Add Job

Overview

The purpose of this tip sheet is to provide guidance on the Add Job transaction. Add Job is used for variety of scenarios / reasons. Refer to the chart below:

Scenario/Reason Description Tip Sheet
Add Additional Titled Job Add an additional titled job for a regular employee. 
  • Refer to the information on this page.
  Add an hourly or student-related job for a student employee.
  • Click on Student Employees in the main navigation bar and select among the Add Job tip sheets.
Dual Employment Add a dual employment position. Applies to Staff only.
Additional Compensation Add additional payment. 

Examples of Additional Titled Jobs 

Below examples of common Add Additional Titled Jobs for regular, non student employees. Note that only certain combinations of jobs/positions are allowed. Contact PeopleLink if you have any questions. 

  • Faculty with a Tenure Track Professor position and an Academic Administration position. For example the primary position is Professor; the additional job is Director, Environmental Sciences and Conservation Center 
  • Full Time Administrative/Professional with an Adjunct job. For example, the primary position is Director of Business Development. The additional job is part-time as Adjunct Lecturer. 
  • Part time regular, non-student employees with more than one PT job(s).
    • A Part-Time Professional Researcher has a Junior Research Scientist at one school and a Junior Research Scientist job at another.
    • An Adjunct has a Adjunct Lecturer job at one school and an Adjunct Lecturer job at another school. 

Roles & Approval Chain

The Add Job transaction is submitted by the HR Analyst. The transaction may route to the Compensation Partner for specific scenarios for Administrative/Professionals and Staff. For review and approval it routes to the HR Partner and then the Finance Executive.

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

Terminology and Navigation

  • An additional position or job is referred to as a non-primary position.
  • If an employee has non-primary position/job, an arrow icon appears next to the title under the Employee’s name.
  • A plus sign appears next the non-primary job.

Steps

Note: Most of the steps and fields in the Add Job and Hire transaction are the same. For this reason this tip sheet links to the corresponding Hire transaction. See important comments in the Assign Pay Group section.

  1. Navigate to the employee record.
  2. Click on the Actions ellipse > Job Change > Add Job
  3. On the Add Job screen, enter the supervisory organization of the position or job.
  4. Click OK to continue.
  5. On the next Add Job page enter the job details, including:
    • Start Date: Enter the date or click the menu icon to select a date.
    • Reason: Select Additional Titled Job.
  6. If you are adding position, enter the position number. Note: For Full Time Faculty and Administrative/Professionals, a position for the additional titled job must be created and approved with an open job requisition before initiating the Add Job process. The fields marked with an asterisk will prepopulate based on the position restrictions.
  7. If you adding a Professional Researcher Job, refer to the Hire Professional Researcher tip sheet’s “Hire Employee” section, steps 3-8.
  8. Enter a comment if needed
  9. Click Submit.

Change Organization Assignments

Refer to the this step on the Hire transaction tip sheet:

Hire FT Faculty
Hire Administrative/Professional
Hire Professional Researcher
Hire Adjunct

Propose Compensation

Refer to the this step on the Hire transaction tip sheet:

Hire FT Faculty
Hire Administrative/Professional
Hire Professional Researcher
Hire Adjunct (Note: For Adjuncts you will Add the Activity Pay.)

Assign Costing Allocations

Refer to the this step on the Hire transaction tip sheet:

Hire FT Faculty
Hire Administrative/Professional
Hire Professional Researcher
Hire Adjunct (Note: For Adjuncts you may apply a Costing Override.)

Assign Pay Group

The Assign Pay Group step is automated.

  • If the employee’s primary position or job is Full Time, PeopleSync will apply the same pay group to the additional job.
  • For Part-Time employees and students, the system will assign the applicable pay group.
  • If you receive the Assign Pay Group step follow the steps on How Pay Group Is Assigned and Pay Group Selection Guidelines.

Approvals

The transaction routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, refer to How to Approve a Transaction tip sheet.

Last updated in August 2020