Incumbents
An Incumbent Record stores the specific details of an employee who holds a given position, for example their actual hired date, qualifications and so on. All incumbents are linked to an actual employee who already exists within the payroll system, meaning the same details can be accessed through either the incumbent or through the employee file (F3 search).
An incumbent can be created at the same time as the position, or can be added later. If an employee leaves the company or moves to another position, the incumbent is finished and a new incumbent commenced. Similarly you can enter details of previous incumbents if you want to maintain a full history of the position’s incumbents.
To add an incumbent, the position under which you are creating the incumbent must be a reporting position and must not be redundant.
Adding an Incumbent:
- First create the position.
- Find the newly created position in the tree on the left, then click the
next to it to display the related position incumbent node. - Select the Position Incumbent node,
- Click on the Incumbents tab, then click on the Add New button.
The Position Incumbents screen will open. - The Details tab of the incumbent record is used to identify the incumbent. You will normally populate this screen by linking it to the existing employee record. If your organisation chart is comprised of multiple employing companies, you must be logged into the correct company to select the appropriate employee for the position.
- In Employee start typing the name and select the employee from the search results.
The Details tab will now be populated with the employee's information. - Complete the following details as required:
| Field | Explanation |
| Commenced | Enter the date the incumbent commenced in this position, which must be either the same or later than the position creation date. An entry will show on the planner on this date. The HR report position incumbents can be filtered by this value. |
| Finished | If the incumbent is being ceased from the role, enter the finished date here. This finishes the incumbent’s tenure in this position only; the employee remains current and can be commenced in another incumbency if required. The HR report position incumbents can be filtered by this value. This report can also be filtered on current or previous incumbents. Note that the incumbent finished date is unrelated to the employee termination date. |
| FTE | Enter the FTE for this incumbent. This value cannot be greater than the maximum FTE which has been set for the company. The HR report Position Incumbents can be filtered by this value. |
| Reports to | This will be automatically populated. |
| Payroll | All of the payroll information will be automatically populated. |
Multiple incumbents can be established in a reporting position where HR3people is in place. It will be necessary for the Administrator to change the workflow rule for employees reporting to one of these positions from "HRpack" to "Designated Approver" If