Creating employee records

To begin creating employee records, follow the instructions below.

To create an employee record

1. From the JAMIS Administration home page > Setup tab, under Master Files, click Employees. Or, from the top of any JAMIS Administration screen, click Master Files > Employees. The Employee Details screen appears.

2. Click Add. Employee entry fields appear.

3. Enter an Employee ID. e-timecard automatically formats the ID according to the mask that you set on the Company Setup screen.

4. Enter the employee’s Last Name using up to 25 characters.

5. Enter the employee’s First Name using up to 15 characters.

6. Enter the employee’s Middle Initial.

7. Enter an Email Address.
   
   Caution: Although the email address is not required to save the record, you must enter a valid email address. Otherwise, the e-timecard web application cannot send emails to the employee.

8. Enter an org9 code. To look it up, click to the right of the field.

9. The Manager ID defaults based on the manager for the org9 that you entered. You can override this default if you wish. To look up valid employees, click to the right of the field.

10. Select an Employee Type from the dropdown list.

11. Select a Location for the employee from the dropdown list.

12. Enter a Cost Element (user-defined label) for the employee. To look it up, click to the right of the field.
    
    Entering a cost element in the employee record means that it defaults onto every time card line. We recommend using this time saving-feature.

13. Click on the dropdown arrow for Employee Status and select one of the following options.

• Active

• Long-Term Disability

• On Leave: If you select this status, then you also set the leave of absence reason code and dates under the Dates tab.

• Separated

• Terminated

14. Enter a Job Assignment Code for the employee if you wish. To look it up, click to the right of the field.

15. If you are setting up an employee record for an administrator or a user who mass enters time/expense or views missing time cards, enter the Security User ID. You must enter an ID that you have already set up under the Security menu. Click to the right of the field to look up existing user IDs.
    
    Tieing the employee and security records together in this way allows a user to log in with the same ID and password for both entry/approval/mass entry and administrative functions. Note that the employee will not have access to mass entry/missing time card functions unless you enter a user ID here that is linked to a security record that has an appropriate level of access.

16. If you wish, select a Title for the employee from the dropdown list. You set up employee titles on the Valid Values screen.

17. If necessary, enter a password in the Reset Password to field, then click Reset to the right of the field. Note that depending on a setting on the Parameter Setup screen > Passwords tab, the option to reset the password can be hidden from the employee record.
    
    You cannot save your data on the Employee Details screen until you complete the information under the Dates tab. Once you enter the date information, make sure that you click Save.