Add an Employee Record

Use the Employee Maintenance (LSA) program to add, change, and delete employee records. See Background and Road Map for more information.

Enter a unique number (10 alphanumeric maximum) in the Employee no field for the employee you want to add.
Enter data in the address fields. See Enter or Change an Address.

The employee name appears in other programs lists exactly as you enter it here. If you want names listed by last name, enter the last name first.

Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Active?

Optional

Accept the check mark that indicates this employee is active or clear it if the employee is inactive.

Crew leader?

Optional

Select if this employee is the leader of a crew or leave blank if the employee is not. If selected, the Crew table button is active.

Employee dept

Optional
5 alphanumeric

Select the code for the employee's department.

Employee class

Required
1 alphanumeric

Select the class for this employee:

Select	If this employee
D (direct)	Works on products
I (indirect)	Does not work on products
M (maintenance)	Maintains machines or facilities
X (machine)	Operates unattended operations

Manpower code?

Optional

Select for contractors and temporary personnel from employment agencies or leave blank for regular employees.

Xref

Optional
30 alphanumeric

Enter an additional sort criterion that you can use to access this employee's record with the standard lookup options.

Employee rate

Optional
15 numeric in the format 999999999.99999

Enter the rate per hour for this employee.

If you selected B or C for the Labor payable rate option in the System Options Maintenance (XM) program (Labor Options), the Labor Entry Register (LPR) uses this rate to post regular and overtime hours reported by this employee.

Job class desc

Optional
25 alphanumeric

Enter a description of this employee's job class. This field is not used by the system, but you can use it in custom reports.

Shift

Required
1 alphanumeric

Select the shift this employee works. Shifts are defined in Shift Maintenance.

Reg shift hrs

Optional
5 numeric in the format 999.99

Enter the number of hours this employee normally works during a regular shift.

Lunch time out

Optional
4 alphanumeric in the format HHMM

Enter the time the employee starts lunch based on a 24-hour clock, with 0000 as 12:00 AM (i.e., midnight). For example, enter 1300 for 1:00 PM.

Lunch time in

Optional
4 alphanumeric in the format HHMM

Enter the time the employee returns from lunch based on a 24-hour clock, with 0000 as 12:00 AM (i.e., midnight). For example, enter 1330 for 1:30 PM.

When you click Apply, the program calculates the time between time out and time in and displays it in the Lunch field.

Start of break 1

Optional
4 numeric in the format HHMM

Enter the time the employee's first break starts based on a 24-hour clock, with 0000 as 12:00 AM (i.e., midnight). For example, enter 1515 for 3:15 PM.

End of break 1

Optional
4 numeric in the format HHMM

Enter the time the employee's first break ends based on a 24-hour clock, with 0000 as 12:00 AM (i.e., midnight). For example, enter 1525 for 3:25 PM.

When you click Apply, the program calculates the time between the start and end of the break and displays it in the Break 1 field.

Start of break 2

Optional
4 numeric in the format HHMM

Enter the time the employee's second break starts based on a 24-hour clock, with 0000 as 12:00 AM (i.e., midnight). For example, enter 0300 for 3:00 AM.

End of break 2

Optional
4 numeric in the format HHMM

Enter the time the employee's second break ends based on a 24-hour clock, with 0000 as 12:00 AM (i.e., midnight). For example, enter 0310 for 3:10 AM.

When you click Apply, the program calculates the time between the start and end of the break and displays it in the Break 2 field.

Empl org code

Optional
2 alphanumeric

Select the GL organization code for this employee.

Employee branch

Optional
4 alphanumeric

Select the branch where this employee works.

Image type

Optional
4 alphanumeric

Select the type of graphic file for this employee. For example, you may want to store an photograph of this employee.

Click View to display the graphic.

Date of birth

Optional
10 date

Enter this employee's date of birth.

Date of hire

Optional
10 date

Accept the login date as the date of hire, select a different date, or enter a date shortcut.

Review date

Optional
10 date

Select this employee's review date or enter a date shortcut.

Job title

Optional
10 alphanumeric

Select this employee's job title.

Reports to

Optional
10 alphanumeric

Enter the employee number of this person's supervisor or manager or click the Lookup icon and use the standard lookup options to select that employee from a list.

Work center no

Optional
6 alphanumeric

For an employee class X, enter the work center to assign to this employee or click the Lookup icon and use the standard lookup options to select the work center from a list.

Machine number

Optional
10 alphanumeric

For an employee class X, enter the machine number to assign to this employee or click the Lookup icon and use the standard lookup options to select the machine number from a list.

Contact 1 name

Optional
30 alphanumeric

Enter the name of an emergency contact for this employee.

Phone

Optional
20 alphanumeric

Enter the contact's telephone number.

Relation

Optional
15 alphanumeric

Enter the relationship of the contact to the employee.

Contact 2 name

Optional
30 alphanumeric

Enter the name of a secondary contact for this employee.

Phone

Optional
20 alphanumeric

Enter the contact's telephone number.

Relation

Optional
15 alphanumeric

Enter the relationship of the contact to the employee.

Allergies

Optional
30 alphanumeric

Enter allergies this employee has that emergency medical personnel should know about.

Medical alert

Optional
30 alphanumeric

Enter medications this employee takes that emergency medical personnel should know about.

The program updates the accumulated hours fields when you enter them in the Labor Entry (LLE) or import them with the Labor Import (LEI) program. The fields are cleared when you print the Employee Listing (LSL) program and click Yes for the Clear employee accumulated hours? prompt:

Field Name	Displays
Regular	The number of regular shift hours worked
Overtime	The number of overtime hours worked
Sick	The number of hours reported sick
Holiday	The number of holiday hours
Vacation	The number of vacation hours
Total	The total hours reported: Regular + Overtime + Sick + Holiday + Vacation

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to save the changes or click Cancel to discard the changes.
Exit without creating or changing this employee record	Click Cancel. The program prompts Employee no. Enter another employee or clear to exit.
Enter notes for this employee record	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User and Shadow File Fields. Note This button displays only if you have set up user-defined fields for this program in the User Fields Maintenance (XMO) program.
Go to a related program	Click Jump. See Jump.
Display changes made to this employee record	Click Audit. See Display an Audit Trail. Click OK to return to this program. Note This button displays only if audit trail logging is active for the Employee Master (LS1) file.
Change the employee's address information	Click Address. See Enter or Change an Address.
Display a graphic of this employee	Click View. Click Close to remove the image from display.
Change an employee's clock entry	Click Emp ovrd. See Enter an Employee Override Authorization. Click OK to return to this program.
Enter members of the crew	Click Crew table. See Enter Crew Members. This button is available only if the Crew leader? field is selected for this employee.
Make a copy of this employee record	Click Copy employee. See Copy a Record.
Accept the data and enter another employee	Click OK. The program prompts for Employee no.
Exit to the menu	Click Exit.