Managing HR Resources
HR Resources is the master record for every resource (employee or applicant): identity, address, employment status, Payroll link, and related history. Create records manually, initialize from Payroll with HR Initialize PR Employees, or add an existing HR resource to PR with Add to PR (no batch initialize).
Related detail forms open from tabs (double-click a grid line, or Records → Open Related Record).
Before you start
- HR Company Parameters are set, including PR Update Options for which fields sync online to PR Employees.
- HR Employment Status codes exist. Statuses flagged Update Employment History write HR Resource Employment History on add/remove.
- HR Position Codes exist if you assign positions. Term reasons exist as HR Codes Type N.
- Before Add to PR / initialize: PR Company, PR Groups, PR Departments, HQ Insurance Codes, unemployment/insurance states, PR Earnings Codes, PR Crafts/Classes, and PR Race Codes as needed.
- Filing Status content follows HQ Company Setup Default Country (W-4 US, TD1 Canada, PAYG Australia).
- Applicants: leave PR Co# and PR Employee # blank.
Add a resource (manual)
- Open HR Resources.
- Enter HR Resource # (up to 6 digits) or + for the next sequence. If the next number would exceed 999999, enter a number yourself. When initialized from PR, resource # usually equals PR employee # unless that number is already used — then the next free resource # is taken (same rule HR → PR). Sort-name lookup finds the first alpha match.
- On Info, enter name (Last/First/Middle/Suffix — used on checks, reports, W-2s), address/phone, marital status (S/M/D/O), race, birth date, Gender Identity (M/F/X/O — O enables a description; not used for EEO), and Reporting Gender (M/F for EEO).
- Enter required Employment Status (HR Status Codes). Do not confuse this with ACA Employment Status F/P/V/S on Payroll Info.
- On Payroll Info, enter PR company, SSN/SIN/TFN as required for country, position, hire date, PR group, department, craft/class, tax/insurance/unemployment states, and ACA tracking fields as needed.
- Complete other tabs as required (Other Info / Add’l Info, ACA History, Application, Physical Results, Filing Status).
- Save. Use grids or related forms for contacts, dependents, benefits, salary history, schedule, training, reviews, and other history tabs.
Add an HR resource to Payroll
- Enter PR Employee # and check Active PR Employee.
- Assign PR Group, Department, Insurance Code and State, Unemployment State, and Earn Code. Save.
- Click Add to PR.
- Confirm display-only Exists in PR is checked (also checked when the employee was added to HR from PR).
Required when adding/initializing or when PR Employee # is entered: SSN (US), SIN (Canada), or TFN (Australia). Race is required when adding/initializing to PR. Department, Earn Code, Insurance Code, Unemployment State, and Insurance State are required to add/initialize. PR Co# can be blank at setup but is required before HR Initialize PR Employees. PR Employee # may match resource # only if it does not already exist in PR.
Tabs (overview)
| Tab / area | Use |
|---|---|
| Info | Identity, address, marital status, race, birth date, gender |
| Payroll Info | PR company, SSN/SIN/TFN, position, hire/term, group, department, craft/class, tax states, ACA classification, Add to PR |
| Other Info / Add’l Info | Veteran, education, driving license, I-9; endorsements; US Federal Tax Exempt (forces federal withholding to zero) |
| ACA History | 1095-C Part II offer/acceptance; also auto-rows from benefits with Series 2 Code when Active |
| Application | Application/available dates, referral, expected salary, prior employers |
| Physical Results | Last physical, expiration, results |
| Filing Status | Country-specific withholding; then mark W-4 / TD1 / PAYG Completed on Payroll Info (informational) |
| Grids | References, applicant positions/interviews, training/education, contacts, skills, dependents, rewards, benefits, discipline, employment history, grievances, salary history, reviews, COBRA, schedule, assigned assets. Accidents: detail for existing accidents only — add new accidents via HR Accidents (F5 in Accident column) |
Online PR sync (Company Parameters PR Update Options)
Fields sync to PR Employees only when the matching company-parameter option is on and, for most fields, Active PR Employee and Exists in PR are both checked. Active Flag sync needs Exists in PR (Active checkbox change syncs without requiring Active to stay Y). PR Group, Shift, and Overtime help do not always restate those gates.
| Option | Syncs |
|---|---|
| Name | Name parts, sort name, race, birth date, gender identity / reporting gender |
| Social Security Number | SSN, SIN, TFN |
| Hire/Term Date | Hire Date, Term Date |
| Occup Category | Occupational category (Category Status update offered when this option and Active+Exists are on) |
| Timecard Defaults | Department, Craft, Class, Earn Code, Insurance Code, tax/unemployment/insurance states |
| W4 Info | Federal Tax Exempt (US); if off, maintain both forms by hand |
| Active Flag | Active PR Employee → PR |
Salary and benefits do not sync online — use HR Update Benefit/Salary to PR. Position changes can write employment history; Salary History can offer to update Position back on this form.
Hire / term / active gotchas
- Inactive with no term date: warning; Yes saves without a date.
- Term date while Active is still Yes: warning; Yes saves without clearing Active.
- Rehire clears Term Date.
- Status to Inactive when auto earnings exist: Yes deletes them in PR only (not HR).
- Name and hire/term sync also require the employee still Active in PR, not only Exists in PR.
- Do not check Active PR Employee for an inactive PR employee (red header warning).
Country notes
- SIN (Canada) / TFN (Australia) on Info as SSN variants; required rules match Add to PR. TFN uses
###-###-###with documented placeholders (for example 000-000-000 refused TFN). - Filing Status and Completed checkbox labels follow Default Country (W-4 / TD1 / PAYG). Canada TD1 override amounts are not auto-updated yearly.
- Unemployment/insurance state must be valid for the company’s default country.
Notes
- Related: HR Company Parameters, HR Employment Status, HR Position Codes, HR Resource Benefits, HR Resource Contacts, HR Resource Dependents, HR Resource Salary History, HR Resource Schedule, HR Resource Training, HR Update Benefit/Salary to PR, HR Initialize PR Employees.