Database Procedures

Once your Human Resources Profile and the system's tables are set up, you can begin creating employee records. The procedures outlined in this section are used in adding staff members and changing records of existing employees.

Menu Path:  Human Resources > Entry & Processing > Employee > Employee Information

Procedural Steps

1. Use the Employee Information option to add records for new employees. The Employee Information search page's Add New item activates the Add Employee Wizard, which takes you through the following pages in sequence, depending on how your system is set up:

   Base Employee Information	Employee identification data, basic employment information, and the employee's address.
   Personnel Information	Demographic data, such as gender, seniority dates, years of service, and contact information.
   Payroll	Employee's check location, special pay records, tax information, and other payroll data.
   Pay Rates	Employee pay rate records.
   Deduction	Deduction and benefit records.
   Earnings	Previous earnings and taxes.
   State/Retirement	Data for state reporting on retirement programs.
   Leave Banks	Records for vacations, personal holidays, sick leave, and other forms of leave.
   Job Skills/ Other Interests	Job-related skills and general interests.
   Job Class History	History of the employee's job class assignments and salary increases.
   Degree Information	Educational background, including degrees and graduation dates.
   Certifications	Certifications and other credentials.
   Assignments	Information on the employee's daily assignments.
   Race\Ethnicity	Employee's race, ethnicity and EEO race code for the EEO Data report.
   Requirement Linking	Requirements for Highly Qualified Teachers.
   Credential Linking	Credentials for Highly Qualified Teachers.
   Qualification Linking	Qualifications for Highly Qualified Teachers.
   Employee Group Life Over 50K	Information for calculating additional taxes on employer-paid life insurance coverage in excess of $50,000.
   Licenses	Non-teaching licenses and other credentials.
   Continuing Education	Records for courses employees are taking or have completed.
   User-Defined Windows	Pages that have been set up for entering additional information on employees.
   Time Entry	Information for using Time Entry, which allows employees to enter timecards.

   For information on these pages, refer to the individual topics in Add Employee Records. If you use Time Entry, also refer to Time Entry Administration.

2. Use the Pending Employee Center to complete records for employees whose records were started in the wizard process but were not finished. You can access this page from the Employee Information search page by selecting an employee whose status is Add Pending.
3. Use the tabs and action items in the Employee Information detail page for changing employee records.
   
   • Generally, the page's tabs correspond to the pages used in adding an employee.
     For information, refer to Employee Information Detail Page.
   • In some cases, pages from the add process and supplementary pages are accessed using items in the following groups on the page's Action Bar: Personnel Information, Payroll Information, History, and Actions.
     For information, refer to Personnel Information Pages, Payroll Information Pages, History Pages, and Actions Pages.
   • Additional employee pages can be accessed using toolbar items in the Employee Information detail page, as well as Action buttons and Action Bar items in various employee pages.
     For information, refer to Additional Employee Payroll Pages.
4. Use the Human Resources > Periodic Routines > Periodic Processing > Effective Date Changes options to enter and schedule additions and changes to an employee's records. The information that can be posted includes pay rates, deductions, benefits, tax information, personnel data, continuing education courses, and the employee's status.
   For information, refer to Periodic Processing - Effective Date Changes.