Employee Maintenance

This IPS module provides user with the options to process different employee actions, or simply make changes in employee records.

Go to Human Resources menu, and click on Employees.
Select one of the following:
- Preload - Users from the HR staff who have access privileges to edit employee data may use this feature to generate a WIN (World Identification Number) for new hires before they are actually hired. This means that preloaded employee records will not be taken into consideration when generating active headcount reports. Preload feature is intended for WIN generation purposes.
  User will only need to complete basic employee particular and hierarchy data, as described in the Employee section, and specify if the preload record will apply for AIM (Access Identity Management).
  By default, the "Apply for AIM" checkbox will appear checked, but user may uncheck it if necessary.
  IPS will feed the AIM database with all new preloaded records every 24 hours, so AIM can validate their mailbox requirements.
  
  In addition, user will be required to enter the employee supervisor data.
  Supervisor Information
  
  It refers to the individual who is responsible for overseeing the employee work, and it is a mandatory field.
  1. Click on the Search button. A new window will popup and user will be prompted to set search criteria.
  2. Use any of the four available fields to search for desired supervisor.
  3. If supervisor WIN is entered, the system will immediately return one record to select. If WIN is unknown, then use any of the other search fields and check the list below to see how the search results are being narrowed as more specific information is provided (Country Code, First Name, Last Name). User may click on any of the five column headers in the Search Results list to sort data in that particular order, or click on the Reset button to start search all over.
  4. Select supervisor by double clicking on the listed record. Popup window will disappear and supervisor information will be added in each of the corresponding fields.
  5. Click on Change button to update employee record with Supervisor information.
  IPS will send an email alert to the employee supervisor and the company HR Manager one day before Start Date. If employee is not hired on the previously set Start Date, the system will keep the preload record for 60 additional days and then, if not hired, will be automatically deleted from the preload table. Consequently, the corresponding WIN will be lost.
  
  Note: Companies may have different primary keys configured for their Employees Ids. In order for the system to display the correct fields on the window, make sure the correct Location Code is selected.
- Add - Users from the HR staff who have access privileges to edit employee data may use this feature to add new hires in the system. When adding new employees, the user must complete the General, Payroll and Comp&Review sections.
  Once the new hire data has been completed, the new employee will appear as Active, and will therefore be considered for headcount reports.
  
  IPS could reject the addition of a new employee record if any of these three situations occur:
  - Frozen HR Transactions - Companies which use IPS as a payroll application must freeze all HR transactions during the closing payroll process every period. This is to prevent that the current payroll process is not affected by any employee data alterations. As soon as the payroll process is completed and closed, then HR transactions become "unfrozen", and the system will allow users to add or edit employee data.
  - Duplicate employee records - IPS employee database includes all active and terminated employees. Therefore, if the new hire record includes the same last name and date of birth of another employee which already exists in the system (even if it is not in the same company / country), then the system will issue a warning about a possible duplicate employee record.
    In this case, the system will display a list of possible matches, so the user may proceed to start the rehire process, or continue adding the new hire in case the new employee is in fact a different individual. If user is not allowed to rehire an employee because the record is under a country (company code) beyond his access privileges, then it will be necessary to contact ips.support@xerox.com for assistance.
  - Employee SBU frozen - Companies which use FEPS application must freeze SBU transactions during payroll closing process every pay period to prevent any alterations in employee time cards or transactions.
    Once the payroll export file is generated, then the system will allow users to add new employees again.
- Search - Depending on their particular access privileges, and company session (for users with access to multiple company codes), IPS users may lookup one or several particular employee records for consulting or updating employee data purposes.
  
  If the user clicks on the Lookup button without filling any of the fields in this screen, the system will display a list including all active and terminated employees who belong in the same hierarchy of user access privileges. In case the search returns only one record, the system will take user directly to the Employee section.
  
  User may search for an employee record in different ways:
  - By Employee Id
  - By First Name
  - By Middle Name
  - By Last Name
  - By Second Last Name
  The system will search for all possible matches and display a list of all matches found, considering the initial characters entered in the respective field. In case the search returns only one record, the system will take user directly to the Employee section.
  Depending on the user's level of access, it will be possible to view only the Employee section, or view / edit all employee sections:
  - Employee
  - Payroll
  - Comp & Review
  - Personal
  - Tax Information
  - Training & Dev
  - Category & Leave
  Employee IDs are unique, so in case this is the search criteria, the system will take the user directly to that employee record.
  If the Employee Id has not been issued to any employee, the system will return the following message "Record not found. Please try again".
  If the employee record is not within the user's privileges, the system will return the message: "You do not have access to this employee record".
  When searching for an employee by first, middle, last or second last name, there could be more than one employee having the same name(s).
  If this occurs, the system will display a list of those employees so the user can select the desired employee record. In order to select an
  employee, the user must click on 'Change' (far right).
  
  The option 'Display Pictures' allows the user to see each employee photo -if it is available- on the far right side in the list mentioned above.
  
  IPS provides a Special Search field which allows users to look up an employee using particular employee information. Use the drop down menu in field Find Value In: to narrow search criteria.
  - Social Security Number
  - Federal Tax Id
  - Bank Account
  - GL Account
  - SBU ID (Strategic Business Unit)
  - Job Code
  - Old Employee ID (Some offices may have used different employee IDs in the past, and these values are stored under this field.)
  - National ID
  Furthermore, users may contact IPS administrators to request the addition of a new field which will be considered as National ID. The field will appear in the Tax Information section of employee record for editing purposes, and will also be included in the Special Search menu of that specific company.
  Examples of National ID values: Election Card Number, Vicinity ID, Population Register Number, among others.
  In case the Special Search value has not been assigned to any employee, the system will return the following message: "Record not found. Please try again".
  
  Special Filter: This feature allows user to search for employees who were hired or terminated during a specific period of time. User session must be restricted to a single company code in order to use this filter. Select one of the following options:
  - All - To search in the whole employee database.
  - Hired - To search only for employees who were hired during a specific period of time.
  - Terminated - To search only for employees who were terminated during a specific period of time.
  Once the Special Filter has been set to Hired or Terminated, the system will provide a display calendar, so the user can set the timespan for the search criteria.
- List - When user clicks on this link, the system will return a listing of all active or terminated employees under user access privileges. Use drop-down menu on the right to indicate a section within employee record and click on [Change] link -only for users with access to edit employee data-.
- Preload List - This link will only appear visible if user's access privileges include editing employee data. Once the user clicks here, the system will return a list of all preloaded employees under the hierarchy that the user has access to.
Employment Actions
- Hire a new employee -See user Option Add.
- Rehire an employee - IPS provides the option to rehire an individual who had previously worked for the company. When an employee is rehired, he keeps the same WIN that was issued to him during his previous stint with the company.
  1. Search for employee record. See user Option Search.
  2. Click on the Payroll tab.
  3. Change Status from Terminated to Active.
  4. A new window will pop-up and the user will be prompted to complete the rehire information.
    - Region (select from drop-down menu).
    - Country (select from drop-down menu).
    - Location Code (select from drop-down menu).
    - Business Group (select from drop-down menu).
    - Business Unit (select from drop-down menu).
    - Line of Business (select from drop-down menu).
    - SBU Client (select from drop-down menu).
    - Entity Code (select from drop-down menu).
    - Default Cost Center (select from drop-down menu).
    - Job Code (select from drop-down menu. Once the Job Code is selected, the system will automatically add the Job Code, Family and Level data.
    - Scheduled Hours - It refers to the number of hours the employee is expected to work during the company pay period. Default value will be displayed, but that figure can be changed if necessary.
  5. Click on "Confirm Data".
  6. A dialogue box will open and say "Employee will be hired under current hierarchy. Do you wish to continue?" At this point, the user may click on the Cancel button in case the hierarchy is not correct, and then repeat the process.
  7. Click on OK if hierarchy is correct.
  8. The system will take user back to the Payroll section where the Pay Category and Supervisor information must be completed.
  9. IPS will show the Operations hierarchy information according the Cost Center where employee is being re-hired. User may change employee Location/Team if necessary.
  10. Click on Change.
  11. IPS will show the Employee Maintenance screen, and the message "The employee has been rehired" will appear in the upper right (in blue).
  12. Employee is now active.
- Preload an employee - See user Option Preload.
- Terminate an employee - Employees who part ways with the company, must have a termination date within their IPS record, and will no longer be considered for headcount purposes. Follow these steps to terminate an employee:
  1. Search for employee record. See user Option Search.
  2. Click on the Payroll tab.
  3. Change Status from Active to Terminated. User will be re-directed to the Termination screen.
  4. Enter the Effective Date by selecting the appropriate date using the calendar pop up to the right of the field.
  5. Select a Reason for Termination from drop down menu. Both Description and Termination Type fields are automatically populated as user selects a Reason. Pay attention to the corresponding description in order to determine the most appropriate Reason in every case.
    
    Voluntary Reasons:
    - Benefits/Pay
    - Career Adv/Other Position
    - Deceased
    - Personal
    - Personal Matters
    - Retirement
    - Retirement/Early Ret
    - Seasonal
    Involuntary Reasons:
    - Attendance/Punctuality
    - Disciplinary
    - Gross Misconduct
    - Performance
    - Policy/Procedure Violations
    - Project/Assignment Ended
    - Reduction in Force
    NOTE: The aforementioned terminology for termination reasons is determined, managed and updated by the HRIS team.
Indicate if the employee is eligible for Rehire by clicking on "Yes" or "No" in the Eligible for Rehire section.
Use the Additional Comments section to enter any termination-related information. Some system users may prefer to leave this section blank. Some other users use this section to enter comments about the employee performance, or about the situation that led to the termination. The comments entered are stored within the employee record and eventually can provide a valuable reference for the HR staff when evaluating a possible rehire.

Examples of comments could be:
"Good employee. Always punctual and reliable."
"Excellent employee. Job performance usually exceeded expectations."
"Employee quit after getting a job offer from a different company."
"Employee work quality was below average, and his productivity did not meet company expectations."
Click on Terminate.

IPS could reject the employee termination if any of these situations occur:

Frozen HR Transactions - Companies which use IPS as a payroll application must freeze all HR transactions during the closing payroll process every period. This is to prevent that the current payroll process is not affected by any employee data alterations. As soon as the payroll process is completed and closed, then HR transactions become "unfrozen", and the system will allow user to terminate an employee.
Employee SBU frozen - Companies which use FEPS application must freeze SBU transactions during payroll closing process every pay period to prevent any alterations in employee time cards or transactions.
Once the payroll export file is generated, then the system will allow users to terminate employees again.

For Dominican Republic only:

When terminating an employee in Dominican Republic, the system will present user with the following checkboxes depending on the termination type:

Voluntary
- Apply Cessation: This checkbox appears inactive by default. If employee is eligible for payment under this concept, the user must click on this checkbox, then the field Cessation Percentage will become available.
Involuntary
- Prenotified - This checkbox must be active if employee was not previously notified about being terminated. This system feature will generate a payment for employees marked as eligible.
- Apply Cessation - This checkbox appears active by default. If employee is eligible for payment under this concept, the user must click on this checkbox and the field Cessation Percentage will become available.
- Cessation Percentage - When the checkbox mentioned above is active, the user must enter a percentage figure. This value will be used to generate a payment for employees marked as eligible when running Benefits Process for terminations.

Add an Employee Termination Notice - This feature is intended for submitting a supposed Termination Date, having a termination notice date, notified date, notifier. Termination code, eligibility for rehire, and comments will also be added in employee record.
Locate link in the Comp & Review page, above the Bonus Plan section. Once the user clicks on the link, a pop up new window will appear so the Termination Notice details are entered.

Termination Notice Date: It must be greater than current date. Use display calendar to set date.
Notified Date: It refers to the date in which the termination notice is given. Use display calendar to set date.
Notifier: It is the individual who gives notice. Use drop down menu to select from: None, Employer, or Employee.
Reason: Select the termination reason. Drop down menu provides the same list as in the termination page. Mark this checkbox if the employee is eligible for rehire.
Comments: Free text box. Example of common termination comments may include:
"Employee productivity was not very good, and was prone to being absent too often."
"Excellent employee. Never missed a deadline and always exceeded expectations."

Once the user clicks on the Add button, the system will show all fields grayed out, and the record will be stored in a table named "Termination Notice"
The Termination Notice details are stored just as they were entered.

Now every time the employee record is accessed, the system will display a warning message on top of the page: "Employee record has a Termination Notice".

A "View" link will be displayed next to the warning message in order to review, double check, change or delete the Notification record anytime, as long as employee is still active.

If user chooses to delete the termination notice, one message of confirmation will appear (language will be according your IE settings).

After that, the system will display the confirmation message.

The warning message "Employee record has a Termination Notice" will still appear on the upper part in the Employee section.

User just needs to change to another menu or employee page, and the data will be refreshed, and message will no longer appear.

HR users who have entered Termination Notices will receive an email alert two days before intended termination date. However, IPS Administrators may change this parameter upon user request.
This email is for informative purposes only as the system WILL NOT terminate any employee automatically. The user must terminate employee using the interface or the global update feature.