Position Numbers used in ERP Linq

When a job/pay is created for an employee, whether this is their main position, longevity, stipend position or even a time entry position, the position must have a position number. This position number is entered into the Position Detail page of the Job/Pay.

This position number can be a specific position number tied to a contracted pay (ex: Teacher of Science would have a specific position number) or it can be more of a general position number tied to a type of position (ex. all Workshop jobs/pays have the same position number).

All position numbers have already been created for all of the current positions. However, sometimes a new position is created (and board approved). In this instance, a new position number will need to be created.

It is the responsibility of the HR department to create the position number. This number would then need to be emailed to the Staff Accountant (currently Sharon Ruiz) for her to enter this new position number in ERP Linq so the HR department can then add this number when entering the new position to an employee’s job/pay.

To figure out how to come up with a position number, I have instructions in the green binder on my desk titled: Position Control Numbers. In the front flap, there are specific directions on how to create the number.

The general rule of thumb is this:

• The first set of _ _ is the letter(s) we took from the state paperwork A-Z and AA-FF. As an example: V is used for teachers. (See below or the instructions in the green binder for a full listing of the first set.)
• The second set of _ _ _ _ is our district’s numbers for the building/office where employees work. As an example, 0004 is used for Morris Knolls. (See below or the instructions in the green binder for a full listing of the second set.)
• The third set of _ _ is the subject associated with this position or used to clarify a department (such as maintenance vs. grounds). Employees who are not associated with a subject or if no department clarification is needed, are listed as 00. As an example, a maintenance position number will have the third set of numbers of 25 whereas a grounds position number will have a third set of numbers of 26. (See below or the instructions in the green binder-second page, for a full listing of the third set.)
• The fourth set _ _ A or _ _ S is a two number count because we have more than one position that have the same first 3 sets (as listed above). We use A for all of the position numbers except for some summer positions, where it made sense to use an S. As an example, a Special Education Staff Assistant will have the position #Y-0004-00-13A for her main position, but will have the position #Y-0004-00-36S for the summer ESY Special Education Staff Assistant position. Since this is a numerical count listing only, there are no specific instructions.
  

The positions starting with a 99 are used for longevity, stipends, overtime, time entry positions (such as Workshops, summer hourly positions, etc.), positions for: conferences, tuitions, reimbursements, and payouts. Below you can find a list of all of the 99 position numbers and the descirption:

Position No Position Description
99-0000-01-01P Longevity MHRDEA 1 Pay
99-0000-01-02P Longevity MHRDEA 2 Pays
99-0000-01-03P Longevity MHRDEA 3 Pays
99-0000-01-20P Longevity MHRDEA 20 Pays
99-0000-01-24P Longevity MHRDEA 24 Pays
99-0000-01-COU Longevity MHRDEA Counselors 205
99-0000-01-CST Longevity MHRDEA CST 205
99-0000-01-ESL Longevity MHRDEA ESL 205
99-0000-01-TRA Longevity MHRDEA Trainer 206
99-0000-02-20P Longevity Bus Drivers 20 Pays
99-0000-02-24P Longevity Non Unit 24 Pays
99-0000-03-01A Boiler Operator Stipend
99-0000-03-02A Pesticide License Stipend
99-0000-03-03A Night Supervisor Stipend
99-0000-03-04A Shift Differential Stipend
99-0000-03-05A Maint. Lic. Trade Worker
99-0000-03-06A Maintenance Foreperson
99-0000-04-01A ESL Push in Support Stipend
99-0000-04-02A ABA Therapist Stipend
99-0000-50-060 Overtime (time and 1/2)
99-0000-50-06S Overtime (Double Time)
99-0000-60-000 MISC Daily & Events 10mo – ESP
99-0000-61-000 MISC Hourly All – ESP
99-0000-62-000 MISC Daily & Events 12mo – ESP
99-0000-63-000 Athletic Events – ESP
99-0000-64-000 Athletic Hourly – ESP
99-0000-70-000 Mentors
99-0000-71-000 Administrator NP Stipend
99-0000-72-000 1/6 Replacement Teacher
99-0000-73-000 Payout Sick Days
99-0000-74-000 Payout Vacation Days
99-0000-77-000 HB Waiver MHRDEA & NU
99-0000-78-000 HB Waiver Admin
99-0000-79-000 HB Waiver Bus Drivers
99-0000-80-000 Attend Incentive Transportation
99-0000-85-000 FFCRA LEAVE
99-0000-88-000 Reimbursements
99-0000-99-000 Workshops

To create a contracted employee position number:

FIRST SET
A Chief School Administrator
B Assistant Superintendent
C School Business Admin/Board Secretary
E Principal
F Vice Principal
G Director
H Supervisor
M Guidance
N Media Specialist/Librarian
O School Nurse
P Social Wroker
Q Psychologist
S Therapist
T Therapist – Speech
U Certified Support Staff – Other (used from LDT-C positions)
V Teacher by Subject Area
X Certified Instructional-Other (includes Consulting Teachers, AVID, Coaches)
Y Aides supported by IEP (our Special Education Staff Assistants)
Z Other Aides (includes Audio Visual Aides)
AA Maintenance Worker (includes Maintenance Workers and Groundsmen)
BB Custodian (includes Custodial Supervisors and Head Custodians)
CC Bus Driver
DD Vehicle Mechanic (sued for our Bus Techicians)
FF Other Non-certificated (used for Extra Pay Advisors, Security Support Personnel, Bus Aides, Office Staff, SAT Coordinator, Random Drug Test Coord., etc.)

SECOND SET
0001 Superintendent’s Office
0002 Business Office
0003 Morris Hills staff (note, those staff working district positions (such as teacher’s teaching in both schools, need to be assigned either 0003 or 0004)
0004 Morris Knolls staff (note, those staff working district positions (such as teacher’s teaching in both schools, need to be assigned either 0003 or 0004)
0006 Special Education department
0007 Buildings & Grounds Dept.
0008 Transportation Dept.
0009 Personnel/HR Department
0010 Adult Education (not used anymore)
0011 Technology Dept.
0012 Assistant Superintendent
0013 Adult High School
0403 Day Custodian – Morris Hills
0404 Day Custodian – Morris Knolls
0503 Custodian – Morris Hills
0604 Custodian – Morris Knolls

THIRD SET
00 No subject area
01 Art
02 Business
03 English
04 ESL
05 French
06 German
07 Health
08 Home Economics
09 Mathematics
10 Music
11 Nurse
12 Physical Education
13 Science
14 Social Studies
15 Spanish
16 Special Education/Resource Room
17 Special Services
18 Technology
19 Gifted and Talented
20 Vocational Support
21 Multiple Departments (Administrators only)
22 Custodial
23 Maintenance-Plumber
24 Maintenance-Electrician
25 Maintenance Worker
26 Groundman
27 Shipping/Receiving
28 Coach
29 Activity Advisor
30 Maintenance-HVAC
31 Special Education/MD
32 Attendance
33 Guidance
34 Library
35 Athletic Department
36 Special Education/LLD

FOURTH SET
Numerical listing only. Because often there is more than one employee filling a position using the first three sets. As an example, multiple teachers of English working at Morris Knolls would both have the same number of V-0004-03 but the first one would have the number V-0004-03-01A and the second teacher’s number would be V-0004-03-02A, the third teacher would have the number V-0004-03-03A, etc.