PS0013 – Student/Hourly Job Screen
PS0013 – Student/Hourly Job Screen
Use this screen to enter job appointment data for an hourly employee. This data is needed for payroll processing and personnel/payroll statistical reporting and includes the following items: job status, job classification, job title, job effective beginning and ending dates, and job account distribution.
After you enter information about a new hourly employee on the Student/Hourly Job Screen, the Pay
Rate Code field for the employee on the Job Account Screen (PS0003) is displayed with an H (hourly).
See below for a PS0013 screen shot:
User Functions and Key Fields
Func
Key1
Key2
Key3
A (Add); C (Change); D (Delete); I (Inquire)
Employee ID
Leave blank
Employee Job Number
1
Data Field List
2
Other Active Jobs: (display only)
Employee Job Number (EMP-JOB-NUM)
Definition A code number for a particular job that an employee performs.
Length 2 characters
Values
Edits
Data sets
Defined by colleges on the Job Status Screen (PS0002)
If the Employee Status value on the Student/Hourly Screen (PS0012) is S
(separated), a value cannot be entered in this field on the Student/Hourly Job
Screen (PS0013).
EMP database:
PAYR database:
EMP-JOB-D
COH-EARN-DISTR-D
RETRO-ADJ-D
Employee ID (EMP-ID)
Definition
Length
Values
Entry required. A unique number that identifies an employee. This number is usually the employee's Social Security number.
9 digits
College-entered on the Employee Status Screen (PS0001) or Student/Hourly
Screen (PS0012)
Edits On screens where the employee ID field is open, the employee ID must have been entered into the Employee database on the Employee Status Screen
(PS0001) or the Student/Hourly Screen (PS0012).
On the Employee Status Screen (PS0001) and the Student/Hourly Screen
(PS0012), the employee ID field must not contain spaces.
Data Sets Employee (EMP) database:
DED-BAL-D (key)
EMP-A (key)
EMP-ADDR-D (key)
EMP-BENE-D (key)
EMP-BOND-D (key)
EMP-DED-D (key)
EMP-EDUC-D (key)
EMP-HIST-D (key)
EMP-JOB-D (one of 2 keys)
EMP-M (key)
EMP-NAME-D (one of 2 keys)
EMP-YRQ-D (key)
EMPLR-XREF-D (one of 2 keys)
FAC-PLACE-D (key)
LEAVE-DAY-D (key)
LEAVE-XREF-D (one of 2 keys)
Payroll (PAYR) database:
COH-TRNS-M
TIME-RPT-D
Employee Name (EMP-NAME) Display only.
Definition Entry required. The full name of an employee.
Length
Format
30 characters
Last, First Middle; Suffix
Values
Data Sets
A compound last name must have a hyphen between each part, for example
Smith-Jones. There must be a comma between the last and first name, for example, Smith-Jones, Jane
If the name includes a suffix, the middle name must be followed by a semi-colon, for example, Johnson, Robert Alan; Jr.
Entered by college on the Employee Status Screen (PS0001).
Can be changed on the Personal Information Screen (PS0004).
EMP database: EMP-M
3
Employee Type (EMP-TYP)
Definition
Length
Values
A code identifying an employee's primary personnel category.
1 character
Defined by SBCTC-ITD on the Employee Type Table (PS9026) as follows:
C Classified
E
F
Exempt
Full-time faculty
H
L
P
R
Hourly
Paraprofessional
Part-time faculty
Supplemental retiree
4
Data sets
S
V
Student
Volunteer
EMP database: EMP-M
TBL5 database:
APP-STAT-TBL-D
EMP-TYP-TBL-M
JOB-CLASS-TBL-M
Personnel Action Date (PERSL-ACTN-DATE)
Definition
Length
Format
Data sets
The effective date of a personnel action affecting an employee. This is the date of the most recent personnel action affecting the employee on the following screens:
Employee Status Screen (PS0001)
Job Status Screen (PS0002)
Student/Hourly Screen (PS0012)
Student/Hourly Job Screen (PS0013).
6 digits mmddyy
EMP-HIST-D
EMP-M
Personnel Action (PERSL-ACTN)
Definition
Length
Values
A code identifying a type of personnel action that affects an employee or a job, for example, PROM, a code for promotion.
4 characters
Defined by SBCTC-ITD on the Personnel Action Table (PS9038). See the list of valid personnel actions.
Data sets
The values for this field are retrieved from an employee's history.
EMP database: EMP-HIST-D
TBL5 database: PERSL-ACTN-TBL-M
Job Minimum Indicator (JOB-MIN-IND)
Definition A code indicating whether sufficient job data has been provided for an employee to be paid. This field occurs on the following screens:
•
Job Status Screen (PS0002)
•
Student/Hourly Job Screen (PS0013)
Length
When the daily audit is done, the data entries for the employee are audited, and as a result, the appropriate edit errors generated and the value for this field determined.
Note: If the value for this field is N (no), the employee cannot be paid until the required data is entered into the employee's records. To determine whether there are fatal edits that would prevent an employee from being paid, you can review whatever error messages the audit process has generated on the Consistency Edit
Screen (PS0015).
1 character
5
Values Generated by PPMS as follows:
Y Yes, minimum data has been provided. Default for the Add (A) function
N No, minimum data has not been provided
EMP-JOB-D Data sets
Job Classification (JOB-CLASS)
Definition A code identifying one or more positions that have similar duties and qualifications, and the same pay schedule.
Length
Values
Data sets
6 characters
Defined by colleges on the Job Class Table (PS9004)
EMP database:
PAYR database:
TBL5 database:
EMP-JOB-D
COH-EARN-DISTR-D
EXP-TRNSFR-M
RETRO-ADJ-D
TIME-RPT-D
TIME-TRNS-D
EMPL-STAT-OPT-M
JOB-CLASS-TBL-M
POS-M
Job Classification Title (JOB-CLASS-TITLE)
Definition
Length
Values
Data sets
A descriptive title associated with a job classification code. You can use the short title on reports instead of the long title to save space.
15 characters
Defined by colleges on the Job Class Table (PS9004)
EMP-HIST-D
Pay Scale Range (PAY-RANGE)
Definition A code identifying the pay range, or grade, of a pay scale.
Length
Values
4 characters
Defined by colleges on the Pay Scale Range Table (PS9015)
Additional information
After a pay scale range has been entered on the Job Class Table (PS9004) for a job classification, the code cannot be changed on the Job Status Screen
(PS0002), the Job Account Screen (PS0003), or the Student/Hourly Job Screen
(PS0013).
Data sets EMP database:
TBL5 database:
EMP-HIST-D
EMP-JOB-D
FAC-PLACE-D
COURSE-SAL-M
JOB-CLASS-TBL-M
PAY-SCALE-TBL-D
Pay Scale Step (PAY-SCALE-STEP)
Definition A code identifying the horizontal position of an employee's pay for a job on the pay scale.
6
Length
Values
Data sets
1 character
A through R
EMP database:
TBL5 database:
EMP-HIST-D
EMP-JOB-D
FAC-PLACE-D
COURSE-SAL-M
Supervisor (SUPER)
Definition A code identifying a supervisor.
Length
Values
Data sets
4 characters
EMP-JOB-D
Defined by colleges on the Supervisor Table (PS9024)
Employee Job Status (EMP-JOB-STAT)
Definition
Length
A code identifying an employee's current employment status on a job.
Values
1 character
Defined by SBCTC-ITD as follows:
A Active
D
I
Deleted
Inactive
L
P
Leave of absence without pay
Leave of absence with full or partial pay
Data sets
On the Job Status Screen (PS0002) and the Student/Hourly Job Screen (PS0013), the default for this field is A (active) for the Add (A) function.
EMP-JOB-D
Employee Job Type (EMP-JOB-TYP)
Definition A code identifying the type of an employee's job.
Length
Values
2 characters
Defined by SBCTC-ITD on the Employee Job Type Table (PS9035):
01 Permanent
02
03
04
05
06
07
08
09
10
11
12
Probationary
Trial service
Provisional
Temporary
Seasonal
Intermittent
Courtesy
Acting
Emergency
Replacement
Sabbatical replacement
7
Data sets EMP database:
TBL5 database:
EMP-JOB-D
EMP-M
JOB-TYP-TBL-M
Pay Cycle (PAY-CYCLE)
Definition A code for the pay cycle on which a specific job is paid. The pay cycle is also used on deduction calendars for exception processing of deductions.
Length
Values
2 characters
Defined on the Pay Cycle Table (PS9023). The first character of the pay cycle code is the pay cycle frequency, which is defined by SBCTC-ITD and identifies the frequency of a pay cycle code. The second character of the pay cycle code is defined by colleges on the Pay Cycle Table and cannot be blank. Valid pay frequency codes are:
B Biweekly
M Monthly
Q Quarterly
S Semimonthly
W Weekly
Data sets EMP database: EMP-JOB-D
PAYR database: PAYR-SCHD-D
Time Reporting Code (TIME-RPT-CD)
Definition A code identifying the method required for reporting time for a job.
Length
Values
1 character
Defined by SBCTC-ITD as follows:
E Exception reporting (this job does not require time transactions for the employee to be paid)
P Positive reporting (this job requires time transactions for the employee to be paid)
Data sets EMP-JOB-D
Time Reporting Exclusion (TIME-EXCLUSN)
Definition
Length
Values
A code indicating whether an employee should be excluded from time reporting forms.
1 character
Defined by SBCTC-ITD as follows:
Y Yes, exclude employee on time reports.
N , blank No, include employee on time reports.
Data sets EMP-JOB-D
Job Status Date (JOB-STAT-DATE)
Definition The date on which the current job status became effective.
Length
Format
6 digits mmddyy
8
Values
Edits
For the Add (A) function on the Job Status Screen (PS0002) and the
Student/Hourly Job Screen (PS0013), the default for this field is the Personnel
Action Date value.
On the Student/Hourly Job Screen (PS0013), the date in this field must not be earlier than the date in the Employment Date field on the Student/Hourly Screen
(PS0012).
EMP-JOB-D Data sets
Job Department (JOB-DEPT)
Definition A code identifying the department that has the primary time reporting responsibility for an employee's job.
Length
Values
Data sets
6 characters
Defined by colleges on the Department Table (PS9006).
EMP database:
PAYR database:
EMP-HIST-D
EMP-JOB-D
Not stored in the PAYR database
Job Pay Rate (JOB-PAY-RATE)
Definition
Length
Format
Data sets
The rate of pay each pay period for a specific job.
9 digits, including 3 decimal places
999999.999
EMP database: EMP-JOB-D
PAYR database: TIME-RPT-D
Job Begin Date (JOB-BEG)
Definition The date on which a specific job is first effective.
Length
Format
6 digits mmddyy
Edits
Data sets
This date must not be after the date in the Job End Date field.
EMP-JOB-D
Job End Date (JOB-END)
Definition
Length
Format
The last date on which a specific job is effective.
6 digits mmddyy
Additional information
Job Account Screen (PS0003)
Student/Hourly Job Screen (PS0013)
Data sets
All nines (999999) in this field indicate that the job does not have an end date.
EMP-JOB-D
Job Account Number (JOB-ACCT-NUM)
Definition A sequence number (1-9) assigned to each account line for a particular job.
9
Length
Values
Additional information
Data sets
1 character
Generated by PPMS
The job account numbers cannot be resequenced on the Student/Hourly Job
Screen (PS0013). To perform this function, use the Job Account Screen
(PS0003).
JOB-ACCT-D
Payroll Account Code (PAYR-ACCT)
Definition
Length
A code identifying an account against which a payroll expense is recorded for a particular employee.
16 characters, which are defined as follows:
Appropriation Index 3 characters
Program Index
Organization Index
3 characters
4 characters
Subobject
Sub-subobject
Reimbursable code
2 characters
2 characters
2 characters
Values
Additional information
Data sets
Defined in the Financial Management System (FMS).
On the Job Account Screen (PS0003) and the Student/Hourly Job Screen
(PS0013), you can delete an entire account line by blanking out this field, which is labeled "Account Code."
EMP database:
PAYR database:
EMPLR-COST-D
JOB-ACCT-D
EXP-TRNSFR-D
RETRO-ADJ-D
TIME-RPT-D
TIME-TRNS-D
Job Account Amount (JOB-ACCT-AMT)
Definition The amount of the hourly rate at which gross pay will be calculated, using positivetime input.
Length
Format
Data sets
9 digits, including 3 decimal places
999999.999
JOB-ACCT-D
Earnings Type (EARN-TYP)
Definition A code identifying the type of earnings for which a payment to an employee is being made.
Length
Values
3 characters
Defined by SBCTC-ITD on the Earnings Table (PS9007).
Data sets EMP database:
TBL5 database:
PAYR database:
JOB-ACCT-D
COH-EARN-DISTR-D
RETRO-ADJ-D
TIME-RPT-D
TIME-TRNS-D
EARN-TBL-M
LEAVE-TRNS-TBL-M
WS-TBL-D
Account Begin Date (ACCT-BEG-DATE)
Definition The earliest date on which the payment from a specific account can begin.
Length
Format
6 digits mmddyy
Edits Job Account Screen (PS0003)
Student/Hourly Job Screen (PS0013)
The date in the Account Begin Date field must occur on or before the date in the
Account End Date field.
Data sets
The date in the Account Begin Date field must not fall before the date in the Job
Begin Date field.
JOB-ACCT-D
Account End Date (ACCT-END-DATE)
Definition The date on which the payment from a specific account ends.
Length
Format
6 digits mmddyy
Edits
Data sets
Job Account Screen (PS0003)
Student/Hourly Job Screen (PS0013)
The date in the Account End Date field must not fall after the date in the Job End
Date field.
JOB-ACCT-D
Other Active Jobs (OTHER-ACTIVE-JOB)
Definition A set of job numbers identifying up to eight other active jobs that an employee holds at your institution.
Length
Data sets
2 digits for each job number
Not stored in the EMP database or the PAYR database
Data Sets
Additions and changes made on this screen may update the following data sets:
• Employee Job Detail (EMP-JOB-D)
• Job Account Detail (JOB-ACCT-D)
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