The Importance of Employee Types

Last Updated: Sep 16, 2016 03:14PM EDT
Employee Types play a major role in the absence management system. Not only do they define the job that the employee works, but they also have major ties to payroll integrations, approval and visibility setup, absence tracking, and calendar scheduling. Below are some different reasons to create Employee Types, as well as some examples to guide you when creating a new Employee Type.

To describe the employee's job

At the most basic level, Employee Types define a role at a district. Employee Types should be described as something specific, like "Teacher", "Principal", "Assistant Principal", etc. Even though your district may be set up to include both Certified and Classified staff, neither "Certified" nor "Classified" should be the description of your Employee Types.

To match your payroll system

With the majority of payroll systems, specific jobs are tied to specific codes that identify what each employee gets paid for the hours they work in their job. To most efficiently integrate your payroll system with our Frontline suite of products, your payroll system should be reviewed to identify which new Employee Types need to be created to account for all necessary job codes. Example: You categorize a group of employees as Instructional Assistants. In payroll, there are two different codes to describe them. Some have a code of "100", while others who work in the Special Education department have "101" as their code. In this case, two separate Employee Types should be created and described accordingly.

To account for approval workflows

Even if employees are working the same job with the same job codes, if they report to different managers, they need to have separate Employee Types. This is because the employees' schedules and payroll need to be approved different administrators. Example: You could have a "Secretary" Employee Type with one code for all secretaries in the Central Office. But, you have a "Secretary to the Superintendent", a "Secretary to Curriculum", and a "Secretary to Technology". Each of these are approved by a different administrator, and therefore, each needs their own individual Employee Type more specifically titled than just "Secretary".

To manage absence tracking

Not all employees are eligible for the same time-off benefits. Different Employee Types will drive which Absence Reasons each group is allowed to use to request time off, and also how their balances are tracked (by day or by hour).

To group according to work year and holiday calendars

Within the same groups of employees, there can be different Work-Years (180-day, 200-day) that drive their year-long holiday schedules. In the absence management system, Holidays and Days-Off are driven by Employee Types. Therefore, if employees in the same group have different Work-Year Calendars, then they need different Employee Types. Example: Bailey and Ainsley are both paraprofessionals. However, Bailey has a Work-Year calendar of 180 while Ainsley has a calendar of 200. Therefore, Bailey's Employee Type is "Paraprofessional 180", while Ainsley's is "Paraprofessional 200".
Learn more about how to create Employee Types: Adding a New Employee Type