Add a New Employee and Job Instance for a Volunteer (for volunteers that submit time for Volunteer L&I )

Purpose:  Use this document to add a new employee and job instance for a volunteer that will submit time for Volunteer L&I ER in ctcLink.

Audience:  Workforce Administrators/HR Staff.

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.

Add a New Employee and Job Instance for a Volunteer

Add a Person

Navigation:  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.
  3. Select the Add Person button.
Biographical Details
  1. The Add a Person page displays.
  2. 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 data 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. On this page enter First and Last Name
  6. Select the Refresh Name button. Next, select the OK button.
  7. The Biographical Details tab displays.
  8. From the Biographic Information section, select the Date of Birth field, and enter the appropriate information.

Because these volunteer hours will be processed through Time & Labor/Payroll, users will require system access to enter time worked.

Please complete biographical detail and contact information tabs of Add/Modify Person screen as you would for any other regular employee. This includes adding social security number, birth date (to avoid creation of duplicate employee ID’s in the system), business/college email address.

  1. From the National ID section, enter the social security number into the National ID field.
Contact Information
  1. Select the Contact Information tab.
  2. The Contact Information page displays. Select the Add Address Detail link.
  3. The Address History page displays. Select the Add Address link.
  4. The Edit Address pagelet displays.
  5. Enter the Street Address on Address Line 1 (if there is a P.O. Box you can enter it on Address Line 2).
  6. Enter the City. Select a State from the lookup icon.
  7. Enter the Postal (Zip) Code. Enter the County (optional).
  8. Select the OK button.
  9. The Address History page displays. This time the address you entered will display on the page.
  10. Select the OK button.
  1. The Contact Information tab displays.
  2. In the Phone Information enter the details regarding the phone contact.
    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.
  1. In the Email Addresses 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.
Regional
  1. Select the Regional tab.
  2. The Regional page displays. Select an Ethnic Group from the lookup icon.
  3. Select the Primary checkbox.
  4. In the Veterans section: select a Military Status from the drop-down menu.
  5. If you select a discharge related option, the system will require the Military Discharge Date.
  6. The Smoker History section is optional. The fields do not feed into any other tables.
Organizational Relationships
  1. Select the Organizational Relationships tab.
  2. The Organizational Relationships page displays.
  3. Select the Employee option.  Note: For this particular process need, Employee is the option to select for Volunteers.
  4. Select the Select Checklist Code list; select HIRE.
  5. Select the Add Relationship button.
  6. An External Search Match Results pagelet displays.
  7. Listed are the Integrated Search Results to verify that the person being added does not already exist in the system.
  8. Select the Return button.
  9. A warning message displays asking if you are sure you want to continue. Select the OK button.
  10. The Job Data page displays for use in the next section: Adding a Job Instance.
  11. On the Work Location tab enter Company, Department, Location.
  12. Select the Job Information tab.
  13. The Job Information page displays.
  14. Select the Job Code (Description Volunteer).
  15. Select the Empl Class drop-down menu and select the appropriate classification (Volunteer).
Payroll
  1. Select the Payroll ab.
  2. Payroll tab within job data screen must show volunteers enrolled in “Payroll for North America” and Absence System “Other” as shown in the following example.
  3. College Volunteer Pay group “Vxx”
  4. Tax Location code: WAST00

Note: FirstLink Colleges with already active volunteers in ctcLink will need to terminate current volunteer records and rehire them by adding additional job instance. This step is crucial, as volunteers must show Payroll for North America as the payroll system under Payroll Tab in Job Data. (Making edits to this screen through correct history does not allow users to override this field.)

Salary Plan (if applicable)
  1. If applicable (optional): Select the Salary Plan tab (this is a setup value and a college will need this setup to use it in these screens).
  2. The Salary Plan page displays.
  3. The Salary Admin Plan defaults to PE.
  4. The (Salary) Grade defaults to V.
CTC Earnings Distribution
  1. Select the CTC Earnings Distribution tab.
  2. Earnings code: VOL.
  3. Chartfield configuration assigned to this pay group must reflect account code of 5010050 (Labor and Industries) as shown in example below:
Benefit Program Participation
  1. Select the Benefits Program Participation page.
  2. Benefit Record Number on this screen must display Company Number.
  3. Volunteers must be enrolled in Base Benefits with SB0 benefit program on Benefits Participation Screen.
Employment Data/Time Reporter
  1. Select the Employment Data link and then select the Time Reporter data link.
  2. The Time and Labor Data pagelet displays.
  3. Elapsed Time Template: CTC_ELAPSE.
  4. Workgroup: College specific Volunteer group.
  5. Task group: CTCTSKGRPN.
  6. Select OK.
  7. Select Apply.
  8. Compensation Rate is zero as it is a volunteer.
  9. Select OK.
  10. Record is created.
Entering General Deduction for Volunteer L&I ER

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

  • ZC Payroll Data Maintenance
  • ZZ SS Payroll
  • ZZ Payroll Data Maintenance
  • ZZ Payroll Processing

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

Navigation: Payroll for North America, Employee Pay data USA > Deductions, Create General Deductions 

  1. The Deductions, Create General Deductions search page displays.
  2. Enter Search Criteria.
  3. Select the Search button.
  4. The Deductions, Create General Deductions page displays.
  5. For MedAid deduction processing, Deduction Code 000201 must be added to employee’s pay data(Volunteer L&I ER).

Process complete.

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