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FAQs - Company Setup Events
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How do I add a new company to my HRtrax system database?
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To add a new company, select the New Company screen from the File
pad on the main menu bar at the top of the HRtrax screen:
File > New Company...
Enter your User ID, Password, and the New Company ID
The system will respond with the New Company Registry screen - 1 of 4
for your new company.
Complete each field with your new company information
Click on the Save button save the new record
Use the PgDn key on your keyboard and complete the fields as
necessary on screens 2, 3, and 4 of the Company Registry. Your new company is now
ready for master and control table setup and then employee records
entry.
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What is the recommended sequence when setting up a new company?
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After you have added your new company to the HRtrax system
database, we recommend that you complete your setup entries in the
following sequence:
Master Tables:
Division, Branch, Department, Job, Position
Recurring Earnings/Deductions
Source of Hire, Carrier/Provider, Benefits
Control Tables:
Reason for Change
LOA Codes, Termination Codes
Eligibility, Identity
Shift, Worker Comp
Review Rules, Job Review
Recurring Frequency & Calc Methods
Marital Status, State & Local Filing Status
Employee Data:
Payroll Related
Personal Related
New-Hire/I9 Data
Recurring Earnings/Deductions
Often times, basic company and employee data "as known by
payroll" can be imported directly from your payroll system.
This is to say, HRtrax is populated with your company and
employee information to the extent payroll has the ability to
upload to HRtrax.
With respect to this setup and initialization, it is our opinion
that your first and primary goal should be the HRtrax interface
to Payroll (and Time/Attendance or Time clock software when
present). The other features of HRtrax can come after
successfully establishing the Payroll plus Time & Attendance
linkage.
Each organization has its own priorities, and depending on your
circumstances your priorities may differ from this opinion. In
any event, at this point your HRtrax application is loaded with
your employee population, and you have built the necessary
Master and Control tables that will allow you to begin entering
new hires, termination's, pay rate changes, etc. in HRtrax with
a forward link to payroll and the time clock (when present).
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How many levels can I have for my organizational structure?
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Within HRtrax there are three major levels in addition to the
Company that you can use to define your organizational
structure. We identify these major levels as Division,
Branch, and Department, and together they provide the configuration
for your employee assignments.
Company
Division
Branch
Department
In addition to the major organization levels there are two
additional placement levels to which your employees can be
assigned. Note that these placement levels are dependent upon your
companies usage of position control within the application.
These levels are:
Job
Position
Employee
When company, organizational, and placement levels are combined, you end up
with a total of 6 different levels that you can use to position
your employees within the organizational structure. Note
that, for purposes of payroll interface, it is only the first
three levels that flow through as payroll company levels.
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How do I get data from my old HR system into HRtrax?
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Our Data Conversion services can help you load existing and legacy
human resource data into your new HRtrax application.
Source data can be in any common file format such as Excel
spreadsheets, Access tables, or even CSV text files. Often
times we can even convert data directly from records in your
legacy HR system. When considering the task of bringing HR
data forward into HRtrax, you should follow a few simple
principals:
- Review the validity and accuracy of your data with the goal
of only loading reliable employee data and table data
- It may be necessary or desirable to create more than one file
as in; one file for employee training records, another file for
employee license, another for dependent records, etc.. Each
record should contain the Employee ID and/or SSN so there is
always one common ID for each file.
- With each file, document the contents using a “header-row” or
provide a detailed list of the contents.
Follow the steps above and then provide us with a representative
sampling of your files and we will give you a price quote on the
cost for this one-time populate and load effort. We want to help
you make HRtrax the
go-to source and a central repository for all your employee
information, past and present.
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How do I connect my company with my payroll system?
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HRtrax supports data exchange interfaces with many of today's
popular payroll systems. Follow the procedure below to obtain
the proper interface component and setup instructions for your
specific system.
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Contact your HRtrax representative to obtain the proper data
exchange component for your specific payroll system along with
any installation instructions.
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Apply the payroll data exchange settings to the appropriate fields
in the company registry screens within HRtrax. Your HRtrax
representative can help you with these settings after the
interface component has been installed.
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Test your new data exchange component and settings with a
small sample that represents the type of data you will be
exchanging.
Once the data exchange component has been installed, setup, and
tested, you will be able to make all additions and changes to your
employee information (including new-hire entries) within HRtrax and those entries will
flow forward to your payroll system. This should eliminate any
double-entry issues you had between HR and Payroll.
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How do I link my company with my time clock system?
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HRtrax supports data interfaces with many of today's popular time
clock systems. Follow the procedure below to obtain the proper
interface component and setup instructions for your specific time
clock.
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Contact your HRtrax representative to obtain the proper
interface component for your specific time clock system along with
any installation instructions.
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Apply the time clock interface settings to the appropriate fields
in the company registry screens within HRtrax. Your HRtrax
representative can help you with these settings after the
interface component has been installed.
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Test your new interface component and settings with a
small sample that represents the type of data you will be
interfacing. Your HRtrax representative will help you
with the procedure you need to use to interface data with
the time clock.
Once the interface component has been installed, setup, and
tested, you should be able to move relevant employee information
from HRtrax to your time clock system - thus eliminating
double-entry issues between HR and time and attendance.
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How do I change companies without Exiting the HRtrax system?
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To change companies without exiting HRtrax, simply select the Open Existing Company option from the File pad
on the menu bar at the top of the main HRtrax screen:
File > Open Existing Company
Or, you can use the short-cut key combination to change
companies even faster:
Alt+F2
Both of these options will display the Open Existing Company dialog
box where you can enter the desired Company ID, or select the company from
a popup pick-list.
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