Best Practice

  • It is recommended for customers who have the Position Tracking module to use Position Accounts versus Job Accounts for maintaining all job expenses.


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——♦Only select for Substitutes or to override Position Accounts
*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)
FTE—♦—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


Termination Tab

FIELDSOpt.Rec.Req.Description
*Termination Code—♦—Created in Position Tracking, Vacancy Status (Term Code)
*Vacancy ID—♦—Unique ID associated with the vacancy in Position Tracking
*Terminate At Ending Date—♦—Set to use automated termination process
*Terminate Employee—♦—Access to run automated termination process
*Verified—♦—Set when automated process run
*Reason for Leaving—♦—Indicate reason employee left this job
Opt. = Optional  Rec. = Recommended  Req. = Required



  • - *Indicates Enterprise Only or Add-on Software Bundle
  • - **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