Employee Assignments
An Employee Assignment (EA) - a "position" - places one employee into a Personnel Requisition (PR) for a date range, at one or more sites, with a role. It's what lets that person log time and hold approval authority. This page covers creating one; its approval and lifecycle come next.
An assignment ties together the requisition (and its funding accounts), the employee, and the role they play. That's why it's the linchpin of routing: no assignment, no participation - a person can't log hours or receive anything to approve until one exists. For approvers, the assignment also carries the approval filters that decide which submissions reach them.
Field reference
* marks a required field.
| Field | Req. | Description & rules |
|---|---|---|
| Requisition * | Yes | The PR this position fills. Only PR-approved requisitions in the active fiscal year are selectable. |
| Employee * | Yes | The person being assigned. |
| Start / End date * | Yes | End must be on or after start, and both must fall within the requisition's dates. |
| Role * | Yes | What the person can do in this position. You can only choose roles you're allowed to create from a role you already hold. |
| Sites * | Yes | At least one. Every site must be one the requisition offers. A position can cover several sites (e.g. a substitute). |
| Not To Exceed ($) / (Hrs) | - | Optional caps; can't be negative. |
| Approval Filters | - | Shown only when the role can view work items. See Approval filters. |
Multi-site positions
A position can cover a set of sites, and this matters:
- Sites are pruned to the requisition's sites. You can't add a site the PR doesn't offer - it fails validation.
- Changing the requisition drops now-invalid sites. A single-site PR auto-fills its one site; a multi-site PR does not preselect, so you choose deliberately.
- No overlapping positions on a shared site. Two assignments for the same employee, requisition, and role can't have overlapping dates and share a site. Disjoint site sets are fine.
- Approvers get a filter per site. Saving an approver position with no filters seeds one Allow filter per site automatically.
Creating many at once Admin / champion
When you're standing up a site or a season, you don't have to create positions one by one:
- Bulk import a list of employees against a requisition, site, role, and date range - FiscFlow makes one assignment per person.
- Copy an assignment to other employees to clone a position across a group.
- Carry forward last year's positions into the new fiscal year (see Assignment approval & lifecycle).
Full detail on these tools is in Data import tools.
Assignment statuses, the review/approve/reject actions, auto-approval, when it locks, carrying it to a new year, and deletion - see Assignment approval & lifecycle.