Human Resource Master

Video

How to Add a New Employee

1. After logging in to WebPams, select Human Resources button on the right side of the screen.
2. Under Entry, select Human Resource Master.
3. Complete the following information in the setup box.

   School Year--default value is ALL. When entering a new employee you may want to leave this setup value of ALL so that returning personnel will be available to update instead of requiring a new employee record.

   District Code--default value will be your district.

   School Code--default value is ALL. This is recommended so that changing of or adding new contracts can be done without changing setup values.

   Home Base--default value is ALL.

   Include Substitutes---default value is YES.

4. Click OK.
5. Click the New button at the bottom of the screen.

   Note: The Resource Master screen will have the following fields with RED letters for the label--Name, Staff ID, SSN, Gender, Date of Birth. These are critical fields that are required for a new employee record to be created. Additional information will be required for data submission to the DOE for PEP.

6. Click in the Name field and a new popup will appear. Enter First Name, Middle Name, Last Name and suffix (if applicable).
7. Click Close for Name field to be populated.
8. Staff ID will be automatically generated at this time.
9. Click the SSN field for the data entry popup to appear. Enter the employee's Social Security Number (SSN).
10. Click Close for SSN field to be populated.
11. Select the employee's gender using the drop down list.
12. Click the Date of Birth field and use the calendar selection process to select the employee's date of birth.
13. Click Close for DOB field to be populated.
14. Click Save or continue entering the information in the other remaining fields. Refer to the PEP data requirements below to determine what additional information will be needed for DOE submissions.

Additional Demographic Data Elements Required for PEP submissions

Cert Info--Certification Information. Enter information in the Active Certification section--Type, Number, Suffix, and/or Exception.

Obsolete--Enter the type and code. Use the CTRL key to select multiple values of each category.

General Ethnic/Religion--Select whether employee is Hispanic/Latino or Non-Hispanic/Latino

Applicable Ethnic--Select either 01 American Indian or Alaskan Native, 02 Asian, 03 Black (Not Hispanic), 04 Hispanic (not required if employee is Hispanic), 05 White (Not Hispanic) or 06 Native Hawaiian or Pacific Islander. Multiple ethnic indicators can be selected.

Highest Education--information required for all employees

Retirement Code--select retirement system from list

Status Code--select code from list

Highly Qualified--enter up to 14 areas in which a certified employee is highly qualified. Each area requires a Method by which HQ was determined.

Retiree CD--indication of whether a return-to-work retiree salary is with/without salary limits or caps

Entry of Site/Contract Information and Confidential Information

NOTE: Site/Contract information is required for employee records to be included on an employee list in other components of WebPams such as Master Schedule Editor and security.

Site/Contract Data Elements

Year--four digit school session (ex. 1213, 1314, etc)

Site Code--six digit site code where the employee is assigned

Site Flag--home site Y or N; if assigned to multiple sites, only one site can have the Y flag

Alt Site--the site that is reported to the state; if field is blank, then the value in the Site field is reported.

Emp Begin Date--first day of employment for current school year

Object Code--three digit code for position such as supervisor, teacher, clerical, etc

Function Code--four digit code for specific position such as principal, elementary teacher, secondary teacher, secretary, etc

Emp End Date--last day of employment for current school year

Annual Minutes Worked--actual minutes worked; must be less than or equal to product of Contract Day Count and Workday Minute Count on the Confidential record.

Salary Amount 1--amount of salary; can be total salary or can be partial salary (required additional salary amounts)

Fund Account Code 1--account code for Salary Amount 1

Salary Type Code 1--type code for Salary Amount 1

Salary Amount 2-5--additional salary amounts as separated by financial office

Fund Account Code 2-5--additional account codes as needed; must be a code for each salary amount

Salary Type Code 2-5--additional type codes as needed; must be a code for each salary amount

Note--Total salary amounts must equal the Salary on the Confidential record