9.2 Add A New Employment Instance

Purpose:  Use this document for adding a new additional job record to an employee who has an existing job record.   This document can also be used for adding a job record to an employee who has an existing Personal Record (Bio Demo) but no job record. 

Audience:  Human Resources Staff.

PeopleSoft Human Resources enables the user to keep complete job information about workers who hold more than one job at a time in an organization.

Add a New Employment Instance

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Add Employment Instance

  1. The Add Employment Instance search page displays.
  2. Enter the Empl ID in the Empl ID field.
  3. Select the Add Relationship button.
Add Employment Instance section

Work Location

  1. The Add Employment Instance page displays.
  2. From the Work Location tab, the Empl Record field will default the next value in numerical sequence.
  3. Change the Effective Date.
  4. The Action field is pre-filled with Hire.
  5. Select the Reason from the drop-down menu.
Work Location tab, Work Location Details
  1. Select the Position Number lookup icon and select the desired position.
  2. Select the Override Position Data button.
  3. Enter the desired date in the Expected Job End Date field, if applicable.
Position Number, Override Position Data button

Job Information

  1. Select the Job Information tab.
  2. The Job Information page displays.
  3. Change the Regular/Temporary field, if applicable.
  4. Change the Full/Part field, if applicable.
  5. Select the appropriate Empl Class.
  6. Change the Regular Shift field, if applicable.
  7. Enter the Supervisor ID.
  8. Enter the desired information in the Standard Hours field, if different than the default value.
  9. Select the Work Period lookup icon, to select the desired work period for the position; if different than the default value.
  10. The FTE field changes based on hours entered in the Standard Hours field.
Job Information tab

Job Labor

  1. Select the Job Labor tab.
  2. The Job Labor page displays.
  3. Enter the Union Code on the Job Labor page, if applicable.
Job Labor tab

Payroll

  1. Select the Payroll tab.
  2. The Payroll page displays.
  3. Select Absence Management in the Absence System field; if applicable.
  4. Select the Pay Group lookup icon field to select the desired pay group.
  5. The Holiday Schedule will default to the State Board Holiday schedule unless your college has a schedule outside of the standard Washington State holiday calendar. If so, you'll need to select the appropriate alternate schedule.
Payroll tab

Note: To view how many jobs an employee holds, navigate to: Main Menu > Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary

Salary Plan

  1. Select the Salary Plan tab.
  2. The Salary Plan page displays.
  3. Enter the appropriate Step.
Salary Plan tab

Compensation

  1. Select the Compensation tab.
  2. The Compensation page displays.
  3. Select on the Default Pay Components button to execute rate code defaults.
  4. Select the appropriate Frequency.
Compensation tab

CTC Job Data

  1. Select the CTC Job Data tab.
  2. Enter all necessary data (see QRG Adding a New Employee and a Job Instance steps).
CTC Job Data tab

CTC Earnings Distribution

  1. Select the CTC Earnings Distribution tab.
  2. The CTC Earnings Distribution page displays.
  3. Enter the appropriate Earnings Code.
  4. Select the Edit Chartfields link, to select a Combination Code .
  5. Enter the Percent of Distribution assigned to the selected Combination Code.
  6. Warning: If you are assigning multiple Earnings Codes and/or Combination Codes the system will require you to indicate which is the primary record.
  7. Select the Save button.
  8. Select the Employment Data link at the bottom of the page.
CTC Earnings Distribution tab
  1. The Employment Information page displays.
  2. Verify the defaulted values.
  3. Select the Time Reporter Data link.
Employment Information tab
  1. The Time and Labor Data page displays.
  2. Enter the Effective Date.
  3. Select the Time Reporter Type (Elapsed or Punch).
  4. Enter the Elapsed OR Punch Time Template (should coincide with the Time Reporter Type you selected).
  5. Select the appropriate Workgroup from the menu options.
  6. Select the appropriate Taskgroup from the menu options.
  7. Select the OK button.
Time and Labor Data window
  1. From the CTC Earnings Distribution page, select the Benefits Program Participation link.
  2. The Benefit Program Participation page displays.
  3. Select the Benefit Program lookup icon.
  4. Select the desired benefit program.
  5. Select the OK button.
Benefit Program Participation window
  1. The process to add a new employment instance is now complete.
  2. End of procedure.

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