Posting Details Page: New, Copy, and Edit
Use this page to add job postings, either by manually entering all details or by copying details from an existing positing and then editing them.
Menu Path: Human Resources > Entry & Processing > Recruitment > Posting Overview > click New at the bottom of the page or click the Copy icon in a job posting's Copy column
Adding new job postings
Select Human Resources > Entry & Processing > Recruitment > Posting Overview to display the Posting Overview page.
To display the Posting Details page, click New.
Complete the fields in the Job Posting Information and Budget Distribution sections. For details, refer to the Fields section below.
Click Save to save the job posting.
After you save the job posting, you can attach a job description document by clicking Upload at the top of the page.
Click Submit to route the job posting for approval.
Copying an existing posting to create a new one
- Select Human Resources > Entry & Processing > Recruitment > Posting Overview to display the Posting Overview page.
- In the Search Criteria section, enter criteria identifying postings, and then click Find to list them.
- In the Copy Column of the posting you want to copy, click the Copy icon to display the Copy Posting window.
The window lists the fields you will need to complete.- If the original posting had a Core Area and Question Bank questions, you will need to select them as needed for the new posting.
- If the posting you selected includes attachments that you would like to use in the new posting, select the window's Copy Documents checkbox. Otherwise, leave the checkbox blank.
- Click Copy to display the Posting Details page, which defaults the information from the selected job posting.
- As needed, change the defaults. You must also enter the Posting Date and Closing Date (or select the Open Until Filled checkbox).
- Save and submit the posting by completing Steps 4-6 of the add procedure.
Fields
Header Section (untitled)
Field | Description |
|---|---|
Choose Location | Code identifying the location of the job posting's position, as defined in Personnel's Locations table in Human Resources. |
Requester | Identifies the user who is creating the job posting. The system will fill in the user creating the job posting when it is saved. |
Hiring Manager | Hiring manager assigned to the job posting. |
Status | Status of the job posting. When a position is added, the system assigns the status New, which cannot be changed. |
Job Posting For Section
Field | Description | ||||||
|---|---|---|---|---|---|---|---|
Job Posting For | Identifies whether the job posting is for a new or existing position. Select:
For details on the New Position and Pooled Position options, refer to Posting Requisition Setup. | ||||||
Number of Positions | Identifies the number of positions to be filled with the job posting. One job posting can be used for up to 20 positions. If the job posting you are adding is for an existing position, the number you select will display a corresponding number of rows for entering reasons for the job posting, the employees being replaced, and comments. | ||||||
FTE Filled | Displays the number of FTE's (Full-Time Equivalency values) currently filled |
Reason Fields
These fields display only when the Existing Position radio button is selected.
Field | Description |
|---|---|
Reason | Identifies the reason for the job posting. This field is used for tracking information only. Select: Replacement |
Replacing | Enter the employee ID of the staff member being replaced. Click the Search icon to display the Employee Lookup page, and then enter criteria in the Name and Number fields as needed to display employees, and then select the employee being replaced and their pay code. Information from the pay rate will default into the appropriate fields, if the employee number is entered on the first row of the reason and the Position Type, Job Class, and Position fields are blank. |
Note | If you manually enter the employee number, the employee's primary pate rate information defaults into the fields. If you need to select secondary pay rate information, use the Employee Lookup page. |
Reason Comment | Any additional comments on the reason for replacing the employee selected. |
Delete (untitled) | To delete a row of Reasons fields, click the row's the Delete icon. |
Position Fields
The following fields identify the position and other specifics regarding the posting.
Field | Description | ||||||
|---|---|---|---|---|---|---|---|
Fiscal Year | Fiscal year associated with the job posting. This can be either the current or next fiscal year. | ||||||
Position Type | Code identifying the position type associated with the job class, as defined in Payroll's Position Types table. Based on the selection, the Job Class field options will populate with the job classes associated with the position type. | ||||||
Job Class | Job class assigned to the position, as defined in Payroll's Job Class table. | ||||||
Position | Position assigned to the job class, as defined in the Position Control table. This field only applies if you are using Position Control and the selected job class is under Position Control. In this case, you must click the Search icon to display the Position Control Lookup page and select a position. | ||||||
Position Title | Title of the job posting's position. | ||||||
Base Location | Code identifying the primary work location associated with position, as defined in Security's Location Codes table. | ||||||
Department | Code identifying the department associated with the position, as defined in Payroll's Departments table. | ||||||
Publish Type | Determines the type of applicants who can see the job posting. Select:
|
Pay Rate Fields
If Existing Position is selected in the Job Posting For field and an employee is selected in the Replacing field, the information in the following fields will default from the employee's primary pay rate. You may change the defaults as needed.
Field | Description |
|---|---|
Employee FTE | Full-time equivalency value (full time = 100% = 1.000000) for the position. If the position is part-time, enter the percentage of time spent in the position, expressed as a decimal (50% = 0.500000). You cannot enter a number less than 0 or greater than 1. |
Days Per Year | Number of work days in a year for the position. |
Hours Per Day | Number of work hours in a day for the position. |
Pays Per Year | Amount of pays in the year for the position. |
Salary From | Beginning of the salary range. If you enter a Salary From amount, you must enter an amount in the Salary To field as well. |
Salary To | End of the salary range. If you enter a Salary To amount, you must enter an amount in the Salary From field as well. |
Posting Fields
Information from the following fields affects the posting's display on the Recruitment Portal.
Field | Description |
|---|---|
Posting Date | Date when the job posting will display for applicants on the Recruitment Portal. |
Closing Date | Last date that applicants can apply for the position. |
Open Until Filled | Checkbox indicating the position is to remain open and available for applicants to apply until the last position on the job posting has been filled. If the box is selected, the job posting will display Open Until Filled on the Recruitment Portal. |
Tentative Start | Estimated starting date for the position. If you leave this field blank, the job posting will display the message To Be Determined next to the Expected Start field on the Recruitment Portal. |
Portal Comment | Comment on the job posting that can be viewed on the Portal by applicants. Character/4000 |
Internal Comment | Comment on the job posting that can be viewed on the Posting Requisition Overview page by the Hiring Manager or on the Posting Overview page by Human Resources staff. Character/4000 |
Budget Distribution Section
Field | Description |
|---|---|
Use default position funding | Radio button selected when the job class you have chosen is operating under Position Control. Display only. |
Enter alternate funding request | Radio button selected when the job class you have chosen is not operating under Position Control. Display only. |
# | System-assigned sequential number for the distribution. |
*Budget Unit* | Low organization used for distributing the gross salaries paid under this job posting, as defined in Fund Accounting's Organization Chart. As indicated by the asterisks, the title of the *Budget Unit* field is defined in the Human Resources Profile. If your Fund Accounting Profile allows translating the full expenditure account number into budget unit and account codes, the Full Account field displays in place of the *Budget Unit* and Account fields. Use the Disable Full Account View button to see the separate Budget Unit and Account. |
Account | Number identifying the account that should be used to distribute salary costs for this job posting. 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. |
Percent | Percentage of the job posting'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. |
# | System-assigned sequential number for the distribution. |
*Project* | Code identifying the low project organization to use for distributing the job posting's gross salary in Fund Accounting. If you do not use project accounting, leave the fields in this section blank. As indicated by the asterisks, the title of the *Project* is defined by the Human Resources profile. |
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. |
Percent | Percentage of the job posting'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. |
Position Transfer Fields
If a position is under Position Control and the FTE's (Full-Time Equivalency values) for the posting exceed the number available for the position, the following fields display for transferring additional FTE's from other positions in the Position Control table.
Field | Description |
|---|---|
Posting FTE | Number of FTE's required for the job posting. Display only. |
Available FTE | Number of FTE units that are unoccupied, which is calculated as follows: Authorized FTE - Occupied FTE = Available FTE. Display only. |
Position Type | Code identifying the position type associated with the job class, as defined in Payroll's Position Types table. |
Job Class | Job class assigned to the position, as defined by the Job Class table. |
Position | Position assigned to the job class, as defined in the Position Control table. Click the Search icon to display the Position Control Lookup window, and then enter criteria to filter the available positions. Note that the listing includes the number of FTE's that are authorized, occupied, and available. Click Add Transfer when you complete the Position Transfer fields. A grid displays listing the Class, Position, Location, and Available FTE. Complete the following field: |
FTE to Transfer | Enter the number of FTE's to transfer. If the number is sufficient to account for the number of positions being posted, you can save the job posting. If the number being transferred is not sufficient, you can transfer FTE's from another position by completing a new set of fields and clicking Add Transfer again. |