Introduction
Job Info within Empeon Workforce includes nine pre-defined HR-related categories used to build out the Employee Profile with logistical and employment-related information.
These nine pre-defined categories include: Departments, Locations, Divisions, Positions, Floor/Units, Benefit Class, Teams, Staffing Agencies, Managers.
Within each respective category, Job Info Codes must first be established before they can be assigned to the Employee Profile. While not all Job Info categories need to be configured, assigned Job Info Codes assist with filtering needs in other areas of Empeon Workforce, and some are also integrated with additional features of the system.
To view and maintain the Job Info Codes that are set up, navigate to the HR section within the Company tab, and select the Job Info Card.
After selecting the Job Info Card, the system will then default to the Departments category, displaying all active departments that have been set up for the company. To view or set up Job Info Codes for other categories, use the left-hand column.
For each category, users can manually add Job Info Codes or import them using the options in the top right corner of the screen. For each active code that has been set up, there are options to view, edit, or delete it. Use the pencil icon to edit the code, and the three-dot menu to view or delete/deactivate it.
Job Info Categories
| Departments | Codes for the various departments within the organization. |
| Locations | Codes for all company work locations. |
| Divisions | Codes for any established divisions, though this may not apply if no divisions are set up. |
| Positions | Codes for all staff positions within the company. |
| Floor/Units | Codes for applicable floors or units to which employees may be assigned. This may be unnecessary if no such designations exist. |
| Benefit Class | Defines eligibility levels for employee benefits. For Benefit Plans that are set up within Empeon Workforce, Benefit Class helps to differentiate the eligibility and contribution amounts for different employee groups under the same benefit plan. |
| Teams | Codes for teams established within the organization. This is not relevant if no teams exist. |
| Staffing Agencies | Codes for any staffing agencies partnering with the company. Employees from these agencies can be assigned the appropriate code on their profile. |
| Managers | Identifies employees as managers, making them available to be assigned as a direct manager on other Employee Profiles. Managers must first be set up as a Workforce User in order to be registered here as a "manager". |
Cost Center Mapping
An added dynamic with Job Info is the ability to "map" them to Cost Centers, enabling the tracking of these categories for general ledger purposes. While Cost Centers can be customized, they most frequently include Departments, Locations, and Positions as a way to track when labor is performed in these areas. If tracking this information for both HR and general ledger purposes is necessary, Cost Center mapping can be activated to link the relevant Job Info category with the corresponding Cost Center.
When Job Info is mapped to Cost Centers, maintenance is only required within Job Info because any updates will automatically update the Cost Center due to the mapping.
Job Info categories will display with a green icon when they are mapped:
For any questions or inquiries about Job Info and Cost Center mapping, please reach out to Customer Support. For more insight on Cost Centers within Empeon Workforce, please refer to Empeon's article What are Cost Centers?
Adding Job Info Codes
The process for adding a Job Info Code can vary depending on the Job Info category. For Departments, Divisions, Floor/Units, Benefit Classes, Teams, and Staffing Agencies the process for adding a Job Info Code is simply adding a Code and Description.
Please note the following as it relates to specific Job Info categories:
Floor/Units
If staff is assigned to a specific floor or unit within the organization, defining which employees are assigned to each floor/unit can be beneficial. For clients using Empeon’s Scheduling Module, Floors/Units can be linked to Shifts, ensuring that only employees assigned to a particular Floor/Unit are eligible for that shift.
Departments, Divisions, Positions, Locations may also be applied, however Floor/Units can really help to organize similar shifts across different floors or units of employees.
Benefit Classes
Defines eligibility levels for employee benefits. For Benefit Plans that are set up within Empeon Workforce, Benefit Class helps to differentiate the eligibility and contribution amounts for different employee groups under the same benefit plan.
Locations
In addition to a Code and Description, Locations also require an address to be entered that represents the location being added. There is also a "Shipping" tab where shipping details can be established for the location, which is used when Empeon needs to send checks or other correspondence to that location.
Additionally if Empeon's Time and Attendance module is being used, there is a "Clock Settings" tab where Geofencing can be configured around the location's address to control where mobile time punches can be made. This section also includes options for setting IP restrictions for the location if needed.
For guidance on configuring these settings within a Location and applying them to specific employees, please refer to Empeon's article Punch Location Filters.
Positions
In addition to a Code and Description, Positions have the following additional fields to consider:
- Position Group(s) - This applicable for organizations utilizing Empeon's Scheduling Module. For positions that are grouped together for scheduling purposes, assign the necessary Position Groups.
- SOC Code - Some states require the SOC (Standard Occupational Classification) code to be set up for each employee. To use the SOC lookup, visit https://dew.sc.gov/soc-occucoder.
- Department Association - Positions can be linked to Departments if the position is specific to one department. Linking a "Department" to a "Position" ensures that the selected department is automatically assigned whenever the position is assigned.
- License/Certificates - Link specific licenses or certifications required for the position. The issue date of the uploaded license or certificate will be used to calculate and display the employee's 'Years of Experience' within the Job Info section of their Employee Profile.
Managers
For Managers, there are no codes that are set up. Instead, it is simply establishing which employees should set as a "Manager". For an employee to be set as a Manager, they need to be an employee within the company and also set up as a Workforce User. Therefore, the available employees to choose from when adding a Manager will be those that meet both conditions.
After Job Info Codes have been added, they are then available to be assigned to an employee on their Employee Profile. For additional information on this process, please refer to Empeon's article Assigning Job Info & Cost Centers.