Hire Part-Time Appointed USW Staff Member on Probation

Transcription

1 Hire Part-Time Appointed USW Staff Member on Probation Contents Procedure Overview Step 1: Hiring Personnel Action Step 2: Create Planned Working Time Part Time Schedule if FTE is less than 100% HR Data Verification Report & Master Data Sheet UTORAUTH Letter Procedure Overview Overview To gain an understanding on how to process the hiring of an employee into an Appointed USW term position on probation on HRIS by recording the following: Hire Date Action Type New Hire Appointed Position Form of address Name SIN Birth date Gender Address Fund Centre Cost Centre Planned Working Time, if applicable HRIS Procedure Document FINAL For Assistance with this Process

2 Personnel Number s are generated automatically by HRIS. A search must be performed prior to hiring to ensure the employee does not currently have a personnel number. To perform this search, use the Employee Home Org Unit Report found at: Human Resources Information System Personnel Management Administration Department Level Administration Personnel Data Employee Home Org. Unit Report If the employee does have a personnel number in HRIS, do not process the hiring action. See procedure on Re-Active or Re-Hire action. Step 1: Hiring Personnel Action Click on the following path: Human Resources Personnel Management Administration HR Master Data Personnel Actions To hire a Part-Time Appointed USW employee on probation generate a personnel number by entering the following information: 1. Enter employee hire date 2. Click on New Hire under Action Type 3. Click Execute Create Action Screen Populates (Automatically) 1. Enter the Position Number 3. Click or press ENTER in Automatically Populated Information Box - Default values are used by the position 4. Click to SAVE Create Personal Data (0002) Screen Populates (Automatically) 1. Choose from a drop-down or enter, all fields of data (Middle name and Designation, if applicable) HRIS Procedure Document FINAL For Assistance with this Process

3 Note: The From date on this screen changes to the employee s birth date. 3. Click SAVE Employment Information Create Organizational Assignment (0001) Screen Populates (Automatically) 1. Enter the Funds Center 2. Select the work contract USW Probation PT 3. Enter the Percentage of appointment 4. Click or press ENTER 5. Click to SAVE 6. Click on (If required this window allows you to view and maintain various positions that the staff member holds. Change Organizational Assignment Pop-up Window appears Note: This window allows you to view and maintain the various positions that an employee holds. The Future Assignment tab is used to maintain the positions, and the Current Assignment tab displays the current positions. 1. Verify that the position is being assigned. 2. Enter number to add another position in the blank field, if applicable. If no other position is required click on Continue or; HRIS Procedure Document FINAL For Assistance with this Process

4 3. Highlight each position line and click to show you are adding a relationship, and delete indicates one has ended (Verify each position has been assigned) 4. Click on Note: A staffing percentage pop up window will be proposed 1. Click on 2. Click on Save Create Membership Fees (0057) This screen enrolls USW staff for the Humanity Fund Donation. No change is required. 1. Click to SAVE Create Contract Elements (0016) Screen Populates Automatically 1. Verify, change if necessary Create Monitoring of Tasks (0019) Screen Populates Automatically Use this screen to setup a reminder. 1. Verify the default or enter information in the Type of Task, Date of Task and Reminder Date fields. This message indicates you have chosen a day that falls on the weekend. The system will automatically choose the following working day. Use the free form Comments section to add any notes. Create Tax Assignment CA (0461) Screen Populates Automatically 1. Verify provincial (Ontario) default information or change if applicable in Total Credits Create Provincial Tax CA (0462) Screen Populates Automatically 1. Verify provincial (Ontario) default information HRIS Procedure Document FINAL For Assistance with this Process

5 Create Federal Tax (0463) Screen Populates Automatically 1. Verify or change if necessary the 2. Enter any additional tax if applicable from the TD1 Tax Form in 3. Click or press ENTER 4. Click to SAVE Create Appointment Detail (9009) Screen Populates Automatically This infotype contains pertinent reporting information for Human Resources. Complete the following highlighted fields all others have been pre-populated based on the information entered in the Organizational Assignment Screen. 1. Enter the USW Step under Position Detail 2. Enter the internal order, if applicable. If an internal order is entered, do not enter a cost centre 3. Enter the number, if applicable. 4. Choose the appropriate type from the drop down menu 5. Enter ONLY the applicable salary for the CC/CFC/Fund 6. Click or press ENTER 7. Click to SAVE The percentage will default to the percentage that was used in the Organizational Assignment based on the position number once entries are validated. Create Appointment Detail (9009) if second appointment / CC/ CFC are applicable 1. Once system indicates: Update second Appointment Detail screen if applicable. If a second Appointment Detail screen not required, click Next Record button Create Planned Working Time (0007) Screen Populates Automatically This screen displays the hours, per policy and collective agreement, verify the percentage or change if necessary. The Record of Employment when issued will be based on these hours. 1. Enter the employee s FTE% Note: A warning message will be proposed. The working time will be calculated based on the work schedule rule and employment percent HRIS Procedure Document FINAL For Assistance with this Process

6 Create Basic Pay Screen Populates Automatically 1. Enter the USW reason code 2. Verify the following fields being automatically populated from information entered on Organizational Assignment and Appointment Detail screens 3. Enter the Level (USW Step). Note: DO NOT enter the Annual Salary it will default based on the Step 4. Click or press ENTER 5. Click to SAVE Create Cost Distribution (0027) Screen Populates Automatically Verify the information prepopulated on this screen from the Appointment Detail screen. 1. Click or press ENTER 2. Click to SAVE If you change the account details on the Cost Distribution Screen (0027) you must also change the same information on the Appointment Detail Screen (9009). Create Addresses (0006) Screen Populates Automatically 1. Choose from a drop-down or enter, all fields of data (Do NOT change the Permanent Residence Field) HRIS Procedure Document FINAL For Assistance with this Process

7 Create Bank Details (0009) Screen Populates Automatically 1. Enter the employee s bank details Note: SAP requires a 9-digit number for the Bank Key/Transit Number field; a 0 is placed at the beginning of the Bank Key/Transit Number. If no banking information is available change the Default F (Electronic Funds Transfer EFT) to C which will produce a U of T Cheque. (The name of the bank will display against the bank key, verify the bank.) Create Date Specifications (0041) Screen Populates Automatically 1. Verify the information in the 00, 01, 05, 04 and 40 prepopulated fields. Create Education (9022) Screen Populates Automatically This screen is optional for appointed administrative staff. Click on Cancel screen or: 1. Enter the Education information for all fields. 4. An automatically populated box appears to enter another degree click YES (repeat steps 1-3). If no further degrees click NO to by-pass the HRIS Procedure Document FINAL For Assistance with this Process

8 Step 2: Create Planned Working Time Part Time Schedule if FTE is less than 100% If the employee is working less than 100% FTE, but works every day (i.e. Monday to Friday) DO NOT create a Planned Working Time (IT 9007) Part- Time schedule. The system will automatically calculate the hours evenly each day. Only in situations where the employee does not work certain days of the week and/or works less or longer than 7.17 hours do you need to create IT If you have any questions please HRIS Support using the AMS Help Form. If you need to create a Planned Working Time Part-Time Schedule: Click on the green back arrow to return to the SAP Easy Access menu screen. Click on Maintain if NOT needed skip step 2 and run your HR Data Verification Report and Master Data Sheet. Maintain HR Master Data 1. Enter Infotype 9007 in the Direct Selection or Choose from Time Recording Tab 2. Enter the start date 3. Click on CREATE Create Planned Working Time Part Time (9007) This screen is used to capture the weekly work schedules for part time appointed staff. Note: Date should always be on the next available pay period. Do NOT create this screen for pay periods that have already run. You must ensure that the total hours for the work week are equivalent to the total weekly working hours displayed on Planned Working Time (IT0007) 1. Enter the employee s regular work schedule hours for the days that apply. HRIS Procedure Document FINAL For Assistance with this Process

9 Note: You will get an Infotype Errors and Warnings screen pop-up. 2. Click on the green checkmark END OF HIRING PROCESS STEPS Click on the green back arrow Personnel Actions. to return to the SAP Easy Access menu screen. Click on HR Data Verification Report & Master Data Sheet Run the Data Verification Report after the hiring event is completed. This report identifies inaccurate, incomplete or missing employee data. This report provides HRIS users with a tool to verify the entire employee record by checking data on each infotype and by cross-checking data consistency between infotypes Personnel Actions Screen. HR Data Verification Report 1. Click on the HR Data Verification Report Button at the top of the screen 2. To Print the report click on the PRINT icon 3. All errors and warnings should be corrected upon completion of hiring event. 4. Click on the back arrow to return to the Personnel Actions screen. HRIS Procedure Document FINAL For Assistance with this Process

10 Personnel Actions Screen HR Master Data Sheet U of T Run the HR Master Data Sheet U of T after the hiring event is completed. This report allows the user to view all the data entered about an employee in an easy to read format. 1. Click on the HR Master Data Sheet U of T Report Button at the top of the screen, verify the information on the sheet 2. To Print the sheet click on the PRINT icon 3. Check for errors or warnings by clicking on the back button. 4. If there are no errors or warnings the system returns to the Personnel Actions Screen 5. If there are errors or warnings List of Messages box appears click on to show error messages 6. Click on to return to Personnel Actions Screen or to PRINT the errors or if no printing required. UTORAUTH Letter New employees require an UTORid account for creating the UTOR account and obtaining a library card. 1. Click on to produce the UTORID Account Letter 2. Click on the button to immediately print and archive the letter or click on to archive only. HRIS Procedure Document FINAL For Assistance with this Process