Assignment Screen
Activate Salary Screen
Enter 'Y' to activate the detailed salary screen. This screen lets you enter a base salary grid and salary, as well as 4 other salary codes with corresponding amounts. The total of these is copied over to the main assignment screen as the Pay Rate.
View Payroll Function Lines
Enter 'Y' to view Payroll functions lines from the HR Assignment Screen.
Function Line Validation
Enter 'Y' to turn on validation during the entry of HR function line information. Having validation on forces you to enter valid information in each field. With the validation turned off, you can either enter valid information or leave fields blank.
Assignment History On
Enter 'Y' to activate the Assignment History feature. With this turned on, each time you make a change to an assignment, you will be asked if you want to save a history of the old assignment information and create a new assignment. If you respond negatively to this prompt the assignment will simply be changed without creating a history of the change. If you answer affirmatively, you will save a history of the current assignment and create a new one with the changed information. You will then be required to enter three dates: the date the old assignment ends, the date the new assignment takes effect, and the date the new assignment ends. This feature should reduce the time it takes to enter assignment changes. With this setting activated, users must be extra mindful to remember to update the schedule, GL, salary, etc. in addition to basic assignment details.
Salary History On
Enter 'Y' to activate the Salary History feature. The new version of HR lets you build a history of rate/salary changes without ending the assignment and opening another one. To activate this feature, you must enter 'Y' here.
With this turned on, each time you make a change to the pay rate or salary detail, you will be asked if you want to save a history of the old salary information and create a new salary record. If you respond negatively to this prompt the salary will simply be changed without creating a history of the change. If you answer affirmatively, you will save a history of the current salary and create a new record with the changed information. You will then be required to enter three dates: the date the old pay rate/salary information ends, the date the new salary takes affect, and the date the new salary ends. This feature should reduce the time it takes to enter pay rate/salary changes. Instead of using <PF1>X in Assignment Additions to close the old assignment, then re-entering the completely new assignment, all you need to do now is change the information that needs to be changed.
SUBJECT HISTORY ON
Enter 'Y' to activate the Subject History feature. The new version of HR lets you build a history of subject/level changes without ending the assignment and opening another one. To activate this feature, you must enter 'Y' here.
With this turned on, each time you make a change to the subjects/levels you will be asked if you want to save a history of the old subject information and create a new subject record. If you respond negatively to this prompt the subject/level information will simply be changed without creating a history of the change. If you answer affirmatively, you will save a history of the current subject/level information and create a new record with the changed information. You will then be required to enter three dates: the date the old subject/level information ends, the date the new subject/level information takes affect, and the date the new subject/level information ends. This feature should reduce the time it takes to enter subject/level changes. Instead of using <PF1>X in Assignment Additions to close the old assignment, then re-entering the completely new assignment, all you need to do now is change the information that needs to be changed.
FUNCTION LINE HISTORY ON
Enter 'Y' to activate the Function Line History feature. The new version of HR lets you build a history of function line changes without ending the assignment and opening another one. To activate this feature, you must enter 'Y' here.
With this turned on, each time you make a change to a function line you will be asked if you want to save a history of the old function line information and create a new function line record. If you respond negatively to this prompt the function line information will simply be changed without creating a history of the change. If you answer affirmatively, you will save a history of the current function line information and create a new record with the changed information. You will then be required to enter three dates: the date the old function line information ends, the date the new function line information takes affect, and the date the new function line information ends. This feature should reduce the time it takes to enter subject/level changes. Instead of using <PF1>X in Assignment Additions to close the old assignment, then re-entering the completely new assignment, all you need to do now is change the information that needs to be changed.
Another change to the new version of HR is that a function line is not directly attached to an assignment. In the previous version of HR each assignment could have one and only one function line attached to it. HR 5.0 removes the direct link from assignment to function and replaces it with a logical link. This change was made to make HR consistent with Payroll to prepare for the interfacing of HR assignments and function lines to Payroll function lines. Payroll allows you to enter up to seven function lines per employee on any given payroll. This same principal has been applied in HR. During assignment entry or changes, you can enter up to 7 function lines onto an employee. The logical link between the assignment and function line occurs by entering a position onto the onto the costing distribution. When running assignment reports that contain function line information, only the function lines that have the assigned position will display. During assignment entry, you will see all seven function lines regardless of position.
Subject Hours/FTE Must Equal Total Location Hours/FTE
Enter 'Y' to make the assignment location screen force entry of subject hours/FTE equal to the location hours/FTE. With this option set to 'Y' you will not be allowed to leave the location screen until the subject hours/FTE total is either zero or the same as the location hours/FTE.
Replace Function Line Screen with GL Costing Screen
Enter 'Y' to replace the function line screen with a screen that lets you enter up to 10 GL's, cost centres, and hours/FTE. Using the GL screen is a great option for those districts that find the function line screen too complex.
Default GL Costing Info from Position Code Database
Enter 'Y' if you want the GL and cost centre from the GL to be loaded as the default values of a new assignment.
If you enter 'N', no defaults will be loaded.
Default Salary Grid from Demographics Salary Grid
Enter 'Y' to use the demographics salary grid as the default on a new assignment.
Multiply Rate by FTE When FTE Changes
Enter 'Y' if you want the system to recalculate the rate when the assigned FTE changes by multiplying the changed FTE by the salary grid rate.
Multiply Salary Code Rate by FTE When FTE Changes
Enter 'Y' if you want the system to recalculate the salary code amount when the assigned FTE changes by multiplying the changed FTE by the salary code amount. Each salary code must also have the multiply amount by FTE field set to 'Y' for this to happen.
Gl Hours/FTE Must Equal Total Assigned Hours/fte
Enter 'Y' to instruct the system to force the assigned hours or FTE to equal the hours or FTE on the GL screen.
Enter 'N' if you do not this condition to be enforced.
Grid Point to Use for Salary Grid Rate
Enter the salary grid point (1 through 4) the system is to grab the salary from.
Load Rate from Salary Grid Instead of Position
Enter 'Y' to load the default assignment rate from the salary grid instead of from the position code database.
Enter 'N' to load the rate from the position code database.
If you enter ‘N' in this field you must also turn the salary screen OFF in order for the rate to be pulled from the position code database. This change can be made in the first field: ‘Activate Salary Screen’ should be set to 'N’.
Force Reason Entry If Assignment Changes
Y= Force the entry of a start reason on new assignments only
N= Forcing start/end reason not required
YY = Force Start reason on new assignments and end reason on old assignments
NY= Force End Reason on old assignments only
When Users answer 'Y' to save a history of the assignment change, they will be prompted for an assignment ending reason code/assignment reason code (depending on the configuration of this field)
Activate Additional FTE Field for Hourly Positions
Enter 'Y' to activate an addition FTE field on the assignment screen. This field will allow you to enter an FTE value on hourly positions and will calculate the assigned hours based on the hours per week on the position code. For example, if you enter a position that is 40 hours per week, and have this feature activated, when you enter an FTE value of .4, the hours would be calculated as 16.
If you should choose to use this feature, you should run the Load Assignment Temp FTE Program (menu option 10,5,5) to initialize this value on all assignments.
Department Prompt
This option lets you change the prompt description of the Department field to whatever you want it to say. If you leave this option blank, the prompt will remain as Department.
Comment Field to Store Payroll Shift Code
This option gives you the ability to enter (includes lookup and validation) the Payroll shift code onto any of the comment fields on the assignment screen.
If you enter M the system will accept entry of the shift code on the main screen comment.
If you enter a number 1 – 4, the system will allow entry of the shift code in the one of the four comment fields on the assigned comment screen.
Default Cost Centre from Location Type Database
Enter 'Y' if you want the assignment screen to default the cost center from the location type database.
Enter 'N' if you want the position cost center to default.
Comment Field to Store Payroll Cycle Code
This option gives you the ability to enter (includes lookup and validation) the Payroll cycle code onto any of the comment fields on the assignment screen.
If you enter M the system will accept entry of the cycle code on the main screen comment.
If you enter a number 1 – 4, the system will allow entry of the cycle code in the one of the four comment fields on the assigned comment screen.
User Defined Field Prompt
This profile allows you to override and repurpose the Contract Months field on the Assignment Screen. The Contract Months database can then be used for any other purpose needed with a custom database.
Payroll Code to Over-Ride Salary Code 1
This option lets you change the entry, lookup and validation of the 1st Salary Code field on the assigned salary screen to allow certain payroll codes.
You can enter any of the following codes to change the usage of this field:
C | Cycle Code |
T | Pay Type |
P | Pay Code |
O | Occupation Code |
E | Employee Type Code |
S | Shift Code |
Payroll Code to Over-Ride Salary Code 2
This option lets you change the entry, lookup and validation of the 2nd Salary Code field on the assigned salary screen to allow certain payroll codes. See field above for more information on the codes that can be entered here.
Payroll Code to Over-Ride Salary Code 3
This option lets you change the entry, lookup and validation of the 3rd Salary Code field on the assigned salary screen to allow certain payroll codes. See field above for more information on the codes that can be entered here.
Payroll Code to Over-Ride Salary Code 4
This option lets you change the entry, lookup and validation of the 4th Salary Code field on the assigned salary screen to allow certain payroll codes. See field above for more information on the codes that can be entered here.
If you chose the posting screen, you will see the following:
The posting screen will work the same for all employee groups, so the only type and code you can enter is * default *.
Comment 1 Prompt Description
Enter the title of the first posting comment.
Comment 2 Prompt Description
Enter the title of the second posting comment.
Comment 3 Prompt Description
Enter the title of the third posting comment.
Comment 4 Prompt Description
Enter the title of the fourth posting comment.
Comment 5 Prompt Description
Enter the title of the fifth posting comment.
Default Assignment Reason
If you want the assignment reason to default to a uniform value when you create assignments from the posting screen, enter that value here.
Posting Screen Layout
Enter '1' to display all the posting fields on the posting screen.
Enter '2' to display all the posting fields except the shift, cycle and pay period on the posting screen.
Enter '3' to display all the posting fields except the rate, shift, cycle and pay period on the posting screen.
Create Assignment(s) From Posting Screen
Enter 'Y' to give you the ability of creating assignment(s) from the posting screen as successful applicants are entered or changed.
If you chose the demographics screen, you will see the following:
The demographics screen will choose what profile to use based on employee category.
Page 02 Field 06 Date Prompt
Enter the prompt to display for the hire date
Page 02 Field 07 Date Prompt
Enter the prompt to display for the continuing hire/seniority date
Page 02 Field 08 Date Prompt
Enter the prompt to display for the substitute/casual hire date
Page 02 Field 09 Date Prompt
Enter the prompt to display for the contract acceptance date
Page 02 Field 10 Date Prompt
Enter the prompt to display for the last transfer date