Position Management/ HR Processes

Welcome to Training! Why PeopleSoft? What’s Your Part? PeopleSoft will help UTEP grow. What’s Your Part? We need your skills and expertise to utilize PeopleSoft. It’s a vehicle and you’re the driver! Over time you will build your own history with PeopleSoft. What to Know About Training? Training is an investment in your professional growth. Be open to change.

Agenda This class will focus on the following topics: New Positions & Modifications Position Funding Changes Recruitment (Job Postings) New Hire / Re-Hires Additional HR Processes

Terminology New Positions & Modifications Form For new positions to include all employee classifications, grant and non-grant funded positions, and workload increases. Position modifications. Position Funding Changes Form Position funding changes requested to change the funding source associated with a position or change the distribution of funding from multiple accounts. This form routes to the budget office.

Terminology New Hire / Re-Hire Form IAP New hire request to extend an offer to staff (thru recruitment), Non-Tenure faculty, and student hires. IAP Interim Approval Process.

HRTC Human Resources Transactions Center Centralized processing of job record and position data entry, modification, and maintenance. HRTC Website – http://hrtc.at.utep.edu Supporting Information Job Code -- Contacts Department -- Location Calendars -- General Processing Additional information

What is NOT Changing Position Audits Reclassifications & Promotions Casual Labor Employee Classifications Compensation – Handled by HR Job Codes

Job Code->Position->Job Job Code data serves as a foundational attribute for the creation of Positions. Job code in turn determines position characteristics. Position in turn determines characteristics of an employee’s job record. Once the position update is processed, an employee’s job record is automatically updated. Position to Job Record Regular/Part Time - Title Job Code - Salary Plan EMPL Class - Standard Hours (Exception: Students) Reports To - Full Time Equivalency (Exception: Students) Department - Location FLSA Status Updates to these fields on a job record must be processed as an update to a position. Once the position update is processed, it will process an to an employee’s job record is automatically updated.

Pooled Positions Departments will have the ability to use student pooled positions. Job Code 10060 to 10099 Shared Characteristics Department - Location Reports to - Funding Pay Rate Code (Hourly/Annual) Pay Frequency (Semi/Monthly)

Pooled Positions Requested through the IAP Position Request. Only for student positions. In the general notes section, Indicate the Max Head Count for the position to be pooled.

Job Record End Dates Budgeted positions will not require job end date. Non budgeted positions (Students, Temp Staff, NT Temp Faculty) will require Hiring Departments provide end dates.

Job Record End Dates Use current appointment/assignment date conventions: Fall 09/01 to 01/15 Spring 01/16 to 05/31 Summer 06/01 to 08/31 Use approved or confirmed end date for grant or other related approval processes.

New Position Requests & Position Modification Requests Processing for: Staff: New Positions & Modifications Paper Form: Staff Employment Actions Request Form (New HRAC form) Faculty: Tenure & Tenure-Track Email request: Current authorization to hire process. Interim Approval process: PeopleSoft Position Request & Modifications Form. Faculty: Non-Tenure Track & Students:

New Position Requests & Position Modification Requests (HRAC form) Staff

New Position Request Interim Approval Process (IAP) form workflow: Department Initiates VP – Approves the request ORSP – For grant related positions HR Recruiting Budget HRTC Process

New Position Request Faculty & Students 1 1a 2 3 Enter UserID for Chair/Manager/Director. Check if position is grant funded. Select New Position. Provide justification for the request.

New Position Requests (IAP) 4 5 Complete Job Information/Work Location Effective Date Business Unit – Your department Job Code: (Information in PeopleSoft) Regular or Temporary Part Time or Full Time Standard Hours Location: (Information in PeopleSoft) Reports To Position #: (Information in PeopleSoft) Complete Specific Information/Proposed Funding Work Phone Budgeted Position Faculty Position Cost Center/Project ID (Project ID for Grant accounts) Fund Type Proposed Annual Salary Comments

Position Modification Requests Position Data Updates Location Reports To Position FTE/Ben Elig/Reg/TEMP Reg/Temp Full/Part Time Standard Hours/FTE Position Working Title Changes Working Title Reclassifications Transition position from job code to another (Requires consultation with Compensation – Contact HR)

Position Modification Request Interim Approval Process (IAP) form workflow: Department Initiates VP – Approves the request ORSP – For grant related positions HR Recruiting Budget HRTC Process

Position Modification Request Faculty & Students Enter the UserID for Chair/ Manager/ Director. Check if position is grant funded. Select Update/ Modification. Provide justification for the change. Complete Current Position Information section. Position Number: (Information in PeopleSoft) Effective Date Select Reason: Position Data Update Position FTE/Ben Elig/Reg/Temp Position Working Title Changes Reclassification 1 1a 2 3 4

Position Funding Changes Interim Approval Process (IAP) form workflow: Department Initiates Account owner approves funding changes ORSP – Approves Grant funded position Budget – Reviews & Approves

Position Funding Changes Funding changes for all Employees: Interim Approval Process: Department Admin initiates the PeopleSoft Position Funding Changes Form. All forms are routed to Budget Office.

Position Funding Changes Complete Current section: Position ID (Information in PeopleSoft) Incumbent Name Cost Center/Project ID Department Percent Time (Dist) Begin and End Dates Complete Proposed section: Position ID(Information in PeopleSoft) Cost Center/ Project ID Comments 1 2

Recruitment (Job Posting) Processing for Staff only: Paper form: Staff Employment Actions Request Form (HRAC form) All other employee classifications will follow the current process.

Recruitment (Job Posting) Interim Approval Process (IAP) form workflow: Manager submits HRAC for approval VP approves HRAC committee – Reviews & Approves Manager/Director approves HR Recruiting team processes

Request to Recruit (Paper form) Staff

Request for New Hire / Re-Hire Processing for: Staff : Paper Form: Staff Employment Actions Request Form (new HRAC form) Staff (recruitment): Interim Approval Process: PeopleSoft New Hire/ Re-Hire Form Faculty (recruitment): Tenure, Tenure Track or Non-Tenure Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form EO Process Students:

New Hire Process Workflow: Department Initiates Manager/Director/Chair – Approves HR Recruiting team Processes verifies CBC ORSP – Approves grant funded position Budget Office – Reviews & Approves HRTC Process

Request for New Hire/Re-Hire (Paper) Staff (Direct hire)

Request for New Hire/Re-Hire (IAP) Staff (thru recruitment) Faculty (NT) & Students 1 Enter Cost Center/ Project ID. Answer each question appropriately. 2

Request for New Hire/Re-Hire (IAP) 3 Complete Biographical Data section. Complete Job Data section. Begin Date Position Number: (Information through PeopleSoft) Other fields outlined in red. 4

New-Hire Process Requires hiring departments to wait until HRTC has cleared a new hire to begin work pending successful completion of a criminal background checks and other related verifications. Align UTEP employment practices with widely used standard operating procedures Create defense against potential negligent hiring practices and create safe work environment

Additional HR Processes Ad Hoc Salary Changes Additional Pay/ Supplements Voluntary Separation/ Retirements Affiliates/Sponsored/Early Access

Ad Hoc Salary Changes Purpose: Process: Request due to an increase in an employee’s duties and responsibilities. Process: Staff: HRAC form Faculty: Current promotion and tenure process Students: Paper Form: Request for Salary Increase

Ad Hoc Salary Changes- Paper form Students

Additional Pay/ Supplements Handled by payroll Purpose: Requested for employees deemed to require compensation in addition to their regular pay. (Bonuses, awards, temp duties or overloads.) Process: Staff: HRAC form Departments- VP submits email request to President’s Office Send to Payroll Office Faculty: SAR Colleges- CAO submits email request to Dean’s Office

Voluntary Separation/ Retirements Purpose: Requested when an employee provides a notice of resignation or retirement. The form can be found on the PeopleSoft.utep.edu website. Or - Click here to access the Separation form.

Separation Process Students, Temp Staff, NT Faculty (Non Benefit): Departments required to provide end dates. As end dates approach, departments will be notified If Extending Appointment: Process IAP (Hire/Rehire) Explain the purpose of the document in the notes section If extending staff: Process HRAC request If expiration is correct: Process Separation Form If terminating early: Process Separation From with updated term date.

Separation Process Budgeted Staff/Faculty (TN/TT) Process Separation Form with updated term date and contact HR to continue receiving benefits. Benefit Eligible Grad Students and Lecturers

Voluntary Separation or Retirements Faculty, Staff, Students – Paper Form

Separations/Retirement Dates Effective Dates for these transactions will be the next day after their last day worked. For example, if the last day worked was 5/31/14. The separation date reported under effective date field on the form, will be 6/1/14.

PeopleSoft HR Access HR Reviewer role View Current Job View Position Data Information is needed to complete Interim Approval Process Forms.

Current Job Breadcrumbs Main Menu > Workforce Administration > Job Information > Current Job

Current Job Main Menu > Workforce Administration > Job Information > Current Job Search for an Employee using any of the chartfields to look up their Job Information. Click the Search button. 1 2

Current Job Main Menu > Workforce Administration > Job Information > Current Job Under the Work Location tab: Verify the fields for: Effective Date Position Number Department Business Unit Location Action Reason 1

Current Job Main Menu > Workforce Administration > Job Information > Current Job Under the Job Information tab: Verify the fields for: Effective Date HR Status Payroll Status Job Code Reports to Full/Part Time Classified Ind 1

Position Data Breadcrumbs Main Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position Info

Position Data Main Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position Info Search for an Employee using any of the chartfields for their Job Information. Click the Search button. 1 2

Position Data Main Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position Info Under the Description tab: Verify the fields for: Effective Date Reason Business Unit Job Code Regular/Temp Full/Part-Time Title Department Location Reports to Standard Hours 1

Submission Deadlines Semi-Monthly #1 10th Monthly 15th New employees have to be approved and processed by HRTC by the above dates for them to be entered for the payroll deadlines.

References Additional information and resources can be found on the PeopleSoft website. Job Aids Power Point slides Quick Guides Crosswalk Links to UPK PeopleSoft.utep.edu

Questions

Thank You!