Re-Hire a Staff Member into an Appointed Position

Transcription

1 Re-Hire a Staff Member into an Appointed Position Contents Procedure Overview Re-Hire Process Steps for Full or Part-Time Appointed Staff For Part-Time Appointed Staff the following screens will appear: Re-Hire Process Steps for both Full and Part Time Continued HR Data Verification Report & Master Data Sheet UTORAUTH Letter Procedure Overview Overview To gain an understanding on how to process the rehire of an appointed staff member by recording the following: Re-Hire Date Term Date (If applicable) Action Type Rehire Appointed Position Form of address Name SIN Birth date Gender Address Fund Centre Cost Centre HRIS Procedure Document FINAL For Assistance with this Process

2 Rehire is used for: Casual (non-appointed) employees returning to an appointed staff position Appointed Staff returning to new appointed contract Employment Status The rehire event will return an inactive staff member from withdrawn to active which will then allow payments to go through. Position Number When rehiring staff replace the # Position number with the appropriate one in your organizational unit. Re-Hire Process Steps for Full or Part-Time Appointed Staff Click on the following path: Human Resources Personnel Management Administration HR Master Data Personnel Actions 1. Enter the personnel number 2. Enter the effective date 3. Click on 4. Click Execute Copy Action Screens Populates (Automatically) 1. Enter the Create Organizational Assignment (0001) Screen Populates Create Organizational Assignment (0001) Screen Populates (Automatically). This screen shows the Main or Primary position for the Staff Member. Verify that the appointed Staff Member is connected to the correct organizational unit (a.k.a. Home Department) and that the position number has carried forward from the previous screen. 1. Enter the 2. Enter the percentage the employee is attached to this position 3. Select the appropriate contract from the drop down menu 4. Click or press ENTER HRIS Procedure Document FINAL For Assistance with this Process

3 For Part-Time Appointed Staff the following screens will appear: Change Organizational Assignment Pop-up Window appears Note: This window allows you to view and maintain the various positions that an employee holds. The Future Assignment tab is used to maintain the positions, and the Current Assignment tab displays the current positions. 1. Enter number to add another position in the blank field. 2. Highlight each position line and click to show you are adding a relationship, and delete indicates one has ended (Verify each position has been assigned) 3. Click on Note: A staffing percentage pop up window will be proposed 1. Click on 2. Click on Save Copy Personal Data (0002) If there are no changes to be made, click Next Record arrow Create Contract Elements (0016) Screen Populates Automatically 1. Select the contract type 2. Enter contract type is enter the date. 3. Change the Probationary Period if necessary. 4. Click or press ENTER 5. Click to SAVE Create Monitoring of Tasks (0019) Screen Populates Automatically ONLY if contract type is Term. Use this screen to setup a reminder and assist with indicating the end of this employee s probationary period, or secondment. 1. Verify the default or enter information in the Type of Task, Date of Task and Reminder Date fields. HRIS Procedure Document FINAL For Assistance with this Process

4 This message indicates you have chosen a day that falls on the weekend. The system will automatically choose the following working day. Use the free form Comments section to add any notes. Re-Hire Process Steps for both Full and Part Time Continued The Create Tax screens are always proposed with the BasicTotal Credit Amounts. If the previous Total Credits were other than the basic amount you must reenter the previous Total Credits. If this is not done the employee would be taxed at a higher rate. Also if the employee had Additional Tax amounts that also would have to be updated Create Tax Assignment CA (0461) Screen Populates Automatically 1. Verify provincial (Ontario) default information Create Provincial Tax CA (0462) Screen Populates Automatically 1. Verify provincial (Ontario) default information Create Federal Tax (0463) Screen Populates Automatically 1. Verify or change if necessary the 2. Enter any additional tax if applicable from the TD1 Tax Form in 3. Click or press ENTER 4. Click to SAVE Create Appointment Detail (9009) Screen Populates Automatically This infotype contains pertinent reporting information for Human Resources. Complete the following highlighted fields all others have been pre-populated based on the information entered in the Organizational Assignment Screen. 1. Enter the rank level under Position Detail (not required for Appointed Administrative Staff) HRIS Procedure Document FINAL For Assistance with this Process

5 2. Enter the internal order, if applicable. If an internal order is entered, do not enter a cost centre 3. Enter the number, if applicable. 4. Click or press ENTER 5. Click to SAVE The percentage will default to the percentage that was used in the Organizational Assignment based on the position number once entries are validated. Create Planned Working Time (0007) Screen Populates Automatically This screen displays the hours, per policy and collective agreement, verify the percentage or change if necessary. The Record of Employment when issued will be based on these hours. 1. Enter the employment percent for this staff member Create Basic Pay Screen Populates Automatically 1. Verify the following fields being automatically populated from information entered on Organizational Assignment and Appointment Detail screens (Level required for Academic Staff). 2. Enter the Reason for USW staff members not required for non-unionized administrative staff and academic s 3. Click or press ENTER 4. Click to SAVE Create Cost Distribution (0027) Screen Populates Automatically Verify the information prepopulated on this screen from the Appointment Detail screen. 1. Click or press ENTER 2. Click to SAVE HRIS Procedure Document FINAL For Assistance with this Process

6 If you change the account details on the Cost Distribution Screen (0027) you must also change the same information on the Appointment Detail Screen (9009). Create Addresses (0006) Screen Populates Automatically 1. Choose from a drop-down or enter, all fields of data (Do NOT change the Permanent Residence Field) Create Bank Details (0009) Screen Populates Automatically 1. Enter the appointed staff s bank details Note: SAP requires a 9-digit number for the Bank Key/Transit Number field; a 0 is placed at the beginning of the Bank Key/Transit Number. If no banking information is available change the Default F (Electronic Funds Transfer EFT) to C which will produce a U of T Cheque. (The name of the bank will display against the bank key, verify the bank.) Create Date Specifications (0041) Screen Populates Automatically 1. Verify the information in the 00, 01 (prepopulated fields ) and enter the first day worked -40. HRIS Procedure Document FINAL For Assistance with this Process

7 Create Rank and Status Information (9023) Screen Populates Automatically (This screen will only appear for an Academic Position complete any necessary updates) 1. Enter the Faculty Rank Code 2. Verify Status Effective Date and change if applicable. 3. Enter the Status 4. Enter the Status Review Date Note: Status Review Date is applicable only if employee is in the Tenure Stream. 5. Click or press ENTER. 6. Click to SAVE. Create Education (9022) Screen Populates Automatically 1. Enter the Education information for all fields. 4. An automatically populated box appears to enter another degree click YES (repeat steps 1-3). If no further degrees click NO END OF REHIRE AN APPOINTED STAFF MEMBERS PROCESS STEPS HR Data Verification Report & Master Data Sheet Run the Data Verification Report after the rehiring 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 infotypespersonnel 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 rehiring 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