Welcome to Training!
• Why PeopleSoft?– PeopleSoft will help UTEP grow.
• What’s Your Part?– We need your skills and expertise to utilize PeopleSoft.
It’s a vehicle and you’re the driver!– Over time you will build your own history with
PeopleSoft.• What to Know About Training?
– Training is an investment in your professional growth.– Be open to change.
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AgendaThis class will focus on the following topics:
I. New Positions & ModificationsII. Position Funding ChangesIII. Recruitment (Job Postings)IV. New Hire / Re-HiresV. Additional HR Processes
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Terminology
• New Positions & Modifications Form – For new positions to include all employee classifications,
grant and non-grant funded positions, and workload increases.
– Position modifications.• Position Funding Changes Form
– Position funding changes requested to change the funding source associated with a position or change the distribution of funding from multiple accounts.
– This form routes to the budget office.4
Terminology
• New Hire / Re-Hire Form – New hire request to extend an offer to staff (thru
recruitment), Non-Tenure faculty, and student hires.
• IAP– Interim Approval Process.
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HRTC• Human Resources Transactions Center
– Centralized processing of job record and position data entry, modification, and maintenance.
• HRTC Website – http://hrtc.at.utep.edu
• Supporting Information– Job Code -- Contacts– Department -- Location– Calendars -- General Processing– Additional information
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What is NOT Changing
• Position Audits• Reclassifications & Promotions• Casual Labor• Employee Classifications• Compensation – Handled by HR• Job Codes
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Job Code->Position->Job• Job Code data serves as a foundational attribute for the creation of Positions.
– Job code in turn determines position characteristics. o Position in turn determines characteristics of an employee’s job record.
• Once the position update is processed, an employee’s job record is automatically updated.
• Position to Job Record– Regular/Part Time - Title– Job Code - Salary Plan– EMPL Class - Standard Hours (Exception: Students)– Reports To - Full Time Equivalency (Exception: Students)– Department - Location– FLSA Status
• Updates to these fields on a job record must be processed as an update to a position.
– Once the position update is processed, it will process an to an employee’s job record is automatically updated. 8
Pooled Positions
• Departments will have the ability to use student pooled positions.
• Job Code 10060 to 10099
• Shared Characteristics– Department - Location– Reports to - Funding– Pay Rate Code (Hourly/Annual)– Pay Frequency (Semi/Monthly) 9
Pooled Positions
• Requested through the IAP Position Request.
• Only for student positions.– In the general notes section, Indicate the Max
Head Count for the position to be pooled.
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Job Record End Dates
• Budgeted positions will not require job end date.
• Non budgeted positions (Students, Temp Staff, NT Temp Faculty) will require Hiring Departments provide end dates.
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Job Record End Dates
• Use current appointment/assignment date conventions:– Fall 09/01 to 01/15– Spring 01/16 to 05/31– Summer 06/01 to 08/31
• Use approved or confirmed end date for grant or other related approval processes.
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New Position Requests& Position Modification Requests
• Processing for:– Staff: New Positions & Modifications
1) Paper Form: Staff Employment Actions Request Form (New HRAC form)
– Faculty: Tenure & Tenure-Track 1) Email request: Current authorization to hire process.2) Interim Approval process: PeopleSoft Position Request &
Modifications Form.
– Faculty: Non-Tenure Track & Students: 1) Interim Approval process: PeopleSoft Position Request &
Modifications Form. 13
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New Position Request
Department Initiates
VP – Approves the request
HR Recruiting
HRTC Process
• Interim Approval Process (IAP) form workflow:
Budget
ORSP – For grant related positions
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1a
Faculty & Students
1. Enter UserID for Chair/Manager/Director.a) Check if position is grant funded.
2. Select New Position.3. Provide justification for the request.
New Position Request
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New Position Requests (IAP)
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4. Complete Job Information/Work Location• Effective Date• Business Unit – Your department• Job Code: (Information in PeopleSoft)• Regular or Temporary• Part Time or Full Time• Standard Hours• Location: (Information in PeopleSoft)• Reports To Position #: (Information in PeopleSoft)
5. Complete Specific Information/Proposed Funding• Work Phone• Budgeted Position• Faculty Position• Cost Center/Project ID (Project ID for Grant
accounts)• Fund Type• Proposed Annual Salary• Comments
Position Modification Requests• Position Data Updates
– Location – Reports To
• Position FTE/Ben Elig/Reg/TEMP– Reg/Temp – Full/Part Time– Standard Hours/FTE
• Position Working Title Changes– Working Title
• Reclassifications– Transition position from job code to another
• (Requires consultation with Compensation – Contact HR)
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Position Modification Request• Interim Approval Process (IAP) form workflow:
Department Initiates
VP – Approves the request
HR Recruiting
HRTC Process
Budget
ORSP – For grant related positions
1. Enter the UserID for Chair/ Manager/ Director.a) Check if position is grant funded.
2. Select Update/ Modification.3. Provide justification for the change.4. Complete Current Position Information section.
a) Position Number: (Information in PeopleSoft) b) Effective Datec) Select Reason:
Position Data Update Position FTE/Ben Elig/Reg/Temp Position Working Title Changes Reclassification
Faculty & Students
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1a1
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Position Modification Request
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Position Funding Changes
Department Initiates
Account owner approves funding changes
ORSP – Approves Grant funded position
Budget – Reviews & Approves
• Interim Approval Process (IAP) form workflow:
Position Funding Changes
• Funding changes for all Employees: 1) Interim Approval Process: Department Admin initiates the
PeopleSoft Position Funding Changes Form.2) All forms are routed to Budget Office.
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Position Funding Changes1. Complete Current section:
• Position ID (Information in PeopleSoft)
• Incumbent Name• Cost Center/Project ID• Department• Percent Time (Dist)• Begin and End Dates
2. Complete Proposed section:• Position ID(Information in
PeopleSoft) • Incumbent Name• Cost Center/ Project ID• Department• Percent Time (Dist)• Begin and End Dates• Comments
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Recruitment (Job Posting)
• Processing for Staff only: 1) Paper form: Staff Employment Actions Request Form
(HRAC form)
• All other employee classifications will follow the current process.
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Recruitment (Job Posting)Manager submits HRAC for approval
VP approves
HRAC committee – Reviews & Approves
HR Recruiting team processes
Manager/Director approves
• Interim Approval Process (IAP) form workflow:
Request for New Hire / Re-Hire
• Processing for:– Staff :
1) Paper Form: Staff Employment Actions Request Form (new HRAC form)
– Staff (recruitment): 1) Interim Approval Process: PeopleSoft New Hire/ Re-Hire Form
– Faculty (recruitment): Tenure, Tenure Track or Non-Tenure 1) Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form2) EO Process
– Students: 1) Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form
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New Hire ProcessDepartment
Initiates
HR Recruiting team Processes verifies CBC
Manager/Director/Chair – Approves
ORSP – Approves grant funded position
HRTC Process Budget Office – Reviews & Approves
• Workflow:
Request for New Hire/Re-Hire (IAP)
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Staff (thru recruitment)Faculty (NT) & Students
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1. Enter Cost Center/ Project ID.2. Answer each question appropriately.
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3. Complete Biographical Data section.4. Complete Job Data section.
• Begin Date• Position Number: (Information
through PeopleSoft) • Other fields outlined in red.
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Request for New Hire/Re-Hire (IAP)
New-Hire Process
• Requires hiring departments to wait until HRTC has cleared a new hire to begin work pending successful completion of a criminal background checks and other related verifications.
– Align UTEP employment practices with widely used standard operating procedures
– Create defense against potential negligent hiring practices and create safe work environment
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Additional HR Processes
• Ad Hoc Salary Changes • Additional Pay/ Supplements• Voluntary Separation/ Retirements• Affiliates/Sponsored/Early Access
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Ad Hoc Salary Changes
• Purpose: – Request due to an increase in an employee’s
duties and responsibilities.• Process:
– Staff: HRAC form– Faculty: Current promotion and tenure process– Students:
1) Paper Form: Request for Salary Increase
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Additional Pay/ SupplementsHandled by payroll
• Purpose: – Requested for employees deemed to require
compensation in addition to their regular pay. (Bonuses, awards, temp duties or overloads.)
• Process:– Staff: HRAC form
– Departments- VP submits email request to President’s Office– Send to Payroll Office
– Faculty: SAR– Colleges- CAO submits email request to Dean’s Office– Send to Payroll Office
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Voluntary Separation/ Retirements
• Purpose: – Requested when an employee provides a
notice of resignation or retirement.• The form can be found on the PeopleSoft.utep.edu
website. – Or - Click here to access the Separation form.
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Separation Process
• Students, Temp Staff, NT Faculty (Non Benefit): – Departments required to provide end dates. – As end dates approach, departments will be notified
• If Extending Appointment: Process IAP (Hire/Rehire)– Explain the purpose of the document in the notes section
» If extending staff: Process HRAC request
• If expiration is correct: Process Separation Form• If terminating early: Process Separation From with
updated term date.38
Separation Process
• Budgeted Staff/Faculty (TN/TT)– Process Separation Form with updated term date
and contact HR to continue receiving benefits.
• Benefit Eligible Grad Students and Lecturers– Process Separation Form with updated term date
and contact HR to continue receiving benefits.
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Separations/Retirement Dates
• Effective Dates for these transactions will be the next day after their last day worked.
• For example, if the last day worked was 5/31/14. The separation date reported under effective date field on the form, will be 6/1/14.
PeopleSoft HR Access
• HR Reviewer role– View Current Job– View Position Data
• Information is needed to complete Interim Approval Process Forms.
Current JobMain Menu > Workforce Administration > Job Information > Current Job
1. Search for an Employee using any of the chartfields to look up their Job Information.
2. Click the Search button.1
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Current JobMain Menu > Workforce Administration > Job Information > Current Job
Under the Work Location tab:
1. Verify the fields for:
• Effective Date
• Position Number
• Department
• Business Unit
• Location
• Action
• Reason
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Current JobMain Menu > Workforce Administration > Job Information > Current Job
Under the Job Information tab:
1. Verify the fields for:
• Effective Date
• HR Status
• Payroll Status
• Job Code
• Reports to
• Full/Part Time
• Classified Ind
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Position DataMain Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position Info
Breadcrumbs
Position DataMain Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position Info
1. Search for an Employee using any of the chartfields for their Job Information.
2. Click the Search button.
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Position DataMain Menu > Organizational Development > Position Management > Maintain
Position/Budget > Add/Update Position Info
Under the Description tab:
1. Verify the fields for:
• Effective Date• Reason• Business Unit• Job Code• Regular/Temp• Full/Part-Time• Title• Department• Location• Reports to• Standard Hours
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Submission Deadlines
• Semi-Monthly #1 10th
• Monthly 15th
• Semi-Monthly #2 25th
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New employees have to be approved and processed by HRTC by the above dates for them to be entered for the payroll deadlines.
References
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• Additional information and resources can be found on the PeopleSoft website.
Job AidsPower Point slidesQuick GuidesCrosswalkLinks to UPK
PeopleSoft.utep.edu