Updating Job Data
Use the Job Data component when you want to work with a person's historical job data. If you need to work with a person's current job only, use the Current Job component for faster system performance. You can work only with current and future job data on the Current Job pages.
Note: The Job Data and Current Job components are made up of the same pages as the Add Employment Instance, Add Contingent Worker Instance, and Add a POI (person of interest) Relationship components.
If you are using position management, you will want to update most job data on the Position Data pages.
(USF) Update job information using the U.S. Federal pages.
See Maintaining Position Data.
See Understanding PARs.
These topics provide overviews of updating effective-dated job data, security for updating job data, and personnel actions and human resources and payroll status, and discuss how to:
Update effective-dated job data.
Enter promotions.
Enter departmental transfers.
Enter pay rate changes.
Track leaves of absence.
Enter terminations and retirements.
Enter deaths.
Enter rehires.
Assign workers to different positions.
Pay workers on disability.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
JOB_DATA1 |
Update position and location information for a person's job. |
|
|
JOB_DATA_JOBCODE |
Update information about a person's job. |
|
|
JOB_LABOR |
Update national labor agreement data. |
|
|
JOB_DATA2 |
Update payroll processing data. |
|
|
JOB_DATA_SALPLAN |
Update a person's salary plan information. |
|
|
JOB_DATA3 |
Update a person's compensation information. |
|
|
EMPLOYMENT_DTA1 |
Update optional employment information. |
|
|
JOB_DATA_ERNDIST |
Update a person's compensation information. |
|
|
JOB_DATA_BENPRG |
Update a person's benefit enrollment information. |
You usually update job data by inserting new effective-dated data rows into an existing employee record. Effective dates enable you to keep a complete chronological history of all your data and tables—whether you changed them two years ago or want them to go into effect two months into the future. With this information, you can review historical data from a particular time to analyze position data or employee records. Or you can plan ahead and set up tables and data before they take effect.
The system also uses effective dates to compare pages and tables to ensure that the prompt tables that you see list only data that is valid as of the effective date of the current page. For example, if you create a new department code with an effective date of May 1, 2009 and enter a new data row (or update an existing row) on the Job Data pages that has an effective date before May 1, 2009, you won't see the new code as a valid choice when you select a department because the new code hasn't taken effect yet.
When you enter a new data row, the system copies the contents of the previous row into the new row—thus you do not have to retype any information that stays the same. (Ensure that you position the cursor on the data row that you want to copy before you insert the new row.) The only new information is the effective date, which is set by default to the system date (usually today's date).
When you update a job record, keep in mind two special security issues.
Security and Effective-Dated Sequence Numbers
When you transfer people from one department to another by using a data row that contains an effective-dated sequence number, the system currently allows users with security access to the old or new department to have access to all the job data. The system is delivered this way because implementing security in system views that are specific to the function Max (effseq) on PS_JOB would slow down online response time.
For example, when you transfer an employee from department 1 to department 2 and give the employee a promotion on the same day, users with access to either department 1 or 2 have access to the employee's data because the transfer data row contains an effective-dated sequence number.
You can prevent this access by changing the security views for the PeopleSoft applications that you use. Keep in mind, however, that making the change affects system performance.
Security for Transfers Between Departments
PeopleSoft Human Resources enables users to assign people to departments that they cannot access for updates. If you want to prevent a user from transferring a person into a department for which the person does not have access, use the PeopleSoft Human Resources DEPT_TBL_ACCESS view, which shows only those department IDs that a user can access based on the security permission lists to which they belong.
Note: If you choose to use this view, you must create a permission list for users who have access to all departments so that they can perform transfers.
When you select an action to change a person's job data, the system may change the person's HR or payroll, or job status. For example, when you select Retired, the system changes the HR status from Active to Inactive.
HR status indicates whether the person is still active in the human resources system. The Payroll Status field (for employees) indicates the payroll status or job status of the person. A person can have an active HR record but not be currently receiving pay (employee) or holding a job (contingent worker). Conversely, a person could have an inactive job record but continue to receive pay. For example, if you select retirement with pay, the system changes the HR status to Inactive and changes the payroll status from Active to Retired with Pay. The two status fields enable you to accurately identify the different types of people in your organization.
The statuses are based on either the personnel action or, in a few cases, the reason for the action, such as death. A change in HR status or payroll status can affect PeopleSoft Human Resources Manage Base Benefits, PeopleSoft Benefits Administration, PeopleSoft Payroll processing, and PeopleSoft Pension Administration. For example, a promotion or a job reclassification might affect an employee's benefit coverage, or you might need to suspend benefit coverage during a leave of absence or a suspension.
This table explains how the system sets status:
|
Personnel Action |
HR Status |
Payroll Status |
Payroll Processing for PeopleSoft Payroll for North America and the Payroll Interface |
|---|---|---|---|
|
Hire Add contingent worker Add person of interest Rehire (employees only) Return from leave Return from disability Additional job Recall from suspension or layoff Assignment |
Active |
Active |
Yes |
|
Leave of absence Short-term disability Long-term disability |
Active |
Leave of Absence |
No |
|
Paid leave of absence Short-term disability with pay Long-term disability with pay |
Active |
Leave with Pay |
Yes |
|
Retirement with pay (employees only) |
Inactive |
Retired with Pay |
Yes |
|
Terminated with benefits Terminated with pay |
Inactive |
Terminated with Pay |
Yes |
|
Layoff Suspension Temporary assignment |
Active |
Suspended |
No |
|
Retirement |
Inactive |
Retired |
No |
|
Assignment completion Completion (contingent workers only) Termination |
Inactive |
Terminated |
No |
|
Pay rate change Demotion Data change Earnings distribution change Job reclassification Position change Probation Completion of probation Promotion Transfer |
The same status that's in the previous data row. If no previous data row exists, the system sets the status to Active. |
The same status that's in the previous data row. If no previous data row exists, the system sets the status to Active. |
Varies |
Note: If your organization uses PeopleSoft Payroll for North America, the system does not generate payroll paysheets for workers whose status is Retired or Terminated. If you need to pay workers for a partial pay period or for a time after they leave the company, select the personnel action Retired with Pay or Terminated with Pay.
Use the Job Data components to update job data, such as position and location information for a person's job, by effective date.
Navigation
To update effective-dated job data:
Locate the person whose record you want to change.
Always start on the Work Location page because that's where the Effective Date field is. From there, you may have to go to other pages to enter more information about the personnel action that you're taking.
Insert a new data row.
In the Effective Date field, enter the date when the new action will take effect.
Select an action code for the change, such as Transfer or Promotion.
If applicable, enter a reason code to explain why this action is occurring.
Change any other data needed to complete the new action, either on this page or on other pages in the component.
For example, when you promote an employee, you most likely enter a new job code or a new position number on the Work Location page. You might also select a new salary administration plan, grade, and step, enter a new compensation rate on the Job Data - Compensation page, and enter a new business title and work phone on the Employment Information page.
Save the pages.
Entering Multiple Actions with the Same Effective Date
On occasion, you may need to enter more than one action that takes effect on the same day. Entering two actions with the same effective date is especially common when you are tracking compound percentage pay increases that take effect at the same time. Use effective sequence numbers to combine multiple actions and specify which one to process first.
For example, a promotion (which produces a percentage pay increase) and a merit increase may take effect on the same day.
To enter multiple personnel actions with the same effective date:
Access the Work Location page for the person whose data you're updating.
Insert a new data row for the first action.
The effective date is set by default to the system date, usually today's date, which you can override if necessary. Leave the effective sequence number set at 0.
Enter any other information that you need to complete the action, either here or in other pages in the same component.
To enter the second action, return to the Work Location page and insert another data row.
Enter the same effective date as the first action, but enter an effective date sequence number of 1.
Select the appropriate personnel action and enter any other information required to implement the action, either here or on other pages.
A promotion usually involves a change of salary grade and new job code. This table lists the pages and fields that you typically update when you enter a promotion (you may need to update additional pages and fields):
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action Code: Promotion Reason Code (if applicable) Position Number |
All the entries on the page could change when you enter a promotion, depending on the data for the former job and the new job. If you're organizing part or all of PeopleSoft Human Resources by position, review PeopleSoft HR: Manage Positions. |
|
Job Information |
Job Code Regular/Temporary Full/Part Standard Hours Work Period FTE Shift Shift Rate Contract Number Local country fields |
All the entries on the page could change when you enter a promotion, depending on the data for the former job and the new job. If you're organizing part or all of PeopleSoft Human Resources by position, review PeopleSoft HR: Manage Positions. |
|
Salary Plan Compensation |
Salary Administration Plan/Grade/Step Compensation Rate |
Update Salary Plan/Grade/Step on the Salary Plan page. Also update compensation information on the Job Data - Compensation page. |
|
Employment Information |
Business Title Work Phone |
Update these fields as needed. |
Enter a transfer action when you want to assign a person to a new department without changing the person's job code. A transfer also implies that the worker's salary grade and compensation remain the same.
If you're organizing part or all of PeopleSoft Human Resources by position, use the transfer action to move a worker from one position to another. To move the position and the incumbent to a new location or department, use the Position Data pages.
This table lists the pages and fields that you typically update when you enter a transfer (you may need to update additional pages and fields):
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action Code: Transfer Reason Code (if applicable) Department |
The system automatically enters a new location if it finds matching location setIDs in the Department table and the Tableset Record Group Control for the business unit that you're using. |
|
Employment Information |
Business Title Work Phone |
Update these fields as needed. |
This table lists the pages and fields that you typically change when you enter a pay rate change. You may need to update additional pages and fields, as well.
Note: If you do not need to modify any job-related information, you can use the Pay Rate Change component.
See Updating Salary Information.
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action Code: Pay Rt Chg (pay rate change) Reason Code (if applicable) |
Enter Pay Rate Change to enter a salary change that isn't related to a change in salary grade or job code. If the pay rate change results from a salary grade or job code change, enter the change as a promotion or some other action. |
|
Salary Plan |
Salary Administration Plan/Grade/Step |
Enter a new salary step if the pay rate change involves a change in step. You cannot select a new grade because if the pay rate resulted from a change in salary grade, you enter the rate change as part of a promotion or other action. If you selected the Multi-Step/Grade check box on the Installation Table page and you enter a new step on this page, click the Default Pay Components button on the Job Data - Compensation page if you want the system to supply default values for that step. Doing so is necessary unless you have distributed the worker's earnings by amount on the Job Earnings Distribution page. For job earnings distributions, manually update the distribution for the new rate. |
|
Compensation |
All fields |
To enter a new pay rate, enter a new compensation rate, rate change amount, or rate change percent. When you enter any one of these three amounts, the system automatically calculates the other two. Based on the compensation rate and frequency, the system calculates and displays the hourly rate, daily rate, monthly rate, and annual rate for this worker. If you selected the Multi-currency check box on the Installation Table page and entered the compensation rate in a different currency from your base currency, the system converts the rates to the base currency and compares them with the ranges specified for this salary grade in the Salary Grade table. If the rates exceed the salary range, a warning message appears. If necessary, enter a new annual benefits base rate for calculating this employee's benefits. The system calculates the compa-Ratio (or percent through range calculation) based on the salary plan and grade and in the base currency that your organization uses, which you specify on the Installation Table page. The system also calculates the percent through range. This figure determines where a worker falls in the range by taking the salary minus the minimum divided by the spread. For example, if an employee has a salary of 26,000 USD in a range of 25-30,000 USD for the salary grade, the percent through range is 20 percent. |
|
Compensation (continued) |
Modify any other information that has changed because of the pay rate change, such as holiday schedule, pay group, employee type, standard hours, or work period on the Job Data, Payroll, or Job Information pages. |
|
|
Job Earnings Distribution |
Update as needed to distribute the worker's compensation hours or earnings. |
Many workers take a leave of absence at some point in their careers. Leaves can occur for any number of reasons, including sickness, vacation, maternity or paternity leave, jury duty, suspensions, or unpaid leave.
If your company tracks workers' absence history, you can acknowledge a leave of absence in the Monitoring Absences pages and Job Data pages.
This table lists the pages and fields that you typically change when you enter a leave of absence (you may need to update additional pages and fields, as well):
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action: Leave of Absence, Leave of Absence with Pay, or Paid Leave of Absence Reason Code (if applicable) |
None |
|
Employment Information |
Expected Return Date |
Enter the date when you expect the worker to start work again. When you save the pages, the system displays the day before the leave of absence date as the date last worked. You can change it if necessary. When the worker returns from leave, the system deselects this field. |
Tracking Multiple Types of Leave for One Worker
You might encounter situations in which you need to enter multiple types of leave for the same worker. For example, an employee might take a six-week leave with disability pay, take the following two weeks with vacation pay, and then take an additional month without pay.
You can enter all these leave types at the same time by inserting a new data row in the Work Location page for each type of leave and entering the effective date when each leave type begins. Then you access the appropriate page to make any other changes pertaining to that leave, such as compensation changes.
Entering Returns from Leave
Most workers eventually come back from leaves of absence and resume their job duties. In fact, you often know at the time workers begin their leaves when they plan to return to work. Enter the return from leave information at the same time that you enter the leave of absence, or as soon as you have a confirmed return date.
This table lists the pages and fields that you typically change when you enter a return from leave (you may need to update additional pages and fields, as well):
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action: Return from Leave Reason Code (if applicable) |
None |
|
Employment Information |
Expected Return Date |
When you save the pages, the system deselects this field. |
When a worker retires or leaves your organization for some other reason, you enter the termination into the person's record.
This table lists the pages and fields that you typically change when you enter a termination or retirement (you may need to update additional pages and fields, as well):
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action: Terminated, Terminated with Pay, Terminated with Benefits, Retirement, or Retirement with Pay Reason Code, if applicable |
The system treats the effective date that you enter as the day the termination starts and the first day the worker is no longer paid. For example, if the worker's last day of employment is June 1, set the effective date of termination or retirement as June 2 because that's when the termination begins. If you set it as June 1, the worker isn't paid for the last day of work. |
|
Employment Information |
Termination Date |
The system displays the day before the effective date as the termination date and last date worked. If you rehire the worker, the system deselects both these fields. When a worker returns from leave, the system deselects only the Date Last Worked field. |
Inactivating a Person's Job Profiles Upon Termination
The Event Manager event AssignmentTerminated is raised when an employee's status is changed to inactive on the job record. The Event Manager also raises the HJPM_EM_EVENTS:Handlers:InactivatePersonProfile event to determine if all the worker's job assignments are inactive. If all job assignments are inactive, then the person profiles in the Manage Profiles application for that employee ID are also inactivated.
See Person Profile Page and PeopleSoft Events and Notifications Framework Overview.
This table lists the pages and fields that you typically change when you enter a termination due to death:
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action: Terminated Reason Code: Death |
The system treats the effective date that you enter as the day the termination starts and the first day that the worker is no longer paid. |
|
Identity/Diversity |
Date of Death |
Record the date that the worker died. |
|
Employment Information |
|
The system displays the termination effective date as the termination date, and the day before the termination date as the date last worked. The system uses these dates and the effective date in payroll processing and reporting. |
You may want to rehire a person who worked for your company in the past. Information on a rehired worker is probably already in PeopleSoft Human Resources, unless the worker data was deleted or archived. Before you rehire workers, you may want to make sure that the personal, employment, and job data is current. If a rehired worker doesn't have a record in the system, do not use the update pages. Instead, add a new employment or contingent worker instance.
See Defining Personnel Actions and Reasons.
Because you probably rehire a worker whose previous job was in a department (organizational entity) for which you do not have security access, it's helpful to provide security access to all departments to at least one user performing rehires.
This table lists the pages and fields that you typically change when you enter a rehire (you may need to update additional pages and fields):
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action: Rehire Reason Code, if applicable Last Start Date |
You can rehire only workers whose payroll or job status is Terminated, Terminated with Pay, Retired, or Retired with Pay. When you save the pages, the system automatically completes the last start date. |
|
Employment Information |
Company Seniority Date Benefits Service Date, Years, Months, and Days Seniority Pay Calc Date, Years, Months, and Days |
You may want to change the company seniority date and other assignment dates. The company seniority date can serve as the basis for the worker's seniority, or you can use it for other tracking and reporting purposes. The benefits service date is the date on which the worker's service ranking is based and is used for benefit-related matters. The seniority pay calculation date is the date that the system uses to calculate seniority-based pay. When you save the pages, the system automatically recalculates the corresponding years, months, and days. |
If you're organizing part or all of PeopleSoft Human Resources by position, you often move workers from one position to another as a result of promotions, transfers, rehires, or other personnel actions. Because both position and worker data are already in the system, you connect the two by selecting a position number, entering the effective date of the assignment, and entering any exceptions to the default data.
The following table lists the pages and fields that you typically change in the Job Data component when you enter a change of position. You may need to update additional pages and fields. When you change an assignment, the system also updates the Position Data - Work Location page. It automatically calculates and displays the new head count and shows the appropriate indicator in the Open/Filled field.
|
Affected Pages |
Affected Fields |
Comments |
|---|---|---|
|
Work Location |
Effective Date Action: Position Change, Transfer, Promotion, or Rehire Reason Code, if applicable Position Number |
After you enter a position number, the system automatically completes position-related fields, including job code, department, and location. The system enters the position entry date as the effective date of the position change action. You cannot change the position entry date. To change the entry date, you must change the effective date for the position change action. To override the position defaults, select the Override Position Data button, which makes the previously unavailable fields available for entry, such as the Location and Department fields on this page, or the Job Code field on the Job Information page. You can then enter exceptions in these fields. The Position Management Record check box is display-only. The system uses this check box to indicate that it has automatically inserted a data row on the Job Data pages due to changes that you made to fields on the Position Data pages. Note: If you override the defaults, you must maintain the job data manually—the system does not update position data automatically again until you deselect the Position Data Override check box. The system issues a warning message if you assign a worker to a position that has already been filled by another worker and if a new appointment exceeds the maximum head count for that position. |
Some workers on disability need to be paid at a given percentage of their regular pay. Handle this situation without changing the worker's salary by setting up a disability plan earnings code in the Earnings table, based on a percentage.
Note: This feature works only for hourly employees, not for salaried employees.
When you enter an action of STD (short-term disability with pay) or LTD (long-term disability with pay), the system changes the employee's status to Leave With Pay.
To send 100 percent of the employee's pay to the disability plan earnings code, access the Job Data - Job Earnings Distribution page, select the By Percent option, enter the appropriate disability earnings code, and enter a percent of 100.
Note: When you put an employee on disability, don't forget to check additional pay records and make any necessary changes.