Creating and Maintaining Employee Data for Affiliate Employees 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, 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.

Define grant-specific information in the employee records. What Setup is Required in Lawson Human Resources for Labor Distribution and Salary Encumbrances?

The illustration below identifies the key steps to create and maintain affiliate employee records and supporting data in the Lawson Human Resources application.

Overview of Affiliate Employee 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.

To create and maintain affiliate employee data in Lawson Human Resources

  1. Define an HR company on Company (HR00.1).

    You can house affiliate employees in an existing HR company, but Lawson recommends setting up a separate HR company for affiliate employees. This ensures that no affiliate employee numbers are duplicated with your existing employee numbers.

    If you define a separate HR company for affiliate employees:

    • Note that the HR company number must correspond to an existing General Ledger company.

    • On the Address tab, an address is required.

    • On the Options tab, select 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.

  2. Define at least one process level on Process Level (HR01.1). If you use the same HR company for regular employees and affiliate employees, establish at least one process level for the affiliate employees.

    After you define the process level name and description, remaining fields default from the HR company. Make sure a BSI tax company is not specified in any process level for affiliate employees.

  3. 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.

    For affiliate employees, the pay frequency can identify how frequently you pay the affiliate for affiliate employee labor costs. For example, the affiliate organization may pay its employees semi-monthly, but they bill you for affiliate labor costs monthly.

    Be sure to create pay plans as far into the future as possible to support salary encumbrance processing. For example, if one of your current awards extends five years into the future, define the next five years (or more) for each pay plan.

  4. 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 processing, an affiliate employee must have a status code containing a pay status of "Pay / Benefits" or "Pay / No Benefits." Define at least one status code for affiliate 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 affiliate employee status code is not checked when you import pay records to Lawson.

  5. If you use the Lawson Personnel Administration application, make sure the HR company and process level for affiliate employees do not use formal positions:
    1. Access Position Rules (PA06.1).
    2. Select the HR company and process level.
    3. Select No in the Use Formal Positions field.
  6. If you create Labor Distribution Templates by pay code, define pay codes.

    For example, if you need to create a labor distribution template to be used specifically for overtime or bonus pay, 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 use Lawson Payroll to pay your employees, you can define pay codes on Pay Code (PR20.4). If you do not use Lawson Payroll, define pay codes on Grant Management Pay Code (HR25.1).

  7. If you create Labor Distribution Templates by job code, 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 on PR20.4 or HR25.1.
  8. If you defined a separate HR company for affiliate employees, define required fields for the Employee (HR11.1) on Data Item Attributes (HR10.1).
    1. Access Data Item Attributes (HR10.1).
    2. Type 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 the following table to help you set required fields.
      Topic Required Data Items (fields)
      Employee Master (E1)

      Annual Hours

      FTE

      Name - First

      Name - Last

      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, exit all of them to allow the required fields you set on Data Item Attributes (HR10.1) to take effect.
  9. Define employees. You can import affiliate employee data using the Employee Conversion (HR511) program. You can also 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) and reflects the affiliate employee's current total salary, not the portion of salary currently attributable to grants. 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 Pay Rate. To review an employee's pro-rated annual salary, you can click the Comp Analysis button on the Pay tab to access Compensation Analysis (HR11.2).

  10. 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 KB2218731 in Infor Customer Portal. For more information on conversions, see the Human Resources Management Conversion Guide.