Assigning Org Units without Allocations

How to assign default org types (department, division, and office location) to an employee without percent allocations.

Org Types and Org Units

Org types and org units allow you to organize your employees in specific ways for organizational and financial purposes. Org types are made up of org units. For example, within the org type Department, you might have the org units Marketing and Sales. For more information on creating your company’s org types and org units, visit our Org Types and Org Units guide.

 

This article contains information on assigning org units to employees. For information on assigning an employee to multiple org units with percent allocations—visit our Assigning Org Units (With Allocations) guide.

 

Permissions

The ability to view and edit your own or others’ org units is determined by your role and permissions—specifically, if you are assigned to a field group bundle with user see and user edit ability over the Department, Division, and Office Location fields. 
  Permissions are specific to each org type. For example, depending on your field group bundle setup, you might be able to see or edit only the Department org type. Or you could be allowed to view and edit all org types.

 

Assigning Org Units to an Employee

Org units are assigned to employees on the Org Units & Teams tab of their profile in HCM. Depending on your role and permissions, you may not be able to view or edit all org types.

• Note for multi-EIN clients: If an employee belongs to multiple payroll companies, each company’s default org types will display on the employee’s profile, and the employee can be assigned to different org units for each company.

Once assigned, org units will also appear on the employee’s profile. 

• You can change where the field displays on the employee’s profile from Company > Settings > Profile Fields by dragging and dropping it to your preferred location. However, you can’t rename the field. 

• Even though the org type field appears on the employee’s profile, it can only be edited on the Org Units page.

• If you'd like to make bulk changes to your Org Units, you can use our import tool in HRIS.

Important Notes on Org Unit Assignments

• End dates must be after or the same date as the start date.

• Org unit assignments can have start dates that are backdated or future-dated. If a new assignment is future-dated, any current active assignments will be automatically end-dated to prevent overlapping class assignments.

• Back-dated assignments can’t be saved without an end-date to prevent overlapping with the current assignment.

• You can have gaps in org unit assignments—for example, one assignment ending on December 1 and the next one beginning on February 1. If gaps are present, that org type’s corresponding demographic record in Payroll will be marked as Incomplete. Incomplete assignments won’t prevent the employee from being included in payroll.

How to Assign Org Units

To assign an org unit to an employee:

1. On the employee’s profile, click Org Units & Teams.

2. On the Org Units tab, click Manage next to the org type you want to assign.

3. Click Add Record.

4. Select a Start date.

5. Select an org unit (will differ depending on what org type you are assigning).

   • The org unit dropdown will be populated with any org units you have set up at the company level.

6. Click Save.

 

Deleting an Org Unit Assignment

To delete an org unit assignment:

1. Click the three dots next to the assignment.

2. Select Delete.

 

Assigning Custom Org Units

If you have created any custom org types at your company, they will not appear and cannot be assigned on an employee’s Org Units profile page. Instead, these would be assigned by selecting Edit on an employee's profile and then selecting the custom org unit from the drop-down menu. For more information on custom org units, visit our Org Types and Org Units guide.

Org Units in Payroll

Org unit assignments are optional unless the employee is assigned to a pay group in Payroll, in which case they must be assigned to at least one default org unit. If you are only assigning one org type, Namely recommends using Office Location for tax purposes.

If you add an employee to a pay group without assigning them to at least one org unit, they will appear on the Profile Status page with the missing field HCM Allocations. Click the link to be brought to their Org Units page and assign them to an org unit.
 

Payroll Demographics

Once an employee flows into payroll, any assigned org units will display on the Demographic tab of the employee's payroll profile. Any org types that were not assigned will have a value of Incomplete. Similarly, if there is a gap in an employee’s org type assignments, the corresponding demographic field will display as Incomplete. Incomplete assignments won’t prevent the employee from being included in payroll.

• Note: In Payroll, Office Location is referred to as Branch.

Org unit assignments are read-only in Payroll. To make changes to an employee’s org units, click the link to be taken to their Org Units page in HCM.

 

Assigning Org Units During Onboarding

As a best practice, Namely highly recommends assigning employees to their org units during onboarding. This allows you to capture all demographic data at once and immediately populate it on the employee’s profile, versus adding each assignment individually.

To assign org units during onboarding, you’ll need to have the required fields included in your onboarding templates. To learn how, visit our Onboarding Templates guide.
 

Org Units in Workflows

Org units can be included in workflows so that employees can request changes to their own or others’ assignments. If the org unit is the primary field of the workflow—ie: a field an employee has permission to request a change to—a Request Change link will display next to the field on the employee’s profile.

• Note: If an employee belongs to multiple active payroll companies, they can’t use any workflows that include org types (as either primary or secondary fields).

For more information on workflows, visit our Creating a Workflow guide.