Job Data Updates

We usually update job data by inserting new effective-dated data rows into an existing
employee record. When we enter a new data row, the system copies the contents of the
previous row into the new rowthus we do not have to retype any information that
stays the same. (Ensure that we position the cursor on the data row that we want to
copy before we insert the new row.) The only new information is the effective date,
which is set by default to the system date (usually today's date).

Personnel Actions and HR and Payroll Status

When we select an action to change a person's job data, the system may change the
person's HR or payroll, or job status. For example, when we select Retired, the system
changes the HR status from Active to Inactive. HR status indicates whether the
person is still active in the human resources system. A person can have an active HR
record but not be currently receiving pay (employee) or holding a job (contingent
worker). Conversely, a person could have an inactive job record but continue to receive
pay. For example, if we select retirement with pay, the system changes the HR status
to Inactive and changes the payroll status from Active to Retired with Pay.

The statuses are based on either the personnel action or, in a few cases, the reason for
the action, such as death. A change in HR status or payroll status can affect
PeopleSoft Human Resources Manage Base Benefits, PeopleSoft Benefits
Administration, PeopleSoft Payroll processing, and PeopleSoft Pension Administration.
For example, a promotion or a job reclassification might affect an employee's benefit
coverage, or we might need to suspend benefit coverage during a leave of absence or a
suspension.
This table explains how the system sets status:

Personnel Action HR Status Payroll Status Payroll Processing for

PeopleSoft Payroll
for North America
and the Payroll
Interface

Hire Active Active Yes

Add contingent worker
Add person of interest
Rehire (employees only)
Return from leave
Return from disability
Additional job
Recall from suspension or layoff
Assignment
Personnel Action HR Status Payroll Status Payroll Processing for
PeopleSoft Payroll
for North America
and the Payroll
Interface

Leave of absence Active Leave of No

Short-term disability Absence
Long-term disability

Paid leave of absence Active Leave with Pay Yes

Short-term disability with pay
Long-term disability with pay

Retirement with pay (employees Inactive Retired with Pay Yes

only)

Terminated with benefits Inactive Terminated with Yes

Terminated with pay Pay

Layoff Active Suspended No

Suspension
Temporary assignment

Retirement Inactive Retired No

Assignment completion Inactive Terminated No

Completion (contingent workers
only)
Termination

Pay rate change The same The same status Varies

Demotion status that's that's in the
Data change in the previous data
Earnings distribution change previous data row. If no
Job reclassification row. If no previous data
previous data row exists, the
Position change
row exists, system sets the
Probation
the system status to Active.
Completion of probation
sets the
Promotion
status to
Transfer Active.

If our organization uses PeopleSoft Payroll for North America, the system does not generate
payroll paysheets for workers whose status is Retired or Terminated. If we need to pay workers
for a partial pay period or for a time after they leave the company, select the personnel action
Retired with Pay or Terminated with Pay.
Updating Effective-Dated Job Data
Access the Work Location page (Workforce Administration, Job Information, Job
Data, Work Location).
To update effective-dated job data:
1. Locate the person whose record we want to change.
Always start on the Work Location page because that's where the Effective Date field
is. From there, we may have to go to other pages to enter more information about the
personnel action that we're taking.
2. Insert a new data row.
3. In the Effective Date field, enter the date when the new action will take effect.
4. Select an action code for the change, such as Transfer or Promotion.
5. If applicable, enter a reason code to explain why this action is occurring.
6. Change any other data needed to complete the new action, either on this page or on
other pages in the component.
7. Save the pages.
Entering Multiple Actions with the Same Effective Date
To enter multiple personnel actions with the same effective date:
1. Access the Work Location page (Workforce Administration, Job Information, Job
Data, Work Location) for the person whose data we're updating.
2. Insert a new data row for the first action.
The effective date is set by default to the system date, usually today's date, which we
can override if
necessary. Leave the effective sequence number set at 0.
3. Enter any other information that we need to complete the action, either here or in
other pages in the same component.
4. To enter the second action, return to the Work Location page and insert another
data row.
5. Enter the same effective date as the first action, but enter an effective date
sequence number of 1.
6. Select the appropriate personnel action and enter any other information required to
implement the action, either here or on other pages.

Entering Promotions
A promotion usually involves a change of salary grade and new job code. This table lists
the fields
that we typically update when we enter a promotion (we may need to update additional
fields):
Position Number
Job Code
Regular/Temporary
Full/Part
Standard Hours
Work Period
FTE
Shift
Shift Rate
Contract Number
Local country fields
Salary Administration
Plan/Grade/Step
Compensation Rate
Business Title
Work Phone
Entering Departmental Transfers
Enter a transfer action when we want to assign a person to a new department without
changing the person's job code. A transfer also implies that the worker's salary grade
and compensation remain the same. If we're organizing part or all of PeopleSoft Human
Resources by position, use the transfer action to move a worker from one position to
another. To move the position and the incumbent to a new location or department, use
the Position Data pages.
Fields that we typically update when we enter a transfer:
Department (The system automatically enters a new location if it finds matching
location setIDs in the Department table and the Tableset Record Group Control for
the business unit that we're using)
Business Title
Work Phone

Entering Pay Rate Changes

Enter Pay Rate Change to enter a salary change that isn't related to a change in salary
grade or job code. If the pay rate change results from a salary grade or job code
change, enter the change as a promotion or some other action.
Enter a new salary step if the pay rate change involves a change in step. We cannot
select a new grade because if the pay rate resulted from a change in salary grade, we
enter the rate change as part of a promotion or other action. If we selected the Multi-
Step/Grade check box on the Installation Table page and we enter a new step on this
page, click the Default Pay Components button on the Job Data - Compensation page if
we want the system to supply default values for that step. Doing so is necessary unless
we have distributed the worker's earnings by mount on the Job Earnings Distribution
page. For job earnings distributions, manually update the distribution for the new rate

To enter a new pay rate, enter a new compensation rate, rate change amount, or rate change
percent. When we enter any one of these three amounts, the system automatically calculates
the other two.
Based on the compensation rate and frequency, the system calculates and displays the hourly
rate, daily rate, monthly rate, and annual rate for this worker.
If we selected the Multi-currency check box on the Installation Table page and entered the
compensation rate in a different currency from our base currency, the system converts the
rates to the base currency and compares them with the ranges specified for this salary grade in
the Salary Grade table. If the rates exceed the salary range, a warning message appears.
If necessary, enter a new annual benefits base rate for calculating this employee's benefits.
The system calculates the compa-Ratio (or percent through range calculation) based on the
salary plan and grade and in the base currency that our organization uses, which we specify on
the Installation Table page. The system also calculates the percent through range. This figure
determines where a worker falls in the range by taking the salary minus the minimum divided by
the spread. For example, if an employee has a salary of 26,000 USD in a range of 25-30,000
USD for the salary grade, the percent through range is 20 percent.

Modify any other information that has changed because of the pay rate change, such as holiday
schedule, pay group, employee type, standard hours, or work period on the Job Data, Payroll, or
Job Information pages.

Tracking Leaves of Absence

Fields that we typically change when we enter a leave of absence:
Expected Enter the date when we expect the worker to start work again. When we save
Return Date the pages, the system displays the day before the leave of absence date as the
date last worked. We can change it if necessary. When the worker returns from
leave, the system deselects this field.

Entering Returns from Leave

Affected Fields Comments

Effective Date None

Action: Return from
Leave
Reason Code (if
applicable)

Expected Return Date When we save the pages, the system deselects
this field.

Entering Terminations and Retirements

Fields that we typically change when we enter these actions:
Affected Fields Comments

Effective Date The system treats the effective date that we

Action: Terminated, enter as the day the termination starts and the
Terminated with Pay, first day the worker is no longer paid.
Terminated with Benefits, For example, if the worker's last day of
Retirement, or Retirement employment is June 1, set the effective date of
with Pay termination or retirement as June 2 because that's
Reason Code, if applicable when the termination begins. If we set it as June 1,
the worker isn't paid for the last day of work.
Affected Fields Comments

Termination Date
The system displays the day before the effective
date as the termination date and last date worked.
If we rehire the worker, the system deselects both
these fields. When a worker returns from leave,
the system deselects only the Date Last Worked
field.

Entering Deaths
This table lists the pages and fields that we typically change when we enter a termination due to
death:

Affected Pages Affected Comments

Fields

Work Location Effective The system treats the effective date that we enter as
Date the day the termination starts and the first day that the
Action: worker is no longer paid.
Terminated
Reason Code:
Death

Identity/Diversity Date of Record the date that the worker died.

Death

Employment The system displays the termination effective date as

Information the termination date, and the day before the termination
date as the date last worked. The system uses these
dates and the effective date in payroll processing and
reporting.

Entering Rehires
Fields that we typically change when we enter these actions:
Affected Affected Comments
Pages Fields

Work Effective Date We can rehire only workers whose payroll or job status is
Location Action: Rehire Terminated, Terminated with Pay, Retired, or Retired with
Reason Code, if Pay.
applicable When we save the pages, the system automatically completes
Last Start the last start date.
Date
Affected Affected Comments
Pages Fields

Employment Company We may want to change the company seniority date and other
Information Seniority Date assignment dates. The company seniority date can serve as
Benefits the basis for the worker's seniority, or we can use it for
Service Date, other tracking and reporting purposes. The benefits service
Years, Months, date is the date on which the worker's service ranking is
and Days based and is used for benefit-related matters. The seniority
Seniority Pay pay calculation date is the date that the system uses to
Calc Date, calculate seniority-based pay.
Years, Months, When we save the pages, the system automatically
and Days recalculates the corresponding years, months, and days.

Assigning Workers to Different Positions

If we're organizing part or all of PeopleSoft Human Resources by position, we often move
workers from one position to another as a result of promotions, transfers, rehires, or other
personnel actions. Because both position and worker data are already in the system, we connect
the two by selecting a position number, entering the effective date of the assignment, and
entering any exceptions to the default data.

The following table lists the pages and fields that we typically change in the Job Data
component when we enter a change of position. We may need to update additional pages and
fields. When we change an assignment, the system also updates the Position Data - Work
Location page. It automatically calculates and displays the new head count and shows the
appropriate indicator in the Open/Filled field.

Affected Affected Fields Comments

Pages

Work Effective Date After we enter a position number, the system automatically
Location Action: Position completes position-related fields, including job code,
Change, department, and location. The system enters the position entry
Transfer, date as the effective date of the position change action. We
Promotion, or cannot change the position entry date. To change the entry
Rehire date, we must change the effective date for the position
Reason Code, if change action.
applicable To override the position defaults, select the Override Position
Position Number Data button, which makes the previously unavailable fields
available for entry, such as the Location and Department fields
on this page, or the Job Code field on the Job Information
page. We can then enter exceptions in these fields.
The Position Management Record check box is display-only. The
system uses this check box to indicate that it has
automatically inserted a data row on the Job Data pages due to
changes that we made to fields on the Position Data pages.

If we override the defaults, we must maintain the job data

Affected Affected Fields Comments
Pages

manuallythe system does not update position data

automatically again until we deselect the Position Data
Override check box.

The system issues a warning message if we assign a worker to a

position that has already been filled by another worker and if a
new appointment exceeds the maximum head count for that
position.

Paying Workers on Disability

Some workers on disability need to be paid at a given percentage of their regular pay. Handle
this situation without changing the worker's salary by setting up a disability plan earnings code
in the Earnings table, based on a percentage.

This feature works only for hourly employees, not for salaried employees.

When we enter an action of STD (short-term disability with pay) or LTD (long-term disability
with pay), the system changes the employee's status to Leave With Pay.

To send 100 percent of the employee's pay to the disability plan earnings code, access the Job
Data - Job Earnings Distribution page, select the By Percent option, enter the appropriate
disability earnings code, and enter a percent of 100.

When we put an employee on disability, don't forget to check additional pay records and make
any necessary changes.