To gain an understanding on how to process the hiring of an Adjunct Staff Member on HRIS by recording the following:

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1 Contents Procedure Overview 1. Hiring Process Steps 2. Create Adjunct Appointment HR Data Verification Report & Master Data Sheet UTORAUTH Letter Procedure Overview Overview To gain an understanding on how to process the hiring of an Adjunct Staff Member 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 Cost Centre Work Contract Work Permit Number (for employee with SIN starting with 9) Work Permit Date of Issue (for employee with SIN starting with 9) Expiry Date of Work Permit (for employee with SIN starting with 9) HRIS Procedure Document FINAL For Assistance with this Process

2 Effective Start Date and End Date of the Adjunct Appointment Department where the employee is affiliated with for the Adjunct Appointment 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-Active or Re-Hire action. HRIS Procedure Document FINAL For Assistance with this Process

3 1. Hiring Process Steps Click on the following path: Human Resources Personnel Management Administration HR Master Data Fast Entry Processing Fast Entry for Actions To hire an Adjunct casual employee enter the following information: 1. Enter employee hire date 2. Enter the Other Casual Academic position number Note: Country Address is defaulted to CA Canada. Choose a different country if Permanent Address is not Canada. 3. Click on under Action Type 4. Click on to Execute. Fast Entry for Casuals New Hire Screen 1. Create Personal Data. If the SIN starts with 9, once you validate your entries the Employment Authorization fields will be proposed. Incorrect information prevents Canada Revenue Agency (CRA) from maintaining correct CPP records for the employee. Use legal names (not alias) and update-to-date SIN. 2. Create Permanent Address. HRIS Procedure Document FINAL For Assistance with this Process

4 3. Create Taxation. 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. 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. 5. Create Organizational Assignment. Note: Choose Work Contract K3 Casual/HERE-PT 6. Create Date Specification Note: First day worked defaults to the Hire Date. 7. Click 8. For employee with SIN starting with 9, create Employment Authorization. HRIS Procedure Document FINAL For Assistance with this Process

5 9. If no other fields are proposed, click Execute. The Personnel Number will be automatically generated once record has been successfully created. 2. Create Adjunct Appointment Click on the following path: Human Resources Personnel Management Administration HR Master Data Maintain 1. Enter employee number 2. Click on Tab 3. Select (IT 9031) 4. Click to Create. 5. Select from the list of subtypes. Create Other University Appointment (9031) is proposed 1. Enter effective Start Date and End Date 2. Enter Appointment Type 3. Enter Organizational Unit 4. Click on to validate. 5. 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 HRIS Procedure Document FINAL For Assistance with this Process

6 Personnel Actions Screen. HR Data Verification Report 1. Click on the HR Data Verification Report Button at the top of the screen 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 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 HRIS Procedure Document FINAL For Assistance with this Process

7 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