HCM TRAINING GUIDE FOR NEW USERS
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Transcript of HCM TRAINING GUIDE FOR NEW USERS
HCM TRAINING GUIDE
FOR NEW USERS
HCM TRAINING FOR NEW USERS
Revised 12.17.2015 Page 2 of 41
Table of Contents
Chapter 1 4 Overview .......................................................................................................................................................................... 4
Welcome .......................................................................................................................................................................... 4
Scope................................................................................................................................................................................ 4
Purpose ............................................................................................................................................................................ 4
Employee Data Security ................................................................................................................................................... 4
Before You Start ............................................................................................................................................................... 4
New Hire Documentation ................................................................................................................................................ 4
Effective Dating (Job Data) .............................................................................................................................................. 5
Chapter 2 6 New Hire, Transfer/Rehire, Helpdesk New Hire ............................................................................................................... 6
Definition ......................................................................................................................................................................... 6
Chapter 3 8 Hire New Employee .......................................................................................................................................................... 8
Add a Person .................................................................................................................................................................... 8
Biographical Details Page ................................................................................................................................................ 9
Contact Information Page ............................................................................................................................................. 11
Regional Page ................................................................................................................................................................ 12
Organizational Relationship Page ................................................................................................................................. 12
Job Data Entry ................................................................................................................................................................ 13 Work Location Page ....................................................................................................................................................... 13
Job Information Page ..................................................................................................................................................... 14
Job Labor Page ............................................................................................................................................................... 15
Payroll Page ................................................................................................................................................................... 15
Salary Plan Page ............................................................................................................................................................ 16
Compensation Page ....................................................................................................................................................... 16
Employment Data Hyperlink .......................................................................................................................................... 17
Time Reporter Data ....................................................................................................................................................... 19
Benefit Program Participation Hyperlink ....................................................................................................................... 20
Create Employee Payroll Data ........................................................................................................................................ 22 Effective Dating (Payroll Data) ...................................................................................................................................... 22
Direct Deposit ................................................................................................................................................................ 23
Update Tax Distribution ................................................................................................................................................. 24
Federal Tax Data ............................................................................................................................................................ 25
State Tax Data ............................................................................................................................................................... 27
Update Employee Mail Drop ID ..................................................................................................................................... 28
General Deductions ....................................................................................................................................................... 29
Additional Pay ................................................................................................................................................................ 30 Assign Work Schedule .................................................................................................................................................... 31
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Chapter 4 32 Employee Transfer/Rehire ............................................................................................................................................. 32
Inter-Agency Method ..................................................................................................................................................... 32
Helpdesk Method ........................................................................................................................................................... 33
Chapter 5 34 Helpdesk New Hire ......................................................................................................................................................... 34
Chapter 6 35 Update Time Reported Data (If Not Updated During Hire/Rehire) ................................................................................. 35
Maintain Time Reporter Data ........................................................................................................................................ 35
Verify Employee’s Schedule ........................................................................................................................................... 35
Chapter 7 36 Employee Termination ................................................................................................................................................... 36
Update the Employee’s Workgroup ............................................................................................................................... 36
Terminate the Employee in Job Data ............................................................................................................................. 38
Inactivate Time Reporter Status .................................................................................................................................... 39
Inactivate All Non-Standard General Deductions .......................................................................................................... 40
Inactivate All Additional Pay .......................................................................................................................................... 41
HCM TRAINING FOR NEW USERS
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CHAPTER 1
Overview
Welcome
In this HCM training guide for new users we will demonstrate the basic HR functions needed to perform HR
transaction processing in Share. This document is designed to be used in conjunction with a course instructor,
initially, and as a reference guide after the training course.
Scope
Although not all HR transactions are discussed in this new users guide, the most commonly used functions
statewide are demonstrated.
Purpose
The purpose of this guide is to provide the new HR admin or manager a solid understanding of the basics
required to on-board new employees at their business unit, and to ensure you are comfortable navigating
within the SHARE system environment.
Employee Data Security
Employee data in SHARE is protected in many ways. Generally speaking an HR Admin can only view employee
data in SHARE for those employees whose maximum effective dated JOB record falls within the business unit
of the authorized HR Admin. You will have access to employees in your business unit, but you will not have
access to employees in other business units.
Before You Start
Ensure you have ample time to finish the new hire process. If you get interrupted during the new hire
process, you may be timed out of the system. Depending on where you are in the process when you are
kicked out, the system may create an “orphan” record. An orphan record will have an employee ID associated
with it, but you will not be able to pull it up, which results in your having to contact the helpdesk to complete
the new hire process for you.
New Hire Documentation
Personal data needed for the new hire includes:
Legal name (per SSN card), date of birth, gender, highest education level, home address, personal
and/or work phone, work email address, i-9 verification documents, ethnicity.
Job data needed for the new hire includes:
Start date, position number, end date (if applicable), position type (regular/permanent, temporary,
term), pay group, FICA status, hourly rate, retirement plan and time reporter data to include the
workgroup, the taskgroup and the task profile ID)
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Effective Dating (Job Data)
Let’s discuss at a high level the basics of effective dating pertaining to JOB or any other record in SHARE using
the graphic shown below.
History Rows (rows that are earlier than the Current Row)
Current Row (rows that are earlier than or equal to the System Date)
Future Rows (rows that are later than the Current Row)
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CHAPTER 2
New Hire, Transfer/Rehire, Helpdesk New Hire
Definition
A new employee hired by your business unit may have been a current/former employee of the State at
another business unit, or already setup in Share as a Local Public Body employee.
To determine if the status of the person joining your business unit is a New Hire, Transfer/Rehire, or will be a
Helpdesk New Hire, use the NMS Statewide Employee Search tool using the SSN of the new person.
Use the NMS Statewide Employee Search to determine if a new employee at your business unit was:
a) neither a former employee in Share, or a former LPB in Share
b) a former New Mexico State employee at another business unit
c) a former LPB (local public body) employee
Navigation: Workforce Administration > Job Information > NMS Statewide Employee Search
Enter the full 9-digit SSN number—digits only no formatting—and click on Search
For Training Purposes Use 987654321 (digits only) as the SSN
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Your search will result in ONE of the following (assuming SSN entered correctly with NO formatting):
(1) No Matching Values Were Found
(2) Person Found in Business Unit XXXXX (where xxxxx equals a 5-digit Business Unit number)
(3) Person Found in Business Unit LPBNM
Search Results Reason Action
(1) No Matching Values Were Found Person Does Not Exist In Share HIRE NEW EMPLOYEE Go To Chapter 3
(2) Person Found in Business Unit XXXXX Person is a Current/Former Employee TRANSFER or REHIRE Go To Chapter 4
(3) Person Found in Business Unit LPBNM Person is a Former LPB (local public body) HELPDESK NEW HIRE Go To Chapter 5
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CHAPTER 3
Hire New Employee
A new hire is an employee that will be hired by the State who does not have an employee ID in Share
this definition includes LBP’s who worked for the State prior to the PeopleSoft Implementation, and
who terminated before 7/1/2006
Add a Person
Navigation: Workforce Administration > Personal Information > Add a Person
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Biographical Details Page
a) Enter the HIRE date
b) Click the link to enter the name (the employee name must match the name on the SSN card)
c) Enter the birthdate
d) Select the gender
e) Select the Highest Education Level (Optional)
f) Select the marital status
g) Enter the Social Security Number (Digits Only) of the new employee
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NOTE If you receive the message below and the SSN number you entered is correct, take note of the SSN and employee ID. You will not be able to complete the New Hire process. Submit a helpdesk ticket including the JOB DATA information for the employee.
This message is telling you that the SSN number already exists in Share for an existing employee. This can indicate:
a) The person you are hiring already exists in the system and already has an employee ID. b) The person does not exist in the system, but another employee has an incorrect SSN number
assigned to him/her. c) The person you are hiring gave you an incorrect SSN or you typed the SSN incorrectly.
Either way, you must discontinue the new hire process.
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Contact Information Page
a) Click on Add Address Detail > Add Address (check the effective date and make sure the status is “A” for
active. Enter the address detail then click [OK].
b) Add the phone number. Indicate the phone number type, and then type the number into the
Telephone box. Do not add parentheses, hyphens or any other non-numerical numbers. A standard
number should be typed: 5051234567. The system will convert the number to the following notation:
505/123-4567. If you are entering more than one number, click the preferred checkbox for the
preferred number.
c) Add the email address. Indicate the email type, and then type the email into the Email Address box. All
employees should have a valid work email address in their record. If more than one email address is
entered, check the preferred checkbox for the preferred Email.
Note: Employee HOME state must be NEW MEXICO
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Regional Page
a) Enter the Ethnic Group. If the ethnic group is unknown, use the “Not Specified” code.
b) Provide the military status, if provided by the employee
c) Citizenship Proof 1 (use SSN)
d) Citizenship Proof 2 (use NMDL for New Mexico driver’s license).
Organizational Relationship Page
a) Check the Employee checkbox b) Click the Add the Relationship button (system will assign Empl ID number and go to Job Data pages)
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Job Data Entry
Work Location Page
a) The system has assigned a new Empl ID number for the new employee. Please write it down until the
New Hire process is fully completed.
b) On a new hire, the action will be “Hire”, but you must pick a reason code from the drop down list. The
most common reason code is “New Hire”
c) Enter the position number, and then hit the “Tab” key on your keyboard. The Tab key will prompt the
system to get all of the position data and fill in the blank fields like Company, Business Unit,
Department and Location.
Note 1: The “Expected Job End Date” and the “End Job Automatically” checkbox should only be used for
temporary or term employees.
Note 2: You should not change the Job Indicator field nor should you use the Override Position Data button.
These are for specific uses, and you will be instructed when to use these, if necessary.
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Job Information Page
a) The employee class field is only used for specific agencies. You should be instructed by your agency HR
staff if you need to use this field. Otherwise, this field should be blank.
b) The Officer code generally matches the Regular/Temporary field. If the position you are hiring the
employee into is a non-classified position, then the “EX” Officer codes should be used.
Note: the USA flag contains information pertaining to the FLSA Status of the position.
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Job Labor Page
No updates to this Page are needed.
Some positions are union affiliated positions, and the Union Code field on this Page indicates if a position is a
union position (this information comes from the position setup)
Payroll Page
a) Enter the Pay Group
Note: the other fields on this Page will update automatically for a new hire.
I The only employees who should not have an “H” in the Employee Type field are salaried
employees. Salaried employees are elected employee’s whose pay is set by statute.
II The Tax Location Code should always read “NEWMEXICO”
III All employees should have “HOL” in the Holiday Schedule
IV The Tipped drop down box should always read “Not Tipped”
V The FICA Status should generally be “Subject.” Some agencies have exceptions for employees who
are set to “Medicare Only”. You should be instructed by your agency if you have employees who
meet the criteria to be in this status.
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Salary Plan Page
The Salary Administration Plan will default in from the position as will the Grade. Only certain agencies update
this value in job data. If your agency does this for certain positions, you will be notified by your agency HR
Staff.
Compensation Page
a) The employee’s hourly rate is recorded on the compensation Page. The rate code for the hourly rate of
pay is “NAHRLY” which stands for North America Hourly. Type this code into the Rate Code box, or use
the look up to select the “NAHRLY” value.
b) Enter the compensation rate up to six digits.
c) Click the Default Pay Components button
d) Click the Calculate Compensation button.
Note: If you do not click the Default Pay Components button and the Calculate Compensation button you
will get an error message, and you will not be allowed to save the transaction.
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Employment Data Hyperlink
Clicking on this link will take you to the employment data [Information] page:
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From this page, click on the Time Reporter Data hyperlink (see next page for screenshot)
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Time Reporter Data
Note 1:
a) Enter the Effective Date (this date must match the hire date)
b) Enter the Workgroup (required field)
c) Enter the Taskgroup (required field)
d) Enter the Task Profile ID (Although there is lookup button please avoid its use. The lookup can take a
long time, and you may be timed out of the system, resulting in an orphan record.
e) Some agencies use the TCD Group Field and the Rule Element fields. Please enquire with your fellow
HR staff to see if these fields are used within your agency.
f) System will automatically check both checkboxes if the workgroup and taskgroup have been setup
correctly. Then Click [OK] to return to the Employment Data page.
NOTE 2
You should NEVER uncheck the “Send Time to Payroll checkbox”.
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Benefit Program Participation Hyperlink
From the Employment Data page, click on the Benefits Program Participation hyperlink.
This page will appear:
a) BAS Group ID. Leave this field blank. When you save the new hire transaction, the system will populate
this field accordingly.
b) Eligibility Field 1: Do not enter a value into this field. When you save the new hire transaction, the
system will populate this value with “A”, “B” or “C” based upon the annual compensation of the new
hire
c) Eligibility Field 2: This field is not currently used.
d) Eligibility Field 3: This field indicates the retirement plan that the employee should be enrolled in
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e) Eligibility Field 4: Only certain agencies use this field. Please enquire with your fellow HR staff to see if
this field is used within your agency.
f) Eligibility Field 5: This field is used to indicate if an employee wants their benefits to be “POP”
(premium only plan – “pre-tax”) or “non-POP” (After- tax). Do not enter or change anything in this
field. General Services Department/Risk Management Division is responsible for maintaining this field.
g) Benefit Program Participation: The effective date will default in with the new hire effective date. Do
not update this value. The Benefit Program will default in with “NON”, non-benefited employee. Do
not change this value. When the system has run through the benefits process, which runs on a nightly
basis, this value will be updated automatically.
Note: If you have not done so already, write down the new employee ID that has been assigned.
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Create Employee Payroll Data
Effective Dating (Payroll Data)
Generally speaking, for any given pay period where two or more effective dated rows are inserted, the system
uses the effective dated row equal to, or less than the pay end date.
So, in the example above if you inserted an Aug-01 effective dated row and saved it, and then inserted an Aug-
03 update row BEFORE PAYROLL WAS PROCESSED, the system will use the Aug-03 row during data processing.
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Direct Deposit (for employees electing direct deposit)
Navigation: Payroll for North America > Employee Pay Data USA > Request Direct Deposit
a) Enter the effective date: you should use the same date as the hire date
b) Make sure the status is “Active”
c) Enter the Bank ID (routing number). The bank ID is always 9 digits long and should never start with a
“5”.
d) The employee should provide the bank ID to you, but you can find it for the employee if they provide a
voided check.
e) Enter the account number
f) The Deposit Type should be “Balance”
g) The Priority should be “1”
Click on the Save button
Note: Employees are only allowed to deposit into one account. Employees may not choose to direct deposit a
portion of their earnings into one account and then receive a check (warrant) for the remainder.
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Update Tax Distribution
Navigation: Payroll for North America > Employee Pay Data USA > Tax Information >Update Tax Distribution
a) Ensure that State = NM
b) Distribution = 100%.
Note: If this data is not correct, add a row and update the fields to the correct value(s).
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Federal Tax Data
Navigation: Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax
Data
Note
When you hire an employee, the system automatically adds a new effective dated row equal to the Hire
date, and sets the Federal/State Withholding Status as follows:
Marital Status = Single
Withholding Allowances = 0.
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a) Ensure the Exempt from FUT checkbox is checked
b) You should not change the radio button in the Special Withholding Tax Status Box. The value should be
kept at “None”. The only other value that can be used is Maintain Taxable Gross. The value should
NEVER be set to “Do Not Maintain Taxable Gross and Do Not Withhold Tax”.
c) Update the Tax Marital Status to Married, if the employee indicates this status on the W-4
d) Update the Withholding Allowances accordingly
e) Check the “If married, but withholding at single rate” checkbox only if this value is indicated on the
employee’s W-4
f) If the employee would like to have an additional amount deducted each pay period, indicate the
amount in the FWT Additional Amount Box.
g) If the employee would prefer to have an additional percentage amount deducted each pay period,
indicate the amount in the Percentage Box.
Note: The employee can change the withholding Status and Allowance via the W-4. All employees and
employers are required to have a copy of the employee’s most recent W-4 on file. An employee can choose to
update this form whenever they opt to change their status and/or allowances.
Sample W-4 Form
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State Tax Data
a) Ensure State = NM
b) You should not change the radio button in the Special Withholding Tax Status Box. The value should be
kept at “None”. The only other value that can be used is Maintain Taxable Gross. The value should
NEVER be set to “Do Not Maintain Taxable Gross and Do Not Withhold Tax”.
c) Update the Tax Marital Status as shown on the employee W-4
d) Update the Withholding Allowances accordingly
e) If the employee would like to have an additional amount deducted each pay period, indicate the
amount in the Amount Box.
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f) If the employee would prefer to have an additional percentage amount deducted each pay period,
indicate the amount in the Percentage Box.
Update Employee Mail Drop ID
Navigation: Payroll for North America > Employee Pay Data USA > Update Payroll Options
Click on Payroll Options 2 Page
a) Indicate the appropriate Mail Drop ID used by your agency. Most agencies have multiple Mail Drop IDs
to indicate 1. Business unit and 2. Department or bureau within the business unit.
Note: There are No other fields on Page 1 or Page 2 that should be updated.
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40
General Deductions
Navigation: Payroll for North America > Employee Pay Data USA > Deductions > Create General Deductions
a) Add deduction code WCEMP (Workers Compensation Employee).
b) Make sure the effective date is the same as the hire date.
c) On the top scroll level, use the [+] button to add the second deduction code
d) Add deduction code WCST (Workers Compensation State Share).
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e) Make sure the effective date is the same as the hire date, then [Save] the update.
Note:
All employees are required to pay a quarterly Worker’s Compensation Fee.
Currently, the employee pays $2.00 once per quarter, and the employer pays $2.30.
These deductions are called general deductions, and it is up to the HR staff to set these up.
Do not inactivate the Worker Comp deductions upon employee termination.
Additional Pay
Us e the following steps to give an eligible employee Additional Pay
Navigation: Payroll for North America > Employee Pay Data USA > Create Additional Pay
a) Add the appropriate Earnings Code
b) Enter the effective date
c) Enter a one in the Addl Seq# field
d) Enter the dollar amount to be paid EACH WEEK of the biweekly pay period
e) Click on the Ok To Pay checkbox then Save the changes
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f) Note: to inactivate the additional pay, add a row on the secondary scroll level. Update the effective
date to the Begin date of the current pay period and enter the same date in the END DATE field date.
Assign Work Schedule
NOTE: For Employees Not Working 8 Hours Mon-Fri
Navigation: Time and Labor > Enroll Time Reporters > Assign Work Schedule
a) The system will setup the DEFAULT schedule for all employees
b) For Employees Not Working 8 Hours Mon-Fri add a row and change the effective date. The effective
date must be greater than the highest effective dated row present. Use the next pay period begin
date rather than change a schedule mid-pay period.
c) Choose the Assignment Method of “Select Predefined Schedule”
d) Use the lookup function under the Schedule ID to identify the appropriate schedule.
Note: If the required schedule is not found, you must submit an HCM helpdesk ticket requesting that a
new schedule be created.
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CHAPTER 4
Employee Transfer/Rehire
Inter-Agency Method
If your search results from Chapter 2 reveal that your new employee previously worked at another State
agency, you may wish to use the Inter-Agency method for the employee rehire or transfer.
To use the Inter-Agency Employee Transfer/Rehire Form method, follow these easy steps:
a) Copy and Paste http://share.state.nm.us/ into your browser
b) Click on the HCM Forms link located on the right-hand upper column
c) Click on Transfer/Rehire Form to download the form
d) Click on Save, to save the form to your PC, then click on Open (Assuming Use Of Internet Explorer)
e) Fill out the form with the applicable JOB data for the employee Transfer/Rehire
f) Email the form to the HR Admin contact at the former Business Unit where the employee worked
g) Verify your access to the new employee in Share after the Sending agency updates Share
h) Follow the procedures outlined in CHAPTER 3 to Review/Update your new employee’s data as
follows:
I. JOB DATA
II. PERSONAL DATA
III. TIME REPORTED DATA
IV. ASSIGN WORK SCHEDULE
V. GENERAL DEDUCTIONS
VI. ADDITIONAL PAY
VII. DIRECT DEPOSIT
VIII. FED/STATE TAXES
IX. MAILDROP ID
Note: Ask your HR manager or coworkers regarding use of the Inter-Agency Employee Transfer/Rehire Form
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Helpdesk Method
If your search results from Chapter 2 reveal that your new employee previously worked at another State
agency, you may wish to use the Helpdesk method for the employee rehire or transfer.
To use the Helpdesk method, follow these easy steps:
a) Copy and Paste http://share.state.nm.us/ into your browser
b) Click on the HCM Forms link located on the right-hand upper column
c) Click on Transfer/Rehire Form to download the form
d) Click on Save, to save the form to your PC, then click on Open (Assuming Use Of Internet Explorer)
e) Fill out the form with the applicable JOB data for the employee Transfer/Rehire
f) Email the form to the [email protected]
g) Verify your access to the new employee in Share after your Easy Vista Helpdesk has been processed
h) Follow the procedures outlined in CHAPTER 3 to Review/Update your new employee’s data as
follows:
I. JOB DATA
II. PERSONAL DATA
III. TIME REPORTED DATA
IV. ASSIGN WORK SCHEDULE
V. GENERAL DEDUCTIONS
VI. ADDITIONAL PAY
VII. DIRECT DEPOSIT
VIII. FED/STATE TAXES
IX. MAILDROP ID
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CHAPTER 5
Helpdesk New Hire
If your search results from Chapter 2 reveal that your new employee previously worked at a Local Public Body
(LPB) use the Helpdesk method for the employee rehire or transfer.
To use the Helpdesk method, follow these easy steps:
i) Copy and Paste http://share.state.nm.us/ into your browser
j) Click on the HCM Forms link located on the right-hand upper column
k) Click on Transfer/Rehire Form to download the form
l) Click on Save, to save the form to your PC, then click on Open (Assuming Use Of Internet Explorer)
m) Fill out the form with the applicable JOB data for the employee Transfer/Rehire
n) Email the form to the [email protected]
o) Verify your access to the new employee in Share after your Easy Vista Helpdesk has been processed
p) Follow the procedures outlined in CHAPTER 3 to Review/Update your new employee’s data as
follows:
I. JOB DATA
II. PERSONAL DATA
III. TIME REPORTED DATA
IV. ASSIGN WORK SCHEDULE
V. GENERAL DEDUCTIONS
VI. ADDITIONAL PAY
VII. DIRECT DEPOSIT
VIII. FED/STATE TAXES
IX. MAILDROP ID
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CHAPTER 6
Update Time Reported Data (If Not Updated During Hire/Rehire)
Maintain Time Reporter Data
Navigation: Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data
a) If you did not update the time reporter data section when making the Job Data change (adding the
transfer or rehire row), you will need to update the employee’s time reporter data.
b) Add a row and change the effective date to match the transfer or rehire date
c) Update the workgroup, taskgroup and task profile ID
d) If the employee has information in the TCD Group or Rule Element Fields, and this information is no
longer valid, clear out these fields.
Verify Employee’s Schedule
Navigation: Time and Labor > Enroll Time Reporters > Assign Work Schedule
a) Verify that the current schedule is still valid
b) If the current schedule is no longer valid, add a row and update the date to the transfer/rehire date
and select the proper schedule.
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CHAPTER 7
Employee Termination
A termination occurs when the employee leaves the state’s employ. A termination can be voluntary or
involuntary. The steps for an employee retirement are the same as for a termination.
Note:
If the termination is due to death, do not follow these steps. Contact Central Payroll as soon as you
learn of the death, and follow the “Agency Instructions to Process the Death of an Employee” which
can be found on Central Payroll’s website.
When an employee terminates, there are steps to pay out the employee’s terminal leave (Annual, Sick,
Comptime). The following steps do not cover this; you must contact Central Payroll for guidance.
When performing system entry, it is important to understand that the effective date of the
termination is the day after the last day worked (in other words, the effective date is the first day of
termination). This concept is used throughout the termination process; if you use an effective date
that corresponds to the last day worked, the employee will not get paid correctly and you will have to
submit a help desk ticket to have the correction made.
Update the Employee’s Workgroup
Navigation: Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data
As soon as you learn of an employee termination or retirement (even if you have not received official
notification), this step should be completed. This step will ensure that an employee is not paid after the
termination date. An employee can be paid after the termination date if the employee has payable time
generated that the supervisor then approves.
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a) Add a row to the current time reporter data.
b) Change the effective date to the day after the last day the employee is supposed to work. If the
employee’s last day of work is Friday, 12/6/2013, the effective would be Saturday, 12/7/2013.
c) Clear out the workgroup and type in “INACTIVE”
Note: Do not clear out the Taskgroup or Task Profile ID fields.
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Terminate the Employee in Job Data
Navigation: Workforce Administration > Job Information > Job Data
Note: if the employee has a Multiple Component of Pay (MCOP) other than supervisory pay, the MCOP must
be deactivated prior to terminating the employee. Deactivate the MCOP by adding a row using the termination
date (Action: Pay Rate Change, Reason: Inactivate MCOP) and removing the MCOP, so that only the NAHRLY
rate code remains. After removing the MCOP, you must click [Default Pay Components] and then [Calculate
Compensation] before saving the pay change. Once you have completed this action, follow the below
instructions, but make sure the Sequence # for the row is ‘1’.
a) Add a row to the existing job data.
b) Update the effective date to the day after the last day worked.
c) Update the Action drop down box to either “Termination” or “Retirement”
d) Enter the appropriate Reason code, and Save the changes
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Revised 12.17.2015 Page 39 of 41
Inactivate Time Reporter Status
Navigation: Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data
After all respective leave balances are paid you change the Time Reporter Status from Active to Inactive
a) Add a row to the current time reporter data.
b) Change the effective date to the day after the previous effective dated row
c) Change the Time Reporter Status from Active to Inactive, and Save the change.
Note: Do not clear out the Workgroup, Taskgroup, or the Task Profile ID fields.
HCM TRAINING FOR NEW USERS
Revised 12.17.2015 Page 40 of 41
Inactivate All Non-Standard General Deductions
Do Not Inactivate the Worker’s Compensation General Deductions (WCEMP, WCST)
Navigation: Payroll for North America > Employee Pay Data USA > Deductions > Create General Deductions
a) Add a new row.
b) Use the effective date of the pay period begin date after the last day worked (generally corresponds to
the termination date).
c) Put the same date as the effective date into the Deduction End Date field. Then [Save] the transaction.
Note: if the employee wants to pay all or a portion of the terminal leave into deferred compensation
(NMDEF), do not inactivate that general deduction until all terminal leave has been paid out.
HCM TRAINING FOR NEW USERS
Revised 12.17.2015 Page 41 of 41
Inactivate All Additional Pay
Navigation: Payroll for North America > Employee Pay Data USA > Create Additional Pay
a) Add a new row.
b) Use the effective date of the pay period begin date after the last day worked (generally corresponds to
the termination date).
c) Put the same date as the effective date into the End Date field. Then [Save] the transaction.