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Setting up Employee Records

How Position Management Relates to Employee 'On Boarding'

Position Management contains integrated ‘On Boarding’ processing to ensure that when employee records are created a number of default parameters driven from the HR Position and HR Position-related tables are defined in conjunction with the new employee record.

If your organization is using Advanced Position Management, then the HR Request (Hire) with a Reason Code attached to process type is the most efficient way to create a new employee record. For detailed steps on creating an employee record using an HR Request, see Initiating an HR Request’.

The following automated processes take place when you create a new employee record:

1. New Employees are assigned a new employee number based on a pre-defined numbering series. This ‘assignment’ is automatically tracked by the system.

2. Copies of the completed Personal Exemption forms are obtained from the employee (TD1- TD1-BC) a HR or Payroll task code can be used to remind both HR and the employee to ensure this information is updated.

3. Similarly, HR collects the appropriate banking information from the employee in respect to the establishment of direct deposit payments for payroll and forwards this information to payroll for processing. 

4. Dimension Defaults as established in the Dimensions tab of the Position Card:

  • HR Tasks are associated with the entry. These are reminders of tasks that are to be completed either by the employee, the manager, HR, or Payroll representatives
  • Qualifications/Training – These are qualifications required by the new job assignment and will either be created with due dates or will automatically book the employee for training if such training is already scheduled to take place within a period of time.
  • Articles - These are a list items that are assigned to the employee when they begin a new HR Position. These can be items such as:
    • Blackberry
    • Laptop
    • Access Card
    • Credit Card
    • Calling Card
    • Fax Machine (home office only)
    • Printer (home office only)
    • Headset (home office only)

The result of the ‘On Boarding’ process is a pre-populated Employee card where just a few items need to be manually filled in to ensure pay processing is accurate. Additionally, the Human Resources Management granule contains an employee validation process which lists the issues a payroll or HR consultant must resolve.

Creating an Employee Record Using the Employee Wizard

If your organization is not using Advanced Position Management, then the Employee Wizard is an efficient and easy way to create a new employee record. Using the wizard also ensures that all the required information is provided while minimizing data entry errors.

To create an employee record with the wizard:

1. In the Search field, enter HR Employees.

2. Select either option. The HR Employees List displays.

3. From the Actions menu, select Functions > Create Employee.

The Create Employee Wizard launches.

4. From the Employee Type drop-down, select the applicable option for the employee.

5. In the No. field, click the button to open the Employee No. Series window, then select the applicable employee numbering system and click OK.

6. In the remaining text fields, enter the personal information for the employee, providing as much detail as possible, then click Next.

The Employee Administration window opens.

7. From the Birth Date, Gender, Race, and Employment Date drop-downs, select the appropriate dates and options.

8. In the Social Insurance No. field, enter the employee’s SIN.

9. When you finish, click Next.

The Employee Communication window opens.

10. In the fields provided, enter the contact information for the employee then, click Next.

The Employee Payroll window opens.

11. From the Employer No., Class Code, Pay Cycle Code and Default Rep. Auth. Code drop-downs, select the applicable options.

The four remaining items (Tax Auth., Controls, Rates, Other Auth.) contain links to the corresponding windows containing additional controls and information.

12. Click each link and select (or add) the appropriate options from each of the available windows.

NOTE: More than one option is required within these sections. 

13. When you finish, click Next.

An additional Employee Payroll window opens.

14. If the employee has tax exemptions, click to add a check mark in the CPP Exempt and EI Exempt check boxes.

15. If the employee is salaried, click to enter a check mark in the Salaried check box.

16. From the RPP or DPSP field, select the applicable option. (To perform a search, click Advanced to open the Reporting Authority List and use the Filter fields. When you find the appropriate reporting authority, select it and click Close.)

17. Click Finish.

The HR Employees List re-opens.

18. Verify the employee record was created:

  • In the Filter field, enter the employee’s full name.
  • From the drop-down, select Employee Full Name.
  • Press tab.
  • The employee is displayed in the HR Employees List.
  • From the Related Information menu, select Employee > Card.
  • The Employee Card for the employee opens.

Adding and Updating Employee Card Data

The Employee Card is where all employee-related information is stored. A card exists for each employee and is a valuable reference for information about the individual. As such, the information needs to be kept up to date and accurate. Certain areas of the data are maintained by Human Resources representatives and Management, but there is also a link from the employee portals enabling individuals to manage and update their own personal profiles.

The Employee Card contains several tabs for storing different types of information about the employee. The following tables describe the Employee Card Fast Tabs and the information captured within each of those tabs. An explanation of where the auto-filled data is derived and steps for adding/updating the required data is also included.

NOTE: If your organization is using Advanced Position Management, the employee can and should be created from the HR Requests and not directly from the Employee Card. However, the Employee Card should be used for updating an existing employee record. The employee record is created through the ‘On-Boarding’ process and includes the employee data entered in the HR Request form for adding a new employee and a number of supporting tables generated from the default values per HR Position information.

Once the record is created through this process, HR and Payroll need to ensure all the data elements required to process payroll are in place. A system of pre-defined tasks and workflow ensures the HR representative or Payroll clerk has the record and tasks to be performed in their appropriate ‘Inbox’.  Once the required tasks are performed, the user can set the record to ‘next step’ passing the workflow to the next person responsible for the employee setup.

For detailed steps on creating an employee record using an HR Request, see ‘Initiating an HR Request’.

Opening an Employee Record Using the Employee List

To view the list of employees within the organization:

1. In the Search field, enter HR Employees.

2. Select either option.

The HR Employees List displays.

3. Locate the employee whose record you are updating. Use the Filter field to search by employee number or full name and press tab.

The employee is displayed in the HR Employees List.

4. From the Related Information menu, select Employee > Card.

The Employee Card for the selected employee opens.

NOTE: If you are using the Employee card to create a new employee record, from the Actions menu, select New. A blank record is created.

5. Use the following tables as reference for entering/updating information for an employee.

Personal Fast Tab Information

The Personal Fast Tab contains basic information about the employee such as name and birth date. A description for each field is provided in the following table.

NOTE: The limit on most fields on the Employee card is 30 characters.

Field Name

Details

No. Displays the employee number. The employee numbers is automatically assigned using the ‘Number Series’ pre-defined in the HR Setup table. This number identifies the employee and is used when registering transactions for the employee into the system. If you are using the Employee Card to create an employee record, you cannot fill any other fields on the Employee Card until you enter a number in the No. field.

If you set up a default employee number series, the next number in the series is filled in automatically. If this is not set up, or if the number series has a checkmark in the Manual Nos. field, enter a number - max 20 characters - alphanumeric or perhaps the employee’s initials, depending on your process.)
Job Title Displays the job title for the individual (pulled from the HR Request card).
Name fields: First, Last, Former, Middle, Initials, Suffix Displays the names by which the employee goes. The Legal Name fields must be correctly entered – no nicknames or short forms.
Preferred First Name Displays the individual’s nickname or short form version that the employee prefers to use.
Employee Full Name Displays the individual’s full name. This field is auto-filled based on the information provided in the previous name fields (First Name Legal, Last Name Legal, and Middle Name/Initials).
Birth Date Displays the employee’s birth date in the format: month/day/year.
Age Displays the employee’s age. The date provided in the Birth Date field automatically populates this field.
Gender Displays the employee’s gender. A drop-down list enables you to select or change the gender, if incorrect.
Marital Status Displays the employee’s marital status. A drop-down list enables you to select or change the status, if incorrect or if the employee’s status changes.
Primary Manager No.  Displays the employee number for the individual’s manager. (If the employee is management, this field may be blank.)
Primary Manager Name This field is automatically populated based on the Manager No. provided (either in the HR Request card or in the field above).
HR Rep No. Displays the employee number for the individual’s manager.
HR Rep. Name This field is automatically populated based on the HR Rep No. provided (either in the HR Request card or in the field above).
Search Name Displays the text (version of the employee name) that you (and other users) can use to find this employee’s record from within NAV.
Last Date Modified This field indicates when the Employee card was last modified and is automatically updated with the date of the most recent change.
Status Displays the employee’s current employment status with your organization. A drop-down list enables you to select or change the status, if required.
Employee Type Displays the employee’s employment type (salaried, hourly, etc.). A drop-down list enables you to select or change the status, if required
Blocked Checkbox Select this checkbox to prevent any further transactions from taking place with this employee.
Next Appraisal Due Date Displays the date on which the employee’s next appraisal is due. This field is not editable. The date is pulled from the information provided in the HR Request window.
Manager No. of F.T.E (Active) Displays the number of employees to which this employee acts as manager/is responsible for managing.
No. of Changes Displays the number of changes that have been performed on this employee’s record. The number is linked to a window containing the details for any of the changes.
No. of Pending Portal Changes Displays the number of requested changes that have been submitted on the portal (by the employee, manager, etc.) that have yet to be processed. This is not a linked or editable field.
No. of Pending HR Tasks Displays the number of Human Resources-specific tasks that still have to be processed. The number is linked to a window containing the details for any of the changes.
Work Order Technician This checkbox indicates that this employee is a technician. This determines if this employee shows in the list of technicians on work orders. 
Ethnic Origin Displays the employee’s ethnic origin.

Communication Fast Tab Information

The Communication Fast Tab contains communication information such as street and postal code, contact phone numbers, and email addresses. It also includes information for the Communication Tracking feature.

NOTE: If you are using the Employee card to create a new employee record, the fields are blank.

The following table provides a description for each field.

Field Details
Address, Address 2, City, State, ZIP Code, Country/Region Code Display’s the employee’s address details. This information needs to stay current.
Alt. Address Code Displays the alternate address code, if applicable. For example, if the employee is moving or in transition, an alternate address card can be stored. If this applies, from the drop-down, select the appropriate code for the alternate address.
Alt. Address Start Date Displays the date upon which the alternate address is active.
Alt. Address End Date Displays the date upon which the alternate address is no longer active.
Emergency Contact 1 fields (name, relative code, contact numbers) Displays the details for the individual’s first emergency contact person. The name, relationship to the employee, and the specific contact information is required.
Emergency Contact 2 fields (name, relative code, contact numbers) Displays the details for the individual’s second or alternate emergency contact person. The name, relationship to the employee, and the specific contact information is required.
Phone No. and Extension Displays the employee’s work phone number and extension.
Company Email Displays the employee’s email address at the company. You can enter a maximum of 80 characters, alphanumeric. To the right of the field is the Envelope button. To integrate with an email system, click this button to open a window in which you can create and send a message. If an address is provided in this field, the address is automatically entered in the ‘To’ field.
Home, Pager, Mobile, Fax These fields display the contact numbers for the employee. To add or update information, enter the appropriate numbers in the fields provided.
Email Displays an alternate email address for the employee, if available. If not, the company email displays.
Preferred Language Code Displays the code representing the employees preferred language of communication. To provide or change, from the drop-down, select the appropriate option.
Salutation Code Displays the code for the preferred salutation. This is used in Communication Tracking for the automatic generation of the salutations for the employee. From the drop-down, select the applicable option.

Administration Fast Tab Information

The Administration Fast Tab contains information used for administrative purposes such as employment status, job position, and termination and/or re-hire information. Use this tab to record the full termination details for an employee when the individual leaves the organization.

NOTE:  If you are using the Employee card to create a new employee record, the fields are blank.

The following table provides a description of each field.

Field Details
Date Types Section
Date Type fields Display’s the employee’s Employment, Original Hire, and Seniority dates, along with the accumulation statistics for these dates.

The Employment Date, Original Hire Date, and Seniority Date fields can be modified. The Days, Months, and Years fields update automatically.
Re-Hire Date Displays the date upon which the individual was re-hired, if applicable. This is an editable field that needs to be updated each time a re-hire occurs.
Job Application Date Displays the date upon which the individual became an applicant for a position within the organization.
Membership Program Start Date Displays the date upon which the employee became enrolled in a mentorship program. Enter or modify this date as required.
Next Appraisal Due Date Displays the date on which the employee’s next appraisal is due. This field is not editable. The date is pulled from the information entered in the HR Request window.
Pension Enrollment Date Displays the date upon which the employee became eligible for and was enrolled in the company pension plan. Enter or modify this date as required.
Years of Service Section
Years of Service Displays the date upon which the employee’s years of service commenced within the organization.
Years of Service Comments Display any comments associated with the years of service date.
Eligible to Work in Canada Section
Eligible to Work in Canada check box Displays the date upon which the alternate address is no longer active.
Work Permit/Visa Expiry Date Displays the date upon which the employee’s work permit or visa expires.
HR Rep. No. Displays the employee number for the individual’s manager.
HR Rep. Name This field is automatically populated based on the HR Rep No. provided (either in the HR Request card or in the field above).
Union Steward check box A check mark indicates that the employee is a union steward. Remove or add a check mark, as required.
Job Share Agreement Exists Indicates if a job share situation is in place. A check mark indicates this individual shares the position with another employee. Select or deselect this box, as required.
Job Share Partner Displays the name of the employee with whom this individual is sharing the job. Click the Assist icon to open the Employee List window where you can add or change the job share partner.
Job Share Start Date Displays the date upon which the job share agreement starts. This is text field in which you can add or change the job share date.
Job Share End Date Displays the date upon which the job share agreement ends. This is text field in which you can add or change the job share date.
Employment Contract Code Displays the code for the employment contract the individual’s position falls under (for example, Admin, Clerical, etc.). Click the Assist icon to open the Employment Contracts List window where you can add or change the code.
Statistics Group Code Displays the payment group (hourly, monthly, bi-monthly) to which the employee belongs. Click the Assist icon to open the Employee Statistics Groups window where you can add or change the code.
Salesperson/Purchase Code Displays the salesperson and purchase code. Use this to link an employee to a Salesperson/Purchaser record.
Status Displays the employee’s current status, taken from the Personal tab or the HR Request card (depending on where it was originally selected). To add or update the employee’s status, select an option from the drop-down list.
Inactive Date Displays the date upon which the employee’s status became inactive. Enter or modify the date as required.
Cause of Inactivity Code Displays the inactivity reason (maternity leave, dismissal, retirement, illness, etc.). Click the Assist icon to open the Causes of Inactivity window where you can add or change the inactivity code.
Termination Date Displays the date upon which the employment was terminated. Enter or modify the date as required.
Grounds for Termination Code Displays the termination reason (dismissal, retirement, deceased, etc.). Click the Assist icon to open the Grounds for Termination window where you can add or change the termination code.
Reason for Leaving Displays the employee’s reason for leaving the organization. Enter or modify the details as required.
Voluntarily/Involuntarily Displays the terms under which the employee left the organization. From the drop-down list, select the appropriate option.
Termination Status Displays the status of the termination. From the drop-down list, select the appropriate option.
Length of Service Displays the length of time the employee worked in the organization. Enter or modify the number in the space provided, if required.
Ministry Identification No. Displays the Ministry Identification number, such as the Ontario College of Teachers or any other identification number.
Prof. Association No.  Displays the professional association number for the professional association to which the employee belongs/belonged. Enter or modify this number, if required.

Payroll Fast Tab Information

The Payroll Fast Tab contains information required to create and generate a payroll process for the employee. Use this tab to record the full payment arrangement details for the employee.

NOTE: If you are using the Employee card to create a new employee record, the fields are blank.

The following table provides a description of each field.

Field Details
Payroll Status Displays the status of this individual’s payroll status validation. The field is populated after running Function> Validate Employee. This status is then used by the payroll processing.
Birth Date Displays the employee’s birth date. Enter/modify this date as required.
Employment Date Displays the employee’s start date. Enter/modify this date as required.
Termination Date Displays the date upon which the employment was terminated, if applicable. Enter/modify this date as required.
Position Code Displays the position code for the employee. Click the Assist icon to open the HR Position List window where you can add or change the code for the position.
Original Position Code Displays the original position code to which the employee was first hired. Click the Assist icon to open the HR Position List window where you can add or change the applicable code for the position.
Class Code Displays the payment class code. Depending on the option selected in the Position Code field, this field is automatically populated. Click the Assist icon to open the Employee Classes window where you can add or change the payment class code.
Default Rep. Auth. Code Displays the code for applicable tax reporting authority. Click the Assist icon to open the Reporting Authority List where you can add or change the code.
Default Work Type Code Displays the work type code that the employee is eligible to claim, if applicable. Click the Assist icon to open the Work Types window where you can add or change the work type code.
Blocked checkbox Select this check box to prevent any further transactions from taking place with this employee. 
Regular Hours Work/Shift Displays the daily number of hours the employee must work.  Enter/modify this number as required.
Availability Cycle Code Displays the pay cycle code used in availability calculation. From the drop-down, select the option applicable to this employee.
Social Insurance No.  Displays the employee’s social insurance number. Enter/modify the number as required.
Statutory Employee Indicates this individual is a statutory employee. Click to add a check mark if this is the case.
Retirement Plan Indicates this individual is part of a retirement plan. Click to add a check mark if this is the case.
Legal Representative Indicates this individual is a legal representative. Click to add a check mark if this is the case.
Third-Party Sick Pay Indicates this individual’s sick time is paid by a third-party entity. Click to add a check mark if this is the case.
Social Security No.  Displays the employee’s social insurance number, if applicable. Enter/modify this number as required.
CPP Exempt Indicates that the employee is exempt from contributing to Canada Pension Plan. Click to add a check mark in the CPP Exempt and EI Exempt check boxes.
EI Exempt If the employee has tax exemptions, click to add a check mark in the CPP Exempt and EI Exempt check boxes.
Salaried If the employee is salaried, click to enter a check mark in the Salaried check box.
Override Insurable Hours Displays the number of insurable hours for which to override insurable hours. See the Payroll guide for more details.
RPP or DPSP Displays the In the RPP or DPSP field, click the Assist icon to open the Reporting Authority List to select the applicable option, then click OK.

Benefits Fast Tab Information

The Benefits Fast Tab contains the eligible benefit and dependent information for the employee. Use this tab to review the benefit entitlement details for the employee. A description of the fields is also provided.

NOTES:

  • If your organization is using Advance Position Management, the benefit information is defined in the HR Requests card and taken from the HR Position information. However, if the employee has additional or different benefit entitlement from what is defined for the ‘position’, you can make those changes here.
  • If you are using the Employee card to create a new employee record, the fields are blank. To assign a benefit plan, see Assigning Benefit Plans to Employees’.

To review benefit coverage:

  • Click the Expand icon to display the Benefits Fast Tab.

The Benefits Fast Tab opens.

NOTE:  To review the beneficiary or dependent information, click the number link to open the Employee Relatives window. Add or remove relatives or use the Beneficiary and Dependent check boxes to indicate a relative is either or both

The Employee Other Authorities Info section displays the benefit enrollment for the employee. You can add/modify the entitlement as required. The following provides a description of the columns in this section:

  • Effective Date: Displays the date upon which the benefit becomes/became effective. Enter or change this date as required.  If a date formula is set up in the Benefit Plan Other Authorities table, the date in this field reflects the current work date, plus the value specified in the formula. 
  • Other Authority: Displays the code for the benefit coverage. From the drop-down, select the benefit you want to add.
  • Other Authority Name: Displays a description of the benefit code. This field automatically updates depending on the selection made in the Other Authority field.
  • Filing Status Code: Displays the individual’s benefit status. From the drop-down, select the appropriate filing status.
  • Filing Status Description: Displays a description of the filing status code. This field automatically updates depending on the selection made in the Filing Status Code field.
  • Dependents: Displays the employee’s number of dependents. Enter or change this number as required.
  • Amount: Displays the benefit coverage amount. Enter or change this number as required.
  • Benefit Related: This is a read-only field that indicates if the particular code is benefit-related.

The Employee Rates section displays the payroll rates (amounts deducted, eligibility timeframe, etc.) for each benefit in which the employee is enrolled. You can add or modify the entitlement as required. The following provides a description for columns in this section:

  • Effective Date: Displays the date upon which the benefit becomes/became effective. Enter or change this date as required.
  • Payroll Rate Code: Displays the payroll rate code for the benefit coverage. From the drop-down, select the appropriate payroll rate.
  • Rate Description: Displays a description of the payroll rate code. This field automatically updates depending on the selection made in the Payroll Rate Code field.
  • Activation Code: Displays the code that drives activation of this calculation. From the drop-down, select the appropriate timeline.
  • Activation Name: Displays a description of the activation code. This field automatically updates depending on the selection made in the Activation Code field.
  • Amount: Displays the benefit coverage entitlement. Enter or change this number as required.
  • Unit of Measure: Displays the unit of measure for the amount entered in the Amount field. From the drop-down menu, select the appropriate option.
  • Benefit Related: This is a read-only field that indicates if the particular code is benefit-related.

Assigning a Benefit Plan to an Employee

For employee records created manually, you need to assign a benefit plan based on the position and eligibility of the employee.

To assign a benefit plan to an employee manually:

1. From the Actions menu, select Functions > Assign Benefit Plan.

The HR Assign Benefit Plan window opens.

2. From the Benefit Code drop-down, select the appropriate benefit plan you for this employee.

3. From the HR Position Ledger Entry drop-down, select the appropriate position, if applicable. (For example, if the employee fills more than one position and each position has different benefit entitlements, assign the benefit plan to the appropriate position.)

The HR Position Code and Employer Code fields update automatically based on the HR Position Ledger Entry option selected.

4. From the Effective Date drop-down, select the date upon which the enrollment in the benefit plan takes effect.

5. Click OK.

The Benefits Fast Tab updates to reflect the benefit plan assigned.

NOTE:  Depending on the The No. of Beneficiaries and No. of Dependents fields update automatically; based on the information added in the Employee Relatives window. See the next section ‘Adding Relatives for Beneficiary and Dependent Purposes’.

Adding Employee Relatives for Beneficiary and Dependent Purposes

To add employee relatives:

1. From the Related Information menu, select, Employee > Relatives.

The Employee Relatives window opens.

2. From the Relative Code drop-down, select the appropriate relationship for the person you are adding.

3. In the remaining field, enter the details for the relative (name, date of birth, etc.)

4. If the relative is a beneficiary, click to add a check box in the Beneficiary column.

5. In the Beneficiary Payout % field, enter 100. (The payout must be equal to 100percent.)

6. From the Beneficiary Effective Date drop-down, enter the date upon which this person should be listed as a beneficiary.

7. Depending on the circumstance, the beneficiary relationship to this person may end. From the Beneficiary End Date drop-down, enter the date upon which this person should be removed as a beneficiary.

8. If the relative is a dependent, click to add a check box in the Dependent column.

9. From the Dependent Start Date drop-down, enter the date upon which this person became a dependent.

10. Depending on the circumstance, the status as a dependent may end. From the Dependent End Date drop-down, enter the date upon which this person should be removed as a dependent. (For example, a dependent child turning the age at which child can no longer be claimed as a dependent.)

11. Repeat steps 2-10 to add all applicable relatives for the employee.

12. Click OK when finished.

The No. of Beneficiaries and No. of Dependents fields update/are populated automatically based on the information added in the Employee Relatives window.

Employee Qualifications Fast Tab Information

The Qualifications Fast Tab displays the qualification information and details for the employee.

You can enter data in this tab using the following methods:

  • When you complete the ‘Hire’ process on an HR Request, the required qualifications are applied to any employee that is hired into that position.

NOTE: You must have Position Management.

  • If an applicant is converted to an employee, any qualifications linked to the Applicant Card are automatically transferred to the employee.
  • If an employee has successfully completed training through the training and registration module, the employee qualifications can be automatically applied to all employees in the registration.
  • An HR Representative can manually add qualifications directly to the employee’s record. 

NOTE: To review more details for Employee Qualifications, from the Related Information menu, select Human Resources > Qualifications.

The following provides a description for the columns/fields in the Qualifications Fast Tab:

Field Details
Qualification Code Displays the code for the qualification the employee possesses. From the drop-down, select the appropriate qualification code.
Qualified to Instruct Indicates that the employee is qualified to instruct this course. Click to add a check mark if the employee can instruct this course.
Class Displays if the qualification is a Certification, Education, or Experience type record.  This field is automatically updated when the qualification code is selected.  
Description Displays the qualification code description/name by default but can be overwritten by the HR Representative. Enter/modify this text, as required.
Required Indicates the employee must complete this course. Click to add a check mark if the employee is required to complete this course. Typically this field is set automatically by the processing of an HR Request, based on the set up of the HR Position.
HR Position Code Displays the code for the HR position to which this qualification is related to or generated by. Typically this field is set automatically by the processing of an HR Request, based on the set up of the HR Position.
Required by Date Displays the date by which the employee must complete this course. Enter/modify this date, as required. Typically this field is set automatically by the processing of an HR Request, based on the set up of the HR Position.
Expiration Date Displays the date upon which the qualification ‘accreditation’ expires. This is typically used for recoding qualifications like CPR that have an expiry date and need to be periodically updated. The employee needs to upgrade by this date. Enter/modify this date, as required. If the record was created from the Training and Registration module, the expiration date, if applicable, is filled in automatically.
Next Training Date Displays the date upon which the next training session for this qualification begins. Enter/modify this date, as required. This information is populated automatically from the Training and Registration records.
From Date Displays the date upon which the qualifications started. This is typically used in the Experience class of qualifications. Enter/modify this date, as required.
To Date Displays the date upon which the qualification ended. This is typically used in the Experience class of qualifications. Enter/modify this date, as required.
Type Indicates the where the experience took place (internally, externally, or during the employee’s previous position). From the drop-down, select the appropriate option.
Years Experience Displays the years of experience the employee possesses with this particular skill or qualification. Enter/modify this number, as required.
Comment Displays a check mark if any pertinent comments about the employee have been recorded. To view or update comments, click the Human Resources button and select Qualifications
HR Request No.  Displays the HR Request number that originally initiated the requirement for the training/qualification.
Is Employee Indicates the individual is an employee. This field is automatically populated based on the record.
Institution/ Company Displays the name of the institution or company where the employee obtained the course or qualification. Enter/modify this text, as required.
Cost Displays the cost for the qualification/course. Enter/modify this number, as required.
Course Grade Displays the grade the employee achieved upon completion of the qualification /course. Enter/modify this text, as required.
City/State/Country Code columns These three columns display the geographic location for the qualification/course. Enter/modify the location information, as required.
Course Type Code Displays the code for the type of this qualification this represents. From the drop-down, select the appropriate option and click OK.
Degree/Level Code Displays the code for the degree or level the course completion provides. From the drop-down, select the appropriate option and click OK.
Qualification Assessment Code Displays the code for the assessment the course has been given. From the drop-down, select the appropriate option and click OK.
Exempt Indicates that the employee is exempt from taking this course. Click to add a check mark if the employee does not need to acquire this qualification/training.

Adding Employee Qualifications

When an employee completes a training session or certification externally or, if not using Advanced Position Management in your organization, you can update the employee’s qualifications manually.

For training that already exists, you can update to indicate the employee has reached the level to instruct, etc. or, for newly acquired qualifications/training, you can add the details to the employee’s record.

To update employee qualifications:

1. From the Related Information menu, select Human Resources > Qualifications.

The Edit - Qualifications window for the employee opens.

2. To add a newly acquired qualification, on the Action Pane, click New.

A blank record is inserted.

3. From the Qualification Code drop-down, select the appropriate code.

4. In the remaining fields, enter (or select from the available drop-down options) the relevant information for the qualification.

Some of the fields automatically populate based on the Qualification Code you selected.

For assistance completing the fields, refer to the previous table.

5. Repeat steps 2 – 4 for additional qualifications.

6. For existing qualifications requiring updates, locate the qualification line and update the information using the corresponding fields, where required.

7. When you finish, click OK.

The information you added is automatically updated to the Qualifications Fast Tab of the Employee Card.

Training Fast Tab Information

This Training Fast Tab displays all training related information for the employee linking a complete list of all training completed by the employee as well as any registration the employee has with the Training and Registration module.

NOTE: The Training Register information in the Employee card is read only.  If you need to update/modify training, you can use the Employee Training Register.

Training that an employee completes can be recorded using either of the following methods:

  • Manual registration: Use this to record training the employee obtained outside of training events managed (with the Training and Registration functionality) by the organization. This may include night classes, etc.
  • Automatic registration: The Training and Registration functionality automatically creates records either from an employee registering over the portal or from the auto-registration process from a ‘Hire’ with an HR Request. 

The following provides a description for field in the Employee Training Register section:

Field Details
Qualification Code Displays the code for the qualification the employee is adding. From the drop-down, select the appropriate qualification code.
Qualified Name Displays the training code description/name of the course/qualification. Enter/modify this text, as required.
Status Indicates the current status of the training (Pending, Registered, Completed). From the drop-down, select the appropriate option.
Source Type Displays the format for the training (Training and Registration, Manual, etc.). From the drop-down, select the appropriate option.
Required by Date Displays the date upon which the employee must complete this course. Enter/modify this date, as required.
Training Completed Date Displays the date upon which the training session for this qualification was completed. Enter/modify this date, as required.
Training Provider Displays the name of the institution or company offering the course/qualification. Enter/modify this text, as required.
Proof of Training Received Indicates that the employee provided proof of completing this training. Click to add a check mark if the employee provided proof of qualification/training.
Comments Displays comments for the training.
HR Position Code Displays the code for the HR position. If the training is related to a specific position, from the drop-down, select the appropriate position for this employee.

If these records are created by the ‘Hire’ HR Request, this value is automatically provided.
HR Position Name Displays the name/description for the position code. This field is automatically populated based on the HR Position code selected.
Entry No. Display the entry number for this record. This field is automatically generated by the application when a new record is created. 

Viewing the Training Registration for an Employee

The Training Register contains a complete list of all training the employee has completed. It displays information for either complete training managed through Training Management or from manual registrations made by HR Representatives to record training taken by the employee outside of the organization. 

  • From the Related Information menu, select Human Resources > Training Register.

The Employee Training Register window opens displaying all the training information for the employee (this is the same information displayed in the Training Register section of the Training Fast Tab).

Updating Employee Training Registrations

When an employee completes training outside the organization, you can update the training register to record results.

To update these records:

1. From the Related Information menu, select Human Resources > Training Register.

The Edit Employee Training Register window opens.

2. Select the training you want to update.

3. From the Actions menu, select Edit.

The Employee Training Register Card window opens.

4. Edit the details as required.

5. When finished, click OK.

The Training Fast Tab in the Employee card is updated to reflect your changes.

Creating a New Training Record

You can manually create a new training record for an employee in situations where the employee is unable to self-register, etc.

NOTE: This procedure is performed outside the employee’s actual record using the Training Management function. For details, see ‘Manually Registering an Employee for a Training Event’.

Viewing Training History

The Training Management Registrations window contains the history details (all training registrations, etc.) made through the Training Management process. Use this window to review a history of past registrations and their status with details for grades and results (pass, fail, or no-show).

You can also review current registration requests for training that has not yet been completed. These records can only be updated using the Training and Registration area. 

To view the training history:

  • From the Related Information menu, select Human Resources > Training Management Registrations.

The View – Employee Training Registration window opens.

The following provides a description for columns in the Training Management History section:

Field Details
Status Indicates the current status of the training (Pending, Registered, Completed).
Type Displays the employee’s role in the training (Participant, Instructor, Other).
Results Indicates the training results for the employee (Pending, Registered, Completed).
Employee No. Displays the employee’s employee number.
Training Code Displays the code for the training.
Training Name Displays the name/description for the training code.
Start Date Displays the date upon which the course started or is to start.
End Date Displays the date upon which the course ended or is to end.
Grade Displays the grade the employee achieved following the training, if a grade was applicable for this training event.
Qualification Applied Indicates that the qualification achieved by completing the course/training was applied to the employee’s record.

Time Attendance Fast Tab Information

The Time-Attendance Fast Tab enables you to review and track an employee’s attendance details and edit some of the details for time entry.

The Employee Balances area lists all Attendance Codes (Absence Registration Codes) regardless of an employee’s specific entitlement. If the employee is entitled, the values appear in the ‘Entitlement column. If an employee consumed days for which there are no specific entitlements, it is indicated in the ‘Used column.

The information is high-level providing a snapshot of employee absences by category (cause of absence code) broken down by entitlement and the amount used to date.

The values that drive these calculations can be updated in the following ways:

  • Payroll Calculations: Attendance balances that calculate each pay period are typically updated through the payroll calculations and payroll controls that generate entitlement entries in the Absence Registration table. See your Payroll documentation for details on setting these up. 
  • AEP – Employee Attendance Request: Employees can make an attendance request over the Employee Portal. These entries are recorded immediately in the Absence Registration table with a status of ‘Pending’ until they are approved by the Manager.
  • Absence Registration: Records can be manually recorded for the employee using Absence Registration.  See the Registering and Analyzing Employee Absences’ section for more details.  

The following provides a description for the fields in this tab:

Field Details
Code Displays the code for the absence. This field is not editable from here.
Description Displays the description for the absence code. This field is automatically populated based on the absence code.
Entitlement Displays the time/days entitlement for the absence. This column sums all positive entries in the Absence Registration for the employee. It sums the Quantity Base amount so the value will be in the base unit of measure specified in the Base Unit of Measure’ column even if it was recorded in a different unit of measure.
Used Displays the number of days/hours of the absence entitlement the employee has used/taken to date. This column sums all negative entries in the Absence Registration for the employee. It sums the Quantity Base amount so the value will be in the base unit of measure specified in the Base Unit of Measure’ column even if it was recorded in a different unit of measure. 
Balance Displays the number of days/hours of the absence entitlement the employee has left. This column sums (nets positive against negative) all entries in the Absence Registration for the employee. It sums the Quantity Base amount so the value will be in the base unit of measure specified in the ‘Base Unit of Measure’ column even if it was recorded in a different unit of measure.
Pending Indicates the number of requests the employee has submitted over the Employee Portal. Pending refers to absence requests not yet approved by a manager.
Base Unit of Measure Displays the base unit of measurement by which the absence entitlement is calculated (days, hours). This is configured on the Human Resources Setup page in the General Fast Tab. All units of measure are converted to the base unit of measure based on the ratios configured in Human Resources Unit of Measure.

Understanding Time Entry

The time entry fields Time Entry Type, TE Hrs Per Pay Period, and TE Approver drive how Time Entry behaves on the portal. These fields are not applicable if AEP Time Entry Portal is not being used.

For more details consult the Time Entry Portal Setup and Administration Guide.

Viewing Employee Absences in Detail

The Time-Attendance Fast Tab contains basic information relating to employee absences to provide a high-level snapshot of entitlements and absences (broken down by category) to date. However, you can view each absence request more closely (to determine status, understand the specifics of the absence, etc.) using the employee absence window. 

NOTE: The information is read-only and can only be updated using Absence Registration. For details see,

To view the each absence the employee has requested or taken in detail:

1. From the Related Information menu, select Human Resources > Absences.

The View – Employee Absences window opens displaying the absences (and date, reason details) requested or already taken by the employee.

2. When you finish reviewing the information, click Close.

3. To view a breakdown of absence numbers by category, see the next section ‘Viewing Absences by Categories’.

Viewing Absences by Categories

To view an employee’s absences by category:

1. From the View – Employee Absences window, on the Action Pane, click Overview by Category.

The Edit - Absence by Category window opens.

2. In the Matrix Options section, define the results using the available drop-down options.

3. On the Action Pane, click Show Matrix.

The View – Absence Overview by Categories Matrix window opens displaying a breakdown of all the absence types.

A check mark appears in the absence columns for which the employee was away from work.

4. Further customize the results using the Filter fields.

5. When finished, click Close.

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