Jobs Overview

At least one payroll cycle must be created with payroll periods and be designated as the default payroll cycle in order for a job to be approved. When you approve a job, employee records are automatically created in the Payroll module. You can assign jobs to employees if you do not have the AptaFund Payroll package but the information will not be used elsewhere in the system and will not create an encumbrance transaction in the general ledger.

Approving a job creates a payroll encumbrance. For salaried jobs, the salary amount is encumbered. For hourly jobs, the amount encumbered is calculated as follows: Rate * Hours/Day * Total Contract Days. For daily jobs, the amount encumbered is calculated as follows: Rate * Total Contract Days.

All payroll expenditure encumbrances are recorded as debits in the transaction. The encumbrance account code is determined by the controlling element designated as the Reserve for Encumbrance balancing account type in the Element Value Maintenance screen. For example, if account code 100-EXPN-1200-113 was entered for a certified salary for an administrator, that account would be debited. The system would find the Encumbrance balancing account element value for fund 100 (ENCR), then credit account 100-ENCR-0000-000 (notice that all other element values are default). For more information about balancing account set-up, see the Adding Balancing Account Element Values or Adding Required Balancing Accounts topics in AptaHelp or refer to the AptaFund Financial Modules User Guide.

Jobs functions are:

• Add a job

• Edit job accounts

• Approve jobs — individual job, multiple jobs for one employee, mass approve jobs for multiple employees

• Edit an employee's jobs

• Copy a job

• Close a job

• Delete a job

• Fill a position

• Vacate a position

See also Jobs Icons & Statuses

Continue to Add a Job

Return to Edit an Employee