Add and Employee, Volunteer or Person of Interest (POI) with a Job Instance

Purpose: Managing workforce relationships in ctcLink requires different processes depending on whether the individual is a paid employee, a volunteer, or a person of interest (POI). This document combines the procedures for each type, ensuring the appropriate processes will be carried out in the correct workflow.

Audience:  Human Resources Specialists

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.

Organizations have relationships with a variety of people for a variety of reasons. ctcLink enables you to manage the data of those people with whom you have an Organizational Relationship. Organizational relationships for ctcLink fall into one of the two following categories:

  • Employee:  A person who is hired to provide services to the organization and has a legal employee relationship with the organization. (Employees are individuals formally hired by the college with a legal employment relationship.)
  • Volunteers: Volunteers provide services without compensation but are still tracked in ctcLink as employees with a special classification.
  • Person of interest (POI):  A person who is not an employee, but is of interest to the organization. (POIs are individuals who are not employees but have a relationship with the college, such as external instructors or affiliates.)
Expand or collapse content Step 1 - Search Match

Navigation:  Workforce Administration > Personal Information > Search Match Internal/External

  1. Use the Run a Search Match QRG to verify if the person already has an existing Employee ID in ctcLink.
  2. The Add a Person page displays.
  3. Before selecting the Add Person button, confirm there are no existing Empl ID for the person being added. Select the Search for Matching Person link and verify there are no matching results.
Expand or collapse content Step 2 - Add a New Employee (Adding Bio Demo Information)
Expand or collapse content Biological Details

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 if the person does not have an existing EMPL ID based on your Search/Match results.
    1. If the person does have an existing EMPL ID found in the Search Match results, follow steps to Add a New Employment Instance.
  3. Select the Add Person button.
  4. The Modify a Person page displays. Or  The Update Person Detail page displays.
  5. 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).
  6. Select the Format Type from the drop-down menu and select English.
  7. Select the Add Name button to display the Name pagelet.
  8. Enter the appropriate information into the First Name field.
  9. Enter the appropriate information into the Last Name field.
  10. Select the Refresh Name button, then select the OK button.
  11. The Biographical Details page displays.
  12. In the Biographic Information section, select the Date of Birth field and enter the appropriate information.
    • Birth State - leave blank
    • Birth Location - leave blank
    • Birth Country - auto-populates to USA
  13. 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.

  1. In the Biographical History section, 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).
  2. Highest Education Level defaults to A-Not Indicated. If known, the real value can be selected from the drop-down menu. This is information only and does not drive anything. More education data can be stored in profile management.
  3. Marital Status defaults to 'Unknown'. If known it should be selected from the drop-down menu. This field does not drive taxes. That data is stored in PY.
  4. Language Code is the employees preferred language. This is information only and only one value can be selected. More information about languages can be stored in profile management.

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. The National ID Type value defaults to social security number for USA. If needed it can be changed if the employee is not a US citizen.
  3. Enter the social security number into the National ID field.
  4. Review the Biographical Details tab for accuracy.

Persons of Interest (POI)

For Persons of Interest (POI) who are non-paid employees, a process has been established that allows minimal information to be entered while still ensuring consistent application of an external instructor or volunteer. In these cases, college staff should complete the Biographical Details National ID (SSN) section using the placeholder value XXX-XX-XXXX. This consistent use of the National ID field ensures clean and accurate data across the system for POI’s.

There are two important exceptions to note:

  • Existing paid employees: If the individual is already a paid employee, do not create a second person record. Instead, add an additional organizational relationship for the “non-paid” role.
  • POIs who become paid employees: If a POI later becomes a paid employee, the placeholder SSN must be replaced with their correct legal SSN for payroll and job record purposes.
Expand or collapse content Contact Information
  1. Select the Contact Information tab at the top to display the Contact Information page.
  2. In the Current Addresses section, select the Add Address Detail link.
  3. Once the Address History pagelet display, select the Add Address link.
  4. After the Edit Address pagelet displays, enter the appropriate information into the fields.
    1. Street Address on Address Line 1 (If there is a P.O. Box you can enter it on Address Line 2.)
    2. City
    3. State
      1. Once you enter the State the 'Address Validation' functionality (third party tool) will fill in the rest of the fields if that is a valid address. If not, it will show you valid addresses based on what you have entered.
    4. Postal (Zip) Code
    5. County - optional (should auto-populate based on your address)
  5. If the system does not recognize the address it will list potential alternatives. Select the Override Address Verification box to bypass.
  6. Select the OK button.
  1. The system will direct you back to the Address History page with updated information.
  2. Select the OK button.
  3. The system will redirect you to the Contact Information tab.
  4. In the Phone Information section, 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.
  5. 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.
      1. If the campus (work) email address is known at the time of hire it is important to enter it here during the hire process. There is a custom process that runs at night that will create a user profile for the employee. If the email is entered during the hire it will be included on the user profile which drives workflow.
      2. If it is not included during the hire process, HR will need to come back to Personal Data when it is known and update the record. The security admin will also need to update the user profile with the email address.  
    3. Select the Preferred check box.
  6. Review the Contact Information tab for accuracy.

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 on-board an employee.    

Expand or collapse content Regional Tab
  1. Select the Regional tab to display the Regional page.
  2. Select an Ethnic Group from the lookup icon.
  3. Select the Primary checkbox.

Tip: Use the fields in the History section to track your I-9 information.

  1. In the Veterans section, select a Military Status from the drop-down menu.
    • If you select a discharge related option, the system will require the Military Discharge Date.
  2. The Smoker History section is optional. The fields do not feed into any other tables.
Expand or collapse content Organizational Relationships
  1. Select the Organizational Relationships tab to display the Organization Relationships page.
  2. There are three options on this page when hiring a person.
    1. Employee - Most commonly used
    2. Contingent Worker - Never used
    3. Person of Interest - Only used for Volunteers that need access to PeopleSoft.
  3. Enter the appropriate information in the Choose Org Relationship to Add section.
Expand or collapse content Employee or Volunteer
  1. Select the Employee checkbox.
    1. Note: "Employee" is the correct option to select for Volunteers.
  2. Choose the HIRE option from the Select Checklist Code drop-down menu.
  3. Select the Add Relationship button.
  4. An External Search Match Results pagelet displays with a list of Integrated Search Results.
    1. The system will check the personal data and make sure it meets any checks and balances the system has. The system checks the person you are entering against both HCM and CS to see if they already exist based on key fields. (Name, SSN, Birthdate etc.)
  5. Select the Return button.
  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: Add a Job Instance.
  4. On the Work Location tab, in the Work Location Details section, notice the Hire is populated in the Action field.
  5. Select the OK button.

You have successfully added a New Employee to Biographical Details.

Expand or collapse content Person of Interest (POI)
  1. Select the Person of Interest checkbox.
  2. Select Person of Interest from the drop-down menu next to Person of Interest checkbox.
  3. Select Add Person of Interest in the Select Checklist Code drop-down menu (Optional).
  4. Select the Add Relationship button.
  5. The system will check the personal data and make sure it meets any checks and balances the system has. The system checks the person you are entering against both HCM and CS to see if they already exist based on key fields. (Name, SSN, Birthdate etc.)
  6. The Job Data page displays.
  7. On the Work Location tab, in the Work Location Details section, notice the Add Person of Interest is populated in the Action field.
  8. Select the OK button.

You have successfully added a Person of Interest (POI) to Biographical Details.

IMPORTANT:  If 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)

Expand or collapse content Step 3 - Add 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.

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

Expand or collapse content Employee or Volunteer

Navigation:  Workforce Administration > Job Information > Job Data

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

Work Location

  1. The Job Data page displays and defaults to the Work Location tab.
  2. The Effective Date will default to today's date, change if needed.
  3. Set the Effective Sequence to 1.
  4. Select the appropriate person type from the Action drop-down menu.
    1. Select New Hire from the Reason drop-down menu for Employees
    2. Select New Hire from the Reason drop-down menu for Volunteers.
  5. Alternately, if this person is a Re-hire versus a first time hire, you should select this from the Action field drop-down menu.
  6. Select the appropriate job indicator type under Job Indicator look icon.
  7. Enter or select the desired position by selecting the Position Number lookup icon, if applicable.
  8. Select or enter the Establishment ID, if applicable.

Job Information

  1. Select the Job Information tab to display the Job Information page.
  2. Search for the appropriate job code item in the *Job Code field.
    1. Select                 in the Job Code filed for Employees.
    2. Select Volunteer/Intern in the Job Code field for Volunteers.
      1. 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. Use the Empl Class drop-down menu to select the appropriate classification for the new hire.
    • Note: Select "Volunteer" for volunteer jobs.

Job Labor

  1. Select the Job Labor tab.
  2. Enter the Union Code on the Job Labor page, if applicable.
    • Note: The Union Code will auto populate if it is included in the position..

Payroll

  1. Select the Payroll tab to display the Payroll page.
  2. The Payroll System field defaults to Payroll for North America.

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.

  1. Select the Absence System drop-down menu and select Absence Management.
  2. Select the Pay Group lookup icon and select the pay group for the position, if applicable.
    • Note: Select V## for volunteers.

Salary Plan

  1. Select the Salary Plan tab.
    • Note: The Salary Admin Plan and Grade fields should display XXX for volunteer positions.
  2. Enter the Salary into the Step field.
    • Note: For those that are to receive automatic step pay increases, you must enter information into the Salary Admin Plan, Grade and Step fields.

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.
    • Note: Volunteers will default to a "0.00" rate code.

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.
    • Note: Volunteers would have a “0.00" compensation rate.

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).
    1. "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. Enter the Faculty Status (Optional).

CTC Earnings Distribution

  1. Select the CTC Earnings Distribution tab.
  2. Enter the appropriate Earnings Code.
    • Note: Earnings code is “VOL” for volunteers.
  3. Select the Edit Chartfields link, to select a Combination Code to display the Edit Chartfields pagelet.
  4. Enter the Percent of Distribution assigned to the selected Combination Code.
  5. Select the Save or 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.

Verify Data

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

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. Hyperlink QRG

  1. You will be re-directed to the Organizational Assignment Data or Employment Information page.
  2. Select the Benefits Program Participation link towards the bottom of the screen, if applicable.

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. 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.
    • Note: Volunteers must be enrolled in Base Benefits with SB0 benefit program on Benefits Participation Screen.
  5. Select the Save or 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.

You have successfully added a Job Instance to an Employee or Volunteer!

Expand or collapse content Person of Interest (POI)

Navigation:  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 and defaults to the Work Location tab.
  5. The Effective Date will default to today's date, change if needed.
  6. Set the Effective Sequence to 1.Select Add Person of Interest from the Action drop-down menu.
  7. Select Reason code from drop-down menu or leave blank.
  8. Enter Not Applicable under Job Indicator look icon.
  9. Select or enter the Establishment ID.
  10. Select the Job Information tab to display the Job information page.
  1. Once the Job Information page displays, select the Supervisor ID lookup icon to select the supervisor for the new hire.
  2. Select the Empl Class drop-down menu and select the appropriate classification for the person of interest.
  3. Select the Payroll tab

 

  1. After the Payroll tab displays, 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.

You have successfully Added a Job Instance to a Person of Interest!

Everything below this area needs to be reviewed and screenshots placed in the appropriate areas.

  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.  

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