Manage Employees - Jobs Tab

This tab shows all jobs for an employee. An employee can have multiple jobs, and the jobs can be paid in the same or different pay groups. There can only be one Primary Job.

Click the link. The Add Job form will display.

Select a job from the Select Job drop-down list. Additional fields will display.

The Job and Description fields will be automatically populated from the previous form. The Description is editable.
Enter 100% in the % Employed field if this is a full-time position.
- Percent employed can be less than 100% for part-time positions.
- Percent employed is used in determining the amount of leave to accrue if this job is eligible.
Enter (or use the icon to search) the account code associated with this job in the Account field.

Check the Primary Job box if this job is the employee's primary job.
- An Inactive Job cannot be marked as Primary.
- If you attempt to change an employee's Primary Job, a warning message will display.
If applicable, enter FTE (Full Time Equivalency) information in the FTE field. This field is decimal and does not calculate into any reporting or payroll.
Check the Allow Clocking-in and Allow Clocking-out boxes to allow the employee to clock in or out with Employee LINQ.
- The Allow Clocking-in check box will not display if Lump Sum is selected in the Pay Group drop-down list.
- The Allow Clocking-out check box will only display once the Allow Clocking-in check box is checked. If the Allow Clocking-in check box is not checked, the Allow Clocking-out check box will not display.
If the Allow Clocking-in box is checked, select a Timesheet Approval Group from the Timesheet Approval Group drop-down list.
- The Timesheet Approval Group drop-down list is pre-populated with the Timesheet Approval Groups assigned to the job. NOTE: The Timesheet Approval Group can be overridden to a different Timesheet Approval Group per job.
Enter the Start Date of this job using the Calendar feature.
Enter the End Date of this job using the Calendar feature.
Select the site for this job from the Site drop-down list.
Select a pay type from the Pay Type drop-down list.
- The 'Exempt' option has been removed from all Hourly Jobs.
The FLSA drop-down list contains the options set up in Job Setup.
- When the Allow Lump Sum Worked Hours Entry check box is selected in Pay Group Setup:
  - The FLSAvalue is set to Exempt and is not editable here or the Add Job form for any jobs set to this Pay Group.
  - When a new employee job is added to that Pay Group, their FLSA value will be set to Exempt.
  - The FLSA value of an existing employee job in the Pay Group being updated will be set to Exempt.
  - The Allow Clocking-in check box will not display.

Select a pay step from the Pay Step drop-down list. These options are set up in Job Setup.
- Click the link to add a new pay step.
- Enter the Pay Step Name and Amount.
- Click the button.
Enter the pay amount for this job in the Pay Amount field.
Select the pay frequency for this job from the Pay Frequency drop-down list.
Enter the usual number of hours worked in a day in the Hours Per Day field. Enter minutes as decimal values (7 hours 30 minutes = 7.5 hours). Hours Per Day is used for the following:
- To calculate daily pay rates for Salary and Hourly employees.
- To determine the amount of leave accrued based on the accrual rate.
- To calculate the amount of straight time to be paid for a non-exempt salary employee working less than 40 hours but over normal hours per day.
- To determine the number of hours to be entered for PTO days on the calendar.
- If the usual number of hours an employee works is significantly different from the job’s hours, you should set up a different job for that employee. Example: You might need to have one bus driver job set for six hours and another set for eight hours.
Select a pay group from the Pay Group drop-down list to determine when the employee gets paid for this job.
- If the Pay Group selection is disabled, there is a pay period for this pay group that has been saved but not yet finalized.
- The Pay Group cannot be changed while a pay period is in 'Saved' mode.
Enter the normal number of checks this job gets in a year in the # of Checks field. Do not include number of Escrow (Installment) paychecks received for the job.
- For teachers, the normal number of checks would usually be ten checks per year. Non-teaching salary employees may receive 10 or 12 monthly checks per year or bi-monthly checks depending on how your unit is set up. If some of the employees receive 10 and the others get 12, two separate jobs need to be set up. This is used in combination with the pay schedule to calculate the annual pay when calculating taxes.
Select Use Pay Period or Use Value from the Works Days drop-down list.
- If Use Value is selected, enter the number of days in the Value field.
Check the Allow Voluntary Deductions box if voluntary deductions should be taken for this job.
Check the Allow Mandatory Deductions box if mandatory deductions are taken for this job.
- A job can be marked to allow mandatory deductions without allowing voluntary deductions. This will allow you to take deductions like 401K or a garnishment without having to turn off all the other voluntary deductions.
If the Use Multiple Time Zones check box is checked in the System Settings Unit Setup, a Time Zone Override drop-down list will display. The Time Zone selected in the Unit Section displays by default in the Time Zone Override drop-down list. Select a different Time Zone, if necessary.
- This Time Zone feature was added in preparation of a future release. Time Zones do not need to be set at this time.
For Alabama Charter Schools, check the Include in LEAPS Reporting flag to indicate that the employee and corresponding job need to be reported in the LEAPS Report if the employee’s job is active for the period the report is generated for.

Subject To

Check all of the Tax items that apply to this job. Uncheck any items where this job is exempt. A warning message will display if the Federal Withholding, State Withholding, State Retirement, Medicare, or Social Security boxes are not checked.

Subject To

Check the Withholdings, Retirement, and Tax items that apply to this job.

Leave

Check the Leave types that accrue for this job.
Click the button.

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School LINQ Help, updated 01/2021