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HCM TRAINING GUIDE FOR NEW USERS

HCM TRAINING FOR NEW USERS

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Table of Contents

Chapter 1 4 Overview .......................................................................................................................................................................... 4

Welcome .......................................................................................................................................................................... 4 Scope................................................................................................................................................................................ 4 Purpose ............................................................................................................................................................................ 4 Employee Data Security ................................................................................................................................................... 4 Before You Start ............................................................................................................................................................... 4 New Hire Documentation ................................................................................................................................................ 4 Effective Dating (Job Data) .............................................................................................................................................. 5

Chapter 2 6 New Hire, Transfer/Rehire, Helpdesk New Hire ............................................................................................................... 6

Definition ......................................................................................................................................................................... 6

Chapter 3 8 Hire New Employee .......................................................................................................................................................... 8

Add a Person .................................................................................................................................................................... 8 Biographical Details Page ................................................................................................................................................ 9 Contact Information Page ............................................................................................................................................. 11 Regional Page ................................................................................................................................................................ 12 Organizational Relationship Page ................................................................................................................................. 12

Job Data Entry ................................................................................................................................................................ 13 Work Location Page ....................................................................................................................................................... 13 Job Information Page ..................................................................................................................................................... 14 Job Labor Page ............................................................................................................................................................... 15 Payroll Page ................................................................................................................................................................... 15 Salary Plan Page ............................................................................................................................................................ 16 Compensation Page ....................................................................................................................................................... 16 Employment Data Hyperlink .......................................................................................................................................... 17 Time Reporter Data ....................................................................................................................................................... 19 Benefit Program Participation Hyperlink ....................................................................................................................... 20

Create Employee Payroll Data ........................................................................................................................................ 22 Effective Dating (Payroll Data) ...................................................................................................................................... 22 Direct Deposit ................................................................................................................................................................ 23 Update Tax Distribution ................................................................................................................................................. 24 Federal Tax Data ............................................................................................................................................................ 25 State Tax Data ............................................................................................................................................................... 27 Update Employee Mail Drop ID ..................................................................................................................................... 28 General Deductions ....................................................................................................................................................... 29

Assign Work Schedule .................................................................................................................................................... 30


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Chapter 4 31 Suppress DDP Advice Print ............................................................................................................................................. 31

Chapter 5 32 View, Print, Save Employee Pay Advice .......................................................................................................................... 32

Chapter 6 33 Employee Transfer/Rehire ............................................................................................................................................. 33

Inter-Agency Method ..................................................................................................................................................... 33 Helpdesk Method ........................................................................................................................................................... 34

Chapter 7 35 Helpdesk New Hire ......................................................................................................................................................... 35

Chapter 8 36 Employee Termination ................................................................................................................................................... 36

Update the Employee’s Workgroup ............................................................................................................................... 36 Terminate the Employee in Job Data ............................................................................................................................. 38 Inactivate Time Reporter Status .................................................................................................................................... 39 Inactivate All Non-Standard General Deductions .......................................................................................................... 40


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CHAPTER 1 Overview

Welcome In this HCM training guide for new users we will demonstrate the basic HR functions needed to perform HR transaction processing in Share. This document is designed to be used in conjunction with a course instructor, initially, and as a reference guide after the training course.

Scope Although not all HR transactions are discussed in this new users guide, the most commonly used functions statewide are demonstrated.

Purpose The purpose of this guide is to provide the new HR admin or manager a solid understanding of the basics required to on-board new employees at their business unit, and to ensure you are comfortable navigating within the SHARE system environment.

Employee Data Security Employee data in SHARE is protected in many ways. Generally speaking an HR Admin can only view employee data in SHARE for those employees whose maximum effective dated JOB record falls within the business unit of the authorized HR Admin. You will have access to employees in your business unit, but you will not have access to employees in other business units.

Before You Start Ensure you have ample time to finish the new hire process. If you get interrupted during the new hire process, you may be timed out of the system. Depending on where you are in the process when you are kicked out, the system may create an “orphan” record. An orphan record will have an employee ID associated with it, but you will not be able to pull it up, which results in your having to contact the helpdesk to complete the new hire process for you.

New Hire Documentation Personal data needed for the new hire includes:

• Legal name (per SSN card), date of birth, gender, highest education level, home address, personal and/or work phone, work email address, i-9 verification documents, ethnicity.

Job data needed for the new hire includes:

• Start date, position number, end date (if applicable), position type (regular/permanent, temporary, term), pay group, FICA status, hourly rate, retirement plan and time reporter data to include the workgroup, the taskgroup and the task profile ID)


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Effective Dating (Job Data) Let’s discuss at a high level the basics of effective dating pertaining to JOB or any other record in SHARE using the graphic shown below.

• History Rows (rows that are earlier than the Current Row) • Current Row (rows that are earlier than or equal to the System Date) • Future Rows (rows that are later than the Current Row)


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CHAPTER 2 New Hire, Transfer/Rehire, Helpdesk New Hire

Definition A new employee hired by your business unit may have been a current/former employee of the State at another business unit, or already setup in Share as a Local Public Body employee.

To determine if the status of the person joining your business unit is a New Hire, Transfer/Rehire, or will be a Helpdesk New Hire, use the NMS Statewide Employee Search tool using the SSN of the new person.

Use the NMS Statewide Employee Search to determine if a new employee at your business unit was:

a) neither a former employee in Share, or a former LPB in Share

b) a former New Mexico State employee at another business unit

c) a former LPB (local public body) employee

Navigation: Workforce Administration > Job Information > NMS Statewide Employee Search

Enter the full 9-digit SSN number—digits only no formatting—and click on Search

For Training Purposes Use 987654321 (digits only) as the SSN


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Your search will result in ONE of the following (assuming SSN entered correctly with NO formatting):

(1) No Matching Values Were Found

(2) Person Found in Business Unit XXXXX (where xxxxx equals a 5-digit Business Unit number)

(3) Person Found in Business Unit LPBNM

Search Results Reason Action

(1) No Matching Values Were Found Person Does Not Exist In Share HIRE NEW EMPLOYEE Go To Chapter 3

(2) Person Found in Business Unit XXXXX Person is a Current/Former Employee TRANSFER or REHIRE Go To Chapter 6

(3) Person Found in Business Unit LPBNM Person is a Former LPB (local public body) HELPDESK NEW HIRE Go To Chapter 7


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CHAPTER 3 Hire New Employee

A new hire is an employee that will be hired by the State who does not have an employee ID in Share

• this definition includes LBP’s who worked for the State prior to the PeopleSoft Implementation, and who terminated before 7/1/2006

Add a Person Navigation: Workforce Administration > Personal Information > Add a Person


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Biographical Details Page

a) Enter the HIRE date b) Click the link to enter the name (the employee name must match the name on the SSN card) c) Enter the birthdate d) Select the gender e) Select the Highest Education Level (Optional) f) Select the marital status g) Enter the Social Security Number (Digits Only) of the new employee


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NOTE If you receive the message below and the SSN number you entered is correct, take note of the SSN and employee ID. You will not be able to complete the New Hire process. Submit a helpdesk ticket including the JOB DATA information for the employee.

This message is telling you that the SSN number already exists in Share for an existing employee. This can indicate:

a) The person you are hiring already exists in the system and already has an employee ID. b) The person does not exist in the system, but another employee has an incorrect SSN number

assigned to him/her. c) The person you are hiring gave you an incorrect SSN or you typed the SSN incorrectly.

Either way, you must discontinue the new hire process.


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Contact Information Page

a) Click on Add Address Detail > Add Address (check the effective date and make sure the status is “A” for active. Enter the address detail then click [OK].

b) Add the phone number. Indicate the phone number type, and then type the number into the

Telephone box. Do not add parentheses, hyphens or any other non-numerical numbers. A standard number should be typed: 5051234567. The system will convert the number to the following notation: 505/123-4567. If you are entering more than one number, click the preferred checkbox for the preferred number.

c) Add the email address. Indicate the email type, and then type the email into the Email Address box. All employees should have a valid work email address in their record. If more than one email address is entered, check the preferred checkbox for the preferred Email.

Note: Employee HOME state must be NEW MEXICO


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Regional Page

a) Enter the Ethnic Group. If the ethnic group is unknown, use the “Not Specified” code. b) Provide the military status, if provided by the employee c) Citizenship Proof 1 (use SSN) d) Citizenship Proof 2 (use NMDL for New Mexico driver’s license).

Organizational Relationship Page

a) Check the Employee checkbox b) Click the Add the Relationship button (system will assign Empl ID number and go to Job Data pages)


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Job Data Entry

Work Location Page

a) The system has assigned a new Empl ID number for the new employee. Please write it down until the New Hire process is fully completed.

b) On a new hire, the action will be “Hire”, but you must pick a reason code from the drop down list. The most common reason code is “New Hire”

c) Enter the position number, and then hit the “Tab” key on your keyboard. The Tab key will prompt the system to get all of the position data and fill in the blank fields like Company, Business Unit, Department and Location.

Note 1: The “Expected Job End Date” and the “End Job Automatically” checkbox should only be used for temporary or term employees.

Note 2: You should not change the Job Indicator field nor should you use the Override Position Data button. These are for specific uses, and you will be instructed when to use these, if necessary.


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Job Information Page

a) The employee class field is only used for specific agencies. You should be instructed by your agency HR staff if you need to use this field. Otherwise, this field should be blank.

b) The Officer code generally matches the Regular/Temporary field. If the position you are hiring the employee into is a non-classified position, then the “EX” Officer codes should be used.

Note: the USA flag contains information pertaining to the FLSA Status of the position.


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Job Labor Page No updates to this Page are needed.

Some positions are union affiliated positions, and the Union Code field on this Page indicates if a position is a union position (this information comes from the position setup)

Payroll Page

a) Enter the Pay Group

Note: the other fields on this Page will update automatically for a new hire.

I The only employees who should not have an “H” in the Employee Type field are salaried employees. Salaried employees are elected employee’s whose pay is set by statute.

II The Tax Location Code should always read “NEWMEXICO” III All employees should have “HOL” in the Holiday Schedule IV The Tipped drop down box should always read “Not Tipped” V The FICA Status should generally be “Subject.” Some agencies have exceptions for employees who

are set to “Medicare Only”. You should be instructed by your agency if you have employees who meet the criteria to be in this status.


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Salary Plan Page The Salary Administration Plan will default in from the position as will the Grade. Only certain agencies update this value in job data. If your agency does this for certain positions, you will be notified by your agency HR Staff.

Compensation Page

a) The employee’s hourly rate is recorded on the compensation Page. The rate code for the hourly rate of pay is “NAHRLY” which stands for North America Hourly. Type this code into the Rate Code box, or use the look up to select the “NAHRLY” value.

b) Enter the compensation rate up to six digits. c) Click the Default Pay Components button d) Click the Calculate Compensation button.

Note: If you do not click the Default Pay Components button and the Calculate Compensation button you will get an error message, and you will not be allowed to save the transaction.


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Employment Data Hyperlink

Clicking on this link will take you to the employment data [Information] page:


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From this page, click on the Time Reporter Data hyperlink (see next page for screenshot)


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Time Reporter Data

Note 1:

a) Enter the Effective Date (this date must match the hire date) b) Enter the Workgroup (required field) c) Enter the Taskgroup (required field) d) Enter the Task Profile ID (Although there is lookup button please avoid its use. The lookup can take a

long time, and you may be timed out of the system, resulting in an orphan record. e) Some agencies use the TCD Group Field and the Rule Element fields. Please enquire with your fellow

HR staff to see if these fields are used within your agency. f) System will automatically check both checkboxes if the workgroup and taskgroup have been setup

correctly. Then Click [OK] to return to the Employment Data page.

NOTE 2

You should NEVER uncheck the “Send Time to Payroll checkbox”.


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Benefit Program Participation Hyperlink

From the Employment Data page, click on the Benefits Program Participation hyperlink.

This page will appear:

a) BAS Group ID. Leave this field blank. When you save the new hire transaction, the system will populate

this field accordingly.

b) Eligibility Field 1: Do not enter a value into this field. When you save the new hire transaction, the

system will populate this value with “A”, “B” or “C” based upon the annual compensation of the new

hire

c) Eligibility Field 2: This field is not currently used.

d) Eligibility Field 3: This field indicates the retirement plan that the employee should be enrolled in


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e) Eligibility Field 4: Only certain agencies use this field. Please enquire with your fellow HR staff to see if

this field is used within your agency.

f) Eligibility Field 5: This field is used to indicate if an employee wants their benefits to be “POP”

(premium only plan – “pre-tax”) or “non-POP” (After- tax). Do not enter or change anything in this

field. General Services Department/Risk Management Division is responsible for maintaining this field.

g) Benefit Program Participation: The effective date will default in with the new hire effective date. Do

not update this value. The Benefit Program will default in with “NON”, non-benefited employee. Do

not change this value. When the system has run through the benefits process, which runs on a nightly

basis, this value will be updated automatically.

Note: If you have not done so already, write down the new employee ID that has been assigned.


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Create Employee Payroll Data

Effective Dating (Payroll Data)

Generally speaking, for any given pay period where two or more effective dated rows are inserted, the system uses the effective dated row equal to, or less than the pay end date.

So, in the example above if you inserted an Aug-01 effective dated row and saved it, and then inserted an Aug-03 update row BEFORE PAYROLL WAS PROCESSED, the system will use the Aug-03 row during data processing.


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Direct Deposit (for employees electing direct deposit)

Navigation: Payroll for North America > Employee Pay Data USA > Request Direct Deposit

a) Enter the effective date: you should use the same date as the hire date b) Make sure the status is “Active” c) Check the box to Suppress DFA printing of the DDP Advice d) Enter the Bank ID (routing number). The bank ID is always 9 digits in length and should never start

with a “5”. e) The employee should provide the bank ID to you, but you can find it for the employee if they provide a

voided check. f) Enter the account number g) The Deposit Type should be “Balance” h) The Priority should be “1”

Click on the Save button


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Note: Employees are only allowed to deposit into one account. Employees may not choose to direct deposit a portion of their earnings into one account and then receive a check (warrant) for the remainder.

Update Tax Distribution Navigation: Payroll for North America > Employee Pay Data USA > Tax Information >Update Tax Distribution

a) Ensure that State = NM b) Distribution = 100%.

Note: If this data is not correct, add a row and update the fields to the correct value(s).


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Federal Tax Data Navigation: Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data

Note When you hire an employee, the system automatically adds a new effective dated row equal to the Hire date, and sets the Federal/State Withholding Status as follows:

• Marital Status = Single • Withholding Allowances = 0.


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a) Ensure the Exempt from FUT checkbox is checked b) You should not change the radio button in the Special Withholding Tax Status Box. The value should be

kept at “None”. The only other value that can be used is Maintain Taxable Gross. The value should NEVER be set to “Do Not Maintain Taxable Gross and Do Not Withhold Tax”.

c) Update the Tax Marital Status to Married, if the employee indicates this status on the W-4 d) Update the Withholding Allowances accordingly e) Check the “If married, but withholding at single rate” checkbox only if this value is indicated on the

employee’s W-4 f) If the employee would like to have an additional amount deducted each pay period, indicate the

amount in the FWT Additional Amount Box. g) If the employee would prefer to have an additional percentage amount deducted each pay period,

indicate the amount in the Percentage Box.

Note: The employee can change the withholding Status and Allowance via the W-4. All employees and employers are required to have a copy of the employee’s most recent W-4 on file. An employee can choose to update this form whenever they opt to change their status and/or allowances.

Sample W-4 Form


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State Tax Data

a) Ensure State = NM b) You should not change the radio button in the Special Withholding Tax Status Box. The value should be

kept at “None”. The only other value that can be used is Maintain Taxable Gross. The value should NEVER be set to “Do Not Maintain Taxable Gross and Do Not Withhold Tax”.

c) Update the Tax Marital Status as shown on the employee W-4 d) Update the Withholding Allowances accordingly e) If the employee would like to have an additional amount deducted each pay period, indicate the

amount in the Amount Box.


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f) If the employee would prefer to have an additional percentage amount deducted each pay period, indicate the amount in the Percentage Box.

Update Employee Mail Drop ID Navigation: Payroll for North America > Employee Pay Data USA > Update Payroll Options

Click on Payroll Options 2 Page

a) Indicate the appropriate Mail Drop ID used by your agency. Most agencies have multiple Mail Drop IDs to indicate 1. Business unit and 2. Department or bureau within the business unit.

Note: There are No other fields on Page 1 or Page 2 that should be updated.


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General Deductions Navigation: Payroll for North America > Employee Pay Data USA > Deductions > Create General Deductions

a) Add deduction code WCEMP (Workers Compensation Employee). b) Make sure the effective date is the same as the hire date. c) On the top scroll level, use the [+] button to add the second deduction code d) Add deduction code WCST (Workers Compensation State Share). e) Make sure the effective date is the same as the hire date, then [Save] the update.


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Note:

• All employees are required to pay a quarterly Worker’s Compensation Fee. • Currently, the employee pays $2.00 once per quarter, and the employer pays $2.30. • These deductions are called general deductions, and it is up to the HR staff to set these up. • Do not inactivate the Worker Comp deductions upon employee termination.

Assign Work Schedule

NOTE: For Employees Not Working 8 Hours Mon-Fri Navigation: Time and Labor > Enroll Time Reporters > Assign Work Schedule

a) The system will setup the DEFAULT schedule for all employees b) For Employees Not Working 8 Hours Mon-Fri add a row and change the effective date. The effective

date must be greater than the highest effective dated row present. Use the next pay period begin date rather than change a schedule mid-pay period.

c) Choose the Assignment Method of “Select Predefined Schedule” d) Use the lookup function under the Schedule ID to identify the appropriate schedule.

Note: If the required schedule is not found, you must submit an HCM helpdesk ticket requesting that a new schedule be created.


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CHAPTER 4 Suppress DDP Advice Print

Navigation: Payroll for North America > Employee Pay Data USA > Request Direct Deposit

a) Click on the Plus sign to add a new row b) Whenever possible, use the start of the new pay period c) Click on the Suppress DDP Advice Print checkbox, to prevent DFA from printing the advice

Click on the Save button to save the changes


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CHAPTER 5 View, Print, Save Employee Pay Advice

Navigation: Payroll for North America > Payroll Processing USA > Produce Payroll > NMS My Paycheck Employees - HR

• To view, print, or save a copy of your employee’s pay advice navigate to Payroll for North America >

Payroll Processing USA > Produce Payroll > NMS My Paycheck Employees - HR.

• From the “View Paycheck” list of pay advices, click on the View Paycheck hyperlink (circled below) for

any specific pay advice you would like to view, print, or save.

• After viewing, printing, or saving the pay advice, close the window that was opened to be returned to

the “View Paycheck” list of pay advices.

• If the pay advice is printed be sure to immediately retrieve the pay advice from the printer—especially

if you are using a shared printer.


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CHAPTER 6 Employee Transfer/Rehire

Inter-Agency Method If your search results from Chapter 2 reveal that your new employee previously worked at another State agency, you may wish to use the Inter-Agency method for the employee rehire or transfer.

To use the Inter-Agency Employee Transfer/Rehire Form method, follow these easy steps:

a) Copy and Paste http://share.state.nm.us/ into your browser b) Click on the HCM Forms link located on the right-hand upper column c) Click on Transfer/Rehire Form to download the form d) Click on Save, to save the form to your PC, then click on Open (Assuming Use Of Internet Explorer) e) Fill out the form with the applicable JOB data for the employee Transfer/Rehire f) Email the form to the HR Admin contact at the former Business Unit where the employee worked g) Verify your access to the new employee in Share after the Sending agency updates Share h) Follow the procedures outlined in CHAPTER 3 to Review/Update your new employee’s data as

follows: I. JOB DATA

II. PERSONAL DATA III. TIME REPORTED DATA IV. ASSIGN WORK SCHEDULE V. GENERAL DEDUCTIONS

VI. ADDITIONAL PAY VII. DIRECT DEPOSIT

VIII. FED/STATE TAXES IX. MAILDROP ID

Note: Ask your HR manager or coworkers regarding use of the Inter-Agency Employee Transfer/Rehire Form

http://share.state.nm.us/


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Helpdesk Method If you encounter any major delays or difficulties using the Inter-Agency Method, you may use the Helpdesk method for the employee rehire or transfer.

To use the Helpdesk method, follow these easy steps:

a) Copy and Paste http://share.state.nm.us/ into your browser b) Click on the HCM Forms link located on the right-hand upper column c) Click on Transfer/Rehire Form to download the form d) Click on Save, to save the form to your PC, then click on Open (Assuming Use Of Internet Explorer) e) Fill out the form with the applicable JOB data for the employee Transfer/Rehire f) Email the form to the [email protected] g) Verify your access to the new employee in Share after your Easy Vista Helpdesk has been processed h) Follow the procedures outlined in CHAPTER 3 to Review/Update your new employee’s data as






mailto:[email protected]


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CHAPTER 7 Helpdesk New Hire

If your search results from Chapter 2 reveal that your new employee previously worked at a Local Public Body (LPB) use the Helpdesk method for the employee rehire or transfer.

To use the Helpdesk method, follow these easy steps:

i) Copy and Paste http://share.state.nm.us/ into your browser j) Click on the HCM Forms link located on the right-hand upper column k) Click on Transfer/Rehire Form to download the form l) Click on Save, to save the form to your PC, then click on Open (Assuming Use Of Internet Explorer) m) Fill out the form with the applicable JOB data for the employee Transfer/Rehire n) Email the form to the [email protected] o) Verify your access to the new employee in Share after your Easy Vista Helpdesk has been processed p) Follow the procedures outlined in CHAPTER 3 to Review/Update your new employee’s data as






mailto:[email protected]


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CHAPTER 8 Employee Termination

A termination occurs when the employee leaves the state’s employ. A termination can be voluntary or involuntary. The steps for an employee retirement are the same as for a termination.

Note:

• If the termination is due to death, do not follow these steps. Contact Central Payroll as soon as you learn of the death, and follow the “Agency Instructions to Process the Death of an Employee” which can be found on Central Payroll’s website.

• When an employee terminates, there are steps to pay out the employee’s terminal leave (Annual, Sick, Comptime). The following steps do not cover this; you must contact Central Payroll for guidance.

• When performing system entry, it is important to understand that the effective date of the termination is the day after the last day worked (in other words, the effective date is the first day of termination). This concept is used throughout the termination process; if you use an effective date that corresponds to the last day worked, the employee will not get paid correctly and you will have to submit a help desk ticket to have the correction made.

Update the Employee’s Workgroup Navigation: Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data

As soon as you learn of an employee termination or retirement (even if you have not received official notification), this step should be completed. This step will ensure that an employee is not paid after the termination date. An employee can be paid after the termination date if the employee has payable time generated that the supervisor then approves.


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a) Add a row to the current time reporter data. b) Change the effective date to the day after the last day the employee is supposed to work. If the

employee’s last day of work is Friday, 12/6/2013, the effective would be Saturday, 12/7/2013. c) Clear out the workgroup and type in “INACTIVE”

Note: Do not clear out the Taskgroup or Task Profile ID fields.


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Terminate the Employee in Job Data Navigation: Workforce Administration > Job Information > Job Data

Note: if the employee has a Multiple Component of Pay (MCOP) other than supervisory pay, the MCOP must be deactivated prior to terminating the employee. Deactivate the MCOP by adding a row using the termination date (Action: Pay Rate Change, Reason: Inactivate MCOP) and removing the MCOP, so that only the NAHRLY rate code remains. After removing the MCOP, you must click [Default Pay Components] and then [Calculate Compensation] before saving the pay change. Once you have completed this action, follow the below instructions, but make sure the Sequence # for the row is ‘1’.

a) Add a row to the existing job data. b) Update the effective date to the day after the last day worked. c) Update the Action drop down box to either “Termination” or “Retirement” d) Enter the appropriate Reason code, and Save the changes


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Inactivate Time Reporter Status Navigation: Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data

a) Add a row to the current time reporter data. b) Change the effective date to the day after the previous effective dated row c) Change the Time Reporter Status from Active to Inactive, and Save the change.

Note: Do not clear out the Workgroup, Taskgroup, or the Task Profile ID fields.


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Inactivate All Non-Standard General Deductions

Do Not Inactivate the Worker’s Compensation General Deductions (WCEMP, WCST)

Navigation: Payroll for North America > Employee Pay Data USA > Deductions > Create General Deductions

a) Add a new row. b) Use the effective date of the pay period begin date after the last day worked (generally corresponds to

the termination date). c) Put the same date as the effective date into the Deduction End Date field. Then [Save] the transaction.

Note: if the employee wants to pay all or a portion of the terminal leave into deferred compensation (NMDEF), do not inactivate that general deduction until all terminal leave has been paid out.

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