How to Add Employees to Core HR

There are two main ways to add New Employees to the Core HR module - manually or via import. This document will address both ways and cover the information in the Employee screens.

Manually

To add an employee manually, you can Navigate to the Menu > Employee > Utilities > Add New Employee, OR from the Administration Portal Home Page, simply click 'Add New Employee'.

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OR

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Demographics

Either option will take you to the Employee > Demographic Info section, which prompts you to fill out the Employee Demographics: Personal, Employee, EEOC/Additional Info, User Defined, Cost Centers, & Account. The fields seen in these Demographic tabs will vary based on the information the client is collecting and storing on their Employees, and thus has built-in their Core HR module.

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NOTE: Everything that is required in these sections is highlighted in red. However, it is encouraged to fill out as much information as possible. You can navigate through each tab, without having to save the information, but must hit 'Save' when you are finished in order to create the Employee Record/Account. Reference the Required Fields article to understand more about how to add/edit required fields.

IMPORTANT: The final tab labeled "Account" allows you to create a username when the record is saved. Creating a username on the Employee's Record creates the Employee Account, which triggers a verification email to the user and allows them access to Core HR.

Compensation

Once the information in the Demographic section has been saved, the system will progress to the Compensation tab. From the Actions drop-down menu, click Create Compensation Rate Record.

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  • Start Date: Required and indicates when this compensation record is effective
  • Stop Date: Indicates when this compensation record should be marked inactive. If no end date is present, it is assumed it is the active compensation for this employee.
  • Rate Code: Configured within the Field Value Setup. Reference the Field Value Setup article for more information.
  • Employer Code: Used to tie the Employee's Compensation to the appropriate Employer with a company. Employers are set up under Setup > Setup Properties > General > Employers
  • Notes: A place to add notes on the Employee's Compensation record.
  • Salary:
    • Per Pay Amount - Reflects the compensation the Employee receives per pay period. The Per Pay Amount will be converted to an Annual Amount by referencing the Pay Schedule Year that correlates with the year of the Start Date entered above. If a Pay Schedule does not exist for the corresponding year, then the Annual Amount will be equal to the Per Pay Amount entered into this field.
    • Annual Hours Worked - Defaults to 2080 hours (8 hours/day x 260 days/year). Can be adjusted as needed.
    • Overtime Rate - Reflects the compensation rate this Employee would receive for Overtime
    • Other Rate - Place holder for any other compensation Rates that may need taken into consideration.
  • Hourly:
    • Hourly Rate - Reflects the hourly compensation rate for this Employee
    • Annual Hours Worked - Defaults to 2080 hours (8 hours/day x 260 days/year). Can be adjusted as needed.
  • Auto Pay: Indicates if Standard Automatic Pay should apply. Standard Automatic Pay means an employee is paid a flat amount every paycheck.
  • Auto Pay Hours: The number of hours applied to Standard Automatic Pay. Auto Pay Hours should be used if changes to hours seldom occur for an hourly employee. This, in combination with rate, syncs how many hours the payroll will automatically add to the check if Auto Pay is active for that record.

Taxes - Federal and State

Once the information in the Compensation section has been completed, proceed to the Taxes tab to complete any Federal or State Tax information.

From the Actions drop-down menu, click Create Federal Tax Record.

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  • Year:  Select the appropriate Federal Tax Year
  • Start Date:  Required field.  Indicates when this Federal Tax Record is effective
  • End Date:  Indicates when this Federal Tax Record should be marked inactive.  If an end date is not present, it is assumed this is the active Federal Tax Record.
  • Override Amount:  This an optional federal override amount that overrides the withholding amount.
  • Override Percent:  This is an optional federal percentage that overrides the percentage withheld.
  • Form W-4 Information:  This information should match what was provided by the Employee when completing their Federal W-4, or updates made by the Employee to their Federal Tax information.

After adding a Federal Tax Record, manually move to State Tax. From the Actions drop-down menu, click Create State Tax Record

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* Note - In order to enter State Tax Information, the State Tax settings must first be setup under Setup > Setup Properties > Employee Portal Setup > Employee Portal > Quick Links > Configure State Tax Info

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Direct Deposit

After completing the Tax information, manually move to Direct Deposit.

From the Actions drop-down menu, click Create Direct Deposit Record

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  • Account Type:  Checking or Savings Account
  • Bank Name:  Name of Bank
  • Routing Number:  The routing number entered will be validated to ensure it is a valid banking routing number. The routing number must be 9 digits.
  • Account Number:  Checking or Savings Account Number
  • Deposit Type:  Should the Direct Deposit be a Percent of total pay, a Flat Amount, or the Full Amount
  • Amount:  If Percent or Flat Amount is chosen as the Deposit Type, the percent or flat amount must be entered.
  • Start Date:  Indicates when the Direct Deposit record is effective
  • End Date:  Indicates when this Direct Deposit record should be marked inactive.  If an End Date is not present, it is assumed it is the active record.
  • Priority:  The priority field is a numeric value that indicates the order in which the direct deposits should be processed if multiple Direct Deposit records have been created.   Priority starts with the value 1.
  • Earning Deduction Code:  Typically, only used if the client has Payroll and would be required for Direct Deposit records to sync.
  • Override Pre-Note:  Allows you to override the company-level setting for Pre-notes in Payroll. All new direct deposit records will default to Override Pre-Note: Yes. This will tell the sync to populate the Pre-note date field in Payroll for the Direct Deposit record with a date equal to the Start Date -30 days. This will ensure that the record passes the necessary pre-note requirements, and the Employee will receive a direct deposit.
    • By selecting Override Pre-Note: No, this tells the sync that the Pre-note SHOULD occur. If Payroll, previously had a date populated in the Pre-note date field on the Direct Deposit record, the sync would delete that value. The EE would then receive a live check.

Positions

After adding the Direct Deposit Record, manually move to the Positions tab.

From the Actions drop-down menu, click Create Position Record

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The Positions tab allows you to assign a Position record to the selected Employee.

  • Position:  The values displayed in the dropdown field are configured in Settings > Performance Management > Positions
  • Effective Date:  The Effective Date the Employee should be considered in this Position
  • Notes:  Used to add notes related to this Employee's Position record.

Review

After adding the Position Record, manually move to the Review tab.

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Importing Employees

When multiple Employee Records or Accounts need to be created in Core HR, it may be more efficient to Import the Employee information vs. manually creating them.

Several Import Type templates exist to import information to the Employee Record. Below is a list of Import Types that are common to begin with. Each client may want different information housed on their Employee Records, so additional Import Types may be needed. Additionally, some Custom Imports may be necessary to Import Employee Record information, such as Veteran Tab Information. See the Imports article for more information on how to create Custom Imports.

Import Type:

Imports information to:

Account Info

Employee > Employee >Demographic: Account Tab

**IMPORTANT - this Import Type will create the Username for the Employee and provide them access to Core HR.  This Import Type is also used when the client has multiple Arcoro modules to sync the Employee Accounts together (using the Arcoro ID).  This is typically used at the very end of Implementation to create the Employee Accounts and usernames when they should have access to the module.

Compensation Rates

Employee > Payroll > Compensation

Cost Center Employee Assignment

Employee > Employee > Demographic: Cost Centers Tab

Direct Deposit

Employee > Payroll > Direct Deposit

Employee

Employee > Employee > Demographic: Personal, Employee, EEOC/Additional Info, User Defined Tabs

Employee Federal Taxes

Employee > Payroll > Taxes

Employee Positions

Employee > Performance > Positions

*Note - Positions need to be imported first in order to import Employee Positions

Employee State Taxes

Employee > Payroll > Taxes

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