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New Employee Interest document sample
Document Sample
Job Aid
Adding a New Employee
1. You must first search for Julia's Social Security number to make sure she does not
already have a record in OAKS.
Begin by navigating to the Search by National ID page.
Click the Workforce Administration link.
2. Click the Personal Information link.
3. Click the Biographical link.
4. Click the Search by National ID link.
5. The National ID field contains the Social Security number (SSN) for the person
you are searching for.
Click in the National ID field.
6. Enter the person’s Social Security number to see if anyone with this SSN already
exists in OAKS.
Enter the desired information into the National ID field.
Enter a valid value e.g. "444552222".
7. Click the Search... button.
8. Notice that no matching values were found, which means that no one with this
SSN exists in OAKS.
You may now enter Julia as a new hire.
Attention: If the SSN exists, you must contact DAS if the person was not
previously employed at your agency.
9. Click the Add a Person link to begin.
10. Click the Collapse Menu button.
11. Use the Add Person page to add a new employee into OAKS.
Click the Add the Person link.
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12. Use the Biographical Details page to enter the name and other biographical
information for a new person.
13. When adding a new person in OAKS the Person ID field displays the value NEW
until you save the record. Then OAKS automatically assigns the Person ID.
14. The Effective Date for the Biographical Information defaults to the system date,
and cannot be future dated (but can be back dated). If you wish to future date the
new hire information, you do so on the Work Location page.
Attention: If you are entering the biographical information after the hire date has
occurred, be sure to back date the Biographical Information to match the hire date.
In this example, accept the system date as the effective date.
15. Click the Add Name link to display the page where you enter Julia's name.
16. Use the Edit Name page to edit and refresh name information.
17. Click the Prefix list.
18. Click an entry in the list.
Click "Ms".
19. Click in the First Name field.
20. Enter the desired information into the First Name field.
Enter a valid value e.g. "Julia".
21. The Middle Name field is not a required field. In this scenario, you will enter
Julia's middle name.
Click in the Middle Name field.
22. Enter the desired information into the Middle Name field.
Enter a valid value e.g. "Beth".
23. Click in the Last Name field.
24. Enter the desired information into the Last Name field.
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Enter a valid value e.g. "Gortani".
25. Click the Refresh button to display Julia's name on the page.
26. Notice OAKS displays Julia's name in the Display Name and Formal Name
fields.
27. Click the OK button to enter Julia’s name into OAKS and go back to the
Biographical Details page.
28. Notice that now the Display Name field contains the name, Julia Gortani.
29. The Waive Data Protection checkbox defaults to checked, but all employee data
is protected whether checked or unchecked, according to current policy.
In this example, accept the default value.
30. Attention: The Waive Data Protection option should only be unchecked for the
specific reasons listed for the Waive data protect reason code (e.g. fire fighter,
peace officers, etc), for reporting purposes only.
31. Unlike State of Ohio HR legacy systems, the Date of Birth field is a required
field in OAKS.
32. There are three ways to enter a date in OAKS:
1. Click the Calendar button, which opens a small calendar that displays the
month, day, and year. Then click the appropriate date on that calendar.
2. Enter today’s date by typing “today” in the date field.
3. Enter the date using the “MMDDYY” format.
33. Click in the Date of Birth field.
34. Enter the desired information into the Date of Birth field.
Attention: If the date of birth is prior to 1951, you must enter the four digits for
the year (e.g., 1950, 1949, 1948, etc).
Enter a valid value e.g. "031476".
35. The field areas on this page may have different effective dates to track history as
changes occur in name changes, education level, marital status, etc.
36. Click the Gender list.
37. Click an entry in the list.
Click "Female".
38. Use the Highest Education Level to record the employee's highest level of
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education. Some agencies will not be using this field.
Click the *Highest Education Level list.
39. Click an entry in the list.
Click “G-Bachelor’s Level Degree”.
40. Use the Marital Status field to indicate the employee's marital status.
Click the Marital Status list.
41. Click an entry in the list.
Click "Married".
42. The National ID field contains the type of national ID (Social Security number)
that the employee holds.
Click in the National ID field.
43. Enter the desired information into the National ID field.
Enter a valid value e.g. "444552222".
44. Click the Contact Information tab.
45. Use the Contact Information page to enter Julia’s contact information.
46. When entering an employee into OAKS a Home address is required by the federal
government for tax purposes.
Attention: A PO Box may used for a mailing address, but not a home address.
You must first enter a home address before adding any additional addresses.
47. Click the Add Address Detail link to open up the Address History page.
48. Use the Address History page to enter the effective date, country, and status for
the address.
49. Click the Add Address link.
50. Use the Edit Address page to manage address information. Use standard
abbreviations used by the United States Postal Service.
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51. Click in the Address 1 field.
52. Enter the desired information into the Address 1 field.
Enter a valid value e.g. "15 Barry Dr".
Attention: This field must contain the employee's home address, not a P.O. Box.
53. Click in the City field.
54. Enter the desired information into the City field.
Enter a valid value e.g. "Columbus".
55. Click in the State field.
56. Enter the desired information into the State field.
Enter a valid value e.g. "OH".
57. Postal is the same as Zip Code.
Click in the Postal field.
58. Enter the desired information into the Postal field.
Enter a valid value e.g. "43201".
59. Click in the County field.
60. Enter the desired information in the County field.
Enter "Franklin".
61. Click the OK button to return to the Address History page.
62. Click the OK button to enter the address information for Julia Gortani into OAKS
and go back to the Contact Information page.
63. The Phone Type field contains the type of phone number you are entering into
OAKS. Each number you record must have a unique phone type. Several phone
numbers may be stored in OAKS.
64. Click the Phone Type list.
65. Click an entry in the list.
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Click "Business".
Attention: The Business Phone is the person's work phone number. If the person
is in a sensitive position, then this should be set to the agency's HR department (or
other as posted by the agency).
66. Click in the Telephone field.
67. Enter the desired information into the Telephone field.
Enter a valid value e.g. "6145551212".
68. The Email Type field contains the type of email address you are recording. Each
email address you record must have a unique email type.
69. Click the Email Type list.
70. Click an entry in the list.
Click "Business".
71. Click in the Email Address field.
72. Enter the desired information into the *Email Address field.
Enter a valid value e.g. "julia.gortani@oaks.state.oh.us".
73. Click the Regional tab.
74. Only EEO users will have access to the Regional page. This page will be used to
enter country specific personal information such as Ethnic Group and Military
Status.
75. The Ethnic Group field will be used for EEO purposes only.
76. The Military Status field records an employee's military information, if
applicable.
77. The Smoker field indicates that the employee is a smoker. This field is not
currently used in OAKS.
78. Click the Organizational Relationships link.
79. Use the Organizational Relationships page to define the relationship the new
employee is going to have with the State of Ohio.
In this scenario, you must select "Employee" as the organizational relationship for
Date Created: 1/11/2007 Page 6
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Julia.
80. The Employee checkbox is used when adding a new hire in OAKS.
Click the Employee option.
81. The Contingent Worker checkbox is not used in OAKS.
82. You will not need to use the Person of Interest checkbox when hiring a new
employee.
Anytime a person is hired for a position that requires drug testing, the agency
enters them as a Person of Interest. To learn more about entering a person of
interest in OAKS see the Pre-Employment Drug Testing job aid.
83. Use the Add the Relationship button to save this information in OAKS and open
the Work Location page.
Click the Add the Relationship button.
84. Use the Work Location page to enter information about the employee’s position
and job, including position number, regulatory region, company, department, and
location.
85. Notice that the HR Status for a new employee is Active.
86. The Effective Date enables you to keep a complete record of all past, present, and
future data for an employee. You can even plan ahead and use a future date as the
effective date of an action which will occur later.
Attention: For a new hire, the effective date must be the employee's start date.
87. In this scenario, Julia's start date is August 1, 2006.
Click in the Effective Date field.
88. Enter the desired information into the Effective Date field.
Enter "080106".
89. Every Job Data record has as Action/Reason associated with it. When you select
an Action for an employee's record you must also select a Reason for that action.
The reasons available to you on the OAKS page vary and depend on the action
you select.
The Action field defaults to Hire for a new record.
90. Actions have associated Reasons. The Action tells OAKS what to do; the Reason
describes why it should be done. It is important to accurately select the
appropriate reason code for reporting purposes.
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91. Click the Reason list.
92. Click an entry in the list.
Click "Permanent".
93. This Position Number field contains the predefined position that the employee
holds. OAKS automatically assigns a position number to a position. However, all
position numbers begin with the number "2" and contain 8 digits.
Attention: It is similar to the Position Control Number (PCN) because it identifies
a specific position. However, it is different from a PCN because you can’t tell the
specific details of the position simply by looking at the number. This detailed
information is now captured in specific OAKS fields.
Click in the Position Number field.
94. Enter the desired information into the Position Number field.
Enter a valid value e.g. "20007083".
95. Notice that OAKS fills all the position-related fields on the Work Location page.
You will also see that OAKS automatically fills many other position-related fields
on other pages as well.
96. Click the Job Information tab.
97. Use the Job Information page to view information about an employee's job, such
as job code, employment status, employee class, shift, and standard hours. These
fields are associated with Julia's position number and are filled automatically.
98. The Job Code field contains the code for the job associated with the position. In
Julia’s case, a Clerk 1.
99. Use the Empl Class field to choose the retirement system in which the employee
is eligible to participate.
Click on the link to view the Empl Class job aid.
Click the *Empl Class field.
100. In this example, the new hire will be participating in PERS.
In this example, click "PERS".
101. The Officer Code field is used to further categorize employees into groups for
eligibility processing by BenAdmin.
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Agencies must select the proper Officer Code according to what type of employee
they are hiring. Typically, the agencies will select "None", as this code is for the
general population. However there are other codes that must be selected if they
are hiring a specific type of person (examples include Director, Elected, House,
Senate16, Senate17, None, etc.).
• Click the link to view the Officer Codes.
• Click the link to view the Officer Code Matrix job aid, for further understanding
of which Officer Code to choose.
102. Click the Job Labor tab.
103. Use the Job Labor page to view bargaining unit information. If the position itself
is not in a bargaining unit because of the employee's appointment type (e.g.,
Temporary) or because it has been exempted from a union, the Union Code field
will display EX.
104. Click the Payroll tab.
105. Use the Payroll page to enter employee payroll processing data. The payroll
system and pay group information specified on this page affect the compensation
processing.
106. The Pay Group field contains the group assigned to the employee for purposes of
payroll processing.
• Monthly and Biweekly Pay Groups have their own unique Pay Groups.
• Biweekly Delayed employees have 26 different Pay Groups. The Pay Groups
start with BD (Biweekly Delayed) and the last character is the first letter of the
employee's last name.
Attention: If a Biweekly Delayed employee's last name changes, please update
with the appropriate Pay Group.
107. Enter the desired information into the Pay Group field.
Enter a valid value e.g. "BDG".
108. A Tax Location Code is set up for each tax location in OAKS where payroll and
taxes are processed. It defaults in from the position number.
109. Click the Salary Plan tab.
110. Use the Salary Plan page to view Julia's salary plan information.
111. Notice her salary plan information has defaulted in from the position number. All
positions default to a Step 1.
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Attention: Be sure to follow the policies/procedures for an advance step hire.
Upon approval from DAS, an agency specialist may enter the appropriate step in
the Step field, if the agency specialist has security access to this field.
112. The Step Entry Date field is the date the employee entered the step (at new hire,
the new hire date). This date defaults based on Job Code.
Attention: Exceptions to the standard rules are handled by a batch job that runs
nightly. HR Specialists should be sure to view this field after the program runs
(the day after the effective date of hire) and use that date as the final date.
113. Click the Compensation tab.
114. Use the Compensation page to manage employee pay rate information.
115. Use the Default Pay Components to update pay rate information.
Attention: If you do not click the Default Pay Components button after updating
or adding pay information, a warning message will be displayed when you attempt
to save the new record.
Click the Default Pay Components button.
116. Other Pay Components are available as part of the employee's regular
compensation.
1) Add a row
2) Choose the appropriate Rate Code (e.g., Bilingual Pay Supplement,
Educational Pay Supplement, Hazard Pay Supplement, etc.).
3) Enter the amount in the Comp Rate field.
117. The Calculate Compensation button enables you to calculate the employee's
compensation after you've updated his or her compensation information.
Click the Calculate Compensation button.
118. When employees are hired into a position in a pay grade without steps, the process
is slightly different.
Instead of clicking the Default Compensation button, the user must...
1) Click the '+' in the Pay Components section to add a row
2) Select NAHRLY in the Rate Code field
3) Enter in the actual hourly rate in the Comp Rate field
4) Press the 'Calculate Compensation' button.
Note: This additional step is required because there is not a 'default' rate as the
value could be between a range of numbers.
119. Click the Ohio Job tab.
120. Use the Ohio Job page to maintain employee data related specifically to the State.
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121. The Appointment Type field contains the type of employment an employee is
hired into. The field defaults from the position number.
122. The Bargaining Unit Flag defaults in from Julia's position number.
123. The Certification Status field describes whether the employee is certified or not.
Certification is a required field.
Attention: Julia was not hired from a certified list.
Click the Certification Status list.
124. Click an entry in the list.
Click "Provisional".
125. Click the Employment Data link to navigate to the Employment Information
page.
126. Use the Employment Information page to view organizational information,
including the employee's probation date.
127. The Probation Date field defaults based on Job Code. Exceptions to the standard
rules are handled by a batch job that runs nightly. HR Specialists should be sure to
view this field after the program runs (the day after the effective date of hire) and
use that date as the final date.
128. Click the Benefits Program Participation link.
129. Use the Benefit Program Participation page to enroll Julia in a benefit program.
A Benefit Program determines what benefit plans and options an employee may
be eligible for.
130. The Effective Date defaults to the date the information is being entered into
OAKS. If the date is different than the effective date of the hire, it must be
changed to the hire date.
Click in the Effective Date field.
131. Enter the new hire date in the Effective Date field.
Enter "080106".
132. The Benefit Program field contains the benefit program associated with the
employee. Benefit programs determine the benefit plans in which an employee
can enroll.
Date Created: 1/11/2007 Page 11
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133. The Benefit Program field will be completed by DAS. In order to enter the new
hire a value must be entered into this field.
Attention: DAS will later assign the employee to the correct Benefit Program and
enter the proper value at that time.
Click in the Benefit Program field.
134. Enter the desired information into the Benefit Program field.
Enter a valid value e.g. "PUP".
135. Click the OK button.
136. Congratulations! You have successfully added a new employee in OAKS.
Remember, OAKS will process this information overnight that will enroll the
employee in Time and Labor, confirm benefits eligibility, and set up payroll so
employee payroll data can be entered.
Quick Steps: Adding a new employee
End of Procedure.
Date Created: 1/11/2007 Page 12
