What This Process Does
- Used to Add a Position to a Job to ensure the Position as well as the Expense are reflected appropriately in the Payroll.
- Once Positions and Position Accounts have been Added; when an Employee is Added through the Add Personnel Process, the setup at the Position Level will Default when adding the Job through Hire Employee.
- Vacancies for the Position can be Uploaded through the Open Self Serve Recruitment Module
- All Leave Requests submitted through Open Self Serve → Employee Self Service Leave will be emailed to the Supervisor for the Position.
Best Practices
- It is recommended that Positions be set up for each type of Job in the Organization in order to accurately Track the specifications for each Position (Ex: Work Location and Expenditure Account Codes) and the Employees working in those Positions.
- Accurately populating the information requested on each Position ID will provide consistency with your setup, enable better reporting capabilities, and avoid problems resulting from lack of information or inaccurate information.
Requirements
- Add Position is located in the Position Tracking Module which is available to Enterprise Clients ONLY. (A lessor version of Add Positions is available for Non-Enterprise Clients through Payroll → Setup → Job Positions → Create Positions)
- Positions define Jobs based on characteristics that apply to ALL Employees in that Position (Location, Class, EEO Code, WC Code, Deduction Cass, Account Codes, etc).
Add Position Identification (ID)
- HR → Position Tracking → Add Tab → Position
- Add Position Window will open automatically
FIELDS | Opt. | Rec. | Req. | Description |
| Position ID | — | — | ♦ | Enter a Unique Name for the Position (REVIEW EXISTING Positions for Reference/Consistency with Setup) |
| Description | — | — | ♦ | Enter a Description for the Position |
| Active | — | — | ♦ | Select to make the Position Active |
| Addenda | ♦ | — | — | Select to Link to Another Position (Ex: An Employee has this Position and also holds another Position that should be LINKED. Select Addenda and Add the LINKED Position AFTER Saving.) |
| FLSA Exempt | ♦ | — | — | Select to make the Position FLSA Exempt (Informational ONLY) |
| Substitute When Absent | — | — | ♦ | Select to Allow a Substitute for Absences (Substitute Account Image MUST be Added AFTER the Position ID is Saved through the Position Master or Substitute Management) |
| Summer Employment | ♦ | — | — | Select to make the Position for Summer Employment ONLY |
| Report CPI | ♦ | — | — | Select to Include CPI Report Data for the Position |
| Leave Allowed | — | — | ♦ | Select IF the Position is Eligible for Leave |
| Identifiers Tab | ||||
FIELDS | Opt. | Rec. | Req. | Description |
| Primary Function | — | ♦ | — | Load the Desired Primary Function |
| Location Identification | — | — | ♦ | Load the Desired Location ID (Selecting Use Job Location Defaults to Work Location in the Employee's Job Master) |
| Class Identification | — | ♦ | — | Load the Desired Class ID |
| Category Identification | — | — | ♦ | Load the Desired Category ID (Groups Positions) |
| Gross Identification | — | — | ♦ | Load the Desired Gross ID Most Likely to be Assigned (Categorizes Employee's Payment Method - Including Contract Days, Hours per Day, Number of Pays, Deductions, etc – Can be Changed at the Job Level) |
| Deduction Class Identification | — | — | ♦ | Load the Desired Deduction Class ID (Assigns a Group of Deductions to a Class of Employees & used for Creating Vacancy Deductions in the Budget Prep Payroll Module) |
| Field Code | ♦ | — | — | Advanced Setup...Load the Desired Field Code (Dependent on State - Assigned to Certifications or Endorsements) |
| Negotiating Group Identification | ♦ | — | — | Load the Desired Negotiating Group ID (Groups Positions - Ex: Unions) |
| Service Area Identification | ♦ | — | — | Load the Desired Service Area ID (Groups Positions) |
| VRS Job | — | — | ♦ | Load the Desired VRS Job (REQUIRED for Virginia Organizations) |
| Supervisor Identification | ♦ | — | — | Load the Desired Supervisor Area ID |
| Workers' Compensation Code | — | — | ♦ | Load the Desired Workers' Comp Code |
| EEO Class Code | — | — | ♦ | Load the Desired EEO Class Code |
| Add | ♦ | — | — | Choose to Add Vacancy, Criteria, Responsibilities, and Addenda in the Dropdown |
| Build Position Accounts | — | — | ♦ | See Add/Build Position Accounts (Position info MUST be Completed and Saved PRIOR to Adding/Building the Account) |
| Comments Tab | ||||
FIELDS | Opt. | Rec. | Req. | Description |
| Comments | — | ♦ | — | Enter Comments and/or a Detailed Description of the Position (optional) |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||