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*NOTE ** In order for this option to be available, please click Here for detail instructions on installation.

Workflows permission

Employee's that have USPS_STANDARD, will have access to Workflow.  USPS_STANDARD permission is a parent, so it grants all of the necessary permissions. The default STANDARD_USER role contains the necessary permissions to access, work through, and complete a workflow.

To be able to get to the workflow view, you must have USPS_STANDARD_EMPLOYEE

The permissions necessary to be able to Start, work through, and complete a workflow, you must have the CREATE permission for each to do that individual object's task (so EMPLOYEE_CREATE for employee, POSITION_CREATE for position, etc.) and all of them in order to complete the "Review" task. If you only have the VIEW permissions (e.g. EMPLOYEE_VIEW, LEAVES_VIEW, etc.), then you can view the review task, but you will not be able to complete the task or edit any of the data.

Using Date shortcuts

In every task, where there is a date entry field, use various date shortcuts, and format shorthand (MMddYYYY) and click off the field:

YeaR (Calendar)

Y - January 1st of current year 1/1/18 

R - December 31 of current year 12/31/18 

FiscaL

F - 1st day of current fiscal start date 7/1/17

L -  Last day of current fiscal end date 6/30/18

MontH (based on current system date)

M - 1st day of current month 4/1/18

H - Last day of current month 4/30/18

WeeK

W -  15th day of current month 4/15/18

K -  Saturday of current week 4/21/18

PerioD (Posting Period)

P - 1st day of next month 5/1/18

D - Last day of next month 5/31/18

Quarter

Q - 1st day of current quarter 4/1/18

U - Current date 4/18/18

Quarter

Q - 1st day of the current quarter  04/01/2018

R - Last day of the current quarter  06/30/2018

Posting Period

p (beginning of posting period)

t (today)

T - today

+  Tomorrow's date 4/19/18

-   Yesterday's date 4/17/18

Employee Onboarding

Employee Onboarding can be used to create a new employee.  Click on :

Enter the First Name of the new employee

Enter the Last Name of the new employee

If your district uses the 'Employee Number Automatic Generation Configuration' to assign Employee Numbers, check the to automatically assign a number.  If this is not used, leave unchecked and enter in a Number:

Once all data is entered, click on or to exit without saving

Create Employee

To start entering data for your new Employee, click on next to the employee's name:

The First option is to 'Create Employee'.  Click on

A Confirm box will pop up, click on 'Start' to 'Start Task' or Cancel to Exit:

Enter data for required fields * (SSN) Note- Last Name, First Name and Number are populated by creation of record.

 Enter in remaining fields for the employee.

**NOTE**  'Assign Employee Number' box, allows the user to automatically generate a new employee number after starting the workflow. If, for example, the name changes, a new number will need to be generated. Or say the user is going through the workflow, wants to be sure that the automatically generated number is up-to-date with all existing employees and in-progress workflows, they can check the box and re-generate their number. Or if they automatically generated a number initially, then changed that field accidentally and saved, they can check the box and return to their original generated number.

**Have the option to use Template for Employee's**

Click on to save the data entered and to review before completing the task or click on to move onto the next option (Position):

Create Position

Click on 'Create Position' and Start Task.  

Enter data for required fields(Position Number, Pay Group and Job Status) and all other desired data and click on .  Once all looks correct, click on :

**Have the option to use Templates**

Create Compensation

Click on 'Create Compensation' and Start Task. 

Enter data for required fields(Code, Compensation Type, Pay Plan, Pay Unit) and all other desired data.  When all data has been entered, click on Save and then Complete Task:

Create Payroll Accounts

Click on 'Create Payroll Accounts' and Start Task. 

Click on

Enter in data for new employee's Payroll Accounts. Click on Save and then Complete Task:

Create Payroll Items

  • To setup Required or May Be Required Payroll Items go to Payroll Item Configuration.
  • For Required Payroll Items (Federal, State, Medicare) check the Required Box

  • For May Be Required (SERS, STRS) check the Show on Create Wizard Box

  • This is a one time setup and needs to be done before the Onboarding process starts or the Payroll Items will not be displayed as Required or May Be required.


In Employee Onboarding

Click on Create Payroll Items and Start Task. 

This will then show all Payroll Items that are Required or May Be Required  Once these payroll Item's are viewed, delete any not applicable items (SERS/STRS) by clicking on the

Option to create Templates in Payroll Item's.  After selecting a Payroll Item, the Choose Template will appear:

If needing to add a Payroll Item Annuities/Regular or any other item that is not set up as Required or May Be Required click on

Any Payroll Item appearing in the Employee Onboarding Payroll Items must be populated with data or an error will occur when trying to Save.

Once all Payroll Items have been entered and Saved, click on :

Create Leaves

Click on Create Leaves and select each Leaves option that the employee is allowed:

  • Populate Balance, Reset Value for Personal
  • Populate Balance, Accum Per Month, Max Leave Amount and Daily or Hourly on Vacation and Sick 

Click on Save and then Complete Task

Sick Leave - Enter required fields and click on 'Save':

Vacation Leave - Enter in required fields and click on 'Save'

Personal Leave - Enter in required fields and click on 'Save':

Create Pay Distribution

Click on Create Pay Distributions

Click on

Direct Deposit

Enter in required data  * (Fixed or Percent, Rate ) for new employee's Pay distribution account information.  Click on Save and then Complete Task:

Check

Enter in required data * (Fixed or Percent, Rate) for new employee's Pay distribution account information.  Click on Save and then Complete Task:

Review

Once all data has been entered, click on 'Review'

  • Verify the data entered on the Employee, Position, Compensation, Payroll Accounts, Payroll Items, Pay Distributions and Leaves tabs are accurate.
    • If Employee name or Employee ID was entered wrong, it can be updated at this time.
  • Changes can be made and saved on each individual screen.

Complete Task

Once the data has been reviewed and verified, click on .  This will pull the employee over into the Employee Dashboard and is ready to process in payroll. 

Warnings and Severe Errors


Position Severe - Position Number failed validation.  Pay Group failed validation.  Job Status failed validation.

Compensation  Severe - Code failed validation.  Compensation Type failed validation.  Pay Plan failed validation.  Pay Unit failed validation.

Payroll Accounts  SeverePercent Accounts must total 100%

                              Severe - Charge AmountPercent failed validation

                              Severe - Expenditure Account cannot be null

Payroll Distribution  Severe - Direct Deposit Distribution must have an Account Number 

                                   Severe - Multiple Pay Distributions with code XXX.  Code must be unique.

                                   Warning - No percentage distributions found.

Leaves  Severe - Daily or Hourly failed validation.

Payroll Item 

  • Severe - Must specify a Rate for Fixed/Percent item.
  • Severe - Validation has failed for some fields.  Must specify a Rate for Fixed/Percent item.
  • Severe - Validation has failed for some fields.  Must specify Pay Cycle 
  • Severe - Validation has failed for some fields.
  • Severe - Validation has failed for some fields.  Federal Tax item must have a valid Filing Status
  • Error - Cannot add a duplicate employee-level item of code XXX
  • Severe - HSA -
    • Validation has failed for some fields.  XXX Item must have ACH Destination
    • XXX Item must have ACH Direct Deposit
    • XXX Item must have ACH Account Number








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