This job aid shows appointment data entry employees how to initiate temporary academic appointments for Coaches.

• Search for employees
• Appointment editing guidelines
• Optional: Add a new employee
• AY appointments – Enter data
• 12 Month appointments – Enter data
• 10 Month appointments – Enter 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:  04 Coaches
• Empl ID
• Dept ID
• Term
• Job Code
• Lookback Dt

• 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.
• Term: The Term search field will only pull appointments that have been saved on the Appointment Data Entry page with that term.

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.

• 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.

A new row is added 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 TAE Appointment Data.

• Use this procedure to enter data for academic year appointments.
• 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.

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.

• Verify or update the position data based on the Position Nbr that you entered.
• Decide whether a new employee record is needed. If the job code is changing, then a new employee record is required based on the standard job stacking process. For more information, review the CHRS Position Paper on Job Stacking Strategy.

Step 3: Verify and update the Grade, if appropriate.

Step 4: Edit the Base Rate, if appropriate.

Step 5: Click the Lookup icon to select a Term.

- Optionally, you can type the term ID into this field directly

• If your campus uses multiple sessions per term, you must use the lookup.
• The Term value autocompletes the Effective Dt, End Date, and Multi Term Date fields.

Step 6: Click the Lookup icon to select a Session Code.

• This field automatically defaults to Session 1.
• If your campus uses multiple sessions per term, you must use the lookup.
• Session field updates the Effective Date, End Date, and Multi Term Date.

Step 7: Click the Lookup to select an Appointment Type:

1. 001-Acad Year
2. 006-Semester
3. 007-Qua Apt
4. 008-Two Qua Ap
5. 017-Multi AY

• Appt Type is a required field.
• Certain fields become editable based on the Appt Type field that you select.

Step 8: Optional: Select an Other Action.

Use this field to initiate no changes, cancelations, short work breaks, and other actions. To learn more about other actions, see Appendix: Other Actions.

Step 9: Optional: Select an Adjust value to adjust the EffDt, End Dt, or Multi Term Date, then enter dates:

A. Enter an EffDt

B. Enter an End Date

C. Enter a Multi Term Date

Adjust values:

• Early Term: End Dt and Multi Term Date fields become editable.
• Late Start: EffDt field becomes editable.
• Other: EffDt, End Dt and Multi Term Date become editable

Step 10: . Enter the FTE

• The FTE updates the Actual Comp Rate field.
• The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. A warning message will appear if unvalid value is entered.
• You might need to use the Advanced Lookup to find the closest approved value to your desired value

Step 11: . Review the Actual Comp Rate field.

Step 12: Review the Term Rate field.

Step 13: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 14: 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 15: Optional: Click Save for later.

The changes that you made on the current page are saved, but not submitted.

Step 16: Select Ready if the entire row is correct and ready for processing.

Step 17: 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.

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.

• Verify or update the position data based on the Position Nbr that you entered.
• Decide whether a new employee record is needed. If the job code is changing, then a new employee record is required based on the standard job stacking process. For more information, review the CHRS Position Paper on Job Stacking Strategy.

Step 3: Verify and update the Grade, if appropriate.

Step 4: Edit the Base Rate, if appropriate.

Step 5: Click the Lookup to select an Appointment Type:

- 002-12 Month

• Appt Type is a required field.
• Certain fields become editable based on the Appt Type field that you select.

Step 6: Optional: Select an Other Action.

Use this field to initiate no changes, cancelations, short work breaks, and other actions. To learn more about other actions, see Appendix: Other Actions.

Step 7: Enter an EffDt.

Step 8: Enter an End date.

Step 9: Enter the FTE.

• The FTE updates the Actual Comp Rate field.
• The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. A warning message will appear if unvalid value is entered.
• You might need to use the Advanced Lookup to find the closest approved value to your desired value.

Step 10: Review the Actual Comp Rate field.

Step 11: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 12: 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 13: Optional: Click Save for later

The changes that you made on the current page are saved, but not submitted.

Step 14: Select Ready if the entire row is correct and ready for processing.

Step 15: 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

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.

• Verify or update the position data based on the Position Nbr that you entered.
• Decide whether a new employee record is needed. If the job code is changing, then a new employee record is required based on the standard job stacking process. For more information, review the CHRS Position Paper on Job Stacking Strategy.  

Step 3: Verify and update the Grade, if appropriate.

Step 4: Edit the Base Rate, if appropriate.

Step 5: Click the Lookup to select an Appointment Type:

- 012-10 Month

• Appt Type is a required field.
• Certain fields become editable based on the Appt Type field that you select.

Step 6: Optional: Select an Other Action.

Use this field to initiate no changes, cancelations, short work breaks, and other actions. To learn more about other actions, see Appendix: Other Actions.

Step 7: Enter an EffDt.

Step 8: Enter an End date.

Step 9: Enter the FTE

• The FTE updates the Actual Comp Rate field.
• The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. A warning message will appear if unvalid value is entered.
• You might need to use the Advanced Lookup to find the closest approved value to your desired value.

Step 10: Review the Actual Comp Rate field.

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