This job aid shows appointment data entry employees how to initiate temporary academic appointments for Additional Employment

• Search for employees
• Appointment editing guidelines
• Optional: Add a new employee
• Enter appointment data
• Appendix: Other Actions

• New data entry page that displays multiple appointments simultaneously
• Autocomplete some data fields by using campus-maintained lookup tables
• Automatic approval workflow routing after appointment data is submitted

You should be familiar with the following documents:

• TAE EE Group Appt Data Entry Guide
• CHRS Position Paper on Job Stacking Strategy

Step 1: Navigate to CSU TAE Appointment Data Entry

• Menu > CSU Temp Academic Employment > CSU TAE Appointment Data Entry

Step 2: Enter search criteria for the employees that you want to retrieve.

• Business Unit (campus)
• EE Group: 08 Additional Employment
• Empl ID
• Dept ID
• Term
• Job Code
• Lookback Dt

Guidelines

• Verify that the Business Unit is correct
• Only employees who are in Job Data are returned.
• EE group is required..
• Typically, users include their Dept ID in the search.
• Lookback Dt.: This field is set by default to look back 18 months for employees. You can edit this date.
• Empl ID: Returns the last row in Job Data, regardless of lookback date limits.

Step 3: Click Search.

Employees are retrieved from Job Data. If an employee has worked multiple consecutive jobs, the most recent job is retrieved.

Step 4: Review the results.

• Controls for the display are in the top left and right corners of the page.
• You might need to scroll to the right to see all the data and controls.

Guidelines

• Use the tabs or the Show All Columns button to change your display. Optionally, you can Personalize the columns that are shown.
• Click Find to find a specific employee.
• Click the table button to export the data to a Microsoft Excel spreadsheet.
• Use the arrow buttons to page through multiple pages of results, or revise the search fields to narrow your search. For example, use the Dept ID field to show only employees in that department.

Step 5: Optional: Click the Empl Stat value for an employee to view an employee’s work history.

Use these guidelines when you enter data for your department within each EE group.

If the employee is not in the search returns, use this procedure to add an employee record. The employee must already have an Empl ID.

Step 1: Click Add new Person to add a new row to the page.

Step 2: Use the Lookup to enter the Empl ID.

• The Empl ID populates the Name field.
• If the person does not have an Empl ID, you cannot add it here.
• If the person does not have a Business Email, the system warns you and prevents you from submitting the transaction.
• Continue to Enter appointment data.

Employee data rows stretch across the page. You must use the scroll bar to see the entire row. This procedure shows fields sequentially from the left to the right of the same row.

When you select the appointment type, some of the fields change. Be sure to follow the instructions for the correct appointment type.

Step 1: Verify and update the Position Nbr field, if appropriate.

• This field is generally updated if there are funding changes.
• Only active position numbers are allowed.

Step 2: Verify the Job Code. This field pulls from the position number and should be 2403.

Step 3: Verify and update the Grade, if appropriate. This field pulls from the position number.

Step 4: Click the Lookup to select an Appointment Type:

• 020-AE-16th WTU
• 021-AE-Lump Sum
• 022-AE AY Daily Rate-172

Guidelines

• Appt Type is a required field.
• Depending on which value you select, other fields become editable or read-only.
• Continue data entry based on the appointment type:
• Appointment Type 020 Enter Data
• Appointment Type 021 – Enter Data
• Appointment Type 022 – Enter Data 

Regardless of which appointment type, you can complete the entry for this row using the following steps.

Step 1: Optional: Enter an assignment title.

• Assign Title: A free-text field where you can enter the assignment title.
• The assignment title prints on the employee’s Notification letter.
• This field has a 14 character limit.

Step 2: Optional: Use the Lookup to enter a Project ID. The Project ID populates the Description field.

Step 3: Review the Act Pay columns from January to December.

• Actual pay for each month is calculated from the base rate, FTE and the number of 12mo pay days in that month that the assignment encompasses.

Step 4: Verify Sum Payment, if applicable.

Step 5: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 6: Optional: Select Diff Appt.

This check box is for submitting multiple appointments for one employee.

• Unchecked: multiple appointments use the same appointment number and are on one appointment letter.
• Checked: This appointment receives a separate appointment number and a separate appointment notification letter.  

Step 7: Select Ready if the entire row is correct and ready for processing.

Step 8: Click Save & Submit.

• The rows that you marked Ready are submitted for approval.
• The approval workflow launches. The record is removed from the staging table until the transaction is fully approved, deleted, or pushed back to the originator.

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