9.2 Hiring a New Employee

Purpose:  Use this document for entering a new hire into the system.

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

ZD HCM SOGI - View SOGI role is required for users to view Pronouns and SOGI on the Personal Data page.
Access to Add/Update Personal Data Biographical fields are given though the other roles listed above.

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 Run a Search Match QRG.

Hiring a New Employee

Add a New Employee (adding Bio Demo information)

Navigation:  NavBar > Navigator > 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. If the person does have an existing EMPL ID found in the Search Match results, follow steps for adding a job instance.
  4. Select Add Person.
Add a Person start page
  1. The Modify a Person page displays.
  2. On 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, or if there is a Job or Institute assigned to the person here).
  3. Select the Format Type from the drop-down menu and select English.
  4. Select the Add Name button.
Biographical Details Name section
  1. The Name pagelet displays.
  2. Select the First Name field and enter appropriate values.
  3. Enter appropriate value in the Last Name field.
  4. Select the Refresh Name button.
  5. Select OK.
Name pagelet
  1. The Biographical Details tab displays with name.
  2. In the Biographic Information section, select the Date of Birth field and enter the appropriate information.  
  3. NOTE:  Leave the Birth State and Birth Location fields blank.  
  4. Birth Country auto populates to USA.
  5. Apply Data Protection check box is where the the redaction indicator is applied. >>> For use, see Alert and Warning messages below!

The use of the Apply Data Protection check-box indicates that the college should inquire further before releasing the employee’s personally identifying information outside of the college.

Use this link to refer to the document APPLY EMPLOYEE DATA PROTECTION for more information regarding the application of the indicator.

All applicable ctcLink queries that include the employee’s name, at a minimum, will include a flag to indicate that the Apply Data Protection check-box has been selected.

The Redaction Indicator should be used only under the following conditions:

  • Employee has provided a sworn statement in accordance with RCW 42.56.250.
  • Employee has provided proof of participation in the Secretary of State’s Address Confidentiality Program (ACP) in accordance with RCW 42.56.250.
  • Employee has otherwise been identified by the agency as being at risk due to stalking, harassment, or domestic violence.
  • Employee is an undercover law enforcement officer.
  • Employee is in a position that falls under Sensitive Security Information as defined in 49 C.F.R. 1520 (Washington State Department of Transportation Marine Division).

Employees who have been identified by the college as being at risk due to stalking, harassment, or domestic violence (third bullet above) should provide their college’s HR Office appropriate documentation prior to receiving designation. The college is responsible for ensuring each instance where it uses the indicator is supported by sufficient documentation.

Please Note: The Apply Data Protection indicator is an indicator only and will not automatically redact records. The selection of the Apply Data Protection indicator does not mean an employee’s information is categorically exempt under the Public Records Act.

It is the college’s responsibility to redact data from reports as necessary and as permitted by law. Use of the Apply Data Protection indicator indicates only that the college should inquire further before releasing identifying information about an employee. Each college will need to determine on a case by case basis what information, if any, may be released, depending on the type of data request and the employee’s particular circumstances.

Biographic Information section with Apply Data Protection checkbox highlighted.
  1. In the Biographical History, Gender and Orientation Details subsection, change the default value of the Legal Sex field from the default Unknown to the employee's Legal Sex.
    (To review Legal Definition of Sex, select the ? icon to view a pop up window).
    NOTE: If a user has the ZD HCM SOGI role and one of the other Add/Update roles listed at the top of the QRG, they may see a different layout on this page which displays the Pronoun and SOGI fields.
Biographical History section, Gender and Orientation Details subsection Legal Sex field.

NOTE: If a user has the ZD HCM SOGI role and one of roles listed at the top of the QRG to Add/Update, then they will see a different layout on this page which displays the Pronoun and SOGI fields, as seen below.

  1. In the National ID section, select Social Security Number for the the National ID Type.
  2. Enter the Social Security number into the National ID field.  
National ID section
  1. Select the Contact Information tab.
  2. In the Current Addresses section, select the Add Address Detail link.  
Contact Information tab current addresses
  1. The Address History page displays.
  2. Select the Add Address link.
Add Adress link
  1. The Edit Address page displays.
  2. Enter the Street Address on Address Line 1 (if there is a PO Box, you can enter it on Address Line 2).
  3. Enter the City.
  4. Enter the State.
  5. Enter the Postal (Zip) code.
  6. The County should auto-populate based on your address.
  7. If the system does not recognize the address it will list potential alternatives.  Select the Override Address Verification box to bypass.
  8. Select the OK button.
Edit Address page
  1. The Address History page displays with updated information.
  2. Select the OK button.
Address History updated
  1. The Contact Information tab displays.
  2. Complete the Phone Information section:
    1. Select the Phone Type from the drop-down menu.
    2. Enter the Telephone number.
    3. Enter an Extension (optional).
    4. Select the Preferred check box.
Phone Information section
  1. In the Email Address section, enter the details regarding the email account.
    1. Select the Email Type from the drop-down menu.
    2. Enter the Email Address.
    3. Select the Preferred check box.
Email addresses section
  • 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 the State Board (SBCTC) ERP Support staff will update the User Profile. If they do have access, they an 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 on-board an employee.
  1. Select the Regional tab.
  2. The Regional page displays.
  3. Select an Ethnic Group from the lookup icon.
  4. Select the Primary checkbox.
  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 option selected in the Smoker History gets displayed on the Additional Information page in Employee Self Service (ESS > Personal Details > Additional Information).
Regional
  1. Select the Organizational Relationships tab.
  2. The Organizational Relationships page displays.
  3. Select the Employee checkbox.
  4. Select Hire from the Select Checklist Code drop-down menu (Optional).
  5. Select the Add Relationship button.
Organizational Relationships tab
  1. The Job Data page displays.  
  2. On the Work Location tab, in the Work Location Details section, notice the Hire is populated in the Action field.
  3. Select OK.
work location tab

You have successfully Added a New Employee to Biographical Details.

IMPORTANT:  If employee information has been entered and saved before adding job data, you may search using the Add Employment Instance page.  (Navigation:  NavBar > Navigator > Workforce Administration > Personal Information > Organizational Relationships > New Employment Instance).

Adding a Job Instance (creating job data)

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.

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.
  2. Enter applicable Search Criteria.
  3. Select the Search button.
  4. The Job Data page displays.
  5. In the Work Location tab, the Effective Date will default to today's date, change if needed.
  6. Effective Sequence - set to 1.
  7. Select Add Person of Interest from the Action drop-down menu.
  8. Select Reason code from drop-down menu.
  9. Enter Not Applicable under Job Indicator look icon.
  10. Select or enter the Establishment ID.
Work Location tab
  1. Select the Job Information tab.
  2. The Job Information page displays.
  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 person of interest.
Job Information tab
  1. Select the Payroll tab.
  2. The Payroll tab displays.
  3. Change the default of Payroll for North America to Other for Payroll system.

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 data from pushing to Payroll.

Payroll tab
  1. Select the Salary Plan tab.
  2. The Salary Plan page displays.
  3. The Salary Admin Plan defaults to PE.
  4. The (Salary) Grade defaults to V.
  5. Select the OK button.
  6. The Work Location tab displays.
Salary Plan tab
  1. Select the CTC Job Data tab.  
  2. The CTC Job Data page displays.
  3. Leave Accrual Date defaults to today's date.  Change if necessary.
  4. Enter valid values for pertinent information in the Job Information section.
  5. Select the CTC Earnings Distribution tab.
CTC Job Data tab
  1. The CTC Earnings Distribution page displays.
  2. Enter the appropriate Earnings Code.
  3. Select the Edit Chartfields link to select a Combination Code.
  4. Enter the Percent of Distribution assigned to the selected Combination Code.
    • Warning: If you are assigning multiple Earnings Codes and/or Combination Codes, the system will require you to indicate which is the primary record.
  5. Select the Employment Data link at the bottom of the screen.  
CTC Earnings Distribution tab
  1. The Employment Information page displays.
  2. Verify the defaulted values.
  3. Select the Benefits Program Participation link at the bottom of the screen.

 

Employment Information tab
  1. The Benefits Program Participation page displays.
  2. Select the desired benefit program.
  3. Select OK.
Benefit Program Participation tab
  1. You have successfully Added a Job Instance.
Assigning Work Schedules

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

  • ZC Admin Enroll Time Reporters
  • ZD TL Admin View Enrollment
  • ZZ HCM Manager

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

Navigation:  NavBar > Navigator > Time and Labor > Enroll Time Reporters > Assign Work Schedule

  1. The Assign Work Schedule search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.  
  4. The Search Results display.
  5. Select the Empl ID link from the Search Results.
Find an Existing Value tab, search criteria
  1. The Assign Work Schedule page displays.
  2. Select the Show Schedule ink to view current schedule for the employee.
Primary and Alternate Schedule tabs
  1. The Schedule Calendar pagelet displays.
  2. View the employee’s schedule.
  3. Select the OK button when finished.
Schedule Calendar page
  1. The Assign Work Schedule page displays.
  2. To change the schedule, select the Add a Row (+) button to add an additional row.
  3. Enter the Effective Date.  NOTE:  Effective dates should be the FIRST WORK DAY of the week.
  4. Select the Assignment Method.
Primary and Alternate tabs
  1. The process to review and assign a work schedule is now complete.
  2. You have successfully Assigned a Work Schedule.
  3. End of procedure to Hire a New Employee.

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