave, and military leave. Access the Time Table by selecting Payroll from the menu bar, and thenselecting Time Table. The Time Table contains the following regions: Time Code Time Code List How does HR Administration use the Time Table? Locating and Entering Table Information How does HR Administration use the Time Table? In the Time Entry screen, time types display by their categories (regular, benefit, or special). Time codes that you define as a benefit type will appear on the Benefits screen and Benefits Selection window in Human Resources Administration, where you associate employees or positions with benefits. In addition, the sort orders specified using command buttons on the Time table control which time types appear on the Time Entry screen and on earnings statements. Time Code - Time Table The Time Code region on the Time screen enables you to query, view, add, and update records in the Time table. It contains the following fields: Code - The four-character time code (e.g., FUNL for funeral leave). Click on the down arrow next to the field to access a list of valid values. Required codes are REG and OT; your institution may use as many codes as desired. Description - A description of the time code. For example, enter Funeral leave to describe the code FUNL. Type - Identifies the type of time with which to associate the time code. Click on the arrow next to the field to view and select from a list of valid values. Valid time types are: Regular - Time spent on the job. Regular times include REG and OT. Benefit - Time away from the job that is accrued as a benefit and for which the employee receives pay. Benefit time codes might include VAC (vacation), SICK (sick time), or FUNL (funeral leave). Special - Time away from the job that is excused but for which the employee does not receive pay. Special time might include MIL (military leave), or PERS (personal leave). Bias Rate - The multiplier for this type of time code. For example, 1.5 denotes a time-and-a-half rate of pay for this type of time code. For employees who work holidays, you may define a HOLW (holiday worked) time code and assign it a Bias Rate of 2. Alternately, if you do not pay Human Resources 337 Appendix A
employees for personal time used, you could define a time type of PERS with a Bias Rate of 0. Click on the arrow next to the field to access a calculator. Active Date - The date (mm/dd/yyyy) when the Time Code becomes active and can be used in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. Inactive Date - The date (mm/dd/yyyy) when the Time Code becomes inactive and can no longer be used in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. Time Code List Time Code List - Time Table The Time Code List grid enables you to view and select rows of information from the Time table. It displays the following information: Code - The four-character time code (e.g., FUNL for funeral leave). Click on the down arrow next to the field to access a list of valid values. Required codes are REG and OT; your institution may use as many codes as desired. Description - A description of the time code. For example, enter Funeral leave to describe the code FUNL. Type - Identifies the type of time with which to associate the time code. Click on the arrow next to the field to view and select from a list of valid values. Valid time types are: Regular - Time spent on the job. Regular times include REG and OT. Benefit - Time away from the job that is accrued as a benefit and for which the employee receives pay. Benefit time codes might include VAC (vacation), SICK (sick time), or FUNL (funeral leave). Special - Time away from the job that is excused but for which the employee does not receive pay. Special time might include MIL (military leave), or PERS (personal leave). Bias Rate - The multiplier for this type of time code. For example, 1.5 denotes a time-and-a-half rate of pay for this type of time code. For employees who work holidays, you may define a HOLW (holiday worked) time code and assign it a Bias Rate of 2. Alternately, if you do not pay employees for personal time used, you could define a time type of PERS with a Bias Rate of 0. Click on the arrow next to the field to access a calculator. Active Date - The date (mm/dd/yyyy) when the Time Code becomes active and can be used in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. Inactive Date - The date (mm/dd/yyyy) when the Time Code becomes inactive and can no longer be used in Human Resources Administration. Click on the arrow next to the field to view a calendar from which you can select a date. In addition, the Time Code List region contains the following elements that are not in the grid: Time Entry Sort Order Button - A command button that displays the Time Entry Sort Order window. This window controls the order in which time types appear on the Time Entry screen in Human Resources Administration. Benefits Sort Order Button - A command button that displays the Benefits Sort Order window. This window controls the order in which benefit time accruals and usages appear on the earnings statement. Time Code Region Appendix A 338 Human Resources
Sorting Time Types for Time Entry Using Grids Human Resources 339 Appendix A
Time on Payroll Documents Setup Screen Purpose Access Contents The Time on Payroll Document Setup screen enables you to control the inclusion and order of your time types on pay stubs. Access the Time on Payroll Documents Setup screen by selecting Payroll from the menubar, and then clicking on Pay Stub/Earning Statement. You then select Time Setup. All the time types defined in your Time table appear in one of the two lists on the screen: Print on Pay Stub Don't Print You can drag and drop the adjustments from one list to another, or from their relative positions within a list to another position in the same list. Time types you place in the Print on Pay Stub column display next to the amount of earnings associated with each type. Appendix A 340 Human Resources
W2 Code Table Purpose Access Contents The W2 Code Table (w2box_table) specifies the codes that are valid for W-2 forms. These values are defined by the Internal Revenue Service. The codes defined in this table are available for selection on the W-2 tab of the Adjustments table so the various adjustment types are reported correctly on W-2s. Access the W2 Code Table screen by selecting Tax from the menu bar, and then selecting W2 Box. The W2 Code Table screen contains the following regions: W2 Code W2 Code List How does HR Administration use the W2 Code Table? Locating and Entering Table Information How does HR Administration use the W2 Code Table? Adjustments associated with W-2 Codes appear with the appropriate designations on employees W-2 forms. Although not produced directly from Human Resources Administration, W-2s are part of payroll reporting. W2 Code - W2 Code Table The W2 Code region on the W2 Code table screen enables you to query, view, add, and update records in the W2 Code table. It contains the following fields: W2 Code - The one-character code designated by the Internal Revenue Service for a specific type of W-2 item. Description Line 1 - The first 38 characters (or less) of the description of the W-2 Code (e.g., Group-term Life insurance over $50,000). Description Line 2 - An additional description field for the W-2 code, if more than the 38 characters in Description Line 1 are needed. W2 Code List W2 Code List - W2 Code Table The W2 Code List grid enables you to view and select rows of information from the W2 Code table. It displays the following information: W2 Code - The one-character code designated by the Internal Revenue Service for a specific type of W-2 item. Description Line 1 - The first 38 characters (or less) of the description of the W-2 Code (e.g., Group-term Life insurance over $50,000). Human Resources 341 Appendix A
Description Line 2 - An additional description field for the W-2 code, if more than the 38 characters in Description Line 1 are needed. W2 Code Using Grids Appendix A 342 Human Resources
Work Schedule Table Purpose Access Contents The Work Schedule table (hrschd_table) allows you to define various work schedules and assign them a code. You group hourly segments from any day of the week and identify them with a single schedule code. For example, you could create a schedule of 12 hours on Monday, 12 hours on Tuesday, and 12 hours on Wednesday and assign the schedule a code of ABC. Any employee assigned to work the ABC schedule would work 12 hours on Monday, 12 hours on Tuesday, and 12 hours on Wednesday. Access the Work Schedule table screen by selecting Payroll from the menu bar, and then selecting Work Schedule. The following regions appear on the Work Schedule table screen: Schedule Code Region Schedule Code List How does HR Administration use the Work Schedule Table? Locating and Entering Table Information How does HR Administration use the Work Schedule Table? You assign a work schedule to a new employee on the Job Assignment screen in HR Administration. If the payroll type to which the employee is assigned uses defaulting of time (according to the Payroll table), and then the Work Schedule table will control the placement of default hours into the REG time column of the Time Entry screen. Schedule Code - Work Schedule Table The Schedule Code region on the Work Schedule screen enables you to query, view, add, and update records in the Work Schedule table. It contains the following fields: Schedule Code - The four-character code for the schedule. For example, if you create a schedule of 8-hour days, Monday through Friday, you could name the code M-F8. (Days of the Week) - A field for each day of the week into which to enter the number of hours expected to be worked. The field can maintain up to two decimal places. Schedule Code List Schedule Code List - Work Schedule Table The Schedule Code List grid enables you to view and select rows of information from the Work Schedule table. It displays the following information: Schedule Code - The four-character code for the schedule. For example, if you create a schedule of 8-hour days, Monday through Friday, you could name the code M-F8. (Day of the Week) Hours - The number of hours to be worked on the specified weekday for a particular schedule. Human Resources 343 Appendix A
Work Days - The display-only column showing the days on which a particular schedule is to be worked. Valid codes are: U (Sunday) M (Monday) T (Tuesday) W (Wednesday) R (Thursday) F (Friday) S (Saturday) (not worked) Schedule Code Region Using Grids Appendix A 344 Human Resources
Overview APPENDIX B - IMPLEMENTATION Introduction Prerequisites Implementation information is provided to assist you in setting and installing features for Human Resources. Remember that, when you are setting up and maintaining tables in Human Resources, you should always perform table maintenance in Human Resources Maintenance. Do not update and edit tables using the senter2 command at the UNIX shell. Visual Basic, the programming language in which the product is written, handles checks for data accuracy that may be omitted by senter2. Implementation information in this section includes: Order of Table Implementation Configuring Position Control Numbers Defining Adjustments Creating and Assigning Benefits You must be aware of institutional policy when setting up table values. For example, you should know your institution s account number structure when setting up accounts to be charged for adjustments and salary/wages. It is also helpful to know how your institution labels positions, departments, divisions, etc. Human Resources 345 Appendix B
Order of Table Implementation Table Listing Jenzabar recommends that you implement the tables according to the numbered list below. Order of implementation is determined by dependencies between tables (e.g., if a code in Table A must exist in Table B, and then you must set up Table B before Table A). 1. Division Table 2. Department Table 3. Event Groups Table 4. Contact Table 5. Events Table 6. Employee Status Table 7. Skills Table 8. Qualifications Table 9. Contract Table 10. Primary Occupation Table 11. EEO Sort Table 12. Image Class Table 13. ADA Accommodations Table 14. Configuration Table 15. Report Group Table 16. W-2 Code Table 17. Adjustments Table 18. Payroll Table 19. Default Adjustment Table 20. Time Table 21. Adjustments Exclusion Table 22. Work Schedule Table 23. Payroll Permission Table 24. Tax Table 25. Reduction Table 26. Inclusion Table 27. Adjustment Comparison Table 28. Low Income Table 29. Tax Credit Table 30. Benefit Track Table 31. Benefit Rate Table 32. Benefit Plan Table Appendix B 346 Human Resources
33. Compensation Plan Table Human Resources 347 Appendix B
Configuring Position Control Numbers How to Use Position Control Numbers Position control numbers (PCNs) are the numbers that identify the positions at your institution. Because each institution may have different ways of grouping and reporting on positions, you can configure the identifying numbers as desired. For example, your institution may want to track the following types of information in the position control number: Campus site Full time/part time Functional area Department Grade Under these assumptions, you could use a position control number composed of five different segments, as in the following example: 01/F/INSTR/1112/02 Where: 01 is a campus site or location F designates full time INSTR indicates an instructional position 1112 is the department number 02 represents a level of experience or tenure To configure position control numbers: 1. Change the file macros/user/hr to reflect the configuration you want. Use the sample configuration distributed with the product as an example. 2. Install the file after you have changed it. 3. Reinstall the file macros/user/sch. 4. Reinstall the file schema/hr/tpos. Tips for Configuring Position Control Numbers As you plan the numbers you want to designate each position, note: The PCN can be alphanumeric. Once you define the number structure, do not change it. The simpler the configuration you can use, the better. Typing long PCNs becomes very inefficient and tedious to the end user. Appendix B 348 Human Resources
Defining Adjustments Account Tips This section explains how to complete all the following setup tasks for HR: Defining a Housing Allowance Defining Employee Paid 401(k) Defining Employer Paid 401(k) Defining Employer Paid Life Insurance Defining Federal Income Tax Defining Employer Paid Health Insurance Defining Garnishment of Wages Note: On the Adjustments table, you define the overall characteristics of each type of adjustment at your institution. You define the particular number of exemptions, exact dollar amounts, and percentage rates desired for each type of adjustment when you use the Deductions/Allowances/Fringes screen to set up each employee. Account Tips Locating and Entering Table Information Selecting an Adjustment Type For every adjustment, you must establish a liability account. This is the account in which the dollar amount associated with the adjustment resides until it is forwarded to the appropriate recipient (e.g., Internal Revenue Service, credit union, or state tax authority). Example: If a payroll of $100,000 included $20,000 in Federal Income Tax, the entry would be as follows: Dr. Salary Expense 100000 Cr. Federal Income Tax Payable 20000 Cr. Cash 80000 For employee-paid adjustments, you should not establish an expense account. Employee-paid adjustments are reflected as decreases in the net pay (the credit to cash), rather than as expenses, as demonstrated in the above example. For employer-paid adjustments, you must also establish an expense account. This is an account to be debited, along with salary expense, when a payroll is processed. Example: If the employer pays, as part of a $100,000 payroll, a $1000 insurance premium, the entry would be as follows: Dr. Salary Expense 100000 Dr. Insurance Benefit Expense 1000 Cr. Insurance Payable 1000 Cr. Cash 100000 Defining a Housing Allowance To define a housing allowance adjustment type: Human Resources 349 Appendix B
1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and a description of the allowance Beginning and Ending Date for the allowance The desired EGP code (typically *, although this code is not relevant unless the adjustment is computed as a percentage of income) A payee code of R (employer-paid) An Adj. Type of A (allowance) 3. Enter the Expense and Liability account information on the Liabilities/Expense tab. 4. If you want to consider the allowance as a benefit, set the Benefit (Y/N) field on the Computation tab to Y. Otherwise you may leave the fields on the Computation, Tax, and W2 tabs blank. Locating and Entering Table Information Defining Employee-Paid 401(k) To define the employee-paid portion of 401(k) as an Adjustment type: 1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and a description of the adjustment Beginning and ending date for the adjustment The desired EGP code (typically * to cause the percentage to be applied against all positions the employee holds at your institution) A payee code of E (employee) An Adj. Type of V 3. On the Liabilities/Expenses tab, enter a liability account to credit (e.g., bank payable). (It will be balanced by the amount taken from the employee s salary.) 4. On the Computation tab, set Overtime and Benefits to Y to include compensation for these types of time in the calculation of the withholding. If you want to consider the 401(k) offering a benefit, also set the Benefit (Y/N) field to Yes. Set other fields to No, or leave blank. 5. On the W2 tab, set Deferred Compensation to Yes. Set other fields to No, or leave blank. Locating and Entering Table Information Defining Employer-Paid 401(k) To define employer-paid 401(k) (a employer-matching benefit similar to a 403(b) plan) as an adjustment type: 1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and a description of the adjustment Appendix B 350 Human Resources
Beginning and ending date for the adjustment The desired EGP code (typically * to cause the percentage to be applied against all positions the employee holds at your institution) A payee code of R (employer) An EGP category of C 3. On the Liabilities/Expenses tab enter the same liability account information you use for the employee-paid portion of the 401(k) contribution. Enter the expense account from which you pay the employee, or designate a unique account if you want to track the costs of your institution s 401(k) benefit separately. Locating and Entering Table Information Defining Employer-Paid Life Insurance To define company-paid life insurance as an adjustment type: 1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and a description of the adjustment Beginning and ending date for the adjustment An EGP code of R (typically *, although this code is not relevant unless the adjustment is computed as a percentage of income) A payee code of R An EGP category of F (fringe benefit) 3. On the Liabilities/Expenses tab, enter both the liability and expense accounts. 4. On the Computation tab, set the Benefit (Y/N) field to Yes to designate this adjustment as a benefit. Leave the other fields blank, or set to No. 5. On the W2 tab, enter the W2 type that will appear on the W-2 form. Locating and Entering Table Information Defining Federal Income Tax To define federal income tax as an adjustment type: 1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and a description of the adjustment (e.g., FITM or FITS) Beginning and ending date for the adjustment An EGP code of * (Alternately, if you want to tax overload positions at a standard rate of 28%, set the EGP code to R) A payee code of E (employee-paid) An EGP code of T (tax) 3. On the Liabilities/Expenses tab, enter the liability account. Human Resources 351 Appendix B
4. On the Computation tab, choose Yes for Overtime and Benefits, and Undertime if it is applicable at your institution. Leave other fields blank, or set them to No. 5. On the Tax tab in the Exemption Amount field, enter the value of one withholding allowance for an annual pay period (e.g., $2700). Leave other fields blank. 6. On the W2 tab, enter a W2 Type of A. Leave other fields blank. 7. Access the Tax table. Create an entry for the adjustment code (e.g., FITS). Locating and Entering Table Information Defining Federal Income Tax for Overload Positions For some temporary assignments that employees perform in addition to their regular work, they can elect to use different federal income tax computations. Such positions, called overload positions, may be taxed at a flat rate of 28%. To define federal income tax at a flat rate for overload positions: 1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and a description of the adjustment (e.g., 28%) Beginning and ending date for the adjustment An EGP code of O (for overload positions) A payee code of E (employee-paid) An EGP code of T (tax) 3. On the Liabilities/Expenses tab, enter the liability account. 4. On the Computation tab, choose Yes for Overtime (and Undertime if it is applicable at your institution). Leave other fields blank, or set them to No. 5. On the Tax tab in the Exemption Amount field, leave the fields blank. 6. On the W2 tab, enter a W2 Type of A. Leave other fields blank. 7. Access the Tax table. Create an entry for the adjustment code (e.g., 28%) with the percentage rate of 28 in the Tax Percentage field. Do not specify a Tax Break Amount or a Base Tax Amount. Locating and Entering Table Information Defining Federal Income Tax Setting Up Earned Income Credit Adjustments The Internal Revenue Service defines eligibility for Low Income Credits in its Circular E publication. If your institution has individuals who are eligible, you must set up the Earned Income Credit adjustment(s). Note: Employees with a filing status of either Married and Single may be eligible for the Earned Income credit. To allow for either case, HR reserves the codes EICS and EICM for these two adjustments. To set up Earned Income Credit adjustments: Appendix B 352 Human Resources
1. Set up the EICS and/or EICM codes as adjustments in the Adjustments table, using the Federal Income Tax adjustments as examples to complete all the fields (with the following exceptions): The Negate flag - for the Earned Income Credit adjustments, the Negate flag must be set to Y. The W-2 Type - for the Earned Income Credit adjustments, the field must be blank. 2. Create entries in your Reduction table, using the Federal Income Tax adjustments as examples. 3. Create entries in the Tax table, using the information from the Circular E. Your entries in the table should resemble the following: Defining Arizona State Income Tax Adjustments in Human Resources Payroll typically are computed as percentages of adjusted gross income. For example, assume an employee earns $8,000 and has $1,000 in federal income tax withheld. Most adjustments are computed as percentages of the $8,000 income. Arizona state income tax is an exception in that it is computed as a percentage of federal income tax withheld. To continue the above example, Arizona state income tax is computed as a percentage of the $1,000, not of the $8.000. To define the Arizona state income tax, you must make entries in the following tables: Adjustment table Enter the Adjustment code (e.g., ARIZ for purposes of this illustration) and description of the adjustment Specify a Beginning date for the adjustment (you do not need to specify an end date) Set an Adjustment Type of Tax. Designate a Payee code of E On the Liabilities/Expense tab, the liability account for the withholding. On the Computation tab, set the Base on Inclusion flag to Yes. Note: This code is crucial in that it causes the Arizona tax to be computed on just the items in the Inclusion table, and not the items in the Inclusion table added to the adjusted gross income. For example, if blank or No, Arizona tax would be computed as a percentage of $9,000, if Yes, Arizona tax would be computed as a percentage of $1,000. Ignore the fields on the Tax tab. On the W2 tab, enter a W2 type of C for State Income Tax, and select AZ from the State Code dropdown list. Tax table Enter the graduated percentages for ARIZ in the Tax table. Human Resources 353 Appendix B
Inclusion table Enter ARIZ in the Increase Basis for Calculating field, and FITS in the By the Adjustment Amount for field. Repeat for the FITM adjustment code. Locating and Entering Table Information Defining Federal Income Tax Defining Employer-Paid Health Insurance To define employer-paid health insurance: 1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and description of the adjustment Beginning and ending date for the adjustment The desired EGP code (typically *, although this code is not relevant unless the adjustment is computed as a percentage of income) A payee code of R An EGP category of R 3. On the Liabilities/Expense tab, enter the liability and expense accounts. 4. On the Computation tab, set the value of Benefit (Y/N) to Yes. 5. Ignore the fields on the Tax tab. 6. On the W2 tab, enter a W2 type of E. This will cause the adjustment amount to appear in Box 18 on the employees W2 forms. Locating and Entering Table Information Defining Garnishment of Wages To define garnishment of wages: 1. Access the Adjustment table screen, and enter Add mode. 2. Enter the following in the Adjustments Table region: Adjustment code and description of the adjustment Beginning and ending date for the adjustment The desired EGP code (typically *, although this code is not relevant unless the adjustment is computed as a percentage of income) A payee code of E (for employee-paid) An EGP code of V (for voluntary) 3. On the Liabilities/Expense tab, enter the liability account. 4. On the Computation tab, set the Benefits, Undertime, and Overtime fields to Yes if the amount of earnings in these categories is considered in computing the amount of the Appendix B 354 Human Resources
garnishment. 5. Also on the Computation tab, set the Priority of the garnishment. 6. Ignore the fields on the Tax and W2 tabs. Note: You can also set up a garnishment as a tax if you want to ensure it is computed and withheld at all times, and if you want to change the rate of the garnishment as the employee s income increases. If you establish garnishment as a tax, follow the above procedure with the following exceptions: Use an EGP code of T (for tax). You do not need to set a Priority on the Computation tab. Enter the appropriate Tax Break Amount, Tax Percentage, and Base Tax Amount in the Tax table to reflect the various rates for different annual income levels. Locating and Entering Table Information Human Resources 355 Appendix B
Creating and Assigning Benefits Benefit setup and usage is related to several screens within both Human Resources Maintenance and Human Resources Administration. The following diagram shows the interrelationships and flow information among the screens in both applications. The screens that you access from within Human Resources Maintenance are yellow, while the screens available within Human Resources Administration are blue. Time table All valid time types (regular, special, and benefit) are defined in the Time table. All time types The time types, created in the Time table, are sorted and available for display in Time Entry. Time Entry screen Within the Payroll function of Human Resources Administration, you enter time worked by time type. Selected time benefits Only those time benefits selected for the individual (or for the individual s position) appear in the Time Entry screen. Benefit screen and Benefit Selection window Within the Administration function of Human Resources Administration, you select both time and cash benefits by individual and/or by position. Benefit Plan screen Default benefits (both time and cash) for the entire institution are selected. Time benefits Time types that are flagged as benefits are eligible for selection. Appendix B 356 Human Resources
Adjustments table All valid adjustments (cash benefits, allowances, fringes, taxes, and other voluntary withholdings) are defined. Other adjustments All non-benefit adjustments are available for selection in the Deductions/Allowances/Fringes screen. They are also available for selection in the Default Adjustments screen accessible from the Payroll table. Cash benefits Adjustments with the Benefit (Y/N) flag set to Yes are available for selection as institution-wide defaults, by position, or by individual. Deductions/Allowances/Fringes screen Default or selected cash benefits and adjustments obtain detail information (dollar amounts, number of exemptions, percentages) for each employee. Selected cash benefits Only selected cash benefits require detail setup for individuals on the Deductions/Allowances/Fringes screen. Organizing Cash-Based Adjustments on Payroll Documents The Pay Stub Setup screen enables you to use the Windows drag-and-drop feature to include, exclude, and arrange cash-basis adjustments on your institution's pay stubs and earnings statements. To set up your pay stubs or earnings statements: 1. Access the Pay Stub Setup screen from the Payroll menu. Note that the three lists on the screen are labeled Print on Pay Stub, Print on Earnings Statement, and Don't Print. 2. Review the contents of each list, and determine if all the adjustments are on their correct list. If, for example, an adjustment type is included in the list to print on the pay stub and you want to print it on the earnings statement, click the adjustment type and drag it to the appropriate position in the earnings statement list. 3. After all the adjustments are in their correct lists, review the order in which they appear. If any are not in the desired order in which you want them to print, click on them and drag them to the correct relative positions in the list. Composition of Checks, Stubs, and Earnings Statements Adjustments On Payroll Documents Setup Screen Time On Payroll Documents Setup Screen Sorting Time Types for Time Entry Table setup for the Time table controls how time types appear in Human Resources Administration Time Entry. The Time Entry screen displays three kinds of time (Work, Benefit, and Special), and within each kind, it is typically more efficient for the most frequently used types of time appear on the left side of the Time Entry grid. To sort time types for Time Entry: 1. Access the Time table. 2. Click the Time Entry Sort Order button (you do not need to select a row from the grid or go Human Resources 357 Appendix B
into Update or Add mode). The Time Entry Sort Order window appears. 3. Select the appropriate time category: Work, Benefit, or Special. The types of time in that category appear. 4. Rearrange the time types in the order you want them to appear on the Time Entry screen. The time type that appears at the top of the list will be in the leftmost column in Time Entry. Appendix B 358 Human Resources
Miscellaneous Setup Considerations In addition to defining the codes under which you want to process HR information (e.g., the valid skill types, payroll groups, and department names), the successful usage of your system depends on the following miscellaneous tasks: Permissions setup Paycheck/stub setup Configuration table setup Human Resources 359 Appendix B
Permissions Setup Both group permissions and the Permissions table impact your users' ability to add, view, update, and process human resources and payroll information, as follows: Group permissions For users to be able to access the Jenzabar CX HR tables and records, they must be included in the payroll and personnel groups. The system administrator with shell access must set up these group permissions. Permissions table The Permissions table controls users' access to payroll information. In order to view or process any payroll information (e.g., compensation, payroll startup, post payroll, or payroll reports) for each payroll type (e.g., BWK, CWS, or MTH), the users must either be set up individually to have access to that payroll type, or be in a group that has access. Important fields in the Permissions table are: Program - Leave this field blank. Category - Must be PRCODE. Permission Code - Enter the name of the payroll type to which the user needs access. This field can be masked (e.g., if the user needs to access WK1 and WK2, enter W** in this field). Group or User ID Number - The number of the group or individual as defined in the /etc/passwd file. Group or User Number - A flag indicating whether the number in the Group or User ID Number field represents a group (G) or an individual user (U). Exclude - Must be N. Composition of Checks, Stubs, and Earnings Statements CX includes a standard check form used for payroll. As part of the setup of the Human Resources application, you can modify this form layout in accordance with your institution s requirements. This diagram is a general example of the standard check form. Appendix B 360 Human Resources
Time on Payroll Documents Setup Screen Adjustments on Payroll Documents Setup Screen Paycheck This portion of the check form is the negotiable paycheck. Information on the paycheck comes from the Subsidiary Balance record (subb_rec) for the designated employee, based on all the information collected in Human Resources Administration (compensation, adjustments, contracts, etc.). Check Stub: Time Information This portion of the check form contains information about gross pay, broken out by the type of pay as entered in Time Entry (e.g., REG, SICK, or OT). The system obtains the detail pay amounts for the period from the Subsidiary Transaction record (subtr_rec). If you elect to print year-to-date pay amounts, the system obtains the necessary information from the Subsidiary Total table (subt_table). Users control the time types that appear (and the order in which they appear) on the Paystub/Earnings Statement: Time Setup screen. This screen updates the Priority and Post fields in the Subsidiary Total table. Check Stub: Adjustment Information This portion of the check form contains information about employee-paid adjustments. The system obtains the detail amounts for the period from the Subsidiary Transaction record (subtr_rec). If you elect to print year-to-date pay amounts, the system obtains the necessary information from the Subsidiary Total table (subt_table). Human Resources 361 Appendix B
Users control the adjustment types that appear (and the order in which they appear) on the Paystub/Earnings Statement: Adjustments Setup screen. This screen updates the Priority and Post fields in the Subsidiary Total table. Earnings Statement: Wage Information This portion of the check form contains information about gross pay, broken out by the job at which the employee earned the pay. The payroll posting process creates a stored text file related to different jobs within the same payroll in order to produce this information. Earnings Statement: Benefits Information This portion of the check form contains information about employer-paid adjustments. The system obtains the detail amounts for the period from the Subsidiary Transaction record. Users control the adjustment types that appear (and the order in which they appear) on the Paystub/Earnings Statement: Adjustments Setup screen. This screen updates the Priority and Post fields in the Subsidiary Total table. Earnings Statement: Accrued Time Information This portion of the check form contains information about accrued and used benefit time, including beginning and ending balances. The Benefit Accrual and Time Entry processes provide the information that displays in this area. Users control the time types that appear (and the order in which they appear) on the Time table, using the Benefits Sort Order button. Appendix B 362 Human Resources
Modifying Configuration Table Values Although the Configuration table is used throughout Jenzabar CX to control various processing options, within HR it has several specific uses. Only those entries for the Configuration table that relate specifically to HR are accessible on the Configuration Table screen in HR Maintenance and have been simplified with user-friendly descriptions to assist you in your setup. The Configuration table contains default values that you can modify as needed. To modify a Configuration table value: 1. Access the Configuration Table screen. 2. Locate the row of the table you want to modify. 3. Select Update. The screen enters Update mode, and the Configuration Information region is highlighted. 4. Referring to the Parameter name and the narrative that appears in the scroll area of the region, complete the Value field as required. 5. Select Commit. Your changes appear in the grid at the bottom of the screen. Note: If you want to change any of the narrative associated with the Configuration table entries, you can change it in the actual Configuration table. For more information, see Changing the Narrative for a Configuration Table Entry. Changing the Narrative for a Configuration Table Entry To make changes to the Configuration table narrative: 1. Using the CX menu, access Table Maintenance, locate the Common tables, and then select the Configuration table. A PERFORM screen for the table displays. 2. Select Update. The screen enters Update mode. 3. Move your cursor to the Comments field and enter Edit mode. You can then modify and save your changes to correspond to the needs of your institution. Note: If you change the contents of the Comments field, remember the following: The first character in the Comments field is the delimiter. The system interprets all the text between the first delimiter and the second delimiter to be the name that will appear in the Parameter field on the Configuration Table screen in HR Maintenance. The delimiter is one of two special characters. If it is a caret mark (^), the system will automatically upshift any data entered in the Value field. If it is a dollar sign ($), the system will maintain the case of whatever data is entered in the Value field. Modifying Configuration Table Values More About Configuration Table Values Configuration table entries control a variety of institution-wide HR features (that is, features that you implement for every HR user on your campus). Specifically, you set values in this table for: TIAA codes, which ensure the reports categorize your TIAA adjustments correctly. Implementing the default benefit feature. Defining the network servers available for HR usage. Maintaining the relationship between EEO information and the specific individuals to whom it applies. Human Resources 363 Appendix B
Defining the Tickler codes to use for both applicants and employees. Enabling the system to update supervisor IDs when they change. Forcing the end user to perform an ID lookup on an applicant, to minimize the risk of duplicate IDs. Setting the length of time to maintain job applications in your database. Formatting social security numbers and telephone numbers in your database. Setting up the systems groups in which end users must be members in order to use the HR reporting features. Indicating the URL for your Impromptu webserver, so end users can launch Impromptu from within HR Administration. Specifying the URL for the Jenzabar clients-only website, so updates to HR can be downloaded from within HR Administration. Listing the database fields to update for individuals with whom your employees have relationships. Explanations and sample values exist in the Configuration table as it is delivered with HR Maintenance. As part of your HR implementation, review the default values in the table and modify them in accordance with your policy and system setup. Appendix B 364 Human Resources
401(k) setup, 350 abilities valid codes for, 331 accessing online help, 6 accommodations, 267 accounts charged for adjustments, 274 masking, 274 accruing benefit time, 285 ADA accommodations, 267 ADA Accommodations table, 267 adding records in Human Resources Maintenance, 18 Adjustment Comparison table, 269, 270 adjustment exclusions maintaining, 279 Table list, 280 adjustments, 269, 270, 271, 279, 352, 353 adjustment bases, 311, 326 Adjustments Table region, 271 Arizona state income tax, 353 computing, 275 creating, 356 default, 294, 295 employee-paid 401(k), 350 employer-paid 401(k), 350 employer-paid health insurance, 354 employer-paid life insurance, 351 federal income tax, 351, 352 garnishment of wages, 354 housing allowances, 349 on payroll documents, 322 relating to an exclusion code, 279 Tax tab, 276 types, 273 W2 tab, 277 Adjustments Exclusion Table, 279 adjustments on checks stubs and earnings statements, 360 Adjustments on Payroll Documents Setup screen, 322 Adjustments Table, 271 adjustments:, 276 Americans with Disabilities Act, 267 4 A INDEX assumptions for using Jenzabar s Human Resources, 4 background knowledge for using Jenzabar s Human Resources, 4 basics for using Jenzabar s Human Resources, 4 benefit plans, 281, 283 Benefit Rate Code, 283, 284 Benefit Rate Code List, 284 Benefit Rate Table, 283 benefit rates, 283 benefit time, 281 Benefit Track Code, 285, 286 Benefit Track Code List, 286 Benefit Track table, 285 benefits, 281, 283, 284, 285, 286 Benefit Plan Description List, 282 Benefit Plan Table, 281 creating, 356 calculating field values, 5 calculator using, 5 calculator:, 5 calendars using, 4 changing default dates, 4 clients-only website URL, 364 columns in grids, 16 commands Human Resources Maintenance, 260 Communications Management in Human Resources, 291 Compensation Code, 287, 288 Compensation Plan Table, 287 compensation plans, 287 Compensation tables, 281, 283 Computation tab, 275 computing field values, 5 configuration, 289 Configuration table, 289 Configuration table setup of HR_USE_DEFAULT_BENPLAN, 281 connecting B C Human Resources 365 Index
to the CX database, 259 connecting:, 259 Contract Table, 293 contract types, 293 conventions online help, 6 styles, 7 copying records in Human Resources Maintenance, 19 correcting errors, 8 customizing pay stubs and earnings statements, 357 time displays in Time Entry, 357 CX database connecting to, 259 database connecting to, 259 dates selecting, 4 default benefits, 363 defaulting benefits, 281 defining adjustments, 349 adjustments and benefits, 356 Arizona state income tax, 353 default adjustments, 294 departments, 297 Earned Income Credits, 352 employee status codes, 304 employee-paid 401(k), 350 employer-paid 401(k), 350 employer-paid health insurance, 354 employer-paid life insurance, 351 events, 307 federal income tax, 351, 352 garnishment of wages, 354 housing allowances, 349 skills, 331 tax effects, 276 time types, 337 work schedules, 343 deleting records, 19 Department Table, 297 departments, 297 details about default adjustments, 295 display preferences, 9 displaying expired records, 299 D document files, 309 document storage, 309 Earned Income Credits setting up, 352 earnings statements contents, 322 setup, 357 setup, 340 editing records in Human Resources Maintenance, 18 EEO, 363 EEO Sort Code Region, 302 EEO Sort Table, 302 employee-paid 401(k), 350 employer-paid 401(k), 350 enabling features, 289 entering records, 264 table information, 264 error logs, 8 Event Group Code, 305 events grouping, 305 excluding adjustments, 279 exiting Human Resources, 8 expense accounts for adjustments, 274 masking for adjustments, 274 expense accounts:, 274 expired records displaying, 299 features enabling, 289 federal income tax for overload positions, 352 for regular positions, 351 for Earned Income Credits, 352 formatting social security numbers, 364 telephone numbers, 364 functions of Human Resources Maintenance, 260 general information about Human Resources Maintenance, 260 General tables, 297 grid columns changing, 17 E F G Index 366 Human Resources
setup, 9 grid layouts saving, 299 grids, 268, 290, 310 changing the layout, 15 reorganizing and sorting columns, 16 resizing, 16 using, 15 groups of events, 305 help conventions obtaining help, 6 styles, 7 housing allowances, 349 HR updates, 364 HR_USE_DEFAULT_BENPLAN, 281 hrtaxcred_table, 335 Human Resources Department Code List, 297 Human Resources Maintenance Login screen, 313 H ID lookup forced, 364 IDs retaining, 299 Image Class table, 309 image management, 309 images, 309 implementation order of table setup, 346 overview, 345 Impromptu webserver URL, 364 Inclusion Information region, 311, 312 installation manual, 5 instructions for installing Jenzabar s Human Resources, 5 insurance employer-paid, 351 health, 354 interrelationships in applications for defining benefits, 356 introduction, 1 to Human Resources, 1 to Jenzabar s Human Resources Maintenance, 260 Introduction to Jenzabar s Human Resources, 1 job application retention period, 364 I J Liabilities/Expenses tab, 274 list of tables, 265 lists, 280, 282, 284, 286 locating table information in Human Resources Maintenance, 264 logging in to Human Resources Maintenance, 313 to Human Resources Maintenance, 259 logins, 259 Low Income region, 314 maintaining tables, 345 menu bar Human Resources Maintenance, 260 modifying grids, 16 grids, 15 records in Human Resources Maintenance, 18 network servers, 363 numeric fields, 5 L M N O occupations for EEO reporting, 323 online help structure, 1 overview, 1 of Human Resources, 1 of Jenzabar s Human Resources Maintenance, 260 P password to connect to database, 259 pay stubs setup, 357 Payroll Code region, 317 Payroll Permission, 320 Payroll Permission List, 321 Payroll Permission Table, 320 Payroll tables, 271, 279 paystubs setup, 340 permissions, 359, 360 Human Resources 367 Index
for reporting, 364 pictures, 309 preferences display, 299 for Human Resources, 10 for Human Resources, 9 prerequisites for using Jenzabar s Human Resources, 4 printer selection, 10 printer preferences, 9, 10 printers setup, 9 printing help topics, 8 pay stubs and earnings statements, 322 table reports, 260 privacy code feature, 23 purpose of Human Resources Maintenance, 260 qualifications for employment, 324 querying in Human Resources Maintenance, 264 Q R records adding, 18 copying, 19 deleting, 19 in grids in Human Resources, 15 locating and entering, 264 updating in Human Resources Administration, 18 records:, 19 regions, 269, 270, 280, 281, 282, 283, 284, 285, 286, 287, 297 on ADA Accommodations Table screen, 267 on Adjustments Exclusion Table screen, 279 on Adjustments Table screen, 271 on Benefit Plan Table screen, 281 on Benefit Rate Table screen, 283 on Benefit Track Table screen, 285 on Compensation Plan Table screen, 287 on Configuration Table screen, 289 on Contract Table screen, 293 on Department Table screen, 297 on Division Table screen, 300 on Employee Status Table screen, 304 on Event Groups Table screen, 305 on Events Table screen, 307 on Image Class Table screen, 309 on Inclusion Table Screen, 311, 312 on Low Income Table screen, 314 on Payroll Table screen, 317 on Primary Occupation Table screen, 323 on Qualifications Table screen, 324 on Reduction Table screen, 326 on Skills Table screen, 331 on Tax Table screen, 333 on Time Table screen, 337 on W2 Code Table screen, 341 on Work Schedule Table screen, 343 relating benefits and adjustments, 356 relationships automatic updating, 364 removing adjustments from an adjustment exclusion code, 279 remuneration adjustments:, 273 reorganizing data in grids, 16 Report Group Code - Report Group Table, 329 Report Group Table, 329 reports table, 260 responding to errors, 8 resumes, 309 retaining IDs, 299 retention period for job applications, 364 retrieving information in Human Resources Maintenance, 264 S saving changes to grid columns, 17 saving job applications, 364 screen components Human Resources Maintenance menu bar, 260 screens, 271, 279, 281, 283, 285, 287, 293, 297 table, 260 table, 266 selecting a printer, 10 an adjustment type, 273 data in Human Resources, 15 senter2, 345 sequencing time types on pay stubs and earnings statements, 340 setting up Earned Income Credits, 352 Index 368 Human Resources
setup, 289 of grid columns, 9 of permissions, 360 of printers, 9 of tables, 345 showing expired records, 299 social security numbers formatting, 364 sorting data in grids, 16 time types, 357 source of information for check stubs earnings statements and checks, 360 state income tax Arizona, 353 state tax tables, 335 stubs on paychecks, 322 styles in Jenzabars online help, 7 supervisor IDs updating, 364 table dependencies, 346 table information adding, 18 copying, 19 deleting, 19 in grids in Human Resources, 15 locating and entering, 264 updating in Human Resources Maintenance, 18 table lookup using, 5 table lookup:, 5 tabs Computation tab, 275 Liabilities/Expenses, 274 on the Adjustment Table screen, 273 Tax tab, 276 W2 tab, 277 T talents valid codes for, 331 Tax Credit table, 335 Tax tab, 276 taxes, 341 telephone numbers formatting, 364 tickler, 364 Time on Payroll Documents Setup screen, 340 time types on checks stubs and earnings statements, 360 on pay stubs and earnings statements, 340 troubleshooting, 8 updating data, 18 HR version, 364 records in Human Resources Maintenance, 18 relationships, 364 updating supervisor IDs, 364 URL for clients-only website, 364 for Impromptu webserver, 364 using help, 5 help:, 6, 7 the calculator, 5 version of Human Resources Maintenance, 259 W2 tab, 277 webserver for Impromptu, 364 windows. See screens work schedules, 343 U V W Human Resources 369 Index