Tracking Non-Payrolled resources in Lawson

What unique identifiers do you require when tracking non-payrolled members of your workforce in Lawson such as contractors, students, interns, volunteers, etc.?

We would like to track SSN and DoB for this population to ensure we do not create duplicate records if we hire on a member of this non-paid population, etc. but are running into obstacles with this approach.

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Legacy Contributor

We are tracking contractors, students, volunteers, etc in Lawson. We request full SSN and Date of Birth for these groups. In some cases, we are only receiving the Last 4 digits of SSN but also receive date of birth.

For those that we do not receive full SSN (since we cannot require it of non-employees), we try to validate against existing employee records before loading into Lawson.

We have had a few duplicates pop up (because they may have been employed previously) but then we term the record which doesn't have a full social and re-activate the old record.

It has been hit or miss. Wish there was a better way.

cbertagnolli

We use a unique status code (both for active and terminated non employees). We also populate some of our required fields with a NONEMPLOYE(i.e. batch number, badge code, location etc)

Legacy Contributor

We set up all non-paid employees in our system under a different, unique company. For example, I would be in the system as company 10; the consultants are in under company 20.

Birst ApplicationConnector annoucement_blended_authors.docx

Legacy Contributor

In regards to tracking non-employees: are any of you using HR Foundations vs. S3 for your tracking at this time? We do not have non-employees in our S3 version but are currently seeking capital approval to migrate to HR Foundations (and other Talent Management Suites) so we are trying to plan for our resource tracking and would love to find out what others are doing.

Legacy Contributor

Hello Colleen,

I am interested to know how you handle entering a pay rate for active non employees. The system is forcing us to enter a pay rate when we try to set up a intern with a unique status code along with a "NN" pay status because it is a required field on HR10.1. The pay rate must be greater than zero.

Role Security Webinar Presentation.pptx

Legacy Contributor

We enter a rate of .0001 for any record we are not processing through payroll.

Legacy Contributor

We also enter .0001 .

apiazza

Whenever humanly possible, we request SSN. If they refuse to provide full SSN for any reason, we will accept last 4 and that company will accept duplicate identifiers with a warning. We have tried to use other things like vendor employee ID and MD drug ID number, but this has been really bad because we have invariably gotten SSNs later and ended up with duplicates. Also at one point we were using last 6 instead of last 4. If you want to do that - do it and stick to it, but don't mix because Lawson does not see the last 4 matching the last 4 (of 6) ever.

Adding gender and dates of birth are also very useful, and we ask for and add whenever we have them, but we do not require them.

We have all this information on our own employees. Access to this information is limited to HR staff and those that have rights to see sensitive personnel data.

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