Concurrent Jobs
A concurrent job in HRMS is an additional appointment whose dates overlap another active appointment. Common examples include:
- A student with two or more part-time jobs.
- A Graduate Student with a Fall GSR appointment and a Spring GSI appointment.
- A Professor with additional academic compensation.
- A Staff employee doing a part-time assignment while working in the regular job on reduced time.
When the dates of two appointments overlap, the appointments cannot be entered as two rows on the same record, because both appointments need to be in effect at the same time (both are current rows). The overlapping job must be entered on a separate record, by going to Home > Administer Workforce > Administer Workforce (GBL) > Use > Add Concurrent Job. This component creates a new additional employment record attached to the employee’s main (“zero”) record.
Making Use of Existing Employee Records
Because all records remain in HRMS, even when terminated, it's important to use the fewest records possible to record an employee’s job history. Many UC Berkeley employees already have multiple records in HRMS, especially Undergraduate and Graduate students, who often have concurrent appointments. However, many of these multiple records have been added unnecessarily.
Before adding a concurrent job to any employee, go to Home > Administer Workforce > Administer Workforce (GBL) > Inquire > Appointment Summary. This inquiry enables you to see all employees in HRMS, even ones that are not in your department. Look at the records for this employee and determine whether or not the dates of the appointment you are about to enter overlap the dates of another active appointment for this employee.
No overlap:
Do not add another concurrent job. Instead, create the appointment
by inserting a row on an existing record, and choose Rehire, Transfer,
Promotion, Data Change/Reappointment, Data Change/Reactivate Job Record,
or other appropriate job action. If another department currently “owns”
the record, have that department set the alternate department ID so
that you can access the record. See HRMS
Action-Reason Codes for help in choosing the appropriate action.
Yes, dates of appointment overlap another active appointment:
Using the information in Inquire > Appointment Summary,
see if there are any available records in Terminated status, or active
with End Dates that have passed, that could be used to insert a new
row and enter the appointments. Use the lowest numbered record available,
whenever possible. To reactivate a terminated non-zero record, choose
Data Change/RJR-Reactivate Job Record. Remember that it doesn’t
matter if your appointment is not related to the previous appointment
by department, job code, or any other way.
If another department “owns” the record, have the HR Administrator for that department set the alternate department ID so that you can access the record. If the record is active with an End Date that has passed, have the department insert a Termination prior to setting the alternate department ID.
If there are no available records in Terminated status, or active with End Dates that have passed, it is appropriate to add a new concurrent job record.
Edits on Adding Concurrent Jobs
New edits prevent you from adding a concurrent job when it is not appropriate, including:
- When there is a terminated record available.
- When there is an active record with an End Date that has passed (i.e., because the department has not terminated or extended the appointment).
Note: There is an exception to this edit for Appointment Types X-Faculty and Y-Academic Non-Faculty. The system will allow you to add another concurrent job, instead of using an existing record, to facilitate departmental ownership of additional academic compensation job records throughout the employee’s career.
Example: One department has entered an appointment from 1/1/yy to 5/31/yy. Today is 7/1/yy, but that department has not terminated the appointment, nor extended the appointment. The appointment is active with an End Date that has passed. If you try to add a concurrent job for another appointment with an Effective Date of 6/30/yy or later, you will get the following error message:
This is because the two appointments do not overlap (the jobs are not concurrent). The Begin Date of your appointment is later than the End Date of the other appointment. The other appointment is Active with an End Date that has passed, because the department has failed to terminate the appointment appropriately.
Go to Home > Administer Workforce > Administer Workforce (GBL) > Inquire > Appointment Summary to find out which record is active with an End Date that has passed. You will need to contact that department to have them terminate the appointment and then set the alternate Dept. ID for you to enter the action on that record as a Transfer, Rehire, etc. If the first department plans to reappoint the person, they need to do so first, and then you may add the concurrent job if the dates overlap the new appointment.