Why did I get an error message of line not valid when I tried to do a hire form?
Which Smart Form do I use when I want to hire a student who is already employed on campus?
When do I need to submit a separation form?
Which form do I use to appoint a volunteer?
When do I need to enter degree information on the hire/rehire or personal data form?
When do I need to do a labor distribution schedule?
What is the effective date of a labor distribution schedule?
Who completes the labor schedules for student assistants and for Extra Service?
Can I change a labor schedule in the middle of the pay period?
When do I need to end a labor schedule?
What percentage should I use in the labor schedule when the employee is working part time?<
When do I need to complete a position request form?
What happens to my position requests?
Do I have to request approval for adjunct positions every semester?
Why did I get an error message of line not valid when I tried to do a hire form?
Answer:
All line numbers on the faculty staff payroll are not valid until a department receives approval to fill from the appropriate Vice President and/or the budget office. You will need to submit a Position Request form for approval to fill before you can continue. When the approval to fill is received, the Human Resource office will change the status of the position to Valid and you will be able to complete and submit the smart form.
When I tried to open a smart form the person came up but the name was not in blue and I could not open the record. How can I get the record to open?
Answer:
When you cannot open a record it is because there is some time of conflict with the existing record and your search criteria. You may be trying to appoint someone to a payroll they are already on or there is another smart form in process that has not been finalized yet for that person on that payroll. Check your employee view to determine the current status of your employee or your find submittals to see if you have a form that has already been started but not yet completed.
Which Smart Form do I use when I want to hire a student who is already employed on campus?
Answer:
If the student is already appointed to another student assistant position on campus, you will need to complete an Assignment Change form to add a new assignment to that employee. If the student is on the student assistant payroll and you want to hire him/her to different payroll, complete a concurrent hire form.
When do I need to submit a separation form?
Answer:
A separation form needs to be completed whenever an employee is to be removed from the payroll in your position. A separation form should be submitted for all work study students and student assistants when you know they will not be returning to your assignment, i.e. graduation or failure to report to work after the summer.
Do I need to do a separation form at the end of the semester for my Adjuncts and/or student employees?
Answer:
There are some transactions that the Human Resource Office processes that mass suspends/terminates employees at the end of the academic semesters. Those transactions include:
Mass termination of all Graduate and Teaching Assistants on the Wednesday following commencement.
Mass termination of all Adjuncts with semester appointments on the Wednesday following commencement.
Mass suspend all work study students on the Friday before commencement.
Which form do I use to appoint a volunteer?
Answer:
All volunteers are reported to the Human Resources Office on a Personal Data smart form. A tentative end date of one year will be used unless you provide a date. See also Volunteer Appointments.
When do I need to enter degree information on the hire/rehire or personal data form?
Answer:
Degree information is required for all employees being appointed to a teaching position (paid or unpaid) or whenever a degree is a requirement for the position. All information on the degree including specialization needs to be completed on the appropriate smart form. If the college or university you need is not included in the pick list, you can e-mail the Human Resource Office and they will enter the college or university into the system so you can continue with the smart form.
When do I need to do a labor distribution schedule?
Answer:
A labor distribution schedule needs to be completed:
What is the effective date of a labor distribution schedule?
Answer:
The effective date of a schedule is the date of appointment or the first day of the pay period following the last processed pay period. You will get an error message if you try to use an effective date prior to the appointment date or the last payroll processed through labor distribution.
Who completes the labor schedules for student assistants and for Extra Service?
Answer:
The Human Resource Office completes the labor distribution schedules for all extra service based on information contained on the authorization forms and student assistants based on the POETS information provided on the time sheets.
Can I change a labor schedule in the middle of the pay period?
Answer:
No. All labor schedules are effective the first day of the pay period. If you want to make changes in the middle of the pay period, you need to calculate the percentage of the check to be charged against the old schedule and the percentage to be charged against the new schedule for that pay period. If the new change is to be the new schedule for future pay periods, you will need to end this split schedule and create a new schedule for the following pay period to distribute 100% of the next paycheck to the new schedule.
When do I need to end a labor schedule?
Answer:
You need to end date a labor schedule when you want to change any one of the five factors that make up the POETS or when you want to change the percentage distribution. Remember all labor distribution schedules need to start on the first day of a pay period and end on the last day of a pay period.
What percentage should I use in the labor schedule when the employee is working part time?
The labor distribution schedule has no relationship to the percentage worked by the employee. The labor schedule should always total 100%. You can check your distribution percentage by clicking on the refresh button before saving the schedule.
What percentage should I use in the labor schedule when the employee is working part time?Answer:
The labor distribution schedule has no relationship to the percentage worked by the employee. The labor schedule should always total 100%. You can check your distribution percentage by clicking on the refresh button before saving the schedule.
When do I need to complete a position request form?
Answer:
A position request form needs to be submitted to the Human Resource office:
To request approval to fill all positions on the faculty/staff payroll whether the person is going to work for one hour or indefinitely.
To change the funding source of a position on the faculty/staff or GATA payrolls. Please remember, when you change the funding on this form you need to change the funding source (award) in the Labor distribution schedule and when you change the funding in the Labor schedule you need to do a position request form for these two payrolls.
To request a reclassification (change in title or grade) for an existing position
To move a position from one organization to another.
What happens to my position requests?
Answer:
All position request for the faculty staff payroll are submitted to the appropriate Vice President's office for approval and if the use of state funds are involved, to the Budget Office for approval. When approved, the Human Resource Office will convert the position status to valid and will notify the program area that the position is available to be filled on the designated effective date.
Do I have to request approval for adjunct positions every semester?
Answer:
It depends. If you initially requested approval to fill for the full academic year, it is not necessary to request a new approval to fill for the spring semester. However, if you just requested approval to fill for one semester and now want to expend that appointment into the next semester you will need to have a new approval to fill. A basic rule to keep in mind is anew approval to fill is required whenever you want to extend an appointment beyond the previously provided tentative end date.
