Instructions for the Academic Student Appointment Process via Minerva

Transcription

1 Instructions for the Academic Student Appointment Process via Minerva In order for a department to initiate an academic student appointment form via Minerva, the department initiator must have a McGill ID and PIN number. If you do not have a PIN please contact the IST Customer Service Help Desk at The person designated at the department will be able to create an academic student appointment form and also cancel the form if need be. When the appointment form is saved by the department, the status of the appointment will be SUS. When the department submits the form, the status will change to PEN when a research and restricted fund is used. This fund needs to be verified by the Research and Restricted Funds area in Accounting. If a research and restricted fund is not used, then when the department submits the form, the status will change to APP. ACADEMIC STUDENT APPOINTMENT PROCESS Go to and select Minerva for faculty and staff from the Key sites list. On the Minerva for faculty and staff web page, click on the Login icon and login to Minerva with McGill ID and PIN. From the MAIN MENU bar (at top, in blue), click a) HR Admin, then b) Appointment Processing c) Appointment Process You are presented with the Appointment Process screen which contains your appointment form list that you must act upon (see Sample A). If there are no forms waiting for action this page will be empty. Note: the person at the department level will only see academic student appointment forms with a status of SUS and MOD on this screen. 1

2 (Sample A) To create a new appointment form, click on the Create button. This will bring you to the Create Appointment Form screen. (See Sample B). _ 2

3 _Sample B (* = mandatory fields). All mandatory fields must be completed. Select: Function - Hire Orgn (5 digit numeric department number and description) Only the org for which you have security will be presented on the pick list. Group - Student E-class S2 - Academic Student-Unionized S3 - Academic Student-Non unionized-salary S4 - Student Award Salaried Position The pick list is filtered according to the e-class selected (see Sample C). 3

4 (Sample C) If at this point you have made an error click on MENU (top right hand corner) or the Back button and restart. This is the only time you can use the Back button when you re in the appointment form. Do not click the Back button anywhere else, always click the MENU (top right hand corner) to go back. 4

5 (Sample D) Once you have selected the job information, search for the person. IMPORTANT: Searches are restricted to persons who are registered as students at McGill in the current, previous and/or future terms. To search, click on the Person Search button to get the Search Form (see Sample D). Notice the job selection criteria from the previous page are displayed above the search form to help you keep track. Since the person already exists in the system as a student, the easiest way to perform the search is to use the McGill ID. You can also search on name. When you enter the last and first names, ensure that a % is inserted before and after the names. After you enter the McGill ID or name, click on the Search button. Behind the scene a search is being done to find a match for the criteria entered. When your search criteria results in a match, verify the person s SIN and date of birth (see Sample E). 5

6 (Sample E) Once you have found the person, click on the McGill ID number (in bold, underlined) to select this person. This will transfer you to the Appointment Form Personal Information screen where you will see the defaulted information: Name, McGill ID, Position Number, Title, Organization, Function, and Creation Date (see Sample F). 6

7 (Sample F) Enter the information: 1) SIN is mandatory for e-class S2 and S3 and therefore, if SIN is missing on Banner an empty SIN field will be displayed for you to enter it. 2) Citizenship Information: Select Country Code from list if missing. To find a country code you may type the first letter of the country name you wish to use. All the entries that begin with the selected letter will be presented and you may scroll down to select the entry you want. If citizenship is not Canadian, you must complete the visa information. Banner requires visa number and start and end dates for the visa types Employment Authorization (number starts with the letter U ) and/or Student Authorization or Student Permit (number starts with the letter F )/. Please note that the start and end dates of the job should be within the start and end dates of the employment and student authorization. 3) Home Address: The home address that is on Banner (GYAADDR) will be displayed. If incorrect it can be overridden with the correct one. Enter the home address in upper and lower case. 7

8 4) Campus Address: This is the address where internal correspondence will be sent to the employee. Please note that an employee may only have one active campus address. For those employees having multiple jobs in different departments, please ensure that the campus address being entered is where all internal correspondence should be sent. If no campus address exists it needs to be entered. The organization code and description will default but can be overridden. Room number, if known, should be entered and a building code must be entered. NOTE: If the SIN already exists on Banner it will not prompt you to enter it on Minerva. If a campus address exists in Banner, the address will be displayed with the message Already Exists. (see Sample G). If incorrect it must be updated by sending an to Records.HR@McGill.ca Click on the Save and Continue button to move to the Appointment Form Job Information screen. (See Sample H) (Sample G) 8

9 A) TA Appointment Form (unionized): The first type of academic student appointment form. 1) You must enter: a) the begin and end dates of the appointment. These are the true dates of when the employee starts and ends the job. Note: A TA job cannot have an end that is greater than Dec. 31 because the hourly rate may change on the first day of January. b) The contract amount: this amount is the total salary that you will pay the employee for the duration of the appointment. c) The hourly rate is defaulted from the salary grade table and cannot be overridden. (Sample H) 2) Press the Tab key for the system to calculate the hours per day, hours per pay, assign salary, factor/pays and annual salary according to the contract amount that was entered. If the factor /pays are not full factors, for example the first pay and /or last pay are not full pay periods, a Fractional Pays Distribution schedule will be displayed (see Sample I). It will show the total assign salary for the first, last and the in between pays. If the employee wants all equal pays than click on the See Pay Period Schedule to choose dates from the full pay period schedule. 9

10 (Sample I) Click on the Save and Continue button to move to the Appointment Form FOAPALS screen (see Sample J). 10

11 (Sample J) This screen displays the FOAPAL information currently in the Banner position, along with effective dates. You can enter several FOAPALS for a same effective date so long as the sum of their percentages equals 100%. If you change the percentage to less than 100% click Tab on your keyboard to insert another line for the next FOAPAL (works only with the Explorer browser). When you change the percentage, the amount changes accordingly. To delete a FOAPAL enter 0 on the % column and click Tab. The concept of FOAPAL end dates does not exist in Banner. In order to indicate an end date on a FOAPAL, you must enter a new FOAPAL with a new effective date the day after the previous FOAPAL ends. Click on the Save and Continue button. This will bring you to the Appointment Form - Document/Notes screen. (see sample K). Please indicate if you are attaching documents and add any comments if necessary. 11

12 (Sample K) Click on one of the following buttons: Save button you will remain on the same screen, but any Notes that you ve typed in will have been saved too. You can then view the completed document by clicking on the Doc No link and also print it for your records but don t send a copy to Human Resources. This is for your files only. Save and Continue button This will save the completed document and send you back to the Appointment Process screen. It will remain on your list and you will need to act on it later (either to submit it or cancel it). Submit button If you are satisfied with your document, you can submit by clicking on the Submit button. Once submitted, the document disappears from your list and will be transferred to PEN or APP status: PEN: If a research and restricted fund is used it needs to be verified by Research and Restricted Funds in Accounting. 12

13 APP: If the FOAPAL does not need to be verified by Research and Restricted Funds. You will be sent back to your Appointment Process screen. If you need to see the document again, use the Appointment Status Report item to track it down. Depending on your security you can or cannot see the Status Report. NOTE: The following screen (Sample L) is a sample of types of warning messages that might appear if similar jobs exist for the same employee. There are already some documents existing for the same student. See documents no #, #, #, # Similar job already exists on NBAJOBS. If this is an additional job, use the comments area to explain; otherwise, correct or cancel the document. (Sample L) APP status jobs and Banner updates (the PUSH) Every night, Banner takes all the appointments that were approved (APP). If it passes all the validations it posts it to Banner NBAJOBS/NBIJLST. The system will create a job (with earnings) and will assign a suffix number. It will also override the PEAEMPL record with proper information when it can. If a PEAEMPL record already exists on 13

14 Banner, it will not be changed (even if the status is terminated); it will be changed accordingly at a later date. The status of the form will now change to COM and an estimated pay date will be displayed on the report. This completes the final process and a pay cheque will be issued to the employee. How to access an appointment form from your Appointment List when it has not been submitted? When you click on a document number you are presented with all the job information however you may not change anything. Click on Close Window button to return back to the Appointment Process screen to see your appointment list (see Sample M). If you click on Review you will be presented with the information and you may change it if you wish. If you change any information you must also save it again. If you wish to make changes to the FOAPAL, you must once again save the job information in order to proceed to the FOAPAL section. (Sample M) 14

15 MOD status Appointments is the departments responsibility to act on (see Sample N). If a form requires changes, Research and Restricted Funds will return it back to the department (MOD status) to make the necessary changes. At this point the department can cancel or re-submit. Click on the Status link to see why it was sent back. Click on the Review link to make the necessary changes. Once the department makes the changes and submits, it will return to the Research and Restricted Funds area in Accounting with a status of PEN if the fund needs to be verified. If a research and restricted fund is not used, then when the department submits the form, the status will change to APP. Click on the Cancel link if you wish to cancel the form. (Sample N) 15

16 B. Academic Student-Non Unionized-Salary Appointment Form The second type of academic student appointment form. (Sample O) 1) You must enter: a) the begin and end dates of the appointment. These are the true dates of when the employee starts and ends the job. b) The contract amount: this amount is the total salary that you will pay the employee for the duration of the appointment. c) Hours per Pay: True hours must be entered. These are the hours that will be reported to the Employment Insurance when a Record of Employment is requested. 2) Press the Tab key for the system to calculate the hours per day, assign salary, factor/pays and annual salary according to the contract amount that was entered. If the factor /pays are not full factors, for example the first pay and /or last pay are not full pay periods a Fractional Pays Distribution schedule will be displayed (see Sample O). It will show the total assign salary for the first, last and the in between pays. If the employee wants all equal pays than click on the See Pay Period Schedule to choose dates from the full pay period schedule. (These dates are equal to the grid dates.) 16

17 Definition of Annual Salary. If the appointment is less than one year the amount that defaults is equal to the contract amount that was entered. If the appointment is more than one year then the amount will not be equal to the contract amount but will equal the annual amount the employee will receive for the year. Click on the Save and Continue button to move to the Appointment Form FOAPALS screen (see Sample J and follow the instructions on pages 11 to 13). C. Academic Student AWARD Appointment Form: The third type of academic student appointment form (see Sample P). (Sample P) 1) You must enter: a) the begin and end dates of the appointment. These are the true dates of when the employee starts and ends the job. b) The contract amount: this amount is the total salary that you will pay the employee for the duration of the appointment. 2) The hours per day and hours per pay default to 1. 17

18 3) Press the Tab key for the system to calculate the assign salary, factor/pays and annual salary according to the contract amount that was entered. If the factor /pays are not full factors, for example the first pay and /or last pay are not full pay periods, a Fractional Pays Distribution schedule will be displayed (see Sample Q). It will show the total assign salary for the first, last and the in between pays. If the employee wants all equal pays than click on the See Pay Period Schedule to choose dates from the full pay period schedule. (Sample Q) Definition of Annual Salary. If the appointment is less than one year the amount that defaults is equal to the contract amount that was entered. If the appointment is more than one year then the amount will not be equal to the contract amount but will equal the annual amount the employee will receive for the year. IMPORTANT: The award certificate properly completed and signed must be kept on file by the department for tax audit purposes. Click on the Save and Continue button to move to the Appointment Form FOAPALS screen (see Sample J) and follow the instructions on pages 11 to

19 D) Appointment Status Report Depending on your security you can or cannot see the Appointment Status Report. The appointment status report is used to view all the appointment forms and their statuses. At this stage you may not change any information that is on the forms. To access it click on Appointment Status Report (see Sample R). Then select your search criteria for your status report and click on the Submit button. (Sample R) 19

20 E) Appointment Status Report Status History If you click on the status of your appointment form, Sample S screen shows an example of the Status History. (Sample S) Click on the Close Window button to return to the status report. IMPORTANT: 1) Academic Students are not entitled to Nil Salary appointments. 2) Academic Students are not entitled to ID cards as employees but only as students. Nunzia Lo Presti Human Resources Records and Systems March 26,