Incumbents

An Incumbent Record stores the specific details of an employee who holds a given Position, for example their actual hired date, qualifications and so on.

All Incumbents are linked to an actual Employee who already exists within the Ready Pay system, meaning the same details can be accessed through either the incumbent or through the Employee file (F3 search).

An Incumbent can be created at the same time as the Position, or can be added later.

If an Employee leaves the company or moves to another Position, the Incumbent is finished and a new Incumbent commenced.

Similarly you can enter details of previous Incumbents if you want to maintain a full history of the Position’s Incumbents.

To add an Incumbent, the Position under which you are creating the Incumbent, must be a current position and must not have a redundant date.

Adding an Incumbent: 

1. First create the Position.
2. Find the newly created Position in the pane on the left, then click on the Position to display the related Position Incumbent tab in the pane on the right.
3. Click on the Incumbents tab, then click on the Add New button.
   The Position Incumbents screen will open.
4. The Details tab of the incumbent record is used to identify the incumbent.
   You will normally populate this screen by linking it to the existing employee record.
   If your organisation chart is comprised of multiple employing companies, you must be logged into the correct company to select the appropriate employee for the position.
5. In the Employeefield start typing the name and select the employee from the search results.
   The Details tab will now be populated with the employee's information.
6. Complete the following details as required:
   
   

Field	Explanation
Commenced	Enter the date the incumbent commenced in this position, which must be either the same or later than the position creation date. An entry will show on the planner on this date. The HR report Position Incumbents can be filtered by this value.
Finished	If the incumbent is being ceased from the role, enter the finished date here. This ends the Incumbent’s tenure in this position only; the employee remains current and can be commenced in another Position if required. The HR report Position Incumbents can be filtered by this value. This report can also be filtered on current or previous Incumbents. Note that the Incumbent Finished date is unrelated to the employee termination date.
FTE	Enter the Full Time Equivalent (FTE) for this Incumbent. This value cannot be greater than the maximum FTE which has been set for the company. The HR report Position Incumbents can be filtered by this value.
Reports to	This will be automatically populated, based on the Organisation Structure.
Payroll	All of the Payroll information will be automatically populated.

 

Multiple Incumbents can be established in a reporting position where Employee Self-Service Kiosk is in place.
It will be necessary for the Administrator to change the workflow rule for employees reporting to one of these positions from Immediate to a Designated Approver Type.
If Employee Self-Service Kiosk is implemented, it will display all the incumbents in the reporting position in the Approver(s) area, but only the Designated Approver will be selected as the leave request approver.
The Employee submitting the leave request can change who they want the request to go to as well as select other staff to whom they can copy their request.

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