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Home > Guides > User Guide > Hiring > Push to an HRIS system > Sage HRMS: New Hire

Sage HRMS: New Hire


The transfer process (Cyber Recruiter to Sage HRMS ) replaces the New Hire Action in Sage HRMS . When an applicant needs to be ‘hired’ into Sage HRMS , this is done one at a time from the Applicants > Hire into Sage HRMS process in Cyber Recruiter.

Step 1: Find the Applicant

If you are using the option to ‘Process New Hire’ you can skip this step as the system will already know which individual you are working with.

From the Applicant’s menu, select Hire into Sage HRMS. Find the desired individual to move into Sage HRMS by identifying the individual via his/her Last Name, Email, Applicant ID #, Overall Status or Range (Application Date).

Once the Applicant is found, select the Applicant by clicking on the Applicant Name to continue. 

If the setup indicates that the Payroll module is on but SQL is selected the user will receive an error message instead of starting the process.  Return to the setup page for the integration to correct the issue before continuing. 

Step 2: Identify Core Items

The system will compare the employee list from the company selected and search to find the individual you are hiring based on the SSN/SIN matching between Sage HRMS and Cyber Recruiter. If a match is not found, the New Hire option will be selected and a new person will be added to the Sage HRMS  database. The SSN/SIN must be the same on the demographics page of Cyber Recruiter in order to be verified as a match. If the number is added in just to the Sage HRMS hire process this is not enough to find the record in Sage HRMS .

Company: If there is more than one company set up in Sage HRMS , choose the appropriate company for which this individual is being hired. This will determine last employee number used and the drop-down options in the follow screens.

Offer
: If available, select the offer in Cyber Recruiter for which the person is being hired. If selected, the requisition field (next field down) will be updated. The Start Date from the offer will default into the Hire Date and the Salary from the offer will default to the Annual Salary field (all other wage fields will calculate).

Requisition
: This will default based on the offer(if selected) or can be selected from the drop-down.  If the code values for the following fields match the code already in Sage HRMS , then the system will default the value based on the requisition.

Cyber Recruiter Field     Sage HRMS Field 
Functional Job Title     Job Title / Job Code 
Full-time/Part-time    Employment Type     
Organizational Level 1    Organizational Level 1
Organizational Level 2   Organizational Level 2
Organizational Level 3 Organizational Level 3
Organizational Level 4 Organizational Level 4
Organizational Level 5 Organizational Level 5

Action
: Select "New Hire" from the available actions in drop-down list. Other options include Rehire & Job Change. 

Step 3: Verify Information

Enter the Employee Number (unique identifier for Sage HRMS ). If employee number in Sage HRMS is a numeric value, the Last Employee # will be generated to help determine what the next number should be. If the employee number is alphanumeric, Cannot Determine will show instead.

Make any necessary changes to the demographics information captured by Cyber Recruiter. First Name, Last Name, and State of residency are required fields on this page. Remember that the email address that is being passed over to Sage HRMS should be the new corporate email address if you are planning on emailing from Sage HRMS using Sage HRMS Alerts or Sage HRMS ESS.

Make any necessary changes to the personal data information captured by Cyber Recruiter. SSN or SIN is required on this page. Drop-down options are compared against what is currently set in Sage HRMS . If the code used in Cyber Recruiter does not match what is set in Sage HRMS , the field will not automatically populate.

All fields on this page pull directly from Sage HRMS .  If the requisition was selected AND the codes match what is in Sage HRMS then they will default automatically.  Otherwise, they need to be completed to send over a full record for the new employee. Annual and HourlySalary numbers are dependent on each other and the pay frequency and normal hours. Job Code and Job Title are dependent on each other. Salaried/Hourly and 1-9 Status fields are required on this page.

NOTE: The wage fields will automatically recalculate if one aspect is changed.  The Hourly Rate is the controlling rate if 'Hourly' is selected in the Salaried/Hourly field.  The Annual Salary is the controlling rate if 'Salaried' is selected in the Salaried/Hourly field. 

 

NOTE: Emergency Contacts (if mapped to fields in the setup) will automatically be transferred over. 

If using the FoxPro version of SageHRMS and if the payroll module in Sage HRMS is activated, additional information is needed when processing a new hire and two additional tabs will be presented. Enter the necessary information to complete this employee’s payroll record.

Defaults:
Payroll Status:       Active (changing this will affect the payroll process)
Job Type:                 R-Regular (changing this will affect the 941)
EIC Filing Status:    Not Eligible (change this only if the employee is eligible for EIC)
Statutory:                No (change this only if the person should not have any taxes withheld)


If the payroll module in Sage HRMS is activated, additional information is needed when processing a new hire. Enter the necessary information to complete this employee’s payroll record for processing. Pay Group will list the available pay groups based on the company selected, Regular and Holiday earnings are used if this person will receive an automatic timesheet for payroll. Time Sheet Work Code should be the state in which the employee will be working and will determine the state to which unemployment taxes will be calculated.

Step 4: Send Information

Press the Save Changes button in the system to forward the information to the Sage HRMS database. The information can now be located in Sage HRMS . Only the employee number and company code are saved in Cyber Recruiter. 

NOTE: During the hiring process, the system does a double check verifying the number of people in the Sage system against the license level of Cyber Recruiter.  If there are more people in the Sage system than the current license level of Cyber Recruiter, the new hire cannot be sent over to Sage. 

Where the Data Goes


This section links the tabs used in the Sage HRMS  Data Transfer of Cyber Recruiter to the Sage HRMS HR & Payroll system. It is also important to note that the interface: -
  • If selected in setup
    • Checks the benefits setup to determine if any automatically added benefits should be add to this employee’s record
    • Checks the tax setup to determine which codes should be added and adds tax codes
    • Checks the deductions setup to determine if any automatically added deductions should be added and does so during the transfer process.

General

Field Name

Sage HRMS Screen and Field

Sage HRMS Database Name

Company

Each Screen

P_company

Employee ID

Each Screen

P_empno

Hire Date

HR Status / Original Hire
HR Status / Last Hire
HR Status / Seniority Date
Current Job / Job Date
Current Pay / Pay Effective Date

P_orighire
P_lasthire
P_sendate
P_jobdate
P_paydate

 

Current Job / Employee Status

P_active


Demographics

Information that appears on this page is pulled from the Cyber Recruiter Applicant Demographics Page. It should be verified as the employee is hired into Sage HRMS.

 

Email NoteCyber Recruiter has ‘work email’ and ‘home email’ and Sage has ‘email’ and ‘alt. e-mail’. ‘Alt. email’ on the Hire Page  pulls the ‘work email’ to the field as a default and the person doing the hire process can make adjustments. 

Field Name

Sage HRMS Screen and Field

Sage HRMS Database Name

First Name

Demographics / First Name

P_fname

Middle Name

Demographics /Middle Name

P_mi

Last Name

Demographics / Last Name

P_lname

Nick Name (hidden) Demographics / Nickname p_nickname

Home Phone

Demographics / Home Phone

P_hphone

Work Phone

Demographics / Business Phone

P_busphone

Work Ext.

Demographics / Extension

P_busext

Cell Phone

Demographics / Cell Phone

P_cellphone

Street 1

Demographics / Home Street 1

P_hstreet1

Street 2

Demographics / Home Street 2

P_hstreet2

City

Demographics / Home City

P_hcity

State

Demographics / Home State

P_hstate

Zip

Demographics / Home Zip

P_hzip

Country (hidden) Demographics / Country p_hcountry
Email Demographics / Email p_email
Alt Email Demographics / Alt. Email
p_secemail


Personal Information

Information that appears on this page is pulled from the Cyber Recruiter Applicant Demographics Page under the EEO section. It should be verified as the employee is hired into Sage HRMS.

 

A value of 'E' is sent over to hrpersnl for P_Language.

Field Name

Sage HRMS Screen and Field

Sage HRMS Database Name

SSN/SIN

Demographics / Social Security Number / SIN

P_ssn

Race                  

Demographics / Ethnic Origin

P_race

Gender

Demographics / Gender

P_sex

Marital Status

Demographics / Marital Status

P_married

Birth Date

Demographics / Birth Date

P_birth

Disabled            

Demographics / Disabled

P_handicap

Vietnam Vet

HR Status / Vietnam Era Veteran

P_Vietnam

Disabled Vet

HR Status / Disabled Veteran

P_disvet

Active Duty Wartime or Campaign Veteran

HR Status / Active Duty Wartime or Campaign Veteran

P_warcamvt

Armed Forces Service Medal Veteran

HR Status / Armed Forces Service Medal Veteran

P_ AFMEDVET


Job / Salary

Information that is captured on this page is pulling from the Sage HRMS drop-down options. All information needs to be verified and selected from the drop-down options.

 

Sage SQL direct and WebAPI integration also send over a value for for p_eerpt.  If the company is Canadian, the integration fills the field with Y, if it is not Canadian, then it sends over an N.

 

Union & Shift are ONLY available during the hiring process. These fields are not pulling from any values mapped in the setup from the requisition or the applicant. 

Field Name

Sage HRMS Screen and Field

Sage HRMS Database Name

Job Title

Current Job / Job Title

P_jobtitle
P_jobcode (based on Sage HRMS setup)
P_eeoclass (based on Sage HRMS setup)
P_exempt (based on Sage HRMS setup)
P_jobgroup (based on Sage HRMS setup)
P_salgrade (based on Sage HRMS setup)

p_eeog (based on Sage HRMS setup)

p_noc (based on Sage HRMS setup)

Employee Type

Current Job / Employee Type

P_employ

Reason Current Job / Change Reason p_reason (defaults to New Hire)

Salaried/Hourly

Current Pay / Salaried Hourly

P_salhour

Annual Salary

Current Pay / Annual Pay

P_annual
P_salary (based on pay frequency and normal hours)

Hourly Salary

Current Pay / Unit Pay Rate

P_unitrate

Pay Frequency

Current Pay / Pay Frequency

P_payfreq

Supervisor

Current Job / Supervisor

P_supervis

Secondary Sup

Current Job / Manager

P_supervis2

Division/
Department/
Location/

Current Job / Division (based on Sage HRMS  Setup)Current Job / Department (based on Sage HRMS  Setup)Current Job / Location (based on Sage HRMS Setup)

P_level1
P_level2
P_level3
P_level4
P_level 5

Normal Hours

Current Pay / Hours Per Pay Period

P_normunit

I-9 Status

HR Status / I-9 Verification Status

P_i9verif

Union HR Status / Union / Union Affiliation  p_union
Shift Current Pay / Shift p_shift 

Benefits

If benefits are flagged to be passed over to Sage HRMS , the integration will take the following steps to determine if benefits should be added automatically. If so, the codes will be added during the importing process.

1) Looks to the Company level to see if codes are set up under Rules. If nothing is set up at the Company level, the program assumes the codes are stored at the Enterprise level.

2) Looks to the 'Auto Add' field in each of the benefits. If any code is set to 'Yes' the following steps are taking. If the code is set to 'No', nothing is added.

3) Checks to see if something is defined 'Employee Type' (RFT, RPT, etc). If so, the new hire must have that same type defined; otherwise, nothing is added.

4) Checks the setting for Salaried / Hourly. The new hire must have the same setting; otherwise, nothing is added.

5) Checks the setting for Minimum Hours and determines if the employee will meet the requirement based on the number entered for 'Normal Hours'. If not, nothing is added.

6) If the start of the benefit is based on the 1st of the Month after a set number of months (i.e. 1st of month after 3 months of employment), the start date of the benefit is calculated by taking the hire date and adding the number of days equivalent to the months defined and it adds one day (in case the number of months is zero).

If the start date of the benefits is based on the 1st Day after a set number of months (i.e. immediately after 3 months of employment), the start date of the benefits is calculated by taking the hire date and adding the number of days equivalent to the months defined.

7) The end date of the benefit will be populated by the expiration date of the plan.

Education (Note: this can be turned off in the setup)

This information passes automatically based on the information completed on the Experience page > Education tab.  Not all fields stored in Cyber Recruiter are also in Sage HRMS so not all information is passed.

Field Name

Sage HRMS Screen and Field

Sage HRMS Database Name

School

Education / School

e_school

Address 1

Address 2

Number of Years Attended

Education / Years

e_years

Did you Graduate?

Education / Graduated e_grad
Degree Education / Degree e_degree
Major Education / Major e_major
GPA Education / GPA e_gpa
Graduation Year Education / Year e_year

Note


Previous Employment 

(Note: this can be turned off in the setup)

This information passes automatically based on the information completed on the Experience page > Previous Employment tab. Not all fields stored in Cyber Recruiter are also in Sage HRMS so not all information is passed.

Field Name

Sage HRMS Screen and Field

Sage HRMS Database Name

Employer

Employment / Employer

v_empname

Address 1

 

 

Address 2

 

 

Title

Employment / Title

v_title

Start Date

Employment / From

v_from

End Date Employment / To v_to
Businss Type    
Phone    
Supervisor    
Begin Salary    
End Salary Employment / Salary v_salary
Per Employment / Per v_period
Responsibilities    
Leave Reason    
Note    

Skills (Note: this can be turned off in the setup)

This information passes automatically based on the information completed on the Experience page > Skills tab. In order for the skill to pass between the two systems the code MUST match.

 


The Payroll Information is for  customers with Abra Suite ONLY

Payroll Information

Information that is captured on this page is pulling from the Sage HRMS drop-down options. All information needs to be verified and selected from the drop-down options. This tab will only be activated if the set up in the Cyber Recruiter Admin section is set to track payroll information for Sage HRMS .

Field Name

Sage HRMSScreen and Field

Sage HRMSDatabase Name

Payroll Status

Payroll Status / Payroll Status

P_paystat

Job Type

Current Job (Pay) / Job Type

P_emptype

WC Category

Current Job (Pay) / Workers Comp

P_workcomp
P_workrate (based on Sage HRMSsetup)

Direct/Indirect

Current Job (Pay) / Direct

P_direct

EIC Filing Status

Tax Withholding / EIC

P_eicmstat

Statutory

Tax Withholding / Statutory

P_statute

 

Payroll Processing

Information that is captured on this page is pulling from the Sage HRMS drop-down options. All information needs to be verified and selected from the drop-down options. This tab will only be activated if the set up in the Cyber Recruiter Admin section is set to track payroll information for Sage HRMS .

Field Name

Sage HRMSScreen and Field

Sage HRMSDatabase Name

Pay Group

Payroll Status / Pay Group

P_paygroup

Regular Earnings Code

Payroll Status / Regular Pay

P_autoreg

Holiday Earnings Code

Payroll Status / Holiday Pay

P_autohol

Time Sheet Work Code

Tax Withholding / Timesheet Work Code

P_workcode

Auto Timesheet

Payroll Status / Auto Timesheet

P_autopay

If payroll is activated, the system will add in the necessary tax codes based on the payroll setup.  For Federal and State withholdings, if the marital status on the demographics page is entered as 'M' (Married) then the tax code created will be an M.  Anything else selected as a marital status on the demographics page, will cause an 'S' (Single) to be added to the tax codes during the Sage HRMS integration.

Tax codes are added with a specified withholding order assigned:

FSOC = 1
FMED = 2
FED = 3
All State taxes = 4 
FUTA =5
State Unemployment = 6

If the state or timesheet work code doesn't match a state which has an unemployment code set up in the code tables, nothing is added to the tax record for a new employee. 

See also

Setup: Push Via SQL Direct Connection

Setup: Push Via SQL Web API