MANUAL NEW HIRE PROCESS ENROLL NEW EMPLOYEES IN ONE SIMPLE PROCESS. This feature allows manual entry of the demographic record and contract record within one function for newly hired employees. Utilizing this feature will save you time by enrolling an employee in PSERS and creating a contract all within a 5 Step Wizard. 1
SIGN ONTO THE PSERS ESS (EMPLOYER SELF SERVICE) WEBSITE. • The website address is https://employerprd.psers.pa.gov/v3prod/app • On the homepage underneath your quick links, you will click on enroll a new employee. You can find the New Hire Wizard in two ways: 1. From the Home Tab look for Quick Links and click Enroll an Employee. This will take you to Step 1 of the New Hire Wizard. 2. You may also navigate to the Roster Tab and select the gray button called Manual New Hire. 2
5 STEP WIZARD STEP ONE – PERSON INFO • Once you click on enroll a new employee a 5 step wizard will open and it will look like this: In PSERS system if there is a red horizontal line at the end of the field-the field is required. Enter their SSN without dashes, the first and last name. DOB is not required. Click search on the bottom right hand portion of the wizard. 3
STEP 2 VALIDATE INDIVIDUAL The search will return “this member is not found” or “a record is found matching the criteria”. In the example above, this employee is not yet enrolled in PSERS with any district so the message “This member is not found” is displayed. To proceed to step 3, click on “new member” shown at the bottom right of the screen. If the member had previously been enrolled into PSERS by another district, the message “A record is found matching the criteria” would have displayed. Instead of clicking “new member” you would select “next”. If the demo information is not entered as an exact match for a person already in the PSERS system, you will receive a message stating “SSN matched but not other criteria”. This could happen if the names are not spelled correctly, if an additional space is entered at the end of the name or perhaps the employee has changed their last name. After reviewing the information you have, if you cannot find the issue, contact your ESC Representative to see how the name was originally entered in the system. 4
STEP 3 – MEMBER DEMOGRAPHICS You are now in step 3 of the wizard-Member Demographics. Populate all required fields (FIELDS WITH A RED LINE ON THE END ) and as much optional information as you possibly have on the employee. Employer provided email is the email address provided by the member to the employer. This information should be entered in the Employer-Provided Email. This field will be required beginning July 1, 2019, so it will be important to begin capturing this information for any new hires and for anyone that will need their demographic information updated. The Member Provided Email field is supplied by the member through the MSS portal. The district is unable to change the information in this field. 5
STEP 3 – MEMBER DEMOGRAPHICS CONTINUED Click inside the residence box or on the little pencil beside the residence address to the far right to enter the address. A pop up window with address fields to complete will appear. Begin by entering the Zip Code and enter. This will automatically populate the City, State and County. Then enter the additional information as required. Click “OK” in the top left corner if the address is correct. You will now see the address displayed on the main screen in the residence box. Once all the other fields are populated correctly click next in the bottom right hand corner of the screen. 6
STEP 4- PROCESS EMPLOYER ENROLLMENT (CONTRACT RECORD) Update all relevant and required ( fields with a red bar on the end) contract record fields. Side note: If you need to make any changes click the back button and make any necessary edits. This information will stay saved until you leave the page or don’t complete the process. If you exit the wizard you will lose all information and need to start over. You only have the option to go back until the 5 th and final screen. Once you click “confirm” you no longer have the option to go back. If you do realize you have a mistake we will go over in the next few slides how to update. Contract status will be eligible for all active, terminated and leave records. The contract status will be pending waiver when submitting an active waiver record. Once all the fields are populated click next again at the bottom right of the wizard. 7
STEP 4 – CONTRACT RECORD CONTINUED… Job Title: This filed contains a drop down menu of every Job Title the district has ever created. In Browser, new titles can only be added through file upload. Wage Type: Is the employee paid as Hourly, Per Diem or Salaried. Start Date: First day of work. Expected Months: Is the contract for a 10 or 12 month employee. Voting Status: All positions that must be certified through the Department of Education are Certified. All other positions are Non-Certified. A list of certified position titles is in Chapter 4 of the Employers’ Reference Manual. Employment Type: This field will be extremely important moving into Act 5 reporting. Since Full Time for any wage type and a salaried wage type are both qualifying from day one of reporting, when the district opens a contract with a Full Time Employment Type or Salaried Wage Type, these contracts will be transferred to Voya to open an account for these employees. Contracts must be entered in a timely fashion in order for this information to be transferred from PSERS to Voya, prior to the new hire 8
receiving the first pay. If there is no open contract in Voya for the district new hire, the entire file submitted to Voya will be rejected. Demographic and Contract information can be submitted manually to PSERS at any time. Work Status: Is the employee Actively Working on a some sort of leave, terminated or deceased? End Date: You would not be populating the End Date of a contract when using the Manual New Hire wizard. Expected Units: For Part Time employees, the Expected Units should be the PSERS standard for that wage type. (10 Month Employees Per Diem and Salaried= 180 days and for Hourly 1100; 12 Month Employees Per Diem and Salaried= 260 days and for Hourly 2080) For Full Time employees, the Expected Units should represent exactly the time the employee is contracted to work. Contract Status: The contract status in all cases except for the ACTIVE Waiver should be Eligible. For the ACTIVE Waiver the Contract Status should be Pending Waiver. The last three fields are only used for Termination or Deceased contracts. 8
STEP 5- CONFIRMATION Now we are at the 5 th and final step. The 5 th step (confirmation) step will give you the information you have input for their demographic and contract records. If everything is correct click confirm at the bottom right of the wizard. Your new employee is now seamlessly enrolled in PSERS system in a nice one function process. 9
STEP 5 – CONFIRMATION CONTINUED… If something is wrong, click change and make any changes. After all changes are made click save. 10
CONGRATULATIONS! YOUR NEW EMPLOYEE IS NOW ENROLLED IN ONE EASY PROCESS 11
RETURNING TO PSERS WORK If you’d like to go back to doing other PSERS work, click back at the top left of the screen and this will default back to the Roster Page. 12
COMPLETING PSERS WORK LEAVING ESS If you are done with PSERS for the day, please remember to logout by clicking your profile icon in the top right and log out. Do not get in a habit of “X”ing /closing out. This causes server issues. Thank you for joining us for today’s training on the Manual New Hire feature. We look forward to seeing you at our next Employer Training. 13
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