Help Process  Employees
 This process addresses adding or editing in house and/or 1099 employees. Prerequisites are the Contracts and Start Up processes. The steps in this process are performed by employees from their web interface; as well as the Contracts manager, Personnel manager, Indirect manager, and Payroll manager from the manager interface.

This process includes and coordinates the tasks of the personnel/modules listed below:
Applicants
Contracts
Employees
Indirect
Main
Payroll
Personnel
Step by step check list for Employees
A Enter new employee
The initial process consists of two steps. Employee general information the hire status. This information ought to be expanded and reviewed to include direct deposit info, 401K, W4, and taxes etc
Step Module Path Comment
 1  Enter personnel information for new employee Personnel Employees; Add New Employees New employee data is entered in this screen. The Employee ID number is automatically assigned when a new employee is entered; this is the employee's user ID on the Employee (web) interface. New employees will be assigned a randomly generated password that is visible to the Personnel manager at the time of entry. Employees should be instructed to change this password on the form provided the first time they log onto the employee interface. This information can be accessed/edited in the “Edit Existing Employee” or “Consultant” sections . Certain fields in this screen MUST be completed. Follow the instructions on the left side of the form. In particular, ALL FIELDS WITH DROP DOWN BOXES ARE REQUIRED. Other modules in Corp_ProSM rely on employee information documented here. Of particular note are: • City/State: PAYROLL WILL NOT PROCESS IF THE HOME ADDRESS DOES NOT INCLUDE STREET ADDRESS, CITY, STATE AND ZIP CODE! If a city is not listed in the dropdown, it can be added by clicking the “Edit” button next to the menu. • Pay type: select the pay type from among the five alternatives available (hourly, non exempt, salary, salary w/adj, salary w/bonus). See key word definitions for a description of pay types. • Division: This is the employee's home operating division. This selection determines the employee's Division manager (assigned in the Divisions module). The Division manager approves personnel actions, grade evaluations, and performance evaluations for the employee. Labor overhead rates calculated for the division to which the employee is assigned will be used to load the employee's direct labor in budgets, invoices, and P&L reports. • Salary: This is the employee's annual salary (or equivalent annual salary for hourly/non exempt personnel) • Supervisor: The supervisor proposes personnel actions, grade evaluations, and performance evaluations for the employee. • Work location: This determines (1) the state unemployment tax state/agency that applies to the employee, and (2) the facility to which the employee's head count applies in the allocation of occupancy costs (in the Indirect module). You must add or modify the selections on the drop down list in the Facilities module if the applicable work location/facility is not listed. • Overhead type: This tags employees by type for labor overhead calculations • Labor Category: This is the labor category that applies for grade level evaluations. Officers and owners must be assigned to the "owner/officer" labor category as this will permit their salary expense to be grouped for income tax purposes. This is not the labor category to which an employee is assigned on a contract. These are assigned in the contracts module. See step B of this process below.
B Make Job Assignments
This step enables proper jobs to show up on action item, time sheet, expense reimbursement and purchase request drop down lists for employees on their web interface
Step Module Path Comment
 1  Assign employees (in house or sub contract) to the selected labor category Contracts Enter Data; Normal Contracts; Labor Assignments; Labor Assignments This step must be completed by Contract managers for each contract on which the employee will work
 2  Specify employees that fit selected service center labor category Indirect General; Service Centers; Manage Group Service Centers; Labor Assignments; Employees or Consultants This step must be completed by Service Center managers for each service center on which the employee will work. To view a listing of job codes and labor assignments for each service center, refer to the "View All" report under Service Centers.
C Employee Submit Inputs
This step insures that data entered by the Personnel Manager is correct and adds inputs from the employee. The Employee ID number that is automatically assigned when a new employee is entered becomes the employee's user ID on the Employee (web) interface. The employee’s initials and the last four digits of their social security number (or a random four digit number, if no SSN is provided) are assigned as a default password (e.g. ss@1111). Employees should be instructed to change this password on the form provided the first time they log onto the site.
Step Module Path Comment
 1  Revise Password Employees Personal Information; Password This should be done the first time the employee enters the employee interface and then periodically re-set to insure security. If a password is forgotten, credentials can be resent from the "Edit Existing Employee" screen in Personnel ("Send Log On Info").
 2  Update Personal Contact Information Employees Personal; Contact Information; Yes This step insures that data entered by the Personnel Manager is correct. Employee can update his/her personal contact information from here. This generates an alert that is sent to the Division Manager informing them of a pending personnel status change that requires their attention.
 3  Elect to not receive email alerts that pay stubs have been posted when payroll is processed Employees Payroll; Paystub Alert; Paystub The default setting is for employees to be notified when pay stubs are available for review. Notification emails can be canceled here.
 4  Elect to receive paper copy of W2 Employees Payroll; Paystub Alert; W2 Paper Copy The default setting is for W2s to be stored on the employee's employee interface. This election will result in a paper copy being mailed in addition to the electronic form being stored online.
D Enter Resume
The can be used in technical proposals as well as for comparing employee qualifications to RFP requirements when making labor assignments.
Step Module Path Comment
 1  Add Job History Section to Resume Employees Personal; Resume; Job History; Add
 2  Add Education Section to Resume Employees Personal; Resume; Education; Add
 3  Add Skill Section to Resume Employees Personal; Resume; Skills; Add
 4  Review or edit skills, qualifications, and experience Personnel Employees; Edit Existing Employees; Qualifications; Edit
E Check Payroll Tax Agencies and Rates
If the employee resides in a state for which you have not set up income tax rates; or if the employee will work in a (facility) in a state for which you have not set up unemployment taxes; you may need to enter or edit agencies or rates for state/local income tax and/or state unemployment taxes. Use the "year start" procedure to do this.
Step Module Path Comment
 1  View state and local tax agencies for current employees Payroll Tax Rates and Agencies; View Agencies This report lists agencies and tax types for various state and local taxes for all current employees. Use it to ensure that all employees have been assigned to the correct tax/agency prior to running payroll.
F Complete Payroll Data
This step completes the required information necessary to process payroll. It should be tailored to the individual circumstances of the employee/consultant and your company.
Step Module Path Comment
 1  Specify benefit and/or withholding payroll accrual amounts for selected employee Personnel Employees; Edit Existing Employees; Withholdings & Benefits Use this form to record the dollar amounts and GL accounts for payroll. Select the benefit withholding account. The drop down box lists (1) asset accounts for accruals for taxable and non taxable company funded benefits and (2) liability accounts for post and pre-tax withholdings. Enter the amount of the monthly bill for benefit/withholding in the per month column. Corp_ProSM will auto fill the amounts per pay period. Company funded benefits are asset accounts. Corp_ProSM will record a credit to the asset account and a debit to GL 533 (benefit expense) in the amount you specify in the payroll transaction for each pay period. Withholdings are liability accounts. Corp_ProSM will record a credit to the liability account in each payroll transaction for the amount shown. This will result in a deduction from gross pay for the employee. Enter a description of the basis for the amount (optional) Select a start and end pay period if required. If you leave these blank Corp_ProSM will accrue the amounts with the next payroll and continue until you remove the record.
 2  Enter employee direct deposit information Personnel Employees; Edit Existing Employees; Direct Deposit This form specifies the bank(s) that will get direct deposits for the employee's net pay; and the amount to be deposited in each bank. Some points: • The transit or routing number must have exactly 9 digits with no dashes or letters • The bank account number must be numeric only with no dashes or letters • You may enter fixed amounts and/or percentages. You cannot enter both on the same record. You must create different records for fixed and percentages even if they are from the same bank account • If fixed amounts are specified, they will be taken out first and then percentages applied to the balance. Fixed amounts cannot total more than the value of the pay check. If they do direct deposit will not go through. Therefore, you should insure that the total of all fixed amounts will be less than the expected net pay • At least one percentage record must be entered to handle the residual that is not covered with fixed amounts. The total of all percentage records must = 100%
 3  Specify the 401K start date (pay period) and withholding amounts Personnel Employees; Edit Existing Employees; 401K The withholding amounts for 401K must be specified if you have a 401K program. The payroll start date field is blank
 4  Specify income tax withholding exemptions for selected employee Personnel Employees; Edit Existing Employees; Taxes The Personnel Manager must record the W4 information based on the email generated by the Employee's inputs. Note that if the FICA Exempt and IT Exempt boxes are checked on the form, there will be no taxes accrued/withheld at the federal, state and local level.
 5  Set leave effective date Personnel Employees; Edit Existing Employees; Personnel Actions; Leave Effective Date If you wish to use a date other than the start date for leave accrual calculations, it should entered here.
G File documents
Step Module Path Comment
 1  View documents for selected employee Personnel Employees; Edit Existing Employees; General; Documents; Open Document Use this form to file employment agreements, job applications, offer letters, etc.
H Applicants (Optional)
Applicants can log on to the applicant interface while their records are not yet recorded. New Applicants must enter their information and then submit their applications to be processed by personnel.
Step Module Path Comment
 1  Invite applicant Personnel Employees; Boarding; Invite Prospect Use this button to initiate the boarding process by sending an invite to prospect employees to fill in an online application that may later be converted to personnel employee record
 2  Applications Online Applicants AlreadyRegistered.asp; Application Main interface for the applicants that includes registration page, log on page, and password recovery page. Corp_Pro Path/AlreadyRegistered.asp
 3  Registration Applicants Register Applicant Enters General Information and target job as well as a temporary password to complete their online application at a later time.
 4  Applicant Resume Applicants Resume; Resume Enter Applicant Resume
 5  Applicant Education Applicants Education; Education History
 6  Applicant Submit Info Applicants Job History; Submit Submitting the applicant information will inform Personnel there is an application to process. Applicant will have access to her profile until her application is processed and her status is switched to an employee
 7  Applicant Logon Applicants Log On; Applicant Number & Password Applicant logon to complete profile until an employee assignment is made in personnel
 8  Applicant Password Recovery Applicants Credentials Reminder; Credentials Reminder Link to send password to applicant until an employee assignment is made in Personnel > Boarding
 9  Record Applicant Personnel Employees; Applicant; Add; Record Applicant Record external applicants record with "Applicant" status. You need to change the applicant status to "Hire" when the employee starts working
I Employee Review Data
Step Module Path Comment
 1  Review contact information, tax withholdings, retirement, benefits, direct deposit and other inputs to pay check Employees Payroll; Payroll Inputs This step insures that data entered by the Personnel Manager is correct
 2  View Active Jobs Report Employees Payroll; Jobs This step insures that data entered by the Job Manager's is correct
J Employee Passwords and recovery
Employee passwords are encrypted and can only be renewed in two ways: by the employee when the security profile is completed; when all three security questions and answers have been filled. Then the employee can go to the employer Corp_Pro main pages and click on the 'Forgot Password?' link and start the process of profile access recovery. When all security answers are provided correctly a link will be sent to the employee that allows them to change their password; as a preventive action from malicious attacks or accidental exposure, the password link will expire in two hours. After changing the password adhering to the password rules, the system will force a logout and then a login for the employee to access their profile. The employee self recovery process requires employees has completed their security profile and has a unique email address in the system An alternative for employee password recovery. For example, when the the email address is not unique or for employees who didn't completed their security profile, employees or accountants with access to the personnel module, can send a recovery link for the target employee. This process will override the self recovery process and works with the employee id not email to send the recovery link. This process will give the personnel admin to send the recovery link to any email address on file for the employee
Step Module Path Comment
   Security Profile Employees Personal Information; Password Q&A
   Recover Password Main Password
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