Interface Hiring Information - RMUPHI

The Interface Hiring Information (RMUPHI) page holds applicant data received from the integrated Applicant Tracking system, creates employee records. Information appears in individual tabs. Question-related tabs allow for additional records to be added.

Data entry tabs have a Stored Value section which displays what the database holds or will hold, and a New Value section where you can make changes or add new records.

When applicant data is associated with a defined posting in RMUPPI, all tabs appear. When applicant data is associated with a new posting that was not originated or completely set up in RMUPPI, all tabs except Budget and Salary appear. Postings originated in RMUPPI require data elements that postings from Applicant Tracking do not.

All detail fields and buttons are inactive until you select an applicant.

Search Criteria

Use the Search Fields section to search for applicants. All fields look for a match based on the first characters entered. For example, enter First Name Joh to return all applicants with First Name beginning with Joh. If the characters job fall within the first name of a record, it is not returned. You can enter any character or string of characters as search criteria. Enter data into one or more fields, then click Search.

The Applicant Tracking ID and Applicant Name of the matching records appear in the pop-out Entity List. Click the desired record to view the detailed data. The Entity List displays the External ID and the Applicant Name.

Header

The selected applicant name (Last, First Middle), Posting ID (Applicant Tracking ID followed by the BusinessPlus Posting ID if it exists), Position Title appear in the header.

Save: Click Save to submit data to the database. Any data changes are moved from the New Value columns to the Stored Value sections. After an applicant is hired, the Save button is disabled. This prevents accidentally changing data and having records out of sync with HR.

Create Employee: After all information has been entered, click Create Employee to initiate the creation of the employee records in the HR system. All data except the email address is set to upper case when inserted into HR.

Review records in HR because some information is not available in the Interface Hiring Information page but is required in HR.

If required fields have not been completed, a message appears: Required fields need to be populated. Additionally, a red exclamation mark appears in the applicable tab, and the fields in that tab are highlighted. The highlighting of a field is removed when it is populated and you select Save or Create Employee.

Types of applicants/employees:

New Employee: An applicant that does not exist in HR. HR records created include an Employee Master record, pay assignment, other records based on the tabs. The pay assignment record appears in either the HR Pay Assignments (HRPYPA) page or the HR Quick Pay Assignments (HRPYQP) page.
Existing Employee: When an applicant is already an employee, one of the following messages appears during processing accompanied by OK and Cancel buttons, with placeholders reflecting applicant data. The items in brackets are replaced by the employee specific information:
- RMUPPI record is complete: Employee <First and Last name> exists in HR for SSN <Social Security Number> as Employee ID <Employee ID>. Do you wish to insert a new pay assignment for record type PM? All other records must be manually updated in HR.
- RMUPPI record is incomplete: Employee <First and Last name> exists in HR for SSN <Social Security Number> as Employee ID <Employee ID>. All other records must be manually updated in HR.

If you select Cancel, all processing stops. If you select OK, a new pay assignment is inserted. If the new pay assignment Record Type matches one that already exists in HR, the end dates of the existing record are updated with a date one day prior to the new record begin date. If the RMUPPI record is complete but the PCN/Position is not yet defined in the PCN/Position Code Definitions (HRTBPC) page, the following error appears: Error occurred while saving: Unable to locate pcn information for this posting, pay assignment is not created. Processing of the rest of the data still occurs if you select OK.

After an applicant is hired, the Cancel button is disabled. This prevents accidentally changing data after hiring, or hiring the same applicant twice for the same posting.

General Tab

The General Tab stores the basic demographic information of the applicant. If you need to make any changes, enter them in the New Value section. When you click Save, that information is moved to Stored Value.

First Name: Applicant first name.

Middle Name: Applicant middle name or initial.

Last Name: Applicant last name.

Address Line 1 and 2: Applicant address. Address 1 is required. Up to five characters can be appended, during data import, to Address Line 2 if setup has been completed on the Interface Configuration (RMSSCI) page.

City: Applicant city of residency.

State: Applicant state of residency. Codes listed are hard-coded and represent all 50 United States.

Zip Code and Extension: Applicant zip code and extension. The Stored Value column displays a dash between the parts. If only an extension is entered, a dash appears before the extension.

Phone 1 Code and Number: Applicant telephone number and extension, if applicable. Phone 1 code and number are required.

Phone 2 Code and Number: Applicant second/alternate phone number and extension, if applicable. If a phone number exists a phone code is required.

Email Address: Applicant primary email address.

Date of Birth: Applicant date of birth.

SSN: Applicant Social Security Number.

Budget Tab

The Budget tab is a read-only page and shows the information based on the Posting Requisition. Review the equivalent fields on the Interface Posting Details page for descriptions. If the applicant is not associated with a fully-defined posting from RMUPPI, this tab does not appear.

Salary Tab

The Salary tab is used to establish the basic information for the new HR pay assignment. If the applicant is not associated with a fully defined posting from RMUPPI, this tab does not appear.

Pay Assignment Type: The pay assignment type indicates what type of pay assignment needs to be created and on which page in the HR system the record can be viewed. If Pay Assignments is selected then the pay assignment record appears in the HR Pay Assignments (HRPYPA) page. If Quick Pay Assignments is selected, the pay assignment record appears in the HR Quick Pay Assignments (HRPYQP) page and fewer fields in the Salary section need to be completed. Codes are predefined in the system and not available for modification.

Record Type: The record type is an important identifier on the pay assignment. An employee can only have one record for a given pay assignment record type active at a time. If the applicant is already an employee and they have an active pay assignment with the same record type in the HR Pay Assignment page, the active assignment is end-dated one day prior to this new pay assignment. Codes are predefined in the system and not available for modification.

Contract #: The contract number is used for records labeled as Pay Assignments and becomes part of the Contract ID. The field does not appear if Quick Pay Assignments type is selected.

Pay Begin: This date indicates when the employee starts receiving pay.

Pay End: This date indicates when the employee pay is scheduled to end. Usually this date represents the end of a fiscal year.

Work Begin: This date indicates when the employee actually begins work. It is often referred to as the Calc Begin Date and is especially useful for contract pay. This date is required only for records labeled as Pay Assignments. The field does not appear if Quick Pay Assignments type is selected.

Work End: This date indicates when the assignment actually ends or the schedule ends. It is often referred to as the Calc End Date and is especially useful for contract pay. This date is required only for records labeled as Pay Assignments. The field does not appear if Quick Pay Assignments type is selected.

Bargaining Unit: The employee primary bargaining unit. If a default value has been defined in the HR System Set Up (HRRQSS) page, that value appears first. Then, after the pay dates have been entered, if a value is defined in the PCN/Position Codes Definition (HRTBPC) page it defaults here and the field becomes disabled. If there is no default code, then one is required to be entered. The entry is assigned to both the employee master (if a new employee) and pay assignment record. Codes are defined in the HR Entity Specific Misc HR Codes (HRTBCE) page, Bargaining Unit tab.

Pay Cycle: The pay cycle to be assigned to the employee on the HR employee master (if a new employee). If a default value is defined in the HR System Set Up page then it defaults here. If there is no code then one is required to be entered. Codes are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of PAY_CYCLE.

Calendar: The primary calendar assigned to the employee on both the employee master (if a new employee) and the pay assignment record. If a value is defined in the PCN/Position Codes Definition page then it defaults here. This data is required only for records labeled as Pay Assignments. The field does not appear if Quick Pay Assignments type is selected. Codes are defined in the PY Calendar Definition (PYUPCA) page. The Calendar drop-down is not populated with options until the Pay Begin date is entered.

Calc Option: The calc option dictates how the employee pay is to be calculated. This data is required and only appears for records labeled as Pay Assignments. Codes are predefined in the system and not available for modification.

Period Type: The period type indicates how the employee is paid. For example, M represents Monthly and B represents Bi-Weekly. If a value is defined in the HR System Set Up page then it defaults here. If there is no default code then one needs to be entered. Codes are predefined in the system and not available for modification.

Salary Calculation: If the employee salary is going to be obtained from the HR Salary Definitions (HRTBSL) page then the Salary Table radio button needs to be selected. Select the Enter Rate radio button to enter a rate manually.

Salary Schedule: A salary index is required for a pay assignment record. The salary schedule is the first part of that index. If a value is defined in the PCN/Position Codes Definition page, it defaults to the field and the field becomes disabled. If there is no default code, one is required to be entered. Codes are defined in the HR Salary Schedule Codes (HRTBSC) page. Codes that display are where the Schedule Effective Begin Date is less than or equal to the entered Pay Begin date and the Schedule Effective End Date is greater than or equal to the entered Pay End date. There is no option to base the dates on the Work Begin and Work End dates (equivalent to the HR Calculation dates).

Salary Range: The salary range is the second part of the salary index. If a value is defined in the PCN/Position Codes Definition page, it defaults to the field and the field becomes disabled. If there is no default code, one needs to be entered. Codes are defined in the HR Salary Range table (hr_rangtble) where there is a match between salary schedules. Salary Range is not populated until Salary Schedule is populated.

Salary Step: The salary step is the third part of the salary index. If a value is defined in the PCN/Position Codes Definition page, it defaults to the field and the field becomes disabled. If there is no default code, one is required to be entered. Codes are defined in the HR Salary Definitions (HRTBSL) page where Schedule and Range match, and Pay Begin and End date are equal to or within the salary table dates. There is no option to base the dates on the Work Begin and Work End dates (equivalent to the HR Calculation dates). The Salary Step drop-down is not populated until a Salary Range value is selected.

Calculate By: This field is used to indicate which rate is to be used to begin the pay calculation and is only active if the Enter Rate radio button is selected. Codes are predefined in the system and not available for modification.

Hourly Rate: The hourly rate. This field is not accessible if the Salary Type radio button is selected. Enter an amount if Enter Rate is selected and the amount is to be used as the base value for calculating the other salary amounts.

Daily Rate: The daily rate. This field is not accessible if the Salary Type radio button is selected. Enter an amount if Enter Rate is selected and the amount is to be used as the base value for calculating the other salary amounts.

Annual: The annual rate. This field is not accessible if the Salary Type radio button is selected. Enter an amount if Enter Rate is selected and the amount is to be used as the base value for calculating the other salary amounts.

Calculate Rates button: The calculate rates button is used when all the necessary salary related information has been entered and it is time to calculate the salary amounts. The software calculates the Hourly, Daily and Annual amounts and places them in the respective fields.

Hire Tab

The Hire tab is used to identify some of the last critical details needed to create the HR Employee Master record.

Hire Date: The employee official hire date. The field defaults to the Tentative Start date of the posting if available. If the posting is not fully set up in RMUPPI then the default is today's date.

Generate ID: Indicates how the Employee ID is to be determined. The value is system-derived from the HR System Set Up (HRRQSS) page, if it is entered there. Codes are predefined in the system and not available for modification. When revisiting the Hire Information page for an applicant who has a record in the HR Employee Master, the Generate ID field is programmed to display M MANUAL ENTRY.

Employee Type: The employee type is used to group or categorize employees (for example, classified, certified, full time). Codes are defined in the HR Entity Specific Codes (HRTBCE) page, Entity Specific tab, under the Code ID of EMPLOYEE_TYPE.

Assignment Status: An assignment status is required in defining Pay Assignments but not for Quick Pay Assignments. Codes are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of ASSIGNMENT_STAT.

Employee ID: The employee ID is the primary identifier for an employee throughout the HR and Payroll subsystems. It is referenced in every employee-related page and most standard reports. If the Generate ID is M then an ID needs to be manually entered.
Before populating with a brand-new ID, the system first attempts to find a match with an existing employee. If an Employee ID already exists in the applicant profile, that ID is used. If nothing is retrieved, an SSN check against the HR Employee Master is conducted. If there is a match with a record that does NOT have a blank SSN, then the associated Employee ID is displayed to the screen. Lastly, the Generate ID method is used to dictate a new Employee ID.

Salary Range: The minimum and maximum salary range for the position. If this information exists on the posting then it defaults into these fields otherwise the fields display zero. This information is not editable.

Education Tab

The Education tab holds the applicant Education information that was transferred from the Applicant Tracking system. New records may be added in this tab.

Degree/Diploma: The degree code. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of DEGREE_CODE.

Institute: The school or institution code. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of INSTITUTION_CODE. If a value associated with the code of 00 (description is client-defined) is selected, a field labeled Other appears. A description must be entered into that field.

Major: Indicates the major focus area of the degree. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of MAJOR_CODE. If a value associated with the code of 00 (description is client-defined) is selected, a field labeled Other appears. A description must be entered into that field.

Minor: The minor focus area of the degree. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of MINOR_CODE. If a value associated with the code of 00 (description is client-defined) is selected, a field labeled Other appears. A description must be entered into that field.

Issue Date: The date the degree was issued to the applicant.

Credits: The credits associated with the degree.

GPA: The grade point average earned by the applicant.

Work History Tab

The Work History tab holds the applicant Work History information that was transferred from the Applicant Tracking system. New records may be added in this tab.

Employer: The employer/company name where the applicant has been employed.

Address: The address associated with the employer.

City: The city associated with the address.

State: The state associated with the address. Valid codes are defined by the system for all of the 50 states.

Zip Code and Zip Extension: The zip code and extension associated with the employer address. The Stored Value column displays a dash between the parts. If only an extension is entered, a dash appears before the extension.

From Date: The date when the applicant began working in the listed position.

To Date: The date when the applicant stopped working in the listed position

Phone: The supervisor phone number.

Ext: The extension, if applicable, associated with the supervisor phone number.

Position: The applicant position at the listed employer.

Supervisor: The applicant supervisor name.

Work Type: The type of work the applicant performed in the given position. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of WORK_TYPE.

Job Description: The details of the applicant job. The database column stores 4000 characters. If an applicant is hired, only the first 156 characters transfer to the HR Work History record.

Leaving Reason: The reason the applicant has left their previous position or plans to leave their existing position. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of REASON_FOR_LEAVE.

Full/Part Time: Indicates whether the applicant was employed part- or full-time. Codes are predefined in the system. Valid codes are Blank, Full, and Part.

Last Annual Salary ($): The applicant salary in the listed position.

License Tab

The License tab holds the applicant License information that was transferred from the Applicant Tracking system. New records may be added in this tab.

License: The license type. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of LICNCERT_TYPE.

Registration ID: A character string that officially identifies the document held by the employee and may be used for tracking purposes in case of a question, error, etc.

State: The state code of registration. Codes are defined in the NU Common Codes (NUUPCD) page, under the Code Category/Value of PEST/XX and where XX contains a two-character state code. See the Common Code Reference Manual for more detail on setting up PEST.

Issue Date: The date a license/certificate was issued.

Expiration Date: The date a license/certificate expires.

Skills Tab

The Skills tab holds the applicant Skill information that was transferred from the Applicant Tracking system. New records may be added in this tab.

Skill: The skill code. Codes available for selection are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of SKILL_CODE.

Years of Experience: The applicant years of experience in a selected skill.

Years of Education: The applicant years of education in a selected skill.

Experience Tab

The Experience tab holds the applicant Experience information that was transferred from the Applicant Tracking system. New records may be added in this tab.

Experience: The Experience Code. Codes available for selection are defined in the HR Entity Specific Misc HR Codes (HRTBCE) page, Entity Specific tab, under the Code ID of EXPERIENCE_CODE.

Pre-Employment Years: The number of pre-employment years of experience.

In-House Years: The number of in-house years of experience.

Begin Date: If the experience is tied to a specific begin date, it is entered here.

End Date: If the experience had a specific end date associated, then it is entered here.

EEO Tab

The EEO tab holds the applicant Equal Employment Opportunity information that was transferred from the Applicant Tracking system.

Gender: The applicant gender. Code values are defined in the HR Non-Entity Specific Codes (HRTBHR) page under the Code ID of GENDER_CODE.

Hispanic/Latino: The Hispanic/Latino checkbox is used in conjunction with the race field for EEO reporting.

Race: The applicant race. The Add button controls the addition of races, appearing in a list. Code values are defined in the NU Common Codes Category of PYAA.