Employee Add Setup Option
Employee Add Setup is an option in the Human Resources profile for selecting and configuring the pages used in the add employee process. This option helps you:
Determine which pages are used in the add process and the order in which they appear.
Designate pages as Required. These pages must be completed to add an employee to your database.
Assign roles to pages to group them according to the person using them. Standard roles include Payroll and Personnel. Others can be defined in the Role Setup table in Human Resources.
You must have the proper security resources to access this page.
Menu Path
From the System Administration menu, select Administration. From the Profiles menu, select Human Resources Profile.
Pending Employee Center
The add process allows users to save an employee record after saving only the Base Employee Information page. In this case, the system designates the employee as Pending, and the additional pages can be completed in the Pending Employee Center.
Pending employees can be paid and accrue leave, as long as pages tied to these functions are completed.
General Setup Considerations
Consider the following when you set up pages using the Employee Add Setup option.
Sequence for Employee Pages
Pages can be set up in any order, with two exceptions:
The Base Employee Information page must always be the first page in the add process.
The Pay Rates page should be completed before the Deductions and Leave Bank pages.
There may be other criteria for determining the order used in your system, such as your policies, the responsibilities of users, how departments are structured, and general workflow and record-keeping considerations.
Omit Employee Pages
The Employee Add Setup Screen page's Type column determines two things:
The selection in a page's Type field specifies the user's role in accessing the page. For example, if a user's only role is Payroll, the user cannot access pages designated as Personnel.
If a page's Type field is left blank, then the page does not display in either the add process or Pending Employee Center. However, the page will be accessible when changing an employee's records on the Employee Information detail page.
If you are responsible for setting up the page order, do not omit any pages required for processing an employee's pay. These include Payroll, Pay Rates, Leave Banks, Deductions, and Personnel Information. The Base Employee Information page is also referenced during pay runs, but this page cannot be omitted.
Default Deduction and Leave Codes
During the add process, deduction and leave bank information defaults to employee records based on the employee's primary pay rate Job Class code. Since the primary rate and its class are defined in the Pay Rates page, this page must be completed before the Deductions and Leave Banks pages.
The system adds the default codes during the add or pending employee process. It cannot default deductions and leave until the primary rate record is added.
Failing to Complete Certain Pages
An employee's pending status cannot be removed until all pages designated as Required are completed. If you end the add process before completing these pages, the system displays a notification indicating that the employee is designated as pending and that the additional pages must be completed in the Pending Employee Center. However, a pending employee can be paid and accrue leave, provided the necessary pages have been completed.
Users can terminate the add process anytime after completing the Base Employee Information page. This might be necessary, for example, if all the information needed is not immediately available or if you do not have the time to complete the full sequence of pages.
If a user does not have the roles or security resources for accessing certain required pages, then the user cannot complete the entire add process, and the employee is designated as pending.
Delete Pending Employees
If you add an employee and want to delete all the records you have completed for this employee, click Cancel on the current page. After exiting the add process, you can use the Pending Employee Center's Delete Pending Employee option to delete the employee's records, which deletes all the data entered, including the Employee Number and Social Security Number. You must run the entire add process to re-enter the employee's information.