This job aid shows campus administrators how to set up Temporary Academic Employment.

Before your campus can use the Temporary Academic Employment mod, you must enter data into the following tables.

• Set up CSU TAE Appointment Type
• Set up CSU TAE Academic Year
• Set up CSU TAE Session Codes
• Set up CSU TAE Term Table
• Set up CSU TAE Process Defaults
• Set up CSU TAE Pay Calendar

• Appointment notifications are generated from the Text Catalog, which is a table of text strings that are referenced by the application code to display messages.
• The Text Catalog includes the campus link under the Text ID-LETTER_CAMPUS-LINK.
• You need to review and submit a ServiceNow request to have your campus link appear on the appointment notification.

Review the CSU TAE Appointment Type table.

• Any changes to the status can be submitted through a ServiceNow ticket.
• Any additional value request can be submitted through a change control.

Step 1: Navigate to CSU TAE Academic Year.

• Menu > CSU Temp Academic Employment > CSU TAE Setup Table > CSU TAE Academic Year

Step 2: Search for and then select your Business Unit (campus).

The CSU TAE Academic Year page opens for your business unit.

Step 3: Complete the following fields:

• Academic Year
• Start Date
• End Date
• Description

Step 4: Click Plus to add more rows, if needed.

Step 5: Click Save when you have finished adding values.,

Step 1: Navigate to CSU TAE Session Codes.

• Menu > CSU Temp Academic Employment > CSU TAE Setup Table > CSU TAE Session Codes

Step 2: Search for and then select your Business Unit (campus).

Step 3: Complete the following fields:

• Session Code
• Description
• Short Description
• EffDt
• Status

Guidelines

• Every campus must have a Session Code 1.
• Session Codes cannot start with 0.
• Create a GA session code so that campuses can create a Term using the GA session code and 5 equal payments can occur.

Step 4: Click Plus to add more rows, if needed.

Step 5: Click Save when you have finished adding values.

Step 1: Navigate to CSU TAE Term Table.

• Menu > CSU Temp Academic Employment > CSU TAE Setup Table > CSU TAE Term Table

Step 2: Search for and then select your Business Unit (campus).

Step 3: Complete the following fields:

• Business Unit:
• Term
• STRM
• CSU Year
• Academic Year
• Session Code
• Start Date
• End Date

• Summer Session
• Number of Pay Months
• #Units per AY
• Academic Days in Terms
• Description
• Short Description

Guidelines:

• Campuses should create a Term that uses the GA session code so that 5 equal payments can occur.
• The campus submits an academic calendar to the Chancellor’s Office for approval. After it is approved, use this calendar to set the dates on the CSU TAE Term Table.
• Term Code naming convention: 2[YY]X, where YY is the last two digits of the year, and X is a code for the term. Example: 2175 (2, 2017, 5 = summer).
• Academic year is required for all terms, including Summer.
• For Summer terms, you do not need to select academic year 1 of 3 or 2 of 3.
• Pay months are based on the SCO pay calendar.
• Academic Days in Terms are not needed for special session or immediate pay appointments.
• Description and Short Description: These fields may contain only letters, numbers, and spaces. Dashes or other special characters are not allowed.

Step 4: Click Plus to add more rows, if needed.

Step 5: Click Save when you have finished adding values.

This table is primarily CMS-owned however each campus will have its version under its BUSN Unit.

Step 1: Navigate to CSU TAE Process Defaults.

• Menu > CSU Temp Academic Employment > CSU TAE Setup Table > CSU TAE Process Defaults

Step 2: Search for and then select your Business Unit (campus).

Step 3: Update the following fields as needed:

• *PPT Status
• *Retirement Code

Do not update any other fields.

Step 4: Click Plus to add more rows, if needed.

Step 5: Click Save when you have finished adding values.

The calendar starts counting from the beginning of the pay period to determine the pay days for the employee.

Step 1: Navigate to CSU TAE Pay Calendar.

• Menu > CSU Temp Academic Employment > CSU TAE Setup Table > CSU TAE Pay Calendar.

Step 2: Search for and then select your Business Unit (campus) and year.

Step 3: Complete the CSU TAE Pay Calendar fields:

• AY Pay Period
• 12 month Pay Period

Guidelines

• Checked days are workdays.
• Clear holidays during the academic year.
• The number of boxes checked should be the same number entered on the CSU TAE Term Table under the Academic Days in Terms field.
• AY employees do not get paid for holidays (boxes unchecked).
• 12 month employees get paid for holidays (boxes checked).
• The system only counts days after the term start date, so you do not need to uncheck dates prior to this date.

Step 4: Click Save when you have finished adding values.

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