Setting up the education and skills record

Shortcut/Mask: HREMES

You use the Education and Skills window to set up and change an employee's education and skills record.

The Education and Skills window contains the following tabs:

General
Tuition
License/Certifications
Skills
Training
Course Units
Experience
Work History

To set up the education and skills record, complete the following steps:

Open the window by typing HREMES in the Search field and pressing Enter.
Select Add.
View the following fields on the window header:

Note: The window header consists of information from the Employee Master window. An employee must be previously defined in the Employee Master window before you can create records on this window. All the header fields are read only. However, the fields are enabled when in the Search mode for use as search criteria.
- Entity: Indicates the employee's entity ID from the Employee Master record. The entity code is used to identify security clearance.
- Employee ID: Indicates the employee's ID number from the Employee Master record. This is the primary identifier for an employee throughout Human Resources (HR) and Payroll.
- SSN: Indicates the employee's Social Security number from the Employee Master record.
- Name: Indicates the employee's name from the Employee Master record. This is system-defined based on the employee ID.
- Type: Indicates the employee's type from the Employee Master record. This is system-defined based on the employee ID.
- HR: Indicates the HR employment status code from the Employee Master record. This is system-defined based on the employee ID.
- PY: Indicates the employee's Payroll status from the Employee Master record. This is system-defined based on the employee ID.
Complete the following fields in the General tab:

Note: Use the General tab to track degrees an employee has attained or is in the process of attaining. If an employee was hired through the applicant tracking process, any information entered on the Applicant Education window appears on this tab.
- Action: Select the action or purpose for entering or modifying a record.
- Degree: Select the degree earned or in the process of being earned by the employee.
- Type: Select the type of course unit system. For example, “S” (semester) or “Q” (quarter).
- Pending: Select whether the degree is pending completion.
- Issue Date: Enter the date the degree was issued or awarded.
- Credits: Enter the number of credits earned toward the degree or educational goal.
- GPA: Enter the grade point average associated with the degree entry.
- Major: Select a major code and a description associated with the code automatically populates. If you select 00, then you must manually enter the description. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Minor: Select a minor code.
- Institution: Enter an institution code and a description associated with the code automatically populates. If you select 00, then you must manually enter the description. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Misc: Enter any miscellaneous information. The first two fields are character, the next two fields are numeric, and the last is a date field.
- Notes: Enter any notes associated with the entry.
  
  Back to Top
Complete the following fields in the Tuition tab:

Note: You use the Tuition tab to monitor tuition reimbursement records stored by fiscal year. The benefit available amount is monitored by calculating the current expenses against the maximum reimbursement for the employee for the given fiscal year.
- Action: Select the action or purpose for entering or modifying a record.
- Course Title: Enter the title of the course associated with the tuition reimbursement.
- Fiscal Year: Indicate the fiscal year associated with the tuition reimbursement.
- Course Category: Select the course category code. For example, "CH" (Chemistry), "BI" (Biology), etc. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Education Institute: Enter the educational institute where the course was taken. Possible values are restricted to those defined in the Non-Entity Specific Codes table. If you enter an education institute code of 00, you must manually enter a description. If you enter a code other than 00, the description associated with the code is automatically populated.
- Taxed: Select whether the tuition reimbursement amount is taxable or non-taxable.
- Course Grade: Indicate the grade received for the course.
- Course End Dt: Indicate the date the course ended.
- Submit Dt: Indicate the date the course work information was submitted.
- Check Request Dt: Indicate the date the tuition reimbursement check was requested.
- Tuition: Enter the dollar amount associated with the tuition cost.
- Books: Enter the dollar amount associated with the cost of books.
- Other Cost: Enter any additional costs associated with the tuition.
- Total Cost: Indicates the total cost of tuition, books, and other costs associated with the tuition reimbursement.
- FY Max Reimbursement: The fiscal year maximum reimbursement amount is defined in the State Income Tax CDH Defaults (HRRQSS) window.
- FY Benefit Available: The fiscal year benefit available is system-defined based on all the records for the employee for the same fiscal year.
- Misc: Enter any miscellaneous information. The first two fields are character, the next two fields are numeric, and the last is a date field.
- Notes: Enter any miscellaneous notes associated with the tuition reimbursement.
  
  Back to Top
Complete the following fields in the License/Certifications tab:

Note: You use the License/Certifications tab to track miscellaneous types of certifications and licenses such as a driver’s license.
- Action: Select the action or purpose for entering or modifying a record.
- License/Cert Type: Indicate the type of license or certification held. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Issue Dt: Enter the issue date of the license or certification.
- License No: Enter the employee's license number.
- Registration State: Indicate the state code associated with the registration.
- Expiration Dt: Enter the expiration date of the license or certification.
- Verification Dt: Enter the date the license or certificate was verified.
- Registration ID: Enter the registration ID. A registration ID officially identifies the document held by the employee and may be used for tracking purposes in case of a question or error.
- State1: Select the state where the license was issued.
- Satisfies Federal NCLB Requirement: Select whether the license or certification satisfies the federal No Child Left Behind Act (NCLB) requirements.
- Type1: Select the type of license or certification.
- Color: Select the color of the vehicle if applicable.
- Misc: Enter up to eight fields of miscellaneous information.
- Notes: Enter any miscellaneous notes associated with the entry.
  
  Back to Top
Complete the following fields in the Skills tab:

Action: Select the action or purpose for entering or modifying a record.
Skill: Select a skill possessed by the employee. These values are user-defined. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
Expr: Indicate whether the source of the skill is derived through experience.
Educ: Indicate whether the skill is derived through education.
Notes: Indicate any notes associated with the entry.

Note: The Training tab has two subtabs.

Back to Top

Complete the following fields in the Course Info subtab:
- Action: Select the action or purpose for entering or modifying a record.
- Training Cd: Indicates the type of training received. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Completed: Select whether the employee completed the training.
- Passed: Select whether the employee passed the training.
- Training Dt: Enter the date of the training.
- Start Time: Enter the time the training started and the time the training ended.
- Expiration Dt: Enter the expiration date of the training if applicable.
- Next Trng Dt: Enter the date of the next occurrence of the training.
- Location Cd: Indicate the location type code. For example, internal, external, etc. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Location: Enter the location of the training.
- Instructor Cd: Select the instructor code. For example, internal trainer, consultant, third-party, etc.
- Instructor: Enter the name of the person who performed the training.
- Provider Cd: Select the provider type code. For example, internal, external, third-party, etc. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Provider: Enter the name of the organization that provided the training if applicable.
- Type: Select the code that describes who paid for the training. For example, employee paid, employer paid, or client paid.
- Amount: Enter the amount paid by the employer, employee, or client.
Complete the following fields in the Misc subtab:
- Misc 1-5: Enter up to five miscellaneous codes associated with the training entry.
- Misc Value 1-5: Enter up to five miscellaneous values associated with the training entry.
- Misc Dt 1-5: Enter up to five miscellaneous dates associated with the training entry.
- Instructor Notes: Enter any notes associated with the entry.
  
  Back to Top
Complete the following fields in the Course Units tab:
- Action: Select the action or purpose for entering or modifying a record.
- Fiscal Year: Enter the fiscal year associated with the record.
- Type: Select the type of course. For example, ACCF (Accounting and Finance), ELEC (Electronics), Math (Mathematics), etc.
- Course No: Enter the number associated with the course.
- Course Dt: Enter the start date of the course. You can enter an actual date (in MM/DD/CCYY format) or a time frame such as “Spring ‘97.”
- Internal/External: Select whether the course is an internal or external course.
- Alt Course: Enter the name of an alternate course.
- Desc: Enter a brief description of the alternate course.
- Unit Tp: Select whether the course unit type is hours, quarters, or semesters. Possible values are restricted to those defined in the Static Codes table.
- Units/Hours: Enter the course units or hours.
- Conversion Cd: This field controls how the Units/Hours field is converted into units in the Units Accepted field. For example, if the Units/Hours field contains semester units and the Units Accepted field contains quarter units, then Q must be entered in the Conversion Cd field.
- Units Accepted: Enter the total number of units accepted. This value is compiled by the system based on the unit type.
- Units Accepted 2: Enter the second number of units accepted.
- L/T Cd: Select whether a letter or transcript was provided as notification of units. Possible values are restricted to those defined in the Static Codes table.
- Institute: Enter the institution code and description. Possible values are restricted to those defined in the Non-Entity Specific Codes table.
- Grade: Enter the grade received for the course.
- Applied Dt: Enter the date the course application was entered.
- As of Dt: The As of Dt field is used with the F1 validation on the Index field to ensure only valid indexes display. It defaults to the current date.
- Cut Off Dt: Enter the last day units can be accepted and applied to the listed index.
- Index: Enter the index associated with the grouping of course units. Possible values are restricted to those defined in the Salary Definition window.
- Applied: Select how the units will affect an employee’s salary. Possible values are restricted to those defined in the Static Codes table.
- Misc 1: Enter any additional miscellaneous codes associated with the course.
- Misc 2: Enter any additional miscellaneous codes associated with the course.
- Misc 3: Enter any additional miscellaneous codes associated with the course.
- 4/Pend: This fourth miscellaneous field is used to indicate whether a record is still pending.
- Target Fiscal Year: Indicates the fiscal year associated with the record.
- FY Accepted/Pending: Indicates the fiscal year total of units from the Units Accepted field. This field is system-defined.
- All FY Accepted/Pending: Indicates the total units from the Units Accepted field for all years. This field is system-defined.
- Notes: Indicates any notes associated with the entry.
  
  Back to Top
Complete the following fields in the Experience tab:
- Action: Select the action or purpose for entering or modifying a record.
- Experience Tp: Select the type of experience to be recorded. Possible values are restricted to those defined in the Entity Specific Codes table.
- Applied Dt: Enter the date of the application.
- Add Cd: Select whether the line item is to be add to the total field. Possible values are restricted to those defined in the Static Codes table.
- Pre-Emp Yrs: Enter the number of years worked with the previous employer.
- In-House Yrs: Enter the number of years worked in-house.
- Effective Dts 1: Enter the beginning and ending dates of employment with the previous employer.
- Effective Dts 2: Enter the beginning and ending dates of employment in-house.
- Misc: Enter any miscellaneous experience information.
- Values 1-5: Enter any miscellaneous values to be recorded. The first three fields are two decimal places and the last two fields are five decimal places.
- Total Values 1-5: Indicates the total amounts associated with the miscellaneous value fields for the employee.
- Cert: Displays the record total number of years of certificated experience.
- Class: Displays the record total number of years of classified experience.
- Grand: Displays the record grand total number of years of experience for all entries in the In-House Yrs and Pre-Emp Yrs fields.
- In-House: Displays the record total number of years of experience for all entries in the In-House Yrs field. HR calculates the in-house years of experience for all records in the database.
- Notes: Enter any notes associated with the entry.
- Back to Top
Complete the following fields on the Work History tab:
- Action: Select the action or purpose for entering or modifying a record.
- Employer: Enter the name of the employee's previous employer.
- Address: Enter the address of the previous employer.
- City: Enter the city of the previous employer. This value is derived based on the zip code but may be overridden.
- State: Select the state of the previous employer. This value is derived based on the zip code but may be overridden.
- Zip: Enter the zip code and extension of the previous employer. Based on the zip code, the system populates the city and state information.
- Phone: Enter the phone number and extension if any.
- Position Held: Enter the position held with the previous employer.
- Type: Select the area of profession held by the employee with the previous employer. For example, engineering, teaching, etc.
- Full or Part Time: Select whether the employment with the previous employer was on a full or part-time basis.
- Employed Dates: Enter the beginning and ending dates of employment with the previous employer.
- Supervisor: Enter the name of the supervisor or reporting manager with the previous employer.
- Job Description: Enter a description of the job with the previous employer.
- Reason For Leaving: Select the reason for leaving the previous employer.
- Last Annual Salary: Enter the last annual salary received from the previous employer.
- Misc 1-4: Enter any additional miscellaneous information.
- Notes: Enter any notes associated with the entry.
  
  Back to Top
Select Save Changes.

Result: You have added an employee education and skills record.

Related Topics: