New Employee Checklist

The checklist below is intended for general guidelines only. Your ITC may supply slightly different instructions depending on their policies and procedures. Please contact your ITC for their checklist.

This checklist can be used to add an employee. The following information will need to be completed prior to adding the new employee:

Job Calendar
Pay Group
Position Templates
Payroll Item Templates

Templates have been created and be helpful and save time when adding new employee information. Click here for all new employee templates.

1.Create the Employee Record. The employee record can be created using one of the following options:

Using Mass Load and the provided New Hire Employee CSV Templates, click here.
Workflows>Employee Onboarding. Click here for setup instructions.
Go to Core>Employee.
- Click Create.

- Add the new employees information as follows:

- - Number (ID Number district uses; will Auto Assign if set up)
  - SSN
  - Enter Credential 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. This will add employee to the ODJFS New Hire reporting.
  - 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 Save.
  - Click on the eye icon to view the record added.

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

2. Create the Position Record.

In the employee dashboard screen, click Positions.
Click Create.
Enter in the Position number and select a template (if applicable). Add the new employee information as follows:
- 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 Save.
- Click on the eye icon to view the record added.

3. Create the Compensation Record.

In the employee dashboard screen, click Compensations.
Click Create.
Enter in the Position number and select a template (if applicable). Add the new employee information as follows:
- Enter a Code
  - When creating a Contract or Non Contract Compensation, 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. For example, Position 1 can not have 2 Compensations with the Code set to FY25; however, you can have Position 1 and a Compensation with the Code set to FY26 and Position 2 with a Compensation Code set to FY26.
- 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 Save.
- Click on the eye icon to view the record added.

4. Create the Payroll Accounts Record.

In the employee dashboard screen, click Payroll Accounts.
Click Create.
Select the appropriate Position number.
Click Continue. Add the new employee information as follows:
- 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 Save.
- Click on the eye icon to view the record added.

5. Create the Leaves Record.

In the employee dashboard screen, click Leaves.
Click Create.
Add the new employee information as follows:
- In the Sick column, enter:
  - Accum Per Month
  - Leave Unit - Daily, Hourly
  - Maximum Leave Amount
- In the Personal column, enter:
  - Accum Per Month - leave blank if leave is reset
  - Leave Unit - Daily, Hourly
  - Maximum Leave Amount
  - Reset Value
- In the Vacation column, enter:
  - Accum Per Month
  - Leave Unit - Daily, Hourly
  - Max Leave Amount
- Click Save.
- Click on the eye icon to view the record added.

6. Create the Leave Accumulations Record. (If applicable)

In the employee dashboard screen, click Accumulations.
Click Create.
Add the new employee information as follows:
- Choose the Leave Type from the dropdown.
- The Leave Unit will automatically populate. Enter a Description (if desired).
- Enter in the Length of the Accumulation.
- Enter a Transaction Date.
- Click Save.
- Verify the employee balance updated as expected.
- Repeat for all leave types that apply.
- Click on the eye icon to view the record added.

7. Create the Pay Distributions Record.

In the employee dashboard screen, click Pay Distributions.
Click Create
- Click Add Pay Distribution.
- Add the new employee information as follows:
  - Type - Select DIRDEP or CHECK from dropdown.
  - Click Continue.
  - Enter Code.
  - Account Number
  - Select Fixed or Percent
  - Rate
  - Select Direct Deposit Type
  - ACH Destination
  - ACH Source
  - Click Save.
  - Click on the eye icon to view the record added.

8. Create the Payroll Items Record. Pay special attention to retirement pickup and Medicare pickup employees. Employees with these situations require special setup. Please refer here for details on retirement pickup and here for details on Medicare pickup.

In the employee dashboard screen, click Payroll Items.
Click Create.
Add the new employee information as follows:
- Select Payroll Item from dropdown.
- Leave Position blank (unless creating Payroll Item at the Position level).
- Click Continue.
- Select a template (if applicable).
- Enter any other relevant information.
- Click Save.
- Click on the eye icon to view the record added.

9. Explain and step through the W2 Digital Delivery option.

Once these steps are completed the employee is ready to be processed through a payroll.