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About Employee Maintenance

LMS uses employee records for various functions such as determining which employees are scheduled and when they are scheduled, as well as time and attendance information (if you own the Time & Attendance module). Employee You use the Employee Maintenance component of RMS to create, configure, and maintain employee records. A critical part of RMS, employee records are used for a variety of functions, including scheduling employees, restricting Time Clock access, and managing employee assignments. Employee records need to be updated regularly, with new employees added and old ones , terminated employees deleted, and information adjusted as necessary. There are two steps you perform when configuring employee records: creating an employee record, and configuring each of the tabs that make up the record. You need to create, configure and update employee records  

Note

Caution: Most employee information on the Employee Maintenance screen is automatically updated through interface files, which are imported frequently to ensure that employee data is current. If you manually update information on the Employee Maintenance screen, your changes might be overwritten the next time an interface file is imported. Check with your HR or Payroll department to verify which information is updated through interface files.

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Note: An employee record must be created for every employee. RMS does not process an employee, through either scheduling or payroll, until there is an employee record.

There are two steps involved in creating employee records:

  1. Entering essential information into the Add New Employee wizard.
  2. Configuring the appropriate information for each section of the record. Note that depending on the modules you own, you might not need to enter information in all the record fields.

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Terms and Definitions - Toolbar

Filter Employees

Allows you to filter the employee list by job and by schedule group.

Period Selector

Allows you to view employee data for the selected period.

Action Menu
                                        

  • Reconcile Employees. Allows you to import employee information from another system (HR, Payroll, etc.).
  • Change Multiple Employees. You can make changes to multiple employees at one time. Note that if you edit multiple employees, the data you enter will be applied to ALL the selected employees and any data previously entered in those fields will be overwritten. Cross-property Assignments will be denoted by displaying the property code, in parentheses, in front of the Assignment name.
  • Pay Rate Wizard. Allows you to make pay rate changes to multiple employees at one time. Note that if you use this feature, the data you enter will be applied to ALL the selected employees and any data previously entered in those fields will be overwritten.
  • Export Employees. Allows you to export employee information to another system (HR, Payroll, etc.). You can select which employees you wish to export or you can export all of them.
  • Manage Employee Badges. Allows you to Add, Edit and Delete employee Badge Numbers. The Search feature allows you to find employees via partial Badge Number, Employee ID or Employee Name.

Terms and Definitions - Tabs

General

Allows you to enter basic personal, employment, time clock/kiosk and contact information for an employee. Information you entered about the employee in the new Employee Wizard will automatically populate the appropriate fields.

Status
                                     

Allows you to view and/or change an employee's status. You can denote that an employee is Terminated, Re-hired, or on Leave of Absence. You enter the date the changes takes effect, and add a Note if you wish. If the employee is being terminated, you will need to select a Termination Reason.

Jobs (Emp. Maint.)

Allows you to identify jobs/skills an employee has and is qualified and trained to perform. You can also adjust an employee's wages in this panel. To view and/or edit an employee's wages, you must first have been granted permission in Administration > Security. _If a _Default Hourly Rate was configured in System Setup and you have the appropriate permissions, that rate will automatically be entered. If no default rate was configured, this will default to the minimum wage. You also have the option of manually entering/changing the wage rate which will overwrite the previous default rate.

Scheduling

Allows you to enter an employee's work preferences, such as availability, type of employee, day off plans and patterns, etc.  and/or an employee's regular/permanent schedule.

Schedule Groups

Allows you to associate an employee with a particular group(s).

Assignments

Allows you to add assignments that an employee can work.

Work Rules

Allows you to associate Rule Types with Rule Sets.

Time Clock Restrictions

Allows you to designate specific clocks that an employee may or may not use.

CertificationsAllows you to associate an employee with a Certification and enter the Issue Date, Start Date and End Date of the certification.

I9

Allows you to enter citizenship information.

Taxes

Allows you to specify an employee's Federal, State and Local income tax information.

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Note: For information about determining which Employee Maintenance fields are visible and which fields require data, see Employee Field Override.

 

 Using the Employee Maintenance screen, you can do the following:

  • Create new employee records by adding a new employees with the Add New Employee wizard. 
  • Use various tabs to configure and update employee records.
  • Maintaining existing records for one or multiple employees.

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Related topics:

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