Within Natural HR, you can assign employees to particular job grades.
If using the job grading structure, the employee's working pattern, salary and time off allowance will derive from the information entered against the job grade rather than being entered manually.
How to set up Job Grades
You will need to be logged in to an admin user level account and go to:
Administration -> Company -> Settings -> Company settings
In the 'Financial' section, you will need to set the 'Job Grades determine salary/ time off entitlement' to one of the 'Yes' options:
Yes - Salary and leave entitlement: The salary and the leave entitlement will derive from the job grade automatically.
Yes - Salary only: Only the employee's salary will be defined by the figure against the job grade; selecting the salary only option will mean that leave entitlements must be managed manually.
After clicking on 'Submit', your next step will be to populate the system with job grades by going to:
Administration -> HR -> Data management -> Job grades
Enter your various job grades into this table. When adding the new job grade, you will be asked to define the salary, working hours and annual entitlements for any employees who are associated with this grade.
Assigning Job grades to employees
Job grades can be allocated at the point of adding a new employee into the system by selecting from your pre-populated job grades list. Alternatively, Job grades can be assigned to existing employees via the 'Benefits' icon on their employee file, just under the Salary heading:
Once job grades have been assigned, you will notice that you no longer have the ability to adjust the employee's Hours per week
time off allowances
Adjusting Job grade settings
If you need to make an adjustment to a job grade working hours, time off allowance or salary, you will need to adjust the original information against the job grade or adjust their FTE and working days.
Adjusting the working days and the FTE of an employee within the Job grades system will automatically adjust their salary, working hours and time off allowance based in the FTE and working pattern which you've entered.
Overriding Job Grades
If there are any employees who do not fit the job grades settings, you have the ability to override this on an individual employee basis by going to:
People -> Employees -> Benefits
Click on the 'Benefits' icon on the employee file then select the check-box entitled 'Grade override' which will remove this employee from the grading structure and re-open the ability to manually edit the working days pattern, time off allowance and salary.
Please note: Overriding the job grade will completely remove all ties to the original job grade settings for this employee. Any future adjustments made to this job grade will NOT affect any employees who have been overridden. Overriding the job grade will also remove any pro ration that is based on working days or FTE.
Updating Job Grades
Updating a job grade will adjust the relevant information for all employees who have been assigned to that grade.
There a couple of steps which you will need to follow in order to successfully update a job grade.
Firstly, you will need to go to:
Administration -> HR -> Data Management -> Job grades
Here, you can edit the grade to update the job grade settings.
When the change(s) is submitted, the employee's information will not be automatically updated with the change(s). You will need to click on the 'Update employees' button which can be found on the Job grades page.
This will display a series of check-boxes asking you which employees within the Job grades structure you would like to update with the new job grade settings.
Select 'Select all employees' or the individual names of those you would like update. Once submitted, this will update their information to the new job grade settings.
Please note: When updating job grades, employees who have been subject to the Job Grades Override will NOT appear in the check-boxes on this page as they are outside of the grading structure - you will need to manually update their information via their employee file.