This screen enables you to view details that have been previously entered for an employee, modify existing details, or enter new details.
If it is an existing employee, you will be presented with a "Summary" screen which shows a summary data for the employee.
To view, modify, or add details relating to Contacts for this employee, click on the Contacts tab.
To view, modify, or add Notes for this employee, click on the Notes tab.
To view details on the History of activities for this employee, click on the History tab.
To Transfer this employee to another service within your group, click the Transfer tab.
To view or enter dates when this employee will be away from your service and unavailable for selection in the Staff Time sheets, click the When Away tab.
To record what Covid-19 vaccinations the employee has received, click the Immunisation tab.
To view a Summary of this employee's data, click the Summary tab.
To Edit the information for this employee, click the Edit button at the top right of the screen.
To Delete this employee from the system, click the Delete button at the top right of the screen. You will not be able to Delete an employee who appears on any staff time sheets.
When entering details for a new employee, or editing details for an existing employee, the following fields are available. Fields marked with * are mandatory and must be completed.
First Name *
This is the staff member's first name. Enter the name here. The MoE ELI system will only allow characters a-z A-Z - " ~ diacritics. Infocare will ensure that only these characters have been entered into any of the name fields. In some cultures, the first name is not used. In this case you should enter a single ~ into the first name field.
Middle Name
If the staff member has a middle name, enter it here.
Last Name *
This is the staff member's last name. Please enter the last name here. The MoE ELI system will only allow characters a-z A-Z - " ~ diacritics. Infocare will ensure that only these characters have been entered into any of the official name fields.
Gender *
Select the appropriate gender for the staff member from the drop down box.
ID
Enter details of the staff member's identification document.
ID Type
Select the type of ID recorded in the ID box from the drop down list.
Birth Date
Enter the staff member's date of birth.
Starting Date *
Enter the date on which the staff member began work at your service.
Leaving Date
When the staff member leaves your service, enter the leaving date here.
Ethnicity 1 *
Select the appropriate ethnic description for the staff member from the drop down box.
Ethnicity 2
If the staff member has more than one ethnic description, select the alternative ethnic description from the drop down box.
Ethnicity 3
If the staff member has more than two ethnic descriptions, select the alternative ethnic description from the drop down box.
Input address manually
Check this box if the address is not available in the “auto-complete” Address field.
Address
If you have NOT selected "input Manually", begin typing the address into this field. As you type, address matches will be suggested from a list of valid New Zealand addresses. Click on the correct address suggested and the remainder of the address fields will be automatically populated.
Address Line 1
This field is only required to be entered if you have opted to input the address manually.
Address Line 2
This field is only required to be entered if you have opted to input the address manually.
City
This field is only required to be entered if you have opted to input the address manually.
Postal Code
This field is only required to be entered if you have opted to input the address manually.
Country
This is automatically populated as New Zealand.
Telephone
Enter the home telephone contact number for the staff member.
Mobile
Enter the mobile number for the staff member. If you are using the GoText! option, enter the number using the format: +6421123456.
Enter the email address for the staff member.
Job Title *
Select the appropriate job title for the staff member from the drop down list.
Permanent Staff
Select if the staff member is a permanent employee or not from the drop down list.
Payroll ID
Enter the staff member's payroll ID. This must be the same code that is used in your payroll package. Optionally for iPayroll you can add the "Cost Centre" for the employee by typing a comma followed by the cost centre. For example, if the employee's payroll ID is "RF22 and the Cost Centre is "TE", you would enter "RF22,TE" in the Payroll ID field.
Bank Account
Enter the full bank account number for the staff member. For example, 06-0112-1234567-00
The format is as follows:
Bank code | 2 numeric digits |
Branch code | 4 numeric digits |
Account number | 7 numeric digits |
Suffix | 2 numeric digits |
IRD
Enter the staff member's IRD number here.
Tax Code
Enter the appropriate tax code for the staff member.
Include in Central Pool
If your service is part of a group and you would like the staff member to be available to all other services in the group for staff time sheets, select yes from the drop down box.
General Comments
Enter any general comments you wish to record about the staff member.
Vet was satisfactory
Select whether the police vet was satisfactory or not for the staff member from the drop down list.
Initial Police Vet
Enter the date of the initial police vet check.
Current Vet Starts
Enter the start date for the current police check.
Current Vet Ends
Enter the expiry date for the current police check.
First Aid
Select yes or no from the toggle switch depending on whether or not the staff member has a first aid certificate.
Expiry Date
Enter the expiry date of the staff member's first aid certificate if applicable.
CYF Check
Select yes or no from the toggle switch depending on whether the staff member is certified by CYF.
Expiry Date
Enter the expiry date of the staff member's CYF approval, if applicable.
Work Visa
Select yes or no from the toggle switch depending on whether or not the staff member has a work visa.
Expiry Date
Enter the expiry date of the staff member's work visa, if applicable.
Primary Qualification Date
If the staff member holds a recognised primary qualification, enter the date that this was obtained.
ECE Qualification Date
If the staff member holds a recognised Early Childhood Education qualification, enter the date on which the qualification was or will be obtained.
Final year of ECE Qualification
For teachers who are in their final year of qualification, enter the date on which this final year begins. One teacher who is in their final year of qualification can be counted in the 50% regulation.
Registration Number
If the staff member has a MoE Teacher Registration number, enter this number here.
Registration Type
Select the appropriate MoE Teacher Registration status from the drop down list for the staff member. Leave this field blank if the teacher is not registered. Other options are: Registered, Provisional, or Subject to Confirmation. If you select one of these options, the staff member will be considered as Registered for funding purposes.
Practicing Certificate Starts
Enter the date on which the practicing certificate begins. If a new practicing certificate is issued, simply extend the Practicing certificate Ends date.
Practicing Certificate Ends
Enter the date on which the practicing certificate ends. If a new practicing certificate is issued, simply extend this date.
Allergies & Required Action
If the staff member has any allergies or conditions that need to be recorded, enter them in this field, along with any particular actions that need to be undertaken in the case of emergency.
User Defined Flags
Check any appropriate user defined flags.
User Defined Fields
Complete any appropriate user defined fields.
Update
When you have completed entering data for this screen, click the Update button to save the information.
Alternatively, to discard any information entered on this screen and return to the previous screen, click the 
icon at the top left of the screen.
For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz