Changing or editing a permanent employee's position

Editing a permanent position

Editing an existing permanent position is now simplified! When using the edit icon to make changes your platform will make small changes with ease and for more complex changes such as changing the Operation of an employee or adjusting a pay rate, your platform will automatically create a new position for you once the change has been made.

When using the edit button to: 

  1. Make small changes- This will make changes to the existing position, and you will not need to select a new position start date.
  2. Make more significant changes- The system will prompt you to select a new position start date and the old position will move into the Employment History tab.

To understand small and significant changes we have listed them below.

Small changes:

By using the edit pencil to make small changes the existing position will be altered.

  • Adding or removing an additional location that an employee can work. This is not the case when changing a primary location.
  • Editing or adding a custom label.
  • Adjusting the work pattern.
  • Turning on/off Salaried option.

Significant changes: 

When using the edit pencil to make a significant change, your platform will automatically create a new position for you. This occurs when making changes to:

  • Changing the primary operation that the employee is associated with.
  • Adjusting the pay rate of the employee's position (and they have shifts already assigned to them).
  • Adding a new position (i.e. replaces existing position).

The article below outlines the key steps in adjusting an employee's permanent position. This includes also when you make a change to an employee's position when they have future scheduled shifts.

This guide will focus on making updates for permanent positions including how you can:

  • Easily make small edits to existing positions.
  • Making more significant changes to positions that will create a new position and send the old position to Employment History.
  • Adding an additional position.
  • Examples of scenarios where the existing employee has entitlements (such as casual long service leave) or future shifts scheduled and how to resolve the changes.
  • Making position changes when an employee has future scheduled shifts with that position.
Editing a position- Small or Significant Changes

When making a change to an existing position, you can use the edit pencil icon. If it is a small change then your platform will simply alter the existing position, if it is a more significant change, the platform will create a new position for the employee and move the old position to position history.

The great news is you can use the edit pencil for both types of change. Let's see an example of each below.

Small changes to positions

Often you will need to make a small change to a position when an employee's position changes slightly such as changing locations, a change in work pattern. By using the edit pencil to make small changes to the existing position will be altered.

These changes are:

  • Adding or removing an additional location that an employee can work. This is not the case when changing a primary location.
  • Editing or adding a custom label.
  • Adjusting the work pattern.
  • Turning on/off Salaried option.

In our example, Harold a full-time employee is having changes made to the locations where he works as well as to his work pattern

To edit an existing position:

  1. Navigate to the employee's profile by searching for the employee or via Approved people > select the employee. This opens the employee profile.
  2. Select the employee card icon and then the employment type tab. This is where you can see the employee's position/s, pay rates and any entitlements.
  3. Click on the pencil icon to edit the existing position.

  4. A reminder message will appear to let you know that if you have existing future shifts and you make a change that you will need to action how you would like the system to manage this in the review step. Click continue. 
  5. Make the relevant edits.
    • You can use edit position to change or update:
      • Adding or removing locations where the employee can work (this impacts which rosters they will display on).
        • Please note that position history located in employment history will update to show the change in locations
      • Adding a custom label to an employee's position (i.e., Kitchen Assistant- Primary) this label will only update the position that displays on the employee's payslip
      • Ending a previous position.
    • The previous position will always be able to be viewed in the Employment History button, located above the current position.

Harold's position- Example before edits are made.

Harold's position-After edits. Changes made: new primary location, change to additional locations, new custom position title, and continue and move to the next screen to make changes to Work pattern.

We have adjusted Harold's work pattern from Mon-Fri to Sat-Wed and Continue.

Click on Continue and then Review the changes. And Save. The existing position is now updated.

Significant changes to a position

Significant changes such as changing the primary Operation of an employee, adjusting the pay rate of an employee can also be made through using the edit pencil icon. Additionally, by making a significant change, you platform will intuitively create a new position for you and move the old position to Employment History.

For example, If Mateo gets a $2,550 salary increase to his existing position. It makes sense that this needs to be represented by a new position so you have a history of when that pay increase took effect.

The steps to make a change to the position is the same as the above.

Briefly to remind you:

  1. Use search to find the desired employee.
  2. In the Employee overview, select the Employee Card icon > Employment Type tab.
  3. Locate the employee's position and select the edit icon. An update position screen will remind you that you will need to set a new work pattern and review any future rostered shifts.
  4. Here you can make any changes but for this example making changes to the below will automatically create a new position for you:
    • Changing the Operation of the employee,
    • Updating the employee's position within the Award e.g., change in levels.
    • Updating the employee's pay rate for example to pay above Award.
      • Please note that in both above scenarios, you will be prompted to choose a new position date (date from which the new position or rate is effective from). Also, the position history located in employment history will update to show the change in level or pay rate.
  5. When you are prompted to select a new position start date, please do so. This is an indicator that your platform is creating a new position for you.
  6. Click Save once all position details have been updated.

Mateo's existing position- select edit to make salary change.

Mateo's existing position- adjust his salary and continue.

Mateo_1.png

Mateo's existing position- adjust his salary and continue.

Mateo's new position- note his salary change.

See Mateo's new position in his work history, and the previous position (ending June 30th) directly above it.

You can rest easy that when editing a new position that your platform will create a new position where necessary.

 

 

Making position changes when an employee has future scheduled shifts

When an employee has future scheduled shifts attached to a position and you edit that position, you'll be prompted for how you would like to manage those future shifts e.g. delete or move shifts to new position

Once you have made changes to the position, you will need to address any issues in the review screen. These are generally of 2 types:

  • The position you are editing has future shifts/timesheets scheduled which will be impacted

  • The position you are editing/ending may have entitlements that need to be addressed.

Let's see an example of both.

How to resolve future scheduled shifts shown in the Review tab

You are editing or ending a position that has future scheduled shifts. If this is the case your platform will prompt you to choose an outcome for those shifts. 

In the case of an employee with shifts on the roster the review screen will give you options to address the future shifts with a few different options.

For example, Gemma a part-time waiter is moving into a new role as a Sioux Chef, as this is a different position the review screen will ask us what we would like to do with those shifts:

  • Delete the shifts- shifts will be removed from the roster
  • Keep shifts to current position group and update- will update shifts with new position details
  • Remove employee and leave shifts unfilled- shifts will move to the top of your roster allowing you to assign them to a new employee.

For example, in Mateo's example his existing role is attached to future accepted timesheets. In this case we can either delete the timesheets or update with existing position. In this case, we choose update with existing position.

How to resolve entitlement issues when terminating or ending a permanent position

You may have the below scenarios:

  • A salaried/full time employee termination and needing to cash out their leave entitlements
  • An employee going from full time to casual, and need to cash out leave entitlements e.g. annual leave/ delete sick leave and carry over long service leave to their cash position.

If you have an existing full time employee e.g. Jane going to a casual position, when you add in the  new positions details, a pop up will come up asking you how you would like to manage their entitlements.

There are three options:

  1. Pay out e.g. cash out the entitlements for example annual leave
  2. Carry over e.g. have the leave continue where the employee will continue as a casual employee (relevant for long service leave).
  3. Delete e.g. delete a personal leave entitlement

To finalise entitlements for a full-time employee going to casual:

  1. Create the New Position and select Casual, then fill in the appropriate details and move to Continue.
  2. In the Entitlements section you will see the existing entitlements for this employee. 
  3. Use the radio buttons to choose which leave types you'd like to:

    • Pay out- Annual leave. When these are selected, they will appear on the employees payslip. 
    • Carry Over- Typically Long Service Leave
    • Delete- Most other leave types (compassionate, personal)

  4. You are transferring this employee from Permanent to Casual. For each entitlement, please select if at the conclusion of the permanent position it should be Paid out, Deleted or Carried over to continue accruing as a casual. 

Typically, Annual Leave would be paid out, Long Service Leave would be carried over and all other leave types deleted.

When you navigate back to the Employee Card > Employment Type and scroll down to the Entitlement Area, you will notice the orange 'Pay Out' pill over the entitlements selected.

 

Please note: The pay-out process will occur in the payslip for the final period ending before the employee becomes casual. If no draft payslip is created in that period through approving times or leave, a manual payslip will need to be created.

Add an Additional position

If an employee has an additional position for example they work full time but also casually on the weekends.

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