ETF (Employee Transaction Form) Workflow

Transcription

1 ETF (Employee Transaction Form) Workflow Improving the CUPE Hiring Process: In Fall 2011 a significant number of CUPE 3903 Unit 1 and Unit 2 contracts were not processed in time to meet the normal pay cycle. This created stress for affected employees, and meant that that the employer was not in compliance with collective agreements. More costly manual administrative processes were necessary to get the payments processed. Since this occurrence arose, the Academic Resource Management (ARM) system team has been working on improving the technology, processes and integration of current stand-alone systems (i.e. ARM, CUPE Hiring and PeopleSoft) to maximize the timely payment of CUPE 3903 contracts to meet the normal pay cycle. From its inception the development of ARM has provided an opportunity for process review, the identification of best practices and streamlining of the practices across the institution as they pertain, for example, to CUPE postings. The implementation of ARM has resulted in the development of more efficient and consistent processes across all ten Faculties and dozens of departments. Most recently, ARM has been expanded to incorporate the entire CUPE Workflow Process through to creating the ETFs: Therefore the new ETF creation process will enable users to transfer the required contract and payment information to PeopleSoft, as it will no longer be required to be re-entered in the existing CUPE Hiring System. This new functionality will be available for the processing of Summer 2012 ETFs for all CUPE-1, CUPE-2, CUPE-E, YUFA overload and YUFA Retiree payments. Beginning with Summer 2012 the CUPE Hiring System will no longer be available to process these payments. The existing System will continue to support ETFs for Research Assistant and Graduate Assistant payments. How to Generate an ETF Request: There are three ways to generate an ETF Request: 1. While recording an offer for a candidate 2. By using the Tasks tab found on the ARM application 3. By using the Search tab found on the ARM application 1. While recording an offer for a candidate: In this new process users now can create an ETF request while recording an accepted offer for either a CUPE-1, CUPE-2 or some CUPE-E appointments in one single step: 1

2 On the View Offer Letter Screen do the following: 1. Chose the Accept Offer and Create ETF 2. Once clicked the Create ETF Request screen will appear. For CUPE-E, YUFA overload and YUFA Retirees you must have assigned a candidate prior to creating the ETF request. Please note: Hiring units should record accepted offers and generate ETFs on a daily basis, as offers are received in order to avoid bottlenecks and payment delays. See Create ETF Request below for continued process. 2. By using the Task tab found on the ARM application: On the ARM Task View Screen do the following: 1. Chose the appropriate Fiscal Year, Faculty and Department 2. Chose ETF Workflow 2

3 3. Within the ETF Workflow Page, generate the ETF request either by chosen No ETF Yet or under Action that states Search for ETF Workflow 4. Once this is chosen to generate the ETF the ARM Universal Search screen will appear. See Create ETF Request below for continued process. 3. By using the Search tab found on the ARM application 1. In ARM, click the Search menu link. 2. Then Search for the ETF Workflow. 3. You can filter your search by choosing the appropriate Course Attributes Meet Attributes Assignment Attributes Instructor Attributes ETF Workflow Attributes Click the search button to find the assignments that meet your search criteria to create an ETF. 4. Click the Create ETF Request for the assignment that needs an ETF request to be generated. 3

4 4. Create ETF Request: On the Create ETF Request screen, you can do the following: Edit Assignment before creating an ETF request. Create one or more ETFs for a candidate that has been assigned to one or more assignments within the same department. Track External ETFs. Indicate no ETF required for a meet assignment. Skip an ETF for a particular meet assignment. Edit Assignment before creating an ETF request: To edit an assignment before creating an ETF request chose either the Course (1) or the Job Id (2). For example, this functionality may e required to edit the start and end date of an assignment. This will take you to the meet assignment screen where you will be able to edit the assignment. Please note: editing an assignment may require a Dean s Office approval and may require re-issuing of an NRA, offer letter, etc. 4

5 1. Edit the Assignment 2. Click Update Assignment 1. Click the Create ETF Request. 2. Once clicked this will enable the demographic, banking and emergency contract screens to appear and users will be able to complete the ETF transaction: If the candidate is a re-hire, this information will be pre-populated based on information available in PeopleSoft. Users should review this information for accuracy and make required changes. 5

6 If the information is not provided, users can enter the information, please note that if you provide the employee number or social insurance number it will pull any information from PeopleSoft and compare if this is the same candidate. Once information has been inputted, save the record and a confirmation screen will appear: A user can view a printable copy of the ETF from the above confirmation screens. Once confirmed, ARM will be updated: The ETF Type, Rec d by CUPE Hiring and PeopleSoft Status will be updated as the moves through the process. 5. Changes to ETFs: The new system will handle changes to ETFs in the same way as it does today. If a change is made prior to an upload to PeopleSoft, users can make the change and re-submit the ETF request. If a change is required after the upload to PeopleSoft, users will need to print the ETF and make manual changes to the printed document and submit the paperwork to payroll; e.g. maternity/parental leaves, cancelled contracts, etc 6. Deletion of ETFs: A user can delete an ETF prior to an upload to PeopleSoft. If the deletion of the ETF is required after the upload to PeopleSoft, users will need to print the ETF and inform human resources to delete the ETF. The user will also need to delete the assignment that is attached to the ETF. Please note that a resubmit and delete of an ETF should not be done on the same day. If a user resubmits an ETF and needs to delete that same ETF they should wait the next day. 6

7 7. Viewing the Status of ETFs: A user can view the status of their ETF the next day by going to the ARM Task View. Under the ETF Workflow there are 4 statuses: 1. Accepted by PeopleSoft (when the ETFs are uploaded each month) 2. Rejected by PeopleSoft (each night ETFs are checked by CUPE hiring if they failed it will be included in this status) 3. Saved in CUPE Hiring (ETFs are saved in CUPE hiring and there is no rejected it stays in this status until the ETF is accepted by PeopleSoft the end of the month) 4. Incomplete in CUPE Hiring (ETFs were not done successfully, the process was not completed) 7