PERSONNEL ACTION & POSITION PROCESSING

PERSONNEL ACTION & POSITION PROCESSING Interim Process AGENDA Objectives SharePoint Position Management Processes Personnel Action Processes Business Process Impacts Recap Resources Questions 2 1

3 INTRODUCTION Presenters Catina Rover Henry Barrera 4 WHO S IN THE ROOM? Introduce yourself Name Department 2

5 OBJECTIVE Provide interim process for HR Transactions Request New Positions & Position Updates Request Pay Rate Changes Request Personnel Actions (hires, rehires, terminations) Identify and apply UTShare/PeopleSoft terminology 6 ROADMAP New Positions & Position Updates Staff Faculty Student Workers/Work Study Hiring New Hire Rehire Volunteers Job Record Change 3

Who is UTShare? Seven UT institutions implementing PeopleSoft UT Arlington UT Brownsville UT El Paso UT Permian Basin UT System UT San Antonio UT Tyler 7 Conversion The following data will be converted to PeopleSoft on May 1 st : Current, active positions All retirees 2 years of employment data 8 Any transaction with a future effective date of May 1, 2014 or later will NOT get converted to PeopleSoft. 4

SharePoint SharePoint is a Microsoft web application HR Transactions processed via online SharePoint form SharePoint Form will have information that must be entered in PeopleSoft. Access SharePoint by visiting HR website www.utsa.edu/utshare Use myutsa ID and Passphrase Form routes directly to HR from department creator Workflow (routing) is not built in Once submitted, departments may check form status In Progress Waiting on HR approval Waiting on PeopleSoft Entry Approved Denied 9 SharePoint 10 5

SharePoint 11 SharePoint 12 This is what the email will look like. 6

Position Management Process 13 Request New Positions Request Modifications to Existing Positions Request Pay Rate Changes 14 Create New Position Request new positions Staff Faculty Students 7

Create New Position 15 16 8

Create New Position 17 Staff Positions 18 Autofill from when you log in 9

Staff Positions 19 Funding is NOT attached to the position. Staff Positions 20 10

Staff Positions 21 When the position is actually available Staff Positions 22 11

23 24 12

25 26 5 digits now vs. 4 13

27 Select your specific department. Keep your department code handy for future reference. 28 Select the location where the position will be at. 14

29 MUST have supervisor s name in here. 30 15

31 7 8 essential job functions 32 No Save button, only able to submit. 16

33 You will get an email notification upon submission. Staff Position Management Supporting Documents 34 VP Approvals (email or memo) attached to SharePoint Form For Benefits Eligible Positions Only Audit Packet attached to SharePoint Form New Position Justification Form Only used if the new position is funded from a state account Organizational Chart (current & proposed) 17

Staff Position Management Timeline & Process Auto-generated confirmation email will be sent to creator once form is submitted 35 Benefits Eligible Staff Positions will be entered and approved within 10 business days Non Benefits Eligible Staff Positions will be entered and approved within 5 business days Once position is created and final approved by Compensation, a confirmation email will be sent to creator Email will include steps to fund the position Confirmation Email 18

Student, Faculty Positions 37 Student, Faculty Positions 38 19

39 Student Position Student s direct supervisor No more pool positions. One form for one position. Student & Faculty Position Management Supporting Documents 40 Student VP Approvals (email or memo) attached to SharePoint Form Faculty Approvals from Vice Provost for Academic and Faculty Support (email or memo) attached to SharePoint Form 20

Student & Faculty Position Management Timeline & Process Auto-generated confirmation email will be sent to creator when form is submitted Student & Faculty Positions will be entered and approved within 5 business days Once position is created and approved by Compensation, email will be sent to creator Email will include steps to fund the position 41 Position Management Process 42 Request New Positions Request Modifications to Existing Positions Request Pay Rate Changes 21

43 Position Change Form Position Update Request is used to update/modify: Reclassifications Mail Drop ID Department* FTE* Duration* Reports To* *These position attributes will transfer to the Job Record 44 22

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47 48 Must be in the future, no more back dating 24

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51 EmplID is available via report sent to supervisor. EmplID is part of ESS 52 26

53 Rules on CBC have NOT changed 54 Reclassification Limits Student and Faculty positions can be reclassified Only within job families Examples: Student Assistant to Student Assistant II Lecturer III to Senior Lecturer 27

Position Change Form Reclassifications Filled Supporting Documents 55 VP Approvals (email or memo) attached to SharePoint Form For Benefits Eligible Positions Only Audit Packet attached to the SharePoint Form Organizational Chart (current & proposed) Position Change Form Reclassifications Vacant Supporting Documents 56 VP Approvals (email or memo) attached to SharePoint Form For Benefits Eligible Positions Only Audit Packet attached to the SharePoint Form Replacement Justification Form Only used if the new position is funded from a State account Organizational Chart (current & proposed) 28

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What doesn t require VP approval Modifications to: Reports To Mail Drop ID DeptID Location Work Phone 59 Position Management Process 60 Request New Positions Request Modifications to Existing Positions Request Pay Rate Changes 30

61 Pay Rate Change Request Pay Rate Change Request is used for: Equity Increase Counter Offer Permanent Additional Duties To accomplish, departments must: Submit SharePoint Form Any other supporting documents 62 31

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67 68 Must include here why there is an increase in pay 34

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71 Personnel Action Process Hire Rehire Job Record Data Change 72 Hire/Rehire Benefits Eligible hiring process will remain the same STARS Posting Day O.N.E. Hiring Form For employees not hired through STARS Hire/Rehire Form will be submitted via SharePoint 36

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Hire Reasons 77 Hire New to UTSA & never worked for a TX State Agency or UT Institution Transfer from TX State Agency New to UTSA & has worked at a TX State Agency Transfer Other Institution New to UTSA & has worked at another UT Institution, not including UTShare Institutions Rehire Same Institution Used to work for UTSA more than 2 years outside of conversion pull Employee worked at a UTShare Institution more than 2 years outside of conversion pull 78 Must have clear CBC before the person starts working. 39

79 80 40

81 82 Legal name as it appears on Social Security Card 41

83 84 All benefits eligible employees are paid monthly. If they have multiple jobs, their primary job dictates frequency. 42

85 Be sure to annotate your department number for future use. 86 43

87 Mainly used for faculty positions. 88 Personnel Action Process Hire Rehire Job Record Data Change 44

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91 Rehire Reasons 92 Rehire Returning Retiree Retired from UTSA and returning to work Rehire Other Institution Rehired from another UTShare Institution Rehire Same Institution Rehired from UTSA within 2 year conversion pull Rule of Thumb: If employee has an EMPLID within UTShare database, they will be considered a Rehire 46

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Person of Interest (POI) 97 POIs are University Affiliates Non-Paid Employees Require access Person of Interest Form (POIF) is submitted in lieu of SharePoint form. POIF will be used to create the position and create the Job Record Personnel Action Process Hire Rehire Job Record Data Change 98 49

Job Record Data Change 99 Changes and modifications to Job Records Job Record Data Change Request form used for: Expected End Date Termination Retirement 100 50

101 102 51

103 Does NOT automatically terminate employee. 104 52

105 106 Effective date MUST be day AFTER last day worked. 53

107 Reason with I code, Employee Relations must be contacted. 108 54

Business Process Impacts - Recap Occasional Workers No longer exist in PeopleSoft Treated like a regular employee A full-time employee can no longer be employed concurrently as an occasional worker (FTE cannot exceed 1.0) Reports-To Must be maintained on the position Additional Pay (Supplements) Current forms will still be used and routed to HR In the interim, Payroll will process the add l pay in PeopleSoft 109 Business Process Impacts - Recap Reclassify Limits have been extended Must be within Job Families Any changes in funding due to reclassifications will be handled through the Budget Office. HR does not see funding on positions Comp Frequency must match on all job records Primary Job will indicate Comp Frequency Ex: Employee cannot be hourly in one position & monthly in another 110 55

Business Process Impacts - Recap Approvals of HR Transactions are outside the system SharePoint Requests route directly to HR Approval templates will be provided Work-study Process No longer a separate process Funding is handled through Commitment Accounting 111 Business Process Impacts - Recap Comp Frequency is determined by FLSA and benefits eligibility FLSA Benefits Eligibility Comp Frequency Non-Exempt Non-Benefits Eligible Semi-monthly Non-Exempt Benefits Eligible Monthly Exempt Non-Benefits Eligible Monthly Exempt Benefits Eligible Monthly Administrative and Professional (A&P) are always paid monthly 112 The following student titles are Exempt: GRA, TA, and Resident Assistant 56

Business Process Impacts - Recap Processing Deadlines PeopleSoft is fully integrated HR Transactions MUST be processed in advance BEFORE payroll is running Departments can no longer request an HR transaction the day before or the day of Payroll running 113 Resources 114 FAQs Job Aids Terminology Process Flowcharts Day O.N.E. Website Compensation Website 57

Recommended Courses 115 Introduction to PeopleSoft/UTShare (PS 200.01) Employee Self Service (PS 100.01) Funding Positions (PS 301.01) All available PeopleSoft training courses can be found at www.utsa.edu/utshare SharePoint Training 116 Office of Information Technology will offer SharePoint 2013 Training Available starting next month Enroll via MyTraining.utsa.edu For general SharePoint information visit www.utsa.edu/oit/sp2013 58

PeopleSoft Support & Sustainment Center (PSSC) SPOC PeopleSoft Single Point of Contact Convenient way to reach the PSSC 210-458-SPOC spoc@utsa.edu 117 118 CONTACT US RESOURCE TITLE Add a one sentence description. Human Resources is READ MORE ready for your processing questions! RESOURCE TITLE Add a one sentence description. 4 ways to READ MORE contact us! RESOURCE TITLE Add a one sentence description. READ MORE Email us HR@utsa.edu Visit HR Website www.utsa.edu/hr Submit Ask HR ticket HR@utsa.edu Call us 210-458-4648 59

QUESTIONS 119 120 THANK YOU FOR ATTENDING! 60