What This Screen Shows

  • Explains how to locate fields that are common changes in demographics for employees.
  • Explains how to access Jobs and Deductions to view, add or make necessary changes.
  • Explains how to access the Leave Masters from demographics.

Personnel Demographics

  • Personnel Demographics can be accessed from the Personnel or Payroll modules.
  • HR → Personnel → Personnel Demographics from the left Task Menu.
  • HR → Payroll → Personnel Demographics from the left Task Menu.
  • Click on Browse at the bottom left to browse all employees to select the desired Personnel ID.
  • Personnel Identifications cannot be edited or changed from Personnel Demographics; Please see Change Personnel ID for more information on changing Personnel IDs.
  • All changes made in Personnel Demographics can be entered directly in the field and then click on Save (Two disks and menu screen) at the bottom to save changes.
  • Contains home email address.


Personnel Tab
Description
  • An optional title given to the report
  • The fiscal year associated with the amounts
  • Enter the number of the fund each field represents; each fund will be shown on the report in columnar form
  • If more than six funds will be represented, all remaining funds will be summed into this column; a title can be given to the last column to classify the fund(s) presented; enter the first line of the column heading to this line; other is often used as the first line of this column heading
  • This field will be the second line of the column heading for fund 7
  • Set to true if you wish for major funds to be shown (Funds are flagged as Major under setup on the fund definition screen in Setup → Financial Reporting → Maintain Fund Definition)
Address Tab
Description
  • Contains address (physical) and mailing address of the employee; mailing address appears on checks and direct deposit transmittals.
Status Tab
Description
  • Contains information regarding employee status such as current or non current, last paid date and total current salary.
  • Includes employee's work status, classification and pay location.
  • Can track type highest certification.
  • Can track retirement plan participants and employees enrolled in direct deposit for informational purposes.
  • For Enterprise customers or with Bundle HR17, can track sick bank participants.
Filing Tab
Description
  • Changes to Federal and State tax filing status and exemptions are entered here.
  • Customers using ESS can upload W4 information to ESS.
  • Citizenship information can also be tracked for Enterprise customers or with Bundle HR20.
Longevity Tab
Description
  • Hire date, Seniority date, and Adjusted DOE are tracked.
  • In State and District fields are available to track in state and district years.
  • Longevity calculates automatically based on current system date compared to Adjusted DOE plus any fields flagged in Personnel GSVs Longevity tab to add to longevity.  See more details below.
  • Termination and/or Retirement date is tracked.
Benefits Tab
Description
  • For Enterprise customers or with bundle HR11, based on Personnel GSV settings and additional set up, Insurance plans can be set and tracked for reporting purposes.
  • Status Change Codes and Status Change Date tracked here.
  • For Virginia customers, VRS Eligible and VRS Employee ID set here as applicable.
  • Benefit Completed by dates can be stored for reporting purposes.
Emergency Contact Tab
Description
  • Available to all Enterprise customers or with Bundle HR19.
  • Emergency contact information is maintained.
  • Emergency address can be copied from the Address tab.
  • Emergency physician information is maintained.
  • Hospital information is maintained.
Comments Tab
Description
  • Field available to enter optional comments about the employee.
Opt. = Optional  Rec. = Recommended  Req. = Required

Additional Links from Personnel Demographics

  • Additional information can be viewed, added and/or edited directly from Personnel Demographics such as Deductions, Jobs, Personnel Pay, Leave and Documents.
  • Links are located at the bottom of the Personnel Demographic screen.


Personnel Link

  • For Enterprise customers and customers with additional HR bundles, Dependents, Criteria and Events can be tracked.
  • Education, Certifications and Endorsements are maintained.
  • Documents, such as archived W2s, can be viewed.


Payroll Link

  • Employee Jobs and Deductions can be accessed and updated.
  • View Personnel Pay which is the employee's pay information.
  • View the Calendar and Fiscal Calendar for employee's Job and Deduction calendar information.


Leave Link

  • If using the Leave module, have access to the employee's Leave Master and Leave Jobs.
  • Can view leave balances and transactions.


Medical/Worker Comp History Link

  • Enterprise customers and customers with Bundle HR09, can maintain and view medical and workers' compensation claims for employees.


Additional Information on Longevity Setup

  • Longevity Setup is located in the Personnel Module - Setup - Generic Setup Variables - Longevity tab.
  • Type of Longevity calculation can be either Pre-District & Job History or Adjusted DOE & PERDMG
  • Both setups use the Adjusted DOE date to calculate longevity
  • Boxes in GSV can be checked to add to longevity (ex for Years in State checked:  In Demographics Adjusted DOE date makes longevity 3 years and Years is State field has a 1, longevity will be 4.

  • When GSV is set to Pre-District & Job History the Longevity tab will show Hire Date and District field is visible


  • When GSV is set to Adjusted DOE & PERDMG the Longevity tab will show Date of Employment (DOE) field and the District field will be hidden

  • Adjusted DOE is the start date for calculating longevity and the system date (today's date) is the end date
  • If there is a termination date, longevity is calculated to that date