The Employee Additions module lets you add new employees into the system. There are two standard pre-defined demographic screens and one user-defined screen. The pre-defined screens contain basic demographic information you would expect to see in any personnel system. The user-defined screen lets you define up to 40 fields in which you can maintain data for anything that may be missing from the system's pre-defined fields. Integer, numeric, date, and database validation can also be defined for any or all of the user defined fields. While we have done everything we can to try to pre-define all the fields that you may want to maintain information on, we would be naive to assume that we have thought of all of your present and future data management needs.
Employee Number
Enter the HR employee number (10 alpha numeric characters). This number is checked to i\ensure it is not a duplicate.
If you using the HR Auto Numbering option the next available employee number will be placed in this field as the default when entering a new employee. Note: The employee number presented by the auto numbering process can be changed, but this is not recommended.
SIN Number
Enter the Employee's SIN. This number must be a valid SIN as defined by Employment Canada. The system will prevent you from entering a SIN/SSN already used by someone else in the system. The only exception is when you use the Dummy SIN. The Dummy SIN is used for those employees who do not have a SIN or whose SIN is not valid.
The Dummy SIN must be entered in the HR Master Profile, in order for it to be used by recognized as the designated dummy SIN.* Once a Dummy SIN has been entered DO NOT change the Dummy SIN number.
Name
Enter the Employee's name. A window will open for entry of the name data. As you enter each section of the name (last, first middle), the full name will display at the bottom of the name window.
Last Name
Enter the employee's last name. Up to 25 characters are allowed.
First Name
Enter the employee's first name. Up to 15 characters are allowed.
Middle Name
Enter the employee's middle name or initial. Up to 10 characters allowed.
Preferred Name
Enter the employee's preferred first name. (up to 20 characters). This field is optional.
Salutation
Enter the salutation for use in correspondence. Typical entries are MR., MISS, MS, DR., etc. This field may be left blank.
Birth Date
Enter the employee's birth date as 'YYMMDD' or 'YYYYMMDD'. This field MUST be completed. The date is verified and MUST be valid. A reasonability check will be done. This check consists of checking if the birth date entered will generate an age between 14 and 90. Dates that generate ages outside this range produce a warning message. The default for this date will be the dummy birth date from the HR master profile. It should be superseded with the correct birth date when known. If the BEDI parameter profile to activate BEDI is set to Yes, then an age alert will be provided to the user when the age exceeds 64 years of age.
Status
Enter the current status of the employee. Search for valid employee status codes. This field may be left blank. Typical status codes are:
|
Status Code |
Description |
|---|---|
|
A |
Active |
|
T |
Terminated |
|
L |
On Leave |
Category
Enter the current category (type) of the employee (maximum 4 characters.) Search to view valid employee category codes. Typical employee category codes are:
|
Category Code |
Description |
|---|---|
|
TEAC |
Teachers |
|
SUBS |
Substitutes |
|
CASU |
Casuals |
|
ADMN |
Administration |
|
EXCL |
Excluded |
|
APPL |
Applicant |
Address 1
Enter the employee's street address, maximum 30 characters. If the employee has mail delivered to an address other than their street address, enter the mailing address. This field can be left blank if the information is unknown.
Address 2
Enter the employee's street address, maximum 30 characters. If the employee has mail delivered to an address other than their street address, enter the mailing address. This field can be left blank if the information is unknown.
City
Enter the city the employee lives in, or where the mailing address is located. This field can be left blank if the information is not known.
Province
Enter the 2 character province code where the employee lives, or where the mailing address is located. This field is validated against a table containing information taken from the Revenue Canada T4 information book. This field can be left blank if the information is unknown. Search to view valid province codes.
Postal Code
Enter the postal code for the address entered above. Leave blank if unknown.
Country
Enter the 3-character code the country the employee's address is located in. Leave blank if information unknown.
Employee E-Mail
Enter the personal e-mail address of the employee. If you have the Client Email Domain field filled in on the HR Master Profile you do not need to enter the @domain to the end of each address provided it is the same as the one entered in the master profile. This e-mail address is used for inquiry and reporting purposes, and also as the e-mail address that employees will have their personal staffing notification changes sent to .
Email Staff Form
If the Staffing Notification System is activated, you can enter a 'Y' or 'N' value beside the employee's e-mail address field that indicates whether the employee should receive e-mail notifications of his or her staffing changes.
Enter 'Y' if the employee should be sent e-mail notifications, 'N' if they should receive a paper print out instead.
Admin Email
Enter the administrative e-mail address of this employee. If you have the Client email domain field filled in on the HR Master Profile you do not need to enter the @domain to the end of each address provided it is the same as the one entered in the master profile. This field is to be used as a secondary e-mail address that can receive staffing notifications generated by SNS. For example, if this employee is an administrator, he can choose not to receive e-mails in his personal e-mail account, but receive in a separate administrative account instead. Or, an administrator could choose to put his secretary's e-mail address in this field so that SNS e-mails would be sent to himself and/or his secretary instead.
Staff From Destination
Enter 'E' to send SNS e-mails to the employee's personal e-mail address only.
Enter 'A' to send SNS e-mails to the employee's administrative e-mail address only.
Enter 'B' to send the SNS e-mails to both e-mail addresses. This field is only accessible if you have the Staffing Notification System activated.
Telephone 1
Enter the employee's phone numbers. Do not place brackets ( ) around the area code or a '-' between the sections of the phone number. The system displays the phone number as '(604) 555-5555' once the number has been entered.
This field can be left blank if the information is unknown. For employee's with two phone numbers it is recommended that field 14 be used for their primary number. Field 15 should be used for a number or secondary home number. Note: To flag phone numbers as unlisted click on the change icon beside the field. Unlisted appears on the left hand side indicating unlisted. To remove the flag press click on the change icon again.
Telephone 2
Enter the employee's phone numbers. Do not place brackets ( ) around the area code or a '-' between the sections of the phone number. The system displays the phone number as '(604) 555-5555' once the number has been entered.
This field can be left blank if the information is unknown. For employee's with two phone numbers it is recommended that the Telephone 1 Field be used for their primary number. Telephone 2 field should be used for a number or secondary home number. NOTE: To flag phone numbers as unlisted click on the change icon beside the field. Unlisted appears on the left hand side indicating unlisted. To remove the flag press click on the change icon again.
Gender
Enter employee's gender. Search to view valid codes.
Gender ID
Enter employee's identified gender. Search to view valid codes.
Marital Status
Enter the employee's Marital Status. Any single character/digit entry is acceptable. It is suggested that the same entry be used to indicate a particular status. For example, 'M' for married, 'S' for single, etc. This field is optional. Search to view a list of valid marital status codes.
Contractual FTE
Enter the FTE or hours that the employee has been contractually awarded. At the bottom of the screen a summary of the employee's current assignments displays. All assignments with a start date of the current date or before, and an end date of the current date or after will be shown. In addition the assigned FTE field will show the total FTE of the current assignments, and the system will do a calculation to display the most assigned position, department, and location.
Other Employee Info Screen
To switch to this screen from the main screen, select the Other Employee Info Tab.
Hire Date
Enter the employee's hire date as 'YYMMDD' or 'YYYYMMDD'. This field is MUST be completed. The date is verified and must be valid, a reasonability check is made to insure this date is at least 15 years after the birth date. If the difference between the Hire Date and Birth Date is less than 15 years a warning will be displayed.
Hire Type
Each time a new employee is entered into the system, a hire record is created for the employee. This requires that you enter a valid hire type code. Search to view the hire type database.
Eligible As Substitute
Enter 'Y' if this employee is eligible as a substitute.
This is useful if you have a part time teacher who also substitute teaches. Marking this employee as an eligible substitute even though their employee category suggests they are a teacher will include them in the substitute search routine and other substitute reports. Normally you only have to mark employees as eligible as a substitute if they are not assigned the traditional substitute category code. Marking substitutes as eligible is redundant and unnecessary.
Eligible as Casual
Enter 'Y' if this employee is eligible as a casual. This is useful if you have a part time teacher who also casual employee. Marking this employee as an eligible casual even though their employee category suggests that they are a teacher will include them in the casual search routine and other casual reports. Normally you will only have to mark employees as eligible as a casual if they are not assigned the traditional casual category code. Marking casuals as eligible casuals is redundant and unnecessary.
Bargaining Unit
Enter the employee's bargaining unit or union affiliation. Entries made in this field are validated against the Bargaining Unit Database. Search for valid Bargaining unit codes. This field is optional and can be automatically filled when the Most Assigned Demographics Update runs nightly.
Department
Enter the department the employee belongs to. Search for valid department codes. This field is optional and can be automatically filled when the Most Assigned Demographics Update runs nightly.
Position
Enter the position the employee works at. Search for valid position codes. This field is optional and can be automatically filled when the Most Assigned Demographics Update runs nightly.
Location
Enter the employee's present location. This field is verified against the HR Location Database. Searching displays all valid locations.
This Location is intended to be the location the employee's cheques are delivered, or messages can be left at. This should be a place the employee goes at the beginning and end of each working day.
This field can be automatically completed when the Most Assigned Demographics Update runs nightly.
Demographic Date Fields
The prompts for each of these date fields can be over-ridden and customized through the Screen Control Profile by choosing the Demographics Screen code. Refer to this module for more information on how this is done.
Continuing Hire Date
Enter the employee's seniority date as 'YYMMDD' or 'YYYYMMDD'. This field is optional. The date is verified and must be valid, the reasonability check for this field is a check against the birth date. The difference between the two dates must be greater than 15 years. If the difference is less than 15 years a warning message displays. NOTE: This prompt can be changed from 'Continuing Hire Date' to 'Seniority Datbe' by entering employee category code(s) into field 19=Employee Category Codes for Seniority Prompt on the Demographic screen on the second page of the User Specific Parameter Profile.
Sub/Cas Hire Date
Enter the date the employee has hired as a substitute or casual or temporary employee. Dates must be entered as YYYYMMDD or YYMMDD.
Contract Acc. Date
Enter the date the employee's contract was received as YYYYMMDD or YYMMDD.
Last Transfer
Last Transfer is used to track the last time an employee was transferred from one assignment to another. Enter the date as YYYYMMDD or YYMMDD.
TQS Date
The TQS (Teacher Qualification Service) Date is an optional field. This date and the associated category field are filled with information provided by the BCTF or ATA. Enter date as YYYYMMDD or YYMMDD.
TQS Category
The TQS Category is also provided by the BCTF or ATA. This is a single character field that should normally contain a digit, indicating the category assigned to the employee.
Salary Grid
Enter the salary grid that will be used as a default during assignment entry. If the POSITION field is filled in on this screen, you will be able to Search to view and select from valid salary codes that exist on the position payroll. If the position is not entered, then search will not work, nor will any validation occur.
Dept. Head
Enter 'Y' if the employee is a department head or 'N' if the employee is not.
Primary Language
Enter a Primary Language Code. Search to display valid codes. (Optional)
Disability Code
Enter a Disability Code. Search to display valid codes. This field is optional.
Ethnic Code
Enter an Ethnic Code. Search to display valid codes. (Optional)
Citizenship
Enter the employee's citizenship, up to 10 alpha numeric characters. (Optional)
School Term
Enter 'Y' if the employee works during the school term or 'N' if they do not. (Optional)
Travel Allowance
This flag is used to indicate employee is to receive a travel allowance as part of their normal salary. This is primarily used for those employees who travel from site to site as part of their normal days work. (Optional)
Previous Name
Enter the Employee's previous name if known.
Last Name
Enter the employee's previous last name, up to 25 characters are allowed.
First Name
Enter the employee's previous first name, up to 15 characters allowed.
Middle Name
Enter up to 10 characters for the employee's previous middle name or initial.
Previous Name
Enter the employee's previous name (e.g. maiden name)
User Defined Screen
To move to the user defined screen, select the User-Defined Tab.