Add a Job

When the Add button at the bottom of the Edit Employee > Jobs tab is clicked, the Add New Job window opens.

Fields marked with an asterisk (*) are required to save the record. The other fields are not required to save the record, but may be required for reporting purposes. They may be completed later if the information isn't available at the moment.

Note: You can always add a new job — including a supplemental job — to an active employee record.

Add a job

1. Select a *Job Name from the drop-down list.

   • This field can be changed until the job has been approved.

   • Values available in the list are defined in Master Position Management.

   • Once the job is selected, the following fields default to the settings created for the job in Master Position Management. They may be edited as needed until the job has been approved.

   • • *Type: Salary, Hourly or Daily

     • *Job Dates: The begin date must fall within the current accounting cycle.
       The end date can be edited as needed to create a job that spans fiscal years. The accounting cycle for the following year does not have to exist to create these jobs.

     • *FTE: Full-time equivalency. If multiple accounts are used for this job, the FTE amount will also be broken down across the account codes using the same percentages as the salary breakdown for reporting purposes. FTE is significant for FTE Benefit type deductions. An entry of zero (0) is recommended for addenda such as bonuses, career ladder, etc.

     • Hours Per Day: If the default needs to be edited, enter an integer value greater than zero and less than 24. This number does not affect the gross salary amount for Salary job types, but it is required.

     • Work Days: If the default needs to be edited, enter an integer value greater than zero and less than or equal to 365.

     • • For Salary jobs, this field defaults to the number of contract days calculated for the job in Human Resources Configuration and represents the number of days the selected employee is obligated to work per fiscal year.

       • The amount in the field defaults to the span between the Begin and End dates associated with the job and is recalculated if you change the End Date.

2. Select a Designation from the drop-down if it applies to this job. The designation will be printed on the paycheck if the option has been setup in Payroll Configuration. This field is most commonly used with jobs such as Coach, where the Designation could be Soccer or Football. This field is available only if your Employee Management Administrator set it up.

3. If used, enter Salary information.

   • If you are using salary schedules, click here for instructions.

   • If you are not using salary schedules, click here for instructions.

4. Complete the state-specific Custom fields as needed.

5. Contract fields: Complete these fields if you print contracts from the system.

   • Contract: Select from the drop-down list.

   • Contract Date: Enter in MMDDYY format, or click the to select a date from the calendar. This field will be available to print on the employee contract.

   • Approval Date: Enter in MMDDYY format, or click the to select a date from the calendar. This field will be available to print on the employee contract.

6. (Optional) Enter text in the Comments box. This text will be printed on the paycheck if the option has been setup in Payroll Configuration.

7. Complete any required state-specific Custom fields.

8. Click Save.

   • If the job is hourly and the hourly rate for the job is less than the minimum wage, you will be asked if you wish to ignore the difference.

   • • If you answer No, you'll be returned to the Add New Job window. Change the hourly rate, and click Save again.

     • If you answer Yes, you'll be taken to the Accounts tab.

   • If minimum wage is not an issue, you'll be taken to the Accounts tab.

The Edit Job window opens, and the Salary, Cycle Work Days, and Cycle Salary are displayed based on the salary information entered. The Salary field represents the total amount of compensation for this job. Note: Jobs that span fiscal years will show different amounts in the Work Days/Cycle Work Days fields and the Salary/Cycle Salary fields after the job record has been saved.

Click here for instructions on completing the Accounts tab.

Return to Edit an Employee