Staff Notification System Profile
The Staff Notification System Profile Menu gives you access to the menu options that let you add, change, delete or inquire on the Staff Notification system profile. The Staff Notification system profile is a payroll dependent profile that customizes the Staff Notification system to work for your site.
Staff Notification System Profile Additions
The Staff Notification System Profile Additions screen lets you create new Staff Notification profiles.
Payroll ID
Enter the payroll you are creating this profile for. You need to set up one profile for each payroll you have. Search to select from valid payroll ID Codes.
Percentage Employed Turned On
Enter 'Y' if you use percentage employee on the selected payroll.
Enter 'N' if you do not use percentage employee on the selected payroll.
Enter '4' to only pass 4 decimals to OPS.
Enter '*' to affect both the proposed percentage employee value AND the calculate FTE (assigned hours / position code hours per week) using 4 decimals.
The system uses this information when creating proposed function lines from assignment information in the Staff Notification Processing Screen.
Biweekly Payroll - Multiply Assignment Hours By 2
Enter 'Y' if the selected payroll is a biweekly payroll, 'N' if it is not. If it is, the system will multiply the assigned hours by two when building the proposed function lines from assignment information in the Staff Notification Processing Screen.
Use Assignment Start/End Dates If They Exist
Enter 'S' to attach the assignment start date onto the proposed function lines.
Enter 'E' to attach the assignment end date onto the proposed function lines.
Enter 'B' to attach the assignment start and end dates onto the proposed function lines.
Enter 'N' to attach neither the assignment start nor end dates onto the proposed function lines.
These proposed function lines are created in the Staff Notification Processing Screen
Assignment History Screen Field Selection
This field lets you select what assignment fields you want to display on the Assignment History Tab Screen of the Staff Notification Processing Screen. A window displaying all of the available fields will open up to allow you to select the fields you want. When the cursor is on a field you want to select, choose the select button to select the field. When done selecting all the fields click on the next button.
Once you have closed the selection screen, a window allowing you to re-order the fields you have selected will appear. This screen allows you to determine the order the assignment fields will show up in.
Use the Move Up and Move Down Buttons to move the selected field to the correct order. Choose the Finished button when you are done re-ordering.
Staff Change Form Report Format
There are two versions of the employee staff change report – one for teaching staff, and one for CUPE. Enter '1' if you want the teaching format, '2' to select CUPE.
Update HR Seniority Date from Specified Payroll
Enter 'Y' to create a seniority change staffing notification from the Employee Record Additions/Changes screen in Payroll.
Use Assignment Salary Code as Occupation Code
Enter 'Y' if the salary code should be used as the occupation code when building the proposed function lines in the Staff Notification Processing screen.
+/- Number of Days from Effective Date To Create Assignment
This field is used in the Staff Notification Creation Process to determine when assignment location change and assignment start and end date notifications should be created. If you enter a number, say –10, the notification will be created 10 days before the effective date. If you enter a positive number, say 10, the notification will be created 10 days after the effective date. See the Staff Notification Creation Process for more information.
Update EAM Locations
Enter 'Y' to update the attendance location screen in payroll (Surrey only)
Enter 'N' to not update the attendance location screen in payroll.
Position For 1st Function Line If No Assignments
Enter the position code to create assignments for those employees who do not have assignments. For example, TOC's might not have assignments, but you want the system to propose a function line to payroll. It will use the characteristics from this position code to create the function line.
Position For 2nd Function Line If No Assignments
Enter a second position code to create a second function line for employees who do not have assignments. For TOC's this might be used to generate a second function line with the scale rate of pay.
1ST X FL, POS PC OCC % (.XXXX)
This profile item is used to create advance proposed function lines for staff that are entitled to an advance in payroll.
Enter I/ to include or E/ to exclude pay codes (field 14) and/or occupation codes (field 15) that are to be included in the calculation of the advance.
Enter the percentage of the gross amount calculated by the pay code/occupation code list that is to be used for the advance.
2ND X FL, POS PC OCC % (.XXXX)
This profile item is used to calculate the reclaim function line if your district uses advance/reclaim function lines.
List of Payroll Ids For Assignment Selection
Enter the payroll ID(s) that are to be used to select assignments when proposing function lines for this PAYID. For example, if this profile is for teachers, you would enter the teacher's payroll ID to select only teaching assignments. This is useful if someone is being paid on two payrolls and you do not want to propose a function line for all assignments, only those for this payroll.
List of Positions to Ignore
Enter any position codes being used on this payroll that do not correspond (to real function lines (Ex. TLO for Coquitlam).
List of Positions to Ignore/Use as Occ Code
This profile will not create function lines for any positions entered here but will use up the occupation code from this position when creating the proposed function line.
Pay Code Calculation Method
Enter '1' to use the regular position pay code
Enter '2' to use the regular position pay code if the employee's assignment has benefits and use the position overtime pay code (from the Payroll screen) if the assignment has no benefits.
Enter '3' to use the position overtime pay code if the employee has benefits on their assignment, and use the regular position pay code if the employee has no benefits on the assignment.
Shift Code Calculation Method
Enter 'P' to use the shift code on the position when proposing the function lines.
Enter 'M' to use the shift code entered on the Main screen comment field.
Enter '1' to use the shift code entered in comment 1 on the Comment Screen.
Enter '2' to use the shift code entered in comment 2 on the Comment Screen.
Enter '3' to use the shift code entered in comment 3 on the Comment Screen.
Enter '4' to use the shift code entered in comment 4 on the Comment Screen.
Note: If comment fields are used for entry of the shift code, validation will take place against the shift code database in payroll if field Comment Field to Store Payroll Cycle Code in the Assignment Screen Control profile is set to which comment field will be used to store this value.
Supervisor(S) to Send Notifications To
Enter '1' to send notification to the first supervisor at the first location on new assignment.
Enter '2' to send notification to all supervisors at all locations on the new assignment.
Enter '3' to send notification to the first supervisor at the first location on both the old and new assignments. For example, if more than one supervisor is found for each location (old and new), the system will use the first supervisor found alphabetically.
Enter '4' to send notification to all supervisors at all locations on both the old and new assignment.
Enter '5' to send notification to the first supervisor on the position on the new assignment.
Enter '6' to send notification to all supervisors on the position on the new assignment.
Enter '7' to send notification to the first supervisor on the position for both old and new assignments.
Enter '8' to send notification to all supervisors found on the position for both old and new assignments.
The A-D options will:
Check the employee’s assignment for an authorizing location (Auth Loc), if it has an Auth Loc, then the supervisor calculated should be the Principal of the AUTH LOC.
If the employee’s position code has an AUTH LOC, then the supervisor calculated should be the Principal of the AUTH LOC.
Enter 'A' to send notification to the first AUTH LOC supervisor at the first location on new assignment. If no Auth Loc, then same as existing option 1.
Enter 'B' to send notification to all AUTH LOC supervisors at all locations on the new assignment. If no Auth Loc, then same as existing option 2.
Enter 'C' to send notification to the first AUTH LOC supervisor at the first location on both the old and new assignments. If no Auth Loc, then same as existing option 3.
Enter 'D' to send notification to all AUTH LOC supervisors at all locations on both the old and new assignment. If no Auth Loc, then same as existing option 4.
Note: SNS Notifications will not be sent to supervisors who are on leave. In other words, the system will not be able to calculate a supervisor.
List of Positions To Subs Occ And Emp Type
This prompt lets you load all function lines with the occupation code and employee type code from the first function line for any function lines created by positions in the list of positions entered here. Position codes must be entered delimited by slashes (/).
Proposed Function Line Sort Order
This option lets you control how the proposed function lines are sorted.
Enter 1 to sort function lines by base hours (most to least)
Enter 2 to sort function lines by pay code
Enter 3 to sort function lines by pay rate (least to most)
Enter 4 to sort function lines by cycle C, the pay rate (most to least)
Exclude Assignments with Zero Hours/FTE
Enter Y to exclude assignments that have 0 hours/FTE. Enter N if you do not want to exclude such assignments.
Cycle Code Calculation Method
This prompt controls where the cycle code will be taken from to be placed on the proposed function line(s).
Enter P to use the assigned position's cycle code.
Enter M to use the assignment's main comment.
Enter 1 – 4 to use one of the 4 comments on the assigned comment screen.
Add Master FL Costing onto Lump Sum FLS
This option lets you copy the costing information (cost center and GL) from the proposed master function line and place it on all lump sum function lines.
Enter 'Y' to copy the master function line costing only when the lump sum function line costing information is blank.
Enter 'A' to always copy the master function line costing.
Enter 'N' to ignore this option entirely.
List of Positions to Subs Cycle Code For MFL
This prompt lets you load all function lines with the cycle code from the first function line for any function lines created by positions in the list of positions entered here. Position codes must be entered delimited by slashes (/).
Pay Types to Include Payroll Function Lines into Proposed
This option lets you add function lines of specified types from Payroll onto your proposed function lines. This is handy if you have casual employees that will work at several positions and you want to set them up with say hourly function lines (which require timesheets to generate pay). If you were to enter 'H' here, all hourly function lines the employee had set up in PAYROLL would be added to any regular proposed function lines generated by assignments.
Over-Ride Grid Rate with Salary Code Rate If Lump Sum
This option lets you use the salary code rate as opposed to the grid rate if the pay type is lump sum, the grid rate is zero and the first salary code rate is not zero.
Payrolls to Notify
This option controls what payrolls' clerks will be notified when a staffing notification is created.
Enter '1' to generate a notification for the employee's current assigned payrolls only.
Enter '2' to generate a notification for all payrolls that the employee is active on in addition to the currently assigned payrolls. This is useful if you have an employee who is currently on the substitute teacher payroll move to the teacher payroll. Because the employee is currently on the substitute teacher payroll and currently assigned to the teacher payroll, both payrolls' clerks will be notified.
Compress Function Lines
Enter 'Y' to compress identical function lines into a single function line. Enter 'N' to skip the compression.
Payroll Code to Over-Ride Salary Code 1
This option lets you over-ride the position payroll code with whatever is entered in the 1st salary code field on the assigned salary screen. 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 |
If you enter 'C' here for example, the cycle code you enter on the specified salary code on the assigned salary screen will over-ride the cycle code that would normally be taken from the assigned position code.
Payroll Code to Over-Ride Salary Code 2
This option lets you over-ride the position payroll code with whatever is entered in the 2nd salary code field on the assigned salary screen.
Payroll Code to Over-Ride Salary Code 3
This option lets you over-ride the position payroll code with whatever is entered in the 3rd salary code field on the assigned salary screen. Refer to option 11 above for more information.
Payroll Code to Over-Ride Salary Code 4
This option lets you over-ride the position payroll code with whatever is entered in the 4th salary code field on the assigned salary screen. Refer to option 11 above for more information.
Note: In order to see these override payroll codes on the assignment salary fields, the Assignmment Screen Control Profile needs to be updated to match the corresponding fields.
Send Email to Payroll
Enter 'Y' to send an email notification to the payroll clerk instead of creating an entry that can be processed in the java Staffing Notification Processing Screen. Setting this option to 'Y' effectively turns on SNS Lite. You also need to fill in the payroll clerk's email address in the SNS User Code Database. Entries that are emailed to the payroll clerk will be marked as completed. The payroll memo field will also be updated with the name of the person who sent the email as well as the email address that was used and when the email was sent.
Enter 'N' to create the payroll notification and send it to the Java Staffing Notification Processing Screen.