Staffing Transactions for Global Sites

overview

This tip sheet explains how to submit the following transactions in PeopleSync for an employee working at a Global site. (Note: This tip sheet does not apply to International Assignments (IA). For questions contact, PeopleLink.). These transactions use both supervisory organizations and job profiles beginning in “GL” only.

  • Hire Employee
  • Change Contact Information
  • Edit Position
  • Terminate Employee

Roles and Approval Chain

  • The Hire, Edit Position, and Terminate transaction are submitted by the HR Analyst or Partner and routes to the HR Partner for review and approval. 
  • The Change Contact Information transaction is submitted by the HR Analyst or Partner and does not require approval.

Hire Employee

Before initiating the transaction 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.

  • Refer to the NYU Netid page if you need to request that an N# or netid is created.

INITIATE HIRE AND APPLICANT RECORD 

  1. Enter supervisory organization (sup org) in the Search bar. Note: All Global site sup orgs begin with “GL”. You can type in the name of the sup org or the code.
  2. Click enter. Select the sup org.
  3. At the top of the page and at the end of the sup org name, click on the actions ellipse bar. This is the bar with three dots. Click on Actions ellipse > Hire > Hire Employee.
  4. If the employee has a current record in PeopleSync, click Existing Applicant and move on to step 5. If the employee is new to NYU, click on Create New Applicant and move on to step 6.
  5. Type in the employee’s name and click OK. Move on to the Job Details section of this document.
  6. Creating a New Applicant. 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. 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. (Note: this is an important step as the netid will be used to verify the record in PeopleSync, see the Post Hire section below)
  7. Click Okay.

JOB DETAILS

  1. Enter the Hire Date or click the calendar icon to select a date.
  2. In the Reason field, click on the menu icon. Select Hire Employee to view a list of reasons. 
    • For a new hire, select Hire Employee > New Hire. 
    • If the employee formerly worked at NYU and is currently terminated, select Hire > Rehire. (If you selected Existing Applicant you will typically select Rehire).
  3. In the Employee Type field, enter in Regular or Fixed Term. 
    • Regular has no end date. 
    • If Fixed Term, you will need to enter an End Employment Date. (See Step 8). 
  4. Enter in a Job Profile beginning with “GL”.
    • Note there are specific job profiles for sites. You can run the “NYU Job Profiles” report to get a list of all profiles in the system.
    • In the Time Type field enter Part-Time or Full-Time.
  5. In the Location field, enter in the Global site. For example: London, Paris, Florence etc.
  6. You can leave the Pay Rate field blank.
  7. In the Workspace field type in the city name. For example: London, Paris, Florence etc. This will default to Global site > Global site workspace. For example: London > London workspace. (Do not use the “NA” version, e.g. London > NA)
  8. Click the arrow next to Additional Information to display more fields.
    • The Job and Business Title prepopulate to match the name of job profile. Note: We recommend that you change these fields to the employee title.
      • Example: Edit “GL0010 – Florence Lay Schools Administrative Staff (Florence)” to “Coordinator, Programs and Services”
    • Scheduled Weekly Hours and Default Hours. Review or enter in the # of hours. Scheduled Hours is the number of hours of hours that the employee works per week. Default Hours is the FT # of hours for the position.
    • FTE%. Once hours are entered in the field above the FTE% is calculated – this is scheduled hours divided by default hours. For example for a FT employee the FTE% should be 100%. 
    • If the employee is Fixed Term (see step 3 above) enter in the End Employment Date. 
  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: “You have submitted. Up Next: Personal Information“. Click Open.

CHANGE PERSONAL INFORMATION 

(*This page is prepopulated if you selected Existing Applicant in step 1.)

  1. On this page complete or review* the following fields. Click the pencil icon to edit and the check mark icon to save. Modify the following fields:
    • Gender
    • Date of Birth. Important: Make sure to complete the Date of Birth field. This field is used to verify the employee’s record in SailPoint. The format is: MM/DD/YYYY
  2. Click Submit.

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

EDIT IDS

(This page is prepopulated if you selected the Existing Applicant in step 1.)

  1. Next you will view the Edit IDs Note this page is currently not used by Global employees.
  2. Click on the Approve button.

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

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

Post hire review of employee record

  1. Once the hire transaction is approved you can view the completed record. 
  2. Search for the employee and select the record.
  3. On the right side screen, under Job Details, review Employee ID.
    • You will see a W# until the record is updated with the N#.
      • How the N# is updated. Central HR will verify that the employee has a record in Registry and will update the N#. To verify the record in SailPoint they will use the name, netid (from the work email address) and Date of Birth so please make sure these are correct. 
      • The employee will not be able to log into PeopleSync until the N# appears. If the N# does not appear, contact PeopleLink.
  1. You can click on the Job and Personal links on the left side menu to review details about the job.
    • Click on Job on the left side menu.
    • Under Job Details, click on the link next to Job. 
      • Example: Job     5123456 Admissions Coordinator
      • Check the Job Profile, Title, Scheduled Hours and any other information such as End Employment Date (if Fixed Term).

Change Contact Information (Work)

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Personal Data > Change Contact Information
  3. Scroll down to view the Work Contact Information
    • Primary Phone and Primary Email.
      • Click Add button to enter in this information 
      • If phone or email address already exists and you need to edit, click on the pencil icon to modify, Click on the check mark icon to save.
      • Primary work email is in the format netid@nyu.edu.
    • Primary Work Address.
      • See Hire section above, step 8. This address is based on the address assigned to the workspace.
  1. Click Submit

The Change Contact Information transaction is submitted by the HR Analyst or Partner and does not require approval.

Edit Job

  1. Navigate to the employee record.
  2. Unlike many transactions that are initiated from the Action ellipse located next to the employee’s name, Edit Position/Job is initiated off of the position or job.
  3. Navigate to the Employee record and select the Job tab.
  4. Under Job Details, you will see the Position or Job. Hover your mouse over link to display the orange actions bar.
  5. Click Job > Edit Job.
  6. Enter in an Effective Date or click on the calendar icon and select a date.
  7. In the Reason field enter the reason or click the menu icon and select Modify Incumbent select one of the following:
    • Title Change
    • Work Hours Change
    • Extend Fixed Term Job
    • Work space Update
  8. Make changes to applicable fields.
    • For example, if you are making a Time Type change, select reason Work Hours Change and modify the Time Type field and Scheduled Hours if needed. (Do NOT modify the Default Scheduled Work Hours). The system generates FTE% by dividing the Scheduled Weekly Hours by the Default Weekly Hours. For example, if you enter in 15 hours in the Scheduled Work Hours field and the Default Scheduled Weekly Hours is 35, the FTE is 15/35 or 43%.
    • If you are making a Title Change,  select the reason Title Change and edit the Job Profile and/or Title fields. Note: if changing the job profile, it must begin in “GL“.
    • To extend a job, select reason Extend Fixed Term Job and modify the End Employment Date field. Note: You can only modify the end date if the employee type is Fixed Term, not regular.
      • To find the End Employment Date field, click the arrow next to Additional Data to display this field.
    • Note if reason: Work Space Update is selected, this transaction will not route for approval.
  9. Complete the comment field if needed. Tip: You may want to note which fields were updated for the approver.
  10. The transaction will route to the HR Partner for review/approval, with the exception of reason: work space.
  11. Once approved the changes will appear in the employee record.

Terminate

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Job Change > Terminate Employee
  3. Complete the Primary Reason. Select one of the following: Note that for Global employees, two reasons have been used:
    • Fixed Term Contract End – Resignation OR
    • Unknown / General
  4. Enter the Termination Date.
    • Date that the Termination is effective, as of midnight; termination is not visible to Employee until this date. Terminations can be future dated in PeopleSync.
    • The Last Date of Work, Pay Through Date, and Notify By date will default to the Termination Date. 
    • Click Submit.
  5. The transaction routes to the HR Partner for review. 

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

reports

To run a report of employees in each sup org, type in “Employee Summary Report By Supervisory Organization” in the search field.