chptr5 creating employment

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CHAPTER 5: CREATING EMPLOYMENT

ORACLE HRMS Released 11/2006



Chapter 5 – CREATING EMPLOYMENT Page 1

TABLE OF CONTENTSSection 1: Entering an Employee

Section Objectives 5

People Form 5

Personal Tab 7Employment Tab 8

Office Details Tab 9

Applicant Tab 9

Further Name Tab 9

Other Tab 9

Benefits Tab 10

Descriptive Flexfield 11

Address Button 12

Picture Button 13

Assignment Button 13

Salary Information Tab 16

Supervisor Tab 16

Probation & Notice Period Tab 16

Standard Conditions Tab 17

Statutory Information Tab 17

Miscellaneous Tab 18

Purchase Order Information Tab 18

Salary Button 19Common Errors on the Salary Administration Form 21

Entries Button 22

Tax Info Button 23

Others Button 24

Costing 24Extra Information – Kronos 26Pay Method 27Reviews 28

Special Info Button 30Clearances 30Company Property 31I-9 Verification 32Recruitment Source 33Second Language 34




Others Button 35Contact 35Documents of Record 38

Visa Information 38Personal Information 42

Medical Assessments 43

Phones 44Previous Employment 44Schools and Colleges Attended 45

Section 2: Entering a Client

Section Objectives 48

People Form 48

Personal Tab 49

Employment Tab 49

Office Details Tab 49

Applicant Tab 49

Further Name Tab 50

Other Tab 50

Benefits Tab 50

Descriptive Flexfield 50

Address Button 51

Picture Button 51

Assignment Button 52

Salary Information Tab 53

Supervisor Tab 53

Probation & Notice Period Tab 53

Standard Conditions Tab 53

Statutory Information Tab 54

Miscellaneous Tab 54

Purchase Order Information Tab 54

Salary Button 54

Entries Button 55

Tax Info Button 55

Others Button 56Costing 56Pay Method 57




Special Info Button 58Company Property 58I-9 Verification 58

Others Button 59Contact 59

Phones 60

Section 3: Entering an Intern (Paid)

People Form 62

Assignment Form 62




SECTION 1: ENTERING AN EMPLOYEE




REGION 2

REGION

REGION 3

REGION 1

We are now ready to begin entering the employee’s personal information on thePeople form. The People form can be looked at in terms of regions. We will lookat populating information into each of these regions.

To enter information into Region 1 (Name) of the People form, follow thesesteps:

1. Enter theLast andFirst names.2. Enter Suffix andMiddle initial or name if available (these fields are not

required).

To enter information into Region 2 of the People form, follow these steps:

1. Select aGender.

2. In theAction field, select the Create Employment action type.

3. Once this is selected thePerson Typebox appears. Select the appropriatePerson Typefor the employee you are entering –in this caseEmployeeisthe appropriate choice.

4. In theSocial Security Number field, enter the Social Security Number. Itis not necessary to enter the dashes in the SSN – they will be populated foryou.

Note: If you enter an SSN which already exists in the system you will get anerror message and be unable to continue. With the exception of a keyingerror, this should be an indication that the person was previously employed.Clear your screen and locate the individual’s previous record. See Chapter 7:Maintainin an Em lo eefor information on reinstatements and rehires.




Additional information about Region 2 of the People form:

• TheIdentification field is automatically populated when you select thePerson Type.

• ThePerson Typefield is automatically populated when you save the form.

• TheEmployeenumber is automatically generated.

• If you key an SSN which already exists in Oracle, you will receive amessage, ‘Social Security number already exists. Continue?’ You shouldclick Cancel and either: a) check the number again and re-key it correctly orb) check to see if this person’s assignment is terminated (i.e. the person hasan ‘ex’ person type; If so, he/she will need to be rehired/ reinstated.)

Region 3consists of a series of tabs each of which maintain different informationrelating to the employee. We will look at each of these tabs separately.

PERSONAL TAB

To enter information on the Personal tab, follow these steps:

1. Click on thePersonal tab on thePeopleform.

2. In theBirth Datefield, enter the employee’s date of birth.

3. TheAgefield defaults based on the Birth Date entered.

4. In theMarital Statusfield, select the employee’s marital status.

5. TheNationality field defaults toAmerican– change this if necessary.

6. Devereux is not using theRegistered Disabled field; leave blank.

Note: In the Oracle HRMS system, all free form fields should be entered inmixed case; for example, Doe, James.

Reminder: In order to Save the People Form, you must complete all requiredfields on the Tabs located on the People form. Required forms are indicatedby yellow fields.




EMPLOYMENT TAB

To enter information on the Employment tab, follow these steps:

1. Click on theEmployment tab on thePeopleform.

2. In theEthnic Origin field, select the employee’s ethnicity.

3. In theEthnicity Disclosed field, selectNo, if you are guessing the ethnicityof the employee. If the ethnicity was disclosed, select Yes.

4. Devereux is not using theVeteran Status field; leave blank.

5. Devereux is not using theOpted for Medicarefield; leave blank.6. In theI-9 Statusfield, select the appropriate value. If documents have been

produced the correct value isDocuments Verified. Other options in thisfield will indicate if the documents were not produced, incorrect or notrequired. Do not use the YesandNovalues in this field.

7. Enter theI-9 Expiration, if applicable.

8. TheNew Hirefields defaults to Include in New Hire Report for Person Types under the Create Employment Action. With this value, the employeeis included in the next run of the New Hire report. Once the employee isincluded in the New Hire report, the value is automatically changed to

Already Reported. If the New Hire report should exclude this employee,selectExclude from New Hire Reporting.

9. Optionally, select a reason for this exclusion in theException Reason field.

Note: TheChild Support Obligation box is used for employees who havecurrent child support orders and will be used by payroll. (If this box ischecked, a ‘C’ will appear next to the employee’s name on the New Hirereport.)




OFFICE DETAILS TAB

To enter information on the Office Details tab, follow these steps:

1. Click on theOffice Detailstab on thePeopleform.

2. In theEmail field, enter the employee’s Devereux email address, if known. This address is very important for centers using Kronos and will becomevery important when we implement Self Service.

3. TheEmail field is the only field necessary on this tab; however the otherfields can optionally be used to enter additional information about anemployee’s office details (such as a particular building the employee maywork in).

APPLICANT TAB TheApplicant tab relates toApplicant Trackingand will be used when thisOracle model is implemented. Please leave all fields blank.

FURTHER NAME TAB

To enter information on the Further Name tab, follow these steps:

1. Click on theFurther Nametab on thePeopleform.

2. Enter one or more honors or degrees in theHonorsfield. (for example,

MBA, JD or PhD)3. In thePreferred Namefield, enter the employee’s preferred name if

known. If a preferred name is entered, it is noted in parenthesis as such:Doe, James (Jim).

4. In thePrevious Last Namefield, enter the employee’s maiden name, if applicable.



Chapter 5 – CREATING EMPLOYMENT Page 10 OTHER TAB

To enter information on the Office Details tab, follow these steps:

1. Click on theOther tab on thePeopleform.

2. Optionally, in theAvailability Schedulefield, choose the valuerepresentative of the days the employee is available for work. Sunday is thefirst day and days available are represented by the number “1” while daysthat employees are not available are represented by the number “0”.

3. All other fields are not being used by Devereux and should be left blank. The Date of Death field will be discussed in Chapter XXX.

BENEFITS TAB To enter information on the Benefits tab, follow these steps:

1. Click on theBenefits tab on thePeopleform.

2. TheBenefit Group field will not be used for new employees. This fieldwill only be used to indicate if an existing employee has a grandfatheredsupplemental life plan.

3. In theUses Tobacco field, selectNone. In 2008 when the smoking

premium goes into effect, this will be changed for those employees thatsmoke.

4. Devereux is not using the Medical Plan, Adoption Date, Other Coverage orVoluntary Service fields at this time.

5. TheDate Received Death Cert. field will not be used for a new hire. Seesection XXX for more information on this field.

6. TheAdjusted Service Datefield will not be used. Adjusted seniority willbe keyed on a different form to be described subsequently.

7. TheDate First Hired field defaults to the effective date you originally setto enter the new employee; this should be equal to the date of hire.




Below the tab regions, there are several date fields that are derived from the choseneffective date. TheDate First Hired field will have the same date as theEffectiveDateandLatest Start Datefields for a new hire. As employees terminate andreturn to Devereux, theDate First Hired field will remain as the date of hire, buttheEffective DateandLatest Start Datefields will change to reflect thereinstatement or rehire dates. See Chapter 7: Maintaining an Employee for more

information on reinstatements and rehires.

Note: If you inadvertently entered the employee using the wrong date of hireand have not saved your work yet, enter the correct date in theDate FirstHired field. If you have saved the record and subsequently notice themistake, correct theLatest Start Datefield which will correct theDate FirstHired andEffective Datefields as well.

DESCRIPTIVE FLEX FIELD

The final piece of information that needs to be entered is keyed in theDescriptive

Flexfield (DFF) accessed from thePeopleform. TheDFF is found in the lowerright hand corner of the form on the same line as theEffective Datesand theLatestStart Datefield. It is a small box surrounded by two brackets. Clicking in this boxopens theDFF form; in this case, theAdditional Personal Details form.

To enter information in the Descriptive Flexfield, follow these steps:

1. Click in theDFF field on thePeopleform to open theAdditional PersonalDetails form.

2. The TOB Group defaults to TOB 2005 + Adj Senfor all new employeesbecause their hire date is greater than 1/1/05. The default option in this field

is appropriate for all new employees with the exception of teachers andinterns. The correct option for teachers isAcademic Time Off . See ChapterXX for more information on Time Off Benefits. Interns will be discussed insection 3 of this chapter.

3. ThePension Repurchase Datewill not be used for new hires and should beleft blank. More information about this field can be found in Chapter XXX.

You open theDescriptiveFlexfieldby clicking in the

field surrounding bybrackets.




After entering the information in theDescriptive Flexfield, you have entered all of the required fields on thePeopleform. At this point, you must save your work. If you have inadvertently forgotten to complete a required field, you will be broughtto that field so that you can complete it and save again.

Region 4consists of a series of buttons that open new forms. Each of these forms

maintains different information relating to the employee and/or the job theemployee holds. We will look at each of these buttons and their correspondingforms separately.

ADDRESS BUTTON

Oracle has a feature called Vertex that verifies the validity of an entered address. If you enter an address which is not valid, you will receive an error message.

To enter an address, follow these steps:

1. Click on the [Address] button on thePeopleform.

2. Enter the employee’s street address in theAddress field.

3. When you either tab to or click in theCity field, a box of valid states andzip codes for this city automatically pops up. Choose the appropriateoption.

4. When you have chosen the city, your Statewill populate automatically.

5. Enter theZip Codeif Vertex did not fill it in.




6. TheCounty field will automatically populate.

7. TheCountry field automatically defaults to United States.

8. By default, thePrimarybox is checked. The first address you enter is theemployee’s primary address. An employee must always have a primaryaddress, but you cannot enter more than one primary address for the sametime period.

9. In the Typefield, enter the type of address. For example, home, weekend,summer, etc. if known. You can have only one address of each type at anytime.

10. In the Taxation Address fields enter theCity, StateandZipof the homeaddress if it differs from the primary address.***

11. Save your work by clicking theSave icon on the toolbar.

12. To enter an additional address, place your cursor in theAddress field, arrowdown or click on theNew icon on the toolbar.

13. Repeat steps 1-9.

14. Saveand close the form when all addresses have been entered.

***The Taxation Addressregion of the form is used when the employee’s homeaddress differs from the taxation address. This will normally occur when a PO Boxis used as the home address; in this case, the taxation address would override theprimary address for tax purposes. If an employee provides HR with a PO Box astheir mailing address, it will be necessary to obtain their physical home address aswell.

Note: You will be unable to key a payroll for the employee on theAssignment form if you forget to enter an address first. TheAddress form

regulates the employee’s payroll and tax information so it is very importantthat it be completed accurately.

PICTURE BUTTON Devereux is not using the Picture button at this time. Please do not attempt to loada picture onto this form.

ASSIGNMENT BUTTON The next button on thePeopleform is theAssignment button. This button willopen theAssignment form which has its own set of tabs and buttons similar to thePeopleform. We will now look at theAssignment form and all of its subsidiary

tabs and forms. After this section, we will look at the two remaining buttons on thePeopleform: Special InfoandOthers.

In Chapter 2: Assignment we learned that the assignment is at the center of Oracle.Now we will see how to enter information on theAssignment Form. When youenter a new employee into Oracle HRMS, a default assignment is automaticallycreated.




The following information is included in the default assignment:• Organization isDevereux Foundation • Location isRenaissance Center (this is the corporate location)• Status isActive Assignment • Assignment Number is derived from the employee number on the People

form

This default assignment information needs to be updated to include the relevantinformation pertaining to your new hire.

REGION 3

REGION 2

REGION 1

Much like thePeopleform, theAssignment form can be viewed in regions as well.We will now look at each of the fields in Region 1 individually.

In the case of a new hire, you should still be date tracked to the date of hire. If forsome reason your effective date has been changed to a different date, you must set it

back to the date of hire.

To enter information into Region 1 of the Assignment form, follow these steps:

1. Click in theOrganization field to open theOrganizations list of values.Use the wildcard (%) to access all departments in your center. Double-clickon the employee home program (department).

2. Upon choosing anOrganization, you will be automatically prompted tochoose an option: [Update] or [Correction]. For anew employee, choose[Correction]. (See Chapter 3: Date Tracking for additional information onUpdate versus Correction).




3. The People Group box automatically opens after choosing an Organization.Although this field will only be used by the Florida center to distinguishemployees with grandfathered shift premiums, it will not be used for newhires for any center. All centers should click [OK].

4. Type your center number in the J ob field and hit [Tab] to display the J obs list of values for your center only. Double-click on the employee’s

appropriate job.

5. ThePosition field will not be used and should be left blank.

6. Click in theGradefield to open theGrades list of values. Double-click onthe valid grade for the job by choosing the grade that has a ‘ Yes’ in theValid for J ob column. Alternately, if you know the grade region yourcenter falls in you can type the state initials and hit [Tab] (ex. PA centers arein a grade region MA-NJ-PA. TypingMAand tabbing will bring up onlythe grades in this region.). When the list of values opens, clear the Findfield and type%Yes%to select only the grade that is valid for the job.

7. Click in thePayroll field to open thePayrolls list of values. Double-click

onStaff Payroll (this is the only valid option for employees).8. Type your center number in theLocation field and hit [Tab] to display the

Location list of values. Double-click on the physical address that matchesthe Organization previously chosen. **Don’t forget to change yourlocation when prompted, if the default location remains, the employeemay not be taxed properly.

9. TheStatus field should remain defaulted toActive Assignment for most newhires. If the employee has been hired for seasonal work only, you canchooseSeasonal Assignment in this field.

10. TheAssignment Number field will assign an automatic number to theemployee; this field should remain as is.

11. Click in theAssignment Category field to open theAssignmentCategories list of values. Double-click on the value to indicate whether theindividual isFull-Timeor Part-Timefrom the list of values.

A completedAssignment form would

resemble this screenshot.

Reminder: To ensure an employee is paid properly it is imperative that theAssignment information be completed accurately!

Note: Contrary to the screenshot, Devereux’s Jobs will have a period separator (.) between eachpiece of information and mixed case for the Job Title. Similarly, Grades will have a period separatorand a dash (-) between the Center and Band vs. an underscore (_).




Region 2consists of a series of tabs each of which maintain different informationrelating to the assignment. We will look at each of these tabs separately.

SALARY INFORMATION TAB

REPLACE W/SHOTOF CORRECTSALARY BASIS

To enter information on the Salary Information tab, follow these steps:

1. In theSalary Basis field, select whether the employee is anHourlyorSalaryemployee.

2. In theReview SalaryandReview Performancesections enter “1” in theEvery field and Year in the second field.

SUPERVISOR TAB

To enter information on the Supervisor tab, follow these steps:

1. Click on theSupervisor tab on theAssignment form.

2. Click in theNamefield to search for the name of the person who supervisesthe employee in the list of values. Double-click on the name. Alternately,begin typing the supervisor’s last name and tab to bring up the list of values.Searches performed in this field return the names of all employees in theFoundation.

3. Once the supervisor is selected, theWorker Number defaults with the

correct number.4. Key the same number that defaulted in theWorker Number field directly

in theAssignment Number field.

PROBATION& NOTICE PERIOD TAB Devereux is currently not using any of the fields on theProbation & NoticePeriod tab. Please leave all fields on this tab blank.



Chapter 5 – CREATING EMPLOYMENT Page 17 STANDARD CONDITIONS TAB

To enter information on the Standard Conditions tab, follow these steps:

1. Click on theStandard Conditions tab on theAssignment form.

2. TheWorking Hoursdefaults to 40. You can overwrite this value, if necessary for part-time employees.

3. TheFrequencydefaults to Week. Do not change this value.

4. TheNormal Timefield defaults to 9:00 – 17:30. You can overwrite this

value, if desired.5. Check theWorking At Homebox if the employee does not work in a

Devereux office, but rather works from his/her home. This will ensure thatthe employee’s taxes are calculated correctly.

STATUTORY INFORMATION TAB

To enter information on the Statutory Information tab, follow these steps:

1. Click on theStatutory Information tab on theAssignment form.

2. Place your cursor in the field to open the GREs and Other Data form.

3. Click in theGovernment Reporting Entity (GRE) field to open theGovernment Reporting Entity form. Double-click on the DevereuxCompany (EIN) that corresponds with the center at which the employee

works from the list of values. Valid options include:• Devereux Cleo Wallace – used for center 710 employees

• Devereux Families Inc. – used for center 434 employees

• Edward L French Vocational – used for all client workers

• The Devereux Foundation – used for all other employees

4. The Timecard Approver field can be used to optionally enter the name of the individual who approves the employees timecard should it differ fromthe supervisor indicated on theSupervisor tab.

5. The Timecard Required field defaults to Yesand should not be changed.




6. In theShift field, indicate the shift on which the employee works forexample,Day Shift, Evening ShiftandNight Shift.

7. In theSeasonal Worker field, indicate if the employee works seasonallyonly by choosing Yes.

8. No other fields are being used at this time and should be left blank.

9.

Click [OK] to close the form.

MISCELLANEOUS TAB

To enter information on the Miscellaneous tab, follow these steps:

1. Click on theMiscellaneoustab on theAssignment form (use the arrow boxto bring up the drop down list of additional tabs if this tab is not in view).

2. ThePrimarybox is automatically checked which denotes this is theemployee’s primary assignment; this should not be changed.

3. Check theManager box if this employee is a manager.


PURCHASE ORDER INFORMATION TAB Devereux is currently not using any of the fields on thePurchase OrderInformation tab. Please leave all fields on this tab blank.

TheGREs and otherdata form has only two

required fields.

The arrow revealsadditional tabs

currently not in view.




There are additional tabs on the arrow drop down list but they have been disabledbecause they are not currently in use; you should not be able to access them.

After you have completed all of the information on these tabs, you must save yourwork. In order to save your work successfully, you must have completed ALL of the required fields. If you have missed any required fields, you will be prompted

with a message indicating what information is missing or your cursor will be placedin the field that is missing information.

InRegion 3the Effective Dates for the assignment can be viewed. When anassignment has an end date (a “To” date) it is an indication that this assignment isno longer active and a second one may exist (if the individual is still employed).Additional information about second assignments can be found in Chapter XXX.Region 3also consists of a series of buttons which open new forms. Each of theseforms maintains different information relating to the assignment. We will look ateach of these buttons and their corresponding forms separately.

SALARY BUTTON The Salary button opens theSalary Administration form for the employee. Onthis form we will enter the employee’s salary information. For a new hire, the onlyregion we will enter information in isSalary Proposal.

To enter information on the Salary Administration form, follow these steps:

1. Click on the [Salary] button on theAssignment form.

2. In theChange Datefield enter the employee’s date of hire.

3. In theChange Value field enter the employee’s monthly salary if he/she isa salaried employee. If the employee is hourly, enter an hourly rate in thisfield.




4. Click in theReason field to open the list of values. The only valid optionfor a new employee isNew Hire.

5. Saveyour work and close the form.

After saving your salary information, theApprovedbox is automatically checked.Salaries keyed for new hires do not require that this box be checked prior to hittingsave as the system assumes that entered salary is approved for the new hire.Subsequent updates to the employee’s salary after they are hired will require thattheApprovedbox be checked. If it is not, the salary can be saved, but it will notgo into effect until it has been approved. For additional information regardingsalary updates see Chapter 7: Maintaining Employees.

After entering aChange Datein step 2, the salary information is automaticallypopulated in theGrade Salary LimitsandSalary Information regions. Thisinformation is populated based on the salary basis previously chosen on the SalaryInformation tab and the grade chosen on the Assignment form.

The salary information as itrelates to the chosen salarybasis and job appear here.

Enter a monthly salary forsalaried employees.

NEED NEW SCREENSHOT W/2 DECIMALS –HOURLY & NEW SALBASIS

Enter an hourly rate forhourly employees.




Reminder: If the employee is salaried, key a MONTHLY amount in theChange Valuefield, if the employee is hourly, key an HOURLY rate.

Common Errors on the Salary Administration Form

TheSalary Administration form verifies the salary information you enter for theemployee against the valid salary band for the job the employee holds. If youmistakenly key an amount outside of the salary band, you will get a warningmessage indicating the salary entered is out of range. Click [OK] and re-enter theChange Valuewith the correct amount.

Reminder: Always double check theAnnual Salary field for accuracy toensure that the employee is paid the proper amount.

If you forget to key thePayroll field on theAssignment form and you attempt tokey the salary information, you will receive an error message when you save the

Salary Administration form. If this occurs, close the form and click [No] whenprompted to save your changes; return to theAssignment form and enter a validpayroll for the employee. You can then return to theSalary Administration formand key the salary information.

Another potential error involves keying the wrong effective date in theChangeDatefield. TheChange Dateshould always equal the date of hire for a new hire.If you attempt to key a date prior to the date of hire you will receive the errormessage shown below. Click [OK] and re-enter theChange Datewith the date of hire.

Although you will be prevented from keying a date prior to the date of hire, youmust be very careful because the system will allow you to key a date later than thedate of hire. Anything other than the date of hire will be incorrect.



Chapter 5 – CREATING EMPLOYMENT Page 22 ENTRIES BUTTON

TheElement Entries form will primarily be used by payroll; however, HR shouldcheck this form to ensure that they have set up the correct salary information onprevious forms. When an employee is set up properly, he/she should have twoelements automatically set up on theirElement Entries form. The two elementsare:

• US_TAX_VERTEX – this element is established once the employee has avalid address set up.

• Regular Salary– Exempt employees will have this element because theywill have aSalary Basisof Salary.OR

• Regular Wages– Non-Exempt employees will have this element becausethey will have an Hourly Salary Basis.

Although an employee is not paid from these elements, other benefits and elementsuse these elements for calculations. As such, if an employee does not have thesetwo elements set up on theElement Entries form a payroll check will not generate

for them.

TheRegular Salary andWageselements will not be set up on theElementEntries form until the employee’sSalary form has been complete. In turn, you cannot set up theSalary form until you have chosen aSalary Basison theSalaryInformation tab on theAssignment form.

The Element Entries form will be discussed in greater detail in Chapter 9 - Entries.

Reminder: Employees must have theUS_TAX_VERTEXelement and eithertheRegular Salaryor Regular Wageselement in order to receive a paycheck.



Chapter 5 – CREATING EMPLOYMENT Page 23 TAX INFO BUTTON

The tax screens are opened in successive order starting with theFederal Tax Rules form. From this screen you can access theState Tax Rulesand then theCounty Tax Rules form and so on. The Tax Rules forms will primarily be used by payroll;however, HR is responsible for setting the filing status and number of dependentsaccording to the employee’s W-4 which should be handed in with the new hire

paperwork.

To enter information on the Federal Tax Rules form, follow these steps:

1. Clickon the [Tax Info] buttonon theAssignment form.

2. In theFiling Status field enter the employee’s marital status from the list of values as it is declared on line 3 of the employee’s W-4.

3. In theAllowances field enter the number of dependents as declared on line5 of the employee’s W-4.

4. If the employee has elected to have an additional tax amount withheld asdeclared on line 6 of the employee’s W-4, enter the dollar amount in the

Additional Tax field.

The Taxation StatesandLocality information is

derived from the employee’saddress.

TheW4 Informationsectionshould be completed

according to the employee’sW-4.

The Tax form will be discussed in greater detail in Chapter 7a – MaintainingEmployees – Payroll Responsibilities.



Chapter 5 – CREATING EMPLOYMENT Page 24 OTHERS BUTTON

TheOthersbutton opens theNavigation Options list of values containing formsthat hold additional information as it relates to the employee’s assignment. For anew hire, we will only be entering information on four of these forms: Costing,Extra Information (Kronos), Pay Method andReviews. We will look at each of these individually.

TheOthersbuttondisplays the additional

forms available.

Costing

TheCostingform contains the employee’s departmental cost allocations.

To enter information on the Costing form, follow these steps:

1. Clickon the [Others] buttonon theAssignment formand double-click ontheCostingoption in the list of values.

2. The defaultProportion is100(100%). If an employee is allocated 100% toone program then leave this field with the default value. If an employee hasmore than one allocation, enter the percentage of the first one here.

3. Click in theCost Codefield to open theCost Allocation Flexfield.

4. Click in theCTR/REG field to open the center list of values. This list of values contains every center number in Devereux. Double-click on yourcenter number. (Aside from center numbers, there are also values used forGeneral Ledger reporting i.e. 116, 400, 592, etc; they are valid for reporting

only and should not be used for costing.)5. Click in theProgramfield to open the program list of values. This list

contains every program number for all centers. Be sure to pick theappropriate program number for your center by double-clicking on it. Youcan also search on the title of the department (i.e. %human% would find anydepartments that contained the word human such as Human Resources).

6. Click [OK].

7. If multiple allocations are necessary, click in theProportion field andrepeat steps 2 through 6 again.





TheCostingscreen has asubsidiary Flexfield form wherethe department info is chosen.

TheCenter andProgram list of values

contain ALL centers andALL programs.

A single allocation willhave one line totaling

100%.




Multiple allocations willhave more than one lineand should always total

100%.

Reminder: Employee allocations must always total 100% in order for thecosting to work properly.

Extra Information – K ronos

For those centers that use the Kronos system, you need to set up specificinformation which will feed over to Kronos so that the employee will be identifiedin that system as well. This information is captured through anExtra Information Type(EIT) which is similar to aSpecial I nformation Typein that after accessingthe EIT you will select theKronos form.

To enter information on the Extra Information - Kronos form, follow thesesteps:

1. Clickon the [Others] buttonon theAssignment formand double-click on

theExtra Informationoption in the list of values. 2. In the Typefield, click on the line for Kronos. This will highlight the field

blue to indicate that this is the activeEIT.

3. Click in theDetails field to open theKronos form.

4. In theKronos Badgefield, enter the number assigned to the new employee.

5. In the Type of Licensefield, select the appropriate license for the type of employee you have hired. The valid licenses are as follows:

• Timekeeper – this license must be assigned to all employees tominimally enter their time at a clock. This license type will have noaccess to the online Kronos system.

• Professional – this license allows the employee to log in to Kronoson the web to either punch in and out and approve their timecard orapprove their own benefit time. A Professional license only grantsaccess to the employees own timecard.

• Manager – this license allows an individual who managesemployees to access his or her employee timecards to make edits andto approve the timecards.

• All 3 Licenses– this license gives a an individual manager ability toedit other employee timecards as well as access to his or her owntimecards to make edits.




6. In thePayrulefield, select the appropriate pay rule for the type of employeeyou have hired. The Payrule determines the employee’s ability to receiveshift pay and overtime based on exempt versus non-exempt status.

7. In theAccess Profilefield, select the appropriate profile to determine if theemployee will have access to the Kronos system and if so, what type of access.

8. In theEmployee Group field, select the appropriate group whichcorresponds to the program to which the employee belongs.

9. In thePay Codefield, if the employee will have access to Kronos online,select the appropriate pay codes to which he or she will be able to access.

10. In theDevice Group field, select the appropriate center to which theemployee will be identified for clock purposes.

11. Click [OK].


NEED NEW SCREENSHOT AS CTR USERKRONOS ONLY EIT

TheExtra AssignmentInformation form issimilar to theSpecial

Information form. Clickon theKronos Dataline to

access this form.




Pay Method

ThePay Method form is primarily used by payroll to set up an employee’s directdeposit option, if applicable. Regardless of whether or not an employee has electedto enroll in direct deposit, Human Resources must access this form and set up theappropriate pay method option so that the employee will receive a paycheck. If the

employee has elected direct deposit, payroll will change the form to reflect thedirect deposit information.

To enter information on the Pay Method form, follow these steps:

1. Clickon the [Others] buttonon theAssignment formand double-click onthePay Methodoption in the list of values.

2. Click in theNamefield to open thePayment Methods list of values.

3. Double-click on the option that corresponds with the employee’s center.Valid options are:

• California Checks – used for all employees in center 420

• Cleo Wallace Checks – used for all employees in center 710• Devereux Checks – used for all other employees

• HFC Checks – used for all employees in center 434

4. In thePriority field enter 1.

5. In thePercentagefield enter 100.


Reminder: Employees must have aPay Methodchosen or a paycheck willnot be generated from the correct bank account.




Reviews

TheReviews form is used to schedule all of the different reviews a new hire willhave in the next year.

To enter information on the Reviews form, follow these steps:

1. Clickon the [Others] buttonon theAssignment formand double-click ontheReviewsoption in the list of values.

2. Click in the Typefield to open theReview Types list of values.

3. Double-click on the appropriate period to schedule the employee’s firstreview (minimally this should be 90 days.)

4. Optionally, in theLocation field choose the address of the employee’shome program or the address where the review will take place, if different.

5. In theStart field enter the date the review is scheduled to be completed by(i.e. 90 days from the date of hire).

6. Saveyour work.

7. In theNamefield, choose the supervisor’s name that will complete thereview.

8. Saveyour work.

After completing and saving the first review,additional reviews can be scheduled.

To schedule additional reviews, follow these steps:

1. Click in the Typefield.

2. Click on theNew icon on the toolbar.

3. Repeat steps 2 through 8 above.

4. Close the form.

When more than one review exists, use your down arrow to maneuver between themultiple records.

When the review actually takes place a separate form will be used to record theemployee’s performance. This form will be discussed in detail in Chapter 7:Maintaining Employees.




We have now completed theAssignment form and all of its subsidiary tabs andforms. Now we will return to thePeopleform and look at the two remainingbuttons there.

SPECIAL INFO BUTTON TheSpecial Infobutton allows Devereux to track additional information that is not

delivered on standard Oracle forms. TheSpecial Infobutton opens theSpecialInformation Types (SIT) form which contains various subsets of information; notall apply to the information needed for a new hire. We will look only at those thatneed to be complete for a new hire.

Clearances

ThisSIT allows you to track the different employment screenings required byDevereux such as fingerprinting, drug screens, and FACIS. For a new hire, theemployee’s date of hire will default as the effective date for the information.

To enter Clearance information for a new hire, follow these steps:1. Click on the [Special Info] buttonon thePeopleform.

2. In theNamefield, click on the line for Clearances. This will highlight thefield blue to indicate that this is the activeSIT.

3. Click in theDetail field to open theClearances form.

4. In theStatus Datefield, enter the date the clearance was performed.

5. In theClearance Typefield, choose the appropriate clearance that is beingtracked. Examples includeFACIS, Child Abuse, andFBI.

6. In theClearance Status field, choose the appropriate status of thisclearance. Examples includeCleared, Denied, and Pending.

7. In theExpiration Datefield, enter the date the clearance expires if applicable. If populated, this field can be used to run reports to determinewhen clearances must be re-certified.

8. In theReference Number field, enter applicable numbers as they relate tothe clearance for tracking purposes.

9. Click [OK].


Clicking in theDetail field opens theSIT formwhere information isentered.




When information existsin anSIT, the

Information Existsboxwill be checked.

Existing informationfor anSIT will appearin theDetail field.

Company Property

ThisSIT allows you to track any Devereux property that has been issued to theemployee. For a new hire, the employee’s date of hire will default as the effectivedate for the information.

To enter Company Property information for a new hire, follow these steps:1. In theNamefield, click on the line for Company Property. This will

highlight the field blue to indicate that this is the active SIT.

2. Click in theDetail field to open theCompany Property form.

3. In theProperty Typefield, choose the appropriate property type issued tothe employee. Examples includeCell PhoneandCredit Card.

4. In theAdditional Information field, enter any information about the issuedproperty such as an account number for credit cards.

5. In theAccount Limit field, enter any applicable account spending limits forcredit cards issued.

6. In theExpiration Datefield, enter any applicable expiration date. If populated, this field can be used to run reports to determine when accountsare expiring.

7. Click [OK].





I -9 Verification

ThisSIT allows you to track the forms of identification that the employee providedwith his/her I-9 form. For a new hire, the employee’s date of hire will default as theeffective date for the information.

To enter I-9 Verification information for a new hire, follow these steps:1. In theNamefield, click on the line for I-9 Verification. This will highlight

the field blue to indicate that this is the active SIT.

2. Click in theDetail field to open theI-9 Verification form.

3. In theIdentity and Employment Establishment (L ist A) field choose theappropriate form of identity that the employee provided. Examples includeUS PassportandPermanent Resident Card.

4. In theIdentity Established (List B) field choose the appropriate form of identity that the employee provided. Examples includeDrivers LicenseandVoter Registration Card.

5. In theEmployment Established (List C) field choose the appropriate formof identity that the employee provided. Examples includeUS SocialSecurity CardandUS Birth Certificate.

6. Click [OK].


Reminder: Employees only need to provide forms of identification fromeither List A or from List B and List C on the I-9 form.




Recruitment Source

ThisSIT allows you to track information as it relates to the method in which theemployee became employed at Devereux. For a new hire, the employee’s date of hire will default as the effective date for the information.

To enter Recruitment Source information for a new hire, follow these steps:1. In theNamefield, click on the line for Recruitment Source. This will


2. Click in theDetail field to open theRecruitment Sourceform.

3. In theHire Sourcefield choose, the appropriate source from which theemployee learned of the job opportunity at Devereux.

4. In theReferred By field, enter the name of the person who works atDevereux and referred the new hire, if applicable.

5. In theReferral Amount field, enter the dollar amount that will be paid tothe Devereux employee for referring the new hire, if applicable.

6. In thePayable As field, choose the appropriate time frame in which thereferral amount will be paid to the employee, if applicable.

7. In theReferral Statusfield, choose the appropriate status of the referralpayment – is it complete or incomplete (meaning payment is still beingmade to the employee), if applicable.

8. In theNext Payment Datefield, enter the date upon which payment will bepaid to the employee, if applicable.

9. In thePayments 1, 2, 3 Received fields, enter the dates on which paymentswere received, if applicable.

10. In thePayment 1, 2, 3 Amount fields, enter the amount of the payments

received, if applicable.11. If an agency fee was paid enter it in theAgency Feefield.

12. If relocation fees were paid to the employee enter the amount in theRelocation Feefield.




Second Language

ThisSIT allows you to track information regarding additional languages that anemployee may read, write and/or speak. For a new hire, the employee’s date of hirewill default as the effective date for the information.

To enter Second Language information for a new hire, follow these steps:1. In theNamefield, click on the line for Second Language. This will


2. Click in theDetail field to open theSecond Languageform.

3. In theLanguagefield, choose the appropriate language from the list of values.

4. In theLevel field, choose the appropriate level at which the employee canuse this language – read, write and/or speak.

5. Click [OK].

6. Saveyour work and close.

Reminder: When you open theSpecial Info form, SITs that have datarecorded will have a check mark in theInformation Existscolumn.



Chapter 5 – CREATING EMPLOYMENT Page 35 OTHERS BUTTON

Similar to theOthersbutton on theAssignment form, theOthersbutton on thePeopleform opens theNavigation Options list of values containing forms thathold additional information as it relates to the employee. For a new hire, we willuse several of these forms and will look at each of these individually.

Contact

In Chapter 4: Person Types we learned thatcontactsare individuals who do nothave a working relationship with Devereux. A contact is any external person whodoes not work for Devereux, but has a relationship with an internal person(someone within the employment or placement action types). We learned that thereare three different types of contacts in Oracle: beneficiaries, dependents andemergency contacts. In the case of a new hire, it will be very unlikely thatinformation regarding dependents is available but you will have emergency contactinformation and you may even have beneficiary information.

In this chapter we have learned how to enter employees using thePeopleform andchoosing an action type which subsequently opens the correlating person types.In Chapter 4: Person Types we learned thatcontactsfall in the “Create Other”action type, however we will not be enteringcontactsdirectly on thePeopleformin the same method that we have just learned to do for employees. Instead,contactsshould be entered through theOthersbutton on thePeopleform.

To enter emergency contact information for a new hire, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on theContact option in the list of values.

2. Enter theLast andFirst names of the contact.

3. Enter theGender of the contact.

4. Optionally, if the known, enter the SSN in theSocial Security field.

5. In theBirth Datefield, enter the date of birth. This is a required fieldbecause we must have this for dependents for benefit purposes.

6. Click in the first line in theRelationship field to choose the appropriaterelationship type to the employee. Examples includeSpouse, Mother,Father, andFriend.

7. Scroll over to the right hand side and click the box for Primary Contact if this is the person’s primary contact. ThePersonal Relationship box will bechecked automatically if the relationship isSpouseor Child.

8. Click in the second line in theRelationship field and chooseEmergency.

9. Saveyour work.

10. Click on the [Contact’s Details] button and double-click on theEnterPhone Numbers form.

11. Click in the Typefield to choose the appropriate type of phone number.

12. Enter the phone number in thePhone Number field.

13. If more than one phone number has been provided repeat steps 8 and 9.

14. Saveyour work.




15. Close the form and click on the [Contact’s Details] button and double-clickon theEnter US Address form (this form should be used for US addresses,if the contact has a foreign address use theEnter Address form).

16. If known, enter the contact’sAddress, City, StateandZip.


If beneficiaries are disclosed at the time of hire, repeat all of the above steps toenter the individual as a contact. Chapter XXX will provide more details aboutattaching beneficiaries to a welfare plan.

TheContact form isused to enter emergency

contacts, beneficiariesand dependents.

Scroll to the right of theform and click the

Primary Contact boxfor the employee’s

primary contact.




When an employee wants to identify a Devereux employee as his or her emergencycontact, the process for adding this person as a contact is slightly different than thatindicated above because this person is already in Oracle and has anEmployee person type.

To attach an existing employee as an emergency contact for another employee,

follow these steps:1. Click on the [Others] button on thePeopleform and double-click on the

Contact option in the list of values.

2. Click on the list of values button in theLast name field to open the Namesbox which will allow you to search for existing employees.

3. Using wildcard functionality, search for the existing employee you wish todesignate as the emergency contact and select him or her from the list of values.

4. The existing employee’s information will automatically be filled in the tophalf of the form.

5. In theRelationship field to choose the appropriate relationship type to theemployee. Examples includeSpouse, Mother, Father, andFriend.

6. Scroll over to the right hand side and click the box for Primary Contact if this is the person’s primary contact. ThePersonal Relationship box will bechecked automatically if the relationship isSpouseor Child.

7. Click in the second line in theRelationship field and chooseEmergency.

8. Saveyour work.

You will not be able to enter/change an existing employee’s address or phonenumbers through the [Contact’s Details] form. This information should be changed

on the employee’s primary address and phone forms since they are an employee.

The personal information of existing employees who aredesignated as emergencycontacts for another employeeis “grayed out” because it cannot be changed on theContact form.




Documents of Record

The Documents of Record functionality enables you to store, maintain and trackdocuments such as visas, work permits and licenses. This functionality will allowyou to upload electronic copies of these documents as well as search for existingdocuments. Eventually with self-serve, employees would be able to create/upload,

maintain and delete their own documents of record. Managers will be able tomaintain documents for their direct reports as well.

We will use the Documents of Record functionality to track the followinginformation and documents for new employees:

• Visa Information• Personal Information (i.e. driver’s license)

Visa Information

Visa information will be stored for those foreign recruits who are currently working

in the country on a visa. Fields that are denoted by an asterisk (*) are requiredfields and must have data entered in order to save the information.

To enter visa information for a new hire, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on theDocuments of Record option in the list of values. TheDocuments of Record form opens in a new browser window.

2. Click on the [Create Document of Record] button. TheCreate Documentof Record form opens.

3. In the Typefield type the specific visa the employee is working on and hit

[Tab]. You can not perform a blind search in this field. You must know atleast the partial value to open the list of values. Valid visa types are thefollowing: H1B, H3, J1, J2, TN, Temp Visa Other, Non Resident Alien andPermanent Resident.

OR You can click on the flashlight icon to the right of the field and query thedesired visa type here. This method will return all visa types that matchyour search criteria. For instance, if you enterH in this field, both H1B andH3 visas will appear in the Results section. Select the desired visa and click[Select].

4. Visa Informationwill default in theCategory field and theSubcategory

field will remain blank as we are not using this field.5. In theDocument Number field, enter the document or visa number if

available.

6. In theIssued By field, enter the name, person or department issuing the visaif known.

7. In theIssued At field, enter the place or location the visa was issued if known.

8. In theIssued Datefield, enter the date the visa was issued to the employee.




9. In theIssuing Authority field, enter the name of the organization issuingthe visa if known.

10. In theValid From field, enter the date the visa began.

11. In theValid To field, enter the date the visa will expire.

If you have an attachment to upload, proceed to the steps below. If not, click the[Apply] button and then theClose Window link at the top or bottom of the page. If do have a document to attach and you click the [Apply] button prior to the [AddAttachment] button, click on theUpdateicon when you are returned to theDocuments of Record form.

To attach a document to the record, follow these steps: 1. Click on the [Attachment] button. TheAdd Attachment form opens.

2. In theDescriptionbox, enter a description of the document.

3. TheCategory field defaults toDocuments of Record.

4. In theDefine Attachment region of the form, you have the option to attach

a File, URL or Text. Select the corresponding radio button for the type of document you are going to upload. More than likely you will be selecting afile to upload.

5. If you selectFile, click on the [Browse] button to locate and upload thedocument. Note: you must have first scanned in your document and saved iton an accessible directory to locate it here.

6. If you select Text, you can optionally assign a name in theNamefield.

7. To add another document, select the [Add Another] button and repeat steps2-6.

8. Once you have finished adding attachments, select the [Apply] button.

9. Click theClose Window link at the top or bottom of the page. You arereturned to theUpdate Document of Record page.

10. Click the [Apply] button to save all updates to the record.

11. Click theClose Window link at the top or bottom of the page to return tothePeopleform.

When you upload a document of record it remains in a “Pending Verification”status on theDocuments of Record form. This is intended functionality with theuse of Oracle Self-Service so that employees can upload their own documents andHR can then verify them.

Documents can be left pending or you can choose to verify them by followingthese steps:

1. In theDocuments of Record window click on the name of the document inthe Typecolumn.

2. In theView Document of Record window click on [Verify].

3. You are returned to theDocuments of Record window and the name of theperson who performed the verification will be in theVerified By field.




Click on the [CreateDocument of Record]

button to enter newinformation.

Clicking on the Flashlight

next to the Type fieldopens the Search andSelect form which will

display search results forthe criteria you enter.

Enter all pertinentinformation regarding

the document of record.




Clicking on the [AddAttachment] button opens

the page where you canbrowse your files for

previously scanneddocuments.

The attached documentwill appear at the bottom

of theUpdateDocument of Record

form.

A Confirmationpage isreceived when all

information has beensaved successfully.




Personal Information Driver’s license information will be stored usingDocuments of Record. Thisfunctionality will allow you to upload copies of an employee’s license. This isparticularly useful because the picture on the license could be used for identificationpurposes.

Access theDocuments of Record and enter the driver’s license information in thesame manner as visas indicated above with one exception; in the Typefield enterDriving.

To enter driver’s license information for a new hire, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on theDocuments of Record option in the list of values. TheDocuments of Record form opens in a new browser window.

2. Click on the [Create Document of Record] button. TheCreate Documentof Record form opens.

3. In the Typefield typeDriving.

4. Personal Informationwill default in theCategory field and theSubcategory field will remain blank as we are not using this field.

5. In theDocument Number field, enter the license number.

6. In theIssued By field, enter the department issuing the license, such asDepartment of Motor Vehicles.

7. In theIssued At field, enter the place or location the license was issued if known.

8. In theIssued Datefield, enter the date the license was issued to the

employee.9. In theIssuing Authority field, enter the name of the state the license is

issued from.

10. In theValid From field, enter the date the license began.

11. In theValid To field, enter the date the license will expire.

12. Click [Apply].

13. Click theClose Window link at the top of the page.

Use theDocument of Record form to enter

Driver’s License info andto attach copies of the

license.




All current documentswill appear in the

Documents of Record window.

There are additional types of Personal Information documents which can be stored

using this form; however they will be discussed in subsequent chapters.

To attach a copy of the license to the record, follow these steps: 1. Click on the [Attachment] button. TheAdd Attachment form opens. Or if

you have closed the window, click the [Update] button to return to the form.

2. In theDescriptionbox, enter a description of the document.

3. TheCategory field defaults toDocuments of Record.

4. In theDefine Attachment region of the form, you have the option to attacha File, URL or Text. Select the corresponding radio button for the type of document you are going to upload. More than likely you will be selecting a

file to upload.5. If you selectFile, click on the [Browse] button to locate and upload thedocument. Note: you must have first scanned in your document and saved iton an accessible directory to locate it here.

6. If you select Text, you can optionally assign a name in theNamefield.

7. Click the [Apply] button.

8. Click theClose Window link at the top or bottom of the page. You arereturned to theUpdate Document of Record page.

9. Click the [Apply] button to save all updates to the record.

10. Click theClose Window link at the top or bottom of the page to return to

thePeopleform.




Medical Assessments

TheMedical Assessments form is used to record physical exams that an employeemay be required to take prior to or during their employment.

To enter Medical Assessment information for a new hire, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on theMedical Assessment option in the list of values.

2. In theDatefield, enter the date the physical was taken.

3. In the Typefield, enter the type of physical exam taken, such asPre-Employmentor Annual.

4. In theResult field, enter whether the person passed or failed the exam.

5. Optionally, in theExaminer’s Namefield, enter the name of the personwho performed the physical.

6. In theService Provider field, enter the type of healthcare professional thatadministered the physical exam, such asDoctor or Nurse.

7. In theNext Consultation Datefield, enter the date of the next scheduledphysical (such as the following year for physicals required annually). Thisfield can be used to report on upcoming physicals due.

8. If the exam was required as a result of an injury incurred on the job, theIncident Referenceand Incident Datefields will populate when theWorkIncidentsform is complete.

9. TheDescription field is a free form field in which you can enter anyadditional details about the physical. Use caution when entering sensitiveinformation here as it becomes part of the employee file.


Note: Although an exam that resulted from a work injury can be recorded ontheMedical Assessment form, there is a different form used to record all of the workers compensation details. This will be discussed in Chapter 8:Additional Tracking.




Phones

ThePhones form is used to record different phone numbers for the employee suchas home, work and cell.

To enter phone numbers for a new hire, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on thePhonesoption in the list of values.

2. In the Typefield, select the type of phone number you are recording fromthe list of values.

3. In thePhone Number field, enter the phone number.

4. TheFromfield defaults to the date of hire; this is appropriate for a newhire.

5. To record additional phone numbers repeat steps 2 and 3.





Previous Employment

ThePrevious Employment form is optionally used to record a new hire’semployment history. This information can be transcribed from the employmentapplication and may be useful in the future when evaluating performance increases.

To enter Previous Employment Information for a new hire, follow these steps:1. Click on the [Others] button on thePeopleform and double-click on the

Previous Employment option in the list of values.

2. In theEmployer field, enter the name of the new hire’s previous employer.

3. In theAddress field, enter the location of the previous employer.

4. In theCountry field, enter the country of the previous employer.

5. In the Typefield, select the type of employer from the list of values, such asHospital, Residential Treatment Center, etc.

6. Enter theStart andEnd Datesof the previous employment and the years,months and days will be automatically calculated.

7. Saveyour work.

8. In thePrevious J ob region, enter theStart andEnd Datesand the J ob titlefor each different job the employee held with this employer.

9. Saveyour work.

10. To record additional previous employment information, repeat steps 2through 9.

11. Close thePrevious Employment Information form.




Schools and Colleges Attended

TheSchools and Colleges Attended form is used to record a new hire’seducational history.

To enter education history information for a new hire, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on theSchools and Colleges Attended option in the list of values.

2. In theSchool or Collegefield, select the name of the school attended fromthe list of values. Unlike other fields in Oracle, you can not type the nameof the school directly in this field; you must search for the school name inthe list of values.

3. Enter theStart andEnd Datesof attendance at this school.

4. Optionally, click in theFull Timefield to indicate if the employee was afull time student when he/she attended the school.

5. Click in the small box at the end of the row to open the schools and colleges

flexfield.6. Enter theEducation Level, Major and any Concentrationobtained at this

school.

7. Click [OK].

8. Saveyour work.

9. If additional schools have been attended or additional degrees received,repeat steps 2 through 6.

10. Close theSchools and Colleges Attended form.

At this point, you have successfully entered all of the information necessary for anew hire. Remember it is important that all of the steps described in this chapter betaken for every person you enter in the system in order for the employee’s record tobe accurate and to ensure the individual is paid properly.




SECTION 2: ENTERING A CLIENT




Entering a client into Oracle will not differ greatly from entering an employee.Many of the fields that were required to complete the new hire process for anemployee will be required for a client as well; however the information populatedinto certain fields will probably differ given this is a client record. Since we havegone through the steps of entering a new hire already, this section will abbreviatethe steps for a client and there will be less screen shots. Should you need to

confirm the visual for a form or field, refer to Section 1: Entering a New Hire of this chapter.

SECTION OBJECTIVES After completing this section, you should be able to:

• Understand the different information needed to populate a client record• Successfully enter a client into the system

PEOPLE FORM We will start by navigating to the People Form using the following path:Navigation: People >Enter & Maintain

Remember, theEnter & Maintain option on theNavigator is the most effectiveand efficient way to enter theOracleapplication. Also any fields that are coloredyellow on a form within Oracle arerequired fields. All required fields must beentered in order to save the form.

Upon accessing thePeopleform, you will be automatically prompted for anEffective Date. When hiring new clients, you must change the current effectivedate to the client’s date of hire.

To begin entering a new client, follow these steps:

1. When prompted, click [Yes] to change your effective date.

2. Enter the client’s date of hire in theEffective Datefield.

3. From theFind Personbox, click the [New] button.

To enter information in Region 1 (Name) of the People form, follow thesesteps:

1. Enter theLast andFirst names.

2. Enter Suffix andMiddle initial or name if available (these fields are notrequired).

To enter information into Region 2 of the People form, follow these steps:5. Select aGender.

6. In theAction field, select the Create Employment action type.

7. Once this is selected thePerson Typebox appears. Select the appropriatePerson Typefor the employee you are entering –in this caseClient Workeris the appropriate choice.

8. In theSocial Security Number field, enter the Social Security Number. Itis not necessary to enter the dashes in the SSN – they will be populated foryou.



Chapter 5 – CREATING EMPLOYMENT Page 50 PERSONAL TAB

To enter information on the Personal tab, follow these steps:

1. Click on thePersonal tab on thePeopleform.

2. In theBirth Datefield, enter the client’s date of birth.

3. TheAgefield defaults based on the Birth Date entered.

4. In theMarital Statusfield, select the client’s marital status.5. TheNationality field defaults toAmerican– change this if necessary.

6. Devereux is not using theRegistered Disabled field; leave blank.

EMPLOYMENT TAB To enter information on the Employment tab, follow these steps:

1. Click on theEmployment tab on thePeopleform.

2. In theEthnic Origin field, select the client’s ethnicity.

3. In theEthnicity Disclosed field, selectNo, if you are guessing the ethnicityof the client. If the ethnicity was disclosed, select Yes.

4. Devereux is not using theVeteran Status field; leave blank.

5. Devereux is not using theOpted for Medicarefield; leave blank.

6. In theI-9 Statusfield, select the appropriate value. If documents have beenproduced, the correct value isDocuments Verified. Other options in thisfield will indicate if the documents were not produced, incorrect or notrequired. Do not use the YesandNovalues in this field.

7. Enter theI-9 Expiration, if applicable.

8. TheNew Hirefields defaults to Include in New Hire Report for Person Types under the Create Employment Action. With this value, the client isincluded in the next run of the New Hire report. Once the client is included

in the New Hire report, the value is automatically changed toAlreadyReported. If the New Hire report should exclude this client, selectExcludefrom New Hire Reporting.

9. Optionally, select a reason for this exclusion in theException Reason field.

OFFICE DETAILS TAB For employees, we entered an email address on this tab, but for client’s it is morethan likely that there will be no email address. If you wish, you can use theremaining fields to identify the client’s location within your center.

APPLICANT TAB TheApplicant tab will not apply to clients; please leave all fields blank.



Chapter 5 – CREATING EMPLOYMENT Page 51 FURTHER NAME TAB

To enter information on the Further Name tab, follow these steps:

1. Click on theFurther Nametab on thePeopleform.

2. TheHonorsfield will most likely not apply to clients.

3. In thePreferred Namefield, enter the client’s preferred name if known. If

a preferred name is entered, it is noted in parenthesis as such: Doe, James(Jim).

4. If the client had aPrevious Last Name, enter it in this field.

OTHER TAB

Devereux is currently not using any of the fields on theOther tab for a client.Please leave all fields on this tab blank. See section XXX for information on theDate of Death field.

BENEFITS TAB To enter information on the Benefits tab, follow these steps:

1.

Click on theBenefits tab on thePeopleform.2. TheBenefit Group field will not be used for clients; leave blank.

3. In theUses Tobacco field, chooseNot Applicable.

4. Devereux is not using the Medical Plan, Other Coverage or VoluntaryService fields at this time; leave blank.

5. TheDate Received Death Cert. field will not be used for a new client;leave blank. See section XXX for more information on this field.

6. TheAdjusted Service Datefield will not be used; leave blank.

7. TheDate First Hired field defaults to the effective date you originally setto enter the new client; this should be equal to the date of hire.

Remember, if you inadvertently entered the wrong date of hire for the client andhave not saved your work yet, enter the correct date in theDate First Hired field. If you have saved the record and subsequently notice the mistake, correcttheLatest Start Datefield which will correct theDate First Hired andEffective Datefields as well.

DESCRIPTIVE FLEX FIELD To enter information in the Descriptive Flexfield, follow these steps:

1. Click in theDFF field on thePeopleform to open theAdditional PersonalDetails form.

2. The TOB Group defaults to TOB 2005 + Adj Senfor all new employeeshowever, this code needs to be changed toNot Eligiblebecause clients donot participate in the time off benefit plan.

At this point, you have entered all of the required fields on thePeopleform for aclient and, you must save your work. If you have inadvertently forgotten tocomplete a required field, you will be brought to that field so that you can completeit and save again.




ADDRESS BUTTON

Oracle has a feature called Vertex that verifies the validity of an entered address. If you enter an address which is not valid, you will receive an error message.

To enter an address, follow these steps:

1. Click on the [Address] button on thePeopleform.2. Enter the client’s street address in theAddress field.

3. When you either tab to or click in theCity field, a box of valid states andzip codes for this city automatically pops up. Choose the appropriateoption.

4. When you have chosen the city, theStatewill populate automatically.

5. Enter theZip Codeif Vertex did not fill it in.

6. TheCounty field will automatically populate.

7. TheCountry field automatically defaults to United States.

8. By default, thePrimarybox is checked. The first address you enter is theclient’s primary address. A client must always have a primary address, butyou cannot enter more than one primary address for the same time period.

9. In the Typefield, enter the type of address. For example, home, weekend,center, etc. if known. You can have only one address of each type at anytime.

10. In the Taxation Address fields, enter theCity, StateandZipof the homeaddress if it differs from the primary address.***

11. Save your work by clicking theSave icon on the toolbar.

12. To enter an additional address, place your cursor in theAddress field, arrowdown or click on theNew icon on the toolbar.

13. Repeat steps 1-9.

14. Saveand close the form when all addresses have been entered.

***The Taxation Addressregion of the form is used when the client’s homeaddress differs from the taxation address. This will normally occur when a PO Boxis used as the home address; in this case, the taxation address would override theprimary address for tax purposes. If a client provides HR with a PO Box as theirmailing address, it will be necessary to obtain their physical home address as well.

Note: You will be unable to key a payroll for the client on theAssignment

form if you forget to enter an address first. TheAddress form regulates theclient’s payroll and tax information so it is very important that it be completedaccurately.

PICTURE BUTTON Devereux is not using the Picture button at this time. Please do not attempt to loada picture onto this form.



Chapter 5 – CREATING EMPLOYMENT Page 53 ASSIGNMENT BUTTON

The next button on thePeopleform is theAssignment button. This button willopen theAssignment form which has its own set of tabs and buttons similar to thePeopleform. We will now look at theAssignment form and all of its subsidiarytabs and forms. After this section, we will look at the two remaining buttons on thePeopleform: Special InfoandOthers.

In Chapter 2: Assignment we learned that the assignment is at the center of Oracle.Now we will see how to enter information on theAssignment form. When youenter a new client into Oracle HRMS, a default assignment is automatically created.

The following information is included in the default assignment:• Organization isDevereux Foundation • Location isRenaissance Center (this is the corporate location)• Status isActive Assignment • Assignment Number is derived from the employee number on the People

form

This default assignment information needs to be updated to include the relevantinformation pertaining to your new client. Reminder: you should still be datetracked to the date of hire; if for some reason your effective date has been changedto a different date, you must set it back to the date of hire.

To enter information into Region 1 of the Assignment form, follow these steps:

1. Click in theOrganization field to open theOrganizations list of values.Use the wildcard (%) to access all departments in your center. Double-clickon the client’s home program (department).

2. Upon choosing anOrganization, you will be automatically prompted tochoose an option: [Update] or [Correction]. For anew client, choose[Correction]. (See Chapter 3: Date Tracking for additional information onUpdate versus Correction).

3. ThePeople Groupbox automatically opens after choosing an organization. This field will not be used for clients; click [OK] to close.

4. Type your center number with a “CL” in front in the J ob field (exampleCL262) and hit [Tab] to display the J obs list of values for your center’sclients only. Double-click on the client’s appropriate job.

5. ThePosition field will not be used for clients and should be left blank.

6. TheGradefield will not be used for clients and should be left blank.7. Click in thePayroll field to open thePayrolls list of values. Double-clickonClient Payroll (this is the only valid option for clients).

8. Type your center number in theLocation field and hit [Tab] to display theLocation list of values. Double-click on the physical address that matchesthe Organization previously chosen. **Don’t forget to change yourlocation when prompted; if the default location remains, the client maynot be taxed properly.

9. TheStatus field should be changed toActive Client Assignment.




10. TheAssignment Number field will assign an automatic number to theclient; this field should remain as is.

11. TheAssignment Category field will not be used for clients and should beleft blank.

Reminder: To ensure a client is paid properly, it is imperative that theAssignment information be completed accurately!

SALARY INFORMATION TAB Clients do not have reviews, thus the only field that needs to be completed is the Salary Basis. This field is important if the client is to receive a paycheck.

To enter information on the Salary Information tab, follow these steps:

1. In theSalary Basis field, selectHourly.

2. Do not enter any information in theReview SalaryandReviewPerformancefields.

SUPERVISOR TAB Although this information was not previously tracked for clients, you will need toenter a supervisor for all clients because it is a required field for employees.

To enter information on the Supervisor tab, follow these steps:

1. Click on the Supervisor tab on the Assignment form.

2. Click in theNamefield to search for the name of the person who supervises

the client in the list of values. Double-click on the name. Alternatively,begin typing the supervisor’s last name and tab to bring up the list of values.

3. Once the supervisor is selected, theWorker Number defaults with thecorrect number.

4. Key the same number that defaulted in theWorker Number field directlyin theAssignment Number field.

PROBATION& NOTICE PERIOD TAB Devereux is currently not using any of the fields on theProbation & NoticePeriod tab. Please leave all fields on this tab blank.

STANDARD CONDITIONS TAB To enter information on the Standard Conditions tab, follow these steps:

1. Click on theStandard Conditions tab on theAssignment form.

2. TheWorking Hoursdefaults to 40. You can overwrite this value, if necessary.

3. TheFrequencydefaults to Week. Do not change this value.

4. TheNormal Timefield defaults to 9:00 – 17:30. You can overwrite thisvalue, if desired.




5. TheWorking At Homebox will not apply to clients and should remainunchecked.

STATUTORY INFORMATION TAB To enter information on the Statutory Information tab, follow these steps:

1. Click on theStatutory Information tab on theAssignment form.

2. Place your cursor in the field to open theGREs and Other Dataform.

3. In theGovernment Reporting Entity (GRE) field, selectEdward L.French Vocational from the list of values.

4. The Timecard Required field defaults to Yesand should not be changed.


6. Click [OK] to close the form.

MISCELLANEOUS TAB To enter information on the Miscellaneous tab, follow these steps:

1. Click on theMiscellaneoustab on theAssignment form (use the arrow box

to bring up the drop down list of additional tabs if this tab is not in view).2. ThePrimarybox is automatically checked which denotes this is the client’s

primary assignment; this should not be changed.

3. No other fields are being used for a client and should be left blank.

PURCHASE ORDER INFORMATION TAB Devereux is currently not using any of the fields on thePurchase OrderInformation tab. Please leave all fields on this tab blank.

There are additional tabs on the arrow drop down list but they have been disabled

because they are not currently in use; you should not be able to access them.

After you have completed all of the information on these tabs, you must save yourwork. In order to save your work successfully, you must have completed ALL of the required fields. If you have missed any required fields, you will be promptedwith a message indicating what information is missing or your cursor will be placedin the field that is missing information.

The Effective Dates for the assignment can be seen on the bottom half of the form.When an assignment has an end date, a “To” date, it is an indication that thisassignment is no longer active and a second one may exist (if the client is stillemployed).



Chapter 5 – CREATING EMPLOYMENT Page 56 SALARY BUTTON

The Salary button opens theSalary Administration form for the client. On thisform we will enter the client’s salary information. For a new client, the only regionwe will enter information in isSalary Proposal.

To enter information on the Salary Administration form, follow these steps:

1. Clickon the [Salary] buttonon theAssignment form.

2. In theChange Datefield enter the client’s date of hire.

3. In theChange Value field enter the client’s hourly rate.

4. Click in theReason field to open the list of values. The only valid optionfor a new client isNew Hire. If you forget to enter a reason, you can notadd it to the record at a later time. The form will need to be deleted and re-keyed.


After saving your salary information, theApprovedbox is automatically checked.

Salaries keyed for new clients do not require that this box be checked prior tohitting save as the system assumes that entered salary is approved for the newclient. This is not true for any updates to the client’s salary after they are hired. Allsalary changes must be approved before they can be saved. For additionalinformation regarding salary updates see Chapter 7: Maintaining Employees.

Because salary bands do not apply to clients, no information will be populated intheGrade Salary Limitsregion. The hourly salary basis will be reflected in theSalary Information region.

Reminder: if you forgot to key thePayroll field on theAssignment form, you willreceive an error message when you attempt to save theSalary Administration form. If this occurs, close the form and click [No] when prompted to save yourchanges; return to theAssignment form and enter a valid payroll for the client. You can then return to theSalary Administration form and key the salaryinformation.

ENTRIES BUTTON TheElement Entries form will primarily be used by payroll; however, HR shouldcheck this form to ensure that they have set up the correct salary information onprevious forms. When a client is set up properly, he/she should have two elements

automatically set up on their Element Entries form. They should have aUS_TAX_VERTEX element with aProcessing Typeof Recurringand aRegularWageselement.

Although a client is not paid from these elements, other elements use these elementsfor calculations. As such, if a client does not have these two elements set up on theEntries form a payroll check will not generate for them.



Chapter 5 – CREATING EMPLOYMENT Page 57 TAX INFO BUTTON

The tax screens are opened in successive order starting with theFederal Tax Rules form. From this screen you can access theState Tax Rulesand then theCounty Tax Rules form and so on. The Tax Rules forms will primarily be used by payroll;however, HR is responsible for setting the filing status and number of dependentsaccording to the client’s W-4 which should be handed in with the new hire

paperwork.

To enter information on the Federal Tax Rules form, follow these steps:

1. Clickon the [Tax Info] buttonon theAssignment form.

2. In theFiling Status field enter the client’s marital status from the list of values as it is declared on line 3 of his/her W-4.

3. In theAllowances field enter the number of dependents as declared on line5 of the client’s W-4.

4. If the client has elected to have an additional tax amount withheld asdeclared on line 6 of the employee’s W-4, enter the dollar amount in the

Additional Tax field.

OTHERS BUTTON TheOthersbutton opens theNavigation Options list of values containing formsthat hold additional information as it relates to the client’s assignment. For a newclient, we will only be entering information on two of these forms: Costing andPay Method. We will look at each of these individually.

Costing

TheCostingform contains the client’s departmental cost allocations.

To enter information on the Costing form, follow these steps:

1. Clickon the [Others] buttonon theAssignment formand double-click ontheCostingoption in the list of values.

2. The defaultProportion is100(100%). If the client is allocated 100% toone program, then leave this field with the default value. If the client hasmore than one allocation, enter the percentage of the first one here.

3. Click in theCost Codefield to open theCost Allocation Flexfield.

4. Click in theCTR/REG field to open the center list of values. This list of values contains every center number in Devereux. Double-click on your

center number. (Aside from center numbers, there are also values used forGeneral Ledger reporting; they are valid for reporting only and should notbe used for costing.)

5. Click in theProgramfield to open the program list of values. This list of values contains every program number for all centers in Devereux. Be sureto pick the appropriate program number for your center by double-clickingon it. You can also search on the title of the department (i.e. %humanwould find any departments that contained the word human such as HumanResources).

6. Click [OK].




7. If multiple allocations are necessary, click in theProportion field andrepeat steps 2 through 6 again.


Reminder: Client allocations must always total 100% in order for the costingto work properly.

Pay Method

ThePay Method form is primarily used by payroll to set up direct deposit foremployees; however, Human Resources must access this form and set up theappropriate pay method option so that the client will receive a paycheck. If bysome chance the client has elected direct deposit, payroll will change the form toreflect the direct deposit information.

To enter information on the Pay Method form, follow these steps:

1. Clickon the [Others] buttonon theAssignment formand double-click onthePay Methodoption in the list of values.

2. Click in theNamefield to open thePayment Methods list of values.

3. Double-click on the option that corresponds with the employee’s center.Valid options are:

• California Checks – used for all employees in center 420

• Cleo Wallace Checks – used for all employees in center 710

• Devereux Checks – used for all other employees

• HFC Checks – used for all employees in center 434

4. In thePriority field enter 1.

5. In thePercentagefield enter 100.


Reminder: Clients will NOT be paid if they do not have aPay Method chosen.

We have now completed theAssignment form and all of its subsidiary tabs andforms. Now we will return to thePeopleform and look at the two remainingbuttons there.



Chapter 5 – CREATING EMPLOYMENT Page 59 SPECIAL INFO BUTTON

TheSpecial Infobutton allows Devereux to track additional information that is notdelivered on standard Oracle forms. TheSpecial Infobutton opens theSpecialInformation Types (SIT) form which contains various subsets of information; onlytwo may potentially be used to track information for a client.

Company Property

ThisSIT allows you to track any Devereux property that has been issued to theclient. For a new client, the client’s date of hire will default as the effective date forthe information.

To enter Company Property information for a new client, follow these steps:

1. In theNamefield, click on the line for Company Property. This willhighlight the field blue to indicate that this is the active SIT.

2. Click in theDetail field to open theCompany Property form.

3.

In theProperty Typefield, choose the appropriate property type issued tothe client.

4. In theAdditional Information field, enter any further information inregards to the property issued.

5. In theAccount Limit field, enter any applicable account spending limits forcredit cards issued.

6. In theExpiration Datefield, enter any applicable expiration date. If populated, this field can be used to run reports to determine when accountsare expiring.

7. Click [OK].

8.

Saveyour work and close the form.

I -9 Verification

ThisSIT allows you to track the forms of identification that the client providedwith his/her I-9 form. For a new client, the client’s date of hire will default as theeffective date for the information.

To enter I-9 Verification information for a new client, follow these steps:

1. In theNamefield, click on the line for I-9 Verification. This will highlightthe field blue to indicate that this is the active SIT.

2. Click in theDetail field to open theI-9 Verification form.3. In theIdentity and Employment Establishment (L ist A) field choose the

appropriate form of identity that the client provided. Examples includeUSPassportandPermanent Resident Card.

4. In theIdentity Established (List B) field choose the appropriate form of identity that the client provided. Examples includeDrivers LicenseandVoter Registration Card.

5. In theEmployment Established (List C) field choose the appropriate formof identity that the client provided. Examples includeUS Social SecurityCardandUS Birth Certificate.




6. Click [OK].


Reminder: Clients only need to provide forms of identification from eitherList A or from List B and List C on the I-9 form.

OTHERS BUTTON Similar to theOthersbutton on theAssignment form, theOthersbutton on thePeopleform opens theNavigation Options list of values containing forms thathold additional information as it relates to the client. For a new client, we will usetwo of these forms and will look at each of these individually.

Contact

In Chapter 4: Person Types we learned thatcontactsare individuals who do nothave a working relationship with Devereux. A contact is any external person whodoes not work for Devereux, but has a relationship with an internal person(someone within the employment or placement action types). We learned that thereare three different types of contacts in Oracle: beneficiaries, dependents andemergency contacts. In the case of a client, it will be very likely that the onlyinformation provided will be for an emergency contact.

To enter emergency contact information for a new client, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on theContact option in the list of values.

2. Enter theLast andFirst names of the contact.3. Enter theGender of the contact.

4. Optionally, if the SSN is known, enter it in theSocial Security field.

5. In theBirth Datefield, enter the contact’s birth date (this is requiredbecause it is necessary for employee dependents for benefit purposes).

6. Click in the first line in theRelationship field to choose the appropriaterelationship type to the employee. Examples includeSpouse, Mother,Father, andFriend.

7. Scroll over to the right hand side and click the box for Primary Contact if this is the person’s primary contact. ThePersonal Relationship box will be

checked automatically if the relationship isSpouseor Child.8. Click in the second line in theRelationship field and chooseEmergency.

9. Saveyour work.

10. Click on the [Contact’s Details] button and double-click on theEnterPhone Numbers form.

11. Click in the Typefield to choose the appropriate type of phone number.

12. Enter the phone number in thePhone Number field.

13. If more than one phone number has been provided repeat steps 8 and 9.

14. Saveyour work.




15. Close the form and click on the [Contact’s Details] button and double-clickon theEnter US Address form (note this is the correct form to use not theEnter Address form).

16. If known, enter the contact’sAddress, City, StateandZip.


Phones

ThePhones form is used to record the different phone numbers for the client suchas home, work and cell.

To enter phone numbers for a new client, follow these steps:

1. Click on the [Others] button on thePeopleform and double-click on thePhonesoption in the list of values.

2. In the Typefield, select the type of phone number you are recording fromthe list of values. If the client’s primary phone number is the center, choose

Center as your type.3. In thePhone Number field, enter the phone number.

4. TheFromfield defaults to the date of hire; this is appropriate for a newclient.

5. To record additional phone numbers repeat steps 2 and 3.


At this point, you have successfully entered all of the information necessary to entera new client. Remember it is important that all of the steps described in this sectionbe taken for every client you enter in the system in order for the client’s record to

be accurate and to ensure the individual is paid properly.




SECTION 3: ENTERING AN INTERN (PAID)




Entering an intern who receives payment into Oracle will not differ greatly fromentering an employee. By now, you should be very comfortable entering a newperson into the system so this section will not take you through all of the fields.Instead, we will look only at those forms and fields which differ from the entries foran employee.

PEOPLE FORM There are two fields that will differ on thePeopleform: Person Typeand the TOBGroupon theDescriptive Flexfield.

The correctPerson Typeis Intern (Paid). In the TOB Group field, the appropriateoption for a paid intern is Intern (Paid).

All other fields on thePeopleform and the tabs on thePeopleform follow the samelogic as with an employee.

ASSIGNMENT FORM

There are two fields which will differ for a paid intern on theAssignment form: J ob andAssignment Category.

There are two appropriate J obs for a paid intern:

• Pre-Doctoral Intern

• Pre-Professional Trainee

When entering a paid intern, be sure and choose one of these two jobs.

The correct option for theAssignment Category is Intern.

All other forms and fields will follow suit with that of entering an employee.