Batch Position Edit Page
Use this page to add and change positions in Position Control's Batch Position table. The batch table enables you to create positions for job classes that are already being used in rates in Human Resources. After you set up the table, you can post the batch positions for selected job classes to Position Control's live Position table and Human Resources' Pay Rate table.
Menu Path: Human Resources > Entry & Processing > Position Control > Batch Position Control > click Add New or run a search and select a position for updating
Prerequisites
Following are the primary requirements for creating batch positions:
Human Resources Profile
System Administration > Administration > Profiles > Human Resources Profile
The Profile's Position Control field must be set to either Y - Use Position Control (full control) or T - Tracking Mode.
Job Class Table
Human Resources > Reference Tables > Payroll > Job Classes
Human Resources' Job Class table must contain the job classes required for the positions you want to create.
The job classes you select for creating batch positions cannot be under position control. Also, the classes must be assigned to employees' pay rates in Human Resources. If a class is under position control and is not assigned to any rates, use the Position Control folder's Position Control option to add positions to the class.
Location Table
Human Resources > Reference Tables > Personnel > Locations
Human Resources' Location table must contain codes referencing the buildings or sites you want to assign to the batch positions.
Fund Accounting System
Fund Accounting > Reference Tables > Reference Tables > Organization Chart, Account List, or Project List
The Organization Chart, Account List, and Project List (optional) must be set up in Fund Accounting for distributing salary expenditures for the positions being created.
*Budget Unit*//Account combinations for salary distributions must be set up in Fund Accounting's Expenditure Ledger.
Fund Accounting > Entry & Processing > Budget Ledgers > Project Ledger
If you also use project accounting, the appropriate Project/Account combinations must exist in the Project Ledger.
Adding a record to the Batch Position table
Select Human Resources > Entry & Processing > Position Control > Batch Position Control.
In the Batch Position Control page, click Add New.
In the Batch Position Edit page, complete the fields in the Position section.
Click OK.
In the Financial section, enter the Fund Accounting distributions for the position's salary expenditures. Use <TAB> to advance through the fields.
Click OK when you complete your distribution entries.
Once the Financial section is complete, the following pages display in the order shown for entering information related to Highly Qualified Teacher requirements:
Batch Link Qualified Area to Position
Batch Certification Code Setup
Batch Link Requirement to PositionIf your district tracks Highly Qualified Teachers by position, complete these pages as needed. The additional information will be saved when you click OK in the Batch Link Requirement to Position page.
If your district does not track Highly Qualified Teachers by position, you can click OK in each of the pages without making any entries.
For information on the pages listed above, refer to Highly Qualified Teachers: Position Control.
Fields
Position Section
The fields in this section identify the Position record, including related information, such as FTE's, Location, Bargaining Unit, and Job Description.
Field | Description |
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Job Class | Code identifying the class associated with the position you want to create, as defined in Human Resources’ Job Class table. The job class you enter must be under position control. In addition, the class cannot be assigned to any employee pay rates in Human Resources. To create a position for classes that are not under position control or that already have rates assigned, use the Batch Position Control option. For information on setting up these positions, refer to Batch Position Control Page. |
Position | Code identifying the position you want to add to the Position table. Keep in mind that no two records can have the same combination of job class and position. Character/12 |
Description | Text describing the position. Character/35 |
Authorized FTE's | Maximum number of employees who can fill this position as measured in FTE units. An FTE unit is the percentage of time someone works relative to full‑time (1.0 = 100%). For example, the FTE value for an employee who works three days of a five‑day week would be 0.6. |
Occupied FTE's | Number of employees who currently occupy this position, expressed in FTE units. If the Position Control field in your Human Resources Profile is set to Y - Use Position Control, the occupancy of a position cannot exceed its authorized FTE value. The system updates this field as follows:
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Default FTE | Default value that displays in a pay rate’s FTE field when you assign a position to an employee’s rate.
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Location | Code identifying the primary building or site associated with the position. These codes are defined in Human Resources’ Location table. |
Bargaining Unit | Bargaining unit for this job class and position, if applicable. These codes are defined in the Bargaining Unit table. Leave the field blank if a bargaining unit does not apply to the class and position. |
Comments | Two lines for entering notes or other text information concerning the position. After you complete the first line, press <Tab> to advance to the second. Character/60, each line |
Position Type | Code identifying the type of position. |
Job Description | Text describing the position's job responsibilities. |
Financial Section
Use this section to define the distributions of salary expenditures in the Fund Accounting System for the position you are creating. Keep in mind that the distributions for positions can only be modified in Position Control; they cannot be changed in Human Resources.
When you add a position to a pay rate, the information from the Financial section defaults to the rate. Also, if you modify a position's distributions and then post it to Human Resources, the new distributions overwrite the existing ones in pay rates that have the position assigned.
If your Fund Accounting Profile allows translating the full expenditure account number into budget unit and account codes, the Full Account Window page displays when you reach the *Budget Unit* or *Project* field. For information on using this page, refer to Full Account Window Page.
Field | Description |
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*Budget Unit* | Low organization used for distributing the gross salaries paid under this position, as defined in Fund Accounting's Organization Chart. As indicated by the asterisks, the titles of the *Budget Unit* and *Project* fields are defined in the Human Resources Profile. |
Account | Number identifying the account that should be used to distribute salary costs for this position. Accounts are defined in Fund Accounting's Account List. The combination of the entries in the *Budget Unit* and Account fields must exist in Fund Accounting's Expenditure Ledger. |
% | Percentage of the position's gross wages to be distributed to the Budget Unit/Account. Enter the percentage as a decimal. The entries in this column must equal 100 percent (1.00). |
*Project* | Code identifying the low project organization to use for distributing the position's gross salary in Fund Accounting. If you do not use project accounting, click OK to leave the fields in this section blank. |
Account | Number identifying the account associated with the project, as defined in Fund Accounting's Account List. The combination of the entries in the Project and Account fields must exist in Fund Accounting's Project Ledger. |
% | Percentage of the position's gross wages to be distributed to the Project/Account. Enter the percentage as a decimal. The entries in this column must equal 100 percent (1.00). |