9.2 Adding a New Employee and a Job Instance w/Volunteer

Purpose: Use this document as a reference for how to add a person/employee and a job instance in ctcLink.

Audience: Human Resources Specialist.

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

IMPORTANT: Before you begin this process, be sure to perform the Search Match process to verify if the person has an existing Employee ID.

Refer to the QRG titled Run a Search Match.

Add a New Employee and Job Instance with Volunteer

Add a Person

Navigation:   Menu > Workforce Administration > Personal Information > Add a Person

  1. The Add a Person page displays.  
  2. The Person ID value will default to NEW; leave as is if the person does not have an existing Empl ID based on your Search/Match results.
  3. Select the Add Person button.

Biographical Details

  1. The Modify a Person page displays.
  2. From the Biographical Details tab, the Effective Date will default to Today's Date, change if applicable. (This is the date the person will now exist in ctcLink, there is no Job or Institute assigned to the person here.)
  3. Select the Format Type drop-down menu and select English.
  4. Select the Add Name button.
  5. The Name pagelet displays.
  6. Enter the First Name.
  7. Enter the Last Name.
  8. Select the Refresh Name button.
  9. Select the OK button.
  10. The Biographical Details tab displays.
  11. From the Biographic Information section, select the Date of Birth field, and enter the appropriate information.  
  12. *Note: Leave the Birth State and Birth Location fields blank.  Birth Country auto-populates to USA.
  13. From the National ID section, enter the social security number into the National ID field.
  14. Review the Biographical Details tab for accuracy.

Contact Information

  1. Select the Contact Information tab.
  2. Select the Add Address Detail link.  
  3. The Address History page displays.
  4. Select the Add Address link.
  5. The Edit Address page displays.
  6. Enter the Street Address on Address Line  1 (if there is a P.O. Box you can enter it on Address Line 2).
  7. Enter the City.
  8. Select a State from the lookup icon.
  9. Enter the Postal (Zip) Code.
  10. Enter the County (optional).
  11. Select the OK button.
  12. Warning: If the system does not recognize the address it will list potential alternatives. Select the Override Address Verification box to bypass.
  13. The Address History page displays.
  14. This time the address you entered will display on the page.
  15. Select the OK button.
  16. The Contact Information tab displays.
  17. In the Phone Information enter the details regarding the phone contact.
  18. Select the Phone Type from the drop-down menu.
  19. Enter the Telephone Number.  
  20. Enter an Extension (Optional).
  21. Select the Preferred check box.
  22. In the Email Addresses section, enter the details regarding the email account.
  23. Select the Email Type from the drop-down menu.
  24. Enter the Email Address.  
  25. Select the Preferred check box.

IMPORTANT: In order for new employees to receive email notifications through ctcLink (a vital part of the absence management process etc.), their Primary Email Address needs to be set up in the User Profile area of PeopleSoft.  You will not have access to this area.

  • However, you must add this Primary email address in the biographical area in addition to any other email addresses you may include. It does not need to be checked as Preferred, but should be entered as Campus. Contact your Local Security Administrators at your college for this address.  
  • This is important as the Primary email address (e.g. [email protected]) drives Workflow and is located in the User Profile (security) area.
  • Local Security Administrators may or may not have the ability to update the User Profile in PeopleSoft, however they will be able to tell you what the Primary email address will be.  
  • Since the User Profile is automatically generated each night and is updated based on who was hired earlier that day,  best practice is to add the employee record in HCM on the same day as the Primary email address is entered in the User Profile area.
  • If it is not entered on the same day, and your Local Security Administrator does not have access to this area, they will have to log a Service Ticket and Olympia ERP staff will update the User Profile.  If they do have access, they can update the User Profile for you after the fact.
  • To efficiently set up the primary email address both in the User Profile and in the Biographical areas, your college should develop, and communicate, an internal business process that will ensure that this setup is not missed when you onboard an employee.        
  1. Review the Contact Information tab for accuracy.

Regional

  1. Select the Regional tab.
  2. Select an Ethnic Group from the lookup icon.
  3. Select the Primary checkbox.
  4. Use the fields in the History section to track your I-9 information.
  5. In the Veterans section: select a Military Status from the drop-down menu.
  6. If you select a discharge related option, the system will require the Military Discharge Date.
  7. The Smoker History section is optional. The fields do not feed into any other tables.

Organizational Relationships

  1. Select the Organizational Relationships tab.
  2. Select the Employee option. Note: Employee is the proper option to select for Volunteers.
  3. Select the Select Checklist Code list; select HIRE.
  4. Select Add Relationship.
  5. An External Search Match Results pagelet displays.
  6. Listed are the Integrated Search Results to verify that the person being added does not already exist in the system.
  7. Select the Return button.
External Search March Results
  1. A warning message displays asking if you are sure you want to continue.
  2. Select the OK button.
  3. The Job Data page displays for use in the next section: Adding a Job Instance.
  4. The process to add a person is now complete.
Add a Job Instance

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD HR Central Config VW
  • ZD HR Admin View Job Data
  • ZD Benefits Employee Data Inq
  • ZD HR Employee Maintenance VW
  • ZD HR Limited Person Job Info
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator
  • ZZ FWL HCM Pay Process

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

IMPORTANT:  If employee information has been entered and saved before adding job data, you may search using the Add Employment Instance Page. 

Navigation:  Workforce Administration > Personal Information > Organizational Relationships > New Employment Instance

Navigation: Menu > Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.
  2. Enter the applicable search criteria.
  3. Select the Search button.

Work Location

  1. The Job Data page displays.
  2. In the Work Location tab, Select New Hire from the Reason drop-down menu.
  3. Note: Select New Hire in the Reason field for Volunteers.
  4. Alternately, if this person is a Re-hire versus a first time hire, you should select this from the Action field drop-down menu.
  5. Enter or select the desired position by selecting the Position Number lookup icon, if applicable.
  6. Select or enter the Establishment ID, if applicable.
work location tab

Job Information

  1. Select the Job Information tab.
  2. Select Volunteer/Intern in the Job Code field. (If you are updating an existing Volunteer select the Action, “Change of Pay System”.  This will allow you to make changes to the Payroll System and Absence System.)  
  3. Select the Supervisor ID lookup icon to select the supervisor for the new hire.
  4. Select the Empl Class drop-down menu and select the appropriate classification for the new hire.  Note: Select “Volunteer” for volunteer jobs.
Job Information tab

Job Labor

  1. Select the Job Labor tab.  
  2. Enter the Union Code on the Job Labor page, if applicable.  
  3. NOTE: The Union Code will auto populate from the Job Code Table.

Payroll

  1. Select the Payroll tab.
  2. The Payroll System field defaults to Payroll for North America.
  3. IMPORTANT:  For Volunteer/Person of Interest (POI) type employees, you MUST select the Payroll System of Other from the drop-down selection.  This will cause the pay group field to be blank and prevent the employee pay data from pushing to Payroll.
  4. Select the Pay Group lookup icon and select the pay group for the position, if applicable.
  5. Note: Select V## for Volunteer.

Salary Plan

  1. Select the Salary Plan tab.  
  2. Note: The Salary Admin Plan and Grade should display XXX for Volunteer positions.
  3. Enter the Salary Step.
  4. NOTE:  For those that are to receive automatic step pay increases, you must enter the Salary Admin Plan, Grade and Step.
Salary Plan tab

Compensation

  1. Select the Compensation tab. Use the Compensation page to specify the compensation rate for the employee.
  2. Select the Default Pay Components button to execute rate code defaults.  Rate code defaults specify previously defined values.  
  3. Note: Volunteers will default to 0.00.

OR:

  1. In the Rate Code field, select the NAANNL Comp Rate Code from the look up icon (Use the HRLY Comp Rate Code for Hourly Employees).
  2. Enter the Comp Rate amount in the Comp Rate field.
  3. Select the Calculate Compensation button to calculate the employee’s compensation.  
  4. Note: Volunteers would have a “0.00" compensation rate.
Compensation tab

CTC Job Data

  1. Select the CTC Job Data tab.
  2. Enter the Leave Accrual Date.
  3. Enter DRS Calendar. (This is dependent on Employee Type. Refer to the DRS website for applicable calendar options).
    • Contract Begin Date and Contract End Date Fields will also be dependent upon this information. See QRG, Using DRS Calendars: Import DRS Calendar Questions on Hire or Program Change.
  4. Select the Faculty Status (Optional).
CTC Job Data tab

CTC Earnings Distribution

  1. Select the CTC Earnings Distribution tab.
  2. Enter the appropriate Earnings Code.  
  3. Note: Earnings code is “VOL” for Volunteers.
  4. Select the Edit Chartfields link, to select a Combination Code .
  5. Enter the Percent of Distribution assigned to the selected Combination Code.
  6. Select the Apply button.

Warning: If you are assigning multiple Earnings Codes and/or Combination Codes the system will require you indicate which is the primary record.

CTC Earnings Distribution

Verify Data

  1. Select the Employment Data link at the bottom of the page.  
  2. Note: Business Title should be “VOLUNTEER/INTERN” for Volunteers.
  3. Verify the defaulted values.
  4. Select the Time Reporter Data link.
  5. The Time and Labor Data pagelet displays.
  6. Enter the Effective Date.
  7. Select the Time Reporter Type (Elapsed or Punch).
  8. Enter the Elapsed OR Punch Time Template (should coincide with the Time Reporter Type you selected).
  9. Select the appropriate Workgroup from the menu options.  Note: Select “###VOLUNTR” Workgroup for Volunteers.
  10. Select the appropriate Taskgroup from the menu options.
  11. Select the OK button.
Time and Labor Data pagelet

BE ADVISED:  The data included in the Organizational Instance and Organizational Assignment Data sections of the Employment Information page will auto-populate once the entire Job Data record is saved.

For instructions on how to update this information see QRG for Updating Employment Data.

  1. The Employment Information page displays.

NOTE: If you have the security access to add a Benefit Program, you will see the Benefits Program Participation link at the bottom of the Job Data page.

The Benefits Program should be set up during the Add a New Employee and Job Instance process. If you don’t have security access for this action, the Benefits Specialist should be notified to take this action.

Your college should determine a repeatable business process to ensure that this part of the new employee setup is not missed.

  1. Select the Benefits Program Participation link (Lower right hand side of screen), if applicable.

Benefits Program Participation

  1. The Benefit Program Participation page displays.
  2. Enter your college code in the Benefit Record Number field.
  3. Select the Benefit Program lookup icon.
  4. Select the desired benefit program.
  5. Select the Apply button.

NOTE: To enroll new employees in benefits such as Saving and Spending Account Plans, Supplemental Life and AD&D, see the individual QRGs that specifically address these processes.

  1. Select the Job Data link to return to the Job Data page.
  2. The process to Add a Job Instance with a Volunteer is now complete.
Set Up Employee for DRS Reporting

You must have at least one of these local college managed security roles:

  • ZC Benefits Enrollments
  • ZD Benefits Enrollment Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  Menu > Benefits > CTC Customs > Retirement Fields

  1. The Retirement Fields search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.
  4. Enter the Effective Date.
  5. Enter the DRS Option (or select from drop-down menu).
  6. Select the DRS Option Date.
  7. Enter Ret Deduction Indicator (or select from drop-down menu).
  8. Choose Retirement Plan Effective Date.  *NOTE:  Current Retirement Plan will populate automatically.
  9. Select the Save button.

End of procedures.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Adding a New Employee and a Job Instance w/Volunteer. This link will open in a new tab/window.

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