Human Resources - Initial Procedures

Before you can create employee records and perform other procedure in the Human Resources System, you need to set up the system's Payroll and Personnel tables. The records in these tables are assigned to employees as described in the next section, Payroll Database Procedures. In addition, the settings in your Human Resources Profile should be completed, and security levels should be established for all personnel using the system.

1. Confirm that your Human Resources Profile is set up in System Administration. The Profile record, which is initially completed during installation and training, includes the following settings:
   
   • Transaction Date, Client Name, System Title, and Company Name
   • The PowerSchool ERP Systems your organization has installed:
     Payroll
     Personnel
     Position Control
     Benefits
     Applicant Tracking
     Fund Accounting
   • Default titles for certain fields that display in Human Resources pages and reports.

   • Local System Options, including the following:

     Attendance Entry	Pay Code Dropdown List
     Disable Auto Dock	Net Pay Charging
     Worker's Compensation Charging	Default SSN
     Create Vendor Payments	SSN Masking Method
     Summer Pay Fiscal Year Accruals	Pay Journal Sort Order
     EEO Report Default	Net Pay Account
     Employee Security Zone	Rate & Position History
     Auto Assign Employee	Auto Assign Applicant
     Employee Start Number	Applicant Start Number
     Employee Increment	Applicant Increment

   • Selection and order of pages for adding a new employee
   • Employer information for federal and state reporting
   • State retirement information
   • Availability of the Additional Salary/Duty page in creating pay rates
   • Leave accrual setting
   • Rounding dollar amounts in calculating pay rates
   • Direct deposit information, including email voucher settings
   • Pay check printing options
   • Setting for calculating deductions before additional withholdings
   • Settings for dock arrears
   • Pay code for charging retro pay
   • Setting for taking withholdings on non-primary job classes
   • Setting for child support allocations
   • Customer site code
2. Confirm that you and other users have the required security resources for accessing the appropriate options and viewing confidential information, such as Social Security and bank account numbers.
   For more information on system security, refer to your system administrator.

3. Set up your Payroll, Personnel, and Education tables using the Human Resources > Reference Tables options. These tables store information used in payroll processing, personnel record-keeping, and the add and change employee processes.
   Payroll Tables
   

   Additional Duty Codes	FIPS Codes
   Bank Codes	Group Life Insurance
   Calendars	Job Classes
   Check Reconciliation File Format	Leave Codes
   Deductions	Local Tax Codes
   Departments	Pay Codes
   EIC Codes	Position Types
   Federal Tax Codes	Salary Schedules
   FICA Tax Codes	State Tax Codes

   Personnel Tables 

   Assignment Codes	Qualification Methods
   Bargaining Units	Qualification Statuses
   Certification Areas	Race Codes
   Certification Types	Requirement Codes
   Credential Codes	Situation Types
   Employee Types	Status Codes
   Job Skills	Suffix Codes
   License Types	Termination Codes
   Locations	User Defined Codes
   Other Interests	Workers' Compensation Codes
   Qualification Codes

   Education Tables 

   Continuing Ed Class Types	Course Term Codes
   Continuing Ed Cost Types	Course Topic Areas
   Continuing Ed Course Status Codes	Degree Levels
   Continuing Ed Course User-Defined Labels	Degree Schools
   Course Category Codes	Degree Subject Type
   Course Credit Types	Degree Subjects
   Course Proficiency Codes	Degrees

   Add Employee Process Tables 

   Role Setup

   User Setup

   You may also need to set up tables for Applicant Tracking and Time Entry, depending on the modules you are using.
   For information on creating, maintaining, and printing table records, refer to Maintain Reference Table Records.

4. In the Fund Accounting System, verify that the Organization Chart, Account List, Project List (if used), and appropriate ledgers are set up.
5. Set up direct deposits for employees. Use the Deduction table to create Direct Deposit records and Create Bank Prenote option to prepare and confirm data for each bank, including the one handling your payroll funds.
6. Use the Human Resources > Periodic Routines > Year End > W2 Processing and 1099-R Processing options to enter information required in payroll processing for generating W2 and 1099-R forms at year end.
7. If you use Time Entry, you need to set up the Time Entry Profile and Time Entry reference tables. You also must enter certain settings in the Pay Code and Leave tables and set up employee records for Time Entry.

Note

If your account structure needs to be changed in accordance with the Every Student Succeeds Act (ESSA), refer to the PowerSchool ERP Human Resources and Payroll Every Student Succeeds Act Fiscal Year-End Checklist for details on updating Deduction, Pay Code, and Tax tables with new year information.