Defining Positions

You can define position-related information for the client using the Positions form.

To access this form:

Click Client.

From Client|Change, select Positions.

Click the Import button to display the Data Import Tool form, which allows you to import a Position Codes template file that contains the following fields (this file must be in .txt format):

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Position Code (Required)

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Position Title (Required)

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Position Classification (Required): An error displays if the imported code does not exist on the Position Classifications form (accessed from the System|Change menu)

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Supervisory: Accepted values are Y (True) or N (False)

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Tipped Position: Accepted values are Y (True) or N (False)

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G/L Segment Code 1

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G/L Segment Code 2

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G/L Segment Code 3

Note the following:

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The Import button displays on the Positions form for all Service Provider user roles except the "Deny" and "Inquiry-only" roles. Imports can be performed for multiple clients at the operations level.

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For more information about the Data Import Tool form, see the PrismHR Payroll Administration Guide.

Defining Position Information and Requirements

You can define basic position information and requirements using the Positions panel.

Note: If the position exists in several departments, use a job code that easily identifies the department in which the position is assigned.

Complete these fields as required.

Field	Description
Position Code	Enter or select a unique code that briefly describes the position. For example, OPER for vehicle operator. (Codes cannot contain spaces or special characters.) If you select this field, a selector form displays where you can search for a specific position code, title, or classification or select a code from the list that displays. When this form opens, the position code, its title, classification, FLSA exempt status, and obsolete status display. To filter the search further by displaying only obsolete codes, select Yes in the Obsolete field (the default is No). To refresh the list, select Reset Search and Filters.
Position Title	Enter an official title. For example, General Manager.
Position Classification	Enter the position classification. The system displays the FLSA Exempt settings, EEO position group, and the EEO class if they apply to this position. FLSA Exempt indicates whether the selected position classification is set to be exempt from both the minimum wage and overtime provisions of the FLSA. You cannot change it here.
Position Description	Enter a description for this position.
The second panel defines requirements for the position and the pay.
Supervisory	Select if this is a supervisory position. The system uses this field for statistical reports.
Hierarchy Tier	For future development. Does not currently impact the functionality of PrismHR.
Pay Grade	Select to use as a default for new hires assigned this job code, if applicable. The Special Requirements option identifies those positions that have physical or mental requirements. The Americans with Disabilities Act prohibits employers from discriminating against qualified individuals with disabilities. Not including a particular person in the applicant pool for a certain job is only nondiscriminatory if that person does not meet any physical or mental requirements identified as essential functions of the position. Applications for these jobs must be closely monitored for ADA compliance.
Special Requirements	Select if this position requires any special physical or mental requirements.
Probation Days	Optional: Enter the number of days from hire that a new employee is on probation.
Sales Position	Select if this is a sales position.
Tipped Position	Select if this is for a position that receives tips.
D.O.T. Requirements	Select if this job code has special requirements as set forth by the U.S. Department of Transportation. The G/L Segment Code can be used as an alternative to this position when using G/L Accounting. See the PEO Client Company Accounting Task Sheet on the Customer Resource Center for more information.
G/L Segment Code	If applicable, enter the G/L Segment Code 1, G/L Segment Code 2, or G/L Segment Code 3 to use as the general ledger account number segment(s) in place of the Position Code. These are defined in PEO client accounting wild cards as EEJB, EEJB2, and EEJB3.

Defining Codes and Other Pay Information

You can define codes and other pay information for the position in this panel.

Complete these fields as required.

Field	Description
Union Code Override	Select this override for table-based union calculations. If an override is not selected, the system uses a union code in Employee Details, if any.
PR Chauffeur Tax Applies	Select if this position is subject to Puerto Rico chauffeur’s tax and the primary work location is Puerto Rico.
Indirectly Tipped	Select if this a tipped position that receives tips indirectly. For example, a busboy, cook, or service bartender.
Alaska Position Code	If applicable, enter the Alaska Position Code sent to MasterTax for quarterly tax reporting to the state of Alaska.
SOC Code	Enter the Standard Occupational Classification (SOC) Code, if appropriate. Enter only numbers, no dashes. This information is included in the MasterTax RTS file and the Employer and Client LA quarterly files in place of the position’s description. If you do not define a SOC code for the position, the files include the description.
TTO Code	Define which positions are considered eligible tipped positions to comply with the tips requirements of the One Big Beautiful Bill Act. You can enter the TTO Code (Tipped Taxable Occupation Code) manually or you can click the TTO Code hyperlink and select it from the TTO Codes dialog box. The TTO Description displays upon entering a valid TTO Code. If you manually enter an incorrect TTO Code, you will receive an error stating <TTO Code entered> is not a valid TTO Code.
Indiana Seasonal Employee Code	Enter a two-digit code if the position is seasonal and located in Indiana. This code is required for SUI electronic filing in Indiana.
Prevailing Wage	Enter the Prevailing Wage for this position. This can print on pay stubs as a pay detail field.
Price Code	Select a price code that overrides the Bundled Rate for any employee who has been assigned to this position. Note: Only use Price Code with Bundled Billing if an employee is granted special pricing rather than using the standard bundled rate and with an employee-specific add-on unbundled rule.
Per Diem Percent	Enter this percentage to allocate to non-taxable per diem when paid using the percentage method.
W/C Time Sheet Loc Based	Select to calculate workers’ compensation accruals for each employee’s actual work location. This overrides the setting in Client Details.
Obsolete	Select if this position is no longer used.
Suppress Work State Tax	Select if employees in this position are subject to taxes in their state of residence rather than state of work. During calculations, the system will use the employee’s residence for the basis of state taxes.
Benefit Group	Assign a default benefit group for employees hired in this position.
Agricultural Worker	Select if the employee is an agricultural worker and the employee’s income will be reported to the IRS on Form 943. (Note: All employees assigned to this position are auto-assigned this designation during the new hire process.)

Tracking Hazardous Materials

You can track any hazardous materials associated with this position using the Hazardous Material Exposure panel. Enter each hazardous materials Material Code that people in this position encounter.

Working with Miscellaneous GL Segments

Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this position and enter replacement Misc GL Segments.

Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups:

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GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.)

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PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)

When working with miscellaneous GL segments:

The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMJB01 through EEMJB99. (The program that evaluates the wildcards only looks for those values.)

If appropriate, enter the Misc GL Description. For example, EEMJB01 = Segment 1 and EEMJB02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.)

Important! Any changes made to the descriptions affect all positions in the active client.

Note: The Misc GL Description column's values are for reference only. (These descriptions are stored in the client's record.) The system automatically loads these values each time a position record displays.

If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard.

Note: When the system evaluates the Misc GL Segments, they are always based on the "home" job, which is different from the way segments are evaluated for departments (that is, for account codes for payment, the system uses the timesheet "worked-for" department).

Click Save.

Maintaining ADA Parameters

You can maintain the American with Disabilities Act (ADA) parameters associated with this position using the ADA Position Description panel. Under the ADA, written job descriptions can be considered evidence of essential job functions, if they are accurate.

Complete these fields as required.

Field Name	Description
Last Updated	Enter the date when the position description was last updated.
ADA Review Date	Enter the date when the position was last reviewed for compliance with ADA standards.
ADA Reviewer's Name	Enter the name of the person who performed the ADA review.

Defining Position Code Cost/Bill Information

You can define pay codes, pay rates, and bill rates associated with this position using the Position Code Cost/Bill Maintenance panel.

Complete these fields as required.

Field Name	Description
Pay Code	Enter each pay code to which rates apply.
Pay Rate	Enter the pay rate that the client pays for this position. If left blank, the system uses an employee's standard pay. The pay rate might be overridden by a value set in Employee Details.
Bill Rate	Enter the rate to bill for the pay code. This bill rate might be overridden by a value set in Employee Details.
Override Method	Select the override method to indicate whether the code is used as a rate or markup. This overrides the standard client selection.

Defining Skills

You can define the skills associated with this position using the Required Skills panel.

Complete these fields as required.

Field Name	Description
Skill Code	Enter each code for the skills required for employees in this position.
Competency Level	Enter the required competency level.
Recertify Days	Enter the interval for recertification.

Defining Hours Worked

You can define the hours worked for this position using the Equivalent Hours Worked panel.

Complete these fields as required.

Field Name	Description
Autofill Hours	Enter the default number of equivalent hours to use. Click Autofill to enter that value for all pay code Hours in the table.
Pay Code	Enter each pay code to define equivalent hours for this position. You must set the pay reason for these pay codes to Units.
Hours	Enter the equivalent number of hours worked when paying an employee for this position with the pay code.

Click Save.

Accessing Additional Information from the Actions Menu

You can access other information and settings from the Action bar menu.

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Viewing the Audit Log

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User Fields: Enter any information in the fields defined by your organization.

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Employees Assigned To: View a list of employees assigned to the location.