Setting up job code definitions
Shortcut/mask: HRTBJB
You use the Job Code Definitions window to enter job codes and classes that represent large job groupings such as clerks, managers, fire department, secondary school teachers, etc. Job codes can contain up to 10 characters.
The Job Code Definitions window contains the following tabs:
Follow these steps to set up a job code definition record.
1. Open the window by typing HRTBJB in the Search field and pressing Enter.
2. Select Add (+).
3. Complete the following fields on the window header:
- Entity: Select the employee's entity ID from the Employee Master record. The entity code is used to identify security clearance.
- Create the Job E/M: Select how the job code is to be created. If multiple entities exist and the same core job codes are to be used, select E to add the entity to the beginning of the character string entered into the Job Code field. Otherwise select M.
- Job Code: Enter the job code. This code refers to a generic job family or class and can contain up to 10 characters. For example, CLER (clerical), TCHR (teacher), etc. If all 10 characters are used, the option to add the location, job code, and assignment number on the PCN/Position Code Definitions window is eliminated as there are not enough characters allowed by Payroll to accommodate such action. For example, CLER01 (clerical job 1), TCHRFRNC (French teacher), etc.
- Short Description: Enter a short description of the job code definition.
- Long Description: Enter a long description of the job code definition.
4. Complete the following fields in the Job Class/Code Table tab:
- Action: Select the action or purpose for entering or modifying a record.
- FLSA: Select whether the job code is Fair Labor Standards Act (FLSA) exempt. FLSA provides employers and employees with the information they need to understand federal minimum wage, overtime, child labor, and record keeping requirements.
- Job Type: Select the job type. For example, CL (classified), CE (certificated), CY (city calculated position), etc.
- Workers Comp: Select the workers' compensation code.
- EEO Job Group: Select the equal employment opportunity job group code. For example, 02 (professionals), 03 (technicians), 07 (skilled craft), etc.
- STRS: Select the State Teachers' Retirement System code associated with any position utilizing the job code.
- Pre-Placement Exam: Select the pre-placement exam code associated with the job. For example, enter PA for the physical agility exam.
- Paraprofessional Course: Select the paraprofessional course associated with the job.
- Salary Schedule: Select the salary schedule associated with any position utilizing the job code.
- Associated Notes: Select whether job notes exist for the entity and job code combination.
- Column/Range: Select the column or range associated with the job code. A default range does not necessarily mean that any position associated with this job is on this range.
- Supervisory: Select whether the code or class is supervisory in nature.
- Misc Code 1/CBEDS (CA) - Select the California Basic Educational Data System (CBEDS) or miscellaneous state tracking code value. The use of this field varies based upon client setup. It can be used for job or position identification or for another client-defined purpose.
Note: The CBEDS is an annual data collection administered in October. CBEDS data is reported through an online reporting application called CBEDS-ORA. The purpose of CBEDS is to collect information about student and staff demographics.
- Misc Code 2-4: Enter any miscellaneous tracking code data.
- Misc Value 1-5: Enter any miscellaneous values that are not sent to Payroll.
- Ratio Factor 1-4: Enter the percentage of the base salary increase. Ratio factors are used on the Pay Assignment window to reflect an increase in the base salary. If a ratio percentage factor exists, it defaults to any position utilizing the job code.
- Bargaining Unit: Select the bargaining unit associated with the job code.
Note: A bargaining unit is a group of employees with a clear and identifiable community of interests who are (under U.S. law) represented by a single labor union in collective bargaining and other dealings with management. For example, non-management professors, law enforcement professionals, blue-collar workers, clerical and administrative employees, etc.
- Notes: Enter any notes associated with the job code.
- Approval: Select whether the record is ready to send or has been sent to Payroll.
5. Complete the following fields in the Requirements tab:
Note: The Requirements tab stores information that describes a job. Records entered into this window could be used for creating job postings and storing coded information that describes basic or minimum requirements for a job code.
- Action: Select the action or purpose for entering or modifying a record.
- EEO Job Group: Displays the equal employment opportunity job group code. For example, 02 (professionals), 03 (technicians), 07 (skilled craft), etc.
- Location: Select the location of the job.
- Salary Schedule: Displays the salary schedule associated with any position utilizing the job code.
- FLSA: Displays whether the job code is FLSA exempt. FLSA provides employers and employees with the information they need to understand federal minimum wage, overtime, child labor, and record keeping requirements.
- Reports to Position: Select the position to which the job reports.
- Supervisory: Indicates whether the position is supervisory.
- # of People: Enter the number of employees to be supervised.
- Education: Select the type of degree required for the job.
- Education: Select any additional type of degree required for the job.
- Major: Select the type of educational major required for the job.
- Major: Select any additional type of educational major required for the job.
- Physical Demands: Select the type of physical demands required for the job.
- Physical Demands: Select any additional type of physical demands required for the job.
- Environment: Select the type of environment required for the job.
- Environment: Select any additional type of environment required for the job.
- Licenses/Cert's: Select the type licenses or certifications required for the job.
- Licenses/Cert's: Select any additional type of licenses or certifications required for the job.
- Licenses/Cert's: Select any additional type of licenses or certifications required for the job.
- Licenses/Cert's: Select any additional type of licenses or certifications required for the job.
- Other: Select any other requirements for the job.
- Other: Select any other requirements for the job.
- Other: Select any other requirements for the job.
- Job Purpose/Summary: Enter the general purpose or summary of the job.
6. Complete the following fields in the Skills tab:
Note: The Skills tab stores information that describes essential duties and responsibilities for a job. Records entered in this window could be used for creating job postings.
- Action: Select the action or purpose for entering or modifying a record.
- Duty/Skill: Select a skill or duty involved with the job code.
- Years of Experience: Enter the years of experience associated with the skill or duty.
- Required/Desired: Select whether the skill or duty is required or desired.
- Notes: Enter any miscellaneous notes associated with the skills.
7. Complete the following fields on the Responsibilities tab:
- Action: Select the action or purpose for entering or modifying the record.
- Job Description/Function/Supervisory Responsibilities: Enter a summary description, function, and supervisory responsibilities of the job.
8. Complete the following fields on the Notes tab:
- Action: Select the action or purpose for entering or modifying the record.
- Notes: Enter any miscellaneous notes associated with the job.
9. Select Save Changes or press Enter.
Result: You have set up a job code definition and you can assign employees to it using the Employe Benefits window (HRPYBE).
Related Information: