Vicki Vokas Exercise 1: Add New Position Page 1

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1 Add a New Position Start Select a record from the worksheet To Display Salary Detail Double click to enter the detail/edit form New Position Icon Blank form to add position Personnel # Enter: [ ] via the keyboard Surname Enter: [ TBA ] via the keyboard Personnel-Sub Area Personnel-Sub Area Mandatory Personnel-Sub Area List Double click to add an Academic Record Move onto Wage Type Click on drop down box for list of wage types Wage Types for Academic Personnel-Sub Area Double click on wage type CFC Center Enter: [100413] via the keyboard Validate your entry Rank Code is missing for academic record Rank-Code Bring up the Rank Code List Rank Listing Double click Rank Code Confirm Rank Code Tenure Tenure Code List Double click on Tenured Code Cost Center CC drop box list Cost Center List Double click on Cost Center Confirm Cost Center Internal Order # and General Ledger General Ledger Listing GL for Personnel-Sub Area Double click on Pay Academic Confirm Contract Type Pay Scale Group Pay Scale Level for Librarians Only USWA Grid Step FTE Total UofT FTE Total Position Funding from EAF Chair Funding from CRC New Hire checkbox Click and remove New Hire Salary Lines 1 and Start Date: UofT Vicki Vokas Exercise 1: Add New Position Page 1

2 50. Funding Percentage Salary Line Funding Percentage Salary Line Annual Salary Amount Enter Academic salary at [69314] via the keyboard Validate your entry Monthly and Fiscal Salary Calculations Notes Field Enter: [New Hire for DeansBackspace Key's Development] via the keyboard Click on Save Icon Message regarding save Green back Arrow New Record save at the bottom of worksheet Exit Tutorial Vicki Vokas Exercise 1: Add New Position Page 2

3 Add a New Position 1. Start To include a New Hire or budget for a position that was not included in the HRIS download, you will need to "Add a New Position". Vicki Vokas Exercise 1: Add New Position Page 3

4 2. Select a record from the worksheet. Select any record from the Worksheet by clicking and highlighting a row. Vicki Vokas Exercise 1: Add New Position Page 4

5 3. To Display Salary Detail Click on the "Salary Edit Form" icon to display the salary detail. Vicki Vokas Exercise 1: Add New Position Page 5

6 4. Double click to enter the detail/edit form You can also enter the "Salary Detail Form" by double clicking anywhere on the worksheet. Vicki Vokas Exercise 1: Add New Position Page 6

7 5. New Position Icon From your B6 Phase 1 Salary Edit toolbar, select the button that looks like a piece of paper to "Add a Position". Vicki Vokas Exercise 1: Add New Position Page 7

8 6. Blank form to add position Your toolbar will disappear. The resulting form contains the same Wage Type and Contract Type as the record you were on when you clicked "Add Position". The start date will be July 1. Vicki Vokas Exercise 1: Add New Position Page 8

9 7. Personnel # Enter: [ ] via the keyboard. If a personnel number has not been assigned, enter the Cost Center. This will help to sort and filter your data and track added positions. For Cost Center 11125, Enter: [ ] via the keyboard to represent the first new position for this cost center. Tab to the next field. Vicki Vokas Exercise 1: Add New Position Page 9

10 8. Surname Enter: [ TBA ] via the keyboard. If the position has not been filled Enter: [TBA] via the keyboard in the "Surname " field. Vicki Vokas Exercise 1: Add New Position Page 10

11 9. Personnel-Sub Area Use the "Tab" on your keyboard to move across the form to mandatory fields. Vicki Vokas Exercise 1: Add New Position Page 11

12 10. Personnel-Sub Area Mandatory Click on the drop down icon for a selection of Personnel-Sub Areas. Vicki Vokas Exercise 1: Add New Position Page 12

13 11. Personnel-Sub Area List The Personnel-Sub Area list will appear. Vicki Vokas Exercise 1: Add New Position Page 13

14 12. Double click to add an Academic Record Double click on 0100 to add an academic record. Vicki Vokas Exercise 1: Add New Position Page 14

15 13. Move onto Wage Type With your cursor move to Wage Type. Enter the appropriate Wage Type if it is different. Vicki Vokas Exercise 1: Add New Position Page 15

16 14. Click on drop down box for list of wage types. Click on the drop down box to see the list of available wage types. Vicki Vokas Exercise 1: Add New Position Page 16

17 15. Wage Types for Academic Personnel-Sub Area The system will prompt you with a list of wage types that are appropriate for an academic record. Vicki Vokas Exercise 1: Add New Position Page 17

18 16. Double click on wage type 0110 To record regular salary, double click on wage type 0110, T4 Appointed Staff Salary paid. Vicki Vokas Exercise 1: Add New Position Page 18

19 17. CFC Center Move on to type in the CFC Center. Vicki Vokas Exercise 1: Add New Position Page 19

20 18. Enter: [100413] via the keyboard. Enter: [100413] via the keyboard. Vicki Vokas Exercise 1: Add New Position Page 20

21 19. Validate your entry Validate your entry by hitting the "Enter" key on your keyboard. Vicki Vokas Exercise 1: Add New Position Page 21

22 20. Rank Code is missing for academic record At the bottom of your screen you will see a message warning you to add "Rank Code". Close this warning message by clicking on the "x" box at the top. Vicki Vokas Exercise 1: Add New Position Page 22

23 21. Rank-Code For Personnel-Sub Area Academic, Rank and Tenure codes are required. Vicki Vokas Exercise 1: Add New Position Page 23

24 22. Bring up the Rank Code List Click on the drop down box to get a list of available Rank Codes. Vicki Vokas Exercise 1: Add New Position Page 24

25 23. Rank Listing The Academic Ranks list will appear. Vicki Vokas Exercise 1: Add New Position Page 25

26 24. Double click Rank Code Double click on Rank Code "10" Professor. Vicki Vokas Exercise 1: Add New Position Page 26

27 25. Confirm Rank Code Rank Code Professor has been entered. Vicki Vokas Exercise 1: Add New Position Page 27

28 26. Tenure Move on to the Tenure field. Click on the drop down box for a list of Tenure codes. Vicki Vokas Exercise 1: Add New Position Page 28

29 27. Tenure Code List The system will bring up the Tenure Code List. Vicki Vokas Exercise 1: Add New Position Page 29

30 28. Double click on Tenured Code 01 Double click on "01" Tenured. Vicki Vokas Exercise 1: Add New Position Page 30

31 29. Cost Center Click on to the next mandatory field, Cost Center. Vicki Vokas Exercise 1: Add New Position Page 31

32 30. CC drop box list Select the drop down box to provide a list of Cost Centers. Vicki Vokas Exercise 1: Add New Position Page 32

33 31. Cost Center List All the Cost Centers for your area will appear. Vicki Vokas Exercise 1: Add New Position Page 33

34 32. Double click on Cost Center Double click on Cost Center Vicki Vokas Exercise 1: Add New Position Page 34

35 33. Confirm Cost Center The Cost Center has been entered. Vicki Vokas Exercise 1: Add New Position Page 35

36 34. Internal Order # and General Ledger The Internal Order Number is for Faculty of Medicine use only. Tab to the General Ledger field. Vicki Vokas Exercise 1: Add New Position Page 36

37 35. General Ledger Listing Click on the drop down box to see a list of GLs. Vicki Vokas Exercise 1: Add New Position Page 37

38 36. GL for Personnel-Sub Area The General Ledger accounts for the Personnel-Sub Area will appear. Vicki Vokas Exercise 1: Add New Position Page 38

39 37. Double click on Pay Academic Double click on GL Pay Academic. Vicki Vokas Exercise 1: Add New Position Page 39

40 38. Confirm Contract Type Move on to confirm the "Contract Type". The Contract type classifies a contract of employment according to its validity (from the Appointment Detail Screen, Info type 9009, Contract Type). Vicki Vokas Exercise 1: Add New Position Page 40

41 39. Pay Scale Group Pay Scale Group is only required for administrative and USWA staff (Basic Pay Info type 8). Vicki Vokas Exercise 1: Add New Position Page 41

42 40. Pay Scale Level for Librarians Only Pay Scale Level is required for Librarians only. Vicki Vokas Exercise 1: Add New Position Page 42

43 41. USWA Grid Step USWA Grid Step is required for USWA staff (Appointment Detail Info type 9009). Vicki Vokas Exercise 1: Add New Position Page 43

44 42. FTE Total UofT Confirm the Total Percent Full Time of all active salaried appointments for this employee. Vicki Vokas Exercise 1: Add New Position Page 44

45 43. FTE Total Position Confirm the percentage of the employee in this position. Vicki Vokas Exercise 1: Add New Position Page 45

46 44. Funding from EAF Chair Check off the EAF box if this person will be funded from EAF. Vicki Vokas Exercise 1: Add New Position Page 46

47 45. Funding from CRC Check off the CRC box if you are aware that funding for this position will be from a Canada Research Chair. Vicki Vokas Exercise 1: Add New Position Page 47

48 46. New Hire checkbox Check off the "New Hire: box" for Academic staff if this is their first appointment to a position that attracts a salary increase. Vicki Vokas Exercise 1: Add New Position Page 48

49 47. Click and remove New Hire If you are not sure, do not check off the "New Hire box". Remove the checkmark. Vicki Vokas Exercise 1: Add New Position Page 49

50 48. Salary Lines 1 and 2 In this area you will enter the "Annual Salary" data. Vicki Vokas Exercise 1: Add New Position Page 50

51 49. Start Date: UofT Note: since the start date is July 1 Vicki Vokas Exercise 1: Add New Position Page 51

52 50. Funding Percentage Salary Line 1 Salary Line 1 which represents May 1 to June 30, the first two salary months, does not have anything in the "Funding Percent." Vicki Vokas Exercise 1: Add New Position Page 52

53 51. Funding Percentage Salary Line 2 Confirm that the employee will be Funded 100% from the above CFC and CC from July 1 to April 30th. Vicki Vokas Exercise 1: Add New Position Page 53

54 52. Annual Salary Amount Click in the Annual Salary box on Salary Line 2 to enter the employee's Annual Salary amount. Vicki Vokas Exercise 1: Add New Position Page 54

55 53. Enter Academic salary at [69314] via the keyboard. Enter [69314] the current Academic replacement salary via the keyboard. Vicki Vokas Exercise 1: Add New Position Page 55

56 54. Validate your entry Hit the "Enter" key on your keyboard to validate your entry. Vicki Vokas Exercise 1: Add New Position Page 56

57 55. Monthly and Fiscal Salary Calculations The system will calculate the "Monthly Salary Amount" and the "Fiscal Salary Amount". Vicki Vokas Exercise 1: Add New Position Page 57

58 56. Notes Field Click on the Notes Field. Vicki Vokas Exercise 1: Add New Position Page 58

59 57. Enter: [New Hire for DeansBackspace Key's Development] via the keyboard. Enter: [New Hire for Dean's Development] via the keyboard. Vicki Vokas Exercise 1: Add New Position Page 59

60 58. Click on Save Icon Click on the "Save" icon to add this record to your worksheet. Vicki Vokas Exercise 1: Add New Position Page 60

61 59. Message regarding save At the bottom a message will inform you that your Record has been changed. Vicki Vokas Exercise 1: Add New Position Page 61

62 60. Green back Arrow Use the "Green back Arrow" to return to the worksheet. Vicki Vokas Exercise 1: Add New Position Page 62

63 61. New Record save at the bottom of worksheet Your Record will be at the bottom of the worksheet. Vicki Vokas Exercise 1: Add New Position Page 63

64 62. Exit Tutorial You have successfully added a new position. To continue your tutorials, go to Exercise 2: Add a New Funding Source (Split Funding). Vicki Vokas Exercise 1: Add New Position Page 64

65 Vicki Vokas Exercise 1: Add New Position Page 65