Administrator Manual

The purpose of this manual is to demonstrate what Enterprise Administrators have the ability to customize within their database and how to track this information using reports and searches. Much of the administration module focuses on the dropdown menus that users have the ability to customize and add to, including:

Dropdown menus in the employee record:

Dropdown menus in the customer record:

Dropdown menus used in the employee, customer, contact, order, and assignment record:

Key considerations to make when adding items in administration:

1. The Hierarchy

Determines where an added item (accrual, adjustment, job title, interest code, etc.) will exist and be accessible in your database. For example, if you have multiple entities (companies) that service different sectors of the staffing market - such as clerical vs. light industrial, related interest codes and job titles may be established per entity. Or, perhaps you want to setup accruals for your temporary staff and a separate accrual structure for your internal staff- the Enterprise hierarchy structure allows you to do this. Hierarchy could be as far reaching as system or as specific as a branch.

2. The Name

Nearly all items you add in administration (accruals, adjustments, job titles, interest codes, message action codes, etc.) will require a name. Before adding a new item, it is always recommended to check the existing list of items first to help prevent duplicate entries. The name field also contains character limits - users may be required to use abbreviations or internal codes in some scenarios. For example, perhaps recruiters are trained to log a message once "Pre-Employment Paperwork has been Completed" for new hires. Since the message action code name has a 10 character limit we could abbreviate the code name to "PEP Done".

3. The Origin Type

Defines the record type, such as customer or employee, where the new item should display/be available to utilize. Specifically this relates to adding custom data fields, interest codes, and message action codes. For example, if you are adding a message action cold titled "Cold Call" you would in all likelihood want this message to be available on the customer and contact records, thus those records are the origin types in this scenario.

Dropdown Menus in the Employee Record:

Accruals:

Select the + icon in the upper right to add an accrual. You will be asked to define the accrual info, what pay code(s) accrue, what pay code(s) deplete accrued time, and any accrual tiers that exist.

(1.) Accrual Info:

  • Name:
    • A title for the accrual. This name will appear in a corresponding dropdown on the accruals page of the employee record.
  • Description:
    • A space allotted for any additional details regarding the accrual.
  • Type:
    • The base by which the accrual is earned.
    • *Note- The accrual types of anniversary, annual, and hours threshold exist so that users can document the accrual type, but the system only automatically calculates hourly and per period accrual types. If you select/setup any other accrual types, updates to balances would need to be done as manual adjustments on the employee record.
      • Anniversary: Employee accrues X number of hours after Y amount of days have been worked.
      • Annual: Employee accrues X number of hours annually.
      • Hourly: Employee accrues X number of hours per hour worked.
      • Hours Threshold: accrues X number of hours when Y number of hours have been worked.
      • Pay Period: Employee accrues X number of hours per pay period worked.
  • Active:
    • Whether or not the active box is selected determines if the accrual is active in your database and if it will be available for setup on Employee records.
  • Allow Neg Balance:
    • When selected, the accrual can carry a negative balance.
  • Accrue on OT:
    • When selected, the accrual will continue to earn (specifically, for hourly based accruals) when overtime hours are reported.
  • Accrue on DT:
    • When selected, the accrual will continue to earn (specifically, for hourly based accruals) when double time hours are reported.

(2.) Pay Codes (Earn): When this pay code is used on transactions in time entry accruals will be earned (if setup on the employee record). Typically, this is the reg pay code.

(3.) Pay Codes (Use): When this pay code is used on transactions in time entry accrued time will be depleted. Typically, this would be Vac1, Vac2, Sick, or Hol. Note that multiple types of pay codes may be selected for both pay codes (earn) and pay codes (use).

(4.) Accrual Tiers: Allows users to setup multiple rules that exist for an accrual.

  • Accrual Tier Description: Used to define and distinguish accrual tiers (especially helpful when multiple tiers are being established).

Rate: The rate at which the accrual is earned and used. Directly related to the pay codes (earn) and pay codes (use).

  • Accrual Rate Example: If pay code (earn) is set to reg, and the accrual rate is set to 0.05, that means if an employee works 40 hours that week, they've accrued 2 hours for that week (0.05 * 40 = 2).
  • Depletion Rate Example: If pay code (use) is set to Sick, and an employee uses one sick day, in time entry, that would be keyed in as 8 RT hours with the pay code sick. The 8 hours would then be deducted from the employee's accrual balance so long as the depletion rate was set to 1.

Max Accrue: The maximum amount of time that may be accrued. There are two max accrues - period max accrue, and annual max accrue.

  • Something to consider is if employees' can accrue on OT, you will want the period max accrue to be greater than the accrual rate * 40 and the annual max accrue to be greater than accrual rate * 40 * 52.

Max Balance: The maximum amount of time that may be held by an employee at the end of a period/year/anniversary date.

Hourly Accrual & Tiers Example:

If employee Sam works at ABC Company for...

  • Tier 1: 0 - 1 years, he accrues at a rate of 0.019 hours per hour worked (40 hours annually).
  • Tier 2: 1 - 3 years, he accrues at a rate of 0.0385 hours per hour worked (80 hours annually).
  • Tier 3: 3-5+ years, he accrues at a rate of 0.0577 hours per hour worked (120 hours annually).


Accrual Tier Details

Tier 1

Tier 2

Tier 3

Description

0-1 Years

1-3 Years

3-5+ Years

Accrual Rate

0.019/Hr

0.0385/Hr

0.05770/Hr

Depletion Rate

1

1

1

Period Max Accrue

0.019

0.0385

0.5770

Annual Max Accrue

40

80

120

Period Max Balance

40

80

120

Annual Max Balance

40

80

120

Anniversary Max Balance

40

80

120

Reports & Searches Tied to Accruals:

Reports:

  • Employee Accruals:
    • Displays a list of accruals calculated on employee checks for a given date range. Allows you to see the check by check history as the accruals are entered.

Adjustments:

Select the + icon to add a new adjustment. Users will be presented with a blank adjustment setup page broken out into three main areas, (1.) Core adjustment setup, (2.) Additional setup and (3.) default rules.

1. Core adjustment setup:

  • Adjustment name:
    • A unique title (10 character limit) to classify the adjustment. Note that the (4.) adjustment name will display on the employee's check stub:

  • Category:
    • The foundation of the adjustment itself. Note that in the category dropdown four very important columns are listed - billable, adjust net, adjust gross, and benefit. When selecting a category from this dropdown verify that the four columns mentioned match your intentions for this adjustment.

Common Examples:

*Note - Every client is different. Consult with your finance team if you have questions on what category to select.

Adjustment TypeBillableAdjusts NetAdjusts GrossBenefit
Child SupportFalseTrueFalseFalse
401K Employee Contrib.FalseFalseTrueFalse
401K Employer MatchFalseFalseTrueTrue
Per DiemTrueTrueFalseFalse


  • Description:
    • A field used to describe and expand on the purpose of the adjustment.
  • Active check box:
    • So long as the active check box is selected, the adjustment will display as an option in the adjustment wizard on the employee record.

*Note- The adjustment name, category, and description will be visible when adding an adjustment to an employee record:

2. Additional setup

Begin by answering the following question: Will this adjustment be set up on the employee file?

There are two main categories that an adjustment can fall into - employee adjustments (toggle set to "Yes"), and order, assignment, or timecard adjustments (toggle set to "No").

Employee adjustments:

Recurring deductions that are garnished from an employee's check each pay period.

Examples:

For these types of adjustments, set the toggle to yes:

A new list of questions will then automatically display:

a. Leave the toggle button set to no unless you are setting up a federal tax levy adjustment, in which case switch to a "yes" setting.

b. When monies are garnished from this adjustment, does the money need to be sent to another body/agency? Child support is a great example of a time when an authority link should be required.

c. It is important to remember that adjustments are calculated based on weekend date in Enterprise. So in the common case where an employee turns in a late timecard, the system will recognize that the employee's wages have not yet been garnished for that weekend date, and will calculate adjustments accordingly. Again, this happens automatically when the toggle button is set to "no".  

d. Set this toggle button to "yes" if you are creating a secondary direct deposit (or IRA/Roth IRA adjustment for example). If you leave the adjustments page of the employee record without including a routing and account number (when setting up this type of adjustment on an employee's record), an error message will pop-up warning that this information is missing.  

e. If, for example, you are creating a healthcare insurance adjustment you would in all likelihood want the benefit and amounts listed in box 12.

f. Should be used in conjunction with e., and labeled appropriately based on the adjustment type.

g. If a default annual maximum is entered here, it will automatically populate into the "Max Yearly" field within the adjustment details on the employee record.

h. If a frequency is selected here, it will automatically populate in the frequency dropdown within the adjustment wizard on the employee record.

i. Only to be used for Affordable Care Act (ACA) adjustments. For help and a detailed walkthrough of how to set ACA employee and employer adjustments, please see our ACA Manual.

Order, assignment, or timecard adjustments:

One time (i.e. timecard adjustments) or recurring (i.e., order or assignment adjustments), fees or reimbursements to an employee's pay check.

Examples:

  • Drug test/background check fee
  • Employee uniform fee
  • Parking reimbursement
  • Mileage reimbursement
  • Per Diem reimbursement

For these types of adjustments, set the toggle to no:

Most regions of the US are not subject to sales tax, however, if this adjustment is billed (or could be billed) in a region with sales tax, answer the following:

*Note - If you are unsure whether or not your region has sales tax, and/or what tax type to use, please see a member of your finance department.

3.Default Rules:

If you have a standard adjustment for employees', consider saving setup time by establishing default rules for said adjustment. For example, perhaps you offer an individual dental plan and when an employee enrolls in this type of plan the cost to them is $7.00, deducted per week. As opposed to configuring this on every employee record, we can define it as a default rule. Thus whenever the individual dental plan is added as an employee adjustment, the $7.00 rule will automatically attach itself to the adjustment.  

Begin by selecting the + icon from the default rules section:

This will open the adjustment rule window. Following our example, $7.00 is added as the weekly deduction amount.

With the deduction amount now defined, whenever this adjustment is added on an employee record the default rule amount will automatically attach itself.

Reports & Searches Tied to Adjustments:

Reports:

  • ACA Employee Adjustments:
    • Lists out all ACA insurance adjustments processed on employees' checks for a given date range. Displays both the employee paid portion and the employer paid portion.
  • ACA Missing Check:
    • Displays a list of employees' who have a specific adjustment setup on their employee record and did not receive a pay check between the entered date range. Is designed to help you find employees' who can have additional amounts withheld from their check.
  • Adjustment Frequency:
    • Displays a list of active assignments where the employee's adjustment frequency does not match the order's pay frequency.
  • Authority Garnishments:
    • Displays all adjustments withheld from an employee's check that are setup to be paid out to an authority. Allows you to view both historical and current transactions.
  • Employee Adjustment Setup Change Log:
    • Displays a list of changes made to employee adjustment setup records between a given date range.
  • Employee Adjustments:
    • Lists out all adjustments processed on employee checks for a given date range.
  • Missing Authority:
    • Displays a list of employees' and their adjustments that are setup without an authority linked to them. Allows you to choose what adjustment types you want to filter for.
  • Outstanding Advance Bank Adjustments:
    • Displays a list of employees' who still have a balance left on their advance bank adjustment due to being either under paid or over paid.
  • Payroll Journal:
    • Displays a list of employee checks based on a specific date range with their tax, adjustment, reimbursement, gross, net, etc. information.
  • Payroll Journal Detail:
    • Is a detail of the Payroll Journal report and the Payroll Summary report. Will show the sums of each different adjustment, pay code and taxes for each employee in a given date range.
  • Payroll Summary by Employee:
    • Displays a list of employees' with their taxes and adjustments from checks paid to them, broken out into different buckets, such as Efica, FUTA, Child Support.  
  • Pre-Tax Adjustments:
    • Displays a list of pre-tax adjustments and the jurisdictions from which they are exempt.
  • W-2 Balancing:
    • Displays employees' gross wages, pre-tax adjustments, taxable wages, and tax withheld for Federal taxes.

Employee Setup Check:

Before moving on to the customer record section of this manual, answer the following questions (answers should be based on your company's processes):

Question:

                                                                  Answer:                                                            

Do you operate in an area that is subject to accruals (ex. California)? If yes, has a location based accrual been added and have service reps been trained?


Do you offer internal staff accruals and do you plan to track these accruals in Enterprise? If yes, has the accrual been added in administration and tied to internal employee records?


Have all employee and order/assignment/timecard adjustments been created, and have service reps been trained on when to apply these adjustments?
What is the process when users are in need of a new adjustment? Have users been trained on this process?

 Dropdown Menus in the Customer Record:

Multiplier Codes:

*Note- If your agreements with customers stipulate a dollar amount and not a mark-up, consider setting up rate sheets.

Creating Multiplier Codes:

*Note- Setting up multiplier codes within administration creates the corresponding dropdown list which will be used on the Customer, Order, and/or Assignment records.

To add a new code click the + icon in the upper right corner of the form.

Naming Codes:

  • If you are going to use this code for several clients, it is recommended you name it the markup amount (1.22 or 22%).
  • If the Multiplier Code will be used specifically for a certain client you may want to name the code so it is easily identified for that client (ABC 1.22).

Determining Markups:

When entering the markups and multipliers, think of starting with the pay rate and multiplying it against the regular, over time, and double time rates.

Using our example image above, determine what our bill rates would be with a pay rate of $10.00:

  • Bill Rate = $10.00 * 1.47
  • OT Bill Rate = $10.00 * 1.47 * 1.5
  • DT Bill Rate = $10.00 * 1.47 * 2.0

To assist with this and to verify that markups you have entered are correct, utilize the sample calculator within the form:

Discounted Over Time and Double Time Rates:

In instances where you agree to bill regular hours at one multiplier but bill overtime at a lesser amount, set the regular time markup to one amount (1.22 in the example below), and the (1.) over time and double time markup to a discounted rate.

*Note- When setting up discounted over time/double time codes, consider (2.) naming such codes in a way that easily distinguishes them from others.

Worker Comp Codes:

New codes can be added in the cases where your company gets approved to staff additional worker comp codes, and existing codes can be edited/updated if percentage changes are needed.

Select the + icon in the upper right hand corner. Name and describe the code - both of these fields will be available for reference when attaching a code to a customer, order, or assignment record.

Users will notice there are two percentage fields - (1.) percentage and (2.) base percentage.  Percentage is what is used for calculations (although usually these two fields match). While most users do not enter different values here, the base percentage can be used for differentiating a buy down on  a percentage or to track and report a "total" percentage versus an "actual cost" percentage.

Reports & Searches Tied to Worker Comp:

Reports:

  • Worker Comp Breakout:
    • Displays a breakout of the individual hours and worker comp cost per employee for a given date range.
  • Worker Comp List:
    • Displays a lost fo all worker comp rates setup in the system. Can be used to verify rates and calculation setup.
  • Worker Comp Summary:
    • Displays financial totals for each worker comp code within a specified date range (weekend bill date). The results can optionally be filtered by state.

Searches:

  • Order Search:
    • Enhance Search → Details → Worker Comp Code
  • Assignment Search:
    • Enhance Search → Financial → Worker Comp Code

Customer Setup Checklist:

Before moving on to the next section of this manual, answer the following questions (answers should be based on your company's processes):

Question:

                                                       Answer:                                    

Have all existing agreed upon markups been added in administration? Have these multiplier codes also been tied to related customer records?


What is the process when users are in need of a new multiplier code? Have users been trained on this process?


Have all existing worker comp codes been added?
 
What is the process for adding worker comp codes to customer records? Have users been trained on this process?

Dropdown Menus Used in the Employee, Customer, Contact, Order, and Assignment Record:

Custom Data:

Select the + icon to add a new Custom Data field.

1. Property name:  Enter the desired field label

2. Origin type:  select the record type where the custom data field should display:  

3. Column type:  select the type of formatting desired:

Which column type should you use?:

Column TypeDefinition
Non-Unicode StringPrevents Greek letters or symbols (!, #, ?, & etc...) from being entered
32 Bit Integer10 Character Limit Field
DateCalendar Formatted Field
MoneyCurrency Formatted Field
BooleanTrue or False
Unicode String55 Character Limit Field
64 Bit Integer19 Character Limit Field
GUIDAlpha Numeric Field

4. Required: When selected, users will be required to include data in this field before they will be able to save the custom data on an individual record

5. Active: When selected, the custom data field will be displayed within the individual records, when not selected the custom data field will not be displayed

Reports & Searches Tied to Custom Data:

Searches:

  • Employee/Customer/Contact/Order/Assignment Search:
    • Enhance search → Custom Data Custom Data Field/Custom Data Value

*Note - Search results can be exported or copy & pasted into Excel.

Interest Code Subcategories & Interest Codes:

The interest code subcategory is the group, sector, or industry that a skill (interest code) belongs to. For example, imagine two categories - Welding and Hospitality and the actual skills (interest codes) that would be tied to each industry:

Welding:

  • Certified Welder
  • MIG Welder
  • TIG Welder
  • Aluminum Welder
  • Stick Welder

Hospitality:

  • Housekeeping
  • Front of House
  • Bartender
  • Server
  • Hostess

Step 1: Select the + icon to create a new interest code subcategory:

*Note- By selecting to make a new subcategory web public, the category (and all interest codes within that category that have been selected as web public) will display within the "skills" page of the online application.

Step 2: Once the subcategory setup is complete (the hier level has been determined and the category has been named), navigate to the interest codes page within administration. Select the + icon to create a new interest code:

  • Categories: Checking a category makes the interest code available on said record. In the example below, by selecting employee, customer, contact, order, and applicant (applicant portal) we are stating that the code can be added to those record types. Vendors (vendor portal) is not selected and thus the bartending code will not be available for them to select.
  • Subcategory: Associates the code with a group. In this example we are stating that code of bartending belongs to the hospitality pool of skills.  

Reports & Searches Tied to Interest Codes:

Searches:

  • Employee/Customer/Contact Search:
    • Employee Search:
      • Enhance search → Profile Interest Code
    • Customer Search:
      • Enhance search → Profile Interest Code
    • Contact Search:
      • Enhance search → Details Interest Code

*Note- Search results can be exported or copy & pasted into Excel.

Job Titles:

To add a new job title (to be made available as an option within the "job title" dropdown within the details page of the order and assignment record) select the + icon in the upper right corner.

For most users, a majority of the fields listed within the "main job title info" section do not hold special significance. The areas you will want to pay special attention to are the (1.) job title and the (2.) EEO class as both of these fields tie to other TempWorks functionality.

*Note- The "Skill Code" is automatically assigned by Enterprise.

*Note - Users can associate a worker comp with a job title by selecting a code from the drop-down. When a new order is created and a job title that is also tied to worker comp code is selected, users will be prompted to use the associated code.

(1.) Job Title:

  • Will be included on customer invoices
  • For companies that utilize the TempWorks job board, the job title may appear with any published postings.

(2.) EEO Class:

  • Ties directly to the Enterprise EEO report.

Reports & Searches Tied to Job Title:

Reports:

  • Order Type - Job Title Metrics:
    • Displays a ratio of assignments vs. total assignments, sales vs. total sales and count of timecards vs. total timecards broken out by either job title or order type.
  • EEO:
    • Displays a count of how many employees' you have in each race, job and gender category. Can be used to submit to the EEOC your EEO-1 survey report.
  • Assignment Register:
    • Displays a list of assignments within the specified date range. Is a great report to use to get a list of active, inactive or current open assignments.
  • Order Register:
    • Displays a list of orders with the ability to filter by Start Date, Branch, Order Status, Customer and Department. Can also be grouped by many different fields.
  • Ratio Reports:
    • Order Fill Ratio
    • Order Interview Turnover Ratio
    • Order Time To Fill Ratio
    • Order Time To Hire Ratio

Searches:

  • Employee Search:
    • Enhance Search → Profile → Job Title (pulls from the "job title" listed on the employee details page, this field should be used as the employee's primary skill)
    • Enhance Search → Assignments → Job Title (pulls from the "job title" tied to assignments worked by the employee through your company)
  • Order Search:
    • Enhance Search → Job Information → Skillcode
  • Assignment Search:
    • Enhance Search → Job Information → Skill Code

Message Action Codes:

To add a new code, select the + icon in the upper right hand corner:

(1.) Active:

  • When selected, the code will display in relevant records message action code dropdown menu.

(2.) Is React:

  • When this code is used on an inactive record, the record will be activated.

(3.) Is Deact:

  • When this code is used on an active record, the record will be deactivated.

(4.) Is Employee Relevant:

  • When selected, the code will display in the employee, order, and assignment message action code dropdown menu.

(5.) Is Contact Relevant:

  • When selected, the code will display in the contact and customer message action code dropdown menu.

(6.) Is Customer Relevant:

  • When selected, the code will display in the customer, order, and assignment message action code dropdown menu.

(7.) Is DNA:

  • When selected, the code will update an employee's record status to "inactive" and hire status to "Do Not Assign".

Reports & Searches Tied to Message Action Codes:

Reports:

  • Contact Messages:
    • Displays a list of contact messages logged between a given date range. You may choose to group the results by branch, customer, date, or rep if you choose. The results can be filtered for a specific contact name, customer name, rep name.
  • Customer Messages:
    • Displays a list of messages linked to a customer based on teh the message was created. Can show all customer messages or specify a message.
  • Deactivated Employees':
    • Displays a list of employees' that were deactivated (by any message with "deact" in the message code) during the specified date range. The results can be grouped by the employees' branch, city, state.  
  • Employee Messages:
    • Displays a list of messages linked to employees' based on the date the message was created. Can show all employee messages or specify a message code.
  • Marketing Calls:
    • Displays a list of contacts within the specified mileage from the specified zip code with their contact info, the last message linked to the contact and the rep who logged that message. Is a good report to use when making sales trips of marketing calls.
  • Message Productivity:
    • Displays a list of messages by branch and by rep. Groups the messages together by the message action/category. Allows you to filter on the date the message was created, the rep that logged the message, the customer the message is for and the branch that is tied to the message.
  • Messages:
    • Displays a list of all messages logged in the system. Allows you to filter for the rep that logged the message and choose to see messages based upon which type of record they are linked to (employee, customer, etc.).

Searches:

  • Employee Search:
    • Enhance Search → Profile → Message Date/Message Action/Message Text
  • Customer Search:
    • Enhance Search → Profile → Message Date/Message Action/Message Text/Message Repname
  • Contact Search:
    • Enhance Search → Messages → Message Date/Message Action/Message Text/Message Repname/Hours Since/Days Since/Order ID/Employee ID/Assignment ID/Customer ID
  • Assignment Search:
    • Enhance Search → Messages → Message Date/Message Action/Message Text/Message Repname/Hours Since/Days Since/Order ID/Employee ID/Assignment ID/Customer ID

Setup Checklist:

Before marking this manual as completed, answer the following questions (answers should be based on your company's processes):

Question:

                                                       Answer:                                    

Have any custom data fields been added in administration? Have users been trained on when to use these custom data fields?


What is the process when users are in need of a new custom data field? Have users been trained on this process?


Have all interest code subcategories and interest codes been added?
 
Have the interest code subcategories and interest codes that should display in your TempWorks online application been marked as "web public"?
 
What is the process when users are in need of a new custom data field? Have users been trained on this process?
Have all job titles been added?
What is the process when users are in need of a new job title? Have users been trained on this process?
Have all message action codes been added?
Have users been trained to apply certain message action codes to specific activities? Ex. Logging a "Phone Screen" message after completing a phone interview.
What is the process when users are in need of a new message action code? Have users been trained on this process?


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