HRAction (HRA) Transaction Guide

Transcription

1 HRActin (HRA) Transactin Guide HRA Type Descriptin f HRA Type Required fields Required Attachments CFAES Requirements/Ntes Hire A candidate has been identified. Includes all Candidate/Emplyee Attach signed ffer letter fr Hire Data Wrksheet new hires, rehires, transfers within the OSU ID# (if a current/frmer student, faculty/staff Latest versin fund here {Can als be university/cllege, and additinal/cncurrent faculty and/r staff ) Offer letter shuld include the Offer letter (apprved template) accessed using the appintments. Als used t extend Pay rate (hurly/mnthly) effective date f hire, annual Classified Hire Ready t Hire terminatin date fr emplyees n J-1/F-1 Start date salary ffered and any ther Unclassified Hire feature lcated at Visa. Psitin number plicies r ntices t the Student Hire the bttm f the Jb title candidate Be sure t align start dates with pay cmpleted Fill Leave/Timesheet Apprver Attach letter/ with intent t hire perids Existing r Create (Supervisr) OSU ID Number (can fr students (nn-graduate students) Payrll Pay dates here New Psitin used use search functin in HRA) Attach signed GA cntract fr J-1 Visa Prcess t recruit fr the hire} Building lcatin graduate appintments Initiate Hire HRA This shuld default based n Any amendments t the ffer letter Attach J-1 visiting schlar the psitin but it is always best practice t add this infrmatin t ensure the crrect building is entered in t the HR system extensin request HRP/Final Apprver will adhc Linda Riemenschneider Linda Riemenschneider apprves visiting schlar Standards hurs extensin request Remember t cnsider HRP/Final Apprver will hld cmbined FTE fr student HRA until DS-2019 and and temprary emplyees appintment extensin letter with multiple appintments is attached Candidate s persnal Jb requisitin number (psting number) This step must be cmpleted befre the final apprval can be entered HRP/Final Apprver will apprve HRA Service Center will key the new terminatin date and update the citizenship panels t reflect the dates n the DS-2019 Terminatin Used t terminate all faculty, staff and students. Includes resignatins, retirements and invluntary terminatins. Emplyee Name and OSU ID# Last day wrk This day shuld be the last day any hurs were wrked by the emplyee Signed resignatin letter fr staff Biweekly staff must submit final timesheet n their last day f wrk t ensure they aren t lcked ut f the etimesheet system *T initiate a request, yu must indicate the supervisr and department number at the beginning f each request. This is hw HRAs are ruted in wrkflw* 1 P age

2 HRActin (HRA) Transactin Guide HRA Type Descriptin f HRA Type Required fields Required Attachments CFAES Requirements/Ntes Reasn fr terminatin Designate if this persn is leaving the university r transferring within the university Pay Additinal Used t initiate payments utside f the Emplyee name and OSU ID # Ad-Hc apprvals Cmpensatin annual salary fr faculty, staff and students. Designate ne-time payment r Faculty/Staff persn Includes taxable nn-cash items, taxable multiple/reccurring payment Requesting Department reimbursements and ne-time bnuses. Select payment type Requesting Cllege Effective date f payment Hme Department Effective date shuld align Chair/Head with pay perids (i.e., if the Hme Dean/VP emplyee is a mnthly paid If unable t cmplete Ad-Hc emplyee and perfrmed additinal duties June 14 th, the payment shuld align with the June pay perid) apprvals, the Supplemental cmpensatin frm (cmpleted with all required signatures) must be attached Pay dates calendar Nn-cash item fund here Ttal amunt f payment Taxable Benefit Agreement Frm Letter ntifying emplyee f payment Change Rate f Pay Includes all equity/market and perfrmance adjustments as well as student pay increases. Emplyee Name and OSU ID# Prpsed adjustment (by percentage r pay rate Effective date f pay rate change Apprpriate apprvals Departmental apprvals Office f Human Resurces Cmpensatin department (if applicable) i.e. equity/market increases f 5% r mre Office f Academic Affairs (if applicable fr faculty) Letter ntifying emplyee Must be signed by the emplyee If the pay rate is set t change due t *T initiate a request, yu must indicate the supervisr and department number at the beginning f each request. This is hw HRAs are ruted in wrkflw* 2 P age

3 HRActin (HRA) Transactin Guide HRA Type Descriptin f HRA Type Required fields Required Attachments CFAES Requirements/Ntes standard hurs change (mnthly), must prvide letter that ntifies emplyee f the change in pay Change Funding Surce Change Number f Hurs Wrked Per Week Update Jb Duties/Respnsibiliti es Change Other Emplyee Data Temprary and permanent chartfield/jb earnings distributin change. Includes current/future funding changes as well as retractive changes. Changes frm full-time t part-time and vice versa; standard hur changes. Includes reclassificatins, prmtins, wrking title changes, jb duties/descriptin changes, reprts t changes, department changes and building lcatin changes. Includes leave/timesheet apprver, wrk address, wrk phne, leave f absence/family medical leave and service dates Emplyee Name and OSU ID# Designate current/future r retractive change Effective date f funding change Emplyee Name and OSU ID# Effective date f change Prpsed standard hurs Additinal infrmatin regarding any ptential pay rate r funding changes Emplyee Name and OSU ID# Effective date f change Psitin number (that the emplyee is currently in) Jb Title (Update if changing. If changing, it shuld match the title n the attached psitin descriptin) Reprts t (if changing) Salary percentage/pay rate (if changing) Shrt term/lng term disaster designatin (if changing) Jb cde Emplyee Name and OSU ID# Effective date f change Department Supervisr Name and OSU ID# Letter t emplyee ntifying he/she f the changes Must be signed by the emplyee Must indicate any changes in pay will suffice fr students nly Letter t emplyee ntifying he/she f the changes Psitin Descriptin using the CFAES HR apprved template Fill in nly the infrmatin that is changing The sectin changing must be cmpleted (i.e. n strikethrugh r ntes) Dcumentatin within the department T access the mst recent versin f the psitin descriptin template, click here Changes t persnal data, such as hme address and phne shuld be cmpleted via emplyee self service *T initiate a request, yu must indicate the supervisr and department number at the beginning f each request. This is hw HRAs are ruted in wrkflw* 3 P age

4 HRActin (HRA) Transactin Guide HRA Type Descriptin f HRA Type Required fields Required Attachments CFAES Requirements/Ntes Fill Existing Psitin Used when ready t advertise r recruit fr an Name and OSU ID# f emplyee Psitin descriptin using the CFAES T access the mst recent versin f the existing psitin. Psitin descriptin, jb being replaced (if applicable) HR apprved template psitin descriptin template, click here. duties, respnsibilities and requirements may Prpsed start date (the day yu d Fill in nly the infrmatin need t be updated. that is changing want a candidate t begin wrk) The sectin changing must Jb title be cmpleted (i.e. n Salary range strikethrugh r ntes) This shuld match the infrmatin n the psitin descriptin Psitin number Reprts t Must indicate psting timeline in the additinal infrmatin sectin Create New Psitin Used when a psitin des nt exist; create a new psitin t fulfill certain duties/respnsibilities; psitn wuld then ready t advertise/recruit. Althugh this infrmatin isn t used fr the psitin data r pstings, the system requires it befre apprval Prpsed title Prpsed start date (the day yu d want the candidate t begin wrk) Hurs per week (determines FTE) Prpsed hiring range This shuld match the infrmatin n the psitin descriptin Building lcatin Shuld match ORG Preferred Internal Candidate Only list a candidate if he/she meets the university criteria Reprts t Shrt and Lng-term disaster designatins Psitin descriptin using the CFAES HR apprved template T access the mst recent versin f the psitin descriptin template, click here. Befre requesting a new psitin, wrk with yur HRP t determine if a psitin exists that will nly require updates befre psting *T initiate a request, yu must indicate the supervisr and department number at the beginning f each request. This is hw HRAs are ruted in wrkflw* 4 P age

5 HRActin (HRA) Transactin Guide HRA Type Descriptin f HRA Type Required fields Required Attachments CFAES Requirements/Ntes This shuld match the infrmatin n the psitin descriptin Mnthly paid psitin, list the annual rate nly Jb cde Althugh this infrmatin isn t used fr the psitin data r pstings, the system requires it befre apprval Other Used t initiate any HR actin that is nt Name and OSU ID# f emplyee Cntact yur HRP t ensure this described abve Effective date f change HRA type is apprpriate Department Additinal infrmatin *T initiate a request, yu must indicate the supervisr and department number at the beginning f each request. This is hw HRAs are ruted in wrkflw* 5 P age