Manage Position Tips
Hiring an employee in the correct position is CRITICAL because
HRIS (Human Resource Information System) is driven by position.
The position is the KEY to providing information to functions within
HRIS and is the KEY to providing information for the University
community. The position defines essential information that is used
to process time and leave, payroll, budget data, management reporting,
salary surveys, etc.
- designates whether or not it carries department head responsibilities.
If an individual is hired as interim department head, dean, etc.
and is not hired in the position that has been designated as
the "department head," important administrative reports
(i.e., salary survey, position compares, etc.) will be incorrect.
It is possible to have two incumbents in the same position in
- notifies University applications when the incumbent in the
position carries KEAS authority ability to grant employees temporary
access/privileges to e-mail and University databases. If
a personnel specialist is hired and is not hired in the position
that has been designated as the department personnel specialist,
the incumbent will not possess this unique authority.
- defines the work schedule, holiday schedule, FLSA status, pay
group, etc. used in the HRIS time and leave application. When
hiring an employee, it's important that the individual is hired
in the previous incumbent's position if that valuable information
is to be carried over to the new incumbent.
- identifies budgeted positions and uses the data found within
position data (i.e., job code/title, FTE, etc.) to populate
the University Budget. It's important to keep position information
current so that when the budget is populated, the information
- identifies curriculum and instruction program information for
- identifies position categories for salary survey reporting
- identifies campus mail address and telephone number for the
incumbent. The mailing address is used for numerous mailings
(i.e., InView, The Wildcat Tracker, etc.). The telephone number
is used in the Campus Phone Book.
- identifies those who are SSI Designees --those required to
annually complete a Statement of Substantial Interest.
- identifies the county in which the position is located.
- identifies those positions that have supervisory responsibilities
and identifies the incumbent's supervisor. This information is
used to determine department reporting hierarchy. In the future,
this information will be critical in the HRIS workflow process
that will notify supervisors when their employee's performance
reviews are due, and other similar electronic communications.
The classified Salary Scale may be viewed on-line by using the
Compensation > Salary Planning > Salary Plan Administration > Define
Search Criteria: Salary Administration Plan = CLA
Select the "Search" button.
Select the desired grade from the list box. (Example: 018, 026,
etc) The steps, hourly rate, monthly rate, and annual rate will
appear on the panel for the selected grade.
To avoid retyping the Employee Id,
Department Id, Name, etc. when
going from one HRIS application to another, use the following cut
and paste method:
- After entering the Id or
name in a dialog box, hi-lite and select the data by holding
down on the left mouse button while dragging it across the selected
field. Note: Depending on monitor colors, hi-liting may not be
- After hi-liting/selecting the Id or name, use the "Control" and "Insert" keys
together to select and store the data in a buffer.
- After entering the next HRIS application dialog box, place
the curser in the Id or name
field, select the "Shift" and "Insert" keys
together. The stored Id or
name will appear.
To avoid a paper transaction, enter funding changes and hourly student pay rate changes on-line prior
to the final pay calculation.