Setting up position control number and position code definitions

Shortcut/mask: HRTBPC

You use the PCN/Position Code Definitions window to set up the position control number (PCN) and position codes associated with any employee who is assigned a position. The PCN is used for budget checking against the Position Control Regulation window. The position number is the code value that indicates the type of work the employee performs.

The PCN/Position Code Definitions window contains the following tabs:

Follow these steps to set up the PCN and position code definitions record.

1. Open the window by typing HRTBPC in the Search field and pressing Enter.

2. The window opens in Search mode so you can open and existing record or select Add.

3. Complete the following fields on the window header:

  • Action: Select the action or purpose for entering or modifying a record.
  • Entity: Select the employee's entity ID from the Employee Master record. The entity code is used to identify security clearance.
  • Location: Select the code that refers to a specific physical location and the site code associated with the specific entity.
  • Job Code: Select the code that refers to a certain job group or class.
  • Assignment # - Select the number that identifies the specific duties within a location and job code.
  • Create Position: Select how the position number is to be created. It can reflect information pertinent to the location, function, or specific duty to be performed by an employee filling the position.
  • Position: This field populates based on the position code (POS) create code selection from the Create the POS field. It adds the location, job code, and assignment if they are all used. Otherwise, you can select a POS create code M to manually enter a user-defined position code that identifies the type of job the employee actually performs.
  • Short Description: Enter the short description of the position. This can appear on reports and other windows. The short description entered on the Job Code Definitions window for the matching job code populates in this field but it may be overridden.
  • Long Description -Enter the long description of the position. This may appear on reports and other windows. The long description entered on the Job Code Definitions window for the matching job code populates in this field but it may be overridden.
  • PCN: Create the PCN: Select the method used to derive the PCN. For example, A (auto generate the PCN) M (manually enter the PCN), or D (default the position number into the PCN).
  • PCN: This field populates based on your selection in the PCN: Create the PCN field. If you select M, enter the number that is to be used for budget checking on the Position Control Regulation window.
  • Short Description: Enter the short description of the PCN. This can appear on reports and other windows. The short description entered on the Job Code Definitions window for the matching job code populates in this field but it may be overridden.
  • Long Description -Enter the long description of the PCN. This may appear on reports and other windows. The long description entered on the Job Code Definitions window for the matching job code populates in this field but it may be overridden.
  • Approval: Select whether the PCN and position information is to be sent to Payroll.

4. Complete the following fields in the PCN Profile tab:

  • Use POS or PCN on Pay Line: Select whether the position or PCN is to be sent to Payroll for use on the pay line. The POS is typically selected to reflect the position on the pay string.
  • Position Type: Select the position type associated with the employee. For example, CE (certificated), CL (classified), etc.
  • PCN Budget Status: Select the code that represents how the PCN and position numbers are to be budgeted in the position control. For example, 00 (don't perform budget checking), 01 (budget by FTE), 02 (Budget by amount), etc.
  • PCN Status: Select the status code that verifies the validity of the data entered. This compares to the employee's status and the pay assignment status. For example, 01 (permanent board approved PCN), 03 (personnel approved PCN), 05 (restricted PCN), etc.
  • Position Active: Select whether the position is active. Only active positions may be assigned on the employee pay assignment windows.
  • PCN Effective Dates: Select the beginning and ending dates the PCN is effective.
  • Board Approval Date: Select the date the board approved the salary schedule. This field is system-defined based on the salary schedule.
  • Hours/Day: Enter the number of hours per day to be used when calculating base pay for assignment on the Employee Pay Assignment window.
  • Days/Week: Enter days per week that are not to be derived from the payroll calendar when assigning the PCN and position numbers on the Employee Pay Assignment window. This value is used in certain base pay calculations based on position type.
  • Hours/Week: Enter the hours per week to be used when calculating base pay for assignment on the Employee Pay Assignment window.
  • Periods/Year: Enter the periods per year to be used when calculating base pay for this assignment on the Employee Pay Assignment window.
  • Days/Year: Enter the base days per year that are not to be derived from the payroll calendar when assigning the PCN and position number on the Employee Pay Assignment window,
  • Work Day Code: Select the code that identifies the actual days of the week that an employee assigned to the PCN will actually work.
  • Ratio Factors 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. For example, to give a 10% increase to an employee, enter 1.10000 in the field.  The system would then take the old rate and multiply it by the retro factor value to give the increase (e.g. the 10%).
  • Maximum Incumbents: Enter the maximum number of people that occupy the position allowed by the PCN and position combination at a given time. This does not represent position control. This field is evaluated after the position control is checked during assignment on the Pay Assignment window.
  • Approved FTE: Enter the approved full-time equivalent amount.
  • STRS: Select the State Teachers' Retirement System code associated with the position.
  • APU: Select the tracking code that indicates whether the PCN and position combination is tracked by allocated person units (APU).
  • Round: If you entered a code in the APU field, enter the decimal places to round the APU value.
  • APU2: Select another tracking code that indicates whether the PCN and position combination is tracked by allocated person units (APU).
  • Round: If you entered a code in the APU2 field, enter the decimal places to round the APU value.

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5. Complete the following fields in the PCN Profile Supplemental tab:

  • EEO Function: Select whether the equal employment opportunity (EEO) function code is 01 (management) or NA (not applicable). When a pay assignment is sent to Payroll and the associated PCN contains "NA" as the EEO function, then an EEO4INFO Pay Association Detail record is not created in Payroll. An EEO function value of "NA" is commonly used for elected officials.
  • Record Type: Select the record type used to trigger functionality when creating distributions on the Employee Pay Assignment window. If a record type is entered, employee's distributions are defaulted from their current and existing pay assignment with matching record type. For example, AO (supplemental assignment), PM (primary assignment), etc.
  • Safety Sensitivity: Select whether the PCN and position assignment is safety sensitive.

Note: Any position that can create serious problems for employers can legitimately be classified as safety sensitive in order to remain in full compliance with the Americans with Disabilities Act.

  • Grade Level: Select the grade level or category associated with the position. It does not refer to an actual teaching grade, but is used for a client-specific grade level purpose.
  • Calendar: Select the type of calendar that defaults on the Employee Pay Assignment record if the PCN and the position numbers are new. For example, Normal (normal calendar), Teachers (teachers 192 day calendar), etc.
  • Itinerant: Select whether the PCN and position combination is a roving position. For example, if an incumbent is to move from location to location.
  • Bargaining Unit: Select the bargaining unit associated with the position.

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.

  • Pay Class: Select the pay class used by Payroll to perform hours and benefit distribution. The value you enter is used as a default when entering new employee pay assignment records.
  • Para Course: Enter the paraprofessional course associated with the position.
  • Department: Select the department code associated with the position.
  • Supervisor: Enter the supervisor's ID or code value.
  • Division: Select the division code associated with the position.
  • Position APU: Enter the APU associated with the position.
  • CBEDS/Misc: 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.

  • Holiday: Enter the holiday code used for tracking purpose. Actual holiday accruals or amounts used are handled through Payroll.
  • Exam Code: Select the exam code that refers to any standardized examinations that are required to be met prior to the PCN assignment.
  • Vacation: Enter the vacation value used for tracking purpose. Actual vacation accruals or amounts used are handled in Payroll.
  • Schedule: Select the salary schedule to be defaulted on the Employee Pay Assignment window upon PCN and position assignment to an employee.
  • Column/Range: Select the column or range associated with the position. The column can represent a level of education, a skill, or a lateral seniority movement. Upon entering a value, the Range Listings table is automatically created to derive the description for this range if it is used again in the future.
  • Step: Enter the step value that represents years or level of experience.
  • Verify: Select whether to verify the assigned schedule, column, range, or step on the Employee Pay Assignment window when this PCN and position are assigned.
  • Misc Codes 1 -4: Enter any miscellaneous codes used for reporting or tracking the PCN or position numbers.
  • Misc Value 1 -4: Enter any miscellaneous values used for reporting or tracking the PCN or position numbers.
  • Notes: Enter any miscellaneous notes associated with the PCN and position numbers.

6. Enter a summary that indicates the purpose of the position in the Position Purpose/Summary tab.

7. Complete the following fields in the Position Requirements tab:

  • Type: Select the type of requirement for the position. For example, CRED (credential), DGRE (degree), LICN (license), etc.
  • Code: Select the code that represents the requirement.
  • Hurdle Score: Enter the minimum score required to qualify for the position.
  • Weight: Enter the required weight for the position.
  • Minimum: Select whether there is a minimum requirement for the position.
  • Required: Select whether there is a mandatory requirement for the position.
  • Publish: Select whether to publish the requirements for the position.

8. Select Save Changes or press Enter.

Result: You have set up a set up a PCN and position code definition record and you can assign to employee on the Employe Benefits window (HRPYBE).

Related Information:

  • Assigning benefits to an employee (HRPYBE)
  • Setting up Employee Benefits (HRUTBU)
  • Setting up the employee master file (HREMEN)