HRMS APPENDIX. Version 5.5

Transcription

1 HRMS APPENDIX Version 5.5 Employee Personnel Record This document walks you through the expansive personnel file of HRMS and includes pictures and descriptions of the fields therein. 5/15/2014 Page 0 of 31

2 Table of Contents Appendix A Employee Screen s... 2 A.1 Personal... 2 A.2 Contacts... 4 A.3 Payroll... 5 A.4 I A.5 Positions... 8 A.6 Benefits... 9 A.7 Dependents A.8 Custom A.9 Journal A.10 Workers Comp A.11 Attendance A Warnings A.12 Availability A.13 Certifications A.14 Notes A.15 Property A.16 Bkgrnd Check A.17 LOA History A.18 Term History A.19 Physicals A.20 Inservices A.21 Rotations A.22 Documents A.23 Forms A.24 Timeclocks A.25 Future Updates A.26 Licenses A.27 Education Page 1 of 31

3 Appendix A Employee Screen s A.1 Personal Position: Center: Payroll #: ID: Days at work (in a week): Previous Name: Type: Date Hired: Date of Birth: Transfer: (button) Terminate: (button) Address: Employees primary position (read only) Center for the employees primary position (read only) Assigned by HR (read only) Smartlinx generated id reference (read only) The number of days the employee is normally scheduled to work per week. Prior names used by the employee Type of employee as defined by HR Options available are (BAS; BAY; FTB; I; PD; PTB; PTN; R; T; V; WOW) Employee s hire date Employee s date of birth Used to transfer an employee from department and/or center to another department and/or center Used to terminate an employee Employee s current address Page 2 of 31

4 City/State/Zip: Phone: Mobile Phone: Authorized to Drive Company Vehicle: (check box) Race: Sex: Marital Status: Veteran Status: Part of employee s address information Employee s current home phone Employee s current mobile phone (if applicable) Checking this box designates this employee as having authorization to operate any company vehicle Options: White; Black or African American; Asian; Hispanic or Latino; American Indian or Alaska Native; Two or more races; Native Hawaiian/Other Pacific Island Options: M for Male; F for Female Options: Single; Married; Divorced; Widowed Options: Vietnam Era Veteran; Disabled Veteran; Special Disabled Veteran; One-Year Recently Separated Veteran; Three-Year Recently Separated Veteran; Armed Forces Service Medal Veteran; Other Protected Veteran Supervisor: Employee s current supervisor (selected from the options provided in the drop down list) Pay Policy: Shift Diff Policy: Defined by HR determines the structured policy/rules by which the employee s time is calculated and processed for payroll Defined by HR determines the structured policy/rules by which any differences in shifts should be handled for payroll Page 3 of 31

5 A.2 Contacts Address: City/State/Zip: Phone: Mobile Phone: Fax: Alt Phone No: 1: 2: Skype Name: Emergency Contact 1 & 2: Call Log: (button) Employee s current address (read only) Part of employee s address information (read only) Employee s current home phone (read only) Employee s current mobile phone (read only) Employee s fax number (if applicable) Employee s alternate phone number (a number where the employee can be reached if not at home and the employee does not have a mobile number) Employee s primary address Employee s alternate address Skype username (if applicable) The Emergency contact sections allow for contact information to be stored as part of the employee record in the event of any emergency. Each section has fields for Name, Address, City, State, Zip and Phone. Displays a window showing all SMS and Phone activity generated from the Schedule Optimizer application to the employee. Page 4 of 31

6 A.3 Payroll Payroll Number: Annual Salary: SSN: Pay Type: Pay Class: Pay Rate: Rate History: (button) Badge Id: Standard Hours: Pin number: Assigned by HR Employee s annual salary (read only) Employee s social security number Options: Hourly; Salaried Optional field Employee s current pay rate per hour Displays a complete history of the employee s pay rate Employee s badge id number (if applicable) may also contain the payroll number Refers to the standard weekly hours the employee is scheduled to work Assigned as part of the employee s identification at the time clocks. Exempt: Options: Weekly Hours spread evenly across weekdays; Scheduled time; Scheduled with generated punches (all rules apply) Page 5 of 31

7 Cost center code: The applicable cost center for employee s payroll expense Split: (button) Evaluation Date: Benefit Hours: Last Increase: Pay Cycles: (button) Accruals: (buttons) Allows for dividing up the payroll expense between cost centers Date of employee s last evaluation Daily benefit hours the employee receives as part of their normal work day and/or rules that are assigned for holidays and other paid time off. Date of employee s last salary increase Displays a screen with the pay cycles for a given year (current year is the default) and shows the start and end dates as well as whether the employee s time has been approved and/or locked for that pay cycle) Displays a screen where vacation and/or personal time accruals are managed Page 6 of 31

8 A.4 I9 List A: (section) List B: (section) List C: (section) Remarks This section holds the information for the document that establishes both identity and employment eligibility along with the expiration date for that document. This section holds the information for the document that establishes identity along with the expiration date for that document. This section holds the information for the document that establishes employment eligibility along with the expiration date for that document. Area for additional notations or comments Page 7 of 31

9 A.5 Positions Primary Position: Pay Policy: Center: Shift Diff Policy: Department: Union: Unit: Shifts: Position History: (button) Secondary Positions: Add: (button) Employees primary position (read only) Defined by HR determines the structured policy/rules by which the employee s time is calculated and processed for payroll (read only) Center for the employees primary position (read only) Defined by HR determines the structured policy/rules by which any differences in shifts should be handled for payroll (read only) Employee s primary position department (read only) Employee s union affiliation (if applicable) Employee s primary position unit based on center Employee s shift designation (if applicable) Displays an employee s prior position history showing the Date Archived, End Date for that position, Job, Pay Policy, Shift Differential Policy and Cost Center Lists any secondary positions that the employee is currently assigned to Displays a screen where you can enter the Center, Department, Position, Pay Policy, Shift Differential Policy, and Hourly Pay Rate for any additional positions that are to be assigned to the employee Page 8 of 31

10 A.6 Benefits Benefits: (Enrollment Tab) Enroll Employee: (button) Enroll in Cobra: (button) Drop Coverage: (button) Effective Date: Benefits: (Enrollment History Tab) Benefit Attachments: Add: (button) Remove: (button) This tab in the Benefits section displays the current benefits that the employee is entitled to Displays a screen where you assign a benefit to an employee by selecting the Benefit Group and Benefit item Displays a screen where you enroll the employee in COBRA coverage and/or additional dependents along with the qualifying event for which benefits will extended Allows a benefit to be removed from the employee s benefit list The effective start date for the employee s benefits This tab in the Benefits section displays the history of benefit items that the employee has been enrolled in This section features the ability to store relevant benefit documents as part of the employee record Displays a screen that where you can select a document to upload and store as part of the employee record Removes and deletes a stored document from the list of benefit documents Page 9 of 31

11 A.7 Dependents Add Dependent: (button) Remove Dependent: (button) Add Benefit: (button) Used to save the dependent information that is entered directly into the grid listing the employee s dependents Removes a dependent from the employee s dependent list As with the previous Benefits section this function allows you to apply a benefit to one of the employee s dependents Remove Benefit: (button) Removes a benefit from the selected employee dependent Page 10 of 31

12 A.8 Custom Special Consideration (Miscellaneous): Special Consideration II (Miscellaneous): Custom fields Custom fields Page 11 of 31

13 A.9 Journal Journal Entries: Allows searching for modifications made to the employee record in the Smartlinx system Search Drop Down List: Options: Subject; Entry; Date (these options correlate to the columns on the grid) Page 12 of 31

14 A.10 Workers Comp Employee Injuries: Add Occurrence: (button) Records employee injuries that have occurred on the job Used to record a workers compensation incident in the employee record. The screen displays the following fields: Employee (read only) Position (read only) Department (read only) Center (read only) Date Occurrence Type Illness Type Code Body Part Code Medical Cost Indemnity Cost Attachments (allows for uploading relevant documents) Date Closed Accident Injury Notes Page 13 of 31

15 A.11 Attendance Attendance Tab: Provides an at-a-glance view of the employee s attendance for the selected year (current year is the default). Details: (button) Displays a screen with a grid view showing the details per day for the employee. The list is exportable to MS Excel. Page 14 of 31

16 A Warnings Warnings Tab: Issue Warning: (button) Displays any warnings that have been issued to the employee. Displays a screen where warnings can be recorded. Warning Subject, Date, Date of Violation, Time of Violation, Nature of Violation (selected by check box options) and Remarks are the data elements collected to record the warning. Page 15 of 31

17 A.12 Availability Yearly View: (button) Displays the employee s availability for the year selected (current year is the default). List View: (button) Setup Availability: (button) Displays a list of dates that have been entered as availability for the employee. Displays a screen to enter an employee s availability. The days of the week, a period of time (From and To), Department, Shift, and Job Title are the data elements used to record the employee s availability. Copy: (button) Displays a screen that allows duplication of an employee s availability from an existing time period to a future time period. Clear All: (button) Clears all the time entries. Page 16 of 31

18 A.13 Certifications Add: (button) Remove: (button) Displays a screen to enter certifications that have been achieved by the employee. Removes certifications from the employee record. Page 17 of 31

19 A.14 Notes HR Notes: Search Drop Down List: Add: (button) Remove: (button) Used to record non-specific notations relating to the employee. Options: Subject; ; Date Allows for searching within the options which correlate to the columns on the grid. Displays a screen where you enter a subject and description of the note you want to record. Removes the selected note from the employee record. Page 18 of 31

20 A.15 Property Property in employee possession: Lists any company property that has been entered into the Company Property Inventory Tracking system and has been issued to the employee. Page 19 of 31

21 A.16 Bkgrnd Check Background Check Information: Add: (button) Lists background check findings for the employee Displays a screen where you enter a subject and description of the background note you want to record. Remove: (button) Removes the selected background note from the employee record. Page 20 of 31

22 A.17 LOA History LOA History: Add: (button) Remove: (button) Lists any leave of absences that the employee has taken. Displays a screen where you enter the Request Type, Reason, Request Date, Estimated Start Date, and Estimated End Date for the LOA. The record can later be modified to reflect the Actual Start and End Dates in addition to any relevant notes that may apply. Removes the selected LOA item from the employee record. Page 21 of 31

23 A.18 Term History Term (termination) History: Do Not rehire: (check box) Lists the termination details for the employee. These terminations are recorded from the Personal section and are displayed here. Marks the employee as not eligible for rehire. Page 22 of 31

24 A.19 Physicals Employee Physicals Information: Name: Status Lists the physicals and/or immunizations that are required or voluntary for the employee. Describes the medical activity name This column accepts editing of the status or date within the grid. For date elements a calendar selection is provided and an editable text box for other items. Page 23 of 31

25 A.20 Inservices Course : Course Date: Lists the Inservice courses that are available for the employee to take. Enter the date that the employee took the selected Inservice course. Notes: Any relevant notes about the Inservice course completed can be added here. Save: (button) Delete Selected Entry: (button) Saves the data (Inservice Course, Date and Notes) to the employee record and displays it on list. Clears the date and any notes for the selected course. Page 24 of 31

26 A.21 Rotations Schedule Start Date: Schedule Weeks: Current Week Rotation: Current Cycle Begin: Next Cycle Begin: Second Shift: (check box) Change Settings: (button) Edit: (button) Employee s department schedule start date Number of weeks in the schedule cycle Reflects the current rotation week for the schedule cycle Reflects the start date for the current cycle When the next cycle is scheduled to begin If checked any second shifts that the employee is assigned to will be displayed. Displays a screen where the rotation parameters can be changed to generate a new set rotation set. Allows for the rotation schedule to be edited and saved if desired. Page 25 of 31

27 A.22 Documents Documents: Add: (button) Remove: (button) Lists documents that have been uploaded as part of the employee record. Displays a screen where you select the Document Category (Benefits, COBRA, Unemployment, MVRs, or Other), Document Name and Browse to the document s location for uploading to the system. Removes and Deletes the document from the list. Page 26 of 31

28 A.23 Forms Employee Forms: Displays all of the forms that have been uploaded to the system for distribution to employees. Page 27 of 31

29 A.24 Timeclocks PIN: Timeclock Information: Assign: (button) Assigned as part of the employee s identification at the time clocks. Displays the time clocks that an employee has been assigned to. Assigns an employee to the selected time clock Page 28 of 31

30 A.25 Future Updates Employee Future Dated Changes: Lists future events that have been recorded in the HR system that will affect the employee s status (i.e. Rate changes, Employee Type, etc ) Page 29 of 31

31 A.26 Licenses License: Expiration Date: Budgeted Position: Records license number as reference to specific licenses the employee is required to maintain as part of employment agreement. Records the expiration of the license. Relates the license to the specific position the employee is required to maintain current licensing status. Page 30 of 31

32 A.27 Education Degree: Options: Associates; Bachelors; HS Diploma/GED; Masters; MD; PhD School/college: Graduation year: Records the institution where the degree was earned. Records the year of graduation for the degree. Page 31 of 31