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HR Action Request The Ohio State University Libraries

What is HRA? HR Action Request (HRA) Web-based application used to request and track approval of all student human resource actions. The Ohio State University Libraries

What HRA Can Do Routine HR Actions for Student Employees (not GAAs) Hire Terminate Change Rate of Pay Change Funding Source Occasionally Change Number of Hours Worked Per Week Update Job Duties/Responsibilities Change Other Employee Data The Ohio State University Libraries

Supervisor submits request Greg and Janice are approvers Process Supervisor submits request Greg and Janice are approvers Approved request sent to OAA Service Center for action and entry into HRIS Benefits: Ease of use - help feature Automatic routing Automatic records retention University-wide - consistency Custom application Similar to eRequest University Value – simplification The Ohio State University Libraries

Process How do I create an HRA? The following slides demonstrate the process of a basic HRA using the example of hiring an employee. The Ohio State University Libraries

Step 1. Log in hraction.osu.edu Log-in: You will sign in using your name.## and password The Ohio State University Libraries

Step 2. Select the appropriate action Your information, as the supervisor, will default into these fields. Hover mouse over actions for additional details. Select the appropriate action, then click next. The Ohio State University Libraries

Step 3. Identify Hire Check “current or former OSU employee/student field Look up ID

To Look up an employee: To find the employee, use the ‘Lookup’ function. You can search by any of the listed fields. Any student enrolled should be “finadble” The Ohio State University Libraries

Step 4. Provide details for request Enter your position number Use the Supervisor Key Confirm timehsheet approver Information can be overridden Use additional Information field as needed Chartfield Information Use Supervisor Key

Chartfield Information Org: Organization code used to identify OSUL unit associated with transaction. 32011 – Planning & Administration 32015 – Information Technology 32101 – Research & Education 32153 – Book Depository 32201 – Special Collection & Area Studies 32301 – Collection & Technical Services Fund: Identifies source of money 011000 – Departmental Budget 014002 – Work-Study funds The Ohio State University Libraries

Chartfield Information Account: Represents specific type of employee 60131 – Student – Non Work-Study 60155 – Student Federal Work-Study User Defined: Used for reporting and to identify specific OSUL department HR, SEC, CIRC, ACQ, CAT, SEL, etc. The Ohio State University Libraries

Step 5: Save, Review and Submit Choose to continue or save for later Hire Request saved, but will NOT be submitted until you click the “Submit” button below. Click submit when you have confirmed the information entered is correct

Step 6: Request will enter workflow Request will flow through the approvals Greg or Janice OAA Service Center The Ohio State University Libraries

To impact multiple employees: If you are making a change for more than one employee, check the box above the name field indicating multiple employees instead of creating a separate HRA for each person At this point, there are no longer any fields that are required Upload a spreadsheet as an attachment with the necessary details for the request The Ohio State University Libraries

To attach documentation: Supplemental documentation and additional forms can be uploaded as attachments Click add and select the appropriate documents A description can be added to provide information about the attachment The Ohio State University Libraries

To send notification: A notification can be sent just like an email directly from the HRA system The option to send a notification will be on your confirmation screen once the request has been submitted Notifications can be sent has the HRA# in the subject line of the email and will link the recipient directly to the request You can save commonly used contacts as favorites in the system The Ohio State University Libraries

What Happens Next? Once the HRA has made it through the approval process, you will receive an email Direct the student to the Service Center, 008 Bricker to complete new hire paperwork Request Building and eLAN request if appropriate Once completed, the Service Center will enter the appropriate changes into PeopleSoft To check the status of your HRA, you can use the Search function to see where it falls in the process You can search by many parameters including: Request # Employee Name/ID# Home Department # Request Status The Ohio State University Libraries

Supervisor Key Access via OSUL homepage Staff Intranet Doc Depts Human Resources Managing Student Employee Appointments and HRA Implementation Use key to find your existing student position number, home department, and Chartfield to complete the HRA The Ohio State University Libraries

Examples Hire Funding change Termination The Ohio State University Libraries