Overview of the employee master file

An employee master file must be set up for each employee at your organization. You access the employee master file by selecting HREMEN (Human Resource + Employee Information + Employee Master). Fields on this window that display in bold are required.

This file contains primary demographic, veteran, EEO, and pay information which is sent to Payroll. In order for an employee to be paid, the employee must first have an employee master file. Information is also sent to the Person Entity (PE) database if you set this up the HR Base Requirement module (HRRQ).

Key Features

You use the employee master file to:

  • Store important employee information
  • Transfer information, to other windows, such as default name, ID, and employee type
  • Inactivate terminated employees throughout Human Resources and Payroll

Creating an employee record

You must create an employee master record for each employee. This process may involve completing up to eight separate tabs. The relevant information varies for each organization. Required information can be found on the top portion of the window and on the Quick Entry tab. All bold fields are required.

Quick Entry tab

This tab holds the minimum data required for an employee master record. It allows quick entry of primary hiring, calendar, pay cycle, period related, and EEO information for an employee. When you complete the Quick Entry tab, this information automatically transfers to the respective tabs.

Primary Tab

Use this tab to enter primary employment related information for an employee. This tab contains the employee's position control number (PCN) and position information from an employee's active primary pay assignment.

Addr Info tab

Use this tab to enter an employee's address and other personal information. This information can be used for Community Development District CDD reports and other Human Resources reports. This information also displays in Employee Online, Applicant Online, and Applicant Tracking.

Misc Dates tab

Use this tab to record and keep track of additional employee related dates. Some of these dates are sent to the Payroll application and can be used in calculation codes.

EEO Info tab

You use the codes on this window for Equal Employment Opportunity (EEO) reporting, VETS-100 reporting, and employee information.

Ethnicity and Gender are the only required fields on this tab. The contents of the Ethnicity and Gender fields contain the information you enter on the Quick Entry tab.

Misc Info tabs

This tab contains many fields within different subtabs that can be used at the user's discretion for CDD reporting, Payroll calculation codes, or for storing Human Resource information.

  • Character subtab: You use these fields for reporting purposes. These fields are sent to Payroll and can be referenced in calculation codes.
  • Dates and numbers subtab: You use this tab to hold user-defined dates and numeric fields. These dates and numeric fields are sent to Payroll and can be referenced in the calculation codes.

The date fields are formatted to hold a date. The numeric fields from 1-6 go up to 5 decimal places. The numeric fields from 7-9 contain two decimal places.

  • Employee Information subtab: Use this tab to record education, skill, and additional information that you need in Payroll. Seniority Adjustment can be used with payroll calculations.  
  • Employee notes subtab: Use this tab to record additional miscellaneous information or notes for an employee. You can cut and paste information from other sources, such as Microsoft Word or Excel.

Assoc Code tab: This tab is used to display an employee's association information from the Association Codes tab on the Payroll Employee Definition window.

Examples of information that appear here are EEO and PERS Coverage Key information.

Approval Code

The approval code must be set to SEND before the information in the Human Resources employee master file is sent to Payroll. The User ID and Updated fields are read only and indicate the last person to update the employee file and when the updates were made.

Term Info tab

Use the Term Info tab when an employee leaves your organization and the date the termination is effective. A termination code and date are required. The termination codes can be used to provide details about why an employee was terminated.

When you complete this information, the termination date is added to the other windows of the employee record.

Example: You complete the Term Info tab for John Doe with a termination date of 01/12/2015. Human Resources transfers the termination date to all of John Doe's currently active pay assignment records.