PayServ Manual

Add an Employment Instance

PayServ Manual


In PayServ v 9.2, Concurrent Hire functionality is replaced by the delivered Add Employment Instance process.

The purpose of this task is to Add an Employment Instance in the Payroll System. A concurrent job is used to establish a new record number when an employee is being hired into a different company. It is also used to set up dual employment or extra service records when no existing records can be used.

This task assumes the employee currently exists in the Payroll System.

Helpful Hints

  • Use Statewide Job Summary to determine if any existing records can be used for this transaction.
    • The Agency must have both the NYS Empl ID and the National ID in order to complete a Concurrent Hire/Add Employment Instance.
    • In many cases, existing records can be used for a rehire or transfer transaction.
  • Concurrent records are set up to be independent of existing records. Each concurrent record must be set up with its own unique employment information.
  • For dual employment and extra service positions, pertinent documentation must be provided.

Add Employment Instance

Navigation Path

Main Menu > Workforce Administration > Job Information > Add Employment Instance


  1. Enter the Empl ID, Empl Rcd Nbr, and National ID.
    NOTE: If Empl Rcd Nbr is left as the default value of "0", the system will automatically assign the employee the next valid Empl Rcd Nbr.
  2. Click Add Relationship
  3. Enter or confirm the following fields.
    1. Effective Date: The date the employee starts working at the concurrent job.
    2. Effective Sequence: Confirm the default of "0".
    3. Action: The field will automatically be populated with "Concurrent Hire".
    4. Reason
      NOTE: The Reason must be "EXS" for an extra service job.
    5. Position Number and NYS Position: Defaults to the regular Position Number. If necessary, update the NYS Position.
      NOTE: Position Number and NYS Position number will be the same, unless the employee is in an under-filled position.
  4. Continue to the Job Information page.
  5. Enter or confirm the following fields:
    1. Appointment Code: Confirm the default or select the Appointment Code for this employee.
      NOTE: If the employee is in an extra service position, the Appointment Code should be set to "N/A”
    2. Work Schedule: Confirm the default Work Schedule or enter the days the employee will work.
    3. Full/Part: If necessary, update the Full/Part field by selecting a value from the drop down list.
      NOTE: If the employee is in an extra service position, confirm the Full/Part is “Full”.
    4. Part-Time Pct: If necessary, type the percentage indicating the ratio of work time for the employee.
      NOTE: If the employee is in an extra service position, confirm the percentage is "1.0000".
  6. Continue to the Job Labor page.
  7. Enter the Benefit Flag value that is applicable for the employee's position.
    NOTE: If the employee is in an extra service position, confirm "9", indicating no coverage.
  8. Continue to the Payroll page.
  9. Enter or confirm the following fields:
    1. Tax Location Code: Confirm the default or enter the state and local tax jurisdiction for this position.
    2. FICA Status: If necessary update the employee’s FICA (Federal Insurance Contribution Act) Status as a participant in Social Security and Medicare, by selecting a value from the drop down list.
  10. Continue to the Salary Plan page.
  11. Enter or confirm the following fields, which are based on the attributes of the position:
    1. Salary Administration Plan
    2. Grade
    3. Grade Entry Date
  12. Continue to the Compensation page.
  13. Verify that the Comp Rate Code is correct.
  14. Review the following fields:
    1. Increment Code: Defaults to zero.
    2. FIS Amount: Defaults to zero.
    3. Anniversary Date: The field defaults to the effective date of the Concurrent Hire but is updated after the Job Action Request has been approved.
    4. Compensation Rate: The field is automatically populated after the Salary has been approved.
      NOTE: Salary is entered on the Job Action Requests page (see Entering Salary Data for a New Hire, Rehire or Concurrent Hire).
  15. Continue to the Employment Data page.
  16. Enter the desired information into the Mail Drop ID field.
    NOTE: Earnings Distribution page is not used during this process.
  17. Continue to the Benefit Program Participation page.
  18. Enter the following fields:
    1. Benefit Record Number: Change this field to match the Empl Rcd #.
    2. Eligible for Health Insurance Coverage: Select coverage.
      NOTE: Select N for Extra Service.
    3. Date Eligible: If N was selected in Eligible for Health Insurance Coverage, this field is grayed out. If Y was selected, enter the eligible date.
    4. Benefit Program Participation Details: Update to the Concurrent Hire effective date, the date on which the employee's benefit program becomes active.
    5. Benefit Program: Select the program for which the employee is eligible.
  19. Click the OK button.
  20. Various warning messages will be received:
    1. Pay Change Request warning: This is a reminder that you have to submit a Job Request. Click OK
    2. Compensation Frequency warning: Click OK.
    3. Primary Job warning: This is a reminder that an employee may have only one Primary Job. Click OK.


An employment instance has been added for the employee.