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Function documentationEmployee Maintenance Locate this document in the navigation structure


Employee is a structure used to define people employed by the organization which are assigned to positions. The public budget formulation process involves forecasting various expense types to arrive at a final budget. Direct personnel costs such as salaries, taxes, and benefits constitute a large expense area, especially in the public sector.

The various features of Employee Maintenance help users to arrive at the personnel expense area for the overall budget of an agency, department, or an organization.


  1. You have setup the following master data:

    • Country ID

    • Pay Scale Type

    • Pay Scale Area

    • ES Grouping CAP

    • Pay Scale Group

    • Pay Scale Level

    • Promote Date

    • Salary Override

    • Salary

    • Currency

    • Employee Group

    • Employee Sub Group

    • Personnel Area

    • Personnel Sub Area

    • FM Area

    • Fiscal Year Variant

    • Fund Center

    • Funded Program

    • Grant

    • Functional Area

    • Fund

    • Benefit Area

    • Benefit Plan

    • Position

  2. You have defined benefit rules. To learn how to maintain benefit rules, see Maintaining Benefit Rules.

  3. Employees must exist in the system before you can search for or edit them.


The Employee Maintenance screen allows you to perform the following actions through the available buttons:




Enables the creation of a new employee.


Creates a new employee record by copying some information from the currently selected employee.


Makes all fields and tables available for changes for the currently loaded employee.


Saves information entered in all tabs.


Ends edit mode for a position without saving changes.


Displays a popup that allows you to search for positions based on attribute values and then once a position is selected, a time interval can be selected as well.


Reloads the List of Employees area with new results based on the filter criteria.

Time Intervals

Displays a popup with the time intervals for the selected employee in the List of Employees area.

New (Allocations and Benefits tabs)

Creates a new record for maintenance in the respective tables.

Copy (Allocations and Benefits tabs)

Copies information from the selected record and creates a new record for maintenance.

Delete (Allocations and Benefits tabs)

Deletes the selected record from the respective tables.

The Employee Maintenance screen consists of the following areas:

Employee Search

  • Filter Selection

    This area displays the various criteria for a user to search for existing employees. To learn how to use the search criteria to filter employees, see Searching for Employees.

  • Matching Employees

    This area lists the available employees based on search criteria values.

  • Intervals

    This area lists the available time intervals based on the employee selected in the Matching Employee table.

  • This area is divided into tabs that group relevant data for employee maintenance.

Employee Data

The following tabs are available:


The following tabs are available in the Details area:

Employee Details

On this tab, you maintain general information for the employee in the following fields:

  • Employee: The employee number is automatically generated by the system. You can enter a description for the new employee in the field adjacent to the employee number.

  • RPT Employee: Specifies the client-defined employee number, usually generated in the HR system.

  • Entry Date: Specifies the date the employee record was created.

  • Job Class: Specifies the job class of the employee. The job class provides default characteristics for the employee record.

  • Position: Indicates the employee’s assigned Position Number.

  • Performance St. Period: Specifies the starting month of performance for the employee when the performance period is less than 12 months.

  • Performance Period: Indicates the number of months for which the employee will be funded from the Performance St. Period.

  • Start Date and End Date: Indicates the period (in month and year format) for which the employee exists.

    Note Note

    An employee can have multiple time intervals.

    End of the note.
  • Employment Status: Indicates the current status of the employee. The status must be 3 (Active) in order for the employee costs to be projected.

  • FTE Period: Indicates the number of periods within a fiscal year that a employee’s costs should be spread over.

  • Extraction Date: Indicates the date the employee record was extracted from the HR system and loaded into PBF

  • MI: Specifies the middle initial of the employee.

  • First Name: Specifies the first name of the employee.

  • Last Name: Specifies the last name of the employee.

  • Salary %: A percentage of salary to be projected. For example, an entry of 50% indicates that assigned employees are paid half the salary for the employee. This field is used to calculate the number of full-time employees (FTE).

  • Benefit %: A percentage of benefit costs to be projected.

  • Report FTE: Indicates a static FTE amount, entered by the user for use in reports. This value does not impact the projection.

Pay Details

This tab allows you to maintain salary details. If this tab is left blank, then the system calculates the pay from the employee's position job class code maintained on the Position Details tab. The following fields are available for maintenance on the Pay Details tab:

  • Country ID: Indicates the country code for the employee.

  • Pay Scale Type: Defines the pay plan used for basic pay.

  • Pay Scale Area: Indicates a specific geographic region. You can use this field to represent local pay or general area as well.

  • ES Grouping CAP: Defines the bargaining unit.

  • Pay Scale Group: This field, together with Pay Scale Level, determines the pay level or pay grade of an employee.

  • Pay Scale Level: Identifies the pay level within the pay scale group.

  • Promote Date: Indicates a date when the employee may receive an increased salary either as a percentage increase or a pay-level promotion.

  • Longevity Date: Indicates a date when the employee may receive a benefit associated with longevity.

  • Salary Override: Indicates the salary record that should be considered during a projection.

    • Yes – Denotes that the amount in the Salary field on the Pay Details tab is considered for projections.

    • No – Indicates that the salary is determined based on the value found in the Pay Level Maintenance table for the Pay Details values Country ID, Pay Scale Type, Pay Scale Area, ES Grouping for CAP, Pay Scale Group, and Pay Scale Level.

  • Salary: Allows you to enter a salary amount if the Salary Override indicator is set to Yes.

  • Currency: The FM area currency will be defaulted as the position currency. A different currency can be entered if the position currency differs from the FM Area currency.


On this tab, you maintain organizational information for the employee by using the following fields:

  • Employee Group: Indicates the employee group to which the employee is assigned.

  • Employee Sub Group: Indicates the employee sub-group to which the employee is assigned.

  • Personnel Group: Indicates the personnel group to which the employee is assigned.

  • Personnel Sub Group: Indicates the personnel sub-group to which the employee is assigned.

Home Funding

This tab consists of fields that provide details for the employee with regard to financial management. The following fields are available to maintain the details:

  • FM Area: Refers to the financial management area for the employee. This detail determines the fiscal year variant and currency code for the employee. This is a mandatory field.

  • Fund Center: Defines the fund center associated with the employee.

  • Funded Program: Indicates the funded program associated with the employee.

  • Grant: Mentions the grant associated with the employee.

  • Functional Area: Specifies the functional area associated with the employee.

  • Fund: Points out the fund that is associated with the employee.


On this tab, you allocate the employee to different FM areas for different time intervals. This tab makes use of all the fields on the Home Funding tab and the following additional fields:

  • Start Period and End Period: Allows you to specify the time interval for a particular allocation.

  • Allocation %: Indicates the percentage allocation of a employee to a different funding area. During a personnel projection, personnel cost is calculated and assigned to different funding areas based on allocation details.

You can maintain the allocation table using the New, Copy, Delete, and Save buttons on the tab.


On this tab, you maintain various benefit plans for the employee using the following fields:

  • Start Period and End Period: Allows you to maintain the start and end period for a particular benefit.

  • Benefit Area: Indicates the benefit area.

  • Benefit Plan: Specifies the benefit plan that is associated with the employee.

You can maintain the benefit table using the New, Copy, Delete, and Save buttons on the tab.


In the Employee Maintenance screen, you can: