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

• Search for employees
• Appointment editing guidelines
• Optional: Add a new employee
• 12 Month – Enter appointment data
• 10 Month – 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: 03 Librarians
• Empl ID
• Dept ID
• Term
• Job Code
• Lookback Dt

Guidelines

• Verify that the Business Unit is correct.
• This screen capture is split: the left half of the screen is shown above the right half in order to fit on this page.
• 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.,

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 4: 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.

Step 18: 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:
• 12 Month – Enter appointment data
• 10 Month – 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.

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: Verify and edit the Base Rate, if appropriate.

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

• 002-12 Month

Guidelines

• 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 a value for the Effective Date.

Step 8: Enter a value for the End Date field.

Step 9: Enter values for hours or FTE equivalent.

• Editing Hours updates FTE and editing FTE updates Hours.
• The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
• 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.

• The Actual Comp Rate is automatically adjusted by the Hours and FTE values.

Step 11: Enter the Entitlement, if appropriate.

• If the employee has an entitlement, enter the number of WTUs that they are entitled to for that academic year if the work is available.

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.

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 18: 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 18: 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 18: Verify and update the Grade, if appropriate.

Step 18: Verify and edit the Base Rate, if appropriate.

Step 18: 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 18: 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 18: Enter a value for the Effective Date.

Step 18: Enter a value for the End Date field.

Step 18: Enter values for hours or FTE equivalent.

• The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
• 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.

• The Actual Comp Rate is automatically adjusted by the Hours and FTE values.

Step 11: Enter the Entitlement, if appropriate.

If the employee has an entitlement, enter the number of WTUs that they are entitled to for that academic year if the work is available.

Step 12: Select values for Month Off #1 and Month Off #2.

• Only enter if using 012-10 Month Appt Type and a 10-month job code.
• IMPORTANT: If you enter values for either of these fields, the month will be printed on the appointment notification.

Step 13: Optional: Select Unconditional if the employee has a full year, full time employment.

• Checking this box alters the Appointment Notification.

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 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.

This appendix explains the Other Actions menu choices.

End of Article