HR Administrator Module

Contents

Employee Profile

The fields on this screen will be filled with existing data when editing an existing employee’s profile. Note that when a record is certified, most of the fields on this page cannot be modified until the record is built or becomes uncertified. When adding a new employee via the webTA interface, most or all data fields will be empty.

You may change an employee’s User ID and password on this form unless your agency uses an identification system external to webTA. The User ID may be up to 32 characters long. You may use letters, numbers, and spaces.

The employee’s name is edited in separate fields. Do not combine fields. You may include a suffix, such as Jr. or III, in the Last Name field.

• First Name
• Middle Name or Initial (optional)
• Last Name

Social Security Number - the employee’s 9 digit SSN or employee identification number. This field is required. You may enter the delimiting dashes or leave them out. If you don’t enter them, webTA will add them when you move to the next field. Note: when editing an employee, some roles are restricted from viewing the SSN. If the SSN field is not visible, then your current role is restricted from viewing the SSN field.

Timekeeper’s User ID - the User ID for the employee’s timekeeper. Click Search to find a specific timekeeper’s User ID.

Organization - the employee’s organization within an agency. By default, the root of the organization tree is the agency.

First Pay Period - You see this option only during the pay period an employee is in webTA, and only until the record is certified. It allows you to specify whether the T&A record you have added applies to the current or previous pay period. NOTE: IT IS IMPORTANT THAT THIS BE ENTERED CORRECTLY. ONCE A TRANSMISSION RECORD IS BUILT FOR THIS EMPLOYEE THE PAY PERIOD CANNOT BE CHANGED.

Roles - Each employee can be granted one or more roles in webTA. To grant a role to the employee, check the box next to the role name. Each role also has verious role properties that can be granted to the employee along with the role. Recall that the various roles have the following definitions:

• Timekeepers edit, correct, and validate T&A data, T&A profiles, employee profiles, and locator information. A timekeeper can create a local correction in webTA. A local correction is just like a regular correction for past pay periods in webTA except that it DOES NOT TRANSMIT to NFC when built. Local corrections can be valdiated, certified and built just like regular corrections. Local corrections will also roll forward just like regular corrections. This role property should be granted to the timekeeper who is allowed to make local corrections in the system.

• Supervisors review and certify T&A reports for their assigned employees.
• Master Timekeepers can edit, correct, and validate T&A data just like a regular timekeeper except that they can perform this functionality for any user; they also have the ability to override validation errors. A Master Timekeeper can be designated as Read Only, which means he or she can only view data for any user, not edit data.
• Master Supervisors can review and certify T&A reports for any user.
• HR Administrators manage the leave transfer program and manage employees within their organization. All HRAdmins by default get the account management, org tree management and LTP management menu items. An HRadmin can be restricted from accessing any of those menus by turning them off on the role panel. The default behavior is that all these menu items are visible.
• Project Manager administers the project hierarchy (only present for agencies using the webTA Labor Management Module).

Active Status - check this box to indicate that the person for whom the account exists is currently “active”, i.e. requires an active account within the system. By default when you create a new employee record this box will be checked. Should an employee become inactive, select the box to remove the check mark. When an employee is made inactive, their records are not deleted from the system, but he or she will no longer be able to log into the T&A system and their records will be ignored during validation, certification, and transmission file builds. If the person becomes active at a later date, rather than creating a new record, edit their existing Employee Profile and set the Active Status to checked. When the profile is stored, a record for the current pay period is created, and the employee may once again log into webTA.

Click Save once you have finished editing the Employee Profile to update the database and return to the HR Administrator Main Menu.

Click Cancel to return to the HR Administrator Main Menu without saving changes.