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HR Front End Transaction – Reappoint a Fall or Spring Graduate Assistantship

Overview

Transaction type: Reappointment

Routing: Org Initiate, Org Review, Home Org Review (if different than appointing Org), College Review (if added by system), Apply

Documents to attach:

  • Offer/Accept letter
  • Written permission from ISSS or program sponsor for employees holding a J-1 visa (requires a new letter for each job) if applicable

I-9 Reverification (if necessary due to VISA expiration):

The University of Illinois uses Tracker for completion and reverification of I-9s. To update or reverify an employee’s work authorization, the appropriate I-9 Manager or Designated Agent must complete Section 3 of the I-9 electronically in Tracker on or before the prior expiration date or the date of reappointment following a break in service, and before the HR Front End transaction is routed. Should a reappointment be processed without a valid I-9, Academic HR will contact the unit and/or college.

See I-9 Job Aids available

HR Front End Detailed Steps

  1. Select Employee Search or enter UIN under Quick Search on home screen
  2. Verify employment eligibility:
    1. Check General Information tab to verify employment eligibility (VISA expiration date). If expired or needs extended, process a reverification I-9 as noted above. Note: job end date cannot be after VISA expiration date.
    2. If VISA expiration date needs extended and if grad’s home org, process an Employee Data Change (EMP) transaction. If not home org, move to step 3.
      1. Select Transactions » Employee Data Change (EMP), change VISA expiration date and VISA code (if needed)
      2. Click Save
      3. Click Add Change
  3. Select Transactions » Reappoint/Reactivate Job
  4. Select the job to be reappointed by clicking on it. Do not attempt to reappoint a previous summer job (SM suffix) for either Fall or Spring semesters. Click Continue.
  5. Enter Job Begin Date and Job End Date for the new appointment. Typical dates are 8/16/YY to 12/31/YY and 1/1/YY to 5/15/YY. Note: job end date cannot be after VISA expiration date. Click Continue to return to Employee Record View (ERV).
  6. If VISA needs extended and not home org, add transaction Memo instructing home org to add an Employee Data Change (EMP) component. Include VISA code if needed and new expiration date.
  7. Click on the job to expand
  8. On the Job Data screen:
    1. Edit the Job FTE if necessary, using decimal value from 0.01 to 1.00. Note: the total FTE range to qualify for tuition waiver is 0.25 to 0.67. You will receive a message indicating the default earnings hours/unit value corresponding to this job has been updated. Click OK.
    2. Review the Monthly salary (ensure the salary meets campus or bargaining agreement requirements). Update if necessary.
    3. Select Job Change Reason. If reappointing at the same rate of pay, the default Job Change Reason RA001 (Reappointment) is correct. If change in salary is due to academic progress, select SA026 (Academic Progress). If change in salary is due to annual increase, select SA008 (Annual Increase).
    4. Verify Timesheet Org. Select from drop down list if change is needed.
    5. Type a Job Comment that includes contact email & phone number, explanation for any salary increase/FTE change and click Add Comment. Note: once the comment is added you cannot change or remove it.
    6. 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.
  9. Add attachment(s) as follows:
    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
    7. Repeat as necessary for additional documents. Once all are listed, click Upload. Check the message at the top of the screen to ensure that no error occurred.
    8. Click Done
    9. 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.
  10. Routing
    1. Review all changes and click Route. Should get message success routing to Org Review Stop.
    2. Unless transaction needs to be reviewed by someone else, continue to click Take Ownership and Route until take ownership is no longer an available option.
    3. Transaction will continue to route through the Org Review, Home Org Review (if applicable) and College Review, depending on the initiator’s permissions.
    4. Note: If I-9 reverification was required and appointing unit is not Home Org, Home Org will need to add Employee Data Change (EMP) component as noted in Memo (see Step 6 above).
    5. Note: If Grad’s Home Org is the Fellowship Office, transaction will route to the Fellowship Office for home org approval.
    6. If transaction contains an Employee Data Change (EMP) component or Home Org is the Fellowship Office, it will route to Academic HR for apply.

See Also


Keywords:
HR Front End, HRFE, grad assistant, grad assistantship, reappointment 
Doc ID:
157534
Owned by:
Anisat A. in University of Illinois Human Resources
Created:
2025-12-17
Updated:
2026-01-30
Sites:
University of Illinois Human Resources