Adding an Employee

Owned by Former user (Deleted)
Last updated: Jul 14, 2023 by Andrea Boehm
4 min read

Job Calendars should be set up in advance

Pay Group should be set up in advance

Position Templates should be set up in advance

Payroll Items Templates can be set up in advance

4 - Different options to add New Employees

1. Core>Employee

2. Employee Dashboard

    • Employee must be added first under Core>Employee  

3. Using Mass Load and the provided New Hire Employee CSV Templates, click here

4. Workflows>Employee Onboarding

    • Click here for setup instructions


Begin:

CORE/EMPLOYEE

  • Click +CREATE
  • ENTER:
    • Number (ID Number district uses; will Auto Assign if set up)
    • SSN
    • Enter Crdential ID if applicable (Certified employee)
    • EMIS ID - Leave Blank
    • Last Name
    • First Name
    • Primary Email Address
    • Other Email Address if SERS employee *Required* SERS New Hire report uses this field for reporting.
    • Address
    • Home Phone -SERS New Hire report uses this field for reporting. If no Home phone number is entered, SERS New Hire report will contain 0's)
    • Marital Status
    • Check box if employee is Eligible for Retirement
    • Check box if employee is Email Direct Deposit
    • Gender
    • Check box if employee is ODJFS Reportable
    • Part Time Employee-Check box
    • Report to EMIS-check if reportable
    • Birthdate
    • Hire Date
    • ODJFS Hire Date
    • Enter Authorized Experience (required)
    • Enter in Principal Experience (required if applicable)
    • Enter in Total Experience (required)
    • Primary Race (Dropdown)
    • Hispanic/Latino Option (choose from Dropdown)
    • ECE Qualifications (If applicable)
    • Degree Type
    • Enter in a Non-Certificate Employee ID (ZID Number) if available. If not, leave blank and filed will be populated when SIF data collection is processed
    • Choose Other Credentials (If Applicable)
    • Enter Semester Hours for licensed employee (required)

    • Click on SAVE

Once an Employee is added, the employee can be accessed on the Dashboard (in the box on the upper right side of the screen).

Go to Employee Dashboard

Search and select a new employee

POSITION -Can also be accessed under Core

  • Click POSITIONS
  • Click +CREATE
  • Position# (re: Job 1, 2, etc)
  • Choose the desired TEMPLATE
  • ENTER
    • Position Description
    • Job Status (required) 
    • Pay Group (Make note to add all necessary information)
    • Appointment Type
    • Building Codes (i.e job status, appt type, FTE, retirement code, etc)
    • FTE
    • Hire Date
    • Start Date
    • Retirement Code
    • Select Personal, Sick or Vacation Leave (If applicable)
    • Reportable to EMIS (If applicable)
    • Enter 'EMIS Related Information' (If applicable)
    • Contract Amount
    • Contract Workdays
    • Hours in the Day
    • Building IRN
    • Assignment Area
    • Click on SAVE; Click on X to close page
    • Click on the EYE beside name to view the record you added

COMPENSATION - Can also be accessed under Core

  • Click on Compensations
  • Click on +CREATE /Select Position and Compensation Type
  • ENTER:
    • Enter a Code
      • When creating a Contract or Non Contract Compensation manually, the Code must be entered manually. The Code can be any combination of letters and numbers and can include hyphens.  The code has to be unique for a given position, ie: position 1 can not have 2 compensations with code set to "FY21", but position 1 can have a compensation with code set to "FY21" and position 2 can also have a compensation with code set to "FY21"
    • Select a Job Calendar
    • Compensation Start Date (Required to determine Work days)
    • Compensation End Date (Required to determine work days)
    • Description (Something to identify this compensation i.e. FY24)
    • Label (Job Title)
    • Pay Plan (Biweekly, Bimonthly or Semi-monthly)
    • Pay Unit (Daily/Hourly)
    • Retirement Hours
    • Unit Amount (Hourly Rate)
    • Contract Work Days (automatically populates)
    • Hours In Day (Required to determine hourly rate)
    • Pay Per Period (automatically populates)
    • Contract Amount
    • Contract Obligation
    • Pays in Contract
    • Check box next to Stretch Pay
    • Click 'Reportable to EMIS' if applicable
    • Calendar Start Date - (Required field for ODJFS reporting and EMIS Position reporting)
      •  The calendar start date should be updated on a new compensation, so that work days from the calendars are accurately found and counted for retirement purposes.
    • Calendar Stop Date - (The system uses this date when calculating ODJFS weeks, EMIS days, and service credit) 
      • Calendar dates on the compensations should be updated with each compensation created.
    • Click on SAVE; Click on X to close page
    • Click on the EYE beside name to view the record you added

PAYROLL ACCOUNT - Can also be accessed under Core

  • At Employee Dashboard Select Payroll Accounts
  • Click +Create 
  • Select Position
  • Click Continue 
    • Choose the Position from Dropdown and Click CONTINUE
    • Click +ADD
    • Select Payroll Expenditure Account from dropdown
    • Rate Type
    • Charge amount or Percent
    • Enter in a Maximum amount to charge (if applicable)
    • Status (Active)
    • Check box next to Leave Projection (if used in your district)
    • Check box next to Employer Distribution (if subject to Board Distribution)
    • Start and Stop Dates can be added
    • Sort Order (1 allows priority of fixed amount accounts
    • Click on SAVE. Click on X to close page

LEAVES - Can also be accessed under Core

  • Click Leaves +CREATE
  • ENTER
    • Sick Leave Detail Information
      • Accum Per Month
      • Leave Unit (Daily, Hourly)
      • Maximum Leave Amount
    • Personal Leave Detail Information
      • Accum Per Month (Leave Blank)
      • Leave Unit (Daily, Hourly)
      • Maximum Leave Amount
      • Reset Value
    • Vacation Leave Details
      • Accum Per Month
      • Leave Unit (Daily, Hourly)
      • Max Leave Amount
    • Click on SAVE; Click on X to close page

LEAVE ACCUMULATION

  • Go to Core/Leaves/Accumulations
  • Click Create
  • Find Employee-type in a few characters of the name or number and then click on the employee name.
  • Choose the Leave type (dropdown)
  • Leave Unit automatically populates
  • Enter in a Description (if desired)
  • Enter in the Length of the Accumulation
  • Choose or enter a Transaction Date
  • Click Save 
  • Go to Leaves, find the employee and the balance will be updated by the accumulation entered.

PAY DISTRIBUTIONS - Can also be accessed under Core

  • Click Pay Distributions - New +CREATE
  • Click +Add Payroll Distribution
  • Select Type of DIRDEP or CHECK
  • Continue
  • ENTER
    • Deduction Code (7XX)
    • Account Number
    • Select Fixed or Percent (Percent)
    • Rate (100)
    • Select Direct Deposit Type (Automated Deposit/ Demand Credit Records)
    • ACH Destination
    • ACH Source (Payroll ACH Transfer Code 001)
    • Click on SAVE; Click on X to close page

PAYROLL ITEMS (Example: 001, 002, etc...)-Can also be accessed under Core

  • Click Payroll Items
  • Click +CREATE
  • Add all Payroll Items individually
  • Only select a Position if it's for a Payroll Items by Positions, otherwise leave blank
    • *Note–If setting Position number for retirement "All" retirement Payroll Items related to Position must be setup with Position Number defined.  
  • Click on SAVE after each one

Once these steps are completed the employee is entered into system