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Personnel Information Page

Use the Personnel Information page to enter employee information.

The page is made up of three sections:

  • Personnel: Has fields for personnel data, such as the employee's gender, employment status, tenure and seniority dates, bargaining unit, and Workers' Compensation code.

  • Employment: Has two sections:

    • The General section stores the number of years the employee has worked for your organization, within your state, and in total.

    • The EEO section accepts codes related to Equal Employment Opportunity reporting.

  • Contact: Has three sections:

    • The Phone section stores the employee's home, work, and cell numbers.

    • The Emergency section accepts an emergency contact's name, home phone number, and cell phone number.

    • The Physician section accepts the name and phone number of the employee's physician.

Personnel Fields and Descriptions

Only two fields in this section are required by the system:

  • Sex at Birth or Gender: The Gender Label on this field can be edited on the Human Resources profile's Local System Options tab.

  • Part-Time Status

Field

Description

Status

Code indicating the employee's status, as defined in the Status Code table.

Sex at Birth or Gender

Employee's sex at birth. Choose from:

  • M - Male

  • F - Female

Gender Identity

Employee's gender identity. The default matches Sex at Birth. Options are defined in the Gender Identity Codes table. This field may be hidden on the Human Resources profile's Local System Options tab.

Part-Time Status

Employee's status in terms of full-time or part-time. Choose from:

  • F - Full-time

  • P - Part-time

Handicapped

Select the checkbox if the employee reports a handicap.

Last TB Test

Date of the employee's last tuberculin test.

Tenure Date

Date when the employee received or is expected to receive tenure.

Seniority Date

Date when the employee received or is expected to attain seniority.

Employee Type

Code identifying the employee's employment category, as defined in the Employee Type table.

Location

Code identifying the employee's work location, as defined in the Location table. This entry is required for EEO reporting.

Note that these location codes are not the same as those entered in the Base Location field of the Base Employee Information page. Base Location codes originate in Security's Location Codes table.

Staff State ID

Employee's ID number assigned by the state.

Bargaining Unit

Code identifying the employee's union or salary grouping code, as defined in the Bargaining Unit table.

Workers' Comp

Code identifying the employee's category regarding employer-paid insurance premiums, as defined in the Workers' Compensation table. The system uses this entry in the Workers' Comp Rate Study.

Include in Summer Accruals

Select the checkbox if the employee should be included in summer pay fiscal year accruals. This field only displays if the Summer Pay Fiscal Year Accruals field on the Human Resources Profile is set to P - Encumbrance and Personnel Flag.

Employment Fields and Descriptions

The tab's General section stores the employee's years of employment. The EEO section relates to Equal Employment Opportunity reporting. The Human Resources Profile's EEO Report Default field determines whether you can access this section.

Field

Description

Years Employed

The number of years the employee has worked for your organization. The field allows one decimal place. If you enter two decimal places for a number under 10, the system rounds the entry to the nearest tenth; for example, 9.25 rounds to 9.3. For a number greater than 10, the second decimal place is dropped; for example, 10.28 rounds to 10.2.

The system does not automatically update Years Employed.

Years in State

The number of years the employee has worked in your state. For the rules applying to decimal numbers, refer to the description for the Years Employed field.

The system does not automatically update Years in State.

Years in Total

Employee's total years of experience. For the rules applying to decimal numbers, refer to the description for the Years Employed field.

The system does not automatically update Years in Total.

EEO Reported

Selection indicating whether the employee is to be included in the EEO4 or EEO5 report. Access to this field and available selections depend on the Human Resources Profile's EEO Report Default field.

  • EEO-4 Municipalities: Available if Profile is set to 4-EEO4 or B-Both EEO4/EEO5. With the EEO-4 Municipalities selection, you must complete the EEO Category and EEO Function fields.

  • EEO-5 School Districts: Available if Profile is set to 5-EEO5 or B-Both EEO4/EEO5. With the EEO-5 School Districts selection, you must complete the EEO Category field, but you cannot access the EEO Function field.

  • Not Reported: Available with all Profile settings, except N - Not Reported, which prevents you from accessing the EEO section. With the Not Reported selection, you cannot access the EEO Category and EEO Function fields.

EEO Category

Employee's primary job assignment for EEO reporting. For information on whether this field is available, refer to the descriptions of the selections in the EEO Reported field. Also, note that the EEO Category selections depend on whether you file the EEO-4 or EEO-5 report.

EEO4 Report: Municipal and state governments. If this report applies, you must also complete the EEO Function field.

1 - Officials - Administrators
2 - Professionals
3 - Technicians
4 - Protective Service
5 - Para-professionals
6 - Administrative Support
7 - Skilled Craft
8 - Service-Maintenance

EEO5 Report: School districts. The EEO Function field does not apply to this report.

1 - Officials, Administrators, and Managers
2 - Principals
3 - Assistant Principals, Teaching
4 - Assistant Principals, Non-Teaching
5 - Elementary Classroom Teachers
6 - Secondary Classroom Teachers
7 - Other Classroom Teachers
8 - Guidance
9 - Psychological
10 - Librarians/Audio Visual Staff
11 - Consultants & Supervisors of Instruction
12 - Other Professional Staff
13 - Teacher Aides
14 - Technicians
15 - Clerical/Secretarial Staff
16 - Service Workers
17 - Skilled Crafts
18 - Laborers
20 - Part-Time Professional Instructional
21 - Part-Time All Other

EEO Function

Function code used by municipal and state governments in EEO4 reports. Refer to the description of the EEO Reported field for information on whether this field displays. If so, select one of the following codes:

1 - Financial Administration/General Control
2 - Streets and Highways
3 - Public Welfare
4 - Police Protection
5 - Fire Protection
6 - Natural Resources/Parks and Recreation
7 - Hospitals and Sanitariums
8 - Health
9 - Housing
10 - Community Development
11 - Corrections
12 - Utilities and Transportation
13 - Sanitation and Sewage
14 - Employment Security State Governments Only
15 - Other

Contact Fields and Descriptions

This tab stores telephone numbers for the employee's home, office, emergency contact, and physician.

Field

Description

Home

Employee's home telephone number.

Unlisted Phone Number

A checkbox indicating whether the employee's home telephone number is unlisted. If so, select the checkbox. Unlisted numbers appear with a notation in the Address Directory and Personnel Information reports.

Work

Employee's work telephone number.

Cell Phone

Employee's cellular phone number.

Other Phone

The additional telephone number provided by the employee.

Contact (Emergency)

Name of the person to contact in an emergency affecting the employee.

Phone

Emergency contact's telephone number. This can be a home or work number, as provided by the employee.

Emergency Cell Phone

The number of the emergency contact's cellular phone.

Name (Physician)

Name of the employee's primary physician.

Phone

Physician's telephone number.


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