Navigating to the Employee Profile Page

1. In the Main Navigation menu, open the Employee Maintenance folder.
2. Open Employee Information subfolder.
3. Click on the Profile page.

Add New Employee

The Add New Employee Wizard will guide you through adding a new employee. There are 7 steps to add a new employee to the system. Information is not required on every screen, but you need to complete all 7 steps of the New Employee Wizard.

Click the ADD button at the bottom of the dashboard. This will start the Add New Employee Wizard.

Step 1: Employee Information

• A. Full Name: Enter the first name, middle initial (if known), and the last name of the employee.
• B. Pay Group: Click the down arrow and select the pay group for the employee.
• C. Supervisor Level: The supervisor level determines hierarchy within the system.  This will help establish a chain of command when using requests and alerts.  Click the down arrow and select the appropriate Supervisor Level for the employee.
  • Note: This setting has no impact on the employee permissions when they log in to the system.
• D. Effective Date: By default, the first day of the active pay period is displayed. Click the down arrow and select the appropriate date. *The employee will not appear in the main drop-down until your system is in the period of the chosen date.

DO NOT CLICK SAVE

Step 2: Primary Information

Primary Information relates to those items that identify the employee in the system such as social security number or badge number.

Click on the Primary tab

• A. Employee Number: The employee number is not required, but highly recommended.
• B. Badge Number: Enter a badge number if your company uses time clocks with card readers.
• C. SSN: Social Security Number is not required.
• D. Title: Enter the employee’s title if appropriate.
• E. Time Zone: Choose the time zone in which the employee will be working.
• F. Export Override: Defaults to include the employee in the payroll export file.   If the employee will not need to be exported for payment, click the down arrow and select Exclude Employee.

DO NOT CLICK SAVE

Step 3: Employment Information

Click on the Primary tab

Required fields are denoted with an asterisks *

• A. Employment Type: These options may vary by company.  Typical options include:
  • RFT – Regular Full Time
  • RPT – Regular Part Time
  • TMP – Temporary
  • ONC – On Call
  • N/A – Not Applicable
• B. * Hire/Re-Hire Date: The date of hire or rehire
• C. Normal Hours Worked: Normal Hours Worked in a period
• D. Work Shift: If an employee should have a default shift other than 1st, you may set that here
• E. Pay Rate: If Wages are being calculated in TimeStar, enter the employees base rate of pay
• F. Pay Status: These options may vary by company. Typical options include:
  • Active
  • Terminated
  • Not Applicable(N/A)
• G. Salary: Dollar amount of  Salary earning per pay period
• H. Withholding: Options include:
  • Required
  • Exempt

DO NOT CLICK SAVE

Step 4: Organization Levels

Organizational levels allow you to assign the employee to a location or department depending on your company’s organizational structure.

Click on the Org Level tab

• A. Org Levels: Click the down arrow and select the appropriate default organizational level for the employee if applicable

DO NOT CLICK SAVE 

Step 5: Supervisor

This step allows you to assign supervisor for the employee.

Click on the Supervisor tab

• A. Select the name of the employee’s supervisor in the drop-down box.
• Click the plus sign to add the name under the Supervisor list.

• The selected supervisor will appear in the main dashboard window.

DO NOT CLICK SAVE 

Step 6: Groups

Group assignments may include Request Workflow Groups, Schedule Groups, Accrual Groups, and Vehicles depending on your company setup.

Click on the Groups tab

• A. Click the down arrow and select the appropriate group assignment(s) where applicable.

DO NOT CLICK SAVE 

Step 7: Security

This is an important step as it establishes the user account for the employee. If this is not completed the employee will not be able to log into the system.

Click on the Security tab

• A. Username: enter the username following the protocol established for your company. (Not Case Sensitive)
• B. Password: enter the password for the employee.  Passwords are case sensitive.
• C. Confirmation: enter the password again to confirm it.
• D. Email address: *Optional – This is where TimeStar will look to send any system email alerts or requests to the employee.
• E. Exceptions: leave the default of No.
• F. Change Password: click Yes to force the employee to create a new unique password upon initial login.
• G. Authentication: Sets how TimeStar will obtain user login information. Options include:
  • • LDAP – Will require a user enter a username a password.  That username and password will be the same username and password that they login to their Windows based workstation with.
    • SSO User 
    • TimeStar – Username and Password for login will be defined by what is entered in fields A, B, and C above.
    • TimeStar – Strong Password – Username and Password for login will be defined by what is entered in fields A, B, and C above.  However, this authentication method can enforce password requirements as shown below.
      • 
    • Windows 
• H. Company Membership: select the appropriate company name in the right box and click the << button to move the name to the box on the left.
• I. Group Membership: select the proper group for the employee and click the << button to move the group to the box on the left. *Only chose one group, or the employee will be unable to log into the system.
• J. Now is the time to Click SAVE .

Terminate Employee

The Employee Termination Wizard will guide you through terminating an employee. The employee will still be accessible to be rehired, as appropriate.

• Click on Employee Maintenance in your navigation panel.
• Click on Profile under Employee Information on the left side.
• Click on the Terminate button  on the bottom left.  This will display the ‘Terminate Employee’ wizard screen.

1. Last Pay Period: by default, the dates of the current pay period are selected. Click the down arrow to select the last pay period the employee was active in.
   • By selecting a past pay period, the name of the employee will no longer be shown in the list of employees.
   • By selecting the current or future pay period, the name of the employee will remain in the list of employees until the selected pay period is closed.
2. Termination Date: by default, the last day of the pay period selected in Step A1 is selected.   Click on the field to enter the employee’s last date of employment.
3. Termination Code: N/A is the default and can be left as an option. Click the down arrow to select one of the reasons listed.  This is not a required field.
4. Active Code: Terminated is the default. Click the down arrow to select a different active status from the list.
5. Deactivate User Account: Click this box to prevent the employee from accessing the system immediately.
6. Export Override: by default, Include Employee is selected.  If the employee is not owed any payment (they have been paid their last check) and they do not need to be included in the export file going to payroll, click the down arrow and select Exclude Employee.
7. If the terminated employee does not supervise other employees, no further action is needed and you can click the Terminate  button on the bottom left to complete the process. If the terminated employee does supervise other employees, continue to the next section ‘Terminating a Supervisor?’ below before clicking this button.

Terminate Supervisor Assignment

If the terminated employee is a supervisor, they will have an additional tab called Supervisees. This tab will allow you to reassign direct reports of the terminated supervisor to their new supervisor.

1. Assign to all: by selecting a supervisor from this drop-down, it will reassign all direct reports from the terminated supervisor to the selected supervisor.
2. If the direct reports will be split amongst multiple supervisors, you may assign them individually to their appropriate supervisor. To do so, click the down arrow next to each employee and select the name of the appropriate supervisor.
3. Click the Terminate button on the bottom left.

Rehire Employee

To rehire an employee, you must be in the last pay period in which the employee was active.  If you are unsure of the pay period, first use the Diagnostics > Employee Search tool to find the employee the employee.

1. Select how to search by employee’s last name.  Options Include:
   • • Includes
     • Begins With
     • Ends With
2. Type the value you wish to search against
3. If you have multiple Companies existing within one URL, you may specify which company to search through.
4. Hit enter or Click SEARCH
5. Click on the name or line containing the employee to be re-hired.

The system will pull up the employees profile page and the pay period dates will update to the last pay period the employee was active in.

Click the REHIRE button

The Rehire Wizard will launch with previous information and assignments already populated.

Review and update any information necessary for each of the 7 tabs across the top.  For specific details on updating any tabs, follow the steps in the Add New Employee section above.

The Rehire button may be selected at any time within the wizard to reactivate the employee.  *All required fields must be completed prior to reactivating the employee.

Select the Cancel/Exit (x) button to exit the wizard without saving any changes.

1. Click on the Employee Tab
2. Review the data and update where needed
   • • First Name, Last Name, Pay Group, Supervisor Level and Effective Date should be set

1. Select the Primary Tab
2. Review the data and update where needed
   • • Employee Number, Time Zone and Export Override must be set

1. Select the Employment Tab
2. Review the data and update where needed
   • • Hire/Re-Hire Date must be set

1. Select the Org Level Tab
2. Review the data and update where needed

1. Select the Supervisor Tab
2. Review the data and update where needed

1. Select the Groups Tab
2. Review the data and update where needed

1. Select the Security Tab
2. Review the data and update where needed
3. Click the REHIRE button