Employee Maintenance - Payroll Section

This section presents user with selected employee data only. It also allows the user to navigate between employee records by using the arrows in the upper part of the screen. Please note most of the data is grayed out, which means it is non-editable from this module.

Go to Human Resources. Click on Employees.
Enter Employee WIN and click on 'Lookup Employee', or click on 'List' to select desired record from employee listings.

Once the employee record is shown, click on the 'Payroll' tab in the Employee Maintenance page. Employee data stored under this tab include:

Hire Date: In addition, the system shows employee tenure in boldface. This is calculated by obtaining the difference between current date and employee hire date. This field appears grayed out as employee hire date is entered when completing the hire process, and cannot be modified. In case an error occurred and this needs to be corrected, please contact IPS.Support.
Continuous Service: Click on this checkbox if employee has been recently transferred from a certain company office to another in a different location. Also, this field can be used in countries where local labor laws protect employee seniority when they are rehired after being out of the company for specific and legal reasons. This will activate a new field called Continuous Service Date.
Continuous Service Date: Use display calendar to set effective transfer date, or date when employee returned to work. This will help the HR local department to keep track of both the original date in which the employee joined the organization (which is in the Employee Maintenance page under Hire Date), and the "local hire date", which is the date when employee joined the second company site -or returned to work-, and will be kept under this field.
Contract Type: Select one of the following:
- Open Ended - When employee has been hired for an indetermined period of time.
- Fixed Year - When employee has been hired for a specific period of time. This will activate a new field to set the Contract Expiration Date. Use display calendar to select date.
Hiring Manager: Click on this checkbox to indicate employee is an individual who performs recruiting tasks for the company. It is important to keep in mind that all data updates and changes made in IPS are reflected in the Global Data Mart (GDM) the next day. This means that when this checkbox is active, then the field VURV MNGR in GDM will appear flagged as well.

Work Location - Work Location is intended to reflect the physical area where the employee is located in cities where the company maintains multiple work sites. This is helpful in locations where the company occupies multiple buildings or plants. For example, in Juarez, J1 means Juarez Building 1.

Enter This	To Reflect This
Company Office	Employee works at the company office in the city associated with the cost center AND only one company location has been established in the city.
Client Office	The employee works at the client's office.
At Home	The employee works from a home office.
(a custom code)	The employee works at one of several offices in a city. Example... J1, J2, J3 indicating Plants 1, 2 and 3 in Juarez.

* Inappropriate values would include the city or town in which the employee works (Hermosillo,
Guatemala, Fiji, Manchester, etc).

View Operations Structure: Click on checkbox to view current FEPS hierarchy where employee is grouped, and make any Location/Team changes.
Click on the Go to Organizational and Supervisor Change link to be redirected to the page where changes in employee record can be made.

FEPS Structure (Division / SBUID / Location / Team) is assigned by the system automatically when default cost center is selected in the Employee Maintenance screen, according the map IPS - Cost centers - FEPS. If fields in FEPS structure do not display any dropdown menu, it means that the cost center is mapped to a unique combination. If the combination is wrong or there are missed cost centers, please contact the HRIS team.

NOTE: In case you cannot see the desired Division/SBUID/Location/Team structure, please address this issue to your FEPS contact first. FEPS hierarchy and Pay category information are values that IPS will automatically feed to FEPS.
Some countries/companies may not be familiar with these values since they do not update FEPS. In case you do not know whether your country/company updates FEPS, or have any additional concern about the Operations structure, please contact IPS.Support.
Status: During the hire process, the only valid employee status is 'Active'. Once employee is hired, the field will have a drop down menu which offers users the option to change it to:
- Terminated - In case employee is being let go. This will re-direct user to the Termination screen in the Job Changes menu..
- Leave of Absence (LOA) - When employee is allowed to be absent for a specific period of time. Once this status is selected, IPS will redirect user to the Job Changes screen, where the LOA information must be completed.
- Standby - When employee, for reasons beyond company control, must be absent for an extended period of time.
Neither LOA or Standby status impacts payroll.
Manager Self Service: User must click on this checkbox if employee position (job title) is considered of manager-level in the Global Manager Self Service System (GMSS). Leave checkbox inactive if employee position is of operative, or office worker nature.
IPS data is plugged to the (Global Data Mart) GDM, and then updated in the Global MSS on a daily basis.

Therefore, when this checkbox is active, employee will appear flagged as "manager" and consequently be allowed to use the PUPS system to perform operations which are restricted to staff of managing-level positions.

It is also possible to activate this checkbox via Global MSS. This means a MSS user may flag the employee record as "manager", and in this case MSS data will be plugged to IPS and Manager Self Service checkbox will show as active.
Shift: Depending on the employee work schedule, user may select "Morning", "Afternoon" or "Night". Default value is "Morning".

Click on Change to update employee record.

Pay Category Information

All data contained under this section is FEPS-related, and appears grayed out. In order to modify any value in this section, please click on the Go to Salary Adjustment / Pay Type Change Screen link.

Supervisor Information

It refers to the individual who is responsible for overseeing the employee work, and it is a mandatory field. Information appears grayed-out. Click on the corresponding link to be redirected to the Supervisor Change page.

Local Business Coordinator

It refers to the individual who is identified as the employee local supervisor. The Local Business Coordinator works in the same site as the employee, and holds a higher ranked position. It is important to keep in mind that in some cases, employee supervisor and local business coordinator may be the same person. In some other cases, the local business coordinator will not apply, and could therefore be left blank since this is not a mandatory field. Follow these steps to set employee Local Business Coordinator:

Click on Search button. A new window will popup where user can enter coordinator WIN, or lookup by First/Last Name. Click on Reset button to start a new search.
Double click on desired record in the Search Results section, and Local Business Coordinator will be added.
If necessary, click on the Blank button to delete coordinator information.
Click on Change to complete process.

NOTE: Employee manager can update Supervisor, Manager Self Service checkbox and Employee Email Address via GMSS

Work Schedule Information

Enter the employee's work schedule, indicate the corresponding values for each day in the format: 9:00, 7:00. 8:00, etc.
If employee has a regular schedule, just enter the values in the "Regular" column and check the boxes aside so the same values will be copied and pasted into every day.

Every employee is assigned to a FEPS structure, and each SBUID, Location or Team has a different configuration in its own Work Schedule.
These settings are managed under Maintenance / System Settings Menu. If some employee belongs in a particular FEPS structure where his/her work schedule is different than that of the rest of the employees, then use these fields in order to set the correct personal work schedule.