This article reviews adding and editing jobs on the Employment tab of Workforce Employee Records. 


Article Topics:

Overview


Active jobs listed on an employee's Employee Record determine which jobs the employee can be scheduled for. The jobs associated with the employee are also tied to their earnings within R365 Payroll. 


Only jobs with an active Job Record can be associated with an employee. Each job added will correspond to a single Job Record, as Job Records are location-specific. 


For salaried employees onboarded to payroll, the annual salary amount of their active salary job is used to automatically populate their earnings each pay period. 


Adding Jobs Automatically


When an Employee Record has been linked to a POS Employee Record, all jobs associated with that employee in the POS are automatically added to the Employment tab of that employee's Employee Record as hourly jobs. 


When jobs are added from a POS integration, the employee's pay rate from the POS is populated as the pay rate for the job on their Employee Record.


Adding Jobs Manually


Manually adding a job to an employee will allow that job to be used for that employee in Scheduling and R365 Payroll without the employee needing to be associated with that job in the POS. The employee can then be associated with the job in the POS at a later time. 


Jobs are location-specific. Jobs can only be added for locations present on the Integrations tab of the employee's Employee Record. Locations can be added on the Integrations tab or on the User Record linked to the Employee Record.


Employees can have multiple hourly jobs as long as each job added corresponds to a different Job Record. Since each Job Record is location-specific, an employee can have two or more jobs with the same name as long as each job is at a different location. 


Employees can only have one active salary job per location, regardless of the associated Job Records. The active salary job is determined by the 'Effective Start Date' and 'Effective End Date' of the employee's salary jobs. Learn more about effective start and end dates for salary jobs here.



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Job Details

 



FieldDescription
JobThe title of the job.
Payroll Status IndicatorThe payroll status of the employee for the displayed payroll company.

Note: Payroll status is not displayed when adding a job.
Payroll CompanyPayroll company associated with the legal entity.

Note: This field is not displayed when adding a job.

Note: This field is blank when the legal entity is not associated with a payroll company. 
Legal EntityLegal entity associated with the location.

Note: This field is not displayed when adding a job.
Location

Location associated with the job.


Note: This field is not editable. To change the location, either change the job assigned to the employee or the location associated with the job on its Job Record.


Job TitleTitle of the job from the associated Job Record.

Note: This field cannot be edited if the employee has received any payroll payments associated with this job. 
Department

Title of the scheduling department associated with the job. 


Note: This field is not editable, and adjustments to the scheduling department must be made on the Job Record.


Responsibilities

Job responsibilities assigned to the employee for the job.


Job responsibilities enable users to further specify the duties for the job. For example, a job might be listed as 'Cook', but job responsibilities will further detail the job, such as 'Fryer' or 'Grill'. Job responsibilities can be used to restrict jobs in Scheduling.


Pay Type

'Hourly' or 'Salary' pay type. If 'Hourly' is selected, the 'Pay Rate' field will be enabled. If 'Salary' is selected, the 'Annual Salary' field will be enabled. 


Note: The pay type is only editable when adding the job.


Note: An employee can only have one active job with the pay type of 'Salary'. Learn more about salary effective dates below.


Pay Rate

Hourly pay rate for the employee when working this job. 


Note: This field is disabled for jobs with the pay type 'Salary'.


Annual Salary

Annual salary for the employee associated with this job. Salary payments will be added to pay runs for this employee regardless of punch activity for this or other jobs.


Note: This field is disabled for jobs with the pay type 'Hourly'.


Job Effective Start Date

Date the job will be active and used for Payroll and Scheduling. Learn more about salary effective dates here.


Note: This field is only displayed for jobs with the pay type 'Salary'.


Job Effective End Date

Date the job will be inactive and no longer used for Payroll and Scheduling. Learn more about salary effective dates here. 


Note: This field is only displayed for jobs with the pay type 'Salary'.


Reports To

The employee assigned as this employee's manager.


Note: Only employees with R365 Employee Records can be assigned. The drop-down field will display their name and employee ID.
A close-up of a sign Description automatically generated


Note: Employees cannot be assigned as reporting to themselves.


Worker Comp CodeThe Workers' Compensation Class associated with the job.
Rating
Rating associated with the employee for the job.
Primary

Indicates if the job is the employee's 'Primary' job. 


Note: Only one job can be tagged as 'Primary'.


Note: If the employee only has one job, 'Primary' cannot be unchecked.



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Adding a Job


To manually add a job to an Employee Record, first navigate to the desired Employee Record, then follow these steps:


Click images to enlarge

Open the Employment tab.
Navigate to the Job section.
Click + Add Job.
Select the location associated with the job.

Note: Only locations listed on the Integrations tab of the employee's Employee Record can be selected. Locations can be added on the Integrations tab, or on the User Record linked to the Employee Record. 
Select the job title.

Only jobs associated with the selected location will be listed. 
Select the pay type; either 'Hourly' or 'Salary'.

Optional fields can be filled at this time:
  • Responsibilities
  • Rating
  • Pay Rate (Hourly Job)
  • Annual Salary (Salary Job)
  • Effective Start Date* (Salary Job)
  • Effective End Date* (Salary Job)
  • Reports To
  • Worker Comp Code
  • Primary

Note: There are restrictions on when the Effective Start Date and Effective End Date fields can be edited when creating a job. Learn more about salary effective end dates below.

Note: An employee can only have one 'Primary' job. When 'Primary' is checked, it will be automatically unchecked on all other jobs assigned to the employee.

Note: If the job being added is the employee's first job, 'Primary' is checked by default and cannot be unchecked.

Click Add.


Note: If a salary job is added, the Employee Record must be saved before an additional salary job can be added. The employee can only have one active salary job at a time. The effective start date of each salary job determines which salary job is active. Learn more about salary effective start and end dates below.



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Editing an Employee's Job Details


To edit an employee's job details, first navigate to the desired Employee Record, then follow these steps:


Click images to enlarge


Open the Employment tab.
Navigate to the Jobs section.
Click the Pencil icon for the desired job.
The following fields can be edited:
  • Job Title
  • Responsibilities
  • Rating
  • Pay Rate (Hourly Job)
  • Annual Salary (Salary Job)
  • Effective Start Date* (Salary Job)
  • Effective End Date* (Salary Job)
  • Reports To
  • Worker Comp Code
  • Primary


Note: The Job Title cannot be edited if the employee has received any payroll payments associated with the job. 


Note: There are restrictions on when the Effective Start Date and Effective End Date fields can be edited. Learn more about salary effective end dates below.

Note: An employee can only have one 'Primary' job. When 'Primary' is checked, it will be automatically unchecked on all other jobs assigned to the employee.

Note: If the employee only has one job, 'Primary' cannot be unchecked.


Click Back to return to the Employment tab.


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Effective Start and End Dates for Salary Jobs


The Effective Date fields for salary jobs determine when that job is active. For salaried employees who have been onboarded to payroll, the annual salary associated with their active salary job will be automatically added to pay runs. An employee can only have one active salary job per location. 


Whether the employee has been onboarded to payroll and whether they have already received a payment will impact the default values and editability for these two fields, and will also determine if the salary job can be deleted from the Employee Record. 


Editability by Field/Action


Field/ActionNot Onboarded to PayrollOnboarded to Payroll,
No Payroll Payment History		Onboarded to Payroll,
Has Payroll Payment History
Effective Start Date DefaultHire DateHire DateDate after the last payroll payment date.
Start Date EditableNoNoIf the last payment date for the employee is after the displayed start date, the start date cannot be changed.
Effective End Date EditableNoNoThe effective end date can be edited as long as no other salary job is listed with an effective start date further in the future.

The effective end date can be any date on or after the effective start date.
Future Salary Job AddableNo, the employee can only have one salary job.No, the employee can only have one salary job.Yes, additional salary jobs with later effective start dates can be added.
Salary Job DeletableYesOnly salary jobs with effective start dates in the future can be deleted.Only salary jobs with effective start dates in the future can be deleted.

If more than one salary job with a future start date is present, only the one whose effective start date is furthest in the future can be deleted.


Editability by Employee Status


If the employee is not onboarded to payroll:

When the employee has not been onboarded to payroll, the following will be true when adding or editing a job:
  • Effective start date will default to their hire date and cannot be edited. 
  • Effective end date will not be editable. 
  • Additional salary jobs will not be addable.
  • Job can be deleted. However, the job will not be moved to the Historical Job List.
  • Annual salary field is editable and can be set to $0.


If the employee has been onboarded to payroll and does not have payroll payment history:

When the employee has been onboarded to payroll but has not received an initial payroll payment, the following will be true when adding or editing a job:
  • Effective start date will default to their hire date and cannot be edited.
  • Effective end date will not be editable.
  • Additional salary jobs are not addable.
  • Job can only be deleted if the employee's hire date is in the future. 
    • Note: When deleted, the job will not be moved to the Historical Job List.
  • Annual salary field is editable and can be set to $0.




If the employee has been onboarded to payroll and has payroll payment history:

When the employee has been onboarded to payroll and has received at least one payroll payment, the following will be true when adding a job:
  • Effective start date will default to the date after the employee's last payroll payment.
  • Effective start date is editable and can be set to any date after the employee's last payroll payment date.
  • Effective end date is editable.
  • Additional salary jobs are addable as long as they do not overlap existing salary jobs.
  • Once active, the job cannot be deleted.
  • Annual salary is editable and can be set to $0.



When the employee has been onboarded to payroll and has received at least one payroll payment, the following will be true when editing a job:
  • Effective start date can only be edited when the employee has not received a payroll payment since the effective start date.
  • Effective end date is editable as long a there are no other salary jobs with effective start dates further in the future.
  • Additional salary jobs can be added as long as they do not overlap existing salary jobs.
  • Job can only be deleted if the effective start date is in the future.
    • Note: If more than one salary job with a future start date is present, only the one whose start date is furthest in the future can be deleted.
  • Annual salary is editable and can be set to $0.




Automatically-Updated Effective End Dates


When the effective start date of a future salary job is created or updated, the effective end date of the previous salary job is automatically updated to the date before the future salary job's effective start date, preventing gaps between salary jobs.



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