Jobs And Positions

Powerpay tracks the jobs and positions that employees are eligible to perform, to facilitate entering time by position. In order to track this information, you need to set up the types of jobs employees can perform in your organization. For example, a bank might set up jobs such as Client Assistance Officer, Customer Service Representative, and Loans Officer, among others.

Each job is a particular combination of duties, responsibilities, requiring certain skills, knowledge, and abilities. A job defined in Powerpay acts as a template for the position(s) that are configured beneath it; a job's definition can provide standards for compensation in your organization.

You need to set up Powerpay with all of the different jobs your organization's employees potentially work; you can configure as many jobs as needed.

Once you have configured the jobs in your organization, each job must then be associated with one or more positions, which pair departments with jobs. A position is a single instance of a job assigned to a particular department. You can create as many positions as needed.

Using Positions, you can also enter certain default values such as GL allocations and/or rates to display in the timesheet so you do not need to keep entering the same values every time an employee works in a different area. For example, the Clerk job can be associated with the Deli, Grocery, and Bakery departments of a grocery chain, by configuring the Deli Clerk, Grocery Clerk, and Bakery Clerk positions.

Prerequisites

Your company must be set up to use the Compensation feature.

Pay Grades should be set up prior to creating jobs and positions.

Tasks

Add a Job

Navigate to the Jobs & Positions page. From the Company menu, select Compensation Setup > Jobs & Positions.
Click the Add Job button.

Powerpay adds a blank 'New' job.
Enter the job's name in the Name field. The job name must be unique and not already in use for the payroll.
Type a brief description of the job in the Description field.
Select an appropriate Pay Grade Type. Pay grade types describe the ranges of pay employees should earn for working certain jobs, and their associated positions. The pay grade type ensures that the pay range remains within the proper range of salaries. For more information, see Pay Grades.
Select an appropriate Pay Range for the job. When the pay range is selected, Powerpay validates the employee pay rates and timesheet exception rates to determine if they are within the Minimum and Maximum Pay Range values (i.e. rate is greater than or equal to the Minimum value and less that or equal to the Maximum value). If there are any pay rate or exception rates for employees assigned to a position associated with the job that fall outside of the pay range, Powerpay displays a message.
If necessary, select a National Occupation Classification code in the NOC field.
Click Save.

Note: A job cannot be deleted if it is associated with a position.

Add a Position

Navigate to the Jobs & Positions page. From the Company menu, select Compensation Setup > Jobs & Positions.
Select the job that the position is assigned to from the Job tree on the left.
Click the Add Position button.
Select a department the position is associated with from the ID Dept field. The list includes all departments created for the payroll.
Select an ID Y, ID Z and ID X code if necessary. The lists include all ID Y, ID Z and ID X codes created for the payroll on the Department/Distribution Setup page. From the Company menu, select Department/Distribution Setup.
Update the position Name. The position name must be unique.
Select the Use Name as Position Title on Employee Profile checkbox to automatically update the employee’s position title on the Employee Profile page when the employee is assigned a position.
Type a Description for the position.
Select the Employment Type for the position, Full-Time or Part-Time.
Select the pay type Hourly EE or Salary EE you want assigned by default to employees working the position from the Pay Type Group drop-down list, if necessary.

Pay types are used to categorize employees into different groups that describe how the employees are paid. For example, employees that are paid on a salary basis are assigned a different pay type than those paid on an hourly basis.

When a pay grade is selected for a Job on the Pay Grades page, any positions created under that job have the Pay Type Group defaulted to the pay range of the pay grade associated with the Job.

When a pay grade is not defined for the Job associated with the position, the Pay Type Group defaults to the value defined as the Company Default Employee Pay Type on the Company Profile page.
Type a default hourly Position Rate value into the field.

When a pay grade is selected for a Job on the Pay Grades page, any positions created under that job have the Position Rate defaulted to the Control Rate of the pay grade associated with the Job. The Position Rate must be between the minimum and maximum rates of the Pay Range. If the Position Rate falls outside of these values, Powerpay displays an error or warning message dependent on the Restrict out of Range selection on the Pay Range Details page.
When the Pay Type Group is Salary EE, the Equivalent Pay Period Salary is calculated as Salary=Position Rate × Standard Hours per Pay and displays.

When the Pay Type Group is Salary EE, type the Standard Hours per Pay applicable for the position.

When a pay grade is selected for a Job on the Pay Grades page, any positions created under that job have the Standard Hours per Pay defaulted to the Standard Hours per Pay of the pay range associated with the Job.

When a pay grade is not defined for the Job associated with the position, the Standard Hours per Pay defaults to the value defined as the Company Default Standard Hours per Pay on the Company Profile page.
Select an Exception Rate Update Method to define how an exception rate should be populated on a timesheet entry when an alternate position for the employee is selected (other than their Home position).

The following options are available:
- Position Rate – the Exception Rate is updated with the Position Rate for the Position.
- Pay Rate Modifier ($) – the Exception rate is updated based on the sum of the employee's Pay Rate and the amount entered for the Pay Rate $ modifier. Enter a pay rate modifier dollar amount.
- Pay Rate Modifier (%) - the Exception rate is updated based on the sum of the employee's Pay Rate and a percentage of the employee's Pay Rate based on the value entered for the Pay Rate % modifier.
  1. Enter a pay rate modifier % value,
  2. Select a rounding option:
    - up – round up to the decimal place selection. For example, for an Exception Rate of 10.4321 and a Decimal Place selection of 3, the Exception Rate rounds up to 10.433.
    - down - round down to the decimal place selection. For example, for an Exception Rate of 10.4321 and a Decimal Place selection of 3, the Exception Rate rounds down to 10.432.
    - nearest – when the value following the decimal place selection is 5 or more then round up to the decimal place selection. When the value following the decimal place selection is less than 5, then round down to the decimal place selection. For example, for an Exception Rate of 10.4325 and a Decimal Place selection of 3, the Exception Rate rounds up to 10.433. For an Exception Rate of 10.4324 and a Decimal Place selection of 3, the Exception Rate rounds down to 10.432.
  3. select a decimal place selection (0, 1, 2, or 3).
Type a cross-reference code in the Reference Code field, if necessary. Reference codes are used to import data to Powerpay from other applications.

This value is typically a number and must be unique to the position.
Click Save.

Note: A position cannot be deleted if any employees are associated with the position.

Next steps

The defined jobs and positions are available on the following pages:

New Hire Defaults. A Position field is available to assign a default position to all new hires.
Employee Profile. When a position is assigned to an employee, the following employee fields are populated based on the assigned position.
- ID Dept
- ID Y, Z and X
- Employment Type
- Pay Type - selections are limited to the pay types that correspond to the Pay Type Group for the position.
- Pay Rate
- Standard Hours per Pay
- Position Title
The Employment Type, Pay Type, Pay Rate, Standard Hours per Pay and Position Title only display when they are set up for the Position.
Time Entry: Regular & Second timesheet, Manuals, and Reversals. The employee’s home GL allocations are populated based on the assigned position. If an alternate position on a timesheet is selected, the Exception Rate is populated based on the Exception Rate Update Method of the selected position. However, if the Pay Element selected has a permanent rate (Hourly Rate or Daily Rate), the rate for that position will not display and the permanent rate for the Pay Element will display for the Exception Rate.
Work Assignments. Create a list of positions for an employee, from all Positions defined for the Company.
Pay Grades. When the position is associated with a Job with a Pay Range selection, the Min and Max rates for the selected Pay Range are used to validate the value entered for Pay Rate on the Employee Profile page and the value entered for Exception Rate on the Timesheet pages.

Job Details Page - Field Information

Name - Enter the job's name. The job name must be unique and not already in use for the payroll.
Description - Enter a brief decsription.
Pay Grade Type - Select an appropriate Pay Grade Type. Pay grade types describe the ranges of pay employees should earn for working certain jobs, and their associated positions. The pay grade type ensures that the pay range remains within the proper range of salaries.
Pay Range - Select an appropriate Pay Range for the job. When the pay range is selected, Powerpay validates the employee pay rates and timesheet exception rates to determine if they are within the Minimum and Maximum Pay Range values (i.e. rate is greater than or equal to the Minimum value and less that or equal to the Maximum value). If there are any pay rate or exception rates for employees assigned to a position associated with the job that fall outside of the pay range, Powerpay displays a message.
NOC - A National Occupation Classification code.

Position Details Page - Field Information

GL - ID Dept - Select a department the position is associated with from the ID Dept field. The list includes all departments created for the payroll.
GL - ID Y, Z and X - Select an ID Y, ID Z and ID X code if necessary. The lists include all ID Y, ID Z and ID X codes created for the payroll on the Department/Distribution Setup page.

Note: The GL prefix displays when Advanced Costing is set up and the ID is part of the distribution layout.
Name - The position Name. The position name must be unique.
Use Name as Position Title on Employee Profile - Select the Use Name as Position Title on Employee Profile checkbox to automatically update the employee’s position title on the Employee Profile page when the employee is assigned a position.
Description - Enter a description for the position.
Employment Type - Select Full-Time or Part-Time.
Pay Type Group - Select the pay type Hourly EE or Salary EE you want assigned by default to employees working the position if necessary.

Pay types are used to categorize employees into different groups that describe how the employees are paid. For example, employees that are paid on a salary basis are assigned a different pay type than those paid on an hourly basis.

When a pay grade is selected for a Job on the Job Details page, any positions created under that job have the Pay Type Group defaulted to the pay range of the pay grade associated with the Job.

When a pay grade is not defined for the Job associated with the position, the Pay Type Group defaults to the value defined as the Company Default Employee Pay Type on the Company Profile page.
Position Rate - Enter a default Position Rate. When a pay grade is selected for a Job on the Job Details page, any positions created under that job have the Position Rate defaulted to the Control Rate of the pay grade associated with the Job. The Position Rate must be between the minimum and maximum rates of the Pay Range. If the Position Rate falls outside of these values, Powerpay displays an error or warning message dependent on the Restrict out of Range selection on the Pay Range Details page.
Standard Hours per Pay - When the Pay Type Group is Salary EE, the Equivalent Pay Period Salary is calculated as Salary=Position Rate ×Standard Hours per Pay. Enter the Standard Hours per Pay applicable for the position.

When a pay grade is selected for a Job on the Pay Grades page, any positions created under that job have the Standard Hours per Pay defaulted to the Standard Hours per Pay of the pay range associated with the Job.

When a pay grade is not defined for the Job associated with the position, the Standard Hours per Pay defaults to the value defined as the Company Default Standard Hours per Pay on the Company Profile page.
Exception Rate Update Method - Select an Exception Rate Update Method to define how an exception rate should be populated on a timesheet entry when an alternate position for the employee is selected (other than their Home position).

The following options are available:
- Position Rate – the Exception Rate is updated with the Position Rate for the Position.
- Pay Rate Modifier ($) – the Exception rate is updated based on the sum of the employee's Pay Rate and the amount entered for the Pay Rate $ modifier. Enter a pay rate modifier dollar amount
- Pay Rate Modifier (%) - the Exception rate is updated based on the sum of the employee's Pay Rate and a percentage of the employee's Pay Rate based on the value entered for the Pay Rate % modifier.
Reference Code - Enter a cross-reference code, if necessary. Reference codes are used to import data to Powerpay from other applications. This value is typically a number and must be unique to the position.