To enter employment information for a new hire, an existing employee, or contingent worker:You can enter additional information for people in the tabbed regions of the People window as described in the following steps.
Note: The Background Information, Medical Information and Rehire Information tabbed regions appear only if your system administrator has enabled them.
To enter employment information for a new hire, an existing employee, or contingent worker:Choose the Employment tabbed region.
Select an ethnic origin. For accurate EEO-1, EO Survey, and AAP reporting, you must select an ethnic origin for employees. The list includes the seven ethnic origin categories required for the EO Survey Report. When you run other reports that include ethnic origin data, Oracle HRMS automatically consolidates the data into groups appropriate to the report.
Indicate if this employee has chosen to disclose their ethnicity.
If the employee declines to specify their ethnicity, choose an approximate ethnicity for them.
In the VETS100 field, select the person's veteran status to include them in the VETS-100 reports.
See: VETS-100 (Federal Contractor Veterans Employment) Reporting
In the VETS100A field, select the person's veteran status to include them in the VETS-100A reports. See: VETS-100A Reporting
If the employee has provided their veteran status information using the Employee Self-Service Disclose Veteran Status page, then this selection is visible in the VETS-100A field. See: Entering Disability and Veteran Status Details to Comply with OFCCP
Note: The employee counts reported in the VETS-4212 reports are derived based on the VETS-100A value in an employee's person record. For information about how each VETS-100A value maps to the Protected Veteran column in each VETS-4212 report, see VETS-4212 Reporting
Check the Opted for Medicare check box if the person has chosen medicare.
Select the status of the Employment Eligibility Form 1-9. Under the US Immigration and Control Act of 1986, this must occur within three days of hire, or within 90 days for employees who have applied for the necessary documentation and are awaiting its receipt.
Note: By signing Form I-9, employees attest they are eligible for employment in the US. The employer also must sign the form, listing documents presented to verify the employee's eligibility as a US citizen, a lawful permanent resident alien, or an alien otherwise authorized to work in the US.
Enter an I-9 Expiration Date if the employee's eligibility to work in the US ends at a certain date, given in his or her documents.
To enter data for the New Hire report:
The New Hire Status field defaults to Include in New Hire Report, so that the next run of the New Hire report for the employee's GRE will include this employee.
If the New Hire report should not cover this employee, select Exclude from New Hire Reporting. Optionally, select a reason for this exclusion in the Exception Reason field.
You can enter exception reasons in the lookup type: US_NEW_HIRE_EXCEPTIONS.
If this employee is currently obliged to pay child support, check the Child Support Obligation box.
Select the value 'Include in New Hire Report without Dependent Health Insurance' for the employee who needs to be included in the New Hire report but is not eligible for dependent health insurance benefits.
Note: After a run of the New Hire report that includes the employee, the entry in the New Hire Status field automatically changes to Already Reported.
See: New Hire Reporting
To enter office information for a new hire or an existing employee:Choose the Office Details tabbed region.
Enter the office number for this office.
Enter the internal location of this office.
Enter the office identifier for internal mail.
Enter the person's email address.
In the Mail To field, select Home or Office to indicate the person's preferred mail destination.
To enter information for an applicant:Choose the Applicant tabbed region.
If the applicant's resume is on file, check the Exists check box.
If the applicant's resume is on file, select the date when the resume was last updated.
Select a final date until a file is to be maintained for this applicant.
To enter information concerning the background check for a person:Choose the Background tabbed region.
Check whether the employee's background check has been performed.
Select the date the background check was performed.
To enter rehire recommendation information for an applicant who was a former employee or contingent worker:Choose the Rehire tabbed region.
Check whether the former manager has recommended the applicant for rehire.
Determine if the employee is eligible for rehire as per the rehire rules of the Employer Shared Responsibility Provision of the Affordable Care Act (ACA).
Enter the previous termination date to calculate periods of time that the employee is eligible for coverage as per the Affordable Care Act (ACA).
Select the reason for this recommendation.
To enter further name information:Choose the Further Name tabbed region.
Enter one or more honors/degrees (BA, MBA or JD, for example) that the person has earned.
Enter the name (perhaps a nickname) by which the person prefers to be known.
If the person previously known by a different name, enter the previous last name.
To enter medical information for a person:Choose the Medical tabbed region.
If an employee provides disability information and disability entered date using the Employee Self-Service Disclose Disability Status page, then these values are visible in the Disability Information and Disability Entered Date fields of the Medical tab. The employee's disability information is retrieved when the US OFCCP Disability/VEVRAA Audit Report is run. See: Running the US OFCCP Disability/VEVRAA Audit Report
Select the person's blood type.
You cannot change this value once you enter it.
Select the date of this employee's last medical test.
Enter the name of the physician who performed this test.
To enter other information for a person:Choose the Other tabbed region.
Select the type of schedule in the Availability/Schedule field. For example, the days of the week your employee works.
Select the current status of the student, if the person is a student.
Enter the person's current full time/part time availability to work with your company.
Select the language the person prefers for correspondence. For example, select German if the person prefers to correspond or receive company information such as terms of pension plan in German.
Note: The Correspondence Language list includes languages in the FND_LANGUAGES table. This table contains the languages that Oracle National Language Support Runtime Library (Oracle NLSRTL) supports. Check with your System Administrator for information on NLSRTL supported languages.
If the person has died, enter the date of death.
If you enter the termination reason of deceased and the actual termination date on the Terminate window and date of death has not been entered, it is set to the employee's termination date.
Check the Military Service check box if the person is employed in military service in some capacity.
The value of this field can impact benefits calculations.
Check the Second Passport Exists check box if the person possesses multiple passports.
To enter benefits information:Choose the Benefits tabbed region.
Enter a benefit group for your employee or applicant. Benefit groups are used to determine a person's eligibility for a plan or for setting benefit rates. For example, benefit groups can be used for mergers and acquisitions where eligibility is complicated. They can also be used where a person is grand-fathered into a very old plan.
Enter what kind of tobacco your employee uses, if any. For example, cigarettes, pipe, cigar or chewing. This is used within benefits to determine the eligibility and rates for particular plans.
Enter medical plan number. This is the policy or group plan number of an externally provided medical plan. This is used to determine eligibility to participate in some plans.
Enter the adoption date, if the person has adopted a child. This information, with the date of birth, is used to determine whether a dependant is covered by a plan. You can only enter the adoption date if you have entered a date of birth for the person. The adoption date must be greater or equal to the date of birth.
Enter the date you received the death certificate, if your employee has died. You can only enter this once you have entered the date of death in the Other Information fields. The receipt of the death certificate must be after or equal to the date of death.
Enter an adjusted service date for your employee. This date is used within benefits, in place of the date first hired, to determine the length of service for eligibility, enrollment and rates. The adjusted service date may be used to credit service for former employers, grand-fathered benefits or in the case of mergers and acquisitions.
Change the date first hired for your employee. For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of your employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service.
Select the ACA Full Time check box, if the employee meets the eligibility regulations defined for full time employees as per the Employer Shared Responsibility Provision of the Affordable Care Act (ACA).
Check the Other Coverage check box, if your employee or applicant has externally provided coverage. This determines a person eligibility for certain plans.
Check the Voluntary Service check box, if your employee or applicant is volunteering, for example as a missionary. This determines eligibility to continue or receive coverage from certain plans.