Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for TA Substitute employees.
What’s new
- New EE group: 12 TA Substitutes.
- Employee Status page now displays Job History, Staging Data, Team Workload and you can review previous and next terms.
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. Only employees who are in Job Data are returned.
- Business Unit (required): Verify that the Business Unit (campus) is correct
- EE Group: 12 TA Substitute
- 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. |
| Term Workload | Provides information regarding the employees current or previous assignments. Entering a value in the Term field for AY Job Codes causes a particular Term Details to display. Not available for all EE Groups. |
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.
Step 1: Update the Position Nbr field, if appropriate.
- This field is generally updated if there are funding changes.
- Only active position numbers are allowed.
Step 2: Verify the Job Code.
- Pulls from the position nbr and should be 2356.
Step 3: Verify and update the Grade, if appropriate.
Step 4: Click the Lookup icon to select a Term.
- Optionally, you can type the term ID into this field directly.
Step 5: Click the Lookup to select an Appointment Type: 005-Immediate Pay
Step 6: Select Lecture or Lab.
Step 7: Enter the effective date in the EffDt field.
Step 8: Enter the End Date.
Step 9: Select either Lecture or Lab.
Step 10: Enter the Lec/Lab Rate.
Step 11: Enter the Lec/Lab hours
- Entering hours updates Lec/Lab Tot Amt.
Step 12: Review the Lec/Lab Tot Amt:
- Rate x hours = Tot Amt.
Step 13: Optional: Select REH Annuit if the employee is a rehired annuitant.
To enter data for both lecture and lab, you must enter two rows.
Enter the Lecture row
Step 1: Update the Position Nbr field, if appropriate.
- This field is generally updated if there are funding changes.
- Only active position numbers are allowed.
Step 2: Review the Job Code.
- Pulls from the position nbr and should be 2356.
Step 3: Verify and update the Grade, if appropriate.
Step 4: Click the Lookup icon to select a Term.
- Optionally, you can type the term ID into this field directly.
Step 5: Enter Appointment Type: 005-Immediate Pay.
Step 6: Enter the effective date in the EffDt field.
Step 7: Enter the End Date.
Step 8: Select Lecture.
Step 9: Enter the Lec/Lab Rate.
Step 10: Enter the Lec/Lab hours for Lecture.
- Entering hours updates Lec/Lab Tot Amt.
Step 11: Review the Lec/Lab Tot Amt:
- Rate x hours = Tot Amt.
Step 12: Optional: Select REH Annuit if the employee is a rehired annuitant.
Step 13: Decide whether to add the lab 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.
- You cannot add more than two appointments for the same employee.
- You cannot add two lectures or two labs: You can enter only one of each.
The Plus button duplicates the row to the next line. Some property values are carried down to the next row to save time, but you must verify the values for the Lab row before you submit.
Enter the Lab row data
Step 1: Click the Lookup icon to select a Term. The Term must be the same as the row above.
- Optionally, you can type the term ID into this field directly.
Step 2: Enter Appointment Type: 005-Immediate Pay.
Step 3: Enter the EffDt
Step 4: Enter the End Dt
Step 5: Select Lab.
Step 6: Enter the Lec/Lab Rate.
Step 7: Enter the Lec/Lab hours for Lab.
- Entering hours updates Lec/Lab Tot Amt.
Step 8: Review the Lec/Lab Tot Amt.
- Rate x hours = Tot Amt.
Step 9: Optional: Select REH Annuit if the employee is a rehired annuitant.
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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