Interim Process
AGENDA
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Objectives
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SharePoint
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Position Management Processes
•
Personnel Action Processes
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Business Process Impacts – Recap
•
Resources
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Questions
INTRODUCTION
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Presenters
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Catina Rover
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Henry Barrera
WHO’S IN THE ROOM?
•
Introduce yourself
•
Name
•
Department
Updates
•
Request Pay Rate Changes
•
Request Personnel Actions (hires, rehires,
terminations)
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Identify and apply UTShare/PeopleSoft
terminology
ROADMAP
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New Positions & Position Updates
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Staff
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Faculty
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Student Workers/Work Study
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Hiring
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New Hire
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Rehire
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Volunteers
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Job Record Change
Who is UTShare?
•
UT Arlington
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UT Brownsville
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UT El Paso
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UT Permian Basin
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UT System
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UT San Antonio
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UT Tyler
Seven UT institutions
implementing PeopleSoft
Conversion
8•
The following data will be converted to
PeopleSoft on May 1
st:
•
Current, active positions
•
All retirees
•
2 years of employment data
•
Any transaction with a future effective date
of May 1, 2014 or later
will
NOT
get
• Access SharePoint by visiting HR website • www.utsa.edu/utshare
• Use myUTSA ID and Passphrase
• Form routes directly to HR from department creator • Workflow (routing) is not built in
• Once submitted, departments may check form status • In Progress
• Waiting on HR approval • Waiting on PeopleSoft Entry • Approved
• Denied
SharePoint
SharePoint
SharePoint
12
•
Request Modifications to Existing
Positions
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Request Pay Rate Changes
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Request new positions
•
Staff
•
Faculty
•
Students
Create New Position
Create New Position
18
Staff Positions
Staff Positions Funding is NOT attached to the position. 20 Staff Positions
When the position is actually available
22
Staff Positions
26
Select your specific department. Keep your department code handy for future reference. 28 Select the location where the position will be at.
MUST have supervisor’s name in here.
7‐8 essential job functions
32
You will get an email notification upon submission.
Staff – Position Management
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VP Approvals (email or memo) attached to
SharePoint Form
For Benefits Eligible Positions Only
•
Audit Packet attached to SharePoint Form
• New Position Justification Form
• Only used if the new position is funded from a state account
• Organizational Chart (current & proposed)
Supporting Documents
Staff – Position Management
• Auto-generated confirmation email will be sent to creator once form is submitted
• Benefits Eligible Staff Positions will be entered and approved within 10 business days
• Non Benefits Eligible Staff Positions will be entered and approved within 5 business days
• Once position is created and final approved by
Compensation, a confirmation email will be sent to creator • Email will include steps to fund the position
Timeline & Process
38
Student, Faculty Positions
Student Position
No more “pool positions”. One form for one position.
Student’s direct supervisor
Student & Faculty
Position Management
Student
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VP Approvals (email or memo) attached to
SharePoint Form
Faculty
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Approvals from Vice Provost for Academic and
Faculty Support (email or memo) attached to
SharePoint Form
Supporting Documents
when form is submitted
•
Student & Faculty Positions will be entered and
approved within 5 business days
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Once position is created and approved by Compensation,
email will be sent to creator
•
Email will include steps to fund the position
Position Management Process
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Request New Positions
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Request Modifications to Existing
Positions
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Request Pay Rate Changes
•
Position Update Request is used to
update/modify:
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Reclassifications
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Mail Drop ID
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Department*
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FTE*
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Duration*
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Reports To*
Position Change Form
*These position attributes will transfer to the Job Record
48
Must be in the future, no more back dating
EmplID is available via report sent to supervisor. EmplID is part of ESS
Rules on CBC have NOT changed
Reclassification Limits
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Student and Faculty positions can be
reclassified
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Only within job families
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Examples:
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Student Assistant to Student Assistant II
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Lecturer III to Senior Lecturer
Position Change Form
Reclassifications – Filled
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VP Approvals (email or memo) attached to
SharePoint Form
For Benefits Eligible Positions Only
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Audit Packet attached to the SharePoint
Form
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Organizational Chart (current & proposed)
Supporting Documents
Position Change Form
Reclassifications – Vacant
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VP Approvals (email or memo) attached to
SharePoint Form
For Benefits Eligible Positions Only
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Audit Packet attached to the SharePoint Form
• Replacement Justification Form
• Only used if the new position is funded from a State account • Organizational Chart (current & proposed)
Supporting Documents
What doesn’t require VP approval
Modifications to:
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Reports To
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Mail Drop ID
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DeptID
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Location
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Work Phone
Position Management Process
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Request New Positions
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Request Modifications to Existing
Positions
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Request Pay Rate Changes
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Counter Offer
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Permanent Additional Duties
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To accomplish, departments must:
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Submit SharePoint Form
•
Any other supporting documents
68
Personnel Action Process
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Hire
•
Rehire
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Job Record Data Change
Hire/Rehire
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Benefits Eligible hiring process will remain
the same
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STARS Posting
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Day O.N.E. Hiring Form
•
For employees not hired through STARS
•
Hire/Rehire Form will be submitted via
SharePoint
• New to UTSA & has worked at a TX State Agency • Transfer – Other Institution
• New to UTSA & has worked at another UT Institution, not including UTShare Institutions
• Rehire – Same Institution
• Used to work for UTSA more than 2 years outside of conversion pull • Employee worked at a UTShare Institution more than 2 years outside of
conversion pull
78
Must have clear CBC before the person starts working.
82
Legal name as it appears on Social Security Card
84
All benefits eligible employees are paid monthly. If they have multiple jobs, their primary job dictates frequency.
Be sure to annotate your department number for future use.
Mainly used for faculty positions.
Personnel Action Process
•
Hire
•
Rehire
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Job Record Data Change
Rehire Reasons
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Rehire – Returning Retiree
• Retired from UTSA and returning to work
•
Rehire – Other Institution
• Rehired from another UTShare Institution
•
Rehire – Same Institution
• Rehired from UTSA within 2 year conversion pull
•
Rule of Thumb: If employee has an EMPLID within
UTShare database, they will be considered a “Rehire”
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Non-Paid Employees
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Require access
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Person of Interest Form (POIF) is submitted
in lieu of SharePoint form.
•
POIF will be used to create the position and
create the Job Record
Personnel Action Process
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Hire
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Rehire
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Job Record Data Change
Job Record Data Change
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Changes and modifications to Job Records
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Job Record Data Change Request form used
for:
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Expected End Date
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Termination
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Retirement
Does NOT automatically terminate employee.
106
Reason with “I” code, Employee Relations must be contacted.
• A full-time employee can no longer be employed concurrently as an occasional worker (FTE cannot exceed 1.0)
•
Reports-To
• Must be maintained on the position
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Additional Pay (Supplements)
• Current forms will still be used and routed to HR
• In the interim, Payroll will process the add’l pay in PeopleSoft
Business Process Impacts - Recap
•
Reclassify Limits have been extended
• Must be within Job Families
• Any changes in funding due to reclassifications will be handled through the Budget Office.
•
HR does not see funding on positions
•
Comp Frequency must match on all job records
• Primary Job will indicate Comp Frequency
• Ex: Employee cannot be hourly in one position & monthly in another
Business Process Impacts - Recap
•
Approvals of HR Transactions are outside the system
• SharePoint Requests route directly to HR • Approval templates will be provided
•
Work-study Process
• No longer a separate process
• Funding is handled through Commitment Accounting
Business Process Impacts - Recap
•
Comp Frequency is determined by FLSA and benefits
eligibility
FLSA
Benefits Eligibility
Comp Frequency
Non-Exempt Non-Benefits Eligible Semi-monthly Non-Exempt Benefits Eligible Monthly Exempt Non-Benefits Eligible Monthly
Exempt Benefits Eligible Monthly
Administrative and Professional (A&P) are always paid monthly
The following student titles are Exempt: GRA, TA, and Resident Assistant 112
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HR Transactions MUST be processed in
advance BEFORE payroll is running
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Departments can no longer request an HR
transaction the day before or the day of Payroll
running
Resources
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FAQs
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Job Aids
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Terminology
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Process Flowcharts
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Day O.N.E. Website
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Compensation Website
Recommended Courses
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Introduction to PeopleSoft/UTShare (PS 200.01)
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Employee Self Service (PS 100.01)
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Funding Positions (PS 301.01)
All available PeopleSoft training courses can be
found at www.utsa.edu/utshare
SharePoint Training
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Office of Information Technology will offer
SharePoint 2013 Training
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Available starting next month
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Enroll via MyTraining.utsa.edu
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For general SharePoint information visit
www.utsa.edu/oit/SP2013
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PeopleSoft Single Point of Contact
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Convenient way to reach the PSSC
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210-458-SPOC
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spoc@utsa.edu
CONTACT US
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HR@utsa.edu
Email us
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RESOURCE TITLE READ MORE 210-458-4648 Call us www.utsa.edu/hr Visit HR Website HR@utsa.edu
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