Employee ID

-        DOB

-        Address & Telephone #

-        Passport #

-        Statutory Numbers

-        Citizenship

-        Emergency Contact Details

• 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.

• Person/ Team Responsible: HR

Navigation: Personnel>> Personnel>> Positions>> All Positions Filled & Vacant/ Vacant Positions

• Flag the employee’s Direct and Secondary Supervisors
  

• Person/ Team Responsible: HR or Payroll

•  Enter the employee's salary

• 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).

• Person/ Team Responsible: HR

• Generate On boarding Checklist for Employee
• Follow up with assigned persons that on-boarding tasks are completed within the stipulated time.

        Application Form

-        Single, Single +1, Family

-        Date Joined/started

• Person/ Team Responsible: HR / Benefits Administrator

Navigation: Benefits >> Coverage

• Enroll the employee in the relevant benefit plans
• Add employee dependents
• Add employee beneficiaries

-        Bank and Account Number

• Person/ Team Responsible: Payroll Administrator
  

Navigation: Payroll>>Process Payroll>> Cycle Changes

1. 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

• Map the Employees Time clock ID to their name

• Add Employee in Schedule

• 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

• 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 

• 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

Person/ Team Responsible: HR

Navigation: User Self Service>> Home (Employee Self Service)

•  My Profile
•  My Payslip
• My Leave

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.