ASCENDER - Position Management: Set up New Hires

Address District Administration settings.

Complete the following steps to set up a new employee who starts late in the school year.

1. Create a staff demographic record.

   
   Personnel > Maintenance > Staff Demo > Demographic Information

   Create a staff demographic record for the new employee. The employee must have an employee number prior to being added to Position Management.

2. Perform the Change in Compensation (CIC).

   
   Position Management > Maintenance > PMIS Change in Position > Change in Compensation

   This page is used to change the position(s) and compensation amount(s) that are currently assigned to an employee. Existing positions and supplements can be added or removed from existing employees. In addition, you can assign an existing position to a new employee or add an additional position to an existing employee.

   When a Change in Compensation (CIC) transaction is approved, the previous job record is updated with the payoff amounts and information, and a new job record is inserted with the associated distributions. If the CIC is for a new hire, only the new information is inserted.

   ❏ Complete the following fields:

   Pay Frequency	Click to select a pay frequency.
   Employee	Begin typing the employee name or number that was generated on the Staff Demo page. Begin typing the employee name or number. As you type the data, a drop-down list of corresponding data is displayed. Select an employee and click Retrieve. Or, click Directory to perform a search in the Employees Directory.
   Effective Dt	Type the new employee's start date in the MMDDYYYY format.
   Action Reason	Select an action reason code. The action reasons codes are maintained on the District Administration > Tables > PMIS > Action Reason page.

   
   ❏ Click Retrieve. The retrieved page is blank since the employee is a new hire and is not currently assigned to a position.

   ❏ Click Notes to enter any CIC details. The notes can be used as a form of communication between the personnel and payroll departments. The notes are displayed on the Payroll > Maintenance > Approve CIP Transaction page under CIP Notes.

   ❏ Click Next. The New Positions page is displayed allowing you to assign an employee to a vacant position. Be sure to have the new employee’s pay grade, pay step, end date, and payoff date available when updating this tab.

   ❏ Click +Add to add a position to the employee's record. Click next to the position number. A list of the LEA's vacant positions is displayed. Select the position to be assigned to the employee.

   Note: If a vacant position at the LEA is not displayed in the list, verify that the distribution code (fiscal year), pay grade, etc. for the position is correct. Additionally, be sure to review the current year first pay date codes on the District Administration > Tables > PMIS > First Pay Date > Current Year tab for accuracy. Positions with incorrect information are not displayed in the list.

   ❏ Complete the following fields:

   Primary Job	Select if this is the primary job for the employee. An employee may have only one primary job.
   Pay Grade	Click to select the pay grade at which the employee is paid. The field is used to identify the correct salary amount on the salary table.
   Pay Step	Click select the pay step at which the employee is paid. The field is used to identify the correct salary amount on the salary table.
   Schedule	Click select the local sub schedule of the employee’s pay grade and step. The field is used to identify the correct salary amount on the salary table.
   State Step	Type the state step that the employee has earned based on years of service plus career ladder step(s), if applicable.
   End Date	Type the ending date for the calendar selected in the MMDDYYYY format.
   Payoff Date	Type the date on which the employee's contract is paid off in the MMDDYYYY format. When this date and the pay date match, contract payoff occurs.
   Remaining Payments	Type the number of payments remaining to be made to the employee during the current contract period.

   ❏ Click Calculate to calculate the employee's salary. The reflected salary is calculated as if the employee worked the full year. The pro-rated salary is reflected in the salary letter in the following steps.
   

   TIP: It is only necessary to populate the Hourly/Daily Rate if the employee is tied to a midpoint table. The field is automatically calculated and populated for employees with a Local Annual or Hourly/Daily salary schedule.

   ❏ Click Next. The Current Supplements page is displayed with a list of the employee's current supplements; however, the page is blank since the employee is a new hire.

   ❏ Click Next. The New Supplements page is displayed. If applicable, add supplements on this page.

   ❏ Click +Add to add a supplement. Click the next to the position number. A list of the LEA's vacant supplement positions is displayed. Select the supplement to be added to the employee's record.

   Remaining Payments	Type the number of remaining payments to be made to the employee during the current contract period.

   Notes:

   • The supplement amount is divided by the number of pay periods in a year and that amount is multiplied by the remaining payments to calculate the annual amount for employees who start late in the year. The Supplement Pay Amount on this page can be modified, if needed.
   • If the supplement is a G account type in the extra duty table, contact your regional ESC consultant for assistance before proceeding.

   ❏ Click Execute. The Change in Position - Change in Compensation Report is displayed. Verify the report for accuracy. This report can be used as the salary letter and reviewed with the employee. A list of all of the fields that are updated after the changes are approved and processed is listed in step 3.

   The TRS eligibility status comes from the Budget tab on the position. If the employee is not TRS-eligible or is retired and the report reflects otherwise, cancel the process and change the TRS Status on the Budget tab for the position.

   Primary Position

   

   Supplement Position

   

   Messages similar to the below are displayed if the current year position was updated and the next year position was not updated. If the new employee should be added to the next year PMIS, change to the next year payroll frequency and add the new employee to the position.

   

3. Approve a CIP transaction.

   
   Payroll > Maintenance > Approve CIP Transaction

   After the Change in Position - Change in Compensation Report is processed, the information is displayed on the Payroll > Maintenance > Approve CIP Transaction page, which is the final step before the employee record is updated on the Payroll > Maintenance > Staff Job/Pay Data page.

   If the LEA has a personnel and payroll department, it is possible that the personnel department submitted the information on the Change in Position - Change in Compensation page. This step allows the payroll department to review the salary calculation for the employee and perform one of the following actions:

   • Mark Reviewed - If the payroll department needs additional time to review the information before approving it, enter a date in the Date Reviewed field and click Mark Reviewed. This informs the personnel department that the payroll department is still reviewing the information.
   • Approve - If you click Approve, the Staff Job/Pay Data fields from the position are updated. A message indicating that the transaction was approved is displayed.
   • Reject - If the information is incorrect, click Reject. You are prompted to enter the rejection date and reason. Once an item is rejected, it must be reviewed on the Position Management > Maintenance > PMIS Payroll Rejections page. If you need to reverse and remove it from a pending status, click Rollback. All changes from the initial Change in Position request are reversed.

   
   

   After the changes are approved and processed, the following pages/fields are updated.

   Note: New employees are set up with a 90-day end date for TRS as if they do not have a TRS account. Verify and make corrections, if applicable.

   Remember to verify all information and make any necessary changes. Also, note that State Min Salary % Assigned is 0. This field needs to be updated for professional employees who are subject to the statutory minimum.

   Note: For LEAs that accrue, the accrual information is not entered on the position, it is based on the job code for that position and obtained from the job code table. Verify that the accrual code is accurate on the Payroll > Maintenance > Staff Job/Pay Data page.

   This process builds the Days Earned field to modify accruals on the Payroll > Maintenance > Hours/Pay Transmittals > Abs Ded tab if needed.