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Adding positions to employees

Positions define the roles that employees are being paid for and specify some details about the associated pay, expenditure accounts, retirement plans, etc. An employee cannot receive pay unless they have at least one position, so adding new positions to employees is a frequent occurrence.

If a Position Type that will distinguish this position clearly does not already exist, begin with creating a new Position Type.

Of course, a position is incomplete until it has the appropriate payroll items, which can be added later.

Add a New Position
Mass Add New Positions
Exit Old Positions

Add a New Position

If one employee is getting a new position, either because they just started working for the district or because they’re taking on an additional role, you can add it to that employee individually.

To add a new position to an employee:

  1. Go to Financials Main > Human Resources > Employee - Single View
  2. Search and select an employee
  3. Select the Positions tab
  4. Create Position
  5. Select a position type and add additional details
  6. Save

Mass Add New Positions

You may wants to mass add the same position to many employees when there is a special grant, bonus, etc.

To mass create positions:

  1. Go to Financials Main > Human Resources > Employee Positions (multi-view)
  2. Click on Mass Create Positions
  3. Select the appropriate Position Type you just created above
  4. Enter details in desired fields. You can leave particular field details blank that need to vary between employees and edit their details individually later in Employee - Single View > Positions tab.
  5. Check beside each employee name you want to have this new position
  6. Save

Exit Old Positions

If an employee is having their old position replaced by another, exit them from the first position by adding a position end date. After a position end date has passed, the position will become inactive and will no longer show up in the payroll register unless you choose to show inactive positions.

To edit a position end date:

  1. Go to Financials Main > Human Resources > Employee - Single View
  2. Search and select an employee
  3. Select the Positions tab
  4. Select Edit below a position
  5. Enter a Position End Date
  6. Save