Edit Position: Academic Pay Change (Annual Work and Disbursement Plan Period)

overview

To change the Annual Work and/or Disbursement Period of Full-Time Faculty use the Edit Position Transaction. 

roles & approvals

The Edit Position > Academic Pay Change transaction is initiated by the HR Analyst and routes to the HR Partner and then the Finance Executive for final review and approval.

Edit position 

  1. Navigate to the employee record.
  2. Click Job on the left side menu.
  3. On the right side screen locate the Position. For example, 5123456 Visiting Professor. Hover mouse over the link and click on the actions ellipse which will appear at the end.
  4. Select Position > Edit Position
  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 > Academic Pay Change
    • Complete the Annual Work Period and Disbursement Period. Refer to the How to Complete Annual Work and Disbursement Period tip sheet for guidance.
  6. Click Submit.
  7. The transaction routes to the HR Partner and then the Finance Executive for review and approval. 

Last updated in May 2020

Edit Position: Academic Profile Change

overview

To change the Academic Profile of Full-Time Faculty use the Edit Position Transaction. This transaction is often used for a promotion or change in rank within the same position #. (Note: If the faculty member is being promoted into a new or vacant position use the Job Change transaction).

roles & approvals

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

Edit position 

  1. Navigate to the employee record.
  2. Click Job on the left side menu.
  3. On the right side screen locate the Position. For example, 5123456 Assistant Professor, Sociology. Hover mouse over the link and click on the actions ellipse which will appear at the end.
  4. Select Position > Edit Position
  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 > Academic Profile Change
    • 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 and then select the appropriate job family.
    • Job Title and Business Title default to match the Job Profile. Modify the titles if needed.
  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 the How to Approve a Transaction tip sheet.

related transactions

A promotion in rank for Tenure-Eligible Faculty often necessitates a change in Academic Appointment. Refer to the Update Academic Appointment tip sheet.

Last updated in May 2020

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.

Dual Employment

Overview

This tip sheets provides guidance on adding a Dual Employment job using the Add Job transaction. You can review the Dual Employment policy guidelines here.

roles & approval chain

The Add Job transaction is initiated by the HR Analyst. The transaction routes to the Compensation Partner for review. It then 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.)

STEPS

  1. Navigate to the employee record.
  2. Click Actions ellipse > Job Change > Add Job
  3. Select an additional compensation sup org in the Supervisory Organization field.
  4. In the Effective Date field, enter in the start date of the job or click the calendar icon to select the date. 
  5. In the Reason field click the menu icon and select Dual Employment
  6. In the Employee Type field enter Fixed-Term.
  7. For the Job Profile enter DUALU – Dual Employment (Union)
  8. In the Location field select: Washington Square Campus or WSQ – Brooklyn Campus.
  9. Select the Work Space.
  10. Select Part-Time in the Time Type field.
  11. Click the arrow next to Additional Details to display more fields.
  12. The Job and Business title default to match the job profile. 
  13. Enter in the End Employment Date or click the calendar icon to select a date.
  14. You do not need to complete the following fields: Additional Job Classifications, Company Insider Types, Worker’s Compensation Code Override, Benefits or Company Service Dates.
  15. Complete the Comment field if needed.
  16. Click Submit.
  17. Next is the Change Organization Assignment Page. This step is included so that you may review and if needed, edit organization assignments such as the default costing or timesheet approver. If no changes are needed, review the page and submit.
  18. Select Submit.
  19. Next is the Request Compensation Change. Enter the hourly rate in the Hourly section.
  20. Select Submit.
  21. The salary page routes to the Compensation Partner for review and approval.
  22. Next is the Assign Pay Group step. This is an automated step – the system will assign the job to the Biweekly pay group. Refer to the tip sheet, How Pay Group Is Assigned and Pay Group Selection Guidelines.
  23. Next is the Assign Costing Allocations Page. You may review and, if needed, edit organization assignments such as the default costing or timesheet approver. If no changes are needed, review the page and submit.
  24. 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.

Timesheet

The employee will record hours in the timesheet for the Dual Employment job.

related tip sheets

To process an extension refer to the following tip sheet on Edit Position – Extend Fixed Term Position.

Last updated in April 2021.

Extend Adjunct (Regular or Grad Student), Post Doc Fellow, Student-Related Job or Additional Compensation

Overview

This tip sheet provides guidance on extending an Adjunct (regular or graduate adjunct), Post Doc Fellow, Student-related (e.g. TA, RA, GA), or Additional Compensation job using the Edit Job transaction.

roles & approval chain

This transaction is initiated by the HR Analyst. For review and approval it routes to the HR Partner and then the Finance Executive.

(Note on who can initiate. 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 list of roles and function.)

Edit JOB

  1. Navigate to the employee record.
  2. Under the employee name at the top click the double arrow icon and select the Job.
  3. Click Job on the left side menu. The Job Details displays. 
  4. Locate the Job link. For example: 5123456 Research Assistant. Hover mouse over the link and click on the Actions ellipse which will appear at the end.
  5. Select Job > Edit Job 
  6. Enter in the Effective Date.
    • Note: Refer to the guidelines posted on the HRO Community blog for information on Local 2110 job/appointment dates. Job start and end dates must fall within an individual semester and cannot cross semesters. If you need to extend the job beyond a semester, end the job and create a new one.
  7. Select Modify Incumbent > Extend Fixed Term Job in the Reason field.
  8. Select the arrow next to Additional Information to display more fields.
  9. Enter in the new End Employment Date.
  10. Click Submit.
  11. This routes to 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.

RELATED TRANSACTIONS

If you now need to modify the Activity Pay refer to the Manage Period Activity Pay Assignment tip sheet.

Last updated December 2021.