xSage HRMS: New Hire - Cyber Recruiter

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xSage 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 Note: Cyber 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

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.