This help guide will take you through viewing and creating Job and Pay Records in HR.

Contents

• Introduction
• To view an existing job and pay record
• To create a new job and pay record
• Pay Details
• Cost Centres

Introduction

Current and historical information relating to an employee's job occupancy and remuneration is available to view and be updated in the Job and Pay area of HR.

To view an existing job and pay record

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
  • Pre-2025 (top) menu: Personal Data > Job, Pay & Reward Information > Job and Pay
• The screen will display the Job and Pay records for the selected employee
• Click on the record that you want to open. The record will be expanded to display the details in relation to that job and pay entry on three tabs: Job Details, Pay Details and Cost Centres

To create a new job and pay record

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
  • Pre-2025 (top) menu: Personal Data > Job, Pay & Reward Information > Job and Pay
• Click Insert New Record
• Data from the previous job and pay record will automatically be carried forward in the record being created. The From date will display today’s date although this can be changed to reflect a date in the past or in the future. The To date will be blank since it will become the new “current” record
• Click on the dropdown list for Reason and choose the appropriate reason for the change

• If the Job and Pay change is due to a change in job role then click on the magnifying glass alongside Job to pick the new job role. The roles that have been set up in Jobs will be presented. There is no requirement to select the job if there is no change unless you have recorded anything new for the job that you want to be reflected in the employee record

• If the Jobs file is not in use then select from each dropdown option as required

• The Job Start Date reflects the date the employee started in that role. The Job End Date will only be populated when the employee changes role
• Terms and Conditions, Work Pattern, Contract, Location and Job Classification will be populated from the previous job and pay record but can be changed as required. If a new job role is selected then the information will be updated to reflect the defaults for that job
• The sliders for Starter and Job Change? are activated according to the change reason selected. The code table for Change Reasons indicates whether the change is for a Starter or a Job Change

Pay details

• The Hours and Grade will be populated from the previous job and pay record. If a new job is chosen on the Job Details tab, then the new information will be updated according to the parameters of the role selected. The data for the individual can be edited as required
• If the role is based on a Grade then the details of the salary range for that grade will be displayed. The grade range is set up in the Grade Details code table

• Grade Start Date displays the date that the employee went onto that particular grade
• Contract End displays the end date for employees who may be on a fixed term contract for example
   

Cost centres

• The Cost Centres tab can be used to indicate from a budgetary perspective where the costs of the employee are allocated. They can be split across two cost centres
• Cost Centres are set up in the Cost Centres code table where budget allocation can be recorded