Personnel (Immigration)
Immigration
Personnel>>Employees [search for an employee]>>Toggle Additional Details>>Immigration
Immigration Overview
The Immigration option captures information on work permit holders (documents required for work as well as their renewal) in general, and more specifically, work permit holders in the Bahamas, Barbados, Bermuda, British Virgin Islands, Cayman Islands, and Trinidad and Tobago.
Also captured are CSME certificates for CARICOM nationals as well as Travel Documents.
1. Employees have been set up (Personnel>>Employees).
2. Employee dependents have been set up (Personnel>>Employees>>Toggle Additional Details>>Dependents).
3. Employee Immigration data, including documents, are available.
What are the steps to setup the Immigration Feature?
STEP | TASK | NAVIGATION | Task Details |
1 | Create Immigration Codes | Personnel>>Setup>>Organisation>>Immigration Codes |
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2 | Enter Dependents' Data | Personnel>>Employees [Search for an Employee]>>Toggle Additional Details>> Dependents | Enter employees'Dependent data including details on medical history and relationship. |
3 | Enter Employee Immigration Data | Personnel>>Employees [Search for an Employee]>>Toggle Additional Details >> Immigration | Enter the employee's Immigration data including details on: 1. Work Permit: |
STEP | TASK | NAVIGATION | Task Details |
| |||
4 | Upload Immigration Documents | Personnel>>Employees [Search for an Employee]>>Toggle Additional Details >> Documents |
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5 | Set Employee Emergency Data | Personnel>>Employees [Search for an Employee]>>Toggle Additional Details >> Emergency Plans |
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6 | Personnel>>Event Reminders >> Event Manager |
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The first step is to create the codes that will be used in the capture of the immigration data later on
in the module.
Unlimited, user-defined Codes (maximum 5 alphanumeric characters, entered in CAPS ONLY) and DescriptionsDescriptions (maximum 25 alphanumeric characters, entered in both CAPS and/or Lower Case) should be set up for:
Step 1: Set up Immigration Codes?
Personnel>>Setup>>Organisation>>Immigration Codes>>Immigration Categories:
Set up the immigration categories that may be specific to each country. For example, some of the
immigration categories in Canada are Business Investor, Business Self-Employed, Family Class etc.
Immigration Categories
Personnel>>Setup>>Organisation>>Immigration Codes>Work Permit Types
Set up the types of work permit for each country e.g. Temporary Resident, Full, Short-Term, etc.
Work Permit Types
Personnel>>Setup>>Organisation>>Immigration Codes>>Work Permit Status:
Set up the various statuses that may be used to describe work permit e.g. Approved, Refused, etc
Work Permit Status
Personnel>>Setup>>Organisation>>Immigration Codes>>Dependent Types
Set up the various types of dependents that may be attached to a work permit e.g. Civil Partner,
Spouse, Child, etc.
Dependent Types
Personnel>>Setup>>Organisation>>Immigration Codes>>CSME Certificate Categories:
Under the CARICOM Single Market and Economy (CSME), work permits are not required for participating CARICOM nationals. However, CARICOM Recognition of Skills Qualification
certificates are required. There are various categories within which CARICOM nationals may fall and these are captured here. Some examples of the various categories are Media Professionals, Professional Athletes, Artists, Musicians etc.
CSME Certificate Categories
Personnel>>Setup>>Organisation>>Immigration Codes>>CSME Certificate Status:
The various statuses of the CARICOM Recognition of Skills Qualification certificates are
captured here.
CSME Certificate Status
Set up the types of travel documents that are required for employment purposes.
Travel Document Types are different from Document Types.
Travel Document Types
Travel Document Types are used specifically to describe an employee’s Immigration documents
whereas Document TypesDocument Types are used to describe any employee document
Personnel>>Employees [search for an employee]>>Toggle Additional Details>>Immigration
Dependents' data can be captured here if required.
Step 2: Enter Dependents' Data?
Dependent Work Permit Info
• Relationship: Select from the drop-down list of Dependent Types
On Work Permit: this box is simply for record-keeping.
Registered on Health Plan: check this box if the dependent is a member of the employee’s Health Plan (Benefits>>Health Plan).
Additional Dependent Data
Step 3: Enter Immigration Data?
Personnel>>Employees [search for an employee]>>Toggle Additional Details>> Immigration
The third step is to capture the employee’s immigration data. Her you will be able to enter details pertaining to an employee's:
Personnel>>Employees [search for an employee]>>Toggle Additional
Details>>Immigration>>Work Permit
Work Permit Details
Nationality Details
Nationality: the employee’s nationality as entered in Employee Profile will be displayed here. You may change the nationality here or in Employee Profile either way, the system will update the field to reflect the most recent edit.
Immigration Category: select the employee’s work permit category e.g. Family, Business.
Living in Jurisdiction: check the box if applicable to the employee.
Key Employee Exempt: check the box to indicate if applicable to the employee.
Work Permit Details
Permit Number: the unique number that identifies the work permit.
Permit Type: select the type from the drop-down list e.g. Temporary Resident, Full, Short-Term.
Permit Status: select the status that describes the work permit from the drop-down list e.g.
Approved, Refused.
Submitted Date: the date on which the application for the work permit was submitted to the relevant authorities.
Issued Date: the date on which the work permit was issued by the relevant authorities.
Expiry Date: the date on which the work permit will end.
Days Till Expiry: the system will automatically calculate and display this value the calculation is expiry date minus current date.
Permit Duration (Years): the system will automatically calculate and display this value the calculation is expiry date minus issued date.
Fees and Limits Detail
Next Fee Payment Date: the date of the next fee payment.
Next Fee Payment Reminder (days) the number of days before the fee payment date that you which to be reminded.
Term Limit Date: the date, on which the number of terms that is allowed for the work permit, has ended.
Term Limit Reminder (days): the number of days before the end of the term limit date that you which to be reminded.
Permanent Resident Details
Permanent Resident Fee Date: the date, on which the fee to gain permanent resident status, is to be paid.
Status Can Be Applied Date: the date on which Permanent Resident status can be assigned to the employee.
An unlimited number of work permits can be stored per employee
Personnel>>Employees [search for an employee]>>Toggle Additional Details>>
Immigration>>CSME Certificate:
Under the CARICOM Single Market and Economy (CSME), work permits are not required for participating CARICOM nationals. However, CARICOM Recognition of Skills Qualification
certificates are required and these are captured here.
CSME Certificate
CSME Reference No. : the unique number that identifies the CSME Certificate.
Skill Category: select from the drop-down list, the CSME category to which the employee belongs
e.g. Media Professionals, Professional Athletes, Artists, Musicians.
Certificate Status: select the status that describes the CSME Certificate from the drop-down list
e.g. Approved, Refused.
Submitted Date: the date on which the application for the CSME Certificate was submitted to the relevant authorities.
Issued Date: the date on which the CSME Certificate was issued by the relevant authorities.
Expiry Date: the date on which the CSME Certificate will end.
An unlimited number of CSME Certificates can be stored per employee
Employee and Dependents
Personnel>>Employees [search for an employee]>>Toggle Additional Details
>>Immigration>>Travel Documents:
Travel Documents for the employee as well as any dependents are captured here.
Travel Documents
Document Type: select, from the drop-down list (Travel Document Types), the type of travel document you wish to store e.g. Passport, Work Permit. Issuing Country
Document No.: the unique number that identifies the document e.g. Passport Number.
Document Holder: select the name of the person to which the document belongs. This drop-down list will display the current selected employee as well as any dependents that have been previously entered for the employee. Step 2: Enter Dependents’ Data
Document Expiry Date: the date on which the document expires.
Issuing Country: the name of the country that issued the document.
Birth Country: the name of the country in which the employee was born.
An unlimited number of travel documents can be stored per employee
Step 4: Upload Immigration Documents?
Personnel>>Employees [search for an employee]>>Toggle Additional Details>>Documents
Work Permit, CSME Certificates, Passports and any other immigration documents may be:
Scanned and saved in PDF, JPG, PNG, BMP or any other image file formats image file formats.
Uploaded and saved to Employee Documents.
There are two (2) steps to upload and save documents:
Save the Document Types.
Upload the Files.
Save the Document Type
• Select the Document Type from the drop down list, edit the Date if you wish. Click the Save icon to save a single row, OR
In each row, select each individual Document Type you wish to upload, edit the Dates if you wish. Click the Submit button to save all records.
Refresh the screen to view the changes:
Upload Documents
Repeat the steps to upload additional files.
Personnel>>Employees [search for an employee]>>Toggle Additional Details>>Emergency
This window allows you to enter an employee's Emergency Data on their behalf. This can also be entered in the Medical Module as well as by the employee in the Employee Self Serve Portal via the following link How to add my emergency contact in the Employee Self Serve Portal?
As with all other modules in HRplus, the data only has to be entered once in the application and it will appear in the relevant fields of modules where referenced.
Insert/edit/delete/view employee emergency data – medical conditions, blood type, vision,
emergency contact person etc.
NB: ONLY ONE (1) record per employee is allowed
Begin by entering the Company Code, Company Name, Badge Number, Last Name & First Name
Enter the following if this information is available for the employee’s record:
Enter the employee’s Blood Type, Height (in cm)
Step 5: Enter an employee's Emergency Data?
Provider Name & Phone Number, Medical Conditions (if any), date of Last Physical, date of Next Physical.
Check the Colour Blind and Smoker radio icon when appropriate.
Enter the Vision
Next, enter the employee’s Emergency Contact data. You may enter up to four (4) emergency contacts.
You may enter the Contact’s name, Relation to the employee, Phone number, Cell Phone number, Work Phone and Address where available.
Emergency Plans
• Click the Edit Emergency Plans button
Enter the employee’s emergency plan details and save.
Step 6: Set Event Reminders
Reminders can be set up to notify HR, in advance, of the following:
work permit expiry dates
work permit fee payment dates
work permit term limit dates
permanent resident fee dates
travel document expiry dates
These events are in the process of being added to the Event Reminders module. See the Event Reminders manual for details on setup of reminders.
Home>>My Profile>>My Profile>>Immigration
Upon logging onto HRplus, an employee can view/make changes to their own data via the Home page.
With respect to the Immigration option, the following applies:
Work Permit data is View-Only to employees.
CSME Certificates can only be viewed/entered by HR.
Travel Documents can be submitted by employees, for both themselves and their dependents, for approval and final updating by HR.
Step 7: Submit and then check my travel documents (Employee)
Work Permit
• The screen will default to the Work Permit tab as shown above. This is a VIEW-ONLY screen as employees CANNOT make changes to their work permit data. Only HR can enter/edit/delete employees’ work permit data.
Update/Insert Travel Documents
• Document Holder: This list will display the employee’s name (logged-on) as well as any dependents the employee may have entered either by HR via Personnel>>Employees [search for employee]>>Toggle Additional Details>>Dependents OR by the employee via Home>>My Profile>>My Profile>>Dependants. Select the owner of the travel document.
New Record: If the travel document details do not exist, this can be entered here by clicking on New Record and entering the document details.
View Unapproved Changes
• All changes, inserts and edits submitted by the employee will be displayed here.
The changes will no longer be displayed once HRHR has approved/updated the records.
Step 8: Update (travel) documents submitted by an employee (HR)
User Self Service>> HR >> Self Serve Entries>>Travel Documents
Upon logging onto HRplus, HR will view all changes submitted by employee which need approval/ update, including Travel Documents as shown below.
View Self Serve Entries for All Modules
View the names of Employees with unapproved data
Click View for the Employee's existing record on HRplus
Click View Unapproved to see the pending records
• Unapproved Travel Documents reflect updated number of pending records. This has changed from 1 to 0.
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