9.2 Hiring a Person of Interest (Volunteer)

Purpose:  Use this document to enter a new person of interest (aka volunteer) into 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

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.

POI (Person of interest) is an interchangeable term for Volunteer. In the areas of Organizational Relationships, there is some specific fields to choose Person of Interest. There is also a step when adding an instance (for Payroll) where it must be set up for Other vs. Payroll for North America.  The POI fields also drive some Benefit information.

An example of this would be to use this process for Board members; where a record is desired, but no pay or benefits will be pulled for that person.

Hiring a Person of Interest aka Volunteer

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.

Add a New Employee

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 in the Adding a Job Instance section.
  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. Then 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.
Biographic Information section
  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.
Modify a Person page Gender and Orientation Details section with Legal Sex field to be changed from the default value.

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.

Biographical History section showing the Gender and Orientation Details subsection only, including fields seen with ZD HCM SOGI role.
  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. The Contact Information page displays.
  3. In the Current Addresses section, select the Add Address Detail link.  
Contact Information tab current addresses
  1. The Address History pagelet displays.
  2. Select the Add Address link.
Add Adress link
  1. The Edit Address pagelet 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. In the Phone Information section, enter the details regarding the phone details.
    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 Smoker History gets displayed on the Additional Information page in Employee Self Service (ESS > Personal Details > Additional Information).
  8. Select the Organizational Relationships tab.
Regional
  1. The Organizational Relationships page displays.
  2. Select the Select Checklist Code list.
  3. Select Person of Interest.
  4. Select Add Person of Interest.
  5. Select 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 Add Person of Interest is populated in the Action field.
Work Location tab
  1. You have successfully added a POI/Volunteer 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

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

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

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

  1. The Job Data search page displays.
  2. Enter Search Criteria and select the Search button.
  3. The Job Data page displays.
  4. In the Work Location tab, select Add Person of Interest from the Action drop-down menu.
  5. Select Reason code from drop-down menu.
  6. Enter Not Applicable under Job Indicator look icon.
  7. Select or enter the Establishment ID.
  8. Select the Job Information tab.
Work Location tab
  1. The Job Information page displays.
  2. Select the Supervisor ID lookup icon to select the supervisor for the new hire.
  3. Select the Empl Class drop-down menu and select the appropriate classification for the POI.
  4. Select the Payroll tab.
Job Information tab
  1. The Payroll page displays.
  2. 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. The process to add a new employee as a person of interest is now complete.
  2. End of procedure.

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