User Specific Parameters Profile

The User Specific Parameters Profile contains data fields which let you further customize HR to meet the unique needs of your site. It should be set up immediately following the HR Master Profile. It is possible that you may not understand fully how each of these fields will be used at this time, but you can come back and change these fields at any time if need be. 

Default Posting Number for Applications

This number will be used as a default in the Applications Additions screen. This number should be changed each time you begin entering a batch of applications so that the application number does not need to be typed repeatedly. You can leave this field blank until you need to use it.

Default Seniority Days Per Month/Year

This field is used by the seniority system in the event that an employee has more than one seniority code on their current hire record. The system will access these amounts to translate the seniority in years, months, and days.

Check Minimum Hours for Benefits in Assignment

Some employees are eligible for benefits depending on the number of hours worked hours per week (22-Min Ben Hours on the position screen). The assignment screen contains a function that will check the assigned hours per week for all the concurrent assignments of an employee to determine whether the employee should be eligible for benefits. If an employee has an assignment terminated which causes the employee to drop below the required number of hours, a message will display informing you of such a condition.

Enter 'Y' to this prompt to turn this function on or 'N' to disable this function.

Applicant Hire Type

Enter the default hire type code to be used in applicant entry.

Teaching Certificate Type/Class/Code 

This field is used in the certification screen to determine what certificate type/class/code represents teaching certificates. When teaching certificates are entered, the system can reference the suspended certificate file and if the certificate has been suspended, a warning message will be displayed.

An example of how this field must be filled in. L/Teaching - this would represent that teaching certificates all have a class code of teaching.

Create New Evaluation from Changes  

Enter 'Y' to be prompted in evaluation changes to create a new evaluation based on the changes made.

Enter 'N' if you do not wish to be prompted to create a new evaluation each time you modify a record in the evaluation changes module.

Current Absence Year 

Enter the current school year. This field is used in the absence and leave application sub systems to determine what year's entitlement record should be referenced. The year is used in the entitlement system as a default on many screens and reports. This is the year used in GL validation during absence and dispatch costing.

Compare Demographic Position, Location and  Department To Assignments

The Assignment Screen contains a function that will compare the most assigned position, location, and department to those stored in the employee demographics screen. If any of the most assigned values are not the same as the values on the demographics screen, you will be asked if you want to change the values of the demographics screen to match the assigned values. If you respond affirmatively, the values will be updated, otherwise, the values will be left unchanged.

Enter 'Y' to this prompt to activate or 'N' to disable this function.

Certificate Code for Teachers on Call

Enter the certification code that you have set up for teaching certificates. This field is used to calculate the number of uncertified TOC's. Since the system will validate this field against the certificate code database, you will have to leave this field blank for now and return to it later after you have created some certificate codes (review certificate code module documentation). Once you have some valid codes in the system, you can search to view valid certificate codes.

Applicant Category

Enter the employee category code that you have chosen to use for applicants. This code will be picked up as the default employee category code in applicant additions. If you have more than one code, put a slash (/) between each code. In Applicant Additions you will be restricted to using only the category codes in this field. Since the system will validate this field against the employee category database, you will have to leave this field blank for now and return to it later after you have created some employee category codes. Once you have some valid codes in the system, you can Search to view valid category codes.

Current School Draw Time Year 

Enter the current school draw time year. This is used in the draw time system.

Number Of Days from Posting Date to Close Date

Enter the number of days to be added to the posting date to default as the closing date on the posting screen.

Termination Code

Enter the employee status code(s) that represents terminated employees. This will be used by some HR reports to exclude terminated employees from the reports.

Audit Trail On/Fast Add    

This prompt expects three characters.

The first is either 'Y' or 'N'. Set it to 'Y' to activate the audit trail, 'N' to deactivate it.

The second character must be a '/', the third character must be a 'Y' or 'N' as well.

Set the third character to a 'Y' to activate the Fast Add feature, 'N' to deactivate it. The Fast Add feature will write a single audit record when a new employee is added into the system.

If this feature is deactivated with a 'N', an audit record will be created for each field you enter on the employee. Depending on the speed of your computer, this could take a few seconds.

It is recommended that the Fast Add option be disabled unless you find the creation of multiple audit records too time consuming.

Miscellaneous Hire Date Prompt

The prompt you enter will display as field 18 on the Hiring Information Screen.

View Function Lines from Assignment Screen

Enter 'Y' to be able to view employee's payroll function lines from the HR assignment screen or 'N' to disallow this option.

Quick Entry Seniority Adjustment Add

This prompt lets you to more quickly enter data into the Seniority Adjustment Additions screen.

Enter 'N' if you want the system to prompt you for each piece of information.

Enter 'Y' to skip entry of seniority bank, pay ID, period, and type after you've entered this information once.

Invoice Auto Number Key

This field is required if you will be using either of the invoice interface programs (Leave of Absence Invoice Interface or Secondment Invoice Interface. This field is required to enable the auto numbering system to generate unique invoice numbers. This field can be any unique 7-character code. It will not be print or display anywhere; it is just required for internal workings of the auto number generator.

If this field is left blank, the system will use the code HR-INV. If at any point you wish to reset the invoice number, all you must do is change this code.

If you are not planning to use either of the above-mentioned programs, leave this field blank.

Invoice Receivable Group

This field is required if you will be using either of the invoice interface programs (Leave of Absence Invoice Interface or Secondment Invoice Interface. The receivable group you enter here will be used in the creation of invoices in either of these two processes.

If you leave this field blank, a receivable group of 001 will be used. If you are not planning on using either of the above-mentioned programs, leave this field blank.

Starting Invoice Number

This field is required if you will be using either of the invoice interface programs (Leave of Absence Invoice Interface or Secondment Invoice Interface. This field will be the first invoice number that the invoice interface programs will use.

If this field is left blank, the system will automatically use HR-000001. Each time either of these two programs are run, the invoice number will be incremented by one. The only way of resetting the number is to change field Invoice Aut0 Number Key.

If you are not planning to use either of the above-mentioned programs, leave this field blank. 

Secondment Invoice Payroll ID

If you are planning to use the Secondment Invoice Interface, the following three fields must be filled in. They are required to determine how to calculate the earnings and deduction (benefit) amounts to charge the external organization for seconding an employee.

Enter the 4-character ID code of the payroll in which seconded employees are being paid. Search to view valid payroll ID codes. Leave blank if you do not intend to use the Secondment Invoice Interface program.

Secondment Invoice Interface Earnings Include/Exclude List

The Secondment Invoice Interface needs to know how to determine what earnings you want to charge the external organization for seconding an employee. This is done is by specifying a list of pay codes to either include or exclude in the calculation.

To include a list of pay codes, enter I/PC,PC,PC, where PC is a valid pay code.

                         eg I/01,02,03,04,

To exclude a list of pay codes, enter E/PC,PC,PC, where PC is a valid pay code. Search to valid pay codes.

Secondment Invoice Interface Deduction Include/Exclude List

The Secondment Invoice Interface needs to know how to determine what deductions (benefits) to charge the external organization for seconding an employee. This is done is by specifying a list of deduction codes to either include or exclude in the calculation.

To include a list of deductions, enter I/DC,DC,DC, where DC is a valid deduction code.

                         eg I/01,02,03,04,

To exclude a list of deductions, then you would enter E/DC,DC,DC, where DC is a valid deduction code. You can Search to view a list of valid pay codes.

Assignment Type Codes to Include on Experience Report

If you plan on using the Employee Experience Report, then you must fill in this field. The report will pick up assignments with assignment type codes found in the list you specify here. Each assignment type code must be preceded and followed by a slash '/'.

If you want the report to pick up assignments with the assignment type codes of 'C', 'T', and 'MED', you would enter the following:

C/T/Med

Leave this field blank if you are not planning to use this report.

Update Emp Cat in Most Assigned Update        

Enter 'Y' if you want to update the employee status and employee category in the Most Assigned Demographics Update.

Enter 'N' if you do not. Refer to the Most Assigned Demographics Update for more information.

Emps To Ignore in Status/Category Portion of Most Assigned Update

This prompt lets you choose to omit a few employees from the employee status/category update part of the Most Assigned Demographics Update. Enter the numbers of the employees you want this process to skip. Employee numbers must be separated by slashes ('/').

Four Digit Finance Year    

Enter 'Y' if you have the version of BAS that uses the four-digit year or 'N' if you do not.

Employee Transfer Request Year

Enter the current year of the Employee Transfer Request System. Refer to menu option 1,13 for more information on this.

Maximum Leaves Per Combined Invoice

Enter the maximum number of leaves you want to appear on a single invoice. This field is only used in the Leave of Absence Invoice Interface if you choose to combine multiple leaves per invoice.

Update EAM Locations in Assignment Screen

Enter 'Y' if you are using EAM and want the EAM locations to be based on the information in your assignments.

Enter 'N' if they are to be based by information entered on the Educator Attendance Supplemental Information Screen in Payroll.

Activate Salary Screen in Assignment Screen

Enter 'Y' to use the more detailed salary screen in the assignment screen. It lets you break down an employee's total salary into several different amounts. Each amount has a code attached that describes what the amount is for.

Enter 'N' if you do not want to use the more detailed salary screen.

Include Replacement Emp Cost/GL On Leave Screen

Enter 'Y' to include an extra cost centre and GL field for replacement employees on your leave screen.

Load Abs Code Cost Center to Leave Screen as Def

Enter 'B' if you want both the absent and replacement cost centres and GL's to be defaulted with the costing information on the absence code.

Enter 'A' if you want just the absent cost centre and GL to be defaulted with the costing information on the absence code.

Enter 'R' if you want just the replacement cost centre and GL to be defaulted with the costing information on the absence code.

Enter 'N' if you do not want either the absent and replacement cost centres and GL's to be defaulted with the costing information on the absence code.

Employee Find Format      

This prompt controls the format of the Employee Search Window when you Search on the employee number prompt throughout the system.

Activate Authorization Location In Assignment Screen

Enter 'Y' to activate the Authorization Location in the Assignment Screen.

Enter 'N' to disable feature. This feature is only applicable if you are using atrieveERPS Absence Management system. It allows you to create and use authorizer locations that are different from the actual assigned locations.

Load Posting Number Default on Assignment Screen

Enter 'Y' if you want the system to load a default posting number into the posting field during the Assignment Additions. The default will come from the employee's last successful application.

Vacation Seniority Code

You only need to fill in this field if you use the Employee Vacation Menu. It is used to translate total seniority time to years months and hours.

Display Current/Original Hire Date in Demo Screen

Enter 'C' to display the current hire date on page 2 of the Employee Demographics Screen.

Enter 'O' to display the original hire date on page 2 of the Employee Demographics Screen.

Emp Category Codes For 'Seniority' Prompt on Demo Screen

This field expects a list of category codes separated by slashes ('/').

This prompt lets you over-ride the Cont Hire Date prompt on the Employee Demographics screen from Cont Hire Date to Seniority Date. Any employee that belongs to a category that exists in this field will have their demographics screen changed to 'Seniority Date'. Enter a slash only to leave the prompt as Cont Hire Date.

Enable Assignment Selection on User Defined Hire Rep

If you have paid for the assignment add-on for the user defined hire report you will be able to set this field to 'Y'. 

Application Screen Ranking 2

Enter the description of the prompt for ranking 2 you want displayed on the posting screen.

Application Screen Ranking 3

Enter the description of the prompt for ranking 2 you want displayed on the posting screen.

Activate Staffing Notification System

Enter 'Y' to activate the Staff Notification System. Staff Notification will send notifications to employees, supervisors, payroll clerks and unions as employee's job-related information changes.

Staff Change Form Print Queue

This is the default print queue to print employee staff change forms to. It is possible to print to more than one printer by entering print queues onto each Staff Notification user.

Assignment Summary Window Format

This option controls how the summary window appears in the Assignment screen.

Enter '1' to display assignment summary information in the standard format.

Enter '2' to display assignment summary information displaying the position description.

Enter '3' to display assignment summary information in the assignment history format.

GL Validation Year

Enter the year to be used while validating GL account numbers in BAS. This is only used in our new java/windows programs. The rest of HR continues to use the GL Year from Payroll. The only other exception to this is when a GL is validated when there is no payroll ID to tell the system what payroll to look at. This is true for the GL that is entered on the Assignment Code Database.

Staffing Notification Processing Screen Default Start Date

This date is used as the default Edit Start Date in the Staffing Notification Processing Screen used by payroll clerks to accept proposed function line and benefits changes. This date will reduce the number of completed notifications that appear in the Inbox to those that are on or after this date.

Department Calculation Method

This prompt is used to by the Absence Creation Process to control how the department associated with each absence is calculated.

Enter '1' to use the department from the position code.

Enter '2' to use the department from the assignment.

Enter '3' to use the position's first user-defined field.

Fte Allocation Report (Annualized) GL Segment Position

Enter the position of the GL segment that you want to use to match FTE Allocation codes to assignment GL's in the FTE Allocation Report (Annualized). If you want to match based on GL program and your GL program starts at position 3 of your GL you would enter 3 here. GL segments must be entered on each FTE Allocation code and GL's must be entered on each assignment in order for the matching to work properly.

Rep Selection by Application Round Instead Of Post Round

Enter 'Y' to have the Application Report, Application by Posting Report and the On-Line Application Report to select by application round instead of posting round.

Cupe & Sub Cupe Seniority Report Dest E-Mail Address(es)

Enter the email addresses the CUPE & Sub CUPE Seniority Report should be sent to.

Cupe & Sub Cupe Seniority Report From E-Mail Address(es)

Enter the email addresses the CUPE & Sub CUPE Seniority Report should appear to be sent from.

Block Leave Changes If Pending LMW Tasks

Enter 'Y' if changes to leave applications should be blocked if tasks are pending.

Clear Out Most Assigned Demographics If No Assignments

Enter 'Y' if fields 2-5 on the second page of the demographics screen should be blank if an employee has no assignments when the Most Assigned Demographics Report is run (2,5,13 – or automatically run nightly). This will clear the employee category if the unassigned category is left blank on the category code.

Turn Off atrieve Version of User Defined Demographics

Enter 'Y' to display the third page of demographics without a graphical interface (sometimes required for aesthetics with districts who built this page prior to moving to atrieve).

SIN Expiry - Warn/Block if SIN is Temporary/Dummy

Convert Hours to FTE When Comparing Hourly Assignments Only

Select 'Y' for yes to convert hours to FTE when comparing hourly assignments

Select 'N' for no to not convert hours to FTE when comparing hourly assignments

Turn Off Auto Display Of SNS Assignment Selection

        Select 'Y' for yes, turn off automatic SNS assignment selection

        Select 'N' for no, don't turn off automatic SNS assignment selection 

Use Authorizer Location Supervisor for Evaluations

        Select 'Y' for yes - use employees Auth Loc supervisor

        Select 'N' for no - use assignment location supervisor

Autopopulate Hire Date To Subsequent Date Fields

        Select 'Y' for yes, autopopulate hire date to subsequent date fields

        Select 'N' for no, don't autopopulate hire date to subsequent date fields