Employee Maintenance - Payroll Section (2024)

1. Go to Human Resources. Click on Employees.
2. Enter Employee WIN and click on 'Lookup Employee', or click on'List' to select desired record from employee listings.
3. Once the employee record is shown, click on the 'Payroll' tabin the Employee Maintenance page. Employee data stored under thistab include:
   • Hire Date: In addition, the system shows employee tenure inboldface. This is calculated by obtaining the difference betweencurrent date and employee hire date. This field appears grayed outas employee hire date is entered when completing the hire process,and cannot be modified. In case an error occurred and this needs tobe corrected, please contact IPS.Support.
   • Continuous Service: Click on this checkbox if employee has beenrecently transferred from a certain company office to another in adifferent location. Also, this field can be used in countries wherelocal labor laws protect employee seniority when they are rehiredafter being out of the company for specific and legal reasons. Thiswill activate a new field called Continuous Service Date.
   • Continuous Service Date: Use display calendar to set effectivetransfer date, or date when employee returned to work. This willhelp the HR local department to keep track of both the originaldate in which the employee joined the organization (which is in theEmployee Maintenance page under Hire Date), and the "localhire date", which is the date when employee joined the secondcompany site -or returned to work-, and will be kept under thisfield.
   • Contract Type: Select one of the following:
     • Open Ended - When employee has been hired for an indeterminedperiod of time.
     • Fixed Year - When employee has been hired for a specific periodof time. This will activate a new field to set the ContractExpiration Date. Use display calendar to select date.
   • Hiring Manager: Click on this checkbox to indicate employee isan individual who performs recruiting tasks for the company. It isimportant to keep in mind that all data updates and changes made inIPS are reflected in the Global Data Mart (GDM) the next day. Thismeans that when this checkbox is active, then the field VURV MNGRin GDM will appear flagged as well.
   • Work Location - Work Location is intended to reflect thephysical area where the employee is located in cities where thecompany maintains multiple work sites. This is helpful in locationswhere the company occupies multiple buildings or plants. Forexample, in Juarez, J1 means Juarez Building 1.

     EnterThis	ToReflect This
     CompanyOffice	Employee works at the company office in the city associatedwith the cost center AND only one company location has been established in thecity.
     ClientOffice	The employee works at the client's office.
     AtHome	The employee works from a home office.
     (a customcode)	Theemployee works at one of several offices in acity. Example... J1, J2, J3indicating Plants 1, 2 and 3 in Juarez.

     * Inappropriate values wouldinclude the city or town in which the employee works(Hermosillo,
     Guatemala, Fiji, Manchester, etc).

     
     
   • View Operations Structure: Click on checkbox to view currentFEPS hierarchy where employee is grouped, and make anyLocation/Team changes.
   • Click on the Go toOrganizational and Supervisor Change link to be redirected tothe page where changes in employee record can be made.

     FEPS Structure (Division / SBUID / Location / Team) is assigned bythe system automatically when default cost center is selected inthe Employee Maintenance screen, according the map IPS - Costcenters - FEPS. If fields in FEPS structure do not display anydropdown menu, it means that the cost center is mapped to a uniquecombination. If the combination is wrong or there are missed costcenters, please contact the HRISteam.

     NOTE: In case you cannot see the desiredDivision/SBUID/Location/Team structure, please address this issueto your FEPS contact first. FEPS hierarchy and Pay categoryinformation are values that IPS will automatically feed toFEPS.
     Some countries/companies may not be familiar with these valuessince they do not update FEPS. In case you do not know whether yourcountry/company updates FEPS, or have any additional concern aboutthe Operations structure, please contact IPS.Support.

   • Status: During the hire process, the only valid employee statusis 'Active'. Once employee is hired, the field will have a dropdown menu which offers users the option to change it to:
     • Terminated - In case employee is being let go. This willre-direct user to the Termination screen in the Job Changesmenu..
     • Leave of Absence (LOA) - When employee is allowed to be absentfor a specific period of time. Once this status is selected, IPSwill redirect user to the Job Changes screen, where the LOAinformation must be completed.
     • Standby - When employee, for reasons beyond company control,must be absent for an extended period of time.
     
     Neither LOA or Standby status impacts payroll.
   • Manager Self Service: User must click on this checkbox ifemployee position (job title) is considered of manager-level in theGlobal Manager Self Service System (GMSS). Leave checkbox inactiveif employee position is of operative, or office worker nature.
     IPS data is plugged to the (Global Data Mart) GDM, and then updatedin the Global MSS on a daily basis.

     Therefore, when this checkbox is active, employee will appearflagged as "manager" and consequently be allowed to use the PUPSsystem to perform operations which are restricted to staff ofmanaging-level positions.

     See Also

     Payer ou contester un avertissem*nt taxé ou un procès-verbal suite à un flash radar automatique

     It is also possible to activate this checkbox via Global MSS. Thismeans a MSS user may flag the employee record as "manager", and inthis case MSS data will be plugged to IPS and Manager Self Servicecheckbox will show as active.

   • Shift: Depending on the employee work schedule, user may select"Morning", "Afternoon" or "Night". Default value is"Morning".
     
4. Click on Change to update employee record.

All data contained under this section is FEPS-related, and appearsgrayed out. In order to modify any value in this section, pleaseclick on the Goto Salary Adjustment / Pay Type Change Screen link.

Supervisor Information

It refers to the individual who is responsible for overseeing theemployee work, and it is a mandatory field. Information appearsgrayed-out. Click on the corresponding link to be redirected to theSupervisor Changepage.

Local Business Coordinator

It refers to the individual who is identified as the employee localsupervisor. The Local Business Coordinator works in the same siteas the employee, and holds a higher ranked position. It isimportant to keep in mind that in some cases, employee supervisorand local business coordinator may be the same person. In someother cases, the local business coordinator will not apply, andcould therefore be left blank since this is not a mandatoryfield. Follow these steps to set employee Local BusinessCoordinator:

1. Click on Search button. A new window will popup where user canenter coordinator WIN, or lookup by First/Last Name. Click on Resetbutton to start a new search.
2. Double click on desired record in the Search Results section,and Local Business Coordinator will be added.
3. If necessary, click on the Blank button to delete coordinatorinformation.
4. Click on Change to complete process.

Work Schedule Information

Enter the employee's work schedule, indicate the correspondingvalues for each day in the format: 9:00, 7:00. 8:00, etc.
If employee has a regular schedule, just enter the values in the"Regular" column and check the boxes aside so the same values willbe copied and pasted into every day.

Every employee is assigned to a FEPS structure, and each SBUID,Location or Team has a different configuration in its own WorkSchedule.
These settings are managed under Maintenance / System SettingsMenu. If some employee belongs in a particular FEPS structure wherehis/her work schedule is different than that of the rest of theemployees, then use these fields in order to set the correctpersonal work schedule.

Related Topics

EmployeeMaintenance - Job Changes

Employee Maintenance -General