Purpose

To provide an overview of Job Data and highlight the changes resulting from the Payroll System upgrade.

Affected Employees

All Employees

Overview

The Job Data Component now consists of a group of 5 pages (Work Location, Job Information, Payroll, Salary Plan and Compensation). There are also hyperlinks on the bottom of each page that allow the user to navigate from page to page. The data is recorded by effective date and effective sequence and forms a complete historical record in the Payroll System. If an employee has jobs in more than one agency or company, he/she will have more than one record number. The user views historical rows by moving from row to row.

Path

Administer Workforce > Administer Workforce (GBL) > Use > Job Data Agency

New Fields

Work Location

Job Indicator: This is system-generated and displays Primary Job or Secondary Job and has no processing behind it.

Date Created: Replaces Action Date; displays the date the transaction was entered.

Regulatory Region: Displays USA (United States)

Business Unit: Displays NYSPY (New York State Payroll)

Comments: This is a hyperlink that will bring the agency to the General Comments page. The agency may click on the Comments hyperlink and the General Comments page will open at all times except when entering a new hire. The hire transaction must be saved before the agency can use the hyperlink to General Comments.

Compensation

Compensation Rate: Replaces Comp Rate/Curr Code. Displays the employee’s BIW earnings, hourly rate, biweekly rate or contract amount using the employee’s part time percentage.

Frequency: Job frequency is linked to an employee's pay basis code and bargaining unit. It is used by the system to calculate the employee’s compensation rate. Based on the employee's pay basis code and department, it is also used by the system to determine leap year calculations. Values include: AA-April Leap Year processing for the Admin Cycle, AI-April Leap Year processing the for Inst Cycle, BA-September Leap Year processing for the Admin Cycle, B-Biweekly, C-Contract, H-Hourly, M-Monthly.

Pay Components

Rate Code: Defines how an employee’s salary is expressed. Values include: ANNUAL, BIWKLY or HOURLY.

Salary: Replaces the FTA Salary, and Comp Rate, and displays the employee’s full salary for all pay basis codes.

Frequency: Used in payroll processing and is linked to the employee’s rate code. Values include: A (Annual), B (Biweekly), or H (Hourly).

Benefit Program Participation

Benefit Record Number: The employee benefit record number has been added to this page and removed from Employment Data 1.

System Processing Changes

• Job Data will now be displayed on 5 pages: Work Location, Job Information, Payroll, Salary Plan and Compensation.
• Job Code has been moved from Job Data1 to the Job Information page.
• NYS Jobcode has been moved from Job Data 1 to the Job Information page.
• Tax location Code has been moved from the Job Data 1 to the Payroll page.
• FICA status has been moved from Job Data 2 to the Payroll page.
• The Holiday Schedule has been moved from Job Data 2 to the Job Information page.
• The Employee Type has been moved from Job Data 2 to the Information page.
• The Benefit Record Number has been moved from Employment Data 1 to the Benefit Program Participation page.
• Grade and Salary Plan have been moved from Job Data 3 to the Salary Plan page.
• Mail Drop ID, although still on the Employment Data page is no longer accessible directly through the menu. The user must go to the Job Data page and then use the hyperlink to the Employment Data page.
• Agencies will be able to view the employee’s General Comments by clicking the comments hyperlink.
• Agencies will no longer be able enter the Action of ’Data Change’ on the Job Data page. All Data Changes must be done on the Job Request page.

Questions

Questions that relate to changes in Job Data resulting from the Payroll System (PayServ) upgrade may be directed to the Payroll Audit mailbox.

Prior to August 4, questions will be answered within two business days. After August 4, questions will be answered within 24 hours.