Version 4.75 or Later Copyright 2014 Interactive Financial Solutions, Inc. All Rights Reserved.

Transcription

1

2 Version 4.75 or Later Copyright 2014 Interactive Financial Solutions, Inc. All Rights Reserved. ProviderPro Human Resources Guide. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The contents of this manual are furnished for informational use only, are subject to change without notice, and are provided without any express, statutory, or implied warranties. Interactive Financial Solutions, Inc. assumes no responsibility for any errors or inaccuracies that may appear in this manual. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are for demonstration purposes only and are not intended to refer to any actual organization. ProviderPro, the Solana logo, MRDD Solutions and the MRDD Solutions logo are registered trademarks of Interactive Financial Solutions, Inc. The Integrated Software Series is a copyright of Interactive Financial Solutions, Inc. Other product and company names mentioned herein may be the trademarks of their respective owners.

3 Using This Guide This introduction describes how to properly and efficiently use this guide including: The objectives of this guide The intended audience of this guide Conventions used in this guide Related publications Where to report errors in documentation Who to contact for support Objectives Use this guide to learn how to: Setup Human Resources Enter Applicants Create Employees from Applicants Track Human Resources related information about Employees Record Employee Injuries Run Human Resources Reports Intended Audience This guide assumes: Familiarity with personal computers and Microsoft Windows Conventions We use these conventions in this guide: In this guide, we show: Like this: Variable text that you type database_name Literal text that you type iss2000.exe Data-entry forms, data property names, commands and menus Login form Keys that you press on the keyboard F2 Information that is useful to note Note: Note

4 Sample Data-Entry Forms This guide contains sample data-entry forms that help you verify that you have reached the correct step. Not all data-entry forms are identical to what you see on your display. The degree of variance between a sample data-entry form and your display depends on your security permissions, the version of ProviderPro you are running, and any customizations your agency may have made. Tips For help using ProviderPro, press F1 to view online help or move your mouse over a label and a pop-up message appears giving you additional information. Throughout ProviderPro, you'll notice that the labels of certain items are highlighted according to your settings in User Preferences. This indicates that a value is required or that the entered value is invalid and must be corrected in order to save the information, search for records, or proceed in a wizard. Many menu and toolbar commands have an underlined letter that indicates the keyboard shortcut for that function. Press ALT to view the underlines. On a menu, press the letter to activate the feature. In a data-entry form, press ALT along with the underlined letter to activate the feature. Related Publications For more information on: Security, Auditing, Custom Required Values, Auto- Incrementing Values, Database Default Values, Hiding Data Objects and Data Properties ProviderPro Updates Creating Reports Adding, Multiple Adding, Adding Recurring, Searching for, Editing and Deleting Records, Repeating Values, User Defaults, Filters and Grids, Memorizing and Recalling, Importing and Exporting, Scheduled Changes and Mass Maintenance Training & Employee Requirements Employee Payroll Refer to: System Administration Guide* Network Administration Guide* Report Wizard Guide* ProviderPro Basics Guide* Employee Requirements Guide* Payroll Guide*

5 *Registered support users can download an Acrobat (PDF) file of this publication from the Solana Support Website ( or when logged in to ProviderPro, press F1 to access it via online help. Support You receive unlimited technical support through the terms of your yearly Maintenance and Support Agreement. You can issue a new support request by any one of the methods listed below. When responding to a message from our support staff, do not change the subject line of the message. By Web 1. Go to the following Web address: 2. Log in to the support website. 3. Click the Support Request link on the left. 4. Fill out the electronic request form completely. Make sure you provide as many details as possible about your request. 5. When you are finished, click Submit. By 1. Enter detailed information about the request into the body of the message. 2. Attach any supporting materials to the message, such as screen shots or reports. 3. Send the message to support@solanapro.com. By Telephone Call one of the following numbers: (419) , Option 7 (Primary) (206) (Backup) You will hear an automated greeting. Follow the automated instructions to submit your voice mail support request. Make sure you provide as many details as possible in the message. ProviderPro Error Messages From time-to-time, you may receive a run-time error as you are working in ProviderPro. You should not see these error messages and Solana is working to eliminate them. However, if you

6 do receive a run-time error, ProviderPro has a built-in method for sending a support request containing the error message to Solana. 1. Enter your Name and Address (this will default to the information entered in your user account). 2. Include the detailed steps of what you were doing when you got the error and click Send. Please remember to include the description of what you were doing as Solana cannot recreate the error (and correct it) without this information. A support request will automatically be submitted to Solana for you. 3. Click Continue to save any changes (this may or may not be possible depending on the error that occurred) or click Exit to exit ProviderPro immediately. Solana recommends that you always exit and restart ProviderPro after receiving an error like this to ensure that ProviderPro is stable. Note: The settings found under Database Preferences must be set up correctly in order to send the support request to Solana.

7 Contents Using This Guide 3 Objectives 3 Intended Audience 3 Conventions 3 Sample Data-Entry Forms 4 Tips 4 Related Publications 4 Support 5 By Web 5 By 5 By Telephone 5 ProviderPro Error Messages 5 Contents 7 Chapter 1: Introduction 13 What s Standard? 13 What s New? What s Changed? 13 Where Did It Go? 16 Human Resources Menus 18 Human Resources Navigation Pane 22 Chapter 2: Applicants 25 Entering Applicants 26 Background Info 28 Contact Information 30 Applications And Interviews 31

8 Applicant Education 34 Applicant Documents 36 Notes 38 Creating An Employee Record 38 Applicant Reports 40 Employees 43 Entering Employees 46 General Information 49 Summary 52 Employee Contact Information 54 Payroll Information 55 Employee Job Titles 58 Employee Benefits 60 Employee PTO Groups 69 Dates 71 Demographics 73 Dependents 75 Personal Contacts 79 Licensing 84 Properties 86 Training 88 Employee Education 90 Evaluations 93 Employee Disciplinary Incidents 95 Termination and Rehire Information 97 COBRA Information 98

9 I-9 Information 101 Employee Documents 102 Employee Notes 104 Usual Weekly Scheduled Hours 106 Employee Leave 108 Employee Injuries 110 Employee Reports 111 EEO1 Reports 116 Years Of Service Report 117 Chapter 4: Employee Injuries 121 Entering Employee Injuries 122 Main Information 125 OSHA Information 127 Treatment Information 129 Workers Compensation Information 130 Prevention Notes 131 Injury Notes 132 Injury Documents 134 Employee Injury Reports 135 Chapter 5: Employee Leave Tracking 139 Entering Employee Leave 141 Main Tab Information 143 FMLA Eligibility Information 145 Notice Of Eligibility And Rights & Responsibilities 148 FMLA Approval Information 149 FMLA Designation Notice 151

10 FMLA Leave Taken 151 Leave Documents 153 Leave Notes 155 Checking FMLA Eligibility/PTO Balances 156 Employee Leave Tracking Reports 158 Chapter 6: Human Resources Setup 161 Applied For Positions 162 Application Statuses 162 Benefit Types 163 Body Parts 164 Counties 165 Directors 166 Disciplinary Levels 166 Disciplinary Reasons 167 Document Types 168 Education Levels 169 EEOC Codes 169 Evaluation Ratings 170 Evaluators 171 FMLA Poster Locations 172 Non-FMLA Leave Types 173 Grade Levels 173 Groups 174 Hospitals And Clinics 175 I-9 Document Types 177 Injury And Illness Types 178

11 Employee Managers 178 Note Types 179 Notification Types 180 Physicians 181 Property Types 182 Races 183 Recruitment Sources 184 Regions 185 Relationships 186 Review Types 186 Termination Reasons 187 Training Courses 188 Index 191

12

13 Chapter 1: Introduction Employees are the most valuable asset of any organization. Human Resources gives you the tools you need to hire, maintain and retain those who care for your clients. It allows you to record, track, and report on the organization and employee work environment. One single form is the entrance to an abundance of information concerning personnel, contacts, job titles, training, COBRA, MR/DD-specific test/procedure dates, and more! Human Resources works as a stand-alone module or in conjunction with Payroll and Employee Requirements. Payroll eliminates redundant data entry between your payroll and Human Resource departments, while Employee Requirements slashes the time it takes to track the requirements of employment and eliminates the need to manually track your employee s training. What s Standard? Human Resources has standard or core lists, transactions, data properties, forms and report layouts. These standard features of Human Resources cannot be modified or deleted. However, organizations can create or have Solana create custom lists, transactions, data properties, forms and report layouts that more closely match your organization s specific needs. This user guide documents the standard features of Human Resources. Therefore, the location of data properties on the forms and the lists, transactions, data properties and report layouts that appear in this user guide may differ from your actual Human Resources implementation according to your agency s customizations. What s New? What s Changed? The following features are new in Human Resources: You can now run the EEO1 report for inactive employees as well as active employees (or both). Applicants now contain these new data properties: Nick Name, Job Title Hired For, Background Check Date, Veteran Status and Country. If an employee is created from the applicant this information will be copied to it. The Application Date, Recruitment Source, and Interview Date data properties moved to the application record of the applicant. The Applicant form now includes the Applications grid, which allows you to track information about multiple applications for one applicant, such as Application Date, Position Applied For, Recruitment Source and Referred By Employee. In addition, you

14 Chapter 1: Introduction What s New? What s Changed? can track the interviews for each application from the Interviews grid. Information about interviews includes the Date Of The Interview, Next Interview Date, Primary Interviewer, whether the applicant attended the interview or not along with a reason, if he or she did not attend, and any other related notes. The Applicant form now includes the Education grid. This allows you to track educational information about the applicant and includes the same information as employee education. If an employee is created from the applicant this information will be copied to it. The Applicant form now includes the Document grid and includes the same information as the employee document. This allows you to upload related documents, such as resumes and references to the applicant record. If an employee is created from the applicant this information will be copied to it. When you create an employee from an applicant you will select, Create Employee from this Applicant found under the Processes toolbar menu. The Employee form will open in a pop-up window and will contain all the information of the applicant. You can then complete any other information about this employee (including entering values for additional required data properties) before saving the employee s record. The employee now includes these new data properties: Nick Name, Maiden Name, Country, Part-Time Date, Date Of Death, I-9 Document ID Number 1, I-9 Document ID Number 2, Usual Scheduled Weekly Hours and Exclude from Employee Requirements. In addition, these calculated properties were added: Years Employed, Age Decimal, Age String, Last Hire Date, Last Termination Date, Last Rehire Date and Primary Job Title. Employee personal contacts now include the Nick Name, Suffix, Emergency Contact and Country data properties. The Personal Contact Type, Contact Regarding and Primary data properties are no longer used and were removed from the form. In addition, the Personal Contact form also has a new reference list child called Notifications that allows you to select multiple reasons why you would need to contact this personal contact. Employee dependents now include the Included In Health Plan, Nick Name, Suffix, and Country data properties as well as the Deceased Date, Age Decimal and Age String calculated data properties. Employee evaluations now include the Salary Change Effective Date data property. Employee properties now include the Returned Date data property. Employee/applicant education now includes the Begin and End Dates Of Attendance data properties. Employee/applicant documents now include the Document Type data property. Employee Positions and Terminations were removed from the Employee form as

15 Chapter 1: Introduction What s New? What s Changed? they are no longer used. A new way to track terminations and positions will be coming soon. Reverse-reference grids to employee injuries and employee leave were added to the Employee form to give you alternate options of viewing employe injury records and employee leave records for an employee. The Employee form now contains a Summary tab that contains a read-only overview of the most common information associated with the employee. Employee Injuries now has a data property for Restricted Duty Notes as well as two new one-to-many s: Injury Notes and Injury Documents. OSHA 300 log records are now part of the Employee Injuries transactions. There are no longer two separate places to enter injuries. Your Solana implementation specialist will be contacting you regarding data conversion needed to migrate your legacy OSHA 300 log records to employee injury records. The OSHA 300 Log reports will be run through the Report Wizard for employee injury transactions. Employee Leave (both FMLA and non-fmla) can now be tracked through Human Resources. The following new setup lists were added: Notification Reasons, Positions Applied For and Document Types. The Termination Checklist Items, Positions and Shifts setup lists are no longer used and were removed from the menu. The Setup submenu was alphabetized and reorganized into logical groupings. You will no longer set up applicant code, employee code and employee injury case number to auto-increment through the Payroll Module Options form. Instead, your system administrator will set these up through System Configuration. Refer to the System Administration Guide for details. You will no longer set up the required fields and default employee through the Payroll Options form. Instead your system administrator will set up required data properties and default values through System Configuration. Refer to the System Administration Guide for details. The Integrated Software Series Mass Maintenance, Mass Training and Scheduled Changes utilities are no longer used. The mass maintenance and scheduled changes features are now built into any list or transaction of any module. For details on using these core features, refer to The Basics Guide. There are no longer separate employee reports that include or exclude pay rates. Security permissions carry through to reports. If an employee that does not have permissions to view pay rates runs a report that contains pay rates, the pay rates will not appear on the report. For details on running reports, refer to The Report Wizard Guide

16 Chapter 1: Introduction Where Did It Go? Where Did It Go? The standard Employee form has been reorganized in ProviderPro to more logically group similar data properties together. The table below shows what tab of the Employee form a data property appeared in the Integrated Software Series and where you can find it in ProviderPro (if it is different). This table only applies to the standard form built in to the ProviderPro. If your organization has customized the Employee form in Integrated Software Series or ProviderPro this table may or may not apply. Integrated Software Series Tab ProviderPro Tab Phone Main (View Only) Summary (View Only) and Contact Info Main (View Only) Summary (View Only) and Contact Info Hire Date Main (View Only) Summary (View Only) and Dates Rehire Date 1 Main (View Only) Summary (View Only) and Dates Termination Date Main (View Only) Summary (View Only) and Terminations Address 1 Contact Main Address 2 Contact Main City Contact Main State Contact Main Zip Code Contact Main Taxes 2 Taxes 2 Taxes (Employee Special Taxes) Birth Date Dates Main and Demographics Last Check Date Dates Remittance Emergency Contact Name Other 1 Personal Contacts Emergency Contact Relationship Other 1 Personal Contacts Emergency Contact Home Phone Other 1 Personal Contacts Emergency Contact Work Phone Other 1 Personal Contacts Professional License Number Other 1 Licensing Professional License Due Date Other 1 Licensing County Other 1 Demographics Region Other 1 Demographics Recruitment Source Other 1 Demographics Referred By Other 1 Demographics Driver s License Eligible Other 1 Licensing

17 Chapter 1: Introduction Where Did It Go? Integrated Software Series Tab ProviderPro Tab Driver s License Number Other 1 Licensing Driver s License State Other 1 Licensing Driver s License Expires Other 1 Licensing Proof Of Insurance Other 1 Licensing Auto Insurance Expires Other 1 Licensing Driver Eligibility Check Other 1 Licensing Marital Status Other 1 Demographics Sex Other 1 Main and Demographics Veteran Status Other 2 Demographics Disabled Other 2 Demographics Race Other 2 Demographics Benefit Type Other 2 Deductions Full-Time Equivalent Hours Other 2 Main Industrial Commission Handicap Other 2 Demographics IC Handicap Type Other 2 Demographics Primary Job Title Other 2 (View Only) Summary (View Only) or Job Titles EEOC Code Other 2 (View Only) Summary (View Only) or Job Titles Highly Compensated Other 2 (View Only) Summary (View Only) or Remittance Exempt Other 2 (View Only) Summary (View Only) or Remittance Show Accruals On Stub Other 2 Remittance HRA No Carry Over Other 2 Remittance EIN Other 2 Main Provider ID 1 Other 2 Main Provider ID 2 Other 2 Main I9 Document 1 Other 2 I-9 Info I9 Document 1 Effective Other 2 I-9 Info I9 Document 1 Expires Other 2 I-9 Info I9 Document 2 Other 2 I-9 Info I9 Document 2 Effective Other 2 I-9 Info I9 Document 2 Expires Other 2 I-9 Info

18 Chapter 1: Introduction Human Resources Menus Human Resources Menus You can access the forms and functions of Human Resources from the Human Resources menu found under the Employee Management menu. Main Menu: Applicant Setup Menu:

19 Chapter 1: Introduction Human Resources Menus Demographics Setup Menu: Disciplinary Setup Menu:

20 Chapter 1: Introduction Human Resources Menus Education and Training Setup Menu: Employee Injuries Setup Menu:

21 Chapter 1: Introduction Human Resources Menus Employment Info Setup Menu: Evaluations Setup Menu:

22 Chapter 1: Introduction Human Resources Navigation Pane Leave Menu: Personal Contacts Setup Menu: Human Resources Navigation Pane You can quickly access the most common features of Human Resources through the Navigation Pane

23 Chapter 1: Introduction Human Resources Navigation Pane Simply click the Human Resources navigation group and then click on the form you want to open

24

25 Chapter 2: Applicants You will manage applicants to your agency through the Applicants form accessible from the Human Resources Navigation Pane or from the Human Resources Module Menu. Each tab in the Applicant form groups related information together for ease of entry. There are six form tabs in the standard Applicant form. The standard form is the default form that comes with the Integrated Software Series and is what is documented in this guide. The tabs and data properties you see on the Applicant form will be dependent on any customizations your agency has made to the applicant form and your security permissions. If your agency has customized (or had Solana customize) the Applicant form for your agency s particular needs, your system administrator will need to make it the default form for your database (see the System Administration Guide for details on making a custom form the default form). If you hire an applicant, you can automatically create an employee record based on the information entered in the applicant record

26 Chapter 2: Applicants Entering Applicants Entering Applicants CONTEXT: There are only four data properties that require valid values (by the Integrated Software Series) to be entered to save a new applicant record: Code, First Name, Last Name and Application Status. However, your agency may have set up additional required data properties. All other data properties can be used in accordance with the specific needs of your organization. To enter a new or modify an existing applicant record: TASK: 1. Open the applicant data-entry form by doing one of the following: Choose Employee Management > Human Resources > Applicants. Click the Human Resources module group on the navigation pane and

27 Chapter 2: Applicants Entering Applicants then click Applicants. STEP RESULTS: A blank Applicants form will open in a new window tab

28 Chapter 2: Applicants Background Info 2. Click Add on the toolbar to create a new applicant record or enter an existing code or name in the Toolbar Lookup( modify the selected record. ) and press Enter to view or 3. Complete the information as appropriate to the applicant. Make sure you at least enter values for the required data properties. For details on the other data properties, refer to the section of this guide related to the tab you are on. 4. When finished, click Save on the toolbar to save the applicant record. Background Info PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view their codes and descriptions: Counties Countries (Tools > Setup) Job Titles (Payroll) Races

29 Chapter 2: Applicants Background Info CONTEXT: Enter background or general information about an applicant on the Main tab of the Applicant form. This information will be copied to the employee record, if you create an employee record from the applicant record. To enter background information about an applicant: TASK: 1. Click the Main tab of the Applicant form. 2. Complete the information on the Main tab as appropriate to this applicant. Code First Name Middle Name Last Name Suffix Active A unique code or short description for the applicant (up to 12 alpha or numeric characters). If your system administrator has configured this code to automatically increment, the code will be auto-filled when you save the record. For details on setting a data property to auto-increment, refer to the System Administration Guide. The applicant s first name (up to 20 characters). The applicant s middle name or middle initial (up to 20 characters). The applicant s last name (up to 20 characters). Any suffix the applicant has such as Jr., III, M.D. etc. (up to 10 characters). This applicant will appear as a choice in lookups and lists

30 Chapter 2: Applicants Contact Information Nick Name Social Security Number Address 1 and Address 2 City State Postal Code Country Sex Race Disabled The applicant s nick name or preferred name (up to 20 characters). The applicant s nine-digit Social Security number. The applicant s home street address (up to 40 characters each line). The applicant s home city (up to 20 characters). The applicant s home state. The applicant's home zip code (up to 10 characters). The code of the applicant s home country. The applicant s gender: Female, Male or Unknown The code of the applicant s race or ethnicity. The applicant s disability status: Unknown, Yes or No. Veteran Status The applicant s veteran status: Unknown, No, Yes - Special Disabled, Yes - Vietnam Era or Yes - Other Eligible. County Current Employee Hire Date Job Title Hired For The code of the county where the applicant lives. This applicant is already an employee. This check box will automatically be marked if you create an employee record from this applicant record. The applicant s hire date. This date is automatically filled in when the employee record is created from the applicant record (if it is entered before saving the employee record). The code of the job title the applicant was hired for. 3. Click Save to save the background information to the applicant record. Contact Information PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view the codes and descriptions of them: CONTEXT: Descriptions (Tools > Setup) Phone Descriptions (Tools > Setup) Enter contact information for the applicant on the Contact Info tab of the Applicant form. TASK: 1. Click the Contact Info tab

31 Chapter 2: Applicants Applications And Interviews 2. Complete the following information as appropriate to this applicant: Phone Numbers Addresses Up to three phone numbers (up to 25 characters each) and the code of the associated description, such as Home, Work, Fax, etc. Up to three addresses (up to 60 characters each) and the code of the associated description, such as Home, Work, etc. 3. Click Save. STEP RESULTS: The contact information entered was saved for this applicant record. Applications And Interviews PREREQUISITES: Before you begin, you may want to verify the following lists are complete and that users have security permissions to read/view their codes and descriptions/sort names: Application Statuses Employees No Attendance Reasons (Employee Requirements) Applied For Positions Recruitment Sources

32 Chapter 2: Applicants Applications And Interviews CONTEXT: You can track the various positions that an applicant has applied for through the Applications tab of the Applicant form. Within each application record, you also have the ability to track any interview associated with that application. The application date requires a value in order to save an application record as does the interview date of the interview record. TASK: 1. Click the Applications tab. 2. Complete the following information as appropriate: Status Background Check The code of the status of the applicant s application(s), such as Open, Pending, Hired, etc. The date a background check was completed for this applicant. This information will be copied to the employee record if you create an employee record from this applicant record. 3. From the toolbar of the Applications grid, click Add or highlight an existing record in the grid and click Open to view or modify it

33 STEP RESULTS: The Application form will open in a pop-up window. Chapter 2: Applicants Applications And Interviews 4. Complete the following information as appropriate: Application Date Position Applied For Recruitment Source Referred By Active The date that the applicant applied for this position. The code of the position that this applicant is applying for. The code of the recruitment source that this applicant used to find out about the open position. The code of any employee that referred this applicant. This is an active application for this applicant. 5. From the toolbar of the Interviews grid, click Add or highlight an existing record in the grid and click Open to view or modify it

34 Chapter 2: Applicants Applicant Education STEP RESULTS: The Interview form will open in a pop-up window. 6. Complete the following information as appropriate: Date Primary Interviewer Did Not Attend No Attendance Reason Next Interview Notes The date of the interview for this application. The code of the primary or main employee that is interviewing the candidate. The applicant did not attend the interview. If Did Not Attend was selected above, the code of the reason why the applicant was unable to attend the interview. The date of the next scheduled interview. Any additional notes or comments related to this interview. 7. Click Accept to close the Interview form and accept the values. 8. Click Accept to close the Applicant form and accept the values. 9. Click Save. STEP RESULTS: The application and any related interview record(s) were saved to the database along with the applicant record. Applicant Education PREREQUISITES: Before you begin, you may want to verify the following list is complete and that users have security permissions to read/view its code and description: Education Levels

35 Chapter 2: Applicants Applicant Education CONTEXT: Track information about an applicant s education on the Education tab of the Applicant form. This information will be copied to the employee record, if you create an employee record from the applicant record. TASK: 1. Click the Education tab. 2. Click Add or highlight an existing Education record in the grid and click Open to view or modify it. STEP RESULTS: The Education Entry form opens in a pop-up window

36 Chapter 2: Applicants Applicant Documents 3. Complete the following information as appropriate: Education Level School Attended Begin Date End Date The code of the level of education attained (for example, associate s, bachelor s). The name of the school, college or university the applicant attended (up to 40 characters). The date the applicant started attending this school. The date the applicant finished attending this school. Course Of Study The type of courses the applicant is taking (up to 40 characters). Degree GPA Expected Graduation Date Graduated Graduation Date Verification Check Date The actual degree that the applicant earned or is working towards (up to 40 characters). The applicant s grade point average. The date the applicant expects to graduate. This applicant has graduated. If Graduated is selected above, the applicant s date of graduation. The date the applicant s attendance dates, GPA, graduation date, etc. was verified. 4. When finished, click Accept to close the pop-up window and accept the values. 5. Click Save. STEP RESULTS: The education record was saved to the database along with the applicant record. Applicant Documents PREREQUISITES: Before you begin, you may want to verify the following list is complete and that users have security permissions to read/view code and description: CONTEXT: Document Types You can upload any electronic documents associated with an applicant (such as, a resume), from the Documents tab of the Applicant form. You can view, print or save the document at any time. This information will be copied to the employee record, if you create an employee record from the applicant record

37 Chapter 2: Applicants Applicant Documents TASK: 1. Click the Documents tab. 2. Click Add or highlight an existing Documents record in the grid and click Open to view or modify it. STEP RESULTS: The Document form will open in a pop-up window. 3. Complete the following information as appropriate: Description Type Date File Active A description of the document s contents (up to 40 characters) The code of the document s type. The date the file was created or added to the record. The file that you want to associate with the record and store in the database. Click the binoculars icon to browse for the document file on your computer. Once you save the applicant record, you can delete the document from your computer as a copy is now stored in the database. This is an active or current document for the applicant. 4. When finished, click Accept to close the pop-up window and accept the values

38 Chapter 2: Applicants Notes Notes 5. Click Save. STEP RESULTS: The document was saved to the database along with the applicant. CONTEXT: Enter any additional notes or comments about the applicant on the Notes tab of the Applicant form. To enter notes about an applicant: TASK: 1. Click the Notes tab of the Applicant form. 2. Enter any additional notes or comments about the applicant. 3. Click Save. STEP RESULTS: The notes were saved to the applicant record. Creating An Employee Record CONTEXT: If your agency has decided to hire an applicant, you can automatically copy the information from the applicant record to create an employee record. The employee record will then open

39 Chapter 2: Applicants Creating An Employee Record in a pop-up window so that you can continue entering information about the employee and complete any other required data properties. Note: In order to create an employee record from an applicant record, users need at a minimum security permissions to change the applicant record and security permissions to add a new employee. TASK: 1. Find and open the applicant record that you want to create the employee record for. 2. Select Create Employee from this Applicant from the Processes toolbar menu. STEP RESULTS: The Employee form will open in a pop-up window. The applicable information from the Applicant record will be auto-filled in the Employee form. 3. Complete any other data properties for the employee as needed or required and click Save & Close. STEP RESULTS: The Employee form closed and the employee record was saved to the database. The Hire Date was automatically filled in (if it was completed in the employee record) and the Current Employee check box was selected in the Applicant

40 Chapter 2: Applicants Applicant Reports record. 4. Enter the code of the Job Title Hired For and click Save. Applicant Reports The Human Resources Module has several built-in or standard reports and report layouts for applicants. These reports and layouts are described in the table below

41 Chapter 2: Applicants Applicant Reports For information on running reports or creating your own applicant reports, refer to The Report Wizard Guide available by logging in to our support website ( Report HR Applicant Addresses HR Applicants And Applications HR Applicants Detailed HR Applicants and Documents HR Applicants and Education Contains This Information Applicant code, full name, address 1, address 2, city, state and zip code. Applicant code, sort name, current employee, hire date, job title hired for, status, application date, position applied for, recruitment source and referred by Applicant code, sort name, address, phone, , current employee, sex, Social Security number, hire date, job title hired for, status, county, race, disabled, background check date, applications (application date, position applied for, recruitment source, referred by) education (level, degree, course of study, begin and end dates, graduated, school) and documents (date, description, file name, active) Applicant code and sort name, current employee, hire date, job title hired for, status and document date, description, file name and active. Applicant code and sort name, current employee, hire date, job title hired for, status and education level, degree, course of study, begin

42 Chapter 2: Applicants Applicant Reports Report HR Applicant Applications and Interviews HR Applicant Applications By Applicant HR Applicant Documents By Applicant HR Applicant Eduction By Applicant Contains This Information and end date, graduated and school. Applicant code and sort name, application date, position applied for, recruitment source, referred by, interview date, primary interviewer, did not attend, reason, next interview date Applicant code and sort name, application date, position applied for, recruitment source, referred by, next interview date Applicant code and sort name, document date, description, file name and active Applicant code and sort name, education level, course of study, degree, begin date, end date, graduated and graduation date

43 Employees Employees are used by all of the Employee Management modules: Day Services, Employee Requirements, Human Resources and Payroll. In addition, employees are also used by these Client Management modules: Incident Tracking and Billing. You will manage employees through the Employee form. Open the Employee form from the Navigation Pane of any Employee Management Module. or from the Employee Management Menu. You can also open an employee from any Employee lookup as you are entering data by entering the employee s code and then clicking the Open icon or pressing F

44 Employees For System Configuration purposes, the Employee data object is found under the Payroll Module. This is where you will go to set up security, auditing or other system configuration tasks related to employees (such as required data properties, auto-incrementing the employee code and setting/forcing database default values). Refer to the System Administration Guide for details on the various system configuration tasks. For System Configuration purposes, the Employee data object is found under the Payroll Module. This is where you will go to set up security, auditing or other system configuration tasks related to employees (such as required data properties, auto-incrementing the employee code and setting/forcing database default values). Refer to the System Administration Guide for details on the various system configuration tasks. Each tab in the Employee form groups related information together for ease of entry. If you have licensed all of the Employee-related modules and feature sets, you will see 37 tabs in the standard Employee form. The table below outlines which tabs are part of which modules (that is the tab will only appear if that module is licensed):

45 Employees Tab Allocations Billing Processing Groups Classes COBRA Payroll X Human Resources X Employee Requirements X Day Services Billing Incident Tracking Contact Info X X X X X X Data Entry Defaults Dates X X X Deductions X X Demographics Dependents Discipline X Documents X X X X Education Employee Injuries Employee Leave Evaluations Fulfilled Requirements I-9 Info X X X X X X X X Job Titles X X X X X Licensing X X Main X X X X X X Non-Payroll Compensation X Notes X X X X Payroll X X X X Personal Contacts Properties PTO Remittance Requirement Groups Requirement Notifications Requirement Status PRPTO* X X X X X X X X

46 Employees Entering Employees Tab Payroll Human Resources Summary X X X Supplemental Education Taxes Termination and Rehire Info Training Usual Weekly Scheduled Hours X Employee Requirements X X X X X X X Day Services Billing Incident Tracking *This is only available if you have also licensed the Payroll Paid Time Off (PRPTO) feature set. Entering Employees The employee s Code, First Name and Last Name always require values to be entered in order to save an employee. The Payroll Group also requires a value, if you are using the Payroll, Billing or Day Services Modules. If you have licensed the Payroll Multiple EIN Groups feature set, then EIN Group requires a value as well. In addition, your agency may have set up additional required values. When you save a new employee, the employee s Full Name and Sort Name are created by combining the values of the First Name, Middle Name and Last Name entered. The Full Name and Sort Name are used in reports, filters and grids. Note: Employees are automatically available to use (if you have the appropriate security permissions) in the Payroll, Human Resources and Employee Requirements Modules. Additionally, employees are automatically available for selection in the Incident Tracking Module. However, to make them available for selection in the Billing Module or Day Services Module, you must select the Use In Billing/Day Services check box. If you do NOT want an employee to be accessible to the Employee Requirements Module, select the Exclude From Employee Requirements check box. To enter a new or modify an existing employee record: 1. Open the Employee data-entry form by doing one of the following: Choose Employee Management > Employees

47 Click Employees from the navigation pane of any Employee Management module. Employees Entering Employees STEP RESULTS: The Employee form opens in a new window tab

48 Employees Entering Employees 2. Click Add on the toolbar to create a new employee record or enter an existing employee code or description in the Toolbar Lookup ( view or modify the selected one. ) and press Enter to Note: From any Employee lookup, you can also add a new employee (press F7 or click the Add icon on the lookup itself) or open an existing employee record (enter the employee s code and press F8 or click the itself). Open icon on the lookup 3. Complete the following information found at the top of the data-entry form as appropriate to the employee

49 Employees General Information Code First Name Middle Name Last Name Suffix Active A unique code or short description for the employee (up to 12 alpha or numeric characters). If your system administrator has configured this code to automatically increment, the code will be auto-filled when you save the record. For details on setting a code to auto-increment, refer to the System Administration Guide. The employee s first name (up to 20 characters). The employee s middle name or middle initial (up to 20 characters). The employee s last name (up to 20 characters). Any suffix the employee has such as Jr., III, M.D. etc. (up to 10 characters). This employee should appear as a choice in lookups. 4. Complete the remaining information as appropriate to the employee. Refer to the section of this guide related to the tab you are on for details. 5. When finished, click Save on the toolbar to save the employee. General Information Before you begin, you may want to verify the following setup lists are complete and that you have security permissions to read/view their codes and descriptions: Payroll Cost Centers Directors Groups Managers Users (System Administration) To enter general information about an employee:

50 Employees General Information 1. Click the Main tab of the Employee form. 2. Complete the information on the Main tab as appropriate to this employee: Photo Nickname Maiden Name Sex SSN Marital Status Date Of Birth Date Of Death A photograph of the employee. Click the binoculars icon to browse for the photograph on your computer. Once you save the employee record, you can delete the photograph from your computer as a copy is now stored in the database. The employee s nickname or preferred name (up to 20 characters). The employee s maiden name (up to 20 characters). The employee s gender: Female, Male or Unknown. The employee s nine-digit Social Security Number. The Social Security Number is used when processing W-2 information. The Social Security Number will automatically be formatted based on the settings in Database Preferences (see the System Administration Guide for details.) Single, Married, Divorced, Separated, Widowed The employee s birth date. The date of the employee s death

51 Employees General Information Age Use In Billing/Day Services Billing Placeholder Employee Provider ID 1 Provider ID 2 EIN Exclude From Employee Requirements User Hire Date Years Employed Work Status The employee s age is automatically calculated in decimal format based on the date of birth entered and the current date as set on your computer or the date of birth entered and the date of death (if one is entered). A text version of the Age (Age String) is also available for reports. This employee will be used in the Billing and/or Day Services Modules. This employee will be used when an extra results transaction is created by the Billing Module s Process Data Entry Batches Wizard. The results transactions created for this employee will not be included when running the Billing Module s Merge Time To Payroll Wizard. If the employee is being used in the Billing Module and you need to include the rendering provider ID at the service line in the 837 electronic file, then enter the employee s Provider ID 1 (Medicaid or National Provider ID). For details, refer to the Billing Guide. If you are using the Billing Module, and you need to include a secondary rendering provider ID at the service line in the 837 electronic file, then enter the employee s Provider ID 2 (Medicaid or National Provider ID). For details, refer to the Billing Guide. The employee s employer identification number (EIN), if applicable. This number will be used instead of the employee s Social Security Number if filled out when processing W-2s. If you are using the Employee Requirements Module, select if this employee should not appear in the Employee Requirements Module reports and transactions. If you are using the Day Services Staff Entry feature set, enter the user name of the user you want to link to this employee record for timesheet entry. The date the employee was originally hired. The read-only number of years the employee has been employed is automatically calculated in decimal format based on the employee s hire/rehire (1-3) date and the current date as set on your computer or the employee s hire/rehire (1-3) date and the employee s termination date (1-3) (if one is entered that is after the last hire/rehire date). The employee s work status: Full-Time, Part-Time, Family Medical Leave, On-Call, On-Leave, Temporary, Subcontract, Resource, Seasonal or Part-Time With Benefits. The work status is used to determine PTO accruals. If you are using the Billing Module and the

52 Employees Summary Work Status is set to Subcontract the results transactions for this employee will not merge to the Payroll Module. Full-Time Equivalency (FTE) Manager Director Group Default Cost Center A number that represents the full-time equivalent status for the employee (for example, 1 for full-time or 0.5 for half-time). Note: If you are using the Employee Requirements Module to track the number of credit hours an employee must complete per year, you can base it off the number entered here. The code of the employee s manager for reporting and sorting purposes. The code of the employee s director for reporting and sorting purposes. The code of the employee s group or department for reporting and sorting purposes. The code of PR Cost Center to use as this employee s default for Wage Entries and when creating PTO accruals. 3. Click Save on the toolbar to save the employee s information. Summary CONTEXT: The Summary tab contains a read-only overview of the most common information associated with the employee. The summary will only show the information you have security permissions to read and that are part of the module(s) your agency has licensed.to review an employee s summary information, click the Summary tab

53 Employees Summary If this is a new employee record, this tab will be blank until you save the employee the first

54 Employees Employee Contact Information time. If you make any changes to the employee, you must save the employee to refresh the Summary Report. Employee Contact Information Before you begin, you may want to verify the following setup lists are complete and that you have security permissions to read/view the codes and descriptions of them: Countries (System Administration) Descriptions (System Administration) Phone Descriptions (System Administration) Enter the employee s contact information on the Contact Info tab of the Employee form. 1. Click the Contact Info tab

55 Employees Payroll Information 2. Complete the following information as appropriate to this employee: Address 1 and Address 2 City State Zip Code Country Phone Numbers Addresses The employee s home street address (up to 40 characters each line). The employee s home city (up to 20 characters). The employee s home state. The state entered here is used to calculate state taxes and when processing W-2 information unless the State Tax Based On Cost Center check box is selected on the Taxes tab. The employee s home zip code (up to 10 characters). The code of the employee s home country. Up to three phone numbers (up to 25 characters each) and the code of the associated description, such as Home, Work, Fax, etc. Note: If you want to make your phone descriptions consistent from employee to employee (for example, Phone Description 1 is always Work), create a forced database default value for each description. Refer to the System Administration Guide for details on setting up database default values and forcing them. Up to three addresses (up to 60 characters each) and the code of the associated description, such as Home, Work, etc. The Report Wizard and Employee EFT Stub Wizard uses these addresses to send the employee reports (such as the Requirement Status report) and Payroll EFT stubs via . Note: If you want to make your descriptions consistent from employee to employee (for example, Description 1 is always Work), create a forced database default value for each description. Refer to the System Administration Guide for details on setting up database default values and forcing them. 3. Click Save on the toolbar to save the employee s contact information. Note: When you save employee, the City-State-Zip Code data property is populated based on the City, State and Zip Code entered. This special data property can be used in report layouts. Payroll Information Before you begin, you may want to verify the following setup lists are complete and that you have security permissions to read/view the codes and descriptions of them:

56 Employees Payroll Information EIN Groups (Payroll) Overtime Types (Payroll) Payroll Groups (Payroll) Wage Types (Payroll) Enter payroll information for the employee on the Payroll tab of the Employee form. If you have licensed the Payroll or Day Services Modules, the Payroll Group requires a value. If you have also licensed the Payroll Multiple EINs feature set, the EIN Group also requires a value. 1. Click the Payroll tab

57 Employees Payroll Information 2. Complete the following information as appropriate to this employee: Rate 1-8 Descriptions 1-8 Payroll Group EIN Group Default Wage Type Default Pay Level Overtime Type Time Clock ID Do Not Enter Begin And End Time Up to eight hourly base pay rates for this employee. The base pay rate is the rate that is selected to use as the employee s Default Pay Level or that is entered in the Wage Entry. The actual pay rate that the employee earns is then calculated by using the base pay rate in effect along with any wage type formula. If you enter a rate, you must also enter a corresponding description or you will receive an error message when you try to save the employee s record. Up to eight different descriptions that correspond to the base pay rates entered for this employee. Note: If you want to make your pay rate descriptions consistent from employee to employee, create a forced database default value for each description. Refer to the System Administration Guide for details on setting up database default values and forcing them. If you are using Payroll or Day Services, enter the description of the payroll group for this employee. The payroll group is used when processing payroll. If you need to generate 1099s for your clients, Solana recommends that you break your employee and client payroll into two separate payroll groups. If you have licensed the Payroll EIN Group feature set, you must enter the description of the EIN Group for this employee. Enter the code of the wage type to use as the employee s default wage type for Wage Entry. Select None or Pay Rate 1-8 to use as the employee s default Pay Level or base pay rate for Wage Entry. The pay rate that you select to be the default pay level must have a pay rate associated with it above. The code of the overtime type to use when calculating overtime for this employee when the Payroll Group selected above has a Wage Entry Type of Detail - Calculate Overtime. The employee s time clock ID number (up to 15 characters) for informational purposes only. This employee s wages will be entered in summary or total hours even though the Payroll Group selected above is not set to Summary

58 Employees Employee Job Titles Exempt Exempt Change Date Salary Highly Compensated This employee has exempt status. If this box is selected and this employee is also being used in the Billing Module, the time entered for this employee in the Billing Module will not merge to the Payroll Module. For details on merging to payroll from billing, see the Billing Guide. This is the date the employee moved from Exempt to Non- Exempt or vice versa. If the employee switched to Non-Exempt from Exempt, prior overtime is only calculated for this employee from this date forward. This employee is classified as salaried, for reporting purposes only. This employee is highly compensated, for reporting purposes only. 3. Click Save on the toolbar to save the employee s payroll information. Employee Job Titles Before you begin, you may want to verify the following lists are complete and you have security permissions to read/view their codes and descriptions: EEOC Codes (Human Resources) Grade Levels (Human Resources) Job Titles (Payroll) Taxes (Payroll) Wage Types (Payroll) Each employee will have at least one job title (primary). If you are using the Payroll Module, job titles are one part of the equation for properly distributing all payroll-related expenses such as wages, employer taxes (Social Security, Medicare, FUTA, SUTA, Workers Compensation, etc.) and benefits and allow wage reports to be broken down by job title. If you are using the Payroll Module, the job title determines which EEOC code and grade level to use in Human Resources EEOC reports. If you are using the Employee Requirements Module, any employee who has an active job title that has requirements associated with it via a position requirement will automatically apply those requirements to that employee. Likewise, if you delete the employee s job title or make it inactive, the associated requirements will no longer be applied to the employee. Any requirements added or removed from a position requirement for the job title will automatically be applied to all employees assigned to that job title

59 Employees Employee Job Titles Assign a new job title for each of the employee s unique job responsibilities from the Job Titles tab of the Employee form. Then you will mark one of those job titles as the employee s primary job title. The job title requires a value in order to save the employee job title. In addition, your agency may have customized the employee job titles form to require additional values. Note: Primary Job Title is a special employee calculated data property that contains the read-only value of the job title for the Employee Job Title record that is marked primary. You can include it on reports and as a filter to make reporting and filtering on an employee s primary job title easier. 1. Click the Job Titles tab. 2. From the toolbar of the Employee Job Titles grid, click Add or highlight an existing Employee Job Title in the grid and click Open. STEP RESULTS: The Employee Job Title form will open in a pop-up window

60 Employees Employee Benefits 3. Complete the following information as appropriate: Job Title Active Primary Job Title The code of the job title for this employee. This is an active job title for this employee. This is the primary job title for the employee. An employee can only have one job title marked as primary. If the employee only has one job title, mark it primary. The primary job title appears on many of the standard employee reports. Full-Time Equivalency (FTE) A number that represents the full-time equivalent status for the job title (for example, 1 for full-time or 0.5 for half-time). If you are using the Employee Requirements Module to track the number of credit hours an employee must complete per year, you can base it off the number entered here. 4. When finished, click Accept to close the pop-up window. 5. Click Save to save the job title(s) for this employee. Employee Benefits PREREQUISITES: PREREQUISITES: Before you begin, you may want to verify the following lists are complete and you have security permissions to read/view their codes and descriptions: CONTEXT: Accounts" (See page 1) (General Ledger) Benefit Types" (See page 1) (Human Resources) Deduction Types" (See page 1) (Payroll) Disposable Income Calculation Types" (See page 1) (Payroll) EIN Groups" (See page 1) (Payroll Multiple EIN Groups) Non-Payroll Benefit Types"(See page 1) (Payroll) Wage Types" (See page 1) (Payroll) Withholding Agencies" (See page 1) (Payroll) Set up employee deduction and non-payroll benefit information for an employee on the Benefits tab of the Employee form. TASK: 1. Click the Benefits tab

61 Employees Employee Benefits 2. Complete the following information as appropriate to this employee: Benefits Type Benefits Eligibility Date The code of the type of benefits plan in which the employee is enrolled (for example, single, family, etc.). The date the employee is eligible to receive benefits for reporting purposes only. This date is also visible from the Dates tab. If you are using the Employee Requirements Module you may want to track the benefits eligibility date as a requirement instead. If that is the case, leave this data property blank or have your system administrator hide it. 3. Click Add or highlight an existing employee deduction in the grid and click Open to view or modify it

62 Employees Employee Benefits STEP RESULTS: The Employee Deduction form will open in a pop-up window. 4. If this is a new deduction, complete the following information as appropriate to this employee deduction: Deduction Type Breakout Reference Number Active Use Company Amounts The code of the deduction type breakout for this employee s deduction. A case number or other reference number, if required (for example, the child support case number) (up to 40 characters). If you want the withholding agency to receive a special stub with this reference number included on it, you must select the Special Stub check box in the withholding agency. Then you will run the PR Pay Run Detailed Agency Payment Remittance report and attach it to the agency s check/eft stub. This is a current deduction for this employee. If this check box is not marked, the deduction will not be taken from the employee s pay. However, if you select the Show Inactive Deductions in Payroll Options, the deduction will still be part of the employee payment with an amount of zero ($0.00), which can then be modified without making the employee deduction active. This is a read-only check box. If Use Individual Employee Amounts box is selected in the Deduction Type Breakout this check box will not be selected. You will then complete the deduction amounts as they pertain to this employee. Otherwise,

63 Employees Employee Benefits Current Deduction Total Monthly Cost Insurance Amount Start Date Stop Date Declined Date Monthly Maximum Quarterly Maximum Yearly Maximum Total Maximum Total Maximum Start Date this check box will be selected and the deduction amounts will be read-only. If Use Company Amounts is not selected, enter the amount to be deducted each pay period. The total amount the employee and the employer pay for this deduction each month. This value is used when you allocate employer expenses in the Payroll Module. The amount of the insurance coverage. The first pay period s payment date that the deduction should begin for this employee. The last pay period s payment date that the deduction will be taken for this employee. The date the employee declined the benefit for reporting purposes only. If Use Company Amounts is not selected, enter the maximum amount that will be deducted in a month for this deduction for this employee. If Use Company Amounts is not selected, enter the maximum amount that will be deducted in a quarter for this deduction for this employee. If Use Company Amounts is not selected, enter the maximum amount that will be deducted in a year for this deduction for this employee. The maximum amount total that will be deducted for this deduction for this employee. If using a Total Maximum, make sure you also enter the Total Maximum Start Date. The date that you want to start accumulating the deduction amounts toward the total maximum. 5. If this is an employee-level deduction (Use Company Amounts is not selected) and you want to enter new amounts that will become effective at a date in the

64 Employees Employee Benefits future, click the Deduction Value Changes tab. 6. Enter or select the information as needed. If the deduction type breakout that was selected does not have the Use Individual Employee Amounts check box selected, this information will be read-only. New Amount If Use Company Amounts is not selected, enter the new amount to be deducted each pay period for this deduction for this employee beginning on the effective date specified. New Monthly Maximum If Use Company Amounts is not selected, enter the new maximum amount that will be deducted in a month for this deduction for this employee. New Quarterly Maximum New Yearly Maximum Effective Date If Use Company Amounts is not selected, enter the new maximum amount that will be deducted in a quarter for this deduction for this employee. If Use Company Amounts is not selected, enter the new maximum amount that will be deducted in a year for this deduction for this employee. If Use Company Amounts is not selected, enter the pay period s payment date that the change should take effect. The new amounts will become the current ones on this date once payroll is processed and taxes and deductions are calculated

65 Employees Employee Benefits 7. If you need to override the employee s deduction amount for one pay period, click the Override tab. 8. Enter or select the information as needed. Override Date Override Amount The pay period s payment date that the override will occur on. The override amount or percent (depending on the deduction type breakout). More Info: If you have a biweekly payroll cycle and you are creating an override in the first pay period of the month, and you have monthly maximums set up, you may need to do another override in the following pay period as well. 9. If this deduction is a garnishment and you want to automatically calculate the deduction amount based on the employee s disposable income, click the

66 Employees Employee Benefits Garnishments tab

67 Employees Employee Benefits 10. Enter or select the information as needed. Garnishment Type None - Use the Current Amount. For example, a child support order states that $100 per pay is to be withheld. No no other computation is needed. The Current Amount will be deducted. If the Garnishment Type is not None, then Disposable Earnings Calculation Type requires a value. Lesser Amount Option 1 - Compare the Current Amount including any allowed processing fees with a percent of disposable earnings and withhold the LESSER of the two. For example, suppose an IRS levy stipulates 25% of disposable wages every pay to be withheld up to $250 per pay and the disposable wages for the pay period are $1, ProviderPro determines that 25% of $1, is $ Because this amount is above the maximum, the lesser amount, or $250 is deducted. Lesser Amount Option 2 - Compare disposable earnings minus a user-defined exemption amount with a fixed percent of disposable earnings and withhold the LESSER of the two amounts. For example, a court-ordered garnishment stipulates that you must compare disposable earnings multiplied by 25% against the x times the current federal minimum hourly wage subtracted from the current disposable earnings and deduct the lesser of the two (where x is 60 for biweekly pay periods). The employee s disposable earnings are $503. ProviderPro determines $503 x 25% = $ and $503 - $435 (60 times $7.25) = $68 and only deducts $68. Disposable Earnings Calculation Type Exemption Amount Lesser Amount Option 3 - Compare the Current Amount including any allowed processing fees vs. the disposable earnings minus a user-defined exemption amount. For example, an IRS levy stipulates x times the current federal minimum hourly wage (where x is 60 for biweekly pay periods) subtracted from the current disposable earnings be collected up to a maximum of $100 per pay. The employee s disposable earnings are $503. ProviderPro determines $503 - $435 (60 times $7.25) = $68 and deducts $100. The code of the appropriate disposable earnings calculation type for this garnishment. This is required if the Garnishment Type is not set to None. The appropriate amount according to the garnishment order

68 Employees Employee Benefits Percent Of Disposable Earnings Processing Fee The percent of disposable earnings to be withheld according to the garnishment. Any processing fees that the garnishment allows you to deduct as an offset for your administrative costs. You must set up a separate employee deduction to withhold the processing fee. 11. When finished, click Accept to close the pop-up window or Accept & Add/ Accept & Open Next next to continue adding/modifying employee deductions. 12. Click Add or highlight an existing employee non-payroll benefit in the grid and click Open to view or modify it. STEP RESULTS: The Employee Non-Payroll Benefit form will open in a pop-up window. 13. If this is a new non-payroll benefit, complete the following information as appropriate to this employee non-payroll benefit: Non-Payroll Benefit Type Breakout Start Date The code of the non-payroll benefit type breakout for this employee. The first pay period s payment date that the non-payroll benefit will

69 Employees Employee PTO Groups Stop Date be paid for this employee. The last pay period s payment date that the non-payroll benefit will be paid for this employee. 14. When finished, click Accept to close the pop-up window or Accept & Add/ Accept & Open Next next to continue adding/modifying employee nonpayroll benefits. 15. Click Save on the toolbar to save the employee s deduction and non-payroll benefit information. Employee PTO Groups PREREQUISITES: Before you begin, you may want to verify the following list is complete and that you have security permissions to read/view its code and description: CONTEXT: Paid Time Off Groups (Payroll Paid Time Off) If you licensed the Payroll Paid Time Off feature set, you can track an employee s paid time off (PTO) information. PTO includes the time an employee can take off with pay, such as vacation or personal time. Assign the PTO groups to the employee to accrue and relieve it as time is earned and taken. You can view or modify the employee s PTO balances from the Paid Time Off transaction grid. Set up PTO Groups for an employee on the PTO tab of the Employee form. The PTO Group requires a value. TASK: 1. Click the PTO tab

70 Employees Employee PTO Groups 2. Enter the date the employee is eligible to begin accruing paid time off (if it is one of the compare dates used in your PTO Group setup and you want to override one of the hire/rehire dates for the calculation). This date is also visible from the Dates tab. 3. Click Add to create a new PTO group or highlight an existing PTO group in the grid and click Open to view or modify it. STEP RESULTS: The Employee PTO form will open in a pop-up window

71 Employees Dates 4. Complete the following information as appropriate: PTO Group Current PTO Balance Current Accrual Rate Active The code of the PTO group you want to add for this employee. The employee s current PTO balance for this PTO group. It is readonly. The employee's current accrual rate for this PTO group. It is readonly. This is an active PTO group for this employee. If you make the PTO group inactive, the employee will not be able to use any remaining balance or accrue additional time to it. Dates 5. When finished, click Accept to close the pop-up window or Accept & Add / Accept & Open Next next to continue adding/modifying PTO groups. 6. Click Save on the toolbar to save the employee s PTO groups. CONTEXT: You can record the date that an employee completes various milestones and events on the Dates tab of the Employee form. You can then filter on these dates when you run reports. You can record the date that an employee completes various milestones and events on the Dates tab of the Employee form. You can then filter on these dates when you run reports. TASK: 1. Click the Dates tab

72 Employees Dates 2. Complete the following information as appropriate to this employee: Anniversary Date* The anniversary of the employee s date of hire. This date can be used as a compare date in the PTO Group setup. Note: The Employee Requirements reports do NOT use this date. The anniversary date is calculated based on the date range entered when running the report. Full-Time Date Part-Time Date Background Check* Nurse s Aid Registry* Benefits Eligibility* PTO Eligibility* The date the employee became a full-time employee. The date the employee became a part-time employee. The date of the employee s background check. The date the nurse s aid registry was checked. The date the employee is eligible for benefits for reporting purposes only. This date can also be viewed/entered on the Deductions tab. The date the employee is eligible to accrue paid time off (PTO) (if it is one of the compare dates used in your PTO Group setup and you want to override one of the hire/rehire

73 Employees Demographics dates for the calculation). This date can also be viewed/entered on the PTO tab. Pension Eligibility* MR/DD Abuser Registry* CPR Date* First Aid Date* Chest X-Ray* Physical* TB Test* Hepatitis Shot 1* Hepatitis Shot 2* Hepatitis Shot 3* Titer Test* Hepatitis Immunization Declination Date* The date the employee is eligible for retirement/pension. The date the MR/DD abuser registry was checked for this employee. The date the employee completed CPR training. The date the employee completed first aid training. The date of the employee s last chest X ray. The date of the employee s last physical. The date of the employee s last TB test. The date of the employee s first hepatitis vaccine. The date of the employee s second hepatitis vaccine. The date of the employee s third hepatitis vaccine. The date of the employee s Titer Test. The date the employee declined to receive the Hepatitis immunization series. Note: If you are using Employee Requirements, these dates can and should be managed as requirements instead. If you choose to track them as requirements, do NOT record this information in the Dates tab. If this is the case, Solana recommends that you hide these dates. Refer to the System Administration Guide for information on hiding. 3. Click Save the employee s important dates. Demographics PREREQUISITES: Before you begin, you may want to verify the following lists are complete and that users have security permissions to read/view to their codes and descriptions: CONTEXT: Counties Races Recruitment Sources Regions You can record demographic and EEOC-related information about an employee on the

74 Employees Demographics Demographics tab of the Employee form. TASK: 1. Click the Demographics tab. 2. Complete the following information as appropriate to this employee: Race The code of the employee s race or ethnicity for reporting. Veteran Status The employee s veteran status: Unknown, No, Yes - Special Disabled, Yes - Vietnam Era or Yes - Other Eligible. Disabled The employee s disability status: Unknown, Yes or No. Industrial Commission Handicap The employee has an industrial commission handicap as defined by your state. Industrial Commission Handicap Type County Region Recruitment Source The type of industrial commission handicap the employee has as defined by your state. The code of the employee s home county. The code of the employee s region. The code of the recruitment source (or where the

75 Employees Dependents employee found out about the position). Referred By The code of the employee who referred this employee. 3. Click Save. Dependents STEP RESULT: The demographic information was saved to the employee s record in the database. PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view to the codes and descriptions of them: CONTEXT: Countries (Tools > Setup) Descriptions (Tools > Setup) Phone Descriptions (Tools > Setup) Relationships (Human Resources) Track information about an employee s dependents from the Dependents tab of the Employee form. The first name, last name and relationship require values to be entered in order to save a dependent record for an employee. To add or modify a dependent record: TASK: 1. Click the Dependents tab. 2. Click Add or highlight an existing Dependent record in the grid and click Open to view or modify it

76 Employees Dependents STEP RESULT: The Dependent form will open in a pop-up window. 3. Complete the following information on the Main tab as appropriate: First Name The first name of the dependent (up to 20 characters). Middle Name The middle name or initial of the dependent (up to 20 characters). Last Name Suffix Active The last name of the dependent (up to 20 characters). Any suffix the dependent has such as Jr., III, M.D. etc. (up to 10 characters). If this dependent is an active or current dependent for the

77 Employees Dependents Relationship employee. The code of the relationship this person has with the employee, such as spouse or child. Nick Name This dependent s nick or preferred name (up to 20 characters). Sex Social Security Number Birth Date Deceased Date Age Marriage Date Divorce/Separation Date Full-Time Student Included In Health Plan This dependent s gender: Unknown, Female or Male This dependent s nine-digit Social Security Number. This dependent s date of birth. This dependent s date of death. The dependent s age is automatically calculated in decimal format based on the date of birth entered and the current date as set on your computer or the deceased date (if one is entered). A text version of the Age (Age String) is also available for reports. This dependent s date of marriage. This dependent s date of divorce or separation. This dependent is enrolled as a full-time student. This dependent is included on the employee s health plan

78 Employees Dependents 4. Click the Contact Info tab. 5. Complete the following information as appropriate: Address Info Phone Numbers Addresses This dependent s primary or home address, including: Address 1 (up to 40 characters), Address 2 (up to 40 characters), City (up to 20 characters), State, Zip Code (up to 10 characters) and Country. Up to three phone numbers (up to 25 characters each) and the code of the associated description, such as Home, Work, etc. Up to three addresses (up to 60 characters each) and the code of the associated description, such as Home, Work, etc

79 Employees Personal Contacts 6. Click the Notes tab. 7. Enter any additional notes or comments about this dependent. 8. When finished, click Accept to close the pop-up window and accept the values. 9. Click Save. STEP RESULT: This dependent record was saved to the database along with the employee record. Personal Contacts PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view to their codes and descriptions: Countries (Tools > Setup) Descriptions (Tools > Setup) Notification Types (Human Resources)

80 Employees Personal Contacts CONTEXT: Phone Descriptions (Tools > Setup) Relationships (Human Resources) Track information about an employee s personal contacts from the Personal Contacts tab of the Employee form. The first name, last name and relationship require values to be entered in order to save the personal contact record for an employee. To add or modify a personal contact record: TASK: 1. Click the Personal Contacts tab. 2. Click Add or highlight an existing Personal Contact record in the grid and click Open to view or modify it. STEP RESULT: The Personal Contact form will open in a pop-up window

81 Employees Personal Contacts 3. Complete the following information on the Main tab as appropriate: First Name The first name of the personal contact (up to 20 characters). Middle Name The middle name or initial of the personal contact (up to 20 characters). Last Name Suffix Active Emergency Contact Relationship Title The last name of the personal contact (up to 20 characters). Any suffix the personal contact has such as Jr., III, M.D. etc. (up to 10 characters). This personal contact is an active or current contact for the employee. This personal contact is the employee s emergency contact. The code of the relationship this person has with the employee, such as family member or friend. This personal contact s professional title (up to 20 characters). Nick Name This personal contact s nick name or preferred name (up to 20 characters). Maiden Name Social Security Number Birth Date This personal contact s maiden name (up to 20 characters). This personal contact s nine-digit Social Security number. This personal contact s date of birth

82 Employees Personal Contacts Deceased Date Veteran This personal contact s date of death. This personal contact s veteran status: Yes, No or Unknown. 4. Click the Address Info tab. 5. Complete the following information as appropriate: Envelope Name Salutation Primary Address Secondary Address This personal contact s name as you want it to appear on envelopes or in mailings (up to 40 characters). The name that should appear in the greeting for any correspondence written to this personal contact, such as Mr., Ms., or Dr. (up to 40 characters) This personal contact s primary or home address, including: Address 1 (up to 40 characters), Address 2 (up to 40 characters), City (up to 20 characters), State, Postal Code (up to 10 characters) and Country. This personal contact s secondary, seasonal or work address including, Address 1 (up to 40 characters), Address 2 (up to 40 characters), City (up to 20 characters), State, Postal Code (up to 10 characters) and Country

83 Employees Personal Contacts 6. Click the Contact Info tab. 7. Complete the following information as appropriate to the personal contact in question: Phone Numbers Addresses Up to three phone numbers (up to 25 characters each) and the code of the associated description, such as Home, Work, Fax, etc. Up to three addresses (up to 60 characters each) and the code of the associated description, such as Home, Work, etc

84 Employees Licensing 8. Click the Notification Reasons tab. 9. In the Notification Types many-to-many selector, add or remove the notification reason(s) from the Available to the Selected column (or vice versa) as appropriate. Notification types are reasons why you would need to communicate or correspond with this personal contact or include him or her in mailings, etc. 10. When finished, click Accept to close the pop-up window and accept the values. 11. Click Save. Licensing STEP RESULT: The personal contact record was saved to the database along with the employee record. CONTEXT: Track information about the employee s driver s license/insurance and professional license on the Licensing tab of the Employee form. TASK: 1. Click the Licensing tab

85 Employees Licensing 2. Complete the following information as appropriate to this employee: Driver Eligibility Eligibility Check* Next Eligibility Check Is this employee eligible to drive? Yes, No, Unknown, Monitor or Limited. The date the employee s driver eligibility was verified. If you are using the Employee Requirements Module, this readonly date indicates the next time this employee is due for an eligibility check based on the last time the employee fulfilled the requirement linked to this date. Refer to the Employee Requirements Guide. Driver s License Number The employee s driver s license number (up to 15 characters). Driver s License State Expiration Date* Next Expiration Date The issuing state of the employee s driver s license. The date the employee s driver s license expires or needs to be renewed If you are using the Employee Requirements Module, this readonly date indicates the next time this employee s license expires based on the last time the employee fulfilled the requirement linked to this date. Refer to the Employee Requirements Guide

86 Employees Properties Proof Of Insurance Insurance Expiration* Next Insurance Expiration Professional License Number Renewal Date* Next Renewal Date Does the employee have proof of auto insurance? Yes, No, Unknown. The date the employee s auto insurance expires or needs to be renewed. If you are using the Employee Requirements Module, this readonly date indicates the next time this employee s insurance expires based on the last time the employee fulfilled the requirement linked to this date. Refer to the Employee Requirements Guide. The employee s professional license number (up to 25 characters). The renewal date of the employee s professional license. If you are using the Employee Requirements Module, this readonly date indicates the next time this employee s professional license is due to be renewed based on the last time the employee fulfilled the requirement linked to this date. Refer to the Employee Requirements Guide. Note: If you are using Employee Requirements, these dates can and should be managed as requirements instead. If this is the case, Solana recommends that you hide these dates. Refer to the System Administration Guide for information on hiding. 3. Click Save to save the licensing information along with the employee record. Properties PREREQUISITES: Before you begin, you may want to verify the following list is complete and that users have security permissions to read/view its code and description: CONTEXT: Property Types You can track what property each employee has been given on the Properties tab of the Employee form. At a minimum the date and property type require values in order to save the property record to the employee. Your agency may have customized properties to require additional values as well. TASK: 1. Click the Properties tab

87 2. Click Add or highlight an existing Property record in the grid and click Open to view or modify it. Employees Properties STEP RESULTS: The Property form will open in a pop-up window. 3. Complete the following information as appropriate: Date Property Type Model Number The date the employee was issued the company-owned property. The code of the type of property (for example, keys, cell phone, etc.) that the employee was issued. The model number of the property (up to 30 characters)

88 Employees Training Serial Number Returned Date Notes The serial number of the property (up to 30 characters). The date the employee returned the property. Any additional notes or comments regarding this property. Training 4. When finished, click Accept to close the pop-up window and accept the values. 5. Click Save. STEP RESULTS: This property record was saved to the database along with the employee record. PREREQUISITES: Before you begin, you may want to verify the following list is complete and that users have security permissions to read/view to its code and description: CONTEXT: Training Courses Those agencies who are only using the Human Resources Module can track an employee s training history on the Training tab of the Employee form. Note: If your agency has Employee Requirements, you will NOT use the Training tab to record an employee s training. You will track the employee s training through fulfilled requirements instead. Refer to the Employee Requirements Guide for details. If this is the case, Solana recommends that you hide the Employee Training grid. See the System Administration Guide for details on hiding. At a minimum, the course requires a value in order to save the training record to the employee. Your agency may have customized training to require additional values as well. To add training information: TASK: 1. Click the Training tab

89 Employees Training 2. Enter any general Training Notes as needed. 3. Click Add or highlight an existing Training record in the grid and click Open to view or modify it

90 Employees Employee Education STEP RESULTS: The Training form will open in a pop-up window. 4. Complete the following information as appropriate: Course Course Date Description Credit Hours Certified Certification Expiration Notes The code of the course the employee completed. The date of the training course the employee completed. A brief description of the course. The number of credit hours the employee earned. This training course resulted in a certification for the employee. If Certified was selected above, the date the certification expires and needs to be renewed. Any additional notes or comments regarding this training course. 5. When finished, click Accept to close the pop-up window and accept the values. 6. Click Save. STEP RESULTS: This training record was saved to the database along with the employee record. Employee Education PREREQUISITES: Before you begin, you may want to verify the following list is complete and that users have security permissions to read/view to its code and description: Education Levels (Human Resources)

91 Employees Employee Education CONTEXT: Track information about an employee s education on the Education tab of the Employee form. At a minimum, the education level requires a value to save an education record for an employee. If your agency has customized the education child, additional values may be required as well. TASK: 1. Click the Education tab. 2. Click Add or highlight an existing Education record in the grid and click Open to view or modify it. STEP RESULT: The Education Entry form will open in a pop-up window

92 Employees Employee Education 3. Complete the following information as appropriate: Education Level School Attended Begin Date End Date The code of the level of education attained (for example, associate s, bachelor s). The name of the school, college or university the employee attended (up to 40 characters). The date the employee started attending this school. The date the employee finished attending this school. Course Of Study The type of courses the employee is taking (up to 40 characters). Degree GPA Expected Graduation Date Graduated Graduation Date Verification Check Date The actual degree that the employee earned or is working towards (up to 40 characters). The employee s grade point average. The date the employee expects to graduate. The employee has graduated. If Graduated is selected above, the employee s date of graduation. The date of the employee s attendance, GPA, graduation date, etc. was verified. 4. When finished, click Accept to close the pop-up window and accept the values

93 Employees Evaluations 5. Click Save. Evaluations STEP RESULT: This education record was saved to the database along with the employee record. PREREQUISITES: Before you begin, you may want to verify the following lists are complete and that users have security permissions to read/view to their codes and descriptions/sort names: CONTEXT: Evaluators Evaluation Ratings Review Types Track an employee s evaluations on the Evaluations tab of the Employee form. The evaluator requires a value in order to save an evaluation record for an employee. If your agency customized evaluations, additional values may be required as well. TASK: 1. Click the Evaluations tab. 2. Enter the date of the employee s last or next evaluation date in the Evaluation Date box. If you are also using the Employee Requirements Module, you can track evaluation due dates through that module instead. Additionally, you can view and enter the evaluation date from the Dates tab as well. 3. Click Add or highlight an existing Evaluation record in the grid and click Open to view or modify it

94 Employees Evaluations STEP RESULT: The Evaluation form will open in a pop-up window. 4. Complete the following information as appropriate: Review Type Date Due Date Completed Evaluator The code of the type of review that was held for this employee, such as 90-day, Quarterly, Yearly, Performance, etc. The date this evaluation is due to be completed. If you have the Employee Requirements Module, you can track the date due as a requirement instead. The date this evaluation was actually completed. If you have the Employee Requirements Module, you can track the completed date as a requirement instead. The code of the person who performed the evaluation, such as

95 Employees Employee Disciplinary Incidents supervisor, manager, peer, etc. Rating Score Salary Change Salary Change Effective Date Notes The code of the rating the employee received from the evaluator for this evaluation, such as exceeds expectations, meets expectations, needs improvement, etc. The numeric score this employee received from the evaluator for this evaluation. Did this evaluation result in a salary change for this employee? Yes, No or Unknown. If Yes is selected for Salary Change above, enter the date the salary change will be effective for reporting purposes only. Any notes or comments about this evaluation from the evaluator or employee. 5. When finished, click Accept to close the pop-up window and accept the values. 6. Click Save. STEP RESULT: The evaluation record was saved to the database along with the employee record. Employee Disciplinary Incidents PREREQUISITES: Before you begin, you may want to verify the following lists are complete and that users have security permissions to read/view to their codes and descriptions: CONTEXT: Disciplinary Levels Disciplinary Reasons Track any disciplinary incidents the employee was involved in on the Discipline tab of the Employee form. The disciplinary level and reason both require values in order to save a disciplinary record for an employee. If your agency customized disciplinary incidents, additional values may be required as well. TASK: 1. Click the Discipline tab

96 Employees Employee Disciplinary Incidents 2. Click Add or highlight an existing Disciplinary Incident record in the grid and click Open to view or modify it. STEP RESULT: The Disciplinary Incident form will open in a pop-up window. 3. Complete the following information as appropriate: Disciplinary Level Disciplinary Reason The code of the disciplinary level such as verbal warning, written warning, suspension or termination. The code of the disciplinary reason such as tardiness or absenteeism

97 Employees Termination and Rehire Information Begin Date End Date Points Notes The date of the disciplinary incident or the start date of a disciplinary action such as a suspension. The end date of a disciplinary action such as a suspension. Any points assessed against the employee, if applicable. Any notes or comments about this incident. 4. When finished, click Accept to close the pop-up window and accept the values. 5. Click Save. STEP RESULT: The disciplinary incident record was saved to the database along with the employee record. Termination and Rehire Information PREREQUISITES: Before you begin, you may want to verify the following list is complete and you have security permissions to read/view its code and description: CONTEXT: Termination Reasons (Human Resources) Track termination information about the employee on the Termination and Rehire Info tab of the Employee form. Note: The Last Hire/Rehire Date, Last Rehire Date, Last Termination Date and Last Hire/Rehire/Termination Date are calculated data properties that do not appear on the Employee form, but are available to include or reports and to use for filtering/sorting purposes. More Info: The Hire Date is found on the Main tab of the Employee form. TASK: 1. Click the Termination and Rehire Info tab

98 Employees COBRA Information 2. Complete the following information as appropriate to this employee: Term Date 1 - Date 3 Rehire Date 1 - Date 3 Last Day Worked Eligible For Rehire Voluntary Termination Reason Notes Up to three different termination dates for the employee. Up to three different rehire dates for the employee. The date of the last day the employee worked. This employee eligible for rehire Unknown, Yes or No. This employee left voluntarily: Unknown, Yes or No. The code of the reason why this employee left such as moved, found new position, theft, etc. Any additional information about why this employee left. 3. Click Save on the toolbar to save the employee s termination and rehire information. COBRA Information PREREQUISITES: Before you begin, you may want to verify the following list is complete and that users have security permissions to read/view its code and description:

99 Employees COBRA Information CONTEXT: Relationships If an employee has terminated, enter his or her COBRA information on the COBRA tab of the Employee form. TASK: 1. Click the COBRA tab. 2. Complete the following information as appropriate to this employee: COBRA Eligible Effective Date Expiration Date Qualifying Event This employee is eligible to receive COBRA (Consolidated Omnibus Budget Reconciliation Act) benefits. If COBRA Eligible is selected above, enter the effective date of the benefit. If COBRA Eligible is selected above, enter the expiration date of the benefit. The event that made the employee eligible for COBRA benefits: Terminated, Hours Reduced, Became Entitled for Medicare, Divorce or Legally Separated, Death, Loss Of Dependent Child or None Apply

100 Employees COBRA Information Certified Letter Number The number of the certified letter sent to the employee regarding COBRA benefits (up to 20 characters). Date Letter Sent Response Response Date Coverages Selected The date the employee was sent a letter regarding COBRA benefits. The employee s response to the COBRA letter: Open, Accept, Decline, Lapsed or Not Applicable The date the employee responded regarding his/her COBRA benefits. The coverage the employee elected to participate in. 3. Click Add or highlight an existing COBRA Dependent record in the grid and click Open to view or modify it. STEP RESULT: The COBRA Dependent form will open in a pop-up window

101 Employees I-9 Information 4. Complete the following information as appropriate: Name SSN Sex Birth Date Relationship Notes The full name of the dependent that will be receiving COBRA benefits. The nine-digit Social Security number of the COBRA dependent. The gender of the COBRA dependent: Unknown, Yes or No The COBRA dependent s date of birth. The code of the COBRA s dependent s relationship with the employee such as spouse or child. Any additional notes regarding the COBRA dependent. 5. When finished, click Accept to close the pop-up window and accept the values. 6. Click Save. STEP RESULT: The COBRA information and any COBRA dependent records were saved to the database along with the employee record. I-9 Information PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: CONTEXT: I-9 Document Types Record an employee s I-9 information on the I-9 Info tab of the Employee form. TASK: 1. Click the I-9 Info tab

102 Employees Employee Documents 2. Complete the following information as appropriate to this employee for each I-9 Document presented: Type ID Number Effective Date Expiration Date The code of the I-9 document type such as birth certificate, Social Security card, passport, etc. The employee s ID number as listed on the I-9 document. The effective or issue date of the employee's I-9 document. The expiration date of the employee's I-9 document. 3. Click Save. STEP RESULT: The I-9 information was saved to the employee record. Employee Documents PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and you have security permissions to read/view its codes and descriptions: Document Types (Human Resources)

103 Employees Employee Documents CONTEXT: You can upload any electronic documents associated with an employee from the Documents tab of the Employee form. You can view, print or save the document at any time. This is useful for storing electronic copies of I-9 documents, insurance certificates, disciplinary letters, etc. TASK: 1. Click the Documents tab. 2. Click Add to upload a new document or highlight an existing document in the grid and click Open to view or modify it

104 Employees Employee Notes STEP RESULTS: The Employee Document form will open in a pop-up window. 3. Complete the following information as appropriate: Description Type Date File Active A description of the document s contents (up to 40 characters). The code of the document s type, such as insurance, resume, discipline, dependent, etc. The date the file was created or added. The file that you want to store in the database. Click the binoculars icon to browse for the document file on your computer. Once you save the employee, you can delete the original document from your computer as a copy is now stored in the database and can be retrieved at any time. This is an active or current document for the employee. 4. When finished, click Accept to close the pop-up window or Accept & Add/ Accept & Open Next next to continue adding/modifying documents. 5. Click Save on the toolbar to save the employee s documents. Employee Notes PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and you have security permissions to read/view its code and description: CONTEXT: Note Types (Human Resources) Create a note for any miscellaneous information, comments or notes about the employee from the Notes tab of the Employees form

105 Employees Employee Notes Date, Description and Note Type must have values entered. To add or modify a note for an employee: TASK: 1. Click the Notes tab. 2. Click Add to create a new note or highlight an existing note in the grid and click Open to view or modify it

106 Employees Usual Weekly Scheduled Hours STEP RESULTS: The Employee Note form will open in a pop-up window. 3. Enter or select the following information as required: Date Description Active Note Type Notes The date of this note. A short description about the note or a subject line (up to 40 characters). This is an active or current note for this employee. The code of the type of note. The details or main body of the note. 4. When finished, click Accept to close the pop-up window or Accept & Add/ Accept & Open Next next to continue adding/modifying notes. 5. Click Save on the toolbar to save the employee s notes. Usual Weekly Scheduled Hours CONTEXT: The usual weekly scheduled hours are used to calculate the amount of FMLA leave an employee has taken. This information is recorded on the Usual Weekly Scheduled Hours tab of the Employees form

107 Employees Usual Weekly Scheduled Hours The number of hours and effective date must have values entered in order to save an employee usual weekly scheduled hours record. To add or modify a usual weekly scheduled hours record for an employee: TASK: 1. Click the Usual Weekly Scheduled Hours tab. 2. Click Add or highlight an existing Usual Weekly Scheduled Hours record in the grid and click Open to view or modify it. STEP RESULT: The Employee Usual Weekly Scheduled Hours form will open in a pop-up window. 3. Enter or select the following information as required: Number Of Hours Effective Date The number of hours the employe is scheduled to work in a given week. The date this number of regularly scheduled hours went in to effect. If the employee s usual number of hours changes, enter a new entry with a new effective date instead of modifying the existing one. 4. When finished, click Accept to close the pop-up window and accept the values

108 Employees Employee Leave 5. Then, click Save. STEP RESULT: The employee usual weekly scheduled hours record was saved to the database along with the employee s record. Employee Leave CONTEXT: The Employee Leave tab of the Employee form contains a reverse reference grid to the Employee Leave Tracking transactions. The grid only shows the employee leave records associated with the employee record currently open. You can view the details of the employee s employee leave record as well as add new employee leave records for the employee. However, you cannot delete an employee leave record through the Employee form. You must do this through the Employee Leave Tracking transaction grid itself. Note: At a minimum, users must have security permissions to read/view employee leave to view this information from the Employee Leave tab of the Employee form. To add, view or modify an employee leave record for an employee from the Employee form: TASK: 1. Click the Employee Leave tab

109 2. Click Add or highlight an existing Employee Leave record in the grid and click Employees Employee Leave Open to view or modify it. Click Filters to select different columns or to search for a specific employee leave record for this employee. STEP RESULT: The Employee Leave form will open in a pop-up window with the employee data property set to the current employee. 3. Complete the employee leave information as appropriate to this employee. 4. When finished, click Save & Close. STEP RESULT: The employee leave record was saved to the database and the window closed

110 Employees Employee Injuries Employee Injuries CONTEXT: The Employee Injuries tab of the Employee form contains a reverse reference grid to the Employee Injuries transactions. The grid only shows the employee injury records associated with the employee record currently open. You can view the details of the employee s employee injury record as well as add new employee injury records for the employee. However, you cannot delete an employee injury record through the Employee form. You must do this through the Employee Injuries transaction grid itself. Note: At a minimum, users must have security permissions to read/view employee injuries to view this information from the Employee Injuries tab of the Employee form. To add, view or modify an employee injury for an employee from the Employee form: TASK: 1. Click the Employee Injuries tab. 2. Click Add or highlight an existing Employee Injury record in the grid and click Open to view or modify it. Click Filters to select different columns or to search for a specific employee injury record for this employee

111 Employees Employee Reports STEP RESULT: The Employee Injury form will open in a pop-up window with the employee data property set to the current employee. 3. Complete the employee injury information as appropriate to this employee. Refer to Employee Injuries in the Human Resources Guide for details. 4. When finished, click Save & Close. STEP RESULT: The employee injury record was saved to the database and the window closed. Employee Reports There are many built-in or standard reports and report layouts for employees. These reports and layouts are described in the table below

112 Employees Employee Reports For information on running reports or creating your own employee reports, refer to The Report Wizard Guide available by logging in to our support website ( Report Employee 1 Employee 2 Employee 3 Employee 4 Employee Address Labels Avery Inches X 1 Inch Employee Address Labels Avery Contains This Information Employee code, sort name, hire date, last rehire date, work status, group, manager, director, primary job title, active and years employed Employee code, sort name, address 1, address 2, city, state, zip code, phone numbers and descriptions 1-3, work status, group and manager Employee code, sort name, hire date, last rehire date, work status, cost center, manager, active, primary job title and years employed. Employee code, sort name, race, sex, birth date, veteran status, disable status, primary job title, manager, cost center and group Employee full name, address 1, address 2, city, state and zip code Employee full name, address 1, address 2, city, state and zip

113 Employees Employee Reports Report Inches X.5 Inch code Employee Address Labels Avery /3 Inch X 1.75 Inches Employee Addresses Employee Benefit Census Employee Billing Provider Information Employee Birthdays and Anniversaries Employee Birthdays This Month Employee COBRA Dependents By Employee Employee Contact Directory Employee Dates Contains This Information Employee full name, address 1, address 2, city, state and zip code Employee code, full name, address 1, address 2, city, state and zip code Employee code, sort name, address, birth date, SSN, sex, primary job title, pay rate 1, last hire/rehire date, deduction breakout, current, MTD maximum QTD maximum, YTD maximum, start date, stop date, declined date and insurance amount Employee code, sort name, provider ID 1, provider ID 2, SSN and active Employee code, sort name, address 1, address 2, city, state and zip code, birth date, anniversary date, original hire date, last rehire date, group, manager and director Employee full name and birth date for a given month Employee code and sort name, dependent name, relationship, birth date and sex. Employee code, sort name, address 1, address 2, city, state and zip code, phone numbers and descriptions 1-3, addresses and descriptions 1-3, manager and work status Employee code, sort name, manager, group, work status, birth date, hire date, rehire date, physical date, full-time date, last evaluation date, TB test date, chext x-ray date, CPR date, first aid date and term date Employee Deductions By Employee Employee code and sort name, deduction type breakout, current number, effective date and active. Employee Dependents By Employee Employee Detailed Employee Disciplinary Incidents Employee Disciplinary Incidents By Employee Employee Disciplinary Incidents By Employee code, sort name, dependent first name, last name, relationship, birth date, full-time student, included in health plan. All employee information Employee code, sort name, group, manager, director and all disciplinary records including disciplinary reason, begin date, end date, disciplinary level and points Employee code and sort name, disciplinary reason, begin date, end date, disciplinary level, points Employee code and sort name, disciplinary reason, begin date,

114 Employees Employee Reports Report Level Employee Disciplinary Incidents By Reason Employee Disciplinary Incident Listing Contains This Information end date, disciplinary level, points Employee code and sort name, disciplinary reason, begin date, end date, disciplinary level, points Employee code and sort name, disciplinary reason, begin date, end date, disciplinary level, points Employee Documents By Employee Employee code and sort name, document type, date, and description Employee Drivers Employee Education By Employee Employee EFTs By Employee Employee code, sort name, SSN, birth date, driver s license number, state, expiration date, eligibility and check date; insurance proof and expiration date, group and manager Employee code and sort name, school attended, education level, degree, and graduation date Employee code, sort name, sequence, account type, DFI, account number and amount Employee Evaluations By Employee Employee code and sort name, date due, date completed, review type, evaluator and rating Employee Evaluations By Review Type Employee Inservices Employee Internal Distribution Labels Employee Job Titles By Employee Employee Job Titles By Job Title Employee Missing HR Training Employee Notes By Employee Employee Pay Rates Employee Percentage Allocations By Employee Review type, employee code and sort name, date due, date completed, evaluator and rating Employee code, sort name and training records including course, course date, credit hours, certified and certification expiration Employee code, sort name and group Employee code and sort name, job title code and description, primary, FTE, default pay level and EEOC code and description Job title code and description, employee code and sort name, primary, FTE, default pay level, and EEOC code and description Employee code, sort name, address 1, address 2, city, state, zip code, phone numbers and descriptions 1-3, addresses and descriptions 1-3, work status and manager Employee code and sort name, date, note type and description Employee code, sort name, address 1 and 2, city, state, zip code, birth date, hire date, last rehire date, phone numbers and descriptions 1-3, SSN, work status, pay rate 1, group, manager and primary job title Employee code, sort name, cost center, job title, percentage

115 Employees Employee Reports Report Employee Personal Contacts Employee Personal Contacts By Employee Employee Personal Contacts With Notification Reasons Contains This Information Employee code, sort name, contact first name, last name, relationship, phone number, emergency, and active Employee code and sort name, first name, last name, phone 1 and emergency contact Employee code and sort name, first name, last name, phone 1, emergency contact and notification reasons Employee Phone Numbers Employee code, sort name, phone numbers and descriptions 1-3, Employee Professional License Employee Properties Listing Employee Properties By Property Type Employee Properties By Employee Employee PTO Groups By Employee Employee Requirement Groups By Employee Employee Social Security Numbers Employee Special Taxes By Employee Employee Staff Contact Info Employee Terminated Active Employee Termination 1 Employee Termination 2 Employee Terminations and New Hires Employee HR Training By Course Employee code, sort name, license number, renewal date, group, manager, director and primary job title Employee code and sort name, property type, issue date, serial number, model number and returned date Employee code and sort name, property type, issue date, serial number, model number and returned date Employee code and sort name, property type, issue date, serial number, model number and returned date Employee code and sort name, eligibility date, PTO group, active and current PTO balance Employee code and sort name, requirement group code and description, and active Employee code, sort name, Social Security number and active. Employee code, sort name, tax, active Employee sort name, phone number, cell phone number and address Employee code, sort name, work status and most recent termination date for employees marked active with a termination date greater than the most recent hire/rehire date Employee code, sort name, hire date, last rehire date, last term date, reason, voluntary, eligible for rehire, work status, group, manager, director and years employed Employee code, sort name, hire date, last rehire date, last term date, reason, voluntary, eligible for rehire, work status, cost center, group, manager, director and years employed Employee code, sort name, last hire/rehire date, last term date, work status, termination reason, primary job title and group Employee code and sort name, course, course date, credit

116 Employees EEO1 Reports Report Contains This Information hours, certified, expiration date Employee HR Training By Employee Employee code and sort name, course, course date, credit hours, certified, expiration date Employee HR Training Employee Usual Weekly Scheduled Hours Employee Wage Defaults By Employee EEO1 Reports Employee code, sort name and training records including course, course date, credit hours, certified and certification expiration Employee code, sort name, effective date, number of hours Employee code, sort name, cost center, job title, wage type, base pay rate, hour/amount Agencies are required to report to the government a count of the number of active employees that are employed at their agency by EEOC job category, race and sex. This report returns those counts. To run these reports launch the Report Wizard from the Human Resources Module. The EEO1 advanced report contains special properties that are described below

117 Employees Years Of Service Report Special Property EEOC Race Sex Count Description This is a lookup data property that references the EEOC Codes setup list This is a lookup data property that references the Races setup list Male, Female or Unknown The number of active employees that have that EEOC, race and sex based on the employee s primary, active job title The job category is determined by the grouping code of the EEOC code assigned to the employee s primary job title and the race category is determined by the race category of the race assigned to the employee. For information on running reports or creating your own reports, refer to The Report Wizard Guide available by logging in to our support website. Years Of Service Report An employee can be hired and terminated multiple times. The Years of Service advanced report attempts to determine the start and end date of each span that an employee has worked, so that the total length of an employee s service can be calculated. To run these reports launch the Report Wizard from the Human Resources Module. The Years Of Service advanced report contains special properties that are described below

118 Employees Years Of Service Report Special Property Employee Hired Description This is a lookup that references the employee list. Any data property of the employee can be included on the report layout. The employee s hire date, rehire 1 date, rehire 2 date or rehire 3 date. These dates will be listed in the chronological order, if the employee has more that one on these dates. Terminated The date the employee terminated employment (Termination Date 1, 2 or 3) (if he or she is no longer employed). These dates will be listed in the chronological order, if the employee has more that one on these dates. Years Service Employee Total Years Service This calculates the length in years (up to 3 decimal places) of the time span from the hired date to the terminated date if the terminated date is on or after the hired date (for those no longer employed) or to the compare date entered (for those still employed) This is a sum of the employee s years service. For example, if the employee was hired, terminated and rehired, he or she will have two years service totals. These two totals will be added together to determine the total years of service for that employee. The table below describes the standard report that is built-in to the Human Resources Module for the Years Of Service advanced report. You must enter a compare date to run this report

119 Employees Years Of Service Report Report Years Of Service Contains This Information Employee code and sort name, manager, default cost center, primary job title, work status, hired date, terminated date, years service and employee total years service For information on running reports or creating your own reports, refer to The Report Wizard Guide available by logging in to our support website

120

121 Chapter 4: Employee Injuries Employee Injuries transaction grid lets you track information about injuries that occur to your employees while on the job. You can use employee injury records to track the OSHA reportable information along with additional information such as treatment information and workers compensation. Employee injuries are transactions. When you select Employee Injuries from the Navigation Pane or the Human Resources menu, the Employee Injuries transaction grid will appear in a new window tab. From the Employee Injuries grid, you can select the filters you want to use to search for specific records, as well as the columns of information that appear in the grid. For details on filtering and using grids, refer to The Basics Guide. When you open an existing employee injury record or add a new one, the Employee Injury form itself will open in a new window tab. In addition to accessing employee injuries through the transaction grid, you can also open and add employee injuries for a particular employee through the employee injury reverse reference grid found on the Employee form. The standard Employee Injury form is the default form that comes with the Human Resources Module and is what is documented. Your agency may have customized this form to meet your agency s particular needs. If so, your system administrator will need to make it the default form for your database. Refer to the System Administration Guide for details

122 Chapter 4: Employee Injuries Entering Employee Injuries Entering Employee Injuries CONTEXT: The employees a require valid values in order to save the employee injury record. In addition, your agency may have customized employee injuries to require additional values. To enter a new or modify an existing employee injury record: TASK: 1. Open the Employee Injuries transaction grid by doing one of the following: Choose Employee Management > Human Resources > Employee Injuries

123 Chapter 4: Employee Injuries Entering Employee Injuries Click the Human Resources module group on the navigation pane and then click Employee Injuries

124 Chapter 4: Employee Injuries Entering Employee Injuries STEP RESULTS: The Employee Injuries transaction grid will open in a new window tab. 2. Click Add to create a new employee injury record or highlight an existing record and click Open view or edit it

125 STEP RESULTS: The Employee Injury form will open in a new window tab. Chapter 4: Employee Injuries Main Information 3. Complete the information as appropriate to the employee injury. Make sure you at least enter values for the required data properties. For details on the other data properties, refer to the section of this guide related to the tab you are on. 4. When finished, click Save on the toolbar to save the employee injury record to the database. Main Information PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view their codes and descriptions/sort names: CONTEXT: Body Parts Employees Injury And Illness Types Enter background or general information about the employee injury on the Main tab of the Employee Injury form

126 Chapter 4: Employee Injuries Main Information TASK: 1. Click the Main tab of the Employee Injury form. 2. Complete the information on the Main tab as appropriate to this employee injury. Employee Case Number Date Of Injury Time Of Injury HR Notified Injury/Illness Injury Type The code of the employee involved in the injury. The employee s Primary Job Title will automatically appear as the Job Title on the OSHA Information tab. This is a read-only data property. The case number will automatically be assigned to this employee injury when you save the record. Your system administrator needs to configure this code to automatically increment through System Configuration. For details on setting a data property to auto-increment, refer to the System Administration Guide. The date the injury occurred. The time the injury occurred. The date that the Human Resources Department was notified about the injury. Injury or Illness The code of the type of injury that occurred, for example, cut, broken bone, etc

127 Chapter 4: Employee Injuries OSHA Information Injury Type Notes Description Of Accident Body Part Affected Object Causing Injury Location Where Injury Occurred On Company Premises Task Employee Engaged In Cause Or Contributing Event Witness Witness Phone Number Person Notified Safeguards Provided Safeguards Used Safeguards Time Arrived At Work Date Returned To Work Employee Died Any notes or comments associated with the injury type. A description of the accident or injury that occurred. The code of the body part that was injured. The object that caused the injury (up to 40 characters). A description of the location where the injury or accident happened. This injury occurred on company property. A description of what the employee was doing when the injury occurred. A description of what may have caused or contributed to the injury. The name of any person that witnessed or saw the injury occur. A phone number where the witness can be reached, if needed. The name of any person that was notified of the employee s injury such as his or her emergency contact. Safeguards were provided to the employee to prevent injury. The employee was using the provided safeguards when this injury occurred. A description of the safeguard provided/used (up to 40 characters). The time the employee arrived for work the day the injury occurred. The date the employee went back to work after the injury. The employee died as a result of this injury. 3. Click Save. STEP RESULTS: The main information was saved to the employee injury record. OSHA Information PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: Job Titles (Payroll)

128 Chapter 4: Employee Injuries OSHA Information CONTEXT: Enter OSHA 300 reportable information about the employee injury on the OSHA Information tab of the Employee Injury form. TASK: 1. Click the OSHA Information tab. 2. Complete the information on the OSHA Information tab as appropriate to this employee injury. OSHA Recordable Job Title OSHA Injury/Illness This injury is an OSHA recordable injury and should appear in the OSHA 300 reports. The code of this employee s job title when this injury occurred. The Job Title will automatically default to the selected employee s primary job title. The type of OSHA-defined injury or illness: Injury, Skin Disorder, Respiratory Condition, Poisoning, Hearing Loss or Other. Injury Results The result of the injury: Days Away From Work, Remained at Work - Job Transfer, Remained At Work - Other or Death. Restricted Duty Notes Any notes or comments related to the employee s restricted duties. 3. Click Save. STEP RESULTS: The OSHA 300 information was saved to the employee injury record

129 Chapter 4: Employee Injuries Treatment Information Treatment Information PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view their codes and sort names: CONTEXT: Physicians Hospitals And Clinics Enter treatment information about the employee injury on the Treatment tab. TASK: 1. Click the Treatment tab of the Employee Injury form. 2. Complete the information on the Treatment tab as appropriate to this employee injury. In-House Treatment First Aid Emergency Room The employee received in-house treatment for this injury. The employee received first aid for this injury. The employee received treatment for this injury at the emergency room

130 Chapter 4: Employee Injuries Workers Compensation Information Out Patient Hospitalized First Aid Date Administered By Description Physician Visit Date Physician Specialty Physician Treatment Hospital/Clinic Visit Date Hospital/Clinic Contact Hospital/Clinic Treatment Stay (Days) The employee received out-patient treatment for this injury. The employee was admitted to the hospital as a result of this injury. If First Aid is selected, the date the employee received first aid for this injury. If First Aid is selected, the name of the person who gave the employee first aid for this injury (up to 40 characters). If First Aid is selected, a description of the type of first aid the employee received for this injury (up to 40 characters). The date the employee saw a physician for this injury. The code of the physician who treated the employee for this injury. The physician s area of specialty (up to 40 characters). A description of the treatment the employee received from this physician for this injury (up to 40 characters). The date the employee went to the hospital/clinic for treatment of this injury. The code of the hospital/clinic where this employee received treatment. The name of a contact person at the treating hospital/clinic (up to 40 characters). A description of the treatment the employee received at this hospital/clinic for this injury (up to 40 characters). The number of days this employee was hospitalized. 3. Click Save. STEP RESULTS: The treatment information was saved to the employee injury record. Workers Compensation Information CONTEXT: Enter any worker s compensation information about the employee injury on the Workers Compensation tab of the Employee Injury form. TASK: 1. Click the Workers Compensation tab

131 Chapter 4: Employee Injuries Prevention Notes 2. Complete the information on the Workers Compensation tab as appropriate to this employee injury. Workers Comp Claim Number Date Filed Date Closed Days Of Work Missed Days Of Restricted Duty Wages Lost The claim number assigned by Workers Compensation (up to 20 characters). The date the claim for this injury was filed with Workers Compensation. The date the workers compensation claim was closed for this injury. The number of days the employee missed work as a result of this injury. The number of days the employee was on restricted or alternate duty as a result of this injury. The amount of wages the employee lost as a result of this injury. 3. Click Save. STEP RESULTS: The workers compensation information was saved to the employee injury record. Prevention Notes CONTEXT: Enter any information about how the employee injury could have been prevented or how similar accident can be prevented in the future on the Prevention Notes tab of the Employee Injury form. TASK: 1. Click the Prevention Notes tab

132 Chapter 4: Employee Injuries Injury Notes 2. Complete the information on the Prevention Notes tab as appropriate to this employee injury. Employee Opinion On Preventing This Accident Supervisor Opinion On Preventing This Accident Employee Opinion On Preventing Similar Accidents Supervisor Opinion On Preventing Similar Accidents The employee s opinion of how his or her accident could have been prevented. The employee s supervisor s opinion of how the employee s accident could have been prevented. The employee s opinion of how to prevent similar accidents. The employee s supervisor s opinion of how to prevent similar accidents. 3. Click Save. Injury Notes STEP RESULTS: The prevention information was saved to the employee injury record. PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: CONTEXT: Note Types Create a notes record for any miscellaneous information, comments or notes about the employee s injury from the Injury Notes tab of the Employee Injury form. The date, description and note type must have values entered in order to save an employee notes record. To add or modify a notes record for an employee injury record:

133 Chapter 4: Employee Injuries Injury Notes TASK: 1. Click the Notes tab. 2. Click Add or highlight an existing note record in the grid and click Open to view or modify it. STEP RESULTS: The Injury Note form will open in a pop-up window. 3. Enter or select the following information as required: Date Note Type The date this note was entered. The code of the type of note entered. Description A short description about the note or a subject line (up to 40 characters)

134 Chapter 4: Employee Injuries Injury Documents Active Notes If this is an active or current note for this employee injury. The details or main body of the note. 4. When finished, click Accept to close the pop-up window and accept the values. 5. Then, click Save. STEP RESULTS: The note record was saved to the database along with the employee injury record. Injury Documents PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: CONTEXT: Document Types You can upload any electronic documents associated with an employee s injury from the Injury Documents tab of the Employee Injury form. You can view, print or save the document at any time. TASK: 1. Click the Injury Documents tab. 2. Click Add or highlight an existing document record in the grid and click Open to view or modify it

135 STEP RESULTS: The Injury Document form will open in a pop-up window. Chapter 4: Employee Injuries Employee Injury Reports 3. Complete the following information as appropriate: Date Description Type File Active The date the file was created or added to the record. A description of the document s contents (up to 40 characters). The code of the document s type. The file that you want to associate with the record and store in the database. Click the binoculars icon to browse for the document file on your computer. Once you save the employee injury record, you can delete the original document from your computer as a copy is now stored in the database. This is an active or current document. 4. When finished, click Accept to close the pop-up window and accept the values. 5. Click Save. STEP RESULTS: The document record was saved to the database along with the employee injury record. Employee Injury Reports The Human Resources Module has several built-in or standard reports and report layouts for employee injuries. These reports and layouts are described in the table below

136 Chapter 4: Employee Injuries Employee Injury Reports For information on running reports or creating your own employee injury reports, refer to The Report Wizard Guide available by logging in to our support website ( Note: The OSHA 300A Form report is available under Advanced Reports and requires special security permissions to run. Report HR Employee Injuries By Employee HR OSHA 300 Log HR OSHA Form 300A Contains This Information Employee code and sort name, case number, date of injury, cause or contributing event, Date returned to work and description of the accident Case number, employee name, job title, date of injury, location where injury occurred, description of the accident, injury result, days missed, days restricted and injury/illness type. This report contain sthespecial properties listed below. This information is calculated based on the employee injuries that have been entered for the selected date range. Total Number of Deaths Total Number of Cases with Days Away from Work Total Number of Cases with Job Transfer or Restriction

137 Chapter 4: Employee Injuries Employee Injury Reports Report Contains This Information Total Number of Other Recordable Cases Total Number of Days Away from Work Total Number of Days of Job Transfer or Restriction Total Number of Injuries Total Number of Skin Disorders Total Number of Respiratory Conditions Total Number of Poisonings Total Number of Hearing Loss Total Number of All Other Illnesses Annual Average Number of Employees HR OSHA Form 301 Total Hours Worked By All Employees Last Year (Note - this number can only be calculated if your agency is also using Payroll). Employee full name, address, city, state, zip code, date of birth, date hired, sex, physician name, treatment facility name and address, treated in ER, employee hospitalized, case number, date of injury, time arrived at work, time of event, task employee engaged in, description of accident, injury type, body part, injury type notes, object causing injury, cause or contributing event and date of death

138

139 Chapter 5: Employee Leave Tracking The Employee Leave Tracking transaction grid allows you to track and manage an employee s unpaid leave. Employee Leave Tracking gives you the ability to determine if an employee has FMLA time remaining or not. In addition, the FMLA Notice of Eligibility and Rights and Designation of Notice forms can be generated directly from Integrated Software Series. When you select Employee Leave from the Navigation Pane or the Human Resources menu, the Employee Leave Tracking transaction grid will appear in a new window tab. From the Employee Leave Tracking grid. You can select the filters you want to use to search for specific records, as well as the columns of information that appear in the grid. For details on filtering and using grids, refer to The Basics Guide

140 Chapter 5: Employee Leave Tracking When you open an existing employee leave record or add a new one, the Employee Leave form itself will open in a new window tab. In addition to accessing employee leave through the transaction grid, you can also open and add employee leave for a particular employee through the employee leave reverse reference grid found on the Employee form. The standard Employee Leave form is the default form that comes with the Human Resources Module and is what is documented. Your agency may have customized this form to meet your agency s particular needs. If so, your system administrator will need to make it the default form for your database. Refer to the System Administration Guide for details

141 Chapter 5: Employee Leave Tracking Entering Employee Leave Entering Employee Leave CONTEXT: The employee requires a valid value in order to save the employee leave record. In addition, your agency may have customized employee leave tracking to require additional values. To enter a new or modify an existing employee leave record: TASK: 1. Open the Employee Leave Tracking transaction grid by doing one of the following: Choose Employee Management > Human Resources > Employee Leave. Click the Human Resources module group on the navigation pane and

142 Chapter 5: Employee Leave Tracking Entering Employee Leave then click Employee Leave. STEP RESULTS: The Employee Leave Tracking transaction grid will open in a new window tab. 2. Click Add to create a new employee leave record or highlight an existing record and click Open view or edit it

143 Chapter 5: Employee Leave Tracking Main Tab Information STEP RESULTS: The Employee Leave form will open in a new window tab. 3. Complete the information as appropriate to the employee leave. Make sure you at least enter values for the required data properties. For details on the other data properties, refer to the section of this guide related to the tab you are on. 4. When finished, click Save on the toolbar to save the employee leave record to the database. Main Tab Information PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view their codes and descriptions/sort names: CONTEXT: Employees Non-FMLA Leave Types Enter the background or general information about the employee leave on the Main tab of the Employee Leave data-entry form. TASK: 1. Click the Main tab of the Employee Leave form

144 Chapter 5: Employee Leave Tracking Main Tab Information 2. Complete the information on the Main tab as appropriate to this employee leave. Employee Leave Type Currently On Leave Date Request Received Leave Description Employer Rep Notified Required/Approved By Estimated Begin Date Estimated End Date Actual Begin Date The code of the employee requesting/taking leave. The type of leave being taken: FMLA, FMLA Military Exigency, FMLA Military Caregiver or Non-FMLA. The type of leave selected will determine which form tabs and data properties are visible. If the employee is currently on leave for reporting purposes only. If Currently On Leave is selected, the Actual Begin Date is required. If Currently On Leave is not Selected and an Actual Begin Date has been entered, then the Actual End Date is required. The date that Human Resources received the employee s request to take leave. A description of reason why leave is being taken/requested. The code of the employee that received the request for leave. The date the leave was required or approved by The date the employee thinks his or her leave will begin. The date the employee thinks his or her leave will end. This date must be on or after the estimated begin date. The actual date the employee s leave began

145 Chapter 5: Employee Leave Tracking FMLA Eligibility Information Actual End Date Date Returned To Work Non-FMLA Leave Amount Of Leave Taken Non-FMLA Leave Frequency Non-FMLA Leave Type The date the employee actually ended. This date must be on or after the actual begin date. This date must be completed if the Currently On Leave check box is not selected. Otherwise, it will be disabled. The date the employee went back to work after the leave. If the Leave Type selected is Non-FMLA, the actual amount of leave the employee took. If the Leave Type selected is Non-FMLA, the frequency of the amount of leave taken in: Hours, Days, Weeks or Months If the Leave Type selected is Non-FMLA, the code of the non- FMLA leave type, such as administrative leave, unpaid personal leave, etc. 3. Click Save. STEP RESULTS: The main information was saved to the employee leave record. FMLA Eligibility Information PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: CONTEXT: Employees FMLA Poster Locations If the Leave Type selected is FMLA, FMLA Military Exigency or FMLA Military Caregiver, enter the FMLA eligibility information on the FMLA Eligibility tab of the Employee Leave form. TASK: 1. Click the FMLA Eligibility tab

146 Chapter 5: Employee Leave Tracking FMLA Eligibility Information 2. Complete the information as appropriate to this employee leave request. FMLA Leave Reason Eligibility Status Ineligibility Reason Family Member Name Relationship Serious Health Condition Key Employee The reason the employee is requesting/taking FMLA leave: The birth of a child, or placement of a child with you for adoption or foster care, employee s own serious health condition, employee needs to care for a family member with a serious health condition, family member called to or on active duty, family member of covered service member injury/illness The status of the employee s eligibility for this request: Eligible, Not Eligible, Pending If the Eligibility Status is Not Eligible, select the reason why: Unknown, Employee Did Not Work 12 Months of service requirement, Employee Did Not Work 1,250 Hours worked requirement, Employee Does Not Work a Site with more than 50 Employees within 75 Miles The name of the family member being cared for, if applicable (up to 40 characters). The relationship the employee has with the family member being cared for: Self, Spouse, Child, Parent, Next of Kin A description of the serious health condition. If this employee is a key employee as defined by the FMLA. As key

147 Paid Leave Required Additional Info Required By Additional Information Type Additional Info Received Other Information Needed Description Arrange Health Benefits Payments HR Contact Status Report Required Status Report Frequency Chapter 5: Employee Leave Tracking FMLA Eligibility Information employee, restoration to employment may be denied following FMLA leave on the grounds that such restoration will cause substantial and grievous economic injury to the company. Employee is required to take available paid sick, vacation or other leave during the FMLA absence. The employee will receive paid leave and the leave will also be considered protected FMLA leave and will count against the employee s FMLA entitlement. The date that the employee must return additional information back to the company to determine if the request is qualifies for FMLA leave. This date must be at a minimum 15 calendar dates from the date the employee receives the Notice of Eligibility and Rights & Responsibilities The type of information the employee must provide to allow the company to determine if the leave request qualifies for FMLA leave: None, Certification Supporting Request (Certification Form Enclosed), Certification Support Request (No Form Enclosed), Documentation Establishing Family Relationship, Other Information Needed The date the employee provided the additional information requested. If the Additional Information Type is Other Information Needed, enter a description of what information the employee must provide. The employee must contact the company to make his or her share of the premium payments on health insurance to maintain health benefits while the employee is on leave. The code of the employee that the employee should contact with questions regarding the FMLA leave. The employee must provide periodic reports to the company regarding his or her status and intent to return to work. If Status Report Required is selected, enter the number and select a frequency (Hours, Days, Weeks, Months) that the status report must be submitted. FMLA Poster Location The code of the location of the FMLA poster for this employee. FMLA Military Commenced On Leave Calculated Based On The employee has a right to 26 weeks of unpaid leave in a single 12- month period to care for a covered service member with a serious injury or illness. If this is the case, for the FMLA leave, enter the date this single 12-month period began. The method the company uses to calculate the 12-month period for FMLA leave: Calendar Year, Fixed Year, 12-month Period measured

148 Chapter 5: Employee Leave Tracking Notice Of Eligibility And Rights & Responsibilities forward from first FMLA leave usage, or a rolling 12-month period measured backward from the date of any FMLA leave usage. FMLA Fixed Leave Year Based On If the Leave Calculated Based On is Fixed Year, enter a description of what the fixed year is based on. 3. Click Save. STEP RESULTS: The FMLA eligibility information was saved to the employee leave record. Notice Of Eligibility And Rights & Responsibilities PREREQUISITES: Before you begin, you will want to complete the information on the FMLA Eligibility tab and save the record. CONTEXT: If the Leave Type selected is FMLA, FMLA Military Exigency or FMLA Military Caregiver, you can quickly review and print the U.S. Department of Labor Notice of Eligibility and Rights and Responsibilities form for the employee from the FMLA Eligibility And Rights Notice tab of the Employee Leave form. Click the FMLA Eligibility And Rights Notice tab. STEP RESULTS: The read-only Notice of Eligibility and Rights & Responsibilities for the current employee leave request appears. If this is a new employee leave record,

149 Chapter 5: Employee Leave Tracking FMLA Approval Information this tab will be blank. Additionally if you make any changes to the leave information, make sure you save to refresh the contents of the form. FMLA Approval Information CONTEXT: If the Leave Type selected is FMLA, FMLA Military Exigency or FMLA Military Caregiver, enter the FMLA approval information on the FMLA Approval tab of the Employee Leave form. TASK: 1. Click the FMLA Approval tab. 2. Complete the information as appropriate to this employee leave request. Approval Status FMLA Leave Type Anticipated Amount Of FMLA The status of the employee s approval for this request: Approved, Not Approved, Additional Information Needed, Second Or Third Opinion, FMLA Does Not Apply, FMLA Exhausted in 12-Month Period The type of FMLA being taken: Continuous, Intermittent or Reduced Schedule The number and frequency (hours, day, weeks or months) of the amount of leave to be taken

150 Chapter 5: Employee Leave Tracking FMLA Approval Information Fitness For Duty Certification Unscheduled Leave Job Functions Sick Hours Vacation Hours Other Hours Total Amount of Paid Leave Additional Approval Information Required By If the employee needs to have fitness for duty certification prior to returning to work. If this leave will be unscheduled. If the employee s job functions will be attache to the FMLA Designation Notice. Enter the number of sick hours the employee is required to take and/or has requested to take as part of this FMLA leave request. The total will be calculated. The hours will still need to be entered into payroll in order to pay the employee. Enter the number of vacation hours the employee is required to take and/or has requested to take as part of this FMLA leave request. The total will be calculated. The hours will still need to be entered into payroll in order to pay the employee. Enter the number of other PTO hours the employee is required to take and/or has requested to take as part of this FMLA leave request. The total will be calculated. The hours will still need to be entered into payroll in order to pay the employee. This is the total amount of paid leave that will be taken and is a read-only calculation. If the Approval Status is Additional Information Needed, enter the date that the employee must return additional certification information back to the company to determine if the request is eligible for FMLA leave. Additional Information Description If the Approval Status is Additional Information Needed, enter a description of what additional information the employee must provide. Additional Info Received Re-certification Received On Re-certification Next Due Date 3. Click Save. The date the employee provided the additional information requested. The date re-certification information was received. The date re-certification information is due. STEP RESULTS: The FMLA approval information was saved to the employee leave record

151 Chapter 5: Employee Leave Tracking FMLA Designation Notice FMLA Designation Notice PREREQUISITES: Before you begin, you will want to complete the information on the FMLA Approval tab and save the record. CONTEXT: If the Leave Type selected is FMLA, FMLA Military Exigency or FMLA Military Caregiver, you can quickly review and print the U.S. Department of Labor Designation Notice form for the employee from the FMLA Designation Notice tab of the Employee Leave form. Click the FMLA Designation Notice tab. STEP RESULTS: The read-only Designation Notice for the current employee leave request appears. If this is a new employee leave record, this tab will be blank. Additionally if you make any changes to the leave information, make sure you save to refresh the contents of the form. FMLA Leave Taken PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: Employees

152 Chapter 5: Employee Leave Tracking FMLA Leave Taken CONTEXT: If the Leave Type selected is FMLA, FMLA Military Exigency or FMLA Military Caregiver, enter the information about the actual FMLA leave that was taken for the current request on the FMLA Leave Taken tab of the Employee Leave form. TASK: 1. Click the FMLA Leave Taken tab. 2. Click Add or highlight an existing one in the grid and click Open to view or modify it. STEP RESULTS: The Leave Taken form will open in a pop-up window

153 3. Complete the following information as appropriate: Chapter 5: Employee Leave Tracking Leave Documents Reduced Schedule Begin Date/Time End Date/Time Reason Description Hours Taken Weeks Taken Usual Scheduled Hours Per Week Hours Reduced Per Week Weeks On Reduced Schedule Approved By FMLA Leave If the employee is working on a reduced scheduled. The Hours Reduced Per Week and Weeks On Reduced Schedule data properties will be active. The date/time the leave began. The date/time the leave ended. A description of the reason for the leave. Such as a doctor s appointment. The number of hours the employee was gone. The number of weeks the employee was gone. If Reduced Schedule is selected, this will display the number of hours the employee is normally scheduled to work per week. This is a read-only value that displays the number of hours schedule per week in the employee record. You will see a warning message if the employee record is missing this information and the employee is on a reduced schedule. If Reduced Schedule is selected, the number of hours the employee s workload is reduced by per week. If Reduced Schedule is selected, the number of weeks the employee will be working a reduced schedule. The code of the employee that has approved the leave. The total amount of FMLA leave taken will be calculated based on the values entered in the number of hours and number of weeks taken. 4. When finished, click Accept to close the pop-up window and accept the values. STEP RESULTS: The Total FMLA Weeks Used calculated value will be updated to reflect the total number of weeks the employee has taken for this leave request. 5. Click Save. STEP RESULTS: The FMLA leave taken record was saved to the database along with the employee leave record. Leave Documents PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: Document Types

154 Chapter 5: Employee Leave Tracking Leave Documents CONTEXT: You can upload any electronic documents associated with an employee s leave from the Documents tab of the Employee Leave form. You can view, print or save the document at any time. TASK: 1. Click the Documents tab. 2. Click Add or highlight an existing document record in the grid and click Open to view or modify it. STEP RESULTS: The Leave Document form will open in a pop-up window. 3. Complete the following information as appropriate: Date Description Type File Active The date the file was created or added to the record. A description of the document s contents (up to 40 characters). The code of the document s type. The file that you want to associate with the record and store in the database. Click the binoculars icon to browse for the document file on your computer. Once you save the employee leave record, you can delete the original document from your computer as a copy is now stored in the database. This is an active or current document. 4. When finished, click Accept to close the pop-up window and accept the values

155 Chapter 5: Employee Leave Tracking Leave Notes 5. Click Save. Leave Notes STEP RESULTS: The document record was saved to the database along with the employee leave record. PREREQUISITES: Before you begin, you may want to verify the following setup list is complete and that users have security permissions to read/view its code and description: CONTEXT: Note Types Create a notes record for any miscellaneous information, comments or notes about the employee leave from the Notes tab of the Employee Leave form. The date, description and note type must have values entered in order to save an employee notes record. To add or modify a notes record for an employee leave record: TASK: 1. Click the Notes tab. 2. Click Add or highlight an existing note record in the grid and click Open to view or modify it

156 Chapter 5: Employee Leave Tracking Checking FMLA Eligibility/PTO Balances STEP RESULTS: The Leave Note form will open in a pop-up window. 3. Enter or select the following information as required: Date Note Type Description Active Notes The date this note was entered. The code of the type of note entered. A short description about the note or a subject line (up to 40 characters). If this is an active or current note for this employee. The details or main body of the note. 4. When finished, click Accept to close the pop-up window and accept the values. 5. Then, click Save. STEP RESULTS: The note record was saved to the database along with the employee leave record. Checking FMLA Eligibility/PTO Balances CONTEXT: As you are completing an employee leave record you can run a report to quickly determine if the employee is eligible for FMLA as well as determine how much paid time off the employee has remaining

157 Chapter 5: Employee Leave Tracking Checking FMLA Eligibility/PTO Balances TASK: 1. Find and open the employee leave record you want to check. 2. Select Check FMLA Eligibility/PTO from the Processes toolbar menu. STEP RESULTS: The Report Wizard will open in a pop-up window. 3. Select the standard report and click Run Report or create and run your own report. STEP RESULTS: The standard report contains the number of hours the employee has worked, his or her last hire/rehire date and his or her PTO balances

158 Chapter 5: Employee Leave Tracking Employee Leave Tracking Reports Employee Leave Tracking Reports The Human Resources Module has several built-in or standard reports and report layouts for employee leave. These reports and layouts are described in the table below. Report HR Check FMLA Eligibility/PTO Balances HR Non-FMLA Leave Report HR FMLA Notice Of Eligibility And Rights HR FMLA Leave Report HR FMLA Designation Notice Contains This Information Employee code and sort name, hours worked in the last 12 months, last hire/rehire date, PTO group and current PTO balance Employee code and sort name, non-fmla leave type, leave description, actual begin date, actual end date, non-fmla amount of leave and non- FMLA leave frequency The FMLA Notice Of Eligibility and Right from the U.S. Department of Labor Employee code and sort name, eligibility status, approval status, FMLA leave type, total FMLA taken The FMLA Designation Notice from the U.S. Department of Labor

159 Chapter 5: Employee Leave Tracking Employee Leave Tracking Reports For information on running reports or creating your own employee injury reports, refer to The Report Wizard Guide available by logging in to our support website (

160

161 Chapter 6: Human Resources Setup Human Resources has a set of standard setup lists related to employees, applicants and employee injuries. As an agency you will need to populate each of these lists by creating records in them that pertain to your agency s particular needs. Your agency may also have created or had Solana create custom Human Resources setup lists specific to your agency. This document only describes the standard Human Resources setup lists. Note: You will need to make sure that the users in your agency that are adding and/or modifying employee, applicant and employee injury records have at least security permissions to read/view the codes and descriptions of the various setup list records. In addition to the standard setup lists found under the Human Resources Setup menu, Human Resources also uses these setup lists found in other modules. Human Resources Module users also will need security permissions to view/read the codes and descriptions/sort names of these lists as well: Countries (System Administration: Tools > Setup) Deduction Types (Payroll) Disposable Income Calculation Types (Payroll) Descriptions (System Administration: Tools > Setup) Job Titles (Payroll) No Attendance Reasons (Employee Requirements) Non-Payroll Benefit Types (Payroll) Payroll Groups (Payroll) Phone Descriptions (System Administration: Tools > Setup) Paid Time Off Groups (Payroll) Taxes (Payroll) Wage Types (Payroll) Refer to the System Administration Guide for details on setting up security permissions

162 Chapter 6: Human Resources Setup Applied For Positions Applied For Positions CONTEXT: Applied for positions are assigned to an applicant s application records. The applied for position is a broad category for the various positions at your agency such as direct care or administrative. To enter a new or modify an applied for position record: TASK: 1. Choose Employee Management > Human Resources > Setup > Applicant > Applied For Positions. STEP RESULTS: The Applied For Position form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: Code ) on the toolbar and press Enter to view or A unique code for the applied for position (up to 12 alpha or numeric characters). Description A meaningful description of the applied for position (up to 40 characters). Active 4. When finished, click Save. The applied for position will appear as a choice in lookups. STEP RESULTS: The applied for position record was saved to the database. Application Statuses CONTEXT: Application statuses are assigned to applicant records to describe the status of the application such as pending, open, hired, potential, or rejected. To enter a new or modify an application status record:

163 Chapter 6: Human Resources Setup Benefit Types TASK: 1. Choose Employee Management > Human Resources > Setup > Applicant > Application Statuses. STEP RESULTS: The Application Status form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the application status (up to 12 alpha or numeric characters). A meaningful description of the application status (up to 40 characters). This application status should appear as a choice in lookups. 4. When finished, click Save. Benefit Types CONTEXT: STEP RESULTS: The application status record was saved to the database. Benefit types are assigned to employee records to describe the type of benefit plan the employee is enrolled in such as single, family, waived, etc. To enter a new or modify a benefit type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > Benefit Types. STEP RESULTS: The Benefit Type form will open in a new window tab

164 Chapter 6: Human Resources Setup Body Parts 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: Code ) on the toolbar and press Enter to view or A unique code for the benefit type (up to 12 alpha or numeric characters). Description A meaningful description of the benefit type (up to 40 characters). Active 4. When finished, click Save. Body Parts CONTEXT: This benefit type should appear as a choice in lookups. STEP RESULTS: The benefit type record was saved to the database. Body parts are assigned to employee injury records to describe the part of the employee s body that was injured, such as arm or leg. To enter a new or modify a body part record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employee Injuries > Body Parts. STEP RESULTS: The Body Part form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. ) on the toolbar and press Enter to view or

165 Chapter 6: Human Resources Setup Counties 3. Complete the following information: Code Description Active A unique code for the body part (up to 12 alpha or numeric characters). A meaningful description of the body part (up to 40 characters). This body part should appear as a choice in lookups. Counties CONTEXT: 4. When finished, click Save. STEP RESULTS: The body part record was saved to the database. Counties are assigned to employee records. The county is the county where the employee resides and is used for reporting purposes. To enter a new or modify a county record: TASK: 1. Choose Employee Management > Human Resources > Setup > Demographics > Counties. STEP RESULTS: The County form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the county (up to 12 alpha or numeric characters). A meaningful description of the county (up to 40 characters). This county should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The county record was saved to the database

166 Chapter 6: Human Resources Setup Directors Directors CONTEXT: Directors are assigned to employee records for sorting and reporting purposes To enter a new or modify a director record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > Directors. STEP RESULTS: The Director form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active Address A unique code for the director (up to 12 alpha or numeric characters). A meaningful description of the director (up to 40 characters). This director should appear as a choice in lookups. The address of the director (up to 60 characters). You can use this address to send the director reports from the Report Wizard (for details see the Report Wizard Guide). 4. When finished, click Save. STEP RESULTS: The director record was saved to the database. Disciplinary Levels CONTEXT: Disciplinary levels are assigned to employee disciplinary incident records to categorize the type of disciplinary action it was such as verbal warning, written warning, suspension, etc. To enter a new or modify a disciplinary level record:

167 Chapter 6: Human Resources Setup Disciplinary Reasons TASK: 1. Choose Employee Management > Human Resources > Setup > Discipline > Disciplinary Levels. STEP RESULTS: The Disciplinary Level form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the disciplinary level (up to 12 alpha or numeric characters). A meaningful description of the disciplinary level (up to 40 characters). This disciplinary level should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The disciplinary level record was saved to the database. Disciplinary Reasons CONTEXT: Disciplinary reasons are assigned to employee disciplinary incident records. Disciplinary reasons describe the reason for disciplinary action such as absenteeism, tardiness, insubordination, abuse, harassment, etc. To enter a new or modify a disciplinary reason record: TASK: 1. Choose Employee Management > Human Resources > Setup > Discipline > Disciplinary Reasons. STEP RESULTS: The Disciplinary Reason form will open in a new window tab

168 Chapter 6: Human Resources Setup Document Types 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: ) on the toolbar and press Enter to view or Code Description Active A unique code for the disciplinary reason (up to 12 alpha or numeric characters). A meaningful description of the disciplinary reason (up to 40 characters). This disciplinary reason should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The disciplinary reason record was saved to the database. Document Types CONTEXT: Document types are assigned to employee and applicant document child records to describe the type of document that is attached such as dependent, insurance, disciplinary, resume, etc. To enter a new or modify a document type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > Document Types. STEP RESULTS: The Document Type form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the document type (up to 12 alpha or numeric characters). A meaningful description of the document type (up to 40 characters). This document type should appear as a choice in lookups

169 4. When finished, click Save. STEP RESULTS: The document type record was saved to the database. Education Levels CONTEXT: Chapter 6: Human Resources Setup Education Levels Education levels are assigned to employee and applicant education records. Education levels describe the level of education attained, GED, high school diploma, associate s degree, bachelor s degree, master s degree, etc. To enter a new or modify an education level record: TASK: 1. Choose Employee Management > Human Resources > Setup > Education and Training > Education Levels. STEP RESULTS: The Education Level form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the education level (up to 12 alpha or numeric characters). A meaningful description of the education level (up to 40 characters). This education level should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The education level record was saved to the database. EEOC Codes CONTEXT: EEOC codes are assigned to job title records and are used for reporting. To enter a new or modify an EEOC code record:

170 Chapter 6: Human Resources Setup Evaluation Ratings TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > EEOC Codes. STEP RESULTS: The EEOC Codes form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active Grouping Code A unique code for the EEOC code (up to 12 alpha or numeric characters). A meaningful description of the EEOC code (up to 40 characters). This EEOC code should appear as a choice in lookups. A number that you can use to group similar EEOC codes together for EEO1 reporting purposes. 4. When finished, click Save. STEP RESULTS: The EEOC code record was saved to the database. Evaluation Ratings CONTEXT: Evaluation ratings are assigned to employee evaluation records. The evaluation ratings can be used to describe the outcome of the employee s review such as exceeds expectations, meets expectations or needs improvement. To enter a new or modify an evaluation rating record: TASK: 1. Choose Employee Management > Human Resources > Setup > Evaluations > Evaluation Ratings

171 Chapter 6: Human Resources Setup Evaluators STEP RESULTS: The Evaluation Rating form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the evaluation rating (up to 12 alpha or numeric characters). A meaningful description of the evaluation rating (up to 40 characters). This evaluation rating should appear as a choice in lookups. 4. When finished, click Save. Evaluators CONTEXT: STEP RESULTS: The evaluation rating record was saved to the database. Evaluators are assigned to employee evaluation records. The evaluator is the person who conducted the evaluation such as manager, peer, customer etc. To enter a new or modify an evaluator record: TASK: 1. Choose Employee Management > Human Resources > Setup > Evaluations > Evaluators. STEP RESULTS: The Evaluator form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. ) on the toolbar and press Enter to view or

172 Chapter 6: Human Resources Setup FMLA Poster Locations 3. Complete the following information: Code Description Active A unique code for the evaluator (up to 12 alpha or numeric characters). A meaningful description of the evaluator (up to 40 characters). This evaluator should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The evaluator record was saved to the database. FMLA Poster Locations CONTEXT: FMLA poster locations are assigned to employee leave records. FMLA poster locations are indicated in the FMLA Eligibility and Rights Notice to let employee know where they can find FMLA information. To enter a new or modify a FMLA poster location record: TASK: 1. Choose Employee Management > Human Resources > Setup > Leave > FMLA Poster Locations. STEP RESULTS: The FMLA Poster Locations form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: Code ) on the toolbar and press Enter to view or A unique code for the FMLA poster location (up to 12 alpha or numeric characters). Description A meaningful description of the FMLA poster location (up to 40 characters). Active 4. When finished, click Save. This FMLA poster location should appear as a choice in lookups. STEP RESULTS: The FMLA poster location record was saved to the database

173 Chapter 6: Human Resources Setup Non-FMLA Leave Types Non-FMLA Leave Types CONTEXT: Non-FMLA leave types are assigned to employee leave records. Non-FMLA leave types are used to categorize the reasons why an employee is taking non-fmla leave such as personal leave, administrative leave, etc. To enter a new or modify a Non-FMLA leave type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Leave > Non-FMLA Leave Types. STEP RESULTS: The Non-FMLA Leave Type form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: Code ) on the toolbar and press Enter to view or A unique code for the non-fmla leave type (up to 12 alpha or numeric characters). Description A meaningful description of the non-fmla leave type (up to 40 characters). Active 4. When finished, click Save. Grade Levels CONTEXT: This non-fmla leave type should appear as a choice in lookups. STEP RESULTS: The non-fmla leave type record was saved to the database. Grade levels are assigned to job title records to describe the minimum, mid-level and maximum pay ranges. To enter a new or modify a grade level record:

174 Chapter 6: Human Resources Setup Groups TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > Grade Levels. STEP RESULTS: The Grade Level form will open in a new window tab. Groups CONTEXT: 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: Code ) on the toolbar and press Enter to view or A unique code for the grade level (up to 12 alpha or numeric characters). Description A meaningful description of the grade level (up to 40 characters). Active Minimum Hourly Wage Mid-Level Hourly Wage Maximum Hourly Wage 4. When finished, click Save. This grade level should appear as a choice in lookups. The minimum hourly wage an employee with this grade level would be paid. The mid-level hourly wage an employee with this grade level would be paid. The maximum hourly wage an employee with this grade level would be paid. STEP RESULTS: The grade level record was saved to the database. Groups are assigned to employee records for sorting and reporting purposes. To enter a new or modify a group record:

175 Chapter 6: Human Resources Setup Hospitals And Clinics TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > Groups. STEP RESULTS: The Group form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active Address A unique code for the group (up to 12 alpha or numeric characters). A meaningful description of the group (up to 40 characters). This group should appear as a choice in lookups. The address of the group (up to 60 characters). You can use this address to send the group reports from the Report Wizard (for details see the Report Wizard Guide). 4. When finished, click Save. STEP RESULTS: The group record was saved to the database. Hospitals And Clinics PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view the codes and descriptions of them: CONTEXT: Descriptions (System Administration (Tools > Setup)) Phone Descriptions (System Administration (Tools > Setup)) Hospitals and clinics are assigned to employee injury records. To enter a new or modify a hospital/clinic record:

176 Chapter 6: Human Resources Setup Hospitals And Clinics TASK: 1. Choose Employee Management > Human Resources > Setup > Employee Injuries > Hospitals/Clinics. STEP RESULTS: The Hospital/Clinic form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Active Full Name Sort Name Address 1 and Address 2 City State Zip Code A unique code or short description for the hospital/clinic (up to 12 alpha or numeric characters). This hospital/clinic should appear as a choice in lookups. The name of the hospital/clinic (up to 40 characters). The name of the hospital/clinic as you want it to appear in alphabetical lists (up to 40 characters). The street address of the hospital/clinic (up to 40 characters each line). The name of the city where this hospital/clinic is located (up to 20 characters). The state where this hospital/clinic is located. The zip code of the city where the hospital/clinic is located (up

177 Chapter 6: Human Resources Setup I-9 Document Types Phone Information Information to 10 characters). Up to three phone numbers (up to 25 characters each) and the code of the related description of the phone number such as, Work, Home, Fax for the hospital/clinic. Up to three addresses (up to 60 characters each) and the code of the related description of the address such as, Work or Home for the hospital/clinic. 4. When finished, click Save. STEP RESULTS: The hospital/clinic record was saved to the database. I-9 Document Types CONTEXT: I-9 document types are assigned to employee records to describe the type of I-9 document presented such as birth certificate, passport, etc. To enter a new or modify an I-9 document type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > I-9 Document Types. STEP RESULTS: The I-9 Document Type form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: Code ) on the toolbar and press Enter to view or A unique code for the I-9 document type (up to 12 alpha or numeric characters). Description A meaningful description of the I-9 document type (up to 40 characters). Active This I-9 document type should appear as a choice in lookups

178 Chapter 6: Human Resources Setup Injury And Illness Types 4. When finished, click Save. STEP RESULTS: The I-9 document record was saved to the database. Injury And Illness Types CONTEXT: Injury and illness types are assigned to employee injury records to describe the type of injury or illness the employee suffered, such as broken bone, head injury, cut, etc. To enter a new or modify an injury/illness type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employee Injuries > Injury/Illness Types. STEP RESULTS: The Injury/Illness Type form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the injury/illness (up to 12 alpha or numeric characters). A meaningful description of the injury/illness (up to 40 characters). This injury/illness should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The injury/illness record was saved to the database. Employee Managers CONTEXT: Managers are assigned to employee records for sorting and reporting purposes. To enter a new or modify a manager record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employment

179 Information > Managers. STEP RESULTS: The Manager form will open in a new window tab. Chapter 6: Human Resources Setup Note Types 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active Address A unique code for the manager (up to 12 alpha or numeric characters). A meaningful description of the manager (up to 40 characters). This manager should appear as a choice in lookups. The address of the manager (up to 60 characters). You can use this address to send the manager reports from the Report Wizard (for details see the Report Wizard Guide). 4. When finished, click Save. STEP RESULTS: The manager record was saved to the database. Note Types CONTEXT: Note types are assigned to employee notes records to describe or categorize the note. To enter a new or modify a note type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > Note Types. STEP RESULTS: The Note Type form will open in a new window tab

180 Chapter 6: Human Resources Setup Notification Types 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: ) on the toolbar and press Enter to view or Code Description Active A unique code for the note type (up to 12 alpha or numeric characters). A meaningful description of the note type (up to 40 characters). This note type should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The note type record was saved to the database. Notification Types CONTEXT: Notification types are assigned to employee personal contact records. The notification types can be used to categorize when or why a personal contact should be contacted. To enter a new or modify a notification type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Personal Contacts > Notification Types. STEP RESULTS: The Notification Type form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: Code ) on the toolbar and press Enter to view or A unique code for the notification type (up to 12 alpha or numeric characters). Description A meaningful description of the notification type (up to

181 Chapter 6: Human Resources Setup Physicians characters). Active This notification type should appear as a choice in lookups and lists. 4. When finished, click Save. Physicians STEP RESULTS: The notification type record was saved to the database. PREREQUISITES: Before you begin, you may want to verify the following setup lists are complete and that users have security permissions to read/view to the codes and descriptions of them: CONTEXT: Descriptions (System Administration (Tools > Setup)) Phone Descriptions (System Administration (Tools > Setup)) Physicians are assigned to employee injury records. To enter a new or modify a physician record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employee Injuries > Physicians. STEP RESULTS: The Physician form will open in a new window tab

182 Chapter 6: Human Resources Setup Property Types 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: ) on the toolbar and press Enter to view or Code A unique code or short description for the physician (up to 12 alpha or numeric characters). Active First Name Middle Name Last Name Address 1 and Address 2 City State Zip Code Phone Information Information 4. When finished, click Save. This physician should appear as a choice in lookup references. The first name of the physician (up to 20 characters). The middle name or initial of the physician (up to 20 characters). The last name of the physician (up to 20 characters) The street address of the physician s office (up to 40 characters each line). The name of the city where this physician s office is located (up to 20 characters). The state where this physician s office is located. The zip code of the city where the physician s office is located (up to 10 characters). Up to three phone numbers (up to 25 characters each) and the code of the related description of the phone number such as, work, home, fax for the physician s office. Up to three addresses (up to 60 characters each) and the code of the related description of the address such as, work or home for the physician. STEP RESULTS: The physician record was saved to the database. Property Types CONTEXT: Property types are assigned to employee property records to describe or categorize the company property assigned to the employee. To enter a new or modify a property type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Employment Information > Property Types

183 Chapter 6: Human Resources Setup Races STEP RESULTS: The Property Type form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the property type (up to 12 alpha or numeric characters). A meaningful description of the property type (up to 40 characters). This property type should appear as a choice in lookups. Races CONTEXT: 4. When finished, click Save. STEP RESULTS: The property type record was saved to the database. Races are assigned to employee and applicant records to describe an employee s or an applicant s race or ethnicity for EEOC reporting purposes. To enter a new or modify a race record: TASK: 1. Choose Employee Management > Human Resources > Setup > Demographics > Races. STEP RESULTS: The Race form will open in a new window tab

184 Chapter 6: Human Resources Setup Recruitment Sources 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. 3. Complete the following information: ) on the toolbar and press Enter to view or Code Description Active Grouping Code A unique code for the race (up to 12 alpha or numeric characters). A meaningful description of the race (up to 40 characters). This race should appear as a choice in lookups. A number that you can use to group similar races together for EEO1 reporting purposes. 4. When finished, click Save. STEP RESULTS: The race record was saved to the database. Recruitment Sources CONTEXT: Recruitment sources are assigned to an applicant s application records as well as to employee records to describe how the person found out about the position, such as newspaper, Internet, employee referral, etc. To enter a new or modify a recruitment source record: TASK: 1. Choose Employee Management > Human Resources > Setup > Applicant > Recruitment Sources. STEP RESULTS: The Recruitment Source form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( modify the selected record. ) on the toolbar and press Enter to view or

185 Chapter 6: Human Resources Setup Regions Regions CONTEXT: 3. Complete the following information: Code A unique code for the recruitment source (up to 12 alpha or numeric characters). Description A meaningful description of the recruitment source (up to 40 characters). Active 4. When finished, click Save. This recruitment source should appear as a choice in lookups. STEP RESULTS: The recruitment source record was saved to the database. Regions are assigned to employee records on the Demographics tab of the standard Employee form for reporting purposes. To enter a new or modify a region record: TASK: 1. Choose Employee Management > Human Resources > Setup > Demographics > Regions. STEP RESULTS: The Region form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Code Description Active A unique code for the region (up to 12 alpha or numeric characters). A meaningful description of the region (up to 40 characters). This region should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The region record was saved to the database

186 Chapter 6: Human Resources Setup Relationships Relationships CONTEXT: Relationships are assigned to both employee personal contact and dependent records. Relationships are used to describe how the person is related to the employee such as spouse, child, dependent, etc. To enter a new or modify a relationship record: TASK: 1. Choose Employee Management > Human Resources > Setup > Personal Contacts > Relationships. STEP RESULTS: The Relationship form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup ( ) on the toolbar and press Enter to view or modify the selected record. 3. Complete the following information: Description Active A meaningful description of the relationship (up to 40 characters). This relationship should appear as a choice in lookups. 4. When finished, click Save. STEP RESULTS: The relationship record was saved to the database. Review Types CONTEXT: Review types are assigned to employee evaluation records. The review type describes the type of evaluation conducted such as 90-day, annual, quarterly, customer, etc. To enter a new or modify a review type record: TASK: 1. Choose Employee Management > Human Resources > Setup > Evaluations > Review Types