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

Sage HRMS: New Hire Process - File Transfer

The transfer process (Cyber Recruiter to Sage HRMS) replaces the New Hire Action in Sage HRMS.

NOTE: The individual who will be importing the file into Sage HRMS MUST be an administrator in his/her computer in order to use the import tool in step 6 below.  Additionally, the SQL import tool will request credential information (user ID, password, SQL server name, SQL database name) which must be entered so the import tool can connect to the SQL database.  


This page was added as part of the 8.0 release.  Review the Release Notes for details on the change.

Step 1: Prepare the Applicant & Verify Required Fields

Once the Sage HRMS interface is enabled, an Sage HRMS Page in the Applicant File will appear for any users specified in the setup. This page will appear for all applicants but should only be complete for individuals who should be sent over to Sage HRMS. To start the process, find the individual’s record that will be exported to Sage HRMS.

Once the individual is located, use the Sage HRMS Page to enter data that does not already exist in the Cyber Recruiter product. This information will be transferred in addition to the required pieces of information necessary for the transfer. Even though some of these fields on these tabs are not required it is good practice to fill out as much as possible to have the most complete record.

Be sure to save your changes after completing 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. 

Step 2: Add Record to the Export File

Click on the red link at the bottom of the page to add this individual to the export file. The red indicator will change to indicate the individual is on the list of records to be exported. In this example, the link has not been clicked.

Step 3: Generate the Export File

After verifying and adding the Individual to the export file, from the main menu bar select Applicants > Create Sage HRMS Export File to generate the export file.

The Employee ID number is pulled from the Applicant File (Employee File) > Sage HRMS  Page > Employee ID Field.

This table displays the Individuals who have been added to the export file via the Applicant File > Sage HRMS Page. To add additional Individuals to the list, press the Add button and find the individual’s record. To remove individuals from the list, check the box at the end of the record line and click the Delete Selected button. Checking the check-box in the top of the table will place check-marks or remove check marks next to everyone’s record. Everyone listed here will be included in the export file.

Click the Export button to create the export file. Enter the name of the file in the Filename field. Cyber Recruiter will save the last export file created. However, this file will be overwritten each time the export process is run.

Step 4: Verify Results

The page which appears allows you to verify the results and eventually to save the file generated to a network or disk location.

Correcting Errors

The error log indicates that some individuals are missing information, the information for those individuals should be entered and another export performed. Click the Print link to print a report as needed and click the individual’s name to enter the file or make the necessary changes. The export process can be run as many times as needed to obtain an error free file.

Saving the File

If the error log indicates that all individuals were Exported Successfully, click on the link "right-click and choose Save Target As to download the export file" and select "Save File As".  Save the file in a folder to a location that the payroll contact will have access to so that person can pull the file into Sage HRMS . Click "Save" to finish the process.  Click on the "Return to Sage HRMS Export Page" to finish the process.

Step 5: Prepare Export List for Next Batch

To prepare the Sage HRMS Export page for the next batch of new hires, checking the check-box in the top of the table will place a check-mark next to the Individual’s names. Then, press the Delete Selected button to remove them from this list.

Step 6: Import Into Sage HRMS 

For Sage HRMS SQL
On the Sage HRMS network, using the Cyber Recruiter to Sage HRMS import tool (previously installed), log into the tool using the credentials to access the Sage HRMS SQL database (not Cyber Recruiter and not the Sage HRMS user ID information).  Find the file generated by Cyber Recruiter and import this file into Sage HRMS .

For Sage HRMS FoxPro
On the Sage HRMS network, using the Cyber Recruiter to Sage HRMS import tool (previously installed), double click to launch the tool. Click the Browse button and find the file exported from Cyber Recruiter in the previous steps.  Once found, on the main page click the Import button. 

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: -

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 .

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

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

Email

Demographics / Email

P_email

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



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.

 

Custom eligibility is NOT taken into consideration. 

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 .

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

Other Vet

HR Status / Other Eligible Veteran

P_othervet

Service Medal Vet

HR Status / 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.

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 seteup)

Employee Type

Current Job / Employee Type

P_employ

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


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 HRMS Screen and Field

Sage HRMS Database 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 HRMS setup)

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 HRMS Screen and Field

Sage HRMS Database 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