Employee Job Salary Dates for Schools

I need help understanding how the dates in Employee Job/Salary should be used in a school.

• Payroll
• Schools
• Employee Job/Salary

• Effective Date: A good way to think of the Effective Date field is to see it as the point in time a pay has a major change.  
  • For a new hire employee, the Effective Date would typically be the start date of their contract.
  • If an employee changes jobs or receives a salary increase, the new Effective Date would reflect the start date of the new contract, or the date they begin receiving their new salary.  
  • Pay records will not be generated into payroll until the Effective Date is reached. (Which dates on a Payroll determine whether or not the Effective Date in Employee Job Salary has been reached)
• Position Start/End: This date range defines the period of time the employee occupies the Position assigned on their Employee Job/Salary record, whether you identify position by EERP Job Class Code, EERP Position Code, or both.  These dates should align with contract start and end dates. 
• Pay Start/End: This date range is used in Payroll Processing and determines if this pay code will be included in a payroll.
  • The Pay Start date will typically be the Begin date of the first payroll they should receive this pay in.
  • The Pay End date would typically be set to the End date of the last payroll the employee should receive this pay in, or 12/31/9999 to reflect an indefinite period. 
  • The pay code will NOT be included in a payroll if the Pay Start date is greater than or equal to the End date of the Warrant, or if the Pay End date is prior to the Start date of the Warrant.

Example: 
Teachers start their contract in August, but are not paid until September.  

In this scenario, the dates should be populated as follows - 

1. Effective Date: The contract start is the "major change".  The Effective Date needs to reflect that August date.
2. Position Start/End: The Position Start needs to reflect the same August contract start date.
3. Pay Start/End: The Pay Start needs to be the September date so this pay is not included in a payroll until September.

Mandatory reporting in schools will often require information at the positional level, which elevates the importance of accurate information in these date fields. 

Employee Job Salary Dates - A Cheat Sheet