• Use this page to authorize the employee file selected in the “Select employee” page.

• Ensure that you are in the “Select Employee File for Authorization” page.

• Enter the complete code of the employee in the “Employee Code” field.

• Select the “Authorize Employee File” hyperlink beside the employee code field.

• Use the search facility to fetch the required record in the multiline.

• Select the data hyperlink on the name of the required employee.

• The system  displays the “Authorize Employee File” page.

• The system displays the following details.

Employee Code Setup Unit	The organization unit in which employee code parameters are defined for the login organization unit. Tell me more
Date Format	The date that is applicable to the login user. More Details.
Employee Code	The unique code of the employee. The system displays the value selected in the “Select Employee File for Authorization” page.

The system displays the values specified earlier for the details. You can edit the values before authorizing.

•  You can view and edit any or all of the following details.

Note: By default, the system displays the values previously specified.

Employee Type	The type of the employee’s job. The employee type indicates if the employee is a regular or contract employee etc. The drop-down list box lists the following values: “Regular”, “Contract”, “Trainee”, “Consultant”, or “Volunteer”. To edit, select the required value from the drop-down list box.
Company	The name of the company to which the employee belongs. To edit, select the required value from the drop-down list box.
Title	The title for the name of the employee for example, “Mr”, “Ms”, “Dr”. To edit, select the required value from the drop-down list box.
First Name	The first name of the employee. For example, if the full name of the employee is John Smith Anderson, his first name is “John”, middle name is “Smith” and last name is “Anderson”. Enter the first name in this field.
Middle Name	The middle name of the employee.
Last Name	The last name of the employee.
Known As	The name by which the employee is generally known as. For example, an employee by name Carolyn might generally be known as “Lynn”. By default, the first name you enter for the employee is displayed in this field, until you change it.
Date of Joining	The date on which the employee joins the organization. The date must be entered in the format applicable to the login user. From the drop-down list box select: “AN “: if the employee reports for work in the afternoon “FN”: if the employee reports for work in the forenoon
Application Reference Number	The reference number of the employee’s application. To edit, enter the value in the field.
Status	The status of the employee file.
	“Authorized”, indicates that the employee file has been authorized.
	“Pending Authorization”, indicates that the employee file has not yet been authorized.
	“Rejected”, indicates that the employee file has been rejected.

Note: The system changes the “Pending Authorization” status of the record to “Authorized” if you authorize the record, and to “Rejected”, if you reject the record.

If the record has been submitted with a request for deletion, the “Request for Deletion” check box will display checked. When you authorize the record, the system deletes the employee file from the database. To retain the record, remove the check mark by selecting it.

Request for Deletion	The check box indicates whether a request has been made for deleting the employee file. If it is checked, it indicates a request has been made to delete the record. Blank check box indicates no request has been made.
Rejection Reason	The reason for which the employee file has been rejected.

• Select the Book icon beside the “Rejection Reason” field. The system displays a dialog box containing the reasons that were entered previously, if any.

• You can view, modify or delete the content.

• Select the “OK” pushbutton to save the details and return to the previous page.

• Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

Comments

The comments pertaining to the changes made to the details, the authorization or rejection of the record.

• Select the Book icon beside the “Comments” field. The system displays a dialog box containing the comments that were entered previously, if any.

• You can view, modify or delete the content.

• Select the “OK” pushbutton to save the details and return to the previous page.

• Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

• Select the “Save” pushbutton to update the changes.

• Select the “Authorize” pushbutton at the bottom of the page.

• The changes made in the “Edit Employee File” activity as well as the changes, if any, made before authorization, will be saved and the record will be updated accordingly.

• If a request for deletion has been made in the record, the system deletes the record from the database when you authorize the record.

• Select the “Reject” pushbutton at the bottom of the page.

 

6      Hyperlinked topics below

Page objective

Use this page to authorize an employee file.

What you can do in this page

Authorize the employee file

Reject authorization

Specify the rejection reason

Edit the details before authorization

Delete the Record