Employment Changes

You can use the Employment Tracking Wizard to update an employee's status such as when their position, job title, pay rate, work status or shift changes. Doing so keeps a record of the change on the employee's Employment History card.

Note: In order to run the Employment Tracking Wizard, users need security permissions to add employment tracking transactions (and its children). In order to view the Employment History created users need read security permissions to employment tracking transactions (and its children).

To make an employment change:

To launch the Employment Tracking wizard.
1. Select Employee Care in the menu pane and then select Employment Tracking on the Other card.
2. Select the + above the Employment Tracking grid.
3. Select the employee with the status change.
OR
1. Select Employee Care in the menu pane and then select Employees on the Employee Management card.
2. Select the card of the employee with the status change.
3. Select the Options menu on the right.
4. Select Employment Tracking.
Select Change from the Type list and then select Next.
Select the employment information categories you want to update and select Next.
If you selected Positions in Step 3, then select + to Add a new position (go to Step 5), the pencil to edit an existing one (go to Step 7 ) or the trash can to remove one (go to Step 8). Otherwise, skip to Step 9

If you selected + Add, select Position if the employee should fill a position in the Position tree or Managed Position if the employee should be assigned to an employee group.

If you selected Position, select the information below and then select OK. Go to Step 8.

Position	The position the employee will be filling. If the position is already filled, this wizard will not automatically vacate the current employee from that position. If the position is not vacated by the effective date set when filling this position, you will receive an error when you try to schedule the request. In that scenario, run the wizard to remove the current employee from the position first and then run the wizard to fill it with the new employee.
Job Title	The employee's job title for this position. Only the job titles set up in the position's position type will appear in the job title list.
Force Pay Level	The Force Pay Level for this employee for this position. If you have licensed Payroll and this employee should always be paid for this job title at a specific rate, select the correct pay rate (1-8). Otherwise, leave it set to "Do Not Force." If a Pay Rate is selected, a new Wage Calculator Action will be created for this employee and job title.

If you selected Managed Position, complete the information below and then select OK. Go to Step 8.

Manager's Position	The position of the manager that will be managing this employee for this managed position. In order for a position to appear in this list, on the Employee Care Managed Staff Settings card of the position, Allow Managed Staff must be selected and a Position Type must be set.
Employee Group	The employee group for this employee for this managed position. This may also determine the employee's security permissions to clients as well as what requirements are needed. In order for an employee group to appear in this list, it must be added to the Managed Employee Groups card of the manager's position selected above and set to Use for Managed Staff.
Job Title	The job title for this employee for this managed position. In order for a job title to appear in this list, the job title must be selected in the Position Type selected on the Employee Care Managed Staff Settings card of the manager's position selected above.
Force Pay Level	The Force Pay Level for this employee for this managed position. If you have licensed Payroll and this employee should always be paid for this job title at a specific rate, select the correct pay rate (1-8). Otherwise, leave it set to "Do Not Force." If a Pay Rate is selected, a new Wage Calculator Action will be created for this employee and job title.
FTE	Enter the FTE for this employee for this managed position. Note: The Employment Tracking system will sum the FTEs of all the employee's positions/managed positions. So, if the employee is in multiple managed positions (employee groups) that are associated with the same job title, enter the correct FTE in the primary position and 0 in the others.

If you selected, the pencil icon select the new job title or force pay level and select OK. Go to Step 8.
If you selected the trash can icon, select Yes to remove the position. Go to Step 8.
If the employee has multiple positions and managed positions, mark one of them as primary and select Next.
If you selected Pay Rates in Step 3, enter up to 8 new pay rate changes and corresponding descriptions and select Next. Otherwise, skip to Step 10.
If you selected Other Fields in Step 3, enter the employment related dates, work status, shift and select Next. Otherwise, skip to Step 11.
Enter the Effective Date of when these changes should take effect, enter a Reason of what the changes are for and then select Finish.

Note: If you are adding a Position and that position is already filled with another employee, you will see an error message if the position will not be open on the effective date entered. If the position is unfilled, but there is already a pending filled scheduled prior to the effective date, you will also see an error message.
Select Close to exist the wizard.

The entry will appear in the Employment Tracking transactions grid.

Open the entry to view the changes, make modifications to the changes or disregard it (disregarding it will cancel the change) until it has been processed. Employment Tracking transactions with an effective date of today or in the past will process immediately. Those with an effective date in the future will process sometime between 6:00 AM and 10:00 AM ET on the effective date. The users that have security permissions to run the Employment Tracking wizard will receive a message when items finish processing. If an error occurs, the system will put the Employment Tracking transaction On Hold. If this occurs, the processing message will include information about why the Employment Tracking transaction couldn't process. Once you correct the issue causing the error, you must then edit the Employment Tracking transaction to clear the On Hold check box. Once the On Hold check box is cleared the transaction will then process immediately (if the effective date is in the past or today).

Note: In order to disregard the changes, the user must have workflow security up for employment tracking transactions.

After it has processed, you can view the updates on the employee's Employment History tab.

You will also see any updates to the job titles, employee groups and employment dates on the employee's Employment Information tab and to pay rates on the Payroll tab. If Sync Position Information to Employee is turned on in Position and Placement Options, you will see additional updates on the Position Information card of Employment Information tab based on the employee's primary position or managed position. See Employee Syncing Overview for details.