Position Management/ HR Processes

1. Position Management/ HR Processes

2. 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.

3. 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.

4. 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

5. 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

6. 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.

7. 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)

8. 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

9. What is NOT Changing • Position Audits • Reclassifications & Promotions • Compensation related consultations • Employee Classifications • Job Codes

10. Accessing PeopleSoft Shibbeloth • UTEP Logon IDand Password

11. 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

12. Job Code->Position->Job

13. 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

14. 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)

15. 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

16. 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

17. 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

18. 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

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

20. 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

21. 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.

22. 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)

23. 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

24. Position Funding Changes • Processing for: • All Employees: • Interim Approval Process: PeopleSoft Position Funding Changes Form

25. 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

26. 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.

27. Request to Recruit (Paper form) Staff

28. 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

29. Request for New Hire/Re-Hire (Paper) Staff (Direct hire)

30. Request for New Hire/Re-Hire (IAP) Staff (thru recruitment) Faculty (NT) & Students 1 Enter Cost Center/ Project ID. Answer each question appropriately. 2

31. 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

32. 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

33. New Hire Process

34. Additional HR Processes • Ad Hoc Salary Changes • Additional Pay/ Supplements • Voluntary Separation/ Retirements

35. 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

36. Ad Hoc Salary Changes- Paper form Students

37. 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

38. Voluntary Separation/ Retirements • Purpose: • Requested when an employee provides a notice of resignation or retirement.

39. 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

40. 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

41. Voluntary Separation/ Retirements- Paper form Faculty, Staff, Students

42. 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.

43. PeopleSoft HR Access • HR DEPARTMENT ADMIN role • View Current Job • View Position Data • Information can be used to complete Interim Approval Processing Forms.

44. Current Job Breadcrumbs Main Menu > Workforce Administration > Job Information > Current Job

45. 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

46. 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

47. 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

48. Position Data Breadcrumbs Main Menu > Organizational Development > Position Management > Maintain Position/Budget > Add/Update Position Info

49. 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

50. 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