Have the following information ready. Do not create a person record if you do not have the following information:

• Last name
• National ID (Social Security Number or other)
• Date of birth (day and month)

View the CSU Person Organization Summary if you want to verify original start date or check the person’s current FTE.

Step 1: From the CSU ID Search page results, click Detail.

• The person’s Organization Summary opens on a new browser tab.

Step 2: Review the Employment and POI instance information.

• Empl Record
• Business Unit
• HR Status
• Effective Date
• Dept ID
• Department Description
• Job Code
• Jobcode Description
• Last Start Date
• Term Date
• Empl Class
• FTE
• Original Start date
• Override Original Start

Step 3: To go back to the Search page, close the Person Org Summary browser tab.

• Do not use the Return to Search button on the Person Organization Summary page. This button opens another search page.

Step 1: Click Add Name.

• The Name window opens.

Step 2: Complete the English Name Format section:

• First and last names are required fields.
  • Name Prefix
  • *First Name
  • MiddleName
  • *Last Name
  • Name Suffix

Step 4: Click OK., The Name window closes.

Step 5: Confirm that the Biographical Details page displays the name correctly.

Step 6: In the Biographical Information section, enter Date of Birth.

Step 7: In the Biographical History section complete the following fields:

• *Effective Date
• *Gender
• *Highest Education Level
• *Marital Status: Enter value, if known, or leave as Unknown (up to each campus).
• As of (for marital status): use effective date (required if you enter marital status)

Step 8: Complete the National ID section:

• *Country
• *National ID Type
• National ID

Additional information:

• These values are required.
• Enter the Social Security Number without dashes. The system adds the dashes. Do not use spaces.
• If you do not have a this information, stop this process and do not save.

An address is required to save the record.

Step 1: On the Contact Information page, click Add Address Detail.,

• The Address History page opens.

Step 2: On the Address History page, click Add Address.

• The Edit Address page opens.

Step 3: On the Edit Address page, enter the person’s address.

• Address 1
• City
• State
• Postal (zip)

****Do not use Address 2 or Address 3. Enter the data into Address 1****

Step 4: Click OK.

Step 5: On the Address History page, verify the address is displayed and the status is A (active).

• If the address is not correct, click Add Address to change it.

Step 6: Click OK.,

Step 7: Complete the Phone Information section:

• *Phone Type
• Telephone (number)
• Extension

• One Phone Type must be selected as “Preferred.”
• Select “Home” for new hires or “Cell” if no “Home.

Step 8: Complete the Email Addresses section:

• *Email Type
• Email Address

• Email Type: Use Home or Other. One email address must be preferred.
• CSU does not use the Instant Message IDs section.

Step 1: On the Regional page, complete the History section:

• Effective Date
• Skip the Ethnic Group section.
• Optional fields (use campus process):
• Date Entitled to Medicare
• Citizenship (Proof 1)
• Citizenship (Proof 2)
• Military Status: Completed through Employee Self-Service.
• CSU does not use the Smoker History section.

1. Step 1: On the Organizational Relationships page:
   1. Select Employee.
   2. Click Add Relationship.

• The Job Data component opens to the Work Location page.

Step 1: On the Work Location page complete the following fields:

1. *Effective Date
2. *Action
3. Reason
4. *Job Indicator

• These fields are all required.
• Job indicator defaults to Primary Job. For new employees, leave this value as default.

Step 2: Click the Magnifying Glass to select the 8-digit Position Number.

The position data adds default values to the following fields:

• Regulatory Region
• Company
• Business Unit
• Department
• Department Entry Date
• Location
• Establishment

• For pooled positions, you can click Override Position Data to edit these fields. This button is a toggle. Click the button again to use Position Data.
• If the position is temporary, enter the Expected Job End Date.,

Step 3: If the position is temporary, enter the Expected Job End Date.,

Several fields on this page are automatically completed with Position Data. However, if you click Override Position Data on the Work Location page, you can edit these fields.

Step 1: Open the Job Information page.

Step 2: In the Job Information Details section, verify:

1. Reports To
2. Empl Class,

• Reports to: If it is not correct, you must correct it in Position Data.
• Empl Class: If Empl Class selected is not Regular, Expected Job End Date is required.

Step 3 Optional: To add a contract number, complete the Contract Number section.

• Contract Number is an optional field that is used at the discretion of the campus. Search for a contract number to select an existing contract for this person or create a new contract number by clicking Next Contract Number.

Several fields on this page are completed automatically.

Step 1: Open the Payroll page.

• Note: Job Labor page is typically not edited.

Step 2: On the Payroll page, select the Absence System.,

Step 3: Verify the Payroll for North America section.

• Pay Group
• Employee Type
• Tax Location Code
• Holiday Schedule
• FICA Status

• These values are typically populated by Position Data and should not be changed.
• Tax Location Code: Do not change a person's tax location code more than once for the same effective date (using effective sequence). Tax records for the second tax location change on the same date are not created; instead, the system issues an error message.
• GL Pay Type: Payroll for North America does not use this field.
• Combination Code: The data of this field is populated by data from the Finance database. Update this field only if you understand HCM and General Leger system cross-product transactions. To update the field, click Edit Chartfields.

Step 4 Optional: If you selected Absence Management, complete the Absence Management System section.

• Pay Group
• Pay group settings (all checked)
• Eligibility Group
• Exchange Rate Type
• Use Rate As Of

• If you do not see the Absence Management System section, you did not select Absence Management in the Payroll Information section.
• Eligibility Group refers to the bargaining unit (example: C99 SAL X).
• Exchange Rate Type cannot be entered when Use Pay Group Rate is checked.
• Pay Group in the Absence Management System section must match the Pay Group in the Payroll for North America section except for ACD. Each campus has a campus-specific ACD code.
• Check Use Pay Group Rate Type and Use Pay Group As Of Date under Setting.
• Rate as-of date is required.

Step 1: Open the Salary Plan page.

Step 2: Verify the information in these fields:

• Salary Admin Plan
• Grade
• Step
• Grade Entry Date
• Step Entry Date

• The default values of these fields come from the Position Data. If these values are wrong, edit the Position Data.

Step 1: Open the CSU Job page.

Step 2: On the CSU Job page, review and update fields as needed:

• *PPT Status
• *Probation Code
• *Anniversary Code
• Retirement Code
• Legal Reference
• AY Dur of Appt
• Unit
• Primary Fund
• PPT Processing Comments
• Run Date
• Prob End
• Anni Month/Year
• Pay End Date
• Red Circle Date
• Empl History Remarks

• These fields are printed on the Personal Payroll Transaction (PPT) form. Required fields are marked with asterisks *. Some fields become required when you complete other fields.
  • PPT Status: Processing status of the Personal Payroll Transaction (PPT) form. Use this field to signal to Payroll the type of change that you initiated. Set to Pay Ready if you are going to run the PPT process immediately.
  • AY Dur of Appt: Used for temporary faculty or FERP appointments.
  • Unit: Defaults from Position data.
  • Primary Fund: Defaults from Position data.
  • PPT Processing Comments: Open text field. Use this field to record corrections to data. Include the previous value and the date of correction.
  • Anni Month/Year: Required if Anniversary Code is set to Eligible.
  • Pay End Date: For immediate pay employees.
  • Empl History Remarks: are based on action/action reason used and provides information for PIMS. 14 characters: Use the standard abbreviations.

Step 1: Open the Compensation page.

Step 2: Complete the Pay Components section:

1. Verify the Rate Code and Frequency.
2. Enter a Comp Rate.
3. Optional: Update Frequency.

• Frequency: In most cases, the two Frequency values match. However, if the employee is paid Hourly, but the job code is quoted as Monthly, then Update the Frequency field to Hourly (step C).
• The Rate Code and Frequency values come from the Position.
• When you enter a Comp Rate value, the system updates the Pay Rates section.

Step 3: Click Calculate Compensation.

Step 4 Optional: Expand the Pay Rates section to view pay rates information.

Step 5 Optional: Review the Pay Rates.

• Information only: Annual, Monthly, Daily, and Hourly pay rates are calculated from the values that you entered in Pay Components.

• Complete the CSU Faculty Job page only if the new hire is faculty or you need to enter a faculty fraction for an employee.
• Otherwise, skip to Save the Record.

Step 1: Open the CSU Faculty Job page.,

Step 2: Complete the CSU Faculty Job page fields:

• Sabbatical Eligibility Month/Year
• DIP Eligibility Month/Year
• Faculty Fraction
• Cumulative FMI Award
• FERP Eligibility End Date
• Faculty SSI Remaining
• SSI WTU Accum Start Date

The following fields are required for full-time faculty employees:

• Sabbatical Eligibility
• DIP Eligibility Date
• Faculty SSI Remaining

Faculty Fraction is used to populate Multiple Components of Pay on the Compensation page. If the fields are blank, Standard Hours/FTE is used to calculate pay. Use Faculty Fraction to enter values that cannot be resolved by a decimal without a remainder. To edit Faculty Fraction, you must first click Override Position Data on the Work Location page.

Step 1: Verify that all data is correct.

• Review each page of the new organizational relationship.

Step 2: Click OK to save the record.

• You return to the Organizational Relationships page of the Modify a Person component.

Step 3: Click Save.

Step 4: Verify that your person is entered correctly.

• Search for the new person using CSU ID Search and review their Person Org Summary.

End of Article