The Base Employee Information page is the first in the series of pages for setting up a new employee record.
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Fields |
Description |
|---|---|
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General Section |
Contains identification information such as the employee's First and Last name, Employee ID, Social Security number, Birth date, and Previous Last name, if applicable. The section also includes the Load Applicant action button. |
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Employment Tab |
Fields for current and prior hire dates, as well as location information such as the employee's department and base (security) location. |
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Address Tab |
Fields for the employee's home and email addresses. |
Menu Path
From the Human Resources menu, select Entry and Processing. From the Employee menu, select Employee Information.
On the Employee Information page, click Add New or select a pending employee to complete a pending record.
Load Applicant Information
Click the Load Applicant button on the Base Employee Information page. This page enables you to select an applicant from the Applicant Tracking System who has been given Hired status.
Click OK to list applicants with this status, select the applicant's record, and then click OK to load the applicant's data into the appropriate pages.
Complete the applicant's information as you would for any other new employee. Refer to Personnel Activity Tracker for more information on hiring applicants.
Attach Documents
The Base Employee Information page includes an Attachments button to upload documents and attach them to the employee's record.
General Fields
This is the first section when setting up a new record.
You must enter the employee ID number before advancing to other fields unless the ID is system-generated based on the Human Resources Profile.
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Field |
Description |
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Continuous |
Checkbox for entering records for more than one employee. If selected, the page series repeats after you complete and save a record. If not selected, you return to the Employee Information search page. You cannot access this field until you enter the employee number. |
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Employee Number |
The employee’s identification (ID) number. The default (0) is reserved for vacant positions and cannot be used. If your Human Resources profile Auto Assign Employee checkbox is selected, the system assigns a sequential number as the Employee Number. |
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Social Security |
The employee’s Social Security number. The system adds the hyphens. Later, if you use the Social Security number in a query, you must enter the hyphens to ensure a match. Access to this field depends on your security resources. |
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Last Name |
The employee’s last name. |
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First Name |
The employee’s first name. |
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Middle Name |
The employee’s middle name. |
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Suffix |
The employee’s name suffix, such as JR or SR, as defined in the Suffix table. |
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Birthdate |
The employee’s birth date. This date is required to determine an employee's age for group life insurance calculations. |
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Previous Last Name |
The employee's former last name if their legal name changed because of marriage or other reasons. |
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Preferred Name |
The employee’s preferred name. |
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Release Information |
A checkbox indicating whether the employee has consented to provide certain information to third parties, either internally or externally. If the field is selected, the information may be released. |
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User Login |
Login ID if the employee uses the software. If the employee is not a system user, this field should contain the same identifying number as the Employee Number field. This field is used for Workflow. |
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SSO Identifier |
The user’s SSO identifier configured in the district’s identity provider. When a district uses Single Sign-On (SSO), populate this field for each user who requires access to Employee Access Center (EAC). The value must match the user’s configured SSO identifier. If the field is blank or does not match, the user cannot authenticate or access EAC through SSO. This requirement applies to all eFinancePlus versions that use SSO for EAC access. |
Employment Fields
Three of the five fields in this tab are required. The Original Hire field is optional, but you can still use it even if the two hiring dates are the same.
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Field |
Description |
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Hire Date |
Start date of employment. The date you enter defaults to the Leave Anniversary field on the Leave Banks page and the Date In Class field on the Job Class History page. |
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Original Hire |
Original start date for an employee who is being rehired. The hire date defaults to this field and may be used if the employee is being hired for the first time. You may enter another date if one applies. |
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Department |
The employee’s assigned department, as defined in the Department table. If the Human Resources profile Employee Security Zone field is set to Department, the department code is used to facilitate user access to employee attendance, timecard entry, and the following pay-related data: Employee Deductions, Earnings by Pay Code, Check History, and Pay Rate History. |
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Supervisor Login |
Login name of the employee's supervisor, as defined in Security's User table. Leave the field blank if the supervisor is not a system user. This field is for information purposes only. |
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Base Location |
The employee’s primary work location. These codes are defined in Security's Location Codes table in System Administration. If the Human Resources profile Employee Security Zone field is set to Location, the base location code is used to facilitate user access to employee attendance, timecard entry, and the following pay-related data: Employee Deductions, Earnings by Pay Code, Check History, and Pay Rate History. |
Address Fields
All fields in this tab are optional, but in most cases, you should complete them.
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Field |
Description |
|---|---|
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Address (Lines 1-2) |
Two fields for the employee address: the first for the street name and number, and the second for additional address information, such as a post office box or rural delivery number. |
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City |
The city where the employee resides. |
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State |
Standard two-character abbreviation for the state where the employee resides. The drop-down list includes abbreviations for all 50 states. |
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Zip Code |
Five- or nine-digit ZIP code. Enter the hyphen for a ZIP code extension, for example, 11235-8132. |
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The employee’s Internet or intranet email address, which can be the same. This address sends direct deposit vouchers and Workflow notifications to the employee. The format to follow depends on your procedures. The standard email address format is username@domain.name, for example, bobsmith@municipal.gov or davismary@school.edu. Do not use spaces to separate elements. |
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Send E-Voucher |
A checkbox indicating whether the employee should receive direct deposit pay vouchers via email. If the field is selected, a voucher will be sent to the email address in the previous field (Email) when a direct deposit is processed for the employee during a pay run. |
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Personal Email |
The employee’s personal email address, for example, bobsmith11@hotmail.com. For format information, refer to the description of the Email field. |