Person Card
Step 1 Creating a person card
Each person who will be hired must be registered in the system in the list of persons.
The General tab stores general information about a person:
Person card page
| Field | Description |
|---|---|
| No. | Person’s code. Provided automatically, in accordance with the selected series of numbers (the General Module Setup scenario). |
| Last Name | Last name of the person. |
| First name | First name of the person. |
| Middle Name | Patronymic name of the person. |
| Initials | Initials of the person. |
| Full name | Full name of the person. |
| Last Name Change Date | Date of last name change of the person. The field is filled in automatically. |
| Last name (English) | Last name of the person in English. |
| First name (English) | First name of the person in English. |
| Middle Name (English) | Patronymic name of the person in English. |
| Search name | The value is generated automatically based on the full name of the person. |
| Birth Date | Date of birth of the person. |
| Taxpayer Registration No. | Registration number of the taxpayer's registration card of the person. |
| Tax Inspection Code | Regional tax inspectorate number of the person. |
| Non-resident | Specify "Yes" if the person is a non-resident. |
| Unique Registered No. | The number of the entry in the unified state demographic register. |
The Communication tab stores information about communication with person:
Person card page
| Field | Description |
|---|---|
| Phone No. | Phone number of the person. |
| Mobile Phone No. | Mobile phone number of the person. |
| Email of the person. | |
| Company Email | Company E-Mail |
| Company Phone No. | Company Phone No |
The Administration tab stores additional information about the person. The required information is selected from corresponding system directories:
Person card page. Administration tab
| Field | Description |
|---|---|
| Gender | Gender of a person. |
| Family Status | Marital status of a person: Single, Married, Divorced, Widowed. |
| Single Parent | Specifies whether the person is a single parent. |
| Nationality | Nationality of a person. |
| Native language | Native language of a person. |
| Citizenship Country/Region | Country code by citizenship of a person. |
| Sick leave payment benefit | The "Yes" value must be set if the employee has sick leave payment benefits. If the field is enabled, then when calculating the percentage of sick leave payment, the employee will be considered in the Disabled category. |
| Kind Sick Leave Benefit | Sick leave payment benefit type for a person. The value can be filled in only if "Sick leave payment benefit" = "Yes". |
The Military registration tab stores additional information required for maintaining the military registration of a person. The necessary information is selected from the corresponding system directories:
Person card page. Military Service tab
| Field | Description |
|---|---|
| Military Status | Available values:• Liable.• Not liable.• Dismissed. • On the record.• Deregistered.• Excluded from the register. |
| Other Service Status | Available values:• Needs clarification.• Wanted.• Violation of military registration rules.• Data not found in the registry.• Requires passing the BMT. |
| Military Duty Relation | Value from the "Personal information codes" directory. |
| Military rank | Value from the "Personal information codes" directory. |
| Military Speciality No. | Military registration specialization number. |
| Military Agency | Value from the "Military registration group" directory. |
| Military Retirement Category | Available values: • 1. • 2. |
| Reserve rank | Reserve rank. |
| Military Structure | Value from the General directory with the “Military personnel” type. |
| Training profile | Value from the General directory with the “Military personnel” type. |
| Special Military Register UA | Value from the General directory with the “Special military registration” type. |
| Military enlistment office | Value from the General directory with the “Military enlistment office” type. |
| Actual military enlistment office | Value from the General directory with the “Military enlistment office” type. |
| Military registration number | Military registration number. |
| Military Fitness UA | Fitness for military service. |
| Recruit | Enable the option if the person is a conscript. |
| Reservist | Enable the option if the person is in reserve. |
| Mobilization order | Enable the option if the person has a summons. |
| Military Service | Enable the option if the person is on military service. |
| Military Service Start date | Start date of military service. |
| Military Service End date | End date of military service. |
| Military Dismissal Reason Code | Select the reason from "Military Dismissal Reasons" directory |
| Military Dismissal Reason | This field is filled in automatically when a value is selected in the Military Dismissal Reason Code |
| Military Dismissal Date | Date of de-registration from military service. |
| Military Document | Specifies the type of military document (e.g., Military ID, Paper Military Registration Document). Default is Military ID when creating a person card. |
| Reservation status | Available values:• Empty.• Sent for reservation.• Reserved.• Annul.• Deferral. |
| Reservation document | Specifies the document number that confirms the person's military service reservation. |
| Reason for Deferral | Specifies the reason for deferral. Enabled to fill only if Reservation status = Deferral |
| Deferral Start Date | Definement start date of the reserved conscript. |
| Deferral End Date | Definement end date of the reserved conscript. |
| Reason For Annulation | Reason for cancellation of the reserved conscript's deferment. |
| Military Service Fitness UA | Specifies the person's fitness for military service. Value from the General directory with the "Military Service Fitness” type. |
The Work Experience tab registers information about the work experience of a person before his/her hiring by the company. The value can be specified manually, but if the Work History directory is filled in, the data will be calculated based on the data from the directory (when the directory page is closed).
Purpose of function keys on the Person Card page:
«Related» tab
| Button | Description |
|---|---|
| Employees | List of employee cards existing for this person. |
| Labor contracts | List of labor contracts existing for this person. |
«Actions» tab, «Functions» block
| Button | Description |
|---|---|
| Change Name | Initiates the procedure for changing the name of a person. |
Person tab
| Button | Description |
|---|---|
| Update Disability Records | Launches the Wizard for entering disability information, with the option to automatically create a transfer to a disability position and recalculate planned vacation days in vacation balances. |
| Comments | Comments for a person. |
| Addresses | View and register addresses of various types associated with a person. |
| Documents | Registration of documents associated with a person. |
| Photo | Upload and view a photo of a person. |
| Employees | View a list of employees created in the system for this person. |
| Relatives | View and register information about the relatives of a person. |
| Languages | View and register information about the languages spoken by a person. |
| Medical Information | View and register medical information about a person (insurance, disability, benefits). |
| Qualification | View and register information about the qualifications of a person. |
| Labor contracts | View a list of labor contracts (closed and active) concluded with a person. |
| Previous Job History | View and edit information about a person's previous places of work. |
| Change Name History | View the history of name changes for a person. |
| Contract terms | View and edit a list of labor contract terms that can be established with an employee when concluding a labor contract. The terms specified in the list will be used to generate a list of contract terms when concluding a new contract (renewal/transfer/combination) of the current one. |
| HR Name Declination | To use text templates and printed forms of personnel orders, it is necessary to enter name declension. In the case field, select: • Genitive • Dative • Accusative and decline the first name, last name, patronymic for each of the lines. For identical entries of the first name, last name or patronymic, you can create a declension of these values using the "Suggest from Similar" function. When you run the function, the system will find a match for one, several, or all three parameters and insert the corresponding declension records of the first, last, or patronymic name from the declension records of other persons. |
Step 2 Person addresses
The following types of addresses can be registered for each person in the system: • Permanent (actual address). • Registrations. • Birthplace. • Other.
Each address type has its own validity period. The address validity period starts from the date specified in the Valid from field on the address card and is valid until a new address card of the same type with a new start date is registered.
Step 3 List of documents associated with a person
The system allows you to store documents of different types associated with a person. Document history is supported. For each document type, it is possible to store the document validity period (Valid from and Valid to fields). If the validity period of one document expires, you can save all the information about the old document by entering the information about the new document in a new line. You can select the Document type. The Constant field in the document directory is used to display the document number with a prefix in some reports. For example, if an employee does not have a RNOKPP, then the document number (passport) must be displayed with the BK constant (without code) at the beginning of the series and passport number. When accessing a document of this type, the document that is valid on the request date is always selected. In order to store documents of a different type (other than identity documents), it is necessary to expand the Document Types directory. The fact box and the "Attachments" button are available on the page. When you click on the number of documents on the fact box or the button, the "Attached documents" page will open, where you can attach external files to a specific table entry. The system allows you to enter Record number for the document.
Step 4 Information about relatives
The system allows you to store information about the employee's relatives. It is possible to maintain a history of changes in family relationships (Start date of relationship and End date of relationship fields). There is an optional ability to link a relative to a list of persons already registered in the system. To do this, you need to specify the code of the person in the Person Relative Code field. In this case, all other fields (First Name, Last Name, Date of Birth) will be filled in automatically. This is convenient when relatives work in the same organization. The fact box and the "Attachments" button are available on the page. When you click on the number of documents in the fact box or the button, the "Attached Documents" page will open, where you can attach external files to a specific table entry.
Step 5 Person Medical Information
The system allows you to store medical information related to a person.
It supports the ability to store several types of information: • Insurance. • Disability. • Privilege. • Medical Examination. • Pregnancy. • Care.
The directory data is used to generate reports and for informational purposes. The Disability field is also used to determine the disability indicators when calculating some payroll elements. In Ranges of the payroll element, you can set a special setting for the disability indicator. Also, to be able to separate accruals in the middle of the period and apply different tax rates to them, for disabled people it is necessary to create separate positions with the Position for disabled person indicator (see the Positions scenario) and transfer "from" or "to" such a position. If a person has additional guarantees when applying for a job in accordance with the law, it is necessary to add a line with the Privilege type. The fact box and the "Attachments" button are available on the page. Clicking on the number of documents on the fact box or button will open the "Attached documents" page, where you can attach external files to a specific table entry.
Step 6 Disability Update Wizard
For cases where an employee acquires a disability during an employment period, the following records must be added to the system to ensure that all related information is correctly entered and updated:
• A record of type Disability in Person Medical Information • A Transfer line in the Labor Contract to a position marked as a disability position • If required, an update of planned vacation days in the vacation balance (for example, according to Ukrainian legislation, employees with disabilities are entitled to an increased number of vacation days. Therefore, when a disability is established, the vacation balance must be recalculated proportionally from the disability start date).
To avoid entering this information manually, the system provides the ability to create all related records simultaneously through the Disability Update Wizard. The Disability Update Wizard is launched using the Update Disability Records action in the "Person" section on the Person Card.
On the first page of the Wizard, information about the employee's disability must be specified:
| Field | Description |
|---|---|
| Starting Date | Specifies the disability start date. Mandatory field. |
| Ending Date | If the disability is established for a fixed period, specify the end date. |
| Disability Group | Specify the employee's disability group. Mandatory field. |
| Visual impairment or mental disorders | Select "Yes" if the employee's disability is related to visual impairment or mental disorders. |
| MSEK No. | Number of the document establishing the disability. |
| MSEC Date | Issue date of the document establishing the disability. |
| Document Details | Additional details or notes regarding the medical document. |
| Description | Additional information about the disability may be specified. |
After entering the disability information, click Next. On the second page of the Disability Update Wizard, information can be specified for creating a transfer and recalculating vacation balances if required.
The Transfer section is used when an already employed employee is granted disability status. In addition to disability information, the employee must be transferred to a position with the Position for Disabled Person flag set to Yes. To do this automatically, enable the Create Transfer option in the Wizard parameters and fill in the following fields:
| Field | Description |
|---|---|
| Category of IP for Disabled Person | Select the insured person category code for employees with disabilities from the lookup list. |
| Rate | If the employee's rate changes due to disability status, specify the new rate. If it does not change, the field can be left blank. When creating a new position, the system will copy the rate from the employee's current position. |
| Calendar Code | If the employee's work schedule changes due to disability status, specify the new calendar. If it does not change, the field can be left blank. When creating a new position, the system will copy the payroll calendar from the employee's current position. |
| Calc Group Code | If the calculation group changes due to disability status, specify the new group. If it does not change, the field can be left blank. When creating a new position, the system will copy the calculation group from the employee's current position. |
| Posting Group | If the payroll posting group changes due to disability status, specify the new group. If it does not change, the field can be left blank. When creating a new position, the system will copy the payroll posting group from the employee's current position. |
| Base Salary | If the employee's salary changes due to disability status, specify the new salary amount. If it does not change, the field can be left blank. When creating a new position, the system will copy the base salary from the employee's current position. |
The Vacation Recalculation section is used if the employee's planned vacation days need to be recalculated together with the transfer. To perform this automatically, enable the Recalculate Vacation Balance option in the Wizard parameters and specify the vacation types for recalculation together with the new planned number of days for each vacation type:
| Field | Description |
|---|---|
| Vacation Code | Specifies the vacation types whose balances should be recalculated. Note: To recalculate the planned balance, the employee must have an existing vacation balance operation for the relevant vacation type covering the disability start date. If no balance exists for the current year, recalculation will not be performed. |
| New Vacation Days Quantity | Specifies the planned number of days for the vacation type to which the employee with a disability is entitled. Note: The value entered must be the planned number of days. If the disability is acquired during the vacation balance period, the system automatically recalculates the planned days proportionally before the disability date (based on the previous planned days quantity) and after the disability date (based on the new planned days quantity entered in this field). |
After entering the transfer and vacation balance recalculation information, click Next. On the final page of the Wizard, select how the created records should be processed:
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If Create Only is selected, after clicking Finish, the system will create the medical information record and, if the Create Transfer option was enabled, create a Transfer line in the Labor Contract with the status Open. The user must then review the created records in the Labor Contract and approve the Transfer line manually.
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If Post All is selected, after clicking Finish, the system will create the medical information record and, if the Create Transfer option was enabled, create and automatically approve the Transfer line in the Labor Contract.
Records created or updated by the Wizard:
• A Disability record is created in Person Medical Information using the information entered in the Wizard parameters.
• If the Create Transfer option was enabled, a Transfer line is created in the employee's Labor Contract, a new disability position is created, and new values are assigned to the relevant fields if they were specified in the Transfer section of the Wizard parameters.
• If the Vacation Recalculation option was enabled, records of type Vacation Accrual will be added to the Transfer operation contract conditions for vacation balances that include the disability start date and must be recalculated when the Transfer line is approved. The Quantity field will contain the planned number of days from the Wizard. This value must not be changed. When the Transfer line is approved, the system will execute the following recalculation algorithm:
(Previous planned vacation balance days before disability / Number of days in the year * Number of days from the start of the balance operation until the disability date)
+
(New planned vacation balance days after disability specified in the Wizard / Number of days in the year * Number of days from the disability date until the end date of the balance operation)
The result is rounded to a whole number using standard mathematical rounding.
In addition, if the vacation type belongs to the time activity group specified in the Change Vacation Accr. Periodic field in Human Resources Setup, then when the Transfer is approved, a balance operation for the employee's next vacation year will also be created with the updated planned vacation days quantity. If such an operation for the next vacation year already exists before the Transfer approval, the planned days quantity will be updated in the existing operation and no duplicate records will be created.
If the Transfer was created by mistake, all vacation balance changes will be automatically reversed when the approval of the Transfer is canceled.
If the person has multiple labor contracts, for example a primary job and a co-working, the Transfer and Vacation Recalculation processes will be applied to all active contracts and employees associated with that person.
Step 7 Registering the level of proficiency in foreign languages
The system allows you to store information about the level of proficiency of a person in foreign languages. The fields can contain information about the language, level of proficiency and a document confirming the level of proficiency in a foreign language.
Step 8 Qualification
The system allows you to store information about qualifications (education/additional education/advanced training courses, etc.). The directory data is used to generate reports (for example, Employee Card P-2, if the entry is set to Use in P-2), as well as for informational purposes. To summarize information about the qualifications of all employees, there is a View qualifications function, which allows you to view which employees have a certain qualification.
Step 9 Photo
The system allows you to store photographs of a person. Photos can be Taken, Imported, Exported, Deleted.
Step 10 Information about previous work experience
The system provides two ways to store information about work experience at previous places of work: • Storing summary information. Summary information about work experience at the previous place of work can be specified manually on the "Work Experience" tab of the person's card. It is considered that the specified information was entered by the time the person was hired by the organization. You can specify summary information manually only if there is no detailed information. • Storing detailed information. To store detailed information, open the Personal Work History page and fill in the form lines based on the work record book data.
At the same time, data on insurance experience used to determine the percentage of sick leave payment and in reporting must be added to a person only through the "Work History" button.
Step 11 Changing the full name of a person
Registration of the fact of a change of first name, last name or patronymic by a person is carried out by the special Change name... function.
In the function parameters, you must enter a new first name, patronymic and last name, the start date of the new full name, date and Series of personnel orders, the number will be provided automatically after running, Text template – to generate the text of the personnel order. All form fields, except for the Description field, are required. To complete the procedure and make changes to the system, click the OK button. After filling out the form and running the specified function, the system automatically makes changes to the full name in the employee card associated with this person. The fact of changing the full name is recorded in a special table, which is available for viewing from Person Card when selecting Person – Name Change History. On the Person Name History page, you can view all name change operations and their effective date and view the text of the personnel order. Generate a printed form of the personnel order or cancel the name change.
If the system contains records of name declension, then after the Change name... function is completed, the system will generate a message about the presence of declension records and a suggestion for the user to change them.
Step 12 E-labor activity
According to Ukrainian legislation, the employer is obliged to provide information on the employee's work activity in the electronic format of the Pension Fund of Ukraine. The system allows you to maintain this information and download it from the E-labor activity page. Records in the "E-labor activity" table are created automatically when posting various documents: • Labor contract lines • Vacation orders • Other absence orders • Other personnel orders
Learn more about creating records and the functionality of the E-labor activity page in the E-labor activity scenario.