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©2016-2019 PeopleGuru, Inc. All rights reserved. │ 1 Getting Started Solutions Overview PeopleGuru ® provides core HR and payroll through a pure cloud-based solution with role-based access. Roles bundle menu options into rolled-up sets. For HCM Essentials training, we'll focus on two roles. The Payroll & HR Enterprise role provides HCM access to maximum employee information, including HR Core, Payroll, Benefits Management, and more. For employees, the Employee Enterprise role provides an employee level roll-up of the most functionality for social engagement, benefit enrollment, self service payment information and more. Additional roles provide separate sets of functionality based on access needs. HCM Essentials Guru Guide

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Page 1: PeopleGuru HCM Essentials Guide - ourhcm.com · HCM Essentials Employee Master Employee Master is the key HCM profile record. This contains personal, HR, compensation, and primary

©2016-2019 PeopleGuru, Inc. All rights reserved. │ 1

Get

ting

Star

ted

Solutions Overview

PeopleGuru® provides core HR and payroll through a pure cloud-based solution with role-based access.

Roles bundle menu options into rolled-up sets.

For HCM Essentials training, we'll focus on two roles.

The Payroll & HR Enterprise role provides HCM access to maximum employee information, including HR Core, Payroll, Benefits Management, and more. For employees, the Employee Enterprise role provides an employee level roll-up of the most functionality for social engagement, benefit enrollment, self service payment information and more.

Additional roles provide separate sets of functionality based on access needs.

HCM EssentialsGuru Guide

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Login

What You'll NeedTo get started, you'll need:

the link from your organization and...a computer, smart phone, or tablet that's connected to the internet or your organization's intranet

In most cases, you'll also need an email address. If you don’t have an email address, you can create an email account for free using one of the numerous providers available. If you have a cell phone number in your pre-existing employment file, you may be able to verify your registration by text message instead of email address.

Go to the system link using a web browser on your mobile device or a computer. Another option is to download the PeopleGuru Employee Mobile app.

RegisterThe first time you access the system, you set your own user name and password. Here's how.

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1. On the Login page, click on Register. 2. Enter your information and click Next.

Required: First Name, Last Name, Last 4 Digits of your SSN, and Zip Code (zip code from your home address)Recommended: Cell Phone and Mobile Provider Email address (required if no cell phone number already in your employment records)Choose to "Receive Email Notifications" and optionally choose to "Receive Text Notifications".

Note: If your email address isn’t in the system as your primary email address (and if your employment records don’t have a cell phone number defined), when you click on Next, you will also be asked to complete your full Social Security Number and Date of Birth. Complete this additional information, and then click on Next again.

3. Enter your credentials and click Next: User Name (minimum of 5 characters): Your user name will need to be unique within your organization. If the first user name that you try is already taken, try a slightly different user name.Password (must be a strong password with a length from 8 to 55) and then Re-type Password.Select a Security Question and then type your Security Answer.

4. Click on Register. If any on-screen messages display, change any entries as needed, then click on Register again.

5. Choose a verification method, and click on Send Code.

If your cell phone was in your employment file, this method can be a text message.

Otherwise, the verification method is by email.

6. Check your email/phone to retrieve the authentication code. 7. Enter code to complete the registration process, and click on Activate.

Log InEach time that you login, you'll need your company's HCM website link, your user name, and password. You'll also need access to your email for the same address that's registered in the system or your mobile device that receives text messages sent to your cell phone number. On the login page, enter your User Name, enter your password, select your Role, mark the checkbox to agree to the terms of use, and click on "Login to Website."Two-factor device authentication is required when logging on. This requires validating your device via email or SMS text message. The system proactively determines when your browser/device may have changed and asks you to re-authenticate.

Timed Out?A session times out after over 15 minutes without activity. If your session times out, logout and either login again or leave the session closed.

Forgot PasswordIf you forget your password, click on the “Forgot password?” link on the login page. Enter your User Name, last 4 digits of your Social Security number, the zip code for your home mailing address, and answer one of the security

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questions that you setup when you registered.

Password ChangesPeriodically, your password will expire and will need to be reset. You’ll be prompted when you try to login.

Search and SelectRoles with the search bar can switch Roles or search: People, Menus, or Reports.

1. From the upper navigation, choose to switch Roles, or search: People, Menus, or Reports.

2. Enter a name or search term , and press enter (or click on the magnifier icon).

Optionally Filter Search Results

Select "Master" or "Select Employee"

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HCM Essentials

Employee MasterEmployee Master is the key HCM profile record. This contains personal, HR, compensation, and primary assignment information.

Records are listed based on the applied filters. Optionally, find an employee through the search, or filter the Employee Master listing.

1. Click on the filter icon. 2. Expand the Employee Filters option to be for "All Employees." 3. Choose search criteria. 4. Click on Apply Filters.

Employee Master Listing

To open a particular employee's Employee Master, click on "View Record."

Employee Master: Personal Tab

The tabs of the Employee Master provide information for core HCM, core payroll, and information that ties to additional modules.

Personal tab: Core HCM data including name, Social Security number, address, and EEO demographics information.HR tab: Service dates, ACA-related setup, any termination, succession, union information, and an attendance policy for use with the system's timekeeping options

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Service Dates and Benefit InformationOriginal Hire. When the employee was first hired in this Company.

Note: PeopleGuru's TLM Employee Profile has an Accrual Date automatically populated with the Adjusted Hire Date (or the Original Hire Date if no Adjusted Hire Date is defined). So, the Adjusted Hire date drives when Accruals start. Further, the Probation End Date compared to the Accrual Date will be the number of days for the Probation for Accruals.

Probation End. The Probation End date defines when an employee's probationary period ends, and V8 TLM calculates an employee's probation period for accruals as the number of days' difference between the TLM Employee Profile's Accrual Date and the Probation End Date. If the Probation End date is blank, then the accrual probation days will be 0 on the TLM Employee Profile. (The new hire process includes the Probation End date, which will automatically default based on the setup of a benefit eligibility rule for probation.) Pension Date. A Pension Date can be entered and used for reporting.Adjusted Hire. The begin date for accrual hours' processing will be based on the Adjusted Hire date if it is defined. Often the Adjusted Hire Date equals the original hire date or the rehire date.User Date. Refer to your organization's policies because the user date can be used as an additional employment-related date for Adhoc reports or as part of custom processing.Benefit Eligibility. Benefit Eligibility (also known as a Benefit Service Date) is the date when an employee becomes eligible to have benefit coverage. The self-service benefit enrollment refers to this date, and combined with a client-level number of days setting can allow enrollment. (The new hire process includes the Benefit Eligibility date, which will automatically default based on the setup of a benefit eligibility rule for benefit service. A newly eligible enrollment is also based on a change to an employee's Benefit Profile.)

ACAACA Coverage Starts and ACA Coverage Ends are read-only dates that populate with stability periods after a measurement period is fully processed.ACA Hire Date. This is when the employee's most recent initial measurement period began. In most cases, this should be the original hire date or rehire date, depending on which date is needed to meet compliance requirements regarding breaks in service.

Termination InformationTermination Date: When was the employee's last date of employment with this company?Pay Term. Date. The Payroll Termination Date should be the end date of the last pay period where the employee had any time or earnings. If using PeopleGuru Time and Labor Management, also make this date after the last pay period with any time information.

Compensation tab: Company assignment, employment type, payroll information, and dates related to salary and performance administration.

Salary and Performance Review InformationSalary Review. Date of Last Salary Review.Salary Effective. Date of last salary change's effective date.Last Rating. Normalized value from 1 to 5 for last performance review ratings, if any ratings are transferred from Performance Management or are manually entered. Last Perf. Review (Last Performance Review): Date of the last performance review event including this employee.

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Next Perf. Review (Next Performance Review). The date of the next anticipated performance review. Frequency. Frequency of reviews.

Assignment tab: An employee's primary position detail assignment.Each position allocation has a Begin date for when the allocation began and End date if the allocation has ended or has an anticipated end date.The position assignment also shows an overall, read-only Begin Date and End Date (if the employee is terminated) for all position allocations defined for this position code.

Time and Attendance tab: Settings and dates related to Version 8 Time and Labor Management (TLM).Calculation Rule and Start Date. The Calculation Rule drives core timekeeping policies and calculations and its Start Date identifies when it is first applied. Schedule Template and Start Date. This is the standard Schedule Template for an employee's scheduling and its Start Date.Flex Template and Start Date. For employees who work a flexible schedule, this is the Flex Template for an employee's flexible scheduling and its Start Date.Potential Template and Start Date. For employees whose schedules don't follow a set pattern, a potential template can be defined to compare the available schedules, and this is then selected as the Potential Template with its corresponding Start Date.

Additional Information tab: Custom employee fields and person fields for candidates and employees can be defined per organization and can include a variety of field types, including dates. Timeline tab: Per organization, Timeline setup can be implemented to identify which events and changes create timeline items. This summary information then becomes available on the Timeline tab.

Note: Other important dates are on detail screens, including on Position Assignments, Benefit Details, and more.

Employment Life Cycle"Go to the Guru" for key HR events: Employee menu> HR Events. Each Guru provides steps for important processes.

Custom Gurus can be added to different roles. So, your available page Gurus may have different steps or wording.

Other actions are available from the menus and actions on the Employee Master.

Action Access

Recruit Recruitment is managed through the Recruiter role and is typically implemented after Phase 1 of implementation has been completed and other self-service options are in use.

Onboard Employee menu> Onboard Employee to create an invitation for someone to complete self-service onboarding. This is often implemented after recruitment is in use.

New Hire Employee menu>HR Events> New Hire Guru: The core new hire is also available by clicking on the Employee Master listing's + (plus) icon

Termination Employee menu>HR Events> Termination Guru: The termination process wizard within the Termination Guru can be launched separately by changing the Termination Date on the Employee Master's HR tab (if the employee doesn't already have a terminated Status on the

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Action Access

Personal tab of the Employee Master).

Rehire Employee menu>HR Events> Rehire Guru

Company Transfer Change the Company code on the Employee Master's Compensation tab.

Position Assignments Change the primary Position Code on the Employee Master's Assignment tab.

Salary Adjustment Change the Pay Amount on the Employee Master's Compensation tab.

Employment Type Change

Change the Employment Type on the Employee Master's Compensation tab.

Life Event Change the Marital status on the Employee Master's Personal tab.

One event can block another if approval is required and an event hasn't been completed. For instance, if a new hire is still pending, a termination cannot be submitted before the new hire is approved.

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New HiresTo complete the new hire process and access key steps afterward, go to the guru: Employee menu>HR Events> New Hire Guru.

The first step of the New Hire Guru is the New Hire Wizard.

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1 New Hire

Process a new hire.

The New Hire Wizard is the core hiring process. Completing the new hire wizard populates fields on the Employee Master record and can auto-assign benefits through a benefit profile, optionally create of an auto-pay detail record (through marking the checkbox to create an auto-pay detail) and auto-creates of tax details based on federal, local tax locality, and state selections.

Step 1

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Step 2

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Step 3

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Step 4

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Confirm

Completed

Completing the employee New Hire Wizard creates a master record for a new hire, generates new employee system-records, and provides an access point for setting up benefits, additional payroll records, etc.

To help you review and complete additional information as needed, the New Hire Guru often includes:

2 Employee Master

Review the master record.

Verify, and enter further information as needed. When the New Hire Wizard is completed and approved (if approval required), the entered information migrates into a new Employee Master record with the Employee Number.

3 I-9 Data

Verify I-9 data.

Often, this is entered during onboarding.

4 E-Verify

Launch the E-Verify Dashboard, and submit a case.

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This is for an organization that uses E-Verify and is authorized for web services. Additional login credentials are required for E-Verify web services.

5 Auto Pays

Manage recurring hours and earnings.

When the checkbox for Employee Auto Pays is marked during the new hire wizard, new hire processing automatically creates an Employee Auto Pay Detail for the employee.

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6 Benefits

Review benefit plan assignments.

The new hire process creates default Employee Benefit Plan Details when a benefit code is marked to auto-create and the employee is assigned a benefit profile that has that benefit code selected.

7 Hours Accrual

Confirm assigned time off policies.

8 Deductions

Confirm employee and employer-paid deductions.

Benefits create employee deductions. Add additional deductions as needed.

9 Taxes

Verify federal, state, and local taxation.

The new hire process creates Employee Tax Detail when the tax code is marked to auto-create and the company code equals the employee's company.

9 Net Pays

Confirm any direct deposits and the default check.

The new hire process creates a default Net Pay check record, when a default net pay code exists in the system.

10 Profile

Review the employee profile.

The employee profile has an overview of many system details and eDocuments.

Additionally, where employee self service is implemented, a System User Detail will be added by the new hire process. The employee can later register and login to employee self service.

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Employee MenuThe employee menu groups employee-related data for HCM and payroll.

Employee Details

Benefits DataBenefit detail information shows the results of any completed benefit enrollments and has supplementary screens for additional information and exports.

Benefit Plans define employee benefit assignments. For a complete accounting of expenses, a benefit can drive both the employee premium deductions and employer contributions COBRA Plans supply information for any custom COBRA notification letter or custom COBRA election forms. Plan Dependents a listing for an Employee Benefit Plan that shows an employee's benefit-eligible dependents based on the coverage and whether those individuals are covered under that benefit detail. Precondition: Before anyone can be covered under a benefit plan as a child dependent or spouse/domestic partner, that individual must first be identified by having an Employee Contacts Detail record with the checkbox for Benefit Eligible selected along with the checkbox to identify the type of relationship: (a) "Child Dependent" for a child or (b) Spouse or Domestic Partner for a spouse or domestic partner. Also, the benefit plan and coverage level need to be defined to allow the type of dependent to be selected for the plan. Plan Beneficiaries a listing for an Employee Benefit Plan that shows an employee's beneficiary based on the coverage and whether those individuals are covered under that benefit detail. For beneficiaries, enter the percentage for this beneficiary in the Beneficiary % field. More than one beneficiary can be set up for a particular benefit plan for a particular employee, but the total Beneficiary percentage should not exceed 100 percent. Family Members are contacts define who is an employee's eligible benefit recipient and who is the employee's emergency contact. On the Employee Contacts Detail screen, manage an employee's emergency contact, other contact, beneficiary, and dependent information. HMO Details indicates an employee's designated primary care provider for HMO plans. Health and Welfare is used to track an employee's medical visits, illnesses, treatments, approvals, and costs, when necessary for record-keeping purposes.Hours Accrual defines the rate by which benefits may accrue. You can set the rate, carryover, reset, total max, and a variety of ways the accrual and frequency may happen.Benefit XMIT Detail shows the results of any defined carrier integrations.

HR DataFeatures in HR Online include core HCM functionality on the employee master, details, and process workflows.

Assets are items provided or checked out to an employee for use on the job or for after-hours communication with the office. Assets typically represent laptops, cell phones, company vehicles, as well as any other items that the organization needs to track and collect when the employee leaves the company. Certifications and license records log professional certifications and qualifications, including type of certification, certificate number, effective and expiration dates, charter or region, and whether the certification is from an organization that is accredited in the United States.

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Disabilities logs information about accommodating employees' disabilities that require accommodation or affect employees' access to their work environments or job functions. eDocuments shows records of assigned or signed e-documents as needed according to an organization's policies.I-9 Detail records employment authorization information on Employee I-9 Data Details.

Tip: This can be used in conjunction with an integration with the U.S. E-Verify system for organizations enrolled in E-Verify.

Official Documents can be used to house records of official documents as needed according to an organization's policies. Position Assignments is used to track employees' assignments, including the one primary position assignment that is also seen on the Employee Master. Salary History holds future salary increases and keeps previous salary review decisions, such as when an employee last received a pay increase and how much, on record. Later, on or after the effective date, processing a salary-update batch posts adjusted pay amounts and modes to master records. This detail also can be created by using the Salary-Budgeting module.

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Employee Positions and Position Rates

Sometimes an employee will have one position within your company but wages for the position are allocated to multiple locations, departments, etc. Many times the employee may be paid a different hourly rate when working that position in a specific location or department.

Previously, multiple core position records were required for the employee to properly track these allocations. Maintaining this information can be very time consuming and sometimes confusing.

With Position Rates, you can define one core position record for the employee and assign multiple different Tier Code and labor allocations as well as other information to the position, without creating additional positions. Position Rate information includes:

Description textRate information effective datesPrimary position indicatorUse master hourly rate indicatorOverride hourly rate to pay wagesAllocation percentage for rate informationShift codeState taxing worksiteLocation, Department, and tier codes

Position Rates

The position detail is separated into a core position and one or more position rates.

These rate details have 2 views.

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Carousel View List View

List view has additional features:

Show/Hide History: To view any terminated allocations for this position, click on the Show History icon. If there are no position rates that have ended, then none will display.Customize Columns: To customize which of the available columns display in list, click on the gear icon, then Customize Columns. Adjust columns as needed, and save.Edit in List View:

To change multiple position rates at the same time or even add a new position rate for a position, complete edits in list view.To add a new position rate, you can click on the Add button under the list view. If some fields aren’t visible when adding a new allocation, the selected position rate’s information will be used as default.

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While working with position rates:

Only one active position rate may be marked as Primary for all positions. This also denotes the primary position.Within each position assignment, the total Allocation % should be 100.

Deep Dive: Allocation MathAllocate between separate Position codes using the FTE Allocation (maximum should be 1.00) for the Full Time Equivalent, and subdivide positon rates using percentages (total should be 100).

Within the same position:

To evenly split 2 position rates, each would have an Allocation % of 50.For splits that are uneven, such as 3 position rates split evenly, the primary one could be 33.34, the second defined as 33.33, and the last as 33.33 also. That would keep the total position rate allocation equaling exactly 100%.

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HR EventsHR events information provides supplementation information for termination events and results from other processes.

Absences view employee absences on the Employee Attendance (Absence) Detail. Often, absences are due to illness, vacation, leave, or jury duty. Most organizations opt to have most absence details autocreated by linking particular earnings to attendance codes. When that is setup, payroll charges hours are charged against an Earnings code that is associated with an Attendance code and auto-creates a detail when payroll posts.

Employee Attendance (Absence) Detail is accessed to provide additional information about an absence or to view absence records that were created by posted payrolls. Having attendance detail records enables reporting on absences due to OSHA incidents, disabilities, and leaves of absence that may or may not be covered by the Family Medical Leave Act (FMLA) or by workers' compensation plans. An authorizing supervisor, labor cost, physician name, and physician approval can be entered.

Disciplinary Actions track employee infractions against company policies, business rules, and laws. Record circumstances, dates, and consequences. OSHA Cases records on the Employee OSHA Cases Detail and OSHA Physicians Visits Detail supply the information for OSHA record keeping and illness and injury reportingOSHA Physician Visits records information for an employee who visits a physician regarding an OSHA incident

Termination Detail shows an employment separation, such as a termination or retirement, and shows when and why an employee ceased to employment with the organization. Exit interview information and the flag for re-hire eligibility are housed in this detail. A termination detail keeps a record of an employment separation even after an employee is re-hired.

HR ResumeHR resume information provides resume-like detail for current and former employees.

Awards works with the social recognition module and records an employee's awards and why and when they were given.Education records an employee's level of education or progress towards a degree. Employment History records an employee's previous employment with other employers.Skills records an employee's skills. Testing records an employee's previous tests and budgeting for those tests. Veteran Status is used to record information for VETS-100A reporting.

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Employee TerminationsGo to the Guru for termination steps.

1 Performance

Review performance management.

2 Disciplinary Actions

Record any final disciplinary actions.

3 Employee Master

Select the employee and review the master record.

4 Terminate

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Terminate employment and manage advanced details.

Termination processing has a Required tab for core termination information, and an Advanced tab to control editing related detail records.

Required

Advanced

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5 COBRA Details

Manage COBRA details.

If your organization will have a custom COBRA notification letter, then your organization may want to track some COBRA information in the system. This can be done on COBRA details.

6 Employee Payroll Entry

Enter any severance pay. Adjust any auto-paid earnings as needed.

For jurisdictions (such as California) that require a same day termination check, that can also be created from Employee Payroll Entry.

Transaction ApprovalsTransaction approval is the place for an authorized approver to sign-off.

The Daily Feed has a "Transaction Approvals" tab.

Tabs on the Daily Feed

The Transaction Approvals tab lists transactions in a visual, interactive listing with action buttons.

View a Transaction Approval Item

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Report ExamplesThe Report Navigator is the reporting tool that is used to generate standard and customized reports.

Many of these reports have filtering criteria that control the report output.

Select a tab for the report category, then select from the listed reports.

Note: When a report is processed, your role and security level define the available data. Entire reports may be restricted or blank.

Employee Pay Profile ReportThe Employee (Pay) Profile Report, PAY00020, contains a complete employee payroll profile for each employee. Payroll information from Employee Master records is included, along with detail information for Auto Pays, Taxes, Benefit Plans, Deductions, Pay Rates, Net Pays, and Payroll Alerts.

Employee Profile ReportThe Employee Profile Report, PER00038, provides an employee human resource profile for employees. Human resource related information from Employee Master records is included for employee, assignment, organization, compensation, and demographics.

Copyright ©2016-2019, PeopleGuru, Inc. All rights reserved.

Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser's personal use without the written permission of PeopleGuru, Inc.

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