New Hire. PASS and Technician Request (replaces both)

Transcription

1 INTRODUCTION New Hire Purpose To officially start a new employee at WSU. All original hires in any E-class except PTF. Reappointments (after a break in service), except for PTF. As a basic rule, this is the correct form to use for all instances when an assignment is completely new. Description of Form Notes on This Form Previous Form Completion Details Data Sources This form is separated into six sections: Personnel Data, PEAEMPL, NBAJOBS, Labor Distribution, Comments and Originator. If an employee is new to the University, an Employee Data form would also be processed. If there is an attachment, enter the data in the Comments field. PASS and Technician Request (replaces both) Portions of this form can be completed by the hiring department or HR Employment Services staff. This form requires approval(s) prior to submitting. Employee Hiring department PEAEMPL Where to Send This Form PPR Department for academic employees Placement Services Department for students Employment Services Department for Non-academic employees Steps #1-5: Personnel Data Description Basic personnel data such as name, Banner I.D., SSN, etc. Data Source May come directly from the employee, or from the new hire paperwork. If A Banner ID already exists, it may come from the employee s One Card OR An authorized person may search the PPAIDEN. Step #7: Ethnic Description Indicate employee s ethnic origin in this field. Data Source May come directly from the employee. Example Hispanic Page 1 of 9

2 Step #8: Gender Description Indicate male or female gender in this field. Data Source May come directly from the employee. Example F or M Step #9: Visa Code Description If the employee is a non-resident, this code comes from the employee's Visa and identifies the type of Visa. Data Source May come directly from the employee. However, it will still be necessary to complete the OISS form. Example H1 Visa Steps #10-15: Mailing Address, Home phone, City, State, ZIP, Country Description The employee's permanent off-campus telephone number and address. Data Source May come directly from the employee Step #16: Marital Status Description Indicate the marital status of the employee. Data Source This information may come directly from the employee. Example S or M Steps #17-22: Campus Building, Address, Campus Phone, City, State, ZIP Description The employee's campus telephone number and address. Data Source This information may come directly from the employee, from the new hire paperwork or from the hiring department. Step #23: E-Class Description A 2-character denotation of job type, similar to the job codes in HRS. Data Source PEAEMPL: Open the Employee Class query form and search for the job relevant code. See figure 1. Crosswalk/Job Aid Example A9, SA, MA, EX Job Page 2 of 9

3 Step #24: Dept Description Home Department number associated with this job. Data Source Hiring department. Example H4906 Dept Code Step #25: S/C/D Description WSU school/college/division to which the Home Department & position belongs. Data Source S/C/D code table in Crosswalk/Job Aid Example 49 School/College/Division Step #26: Check Dist Description Location where employee's check is sent each payday. Data Source Hiring department. Example HC103 Check Dist. Step #27: I-9 Date Description Date the I-9 personnel form was completed. Data Source Hiring department. Example 03/01/2002 Previously written into the "Comments" section. Notes I-9 verifies the employee's eligibility to work in the USA. Steps #28-29: Position and Suffix Description Position number and suffix for the job the person is being hired into. Data Source Hiring Department Notes The suffix is generally 00. Page 3 of 9

4 Step #30: Job begin date Description First day the employee works at the new position. Data Source Employee, New hire paperwork or Hiring department. Example 03/01/2001 Assignment Start Date Step #31: Step Description Denotes compensation level associated with the pay grade for this job, and length of time in this position. Data Source At time of assignment, always use a 0 (zero). Example 0 Salary Schedule-Step Step #32: Salary/hourly rate Description Annual salary or hourly compensation for this position. Data Source New hire paperwork or Hiring department. Example $58, Annual or Hourly Pay Rate Step #33: Position class Description Job s Position Class Data Source Position Class Codes in Crosswalk/Job Aid Example SK1601 Classif. Code Step #34: Hrs per pay period (for fractional employees) Description Number of hours a fractional/part-time employee will work each pay period. Data Source New hire paperwork or Hiring department. Example 60 Notes Leave blank for full-time employees. This is not used for hourly employees. Page 4 of 9

5 Step #35: Shift (if not regular shift) Description Enter the appropriate shift code from Crosswalk/Job Aid. Data Source Employee, New hire paperwork or the Hiring department. Example H Diff. Flag 1/Diff. Flag 2 Notes This field does not apply to employees who work a regular day shift. Step #36: Contract begin Description The first day cited in the employee s contract. If no contract is involved, leave blank. Data Source Letter of offer, New hire paperwork or the Hiring department. Example 06/28/2001 on Old Form Notes Contract Beg. Date The date should be entered in MM/DD/YYYY format. Step #37: Contract end Description The last day of the contract. If no contract is involved, leave blank. Data Source Letter of offer, New hire paperwork or the Hiring department. Example 12/23/2002 on Old Form Contract End Date Notes The date should be entered in MM/DD/YYYY format. Step #38: Personnel date Description The first day the employee worked under the position number. Data Source May come from hiring department. Example 08/01/2001 Page 5 of 9

6 Step #39: Job title Description Specific name for this position. Data Source Should match the position class title. Example Carpenter Classif. Code Step #40: FTE (total FTE in E-Class) Description The FTE (Full-time Equivalent): If it is full-time it is equal to 1. If it is less than full-time it is represented by a percentage in decimal form that indicates the proportion of full-time employment worked in this position. For example, 50% of full-time would be 0.5. FTE refers to total FTE in this E-Class. Example 1 FTE Notes FTE does not affect an employee's pay. Step #41: Appointment % (calculates pay on this assignment) Description This field defines what percentage of full-time hours this employee normally works in order to calculate the pay on this assignment. Example 100 Distribution % Notes The Appointment % affects the employee's pay. Step #42: E-Class Description 2-character code denotation of job type. Data Source Position Class Codes table of the Crosswalk/Job Aid. Example EX Job Page 6 of 9

7 Step #43: Job change reason Description 5-character code that indicates the reason for a job change. Data Source Crosswalk/Job Aid Example HIREA Event Code and Reason Step #44: Supervisor name Description Name of the employee's new immediate supervisor. Example Jane Smith Step #45: Supervisor position number Description Employee's new immediate supervisor s position number. Example P79983 Step #46: Timesheet organization Description Code for location where the employee's timesheet is normally sent. Example H49060 Time Keeping Location Steps #47 - #51: Index and FOAPAL elements (To) Description These are the codes for Index and FOAPAL elements such as Fund, Organization, Account and Program. Data Source FOAPAL string information may come directly from the new hire paperwork or the hiring department. Page 7 of 9

8 Step #52: Percent Description This percentage refers to the FOAPAL string(s) associated with the employee's job and the proportion of funding associated with each FOAPAL. Example 100 Distribution % Notes For every index number, there will be an actual percentage. Step #53: Comments Description Include any additional comments relevant to this form. on Old Form Comments Steps #54 - #57: Originator Data Description Provide information for person completing this form: Name, Phone, Department and Date Step #58: CLEAR or FINISH Description Click the CLEAR button to delete the data entered and start over. Click the FINISH button to save the data entered on this form. CONCLUSION Page 8 of 9

9 A Closer Look at the Data Source Figure 1: Step Page 9 of 9