When you activate the HR menu for the first time, you are immediately taken into the HR Master Profile screen. This profile must be set up before running any other option in HR.
Client Name
Enter up to 30 characters of your organization's name.
Client Short Name
Enter a short name for your organization.
Enable Security System
Enter 'Y' to enable or 'N' to disable Security Management in the HR system.
Control Product Hr/Payroll/Both
Enter 'B' or 'O' if HR is not active.
This field determines which product(s) will allow update changes for employee's name, SIN/SSN, address, birth date, phone numbers, gender and marital status.
Enter 'B' to allow PAYROLL and HR to update all employee records. When changes are made to an employee's static information this option will ensure all occurrences of the employee in both PAYROLL and HR are updated with the changes ensuring employees information is consistent through the systems.
Enter 'O' to allow the payroll department to update all occurrences of the employee's records in PAYROLL and HR when a change is made. The HR department has access to make changes to these fields, but the changes will not be applied to any of the employee's payroll records in the PAYROLL system.
Enter 'P' to allow the personnel department to update all occurrences of the employee's records in PAYROLL and HR when a change is made. The payroll department has access to make changes to these fields, but the changes will not be applied to any of the employee's payroll records in the HR system.
NOTE: The payroll system will always maintain consistency for the employee's information. This option only controls activity between PAYROLL and HR systems.
Next Available PRM Employee Number
This information field only indicates the next employee number to be used by the HR automatic numbering system. This field cannot be accessed.
Use PRM System
This field should be set to 'Y'.
Canadian or USA
Enter a 'C' if your organization if located in Canada or 'U' if your organization if located in the US.
Dummy Birth Date
Enter a valid date to be used as a DUMMY BIRTH DATE. This date can be used when adding an employee and the actual birth date is unknown. Assigning a common Dummy Birth Date to employees when the actual birth date is not known allows you to run a report extracting only employees with the dummy birth date. The Name Address SIN & Birth Date report can be used to report all employees current using the Dummy Birth Date.
Please note that the Dummy Birth Date used should ensure the employee's age is over seventeen and under seventy to ensure CPP is taken. This condition only affects the employees within the Payroll system on Canadian payrolls.
Automatic Employee Numbering
This prompt controls whether you are using HR generated employee numbers or your own employee numbers. HR will start numbering employees from one and work its way up to 9999999999. Field 06 keeps track of the next available number. If you set this prompt to 'Y', each time you add an employee through Employee Additions the system will read the next number from field 6 and increment it so it is ready for the next employee addition. This prompt does not affect the loading of employees from Payroll. The Employee Load Process looks at field 15 of this profile to see whether employees loaded from payroll(s) should be auto numbered or not.
Dummy Social Insurance Number
Enter a dummy SIN/SSN to be used as a temporary number if an employee does not have/has not provided one. We recommend using 11111118 or 999999998 as this SIN will never be issued. This is the only SIN/SSN that can be attached to more than one employee. Using one default SIN/SSN for all unknown SIN/SSN allows you to print the Invalid SIN Report to get a listing of all employees without a valid SIN/SSN. This is a mandatory field.
Default Print Queue
Enter the default print queue.
Default Batch Queue
Enter the default batch queue.
District Number
Enter your district number. Three characters have been provided for this field. If your district number is less, enter zero's on the front of the number.
Use OPS/PRM Employee Number
This prompt controls what employee number will be used during the Employee Load Process.
The recommended response is 'O' for Payroll. Such a response will create HR employee numbers the same as your payroll (Payroll) employee numbers. This will let you use the same employee number in both products.
Entering 'P' will auto-number the employees read from payroll starting at 1 and incrementing up.
Live or Test PRM Account
Enter 'L' to indicate that this HR account is a live account.
Enter 'T' to indicate that this is a test HR account. HR accounts designated as live can only access payroll accounts also marked live. HR accounts marked test can only access payroll accounts marked test.
Client Email Domain
Enter an @ followed by your client domain name. This field would only be used when your employee's email address predominantly uses a company domain. The employee's email address would be entered only up to and not including the @. When the employee's email address does not include an @ the system will automatically attach this domain to the end of the email address, forming a complete email address.
Allow Mixed Case Employee Names
Choose Y to allow mixed case employee names.
Choose N to disallow mixed case employee names