Purpose

The purpose of this task is to add a new employee to the Payroll System.

This task assumes that the employee has no record in the Payroll System. If the employee exists in the Payroll System, either Rehire the employee using the Entering a Rehire process or Concurrently Hire the employee into another record using the Add Employment Instance process.

The process for adding an employee to the Payroll System includes recording required personal data and maintaining information about the job to which the employee is assigned. The entire set of pages in this process must be completed to add a new employee in the Payroll System.

Helpful Hints

• A hire is only used when there is no record of the employee in the Payroll System. (If the employee exists in the Payroll System, use either the Entering a Rehire or Add Employment Instance (Concurrent Hire).
• The hire can be entered on or after the actual hire date. An employee cannot be hired before the effective date of the hire.
• If a NYS Empl ID has been previously reserved for this employee, the system will display the pre-assigned Empl ID upon completion of the Hire Process.
• This Empl ID Record Number will always be “0” as this is the employee’s first record in the payroll system.

Entering a Hire

Navigation Path

Main Menu > Workforce Administration > Workforce Administration > Personal Information > Add a Person

Steps

Biographical Details Tab

Name Section:

1. Enter the Effective Date. The effective date must be equal to or less than the current date. Future dating is not allowed during this step of the 'Hire Process'.
   NOTE: A future date will be allowed on the job Data page.
2. Confirm the default Format Type.
3. Click the Add Name button.
4. Enter the desired information into the First Name field.
5. Enter the desired information into the Middle Name field.
6. Enter the desired information into the Last Name field.
7. If desired, click the Refresh Name button to display the name before exiting the screen.
8. Click the OK button.
   
   Biographic Information Section:
9. Enter Date of Birth. Other fields within this section are not used for Payroll purposes but can be captured for agency use.
   
   Biographical History Section:
10. Enter the Effective Date – The date must equal the Name effective date. Other fields within this section are not used for Payroll purposes, but can be captured for agency use.
    
    National ID Section:
11. Enter the employee's SSN in the National ID field, if available.
12. Click the Contact Information tab.
    
    Contact Information:
    Current Addresses:
13. Click the Add Address Detail link
14. Enter the Effective Date. The date must equal the Name effective date.
15. Click the Add Address link.
16. Enter the street address in the Address 1 and Address 2 fields as appropriate.
17. Enter the City.
18. Enter the State.
19. Enter the zip code/Postal code.
20. Enter the County in which the employee resides.
21. Click the OK button.
22. Review the information entered. Click the OK button.
23. The fields in the Phone Information area, Email Addresses and the Instant Messages ID’s areas are optional.
    Click the next tab at the bottom of the page or Regional tab at the top of screen. Nothing is required on this screen.
    Click the next tab at the bottom or Organizational Relationships at the top.
    Choose Org Relationship to Add
24. Click Employee
25. Click Add Relationship.
    Receive message: Are you sure you want to hire this person as an employee? (24000, 320) If you are sure, please click Yes and complete the required Job Data information, else please click No to return to page and Cancel.
26. Click YES
27. You will receive a warning message if a Social Security Number has not been entered: Warning – Social Security Number should be entered for US Employees. (1000, 835) Social Security Numbers are now required for all persons employed in the United States regardless of citizenship status. You must track this information and should require that it be provided by Employees when they are Hired.
28. Click OK
    
    Work Location Page:
29. Enter the Effective Date of the hire.NOTE: The Hire effective date must be equal to or greater than the effective dates on Personal Data pages. Job Data rows can be future dated.
30. Confirm the default of "0".
    NOTE: Confirm the default "Hire" for Action. (All newly hired employees must have an action of "Hire".
31. Enter the Reason for the hire action or use the lookup feature.
32. Enter the Position Number into which the employee is being hired.
33. Enter the NYS Position if applicable.
34. When you tab out of the Position Number field, the attributes of the position number will default throughout the hire process.
35. Click the Job Information tab.
36. Select the Appointment Code list. Confirm the default or select a new Appointment Code from the drop down list.
37. Confirm the employee's default Work Schedule or enter the new work schedule indicating the days the employee will work.
38. If necessary, update the Full/Part field by selecting a value from the drop down list.
39. Confirm the default for the Part-Time Pct field or enter the percentage, indicating the ratio of work time for the employee.
    NOTE: The default value of "1.0000" cannot be modified if the employee's Comp Rate Code is Fee ("FEE"), Hourly ("HRY"), or Adjunct ("AJT”).
    
    Job Labor Tab:
40. Enter the Benefit Flag value that is applicable for the employee's position, or click the Look up Benefit Flag (Alt+5) button and Select an entry in the Long Description column.
    
    Payroll Tab:
41. Confirm the default or enter the Tax Location Code indicating the state and local tax jurisdiction for the employee's work location using the lookup.
42. If necessary, update the employee's FICA Status (Federal Insurance Contributions Act) as a participant in Social Security and Medicare, by selecting a new value from the drop down list.
    
    Salary Plan Tab:
43. Confirm the default Salary Administration Plan, Grade and Grade Entry Date, which are based on the attributes of the position.
    
    Compensation Tab:
44. Verify the Comp Rate Code (Pay Basis Code).
    1. The FIS Amount and Increment Code default to zero.
    2. The employee's Anniversary Date, Salary and Increment Code are entered on the Job Action Requests page (see Entering Salary Data for a New Hire, Rehire or Concurrent Hire).
    3. The Compensation Rate is automatically populated after the Salary has been approved by OSC.
    Click the Employment Data link.
45. Enter the Mail Drop ID, identifying a location code defined by your agency for sorting checks and check advices for distribution.
    Click the Job Earnings Distribution link.
    Note: No fields are fillable on this page and are not used in PayServ.
    Click the Benefits Program Participation link
46. Confirm that Benefit Record Number equals Empl Rcd #.
47. Confirm the default of the Effective Date, indicating the date on which the employee was hired and the date the employee's benefit program becomes active.
48. Select Eligible for Health Insurance Coverage (Y/N).
49. Enter Date Eligible for Health Insurance Coverage if Y is selected above. If N is selected, this field is grayed out.
50. Confirm the default or enter the Effective Date in the Benefit Program Participation Details section.
51. Enter the Benefit Program for which this employee is eligible, or use the Lookup Benefit Program (Alt + 5) button and select an entry in the Benefit Program column.
52. Click the OK button.
53. The following reminder message will be received:
    Warning – Pay Change Request will have to be entered to update Salary Data (24000, 41)
    When Concurrently Hiring, Hiring, or Rehiring an employee, a Pay Change Request will need to be entered to update Salary Data.
54. Select OK.
55. The following reminder message will be received:
    Warning – Compensation Frequency has been updated. (1010, 264)
    Compensation Frequency has been updated.
56. Select OK.
    Note: If an Empl ID was reserved for the employee, the system will display the pre-assigned Empl ID, otherwise the system will assign one upon the SAVE.
    ID, otherwise the system will assign one upon the SAVE.
    a.  If an Empl ID was reserved for the employee, the system will display the pre-assigned Empl ID, otherwise the system will assign one upon the SAVE.

Result

The employee has been hired into the Payroll System.