Purpose
The Job Assignment screen enables you to enter or view information about an employee’s job(s) at the institution.
Access
You access the Job Assignment screen from the Main screen by selecting Assignment from the menu bar, and then clicking on Job Assignment from the list that appears. You can also access the Job Assignment screen from the Employee Information screen.
Contents
The Job Assignment screen contains regions that maintain the following types of information:
ID Information Job Assignment Job Assignment List Secondary Tab See also:
Assigning an Employee to a Job ID Information - Job Assignment Screen
The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature.
The ID Information region contains the following elements:
ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database.
Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names.
SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed.
ID Lookup Button - A command button that displays the ID Lookup screen.
See also:
Job Assignment Job Assignment List Secondary Tab
Performing a Query in Human Resources Administration Job Assignment - Job Assignment Screen
The Job Assignment region of the Job Assignment screen enables you to view or enter
information about the work assignments for the selected employee. The system can support as
many assignments as necessary for each employee. This region becomes active when you click Add or Update on the toolbar.
The Job Information region contains the following fields:
Position Control No. - The code associated with the position (e.g., BIOPROF). Click on the arrow next to the field to view and select from a list of valid values. You define valid positions and numbers in the pos_table.
Description - Text that describes the position.
Job Description - Text that describes the specific job the employee is filling.
Payroll Type - The payroll in which the assigned job is processed. Click on the arrow next to the field to view and select from a list of valid values.
Status - The status code for the position (e.g., full-time, part-time, or student). Click on the arrow next to the field to view and select from a list of valid values.
Supervisor ID - The ID number of the supervisor for this job assignment. Click the Lookup button to query the ID, if desired.
Note: The name associated with the ID appears to the right of the Lookup button in a display-only field.
Lookup Button - A button that, when clicked, displays the ID lookup window so you can query for the ID of the supervisor.
Division/Department - The division/department combination at the institution to which the position relates (e.g., Academic/Biology). Click on the arrow next to the field to view and select from a list of valid values.
Overload Checkbox - A check box that indicates whether the selected position is a regular position (the box remains unchecked) or one that exists in addition to a regular position (the box contains a check mark). An example of an overload amount is a stipend paid for an extra responsibility.
Begin Date - The date on which base compensation began for the displayed assignment. This date is display-only and originates on the Compensation screen.
Contract Status - A display-only field indicating whether there is a contract associated with the job, and if so, whether it is open or complete. Information for this field comes from the Contracts screen.
End Date - The date on which base compensation ended for the displayed assignment. This date is display-only and originates on the Compensation screen.
Schedule - The work schedule associated with the position (i.e., the days and hours on which the employee will work at the specified job assignment). Click on the arrow next to the field to view and select from a list of valid values.
Comments - A free-format field into which you can enter an unlimited amount of text about the employee and his/her assigned position. To enter comments, click in the field and then type the information. You can use the standard cut, copy and paste commands available in Windows.
See also:
ID Information Job Assignment List Secondary Tab
Using Table Lookup in Human Resources Administration
Job Assignment List - Job Assignment Screen
The Job Assignments Grid region of the Job Assignment screen enables you to view and select information about a particular position held by an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Job Information region in the top part of the screen.
Note: The grid is for selection and viewing purposes only. To change or add information, you must use the Job Assignment region of the screen.
The grid does not appear under the following circumstances:
• If you have not yet queried and selected an employee ID
• If the selected ID does not have a position The Job Assignments grid contains the following columns:
PCN - The code associated with the position (e.g., BIOPROF). Click on the arrow next to the field to view and select from a list of valid values. You define valid positions and numbers in the pos_table.
Position Description - Text that describes the position.
Job Description - Text that describes the specific job the employee is filling.
Pay Group - The payroll in which the assigned job is processed.
Status - The status code for the position (e.g., full-time, part-time, or student).
Division/Department - Two fields that designate the division (and the department within the division) to which the position relates (e.g., Academic/Biology).
Schedule - The work schedule associated with the position (i.e., the days and hours on which the employee will work at the specified job assignment).
Overload - A code designating the overload status of the job, either an R (for regular) or O (for overload).
In addition, the Job Assignments region contains the following buttons that are not part of the grid:
Contracts Button - A command button that displays the Contracts screen so you can enter or view contract information for the employee.
Calculate Pay Button - A command button that displays the Calculated Pay window with pay information about the selected job (for the current open pay period), including gross pay,
adjustments, and net pay. The Calculated Pay window also contains an Employer-Paid command button that displays the employer-paid adjustments for the job during the current open pay period.
Compensation Button - A command button that displays the Compensation screen so you can enter or view wage or salary information for the employee.
Funding Button - A command button that displays the Funding screen where you can enter the funding information about the job. Note that this funding information overrides any funding already defined for the position.
Secondary Tab - Job Assignment Screen
The secondary tab of the Job Assignment screen contains information that is unique to your institution. With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution.
Most of the information on this tab resides in your database in the job_rec.
See also:
ID Information Job Assignment Job Assignment List
Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration