M O D U L E ADDITIONAL ROLES OR CONCURRENT JOBS Overview Purpose: Used to add a secondary (or concurrent) job. An Additional Role should be used when the person works consistently or frequently in two or more departments. The person can have the same job title or a different job title in each department along with different rates of pay. The basic rule is -- if the job is something that can be listed on a resume, an Additional Role should be entered. If the person is only working for your department as a one time or sparatically, use the Pay Sheet Not Job component. If you have questions on which component to use contact the FIS Helpdesk or your Human Resource office. Note: Additional roles should not be used to pay stipends and wages to the same person on a primary and secondary job. (Wages are paid under on Empl ID and Stipends must be paid under a separate Empl ID.) Do not create an additional role for non-paid faculty titles. These are established on the Faculty title Summary page. I Objective By the end of this module, the user will be able to: Understand when to add a concurrent or additional role Be able to use both options to enter a concurrent job Be able to successfully enter a concurrent job. A DDITIONAL R OLES OR C ONCURRENT J OBS 1
1 Follow the breadcrumbs: Home > Administer Workforce > Administer Workforce (GBL) > Use Result: A new Empl Rec number is automatically created for this action. 2 Do you know if the person has a primary job? No Yes Then Click on the Hire Employee/Add Non- Employee link and advance to step 3. Click on the Add Concurrent Job link and advance to step 5. Use this link if you the empl ID or the name Use this link if you do not know the EMPL ID and the primary job information A DDITIONAL R OLES OR C ONCURRENT J OBS 1.5
3 Complete the Social Security field and click on the Search button. (See screen print below.) Result: An informational message will appear telling you the person s current job status. 4 Click on the appropriate hyperlink and advance to step 6. hyperlinks 5 Do you know the Person s Empl Id Yes Then Complete the Empl ID field and click the Add button. No Use the magnify glass to access the search screen. Type in the person's last name in the Last Name field and press the Add button. Result: You have now advanced to the Job Data component. Note 1: A new Empl Rec number is automatically created for this action. Note 2: Notice the is now Additional Role and the Job Indicator states Secondary. A DDITIONAL R OLES OR C ONCURRENT J OBS 2
Work Location page New Empl Rec number is displayed here Job Indicator is secondary job is automatically completed These fields will automatically default: Employee Status Defines the current status of the job Date Created The date the hire was started and saved: Effective Sequence 0 (zero) which is appropriate for a new hire Job Indicator Primary (normally appropriate for a new hire if the secondary department enters the employee data first, then this field should be changed to say Secondary.) Hire Reason NHE = Employment Regulatory Region USA Company WAS (Wash University) Business Unit (defaults to the campus listed on your security). A DDITIONAL R OLES OR C ONCURRENT J OBS 2.5
Department Entry Date will be the effective date of hire. Location will default based on department if the department has provided a default location to the HRMS Help Desk. Follow these steps to complete the fields on the page. 6 Enter an Effective Date - choose today s date or a future date that is the same or later than the effective date on the primary job. 7 Use the magnify glass next to Reason box and select the appropriate reason. If you know the reason you can just type the three-digit code in the box. Valid reasons codes are: AFE Affiliated (External Funding) DEP Department/Chair Role (an administrative role for an academic person) EMP Employment (wages are paid) NEE Stipend Payments (used for Non-Employees) RES WU Affiliation (used for Non-employees) SOU Sourcing (wages are paid) STP Stipends (used only for Non-Employees) 8 The Business Unit field defaults to your security. If you have access to both campuses, verify this is correct. 9 Complete the Department field with the appropriate six-digit department. 10 Complete the Location field. 11 Go to the Job Information page. A DDITIONAL R OLES OR C ONCURRENT J OBS 3
Job Information page Enter Job Code Adjust Standard Hours if applicable These fields will automatically default: Effective Date, Effective Sequence, Job Indicator and /Reason default from the Work Location page. Salary Grade will default to the grade level of the job code that is entered in the Job Code field Entry Date will default to the Effective Date of Hire. Full/Part will default depending on the standard hours entered on the Job Code table. If Standard Hours are manually adjusted, this will automatically change. Standard Hours will default per campus by job code Medical School Hilltop Graduate Research and/or Teaching Assistants = 19.4 All others = 40 Graduate Research and/or Teaching Assistants = 16.88 All other = 37.5 A DDITIONAL R OLES OR C ONCURRENT J OBS 3.5
FTE defaults by the number of standard hour entered. This will default to 1.0 when the Standard Hours are between 37.5 and 40.0 Work Period will default to Weekly. The FLSA Status (located under the US flag) will not be updated/accessible. It is populated by the job code. 11 Enter the Job Code or select by using the drop down box. 12 Regular /Temporary field will be set automatically using the Role and Type Chart. This field may be overridden by the user to show Temporary Status when a person is expected to be employed for 6 months or less. Note: You must use Temporary Status if using Job Code X1EN01 Temporary Position. 13 Use the Regular Shift drop down box if an employee works straight Evenings, Nights or Rotating shifts. It is not necessary to enter days, as days will be assumed. 14 If necessary change the Standard Hours per week. (This must be entered for all regular employees, including Academics, who are 50% FTE or more.) Students should have 0.00 Standard hours 15 Go to the Payroll page by either clicking on the tab at the top of the page or using the Payroll page hyperlink at the bottom of the page. A DDITIONAL R OLES OR C ONCURRENT J OBS 4
Payroll page The following fields will automatically default: Effective Date, Effective Sequence, Job Indicator, /Reason from the information entered on the Work Location page Pay Group will default based on the personnel status and job code. Holiday Schedule will default to N/A. Employee type will default base on the Job Code Tax Location Code will default to Missouri or St Louis based on the department number table. The Payroll department may override this. FICA Status will default to Subject unless you have indicated the employee is a WU student, making them exempt from FICA. 16 Review the Pay Group to verify it is correct. This indicates how the employee is to be paid and is pulled from the job code entered on the Job Information page. BWK = Bi-weekly used with non-exempt job codes MON = Monthly used with exempt job codes NPR = Non-Paid Role Note: If this field is incorrect, the job code will need to be changed. A DDITIONAL R OLES OR C ONCURRENT J OBS 4.5
17 The Employee Type field will populate depending on the job code entered on the Job Information page and the information displayed in the Pay Group field in step 1. This field is used to indicate how the payroll system should handle the employee for paysheet creation Is the field populated with S H Then S (Salaried) Used for Monthly and NPR employees. This indicates that a salary dollar amount and no standard hours should be loaded to the pay line. This cannot be changed. The pay group is Bi-weekly. See the descriptions below to determine if this should be an H or E. H (Hourly) indicates that the standard hours should be loaded along with the hourly rate of pay to the paysheets. Departments must enter the hours per week for this pay period based on actual hours worked in order to create a paycheck for this group. OK to Pay must be clicked on for each employee in this group to submit hours worked. This may be used only on employees who are on Bi-weekly payroll. E (Exception Hourly) indicates that the standard hours from the job row will be loaded along with the hourly rate of pay to the paysheets. The standard hours will be paid without any additional action on the part of the user. However, standard hours must reflect actual hours worked; therefore, adjustments may need to be made to standard hours by the user. This may be used only for employees 18 Change the Employee Type if necessary. 19 Go to the Compensation page. Use the folder tab at the top of the page or the Compensation hyperlink at the bottom of the page. A DDITIONAL R OLES OR C ONCURRENT J OBS 5
Compensation This page is used to enter the compensation information for the employee. The system will calculate the pay rates found in the Pay Rates box for Bi-weekly employees using the compensation rate and Standard Hours found on the employee s Job Information page. If no Standard Hours are entered for Bi-weekly employees, no annual figure will be calculated here. The fields in the Comparative Information box are not used for the new hire. The Hourly Rate displayed in the Pay Rate Box is the one used to calculate Bi-weekly employees pay sheets. Verify that this rate is correct each pay period. The Seq field under Pay Components will always be ' 0 because a Job should only have one entry in the Pay Components area. Pay Rates box Pay Components navigation bar A DDITIONAL R OLES OR C ONCURRENT J OBS 5.5
20 Go below the Pay Components navigation bar to enter compensation The Rate Code will default based on the information that was entered in the Pay Group field located on the Payroll page. NAANNL Used for Pay Group of Monthly NAHRLY Used for Pay Group of Bi-weekly 21 Enter the compensation rate amount in the Comp Rate field If the employee is Monthly, enter the Annual salary amount for this job. If the employee is Bi-weekly, enter the Hourly rate. 22 Tab out, the compensation values for the Hourly, Daily Monthly and Annual amounts will automatically calculate in the Pay Rates box if the Standard Hours are not zero. 23 Frequency - verify the system defaulted to the correct value. (H is for Bi-weekly payroll and A is for Monthly payroll). 24 Is this job for an Academic that is going to be on a contract? See Special Situations in the information below. Yes Go back to center of page and change the Compensation Frequency from M to a C. M = Monthly payroll C = Academic Year Pay No Go to the next step. 25 The Annual Benefits Base Rate will automatically default to the annual salary for this job if the Standard Hours are not zero. 26 Read the information on the next page for special situations and then go to the Additional Job Data page by using your page tab or the hyperlink at the bottom of the page. A DDITIONAL R OLES OR C ONCURRENT J OBS 6
Special situations on the Compensation page Employees who are paid on Academic Year pay arrangements should have their Compensation Frequency set to C at the top of the page. The total compensation amount to be paid for a given timeframe should be loaded in the Compensation rate field (with a frequency of A ). The Academic year pay page must also be completed as described in the Academic Year Pay Business Process. A monthly employee who is set up with an annual rate code must have their pay adjusted manually if standard hours change from full time to part time status or vice versa. Annual pay for a Bi-weekly employee will adjust automatically if status changes from full time to part time or vice versa due to the hourly rate calculation on their records. A DDITIONAL R OLES OR C ONCURRENT J OBS 6.5
Additional Job Data Pay This page totals much of the information that was included in job. If you are the Prime department you will be able to see all of the fields on this page. However, if you are the secondary department, the only fields that will display under the Payment Information navigation bar are the Base Pay (XYZ), Non WashU Pay and Encumbrance Override. 27 Department Title Enter a title here only if the title from the Job Code Table is not sufficient. This title will appear in the Phone Book if the Include Department Title in Phone Book flag is clicked on. 28 Click on the Include Department In Phone Book flag if the title is to appear in the phone book. Note: This option is only available for Staff Academics and Post docs. A DDITIONAL R OLES OR C ONCURRENT J OBS 7
29 Is the Job Role field populated? Yes No The Job Type field will default based on the job code this cannot be changed. If this information is incorrect, the job code must be changed. Complete the Job Type. This is required for each job. Choices are based on the Role above that comes from the Job Code Table. See Code definitions for an explanation of these values or use the drop down box. 30 Department Use Use this ten-digit field to hold any department defined data needed for the job itself. 31 Group ID is used by the Payroll Dept to define the type of Foreign National for taxation purposes. 32 Retroactive To Date- Enter the date to which any transaction that is retroactive is intended to go back. This records a retroactive transaction. This is not used on a new hire. 33 Post Doc Date - Used for Post Doctoral non-employees only. See the Nonemployee Business Process. 34 Campus Box this field is informational for the secondary department. Medical School: - the box number the person is located at. Hilltop Campus: The system will default to the box number entered in the Check Delivery field in the Personal Data component. 35 Check Delivery No: This field is informational; it was entered on the Additional Personal Data page when the hire was started. 36 Complete the Room Number field with the room number the person is working in. 37 If applicable, complete the Base Pay (XYZ). This is used only at the Medical School for those academic employees who are participating in a formal compensation plan. 38 Non-WU Pay- Used for Non-Employees. See the Non-Employee Business Process. 39 Click Encumbrance Override to leave this job and its salary out of the encumbrance process. 40 Click the Save button to check for edits A DDITIONAL R OLES OR C ONCURRENT J OBS 7.5
Saving the Data When you save the data you will receive the message below. Click the OK button. After saving, the person will have an Empl ID if all required fields have been completed. If there is a required field not completed, an error message will display informing you of the field that needs completion. 41 Go to the Approval page. Click the folder tab at the top of the page or the Approval page hyperlink at the bottom of the page. Enter approval comments and your initials here A DDITIONAL R OLES OR C ONCURRENT J OBS 8
42 Enter your comments and initials in the Comments box. 43 Click on the appropriate Approve button to approve the transaction. Result: You will see an error box reminding you to set up sources. Click OK. 44 To adjust Then Sourcing Go to step 28. Additional Pay Go to step 39. 45 Click on the Sources link. Note: You will leave this component and your bread crumbs now read: Job & Compensation > Sources A DDITIONAL R OLES OR C ONCURRENT J OBS 8.5
SOURCES PAGE 46 Verify the Source Date is correct. The Source date should default to the Effective Date in the Job. 47 Leave the Earnings Code blank. A DDITIONAL R OLES OR C ONCURRENT J OBS 9
48 Acton Go below the Sources Navigation bar. Complete the following fields Priority With The priority line of sourcing. Each line of distribution is assigned a priority (with amounts having the lowest number priority. Each line with an amount has a subsequent higher number. Percents have the highest number and all source lines that have a percent have the same priority number. Note: See the sourcing module for sourcing rules and examples. Account code Amount The account that the distribution is to paid from Specific dollar amount changed to an account Note 1: If you use this method of sourcing, you still must list distribution using the percentage method (which is the preferred method of sourcing.) Note 2: See the sourcing module for sourcing rules and examples. Percentage The system will default to 100%, but can be changed to the percent to be charged to this account. Percentage must total to 100% Note: See the sourcing module for sourcing rules and examples. Source End Date The date the user wants the sourcing to end of a given account. This controls encumbrances. 49 Do you want to add multiple sources? Yes Add a row by clicking on the plus (+) sign at the end of the existing source row and repeat step 32. When all rows add up to 100%, go to step 34. No Go to step 34. A DDITIONAL R OLES OR C ONCURRENT J OBS 9.5
50 Go to the Approval page. 51 Enter comments and your initials in the Comments box. 52 Click the appropriate Approve button. 53 Do you want to adjust or enter Additional Pay? No Yes Exit the component. Enter the following bread crumbs: Job & Compensation > Additional Pay 54 Go to the Additional Pay Module for further instructions. A DDITIONAL R OLES OR C ONCURRENT J OBS 10