Best Practice


  • It is recommended that you first add and save the job, and then select the job, and click Add Job Accounts to add the account to the saved job.


Add a New Job


  1. Payroll → Query → Personnel Demographics
  2. Range on Personnel ID, and select employee.
  3. Select Payroll → Jobs
  4. Select the + ("Add") at the bottom of the screen.


FIELDSOpt.Rec.Req.Description
Personnel ID——♦Will populate employee from query
Job Number——♦Usually, enter the next available number; if using Substitute Management, it should be 90 or higher
Start Date——♦Enter start date of the job
Leave Start♦——Not required unless used in custom expression
Ending Date♦——Leave blank when adding a new job; populate when inactivating a job
Longevity——♦System generated; calculates from job start and ending date
Opt. = Optional  Rec. = Recommended  Req. = Required


Definition Tab


FIELDSOpt.Rec.Req.Description
Position ID——♦Browse for desired Position
Gross ID——♦Browse for desired Gross ID
Active Job——♦Select to activate job
*Position Accounts——♦To view the account set up on the Position; account required when Job Accounts are not in use
Job Accounts——♦Select when not using Position Accounts; always select for Substitutes (After Job is Added, See Build Job Accounts for non-subs or if not Enterprise)
*Block Rate Accounts♦——If selected, will block any rate image set up
Job Deduction Accounts♦——Select only if employer-paid deductions need to be expensed to a different account (normally they follow the job)
Leave Allowed♦——Required if leave will be associated with this job
*Substitute when Absent♦——Select if job normally would have Substitutes when employee is absent
*Managed Position♦——Advanced feature controlled by GSV settings and on Position
Working in Field♦——Indicates if employee is certified for the particular job (required for GA reporting)
**Grade♦——Dependent on Gross ID settings and works with matrix (salary scale)
**Step/Yrs♦——Dependent on Gross ID settings and works with matrix (salary scale)
**Step Alpha♦——Dependent on Gross ID settings and works with matrix (salary scale)
FYE—♦—Used in conjunction with Position Tracking to track Full Time Equivalency (FTE) per job
Pay Location——♦Populates from Demographics
Job Description♦——Enter a more detailed description
Work Location——♦Populates from the Position if GSV set to maintain location on Position; otherwise enter location
Pay Group——♦Select the group to which the job should be included for payment
Contract Month—♦—Not required unless needed in reports or custom expression
Contract Days—♦—Not required unless needed in reports or custom expression (could be used for Leave Dock)
Default Units♦——Used for hourly or daily paid jobs - ability to set number of units at the job or rate to be included in the select payroll
Start Time♦——Advanced feature
End Time♦——Advanced feature
Hours Per Day—♦—Not required unless needed in reports or custom expression
Contract Hours——♦Required for NY customers for retirement reporting (optional for other states)
*Supplement 01-05♦——Advanced feature set by GSV settings and using matrix
Contract Status♦——Select appropriate contract status
Remarks♦——Enter desired remarks
Opt. = Optional  Rec. = Recommended  Req. = Required


Pay Amounts Tab


FIELDSOpt.Rec.Req.Description
*Display Amount Type——♦Browse for desired Position
*Advance♦——Browse for desired Gross ID
**Misc Salary——♦Select to activate job
**Unit Rate——♦To view the account set up on the Position; account required when Job Accounts are not in use
**Overtime♦——Select when not using Position Accounts; always select for Substitutes (After Job is Added, See Build Job Accounts for non-subs or if not Enterprise)
*Extra Service♦——If selected, will block any rate image set up
Life Insurance Salary——♦Select only if employer-paid deductions need to be expensed to a different account (normally they follow the job)
Retirement Salary——♦Required if leave will be associated with this job
*Pay Balance of Contract♦——Select if job normally would have Substitutes when employee is absent
*Pay Retroactively♦——Advanced feature controlled by GSV settings and on Position
*Fiscal Year♦——Indicates if employee is certified for the particular job (required for GA reporting)
Calendar Year♦——Dependent on Gross ID settings and works with matrix (salary scale)
Opt. = Optional  Rec. = Recommended  Req. = Required


Build Job Accounts


  • Once job is saved, select that job, then Ad Job Accounts.


FIELDSOpt.Rec.Req.Description
Personnel ID——♦Defaults from Job
Job Number——♦Defaults from Job
Position ID——♦Defaults from Job Number
Job Location——♦Defaults from Job Number
Gross ID——♦Defaults from Job Number
Pay Group——♦Defaults from Job Number
Account Code——♦Click on Load Account Code to select appropriate account
Debit Code——♦Defaults from Account
Credit Code——♦Defaults from Account
*Encumbrance Code♦——Used only if encumbering payroll
*Reserve Code♦——Used only if encumbering payroll
Payable Code——♦Defaults from Account
Cash Code——♦Defaults from Account
*Due From Code♦——Used only if using clearing fund
Prorate♦——Select if job expense will be divided between multiple accounts
Proration Percentage♦——Enter the percentage of the proration for the account (ex: 50% should be entered as 50); NOTE: Proration should be set up on the first account(s); The last account will not be set up to prorate
Amount♦——Leave as zero
Opt. = Optional  Rec. = Recommended  Req. = Required


  • - *Indicates Enterprise Only
  • - **May vary with use of salary scales/matrix

Information on Job Master Start and End Date

  • If there is no Start Date on the job master the job will not be selected in the Jobs in Mass process
  • If the Pay Date is less than the Start Date of the Job, the job will not be selected in the Jobs in Mass process
  • If there is no End Date on the Job Master, the job will be selected in the Jobs in Mass process
  • If the Pay Date is greater than the End Date on the Job Master, the job will not be selected in the Jobs in Mass process