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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.

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welcome to training
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.
setting expectations
Setting Expectations
  • Only core functionality will be available at go-live.
  • We’re starting with limited workflow—we’ll be using processes outside of PeopleSoft for certain HR & Financial transactions.
  • We’ll have to work through the kinks—some functionality may not work smoothly right at implementation.
  • We’ll have to be patient—we’ll need additional time to process and enter transactions in the beginning.
  • We will be using a PeopleSoft simulation environment during training.
what can you do
What Can You Do?
  • Feel free to ask questions and take notes.
  • Contact the Help Desk if you encounter a glitch or forget how to complete a transaction.
  • Revisit the training webpage to review training materials and videos.
  • Become your office’s “Go-To” person. Be willing to offer your help.
  • Attend our Go-Live Work Sessions—open lab time you can use to process live documents/transactions.

4

position workflow
Position Workflow

Interim Process: New Position/Updates

Interim Approval Process: Position Funding Changes

PeopleSoft: Position Funding Changes

Interim Approval Process: New Hire / Re-Hire

5

terminology
Terminology
  • New Positions & Modifications Form
    • Request 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, change the distributing of funding from multiple accounts.
terminology1
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 (BP LOGIX)
slide8
HRTC
  • Human Resources Transactions Center
    • Centralized processing of job record and position data entry, modification, and maintenance
  • HRIS and HRTC Websites
  • Supporting Information
    • Job Code -General Processing
    • Departments -Contacts
    • Locations -Calendars
    • Additional informations
what is not changing
What is NOT Changing
  • Position Audits
  • Reclassifications & Promotions
  • Compensation related consultations
  • Employee Classifications
  • Job Codes
accessing peoplesoft
Accessing PeopleSoft

Shibbeloth

  • UTEP Logon IDand Password
agenda
Agenda

This class will focus on the following topics:

  • New Positions & Modifications
  • Position Funding Changes
  • Recruitment (Job Postings)
  • New Hire / Re-Hires
  • Additional HR Processes
job code position job1
Job Code->Position->Job
  • 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 as they appear on a job record must be processed as an update to a position.
    • Once the position update is processed it will process an automatic update to an employee’s job record
pooled positions
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)
pooled positions1
Pooled Positions
  • When requesting a Pooled Position through the IAP Position Request(this is only for student positions)
    • In the general notes section let us know you want the position to be pooled along with the Max Head Count
job record end dates
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
job record end dates1
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
      • Can use an end date as approved or confirmed on a grant or related approval processes
new position requests position modification requests
New Position Requests& Position Modification Requests
  • Processing for:
    • Staff: New Positions & Modifications
      • Paper Form: Staff Employment Actions Request Form (New HRAC form)
    • Faculty: Tenure & Tenure-Track
      • Email request: use current authorization to hire process
      • Interim Approval process: PeopleSoft Position Request & Modifications Form
    • Faculty: Non-Tenure Track & Students:
      • Interim Approval process : PeopleSoft Position Request & Modifications Form
interim approval process iap
Interim Approval Process (IAP)
  • New Positions & Modifications in the Interim Approval Process forms
    • Initiator: Department creates new position
  • Position Funding Changes in the Interim Approval Process forms & PeopleSoft
    • Initiator: Department creates new position funding change
  • New Hires in the Interim Approval Process forms
    • Initiator: Department creates new hire
new position requests iap
New Position Requests (IAP)

Faculty & Students

  • Complete Job Information/Work Location
    • Effective Date
    • Business Unit
    • Job Code: (hyperlinked)
    • Regular or Temporary
    • Part Time or Full Time
    • Standard Hours
    • Location: (hyperlinked)
    • Reports To Position #: (hyperlinked)
  • Complete Specific Information/Proposed Funding
    • Work Phone
    • Budgeted Position
    • Faculty Position
    • Cost Center/Project ID: (hyperlinked)
    • Fund Type
    • Proposed Annual Salary
    • Comments

4

1

1a

2

5

3

  • Enter UserID for Chair/Manager/Director.
    • Check if position is grant funded.
  • Select New Position.
  • Provide justification for the request.
position modification requests
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)
position modification requests1
Position Modification Requests

Faculty & Students

  • Enter the UserID for Chair/ Manager/ Director.
    • Check if position is grant funded
  • Select Update/ Modification.
  • Provide justification for the change.
  • Complete Current Position Information section.
    • Position Number: (hyperlinked)
    • Effective Date
    • Select Reason:
      • Position Data Update
      • Position FTE/Ben Elig/Reg/Temp
      • Position Working Title Changes
      • Reclassification

1

1a

2

3

4

position funding changes
Position Funding Changes
  • Processing for:
    • All Employees:
      • Interim Approval Process: PeopleSoft Position Funding Changes Form
position funding changes iap
Position Funding Changes(IAP)
  • Complete Current section:
    • Position ID
    • Incumbent Name
    • Cost Center/Project ID
    • Department
    • Percent Time (Dist)
    • Begin and End Dates
  • Complete Proposed section:
    • Position ID
    • Incumbent Name
    • Cost Center/ Project ID
    • Department
    • Percent Time (Dist)
    • Begin and End Dates
    • Comments

1

2

recruitment job posting
Recruitment (Job Posting)
  • Processing for:
    • Staff only:
      • Paper form: Staff Employment Actions Request Form(New HRAC form)
  • All other employee classifications will follow the current process.
request for new hire re hire
Request for New Hire / Re-Hire
  • Processing for:
    • Staff :
      • Paper Form: Staff Employment Actions Request Form (new HRAC form)
    • Staff (recruitment):
      • Interim Approval Process: PeopleSoft New Hire/ Re-Hire Form
    • Faculty (recruitment): Tenure, Tenure Track or Non-Tenure
      • Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form
      • EO Process
    • Students:
      • Interim Approval Process : PeopleSoft New Hire/ Re-Hire Form
request for new hire re hire iap
Request for New Hire/Re-Hire (IAP)

Staff (thru recruitment)

Faculty (NT) & Students

1

Enter Cost Center/ Project ID.

Answer each question appropriately.

2

request for new hire re hire iap1
Request for New Hire/Re-Hire (IAP)

3

  • Complete Biographical Data section. (basic fields outlined in red)
  • Complete Job Data section.
    • Begin Date
    • Position Number: (Hyperlink)
    • Other fields outlined in red

4

new hire process
New-Hire Process
  • Requires hiring departments 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
additional hr processes
Additional HR Processes
  • Ad Hoc Salary Changes
  • Additional Pay/ Supplements
  • Voluntary Separation/ Retirements
ad hoc salary changes
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:
      • Paper Form: Request for Salary Increase
additional pay supplements
Additional Pay/ Supplements
  • 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
voluntary separation retirements
Voluntary Separation/ Retirements
  • Purpose:
    • Requested when an employee provides a notice of resignation or retirement.
separation process
Separation Process
  • Students, Temp Staff, NT Faculty (Non Benefit):
    • Depts. 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
separation process1
Separation Process
  • Budgeted Staff/Faculty (TN/TT)
    • Process Separation Form with updated term date
  • Benefit Eligible Grad Students and Lecturers
    • Process Separation Form with updated term date
separations retirement d ates
Separations/Retirement Dates
  • Effective Dates for these transactions will be the next day after their last day worked.
  • For example, last day worked was 5/2/14. The separation date will be 5/3/14 which is what you will write on this form.
peoplesoft hr access
PeopleSoft HR Access
  • HR DEPARTMENT ADMIN role
    • View Current Job
    • View Position Data
  • Information can be used to complete Interim Approval Processing Forms.
current job
Current Job

Breadcrumbs

Main Menu > Workforce Administration > Job Information > Current Job

current job1
Current Job

Main Menu > Workforce Administration > Job Information > Current Job

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

Click the Search button.

1

2

current job2
Current Job

Main Menu > Workforce Administration > Job Information > Current Job

Under the Work Location tab:

Verify the fields for:

  • Effective Date
  • Position Number
  • Department
  • Business Unit
  • Location
  • Action
  • Reason

1

current job3
Current Job

Main Menu > Workforce Administration > Job Information > Current Job

Under the Job Information Tab:

Verify the fields for:

  • Effective Date
  • HR Status
  • Payroll Status
  • Job Code
  • Reports to
  • Full/Part Time
  • Classified Ind

1

position data
Position Data

Breadcrumbs

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

position data1
Position Data

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

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

Click the Search button.

1

2

position data2
Position Data

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

Under the Description Tab:

Verify the fields for:

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

1

submission deadlines
Submission Deadlines
  • Semi-Monthly #1 10th
  • Monthly 15th
  • Semi-Monthly #2 25th
work schedules
Work Schedules
  • Main Menu> Manager Self Service> Time Management> Manage Schedules> Assign Work Schedule
first thing to do before submitting leave and time
First thing to do before submitting leave and time:
  • Before you submit any Absence Requests and/or Timesheets, validate your work schedules!
  • Employees must be on the correct work schedule for leave to take the correct hours for the day.
intermittent fmla
Intermittent FMLA
  • When entering time taken by an employee for Intermittent FMLA, you must add a comment under the “Details” section of the leave request.
references
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