Setup a new employee - not ready yet

When ready, add back to TOC, and add links to setup EE in HR.

You can add an employee either through the Human Resources module or through the Payroll module.

The following fields are not necessary for setting up a new employee for Payroll, so they are not available in Payroll > Setup New Employee. These fields may be edited in Human Resources > Manage Employees.

• Eligibility and termination dates

• Years of experience in the district, state, and career

• Leave and termination reasons

• Statutory employee checkbox

Adding an employee is done in two steps:

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

• next,

Add a new employee through the Payroll module

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 Setup New Employee from the Payroll menu, and the Setup Employee wizard opens.

2. Complete the General fields as described.

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

   • • *Last: Enter up to 30 characters.

     • MI: Enter one character for the middle initial.

     • First: Enter up to 20 characters.

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

   • Display Name: You can leave this field blank and let the system generate it when the record is saved, or you can enter a unique Display name. The default Display is 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.

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

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

   • *State: Select from the drop-down list.

   • *Pay Cycle: Select from the drop-down list. Pay cycles are defined in Payroll Configuration.

   • US Citizen: This box is checked by default. Uncheck if necessary.

   • Gender: Select one.

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

   • Race: 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.

   • 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.

   • Group: Select from the drop-down, if used for leave types or deduction groups.

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

3. Complete the Regional fields. These fields are state-specific.

4. If you don't want to enter certificates now, skip to
   If you want to enter certificates now, click on the Certificates tab. You're asked to confirm that you want to save the employee.

5. Click Yes, and the Certificates tab is displayed. Click here for instructions on entering certificates.

6. Click Next. The record is saved, and the Setup Wizard displays the Create Jobs fields. Click here to complete the new employee record.