Entering Temporary Assignments
These topics provide an overview of and discusses temporary assignments and substantive jobs.
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Page Name |
Definition Name |
Usage |
|---|---|---|
|
JOB_DATA1 |
Enter a temporary assignment (see Entering a Temporary Assignment). |
|
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PER_ORG_INST_ASGN |
Add a partial temporary or additional assignment (see Adding a Partial Temporary Assignment) |
|
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RC_TEMP_ASSGN_UPDT |
Run the temporary assignment termination and substantive job reactivation process. |
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|
RUNCTL_TAS001 |
Run the Temp Assignment w/out End Date report (TAS001). The report lists workers currently on temporary assignment where end dates have not been defined. |
|
|
RUNCTL_TAS002 |
Run the Temp Assignment due to Complete report (TAS002). This report lists workers due to complete temporary assignments within the user specified date range. |
These topics discuss:
Substantive jobs.
Temporary assignments.
Data row impacts.
Additional considerations for temporary assignments and data processing.
Substantive Jobs
The substantive job assignment is the worker's original job, created when the first employment or contingent worker instance was added.
Temporary Assignments
When a worker covers the responsibilities of another job besides the substantive job, the worker works a temporary assignment. Temporary assignment data must be tracked the same way that substantive job data is tracked.
For example, a person hired into a teaching appointment takes this as the substantive job. The person then receives a one month temporary assignment as a department head. The original teaching position is suspended for the duration of the temporary assignment.
It is also possible that the person takes a temporary assignment on a partial basis. The person might retain the substantive teaching position for twenty hours a week while also working the temporary assignment as department head for the other twenty hours. The person cannot work beyond the forty-hour workweek, but any combination of assignments might be entered to fill the forty hours.
Data Row Impacts
The Temporary Assignments feature requires that the system insert data rows at various stages throughout the process. For example, when selecting Temporary Assignment as the action or reason, the system inserts a second data row that puts the substantive job on hold. When a data row has been inserted by the system, the word system appears next to the employment record number (ERN) when viewed later. These data rows show an action or reason of SUB (hold substantive job), RFA (return from temporary assignment), or RTS (return to substantive job).
The substantive job retains its ERN while it is suspended and the temporary assignment is identified by a new ERN. This process enables the system to uniquely identify both job data records and maintain them simultaneously.
Additional Considerations for Temporary Assignments and Data Processing
Review these additional considerations when creating temporary assignments:
When position data changes, the system updates position data for all workers in the affected position regardless of whether the assignment is temporary or substantive.
This update does not alter the active or inactive status of the workers in the affected position.
Similarly, when the substantive position changes, the system does not change the temporary assignments for the worker. The only exception is the unlikely possibility that a worker's temporary and substantive assignments are in the same position.
The worker's pay rate matches the active assignment.
If a worker works multiple assignments beyond the substantive job, the system prorates the pay for each assignment. For example, if the employee teaches for twenty hours a week and acts as department head for twenty hours a week, payroll processes each job at 50% of the standard pay. To change the pay rate, you can override the position data manually on the Compensation Data page.
Note: Use the Job Data component pages for creating temporary assignments. For temporary assignments, to put the substantive job on hold, the handler Copy_SubstantiveJob and WORKFORCE_SYNC service operation must be active on the PERSON_DATA Message Channel, which comes with the PeopleSoft Application Messaging feature.
Use the Work Location page (JOB_DATA1) to enter a temporary assignment.
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To enter a temporary assignment:
Locate the substantive job that will be put on hold during the temporary assignment.
Insert a new data row with the following parameters:
Enter the effective date that the temporary assignment begins.
Enter Temporary Assignment in the Action/Reason field.
When you use this value in the Action/Reason field, the system suspends the worker's substantive job. The system also transfers the substantive job data, including payroll and benefits information, to the next job record (for the temporary job) for this worker. The Reactivation/Termination process reactivates the substantive job upon termination of the temporary assignment.
Enter the temporary assignment position number, if applicable.
(Optional) On the Job Data − Job Information page enter the termination date for the temporary assignment in the Expected Job End Date field.
(Optional) Select the End Job Automatically check box to end the job on the termination date.
This action also reactivates the substantive job when you run the Reactivation/Termination process.
Select the type of duties in the Duties Type field for this temporary assignment.
Note: You must enter the expected job end date and select the End Job Automatically option for the Reactivation/Termination process to run automatically for each assignment. If you do not complete these fields, the termination of the temporary assignment and reactivation of the substantive job must be handled manually.
Whereas the previous procedure outlines the required actions for entering temporary assignments, you can also make other adjustments, as necessary, on any of the pages in the component. For example, it might be necessary to adjust the pay rate on the Compensation Data page. You should make this adjustment while creating the temporary assignment. When you save this information, the system suspends the substantive position.
You can add a temporary assignment that is fewer than 40 hours per week while maintaining the substantive job that fills the remaining hours. For example, an employee who is assigned to a temporary position that requires only 10 hours a week retains the substantive position for the other 30 hours. In this case, both jobs must remain active.
To allow both jobs to remain active, use the Add Additional Assignment component to enter the temporary assignment. You must then adjust the standard hours of the substantive position so that the hours for both jobs—substantive and temporary—equal 40 hours. You can still enter an end date for the temporary assignment and have that job end automatically. However, you must manually readjust the standard hours for the substantive position after the temporary assignment ends.
To replace a substantive job with two or more temporary assignments, choose one of the temporary assignments to replace the substantive job following the same procedure for assigning one temporary job, adjusting the hours appropriately. Then assign the second temporary position as a concurrent job.
If a worker has multiple substantive positions and is assigned one temporary position, the temporary assignment can only be assigned to one of the substantive positions. The other substantive positions must be manually suspended and reactivated using Hold Substantive Job and Return to Substantive Job as the action or reason.
Note: When assigning any combination of temporary assignments, you can still select the End Job Automatically check box on the Job Information page for the temporary assignment. However, if you have adjusted the standard hours for the substantive position, you must manually set the standard hours to the original setting when the temporary assignment has ended.
Use the Reactivate/Update Termination page (RC_TEMP_ASSGN_UPDT) to run the temporary assignment termination and substantive job reactivation process.
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Complete the Company and Expected Job End Date up to fields and run the Reactivate/Termination Update process (HR_REACTVTER).
This process must be run periodically to terminate temporary assignments (with job end dates) and to reactivate substantive positions. This process inserts new data rows into the job data record. These data rows have reason codes of SUB (hold substantive job), RFA (return from temporary assignment) and RTS (return to substantive job), and the designation system next to the employee record number when viewed later.
Use the Temp Assignmnt w/out End Date page (RUNCTL_TAS001) to run the Temp Assignment w/out End Date report (TAS001). The report lists workers currently on temporary assignment where end dates have not been defined.
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Use the Temp Assignmt due to Complete page (RUNCTL_TAS002) to run the Temp Assignment due to Complete report (TAS002). This report lists workers due to complete temporary assignments within the user specified date range.
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