Human Resources Management System

What is a concurrent job?

What happens in HRMS when I add a concurrent job?

How do I know if I should add a concurrent job?

When should I NOT add a concurrent job?

How do I add a concurrent job?

Concurrent job examples

What is a concurrent job?

A concurrent job in HRMS is an additional job whose dates overlap another active job record, and is different in at least one of the following ways:

• Department
• Appointment Type
• Job Code
• Pay Schedule

Examples:

1. When an employee works part-time in two or more jobs at the same time. (Example 1)
2. When an employee linked to a permanently budgeted position is to temporarily work and be fully paid in a different job, and you wish to hold the permanent budget for the salary of the regular job. (Example 2)
3. To give a stipend to an academic appointee. (Example 3)
4. When an academic appointee is on sabbatical leave at partial pay and has grant money for supplemental income, or is on partial reduction from teaching time and has supplemental income to do research only. (Example 4)

A concurrent job is not used for an earnings distribution change only (e.g., to change a chartfield, to add or change a Work-Study code, to reallocate existing distribution percent), even when charging a different department for all or part of the expense.

What happens in HRMS when I add a concurrent job?

The first job record for an employee is called Record 0 (Zero). Each time you add a concurrent job, HRMS creates a new employee record and increments the record number. For example, a student employee who works in several part-time jobs at the same time would have separate employee records for each job in HRMS.All employee records remain in HRMS, even when terminated, so it's important to create additional employee records only when appropriate.

How do I know if I should add a concurrent job?

Step 1: Navigate to Home > Administer Workforce > Administer Workforce (GBL) > Inquire > Appointment Summary and view the employee's record(s).Step 2: Verify that the new job is concurrent with another active job record, and that there are no terminated job records that could be used for the additional job.

If so, your action is Add Concurrent Job.If the new job is concurrent with another active one, but there is also a terminated record, do not add another concurrent job. Instead, insert a row on the lowest numbered terminated record, using Data Change: Reactivate Job Record.

When should I NOT add a concurrent job?

DO NOT add a concurrent job:·

• When the dates of the job do not overlap any other active record(s).
• If there is already a terminated record that could be used for the additional job.
• For an earnings distribution change only.

Instead, open the employee's record and insert a row, indicating the Effective Date and appropriate Action and Reason Code. If another department "owns" the record (on the Work Location page of the employee's Job Data), contact that department first and have them give you access to the employee's record by setting the alternate department ID to your department.

Promotion	No break in service.	New job with a higher salary range maximum than previous job.
Demotion		New job with a lower salary range maximum than previous job.
Transfer		New job with same salary range maximum as previous job.
Data Change: Renewal/Reappointment		Continuing same job in same department.
Rehire	New job for a previous UCB employee, who has an existing record in HRMS in Terminated status.
Earnings Distribution Change	Chartfield change, Work-Study code change/addition, or reallocation of existing distribution percent. No change to appointment.
Data Change: Reactivate Job Record	Concurrent job using an existing record in Terminated status.

How do I add a concurrent job?

Step 1: Navigate to Use > Add Concurrent Job. Enter the Employee ID, or use the magnifying glass to search using the employee's name. Click Add to open a new employee record.Step 2: Indicate the Effective Date and the appropriate Reason Code. Complete the employee record for the concurrent job. (Do not insert a row, as this is the first row of the new record.)Step 3: Save the record.

Concurrent job examples:

(Example 1) Two or more part-time jobs at the same time:

Mary Addison already has a 25% time appointment as a GSR in the Physics department from 1/1/03 through 6/30/03. The Astronomy department also wants to appoint her 25% time as a GSR from 1/1/03 through 6/30/03. Since the two jobs are in different departments and the dates overlap, Astronomy adds a concurrent job for their appointment. (Back to Top)

(Example 2) 100% time temporary appointment while holding the permanently budgeted position:

John Kittredge holds a permanently budgeted position as an Administrative Specialist in East Asian Studies, but he is going to do a one-year internship as a writer in Media Relations. East Asian Studies wants to preserve John's salary in the permanent budget during the internship, because John intends to return to his position when the internship is over.

1. East Asian Studies keeps John linked to his permanent position in the Budget System by:
   1. Inserting a row on John's Administrative Specialist position and choosing Action: Budgeted Position Change, Reason Code: PRT.
   2. Reducing the Job FTE to 0.0 and changing the Earnings Code on the distributions to PRT.
   3. Making no change to Budgeted FTE.
2. 2. Next, Media Relations adds a concurrent job to create the internship position. The internship reflects all the Job FTE and an Earnings Code of REG (regular), but carries no Budgeted FTE.
3. When the internship ends, Media Relations ends the appointment by inserting a row on the internship position using Action: Termination, Reason Code: EAD.
4. Finally, East Asian Studies removes the hold on the Administrative Specialist position, by:
   1. Inserting a row and choosing Action: Budgeted Position Change, Reason Code: RMV.
   2. Changing the Job FTE to the original percent time, and the Earnings Code on the distributions to REG. (Back to Top)

(Example 3) Academic Stipend:

Professor Allston has been appointed Department Chair and is going to receive a stipend for taking on associated administrative duties. The department adds a concurrent job with Reason Code: STP and indicates the information about the stipend appointment. (Back to Top)

(Example 4) Supplemental income while on sabbatical leave with partial pay:

Professor Channing is on sabbatical leave at 67% pay, but she has research money to supplement her income up to 100%. The department adds a concurrent job with a research title and indicates the information about the supplemental income appointment. (Back to Top)