eappoint - Initiators Guide for Users Updated on 13 July 2018

Transcription

1 Updated on 13 July 2018

2 Contents Getting Help... iii Supported Browsers... iii About eappoint... 1 Get started with eappoint... 2 Appoint Employees Graduate Student Stipends Non-Union Casuals Research Assistants Token Payments Workstudy Students Job Changes Change in Hourly Rate Change in Contract Hours Contract Revision Distribution Code, Supervisor, Hours & Rate Change Distribution Code Change Supervisor ID Change Change Contract Amount Change in Start & End Date Change in Hours & Hourly Rate Terminate Contracts Managing your Transactions Correct your rejected transactions Review your transactions Glossary ii

3 Getting Help ehr Tutorials You will find a collection of tutorials and user guides for ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services Contact HR Client Services if you experience difficulties logging into ehr or online tutorials ext hr@ryerson.ca Technical Help Activate your my.ryerson username first, before you access any Ryerson system. Contact the CCS Help Desk if you experience difficulties logging into ehr in the Ryerson portal using your Ryerson online identity ext help@ryerson.ca Supported Browsers Firefox OSx + WIN 7/10 Safari OSx Chrome OSx +WIN 7/10 IE WIN 7/10 24.x, 35.x 17.x, 24.x, 30.x 7.x 11.x Compatibility Off Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) or hr@ryerson.ca. iii

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5 About eappoint eappoint enables administrators to process appointment transactions into ehr for locally recruited applicants employed in a variety of temporary jobs. Appointment procedures differ depending on the employee group you appoint. These appointment transactions create electronic employee records that contain information about each employee, which include: contract details, where they work, their compensation, etc. As an Initiator, you can appoint any or all of the following employee types: Non-union Casual (Part Time) Research Assistants (RAs) work-study students Token payments - Honorariums under $500, Guest Lecturers (non employee payments) Graduate Student Stipends (GSS) eappoint also allows you to perform other types of transactions, such as: re-appointing employees, completing job changes and contract terminations. About Document Storage Employee forms and documents are maintained either centrally (HR/VPFA) or locally (Faculty). Download the quick reference guide ( or contact HR Client Services ( with any queries related to document storage. 1

6 Get started with eappoint This topic covers the basics of eappoint, which include the following: learning how to navigate through eappoint, appointing employees from different employee groups, and reviewing and editing your transactions. With an understanding of the basics you will be able to successfully process transactions into ehr. To start using eappoint, you will need to: 1. Complete the online learning for eappoint (mandatory). Your security access will be updated once you have successfully completed the online learning. 2. Update your ehr access by completing a Security Access Request in ehr. You will find this under Employee Self Service Homepage > System Access. 3. Get an RU-VPN ID: eappoint requires a secure network connection. Depending where you computer is located on the Ryerson network, you may need VPN. Contact CCS to confirm if you do need VPN and complete the o ( VPN/index.html)nline form ( VPN/index.html). Then, download the software ( once you are assigned an RU- VPN ID. CCS Help desk (ext. 6806) will assist with this set-up. For Initiators: You are only required to complete the topics that are applicable to your role in the department. For example, if you will be appointing non-union casual employees and work-study students, you will only need to complete these topics. In addition to these topics, you will need to complete the general usage topics which include information on processing job changes, terminating employees and reviewing transaction statuses. For Validators: You are required to complete all the topics in the validator outline. Review the initiator outline for additional information about the appointment process for each employee group. This topic applies to: Initiators Validators 2

7 Procedure This topic demonstrates how to navigate through eappoint and perform searches. 1. Navigate to the eappoint Start Page. Click the NavBar button. 3

8 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 4

9 5. As an Initiator, you will create new transactions and review and manage all of your appointment transactions from the start page. The eappoint Start Page contains three sections: To Do... New Transactions Submitted Transactions Notice the tasks that each area makes available to you. Click the Appoint / Re-Appoint link. 5

10 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 6

11 7. Drop-down lists are common throughout eappoint. Click a drop-down list and select the list item by clicking on it. Click the What type of employee is being appointed? list. 8. Click the Non-Union Casual list item. 7

12 9. Click the Next button. 10. The Person Search Data page provides you with two search options: Existing Employee: Use this search option if you know the employee number and name of the person you are appointing. For all re-appointments, you would use this search option. Person Search: Use this search option if you are appointing a new employee, or if you don't know the person's employee number. 11. Each option requires specific information. Without the correct data, your search will not provide any results. It's important that you check that the information is entered correctly. Complete either section to perform a search. In this example, you will use Person Search to find information. 8

13 12. Enter the desired information into the Last Name field. Enter "Doe". 13. Use the date icons to select dates for fields, or enter a date manually. In this example, enter "04/02/1990" into the Date of Birth field. 14. Enter the desired information into the SIN field. Enter " ". 15. Click the Next button. Note: The system validates SIN numbers. If the SIN is incorrect, confirm the number with the person. 9

14 16. For new appointments, you will need to enter their personal information. You will not be able to complete the transaction without this information. Click the Next button. 10

15 17. Use the Look up icons to select items for fields as you move through the data entry process. Click the Look up Job Code (Alt+5) button. 18. In this example, all Non-Union Casual job codes are displayed. Select the applicable item. Click the Jode Code link. 19. As you move through the data entry process, you will notice tabs across the top of the screen. Use these tabs to return to a previous page. 20. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 11

16 Appoint Employees Once the hiring decision is made, you should have all the applicable documentation/information (listed below) on-hand before your start the appointment transaction: 1. Employee s Social Insurance Number (SIN) 2. Date of Birth 3. Full Name 4. Address 5. Complete Address Information 6. Telephone Numbers 7. Employee ID (If hired before) 8. Student ID (If a current student) 9. Start and end dates of the contract 10. Department Codes for compensation cost distribution Entering incorrect information (such as wrong 'Start' and 'End Dates' for a contract) will delay the approval process for your transaction. For more information on deadlines for validating transactions, refer to the employee resources ( page by clicking the link for your employee group. 12

17 Graduate Student Stipends The Office of the Vice President, Research and Innovation (OVPRI) ( is Ryerson's central research administration office and point of contact for a variety of funding sources. Some funding sources provide financial support to graduate students who need to complete a thesis or dissertation at the MA or Ph.D level. Graduate student stipends provide a payment to students for their research over an academic year or longer. This payment amount is averaged over the length of the contract and paid bi-weekly until the stipend fund is exhausted. International students who are granted graduate student stipends are required to provide HR/Administrator with a valid study permit and SIN number that begins with a '9'. Failure to provide this information will delay the processing of the appointment and employee pay. Procedure This topic demonstrates how to appoint a graduate student stipend. 1. Navigate to the eappoint Start Page. Click the NavBar button. 13

18 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 14

19 5. Click the Appoint / Re-Appoint link. 15

20 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. Click the What type of employee is being appointed? list. 16

21 8. Click the Grad. Student Stipend list item. 17

22 9. Click the Next button. 10. Enter data into one of the search criteria to find employee information. Search criteria fields are not case sensitive. 11. Use Existing Employee if you are re-appointing a person, and know their employee number. 12. Use Person Search if you are appointing a new employee or don't know their employee number. Enter their last name, date of birth, and SIN. Ensure the details are correct. Note: International students must have a valid work permit and valid SIN that begins with '9'. 13. Decision: Please make a selection from the options listed below. Existing Employee (rehire) Go to step 14 Person Search (new hire) Go to step In this example, the person has been granted a stipend before at Ryerson and exists in ehr. For this re-appointment, you will enter the employee number and last name of the person. 18

23 15. In this example, the person has been granted a stipend before at Ryerson and exists in ehr. For this re-appointment, you will enter the employee number and last name of the person. Enter the desired information into the Employee # field. Enter " ". 16. Enter the desired information into the Last Name field. Enter "Lively". 17. Click the Next button. 19

24 18. The system should display one match. If the search returns an employee who is not the one you are looking for, click the No Valid Match button to create a new employee contract. If the information you have differs from the information displayed, check that you have entered the correct Social Insurance Number (SIN), if there is still a problem contact HR Client Services on ext Click the Select button. 19. When you re-appoint a person, their personal information exists in ehr. Contact HR Client Services to change their name, SIN expiry date, or date of birth. 20. 'Employees' are responsible for any updates to personal information such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self-service. 21. A valid personal address is required for all appointments processed through eappoint. Update the existing address to ensure the employee receives notifications on how to update their information in ehr. 22. Click the Next button. 20

25 23. A graduate student stipend contract must start on a date that is the first day of a pay period and end on a day that is the last day of a pay period. For a list of pay dates, the pay period covered by those dates and the deadlines for processing, visit the Payroll ( page on the HR web site. Click the Choose a date (Alt+5) button to select the start date for the contract. 24. Click the Next Month button. 25. Click the Date link. 26. Click the Choose a date (Alt+5) button to select the end date for the contract. 27. Click the Next Month button. 28. Click the Date link. 29. Click the Look up Job Code (Alt+5) button. 21

26 30. Click the Job Code link. 31. Click the Look up Department (Alt+5) button to select the department. 32. Click the Department link. 33. Click the Select Supervisor link. 34. Enter the desired information into the Last Name Begins With field. Enter "wright". 35. Click the Search button. 36. Click the Select button. 22

27 37. Click the How is this job funded? list. 23

28 38. Click the External Research Funding list item. 39. Click the Next button. 24

29 40. Graduate Students Stipends are paid a set amount every pay period (bi-weekly). The 'Estimated Contract Amount' entered will be divided by the number of pay periods in the contract. Enter the example amount into the Estimated Contract Amount field. Enter "6000". 41. Enter the 'Department Distribution Code' (cost center) to allocate payroll costs to the applicable department. Click the Edit ChartFields link. 25

30 42. 'Department' (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor ( for cost center account code combinations and others codes used in 'Activity', 'Employee/CrseID' fields. Click the Ok button. 43. Benefits are not calculated or added to the 'Estimated Contract Amount' and/or the 'Estimated Cost with Burden'. In this example, the student will be paid '$ ' each bi-weekly pay period for the duration of the contract. 44. The 'Distrb %' ('Distribution Percentage') allocates the cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first Distribution Code and then click + to add another Distribution Code(s) with its percentage amount/s. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. 26

31 45. Enter the desired information into the Distrb % field. Enter "100". 46. Click the Next button. 47. If the stipend payment start and end date does not align with a pay period, the system will adjust your original dates and notify you of the date change. 48. The 'Summary Page' provides an overview of all the data entered. As a best practice, enter relevant comments for the validator. These comments are not visible to HR. Before you submit the transaction, you return to any screen to change information by clicking on a tab at the top of the page. 27

32 49. Once you have reviewed the information for accuracy, click the Submit button. The system will return to the start page. 50. You can review the transaction status under the 'Submitted Transactions' section. 51. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. Remaining steps apply to other paths. 28

33 52. Enter the desired information into the SIN field. Enter " ". 53. Social Insurance Numbers (SINs) that begin with a 9 are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 29

34 54. Click the Next button. 55. For new appointments, you will need to enter their personal information, and the SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 56. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 30

35 57. Click the Next button. Go to step 23 31

36 Non-Union Casuals Non-Union Casual jobs are categorized into three levels. Knowing what these levels are will help you to determine which job code to select when you appoint a person in eappoint. Each level has related job descriptions and hourly rates of pay. For example, your department needs to hire a Service Worker for 3 months to complete a special project. Typical duties could include: answering phones and typing for a variety of materials. In this case, you would appoint the person into a 'Level I Casual' job with an hourly rate of $14.00 per hour. Full details for each level can be found on the Hourly Rates of Pay for Non-Union Casual Employees ( page on the HR web site. All IT related job codes are used for all IT professional, semi-professional and technicians. Procedure This topic demonstrates how to appoint a person into a Level I Casual job for a one month contract. 1. Navigate to the eappoint Start Page. Click the object. 32

37 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 33

38 5. Read and acknowledge your FIPPA responsibilities. Click the Next button. 34

39 6. Click the What type of employee is being appointed? list. 7. Click the Non-Union Casual list item. 35

40 8. Click the Next button. 9. Use Existing Employee if you are re-appointing a person, and know their employee number. 10. Use Person Search if you are appointing a new employee or don't know their employee number. Enter their last name, date of birth, and SIN. Ensure the details are correct. Note: International students must have a valid work permit and valid SIN that begins with '9'. 11. In this example, the person has not worked at Ryerson and does not exist in the system. You will need to enter the last name, date of birth, and SIN of the person you are appointing. 12. Social Insurance Numbers (SINs) that begin with a 9 are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 36

41 13. Click the Next button. 14. Level 1 - Student (Non-Union) appointments differ from regular Level I Non-Union. The student must meet the following requirements: - The person must be registered as either a part-time or full-time student at a recognized educational institution, and - The person must be regularly employed for not more than 24 hours per week during the Fall and Winter Semesters (September to May). Review the details for this type of appointment on the Hourly Rates of Pay for Non-Union Casual Employees ( page on the HR web site. 15. Employees are responsible for any updates to personal information, such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self service. Contact HR Client Services to change their name, SIN expiry date, or date of birth information. 16. A valid personal address is required for all appointments processed through eappoint. Update or add a new address to ensure that the employee receives the with instructions on how to activate or update their information in ehr. 37

42 17. For new appointments, you will need to enter their personal information and the SIN expiry date if the SIN starts with '9'. You will not be able to complete the transaction without this information. Click the Next button. 38

43 18. Enter the correct start and end dates to avoid having your transaction rejected and delaying the appointment process for the employee. Click the Calendar Start Date (Alt+5) button. 19. Click the Next Month button to select future dates. 20. Click the Date link. 21. Click the Calendar End Date (Alt+5) button. 22. Click the Next Month button. 23. Click the Date link. 24. Click the Look up Job Code (Alt+5) button. 39

44 25. Job Code determines the hourly pay rates for Non-Union Casual employees. In this example, you are appointing a 'Level I Casual' employee as a 'Service Worker' for a project. Depending on which department you appoint for, some jobs codes will not apply to your department. Refer to the Hourly Rates of Pay for Non-Union Casual Employees ( page for detailed pay information. 26. Click the TMPAS1 link. 27. By default, the department is that you are working in is selected. If needed, you can change the department code using the Look up Department (Alt+5) button. 28. All employees should have one supervisor assigned to them in their employee record. Click the Select Supervisor link. 40

45 29. Enter the desired information into the Last Name Begins With field. Enter "knurr". 30. Click the Search button. 31. Click the Select button. 32. Funding for this type of appointment is either internal (departmental) or from an external budget (for example, funded by OVPRI grant). Your answer to this question will determine if a department or OVPRI will validate this transaction. In most cases, you should select no unless you have instructions for the funding source. Click the Is this job funded by External Research Funding? list. 41

46 33. Click the No list item. 42

47 34. Click the Next button. 35. In this example, the minimum and maximum hourly rate for a Level 1 Casual employee is $14.00 per hour. Based on the job code you have selected, you will be able to appoint the person with this rate. For this example, enter "14.00" into the Comp Rate field. 36. Enter the desired information into the Stnd Hrs/Week field. Enter "24". Note: If you are appointing a 'LEVEL 1 - Student (Non-Union)', click here ( to review the policies. 37. Depending on the 'Reported Time Type' selected, the employee will either submit a payable time for the hours worked (Positive Hours), or the employee will be automatically paid on each pay day (Avg Hrs by Day). Click the Reported Time Type list. 43

48 38. Click the Positive Hours list item. 39. Estimated Contract Amount is calculated by multiplying the hourly rate by the Total Contract Hours. Estimated Cost with Burden is calculated by adding the burden rate and 4% vacation pay to the 'Estimated Contract Amount'. 44

49 40. Enter the 'Department' code (cost center) to allocate payroll costs to the applicable department. Click the Edit ChartFields button. 45

50 41. Department code (Cost Center) and Account code combinations are specific to each department. You cannot enter invalid combinations, and 0 should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in Activity and Employee/CrseID fields. Click the Ok button. 46

51 42. Enter the desired information into the Distrb % field. Enter "100". 43. Click the Next button. 44. The Summary Page provides an overview of all the data you entered on each of the screens. As a best practice, enter relevant comments for the validator. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 47

52 45. When you have reviewed and finalized the transaction, click the Submit button. The system will return to the start page. 46. You can review the transaction status under the Submitted Transactions section. 47. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 48

53 Research Assistants Ryerson's Research Assistants (RAs) program provides part-time employment opportunities to fulltime Ryerson students that are career-oriented and academically-relevant. Appointments for Research Assistant (RA) appointments during fall and winter semesters fall under the policies prescribed in the OPSEU collective agreement. Contract processing guidelines for RAs during the academic year: Term Summer Reasearch Assistant Type RA must be appointed as an approved 'Non-Union Workstudy' or 'Non- Union RA' Time Reporter Positive hours Fall RA must be appointed as an 'OPESU RA' Positive hours Winter RA must be appointed as an 'OPESU RA' Positive hours For more information on OPSEU pay rates, refer to the employee resources ( page by clicking the link for your employee group under the 'OPSEU' section. Procedure This topic demonstrates how to appoint an OPSEU research assistant for a fall term. 49

54 1. Navigate to the eappoint Start Page. Click the NavBar button. 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 50

55 5. Click the Appoint / Re-Appoint link. 51

56 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. Click the What type of employee is being appointed? list. 52

57 8. Click the Research Assistant list item. 53

58 9. Click the What type of Research Assistant are you appointing? list. 10. Non-Union RA: Only appoint in the summer. OPSEU RA: Only appoint in fall and winter. Workstudy RA: Only appoint in the summer. Click the OPSEU list item. 54

59 11. Click the Next button. 12. Use Existing Employee if you are re-appointing a person, and know their employee number. 13. Use Person Search if you are appointing a new employee or don't know their employee number. Enter their last name, date of birth, and SIN. Ensure the details are correct. Note: International students must have a valid work permit and valid SIN that begins with '9'. 14. Decision: Select an option listed below: Existing Employee (rehire) Go to step 15 Person Search (new hire) Go to step 47 55

60 15. In this example, the person has worked as an RA before at Ryerson and exists in ehr. For this re-appointment, you will enter the employee number and last name of the person. Enter " " into the Employee # field. 16. Enter the desired information into the Last Name field. Enter "Doe". 17. Click the Next button. 56

61 18. The system should display one match. If the search returns an employee who is not the one you are looking for, click the No Valid Match button to create a new employee contract. Note: If the information you have differs from the information in the system, check that you have entered the correct SIN. If you continue to experience issues, contact HR Client Services on ext Click the Select button. 19. When you re-appoint a person, their personal information will already be in ehr. Employees are responsible for any updates to personal information, such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self service. 20. A valid personal address is required for all appointments processed through eappoint. Update the existing address or add a new address to ensure the employee receives the with instructions on how to update their information in ehr. 57

62 21. Contact HR Client Services to change their name, SIN expiry date, or date of birth information. Click the Next button. 58

63 22. Enter the correct start and end dates to avoid having your transaction rejected and delaying the appointment process. Enter the desired information into the Start Date field. Enter "09/04/2018". 23. Enter the desired information into the End Date field. Enter "11/30/2018". 24. Click the Look up Job Code (Alt+5) button. 25. Job codes determine the hourly pay rates for OPSEU RAs. In this example, you are appointing an OPSEU RA employee for the fall semester of Click the RASOPS link. 26. By default, the department is that you are working in is selected. If needed, you can change the department code using the Look up Department (Alt+5) button. 59

64 27. All employees should have one supervisor assigned to their employee record. Click the Select Supervisor link. 28. Enter the desired information into the Last Name Begins With field. Enter "knurr". 29. Click the Search button. 30. Click the Select button. 60

65 31. Click the How is this job funded? list. 32. Funding for this type of appointment is from the following: department, external research (funded by a research grant), or internal (from the Dean). Your answer to this question determines if a department/dean or OVPRI will validate this transaction. If you are unsure about who will fund the appointment, contact your manager. 61

66 33. Click the Department Funding list item. 62

67 34. Click the Next button. 35. The minimum rates of pay for an OPSEU RA employee are available via the employee resources ( page by clicking the link for your employee group. Based on the job code you have selected, you will be able to appoint the person within a defined compensation range. In this example, enter "25.00" into the Comp Rate field. 36. Enter the desired information into the Stnd Hrs/Week field. Enter "10". 37. The employee must report time on a timesheet in order to receive pay. 38. Estimated Contract Amount is calculated by multiplying the hourly rate by the Total Contract Hours. Estimated Cost with Burden is calculated by adding the burden rate and 4% vacation pay to the 'Estimated Contract Amount'. 63

68 39. Enter the Department code (cost center) to allocate payroll costs to the applicable department. Click the Edit ChartFields link. 40. Department code (Cost Center) and Account code combinations are specific to each department. You cannot enter invalid combinations, and 0 should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in Activity and Employee/CrseID fields. Click the Ok button. 64

69 41. The Distrb % (distribution percentage) allocates the cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first distribution code, and then click + to add more distribution code(s) with its associated percentage amount/s. Enter "100" into the Distrb % field. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. 42. Click the Next button. 43. The Summary Page provides an overview of all the data you entered on each of the screens. As a best practice, enter relevant comments for the validator. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 65

70 44. When you have reviewed and finalized the transaction, click the Submit button. The system will return to the start page. 45. You can review the transaction status under the Submitted Transactions section. 46. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. Remaining steps apply to other paths. 66

71 47. Enter the desired information into the SIN field. Enter " ". 48. Social Insurance Numbers (SINs) that begin with a 9 are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 49. Click the Next button. 50. For new appointments, you will need to enter their personal information, and the SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 51. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 67

72 52. Click the Next button. Go to step 22 68

73 Token Payments Ryerson defines honoraria/token payments as 'thank you' payments of nominal value for voluntary services. Typically honoraria/token payments are non-employee payments. Payments made to faculty and staff are processed as employment income and added to their pay. For more information, see the Purchasing and Payment Services ( web site. If you have any questions or concerns about honoraria, or the employee/employer relationship, contact your HR Management Consultant ( by selecting your department. Procedure This topic demonstrates how to process a token payment for a guest lecturer. 1. Navigate to the eappoint Start Page. Click the NavBar button. 69

74 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 70

75 5. Click the Appoint / Re-Appoint link. 71

76 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. Click the What type of employee is being appointed? list. 72

77 8. Click the Token Payments list item. 73

78 9. Click the Next button. 10. You can only use Person Search for this type of appointment (non employee payments). Ensure the details are correct. 11. In this example, the person has not worked for Ryerson and will provide a guest lecture for a token payment of $450. You will need to enter the last name, date of birth, and a valid SIN. 12. For tax purposes, a non-resident is a foreign national who provides services in Canada, but does not establish residential ties. If an individual will provide services over several pay periods, they will need to provide evidence of a study/work permit, a SIN, and be paid as any other similar employee at Ryerson. For more information, contact HR Client Services ( 13. Click the Next button. 74

79 14. For new appointments, you will need to enter their personal information, and the SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 15. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 16. Click the Next button. 75

80 17. Token payments are processed at the end of each payroll period. This type of appointment requires the contract start and end dates to coincide with the first and last day of a pay period. For a list of pay dates and processing deadlines, refer to the employee resources ( page by clicking the link for your employee group. Click the Calendar Start Date (Alt+5) button. 18. Click the Next Month button. 19. Click the 6 link. 20. Click the Calendar End Date (Alt+5) button. 21. Click the Next Month button. 22. Click the 19 link. 76

81 23. Click the Look up Job Code (Alt+5) button. 24. Job codes are active for the duration of the applicable hiring period. Select the applicable job code for your transaction: EXGLEC for payments up to $5000, or EXHONR for token payments up to $500 for lecturers/external honorariums. Note: Do not use PERPRV or PRCPIP job codes - these are reserved for Nursing and DMZ. 25. Click the EXGLEC link. 26. By default, the department is that you are working in is selected. If needed, you can change the department code using the Look up Department (Alt+5) button. 27. In this example, the token payment will be processed by the University Advancement department. The supervisor is used to process the payment and not create a Reports To for time approval. Click the Select Supervisor link. 77

82 28. Enter the desired information into the Last Name Begins With field. Enter "knurr". 29. Click the Search button. 30. Click the Select button. 78

83 31. Funding for this type of appointment is either Internal (funded by a department) or External (research funding). If the token payment is funded by external research (for example, a federal grant), answer Yes to this question. In all other cases, answer No. Your answer to this question determines if a department or OVPRI will validate this transaction. Click the Is this payment funded by External Research Funding? list. 79

84 32. Click the No list item. 80

85 33. Click the Next button. 34. Token payments are one-time payments which are less than $500 for EXHONOR, and less than $5000 for EXGLEC. These payments are paid at the end of a pay period. For token amounts that are greater than $500, contact your Financial Services Advisor ( for assistance. Enter the amount into the Estimated Contract Amount field. Enter "450". 35. Enter the Department code (cost center) to allocate payroll costs to the applicable department. Click the Edit ChartFields link. 81

86 36. Department code (Cost Center) and Account code combinations are specific to each department. You cannot enter invalid combinations, and 0 should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in Activity and Employee/CrseID fields. Click the Ok button. 82

87 37. The Distrb % (distribution percentage) allocates the cost to the applicable department. If the cost is being split between departments, enter the percentage amount to be applied to first distribution code, and then click + to add more distribution code(s) with its associated percentage amount/s. Enter "100" into the Distrb % field. Note: Ensure the percentage totals add up to 100%. Distrb % cannot be split using $ amounts. 38. Click the Next button. 39. The Summary Page provides an overview of all the data you entered on each of the screens. As a best practice, enter relevant comments for the validator. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 40. The token payment's start and end dates must align with a pay period. If the dates do not align with a pay period, the system will adjust your original dates and notify you of the date change. 83

88 41. When you have reviewed and finalized the transaction, click the Submit button. The system will return to the start page. 42. You can review the transaction status under the Submitted Transactions section. 43. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 84

89 Workstudy Students The 'Work Study' (now called Career Boost) program provides part-time work opportunities on campus to help Ryerson students (in financial need) to meet their educational costs. Students work during the fall/winter semesters to gain academic or career related experience. Funding for these positions comes from the 'Ontario Work Study Plan' (OWSP) or university funding. The program provides funding to subsidize the student's compensation and the department (prospective employer) is responsible for topping up any additional funding to meet the wage requirements for each work study position. Contract start and end dates for work study appointments during the summer, follow three hiring periods: sumemr, fall and winter. Generally, these periods start in May of each year. For example: Summer Program Period 1 - Early May to Mid August Summer Program Period 2 - Late May to Late August Fall Program - Early September to Early December Winter Program - Early January to Early April Read the Employer Guidelines ( to learn more about the latest information for the Career Boost program, timelines and employer responsibilities Note: Payable hours entered after the last day of a period will not be funded by the Career Boost program. The Career Boost program does specify a "maximum earning per student" each year. As an administrator, you are required to be aware of hiring periods and maximum earning per student for Career Boost program positions. 85

90 Procedure This topic demonstrates how to hire an employee for the 'Fall/Winter Workstudy' program. 1. Navigate to the eappoint Start Page. Click the NavBar button. 2. Click the Navigator button. 86

91 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 87

92 5. Click the Appoint / Re-Appoint link. 88

93 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. Click the What type of employee is being appointed? list. 89

94 8. Click the Workstudy Students list item. 90

95 9. Click the Next button. 10. Use Existing Employee if you are re-appointing a person, and know their employee number. 11. Use Person Search if you are appointing a new employee or don't know their employee number. Enter their last name, date of birth, and SIN. Ensure the details are correct. Note: International students must have a valid work permit and valid SIN that begins with '9'. 12. Decision: Please make a selection from the options listed below: Existing Employee (rehire) Go to step 13 Person Search (new hire) Go to step In this example, the person has worked at Ryerson and exists in the system. Enter the employee number and last name of the person you are appointing. Enter " " into the Employee # field. 91

96 14. Tip: Ensure the last name is spelled correctly. Enter "Norton" into the Last Name field. 15. Click the Next button. 16. If the search returns an employee who is not the one you are looking for, click the No Valid Match button to create a new employee contract. 17. The system should display one match. If the search returns an employee who is not the one you are looking for, click the No Valid Match button to create a new employee contract. Note: If the information you have differs from the information in the system, check that you have entered the correct SIN. If you continue to experience issues, contact HR Client Services. Click the Select button. 92

97 18. When you re-appoint a person, their personal information will already be in ehr. Employees are responsible for any updates to personal information, such as: addresses, phone numbers, emergency contacts and direct deposit information using ehr self service. 19. A valid personal address is required for all appointments processed through eappoint. Update the existing address or add a new address to ensure the employee receives the with instructions on how to update their information in ehr. 20. Contact HR Client Services to change their name, SIN expiry date, or date of birth information. Click the Next button. 93

98 21. Enter the start and end dates for the contract. Worktudy Hiring Periods: Fall & Winter Semesters - Sep to March Fall Semester Only - Sep to Dec Winter Semester Only - Jan to Mar/Apr Read the Employer Guidelines to learn more about the current Career Boost ( a1fybe/edit) program details. In this example, we will hire for the Winter 2018 semester. Enter "01/08/2018" into the Start Date field. 22. Enter the desired information into the End Date field. Enter "04/06/2018". 23. Click the Look up Job Code (Alt+5) button. 94

99 24. Job codes are active for the duration of the applicable hiring period. Review the list of codes for definitions: WSFIPT WSFWPT WSFWRA WSSUPT, WSSUP2, WSSUP3 - for summer semester appointments only. Select the applicable code. Click the WSFWPT link. 25. By default, the department is that you are working in is selected. If needed, you can change the department code using the Look up Department (Alt+5) button. 26. All employees should have one supervisor assigned to their employee record. Click the Select Supervisor link. 95

100 27. Enter the desired information into the Last Name Begins With field. Enter "oritz". 28. Click the Search button. 29. Click the Select button. 30. Click the How is this job funded? list. 31. Click the Fall/Winter WSP- Department Funding list item. 32. Click the Next button. 96

101 33. You are required to review the minimum and maximum wage rates for work study and research assistant positions. Read the Employer Guidelines to learn more about the current Career Boost ( a1fybe/edit) program details. Enter the applicable hourly wage into the Comp Rate field. Enter "14.00". 34. Enter the expected hours of work per week into the Stnd Hrs/Week field. Enter "10". 35. The employee must report time on a timesheet in order to receive pay. 36. Enter the second Distribution Code to allocate costs to the applicable department. The first distribution cost defaults to a 'Distrb %' of x% - this will vary as work study wages are subsidized by different funding amounts each year. Ensure the total percentage adds up to 100%. During the summer, the work study program usually covers 100% of the cost, so you may not need to enter the additional %. Ensure the total percentage adds up to 100%. Click the Edit ChartFields link. 97

102 37. Click the Ok button. 98

103 38. Enter the desired information into the Distrb % field. Enter "36.845". 39. Estimated Cost with Burden cannot be greater than the maximum allowed for the appointment period. Maximum allowed depends on funding available in the workstudy program each year. The maximum is calculated by multiplying hourly rate by hours per week for the duration of the contract. You may be prompt to modify hourly rate, contract duration, or hours per week of contract amount exceeds the maximum. This ensures contracts with exceeding costs from being created. Estimated Cost with Burden includes burden rate ( a1fybe/edit) amount, including 4% vacation pay. Since workstudy students are paid by positive time, employers must monitor their spending to ensure they do not go over the maximum amount for the hire. Read the Employer Guidelines to learn more about the current Career Boost ( a1fybe/edit) program details. 40. The system will split the compensation costs for the employee between the applicable departments. Click the Next button. 41. The Summary Page provides an overview of all the data you entered on each of the screens. As a best practice, enter relevant comments for the validator. Before you submit the transaction, you can go back to any screen to change information by clicking on a tab at the top of the page. 99

104 42. When you have reviewed and finalized the transaction, click the Submit button. The system will return to the start page. 43. You can review the transaction status under the Submitted Transactions section. 44. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. Remaining steps apply to other paths. 45. Social Insurance Numbers (SINs) that begin with a 9 are issued to temporary workers who are neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until the expiry date printed on the front of the card. SINs for Canadian citizens and permanent residents do not have expiry dates. 100

105 46. Enter the desired information into the Student ID field. Enter " ". 47. Click the Next button. 101

106 48. Click the Select button. 49. For new appointments, you will need to enter their SIN expiry date (as required for SINs starting with '9'). You will not be able to complete the transaction without this information. 50. A valid personal address is required for all appointments processed through eappoint. This address is used to send an to new employees with instructions on how to activate and update their information in ehr. 102

107 51. Click the Next button. Go to step

108 Job Changes eappoint allows to you to change employee record information, should the employee's work circumstances change during the course of the academic year. You can complete the following types of changes: Change to hours, hourly rates etc. Change of supervisors Contract revision Change of distribution codes You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. The status of the contract (active, future-dated, or ended) will determine which effective date to use when completing a job change: If the contract is active, the current date can be used as the effective date for the job change. If the contract is future dated, the start date of the contract must be used as the effective date for the job change. If the contract is ended, please contact HR Client Services for more information. Note: Overloads for full sessional Instructors must be processed on a new 'non-posted' job opening in recruiting application. Recruiters for CUPE1 can only change an existing overload appointment using job changes. If you have questions about available job changes, please contact HR Client Services (hr@ryerson.ca (mailto:hr@ryerson.ca), 416/ ). 104

109 Change in Hourly Rate Job changes to hourly pay rates can be submitted for: Non-Union Casual Research Assistant Non-Union Casual WorkStudy Student You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. For all other employee groups contact HR Client Services on x5075. Procedure This topic demonstrates how to change the hourly rate. 1. Navigate to the eappoint Start Page. Click the NavBar button. 105

110 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 106

111 5. Click the Job Change link. 107

112 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Click the Calendar Effective Date of Change (Alt+5) button. 10. Click the Date link. 11. Click the Next button. 108

113 12. Click the Select button. 109

114 13. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 14. Click the Hourly Rate Change list item. 110

115 15. Click the How is this job funded? list. 111

116 16. Click the Department Funding list item. 17. In this example, we will increase the hourly rate of pay. Enter "18" into the Comp Rate field. 18. As a best practice, enter relevant comments for the validator. Click the Submit button. 112

117 19. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 113

118 20. Click the Trans Type list. 21. Click the Change list item. 114

119 22. Click the Refresh button. 23. Click the Transaction Number link to view the job change. 24. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction are also displayed (below). In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 25. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 115

120 Change in Contract Hours Job changes for contract hours can be submitted for: CUPE Unit 3 TA/GA CUPE 233 Part-time Non-Union Research Assistant Non-Union Casual WorkStudy Student You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. For all other employee groups contact HR Client Services on x5075. Procedure This topic demonstrates how to change contract hours. 1. Navigate to the eappoint Start Page. Click the NavBar button. 116

121 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 117

122 5. Click the Job Change link. 118

123 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Enter the desired information into the Effective Date of Change field. Enter "01/29/2018". 10. Click the Next button. 119

124 11. Click the Select button. 120

125 12. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 13. Click the Change in Contract Hours list item. 121

126 14. Click the How is this job funded? list. 122

127 15. Click the Department Funding list item. 16. For this example, we are adding 5 extra contract hours. Enter "15" into the Stnd Hrs/Week field. 17. As a best practice, enter relevant comments for the validator. Click the Submit button. 123

128 18. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 124

129 19. Click the Trans Type list. 20. Click the Change list item. 125

130 21. Click the Refresh button. 22. Click the Transaction Number link to view the job change. 23. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction are also displayed (below). In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 24. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 126

131 Contract Revision Job changes for contract revisions can be submitted for: CUPE Unit 1 Part-time Contract Lecturer CUPE Unit 1 Full Sessional Contract Lecturer You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. For all other employee groups contact HR Client Services on x5075. Procedure This topic demonstrates how to enter a contract revision. 1. Navigate to the eappoint Start Page. Click the NavBar button. 127

132 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 128

133 5. Click the Job Change link. 129

134 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Enter the desired information into the Effective Date of Change field. Enter "02/03/2018". 10. Click the Next button. 130

135 11. Click the Select button. 131

136 12. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 13. Click the Contract Revision list item. 132

137 14. Click the Edit ChartFields link. 133

138 15. Department code (Cost Center) and Account code combinations are specific to each department. You cannot enter invalid combinations, and 0 should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in Activity and Employee/CrseID fields. Click the Ok button. 16. Enter the desired information into the Distrb % field. Enter "100". 17. Enter the desired information into the Semester Hours field. Enter "9". 18. Enter the desired information into the Estimated Contract Amount field. Enter "20000". 19. Enter the desired information into the Start Date field. Enter "02/05/2018". 134

139 20. Enter the desired information into the End Date field. Enter "05/11/2018". 21. Click the Job Code list. 22. Click the Reduced Sessional Lecturer list item. 135

140 23. Enter the desired course information into the Course Title field. Enter "MHR405". 24. Enter the desired information into the Course Hours field. Enter "9". 25. As a best practice, enter relevant comments for the validator. Click the Submit button. 136

141 26. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 137

142 27. Click the Employee Group list. 28. To retrieve transactions that fall under any employee group, click the blank list item. 138

143 29. Click the Trans Type list. 139

144 30. Click the Change list item. 31. Click the Refresh button. 32. Click the Transaction Number link. 33. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction will display below. In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 34. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 140

145 Distribution Code, Supervisor, Hours & Rate Change Job changes for distribution codes can be submitted for: CUPE Unit 1 Part Time Contract Lecturers CUPE Unit 1 Full Sessional Contract Lecturers CUPE Unit 3 TA/GA CUPE 233 Part-time Non-Union Casual Research Assistants Non-Union Casual Graduate Student Stipends WorkStudy Students You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. Procedure This topic demonstrates how to change a contract's distribution code, supervisor, number of contract hours and contract amount. 141

146 1. Navigate to the eappoint Start Page. Click the NavBar button. 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 142

147 5. Click the Job Change link. 143

148 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Enter the desired information into the Effective Date of Change field. Enter "01/29/2018". 10. Click the Next button. 144

149 11. Click the Select button. 145

150 12. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 13. Click the Dist, Suprvsr, Hrs & Rate Chg list item. 146

151 14. Click the Select Supervisor link. 147

152 15. Enter the desired information into the Last Name Begins With field. Enter "knurr". 16. Click the Search button. 17. Click the Select button. 18. Click the Edit ChartFields link. 148

153 19. Department code (Cost Center) and Account code combinations are specific to each department. You cannot enter invalid combinations, and 0 should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in Activity and Employee/CrseID fields. Click the Ok button. 149

154 20. Enter the desired information into the Distrb % field. Enter "100". 21. Enter the desired information into the Semester Hours field. Enter "6". 22. Enter the desired information into the Estimated Contract Amount field. Enter "12000". 23. As a best practice, enter relevant comments for the validator. Click the Submit button. 150

155 24. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 151

156 25. Click the Trans Type list. 26. Click the Change list item. 152

157 27. Click the Refresh button. 28. Click the link. 153

158 29. Click the scrollbar. 30. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction are listed below. In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 31. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 154

159 Distribution Code Change Job changes for distribution codes can be submitted for: CUPE Unit 1 Part Time Contract Lecturers CUPE Unit 1 Full Sessional Contract Lecturers CUPE Unit 3 TA/GA CUPE 233 Part-time Non-Union Casual Research Assistants Non-Union Casual Graduate Student Stipends WorkStudy Students You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. Procedure This topic demonstrates how to change a distribution code for a contract. 1. Navigate to the eappoint Start Page. Click the NavBar button. 155

160 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 156

161 5. Click the Job Change link. 157

162 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Enter the desired information into the Effective Date of Change field. Enter "02/03/2018". 10. Click the Next button. 158

163 11. Click the Select button. 159

164 12. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 13. Click the Distribution Code Change list item. 160

165 14. Click the Is this job funded by External Research Funding? list. 161

166 15. Click the No list item. 16. In this example, a new cost centre will be added, in addition to the current cost centre. Both cost centre codes will be distributed by 50%. Click the Edit ChartFields link. 162

167 17. Department code (Cost Center) and Account code combinations are specific to each department. You cannot enter invalid combinations, and 0 should be entered into empty fields (example shown here). Contact your Financial Advisor ( for others codes which are used in Activity and Employee/CrseID fields. Click the Ok button. 163

168 18. Enter "50" into the Distrb % field. 19. Click the Add a new row at row 1 (Alt+7) button. 20. Click the Edit ChartFields link. 164

169 21. Click the Ok button. 165

170 22. Enter "50" into the Distrb % field. 23. As a best practice, enter relevant comments for the validator. Click the Submit button. 24. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 166

171 25. Click the Trans Type list. 167

172 26. Click the Change list item. 27. Click the Refresh button. 28. Click the Transaction Number link to view the job change. 29. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction are listed below. In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 30. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 168

173 Supervisor ID Change Supervisor job changes can be submitted for: CUPE Unit 1 Part-time Contract Lecturer CUPE Unit 1 Full Sessional Contract Lecturer CUPE Unit 3 TA/GA CUPE233 PT Non-Union Research Assistant Non-Union Casual WorkStudy Student You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. Procedure This topic demonstrates how to change a supervisor. 1. Navigate to the eappoint Start Page. Click the NavBar button. 169

174 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 170

175 5. Click the Job Change link. 171

176 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Enter the desired information into the Effective Date of Change field. Enter "02/03/2018". 10. Click the Next button. 172

177 11. Click the Select button. 173

178 12. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 13. Click the Supervisor ID Change list item. 174

179 14. Click the Is this job funded by External Research Funding? list. 175

180 15. Click the No list item. 16. Click the Select Supervisor link. 176

181 17. Enter the desired information into the Last Name Begins With field. Enter "bell". 18. Click the Search button. 19. Click the Select button. 177

182 20. As a best practice, enter relevant comments for the validator. Click the Submit button. 178

183 21. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 22. Click the Trans Type list. 179

184 23. Click the Change list item. 180

185 24. Click the Refresh button. 25. Click the Transaction Number link to view the job change. 26. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction are listed below. In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 27. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 181

186 Change Contract Amount Job changes for total contract can be submitted for Graduate Student Stipends You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. For all other employee groups contact HR Client Services on x5075. Procedure This topic demonstrates how to change the contract amount. 1. Navigate to the eappoint Start Page. Click the NavBar button. 182

187 2. Click the Navigator object. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 183

188 5. Click the Job Change link. 184

189 6. Read and acknowledge your FIPPA responsibilities. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Enter the desired information into the Effective Date of Change field. Enter "01/29/2018". 10. Click the Next button. 185

190 11. Click the Select button. 186

191 12. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 13. Click the Change Contract Amount list item. 187

192 14. Click the How is this job funded? list. 188

193 15. Click the Department Funding list item. 16. In this example we will increase the contract amount. Enter the desired information into the Estimated Contract Amount field. Enter "4500". 17. As a best practice, enter relevant comments for the validator. Click the Submit button. 189

194 18. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 190

195 19. Click the Trans Type list. 20. Click the Change list item. 191

196 21. Click the Refresh button. 22. Click the Transaction Number link to view the job change. 23. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction are listed below. In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 24. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 192

197 Change in Start & End Date Job changes for contract start and end dates can be submitted for: CUPE Unit 2 Continuing Education Contract Lecturers CUPE Unit 3 TA/GA CUPE 233 PT Continuing Education Non-Union Casual WorkStudy Students You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. For all other employee groups contact HR Client Services on x5075. Procedure This topic demonstrates how to change the start and end date. 1. Navigate to the eappoint Start Page. Click the NavBar button. 193

198 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 194

199 5. Click the Job Change link. 195

200 6. Click the Next button. 7. You must enter the Empl ID and Effective Date of the job change (for example, the day the change should occur). You could also use other search fields: Last Name, First Name, SIN, or Student ID. Note: Do not enter all the fields - this is not required. If the employee was appointed to a department that you do not have access to, you cannot change their job data. 8. Enter the desired information into the Empl ID field. Enter " ". 9. Enter the desired information into the Effective Date of Change field. Enter "09/04/2018". 10. Click the Next button. 196

201 11. Click the Select button. 197

202 12. Depending on the required change, you will need the relevant information on-hand to complete the transaction. Click the What type of job change is it? list. 13. Click the Change in Start/End Date list item. 198

203 14. Click the Is this job funded by External Research Funding? list. 199

204 15. Click the No list item. 16. In this example, we will be changing the contract start and end dates to later dates. Enter "09/10/2018" into the Start Date field. 17. Enter "12/21/2018" into the End Date field. 18. As a best practice, enter relevant comments for the validator. Click the Submit button. 200

205 19. You can review the transaction status under the Submitted Transactions section. Click the Review Transaction Status link. 201

206 20. Click the Trans Type list. 21. Click the Change list item. 202

207 22. Click the Refresh button. 23. Click the Transaction Number link. 24. You will find details about the job change and the new estimated contract amount and cost. The validators for this transaction are listed below. In order for these changes to be effective for the next pay, the validator can refer to the eappoint Validated Transactions deadlines ( on the bi-weekly pay schedule. 25. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 203

208 Change in Hours & Hourly Rate Job changes for hourly rates and semester hours can be submitted for: CUPE 1 Part-time Contract Lecturer CUPE 1 Full Sessional Contract Lecturer You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change. For all other employee groups contact HR Client Services on x5075. Procedure This topic demonstrates how to change hours and hourly rate. 1. Navigate to the eappoint Start Page. Click the NavBar button. 204

209 2. Click the Navigator button. 3. Click the eappoint menu. 4. Click the eappoint Start Page menu. 205