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Users Guide
iHR
iBenefits
iLeave
iFMLA
Instant Self Serve
Apex Business Software www.irsoftware.net
Swift. Simple. Se!ure.
The "ower .
To Manage
Apex Business Software Page 2
#a$le of %ontents
1. GETTING STARTED..............................................................................................................................................9
&.&. S'S#(M R()UIR(M(*#S......................................................................................................................................+
&.,. SI*GL( %-M"U#(R I*S#ALLA#I-*......................................................................................................................+
&... A//I#I-*AL %LI(*# I*S#ALLA#I-*...................................................................................................................+
&.0. %LI(*#1S(R2(R I*S#ALLA#I-*.........................................................................................................................&3
&.4. I*S#A*# S(LF S(R2( I*S#ALLA#I-*................................................................................................................&3
&.5. M-2I*G #H( /A#ABAS(...................................................................................................................................&3
2. COMPANY SETUP WIZARD..............................................................................................................................11
3. EMPLOYEES..........................................................................................................................................................12
..&. LIS#I*G6 -"(*I*G A*/ A//I*G (M"L-'((S...................................................................................................&,
..,. (*#(RI*G (M"L-'(( I*F-RMA#I-*................................................................................................................&.
.... FIL( F-L/(RS....................................................................................................................................................&4
..0. B(S# "RA%#I%(S F-R MA*AGI*G (M"L-'(( I*F-RMA#I-*...........................................................................&4
4. LEAVE.....................................................................................................................................................................17
0.&. S(##I*G U" L(A2(...........................................................................................................................................&7
0.,. #'"(S -F L(A2(................................................................................................................................................&7
0... L(A2( A%%RUAL "LA*S...................................................................................................................................&8
0.0. (*#(RI*G L(A2(..............................................................................................................................................,,
0.4. L(A2( FA).......................................................................................................................................................,.
5. FMLA.......................................................................................................................................................................25
4.&. S(##I*G U" L(A2( A%%RUAL "LA*S F-R FMLA............................................................................................,4
4.,. S%H(/ULI*G FMLA..........................................................................................................................................,7
4... (/I#I*G 1 (9#(*/I*G FAMIL' L(A2(..............................................................................................................,8
4.0. FMLA F-RMS...................................................................................................................................................,8
4.4. B(S# "RA%#I%(S F-R MA*AGI*G FMLA.........................................................................................................,+
6. TIMECARDS AND PROJECTS...........................................................................................................................31
7. POSITION CONTROL AND COMPENSATION..............................................................................................32
. !ENEFITS...............................................................................................................................................................34
8.&. A//I*G B(*(FI#S..............................................................................................................................................0
8.,. (M"L-'(( B(*(FI# (*R-LLM(*# S(#U".........................................................................................................4
8... (M"L-'(( B(*(FI# (*R-LLM(*# #AB............................................................................................................7
8.0. %-BRA..............................................................................................................................................................8
8.4. B(*(FI#S R("-R#S.............................................................................................................................................8
8.5. B(S# "RA%#I%(S F-R MA*AGI*G B(*(FI#S......................................................................................................8
9. !ENEFIT PREMIUMS" INVOICES# PAYMENTS AND STATEMENTS.....................................................4$
+.&. I*2-I%(S............................................................................................................................................................0&
+.,. "A'M(*#S.........................................................................................................................................................0,
+... S#A#(M(*#S......................................................................................................................................................0,
1$. REPORTS..............................................................................................................................................................44
11. MAIL MERGE......................................................................................................................................................49
12. TAS%S AND REMINDERS................................................................................................................................51
&,.&. #AS:S..............................................................................................................................................................4&
&,.,. MA*AGI*G #AS:S...........................................................................................................................................4&
&,... AU#-MA#I%ALL';G(*(RA#(/ R(MI*/(RS...................................................................................................4&
&,.0. B(S# "RA%#I%(S F-R MA*AGI*G #AS:S A*/ R(MI*/(RS............................................................................4.
13. IMPORTING LEAVE FROM PAYROLL........................................................................................................54
&..&. %-*FIRMI*G #H( #'"(S -F L(A2(.................................................................................................................40
&..,. USI*G '-UR "A'R-LL S-F#<AR( #- /(FI*( A* (9"-R# /(FI*I#I-* FIL(...............................................40
&.... USI*G A"(9 #- /(FI*( A* (M"L-'(( IM"-R# MA""I*GS FIL(...................................................................40
&..0. USI*G A"(9 #- /(FI*( L(A2( IM"-R# MA""I*GS FIL(...............................................................................44
&..4. AU#-MA#I*G #H( (9"-R#1IM"-R# "R-%(SS.................................................................................................44
14. E&PORTING INFORMATION..........................................................................................................................57
&0.&. /(FAUL# (9"-R# I*#(RFA%(S.......................................................................................................................47
&0.,. %US#-MI=I*G (9"-R# I*#(RFA%(S................................................................................................................47
&0... /IR(%#L' )U(R'I*G #H( /A#ABAS(............................................................................................................48
15. SECURITY............................................................................................................................................................6$
&4.&. US(RS6 GR-U"S A*/ R-L(S............................................................................................................................53
&4.,. (FF(%#I2( "(RMISSI-*S.................................................................................................................................5,
&4... "(RMISSI-* S%-"(S........................................................................................................................................5,
&4.0. FA).................................................................................................................................................................5.
&4.4. -#H(R S(%URI#' %-*SI/(RA#I-*S...............................................................................................................5.
&4.5. B(S# "RA%#I%(S F-R S(%URI#'......................................................................................................................50
16. !AC%ING UP AND RESTORING.....................................................................................................................65
&5.&. H-< #- AU#-MA#I%ALL' BA%: U" #H( HR /A#ABAS(..............................................................................54
&5.,. S(%URI#' %-*SI/(RA#I-*S............................................................................................................................55
&5... R(S#-RI*G A BA%:U".....................................................................................................................................55
#a$le of Fi>ures
FIGURE 1. COMPANY SETUP WIZARD.............................................................................................................11
FIGURE 2. EMPLOYEE WINDOW........................................................................................................................12
FIGURE 3. SETTING UP EMPLOYEE FOLDERS..............................................................................................15
FIGURE 4. LEAVE SETUP WINDOW...................................................................................................................17
FIGURE 5. TYPE OF LEAVE WINDOW...............................................................................................................17
FIGURE 6. LEAVE ACCRUAL PLANS.................................................................................................................1
FIGURE 7. LEAVE ACCRUAL PLAN '' 1$VAC(15)5YRS 2SIC......................................................................19
FIGURE . E&AMPLE 1"LAP * 15VAC 2SIC.......................................................................................................19
FIGURE 9. E&AMPLE 2"LAP * 1$VAC)6MOS 2PER.......................................................................................2$
FIGURE 1$. E&AMPLE 3"LAP * .5PTO)3MOS................................................................................................2$
FIGURE 11. E&AMPLE 4"LAP * 1$VAC)3MOS(1FLT.....................................................................................21
FIGURE 12. LEAVE ACCRUAL FOR EMPLOYEE............................................................................................21
FIGURE 13. ADVANCED ACCRUAL FOR ONE EMPLOYEE.........................................................................22
FIGURE 14. ACCRUAL FOR E&TENDED LEAVE............................................................................................22
FIGURE 15. LEAVE OF A!SENCE........................................................................................................................22
FIGURE 16. LEAVE SETUP WINDOW FOR CALIFORNIA STATE AND FAMILY LEAVE.....................25
FIGURE 17. LEAVE ACCRUAL PLAN FOR CALIFORNIA LEAVE..............................................................26
FIGURE 1. SC+EDULE LEAVE OF A!SENCE WINDOW FOR CFRA........................................................27
FIGURE 19. !LOC% OUT LEAVE WINDOW......................................................................................................2
FIGURE 2$. INSURANCE !ENEFIT......................................................................................................................34
FIGURE 21. TDRP !ENEFIT...................................................................................................................................35
FIGURE 22. INSURANCE ENROLLMENT MATRI&.........................................................................................35
FIGURE 23. EMPLOYEE !ENEFIT SCREEN.....................................................................................................36
FIGURE 24. TDRP ENROLLMENT MATRI&......................................................................................................36
FIGURE 25. EMPLOYEE TDRP ENROLLMENT SCREEN..............................................................................37
FIGURE 26. EMPLOYEE !ENEFIT ENROLLMENT TA!................................................................................37
FIGURE 27 CO!RA..................................................................................................................................................3
FIGURE 2. CREATE INVOICE WINDOW.........................................................................................................41
FIGURE 29. INVOICING TA! ON EMPLOYEE WINDOW..............................................................................41
FIGURE 3$. CREATE INVOICE WINDOW.........................................................................................................42
FIGURE 31. SAVE(E'MAIL REPORT MENU ITEM...........................................................................................44
FIGURE 32. MAIL MERGE TOOLS......................................................................................................................49
FIGURE 33. INSERT MERGE FIELDS IN MS WORD.......................................................................................49
FIGURE 34. TAS%.....................................................................................................................................................51
FIGURE 35. IMPORTING LEAVE.........................................................................................................................55
FIGURE 36. E&PORT INTERFACES.....................................................................................................................5
FIGURE 37. E&PORT INTERFACE.......................................................................................................................5
FIGURE 3. PERMISSIONS FOR USERS# GROUPS AND ROLES..................................................................6$
FIGURE 39. S,L ROLE MEM!ERS+IP...............................................................................................................62
FIGURE 4$. PERMISSIONS ON LEAVE DATA ENTRY...................................................................................62
FIGURE 41. RESTORING A DATA!ASE WIT+ ENTERPRISE MANAGER ...............................................67
FIGURE 42. RESTORE DATA!ASE WINDOW...................................................................................................67
FIGURE 43. RESTORE DATA!ASE OPTIONS...................................................................................................67
#a$les
TA!LE 1. SYSTEM RE,UIREMENTS FOR SINGLE COMPUTER INSTALLATION..................................9
TA!LE 2. W+AT MA%ES APE& SOFTWARE DIFFERENT-..........................................................................11
TA!LE 3. INFORMATION ON EMPLOYEE.S GENERAL TA!......................................................................13
TA!LE 4. EMPLOYEE TA!S..................................................................................................................................13
TA!LE 5. LARGE PAY TA!LE..............................................................................................................................32
TA!LE 6. SMALL PAY TA!LE..............................................................................................................................32
TA!LE 7. INSURANCE !ENEFIT FIELDS..........................................................................................................34
TA!LE . TDRP !ENEFIT FIELDS.......................................................................................................................35
TA!LE 9. FIELDS FOR EMPLOYEE !ENEFIT ENROLLMENT....................................................................36
TA!LE 1$ !ENEFITS REPORTS...........................................................................................................................3
TA!LE 11. REPORTS OPENED !Y CLIC%ING REPORTS ON MAIN MENU.............................................44
TA!LE 12. REPORTS OPENED !Y CLIC%ING REPORTS/EMPLOYEE DETAIL..................................45
TA!LE 13. REPORTS OPENED !Y CLIC%ING REPORTS/COMPENSATION........................................45
TA!LE 14. REPORTS OPENED !Y CLIC%ING REPORTS/EMPLOYMENT............................................46
TA!LE 15. REPORTS OPENED !Y CLIC%ING REPORTS/!ENEFITS......................................................46
TA!LE 16. REPORTS OPENED !Y CLIC%ING REPORTS/LEAVE LISTS AND CALENDARS............46
TA!LE 17. REPORTS OPENED !Y CLIC%ING REPORTS/LEAVE SUMMARIES..................................47
TA!LE 1. REPORTS OPENED !Y CLIC%ING REPORTS/LOST TIME ANALYSIS..............................47
TA!LE 19. REPORTS OPENED !Y CLIC%ING REPORTS/TIMECARDS.................................................47
TA!LE 2$. REPORTS OPENED !Y CLIC%ING REPORTS/PROJECTS.....................................................47
TA!LE 21. REPORTS OPENED !Y CLIC%ING REPORTS/CERTIFICATIONS.......................................47
TA!LE 22. REPORTS OPENED !Y CLIC%ING REPORTS/TRAINING.....................................................4
TA!LE 23. REPORTS OPENED !Y CLIC%ING REPORTS/!IRT+DAYS..................................................4
TA!LE 24. REPORTS OPENED !Y CLIC%ING REPORTS/SC+EDULED PERFORMANCE REVIEWS
.......................................................................................................................................................................................4
TA!LE 25. MINOR REPORTS OPENED !Y CLIC%ING REPORTS/SENIORITY ANNIVERSARIES..4
TA!LE 26. FIELDS IN A TAS%..............................................................................................................................51
TA!LE 27. REMINDERS REGARDING !ENEFITS...........................................................................................52
TA!LE 2. REMINDERS REGARDING LEAVE.................................................................................................52
TA!LE 29. REMINDERS REGARDING FIELDS ON REVIEWS TA! AND CERTIFICATIONS TA!.....52
TA!LE 3$. REMINDERS REGARDING IMMIGRATION# DRIVER# AND PERSONAL FIELDS..............52
TA!LE 31. REMINDERS REGARDING LEAVE AND FMLA...........................................................................53
TA!LE 32. REMINDERS REGARDING CO!RA................................................................................................53
TA!LE 33. DEFAULT E&PORT INTERFACES...................................................................................................57
TA!LE 34. SELECTED VIEWS..............................................................................................................................5
TA!LE 35. SECURITY TERMS..............................................................................................................................6$
TA!LE 36. COMMON S,L ROLES.......................................................................................................................61
TA!LE 37. !UILD'IN S,L ROLES........................................................................................................................61
TA!LE 3. !UILT'IN S,L USERS.........................................................................................................................61
TA!LE 39. EFFECTIVE PERMISSIONS E&AMPLE..........................................................................................62
1. Getting Started
#is do!u?ent is written for $ot end users and ad?inistrators. Ad?inistrators sould read tis
se!tion to plan te installation. #o s!edule $a!@ups6 read Se!tion &5 on pa>e 54. (nd users6 read
Se!tion , on pa>e && to $e>in te setup pro!ess.
1.1. Sste! "e#uire!ents
#e software in!ludes a data$ase and a !lient !o?ponent. Bot te data$ase and te !lient !an $e
installed on a sin>le !o?puter. Bot reAuire <indows +8S( or $etter6 $ut wor@ $est wit
<indows 9" "ro or $etter. Bot wor@ $est wit at least ,45M of ?e?orB. #e !lient reAuires a
?onitor resolution of at least &3,0x7586 $ut wor@s $est wit &,33x833. #a$le & su??ariCes
tese reAuire?ents.
T0123 1. S45637 R389:;373<65 =>; S:<?23 C>7@963; I<5602206:><
ReAuire?ent Mini?u? Re!o??ended
-peratin> SBste? <indows +8S( 9" "ro S",
S!reen Resolution &3,0x758 &,33x833
Free Hard /rive Spa!e ,43M ,43M
SBste? Me?orB1RAM &,8M ,45M
For !lient1server installations6 te ?ini?u? !onfi>uration for te server is <indows +8S( wit
te des@top edition of S)L Server6 MS/(. #e tBpi!al server !onfi>uration is <indows Server
,3331,33. wit S)L Server ,3331,334. #e Instant Self Serve DISSE <e$ Add;on reAuires
Internet Infor?ation Servi!es. See Se!tion &.4 for ISS installation instru!tions.
1.2. Sing$e %o!puter &nsta$$ation
#o install everBtin> on one !o?puter6 dou$le;!li!@ 5369@.3A3. #e installer will open. %li!@
T4@:B02 I<5602206:><. #e installer will install te followin> !o?ponentsF
Microsoft SQL Server Express
Microsoft .NET Framework 1.1
IHR SQL Server /ata$ase
%lient software
1.3. Additiona$ %$ient &nsta$$ation
#o install te software on an additional !o?puter witin Bour networ@6 run te installer on te
oter !o?puter and !li!@ ACC:6:><02 C2:3<6 I<5602206:><. After installation !o?pletes6 te
software will open. <en pro?pted to lo>on6 enter te na?e of te !o?puter tat is ostin> te
data$ase.
1.4. %$ient'Ser(er &nsta$$ation
%lient1server installations involve installin> te data$ase on a server !o?puter and ten installin>
!lient software on all te !o?puters tat need to a!!ess te data$ase. If Bour or>aniCation is not
alreadB runnin> SQL Server 2000 or 200 ten run te installer and !li!@ S3;D3; I<5602206:><.
-terwise6 if Bour or>aniCation is runnin> SQL Server ten use E!terprise Ma!a"er to restore te
data$ase lo!ated in te setup folder at Database/iHR.bak. <en pro?pted6 na?e te
data$ase IHR. For step;$B;step instru!tions on ow to use E!terprise Ma!a"er read GRestorin> a
/ata$ase wit S)L Server ,333s (nterprise Mana>erH on pa>e 55.
1.5. &nstant Se$f Ser(e &nsta$$ation
If Bou pur!ased te I!sta!t Se#f Serve <e$ Add;on ten !opB te <e$ "roIe!t files fro? te
I!sta!t Se#f Serve installation folder to Bour <e$ server. 'our <e$ server sould $e runnin>
eiter <indows 9" "ro or <indows Server and Internet Infor?ation Servi!es DIISE 4 or $etter.
IIS 4 reAuires te installation of AS".*(# wi! !an $e downloaded for free fro? Mi!rosofts
we$site.
1.6. )o(ing t*e +ata,ase
If Bou need to ?ove te data$ase to a different server ten follow te pro!edure $elowF
&. Ba!@up te data$ase $B openin> te !lient software and !li!@in> F:23/!0BE9@.
,. Move te $a!@up file to Bour new server.
.. If SQL Server 2000 or $etter is not alreadB runnin> on te server ten install MS$E.
0. Restore te data$ase $B followin> te Restorin> a Ba!@up instru!tions on pa>e 55.
4. Uninstall SQL Server fro? te ori>inal ost !o?puter. #o !o?pletelB re?ove SQL
Servers footprint6 delete %&'(ro"ram Fi#es'Microsoft SQL Server.
2. %o!pan Setup -i.ard
Use te %ompa!) Set*p +i,ar- to set up Bour !o?panB.
If te wiCard is not alreadB open ten !li!@
C>7@0<4/C>7@0<4 S369@ W:F0;C.
A window si?ilar to Fi>ure & will open. Use te wiCard
to set up Bou !o?panB6 define tBpes of leave6 set up
a!!rual plans6 and enroll sa?ple e?ploBees in tose
plans.
#e wiCard will as@ Bou if Bou want to delete all of te
sa?ple e?ploBees6 and it !an i?port Bour !urrent
e?ploBees fro? a %S2 file.
#o i?port e?ploBees witout runnin> te %ompa!)
Set*p +i,ar-6 !li!@ E7@2>4335/I7@>;6 E7@2>4335.
#o !an>e !o?panB settin>s after Bou !o?plete te
wiCard6 !li!@ C>7@0<4/C>7@0<4 S366:<?5.
F:?9;3 1. C>7@0<4 S369@ W:F0;C
After settin> up Bour !o?panB6 Bou !an explore wat ?a@es tis software different fro? tBpi!al
HR and ti?e J attendan!e software. See te ta$le $elow.
T0123 2. WG06 M0E35 A@3A S>=6H0;3 D:==3;3<6-
Feature (xplanation
File Atta!?ents
Atta!in> files li@e reviews6 e;?ails6 and s!anned;in ?edi!al !ertifi!ations is easB. Learn
?ore $B readin> se!tion ... on pa>e &4
Mail Mer>e
Set up for?. After tat initial ti?e invest?ent6 !reatin> $enefit notifi!ations6 FMLA
for?s6 and leave !onfir?ations is effortless. %apter && on pa>e 0+ explains Mail Mer>e.
2a!ation and "#-
A!!rual
#e software will auto?ati!allB $u?p up peoples a!!rual for Bou6 $ased on senioritB.
%apter 0 on pa>e &7 explains leave a!!rual.
FMLA J %FRA
Mana>e?ent
Bot paid and unpaid leave !an run !on!urrentlB wit anB tBpe of fa?ilB leave6 S#/6
L#/ or wor@ !o?p. Learn ?ore $B readin> %apter 0.
(;?ailed Re?inders #e software will e;?ail re?inders to e?ploBees6 HR6 and ?ana>e?ent re>ardin>
expirin> !ertifi!ations and li!ensin>. %apter &, on pa>e 4& explains tas@s and
re?inders.
Si?plifi!ation
#e !o?panB settin>s allow Bou to turn off se!tions of te software. If Bou do not need to
tra!@ ti?e!ards6 su!!ession plannin> or union ?e?$ersip ten !li!@
C>7@0<4/C>7@0<4 S366:<?5 and un!e!@ te features tat Bou do not need.
3. /!p$oees
#is !apter explains ow to list6 open and add e?ploBees. It also explains ?ost of te e?ploBee
infor?ation6 file folders and $est pra!ti!es. #is !apter does not explain leave6 $enefits6 reports
or se!uritB. (a! of tose topi!s ?erits its own !apter and !an $e found on pa>es &76 .06 .0 and
53.
3.1. 0isting1 2pening and Adding /!p$oees
#e (eop#e Exp#orer lists e?ploBees. #o open te (eop#e Exp#orer6 !li!@ V:3H/P3>@23 EA@2>;3;
on te ?ain ?enu. Sele!t AB6:D3 E7@2>4335. #o open an e?ploBee6 dou$le;!li!@ i?. A
window si?ilar to Fi>ure , will open.
%*stom Ta.*#ar Reports also list e?ploBees. #ese views allow Bou to enter infor?ation a$out
several e?ploBees at on!e. #o open a view6 !li!@ E7@2>4335/C956>7 T01920; R3@>;65.
(eop#e Searc/ sear!es for an e?ploBee $ased on na?e6 date of $irt6 or so!ial se!uritB nu?$er.
#o use (eop#e Searc/6 !li!@ E7@2>4335/P3>@23 S30;BG. /ou$le;!li!@ an e?ploBee to open
i?.
#o add an e?ploBee6 !li!@ E7@2>4335/ACC E7@2>433. A window as@in> for te na?e of te
e?ploBee will open. -n!e Bou !li!@ save6 te sBste? will !reate te e?ploBee and open a
window si?ilar to Fi>ure ,. 'ou !an ten edit te new e?ploBees infor?ation.
F:?9;3 2. E7@2>433 W:<C>H
3.2. /ntering /!p$oee &nfor!ation
After Bou open an e?ploBee6 Bou will see a window si?ilar to Fi>ure ,. #a$le . explains all of
te $uttons sown in Fi>ure ,. #a$le 0 explains te ta$s. #e sBste? raises re?inders $ased on
te infor?ation in tose ta$s. #a$le ,+ and #a$le .3 on pa>e 4, explain tose re?inders.
T0123 3. I<=>;706:>< >< E7@2>433.5 G3<3;02 T01
C><6;>2 :< F:?9;3 2 C><63<65
-r>aniCation Sows an e?ploBees ?ana>er6 depart?ent6 division6 sift6 lo!ation6 !urrent position and
past positions witin te !o?panB. #o add a depart?ent6 division6 sift or lo!ation to te
list of possi$ilities6 !li!@ te $utton la$eled GKH. *ote tat Bou !an !an>e GdivisionH to
G!o?panBH or Gsu$depart?entH $B !li!@in> C>7@0<4/S366:<?5 and !an>in> te entrB
for te se!ondarB or>aniCational !lass.
/e>rees UniversitB de>rees in!lude Bears !o?pleted6 lo!ation6 G"A6 and verifi!ation.
%ontinuin> (d %ontinuin> edu!ation in!ludes !redits6 date !o?pleted6 lo!ation6 !ourse6 >rade6 and
verifi!ation.
%ertifi!ations %ertifi!ations in!lude date !o?pleted6 date renewed6 expirB6 and verifi!ation.
Li!ensin> Li!ensin> in!ludes state 1 Iurisdi!tion6 dates !o?pleted and renewed6 and verifi!ation.
#est Results #est results in!lude test6 date6 and s!ore
#rainin> #rainin> in!ludes !ourse and dates $e>an J !o?pleted. #o re!ord trainin> for a >roup of
e?ploBees6 !li!@ E7@2>4335/R3B>;C G;>9@ T;0:<:<?
S@ills S@ills in!lude a des!ription and level
Unions Unions in!lude a des!ription and date Ioined
Su!!ession If Bour or>aniCation i?ple?ents !areer plannin> ten use su!!ession plannin>.
#ardiness #ardiness re!ords individual in!idents and weter or not teB were ex!used.
(?er>en!B %onta!ts Lists !onta!t infor?ation for e?er>en!B !onta!ts.
T0123 4. E7@2>433 T015
C><6;>2 :< F:?9;3 2 C><63<65
%o??uni!ations J
Reviews
/isplaBs wen te next review is s!eduled and wen6 if ever6 te last review o!!urred. It
also lists all te reviews. #e Next Review field raises a Review $*e re?inder.
#a$le ,+ explains si?iliar re?inders. #o ena$le or disa$le te re?inders !li!@
C>7@0<4/S366:<?5 and ten !li!@ te Remi!-ers ta$. Also displaBs all warnin>s6
repri?ands and !o??uni!ations re>ardin> an e?ploBee.
Leave #ra!@s detailed leave istorB and su??ariCes usa>e J availa$ilitB as of todaB.
"ersonal Info Sows an e?ploBees date of $irt6 so!ial se!uritB nu?$er6 ra!e6 ?arital status6 dependents6
ealt status6 spouse6 !ildren6 i??i>ration6 ?ilitarB experien!e and drivers li!ense
infor?ation. #a$le .3 explains related re?inders.
Benefits Sows individual enroll?ent in ea! $enefit and also tra!@s %-BRA. #o rena?e $enefits
or enter pre?iu? ta$les6 !li!@ !3<3=:65 on te ?ain ?enu.
#i?e!ards #ra!@s an individuals ti?e!ard entries. #o enter ti?e!ards for several e?ploBees at on!e
!li!@ T:73B0;C5 on te ?ain ?enu.
(?ploB?ent Sows a !o?plete salarB and reire istorB. Add a new entrB wenever an e?ploBees
status or paB !an>es. (a! entrB tra!@s e?ploB?ent status6 paB6 position status6 and $onus
ran>es. #is ta$ also !ontains new ire and exit !e!@lists.
%o??uni!ations /isplaBs warnin>s6 repri?ands and !o??uni!ations re>ardin> an e?ploBee.
%onta!t Ho?e and wor@ !onta!t infor?ation.
(Auip?ent Lists te eAuip?ent an e?ploBee as !e!@ed out. Allows Bou to easilB !e!@ is
eAuip?ent $a!@ in.
*otes and More Use tis ta$ to !reate !usto? fields and enter narratives tat do not fall under
!o??uni!ations or tas@s.
3.3. 3i$e 3o$ders
#e sBste? auto?ati!allB !reates a folder for ea! e?ploBee. <itin ea! folder6 Bou !an store
MS +or- resu?es6 s!anned;in va!ation reAuests6 s!anned;in review for?s6 and everBtin> else
tat Bou !an save to dis@ or s!an in. #o !an>e te root folder6 !li!@ C>7@0<4/S366:<?5. A
window si?ilar to Fi>ure . on te next pa>e will open. Loo@ in te 0ssociate- Fi#e S)stem Fo#-ers
ta$. %an>e te pat to a sared folder on Bour networ@.
<enever te sBste? !reates a folder
for an e?ploBee6 it !reates a sort!ut
and several su$folders. In %ompa!)
Setti!"s6 !an>e te su$folders to
?eet Bour needs.
#o open an e?ploBees folder6 ta@e
anB of te a!tions listed $elow.
Ri>t;!li!@ te e?ploBee in
(eop#e Exp#orer.
*avi>ate to te root sared
folder and !li!@ te
e?ploBees sort!ut.
-pen te e?ploBee and !li!@
F>2C3;.
F:?9;3 3. S366:<? 9@ E7@2>433 F>2C3;5
#o open te root sared folder6 eiter !li!@ E7@2>4335/+R F>2C3; or !li!@ te 1pe! HR Fo#-er
tool$ar $utton . 'ou !an also open te root folder wit +i!-ows Exp#orer.
<en te sBste? !reates folders6 it does not se!ure te?. #Bpi!allB6 Bou will set per?ission on
te root folder so tat onlB HR staff and proprietors !an a!!ess e?ploBee folders. For ?ore
advan!ed s!enarios6 li@e >rantin> a!!ess to ?ana>ers on all or part of an e?ploBees folder6
ad?inistrators !an use +i!-ows Exp#orer to set per?issions on individual folders. %onsult
+i!-ows He#p for ?ore infor?ation a$out file sBste? se!uritB.
3.4. Best Pra4ti4es for )anaging /!p$oee &nfor!ation
Apex re!o??ends te followin> pra!ti!esF
/esi>nate eAuip?ent and tra!@ its lo!ation or user. #o list and add eAuip?ent6 !li!@
C>7@0<4/E89:@73<6 on te ?ain ?enu. #o assi>n eAuip?ent to an e?ploBee6 open i? and
!li!@ te E2*ipme!t ta$.
(nter te s@ills6 tests and trainin> tat are i?portant to Bour or>aniCation. #o list and add tese
ite?s6 !li!@ C>7@0<4 on te ?ain ?enu. #o asso!iate s@ills6 tests6 and trainin> wit an
e?ploBee6 open te e?ploBee and !li!@ te Ski##s a!- 3!io!s or Tests a!- Trai!i!" ta$.
<en an e?ploBees status !an>es6 open te e?ploBee and do!u?ent te !an>e in er
e?ploB?ent ta$. A new entrB sould $e entered into te e?ploB?ent ta$ wenever te e?ploBee
is reired6 pro?oted or de?oted.
Store !opies of reviews6 resu?es and oter written do!u?entation in te e?ploBee folders. Read
pa>e &. to learn a$out e?ploBee folders.
4. 0ea(e
#is !apter explains ow to set up leave. It ten explains tBpes of leave6 leave a!!rual6 ow to
enter used leave6 freAuentlB as@ed Auestions6 and FMLA !onsiderations. Reports are des!ri$ed in
#a$le &5 on pa>e 05.
4.1. Setting 5p 0ea(e
#e %o?panB Setup <iCard provides step $B step pro!edures tat assist ad?inistrators in settin>
up leave6 and Bou !an open it $B !li!@in> C>7@0<4/S369@ W:F0;C. After Bou run te <iCard6
Bou !an furter set up leave $B openin> te leave setup window. %li!@ L30D3/S369@ U@ L30D3.
Use te Set Up Leave window to define te tBpes of leave tat Bou need to tra!@6 !reate te leave
a!!rual plans tat define ow ?u! e?ploBees a!!rue and wen teB a!!rue it6 and set te initial
$alan!es for ea! e?ploBee1tBpe.
4.2. 6pes of 0ea(e
#o edit te list of tBpes6 open te Set 3p Leave window tat is sown in Fi>ure 0. %li!@ te M>D3
U@ and M>D3 D>H< $uttons to !an>e te order tat te tBpes are listed.
F:?9;3 4. L30D3 S369@ W:<C>H F:?9;3 5. T4@3 >= L30D3 W:<C>H
#o open te window sown in Fi>ure 46 !li!@ te ACC $utton. #at window !ontains several
fields. #e A$$reviation field is sown in su??arB reports were spa!e is a pre?iu?. #e
!lassifi!ation !ontrols weter te leave is treated as si?ple or advan!ed. (xa?ples of advan!ed
tBpes of leave in!lude FMLA6 %FRA6 <or@ %o?p and L#/. #eB run !on!urrentlB wit si?ple
tBpes li@e va!ation and "#-. Si?ple leave is !lassified as paid or unpaid and -# eli>i$le or -#
ineli>i$le. After all te tBpes of leave are defined te leave a!!rual plans !an $e !reated.
%li!@ te ACC S6063 F07:24 L30D3 $utton to add advan!ed tBpes of leave for a state. %li!@in>
tat $utton will add te tBpes and ?odifB te existin> leave a!!rual plans. If Bou are onlB
interested in tra!@in> Federal and state leave ten Bou onlB need to enter one or two si?ple tBpes
of leave li@e paid and unpaidL Bou do not need tBpes for va!ation or "#-.
4.3. 0ea(e A44rua$ P$ans
Leave 0ccr*a# (#a!s define ow ?u! leave e?ploBees a!!rue and ow often teB a!!rue it. (a!
plan answers four Auestions for ea! tBpe of a!!rued leaveF
&. Hours. How ?anB ours of leave sould parti!ipatin> e?ploBees a!!rueM
,. FreAuen!B. <en sould te sBste? !redit te a!!rued leaveM
.. Li?its. <at are te ?axi?u? ours of unused leave tat parti!ipatin> e?ploBees !an
a!!rueM
0. (nfor!e?ent. <en sould te sBste? applB te li?itsM
%reate a Leave 0ccr*a# (#a! for
ea! >roup of e?ploBees tat
a!!rue leave at a uniAue rate.
For exa?ple6 if ad?inistrative
assistants a!!rue 0 va!ation
ours ?ontlB and everBone
else a!!rues 5 ours ten Bou
would !reate two plans. If part
ti?e assistants a!!rue ,
va!ation ours ten Bou would
!reate a tird plan.
#o list plans and !reate te?6
!li!@ L30D3/S36 U@ L30D3
and ten !li!@ te Leave
A!!rual ta$ as sown in Fi>ure
5. After te plans are !reated6
!li!@ te %/a!"e 0ccr*a# $uttons
and %#ick /ere lin@s to enroll
e?ploBees in te plans.
F:?9;3 6. L30D3 ABB;902 P20<5
#e next se!tion lists exa?ple leave a!!rual plans. #o learn ?ore a$out enrollin> e?ploBees in
te plans6 read Se!tion $elow on pa>e ,&.
4.3.1. 0ea(e A44rua$ P$ans
#o set an a!!rual rate6 !li!@ a !ell in te ta$le
and ten enter te ours a!!rued and te
freAuen!B. In Fi>ure 76 te !ell tat reads6
G&5.33 rs SenioritB AnniversarB IIIH
spe!ifies tat e?ploBees wo are assi>ned to
tis plan a!!rue &5 rs of si!@ leave ea!
Bear. #e !ell tat reads6 G&3.33 rs (verB
Mont of SenioritB I2H spe!ifies tat
e?ploBees wo are assi>ned to tis plan N
and wo ave $een e?ploBed for 4 Bears N
a!!rue &3 rs of va!ation everB ?ont of
senioritB.
<en !oosin> freAuen!B6 Bou !an !oose
fro? seven optionsF wee@lB6 $iwee@lB6
se?i?ontlB6 ?ontlB6 $i?ontlB6
se?iannuallB and annuallB. (a! of tose
freAuen!ies offer variations li@e GSenioritB
AnniversarB IIIH and GSenioritB AnniversarB
I2H tat deter?ine wen leave is first
!redited.
F:?9;3 7. L30D3 ABB;902 P20< '' 1$VAC(15)54;5 2SIC
.
Fi>ure 8 sows a plan tat a!!rues &5 rs of
si!@ leave annuallB and &3 rs of va!ation
?ontlB. In tis exa?ple6 si!@ leave is not
li?ited and va!ation is li?ited to &,3 rs.
F:?9;3 . EA07@23 1"LAP * 15VAC 2SIC
Fi>ure + sows a plan tat a!!rues notin>
for te first 5 ?onts of e?ploB?ent. After 5
?onts6 it a!!rues &5 rs of personal leave
annuallB and 5.57 rs of va!ation ?ontlB.
F:?9;3 9. EA07@23 2"LAP * 1$VAC)67>5 2PER
Fi>ure &3 sows a plan tat a!!rues notin>
for te first . ?onts of e?ploB?ent. After .
?onts6 it a!!rues , rs of "#- everB
FridaB.
F:?9;3 1$. EA07@23 3"LAP * .5PTO)37>5
Fi>ure && sows a plan tat a!!rues &
floatin> olidaB ea! Bear. After . ?onts6 it
a!!rues 5.57 rs of va!ation on te first daB
of ea! ?ont.
F:?9;3 11. EA07@23 4"LAP * 1$VAC)37>5(1FLT
After Bou !reate te Leave A!!rual "lans6 Bou are readB to enroll e?ploBees in te plans.
4.3.2. /nro$$ing /!p$oees in 0ea(e A44rua$ P$ans
#o start a!!ruin> leave for an e?ploBee6 enroll i? in a Leave 0ccr*a# (#a!. #e software
provides two waBs to enroll e?ploBees.
(nroll an individual $B openin> i?6 !li!@in> is L30D3 ta$6 and !li!@in> te CG0<?3
ABB;902 $utton near te $otto?;ri>t !orner of te window.
L30D3/S36 U@ L30D36 !li!@ te L30D3 ABB;902 ta$6 and ten !li!@ eiter te CG0<?3
ABB;902 $uttons next to ea! e?ploBee or te C2:BE G3;3 lin@s.
After !li!@in> te CG0<?3 ABB;902 $utton6 te
window in Fi>ure &, will open. UsuallB6 an
e?ploBee is onlB enrolled in one a!!rual plan.
But if Bour !o?panBs a!!rual poli!B !an>es6 or
if te e?ploBee >oes on extended leave6 ten Bou
!an enroll one e?ploBee in ?anB plans.
F:?9;3 12. L30D3 ABB;902 =>; E7@2>433
<en Bou !li!@ te ACD0<B3C $utton in te
window sown a$ove ten Bou will see
so?etin> si?ilar to Fi>ure &.. *ote tat a plan
ta@es effe!t $etween Start $ate and Stop $ate.
Also note tat onlB one plan !an $e in effe!t at
one ti?e. Fi>ure &. sows an e?ploBee wo
ori>inallB a!!rued &3 daBs of va!ation6 $ut6 on
01,.6 e $e>an a!!ruin> &4 daBs.
F:?9;3 13. ACD0<B3C ABB;902 =>; O<3 E7@2>433
Fi>ure &0 sows te enroll?ent for an e?ploBee
wo went on extended leave on ,1&1,33, and
returned 51&1,33,. Se will not a!!u?ulate leave
$etween ,1&1,33, and 41.&1,33,.
F:?9;3 14. ABB;902 =>; EA63<C3C L30D3
4.4. /ntering 0ea(e
Leave !an $e entered as a sin>le adIust?ent or ite?iCed daB;$B;daB. Use adIust?ents to set
initial $alan!es and !o?p !redits. #o enter an adIust?ent6 !li!@ L30D3/E<63; ACI95673<6. #o
ite?iCe leave daB;$B;daB6 !li!@ L30D3/SBG3C923 L30D3 >= A153<B3 and use te window in
Fi>ure &4.
F:?9;3 15. L30D3 >= A153<B3
In Fi>ure &46 sele!t te departin> e?ploBee. #o !e!@ availa$ilitB and eli>i$ilitB6 !li!@ te T>6025
0<C P;>B3C9;35 ta$. -n!e Bou deter?ine availa$ilitB6 return to te G3<3;02 ta$. #o enter a
ran>e of daBs6 !li!@ te F;>7 T> $utton. #o run te leave !on!urrentlB wit an advan!ed tBpe
li@e FMLA6 !e!@ te advan!ed tBpes in te list la$eled A25> B>9<6 6G:5 230D3 05. #o s!edule
tas@s related to te leave of a$sen!e6 !li!@ te C;3063 N3H T05E5 ta$. #o ?ail ?er>e a for?
letter6 !li!@ te W;:63 L3663; $utton.
4.5. 0ea(e 3A8
)F
AF
How do I !e!@ ow ?u! leave is availa$leM
#o !e!@ availa$le leave for one e?ploBee6 !li!@ L30D3/L30D3 =>; O<3 E7@2>433.
)F
AF
<at is te differen!e $etween availa$le leave and a!!u?ulated leaveM
(?ploBees ?aB a!!u?ulate ?ore leave tan teB a!tuallB ave availa$le. For exa?ple6 as
of todaB an e?ploBee ?aB ave a!!u?ulated 8 va!ation daBs6 $ut6 $e!ause e alreadB
s!eduled . daBs6 e onlB as 4 daBs availa$le. Availa$le leave is a fun!tion of
a!!u?ulated leave6 future earned leave6 future s!eduled leave6 and future li?its.
)F
AF
How do I s!edule leaveM
%li!@ L30D3/SBG3C923 L30D3 >= A153<B3.
)F
AF
How do I see ow ?u! leave was used durin> te last paBrollM
%li!@ R3@>;65/U53C L30D3 S9770;4# E7@2>433 V5 T4@3 >= L30D3. Sele!t te paBroll
period and run te report. #e report will su? ea! tBpe of leave for ea! e?ploBee.
)F How do I prevent an e?ploBee fro? a!!u?ulatin> leave wile e is on FMLA or extended
leaveM
AF -pen te e?ploBee and !li!@ is leave ta$. %li!@ te CG0<?3 ABB;902 $utton near te
$otto? ri>t of te window. 'ou will see a line tat reads G(ffe!tive Oso?e dateP to
OtodaBPH. %e!@ te !e!@$ox next to todaBs date and sele!t te date of departure.
5. 3)0A
Instant FMLA allows Bou to ?ana>e extended leave6 and tra!@ tas@s and re?inders asso!iated
wit FMLA. It allows Bou to ?ana>e plans tat varB fro? state to state6 and >enerates letters and
!o??uni!ations Aui!@lB trou> ?ail ?er>e.
5.1. Setting 5p 0ea(e A44rua$ P$ans for 3)0A
Lo>in to te software and !oose L30D3/S36 U@ L30D3. A window li@e te one $elow will
open tat in!ludes tree #a$ options. #e T4@35 >= L30D3 T01 opens $B default and in!ludes a
list of all te tBpes of leave tat Bour or>aniCation is tra!@in>. Use te Add1(dit $utton to
?odifB te list and ?a@e !ertain it is !o?plete.
F:?9;3 16. L30D3 S369@ W:<C>H =>; C02:=>;<:0 S6063 0<C F07:24 L30D3
After Bou verifB te list of tBpes6 !onfir? te a!!rual rates for ea! tBpe $B !li!@in> te Leave
A!!rual ta$ tat is sown on te next pa>e in . Be!ause leave is tra!@ed in ours6 it is i?portant
to set up a different a!!rual plan for ea! F#( DFull #i?e (Auivalen!BE tat Bour or>aniCation
offers. %li!@ te Add6 (dit6 or /elete $uttons to ?odifB te plans. AlternativelB6 Bou !an edit te
plan $B dou$le;!li!@in> on te plan fro? te Leave A!!rual "lans list.
It is i?portant to set up a different a!!rual plan for ea! F#( DFull #i?e (Auivalen!BE tat Bour
or>aniCation offers. %li!@ te Add6 (dit6 or /elete $utton to ?odifB te plans. AlternativelB6 it
is possi$le to edit te plan $B dou$le !li!@in> on te plan fro? te Leave A!!rual "lans list. A
window si?ilar to te one $elow will open on!e Bou ave !osen a plan to ?odifB.
F:?9;3 17. L30D3 ABB;902 P20< =>; C02:=>;<:0 L30D3
#is window sown in Fi>ure &7 allows Bou to esta$lis te F#(6 write a des!ription of te plan6
deter?ine if rates sould in!rease in relation to senioritB6 deter?ine te rate of a!!rual for
?ultiple tBpes of leave6 and assi>n li?its on unused leave. Use te ABB;902 R063 s!roll $ar to
view te rate at wi! e?ploBees a!!rue leave over te last rollin> Bear for ea! tBpe of leave. In
te exa?ple a$ove6 e?ploBees will a!!rue 083 ours of %FRA6 083 ours of "/L6 and ,03 ours
of "aid /FL. %li!@ on te desired !ell to ?odifB its a!!rual rate. -n!e Bou are satisfied wit
Bour !an>es6 !li!@ A@@24.
#o enter initial $alan!es for ea! e?ploBee6 !li!@ te I<:6:02 !020<B35 T01. #at ta$ also allows
Bou to i?port initial $alan!es fro? a .!sv D(x!elE file. %li!@ C2>53 to return to te ?ain ?enu.
5.2. S4*edu$ing 3)0A
#o s!edule FMLA6 !li!@ L30D3/SBG3C923 L30D3 >= A153<B3. A window si?ilar to Fi>ure &8
will open. Sele!t te departin> e?ploBee. If Bou !annot find i? ten !li!@ te $ino!ulars and
add i?.
*ext spe!ifB te AualifBin> event. %li!@ te F;>7 T> $utton. A window si?ilar to Fi>ure &+ on
te next pa>e will open.
F:?9;3 1. SBG3C923 L30D3 >= A153<B3 W:<C>H =>; CFRA
Sele!t te pri?arB tBpe of leave li@e paid6
unpaid6 "#-6 si!@ leave6 or va!ation. %e!@
te !e!@$oxes next to all of te tBpes of
fa?ilB leave tat applB. Use te L056
AD0:20123 D04 !olu?n to !onfir? availa$ilitB.
If an e?ploBee will exaust er "/L $efore
se exausts er %FRA ten enter te last
availa$le daB of "/L. 'ou will need to $rea@
up te leave into two leaves of a$sen!e6 one for
%FRA1"/L and anoter for Iust te re?ainin>
%FRA.
%li!@ te ACC $utton and Bou will return to te
window sown in Fi>ure &8. In tat window6
!li!@ te C;3063 T05E5 ta$ and !e!@ all of te
tas@s tat applB. #o add a tas@6 !li!@ te $lue
Bperlin@ at te $otto? of te windows. Read
Se!tion &, on pa>e 4& to learn ?ore a$out
tas@s and re?inders.
F:?9;3 19. !2>BE O96 L30D3 W:<C>H
#o save te leave of a$sen!e6 !li!@ te A@@24 $utton. FinallB6 !li!@ te W;:63 L3663; $utton to
?er>e tis leave of a$sen!e wit a for? letter. Read Se!tion && on pa>e 0+ to learn ?ore a$out
?ail ?er>e.
5.3. /diting ' /xtending 3a!i$ 0ea(e
-n!e FMLA as $een entered6 it !an $e a!!essed $B eiter openin> te e?ploBee6 !li!@in>
L30D3/L30D3 =>; O<3 E7@2>4336 or !li!@in> L30D3/L30D3 M06;:A.
After Bou find te leave of a$sen!e in te list and open it6 Bou !an extend it $B !li!@in> te
$uttons la$eled ACC and F;>7 T>. *ote tat te !e!@$oxes under te GAlso !ount tis leave
asKH list applB to te entire leave of a$sen!e. If an e?ploBee was on %FRA1"/L and is now Iust
on %FRA ten Bou would need !reate an entirelB new leave of a$sen!e.
'ou !an !ut te leave sort $B s!rollin> down to te daB tat te e?ploBee returned1will return
and deletin> it. #e software will ten as@ if Bou want to delete everBtin> tereafter. %li!@ Bes.
5.4. 3)0A 3or!s
Apex provides five FMLA for?sF ReAuest for FMLA Leave6 Medi!al "rovider %ertifi!ation of
Serious Healt %ondition6 Medi!al "rovider Re!ertifi!ation of Serious Healt %ondition6
Approval of ReAuest for FMLA Leave6 /enial of ReAuest for FMLA Leave6 and Medi!al
"rovider %ertifi!ation of Fitness for /utB. %usto?iCe tese for?s to ?eet Bour needs or ta@e
Bour existin> for?s and prepare te? for ?ail ?er>in>. #o ?er>e e?ploBee infor?ation wit a
for?6 !li!@ L30D3/M0:2 M3;?3 on te ?ain ?enu. Read GMail Mer>eH on pa>e 0+ for ?ore
infor?ation.
5.5. Best Pra4ti4es for )anaging 3)0A
Apex re!o??ends te followin> $est pra!ti!es.
A!!rue FMLA leave !ontinuouslB instead of $B !alendar Bear. Instant FMLA does not support
a!!ruin> FMLA $B !alendar Bear $e!ause doin> so dou$les Bour !o?panBs exposure to a$use
and ?isuse. Given tat an e?ploBee is onlB allowed &, wee@s annuallB of FMLA leave6 if Bou
a!!rue FMLA leave $B !alendar Bear ten Bou are allowin> e?ploBees twi!e as ?u! leave as is
reAuiredL Bou are allowin> &, wee@s for te last alf of last Bear plus &, wee@s for te first alf
of tis Bear for a total of ,0 wee@s over te last !ontinuous Bear.
As soon as a Aualified e?ploBee reAuests FMLA leave6 i??ediatelB send two letters to te
e?ploBee6 one letter tat reAuests ?edi!al !ertifi!ation and anoter letter tat approves te leave
!ontin>ent on ?edi!al !ertifi!ation and explains is FMLA $enefits. #e e?ploBer ?ust respond
to an FMLA reAuest witin two $usiness daBs oterwise te e?ploBer !annot le>allB denB te
reAuest. #e e?ploBee ?ust deliver te !ertifi!ation to te e?ploBer witin &4 daBs of is re!eipt
of te e?ploBers reAuest. If te e?ploBee !an prove tat e ?ade a G>ood faitH effort to deliver
te !ertifi!ation $ut was una$le to do so ten e ?aB deliver it witin .3 daBs. If e fails to
deliver te !ertifi!ation witin &4 or .3 daBs ten Bou !an denB or revo@e is FMLA reAuest. If
e is alreadB on leave ten Bou !an treat i? as a$sent witout leave6 reAuire tat e retroa!tivelB
ta@e paid leave6 or ter?inate is e?ploB?ent.
After te initial ?edi!al !ertifi!ation6 !onsider reAuirin> ?edi!al re!ertifi!ation everB .3 daBs for
pre>nan!B6 !roni! !onditions6 or lon>;ter? !onditions. Altou> le>allB te e?ploBer ?ust paB
for te re!ertifi!ation D%ode of Federal Re>ulations6 #itle 46 2olu?e &6 Se!tion 5.3.&,376
"ara>rap IE6 in pra!ti!e e?ploBees usuallB as@ teir provider to !o?plete te !ertifi!ation
durin> a s!eduled appoint?ent6 and few e?ploBers offer to paB. For oter serious !onditions6
in!ludin> inter?ittent !onditions6 te e?ploBer ?aB reAuire re!ertifi!ation on a periodi! $asis6
$ut not $efore te ?ini?u? duration of te period of in!apa!itB. If te e?ploBee as@s to extend
FMLA leave or te e?ploBer !an prove tat it re!eived infor?ation tat !asts dou$t on te
ori>inal reAuest ten te e?ploBer ?aB reAuire ?edi!al re!ertifi!ation as often as is
Greasona$leH. D#irtB daBs would li@elB alwaBs $e !onsidered reasona$le.E (xer!isin> tis ri>t
!an >reatlB redu!e FMLA a$use. In te FMLA window6 if Bou enter te Recertificatio! (erio- ten
te sBste? will raise a re?inder.
If Bou Auestion a ?edi!al providers !ertifi!ation ten dire!t te e?ploBee or is fa?ilB ?e?$er
to a provider of Bour !oi!e and paB for a se!ond opinion. As lon> as Bou paB for te opinion
and Bou do not e?ploB te provider6 federal law >ives Bou te ri>t to reAuire a se!ond opinion.
If te se!ond opinion differs fro? te ori>inal !ertifi!ation ten Bou !an paB for and o$tain a
tird opinion fro? a provider tat Bou sele!t. #at tird opinion is $indin> for $ot Bou and te
e?ploBee.
%onsider reAuirin> a pBsi!ians note wen an e?ploBee exer!ises inter?ittent FMLA leave. If
an e?ploBee se!ures a ?edi!al !ertifi!ation for inter?ittent leave wit a >eneri! dia>nosis li@e
depression6 ?i>raines6 or stress ten Bou !an lessen FMLA a$use and ?isuse $B reAuirin> te
e?ploBee to o$tain and su$?it a do!tors note everB ti?e e ta@es FMLA leave.
<en an e?ploBee as@s to extend is approved FMLA leave6 !li!@ L30D3/SBG3C923 ( CG3BE
AD0:20123 FMLA and test is Aualifi!ation. If e as not wor@ed at least &6,43 ours durin> te
last twelve ?onts ten e does not AualifB for anB additional leave.
#rain HR personnel and ?ana>ers to re!o>niCe AualifBin> events. ReAuest a ?edi!al !ertifi!ation
and send an approval letter even if te e?ploBee does not reAuest FMLA leave. Le>allB6 it is te
e?ploBers responsi$ilitB to >rant FMLA $enefits re>ardless of weter or not te e?ploBee
as@s for te?. %onsider a ?ale e?ploBee wo as@s is supervisor for ti?e off $e!ause is wife is
s!eduled to deliver is !ild6 $ut te e?ploBee does not @now to as@ for FMLA leave. If te
e?ploBees supervisor denies is reAuest ten te e?ploBer is open to fines $B te (?ploB?ent
Standards Ad?inistration of te /epart?ent of La$or and !ivil a!tion $B te e?ploBee. #e
supervisor sould reAuire tat te e?ploBee fill out a reAuest for FMLA leave6 reAuest ?edi!al
!ertifi!ation6 and send i? a letter tat for?allB a!!epts te reAuest6 !ontin>ent upon ?edi!al
!ertifi!ation.
6. 6i!e4ards and Pro9e4ts
#i?e!ards are flexi$le. #eB !an sow a varietB of fields in!ludin> In #i?e1-ut #i?e or
/ate1Hours. #eB !an $e lo>>ed a>ainst proIe!ts. #eB !an $e i??ediatelB a!!epted or ?ar@ed
pendin> until teB are reviewed and approved.
'ou sould see a T:73B0;C5 entrB on te ?ain ?enu. If Bou do not see it ten !li!@
C>7@0<4/C>7@0<4 S366:<?5 and put a !e!@ $eside te ti?e!ards and1or proIe!ts features.
#e T:73 J P;>I3B65 ta$ in te %ompa!) Setti!"s window defines te default ti?e!ard laBout6 or
s!e?a6 for new e?ploBees. It also allows Bou to rena?e G"roIe!tH to so?etin> li@e GQo$H6
G2isitH or GServi!eH.
#o sele!t te fields tat will sow on ti?e!ards6 !li!@ T:73B0;C5/SBG3705. 'ou will see a list
of s!e?as su! as G/ate1HoursH and GFa!torB FloorH. /ifferent e?ploBees !an use different
s!e?as. 'our $illa$le e?ploBees ?aB re!ord ti?e usin> one s!e?a R /ate6 Hours6 "roIe!t S
wile Bour non;$illa$le e?ploBees re!ord ti?e usin> anoter s!e?a R In #i?e6 -ut #i?e S.
If Bou need to tra!@ ti?e a>ainst proIe!ts or Io$s ten !li!@ P;>I3B65/L:56 on te ?ain ?enu.
'ou !an ten add proIe!ts. "roIe!ts !an $e >rouped into !lasses. A !lass !an $e anBtin>
in!ludin> !usto?ers na?e6 offi!e lo!ations6 and !ost !enter !odes.
After Bou define Bour ti?e!ard s!e?as Bou are readB to enter ti?e. #e I!sta!t Se#f Serve
+e. add;on allows e?ploBees to !lo!@ in1out over te Internet and su$?it teir ti?e!ards
online. #o use te !lient to enter ti?e!ards6 eiter !li!@ T:73B0;C5/E<63; T:73B0;C5 =>;
M0<4 E7@2>4335 or !li!@ T:73B0;C5/E<63;(EC:6 T:73B0;C5 =>; O<3 E7@2>433.
If Bou !oose a ti?e!ard s!e?a tat reAuires ?ana>er approval ten new entries will $e
re!orded as pendin>. #o approve te?6 !li!@ T:73B0;C5/E<63; T:73B0;C5 =>; M0<4
E7@2>4335 and !oose R3D:3H @3<C:<? 3<6;:35 wen pro?pted.
#o run ti?e!ard reports6 !li!@ R3@>;65/T:73B0;C5. #e G#i?e!ard Su??arB for "aBrollH
report is te ?ost useful. All of te reports are des!ri$ed in Se!tion 8.
7. Position %ontro$ and
%o!pensation
"osition !ontrol allows Bou to enter standard positions6 >roup te positions into !o??on paB
>rades6 and assi>n paB steps to ea! paB >rade. All of te settin>s for paB >rades are under te
P>5:6:></P04 T01235 ?enu ite?. All of te reports for !o?pensation and paB ta$les are under
te R3@>;65/C>7@3<506:>< ?enu ite?.
Instant HR supports ?ilitarB;stBle paB ta$les. #e Ar?B releases a paB ta$le !alled te General
S!edule wi! lists te paB >rades as rows and te paB steps as !olu?ns. #e paB ta$le in #a$le
,5 approxi?ates te Ar?Bs General S!edule. "ositions are assi>ned to one paB >rade. For
exa?ple6 a "rivate is a GS;& DGeneral S!edule6 &
st
paB >radeE. 'ou !an see fro? te ta$le tat a
"rivate !an earn $etween T&5.4, and T,3043 dependin> on is paB step. A General is a GS;&4
and !an earn $etween T+&437 and T&&8+47. *ote tat ?ore tan one position !an use te sa?e
paB >rade. An Ad?iral ?i>t also $e a GS;&4.
T0123 5. L0;?3 P04 T0123
Grade Step
&
Step
,
Step
.
Step 0 Step 4 Step 5 Step 7 Step 8 Step + Step &3
& &5.4, &58+8 &700, &7+8. &84,7 &8807 &+.8. &++,4 &++07 ,3043
, &8.84 &88,, &+0.& &++07 ,3&5+ ,375, ,&.44 ,&+08 ,,40& ,.&.0
. ,3353 ,37,+ ,&.+8 ,,357 ,,7.5 ,.034 ,0370 ,070. ,40&, ,538&
0 ,,4&+ ,.,73 ,03,& ,077, ,44,. ,5,70 ,73,4 ,7775 ,84,7 ,+,78
4 ,4&+4 ,53.4 ,5874 ,77&4 ,8444 ,+.+4 .3,.4 .&374 .&+&4 .,744
5 ,8384 ,+3,& ,++47 .38+. .&8,+ .,754 ..73& .05.7 .447. .543+
7 .&,3+ .,,0+ ..,8+ .0.,+ .4.5+ .503+ .700+ .808+ .+4,+ 0345+
8 .045. .47&4 .5857 .83&+ .+&7& 03.,. 0&074 0,5,7 0.77+ 00+.&
+ .8&74 .+008 037,& 0&++0 0.,57 00403 048&. 07385 08.4+ 0+5.,
&3 0,303 0.00& 0080, 05,0. 07500 0+304 43005 4&807 4.,08 4050+
&& 05&8+ 077,+ 0+,5+ 4383+ 4,.0+ 4.88+ 440,+ 45+5+ 4843+ 5330+
&, 44.53 47,34 4+343 538+4 5,703 50484 550.3 58,74 73&,3 7&+54
&. 548., 583,5 73,,3 7,0&0 70538 7583, 78++5 8&&+3 8..80 84478
&0 777+. 83.85 8,+7+ 8447, 88&54 +3748 +..4& +4+00 +84.7 &3&&.3
&4 +&437 +0447 +7537 &3354
7
&3.73
7
&3574
7
&3+83
7
&&,84
7
&&4+3
7
&&8+47
For lar>e or>aniCations6 paB ta$les si?plifB salarB
ne>otiations and paB in!reases. For oter or>aniCations6 paB
is often ne>otiated on an individual $asis and salaries do not
fall into a !learlB defined ta$le. In tat !ase6 !reate a paB
>rade for ea! position and !reate paB steps for ?ini?u?6
tBpi!al6 and ?axi?u? paB as sown in #a$le ,7.
T0123 6. S7022 P04 T0123
Grade Min #Bpi!al Max
%leri!al &5.4, &58+8 &700,
Staff &8.84 &88,, &+0.&
Mana>er ,3353 ,37,+ ,&.+8
/ire!tor ,,4&+ ,.,73 ,03,&
"artner ,4&+4 ,53.4 ,5874
-n!e Bou define Bour paB ta$leDsE6 !reate positions and assi>n ea! position to te !orre!t paB
>rade. <en enterin> a!tual paB for an individual6 Bou are not restri!ted to paB ta$les. 'ou !an
loo@ up salarB $B paB >rade1step6 or Bou enter an unrelated a?ount. #o use te position and
!o?pensation reports6 !li!@ R3@>;65/C>7@3<506:><.
8. Benefits
Instant HR supports insuran!e $enefits and tax;deferred retire?ent plans D#/R"sE. Insuran!e
$enefits in!lude ealt6 a!!idental deat6 and dental. #/R"s in!lude 03&D@Es and 03.D$Es. For
!o?panies wit ?ore tan twentB e?ploBees6 Instant HR also tra!@s %-BRA. #is !apter
explains ow to ?odifB insuran!e $enefits6 !reate #/R"s6 tra!@ enroll?ent for ea! e?ploBee6
tra!@ %-BRA paB?ents6 and use $est pra!ti!es.
#o i?port e?ploBee $enefit enroll?ent6 !reate a !sv file for ea! $enefit and !li!@
!3<3=:65/I7@>;6 E7@2>433 !3<3=:65. In ea! !sv file identifB te e?ploBee $B SS* or
e?ploBee nu?$er. Also in!lude te provider6 plan6 !overa>e6 e?ploBee pre?iu?6 e?ploBer
pre?iu? and oter infor?ation to $e i?ported.
8.1. Adding Benefits
#o list6 edit6 or add $enefits6 !li!@ !3<3=:65/L:56(EC:6 !3<3=:65 on te ?ain ?enu. If Bou do not
see a !3<3=:65 ite? on te ?ain ?enu ten !li!@ C>7@0<4/C>7@0<4 S366:<?5 and !li!@ te
!e!@$ox next to !3<3=:65.
#o edit a $enefit6 dou$le;!li!@ it.
Instant HR tra!@s two tBpes of $enefitsF
Insuran!e Benefits and #ax /eferred
Retire?ent "lans D#/R"sE. If a $enefit
is not listed in te Benefits <indow6
add it $B !li!@in> ACC I<59;0<B3 or
ACC TDRP. <en editin> an
Insuran!e Benefit6 a window si?ilar to
Fi>ure ,3 will open. #a$le 7 explains
te fields in tat window.
F:?9;3 2$. I<59;0<B3 !3<3=:6
T0123 7. I<59;0<B3 !3<3=:6 F:32C5
Field /es!ription
Benefit Benefit na?e
*ote /etails re>ardin> te $enefit
"rovider #e na?e of te provider tat provides te $enefit
"lan #e spe!ifi! $enefits and servi!es provided $B a !o?panB to its e?ploBees
%overa>e #e individuals witin a fa?ilB tat are !overed under te plan
Ho?e =ip1"ostal %ode #e e?ploBees o?e =ip1"ostal %ode
(?ploBee "re?iu? #e dollar a?ount te e?ploBee !ontri$utes for $enefits
(?ploBer "re?iu? #e dollar a?ount te e?ploBer !ontri$utes for $enefits
<en addin> a #/R"6 a window
li@e Fi>ure ,& will open. #a$le 8
explains te fields in a #/R". For
!o?panies tat use >raduated
?at!in>6 enter !eilin>s and
?at!in> rates in Emp#o)er
Matc/i!".
F:?9;3 21. TDRP !3<3=:6
T0123 . TDRP !3<3=:6 F:32C5
Field /es!ription
#/R" #ax /eferred Retire?ent "lan *a?e
%o?panB A!!ount U #e #/R" >roup a!!ount nu?$er for te !o?panB
Max %ontri$ution DVE #e ?axi?u? V salarB tat an e?ploBee !an !ontri$ute to teir #/R"
*ote /etails re>ardin> te #/R"
(?ploBer Mat!in> #e >raduated rate tat te e?ploBer !ontri$utes to te e?ploBees #/R" a!!ount as a
per!ent of te e?ploBees !ontri$ution
Up to DVE and RateDVE #e (?ploBer Mat!in> ta$le is a >raduated ta$le6 si?ilar to an in!o?e tax ta$le6 tat
defines te rate tat te e?ploBer ?at!es an e?ploBee !ontri$ution. In Fi>ure ,&6 if an
e?ploBee would !ontri$ute &4V of is salarB to is 03&D@E ten te e?ploBer would
?at! 43V of te first 4V D,.4VE6 ,4V of te next 4VD&.,4VE6 and none of te last 4V
D3E. #e e?ploBer would !ontri$ute ..74V D,.4V W &.,4V W 3E of te e?ploBees salarB.
8.2. /!p$oee Benefit /nro$$!ent Setup
#o sele!t an Insuran!e Benefit and
!an>e te enroll?ent for several
e?ploBees fro? one window6 !li!@
!3<3=:65/I<59;0<B3 E<;>2273<6
M06;:A. A window si?ilar to Fi>ure ,,
will open. /ou$le;!li!@ a spe!ifi!
e?ploBee to edit is enroll?ent
infor?ation. A window si?ilar to
Fi>ure ,. on te next pa>e will open.
%e!@ te eli>i$ilitB and enroll?ent
dates tat applB.
F:?9;3 22. I<59;0<B3 E<;>2273<6 M06;:A
-n!e te provider6 plan6 and !overa>e are spe!ified6 !li!@ te L>>E U@ P;37:975 $utton to
view ?at!in> pre?iu?s for all e?ploBees wit si?iliar !overa>e.
It is possi$le to override pre?iu?s $B dire!tlB editin> te a?ounts. #o open a $enefit and eiter
rena?e it or !an>e te pre?iu? s!edule for everB$odB6 !li!@ te na?e of te $enefit in te
upper left !orner of te window6 wi! is G/entalH in Fi>ure ,. on te next pa>e.
F:?9;3 23. E7@2>433 !3<3=:6 SB;33<
T0123 9. F:32C5 =>; E7@2>433 !3<3=:6 E<;>2273<6
Field /es!ription
%overa>e 2aries $B $enefit. UsuallB e?ploBee6 e?ploBee and spouse6 or fa?ilB.
*ote /etails re>ardin> te $enefit
Individual "oli!B
*u?$er
(a! $enefit !an also ave a >roup poli!B nu?$er.
(li>i$le /ate te e?ploBee is eli>i$le. *ot !e!@ed if not appli!a$le. Raises an Emp#o)ee
E#i"i.#e for 4e!efit re?inder. #o ena$le or disa$le a re?inder6 !li!@
T05E5/E<0123(D:50123 R37:<C3;5.
First (nrolled /ate te e?ploBee first enrolled. *ot !e!@ed if not enrolled.
Last (nrolled /ate te e?ploBee last enrolled. UsuallB te sa?e as te date first enrolled. *ot !e!@ed
if never enrolled.
/e!lined /ate e?ploBee de!lined $enefit. *ot !e!@ed if not de!lined.
#o sele!t a #/R" Benefit and !an>e te sele!tions for several e?ploBees fro? one s!reen6 !li!@
!3<3=:65/TDRP E<;>2273<6 M06;:A. A window si?ilar to Fi>ure ,0 will open. /ou$le;!li!@
on a spe!ifi! e?ploBee to edit is #/R" enroll?ent infor?ation.
F:?9;3 24. TDRP E<;>2273<6 M06;:A
<en Bou open an e?ploBees #/R"
enroll?ent6 Bou will see a window tat is
si?ilar to Fi>ure ,4. %e!@ te eli>i$ilitB
and enroll?ent dates. (nter te
?axi?u? per!enta>e and Sele!t L>>E
U@ E7@2>43; C><6;:196:>< to set ow
?u! te e?ploBer sould !ontri$ute to
te #/R" $ased on te e?ploBee
!ontri$ution ta$le. #o edit te e?ploBers
?at!in> rates6 !li!@ on te #/R"
$enefit in te upper left !orner wi! is
G03&D@EH in Fi>ure ,4.
F:?9;3 25. E7@2>433 TDRP E<;>2273<6 SB;33<
8.3. /!p$oee Benefit /nro$$!ent 6a,
(a! e?ploBee as a $enefits ta$ tat
lists eli>i$ilitB and enroll?ent. /ou$le;
!li!@ a $enefit to see an e?ploBees
provider6 plan6 and !overa>e ;; or loo@ up
pre?iu?s infor?ation.
F:?9;3 26. E7@2>433 !3<3=:6 E<;>2273<6 T01
8.4. %2B"A
-n!e an e?ploBee is ter?inated it is possi$le to tra!@ %-BRA dates and pre?iu?s owed $ut not
paB?ents. -pen te e?ploBee and !li!@ te (?ploBee Benefits ta$. %e!@ te T;0BE C>1;0
$ox. AlternativelB6 !li!@ on !3<3=:65/E<;>22 E7@2>433 :< CO!RA on te ?ain ?enu. -r6
wen ter?inatin> an e?ploBee6 !e!@ te (nroll in %-BRA !e!@$ox. 'ou !an ten tra!@
i?portant dates su! as eli>i$ilitB6 enroll?ent6 notifi!ation6 and ter?ination.
F:?9;3 27 CO!RA
8.5. Benefits "eports
%reate Benefit Reports $B !li!@in> R3@>;65/!3<3=:65 on te ?ain ?enu. #a$le &3 su??ariCes
te reports $elow.
T0123 1$ !3<3=:65 R3@>;65
Report /es!ription
Benefit (nroll?ent for
-ne (?ploBee
Lists all insuran!e $enefit plans and #/R"s for a spe!ifi! e?ploBee. In!ludes
infor?ation su! as provider6 plan6 eli>i$ilitB6 enroll?ent6 poli!B nu?$ers and pre?iu?s.
%o$ra (nroll?ent Lists all e?ploBees enrolled in %-BRA as well as teir pre?iu? !osts6 paB?ent due
dates6 and te a!tive $enefits teB are !urrentlB re!eivin>.
Insuran!e (nroll?ent
Matrix
A stati! s!reen of open enroll?ent for all e?ploBees at te sa?e ti?e. (nroll?ent !riteria
$ased on tBpe of $enefit6 provider6 plan6 !overa>e6 Cip !ode6 and1or date of $irt.
#/R" (nroll?ent
Matrix
(?ploBee6 eli>i$ilitB6 enroll?ent6 and !ontri$ution infor?ation for #/R"s.
"re?iu? S!edule A list of s!edule $enefits for all te pre?iu?s.
#otal "re?iu?s for (a!
(?ploBee
Lists total pre?iu?s for ea! e?ploBer plan so e?ploBers and e?ploBees @now ow
?u! teB owe providers ea! paB period.
"rovider1"lan
Lists a?ounts due to te provider ea! paB period for plan !overa>e.
8.6. Best Pra4ti4es for )anaging Benefits
Use te %ompa!) Set*p +i,ar- to define Bour $enefits $efore Bou add a sin>le e?ploBee. #o open
te wiCard6 !li!@ C>7@0<4/S36 U@ C>7@0<4 on te ?ain ?enu. AlternativelB6 Bou !an set up
$enefits $B !li!@in> !3<3=:65/L:56(EC:6 !3<3=:65.
Store !opies of $enefit poli!ies and !o?pleted enroll?ent for?s in te $enefits and e?ploBee
folders. Se!tion ... on pa>e &4 explains ow to ena$le folders.
9. Benefit Pre!iu!s: &n(oi4es1
Pa!ents and State!ents
Before Bou !reate an invoi!e6 first insure tat te 4e!efits I!voici!" feature is !e!@ed in
S369@/C>7@0<4 S366:<?5. -n!e ena$led6 te invoi!in>;related fun!tions are listed D&E under
te R3B3:D01235 ?enu ite? and D,E witin ea! individuals I!s*ra!ce 5 %14R0 ta$.
#e pro!ess for ?ana>in> invoi!es and paB?ents is listed $elowF
"eriodi!allB update pre?iu? rates DusuallB annuallBE.
"eriodi!allB >enerate enroll?ent letters DusuallB annuallBE.
(nroll e?ploBees in a $enefit plan.
#er?inate e?ploBees as needed.
%reate a $at! of invoi!es periodi!allB DusuallB ?ontlBE.
(nter paB?ents as teB are re!eived.
"eriodi!allB >enerate state?ents for e?ploBees wit past due invoi!es DusuallB ?ontlBE.
#o update pre?iu?s for a sin>le e?ploBee6 open te e?ploBee6 !li!@ er I!s*ra!ce 5 %14R0
ta$6 and dou$le;!li!@ a $enefit Dli@e ealt or ?edi!alE. #o update te pre?iu? rates for all of te
e?ploBees6 !li!@ !3<3=:65/L:56# open a $enefit6 !onfir? te rates6 and !li!@ te (*s/ $utton.
#o >enerate enroll?ent letters6 !li!@ !3<3=:65/M0:2 M3;?3/M3;?3 D>B973<6 H:6G S323B63C
E7@2>4335. DRead Se!tion && on pa>e 0+ for ?ore infor?ation on ?ail ?er>in>E.
#o enroll an e?ploBee in a $enefit plan6 follow te instru!tions in Se!tion 8., on pa>e .4. #o
ter?inate an e?ploBee6 open te e?ploBee and !li!@ te Termi!ate $utton.
#e followin> se!tions des!ri$e ow to !reate invoi!es6 enter paB?ents6 and >enerate state?ents.
9.1. &n(oi4es
#o !reate a sin>le invoi!e6 !li!@
R3B3:D01235/C;3063 I<D>:B3. 'ou
will see a window si?ilar to Fi>ure
,8. Sele!t te e?ploBee and !li!@ te
lin@ la$eled6 G%li!@ ere to invoi!e
!urrent pre?iu?s.H
AlternativelB6 Bou !an !reate a sin>le
invoi!e $B !li!@in>
E7@2>4335/P3>@23 S30;BG6 findin>
te e?ploBee6 >oin> to is I!s*ra!ce
5 %14R0 ta$6 listin> is invoi!es6 and
!li!@in> te %reate $utton ;; as sown
in Fi>ure ,+.
F:?9;3 2. C;3063 I<D>:B3 W:<C>H
F:?9;3 29. I<D>:B:<? T01 >< E7@2>433 W:<C>H
#o !reate a $at! of invoi!es at on!e6 !li!@ R3B3:D01235/C;3063 !06BG >= I<D>:B35. A window
will open tat allows Bou to !reate invoi!es for anB >roup of e?ploBees6 in!ludin> tose wo
ave te GS!edule $at! !reation of Invoi!eH !e!@$ox !e!@ed in Fi>ure ,+.
After !reatin> invoi!es6 list and edit te? $B eiter openin> te e?ploBee or !li!@in>
R3B3:D01235/L:56(EC:6 I<D>:B35. #e list as a filter at te top tat allows Bou to easilB filter
out all of te past due invoi!es. 'ou !an ten !li!@ te %/eck 0## $utton and >enerate state?ents
or print te invoi!es.
<en printin> invoi!es6 te laBout is !ontrolled $B te rptInvoice.rpt file in te sared
ReportTemplates su$folder. #e lo>o is ta@en fro? te invoiceLogo.png file in te sa?e
su$folder. #o !an>e te laBout or lo>o of te invoi!e6 edit or repla!e tose two files.
9.2. Pa!ents
#o re!ord a paB?ent6 !li!@
R3B3:D01235/R3B>;C P0473<6.
'ou will see a window si?ilar to
Fi>ure .3. Sele!t te e?ploBee. 'ou
will ten see a list of te e?ploBees
invoi!es at te $otto?6 and Bou !an
!li!@ te pull;down arrow to sele!t an
invoi!e. (nter te total paB?ent
a?ount6 and applB te paB?ent to
one or ?ore invoi!es.
UsuallB Bou will enter te sa?e
a?ount in te (a)me!t text$ox as Bou
do te 0pp#ie- text$ox. But6 in te
event of a split paB?ent6 Bou ?aB
applB te paB?ent to several
invoi!es.
AlternativelB6 Bou !an re!ord a
paB?ent $B !li!@in>
E7@2>4335/P3>@23 S30;BG6 findin>
te e?ploBee6 >oin> to is I!s*ra!ce
5 %14R0 ta$6 listin> is paB?ents6
and !li!@in> te %reate $utton.
F:?9;3 3$. C;3063 I<D>:B3 W:<C>H
9.3. State!ents
A state?ent lists invoi!in> and paB?ent istorB for one individual. #o !reate a separate
state?ent for ea! individual wo as a past due invoi!e6 !li!@ R3B3:D01235/P;:<6 A22 O@3<
S606373<65. #o !reate a state?ent for an individual at anB oter ti?e6 open te individual6 >o to
is I!voici!" ta$ sown in Fi>ure ,+6 and !li!@ %/k- Stateme!ts. 'ou !an also >enerate state?ents
fro? te list of invoi!es and te list of paB?ents tat opens after !li!@in>
R3B3:D01235/L:56(EC:6 I<D>:B35 and R3B3:D01235/L:56(EC:6 P0473<65.
<en printin> state?ents6 te laBout is !ontrolled $B te rptStatement.rpt file in te sared
ReportTemplates su$folder. #e lo>o is ta@en fro? te statementLogo.png file in te
sa?e su$folder. #o !an>e te laBout or lo>o of te state?ent6 edit or repla!e tose two files.
17. "eports
#o list availa$le reports6 !li!@ R3@>;65 on te ?ain ?enu. After Bou run a report6 a ?enu ite?
la$eled Save6E7mai# Report will appear as sown in Fi>ure .&. #o save or e;?ail a report6 !li!@
Save6E7mai# Report. #e sBste? !an save te report in anB of te followin> for?atsF HTML6 Tiff6
($F6 MS Exce#6 text and RTF.
F:?9;3 31. S0D3(E'70:2 R3@>;6 M3<9 I637
Ta.*#ar Reports !ontain a row for ea! e?ploBee and several !olu?ns. A roster is an exa?ple of a
Ta.*#ar Report. #o !reate or edit Ta.*#ar Reports6 !li!@ R3@>;6/C956>7 T01920; R3@>;65.
#a$le && lists reports tat are dire!tlB a!!essi$le $B !li!@in> R3@>;65 on te ?ain ?enu. #a$les
pro!eedin> #a$le && list reports tat are a!!essed $B !li!@in> su$?enus under R3@>;65.
#e windows tat filter ?anB reports sow a Bperlin@ tat is la$eled6 GSow e?ploBees were
StatusXA!tiveH. #o !an>e wi! e?ploBees are in!luded on te report6 !li!@ te Bperlin@.
%li!@ te ACD0<B3C $utton to filter e?ploBees $B ?ore tan one !riterion. #e ACD0<B3C $utton
also allows Bou to save te !riteria so tat teB !an $e used in oter reports.
T0123 11. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65 >< M0:< M3<9
Report /es!ription
#as@s and Re?inders List of ?anuallB s!eduled tas@s and auto?ati!allB >enerated re?inders
(?ploBee "rofile "rofile one e?ploBee. %onfi>ura$le report tat !o?$ines several lists li@e
!o?pleted trainin> and e?er>en!B !onta!ts into one report.
I??i>ration List of people >rouped $B i??i>ration status. Hi>li>ts people wose 2isas
are a$out to expire.
(Auip?ent List of eAuip?ent6 filtered $B !e!@ in1out status.
T0123 12. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YE7@2>433 D360:2
Report /es!ription
Attendan!e HistorB for (?ploBee Ite?iCes leave and tardiness istorB for one e?ploBee. Filters $B date
ran>e and tBpe of leave. -ptionallB sows earned leave.
Benefit (nroll?ent for (?ploBee Lists $enefits in wi! a sin>le e?ploBee is enrolled.
%o??uni!ations re>ardin> (?ploBee Lists !o??uni!ations re>ardin> one e?ploBee. Filters $B date ran>e.
Also availa$le as part of te (?ploBee "rofile report.
%o?pensation HistorB for (?ploBee Lists !o?pensation istorB for one e?ploBee. Filters $B date ran>e. Also
availa$le as part of te (?ploBee "rofile report.
(du!ation and %ertifi!ations for
(?ploBee
Lists edu!ation and !ertifi!ations for one e?ploBee. Also availa$le as
part of te (?ploBee "rofile report.
(Auip?ent %e!@ed out $B (?ploBee Lists eAuip?ent !e!@ed out $B one e?ploBee. Sa?e report as
(Auip?ent Report.
(xit %e!@list for (?ploBee (xit !e!@list for one e?ploBee. Also availa$le as part of te (?ploBee
"rofile report.
FMLA HistorB for (?ploBee Lists FMLA o!!urren!es for one e?ploBee.
I??i>ration Status for (?ploBee Reports i??i>ration status and personal infor?ation for one e?ploBee.
Also availa$le as part of te (?ploBee "rofile report.
S@ills for (?ploBee Lists s@ill levels for one e?ploBee. Also availa$le as part of te
(?ploBee "rofile report.
Su!!ession "lannin> for (?ploBee Lists su!!ession plannin> for one e?ploBee.
#est Results for (?ploBee Lists tests results for one e?ploBee.
#i?e!ard Su??arB for (?ploBee Su??ariCes ti?e!ard entries for one e?ploBee. Also availa$le as part of
te (?ploBee "rofile report.
#i?e!ard /etail for (?ploBee Ite?iCes ti?e!ard entries for one e?ploBee. Also availa$le as part of te
#rainin> for (?ploBee Lists trainin> istorB for one e?ploBee. Also availa$le as part of te
Union Me?$ersip for (?ploBee Lists union ?e?$ersip for one e?ploBee. Also availa$le as part of te
T0123 13. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YC>7@3<506:><
Report /es!ription
A!tual "aB Ran>es for (a! "osition Lists ea! position and te ?ini?u?6 avera>e6 and ?axi?u? paB for
ea! Bear for te last . Bears.
%o?pensation for (a! (?ploBee Lists ea! e?ploBee and teir effe!tive !o?pensation. Allows Bou to
in!lude $enefit pre?iu?s and $onus ran>es.
(?ploBees Fillin> (a! "osition Lists ea! position and te e?ploBees wo are fillin> te?.
"ositions List of positions6 filtered $B position status.
"osition and %o?pensation HistorB for
(?ploBee
Ite?iCes !o?pensation istorB for one e?ploBee.
SalarB #a$le Standard >eneral s!edule;stBle salarB ta$le. Supports annual6 $iwee@lB6
?ontlB6 and ourlB paB.
#otal F#( and %o?pensation for (a!
/epart?ent
Lists ea! depart?ent wit !o??itted F#( and !o?pensation.
T0123 14. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YE7@2>473<6
Report /es!ription
#urnover Su??arB Lists ires and separations per ?ont for te last tree Bears. Standard
/-L turnover su??arB.
List of #er?inated (?ploBees A ter?inated e?ploBee list
((-;& Generates site and eadAuarters ((- reports. Saves reports as text files
tat Bou !an su$?it to te >overn?ent.
Su!!ession Su??arB Su??ariCes su!!ession for ea! e?ploBee.
Su!!ession Ite?iCation Ite?iCes su!!ession.
%ount of A!tive (?ploBees %ounts te nu?$er of a!tive e?ploBees under ea! ?ana>er6 in ea!
depart?ent6 in ea! division6 and1or at ea! lo!ation.
T0123 15. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65Y!3<3=:65
Report /es!ription
Benefit (nroll?ent for
-ne (?ploBee
Lists all insuran!e $enefit plans and #/R"s for a spe!ifi! e?ploBee. In!ludes
infor?ation su! as provider6 plan6 eli>i$ilitB6 enroll?ent6 poli!B nu?$ers and pre?iu?s.
%o$ra (nroll?ent Lists all e?ploBees enrolled in %-BRA as well as teir pre?iu? !osts6 paB?ent due
dates6 and te a!tive $enefits teB are !urrentlB re!eivin>.
Insuran!e (nroll?ent
Matrix
A stati! s!reen of open enroll?ent for all e?ploBees at te sa?e ti?e. (nroll?ent !riteria
$ased on tBpe of $enefit6 provider6 plan6 !overa>e6 Cip !ode6 and1or date of $irt.
#/R" (nroll?ent
Matrix
(?ploBee6 eli>i$ilitB6 enroll?ent6 and !ontri$ution infor?ation for #/R"s.
"re?iu? S!edule A list of s!edule $enefits for all te pre?iu?s.
(?ploBee
Lists total pre?iu?s for ea! e?ploBer plan so e?ploBers and e?ploBees @now ow
?u! teB owe providers ea! paB period.
"rovider1"lan
Lists a?ounts due to te provider ea! paB period for plan !overa>e.
T0123 16. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YL30D3 L:565 0<C C023<C0;5
Report /es!ription
Leave Ite?iCation and Su??arB for -ne
(?ploBee
Lists leave istorB and a !urrent su??arB of availa$le leave for one
e?ploBee.
Leave %alendar Sows s!eduled leave in a one;?ont !alendar for?at.
S!eduled Leave Lists s!eduled leave for anB ti?e period.
Sin>le Leave of A$sen!e Sows te details for a sin>le leave of a$sen!e for one e?ploBee.
Approved1/enied1"endin> Leave ReAuests Lists reAuests tat ?eet anB of several !riteria.
HolidaBs Lists of !o?panB olidaBs.
S!eduled Re!ertifi!ations for -n>oin>
%onditions6 -ne Mont %alendar
Sows e?ploBees wo are s!eduled to re!ertifB teir ?edi!al
!ondition in a one;?ont !alendar for?at.
S!eduled Re!ertifi!ations for -n>oin>
%onditions6 List
Lists e?ploBees wo are s!eduled to re!ertifB teir ?edi!al
!ondition in for anB ti?e period.
T0123 17. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YL30D3 S9770;:35
Report /es!ription
A!!u?ulated Leave Su??arB Lists ours of a!!u?ulated leave for a sele!ted list of e?ploBees.
(arned Leave Su??arB List ours of earned leave for sele!t e?ploBees durin> a sele!ted period
Used Leave Su??arB Su??ariCes used leave for a list of e?ploBees6 depart?ents6 or
divisions.
Availa$le Leave Su??arB Lists ours of availa$le leave for a list of e?ploBees. Availa$le leave
a!!ounts for future s!eduled and earned leave.
%onsolidated Leave Su??arB Lists availa$ilitB6 a!!rual rates6 used leave totals6 and te ?ost re!entlB
reAuested leave for a list of e?ploBees.
Forfeited Leave Su??ariCes leave tat was forfeited $e!ause it was not used $efore a
li?it was auto?ati!allB applied.
In!idents "er Mont Su??ariCes te in!idents of leave per ?ont.
Su??arB of Leave A!!rual Rates Su??ariCes a!!rual rates for a list of e?ploBees.
Most A$sent (?ploBees Lists te ?ost a$sent e?ploBees in a depart?ent6 division6 or >roup.
"aid1Unpaid Leave Su??arB for "aBroll #otals paid and unpaid leave for a fixed period6 tBpi!allB one paBroll
period.
Used Leave #a$le6 (?ploBee 2s. #i?e Su??ariCes used leave for ea! e?ploBee1?ont or e?ploBee1wee@.
T0123 1. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YL>56 T:73 A<0245:5
Report /es!ription
Lost #i?e AnalBsis for (a! (?ploBee Lists analBsis statisti!s in!ludin> annual used leave6 Bradford fa!tors6
and ti?e lost for a list of e?ploBees.
Bradford Fa!tor X U in!idents Z U in!idents Z daBs a$sent
Lost #i?e AnalBsis for -ne /epart?ent Lists analBsis statisti!s for all te e?ploBees in a depart?ent.
Lost #i?e AnalBsis for (a! /epart?ent Lists analBsis statisti!s for ea! depart?ent in te or>aniCation.
Lost #i?e AnalBsis for -ne Mana>er Lists analBsis statisti!s for all te e?ploBees under a ?ana>er.
Lost #i?e AnalBsis for (a! Mana>er Lists analBsis statisti!s for ea! ?ana>er in te or>aniCation.
T0123 19. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YT:73B0;C5
Report /es!ription
List of HolidaBs Set olidaBs $B !li!@in> C>7@0<4/+>2:C045
#i?e!ard /etail for (?ploBee #Bpi!al ti?e!ard for one e?ploBee. Sele!t fro? a varietB of for?ats.
#i?e!ard Su??arB for "aBroll Su??ariCes ti?e for one paBroll.
#i?e!ard Su??arB "ivot ta$le tat su??ariCes ti?e $B e?ploBee1?ont or
depart?ent1wee@
T0123 2$. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65/P;>I3B65
Report /es!ription
List of "roIe!ts Lists a!tive proIe!ts. -ptionallB totals ti?e spent1$illed durin> sele!ted
period.
#i?e per (?ploBee for -ne "roIe!t Lists e?ploBees wo wor@ed on a proIe!t durin> sele!ted period and
totals teir ti?e.
#i?e!ard /etail for (?ploBee #Bpi!al ti?e!ard for one e?ploBee. Sele!t fro? a varietB of for?ats.
T0123 21. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YC3;6:=:B06:><5
Report /es!ription
%ertifi!ations Held $B (a! (?ploBee Lists detailed infor?ation for ea! !ertifi!ate eld $B ea!
e?ploBee.
%ertifi!ations Held $B -ne (?ploBee Ite?iCes all te !ertifi!ations tat are eld $B one e?ploBee
List of (?ploBees wit Sele!ted %ertifi!ation Lists all e?ploBees wo old te spe!ified !ertifi!ation.
%ertifi!ations (xpired1*earlB (xpired Lists e?ploBees wit !ertifi!ations tat expired or will expire witin
tree ?onts.
T0123 22. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YT;0:<:<?
Report /es!ription
#rainin> HistorB for -ne (?ploBee Ite?iCes all trainin> !o?pleted $B one e?ploBee
#rainin> Su??arB for (a! (?ploBee Su??ariCes trainin> for a list of e?ploBees
List "eople wit Sele!ted #rainin> Lists people wo eiter $e>an or !o?pleted a parti!ular !ourse
List "eople witout Sele!ted #rainin> Lists people wo ave not !o?pleted a parti!ular !ourse
T0123 23. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65Y!:;6GC045
Report /es!ription
BirtdaB %alendar6 -ne Mont Sows $irtdaBs on a one;?ont !alendar.
List of BirtdaBs Lists $irtdaBs. Filters $B date ran>e.
T0123 24. R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YSBG3C923C P3;=>;70<B3 R3D:3H5
Report /es!ription
"erfor?an!e Review HistorB for -ne
(?ploBee
Ite?iCes istorB for one e?ploBee
"erfor?an!e Review Su??arB for (a!
(?ploBee
Su??ariCes past reviews for a list of e?ploBees
%alendar of S!eduled "erfor?an!e
Reviews6 -ne Mont
Sows s!eduled reviews for one ?ont in a !alendar for?at
List of S!eduled "erfor?an!e Reviews Lists s!eduled reviews for anB ti?e period
T0123 25. M:<>; R3@>;65 O@3<3C 14 C2:BE:<? R3@>;65YS3<:>;:64 A<<:D3;50;:35
Report /es!ription
BirtdaBs/BirtdaB %alendar6 -ne Mont
%alendar of $irtdaBs
BirtdaBs/List of BirtdaBs
List of $irtdaBs
Lan>ua>es/Bilin>ual (?ploBees
Lan>ua>es/List "eople <o Spea@ Sele!ted Lan>ua>e
#ardiness/#ardiness for -ne (?ploBee
(nter tardiness $B !li!@in> L30D3
#ardiness/Most #ruant (?ploBees
(?ploBees wit te ?ost tardiness
SenioritB Anniversaries/SenioritB AnniversarB %alendar6 -ne Mont
%al!ulated fro? D063 S3<:>;:64 !3?:<5
SenioritB Anniversaries/List of SenioritB Anniversaries
11. )ai$ )erge
Use Mai# Mer"e to >enerate >roup e;?ails6 letters and la$els. Mai# Mer"e involves two steps.
&. %reate a do!u?ent wit MS <ord and insert mer"e fie#-s. A mer"e fie#- is a pla!e;older
for infor?ation tat !an>es fro? e?ploBee to e?ploBee. Fi>ure .. sows a te?plate
tat !ontains two mer"e fie#-sF one for first na?e and one for last na?e.
,. Mer>e te do!u?ent wit te data$ase. Mer>in> will !reate one do!u?ent for ea!
sele!ted e?ploBee6 repla!in> mer"e fie#-s wit a!tual e?ploBee infor?ation.
#o use Mai# Mer"e6 !li!@ E7@2>4335/M0:2 M3;?3. Menu options si?ilar to Fi>ure ., will open.
%li!@ eiter C;3063 N3H M0:2 M3;?3 D>B973<6 or C;3063 M0:2 M3;?3 D>B973<6 =;>7
EA:56:<? D>B973<6.
F:?9;3 32. M0:2 M3;?3 T>>25
F:?9;3 33. I<53;6 M3;?3 F:32C5 :< MS W>;C
MS +or- will open. %reate or edit Bour do!u?ent and insert mer"e fie#-s as needed. #o insert a
mer"e fie#-6 !li!@ te I<53;6 M3;?3 F:32C5 tool$ar $utton as sown in Fi>ure ... After Bou
!o?plete te do!u?ent6 save and !lose it.
<enever Bou need to ?er>e te MS +or- do!u?ent wit te data$ase6 !li!@ M3;?3 D>B973<6
as sown in Fi>ure .,. #e sBste? will as@ Bou to sele!t te do!u?ent and te e?ploBees or
FMLA reAuest tat Bou want to ?er>e. It will ten !reate one do!u?ent for ea! sele!ted
e?ploBee6 repla!in> mer"e fie#-s wit a!tual e?ploBee infor?ation.
12. 6as;s and "e!inders
#as@s and re?inders e?power Bou to staB or>aniCed and old e?ploBees a!!ounta$le. 'ou
!reate tas@s. #e sBste? auto?ati!allB !reates re?inders. #is !apter explains tas@s and
re?inders6 ow to ?ana>e te?6 and $est pra!ti!es for usin> te?.
12.1. 6as;s
#o !reate a tas@6 !li!@ T05E/ACC on te ?ain ?enu. Fi>ure .0 sows a sin>le tas@. #a$le ,5
explains ea! field in Fi>ure .0. #o !reate a re!urrin> tas@6 !li!@ R3B9;;:<?.
T0123 26. F:32C5 :< 0 T05E
Field /es!ription
-wner Responsi$le for !o?pletin> te tas@ $B te due date.
#e owner !an $e set to anB a!tive e?ploBee.
Re>ardin> <o te tas@ re>ards.
#as@ (xplanation of wat needs to $e done.
/ue <en tas@ is due.
%o?pleted -nlB !e!@ te !o?pleted field if te tas@ is done.
Ur>ent Ur>ent tas@s appear $efore non;ur>ent tas@s in lists.
F:?9;3 34. T05E
12.2. )anaging 6as;s
#o ?ana>e Bour tas@s6 !li!@ T05E/L:56 on te ?ain ?enu. BB default6 te window will list all
of te tas@s tat Bou own. Fro? tis window6 Bou !an filter6 sort6 print6 add6 edit and delete tas@s.
'ou !an also open te people tat te tas@s re>ard.
#o filter tas@s6 !an>e te 1w!er6 Re"ar-i!"6 Stat*s or %reator fields. #e window will refres
and list onlB te tas@s tat ?eet all of Bour !riteria. #o sort tas@s6 !li!@ one of te !olu?n eaders
li@e 1w!er or $*e.
12.3. Auto!ati4a$$<Generated "e!inders
#e sBste? !an auto?ati!allB raise re?inders $ased on various e?ploBee dates. #ese re?inders
appear on tas@ lists until so?etin> is done to lower te?. #e ta$les on te next pa>e list all of
te re?inders. #o !an>e ow te sBste? raises re?inders6 !li!@ C>7@0<4/O@6:><5 on te
?ain ?enu.
T0123 27. R37:<C3;5 R3?0;C:<? !3<3=:65
Re?inder /es!ription
(?ploBee (li>i$le for Benefit Re?inds Bou tat an e?ploBee as $e!o?e eli>i$le for a $enefit. Lowers after a
date is entered in te E!ro##e- or $ec#i!e- fields.
%-BRA (xpires Re?inds Bou tat an e?ploBees %-BRA is a$out to expire. Lowers after a date is
entered in te $isco!ti!*e- field.
T0123 2. R37:<C3;5 R3?0;C:<? L30D3
(?ploBee (li>i$le for Benefit Re?inds Bou tat an e?ploBee is eli>i$le for a $enefit. #e sBste? raises te
re?inder one wee@ $efore E#i"i.#e and lowers te alert after Bou set eiter
E!ro##e- or $ec#i!e-.
%-BRA (xpires Re?inds Bou tat an e?ploBees %-BRA is a$out to expire. #e sBste? raises te
re?inder one ?ont $efore (xpires and lowers it one wee@ after (xpires.
T0123 29. R37:<C3;5 R3?0;C:<? F:32C5 >< R3D:3H5 T01 0<C C3;6:=:B06:><5 T01
Review /ue Re?inds Bou tat an e?ploBees review is s!eduled in te near future. #e sBste?
raises te re?inder one wee@ $efore Next Review and lowers it wen Bou un!e!@ Next
Review or set it to a future date
S!edule Review Re?inds Bou tat no review is s!eduled for an e?ploBee. #e sBste? raises te
re?inder wen Next Review is not !e!@ed and lowers it after Bou spe!ifB Next
Review.
"rofessional %ertifi!ation
(xpires
Re?inds Bou tat an e?ploBees professional !ertifi!ation is a$out to expire. #e sBste?
raises te re?inder one wee@ $efore %ertificatio! Expires and lowers it wen Bou
un!e!@ %ertificatio! Expires6 set it to a future date6 or one ?ont expires.
T0123 3$. R37:<C3;5 R3?0;C:<? I77:?;06:><# D;:D3;# 0<C P3;5><02 F:32C5
Renew I+ Re?inds Bou tat an e?ploBees I+ needs to $e renewed. #e sBste? raises tis re?inder
one wee@ $efore Re!ew I8 and lowers it wen Bou un!e!@ Re!ew I8 or set it to a
future date.
2isa (xpires Re?inds Bou tat an e?ploBees 2isa is a$out to expire. #e sBste? raises tis re?inder
one wee@ $efore 9isa Expires and lowers it wen Bou un!e!@ 9isa Expires or set it to
a future date.
"assport (xpires Re?inds Bou tat an e?ploBees "assport is a$out to expire. #e sBste? raises tis
re?inder one wee@ $efore (assport Expires and lowers it wen Bou un!e!@ (assport
Expires or set it to a future date.
Li!ense (xpires Re?inds Bou tat an e?ploBees drivers li!ense is a$out to expire. #e sBste? raises
tis re?inder one wee@ $efore Lice!se Expires and lowers it wen Bou un!e!@
Lice!se Expires or set it to a future date.
/river Insuran!e (xpires Re?inds Bou tat an e?ploBees drivers insuran!e is a$out to expire. #e sBste? raises
tis re?inder one wee@ $efore I!s*ra!ce Expires and lowers it wen Bou un!e!@
I!s*ra!ce Expires or set it to a future date.
BirtdaB Re?inds Bou tat en e?ploBees $irtdaB is near. #e sBste? raises tis re?inder one
wee@ $efore $ate of 4irt/ and lowers it two daBs after $ate of 4irt/.
T0123 31. R37:<C3;5 R3?0;C:<? L30D3 0<C FMLA
(?ploBee Returns fro? Leave Re?inds Bou tat an e?ploBee is s!eduled to return fro? leave. If te duration of
te leave was less tan tree wee@s6 ten te sBste? raises te re?inder on te last
daB of leave. -terwise6 te sBste? raises te re?inder one wee@ $efore te last
daB of leave. #e sBste? lowers te re?inder after Bou !e!@ %o!firme-
Ret*r!e- as Sc/e-*#e-. #e sBste? does not raise te re?inder if6 a!!ordin> to
te e?ploBees sift6 no wor@ daBs pass until te $e>innin> of anoter leave of
a$sen!e.
ReAuest Medi!al %ertifi!ation
for FMLA Leave
Re?inds Bou tat an e?ploBee as reAuested FMLA leave $ut as not $een as@ed
for a ?edi!al !ertifi!ation. #e sBste? raises te re?inder wen neiter
Re2*este- %ertificatio! nor Emp#o)er +aive- Re2*est for %ertificatio! is
!e!@ed.
Medi!al %ertifi!ation for
FMLA Leave /ue
Re?inds Bou tat an e?ploBee needs to turn in ?edi!al !ertifi!ation for FMLA
leave. #e sBste? raises te re?inder &4 daBs after Re2*este- %ertificatio! and
lowers te re?inder after Bou spe!ifB First %ertifie-.
Medi!al Re!ertifi!ation for
FMLA Leave /ue
Re?inds Bou tat an e?ploBee needs to turn in ?edi!al re!ertifi!ation for FMLA
leave. Raises wen Recertificatio! (erio- as passed sin!e Last %ertifie-.
Lowers after Last %ertifie- is updated or Recertificatio! (erio- is disa$led.
FMLA ReAuest "endin> Re?inds Bou tat an FMLA reAuest as neiter $een approved nor denied. Lowers
after te reAuest is opened and approved and denied.
T0123 32. R37:<C3;5 R3?0;C:<? CO!RA
%-BRA "aB?ent /ue Re?inds Bou tat a %-BRA paB?ent is due. First raises on1after First (a)me!t
$*e. Lowers after Next (a)me!t $*e is entered. Raises a>ain on1after Next
(a)me!t $*e. Lowers after Next (a)me!t $*e is updated. Also lowers
on1after $ec#i!e- or $isco!ti!*e-.
%-BRA (xpires Re?inds Bou tat %-BRA is a$out to expire for an e?ploBee. Raises two wee@s
$efore Expires. Lowers after $ec#i!e- or $isco!ti!*e- is updated.
%-BRA *otifi!ation /ue Re?inds Bou tat an e?ploBee needs to $e for?allB notified of %-BRA
eli>i$ilitB. Raises until Notifie- is entered.
12.4. Best Pra4ti4es for )anaging 6as;s and "e!inders
Set !o?panB options to >enerate re?inders $ased on e?ploBee fields. %li!@
T05E5/E<0123(D:50123 R37:<C3;5 on te ?ain ?enu6 and !li!@ te R37:<C3; C;306:>< ta$.
<it ea! tBpe of re?inder6 Bou !an ena$le or disa$le te re?inder and spe!ifB an owner. #e
R37:<C3; C;306:>< ta$ also explains te fields tat are used to raise and lower te re?inder.
%reate re!urrin> tas@s for anBtin> tat is not related to an e?ploBee field. "aBroll falls into tis
!ate>orB. /o not tas@ e?ploBee reviews6 2isa renewals6 and !ertifi!ation renewals. Instead6
ena$le re?inders $B !li!@in> T05E5/E<0123(D:50123 R37:<C3;5.
13. &!porting 0ea(e fro! Paro$$
Auto?atin> te periodi! i?port of leave fro? Bour paBroll software to Apex involves several
steps wi! are all listed $elow.
&. %onfir? tat te tBpes of leave in Apex ?at! te tBpes of leave tat are re!orded in
paBroll.
,. Use Bour paBroll software to define an export definition file.
.. Run te paBroll export.
0. Use Apex to define an e?ploBee i?port definition file.
4. I?port te e?ploBees fro? te paBroll file.
5. Use Apex to define an i?port ?appin>s file for all non;fa?ilB1?edi!al leave.
7. I?port non;fa?ilB1?edi!al leave fro? te paBroll file.
8. Use Apex to define an i?port ?appin>s file for all fa?ilB1?edi!al leave.
+. I?port fa?ilB1?edi!al leave fro? te paBroll file.
&3. %reate a s!ript tat exports paBroll to a !sv file and i?ports it into Apex.
&&. Use <indows s!eduler to periodi!allB run te s!ript.
13.1. %onfir!ing t*e 6pes of 0ea(e
-pen Apex and !li!@ Leave [ Setup. 2erifB tat ea! tBpe of leave in Bour paBroll software
?aps to at least one tBpe of leave in Apex. So?e paBroll tBpes ?aB ?ap to two Apex tBpes. For
exa?ple6 paBroll GFMLA SI%H would ?ap to Apex GFMLAH and GSI%H. Read se!tion 0., on
pa>e &7 to learn ow to add tBpes to Apex. -n!e all of te tBpes of leave are !orre!t6 Bou sould
$a!@ up Bour Apex data$ase6 restore it as a test data$ase6 and perfor? te rest of tis pro!edure
on Bour test data$ase. After Bou !o?plete tis entire i?port pro!edure su!!essfullB6 ten Bou !an
!an>e Bour s!ript in te last step to update te produ!tion data$ase.
13.2. 5sing =our Paro$$ Software to +efine an /xport +efinition
3i$e
'ou need to !oose weter Bou want to !opB everB leave entrB fro? paBroll to Apex6 or
weter Bou want to i?port te total leave used for ea! tBpe durin> te last paBroll period. If
Bou plan to i?port everB leave entrB ten !reate two export definition filesF one tat lists all of
Bour a!tive e?ploBees and anoter tat lists ea! leave entrB durin> te last paBroll period.
AlternativelB6 if Bou plan to i?port te total used leave for ea! tBpe ten onlB !reate one i?port
definition file tat in!ludes all of te availa$le e?ploBee !olu?ns Dtat Bou need to i?port into
ApexE and te used leave totals for ea! tBpe durin> te last paBroll. <enever Bou export
e?ploBee infor?ation6 ?a@e sure tat Bou export a uniAue identifier su! as SS* or e?ploBee U.
After Bou define Bour export definition fileDsE6 use Bour paBroll software to export infor?ation
into !o??a;separated;value text fileDsE.
13.3. 5sing Apex to +efine an /!p$oee &!port )appings 3i$e
-pen Apex and !li!@ (?ploBees [ I?port. Sele!t Bour exported paBroll file. %oose to i?port
outside of a transa!tion. %li!@ *(9# and dra>;and;drop te !olu?ns fro? Bour exported paBroll
file on te left to te Apex fields on te ri>t. %li!@ SA2( MA""I*GS and ten !li!@ IM"-R#.
All of te e?ploBees will ten $e i?ported into Apex.
13.4. 5sing Apex to +efine 0ea(e &!port )appings 3i$e
'ou tBpi!allB need to !reate two leave ?appin>s filesF one for fa?ilB1?edi!al leave and one for
non;fa?ilB1?edi!al leave. If Bou !oose to onlB i?port fa?ilB1?edi!al leave ten Bou onlB need
to !reate one i?port ?appin>s file. #o !reate a ?appin>s file6 open Apex and !li!@ Leave [
I?port. Sele!t Bour exported paBroll file. %li!@ trou> te ta$s and asso!iate te FML paBroll
!olu?ns wit te Apex fields. -n te last ta$ la$eled GI?port -ptionsH tat is sown in Fi>ure
.46 Bou !an !ate>oriCe all of te i?ported leave as FMLA. %li!@ SA2( MA""I*GS and ten
!li!@ IM"-R#. All of te fa?ilB1?edi!al leave fro? Bour paBroll file will ten $e i?ported into
Apex.
F:?9;3 35. I7@>;6:<? L30D3
If Bou !oose to i?port non;FML leave ten repeat te pro!edure. Li?it Bour !olu?n sele!tions
to non;FML tBpes and6 on te GI?port -ptionsH ta$6 ?a@e sure tat te i?ported leave is not
!ate>oriCed as FMLA.
13.5. Auto!ating t*e /xport'&!port Pro4ess
'ou ave now !reated all of te export1i?port definition1?appin>s filesL Bou ave su!!essfullB
i?ported e?ploBees and leave6 and Bou are now readB to auto?ate te export1i?port pro!ess.
#o s!edule te export fro? paBroll6 Bou ?aB use te s!edulin> feature fro? Bour paBroll
software Dif it provides oneE. -terwise6 !onsult te do!u?entation for Bour paBroll software and
find te !o??and;line utilitB tat tri>>ers an export. -pen a text editor and tBpe te export
!o??and.

Add oter !o??ands to i?port te exported file into Apex. An exa?ple s!ript is sown $elow.
payrollExport f exportDefinition.txt! "" payrollExport.csv!
apexImport I payrollExport.csv! E employee#iel$%appings.xml!
apexImport I payrollExport.csv! L leave#%L.xml!
apexImport I payrollExport.csv! L leave&on#%L.xml!
Save Bour text file and use <indows S!edule to run it periodi!allB. #e Gapexi?portH utilitB
provides several options for e;?ailin> and lo>>in> pro$le?s. Run Gapexi?port NH for a list of
all te availa$le !o??and;line swit!es.
14. /xporting &nfor!ation
/ependin> on Bour fa?iliaritB wit SQL6 te sBste? offers tree waBs to export infor?ationF
&. Run a default (xport Interfa!e.
,. %usto?iCe and run Export I!terfaces.
.. /ire!tlB AuerB te SQL Server data$ase.
14.1. +efau$t /xport &nterfa4es
Export I!terfaces save infor?ation fro? te data$ase to a deli?ited file. #o list te availa$le
export interfa!es6 !li!@ E7@2>4335/EA@>;6. #o exe!ute an interfa!e6 !li!@ it. #a$le ..
des!ri$es te default Export I!terfaces.
T0123 33. D3=0926 EA@>;6 I<63;=0B35
(xport Interfa!e /es!ription
A!tive (?ploBees A!tive e?ploBees. %ontains doCens of fields in!ludin> Emp#o)ee6 Emp#o)eeI$6
Emp#o)ee: and SSN.
(?ploBees All e?ploBees.
Leave /etail6 %urrent "aBroll Ite?iCed leave entries durin> !urrent paBroll. %ontains te followin> fieldsF
Emp#o)eeI$6 Emp#o)ee:6 SSN6 Emp#o)ee6 $ate6 Hrs6 T)pe of Leave6 (ai-6
3se-.
*ote tat (ai- is & for paid leave and 3 for unpaid leave. 3se- is & for used leave
and 3 for earned leave. Hrs is positive for used leave and ne>ative for earned
leave.
Leave /etail6 Last "aBroll Ite?iCed leave entries for last paBroll.
#i?e!ard /etail6 %urrent
"aBroll
Ite?iCed ti?e!ard entries for !urrent paBroll. %ontains te followin> fieldsF
Emp#o)eeI$6 Emp#o)ee:6 SSN6 Emp#o)ee6 %#ock I!6 %#ock 1*t6 Hrs.
*ote tat %#ock I! and %#ock 1*t are date1ti?es. Hrs is te differen!e $etween
%#ock I! and %#ock 1*t.
#i?e!ard /etail6 Last "aBroll Ite?iCed ti?e!ard entries for last paBroll.
#i?e!ard Su??arB6 %urrent
"aBroll
#otal ours wor@ed6 su??ariCed $B e?ploBee. -nlB in!ludes !urrent paBroll.
%ontains te followin> fieldsF Emp#o)eeI$6 Emp#o)ee:6 SSN6 Emp#o)ee6
Re"*#ar Hrs6 1T Hrs6 Ho#i-a) Hrs6 +eeke!- Hrs6 Tota# Hrs; Re"*#ar Rate6
1T Rate6 Ho#i-a) Rate6 +eeke!- Rate6 (a).
#o !an>e overti?e or !o?pensations settin>s for an e?ploBee6 open te
e?ploBee and !li!@ is (a)ro##; 4e!efits; a!- %ompe!satio! ta$. #o !an>e
olidaBs6 !li!@ C>7@0<4/+>2:C045.
#i?e!ard Su??arB6 Last
"aBroll
#otal ours wor@ed6 su??ariCed $B e?ploBee. -nlB in!ludes last paBroll.
Unpaid Used Leave Su??arB6
%urrent "aBroll
#otal unpaid used leave6 su??ariCed $B e?ploBee. -nlB in!ludes !urrent paBroll.
%ontains te followin> fieldsF
Emp#o)eeI$6 Emp#o)ee:6 SSN6 Emp#o)ee6 Hrs
Unpaid Used Leave Su??arB6
Last "aBroll
#otal unpaid used leave6 su??ariCed $B e?ploBee. -nlB in!ludes last paBroll.
14.2. %usto!i.ing /xport &nterfa4es
If te default interfa!es do not ?eet Bour needs N and Bou are fa?iliar wit Str*ct*re- Q*er)
La!"*a"e DSQLE N ten Bou !an ?odifB te existin> interfa!es or !reate Bour own. #o ?odifB or
!reate new interfa!es6 !li!@ E7@2>4335/EA@>;6/C956>7:F3 EA@>;6 I<63;=0B35. A window
si?ilar to Fi>ure .5 on te next pa>e will open.
Fi>ure .7 sows an Export I!terface. (a!
interfa!e !ontains a SQL Stateme!t.
<en Bou export6 te sBste? exe!utes te
SQL Stateme!t and returns te results as a csv
file.
#e !e!@$oxes to te left in Fi>ure .7
spe!ifB weter te first row in te csv file
will !ontain eaders and weter sin>le
words will $e surrounded wit Auotes.
If S/ow Fi#ter is !e!@ed ten6 wen a user
exports6 te sBste? will as@ te user to sele!t
e?ploBees. Sele!ted e?ploBees are availa$le
in 'Selecte$(eople.(eopleID
#a$le .0 lists useful views tat !an $e Ioined
wit 'Selecte$(eople.
F:?9;3 36. EA@>;6 I<63;=0B35
F:?9;3 37. EA@>;6 I<63;=0B3
BB default6 a !o??a separates ea! field in te csv file. But Bou !an !an>e te separator to a
ta$6 se?i!olon6 or anB oter !ara!ter. After Bou !reate a new Export I!terface and save it6 te
sBste? will add it to te C>7@0<4/EA@>;6 ?enu.
14.3. +ire4t$ 8uering t*e +ata,ase
If Bou are fa?iliar wit SQL Server data$ases ten Bou !an dire!tlB AuerB te data$ase instead of
usin> Export I!terfaces. #a$le .0 lists useful views.
T0123 34. S323B63C V:3H5
2iew /es!ription
vwBenefitStandard Sele!ts standard $enefits.
vwBenefit#/R" Sele!ts #/R" $enefits.
vw(?ploBeeAll Sele!ts all fields for all e?ploBees. Basis for All (?ploBees and A!tive
(?ploBees (xport Interfa!e.
vw(?ploBee((- Sele!ts ((- related infor?ation.
vw(?ploBeeLeave Sele!ts denor?aliCed leave entries. Basis for leave;related (xport Interfa!es.
vw(?ploBee#i?e Sele!ts all ti?e!ard entries. Basis for ti?e!ard;related (xport Interfa!es.
vw(?ploBee%o?pensation Sele!ts denor?aliCed !o?pensation entries.
vw(Auip?ent Sele!ts eAuip?ent.
vw"osition Sele!ts positions1Io$s.
<en AuerBin> te data$ase6 $e aware tat ea! e?ploBee as one re!ord in tree ta$lesF
(erson6 (erson)6 and Employee. (erson and (erson) are Ioined $B (ersonIDL (erson) and
Employee are Ioined $B (ersonID1EmployeeID. v*Employee+ll denor?aliCes all te fields in
all tree ta$les. #e data$ase !ontains several dia>ra?s tat Bou !an use to fa?iliariCe Bourself
wit te data$ase s!e?a. #ri>>ers provide an ex!ellent ?e!anis? for sBn!roniCin> data
witout avin> to periodi!allB export anBtin>. Apex periodi!allB releases pat!es tat ?aB alter
stored pro!edures6 views6 and existin> tri>>ers6 $ut Bou !an safelB add Bour own o$Ie!ts.
15. Se4urit
Before Bou plan and i?ple?ent se!uritB6 Bou need to de!ide weter to use +i!-ows
0*t/e!ticatio! or SQL 0*t/e!ticatio!.
+i!-ows 0*t/e!ticatio!. IdeallB6 if Bou and all te oter users run <indows *#6 ,333 or
9"6 and Bou all lo> in to a do?ain6 ten Bou !an fullB inte>rate se!uritB wit <indows
se!uritB. 'ou do not need to add anB users $e!ause Instant HR will use te <indows
a!!ounts in Bour do?ain.
SQL 0*t/e!ticatio!. -terwise6 if Bou or anB of te oter users run <indows +8 or M( N
or Bou all do not lo> into a do?ain N ten SQL Sec*rit) is Bour onlB option. 'ou need to
add ea! user.
#o !an>e se!uritB6 !li!@ C>7@0<4/S3B9;:64. A window si?ilar to Fi>ure .8 will open.
F:?9;3 3. P3;7:55:><5 =>; U53;5# G;>9@5 0<C R>235
Before Bou use te (ermissio!s +i!-ow in Fi>ure .86 it is elpful to $e fa?iliar wit te rest of
tis !apter. #e next se!tion defines $asi! se!uritB ter?s. *ext it presents oter se!uritB
!onsiderations and an FA). #e FA) explains ow to set up !o??on se!uritB s!enarios. FinallB
it do!u?ents $est se!uritB pra!ti!es.
15.1. 5sers1 Groups and "o$es
Use te (ermissio!s +i!-ow to !reate SQL 3sers and add existin> +i!-ows 0cco*!ts. #en Ioin
tose users and a!!ounts to SQL Ro#es. FinallB set per?issions on ea! role. defines tese
se!uritB ter?s.
T0123 35. S3B9;:64 T3;75
#er? /efinition
"er?issions <indow Fi>ure .8 sows te window. %li!@ C>7@0<4/S3B9;:64 to open it.
<indows A!!ount -nlB applies to +i!-ows 0*t/e!ticatio!. In!ludes anB <indows user or >roup. *a?ed in
te for?at O/o?ain or %o?puterP\OuserP. (xa?ples in!lude /2-omai!'fre- and
workstatio!1's*e. #o add <indows a!!ounts to a do?ain6 use Mi!rosofts 0ctive
$irector) 3sers a!- %omp*ters tool. #o add a!!ounts to a lo!al !o?puter6 use
%omp*ter Ma!a"er. +i!-ows 0cco*!ts !annot $e added fro? iHR.
S)L User
Applies to SQL 0*t/e!ticatio!. (a! user wo !annot use +i!-ows
0*t/e!ticatio! ?ust $e added as a SQL 3ser. #o add a SQL 3ser6 !li!@ te ACC
$utton on te (ermissio!s +i!-ow. lists spe!ial $uilt;in SQL 3sers tat !annot
$e deleted.
T3;7 D3=:<:6:><
S)L Role Applies to $ot SQL and +i!-ows 0*t/e!ticatio!. Groups SQL 3sers and +i!-ows
0cco*!ts. Instead of settin> per?issions on ea! user6 usuallB Bou !reate a role for ea!
tBpe of user6 Ioin users to tose roles6 and ten set per?issions on ea! role. #o add a SQL
Ro#e6 !li!@ te ADD $utton on te (ermissio!s +i!-ow. #a$le .5 lists !o??on SQL
Ro#es tat Apex !reated for Bou. #a$le .7 lists spe!ial SQL Ro#es tat !annot $e deleted
and tat !o?e wit SQL Server.
R,,,
R-,,
R-.,
R-.D
<en Bou open a user6 role or a!!ount and !li!@ te (ermissio!s ta$6 Bou will see tese
ter?s. #eB are a$$reviated per?issions. R X Read. < X <rite. % X %reate. / X /elete.
#e software !o?es wit tree !o??on SQL Ro#es tat Bou !an use6 edit or delete to ?eet Bour
needs. #a$le .5 lists tose !o??on roles.
T0123 36. C>77>< S,L R>235
%o??on S)L Roles /es!ription
(?ploBee /ata (ntrB Me?$ers of tis role are responsi$le for enterin> new e?ploBees. 'ou !an !an>e
per?issions6 $ut6 $B default6 ?e?$ers !an a!!ess and !an>e everBtin> ex!ept
!o?pensation.
Leave /ata (ntrB Me?$ers of tis role are responsi$le for s!edulin> leave. 'ou !an !an>e per?issions6
$ut6 $B default6 ?e?$ers !an a!!ess everBones leave.
Mana>ers Me?$ers of tis role !an a!!ess non sensitive infor?ation a$out teir su$ordinates. 'ou
!an !an>e per?issions6 $ut6 $B default6 ?e?$ers !an a!!ess everBtin> a$out teir
su$ordinates ex!ept for $enefits and !o?pensation.
All SQL Server installations provide $uilt;in roles tat !annot $e deleted. #a$le .7 lists tose
spe!ial roles.
T0123 37. !9:2C':< S,L R>235
Spe!ial S)L Roles /es!ription
d$]owner Me?$ers of tis role ave full a!!ess to everBtin>.
pu$li! (verBone is alwaBs a ?e?$er of tis role. 'ou !an !an>e per?issions6 $ut6 $B default6
everBone !an view everBone elses wor@ !onta!t infor?ation and s!eduled leave.
(verBone !an view teir own personal !onta!t infor?ation.
All SQL Servers provide $uilt;in users tat !annot $e deleted. lists tose spe!ial users.
T0123 3. !9:26':< S,L U53;5
Spe!ial S)L Users /es!ription
sa #is user as full a!!ess to everBtin>.
>uest Advan!ed. If I!sta!tHR is te onlB data$ase runnin> on Bour SQL Server6 as is te !ase
wit a tBpi!al installation6 ten Bou do not need to @now a$out "*est. -terwise6 !onsult
Bour SQL Server do!u?entation.
15.2. /ffe4ti(e Per!issions
<en te sBste? !e!@s if a user is autoriCed to do so?etin>6 it loo@s at all of te per?issions
for everB role to wi! tat user $elon>s. If anB of te roles !an do it ten so !an te user.
(ffe!tive per?issions are te su? of all te per?issions for a user and te roles to wi! e
$elon>s.
For exa?ple6 suppose #i? is a ?e?$er of te Ma!a"ers
and Leave $ata E!tr) roles as sown in Fi>ure .+6 and
per?issions are set a!!ordin> to #a$le .+. <ill te
sBste? let #i? !an>e so?eones leave a!!rualM #a$le
.+ sows tat even tou> te per?ission on #i?s
a!!ount DA1ti?E is set to none6 te per?ission on Leave
$ata E!tr) is set to write. And6 $e!ause #i? is a ?e?$er
of Leave $ata E!tr)6 #i? will $e a$le to !an>e anBones
a!!rual. *ote tat #i?6 and everB oter autenti!ated
user6 inerits te per?issions tat are set on te spe!ial
role6 p*.#ic.
F:?9;3 39. S,L R>23 M3713;5G:@
T0123 39. E==3B6:D3 P3;7:55:><5 EA07@23
User1A!!ount1Role Leave A!!rual "er?ission
A1ti? *one
Mana>ers Read
Leave /ata (ntrB <rite
pu$li! *one
In #a$le .+6 A1ti? is a ?e?$er of Ma!a"ers and Leave
$ata E!tr). #e ta$le ?a@es it loo@ li@e #i? !annot
!an>e anB$odBs leave a!!rual6 $ut e !an. Be!ause
#i? is a ?e?$er of Leave $ata E!tr)6 and Leave $ata
E!tr) as write per?ission on Emp#o)ee Leave 0ccr*a#
DFi>ure 03E6 #i? also as write per?ission on leave
a!!rual.
F:?9;3 4$. P3;7:55:><5 >< L30D3 D060 E<6;4
15.3. Per!ission S4opes
If Bou open te !o??on Leave $ata E!tr) fro? te (ermissio!s +i!-ow N and Bou !li!@ te
(ermissio!s ta$ N ten a window si?ilar to Fi>ure 03 will open. *oti!e te S/ow (ermissio!s o!
sele!t $ox tat is set to 3ser 9iewi!" 0!) Emp#o)ee. #at sele!t $ox provides seven !oi!esF
Supportin> Infor?ation
User 2iewin> AnB (?ploBee
User 2iewin> Self
User 2iewin> a Su$ordinate
User 2iewin> an (?ploBee in User^s /ivision
User 2iewin> an (?ploBee in User^s /epart?ent
User 2iewin> an (?ploBee at User^s Lo!ation
All of te 3ser 9iewi!" !oi!es are s!opes. <en te sBste? deter?ines effe!tive per?issions6 it
!onsiders te e?ploBee wo te user is trBin> to view. If te e?ploBee is te users su$ordinate6
ten te sBste? !onsiders all of te per?issions set for te 3ser 9iewi!" a S*.or-i!ate s!ope.
Li@ewise6 if te e?ploBee and te user are in te sa?e depart?ent6 ten te sBste? !onsiders all
of te per?issions for te 3ser 9iewi!" a! Emp#o)ee i! 3ser<s $epartme!t s!ope.
15.4. 3A8
)F
AF
How do I set per?issions on a <indows user or <indows >roupM
%li!@ C>7@0<4/S3B9;:64. %li!@ ACC and enter te user or >roup. *ext6 eiter !li!@ te
M3713;5G:@ ta$ and Ioin te <indows a!!ount to one or ?ore SQL Ro#es or !li!@ te
P3;7:55:><5 ta$ and set per?issions.
)F
AF
How do I allow an assistant to enter new e?ploBees witout lettin> te assistant see
!o?pensation and $enefitsM
BB default6 te Emp#o)ee Leave E!tr) role >rants a!!ess to everBtin> ex!ept !o?pensation
and $enefits. #o Ioin an assistant to tat role6 !li!@ C>7@0<4/S3B9;:64. /ou$le;!li!@ te
assistant6 !li!@ te M3713;5G:@ ta$6 and !e!@ E7@2>433 L30D3 E<6;4. If te assistant is
not listed6 ten !li!@ ACC and add is a!!ount.
)F
AF
How do I allow an assistant to enter s!eduled leave witout lettin> te assistant see sensitive
infor?ationM
BB default6 te L30D3 D060 E<6;4 role >rants write per?ission for everB$odBs leave. #o
Ioin an assistant to tat role6 !li!@ C>7@0<4/S3B9;:64. /ou$le;!li!@ te assistant6 !li!@ te
M3713;5G:@ ta$6 and !e!@ L30D3 D060 E<6;4. If te assistant is not listed6 ten !li!@ ACC
and add is a!!ount.
)F
AF
How do I >rant ?ana>ers a!!ess to teir su$ordinates infor?ationM
BB default6 te Ma!a"ers role >rants read per?issions for su$ordinates infor?ation6
ex!ludin> !o?pensation and $enefits. #o Ioin a user to tat role6 !li!@ C>7@0<4/S3B9;:64.
/ou$le;!li!@ te user6 !li!@ te M3713;5G:@ ta$6 and !e!@ M0<0?3;5. If te user is not
listed6 ten !li!@ ACC and add is a!!ount. *ote tat6 to set per?ission for su$ordinates
infor?ation6 !li!@ anB user1>roup1role6 !li!@ te P3;7:55:>< ta$6 and sele!t te s!ope6 3ser
9iewi!" S*.or-i!ates.
15.5. 2t*er Se4urit %onsiderations
#e software does not se!ure <indows folders. (?ploBee folders wi! are rooted in te HR
folder are not auto?ati!allB se!ured. 'ou sould use +i!-ows Exp#orer to se!ure te?. %onsult
+i!-ows He#p for infor?ation on settin> folder se!uritB.
#e data$ase is pBsi!allB stored in two files6 iHR/$ata.m$f an$ iHR/log.l$f. UnautoriCed
users sould not $e a$le to a!!ess te .m$f and .l$f data files on Bour data$ase server. A user
!ould !opB tose files to anoter !o?puter6 install SQL Server6 reatta! te files6 and >ain
unrestri!ted a!!ess to Bour data$ase. *ote tat a user !an still a!!ess te data$ase witout $ein>
a$le to a!!ess te .m$f and .l$f data files. Li@ewise6 unautoriCed users sould not $e a$le to
a!!ess data$ase $a!@up files.
15.6. Best Pra4ti4es for Se4urit
Se!ure Bour data$ase $B re?ovin> te <indow >roup6 Users6 fro? te d$]owner role.
%an>e te sa password. BB default6 te password is instant.
/o not set per?issions on individual users. Instead6 !reate roles for ea! tBpe of user6 set
per?issions on tose roles6 and ten Ioin users to tose roles.
#in@ twi!e $efore Ioinin> roles to oter roles. (ffe!tive per?issions !an $e tri!@B.
*ested roles ?a@e it next to i?possi$le to fi>ure out effe!tive per?issions.
Reli>iouslB update te su??arB for a user1a!!ount1role wenever Bou !an>e
per?issions. #e su??arB sould des!ri$e effe!tive per?issions.
16. Ba4;ing 5p and "estoring
#o $a!@ up Bour data$ase6 open te software and !li!@ C>7@0<4/!0BE9@. If Bou $a!@ up te
data$ase to a sared folder ten Bou ?aB experien!e diffi!ulties. BB default6 SQL Server runs
under a lo!al sBste? a!!ount. #e lo!al a!!ount ?aB not ave per?ission to write to sared
folders. #o $a!@ up to a sared folder6 !an>e te lo>in a!!ount for SQL Server $B followin> te
pro!edure $elow.
&. Lo> on to te !o?puter tat osts SQL Server.
,. Ri>t;!li!@ M4 C>7@963;.
.. %li!@ M0<0?3.
0. %li!@ and expand te S3;D:B35 node.
4. /ou$le;!li!@ te servi!e6 MSS,LS3;D3;.
5. %li!@ te L>?>< ta$.
7. %an>e te lo>on to an a!!ount tat as a!!ess to $ot te sared folder and te lo!al
S)L Server m$f1l$f files wi! are usuallB lo!ated in te folder6 %&'(ro"ram
Fi#es'Microsoft SQL Server'MSSQL'$ata.
16.1. >ow to Auto!ati4a$$ Ba4; 5p t*e >" +ata,ase
If Bou run SQL Server 2000 and Bou want to auto?ati!allB $a!@ up Bour data$ase ten Apex
re!o??ends tat Bou use SQL Server 0"e!t and SQL Server =o. Sc/e-*#i!" +i,ar-L !onsult Bour
SQL Server do!u?entation for details. -terwise6 if Bou use te des@top version of SQL Server
DMS$EE tat !o?es wit I!sta!t HR ten follow te instru!tions in te next se!tions.
#o auto?ati!allB $a!@ up Bour data$ase usin> MS$E6 !reate a s!eduled tas@ on te data$ase
server and !opB1paste a S)L !o??and.
&. %reate a s!eduled tas@. Fro? te servers des@top6 !li!@ S60;6/A22 P;>?;075/S45637
T>>25/SBG3C923C T05E. D*ote tat te dire!tions are spe!ifi! to a standard <indows 9"
installation. If Bou are usin> a different operatin> sBste? ten Bou ?aB need to use <indows
Help to find Bour S!eduled #as@s folder.E *ext6 ri>t;!li!@ a $lan@ area and !li!@ N3H
T05E. /ou$le;!li!@ te tas@.
,. In te Run text $ox6 !opB1paste one of te S)L !o??ands $elowF
S0L.%D S.1IHR ,E 023+.45( D+T+3+SE iHR T6 DIS478C:\db.bak8 -ITH I&IT2
S0L.%D S.1IHR ,5sa (pwd 023+.45( D+T+3+SE iHR T6 DIS478C:\db.bak8 -ITH
I&IT2
Use te first !o??and if Bou are lo>>ed on as an ad?inistrator to a !o?puter runnin>
<indows 9"6 ,333 or *#. -terwise use te se!ond !o??and. If Bou use te se!ond
!o??and ten !an>e pwd to Bour a!tual sa password. D*ote tat6 wit te se!ond !o??and6
anBone wit per?ission to read s!eduled tas@s on te server will $e a$le to see Bour sa
password.E %an>e C:\db.bak to a valid pat6 prefera$lB on a different !o?puter.
.. If Bou see a R*! 0s text $ox ten tBpe te na?e of a <indows a!!ount tat as ad?inistrative
per?ission on te data$ase and write per?ission on te $a!@up destination. %li!@ trou> te
re?ainin> ta$s and verifB te settin>s. FinallB save te s!eduled tas@.
+i!-ows Sc/e-*#er will overwrite te $a!@up file everB ti?e it runs. #o @eep ?ore tan one
$a!@up6 s!edule ?ultiple tas@s tat run on different daBs witin te sa?e period. For exa?ple6
Bou !ould s!edule 4 tas@s tat run wee@lBL one on MondaB6 one on #uesdaB6 one on
<ednesdaB6 one on #ursdaB6 and one on FridaBL and ten !an>e te destination pat for ea!
tas@ to $e so?etin> li@e 11back9p1InstantHRmon.bak6 11back9p1InstantHRt9e.bak K
16.2. Se4urit %onsiderations
(verBone wo !an a!!ess Bour $a!@up file !an !opB te file and restore it on anoter !o?puter6
tere$B >ainin> a!!ess to all Bour HR infor?ation. Avoid tis se!uritB ole $B restri!tivelB
settin> read per?ission on Bour $a!@up folder. If Bou spe!ifB te sa password in Bour s!eduled
tas@ ten $e aware tat ?e?$ers of te lo!al 0-mi!istrators6 4ack*p 1perators6 and Server
1perators >roups will $e a$le to see te password and >ain unrestri!ted a!!ess. Avoid tis
se!uritB ole $B restri!tivelB settin> >roup ?e?$ersip.
16.3. "estoring a Ba4;up
If Bour or>aniCation runs SQL Server 2000 ten s@ip to se!tion &5...,. -terwise6 !ontinue
readin> se!tion &5...&.
16.3.1. "estoring a Ba4;up wit* )S+/
#o restore a $a!@up usin> MS$E6 lo> on to Bour data$ase server. -pen a !o??and window6
usuallB $B !li!@in> S60;6/P;>?;075/ABB355>;:35/C>770<C P;>7@6. #Bpe one of te
followin> !o??andsF
S0L.%D S.1IHR E 02REST6RE D+T+3+SE iHR #R6% DIS478C:\db.bak82
S0L.%D S.1IHR 5sa (pwd 02REST6RE D+T+3+SE iHR #R6% DIS478C:\db.bak82
Use te first !o??and if Bou are lo>>ed on as an ad?inistrator to a !o?puter runnin> +i!-ows
>(6 2000 or NT. -terwise use te se!ond !o??and. If Bou use te se!ond !o??and ten
!an>e pwd to Bour a!tual sa password. %an>e C:\db.bak to Bour a!tual $a!@up file. <arnin>F
If Bour data$ase alreadB exists ten te a$ove !o??ands will overwrite it witout warnin>.
If Bou re!eive an error li@e Gs:lcm$ is not recogni;e$H ten SQL Server is not
installed.
16.3.2. "estoring a +ata,ase wit* S80 Ser(er 2777?s /nterprise )anager
#o restore a data$ase usin> E!terprise Ma!a"er tat !o?es wit SQL Server 20006 lo> on to Bour
data$ase server. %li!@ S60;6/P;>?;075/M:B;>5>=6 S,L S3;D3;/E<63;@;:53 M0<0?3;. A
window will open tat is si?ilar to Fi>ure 0& on te next pa>e.
#o restore6 follow te pro!edure $elow.
&. %li!@ te server node to open it.
,. Ri>t;!li!@ D06010535.
.. %li!@ A22 T05E5.
0. %li!@ R356>;3 D0601053 and a
window si?ilar to Fi>ure 0, will
open.
4. In te R356>;3 05 C0601053 =:32C tBpe
InstantHR
5. %li!@ te radio $utton la$eled F;>7
C3D:B3
7. %li!@ te $utton la$eled S323B6
D3D:B35
8. Browse to te data$ase file. For a
new setup6 te file will $e in te setup
folder at Database/iHR.bak
+. %li!@ O% to return to Fi>ure 0,.
&3. %li!@ te ta$ la$eled O@6:><5.
&&. #e data$ase !ontains two lo>i!al
files as sown in Fi>ure 0.. 2erifB
te pats in te !olu?n la$eled M>D3
6> @G45:B02 =:23 <073. #e folder tat
will !ontain te files ?ust exist on
Bour server.
&,. %li!@ O% to return to Fi>ure 0,.
%li!@ O% to restore te data$ase.
If Bou re!eive anB errors ten return to te
O@6:><5 ta$ sown in Fi>ure 0. and verifB
te file na?es. #e file na?es sould $e
so?etin> li@e
.<1%SS0L1Data1InstantHR.m$f and
.<1%SS0L1Data1InstantHR.l$f
F:?9;3 41. R356>;:<? 0 D0601053 H:6G E<63;@;:53
M0<0?3;
F:?9;3 42. R356>;3 D0601053 W:<C>H
F:?9;3 43. R356>;3 D0601053 O@6:><5


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