1. Position Management/ HR Processes

2. 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.

3. 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

4. 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.

5. 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.

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

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

8. 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.

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

10. 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.

11. 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.

12. 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.

13. 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
request: Current authorization to hire process.
Interim Approval process: PeopleSoft Position Request & Modifications Form.
Faculty: Non-Tenure Track & Students:

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

15. 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

16. 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.

17. 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

18. 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)

19. 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

20. 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

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

22. 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.

23. 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

24. 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.

25. 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

26. Request to Recruit (Paper form)
Staff

27. 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:

28. 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

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

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

31. 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

32. 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

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

34. 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

35. Ad Hoc Salary Changes- Paper form
Students

36. 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 request to President’s Office
Send to Payroll Office
Faculty: SAR
Colleges- CAO submits request to Dean’s Office

37. 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.

38. 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.

39. 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

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

41. 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.

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

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

44. 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

45. 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

46. 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

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

48. 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

49. 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

50. 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.

51. 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

52. Questions

53. Thank You!