(RUS) Hire, transfer, and dismiss a worker

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

This topic describes how to hire an employee, transfer an employee to a position, and dismiss an employee from a position. You can hire or transfer an employee for full-time employment or for contractual employment. Payroll is calculated based on employment type. You can also employ a person as a civil contract worker.

Prerequisites

The following table shows the prerequisites that must be in place before you start.

Category	Prerequisites
Version	Microsoft Dynamics AX 2012 R2 Payroll for Russia Feature Pack
Country/region	The primary address for the legal entity must be in the following countries/regions: Russia
Configuration task	Make sure that the required position is created in the company that the employee is hired for. For more information, see (RUS) Configure staff administration information for workers and (RUS) Configure organizational information. Make sure that the payment forms and calendars are created and assigned to employees. For more information, see (RUS) Configure parameters for time management. Make sure that the organizational structure and scale of charges are set up. For more information, see (RUS) Configure organizational information and (RUS) Set up employee compensation parameters. Make sure that a worker has been created for a person registered in the Global address book. For more information, see (RUS) Create a worker.

1. Hire and assign a new employee for a position

An employment resolution is the document that confirms the relationship between a company as an employer and a physical person as an employee. This relationship is established in accordance with a labor agreement.

To hire an employee, follow these steps:

1. Click Payroll (Russia) > Staff administration > Resolution journals > Employment.

2. In the Employment resolutions form, click New to create a new recruiting journal.

3. In the Name field, select Recruiting.

4. In the Resolution date field, enter the date on which to create the employment resolutions.

5. On the Reason tab, enter the reason to create the employment resolution.

6. Click Lines to open the Employment resolution lines form.

7. Click New to create an employment resolution line. In the Employee field, select an employee to be hired.

   Notes

   You can register employees in the Employees form before hiring them.

8. To select the budgeted department and position for the employee in the Organization field, select the By staff list check box.

9. Clear the By staff list check box to select the department and position separately in the Organization and Position fields, which are not included in the staff list structure.

10. In the Start date field, enter the starting date for the employee.

11. In the End date field, enter the ending date for the employee if the employee is hired for a temporary period.

12. You can use the fields on the General tab that are described in the table below to enter the details of the employee.

    Fields	Purpose
    Employment	Select the rate value for full-time employment or contractual employment of an employee for the payroll calculation. For more information about rate and rate values, see (RUS) Set up parameters for the payroll process.
    Salary	The salary amount is displayed with the value that is specified for the position in the Organizational chart form, if the employee is hired after the approval of the staff list to a position that is configured to use scale of charges. You cannot modify the salary amount in this case. If this employee is assigned to a different budgeted position that is configured to use salary as a value, in the Salary field, the maximum salary amount is displayed with the value that is specified for the position in the Organizational chart form. You can also modify the salary amount, if necessary.
    Document date	Enter the employment contract date.
    Document number	Enter the employment contract number.
    Kind of work	Select Permanent, Temporary, On a specific term, or Seasonal as the employment type.

13. Click Validate to validate the resolution lines.

14. Click Post to post the journal.

15. Optional: In the Timesheet generation dialog box, click Yes to update the timesheet. For more information about timesheets, see (RUS) Create a timesheet for an employee.

16. Click Close to close the Employment resolution lines form. You can verify the following information:

    • A new record is generated in the History form.

    • In the Organizational chart form, click Total to verify the reduction of Vacant positions.

17. Click Restore to reverse the changes that you have made in the employee details in the Employment resolutions form.

    Notes

    You can restore a resolution journal only if the payroll transaction is not created for the hired employee and if there are no other resolutions already posted for this employee. For example, if you hire and post an employee to position A, and then make a change to hire the same employee to a different department, you can restore the first recruitment resolution only after you have restored the second recruitment resolution.

18. Click Print > Form T-1a to print the employment resolution for all employees from the employment resolution journal or Print > Form T-1 to print the employment resolution for an employee from a single resolution line. For more information, see (RUS) Staff administration reports.

19. Optional: If the hired employee is paid based on the working schedule, click Yes in the Timesheet generation dialog box to update the already created timesheet. For more information, see (RUS) Generate pay statements.

Alternative method: Hire an employee by using the Employees form

If you are a staff administrator you can hire one employee at a time by using the Employees form. Follow these steps:

1. Click Payroll (Russia) > Common > Employees.

2. Select the worker record, and then click Hire to open the Hire the employee form.

3. Enter the necessary details on the Resolution tab and the Agreement tab.

4. Click OK to hire the employee.

5. Optional: If the hired employee is paid based on the working schedule, click Yes in the Timesheet generation dialog box to update the previously created timesheet. For more information, see (RUS) Generate pay statements.

2. Maintain civil contracts

You can create and manage civil contracts in the Civil contracts form. You can employ a person as a civil contract worker based on rules that are regulated by the Civil code. Civil contract workers are not hired permanently by the company, and their working period is for the agreed time period that is specified in the signed agreement. You do not need to specify payment form codes and working schedules when you hire employees for civil contracts. You can set up contract groups, and for each contract group you can configure specific methods of compensation calculation. You can also select a particular insurance seniority code for each contract group. You can register a contract using one of these groups that specifies the agreement attributes, such as the code, date of signing, duration, and compensations for the contract. You can also print the contract details and the Acts of acceptance report. The work that is completed according to the contract can be registered and marked as work that is related to the contract acts. The registered act contains the amount of the compensation that can be included in the current payroll to calculate the compensation as part of the employee salary.

Set up a contract group

To set up a contract group for a civil contract worker, follow these steps:

1. Click Payroll (Russia) > Calculation procedures > Civil contracts > Setup > Contract groups.

2. In the Contracts group field, enter the contract group code.

3. In the Insurance seniority type field, select the seniority code to be used in the personified report that is submitted to the pension fund.

4. On the General FastTab, in the Sequence field, select a calculation sequence for the payroll calculation.

5. In the Number sequences FastTab, in the Reference field, select a number sequence reference for the contract group.

Set up a civil contract

To set up a civil contract, follow these steps:

1. Click Payroll (Russia) > Calculation procedures > Civil contracts > Civil contracts. Click New to create a contract.

2. On the Contract list tab, in the Contracts group field, select a contract group code.

3. In the Contract number and Contract date fields, enter the contract number and the date of contract.

4. In the Employee field, select the employee code.

5. On the General tab, in the Start date and End date fields, select the starting date and ending date for the work.

6. In the Representative field, select the name of the company representative that you set up in the Officials form.

7. In the Amount field, enter the contract amount.

8. In the Account type field, select the account type.

9. In the Account field, select the value and the appropriate dimensions of the account.

10. On the Work compound tab, enter the reason for the contract in the Work compound field.

11. Click Payroll lines to view the calculated payroll lines for all transactions related to the contract.

12. Click Print contract to print the contract.

13. In the lower pane, click New to create the Acts of acceptance report for the contract.

14. In the Account type field, select the account type.

15. In the Account field, select the value and the appropriate dimensions of the account.

16. In the Act date field, select the date when the civil act is signed.

17. In the Statement number field, enter a number for the new statement.

18. In the Amount field, enter the amount to be paid to the employee.

19. Select the Add to salary check box to include benefits and additional compensation in the current calculation period.

20. On the Work compound tab, enter the reason that the act is signed in the Compound of completed work field.

21. Click Payroll lines after selecting an act to view the calculated payroll lines for the current act of the contract.

22. In the Civil contracts form, click Calculation to do the payroll calculation for a civil contract employee.

23. In the Payments and deductions registration form, click Calculation to view the payment amount that is paid to the civil contract worker for the specified calculation period.

24. Click Print act to print the Acts of acceptance report.

25. Click Adjust storno to reverse a transaction that is created for the current contract.

3. Transfer an employee

You can create and post a transfer resolution to transfer the employees to a different division, position, or to change the employment terms like basic pay. You can also create a multiline transfer resolution.

To transfer an employee, follow these steps:

1. Click Payroll (Russia) > Staff administration > Resolution journals > Transfer.

2. In the Transfer resolutions form, click New to create a new transfer journal.

3. In the Name field, select a journal code that is specified in the Parameters form for transfer resolution journals.

   Notes

   The journal code is created in the Journal names form.

4. In the Resolution date field, enter the date to create the transfer resolutions.

5. Click Lines to open the Transfer resolution lines form.

6. Click New to create a new transfer resolution line.

7. In the Employee field, select the employee that you want to transfer.

8. Select the By staff list check box to indicate that the employee is transferred from one part of the staff list structure to another.

9. To select the budgeted department and position for the employee who is transferred in the Organization field, select the By staff list check box.

10. Clear the By staff list check box to select the department and position separately in the Organization and Position fields, which are not included in the staff list structure.

11. In the Start date field, enter the starting date of the employment.

12. In the End date field, enter the ending date of the employment if the employee is transferred for a temporary period.

13. You can use the fields on the General tab that are described in the table below to enter the details of the transferred employee.

    Fields	Purpose
    Employment	Select the rate value for full time employment or contractual employment for the payroll calculation. For more information about rates and rate values, see (RUS) Set up parameters for the payroll process.
    Salary	The salary amount is displayed with the value that is specified for the position in the Organizational chart form, if the employee is hired after the approval of the staff list to a position that is configured to use the scale of charges. You cannot modify the salary amount in this case. If this employee is assigned to a different budgeted position that is configured to use salary as a value, in the Salary field, the maximum salary amount is displayed with the value that is specified for the position in the Organizational chart form. You can also modify the salary amount, if necessary.
    Code	Select the scale of charges code for the position. Scale of charges is used to create a directory of pay scales in an organization.
    Grade	Select the category for the position.
    Document number	Enter the document number that has the changes to the employment contract.
    Document date	Enter the document date on which the employment is changed.
    Transfer type	Select the type of transfer for the employee.
    Reason code	Select the reason code for the employee transfer.
    Change of salary of position	Select this check box if the transfer resolution is created in connection with a change to the salary rate for a position.

14. Click Validate to validate the resolution journal lines.

15. Click Post to post the resolution journal.

16. Optional: If an employee is transferred from one department to another, separate timesheets are updated for each department after the timesheet is updated using the Timesheet generation dialog box.

17. Click OK to confirm a transfer resolution. The following actions take place in Microsoft Dynamics AX:

    • A new record is generated in the History form.

    • In the Organizational chart form, click Total to verify the Vacant and Occupied positions.

18. Click Restore to reverse the changes that you have made in the Transfer resolutions form.

19. Click Print > Form T-5a to print the transfer resolution for all employees from this resolution journal or Print > Form T-5 to print the transfer resolution for an employee from a single resolution line. For more information, see (RUS) Staff administration reports.

20. Optional: If the transferred employee is paid based on the working schedule, click Yes in the Timesheet generation dialog box to update the previously created timesheet. For more information, see (RUS) Generate pay statements.

Alternative method: Transfer an employee by using the Employees form

You can use the Employees form to create a transfer resolution for one employee at a time.

To transfer an employee, follow these steps:

1. Click Payroll (Russia) > Common > Employees.

2. Select the worker record, and then click Move to open the Transfer of the employee onto other work form.

3. Enter the necessary details on the Resolution tab and the Changes tab.

4. Click OK to transfer the employee.

5. Optional: If the transferred employee is paid based on the working schedule, click Yes in the Timesheet generation dialog box to update the previously created timesheet. For more information, see (RUS) Generate pay statements.

4. Dismiss an employee

You can use the Dismissal resolutions form to create and post a dismissal resolution.

To dismiss an employee, follow these steps:

1. Click Payroll (Russia) > Staff administration > Resolution journals > Dismissal.

2. In the Dismissal resolutions form, click New to create a new dismissal resolution journal.

3. In the Name field, select the journal code that is specified in the Parameters form for dismissal resolution journals.

4. In the Resolution date field, enter the dismissal resolutions date.

5. Click Lines to open the Dismissal resolution lines form.

6. Click New to create a new dismissal resolution line.

7. In the Employee field, select an employee to dismiss.

8. In the Date of dismissal field, enter the last working day of the employee.

9. You can use the fields on the General tab that are described in the table below to enter the details of the employee dismissal.

   Fields	Purpose
   Reason code	Select the reason code for the dismissal. These codes are statutory defined in the labor code, and configured in the related list of codes.
   Contract date	Enter the trade union decision document date.
   Agreement number	Enter the trade union decision document number.
   Document code	Select the dismissal reason document code. For more information, see "Create document arguments" in (RUS) Configure staff administration information for workers.

10. Click Validate to validate the resolution line.

11. Click Post to post the journal.

12. Optional: You can update the timesheet if the employee is dismissed before the end date that is specified in the timesheet using the Timesheet generation dialog box.

13. Click OK to confirm the dismissal resolution. You can verify the following details:

    • A new record is generated in the History form.

    • In the Organizational chart form, click Total to verify the Vacant position.

14. Click Restore to reverse the changes that you have made in the Dismissal resolutions form.

15. Click Print > Form T-8a to print the dismissal resolution for all employees from this resolution journal or Print > Form T-8 to print the dismissal resolution for an employee from a single resolution line. For more information, see (RUS) Staff administration reports.

    Notes

    At the time of dismissal, vacation compensation registration can be performed if an employee has non-zero balance of earned vacation days. For more information, see (RUS) Register and calculate compensation for vacations and business trips.

16. Optional: If the dismissed employee is paid based on the working schedule, click Yes in the Timesheet generation dialog box to update the previously created timesheet. For more information, see (RUS) Generate pay statements.

Alternative method: Dismiss an employee by using the Employees form

You can use the Employees form to dismiss one employee at a time.

To dismiss an employee, follow these steps:

1. Click Payroll (Russia) > Common > Employees.

2. Select the worker record, and then click Dismiss to open the Dismiss the employee form.

3. Enter the necessary details on the Resolution tab and the Reason tab.

4. Click OK to dismiss the employee.

5. Optional: If the dismissed employee is paid based on the working schedule, click Yes in the Timesheet generation dialog box to update the previously created timesheet. For more information, see (RUS) Generate pay statements.

Next step

(RUS) Support the workforce management process

Related tasks

(RUS) Set up employee compensation parameters

(RUS) Set up calculation procedures for the payroll process

Technical information for system administrators

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category	Prerequisite
Configuration keys	Click System administration > Setup > Licensing > License configuration. Select the CIS Payroll and CIS Staff administration configuration keys.
Security roles and duties	To perform this task, you must have the following roles: Human Resources administrator Recruiter Payroll administrator To hire, transfer, or dismiss a worker, you must be a member of a security role that includes the following duties: Enable workforce management process (HcmWorkforceProcessEnable) Inquire into workforce management process (HcmWorkforceProcessInquire) Enable project accounting process (ProjProjectAccountingProcessEnable) Inquire into benefits process (HcmBenefitInquire) Inquire into payroll position and worker setup (PayrollPositionWorkerSetupInquire) Inquire into workers (HcmWorkerInquire) Maintain audit policies (ComplianceMgmtAuditPoliciesMaintain) Maintain project master (ProjProjectMasterMaintain) Enable payroll process (HcmPayrollProcessEnable) Inquire into benefits process (HcmBenefitProcessInquire) Enable benefits process (HcmBenefitProcessEnable)
Security roles and privileges	To hire, transfer, or dismiss a worker, you must be a member of a security role that includes the privileges that are described in the following table. Privileges Name Procedure Create worker employment HCMEmploymentNewcreate Hire and assign a new employee for a position. Maintain worker assignments for positions HcmPositionWorkerAssignmentMaintain View positions HcmPositionView View employment history HcmEmploymentHistoryView Maintain employment terms HcmEmploymentTermMaintain Maintain worker assignments for positions HcmPositionWorkerAssignmentMaintain Transfer an employee. View employment terms HcmEmploymentTermView View positions HcmPositionView View employment history HcmEmploymentHistoryView Terminate a worker HCMWorkerTerminationMaintain Dismiss an employee. View employment history HcmEmploymentHistoryView