Create and maintain employment history records

If your organization uses salary grades and scales, or if it decides to use employment history records, the employment history records for your organization are set up when your system is implemented. (If your organization decides not to use employment history records initially, but subsequently decides it wants to keep full records, including past activities, you can set up historical records retrospectively, after you first create the activity definitions.) From time to time, you need to create and maintain the employment history records when employees leave and join your organization, and when employees’ terms and conditions of employment change.

If the salaries of your employees are based on salary grades and scales, you must use employment history records. This is because, to establish employees’ salaries, you must use employment history records to link employees to their appropriate salary grades and scales.

The organization and terms and conditions reference data that you can use in an employment history record is set up when the system is implemented. This data includes items such as location, department, activity, salary grade, and whole time equivalent (WTE). If you want to create more reference data for your employment history records, refer to the links in the descriptions of the fields in Employment History to find out where and how to set up the data.

To create a new employment history record:

  1. Search for and select an employee.
  2. Click HR Record > Employment > Employment History. The Employment History window is displayed, which displays the employment history records for the selected employee.
  3. Click New to create a new employment history record. The Employment History window is displayed.
  4. In Activity, click and select a definition of an activity from the lookup list.
  5. Press the TAB key or click in the Description field. The details recorded in the activity definition fill various fields in the employment history record, but you can change them.
  6. Enter the other details for the employment history record, and click Save to save the record. For an employee’s main job, you should set the status to Primary Active. If the employee has more than one job, you should set the status of other records to Active. For detailed information about what to enter in the fields on thetabs in the Employment History window, refer to Employment History.

To edit the details of an employment history record:

  1. Search for and select an employee.
  2. Click HR Record > Employment > Employment History. The Employment History window is displayed, which displays the employment history records for the selected employee.
  3. Select an employment history record.
  4. Click Edit to maintain the details of the employment history record. The Employment History window is displayed.
  5. Update the data in the fields. If the employee has ceased the activity, you should set Status to Historical and enter a date in End Date. For detailed information about what to enter in the fields on thetabs in the Employment History window, refer to Employment History.
  6. Click Save to save your changes.
  7. Click Holiday to run the Holiday wizard to revise the holiday allowance for the period of time that the historical record covered.

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