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To enter a new employee into the WESPaC application, click the Add button at the top of the Profile Master screen. The Name Maintenance screen opens.
Some fields on the Name Maintenance screen are mandatory, some are optional.
NOTE: Depending on how you setup the district configuration (see the District Configuration User Guide,) name and address information will be displayed and saved in upper case, lower case, or as typed.
NOTE: If you skip over a mandatory field, when you try to close out of the Name Maintenance screen, a screen opens (the title of which varies, depending on the missing information) warning you that you need to enter data in the field.
Enter the employee’s First Name.
Enter the employee’s Middle Name
Enter the employee’s Last Name.
NOTE: If the name you enter matches a name already in the system, the Option to Select an Existing Name screen opens asking if you want to display the list of names.
If you click the No button, the name is considered to be a new name and a new name key with the last digit incremented by one is created.
If you click the Yes button, the Name List screen opens.
See theName List User Guide for details on using the Name List screen.
NOTE: This screen can also be opened by clicking the Lookup 
button to the right of the Last Name field. The default display on the Name List screen when accessed this way lists employees only. If the individual you are trying to enter as an employee is already entered in the system as something other than an employee (that is, a student), you will not see the name unless you select the All Names option.
Click on the name to highlight it and click the Select button to return to the Name Maintenance screen. The selected individual’s information populates the fields of the Name Maintenance screen.
If the name you are trying to enter is already in the system as an employee, click the Close button to return to the Name Maintenance screen.
NOTE: If you do try to select an employee who is already in the system, the Profile already on file screen opens telling you that the individual already has an employee profile.
Click the OK button to return to the Name Maintenance screen.
NOTE: A new employee record is created with a new name key for which the last digit incremented by one. If the name you were attempting to enter is, indeed, the individual for whom a profile existed, you must click the Cancel button or the same employee will have two profile records.
If the employee has a Suffix after his or her name, either:
Type it in the Suffix field, or,
If you do not know what to type, click the Suffix button to open the Name Suffix List screen.
Details on using the Name Suffix List screen can be found in the Profile Codes Maintenance User Guide.
Select the desired suffix by clicking on it to highlight it and click the Select button.
NOTE: If you type in a value that is not in the Name Suffixes list on the Name Suffix List screen, the Name Suffix List screen opens.
Add the new value.
NOTE: When you click the Add button, the new value is displayed in the Name Suffix field on the Name Suffix Maintenance screen.
Click the OK button to save the new value and populate the Suffix field on the Name Maintenance screen.
If the employee has a Title (prefix) before his or her name, either:
Type it in the field, or,
If you do not know what to type, click the Title button to open the Name Prefix List screen.
Details on using the Name Prefix List screen can be found in the Profile Codes Maintenance User Guide.
Select the desired prefix or title by clicking on it to highlight it and click the Select button.
NOTE: If you type in a value that is not in the Name Prefixes list on the Name Prefix List screen, the Name Prefix List screen opens.
Add the new value.
NOTE: When you click the Add button, the new value is displayed in the Code field on the Name Prefix Maintenance screen.
Enter the prefix description values (see the Profile Codes Maintenance User Guide) and click the OK button to save the new value and populate the Prefix field on the Name Maintenance screen.
If you know the employee’s address is already in the system, you can click on the Address button to open the Address Selection List screen.
See the Address Selection List and Address Maintenance Screens User Guide for details on using the Address Selection List screen to locate and select an address. When you return to the Name Maintenance screen, the selected address information populates the address fields.
If you are not sure whether the address is in the system, enter the residence number in the first Address field.
If the street has a directional prefix (such as W or NE), enter the street direction in the second Address field.
Do one of the following:
Type in the street name in the third Address field, together with the direction, if it comes after the street name. If the street is not already in the system, the Add Street Name Confirmation screen asks if you want to add the street into the system.
Click the Yes button on the Add Street Name Confirmation screen to add the street to the system and return you to the Name Maintenance screen.
Select a street name from the EEL associated with the third Address field.
Click the Street button to open the Street Selection List screen and select the street.
If the street is not listed, add it. For information on how to add a street using the Street Selection List screen, see the Profile Codes Maintenance User Guide.
Select a secondary unit designator from the drop down list in the SUD field, as appropriate, and add the number in the second field.
NOTE: Some secondary unit designators require that you enter a number in the field to the right of the SUD field. If you do not add a number when required, when you tab to the next field, the Invalid Number screen opens telling you to add a number.
Click the OK button to return to the Name Maintenance screen and enter the number.
NOTE: To check on whether a second unit designator requires a number, click the SUD button. The Secondary Unit Designators screen opens. The Secondary Unit Designators table lists the SUD codes, descriptions, number requirements. The values cannot be edited, deleted, or new values added.
When the mailing address is a post office box rather than the residence address, do not enter the PO box number in the PO Box field on the Name Maintenance screen even if a different mailing address is identified (see the Different Mailing Address section of this document, below) as the PO box number will print as part of the residence address in reports.
Only enter a PO box number if that is the only address provided.
The Address 2 field should only be used if the address requires an additional line of information or if the address is in Canada, in which case the Canadian Zip Code is entered in the Address 2 field.
Either:
Select the Zip Code from the EEL, or
Type in the Zip Code.
The City/State field populates automatically.
NOTE: If the Zip Code you type in the Zip Code field is not in the system, the Go To Code Maintenance screen opens asking you if you want to go to Zip Code maintenance to add the Zip Code.
Click the Yes button. The Zip Code List screen opens.
For details on using the Zip Code List screen to add a Zip Code see the Profile Codes Maintenance User Guide.
Add the Zip Code and return to the Name Maintenance screen. The new Zip Code is displayed in the Zip Code field.
If you know the Plus Four Zip Code, enter it in the field to the right of the Zip Code field.
NOTE: You can edit address information or add additional address information that is not used in Washington State by clicking the Address Extended Information button to open the Address Maintenance screen.
See the Address Selection List and Address Maintenance Screens User Guide for details on using the Address Maintenance screen.
Enter optional Phone and Fax numbers.
Select the appropriate Gender from the drop down list.
NOTE: The system will let you skip over the Gender field. However, when you try to edit the employee’s profile information, the Gender Required screen opens telling you to add a gender.
Select an optional Marital Status from the drop down list. The options are:
Blank
Single
Married
Divorced
Widowed.
Enter the employee’s Date of Birth. This optional field is required in Washington State to run payrolls for retired employees.
Enter the employee’s SSN.
NOTE: If you do not know an employee's social security number, or the employee does not have one yet, enter a temporary Social Security Number that is obviously incorrect; for example, 000-00-0000. The record can be edited when the employee provides a valid SSN.
If other employees in the system have a 000-00-0000 SSN, a Duplicate Social Security Number screen opens warning of duplicate SSNs.
Click theOK button to accept the SSN.
If the individual being entered into the system has been hired as an employee, leave the value in the Status field as Employee.
NOTE: If you are entering the individual as a prospective employee but do not intend to hire him or her immediately, select the Reference option from the Status field drop down list. The Name Used As designation is still EMPLOYEE.
NOTE: If the individual is being entered as a Reference status, the SSN need not be entered.
NOTE: The Chg Format button is not used for employee names. If you click the Chg Format button, an Information screen opens telling you that you cannot change an employee from an individual to a business.
Click the OK button to return to the Name Maintenance screen.
If the mailing address is different from the residence address, or if you wish to add additional optional demographics data go to the Adding a Different Mailing Address section of this document. Otherwise, go to Step 23.
Click the OK button. An Information screen opens telling you the system preloaded certain fields.
NOTE: If the new employee’s address is one that is already in the system and has other names associated with it, when you click the OK button on the Name Maintenance screen, the Existing Address screen opens listing the others living at the address and asking if you want to add the new person to the address.
Click the Yes button to save the new employee record. An Information screen opens telling you the system preloaded certain fields.
Click the OK button on the Information screen. The Edit Personnel Information screen opens. See the Edit Personnel Information section of this document to continue the process of adding an employee.
Adding a Different Mailing Address
When the mailing address is different from the residence address, click the Mail Addr button on the Name Maintenance screen. The Mailing Address Entry screen opens.
NOTE: The mailing address must be either a street address or a post office box; it should not be both. If the mailing address is a post office box, go to Step 7, below.
If the mailing address is a street address, enter the residence number in the Street Number field.
If the street has a directional prefix (such as W or NE), enter the street direction in the Street Direction field.
Do one of the following:
Type in the street name in the third Address field, together with the direction, if it comes after the street name. If the street is not already in the system, the Add Street Name Confirmation screen asks if you want to add the street into the system.
Click the Yes button on the Add Street Name Confirmation screen to add the street to the system and return you to the Mailing Address Entry screen.
Select a street name from the EEL associated with the Street Name field.
Click the Street Name button to open the Street Selection List screen and select the street.
If the street is not listed, add it. For information on how to add a street using the Street Selection List screen, see the Profile Codes Maintenance User Guide.
Enter an Apartment Number, as appropriate.
NOTE: If the mailing address is a street address, leave the PO Box number blank.
The Address 2 field should only be used if the address requires an additional line of information or if the address is in Canada, in which case the Canadian Zip Code is entered in the Address 2 field.
If the mailing address is a post office box, enter the P.O. Box number. All the other fields, discussed above, should be left blank.
Either:
Select the Zip Code from the EEL, or
Type in the Zip Code.
The City/State field populates automatically.
NOTE: If the Zip Code you type in the Zip Code field is not in the system, the Go To Code Maintenance screen opens asking you if you want to go to Zip Code maintenance to add the Zip Code.
Click the Yes button. The Zip Code List screen opens.
For details on using the Zip Code List screen to add a Zip Code see the Profile Codes Maintenance User Guide.
Add the Zip Code and return to the Name Maintenance screen. The new Zip Code is displayed in the Zip Code field.
If you know the Plus Four Zip Code, enter it in the field to the right of the Zip Code field.
Enter an optional Carrier Number of up to six characters.
Click the OK button to return to the Name Maintenance screen.
Continue from Step 23 of the Entering a New Employee Record section of this document, above.
Adding Additional Optional Personal Information
If you wish to add additional, optional personal information on the employee, click the More button on the Name Maintenance screen to open the Individual Name Maintenance screen.
Select an Education level from the EEL associated with either the description or code.
NOTE: If the education level you need is not in the list, click the Education button to open the Highest Education Level List screen and add the code.
Refer to the Profile Codes Maintenance User Guide for details on how to add an education level.
Select a primary Race description from the EEL associated with either the description or code.
NOTE: If the race you need is not in the list, click the Race button to open the Race Code List screen and add the race.
Refer to the Profile Codes Maintenance User Guide for details on how to add a new race.
Select a Language from the EEL associated with either the description or code.
NOTE: If the language you need is not in the list, click the Language button to open the Language Code List screen and add the language.
Refer to the Profile Codes Maintenance User Guide for details on how to add a new language.
Select an Occupation from the EEL associated with either the description or code.
NOTE: If the occupation you need is not in the list, click theOccupation button to open the Occupation List screen and add the occupation.
Refer to the Profile Codes Maintenance User Guide for details on how to add a new occupation.
Select an Employer from the EEL associated with either the description or code.
NOTE: If the employer you need is not in the list, click the Employer button to open the Name List screen and add the employer.
Refer to Entering a New Employee Record section of this document, above, for details on how to add a new name.
Select an Organization from the EEL associated with either the description or code.
NOTE: If the organization you need is not in the list, click the Organization button to open the Name List screen and add the organization.
Refer to the Entering a New Employee Record section of this document, above, for details on how to add a new name.
Add the employee’s E-mail Address, as appropriate.
Add a Comment of up to 264 characters, as appropriate.
Click the OK button to return to the Name Maintenance screen.
Continue from Step 23 of the Entering a New Employee Record section of this document, above.
Version: 01.04.07.0 - 010230