Add a Job — Employee Jobs window

You can always add a new job — including a supplemental job — to an active employee record.

Fields marked with an asterisk (*) are required to save the record. The other fields are not required to save the record, but may be required for reporting purposes. They may be completed later if the information isn't available at the moment.

Available jobs (Job Name field) are defined in Master Position Management.

Add a job

1. Select Employee Jobs from the Human Resources menu, and that window opens. Note: If you want to use the system settings to view this window, select either System: Employee Jobs - Approved Jobs by Employee or System: Employee Jobs - Approved Jobs by Job Title from the gear menu in the upper right corner of the grid.

2. Click Add, and the Add Employee Job popup opens.

3. Complete the job fields as described.

   • *Employee: Select from the drop-down list.

   • *Job Name: Select from the drop-down list. Note: This field can be changed until the job has been approved.
     Once the job is selected, the job type, job dates, and FTE fields default to the settings created for the job in Master Position Management. They may be edited as needed until the job has been approved.

   • Designation: Select from the drop-down list if it applies to this job. Values in this list come from the master position. The designation will be printed on the paycheck if that option has been setup in Payroll Configuration. This field is most commonly used with jobs like Coach, where the Designation could be something like Soccer or Football.

   • *Job Type: Edit if necessary. Options are salary, hourly and daily.

   • Primary: If this job is marked as the primary job, its approval may be subject to validation of the following HR configuration values: Allow primary job with FTE above zero only and Do not allow the total FTE of all primary jobs to exceed 1.0.

   • *Job Begin & End Dates: Edit if necessary. The begin date must fall within the current accounting cycle.
     The end date can be edited as needed to create a job that spans fiscal years. The accounting cycle for the following year does not have to exist to create jobs that span fiscal years.

   • *FTE: Full-time equivalency; edit if necessary. If multiple accounts are used for this job, the FTE amount will also be broken down across the account codes using the same percentages as the salary breakdown for reporting purposes. FTE is significant for FTE benefit type deductions. An entry of zero (0) is recommended for addenda such as bonuses, career ladder, etc.

4. Complete the pay fields as described.

   • If using salary schedules:

   • • Salary Schedule Name: Select from the drop-down. Once the schedule is chosen, the Grade drop-down will be populated.

     • Salary Schedule Grade: Select from the drop-down. Once the grade is chosen, the Step drop-down will be populated.

     • Salary Schedule Step: Select from the drop-down. Once the step is chosen, the Salary field is completed from the salary schedule and represents the total amount of compensation for this job.
       Note: Once you've selected the salary schedule, grade, and step, the Salary field becomes read only.

   • If not using salary schedules:

   • • Rate: Enter the dollar amount paid per hour for hourly jobs OR the dollar amount paid per day for daily jobs. Not applicable or editable for salary jobs.

   1. • *Hours Per Day: Defaults based on the master position, but may be edited. Note: This field is required to save the record — for minimum wage considerations — but it isn't used to figure the compensation for salary and daily jobs.

      • Work Days: Defaults based on the master position, but may be edited, especially if the job spans fiscal years.

      • Salary:

      • Edit the default as needed for salary jobs. If the salary job spans fiscal years, enter the total salary for the length of the contract.

      • The field is read-only for daily & hourly jobs. The system calculates the salary using the following formulas: Hourly Rate * Hours/Day * Work Days for hourly jobs and Hourly Rate * Work Days for daily jobs.

5. Contract fields: Complete these fields if you print contracts from the system.

   • Contract Status: Select from the drop-down list. The values in this list are designated in HR Configuration.

   • Contract Date: Enter in MMDDYY format, or click the to select a date from the calendar. This field will be available to print on the employee contract.

   • Approved Date: Enter in MMDDYY format, or click the to select a date from the calendar. This field will be available to print on the employee contract.

6. Account Code: Select the expenditure accounts to be encumbered for this compensation and to which the actuals for earnings will be charged using the account code assistant and the account code allocation window. Note: You don't have to enter the account codes at this point, but you must enter them before the job can be approved.

7. Comment: (Optional) Enter text in the box. This text will be printed on the paycheck if the option has been setup in Payroll Configuration.

8. Custom Fields: Complete any required state-specific fields.

9. To save a single job, skip to step 10. To add other jobs for this employee, skip to step 11.

10. Click Save to save this job.

• If you saved a single job and want to approve it individually, click Approve Job. You're asked to confirm the action.

• Click Yes. Note: If you have payroll operator permissions, the payroll fields are displayed once the job is approved.

11. Click Save and Add to save this job and add other jobs for this employee.

12. Repeat steps 3 - 11, until you've finished adding jobs for this employee.

To approve multiple jobs for this employee, continue with Approve a Job.

Return to Employee Jobs Overview

Return to Jobs Overview