This document is to provide campus users with a list of questions regarding Temporary Academic Employment (TAE).
The Overview Zone: Rules of the Road
A unique appointment number is automatically generated when a transaction moves from the CSU TAE Appointment Data Entry page to My Approval. This number is system-controlled, not reused (except for certain mid-process changes), and is not stored in Job Data. Campuses can choose to process appointments individually or group them, with the TAE Module allowing control over whether appointments share or receive separate numbers.
The appointments you are submitting have DIFFERENT Effective Dates and do not overlap and need to be processed at different times.
The appointments you are submitting have DIFFERENT Session Codes with DIFFERENT Effective Dates, do not overlap and need to be processed at different times.
The appointments you are submitting have the DIFFERENT Term and/or Session Code, but the Appointment Type is the same and it is NOT okay to process them at the same time (i.e. 014-Fall, 014-Spring as a No Change)
The decision on whether the appointment you are submitting will be the same or different, must be made prior to the appointment being submitted.
Once a transaction is submitted for an employee with multiple appointments under the same appointment number the transaction must be fully submitted and cannot be split into different appointments.
Once a transaction is submitted for an employee with multiple appointments under the same appointment number the transaction cannot be approved, pushed back, or deleted individually, it must be approved, pushed back, or deleted together on the My Approval page.
Only a certain number of appointments can be processed together. The chart below provides the number of appointments that can have the same appointment number and appear on the same Appointment Notification by EE Group.
| EE Group | Number of Appointments that can have the SAME Appointment Number and appear on the SAME Appointment Notification. |
|---|---|
| 01-Lectures | 3 |
| 02-Counselors | 3 |
| 03-Librarians | 3 |
| 04-Coaches | 3 |
| 05-Summer | 3 |
| 06-Subsitutes | 2 |
| 07-Extensions | 3 |
| 08-Additional Employment | 3 |
| 09-TA | 1 |
| 10-GA | 1 |
| 11-ISA | 1 |
| 12-TA Sub | 2 |
| 13-TA Summer | 1 |
| 14- Extension Non-Credit | 2 |
The TAE module supports multi-year appointments, but different types are needed for 12-month and Academic Year appointments. Campuses should follow the guidelines outlined below.
Appt Type(s): 002 (12 Month)
Process: On the Appt Data Entry page, use the specified Appt Type, then manually enter the dates (Eff Dt, End Dt). Once fully processed go to the job data page and update the duration.
Appt Type(s): 002 (12 Month)
Process: On the Appt Data Entry page, use the specified Appt Type, then manually enter the dates (Eff Dt, End Dt). Once fully processed go to the job data page and update the duration.
Appt Type(s): 017 (Multi Year AY)
Process: On the Appt Data Entry page, use the specified Appt Type, review the dates that auto populate, to update the Multi Term Dt field select “other” in the Adjust field. Once fully processed go to the job data page and update the duration.
Appt Type(s):
003 (12.3 Entitlement)
014 (12.12 Entitlement - Yr. 1 of 3)
015 (12.12 Entitlement - Yr. 2 of 3)
016 (12.12 Entitlement - Yr. 3 of 3)
Process: On the Appt Data Entry page use one of the specified Appt Types, review the dates that auto populate. Once fully processed go to the job data page and review the duration.
In TAE, a delete is the process of permanently removing both appointment and approval data from the system. Deletes can occur in two ways: from the My Approval page before the Appointment Notification is sent, or through the CSU TAE Appt Delete. When deleting from My Approval, an Approver must provide a semi-detailed comment for tracking, which is stored in the Approval History. Deletes via CSU TAE Appt Delete are irreversible and recorded in the CSU TAE Appt Delete Log, which captures details of the deletion and the person who performed it.
A delete from the My Approval page should generally occur if:
- The Appointment Notification has NOT been sent out.
- The appointment was submitted in error.
- Two appointments were attached to one appointment number.
- Three appointments were attached to one appointment number.
- The employee declined the work before the appointment notification was sent.
- The appointment was submitted under the wrong Empl Record.
- The appointment was submitted under the wrong department.
- The appointment number was not generated on the My Approval page.
- The appointment should not be processed for reasons determined by the campus.
Generally, this type of delete is needed if:
- Multiple appointments were submitted under one appointment number, causing the appointment notification to appear blank or incorrect for the employee.
- An attempt to revise, cancel, or delete the appointment resulted in a blank or incorrect appointment notification.
- The appointment notification appears blank or incorrect for the employee.
- No other resolution is available.
Job Aid: Delete TAE Appointment
The CHR_TF_Appt_Delete role is required to delete an appointment and access the log.
In TAE, a cancel refers to the action taken when an appointment is no longer necessary or valid. The TAE module allows appointments to be canceled either during the approval process or after being loaded to Job, with different procedures for each. When canceling, the Appointment Type is always required, and a notification is generated, blanking out specific details. Cancellations typically occur if a course is canceled or the employee declines the work. For EE Group 06-Substitutes, both Lab and Lecture appointments must be canceled if submitted for both.
Job Aid: Cancel TAE Appointment
In TAE, a revision to the action taken when an appointment requires modification, either during the approval process or after it has been loaded to Job.
A Mid-Process Revision is when an appointment is modified during the approval process. Changes will only appear on the employee’s notification if the appointment is pushed back before the "Send Appt Notification" step.
Campuses decide when to push an appointment back before the notification is sent. However, to comply with the CBA, it’s recommended that if any of the following fields need revision, the appointment should be pushed back before the notification is sent:
- Eff Date
- End Date
- Multi Term Date
- FTE
- WTU
- Hours
- Appointment Type
- Compensation
An After Loaded to Job Revision is when an appointment is modified after being loaded to Job. Depending on the change, a new appointment notification may or may not be required. Some changes can be made directly in Job Data, while others need a revised notification. Campuses can decide when to use the module for revisions, but the following guidelines are recommended to comply with the CBA:
-
Update Job Directly:
Position Number Change
Action/Reason Change
-
Use the Module:
Eff Date
End Date
Multi Term Date
FTE
Hours
Compensation
Job Aid: Revise a TAE Appointment (After Load to Job Revision)
The TAE Module allows the Empl Record Number field to be unlocked on the My Approval page at any point during the approval process, regardless of whether the Appointment Notification has been sent. Campuses can decide if the updated Empl Record Number should appear on the Appointment Notification.
An Empl Record Number should only be changed if one of the following applies:
- A new Empl Record was created instead of using an existing one in Job Data with the same Department and Job Code.
- An existing Empl Record was used, but a new one is needed because the Department is the same, but the Job Code differs.
Remy has 2 total empl records in Job Data. Empl Record 1 is for the Math Department and Job Code 2358. Martha from the Math Department created a new 2358 empl record number 3 for Remy instead of using the existing empl record number 1. When it gets to the appropriate approver, they change the empl record to 1 because the Department and the Job Code were the same.
Willow has 5 total empl records in Job Data. Empl Record 4 is for the Math Department and Job Code 2358. Martha from the Math Department uses empl record 4 for a 2359 appointment instead of creating an empl record 5. When it gets to appropriate approver, they change the empl record to 5 because the Department was the same, but the Job Code was different.
The CHR_TF_Approver_Unlock role is required to unlock the Empl Record Number.
Assign 1 student to trigger the appointment notification, then revise or cancel as needed.
Submit the appointment based only on the available K-factor course information. Once the S-factor student count is known, revise the appointment to update the WTU to reflect both S- and K-factors.
Data Entry
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.
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.
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.
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.
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.
Approver – Final (Load to Job):
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.
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.
It is recommended that the final approver review all fields on the My Approval page before loading the transaction to job.
Campus Admin:
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)
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)
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.
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.
Yes.
Submit a ServiceNow Ticket with your new logo attached.
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.
Values on the table are standardized and would require a Change Control to be submitted to have new values added.
- 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
- 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
- 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))
Notifications
Yes.
Yes.
Yes.
Yes, through a Change Control.
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)
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)
Subject:
TAE Transaction Canceled
Body:
The transaction you originally submitted has been canceled, the employee ID is (EMPLID).
Subject:
TAE Transaction Delete
Body:
The transaction you originally submitted has been deleted by an approver. The employee ID is (EMPLID).
Subject:
TAE Push Back to Originator
Body:
There has been a push back by an approver to you. The employee ID is (EMPLID).
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
No, many of the TAE reports can be found in CHRS Reporting.
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.
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.
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.
No, the report captures staff, student, and faculty positions for an employee as long as they have at least one appointment in 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.
Depending on the campus’s needs and timeline, several options are available.
- Submit a Change Control to CHRS Reporting (Quicksight) to have the report created for all campuses.
- Submit a Change Control to have the report build in CHRS.
- Create a private query in CHRS.
- 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.
PS_CSU_TF_NOTIF
- EMPLID - Empl ID
- EMPL_RCD - Empl Record
- EFFSEQ - Effective Sequence
- EFFDT_USED - Eff Dt
- CSU_CONTRACT_NBR - Contract Number (Appt Number)
- CSU_GROUP - EE Group
- SETID - SetID
- BUSINESS_UNIT - Business Unit
- EMPL_STATUS - Payroll Status (Status Popup)
- CSU_ACKNOWLEDGE - Acknowledge
- CSU_ACKNOWLEDGE_DT - Acknowledge Date
- NOTIFIED_DT - Date First Notified
- CSU_ENTITLEMENT - Entitlement
- CONTRACT_TYPE - Contract Type (Appt Type)
- POSITION_NBR - Position Number
- JOBCODE - Job Code
- GRADE - Grade
- CSU_TERM - Term
- ASOFDATE - As Of Date
- DEPTID - Department
- SESSION_CODE - Session
- COMPRATE - Compensation Rate
- HOURLY_RT - Hourly Rate
- MONTHLY_RT - Monthly Rate
- CSU_TERM_RATE - Term Rate
- CSU_LATE_START - Late Start (Adjust)
- CSU_TOTAL_WTU - Total WTU
- CSU_PAYROLL_STATUS - Payroll Status
- TOTAL_AMT - Total Amount
- CSU_ITEM_215 - Item 215
- COMMENTS_256 - Comments
- COMMENTS_NLD - Comments (Pushback, Delete)
- CSU_PPT_COMMNT_FLG - CSU Default PPT Comment Flag
- ACTION - Action
- ACTION_REASON - Reason Code
- PAY_END_DT - Pay Period End Date
- CSU_MONTHS_OFF1 - CSU Months Off #1
- CSU_MONTHS_OFF2 - CSU Months Off #2
- FTE - FTE
- CONDITION - Unconditional
- CSU_HOURS - Hours per Week
- MIN_HRS - Minimum Hours
- MAX_HRS - Maximum Hours
- CSU_STIPEND - CSU Indirect Stipend
- COUNT1 - Count (Student Count)
- CSU_COURSE_NAME - Course Name
- RATE - Rate
- REDUCED_RT - Reduced Rate
- CSU_JAN_PAY - JAN PAY
- CSU_FEB_PAY - FEB PAY
- CSU_MAR_PAY - MAR PAY
- CSU_APR_PAY - APR PAY
- CSU_MAY_PAY - MAY PAY
- CSU_JUN_PAY - JUN PAY
- CSU_JUL_PAY - JUL PAY
- CSU_AUG_PAY - AUG PAY
- CSU_SEP_PAY - SEP PAY
- CSU_OCT_PAY - OCT PAY
- CSU_NOV_PAY - NOV PAY
- CSU_DEC_PAY - DEC PAY
- COMP_RATE_TYPE - Rate Code Type
- PROJECT_ID - Project/Grant
- CSU_LAB_LEC_CLS - Lab/Lec
- CSU_LAB_LEC_HRS - Lab/Lec Hours
- CSU_LAB_LEC_RT - Lab/Lec Rate
- CSU_REH_ANNUITY - Rehired Annuitant
- CONTRACT_END_DT - Multi Term Dt
- CSU_DIFF_APPT - Different Appoint Nbr
- CSU_READY_FLG - Ready?
- TERM_END_DT - End Dt
- CSU_UNITS - Units
- CSU_NUM_PAYCHECKS - Number of Paychecks
- CSU_EMPL_STAT - Other Action
- EXPECTED_RETURN_DT - Expected Return Date
- CSU_APPT_DUR - Duration of Appointment
- SHIFT_FACTOR - Shift Differential Factor
- CSU_RET_CD - Retirement Code
- CSU_SSI_COUNTER - SSI Counter
- CSU_PROGRAM_NAME - Program Name
- CSU_ASSIGN_TITLE - Assign Title
- SAVE_AS_DRAFT - Save As Draft
- STEP - Step
- EOAW_APPROVE - Approve
- EOAW_DENY - Deny
- EOAW_PUSHBACK - Pushback
- EOAW_OPRID - Operator ID
- LOADED_TO_JOB - Loaded to Job
- EOAWNEM_DATETIME - DateTime Stamp
- LASTUPDOPRID - by
- LASTUPDDTTM - Last Update Date/Time
- LAST_UPDT_OPRID - Last Updated User Name
- LAST_UPDATE_DTM - Last Modified
Keep in mind that some field labels might be different due to page changes, and not all fields are available for every EE group.
End of Article
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