HR Front End Detailed Steps

1. Search for employee and open Employee Record View.
2. If you do not have access to this employee, you will need to REQUEST ACCESS to add a job.
   1. If you have had to request access, you will need to click the Add Change button.
3. Select Transactions » Add a Job.
4. Select Employee Group G- Grad and Pre Doc Fellows. OR Enter the position number in the I have a position number field (should select the appropriate graduate assistantship classification pooled summer position). Click Continue and move to step 4.
   1. Type Total % Employed for entire person (in whole numbers from 1 to 100). Press Tab or click Continue.
   2. Select length of academic contract Greater than or equal to 9 months. (NOTE: You must select this even if appointment is less than 9 months)
   3. Select Pay Basis 9/9.
   4. Click Continue.
5. Job Dates screen:
   1. Verify Job Employee Class is GA.
   2. Type Job Begin and Job End Dates (should be somewhere between 5/16/YY and 8/15/YY). Summer jobs cannot begin prior to 5/16 or end after 8/15.
   3. Click Continue.
6. Type a position number, or search for a position by chart and org and highlight the desired position. You should have a pooled summer position for the appropriate classification already established. (If you entered a position number in Step 3, skip this step)
7. Click Continue.
8. Position Data is not editable in the Add a Job transaction. All summer positions have Type P-Pooled.
9. Click Continue.
10. On the Job Data screen:
    1. Edit the Suffix to SM.
    2. Factor defaults to 9. Select 1, 2 or 3 factors. The factor will match the number of pay periods (# of checks the student will receive during the summer period).
    3. Edit the Job FTE, using decimal value from 0.01 to 1.00.
    4. Enter the job’s MONTHLY salary (must be at or above the campus minimum and be proportionate to the spring salary if the job is in the same unit and title); ANNUAL salary will automatically calculate (will be monthly salary x factors).
    5. Verify Timesheet Org; change if needed.
    6. Change Leave Category to IN – Ineligible.
    7. Verify the Job Labor Distribution:
       1. If a change is needed to existing values click on that field, overwrite the numbers, and click Update to the right of the LD row. Note: You must click Update next to each LD row for which you change values.
       2. If an additional line is needed, use vertical blank fields below the LD row(s) to enter data, click Add LD.
11. Type a Job Comment. If rate is other than 1/9th per month please explain. Also include contact email & phone number, and click Add Comment. Note: Once the comment is added you cannot change or remove it.
12. Click Continue. May get message regarding tuition waiver eligibility (if total FTE is less than .25 or greater than .67). If so, click Continue again.
13. You are now at the Employee Record View (ERV).
14. To add attachment(s) follow the steps below:
    1. Click Attachments tab.
    2. Click Add Attachment.
    3. Click Browse, select document to attach (either on your hard drive or network drive).
    4. Click Open.
    5. Click Add.
    6. Select Document Type, and type a Description.
       1. Offer Letter = Offer/Acceptance Letter
    7. Repeat as necessary for additional documents.
       1. Grad Request for Exception to Limit on Summer Appointment = Exception to Limit on Summer Appointment
       2. J-1 Letter = Employment Docs
    8. Once all are listed, click Upload. Check the message at the top of the screen to ensure that no error occurred.
    9. Click Done.
    10. You may change the Doc Type in Employee Record View by using the drop down box. You can also edit the Description. Then click Save Attachment.
15. Routing:
    1. Review all changes and Route. Should get message Success routing to Org Review stop.
    2. If initiator also has Org Review permissions, click the Take Ownership button in the Employee Record View. Otherwise, the transaction appears in Org reviewer Group Inbox. Org reviewer must Take Ownership, review, and Route. Should get message success routing to DEPT Apply stop. (If reviewer is not the home org, it routes to the home org for apply; will route to Campus HR if home org is the Fellowship Office)
    3. Transaction appears in the HOME ORG Group Inbox. HOME ORG must Take Ownership.
       1. Verify that all required documents are attached.
       2. Review remainder of transaction and Apply.