Adding an employee to a Staff Position determines the employee specific Attendance and Time card settings listed below overriding any of the defaults set on the Position. Employees can have multiple Positions.  The system uses the Staff Position when computing rates, and Overtime rules, on the timecard as well as work location, Budget Codes, and other employee specific settings:

• Position Start/End Dates
• Timecard Approvers 1-3
• Daily and Annual Pay Rates
• Regular Hours Per Day and Week
• Attendance Group
• Work Calendar
• Work Schedule
• Work Location
• Base Pay Rate
• Budget Codes for Regular, Straight, OT, and Shift Differential pay
• State Assignment Code
• Overriding the system generated Bar Code assigned to the Employee

Applicable Roles - Staff Position management is limited to users with the following roles:

• Administrators
• HR Admin
• HR Team

Contents

Creating a New Staff Position

Editing a Staff Position

Importing Staff Positions

Appendix

[Details] Tab

[Ancillary Jobs] Tab

[Pay Rates] Tab

[Budget Codes] Tab

[Work Schedules] Tab

Creating a New Staff Position (adding an employee to Time and Attendance)

Option 1: 

1. Navigate to Human Resources -> Active Employees
2. Check one or many Employees
3. Select "Add to Time & Attendance" from the drop down list

Option 2: 

1. Navigate to Human Resources -> Positions
2. Select a Position from the grid
3. Select the [Staff] tab
4. Select to add one or many Employees to the Position
   
   Figure 1

Both Option 1 and 2 open a window with a sub-set of settings for configuring a new Staff Position.  Below are descriptions of both required and recommended fields. If you have any questions or don't see what you need, more information is available in the Appendices of this document that describe every Staff Position button and setting in the system. 

1. Configure the following required (indicated with a *):
   • Position*: Select the Position you are adding the employee to (option 1 only).
   • Is Primary Position: Select Yes or No to indicate if this will be the employee's Primary Position. Default = No. Users can have multiple Positions.
   • Start Date*: This is the first day the employee will work in this position. If they are switching positions, their old position must end the day before this date. If the employee is a new hire, this would be the first day of employment with the district.
   • Regular Hours Per Day*: This is the conversion factor the system uses when converting accruals from days to hours. An example:
     • An Employee is setup to accrue sick time in days.  
     • Their accrual balance for sick time = 100 Days
     • Regular Hours Per Day = 6
     • They are sick for 2 hours one day.  
     • In Days = 2/6 = .333 days
     • Sick Time balance = 100 - .333 = 99.667
2. Configure the optional, but recommended fields below:
   • End Date: Set this when the position is temporary in nature (for instance a summer school position, contract work, or Long-Term Leave Replacement). This field should be populated only if applicable.
   • Anniversary Date: This MUST be entered for attendance to work correctly and is required for Years of Service (YOS) and Accrual calculations.
   • Prior Years of Service: If the employee has prior years of service from either an internal or external position, enter it into this field.  Prior years of service is used by the system when determining accrual grants based on YOS and is only applicable when allowed by rule or contract terms.
   • Enable for Time and Attendance - Select one of the following:
     • "Exclude from Attendance and Timekeeping" - User is not using Timecards or Attendance
     • "Access Attendance Only" - Enable Attendance for this user, OR
     • "Access to Attendance and Timekeeping" - Enable both for this user
   • The following are pre-defined by your Administrator at setup. If you don't see the correct setting in the pull-down menus, you will need to reach out to your support organization or follow the hyperlinks to instructions on how to create new ones yourself:
     • Location: Select the work location from the drop-down menu - this is the physical location the employee will be performing their work in this position.
     • Work Schedule: Select the work schedule from the drop-down menu. It can be changed later on or even pre-configured to change on a specific date.  For more information, select the hyperlink.
     • Attendance Group: Attendance Groups are this will determine the set of "rules" by which the employee is granted and can use Accruals.
     • Work Calendar: This will tell the system what the set of holidays are for this employee, if they are paid or not, and what the rate type (i.e. holiday vs. regular pay) is for both worked and non-worked hours for each Holiday.
     • Time Card Approvers:  Up to 3 pre-defined approvers can be set for this Employee.  
     • Budget Codes:  Select the employee specific Budget Codes for each of their pay rate types (Regular Hours, Straight Time, Overtime, and Shift Differential).
3. Finish the setup by Editing the Position you just created and configuring:
   • Their Pay Rate
   • Changing/updating their Work Schedule, and/or
   • Ancillary Jobs which can be overridden on the Staff Position from defaults set on the Position

NOTE: Any fields entered that are different from those in the main Position, such as Attendance Group, will override the information from the main Position for this specific employee. See the Positions KB article for more information

If you have questions regarding the fields not noted in this article, or would like further definitions, please see the Appendices below.

Editing a Staff Position

Single Staff Position 

1. Select a Staff Position from:
   • the Human Resources -> Staff Positions grid, OR
   • the Human Resources -> Positions -> "Position Name" -> [Staff] tab grid
2. Select on the [Details] tab
3. Make your changes (fields are described below)
4. [Save] to validate and save your changes; [Cancel] to exit edit mode and do nothing

Multiple Staff Positions

1. Check one or many Staff Positions from the Human Resources -> Staff Positions grid
2. Select on the menu bar
3. Check the fields you intend to change (described below). NOTE: You MUST check the box for the field you would like to edit - even if the change you are making is also checking a box (that would require the checking of two (2) boxes) - see figure 2 below
4. Make your changes (not all fields are mass editable)
5. [Update] to save your changes, [Cancel] to close the pop-up and do nothing

Figure 2 - mass update screen

Importing Staff Positions

1. Select Human Resources -> Import / Export -> Position Staff Import / Export
2. Select:
   • if you intend to make individual or mass changes to the Staff Position(s) OR
   • if you intend to bulk create new Positions
3. Fill out the rows on work sheet or select values from cell pull-down lists (described below).
4. Select of or drag and drop the completed template and [Preview Import] to validate the changes
   
5. Correct any validation errors.
   
6. Correct any validation errors
7. Select [Import Date] to complete the process
8. The system will skip rows that fail import process with an error message
   
9. Correct the errors on the import template and try again

Appendix

[Details] Tab

The Details page contains Employee specific Timekeeping and Attendance settings. Settings are described below:

Details Tab Buttons

Edit

• Edit the Staff Position 

Delete

• Delete the Staff Position.  NOT recommended, especially if there are active Positions with Attendance accruals (they will be lost). Instead, use the End or Change Position feature

Save

• Visible when editing a Staff Position

• Saves your updates and closes the edit dialog

Cancel

• Visible when editing a Staff Position

• Closes the edit dialog without saving changes

End or Change Position

• End a Position

• Start a new Position, migrate accruals from the old Position 

• Correct Attendance Group assignment

• Correct Position assignment 

• See the End or Change Position KB article for details

Details Tab Fields (* Required)

Position*

• Read only
• The Position Title

Is Primary Position

• Set this Staff Position as the Employee's Primary Position
• Note: The system uses the Primary Positions for reporting purposes.  They are no longer required.

Start Date*

• The date the Staff Position becomes active in Time and Attendance

End Date

• The date the Staff Position becomes inactive

Location

• The Work Location of this Staff Position

Approval 1

• One of three possible Approvers that can approve this user's timecard
• A value here overrides the Approver on the Position

Approval 2

• Two of three possible Approvers that can approve this user's timecard
• A value here overrides the Approver on the Position

Approval 3

• Three of three possible Approvers that can approve this user's timecard
• A value here overrides the Approver on the Position

Barcode

• Override the system generated Kiosk Login ID

State Assignment Grade Level Code

• Override the Position setting for this value

Daily Pay Rate

• Enter a value for reporting purposes

Annual Pay Rate

• Enter a value for reporting purposes

Regular Hours Per Day*

• This value is used to convert days to hours when requesting partial day absence requests
• Overrides the Position default setting for this value 

Hours Per Week

• Is required for the system to correctly calculate "Straight Time" on the timecard
• It should match your scheduled hours

Anniversary Date

• Used by the system to calculate years of services (YOS) for the purpose of granting accruals.

Prior Years of Service

• When a previous positions (in or out of the district) YOS counts towards the current positions YOS, populate this field with a value.  The system will use it to adjust YOS in the current Position.

Years of Service

• This is a calculated field; it is the count of Anniversary Dates from the Anniversary Date to present + "Prior Years of Service"
• Attendance Accruals use this value

Use Leave Banks

• Allow this user to contribute time to a shared Leave Bank
• Override the Position setting for this value 

Enable for Time and Attendance:

• Used by the system to turn on/off features in Time and Attendance:
  • Select "Exclude from Attendance and Timekeeping" to disable both Timecards and Attendance for a this Staff Position
  • Select "Access Attendance Only" to enable Attendance for this Staff Position
  • Select "Access to Attendance and Timekeeping" to enable both for this Staff Position

Pay Period Group

• Override the Positions' Pay Period group

Attendance Group

• Select a predefined Attendance Group for this Staff Position

Work Calendar

• Select a predefined Work Calendar

[Ancillary Jobs] Tab

Ancillary Jobs are non-primary jobs that Staff occasionally perform. Ancillary Jobs listed here are defined on the Position. You can customize the following employee specific Ancillary Job settings on this tab:

• Fund/Budget Code
• Make the Ancillary Job available/unavailable to the employee

Ancillary Jobs Tab Buttons

Edit

• Override the Position settings for the selected Ancillary Job
  

Ancillary Jobs Tab Fields

Fund/Budget Code

• Override the Fund and Budget Code for the employee 

Position Staff Inheritance

• Use (default)
• Do Not Use - make the Ancillary job unavailable to the employee

[Pay Rates] Tab

Set the Regular Hour pay rate for this employee.

Pay Rates Buttons

New Pay Rate

• Add a Pay Rate 

Pay Rates Fields (*Required)

Start Date

• The date the pay rate becomes active

Pay Rate

• The pay rate amount (Regular Rate) for this Position

[Budget Codes] Tab

Override the Position Fund/Budget Code defaults for Regular, Overtime, Straight, and Shift Differential Pay Types.

• Fund/Budget Code Pay Type assignments
• Allocation % overrides

Budget Codes Tab Buttons

New Budget Code

• Add an Employee specific Fund/Budget Code 
  

Budget Codes Tab Fields (*Required)

Fund *

• Select a Fund 

Budget Code *

• Select a Budget Code from the above Fund

Budget Code Pay Type *

• What Pay Type

Allocation *

• What % of the Pay Type to allocate on the timecard from this budget code
• The system will warn you when a Pay Type does not have a 100% allocation when splitting the timecard pay allocation from multiple Budget Codes

[Work Schedules] Tab

Assign a Work Schedule to the Employee.  Work Schedules are required by the system for Time Keeping and Attendance. 

Work Schedules Tab Buttons

New Work Schedule

• Assign a predefined Work Schedule to the Employee

Work Schedules Tab Fields (*Required)

Start Date *

• The date the Work Schedule becomes active

Work Schedule *

• Select a Work Schedule from the list setup within the district