Entering an Employee in Employee Files
In PANTHEON, employee data is tracked in Employee Files.
The following case presents how to enter a new employee into Employee Files in PANTHEON.
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CASE SUMMARY
Sally Sales, head of wholesale in the Tecta company, sends data about a new selected candidate for a vacancy in her department to Human Resources. The person responsible in Human Resources creates a Employee File for the new employee. Into the File, the person responsible enters all data about the employee, employment relationship, salary, etc. This is done as follows:
- Creating a New Record
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Entering Employee Data in the Window Header
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Entering Data in the General Panel
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Entering Data in the Position/Payroll Panel
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Entering Data in the Education Panel
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Entering Data in the Working Hours Panel
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HINT
If data about the selected candidate is already entered in the Applicants Register, the data can be transferred to Employee Files from the Register by selecting the  (Wizard) button and the Transfer to Employee records option.
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1. Creating a New Record
The person responsible wants to create an Employee File that contains all data about a new employee.
To do this, the person responsible selects Personnel | Employee Files.
A window opens. By clicking the 
button in the toolbar, the person responsible creates a new record.
2. Entering Employee Data in the Window Header
The window header contains Employee Data.
The Reg. No. field is automatically filled in with ????, as seen in the image above. The field is filled in when the entry is saved.
Next, the person responsible enters the employee's ID. In this case, the person responsible chooses the ID and manually enters Calvin Clerk into the ID field.
There is an option of setting automatic generating. The person responsible sets automatic generating in Administration Panel | Settings | Personnel | Generate Employee Reg. No. and Generate Employee ID.
When the new entry is confirmed by clicking the 
(Save Entry) button, a registration number is automatically created in the Reg.No/ID field, because of settings mentioned above.
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WARNING
Entering the employee's Registration Number and ID is mandatory.
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HINT
When the record is confirmed, the data in the ID field are transferred to General.
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The Prefix, Last Name, Name and Middle Name fields are filled in depending on data in the ID field.
Next, the person responsible enters the street and house number of the employee's residence into the Address field.
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HINT
If you are changing the permanent residence address in the General panel in the Residence window, the permanent residence address also changes here.
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From the selection table in the Postal Code field, the person responsible selects the ZIP code of the employee's residence.
When a ZIP code is selected, the City? field is filled in automatically.
From the selection table in the Status field, the person responsible selects between different options of employee status:
- Temporary, Full-Time
- Other Employer
- Part-Time
- Permanent, Full-Time
- Ex-Employee
- Contract, Part-Time
- Contract, Full-Time
- Contractual Work
- Intern
- Scholarship
- Retired
- Retired - Working
- Apprentice.
One employee can have several selected statuses. In this case, the person responsible selects the status Temporary, Full-Time.
Into the E-Mail field, the person responsible enters the employee's e-mail address.
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HINT
- The Password button is intended for setting passwords for employees when encrypting salary lists or other documents that are sent to employees via e-mail.
- The password can also be copied among all workers at the same time, using the Copy Password wizard.
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The person responsible marks the Active checkbox to mark that the employee is still active in the company.
The empty field on the right side is intended for uploading a picture of the employee.
3. Entering Data in the General Panel
The General panel is divided into five sub-panels.
3.1. Entering Basic Data
The person responsible continues by entering General Data.
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WARNING
In case a new ID is entered, the data from the field is divided between and copied into the Prefix, Last Name, Name, and Middle Name fields according to settings from Administration Panel | ... | General | Employee Name Display.
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Into the Nat. ID No. field, the person responsible enters the citizen's national ID number. After manually entering the ID, the Age, Sex, and Date of Birth fields are filled in automatically.
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HINT
The program has a built-in National ID control and shows an error message if the number is entered incorrectly.
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The ZZZS number (8 characters) is entered by the person responsible so the data on the Refund Request and Sick Notes can be filled in automatically.
Next, the person responsible enters the employee's tax number into the VAT ID field. The person responsible selects the ID prefix from the Countries Register, accessible by double-clicking the field.
A window with the following warning appears: Do you want to update the employee's tax number also in Subjects?
The person responsible clicks the Confirm button and so changes the worker's tax number in the Subjects Register as well.
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WARNING
When an Employee File is created, a record is also automatically created in the Subjects Register.
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When entering a new employee, the Nationality field is automatically filled in with the country and nationality entered in the Administration Panel.
Next, the person responsible enters data into the Birth Information section.
Date is automatically filled in after entering the National ID.
The person responsible selects the worker's municipality of birth.
In the Postal Area field, the person responsible selects the zipcode. When the zipcode is selected, the Country field is automatically filled in.
The window also includes the Other Information section for entering data about the employee's vehicle. From the Vehicle Register, the person responsible can select the registration number of the employee's personal or company vehicle.
In this case, the person responsible does not enter this data.
The lower Residence section is intended for tracking an employee's multiple addresses.
When the person responsible entered an employee's address into the Employee File header, the address is copied to the window below and is marked as the Active permanent residence.
3.2. Entering Data into the Employment Record Panel
The Employment Record panel is divided into two sections: Employment Record and Length of Service.
The person responsible uses the Employment Record to manage an employee's length of service. To correctly calculate the length of service and therefore leave, the person responsible copies data from the Employment Record into lines.
In this case, the person responsible enters the employee's start of service in the company, as shown in the image below.
The employee had never been employed before, this is the worker's first employment.
When entering the start of service, or when selecting the date: 16.5.2022, the program shows a confirmation video:
The person responsible Confirms the change in service date.
A Start Date of Employment Record window appears with the question: Do you also want to open a position on the start date of the Employment Record?
To open a position on the start date of the Employment Record, the person responsible selects the first option: Confirm entry of Position and Relief.
After confirming, a confirmation window appears: Enter: 16.5.2022 in the Leave Can Be Used From field?
In this case, the person responsible selects YES.
In the Length of Service section, the calculated length of service for the employee is displayed, date defined in the Date for Calculation field.
So, on the date 20.05.2022, when the data is being entered into the Employment Record, the new employee has 5 days of service. This can be seen in the Length of service (YY-MM-DD) column.
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HINT
For more information about the Length of Service section, see the chapter Length of Service.
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3.3. Entering Data about Family Members
The Family Members panel is intended for tracking the employee's record of family members.
In this case, the employee has a daughter, Hana, born on 15.01.2022.
The person responsible enters the data in the lower part of the window, General.
The person responsible enters general data about family members in the following fields:
- Last Name,
- Name,
- Nat. ID No.
- Date of Birth and
- Tax No.
From the drop-down list in the Relationship field, the person responsible selects the family member's relationship to the insured person.
In this case, the employee is not asserting the daughter as a dependant family member, so the person responsible does not mark the Dependent checkbox.
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HINT
For more information about entering family members, see the chapter Family Members.
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WARNING
In this case, the person responsible does not enter data into the two sub-panels that compose the General panel:
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The person responsible continues by entering data about the employment relationship and salary.
4. Entering Data in the Position/Payroll Panel
The person responsible starts entering data about the worker's employment position.
4.1. The Salary Parameters Panel
A window for entering salary calculation parameters is automatically opened.
The person responsible enters a new line and numbers it with 1.
Into the field in the Position column, the person responsible manually enters: Salesperson and selects the position from the drop-down list.
If a department is selected for the position in the Positions of Employment Register, the department automatically appears in the Department field.
The data is automatically entered into the following fields as well:
- LoS Increase
- Factor
- Salary Grade
- Occupation
The person responsible defines the Start of employment, in this case 16.05.2022.
The data from the lines is copied to the lower part of the window.
The person responsible continues by entering data about the employment relationship.
In the Employment Relationship field, the person responsible can choose between options set in the Employment Relationship Register.
In this case, the person responsible selects Temporary. When this option is selected, an additional field: Temp. Empl. Reason appears on the right side of the window.
From the drop-down list in this field, the person responsible selects the reason for temporary employment, in this case: 2. Temporarily increased workload.
Into the To field, the person responsible enters the end date of the worker's employment. According to the contract, the employment termination date is 16.05.2024.
In the Insur. Grounds field, the person responsible selects the correct ID for the employee's insurance from the Insurance Grounds Register. The choice is only between active, or valid insurance grounds. In this case, the person responsible selects option 001 - at a company, institute, other organization or employer; at branches of foreign business entities; elected or appointed holders of public or social office.
Next, the person responsible enters data into the lower part of the panel.
In the Meals field, the person responsible correctly enters that the worker does not have meals.
From the drop-down list in the Payout Location field, the person responsible selects the alphanumeric code of the payout location. The choice is between:
- 1 – Administration Building
- 2 – Production Building
The person responsible defines the sending method for pay slips, annual leave decrees, etc. in the Sending Mode field. The person responsible selects the option 2 - Send by E-mail.
The person responsible enters the employment contract number and date, as shown in the image below.
From the drop-down list in the Contributions field, the person responsible selects the correct grounds for the worker's contributions calculation. In this case, the person responsible selects option: Art. 39 of ZUTD-A.
The article refers to the payment of employer contributions for unemployment insurance and in the case of a temporary employment contract, defines the obligation to pay a contribution of five times the amount, for the entire duration of the temporary employment.
The worker lives in Ljubljana, so the person responsible selects the route LJ - LJUBLJANA from the Commute Routes Register in the Commute to Work field.
The Formula (gross) field is intended for entering the formula for calculating the gross salary for the employee for a month of work without absences.
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HINT
For more information about creating, changing, and testing formulas, see the chapter Formula Builder.
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On the right side of the lower part, the person responsible can mark checkboxes that correspond to the employee.
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HINT
For descriptions of the mentioned fields and checkboxes, see the chapter Salary Parameters.
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WARNING
The person responsible skips the Personal Rating panel, as this field is intended for entering ratings and tracking the employee's success.
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The person responsible continues by entering data in the Custom Fields panel.
4.2. Custom Fields Panel
The Custom Fields panel is completed with data entered in the Employment Record and Salary Parameters panels.
The Custom Fields enable a high rate of flexibility when calculating salaries, as they can be set to fit even the most complicated pay scheme in the company. For more information, see the chapter Payroll Variables.
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HINT
The names of custom fields are set in the Administration Panel | Personnel | Payroll | Custom Fields.
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4.3. Pay Slips Panel
In this panel, the person responsible can set default Pay Slip Types for an employee to appear when creating a pay slip.
In this case, the person responsible manually enters the document type created for preparation of into the Document Type column: P000, then selects the type from the drop-down menu.
The Document Name and Period From fields are filled in automatically.
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WARNING
In this case, the person responsible skips the sub-panels:
- Tasks: managing additional tasks for employees that are not included in the usual position tasks
- Salary Summary: enables you to view pay slip summaries.
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Next, the person responsible enters the employee's bank account number.
4.4. Bank Accounts
The table of accounts enables you to manage data about the employee's domestic and foreign bank accounts.
The person responsible adds a new line and marks it by checking the Active checkbox.
Next, the person responsible selects a bank from the drop-down menu. In this case, the Intesa Sanpaolo plc. Bank.
The person responsible enters the Account and Format in the corresponding fields (as shown in the image below).
In the % ALL field, the person responsible can define the percentage of the salary to be paid to individual accounts. The percentage cannot be higher or lower than 100%, as well as the sum of all active bank accounts of an employee.
In this case, the whole salary amount is going to be paid to the entered account, so the person responsible does not change this field.
Next, the person responsible can select the slip creation method, between:
- P - For employee
- S - Aggregate for bank
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HINT
For more information about the fields and entering data in the Accounts panel, see the chapter Bank Accounts.
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In the Payout Method field in the lower part of the window, the person responsible selects the payout method for the employee. In this case, T - Bank Account.
4.5. Relief
In this panel, the person responsible tracks reliefs for:
- for voluntary and non-professional performance of protection tasks
- special reliefs for family members
- additional general reliefs
- general reliefs.
When entering a new employee, the Additional General Relief is filled in automatically. If the worker does not want to assert the relief, the person responsible must delete this record.
When the checkbox is confirmed, the additional general relief is taken into account for the employee, in the amounts defined in the Personal and Additional General Reliefs Register.
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WARNING
In this case, the person responsible skips the sub-panels:
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Next, the person responsible enters data about the employee's education.
5. Entering Data in the Education Panel
In the Education panel, the person responsible manages records about employee's education. The panel is divided into the following sections:
- Education
- Functional Knowledge
- Education
From the received CV, the person responsible copies the data about the employee's education.
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HINT
For more information about entering data into the Education panel, click HERE.
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WARNING
In this case, the person responsible skips the panels:
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6. Entering Data in the Working Hours Panel
The person responsible wants to plan the employee's work time.
The person responsible goes to the Planned panel and sets the period from 16.05. to 31.05.2022 in the Filter From / To fields.
From the drop-down menu in the Working Hours field, the person responsible selects the working hours regime to be planned. The person responsible selects from the working regimes entered in Working Hours Register.
In this case, the person responsible selects: 1 - One shift.
Clicking the 
(Fill In Calendar) button the employee's calendar is filled with planned working hours.
A new Copy Working Hours window opens, where the person responsible sets the period again, from 16.05. to 31.05.2022.
The person responsible clicks the Copy button and confirms the choice in the confirmation window.
The program displays a message: Copying of working hours complete.
In the Planned panel, the person responsible sees planned working hours for the employee for the selected period.
The person responsible thereby finishes entering key data about the new employee into the Employee File.
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WARNING
The Employee File includes other panels, descriptions of which can be found in the chapter Employee Files and in the corresponding sub-chapters.
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