Perform HR Reference Guide Table of Contents

Perform HR – Reference Guide

Table of Contents

Profile – Manage Employees ................................................................................................... 2

Certifications, Courses, and Education – Manage Employees ................................................. 3

Goals – Manage Employees .................................................................................................... 6

New Hire Wizard Configuration – Configure Company ............................................................. 7

Document Library – Configure Company ................................................................................. 8

Workflows – Configure Company ........................................................................................... 10

Scheduled Reminders – Configure Company ........................................................................ 13

Employee Info – Manage Employees ..................................................................................... 14

Note: This is not a comprehensive user guide, just a quick overview of the current HR features available in Perform. For more information on all functionality, click the Get Help link in the top right of the Perform application.

Perform HR Job Aid: Reference Guide

Page 2 Copyright © Paycor Inc. All Rights Reserved Updated: 11/12/15

Profile – Manage Employees

An employee’s Profile page is a great place to create a personal biography, track skills, and upload a photo. Follow the steps below to select an employee:

In the Manage Employees module, click on the employee’s name. In the left navigation menu, click Employee, then Profile.

To add a photo, click the icon.

Select the necessary file, and click .

To update the information about the employee, click the icon.

Enter whatever text you would like, and click .

To update the Skills for an employee, click the icon.

Enter in applicable skill, and click .

Perform HR Job Aid:

Reference Guide

Updated: 11/12/15 Copyright © Paycor Inc. All Rights Reserved Page 3

Certifications, Courses, and Education – Manage Employees

The learning pages available with Perform HR allow administrators and employees the ability to keep track of certifications received, training courses attended, and education completed.

Note: Notifications may be setup on the Workflows page under Configure Company.

Certifications

Follow the steps below to add a learning history to an employee:

In the Manage Employees module, click on the employee’s name.

In the left navigation menu, click Employee, then Certifications.

Any existing certifications will display. Click to add a new certification.

Enter the name of the Certification, along with any other information and notes that you would like to be stored within the system.

Note: Certifications and organizations that have already been entered for other employees may be selected by clicking the dropdown arrow.

Click .



Courses



In the left navigation menu, click Employee, then Courses.

Any existing course history will display. Click to add a new course.

Enter the Course Name and Date, along with any other information and notes that you would like to be stored within the system.

Note: Course names that have already been entered for other employees may be selected by clicking the dropdown arrow.

Clicking the Track Progress checkbox allows a goal to be set when more hours are still required for a course.

Click .

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Education



In the left navigation menu, click Employee, then Education.

Any existing education history will display. Click to add additional educational experience.

Enter the name of the Institution, along with any other information and notes that you would like to be stored within the system.

Note: Any institutions, locations, and fields of study that have already been entered for other employees may be selected by clicking the dropdown arrow.

Click .



Goals – Manage Employees

Any type of goal that you would like to track may be added to an employee’s profile.

Follow the steps below to add a goal to an employee:


In the left navigation menu, click Company, then Goals.

Any existing goals will display. Click to add additional goals.

Enter the name of the Institution and the Target Date, along with any other information and notes that you would like to be stored within the system.

Note: Any categories that have already been entered for other employees may be selected by clicking the dropdown arrow.

Once a goal has been completed, you may add the Date Achieved and any applicable Results.

Click .

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New Hire Wizard Configuration – Configure Company

To configure the new hire wizard, do the following:

In the Configure Company module, click Wizard Configuration under Configure Company in the left navigation menu.

Pages within the New Hire Wizard will appear.

If you would like you may click “Exclude this step” to have it hidden from users when within the wizard.

Note: The following pages may be excluded: Welcome, I-9 Verification, Direct Deposit, and Compensation.

By default all fields will be set to Include.

Some checkboxes will be grayed out and are not configurable.

You may choose to remove fields from the wizard or make more fields required by checking the Require checkbox.

Click .

Note: You may restore the new hire wizard to Paycor’s defaults by clicking on Reset Wizard.



Document Library – Configure Company

Storing documents allows you to easily assign specific documents to employees and managers that they should read and acknowledge.

Note: In order to access this page, you must have the access role of “Edit Company Settings”.

Follow the steps below to work with the Document Library:

In the Configure Company module, click on Document Library.

Existing documents will display. Under the Actions column, you may Edit, Share, View or Delete the document.

To add a new document, click .

Enter a Document Name, and attach the necessary file by clicking .

Note: Accepted file types are PDF, JPG, PNG or TIF.

File size limit is 50MB.

Click .

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Sharing Documents and Acknowledgements

In additional to being able to assign documents to employees, administrators are able to kick off a document acknowledgement process for company documents. This allows companies to get an employees’ sign-off for things such as annual reviews of policies, handbooks, or other materials.

Follow these steps in order to setup acknowledgements:

From the Document Library, find the document that you would like to have set to for Acknowledgements.

Click the Actions box, and select Share.

Select who should get Access: Everyone, Managers, specific Clients, Departments, or Paygroups.

You may then select if you would like Employee Acknowledgement: “Checkbox Confirmation” or “Employee Signature”.

This will create a task for the employee to review and then acknowledge the document.

Click . Selecting to ‘Share’ a document that has already been sent will cause a notification be sent to all users and require them to Acknowledge again.

To review Acknowledgements, click the Actions box and click on Acknowledgements.



Workflows – Configure Company

A workflow is a series of automated steps that can include approvals and notifications. As an Administrator, you may customize Workflows for your organization.

Note: Any change made by an employee will automatically be accepted unless Approvals are set up.

Follow the steps below to set up workflows:

In the Configure Company module, click on Workflows.

Choose a pre-configured workflow that you’d like to make active and set notifications for.

Note: The Certifications, Courses, Education, and Goals workflows are only available to clients with the Perform HR module extension.

By setting a workflow as “Active”, employees will be able to make changes and notifications will be turned on.

Set up Approvals in order to validate employee updates before they are made permanent.

Approvers will be anyone with the selected security role set up within Manage Access.

Note: The Certifications, Courses, and Education workflows do not allow approvals.

By default, users will receive a notification in the Communication Center of changes. But you may also check the box next to “Send Email” to be notified that way as well.

Initiator – the person who made the change

Employee – the employee associated with the change that was made

Other Recipient – this will alert another individual of the change made. This feature can be used as a safeguard to ensure changes are being made appropriately within the system. (Currently only one additional recipient may be selected.)

Note: The Other Recipient dropdown list will show any user for a company that has an active Paycor.com username.

Click if any changes were made.

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Tasks

If workflow approvals are configured for a company, any time a change is made certain recipients will receive a task to approve the change before it can take effect.

Follow these steps in order to review tasks:

From the Payroll dropdown, click on Communication Center.

The number next to a user’s name shows their count of active tasks and notifications.

Tasks will be available in the left menu.

My Active Tasks will alert you of any tasks that require your attention. These can include document acknowledgements, employee profile approvals, or manual tasks that you created for yourself.

If you click on an employee profile change task, this will prompt you to click before the change can take effect.

Dismissed Notifications will display any notifications that you have already seen.



Notifications

If workflows (or scheduled reminders) are configured for a company, any time a change is made certain recipients can receive notifications of the changes.

Note: To see a report of the specific field that changed, a user would need to look at the “Employee Profile Change Audit” report within Reports & Analytics.

Follow these steps in order to review notifications:

From the Payroll dropdown, click on Communication Center.

The number next to a user’s name shows their count of active tasks and notifications.

Notifications will be available in the left menu.

Active Notifications will alert of who made any changes, and what page the changes were made on.

Once you have acknowledged the change, you may click to Dismiss it from your list.

Notification History will display any notifications that you have already seen.

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Scheduled Reminders – Configure Company

Scheduled Reminders will allow you to stay ahead of expiration dates, birthdays, and work anniversaries.

Note: Future releases will allow these reminders to be customizable.

Follow the steps below to open the employee and navigate to add an additional earning:

In the Configure Company module, click on Scheduled Reminders.

Choose a pre-configured reminder that you’d like to make Active.

Once “Active”, notifications will be sent out at the specified time in the Notification Rules.

Note: See page 8 for more information regarding viewing Notifications in the Communication Center.

For notifications to be sent to an “Employee’s Supervisor”, that individual must first be selected on the Employee’s Current Position page in the “Reports To” field.

Click .



Employee Info – Manage Employees

The Employee Info will contain the basic information for an employee. This information is added when an employee is hired, and can be changed if the employee has changes.

Follow these steps to update an employee’s information:

Step 1: View and Edit Personal Information.

Step 2: View and Edit Contact Information.

Step 3: View and Edit I-9 Verification information.

Step 4: View and Edit Documents.

Step 5: View and Edit Notes.

Step 6: View and Edit Custom Fields.

Note: This functionality is available to all clients, not just those with the Perform HR extension.

Step 1: View and Edit Personal Information.

Follow the steps below to view/change Employee information:

In the Manage Employees module of Perform, click on the employee’s name.

Then using the left navigation menu, open Employee. Then click on Personal Information.

If there is a change in the employee information, update with the appropriate information.

After all changes are made, click .

Figure 1: Personal Information. Field instructions are included on the next page.

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Field Indicates

Prefix Select the appropriate salutation (Note: This will not appear on the employee’s paycheck).

First Name Indicate Employee First Name.

Legal First Name

Indicate if different than First Name. This name will be used on the employee Form W2.

Middle Name Indicate Employee Middle Name.

Last Name Indicate Employee Last Name.

Suffix Select the appropriate suffix (Note: This will appear on the employee’s paycheck).

Birth Date Date of Birth (Note: Be sure to provide an accurate date in this field, as several items calculate based on this information).

Age The system will automatically calculate age.

Social Security Number

Indicate Employee Social Security Number.

Gender Indicate Gender.

Marital Status Indicate the Employee’s Marital Status.

Ethnicity Ethnicity (Note: This information is used for the EEO Reporting).

Disability Indicate whether the employee has any disabilities.

Veteran Indicate whether the employee has served in the Armed Forces.

Accredited Select Employee Accreditation (Note: This will appear on the employee’s paycheck).



Step 2: View and Edit Contact Information. Follow the steps below to view/change Contact Information:

Click on Contact Information.

If there is a change in the employee information, update the appropriate information.

To add an Emergency Contact, click . You must enter the First Name, Last Name, Relationship, and at least one Phone field.

Click .

Figure 2: Contact Information. Field instructions are included on the next page.

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Home The Legal Address will always be used to send W2s and/or 1099s. A Mailing Address may be used if the employee has a different address where they would like to receive their pay stubs.

Work

Phone Enter employee’s work phone.

Fax Employee employee’s work fax number.

Extension If applicable, enter employee’s extension number.

Pager Enter employee’s pager number.

Email Enter employees work email address.

Note: The Work Address will automatically populate as long as the employee has been assigned to an Organization with a Work Location assigned to it.

Field Indicates

Phone Enter employee’s personal phone number.

Mobile Enter employee’s mobile phone number.

Email Enter employee’s personal email address.

Address 1 Enter employee’s mailing address.

Suite If applicable, enter suite or apartment number.

Address 2 Address 2 is only used if additional space is needed for address (it is not a required field).

City Enter employee’s city

State Enter employee’s state

Zip Enter employee’s zip code

County Enter employee’s county

Country Select the country in which the employee resides.

Note: If changed to a country besides the United States Of America it will change the following fields:

State Province

Zip Postal Code



Step 3: View and Edit I-9 Verification information.

Follow the steps below to view/change I-9 Verification information:

Click on I-9 Verification.

The employee’s I-9 Verification tab is available to update and establish that the worker is eligible for employment in the United States.

After all changes are made, click .

Figure 2: I-9 Verification tab. Field Options are included on the next page.

Note: This would also be the page where an E-Verify verification check can be run if you have that functionality set up with Paycor.

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Dropdown Fields

Options

Citizen Of Indicate the country of which the employee is a citizen.

Work Eligibility US Citizen or Permanent Resident or Authorized Alien or Noncitizen National

Document Title

List A

U.S. Passport or U.S. Passport Card

Foreign Passport with I-551 stamp or printed notation on machine readable immigrant visa

Permanent Resident Card / Alien Registration Receipt Card (I-551)

Employment Authorization Document with photo (I-766)

Foreign Passport with I-94 or I-94A bearing same name as Passport and unexpired endorsement

Passport from FSM or RMI with I-94 or I-94A indication non-immigrant admission

Document for certain citizens of the Federated States of Micronesia and the Republic of the Marshall Islands

Document Title

List B

Driver’s license or ID card issued by a state or outlying possession of the U.S. with photo

Federal, state, or local government ID card with photo

School ID card with photograph

Voter’s registration card

U.S. Military card or draft record

Military dependent’s ID card

U.S. Coast Guard Merchant Mariner Card

Native American tribal document

Driver’s license issued by a Canadian government authority

School record or report card (under 18 years old)

Clinic, doctor or hospital record (under 18 years old)

Day-care or nursery school record (under 18 years old)

Document Title

List C

Social Security Account Number card

Certification of Birth Abroad issued by Dept of State (FS-545)

Original or certified copy of U.S. birth certificate with official seal

Native American tribal document

U.S. Citizen ID Card (I-197)

Identification Card for use of Resident Citizen in the U.S. (I-179)

Employment authorization document issued by Dept. of Homeland Security

Certification of Report of Birth issued by Dept of State (DS-1350)



Step 4: View and Edit Documents for an Employee.

Perform allows you to add a documents to any employee so you can stop wasting paper and save space.

Follow the steps below to open the employee and work with their documents:

In the Manage Employees module of Paycor Perform, click on an employee’s name.

Using the left navigation menu, click Employee, then Documents.

Documents may be edited or deleted using the Action column.

If you would like to add a new document, click on .

Enter the Document Name and select the file to upload.

Note: Maximum File Size = 20MB

Select a Document Privacy setting: “Hidden from employee” or “Visible to employee”.

Click .

Note: An employee may have up to 20 documents added to their profile.

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Reference Guide


Step 5: View and Edit Notes for an Employee.

Perform allows you to add a note to any employee so those details will appear on the employee profile.

Follow the steps below to open the employee and enter the note details:


Using the left navigation menu, click Employee, then Notes.

Enter any notes within the text box. (1000 character maximum)

If you would like this note to be visible within the paygrid when processing a payroll, select the “Show notes on Paygrid” checkbox.

Note: The note will appear as an icon next to the employee’s names in the paygrid.

Click .

Note: Having notes appear in the paygrid will not cause the payrun to stop if you choose to not look at the note. Notes are merely a way to remind of necessary details for an employee.



Step 6: View and Edit Custom Fields for an Employee.

Note: Custom Fields must first be set up on the Configure Company tab prior to assigning them to your employees.

Follow the steps below to open the employee and enter the custom field details:


Using the left navigation menu, click Employee, then Custom Fields.

All Custom Fields that have been set up on the Company tab will appear.

You may enter selections for as many or few custom fields as you wish.

Verify that all of your selections are accurate.

Click .

Note: For the Custom Field Types of Pick List (Alpha/Numeric) or Pick List (Currency), the options that become available in the dropdown must first be entered as choices under Configure Company.

In the example above, Shirt Size would be a Pick List (Alpha/Numeric) field type.

Note: For the Custom Field Types of Drop Down (Alpha/Numeric) or Drop Down (Currency), the options that become available in the dropdown must first be entered for individual employees.

This may be used for a custom field of laptop type. This field may change frequently, so you may not want to add them all on the Company level. By adding it directly to individual employees, that option will become a dropdown choice in the future for other employees if necessary.