HRplus Processes when Onboarding a New Employee

Updated on Sep 21, 2022

There are several steps which must be followed when hiring or on boarding a new employee on HRplus and these are as outlined in the table below.

N.B. This is a generic mapping of HRplus Processes so there will be differences for each organisation based on modules being used and variations which take into consideration your own internal processes.

HRplus Processes: New Employee Onboarding

	Process Component	Documents/ Information Needed	HRplus Navigation and Process link
1	Hire Employee in HRplus	Employee ID - DOB - Address & Telephone # - Passport # - Statutory Numbers - Citizenship - Emergency Contact Details Certificates	Person/ Team Responsible: HR Navigation: Personnel>> Personnel>> Positions>> Vacant Positions Create Employee Note: If there are no vacant positions, one must first be created Employee Status in Position: This should be used to flag that the new employee is on Probation * Employee Status in Company: This should be used to flag if the employee is Permanent or on Contract within the Company.
2	Reporting Relationship(s)		Person/ Team Responsible: HR Navigation: Personnel>> Personnel>> Positions>> All Positions Filled & Vacant/ Vacant Positions Flag the employee’s Direct and Secondary Supervisors
3	Give the Employee a Starting Salary	Employee’s Salary & Effective Date	Person/ Team Responsible: HR or Payroll Navigation: Personnel>> Personnel>> Employee Transactions>> Salary Changes Enter the employee's salary
4	Creation of Employee’s HRplus Credentials		Person/ Team Responsible: IT / System Administrator Navigation: Security>>New User Create User ID & Password Grant access to the relevant self service modules ( Employee, Manager, Timekeeper).
5	Generate On boarding Checklist		Person/ Team Responsible: HR Navigation: Personnel>> On boarding >> On boarding Checklist Generate On boarding Checklist for Employee Follow up with assigned persons that on-boarding tasks are completed within the stipulated time.
6	Enroll the Employee in their respective Benefit Plan and add beneficiaries	Application Form - Single, Single +1, Family - Date Joined/started Dependent(s)	Person/ Team Responsible: HR / Benefits Administrator Navigation: Benefits >> Coverage Enroll the employee in the relevant benefit plans Add employee dependents Add employee beneficiaries
7	Payroll Processing Data	- Bank and Account Number	Person/ Team Responsible: Payroll Administrator Navigation: Payroll>>Process Payroll>> Cycle Changes Enter a New Bank for the employee as follows: Entry ID: ‘P’ for Profile Change Item ID: ‘BC’ for Bank Change Entry Type: ‘N’ for New or 'C' if it is being changed Payee Lookup : Select the Payee from the drop down list Batch Number: Enter user initials or assigned batch number for data entry 2. Enter a New Bank Account Number as follows: Entry ID: ‘P’ for Profile Change Item ID: ‘AC’ for Account Change Entry Type: ‘N’ for New Other: Enter the New Account Number Batch Number: Enter user initials or assigned batch number for data entry
8	Enroll the Employee on the Time clock	Employee Clock ID	Person/ Team Responsible: HR or IT
9	Employee Mapping	- Clock ID	Person/ Team Responsible: HR Navigation: HRplus TIME >>Employees >> Employee Mapping OR Timekeeper >> Employee Mapping OR Personnel >> Employee >> Toggle Additional Details >> Time Clock ID Map the Employees Time clock ID to their name
10	Adding the Employee to his/her Schedule		Person/ Team Responsible: Employee Supervisor/ Timekeeper Navigation: User Self Service>> Timekeeper>> Scheduling>> Schedules>> Add Employee in Schedule
11	Placing the Employee on Shifts		Person/ Team Responsible: Employee Supervisor/ Timekeeper Navigation:User Self Service>> Timekeeper>> Scheduling>> Shifts>> General Shift Setup>> Schedule Individual Employees OR User Self Service>> Timekeeper>> Scheduling>> Shifts>> General Shift Setup>> Schedule Selected Employees
12	Treating with Employee Time sheets		Person/ Team Responsible: Employee Supervisor/ Timekeeper Navigation: User Self Service>> Timekeeper>> Attendance Logs Unprocessed Punches If there are Unprocessed Punches then double-check Scheduling and Fix Attendance Logs Attendance Logs: Verify In & out Punches Post Attendance Logs to Time sheets
13	Treating with Employee Time sheets		Person/ Team Responsible: Employee Supervisor/ Timekeeper Navigation: User Self Service>> Timekeeper>> Timesheets>> Current 1. Treat with Timesheets: Double-checking Total Hours column paying particular attention to cases of OT and that the correct dates are entered. 2. Enter Meal Allowance if applicable. Value in the Amount field = 1 3. Flag Call Out as ‘Yes’ if applicable With the workflow, move approved timesheets forward to the next level approver. If you are the final approver, Post the timesheets.
14	Employee’s HRplus Orientation		Person/ Team Responsible: HR Navigation: User Self Service>> Home (Employee Self Service) My Profile My Payslip My Leave
15	Status in Position Change		Person/ Team Responsible: HR (Event Reminder Notification will inform this process) Navigation: Personnel>> Transactions>> Status Changes Enter a status change record when an employee’s Status in his/her position changes. E.g. an employee's status may eventually change from probation to permanent. Generate Letter: The related letter can also be generated when this transaction is entered.

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