New Position Page

Use this page to add positions to the Position table.

Menu Path: Human Resources > Entry & Processing > Position Control > Position Control > click Add New

Prerequisites

Following are the primary requirements for creating position records in the New Position page:

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 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 want to use must be under position control and cannot be assigned to any employee pay rates. If a class is not under position control or is already assigned to a pay rate, you must use the Batch 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 new 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.

Fund Accounting > Entry & Processing > Budget Ledgers > Expenditure Ledger

*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.

Additional requirements for individual fields in the New Position page are listed below in the Fields section.

Adding a record to the Position table

Select Human Resources > Entry & Processing > Position Control > Position Control .
In the Position Control page, click Add New.
In the New Position page, complete the fields in the Position, FTE, and Salary sections as needed. The Salary section only applies if you use full position control.
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 to save the batch record 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:

1.	Link Qualified Area to Position	4.	Degree Linking Selection
2.	Certification Code Setup	5.	General Degree Linking
3.	Link Requirement to Position	6.	Degree Linking

- If your district tracks Highly Qualified Teachers by position, complete these pages as needed. The position you entered will be saved when you click Finish in the Degree Linking page.
- If your district does not track Highly Qualified Teachers by position, you can click Back three times to skip through these pages.
  For information on the pages listed above, refer to Highly Qualified Teachers: Position Control.

Fields

The New Position page includes four sections: Position, FTE, Salary, and Financial. Following are descriptions of the fields in these sections.

Position Section

The fields in this section identify the Position record, including related information, such as Location, Bargaining Unit, and Job Description.

Field	Description
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
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.

FTE Section

The fields in this section set and track the occupancy of positions in terms of full-time equivalency (FTE) units.

Field	Description
Authorized FTE	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 fulltime (1.0 = 100%). For example, the FTE value for an employee who works three days of a fiveday week would be 0.6.
Pending Transfer FTE	FTE units that have been requested for transfer for a position in Recruitment. The value is updated if your organization has allowed budget transfers on the Posting Requisition Setup page. This field only displays for districts that use the Recruitment System.
Posting FTE	Any FTE units associated with a non-filled job posting in Recruitment. This field only displays for districts that use the Recruitment System.
Occupied FTE	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: When you assign the position to a pay rate. When you change the FTE field in a rate associated with the position. When you terminate a rate that contains the position.
Available FTE	Number of FTE units that are unoccupied, which is calculated as follows: Authorized FTE - Occupied FTE = Available FTE.
Default FTE	Default value that displays in a pay rate's FTE field when you assign a position to an employee's rate. Generally, the default value should be set to 1.0 on the assumption that most positions are fulltime. If you are setting up a record for a position that is usually part time, enter the FTE that applies in the majority of cases. You can adjust the value when creating pay rates for employees whose work hours vary from the norm.

Salary Section

If your Human Resources Profile's Position Control field is set to Y - Use Position Control, you can use this section to track salaries. If the setting is T - Tracking Mode, click OK to skip these fields and advance to the Financial section. These fields clear when you run the Fiscal Year End Maintenance option.

Field

Description

Budget

Amount budgeted for this position in the current fiscal year, which should represent all salaries anticipated under this position. The system updates this value when you run the Personnel Budgeting's Post to Position Control option.

Leave the field at its 0.00 default if you do not track salaries or if you intend to run Personnel Budgeting after setting up your position records.

Actual

Cumulative amount paid to employees who have the position assigned. The system updates this field during payroll processing, provided the Position Control flag in your Human Resources Profile is set to Y - Use Position Control. In most cases, you should leave the field at its 0.00 default.

Projected

Cumulative amount paid for this position in the current fiscal year. When you run the Payroll Encumbrance option, salaries for employees in this position are added to the Projected field. For now, you may leave the field at its 0.00 default. Later, after all salaries are accumulated and you begin preparing your budget, you can increase or decrease this amount.

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
*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).