Personnel (Employees)
Employees
Personnel>>Personnel>>Employees
How to Find an Employee's Profile
Employee Profiles
Once you have hired an employee into a position, you can navigate to the Employees tab to get a holistic view of the employee's current profile information.
You can also select 'Toggle Additional Details' under the employee profile to add/edit/view further employee - related data.
To search for an employee, go to the Employee tab in the menu and select the Company and the name of the employee you are looking for and hit search.
Step 1: Search for an Employee Profile
Step 1.1: By Employee Name
Step 1.2: By Employment Status
You can also view employee by Status. You can choose from Active, Ex - Employee, Inactive - No Pay, Inactive - with Pay, Not Yet Active, On Leave - Maternity or Retired.
Step 2: View Employee Profile
Once the Employee Profile comes up you can view the employee's Personal and Address Details, their Company and Status Info, the Identity and Hire Data, the employee payroll related information,
their contact information and the Contract details. You can also upload a picture of the employee.
On this screen you can also view the Employee Supervisor information.
You can use the Search bar to find the employee within the application. Particularly within a multi- company environment or where there are many employees with similar names, to speed up the response time, it is recommended that you select the company and employee before clicking on the
Search button.
Step 3: Toggle Additional Details
Navigation: Personnel>> Personnel>>Employees >> Toogle Additional Details
How to use the Toggle Additional Details Tab
Toggle Additional Details
This feature links the employee to all the HR data that can be stored on HRPlus that pertains specifically to them.
Search for the employee record How to use the Employees Tab to which you want to add the document. Click on the Toggle Additional Details button to expand. The available HR data options become available under the employee profile record.
Toggle Additional Details
Toggle Additional Details - HR Data Options
Personnel>>Employees [search for an employee]>>Toggle Additional Details>> Dependants
How do I enter an employee Dependant's Data?
Dependant
An employee's dependant is normally defined as a child, step child, adopted child, or foster child residing with the employee who is: under 21 and is dependent on the employee for support; over 21 and is dependent because of a physical or mental illness. In some instances the age for a child to qualify as a dependant can be extended to over 21 once they are enrolled in a tertiary education institution, but this is usually limited up to age 23.
On HRplus, the employee's spouse should be listed as a dependant if they are covered on the health plan as this is a requirement for claims to be submitted.
Create New Dependant
Last Name: Enter the given last name of the dependant.
Select New Record for Dependant
First Name: Enter the given first name of the dependant.
Other Name: Enter any other name by which the dependant may be known.
Date of Birth: Enter the date of birth of the dependant.
Age: This field is auto-calculated based on the date of birth entered.
Relationship: Select from the drop-down list of Dependent Types as follows:
Adopted child
Common law spouse
Foster child
Legal spouse
Natural child
Step child
Other
Registered on Health Plan: check this box if the dependent is a member of the employee’s Health Plan (Benefits>>Health Plan). This is required if claims are to be entered for the dependant.
On Work Permit: this box is simply for record-keeping.
Medical History: Enter any given data on the dependant's medical history.
Save the record and enter additional dependent data as shown below OR add additional records for more dependants.
Additional Dependent Data
Personnel>>Personnel>>Transactions>>Gratuity
How to Set Up Employee Contract Gratuity for Payment
Contract Gratuity
Gratuity is a lump-sum payment provided to contract employees at the end of their employment term, often as a form of appreciation or reward for service. It is typically calculated as a percentage of the employee’s basic salary, based on the length of the contract or tenure with the organization. Gratuity is commonly seen in contracts as a benefit to retain employees until the end of their contract and may be structured differently depending on company policies or country-specific labour laws.
Employee Contract Gratuity is paid as Other Income, based on a Percentage or set Cash value and allows the user to validate, then post the record to a selected Pay Year and Cycle.
How does it work?
There are several steps to set up an employee's contract gratuity as outlined below.
Personnel>>Personnel>>Transactions>>Transactions-Payroll Linkages>>Transaction
Linkages
Step 1: Set up Transaction-Payroll Link
Step 2: Set up Contract Gratuity
Personnel>>Personnel>>Employees>>[Select Employee]>>Contract>>Gratuity Setup
Please also see How do I set up employee Contract Details?
1. Has Gratuity?: Select 'Yes' if the contract has a gratuity to be paid.
Gratuity Option: Select whether the gratuity is to be paid as a percentage, cash or an advanced.
If Percentage is selected -
Gratuity is % of: Select the Pay Type for the gratuity.
Pay Rate: The amount paid per unit of work, such as an hourly wage or annual salary.
Salary: The fixed regular payment made to an employee.
Straight Time: The hourly wage paid to non-salaried employees based on the actual hours worked.
If Advanced is selected, click Advanced Setup hyperlink:
Period Start: Enter the start date for the advanced gratuity.
Period End: Enter the end date for the advanced gratuity.
Pay Year: Enter the Year the gratuity would be paid in.
Pay Cycle: Enter the Pay Cycle the gratuity would be paid in.
Gratuity Option: Select whether the advance payment is a Percentage or Cash value.
Gratuity % or $ Amount?: Enter the gratuity Percentage or Cash value.
Comments: Enter comments about the gratuity.
Gratuity % or $ Amount?: Enter the percentage or cash value of the gratuity.
Personnel>>Personnel>>Transactions>>Gratuity
Step 3: Enter Gratuity Transaction
Company: Select the company of the employee being paid gratuity.
Pay Group/Name: Select the Pay Group the employee belongs to.
Badge Number/First Name/Last Name: Select the employee being paid the gratuity.
Contract Id: Select the Contract for which the gratuity is being paid.
Year Applied To: Enter the Year the gratuity is being paid in.
Cycle Applied To: Enter the Pay Cycle the gratuity is being paid in.
Contract From/To: The dates for the selected contract auto-fills and cannot be updated.
Gratuity Option: Percentage or cash will be auto-selected based on the selection in the gratuity setup.
Gratuity Amount: Enter the value of the gratuity based on the selected Gratuity Option.
Step 4: Post Gratuity
Payroll>>Process Payroll>>Cycle Changes>>[Select Group]>>[Select Pay Year]>>[Select
Cycle No]
Step 5: Process Gratuity Payment in the Payroll
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