EmpowHR: Section 15 - Person Model

Contingent Worker

A contingent worker organizational relationship is established when the relationship of the person who provides services to an organization is under terms specified in a contract on a non-permanent basis.

To Add a Contingent Worker:

1. On the EmpowHR Main Menu page, select the Workforce Administration menu group.
2. Select the Personal Information menu.
3. Select the Biographical menu item.
4. Select the Add a Person component. The Add Person tab is displayed.

   

5. Complete the field as follows:

   Field	Description/Instruction
   Person ID	Populated with the system-assigned ID when you are adding a new person. The value will display as New until the record is saved.

6. Click the Add the Person link. The Add a Person page - Biographical Details tab is displayed.

   

7. Complete the fields as follows:

   Field	Description/Instruction
   Person ID	Populated with the system-generated Person ID.
   Name	Description/Instruction
   *Effective Date	Required field. Enter the effective date of the action or select a date by clicking the calendar icon. The date entered or selected will be populated in the Personnel Action Request (PAR) section.
   *Display Name	Required field. Populated with data entered from the Add Name link. See field instructions for Add a Name. The name entered on this link will be populated in the PAR section. Note: The Add a Name link becomes the Edit Name link if the person’s name has been added.
   Biographic Information	Description/Instruction
   *Date of Birth	Required field. Enter the person’s date of birth or select a date by clicking the calendar icon. The calculated age is displayed to the right of the field. If this field is left blank, a warning message appears when the record is saved. This information is used to calculate a person’s age in some tasks, such as the expected retirement date, based on the person’s age. The date entered or selected will be populated in the PAR section.
   Years	Populated based upon data entered on the *Date of Birth field.
   Months	Populated based upon data entered on the *Date of Birth field.
   Date of Birth Re-enter	Reenter the date of birth entered on the previous field. If you leave this field blank, an error message will appear.
   Birth Country	Enter the birth country or select a country by clicking the search icon. Based on the selected country, the system may display additional fields. The birth country entered or selected will be populated in the PAR section.
   Birth State	Enter the birth State or select a State by clicking the search icon. The birth State entered or selected will be populated in the PAR section.
   Birth Location	Enter the birth location. Usually a city, town, or village. The birth location entered will be populated in the PAR section.
   Biographical History	Instruction
   Date	Required field. Enter the effective date or select a date by clicking the calendar icon.
   *Gender	Required field. Select the applicable gender from the drop-down list. Valid values are Male, Female, and Unknown. The gender selected in this field will be populated in the PAR section.
   National ID	Description/Instruction
   Country	Populated with USA.
   *National ID Type	Required field. Defaults to the SSN and cannot be changed.
   *National ID	Required field. Enter the SSN. The SSN entered here will be populated in the PAR section.
   National ID Re-enter	Reenter the SSN.
   Primary ID	Check this box if this ID is the person’s primary ID. If this is the only data row for this person, the box is checked by default.
   *Country of Citizenship	Required field. Enter the three-position country code or click the search icon to search for the applicable country.
   Emergency Response Official	Check this box if the person being added is an emergency response official. The system defaults to blank.
   Notes	Enter any notes, if applicable.

8. Select the Contact Details tab. The Add a Person page - Contact Details tab is displayed.

   

9. Complete the fields as follows:

   Field	Description/Instruction
   Person ID	Populated with the system-generated Person ID.
   Current Addresses	Description/Instruction
   Address Type	Select the type of address that appears in this row. The field is populated with Home for the first address entered. Click + to select additional address types and add additional addresses. Note: The data entered for the home and mailing address for Federal employees will be populated in the PAR section.
   As Of Date	Populated with the information entered from the Add Address Detail link. See field instructions for Add Address Detail.
   Status	Populated with the information entered from the Add Address Detail link. See field instructions for Add Address Detail.
   Address	Populated with the information entered from the Add Address Detail link. See field instructions for Add Address Detail.
   Add Address Detail	Click this link to display the Address History page to add/edit any address information. For more information, see Add Address Detail.
   Phone Information	Instruction
   *Phone Type	Required field. Select the applicable phone type that corresponds with the telephone number. Select Main to designate a phone number as the individual’s primary contact number. The phone type selected in this field will be populated in the PAR section.
   Telephone	Enter the telephone number. The telephone number entered in this field will be populated in the PAR section.
   Extension	Enter the extension if applicable. The extension data entered here will be populated in the PAR section.
   Preferred	Check this box if this is the person’s preferred phone number. If this box is checked, it will be populated next to the applicable phone information in the PAR section.
   Email Addresses	Instruction
   *Email Type	Required field. Select the email type from the drop-down list. Click + to select additional email address types and add additional email addresses.
   *Email Address	Required field. Enter the email address.
   Preferred	Check this box if this is the person’s preferred email address.

10. Select the Organizational Relationships tab. The Add a Person page - Organizational Relationships tab is displayed.

    

11. On the Add a Person page - Organizational Relationships tab, check the Contingent Worker box. The Add a Person page - Work Location tab is displayed.

    

12. Complete the fields as follows:

    Field	Description/Instruction
    ID	Populated with the system-generated ID.
    Empl Record	System generated with the employee record number (appointment number) for the person.
    Work Location	Description/Instruction
    HR Status	System generated with the person's human resources (HR) status (i.e., Active for an active worker).
    Job Status	System generated with the person's job status (i.e., Active for an active worker).
    *Effective Date	Required field. Enter the effective date or select a date by clicking the calendar icon. When a new instance with the action of Hire is added, the effective date entered becomes the original hire date.
    Sequence	Use this number to track multiple administrative actions that occur on the same day. The default value is 0, the correct number for new instances.
    *Job Indicator	Required field. Select the applicable job indicator from the drop-down list. Valid values are Primary Job, Secondary Job, and Not Applicable. This field is used to process people with more than one organizational instance in a single organizational relationship.
    *Action	Required field. Select the action requiring you to create or modify this record from the drop-down menu. The system displays a default value when a new employment, contingent worker, or POI instance is created.
    Reason Code	Select the reason requiring you to create or modify this record from the drop-down menu. EmpowHR displays a default value when a new employment, contingent worker, or POI instance is created. The valid values for this field will vary based on the user’s Agency and access level.
    Last Start Date	Enter the most recent start date for this organizational instance.
    Termination Date	Populated with the day before the termination effective date.
    Expected Job End Date	Enter the expected job end date for this job or select a date by clicking the calendar icon. If this job is a temporary assignment and a date is not entered here, a Temporary Assignment without End Date report can be ran to identify those assignments that do not have an end date. This date is necessary if you want the system to terminate this job and reactivate any substantive job that may be on hold. The system displays the day before the termination effective date as the termination date.
    Position Entry Date	Populated with the effective date based on the position number entered for this person. The data can be overridden by clicking Override Position Data.
    Position Number	Enter the position number or select a number by clicking the search icon. The available entry or selection of the position number is dependant on the person type relationship. Define positions in the Position Information component in Position Management. Completing this field allows EmpowHR to complete position-related fields in the Position Information component with default data from the Add/Update Position Infor component, including job code, Department, location, supervisor level, reports to, and full-time or part-time status. The corresponding fields become unavailable for entry. A warning message will appear if a person is assigned to a position that is already filled and if the new appointment exceeds the maximum head count for that position. The system calculates the head count and displays the appropriate indicator in the Open//Filled field in the Add/Update Position Infor component when assignments are changed.
    Position Management Record	Selected when changes are made to fields in the Add/Update Position Infor component that initiate a system update of fields here. When this box is selected, it indicates that the system inserts a data row on the Job Data pages.
    *Regulatory Region	Required field. Populated based on the regulatory region specified for the position this person is associated with. The data can be overridden by clicking Override Position Data. If the person is not assigned to a position, this field is populated with the regulatory region for the person, based on the user preferences. This entry can be overridden.
    *Company	Required field. Populated based on the Department (i.e., Agriculture) specified for the position associated with this person and cannot be modified. The data can be overridden by clicking Override Position Data. Populated with a default Department code if the person is not assigned to a position, but a company is assigned to a Department in the Department table. If no company is designated on the Department table, enter a company or select a company by clicking the search icon.
    *Business Unit	Required field. Populated based on the business unit specified for the position associated with this person and cannot be modified. The data can be overridden by clicking Override Position Data. Populated with a default business unit if the person is not assigned to a position. The default can be overridden.
    Department Entry Date	System generated.
    *Department	Required field. Populated based on the position number entered.
    Location	Populated based on the position number entered.
    Establishment ID	Enter the establishment ID or select an ID by clicking the search icon.
    Date Created	System generated.

13. Click Calculate Status and Dates to calculate the person’s HR, job, or payroll status and the employment dates so that the changes can be reviewed before the component is saved. This button is displayed when changes are made to the effective date or to one of the status fields.
14. Click Override Position Data to enter exceptions to the default position data for this person. This opens up the unavailable fields, including Job Code and Depart; entries in these fields can be overridden. For example, the worker might have a higher salary grade than the standard grade that is associated with the position. When Override Position Data is clicked, the button becomes Use Position Data, and vice versa. This button is available only on new rows of data.

    Note: If the defaults for position-related data are overridden, the employee data must be maintained manually; EmpowHR does not update the position data on the Job Data pages with data from the Add/Update Position Infor component unless Use Position Data is clicked.

15. Select the Job Information tab. The Add a Person page - Job Information tab is displayed.

    

16. Complete the fields as follows:

    Field	Description/Instruction
    ID	Populated with the system-generated ID.
    Empl Record	Populated with the employee record number (appointment number) for the person.
    Job Information	Description/Instruction
    Effective Date	Populated based on the data selected on the Work Location tab.
    Effective Sequence	System generated.
    Job Indicator	Populated based on the data selected on the Work Location tab.
    Action	Populated based on the data selected on the Work Location tab.
    Reason Code	Populated based on the data selected on the Work Location tab.
    *Job Code	Required field. Populated based on the job code specified for the position associated with this person, the system enters a default job code and cannot be modified. The data can be overridden by clicking Override Position Data on the Work Location tab. If the person is not assigned to a position, enter the job code or select a code by clicking the search icon. Note: If this person is attached to a labor agreement on the Job Labor tab and that labor agreement is associated with job codes, a job code that is valid for the labor agreement must be selected.
    Entry Date	Populated with the date on which the person is first assigned to this job code. If you are using position management, this field cannot be modified. The data can be overridden by clicking Override Position Data on the Work Location tab.
    Supervisor Level	If the person is not assigned to a position, enter the supervisor level or select a level by clicking the search icon. Supervisor levels are a class of positions that represent levels of some managerial or supervisory significance and can be used as another type of employee identifier. If a specified supervisor level of this position is associated with this person, the system enters a default supervisor level and this field cannot be modified. The data can be overridden by clicking Override Position Data on the Work Location tab.
    Reports To	Displays the position number, title, and name of the manager associated with this position. If a specified "reports to" number for this position is associated with this person, the system enters a default value and this field cannot be modified. The data can be overridden by clicking Override Position Data on the Work Location tab. If the person is not assigned to a position and is assigned a reports to ID to a Department in the Department Table, a default reports to ID appears. If the person is not assigned to a position, enter the reports to ID or select an ID by clicking the search icon.
    *Regular/Temporary	Required field. Populated based on the position number entered or selected and cannot be modified. The data can be overridden by clicking Override Position Data on the Work Location tab.
    *Full/Part	Required field. Populated based on the position number entered or selected and cannot be modified. The data can be overridden by clicking Override Position Data on the Work Location tab. If the person is not assigned to a position, select the applicable value from the drop-down menu. Valid values are Full-time and Part-time.
    Empl Class	Select the employee class from the drop-down list.
    *Officer Code	Required field. Select the Officer Code from the drop-down list.
    *Regular Shift	Required field. Populated based on the position number associated with the person and cannot be modified. The data can be overridden by clicking Override Position Data on the Work Location tab. Select the appropriate shift if the worker is working shifts. If the worker does not work shifts, leave the Shift Rate and Factor fields blank. The default value is N/A.
    Shift Rate	Enter the Shift Rate information.
    Shift Factor	Enter the Shift Factor information.
    Standard Hours	Instruction
    Standard Hours	Enter the number of standard hours.
    Work Period	Enter the Work Period or select a work period by clicking the search icon.
    FTE	Enter the full-time equivalent (FTE) information.
    Contract #	Description/Instruction
    Contract Number	Enter the contract number or select a number by clicking the search icon.
    Contract Type	Populated information that corresponds with contract number entered or selected.

17. Click the USA icon to display the fields in the USA section. The Add a Person page - Job Information tab - USA section is displayed.

    

18. Complete the fields as follows:

    USA	Instruction
    *FLSA Status	Required field. Select the Fair Labor Standards Act (FLSA) status from the drop-down list. Valid values are Exmpt and Nonexempt. Defaults to Invalid Value.
    *EEO Class	Required field. Select the Equal Employment Opportunity (EEO equal employment opportunity) class from the drop-down list.
    Work Day Hours	Enter the work day hours.

    At this point, the following options are available:

    Step	Description
    Click OK	Saves the record.
    Click Cancel	Cancels the record.
    Click Apply	Saves the record and sends it to NFC for processing.
    Click Previous Tab	Views the data on the previous tab.
    Click Next Tab	Views the data on the next tab.
    Click Refresh	Refreshes the page.