Depending upon how your system is configured, employees may have more than one position for which they must enter time and attendance information separately.

Important: Enabling the capability to add additional employee positions is performed in the system of record, not in the Time & Attendance module. All positions for an employee are created in the system of record and then imported into the Time & Attendance module.

For example, an employee may hold several positions within a company (such as superintendent, teacher, and coach) or work in two different locations (a home office in one state and a local office in another state and have different taxes because of those locations). In both cases, each position will have been created in the system of record, have its own employee ID, be tracked as a separate timecard in the Time & Attendance module, and issued a separate W-2 by your payroll module.

Once employees are successfully imported into the Time & Attendance module, employee information and time and attendance tasks can be accessed from the Time & Attendance module's menus.

Employee Positions

You manage employee positions by selecting the Maintenance link from Time & Attendance menu then clicking the Employee Positions link. The information displayed at the top of the page is organized around the employee’s basic information most of which can be edited. Following the upper portion of the page are sections for Access Details, Employee Position, and Add New Position.

Access Details

Allows you to enter and edit user security group assignments, employee pay cycle access details, and employee personal information.

Note: When the Maintenance page is initially displayed, the Access Details section is collapsed.

Employee Position

Allows you to record general employee information and configure employee settings such as service dates, employee rates, and security assignments. If the employee has more than one position, the position code and description (Coach (1124)) will appear next to the section label.

Note: Position codes are accessed from the Setup menu under Users. Clicking on the Position Codes link will display a list of the position codes available. It will list the code, description and whether the position code is active. If the employee position has been created in the system of record, you will not be able to edit the position code, as it is maintained in the system of record.

Add New Position

The Add New Position section (the last bar to appear on the page) allows you to add a new position for the currently selected employee. If a position is added using this functionality, it will only be maintained in the Time & Attendance module. Any information associated with this position will not be sent to any other products. However, all information will be available for editing in the Time & Attendance module. This functionality is typically used for contract employees.

Employee Services

Employees with more than one position can access their user and timecard information for all positions via a drop down menu. If there is more than one active position for the employee, the drop down menu will list all currently active positions for that employee. The employee can select the appropriate position and then continue with either clocking or timecard activity.

For more information on setting up and maintaining employees, click on the following topics: