Mass Add
Use the Mass Add option to add employment and position information for groups of employees at once rather than adding one employee at a time.
On the IL Employment Information System page, click Setup, and choose Mass Add.
Select the required Mass Add Criteria, Check History Criteria, and Mass Add Options.
Click OK.
Options
Use the fields in the Mass Add Criteria section to select the employees to add. You can also leave the fields blank. If you do specify criteria, only employees matching the criteria are selected for adding EIS position data.
The fields in the Check History Criteria section are also optional. If you leave the fields blank, then check history settings are not considered when adding EIS positions. If you enter a beginning and ending check date or check history pay run numbers, the Mass Add process attempts to add positions matching job class codes or pay codes that have been paid to the employees from check history. If this section is left blank, then only the job class codes or pay codes set up as primary or secondary pay rate screens are considered for processing.
Option | Description |
|---|---|
Add Blank Positions | If this option is selected, the system creates records for all selected employees, even if it cannot find a unique matching position code in the position crosswalk. Any positions that cannot be identified are added with a blank position code. You must manually fix blank position codes before you submit the data to the state. |
Skip Employees With Positions | If this option is selected and you have already added the EIS position information for an employee, the system does not attempt to add additional positions for the same employee. |
Use Pay Rates | If this option is selected, the system uses the contract start date from the employees' pay rate screens as the position start date and the contract end date as the position end date, and the FTE as the position FTE (prorated by calendar days in the case of pay method P or R). If this option is not selected, then the default position start and end dates and default position FTE are used for all records added. If no default dates are entered, it uses the school year start and end date. |
School Year | Enter the school year for which this data is applicable. |
Default Position Code | You can leave this field blank. If you add a default position code, it is not used for every employee, but only for those who have at least one job class or pay code that is set up in the crosswalk for this position. When a default position code is entered, in cases where multiple ISBE position codes in the crosswalk match the same job class or pay code, instead of receiving the error message MULTIPLE POSITIONS MATCH JOB CLASS OR PAY CODE, the Mass Add process chooses the position specified by the default position code and adds the record. For example, assume there are two records in the crosswalk for the same job class code, AD01, and assume job class code AD01 is set up as being linked to position code 107 – General Administrator or General Supervisor and also position code 108 – Staff Supervisor. Assume an employee has this job class code. When running the Mass Add process, if the default position code 107 is entered, the employee's position record is added with position code 107. If the default position code is left blank, then a record is not added for this employee, and the error message MULTIPLE POSITIONS MATCH JOB CLASS CODE AD01 is generated. For other employees who do not have job class code AD01, the system does not add either position code 107 or 108. The default position code is only used to choose between multiple options that could be correct. You may want to use this in conjunction with the Mass Add Criteria to selectively add the correct position codes for employees who share something in common such as a department code or pay group. |
Default Position Time Frame | Usually, EIS position information defaults to a position time frame of 01 – Regular School Year (unless the record is being added after July 1 for the prior school year). You can specify a default position time frame if you want all the positions added to be 02 – Summer or Night School. |
Default Position Start Date | If the Use Pay Rates option is selected, the default position start date is only used as the start date for employees, where otherwise it would be blank. For example, when including data from check history, there is no matching pay rate screen. If the Use Pay Rates option is not selected, then the default position start date is used as the position start date for all records added. |
Default Position End Date | If the Use Pay Rates option is selected, the default position end date is only used as the end date for employees, where otherwise it would be blank. If the Use Pay Rates option is not selected, then the default position end date is used as the position end date for all records added. |
Default Work Location | The default work location is only used as the work location for employees, where otherwise it would be blank. For example, if Employee Information - Personnel Location is not specified. |
Default Position FTE | If the Use Pay Rates option is selected, the default position FTE is only used as the FTE for employees, where otherwise it would be blank. If the Use Pay Rates option is not selected, then the default position FTE is used as the position FTE for all records. |
Default Grade Level | Since different sites use different methods of determining the grade level, the system cannot determine its value. The default grade level is used for all records if the position requires a grade level to be reported. |
If you would like to include Check History Criteria in the Mass Add process and view which job class codes and pay codes were used when paying employees who do not yet have EIS positions entered, you can run the Check Crosswalk report. The job class codes and pay codes for the employees without positions are printed with the message MISSING POSITION DATA.
The job class codes and pay codes used when paying employees are also printed on the Check History report (Concise format). You can access this report from Human Resources > Reports > Payroll > Check History.
When using the Mass Add option, especially when including data from check history, you should scrutinize the results. All check history data contains both a job class code and a pay code. The job class code may be the employee's primary job class code, even if the pay code is different. Many reports do not print the job class code when printing check history, but it exists in the data. If the Mass Add process adds unwanted records, you can delete them.