Employment History

Use this window to create and maintain employment history records for all historical, current, and proposed activities — that is, job definitions for the selected employee. An employment history record includes details provided as defaults from the Activity Definitions, such as location, department, and line manager. The activity definition acts like a template, and provides information that fills several fields in the employment history record, but you can use the Employment History window to change the details provided.

For your organisation, definitions of activities can be set up to define all your organization’s occupations — such as managerial staff, teaching staff, suppport staff, specialist trades staff, and so on. When you create an employment history record, you assign an employee to an activity. You must define the status of an employee’s main activity as Primary Active, and any other current activities as Active. When an employee ceases an activity, you must change their employment history record to Historical. The employment history records describe the career history of the employee.

When you make changes to some fields in an employee’s primary active record, such as the department, the updated data for those fields is displayed in the Terms window. For an overview of employment history and salary history records, refer to Employment history and salary history records: overview.

Click New to create a new employment history record, or click Edit to update a selected employment history record.The Employment History window is displayed. When you edit a record, Copy is available, which enables you to copy an employment history record, For information about how and when to copy an employment history record, click here.

You can enter and maintain the activity details on three tabs: Details, Terms, and Other. Enter information in the fields on the tabs to create an employment history record.

After you create the employment history record by defining the details for an activity, click Save to save the record. The record is displayed in the grid. You can then select the record, and click Edit under Maintenance to edit the record. The Employment History window is displayed. You can establish a salary based on a salary grade and scale, or you can enter a notional salary. You can click Salary to establish the salary and create or update the salary history for the employee, and to establish the new salary after the employee’s terms and conditions change. The Salary Grades wizard is displayed. Refer to Salary Grades for details.

Salary is unavailable in the following situations when you create an employment history record:

  • When you assign an activity that includes a salary grade, but a salary review date is not set. You must set a salary review date. You can set this in the Use The Salary Review Date field in the system definitions (System Setup > Housekeeping > System Definitions > Employment) or in Default Review Date on the Salary Grade tab in the salary grade definition referred to in the activity definition (Personnel > Terms and Conditions > Salary Grade).
  • When you assign an activity that includes a salary grade, but a scale point or value is not set.
  • When the employment history record has not been saved.

Salary is displayed in the Employment History window only when the Direct Access to “Apply Wizard” check box on the Empoyment tab of the HR Application – Features window is selected. If the check box is clear, Salary is not displayed. When this check box is selected, it gives you direct access to the Salary Grades wizard, which enables you to create the salary for the employee. Instead of accessing that wizard directly from the Employment History window, you can access similar functionality to create the salary for a selected employee, or for employees in one or more grades, by using HR Record > Employment > Apply Grade, or Personnel > Utilities > Apply Grade Changes, or Payroll > Functions > Apply Grade Changes.

Note: If you use employment history records to establish salary grades and scales, but you do not have the Personnel module, some fields are visible (such as Location, Department, or Line Manager) but you cannot use them.