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HUMAN RESOURCES - NEW HIRE 8.

9 TRAINING GUIDE
TABLE OF CONTENTS
1. INTRODUCTION............................................................................................................................... 2
1.1. PROCESS: HIRING YOUR WORKFORCE................................................................................... 2
1.2. FUNCTION: HUMAN RESOURCES - NEW HIRE ................................................................................. 2
1.3. OBJECTIVE(S)............................................................................................................................... 2
2. ENTRANCE CRITERIA .................................................................................................................... 2
2.1. PREREQUISITE(S)/PRECEDING PROCESS(ES) ................................................................................ 2
2.2. INPUT DATA.................................................................................................................................. 2
3. EXIT CRITERIA ................................................................................................................................ 2
3.1. SUBSEQUENT PROCESS(ES) ......................................................................................................... 2
3.2. OUTPUT DATA .............................................................................................................................. 2
4. PROCEDURAL STEPS .................................................................................................................... 3
4.1. HIRING AN INDIVIDUAL PERSONAL INFORMATION ........................................................................ 3
4.2. HIRING AN INDIVIDUAL CONTRACT INFORMATION......................................................................... 8
4.3. HIRING AN INDIVIDUAL PERSONAL HISTORY .............................................................................. 10
4.4. HIRING AN INDIVIDUAL ADD EMPLOYMENT INSTANCE................................................................. 11
4.5. HIRING AN INDIVIDUAL JOB INFORMATION ................................................................................. 15
4.6. HIRING AN INDIVIDUAL JOB LABOR ............................................................................................ 17
4.7. HIRING AN INDIVIDUAL PAYROLL ............................................................................................... 20
4.8. HIRING AN INDIVIDUAL SALARY PLAN ........................................................................................ 22
4.9. HIRING AN INDIVIDUAL COMPENSATION..................................................................................... 23
4.10. HIRING AN INDIVIDUAL EMPLOYMENT DATA ............................................................................... 26
4.11. HIRING AN INDIVIDUAL EARNINGS DISTRIBUTION ....................................................................... 29
4.12. HIRING AN INDIVIDUAL BENEFITS PROGRAM PARTICIPATION ...................................................... 32
4.13. CLOSING/COMMENTS ................................................................................................................. 34
5. TIPS AND TRICKS ......................................................................................................................... 35
6. ADDITIONAL TRAINING REQUIREMENTS.................................................................................. 35
7. CANDIDATE FINAL SECTIONS .................................................................................................... 35
7.1. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................................... 35
7.2. OPEN ISSUES AND FUTURE CONSIDERATIONS ............................................................................. 35
7.3. REFERENCES AND RELATED DOCUMENTS ................................................................................... 35
1. INTRODUCTION
1.1. Process: HIRING YOUR WORKFORCE
Whenever you bring a new person into your organization, you must also add a new record to PeopleSoft Human
Resources. The information you enter when you hire an employee is the basis for all your other human resource
tasks. Once you set up records for a member of your workforce, you can enter more data, build a comprehensive
history of the person's career with your organization, and support workforce-related planning and decision-making
for all areas of your organization.

Note regarding the following Training Guide, you will notice that various pages have the same field on them (ie:
name, employee ID and personal status, etc). These fields will be described on the first page where the field
appears, please refer back to these for descriptions.

1.2. Function: Human Resources - New Hire


<Usually just the header that names the location of the transaction in the application. >

1.3. Objective(s)
By the end of this chapter the user will be able to:
Hire a new person into the organization using PeopleSoft HRMS

2. ENTRANCE CRITERIA
2.1. Prerequisite(s)/Preceding Process(es)
<The training team should identify prerequisites to training (e.g. Basic Navigation of Peoplesoft, Security access to
systems, etc.) >

2.2. Input Data


< The Training team should document the input form or source (e.g., sample documents, Client data, Training team
data) prior to conducting the training exercises. >

No. Input Form or Source Field Value / Comments


1
2

3. EXIT CRITERIA
3.1. Subsequent Process(es)

3.2. Output Data


<The Training team should document the expected output/results prior to conducting the training exercises. Upon
training completion, the Client can then compare the actual training exercise output/results with the expected
output/results and record pertinent comments. >

No. Output/Results Comments


1
2
4. PROCEDURAL STEPS
4.1. Hiring An Individual Personal Information

4.1.1. Access the Add Person page by following the navigation path.

Navigation
> Workforce
Administration
> Personal
Information
> Add a Person

4.1.2. When you open the Add Person component, the first thing the system will ask
you to do is enter a Person ID. A person ID is a unique identifying code that
you'll use to track a person's records throughout PeopleSoft Human Resources.
There are two ways to assign ID numbers: L
Automatically
If you use automatic ID assignment, the system adds IDs sequentially as you hire
new employees. The system maintains the last ID assigned on the
InstallationTable.

Manually
You can enter employee IDs yourself, using whatever system you choose for your
organization. If you choose manual entry, you don't need to assign IDs
sequentially. Assigning IDs manually is also the only way you can include
characters in the ID.

Field R/O/C Description Values Comments


/Button
Name
Person ID O Enter an Employee ID EX- New: XYZ
See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.
<7.1 is a field that gets automatically updated with the Document Section Number
where the legend resides. If you wish to break this automatic link, delete the field and
manually insert the section number. >
4.1.2.1. Click on the ADD button. The following page will render
.

L Employee Status
Note: This status will
be associated with how
you add a new hire. If
you hire an individual
through the new hire
page he will have a
status of Employee.
But if added to the
system through the non
employee pages, their
status will be Non-
Employee.

4.1.2.2. Enter the appropriate data

Field R/O/C Description Values Comments


/Button
Name
Person ID D If you are adding a new EX- XYZ
person and are using
system-assigned IDs, the
field displays the value
NEW until you save this
record. Otherwise, the
system displays the value
that you enter to access the
page.
Effective R Effective Date: if the EX
Date rehire has a name change - 06/16/2005
after inserting a new row
on this page enter the new
effective date. This will
default to todays date;
Field R/O/C Description Values Comments
/Button
Name
enter the appropriate
effective date, if different.
Status R Status: defaults from the Active
selection criteria entered
on the search page that the
system automatically
displays.
Format R Format Type: after adding EX-English
L Date of Birth Type a row, the system will
Note: If you leave this display the original Format
field blank, a warning
Type value.
message appears
when you save the Display D Click here to add a name.
record. You can Name
continue entering
information after you Date of O Enter the persons date of
acknowledge the Birth birth
message. Though the
birth date isnt required
for the Administer
Workforce business Date of O This field does not appear
process, the system Death during the hiring process.
uses it to calculate a Use this field when
persons age in some updating a person's
benefit and payroll records.
tasks. It also calculates
dates, such as the U.K. Birth O Select a country. Based on EX-USA
expected retirement Country the selected country, the
date, based on the system might display
persons age. additional fields.
Birth State O Select a state.
L Marital Status and
As of Birth O Usually a city, town, or
Note: PeopleSoft Location village.
Enterprise Payroll
doesnt use the marital Waive Data O European community
status that is entered Protection employment and personal
on this page for tax privacy legislation
calculations. For U.S. specifies that personnel
employees, you enter information cant be
that information in passed across countries in
Maintain Payroll Data the European Union
on the Federal, State, without authorization from
and Local Tax pages.
the employee. Select this
Taxes for Canadian
employees are based check box if you obtain the
on net claim amount, employees consent to
which varies depending share personal data with
on the employee users in other European
status. Union member nations.
Gender R Select a gender.
Highest R Select a value. (JPN) For Japanese
Education education-level age-
related pay
Field R/O/C Description Values Comments
/Button
Name
Level calculations, a form
of seniority pay,
these values are
linked to an
education-level age
basis as of hire.
Marital R Select the person's marital Laws in the
Status and status. Values are: Netherlands require
As of Common Law, Divorced, tracking effective-
Head of Household, dated marital status
Married, Separated, information for
Single, Unknown, and employees.
Widowed. When a marital
status is changed, the
default as of date is the
same as the biographical
history effective date.

Language O Select the person's native Dont use this field to


Code or preferred language. record the
Although tracking official organizations
or preferred languages is official language or
required in some countries to rate a workers
in PeopleSoft Enterprise proficiency in
Human Resources, the speaking, reading, or
system also uses the writing various
preferred language when languages. Use the
you communicate with Location Table to
people with a relationship track the
to the organization. For organizations
example, PeopleSoft official language. Use
Enterprise Global Payroll the Languages table
for Germany and to record a workers
Switzerland use the language proficiency.
language code to print
paychecks in the payees
preferred language. Other
types of communication
also use this as the default
language for written
communication.
Alternate O To use a second type of ID
ID for a person, enter the ID.
Full-Time O Select if the person is a
Student full-time student
Country R Select the country that EX USA
issued the workers
national ID.
National ID R The system enters the EX Social (BRA) Add rows to
Field R/O/C Description Values Comments
/Button
Name
Type value that you establish for Security enter one or more of
this country on the Number the following IDs for
National ID Type Table the person: RG
page. You can override number, voter
this default. registration card,
PIS/PASEP number,
and reserve
certificate.
National ID R Enter the workers national
ID number. The system
checks the format of the
entry against the default
format that you enter on
the National ID Type
Table page.
Primary ID O Select if the national ID is (GBR) For the U.K.
the persons primary ID. If the normal format of
this is the only data row two letters followed
for this person, the system by six digits and then
selects the check box by one letter for
default. You can clear it. National Insurance
identification appears
by default. Other
options that are
dependent on
employee status are
available.

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.


<7.1 is a field that gets automatically updated with the Document Section Number
where the legend resides. If you wish to break this automatic link, delete the field and
manually insert the section number. >
4.2. Hiring an Individual Contract Information

4.2.1. Click on the tab and enter appropriate data.

Field R/O/C Description Values Comments


/Button
Name
PersonID D Employee ID: defaults EX-XYZ
from the selection criteria
entered on the search page
that the system
automatically displays.
Address D Address Type: the system BUSN, CAMP,
Type will populate this field CHK, DORM,
with the data entered in the HOME, LEGL,
first row of data for this MAIL, OTH
rehire.
As Of Date D As of: the date that the
address is effective; if left
unchanged this field will
be updated with the
effective date you entered
when inserting a new row.
Status D Status: defaults to Active, Inactive
Active, represents the
status of the address you
have entered
Country O Country: enter the country,
Field R/O/C Description Values Comments
/Button
Name
if different.
Address 1 O Address: enter the new
3 address, if different.
City O City: enter the new city, if
different.
County O County: enter the new
county, if different.
Postal O Postal: enter the new
postal zip code, if
different.
State O State: Enter the new state,
if different.
Phone Type R Phone Type: if the phone Campus, Cellular,
type needs to be changed, Dormitory, FAX,
select the type of phone Home, Main,
you will be entering. Other, Pager 1,
Pager 2 and Telex
Telephone O Telephone: enter or update
the phone number.
Extension O Enter or update telephone
extension
Preferred O Select the checkbox if
preferred.
Email Type R Email Type: if the email Business, Campus,
type needs to be changed, Dorm, Home and
select the type of email Other
address you will be
entering.
Email R Email Address: enter or EX
Address update an email address. johndoe@abu.com

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.


<7.1 is a field that gets automatically updated with the Document Section Number
where the legend resides. If you wish to break this automatic link, delete the field and
manually insert the section number. >