Creation of a New Employment Instance versus Existing Job Data Record Update

Purpose: Use this document as a reference for when to add a new employment instance versus updating an existing one.  

Audience: Human Resources Specialist

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

IMPORTANT: When an employee moves to a different position in the middle of a payroll processing cycle, create a new employment instance instead of updating an existing one.  

Update of part-time faculty’s job data record to a new position status should be done after faculty’s pay lines have been fully extracted for payment from FWL to HCM.

RECOMMENDATION: When setting up an employee with a new employment instance, it is recommended that the first day of payroll processing cycle is used as the effective date of hire.

Creation of a New/Additional Employment Instance

Creation of a new or additional employment instance should be made in situations where:    

  • Employee is newly employed by institution.
  • Employee works in a position, for example - exempt, and is additionally being employed to work in another position, for example - part-time faculty.
  • Employee works in a position, for example - exempt, and is additionally being set up with another job instance for stipend payment.
  • Employee works as a part-time faculty and/or hourly employee for specific division/department and is additionally being employed in similar capacity to work for another department/supervisor.
  • Employee works as a full-time faculty and additionally teaches and/or does non-teaching type of work on moonlight basis and/or outside of faculty’s contracted time-frame (for example - summer).
  • Employee works in a classified position and is temporarily upgraded to another classified and/or exempt position on short term basis.

Update of Employee's Existing Employment Instance

Update employee’s existing employment instance in situations where:  

  • Employee is re-employed by institution after prior termination.  
  • Employee is promoted to another position on permanent basis.  This applies to situations where employee type changes.    
  • Employee’s earnings distribution needs to be updated. (Employees do not need a new job data record created to reflect different combo codes.)
  • Any situation that falls outside of the first section addressing the creation of new employment instance.


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