Change Time Type of Professional Researcher

Overview

Use the Edit Job transaction to change a Professional Researcher job from Part-Time to Full-Time or Full-Time to Part-Time. 

Roles & Approval Chain

This transaction is submitted by the HR Analyst and routes to the HR Partner and then the Finance Executive for 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.)

Edit Job 

  1. Navigate to the employee record.
  2. Click Job on the left side menu.
  3. On the right side screen locate the Job. For example, 5123456 Assistant Research Scientist. Hover mouse over the link and click on the actions ellipse which will appear at the end.
  4. Select Job > Edit Job.
  5. Complete the following fields:
    • Enter the date of this change in the Effective Date field.
    • Click the menu icon in the Reason field. Select Modify Incumbent > Work Hours Change
  6. The key fields to change in this transaction are:  Job Profile, Time Type and Scheduled Weekly Hours. Refer to the chart below when completing these fields:
    • Time Type Job Profile Scheduled
      Weekly Hours      		 Pay Rate Pay Period
      Full Time Select Any Exempt Professional Researcher job Profile. 35 Salary SM Employee
      Part Time Select either:
      010042 – Assistant Research Scientist – Non Exempt
      010041 – Associate Research Scientist – Non Exempt      		 27 hours or less Hourly Biweekly
    • 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.
    • Enter the hours in Scheduled Weekly Hours. Do not modify default hours. FTE% will calculate automatically. This is scheduled hours divided by default hours.
  7. The fields below will prepopulate:
    • The Pay Rate Type will prepopulate based on the Job Profile selected. For Exempt job profiles this is Salary for Non-Exempt this is Hourly. 
    • Location and Workspace will prepopulate.
    • Job Title and Business Title default to match the Job Profile. Modify the titles if needed.
  8. Click the arrow next to Additional Information to display more fields.
    • Do not change the Default Hours field. It should be 35 for both Full Time and Part Time employees. 
    • Modify the Work Schedule field if needed. Refer to the Work Schedule tip sheet for reference.
    • The End Employment Date will prepopulate. Modify if needed.
  9. Complete the comment field if needed.
  10. Click Submit.
  11. On the next page click Open.

Request Compensation Change

  1. Modify the Salary or Hourly section based on the following:
    • If you are switching the employee from Part Time to Full Time, a red X and “removed” appears next to the Assignment Details and Effective Date in the Hourly section. Click anywhere in the Salary section or click the pencil icon. Enter in the annual salary in the Amount field. Click the check mark icon to save.
    • If you are switching the employee from Full Time to Part Time, a red X and “removed” appears next to the Assignment Details and Effective Date in the Salary section. Click anywhere in the Hourly section or click the pencil icon. Enter in the hourly rate in the Amount field. Click the check mark icon to save.
  2. Complete the comment fields if needed.
  3. Click Submit.
  4. On the next page you may see the Assign Pay Group. If so, click Open.
  5. The Proposed Pay Group is prepopulated. Edit this field accordingly:
    • If the employee is switching from Part Time to Full Time, click the menu icon and select Pay Groups > USA SM Employee.
    • If the employee is switching from Full Time to Part Time, click the menu icon and select Pay Groups > USA Biweekly.
    • For more information refer to the tipsheet, How Pay Group Is Assigned and Pay Group by Employee Category
  6. Click Submit.
  7. 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 (HR Analyst)

We recommend that you review any change to an employee record — in particular those which impact salary and/or pay group.

  1. Navigate to the employee record.
  2. Click Job on the left side menu.
  3. On the Job Details page review the following fields, referring to the chart above:
    • Job Profile
    • Time Type
    • Work Schedule.
    • Click the job link. For example, 5123456 Assistant Research Scientist. On this page review the Scheduled Weekly Hours.
  4. Click the Compensation on the left side menu. Scroll down to the Plan Assignments chart. 
    • If the employee is now Part Time, the first row should display NYU Hourly and an hourly rate.
    • If the employee is now Full-Time, the first row should display NYU Salary and an annual amount.
  5. Click Pay on the left side menu and select Pay Group tab to review the Pay Group.

timesheet & Pay period

Remember to notify the employee the Timesheet and Pay Period has now changed.

  • Part Time employees complete timesheets and are paid on a Biweekly basis.
  • Full Time employees are paid on a Semi Monthly basis.

Last updated in April 2021.

Ticket Spotlight: Unable to find position in Hire or Job Change transaction

  • Make sure you have selected the correct supervisory organization (sup org). The sup org must contain the vacant position. The position must appear in the sup org’s Staffing tab.
    1. Enter the sup org code in the search field. Click on the link for the sup org.
    2. Click Staffing located on horizontal menu at the top. You will see positions that are ready to be filled. 
  • Verify that there is an open job requisition. You cannot hire or transfer an employee into a position unless a job requisition is opened.
    1. Enter the position # in the search field and hit enter or click on the magnifying glass. Next select Staffing on the left side search category menu. 
    2. In the search results be sure to click on the link that is labeled, Position Restrictions.
      • Example:  1234567  Training Administrator- Demo, John   Position Restrictions.
    3. If a Requisition is completed you will see Requisitions located on the horizontal menu at the top. Click on this link to select/review the requisition.
    4. To learn more about job requisitions, how to create, edit or close, review Job Requisitions tip sheet.
  • Review the position’s availability date. Compare the Hire Date in the transaction and the Earliest Hire Date in the position restrictions. You cannot use a hire date that is before this date. To find the Earliest Hire Date:
    1. Follow the steps above to locate the position restrictions. Click on Hiring Restrictions (located on the horizontal menu at the top). 

How to Cancel a Transaction

The Initiator can Cancel a transaction.

  • Cancel is often used if a transaction is submitted by mistake. 
  • You can only Cancel transactions that are In Progress.
  • A completed transaction cannot be canceled. If you need to cancel a completed transaction the ESM Team may rescind (remove) specific types of transactions. Contact PeopleLink and submit a ticket.
  • If you are an Approver consider contacting the initiator and requesting a cancellation, instead of using the Deny option.
    • Important. The Cancel button located at the bottom of Review tasks in your InBox is often mistaken as a way to cancel a transaction. Clicking this button navigates away from the task (so that you may restart it later).

STEPS (Initiator)

To cancel a transaction that was submitted off of the employee record: 

  1. Navigate to the employee record.
  2. Click Job from the left side menu and select the Worker History tab.
    • As alternate method for finding the transaction, click Worker History by Category. Click the tab corresponding to the transaction type. 
  3. Locate the transaction in the Business Process column.
  4. Hover mouse over the link and click on the actions ellipse which will appear at the end.
  5. Select Business Process > Cancel.
  6. Enter in Comments.
  7. Click Submit.

Additional Details Section

The Additional Details section is location in the Propose or Request Compensation page in the Salary section. For Fixed-Term employees (such as Full Time Professional Researchers) you will need to complete the Actual End Date in this section.

  1. Click anywhere in the Salary section.
  2. Under the Frequency field you will see Additional Details.
  3. Click the arrow next to this to display more fields.
  4. Complete the Actual End Date field. This must match the End Employment Date.
  5. Do not complete the Expected End Date field.

Additional Information Section

On the first page of the Hire, Add Job and Edit Job transactions you will see an Additional Information section. Click the arrow next to this. The following fields will display:

Job Title Prepopulates to match the Job Profile. Modify as needed.
Business Title Prepopulates to match the Job Profile. Modify as needed.
Default Weekly Hours Do not modify this field.
Scheduled Weekly Hours Prepopulates to Full Time hours such as 35 or 40. If the employee is Part Time make sure to edit this field.
Annual Work Period Applies to Full Time Faculty only. Refer to the tip sheet on Annual Work and Disbursement Period Fields.
Disbursement Plan Period Applies to Full Time Faculty only. Refer to the tip sheet on Annual Work and Disbursement Period Fields 
Additional job Classifications Applies to Hourly paid student only. Refer to the
Work Shift This field is required for non-Academic employees. Do not complete for FT Faculty, Adjuncts or Agency Temps.
End Employment Date Displays only if Employee Type is Fixed-Term. Make sure to complete this field.