Assigning Positions to New Employees

Rate Window

Displays the Additional Rates page, which enables you to enter rates for additional duty pay, but only for the employee's primary rate.

Primary Pay Rate

Checkbox indicating whether the pay rate is a primary or secondary rate. Select the box if this is the employee's primary rate. You must enter a primary rate before you can create a secondary rate.

Include Dock

Checkbox determining whether the system should include this pay rate in calculating the employee's docking rate. Select the box if the pay rate should be used in docking calculations. You must select the box for the primary rate. If you do not, the system selects it for you.

To include a secondary rate in the docking rate, the primary rate must have a salaried pay method, either P - Pay Period or R - Range/Step Pay, and the Override Type field must be set to S - System Calculate. The docking rate does not appear in the secondary rate but defaults to the primary rate. You can view the combined rate in the following page, which displays before you enter the distribution of the secondary rate in the page's Organization section.

Rate #

System-generated number. The system assigns rate numbers in sequential order. Rate 1 is always the primary rate when you add an employee, since a primary rate must be created before secondary rates. However, you can have a primary rate that is not Rate 1 if you terminate the original rate and set up another primary rate. Refer to the Status field for related information.

Class

Employee's position classification, as defined in the Job Class Table. Following are the values that default to the pay rate through the job class:

• The pay code, pay method, pay group, and calendar.

• If the job class includes a salary schedule, the system uses the annual salary or hourly rate determined by the range and step you enter. The schedule also defaults the contract days, which display in the Contract section.

• Deduction codes and leave codes default to the applicable pages from the job class, but only for primary rates and only when adding a new employee. These values do not default when you change a rate or create a new one.

• If you use Position Control and the Position table includes the class you assign, you must assign a position in the Position Assignments page.

Pay Code

Type of rate, as defined in the Pay Code Table. The pay code determines:

• The type of pay, such as regular salary, vacation pay, or leave without pay.

• The rate's pay type, which must be compatible with its pay method. For details, refer to the previous section on Salary Calculations.

• Exemptions from certain taxes and deduction codes.

• Whether the rate applies to Workers' Compensation and FLSA overtime.

• The leave code to update, if leave applies.

• The title to print on the employee's paycheck or direct deposit voucher.

• Whether gross wages can be encumbered in the Fund Accounting System.

Pay Group

User defined, one-character code for grouping employees when processing payroll, W2s, and 1099Rs as defined in the Pay Groups table. Pay groups often reference pay frequencies (weekly, biweekly, and so forth). Their primary use is to allow you to load time for all employees who should be paid together in a particular pay run.

For example, if salaried employees are paid biweekly and hourly workers weekly, you could assign the code B (for biweekly) and W (for weekly) to the respective groups. When setting up pay runs, you would enter W as a pay group every week and B on alternating weeks.

Besides using codes to reference frequencies, you can set up a pay group for retirees (R, for example) if their pensions are employer paid. When you process 1099R forms at the end of a calendar year, you can access the related employee records by using this code as selection criteria.

While you can set up as many pay groups as you want (actually, one for every letter in the alphabet plus one for the digits 0-9), the W2 and 1099-R options allow you to identify a maximum of 24 groups.

Status

Code identifying the rate's status.

Select:

A - Active - Enables the rate to be loaded in a timecard during pay runs. This is the default value when you add a rate.

I - Inactive - Prevents loading the rate in a timecard. An inactive rate can still be paid but must be entered manually on timecards. Position Control tracks inactive rates, unless they are vacated.

T - Terminated - Indicates the employee is not returning to the position. A terminated rate still loads into timecards and can be paid until the termination date (entered in the Terminate Employee window) or the rate's end date. Terminated rates are not tracked in Position Control.

Note

To terminate an employee's primary rate, you have to deselect the Primary Pay Rate checkbox first. You can then change the rate's status to Terminated.

Calendar

Code identifying the employee's calendar, as defined in the Calendar Table. The code defaults from the employee's job class. You can override the default by selecting another code.

Start Date

First date on the employee's calendar. The system uses the start and end dates to calculate the value in the Days Worked field. These dates also define the period in which the rate can be paid.

You may select another date, though it must be within the range of dates specified on the calendar. When you change the start date, the system updates the Days Worked field accordingly.

To enter a start or end date outside of the calendar's range, display the Pay Dates page, and select the desired dates. For more information, refer to the section following the Fields.

End Date

Last date on the employee's calendar. If you change the date, make sure your entry is within the calendar's range. Refer the Start Date field for related details.

Pay Start Date

Starting date for the pay rate. MM/DD/YYYY format.

Pay End Date

Ending date for the pay rate. MM/DD/YYYY format.

Days Worked

Total days the employee works in a year, which defaults from the employee's calendar. This information is required with the following pay methods: Hourly, Daily, Range/Step Rate, and Range/Step Pay. These pay methods use the days worked to calculate the annual salary.

Pay Method

Code designating how the employee is paid.

Select:

For a listing of compatible pay methods and pay code types, refer to the previous section on Salary Calculations. Also refer to the descriptions of the Pay Rate and Annual Salary fields for how pay methods affect the employee’s pay.

Schedule

Code identifying the employee’s salary schedule, if one is assigned to the job class. The schedule determines the following values based on the range and step entered in the next two fields: pay rate, docking rate, and annual salary. If needed, you may change the default schedule.

Range

Salary schedule range (row) that contains the employee’s pay. Schedules can have up to 99 ranges. Single‑digit ranges (1 through 9) must be preceded by a zero; for example, enter 9 as 09. You cannot use a decimal number.

Step

Salary schedule step (column) within the identified range that specifies the employee’s pay. You can use a decimal number, if a schedule does not have a step with the exact salary. For example, if you enter 4.5 in the Step field and the schedule has a salary of $30,000 for step 4 and $32,000 for step 5, the system calculates the salary as $31,000.

Note

If you use the Salary Negotiations System, the Step field increments when you run the system’s Auto‑Step option.

Hours Or Day

Number of hours per day the employee works in this position. The system uses this value to calculate the annual salary for hourly pay methods (Hourly or Range/Step Rate) and the docking rate for hourly and daily (Daily) methods. Enter 1.00 if you record attendance/docking in days.

Pays Or Year

Number of pays issued annually to the employee under this rate. The system uses this value to calculate the annual salary for salaried pay methods (P - Pay Period and R - Range/Step Pay).

FTE

Full‑time equivalency value (full time = 100% = 1.000000). If the employee works in more than one position or is part‑time, enter the percentage for each position (50% = 0.500000).

• If you use Position Control, you cannot access the FTE field. Instead, the FTE defaults from the Position Assignments page.

• If you do not use Position Control, you must enter the percentage of time the employee spends working under this pay rate.

Override Type

Selection determining whether the system should calculate the docking rate and in some cases, the pay rate.

Select:

S - System Calculate (default) - If this setting is used with Pay Period and Range/Step Pay pay methods, the system calculates the docking rate as follows:

Docking Rate = Annual Salary ÷ (Days Worked x Hours/Day)

With Hourly, Daily, and Range/Step Rate methods, the docking rate is the same as the pay rate and cannot be changed.

O - Override Rate - With this setting, you must enter the docking rate, regardless of the pay method.

Pay Hours

Number of hours in a regular pay period. For a Daily pay method, enter the number of days instead.

Pay Rate

Gross wages paid to the employee, either hourly, daily, or per period, depending on the pay method and schedule type (if one applies).

For more on pay rates and annual salaries, refer to the previous section on Salary Calculations

Docking Rate

Rate for deducting leave without pay (LWOP) from the employee’s gross pay. The docking rate only displays in the primary pay rate. Secondary rates can also generate a docking rate, but you only view the total rate in either the primary Pay Rate record or Docking Rate page.

Following are conditions affecting the docking rate, based on the primary rate’s Override Type field:

S - System Calculate

The Docking Rate field is display only.

• For Pay Period and Range/Step Pay pay methods, the system uses the following equation:
  Docking Rate = Annual Salary ÷ (Days Worked x Hours/Day)

• For Hourly, Daily, and Range/Step Rate pay methods, the docking rate is the same as the pay rate.

When you add a secondary rate (Pay Period or Range/Step Pay pay method) and the Include Dock field is selected, the docking rate is recalculated and stored in the employee’s primary Pay Rate record. The new docking rate displays in the Docking Rate page before you enter the pay rate’s distribution.

O - Override Rate

The pay method must be Pay Period or Range/Step Pay. The docking rate is required.

Dock Units

Total hours or days the employee has been docked during the current fiscal year. When you are setting up records for a new employee, the field is blank. The system subsequently tracks the dock units as attendance is added, taking the total from Leave without Pay pay codes (090-099). The field re-sets to zero during fiscal year-end processing.

Pay Cycle

Selection determining whether the employee should receive a second check for special pay or advanced pay when one of these apply in a pay run. Up to two checks can be generated for an employee in a pay run that includes two or more pay cycles.

Select S - Second Check if the employee should receive two checks in these instances. Otherwise, leave the field blank.

Annual Salary

Annual gross wages under this rate. With the Pay Period pay method, you must enter the annual salary. For other methods, the salary is system calculated, as shown in the previous section on Salary Calculations.

The two per period pay methods, Pay Period and Rate/Step Pay, allow entering rates for additional duties in the Additional Rates page. The system adds the additional pay to the primary rate's annual salary.

Paid

Year-to-date gross paid to the employee under this rate. The system uses this display-only field in conjunction with the Contract Limit field to determine the balance of pay remaining in a fiscal year for a contract employee.

Contract Position

Checkbox identifying whether the pay rate is for a contract position. Select the box if the employee's rate is under contract.

Contract Days

Number of days in the employee's contract. This defaults from the salary schedule, if one applies; otherwise, the default is zero. If needed, you may change the displayed value.

Summer Pay

Checkbox that determines whether the employee receives a summer payoff. Select the box if summer checks should be issued. This field applies to the Summer Time Load setting in the Load Employee Time page during payroll processing.

Contract Limit

Maximum pay a contracted employee can receive in the year defined by the start and end dates.

• If the Contract Position checkbox is selected, the Contract Limit defaults from the Annual Salary field. You may change this if needed. Keep in mind that the employee's pay stops when the limit is reached.

• If the checkbox is not selected, you can change the zero default, but you cannot save your entry.

Balance

Year-to-date balance that remains unpaid on the employee's contract limit. The system calculates this using the following equation:

Contract Balance = Contract Limit Paid to Date.

Important

If the Contract Position checkbox is selected and the balance is 0.00, the employee cannot be paid, because the contract limit has been reached.

Occupied or Vacant

Status of the position.

Select:

Occupied

Vacant

Position

Code and title identifying a position. Use Lookup to search for existing positions.

Location

Assigned code and title of the location for the position.

Position Start Date

Start date of the position.

Position End Date

End date of the position.

FTE

Full-time equivalency value, expressed as a decimal (100% = 1.000000). If the employee works in more than one position or is part-time, enter the percentage of time spent in each position.