PS0016 – Employee/Job Status Screen
Use this screen to display all of an employee's jobs. You can also use this screen to swap jobs, move a
job from one job number to another job number, copy an existing job to a new job, and delete jobs.
These functions allow you to establish new jobs without entering data on the employee job screens.
User Functions and Key Fields
Func
Key1
Key2
Key3
C (Copy); D (Delete); I (Inquire); M (Move); S (Swap)
Employee ID
Job Number for the following functions: C (Copy); D (Delete), M (Move); S (Swap)
Job Number for the following functions: C (Copy); M (Move); S (Swap)
Swapping Two Jobs
Before you perform this procedure, verify that the two jobs you want to swap already exist.
To swap two jobs:
1. On the Payroll/Personnel Menu (PS0901), type I (inquire) in the Func field, PS0016 in the Screen
field, and an employee ID in the Key1 field.
2. On the Employee/Job Status Screen (PS0016), type the two job numbers that you want to swap
in the Key2 and Key3 fields and press Enter.
The following message is displayed: "To completed Swap: Press Confirm Swap function key."
3. Press the F5 (Confirm Swap) function key.
The job number originally entered in the Key2 field now appears in the Key3 field, and the job
number originally entered in the Key3 field now appears in the Key2 field.
Moving a Job to Another Job Number
Before you perform this procedure, verify the following:
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The job number being moved (Key2 field) exists.
The job number to which the original job is being moved (Key3 field) does not exist.
To move a job:
1. On the Payroll/Personnel Menu (PS0901), type I (inquire) in the Func field, PS0016 in the Screen
field, and an employee ID in the Key1 field.
2. On the Employee/Job Status Screen (PS0016), type the job number you want to move in the
Key2 field, type the job number to which it should be moved in the Key3 field, and press Enter.
The following message is displayed: "To complete Copy/Move: press Confirm function key."
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3. Press the F5 (Confirm Move) function key.
The job number originally entered in the Key2 field has been moved to the job number in the
Key3 field. The job number originally entered in the Key2 field no longer exists.
Copying an Existing Job to a New Job
Before you perform this procedure, verify the following:
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The job number being copied (Key2 field) exists.
The job number to which the original job is being copied to (Key3 field) does not exist.
To copy a job:
1. On the Payroll/Personnel Menu (PS0901), type I (inquire) in the Func field, PS0016 in the Screen
field, and an employee ID in the Key1 field.
2. On the Employee/Job Status Screen (PS0016), type an existing job number that you want to
copy in the Key2 field, type the job number to which the existing job should be copied in the
Key3 field, and press Enter.
The following message is displayed: "To complete Copy/Move: press Confirm function key."
3. Press the F5 (Confirm Copy) function key.
The job number originally entered in the Key2 field has been moved to the new job number that
was entered in the Key3 field, and a new job exists. No change has been made to the original job
Data Fields
Employee ID
Employee Name (display only)
Job Num (display only)
Job Class Title (display only)
Job Stat (display only)
Earliest Acct Begin (display only)
Latest Acct End (display only)
Pay Cycle (display only)
Job Rate Code (display only)
Job Pay Rate (display only)
Pct Full-Time (display only)
Employee ID (EMP-ID)
Definition
A unique number that identifies an employee. This number is usually the
employee's Social Security Number.
Length
9 digits
Values
Entered by colleges on the Employee Status Screen (PS0001) or Student/Hourly
Screen (PS0012)
Edits
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2
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.
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Data sets
To be paid through the Payroll Time Reporting Screen (PS1002), the
employee must have minimum data on the Employee database.
On the Automatic Check Cancellation Screen (PS1005), the employee ID
entered in this field must match the employee ID associated with the
related check/advice number in payroll history.
On the Multiple Employee Leave Screen (PS1018), an employee ID must
be entered in this field if a value is entered in any field on the same line.
EMP database:
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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)
PAYR database:
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COH-TRNS-M
TIME-RPT-D
Employee Name (EMP-NAME)
Definition
The full name of an employee.
Length
30 characters
Format
Last, First Middle, Suffix
A compound last name should have a hyphen between its parts. There must be
a comma between the last and first name.
Values
Entered by college on the Employee Status Screen (PS0001).
Can be changed on the Personal Information Screen (PS0004).
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3
On the Position Table (PS9018), the incumbent name will be "Multiple
Assignment" if the Position Type entry is "G" (group position).
Additional
Information
On the Faculty Placement Screen (PS0024), if the Employee ID value in the
Key1 field is not in the Employee database, "New Employee" is displayed in the
Employee Name field.
Data Sets
EMP database: EMP-M
PAYR database: Not stored in the PAYR database
Employee Job Number (EMP-JOB-NUM)
Definition
A code number for a particular job that an employee performs.
Length
2 characters
Values
Defined by colleges on the Job Status Screen (PS0002)
Default: "01" on the Payroll Time Reporting Screen (PS1002)
Edits
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Data sets
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).
For an employee to be paid through the Payroll Time Reporting Screen
(PS1002), the employee's job must have minimum data on the Employee
database.
On the Payroll Time Reporting Screen (PS1002) and the Multiple
Employee Leave Screen (PS1018), the employee job number must be
valid for the employee.
On the Multiple Employee Leave Screen (PS1018) and the Leave
Posting Screen (PS1019): a value must be entered in this field if the
value in the Payroll Post Indicator field is "Y" (yes, post the leave
transaction to payroll).
EMP database:
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EMP-JOB-D
PAYR database:
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COH-EARN-DISTR-D
RETRO-ADJ-D
Job Classification Title (JOB-CLASS-TITLE)
Definition
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.
Length
15 characters
Values
Defined by colleges on the Job Class Table (PS9004)
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Data sets
EMP-HIST-D
Employee Job Status (EMP-JOB-STAT)
Definition
A code identifying an employee's current employment status on a job.
Length
1 character
Values
Defined by SBCTC-ITD as follows:
A
Active
D
Deleted
I
Inactive
L
Leave of absence without pay
P
Leave of absence with full or partial pay
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.
Edits
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Data Sets
On the Job Status Screen (PS0002):
If a Personnel Action field is "LWOP," the Employee Job Status field must
be "L" (leave of absence without pay).
If a Personnel Action field is "LWP," the Employee Job Status field must
be "P" (leave of absence with full or partial pay).
EMP-JOB-D
Account Begin Date (ACCT-BEG-DATE)
Definition
The earliest date on which the payment from a specific account can begin.
Length
6 digits
Format
mmddyy
Dependencies
The Account Begin Date field on the In-Kind Matching Screen (PS0022)
contains the date assigned to the Job Account Code field on the Job
Account Screen (PS0003).
Edits
Job Account Screen (PS0003)
Student/Hourly Job Screen (PS0013)
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Data sets
The date in the Account Begin Date field must occur on or before
the date in the Account End Date field
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
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The date on which the payment from a specific account ends.
Length
6 digits
Format
mmddyy
Dependencies
The Account End Date field on the In-Kind Matching Screen (PS0022)
contains the date assigned to the Job Account Code field on the Job
Account Screen (PS0003).
Edits
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.
Data sets
JOB-ACCT-D
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
(see Dependencies below).
Length
2 characters
Values:
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
M
Q
S
W
Biweekly
Monthly
Quarterly
Semimonthly
Weekly
Dependencies
To assign a deduction calendar to a pay cycle, use the Deduction Calendar
table (PS9017) and then assign the deduction calendar to selected
deductions on the Deduction Table (PS9002). To assign a different
deduction calendar to individual employees for a deduction, use the
Employee Deduction Calendar Screen (PS0021).
Edits
On the Payroll Schedule Initialization Screen (PS1000):
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The pay cycle code must not be duplicated on the same payroll
schedule.
If the third character of the payroll schedule code is "Z," the pay
cycle code must be "XX."
If the pay cycle code is "XX," no other pay cycle can be entered for
this payroll schedule.
The combined values of the following fields must match an entry on
the Pay Cycle Table (PS9023): Pay Cycle, Pay Period Begin Date,
Pay Period End Date, and Regular Check Date.
Additional Information
On the Time Report Screen (PS1004), this field identifies the particular pay
cycle on the Payroll Time Report (PS1710A) on which the employees are
paid.
Data sets
EMP database: EMP-JOB-D
PAYR database: PAYR-SCHD-D
Pay Rate Code (PAY-RATE-CD)
Definition
A code identifying the type of pay represented by the Job Pay Rate value.
Length
1 character
Values
Defined by SBCTC-ITD as follows:
C
Contract payment
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H
Hourly rate
S
Salary payment
If the Pay Rate Code is "C" (contract payment), then:
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An entry must be made in the Job Full-Time Rate/
Contract Amount field.
The Shift Differential Amount field must be blank.
An entry must be made in the Contract Units field on the Job Status
Screen (PS0002).
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Data sets
EMP-JOB-D
Job Pay Rate (JOB-PAY-RATE)
Definition
The rate of pay each pay period for a specific job.
Length
9 digits, including 3 decimal places
Format
999999.999
Dependencies
Job Account Screen (PS0003)
Employee/Job Status Screen (PS0016)
The content of this field is defined by the value in the Pay Rate Code field.
Data sets
EMP database: EMP-JOB-D
PAYR database: TIME-RPT-D
Job Percent of Full-Time (JOB-PCT-FULL)
Definition
The percentage of full time that an employee works or has worked on a specific
job.
Length
5 digits, including 2 decimal places
Format
999.99
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Data sets
EMP database:
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EMP-HIST-D
EMP-JOB-D
PAYR database:
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Not stored in the PAYR database