Understanding the Core HR Administration Portal Home Page & Menu

The Administration Portal Home Page offers various options are used by administrators to monitor company activity as they hold dynamic and useful information regarding both employee & company processes. You can consider the dashboard as your "Traffic Control" center where you can see user & data activity, daily workflows alerts that keep you vigilant on all your company activities.

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The Admin home page offers:

  • Alerts
  • Workflows
  • ACA
  • Events Pending Approval
  • Scheduled Exports
  • Accruals
  • Preferences

Menu

Towards the top-left is the Menu which provides you with quick access to various pages within the system. The items you will see here are determined by the Page Settings within the Administrator Setup.

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Employee

Provides quick access to system areas that apply to a specific employee. Each of the items and subitems found in the Employee Menu corresponds to the items and subitems found inside the Employee's profile.

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System

Provides access to system wide logs and eligibility lists.

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Audit Log

The Audit Log displays a detailed history of changes that have made within the system and by whom. It is a powerful tool for understanding "system-level" activity occurring within the system including but not limited to:

  • Information regarding Scheduled Tasks that occur automatically (i.e. Nightly Alerts, Accrual Processing, etc...)
  • Information regarding employees that are deleted from the system
  • Information regarding Time Clock Hardware Integration
  • Information regarding Multi-factor setting changes

Failed Email Log

Shows a list of emails that failed to send within a specified date range

Employment Screenings Log

Used for customers who still have the Core ATS product (no longer sold). This log displays the status of screening results, as well as a link to view the screening reports through the third-party partner, Aurico's, website.

Eligibility Lists

This takes you to the New Hire Eligibility List or the Termination Eligibility Lists to process New Hires or Terminations. The Eligibility Lists are also accessible via the New Hire or Terminations buttons on the Admin Home Page.

Export Logs

Provides access to the following Logs:

  • Demographic Change Log: Displays all Employee demographic changes that are pending or processed for a specific date.
  • Benefit Change Log: Displays all benefits that are pending or processed for a specific benefit package.
  • Deduction Change Log: Displays all Employee payroll deductions for specific, elected Employee benefits that are pending or processed for a specific date.
  • COBRA Log: Displays all benefits that are pending or processed for a specific benefit package. Additionally, the log displays Employees newly added to the HRIS.
  • Imputed Income Log: Groups Employees affected by Life Insurance Coverage changes and queues those Employees for export from the HRIS.

Reports

Provides access to a variety of reports related to Employee data, Event status, Benefit Management, Employee Groups, and Data Comparison. Reports in this section are different from the Quick Excel Exports found under Data > Exports > Manage.

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Settings

Provides access to the screens used to configure and manage the modules found within the HRIS platform.

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Setup

Provides access to screens for configuring and managing the general setup and configuration of the HRIS.

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Data

Provides access to the screens for Importing and Exporting data from the system. Refer to the Imports and Exports article for more information.

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Employee Search

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You can search for Employees within the HRIS in the following ways:

  • First or last name
  • Partial name with an * at the end - i.e. Anders*
  • Employee ID (1234)
  • Status (Full Time or Part Time, etc.). This will provide a list of the first 200 Employees in that status.

Module Menu

If you have additional modules with Arcoro, you may see a Module Menu allowing them to navigate between the modules they have access to.

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Profile

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Clicking on their Profile picture allows options to:

  • Switch from their Administrator View to their personal Employee Homepage
  • Change their password
  • Upload a Photo
  • Sign out of Core HR

Main Dashboard

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Add New Employee

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Provides quick access for you to begin manually adding a New Employee to Core HR. This is the same functionality as adding a new employee via the Menu > Employee > Utilities > Add New Employee.

Alerts

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Core HR completes data checks on each employee record. Based on the data check, an alert may be posted to the "Alerts" page on the Administration Portal Home Page. You can review alerts daily and take appropriate action to resolve any issues.

Alerts resolved for any given day will not be cleared until the alert cycle, which may vary. The "Last Processed" field should be referenced for any alerts that were processed for the current day.

A "Record Count" link is available next to each alert. Clicking on the Record Count provides a detailed view of which employees were affected by the alert. Alerts can be resolved by clicking the Employee link available on the detail view and taking the appropriate action against the employee record.

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You should review the "Alerts" page on a daily basis to ensure that records are maintained appropriately within the system. You will need to review and correct eligibility rules associated with any event.

The following chart outlines a list of possible Alerts (based on products purchased), the description, and ways to resolve:

Alert

Issue

To Resolve

Employee is Terminated, but Account Not Locked

An alert will generate for employees whose Employee Status is equal to Terminated, but who still have access to the Employee Portal.

Check the "Lock Account" field on the employee demographic screen for the affected employee. Employee > Demographic Info > Account

Account is Locked

An alert will generate for employees whose Employee Status is not equal to terminated but have been locked out of their Employee Portal. An employee can be locked out of their account if they try to log in to their Employee Portal unsuccessfully three consecutive times, or manually locked out of their account by an Admin.

Un-check the "Lock Account" field on the employee demographic screen for the affected employee. Employee > Demographic Info > Account

Employee Eligible for Additional Benefits

An alert will generate for employees who may be missing a benefit record, or records.

Navigate to the employee's benefits screen and click the "Check Eligibility" button. The subsequent screen will display any benefits the employee is eligible for but does not currently have. Processing this benefit will resolve the alert.

Rate Recalculation Required

An alert will generate for employees who may be subject to a Rate Recalculation due to a Birth Date Anniversary. Generates on affected employees' birth date.

Recalculate the employee's premium/cost by processing a midyear change to ensure the old coverage is expired, and a new date range is set to coincide with the new premium cost.

Dependent to Become Overage for Plan

An alert will generate for covered dependents 30 days prior to their birth date when they will become overage for the plan.

Remove the overage dependent from coverage by processing a midyear change to ensure the old coverage (with dependent) is expired, and a new date range is set for the continued plan without overage dependent.

$0 Compensation Record

An alert will generate for employees loaded with no/ $0 compensation records and enrolled in a benefit that requires a compensation record to calculate the cost or benefit amount.

Navigate to the employee's compensation screen and enter an annual compensation value. Employee > Payroll > Compensation

No Longer Eligible for Enrolled Coverage

An alert will generate for employees who are enrolled in a coverage that they are no longer eligible for.

Change the employee's coverage by processing a midyear change to ensure old coverage is expired, and the new coverage coincides with the new effective date range.

Eligible for Coverage Change

An alert will generate for employees who are eligible for a coverage increase or decrease as a result of a compensation change.

Recalculate the employee's benefit by processing a midyear change to ensure the old coverage is expired, and a new date range is set to coincide with the new coverage.

Credits Exceed Employee Cost

An alert will generate for an employee whose benefit credits exceed the overall employee cost of benefits

Review the Employee record and make appropriate corrections.

Invalid Email Address

Alert will generate for employee with an invalid email address.

Access the Employee's demographic page and enter a valid email address.

Workflows

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Workflows displays steps that have been assigned to the Admin for completion via the Workflow Management module.

If you are using Workflows, and Workflows have been setup, an Admin would access this area to see any steps that require their action as part of a Workflow process (i.e. Time Care Approval, Employee Onboarding steps, Employee Offboarding steps, etc)

ACA (Affordable Care Act)

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In order to use this feature, you must have purchased ACA services from Arcoro. Once the ACA Services are set up, this section is used to view Alerts pertaining to ACA, set up Applicable Large Employer (ALE) information, and forecast Full-Time Equivalent (FTE) employee information.

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Alerts

There are currently six alerts that can populate depending on applicability.

Alert

Description

Employee is in the Administrative Period and Coverage Eligible

This alert indicates the employee is eligible for coverage and should be notified. To resolve the alert: click on the alert number, select the employee, and then click Offer Coverage.

Employee is in the Administrative and has been offered coverage, but has not completed the event

This alert indicates coverage has been offered to the employee, but the event has not been completed. To resolve the alert: notify the employee via the system by navigating to Reports > Events > Status Summary. Select the event/employee and you can email the employee a notification direct from the system.

Employee is in the Stability Period, but coverage has not been offered

This alert indicates the employee must have access to coverage and it should be offered. To resolve the alert: click on the alert number, select the employee, and then click Offer Coverage.

Employee is in the Stability Period and has been offered coverage, but has not completed the event

This alert indicates employee coverage has been offered and the employee has not completed the event. To resolve the alert: notify the employee via the system by navigating to Reports > Events > Status Summary. Select the event/employee and you can email the employee direct from the system.

Employee has been offered coverage during the administrative period, but is no longer Full Time Equivalent

This alert indicates coverage was offered to the employee; however, employee is no longer Full Time Equivalent status and offer of coverage may be rescinded

Employee has been offered coverage during the Stability Period, but is no longer Full Time Equivalent

This alert indicates coverage was offered to employee during corresponding Stability Period, but employee is no longer Full Time Equivalent status and offer of coverage may be rescinded.

When an alert is present, a Record Count is displayed showing how many Employees are tied to the specific alert. Clicking on the Record Count allows the Admin to acknowledge an alert.

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Once an alert has been acknowledged, a date will populate in the Date Acknowledged and Acknowledged By columns. Once acknowledged, the alert will move to the bottom of the list and the Record Count number will go down. 

Additionally, once an alert has been resolved, you can manually refresh alerts by navigating to Settings > Affordable Care Act > Utilities > Alerts. Otherwise, the nightly system process with automatically refresh the alerts every night.

ALE Details

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An Applicable Large Employer (ALE) is an employer with 50 or more full-time employees or full-time equivalents on business days during the preceding calendar year.

  • Effective Date: Will default to today's date.
  • Number of full-time employees: The number of employees with a Hire Date that is on or prior to the Effective Date and have an Employee Status of Full Time.
  • Number of hours worked per week by part-time employees: Using the Effective Date and looking back one full year, the system will calculate the number of hours worked per week using Time Clock and Timesheet Data for employees with an Employee Status of Part Time.
  • Number of full-time equivalent employees: The system uses the calculated number of hours worked by part time employees, divides by 30, and adds this to the number of full-time employees.
    • Based on the number of full-time equivalent employees, the system will indicate which forms must be reported to the IRS.

FTE Forecast

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Full-Time Equivalent (FTE) is the number of working hours that represents one full-time employee during an established time period, such as one year or one month.

To Generate the Forecast:

  1. Select how many months to look back on ( from 3 to 12 months).
  2. Select the number of hours in the "Hour Threshold" drop-down menu
  3. Click Generate.

This will evaluate employees Full Time Equivalency based on the Weekly Hours of Service.

If you wish to calculate the number of hours monthly, select the Use Monthly Hours of Service checkbox. By checking the box, the FTE Forecast will evaluate employees Full Time Equivalency by Monthly Hours.

This FTE Forecast will help you to track part time employees and determine which part time employees are approaching or close to Full Time Equivalent.

Events Pending Approval

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The Events Pending Approval page will show any employees that have completed an event from the Employee Portal and are now pending approval from an Administrator. You also has the option to download a Summary Report or Summary Report for EOI from this page.

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Scheduled Exports

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The Scheduled Exports page displays data exports that are scheduled to be executed within the next seven days.

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The Export Communications tab displays quick & helpful information to troubleshoot export issues. These tips are common troubleshooting items that can help you fine-tune your export to get the results you need.

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The Export Alerts tab displays alerts that have been automatically generated by the system. This page can be helpful as a "heads-up" to activities that might require your attention down the road.

The export alert list will show:

  • Export Name - Name of the export
  • Export Field - The field in the export that is prompting the alert.
  • Alert Type
  • Description - A brief description of the reason for the alert.

A good example would be creating or modifying a department. This action will require you to look at any integration files that use this department to ensure data passes successfully after creating or modifying these codes.

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Accruals

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Accruals works with the Time Off Tracking portion of the Time and Labor Management product. Accruals allows you to view recently Processed Accruals, Unprocessed Accruals, or Both.

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If an Accrual was not processed, check the box next to the Accrual you want to process, select an Accrual Date, and click the Process button. Accrual Transactions for the selected Accrual Rules will be generated from the Accrual Date through the current date. 

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If the Accruals have been processed, a check mark will appear in the Processed column

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Preferences

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Preferences allows you to set your language preference and your timeout period.

Language Preferences: English or Spanish

Timeout period is in minutes, with a maximum of 500 minutes.

*Changes made to the timeout period will not take effect until you log out and then log back in.

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Upcoming Birthdays

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Employees with upcoming birthdays in the next 7 days will be displayed in this area.

Upcoming Anniversaries

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Employees with upcoming work anniversaries in the next 7 days will be displayed in this area.

New Hires (New Hire Eligibility List)

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The New Hires option works with the Benefits Management module and allows Admins to:

  • Generate user accounts, email employees their account verification and enrollment window information when processed.
  • Process Benefits for selected Employees
  • Remove Selected Employees

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*Note - if you have the 'Automatically process employees as New Hires when added to the system' selected within Setup > Setup Properties > General Settings, they will bypass the New Hire Eligibility List and automatically be processed based on the selections they have chosen.

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To Generate a user's account, trigger their account verification email and enrollment window:

  1. Check the 'Generate user accounts' check box
  2. Select which Employees you would like to process
  3. Hit Process

*Note the message that will appear if you do not have a Benefits package built

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To Remove an Employee:

  1. Select the Employee you would like to remove
  2. From the Actions menu, choose Remove Selected Employee
  3. Hit Process

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Terminations (Termination Eligibility List)

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Any employees that are in the Termination Eligibility List will be displayed and provide the you an opportunity to:

  • Process Selected Employees
  • Remove Selected Employees from List

*Note - if you have the 'Automatically process employees as Terminations when a Termination Date is set on the employee record' selected within Setup > Setup Properties > General Settings, they will bypass this Termination Eligibility List and automatically be terminated.

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To terminate an employee:

  1. Click the checkbox to the right of the employee entry
  2. Enter a Termination Reason (optional)
  3. Click Process Selected Employees

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*Note - While you can terminate an employee from the Termination Eligibility List, our best practice for terming Employees is to do so through the Benefits menu, even if they do not have Benefits Management with us. Terminating through Benefits > Benefits automatically updates all Status (Employee, Benefit, and ACA if applicable), as well as allows the Term Date, Reason for Termination, and ability to lock the Employee's account, all in one place.

You can also remove someone from the Termination Eligibility List by selecting 'Remove Selected Employee from List' in the Action dropdown if they should not be terminated:

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Resource Center

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The Resource Center provides online help articles and videos to assist in understanding the functionality and processes within Core HR.

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Visit Support Center

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Visiting the Support Center provides another library of resource articles, training content, release note information and where Support requests can be made to our Customer Support team through ZenDesk.

Notes for Follow up

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This section will display any Notes that are entered against an employee record that is marked for follow-up. This will help the Admin stay on top of important employee events that require their attention at any given point.

Notes are added on an employee's record under Employee > Notes

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