Personal Information - HREMPR
The Human Resource (HR) Personal Information (HREMPR) page includes tabs for items such as emergency contacts, immigration and naturalization (I9) information, general and family medical leave information.
Page Header
The page header consists primarily of information from the HR Employee Master (HREMEN) page. An employee must be previously defined in the HR Employee Master before records can be created in this page. All the header fields are read only. However, the fields are enabled when in the search mode for use as search criteria.
Entity: Employee Entity ID from the HR Employee Master record.
Employee ID: Employee ID Number from the HR Employee Master record.
Social Security #: Employee SSN from the HR Employee Master record.
Name: Employee Name from the HR Employee Master record.
Type: Employee Type from the HR Employee Master record.
HR Status: Employee HR Status from the HR Employee Master record.
PY Status: Employee PY Status from the HR Employee Master record.
Emergency
General Tab
The Emergency Information tab stores emergency related information such as contact names, relationships, telephone numbers, and extended notes.
Action: Indicates the action/purpose for entering or modifying a record. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals ACTION_CODE.
Primary Contact: Indicates the primary contact. There may only be one entry identified as the primary contact, per employee. Simply clicking the checkbox will set the primary contact. If another record already contained a check mark, upon saving the new record, a message will display indicating the Primary Contact is being reset and the other record's checkbox will be cleared.
Contact: Indicates the name of the primary contact.
Relation: Indicates the relationship of the primary contact to the employee. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals RELATIONSHIP_CD.
Address 1: Indicates first line of the street address.
Address 2: Indicates second line of the street address.
Phone 1: Indicates the contact phone code, number, and extension. Code values are defined in NU Common Codes, Category of PEPH.
Phone 2: Indicates the contact secondary phone code, number, and extension. Code values are defined in NU Common Codes, Category of PEPH.
City: Indicates the city. The value is derived based on the zip code. It may be overridden.
County: Indicates the county code. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals COUNTY.
State: Indicates the state code. This value is derived based on the zip code but may be overridden. Code values are defined in NU Common Codes, Category of PEST.
Zip: Indicates the zip code associated with the entry. Upon tabbing from the 2nd address field, the cursor is placed into the zip code field because of the automatic population of the city and state based upon the zip entry. The city and state, associated with the zip code, will be displayed/entered automatically if there is a change in the zip code or if a new record is being added. Outside of these circumstances, data in the city and state fields will not be changed unless the fields are cleared either by spacing over the data or by using the key combination of Ctrl-D. Code values are defined in the Person/Entity (PE) database - zip codes table.
Zip Ext: Indicates the zip code extension.
Primary Provider: Indicates the primary provider.
Provider Phone: Indicates the primary provider phone code, number, and extension. Code values are defined in NU Common Codes, Category of PEPH.
Notes: Indicates any notes associated with the entry.
Updated By: Displays the User ID who last updated the record.
Updated: Displays the date and time of the last update to the record.
Notes Tab
Action: Indicates the action/purpose for entering or modifying a record. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals ACTION_CODE.
Notes: Indicates any notes associated with the entry. Use the <Enter> key for line breaks. Use the <Shift><Enter> key combination to save the text entered.
Additional Addresses
The Additional Addresses tab stores multiple addresses for an employee. The primary address (address type of PM) may be updated here as well as on the HREMEN page. Any updates to the primary address will update the HREMEN and the PYUPEM page in payroll. There is a maximum entry of one record per employee and address type combination. If the HRRQSS, Generic Info tab, “Add/Update PE DB” field <> N, the primary address will be sent to PEUPPE (pe_addr_dtl table). If the HRRQSS “2nd Address Type to PE” field contains a code, address types using that code will also be sent to PEUPPE.
Additional Addresses Header
Action: Indicates the action/purpose for entering or modifying a record. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals ACTION_CODE.
Address Tp: Indicates the type of an address for the entry. Each employee may only have one entry associated with an address type. The PM address may be updated but not created here. It is created on the HR Employee Master. Code values are defined in NU Common Codes, Category of PEAD.
Public/Private: Indicates whether the address is public or private. If the client publishes a phone/address list, then an entry of Private indicates that the employee does not want that record included in the list. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals PUBLIC_PRIVATE.
Begin/End Dt: Indicates the effective dates of the address/work location entry.
Additional Addresses Footer
Notes: Indicates notes associated with the entry.
Approval: The approval code indicates whether the record is ready to send or has been sent to payroll. If the record is to be sent to payroll, it must indicate SEND. Code values are defined in the HR Entity Specific Codes (HRTBCE) page, Entity Specific Codes tab), where the Code ID equals APPROVAL_CODE.
Updated By: Displays the User ID who last updated the record.
Updated: Displays the date and time of the last update to the record.
Address & PCN/Position Info Tab
Position Control #: Indicates a position control number. Code values are defined in the PCN table (hr_pcnotble).
Position: Indicates to which position the entry is associated. Code values are defined in the HR PCN/Position Code Definition (HRTBPC) page where the PCNs match.
Location: Indicates the location code. Code values are defined in the HR Entity Specific Misc HR Codes (HRTBCE) page, Location Codes tab.
Address Line 1-4: Indicates a street address with up to four lines of entry.
City: City is system derived based on the zip code. It may be overridden. Code values are defined in the Person Entity (PE) database, zip codes table.
County: Indicates the county code. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals COUNTY.
State: Indicates the state code. This value is derived based on the zip code but may be overridden. Code values are defined in NU Common Codes, Category of PEST.
Country: Indicates the country code. Defaults to USA. Code values are defined in NU Common Codes, Category of PECO.
Zip: Indicates the zip code. Upon tabbing from the 4th address line field, the cursor is placed into the zip code field because of the automatic population of the city and state based upon the zip entry. The city and state, associated with the zip code, will be displayed automatically if there is a change in the zip code or if a new record is being added. Outside of these circumstances, data in the city and state fields will not change unless the fields are cleared by spacing over the data. Code values are defined in the PE database - zip codes table.
Zip Ext: Indicates the zip code extension.
E-Mail: Indicates an e-mail address.
Personal E-Mail: E-mail field for another option of contacting employees. Some employees may prefer their employer contact them using a personal e-mail address, in addition to or instead of, a company/district e-mail address.
Phone Numbers Tab
US Phone 1-4: The Phone fields store a phone code, number, and extension. The phone code indicates what type of telephone number is associated with the entry. Formatting is for US telephone numbers (for example (999) 999-9999). Code values are defined in NU Common Codes, Category of PEPH.
International Phone 5-6: The Additional/International Phone fields store a Phone Code, Number, and Extension. The Phone Code indicates what type of telephone number is associated with the entry. No formatting exists on the fields. Code values are defined in NU Common Codes, Category of PEPH.
I9 Tracking
Use the I9 Information tab to record and report immigration and naturalization information. The codes for lists A, B, and C are maintained by each client. Upon entering a code item for list A and an expiration date, the system will place the current date in the completed field. If list A is not entered, but an item is entered in list B or list C, a warning message will be issued indicating that the other list (B or C) requires completion. A record is not considered complete until all required fields are entered. Only one record is allowed per Employee ID.
Action: Indicates the action/purpose for entering or modifying a record. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals ACTION_CODE.
List A: Indicates a valid code from the appropriate list. If list A is completed then list B and C may be left blank. Otherwise, list B and C are both required. The I9 is then considered complete. Code values are defined in NU Common Codes, Category of I9LA.
Expiration Date: Indicates the item expiration date.
Document No: Indicates the item document number.
List B: Indicates a valid code from the appropriate list. If list A is left blank, field is required. Code values are defined in NU Common Codes, Category of I9LB.
Expiration Date: Indicates the item expiration date.
Document No: Indicates the item document number.
List C: Indicates a valid code from the appropriate list. If list A is left blank, field is required. Code values are defined in NU Common Codes, Category of I9LC.
Expiration Date: Indicates the item expiration date.
Document No: Indicates the item document number.
Date Completed: Indicates the date that the I9 form was completed. The date will default to the current date if all pertinent lists are completed appropriately.
I9 Status: Indicates the status of the I9 record. Code values are restricted to static system codes.
Extended Date: Indicates the I9 extension date, if applicable. This field is used when an extended date is assigned by the government, otherwise it is left blank.
Hire Date: Derived based on the employee ID.
Notes: Indicates notes associated with the entry.
Updated By: Displays the User ID who last updated the record.
Updated: Displays the date and time of the last update to the record.
Leave Info
The Leave Info tab is used for tracking long-term leaves of absence and should not be confused with tracking vacations or sick leave.
Former: Employee Former Name from the HR Employee Master record.
Date of Birth: Employee Date of Birth from the HR Employee Master record.
Location: Employee Location from the HR Employee Master record.
Division: Employee Division from the HR Employee Master record.
Bargaining Unit: Employee Bargaining Unit from the HR Employee Master record.
Action: Indicates the action/purpose for entering or modifying a record. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals ACTION_CODE.
Leave Cd: Indicates the leave code that best suits the reason why the leave of absence was granted. Code values are defined in the HR Entity Specific Misc HR Codes (HRTBCE) page, Leave Codes tab.
Leave Class: This field stores the hour classification that is desired to override normal Payroll Patching. The value specified in this field corresponds to the value contained in the first miscellaneous code on the payroll hour definitions. This value in association with the Leave Event dates will be sent to the associated detail under the code HREXTENDEDLV.
Retain Benefits: Checkbox indicating if the employee is retaining benefits.
Approval Dt: Indicates when the request for leave was approved.
Start/Estimated End Dates: Indicates the estimated or actual begin and end date for the leave of absence.
Actual Return Dt: Indicates the actual return date.
Fiscal Yr: Indicates the fiscal year. Accessible in ADD mode only.
All PCN: Checkbox indicating if the leave entries are applicable to all positions held by the employee.
Position Control #/Position: Indicates the PCN and Position associated with the leave record. Entries in the validated drop-down are based on the employee pay assignments where the Leave Info Start Date falls within the pay assignment pay dates.
Example: Employee A has a pay assignment for PCN 123456 with pay dates of 07/01/2013 – 06/30/2014. If the Leave Info Start Date is within that date range then that PCN will appear in the PCN field drop-down. If the Leave Info Start Date is outside that date range, PCN 123456 will not appear in the drop-down.
If the All PCN check box is marked, the PCN and Position fields will not be enterable.
Miscellaneous 1 and 2: Miscellaneous data fields.
Maternity Est DOB: If the reason for the leave of absence is maternity, indicates the estimated date of birth of the child.
Maternity Actl DOB: If the reason for the leave of absence is maternity, indicates the actual date of birth of the child.
Notes: Indicates notes associated with the entry.
Updated By: Displays the User ID who last updated the record.
Updated: Displays the date and time of the last update to the record.
FMLA Tracking
Use the FMLA Tracking tab to record FMLA leaves of absence. There is a maximum of one record per ID, fiscal year, and approved start date. The days per year and hours per day must manually be entered for each record. The total hours per year will automatically be calculated. Six entries may be recorded per fiscal year. There is an approved start date and return date. Based on the date values, the total days used will be calculated. The total days used will include weekends/non-work days; the value may be overridden if the associated Override Day Calc checkbox is selected. The total days of FMLA will automatically be calculated, for display purposes.
Action: Indicates the action/purpose for entering or modifying a record. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page where the Code ID equals ACTION_CODE.
Fiscal Yr: Indicates the fiscal year. One record per fiscal year, per employee is permitted.
Days/Year: Indicates the days per year the employee works. This figure is used to determine the Total Hours/YR.
Hours/Day: Indicates the number of hours per day the employee works. This figure is used to calculate the Total Hours/YR.
Total Hours/YR: System derived based on the Days/Year multiplied by the Hours/Day.
Hire Date: Employee Hire Date from the HR Employee Master record.
FMLA Tracking 1 - 6 - Same Fields Per Grouping
Leave Type: Indicates whether the absence was C - continuous or I - intermittent. Code values are restricted to static system codes.
Override Day Calc: Indicates if the Total Days Used is to be manually overridden. If left blank, the system will derive the Total Days Used from the Approved Start/Return Dates and the Calendar.
Approved Start Date: Indicates the FMLA start date. The date is also used to calculate the Total Days Used if the Override Day Calc checkbox is blank.
Approved End Date: Indicates the FMLA return end date. The date is also used to calculate the Total Days Used if the Override Day Calc checkbox is blank.
Calendar: Calendar code indicating the payroll calendar definition to be used in calculating the Total Days Used if the Override Day Calc checkbox is blank.
Total Days Used: Total number of days used/absent. The value can be manually entered or calculated using the Approved Start/Return Dates and Calendar if the Override Day Calc checkbox is blank.
Leave Class: This field stores the hour classification that is desired to override normal Payroll Patching. The value specified in this field corresponds to the value contained in the first miscellaneous code on the hour definitions. This value in association with the Leave Event dates will be sent to the associated detail under the code HREXTENDEDLV.
Miscellaneous: Indicates miscellaneous data.
Total FMLA
Total Days FMLA: System derived value that indicates the total number of FMLA days used. Total derived by adding up the Total Days Used values.
Notes: Indicates notes associated with the entry.
Updated By: Displays the User ID who last updated the record.
Updated: Displays the date and time of the last update to the record.
Tools
Global Processing Addresses Tool
The Global Processing Addresses tool is based on the Additional Addresses tab and will process the PM address to HREMEN (hr_empmstr table) and to PYUPEM (hr_pe_mstr table). If the HRRQSS, Generic Info tab, “Add/Update PE DB” field <> N, then the primary address will be sent to PEUPPE (pe_addr_dtl table). If the HRRQSS “2nd Address Type to PE” field contains a code, address types using that code will also be sent to PEUPPE.