Certificates and Licences

Certificates and Licences allow you to record any certificates and licences the employee may have obtained. This will also allow you to perform reporting and comparisons against other employees. Please note: If you are using e-Recruitment and Core-HR, when you hire an Applicant using the New Employee Transfer Tool, any Certificate and Licence information including attachments will be carried across from e-Recruitment to Core-HR.

Creating Certificates and Licences for an Employee

After logging into the Subscribe-HR HCM Platform, select "HUMAN RESOURCES" on the left hand side from the navigation area.
Select the Employee folder.
Select the desired employee.
Select the Certificates and Licenses sub-folder from the left side menu.
Select the [Add New Record] button.
Fill in the fields.
Select the Save button.

Mandatory fields are marked in bold, the record will not be saved unless mandatory fields are filled in first.

Certificate and Licences fields explained

Field Name	Description
Date Achieved	The date the certificate or licence was achieved
Certificate / Licence Type	The certificate or licence that the employee has obtained. If this does not appear in this drop down, you will have to create this certificate and licence from the code library.
Cost	The cost of obtaining the certificate or licence.
Expiry	The date, if there is an expiry date on the certificate or licence.
Previous Employment	Select if the certificate or licence was obtained when at a previous employer.
Obtained Where	The institute where the certificate or licence was obtained.
Notes	Any notes on the employee or certificate and licence

Cost Centre 1	Select the cost centre responsible for the cost of the certificate or licence. The cost centre fields appear only if a value is entered into the cost field.
Cost Centre 1 Percentage	Enter the percentage that cost centre 1 will be responsible for.
Cost Centre 2	Select the cost centre responsible for the cost of the certificate or licence, if there are multiple cost centres responsible. The cost centre fields appear only if a value is entered into the cost field.
Cost Centre 2 Percentage	Enter the percentage that cost centre 2 will be responsible for.
Attachments	Attachments field only appears after the first save of the record. Select the Click here to upload, to upload a document, or scanned image of the certificate or licence.

Certificate and Licence Type

If the Certificate and Licence type does not appear in the drop down, you will need to create the Certificate and Licence type in the code library before continuing.

Adding values to an existing Code Library

Select the Maintenance TAB.
Select the Code Library folder.
You will see a list of Library Codes, locate the Certificate / Licences Type and select it.
Select the Codes subfolder from the left menu.
Select the create button.
Enter the value into the Code name field.
Select the Save button.

Fields marked in bold are mandatory and must be filled in before the benefit can be saved

Code Fields Explained

Field Name	Description
Selected by Default	If you want this value to be the default in the drop down then check this field.
Code	System recognised code name. The code field should be unique and not have any spaces in the name entered. Example: fulltime <b>NOT</b> Full Time This field is auto-generated if left blank.
Code name	The value you wish to appear in the drop down
Code short name
Code numeric representation
Other name
Category code

Certificates and Licences

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