Employee Post Holding Details

Start

Enter the date when the employee started in the post and the reason for starting, e.g. new starter, transfer, promotion. You can select a start reason by clicking window to display Dependency Selection. The options are set up in the RSNCHG narrative category.

End

Enter the date when the employee is due to leave or has left the post and the reason for leaving, e.g. retirement, transfer, promotion. You can select an end reason by clicking window to display Dependency Selection. The options are set up in the RSNCHG narrative category.

Note: If you use the Talent and Performance functionality, a dialog box is displayed informing you that any reviews that exist for the post will automatically be closed with the same end date. You are then given the option of whether you want the review to be available for future managers to view in MyView during the current review period.

Note: If the post holding is HESA returnable and HESA is licensed, HESA Reason for End of Contract is displayed where you can specify the reason for the employee's contract ending.

When you EXIT, Termination Options is displayed. If there are still assets allocated to the employee for this post, Employee Assets is displayed before Termination Options, indicating the asset types still allocated.

Note: If termination affects the holiday entitlement, you are prompted to recalculate holiday entitlement using Holiday Pay/Recovery on Terminate depending on the setting specified in the Auto Recalc Hol Entitlement field which is accessed via Zellis Control' option, followed by the 'Miscellaneous' option in System Control Maintenance.

Service in Post

Display only. The length of time the employee has been in this post, from the start date to the end date (or today’s date, if there is not an end date).

Projected End

Display only. The post’s projected end date, as entered on the Contract tab.

Post Main Flag

An employee can occupy several posts at the same time but only one can be designated as the main post. If the currently selected post is the main post, enter Y here.

Main Teaching Post

Display only. Indicates if this is the employee’s main teaching post.

From

Display only. The date from which this teaching post is the main teaching post for the employee.

To

Display only. The date from which this teaching post is no longer the main teaching post.

Scottish Calendar ID

Enter the ID of the Scottish Academic Session Calendar to be used for the teaching post, if not DEFAULT.

Scottish Teacher paid as lump sum

Select this check box if this Scottish Teaching Post is to be paid as a lump sum.

Exc. from attracting Ee's Costs

Enter Y to prevent this post from attracting employee's costs.

Suspended

Enter Y to suspend the post from the pay cycle or T to suspend the post from the pay cycle for casual staff. Suspended employees are excluded from any further pay generation.

Service Cond ID

Click window to display Employee Service Conditions, where you can link a service condition to the employee, or change the current service condition. The available service conditions are set up via Service Condition Maintenance. The current service condition overrides any default service condition linked to the employee’s job.

Source

Display only. The source of the service condition shown in the previous field.

Position Status

Click WINDOW to display Employee Position Status, where you can link a position status to the employee, or change the current position status. An entry in this field is mandatory if the selected post is the main post.

Occupancy

Enter an occupancy type code to indicate the nature of the employee’s occupancy of the post, or select one from the drop-down list. The options are set up in the OCCTYP narrative category. Occupancy Reason is displayed upon entering a type, where you can specify the reason for the occupancy type.

Wk Pattern

If you maintain post details on the system, work patterns can be applied to posts during post maintenance, to specify the days and times to be worked by post holders. You can use this field to override the default work pattern specified for the post. Click Window to display Employee Work Patterns, where you can specify the work pattern applicable to the selected employee post holding.

Source

Display only. The source of the work pattern shown in the previous field – that is, employee, post, or system default.

Contract Hours

Although a work pattern may have been specified in the previous field, which gives hours to be worked each week, the employee’s contract of employment may impose a different number of hours to be worked. If so click WINDOW to enter the number of hours to be worked per week according to the contract via Employee Contract Hours. Otherwise, leave blank.

Weekly Hours

Display only. The number of hours to be worked in a week by the employee.

Wks Per Year

Display only. The number of weeks per year for which the contract hours apply.

Note: The following field is displayed instead of the Wks Per Year and WPY FTE fields if the Hrs Per Year field in Employee Contract Hours has been completed.

Hrs Per Year

Display only. The number of contracted hours to be worked per year.

Source

Display only. The source of the details used to calculate the weekly hours, shown in the previous field, is displayed. The information given in this field, and the Weekly Hours field, depends on the details entered elsewhere in the system.

The system searches for details of weekly hours in the following order, using the first source containing a value:

1. Contract hours for the employee.
2. Equivalent weekly hours from the post holding pattern.
3. Override hours for the post.
4. Equivalent weekly hours from the post work pattern.
5. Hours entered against the job.
6. Equivalent weekly hours of the system default work pattern.

WPY FTE

Display only. When the post is originally set up, the Post Detail screen contains the Job FTE Hours field, which indicates the standard number of hours worked per week for the post.

FTE shows the Full-Time Equivalent, that is, the proportion of the Job FTE Hours the employee works. This calculation is based on the number of Contract Hours, specified in the previous field. If no Contract Hours have been specified, the system calculates the number of hours worked per week according to the order described against the Source field above.

Location

Location

Click WINDOW to display Employee Location where you can access details of the locations at which the employee has been based whilst in the post. If you enter a location, it overrides the one attached to the employee’s post.

Source

Display only. The source of the location shown in the previous field.

Average Pay

Note: The following fields relate to the Average Pay functionality which is a part of the Working Time Regulation (WTR).

Average Pay

The current Average Pay value for the specified post. This value is automatically calculated if the Auto Recalc AvP field is set to Y. If you amend this value, the new value is retained until the Auto Recalc AvP field is reset to Y.

Average Hours

The current average hours worked for the specified post. This value is automatically calculated if the Auto Recalc AvP field is set to Y. If you amend this value, the new value is retained until the Auto Recalc AvP field is reset to Y.

Auto Recalc AvP

Enter Y to automatically calculate Average Pay and hours for the specified post via Calculate Average Pay or the pay cycle termination process. This field displays N if the Average Pay and/or Average Hours fields have been entered manually.

Pensions Increase

Pension Incr Date

Enter the pension increase date which indicates whether a full or proportionate increase is to be paid to the employee.

Note: If this field is populated, a check is performed when the screen is exited to see if the employee is a member. If the employee is not a member, Create Member Record is displayed so that a member record can be created, if required.

Age Less 55

This field only applies if you have entered a pension increase date. Enter Y if the employee retired before they were 55, in which case the pension is paid but without an increase.

Pay Grade

The grade used by the system to determine the employee’s pay. This can be different to the post grade and employee grade.

Click WINDOW to display either Employee Grade History or Employee Spinal Grade History where you can enter or change the pay grade, and view the history of pay grades linked to the current employee.

Note: The Employee Grade History window displayed depends on whether your organisation uses spinal columns, and whether the post to which the employee is attached has a grade associated with it that is linked to a spinal column.

Note: Certain combinations of post and personal grade usage levels prevent access to this window.

Source

Display only. The source of the pay grade shown in the previous field.

Start Date

Date when the pay grade became effective.

End Date

Date when the pay grade becomes obsolete.

Point

Display only. Spinal column point to which the employee is linked. The spinal column is linked to the employee’s grade.

Point Amount

Display only. If the spinal column is a value type, this field shows the pay value linked to the employee’s spinal column point.

Point Rate

Display only. If the spinal column is a rated type, this field shows the pay rate linked to the employee’s spinal column point.

Protected Grade

Click window to display Protected Grade Details, where you can maintain details for the protected grade.

If the selected post has no protected grade data then Copy Protected Grade From Old Post is displayed, which enables you to copy protected grade details from an old post.

Note: The following fields are only displayed if the grade has been set up as a Hay grade.

Salary % of mid point

Display only. The employee’s current salary expressed as a percentage of the Hay grade salary mid-point. The employee's salary pay element must be included in the HAYPAY pay element category for this field to display a value other than zero.

Min Salary

Display only. The Hay grade minimum salary.

Mid Point

Display only. The Hay grade salary mid-point.

Max Sal

Display only. The Hay grade maximum salary.

Redeployment Reason

Enter a redeployment code, or select a redeployment code from the drop-down list to flag the employee for redeployment. The options are set up in the REDPLY narrative category.

Projected End Date

Enter the expected end date of the post holding. This is used for employees on fixed term contracts or fixed term posts if no contract exists. Projected End Date Reason is displayed upon entering a date, where you can specify the reason for the projected end date.

An end date in this field does not stop payments to the employee (payments for the post are only stopped if a date is present in the post’s End Date field). By using the Projected End Date field rather than the post’s End Date field, it is possible to extend the post holding after the expected end date. That is, you can record that the employee is expected to remain in the post until a certain date but keep the post open beyond that date in case the post holding is extended.

Note: If you enter a post end date, ResourceLink automatically sets the projected end date to the same date and you cannot change it to a different date.

Note: The employee's absence entitlement is updated when this field is changed if the associated leave management parameter specifies that their entitlement should be ended in line with their projected end date.

Contract Number

Enter the employee post contract number, or select one by clicking WINDOW to display Employee Contracts Selection.

HESA Indicator

This field is only displayed if HESA is licensed. This field defaults to the value entered in the HESA Indicator field in Education Returns Data when a post is added to an employee. Enter Y if the employee's post holding is HESA returnable, A if the post holding is HESA returnable and is used for Atypical contracts or N (or blank) if the post holding is not HESA returnable. HESA returnable post holdings are included in HESA staff returns. When this field is set to Y or A, current HESA staff return records are automatically created for the employee's post holding.

Note: If you change this field to N or blank, the current and snapshot staff return records for the employee post holding (Contract records) are removed for the current year. If this results in there being no HESA returnable posts for the employee, then the Person records are also removed as well as the Contract records.

REF Indicator

This field is only displayed if REF is licensed. Enter Y if the employee's post holding should be included in the REF data extract or N (or blank) if the post holding should not be included. A post holding can only be REF returnable if it is also HESA returnable. When this field is set to Y, the REF Person and Contract data is automatically populated for the employee's post holding.

Note: If you change this field to N or blank, the REF Person and Contract data for the employee post holding is removed.

Apprentice Start Date

Enter the start date of the employee's apprenticeship.

Apprentice End Date

Enter the end date of the employee's apprenticeship.

Note: An employee is considered to currently be an apprentice for National Minimum Wage rates if they have an entry for the Apprentice Start Date and either no End Date or an End Date that is in the future.

Applicable for NI

Select this check box to indicate that the employee is on a Government Approved Apprenticeship scheme and therefore eligible for the Apprenticeship NI categories.