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KB 660251

What info needs to be entered when setting up the Human Resources Module?
Description:
What info needs to be entered when setting up the Human Resources Module?
Some employees have updatable vacation hours and some employees do not - why?

Why can I not update some fields on the Employee screen?
Resolution:

SETTING UP H/R
HUMAN RESOURCES ENTRY
Add Employee
Add Positions/Details in the Position Master
Add Employee Position Screen (will automatically bring up employee salary screen).
Add Vacation Parameters for Classifications used in Position Master
Add Sick Parameters for Classifications used in Position Master
Employee Vacation (filling in Last Year and Carried Forward fields)
Employee Sick Leave (filling in Last Year and Carried Forward fields)
COMPUTING DAYS USED
Add Attendance Records in H/R
Generate Payroll, say "Yes" to Summarize Attendance
Compute Payroll
Print/Post Payroll
This updates the Days Used on the employee vacation/sick screens
COMPUTING DAYS EARNED YTD
Process Vacation Calculation Utility
Process Sick Leave Calculation Utility
Days Earned YTD based on Vacation/Sick Parameters will be updated
The only direct link between human Resources and Payroll are the attendance/absence records. Attendance records
can be included in the Payroll Generation (Summarize Attendance Trx = Yes).
All other links between Human Resources and Payroll are through the Employee Master. If H/R is being utilized, the
following fields on the Employee Master are not updatable.
Dept - When an employee has a position define in the H/R module, the field is not updatable.
Shift - this field is used for Job Transaction Reporting by Shift. If an employee has a position defined in the H/R
module, this field is not updatable.
Pay Freq - the six valid pay frequency codes are:
(D)aily
(W)eekly

then the Vac Hrs due. This field is used for the calculation of payroll transactions and calculating wages and taxes. this field is not updatable. (S) Salaried. The Pay Freq is used to calculate the withholding tax for the employee. Sick Hours Due Like vacation hours. Vac Hours Due Vac Hours Paid These fields are automatically reduced when vacation hours are posted in payroll processing. Employee Type (H) Hourly. SICK LEAVE PARAMETERS The Sick Leave Parameters screen contains information regarding the accumulation of sick leave days for employees. The Symix Payroll module confirms that sick hours are not paid to employees with zero sick days remaining. this field is not updatable. taxes and deductions as well as personal information. This field is not updatable when the employee has a position defined in the Position Master. VACATION PARAMETERS Vacations Parameters are set for each Employee Classification level. EMPLOYEE MASTER The Employee Master file stores all the information necessary for processing an tracking payroll wages. This information is accessed and used throughout the Symix Payroll and Human Resources systems. The rates are defined for each Position Classification. Vac Hrs paid and Sick Hrs due fields are not updatable. (N) Non-Employee. Days/PeriodNumber of vacation days and employee can earn/period. Max Days AccumMaximum number of accumulated unused and reimbursed sick leave days an employee can have. this field is automatically reduced when sick hours are posted in payroll transaction processing. If an employee has a separate Vacation Hours screen and Sick Hours screen.(B)i-Weekly (S)emi Monthly (M)onthly (Q)uarterly When an employee has salary records in the H/R module. Department Department number in which this employee works. This field can be used to determine the sub-account number for the employee. Max Days AccumMaximum number of unused and unreimbursed vacation days the employee can have for the Position Classification. This field is not updatable if an employee has a sick leave record in H/R. Pay Freq Indicates how often to pay the employee. The Classification Code table can be accessed via the "?' Lookup feature. If the employee ha salary records in the H/R module. Months before CompensationWaiting period in months after the employee's anniversary date before the employee is eligible for sick leave. Cannot generate payroll if there is a termination date. JOB POSITIONS . They are not updatable if an employee has a vacation recording the H/R module. Max Unused Days Reimbursed/YrThe maximum number of vacation days the employee can be reimbursed at the end of the year.

Active Indicates if the employee is currently eligible for paid vacation time. EMPLOYEE SALARY The Employee Salary screen is used to enter any salary change record for employees. A position may contain one or several job details. EMPLOYEE VACATION Each employee has his/her own vacation screen where time records are entered. EMPLOYEE STATUS The Employee Status file is used to determine which employees are eligible for paid vacation and paid sick leave. Use the "?" Lookup feature to access the following files: Position Master file Position Change Reason Employee Status Master file Shift Codes Master file Exempt "Y" indicates the employee is exempt from overtime pay (over 40 hours per week or 8 hours per day). The salary is to be selected in terms of the salary period. which are linked to each employee. The system will look at the most current salary screen by date. POSITION HISTORY The employee Position History screen is used to record information pertaining to any position previously held by the employee within the company. Changing the salary will change the salary on the Employee Rates and Taxes screen-for type "S" employees and the Reg Rate field for all type "H" employees.) . and the Pay Frequency. An employee's eligibility is determined by the status field on the Employee Position screen. the Salary period. Notes: Pay Range does not interface with Payroll. The screen sets the Dept. POSITION CLASSIFICATION The Position Classification define the exemption status for that classification. An employee can have several salary records. The Position Master screen is used to record information pertaining to available positions within a company and list job details to the position. POSITIONS The Position file links the H/R module to the Employee master. The Employee Status is entered on the Employee Position file. A Job Detail record must be defined for each position in the company. The system reads the most current salary record for each employee. which is defined in the Positions Classification master file shown above. Each employee position is then linked to the employee salary file.The Job Position Structure identifies the various positions within the company and its related classification. EMPLOYEE POSITIONS The Employee Positions screen is used to record information pertaining to the current position held be the employee within the company. and shift fields on the Employee Master record. a Y/N field will indicate eligibility. (In the Employee Status Master screen. Notes: The number of position-detail records will never be less than the number of employees.

2. "V" . Attendance records can be pulled into Payroll while generation transactions. The codes are then used in the attendance records which can be included in the payroll generation. The Sick Leave parameter for these position classifications.) 2. which is handled in the same manner as vacation time. The special reasons codes recognized by the Payroll module are "S" .Vacation and "H" . and the status of the positions. The Days Earned YTD is updated when the Sick Leave Calculation Utility is run and is based on the following: 1. The only difference between Sick Leave and Vacation Leave is that Sick Leave does not contain different time brackets in the sick leave parameters. The Days Earned YTD is updated when the Vacation Calculation Utility is run and based on the following: 1. The positions the employees held this year. EMPLOYEE SICK LEAVE Each employee has his/her own Sick Leave screen. The Position Classification of each position. The early date limit of employee anniversary date and sick leave parameter months before compensation. The Days Used YTD and Days Available fields are updated automatically upon Payroll Generation. ReasonThe "?" Lookup feature allows the user to access the Absence Reasons Master file. The position classification of each position. (The Status field indicates if vacation time is paid. The vacation parameters for each position classification. 5. EXAMPLE After you have been employed for X amount of months. The employee's anniversary date (start date). you revive Y amount of days per year. Charge to Sick Leave Allows you to change the current absence code to sick leave time. Vacation time is determined by the classification. The employee status of each position which indicates if Sick Leave is paid or not paid. ATTENDANCE FILE The Attendance file is used to record any time lost from work and whether the employee was compensated or not. 3. The positions the employee held this year. DateThis field represents the date the employee was absent.Sick. 4.The Days Used YTD and Days Available fields are updated automatically upon Payroll Generation. 4. 3. 5. The years of employment (the years spent on each position are added).Holiday. ABSENCE REASONS The Absence Reasons screen is used to enter the codes used by the system for reasons from work. .

employees with these absence reason codes will be placed into corresponding Payroll Log Hour Type. Changing this fields the current salary record for employee will change their pay rates on the Employee Master . SICK LEAVE CALCULATION This utility updates sick leave records for the selected range of employees. The total amount of vacation hours earned this year will be placed in the Days Earned YTD field and the Last Update field will be set to today. all salary history is kept. EMPLOYEE SALARY The Employee Salary screen is used to enter any salary change for employees.V.Rates and Taxes screen.All Versions SQL . UTILITIES YEAR END PROCEDURES This utility updates sick leave and vacation records for the selected range of employees. PAYROLL GENERATION A new field has been added to the Payroll Generation screen. All other fields are set to zero. The total amount of sick leave or vacation hours due last year is calculated and this number plus carry over amounts minus any days used will be the new total days. VACATION CALCULATION This utility updates vacation records for the selected range of employees. NOTE: Absence Codes other than S. The total amount of sick leave hours earned this year will be placed in the Days Earned YTD field and the Last Update field will be set to today. or H and Paid = "Yes" will show up as Type "X" in payroll once Payroll is generated. Only records which have not been processed during this calendar year will be affected. This filed will include attendance records in the payroll generation. The salary is to be selected in terms of the salary period.When generating payroll. Summarize Attendance TrxValid answers are "Yes" and "No". Note: Product: slacct HR Human Resources Progress SyteLine . NOTE: By adding a salary for salary changes as opposed to updating existing ones.