ServiceNow for CSS HR/APS

Transcription

1 Funding Change Request (How to request an EDC or PET ServiceNow Case) Step 1: Go to (you might be asked to CalNet authenticate). The ServiceNow Home page will display. Step 2: Click on HR Assistance located under Get HR Help. (The HR Service catalog will display). Step 3: Scroll down to and click on the Funding Change Button, (located second icon from the bottom on the left hand side). The Funding Change ServiceNow Form will display (screenshot on next page). For additional resources visit December 14,

2 Step 4: Click the radio button that applies to your funding change needs. Note: For the last button Multiple Earnings Distribution Changes (10+ Employees) please click download, complete, and attach (instructions follow) to the request the CSSMultipleEDC s Excel spreadsheet. If you use this spreadsheet you only need to complete steps 6, and of this EDC job aid to submit your request. Depending on which radio button you select, a series of questions and text fields will appear. Fields that have a red asterisk ( ) next to them are required. Fields that do not have the red asterisk are not required. We will start with the Earnings Distribution Change Form instructions on the next page. Payroll Expense Transfer instructions start on page 8. Note: Training on how to complete the Excel PET spreadsheet is a classroom course. Please contact CSS ServiceNow Training for information on when/where the course is being offered. 2

3 Step 5: Select the Earnings Distribution Change (current) radio button Step 6: Input the name of the employee who s appointment you want to change in this field. The appointment information of the employee will load into the form. To display the data click on the dropdown menu to expand your selection options. (The icon may look different depending on if you are working on a windows or Apple computer). Step 7: Select the appointment you wish to change. (In this example, there is only one appointment. If the employee has more than one appointment, all will display.) The current HCM information for the chosen appointment will display. This includes the current Start and End Dates Distribution % Earnings Code Budgeted FTE Chartstring 3

4 Step 8: Follow the instructions in the More information box and enter the number of future state chartstrings in this field. Note special instruction for Appointments with ERT or PRT Earn Code. If you choose More than 8 you must download, complete, and attach the EDCMoreThanEightChartstrings Excel spreadsheet. Current HCM information can be copied and pasted into the spreadsheet. Attach the completed spreadsheet as indicated in step 11, and continue with steps

5 Step 9: Complete the Earnings Distribution details for all Chartstring used to fund this appointment. To reveal the blue More Information boxes that contain instructions and information, click the triangle symbol next to More Information. Note: chartstrings that are not changing can be copied from the Existing Distribution Information lines (that appear after you have chosen an appointment, example below). and pasted into the fields in the Earnings Distribution Change lines in the form. This can save you time and may eliminate typos and transcription errors. Step 10: Complete the remaining fields in the Earnings Distribution Change form(s) Note: the End Date, Budgeted FTE, and Friendly Name fields are not required fields and may be left blank if appropriate. Caution: The Earn Code defaults to REG. If this is not the correct Earn Code click the drop menu arrow to the left of the Earn Code field to view all Code options, and select the appropriate Earn Code. Note: This form auto-checks to ensure the distribution percentages entered match the current appointment Dist %. After the percentage is matched the red warning message (pictured below) will disappear. 5

6 The Earnings Distribution Form does not require any additional attachments unless - You have selected more than 8 chartstrings in the How many earnings distributions with this appointment have? dropdown and you have downloaded and completed the EDCMoreThanEightChartstrings Excel Spreadsheet. Or, you selected the last radio button Multiple Earnings Distribution Changes (10+ Employees and you have downloaded and completed the CSSMultiple EDCs Excel Spreadsheet. Some group also require additional attachments (e.g. change justification, projections reports, other supporting documentation). Check with your manager or approver to verify what additional documentation they want attached to an EDC request. Step 11: Click the Button to attach documents to the case. Step 12: Complete the fields in the form as instructed in the screenshot below. Enter any important directions or special instructions in this text field, like PRT, ERT, Work Study Code, or any other information your downstream partner needs to know. Position management is an optional field. If you need to know if position management applies to this request, check with your HR Partner. Select your preferred contact method. Add to the Watch List anyone who needs to be informed concerning this case. 6

7 Step 13: Enter the names of approver 1 and approver 2 in the appropriate fields. Step 14: When you have completed the form click the Submit button. After clicking the Submit button your ServiceNow HR/APS Case list will open. From this window, you can: A. Create New Case B. Open a case by clicking on the case number C. Or Logout of ServiceNow A C A B B Funding Changes may have complex factors and situations. If you have questions contact your Financial Manager, Portfolio Manager, Research Assistant, or HR Partner for consultation. 7

8 Payroll Expense Transfer (PET) Form Perform Steps 1-3 located at the beginning of this job aid. Depending on which radio button you select, a series of questions and text fields will appear. Fields that have a next them are required fields. Fields that do not have the red asterisk are not required. Step 4: Select the Payroll Expense Transfer button. Unlike Earnings Distribution Changes that require you to choose a different option ( Multiple Earnings Distribution Changes (10+ Employees ) if you re submitting a change for multiple employees, Payroll Expense Transfers can be submitted for one or more individuals in the Excel PET form. Step 5: Input any special instructions, details, or other pertinent information your colleagues downstream in this workflow may need to perform their tasks. Step 6: Input the name of the first employee who s record you want to change in this field. Step 7: If any of the conditions listed apply select the appropriate radio button. If none apply keep the default radio button of No, it does not match any of this criteria. If there are any situations not covered in the radio button options, please add appropriate details in Step 6. 8

9 B C A Step 8: A. Download, complete, and save the Excel PET Form (if you have not already done so. B. Attach the Excel PET (after completion) to this form using the attach button C. Input the number of lines on your PET form that will need processing. (This facilitates work assignment level loading downstream.) Step 9: Input PAN notification s if necessary (limit of 2). Note: SPA accounts are acceptable. Step 10: Select your preferred contact method. Step 11: Add to the Watch List anyone who needs to be informed concerning this case. 9

10 Step 12: Enter the names of approver 1 and approver 2 in the appropriate fields. Step 13: When you have completed the form click the Submit button. After clicking the Submit button your ServiceNow HR/APS Case list will open. From this window you can: A. Create New Case B. Open a case by clicking on the case number C. Or Logout of ServiceNow A C A B B Payroll Expense Transfers may have complex factors and situations. If you have questions contact your Financial Manager, Portfolio Manager, Research Assistant, or Payroll Partner for consultation. For additional resources visit 10