Entering a New Hire in Linq ERP

In Linq ERP, when a new employee has been hired, the following screens are usually required to be entered:

EMPLOYEE MASTER
Enter data (most is self explanatory).
You will need to click the Set Profiles button. This will bring you to a Profiles page. Click the down arrow for the Deductions/Benefits box. Choose the profile that best matches the employee:

• Certified Staff is Certified Staff Only (Teachers, Nurses, Trainers, Counselors, CST, etc.)
• EXWK/LTSLR: Extra Work (coaches/advisors, part-time employees, etc.) and Leave Replacement Teachers (non-pensionable positions)
• NCERT10MO: All 10 mo Non-Certified Staff (Staff Assistants and PT secretary)
• NOCERT12MO: All 12 month Non-Certified Staff (Secretaries, Custodians, Bus Mechanics, etc.)
• TRANS: All 10 Mo Transportation Employees (Bus Drivers & Transp. Aides)
• I am not sure about POST TERM and TERM
• Click Set after you have made your choice
  

Now back to entering the Master Screen data:

• Ethnic Code – If you have more than one ethnicity to enter, Click the Codes button. This will allow you to enter additional ethnic codes. If you are entering an Hispanic ethnic code, make sure to check the Hispanic box as well.
• Address Type is PR (Primary Address)
• If the new hire is a supervisor, then you should click the box next to Supervisor. When a new Supervisor has been hired, then you will need to go to the Master screen of all of his/her employees and change the supervisor code for to the new supervisor.
  

DATES (See additional instructions under the topic Entering Dates into Linq ERP for more detail instructions):

• All employees need a BRTH, HIRE, GFTD and EMST Date at minimum. If the employee hired is not Gifted & Talented (we only have two Gifted & Talented Coordinators), then you would enter an N, otherwise you would enter a Y (if its for one of the two Coordinator positions).
• The EMST date is the NJ Smart Employee Status. Click on the code box drop down and choose the proper code for the employee. NOTE: No new hires should receive the code Tenured or Permanent. I would recommend that you look at an employee in a similar position that was recently hired to see what EMST code is listed, until you get a general idea of which codes to use for each type of position.
• If the person is a contracted employee, then you would need to give them a DENT (District Entry Date). This should be the same date as the Hire date in this instance. This date is used for State Reporting purposes.
• If the person is offered medical insurance through the district (even if they are waiving it), you would use the INSO code and enter his/her hire date here as well.
• You will see that there is a Code column. DENT & HIRE dates need a code (you can click the down arrow to see your options). You are clicking the option for where he/she is coming from, i.e, if he/she was teaching in another NJ public school before coming to here, you would choose the code for this option, if he/she is a Staff Assistant coming from the private sector, you would choose the code for “From a Non-Teaching Occupation”, etc.
  NOTE: You will also need to enter date and date code(s) upon termination, TERM date, ESEP date, and possibly a DEXT date (for those who already have a DENT date).
  

LOCATONS (review the Locations topic on Manula HR & Payroll Collaboration list)
There are three location types to be entered: ALRT, CHCK, WORK:

• ALRT – this is used for the School Messenger. Click the drop down arrow under Location Number column and scroll down to where the location no. starts with A (do not use a location under Location Type ALRT that starts with anything other than an “A”. Now pick the location that best fits the employee. Things to keep in mind, if an employee works at MH, MK or Districtwide and is also an AHS teacher/counselor, then make sure to pick the location that lists both locations.
• CHCK and WORK: Both of these location types should have the same location number. Choose the location number that is a 4 digit number (no alpha).
  

CERTIFICATE
Complete this page for Certified Staff and those with a Substitute Certificate.

• Level: Choose the type of certificate the employee has: CE, CEAS, EMER, MISC, PROV, STND (use MISC when entering a Substitute Certificate)
• Subject Code: Scroll through the list and choose the subject for which the certificate that you are entering is listed. For a Substitute Certificate, the Subject Code is 9500.
• From Date: Enter the issue date of the certificate.
• To Date: If available, enter the Expiration date of the certificate (not all certificates have an expiration date)
• Type: Pick the type of certificate from the drop down list.
• If you have more than one certificate to enter, once you have finished entering the first one, click the green + sign. It will ask you to save the certificate you just entered, click Yes. It will then ask “Do you want a new Certificate or Endorsement? Click on Certificate.
• Repeat for any additional certificate.
  

DISTRIBUTIONS
When a new employee is added to the board agenda, a Position number and a Distribution number is added to the agenda. Contract pay distribution number is usually automatically entered when you are entering a job/pay. However, if entering a non-contract job/pay, then you will need to enter the distribution number on the Distribution page first (i.e., Workshop, Reimbursement, Transportation Hourly, etc.)

• Make sure the Account Year listed correctly.
• Type in (or use the drop down to search for) the distribution number that was listed on the agenda. Tab to Distr Group/Alt and choose 01 (use 01 for the employee’s main position) If the employee is an out of district coach or advisor, use 03, 04, etc. I keep 01 open just in case the person ends up getting a full-time position within the district.
• Percent – Most times this is 100% unless on the agenda there is more than one account number. In this case, use the percentage that is listed next to the account number on the agenda.
• For most full-time employees, I also enter a staff development distribution number of: YY-11-000-23-110-000-03 or 04 depending on MH or MK school and usually use the Distr Group/Alt number of 02.
• Also, for most full-time employees, you should enter a Reimbursement distribution number (the number should be the staff member’s 01 account number with 290 replacing the fifth section of the number and 02 as the last section of the number (for example: my 01 distribution number is YY-11-000-251-*100*-236-*09*. The reimbursement distribution # would be YY-11-000-251-*290*-236-*02*. Give this account number the Distr Group/Alt number of 03.
• Save this page.
  

JOBS/PAYS:
I usually create 3 jobs/pays for each new full-time employee: one for their main contracted pay (teacher, secretary, custodian, etc.), one for a misc. reimbursement, and one for workshop attendance.

To enter the job page (do this action for each of the 3 jobs):

• Contract Start and Contract End Date: Enter the employees actual first day of work and enter the employees actual last day of work (if hiring in a tenure track position, then this date would be 06/30/YYYY).
• Pay Start Date: The Pay Start Date is the pay period start date (for example, if a person’s actual day to start was 10/18/2021, then I would enter 10/16/2021 as the start date since this is the start date for the pay period that the new staff member will get paid).
• Pay End Date: The Pay End Date is the pay period end date (for example, if a person’s actual last day working will be 03/11/2022, then I would enter 03/15/2022 as the end date since this is the end date for the pay period that the new staff member will get paid (this is often the case for leave replacement teachers and staff who are not working until the end of the year).
• Primary Job: 1 is for the employee’s main job, longevity and pensionable stipends; 2 is for non-pensionable stipends paid on a contracted basis (such as: 1/6 positions, Summer Contracted positions, AHS positions, Random Drug Testing Coordinator); 3 is for coaching & coaching longevity; 4 is for extra pay advisor and advisor longevity; 5 is for substitute positions, homebound & part-time custodians, 6 isn’t used yet, 7 is for reimbursements, waivers, payouts (Misc., Tuit, HBWA and POUT, etc.); 8 is for time entry positions (additional hourly, daily, workshop pay, courses of study pay, etc.)., 9 is for adjustments to pay (hardly ever used anymore – most times docks or additional days are paid by adding a page to the job/pay that is being adjusted)
• Roll Box: This should be checked in most cases (uncheck if this person will not be working with us next year)
• Job Code: click the drop down and choose the correct code for the position you are entering
• Emp Cat: click the drop down and choose the correct code for the position you are entering
• Department: only used for the REIM positions. In this case, click the drop down and choose the location where the employee is working.
• Comment: Not required (but helps when entered multiple coaching or advisor positions to type in the position name)
• NOTE: If you are unsure of the Primary Job, Job Code and/or Emp. Cat. check the job/pay for the employee for which the new employee is replacing.
• Once done with these entries, click the Auto button. This will take you to the Pays page, Position detail tab.
  

To enter the Pays pages (position detail and pays detail)

• On the Position Detail tab, enter the position control number: – for the main job, you get the number board agenda – for the Reimbursement, it is 99-0000-88-000 – for the Workshop, it is 99-0000-99-000
• Tab over to the FTE (review the FTE topic on the Manula HR & Payroll Collaboration list): – for the main job, enter a 1, and keep the Count FTE box checked – for both the Reimbursement and Workshop jobs, enter a zero and uncheck the Count FTE box
• Enter the start and ending dates (these dates are the actual days working, not the pay period dates)
• Tab over to location: – for the main position, the location should automatically populate – for both the Reimbursement and Workshop job, click the drop down and choose the 4 digit location code for where the employee will be working
  

Click on the Pay Detail Tab, to complete this page do the following:
Based on the position number entered earlier, some information may already be populated. However, you should make sure the information that is populated is accurate.

• Schedule ID, enter the pay table ID (make sure to choose the correct year) for the position you are entering (example: TCHR for teacher, ADMI for Administrator, etc., MISC for the Workshop position). Note: There is no schedule ID, level or step for Reimbursement positions.
• Choose the correct Level and Step for the position. When you do this the Contract Salary, Full Yr Salary and Contract Days and Full Year Days boxes should populate. If the employee is not working the full contract year, then you should change the contract days for the # of days they will be working. (Note: All these boxes should be zero for Workshop and Reimbursements)
• Actual and Budget FTE-usually these are 1.000
• Hours – this is based on the employee’s position (if you do not know, then check the person leaving the position’s job/pay to see what was entered)
• Primary Pay – for their main position, this should be 1. For all other positions, this can remain blank
• Contract Start Date/Contract End Date – this is the dates they are actually employed (example: new hire starting beginning of the school year will have the dates 8/31/YYYY-6/30/YYYY)
• Pay Start Date/Pay End date – this is the pay dates for the periods that they will be paid (example: new hire starting beginning of the school year will have the dates 9/1/YYYY-6/30/YYYY)
• Pay Class – if the employee get pension, then choose pay class 01; if not, then choose pay class 12.; Workshops use pay class 13; Reimbursements use pay class Meal
• Pay Cycle – All are S for Semi Monthly except for Reimbursements (use A for Annually)
• Tax Factor – All 10 month employees use 20 (20 Pays); all 12 month employees use S (Semi monthly)
• Work Loc – This is the school where the employee works
• Earn Code – click the arrow down and pick the correct earn code for the position
• Distr Group – click the arrow down and pick the correct distribution account for the position (you should have entered this earlier). This may have already populated for contracted positions.
• Cal Base (highlighted box that is below the dates) – for contract pay this should be Full Yr Salary, Daily Pay choose Daily, Hourly Pay choose Hourly, etc.
• Boxes for Encumber, Roll, Contract, EContract (for contract pay, they are all usually checked, for Workshop and Reimbursement pay the Encumber, Contract and eContract boxes should be unchecked, the Roll box should be checked
• Time Entry Box (for the contract pay this should be Don’t Show; for Workshop & Reimbursement positions, this should be Show.
• No Pays – For the Contract position, this should be the number of pays that will be paid out for the duration of this year’s contract. For Workshop & Reimbursement positions, this is zero.
• Duty Box: Only complete for the employees main job/pay for positions that require a substitute: (Nurse) NUR, (Staff Assistant) SA, (Substitute) SBT, (Sub CST) SCST, (Sub Nurse) SNUR, (Sub Teacher) TCHR
• Comments: Enter a brief description of why this entry is being made
• Click the Save icon
  

EMPLOYEE TIME REPORTING GROUP

• Click on the GO drop down list and choose Employee Time Reporting Group.
• If the new hire’s name is not already showing, then click on the down arrow next to the Last box and start typing the new hire’s name and choose the new hire.
• Under the Time Reporting Group box, click on the down arrow and choose WKSH
• Tab over to Primary and click the box so that is shows a check
• Tab over or click on the next empty box under Time Reporting Group and type REIM and click the tab key
• The reimbursement description should populate.
• Click the Save icon
  

EMPLOYEE EDUCATION

• If the employee has a BA, MA, or Doctorate, then click on the GO drop down menu and choose Education.
• The only box to fill out is the Level box
• Choose the level of BA, MA or DC then tab to see it populate
• Click the Save icon
  

EXPERIENCE
See the topic Employee Experience in Linq ERP in this Manula HR & Payroll Collaboration

EMPLOYEE MISCELLANEOUS
There are two actions needed to enter on this misc. page:

• If the employee is a certified staff member, then add the Certificate Tracking number in the TCIS box (you get this from their NJDOE certificate printout)
• If the employee is being given a key fob, then you must complete the Linq ERP Time boxes by choosing the correct Clock Group, Pay Class and User Group (based on their main position) and then type in the Badge ID number (5 digit number on the fob you will be handing them)
  

NJ ASSIGNMENT

• Detail tab: Use the same information from the person who is leaving the position, except choose the new hire’s Certificate Key
• Header tab: The only items to complete are Language (get this from the new hire paperwork and if a certified staff member, then complete the Alternate Route Program (only if they obtained their certificate through Alternate Route) OR Traditional Route Program (choose the NJ college they attended or if from out of state, then choose the state where the school they attended is located). The Supervisor of HR runs a program to populate new hire’s Staff ID box.
• Once done, click Save icon