Reappoint or Extend a Fixed Term Employee (Professional Researchers, Admin/Professionals and FT Faculty)

Overview

Use the Edit Job or Edit Position transaction to extend or reappointment a Professional Researcher, Fixed Term Administrative/Professional or Fixed-Term Full-Time Faculty member.

roles & approval chain

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.)

Edit Job or Edit Position

Navigate to the employee record.
Click Job on the left menu.
On the Job Details tab, find the Job or Position. For example, 5123456 Senior Research Scientist. Hover mouse over the link and click on the actions ellipse which will appear at the end.
For Professional Researchers, select Job > Edit Job. For Administrative/Professionals and Full-Time Faculty select Position > Edit Position.
In the Effective Date field:
1. If there will be no gap in appointment dates, enter in one day after the current End Employment Date. For example, an appointment ended on 12/31. The effective date is 1/1.
2. If there will be a gap, simply enter in the new start date. For example, an appointment ended on 12/31, the new effective date is 2/1.
3. If the appointment has not yet ended and you would like to simply extend the end date, you can use the current date as the effective date.
Click the menu icon in the Reason field. Select Modify Incumbent > Extend Fixed Term Job.
Click the arrow next to Additional Information to display more fields.
Edit the End Employment Date.
Click Submit.

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

request compensation change

Note:

See step 5a and b. The Salary or Hourly Amount will display as $0 and you will need to enter in the Amount.

For step 5c, if the job is for a Professional Researcher, the employee’s current salary will display. If the position is for Full Time Faculty or Admin/Professional, the Default Compensation of the position restriction will display. Be sure to review the salary and make changes as needed. (The Default Compensation is the amount which is assigned to the seat or position restriction.)

In the Salary or Hourly section review/enter in the Amount.
- Salary: For Exempt employees click anywhere in the Salary section or click the pencil icon. Enter the Amount.
- Next Select Additional Data to display more fields.
  - Enter the Actual End Date. (This is the same date as the End Employment Date.)
  - Do not complete the Expected End Date.
- Hourly: For Part Time/Non-Exempt Researchers or Non-Exempt Administrative/Professionals click anywhere in the Hourly section or click the pencil icon. Enter the hourly rate. Click the check mark icon to save.
- Do not complete both the Salary and Hourly sections.
Submit.

Assign costing allocation

This step applies to Professional Researchers and Fixed Term Faculty only.

Click Open.
Select Worker and Position in the Costing Allocation Level field.
If the salary will be charged to the Default Costing Allocation click Submit.
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.
For additional guidance refer to Assigning Costing Allocations tip sheet.
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: 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 the How to Approve a Transaction tip sheet.

Sample transaction:

Elizabeth Doe, Research Scientist, who has a salary of $65,000, has an End Employment Date of 12/31/2019. Her job will be extended to the end of the Spring.

In the Edit Job transaction:

1/1/2020 is the Effective Date. (This is one day after the current End Employment Date.)
5/31/2020 is the End Employment Date.
On the Compensation Page, $65,000 is entered in the Salary amount.
5/31/2020 is entered in the Actual End Date.

post hire (hr analyst)

We recommend that you review any change to an employee record — in particular those impacting salary.

Navigate to the employee record.
Click Compensation on the left menu. Check the Amount and the Effective Date.
Click the Pay Change History Tab. Look for the following:
- A new row for the reappointment date.
- For employees paid through Salary, an Automatic Compensation Change* row. Payment stops on this date.
- Note: You can also view the Automatic Compensation Change this on the Worker History tab. Click Job on the left side menu and then Worker History. In the Business Process column, click on the Automatic Compensation Change link. Next click on the Process tab. Under Plan Assignment Changes you will see that the salary is deleted.

Sample Pay Change history

Here is the Pay Change History tab for sample transaction of Elizabeth Doe.

1/1/2020 is the reappointment date.
6/1/2020 is when the payroll turns off. This is one day after 5/31/20, the End Employment Date

Effective Date	Compensation Action	Total Base Pay
6/1/2020	Automatic Comp Change	$0
1/1/2020	Hire Compensation	$65,000

timesheet

For Biweekly/Non-Exempt Fixed Term Jobs this action will extend the timesheet.

Recommended Reports

The End Date Report shows the end date of fixed term employees. Run this report regularly to monitor end dates to ensure that you reappointment an employee before payroll has ended.

Email Notifications

PeopleSync sends an email alert to HR Analysts and HR Partners 3 months prior to the End Employment Date of Fixed-Term populations.