Jobs Management Guide - New UI

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 HR Jobs Pros and Cons

Pros

  • Allows tracking of Job Change history with effective dates and reason codes.
  • Allows for defaults for Standard Work Day, Employee Type, EEO Class, Union, Pay Grade, Pay Type, Workers Comp Code, and Competencies to auto-populate based on the Job assigned.  Defaults can be overridden on the employee level.

Cons

  • When changing an employee’s job, the employee profile will be updated with the defaults for that job, regardless of whether they were overridden previously.  Users run the risk of errors if they do not go back and update any exceptions to the defaults after a job change.

 

Creating HR Jobs

  • Go to Admin > Company Settings > HR Setup > Jobs
  • *If importing:
    • Each Override field must have ‘Y’ to allow the override at employee level. (i.e. ‘Employee Type’ needs to have the ‘Employee Type Override’ field set to ‘Y’)
    • If Multi-EIN, enter applicable EIN Tax IDs for each job.
  • Select  
  • Enter all information for the job
    • a. Category: Enter an optional category for the job.  This field will be blank initially, but as categories are added, they will be available to select from the dropdown when creating future jobs.
    • b. Name: Enter the job title
    • c. Abbreviation: Enter an optional abbreviation for reporting purposes
    • d. Description: Enter an optional brief description of the job
    • e. Job Description: Allows for a longer and more extensive job description, with full editing capabilities.  If utilizing Job Requisitions, the job description entered here will populate the Job Description field on the requisition.
    • f. External ID: Enter an optional external code for the job
    • g. Payroll Code: Enter an optional payroll code for the job
    • h. Visible: Select this box to allow this job to be viewed and selected.
    • i. Display on Applicant Tracking: Select this box to display the job information within applicant tracking.
    • j. Applicant Tracking Only: Select this box to display the job information only in applicant tracking
    • k. Standard Work Day: Define the standard work day (number of hours) for the job
    • l. Employee Type: Select the default employee type for the job
    • m. EEO Classification: Select the default EEO Classification for the job
    • n. Union: Allows you to associate a Union with the job
    • o. Pay Grade: Select the default Pay Grade for the job, if pay grades are defined for your company
    • p. Pay Type: Select the default pay type (Hourly, Salaried, etc.) for the job
    • q. Allow Override At Employee Level: Select these boxes to allow for overrides if the employee’s settings differ from the defaults.  It is recommended that you select all of these boxes for all jobs, as this feature cannot be updated after the job has been created and assigned to an employee.
  • Enter the default Workers Comp code in the Workers Comp Code Types widget 
  • Information based on external salary surveys can be entered by selecting  
  • Competencies required for the job can be added by selecting , then
    • Competencies can be added to the selection list under Company Settings > HR Setup > Performance Review > Competencies
    • Weights can be added to the competencies, or they can be evenly weighted by selecting the checkbox.  If different weights are entered for each competency, they must add up to 100, or the job will not save.
  • Once the job has been fully configured, select
  • If this is a multi EIN account, after selecting save the system will warn you to apply this Job to an EIN, select ‘OK’
  • Under the Company EINs widget, select the button ‘Add Company EIN’ and choose the appropriate EINs from the list

Job Change Reason Codes

When assigning HR jobs to employees, the system will request a reason for the change.  Reason codes must be configured prior to assigning HR jobs.

  • Go to Admin > Company Settings > HR Setup > Job Change Reason Codes
    • Select
    • Select a reason type from the dropdown list
    • Enter a name for the job change reason code
    • Select

 

Assigning HR Jobs to Employees

  • Jobs can be assigned to employees in the Pay Information widget on the employee’s Main tab.
    • Team > My Team > Employee Information
    • NOTE: Assigning an HR Job to a current employee will override the employee’s settings for Standard Work Day, Employee Type, EEO Class, Union, Pay Grade, Pay Type, Workers Comp Code, and Competencies.  Be sure to take note of any settings that differ from the defaults prior to assigning the job, so that these settings can be reapplied after assignment.
  • Select the  icon for Default Job
  • Select a reason code from the dropdown list
  • Select the icon for the job you want to assign, or select if the job has not already been created.
  • Enter any necessary overrides to the default settings for that employee, and click