This article reviews adding and editing Jobs on the Employment tab of Workforce Employee Records.
Article Topics:
- Overview
- Job Details
- Adding a Job
- Editing an Employee's Job Details
- Effective Start and End Dates for Salary Jobs
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.
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.
Job Details
1) Job Title - Title of the Job from the associated Job Record
2) 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.
3) 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 the Job Record.
4) 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.
5) Rating - Rating associated with the Employee for the Job
6) 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 here.
7) Pay Rate - Hourly pay rate for the Employee when working this Job.
- Note: This field is disabled for Jobs with the pay type 'Salary'
8) Annual Salary - Annual salary for the Employee associated with this Job. Salary payments will be added to Payroll 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'
9) 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'
10) 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'
11) 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
- Note: Employees cannot be assigned as reporting to themselves.
12) Worker Comp Code - The Workers' Compensation Class associated with the Job
13) Primary - Indicates if the Job is the Employee's 'Primary' Job.
- Note: Only one Job can be tagged as 'Primary'
Adding a Job
To manually add a Job to an Employee Record, first navigate to the desired Employee Record, then follow these steps:
| 1. Open the 'Employment' tab |  | |
| 2. Navigate to the 'Job' section | ||
| 3. Click 'Add Job' | ||
| 4. Select the Location associated with the Job |  | |
| 5. Select the Job Title Only Jobs associated with the selected Location will be listed. |  | |
| 6. Select the Pay Type; either 'Hourly' or 'Salary' |  | |
Optional fields can be filled at this time:
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. | ||
| 7. 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. | ||
Editing an Employee's Job Details
To edit an Employee's Job Details, first navigate to the desired Employee Record, then follow these steps:
| 1. Open the 'Employment' tab |  | |
| 2. Navigate to the 'Jobs' section | ||
| 3. Click the 'Pencil' icon for the desired Job | ||
4. The following fields can be edited:
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. | ||
| 5. Click 'Back' to return to the 'Employment' tab |  | |
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 Payroll 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/Action | Not Onboarded to Payroll | Onboarded to Payroll No Payroll Payment History | Onboarded to Payroll Has Payroll Payment History |
| Effective Start Date Default | Hire Date | Hire Date | Date after the last Payroll Payment Date |
| Start Date Editable | No | No | If the last Payment Date for the Employee is after the displayed Start Date, the Start Date cannot be changed. |
| Effective End Date Editable | No | No | The 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 Addable | No, 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 Deleteable | Yes | Only 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:
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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:
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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:
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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:
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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.
