Hiring a Contract Internal Employee W/O an Employee ID Number Job Aid

Hiring a Contract Internal Employee w/o an Employee ID Number – Job Aid

1. / From the home menu, click on Workforce Administration.
2. / Under the Personal Information folder, click on the CS Add/Update a person link.
3. / Click the Add a New Value tab; then click the Add button. The system will assign the person an ID # once this process is completed.
4. / On the Biographical Details page, complete the following information:
· Effective Date – make sure this date is on or before job hire date
· First Name/Last Name
· Date of Birth
· Gender
· National ID
5. / Under the Address Box, click Edit Address
6. / Complete the information for the person’s home address and then click OK.
7. / Click the Save button.
8. / The person’s ID number should appear in the top right corner.
9. / Under the Menu Bar, click the Workforce Administration link.
10. / Click on Job Information and then Add Employment Instance.
11. / Enter the Employee’s ID number and then tab out of the field. The system will assign a record # for this person.
12. / Click Add.
13. / On the Work Location tab enter in the following fields:
· Effective date – must be the first Sunday of a pay period
· Action – Hire
· Department ID # - tab out and all the department information will default in
14. / Click on the Job Information tab.
15. / Enter the Job Code and tab out.
16. / Click the Payroll tab.
17. / In the Pay Group field, enter in ICT and tab out.
18. / A warning will show up ‘Employee Type H is not valid for Pay group ‘ICT’, click the Ok button.
19. / Click on the Salary Plan tab.
20. / Click on the magnifying glass next to the grade and step to choose the correct value for this job.
21. / Click on the Compensation tab.
22. / Click the Default Pay Components to bring in the contract amount. Once you verify the amount is correct, click the OK button.
23. / Once the job is saved, the system returns to the ‘Add Employment Instance’ panel.
24. / Click on the Job Information link from the Menu Bar and choose Job Data from the drop down field.
25. / Enter in the ID # and record # of the employee you are hiring and then click Search.
26. / Once back in the job record, add a row to enter in the termination information. To do this, click on the plus (+) button in the upper right hand corner.
27. / Change the Effective date to the termination date. This should always be the first Sunday of a pay period.
28. / Change the Action to Termination.
29. / Click the Save button.
30. / The contract information must be entered or the employee will not be paid.
Click on the Job Information link under the Menu Bar.
Click on the Contract Administration link from the drop down.
Click on Update Contract Pay NA.
31. / On the Contract Pay NA panel, click on Add a New Value.
32. / Enter in the Employee ID and Record # and then click Add.
33. / Enter in the following fields:
· Effective date – must equal the job data hire date
· Contract Pay Type – Standard URI Contract (all other info defaults in once you tab out)
· Contract begin date
· Contract end date – this should be the day before the term date on the job
· Click Save
34. / Please make sure to send the following documents to Human Resources:
· Appointment/Contract Letter
· I-9 Completed with copies of supporting documents
· Bar of Claims Form
· Drug Free Workplace Policy Acknowledgement form

10/7/2014