​Position Setup

Purpose: Use the Setup Position Control action when it is necessary to establish/set-up a new position.
Position Control Numbers are established and maintained by each agency.
 
Fields that are mandatory will have yellow font and must be completed before the document can be submitted or sent to the next reviewer/approver.
 


Effective Date - Select an effective date from the drop-down list.  The effective date will default to the pay period begin date for the first pay period that has not yet processed.  Click the drop-down list and choose from a total of 16 (sixteen) pay period begin dates. This includes the three most recent pay period begin dates that have already been processed, the first one that has not been processed and twelve pay period begin dates in the future.

 
Class Code - This code identifies the position's job title. The IPOPS application has a feature where you may click on a button and both the Class Titles and Class Code Numbers will appear. Click on the blue check mark  in the right column and a new screen will appear called Class Descriptions. You have the capability to search by class title descriptions or by class code number. Select your appropriate information from the drop down list and then click on the Return Info button. This action will return both the Class Code number and title to the document pre-filled.
 
Full Time Equivalent - Percentage of how many months out of the fiscal year that the position will be filled. Formula is equal to number of months that a position is filled divided by 12. For example, a position filled for all 12 months would have 1.00 as the FTE. Group positions must have the FTE coded as 0.00. Select the appropriate percent from the drop-down list.
 
Pay Period Hours - Number of hours that an employee will be scheduled to work during a pay period. If the position is full-time biweekly, code Pay Period Hours as 80.00. Group positions must have the Pay Period Hours coded as 0.00.
 
Pay Location - A two or four digit code that an agency may have assigned to break the agency into specific areas for reporting and warrant distribution. Only used if agency is set up with pay locations on the EIS system and is pay location driven.  To blank pay location, place an asterisk (*) in the 1st position of the field. This field will be pre-filled if your agency is pay location driven. Otherwise, if your agency is not pay location driven then leave it blank.
 
Position Type - (Required) Identifies the type of position. Select the appropriate type from the drop-down list.
Classified
CR - Regular/Staff  (Position Control Number must be between 0001 and 8999)
CL - Limited  (Position Control Number must be between 0001 and 8999)
CS - Seasonal  (Position Control Number must be between 0001 and 8999)
     
Non-Classified
NR - Regular/Staff  (Position Control Number must be between 0001 and 8999)
NG - Group Employees  (Position Control Number must be between 9000 and 9999)
 
Note: The Position Type must match the Class Code. For example, a Classified Position Type with a Classified Class Code. You cannot have a Classified Position Type with a Non-Classified class code, but you may have a Non-Classified Position Type with a Classified class code.
 
Change Reason - This is a read-only field. The values shown in the Currently on File area display the last Change Reason number and Description that took place for that Position Control Number.
 
10 - Setup
20 - Update
25 - Reclass
90 - Delete
91 - Reactivate
 
22 - System Generated (Only change in the Distribution, archive will reflect this Change Reason)
25 - System Generated (Change Reasons RC, RD, RL & RU)
26 - System Generated (Fiscal Year End Projections)
80 - System Generated (Indicates position is filled)
81 - System Generated (Indicates position is vacant)
 
Position Status - This is a read-only field. The Position Status displays whether the Position is Filled, Vacant or Deleted.
 
 
Distribution Information
The Position Control Distribution Information area contains the data that will allow you to break down your funding by specific amounts. The distribution area contains data that is pulled from and compared to STARS (Statewide Accounting and Reporting System).
 
In the distribution area are six columns.  There are only eight (8) lines of distribution that are on the IPOPS Position Control application. The Distribution drop-down list will only show the valid Indexes and PCAs for the Fiscal Year you are respectively working in.
 

 
Description (Desc) - You may use the drop down list and select your labor distributions if you already know the number. Otherwise you may click on the Description check mark icon . There is an icon for each of the various labor distributions (Index, PCA, Grant and Project) on each line. If you use the description check mark icon a second window will appear that has a drop down list of the labor distribution numbers along with their title descriptions. For example, you know that you need to switch an Index number, but you do not know which number to use. Click on the description check mark icon in the Index area and the second window will appear with all of your valid Index codes along with their titles.
 
Once your action has been created, you will be able to click on the linked numbers next to each line of distribution to see the distribution description pop-up in a message box.
 
Index - A four character alphanumeric accounting code, which identifies the source from which payroll dollars will be paid. Within the Index column is the current Index code and there is the drop down list where you may choose a new one to either establish, replace, or to delete it. Index and PCAs can be used separately or together, depending on how your agency is set up through STARS. Refer to Division of Statewide Accounting for more details.
 
PCA - A five character alphanumeric accounting code, which identifies the source from which payroll dollars will be paid. Within the PCA column is the current PCA code and there is the drop down list where you may choose a new one to either establish, replace, or to delete it. Index and PCAs can be used separately or together, depending on how your agency is set up through STARS. Refer to Division of Statewide Accounting for more details.
 
Grant/Project - Nine character alphanumberic codes that allow your agency an accounting breakdown beyond Index or PCA. Only code this field if your agency has set up Grant or Project codes with the Division of Statewide Accounting (STARS). When the Grant/Project is filled, the Index and/or PCA must be coded as well. There are some Grants/Projects which include blanks. These blanks are represented in the drop-down list by Tildes(~~). Each Tilde represents a blank space.
 
Note: You may see a 'click to view' in a field for either of two reasons. 
1. This indicates that an additional screen will need to be displayed to accommodate the number of Index's, PCAs or Grants allowed for your agency
or
2. There are not any codes to be displayed.
Distribution Percentage - Drop down list that allows you to select the appropriate percentage for your distribution types (Index, PCA, Grant, and Project). This percentage must always add up to 1.00.
 
Budget  Information
The Position Control Budget Information area displays the budgeted amounts for the position. The first column (Budget Info) on the left includes the names of the fields in the Budget area. In the middle column (Currently on File) is the current data for that particular position. When you are "setting up" a position there is nothing that will be displayed in the middle column because you are establishing the data for the very first time. The final column, which is on the right side, is the area where you will enter data into the fields.
 
Budgeted Salary - The budgeted salary amount for that position in the respective fiscal year.
 
Budgeted Benefits - The budgeted benefits amount for that position in the respective fiscal year.
 
Budgeted Hours - The budgeted hours that the position is to be filled in that fiscal year. This may be calculated by using the FTE and Pay Period hours from the Base information area.
  • Budgeted Salary - This field is initially coded when the position is being established.  The Budgeted Salary is the gross salary expenditures expected for the Fiscal Year.  All positions must be coded with an amount greater than or equal to $1.00.  Length is 7.2.  Do not use a comma.
  • Budgeted Benefits - This field is initially coded when the position is being established.  The Budgeted Benefits is the employee benefit expenditures expected for the Fiscal Year.  All positions must be coded with an amount greater than or equal to $1.00.  Length is 7.2.  Do not use a comma.
  • Budgeted Hours - This field is initially coded when the position is being established.  Zeroes can be used for Group Positions; all other positions must have an amount equal to or greater than 1.00 (whole numbers only).  If a group position is being reactivated and the budgeted hours currently show '0', the field is still required.  To calculate the number of Budgeted Hours, use the number of pay periods that will have payroll charges in the fiscal year and multiply by the pay period hours for the position.  Budgeted Hours for a full-time position will be 2080 (26 multiplied by 80).  Length is 5.2.  Do not use a comma.
 
The Index, PCA, Grant and Project numbers are verified through STARS.
 
In order to appear on the 'Wage and Salary Report', positions should be set up to be effective on or before the pay period begin date for the first payroll of the new fiscal year. 
 
All sub-forms on the Position Control Setup action will be displayed.  Fields that are mandatory will have yellow font and must be completed before the document can be submitted.
 
Position Control Approval Cycle
 
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