PROCESSING A NEW HIRE

Transcription

1 Purpose The (electronic Personnel Action Form) tab provides an online system for processing personnel actions (e.g.: hiring actions, separation actions, etc.). Menu Path is located on its own tab within the Firefly business portal. You must have the tab assigned to you in order to access it. Contact your Human Resources Department for more information. Helpful Hints is located on its own tab within the Firefly business portal. You must have the tab assigned to you in order to access it. Contact your Human Resources Department for more information. When viewing a field definition table, use the following guidelines for reading the R/O/C column: R = Required O = Optional C = Conditional Procedure 1. Log into Firefly and click on the tab. 2. Click the button. 3. The Electronic PAF Processing main screen will appear. Copyright University of Nebraska Board of Regents 1

2 4. Leave the action on the default option:. 5. Enter the required Employee Information. Field Name R/O/C Description Start PayDate R Enter the date the hiring action is in effect, usually the first day the employee is available for pay. Social Security Number R Enter the new hire s nine-digit social security number Primary Position R Enter the primary position number for a hire action. If an error occurs, be sure the number was entered correctly and/or the position has been created in Org Management. Residence Status R Select either Citizen or Non-Resident alien 6. Click on. 7. The Processing page will appear. Note: the top section (with white background) is partially filled in. You cannot add or change anything in these fields. Once you enter the employee s information and click on, the blank fields with automatically populate. Note: At any point hereafter, you can select if needed. Copyright University of Nebraska Board of Regents 2

3 8. Fill in the required (indicated with *) and optional fields. Field Name R/O/C Description Personal Data First Name R Enter the employee s first name. Middle Initial O Enter the employee s middle initial. Last Name R Enter the employee s last name. Last Name at Birth O Enter the employee s last name at birth. If same as Last Name, leave blank. Birth Date R Enter the employee s date of birth. Gender R Click the appropriate gender from the dropdown menu. Nationality R Choosing Non-resident in the Residence Status field from the first screen opens up the Nationality field for selection from the dropdown box. If you chose Citizen it will auto-populate as USA. Military R If applicable, select an option from the dropdown menu. Otherwise, leave as default Not Applicable. Veteran Status R If applicable, select an option from the dropdown menu. Otherwise, leave as default Non-Veteran. Discharge Date C If applicable, enter the discharge date. Ethnicity R Select an option from the dropdown menu. Race R Select an option from the dropdown menu. Disability Date C If applicable, enter the disability date. Employment Data First Work Date R Enter the date you expect the employee to begin their employment. Univ. Service Date C Used for computing benefit eligibility. Adjusted for breaks in service. I9 Date R The completion date of the Employment Eligibility Verification document. Leave Accrual Date C Date when sick leave and vacation begin accruing. Copyright University of Nebraska Board of Regents 3

4 Employment % R Based on work rule. Most correlate with contract (length). Contract R Enter based on employee s terms of employment. Leave Plan R Select leave plan for employee leave accrual. Benefits % R Select appropriate benefits percent. everify Date O The date which the I-9 employment documents are electronically verified against Federal databases through the E-Verify process. Make Positive Time O If applicable, overrides the default salary time management status and will cause the employee s time record to be reported in order to be pay. W4 Tax Information Filing Status R Indicates employee s filing status for tax purposes. Allowance R Indicates number of allowances claimed by the employee. Paycheck Information Payment Method R Indicates payment method. Example: 1 (payroll check) or 2 (payroll direct deposit) Bank ID O Indicates bank transit number. This number stores name and contact information for banks the University conducts business with. Account O Indicates the employee s bank account number. Checking/Savings O Indicates account type. Example: 01 (checking) or 02 (savings) Pay Distribution R Indicates where the pay advice will be delivered. Education Date O Enter the graduation date of the degree. Education Est. O Enter the level of education (e.g.: high school, university & college, etc. Institution O Enter the name of the college or university. Certificate O Enter the degree earned (e.g.: BA Bachelor of Arts) Terminal Degree O Select Terminal Degree if the educational entry designates a terminal degree. Terminal degree is defined by the Campus Academic offices and indicates the highest obtainable degree within the discipline. Unique Degree O If applicable, enter a unique degree code. 9. You can also add a Comment to the form by clicking on the button. A pop up box will appear. Enter the desired comment and click on. 10. Once all the information has been added, click on. 11. The Address and Organizational sections will appear. Copyright University of Nebraska Board of Regents 4

5 12. The menu buttons allow different actions on this screen: Button Action Taken You can return to the previous screen if needed. You will need to save your information. You cancel the process at any time. Nothing will be saved. Add comments for Approvers if needed. You can attach documents as a PDF. These might include offer or acceptance letters. You can save as a draft, which will allow you to return at a later date to complete the. Sends an notification to the work address of any employees who are identified as approvers for this position hire. To add an attachment, click on. Copyright University of Nebraska Board of Regents 5

6 Browse to find the attachment. Click on. Click the (checkbox) if you want the attachment to be available for the Approver(s). Click on OK. The button now indicates an attachment has been added: Address 13. On the Permanent Address tab, fill in the required fields (indicated with *), as well as the optional fields. 14. Click on the Current tab. You can click the checkbox to auto-fill if the information is the Same as Permanent Address. Copyright University of Nebraska Board of Regents 6

7 15. Click on the Emergency tab. Enter the optional information. 16. Click on the Work tab. Enter the required and optional information. Organizational 17. Enter the required information on the Paid Appointments tab. Field Name R/O/C Description Start Date R Enter the date the hiring action is in effect, usually the first day the employee is available for pay. End Date R Enter last date of appointment. If ongoing appointment, use 12/31/9999 Staffing % R Include all positions with percentage in relations to 100%. Budgeted Salary R A subset of an employee group used to identify types of employees and payment groupings. FTE% R Enter the budgeted salary for the position. 18. If applicable, click on the Unpaid Appointments tab and enter the appropriate information. a. Unpaid positions do not have relationships in the organizational unit and are not assigned a specific position number. This is to maintain specific information on employees with nonpaying appointments. 19. Click on the Cost Distribution tab. Copyright University of Nebraska Board of Regents 7

8 Enter the required information: Field Name R/O/C Description Cost Center/WBS R Indicates cost center/wbs element used to fund the employee s pay and benefit costs. Position R Indicated employee s position number Wage Type R Indicates wage type associated with the cost center/wbs element. Pay Rate R For salaried employees: indicates the monthly amount to be distributed to each applicable cost center by position. For hourly paid employees: indicates the hourly rate for the position. Cost Distribution % R Indicates what percent of the employee s pay and benefits are attributed to the position. Optional: Enter the default travel cost center if different that the cost center associated with the employee s primary organizational unit shown on infotype 0001: 20. Once all the information has been entered, you can either: a. Click on to save the information. b. Click on to send the request for approval. 21. s created within the past 6 months will be listed in the History section on the main screen. Accessing Saved s If you have saved an, it will be listed in the History section on the main screen. Copyright University of Nebraska Board of Regents 8

9 To change the, click on on the row of the employee name. A pop up message will appear. Click on. Continue adding or making changes to the. When completed, you can either save or submit to approver. Approval Process Approvers can approve or reject the hire. Also, a hire action can be returned for changes. Status of the hire can be tracked on the first page of the hiring screen in the History section. The number of approvers required and the number of approvers approved are shown by clicking through the Status link. Copyright University of Nebraska Board of Regents 9

10 After approval, the hire data is available in the administrative system. The new employee personnel record will not available for payroll until the payroll department has reviewed and released the personnel record for payroll processing. Result You have completed this transaction. Updated 8/11/2016 Copyright University of Nebraska Board of Regents 10