Personnel Budgeting - Create and Manage Filled Positions

After setting up your Data Model Manager, it’s time to add your employees to the system. You can do this manually for individual employees or via a bulk upload. Employees correspond to the jobs you created in the wage schedule and inherit the steps, grades, associated benefits, and additional pay rules.

Adding Individual Filled Positions

1. Navigate to the Positions tab and select the Filled Positions subtab.
2. Select the Add Filled Position button in the upper right-hand corner of the Employee Manager table.
3. Enter the following information:

• Enter the Filled Position ID. This field must be unique for each employee. The Filled Position ID is the Employee ID.
• Enter the Employee’s last and first names.
• Assign the employee to the appropriate Job Title..
• If the role you’ve selected has an associated grade in the Wage Schedule, it will populate automatically. You can manually assign or change the grade if necessary.
• Select their Step from the drop-down menu. These steps are based on your configuration of the wage schedule in the Data Model Manager.
• Enter a Position Code if appropriate. Position Code is essential if you have Position Control toggled on in your budget. Position Code should be unique for each Filled Position.
• Select the Initial Step Date to represent the employee’s most recent step advancement. Select the date of the employee’s last step advancement. Although only tenure-based roles will automatically advance, this field is required for all employees. Note: Merit can auto-advance as well, if there is a Next Step and Next Step Date included.
• Enter the Full-Time Equivalency (FTE) for the employee.
• Select the employee’s Start Date.

• Select Service Time Start Date if the service time is earlier than the employee start date. Service Time Start Date is used when calculating milestone pay.

  

4. After entering all information, select the Add Filled Position button. 

Bulk Import Filled Positions 

1. Navigate to the Positions tab and select the Filled Positions subtab.
2. Select the Bulk Upload button in the upper right-hand corner of the Employee Manager table.

For additional information about Bulk Importing Employees, see our article: Bulk Importing in Personnel Budgeting 

Assign Benefits and Additional Pay Options

If you did not upload the Benefits and Additional Pay options in the Employee Bulk Upload, see the above section, you can select each option in the Positions Tab under Filled Positions.

1. To edit the additional pay rules and benefits for multiple employees, use the checkbox to select all employees who follow the same rules.
2. Then, select the Edit action in the upper left-hand corner of the Employee Manager table.

• Make adjustments to FTE, Start Date, Additional Pay, and Benefits. Any changes you make will be applied to all selected employee records. 

Note: The system does not apply benefit and additional pay options that are Wage Multipliers to employee compensation calculations.  Because these options are based on a rate increase, they can only be adjusted in scenarios. For additional information on this, see our training & support article: FAQs - Additional Pay and Benefits 

Pro Tip: Customize your employee-manager table to quickly filter for your preferred information by: 

• Choose which columns are displayed or hidden by selecting or deselecting items in the Column menu.
• Drag-and-drop a column to re-order displayed columns on the table.
• Resize displayed columns.