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

• Search for employees
• Appointment editing guidelines
• Optional: Add a new employee
• Enter appointment data for AY appointments
• Enter appointment data for 12 month appointments
• 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:  02 Counselors
• 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 (at the bottom of the page).

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.
• Continue to Enter TAE 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.

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 and update the Grade, if appropriate.

Step 3: 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 4: Verify and edit the Base Rate, if appropriate.

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

• Enter a value for Term only if you are using an AY Job code (3071, 3073, 3075).
• If your campus uses multiple sessions per term, you must use the lookup.
• The Term value autocompletes the Effective Date, End Date, and Multi Term Date.

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 a value in the Adjust field to adjust the dates.

• Early Term
• Late Start
• None
• Other

Guidelines

• When you select a value for this field, the EffDt, End Date, and Multi Term Date can become editable.
• Changes to these fields affect the time paid for that employee.

• Use Other if you need to change the dates without changing the pay

Step 10: Use the Lookups to select the Weighted Teaching Units (WTU) OR the FTE.

• WTU and FTE update each other.
• 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: Enter the Entitlement, if appropriate.

Step 14: Optional: Select Unconditional if the employee has a full year, full time employment.

Checking this box alters the Appointment Notification

Step 15: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 16: 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 17: Optional: Click Save for later.

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

Step 18: Select Ready if the entire row is correct and ready for processing.

Step 19: 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.

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 and update the Grade, if appropriate.

Step 3: 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 4: Verify and 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 the Appendix.

Step 7: Enter an EffDt.

Step 8: Enter an End date.

Step 9: Use the Lookups to select the Weighted Teaching Units (WTU) OR the FTE

• WTU and FTE update each other.
• 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.

Step 11: Optional: Enter the Entitlement, if appropriate.

If the employee has an entitlement, enter the number.

Step 12: Optional: Select Unconditional if the employee has a full year, full time employment.

Checking this box alters the Appointment Notification.

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

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