Filling Positions

This section discusses how to:

Select an employee.
Assign an employee to a position.
Update employee job details.

Pages Used to Fill Positions

Page Name	Definition Name	Navigation	Usage
Position Data - Fill Position	BP_FILL_POSITION	From the Position dropdown list box in the Action menu on the Position Overview page, select `Fill,` and then click Go.	Select an employee to assign to a position.
Position Data - Employee Job History	BP_EMPL_HISTORY	Click the Empl Rec# link on the Position Data - Fill Position page. Click the Add New/Concurrent Job link on the Position Data - Fill Position page.	Enter an effective date and the position to create the employee record. View the total position costs for an employee. These costs are categorized by salary, earnings, benefits, and taxes.
Position Data - Employee Job Detail	BP_JOB_DTL	Click the Job Detail link on the Position Data - Employee Job History page.	View and update the job history detail for a employee. Access salary, earnings, benefits, taxes, and job history for an employee.

Position Data - Fill Position Page

Use the Position Data - Fill Position page (BP_FILL_POSITION) to select an employee to assign to a position.

Navigation

From the Position dropdown list box in the Action menu on the Position Overview page, select Fill, and then click Go.

Image: Position Data - Fill Position page

This example illustrates the fields and controls on the Position Data - Fill Position page. You can find definitions for the fields and controls later on this page.

Employee ID

Enter the employee ID to assign to a position. The Employee Job grid will display any current position data and employee record numbers associated with that employee.

If the system cannot locate any positions or employee record numbers associated with the selected employee ID, the list is empty.

Note: When employee job data exists for the employee, you may access that information in step 2. Click the Position Data number link to access the Position Data page that the employee is assigned. Click the Empl Rec# link to access the Position Data - Employee Job History page.

Add New/Concurrent Job

Click the link to access the Position Data - Employee Job History page and assign an effective date and position number to the employee to automatically generate their new employee record number.

Position Data - Employee Job History Page

Use the Position Data - Employee Job History page (BP_EMPL_HISTORY) to enter an effective date and the position to create the employee record.

View the total position costs for an employee. These costs are categorized by salary, earnings, benefits, and taxes.

Navigation

Click the Empl Rec# link on the Position Data - Fill Position page.
Click the Add New/Concurrent Job link on the Position Data - Fill Position page.

Image: Position Data - Employee Job History page

This example illustrates the fields and controls on the Position Data - Employee Job History page. You can find definitions for the fields and controls later on this page.

The information in the Job History grid is associated with the selected employee ID and employee record number.

General

Effective Date

Enter the date in which the position is to be active for the employee. Expenses for the employee's position begin on the date entered.

Position

Enter a value to assign the employee to a position, which adds them to the new position.

The system populates default compensation and distributions for the employee based on the job code associated with the selected position. You can override the job code using the Position Data - Employee Job Detail page. You can also change the distributions for the employee using the distribution pages.

If you add a new, effective-dated row for an employee position and use the same job code, the system uses the data from the previous row to populate the distributions for the employee.

Position Data

Click the position name link under this column to view incumbent employees and modify attributes that are assigned to a position.

Details

Salary

Displays the total base salary amount for the employee as defined by the salary plan, grade, and step. Click the amount link to access the Position Data - Salary Distribution page.

Subject Earnings

Displays the total cost of earnings that are associated with the employee.

These earnings costs are in addition to the base salary and are considered part of gross pay. Click the amount link to access the Position Data - Earnings/Allowance page.

Gross Pay

Displays the sum of the salary and subject earnings.

Allowance

Displays the total cost of earnings associated with the employee but not defined as part of gross pay.

These earnings costs are exempt from tax and benefit calculations. Click the amount link to access the Position Data - Earnings/Allowance page.

Benefits

Displays the total cost of benefit plan types that are associated with the employee. Click the amount link to access the Position Data - Benefits Plan page.

Tax

Displays the total cost of employer paid taxes that are associated with the employee. Click the amount link to access the Position Data - Tax Rate page.

OTP (one-time pay)

Displays a value representing payments that occur once on the effective date and are not annualized like salary, benefits, earnings, and tax costs. Click the amount link to access the Position Data - Earnings/Allowance page.

Currency

Displays the default currency for the employee position costs.

Job Detail

Click the link to access the Position Data - Employee Job Detail page.

FTE (full-time equivalent)

Displays the FTE applied to the employee record number and sequence for the effective date.

The FTE default for the position is 1.00, except when less than 1.00 FTE is available. If the position that you select has less than 1.00 FTE available, the system uses the available FTE amount as the default. This FTE value appears on the Detail tab and Position Data - Employee Job Detail page. If no FTEs are available for the position, the system displays a warning message indicating that the position could exceed the maximum FTE if filled. Change the FTE for the employee who is assigned to the position using the Position Data - Employee Job Detail page. Change the total default FTE for a position using the Position Data page.

Note: If you assign an employee to a position for which the unfilled FTE portion is greater than 0 but less than 1.0, the system assigns the available portion to the employee FTE and salary. If you exceed the maximum FTEs for the position, the system displays a warning message.

Position Data - Employee Job Detail Page

Use the Position Data - Employee Job Detail page (BP_JOB_DTL) to view and update the job history detail for a employee.

Access salary, earnings, benefits, taxes, and job history for an employee.

Navigation

Click the Job Detail link on the Position Data - Employee Job History page.

Image: Position Data - Employee Job Detail page

This example illustrates the fields and controls on the Position Data - Employee Job Detail page. You can find definitions for the fields and controls later on this page.

Action/Reason

Select the reason for the modification. All codes are for informational purposes, except the terminate action, which will discontinue using the job record and pick up the position default instead.

Job Code

Enter the job code associated with the existing employee. The default comes from the job code located on the Position Data - Employee Job History page. When a position is not filled, the job code default for a position is initially defined on the Position Data page.

The system updates the compensation and distribution defaults based on the job code defaults if you change the job code for an existing employee.

Standard Hours

Displays the hours calculated based on the employee history from human resources.

FTE (full-time equivalent)

Displays the FTE calculated based on employee history from human resources. If the coordinator does not select Salary Override Allowed for the job code defaults and you modify the FTE, the system automatically updates the salary amount for the employee, based on the salary plan, grade, and step defaults. Click Apply FTE to update the salary based on your FTE change.

Sal Plan (salary plan), Grade, and Step

Displays the salary data defaults from the Position Data page and is associated with the job code. If the Amount Override Allowed option is selected for the salary group on the Salary Group page, you can modify the salary plan.

Note: The currency code associated with the salary and related compensation expenses for the position cannot be changed during the edit position budgeting process.

You can also access additional pages for salary, earnings, allowances, benefits, and job history using the links at the top of the page.