Creating or updating a work assignment for a resource

If you are not required to request approval, use this procedure to create a new work assignment. If approval is required, see Requesting new work assignments.

If you hire a resource after being processed through Talent Acquisition or created through a hire action request, the primary work assignment is already on the resource's record. A resource can have multiple work assignments, but only one can be primary.

If you are updating the pay rate currency for a resource, create a new work assignment for the resource instead of updating an existing work assignment. For example, when a resource moves form one country to another. Creating a new work assignment ensures that the resource is paid in the correct currency and budgets created for the resource are in the correct currency.

Configurable features that are selected for the organization determine whether certain fields are available. For example, collective agreements are a configurable feature and the collective agreement fields are displayed only if that feature is selected for your organization.

When you select a position for the work assignment, the rules for job and position fields may cause some fields to be automatically populated.

  • If the job or position rule for a field is Default With Override, when you create a new work assignment, the default value is displayed and you can change it.

    If you update the position on an existing work assignment, the system does not automatically update the fields that have a Default With Override rule with the new default values. You must update the appropriate field values.

  • If the job or position rule for a field is Default No Override, the default value is displayed but it cannot be changed.

    For job and position fields with the Default No Override rule, default values are applied when you create a new work assignment and when you update the position on an existing work assignment. For an update, the fields are updated only after you save the work assignment.

  • If the job or position rule for a field is No Default, no value is displayed. If the field is required, you must specify it.
  1. Select Administrator > Resources > Resources.
  2. On the Work Assignment Search tab, search for a work assignment.
  3. Right-click a resource and select Add Work Assignment to create a new work assignment or open the work assignment to update it.
  4. Specify the effective date, position, organization unit, location, and direct manager.

    If job and position fields have rules of Default With Override and Default No Override, the default values associated with the position are displayed.

    Depending on the position field rules, the location may be the default from the position and may or may not be overridden.

    Depending on the position field rules, the direct manager may be the default from the position and may or may not be overridden. The direct manager may or may not be associated with an actual resource.

  5. If required, specify the legal entity and legal establishment.
    These fields are required if the system is configured to require them.
  6. Optionally, on the Detail tab, specify this information:
    Active
    The work assignment is active by default. Clear the check box to inactivate it.
    Assignment Expiration or Not To Exceed
    Specify the date on which the work assignment ends. This field can be changed by the Administrator and HR Generalist roles. If federalization is enabled for your organization, the title of this field is Not To Exceed.
    Assignment Type
    Specify whether an employee is a local national, expatriate, third-country national, and so on.
    Job
    The job is the default from the position.
    Company, Accounting Unit, Account, Activity, Account Category
    Available only if your organization is configured to use Chart of Accounts. Specify an expense account such as company or accounting unit. If applicable, specify an activity and account category. These fields are used to interface expenses and activities to Infor Financials and Supply Management.
    Cost Center, Project
    Available only if your organization is not configured to use Chart of Accounts. Specify a cost center and project. These fields are used to interface expenses and projects to a financial system other than Infor Lawson Financials.
    Holiday Schedule Override
    Select a Holiday Schedule to override the Holiday Schedule determined by the work assignment country and location. This is useful when the employee’s work contract determines which Holiday Schedule applies, which may differ from the schedule determined by their work location.
    Work Country
    The work country from the location is displayed.
    Preferred Job Title
    If different from the position description, specify the position title.
    Work Schedule
    Depending on the position field rules, the work schedule may be the default from the position and may or may not be overridden. Work schedules are not required.
    Shift
    If this is a shift assignment, specify the shift number.

    Depending on the position field rules, the shift may be the default from the position and may or may not be overridden.

    Union
    If the work assignment is for a unionized position, select the union associated with the work assignment.

    Depending on the position field rules, the union may be the default from the position and may or may not be overridden.

    Bargaining Unit
    If the work assignment is for a unionized position, select the bargaining unit associated with the work assignment.

    Depending on the position field rules, the bargaining unit may be the default from the position and may or may not be overridden.

    Dotted-Line Manager
    If the resource reports indirectly to another manager for part of the assignment, select the indirect manager.

    Depending on the position field rules, the indirect manager may be the default from the position and may or may not be overridden. The indirect manager may or may not be associated with an actual resource.

    Is A Manager
    If the resource supervises other resources for this assignment, select the manager role that the resource is associated with.

    Depending on the position field rules, the resource's manager role may be the default from the position and may or may not be overridden.

    Trial Period
    If the contract specifies a trial (probationary) period, select the trial period.
    Trial Period End Date, Override
    The end date of the trial period is calculated by the system based on criteria that is defined for that trial period. When you save the contract information, the calculated end date is displayed. To specify a different end date, select a trial period override date and click Save. For example, if the trial period end date is a weekend date.

    See the Infor HR Talent Resources Setup and Administration Guide for details about creating trial periods.

    Notice Period During Trial Period
    To give the resource advanced notice for termination during the trial period, select the notice period. If left blank, the resource can be terminated without notice.
    Notice Period After Trial Period
    Select the notice period that the resource is entitled to after completing the trial period.
  7. Optionally, on the Compensation tab, specify this information:
    Pay Rate
    Specify a pay rate for the position.

    Depending on the position field rules, the resource's pay rate may be the default from the position and may or may not be overridden.

    • If you specify a pay rate, you generally leave Schedule, Grade and Step field blank. If you are using a step and grade schedule with zero as its first pay step (for example, for probationary pay), you can specify both a pay rate and a step and grade schedule. That way, when the resource completes the criteria for the first step, the resource moves to the next step and its corresponding pay rate.)
    • If you specify a salary structure in the Compensation Analysis region, the system checks whether the pay rate you specify is within range for the salary structure and grade that you specify.

    • The number of decimals you can specify for a pay rate is dependent on this information:

    • Currency's number of decimals for annual pay rate types
    • Precision rate settings for hourly pay rate types
    • Pay Rate currency: valid values are 0 to 6
    • Pay Rate Type: Hourly, Annual, or Monthly

    If you specify a pay rate, you must also specify a currency code.

    Do not update the pay rate currency code for an existing work assignment. If you must change the pay rate currency for a resource, create a new work assignment for the resource instead of updating the existing assignment. For example, when the resource moves to another country.

    Step And Grade Schedule, Grade, Step
    If the resource is paid based on a step and grade schedule, select the schedule, grade, and step. You can specify a step and grade schedule or a salary structure, but you cannot specify both.

    If you specify a pay rate, you generally leave Schedule, Grade and Step field blank. If you are using a step and grade schedule with zero as its first pay step (for example, for probationary pay), you can specify both a pay rate and a step and grade schedule. Then, when the resource completes the criteria for the first step, the resource moves to the next step and its corresponding pay rate.

    Pay Rate Type
    Select a pay rate type, for example hourly, annual salary, or monthly salary.
    Number Of Months
    Specify the number of months in the payment period.

    The pay rate depends on the time frame:

    • If the Pay Rate Type is annual or hourly, this field should be blank.
    • If the Pay Rate Type is monthly, specify the number of months the monthly rate occurs over a year. The monthly rate is multiplied by this number to annualize the monthly rate.

    If the field is blank, the system uses 12 or 13 months in its calculations, depending on the Pay Frequency. For example, if the Pay Frequency is four-weekly and no Number of Months is specified, the default is 13. For all other Pay Frequency values, the default is 12.

    Pay Frequency
    Select the pay frequency. For example, weekly, biweekly, monthly, or semimonthly.
    Payment Schedule
    Select the payment schedule. For example LastDayOfMonth.
    Full Time Equivalent
    Specify the full time equivalent factor associated with the resource. This is the percentage of standard full time hours that the resource works.
    Full Time Annual Hours
    Specify the number of full-time annual hours for the position. For example, 2080 if the standard full time week is 40 hours or 1820, if the standard full time week is 35 hours.
    Calculated Annual Hours
    When you save this form, the system calculates the annual hours as Full Time Equivalent * Full Time Annual Hours. For example, if Full Time Equivalent is 0.75 and Full Time Annual Hours is 2080, the calculated annual hours are 2080 * 0.75 = 1560
    Exempt From Overtime
    Select this check box if this work assignment is exempt from overtime.
    Collective Agreement
    If the position is regulated by a collective agreement, specify the collective agreement ID, the population category, and the position/level that apply.

    For more information on collective agreements, see the Compensation User Guide.

    To ensure that the pay rate you specified is within the salary range of the salary structure that the resource compensation is based on, specify the salary structure information, and click Save.

    Salary Structure
    Select a salary structure for the resource.
    Geographic Differential
    If the salary structure has a geographic differential that applies to the resource, select the appropriate geographic differential. For example, the salary structure might have different salary ranges for California and for the Midwest.
    Grade
    Select the salary structure grade to which the resource is being compared.
    Compa Ratio
    If you specified a pay rate and a salary structure, geographic differential, and grade, the system computes the compa-ratio percentage, which is the employee's pay rate compared to the salary structure zone flagged as the midpoint (compa-ratio zone). The system also displays the salary matrix for the structure and grade.
    Percent of Salary Range
    If you specified a pay rate and a salary structure, geographic differential, and grade, the system computes the position of the pay rate related to the salary range. The formula is: SalaryRangePercent = (PayRate (Beginning Salary Range x FTE if <> 1)) / ((Ending Salary Range x FTE if <>1) (Beginning Salary Range x FTE if <>1)) x 100
    Notional Salary
    If you specify a notional salary, select the currency in which the notional salary is expressed. This field is country-specific. If applicable, specify the employee's notional salary. This field is used to track the salary an international assignee would have received in their home country. This salary can be used to determine benefits and merit increases.
    Total Pay Rate
    The system calculates the total of the base pay rate, other pay rates, and allowances for this assignment. See the Infor HR Talent Resources Setup and Administration Guide for details.
    Total FTE
    The system calculates the total FTE for all the resource's work assignments. If the resource has one assignment at 0.75 FTE and one assignment at 0.25 FTE, the total FTE is 1.
  8. Click Save.
  9. To make this work assignment the resource's primary work assignment, in the Work Assignments region, highlight the work assignment and select Actions > Set As Primary Work Assignment.

Update of Time Records

Time record fields are updated when a work assignment is updated.

  • Affected fields are: job, position, organization unit, location, pay rate, pay rate currency, pay rate type, pay frequency or number of months, and payment schedule.
  • Time records for that work assignment are updated if the time record date is greater than or equal to the effective date and the status is not Closed.

Pay Rate is not set to the work assignment value if the pay rate was overridden on the time record.