Creating and maintaining employee data in Lawson

Grant Management requires the Lawson Human Resources application for basic employee information. To enter labor distribution and cost transfer templates, create salary encumbrances, and support the payroll transaction import process, you must establish and maintain an employee database and supporting files in the Lawson Human Resources application.

Once employee data is established in Lawson, you need to keep employee information current (for example, add new hires, enter terminations and salary changes). Current employee data is important for salary encumbrance processing as well as keeping the employee file and imported transactions in sync.

You also need to define grant-specific information in the employee records. See What Setup is Required in Lawson Human Resources for Labor Distribution and Salary Encumbrances?.

This illustration identifies the key steps to create and maintain employee records and supporting data in the Lawson Human Resources application:

overview of setup in Lawson Human Resources

Note: For detailed procedures on defining an HR company, process level, pay plans, status codes, pay codes, job codes, data item attributes, and employees, see the Knowledge Base or the Human Resources User Guide and online help.

Creating and maintaining employee data in Lawson Human Resources

Define an HR company on Company (HR00.1).
- The HR company number must correspond to an existing General Ledger company.
- An address is required on the Address tab
- On the Options tab, specify a Print Order option to determine the order in which employees will print on HR reports.
- You can accept default values for remaining fields.
- Do not select a BSI tax company in the HR company record.
Define at least one process level on Process Level (HR01.1).

After you define the process level name and description, remaining fields default from the HR company.
Define at least one pay plan on Pay Plan (PR21.1).

This form is delivered with the Human Resources application for Grant Management users. Pay plans identify employee pay frequency and are required for salary encumbrance processing and optional pro-rating of labor cost transfers.

Ensure to create pay plans as far into the future as possible to support salary encumbrance processing. For example, if one of your current grants extends five years into the future, then define the next five years (or more) for each pay plan.
Define status codes on Employee Status Codes (HR03.1).

A status is required when you define an employee in the Lawson Human Resources application.

To be eligible for salary encumbrance, an employee must have a status code containing a payment status of Pay/Benefits or Pay/No Benefits. Define at least one status code for employees who are terminated or no longer eligible for salary encumbrances. This status code should contain a pay status of No Pay/Benefits or No Pay/No Benefits. The employee status code is not checked when you import payroll transactions to Lawson.
If you create Labor Distribution Templates by pay code, then you need to define pay codes on Grant Management Pay Code (HR25.1).

For example, if you need to create a labor distribution template to be used specifically for overtime or bonus pay, then create pay codes for overtime and bonus pay. Pay codes you populate in the payroll transaction import file are validated against the pay codes you set up here.
If you create Labor Distribution Templates by job code, then you need to define job codes on Job Code (HR06.1). Job codes you populate in the payroll transaction import file are validated against the job codes you set up here.

Define required fields for the Employee (HR11.1) on Data Item Attributes (HR10.1).

Access Data Item Attributes (HR10.1).

Specify or select your HR company and select the topics to set the minimum required field for Employee (HR11) records. A field is required when it has an X in the Required column. Use this table to help you set required fields.


Topic	Required data items (fields)
Employee Master (E1)	Annual Hours FTE Name - First Name - Last Process Level Status
Pay Distribution (E2)	Pay Frequency Pay Plan Rate of Pay Salary Class Note: Lawson does not recommend populating default activities or General Ledger accounts in this topic. These accounts do not default into GM files.
Grant Management (EG)	Require some or all, as needed.

Note: If you use multiple sessions, then exit all of them to allow the required fields you set on Data Item Attributes (HR10.1) to take effect.

Define employees. Import your employee data from your non-Lawson Payroll system using the Employee Conversion (HR511) program. Create individual employee records on Employee (HR11.1). Note that Grant Management-related setup appears on the Grant Management (HR11.3) subform.

Make sure the Rate of Pay field is populated on Employee (HR11.1). If the employee is an hourly employee, also make sure the Annual Hours field is populated and that the FTE field is not set to zero. Employee earnings are based on the employee's pro-rated annual salary. The Human Resources application populates the pro-rated annual salary for hourly employees as Pay Rate*Annual Hours*FTE. For salaried employees, the pro-rated annual salary is the amount populated in the Rate of Pay field. To review an employee's pro-rated annual salary, you can click Comp Analysis on the Pay tab to access Compensation Analysis (HR11.2).
Maintain your employee data by running the Employee Conversion (HR511) regularly. Use a change function in the CSV file to update changes to employee records. Edit individual employee records on Employee (HR11.1).

Note: The file layout for the Employee Conversion file is available in the Human Resources Conversion File layouts on the Documentation page of Infor Support Portal. For more information on conversions, see the Human Capital Management Conversion Guide.