We know there may be times when HR wants to track specific employee data but doesn't want that information to be on display for employees. Likewise, HR may want to make certain fields employee visible but restrict employees from making any changes to those fields. We provide you with tools to help hide, restrict and require data fields in our system.
We've broken these settings out into two parts: HRIS Fields (HR user settings) and Employee/Dependent Profile Fields (Employee Settings).
Note: Not all options are available for every field. In some cases, an option such as HR Visible, Track Changes, or Editable have been pre-selected and the check box has been disabled. This may be for security reasons, to ensure data integrity, or because the functionality to track changes on a field does not exist. If a checkbox is unchecked and greyed out, you are not able to "turn on" the functionality for that field. If the box is checked and greyed out, the option cannot be turned off. For some fields, a checkbox does not display under one of the three options which indicates that the option is not available for the referenced field.
To control which employee profile fields are visible and/or required by HR users, go to the company's Settings tab > HRIS Field Tracking. Each drop-down option controls the specified sub tab under the employee Profile tab.
HR Visible: HR users can see this field on employee profiles (when checked).
HR Required: HR users are required to complete this field before employees can enroll in benefits (when checked). For some fields, when selected as HR Required, they will appear in the Add New Employee screens. (See Attachment for listing of fields that will be included when selected as required)
NOTE: When required fields are marked as required and information is not provided, the employee record will be considered Incomplete. An incomplete warning will display for the admin on the employee profile and prevent employees from enrolling in benefits by inactivating the Start button on the employee homepage.
Additional Note: If an item is marked as "Required" the system will automatically run a check to see who is missing the required field and mark them as incomplete. HOWEVER, if a required field is later then deselected, there is not currently an automated process that runs to recheck the employee completeness. If the field is deselected and the group needs a recalculation run to recheck the employee completeness, the premier user for the agency needs to contact Support in order to have this run on the back end.
Track Changes: Changes to this field will be included in the Demographic Changes Report (when checked). Note: Changes made prior to checking off specific fields here will not be included in the report.
To control which employee profile fields are visible, editable and/or required by employees, go to the company's Benefits tab > Employee / Dependent Profile Fields. Employee Profile Fields are fields displayed on the Employee Information step of the enrollment flow; Dependent Profile Fields are fields displayed on the Dependent Information step of the enrollment flow.
Visible: Employees can see this field in the enrollment flow and under the Employee Info tab on their homepage.
Editable: Employees can edit this field in the enrollment flow and under the Employee Info tab on their homepage.
Required: Employees are required to complete this field in their enrollment flow before they can save the page and move on.
Q: Can we hide salary info from employees?
A: No, we don't support the option to hide salary information from employees.
Q: When the Dependent Profile Field > SSN is marked as required, why are employees able to add a newborn child without entering the dependent's SSN?
A: The system has been designed with a 30 day exception period for the Dependent SSN requirement for newborn children. Since the processing of an SSN application for a newborn child can take a few weeks, employees should not be prevented from adding coverage for their child during that time frame.