Which eDoc to Use (General eDoc Definitions)
This guide is an effort to assist you in determining the appropriate eDoc to use to complete a particular employee transaction. While the list is not comprehensive, we’ve provided the most commonly used eDocs for staff and temporary employees as well as certain academic transactions. The discussion below assumes you’ve completed the necessary steps to obtain HR eDocs access and that the access has been granted. Below is the eDocs section of the HRMS Portal page that you will be directed to when selecting the HRMS task in One.IU.
- The Administrative Post eDoc is used to add, modify, or terminate an Academic Administrative Post (title).
Note: The ability to maintain (edit) an Administrative Post is available on most eDocs. This eliminates the need to process a separate eDoc.
- The Renew Contract eDoc is used with salary plans AC2, AC3, and WSG, when renewing an expired contract. The employee MUST be returning to the same position, and same pay group when selecting Renew Contract.
Add New Person
- When an individual about to be hired indicates that they’ve never had any affiliation with IU, their information needs to be added to the PeopleSoft database. The Add New Person eDoc is the appropriate document to use in this circumstance. You may do a quick verification by taking the following steps:
- On the HRMS Portal page under the Inquiries channel, use the User link to perform a basic search for an individual to determine whether the person is in the PeopleSoft database. If there is no match, proceed with an “Add New Person” eDoc. Note: The “Add New Person” eDoc should not be necessary for student hires (they should already exist in the system). As a helpful aid in retrieving personal information such as, birthdate or SSN, refer to the Personal Profile Form (ED) for the individual.
- Once you’ve submitted the Add New Person eDoc, it will route directly to the Central Office where a Final Approver will reconfirm using the PeopleSoft feature Search/Match.
- If the Final Approver confirms this, then the Add New Person will be saved to the data base and a new University ID will be generated. You will receive confirmation of the University ID as an acknowledgement in your Action List. This will enable you to proceed with the Hire Employee eDoc.
- If the Final Approver finds the person in the data base, the Add New Person eDoc will be disapproved and the correct University ID will be displayed in a note on the disapproved document in your Action List.
Note: All non-US citizen or permanent resident hires require special processing. As soon as you have an accepted offer for a non-student, non-US citizen, or permanent resident, you should contact the Office of International Services. They will conduct the Search/Match and submit the Add New Person or Maintain Person eDoc and supply you with the University ID.
- The Maintain Person eDoc enables you to update bio/demo data for a person who is already in the data base. This may be an employee or an individual who is about to be hired.
- If the bio/demo data for the individual does not meet certain requirements, an error message will be generated as seen below. Note the link to initiate a Maintain Person eDoc, appears at the end of the error message.
- Many updates to a current employee’s bio/demo data, are completed by the employee in the Employee Center. However, the Personal Data Change Form is available for employees to submit changes to their department’s eDoc initiator for use when completing the Maintain Person eDoc.
- For further details refer to the SOS document: Maintain Person
- Now that you’ve either added the person to the database or if the person was already in the database, and you’ve maintained the information through a Maintain Person eDoc, it’s important to consider the position for an upcoming hire. Typically, the position number will be provided to you, and you will not need to create or maintain a position. If not, you will need to search for the position number using other criteria by going to the HRMS Task in One.IU and following the navigation path below:
- Position creation or maintenance must be done in advance of posting the position. So at the point you have a candidate for hire, this will have already been completed. For further information about Position eDocs, go to the eDoc Initiators Link in SOS and scroll to the Position Management eDocs section. For your convenience we’ve listed the two most common SOS Position document links below.
eDocs > Inquiries > Position
- University ID: It is assumed at this point that the individual about to be hired, has a valid University ID.
- The University ID will have been obtained either by adding the person to the database (through the Add New Person eDoc) or found through the User Lookup on the HRMS Portal page.
- All non-US citizen or permanent resident hires require special processing. As soon as you have an accepted offer for a non-student, non-US citizen, or permanent resident, you should contact the Office of International Services. They will conduct the Search/Match and submit the Add New Person or Maintain Person eDoc and supply you with the University ID.
- Position Number: As mentioned above, typically the hiring manager or supervisor should provide you the position number. If not, you will need to search for the position number using other criteria by going to the HRMS Task in One.IU and following the navigation path below:
- If there is no available position, you will need to process a “Create Position” eDoc selecting the appropriate position based on salary plan.
- The Hire Employee eDoc should be used for individuals new to Indiana University or individuals who are adding a concurrent job. For an existing employee changing positions, you should use either the Promote, Demote or Transfer Employee eDoc. Refer to the When an Employee Changes Positions section of this document.
- If it is appropriate to proceed with a hire, for your convenience we’ve listed the specific SOS Hire document links below based on the type of hire you need to complete.
eDocs > Inquiries > Position
Promote, Demote, Transfer
Use Promote Employee/Demote Employee eDocs when…
An employee moves from one position to another position and the salary plan of the old position is the same as salary plan of the new position, but when…
- The salary grade of the new position is higher than the salary grade of the old position use Promote Employee.
- The Salary grade of the new position is lower than the salary grade of the old position, use Demote Employee.
- Examples –
- Old position salary plan/salary grade is SS/0D and new position is SS/0F use Promote Employee. Or old position salary plan/salary grade is PAE/2SA and new Position is PAE/3AD use Promote Employee.
- Old position salary plan/salary grade is SS/0F and new position is SS/0D use Demote Employee. Or old position salary plan/salary grade is PAE/3AD and new Position is PAE/2SA use Demote Employee.
Use Transfer Employee eDocs when…
The Transfer Employee eDoc provides logic to make sure that movement from one position to another is recorded by the appropriate action reason. In the notes below the transfer definitions are sorted by transfer action reason.
- HPS – Temp with Retirement to Staff.
- Old position is temp with retirement (salary plan equals HP).
- New position is either staff/professional bi-weekly or staff monthly.
- ICT – Inter Campus Transfer
- Old position is present campus.
- New Position must be different campus.
- LTS – Lateral Transfer within Staff
- The salary plan and grade of the old position must be the same as that of the new position.
- NLS – Non-Lateral Transfer within Staff
- The salary plan of the new position must be different than that of the old position.
Examples (For Staff positions)
- LTS – Lateral Transfer within Staff
- Old position salary plan/salary grade is SS/0D and new position is SS/0D. Or old position salary plan/salary grade is PAE/2SA and new Position is PAE/2SA.
- NLS – Non-Lateral Transfer within Staff
- Old position salary plan/salary grade is SS/0D and new position is PAE/2SA. Or old position salary plan/salary grade is PAE/2SA and new Position is SS/OD.
There are three eDoc transactions to choose from when an employee takes leave from a staff appointed position. The definitions below outline which eDoc to use for the appropriate situation. The three separate transactions are: Leave of Absence, Short Work Break and Suspend Employee. For all of these employee activities transactions, an expected return date will be needed. A follow up activity using the Return to Duties eDoc will need to be completed to return the employee to active status for any of their activities.
- Leave of Absence – A Leave of Absence is voluntary and may be paid or unpaid. The leave must be authorized in advance and for a period of 30 or more calendar days and for up to one year. Below are links to the SOS documents for the two types of leave.
- Short Work Break – A Short Work Break may be voluntary or involuntary and may be paid or unpaid. The Short Work Break must be authorized in advance and for a period of 31 to 90 calendar days. Refer to the SOS document link for further details: Short Work Break
- Suspension – A Suspension is involuntary (for 30 days or less) and may be paid or unpaid. Do not initiate this eDoc unless instructed to do so by Employee Relations. Refer to the SOS document link for further details: Suspend Employee
For Academic Leave of Absence transactions refer to the SOS document: Academic Leave of Absence
Maintain Pay Rate
- The Maintain Pay Rate eDoc enables you to change an employee's compensation rate. Like on other employee activities eDocs, the Maintain Pay Rate eDoc also allows you to change funding for an employee. Below are the three reasons most commonly used with the Maintain Pay Rate eDoc.
- Adjustment (ADJ) – This is the most commonly used action reason to adjust an employee’s pay rate.
- Reclassification (RCL) – Many times when a position is reclassified, the incumbent employee will receive a pay rate change along with the reclassification.
- Change in Standard Hours (STH) – This action reason is used exclusively for staff monthly employees. When a staff monthly employee changes standard hours the employee’s compensation rate must be calculated manually and processed using this eDoc and action reason.
- For further details refer to the SOS document: Maintain Pay Rate
Maintain Funding vs Maintain Time Assignment
- These are two separate eDocs and should be selected based on the following criteria.
- Maintain Time Assignment – This eDoc is used for employees who participate in the Time Keeping system. On this document, the Time Assignment (work area) may be updated along with all the other pertinent job funding.
- Maintain Funding – This eDoc is used for non-TIME employees only.
Terminate (Retire) Employee
- The Terminate Employee eDoc must be used for employees who are either terminating or retiring. As with other employee activities eDocs, the Terminate Employee eDoc also allows you to change funding. Two important points to remember:
- Effective Date – Remember that the effective date is the date of the new employee status, in this case, the first day as a terminated employee. Consequently, if the last day worked is the 31st of the month, the effective date of the termination would be the 1st of the following month.
- Action Reason – There are numerous action reasons for employee terminations, in addition to the commonly used reason: Resignation (RES). Carefully review the action reason options when completing your Terminate Employee eDoc.
- For further details refer to the SOS document: Terminate Employee
Create Additional Pay
- The Create Additional Pay e-Doc is used to process additional pay for an active employee. It may be a one-time payment such as a Bonus or a Recognition Award or it may be an ongoing payment such as an Academic Overload, Academic Administrative Supplement, Digital Voice Allowance or Temporary Pay.
For further details refer to the SOS documents:
Maintain Additional Pay
- The Maintain Additional Pay e-Doc is used to update or end an existing additional pay record. Effective dates are restricted by Job Data effective-dated boundaries. Always select the most current effective dated row.
For further details refer to the SOS document: Maintain Additional Pay
For further questions about any eDoc transaction, contact your HR representative or the HRMS Support Center.