Hire AC2 Academic

Business Process Overview

Step By Step

Step 1:

Step 2:

Step 3:

Glossary Terms

SSN = National ID

Campus = SetID

FTE = Standard Hours

Start/Stop Dates = Effective Date of Action

Object Code 2300 = Salary Plan AC2

Job = Salary Grade

Rank/Title = Administrative Post

Base Months M1 (12 pay) = Work Period - W

Base Months M2 (10 pay) = Work Period - W10

Pay cycle M1 = Pay Group A12

Pay cycle M2 = Pay Group A10

Pay cycle M1 and M2 = Compensation Frequency C

Key Information

Instructions

1.   In One.IU navigate to the eDocs tab in the HRMS Portal, click Hire Employee.
          - How to access eDocs

Based on the employee information that you have, select the ID type from the drop down menu and click on it.  If this is a new person to the university, you must complete the Add Person E-Doc.

Campus ID - a number assigned to students upon admission - either their national ID or a selected number

National ID - Social Security number

University ID - PeopleSoft generated 10-digit number

Name & Birthdate - first and last name of person and birthdate

 

  2.  Enter the number in the ID field, click search button, and any record that met the search criteria will appear.

 

3. Click on the record and the following screen will appear. Enter the Effective Date of the hire (the first day employed).  Enter the position number the person is being hired into (using the lookup as needed - see example below), and click accept button .  

 4.  The following is an example of a Position Lookup screen.  Enter as much information as you have to narrow your search.  After entering the information, select search button and a list of positions will be displayed.

 

5.  Select the appropriate number and the previous page will be populated.  Be certain to review the Work Periods selection (WC = 12 month  W10C = 10 month) to retrieve the appropriate position.

Enter the effective date.

6.  Select Accept.

NOTE:  If the validation check verifies that there is no Gender or Ethnic Group for the person you are attempting to hire, the following message will appear.

Go here for instructions:  Bio/Demo Validation for Hires

If there is no message, proceed with step 7.

 

7.  After selecting accept button, the Action Reason screen will appear.  Select Hire (HIR), (or Additional Pay Only if it is one).

Since this will be an AC2 employee, the Contract Employee box will be checked by default.

Primary Job?  HRMS requires that an employee have exactly one Primary job at any given date during employment.  Payroll and Benefits are both heavily reliant on this field and invalid choices can result in benefit program termination.  As such,  E-Doc logic is built to avoid common error situations.

To see whether an employee has another job, you can select the View Concurrent Jobs link.

Administrative Appointments

Administrative appointments will not be viewed as multiple job situations.  When an employee assumes the role of Chancellor (AAE), Vice Chancellor (AAF), Associate Vice Chancellor (AAG), Assistant Vice Chancellor (AAH), Dean (AAI), Associate Dean (AAJ), or Assistant Dean (AAK), they will be assigned the appropriate salary grade for the administrative job, and their professorial role will be captured through title in the Administrative Post.

If the employee is assuming the role of Chair, Acting, Interim, or Directorships (with few exceptions), they will be assigned the appropriate salary grade of faculty/tenure elig (FTX), and their administrative role will be captured through Administrative Post.

Invalid Concurrent Job Combinations

Examples of combinations not permitted include an individual with concurrent academic and non-exempt staff position.  Neither can an individual be in both the AC1 (benefit eligible) and AC2 (non-benefit eligible) salary plans concurrently, nor can they be in the AC3/AC4 (student academic) salary plan simultaneously with a AC1/AC2 salary plan.

Setting the Job Indicator Flag

The job indicator from the job table has a value of ‘Primary Job’ or ‘Secondary Job’.  The job with a job indicator value of ‘Primary Job’ is used for benefits administration to identify the benefits program of the employee, for benefit deductions, payroll distribution, campus location, and for reporting purposes.  A warning rather than an error is displayed when more than one primary job exists for an individual.  Multiple primary jobs will occur for brief periods of time until a former primary job is changed to be a secondary job; however, an employee must have only one primary job prior to benefits administration and payroll processes running nightly.  Only final approvers will be allowed to change the job indicator value.  

The job indicator is automatically set to ‘P’ (primary) for a first hire.  For subsequent hires into additional jobs, the job indicator is set to ‘S’ (secondary).  Final central office approvers will have the responsibility to review and reset the job indicator as necessary when approving hires in the context of multiple jobs.  For the conventions used in setting the job indicator for transactions by final approvers in AcadHR and Payroll offices refer to the table above.

 When appropriate, the AcadHR or Payroll office changes the job indicator value on the Hire eDoc to ‘P’ as part of the approval process.  The final approver using the Job Data Change eDoc with the reason of Change Job Indicator should complete the change to the current primary job row immediately.  It is vital that both transactions are completed during one setting.  The job indicator is a key factor to benefits and payroll administration.

8.  Select Hire and the Hire: Job screen appears.

9.  Complete the required fields (see completed example below).

a.  Enter the standard hours to reflect the appropriate FTE. Click on Calc Fte to the right of the box.

b.  Contract Information

Enter the Comp Rate which will be the ENTIRE contract amount.

From the dropdown you will select the Contract Pay Type:

  • Academic Contract – Semester 1 (use for 10 month only)
  • Academic Contract – Semester 2 (use for 10 month only)
  • Academic Contract – 10 mos. (use for academic year)
  • Academic Contract – 12 mos.(use for monthly appointments or full 12 month appointments)

c.  You will enter the Contract Begin Date and the Contract End Date.

  • If   Semester 1: Begin:  (08/01/yyyy)                  End: 12/31/yyyy
  • If   Semester 2: Begin:  (01/01/yyyy)                  End: 05/31/yyyy
  • If   Academic Year: Begin:  (08/01/yyyy)           End: 05/31/yyyy
  • If   Full year: Begin:  (08/01/yyyy)                     End: mm/dd/yyyy
  • Annual or partial year not following academic instructional calendar.

        

Notice the Payment Begin and End Date are automatically filled in.

 

10.  Click .    You will move to the Administrative Post Page.

 

11.  Select the Administrative Post using the lookup icon .

12.  Once you have located the Administrative Post, Click on the Administrative Post code.

13.  You will have the option to Edit or Delete your entry.  When finalized, select accept button and the  Hire Job Funding page appears.

14.  Add the Work Area by clicking Edit Earning. The Work Area identifies the payroll voucher flow.  Enter the number or use the lookup as needed (see example below).

Lookup Example:

 

 Select the desired Work Area number and the field will be populated.

15.  Funding Type will default in as Percent.  If you want the funding to be by amount, you will have to change the Funding Type to Amount. This position will not run through budget construction, therefore CSF Tracker will not be checked.   

Select accept button and you will return to the Job Funding page with the Work Area completed.

 

 16.  Click Add Accounting Line and the Hire: Accounting Line screen will appear.

17.  Complete the required fields.

18.  When the Accounting Information is correct, click accept button and you will see the Job Funding page completed.

If you will be using multiple accounts, click Add Accounting Line and repeat the previous instructions.  The total percentage of all accounts combined must equal 100%.

 

19. Review Job Funding, and if correct, click on the appropriate action button(s) below.  If not, click Edit Earning or Edit Accounting Line and correct as needed.

SAVE = this action Saves to your Action List in order for you to retrieve it at a later time to complete it.

ROUTE = select when you have completed the E-Doc and are ready to automatically route the document where it will be approved and eventually saved to PeopleSoft.

CANCEL = cancels the entire E-Doc.  It will be necessary to begin over.

NOTES =   initiators and approvers can add notes to the electronic document as it is being routed through the approval process.  Notes should be used for providing details about the transaction being routed.  Notes are only available to initiators and users who are part of the routing process.  They are not saved in PeopleSoft but are stored within the E-doc database.

PRINT = allows the initiator and any document approver to print the doc.

The File download box should appear.  It will give you the option to either open the file or save it to your Desktop.  You should always open the file, unless you get an error indicating that the file will not open, then you must save it.

When you open the file, the completed document should open in Adobe Acrobat.

If it is necessary to save the file, you will need to go to your Desktop and double-click on the Acrobat file icon for the E-Doc file that you just completed.  The E-Doc can then be printed; however, after it is printed, you should delete the file from your Desktop.  The E-Doc may contain personal information that should not be stored on your computer.

To print the E-Doc, click on the Print icon in the Adobe Reader Toolbar.  

 

20. Click route button to send the E-Doc to be approved and the following screen will appear.  (You may have done this in the previous step.)

Annotate - Annotate should be used for information related to processing of the E-doc.  This field is helpful for approvers to prioritize activities, especially for those with large action lists.  Annotations are available for viewing in the route log that is accessible during document search and on the action list.  Due to the fact that route logs are available to all users through the document search, confidential information should not be entered in this field.  Some examples of phrases that may appear in the annotation:

- Please process immediately

- Urgent

- Disapproved

 

21.  Click Print Cover Sheet and check all of the pertinent documents that you will be sending to the central office.  Print this document (File, Print on your browser, or use the Print icon).  Send the cover sheet and documents to the address indicated on the Cover Sheet.  Once you have printed the cover sheet, click the X, , on your browser and it will return you to the Document Confirmation page.

22. Click and you will be notified that you have routed the E-Doc successfully.

23. Click to close the Document Confirmation window.

>For an overview of routing, select Electronic Routing Overview.

Once the document is routed, you can perform a Document Search to see where the E-Doc currently is.

NOTE:  A note will automatically be attached when the document is routed showing the current PeopleSoft value and what the value has changed to in the E-doc. This happens after the document is routed.