Global Employee Status Adjustment

This process provides the ability to globally change the status of employees with a wide range of employee/function line selection criteria. Employee selection by function line element is based on the employee's master function line values. Employees can be globally Terminated, Unterminated, put On Leave, On Leave with Benefits or Returned from leave. An employee Cannot have two status settings at the same time. An employee cannot be Terminated if the employee is already On Leave. The employee would have to be Returned and then Terminated.

Individual Employee status changes are tracked by the Employee Master Audit system.

The employee selection criteria value allows the use of the wild card '?'. The '?' character means that element value is to be taken from the employee's code to form a new selection code. For example you could enter a selection cost center with the value of ?????????8, meaning include the employee when the master function line has a cost center that has the last character equal to an 8 regardless of the other characters. The use of the '?' is not available on the numeric fields such as hours, pay rate and percent employed.

Select Employee's by Code

Enter a 2-character code to define which field will be used for employee/function line selection.

Employee Number - EM
Location Code – LC
Salary Grid – GR
Pay Cycle Code – CY
Pay Type – PT
Pay Code – PC
Pay Rate – PR
Base Hours - HR
Cost Center – CS
Occupation Code – OC
Employee Type – ET
Shift Code – SC
Start Date – SD
End Date – ED
General Ledger – GL
Position Code – PS
Percent Employed - PE

When employee selection is by Employee Number:

Report All or Selected Employees

When employee selection is by any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered determines if an employee's function line will be selected for changes.

When selection by GL account was chosen:

Select by Default Earnings GL or Deduction GL

Enter 'E' to do employee selection based on the employee's default earnings GL account.
Enter 'D' to do employee selection based on the employee's default benefit GL account.

Enter GL Account for Employee Selection

Enter one or more GL codes to be used for employee selection. GL codes may include the wild card character '?'.
Enter 'BLANK' to indicate selection will occur when the employee's GL account is empty.

Set Status to Terminate / Unterminate / On Leave / Return

Enter 'T' to Terminate the selected employees.
Enter 'U' to Unterminate the selected employees.
Enter 'L' to put the select employees On Leave or On Leave with Benefits.
Enter 'R' to Return the select employees from On Leave or On Leave with Benefits.

When Return was chosen:

Return On-Leave, On-Leave with Benefits or Both

Enter 'B' to return both On Leave and On Leave with Benefit employees.
Enter 'L' to only return selected employees that are On Leave. Omit on Leave with Benefits.
Enter 'W' to only return selected employees that are On Leave with Benefits. Omit on Leave employees.

When set to Terminate or On-Leave was chosen:

Enter Reason For Status Change

Enter up to 20 characters of a reason for the status change.

When set to Terminate was chosen:

Enter Termination Date

Enter the effective termination date. Use look-up for default dates for all calendar entries.

When set to ON LEAVE was chosen:

On-Leave with Benefits

Enter 'N' to set the employee On Leave. This employee would be bypassed by the payroll stream.
Enter 'Y' to put this employee On Leave with Benefits. On Leave with Benefits allows the employee to be processed by the payroll stream, disregarding the employee's earnings normally generated from the employee's function lines while allowing the employee's deductions to arrears. The earnings summary lists these employees under On Leave With Benefits.

The On Leave with Benefits status allows employees to receive timesheet entry. Timesheet entry on an employee with this status will retain the employee's function line defaults while disregarding all earnings from the function lines. The earnings summary lists these employees as receiving special pay. When the Arrears to Deduction method is used in combination with an employee on leave with benefits timesheet entry, the deduction process will take the deductions indicated to arrears from any prepaid balance on the arrears-to-deduction before reducing the employee's pay. This applies only to those deductions included or not excluded on the arrears-to-deduction. The projection commitment process only processes the deductions set to arrears for employees with this status.

Report Only or Process

Enter 'R' to generate a report only. The function lines are NOT adjusted.
Enter 'P' to have the changes applied to the function lines.

Omit Reporting Status Rejections

Enter 'N' to include the status rejections. These are employees that meet the selection criteria but will not be changes as they already have a status setting on and cannot have a second setting or they are already set and therefore cannot be unset.
Enter 'Y' to suppress the printing of status rejections.

The report lists the following:

The employee number and name
The code or description of the value used to select the employee.
The status the employees are changed to
The status rejection reason, if applicable.
The total number of employees changed
The total number of employees rejected.