Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Reporting Funding Changes (including October increases) REWRITE

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) REWIRTE This example is to demonstrate changes made to an existing appointment of a postdoc. The changes can be one or a combination of the following: -Appointment start date changed after appointment has been approved by Postdoctoral Affairs. -Appointment end date is changed due to an extension/reappointment of the postdoc. -The faculty sponsor and/or research mentors have changed for the postdoc -Funding sources or amounts changed. -Reporting the October 1 salary/stipend increase annually. The form requires that the postdoc has an active postdoc PeopleSoft record.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) REWIRTE Step 1 Go to and login using your SUNet ID and password. Click the Postdoc Administrative Forms link.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 2 Click the Change Transactions option.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 3 Click the Continue button.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 4 Click the Add a New Value tab.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 5 Click the Look up *Student ID (Alt+5) button.

Change Transaction: Amendment and Funding Changes Step 6 Last Name was entered as Cheng. Now enter the desired information into the First Name field. Enter "Yong".

Change Transaction: Amendment and Funding Changes Step 7 Hit enter to continue.

Change Transaction: Amendment and Funding Changes REWIRTE Step 8 Find the record of your postdoc. Click EmplID.

Change Transaction: Amendment and Funding Changes REWRITE Step 12 (now Step 9) The Bio Demo section should display the appointment information for your postdoc. You now have the option to do one or more of the following options to proceed: 1.Change the appointment dates (start dates or extensions) 2.Change faculty sponsors or research mentors 3.Report funding changes including the annual October increase. Click on the appropriate checkbox for the action you wish to take. Form Click the Choose a date (Alt+5) button.

Change Transaction: Amendment and Funding Changes Step (Step 1 of Topic 1) Topic 1: Date Changes If you clicked Appointment Dates checkbox on top of form, a section opens up: Appointment Date Change. The New Appointment Start Date is defaulted to the Start Date of the current postdoc’s appointment. Leave that field unchanged UNLESS you are reporting an earlier or a delayed start of a new postdoc. Do not update this field if this is a continuation of an existing appointment. Click the Previous Month button.

Change Transaction: Amendment and Funding Changes Step (topic 1) Topic 1: Date Changes The New Appointment End Date is blank. Enter the new date to which this appointment is now ending, i.e., extended to. Click the Previous Month button.

STEP 12 (Step 1 of Topic 2) Topic 2: Faculty Change The current Faculty Sponsor of this postdoc would be displayed here. Click the Previous Month button.

Step 13 Topic 2: Faculty Change If the postdoc had a Research Mentor, the mentor’s name would be displayed here. This postdoc does not have a Research Mentor because it is blank here. Click the Previous Month button.

Step 14: Topic 2: Faculty Change If you are not changing the Faculty Sponsor, leave this field blank Click the Previous Month button.

Step 15 Topic 2: Faculty Change The task here is to assign a Research Mentor to this postdoc. Click on the magnifying glass Click the Previous Month button.

Step 16 Topic 2: Faculty Change A pop-up window appears. Enter the Last Name of the Research Sponsor. This individual must be a member of the Stanford Faculty. Click the Previous Month button.

STEP 17 Topic 2: Faculty Change If the Faculty Member’s name does not appear, you will see No matching records were found. asking that the faculty member be added to the Advisor Table in PeopleSoft. You will not be able to submit this Change Form until this is Click the Previous Month button.

STEP 18 Topic 2: Faculty Change In this case, the faculty member’s exists in the Advisor Table in PeopleSoft. Click on the EmplID. Click the Previous Month button.

Step 19 Topic 2: Faculty Change The EmplID will be added to the Research Mentor field and the Name will be displayed next to it. Click the Previous Month button.

Step 20 Topic 2: Faculty Change Enter any comments regarding this change here for the record. These comments are visible only to you and to the approvers and the Office of Postdoctoral Affairs. Example includes the reason for the change, or the date on which it takes effect.

STEP 21 (step 1 of Topic 3) Topic 3: Funding Changes If you clicked on the Funding Change like, a section of the form opens up called New Annual Salary/Funding. Enter here information about the funding for this postdoc, annualized rate. Click the Previous Month button.

Change Transaction: Amendment and Funding Changes Step 22 Topic 3: Funding Changes After clicking Choose a date on which this change takes place.

Change Transaction: Amendment and Funding Changes Step Topic 3 Funding Changes Enter the description of the funding source or project name. In this case, the PI Research Grant is entered as Description. Click anywhere in the Description field.

Change Transaction: Amendment and Funding Changes Step Topic 3: Funding Changes Press [Tab] to go to Amount field.

Change Transaction: Amendment and Funding Changes Step 25 Topic 3: Funding Changes Enter the desired information into the Amount field. Enter “20078".

Change Transaction: Amendment and Funding Changes Press [Tab]. Step 26 Topic 3: Funding Changes

This postdoc is also getting a fellowship in addition to the PI grant salary. Enter the Fellowship Name here and then Press [Tab] to enter the amount. Enter for the amount Step 27 Topic 3: Funding Changes

Step 28 Topic 3: Funding Changes The total amount of funding is added up on the form. This postdoc has 3 years of research experience.

Step 29 Topic 3: Funding Changes The form looks up the Funding Table for postdocs with 3 years of experience and will display the Required Funding total for this postdoc here. You may not submit the form without correcting the funding up to Stanford’s required minimum.

Step 30 ALL TOPICS: Enter any additional information regarding this change to include in the notification to the postdoc and administrators of this change. Click the Previous Month button.

Step 31 All TOPICS: In the Comments section, enter any information for the record (electronic file) regarding this request. This can be information for the approvers regarding this extension, rationale for an exception request, or any other reminders or notes for the file regarding this change. These comments are not visible to the postdocs.

Change Transaction: Amendment and Funding Changes Step 32 All TOPICS: Click the Save button if you wish to keep your work and NOT submit the form for approval yet. You may return to it any time.

Change Transaction: Amendment and Funding Changes Step Click the Submit button when you are ready to submit the form for approval.

Change Transaction: Amendment and Funding Changes Step 34 We now want to see the Workflow transaction process. Click the PeopleSoft link.

Change Transaction: Amendment and Funding Changes Step 35 Click the Workflow Home link.

Change Transaction: Amendment and Funding Changes Step 36 Click the My PendingRequests tab.

Change Transaction: Amendment and Funding Changes Step 37 Click the Yong Cheng-PostDoc Request Type-PdocChange 06 link.

Change Transaction: Amendment and Funding Changes Step 38 Now we can see the Approval Schedule and how the transaction will move through Workflow. This is the place to look to find out where a transaction may be held up!! Click the scrollbar.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 39 All Topics: Now, you can look up any Change Form that was either saved without submission or submitted for your Org Code … Let’s say to open a Change Form you saved but did not submit. You’d like to open it up, complete it and submit it. Go to and login using your SUNet ID and password. Click the Postdoc Administrative Forms link.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 40 Click the Change Transactions option.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 41 Click the Continue button.

Change Transactions: Changing Appointment Start Dates, Extending Existing Appointments and Funding Changes (including reporting of October increases) Step 42 Click the Find an Existing Value tab. Enter one or more information for the Change Form you wish to retrieve, such as last name or the EmplID, then click Search.

Step 43 If you leave all fields blank and click Search, all records of Change Forms submitted for your department/divison will be retrieved. The Transaction Status column shows the status of the form: approved (by OPA), Draft (saved by you and not submitted) or Pending (in the queue for approval and did not reach OPA). Click on the one you wish to lookup.

Step 44 End