HR Actions User Guide

Transcription

1 HR Actins User Guide

2 HR Actins, 04/2015 2

3 Table f Cntents Intrductin... 3 Part I HR Actins Overview... 4 Wrkflw Prcess Example... 5 Unit 1: Lgging int Emplyee Self Service (ESS) t Access Manager Self Service (MSS)... 7 Unit 2: Navigating and Definitins f the Main Windw... 9 Navigating and Definitins f the Wrkflw Actins Unit 3: Prcessing HR Actins Select the Wrkflw Type Cmplete the Infrmatin r Fields Wrkflw Actin Request Other Sectins Special Wrkflw Request Apprvers Attachments Save and Send Pst t SAP Unit 4: Reviewer & Department/Divisinal Apprvers Unit 5: Wrkflw Prcess Unit 6: Hw t handle Warnings and Errrs Part II Emplyee Separatin System HR Actins, 04/2015 3

4 INTRODUCTION Part I Overview Part 1 prvides a brad verview f the HR Actins New Hire transactin. Next is a review f the types f transactins and when t use them. Then instructins fr lgging int and navigating within the different parts and views f HR Actins are given. Lastly initiating, prcessing, and reviewing HR Actins transactins is cvered. Part II Overview Only Emplyee Separatin Prcess is cvered in this Part 2. First is a review and infrmatin abut the prcess. Then a review f imprtant infrmatin needed befre starting the Emplyee Separatin Prcess. We will use a mck database t initiate an Emplyee Separatin Prcess, mve thrugh it tuching all areas which may arise in this prcess, and if pssible cmplete it. HR Actins, 04/2015 4

5 Part I HR Actins Type f Actin Hiring an Emplyee When t Use It When hiring an emplyee either new t UAMS, rehiring a frmer emplyee r a current emplyee is transferring. Reclassificatin salary change Reclassificatin with n salary change Request a salary change Request a funding surce change Emplyee is changing percent f time Leave f absence Return frm LOA Nn-emplyee Emplyee is leaving UAMS Add r update an emplyee credentials Add r update an emplyee credentials with salary increase Wrk cntact infrmatin has changed The emplyee s jb duties have changed which may need a new title and pssible a salary is expected t change. The emplyee s jb duties have changed which may need a new title with nt salary change.. Request an emplyee s salary t change utside f the budget review T change r crrect what accunts an emplyee s pay is funded by. An emplyee schedule has change frm full time t part time, frm part time t full time r anther percent f time. The emplyee in ging n Leave f Absence with r withut pay. T return the emplyee t active duty, either frm LOA with Pay r LOA withut Pay. T add a nn-paid, nn-emplyee t SAP. An emplyee is terminating r leaving UAMS. T add, revise, r renew an emplyee s level f educatin r licenses and certificatins. Used t update infrmatin n name badges T add, revise, r renew an emplyee s level f educatin r licenses and certificatins and increase salary.is expected due t the new license r certificatin. Used t update infrmatin n name badges T make wrk infrmatin changes. Such as: Wrk phne number, slt number, check srt, what clck the emplyee has t use, fax number, wrk r cell phne number. HR Actins, 04/2015 5

6 Example f Wrkflw Prcess HR Actins, 04/2015 6

7 Unit 1: Lgging int Emplyee Self Service & Manager s Self Service Lgging int ESS/MSS T access the HR actins yu must first lg int Emplyee Self Service. STEP 1: Open the internet and g t STEP 2: Enter yur UAMS Dmain ID and passwrd. Once yu are lgged in select the Manager Self-Service tab. HR Actins, 04/2015 7

8 STEP 3: Click n the wrds HR Actins. STEP 4: This pens the HR Actins Tasks & Requests windw. Frm this windw yu are able t start all HR actins requests n new r current emplyees. It als includes any wrkflws that have been sent t yu. HR Actins, 04/2015 8

9 Unit 2: Navigating the HR Actins Requests Windw Navigatin f and Definitins f the Main HR Actins Request Windw Active Queries Use the Active Queries sectin t navigate int different views and display infrmatin regarding wrkflws that yu are wrking n, requested r need t research. Wrkflws with Me as Next Prcessr current wrkflw actin requests that have been sent t yu t either cmplete sme f the fields and r apprve it. This is the default view and can be used as a t d wrk list. Active Wrkflws I am Invlved with wrkflw actin requests yu have wrked n which have nt yet been cmpleted. Psted/Cancelled Wrkflws I was Invlved with wrkflw actin requests that yu have wrked n which been either cancelled r cmpleted and psted/sent t SAP. All Actins will nt be available t all users. This is based n the users security rles in SAP. It is used fr verall review and trubleshting queries. View: - Only Standard View is available. New Use t start a wrkflw actin request Print Versin nt n all views currently this is inactive Exprt nt n all views - currently this is inactive HR Actins, 04/2015 9

10 Clumns n the t d list Request Number Wrkflw actin request number Actin Type abbreviatin f the type f wrkflw actin request Emplyee the emplyee that the wrkflw is fr Status What status the wrkflw is in In prcess The wrkflw actin request is still being wrked n Cmpleted The wrkflw actin request has all f the required review and apprvals and waiting t be psted r dwnladed t SAP Psted The wrkflw actin request was successful in psting r updating SAP and the emplyee s recrd Errr There was an issue with the psting r dwnlad int SAP Initial This reflects the wrkflw actin request is in the first stage f the request Create Date The date that the wrkflw actin request was started Next Prcessr If the wrkflw is In Prcess it will shw wh currently has r wrking the wrkflw Navigatin and Definitins f the Wrkflw Actin Request T start a new wrkflw actin request frm the main verview windw click n the New buttn. This pens up a pp-up windw that allws yu t select the type f requested needed. Once yu make yur selectin click n the OK buttn. The next windw t appear depends n the actin yu requested and at the tp f each windw yu see the fllwing ptins: HR Actins, 04/

11 Check this ptin checks fr errrs fills in text infrmatin fr what yu have entered Back will back ut f the actin and return t the main windw (will nt save infrmatin) r return t the main windw if yu have click n save t keep the infrmatin fr later. Save saves the actin hwever it des nt send it the next step. Save and Send saves and sends the actin t the next apprver r step. Delete this Wrkflw deletes the HR Actin Pst t SAP nly n selected wrkflw types with prper authrizatin will be able t use t dwnlad r pst t SAP nce all infrmatin has been cmpleted. Request Number The wrkflw actin request number Actin Type The abbreviatin f the wrkflw actin type that was selected Status what status r step in the wrkflw the request is in. Current Apprver The persn r sectin within HR that the wrkflw actin request is being wrked by Next Apprver Once the current apprver has cmpleted and apprved the wrkflw by Save & Send, the wrkflw will be frward t this persn r sectin Yu are - the persn wh is viewing the wrkflw s SAP r emplyee number The tab has the name f the wrkflw actin type that was selected. Transactin Name r Needed Data The main windw f the wrkflw actin with the infrmatin r fields t be cmpleted Apprvers The list f predetermined apprvers and where additinal reviewers and apprvers can be added Change Lg Recrd f all f changes and apprval f this wrkflw Attachments Attached dcuments r created ntes fr this wrkflw actin request. HR Actins, 04/

12 Unit 3: Prcessing HR Actins Prcessing a wrkflw actin request can dne in as little as fur steps* t seven steps at the maximum. 1. Start a wrkflw* 2. Select the wrkflw actin type* 3. Cmplete the fields and infrmatin* 4. Check the next apprver 5. Add any attachments r create ntes t supprt the request 6. Send and Save* 7. Pst t SAP fr selected request STEP 1: Select the Wrkflw Actin Type Frm the HR Actins Requests windw click n the New buttn. A ppup windw with a list f the wrkflw actin request types will appear. STEP 2: Select the Wrkflw Actin Type by clicking n the radi buttn t the left f the type yu want t select. HR Actins, 04/

13 Click n OK t start the requested wrkflw. STEP 3: Cmplete the infrmatin r fields Each Wrkflw Actin Request has different infrmatin r fields that pertain t that request. The fields are rganized in sectins. These wrkflws are als designed s that the initial requester can cmplete a few fields and frward it t smene else that will have the rest f the infrmatin if they d nt. Fr Example a manager r supervisr hiring a persn fr their vacant psitin may nly knw: Applicant s name Applicant s number The psitin number f the vacatin psitin In that case the hiring manager r supervisr can start the wrkflw, cmplete that infrmatin and insert a persn name in the apprver s list t cmplete the rest f the infrmatin befre sending it t the predetermined apprver (if it is a different persn). Each transitin has a few required fields that must be cmpleted prir t sending t HR r SAP. These are nte by a red asterisks All transitin will require: Wh this will affect The effect date f the request Reasn fr the request Psitin number (nly n a Hiring an Emplyee) Once yu have cmpleted this infrmatin, please click n the Check icn This will verify that yu have the crrect persn by displaying the name. Yu may get a warning message, hwever this is nrmal and a reminder that sme additinal infrmatin is needed befre it can be sent t HR r SAP. Let s review the different sectins that may appear n the actin type yu selected. Wrkflw Actin Request HR Actins, 04/

14 New Hire Basic Infrmatin POLICY Nte fr Hiring an Emplyee: Hiring Managers r Supervisrs cannt make an ffer t the candidate/applicant until they received apprval frm the Office f Human Resurces Cmpensatin sectin. Type/Reasn Required field, use the drpdwn t type f new hire as best as yu knw it. Applicant Enter the Applicant s SAP number Persnnel Number Leave Blank. If yu knw that this is a current r frmer emplyee and knw their previus SAP number yu may enter it here. Start Date: The requested start date f the emplyee if unsure, enter in a tentative date. This can always be changed in the system hwever we must always have a date. Psitin: Enter the Psitin number that yu are filling Class Cde will default based n the psitin number nce yu click n Check Fund Enter a fund number, this fund number cannt start with a 2 Org Unit - will default based n the psitin number Reclass Salary Change HR Actins, 04/

15 Type/Reasn Required field, use the drpdwn t reasn fr the reclassificatin. Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Est Change Date: The requested effective date f the reclassificatin f the emplyee. At this pint click Check. Psitin: - This will default nce Check is clicked Org Unit - will default based n the psitin number Requested Title If yu have a suggestin f what the new title shuld be therwise leave blank. Reclass with N Salary Change Type/Reasn Required field, use the drpdwn t reasn fr the reclassificatin. Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Est Change Date: The requested effective date f the reclassificatin f the emplyee. At this pint click Check. Psitin: - This will default nce Check is clicked Org Unit - will default based n the psitin number Requested Title If yu have a suggestin f what the new title shuld be therwise leave blank. Request a Salary Change HR Actins, 04/

16 Type/Reasn Required field, use the drpdwn t reasn fr the salary change Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Est Change Date: The requested effective date f salary change. At this pint click Check. This date has t be at the Beginning f a PAYROLL PERIOD that means the 1 st fr a mnthly emplyee and the Sunday date f the first day f week 1 in a bi-weekly pay perid fr bi-weekly emplyees. Psitin: - This will default nce Check is clicked Org Unit - will default based n the psitin number Class Cde will default based n the psitin number nce yu click n Check Request fr a Funding Surce Change Only Type/Reasn Required field, use the drpdwn t reasn fr the change Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Est Change Date: The requested effective date f salary change. At this pint click Check. Psitin: - This will default nce Check is clicked Org Unit - will default based n the psitin number Class Cde will default based n the psitin number nce yu click n Check Emplyee is changing the Percent f Time they are wrking HR Actins, 04/

17 Type/Reasn Required field, Default t the crrect type/reasn Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Est Change Date: The requested effective date f salary change. At this pint click Check. Fr Percent f Time changes it has t be at the beginning f the Pay Perid that it effects. Psitin: - This will default nce Check is clicked Org Unit - will default based n the psitin number Class Cde will default based n the psitin number nce yu click n Check Emplyee Grup This will default based n current settings. Emplyee SubGrup - This will default based n current settings. Leave f Absence & Emplyee is Leaving UAMS Fr Leave f Absences - There are 2 types f LOA in SAP. LOA withut Pay can be used fr emplyees wh need t be ff wrk fr an extended perid f time but d nt have any vacatin r sick time available t use. This actin will stp benefits and the emplyee will nt be able t get a paycheck. LOA with pay will just change the emplyee s status, it will allw the emplyee t receive a paycheck and benefits. An emplyee that is n Catastrphic Leave, Military Leave, r Jury Duty are examples f LOA with Pay. Fr Emplyee is Leaving UAMS the emplyee is n lnger with UAMS due t resignatin, terminatin, death, RIF, cntract cmplete r ther situatin. The department cmpletes the required windws t remve the emplyee frm the psitin. D nt use a terminatin actin if a persn is transferring ut f yur department. N actin is required fr the department that is lsing an emplyee t anther department. Be sure t cmplete the Emplyee Separatin Ntificatin if yu have nt dne s already. See Part II. HR Actins, 04/

18 Type/Reasn Required field, use the drpdwn t reasn fr the change Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Last Day wrked - Enter the last day the emplyee wrked r will be paid t wrk. Return frm Leave f Absence Type/Reasn Required field, use the drpdwn t reasn fr the change Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature First Day f Return - Enter the first day back t wrk. NOTE: If yu are ding a LOA with r withut Pay the Frm Date is the LAST DAY WORKED. Fr CAT. Leave apprved after the emplyee has been put n LOA yu must make them active first and then put them n LOA w/pay. Wrk Cntact Infrmatin has Changed Type/Reasn Required field, use the drpdwn t reasn fr the change HR Actins, 04/

19 Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Change Date: The requested effective date f change. At this pint click Check. Other Sectins Wrk Schedule Infrmatin This will cme up n the Hiring an Emplyee, Reclass with a Salary Change, Reclass with N Salary Change, Emplyee is changing the percent f time they are wrking, and Wrk Cntact Infrmatin has change. Sme fields may be grayed ut n certain request. This is due t it is nt needed fr this type f request r it is part f anther request prcess. % f Time the Emplyee will Wrk? If they will be wrking full time enter 100; if they will be wrking part time enter the percentage (i.e. 20 hurs per week instead f 40 hurs wuld be 50%) Krns Clck Lcatin use the drpdwn t select Fr hurly emplyees select the nearest time clck t the emplyee s wrk lcatin r if they will be using the phne t clck in, select PHO r PHC. Fr emplyees wh uses Emplyee Self Service (ESS) t request leave, select ESS Fr emplyees wh will apprve leave request in ESS, select ESA Fr emplyees wh persnally d nt use ESS fr leave request (ex. Hurly persnal) that have the authrizatin t apprve ESS leave request, select (EST) Fr emplyee that are mnthly paid and d nt use ESS fr leave request, select NTS Benefits Eligible? Click in the bx is the emplyee shuld be receiving UAMS benefits. Lunch Perid Use the drpdwn t select Fr Hurly emplyee select the apprpriate lunch perid and hw yur department prcesses vertime, either by paying OT r the use f cmpensatin time COMP. The mnthly emplyees select 003 Emplyee Grup will default when yu click n Check; can be changed if the status f the emplyee is change by using the drpdwn feature HR Actins, 04/

20 Emplyee Subgrup will default when yu click n Check; can be changed if the status f the emplyee is change by using the drpdwn feature Dept. Cntract Infrmatin This appears n a Hiring a New Emplyee and Wrk Cntact Infrmatin has changed. Sme fields may be grayed ut n certain request. This is due t it is nt needed fr this type f request r it is part f anther request prcess. Check Srt Use the drpdwn t select yur department r sectin Mail Slt # - Enter the UAMS mail ruting number Desk Phne Number Enter the emplyee s ffice phne number with n dashes, perids r ther symbls, just numbers. (ex ) Fax Optinal Enter the ffice fax number Additinal Infrmatin This sectin will appear n the Hiring a New Emplyee, Reclass with a Salary Change, Reclass with N Salary Change, and Wrk Cntact Infrmatin has changed. Sme fields may be grayed ut n certain request. This is due t it is nt needed fr this type f request r it is part f anther request prcess. TB & Immunizatin Windwing Psitin? Click in the bx if the psitin may have patient cntract and will require annual TB windwing and r additinal immunizatin due t their jb duties. Drug Testable Psitin? Click this bx if the psitin will require a drug test due t their jb duties Practicing Physician? - Click this bx if the faculty emplyee will see patients HR Actins, 04/

21 Faculty Appintment? Click this bx if the emplyee in a faculty title has an faculty appintment letter frm ne f the UAMS clleges Primary Appintment Org Unit Enter the rganizatin unit number f the department that issued the appintment letter, especially if the faculty s psitin is in anther department. Special Benefits Package? Fr selected emplyees a special benefits package may be ffered. If s use the drpdwn t select the apprpriate benefit plan. Are they a current r frmer UAMS Emplyee? - Click in the bx if yu knw they are a current r frmer UAMS Emplyee r Nn-Emplyee If current UAMS Emplyee, will this be a transfer r a secndary jb? Enter yes if they will be transferring r this will be their secndary jb with UAMS r anther state agency (they will still have anther full time jb) Shift: - This will default based n the psitin, use the drpdwn t change t anther wrk schedule shift. Backgrund Check Psitin - Click n the bx if the psitin needs a backgrund check prir t starting due t their jb duties. Salary Infrmatin This sectin will appear n the Hiring an Emplyee, Reclass with a salary change, Request fr a Salary Change, Emplyee is change the percent f time they are wrking, and Add r Update Emplyee Credentials with a Salary Change. Sme fields may be grayed ut n certain request. This is due t it is nt needed fr this type f request r it is part f anther request prcess. Existing Salary This field will default based n the emplyee s current salary. It will be blank fr new hires Existing Dates - This field will default based n the emplyee s current salary effective dates. It will be blank fr new hires Level This field will default based n the emplyee s psitin r special requirements. It will be blank fr new hires. Requesting Salary Leave Blank; OHR Cmpensatin r OHR Faculty Services sectin will cmpleted this sectin at the apprpriate time fr all new hires. Fr Current emplyee a requesting amunt may be entered. Prpsed Dates - This field will default based n the start r effective date entered earlier HR Actins, 04/

22 Funding Infrmatin This sectin will appear fr Hiring an Emplyee, Reclass with a salary change, Request fr a Salary Change, Request a Funding Surce Change Only, Emplyee is changing the percent f time they are wrking, and Add r Update Emplyee Credentials with a Salary Change. Sme fields may be grayed ut n certain request. This is due t it is nt needed fr this type f request r it is part f anther request prcess. Fr Hiring an Emplyee Existing Dates This field will be blank Prpsed Dates This field will default based n the start date Funding Splits enter in the Fund Cst Center r WBS Element r Order Number Percent that is will pay fr each funding surce that will be paying this emplyee. There are 25 lines this sectin must equal 100% Fr Current Emplyees Click n Retrieve Funding Infrmatin t shw the emplyee s currently funding splits infrmatin if changes are needed, therwise leave blank. T see the Name r lng text f the cst center, click n Check. Prpsed Dates will default based n the start infrmatin entered earlier Change r remve the funding infrmatin HR Actins, 04/

23 Special Wrkflw Request These requests are mre cmplex r used fr special purpses. Nn-Emplyee All fields are required unless nted belw. Refer t UAMS Administrative Guide Plicy UAMS Privileges will nt be granted t any nn-emplyee unless and until the nn-emplyee is in SAP and the individual has cmplete the electric Cnfidential Agreement frm. Fr All Academic Visitrs Apprvals btained by spnsring cllege r unit: Prir t d training the Dean/Cabinet Member and Prvst apprvals, The spnsr must btain apprval frm all applicable ffies and attach dcumentatin t this appintment frm. The spnsr shuld refer t plicy fr any questins. Sectin 1 Must be cmpleted fr all types f Nn-Emplyees Type/Reasn Required field, use the drpdwn t type f nnemplyee. First Name Enter the individual s First Legal Name Last Name Enter the individual s Last Legal Name. Est. Start Date - The requested start date f the nn-emplyee needed privileges. Est. End Date - The last date the nn-emplyee will need privileges Persnnel SubArea Use the drpdwn t select the spnsring divisin. Org Unit - Enter r use the drpdwn t select the spnsring department r rganizatinal unit Nn EE Subgrup Use the drpdwn t select the type f nnemplyee they are What will they be ding detail infrmatin n what will they be ding fr UAMS. HR Actins, 04/

24 UAMS Lcatin Enter the Building/number f where the individual will be lcated. Name f the Cmpany wh emplyed this persn If this individual is a cntractr, please enter in the name f the cmpany. Otherwise leave blank Address, City, State Zip Either the cmpany s address r the individual s address. Sectin 2: Must be cmpleted fr all Academic Visitrs Visitr Cmpensatin % Time Enter the percent f time Surce f Funds Click in ne f the bxes; UAMS, NONUAMS r N/A (nne) If UAMS Funds: Identify Name(s) and Accunt #(s) Enter infrmatin requested Other Csts (expenses related t the visitr s use f UAMS resurces and facilities) - Click in ne f the bxes; UAMS, NONUAMS r N/A (nne) If UAMS Funds: Identify Name(s) and Accunt #(s) Enter infrmatin requested Purpse/ Justificatin f appintment and scpe f respnsibilities Enter the requested infrmatin. Additinal request fr access and privileges in the sectin check all privileges that applies and enter any ther privileges that has nt be nted earlier. Access r Privilege Grid each line much have a check f either Nt Applicable r Cleared. Add r Update Emplyee Credentials This infrmatin is used t add credentials t the emplyee s ID badge. Emplyees will be allwed t pick tw t have n their ID badge. Educatin type credentials, such as MD, MBA and BS must be entered n the educatin windw. Certificatins and Licenses must be entered as a qualificatin. If the certificatin r license is nt listed please cntact the Office f Human Resurces. Type/Reasn Required field, use the drpdwn t reasn fr the change Emplyee Number Enter the Emplyee s SAP number r search by name using the drpdwn search feature Date Credentials Cnfirmed: The requested effective date f change. At this pint click Check. HR Actins, 04/

25 Educatin sectin nly use t recrd an educatin with r withut a degree r training event Start - Enter the Date that they started schl r training Graduated r Stpped Enter the date the emplyee graduated r stpped attending Type f Schl Use the drpdwn and select the type f schl they attended Name f Schl Attended Enter in the name f the f the schl r training cmpany Results f Attending Use the drpdwn t select the type f degree r certificatin they received r t reflect that they nly attended Branch f Study use the drpdwn t select the area f study their majr was in. Example: Certificatins/Licensure nly use t recrd an emplyee s cmpletin f a certificatin r issued a license Object ID Use the drpdwn t selectin Certificatins/Licenses. This shuld be the nly flder that shuld be used in the sectin. Others flders are available, hwever please did nt use them. HR Actins, 04/

26 Click n the Triangle next t Certificatins/Licenses t pen additinal flders Scrll dwn until the specialty area the certificatin r license is lcated. Click n the triangle next t it t pen the knwn license and certificatin in that area. Thse that have capital letters a space then a (dash) are available fr printing n the name badge. Find the certificate r license, click n the bx in the secnd clumn named Blen. Make sure it creates a checkmark. HR Actins, 04/

27 Click n Apply Start Date Enter the date the license r certificatins was issued End Date Enter the date that license r certificatin expires; if it des nt have an expiratin date then enter Prficiency Use the drpdwn t select Current. Example: If this is a Faculty Member and related emplyees wh need t be laded int the FacFacts System ONLY cmplete the fllwing steps Open the General Skills flder, and then click n the Academic flder, finally click n the Faculty flder. There are 3 different indicatrs t select frm. Only select ne f the fllwing. 1) FacFacts Indicatr frmerly Fac Indicatr 2) COM Administrative Reprting Purpse Only 3) ACH Reprt Indicatr Fr UAMS emplyees lcated n ACH campus Yu can make additinal selectins as needed, such as the VA Faculty and tenure tracks. Add r Update Emplyee Credentials with a Salary Change This requests wrk the same as abve with the additin f Salary infrmatin and Funding Infrmatin (if needed). STEP 4: Check the Next Apprver Next select Apprvers t review and any ther necessary emplyee. HR Actins, 04/

28 The first line is the Initial persn r the persn wh started the wrkflw. When yu first access this sectin it will list the predetermined reviewers and apprvers. If a department r divisinal apprver is required and this is the first time yu have used this prcess, the system will preselect a department r divisinal apprver based n reprting relatinships. If yu have already used the system the department r divisinal apprver will be the same as the last time yu used this prcess. Please nte fr faculty psitins; click n Save and the system will autmatically change ruting frm HR Cmpensatin t HR Faculty. If the predetermined persn is incrrect r yu need t change the persn fllw these steps: 1. Highlight the line f the persn yu need t change 2. Click n Delete this will remve the emplyee and nw it shuld have a highlight n the line yur name. 3. Click n Add After and a new selectin sectin shuld appear at the bttm. HR Actins, 04/

29 4. The previus department r divisinal apprver s SAP number will appear. Use the drpdwn t select a different apprver frm the pre-apprved list. Click n OK T add ther reviewer r individuals that have authrizatin t update these wrkflws the prcess is very similar. 1. Highlight the line that the new apprver r review needs t fllw 2. Click Add After. New infrmatin will be shwn n the bttm f the page t determine wh yu are adding. 3. Enter the SAP r use the search functin by clicking n the drpdwn icn t find the SAP number. Click n OK 4. Once selected click n OK again 5. Nw the new persn is inserted HR Actins, 04/

30 Ntice in the windw sht abve yu has the ptin t receive ntificatins f the prgress f the wrkflw. If yu have the ptins checked, yu will receive s t let yu knw each time the wrkflw is apprved r cmplete. If yu d nt have this selected, yu will nly receive an when it is necessary fr yu t prcess the wrkflw. STEP 5: Add any attachments r create ntes t supprt the request All salary requests must have accmpanying justificatin. Other request may need additinal infrmatin r justificatin. Click n Attachments t create ntes r t add dcuments. Click Add an Attachment. Additin infrmatin will appear n the bttm f the windw. HR Actins, 04/

31 T attach a File, click n Brwse. This will pen a file uplad windw. Find the needed dcument and click Open The file will appear next t the Brwse icn. Click n Uplad The file is nw attached HR Actins, 04/

32 . T Create a Nte, click Add an Attachment Click n Nte radi buttn and additinal infrmatin will appear. In the Nte Title field, key in a title In the Nte Text, enter the needed infrmatin. HR Actins, 04/

33 Click Add When the wrkflw is psted the attachments will dwnlad t the Services fr Object sectin f the emplyee s PA 20 recrd. The Service fr Object is the icn t the left f Display HR Master Data heading. Click the little triangle t bring up the selectin windw. HR Actins, 04/

34 Click n Attachment List t view attachments the Created On is the date that it was psted in SAP and nt the effective date. STEP 6: Save and Send If yu need t cme back t the wrkflw later yu can just click n Save. Nw yu can exit the ESS and it will still be in yur t d bx. If yu are ready t send t the next step in the wrkflw, click n Save and Send. This will send it t the next persn in the apprver list and yu windw t change t the main t d windw. Yu can exit the system at this pint, hwever if yu still shw the wrkflw windw d t step 7. What Happens Next? See Unit 5 fr each Wrkflw prcess. Hpefully mst wrkflw actin requests will flw withut any issues r changes. HR Actins, 04/

35 Please refer t Unit 6 fr Hw t handle errrs. STEP 7: Pst t SAP fr selected request The fllwing transactin can be submitted directly int SAP: Wrk Cntact Infrmatin has changed Add r Update Emplyee Credentials Request a Funding Surce Change Only Only with special security access privileges. On these transactin, nce yu click n Send and Save a new header will appear. Send and Save has been replaced with Pst t SAP. Click n Pst t SAP. The windw shuld change t the main t d windw. If there was an issue with the psting, the wrkflw will nw shw n the windw with an errr listed. HR Actins, 04/

36 Unit 4: Reviewer & Department/Divisinal Apprvers All reviewers and apprvers will be sent a wrkflw ntificatin in yur Outlk inbx. This will be yur indicatr that yu have a wrkflw in yur t d bx t review and apprve. Reviewing r apprving a wrkflw actin request is very similar t requesting the wrkflw. It can dne in as little as fur steps* t seven steps at the maximum. 1. Select the wrkflw* 2. Verify the wrkflw actin type infrmatin that has been cmpleted*. At this pint yu can a. Cmplete missing fields and infrmatin b. Make crrectins r changes c. Delete this wrkflw this will end the request and remve it frm the system. 3. Check, change r add apprvers a. If changes were made it is highly suggested that yu insert the name f the individual that started the wrkflw request s that they are ntified f the change. Once they click n Send and Save it will cntinue t the next apprver r prcessr. 4. Add any attachments r create ntes t supprt the request 5. Send and Save* 6. Pst t SAP fr selected request HR Actins, 04/

37 Unit 5: Wrkflw Prcess Mst f the wrkflws are designed with a simple prcess: Initial Entry (Send & Save) Department r Divisinal Apprver (Send & Save) OHR These wuld include Hiring an Emplyee, bth Reclass request, Salary change, Leaving UAMS, Adding Licenses r Certificatin with a salary increase, nn-emplyees. Additinal reviewer r apprvers can be inserted at any part f the prcess. The Hiring an Emplyee Wrkflw Actin Request is mre cmplex and has sme special plicies assciated with it that all manager s and supervisr must be aware f. (Save & Send) Initial Entry Department r Divisinal Apprver ( Save & Send) OHR Recruitment (Save & Send) OHR Cmpensatin r Faculty Services Grup ( Save & Send) Initial Emplyee ( OHR Recruitment Pst t SAP Save & Send) Hiring an Emplyee the requester cmpletes the infrmatin and clicks n Save & Send t the preapprved Department r Divisinal Apprver. Once the Department r Divisinal Apprver clicks n Save & Send it ges t OHR Recruitment. They will ensure that the applicant meets the minimum qualificatins f the psitin then frward it t OHR Cmpensatin unless they are in a faculty title, then it will be sent t the OHR Faculty Services (FS) sectin. Cmpensatin r FS will review the infrmatin and determine the apprpriate salary. They will attach an ffer letter and click Save & Send. The wrkflw will return t the requester with the salary nted n the wrkflw and the ffer letter that shuld be used when making an ffer t the applicant. Once the Applicant has accepted the psitin, the request needs t cnfirm the start date and ther infrmatin and click n Save & Send. The wrkflw will prceed t HR Recruitment fr start date verificatin and if applicable ensure the backgrund check and drug test result has returned with acceptable results. They will pst the infrmatin and update SAP. The fllwing transactin fr a very simple prcess: Send & Save) Initial Entry ( OHR EE Percent f Time Change, Leave f Absence, and Return frm LOA Send & Save) Initial Entry ( Pst t SAP Funding Change, Add/Update License r certificatin with n salary increase, and wrk cntact infrmatin changes. HR Actins, 04/

38 Once the wrkflw is psted t SAP an F9 nte is created n the 0000 Actin screen with the Wrkflw number assciated with the transactin fr a crss reference. HR Actins, 04/

39 Unit 6: Hw t Handle Warnings and Errrs Entering, reviewing r apprving a wrkflw actin request can create warnings and errr. What d they mean? First yu need t determine what is it. This is the symbl fr a warning. This is cmmunicating t yu that an imprtant field has nt yet been cmpleted by yurself r smene else. A wrkflw actin request can be frward t thers within yur department r divisins with this warning. Hwever if the wrkflw is frward t HR it will becme an errr. These fields must be cmpleted prir t sending t OHR. This is the symbl fr an errr. This field must fr crrected prir t it being sent t the next reviewer r apprver. Cmmn Warnings and Errrs: Message There is n department apprver entered Psitin and fund are required fields Date is required field Emplyee Number is a required field Psitin is required field Crrectin Click n Apprvers and insert a department/divisin apprver Enter in the psitin number and the fund Enter in the date Enter in the emplyee number Enter in the psitin number f the emplyee (nte that this errr will shw when the field is grayed ut. Enter the emplyee number and click n Check. HR Actins, 04/

40 Part II: Emplyee Separatin System The Emplyee Separatin System is an electric ntificatin prcess and a mechanism t ensure that all f UAMS prperty is returned including name badges, keys and any equipment n lan. This prcess is initiated by the manager, supervisr r designee and requires them t cllect department related items frm the emplyee prir t them leaving UAMS r a department. This prcess includes all emplyees, including temps, faculty, nn-emplyees and students. This prcess must be cmpleted fr the fllwing reasns: An emplyee is leaving UAMS, regular r temprary emplyee Transferring t anther department within UAMS A nn-emplyee is n lnger assciated with UAMS An emplyee changing frm a regular psitin t a temprary psitin, including mving t PRN The system will ntify the fllwing department s that they can ensure n utstanding items exist fr the emplyee depends n the reasn the emplyee is leaving and ther factrs: Parking Key Shp Library Health Infrmatin Management Payrll Emplyee Manager r Supervisr IT It will send an t the emplyee with additinal instructins and infrmatin, including links t the HIPAA system, exit interview and benefit infrmatin. It will als be the cnfirmatin ntice that yu have accepted the resignatin frm the emplyee in their current rle. Fr this reasn we request that yu start this prcess as sn as yu have accepted the resignatin. Once the emplyee is Cleared by all required sectins, an emplyee will be sent t the payrll department t ntify them hw t handle the emplyee last check r payment f any utstanding vacatin, cmp time, r hliday pay. Each item that is cleared means the emplyee des nt have, the emplyee has returned r it is nt applicable. Lgging int the Emplyee Separatin System T access the Separatin System yu must first lg int Emplyee Self Service. STEP 1: T g directly t the Emplyee Separatin System - Open the internet and g t Use the fllwing link t access the UAMS Emplyee Separatin Fr Training and Testing: HR Actins, 04/

41 Fr Prductin r Live Prcessing: If yu are in ESS a link will be place n the main Manager Self Service page Emplyee Separatin Frm Lg in using yur standard UAMS User Name and passwrd. It des have a single sign-n that requires yu t click n OK the first time. HR Actins, 04/

42 Landing Page after lg in Step 1: T start the separatin prcess - Click Create Frm, this is lcated in tw (2) different stps HR Actins, 04/

43 Once the create frm is clicked additinal infrmatin will appear n the windw. Step 2: Use the Name field t search fr the name r key in the SAP # if yu knw it. When entering the name use the last name. If yu place an * after a few letters it will cme up with a list f yur emplyees that match it. HR Actins, 04/

44 Click n the n the crrect emplyee t select the emplyee that is changing status After a few secnds, sme f the fields will ppulate base n their emplyee r nn-emplyee recrd HR Actins, 04/

45 Step 2: If the emplyee is leaving UAMS and has anther that we can cntact them n if needed; enter it in the Secndary field, therwise leave blank. Step 3: In the Final Check Mail t Address sectin If the emplyee wants their check mailed t the current mailing address n their emplyee recrd then click in the bx next t Emplyee Address Verified. Otherwise Change the address t the new lcatin and click the emplyee Address verified. Step 4: Likewise, verify where the emplyee wants their W2 mail t. If the emplyee wants the W2 t be mailed t the same lcatin as their finial check, click the bx next t Same as Final Check, therwise change t new lcatin. HR Actins, 04/

46 Step 5: Enter the Last Day that they will be wrking, either by using the drpdwn calendar r enter the date. Step 6: Indicate if they are eligible fr rehire by clicking next t Yes r N Step 7: Use the drpdwn t select the reasn the emplyee is leaving either yur area r UAMS. Selectin the mst imprtant reasn is critical in the prcess. The reasn will affect clearing requirements and the type f emplyee ntificatins sent. Fr example: an emplyee is transferring frm ne department t anther department within UAMS, if Transfer t anther UAMS Psitin is nt selected ntificatins will be sent that this emplyee is leaving UAMS (including t the emplyee). HR Actins, 04/

47 Step 8: A cmment bx is als prvided t enter in any additinal cmment abut the separatin. Step 9: Click n Save at the tp right sectin f the windw. When yu click save the windw a green cnfirmatin bar will appear and the windw will change with a summary f what yu have entered and include sme additinal fields. ntificatins t the emplyee, the emplyee s manager and required clearance departments will be sent ut when yu have clicked n the Save icn as well. HR Actins, 04/

48 Example f ne f the s sent: HR Actins, 04/

49 Updated windw example when saved is clicked: NOTE: At this pint yu can yu can exit the system t cmplete the prcess at a later date, especially if the emplyee has nt left UAMS r has nt turned in their items. T Exit Click n Lgut within the red header next t yur name. HR Actins, 04/

50 When yu return the separatin frm will be in yur T D listing r Pending Frms. Click n the emplyee s name t pen the separatin frm as abve. (We will cver the new icns letter in the prcess.) Step 10: On this windw yu can update the Secndary if needed HR Actins, 04/

51 Step 11: The Emplyee s Department Respnsibility It is nw requested that the emplyee s supervisr, manager r designee gather items that are assciated with the department and recrding that the emplyee has turned them in. Recrding the return can be dne ne at a time r all at nce. On the last day f emplyment the manager, supervisr r designee must gather frm the emplyee their name badge, keys that may have been issues t them, any equipment such as laptps, cell phnes r pagers and any ther item(s) the emplyee may have n lan frm the department. The cllectin f these items must be recrd as fllwed: Individual clearing- Name Badge If the emplyee is leaving UAMS, the emplyee must turn in the badge at the end f his shift. Recrd this by clicking in the bx next t Name Badge: If the emplyee did nt turn in his name badge as requested, d nt check r clear the emplyee. HR Actins, 04/

52 Keys If the emplyee has been issued keys t ffices, clsets r any ther item, the emplyee must turn in these items when n lnger ended hwever n lnger than the end f their last shift. Recrd this by clicking in the bx next t Keys and listing the numbers stamped n each key. Listing the key numbers is critical t this prcess. The Key Shp will review the keys that have been turned in t the manager t their master list. If the Key Shp shws that any keys are still utstanding, the emplyee will nt be cleared. The Key Shp will ntify the emplyee and manager f missing keys and the emplyee must visit the Key Shp t make any restitutin t pay fr missing keys r turn in the keys. The supervisr, manager r designee is respnsible t return the gathered keys t the Key Shp. If n keys were issued t the emplyee, click in the bx next t Key t indicate the emplyee is clear fr this item Equipment - If the emplyee has returned the equipment that was issued t them r did nt have any issued, click n the bx next t Equipment. If they were issued a laptp and returned it, list the equipment number in the equipment field. If the emplyee has been equipment and did nt return it, d nt check the bx. Other - If ther items have been issued t the emplyee and has been returned r the sectin is nt applicable, check the bx next t Other Reasn(s) fr nt clearing If yu did nt check r clear the emplyee f any items a reasn must be included. HR Actins, 04/

53 Hliday Hurs If the emplyee has any unused hliday time, enter the number f hurs (up t 96). This amunt will be included n the sent t payrll. Cmp Hurs Fr hurly emplyee, if the emplyee has any unpaid cmp time, enter the number f hurs (up t 240 hur). This amunt will be included n the sent t payrll. Repayment f Funds This sectin is fr special situatins where an emplyee must repay UAMS fr varius reasn. Enter in the amunt wn and cmplete the reasn fr the repayment. Payrll may cntact yu fr additinal infrmatin. This amunt will be include n the sent t payrll. Grup Clearing If yu click in the bx next t Clear all It will check r clear all items fr the emplyee HR Actins, 04/

54 Once yu have entered all the infrmatin r at any pint click n Save n the up right f the windw t return t the main windw. I have cleared the emplyee Nw what? Yu have cleared yur emplyee, nw what d I d with the items that I have cllected? Name Badge Please send t the UAMS Plice Department at Slt# 583 attn: Security Dept. Keys Return t the Key Shp within 30 days, therwise the department will receive an IDT fr nn-returned keys. Equipment & Other based n department r divisin prtcls. HR Actins, 04/

55 Yu have cleared yur emplyee hwever they are still n yur pending windw. The emplyee will remain there until all sectin has cleared them fr the next 30 days. If the has nt been cleared after 30 days it will nt be in yur pending file, hwever they remain uncleared. Yu can lcate them by click n My Emplyees. If yu want t print the separatin frm, click n the print icn. It will create a printable PDF. HR Actins, 04/

56 There are situatins that the emplyee can nt cmplete the HIPAA frm and the supervisr, manager r designee must cmplete this prcess. Click n the HIPAA icn t start that prcess. HR Actins, 04/

57 If yu are the supervisr, manager r designee; scrll t the next page t cmplete the Department Supervisr r prxy sectin. Once this sectin is cmpleted click n Save in the upper right hand crner. HR Actins, 04/

58 If yu need t resend ntificatins t the emplyee r manager, click n the icn. This will send t their UAMS and t the secndary if nted. If ne f the clearing departments shws any utstanding issues that must be reslve, the emplyee and the emplyee s supervisr will receive an abut what is utstanding. The emplyee will nt be clear until all area have stated there are n utstanding issues. Please remember that any vacatin r sick time will nt be prcessed until the emplyee has been cleared. I have entered a ntificatin hwever it was in errr r the emplyee changed their mind and is nw stay hw d I fix that? Click n the emplyee s name r line n the Pending Frms page. In the upper right crner next t save is Stp Prcess HR Actins, 04/

59 Click n Stp Prcess icn. This will bring up anther windw t give a reasn why yu are wanting t stp the prcess. Pick the mst apprpriate reasn and click n Save. This will send s t the clearing departments, t the manager and t the emplyee ntifying them f the change. It will als turn the emplyee s line red with a line thrugh it. If at any time the emplyee r supervisr has any questin n the status, they shuld call the Office f Human Resurces Emplyee Services at HR Actins, 04/