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xSage HRMS: Rehire
The transfer process (Cyber Recruiter to Sage HRMS ) replaces the Rehire 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 wish to hire based the SSN/SIN matching between Sage HRMS and Cyber Recruiter and will automatically select Rehire. 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 . The Should there be more than one company set up in Sage HRMS , choose the appropriate company for which this individual is being rehired.
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 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 "Re-hire" from the available actions in drop-down list. Other options include New Hire & Job Change.
Step 3: Verify Information
The Employee Number will default based on the match to the SSN/SIN in Sage HRMS .
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.
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 Hourly Salary 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.
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 Informaiton
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 .
Where the Data Goes
This process updates information already in the Sage HRMS database
General
|
Field Name
|
Sage HRMS Screen and Field
|
Sage HRMS Database Name
|
|
Re-Hire Date
|
HR Status / Last Hire
HR Status / Seniority Date
Current Job / Job Date
Current Pay / Pay Effective Date
|
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
|
| Country (hidden) |
Demographics / Home Country |
p_hcountry |
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.
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 seteup)
|
|
Employee Type
|
Current Job / Employee Type
|
P_employ
|
| Reason |
Current Job / Change Reason |
p_reason (defaults to Rehire) |
|
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 |
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
|
See also
Setup: Push Via SQL Direct Connection
Setup: Push Via SQL Web API
|