This job aid shows appointment data entry employees how to initiate temporary academic appointments for Summer 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: 05 Summer
• 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.Optional: Click the Empl Stat value for an employee to view an employee’s work history.

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.

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 them 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.

• 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 icon to select a Term.

• If your campus uses multiple sessions per term, you must use the lookup.
• The Term value autocompletes the Effective Date, and End 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.
• Field changes automatically update the EffDt and End Date fields.

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

• 010-Summer Ses
• 009-Ex Qua Apt

Guidelines

• 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 cancelations, termination, and revision. To learn more about other actions, see the Appendix.

Step 9: Optional: Select a value in the Adjust field to adjust the dates.

• Early Term
• Late Start
• None
• Other

Guidelines

• Depending on the value for this field, the EffDt and End Date might become editable.
• Changes to these fields affect the time paid for that employee.
• None or Other: Use either of these options if you need to change the dates without changing the pay.

Step 10: Enter the Weighted Teaching Units (WTU).

• Total Comp will only populate if the Student Count and Reduced Rate fields are blank.
• WTU is a free-form numerical field. For values, consult the WTU FTE Fraction Hours Spreadsheet.
• You might need to update the WTU with a valid value when applicable.

Step 11: Optional: Enter the Course Name.

• This field alters the Appointment Notification for the employee.
• Currently, the Course Name field allows only upper case letters.

Step 12: Optional: Enter the Student Count.

• Student Count updates the Reduced Rate value.
• If this field is blank, the Reduced Rate value will be blank and the Total Comp Field will populate instead.
• Currently, when you are revising a transaction, the Student Count does not recalculate Reduced Rate correctly. To recalculate the Reduced Rate field, update the student count to a different number and press tab, then return the student count to the original number and press tab.

Step 13: Optional: Select the Summer Stipend option, if applicable.

• If you check this box, the summer stipend language prints on 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