Sage HRMS: New Hire Process - File Transfer

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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

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.