Human Resources Employee Recruitment

With Workcube Employee Recruitment Procedures, it refers to the fields that are periodically arranged as long as the worker works by defining the information of "Login to the System, Personal Information, Salary Information, etc."

With this function of Workcube, it provides the opportunity to be used only by the employees you authorize.

Opening an Employee Card

Route: From HR > Planning > Employee Information > Employees page "+" button should be clicked to create an employee record.

Adding an Employee

1. Active / Critical Employee: In order for the related employee's card to be active, the Active check box must be ticked. If the critical employee area is the newly added employee working in a critical position, the relevant check box should be ticked.
2. Employee No: The system automatically assigns a number.
3. Process: Indicates which process (stage)/processes will be selected for the relevant screen.
4. Gender: It refers to the area where the gender of the employee is selected.
5. Email (Personal): It refers to the area where the personal e-mail address of the employee is defined.
6. ID No: It refers to the field where the Employee's ID number is defined.
7. Name: It refers to the field where the name of the employee is defined.
8. Last Name: Indicates the field where the last name of the employee is defined.
9. Username: The employee refers to the field where the user name will be defined from this field if it is desired to log in to the system.
10. Password: It refers to the field where the login user name and password of the system created for the employee are created.
11. Language: The language in which the employee will use the system refers to the area in which he/she is selected.
12. Reason: Indicates the area for which the operation performed on the relevant screen is performed. It is not mandatory to select this field.
13. Last Login to System: It refers to the area where the exit date is selected and the entry to the system is blocked as of the selected date in order to disable the system login information when the employee leaves the job.
14. IP Control /IP Address: If there is a fixed IP address that the employee will enter into the system, it refers to the field where it will be written. It is not mandatory to select this field.
15. Photo: Indicates the area where the employee's photo will be uploaded.
16. REM Address: If the employee has a REM address, it refers to the area where it is defined.

Warning: The * sign next to the relevant headings indicates that these fields are mandatory to be filled. Registration is not possible without filling in these fields.

When we made the selection of the fields in which we want to register the employee, we saw the relevant data on the screen. Now let's take a look at the image where we can extract the areas that the "Employee" has defined to the system.

1. Employee Search: In this field, the name of the employee can be written and the records can be searched.
2. Active/Passive: This field can be searched for current (Active) or past (Passive) employees.
3. Branch Office: It means that the employee is searched by branch-based filtering.
4. Department: It refers to searching the employees with department-based filtering.
5. Position Types: It refers to searching the employees by filtering according to their position types.
6. Function: It refers to the search of employees by function-based filtering.
7. Level: It refers to the search of employees by rank-based filtering.
8. Collar Type: It means that employees are searched by collar type-based filtering.
9. Titles: It refers to searching for employees by title-based filtering.
10. Employee Type: It refers to the search of employees by employee types..

Opening an Employee Position Card

Route: Leave record must be entered by clicking + on the HR > Planning > Role Planning > Roles-Positions page. This field is the field where the branch, department, position etc. fields where the employee works are selected.

1. Active: The relevant check box indicates the active area if the employee is working, and the passive area when the employee leaves.
2. Master: If the employee has more than one position card, the relevant check box is selected on the original first position card, and this field is not selected when there are other position cards.
3. Display on Organization Diagram: If the employee is requested to come in the organization chart, this check box should be checked.
4. Branch Office: It refers to the area where the branch where the employee will work is selected.
5. Department: It refers to the area where the department will be selected by the employee.
6. Position: It refers to the area where the employee's position will be selected.
7. Position Type: It refers to the area in which the employee is selected to work in which position type.
8. Title: The employee refers to the field in which the title is chosen.
9. Process: It is the area where the process that is defined from the Processes area is selected.
10. Function: The employee refers to the area in which the function to work is selected.
11. Level: It refers to the area in which the employee is selected to work at which level.
12. Employee: Indicates the area where the employee is selected.
13. First and Second Supervisor: It refers to the area where the supervisors of the employee are selected.
14. Work Start Date: Indicates the field where the employee's start date is selected.

Warning: The employee must be selected at the opening of the position card, otherwise the position card of the relevant employee will not be created.

Warning 2:The fields with * next to them on the position card must be selected, otherwise, the position card will not be created.

When we made the selection of the fields we want to record the position card of the employee, we saw the relevant data on the screen. Now let's look at the image where we can extract the areas that we have defined the "Employee's Position Card" to the system.

Employee card can also be opened with "Quick Add Employee" on the Employees listing screen.

1. Gender: It refers to the area where the gender of the employee is selected.
2. ID No: It refers to the field where the employee's identification number is written.
3. Name and Last Name: It refers to the field where the name and last name of the employee are written.
4. Username and Password: It refers to the field written so that the employee can log in to the system.
5. E-Mail: Indicates the field where the employee's e-mail address can be written.
6. Branch Office: It refers to the area where the branch where the employee will work is selected.
7. Department: It refers to the area where the department will be selected by the employee.
8. Position: It refers to the area where the employee's position will be selected.
9. Position Type: It refers to the area in which the employee is selected to work in which position type.
10. Title: The employee refers to the field in which the title is chosen.
11. User Group: It refers to the area in which the employee is selected in which authorization group he/she will work.
12. Working Period: It refers to the area in which the employee will work in which period.

Opening an Employee Salary Card

As the first step, the employee must be recruited.

Route: Leave record must be entered by clicking + on the HR > Personnel-Payroll > Payroll and Timekeeping > Job Entry - Exit page.

1. Social Security Status: On the system, you can create the salary cards of both the employees who have social security in your own company and the freelance employees.
2. Social Security No: It refers to the area where the Social Secutiry number of the employee is defined to the system.
3. Employee: It refers to the field in which the employee who will enter the job is selected.
4. Branch Office: It refers to the area where the branch where the employee will work is selected.
5. Department: It refers to the area where the department where the employee will work is selected.
6. ID No: Indicates the field where the employee's identification number is written.
7. Profession Group: It refers to the field where the employee's SSI occupational code is selected.
8. Employment Date: The date declared as the date of employment in the Social Security system should be selected.
   
9. Gross/Net: Enter whether the salary amount to be entered for the employee is gross or net.
10. Salary Management: The salary calculation for the employee can be selected as monthly/daily/hourly. In this case, the salary amount should also be entered according to the chosen method.
11. Trial Process: If the employee will be in the trial period, this check box should be selected.
12. Add latest education information: Indicates the field in which the employee's most recent graduation status is selected.

Note 1: If SSI Status is not selected, legal deductions such as premium, income tax, stamp tax will not be calculated on this person's payroll.

Note 2: Since the salary management field will calculate the salary according to the selected management, this field should be selected correctly.

Note 3: The branch and department must be selected correctly because these fields are not changed in the salary card.

Tip: Even if the trial period is selected on the relevant page, the dates should be checked via E-Profile > Employee Details > Other > Trial Period.

After filling in this information, the salary card of the employee will be created.

When we made the selection of the fields that we want to make the employee's employment process, we saw the relevant data on the screen. Now let's take a look at the image where we can extract the fields that we have defined in the system with the "Recruitment" process.

1. Create Employment Declaration File: It refers to the creation of the relevant employee's entry xml file.
   
2. Create Output Declaration File: It refers to the creation of the output xml file of the relevant employee.
3. Send Login Mail: It means that the entry of the relevant employee is sent to the person requested for information by e-mail.
4. Send Exit Mail: It means that the exit of the relevant employee is sent to the person requested for information by e-mail.
5. Create Employment Agency Declaration File: It refers to the creation of an xml file for the relevant employee's Employment Agency notification.

Note: In order to perform the relevant transactions, the check box in the area where the person is located must be selected, and then the above-mentioned operations must be performed.

Employee Salary Card

After the employment process is completed, arrangements are made for the employee via the salary card.

Warning: When the salary card is opened, the data you defined on the first login screen will appear on the card. After the card is opened, other information must be entered.

1. Social Security Status: It is selected at the recruitment stage. This field can be changed on the salary card.
2. Shift Type: Shifts that are frequently used by production companies, especially those with blue-collar personnel, should be selected on the person card. (It will be detailed under the title of Shift). It refers to the fields where the shift start-end dates are selected.
3. Union - Union No: If the employee is affiliated with the union, it refers to the field where the union is selected and the member number is entered.
4. Profession Group: This field is the Profession Code field that you have notified to SSI while making your employee's SSI entry. Profession codes are defined in the HR > Personnel Payroll > Payroll Rules > Profession Codes field.
5. Social Security Status: Normal, Retired, Trainee etc. personnel should be selected.
6. Duty Type: It is the selection area for your Employee, Employer, Employer's Representative, Subcontractor, Unionized, and Contracted personnel.
7. First Insurance Date: It refers to the first entry date of the employee to the SSI system.
8. Transportation Method: It refers to the area where public transportation, vehicle, etc. areas are selected.
9. EATS: If EATS Integration has been made in your system and you are going to perform payroll transactions in line with this data, you should use the Dependant, Fully Dependant options in this field. However, if you only control the entry-exit data from EATS and do not want this data to be the subject of your payroll transactions, you should use the Not Dependant option. If the entry and exit controls of the employees will be made via the Integration method or the import option, the employee's ID in the EATS system should be entered in the relevant field as seen below.
10. Additional Allowances: If there are additional allowances to be given to the employee, it refers to the area to be defined.
11. Deduction Definitions: If there is a deduction to be defined for the employee, it refers to the area to be defined.
12. Tax Exemptions: If there are tax exemptions to be defined for the employee, it refers to the area to be defined.
13. Automatic IPS Definitions: If there is an IPS to be defined for the employee, it refers to the area to be defined.
14. Executive Files: If there is an execution to be defined for the employee, it refers to the area to be defined.
15. Overtimes: If there is overtime to be defined for the employee, it refers to the area to be defined.

1. Employee Group: In Workcube, the rules in payroll processes are shaped by the user based on parametric definitions. Payrolls of your branches and/or your employees in the same branch can be created according to different flow parameters (which will be detailed under the Salary Rules heading).

   If you want to use different flow parameters in the same branch, you must define the employee group via HR > Personnel Payroll > Payroll Rules > Employee Group and select the Employee Group on the employee's salary card.

   Tip: If you define an employee group in your system and receive a warning while creating a payroll, it means that you did not select the employee group in your Payroll Flow Parameters and/or Employee Salary Card.

2. Cumulated Tax Base at Beginning of Period: If you want to start your first payrolls in the system outside of January or if you want to advance by adding the first payroll of the employee who entered the job during the year to the tax base during the year, the tax base must be entered in this field before the first timekeeping is created.
3. Salary: The salary definition for your employee is shown.
4. Overtime - Hours: If the employee has a fixed shift every month, it refers to the field where the hourly equivalent is written in the relevant field.
5. Bulk Salary Adjustment: If the bulk salary adjustment function in the system will be used during the raise period of your company, you can select from this option whether the relevant employee will be affected by this adjustment.
6. Don't display in timekeeping: It is ensured that the employee does not appear in the created timekeeping. It is mainly used for employees with the "SSI option" signed as "no".
7. Wage Tax Discount: This field should be selected for employees who have more than one salary card of the discount that comes with the 2022 salary regulation, and for salary cards other than the original salary card.
8. Exempted from Income/Stamp Tax: This will be selected if the employee is fully exempt from the "Income and Stamp" tax.
9. Use of tax discounts?: If the relevant check box is selected, the disability degree, percentage and validity date should be selected. If one of the transactions is missing, the disabled discount will not work.
10. Special legal provisions: SSI incentives that the employee benefits from are selected from this field. Branch incentives should be selected from the Branch details.
11. Plan Salary: It refers to the area where the salary definition of the employee for the relevant year will be made.

The screenshot above shows:

1. Click on the plan salary button.
2. You can save the salary definitions after you make them.
3. In the event that the salary of the employee changes during the year, if we change the salary in the changed month, it will automatically change in the months following the relevant month.

Salaries - Allowance Information | Display

Route: The desired information can be accessed by selecting the relevant fields on the HR > Personnel-Payroll > Payroll and Timekeeping > Salary Allowance page and clicking the "Magnifying Glass" icon.

1. Filter: When the name and last name of the employee is entered in the relevant field, it refers to the field where only the deductions of the relevant employees will be listed.
2. Month and Year: It refers to the selected area where the salary cards are listed according to the selected month and year information.
3. Branch Offices: Indicates the area where the relevant branch office is selected.
4. Department: Indicates the area where the relevant department is selected.
5. Collar Type: It refers to the area where the collar type of the employees to be listed is selected.
6. Active/Passive: There are two options for display type. These are as follows; 
   1. Active: Used for listing the current employees.
   2. Passive: Used for listing the past employees. 
7. Listing Amount: It refers to the number in the listing of the deductions in the relevant field.
8. Disability Degree: It refers to the area to be selected to list the disabled personnel according to their degree of disability.
9. Wage Method: There are three options for display type. These are as follows;
   1. Month: It refers to the field used to list employees with monthly wages.
   2. Day: It refers to the field used to list employees with daily wages.
   3. Hour: It refers to the field used to list employees with hourly wages.
10. Payment Type: Indicates the area where Fixed/Premium is selected on the salary card.
11. Social Security Status: It refers to the field used to list the employees according to their SSI status.
12. Duty Type: It refers to the area where the duty types of the employees are selected.
13. SSI Status: It refers to the area where the SSI status of the employees is selected.
14. Salary Range: It refers to the field used to list the employees according to the desired salary ranges.
15. Legal provisions: It refers to the field used to list the employees according to the incentive codes they benefit from.

Warning: Clicking on the More field opens the filter options.