Looking for Best Practice information

We have ours as seperate process levels, under that for our physician practices, they are departments.


We are empbarking on a process now to enter a non payroll process level. I can't speak to it. I know others have done it in the past.

Our Position codes are set up to reflect process level, gl cost center, job and employee status (F, P, R).

Some have base pay info on them but not all.

Like Margie, we have our subsidiaries set up as separate process levels. We don't have any non-payroll companies established, so I can't speak to that.

We associate a pay grade to each of our job codes, but not a pay table. We went simple with our job codes and use a numeric 5-digit code for non-union jobs (e.g. 31234) and a code that starts with a "U" for bargained positions (e.g. U2300). For any new jobs, we simply increment the job code number by 1.

Hope this helps!

Hi Neal - here's what we do:

In a multiple subsidiary company, how do you treat your subsidiaries? They are separate process levels.

Has anyone set up a non-payroll company to track vendors or volunteers? We have not but something we have considered in the past. I have decided if we move towards this it would likely not be a separate company since you can't share information or transfer between companies. The only way we would pursue a separate company is if someone other than HR were to want to maintain the data. The downside if that we require SSN so if they want vendors and employees to be in Lawson and for HR to maintain this data, we need them to provide valid/non-duplicate SSNs.

In your job code table, do you attach a pay table or pay grade or override and attach a specific pay range to that job code?
We use a range on the job code level and for some job codes we have a schedule/grade setup that lists the ranges for the different levels. When entering rates via PA52, if not within the range, it gives a warning that can be bypassed.

What logic do you use to build your job/position codes?
We use auto-number for positions. Job codes don't have auto-number but they are just sequential numbering schemes. Positions are 6 digit and job codes are 5 digit so it's easy to tell which is which. I have found that most "smart coding" can break over time as unexpected things occur.

*in a multiple subsidiary company, how do you treat your subsidiaries? as departments or separate companies?

- Multiple process levels.

*Has anyone set up a non-payroll company to track vendors or volunteers? How has that experience been?

- No but it's on the list of things they want done. One caveat to always be aware of is that setting up a separate company means setting up pretty much everything from scratch and maintaining it separately. I.E. Employee status codes, departments, process levels, and etc. are all company specific.

In your job code table, do you attach a pay table or pay grade or override and attach a specific pay range to that job code?

- Pay grades with certain job codes assigned a grade whose range is from 0 to 9999 (or whatever the max was) if the salary is not well defined yet.

What logic do you use to build your job/position codes?

- We kept the scheme that we inherited from the previous system.
--Job Codes four digit codes that are pseudo grouped into function groups and manually assigned. As we've grown that's moved more and more to a 'next available number' strategy as the gaps between the original groups has closed.
--Positions are eight digit codes defined by concatenating the department number and job code.

-We find this works fairly well, we definately have not gotten to the point where we'd need even 9999 different job titles and having the department #/JCN hard coded into the position means its easier on our people who don't use the system all that much to tell at a glance where and what a position is.

I like the idea of adding a separate process level for non payroll tracking.

We are multiple subsidary and we set up each subsidiary as a separate company.

We house non-payroll contractors/volunteers/students in our company. We have a separate status for each. In most cases, the "non-paid associate" (NPA) is in the department that they are working in. It makes it easier to track them as the department manager is responsible for maintaining their profile through Manager Self Service.

The only exception to this is our students (the department is the school that they attend). They are tracked through our education department but the student coordinator has access to them in Manager Self Service so she can terminate as their rotations end.

We attach pay grades (PA95) to our job codes.

Our position and supervisor codes are the department + job code
example"
Department 12345
job code 6090
Position: 123456090

This helps with maintaining the heirarchy in the organization. It has been easy to maintain.