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12 Easy Steps to Create an Employment Contract

Campus Human ResourcesEmployment & Compensation ServicesOctober, 2009

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Welcome & Introductions Review Purpose for Employment Contract Process 12 Easy Steps to Complete an Employment

Contract/Amendment Exercise - Create an Employment Contract Discuss Contract Amendments Questions

Agenda

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PeopleAdmin – Employment Contracts

Transition Purpose

Increase efficiency Address audit issues Utilize existing technology – PeopleAdmin Deliver consistent results Improve policy / procedure compliance Enhance records management / retention

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Employment Contract Workflows (including Amendments)

Dept. Emp Prep Creates

Route to the Dept. Emp Submitter

Route to CHR Employment for

Approval

Emails:(1) to Dept. Emp Prep(2) To Dept. Emp Sub(3) to Employment

Approve New Employment Contract

Emails:(1) To Dept. Emp Sub(2) To Dept. Emp Prep

(3) To Policy Services(4) To Add’l Emp

Prep/Sub & Comp Prep/Sub Selected

Invalidate Employment

ContractNew

EmploymentContract

Dept. Emp Sub Creates

Note: Applicable users can cancel the

Employment Contract or Contract Amendment at

any point in the workflow.

Emails: A system-generated email is sent to the appropriate user indicated in the workflow,

unless otherwise noted.CHR

Employment Creates

Note: The workflow below also applies to the ‘New Employment Contract - Amendment’ Action.

Approve New Employment

Contract (Reminder Sent)

Emails:(1) To HM

(2) To Emp Sub(3) To Emp Prep

Note: 30 days prior to the Appointment End Date listed on the Employment Contract, the

status of the contract will automatically change to

Approve New Employment Contract (Reminder Sent). This will also trigger an email to the Hiring Manager, Employment

Submitter / Preparer

Route to Benefits for Approval

(If Applicable)

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Step 1 Begin by logging in to People Admin as an

Employment Preparer or Submitter.

Click on “Begin New Action” just below the Job Descriptions heading.

Click on “Start Action” to begin a new contract.

Step 2

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Identify the Job Analysis (JA) number or use one of the fields shown to search for contract job descriptions.

Step 3

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Verify that you have the correct job description by clicking “View Summary.”

If it’s the one you want to use, click “Start Action” to begin entering the contract fields.

Step 4

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Click on the desired contract type.

Use the date you are preparing the request as the “Date of Agreement”.

Enter the actual start

date of the contract in the Begin Date field.

The End Date is the date the contract appointment ends.

In order to receive an e-mail notification that the contract will expire within 30 days, enter a date that is 30 days prior to the date the contract will expire in the “Appointment End Date Reminder” field.

Step 5

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Step 6 Request Number is assigned by PeopleAdmin for

your future reference.

If an employee is a Rehired Retiree an employee ID is required. A link to the Rehired Retiree policy is provided for your information.

The information in this section will automatically populate from the job description.

Salary Enter the salary as a full time monthly rate within the range for that position.

Changes in salary Select an option based on how changes in the salary will be made: in accordance with PPSM 30 or by written amendment to the contract.

A link to the Benefits Eligibility is provided for your information.

Enter the Percentage of Time of the appointment.

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Step 7

Select the Submitter name and the Primary Hiring Manager’s name from the drop - down menu to receive Email Notification of actions concerning the contract/amendment process.

Additional Employment and Additional Compensation Preparers/Submitters are secondary HR contacts. It is always best to have names selected here as the primary hiring manager may be out of the office. These individuals will also receive the email notifications.

PSS Exempt, PSS Non-Exempt, MSP Non-Exempt Only

Enter the appointment begin, end time, and days of the week that the individual will work.

MSP Exempt Only The number of hours to be worked each

week must be entered. This is determined by multiplying the percentage of time by 40 hours.

Example: employee will work 25% time (25% x 40 hours) = 10 hours/week

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Under the Comments section, enter comments from each user to be shared with the next reviewer in the approval process. Remember to date and initial all comments.

Step 8

Please note that there is supplemental documentation stating that an exception to pay policy was approved 9/22/09 RT

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Step 9

Click here to view Contract Summary

From the “Action History” tab, Click “Continue To Next Page” and click “Edit” to make final changes to the contract.

Action Status – if your contract is ready for submission, click “Route to Employment for Approval” and then press Continue.

The contract will be reviewed by Employment & Compensation Services.

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Step 10 Approval Email Once the contract has been approved by Employment & Compensation Services the responsible users will receive a detailed email indicating the approval of the contract.

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Step 11 Once the Contract has been approved, in order to print and obtain signatures, click on Search Actions

Enter the department name / code and Employee last name OR the job analysis (JA) number and the Employee last name and click on Search.

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Click on Get Reports List link under Contract Type and select the appropriate Contract Report to view the completed Contract.

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Step 11

Department must print the contract then obtain appropriate signature (s) and file Contract in Employee’s personnel file.

Department is now the “Office of Record” and must retain original signed contracts / amendments for 7 years.

The signed Contract can now be scanned and uploaded under the Supplemental Documentation tab as shown in Step 12.

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This tab is used to attach the approved and signed contract and any other information related to the contract.

The Supplemental Documentation tab is also used to attach the two UBEN forms, 138 and 1039, when creating a contract for a Rehired Retiree.

Step 12

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Employment & Compensation Team

Elaine Peters – Employment & Compensation Director

Anders Askenas – Employment Services Consultant

Lucie Dean – Compensation Services Consultant

Ginny Flenoy – Employment Services Consultant

Ron Guizado – Employment Services Consultant

Gwen Kobayashi – Employment Services Consultant

Ryan Lee – Employment Services Assistant

Jose Martinez – Compensation Services Specialist

Carolyn Murry – Compensation Services Consultant

Keith Sakoda - Compensation Services Consultant

Rowena Timoteo – Employment Services Specialist

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