Guidance Choosing an Employee Job Record for AAR

Below are examples that can be used to help with the decision of what is the right employee job record to choose when assigning a course:

  • Example One: The employee has two record numbers (Job Record Number 0 and Job Record Number 1) and one of them is the College of Medicine’s AEF Funding. You will choose the state funded line to assign the course to, not the AEF funded row.
  • Example Two: The employee has two record numbers (Job Record Number 0 and Job Record Number 1). The job records are in two different departments, for example, Job Record Number 0, works for Pathology Department 29080000 and Job Record Number 1 works for Neuroscience Department 29020000. The employee is being paid to teach the Neuroscience course through their primary department with Pathology. They are not receiving any lump sum payments for the course through Neuroscience, it is not an off-book course, and is expected to teach the course as part of their Institutional Base Salary with Pathology. You would then assign the course to their primary job appointment with Pathology (Job Apt 0) even though Neuroscience “owns” the course.
  • Example Three: The employee has two record numbers (Job Record Number 0 and Job Record Number 1). The job records are in two different departments, for example, Job Record Number 0, works for Molecular Genetics Department 29060000 and Job Record Number 1 works for Ophthalmology Department 29150000. The employee is being paid to teach a special course in the Ophthalmology department that is outside their normal job duties of the home department Molecular Genetics. In this case, you would choose the job record number for the department that “owns” the course.
  • Example Four: The employee has two record numbers (Job Record Number 0 and Job Record Number 1). The job records are in two different departments, for example, Job Record Number 0, works for IFAS Microbiology Department 60100000 and Job Record Number 1 works for History Department 16280000. The employee is being paid by lump sum payment to teach a special course in the history department that is outside their normal job duties of the IFAS Microbiology Department, or is an off-book course with Microbiology. In this case, you would choose the job record number for the department that “owns” the course.
  • Example Five: The employee has two record numbers (Job Record Number 0 and Job Record Number 1). The job records are in the same department, for example, Job Record Number 0, works for Department of Business Economics 17050000 and Job Record Number 1 works for the same Department of Business Economics 17050000, but is a courtesy appointment. Job Record zero is there normal assigned duties for the Department that is within the employee’s IBS for that department. Job Record one was created because the employee decided to teach outside their normal job duties for an off-book course for which they are receiving a lump sum payment. The courses that are assigned to be taught by the employee’s Department Chair that are a part of the employee’s IBS should be assigned to record zero, and the lump sum off-book course is outside the employee’s IBS and should be assigned to employee record one.
  • Example Six: The employee has two record numbers (Job Record Number 0 and Job Record Number 1). This is a 9month faculty member. Job Record 0 is their Fall/Spring Appointment and Job Record 1 is their Summer Appointment. If the course is being taught during Fall/Spring then you would assign the course to job record 0. If the course is being taught during summer you would assign to job record 1.