Assigning an Employee to a Vacant Position

On the Personnel >Positions screen, select “Vacant” on the Status dropdown to search for a vacant position

• You can refine your search by Job Code, Location, Department or any other search parameter.

Once you find the position that you want to assign, click on the “Assign” button.  The following pop-up window appears:

You can enter the employees ID number or start to type their name and the box will automatically sort.  Find the employee that you want to assign to the position and click on the “Assign” button. 

The system will create the Position Tracking Record (PTR) and it will take you to the PTR so you can enter the critical information for the employee.

1. This information is auto-filled in from the Position.  It is read-only and is ALWAYS tied to the Position.
2. Position State and End dates 
   1. The start date and end date for the employee is entered here
   2. This will be reflected on the Board Agenda report and on the Employment Contract
   3. This also interfaces with Payroll and the employee can not be paid for their contractual salary outside of these dates.
3. Board Agenda Date 
   1. The date of the Board of Education meeting when the individual will be / is / was approved
   2. This will be reflected on the Board Agenda report and on the Employment Contract and is utilized by the Rice notice module.
4. Term Code 
   1. If a default was set on the position it will auto create
   2. Can be modified for the individual circumstance
5. Next year settings 
   1. If you know a person is NOT returning next year (resignation / retirement) check this box.  When positions are rolled over, the position will roll over vacant.
   2. If the person is NOT returning BUT the District wants to budget for the person, check the box and the Budget Builder will properly budget for the position in the succeeding year.
6. Substitute 
   1. If the District is utilizing the Pay-Subs feature, check off if the person will NOT have a substitute assigned.
7. Salary Guide Information 
   1. Select the salary guide, column & step for the employee
8. Non-Contractual status box 
   1. ALWAYS ties back to the position details.
   2. If the box is checked, then compensation is NOT included in pensionable base.
9. FTE 
   1. If a default was set on the position it will auto create
   2. Can be modified for the individual circumstance
10. Hourly & Daily Rates 
    1. Automatically filled in from the Salary Guide information selected in #7
    2. If this is not completed, please review your Salary Guide settings
11. Daily Overtime Rules 
    1. If the employee receives Overtime, the rule must be selected.
    2. Function interfaces with the timesheet module.
12. Comment:  Enter any comment applicable to the employee
13. Pension:  Used only for employees that have more than one position AND each position pays into a different pension
14. Charge To 
    1. If a default was set on the position it will auto create
    2. Can be modified for the individual circumstance
15. Timesheets assigned to the Position