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

• 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: 06 Substitute Faculty
• 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.
• Only employees who are in Job Data are returned.
• Both EE group and Empl ID cannot be left blank. One 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.

• Currently, the Data Entry page does not have a refresh feature. To refresh the page, click Search.

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 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: 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.

• Pulls from the position nbr and should be 2356.

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

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

• This field is not used to process any calculations, but is still required.
• If the employee is existing or returning the field will default from their current job date.
• If the employee is new, then enter the same amount in the Base Rate field as the Lab/Lecture Rate.

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

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

Step 6: Click the Lookup to select an Appointment Type:

• 005-Immediate Pay

Guidelines

• 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 the Appendix.

Step 8: Enter the effective date in the EffDt field.

• Currently, when you add another row for the same employee, the Effective Date does not carry over from the original row. You must re-enter the date.

Step 9: Enter the End Date.

• Currently, when you add another row for the same employee, the End Date does not carry over from the original row. You must re-enter the date.

Step 10: Select either Lecture or Lab.

• If this person is teaching both lecture and lab, add another row to enter the other option.

Step 11: Enter the Lec/Lab hours

• Entering hours updates Lec/Lab Tot Amt.

Step 12: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 13: 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 14: Optional: Click Save for later.

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

Step 15: Select Ready if the entire row is correct and ready for processing.

Step 16: 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.

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