Change Organization Assignments

Overview

Organization Assignments contain every organization an employee or position is associated with, and default based on organizations assigned to the supervisory organization of the position or job. The organization assignments contain all elements of the default costing or chartfield, as well as additional information such as Company, Region (Check Location), Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc. You can submit a Change Organization Assignments transaction to modify these values.

This process is a step in many staffing transactions including: Hire, Change Job, Add Job, Edit Position (for specific reasons only) and Create Position.

If submitting this ad hoc, begin with step 1. If changing an employee’s organization assignments as a step within the transactions listed above, begin with step 6.

Roles & Approval Chain

This transaction can be submitted by the HR Analyst, HR Partner, Finance Executive, or Additional Compensation Partner. It routes to the HR Partner and then the Finance Executive for approval.

Steps

1. Navigate to the employee record.
2. Click the Actions ellipse > Organization > Change Organization Assignments.
3. The Change Organization Assignments page displays with the Effective Date, Worker, and Job field defaulting. (If the employee has more than one position or job you will need to complete the Job field.)
4. Edit the Effective Date by entering in the date or click the calendar icon to select a date.
5. Click OK to continue.
6. The Change Organization Assignments page displays with the employee’s current organization assignments or those that default from the supervisory organization.
7. Below is a list of the sections and fields on this page. Click the pencil icon to edit and the check box icon to save. It is common to review the following:
   • Review and edit if needed, the fields which make of the chartfield. These are Cost Center, Business Unit, Program, Fund, Project and Account.
   • Compensation Type. The selections are Regular Pay, Academic and Uncompensated.
   • Timesheet Approver and Time Off Approver may be required for certain employee categories. Refer to the table below.
8. Enter comments if needed.
9. Click Submit.
10. The transaction routes to the It routes to the HR Partner and then the Finance Executive for approval.

sections of Organization Assignment Page

Details: includes Effective Date, Worker, Position and Supervisory Organization. The effective date can be modified. The latter fields default and cannot be modified.

Organizations. Fields in bold are required. Fields may prepopulate based on the organizations assigned to the position or job’s supervisory org. Review and make changes needed.

COMPANY

• Company: Typically this does not need to to be edited and for WSQ employee is New York University.

COST CENTER

• Cost Center

REGION

• Region: Denotes check location (When adding additional jobs, the region code must be the same across all positions to ensure the check goes to the requested location. If region codes are not the same across all positions, the employee may not receive the check at the expected location.) Region/check locations for students is available here.

BUSINESS UNIT

• Business Unit

COSTING

• Grant: This field is not used by WSQ.
• Program: Note that for this field there is a default value (WSQ01-WSQPG-WSQ Program Default) when this information is not available/not applicable.
• Fund

OTHER

• Project: Note that for this field there is a default value (WSQ01-WSQPJ-WSQ Non Project Default~9999-12-31) when this information is not available/not applicable.
• Account: In each Hire tip sheet there are guidelines for completing this field (e.g. SHARE-511000) based on the employee category.
• Security Group: Do not update.  Provides additional security for ULT members
• Compensation Type. Denotes Regular, Academic Pay or Uncompensated.  In each Hire tip sheet there are guidelines for completing this field based on the employee category.
• Time off Approver (TOA) & Timesheet Approver (TSA):  The manager of the supervisory organization (sup org) becomes the default approver. You should only complete these fields if the approver(s) should be someone other than the manager. Examples:
  • • Scenario 1. Robert Doe is the sup org manager for English Department (Staff) (WS0000). He will be reviewing and approving timesheets for the members of this sup org. You do not need to complete the TOA and TSA fields.
    • Scenario 2. Janice Doe is the sup org manager for English Department (Student Workers) (WS0001). There will be many different TSA and TOAs for the students in this sup org. For each job, a TSA and/or TOA is assigned.
    • If you are unable to find the employee in these fields, make sure that the approver role has first been assigned. Refer to the following tip sheet.
    • You can assign more than one TOA or TSA. Review the post in the HR Community blog here.
    • Remember that if the assigned TSA or TOA terminates or changes jobs make sure to review these fields and update as needed. Run the Terminated TSA/TOA Audit Report for a list of active positions which currently have a terminated employee assigned to these roles. 
    • Do not select “None” in these fields. (If you want the manager of the sup org to be the approver – see scenario 1 – leave this field blank. (Note: the report above will also display positions where “None” has been assigned. You can use this report to identify these positions and either remove “None” or replace with a TSA/TOA.
• Shared Funding With:  Enables visibility to specific schools with split costing
• International Assignment:  Denotes employees on an international assignment
• Students Opted into FERPA: Do not update. This value is updated from SIS and applies to Student employees.
• Union Eligible Job: Do not update