Position INTERFACE FILE#
The Position Interface File screen is used to import position codes into the software data structures.
Position Interface File data is maintained on the INF_CV_POSITIONS table.
Tab 1#
- ID
- This field uniquely identifies the position record within the data base.
- Entity
- This field displays the entity to which the position belongs.
- Position
- This field identifies the position within the organization.
- Standing
- Standing is used to indicate whether the record is active, frozen or obsolete.
- Effective As Of/Expires On
- If the position is temporary, these field indicate the dates the job is effective.
- Change Reason
- This field displays the ‘Change Reason’ code, which provides the rationale as to why information has been created or changed as of an effective date.
- Unit
- This field displays the name of the unit to which this position belongs.
- Department
- This field displays the department in which the tasks take place.
- Location
- This is the location where the tasks are being performed.
- Group
- This field displays the group to which the position belongs.
- Job
- This field displays the job on which the position is based.
- Person Code
- This field identifies the employee associated with the position.
- Range
- This field provides range code associated with the position.
- Work Rule
- Work rules are used to determine standard payroll processing information required to create pay headers and transactions for an employee.
- Reports to Position
- This is the position to which this position reports.
- Authorization Area
- The authorization area is a security feature that enables an organization to control access to information for this position.
Tab 2#
- Scale/Step
- These fields display the scale/step code that will be used to default to an employee's assignment record.
- Title
- This field displays the official or formal title of the position, defaulted from the job title.
- Description 1/Description 2
- These fields hold descriptions of the position.
- Position Type
- This field shows the type (i.e. executive, management, supervisory, etc.) of position being defined. This field is used in several legislated reports for the categorization of employees (EMIS, TWC).
- WC Class
- This field shows the Workers’ Compensation classification used to determine the WC category for reporting and WC contribution.
- Language Class
- Language classification is used to record any special language requirements of a position.
- Org Chart Level
- This field shows the level or tier of the organization chart on which this position should appear.
- Responsibility Level
- This field shows the responsibility level associated with the position.
- STD Hours Per Day
- This field shows the standard hours per day required for this position.
- STD Hours Per Week
- This field shows the standard hours per week required for this position.
- STD Hours Per Pay
- This field shows the standard hours per pay period required for this position.
- Job Points
- For the purposes of using salary ranges ‘by formula’, position points may be assigned.
- Use FTE Wages
- This field indicates the FTE wage for the position.
- Wage Rate
- The wage rate for the position is displayed in this field.
- Basis
- The rate basis is the unit of measure in which the associate wage rate is being stored or displayed (i.e.hourly, weekly, biweekly, semi-monthly, monthly or annually).
- Overtime Exempt
- This field indicates if the position is eligible for overtime.
- Direct Wages
- This field indicates whether all work done in this job is charged directly to a specific distribution (i.e. a work or job order, dept, cost center or account), regardless of who works on it
- Assignment Required
- If the toggle is ON, an employee must have a work assignment record (i.e. an authorization) that permits them to work in this position.
- Status
- This field indicates whether the position is approved, not approved or obsolete.
Tab 3#
- Budget Rule
- This field indicates whether the position is budgeted, not budgeted or encumbered.
- Authorized FTE
- This field displays the number of full time equivalent positions for which a commitment has been made by the organization
- FTE Override Rule
- This is the warning rule to be used if the total FTE of a position exceeds the authorized FTE when placing an employee into the position.
- Approved On
- The date the approval was given is indicated in this field.
- Approved By
- This field indicates who gave the approval.
- Last Reviewed On
- This date field indicates the last time the position was reviewed.
- Suspended On
- This date field indicates when the position was suspended.
- Abolished As Of
- This date field indicates when the position was abolished.
- Legislation
- The legislation the entity falls under is displayed here.
- Occupation Group
- This field identifies the occupation group the position belongs to.
- Occupation
- The occupation that the position is associated with is displayed in this field.
- Industry
- The industry associated with the position is displayed in this field.
- Default FTE
- This is the default full time equivalence of positions for which a commitment has been made by the organization.
- Job Profile
- The job profile associated with this position is displayed in this field.
- Provide Public Service
- This field indicates if the position is to be reported as ‘Provide Public Service’ on specific government reports (e.g. Official Language Report - REOLA).
- Provide Internal Service
- This field indicates if the position is to be reported as ‘Provide Internal Service’ on specific government reports (e.g. Official Language Report - REOLA).
- Supervisory
- This field indicates if the position is to be reported as ‘Supervisory’ on specific government reports (e.g. Official Language Report - REOLA).
- Premium
- This field identifies the premium associated with the position.
- Premium Basis
- The rate basis is the unit of measure in which the associated rate is being stored or displayed for the defaulted premium rate. For example: hourly, weekly, biweekly, semi-monthly, monthly, or annual.
Tab 4#
- Premium Rate
- This field shows the premium rate that is defaulted from this premium.
- Seq #
- This field defines the sequential order of the distribution codes for this position
- Distribution
- This field shows part or all of the distribution code receiving the portion of costs. This is normally the distribution of the wages associated with the position.
- Split Rule
- The distribution split rule indicates whether the distribution is being split by a percentage, by flat amount or by a Distribution pick list of authorized assignments.
- Percentage
- :If the split rule is ‘by percent’ this field indicates the percent.
- Amount $
- If the split rule is ‘by amount’ then indicate the amount in this field.
- Start Date/End Dat
- If the premium is for a limited time, these fields indicate the start and end dates of that time period.
- GL Fund
- The GL fund associated with the premium is displayed in this field
These fields are used in Fund processing. They are defaulted from the fund definition and may not be changed.
- Position
- The position code is the number, reference code or abbreviation that uniquely identifies this position within the organization.
- Part Of Position
- For experience tracking purposes, a position may be part of another generic position code.
- Entity
- This field displays the entity to which the position belongs.
- Standing
- Standing is used to indicate whether the record is active, frozen or obsolete. Active will default.
Definition tab#
- Title
- This field displays the official or formal title of the position, defaulted from the job title.
- Description 1
- This field holds a brief description of the position including any details other than the title.
- Description 2
- This field provides a further description of the position.
- Provide Public Service
- This toggle indicates if the position is to be reported as ‘Provide Public Service’ on specific government reports (e.g. Official Language Report - REOLA). If this toggle is checked on IEAS, it will be checked on this screen.
- Provide Internal Service
- This toggle indicates if the position is to be reported as ‘Provide Internal Service’ on specific government reports (e.g. Official Language Report - REOLA). If this toggle is checked on IEAS, it will be checked on this screen.
- Supervisory
- This toggle indicates if the position is to be reported as ‘Supervisory’ on specific government reports (e.g. Official Language Report - REOLA). If this toggle is checked on IEAS, it will be checked on this screen.
Definition #
- Unit
- This field displays the name of the unit to which this position belongs.
- Job
- This field displays the job on which the position is based.
- Department
- This field displays the department in which the tasks take place.
- Group
- This field displays the group to which the position belongs.
- Work Rule
- Work rules are used to determine standard payroll processing information required to create pay headers and transactions for an employee. The value in this field is inherited from the job, department or group in that order. The value may, however, be overridden.
- Auth Area
- The authorization area is a security feature that enables an organization to control access to information for this position.
- Location
- This is the location where the tasks are being performed.
- Send Pays To
- This field identifies the location where an employee's pay checks should be sent. May be left blank if the pays are to be sent to the employee’s ‘work out of’ location. This field may be used for sorting pay advices by location.
- Job Family
- Job Family is a grouping of jobs used to aid the flex positions functionality. This field allows you to limit the values of the Job LOV on the assignment details to those jobs that matched the identifiers attached to the position that has been assigned to the employee.
Classification #
- Manager
- This is the employee to whom this position reports. This field may need to be completed after employees have been entered into the system.
- Reports To Position
- This is the position to which this position reports. This field may be defaulted from the position identified as the department manager's position, but may be overridden
- First Manager
- This is a derived field based on hierarchical information in the system to show the user what the system will use when the "First Manager" option is chosen in approvals. The order of determination starts with what is entered as the ‘Reports To’ person on the assignment itself.
- Org Chart Level
- Level or tier of the organization chart on which this position should appear. This level is used to control the layout within Organization Charting software, such as Aquire Org Publisher, and is returned as "Level Number" in the Org Publisher views.
- Responsibility Level
- Responsibility level is a security feature used to control access to an employee's information. When an employee is hired or transferred, the responsibility level is inherited from the position, but the user may override it. Only a user whose responsibility access matches or is higher than the responsibility level on the employee's assignment record will be able to access that employee. The hierarchy of the responsibility levels is based on the saved value in the lexicon (X_RESPONSIBILITY_LEVEL).
- Language Class
- Language classification is used to record any special language requirements of a position.
- Industry
- This field displays the user-defined industry code.
- Occupation
- This field displays the user-defined occupation code.
- Job Profile
- Job Profiles is the ‘job posting’ information that is linked to the Recruitment application.
Compensation tab#
Work Arrangement #
- Authorized FTE
- This field displays the number of full time equivalent positions for which a commitment has been made by the organization. This field is used by the Forecasting and Costing application to determine the total number of individuals needed. This field is also used by position control logic to ensure that you do not exceed the employee count, based upon the FTE Override rule chosen.
- Default FTE
- This is the default full time equivalence of positions for which a commitment has been made by the organization. This field is used by the Forecasting and Costing application to determine the FTE value of an individual budget seat. This field is also used in the creation of postings for the Recruiting module, and used as the default FTE value to be applied if an employee is placed into this position.
- FTE Override
- This is the warning rule to be used if the total FTE of a position exceeds the authorized FTE when placing an employee into the position.
- May not exceed FTE
- Warn if FTE exceeded
- May exceed FTE
- Std Hrs/Week
- This field shows the standard hours per week required for this position. The hours are inherited from the work rule, group or job in that order. The value may, however, be overridden.
- Std Hrs/Day
- This field shows the standard hours per day required for this position. The hours are inherited from the work rule, group or job in that order. The value may, however, be overridden.
- Std Hrs/Pay
- This field shows the standard hours per pay period required for this position. The hours are inherited from the work rule, group or job in that order. The value may, however, be overridden.
Position Control#
- Status
- This field indicates whether the position is approved, not approved or obsolete.
- Approved On
- The date the approval was given is indicated in this field.
- Approved By
- This field indicates who gave the approval.
- Suspended
- This date field indicates when the position was suspended.
- Abolished
- This date field indicates when the position was abolished.
- Budget Rule
- This field indicates whether the position is budgeted, not budgeted or encumbered.
Compensation #
- Salary Range
- This field displays the salary or wage range that will be used to default to an employee’s assignment record. Salary range is defaulted from the Job definition, however, it may be overridden.
- Scale Step
- This field displays the scale/step code that will be used to default to an employee's assignment record. Scale Code and Step Code are defaulted from the Job definition, and may be overridden.
- Wage Rate
- This field shows the standard salary or wage amount allocated for this position. It is usually the starting salary or wage that is entered, or the currently budgeted rate, rather than the amount that employee who fills the position is receiving. Wage Rate is defaulted from the Scale/Step definition, if provided or from the job definition. This value, however, may be overridden.
- Rate Basis
- The rate basis is the unit of measure in which the associate wage rate is being stored or displayed (i.e.hourly, weekly, biweekly, semi-monthly, monthly or annually). Rate Basis is defaulted from the Scale/Step definition, if provided or from the job or salary range definition.
- Fulltime Wage
- If the FTE indicated in the Work Arrangement area is less than 1.00, this toggle will indicate if the displayed salary or wage should be converted to a Full Time Equivalent factor (FTE). This value is defaulted from the group definition. Suppose an employee has an FTE of 0.5 and the wage rate indicated is $4,000. If the toggle is OFF, this means that the employee will actually receive the full $4,000. If the toggle is turned ON, the displayed salary or wage is the 1.00 Full Time Equivalent amount. This means that in this case, where the FTE is 0.5, the employee will receive $2,000.
- Overtime Exempt
- If the toggle is ON, overtime is NOT payable for this position. If the toggle is OFF, overtime is payable for this position. Overtime Exempt is defaulted from the job definition. This field is for documentation purposes only and the information displayed will not be used for processing.
Review#
- Position Type
- This field shows the type (i.e. executive, management, supervisory, etc.) of position being defined. This field is used in several legislated reports for the categorization of employees (EMIS, TWC).
- WC Class
- This field shows the Workers’ Compensation classification used to determine the WC category for reporting and WC contribution. This field is defaulted in from the job definition. WC registrations and rates are defined by WCB_CLASS on the Maintain Workers Compensation Information (IPWC) form. This field is defaulted from the job definition.
- Review Type
- This field will define the type of review (e.g. Yearly, Merit, Bonus, etc.) being performed.
- Last Review
- This date field indicates the last time the position was reviewed.
- Points
- For the purposes of using salary ranges ‘by formula’, position points may be assigned.
- Evaluation Points
- This field displays the amount of evaluation points awarded to this position in order determine a salary range.
- Assignment Required
- If the toggle is ON, an employee must have a work assignment record (i.e. an authorization) that permits them to work in this position. Without one, the system will not allow their hours to be keyed against the position. If the toggle is OFF, an employee does not need an assignment record to be able to work in this position. Assignment Required is defaulted from the job definition.
Premiums tab#
- Premium
- This field holds the user-defined premium code that uniquely identifies this premium within the organization.
- Premium Rate
- This field shows the premium rate that is defaulted from this premium.
- Basis
- The rate basis is the unit of measure in which the associated rate is being stored or displayed for the defaulted premium rate. For example: hourly, weekly, biweekly, semi-monthly, monthly, or annual.
- Override Rate
- The user may enter the override rate that applies to this premium.
- Override Rate Basis
- The rate basis is the unit of measure in which the associated rate is being stored or displayed for the overridden rate.
Distributions tab#
- Sequence #
- This field defines the sequential order of the distribution codes for this position . The user may define one or multiple distribution codes with splits.
- Distribution Code
- This field shows part or all of the distribution code receiving the portion of costs. This is normally the distribution of the wages associated with the position. The Distribution Editor button in the Distribution tab form on position provides an editor to aid in the creation of the correct distribution code. The information displayed in the Distribution Editor is based on the set up in the G/L Segments form. If segment values are completed for a segment and the ‘Must Validate’ toggle is on, then an LOV will be provided. As each segment is chosen the segments will be concatenated in a display at the bottom of the form. When you are satisfied with the distribution created, choose ‘Return Code’. This will take the full or partial distribution and place it back on the previous form in the Distribution field. If you do not want the newly created distribution to be returned to the previous form then they may choose ‘Cancel Edit’.
- Split Rule
- The distribution split rule indicates whether the distribution is being split by a percentage, by flat amount or by a Distribution pick list of authorized assignments. There are several choices that may be made, although all these values are specifically used for defaulting down to lower levels.
- Dist %
- If the split rule is ‘by percent’ then indicate the percent in this field. You must enter the percentage has a whole number, not a decimal. For example, to indicate 6% you would enter 6, not .06
- User%
- This value in this field is for display purposes only and is defaulted once the Dist % is complete.
- Amount
- If the split rule is ‘by amount’ then indicate the amount in this field.
- Start Date
- For Distribution Pick Lists, this is the start date from this distribution may be used. For Funds, this is the start date that the fund becomes available.
- End Date
- For Distribution Pick Lists, this is the last date that this distribution mat be used. For funds, this is the end of that fund's availability.
