Best Practice
- Quick Method - Access the Hire Employee process for new employees by clicking the Hire Employee button on the Add Personnel Demographics Screen after saving the new hire's demographic record; this is the quickest way to add jobs to a new employee. If you do not take the opportunity to add jobs as part of the Add Personnel process, jobs can be added later by using any of the paths listed below:
- HR → Personnel → Personnel Demographics → Payroll → Jobs → Add (+)
- HR → Personnel → Add (+) [in task list] → Job
- HR → Payroll → Query → Job Masters → Add (+)
- HR → Position Tracking → Add Tab → Hire Employee (This process should be used to add new sub jobs if customer uses AESOP)
Hire Employee
- Ideal path: HR → Personnel → Add Personnel → Save → Hire Employee
- Populate all required fields, as well as optional fields as desired
- Note that not all customers will have all fields described
- Job Numbers: This process automatically numbers jobs beginning with Job Number 1 for a new employee, the next available job number for an existing employee, or the number specifically designated for a substitute job
Position Info Tab
| FIELDS | Opt. | Rec. | Req. | Description |
| Position ID | — | — | ♦ | Click Load to search for the applicable Position for this job; Position choices pull from Payroll → Setup → Jobs Positions → Position Masters, or Position Tracking → Positions |
| Position Category | ♦ | — | — | Once the Position ID is selected, the Category ID that is assigned to that Position in Position Tracking will populate in this field automatically |
| Field Code | ♦ | — | — | Once the Position ID is selected, the Field Code that is assigned to that Position in Position Tracking will populate automatically |
| Vacancy ID | ♦ | — | — | Click Load to search for the Vacancy ID associated with this position; Vacancy ID options pull from Position Tracking → Vacancy → Vacancies |
| FTE | ♦ | — | — | Enter the Full-Time Equivalent for this job; if the employee works full-time at this job, then the FTE = 1.0; if the employee works 20 hours per week (1/2 of full-time hours) at this job, then the FTE = 0.5; other FTE amounts may apply as appropriate |
| Vacant Status | ♦ | — | — | Once the Vacancy ID is selected, the Vacant Status assigned to that Vacancy in Position Tracking will populate automatically |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
Employee and Job Information Tab
| FIELDS | Opt. | Rec. | Req. | Description |
| Personnel ID | — | — | ♦ | This field populates based on the ID entered in Add Personnel; if the Hire Employee screen was accessed outside the Add Personnel process, then the employee's Personnel ID would need to be selected from the Load list |
| Gross ID | — | — | ♦ | Defaults from Position ID; if not correct for this employee's job, click Load to search for the applicable Gross ID; this field is extremely important, as it tells the system which deductions to compute on the job |
| Hire Date | — | ♦ | — | This populates based on the Hire Date entered in Add Personnel |
| Job Start Date | ♦ | — | — | Date employee started/will start this job |
| Grade | ♦ | — | — | Required if used for Matrix Lookup |
| Step | ♦ | — | — | Required if used for Matrix Lookup |
| Step Alpha | ♦ | — | — | Required if used for Matrix Lookup |
| Contract Months | — | ♦ | — | Number of months per year the employee works, as per his/her contract |
| Contract Days | — | ♦ | — | Number of days per year the employee works, as per his/her contract |
| Number of Pays | — | — | ♦ | Number of times the job is paid per year (monthly = 12, semi-monthly = 24, etc.); this field is extremely important because it determines: (a) the annualization of taxes, and (b) the salary that will be paid each payroll for this job (the Misc Salary, entered on the Misc Pay Amounts tab, is divided by the Number of Pays); * For Enterprise customers, this is normally maintained on the Gross ID |
| Hours Per Day | ♦ | — | — | Number of hours per day the employee works |
| Start Time | ♦ | — | — | Time of day the employee starts this job |
| End Time | ♦ | — | — | Time of day the employee ends this job |
| Default Units | ♦ | — | — | Standard number of hours/units worked by the employee at this job; if a number is entered into this field, it will populate in payroll, saving keying time each payroll; additional setup is required to make this field available/operational |
| Contract Status | ♦ | — | — | Designate the type of contract the employee would receive: Probationary or Tenured/Continuing Contract |
| Working in Field | ♦ | — | — | Mark as true to track that the employee is working in his/her field of study in this job; required for GA Schools |
| Pay Group | — | — | ♦ | Click Load to search for the applicable Pay Group for this job; Pay Group options pull from Payroll → Setup → Pay Groups |
| Job Description | — | ♦ | — | Description of this job that is more specific than the Position ID; based on a Payroll GSV, this can print on employees' pay stubs instead of the Position ID/Description (the first 15 characters will appear on the pay stub) |
| Remarks | — | ♦ | — | Some customers use this field to store additional notes/comments about this job, while others store job account codes here so that they can appear as a reference in the Job Masters and in a column that displays in Select Payroll |
| Substitute | ♦ | — | — | Mark as true to track that this is a sub job; the Use Job Accounts field is automatically flagged |
| Substitute Job Number | ♦ | — | — | Defaults when Substitute field is marked as true; can be manually overridden to assign a different job number |
| Work Location | ♦ | — | — | Click Load to search for the location at which the employee works this job; Location options pull from Payroll (or Position Tracking) → Setup → Locations; field not available when location is maintained on the Position ID |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
EEO Job Functions Tab
| FIELDS | Opt. | Rec. | Req. | Description |
| Job Group Code | — | ♦ | — | Click Load to search for the Job Group Code that applies to this job; Job Group Code choices pull from Position Tracking → Setup → EEO → EEO Job Group Codes |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
Misc Pay Amounts Tab
| FIELDS | Opt. | Rec. | Req. | Description |
| Misc Salary Amount | — | ♦ | — | This field will be available if a salaried Gross ID is selected on the Employee and Job Information Tab and the field is not blocked on the Gross ID (* such as when a matrix is in use); enter the job's annual salary, which will divide by the Number of Pays to determine the amount to populate in payroll for this job |
| Misc Unit Amount | — | ♦ | — | This field will be available if an hourly or daily Gross ID is selected on the Employee and Job Information Tab (* unless the rate amount is set on the Gross Rate); enter the hourly/daily rate for this job, which will populate in payroll |
| Calculate Overtime Rate | ♦ | — | — | Mark as true to get the system to calculate the job's overtime rate based on (Misc Unit Amount) X (1.5) |
| Misc Overtime Amount | ♦ | — | — | Enter the job's overtime rate, if applicable; will populate automatically if the Calculate Overtime Rate is marked as true |
| Extra Service Amount | ♦ | — | — | Enter if applicable |
| Advance Amount | ♦ | — | — | Enter if applicable |
| Life Insurance Salary | ♦ | — | — | Salary amount considered for VRS optional life insurance calculations (VA) or State Health Benefit plan (GA) |
| Retirement Salary | ♦ | — | — | Salary amount considered in retirement calculations; based on GSVs and Deduction Description Compute Type |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
Supplements Tab
| FIELDS | Opt. | Rec. | Req. | Description |
| *01 | ♦ | — | — | Click Load to search for the applicable supplement, which pulls from Position Tracking → Setup → Position Supplement Codes; works in connection with Rate Masters and Supplement matrix |
| *02 | ♦ | — | — | Same as above |
| *03 | ♦ | — | — | Same as above |
| *04 | ♦ | — | — | Same as above |
| *05 | ♦ | — | — | Same as above |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
Bottom of Screen
| FIELDS | Opt. | Rec. | Req. | Description |
| Substitute when Absent | — | ♦ | — | Defaults from Position Master |
| Leave Allowed | — | — | ♦ | Defaults from Position Master; if not defaulted, but this job should have leave associated with it, set to true |
| Leave Eligibility Date | ♦ | — | — | For reference only; unless part of custom setup |
| Use Job Accounts | — | — | ♦ | This boolean must be flagged by customers set up to use Job Accounts instead of Position Accounts; for customers set up to use Position Accounts, it should only be flagged on Substitute jobs |
| Build Job Accounts | — | ♦ | — | Access this button after saving the job; this is how to add Job Accounts to jobs that do not use Position Accounts |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
- Click Save
- If an Invalid Key Values box appears, click Continue, and populate the required field(s) referenced. If a red “Save Error” box appears, click Cancel, and populate the required field(s) referenced. If a yellow Save Warning box appears, click Save if you don't want to populate the referenced field(s), or click Cancel if you do want to populate the referenced field(s).
Previous Tab
| FIELDS | Opt. | Rec. | Req. | Description |
| N/A | — | ♦ | — | Once you click Save to save the job, look at the Previous tab to verify that the job has in fact been saved; if you see the job's Position ID in a blue bar at the top of this tab, it means you have clicked Save, and can now click Cancel; if you were to click Save a second time, it would cause the job to be saved twice |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
- Click Build Job Accounts button (only when Position Accounts are not in use)
Tab Build Job Accounts
| FIELDS | Opt. | Rec. | Req. | Description |
| Job Number | — | — | ♦ | Click Load to search for the Job Number, or enter it manually; once you populate Job Number and hit Enter on your keyboard, the job information will populate automatically |
| View/maintain existing account numbers | ♦ | — | — | Select to see previously saved account codes associated with this job; for a new job, no account codes will appear at this point; they will appear once the remaining fields are populated and saved |
| Account Code | — | — | ♦ | Click Load to search for the applicable account code for this job; Account Codes pull from Financial Management; once you populate the Account Code, the other associated codes will populate automatically |
| Prorate | ♦ | — | — | If this job should be expensed to multiple accounts, mark as true; do NOT flag Prorate on the last account code |
| Proration Percentage | ♦ | — | — | If this job should be expensed to multiple accounts, enter the percentage of the expense that should go to this account (for example, enter 50 for 50%); then Save, and repeat the Build Job Accounts process for each additional account to which this job should be expensed; do NOT enter a percentage on the last account code |
| Amount | — | — | — | Do not enter any amount; leave as 0.00 |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
- Click Save and Cancel in the Build Job Accounts window
- Click Cancel in the Hire Employee window
- To add more jobs for this employee, click Hire Employee button, and repeat above process
- Click the Add Standard Deductions button to complete the Add Personnel process