Position Codes Table

Online View

Position Code (Example)

For budget control of pay, position control sets and maintains a budget per position. Per Position code on the Position Codes Table, the dollars for calculations of budgeted, actual, and variance dollars.

Fields on the Position Codes Table

Position Code (required). Enter a Code of ten characters or less. Unlike most other validation table codes, hyphens and periods may be entered in the Code field on the Position Codes Table.
Description (required). Enter a Description of thirty characters or less.
Active? An active code has the Active checkbox selected, making the code available and keeping the code in effect as a valid choice.
Show Incumbents. While working on staffing levels, view a list of employees assigned to the position through the through the Show Incumbents button.
Show Requisitions. View a list of candidates for any requisitions for this position through the "Show Requisitions" button. View a list of candidates for any requisitions) for this position through the "Show Candidates" button.

Position Information

Position Status. Select the Position Status code that best represents the new position code status from the available status codes.

Budgeted, Actual, and Variance Columns

The grid for Budgeted, Actual, and Variance, is for budgeting. In this section, each column is defined, and the next section of this topic defines each row.

Budgeted. Fields completed under the Budgeted column represent the planned, budgeted amount. Complete the fields in the Budgeted column: Slots, FTEs, Dollars, and Hours.
Actual. Fields completed under the Actual column represent actual amounts and are computed automatically using information stored in the Employee Master's Compensation and Assignment tabs and Position Details. Review the Actual values for Slots, FTEs, Dollars, and Hours. If no employee is currently assigned to the position, then the Actual column remains blank when the record is saved.
Variance. Any variance between the budgeted and actual amounts automatically displays in the Variance column. Review the Variance values for Slots, FTEs, Dollars, and Hours.

Budgeted, Actual, and Variance Rows

Complete the fields in the Budgeted column: Slots, FTEs, Dollars, and Hours. Review the system-generated Actual and Variance entries for Slots, FTEs, Dollars, and Hours.

Slots. Define the number of budgeted Slots for this position in the Slots budgeted field. This is the number of people who can have this position at the same time. Often this is the same as the number of FTEs (Full Time Equivalent positions), but for positions that are held part-time, the number of Slots may be greater than the number of FTEs.
FTEs. Define the number of FTEs (Full Time Equivalent positions) for this position in the FTEs budgeted field. The FTEs are used as a basis for determining Budget Dollars and Hours.

For instance, a company may have 5 FTEs for a particular position code that is half-time, and may have 10 Slots (and employees) to fill that position.

Dollars. Enter the number of budgeted Dollars. The Dollars field is based on the number of FTEs and the Payroll Mode.

For instance, if a position has 2 FTEs and the Payroll Mode is BIWEEKLY (Bi-Weekly Payroll with Bi-Weekly Pay Amount), then a position paying $800.00 bi-weekly needs 1600.0 budgeted dollars, which is 2 x $800.00.

Hours. Enter the budgeted number of Hours. Determine the entry needed in the Hours field based on the number of FTEs and the Payroll Mode.

For instance, if a position has 2 FTEs and a Payroll Mode of BIWEEKLY (Bi-Weekly Payroll with Bi-Weekly Pay Amount), typically the correct entry for budgeted Hours would be 160.00, which is 2 x 80 hours in a bi-weekly pay period.

Actual and variance amounts display based on employees who are assigned to the position code that is being viewed.

Position Information, Right Column

Job Title (optional). Enter a job title.
Reports to Pos (optional). What position does this position report to?
Job Code. Select an associated Job Code.
Shift Code. Select an associated Shift Code (if applicable).
Def Supervisor. The default supervisor. Assigned direct Supervisor for this position for reference purposes. This can be used to look up which position typically reports to which supervisor. (In previous versions, this was assigned on the Job Code.) The actual supervisor assignments are per employee on employee records.
Salary Grade (optional). The salary grade code to associate with this job for later determination of compensation ratios per employee.
Workers Comp (optional). Select the Workers Comp classification from the Workers Compensation Rates Table.
Work Conditions (optional). Select the working condition code, if applicable. (In previous versions, this was assigned on the Job Code.)
Talent Profile. Talent profile for performance management. This field is reserved for use with future functionality.
Perf Profile. Performance profile for performance management. This field is reserved for use with future functionality.

Position Information, Right Column

Externally Funded? If funding for this position is derived from a source outside the company, select the Externally Funded checkbox.
FLSA Exempt Position? If the checkbox for FLSA Exempt Position is selected, this Position Code is considered an FLSA Exempt position. Also look at this value on the Employee Master.
Succession Required? If succession planning is required for a position, select the checkbox for Succession Required.
Allow Overrides? If actual assignments may vary from the Position assignments defined on the Employee Position Detail, then select the checkbox for Allow Overrides. Allowing overrides permits.

Effective Date (required). Complete the Effective Date field with the date the position code became or becomes effective.

Terminated Date. If a position code is terminated, enter a Terminated Date. To indicate that an existing position is being phased out, a future termination date can be entered.

Fair Market Salary (optional). The fair market salary can be entered. Omit the dollar sign.

At a future date, if a position is terminated, return to the Position Codes Table and edit the corresponding Position Code.

Labor Segments

Company (required). Select the associated Company Code.
Location (optional). Select the Location code.
Department (optional). Select the Department code.
Tier 3 (optional). Select the Tier 3 code.
Tier 4 (optional). Select the Tier 4 code.
Tier 5 (optional). Select the Tier 5 code.
Tier 6 (optional). Select the Tier 6 code.
Labor 1 (optional). Select a Labor Segment 1 code for the standard labor distribution for this position code. This labor distribution information is overridden by the information defined on the employee-level and defined per payroll.

Note: The SPLIT Labor Segment 1 Code is normally reserved for use during detailed pay entry. However, on an Employee Position Detail, a Labor Segment 1 of SPLIT can be selected to keep a corresponding Employee Pay Rate Detail from being created.

Labor 2, 3, and 4 (optional). Select Labor Segment Codes 2-4 as appropriate to define a standard labor distribution for this position code. This labor distribution information is overridden by the information defined on the employee-level and per payroll.