Employee Load Process

After initializing HR's files, you are ready to run the Employee Load Process. This process loads employee information from selected payrolls into the HR system so that you do not need to manually add each employee through Employee Additions.

Prior to running this process, there are database items that must be set up. These databases and the menu sequence numbers are listed below.

Database	Status
Hire Type Codes	Mandatory
Employee Status Codes	Optional
Marital Status Codes	Optional
Location Type Codes	Optional
Area Codes	Optional
Location Codes	Optional

The Employee Load Process will optionally load the above fields from Payroll into HR. If you choose to update these fields, you must set up the corresponding databases first. Fields that you do not wish to load from Payroll need not have corresponding database codes set up. For example, if you do not wish to load the HR employee status code with the Payroll employee status, you do not need to set up any employee status codes in HR. If, however, you do wish to load the employees with the location from Payroll, you must make sure that each possible location code which exists in Payroll, must be set up in HR. The Employee Load Process will validate all location codes coming from Payroll and reject any that are not. Below is a description of what each of database code is and how to set up.

The Employee Load Process can be used to initially load employee information into the HR system or run frequently to update HR with any changes that may have been entered into the PAYROLL system. The data entry screen for this process has a number of prompts which allow you to specify which payrolls you want to extract information from and which payroll fields you wish to carry over to HR.

Load From All/Selected

Enter 'S' to select specific payroll(s) to extract information or 'A' to select all payrolls.

Payroll ID

If you entered 'S' to the above prompt, you must specify which payroll(s) you want to load HR with. Search to view valid payrolls. When done specifying the payroll(s), leave the field blank and <CR> to proceed.

Create New Employees

Enter 'Y' to add employees to HR which do not already exist or 'N' to update existing HR employees without creating new ones.
The first time you run this process you must enter 'Y' as there will be no employees in the HR system.
Subsequently, however, you can choose to create new HR employee records for employees who have been added to a Payroll, or merely update those employee records which already exist in HR with the information stored in Payroll.

Update Name

Enter 'Y' to update the name stored in HR with the employee name stored in the payroll(s) or 'N' to leave the name unchanged.

Update Gender & Marital

Enter 'Y' to update the HR gender and marital status with the corresponding information stored in Payroll.
Enter 'N' to leave this information unchanged.

Update Location

Enter 'Y' to update the HR demographics location with the location from Payroll.
Enter 'N' to leave the location unchanged.

Update Address

Enter 'Y' to update the HR demo address information with the address information stored in the payroll(s).
Enter 'N' to leave this information unchanged.

Update Continuing Hire Date

Enter 'Y' to update the HR continuing hire date with the seniority date from Payroll.
Enter 'N' to leave this field unchanged.

Update Status

Enter 'Y' to update the HR employee status with the status stored in Payroll.
Enter 'N' to leave this field unchanged. There are 5 different status codes used in payroll. You may specify a corresponding HR status code for each of these codes.

Terminated

Enter a one-character status code you want to correspond to the Payroll terminated status. Search to view valid HR status codes.

On Leave

Enter a one-character status code to correspond to the Payroll on leave status. Search to view valid HR status codes.

On Leave with Benefits

Enter a one-character status code to correspond to the Payroll on leave with benefits status. Search to view valid HR status codes.

Personnel Only

Enter a one-character status code that you want to correspond to the Payroll personnel only status. Search to view valid HR status codes.

No Status

Enter a one-character status code to correspond to the Payroll 'no status' status (employees with none of the above status codes). Search to view valid HR status codes.

Current Hire Type Code

The current hire date from payroll date is stored in the HR hire information file. Every hire record needs a hire type code.
Enter the code the hire information record is to be loaded with. Search to view valid hire type codes.

Original Hire Type Code

If the Payroll current hire date is different from the Payroll original hire date, a second hire record will be created in HR. Thus, a second hire type code is needed for this hire record. Search to view valid hire type codes.

Update Emp Category

Enter 'Y' to update the employee category field on the employee demographics screen.

Employee Category Code

Enter the employee category to update the selected records with. Search to view valid employee category codes. You can enter the key word 'PYID' which will load the category with the ID code of the payroll it is processing.

Preliminary/Final Run

Enter 'P' to run this process in preliminary mode.
Enter 'F' to run it in final.
A preliminary run will produce a report without affecting any of the HR data files. A final run will produce a report as well as update the HR files with the information from Payroll.