DEFINE LOCATIONS#

The Locations (IDLN) form defines all of the work sites, premises and addresses where employees are located and where the organization's business is carried out.

This section explains the Define Locations (IDLN) screen and its associated fields.

Locations define:

• an entity’s address,
• the main area where a department functions,
• where a position’s function is performed, and
• where an employee performs their function.

The employee’s assignment will inherit the location code either from the position definition or, if no position is defined, from the department definition.

A minimum of one location must be defined per business address.

Locations can be sub-divided into specific locations as required.

For example, the San Francisco headquarters may be a location with two sub-locations of the Berkley and San Jose offices.

A sub-location could also represent an area within a building.

For example, the San Francisco headquarters may be divided into the general office, executive office and shipping and receiving ocations.

The highest level of definition may be one location for the whole organization. The lowest level of detail may be individual cubicles, workstations, telephone lines, etc. Lower levels of location detail may be required if user-defined reporting such as generation of telephone listings, safety/emergency maps and diagrams etc. are planned.

The locations where an employee works are used to determine the taxation jurisdiction for calculating work taxes.

Location data is stored in the P2K_CM_LOCATIONS table.

Location

This field holds the user-defined location code that uniquely identifies the locations to the organization. Locations may also be abstractions that are used in the delivery of pay checks/deposit advices, when used as a "Pay Destination"

Part of

If the location is a sub-section of any higher-level location, the code for that higher-level location will be held in this field.

Description

This field holds a short description of the location.

The Bilingual component, including Bilingual Location, Language and CMA code as well as bilingual region, is used exclusively for Canadian government reporting.

Bilingual Location

If this toggle is ON, the location is in a bilingual region. (E.g., Ottawa where both French and English are working languages.)

Bilingual Region

For Canadian installations: If the location is in a bilingual region, that region is indicated here.

Language

This field holds the primary language used in the location. Even for bilingual regions, the language that is most often used may be indicated in this field. English will default.

CMA Code

This field holds the CMA Code (Census Metropolitan Area) used in the locations.

Include All in UENH

The Create New Hires Interface File (UENH) allow you to create an interface file that contains information on new hires, re-hires and employees who have returned to work from an unpaid leave status within a specified period of time. You can decide to include the employees who are returning to work by turning on the toggle Include all in UENH. If this toggle is off, only new hires and re-hires will be reported.

Address 1

‘Address 1’ provides the street address for the location.

Address 2

‘Address 2’ provides the PO box number or suite number for the location.

City/Town

This field provides the city, district or township of the location.

State/Province

This field displays the state or province description with the applicable country concatenated at the end.

Zip/Postal

This field will display the mailing code. The formatting (either Zip or Postal) will be determined by the associated Country code.

U.S.A.: Zip Code. 55426

If the zip code you enter here has been defined as part of a zip code range on IDTX, the system will automatically fill in the associated jurisdiction name in the next field. In the case where a zip code is used in more than one jurisdiction, the system will provide a list of jurisdictions for you to choose from.

Canada: Postal Code. M1M 1M1

GEO Tax Jurisdiction

'Jurisdiction' will display the GEO code of the city, county, state or province used for taxation purposes.

Mailing Address 1

‘Address 1” is the street mailing address for the location.

Mailing Address 2

‘Address 2’ is the PO box number or suite number mailing address for this location.

Mailing City/Town

This field provides the city, district or township mailing address for this location.

Mailing State/Province

This field holds the state or province description with the applicable country concatenated at the end.

Mailing Zip/Postal

This field will display the mailing code. The formatting (either Zip or Postal) will be determined by the associated Country code.

Phone #

‘Phone Number’ is the main phone number of the location. The format of the phone number will be determined by the associated Country code.

Extn

This field displays the extension for the main phone number.

Alt Phone #

This field displays an alternate phone number for this location.

Alt Phone Ext.

This is the extension for the alternate phone number.

Fax #

This field holds the main fax number for this location.

Email Address

This is the email address or domain name for the locations.

Subsidiary Locations#

The information provided here is for display purposes only. If you need to change which subsidiary locations appear here, or change the information provided for the subsidiary location (e.g. phone number), you will need to access the specific record for the subsidiary location on the IDLN screen.

Subsidiary Location

This field holds the Location_Code of any subsidiary locations for this location.

This information is created when the location has been identified within the “Part of Location” field for another location.

For example, the location ‘AR-1st Floor’ is part of the location ‘Archives’. You can indicate this relationship on the ‘AR-1’ record by going to the ‘Part of’ location field and either typing or looking up ‘Archives’. Once this is completed, if the record ‘Archives’ is retrieved, ‘AR-1st Floor’ will then appear as a subsidiary location.

AR-1ST Floor

Description / Phone

The information for the ‘Description’, ‘Phone’ and ‘Phone Extension’ fields are derived from the Location_Code record shown.

Client History (314) 466-2458 1545

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