This article provides instructions for creating, assigning, and tracking assets, a core feature within the HR module. To explore further functionality and related features that come with the HR module, please see the 'Additional Resources' section at the end of the article.
2. From the Asset Assignment Screen
3. From the Employee's Profile
Tracking Assets Upon Termination
Asset Menu
- Go Settings > HR Setup > Assets (Property) to view asset menu
1. Asset Types
-
Click 'Asset Types' to preview some of the existing assets
- Select the 'Add New' button to create a new asset type, if needed
- a. Type: Enter the name of the asset type (Ex. Keys)
- b. Description: Enter a description of the asset, if necessary
- c. Allow Multi Assets: Check this box if there are multiples of the exact same item (Ex. 50 large uniform shirts). This will allow the asset to be assigned to more than one employee
- d. Allow Child Assets: Check this box for the ability to assign sub-assets (for example, a computer as the main asset, and the software as child assets). When the main asset is assigned to an employee, all child assets will be assigned as well
- e. Collect: Check the boxes for the information to collect on the asset. Cost centers are listed below the standard items. Checking the cost center boxes allows for the allocation of an asset to a specific cost center or job
- f. Required: Check the boxes for any information that is required to collect
- g. Custom Fields: up to 5 custom fields are available for collecting additional information (Ex. Warranty Expiration Date)
2. Assets (Property)
- To assign assets to an employee, they must first be included in the list of assets
- Go to Settings > HR Setup > Assets (Property) > Assets (Property)
- This screen lists the specific assets in the company inventory
- Select the 'Add New' button to add an asset to the list
-
Select the asset type from the dropdown menu and click 'Add'
- Enter the asset details and properties
- a. Tag ID: Enter a tag for the item. This can be anything the company uses to track the item such as a code, number, or simply a name
- b. Name: Enter the name of the item
- c. Category: Select from the dropdown, or type in a new category. In this example, Keys is the asset type, but Office Keys, File Cabinet Keys, and Cash Register Keys are categories
- d. Current Status: Select the status of the item. Typically, items being entered will be 'In Service,' meaning they are available to assign to an employee
- e. Description: Optional description of the item
- f. Is Multi-Asset: Checking this box will bring up another field for Quantity. Enter the quantity of these assets that are available to assign
- g. Can Be Assigned to More Than One Account: Check this box if this one specific item can be assigned to more than one employee at a time. For example, two part time employees who share one computer
- h. Properties: Fields for the information selected to be collected for this asset type will appear under Properties. Required fields will be marked with an *
- Once all information has been entered, click 'Save'
- Notes and Documents can be added to the asset by selecting the 'Add Note' or 'Upload Document' buttons
- If child assets were enabled, the 'Add Child Asset' button will be visible
- Once the information has been entered for the child asset, it will be linked to the parent asset Employees who are assigned a parent asset will be assigned any linked child assets automatically
3. Vehicles
- Go to Admin > Company Settings > HR Setup > Assets (Property) > Vehicles
- Select 'Add New'
- Enter the vehicle information
- The Make and Model dropdowns will be blank initially, and will need to be typed in rather than selected. As vehicles are entered, the makes and models will be saved as options in the dropdown list.
- Select 'Save'
- Once the car information has been saved, widgets for insurance, maintenance, notes and supporting documents will appear
- Add insurance information by selecting the 'Add Insurance' button
- Add maintenance information, notes and documents by selecting the ellipsis next to 'Add Insurance'
- Assigning a vehicle to an employee is similar to assigning an asset
- Select the 'Assign to Employee' button
- The Vehicle Assignment widget includes fields for Issue Value $ and Issued Odometer Reading, but is otherwise identical to any other asset
- Assigned Vehicles are viewed in a separate location from other assets
- Go to Team > HR > HR Maintenance > Vehicles to view a list of vehicles assigned to employees
Assigning Assets
Assets can be assigned in one of four ways:
1. From the Asset Screen
- Admin > Company Settings > HR Setup > Assets (Property) > Assets (Property)
- Select the 'Edit' icon for the asset
- Select 'Assign to Employee'
- Select the employee and click 'Assign'
- Enter the Issue Date and Expected Return Date, if applicable. The issue date will default to today’s date, but it can be changed
- Click 'Save'
2. From the Asset Assignment Screen
- Go to Team > HR > HR Maintenance > Assets Assignments
- Select 'Add New'
- Select the Employee and Company Asset to assign
- Enter the Issue Date and Expected Return Date, if applicable. The issue date will default to today’s date, but it can be changed
- Click 'Save'
3. From the Employee’s Profile
- Go to Team > My Team > Employee Information
- Select the 'Employee Information' icon for the employee
- On the employee’s HR tab, select 'Add' from the Assigned Assets widget
- Select the Company Asset to assign to the employee
- Enter the Issue Date and Expected Return Date, if applicable. The issue date will default to today’s date, but it can be changed
- Click 'Save'
4. From an import
- Go to Admin > Company Settings > Imports > Overview
- Select the Asset Assignments import template
- Complete, at minimum, the Employee ID, Assignment Type (which should be “Company”), Asset Type and Asset Tag ID
Please Note: Assets assigned this way must have already been created in the system.
Managing Assets
- Go to Team > HR > HR Maintenance > Assets Assignments
- Select the 'Edit' icon for the asset
- Select the 'Return Asset' or 'Mark as Lost/Destroyed' button to change the status of the asset
- Enter the return (or lost/damaged) date and comments, and change the asset status, if needed
- Child Assets will update along with the parent asset
Tracking Assets Upon Termination
- Go to Settings > Global Setup > Company Setup > HR Tab
- Check the 'Asset Removal' box in the 'Termination Details' widget
- This will notify you upon terminating an employee, if the employee has an asset that needs to be returned
- Assets can also be added to an HR action for termination
Additional Resources
UKG California Pay Data Reporting
Certification and Training, Education, and Credentials Guide