Add an Employee

This topic describes the first step in creating an employee record. Click here for the checklist including all steps to add an employee.

Before adding an employee to WebSmart check to see if the new employee is a TRS member. If the employee is a TRS member, be sure to enter the name in WebSmart exactly as it's listed with TRS.

Add a new employee

1. Select Finance from the Module pull-down list on the top of the screen.

2. Select Staff Manager from the HR menu, and that window opens.

3. Click the Add/Find Staff link in the upper right corner, and the Find Staff window opens.

4. Enter either a name, SSN/state ID, local ID, unique ID, or birthdate, and click Search. If the employee is not in the database, the Search Results display the message, "No Staff Match This Criteria."

5. Click the Create New Staff link just above the search results, and the New Staff window opens. The demographic data entered here is used in PEIMS reporting.

6. Complete the fields as described below. All fields marked with a red asterisk (*) are required.

• Name: Remember to enter the name as it's listed with TRS if the new employee is a TRS member.

• Preferred Name: Enter the employee's preferred name — for example, a maiden name or nickname.

• *State ID/SSN: The SSN will already be displayed if it was used in the search criteria.

• *Birthdate: Enter in mm/dd/yyyy format.

• *Gender: Select from the pull-down list.

• *Ethnicity: Select from the pull-down list.

• *Race: Multiple boxes are permitted; check all that apply.

• *Employment Status: Select from Exempt, Substitute/Temporary, Contingent upon Funding, Non-Exempt, and Other Employment Status. Note: Employment statuses are set up in HR > Support Codes > Employment Status.

• *Primary Facility: Select from the list of facilities at your district. The list of facilities is created in the Admin module.

7. When finished entering the information, click Create. The record is created, and the Demographics tab is displayed.

8. Click the Edit Demographics link.

9. Enter the 10-digit State UID — the unique ID provided by the TSDS, the Texas Student Data System.

10. Edit the Demo Release field as needed.

11. W2 Consent - When signature displays it indicates the employee has consented to opt out.  HR can blank out the W2 consent field to reset the employee portal Opt out consent.

12. Click Save.

Continue with Add Payroll Information.

Return to Staff Manager Overview

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