CHRS Knowledge Base

TAE Frequently Asked Questions (FAQ)

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Appointment Data Entry Users

What should I do if I need to enter more than the allowed number of appointments that can have the same appointment number and appear on the same Appointment Notification?

If you need to enter more than the allowed number of appointments that can have the same appointment number and appear on the same Appointment Notification, they will need to process the first set of appointments and then return to the appointment data entry page to process the additional appointments.

What should I do if I accidentally give a Lab appointment instead of a Lecture appointment for EE-Group 06 Substitutes and need to make a correction?

Depending on where the appointment is in the workflow, you will need to coordinator with the correct individual to have the appointment fully canceled. Once the appointment is fully canceled, you will be able to resubmit the transaction.

What should I do if I accidentally give a Lecture appointment instead of a Lab appointment for EE-Group 06 Substitutes and need to make a correction?

Depending on where the appointment is in the workflow, you will need to coordinator with the correct individual to have the appointment fully canceled. Once the appointment is fully canceled, you will be able to resubmit the transaction.

Does the TAE module confirm enrollment eligibility for GA’s, TA’s, and ISA’s?

At this point the module does not review nor confirm enrollment eligibility, it is up to the campus to verify the eligibility before entering the record into the mod.

Is there a resource available to assist me with entering Hours, FTE, and WTU?

Understanding the relationship between FTE, Hours, and WTU can be challenging, particularly when learning a new module. We recommend using the attached document, which lists all valid values for WTU, FTE, and Hours as per PIMS.

WTU_FTE_Fraction_Hours_Spreadsheet.xlsx

Approver – Final (Load to Job):

Why am I seeing multiple transactions for different EE groups on the same Load to Job Report that popups after the Final Approver approves?

If the same Final Approver approves multiple transactions for different EE Groups within 7 minutes, the different EE Groups will appear on the same Load to Job Report that appears after the Final Approver approves.

Why are some of the Action/Reasons appearing blank on the Load to Job Report that appears after the Final Approver approves?

If the Final Approver approves a transaction that has the “~Manual Load to Job” option in the Other Action field and then approves other transactions, within a 7 minute window, the Action/Reason will appear blank for the transaction that had the “~Manual Load to Job” option in the Other Action field on the Load to Job Report that appears after the Final Approver approves.

What fields should I make sure to check before loading the transaction to job?

It is recommended that the final approver review all fields on the My Approval page before loading the transaction to job.

Campus Admin:

How will the TAE Module handle employees not having an email address?

Data Entry users will be unable to enter a transaction for an employee that does not have a BUSN email address provisioned. Campuses will want to make sure that they are working with their provisioning team, to ensure that rehires and new hires (i.e., Future Hire POI’s) are able to access CHRS prior to being entered into Job Data, otherwise the employee will be unable to acknowldge their notification. (Example: Email, Single Sign on)

How will my Future Hire POI be able to review and acknowledge their Appointment Notification is self-service?

Campuses will want to make sure that they are working with their provisioning team, to ensure that rehires and new hires (i.e., Future Hire POI’s) are able to access CHRS prior to being entered into Job Data, otherwise the employee will be unable to acknowldge their notification. (Example: Email, Single Sign on)

If I need to update existing WorkFlow Step for an EE Group, do I need to create a the new one after I inactivate the first, or can I just edit the steps in the current workflow?

 It is recommended that campuses edit the Workflow Steps for the existing workflow unless the changes they are making involve differentiating between job codes and departments. When the change involves adding a step to the workflow, users will need to add the step at the end of the workflow and relabel the prior steps.

What should I do if I did not create a new workflow with the Month/Year higher than the original workflow I inactivated?

You should delete all the steps in the inactive workflow except for the originator step, then create a new workflow that is at least the month higher than the original workflow inactivated. 

When setting up the Workflow Steps, if I check the “Send Appt Notification” box, does that mean the employee at that level will receive individual notifications for each transaction submitted?

Yes. 

What should I do if my Campus Logo needs to be updated?

 Submit a ServiceNow Ticket with your new logo attached.

How do I remove values on the TAE Appointment Type table?

Values on the table are never removed, only inactivated due to the standardization of the table. Although the table is standardized each campus has their own version under their campus business unit that can be modified by submitting a ServiceNow ticket.

How does my campus get a value added to the TAE Appointment Type table?

Values on the table are standardized and would require a Change Control to be submitted to have new values added.

What formulas are used to calculate rates for EE Group 08 - Additional Employment?
Appt Type 020-AE-16th WTU
  • Total Comp =  (AY Monthly Base X 12 /30) x WTU
  • 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))
  • Monthly Actual Pay Amount = ((2043 Base Rate/Days in Pay Period) x FTE) x # of Days Working
EE Group 08 Appt Type 020 Calc Spreadsheet.xlsx
Appt Type 021-AE-Lump Sum 
  • 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))
  • Lump Sum = 2403 Base Rate x FTE
EE Group 08 Appt Type 021 Calc Spreadsheet.xlsx
Appt Type 022-AE AY Daily Rate-172
  • Daily Rate= Monthly Base x 12 / by the number of days (Can be 170 or 172)
  • Total Comp= Daily Rate x # of days need to pay
  • 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))
EE Group 08 Appt Type 022 Calc Spreadsheet.xlsx

Notifications

Does TAE send email notifications to approvers?

Yes.

Does TAE send email notifications to employees? 

Yes.

Are ALL the email notifications in TAE standardized? 

Yes.

Can a campus request a change to one or more email notifications? 

Yes, through a Change Control.

What are some of the standard email templates that Employees would receive? 
Appointment Notification Available

Subject: 

CSU Appointment Notification

Body: 

Hello (NAME),
Your appointment notification is now available for your review and acknowledgement. Please login to the campus portal and click the "CSU TAE Appt Notice" tile on the (CAMPUS) Employee Self-Service dashboard to access and acknowledge your appointment notification. 
Thank you, 
(CAMPUS)

Canceled

Subject: 

TAE Appointment Canceled

Body: 

Hello (NAME),

Your appointment has been canceled for (CAMPUS).

Please login to the campus portal and click the "CSU TAE Appt Notice" tile on the Employee Self-Service dashboard to access and acknowledge your appointment notification.

For questions, please contact your Faculty Affairs Department.

Thank you, 
(CAMPUS)

What are some of the standard email templates that the Originator (Data Entry) person would receive? 
Canceled

Subject: 

TAE Transaction Canceled

Body: 

The transaction you originally submitted has been canceled, the employee ID is (EMPLID).

Delete

Subject: 

TAE Transaction Delete

Body: 

The transaction you originally submitted has been deleted by an approver.  The employee ID is (EMPLID).

Pushback

Subject: 

TAE Push Back to Originator

Body: 

There has been a push back by an approver to you.  The employee ID is (EMPLID).

What are some of the standard email templates that Approvers would receive? 
Pending Approval

Subject: 

TAE Approvals Pending

Body: 

You have pending TAE Approvals. You can access your approvals through the self-service tile on the homepage.

Business Unit: (BUSINESS UNIT)
EE Group: (CSU GROUP)
Employees CHRS ID: (EMPLID)
Step/Level: (STEP)

Reports

Are all the reports for TAE in CHRS?

No, many of the TAE reports can be found in CHRS Reporting.

Once the transaction is submitted how can I monitor where the appointment is in the Approval Workflow?

Users can use either CSU TAE Transaction Status page or the CSU TAE Appt Status Report. Access to the reports is determined by the campuses themselves, therefore not everyone will have access.

Is there reporting that provides details of changes that were made to appointments throughout the approval process with ID and timestamp of change?

Yes, users can reference the CSU TAE Approval History page to see a full history of a transaction throughout the approval process. The report does not however, highlight a transaction if a change has been made.

Is there a report that captures active employees with more than 0.5, 1.0, or 1.25 FTE? 

Yes, the CSU TAE Employees > x.x FTE provides a list of active employees with more than 0.5, 1.0, or 1.25 FTE. 

Does the CSU TAE Employees > x.x FTE only capture faculty positions?

No, the report captures staff, student, and faculty positions for an employee as long as they have at least one appointment in TAE. 

What reports are available in CHRS for TAE?
  • CSU TAE Appt. Status Report – To determine whether a transaction has been loaded to a job or is still pending, the report displays appointments by term and appointment status, organized by department.
  • CSU TAE Error Report Page – Displays transaction that could not be successfully loaded to Job Data, due to an error. This is the same report is generated after the final approver completes the last approval.
  • CSU TAE Employees > x.x FTE report -  Displays active employees with more than 0.5, 1.0, or 1.25 FTE.
  • CSU TAE Missing BUSN Email – Provides users insight into who does not have a BUSN Email address prior to entering data on the CSU TAE Appointment Data Entry Page.
  • CSU TAE Notification Summary – Displays employees who have received an Appointment Notification for review, along with their acknowledgment status.
  • CSU TAE Successful Load to Job- Displays transactions that were successfully loaded to Job Data. This is the same report is generated after the final approver completes the last approval.
  • CSU TAE Transaction Status - To view the current step of an appointment as it moves through the approval process.
What options are available if my campus requires an additional report for TAE?

Depending on the campus’s needs and timeline, several options are available.

  1. Submit a Change Control to CHRS Reporting (Quicksight) to have the report created for all campuses.
  2. Submit a Change Control to have the report build in CHRS.
  3. Create a private query in CHRS. 
What are the TAE specific tables available for querying configuration data?
  • PS_CSU_TF_ACAD_YR (CSU TAE Academic Year)
  • PS_CSU_TF_APPROVER (CSU TAE WorkFlow Approvers)
  • PS_CSU_TF_APPT_TYP (CSU TAE Appointment Type)
  • PS_CSU_TF_AUTHORTY (CSU TAE Appointment Authority)
  • PS_CSU_TF_HIDE_FLD (CSU TAE Hide Approval Fields)
  • PS_CSU_TF_JC_DEF (CSU TAE Process Defaults)
  • PS_CSU_TF_PAY_CAL (CSU TAE Pay Calendar)
  • PS_CSU_TF_SESSIONS (CSU TAE Session Codes)
  • PS_CSU_TF_STEPS (CSU TAE WorkFlow Steps)
  • PS_CSU_TF_TERM_TBL (CSU TAE Term Table)

Note that some tables may not be available for querying.

What are the TAE specific tables available for querying the Concurrent and Additional Employment Section in Employee Self-Service? 

PS_CSU_TF_NOTIF

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Temporary Academic Employment (TAE)

Data Entry/Approval Job Aids: Step-by-Step Instructions 16
Reports Job Aids: Step-by-Step Instructions 11
Configurations Job Aids: Step-by-Step Instructions 10
TAE Checklist 2
Troubleshooting / FAQ 3
TAE Process Flows 1
Appointment Notification Examples 15
Standardization and Data Dictionary 2

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