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.
- 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
- 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. 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 TablesAdditional 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.- In the Fund Accounting System, verify that the Organization Chart, Account List, Project List (if used), and appropriate ledgers are set up.
- 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.
- 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.
- 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.