In Linq ERP, from the Employee Master screen, click the Go arrow and click on Dates.
For Contracted Employees, enter the following codes in the Date Type Box and enter dates in the Date Box and if needed, enter the Code in the Code box, as follows:
- BRTH – enter the employees birth date in the Date box
- DENT – enter the date of hire in the Date box and use the drop down on the Code box to pick the correct entry code
- EMST – enter the employment status, use the drop down to choose the code that best fits (Contractual for Full-time or Part-time Employees paid on a contractual basis. Substitute/Temporary for Part-time Custodians and Substitutes)
- GFTD – enter N in the Code box EXCEPT if the employee is the Gifted & Talented Coordinator. If a G&T Coordinator, then enter a Y (we only have one at each school at this time)
- HIRE – enter the date of hire in the Date box and use the drop down on the Code box to pick the correct entry code
- INSO – enter only if the employee is offered insurance. If so, enter the date of hire in the Date box
- INSD – enter only if the employee is offered insurance but has declined. If so, enter the date the insurance was declined. (This should be done by your co-worker, who handles the health insurance.)
- Click on the Save Icon
When an employee reaches tenure, do the following:
- When an employee who qualifies for tenure reaches tenure, then you should enter TENR in the Date Type box and enter the date tenured was obtained in the Date box.
- When an employee who qualifies for tenure reaches tenure, you should go to the EMST box and change the Code box from Contractual to Tenured or Permanent
- Click on the Save icon.
If an employee was hired, then left and is rehired, you will need to enter an ORHR Date. This is the employee’s original hire date. To do this:
- Click on the last Date Type then click the + sign.
- Click the drop down and pick ORHR. This can happen multiple times so there are multiple rehire dates in the Date Type drop down box (such as REHR, RHR2, etc.).
- Tab to the Date column and enter the employee’s original hire date.
- Then go almost all the way to the right and in the Date Code 2 column enter the original code from the HIRE date and type the Date Code meaning in the Comments.
- Now you need to change the HIRE date to the new hire date.
- If the position in the past had a DENT code date, then do not change this. If it did not and this position requires a DENT (only if a contracted employee), then add this new hire date.
- You will need to enter a OTRM date (Original Termination Date) and in the Date Code 2 box enter the original termination code and in the Comments box, type in the code meaning.
- You will then need to delete the TERM date.
- Click on the Save icon.
*NOTE: If an employee changes the type of position they are doing (such as going from Teacher to Admin. or Staff Asst. to Teacher), then you should enter an ORHR (for the first position they had) and in the Comments column, type in the position they are leaving. Then enter the HIRE date for the position they are moving into and in the Comments column, type in the position for which they just obtained. Do not change the DENT date and you do not enter a TERM date, since the employee is still working for MHRD. You do NOT do this if going from a Teaching position to a Teaching position or from a Secretary to a Non-Unit Secretary position, etc. However, you can add a note in the Comments section of the HIRE date for reference.
If an employee is board approved, but then decides to not take the position and has never worked, then only the following dates should be entered:
- BRTH – enter the employee’s birth date in the Date box
- HIRE – enter the date the employee was supposed to start in the Date box and use the drop down on the Code box to pick the correct entry code
- INSO – enter the date the employee was supposed to start
- TERM – enter the date the employee was supposed to start (HIRE and TERM should be the same date) in the Date box and use the drop down on the Code box to pick the correct code
Dates to remove if entered previously (these are NJSMART dates and should not be entered if the employee never worked):
- DENT
- DEXT
- ESEP
- GFTD
- EMST
- Click on the Save icon.
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