Add an Employee in Human Resources

Adding an employee in HR is done in two steps:

• first, entering the required general, employment, and custom fields & saving the record;

• then adding other information about the employee.

Once new employees are saved, they are automatically enabled and available in other AptaFund modules — e.g. Payroll.

Add a new employee in HR

Fields marked with an asterisk (*) are required to save the record. The other fields are not required to save the record, but may be required for reporting purposes. They may be completed later if the information isn't available at the moment.

1. Select Manage Employees from the Human Resources menu, and that window opens.

2. Click the Add button, and the Add Employee popup opens.

3. Complete the General fields as described.

   • Employee Name: Enter the employee’s name as it appears on the employee's Social Security card to ensure compliance with SSA reporting.

   • • *Last: Enter up to 30 characters.

     • First: Enter up to 20 characters.

     • Middle Name: Enter up to 20 characters.

     • Suffix: Select from the drop-down if needed. This list is created in Human Resources Configuration.

   • Display Name: Defaults to the employee’s last name, first name, middle initial, and suffix — e.g. Smith, Michael M III. If the system-generated name would be a duplicate, the system appends the employee number if one has been entered in the Number field, or it adds the number 1 (and increments it by one for each additional duplicate entry) to make the name unique.

   • Employee Number: The system will automatically assign an employee number. This field is optional; however, if it’s entered, it must be unique.

   • *SSN: Enter 9 digits without hyphens.

   • *Birth Date: Enter in MMDDYY format, or click the to select a date from the calendar.

   • Ethnicity: Select from the drop-down list. Values available in the list are defined in Human Resources Configuration.

   • Race: Click in the box, and select as many options as apply.

   • US Citizen: Check this box if true.

   • Gender: Select from male, female, and not specified.

   • Comment: Enter text in the box.

   • Drivers License Number: Enter text in the box.

   • Passport Number: Enter text in the box.

   • ACA Eligible: Options are: Include if Paid in Calendar Year or Always Include. This field is used by districts using the ACA module to determine if employees should always be included in Manage Employee Health Coverage or included only when they’re paid in the calendar year. This addition ensures that retirees and Cobra recipients will receive a 1095-C from self-insured districts.

4. Complete the Employment fields as described.

   • Employment Dates:

   • • *Hire: Enter in MMDDYY format, or click the to select a date from the calendar.

     • Eligibility: This date is used when a leave type is based on years of service. It's used most commonly for the vacation leave type.

     • Termination: Not necessary when creating a new employee. Entering a Termination date does not affect the employee record’s status.

     • Retirement: Not necessary when creating a new employee. Entering a Retirement date does not affect the employee record’s status.

   • *Classification: Select from the drop-down list. Values available in the list are defined in Human Resources Configuration.

   • Site: Select from the drop-down. The Site list allows the selection of the primary physical location where the employee performs his or her job duties. Values available in the list are defined in Human Resources Configuration. This site is used as the default site used to print paychecks in order by paycheck site, but it may be changed in the Payroll module if the employee should receive paychecks at a different site.

   • Department: Select from the drop-down. The Department list is where you specify the primary department for which the employee performs his or her job duties. Values available in the list are defined in Human Resources Configuration.

   • Employee Group: Select from the drop-down. Employee groups are used in assigning leave types and are set up in Human Resources Configuration.

   • Deduction Group: If applicable, select one or more from the drop-down. Click here for more information on deduction groups.

   • Years of Experience

   • • District: Is calculated based on Hire Date when the record is saved. The calculated value can be edited.

     • State & Career: Enter a numeric value for each.

   • Leave Reason: This field is gives you a way to show on the employee record if a person has taken extended leave or a leave of absence. It is an alternative to disabling the employee record. Selecting a leave reason does not affect the employee status and does not affect the Leave Type functionality in the Payroll module. The options in the list are designated in Human Resources Configuration.

   • Termination Reason: Not necessary when creating a new employee. Select from the drop-down. Values available in the list are defined in Human Resources Configuration.

   • Worker's Comp Code: Select from the drop-down. Values available in the list are defined in Human Resources Configuration.

   • Statutory Employee: Check the box if this employee is an independent contractor under IRS common law who is treated as an employee, by statute, for tax withholdings.

   • Passed Paraprof Test: Check the box if the employee passed the paraprofessional test.

   • Date of Last TB Test: Enter in MMDDYY format, or click the to select a date from the calendar.

   • Date of Last Fingerprint: Enter in MMDDYY format, or click the to select a date from the calendar.

5. Complete any required Custom fields. These fields are state-specific.

6. Click Save to save this record, or Save and Add to create another employee record.

• If adding another employee, repeat steps 3 - 6.

• If not adding another employee, you're ready to enter jobs or add other information to the employee record.

Note: Once the employee record is saved, the Payroll fields are visible for users who have Payroll permissions.

Return to Manage Employees Overview