Add New Hire

The Demographics page enables you to add basic employee information such as the employee’s name, address, personal information, and telephone number. Sage HRMS automatically fills in the information you provided on the Add New Employee window. Use the rest of the window to record any remaining personal information.

When you finish entering information on the Demographics page, click Continue to move to your next scheduled step.

The HR Status page enables you to add information about an employee’s seniority, employment eligibility, military history, and union affiliation. The hire date you enter here defaults to the employee's individual HR Status detail page.

This page also includes four user-defined fields. When you set up a selected employer, you have the opportunity to define these fields to gather additional information suiting your employer’s specific needs. Some examples of field possibilities are: uniform size, parking space allotment, or outside community involvement.

When you finish entering information on the HR Status page, click Continue to move to your next scheduled step.

The Current Pay page enables you to enter information related to an employee’s current pay, pay changes, performance reviews, the change effective date and the reason for the change. Sage HRMS automatically fills in the pay information you entered on the Add New Employee page. Use the rest of the page to record the remaining pay information.

When you finish entering information on the Current Pay page, click Continue to move to your next scheduled step.

The Current Job page enables you to enter information about the employee’s status, current job, the organization level, and the change effective date and reason. You initially set up the organization levels when you first set up the Enterprise. The organization codes in the drop-down lists originate from the Organization Codes table.

If an employee has a secondary job in your organization, you can enter information about jobs other than the employee's main job.

Enter Secondary Job Information

1. Click the Secondary Job tab.
2. To add a secondary job to the employee's record, click Add. The Secondary Job page opens.
3. Enter the effective date and end date of the secondary job.
4. Select a Job Title from the drop-down list. If you enabled the Job Code Validation during setup, Sage HRMS provides the job code and salary grade according to the code tables set up for the job code.
5. Enter the pay period salary and select the frequency for the secondary job from the drop-down list.
6. Click OK to add the secondary job to the employee's record.

When you finish entering information on the Current Job page, click Continue to move to your next scheduled step.

Use the Dependents and Beneficiaries page to add the employee's dependents and assign beneficiaries for the purposes of enrolling them in benefit plans.

1. To add an employee's dependent or beneficiary, click Add. The Dependents and Beneficiaries tab opens.
2. Select the dependent/beneficiary's relationship to the employee from the drop-down list.
3. Indicate whether the person you are adding is a dependent or beneficiary. Because an employee's dependent is also likely to be the employee's beneficiary for a benefit plan, a dependent will automatically be available for assignment as a beneficiary for a benefit plan.
4. Enter the dependent’s first name and middle initial. The last name defaults to the employee’s last name, but you can change the last name if it differs.
5. Enter the dependent’s address if it differs from the employee’s address. Sage HRMS automatically provides the address that appears on the employee’s Demographics page.
6. Enter the dependent’s personal information, including birth date, social security number, gender, and whether the dependent is a smoker.
7. Click OK to save your entries. Note that the Benefit and Benefit Elections tabs will remain blank until you enroll dependents and assign beneficiaries for benefit plans.

When you finish adding the employee's dependents and beneficiaries, click Continue to move to your next scheduled step.

The Benefits Enrollment step enables you to enroll the new employee and their dependents into the benefit plans your employer offers. You can also assign the employee's beneficiaries for the plans.

You must set up your employer’s savings plans and insurance plans in Sage HRMS before you can enroll an employee or dependent in the benefit plans. For information about how to set up your savings and benefit plans, see Set Up Benefits.

The Savings Benefits page is the first page you see in the Benefits Enrollment step.

Add a Savings Plan

1. To add a savings plan, click Add. The Benefit Plan tab opens.
2. Select a benefit plan from the drop-down list. Sage HRMS provides the plan description when you select a benefit plan.
3. Enter all applicable information for the employee's enrollment in the plan. Also, make sure to assign beneficiaries for the plan as necessary. Refer to Savings Benefits for detailed instructions.
4. Click OK to save your entry.
5. Repeat steps 1 through 4 for each savings plan you want to add for the employee and dependent.
6. When you're finished adding plans, click Continue to access the Insurance Benefits page.

Add an Insurance Plan

1. To add an insurance plan, click Add. The Benefit Plan tab opens.
2. Select an insurance plan from the drop-down list. Sage HRMS provides the plan description when you select the benefit plan.
3. Enter all applicable information for enrolling the employee and dependent in the plan. Also, make sure to assign beneficiaries for the plan as necessary. Refer to Insurance Benefits for detailed instructions.
4. Click OK to save your entry.
5. Repeat steps 1 through 4 for each insurance plan you want to add for the employee and dependent.
6. When you're finished adding plans, click Continue to move to the next scheduled step.

The Emergency Contacts page enables you to enter up to two emergency contacts for the employee.

When you are finished entering emergency contact information, click Continue to move to your next scheduled step.

For more information on setting up attendance plans, see Set Up Attendance Plans.

The Attendance Enrollment page provides two lists where you select the attendance plans in which you want to enroll the employee.

In the Available list, Time Off lists all of the attendance plans set up for your employer. Initially, the system automatically selects an FMLA Leave plan, a Leave of Absence plan, and the Other plan (if you set up these plans for your employer). They appear in the Selected list.

1. To select any other available attendance plan, double-click it or highlight it and click Select. Each plan you select transfers to the Selected list box. You can enroll an employee in as many plans as your employer offers. To remove a plan, highlight it and click Remove.

   Caution! The system lists the plans you select on each employee’s Attendance Summary page. If you remove the FMLA Leave or the Leave of Absence plan, the system omits these plans from the page. If you remove the Other plan, the system omits any absence transactions not associated with a plan from this page.

2. Click OK when you finish selecting the plans. The employee’s Attendance Summary page opens and displays the employee’s name, status, Social Security number, and employee ID number at the top of the page.
3. To see additional information on each plan, double-click the plan or highlight it and click More.... The Attendance Summary page opens. For a description of each field on this page, see the Attendance Summary page.

   The plan ID, the Description, and the Type appear at the top of the page. On the Accrual Breakdown tab, the Max Yearly Carryover and the Max Total Carryover show the amounts you entered when you set up the attendance plan. All the fields on the Accrual Breakdown tab are calculated fields that you cannot change.

4. Enter a Seniority Start Date on the Accrual Summary tab if necessary. Time Off uses this date to calculate seniority for benefit accrual. The system defaults to the adjusted seniority date on the employee’s HR Status page.

   Note: The system calculates the employee’s length of employment from the Seniority Start Date in each plan.

5. Enter the Threshold Value for the employee. This value defaults to the threshold value set up for the attendance plan. If you change the value on this page it overrides the default threshold value.
6. Click OK to save your entries. Time Off adds the plan to the employee’s records and starts accruing time as of the current day’s date (start of the day).

When you are finished entering attendance enrollment information, click Continue to move to your next scheduled step.

Use the Skills page to enter an employee’s skills.

1. To add a skill to the employee’s record, click Add. The Skills page opens.
2. Select a Skill Description from the drop-down list. Sage HRMS provides the code when you select the description.
3. Enter the number of years’ experience the employee has in the skill.
4. Enter any comments about the skill.
5. Click OK to save the information and return to the Skills page.

When you finish adding skills to the employee's record, click Continue to move to your next scheduled step.

The Required Courses page enables you enter information on each course the employee needs to complete. When you finish entering information on the Required Courses page, click Continue to move to the next step.

The Certifications page enables you enter information about each certification an employee has received. It also lists certifications required for the employee’s job that might not have been received yet. When you finish entering information on the Certifications page, click Continue to move to the next step.

Use the Training Programs page to enter information on each training program the employee needs to complete. When you finish entering information on the Training Programs page, click Continue to move to the next step.