PeopleSoft 8.3 Human Resources PeopleBook: Administer Workforce

492 Pages·2006·55.54 MB·English

PeopleSoft 8.3 Human
Resources PeopleBook:
Administer Workforce
PeopleSoft 8.3 Human Resources PeopleBook: Administer Workforce
SKU HRr83HAW-B 1001
PeopleBooks Contributors: Teams from PeopleSoft Product Documentation and
Development.
Copyright © 2002 PeopleSoft, Inc. All rights reserved.
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C o n t e n t s
About the HRMS PeopleBooks
Before You Begin...........................................................................................................xvii
PeopleSoft Application Fundamentals for HRMS PeopleBook.....................................xvii
Related Documentation.................................................................................................xviii
Documentation on the Internet................................................................................xviii
Documentation on CD-ROM..................................................................................xviii
Hardcopy Documentation.......................................................................................xviii
PeopleBooks Standard Page Element Definitions...........................................................xix
PeopleBook Standard Group Boxes...............................................................................xxii
Entering Name Information.....................................................................................xxii
Entering Address Information.................................................................................xxiv
Entering or Viewing Pay Components......................................................................xxv
Required Fields on Pages.............................................................................................xxvii
Typographical Conventions and Visual Cues..............................................................xxvii
Process Introductory Table..........................................................................................xxviii
USF U.S. Federal Government Functionality................................................................xxix
E&G Education and Government Functionality............................................................xxix
Local Country Functionality..........................................................................................xxix
Comments and Suggestions...........................................................................................xxix
Chapter 1
About the PeopleSoft 8.3 Human Resources PeopleBook: Administer Workforce
PeopleBooks Standard Page Element Definitions...........................................................1-1
Understanding the Documentation..................................................................................1-2
Human Resources Reports........................................................................................1-3
Chapter 2
Setting Up the Administer Workforce Business Process
Understanding the Administer Workforce Business Process..........................................2-1
Before You Begin............................................................................................................2-3
Defining Reasons for Personnel Actions.........................................................................2-4
Pages Used to Define Reasons for Personnel Actions..............................................2-5
Defining Personnel Action Reasons.........................................................................2-5
Creating Checklists..........................................................................................................2-8
PEOPLESOFT PROPRIETARY AND CONFIDENTIAL CONTENTS iii
PEOPLESOFT 8.3 HUMAN RESOURCES PEOPLEBOOK: ADMINISTER WORKFORCE
Pages Used to Create Checklists...............................................................................2-8
Setting Up Standard Checklists.................................................................................2-9
Setting Up Additional Name Information.....................................................................2-10
Pages Used to Set Up Additional Name Information..............................................2-10
Entering Name Types..............................................................................................2-12
Creating the Name Prefix Table..............................................................................2-12
Defining Royal Name Prefixes...............................................................................2-13
Entering Name Suffixes..........................................................................................2-14
Defining Standard Royal Name Suffixes................................................................2-14
Entering Address Types.................................................................................................2-15
Pages Used to Enter Address Types........................................................................2-16
Entering Address Types..........................................................................................2-16
Defining Labor Agreements, Labor Agreement Categories, and Employee Classes....2-17
Pages Used to Define Labor Agreements Data.......................................................2-17
Defining Labor Agreements....................................................................................2-17
Defining Labor Agreement Categories...................................................................2-19
Chapter 3
Setting Up Country-Specific Tables
Setting Up Country-Specific Tables................................................................................3-1
(FRA) Setting Up French Workforce Tables...................................................................3-1
(FRA) Pages Used to Set Up French Workforce Tables...........................................3-2
(FRA) Setting Up the Hour Type Table....................................................................3-3
(FRA) Setting Up French Occupational Illness Categories......................................3-4
(FRA) Setting Up the Occupational Illness Table.....................................................3-4
(GER) Setting Up German Workforce Tables.................................................................3-5
(GER) Pages Used to Set Up German Workforce Tables.........................................3-5
(GER) Establishing Social Insurance Information for German Workers..................3-6
(GER) Entering German Nation DEUEV Codes......................................................3-7
(NLD) Setting Up Dutch SAMEN Countries..................................................................3-9
(NLD) Page Used to Set Up Dutch SAMEN Country Table....................................3-9
(NLD) Updating the List of SAMEN Countries.......................................................3-9
(ITA) Setting Up Italian Workforce Tables...................................................................3-10
(ITA) Pages Used to Set Up Italian Workforce Tables...........................................3-10
(JPN) Setting Up Japanese Supervisor Levels...............................................................3-11
(JPN) Pages Used to Set Up Japanese Supervisor Levels.......................................3-12
(AUS, NZL, SGP, MYS) Setting Up Ethnic Groups and Religions Tables for
Australia, New Zealand, Singapore, and Malaysia........................................................3-12
Pages Used to Set Up Ethnic Groups and Religions...............................................3-12
Elements Common to the Ethnic Group and Religions Pages................................3-12
(ESP) Setting Up Spanish Workforce Tables................................................................3-13
CONTENTS iv PEOPLESOFT PROPRIETARY AND CONFIDENTIAL
PEOPLESOFT 8.3 HUMAN RESOURCES PEOPLEBOOK: ADMINISTER WORKFORCE
(ESP) Pages Used for Spanish Workforce Tables..................................................3-13
(ESP) Defining Social Security Scheme Information.............................................3-14
(ESP) Defining Social Security Scheme Work Groups..........................................3-14
(ESP) Defining Social Security Scheme Contributions..........................................3-16
(ESP) Defining Risk Codes.....................................................................................3-18
(ESP) Setting Up Spanish Hiring Centers...............................................................3-19
Generating a Wage and Separation Report....................................................................3-20
Pages Used to Set Up ES-931 Wage and Separation Report..................................3-20
Entering ES-931 Identification Information...........................................................3-20
Entering ES-931 Annual Leave Information..........................................................3-21
Entering ES-931 Severance Pay Information.........................................................3-22
Generating the ES-931 Report................................................................................3-23
Chapter 4
Overview of the Hiring Process
Understanding the Hiring Process...................................................................................4-1
Choosing a Hiring Process..............................................................................................4-1
Entering Data During the Hiring Process........................................................................4-3
How Business Units and SetIDs Affect the Hiring Process............................................4-3
Hiring When You Use Position Management.................................................................4-4
Using PeopleSoft Workflow to Manage Hiring..............................................................4-4
Where to Find the Workflow....................................................................................4-5
The Three R’s of Hiring an Employee......................................................................4-5
Hiring Versus Updating...................................................................................................4-7
Setting Up the Hiring Process.........................................................................................4-7
User Security Considerations....................................................................................4-8
Page Used in Setting Up Employee Checklists.........................................................4-8
Setting Up Employee Checklists...............................................................................4-9
Chapter 5
Hiring Your Workforce
Common Elements Used in This Chapter.................................................................5-2
Assigning Employee IDs.................................................................................................5-3
Assigning Employment Record Numbers.................................................................5-3
(JPN) Assigning Internal Employee IDs...................................................................5-3
Hiring an Employee.........................................................................................................5-5
Pages Used to Hire an Employee..............................................................................5-6
Entering Name Information......................................................................................5-9
Entering Address Information.................................................................................5-10
Entering Personal Data............................................................................................5-11
PEOPLESOFT PROPRIETARY AND CONFIDENTIAL CONTENTS v
PEOPLESOFT 8.3 HUMAN RESOURCES PEOPLEBOOK: ADMINISTER WORKFORCE
Establishing Work Identity and Diversity...............................................................5-16
Entering Employee Job Location Information........................................................5-23
Entering Employee Job Information.......................................................................5-30
Entering National Labor Agreement Information...................................................5-40
Entering Employee Payroll Processing Data...........................................................5-45
Entering Employee Salary Plans.............................................................................5-47
Entering Worker Compensation Information..........................................................5-49
Entering Optional Employment-Related Data........................................................5-52
Distributing Job Earnings........................................................................................5-59
Specifying Benefit Enrollment................................................................................5-62
Adding Nonemployees..................................................................................................5-63
The Add Nonemployee Process..............................................................................5-63
Setting Up Nonemployee Security..........................................................................5-65
Setting Up a Nonemployee Provider.............................................................................5-65
Page Used to Set Up a Nonemployee Provider.......................................................5-66
Defining a Nonemployee Provider..........................................................................5-66
Adding Job Applicants..................................................................................................5-67
Adding Concurrent Jobs................................................................................................5-67
Setting Up Multiple Jobs.........................................................................................5-68
Working With Multiple Employment Record Numbers.........................................5-68
Working With Multiple Benefit Record Numbers..................................................5-68
Entering a Concurrent Job.......................................................................................5-69
Chapter 6
(USF) Hiring Employees
Using the Personnel Action Request Process (PAR) to Hire Employees........................6-1
Pages Used to Hire Employees.................................................................................6-2
Common Elements Used in This Chapter.................................................................6-6
Entering Information for the Hiring Process.............................................................6-6
Defining Award Set Up.............................................................................................6-8
Entering PAR Remarks...........................................................................................6-10
Entering Job Tracking Information.........................................................................6-10
Entering Additional Personal Employee Information.............................................6-11
Entering Birth Information......................................................................................6-13
Entering Address Information.................................................................................6-14
Entering Employee Personal Phone Information....................................................6-15
Entering Veteran Information.................................................................................6-15
Entering Marital Information..................................................................................6-16
Entering Education Details......................................................................................6-17
Entering Job Information........................................................................................6-18
CONTENTS vi PEOPLESOFT PROPRIETARY AND CONFIDENTIAL
PEOPLESOFT 8.3 HUMAN RESOURCES PEOPLEBOOK: ADMINISTER WORKFORCE
Specifying Benefit Programs..................................................................................6-20
Entering Retirement Data........................................................................................6-22
Viewing Detail Assignment Data...........................................................................6-24
Entering Position Information.................................................................................6-24
Entering Employee Compensation Information............................................................6-26
Entering Additional Compensation Information.....................................................6-28
Understanding Expected Pay and Quoted Pay Within PeopleSoft Human
Resources Management for U.S. Federal Government...........................................6-29
Viewing Pay Rate and Compensation Calculations................................................6-30
Viewing Job Earnings Distributions.......................................................................6-32
Entering Current and Historical Employment Information.....................................6-33
Entering Position Expiration Dates.........................................................................6-35
Entering Appointment Limits.................................................................................6-36
Entering Additional Employment Information.......................................................6-38
Tracking Nonpay Status Information......................................................................6-39
Entering Employee Security and Financial Disclosure Information.......................6-40
Understanding Default Values for Employment Data...................................................6-41
Entering Education Information....................................................................................6-41
Assigning Employees to Positions................................................................................6-41
Hiring Employees Into Positions............................................................................6-42
Hiring Job Applicants....................................................................................................6-42
Adding Concurrent Jobs................................................................................................6-43
Setting Up Multiple Jobs.........................................................................................6-43
Chapter 7
Entering Additional Data in Human Resources Records
Understanding Additional Employee Data......................................................................7-1
Locating Personnel Records............................................................................................7-1
Page Used to Local Personnel Records.....................................................................7-2
Searching for Employee Information........................................................................7-2
Searching by National ID..........................................................................................7-3
Setting Up and Tracking Employment Contracts............................................................7-4
Pages Used to Set Up and Track Employment Contracts.........................................7-4
Defining Different Types of Contracts.....................................................................7-6
Setting Up and Storing Standard Contracts..............................................................7-7
Adding Basic Contract Information..........................................................................7-8
Adding Special Contract Clause Information.........................................................7-11
Viewing Basic Employee Job Data and Designating Who Maintains Contract
Information.............................................................................................................7-14
Setting Up and Tracking Temporary Assignments.......................................................7-15
Understanding Temporary Assignments and Substantive Jobs..............................7-15
PEOPLESOFT PROPRIETARY AND CONFIDENTIAL CONTENTS vii
PEOPLESOFT 8.3 HUMAN RESOURCES PEOPLEBOOK: ADMINISTER WORKFORCE
Adding a Partial Temporary Assignment................................................................7-17
Running the Periodic Temporary Job Update Process............................................7-18
Pages Used to Update Temporary Job Data............................................................7-18
Tracking Disabilities......................................................................................................7-18
Pages Used to Track Disability...............................................................................7-19
Defining Accommodation Types............................................................................7-19
Documenting Disability Accommodations.............................................................7-19
Entering Disability Information..............................................................................7-20
Handling Company Credit Cards...................................................................................7-25
Pages Used to Handle Company Credit Cards........................................................7-26
Identifying Company Credit Cards.........................................................................7-26
Assigning Cards to Employees...............................................................................7-27
Handling Company Property.........................................................................................7-28
Pages Used to Handle Company Property..............................................................7-28
Identifying Company Assets...................................................................................7-29
Assigning Values to Company Property.................................................................7-30
Assigning Company Property to Employees...........................................................7-30
Tracking Dependent and Beneficiary Data....................................................................7-31
Pages Used to Track Dependent Identification Data...............................................7-32
Entering Dependent/Beneficiary Name Information..............................................7-33
Entering Dependent Address Information...............................................................7-35
Entering Dependent and Beneficiary Information..................................................7-37
Entering Information About Court-Ordered Benefits for Dependents....................7-41
Viewing Dependents and Beneficiaries for Employees..........................................7-42
Entering and Tracking Additional Employee Data........................................................7-43
Pages Used to Enter and Track Additional Employee Data....................................7-43
Common Elements for Entering and Tracking Additional Employee Data............7-49
Tracking Badge Information...................................................................................7-49
Tracking Business Expenses...................................................................................7-50
Tracking Prior Work Experience............................................................................7-51
Entering Primary Address and Phone Information.................................................7-52
Defining Citizen Status...........................................................................................7-53
Adding Visas and Work Permits.............................................................................7-54
Tracking Employee Passport and Citizenship Information.....................................7-54
Entering Country-Specific Information on Visas and Permits................................7-56
Copying and Pasting Employee Images Into Image Fields.....................................7-57
Entering License Numbers and Other Driving Record Information.......................7-58
Recording Employee Bank Account Information...................................................7-59
Enter an Employee’s Building Society Roll Number and Name............................7-61
Entering Volunteer Activities..................................................................................7-62
CONTENTS viii PEOPLESOFT PROPRIETARY AND CONFIDENTIAL
PEOPLESOFT 8.3 HUMAN RESOURCES PEOPLEBOOK: ADMINISTER WORKFORCE
Chapter 8
(JPN) Tracking Intercompany Transfers (Shukkou)
Understanding the Tracking of Intercompany Transfers.................................................8-1
Selecting Actions and Reasons for Intercompany Transfers....................................8-1
Setting the Home or Host Compensation Owner Indicator......................................8-1
Summarizing Home/Host Data for Intercompany Transfers....................................8-2
Hosting Temporary and Permanent Intercompany Transfers...................................8-2
Temporary and Permanent Intercompany Transfers.................................................8-3
Setting Up Intercompany Transfers.................................................................................8-4
Pages Used to Set Up Intercompany Transfer Codes...............................................8-5
Entering and Maintaining Home/Host Data for Intercompany Transfers.......................8-5
Single Company Using Single HR Database: Scenarios A1-8.................................8-5
Multiple Companies Using Single HR Database: Scenarios B1-6...........................8-9
Multiple Companies Using Single HRMS Database: Scenarios C1-6....................8-13
Working With Search Page Security.............................................................................8-15
Chapter 9
Managing Country-Specific Workforce Data
(BEL)Tracking Claeys Formula Calculations for Belgian Workers...............................9-1
Pages Used to Track Claeys Formula Calculations for Belgian Workers.................9-2
Entering Codes for Events and Conditions Resulting in Terminating Employment
Contracts...................................................................................................................9-4
Defining Reason Codes for Ending Employment Contracts.....................................9-5
Setting Up Belgian Employment Contract Statutes for Claeys Calculations............9-6
Linking Contract Statutes to RSZ Categories...........................................................9-7
Recording Terms for Ending Employment Contracts...............................................9-7
Recording Replacement Requirements.....................................................................9-9
(BEL) Preparing For Severance Calculations...............................................................9-11
Pages Used in Preparing for Severance Calculations.............................................9-12
Determining Employee Seniority............................................................................9-13
Entering Protected Job Leave Information.............................................................9-15
(BEL) Performing the Claeys Calculation.....................................................................9-15
Pages Used to Perform the Claeys Calculation.......................................................9-16
Reviewing Claeys Calculation Variables................................................................9-16
Calculating the Severance Amount.........................................................................9-20
Running the Notification Report.............................................................................9-22
(CAN) Providing Additional Canadian Information.....................................................9-23
Pages Used to Provide Additional Canadian Information......................................9-23
Entering Canadian OEE Workforce Survey Responses..........................................9-23
Entering Official Languages Information...............................................................9-24
PEOPLESOFT PROPRIETARY AND CONFIDENTIAL CONTENTS ix
PEOPLESOFT 8.3 HUMAN RESOURCES PEOPLEBOOK: ADMINISTER WORKFORCE
(FRA) Providing Additional Information for French Employees..................................9-25
Pages Used to Track Additional French Worker Information.................................9-25
Tracking Mandate Information...............................................................................9-26
Tracking Military Service.......................................................................................9-26
Identifying French Employees’ Dependents and Beneficiaries..............................9-28
(NLD) Recording SAMEN Diversity Information for Dutch Workers.........................9-28
Page Used to Record SAMEN Diversity Information............................................9-29
Establishing a Worker’s Ethnic Status....................................................................9-29
(ITA) Recording End of Employment Information for Italian Workers.......................9-30
Page Used to Record End of Employment..............................................................9-30
Recording Employee Resignation Dates and Normal Notice Periods....................9-30
(USA) Determining Foreign Nationals US Residency Status.......................................9-31
Page Used to Determine Eligibility.........................................................................9-32
Running the Substantial Presence Test...................................................................9-32
Chapter 10
Updating Workforce Information
Overview of Updating Workforce Information.............................................................10-1
Using the Update Components to Change Personal and Job Data................................10-2
Locating Personnel Records..........................................................................................10-3
Changing and Deleting Employee IDs..........................................................................10-3
Pages Used to Change or Delete Employee IDs.....................................................10-4
Modifying Employee IDs........................................................................................10-4
Updating Personal Data.................................................................................................10-5
Using Workflow to Update Employee Addresses...................................................10-6
Updating the Emergency Contact Information.......................................................10-6
(USF) Modifying Addresses...................................................................................10-7
Updating Job Data.........................................................................................................10-8
Job Data and Effective Dates..................................................................................10-8
Entering Multiple Actions With the Same Effective Date......................................10-9
(JPN) Appointment Reporting for Job Data Changes...........................................10-10
Security Considerations for Updating Job Data....................................................10-12
Personnel Actions and Employee Status...............................................................10-12
Using Workflow to Maintain Job Data.................................................................10-14
Entering Promotions..............................................................................................10-14
Entering Departmental Transfers..........................................................................10-15
Tracking Leaves of Absence.................................................................................10-16
Entering Terminations and Retirements................................................................10-17
Using Workflow to Terminate Employees............................................................10-18
Entering Deaths.....................................................................................................10-19
CONTENTS x PEOPLESOFT PROPRIETARY AND CONFIDENTIAL