CHRS Knowledge Base

EE Group Appointment Data Entry Guide

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Table of Contents

01 - Lecturers

12 Month
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
0393
2359
2369
2391		 002-12 Month Appt Type
Eff Dt
End Dt
FTE
Hours		 Hours based on FTE
FTE based on hours
Actual Comp Rate based on formula
  1. Base rate x FTE = Actual Comp Rate
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
Academic Year (AY)
0357
0360
0361
0364
0365
0557
0560
0564
2158
2308
2358
2393
2458 		001-Acad Year
003-Ent Y1
006-Semester
014-Ent 1 of 3
015-Ent 2 of 3
016-Ent 3 of 3
017-Multi AY 		Term
Session (if outside regular session 1)
Appt Type
WTU
FTE 		Eff Dt (Based on Term/Session Entered)
End Dt (Based on Term/Session/Appt Type Entered)
Multi Term End Dt (Based on Term/Session Entered)
WTU (if FTE entered)
FTE (if WTU entered)
Actual Comp Rate (Based on Formula)
Term Rate (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
  2. Actual Comp Rate x Number of pay checks (comes from the term table) = Term Rate
Notes:  
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. Use the Adjust field to open up the Effective Date/Term End Date fields
  3. Late Start/Early Term:
    • Daily Rate x FTE x Number of Days= Late Start (Total Term)
    • Daily Rate x FTE x Number of Days= Early Term (Total Term)
  4. Remember: The daily rate is different per term, as the number of days in the term can differ. So the calc would be days work divided by days in the term times the term total = late start/early term total
  5. No more than three(3) appointments can be entered at a time

02 - Counselors

12 Month
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2338
2436
2437
3070
3072
3074		 002-12 Month Appt Type
Eff Dt
End Dt
WTU
FTE		 WTU (if FTE entered)
FTE (if WTU entered)
Actual Comp Rate (Based on Formula)		 Base Rate x FTE = Actual Comp Rate
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
Academic Year (AY)
3071
3073
3075		 001-Acad Year
006-Semester
017-Multi AY		 Term
Session (if outside regular session 1)
Appt Type
WTU
FTE		 Eff Dt  (Based on Term/Session Entered)
End Dt  (Based on Term/Session/Appt Type Entered)
Multi Term End Dt (Based on Term/Session Entered)
WTU (if FTE entered)
FTE (if WTU entered)
Actual Comp Rate (Based on Formula)
Term Rate (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
  2. Actual Comp Rate x number of payments = Term Rate
Notes
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. Use the Adjust field to open up the Effective Date/Term End Date fields
  3. Late Start/Early Term:
    • Daily Rate x FTE x Number of Days= Late Start (Total Term)
    • Daily Rate x FTE x Number of Days= Early Term (Total Term)
    • Remember: The daily rate is different per term, as the number of days in the term can differ.   So the calc would be days work divided by days in the term times the term total = late start/early term total
  4. No more than three(3) appointments can be entered at a time

03 - Librarian

12 Month
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2913
2919
2926
 012-10 Month
 Appt Type
Eff Dt
End Dt
Months Off #1
Months Off #2
Hours
FTE
 Hours (if FTE entered)
FTE (If hours entered)
Actual Comp Rate (based on formula)
  1. Base rate x FTE = Actual Comp Rate
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
Academic Year (AY)
2914
2920
2927
  002-12 Month Appt Type
Eff Dt
End Dt
Hours
FTE
 Hours (if FTE entered)
FTE (If hours entered)
Actual Comp Rate (based on formula)
  1. Base Rate x FTE = Actual Comp Rate
Notes:  
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time

04 - Coaches

10 Month
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2374
2377
2380
2383		 012-10 Month Appt Type
Eff Dt
End Dt
Months Off #1
Months Off #2
FTE		 Actual Comp Rate (Based on Formula)
  1. Base rate x FTE = Actual Comp Rate
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
12 Month
2373
2376
2379
2382		  002-12 Month Appt Type
Eff Dt
End Dt
FTE		 Actual Comp Rate (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
Notes:  
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
Academic Year (AY)
2375
2378
2381
2384		 001-Acad Year
006-Semester
017-Multi AY		 Term
Appt Type
Session  (if outside regular session 1)
FTE		 Eff Dt  (Based on Term/Session Entered)
End Dt  (Based on Term/Session/Appt Type Entered)
Actual Comp Rate  (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
Notes:  
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. Use the Adjust field to open up the Effective Date/Term End Date fields
  3. Late Start/Early Term:
    • Daily Rate x FTE x Number of Days= Late Start (Total Term)
    • Daily Rate x FTE x Number of Days= Early Term (Total Term)
    • Remember: The daily rate is different per term, as the number of days in the term can differ.   So the calculations would be days work divided by days in the term times the term total = late start/early term total
  4. No more than three(3) appointments can be entered at a time

05 - Summer

Summer
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2357
2368
2457		 010-Summer Ses Term
Session  (if outside regular session 1)
Appt Type
WTU
Rate Per WTU (if not 2360 job code)		 Eff Dt  (Based on Term/Session Entered)
End Dt  (Based on Term/Session/Appt Type Entered)
WTU (if employees primary job code is 2360)
Reduce Rate (Based on Student Count entered, if student count is not entered field will be blank and the Total Comp Field will populate instead)
Total Comp Field (Based on Formula)
  1. Monthly AY x 12/number of units in the term table = Rate Per WTU
  2. Rate Per WTU x WTU = Total Comp
  3. Rate Per WTU x WTU X % of Full Pay=Reduced Rate
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
  3. Immediate pay should have no more than 1 decimal place

06-Substitute Faculty

Substitute
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2356 005-Immediate Pay Grade
Term
Appt Type
Eff Dt
End Dt
Lecture/Lab
Lec/Lab Hrs		 Lec/Lab Rate (Based on what was entered in the Grade field and whether Lab/Lec was selected, the amount pulls from CSU TAE Substitute Appt Tbl)
Lec/Lab Total Amt (Based on formula)
  1. # of Hours x Lec/Lab Rate= Lec/Lab Tot Amt
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than two(2) appointments can be entered at a time
  3. Base Rate Field is not used to process any calculations, but is still required. If the employee is new, then a rate must be entered. 
    • It is recommended that the user enter the same amount in the Base Rate field as the Lab/Lecture Rate.
  4. Immediate pay should have no more than 1 decimal place

07 - Extension

Extension
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2322
2323
 005-Immediate Pay Term
Session (if outside regular session 1)
Appt Type
Rate Per WTU
WTU
FTE
 Eff Dt  (Based on Term/Session Entered)
End Dt  (Based on Term/Session/Appt Type Entered)
WTU (if FTE entered)
FTE (if WTU entered)
Total Comp (Based on Formula)
  1. WTU X Rate Per WTU= Total Comp
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
  3. Immediate pay should have no more than 1 decimal place

08 - Additional Employment

16th Unit
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2403 020-AE-16th WTU Term
Session (if outside regular
Appt Type
WTU
AY Monthly Base Rate (if applicable)
  • AY Monthly Base Rate (if employee has an active 2358 appt in the same department)
  • Eff Dt  (Based on Term/Session Entered)
  • End Dt  (Based on Term/Session Entered)
  • FTE (Based on WTU)
  • Total Comp Rate (Based on Formula)
  • 2403 Base Rate (Based on Formula)
  1. Total Comp = (AY Monthly Base X 12 /30) x WTU
  2. 2403 Base Rate= Total Comp Rate/ FTE x (1/( # of Days working in January/ # of day in January Pay Period) + (# of Days working in February/ # of day in February Pay Period) + (# of Days working in March / # of day in March Pay Period) + (# of Days working in April/ # of day in April Pay Period) + (# of Days working in May / # of day in May Pay Period) + (# of Days working in June/ # of day in June Pay Period) + (# of Days working in July / # of day in July Pay Period) + (# of Days working in August / # of day in August Pay Period) + (# of Days working in September / # of day in September Pay Period) + (# of Days working in October / # of day in October Pay Period) + (# of Days working in November / # of day in November Pay Period) + (# of Days working in December / # of day in December Pay Period))
  3. Monthly Actual Pay Amount = ((2043 Base Rate/Days in Pay Period) x FTE) x # of Days Working 
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
Lump Sum
2373
2376
2379
2382		  021-AE-Lump Sum Appt Type
Eff Dt
End Dt
FTE
Total Comp Rate		 2403 Base Rate (Based on Formula)
  1. 2403 Base Rate= Total Comp Rate/ FTE x (1/( # of Days working in January/ # of day in January Pay Period) + (# of Days working in February/ # of day in February Pay Period) + (# of Days working in March / # of day in March Pay Period) + (# of Days working in April/ # of day in April Pay Period) + (# of Days working in May / # of day in May Pay Period) + (# of Days working in June/ # of day in June Pay Period) + (# of Days working in July / # of day in July Pay Period) + (# of Days working in August / # of day in August Pay Period) + (# of Days working in September / # of day in September Pay Period) + (# of Days working in October / # of day in October Pay Period) + (# of Days working in November / # of day in November Pay Period) + (# of Days working in December / # of day in December Pay Period))
  2. Lump Sum = 2403 Base Rate x FTE
Notes:  
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
  3. FTE cannot be greater than .25
AY Daily Rate
2375
2378
2381
2384		 022-AE AY Daily Rate-172
 Appt Type
Eff Dt
End Dt
AY Month (if applicable)		 AY Monthly Base Rate (if employee has an active 2358 appt in the same department or an active 2360 in any department)
Total Comp Rate (Based on Formula)
2403 Base Rate (Based on Formula)
  1. Daily Rate= Monthly Base x 12 / by the number of days (Can be 170 or 172)
  2. Total Comp= Daily Rate x # of days need to pay
  3. 2403 Base Rate= Total Comp Rate/ FTE x (1/( # of Days working in January/ # of day in January Pay Period) + (# of Days working in February/ # of day in February Pay Period) + (# of Days working in March / # of day in March Pay Period) + (# of Days working in April/ # of day in April Pay Period) + (# of Days working in May / # of day in May Pay Period) + (# of Days working in June/ # of day in June Pay Period) + (# of Days working in July / # of day in July Pay Period) + (# of Days working in August / # of day in August Pay Period) + (# of Days working in September / # of day in September Pay Period) + (# of Days working in October / # of day in October Pay Period) + (# of Days working in November / # of day in November Pay Period) + (# of Days working in December / # of day in December Pay Period))
Notes:  
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time

09 - TA

12 Month
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2353 002-12 Month Appt Type
Eff Dt
End Dt
WTU
FTE		 WTU (if FTE entered)
FTE (if WTU entered)
Actual Comp Rate (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
Academic Year (AY)
2354
 001-Acad Year
006-Semester
 Term
Session (if outside regular session 1)
Appt Type
WTU
FTE		 Eff Dt  (Based on Term/Session Entered)
End Dt  (Based on Term/Session/Appt Type Entered)
Multi Term End Dt (Based on Term/Session Entered)
WTU (if FTE entered)
FTE (if WTU entered)
Actual Comp Rate (Based on Formula)
Term Rate (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
  2. Actual Comp Rate x number of payments = Term Rate
Notes
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. Use the Adjust field to open up the Effective Date/Term End Date fields
  3. Late Start/Early Term:
    • Daily Rate x FTE x Number of Days= Late Start (Total Term)
    • Daily Rate x FTE x Number of Days= Early Term (Total Term)
    • Remember: The daily rate is different per term, as the number of days in the term can differ.   So the calculations would be days work divided by days in the term times the term total = late start/early term total
  4. No more than three(3) appointments can be entered at a time

10 - GA

12 Month
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
2325
2326
 002-12 Month Appt Type
Eff Dt
End Dt
FTE
Hours		 Hours (Based on FTE)
FTE (Based on Hours)
Actual Comp Rate (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. No more than three(3) appointments can be entered at a time
Academic Year (AY)
2355
 001-Acad Year
006-Semester
 Term
Session (if outside regular session 1)
Appt Type
FTE
Hours
 Eff Dt  (Based on Term/Session Entered)
End Dt (Based on Term/Session/Appt Type Entered)
Multi Term End Dt (Based on Term/Session Entered)
WTU (if FTE entered)
FTE (if WTU entered)
Actual Comp Rate (Based on Formula)
Term Rate (Based on Formula)
  1. Base Rate x FTE = Actual Comp Rate
  2. Actual Comp Rate x number of payments = Term Rate
Notes
  1. There are additional fields that can be completed but not noted on spreadsheet
  2. Use the Adjust field to open up the Effective Date/Term End Date fields
  3. Late Start/Early Term:
    • Daily Rate x FTE x Number of Days= Late Start (Total Term)
    • Daily Rate x FTE x Number of Days= Early Term (Total Term)
    • Remember: The daily rate is different per term, as the number of days in the term can differ.   So the calculations would be days work divided by days in the term times the term total = late start/early term total
  4. No more than three(3) appointments can be entered at a time

11 - ISA

ISA
Job Code Recommended Appt Types Required Fields Auto Updating Fields Formulas
1150
1151
1152
1153		 011-ISA Term
Session
Eff Dt (only if Term/Session not used)
End Dt (only if Term/Session not used)
Appt Type
Hourly Rate
Min Hours
Max Hours		 Eff Dt  (Based on Term/Session Entered)
End Dt  (Based on Term/Session Entered)

  1. Hourly- no formula
Notes:
  1. There are additional fields that can be completed but not noted on spreadsheet.
  2. No more than three(3) appointments can be entered at a time
  3. If Appt Type Semester or AY are used, then Final Approver will need to make sure that the AY Duration field is blank on the My Approval page.

End of Article

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