Position Management/
HR Processes
Welcome to Training!
• Why PeopleSoft?
– PeopleSoft will help UTEP grow.
• What’s Your Part?
– We need your skills and expertise to utilize
PeopleSoft. It’s a vehicle and you’re the driver!
– Over time you will build your own history with
PeopleSoft.
• What to Know About Training?
– Training is an investment in your professional growth.
– Be open to change.
2
Agenda
This class will focus on the following topics:
I.
II.
III.
IV.
V.
New Positions & Modifications
Position Funding Changes
Recruitment (Job Postings)
New Hire / Re-Hires
Additional HR Processes
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Terminology
• New Positions & Modifications Form
– For new positions to include all employee classifications,
grant and non-grant funded positions, and workload
increases.
– Position modifications.
• Position Funding Changes Form
– Position funding changes requested to change the
funding source associated with a position or change the
distribution of funding from multiple accounts.
– This form routes to the budget office.
4
Terminology
• New Hire / Re-Hire Form
– New hire request to extend an offer to staff (thru
recruitment), Non-Tenure faculty, and student
hires.
• IAP
– Interim Approval Process.
5
HRTC
• Human Resources Transactions Center
– Centralized processing of job record and position data
entry, modification, and maintenance.
• HRTC Website – http://hrtc.at.utep.edu
• Supporting Information
–
–
–
–
Job Code
-- Contacts
Department
-- Location
Calendars
-- General Processing
Additional information
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What is NOT Changing
•
•
•
•
•
•
Position Audits
Reclassifications & Promotions
Casual Labor
Employee Classifications
Compensation – Handled by HR
Job Codes
7
Job Code->Position->Job
•
Job Code data serves as a foundational attribute for the creation of Positions.
– Job code in turn determines position characteristics.
o Position in turn determines characteristics of an employee’s job record.
•
Once the position update is processed, an employee’s job record is automatically
updated.
•
Position to Job Record
–
–
–
–
–
–
•
Regular/Part Time
Job Code
EMPL Class
Reports To
Department
FLSA Status
- Title
- Salary Plan
- Standard Hours (Exception: Students)
- Full Time Equivalency (Exception: Students)
- Location
Updates to these fields on a job record must be processed as an update to a position.
– Once the position update is processed, it will process an to an employee’s job record is
automatically updated.
8
Pooled Positions
• Departments will have the ability to use student
pooled positions.
• Job Code 10060 to 10099
• Shared Characteristics
–
–
–
–
Department
- Location
Reports to
- Funding
Pay Rate Code (Hourly/Annual)
Pay Frequency (Semi/Monthly)
9
Pooled Positions
• Requested through the IAP Position Request.
• Only for student positions.
– In the general notes section, Indicate the Max
Head Count for the position to be pooled.
10
Job Record End Dates
• Budgeted positions will not require job end date.
• Non budgeted positions (Students, Temp Staff,
NT Temp Faculty) will require Hiring Departments
provide end dates.
11
Job Record End Dates
• Use current appointment/assignment date
conventions:
– Fall
– Spring
– Summer
09/01 to 01/15
01/16 to 05/31
06/01 to 08/31
• Use approved or confirmed end date for grant
or other related approval processes.
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New Position Requests
& Position Modification Requests
• Processing for:
– Staff: New Positions & Modifications
1) Paper Form: Staff Employment Actions Request Form (New
HRAC form)
– Faculty: Tenure & Tenure-Track
1) Email request: Current authorization to hire process.
2) Interim Approval process: PeopleSoft Position Request &
Modifications Form.
– Faculty: Non-Tenure Track & Students:
1) Interim Approval process: PeopleSoft Position Request &
Modifications Form.
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New Position Requests
& Position Modification Requests (HRAC form)
Staff
14
New Position Request
• Interim Approval Process (IAP) form workflow:
Department
Initiates
VP – Approves the
request
ORSP – For grant
related positions
HR Recruiting
Budget
HRTC Process
15
New Position Request
Faculty & Students
1
1a
2
3
1. Enter UserID for Chair/Manager/Director.
a) Check if position is grant funded.
2. Select New Position.
3. Provide justification for the request.
New Position Requests (IAP)
4
5
4. Complete Job Information/Work Location
• Effective Date
• Business Unit – Your department
• Job Code: (Information in PeopleSoft)
• Regular or Temporary
• Part Time or Full Time
• Standard Hours
• Location: (Information in PeopleSoft)
• Reports To Position #: (Information in PeopleSoft)
5. Complete Specific Information/Proposed Funding
• Work Phone
• Budgeted Position
• Faculty Position
• Cost Center/Project ID (Project ID for Grant
accounts)
• Fund Type
• Proposed Annual Salary
• Comments
17
Position Modification Requests
• Position Data Updates
– Location
– Reports To
• Position FTE/Ben Elig/Reg/TEMP
– Reg/Temp
– Full/Part Time
– Standard Hours/FTE
• Position Working Title Changes
– Working Title
• Reclassifications
– Transition position from job code to another
• (Requires consultation with Compensation – Contact HR)
Position Modification Request
• Interim Approval Process (IAP) form workflow:
Department
Initiates
VP – Approves the
request
ORSP – For grant
related positions
HR Recruiting
Budget
HRTC Process
19
Position Modification Request
Faculty & Students
1
1a
2
3
4
1. Enter the UserID for Chair/ Manager/ Director.
a) Check if position is grant funded.
2. Select Update/ Modification.
3. Provide justification for the change.
4. Complete Current Position Information section.
a) Position Number: (Information in PeopleSoft)
b) Effective Date
c) Select Reason:
 Position Data Update
 Position FTE/Ben Elig/Reg/Temp
 Position Working Title Changes
 Reclassification
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Position Funding Changes
• Interim Approval Process (IAP) form workflow:
Department
Initiates
Account owner approves
funding changes
ORSP – Approves Grant
funded position
Budget – Reviews
& Approves
21
Position Funding Changes
• Funding changes for all Employees:
1) Interim Approval Process: Department Admin initiates the
PeopleSoft Position Funding Changes Form.
2) All forms are routed to Budget Office.
22
Position Funding Changes
1
2
1. Complete Current section:
• Position ID (Information in
PeopleSoft)
• Incumbent Name
• Cost Center/Project ID
• Department
• Percent Time (Dist)
• Begin and End Dates
2. Complete Proposed section:
• Position ID(Information in
PeopleSoft)
• Incumbent Name
• Cost Center/ Project ID
• Department
• Percent Time (Dist)
• Begin and End Dates
• Comments
Recruitment (Job Posting)
• Processing for Staff only:
1) Paper form: Staff Employment Actions Request Form
(HRAC form)
• All other employee classifications will follow
the current process.
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Recruitment (Job Posting)
• Interim Approval Process (IAP) form workflow:
Manager submits
HRAC for approval
VP approves
HRAC committee –
Reviews & Approves
Manager/Director approves
HR Recruiting team
processes
Request to Recruit (Paper form)
Staff
26
Request for New Hire / Re-Hire
• Processing for:
– Staff :
1) Paper Form: Staff Employment Actions Request Form (new
HRAC form)
– Staff (recruitment):
1) Interim Approval Process: PeopleSoft New Hire/ Re-Hire Form
– Faculty (recruitment): Tenure, Tenure Track or Non-Tenure
1) Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form
2) EO Process
– Students:
1) Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form
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New Hire Process
• Workflow:
Department
Initiates
Manager/Director/Chair –
Approves
HR Recruiting team
Processes verifies CBC
ORSP – Approves grant
funded position
HRTC Process
Budget Office –
Reviews & Approves
Request for New Hire/Re-Hire (Paper)
Staff (Direct hire)
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Request for New Hire/Re-Hire (IAP)
Staff (thru recruitment)
Faculty (NT) & Students
1
2
1. Enter Cost Center/ Project ID.
2. Answer each question appropriately.
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Request for New Hire/Re-Hire (IAP)
3
3. Complete Biographical Data section.
4. Complete Job Data section.
• Begin Date
• Position Number: (Information
through PeopleSoft)
•
Other fields outlined in red.
4
31
New-Hire Process
• Requires hiring departments to wait until HRTC has
cleared a new hire to begin work pending
successful completion of a criminal background
checks and other related verifications.
– Align UTEP employment practices with widely used
standard operating procedures
– Create defense against potential negligent hiring
practices and create safe work environment
32
Additional HR Processes
•
•
•
•
Ad Hoc Salary Changes
Additional Pay/ Supplements
Voluntary Separation/ Retirements
Affiliates/Sponsored/Early Access
33
Ad Hoc Salary Changes
• Purpose:
– Request due to an increase in an employee’s
duties and responsibilities.
• Process:
– Staff: HRAC form
– Faculty: Current promotion and tenure process
– Students:
1) Paper Form: Request for Salary Increase
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Ad Hoc Salary Changes- Paper form
Students
35
Additional Pay/ Supplements
Handled by payroll
• Purpose:
– Requested for employees deemed to require
compensation in addition to their regular pay. (Bonuses,
awards, temp duties or overloads.)
• Process:
– Staff: HRAC form
– Departments- VP submits email request to President’s Office
– Send to Payroll Office
– Faculty: SAR
– Colleges- CAO submits email request to Dean’s Office
– Send to Payroll Office
36
Voluntary Separation/ Retirements
• Purpose:
– Requested when an employee provides a
notice of resignation or retirement.
• The form can be found on the PeopleSoft.utep.edu
website.
– Or - Click here to access the Separation form.
37
Separation Process
• Students, Temp Staff, NT Faculty (Non Benefit):
– Departments required to provide end dates.
– As end dates approach, departments will be notified
• If Extending Appointment: Process IAP (Hire/Rehire)
– Explain the purpose of the document in the notes section
» If extending staff: Process HRAC request
• If expiration is correct: Process Separation Form
• If terminating early: Process Separation From with
updated term date.
38
Separation Process
• Budgeted Staff/Faculty (TN/TT)
– Process Separation Form with updated term date
and contact HR to continue receiving benefits.
• Benefit Eligible Grad Students and Lecturers
– Process Separation Form with updated term date
and contact HR to continue receiving benefits.
39
Voluntary Separation or Retirements
Faculty, Staff, Students
– Paper Form
40
Separations/Retirement Dates
• Effective Dates for these transactions will be the
next day after their last day worked.
• For example, if the last day worked was 5/31/14.
The separation date reported under effective
date field on the form, will be 6/1/14.
PeopleSoft HR Access
• HR Reviewer role
– View Current Job
– View Position Data
• Information is needed to complete Interim
Approval Process Forms.
Breadcrumbs
Current Job
Main Menu > Workforce Administration > Job Information > Current Job
Current Job
Main Menu > Workforce Administration > Job Information > Current Job
1
1. Search for an Employee using any of
the chartfields to look up their Job
Information.
2. Click the Search button.
2
Current Job
Main Menu > Workforce Administration > Job Information > Current Job
Under the Work Location tab:
1. Verify the fields for:
1
•
Effective Date
•
Position Number
•
Department
•
Business Unit
•
Location
•
Action
•
Reason
Current Job
Main Menu > Workforce Administration > Job Information > Current Job
Under the Job Information tab:
1. Verify the fields for:
1
•
Effective Date
•
HR Status
•
Payroll Status
•
Job Code
•
Reports to
•
Full/Part Time
•
Classified Ind
Position Data
Breadcrumbs
Main Menu > Organizational Development > Position Management > Maintain
Position/Budget > Add/Update Position Info
Position Data
Main Menu > Organizational Development > Position Management > Maintain
Position/Budget > Add/Update Position Info
1. Search for an Employee using any of
the chartfields for their Job Information.
2. Click the Search button.
1
2
Position Data
Main Menu > Organizational Development > Position Management > Maintain
Position/Budget > Add/Update Position Info
Under the Description tab:
1. Verify the fields for:
1
•
•
•
•
•
•
•
•
•
•
•
Effective Date
Reason
Business Unit
Job Code
Regular/Temp
Full/Part-Time
Title
Department
Location
Reports to
Standard Hours
Submission Deadlines
• Semi-Monthly #1
10th
• Monthly
15th
• Semi-Monthly #2
25th
New employees have to be approved and processed by HRTC by the above dates
for them to be entered for the payroll deadlines.
50
References
• Additional information and resources can be
found on the PeopleSoft website.
Job Aids
Power Point slides
Quick Guides
Crosswalk
Links to UPK
PeopleSoft.utep.edu
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Questions
52
Thank You!
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