System Set Up - HRRQSS

Header

Entity: The Entity is used to identify security clearance. The field defaults to the entity associated with the logged in user on HRRQUS, if a record exists. Code values are defined in the HR Entity Codes (HRRQEN) page.

Generic Info (Generic Default Setup)

The Generic Info tab holds default values for numerous HR pages.

General Settings

Fiscal Year: The fiscal year to default on all fiscal year sensitive pages.

Enable Payroll Interface: Indicates whether HR payroll related data is to be sent to the payroll subsystem. If the check box is not marked, then HR data, for example direct deposits or pay assignments, will not be transferred to the payroll system regardless of the Approval Code setting.

Show Update/Add Message: No longer used. May not appear on the page.

System Derived CD04: Check marking the System Derived CD04 box will cause Special Code 4 on all HR CDH related pages, to be controlled by the software. For example, HRUP = update, HRFX = fix, HRAD = add. Manually entered values will be overridden by the system.

Employee Master

Generate the Employee ID: The default for generating the Employee ID. For use on the HR Employee Master and HR Posting Information pages.

Address–Public/Private: The default Public/Private address code. The public/private code is used to determine things like which phone numbers and addresses are printed on letters, viewed to the user, and copied in phone books.

Add/Update PE DB: Codes 1, 2, and Y will cause HR employee information to insert or update to the Person Entity (PE) database. Updates for the primary address and phone information occur from the HR Employee Master page and from the Address Information page. If this is set to N (don't update to PE), PE data may still be updated if PYUPGN Interface Switch 8 is set to update PE from PY. If Code 1 or Y is selected, a full record is inserted or updated in PEUPPE. If code 2 is selected, all the same fields except SSN are affected.

Top section of PEUPPE
PE ID = HR ID
Status = AC
Name = HR Name in last name suffix, first name middle name format
SSN = HR SSN displayed with dashes
Last Name= from Employee Master
First Name= from Employee Master
Salute Cd= from Employee Master
Suffix = from Employee Master

Addresses Tab
Address Type= PM
Address Line 1= from Employee Master
Zip = from Employee Master with a dash at the end
City = from Employee Master
St/Prov = from Employee Master
Country Code= from Employee Master

Phones Tab
Phone Type= from Employee Master
Address Type= PM
Number= from Employee Master

Emails Tab
Email Type Cd= PR
Email = E-Mail from Employee Master
Ext = from Employee Master

2nd Address Type to PE: If the Add/Update PE DB field is not equal to N and an address type is entered in this field, employee address records matching this type will be sent to PEUPPE and be visible in the Addresses tab. These addresses would originate in the HR Additional Addresses page.

Pay Cycle: The default pay cycle, for use on the HR Employee Master page.

Bargaining Unit: The default bargaining unit for use on the HR Employee Master pages.

Maximum Employee FTE: The maximum allowable FTE for an employee.

39 Month Calc: Indicates how to default the 39 month termination expiration date for use on the HR Employee Master (HREMEN only) page.

Default Hire Date: Indicates if the hire date should be used as the default for seniority date, district date, original hire date, or related fields. For use on the HR Employee Master page.

Default Name and Address: If this field is set to Y, then upon leaving the SSN field on the HR Employee Master page, the HR Credential Holder (HRCRCD) page table will be checked for the entered SSN. If the SSN already exists in the HR Credential Holder page, then the name and address from the HR Credential Holder page will be defaulted on the HR Employee Master page.

Require TB Test: Indicates if the system should require TB tests for each employee. On the HR Employee Master page, a transaction occurs that looks at the HR Employee Tracking (HREMET) page for a match between employee ID and tracking code of TB04. If not found or if the expiration date on the HR Employee Tracking record is past, then a warning message is displayed.

Job/Position Defaults

Job Code Creation: The default code used for job code creation. If multiple entities use the same job codes, enter E, otherwise enter M.

PCN Create Code: The default PCN create code value, for use on the HR PCN/Position Code Definitions (HRTBPC) page.

Position Create Code: The default position create code is for use on the PCN/Position Code Definitions page.

Assign PCN/POS for Employee: The default Assign PCN/POS for Employee code is for use on the PCN/Position Code Definitions page. It tells the software whether to send the PCN or the Position to payroll with pay assignments and job definitions. If the system setup is a one to one relationship between the PCN and Position Number, PCN should be used. If there is a one to many relationships between the PCN and Position Number, then POS should be used.

Position Type: The default position type value (CEXX, CLXX, or CYXX) for use on the PCN/Position Code Definitions page. This value may also be defaulted from the Job Code Definitions (HRTBJB) page, if a value was entered in association with the job Code. These values must be prefaced with CE (Certificated), CY (City), or CL (Classified) code. The code is used to validate pay calculations on the HR employee pay assignments pages.

Salary Defaults

Create Salary Index Code: The default value for the HRTBSC – Salary Schedule Codes page, Index Code field.

Schedule Type: The default value for the HRTBSC – Salary Schedule Codes page, Schedule Type field.

Round Code: The default round code (N/1) for use on the HR Salary Definitions (HRTBSL) page.

Applicant Default Settings

Generate the Applicant ID: The default for generating the Applicant ID. For use on various HR Applicant Tracking and Recruitment pages.

Allow All Applicants: If this field is set to Y, then non-active employees will be allowed to apply (on the HR Posting Information page) for requisitions marked as Internal. The determining item for active vs. non-active in the HR Employee Master (HREMEN) page, Payroll status field.

Other Defaults

Workers Compensation: The default Worker's Compensation code. Will be used on the HR Job Code Definitions (HRTBJB) page.

Maximum Reimbursement: The default fiscal year maximum tuition reimbursement value for use on the Tuition page (HREMES). The value should only be changed when the fiscal year changes so as to keep the HR records in sync.

Daily Patch: The default Daily Patch to be used with the regular pay assignments.

Tax Info (Default Tax Information)

Tax related default CDH numbers are listed on this tab. This page must be completed because the CDH number fields on the HR tax (HRPYPR) pages are not enterable fields. The CDH definitions need to be established in payroll prior to assignment here.

Federal Tax Settings

FIT Deduction: The FIT deduction number.

SIT Deduction: The SIT deduction number.

State: The default State Code for the SIT Deduction.

Default Filing St: The default filing status. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of SIT_FILING STAT.

EIC Deduction: The EIC deduction number.

Other Tax Settings

SS/FICA, Medicare, Workers Comp, SUI, and SDI checkbox: Indicates if the particular tax is to be available for assignment.

SS/FICA, Medicare, Workers Comp, SUI, and SDI Cnt/Ded Indicator: The code indicates if there is a contribution (C), deduction (D), or both (B) used for the particular tax assignment.

SS/FICA, Medicare, Workers Comp, SUI, and SDI Deduction: The tax item deduction number.

SS/FICA, Medicare, Workers Comp, SUI, and SDI Contribution: The tax item contribution number.

SS/FICA, Medicare, Workers Comp, SUI, and SDI Special Code 01: The tax item default special code 01 value, if appropriate.

Pay Info (Default Pay Setup)

The Pay Info page contains default information applicable to the HR pay assignment pages.

Date Defaults

Pay Dates: The default pay dates. The dates are sent over to Payroll and are associated with the pay line.

Calculation Dates: The default calculation dates. The fields identify the first and last day the employee is eligible (off of the payroll calendar) to receive pay.

PCN Dates: The default dates the employee holds the PCN. These dates are completely optional.

Contract Dates: The default contract/assignment dates. These dates are completely optional.

Position Defaults

Pay Assignment Approval: The default pay assignment approval code. Code values are defined in the HR Entity Specific Codes (HRTBCE) page, Entity Specific Codes tab, under the Code ID of APPROVAL_CODE.

Period Type: The default period type code. This identifies how the employee is paid (M=Monthly, B=Bi-Weekly, S =Semi-Monthly). Code values are restricted to static system codes.

Default Index (APU): The default salary index. Code values are defined in the HR Salary Table Definitions (HRTBSL) page.

Calculation Option: The default calculation option to use when computing the employee's salary. For use on the HR Pay Assignments (HRPYPA) page. Code values are restricted to static system codes.

Status: The default pay status.

Frequency (Freq): The default frequency code. If frequency will not be used, the value should always be A. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of FREQ/PY_TYPE.

Box: The default box number. If frequency box matching will not be used, the field should be left blank.

Hours Prorate: The default hours prorate value. Valid values are H (prorate by hours) and D (prorate by days). Code values are restricted to static system codes.

Regular Rate: The default value to be sent to Payroll and used as the regular rate. This may be a Daily (D) or an Hourly (H) rate. Code values are restricted to static system codes.

Patch by Pay Line Hours: Indicates the default type of hours sent to payroll and used by the patch by pay line software. Code values are restricted to static system codes.
N – N/A - Don't use patch by pay line.
P – Use the calendar percent to prorate the schedule.
H – Use the calculated hour per day.
F – Use the calculated effort to prorate the schedule.

Prorate Salary: Indicates the default value for the prorate salary field on the pay assignment screen. If check marked, the employee's salary will be prorated by the PCN FTE (this does vary depending on the Employee Pay Calc Option). If blank then all calculation options will assume a PCN FTE of 1.00000.

Default Hours to Vector 03: Indicates whether the actual hours should automatically default to the 3rd special pay-vectoring field.

Send Closed Addl CDH: No longer used. May not appear on the page.

Add PCN/ID: The default code for use on the HR Entity Specific Codes (HRTBCE), Additional Pay page and the Pay Assignments page (HRPYPA), Additional Pay tab. Indicates whether the contribution is adding to: all positions (AP), to a particular PCN of choice (PP), or to the primary PCN (PM). Adding to means to piggyback or increase the total salary for a particular position or combination of positions.

Position by ID: Indicates if an association between a position and a particular ID is to occur in Payroll. In addition to the ID, calendar and hours information is written to the Job/Position entry made in Payroll. This update occurs when pay assignments are processed to payroll using the pay assignment tools. If Position by ID is not being used then the pcn/position information is sent to payroll from the PCN/Position Definitions page.

Credential Check: Indicates if the HR Credential Requirement Codes (HRTBCRRQ) page checking is to be utilized when pay assignments are created. Code values are restricted to static system codes.

Employee FTE Checking Settings

Perform Maximum FTE to Employee Type Checking: Indicates if the system is to check the employee type and related maximum FTE against the employee's total active pay assignment FTE, to ensure the allowable amount is not exceeded. Note: The maximum value can only be determined based on a single date, not a date range.

Warn/Block: Indicates whether to warn but still save or to block the record if an employee has exceeded the maximum FTE for a particular type.

Employee Type (1-5): Indicates the employee type to compare to the related maximum FTE value.

Maximum FTE (1-5): The maximum FTE associated with the employee type.

Addl Pay Info (Default Pay Information)

The Addl Pay Info page contains additional default information applicable to the HR pay assignment pages.

General Settings

Use Pay Assignment Lock: Indicates if the Employee Pay Access Lock (HRRQEL) page is to be checked when managing/allowing access to expired employee pay records.

Use PCN & Positions Allocation: No longer used. May not appear on the page.

Use Calendar to set Default Days/Hours: When checked, the payroll calendar values are to be used for the default hours/days line of the pay assignment. If unchecked, the default values from the HR PCN/Position Code Definitions (HRTBPC) page will be used.

Option: If the calendar values are to be used for Default Days/Hours, these options allow for indicating if the entire default line or just the default days/year are to come from the payroll calendar. Code values are restricted to static system codes.

System Generate Record Type: This field indicates that the system is to determine/auto-generate the pay assignment record types. The order used for determining the next sequential record type (first character of Record Type) is PRSTUVWXYZABCDEFGHIJKLMNO. When creating pay assignments the record type field can be bypassed/left blank. If this field is left blank, the user will have to enter a valid code themselves. Code values are restricted to static system codes. There are two options.

1 – System generate Record Type based on Effective Dates. When tabbing out of the populated Pay End field, if the record type field is blank, the record type will be determined and populated into the record type field. This functionality chooses the next available record type using the following logic:

Start with PM as the proposed record type;
Check if the employee has an existing pay assignment with the proposed record type and a pay date range overlapping the entered date range;
If an overlap does not exist, it will populate the record type field with the proposed record type;
If an overlap does exist, it will change the record type to the next in sequence and go back to step b;
Process is continued until an available record type is found, starting with the range PM-Z0 and then moving on to A0-O0.

2 – System generate Record Type based on Fiscal Year. When tabbing out of the populated Fiscal Year field, if the record type field is blank, the record type will be determined and populated into the record type field. This functionality chooses the next available record type using the following logic:

Start with PM as the proposed record type;
Check if the employee has an existing pay assignment with the proposed record type and fiscal year;
If a duplicate record does not exist, it will populate the record type field with the proposed record type;
If a duplicate does exist, it will change the record type to the next in sequence and go back to step b;
Process is continued until an available record type is found, starting with the range PM-Z0 and then moving on to A0-O0.

Use Pay or Calc Dates for Salary Index Validation and Amount: Indicates which dates are to be used for salary index validation. Options are: P – Use pay dates; and C – Use calculation dates. If left blank, pay dates will be used. Code values are restricted to static system codes.

Recalculate Actual Info for Closed Assignments: Indicates whether and how to recalculate actual information on the HRPY Pay Assignments/Quick Pay Assignment pages for automatically closed assignments. Code values are restricted to static system codes. Options are:

A – Recalculate only actual annual.
D –Recalculate only actual Days/Periods information on closed pay assignments.
N – Do not recalculate closed pay assignments.
Y – Recalculate all actual information on closed pay assignment (Days/Periods/Amounts).

Block/Warn on insufficient PC budgeted: Indicates if PC budget checking is to display a Block or Warn message if insufficient budget exists. Code values are restricted to static system codes.

Use Fully Qualified Accounts:

Control APU PC by Fiscal Year: Indicates if APU PC is to be controlled by fiscal year. If checked, once an employee pay assignment has been made, the assigned APU is expended for the remainder of the fiscal year. This is true even if the pay assignment is closed/ended the day after it is created.

Pay Assignment Screens - For Salary Calculation Purpose

Hours / Month: Option F indicates a fixed value will be used for hours per month in appropriate Employee Pay calculation options. If an F is entered, a value must be entered into the value field. Option D indicates the system default will be used.

Hours / Month Value: The value represents the number of hours to be used when an Hours per Month value is needed in a calculation option of Employee Pay.

Hours / Year: Option F indicates a fixed value will be used, for Hours per Year, in appropriate Employee Pay calculation options. If an F is entered, a value must be entered into the value field. Option D indicates the system default will be used.

Hours / Year Value: The value represents the number of hours to be used when an Hours per Year value is needed in a calculation option on Employee Pay.

Pay Assignment Screens - For APU Calculation Use

Hours / Month (APU Calculation): Default APU Hours per Month to be used in calculations.

Hours / Year (APU Calculation): Default APU Hours per Year to be used in calculations.

Hours / Day (APU Calculation): Default APU Hours per Day to be used in calculations.

Upper Limit (APU Calculation): Default APU Upper Limit value to be used in calculations.

CA Retirement (Default CA Retirement (HRRTCA) CDH Setup)

The CA Retirement tab is ideally used in association with the California Retirement (HRRTCA) page and is for entities that utilize PERS, STRS and ARS. The CDH definitions need to be established in payroll prior to assigning on this page.

Retirement Code: The default retirement code. This field is for informational purposes only except with regard to PERS. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of RETIREMENT_CODE.

Public Employee Retirement System (PERS)

ER - Employer: The default PERS normal contribution and deduction numbers. Code values are defined in the Payroll CDH Master.

Post(N): The default PERS post tax contribution and deduction numbers. Code values are defined in the Payroll CDH Master.

Pre(T): The default PERS pretax contribution and deduction numbers. Code values are defined in the Payroll CDH Master.

100%ER(F): The default PERS 100% employer contribution numbers. Code values are defined in the Payroll CDH Master.

Surv(S): The PERS Survivor Benefits - Taxed CDH. Code values are defined in the Payroll CDH Master.

Surv(B): The PERS Survivor Benefits - Non-Taxed CDH. Code values are defined in the Payroll CDH Master.

Reduction/Misc:

Unit Code: The default unit code. The unit code is used in grouping employees for PERS reporting purposes. The entries on Oregon Retirement Info (HRRTOR) page/CA Retirement (HRRTCA) page should be unique for each group of employees.

State Teachers Retirement System (STRS)

ER - Employer: The default STRS normal contribution and deduction numbers. Code values are defined in the Payroll CDH Master.

Post(N): The default STRS post tax contribution and deduction numbers. Code values are defined in the Payroll CDH Master.

Pre(T): The default STRS pretax contribution and deduction numbers. Code values are defined in the Payroll CDH Master.

100%ER(F): The default STRS 100% employer contribution numbers. Code values are defined in the Payroll CDH Master.

Alternative Retirement System (ARS)

Cont: The default contribution number. Code values are defined in the Payroll CDH Master.

Dedu: The default deduction number. Code values are defined in the Payroll CDH Master.

Term Life (Miscellaneous CDH Setup)

This page is used to set up default CDHs used by the HR Term Life page.

Default Values

Basic: The default CDH number (the first CDH) for Basic coverage.

Basic Accumulation: The default CDH number (the second CDH) for Basic coverage.

Supplemental: The default CDH number (the first CDH) for Supplemental coverage.

Supplemental Accumulation: The default CDH number (the second CDH) for Basic coverage.

Spouse: The default CDH number for Spouse coverage.

Child: The default CDH number for Child coverage.