Extend the Job of Student Employee (Hourly)

Overview

To extend the hourly job of a student employee, submit an Edit Job transaction. This transaction is typically submitted by the HR Analyst and will route to the HR Partner and Finance Executive for approval. 

STEPS

  1. Navigate to the employee record.
  2. Under the employee name at the top left, click the double arrow icon, and select the job.
  3. Click Job on the left side menu. The Job Details display. 
  4. Locate the Job link. For example: 5123456 Office Assistant. Hover mouse over the link and click on the actions ellipse which appears at the end.
  5. Click Job > Edit Job.
  6. Effective Date. Enter a date that is before the current End Employment Date if you wish for there to be no break in service. If there is a planned gap, enter a future 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. In the Reason field, select Modify Incumbent > Extend Fixed Term Job.
  8. Click on the arrow next to Additional Information to display more fields.
  9. Update the End Employment Date.
  10. Click Submit.
  11. 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, simply review the page and submit.
  12. Click Submit.
  13. Next is the Request Compensation Change. This step is included so that you may edit the hourly salary if needed. If no changes are needed, simply review the page and submit.
  14. Click Submit.
  15. The transaction routes to the HR Partner and then Finance Executive for review and approval.

timesheet

This transaction prompts an extension of the end date.

Last updated December 2021.

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

  1. Navigate to the employee record.
  2. Click Job on the left menu.
  3. 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.
  4. For Professional Researchers, select Job > Edit Job. For Administrative/Professionals and Full-Time Faculty select Position > Edit Position.
  5. 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. 
  6. Click the menu icon in the Reason field. Select Modify Incumbent > Extend Fixed Term Job.
  7. Click the arrow next to Additional Information to display more fields.
  8. Edit the End Employment Date.
  9. 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.)

  1. 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.
  2. Submit.

Assign costing allocation

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

  1. Click Open.
  2. Select Worker and Position in the Costing Allocation Level field.
  3. If the salary will be charged to the Default Costing Allocation click Submit.
  4. 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.
  5. For additional guidance refer to Assigning Costing Allocations tip sheet.
  6. 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.

  1. 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.

  1. Navigate to the employee record. 
  2. Click Compensation on the left menu.  Check the Amount and the Effective Date.
  3. 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.

Edit Position or Job for Academic Employees: Overview

Overview

This tip sheet provides guidance on Edit Position or Edit Job transaction for Academic employees, including Full Time Faculty and Professional Researchers. The chart below provides a list of reasons for editing the position and the corresponding tip sheet.

The Edit Position/Job transaction is used to modify fields such as job profile, title, time type, work hours, annual work/disbursement on an existing employee’s record. It should not be confused with Edit Position Restrictions. Refer to the final section for updates on Edit Position Restrictions for Faculty positions.

Roles & Approvals

This transaction is submitted by the HR Analyst. Approval is based on the reason selected. See each tip sheet for more details.

(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. 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 actions bar.
  5. Click Position > Edit Position or Click Job > Edit Job. 
    • For Full Time Faculty the transaction is Edit Position.
    • For Professional Researchers, the transaction is Edit Job.
  6. In the Reason field enter the reason or click the menu icon and select Modify Incumbent to view the list of reasons.
  7. Refer to the tip sheet below.

Reasons, sample scenario, tip sheet(s)

Reason Sample Scenario Tip Sheet
Modify Incumbent > Academic Job Profile Change John Doe’s rank is changed from Associate Professor to Professor.

The job profile field is changed from 001002 to 001001.

 Edit Position: Academic Profile Change
Modify Incumbent > Academic Pay Change Kate Doe, a Visiting Professor, started in July.

On September 1, annual work and disbursement are changed from 12/12 to 9/12.

 Edit Position: Academic Pay Change (Annual Work Period and Disbursement Plan)
Modify Incumbent > Academic Title Change
 Luke Doe’s title fields are modified from Professor or Neural Science to Professor of Neural Science & Psychology. Edit Position: Academic Title Change
Modify Incumbent > Extend Fixed Term Job  Brian Doe’s research scientist job is extended for the next two years.

 

 Edit Position or Job: Extend Fixed Term Employee (Professional Researchers, Admin/Professionals and FT Faculty)
Modify Incumbent > Work Hours Change Jen Doe was hired as a Part-Time/Non-exempt researcher; position is changed to Full-Time/Exempt.The salary is changed from Hourly to Salary. Work Hours are changed from 15 to 35.

 

 Change Time Type of Professional Researcher
Modify Incumbent > Work Space Update Department has moved to a new building.

Wendy Doe’s workspace changes from 10 Astor to 105 East 17th.

 Edit Position / Job: Work Space Change

Edit Position Restrictions (Faculty)

To date, Edit Position Restrictions (EPR) is primarily used for Administrative/Professionals and Staff.

Effective Oct. 21, 2019, we added validation rules to prevent submission of EPR for Full Time Faculty using reasons:

  • Role Enhancement
  • Grade Change
  • Title Change
  • Academic Title Change for Academic Job Families -Tenure/Tenure Track FT Faculty, Non-Tenure Track Full Time and Academic Administration

If you try to submit an Edit Position Restrictions using these reasons you will see a red alert and will not be able to complete the transaction.

For title changes, use the Edit Position > Academic Title Change reason as noted above.

Last updated in September 2020.

Update Academic Appointment

overview

This tip sheet provides steps on completing the Update Academic Appointment of a Tenure-Eligible faculty member for a promotion in rank and/or change in tenure status to Tenured.

Note: If you are processing a change in rank, you must first change the Job Profile by completing the Edit Position: Academic Profile Change transaction. 

Roles and approval chain

The transaction is submitted by the Academic Initiator. For review and approval, it routes to the  Academic Approver and then the Academic Partner. 

(Note: Many of the roles in PeopleSync share the same functionality. The Academic Approver can submit the same academic appointment transactions as the Academic Initiator. 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 > Academic Faculty > Update Academic Appointment.
  3. On the next page, the Academic Appointee and Track fields will automatically repopulate.
  4. Enter the Start Date:
    • For a promotion/change in Rank only, enter the start date of the new promotion or change in rank.
    • For a promotion and change in tenure status to tenured, enter the start date of the track. A soft alert will display: “This Academic Appointee already has an appointment with the same start date. If you select the same Appointment Start Date, your change replaces the existing appointment.”
  5. Click Submit.
  6. In the Reason field, enter in one of the reasons below or select the reason using the menu icon:
    • Change in Rank – Promotion
    • Change in Tenure Status – Tenure Awarded
    • Change in Rank and Tenure Status – Promotion and Tenure Awarded
  7. Edit Rank field to the new rank.
  8. The Title field will automatically update. This is an open field and can be modified.
  9. The Position Number will automatically update and the Job Profile will automatically update.
  10. If you are changing the Tenure Status to Tenured complete fields under Tenure Information:
    • Change the Tenure Status to Tenured.
    • Enter the Tenure Award Date.
    • Note: The Probationary End date field will not be modifiable.
  11. Under the Additional Data section, do not modify the Academic Review Date.
  12. Enter comments to provide context regarding the promotion/tenure status change.
  13. Do not attach any documents.
  14. Click Submit. 
    • For a promotion in rank, you will move to the next page which displays the Edit Additional Data button. Click this button. You will see the Other Academic Review Date fields (Review Schedule, 3rd Year, 6th Year and Tenure Clock Interruption # of Semesters). Click Submit. 

Review and Approval

    1. The transaction routes to the Academic Approver and then the Academic Partner.  Approvers can refer to the How to Approve a Transaction tip sheet for general information. Below are additional steps specific to the Academic Appointment process. Unlike in other staffing transactions, the Academic Approver can edit fields.
      • When you open the Review task you will see that you can edit fields. Make modifications as needed.
      • Note: You cannot edit the four custom fields (Review Schedule, 3rd Year, 6th Year Review Date, and Tenure Clock Interruption). If these require correction, click the Send Back button and Include comments, so that the Academic Initiator can update the applicable field(s).
    2. Once approved, the transaction routes to the Academic Partner for review and approval.
  •  

Review the Updated Appointment 

After successful completion of the transaction, the Academic Initiator or Academic Approver should Review the Updated Record.

  1. Navigate to the employee record.
  2. From the left side menu select Academic
    • The Current Appointment tab will reflect the new rank.
    • Note: You should not see two separate rows for the same appointment on this tab. If so, this indicates that one of them is a duplicate transaction.
  3. Select the magnifying glass to view the appointment details.
  4. Select the Appointment History tab. Here you should  see the previous rank and the new rank.
  5. Select the Academic Appointment Comments tab to review a summary comments from everyone involved in the workflow.

Additional Resources

Faculty Lifecycle Dashboard Pilot Training was conducted in June 2020. A ppt presentation is available on iLearn, course HRS:000, section 503.

Last updated in August 2020.

Update Academic Appointment – Tenure Clock Interruption Request

Overview

This tip sheet provides steps on completing the tenure clock stoppage field using the Update Academic Appointment transaction for a Tenure-Eligible faculty member.

Roles & Approval Chain

The transaction is submitted by the Academic Initiator. For review and approval, it routes to the  Academic Approver and then the Academic Partner. 

(Note: Many of the roles in PeopleSync share the same functionality. The Academic Approver can submit the same academic appointment transactions as the Academic Initiator. 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 > Academic Faculty > Update Academic Appointment.
    • Alternate Navigation Option: Select Academic > Current Appointment > Find the Appointment record, scroll to the right, and select the Update button.
  3. On the next page, the Academic Appointee and Track fields will automatically repopulate.
  4. Enter the Start Date of the academic appointment. This is the Track start date.
    • A soft alert will display, “This Academic Appointee already has an appointment with the same start date. If you select the same Appointment Start Date, your change replaces the existing appointment.”
    • Click Submit.
  5. On the next page in the Reason field, and click the menu icon in this field. Select Update Academic Appointment > Update Academic Appointment > Change Appointment Information.
  6. Adjust the Academic Review Date (Tenure Review Date) and the Probationary End Date if needed.
  7. Click Submit.
  8. Click the Edit Additional Data button.
  9. Enter in the number of semester breaks in the Tenure Clock Interruption field.
  10. Adjust the Review – 3rd Year and Review – 6th Year, if applicable.
  11. Enter a comment describing the reason for the tenure clock interruption event in the Comments box.
  12. Click Submit.

REVIEW AND APPROVAL

  1. The transaction routes to the Academic Approver and then the Academic Partner.  Approvers can refer to the How to Approve a Transaction tip sheet for general information. Below are additional steps specific to the Academic Appointment process. Unlike in other staffing transactions, the Academic Approver can edit fields.
    • When you open the Review task you will see that you can edit fields. Make modifications as needed.
    • Note: You cannot edit the four custom fields (Review Schedule, 3rd Year, 6th Year Review Date, and Tenure Clock Interruption). If these require correction, click the Send Back button and Include comments, so that the Academic Initiator can update the applicable field(s).
  2. Once approved, the transaction routes to the Academic Partner. 
  1.  

additional resources

Faculty Lifecycle Dashboard Pilot Training was conducted in June 2020. A presentation is available in iLearn. The course is HRS:000, section 503.

Last updated in May 2020.