Part of Project 2000
Covers version 2.0.0,
released 8/13/99
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New Terms and Concepts
The Student Employment System was built to work with the new HR/Payroll system. There are some new terms and concepts that you will need to understand.
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- PeopleSoft assigns each employee a unique seven-digit ID number. Therefore, Social Security number is no longer the "key" that each record must have, and so dummy SSNs will not be needed for employees. You can still search for a student using their SSN, but it must be a real SSN (the dummy "999" numbers are not entered in the PeopleSoft system). If a student employee does not have a SSN, they can still work but they must get one for Federal and state tax purposes.
In the Student Employment System, when it says "ID", it means the PeopleSoft employee ID, not the six-digit student ID. You probably will not know this ID number right away, but you don't need it; you can work with the SSN or the NetID of the student.
- PeopleSoft is driven by the effective date of the transaction. This means that you can enter a transaction that is supposed to take place in the future - for example, a termination scheduled for three weeks from today. This action will simply sit in the system until that date arrives in three weeks. The system then turns it active and in this case would terminate the person. Actions that took place in the past can also be entered.
- We are using a type of position management in PeopleSoft, and it will change some of the terms you use. You can think of a position as an empty container that has specific characteristics, such as department, job title, exempt/non-exempt, full-time/part-time, etc. Each position has a unique number. When a person is hired into the position, that combination is called a job. The characteristics of the position are automatically copied to the job. As you can see in the diagram below, the job has the same characteristics (shape) as the position.
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Position:
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Employee:
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Position + Employee = Job
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- Positions can be organized into two major types: Single positions and Group positions. Single positions are those that are intended for only one person to fill at a time and we tend to think of them as "regular" or "committed" positions. Group positions are intended to be filled by multiple people at any given time. Cornell has chosen to use group positions when we have need for multiple employees with the same job title (for example, hourly students working as dishwashers) and the person's earnings are paid out of a pool of money, not a committed budgeted position. Therefore, one position can have multiple jobs attached to it.
Group positions have the advantage of easier maintenance of the position, while still offering the flexibility of having different labor distribution and standard hours for each employee/job.
As you know, Federal Work Study is awarded to an individual student. Because the position is simply a container that can hold many jobs, it cannot specify work study eligibility. Some students in a position might be work study eligible, while others in the same position are not. Work study eligibility is set at the job/employee level, because the job represents the specific student in a particular position.
- Account distribution (also called labor distribution) is the process by which the compensation is charged to the correct accounts. In the past, the system did not allow departments to directly enter and change the account distribution. The new Student Employment System puts that control in the hands of the department. If you have not been involved with account distribution in the past, you will need to work with someone in your department to determine the correct accounts to use.
Labor distribution is done by account number and percentage. An account number is made up of 17 digits total:
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Dept
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Subledger
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Object
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Project
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DUO (Dept Use Only)
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3701
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4712
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404
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000
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An example of a distribution for a non-work study student would be:
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B15-3701-4712-404-000
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70%
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B15-4700-4712-000-100
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30%
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If the student is eligible for work study funds, 50% of the distribution is charged to a department account; the rest is automatically charged to the correct work study account.
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