Month: October 2020

Overview

This tip sheet provides steps on hiring a Post Doctoral Fellow. This employee category is managed through the Job Management Staffing Model. This means you do not need to create a position or job requisition in PeopleSync prior to hiring.

If the employee is changing from Post Doctoral Associate to Post Doc Fellow, refer to the tip sheet, Job Change: Post Doc Associate to Post Doc Fellow.

Roles & Approval

The 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.)

PREHIRE

Before initiating the transaction HR should complete the following steps:

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.

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.

STEPS

1. Enter the name or ID of the supervisory organization (sup org) in the Search bar. This should be the sup org containing the vacant position. 
2. Select the supervisory organization.
3. Click Actions > 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 the Employee Type field.
4. In the Job Profile field enter in Post Doctoral Fellow. Alternately click the menu icon. Select By Job Family > NYU – Academic > Post Doctoral and choose Post Doctoral Fellow.
5. Enter Full-Time in the Time Type
6. Enter in Washington Square or Brooklyn in the Location field.
7. Enter in the Work Space or click the menu icon and select a Work Space by building, floor or room.
8. Pay Rate Type This defaults to Salary.
9. Click the arrow next to Additional Information to display more fields.
   • The Job and Business Title populate and may be modified. 
   • Default Weekly Hours will default to 35. Do not modify this field.
   • Scheduled Weekly Hours will default to 35. Do not modify this field. 
   • Enter in the End Employment Date.
   • You do not need to complete the following fields: Annual Work Period, Disbursement Plan Period, Additional Job Classifications, Company Insider Types, Worker’s Compensation Code Override, Benefits, or Company Service Dates.
10. Complete the comment field if needed.
11. Do not attach a document.
12. Click Submit.
    • You may see the following 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 

If the employee is currently terminated this page is prepopulated. 

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

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

EDIT IDS

If the employee is currently terminated this page is prepopulated.

1. 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.
2. For additional guidance refer to the Manage National and Goverment IDs and Manage Passport and VISA Information tip sheets.
3. 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.

1. Review the following fields and make changes as needed. Click the pencil icon to edit the field. Click the check mark icon to save your entry.
   • Cost Center
   • Business Unit
   • Program
   • Fund
   • Project
   • Account
   • Compensation Type This is typically Regular
   • Timesheet Approver and Time Off Approver can be left blank.
2. Refer to the Change Organization Assignments tip sheet for more information.
   • Note you will see additional fields which apply to NYU Shanghai or Abu Dhabi only and can ignore these fields for WSQ employees.
3. Click Submit.

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

ASSIGN COSTING ALLOCATION

1. Select Worker and Position in the Costing Allocation Level field.
2. If the salary will be charged to the Default Costing Allocation click Submit.
3. 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.
4. For additional guidance refer to Assigning Costing Allocations tip sheet.
5. 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.

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

ADD ACTIVITY PAY

1. Click Open. 
   • You may also Skip this step using the link provided. 
2. Select an Academic Period by clicking on the menu icon and selecting By Academic Year.  Select a period beginning with Non-Adjunct. 
   • For example, Non-Adjunct – Fall 2019 (08/01/2019 – 12/31/2019)
3. Select the Period Activity Pay Matrix which has the same academic year as the Academic Period.
   • For example, 2019/2020 – Activity Pay Minimum & Increase Table.
4. Click OK.
5. Click the menu icon in the Reason field. Select Period Activity > Assign Activity Pay. Select this reason.
6. In the Activity column modify the following fields:
   • Activity: Enter STP.
   • Task: You do not need to complete this field
   • Comment. Enter in a comment if needed.
7. In the Activity Dates column enter in the Start and End Date.
   • Once you complete these fields the check box is selected under Use as Payment Date Range and the dates are replicated in the Payments column. You can always modify the payment dates if these should be different.
8. In the Units column enter in the Quantity and the Assigned Unit Rate:
   • In Quantity is typical to enter in “1”.
   • In Assigned Unit Rate it is typical to enter in the total amount.
9. In the Compensation column the Amount will populate automatically.
   • This is the Quantity multiplied by the Assigned Unit Rate. For example, 1(Quantity) X 10,000 (Assigned Unit Rate) =10,000 (Total Amount)
10. In the Payment Dates column you will see that the Payment Start and End Dates have prepopulated to match the Activity Dates. Modify these as needed.
    • Number of Payments is calculated based on the Payment Dates.
11. (Optional) Use the Customize Payments button only if you need to change the disbursement amounts by payment. 
    • The payment by default will be split evenly across each period that falls within the payment start and end dates.
    • You can customize the payments to schedule differing payment amounts, even having a $0 payment for certain periods if desired.
    • If your period activity pay includes retro periods (payments with scheduled pay dates in the past), we recommend putting in $0 for the retro periods and add those amounts to the next scheduled payment.  This will ensure the payment will be included in the regular on cycle payment and not require a retro payment.
    • Example: Activity Pay for a lecture beginning on 1/16 is entered late into PeopleSync. Payroll has just closed for the 1/16 to 1/31 pay period. Instead of requesting an offcycle, add this missed payment amount to the next pay date. See sample below:
      

      Paydate	Amount	Correct amount to:
      1/16/2023	500	0
      2/15/2023	500	1000
      2/28/2023	500	500

    • Reminder – Do not use this tool to disburse all payments to a semi-monthly employee as if they were monthly. An employee should regularly be paid according to their assigned pay group.
12. If you need to enter in Costing Overrides, select the button under Costing Overrides in the Compensation column.
13. Enter a comment if needed.
14. Click Submit

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

1. 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.)