Job Change: Post Doc Associate to Post Doc Fellow

Overview

This tip sheet provides guidance on submitting a Job Change from a Post Doc Associate to a Post Doc Fellow. 

Roles & Approval Chain

This transaction is submitted by the HR Analyst and routes to the HR Partner and Finance Executive for review and approval.

Important Transaction Information

Post Doc Fellows are paid fellowship/stipend through Activity Pay. Post Doc Associates are paid wages via a Salary or Hourly compensation plan. This tip sheet will guide you through changing from a Post Doc Associate to a Post Doc Fellow, removing the compensation plan, and submitting a Manage Period Activity Pay Assignment. The main steps of note are:

  • On the Compensation step, you will remove the Amount by clicking on the X button. A red alert will appear if you do not remove this.
  • You will receive a To Do in your inbox indicating that should submit a Manage Period Activity pay after the Job Change transaction completes. If you do not submit the activity pay, the employee will not be paid.

Steps

  1. Navigate to the employee record
  2. Click Actions > Job Change > Transfer, Promote, or Change Job.
    • If there is more than one job you will be prompted to select the job. Make sure to select the correct Post Doc Associate job.
  3. On the Start page, complete the information as you would for any other Job Change (such as effective date, sup org, etc.).
    • For the Why are you making this change? field, select Change to a New Position. Select Start button to move the next step.
  4. On the Job page, change the Job Profile field to 017053 – Post-Doctoral Fellow. The fields Job and Business Title will default to this same title You can modify this if needed.
  5. On the Location page, update if needed the Workspace if needed.
    • You should not need to change the Location, Scheduled Weekly Hours, or Work Shift. These should default to Washington Square Campus, 35 hours, and None, respectively.
  6. On the Details page, the fields should default.
    • Employee Type = Fixed Term, Time Type = Full-Time, Pay Rate Type = Salary, Location and Default Weekly Hours = 35. If they do not, please correct these values.
    • Other fields such as Company Insider Type can remain empty and should not be edited.
    • Make sure to edit the End Employment Date field.
  7. The next page is Attachments. We are not currently using this step; do not attach a document.
  8. On the Organizations page, complete this page as you would on this step for a Hire or Add Job transaction, such as editing the costing allocation components as needed.
    • For example, you may need to change Business Unit, Cost Center, Program, Fund, Project, and Account.
    • The Account for Post Doc Fellow is always SHARE-51542.
    • The Compensation Type should be Regular Pay.
    • You can refer to the Change Organization Assignments tip sheet for further guidance. 
  9. On the Compensation page, select the X button in the Salary section.
    • A red X will appear next to the salary amount as well as the word removed.
    • You are removing the salary because Post Doc Fellows are paid via Activity Pay.
    • At the end of the transaction, you will receive a To Do indicating that you should process a Manage Period Activity Pay.
    • You cannot enter $0 in the field. Remove the salary instead.
  10. Now, you will see a consolidated form composed of all the previous steps. Review your changes & make any additional edits as need. Then select Submit.
  11. If you receive an Assign Pay Group step, choose USA SM Employee in the Proposed Pay Group field.
  12. You will receive an additional step to Assign Costing Allocations. Select Skip if you need to submit a costing override or split costing you can do so on the Activity Pay.
  13. You will now see Up Next as the transaction routes to HR Partner and then the Finance Partner for review.
  14. Once this transaction has successfully completed navigate to your PeopleSync inbox.

Manage Period Activity Assignment

  1. You will see a Process a Manage Period Activity Pay for Post Doc Fellow Complete To Do.
  2. Select the green Manage Period Activity Pay Assignments button. This will take you to the start page for Manage Period Activity Pay Assignment.
  3. Complete the Effective Date and Employee Name fields. If the employee has more than one job, you will have to select the Post Doc Fellow job. Make sure to select the correct job.
    • For Academic Period, select a period beginning with Non-Adjunct. For example, Non-Adjunct 2020 – 2021
    • For Period Activity Rate Matrix, select the corresponding Academic Year. For example, 2020/2021 – Activity Pay Minimum & Increase Table.
    • Select OK to move to the next page. On this next page, you will see the Position # at the top. Make sure this is the correct Position.
  4. For Reason, select Period Activity > Assign Activity Pay > Assign Activity Pay.
  5. In the Activity field select STP – Post Doctoral Stipend.
  6. Complete the Comment field with any pertinent information you may need to support your transaction.
  7. Enter in your Activity Start and End Date.
    • The Use as Payment Date Range box will then appear pre-selected and the Payment Dates will follow those of the Start and End Date.
    • If you wish to use a different payment date, deselect this box and complete the Payment Fields accordingly.
  8. Align payment dates with Pay Period end dates. Post Doc Fellows are paid on the Semi Monthly Employee Pay schedule.
    • A correct example is 9/1/2020 to 8/31/2021 or 9/3/2020 to 8/31/2021.
    • An incorrect example is 9/1/2020 to 8/4/2021 or 9/3/2020 to 8/20/2021.
  9. Complete the Total Amount Field. Notice the Quantity changes to 1 and the Rate will equal the Total Amount.
  10. If you need to complete a costing override or split costing, select the Costing Overrides button located in the Compensation column.
  11. Once the page is completed select Submit. This transaction will then route to HR Partner and Finance Executive for review/approval.
  12. Now go back to your inbox; you can open the To Do again and select Submit.
  13. The transaction will route to the HR Partner and then the Finance Executive for review and approval.
  14. After the transaction is approved and successfully completed, review the Employee’s record. Select Compensation tab.
    • On Compensation > Compensation, you will see a $0 amount.
    • On Compensation > Current Activity Pay, you will see the Activity Pay details.

FAQ

Q: Is there a difference between initiating the Manage Period Activity Pay transaction from the To-Do versus the Actions button?
A: No. The To-Do serves as important reminder to complete this step. However, you can process the Activity Pay from the Employee record by selecting Actions > Compensation > Manage Period Activity Pay Assignments.

Last updated in June 2018.

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