Personnel (Employee Transactions)
Employee Transactions
Personnel>>Personnel>>Transactions>>Salary Change Flags
OR
Payroll>>Process Payroll>>Employee Transactions
How do I setup the salary change flags?
Salary Change Flags allow us to define the Payment Parameters for Salaried and Non-Salaried employees, including how pay is earned, whether in dollars or units, and whether pay is defined as a Salary or a Rate. Additionally, this screen allows us to indicate the pro-ration option that best suits your company's payment rules.
To maintain the integrity of the data, it is advised that all salary changes be done via the Employee transaction >> Salary Changes screen. When this is entered, the system can generate, for processing in the payroll, a cycle change with the new salary in the pay cycle based on the Effective Date.
To enable the automatic generation of salary changes to the payroll, the salary change flags setup is one of the critical items which must be enabled.
Additionally, the Regular Earnings must be entered in the system interface codes. (System Configurations>>Company Parameters>>System Interface Codes).
Set up Salary Change Flags (Transactions>>Salary Change Flags).
Enter the employee salary via Salary Changes (Transactions>>Salary Changes).
Note that these flags are normally set at the start of your project with HRplus and with the guidance of an Implementation Specialist. Should you need assistance configuring the salary change flags for a pay group, then please contact the help desk for assistance.
Enter a New Salary Change Flag
Pay Group: Select the Pay Group for which you are setting up the salary change flag
Salaried Employees
Enter the Details for the Salary Change Flag
Use for Salaried Employees: If this rule is to be applied to salaried employees within the pay group, then select ''Yes''. Otherwise, select ''No''. If ''No'' is selected, you do not need to fill the other fields under the Salaried Employee heading. This rule will automatically not apply to employees flagged as 'salaried' on their profile.
Salaried employees are those who are hired with a salary or a regular payment for the pay period. This basic payment is not changed based on hours worked. E.g. Monthly salaried, Bi-monthly salaried, etc.
When an employee's salary file is first uploaded to HRplus, a flag indicates whether the employee is salaried or not. This data is then saved to the employee's profile.
Dollars: Flag/Select this option if the salaried employee is paid based on days worked and any deductions are based on leave days taken.
Units: Flag/Select this option if the salaried employee:
Must have their hours worked appearing on the payslip
Or must have their pay for each cycle adjusted based on days/hours for which they are not paid.
E.g.In a regular monthly cycle, these employees will have their regular hours appearing as
173.33 on the payslip. If there is a cycle where they missed hours that are not to be paid, then line items will be entered in the payroll to indicate hours for paid work and hours being deducted for missed work.
Type of Cycle Changes for Salaried Employees:
Salary Change: Flag this option if the employees are to be paid based on a salary for the period. This is normally selected when "Dollars'' is flagged in the previous field.
Rate Change: Flag this option if the employees are to be paid based on hours worked for the period. This is normally selected when "Unit'' is flagged in the previous field.
Generate a 'REG Cycle Change for Salaried Employees: If the employee is paid based on a basic earnings code used as the ''REG'' code, flag 'Yes'', otherwise flag ''No''.
Non-Salaried Employees
Use for Non-Salaried Employees: If this rule is to be applied to salaried employees within the pay group, then select ''Yes''. Otherwise, select ''No''. If ''No'' is selected, you do not need to fill the other fields under the Salaried Employee heading. This rule will automatically not apply to employees flagged as 'salaried' on their profile.
Non-salaried employees are those who are hired with a salary or hourly rate which is based on
hours worked.
If a non-salaried employee is hired with a wage or dollar amount as their quoted pay but they are paid by the hour, then flag '' Salary Change''.
If a non-salaried employee is hired with a rate by the hour as their quoted pay, then flag '' Rate Change''.
Prorate
Pro-ration refers to the process of calculating or adjusting a payment or benefit based on the number of working days within a given period. It is commonly used when an employee's compensation or entitlement needs to be adjusted to account for partial or reduced work weeks.
Calendar Days: Flag this option if the calculation of the pro-rated value of the employee's pay in the cycle is based on the actual number of days within a given period, regardless of whether those days fall on weekdays or weekends. This method takes into account every day in the calculation, including weekends and holidays. Example: A monthly salary of $3,500 for an employee who started work on January 16, 2023, would be prorated to $1,806 based on the number of calendar days worked in January (assuming 31 days in the month).
Week Days: Flag this option if the calculation of the pro-rated value of the employee's pay in the cycle is based on a standard work week. E.g. if a full-time work week is 40 hours or 5 days from Monday to Friday (excluding holidays and weekends). Example: A monthly salary of $4,200 for an employee who started work on January 16th, 2023, would be prorated to $2,290 based on the number of weekdays worked in January (assuming 22 weekdays in the month).
Do Not Prorate: Flag this option if you do not wish to prorate and the full amount of the employee's pay is calculated in the cycle. If an employer decides not to prorate, it means that they choose not to adjust or calculate payments, benefits, or entitlements based on a partial or reduced work period.
Instead, they provide the full amount or benefit regardless of the number of days worked or the duration of employment within a given period.
Personnel>>Transactions>>Acting
OR
Payroll>>Process Payroll>>Employee Transactions>>Acting
How do I enter an Acting transaction?
Acting
Insert/edit/delete/view employee acting changes. The Acting transaction allows you to enter employees who are acting in a different position, for another employee.
The Acting period is usually a temporary one and the effective and end dates are used to indicate the duration of the acting term. The employee’s acting allowance is entered here and cycle changes to process the additional compensation are generated in the relevant pay cycles.
Step 1: Enter a New Acting Transaction record
Company Code and name: Select the Company name.
Badge Number, Last Name, First Name: Select the name of the employee who is acting in the position.
Last Name and First name: Select the name of the employee for whom you are entering the acting transaction.
Transaction reason Code and Description: Select the reason that the employee is acting in the position.
Original Position: When the employee is selected, their original position details are automatically populated here.
Acting Position: Select the position that the employee is going to act in.
Acting Allowance: Enter the amount of the acting allowance. The amount should be the dollar value that the employee would be paid if they were acting for the entire pay period. E.g. If entering an acting allowance for a monthly paid employee, then enter the amount they would get for acting for
Step 2: Enter the Acting Record Details
the month. The application will pro-rate the value and automatically generate the correct amount for the acting period based on the effective and end dates.
Other Amount: If the employee is entitled to any other amount in addition to the acting allowance, enter this amount here.
Effective Date, End Date: The system will use these dates to determine the period for which the acting allowance is valid. The Effective Date will be used as the date on which the acting allowance is processed in the payroll.
Posted: This box will be checked when the record is posted (made effective). Please note that the acting position change is not reflected in the employee profile record because the employee's substantive position remains the same - it has not changed as the Acting Position is temporary.
View of a Posted and Unposted Acting Transaction
Cycle Changes for the Acting Allowance and Other Amount will be automatically generated and stopped in the relevant cycles based on the Effective and End Dates. To see how this is done, click
on the link below.:
https://learn.hrplus.net/m/75835/l/1700905-how-is-the-acting-allowance-handled-in-the-payroll
Click the Post button to make the acting status effective for the employee. Once this is done, linked Letter Templates can now be generated, issued to the employee and saved to the document link above.
Personnel>>Personnel>>Transactions>>Position History
How to do a Position Change?
Position Change (History)
The Position Change Transaction allows you to manage internal employee movements within the same company, including promotions, demotions, and lateral transfers. Before making any position change, ensure that the 'Transaction Reason & Code' is properly set up. If the position change also impacts the employee's salary, a 'Salary Change' must be entered to reflect the updated compensation.
Note that this function is not applicable for transferring employees between different companies.
Pre-Requisites
There must be an available Vacant Position to change the employee's position to. How to create an Employee Position?
Employee Name: Upon selecting the employee’s name, their current position details will automatically populate in the 'Original Position' box. This feature helps ensure accuracy and saves
time during the update process."
Transaction Reason Code: Choose a 'Transaction Reason Code' from the drop-down menu to specify the reason for the position change. This step is crucial for maintaining accurate records and understanding the context of the transaction.
Change to Position: Click on the search icon within the 'Change to Position No.' box to locate and select the new position that the employee will be moving to. This ensures that the correct position is assigned.
Effective Date: Enter the 'Effective Date' for the position change, and if necessary, add any relevant comments.
Once all details are complete, save the record by clicking the diskette icon. This final step will
update the employee's information in the system.
Step 1: Select the Employee and New Position
Step 2: Post the Position Change
• Please note that once a transaction is posted, it cannot be undone, so ensure all details are accurate before proceeding.
Personnel>>Personnel >> Employees
After posting, you can confirm the update by navigating to the Employee Profile View screen:
Personnel >> Personnel >> Employees. Here, you will see that the employee’s position has been
Step 3: Verify Position Change
updated, and the 'Fill Date' will match the 'Effective Date' of the Position History Transaction, as illustrated in the next slide.
Personnel>>Personnel>>Employee Transactions>>Salary Changes
OR
Payroll >> Process Payroll >> Employee Transactions >>Salary Changes
How do I enter a Salary Change or a New Salary for an employee?
A salary change refers to the adjustment made to an employee's compensation within an organization. It involves modifying the amount of money an employee receives for their work, which can be an increase or a decrease in their salary.
Salary changes can occur for various reasons, such as promotions, annual performance evaluations, cost- of-living adjustments, merit increases, demotions, or changes in job roles. The purpose of a salary change is to align an employee's compensation with their job responsibilities, performance, market conditions, or organizational policies.
The process of a salary change typically involves updating employee records, adjusting payroll systems, and providing the employee with updated employment contracts or letters that reflect the new salary amount. It is an important aspect of managing employee compensation, ensuring fairness, motivating employees, and maintaining competitiveness within the job market.
On the insertion of a new employee, HR/Payroll MUST insert a Salary Change transaction record with the starting salary of the new employee.
Pre-requisites
Before entering a salary for an employee ensure that the following items have been set:
Transaction Reasons for the Salary Change.
Salary Change Flags are set up for each pay group. Cycle Change records will be generated in the payroll based on the criteria set via the Salary Change Flags.
Setup the Salary Grade, Points, and Range and Link it to a Job (Optional)
Step 1: Search for the Employee for whom you are entering the Salary Change
This is a pre-search which allows you to search for the employee's record for whom you are going to enter the salary change. If there are any existing records for the employee on the database, then these will be available here for you to view.
Status: Employees can be filtered by their status. The default filter is for ''Active'' employees but if for example, you may wish to view the salary change records of an ex-employee. Simply filter by "Ex-Employee'' and the names of those persons will appear.
Company Name: Used in a multi-company setup, select the company name to first filter the employees by the company they are in.
Badge Number: Enter the employee's badge number to search for their profile.
Last Name: Enter the employee's last name to search for their profile.
First Name: Enter the employee's first name to search for their profile.
Step 2: Create New Salary Change
COMPANY DETAILS
Company Code: Used in a multi-company setup, select either the company code or name to first
filter employees by the company they are in.
Step 3: Enter New Salary Change Details
Company Name: Used in a multi-company setup, select either the company code or name to first filter employees by the company they are in.
Badge Number: Enter the employee's badge number to search for their profile.
Last Name: Enter the employee's last name to search for their profile.
First Name: Enter the employee's first name to search for their profile.
Transaction Reason code and Description: Select the transaction code or reason from those that would have been previously set up.
Effective Date: This is the date from which the salary takes effect.
The Salary Changes are automatically posted to Cycle Changes when the record is saved.
If the cycle with the effective date is closed, the Cycle Changes will be generated in the next available open cycle. For example, if a salary change with an Effective date of January 1st 2016 was entered, but all payrolls have been archived up to June 2016, then the next available cycle would be July 2016.
Pro-ration. If the effective date does not fall at the start of the cycle then the amounts are pro-rated – the employee is paid at the old rate for the period before the effective date and at the new rate for the period of the cycle after the effective date. The formula is:
Amount = ((Old cycle rate x (number of days between
the start of the cycle and the effective date –1)) + (new cycle rate x (number of days between the effective date and the end of the cycle)))/ total number of days in the cycle.
These details are auto-filled here when the employee is selected, based on the salary change flag setup for their pay group. However, even though it is not recommended, this can still be changed if required by the user entering the details.
If this is the first time entering a salary change for an employee, then the salary grade details here will automatically show as N/A.
If there is an existing transaction for an employee where the salary grades are not used, then the salary grade details here will automatically show as N/A.
If there is an existing transaction for an employee where the salary grades are used, then the salary grade details here will automatically show the employee's current salary grade details.
CHANGE TO:
Salary Grade: Select the salary grade from the grades previously setup for your organization. If not being used, simply enter the Salary/Rate for the employee.
Salary Grade Description: The description will be auto-filled based on the grade selected.
Salary Grade Point: Select the salary grade point that is entered for the employee.
Salary/Rate: The salary/rate will automatically appear here based on the grade point selected. If the salary grades and range are being used without the pay points, then manually enter the Salary Rate here AFTER selecting the grade. If the salary is outside of the normal range it will be red-circled.
If neither the salary grade nor points nor range are being used, then do not select either option and you can simply enter the salary amount or rate here.
COMMENTS:
Enter any comments here for all who have access to the record to view.
Posted: Salary Change records do not need to be posted by the user. They are flagged as posted when the pay cycle to which they apply is run. As such, the Posted box will be checked when, on the payroll side, the pay cycle to which the salary change belongs is run.
N.B. The Salary Change Transaction automatically generates cycle changes in the payroll based on
the Effective Date. To see how this is done click on the link below.
https://learn.hrplus.net/m/75835/l/1734348-how-does-the-salary-change-transaction-impact-the-
payroll-for-salaried-employees
What is the "red circle" around my salary change transaction?
In HR, the term "red circle" is often used to refer to a specific compensation practice known as "red-circling." Red-circling typically involves paying an employee above the established salary range or market rate for their position, resulting in their salary being marked with a red circle on pay scales or charts to indicate that they are outside the normal salary range for their role.
This practice is often employed for various reasons:
Market Conditions: Sometimes, external labor market conditions can make it challenging to attract or retain qualified individuals for specific roles. In such cases, employers may offer higher salaries (red- circled) to remain competitive.
Retention: Red-circling can be used as an incentive to retain valuable employees who might otherwise be inclined to leave for higher-paying positions elsewhere.
Unique Skills or Expertise: Employees with unique skills, expertise, or qualifications that are critical to the organization's success may receive red-circle salaries to recognize their contributions and keep them motivated.
Tenure: Long-serving employees who have reached the maximum of their pay grade or salary range may have their salaries red-circled as a reward for their loyalty and dedication to the company.
Mergers and Acquisitions: Red-circling can occur when two organizations merge, and there are disparities in compensation structures. To ensure fairness and minimize disruption, employees from the acquired company may receive red-circle salaries until compensation harmonization occurs.
How does it work on HRplus?
For the red-circling to work the user must:
1. Set up the Salary Grades and Range.
Overall, red-circling is a compensation strategy that allows organizations to address specific workforce challenges while recognizing the unique contributions of individual employees.
Link the Salary Grades to Jobs.
Enter a Salary Change transaction by selecting the Salary Grade linked to the job of the employee.
Manually enter a Salary/Rate for the employee.
If the Salary/Rate that was manually entered is either above or below the range that was defined for that grade, then the salary change transaction is marked with a red circle. This is meant to alert the relevant personnel that the employee's salary is outside of the normal range.
Personnel>>Personnel >>Transactions>>Salary Changes
1. Step 1: Search for the Employee for whom you are entering the Salary Change.
2. Step 2: Create New Salary Change.
3. Step 3: Enter New Salary Change Details.
4. Step 4: View Auto-Generated Cycle Changes.
How do I enter a new salary or change an employee's salary?
Salary Changes
A salary change is an update to an employee's compensation, which can include adjustments for promotions, annual raises, or starting salaries/rates for new hires.
Pre-requisites
Before entering a new salary for an employee ensure that the following items have been setup:
Transaction Reasons for the Salary Change.
Salary Change Flags setup for each pay group. Cycle Change records will be generated in the payroll based on the criteria set via the Salary Change Flags.
Upon hiring a new employee, HR must record a Salary Change transaction with the new employee's starting salary.
Step 1: Search for the Employee for whom you are entering the Salary Change
This is a pre-search that allows you to search for the employee's record for whom you are going to enter the salary change. If there are any existing records for the employee on the database, then these will be available here for you to view.
Status: Employees can be filtered by their status. The default filter is for ''Active'' employees but if for example, you may wish to view the salary change records of an ex-employee. Simply filter by "Ex-Employee'' and the names of those persons will appear.
Company Name: Used in a multi-company setup, select the company name to first filter the employees by the company they are in.
Badge Number: Enter the employee's badge number to search for their profile.
Last Name: Enter the employee's last name to search for their profile.
First Name: Enter the employee's first name to search for their profile.
Step 2: Create New Salary Change
COMPANY DETAILS
Company Code: Used in a multi-company setup, select either the company code or name to first
filter employees by the company they are in.
Step 3: Enter New Salary Change Details
Company Name: Used in a multi-company setup, select either the company code or name to first filter employees by the company they are in.
Badge Number: Enter the employee's badge number to search for their profile.
Last Name: Enter the employee's last name to search for their profile.
First Name: Enter the employee's first name to search for their profile.
Transaction Reason Code and Description: Select the transaction code or reason from those which would have been previously setup.
Effective Date: This is the date from which the salary takes effect.
The Salary Changes are automatically posted to Cycle Changes when the record is saved.
If the cycle with the effective date is closed, the Cycle Changes will be generated in the next available open cycle. For example, if a salary change with an effective date of January 1st 2016 was entered, but all payrolls have been archived up to June 2016, then the next available cycle would be July 2016.
Pro-ration. If the effective date does not fall at the start of the cycle then the amounts are pro-rated – the employee is paid at the old rate for the period before the effective date and at the new rate for the period of the cycle after the effective date. The formula is:
Amount = ((Old cycle rate x (number of days between the start of the cycle and the effective date –1)) + (new cycle rate x (number of days between the effective date and the end of the cycle) total number of days in the cycle).
These details are auto-filled here when the employee is selected, based on the salary change flag setup for their pay group. However, even though it is not recommended, this can still be changed if required by the user entering the details.
If this is the first time entering a salary change for an employee, then the salary grade details here will automatically show as N/A.
If there is an existing transaction for an employee where the salary grades are not used, then the salary grade details here will automatically show as N/A.
If there is an existing transaction for an employee where the salary grades are used, then the salary grade details here will automatically show the employee's current salary grade details.
CHANGE TO:
Salary Grade: Select the salary grade from the grades previously setup for your organization. If not being used, simply enter the Salary/Rate for the employee.
Salary Grade Description: The description will be auto-filled based on the grade selected.
Salary Grade Point: Select the salary grade point that is entered for the employee
Salary/Rate: The salary/rate will automatically appear here based on the grade point selected. If the salary grades and points are not being used, then those steps can be skipped and you can simply enter the salary amount or rate here.
COMMENTS:
Enter any comments here for all who have access to the record to view.
Posted: Salary Change records do not need to be posted by the user. They are flagged as posted when the pay cycle to which they apply are run. As such, the Posted box will be checked when, on the payroll side, the pay cycle to which the salary change belongs is run.
Step 4: View Auto-Generated Cycle Changes
For more details on Cycle Changes please see Cycle Changes Generated for the Salary Change Transaction (Salaried Employees).
Payroll>>Maintenance>>Payroll Setup>>Pay Groups
How to Set Up and Process Payment for Daily Rated Employees
Salary of a Daily Rated Employee
For non-salaried employees who get a daily rate as opposed to an hourly rate, the following configuration must be done in order for the system to calculate the correct salary.
For fortnightly pay groups where the value in this field is normally 80, 10 should be entered
representing 10 days.
Step 1: Set Up the Daily Rated Pay Group
Step 2: Enter Salary Changes
Personnel>>Personnel>>Transactions>>Salary Changes
When entering the salary for daily paid workers, you must enter the total amount for the cycle, which should be the resulting amount of multiplying the daily rate by the days in the cycle, for example $50 x 10= 500. This will allow the system to store the daily rate under "Unit Rate" which will be used in each cycle run to calculate the salary of the cycle.
Step 3: Enter the days worked for the cycle
Payroll>>Process Payroll>>Cycle Changes
In order to process payment for the employee at the end of the cycle, you need to indicate how many days the employee worked. This is done with a Timesheets entry under the payroll code defined for the payment of straight time.
When the pay cycle is run, the employee's pay profile is automatically updated with the employee's
salary and correct unit rate as shown below.
The system will multiply the number of days worked in the cycle by the daily rate, stored in the
"Unit Rate" field in the employee profile.
Payroll>>Employees>>Pay Profile>>Current Payroll Data>>Pay Profile
Step 4: Run the Payroll
Navigation: Personnel>>Transactions>>Separation
OR
Payroll>>Process Payroll>>Employee Transactions>>Separation
How do I Separate an employee?
A separation transaction refers to the formal process of ending the employment relationship between an employee and an organization. It encompasses various actions taken to facilitate the departure of an employee from the company.
Separation transactions can occur due to several reasons, including:
Resignation: When an employee voluntarily decides to leave their position and provides notice to the organization.
Retirement: When an employee reaches the designated age for retirement and chooses to end their employment.
Termination: When an organization decides to end an employee's employment due to various reasons, such as poor performance, misconduct, or organizational restructuring.
How does it work?
Insert/edit/delete/view employee separation changes. A separation transaction terminates an employee.
The transaction is entered and saved via this screen.
Once the record is posted, the employee is terminated, and the change becomes effective on the employee's profile.
Layoffs or Redundancies: When an organization reduces its workforce due to economic factors, reorganization, or changes in business needs, resulting in employees being let go.
N.B. Via the Feature Management, Separation records can be configured to be automatically posted when the effective date arrives.
A separated employee can be either ex or retired depending on the Change Reason selected.
For Retired Employees, the change reason Retired must be selected.
Separated employees can be viewed via the Ex Employees and Retired Employees options in the Employee screen.
Step 1: Enable Auto Post Separations (Optional)
Step 2: Enter new Separation Record
Step 3: Enter Separation Transaction Details
Transaction Reason Code and Description: Select the user defined Transaction reason for the Separation. E.g. Resignation, Termination, etc.
Effective Date: This should be the employee's last day at the organisation and is the date the separation will take effect. On inserting a new separation record for an employee the Effective Date will also be displayed in:
(1) Security>>User Administration>>Account End date - When the separation record has been posted, the terminated user will not be able to access the system on or after the effective date.
Pay To: This date is used to calculate the last pay day for monthly-paid employees. The system will pro-rate the salary, based on this date, and automatically send it to Cycle Changes for processing.
This date can either be the same as or later than the effective date of the separation, in the instance where the employee must continue being paid after their last day with the company.
Comments: Enter any general user defined comments for the separation record.
Benefits: Enter any user defined comments for the separation record as it pertains to the employee benefits.
Rehire: Select "Yes"if the employee can be rehired in the future. Select "No" if the employee should not be rehired in the future. Note that if "No" is selected, then the employee will not be available to be rehired in that transaction screen.
Termination Type: Select the Termination Type which should be linked to the transaction reason.
Stop Benefits: If the employee is enrolled in benefits and their enrollment in these must end with their separation, select "Yes". On inserting and posting of a new separation record for an employee the Effective Date will also be displayed in:
(1)Benefits>>Benefits Plan Type>> Expand Employee Record >> End date - When the separation record has been posted, the terminated user will not be able to access the system on or after the effective date.
Otherwise, select No and no end date will be inserted in the benefit plan for the employee.
Posted: This box will only be checked when the record is posted. Posting can either be done manually or is automatically done when the cycle in which the separation transactions are posted to, is run.
When a separation record is posted, the system automatically generates cycle changes to pro-rate the employee's salary (if required) as well as to deactivate the separated employee.
Note: For Acting employees who are Separated before the Acting period ends, the End date in an employee's Acting record will be updated to match the Pay To date of the Separation record. Pay
cycle entries will be recalculated to reflect such.
Last Updated: This is a system generated message.
Security>>User Administration>>[Select Employee]
Step 4: Post Separation Transaction
The Account End Date in the employee’s user account is automatically populated with
the Effective Date of an employee’s posted separation record. This ensures that the terminated employee has no access to HRplus on or after the Account End Date.
Step 5: Verify Cycle Changes
Verify that the cycle changes records are generated for the employee's salary to be adjusted according to their separation date.
An Inactive Cycle Change is generated in the following Cycle 12
Personnel>>Personnel>>Transactions>>Rehire Employee
Payroll>>Process Payroll>>Employee Transactions>>Rehire Employee
How do I Rehire an employee?
Rehire an Employee
Rehiring an employee involves reassigning a former employee to a position within your company and reactivating them on the payroll. The Rehired Date must be later than the employee's Effective Date of separation.
An employee can be rehired if the Rehire field was marked as 'Yes' during the Separation transaction.
Select the ex-employee you wish to rehire. All the employee's previous employment data will be
automatically filled.
Step 1: Rehire an Employee
Step 2: Post the Rehired Employee's Record
Step 3: Verify Auto-Generated Cycle Change to Activate the Rehired Employee
Personnel>>Personnel>>Transactions>>Company Transfer
OR
Payroll>>Process Payroll>>Employee Transactions>>Company Transfer
How to do a Company Transfer?
Before performing a Company Transfer, please ensure that:
The employee is Separated in the company from which they will be transferred. For instructions on separating employees, please see the following article. How do I terminate (separate) an employee?
A vacant position with the correct details is available for the employee to be transferred into in the receiving company. For instructions on how to create a position, please see the following article How do I create a new position?.
All dates of (Separation, Transfer, Position Effective Date, etc.) are logical as a Company Transfer will not be successful if the effective date of the position in the receiving company has not yet arrived or is before the effective date of the Company Transfer.
N.B. Company Transfers can also be mass Imported via System Configurations>>Company Imports>>Company Transfers.
Please note that only separated employees are eligible for Company Transfer. As such, this list
contains only employees for which there are posted Separations records.
Step 1: Select the Employee to Transfer
Step 2: Enter Effective Date and Update Employee Hire Data
Step 3: Copy Employee Data
Step 4: Verify Transfer via Employee Profile
Personnel>>Personnel>>Employees>>[Select Employee]>>Company and Status Info
You may now proceed to the Employee Profile to verify that all the changes have been made via the
below navigation. Then proceed to enter a salary change for the employee in the receiving company.
Next Steps: Please see the following article for instructions on how to enter a salary change for an employee. How do I enter a Salary Change or a New Salary for an employee?
Company Transfer Using a Template
System Configurations>>System Configurations>>Company Import>>Company Transfers
Company transfers can be done via template upload via the navigation above.
Example entries are included.
Using the template, for the "Non-Salaried" option, 0=No and 1=Yes.
Users can leave the "First_Hire_Date", "Adj_Hire_Date" and "To_Badge_No" fields in the Company Transfer Template blank or enter the values into the fields should they be changed.
If the dates are left blank, they will be populated with the values stored in the "Employee" table from the database.
If "To_Badge_No" is blank, this will be set to the same as "From_Badge_No".
Enter 1 below the fields (Additional Details - Work Permit) to indicate the employee data to copy across.
Personnel>>Personnel>>Transactions>>Status Change
How do I Change an Employee's Status in the Company?
Status Change
There are two Status Changes available via the Employee Transactions as follows:
Status in Company Change: the employee status in the company changes. E.g. Probation -> Permanent.
Status in Position Change: the employee status in their current position changes. E.g. Probation -> Confirmation in Post.
Step 1: Enter the Status Change
Transaction Type: select either STATUS IN POSITION CHANGE or STATUS IN COMPANY
CHANGE. An employee can have a status change either in his/her position or in the company.
Effective Date: the date the change takes effect
The status change will be reflected in the employee profile record.
Step 2: Post the Record
Personnel>>Personnel>>Employees>>[Select Employee]>>Company and Status Info
Step 3: View the Status Change on the Employee's Profile
How do I Change an Employee's Status from Part- Time to Full-Time?
You can change from part time to full time or vice versa depending on the employee's Original Work
Status.
Personnel>>Transactions>>Part Time/Full Time Changes
The status change will be reflected in the employee profile record.
How do I set up transaction reasons?
Personnel>>Personnel>>Transactions>>Payroll Smart Entries
How to use the Payroll Smart Entries Feature
Smart Entries Personnel
In the Personnel module, if an HR admin user is responsible for entering payroll-related data, such as timesheets, allowances, and other payroll details, they must have the "Payroll Smart Entries" permission. This permission is essential for granting access to the Smart Entries screen within the Personnel module's transactions. Without this permission, the user will not be able to view or enter the necessary payroll information.
This article will guide you through the steps to ensure the proper setup and usage of Smart Entries for payroll data.
Payroll Smart Entries
The Payroll Smart Entries option allows you to enter cycle change entries in batches. The following are the steps:
Security>>User administration>>[Select User]>>[+]>>Edit User Groups>>HR Payroll Users
Step 1: Grant Permission to HR Payroll Users
Payroll>>Process Payroll>>Import Cycle Changes>>Fixed Data Imports
Step 2: Create a File Header
Click on the New Records Hyperlink
A new row will be created, use the drop-down list to select:
Pay Group: Select the pay group which represents the list of employees.
Cycle Number: Enter the cycle number for which you are going to import the changes.
Pay year: Enter the pay year for the cycle. e.g. 2024
Cycle Type: Select the cycle type option. e.g. Current or OOC
File Type: Select the File Type option: They are:
0 Timesheets
1 Salaries
2 Allowances
3 Other Income
4 Deductions
5 Personal Allowances
6 Brought Forward
7 Payees
8 Pay Profile Bank Change
9 Salary Rate Changes
10 Pay Profile General
Use the diskette to the left of the record to save your header.
Repeat for additional Pay Groups, if needed.
Step 3: Select the Tab for Data Entry in Smart Entries
The "Salaries"Tab is selected for data entry.
Step 4: Enter the User name and Select the Pay Group and Cycle No.
Step 5: Enter Cycle Changes
• Enter all the respective entries.
Tab out of a row to save or click the Save icon.
When data entry is completed,click the Submit button to save all entries.
Repeat Steps 1-3 to enter Allowances, Deductions, Salaries, Other Income, etc.
Step 6: Post Rows Shown to Fixed Data Imports screen
• Once you have completed your data entry, post the data by clicking on the Post Rows Shown button.
The application will ask you to verify the command. Click OK. You will be notified when the data is successfully posted.
Repeat until all rows have been posted to the Fixed Data Import screen in Import Cycle Changes
Navigation: Payroll>>Process Payroll>>Import Cycle Changes >> Fixed Data Imports
The record will show up on the screen. Select the option "Validate Entries" on the main record. The application will verify the employee Badge numbers entered on the excel sheet and flag any
inconsistencies.
Step 7: Validate the Data.
Example of Invalid Entries
• If there are entries that are not valid, the application will alert you.
• Notice that, within the first row, we uploaded ‘S’ for Status into the Other 2 field. The application, within the comments section, however, notes that the Other 1 field should, therefore, reflect ‘A’, ‘I’ or ‘D’.
Notice that all entries in the 2nd row were valid, hence the check mark.
• You can choose to modify the fields within the screen or you can delete the row(s) by checking the Delete box and clicking on the Submit button .
If you have many rows that are invalid, you may wish to delete all entries by clicking on the Select All Rows for Deletion button. In this instance, you will then revise your template, re-upload the entries and validate once more.
A pop-up message will show up indicating that all the entries are valid. Select "OK" to continue.
All validated entries will have a 'check mark' to the right of each record. Once the entries are valid,
you can select 'Post Entries'.
A pop-up message will show up to confirm that you want to post the information. Select "OK" to
continue.
A message to indicate that all the entries were successfully posted will show up. Select "OK" to
continue.
Step 8: Post Entries to Cycle Changes
Verify "Posted" check box is flagged
Navigation: Payroll>>Process Payroll>> Cycle Changes
Step 9: Verify the Data has posted successfully to the Cycle Changes
Proceed with Regular Payroll Processing.
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