Hire a Non-Appointed Internally-Funded Domestic Postdoctoral Fellow CUPE 3902 Unit 5

Transcription

1 Hire a Non-Appointed Internally-Funded Domestic Postdoctoral Fellow CUPE 3902 Unit 5 Contents Procedure Overview Step 1: Hiring Process Step 2: Create Cost Distribution (0027) Step 3: Create Appointment Details (9009) (If Applicable) 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 to a Non-Appointed Internally-Funded Domestic Postdoctoral Fellow CUPE 3902 Unit 5 position on HRIS by recording the following: Hire Date Action Type New Hire Casuals Position Form of address Name SIN Birth date Gender Address Payment method Bank key Bank account Fund Centre Work Contract HRIS Procedure Document FINAL For Assistance with this Process

2 Employment Percentage Contract Start Date and End Date Benefit Plan Benefit Coverage Annual Salary 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-Activate action. Step 1: Hiring Process Click on the following path: Human Resources Personnel Management Administration HR Master Data Fast Entry Processing Fast Entry for Actions (PA42) To hire a Non-Appointed casual employee enter the following information: 1. Enter employee hire date 2. Enter the position number 3. Click on under Action Type 4. Click on to Execute. Fast Entry for New Hire 3902 U5 PDF Screen 1. Create Personal Data (IT 0002). HRIS Procedure Document FINAL For Assistance with this Process

3 2. Create Permanent Address (IT 0006) 3. Create Taxation (IT 0461, 0462, 0463) Note: If the employee has the basic tax credits, leave the fields blank and the system will default the Federal Tax Credits and Provincial Tax Credits. 4. Create Bank Details (IT 0009) 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 enter Payment method C which will produce a U of T Cheque. HRIS Procedure Document FINAL For Assistance with this Process

4 5. Create Organizational Assignment (IT 0001). Select work contract PF-Post Doc FT for 100% FTE or PP-Post Doc PT for less than 100% FTE 6. Create Planned Working Time (IT 0007) Emp % must be 100% for work contract PF-Post Doc FT. Select X on Part-time employee field and Emp % must be less than 100% for work contract PP-Post Doc PT. 7. Create Date Specification (IT 0041) Note: First day worked defaults to the Hire Date. 8. Create Basic Pay (IT 0008) 9. Create Health Plan (IT 0167) HRIS Procedure Document FINAL For Assistance with this Process

5 10. Create Contract Element (IT 0016) Note: Valid Until must be equal to Contract End Date specified on Date Specifications. 11. Create Monitoring of Tasks (IT 0019) Note: Date of Task defaults to the Contract End Date. 12. Click to validate. 13. If no other fields are proposed, click Execute. The Personnel Number will be automatically generated once the record has been successfully created. Step 2: Create Cost Distribution (0027) Click on the following path: Human Resources Peronnel Management Administration HR Master Data Maintain 1. Enter employee personnel number 2. Under, select. 3. Click on to create the record. Create Cost Distribution Screen (0027) 1. Enter the effective start date of the funding change. Note: Start Date defaults to hiring date. HRIS Procedure Document FINAL For Assistance with this Process

6 2. Choose in 3. Enter funding percentage for the CC/CFC 4. Enter the Cost Center Note: DO NOT enter a Cost Centre if Internal Order is applicable 5. Enter the Funds Center 6. If applicable, enter the Fund. 7. Click on to Save. Step 3: Create Appointment Details (9009) (If Applicable) Contact the Business Officer of the department if you are not responsible for maintaining the Appointment Detail screen. Click on the following path: Human Resources Peronnel Management Administration HR Master Data Maintain 1. Enter employee personnel number 2. Under, select. 3. Click on to create the record. Create Appointment Detail Screen (9009) 1. Enter the effective start date of the appointment. Note: Start Date defaults to hiring date. HRIS Procedure Document FINAL For Assistance with this Process

7 2. Enter Position Number 3. Enter Pay Scale Group U5 Note: Pay Scale Level is not required for Non-Appointed Postdoctoral Fellow CUPE 3902 Unit 5 4. Enter Contract Type 05 Term 5. Enter the Cost Center Note: DO NOT enter a Cost Centre if Internal Order is applicable 6. Enter the Funds Center 7. If applicable, enter the Fund. 8. Enter 16 New Appointment on Type of Change 9. Enter Annual Salary on Change Amount 10. Click to validate. 11. Click on to Save. END OF HIRING PROCESS STEPS 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 HRIS Procedure Document FINAL For Assistance with this Process

8 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. 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