Summary

The Accept Applicant Wizard:

• Accepts an applicant recorded in the recruitment centres entity
• If the applicant is not a current employee, it creates a new employee record
• Records induction details
• Places the employee on appropriate courses, if required

Screens in the Accept Applicant/

Appoint Employee wizard

The Appoint Employee wizard contains the following screens that you will work through:

• Welcome screen
• Appointment details screen
• Contract details screen
• Inductions screen
• Courses screen
• Appointment screen

Welcome screen

This is the first screen in the Appoint Employee wizard.

If the applicant is a new employee, an employee code will be required. You can enter an applicable code, or PayGlobal can automatically generate an employee code. PayGlobal checks that employee codes are unique.

To automatically generate an employee code, type an asterisk (*) in the Employee Code field.

PayGlobal will inform you if an appointment already exists for an applicant. You can then update various details for the new employee.

For each question, if No is selected, then the current details on an employee record remain. The questions on this screen help you to quickly and efficiently complete necessary details for an employee.

"Do you wish to update the Employee with Applicant details (including makeups)?"
Employee record is updated with details held in the Applicant record.

Work Area Position Code:

"Do you wish to update the Employee with Work Area Position defaults, (i.e. Work Area, Position, Pay Period, Cost Centre and Appointment Status codes)"

Note: All Recruitment Centres must have a Work Area Position.

PayGlobal updates the employee record with the default settings contained in the Recruitment Centre Work Area Position, specifically the Work Area, Position, Pay Period, Cost Centre and Appointment Status codes. The Appointment Status code is the same as the Employee Status code.

Work Area Code:

"Do you wish to update the Employee with Work Area defaults (i.e. Location, Department, Dim 1-4 codes)?"
PayGlobal updates the employee record with the default settings contained in the Work Area of the Recruitment Centre Work Area Position.

Appointment Details screen

This screen:

• Creates a new appointment
• Creates the commencement date
• Sets the FTE (Full-time Equivalent)
• Lists current appointments

The Commencement Date selected here becomes the date that is permanently recorded in PayGlobal as the date that the applicant accepted employment with your company. It defaults to today's date, but as you may be entering data on a different day to the formal acceptance date, it is important to enter the correct date. Once the Accept Applicant Wizard is saved, this date cannot be changed. It will be displayed in the Details tab page of Recruitment Centre Applicants as the Accepted Date.

Closing Current Appointments:

A current appointment is often, but not always closed before an employee starts in their new position.

To close a current appointment, click in the Tagged column. A tick will appear in the check box. When the Appoint Employee wizard is complete, tagged appointments become inactive in the PayGlobal system. Their effective end date is the date of the new appointment minus one.

To check whether an appointment is active, navigate to: Employees | HR | Appointments | Edit | Details tab | Active field.

FTE (Full-time Equivalent):

This setting is activated from within Company Settings. If this field is greyed out, the FTE function has not been activated for your company.

To activate the FTE function, navigate to: Administration | Modify Company Settings | Payroll | Misc | Misc tab and set the FTE details field to Yes.

Contract Details screen

This screen:

• Records the applicable contract for the new employee and allows for the contract defaults to be copied across to the employee
• Creates a new employee contract record and inserts the commencement date
• Lists current employee contracts. We recommend that you close any unnecessary contracts now.

Any contracts that an existing employee is on appear automatically in the list at the bottom of the screen. If there is a contract recorded in the Details tab page of the associated recruitment centre, the Contract Code field populates with that contract automatically. To close the contracts, click in the Tagged column. When this wizard is complete, PayGlobal will add the effective end date of the contract as the Commencement Date of the new appointment minus one. On completing this wizard, PayGlobal will associate that contract in the employee payroll record.

"Do you wish to update the Employee with Contract defaults (i.e. Annual Leave, Special Leave, Long Service Leave and Award codes)?"

Select Yes here for PayGlobal to copy over leave table and award codes to the employee record when this wizard is completed.

Inductions screen

The list of inductions that appear in the bottom half of this screen are all inductions recorded in PayGlobal that have a start date that is after the new employee's commencement date.

In large organisations there may be a great number of inductions that are set up in PayGlobal ready to accept new employees.

You can filter the large number of inductions according to the induction template that is selected in the Induction Template field. For example, your PayGlobal system may have been set up with two induction templates - one for general staff inductions, and one for technical staff inductions. To see the inductions for technical staff only, select the technical induction template in the Induction Template field. The list below will then display only inductions with a technical induction template that have a start date after the new employee's commencement date.

Courses screen

This screen looks at the courses that are held using the course type specified in the induction selected above. Do not become confused between Course Types and Courses. A Course Type is a template of information. This screen does not look at course types. Rather it looks in PayGlobal to see the actual courses that have been scheduled to take place after an employee's commencement date.

To appear in this list, a course must have the following criteria:

• The course must still be open, and able to accept more attendees
• The start date is after an applicant's commencement date
• The course type is set in the Induction selected on the previous screen.

Tag the courses that a new employee will take part in. When this wizard is complete the new employee will be automatically placed on the course.

Appointment screen

Clicking the Finish button on this screen creates or updates the employee record with the details specified in the previous screens.

You may still need to enter the employee record and:

• Check information
• Complete additional details.