ACADEMIC & GRADUATE - ONLINE RENEWAL PROCESS GUIDE

ACADEMIC & GRADUATE - ONLINE RENEWAL PROCESS GUIDE A Guide for Faculty/Academic professionals (ACD pay group) & Graduates on Short Work Break status.

HR Data Management Team:

• Kim Rohr—HR Specialist Sr.

• Todd Albert—HRIS Specialist • Andrew Ryan—HR Specialist

• Vanessa Arzaga—HR Assistant

• Allison Walas—West Campus HR Specialist Sr.

Renewal Process Guide – Revision 7/8/2008 1

http://www.asu.edu/�

Table of Contents ACADEMIC & GRADUATE - ONLINE RENEWAL PROCESS GUIDE .......................................... 1

How to Renew Employees on Short Work Break ................................................................................ 3 Exception Processing: ........................................................................................................................... 3

Key Dates: ........................................................................................................................................ 4 Security Roles ........................................................................................................................................... 4 Online Renewal Process ........................................................................................................................... 5

Navigating to the Renewal Page ........................................................................................................... 6 Renewal Search Page ............................................................................................................................ 7 Renewal Page ...................................................................................................................................... 10 Reviewing Position Data .................................................................................................................... 11 Position Changes ................................................................................................................................ 12 Downloading Renewal Data from PeopleSoft to Excel ..................................................................... 14 Submitting Renewals .......................................................................................................................... 21

Approving Renewals .............................................................................................................................. 27 Nightly Renewal Program .................................................................................................................. 30

Key Deadline for MSS AD Hoc: .................................................................................................... 31 Reviewing Job ........................................................................................................................................ 31 Exception Processing by Data Management .......................................................................................... 34


How to Renew Employees on Short Work Break

There are several situations that will determine how a Renewal/Hire is set up in PeopleSoft by the Departments. Please use the following guide to help you determine how to set up your Non-Staff hires in the PeopleSoft System. This excludes Staff Hires and Student Workers.

Work Break Status Process to Utilize

Applicable to On Short

Work Break Not on Short Work Break

Online HPR process

Online Renewal process

Manager Self Service process

Faculty (ACD) X X Academic Prof (ACD) X X Graduate (GRD) X X Faculty (ACD) X X Academic Prof (ACD) X X Graduate (GRD) X X New Hires (GRD, ACD & A12) X

Faculty and Academic Professionals in the A12 pay group were automatically renewed effective 6/30/2008. Those in an active job with the A12 pay group were rolled off contract pay and placed on frequency “B” (bi-weekly) with NO expected job end date.

Exception Processing: Process to Utilize

Action

Online HPR

process Exception

Form MSS Promotion Position

Management New Position Number (take an employee off a group position)

X

New Position Number (take an employee off a group position) – past MSS deadline

X

Fall Renewal (Past Deadline) X

Fall Renewal Salary Adjustments

X

Salary Adjustment (past MSS Deadline)

X

Promotion (past MSS deadline)

X X

Position Modification X New Hires X


Key Dates: 7/7 – 7/18: OHR Training Sessions for Fall Renewals at USB 7/21 – 8/8: Begin Online Renewal Entry/Submission 8/4 – 8/10: Dept Renewal Approval Available

Security Roles Here are the roles that you will need in order to start the process. To check what roles you currently have, you can go to ASU HCM Custom > ASU Security > My Security Access Roles To request a role, go to: http://asu.edu/oasis/support/Access.html

ASU Renewal Submission: Provides you with the ability to submit renewal requests for employees in the GRD and ACD pay groups who are currently on Short Work Break. ASU Renewal Approval: Provides you with the ability to submit renewal requests and review/update/approve submitted renewal requests. If you have requested the ASU Renewal Approval role you will not need to request the ASU Renewal Submission role. The ASU Renewal Submission role is dynamically assigned to those with the ASU Renewal Approval role. NOTE: The security roles will be available for request immediately but will not be available in PeopleSoft for use until 7/21/2008.


http://asu.edu/oasis/support/Access.html

Online Renewal Process This process is the front end renewal process for Faculty/Academic Professionals in the ACD (9 over 9 month) pay group and Graduates who are currently in a Short Work Break status. The renewal process will be available for use if your employee meets all three of these requirements:

1. Current Employee – on Short Work Break 2. Working in the same department 3. Pay Group – ACD or GRD

Employees currently on Short Work Break should have a Payroll Status of Short Work Break in job data:

Faculty, Academic Professionals & Graduate jobs in an Active Status will not be available on the renewal page.


Exceptions to the Fall Renewal Process will need to be processed as follows: Graduates can be returned using Manager Self Service (AD Hoc Salary Change and Promotion). Please refer to the Fall/Spring Graduate Renewal Guide (using MSS). Faculty & Academic Professionals can be returned using the online HPR (TAM) process. Please refer to the Fall/Spring Academic Online Hire Guide All hiring business process guides are located on the HRIS website under References and Resources: http://hris.asu.edu/

Navigating to the Renewal Page Step 1: From the Main Search Menu in PeopleSoft, Go to ASU Customizations > ASU HCM Custom > ASU Employee Renewal. Note: The security roles are available for request immediately but the ASU Employee Renewal page will not be available until 7/21/2008. Please verify that you have received the correct security roles. Please refer to page 1 of this guide in reference to the security roles that will be needed. If you have requested the security roles prior 07/18/2008, have received the approval email and do not see the ASU Employee Renewal link please submit a UTO CRM ticket: https://www.asu.edu/go/support/


http://hris.asu.edu/

https://www.asu.edu/go/support/

Renewal Search Page Step 2: Enter your Dept and click Search.

For searching: You can search by department code or your search criteria can be limited to first 3 digits of the department code in order to pull up all departments within a VP area. You can also search by Pay group (ACD or GRD) or by the department description. The searches will be limited to the department codes that you have security access to review.


NOTE: A department code may be listed twice if there are employees in both the ACD and GRD pay groups within the department. Each pay group within that department will need to be selected separately in order to process renewals for an entire department.


Step 3: Select the department you wish to renew.


Renewal Page The renewal page will list employees within the department code/Pay group selected on the search page. The Renewal Tab will display a record for each employee containing the frequency “Cur Freq”, salary “Cur Salary” & pay group “Group” that is currently listed in job data.


Reviewing Position Data The Position Tab on the Renewal page contains the employee’s position data (FTE, Position Number & Position Title). Position accounting information may be viewed by clicking on the position number itself.

The Reports To tab on the Renewal page contains the report to information from the employee’s position number.


Position Changes Position changes may not be made on job data with an effective date greater than or equal to the renewal date until the employee has been “Returned from Short Work Break”. The process that will run to renew employees will erase any existing future dated rows from job data. It is important that if a position change needs to be made that it is process one of the following ways:

1. Position Modification (effective date before renewal effective date) - For example if the Renewal Date is 8/11/2008 then the effective date of the position change must be a pay period begin date prior to 8/11/2008. The position change would be processed through Position Management and will be approved/ updated on job data by DM as they are received.

2. Position Modification (effective date greater than or equal to renewal date) – Position change processed through Position Management using an effective date greater than or equal to Renewal. HR Data Management will approve the position change but the changes will not be applied to job data until the employee has been “Returned from Short Work Break”.

3. New Position number – In order to move an employee off a group position number please process a Promotion in Manager Self Service by promoting the employee from his/her current position number to a new vacant position number. Promotions being processed prior to an employee being Returned from Short Work Break must be processed with an effective date prior to the renewal date (i.e. Renewal Date 8/11/2008, promotion must occur on 7/28/2008 or earlier). After your employee has been Returned from Short Work Break you may begin processing Promotions with an effective date greater than or equal to the Renewal date. You will currently have the ability to process a Promotion with an effective greater than or equal to the Renewal date but please keep in mind your promotion row will be deleted when the Return from Short Work Break process runs. This is why it very important that you review job data to determine if your employee has been renewed prior to processing any promotions with a date greater than or equal the effective date of the renewal.

a. Any exceptions that may not be processed using MSS Promotion can be processed using the HR Data Management Exception form and e-faxed to (480)-993-0005.


The page can be expanded to display the Renewal, Position & Reports To data in one display.

To close the expansion view simply click back on the Tab Expansion button


The renewal page contains both compensation and position data. The Renewal page will display up to 50 employees. If more than 50 employees exist in the department use the left & right arrows to review the rest of the employees in that department/pay group or you may click the View All button to display all employees on one page

TIP: It is best practice to always Submit for Approval regularly as you are going back and forth between the pages so that changes are not lost.

Downloading Renewal Data from PeopleSoft to Excel It may be helpful to download the Renewal Data for each department in to an excel document. It is suggested to download the information prior to any modifications/updates being made. A secondary download can then be made after all updates have been submitted and approved. Departments may use this information to track their changes. In order to download the data from PeopleSoft you will need to update your settings in My Computer.


Step 1: Select My Computer from the Start menu.

Step 2: Select Tools from the Menu.


Step 3: Select Folder Options from the Tools menu.

Step 4: Select File Types Tab.


Step 5: In the File Types tab scroll down and select Extension XLS for Microsoft Office Excel 97-2003 Worksheet and click the Advanced button


Step 6: Uncheck the Confirm open after download box and click OK.

NOTE: These instructions works for most internet browsers. If you have any complications with this process please contact your technical support. Step 7: Return to the Renewal Page in PepleSoft, click on the Grid Icon to export data to Excel. If you want the data on all Tabs, click the Tab Expansion button before clicking on the Grid Icon.


Step 8: Click Yes to download to excel.

Here is what the excel download will look like:


If you have not allowed pop-up’s from this site you will get the following error icon when trying to download to excel:

If you get the following error you will need to allow pop-ups from this site before you will be able to download to excel.

Click on the Icon and select “Always Allow Pop-ups from this Site” from the menu.

After clicking Yes it will bring you back to the search page where you will need to re-enter the Department code and follow the Download to Excel process again.


Submitting Renewals Step 5: Select the employees you want to renew by checking the Select boxes next to the employee you wish to renew. Click Select All to renew all employees. NOTE: As the Renewal Approver you will have the ability to submit renewal data as well as review, update, and approve renewal submission.

Step 6: The default start date is 8/11/2008. Click on the magnifying glass to change the start date if applicable.

Select the Renewal Date (start date) from the look up table.


Step 7: Review pay frequency and update if appropriate. The current frequency from job data will automatically be defaulted in the New Freq field. Review the new frequency. Click on the magnifying glass to change the pay frequency if applicable. NOTE: The pay frequency is the number of pay periods within the Appointment period.


Select the Frequency from the Look Up table

Examples of Pay Frequencies: Full Academic Year – 8/11/2008-5/17/2009 (ASU 20) Fall Semester Only – 8/11/2008 – 12/28/2008 (ASU10)


NOTE: The End Date “End Dt” will adjust once a new frequency or start date is selected.

Step 8: Review New Salary and update if appropriate. The current salary will be defaulted from job data in the New Salary data field. Review each academic salary and update if appropriate.

Step 9: Once the selected renewal data has been updated click the Submit for Approval button and click OK.


NOTE: Once a renewal has been submitted the Start Dt, New Freq & New Salary will be highlighted in red and the submitted box will be checked.


To get back to the main search menu click Return to Search.


Approving Renewals The Renewal Approval will be available Monday, 8/4 through Sunday, 8/10. Email notification will not be generated when renewals have been submitted. You will have to look up each department’s renewal page in order to determine which employees are ready for approval. Step 10: On the Renewal Search page, enter the department you need to approve and click search.


The same functionality exists with the renewal approvals as does the submissions. Each department code & pay group will have to be approved separately.

On the Renewal Approval page all submissions will have a check mark in the Submitted box and the proposed new start dates, frequencies & salaries will be highlighted in red.


Step 11: Review the renewal data, select the employees to be approved by checking the Select box next to the employee you wish to approve, click the Approval button and click OK.

NOTE: As an approver you will have the ability to adjust any renewal submission data. Simply click on the appropriate magnifying glass to update the Start Dt and New Freq and enter the corrected salary in the New Salary data field as appropriate.


NOTE: Once renewal requests are approved the employees’ data will be grayed out and will no longer be available for editing through the Renewal Approval pages.

Nightly Renewal Program Upon approving renewals an overnight process will run to insert a row with the current effective date on the employee’s record to set an expected return date, the new expected job end date and update compensation if appropriate. Once this process has run the employees who have been approved will fall off the Renewal Page. Employees will remain in Short Work Break status until the Expected Return Date process has been run. The Expected Return Date process will run every Monday evening before payroll confirms so that employees are returned to active status the Tuesday before their return date. Manager Self Service (AD Hoc Salary Change) will not be available for employees in a Short Work Break status. You will not be able to adjust their salaries until after the employee has been “Returned from Short Work Break”. It is suggested that the renewals are not approved until the academic salary has been confirmed or closer to final approval deadline. If an approval has been processed and it is determined later that the salary needs to be adjusted you will have to wait until the employee has been “Returned from Short Work Break”. Once the employee has been “Returned from Short Work Break” and AD Hoc salary change can be processed to update the compensation.


Key Deadline for MSS AD Hoc: 8/4 or 8/11: 8/11/2008 Start Dates will be returned from Short Work Break. 8/5 - 8/20: MSS AD Hoc Salary changes for the 8/11/2008 start dates must be

submitted and approved by Wednesday 8/20/2008. Manager Self Service AD Hoc Salary changes for the 8/11/2008 start dates that are not submitted and approved by the 8/20/2008 deadline may be processed using the HR Data Management Exception form: http://www.asu.edu/hr/forms/exception_fall09.pdf Please keep in mind that this will be a peak data entry period for HR Data Management. Exception forms will be processed in the order that they are received and will have a 5 business day turnaround time.

Reviewing Job Workforce Administration > Job Information > Job Data The renewal process will run overnight to place a current effective date row on job data to set the expected return date, new expected end date and update compensation data if appropriate. It is recommended that you review job data the following day after the renewal has been approved . Step 12: Enter the Employee ID number click search to review job data.


http://www.asu.edu/hr/forms/exception_fall09.pdf

On the Work Location tab review the new Expected Return Date and Expected Job End Date.

On the Compensation tab review the *Frequency, Compensation Rate (new bi-weekly pay), & Comp Rate (new academic salary).


The Expected Return Date process will run every Monday evening before payroll confirms so that employees are returned to active status the Tuesday before their return date. NOTE: Once the renewal process has run a row will be added on job data returning your employee from short work break and setting the payroll status to active.



Exception Processing by Data Management Please ensure all renewal data is submitted and approved by 8/10/2008. If employees are not renewed by the renewal deadline, an online HPR must be submitted in order to renew your employee. Please refer to the Fall/Spring Academic Online Hire process guide for further instructions on this process. The Fall/Spring Academic Online Hire guide can be located on the HRIS website under References and Resources: http://hris.asu.edu/ Please ensure all online HPRs with an 8/11/2008 start date are submitted by Friday 8/1/2008. The Data Management team will process these Exceptions as they are received. Please keep in mind, during peak hiring periods, turnaround may take as much as 5 business days, so we encourage you to take advantage of the Online Academic & Graduate Renewal process. ALL new hires MUST be hired using the Fall/Spring Academic Online hire process. If the employee is a new hire, they will need to complete all appropriate new hire paperwork. Per federal regulations, OHR cannot enter job data until I-9/New Hire paperwork has been certified and receive by OHR. New Hire paperwork may be e-faxed to HR Data Management (480)993-0005 or dropped off at the Employee Service Center. Manager Self Service (AD Hoc Salary Change) will not be available to return graduates from Short work break for the remaining summer pay periods (7/14/2008 & 7/28/2008). If you have any summer hires left for those pay periods please process them using an online HPR. MSS AD Hoc Salary Changes & Promotions that are not processed by the MSS deadline or if you receive error messages you may submit your changes using the HR Data Management Exception form: http://www.asu.edu/hr/forms/exception_fall09.pdf Please ensure all exception forms for the 8/11/2008 starts are submitted by Friday 8/1/2008 as turnaround may take as much as 5 business days. For questions regarding the process, please call (480) 965-2701 or a CRM ticket may be created.

http://hris.asu.edu/

http://www.asu.edu/hr/forms/exception_fall09.pdf

Documents

ACADEMIC & GRADUATE - ONLINE RENEWAL PROCESS GUIDE