eappoint - Initiators Guide for Users Updated on 30 November 2015

Transcription

1 Updated on 30 November 2015

2 Contents Getting Help... iii About eappoint... 1 Getting started with eappoint... 2 Appoint Employees... 6 CUPE Unit 1 - Sessional... 7 CUPE Unit 1 - Part-time Add a contract to CUPE Continued Ed Instructor Graduate Student Stipends Non-Union Casuals Research Assistants Token Payments Workstudy Students Job Changes Completing job changes Terminating Employees Managing your Transactions Correct your rejected transactions Review your transactions Glossary ii

3 Getting Help ehr Online Learning You will find a collection of online tutorials and user guides for ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services If you experience difficulties logging into ehr or online tutorials, contact HR Client Services: Call: ext or [email protected] Technical Help To access any Ryerson system, you must first activate your Ryerson identity by completing the web form available at: If you experience difficulties logging into ehr via the Ryerson portal using your RyersonID, contact the CCS Help Desk: Call: ext or [email protected] Supported Browsers Firefox Safari OSx Chrome Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x Internet Explorer WIN 7 9.x, 10.x, 11.x Compatibility Off Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) or [email protected]. iii

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5 About eappoint eappoint enables administrators to process appointment transactions into ehr for locally recruited applicants employed in a variety of temporary jobs. Appointment procedures differ depending on the employee group you appoint. These appointment transactions create electronic employee records that contain information about each employee, which include: contract details, where they work, their compensation, etc. As an Initiator, you can appoint any or all of the following employee types: CUPE Unit 1 - Sessional & Part Time Instructors Non-union Casual (Part Time) Research Assistants (RAs) work-study students Token payments - Honorariums under $500, Guest Lecturers (non employee payments) Graduate Student Stipends (GSS) eappoint also allows you to perform other types of transactions, such as: re-appointing employees, completing job changes and contract terminations. About Document Storage Employee forms and documents are maintained either centrally (HR/VPFA) or locally (Faculty). Download the quick reference guide ( or contact your HR Client Services Advisor ( with any queries related to document storage. 1

6 Getting started with eappoint This topic covers the basics of eappoint, which include the following: learning how to navigate through eappoint, appointing employees from different employee groups, and reviewing and editing your transactions. With an understanding of the basics you will be able to successfully process transactions into ehr. To start using eappoint, you will need to: 1. Complete the online learning for eappoint (mandatory). Your security access will be updated once you have successfully completed the online learning. 2. Update your ehr access by completing a Security Access Request in ehr. You will find this under Main Menu > Self Service > System Access > Security Access Requests. 3. Get an RU-VPN ID: eappoint requires a secure network connection. Depending where you computer is located on the Ryerson network, you may need VPN. Contact CCS to confirm if you do need VPN and complete the o ( form ( Then, download the software ( once you are assigned an VPN ID. CCS Help desk (ext. 6806) will assist with this set-up. For Initiators: You are only required to complete the topics that are applicable to your role in the department. For example, if you will be appointing CUPE 1 instructors, non-union casual employees and work-study students, you will only need to complete these topics. In addition to these topics, you will need to complete the general usage topics which include information on processing job changes, terminating employees and reviewing transaction statuses. For Validators: You are required to complete all the topics in the validator learning ( Review the initiator learning ( 02.ac.ryerson.ca/KContent/2/index.html) for additional information about the appointment process in eappoint. This topic applies to: Initiators Validators Procedure In this topic you will learn how to navigate through eappoint and perform searches. 1. Navigate to the 'eappoint Start Page'. Click the eappoint Start Page menu. 2

7 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. As an Initiator, you will create new transactions and review and manage all of your appointment transactions from the start page. The Start Page contains three areas: To Do... New Transactions Submitted Transactions Notice the tasks that each area makes available to you. 5. Click the Appoint / Re-Appoint link. 6. Click the Next button. 7. Drop-down lists are common throughout eappoint. Click a drop-down list and select the list item by clicking on it. Click the What type of employee is being appointed? list. 3

8 8. Click the Non-Union Casual list item. 9. Click the Next button. 10. The person search data page provides you with two search options: Existing Employee - Use this search option if you know the employee number and name of the person you are appointing. For all re-appointments, you would use this search option. Person Search - Use this search option if you are appointing a new employee, or if you don't know the person's employee number. 11. Each option requires specific information. Without the correct data, your search will not provide any results. It's important that you check that the information is entered correctly. Complete either section to perform a search. In this example, you will use 'Person Search' to find information. 12. Date icons are used to select dates for the applicable fields. The date format used throughout is MM/DD/YYYY. Click the Date button. 13. Navigate forward through the calendar by using the 'Arrows' or use the 'Drop-down' lists to select the month and year. Click the Forward Arrow button. 14. Click the 18 link. 15. Once your have entered your search criteria, click the Next button to navigate to the next page. Note: The system validates SIN numbers. If the SIN is incorrect, confirm the number with the person you are appointing. 16. For new appointments, you will need to enter their personal information. You will not be able to complete the transaction without this information. Click the Next button when you are finished. 4

9 17. Use 'Look up' icons to select items for corresponding fields as you move through the appointment process. Click the Look up Job Code (Alt+5) button. 18. In this example, all Non-Union type job codes are displayed. Select the applicable item. Click the TMPAS2 link. 19. As you move through the appointment process, you will notice tabs across the top of the screen. Use these tabs to switch back to a previous page. Click the Next button. 20. Use the 'Save for Later' button to save your work and exit the system, or use the 'Cancel' button to terminate the transaction at any time. 21. End of topic. End of Procedure. 5

10 Appoint Employees Once the hiring decision is made, you should have all the applicable documentation/information (listed below) on-hand before your start the appointment transaction: 1. Employee s Social Insurance Number (SIN) 2. Date of Birth 3. Full Name 4. Address 5. Complete Address Information 6. Telephone Numbers 7. Employee ID (If hired before) 8. Student ID (If a current student) 9. Start and end dates of the contract 10. Department Codes for compensation cost distribution Entering incorrect information (such as wrong Start and End Dates for a contract) will delay the approval process for your transaction. Please download deadline dates for validating transactions ( to assist with your hiring process from the HR web site ( By the end of these modules, you will be able to: Create appointments for a variety of employee groups Add or modify employee related data Complete the appointment process Review transaction details 6

11 CUPE Unit 1 - Sessional Sessional and part-time instructors at Ryerson are represented by the Canadian Union of Public Employees (CUPE) Local Unit 1. Conditions of employment are regulated by the collective agreement negotiated by CUPE 3904 and the University Administration. This agreement defines experience points/seniority, salary guidelines, and salary administration rules used in calculating contract/appointment salaries. Knowing what the rules are will help you to understand the difference between part-time and sessional appointments. You can download any collective agreement document from the HR web site ( Procedure In this topic you will learn how to appoint a CUPE 1 Part-Time Instructor for a fall semester. 1. Navigate to the 'eappoint Start Page'. Click Main Menu button. 2. Click the eappoint menu. 7

12 3. Click the eappoint Start Page menu. 4. Click the Appoint / Re-Appoint link. 5. Read and acknowledge your FIPPA responsibilities. Click the Next button. 6. Click the What type of employee is being appointed? list. 7. Click the CUPE Unit 1 - Sessional list item. 8. Click the Next button. 9. Enter data into one of the search criteria to find employee information. Search criteria fields are not case sensitive. 10. Use 'Existing Employee' if you are re-appointing a person and know their employee number. 11. Use 'Person Search' if you are appointing a new employee or don't know the employee number. Enter their last name, date of birth and SIN. Ensure the details are correct. 12. Decision: Choose an option listed below to learn more: Existing Employee (rehire) Go to step 13 Person Search (new hire) Go to step Enter the desired information into the Employee # field. Enter " ". 14. Enter the desired information into the Last Name field. Enter "Job". 15. Click the Next button. 8

13 16. The system may display a list of matches. Note: If the information you have differs from the information in the system, check that you have entered the correct Social Insurance Number (SIN). If there is still a problem, contact Client Services. Click the Select button. 17. When you re-appoint (rehire) a person, their personal information will already be in ehr. Contact Client Services to change their name, SIN expiry date, or date of birth information. 18. 'Employees' are responsible for any changes to personal information such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self-service. 19. A valid personal address is required for all appointments. Update the existing address or add a new address to ensure the employee receives an with their employee ID and instructions on how to update their information in ehr. 20. Click the Next button. 21. Enter the correct start and end dates to avoid having your transaction rejected and delaying the appointment process for the employee. Click the Choose a date (Alt+5) button. 22. Click the Next Month button to select future dates. 23. Click the Date link. 24. Click the Choose a date (Alt+5) button. 25. Click the Next Month button. 26. Click the Date link. 27. Click the Look up Job Code (Alt+5) button. 9

14 28. Overloads (C1OVLD) for Full Sessional Instructors must be processed as new transactions, not as job changes. You can only change existing overload appointments using Job Changes. Refer to the CUPE 1 Collective Agreement ( for information on these types of appointments. 29. Click the C1FS link. 30. The academic year and term is based on the dates and job code that you have entered. Each academic year ends with the Spring/Summer term. For example, Spring/Summer 2016 would be part of the 2015/2016 Academic Year. Click the Academic Year list. 31. You are appointing an Instructor for the winter semester, which starts in January 2016 and ends April This would be part of the 2015/2016 academic year. Click the 2015/2016 list item. 32. Click the Term list. 33. Click the Winter list item. 34. Click the Look up Department (Alt+5) button. 35. Click the D11513 link. 36. Click the Select Supervisor link. 37. Enter the desired information into the Last Name Begins With field. Enter "doe". 10

15 38. Click the Search object. 11

16 39. Click the Select button. 40. Click the Next button. 41. Refer to the Salary Administration Rules to Calculate Contract/Appointment Salary ( page on the HR web site for instructions on how to calculate pay for the total contract amount. 42. Enter the desired information into the Estimated Contract Amount field. Enter "4000". 43. Semester hours are indicated on job postings and letters of appointment. 44. Enter the desired information into the Semester Hours field. Enter "15". 45. Enter the 'Department' code (cost center) to allocate payroll costs to the applicable department. Click the Edit Chartfields link. 46. 'Department' code (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for cost center account code combinations and others codes used in 'Activity', 'Employee/CrseID' fields. 47. Click the Ok button. 48. 'Estimated Contract Amount' is calculated by multiplying the hourly rate by the total contract hours. 'Estimated Cost with Burden' is calculated by adding the burden rate and 4% vacation pay to the Estimated Contract Amount. 12

17 49. Enter the desired information into the Distrb % field. Enter "100". The 'Distrb %' (Distribution Percentage) allocates the cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first Distribution Code and then click + to add another Distribution Code(s) with its percentage amount/s. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. 50. Enter the desired information into the Course Title field. Enter "ACC414". 51. If the Instructor teaches two courses, add a second row under course data. Click + to add another row and ensure the total of 'Course Hours' equals the 'Semester' hours. Enter the desired information into the Course Hours field. Enter "15". 52. Click the Next button. 53. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 54. Once you have completed the 'Person Info', 'Job Info' and 'Compensation Info', you can add additional contracts linked to the same employee number. Since the employee exists in ehr, you will not need to enter their personal information. You will only need to enter the new information on the 'Job Info' and 'Comp Info' tabs such as pay rate, position code, start/end dates, etc. 55. Once you have reviewed the information for accuracy, click the Submit button. The system will submit both contracts and return to the start page. 56. You can review the transaction status under the 'Submitted Transactions' section. 57. End of topic. End of Procedure. Remaining steps apply to other paths. 13

18 58. Enter the desired information into the SIN field. Enter " ". 59. Social Insurance Numbers (SINs) that begin with a '9' are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 60. Click the Next button. 61. For new appointments you will need to enter their personal information, and the SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 62. Enter the personal data. A valid personal address is required for all appointments. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 63. Click the Next button. Go to step 21 14

19 CUPE Unit 1 - Part-time Sessional and part-time instructors at Ryerson are represented by the Canadian Union of Public Employees (CUPE) Local Unit 1. Conditions of employment are regulated by the collective agreement negotiated by CUPE 3904 and the University Administration. This agreement defines experience points/seniority, salary guidelines, and salary administration rules used in calculating contract/appointment salaries. Knowing what the rules are will help you to understand the difference between part-time and sessional appointments. You can download any collective agreement document from the HR web site ( Procedure In this topic you will learn how to appoint a CUPE 1 - Part-time Instructor for a fall semester. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 2. Click the eappoint menu. 15

20 3. Click the eappoint Start Page menu. 4. Click the Appoint / Re-Appoint link. 5. Read and acknowledge your FIPPA responsibilities. Click the Next button. 6. Click the What type of employee is being appointed? list. 7. Click the CUPE Unit 1 - Part-time list item. 8. Click the Next button. 9. Enter data into one of the search criteria to find employee information. Search criteria fields are not case sensitive. 10. Use 'Existing Employee' if you are re-appointing a person and know their employee number. 11. Use 'Person Search' if you are appointing a new employee or don't know the employee number. Enter their last name, date of birth and SIN. Ensure the details are correct. 12. Decision: Please make a selection from the options listed below. Existing Employee (rehire) Go to step 13 Person Search (new hire) Go to step In this example, the person has worked at Ryerson and exists in ehr. Enter a valid 9 digit employee number. Enter " " in the Employee # field. 14. Enter the desired information into the Last Name field. Enter "Job". 15. Click the Next button. 16

21 16. The system may display a list of matches. Note: If the information you have differs from the information in the system, check that you have entered the correct Social Insurance Number (SIN). If there is still a problem, contact Client Services. Click the Select button. 17. When you re-appoint a person, their personal information will already be in ehr. Contact Client Services to change SIN expiry date, employee's name, or date of birth. 18. 'Employees' are responsible for any updates to personal information such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self service. 19. A valid personal address is required for all appointments processed through eappoint. Update the existing address or add a new address to ensure the employee receives the with instructions on how to activate or update their information in ehr. 17

22 20. Click the Next button. 21. Click the Choose a date (Alt+5) button. 22. Click the Next Month button to select future dates. 23. Click the 11 object. 24. Click the Choose a date (Alt+5) button. 25. Click the Next Month button. 26. Click the 30 object. 27. Click the Look up Job Code (Alt+5) button. 18

23 28. Click the C1PT link. 19

24 29. The academic year and term is based on the dates and job code you have entered. Each academic year ends with the Spring/Summer term. For example, Spring/Summer 2016 would be part of the 2015/2016 Academic Year. Click the Academic Year list. 30. You are appointing an Instructor for the winter semester which starts in January and ends in April - this would be part of the 2015/2016 Academic year. Click the 2015/2016 list item. 31. Click the Term list. 32. Click the Winter list item. 33. Click the Look up Department (Alt+5) button. 20

25 34. Select the department that will hire the employee. Click the D11513 link. 35. Click the Select Supervisor link. 36. Enter the desired information into the Last Name Begins With field. Enter "knurr". 37. Click the Search button. 38. Click the Next button. 39. Refer to the Salary Administration Rules to Calculate Contract/Appointment Salary ( page for instructions on how to calculate pay for the total contract amount. 40. Enter the example contract amount into the Estimated Contract Amount field. Enter "7500". 21

26 41. 'Semester Hours' are indicated on job postings and letters of appointment. 42. Enter the desired information into the Semester Hours field. Enter "4". 43. Enter the 'Department' code (cost center) to allocate payroll costs to the applicable department. Click the Edit Chartfields link. 44. 'Department' code (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for the cost center account code combinations and others codes used in 'Activity', 'Employee/CourseID' fields. 45. Click the Ok button. 46. 'Estimated Contract Amount' is calculated by multiplying the hourly rate by the Total Contract Hours. 'Estimated Cost with Burden' is calculated by adding the burden rate and 4% vacation pay to the Estimated Contract Amount. 47. The 'Distrb %' (Distribution Percentage) allocates the cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first Distribution Code and then click + to add another Distribution Code(s) with its associated percentage amount/s. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. Enter the desired information into the Distrb % field. Enter "100". 48. If the Instructor teaches two courses, add a second row under course data. Click + to add another row and ensure the total of 'Course Hours' equals the 'Semester' hours. Enter the desired information into the Course Hours field. Enter "4". 22

27 49. Click the Next button. 50. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Tip: Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 51. Once you have completed the 'Personal Info', 'Job Info', and 'Compensation Info', you can add additional contracts linked to the same employee number. Since the employee exists in ehr, you do not need to enter their personal information. You will only need to enter new information on the 'Job Info' and 'Compensation Info' tabs such as pay rate, position code, start/end dates, etc. 52. After you have reviewed the transaction, click the Submit button. The system will return to the start page. 53. You can review the transaction status under the 'Submitted Transactions' section. 54. End of topic. End of Procedure. Remaining steps apply to other paths. 23

28 55. Enter the desired information into the SIN field. Enter " ". 56. Social Insurance Numbers (SINs) that begin with a '9' are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 57. Click the Next button. 58. For new appointments you will need to enter their personal information and the SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 59. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 60. Click the Next button. Go to step 21 24

29 Add a contract to CUPE 1 An employee may have one or many contracts in the system, depending on the work requirements of the department/faculty. For example, a CUPE 1 Instructor may teach a class in both the fall and winter semesters. You can create additional contracts linked to the same employee number. The additional contract can be added at the initial stage of creating the appointment or at a later date. IN this case, since the employee will exist in eappoint, you do not have to enter all of their information. You will only need the employee number and last name to complete the necessary fields that change, such as pay rate, position code, start/end dates, etc. Procedure In this topic you will learn how to add a contract to an appointment. 1. Once you have completed the Person Info, Job Info, and Compensation Info, you can add additional contracts linked to the same employee number. Since the employee exists in ehr, you will not need to enter their personal information. You will need to enter the new information on the Job Info and Compensation Info tabs such as pay rate, position code, start/end dates, etc. In this example, you will add a second part-time contract to an existing appointment transaction. The contract is added at the initial stage of creating the appointment. The 'Summary Page' provides an overview of all the data you entered for the first contract. 25

30 2. Check all the details are correct on the summary page. Click the Add Contract button. 3. The process for adding another contract is the same as an appointment. Ensure the information is correct before proceeding to each screen. Click the What type of employee is being appointed? list. 4. Click the CUPE Unit 1 - Part-time list item. 5. Click the Next button. 26

31 6. Complete all the information. Ensure that the start and end dates, academic year and term are not the same as the existing transaction for the employee. Click the Next button. 7. In this example, the contract amount and other details have been entered. 8. 'Semester Hours' are indicated on job postings and letters of appointment. 'Collective Agreements' set out the rules for semester hours for part-time and full sessional appointments. Knowing what the rules are will help you understand the difference between part-time and sessional appointments. You can find information for the 'CUPE Collective Agreement ( page on the HR web site. 9. 'Department' code (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example is shown here). Contact your Financial Advisor ( for cost center account code combinations and others codes used in 'Activity', 'Employee/CrseID' fields. 27

32 10. The 'Distrb %' (Distribution Percentage) allocates the payroll costs to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first Distribution Code and then click + to add another Distribution Code(s) with its associated percentage amount/s. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. 11. 'Estimated Contract Amount' is calculated by multiplying the hourly rate by the Total Contract Hours. 'Estimated Cost with Burden' is calculated by adding the burden rate and 4% vacation pay to the 'Estimated Contract Amount'. 12. If the Instructor teaches two courses, add a second row under course data. Click + to add another row and ensure the total of 'Course Hours' equals the 'Semester' hours. 13. Click the Next button. 14. The 'Summary Page' provides an overview of all the data entered. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Tip: Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 15. Once you have reviewed the information for accuracy, click the Submit button. The system will submit both contracts and return to the start page. 16. End of topic. End of Procedure. 28

33 Continued Ed Instructor All Continued Ed Instructor (CE) recruiting and hiring is managed by the Chang School. 29

34 Graduate Student Stipends The Office of the Vice President, Research and Innovation (OVPRI) ( is Ryerson's central research administration office and point of contact for a variety of funding sources. Some funding sources provide financial support to graduate students who need to complete a thesis or dissertation at the MA or Ph.D level. Graduate student stipends provide a payment to students for their research over an academic year or longer. This payment amount is averaged over the length of the contract and paid bi-weekly until the stipend fund is exhausted. International students who are granted graduate student stipends are required to provide HR/Administrator with a valid study permit and SIN number that begins with a '9'. Failure to provide this information will delay the processing of the appointment and employee pay. Procedure In this topic you will learn how to appoint a graduate student stipend. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. Click the Appoint / Re-Appoint link. 5. It's important you are aware of your FIPPA responsibilities. Click the Next button. 6. Click the What type of employee is being appointed? list. 7. Click the Grad. Student Stipend list item. 8. Click the Next button. 30

35 9. Enter data into one of the search criteria to find employee information. Search criteria fields are not case sensitive. 10. Use 'Existing Employee' if you are re-appointing a person and know their employee number. 11. Use 'Person Search' if you are appointing a new employee or don't know the employee number. Enter their last name, date of birth and SIN. Ensure the details are correct. Note: International students must have a valid work permit and valid SIN that begins with '9' to be eligible for a graduate student stipend. 12. Decision: Please make a selection from the options listed below. Existing Employee (rehire) Go to step 13 Person Search (new hire) Go to step In this example, the person has been granted a stipend before at Ryerson and exists in ehr. For this re-appointment, you will enter the employee number and last name of the person. 14. Enter the desired information into the Employee # field. Enter " ". 15. Enter the desired information into the Last Name field. Enter "Burr". 16. Click the Next button. 17. The system may display a list of matches. Note: If the information you have differs from the information in the system, check that you have entered the correct Social Insurance Number (SIN), if there is still a problem contact Client Services. Click the Select button. 18. When you re-appoint a person, their personal information will already be in ehr. Contact Client Services to change their name, SIN expiry date, or date of birth. 19. 'Employees' are responsible for any updates to personal information such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self-service. 31

36 20. A valid personal address is required for all appointments processed through eappoint. Update the existing address to ensure the employee receives the with instructions on how to activate and update their information in ehr. 21. Click the Next button. 22. A graduate student stipend contract must start on a date that is the first day of a pay period and end on a day that is the last day of a pay period. For a list of pay dates, the pay period covered by those dates and the deadlines for processing, visit the Payroll ( page on the HR web site. Click the Choose a date (Alt+5) button. 23. Click the Date link. 32

37 24. Click the Choose a date (Alt+5) button. 25. Click the Next Month button. 26. Click the Next Month button. 27. Click the Date link. 28. Click the Look up Job Code (Alt+5) button. 29. Click the GRDSTI link. 30. Click the Look up Department (Alt+5) button. 31. Click the D10023 link. 32. Click the Select Supervisor link. 33

38 33. Enter the desired information into the Last Name Begins With field. Enter "knurr". 34. Click the Search button. 35. Click the Select button. 36. Click the How is this job funded? list. 37. Click External Research Funding list item. 34

39 38. Click the Next button. 39. Graduate Students Stipends are paid a flat amount every pay period (bi-weekly). The 'Estimated Contract Amount' entered will be divided by the number of pay periods in the contract. 40. Enter the example amount into the Estimated Contract Amount field. Enter "7000". 35

40 41. Enter the 'Department Distribution Code' (cost center) to allocate payroll costs to the applicable department. Click the Edit ChartFields link. 36

41 42. 'Department' (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for cost center account code combinations and others codes used in 'Activity', 'Employee/CrseID' fields. Click the Ok button. 43. Benefits are not calculated or added to the 'Estimated Contract Amount' and/or the 'Estimated Cost with Burden'. In this example, the student will be paid '$ ' each bi-weekly pay period for the duration of the contract. 44. The 'Distrb %' ('Distribution Percentage') allocates the cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first Distribution Code and then click + to add another Distribution Code(s) with its percentage amount/s. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. 45. Enter the desired information into the Distrb % field. Enter "100". 37

42 46. Click the Next button. 47. If the stipend payment start and end date does not align with a pay period, the system will adjust your original dates and notify you of the date change. 48. The 'Summary Page' provides an overview of all the data entered. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 49. Once you have reviewed the information for accuracy, click the Submit button. The system will return to the start page. 50. You can review the transaction status under the 'Submitted Transactions' section. 51. End of topic. End of Procedure. Remaining steps apply to other paths. 52. Enter the desired information into the SIN field. Enter " ". 38

43 53. Social Insurance Numbers (SINs) that begin with a '9' are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 54. Click the Next button. 55. For new appointments, you will need to enter their personal information, and the SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 56. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 57. Click the Next button. Go to step 22 39

44 Non-Union Casuals Non-Union Casual jobs are categorized into three levels. Knowing what these levels are will help you to determine which job code to select when you appoint a person in eappoint. Each level has related job descriptions and hourly rates of pay. For example, your department needs to hire a Service Worker for 3 months to complete a special project. Typical duties could include: answering phones and typing for a variety of materials. In this case, you would appoint the person into a 'Level I Casual' job with an hourly rate of between $11.00 per hour - $12.24 per hour (depending on the funds available for the project). Full details for each level can be found on the Hourly Rates of Pay for Non-Union Casual Employees ( page on the HR web site. All IT related job codes are used for all IT professional, semi-professional and technicians. Procedure In this topic you will learn how to appoint a person into a 'Level I Casual' job for a two month contract. 1. Click the Main Menu button. 40

45 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. Click the Appoint / Re-Appoint link. 5. Read and acknowledge your FIPPA responsibilities. Click the Next button. 6. Click the What type of employee is being appointed? list. 7. Click the Non-Union Casual list item. 8. Click the Next button. 9. Enter data into one of the search criteria to find employee information. Search criteria fields are not case sensitive. 10. Use 'Existing Employee' if you are re-appointing a person, and know their employee number. 11. Use 'Person Search' if you are appointing a new employee or don't know their employee number. Enter their last name, date of birth, and SIN. Ensure the details are correct. Note: International students must have a valid work permit and valid SIN that begins with '9'. 12. In this example, the person has not worked at Ryerson and does not exist in the system. You will need to enter the last name, date of birth, and SIN of the person you are appointing. 13. Social Insurance Numbers (SINs) that begin with a '9' are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 41

46 14. For new appointments, you will need to enter their personal information and the SIN expiry date if the SIN starts with '9'. You will not be able to complete the transaction without this information. Click the Next button. 15. 'Level 1 - Student (Non-Union)' appointments differ from regular 'Level I Non-Union'. The student must meet the following requirements: - The person must be registered as either a part-time or full-time student at a recognized educational institution and, - The person must be regularly employed for not more than 24 hours per week during the Fall and Winter Semesters (September to May). Review the details for this type of appointment on the Hourly Rates of Pay for Non-Union Casual Employees ( page on the HR web site. 16. 'Employees' are responsible for any updates to personal information such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self service. Contact 'Client Services' to change their name, SIN expiry date, or date of birth information. 17. A valid personal address is required for all appointments processed through eappoint. Update or add a new address to ensure that the employee receives the with instructions on how to activate or update their information in ehr. 18. For new appointments, you will need to enter their personal information and the SIN expiry date if the SIN starts with '9'. You will not be able to complete the transaction without this information. Click the Next button. 42

47 19. Enter the correct start and end dates to avoid having your transaction rejected and delaying the appointment process for the employee. Click the Choose a date (Alt+5) button. 20. Click the Next Month button to select future dates. 21. Click the Date link. 22. Click the Choose a date (Alt+5) button. 23. Click the Next Month button. 24. Click the Date link. 25. Click the Look up Job Code (Alt+5) button. 43

48 26. 'Job Code' determines the hourly pay rates for Non-Union Casual employees. In this example, you are appointing a 'Level I Casual' employee as a 'Service Worker' for a special project. Depending on which department you appoint for, some jobs codes will not apply to your department. Refer to the Hourly Rates of Pay for Non-Union Casual Employees ( page for detailed pay information. 27. Click the TMPAS1 link. 28. Click the Look up Department (Alt+5) button. 29. Click the D11513 link. 30. All employees should have one supervisor assigned to them in their employee record. Click the Select Supervisor link. 44

49 31. Enter the last name of the supervisor into the Last Name Begins With field. Enter "knurr". 32. Click the Search button. 33. Click the Select button. 34. Funding for this type of appointment is either internal, departmental or from an external budget (for example, funded by OVPRI grant). Your answer to this question will determine if a department or OVPRI will validate this transaction. In most cases, you should select 'No' unless you have instructions for the funding source. Click the Is this job funded by External Research Funding? list. 35. Click the No list item. 36. Click the Next button. 37. In this example, the minimum and maximum hourly rate for a 'Level 1 Casual' employee is $11.25 per hour to $12.49 per hour. Based on the job code you have selected, you will be able to appoint the person within this compensation range. Enter the desired information into the Comp Rate field. Enter "11.25". 38. Enter the desired information into the Stnd Hrs/Week field. Enter "15". Note: If you are appointing a student, click the icon below to review the policies for 'LEVEL 1 - Student (Non-Union)'. 39. Click the Reported Time Type list. 40. Depending on the 'Reported Time Type' selected, the employee will either submit a payable time for the hours worked (Positive Hours), or the employee will be automatically paid on each pay day (Avg Hrs by Day). 41. Click the Positive Hours list item. 45

50 42. 'Estimated Contract Amount' is calculated by multiplying the hourly rate by the Total Contract Hours. 'Estimated Cost with Burden' is calculated by adding the burden rate and 4% vacation pay to the 'Estimated Contract Amount'. 43. Enter the 'Department' code (cost center) to allocate payroll costs to the applicable department. Click the Edit Chartfields link. 44. 'Department' code (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in 'Activity', 'Employee/CrseID' fields. 45. Click the Ok button. 46. Enter the desired information into the Distrb % field. Enter "100". 47. Click the Next button. 48. The 'Summary Page' provides an overview of all the data you entered on each of the screens. 49. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 50. Once you have reviewed the information for accuracy, click the Submit button. The system will return to the start page. 51. You can review the transaction status under the 'Submitted Transactions' section. 52. End of topic. End of Procedure. 46

51 Research Assistants Ryerson's Research Assistants (RAs) program provides part-time employment opportunities to fulltime Ryerson students that are career-oriented and academically-relevant. Appointments for Research Assistant (RA) positions can be processed during any semester throughout the academic year. However, RA appointments during fall and winter semesters fall under the policies prescribed in the OPSEU collective agreement. The processing guidelines for RAs during the year are as follows: 'Summer' - RA must be appointed as an approved 'Non-Union Workstudy' or 'Non-Union RA' 'Fall' - RA must be appointed as an 'OPESU RA' 'Winter' - RA must be appointed as an 'OPESU RA' Refer to the Salary Rates by Group ( page on the HR web site ( for the most current OPSEU pay rates. Procedure In this topic you will learn how to appoint an OPSEU research assistant for a winter term. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. Click the Appoint / Re-Appoint link. 5. Read and acknowledge your FIPPA responsibilities. Click the Next button. 6. Click the What type of employee is being appointed? list. 7. Click the Research Assistant list item. 47

52 8. Click the What type of Research Assistant are you appointing? list. 9. 'Non-Union RA': Only appoint in the 'Summer' 'OPSEU RA': Only appoint in 'Fall' and 'Winter' 'Workstudy RA': Only appoint in the 'Summer' 10. Click the OPSEU list item. 11. Click the Next button. 12. Enter data into one of the search criteria to find employee information. Search criteria fields are not case sensitive. 13. Use 'Existing Employee' if you are re-appointing a person, and know their employed number. 14. Use 'Person Search' if you are appointing a new employee or don't know their employee number. Enter their last name, date of birth, and SIN. Ensure the details are correct. 15. Decision: Select an option listed below: Existing Employee (rehire) Go to step 16 Person Search (new hire) Go to step In this example, the person has been worked as an RA before at Ryerson and exists in ehr. For this re-appointment, you will enter the employee number and last name of the person. Enter the desired information into the Employee # field. Enter " ". 17. Enter the desired information into the Last Name field. Enter "Doe". 18. Click the Next button. 19. The system may display a list of matches. Click the Select button. 48

53 20. When you re-appoint a person, their personal information will already be in ehr. Contact Client Services to change their name, SIN expiry date, or date of birth information. 21. 'Employees' are responsible for any updates to personal information such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self service. 22. A valid personal address is required for all appointments processed through eappoint. Update the existing address or add a new address to ensure the employee receives the with instructions on how to update their information in ehr. 23. Click the Next button. 24. Enter the correct start and end dates to avoid having your transaction rejected and delaying the appointment process for the employee. Click the Choose a date (Alt+5) button. 25. Click the Next Month button to select future dates. 26. Click the Date link. 27. Click the Choose a date (Alt+5) button. 28. Click the Next Month button. 29. Click the Date link. 30. Click the Look up Job Code (Alt+5) button. 31. Job codes determine the hourly pay rates for OPSEU RAs. In this example, you are appointing an 'OPSEU RA' employee for the winter semester of Click the RASOPS link. 49

54 32. Click the Look up Department (Alt+5) button. 33. Select the department which will hire the employee. Click the D11513 link. 34. All employees should have one supervisor assigned to their employee record. Click the Select Supervisor link. 35. Enter the desired information into the Last Name Begins With field. Enter "knurr". 36. Click the Search button. 37. Click the Select button. 38. Click the How is this job funded? list. 39. Funding for this type of appointment is from either: the department, external research (funded by a research grant) or internal (from the Dean). Your answer to this question determines if a department/dean or OVPRI will validate this transaction. If you are unsure about who will fund the appointment contact your manager. 40. Click the Department Funding list item. 41. Click the Next button. 42. The minimum rates of pay for an 'OPSEU RA' employee are available on the Salary Rates by Group ( page on the HR web site. Based on the job code you have selected, you will be able to appoint the person within a defined compensation range. Enter the desired information into the Comp Rate field. Enter "25.00". 50

55 43. Enter the desired information into the Stnd Hrs/Week field. Enter "10". 44. Click the Reported Time Type list. 45. Depending on the 'Reported Time Type' selected, the employee will either submit payable time for the hours worked (Positive Hours), or the employee will be automatically paid on each pay day (Avg Hrs by Day). Click the Positive Hours list item. 46. 'Estimated Contract Amount' is calculated by multiplying the hourly rate by the Total Contract Hours. 'Estimated Cost with Burden' is calculated by adding the burden rate and 4% vacation pay to the Estimated Contract Amount. 47. Enter the 'Department' code (cost center) to allocate payroll costs to the applicable department. Click the Edit Chartfields link. 48. 'Department' (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in 'Activity' and 'Employee/CourseID' fields. 49. Click the Ok button. 50. The 'Distrb %' (distribution percentage) allocates the cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first distribution code and then click + to add more distribution code(s) with its associated percentage amount/s. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. Enter the desired information into the Distrb % field. Enter "100". 51. Click the Next button. 51

56 52. The 'Summary Page' provides an overview of all the data you entered on each screen. 53. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 54. Click the Submit button. 55. You can review the transaction status under the 'Submitted Transactions' section. 56. End of topic. End of Procedure. Remaining steps apply to other paths. 57. Enter the desired information into the SIN field. Enter " ". 58. Social Insurance Numbers (SINs) that begin with a '9' are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 52

57 59. Click the Next button. 60. For new appointments, you will need to enter their personal information, and the SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 61. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 62. Click the Next button. Go to step 24 53

58 Token Payments Ryerson defines honoraria/token payments as 'thank you' payments of nominal value for voluntary services. Typically honoraria/token payments are non-employee payments. Payments made to faculty and staff are processed as employment income and added to their pay. For more information, see the Purchasing and Payment Services ( web site. If you have any questions or concerns about honoraria, or the employee/employer relationship, contact your HR Management Consultant ( Procedure In this topic you will learn how to process a token payment for a guest lecturer. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 54

59 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. Click the Appoint / Re-Appoint link. 5. Read and acknowledge your FIPPA responsibilities. Click the Next button. 6. Click the What type of employee is being appointed? list. 7. Click the Token Payments list item. 8. Click the Next button. 9. You can only use 'Person Search' for this type of appointment (non employee payments). Ensure the details are correct. 10. In this example, the person has not worked for Ryerson and will provide a guest lecture for a token payment of $450. You will need to enter the last name, date of birth, and a valid SIN. 11. For tax purposes, a non-resident is a foreign national who provides services in Canada, but does not establish residential ties. If an individual will provide services over several pay periods, they will need to provide evidence of a study/work permit, a SIN number, and be paid as any other similar employee at Ryerson. For more information, contact your Client Services Advisor ( 55

60 12. Click the Next button. 13. Since the person does not exist in the system, you must enter their personal information. 14. A valid personal address is required for all appointments processed through eappoint. 56

61 15. Click the Next button. 16. Token payments are processed at the end of each payroll period. This type of appointment requires the contract start and end dates to coincide with the first and last day of a pay period. For a list of pay dates, the pay period covered by those dates and the deadlines for processing, visit the Payroll page ( on the HR web site. Click the Choose a date (Alt+5) button. 17. Click the Date link. 18. Click the Choose a date (Alt+5) button. 19. Click the Date link. 20. Click the Look up Job Code (Alt+5) button. 57

62 21. Job codes are active for the duration of the applicable hiring period. Use job codes 'EXGLEC' or 'EXHONR' for token payments by lecturers/external honorariums. Do not use 'PERPRV' or 'PRCPIP' job codes - these are reserved for Nursing and DMZ. 22. Click the EXGLEC link. 23. Click the Look up Department (Alt+5) button. 24. Click the D11513 link. 25. In this example, the token payment will be processed by the TRSM Accounting department. The supervisor is used to process the payment and not create a 'Reports To' for time approval. Click the Select Supervisor link. 26. Enter the desired information into the Last Name Begins With field. Enter "knurr". 27. Click the Search button. 28. Click the Select button. 29. Funding for this type of appointment is either 'Internal' (funded by a department budget) or 'External' (research funding). If the token payment is funded by external research (for example, a federal grant), answer 'Yes' to this question. In all other cases, answer 'No'. Your answer to this question determines if a department or OVPRI will validate this transaction. Click the Is this payment funded by External Research Funding? list. 30. Click the No list item. 31. Click the Next button. 58

63 32. Token payments are one-time payments which are less than $500 and paid at the end of a pay period for 'EXGLEC' or 'EXHONR'. For token amounts that are greater than $500, contact your Financial Services Advisor ( for assistance. Enter the example amount into the Total Contract Amount field. Enter "450". 33. Enter the 'Department' code (cost center) to allocate the token payment cost to the applicable department. Click the Edit ChartFields link. 34. 'Department' code (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for cost center account code combinations and others codes used in 'Activity', 'Employee/CourseID' fields. 35. Click the Ok button. 36. The 'Distrb %' (Distribution Percentage) allocates the token payment cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first Distribution Code and then click + to add another Distribution Code(s) with its associated percentage amount/s. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. 37. Enter the desired information into the Distrb % field. Enter "100". 38. Click the Next button. 39. The token payment's start and end dates must align with a pay period. If the dates do not align with a pay period, the system will adjust your original dates and notify you of the date change. 59

64 40. The 'Summary Page' provides an overview of all the data entered. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 41. Once you have reviewed the information for accuracy, click the Submit button. The system will return to the start page. 42. You can review the transaction status under the 'Submitted Transactions' section. 43. End of topic. End of Procedure. 60

65 Workstudy Students The 'Work Study' program provides part-time work opportunities on campus to help Ryerson students (in financial need) to meet their educational costs. Students work during the fall/winter semesters to gain academic or career related experience. Funding for these positions comes from the 'Ontario Work Study Plan' (OWSP) or university funding. The program provides funding to subsidize the student's compensation and the department (prospective employer) is responsible for topping up any additional funding to meet the wage requirements for each work study position. Contract start and end dates for work study appointments during the summer, follow three hiring periods. Information about these appointment periods can be found on the Hiring Students - Work Study page ( Note: Payable hours entered after the last day of period will not be funded by the Work Study program. Generally, these periods start in May of each year. For example: Summer Work Study Period 1 (May 12th to August 15th, 2014) Work Study Period 2 (May 19th to August 22nd, 2014) Summer Work Study Period 3 (May 26th to August 29th, 2014) Guidelines for the work study program specify a "maximum earning per student" each year. Detailed information about this can be found on the Hiring Students - Work Study page ( As an administrator, you are required to be aware of hiring periods and maximum earning per student for work study positions. Procedure In this topic you will learn how to hire an employee for the 'Fall/Winter Workstudy' program. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 61

66 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. Click the Appoint / Re-Appoint link. 5. It's important you are aware of your FIPPA responsibilities. Click the Next button. 6. Click the What type of employee is being appointed? list. 7. Click the Workstudy Students list item. 8. Click the Next button. 9. Enter data into one of the search criteria to find employee information. Search criteria fields are not case sensitive. 10. Use 'Existing Employee' if you are re-appointing a person, and know their employee number. 62

67 11. Use 'Person Search' if you are appointing a new employee or don't know the employee number. Enter their last name, date of birth, and SIN. Ensure the details are correct. 12. Decision: Please make a selection from the options listed below. Existing Employee (rehire) Go to step 13 Person Search (new hire) Go to step In this example, the person has worked at Ryerson and exists in the system. You will enter an employee number and last name of the person you are appointing. Enter " " into the Employee # field. 14. Tip: Ensure the last name is spelled correctly. Enter "doe" into the Last Name field. 15. Click the Next button. 16. The system may display a list of matches. Note: If the information you have differs from the information in the system, check that you have entered the correct 'Social Insurance Number' (SIN), 'Date of Birth' (DOB), and 'Student Number'. If there is still a problem, contact HR Client Services. Click the Select button to choose the correct person. 17. When you re-appoint a person, their personal information will already be in ehr. Contact Client Services to change their name, SIN expiry date, or date of birth information. 18. Employees are responsible for any updates to personal information such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self service. 19. A valid personal address is required for all appointments processed through eappoint. Update the existing address or enter a new address to ensure the employee receives the with instructions on how to update their information in ehr. 20. Click the Next button. 63

68 21. Enter the start and end dates for the contract. General Hiring Periods: 'Fall & Winter Semesters' - Sep to March 'Fall Semester Only' - Sep to Dec 'Winter Semester Only' - Jan to Mar/Apr Detailed information about recruiting and hiring periods can be found on the Career Development and Employment Centre ( web site. Click the Choose a date (Alt+5) button. 64

69 22. Use the navigation buttons to move ahead. Click the 11 object. 23. Click the Choose a date (Alt+5) button. 24. Use the navigation buttons to move ahead. Click the 15 object. 25. Select the applicable job code. Click the Look up Job Code (Alt+5) button. 65

70 26. Job codes are active for the duration of the applicable hiring period. Select the applicable code. Review the list of codes for definitions: WSFIPT WSFWPT WSFWRA WSSUPT, WSSUP2, WSSUP3 - for summer semester appointments only. Click the WSFWPT link. 66

71 27. Click the Look up Department (Alt+5) button. 28. Click the D11513 link. 29. Click the Select Supervisor link. 30. Select the supervisor of the employee. For this example, enter "Knurr" into the Last Name Begins With field. 31. Click the Search button. 32. Click the Select button. 33. The answer to the funding question determines which validator will approve the hire transaction and may default the distribution codes on the 'Compensation Data' page. For example: 'External Funding' will route the transaction to ORS for approval. In most cases, you should select 'Department Funding'. Click the How is this job funded? list. 67

72 34. Click the Fall/Winter WSP- Department Funding list item. 35. Click the Next button. 36. You are required to review the minimum and maximum wage rates for work study and research assistant positions. The guidelines can be found on the Career Development and Employment Centre ( web site. 37. Enter the applicable hourly wage. In this example, enter "11.25" into the Comp Rate field. 38. Enter the expected hours of work per week into the Stnd Hrs/Week field. Enter "11". 39. 'Estimated Cost with Burden' cannot be greater than the maximum allowed for the period of the appointment. This maximum amount varies depending on the funding available in the work study program each year. The maximum is calculated by multiplying the hourly rate by hours per week for the duration of the contract. You will be prompted to modify the hourly rate, contract duration, or hours per week if the contract amount exceeds the maximum. This prevents work study contracts from being created with costs exceeding the allowable maximum. The 'Estimated Cost with Burden' includes the burden rate amount including 4% vacation pay. Since workstudy students are paid by time sheets/positive time reporters, employers must monitor their spending and ensure that they do not spend over the maximum amount for the hire as detailed in the work study guidelines outlined by 'Student Financial Aid'. 68

73 40. Enter the second 'Distribution Code' to allocate costs to the applicable department. The first Distribution Code defaults to a 'Distrb %' of x% - this will vary as work study wages are subsidized by different funding amounts each year. Ensure the total percentage adds up to 100%. During the summer, the work study program usually covers 100% of the cost, so you may not need to enter the additional %. Ensure the total percentage adds up to 100%. Click the Edit Chartfields link. 41. 'Department' code (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in 'Activity', 'Employee/CrseID' fields. 69

74 42. Click the Ok button. 43. Enter the required percentage cost into the 'Distrb %' field. Enter "21.226" into the Distrb % field. Note: The higher the hourly wage, the greater the cost to the department because of the increased % allocated to the department. 70

75 44. The system will split the compensation costs for the employee between the applicable departments. Click the Next button. 45. The 'Summary Page' provides an overview of all the data entered. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 46. Once you have reviewed the information for accuracy, click the Submit button. The system will return to the start page. 47. You can review the transaction status under the 'Submitted Transactions' section. 48. End of topic. End of Procedure. Remaining steps apply to other paths. 71

76 49. Enter the desired information into the Last Name field. Enter "Doe". 50. Enter the desired information into the Date of Birth field. Enter "01/01/1990". 51. Enter the desired information into the SIN field. Enter " ". 52. Enter the desired information into the Student ID field. Enter " ". 53. Social Insurance Numbers (SINs) that begin with a "9" are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 54. Click the Next button. 55. Click the Select button. 56. For new appointments you will need to enter their personal information, and the SIN expiry date (as required for SINs starting with "9"). You will not be able to complete the transaction without this information. 72

77 57. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 58. Click the Next button. Go to step 21 Job Changes eappoint allows to you to complete the following types of changes to employment information: Change to hours, hourly rates etc. Change of supervisors Contract revision Change of distribution codes Note: Overload for Full Sessional Instructors must be processed as sessional appointment/reappointment and not as a job change. You can only change an existing overload appointment using Job Changes. Select a topic to begin. 73

78 Completing job changes You can change employment information, should the employee's work circumstances change during the course of the academic year. Types of changes you can complete include: Change to hours, hourly rates etc. Change of supervisors New start and end dates or extension (contract revisions) Change of distribution codes You will need to have: full name, employee ID and the date on which the change should take place to complete a job change. Procedure In this topic you will learn how to complete a job change for an existing employee. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 74

79 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. Click the Job Change link. 5. It's important that you are aware of your FIPPA responsibilities. Click the Next button. 6. You must enter the 'Empl ID' and 'Effective Date' of the job change (for example, the day the change should occur. You could also use other search fields: Last Name, or First Name, or SIN or Student ID. Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 7. Enter the employee's ID into the Empl ID field. Enter " ". 8. In this example, the job change will be made on 10/07/2015. Click the Choose a date (Alt+5) button. 9. Click the Current Date link. 10. Click the Next button. 11. Click the Details link to review the full details of the job record. 12. After you have reviewed the full details of the job record, click the Return button to return to results. 13. Click the Select button. 14. Click the What type of job change is it? list. 75

80 15. Depending on the required change, you will need the relevant information on-hand to complete the transaction. In this case, you will change the supervisor. Click the Supervisor ID Change list item. 16. Click the Select Supervisor link. 17. Enter the desired information into the Last Name Begins With field. Enter "Doe". 18. Click the Search button. 19. Click the Select button. 20. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Enter the desired information into the Add a Comment field. Enter "As per Prof. Smith". 76

81 21. Click the Submit button. 22. You can review the transaction status under the 'Submitted Transactions' section. 23. End of topic. End of Procedure. 77

82 Terminating Employees You can only complete 'Resignations' for employees with eappoint. All other types of terminations and/or leaves of absences are not processed through eappoint - these will be processed by HR. For example, a CUPE Unit 1 Instructor who ends their contract before the end of the semester. Procedure In this topic you will learn how to terminate an appointment. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 78

83 4. Click the Termination link. 5. It's important that you are aware of your FIPPA responsibilities. Click the Next button. 6. You must enter the 'Effective Date' of the termination and one additional search field: Empl ID, Last Name, First Name, SIN or Student ID. 7. Enter the desired information into the Empl ID field. Enter " ". 8. Click the Choose a date (Alt+5) button. 9. The employee will be terminated on the Effective Date of Change. In this example, the termination will be made on the current date. Click the Current Date link. 10. Click the Next button. 79

84 11. Click the Details button to see the employee's contract details. 12. When you are finished, click the Return button. 13. Click the Select button. 14. Click the What type of termination is it? list. 15. Click the Resignation list item. 16. If needed, you can enter comments in the 'Add a Comment' section. 17. Click the Submit button. 18. You can review the transaction status under the 'Submitted Transactions' section. 19. End of topic. End of Procedure. 80

85 Managing your Transactions eappoint enables you to search for, review transactions and re-submit rejected transactions. Transactions will be rejected by a validator when the information is entered incorrectly. It is the Initiator's responsibility to ensure that the appointment information is correct to avoid delays in the appointment process. These delays will have an impact on the employee's ehr setup. For example, a new Non-Union Casual employee with the incorrect compensation rate may not be transferred into ehr, and will not be able to process payable time. Select a topic to begin. Correct your rejected transactions Incorrect transactions will be rejected by the designated Validator for the department or faculty. These transactions will appear in the 'To Do...' area of the start page. Procedure In this topic you will learn how to correct rejected transactions. 1. Navigate to the 'eappoint Start Page'. Click the Main Menu button. 81

86 2. Click the eappoint menu. 3. Click the eappoint Start Page menu. 4. Click the Review Rejected Transactions link. 5. A list of rejected and deleted transactions will appear. Select the applicable transaction. This screen does not display submitted transactions. Click the link. 82

87 6. Click the Next button. 7. Click the Next button. 8. Since the department has changed, you will need to change the cost center for this type of appointment. Click the Edit Chartfields link. 9. 'Department' code (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for cost center account code combinations and others codes used in 'Activity' and 'Employee/CourseID' fields. 10. Enter the desired information into the Department field. Enter "11513". 83

88 11. Click the Ok button. 12. Click the Next button. 84

89 13. Add a comment (as needed) to explain your changes. In this example, enter "Department code changed" in the Add a Comment field. 85

90 14. Click the Submit button. 15. End of topic. End of Procedure. 86

91 Review your transactions You are able to review the status of all your eappoint transactions under the 'Submitted Transactions' section of the start page. 'Completed' - The transaction was approved and processed into ehr 'To HR' - The transaction could not be processed into ehr and will be modified by HR 'Submitted' - The transaction has not been approved by the Validator 'Deleted' - The transaction has been deleted Procedure In this topic you will learn how to review your submitted transactions. 1. Click the Main Menu button. 2. Click the eappoint menu. 87

92 3. Click the eappoint Start Page menu. 4. Click the Review Transaction Status link. 5. By default, the system will display the last search criteria you entered. In this example, transactions for the last 200 days will display. Change the Submitted in the Last field to display more transactions. For example, to display the last 3 months, enter 90 days and so on. Use any of the search criteria filter your display results, and then click the 'Refresh' button. 6. You will be able to view Submitted', 'Approved', and 'Completed' transactions. You will not see 'Deleted', 'Rejected' or 'Not Submitted' transactions. Find these in your 'To Do' section at the start page. 7. Select the transaction. Click the link. 88

93 8. Review this transaction as needed. 9. When you are finished, click the Cancel button to go back to the 'eappoint Start Page'. 10. End of topic. End of Procedure. 89

94 Glossary Account Account: Account numbers are associated with departments to control and track costs and budgets. Account numbers are not limited to only one department. There might be several cost centers within a department. For example: Faculty of Arts may have a cost for CUPE 1 part-time as 6253 and sessional as Avg Hrs By Day Avg Hrs By Day: Employee s Total Contract Hours will be averaged over the length of the contract and will be paid automatically on each pay day based on the averaged hours. Burden Rate Burden Rate: Calculation of additional costs to Ryerson based on an employee's full time or part time status and employee class. C1PT C1PT: CUPE Local Unit 1 Part-time sessional instructor. For example: a part time hourly appointment, for less than nine (9) semester hours in each of two (2) successive semesters or an hourly appointment, for less than nine (9) semester hours in any one (1) semester. For full details about the types and duration of instructor appointments refer to the collective agreement ( unit1.html): ARTICLE 16 TYPES, DURATION AND FORM OF APPOINTMENTS. Cost Center Cost Center: A cost center is usually a department within the university. For example, the Faculty of Arts or the accounting department, and so on. CUPE Unit 1 CUPE Local 3904 Unit 1: Sessional and Part-Time Instructors at Ryerson University are represented by the Canadian Union of Public Employees (CUPE) Local 3904 and constitute Unit 1 of that bargaining unit. Conditions of employment are regulated by the Collective Agreement negotiated by CUPE 3904 and the University Administration. Positive Hours Positive Hours: Employee s will be paid on each pay day based on the amount of payable time submitted and approved in ehr. SIN SIN: The Social Insurance Number (SIN) is a nine-digit number that you need 90

95 to work in Canada or to have access to government programs and benefits. Submitted in the Last Submitted in the Last: All transactions submitted in the last (number of) days. For example: Enter "90" for 3 months, or enter "5" for a week. WSFIPT WSFIPT - Work Study Fall Winter International Part Time WSFWPT WSFWPT - Work Study Fall Winter Part Time WSFWRA WSFWRA - Work Study Fall Winter Research Assistant 91