PeopleSoft Handbook
PAR Processing Version 2.2 July 2019
PeopleSoft
Copyright 2017, San Diego Unified School District. All rights reserved. This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without written permission of San Diego Unified School District, Integrated Technology Support Services (ITSS), 4100 Normal St, San Diego, CA 92103
PeopleSoft
PAR Processing Handbook • Page 1
Table of Contents Part 1: Overview ........................................................................................................................................... 3
About This Guide .................................................................................................................................... 4
Personnel Action Requests (PAR) ........................................................................................................... 5
Big Concept: Person, Position, and Job ............................................................................................ 6
One to One Position Management .................................................................................................. 7
Position Control Review Process & Workflow ................................................................................. 8
Security ................................................................................................................................................... 9
Department References ....................................................................................................................... 10
PAR Status ............................................................................................................................................ 11
PAR Approval Roles .............................................................................................................................. 12
FTE Conversion Chart ........................................................................................................................... 13
Special Comp Codes ............................................................................................................................. 14
Action/Reason Code ............................................................................................................................. 15
Part 2: Position PARS................................................................................................................................... 25
New Position PAR ................................................................................................................................. 26
Fill Vacancy PAR .................................................................................................................................... 31
Change Position Attributes PAR ........................................................................................................... 37
Part 3: Person PARS .................................................................................................................................... 43
Hire/Rehire PAR .................................................................................................................................... 44
Add Concurrent Job PAR ...................................................................................................................... 50
Assignment Change PAR ....................................................................................................................... 55
Add a Job Share .............................................................................................................................. 61
Salary Change PAR ................................................................................................................................ 64
Leave of Absence .................................................................................................................................. 68
Termination PAR ................................................................................................................................... 72
Part 4: Manage PARS .................................................................................................................................. 75
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PAR Processing Handbook • Page 2
Draft Status ........................................................................................................................................... 76
Save a PAR in Draft Status .............................................................................................................. 76
Complete a PAR in Draft status ...................................................................................................... 77
Cancel a PAR in Draft status ........................................................................................................... 79
Error Messaging .................................................................................................................................... 81
Search for a PAR ................................................................................................................................... 83
Approve a PAR ...................................................................................................................................... 87
Check PAR Status .................................................................................................................................. 89
Print a PAR ............................................................................................................................................ 91
Email Notifications ............................................................................................................................... 93
Part 5: Reports ............................................................................................................................................ 97
Allocation Status Report ....................................................................................................................... 98
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PAR Processing Handbook • Page 3
Part 1: Overview
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PAR Processing Handbook • Page 4
About This Guide This guide was created by the San Diego Unified School District’s Integrated Technology Department as a reference material for school and department staff responsible for creating Personnel Action Requests (PAR) for personnel or position actions by Human Resources to effect hourly and salaried employees, including but not limited to, creating, modifying, and researching PAR’s, research within these modules of PeopleSoft Human Capital Management (HCM). It is updated periodically by the San Diego Unified School District’s IT Training and Support Team.
The screenshots displayed in this handbook were captured in a training environment. Displayed Employee ID numbers, names, budget details and other information such as PAR numbers are fictitious to the best of our knowledge and should not be used outside the training setting.
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PAR Processing Handbook • Page 5
Personnel Action Requests (PAR) The Personnel Action Request (PAR) is to be used to request any personnel or position actions (i.e. changes in pay, supplements, promotions, demotions, data changes, etc.). School sites and departments use the PAR to notify Human Resources (HR) of actions affecting hourly and salaried employees and positions.
Most of the various PAR’s are created in a similar way. Once submitted by the site, PeopleSoft routes each request directly through designated approver routes, known as the Routing, Approvals, and Processing (RAP process), to review, approve, or input information. Approvals must be reviewed and approved in the order listed on the form before moving to the next approver. Depending on the request, approvals may route through site, Central Office / Department, and/or Executive Level approvers. Upon completion of the PAR, notification is sent to requesting site.
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PAR Processing Handbook • Page 6
Big Concept: Person, Position, and Job In PeopleSoft, hiring an Employee consists of 3 different records; Position, Person and Job.
Position
EMPTY CHAIR
Person
Job
PERSON SITTING IN CHAIR
A Position is like an empty chair. You assign a title and a set of responsibilities to that chair and any person who occupies the chair inherits those attributes. This means you can create the position (chair) before you have a person available to occupy it. It also means that if one person leaves you can fill that position with a replacement without having to redefine all of those attributes.
A few key aspects related to Positions are as follows:
• Job Title • Department • Location • Salary Grade • Standard Hours • FTE (Full Time
Equivalent) • Reports To (Supervisor)
A Person is not an employee until they are assigned to a Position. This record contains information that is specific to the individual, such as:
• Name • Date of birth • Social Security Number • Contact information • Employee ID
This collection of personal information is only attached to a person. This information sticks with the record regardless of what position(s) that person may hold or what “chair” they are seated at. A person can exist in PeopleSoft without being attached to a position and thus can be assigned to multiple positions and even multiple positions at different departments.
NOTE: All Personal Data/Workforce Monitoring screens may be viewed by any department where the individual has a Job Data record.
A Job is an employee assignment. This record is created when an employee is assigned to a Position, in other words, when a person occupies the chair. That Job may be assigned to a position but in addition, it has information unique to the employee such as salary step, step entry date, compensation rate, and multiple components of pay.
Once an employee is assigned to a Position, a Job Record is created and all criteria that is required to perform that specific job (such as being bilingual, a specific certification, etc.) is attached. Upon hire or transfer to a position, an employee’s Job Record inherits certain attributes of the Position such as:
• Pay Group • Compensation Rate
An incumbent is the person currently in the job.
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PAR Processing Handbook • Page 7
One to One Position Management Each salaried employee will have a separate position number. Each salaried position will have no more than one incumbent (with the exception of certificated job shares). The position number represents an approved amount of FTE assigned to a particular job title at a particular department and location, with particular funding source(s). Employees may move in and out of different positions as they transfer to other locations or promote to other job titles.
Position Management is available on particular PARs for salaried positions, Request to Fill Vacant Position, Add a Concurrent Job, Hire/Rehire, and Assignment Change. For specified PARs, the process begins when a position number is entered in the new Position(s) box. The system will populate position attributes such as job code, department, location, combination code and FTE, which shows the total FTE that has been allocated for the position.
Hourly positions are not affected by one-to-one position management. Multiple incumbents are permitted in hourly positions.
IMPORTANT! To prevent the PAR delays, follow the Reason for Overallocation procedures if the salaried position being requested is over allocated due to the FTE entered. You cannot save an over allocated PAR until the Over-alloc Emplid and the Reason for Overallocation (e.g. Overlap, Pending Assignment Change, Pending LOA, or Pending Termination) have been provided.
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PAR Processing Handbook • Page 8
Position Control Review Process & Workflow Position Control supports schools/departments by providing services to
• Fill vacancies
• Create new positions
• Change positions (increase / decrease position FTE)
• Verify funding and budget status
IMPORTANT! All Position requests are reviewed by the Position Review Committee.
The review process begins when the school or department submits a PAR. If the PAR is requested to staff a position (including filling budgeted vacancies) or change to FTE of a position, the PAR will be reviewed to validate that funding is available. Then it is forwarded to the Committee for a decision.
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PAR Processing Handbook • Page 9
Security Access to PAR’s must be requested and approved by the ITD Department. To request access as a PAR Requester or PAR Approver, submit the DWA Security Request. Staff can request access for themselves or others using the following steps:
1. Navigate to PeopleSoft HCM: https://dwa.sandi.net/hcm/signon.html.
2. Enter six-digit User ID (Employee ID) and DWA Password.
3. Click Sign In.
4. Click Human Resource tile.
The right panel of page will load the DWA Security Request page automatically.
5. Complete online form.
IMPORTANT! Make sure to add the correct PAR role_name to the request before you submit.
• For REQUESTER access choose the role name: ROLE_PAR_REQUESTER
• For APPROVER access choose the role name: ROLE_PAR_APPROVER
For detailed instructions on how to complete this request, see the How to Submit a DWA Security Request job aid. This job aid can be found: SDUSD Home Page> Staff tab > Technical Support/Help Desk > Self Help > PeopleSoft > How to Submit a DWA Security Request.
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PAR Processing Handbook • Page 10
Department References This handbook is designed to work in conjunction with existing documents published by San Diego Unified School District. Please continue to refer to policies and procedures outlined by district departments.
Helpful references for questions regarding:
• Budget Reports, FTE and Distribution %, and PAR Selection Financial Planning, Monitoring and Accountability: 619-725-5605 https://www.sandi.net/staff/financial-planning-monitoring-and-accountability/financial-planning-monitoring-and-accountability
• General PAR Information Human Resources: 619-725-8089 https://www.sandi.net/staff/human-resources/human-resources
• PAR Status Area HRO / Confidential Contact HRO Assignment by Site Department Service List
• Position Control Budget Development: 619-725-7770 https://www.sandi.net/staff/budget-development/position-control
• Administrative Procedures: o Fiscal Management
https://www.sandiegounified.org/node/485 o Personnel
https://www.sandiegounified.org/node/490
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PAR Processing Handbook • Page 11
PAR Status
PAR Status Description
Draft Status when an incomplete PAR is saved. Requestors may populate remaining required fields and save to move PAR to Initial Request status. Note: Only PAR’s in Draft status can be edited by Requester.
Initial Request When PAR is created by submitter but not yet approved by the administrator.
Submit for Approval PAR has been reviewed by Site Admin/ Dept. Head and is ready to be routed by HR.
Route for Approval PAR routed to one or more approver roles for review.
Route for Processing PAR routed to one or more processor roles to perform an action.
Complete All approvers have approved the PAR and all processors have marked the PAR “Worked”.
Cancel PAR is no longer active.
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PAR Processing Handbook • Page 12
PAR Approval Roles Human Resources Services
PAR Approvers Roles
SD_H_HR_ORIENTATION New employee processing / onboarding.
SD_H_HR_CLASSIFICATION Approves Classification and Classified Salary Placement.
SD_H_HR_PAR_ROUTER Routes PAR to Approvers and Processors.
SD_H_HR_PC_INPUT Enters/processes job data changes into PeopleSoft.
SD_H_HR_POS_N_MGMT Enters/processes position changes into PeopleSoft.
SD_H_HR_REEMPLOYMENT Reviews request to fill vacancy PARS for potential recall and return from leave of absences.
SD_H_HR_RECRUITING Upon approval, initiates the recruitment and establishes candidate eligibility list.
Position Control / Finance Division
Division Approvers Role
SD_H_HR_BUDGET Review, verify and approve funding
SD_H_FIN_POSN_CNTRL Submits request to Executive Committee Review
Verify and approves/activates New Position Change Attributes PARS
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PAR Processing Handbook • Page 13
FTE Conversion Chart Position Management uses Standard Hours to calculate the FTE for a Salary Position. When used with PAR’s, this chart can help ensure the employee is paid correctly.
To enter or update FTE, input the Standard Hours and the system will automatically calculate FTE.
The table below provides a conversion between FTE and Standard Hours.
STANDARD HOURS FTE 0.25 0.0313 0.5 0.0625 1 0.1250
1.5 0.1875 2 0.2500
2.5 0.3125 3 0.3750
3.5 0.4375 4 0.5000
4.5 0.5625 5 0.6250
5.5 0.6875 6 0.7500
6.5 0.8125 7 0.8750
7.5 0.9375 8 1.0000
How to calculate FTE and/or Standard Hours smaller than minimums shown above:
• FTE - Standard Hours per week divided by 40 hours equals FTE
• Standard Hours - FTE multiplied by 40 hours equals Standard Hours
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PAR Processing Handbook • Page 14
Special Comp Codes …Coming Soon
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PAR Processing Handbook • Page 15
Action/Reason Code PeopleSoft requires that an action and reason code be entered for each personnel action being recorded or processed. Staff members who need assistance with choosing the correct Action or Reason code based upon the specific employee circumstance may contact HR at (619) 725-8089.
The table on the following pages lists the district’s Action and Reason Code descriptions and appropriate use by PAR type.
ADD CONCURRENT JOB PAR
Action Code
Action Description
Reason Code
Reason Description When to Use
ADL Additional Job ADL Additional Job Use to add additional job to an employee
FPO For Payment Only Use when need to pay an employee and then
HRP Short-term Project Use for a short-term project assignment
HRR Sub for Vacant Position
Use when employee is covering a vacancy
HRS Sub for Absent Employee
Use when employee is covering for an absent employee
SSI Summer School/Intersession
HR Use Only
TIH Temporary Increase Hrs.
Use to temporarily increase an employee’s hours
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PAR Processing Handbook • Page 16
ASSIGNMENT CHANGE PAR
Action Code
Action Description
Reason Code Reason Description When to Use
DTA Data Change
CAI Correct/Update Assignment Info
Use to correct a mistake in an employee’s Job Data
CDP Correction-Department
Use to correct an employee's department (usually used after a position has been updated)
CEC Correct Earnings Code Use to correct an employee's earning information (usually used after a position has been updated)
CED Correction Effective Date
Use to correct the effective date on an employee's Job Data
CFT Correction-FTE Use to correct the FTE on an employee's Job Data
CJC Correction-Job Code Use to correct the Job Code on an employee’s Job Data
DCF Decrease Certificated FTE
To decrease a Certificated employee's FTE while remaining in the same job code and location
DCL Decrease Classified FTE
To decrease a Classified employee's FTE while remaining in the same job code and location
ETI End TOC/Temp Increase Hrs.
Use to end an employee's TOC or Temporary Increase in Hours early
FTE FTE Change Use to Change/Update an employee's FTE. Please see Increase/Decrease Certificated/Classified FTE
ICL Increase Classified FTE Use to increase a Classified employee's FTE while remaining in the same job code and location
JSN Returning/New Job Share
Use to create a New/Returning Job Share
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PAR Processing Handbook • Page 17
ASSIGNMENT CHANGE PAR (cont’d)
Action Code
Action Description
Reason Code Reason Description When to Use
DTA Data Change
LOC Location Correction Use to correct the Location on an employee’s Job Data
PDU Position Data Update Use to update something within a position
RCC Renew Certificated Contract
Use to renew certificated contract
RES Remove Excess Status HR Use Only
TLC Update Time and Labor Calendar
Use to change a work year calendar
ULD Update Location or Dept.
Use to change a location or department
DEM Demotion REL Relinquish Rank HR Use Only
USP Unsatisfactory Performance
Use to demote employee due to unsatisfactory performance
VOL Voluntary Demotion Use to demote employee due for voluntary reasons. Voluntary Reduction form must be signed.
JED Earnings Distribution Change
ACC Account Code Change HR Use Only
PRO Promotion ACT Acting HR Use Only
APR Auto Promo Rule Used to auto promote employees in certain job classes
APT Appointment Use for board appointment
INT Interim Used for a temporary appointment by the board
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PAR Processing Handbook • Page 18
ASSIGNMENT CHANGE PAR (cont’d)
Action Code
Action Description
Reason Code Reason Description When to Use
PRO Promotion PRO Promotion Use to promote a monthly employee to a higher job class
TOC Promotion/Temporary TOC
Use to place an employee in a higher class temporarily
RFL Return From Leave
RFL Return From Leave Use to return and employee from LOA (must be approved by HR)
XFR Transfer ASC Assignment Change Use to transfer / assign employee to a lateral assignment
CLT Certificated to Classified
Use to move a certificated employee to a classified position
CTC Classified to Cert Contract
Use to move a classified employee to a certificated position
EER Employee Request Use to transfer employee that has applied for a Transfer Request
HTM Hourly to Monthly Use to hire an hourly employee into a monthly position
PBD Transfer Post and Bid HR Use Only
SSI Summer/Intersession HR Use Only
STH Salary to Hourly Use to move a monthly employee into an hourly position
TOC Temporary Out of Class
Use to place an employee in a temporary assignment
VTT Visiting Teacher to Reg Tcher
Use to move Visiting Teacher to a Regular Teacher Assignment
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PAR Processing Handbook • Page 19
ASSIGNMENT CHANGE PAR (cont’d)
Action Code
Action Description
Reason Code Reason Description When to Use
XFR Transfer XFR Transfer Use to move an employee to another department/ location in same job class
YTT Year-Round to Traditional
Use to change an employee’s work year schedule from year round to traditional
CHANGE AGTTRIBUTES PAR
Action Code
Action Description
Reason Code Reason Description When to Use
POS Position Change
ACC Account Code Change Use to change budget strings on a position
DCF Decrease Certificated FTE Use to decrease FTE on a certificated position
DCL Decrease Classified FTE Use to decrease FTE on a classified position
ICF Increase Certificated FTE Use to increase FTE on a certificated position
ICL Increase Classified FTE Use to increase FTE on a classified position
TTL Title Change Use to change the title on a vacant position
UPD Position Data Update Use to update an attribute on a position
URT Update Report To Use to update the supervisor/ manager the position reports to
XFR Transfer Used to move an employee to another location or job classification
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PAR Processing Handbook • Page 20
HIRE/REHIRE
Action Code
Action Description
Reason Code Reason Description When to Use
HIR Hire FPO For Payment Only HR Use Only
HRR Sub for Vacant Position Used for a TOC in a vacant position
HRS Sub for Absent Employee Used for a TOC when an employee is absent
NHI New Hire Use to hire a new employee to the district
SSI Summer/Intersession Not used
REH Rehire FPO For Payment Only HR Use Only
INT Internal Recruitment HR Use Only
RCC Renew Certificated Contact
Use to renew a certificated contract for an employee
LEAVE OF ABSENCE PAR
Action Code
Action Description
Reason Code Reason Description When to Use
LOA Leave of Absence
PRP Pending Retirement Paperwork
To put an employee on a LOA before the paperwork is available
RES Restricted (Unpaid to 1 year)
HR Use Only
RHR Pending Leave – Rehired Retiree
To put an employee on a LOA before the paperwork is available
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PAR Processing Handbook • Page 21
SALARY CHANGE PAR
Action Code
Action Description
Reason Code Reason Description When to Use
PAY Pay Rate Change
FPO For Payment Only HR Use Only
TOC Temporary Out of Class Use to create additional pay component due to temporary out of class assignment
TERMINATION PAR
Action Code
Action Description
Reason Code Reason Description When to Use
RET Retirement ERT Early Retirement HR Use Only
PRP Pending Retirement Paperwork
Use to retire employee pending receipt of official paperwork
RMT Normal Retirement Use to create employee retirement
TER Termination DEA Death Use to terminate due to employee death
DFC Dismissal for Cause Use to terminate for dismissal for cause
DIS Dishonesty Use to terminate due to dishonesty
EAW Expired Authorization to Work
Use to terminate due to an expired work authorization
ECC End Charter Contract Use to end contract of Charter Employee
EDO Employee Declined Contract/Ofr
Use to terminate due to employee declining contract/offer
ELI Elimination of Position Use to terminate due to position elimination
EOA End of Assignment Use to end an hourly or short term assignment
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PAR Processing Handbook • Page 22
TERMINATION PAR (cont’d)
Action Code
Action Description
Reason Code Reason Description When to Use
TER Termination FPO For Payment Only HR Use Only
FRW I-Failed to Report to Work
Use to terminate due to failure to report to work
HEA Health Reasons Use to terminate due to health reasons
HMR Home/Family Responsibilities
Use to terminate due to familial reasons
INT Insubordination Use to terminate due to insubordination
JOB Job Abandonment Use to terminate due to job abandonment
LVE Exhausted/Fail to Return from LOA
HR Use Only
LVE Exhausted/Fail to Return LOA
HR Use Only
MIS Misstatement on Application
HR Use Only
MOR Move to other record HR Use Only
OTE V-Resignation-Other Employment
Use to terminate due to resignation of other position outside of the district
OTP Resignation-Other Position
Use to terminate due to resignation of other position outside of the district
PDI Purge Due to Inactivity
HR Use Only
PER Personal Reasons Use to terminate employee for personal reasons
PGO Professional Growth Opportunity
Use to terminate due to professional growth opportunity
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PAR Processing Handbook • Page 23
TERMINATION PAR (cont’d)
Action Code
Action Description
Reason Code Reason Description When to Use
TER Termination POP Pending Official Paperwork
Use to terminate official paperwork has not been received yet
RED Staff Reduction HR Use Only
REL Relocation Use to terminate due to employee relocation
RES Resignation Use to terminate due to employee resignation
RIP Released in Prob Status
HR Use Only
RNR Resigned in Lieu on Non-Re-elect
HR Use Only
TBE TB Expired HR Use Only
TPO Resignation – Teacher Position
Use to terminate when employee is resigning from teacher position outside of the district
UNS Unsatisfactory Performance
Use to terminate due to unsatisfactory performance
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PAR Processing Handbook • Page 24
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PAR Processing Handbook • Page 25
Part 2: Position PARS
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PAR Processing Handbook • Page 26
New Position PAR This PAR is used to request a brand new salaried or hourly position that is not presently assigned to the department. This PAR will be routed to the HR department for the creation of the new Position Number in PeopleSoft, then to Budget department (Budget Analyst) for funding approval.
Run the Allocations Status Report to help identify any additional positions needed, as it shows your department’s positions and FTE allocations.
How to Request a New Position PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value
4. Select Position-Request New from PAR Type drop-down menu.
5. Click Add.
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PAR Processing Handbook • Page 27
6. Complete the PAR page (Note: Asterisk * indicates a required field).
PAR Header
Field Explanation
*Empl Group Select Classified, Certificated or management option of new position.
*Empl Dept Enter the 4 digit department number of the receiving site. If unknown, use search feature.
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person at site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name and extension, if applicable.
Site Fax Enter site fax number, if necessary.
PAR Body
Field Explanation
Effective Date Enter date this position should take effect.
Job Code Enter job code for position. If unknown, use search feature.
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PAR Processing Handbook • Page 28
Field Explanation
Department Enter the 4 digit department code. If unknown, use the search feature.
Location Enter the location number (4 digit +A) of time reporting (receiving) location. If unknown, use the search feature.
Position Type Select Salaried or Hourly from drop-down menu.
FTE Enter Full Time equivalency number. For FTE equivalency, see FTE Conversion Chart on page 13.
Months Worked Select the correct months worked for position from drop-down menu.
School/Site Department Select the calendar type of site/ department from drop-down menu.
Summer Intersession Select option from drop-down, if applicable. If not applicable, leave blank.
Special Comp Required? Check box if special compensation is required.
Temporary Check if position is temporary.
Temp Date If temporary box is checked, enter date of position.
Additional Assignment Details
Enter additional assignment details that may help HR/ Budget create the new position. Details should include information such as grade level, subject (if certificated), or language and (if classified).
Combination Code Enter the combination code to fund this position. If combination code is unknown, leave blank.
Note: If position is funded by multiple budgets, click Add button (+) to add additional rows then add combination codes.
Distribution Percent Enter the Percentage of Distribution for each Combination Code selected (e.g., enter 100.00 for 100%, 50.00 for 50%, and so forth).
Note: If the Combination Code is blank, leave this field blank.
When the PAR is saved, the Distribution Percentage must be equal to 100 total. If not, the system will display an error message.
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PAR Processing Handbook • Page 29
Field Explanation
Add a New Comment Enter detailed description of the duties to be performed. Include notes about this transaction that cannot be expressed in any fields. Click Add. This field is REQUIRED.
If missing, PAR will not be classified, and will be delayed until information is received.
7. Click Save.
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When saved, the PAR ID and Submit Date/Time are populated in the PAR Header. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for Routing, Approval and Processing.
IMPORTANT! Track the progress of this PAR. When the new position number has been assigned, the site must submit the NEXT APPROPRATE PAR (e.g., Request to Fill Vacant Position, Hire/Rehire, Assignment Change, Add Concurrent Job, etc.).
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PAR Processing Handbook • Page 31
Fill Vacancy PAR This PAR is used to request recruitment assistance for salaried vacancies (classified and certificated) or hourly vacancies (certificated only). HR will send an eligibility list back to the site.
IMPORTANT! The actual selection of a person to fill the vacant position is NOT to be included on this form. The site must complete and submit the appropriate PERSON PAR once the chosen candidate has been selected.
How to Request a Fill Vacancy PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value
4. Select Position – Fill Vacancy from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
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PAR Processing Handbook • Page 32
PAR Header
Field Explanation
PAR Source ID Enter the corresponding Request New Position PAR ID # for this assignment change. Click Get Source PAR. IMPORTANT! The Source PAR must in “Route for Processing” or “Complete” status.
• If the Source PAR (Request for New Position) contains more than one position, only the first position will be populated on the Fill Vacancy PAR.
• The header and position information of the Source PAR ID # entered will automatically populate information into the remaining fields. Edit the fields if needed.
• If the PAR type is other than the allowed Source PAR type is indicated, only the header information will be copied over. No position information will populate.
*Empl Group Select Classified, Certificated or management from drop-down menu.
Note: If “Certificated” is selected, Gr/Lvl/Subject and Subject Area 1 fields are required.
*Empl Dept Enter the 4 digit department number of the receiving site. If unknown, use search feature.
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
*Site Fax Enter site fax number. (Required for this PAR).
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PAR Processing Handbook • Page 33
Vacancy Information
Field Explanation
Effective Date Enter date the position will be vacant. May use today’s date if there is no incumbent.
Position Enter the position number. If unknown use the search feature. Note: Position Number must be on the Allocation Status Report or active as of the effective date on the PAR.
FTE Enter the Full-Time equivalency number. For FTE equivalency, see FTE Conversion Chart on page 13.
Work Year Select work year from drop-down menu.
Previous Incumb Only required when replacing an employee.
Enter the Empl ID of employee who previously held the position. If unknown, use search feature.
Over-Alloc Emplid Only required if position is over allocated.
Enter Empl ID of employee vacating the position. For a list of employees currently in this position, click Employees in Position tab.
Reason for Overallocation
Only required if position is over allocated. Select the reason the position will be temporarily over allocated from drop- down menu.
Gr Lvl/Subject and Subject Area 1
Only for Certificated positions. Select appropriate subject information from drop down menu.
Note: Both are required when “Certificated” is selected in Empl Grp to ensure appropriately qualified certificated employee staffing needs are met.
Additional Assignment Details
Enter additional assignment details that may help Human Resources when filling the position. For example,
• If certificated, include GATE, Certificate Preferred, Bilingual Spanish Required, Female Physical Education Teacher, etc.
• If classified, include language details.
Enter description of duties for new Classified Position
Only for Classified positions. Enter description of duties that may help Human Resources when filling the vacant position.
Differential/Spec Comp Info
Enter special compensation rate code, if person qualifies for eligible differential, such as bilingual shift, certificated special comps, or stipends.
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PAR Processing Handbook • Page 34
Field Explanation
Add a New Comment Enter comments. Click Add.
Note: If over allocated, indicate the PAR ID created to move the incumbent.
7. Click Save.
Fill Vacancy PAR Body for Classified Example
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PAR Processing Handbook • Page 35
Fill Vacancy PAR Body for Certificated Example
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PAR Processing Handbook • Page 36
The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for the RAP process.
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PAR Processing Handbook • Page 37
Change Position Attributes PAR This PAR is used to:
• Increase the FTE of an existing position.
• Decrease the FTE of an existing position only when moving the FTE to another position. There must be a “net-zero” impact on total FTE for this site. Please describe changes in PAR Comments. A decrease to a classified position that is not balanced by moving the FTE to another position must be approved by Board action.
• Request reclassification of an existing, vacant position. Describe duties to be performed in Additional Assignment Details.
• Change the funding and/or distribution percentage of an existing position.
• Change the location and/or department of an existing position.
• Change the "Reports to" position number of an existing position.
Run the Allocations Status Report to help identify over allocated positions that may require attribute changes.
IMPORTANT! This PAR will update the employee’s assignment information for changes to salaried positions. The Assignment Change PAR is no longer necessary. If this is not your intention, please indicate so in the PAR Comments field.
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How to Request a Change Position Attributes PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value.
4. Select Position – Change Position Attributes from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
PAR Header
Field Explanation
*Empl Group Select Classified, Certificated or management option from drop-down menu.
*Empl Dept Enter the 4 digit department number of the requesting site.
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Field Explanation
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
Site Fax Enter site fax number.
Current Position Info
Field Explanation
Position Enter Position Number to be changed. If unknown, click search feature.
Note: Position fields populate based upon the position number entered (e.g. Dept ID, Location, Job Code, FTE, and Combination Code). Information in these fields cannot be changed.
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New Information
Field Explanation
Effective Date Enter the date this change should take effect.
FTE Enter the new Full-Time equivalency number, if applicable. For FTE equivalency, see FTE Conversion Chart on page 13.
Action Select valid action from drop-down menu.
Reason Enter valid reason code. If unknown, use search feature.
Dept Enter the 4 digit department code.
Location Enter location number (four digit + A) of time reporting location.
Job Code Enter job code for corresponding position. If unknown, use search feature.
Months Worked Select the correct months worked for position from drop-down menu.
Position Type Select Salaried or Hourly from drop-down menu.
Reports To Select position number of supervisor or administrator this position reports to from drop-down menu.
Additional Assignment Details
Enter additional assignment details that may help HR/ Budget create the new position including description of duties to be performed or FTE. REQUIRED!
Combination Code Enter the combination code to fund this position. If position is funded by multiple budgets (split funded) click the Add (+) to add additional rows.
If Combination Code is unknown, leave this field blank.
Distribution Percentage
Enter the Percentage of Distribution for each Combination Code (e.g., enter 100.00 for 100%, 50.00 for 50%, and so forth).
Note: If Combination Code is blank, leave this field blank.
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7. Click Save.
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When saved, the PAR ID and Submit Date/Time are populated in the PAR Header. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for Routing, Approval and Processing.
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Part 3: Person PARS
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Hire/Rehire PAR This PAR is used to hire or rehire someone into an hourly or salaried position.
IMPORTANT! Always verify district employment by providing the SSN of the new hire/ rehire employee first. The system will alert you if it detects the employee is active. If an error message displays, use different PAR (e.g. Assignment Change, or Add Concurrent) with applicable action/reason codes.
How to submit a Hire/Rehire PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value
4. Select EE-Hire/Rehire from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
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PAR Header
Field Explanation
PAR Source ID Enter the corresponding Fill Vacancy PAR ID # for this assignment change. Click Get Source PAR. IMPORTANT! The Source PAR must in “Route for Processing” or “Complete” status.
• If the Source PAR (Fill Vacancy) contains more than one position, only the first position will be populated on the Fill Vacancy PAR.
• The header and position information of the Source PAR ID # entered will automatically populate information into the remaining fields. Edit the fields if needed.
• If the PAR type is other than the allowed Source PAR type is indicated, only the header information will be copied over. No position information will populate.
*Empl Group Select Classified, Certificated or management from drop-down menu.
Note: If “Certificated” is selected, Gr/Lvl/Subject and Subject Area 1 fields are required.
*Empl Dept Enter the 4 digit department number of the receiving site. If unknown, use search feature.
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
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PAR Body
Field Explanation
Effective Date Enter date this position is to take effect. IMPORTANT! Employees cannot start work before fingerprint clearance. This date may be subject to change, depending on fingerprint clearance.
Action Select a valid action from the drop-down menu
Hire means to hire someone with no previous district employment.
Rehire means to hire someone with previous district employment.
Reason Click the search feature to select a valid reason.
TOC Click if employee will be working Temporary Out of Class
Temp Assign End Date Enter end date for temporary assignment. (Required for hourly assignments).
Reason for Hourly/TOC Assignment
Select a reason for temporary assignment from drop-down menu. (Required for hourly or TOC assignments).
Rehire
Field Explanation
EmplID Enter Employee ID of rehired employee. Leave blank if new hire. IMPORTANT! The system will populate the EmplID field if an EmpliID exists for the social security number entered the in New Hire section.
New Hire
Field Explanation
Name Enter full name of employee. Required if Rehire EmplID is blank.
SSN Enter Social Security Number. IMPORTANT! If an EmplID exists for the social security number the system will populate the EmplID in the Rehire EmplID field.
Address Enter address of employee.
Phone Enter phone number (no dashes).
Email Enter email address of employee. IMPORTANT! Do not leave blank.
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Position / Employee Information
Field Explanation
Job Share Check box if this is a job share position.
Job Share EmplID Enter the Employee ID of person who will job share this position, when applicable.
Enter Position(s) and FTE(s)
Field Explanation
Position Enter the position number (Position number must be on the Allocation Status Report or active as of the Effective Date on the PAR).
FTE Enter the Full-Time Equivalency number.
Calendar TL: (Required if FTE > 0.0). For a salaried position, use the search feature to select the appropriate pay calendar. Hourly employees do not have a pay calendar.
Over-alloc EmplID: (Required if position is over allocated). Enter the Employee ID of the employee that is vacating the position. For a list of employees currently in this position. Click the Employees in Position tab at the top of the PAR.
Reason for Overallocation
(Required if position is over allocated). Select the reason the position will be temporarily over allocated.
Differential/ Special Compensation Information
Field Explanation
Differential/Spec Comp Info
Click search feature to select for compensation rate code if person qualifies for a pay differential, such as bilingual shift, certificated special comps, or stipends.
Add a new comment
Field Explanation
Add a New Comment REQUIRED. Enter general duties to be performed and additional information such as to support an hourly assignment with the reason, length of time, and duties. Click Save.
Note: If Over allocated, indicate the PAR ID created to move the incumbent.
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7. Click Save.
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The PAR will display. Notice the PAR ID and Submit Date/Time have been populated in PAR Header. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for the RAP process.
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Add Concurrent Job PAR This PAR is used to add additional hourly or salaried assignment for an existing employee. For hourly or short period assignments provide reason for assignment and general duties to be performed in the Add a new Comment section.
IMPORTANT! This PAR cannot be used to add a salaried assignment to an existing hourly employee. If going from hourly to monthly, please use the Assignment Change PAR with applicable action/ reason code.
How to Submit an Add Concurrent Job PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value
4. Select EE-Add Concurrent Job from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
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PAR Header
Field Explanation
PAR Source ID Enter the corresponding Fill Vacancy PAR ID # for this assignment change. Click Get Source PAR. IMPORTANT! The Source PAR must in “Route for Processing” or “Complete” status.
• If the Source PAR (Fill Vacancy) contains more than one position, only the first position will be populated on the Fill Vacancy PAR.
• The header and position information of the Source PAR ID # entered will automatically populate information into the remaining fields. Edit the fields if needed.
• If the PAR type is other than the allowed Source PAR type is indicated, only the header information will be copied over. No position information will populate.
*Empl Group Select Classified, Certificated or management from drop-down menu.
*Empl Dept Enter the 4 digit department number of the requesting site. If unknown, use search feature.
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
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Field Explanation
Effective Date Enter the date the concurrent job should take effect.
EmplID Enter the Employee ID of the person who will hold the concurrent job.
Action Select Additional Job from drop down menu.
Reason Click the search feature to select a valid reason.
Temp Assign End Date Enter end date for temporary assignment. Required for hourly assignments.
Reason for Hourly/TOC Assignment
Select appropriate reason from drop-down menu.
New Position Information
Field Explanation
Position Enter the position number. If unknown, use the search feature. Note: Position Number must either be on the Allocation Status Report or Active as of the effective date on PAR.
FTE Enter the Full-Time Equivalency number for the position.
Over-alloc Emplid (Required if position is over allocated). Enter the Employee ID of the employee vacating the position. If unknown, click the Employees in Position tab at the top of the PAR.
Reason for Overallocation
(Required if position is over allocated).Select the reason the position will be temporarily over allocated.
Job Share Check if this is a job share position.
Job Share EmplID Enter the Employee ID of person who will job share this position, if applicable.
TL Calendar: Use search feature to select for appropriate pay calendar for salaried employees only. Required if FTE > 0.0.
Differential / Special Compensation Info
Field Explanation
Differential/Spec Comp Info
Click search feature to select for compensation rate code if person qualifies for a pay differential.
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Add a New Comment
Field Explanation
Add a New Comment Enter general duties to be performed and additional information such as to support an hourly assignment with the reason, length of time, and duties. REQUIRED.
Note: If Over allocated, indicate the PAR ID created to move the incumbent.
6. Click Save.
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The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for the RAP process.
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Assignment Change PAR This PAR is used to update the employee's assignment information only. Use this PAR to do the following:
• Transfer or promote an existing employee into a different department, location or job class.
• Promote an employee temporarily (full-range TOC).
• Extend an hourly short-term assignment.
• Increase the FTE of an employee's assignment at the site if the total does not exceed the position FTE and if not changing the position.
• Notify HR of a voluntary demotion to a different classification. The employee must sign and submit the appropriate paperwork to HR for official approval of the request for voluntary demotion.
• Notify HR of a voluntary reduction in hours. The employee must sign and submit the appropriate Request for Voluntary Reduction form to HR for official approval of the request for voluntary reduction.
• Return an employee from an unpaid Leave of Absence.
IMPORTANT! The positions' allocation will remain at the original FTE and work year; only the employee's assignment will be changed.
If your intention is to change the FTE or any other attribute of a position, submit a Change Position Attributes PAR instead and then both the position and the incumbent employee's information will be updated.
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How to submit an Assignment Change PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value.
4. Select EE-Assignment Change from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
PAR Header
Field Explanation
PAR Source ID Enter the corresponding Fill Vacancy PAR ID # for this assignment change. Click Get Source PAR. IMPORTANT! The Source PAR must in “Route for Processing” or “Complete” status.
• If the Source PAR (Fill Vacancy) contains more than one position, only the first position will be populated on the Fill Vacancy PAR.
• The header and position information of the Source PAR ID # entered will automatically populate information into the remaining fields. Edit the fields if needed.
• If the PAR type is other than the allowed Source PAR type is indicated, only the header information will be copied over. No position information will populate.
*Empl Group Select Classified, Certificated or management from drop-down menu.
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Field Explanation
*Empl Dept Enter the 4 digit department number of the requesting site. If unknown, use search feature.
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
Position
Field Explanation
Effective Date Enter the date the assignment change should take effect
EmplID Enter the Employee ID of the person who will have the assignment change.
Action Select a valid action from the drop-down menu.
Reason Click the search feature to select a valid reason.
TOC Check if the Assignment Change is Temporary Out of Class.
Temp Assign End Date Enter end date for temporary assignment. (Required for hourly assignments and TOCs).
Reason for Hourly/TOC Assignment
Select a reason for temporary assignment from drop-down menu. (Required for hourly or TOC assignments).
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Current and Future Position(s)
Field Explanation
Position Check box of employee’s current or future positions that will be changed or replaced by this PAR. At least one must be checked
Enter New Information
Field Explanation
Job Share Check if this is a job share position
Job Share EmplID Enter the Employee ID of person who will job share this position, if applicable.
Position Enter the position number. (Position number must be on the Allocation Status Report or active as of the Effective Date on the PAR
FTE Enter the Full-Time Equivalency number
TL Calendar (Required if FTE > 0.0). For a salaried position, use the search feature to select the appropriate pay calendar.
Note: Hourly employees do not have a pay calendar.
Over-alloc EmplID Required if position is over allocated. Enter the Employee ID of the employee that is vacating the position. For a list of employees currently in this position. Click the Employees in Position tab at the top of the PAR.
Reason for Overallocation
Required if position is over allocated. Select the reason that the position will be temporarily over allocated.
Differential / Spec Comp Info
Click search feature to select for compensation rate code if person qualifies for a pay differential, such as bilingual shift, certificated special comps, or stipends. Click the (+) button to add more than one.
Add a new comment Enter general duties to be performed and additional information such as to support an hourly assignment with the reason, length of time, and duties. REQUIRED. Click Add.
Note: If over allocated, indicate the PAR ID created to move the incumbent.
7. Click Save.
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The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for the RAP process.
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Add a Job Share IMPORTANT! Create a Job Share every year, even if the Job Share remains the same. You will create a PAR for each person in the Job Share. Once complete, send PAR numbers to HR, Shannon Bossard [email protected].
Information needed to create Assignment Change PAR for Job Share:
• Employee ID numbers for each Job Share employee • Position number • FTE for each employee for the following year • Employee calendar for the following year
How to submit an Assignment Change PAR for Job Share
1. Complete the PAR header using the information below:
Field Explanation
*Empl Group Select Certificated from drop down menu.
*Empl Dept Enter the 4 digit department number of the requesting site. If unknown, use search feature.
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
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2. Complete PAR Body using the information below:
Field Explanation
Effective Date Enter the date the assignment change should take effect
Empl ID Enter the Employee ID of the person who will have the assignment change.
Action Select a valid action from the drop-down menu.
Reason Click the search feature to select a valid reason.
TOC Check if the Assignment Change is Temporary Out of Class, if applicable.
Temp Assign End Date Enter end date for temporary assignment or TOC, if applicable. (Required for hourly assignments).
Reason for Hourly/TOC Assignment
Select a reason for temporary assignment from drop-down menu if applicable. (Required for hourly or TOC assignments)
Current and Future Positions section will display all positions held by employee provided in Empl ID. Results will vary by employee.
3. IMPORTANT! Select check box of appropriate position (job record).
4. In the New Information section, enter information about the Job Share Partner.
• Check Job Share
• Enter Employee ID of job share partner in Job Share Emplid.
5. Complete Enter Position(s) and FTE(s) section as described below:
Field Explanation
Position Enter position number for the job share.
FTE Enter the FTE for the person you created the PAR for (Empl ID at the top of the PAR).
TL Calendar Enter the calendar the employee will follow, if unknown use search feature. Note: If the calendar cannot be found, pick the calendar closest to the new assignment and add notes about the specific days to work in the Comment section.
Over-alloc Emplid Enter the Empl ID of the incumbent. (Required to save PAR successfully).
Reason for Overallocation
Select Pending Assignment Change from drop down menu.
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5. Enter information in Add a new comment. IMPORTANT! Include the Job Share partner name, EmplID, and corresponding PAR number.
6. Click Save.
7. Repeat steps 1-7 to create another Assignment PAR for job share partner.
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Salary Change PAR This PAR is used for the following reasons:
• To request that a multiple component of pay (such as bilingual) be added or removed from an existing employee.
• To request a 5% Temporary Out of Class (TOC) be added or removed from an existing salaried employee taking on additional higher-level duties for a short period of time.
How to submit a Salary Change PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value.
4. Select EE-Salary Change from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
PAR Header
Field Explanation
*Empl Group Select Classified, Certificated or management from drop-down menu.
*Empl Dept Enter the 4 digit department number of the requesting site. If unknown, use search feature.
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Field Explanation
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
PAR Body
Field Explanation
Effective Date Enter the date the salary change takes effect.
EmplID Enter the Employee ID of to receive salary change. If unknown use the search feature.
Action Select Pay Rate Change drop-down menu.
Reason Click the search feature to select a valid reason.
Temp Assign End Date Enter the end date for the Salary Change, if TOC.
Select Employee Job to Apply Salary Change
Field Explanation
Rcd# Check the box next to the job to which the salary change applies.
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Differential/ Spec Comp Info
Field Explanation
Differential / Spec Comp Info
Click search feature to select for compensation rate code if person qualifies for a pay differential, such as bilingual shift, certificated special comps, or stipends. Click the (+) button to add more than one.
Add a New Comment
Field Explanation
Add a new comment (REQUIRED) Enter additional information such as to support request, include whether adding or removing pay components, reason, and/ or length of time.
Review all of the data entered.
6. Click Save.
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The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for Routing, Approval, and Processing.
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Leave of Absence This PAR is used to request or indicate an employee’s intent to take an unpaid Leave of Absence (LOA). HR will instruct site when to submit Assignment Change PAR to return employee from an unpaid LOA.
IMPORTANT! The employee must submit the Leave of Absence Request Form to Human Resources in order to seek official approval.
How to Submit a Leave of Absence PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value.
4. Select EE-LOA from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
PAR Header
Field Explanation
*Empl Group Select Classified, Certificated or management from drop-down menu.
*Empl Dept Enter the 4 digit department number of the requesting site. If unknown, use search feature.
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
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Field Explanation
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
PAR Body
Field Explanation
Request Date Enter the date the LOA action is requested. (May use today’s date).
EmplID Enter the Employee ID of the person requesting the LOA. If unknown use the search feature.
Action Select the valid action from the drop-down menu.
Reason Click the search feature to select a valid reason.
Actual LOA Start Date: Enter date if known. HR may edit.
Expected Return Date Enter the date the employee expects to return to work. HR may edit.
Actual Return Date Enter the date, if known. HR may edit.
Current and Future Position(s)
Field Explanation
Position Check position(s) that employee is requesting Leave of Absence from.
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Add a new comment
Field Explanation
Add a new comment (REQUIRED) Enter reason for leave of absence including proposed LOA start Date.
Review the data entered. If the administrator needs to review the PAR, it must be done before it is saved.
7. Click Save.
The message “This PAR is saved directly to Submit for Approval to expedite the approval and processing” will display.
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8. Click OK.
The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated.
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Termination PAR This PAR is used to notify HR that an employee intends to resign, retire, or terminate one or more of the employee’s current hourly or salaried assignments. The purpose of this PAR is to move the employee’s affected position(s) to unpaid status to prevent overpayment until the official resignation/ retirement paperwork is received and processed by HR. Do not use this PAR if the employee is transferring to another site.
IMPORTANT! The employee must sign and submit the Resignation / Retirement / Separation Notice to officially request resignation or retirement.
How to Submit a Termination PAR
1. On the homepage, click the NavBar icon. Select Navigator.
2. Select Workforce Administration. Then click Personnel Action Request.
3. On the Personnel Action Request page, click Add New Value.
4. Select EE- Termination from PAR Type drop-down menu.
5. Click Add.
6. Complete the PAR page (Note: Asterisk * indicates a required field).
PAR Header
Field Explanation
*Empl Group Select Classified, Certificated or management from drop-down menu.
*Empl Dept Enter the 4 digit department number of the requesting site. If unknown, use search feature.
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Field Explanation
*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.
*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.
*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.
PAR Body
Field Explanation
Last Day in Paid Status Enter the date the termination takes effect (the last date of paid status in this position).
EmplID Enter the EmplID for the person who will be terminated. If known use search feature.
Action Select a valid action from the drop-down menu.
Reason Code Click the search feature to select a valid reason.
Current and Future Positions
Field Explanation
Position IMPORTANT! Select the box of the position(s) the employee is leaving.
Add a New Comment
Field Explanation
Add a new comment Enter comments, if necessary.
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Review the data entered. If the administrator needs to review the PAR, it must be done before it is saved.
7. Click Save.
The message “This PAR is saved directly to Submit for Approval to expedite the approval and processing” will display.
8. Click OK.
The following page will be displayed. Notice the PAR ID, Orig Req and Submit info has been populated.
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Part 4: Manage PARS
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Draft Status An incomplete PAR can be saved in Draft status so that the work is not lost. A PAR might be in Draft Status due to:
• Missing information in Action and/ or Reason field(s).
• A checkmark has not been placed in one or more positions under Current and Future Positions.
• The Reason for Overallocation and Over-alloc EmplID fields have not been filled in.
PARs in Draft status have a PAR ID to use as a reference to complete or cancel at later date When all of the required fields are completed and saved, the PAR will move into Initial Request status (exception for LOA and Termination PAR’s, which go directly into Submit for Approval status.).
IMPORTANT! Site Administrators are not able to see or approve PAR’s in Draft status. It is the responsibility of the submitter to complete all of the required fields and successfully save the PAR in order for it to be routed for approval.
Save a PAR in Draft Status 1. Enter all of the available information on the preferred PAR.
2. Click Save.
3. Click OK on message to save as Draft.
The following page will be displayed. Notice the PAR ID and Status.
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Complete a PAR in Draft status 1. On the Personnel Action Request page, click Find an Existing Value.
To reduce the number of rows returned in your search, be specific with the search fields.
2. Select Draft from the Status drop down.
3. Enter your 4 digit department code in Department field.
4. Click Search.
The search results will display toward bottom of page.
5. Select the PAR ID of preferred PAR to complete.
6. Enter required fields. (Required fields vary by PAR). Click Save.
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7. Click OK on status message.
8. Additional status messages may appear. If so, click OK, until PAR is successfully routed.
Note: Termination and Leave of Absence PARs will go directly to Submit for Approval.
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Cancel a PAR in Draft status 1. On the Personnel Action Request page, click Find an Existing Value.
2. Select Draft from the Status drop down.
3. Enter your 4 digit department code in Department field.
4. Click Search.
5. The search results will display toward bottom of page. Click the PAR ID of preferred Par to cancel.
6. In the PAR Header, select “6-Canceled” from Status drop-down menu.
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7. Enter comment in the Add a New Comment field to explain reason for cancellation of PAR.
8. Click Save.
The PAR is now canceled and inactive.
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Error Messaging Required fields left blank during the save process will prompt errors. These errors may display the fields to correct (in red or green), or provide messages to guide you through needed corrections. It is your responsibility to correct these errors in order to successfully save the PAR.
IMPORTANT! The cursor defaults to the first required field on the PAR. Required fields vary based upon PAR type.
When required fields in PAR Header are left blank, the fields will turn red followed by an error message.
When required fields in the PAR Body are left blank, an error appears listing the required fields with missing information.
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How To Fix Errors in PAR Header
1. Enter data in all required fields shown in red.
2. Click Save.
How to Fix Errors in PAR Body
1. Click Cancel on the error message.
2. Click OK.
The PAR will now display the required fields highlighted in green. The cursor will default to the field required field on PAR. Under certain circumstances, other fields may be required. In these cases, a separate error message may appear.
3. Enter data in required fields.
4. Click Save.
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Search for a PAR There are two ways to search for a PAR:
▪ Personnel Action Request ▪ PAR Search
Using Personnel Action Request
The Personnel Action Request page allows you to search by certain criteria.
1. On Personnel Action Request page, select Find an Existing Value.
2. Enter PAR ID or select appropriate option from PAR Type, or Status drop down. Note: To reduce the number of rows returned in search results, be specific with search fields. Always enter your 4-digit DeptID in Department.
3. Click Search.
Results will appear toward bottom of screen.
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4. Click PAR ID to open PAR.
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Using PAR Search
The PAR Search page is a powerful search tool that allows you to search on more criteria than the Personnel Action Request screen. With the PAR Search, you can perform searches on any combination of the available fields.
1. Navigation: Workforce Administration -> PAR Search
2. Enter information in any of the displayed fields.
Note: If an Effective Date is entered, additional criteria must be provided to produce relevant search. If insufficient criteria are specified, an error message may appear. Click OK.
3. Click Search.
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4. Click Details to open PAR.
PAR will open in separate browser window.
5. Click (X) on PAR window to close and return to PAR Search.
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Approve a PAR Once an initial request for a PAR has been saved, the Site Administrator must review and submit the PAR to HR for Routing, Approval, and Processing.
1. Navigate to Personnel Action Request, Find an Existing Value
To reduce the number of rows returned in your search, provide specific information into search fields.
2. Select 1-Initial Request from the Status drop-down.
3. Enter your four-digit DeptID in Department.
4. Click Search.
The list displays all PAR’s that you need to submit for approval.
5. From the Search Results, select the PAR ID.
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The PAR page will display. Verify that all the pertinent information has been entered and is accurate (such as Differential, Special Comp, or temporary as appropriate).
6. Select 2-Submit for Approval from the Status drop down.
7. Click Save.
When saved, the PAR Header fields can no longer be changed. Orig Req and Submit fields have been populated with the date and time of approval. The PAR will now appear in the next appropriate approvers’ queue for review. Important: PAR’s in Submit for Approval status, cannot be canceled by submitter or Original Requestor.
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Check PAR Status After the PAR has passed the site authorization, it routes to HR and/or Finance for final approval and processing. Sites can check the status of the PAR using the Approvals tab at the top of the PAR header. The Approvals tab tracks the approvals and actions process of the PAR.
Approver role actions occur first. After final approval action, PAR routes to Processor(s) responsible for data input into PeopleSoft. A PAR is considered Complete when all approvers have approved the PAR and all processors have marked the PAR “Worked”.
Example of a Complete PAR
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Example of Incomplete PAR
When To Follow Up
IMPORTANT! Routing, Approval, and Processing varies depending on the PAR. Those that route to multiple approvers will take longer to complete than others. Sites are encouraged to follow these steps when seeking information:
1. Contact Area HRO Confidential if PAR has been awaiting Position Control approval for more than one week on the following PARs:
• New Position
• Request to Fill Vacant Position
• Change Position Attributes
• Assignment Change
2. Do not contact Position Control for status of PAR.
3. Contact your site HRO Confidential for questions about status of a PAR.
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Print a PAR 1. Navigation > Workforce Administration > Personnel Action Request
2. Search for PAR
3. Select File from browser menu bar, then click Print preview…
4. Click the Page Setup icon .
Adjust all the margins so page will fit on the screen.
5. Reduce Left, Right, Top, Bottom margins to as small as 0.166 inches.
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6. Select Empty from Header & Footer drop down menu, if necessary.
7. Click OK.
8. Click Print icon . on toolbar.
9. Make any adjustments necessary on Print screen. Click Print.
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Email Notifications PeopleSoft routes email notifications to the PAR stakeholders. Notifications are sent upon the following PAR status changes. Within the message, a link to access the PAR directly may appear.
1. To PAR submitter upon save of PAR (to give PAR number)
2. To site admin/dept. head upon save of PAR (requires action)
3. To PAR submitter upon site admin/department head approval of PAR
4. To PAR submitter upon Budget approval of a Request for New Position PAR
5. To PAR submitter upon Cancellation of PAR
6. To PAR submitter upon PAR data being entered into PeopleSoft
7. To PAR submitter upon HR hold for recall on Request to Fill Vacancy PAR
Sample of Messages
Message#1: To PAR submitter upon save of PAR (to give PAR number)
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Message #2: To site admin/dept. head upon save of PAR (requires action)
Message #3: To PAR submitter upon Site Admin/Department head approval of PAR
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Message #4: To PAR submitter upon Budget approval of a Request for New Position PAR
Message #5: To PAR submitter upon Cancellation of PAR
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Message #6: To PAR submitter upon PAR data being entered into PeopleSoft
Message #7: To PAR submitter Request to Fill Vacancy was put on hold by HR for recall
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Part 5: Reports
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Allocation Status Report The Allocation Status report displays the total allocation used and remaining at your site. Only those position numbers (and incumbents) where the department on the run control matches the department on the employee’s assignment (Job Data). For each position, the report will show all funding sources (100%). Contact Budget Resource Teacher for issues or questions.
IMPORTANT! Run this report on the first day upon return to work in a new school year. Run weekly to stay up to date with any changes.
How to Run the Allocation Status Report
1. On the PeopleSoft HCM homepage, click NavBar. Select Workforce Administration. Select Workforce Reports. Select Allocation Status by Assignment
2. If using a previously saved report, click Search.
3. To create report for the first time, click the Add a New Value Tab. (Only for first time report set up).
4. Enter a name in the Run Control ID field. Note: Name the report something unique that you will remember.
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5. Click Add.
6. Enter Effective Date.
7. Enter 4 digit Department code in Department. (If unknown, use the search feature).
8. Select preferred Sort Option
9. Click Save.
10. Click Run.
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11. Select PSNT from the Server Name drop-down menu.
12. Click OK.
13. Notate the Process Instance Number. Click Process Monitor.
14. Click Refresh to update the Run Status.
15. When Success displays in Run Status, and Posted displays in Distribution Details.
16. Click Details link.
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17. Click View Log/Trace.
18. Click the .pdf link that contains the Process Instance number, from step 12.
The report will open in Adobe Acrobat Reader.
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A position summary will display for both salaried and hourly positions.