Epik: Position Processing

Transcription

1 Epik: Position Processing Steps to locate Position Request Entry Screen: Personnel > Position > Process > Request > Entry 1) Select Division (if an option for your department) 2) Select Position Request Type *If select Create Request for New Position you will need to enter a title code *If select any of the other request type options you will enter the PIN of the position requesting action on (enter PIN without the E ). 3) Click Create Request

2 On this screen you will start entering data necessary to submit your request. Some fields will automatically be populated. Fields that are not automatically populated you will need to update. PLEASE MAKE SURE YOU LOOK AT ALL FIELDS TO MAKE SURE DATA IS CORRECT. Section 1: All data is automatically populated Section 2: Member ADLOC Part Select either TEES or TAMU ADLOC If this field is not populated, enter the ADLOC Description this field will automatically populate when you enter the ADLOC Section 3: Member Funding Account Number(s) Source of Funds Select TEES, TAMU or TEES/TAMU (if dual funded). Select the best option based on how the position is funded a majority of the time. Account and Project # enter the project this position will be paid from. You may list more than one project. This field is NOT optional. Section 4: Justification Need to type in the reason for the request. (ie: to create a new position for Dr. XYZ; to update position description, to reclassify this PIN from an ABC to a XYZ, see attachments, etc.) Section 5: Name for most request types this filed will automatically populate if a person is in a PIN. Workplace Location for a new position you will need to type the Headquarters location in this format: College Station, TX; Austin, TX; San Antonio, TX, etc. For all other request types this will default to College Station, TX unless otherwise changed.

3 Section 6: This will automatically select the Request Type based on your selection when initiating the request. Section 7: Current Title Code and Current Salary per Month These fields will automatically be populated if the PIN is occupied. For creating a new position these fields will remain blank. Proposed Title Code and Proposed Salary per Month Enter the desired title code for the new position created. The title name and beginning rate of the position will automatically populate. NOTE: When creating a new position only the beginning rate of the position will be approved unless when creating a new position you are also hiring above range for a faculty equivalent position (see Exception at bottom of document). Section 8: Employees supervised by this position In the Number field you will indicated the number of full time employees this position supervises. Grad students and student workers have a 2:1 ratio. Section 9: Security Sensitive question The answer will always be Yes. TEES considers all position to be security sensitive. Section 10: Machines and Equipment in this section you will list the types of equipment used by this position (ie: computer, phone, fax, certain lab equipment, machinery, etc.) as well as the number of hours the equipment is used during a week. These numbers do NOT have to add up to 40.

4 Section 11: This section lists the Education, Experience, Licenses, and Special knowledge section from the generic position description. This information will automatically be populated under the Necessary Qualifications section. Under the Preferred Qualifications section you have the opportunity to list additional preferred qualities for the position. The Preferred Qualifications section is optional.

5 Section 12: Summary section This section is automatically populated from the generic position description. NOTE: Please make sure this section is read through thoroughly. The information from this section is what will appear when the position is posted. This field is changeable so adjustments can be made to fit the needs of the position. Section 13: Duties section In this section all the duties and responsibilities of the position need to be listed. This section should contain the detailed information about the position. In the Number field the system will automatically populate as you add duties. The Type field will need to be indicated either as a Primary duty or Secondary duty. Primary duty is defined as the main or most important duties/responsibilities of the position. The Description field will be the actual detailed duties and responsibilities of the position. The % Time field will need to indicate the percent of time that duty/responsibility consists of in relation to all the duties. The percentages must total 100%.

6 Section 14: FLSA Question These two questions need to be answered based on the positions responsibilities. Question 1 When answering this question please note that grad students and student workers are a 2:1 ratio. Question 2 Once the question is answered you will need to indicate a percent of time in the field provided. Section 15: Immediate Supervisor Place your cursor in the box next to Immediate Supervisor and click the List of Values button at the top of the screen (the black drop down arrow to the far right). In the Find field type in the supervisors name and add a % at the end; next click Find. This will bring up all names close to what was typed in. Choose the correct supervisor and click OK. Once you have selected ok the supervisors code will appear. Make sure to click Enter so the Title will appear. AT THIS POINT CLICK SAVE TO SAVE YOUR INFORMATION ENTERED

7 Adding Attachments to a Request Attachments: To attachment documents you will need to type in the title of the document under Description (ie: Resume, Org chart, etc.). Next click Save. Next click Upload and browse for your docment to attach and click Upload to file once document is found. Following this step you will click on the Click here underlined in blue under File Uploaded. This will allow you to view the document attached to make sure it s the accurate document. Once you close the document you will be back at the attachement screen shown above. If you need to view the document again you can click View at the bottom of the screen. Once all required documents are attached click Return to return back to the request screen. Request types New Position Reclassification of vacant position Reclassification of an occupied position Update Position Description Hire above Range Equity Increase Hiring Salary Adjustment Documents Needed Approval from Department/Unit Head along with justification, Org chart Approval from Department/Unit Head along with justification, Org chart Approval from Department/Unit Head along with justification, Org chart, Resume, degree verification No attachment needed Approval from Department/Unit Head along with justification, Org chart, Resume, degree verification Approval from Department/Unit Head along with justification, Org chart, Resume Approval from Department/Unit Head along with justification, Org chart, Resume

8 NOTE: Any request type for a research position that includes TAMU (02) funds will need to have a Form 5G completed and attached as well. EXCEPTION: The only time two request types may be processed in one request is when creating a new position that is a Faculty Equivalent title and want to hire above range when the candidate is known. The request type for this action will need to be Create New Position. Faculty Equivalent titles listed: PostDoc TEES Distinguished Res. Scientist TEES Research Engineer & Head TEES Assistant Research Chemist TEES Research Assistant Professor TEES Research Professor TEES Assistant Research Engineer TEES Research Associate Professor TEES Research Scientist TEES Associate Research Chemist TEES Research Chemist Visiting Assistant Research Scientist TEES Associate Research Engineer TEES Research Engineer Visiting Associate Research Scientist TEES Assistant Research Scientist TEES Research Engineer & Asst. Director Visiting Research Scientist TEES Associate Research Scientist TEES Research Engineer & Assoc. Director The most current version of this manual and other compensation information is located on our TEES Personnel website at under the Compensation tab.