Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
Create a Cross Appointment for a
Teaching Assistant with a Student/Fellow
Contents
Procedure Overview
Step 1: Create the Cross Appointment
Step 2: Create Recurring Payment for the Student/Fellow Income
HR Data Verification Report & Master Data Sheet
Procedure Overview
Overview
To gain an understanding on how to process the cross appointment of a
Casual Admin Monthly with a Teaching Assistant by recording the following:






Cross appointment effective date
Position number of Student/Fellow
Fund Centre
Cost Centre
Work Contract
Student number (if Work Contract is K5 – U of
T Student)
Unlike appointed staff where the home department is responsible for the
employee record – departments employing casual staff are responsible for
processing payments for work done in their unit.
Check the following before you change the position information for casual
employee who is employed elsewhere in the University:
 Organizational Assignment – which shows the „main or primary‟ position for
the individual and the „primary‟ organizational unit – the primary position
determines the payment frequency for the employee, i.e. casual hourly (paid
every two weeks) or casual monthly (paid once a month).
 If an employee obtains a second assignment with another organizational
unit then the second organizational unit must pay the individual in the same
Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
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Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
pay area and frequency. An employee cannot belong to two payroll areas at
the same time.
 If a casual employee has multiple assignments, the assignment defined by a
union contract (e.g. TA L3902) has priority over the casual assignment. If
both fall under a union contract then the one with the monthly pay frequency
has priority over the hourly.
 If you have a situation where you need to change the employee‟s payroll
area by changing their primary assignment in Organizational Assignment,
complete the Payroll Area Change Form and submit to the payroll
department.
Step 1: Create the Cross Appointment
Click on the following path:
Human Resources
Personnel Management
Administration
HR Master Data
Personnel Actions
Personnel Actions
1. Enter the personnel number
2. Enter the effective date of cross appointment
3. Click on
4. Click Execute
Copy Action (0000) Screens Populates (Automatically)
1. In the Reason for Action
, enter
2. Verify Teaching Assistant position number
Note: The Teaching Assistant position must be the main appointment.
3. Click
or press Enter key.
4. Save
Copy Organizational Assignment (0001) Screen Populates
1. Enter Funds Center
.
2. Select K5 U of T Student in the Work Contract
3. Percentage should be 0.01,
4. Click Assignment
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Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
Create Organizational Assignment (0001) Pop-up Window appears
Note: This window allows you to view and maintain the various positions that an
employee holds. The Future Assignment tab is used to maintain the positions, and
the Current Assignment tab displays the current positions.
a. Select Line 1 in the Future assignment. This is the current position
(Teaching Assistant Position) which the system proposes to delimit.
b. Click Assign
to change the operation from
to
c. In the next blank line, enter Student/Fellow position number
d. In the same blank line, enter 0.01 in the
the position.
e. In the same blank line, enter 31.12.9999 in the
f.
Click
.
column for the percentage of
column.
.
g. Click
if you have no other positions for this employee.
h. Staffing percentage pop-up window appears, stating Sum of percentage
rates not equal to 100%. Click
the main Organizational Assignment screen.
5. Click Save
and this will return you to
.
Create Planned Working Time (0007) Screen Populates
1. Click
or press Enter.
The Create Tax screens are always proposed with the BasicTotal Credit
Amounts. If the previous Total Credits were other than the basic amount you
must reenter the previous Total Credits. If this is not done the employee would
be taxed at a higher rate. Also if the employee had Additional Tax amounts
that also would have to be updated.
Create Tax Assignment CA (0461) Screen Populates
All fields will default.
1. Click
or press Enter.
2. Click Save
.
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Create Provincial Tax (0462) Screen Populates
Verify information. Change if necessary.
1. Click
or press Enter.
2. Click Save
.
Create Federal Tax (0463) Screen Populates
Verify information. Change if necessary.
1. Click
or press Enter.
2. Click Save
.
Copy Planned Working Time (0007) Screen Populates
1. Click
or press Enter.
2. Click Save
.
The teaching assistant hours worked for ROE purposes are determined by
the hours/units entered on the Recurring Payment/ Deductions and
Additional Payment screens.
The Planned Working Time screen reflects the average work schedule of a
teaching assistant as per the collective agreement and must be saved in
order to run payroll.
Note: Employment percentage should be 100% though the percentage in
Organizational Assignment is 0.01. Do not change.
Create Basic Pay (0008) Screen Populates
This screen reflects the hourly rate as per the collective agreement and must
be saved in order to run payroll. Do not change anything on this screen.
PS Group defaults from “Primary Position” on the Organizational
Assignment. Hourly rate defaults as per collective agreement.
1. Click
or press Enter.
Note: After pressing Enter, you‟ll get a message “This entry deleted a record.”
Click
or press Enter again.
2. Click Save
.
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Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
Create Cost Distribution (0027) Screen Populates
The screen is not required for teaching assistants. Click on the Next Record
to proceed to the next screen.
Copy Date Specifications (0041) Screen Populates
If there is no change, click on the Next Record
screen.
to proceed to the next
Step 2: Create Recurring Payment for the
Student/Fellow Income
Click on the following path:
Human Resources
Personnel Management
Administration
HR Master Data
Maintain
1. Enter/verify
2. Click on
tab.
3. Select
4. Enter the From and To Date of the Recurring Payment/Deduction period
Note: The payment End Date must not be equal to 31.12.9999
5. Click on Create
.
Recurring Payments/Deductions Screen Populates (Automatically)
1. Enter applicable wage type
.
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Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
Note: Based on the wage type selected, the employee will automatically receive 4%
vacation pay with each monthly payment. Union dues will be deducted if applicable.
2. Enter the monthly amount of the payment
Note: Do not put the total sum of the payment as the system does not prorate the
amount.
3. Enter the monthly hours when applicable
4. Enter payment/deduction description
5. Enter appropriate reason from the drop down menu if applicable
6. Click on the Cost Assignment icon
.
Cost Assignment Defaults Pop-Up Window
a.
Enter the Cost Centre
and Funds Centre
or;
b. Enter the Internal Order
Note: DO NOT enter a Cost Centre if Internal Order is applicable.
c. Click Transfer
.
Notice the Cost Assignment indicator is now appearing
beside your
USERID this indicates that the Cost Assignment Information has been
entered against the payment.
Once saved, you can also check to see if the payment was entered with a
green check mark that will appear against the infotype line.
7. Click Save
.
END OF HIRING PROCESS STEPS
HR Data Verification Report & Master Data Sheet
Run the Data Verification Report after the hiring event is completed. This report identifies
inaccurate, incomplete or missing employee data. This report provides HRIS users with a tool to
verify the entire employee record by checking data on each infotype and by cross-checking data
consistency between infotypes
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Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
Personnel Actions Screen. HR Data Verification Report
1. Click on the HR Data Verification Repot Button at the top of the screen
2. To Print the report click on the PRINT icon
3. All errors and warnings should be corrected upon completion of hiring event.
4. Click on the back arrow to return to the Personnel Actions screen.
Create a Cross Appointment for a Teaching Assistant with a Student/Fellow
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please contact HRIS Support