Navigate to: Personnel > Maintenance > Personal Profile

Transcription

1 Appoint Re-Hire Once your preferred candidate has accepted your offer and the offer has been recorded in Core (see QRG: Pre-Arrival - section A) they What s Changed? 1. Start date (p4) guidance updated. (24/8/12). should be appointed, i.e. linked in the system to the relevant planned appointment and funds allocated (even if they are not expected to start for some time). Where they have been previously employed by the University it is necessary to re-hire them rather than set up a new employee record. For TUPE and hybrid T&C employees it is important to refer to Personnel Services before proceeding with a transfer refer to page 3 to see where this is flagged if you need to check this. Navigate to: Personnel > Maintenance > Personal Profile Employee Search window (PER021S) 1. Click the button. The Applicants/Posts window opens. How the employee applied for the post will drive the next steps, refer to: Section 2.1: If your employee applied for the post via erecruitment. Section 2.2: If your employee is a direct appoint (i.e. not via erecruitment). 2.1: Via erecruitment a. On the Applicants tab locate the relevant Applicant in the list, using the search criteria if needed. Check the Post and Recruitment ID (Vacancy number) are as expected. b. Check if the Personnel Number is populated. If it is, then click the button to the right of the relevant Applicant. Now go to step 3. c. If the Personnel Number is not populated, click the button to the right of the relevant Applicant. The New Appointment Search window opens: d. Use the Search criteria to locate the existing Employee. Enter the employee s Name. e. Click. f. Locate the relevant employee in the list. Click the button (to the right of the employee record). The system displays a message. PA2d_Appoint Rehire v2.5.docx Page 1 of 7

2 Note: If you are not entirely sure the existing person is the same person as your applicant then enter the NI number or Date of Birth in order to confirm before clicking Yes. 2.2: Not via erecruitment In the Applicants/Posts window: A a. Select the Posts tab and enter the Post Number [A]. b. Click.The system displays the relevant Post. c. Click the button to the right of the post. The New Appointment Search window opens: d. Use the Search criteria to locate the existing employee. Enter the employee s Name. e. Click. Note: If you are unable to locate the individual as expected, and they were an employee on, or since, 01/08/03 contact HRIS Support. Do not create a new record for the individual. f. Locate the relevant employee in the list. Click the button to the right of the employee record. Now go to Step 3. PA2d_Appoint Rehire v2.5.docx Page 2 of 7

3 3. The Re-hire Person window opens: 4. Check details are correct and update if required. Note: If the Job Category field indicates that the employee is TUPE or HYBRID do not proceed contact Personnel Services for guidance. 5. Click. PA2d_Appoint Rehire v2.5.docx Page 3 of 7

4 6. Check details are correct and update if required. Field Name (* mandatory) Start Date * Target End Date * Cost Centre * Description Check this is still correct and update if necessary. Note: If the actual start date you wish to appoint from is earlier than the date shown, contact HRIS support to amend the start date of the post before proceeding with the appointment. Enter if applicable e.g. for fixed term post. This should be the departmental default. Project * Should be default code (00/00000). Job Category Job Title * Do not use. Check/select this from the generic list. * Click the button and enter the actual job title (case sensitive). Note: the actual job title will appear in the template documents, such as the conditional offer/contract letter. Employee Status * Sub Status * Category * Sub Category * Check/select relevant e.g. Permanent, Fixed term. Note: Picks up value from previous appointment so important to check and change if required. Select relevant, e.g. Full-Time, Part-Time, Term Time Note: Picks up value from previous appointment so important to check and change if required. Indicates the role/categorisation of an academic contract. It relates to the contract of employment and the job description. Check/update if necessary: - Not Applicable/Not Required (applies to academic-related, support and variable hours staff and casuals) - Not Teaching and/or Research (applies only to senior university officers, e.g. Pro-Vice-Chancellors) - Research Only (applies where the contracted primary academic employment function is research only, even though the contract may include a limited number of hours teaching) - Teaching and Research (applies where the contracted academic employment function is both teaching and research, e.g. university lecturer) - Teaching Only (applies where the contracted academic employment function is teaching only.) Note: This analysis is used for statutory reporting and will be especially important for the forthcoming REF exercise. Check/update if necessary. It is important that the correct staff classification is selected. Full guidance notes can be found on the Personnel Services website. Hours * Enter, e.g FTE Hours * FTE * FTE% * Action * Reason Code * Select the relevant hours e.g Note: when you tab or click out of the hours field, the system will automatically update the FTE%. Check as expected and update Hours if necessary to correct. Check as expected and update Hours if necessary to correct. Select New Appointment. Select New Appointment (Ex-Employee). PA2d_Appoint Rehire v2.5.docx Page 4 of 7

5 7. Click. 8. Check details are correct and update any of the following fields if required. Field Name (* mandatory) Pay Group * Point * Multiplier * Increment Due Date * Comments Salary Comments * Paygroup Hours Description Check pay group is correct. Note: You cannot alter it at this point. Contact HRIS Support if it is incorrect for this appointment. Check/update the salary scale point as required. Check as expected. If it is not, click Previous, and correct Hours. Cannot be changed here. Date relates to previous appointment. Enter comments if required relevant to the increment due date. Enter notes for the Approver/ Payroll, to re-iterate the type of appointment e.g., Rehire. This value has no impact on pay and should be ignored. Note: For guidance on changing the increment due date for the new appointment (if relevant) refer to QRG: Manage Changes: Increment Due Date (CH17). 9. Click. You are returned to the Appointment Details window (PER746). Allocate funding (Cost Allocations) 1. Click button Post Appt Maintenance (PER620) window opens. PA2d_Appoint Rehire v2.5.docx Page 5 of 7

6 2. Go to Selection > Cost Allocation Cost Allocations window opens. 3. If there is already a cost allocation, click to update if required. Alternatively, click button. The Add/Edit Cost Allocation window opens: 4. Complete details as below. Field Name (* mandatory) Start Date * End Date * Description Enter the start date for the new cost allocation. Enter the end date if relevant. % * Enter %, e.g. 100, 50. Note: allocation may be split between more than one Cost Centre, but the total allocation must add up to 100%, even where the FTE is less than 1. Cost Centre * Project Code * Note: You can type cost centre straight into the field, but it must be in upper case. Cost centre search will look within the Name and Code fields together, therefore when searching for a cost centre code you need to prefix the search criteria with a wild card %. E.g. to search for codes starting DKRR enter search criteria %dkrr (search field is not case sensitive). Name is displayed first in the search results but you can scroll right to see the codes. Select or enter relevant task/activity. 5. Click then. You are returned to the Cost Allocations window. 6. Click. You are returned to the Post Appointment Maintenance (PER620) window. Source of Funds Where the cost centre code does not reflect the source of funds, additional information must be provided. This is important for PRAS to be able to then define the HESA source of funds. E.g. where a suspense code is being used whilst awaiting a true cost centre to be set up, or where a GL code is being used to administer externally funded appointments. PA2d_Appoint Rehire v2.5.docx Page 6 of 7

7 1. Go to Selection box > User Data. The User Maintenance window opens. 2. Click to display User Defined Field List of Values. 3. Select Appt: Source of Funding. 4. Click. A 5. Enter the Date From [A]. This should be the appointment start date. 6. Enter additional information as required into Comments field(s). 7. Click then. You are returned to the User Maintenance window. 8. Click. You are returned to the Post Appointment Maintenance (PER620) window. Exit all windows back to the Personnel main screen. Note: Rehires remain Dormant until they are commenced. Important to search for status All when looking for the individual in any searches. NEXT STEPS: Refer to the New Starter Checklist and QRG: Pre-Arrival - section D onwards for guidance. PA2d_Appoint Rehire v2.5.docx Page 7 of 7