Personal Details

Use this window to maintain the employee’s personal details, including their basic details, such as name and address in the top half of the window, equal opportunities monitoring details in the bottom left of the window, and reference fields  on the right and near the bottom.

Title, Surname, Forename(s), Initials, Known As, Previous Name, Letters

Select the employee’s title from the drop-down list. Type the details in the other fields.

Initials defaults to the first letters of the employee’s forenames.

The Known As name is used to identify the employee on many of the windows and reports in the system. The Known As field defaults to the employee’s forenames and surname, but you can change the details. If an employee’s Known As value is changed, then if the employee is allocated to any duties such as Line Manager, the description used for the employee in the Line Manager window also changes. You can record any previous name under which the employee was known and any letters that the employee has after their name.

Home Address, Post Code, Home Phone Number

There are five fields for the employee’s home address, and a sixth field for the postcode.

If QAS software is in use, a lookup button () is provided alongside the Post Code field. If you click , the QAS software is displayed, whereby the employee’s address can be retrieved based on the postcode and house number. Whether a QAS system is installed or not is controlled by the QAS Installed setting on the General tab of the HR Application – Features window.

In Home Phone Number, type the home telephone number or mobile telephone number.

Note that the software can automatically tidy up information you type into the name and address fields, by converting the first character of each field to uppercase. This feature is controlled by the 1st Letter in Uppercase check box on the General tab of the HR Application – Features window (System Setup > Housekeeping > System Definitions). For example, “1 the high street” is converted to 1 “The High Street”.

Sex, Date of Birth, Retirement Date, Marital Status, Ethnic Origin, Colour, Nationality

Select the employee’s gender from the Sex drop-down list, and type the date of birth in Date of Birth. A warning is displayed if the combination of the employee’s date of birth and gender show the employee to be over retirement age. The employee’s age is calculated and displayed.

In Marital Status, Ethnic Origin, Colour and Nationality, select an entry from the drop-down lists.

The employee’s ethnic origin is used in both the HE and FE SIR funding council returns.

NI Reference, E Mail Address, Alert, Other Reference, HESA Reference, In Statistical Return, Windows User, HR Application User

The employee’s NI Reference field might have been completed by other processes, such as the Details window. Certain validation rules are applied to ensure that the format matches rules as applied by HMRC.

In E Mail Address, type the employee’s office email address.

Alert is optional. It can be useful in distributing summary information about a member of staff, such as long-term sickness, to all users who view the employee’s record.

Use the Other Reference field to hold additional information about the employee. For example, you can use it to hold the employee’s payroll reference number. This field is available as a search criterion when you use Select Employee (this criterion is on tab 2 of the HR Record window).

The employee’s HESA Reference number is only required for colleges who make the HESA return through the HESA software. The HE or FE field on the SIR tab in the HR Application – Features window should be set to HE for entry to this field. Employee’s HESA references can be generated by running the option NISR HESA Ref Creation. The employee’s HESA Reference number is generated from the year of the employee’s start date within the institution, the institution’s reference number, the employee number, and a check digit according to the rules defined by HESA.

The In Statistical Return check box is required only for colleges who make the HESA return through the software’s HESA module. If this check box is not selected, the currently selected employee is not included when the HESA return is exported. This check box is selected by default for all employees.

In Windows User, type the employee’s Windows user ID. The Windows user ID is used by HR Portal to identify users when in self-service mode.

The HR Application User field is used only when the employee being processed is a user of the system. This field should hold the employee’s HR login name. Click and select the name from the list. The list displays the names of users set up by an application administrator as users of the software, by using the Administrator Functions window. This field is used with the employee’s email address, to provide email notification of diary events in the software.

Pension Reference

Type the pension reference number for the employee. You can use this field to hold the employee’s TPA reference number, which is used when the TPA report is produced.