Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for Extension Non-Credit employees.
What’s new
- New data entry page that displays multiple appointments simultaneously
- Autocomplete some data fields by using campus-maintained lookup tables
- Automatic approval workflow routing after appointment data is submitted
Before you begin
You should be familiar with the following documents:
Use these guidelines when you enter data for your department within each EE group
| If you need to… | Do this… | Result |
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Enter a new appointment for an employee already in the department in the same empl record. Examples:
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Enter an appointment for an employee who is not in the search results. Examples:
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Revise an an appointment already loaded to job. Examples:
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Cancel an existing appointment after it is loaded to Job Data. Examples:
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Step 1: Navigate to CSU TAE Appointment Data Entry
- Menu > CSU Temp Academic Employment > CSU TAE Appointment Data Entry.
Step 2: Enter search criteria for the employees that you want to retrieve.
- Business Unit (required): Verify that the Business Unit (campus) is correct
- EE Group (required): 14 Extension Non-Credit
- Empl ID: Returns the last row in Job Data, regardless of lookback date limits.
- Dept ID: Typically, users include their Dept ID in the search.
- Term: The Term search field will only pull appointments that have been saved on the Appointment Data Entry page with that term.
- Job Code
- Lookback Dt: This field is set by default to look back 18 months for employees. You can edit this date.
Step 3: Click Search.
- Employees are retrieved from Job Data. If an employee has worked multiple consecutive jobs, the most recent job is retrieved.
Step 4: Review the results.
- Controls for the display are in the top left and right corners of the page.
Use the tabs or the Show All Columns button to change your display. Optionally, you can Personalize the columns that are shown.
- You might need to scroll to the right to see all the data and controls.
- Click Find to find a specific employee.
- Click the table button to export the data to a Microsoft Excel spreadsheet.
- Use the arrow buttons to page through multiple pages of results, or revise the search fields to narrow your search. For example, use the Dept ID field to show only employees in that department.
Step 1: Required: Click the Empl Stat value for an employee to view an employee's job history, staging data, and term workload.
The Employee Status page opens, showing Job History, Staging Data, and Term Workload the following fields:
| Area | Description |
|---|---|
| Job History | Shows the employees active and inactive appointments currently in Job Data for all campuses they are or have been employed for. |
| Staging Data | Displays appointment "Saved for Later" in Appointment Data Entry or pending approval on the My Approval page. For those using "Add New Person" this section assists with confirming the correct empl record is being used. |
Step 2: Click Return to exit Job History.
If the employee is not in the search returns, use this procedure to add an employee record. The employee must already have an Empl ID.
Step 1: Click Add new Person to add a new row.
Step 2: Use the Lookup to enter the Empl ID.
- The Empl ID populates the Name field.
- If the person does not have an Empl ID, you cannot add them here.
Employee data rows stretch across the page. You must use the scroll bar to see the entire row. This procedure shows fields sequentially from the left to the right of the same row.
Step 1: Verify and update the Position Nbr field, if appropriate.
- Only active position numbers are allowed.
Step 2: Verify the Job Code.
Step 3: Confirm that the Grade value is 1.
Step 4: Enter the Appointment Type: 005 Immediate Pay.
Step 5: Enter the EffDt.
Step 6: Enter the End Date.
Step 7: Enter the number of Units.
Step 8: Enter the Unit Rate.
The Unit and Unit Rate update the Total Comp field.
Step 9: Confirm the Total Comp is correct.
- Total comp = #units x unit rate.
Step 10: Enter an Assign Title.
- Assign Title field allows for 30 Characters to be entered, mixed case.
Step 11: Enter a Description of Duties.
- Description of Duties field allows for 120 Characters to be entered, mixed case.
Step 12: Optional: Select REH Annuit if the employee is a rehired annuitant.
Employee data rows stretch across the page. You must use the scroll bar to see the entire row. This procedure shows fields sequentially from the left to the right of the same row.
Step 1: Verify and update the Position Nbr field, if appropriate.
- Only active position numbers are allowed.
Step 2: Verify the Job Code.
Step 3: Confirm that the Grade value is 2.
Step 4: Enter the Appointment Type: 005 Immediate Pay.
Step 5: Enter the EffDt.
Step 6: Enter the End Date.
Step 7: Enter the Hourly Rate.
Step 8: Enter the Max Hours.
- Max hours they will be working total.
The system calculates Total Comp from the Unit Rate and Max Hours.
Step 9: Confirm the Total Comp is correct.
- Total Comp = Hourly Rt x Max Hours.
Step 10: Enter an Assign Title.
- Assign Title field allows for 30 Characters to be entered mixed case.
Step 11: Enter a Description of Duties.
- Description of Duties field allows for 120 Characters to be entered mixed case.
Step 12: Optional: Select REH Annuit if the employee is a rehired annuitant.
You can enter a second appointment for the same employee by adding another row. The second appointment can be considered two parts of the same appointment or a different appointment with a separate appointment number and appointment notification.
Step 1: Decide whether to add the second row on the same appointment or separate appointment. If you choose separate appointment, it has a separate appointment number and a separate appointment notification.
- Same appointment: Click the Plus button at the end of the row.
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Separate appointment:
- Click the Diff Appt check box and then click the Plus button.
- Verify that the Diff Appt check boxes are checked for both rows.
Step 2: Enter data for the second row:
Step 3: When you are finished entering data for both rows, continue to Submit for approval.
IMPORTANT: Do not click Save for later. This button freezes the row and prevents updates to this row from Job Data.
Step 1: Select Ready if the entire row is correct and ready for processing.
Step 2: Click Save & Submit.
- The rows that you marked Ready are submitted for approval.
- The approval workflow launches. The record is removed from the staging table until the transaction is fully approved, deleted, or pushed back to the originator.
End of article
You are done. Great job!
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