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Contents |
When you click the OK button on the Name Maintenance screen to save a new employee record, the Edit Personnel Information screen opens. Several of the fields on this screen are the same as those on the Name Maintenance and Individual Name Maintenance screens.
NOTE: The Edit Personnel Information screen can also be accessed by clicking the Edit button on the Prsnnel tab (see the Prsnnel Tab section of this document).
NOTE: Employee Type is the only required field, unless the status is Reference.
Leave the Active field value as Yes, unless the employee is inactive.
NOTE: If the status is Employee, the Status field is desensitized. If the Status is Reference, the Status field is sensitized.
If you change the status from Reference to Employee, the Change Reference to Employee? screen opens warning that the change is permanent and asks if you wish to continue.
Click the Yes button to return to the Edit Personnel Information screen.
Select an Employee Type from the EEL associated with either the description or code.
NOTE: If the employee type you need is not in the list, click the Employee Type button to open the Employee Type Code List screen and add the employee type.
For details on adding an employee type code, refer to the Profile Codes Maintenance User Guide.
If the employee’s place of work is different from the building that is displayed, use the EEL to select a different Building.
If the employee at one time went by a different name, enter the name (up to 30 characters) in the Former Name field.
If you know the employee’s spouse’s name, enter the name (up to 30 characters) in the Spouse Name field.
If the Marital Status of the employee is different from the value displayed, select a different value from the drop down list.
Modify the Hire Date, if it is different from the day the data was entered.
Modify the Hire Hour, and Min(utes) if they different from the time the data was entered.
Enter the date the employee will start work in the Start Date field.
Enter the date the employee turned in the completed I-9 form in the I-9 Date field.
Modify the employee’s Social Security Number if it is different from the value displayed.
Modify the employee’s Birth Date if it is different from the value displayed.
Modify the employee’s Gender if it is different from the value displayed.
If the employee’s race is different from the value that is displayed, use the EEL to select a different Primary Race.
If the employee could be classified as a combination of more than one race type, click the Multi-Race/Ancestry field to open the Multi-Race/Ancestry screen to enter the constituent races and their relative percentages. See the Adding Multi-Race/Ancestry Information section of this document, for details on using the Multi-Race/Ancestry screen.
If the employee is terminated, enter the Date Terminated.
Select a termination Reason from the EEL associated with either the description or code.
NOTE: If the reason you need is not in the list, click the Reason button to open the Termination Code List screen and add the reason.
For details on adding a reason code, refer to the Employee Management Codes Maintenance User Guide.
When everything is correct, click the OK button. The Prsnnel tab opens.
The Prsnnel tab allows you to view and edit personal information on the selected employee. See the Prsnnel Tab section of this document, for details on using the Prsnnel tab.
Adding Multi-Race/Ancestry Information
Click the Multi-Race/Ancestry field on the Edit Personnel Information screen. The Multi-Race/Ancestry screen opens. This screen allows you to enter the constituent races and their relative percentages.
In the Multi-Race/Ancestry Matching area of the Multi-Race/Ancestry screen, the previously selected Primary Race populates the Race fields.
NOTE: The Primary Race has to be the race with the highest percentage.
For example, if the employee is 75% White, non-Hispanic (W) and 25% Hispanic (H), the Primary Race code you selected should have been W. If you had selected H, after entering the percentages and closing the Multi-Race/Ancestry screen, the Primary Race would change to W.
The ancestry information is optional, but should you choose to enter ancestry information, select the Ancestry from the EEL associated with the ancestry description or code.
NOTE: If the ancestry information you need is not in the list, click the Ancestry button to open the Ancestry Code List screen and add it (see the Ancestry Code List Screen section of this document).
Enter the Race Percent for the selected race.
Click the Commit button to save the race and ancestry information which is displayed in the Race/Ancestry table.
NOTE: When the information is committed, the Multi-Race/Ancestry Matching area of the Multi-Race/Ancestry screen is desensitized and the Add, Edit, Delete, and Close buttons are sensitized.
To enter the next constituent race, click the Add button. The Multi-Race/Ancestry Matching area of the Multi-Race/Ancestry screen is re-sensitized.
Select the second constituent Race from the EEL associated with the race description or code
Follow the procedure described in Steps 2 through 4, above.
NOTE: The sum of the percentages of the constituent races must equal 100 percent.
When all the constituent races and ancestry information is entered, click the Close button to return to the Edit Personnel Information screen.
Editing Multi-Race/Ancestry Information
Click the Multi-Race/Ancestry field on the Edit Personnel Information screen. The Multi-Race/Ancestry screen opens.
Click on the race/ancestry record you wish to edit in the Race/Ancestry table to highlight it and click the Edit button. The fields in the Multi-Race/Ancestry Matching area of the screen are sensitized.
Select new Race and Ancestry values as described in the Adding Multi-Race/Ancestry Information section of this document.
Click the Close button to save the changes and return to the Edit Personnel Information screen.
Deleting Multi-Race/Ancestry Information
Click the Multi-Race/Ancestry field on the Edit Personnel Information screen. The Multi-Race/Ancestry screen opens.
Click on the race/ancestry record you wish to delete in the Race/Ancestry table on the Multi-Race/Ancestry screen to highlight it and click the Delete button. A Delete This Record screen opens asking if you want to delete the record.
Click the Yes button to delete the record.
NOTE: Be sure to edit the remaining record percentages so that the total adds up to 100%.
Ancestry codes can only be maintained by accessing the Ancestry Code List screen using the procedure described in the Adding Multi-Race/Ancestry Information section of this document.
Click the Add button on the Ancestry Code List screen. The Ancestry Code Maintenance screen opens.
Enter an Ancestry Code of up to 3 characters.
Enter a Short Description of up to 15 characters.
Enter a Long Description of up to 25 characters or let the system fill the field with the Short Description value.
Click the OK button. The new code populates the Ancestry fields on the Multi-Race/Ancestry screen.
Click on the ancestry code you wish to edit in the Ancestry Code List table on the Ancestry Code List screen and click the Edit button. The Ancestry Code Maintenance screen opens.
NOTE: You cannot change the Ancestry Code but you can change the Short Description and Long Description.
To change the code you must delete the existing code using the Delete button on the Ancestry Code List screen (see below) and Add a new ancestry code.
Make the desired changes and click the OK button to save the changes and return to the Ancestry Code List screen.
Click on the ancestry code you wish to delete in the Ancestry Code List table on the Ancestry Code List screen and click the Delete button. A Question screen opens asking if you want to delete the code.
Click the Yes button to delete the code.
Running an Ancestry Code Report
Click the Report button on the on the Ancestry Code List screen. A Range Screen opens.
Enter the Low and High values of the ancestry Code(s) that you wish to include in the report, or to get all ancestry types, keep the default values.
Click the Print button. The Output Destination screen opens.
Details on how to use the Output Destination screen can be found in the Print Setup User Guide.
Select the print parameters and click the OK button to print the report.
Version: 01.04.07.0 - 010230