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
(B)i-Weekly
(S)emi Monthly
(M)onthly
(Q)uarterly

When an employee has salary records in the H/R module, this field is not updatable.

Vac Hours Due -
Vac Hours Paid -
These fields are automatically reduced when vacation hours are posted in payroll processing.  They are not updatable if an employee has a vacation recording the H/R module.

Sick Hours Due -
Like vacation hours, this field is automatically reduced when sick hours are posted in payroll transaction processing.  The Symix Payroll module confirms that sick hours are not paid to employees with zero sick days remaining.  This field is not updatable if an employee has a sick leave record in H/R.

EMPLOYEE MASTER
                                                                                                                                
The Employee Master file stores all the information necessary for processing an tracking payroll wages, taxes and deductions as well as personal information. This information is accessed and used throughout the Symix Payroll and Human Resources systems.

Department -
Department number in which this employee works.  This field can be used to determine the sub-account number  for the employee.  This field is not updatable when the employee has a position defined in the Position Master.

Employee Type -
(H)  Hourly, (S) Salaried, (N.) Non-Employee.  This field is used for the calculation of payroll transactions and calculating wages and taxes.

Pay Freq -
Indicates how often to pay the employee.  The Pay Freq is used to calculate the withholding tax for the employee.  If the employee ha salary records in the H/R module, this field is not updatable.
If an employee has a separate Vacation Hours screen and Sick Hours screen, then the Vac Hrs due, Vac Hrs paid and Sick Hrs due fields are not updatable.  Cannot generate payroll if there is a termination date.

VACATION PARAMETERS 

Vacations Parameters are set for each Employee Classification level. The Classification Code table can be accessed via the "?' Lookup feature.

Max Days Accum-
Maximum number of unused and unreimbursed vacation days the employee can have for the Position Classification.

Max Unused Days Reimbursed/Yr-
The maximum number of vacation days the employee can be reimbursed at the end of the year.

Days/Period-
Number of vacation days and employee can earn/period.

SICK LEAVE PARAMETERS
The Sick Leave Parameters screen contains information regarding the accumulation of sick leave days for employees. The rates are defined for each Position Classification.

Months before Compensation-
Waiting period in months after the employee's anniversary date before the employee is eligible for sick leave.

Max Days Accum-
Maximum number of accumulated unused and reimbursed sick leave days an employee can have.

JOB POSITIONS

The Job Position Structure identifies the various positions within the company and its related classification.  A position may contain one or several job details, which are linked to each employee.

Each employee position is then linked to the employee salary file.  An employee can have several salary records.  The system reads the most current salary record for each employee.

POSITIONS
The Position file links the H/R module to the Employee master.

The Position Master screen is used to record information pertaining to available positions within a company and list job details to the position.

A Job Detail record must be defined for each position in the company. The screen sets the Dept. and shift fields on the Employee Master record.

Notes: The number of position-detail records will never be less than the number of employees.

Notes: Pay Range does not interface with Payroll.

                                                   
EMPLOYEE POSITIONS
The Employee Positions screen is used to record information pertaining to the current position held be the employee within the company. Use the "?" Lookup feature to access the following files:

                             Position Master file

                             Position Change Reason

                             Employee Status Master file

                             Shift C.odes Master file

Exempt -
     "Y" indicates the employee is exempt from overtime pay (over 40 hours per week or 8 hours per day).

POSITION HISTORY
The employee Position History screen is used to record information pertaining to any position previously held by the employee within the company.

POSITION CLASSIFICATION

The Position Classification define the exemption status for that classification, the Salary period, and the Pay Frequency.

EMPLOYEE SALARY

The Employee Salary screen is used to enter any salary change record for employees.

The salary is to be selected in terms of the salary period, which is defined in the Positions Classification master file shown above. 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. The system will look at the most current salary screen by date.

EMPLOYEE STATUS 
The Employee Status file is used to determine which employees are eligible for paid vacation and paid sick leave.

The Employee Status is entered on the Employee Position file.

EMPLOYEE VACATION 

Each employee has his/her own vacation screen where time records are entered.

Active -
Indicates if the employee is currently eligible for paid vacation time. An employee's eligibility
is determined by the status field on the Employee Position screen. (In the Employee Status
Master screen, a Y/N field will indicate eligibility.)

 The Days Used YTD and Days Available fields are updated automatically upon Payroll
 Generation.

 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, and the status of the positions. (The
       Status field indicates if vacation time is paid.)

 2.  The Position Classification of each position.

 3.  The vacation parameters for each position classification. Vacation time is   determined by the classification.
  
 4.  The years of employment (the years spent on each position are added).

 5.  The employee's anniversary date (start date).
                    
                                                                         

EMPLOYEE SICK LEAVE       
Each employee has his/her own Sick Leave screen, which is handled in the same manner as  vacation time.

The only difference between Sick Leave and Vacation Leave is that Sick Leave does not contain different time brackets in the sick leave parameters.

EXAMPLE

After you have been employed for X amount of months, you revive Y amount of days per year.

The Days Used YTD and Days Available fields are updated automatically upon Payroll Generation.

The Days Earned YTD is updated when the Sick Leave Calculation Utility is run and is based on the following:

1.  The positions the employee held this year.

2.  The employee status of each position which indicates if Sick Leave is paid or not 
      paid.

3.  The position classification of each position.

4.  The Sick Leave parameter for these position classifications.

5.  The early date limit of employee anniversary date and sick leave parameter     
     months before compensation.

ABSENCE REASONS

The Absence Reasons screen is used to enter the codes used by the system for reasons from work. The codes are then used in the attendance records which can be included in the payroll generation.

Charge to Sick Leave -
Allows you to change the current absence code to sick leave time.

ATTENDANCE FILE    

The Attendance file is used to record any time lost from work and whether the employee was compensated or not.

Date-
This field represents the date the employee was absent.

Reason-

The "?" Lookup feature allows the user to access the Absence Reasons Master file.

Attendance records can be pulled into Payroll while generation transactions. The special reasons codes recognized by the Payroll module are "S" - Sick, "V" - Vacation and "H" - Holiday.

When generating payroll, employees with these absence reason codes will be placed into corresponding Payroll Log Hour Type.

NOTE: Absence Codes other than S,V, or H and Paid = "Yes" will show up as Type "X" in payroll once Payroll is generated.

PAYROLL GENERATION     
A new field has been added to the Payroll Generation screen.

Summarize Attendance Trx-

Valid answers are "Yes" and "No". This filed will include attendance records in the payroll generation.

EMPLOYEE SALARY

The Employee Salary screen is used to enter any salary change for employees.

The salary is to be selected in terms of the salary period. Changing this fields the current salary record for employee will change their pay rates on the Employee Master - Rates and Taxes screen.

NOTE: By adding a salary for salary changes as opposed to updating existing ones, all salary history is kept.

UTILITIES

YEAR END PROCEDURES

This utility updates sick leave and vacation records for the selected range of employees. Only records which have not been processed during this calendar year will be affected. 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. All other fields are set to zero.

VACATION CALCULATION

This utility updates vacation 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.

SICK LEAVE CALCULATION

This utility updates sick leave records for the selected range of employees. 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.