EmpowHR: Section 15 - Person Model

Employment Data

This link allows users to enter the person’s employment information.

To Enter Employment Data:

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.

13. Click the Employment Information link at the bottom of any tab on the Add a Person page. The Employment Information tab is displayed.

    

14. 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).
    Organizational Instance	Description/Instruction
    Organizational Instance Rcd	Populated with the organizational instance record number. The number of the instance associated with the job data record. The organizational instance record number is the same as the Empl Record of the controlling instance.
    Original Start Date	Populated with the system date on which the job data record is first created in the system. This date is not the effective date of the first job data record or the effective date of the job data row with the action of HIR. This date can be overridden to reflect an earlier start date (for example, the person has previously worked for the organization).
    Override	Check this box if the original start date is modified to reflect an earlier start date than the system populated date.
    Last Start Date	Populated with the most recent start date for the current organization instance. The system populates this field originally with the effective date of the controlling instance’s job data row with the action of HIR and then refreshes it with the effective date of job data rows with the actions REH (for employees) or RNW (for contingent workers). Note: This date is different from the first start date if the organization instance has been inactive and then reactivated.
    First Start Date	Populated with the first start date for the current organization instance. The system populates this field with the effective date of the first job data row with the action of HIR (for employees) or ADD (for contingent workers) from the controlling instance. Note: This date is used as the hire date in reports. This date is not refreshed unless a new row in the controlling instance with one of these actions is added. This would only be necessary if the hire date needs to be reset.
    Termination Date	Populated with the effective date of the controlling instance’s job data row with the action of TER (terminated) or COM (completed), if applicable. If a person’s controlling instance is rehire or renew, the system clears this field.
    Years	Populated with the amount of years of service for the person.
    Months	Populated with the amount of months of service for the person.
    Days	Populated with the amount of days of service for the person.
    Org Instance Service Date	Populated with the system date on which the current job data record was created in the system. This date can be earlier than the effective date of the first job data record or the effective date of the job data row with the action of HIR. This date can be overridden to reflect an earlier service date (for example if the person has previously worked for the organization). The system calculates the number of years, months, and days of service for the person.
    Override	Check this box if the organizational instance service date is modified to reflect an earlier service date than the system populated date.
    Provider ID	Enter the provider ID or select an ID by clicking the search icon.
    Organizational Assignment Data Instance Record	Description/Instruction
    Last Assignment Start Date	Populated with the most recent start date for the current assignment. The system populates this field with the effective date of the job data row with an action that reactivates the assignment. This date is different from the first assignment start date if this assignment has been inactive and then reactivated.
    First Assignment Start	Populated with the first start date for the current assignment. The system populates this field with the effective date of the first job data row with an action that activates the assignment.
    Assignment End Date	Populated with the effective date of the job data row with the action of TER (terminated) or COM (completed), if applicable.
    Home/Host Classification	Applies to workers who are on assignments and identifies whether the current job is at the worker’s home location of the assignment location. Select Home for a new hire.
    Years	Populated with the amount of years of seniority for the person.
    Months	Populated with the amount of months of seniority for the person.
    Days	Populated with the amount of days of seniority for the person.
    Company Seniority Date	Displays the company seniority date. This date can be modified by selecting the override box and then entering another company seniority date or selecting a date by clicking the calendar icon. Based on the date entered the system calculates the number of years, months, and days of seniority for the person.
    Override	Check this box to override the company seniority date.
    Benefits Service Date	Displays the date of service for a person. This date can be modified by selecting the override box and then entering another benefits service date or selecting a date by clicking the calendar icon. Based on the date entered the system calculates the number of years, months, and days of service for a person, including any credit for military leave or the total amount of time that the person works for multiple Departments in the organization. This date is used to calculate benefits eligibility.
    Override	Check this box to override the benefit service date.
    Years	Populated with the amount of years of service for the person.
    Months	Populated with the amount of months of service for the person.
    Days	Populated with the amount of days of service for the person.
    Seniority Pay Calc Date	Displays the seniority pay calculation date. This date can be modified by selecting the override box and then entering the date the system should use to calculate seniority-based pay or selecting a date by clicking the calendar icon. Based on the date entered the system calculates the number of years, months, and days of seniority pay calculation for the person. Note: EmpowHR used the original start date as the default value.
    Override	Check this box to override the seniority pay calculation date.
    Years	Populated with the amount of years of seniority pay calculation for the person.
    Months	Populated with the amount of months of seniority pay calculation for the person.
    Days	Populated with the amount of days of seniority pay calculation for the person.
    Probation Date	Enter the date the worker is placed on probation or select a date by clicking the calendar icon.
    Commencing Date of Service	Enter the commencing date of service or select a date by clicking the calendar icon.
    Last Verification Date	Enter the date the person verified his/her personal data in the system or select a date by clicking the calendar icon.
    Business Title	Populated with the default title for the position number that is assigned to the person on the Contingent Worker page - Work Location tab.
    Position Phone	Populated with the default phone number for the position number that is assigned to the person on the Add a Contingent Worker page - Work Location tab.

15. Click the USA icon to display the following.

    

16. Complete the fields as follows:

    USA	Instruction
    Owns 5% (or More) of Company	Check this box if applicable.
    Appointment End Date	Enter the appointment end date or select a date by clicking the calendar icon.
    Contract Length	Select a contract length from the drop-down menu.
    Accrue Tenure Services	Check this box to activate the tenure accrual.
    FTE for Tenure Accrual	Enter the FTE to be used in tenure accruals. FTE cannot be greater than 1.0. On multiple jobs, the sum of the FTEs of all the jobs selected to accrue tenure cannot be greater than 1.0.
    Service Calculation Group	Enter the Service Calculation Group that represents a group of employees who have the same calculation rules applied to their service accrual process or select a group by clicking the search icon.
    FTE for Flex Service Accrual	Enter the FTE value to be used in prorating the worker’s accrued service.

    Note: If you choose OK, you are returned to the Add a Person page - Organizational Relationships tab.

At this point, the following options are available: