Description: In this topic, the user will learn how to create, view, edit, or deactivate an employer profile. An employer profile is an employee profile that has been assigned the employer role for a cost center. This role can manage employee punch entries, add employee punches, notes, and attachments, and run reports for associated cost center(s). An employer may have multiple clients.

Roles Required: Super User

Permissions Required: Employee Admin, Role Admin

Mode: FI

Required Entities Before Creation:

  • Cost Center

  • Employee Profile

Create Employer Profile

  1. Log in to DCI

  2. First, create an employee (base user) profile.

  3. Click Home on the main menu

  4. Click Employees on the submenu

  5. Click Actions

  6. Select Add New Employee. Complete the form wizard.

    1. Basic Demographics tab:

      1. First Name (required)

      2. Last Name (required)

      3. Full Name (required)

      4. Address (required) – After entering, the click blue search location hyperlink to populate GNIS Code.

      5. Time Zone: Select from drop-down

      6. Phone (required)

      7. *Alternate Phone (optional)

      8. Mobile Number (optional)

      9. Email (required)

      10. DOB (optional)

      11. **Profile Reference (optional)

      12. **Training System Reference (optional)

      13. Employee Type (required): Dictates how the employee’s hours are processed for payroll, including whether they are eligible for overtime.

      14. *SSN (required)

      15. *Verify SSN (required)

      16. Allow SSN Retrieval: Yes or no options, default is no. If yes is selected, the SSN will be stored in a retrievable format for EVV aggregation. Only select yes if the funding source requires SSN to be aggregated.

      17. Gender (optional): Select from drop-down

      18. Employee Mailing Address (optional): If using, exclude commas and special characters.

      19. Attach Photo (optional): Required if facial recognition will be used for EVV.

  7. Click Next

    1. Employee Information tab:

      1. Domestic Worker (optional): Only select yes if an employee is classified as a domestic worker (not applicable to all states)

      2. Domestic Worker 7 Day Exception: This field unlocks if domestic worker is set to yes. Only select yes if the domestic worker agrees to a 7-day work week.

      3. Domestic Worker Preferred Day of Rest: Unlocks if yes is selected for domestic worker 7 Day exemption is selected. Certain states pay overtime if the domestic worker works on their day of rest.

      4. Employee Number (required): Number provided by the organization at the time of hire

      5. Weekly Hours Available (required): Maximum number of hours the employee is available to work each week. Links to the scheduling module.

      6. **Professional Id1 (optional)

      7. **Professional Id2 (optional)

      8. **Payroll Id (optional)

      9. Certification Template (optional): Select if there are a set of certification requirements specific to this employee

      10. Holiday Schedule (required): Dictates which days this employee is eligible for holiday pay

      11. Cost Center (required): The employee’s home cost center

      12. *Hire Date (optional): The date the employee was hired

      13. Preferred Language: Default is English

  8. Click Next

    1. EVV Location tab (not used for employees – specific to the client, where they are receiving service):Copy from Profile Address (optional):

      1. Copies the address from the basic demographics tab

      2. EVV Location Name (required if completing): The name of the location, i.e., home.

      3. EVV Location Type (required if completing): Select from drop-down

      4. Address (required if completing): The location address. Auto-populates if Copy from Profile Address box was checked.

      5. Country (required if completing)

      6. Phone Number (optional): Required for Phone EVV

    2. Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?

      1. Phone Type (optional)

      2. Phone Carrier (optional)

      3. Begin Date (required if completing): The first date the location is approved for use

      4. End Date (optional): The last date the location is approved, if applicable.

      5. Status (required if completing): Select from drop-down

      6. Primary (optional): Select if this is the primary EVV location

  9. Click Next

    1. Authentication Information tab:

      1. Username (optional to change): Will be used for all future logins by this employee

      2. Password (required): Will be used for all future logins by this employee. Hover over the white “i” (information) for password requirements.

      3. Confirm Password (required): Enter the same password as above to confirm

      4. Pin (required): Can be used instead of a password when logging in via a mobile device

      5. Employment Status (required): The employee’s status with the organization

      6. Authentication Status (required): The status of the employee profile. Defaults to active. Select disabled if the employee is no longer with the organization. Select locked to temporarily prevent the employee from logging in.

      7. Permissions (optional): Select all tasks the employee can perform for the entire system

        1. See the Permissions Guide to learn more

  10. Click Next

  11. Review Employee Information, click Save to continue, and Yes to confirm.

  12. Next, add the employer role to the newly created employee (base user) profile.

  13. Click Settings on the main menu

  14. Click Roles on the submenu

  15. Click Actions

  16. Select Manage Role from the drop-down menu

  17. Search by name for the newly created employee

  18. Select Employer in the Role field

  19. Search and select a cost center

  20. Click the icon to add the employer role to this employee

  21. Click Save to continue and Yes to confirm

View, Edit, or Deactivate Employer Profile

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Employees on the submenu

  4. Enter the employee's (employer's) name in the filter and click Search

  5. Click anywhere in the employee row to open the Employee Details page

  6. Click Actions

  7. Select Edit Employee from the drop-down menu

  8. View, make edits, and review employee (employer) details on the following tabs:

  9. Basic Demographics

    1. To deactivate the employee (employer) profile, change the status to Inactive.

    2. Employee Information

    3. Authentication Information

  10. Click Save and Yes to confirm