Step 1: Click the Plus button to add a new Effective Dated Row.

Step 2: On the Work Location page:

1. Confirm you are on Row 1
2. Confirm the Effective Date
3. Complete the following fields:
   • Action
   • Reason
   • Job Indicator

• These fields are all required.
• Job Indicator: Select Primary Job for New Hires. Select Secondary Job if adding concurrent job.
• A list of Actions and Reasons is provided in the CHRS Library > Standardization Page.
• What to do next depends on the type of job change you are initiating. After you enter the new effective dated row, changes are linked to that row.

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Step 1: On the Work Location page, 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 ID

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.

Step 2: If the position is temporary, enter the Expected Job End Date.

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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: 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.

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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.

These values are typically populated by Position Data and should not be changed.

• Pay Group
• Employee Type
• 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.
• Holiday Schedule
• GL Pay Type: Payroll for North America does not use this field.
• FICA Status
• 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

Guidelines

• 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 all the check-boxes under Setting.
• Rate as-of date is required.

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Step 1: Open the CSU Job page.

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

• 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.
• *Probation Code
• *Anniversary Code
• Retirement Code
• Legal Reference
• 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.
• Run Date
• Prob End
• Anni Month/Year: Required if Anniversary Code is set to Eligible.
• Pay End Date: For immediate pay employees.
• Red Circle Date
• Empl History Remarks: are based on action/action reason used and provides information for PIMS. 14 characters: Use the standard abbreviations.

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.

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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.
   • When you enter a Comp Rate value, the system updates the Pay Rates section.
3. Optional: Update Frequency.
   • Frequency: In most cases, the two Frequency values match. However, if the employee is paid Hourly, but the jobcode is quoted as Monthly, then Update the Frequency field to Hourly.
4. Click Calculate Compensation.

• The Rate Code and Frequency values come from the Position.

Step 3: Optional: Expand the Pay Rates section to view pay rates information.

Step 4: 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.

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• 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.

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Step 1: Verify that all data is correct.

• Review each page of the new organizational relationship.

Step 2: Click Save.

• Next step: Verify that your person is entered correctly by searching for the new person using CSU ID Search and reviewing their Person Org Summary.

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The following flowchart shows how to proceed if you need to change Job Data that affects Benefits.

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Use this procedure to correct data in Job Data that affect Benefits.

Step 1: Tell the Benefits Office What you need to do.

• Change the Effecitve Date
• Change the Action Code
• Change the Action/Reason Code
• Delete a job row

Step 2: Provide details to the Benefits Office.

Provide the Benefits office with the following information:

• Effective date
• Employee ID
• Employee Record numbers

Step 3: Wait for the Benefits Office to clear you to proceed.

• Make your corrections to Job Data only after you receive confirmation from the Benefits Office that it is OK for you to proceed.

Step 4: Click Correct History.

Step 5: Make your changes.

Step 6: Tell the Benefits Officer that your changes are complete.

• The Benefits Officer will ensure that the employee’s benefits are maintained.

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End of Article