To enter, update, or delete a payroll group status record, complete the following steps:

1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Human Resources.  The Human Resources Menu page is displayed.

2. Click the Database drop-down arrow and select "Data Entry."
3. To narrow record selection by employee, configure one or more of the selection options on this page.  Available options are:

• A-Z - To narrow record selection by employee name, click this drop-down arrow and select the initial of the employee's last name.  An asterisk (*) in this field includes all employees in the record selection process.
• Staff Archives - If the payroll group status records to be worked with are for a former employee, click this check box.
• Payroll Group - To narrow record selection to those employees in a specific payroll group, click this drop-down arrow and select the appropriate group.  The default value is "All Workers."
• SSN Key - To narrow record selection by employee social security number, clear this field by deleting the asterisks (*), and type the social security number of the employee for whom the payroll group status records are to be worked with.  (Typing only a few numbers limits staff selection to employees whose SSNs begin with those numbers.)

This step is optional.

4. Click Payroll Status.  The Payroll Status Worker Selection page is displayed.

5. Click the Worker drop-down arrow and select the employee for whom a payroll group status record is to be entered, updated, or deleted.
6. Click CONTINUE.  The Payroll Status History Records data entry page is displayed.

7. At this time, complete one or more of the following data entry tasks as needed:

• Enter a new payroll group status record - To do so, in the Group End field for the employee's existing payroll group status record (if applicable), type the date on which he or  she switched groups (using mm/dd/yyyy format).  Next, enter the new payroll group status record by configuring the blank payroll group status history fields and options on this page.  For more information on those fields/options, see the Payroll Status Record Options Map.  Continue with step 8.
• Update an existing payroll group status record - To do so, make changes to the information in the payroll group status history fields and options on this page as necessary.  For more information on those fields/options, see the Payroll Status Record Options Map.  Continue with step 8.
• Close out an existing payroll group status record / Terminate an employee - To do so, in the Group End field for the employee's existing payroll group status record, type the date on which he or she was terminated.  (Termination includes leaving the agency voluntarily as well as involuntarily.)  Continue with step 9.

The employee termination process contains several steps.  It is recommended that they be performed from within the Staff Information feature which will provide detailed information on what those steps are.

• Delete an existing payroll group status record - To do so, click the Delete check box next to the record(s) to be deleted.  Keep in mind that each employee must have at least one payroll group status record.  If only one record exists, it cannot be deleted. Continue with step 8.

8. Click UPDATE.  If a record has been entered, updated, or deleted, the payroll group status information is saved and a read-only report version of the information is displayed on the Payroll Status History Records page.  The process of maintaining payroll status records is complete.

To make additional changes to the employee's payroll group status information at this time, click DATA ENTRY to return to the Payroll Status History Records data entry page.

If a record has been closed out in order to terminate an employee, the Employee Termination Information page is displayed.

If a future group end date was entered in step 7, the Employee Termination Information page is not displayed; instead, a read-only confirmation page is displayed.  To enter the employee's termination information at this time, click DATA ENTRY to return to the Payroll Status History Records data entry page where termination information fields are now displayed.  Termination information can also be entered by updating the payroll status record at another time, or through the employee's staff information record.

9. Click the Circumstances drop-down arrow and select the circumstances surrounding the employee's termination. 
10. In the Summary of Circumstances text box, type any comments regarding the employee's termination and/or the circumstances surrounding it.
11. Click UPDATE.  The termination information is saved and added to the employee's payroll group status information, his or her staff information record is placed in the staff archives, and a read-only report version of the record is displayed on the Payroll Status History Records page.

If the end date entered for the employee is on or before today's date, his or her AWARDS login is de-activated at this time.  The AWARDS login of an employee with a future end date will be de-activated as of that end date.

The process of maintaining payroll status records is now complete.

  https://demodb.footholdtechnology.com/help/?10919