PowerPoint Presentation

Position Management/ HR Processes

1Welcome to Training!Why PeopleSoft?PeopleSoft will help UTEP grow.Whats Your Part?We need your skills and expertise to utilize PeopleSoft. Its a vehicle and youre 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.

22AgendaThis class will focus on the following topics:

New Positions & ModificationsPosition Funding ChangesRecruitment (Job Postings)New Hire / Re-HiresAdditional HR Processes

33TerminologyNew 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.

44TerminologyNew Hire / Re-Hire Form New hire request to extend an offer to staff (thru recruitment), Non-Tenure faculty, and student hires.IAPInterim Approval Process. 55HRTCHuman Resources Transactions CenterCentralized processing of job record and position data entry, modification, and maintenance.

HRTC Website http://hrtc.at.utep.edu

Supporting InformationJob Code-- ContactsDepartment-- LocationCalendars-- General ProcessingAdditional information66What is NOT ChangingPosition AuditsReclassifications & PromotionsCasual LaborEmployee ClassificationsCompensation Handled by HRJob Codes77Job Code->Position->JobJob 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 employees job record.

Once the position update is processed, an employees job record is automatically updated.

Position to Job RecordRegular/Part Time- TitleJob Code- Salary PlanEMPL Class- Standard Hours (Exception: Students)Reports To- Full Time Equivalency (Exception: Students)Department- LocationFLSA 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 employees job record is automatically updated.

88Pooled PositionsDepartments will have the ability to use student pooled positions.

Job Code 10060 to 10099

Shared CharacteristicsDepartment- LocationReports to- FundingPay Rate Code (Hourly/Annual)Pay Frequency (Semi/Monthly)

99Pooled PositionsRequested 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.1010Job Record End DatesBudgeted positions will not require job end date.

Non budgeted positions (Students, Temp Staff, NT Temp Faculty) will require Hiring Departments provide end dates.1111Job Record End DatesUse current appointment/assignment date conventions:Fall 09/01 to 01/15Spring01/16 to 05/31Summer06/01 to 08/31

Use approved or confirmed end date for grant or other related approval processes.1212New Position Requests& Position Modification RequestsProcessing for:Staff: New Positions & ModificationsPaper 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: Interim Approval process: PeopleSoft Position Request & Modifications Form.1313New Position Requests& Position Modification Requests (HRAC form)

Staff1414New Position Request15Department InitiatesVP Approves the requestHR RecruitingHRTC ProcessInterim Approval Process (IAP) form workflow:BudgetORSP For grant related positions15

1321aFaculty & StudentsEnter UserID for Chair/Manager/Director.Check if position is grant funded.Select New Position.Provide justification for the request.New Position Request

45New Position Requests (IAP)17Complete Job Information/Work LocationEffective DateBusiness Unit Your departmentJob Code: (Information in PeopleSoft)Regular or TemporaryPart Time or Full TimeStandard HoursLocation: (Information in PeopleSoft)Reports To Position #: (Information in PeopleSoft)Complete Specific Information/Proposed FundingWork PhoneBudgeted PositionFaculty PositionCost Center/Project ID (Project ID for Grant accounts)Fund TypeProposed Annual SalaryComments17Position Modification RequestsPosition Data UpdatesLocation Reports ToPosition FTE/Ben Elig/Reg/TEMPReg/Temp Full/Part TimeStandard Hours/FTEPosition Working Title ChangesWorking TitleReclassificationsTransition position from job code to another (Requires consultation with Compensation Contact HR)

18Position Modification Request19Interim Approval Process (IAP) form workflow:Department InitiatesVP Approves the requestHR RecruitingHRTC ProcessBudgetORSP For grant related positions19

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 DateSelect Reason:Position Data UpdatePosition FTE/Ben Elig/Reg/TempPosition Working Title ChangesReclassificationFaculty & Students321a1420Position Modification Request20Position Funding Changes21Department InitiatesAccount owner approves funding changesORSP Approves Grant funded positionBudget Reviews & ApprovesInterim Approval Process (IAP) form workflow:21Position Funding ChangesFunding changes for all Employees: Interim Approval Process: Department Admin initiates the PeopleSoft Position Funding Changes Form.All forms are routed to Budget Office.2222Position Funding Changes

Complete Current section: Position ID (Information in PeopleSoft) Incumbent NameCost Center/Project IDDepartmentPercent Time (Dist)Begin and End DatesComplete Proposed section:Position ID(Information in PeopleSoft) Incumbent NameCost Center/ Project IDDepartmentPercent Time (Dist)Begin and End DatesComments1223Recruitment (Job Posting)Processing for Staff only: Paper form: Staff Employment Actions Request Form (HRAC form)

All other employee classifications will follow the current process.

2424Recruitment (Job Posting)Manager submits HRAC for approvalVP approvesHRAC committee Reviews & ApprovesHR Recruiting team processesManager/Director approvesInterim Approval Process (IAP) form workflow:Request to Recruit (Paper form)

Staff2626Request for New Hire / Re-HireProcessing for:Staff : Paper Form: Staff Employment Actions Request Form (new HRAC form)Staff (recruitment): Interim Approval Process: PeopleSoft New Hire/ Re-Hire FormFaculty (recruitment): Tenure, Tenure Track or Non-Tenure Interim Approval Process : PeopleSoft New Hire/ Re-Hire FormEO ProcessStudents: Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form2727New Hire ProcessDepartment InitiatesHR Recruiting team Processes verifies CBCManager/Director/Chair ApprovesORSP Approves grant funded positionHRTC ProcessBudget Office Reviews & ApprovesWorkflow:Request for New Hire/Re-Hire (Paper)

Staff (Direct hire)2929Request for New Hire/Re-Hire (IAP)

30Staff (thru recruitment)Faculty (NT) & Students 12Enter Cost Center/ Project ID.Answer each question appropriately.3031

3Complete Biographical Data section.Complete Job Data section.Begin DatePosition Number: (Information through PeopleSoft) Other fields outlined in red.4Request for New Hire/Re-Hire (IAP)31New-Hire ProcessRequires 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 proceduresCreate defense against potential negligent hiring practices and create safe work environment3232Additional HR ProcessesAd Hoc Salary Changes Additional Pay/ SupplementsVoluntary Separation/ RetirementsAffiliates/Sponsored/Early Access3333Ad Hoc Salary ChangesPurpose: Request due to an increase in an employees duties and responsibilities.Process:Staff: HRAC formFaculty: Current promotion and tenure processStudents: Paper Form: Request for Salary Increase

3434Ad Hoc Salary Changes- Paper form

Students3535Additional Pay/ SupplementsHandled by payrollPurpose: Requested for employees deemed to require compensation in addition to their regular pay. (Bonuses, awards, temp duties or overloads.)Process:Staff: HRAC formDepartments- VP submits email request to Presidents OfficeSend to Payroll OfficeFaculty: SARColleges- CAO submits email request to Deans OfficeSend to Payroll Office

3636Voluntary Separation/ RetirementsPurpose: 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.3737Separation ProcessStudents, Temp Staff, NT Faculty (Non Benefit): Departments required to provide end dates. As end dates approach, departments will be notifiedIf Extending Appointment: Process IAP (Hire/Rehire)Explain the purpose of the document in the notes sectionIf extending staff: Process HRAC request

If expiration is correct: Process Separation FormIf terminating early: Process Separation From with updated term date.3838Separation ProcessBudgeted Staff/Faculty (TN/TT)Process Separation Form with updated term date and contact HR to continue receiving benefits.

Benefit Eligible Grad Students and LecturersProcess Separation Form with updated term date and contact HR to continue receiving benefits.3939Voluntary Separation or Retirements40

Faculty, Staff, Students Paper Form40Separations/Retirement DatesEffective 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 6/1/14.41PeopleSoft HR AccessHR Reviewer roleView Current JobView Position DataInformation is needed to complete Interim Approval Process Forms.42Current JobMain Menu > Workforce Administration > Job Information > Current JobBreadcrumbs

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Current JobMain Menu > Workforce Administration > Job Information > Current JobSearch for an Employee using any of the chartfields to look up their Job Information. Click the Search button.1244Current JobMain Menu > Workforce Administration > Job Information > Current Job

Under the Work Location tab:Verify the fields for:Effective Date Position NumberDepartmentBusiness UnitLocationActionReason145Current Job

Main Menu > Workforce Administration > Job Information > Current JobUnder the Job Information tab:Verify the fields for:Effective DateHR StatusPayroll StatusJob CodeReports toFull/Part TimeClassified Ind146Position Data

Main Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position InfoBreadcrumbs 47Position Data

Main Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position InfoSearch for an Employee using any of the chartfields for their Job Information.Click the Search button.1248Position Data

Main Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position InfoUnder the Description tab:Verify the fields for:Effective DateReasonBusiness UnitJob CodeRegular/TempFull/Part-TimeTitleDepartmentLocationReports toStandard Hours149Submission DeadlinesSemi-Monthly #110th

Monthly15th

Semi-Monthly #225th 50New employees have to be approved and processed by HRTC by the above dates for them to be entered for the payroll deadlines.50References51Additional information and resources can be found on the PeopleSoft website.

Job AidsPower Point slidesQuick GuidesCrosswalkLinks to UPK

PeopleSoft.utep.edu

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Questions5252Thank You!5353