Human Resources Employee Jobs

This screen allows the HR department to make changes to an employee's position for Position Control.

The fields that are modifiable on this screen depends on whether payments have been made to the employee for this position.  If there have been no payments made, the only fields that can't be changed are the Employee ID, Employee Name and Hire Date.  

The screenshot above is of an example that no payments have been made to the employee for the job.  The fields that can be modified are defined below.

The Effective Dates are the dates that this record is active for HR.  In some cases one records will supersede another, and will be effective for a different time period. 

The Position Type drop down is a static list.  Once this is selected, the Job Title drop down re-populates to show the Job Titles that have been associated with the Positition Type.  The Job Titles are maintainted and mandated by HR.  The association is made by HR on the Staffing Budget Areas screen.

The Contract  drop down is a static list.

The Board Date shows when or if The Governing Board has approved a new hire.  The Board Date also shows when the employee has any change in employment, such as moving to a different school, terms, etc.

Number of Months is the number of months the employee is in the job.

Location is the School and Department of the job.

The next section of the screen defines the salary.  The information in this section can be edited or locked using the Salary (uncheck to lock) checkbox.

The Schedule is the salary schedule defined for this job.  Once the Schedule is selected, the Column/Grade, Step and Rate fields will be populated with the options available for the fields based on the Schedule.

The Calendar is a drop down menu of calendars that are defined by the users. Selecting a calendar can be helpful. The calendar will calculate the number of days the employee is working based on the start and stop dates.

The Number of Days is the number of PAID work days between the employees start and stop dates. This number will be calculated for you, when a calendar is selected. You may type over the calculated number, if you wish.

The Start Date is the date the employee/job begins.  The Stop Date is the date the employee/job ends.  These dates are used for Payroll.

The next drop down allows you to determine if the job FTE Per Day, Hours Per Day or Classes Per Day.  Once selected, the decimal box next to it is populated with a default value.

The Rate field is the rate at which this job's salary is calculated.  The Per field is informational and holds they type of rate:  Hour, Year, Day or Season.  The Salary for the job is defined and calculated based on the choices selected.

Longevity is an addition to the employee's rate of pay when the employee has worked a certain number of years with the district.  See case 2190, the 1011CLASSIFIED SALARY SCHED REVISION.doc.  This is only for classified employees, I believe. The Longevity is added to the rate when the salary is computed. If you check the Longevity Only box, then the salary will be based on the Longevity only (not the rate). So they can have a job that is only paying the Longevity, or they can add the Longevity in with an existing job.

Professional Advancement is when an employee takes classes paid by themselves to advance their education. If it is approved by the district, the employee can get a bump in salary for that additional education.  It's usually around $.35/hour for classified, and
$600/year for Certified.  Professional Advancement is added to the Rate to compute the salary.

Prior Experience is the number of years of experience the district is paying for in addition to the regular salary.  If this salary schedule allows Prior Experience, then the number spin box will allow you to change the number of years, and automatically compute the amount.  You may also type in any amount you desire. This amount will be added to the Rate to compute the salary.

The following salary schedules allow for Prior Experience:

• Assistant Principal
• Principal/Program Director
• Associate Superintendent
• Classified Supervisor
• Program Coordinator
• Director
• Psychologist
• Speech and Language Pathologist
• Speech Technician
• Occupational/Physical Therapist
• YETC Term Employee

In the following screen shot, payments have been made and the only fields that are modifiable are below the horizontal line in the middle.  The rest of this data is entered and maintained by the payroll department at this time.

The Calendar is a drop down menu of calendars that are defined by the users.  Selecting a calendar can be helpful, for two reasons.  The calendar will calculate the number of days the employee is working based on the start and stop dates.  Also, the calendar can be used to recalculate the staffing budget FTE, below.

The Number of Days is the number of PAID work days between the employees start and stop dates.  This number will be calculated for you, when a calendar is selected.  You may type over the calculated number, if you wish.

The Staffing Budget FTE is a fiscal year representation of this employee's time in this job.  If the employee worked the whole year, full time, then the Staffing Budget FTE should be 1.0000.  But, if the employee only worked half of the year in a full time position, then the Staffing Budget FTE should be .5000.  Conversely, if the employee worked the full year in a half time position, then the Staffing Budget FTE should also be .5000.

The system will calculate the staffing budget FTE if you click on 'ReCompute'.  If the calendar is selected, it will divide the employee's number of days by the calendar's number of days, and multiply that by the FTE per day.  If no calendar is selected, then it will just copy the FTE per day.

If the job is based on the number of positions as opposed to the FTE, the Staffing Budget FTE needs to be greater than 0.  For example if the job is defined with 2 Positions and the 2 employees are full time, then each employee would need to have their Staffing Budget FTE as 1.  If this is not set, then the job will show that there are vacancies.

The Subject/Area field is a place to define more about this particular employee.  It could be the type of classes a teacher teaches, or denoting 'Special Ed' for a department secretary.  This is a drop down menu, that will list items you've used in the past, or you can type in a new item.

The Active check box denotes whether this employee position is active for Human Resources.  This field does not affect Payroll in any way.