HRMS Creating Assignments
Assignments
ASRS and ACA
Assignments are job hire documents for
Residential or Adjunct Faculty and Athletics
Personnel that are providing a service in addition
to their normal job responsibilities. For example,
Instructional Consultant and Coaching.
When hiring temporary employees, please keep
in mind two very important budget items:
the Arizona State Retirement System (ASRS) and
the Affordable Care Act (ACA).
ASRS – Arizona State Retirement System
Before Creating an
Assignment
New employees must first complete a “New Hire
Packet” with the college HR deparment. For
returning temporary employees (also including,
Adjunct Faculty, Work Study, and Student
Workers), contact college HR to verify the
following:

Record 0 is active

I-9 is valid
Department ID

Budget Account Number/s

Begin and end date of the Assignment

Total hours for the Assignment

Job Type*, Job Code*, Object Code*
To prevent enrollment in ASRS, temporary
employees must work less than 20 hours a week
ASRS Information: Tim Clement 480-731-8617
ACA – Affordable Care Act
The law requires employers that have 50 or more
full-time employees to offer medical insurance to
ALL full-time employees and their children up to
age 26. Maricopa is addressing the ACA by
restricting temporary employees to a maximum
of 25 hours per week. During defined MCCCD
peak periods, temporary employees may be
permitted to work up to 40 hours per week.
Information Needed
•
After working 20 hours a week for 20 weeks,
employees are automatically enrolled in the
ASRS. Payroll deductions are now made to their
paycheck. In addition, your department starts to
pay the employer cost.
*The 2014-2015 Temporary Pay Rate Schedule
will provide this information. See below for access.
Access Pay Rate Schedule
Employees can work at more than one
college/department. However, the total for all
assignments must equal 25 hrs/wk or less.
ACA Information: Lisa Kussard 480-731-8412
1. Go to the Employee Resources page:
https://administration.maricopa.edu
2. Under Business Services, click Payroll.
3. In the left Payroll column, click Salary Rates.
4. On the right, scroll down to Temporary
Employee Information, click the Temporary
Pay Rates.
Technology Training Services
480-731-8287
March, 2015
www.maricopa.edu/training
1. Log into HRMS with your MEID and Password.
7. In the Job Type field, enter the Job Type or
click the magnifying glass to select your Job
Type, and press tab to go to the next field.
2. Follow this path: Main Menu >
MCCD Custom > MCCD Payroll > Use >
Job Hire Documents.
8. In the Job Code field, enter the Job Code or
click the magnifying glass to select your Job
Code, and press tab to go to the next field.
3. Click the Add a New Value tab.

Create an Assignment
9.
The Job Code you select autofills the Min/Max
Rates and Job Responsibilities fields.
In the Rate field enter the stipend or hourly
rate and press tab to continue.
10. To add account number information, click the
Edit Chartfields link.
11. In the Combination Code field, enter the
account number being charged for this
employee.
4. In the Document Type field, use the drop
down menu to select Assignment.
12. Click OK to return to Job Hire Documents.
13. Click in the employee ID field, enter the
Employee ID, and press tab.

The Fiscal Year field is autofilled with the
current fiscal year.
5. In the Department ID field, enter your college
and department ID numbers.
6. Click Add.
14. In the Begin Date field, click the calendar Icon
to select a date and press tab.
Note: Date must be the future start date.
15. In the End Date field, click the calendar Icon
to select a date, and press tab.
Technology Training Services
480-731-8287
2
www.maricopa.edu/training
16. In the Total Hours field enter the total hours
for the Assignment.

19. Under the Additional Clauses section, provide
a detailed description of assignment terms
which may include the Scope, Deliverables,
Justification, and Reporting Supervisor.
The Hours Per Week field will autofill if you
initially selected an hourly rate. If you initially
selected a stipend, the hours per week field
remains blank.
Note: Keep in mind the ASRS and ACA
information on page one.
Note: The Disclaimer clause cannot be changed.
17. In the VP/Division Head field, click the
magnifying glass to select your VP/Division
Head, and press tab.

The Results of Objectives clause is completed
at a later date by the supervisor when the
assignment has been completed.
20. Scroll to the top and click the Job Hire
Documents tab to return to the first page.

Additional Approval fields will automatically
display, if required.
21. Add comments to your Assignment by clicking
on the Comments icon and entering your
comments in the Comments text box.
18. Scroll up to the top of the page and click the
Additional Info tab.
Note: This section must be completed before
you can save or submit an assignment for
approval.
•
Note: Comments are required for special
instructions to the approvers.
22. Select the Submit button to submit the
Assignment through the approval process.
OR
The Concurrent Jobs section displays a list of
active concurrent Assignments, RPSs and
Board Approved jobs for this employee.
Select the Save button to save the
Assignment without submitting it for approval.
23. Once you Submit or Save your Assignment,
write down the Document Nbr. to use for
future reference.
o The Pay Info tab displays the standard
hours per week. Use this tab to determine
if this employee exceeds ACA hours per
week limits.
o The Course Info tab displays a list of
courses the employee is currently teaching.
Technology Training Services
480-731-8287

3
When the Assignment is approved and a job
is created, the employee can begin work.
www.maricopa.edu/training
Search & Track an Assignment
Revisions/Cancellations
1. Follow this path: Main Menu >
MCCD Custom > MCCD Payroll > Use >
Job Hire Documents.
To revise or cancel an assignment that has been
approved, please contact your College HR
Department for assistance.
2. In the Document Nbr field, enter your
document number or search by any of the
other fields.
“Print” (Email) a Copy
When you “Print” a copy of the Assignment, a
copy of the Assignment is sent to your email.
You can then print the Assignment from the
email attachment.
3. Click Search.
4. Scroll down to the Approvals section and track
the status of the Assignment document.
1. Scroll to bottom of the page and click the
Print button.

Modify a Rejected
Assignment
A message displays stating, “The print
request was scheduled successfully. A
printable copy of the Assignment will be sent
to your email address.”
2. Open a new tab in your browser window.
An Assignment can be modified any time before
it is finally approved by the college’s VP. Anyone
can modify and resubmit an Assignment if it is
their Worklist. The Assignment can also be
rejected to the Originator to modify and
resubmit.
3. Log into your Maricopa Google e-mail.
1. Follow this path: Main Menu > Worklist >
Worklist.

The email Subject line will read: “Requested
print of Assignment:<number>”

The sender will be:
mcccd.employees@domail.maricopa.edu

The RPS is attached.
4. Click the attachment and print it.
2. In your Worklist, click the document link.
3. Scroll to the bottom of the Assignment and
click Modify.
4. Make modifications as necessary and click
Approve.
Technology Training Services
480-731-8287
4
www.maricopa.edu/training