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.

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AgendaThis class will focus on the following topics:

I. New Positions & ModificationsII. Position Funding ChangesIII. Recruitment (Job Postings)IV. New Hire / Re-HiresV. 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.

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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

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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 - Title– Job Code - Salary Plan– EMPL Class - Standard Hours (Exception: Students)– Reports To - Full Time Equivalency (Exception: Students)– Department - Location– FLSA Status

• 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.

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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.

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Job Record End Dates

• Use current appointment/assignment date conventions:– Fall 09/01 to 01/15– Spring 01/16 to 05/31– Summer 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. 13

New Position Requests& Position Modification Requests (HRAC form)Staff

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New Position Request

Department Initiates

VP – Approves the request

HR Recruiting

HRTC Process

• Interim Approval Process (IAP) form workflow:

Budget

ORSP – For grant related positions

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1a

Faculty & Students

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 Request

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New Position Requests (IAP)

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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

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)

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Position Modification Request• Interim Approval Process (IAP) form workflow:

Department Initiates

VP – Approves the request

HR Recruiting

HRTC Process

Budget

ORSP – For grant related positions

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 Datec) Select Reason:

Position Data Update Position FTE/Ben Elig/Reg/Temp Position Working Title Changes Reclassification

Faculty & Students

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2

1a1

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Position Modification Request

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Position Funding Changes

Department Initiates

Account owner approves funding changes

ORSP – Approves Grant funded position

Budget – Reviews & Approves

• Interim Approval Process (IAP) form workflow:

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.

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Position Funding Changes1. 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

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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)Manager submits HRAC for approval

VP approves

HRAC committee – Reviews & Approves

HR Recruiting team processes

Manager/Director approves

• Interim Approval Process (IAP) form workflow:

Request to Recruit (Paper form)Staff

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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 Form2) EO Process

– Students: 1) Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form

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New Hire ProcessDepartment

Initiates

HR Recruiting team Processes verifies CBC

Manager/Director/Chair – Approves

ORSP – Approves grant funded position

HRTC Process Budget Office – Reviews & Approves

• Workflow:

Request for New Hire/Re-Hire (Paper)

Staff (Direct hire)

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Request for New Hire/Re-Hire (IAP)

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Staff (thru recruitment)Faculty (NT) & Students

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1. Enter Cost Center/ Project ID.2. Answer each question appropriately.

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3. Complete Biographical Data section.4. Complete Job Data section.

• Begin Date• Position Number: (Information

through PeopleSoft) • Other fields outlined in red.

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Request for New Hire/Re-Hire (IAP)

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

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Additional HR Processes

• Ad Hoc Salary Changes • Additional Pay/ Supplements• Voluntary Separation/ Retirements• Affiliates/Sponsored/Early Access

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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 formStudents

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Additional Pay/ SupplementsHandled 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

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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.

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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.

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Voluntary Separation or Retirements

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Faculty, Staff, Students – Paper Form

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.

Current JobMain Menu > Workforce Administration > Job Information > Current Job

Breadcrumbs

Current JobMain Menu > Workforce Administration > Job Information > Current Job

1. Search for an Employee using any of the chartfields to look up their Job Information.

2. Click the Search button.1

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Current JobMain Menu > Workforce Administration > Job Information > Current Job

Under the Work Location tab:

1. Verify the fields for:

• Effective Date

• Position Number

• Department

• Business Unit

• Location

• Action

• Reason

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Current JobMain Menu > Workforce Administration > Job Information > Current Job

Under the Job Information tab:

1. Verify the fields for:

• Effective Date

• HR Status

• Payroll Status

• Job Code

• Reports to

• Full/Part Time

• Classified Ind

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Position DataMain Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position Info

Breadcrumbs

Position DataMain 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.

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Position DataMain Menu > Organizational Development > Position Management > Maintain

Position/Budget > Add/Update Position Info

Under the Description tab:

1. Verify the fields for:

• Effective Date• Reason• Business Unit• Job Code• Regular/Temp• Full/Part-Time• Title• Department• Location• Reports to• Standard Hours

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Submission Deadlines

• Semi-Monthly #1 10th

• Monthly 15th

• Semi-Monthly #2 25th

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New employees have to be approved and processed by HRTC by the above dates for them to be entered for the payroll deadlines.

References

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• Additional information and resources can be found on the PeopleSoft website.

Job AidsPower Point slidesQuick GuidesCrosswalkLinks to UPK

PeopleSoft.utep.edu

Questions

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Thank You!

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