Setting up the entity-specific, miscellaneous Human Resources codes

Shortcut/mask: HRTBCE

You use the Entity Specific Misc HR Codes window to set up client-defined, entity-specific codes. The unique key is a combination of the entity, code ID, and code value.

The Entity Specific Misc HR Codes window contains the following tabs:

Entity Specific Codes
Additional Pay Codes
Leave Codes
Bargaining Unit Codes
Location Codes
Course Grade Codes
School Site Codes

Complete the following steps to set up the entity-specific miscellaneous codes record:

Open the window by typing HRTBCE in the Search field and pressing Enter. The Entity field displays in the window header.
Select an entity code in the Entity field and press Enter. The employee's entity ID is set up in the Employee Master record. This is the code used to identify security clearance.
Select and entity from the list of results.
Select Add (+) and complete the following fields on the Entity Specific Codes tab:

Code ID: Select the method of identifying or grouping code values. For example, reason code, employee type code, department code, etc.
Code Value: Select the actual code to be assigned on various Human Resources (HR) windows. For example, application, full-time, part-time, etc.
Short Description: Enter the short description of the entity code. This can appear on reports and other windows.
Long Description: Enter the long description of the entity code. This can appear on reports and other windows.

Select Add (+) and complete the following fields on the Additional Pay Codes tab:

Note: Additional pay codes associated with direct contributions are set up on the Additional Pay Codes window. All appropriate values are derived from this window and display on the Pay Related Contributions window.

Additional Pay CDH: Enter the additional pay contribution deduction hours derived from the Payroll CDH Definitions window.
Priority: Enter the priority in which the additional pay should be factored into the employee's base salary.
Short Description: Enter the short description of the additional pay contribution code.
Long Description: Enter the long description of the additional pay contribution code.
Effective Dates: Select the beginning and ending dates the additional pay is effective.
Amount or Percent: Select whether the amount value entered in the Amount field is a flat amount or a percent.
Index: Enter the code you want to create to calculate employee pay by enabling the system to determine the employee's base and actual pay.
Amount: Enter the amount value of the additional pay contribution. If the amount is a percentage, it needs to be entered as a whole number prior to sending it to Payroll.
Pro-Rate the Amount/Percent: Select whether to pro-rate the amount or percentage value.
Add to PCN or Person: Select whether the additional pay direct contribution should be added to all positions. For example, "AP" (add to all PCN's), "PP" (add per PCN entered), "PM" (add to primary), etc.
Amount/Percent Expressed As: Select how the amount is to be expressed. For example, "B" (bi-weekly), "M" (monthly), etc.
Notes: Enter any miscellaneous notes associated with the additional pay contribution code.

Select Add (+) and complete the following fields on the Leave Codes tab:

Note: Leave information entered on the Leave Codes tab is validated against the Personal Information window.

Leave Type: Enter the type of leave that best suites the reason why the leave of absence was granted. Possible values are restricted to those defined on the Leave Codes window.
Short Description: Enter the short description of the leave. This can appear on reports or windows.
Long Description: Enter the long description of the leave. This can appear on reports and other windows.
Notes: Enter any miscellaneous notes associated with the leave of absence.

Select Add (+) and complete the following fields on the Bargaining Unit Codes tab:

Bargaining Unit: Enter the bargaining unit associated with the union.

Note: A bargaining unit is a group of employees with a clear and identifiable community of interests who are (under U.S. law) represented by a single labor union in collective bargaining and other dealings with management. For example, non-management professors, law enforcement professionals, blue-collar workers, clerical and administrative employees, etc.

Short Description: Enter the short description of the bargaining unit. This can appear on reports and other unit units.
Long Description: Enter the long description of the bargaining unit. This can appear on reports and other units.
Union Name: Enter the name of the union associated with the bargaining unit.
Union Representative Name: Enter the name of the union representative associated with the bargaining unit.
Notes: Enter any miscellaneous notes associated with the bargaining unit.

Select Add (+) and complete the following fields on the Location Codes tab:

Note: The location refers to a specific physical location and site for a particular institution or county. Location codes are used on various HR windows and used as part of the concatenated string creating the position control number and position number combination.

Location Code: Enter the code that represents the physical location or site for a particular institution or county.
Short Description: Enter the short description of the location or site. This can appear on reports and other unit units.
Long Description: Enter the long description of the location or site. This can appear on reports and other units.
Department: Select the department code associated with the location. For example, administration, quality assurance, etc.
Division: Select the division associated with the location. For example, general, IT, etc.
Evaluator ID: Enter the ID of the primary evaluator of the location.
Evaluator Title: Enter the title of the person who performs evaluations or reviews of the location.
Enrollment: Enter the enrollment number for the location.
Check Distribution Code: Select the code that represents the department that distributes checks at the location.
Primary Contact: Enter the name of the primary contact at the location.
Address: Enter the first and second lines of the primary contact's address.
City: The city code is system-defined based on the zip code but may be overridden.
County: Select the county code associated with the location.
State: The state code is system-defined based on the zip code but may be overridden.
Country: Select the country code associated with the location.
Zip: Enter the zip code and extension of the location. Based on the zip code, the system populates the city and state information.
Phone Code 1: Select the primary contact's phone code, then enter the number and extension. The phone code value indicates the type of phone number. For example, home, business, office, etc.
Phone Code 2: Select the primary contact's secondary phone code, then enter the number and extension. The phone code value indicates the type of phone number. For example, home, business, office, etc.
State # - Enter the state identification number.
Misc 1: 5: Enter any miscellaneous codes associated with the location.
Notes: Enter any notes associated with the location.

Select Add (+) and complete the following fields on the Course Grade Codes tab:

Rank: Type the grade level of the course.
Degree: Select the type of degree code you want to add once the course is complete, such as "Bachelors" or "Masters."
Minimum Credits: Type the minimum amount of course credits required to complete the degree.
Maximum Credits: Type the maximum amount of course credits required to complete the degree.
Salary Grade: Type the salary grade associated with the course code.
Grandfather Code: Type the code that represents the grandfather clause associated with the course grade code.

Note: A "grandfather clause" is an exception that allows an old rule to continue to apply to some existing situations when a new rule applies to all future situations.

Misc 1: 5: Type any miscellaneous codes associated with the course grade.

Select Add (+) and complete the following fields on the School Site Codes tab:

Note: Use the School Site Codes tab to store school address information. The entries are made for each school year and semester.

School Site: Enter the site ID of the school.
Name: Enter the name of the school.
Title I: Select whether the school is a Title 1 school.

Note: Title 1 of the No Child Left Behind Act of 2001 (formerly known as ECIA, ESEA or Chapter 1) is the largest federally funded educational program. This program, authorized by Congress, provides supplemental funds to school districts to assist schools with the highest student concentrations of poverty to meet school educational goals.

Status: Enter the status of the school site, such as "Active" or Inactive."
Address: Enter the first and second lines of the school's address.
City: The city code is system-defined based on the zip code but may be overridden.
County: Select the county code associated with the location.
State: The state code is system-defined based on the zip code but may be overridden.
Country: Select the country code associated with the school site.
Zip: Enter the zip code and extension of the location. Based on the zip code, the system populates the city and state information.
Phone: Select the primary contact's phone code, then enter the number and extension. The phone code value indicates the type of phone number. For example, home, business, office, etc.

Select Save Changes.

Result: You have set up entity-specific codes for use within the Human Resources subsystem.

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