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

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

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: 07 Extension
• Empl ID
• Dept ID
• Term
• Job Code
• Lookback Dt

Guidelines

• Verify that the Business Unit is correct.
• EE group is required.
• Only employees who are in Job Data are returned.
• 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. to retrieve employees 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.

• 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 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: Click the Lookup icon to select a Term.

• If your campus uses multiple sessions per term you must use the lookup.
• The Term that you select updates the Effective Date and End Date.

Step 5: Optional: Click the Lookup icon to select a Session Code if appropriate.

• This field automatically defaults to Session 1.
• If your campus uses multiple sessions per term you must use the lookup.
• Field changes automatically update the Effective Date and End Date

Step 6: Click the Lookup to select an Appointment Type: 005-Immediate Pay.

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

Step 7: Optional: Select an Other Action.

• Use this field to initiate cancelations termination and revision. To learn more about other actions see Appendix: Other Actions.
• Generally short work breaks no changes and the other actions do not apply to this EE Group.

Step 8: Optional: Select Other in the Adjust field.

• The Effective Date and End Date fields become editable.

Step 9: Enter the Rate Per WTU value.

• Currently the system is not set up to pay per student so you must figure out what you need to pay and enter that rate into the Rate Per WTU field.

Step 10: Enter the WTU or FTE values.

• The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. You will receive a warning message if you enter an invalid value.
• WTU and FTE update each other and also the Total Comp value.
• For FTE you might need to use the Advanced Lookup to find the closest approved value to your desired value.
• WTU is a free form field.
• For acceptable PIMS values for WTU and FTE use the WTU FTE Fraction Hours Spreadsheet.

Step 11: Review the Total Comp.

• Total Comp is calculated based on a formula.

Step 12: Optional: Enter the Program name.

• This field has a 14 character limit of mixed case.
• If entered the Program Name is printed on the Appointment Notification.

Step 13: Optional: Enter the Course Name.

• The Appointment Notification for the employee will alter based on whether the field is completed.
• Currently the course name field allows only upper case letters.

Step 14: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 15: 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 16: Optional: Click Save for later.

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

Step 17: Select Ready if the entire row is correct and ready for processing.

Step 18: Click Save & Submit.

• The rows that you submitted are sent for approval. The approval workflow launches.

Step 19: Optional: Notify the department chair.

• Currently the department chair is not automatically notified about additional employment.

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