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This Staff Update screen is used to view or modify details that have been previously entered for an employee.
To navigate to another employee, click on the
icon to get a list to choose from, or begin typing the employee's name to decrease the list of potential matches.
For Existing employee's, you will be presented with a "Summary" screen which shows the following information:
Summary Tab: Click the Summary tab to view a Summary of this employee's information.
Contacts Tab: Click the Contacts tab to view, modify, or add details relating to Contacts for this employee.
Notes Tab: Click the Notes tab to view, modify, or add Notes for this employee.
History Tab: Click the History tab to view details on the History of activities for this employee.
Transfer Tab: Click the Transfer tab to Transfer this employee to another service within your group.
When Away Tab: Click the When away tab to view or enter dates when this employee will be away.
Immunisation Tab: Click the Immunisation tab to view or record the vaccinations the employee has received.
Pay Parity: Click the Pay parity tab to view, modify, or add details regarding pay parity for this employee.
To Edit information for this employee, click the Edit button at the top right of the screen.
To Delete this employee from the system, click the Delete button at the top right of the screen. The system will show an alert where an employee appears on any staff timesheet, if you wish to continue and delete the employee, the employee will need to be removed from the staff timesheets first.
When entering details for an employee the following fields are available.
Fields marked with * are mandatory and must be completed.
First Name *
This is the employee's first name. The MoE ELI system will only allow characters a-z A-Z - " ~ diacritics. Infocare will ensure that only these characters have been entered into any of the name fields. In some cultures, the first name is not used. In this case you should enter a single ~ into the first name field.
Middle Name
If the employee has a middle name, enter it here.
Last Name *
This is the employees last name. Enter the last name here. The MoE ELI system will only allow characters a-z A-Z - " ~ diacritics. Infocare will ensure that only these characters have been entered into any of the official name fields.
Gender *
Select the appropriate gender for the employee from the drop down list.
ID
Enter details of the employee's identification document.
ID Type
Select the type of ID recorded in the ID box from the drop down list.
Birth Date
Enter the employee's date of birth.
Starting Date *
Enter the date the employee started or is due to start at your Service.
Leaving Date
Enter the date the employee left or is due to leave your Service.
Ethnicity 1 *
Select the appropriate ethnic description for the employee from the drop down box.
Ethnicity 2/Ethnicity 3
If the employee has more than one ethnic description, select the alternative ethnic description from the drop down list.
Input address manually
Check this box if the address is not available in the “auto-complete” Address field.
Address
If you have NOT selected "input Manually", begin typing the address into this field. As you type, address matches will be suggested from a list of valid New Zealand addresses. Click on the correct address suggested and the remainder of the address fields will be automatically populated.
Address Line 1
This field is only required if you have opted to input the address manually.
Address Line 2
This field is only required if you have opted to input the address manually.
City
This field is only required if you have opted to input the address manually.
Postal Code
This field is only required if you have opted to input the address manually.
Country
This is automatically populated as New Zealand.
Telephone
Enter the home telephone contact number for the employee.
Mobile
Enter the mobile number for the employee. If you are using the GoText! option, enter the number using the format: +6421123456.
Enter the email address for the employee.
Job Title *
Select the appropriate job title for the employee from the drop down list.
Permanent Staff
Select if the employee is a permanent employee or not from the drop down list.
Payroll ID
Enter the employee's payroll ID. This must be the same code that is used in your payroll package. Optionally for iPayroll you can add the "Cost Centre" for the employee by typing a comma followed by the cost centre. For example, if the employee's payroll ID is "RF22 and the Cost Centre is "TE", you would enter "RF22,TE" in the Payroll ID field.
Bank Account
If required for internal purposes, enter the full bank account number for the employee.
For example, 06-0112-1234567-00
The format is as follows:
Bank code | 2 numeric digits |
Branch code | 4 numeric digits |
Account number | 7 numeric digits |
Suffix | 2 numeric digits |
IRD
If required for internal purposes, enter the employees IRD number here.
Tax Code
If required for internal purposes, enter the appropriate tax code for the employee.
Include in Central Pool
If your service is part of a group and you would like the employee to be available to all other services in the group for staff time sheets, select yes from the drop down box.
General Comments
Enter any general comments you wish to record about the employee.
Vet was satisfactory
Select whether the police vet was satisfactory or not for the employee from the drop down list.
Initial Police Vet
Enter the date of the initial police vet check was conducted. If this date is unkown enter the start date of the current policy vet check.
Current Vet Starts
Enter the start date for the current police check.
Current Vet Ends
Enter the expiry date for the current police check.
First Aid
If this employee holds a current First Aid certificate, check this box
Expiry Date
Enter the expiry date of the employee's first aid certificate if applicable.
Safety Check
Check this box if a Safety check has been completed for this employee.
Safety Check Expiry Date
Enter the date the Safety check expires.
Work Visa
If this employee has a Work Visa, check this box
Expiry Date
Enter the expiry date of the employee's work visa, if applicable.
Primary Qualification Date
If this employee holds a recognised primary qualification, enter the date this was obtained. If the primary qualification was obtained before 1 November 2010, enter 01/11/2010 in this field.
ECE Qualification Date
If this employee holds a recognised Early Childhood Education qualification, enter the date the qualification was or will be obtained.
Final year of ECE Qualification
For Teachers who are in their final year of an ECE qualification, enter the date that the final year begins. One teacher who is in their final year of qualification can be counted in the 50% regulation requirement.
Registration Type
Select the appropriate Teacher Registration status from the drop-down list. Leave this field blank if the teacher is not registered. Options are - Registered, Provisional, or Subject to Confirmation. If either of these three categories is selected this employee will be considered as Registered for funding purposes.
Practicing Certificate Starts
Enter the date the teacher's current practicing certificate begins.
Practicing Certificate Ends
Enter the date the teacher's practicing certificate ends. If a new practicing certificate is issued before the expiry of the current certificate, you can extend the practicing certificate end date to the new expriy date.
If there is a period where the teacher does not hold a practicing certificate enter the practicing certificate end date for the original certification, then enter a new record once certification has been re-issued.
Registration Number
If this employee has a Teacher Registration number, enter the registration number.
Educator Qualifications (please note, this field is for Home-based Educators only)
If this employee holds a recognised Home-based ECE qualification, select the applicable qualification from the drop-down list.
When Qualified (please note, this field is for Home-based Educators only)
If this employee holds a recognised Home-based ECE qualification, enter the date the qualification was obtained.
Allergies & Required Action
If the employee has any allergies or conditions that need to be recorded, enter them in this field, along with any particular actions that need to be undertaken in the case of emergency.
User Defined Flags
Check any appropriate user defined flags.
User Defined Fields
Complete any appropriate user defined fields.
Update
When you have completed entering data for this screen, click the Update button to save the information.
Cancel
Alternatively, to discard any information entered on this screen and return to the previous screen, click the delete icon at the top left of the screen.
For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz