Month: June 2020

Overview

Professional Researchers are managed through the Job Management Staffing Model. This means you do not need to create a position or open a job requisition prior to hire.

Roles & Approval Chain

The Hire transaction is initiated by the HR Analyst, and routes to the HR Partner and then the Finance Executive for final review and approval.  

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

PREHIRE

Before initiating the transaction HR should complete the following steps:

1. Check PeopleSync to see if the employee already exists in the system.

• Enter the N# or NetID in the Search field. Enter.
• Click on the search category All of Workday on the left side menu.

2. Make sure the employee has an N# and NetID assigned.

• If the employee is new to NYU complete the IT Onboarding Form to request these IDs. Refer to the NYU Netid page for more information.

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Initiate hire and applicant record (HR AnalysT)

1. Enter the name or ID of the supervisory organization (sup org) in the Search bar. 
2. Select the supervisory organization.
3. Click Actions ellipse > Hire > Hire Employee 
4. Select Existing Applicant and go to Step 5 or Create New Applicant and go to Step 6
5. Type in the employee’s name and Click OK. Go to the Hire Employee section.
6. On the next page complete the following fields:
   • Enter the First Name and Last Name.
   • Click the Contact Information tab. One form of contact information is required. 
   • It is recommended that you enter in the Work email. Click Add in this section. Enter in the email address. Use the format netid@nyu.edu. Select Work in the Type field.
7. Click OK.

HIRE Employee

1. Enter the Hire Date or click the calendar icon to select a date.
2. Click the menu icon in the Reason field. Select Hire Employee to view a list of reasons. You will typically select Hire Employee > New Hire. If the employee formerly worked at NYU and is currently terminated, select Hire > Rehire.
3. Enter Fixed-Term in Employee Type.
4. For the next two fields, Job Profile and Time Type, refer to the chart below.

   • Time Type	Job Profile	Pay Rate Type	Scheduled Weekly Hours
     Full Time	Select Any Exempt Professional Researcher job Profile.	Salary	35
     Part Time	Select either: 010042 – Assistant Research Scientist – Non Exempt 010041 – Associate Research Scientist – Non Exempt	Hourly	27 hours or less

   • In the Job Profile field enter in the job profile name or job profile #. Alternately click the menu icon. Select By Job Family > NYU – Academic > Professional Researcher and choose a job profile.
   • Enter Part Time or Full Time in the Time Type field.
5. Location This defaults to Washington Square or Brooklyn
6. Pay Rate Type This prepopulates based on the Job Profile selected. Refer to the chart. You should not need to modify this field.
7.  Enter in the Work Space or click the menu icon and select a Work Space by building, floor or room.
8. Click the arrow next to  Additional Information to display more fields.
   • The Job and Business Title populate and may be modified. For example, Research Scientist can be changed to Research Scientist, Environmental Science Program
   • Scheduled Weekly Hours. Refer to the chart above. This field defaults to 35. If the employee is Full-Time do not modify this field. If the employee is Part-Time change the hours to 27 or less.
   • Default Weekly Hours will default to 35. Do not modify this field.
   • Enter the End Employment Date. This field is required for all Professional Researchers. (If you do not see the End Employment Date field check your entry in the Employee Type field. This should be Fixed Term.)
9. Complete the comment field if needed.
10. Do not attach a document.
11. Click Submit.
    • You may see this alert: “The Job Profile, Business and Job Titles all match. If this is not correct please update the Business Title before submitting.” If needed edit the titles. If not, select Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Personal Information“. Click Open.

change personal Information 

1. Click Open.
2. On the this page complete the following fields. Click the pencil icon to edit and the check mark icon to save. (*Denotes a required field for WSQ employees).
   • Legal Sex*
   • Date of Birth*
   • Ethnicity*
   • Citizenship
3. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Edit IDs“. Click Open.

EDIT IDs

1. On the next page click Open.
2. For U.S. Citizens under the Proposed IDs section, click the + to add in a new row.
   • Type United States in the Country field.
   • Click the menu icon in the National ID Type field and select Social Security Number (SSN).
   • Enter the number in the Add/Edit ID field.
3. For additional guidance refer to the Manage National and Goverment IDs and Manage Passport and VISA Information tip sheets.
4. Click Approve.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Change Organizational Assignments“. Click Open.

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change organization assignments

Organization Assignments contain every organization an employee or position is associated with, and default based on the supervisory organization of the position. The org. assignments contain the chartfield, as well as additional information such as Company, Check Location, Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc. You can refer to the Change Organization tip sheet for more information and a review of all fields.

1. Review the following fields and make changes as needed. Click the pencil icon to edit and the check mark icon to save.
   • Cost Center
   • Business Unit
   • Grant
   • Program
   • Fund
   • Project
   • Account For Full-Time this is SHARE-51103 for Part-Time this is SHARE-51113.
   • Compensation Type This is typically Regular.
   • Time Sheet Approver and Time Off Approver. Complete TSA or TOA field if someone other than the manager of the sup org will be approving.  Refer to the Change Organization Assignments tip sheet for more information.
2. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Propose Compensation Hire“. Click Open. 

Propose compensation

Many of the fields in Propose Compensation are prepopulated and do not need to be modified. For an overview of all of the fields on this page refer to the Propose Compensation tip sheet.

1. Click Open. 
2. Refer to the chart above.
   • For Full-Time (FT) you will modify the Salary section.
   • For Part-Time (PT) you will modify the Hourly section.
   • Do not modify both sections
3. To modify click anywhere in the section or click the pencil icon.
   • Edit the Amount field. 
   • The Currency and Frequency will default automatically.
4. If you completed the Salary section click arrow next to Additional Details to display more fields.
   • Review/update the Actual End Date. This must match the End Employment Date.
   • Do not complete Expected End Date.
5. For AMI eligible Faculty the Merit section will default to prepopulated values in the Assignment Details, Plan Name and Effective Date. You should not need to modify these fields.
6. Click Submit.

Note: Assign Pay Group is next and is an automated step. The system will assign FT/Exempt to the Semi-Monthly Employee pay group. PT/Non-Exempt are assigned to the Biweekly pay group. For more information refer to the How Pay Group is Assigned and Pay Group Selection Guidelines.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Assign Costing Allocation“. Click Open.

Assign costing allocations

1. Click Open.
2. Select Worker and Position in the Costing Allocation Level field.
3. If the salary will be charged to the Default Costing Allocation click Submit.
4. If the salary will be charged to more than one chartfield and/or for specific time periods click Add.
   • Enter in the Start and End Date.
   • Enter the chartfield in the Worktags section
   • Review and, if needed, edit the Distribution Percent.
   • Click the plus sign to add more rows.
5. For additional guidance refer to Assigning Costing Allocations tip sheet.
6. Click Submit.
   • Note: If you added in a row but did not complete the fields you cannot submit the transaction. To delete the row click Remove.

Assign work schedule (Applies to PT, Non-exempt only)

If the Professional Researcher is PT/Non-exempt, there is an additional Assign Work Schedule step. You will see a pop up: “Success! Event Submitted. Up Next: Assign Work Schedule.” Click Open and select a Work Schedule referring to this additional tip sheet. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: HR Partner, Consolidated Approval by HR.

The transaction routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, refer to How to Approve a Transaction tip sheet.

post hire

onboarding Tasks

Once the Hire transaction is completed and the N# has updated in the employee record, the Onboarding Tasks are automatically sent to the new hire’s PeopleSync InBox. (Onboarding tasks include: Completing the I-9, Setting up payment elections, updating contact information, review & acknowledgement of various policies, etc.)

Additional information

• Refer to the Labor Law Form tip sheet for information on how the system generates the Wage Theft Prevention Act (WTPA) Notice, Form 195.
• For Fixed-Term employees you will receive a notification 3 months prior to the End Employment Date. This is reminder for you if you need to reappointment the job.
• Run the End Date report to view a list of Fixed Term employees and End Employment Date

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Last updated in October 2021.