Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for Additional Employment
What’s new
- Employee Status window displays job history, staging data, and term workload.
Before you begin
You should be familiar with the following document:
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: Click the Navbar button.
Step 2: Navigate to Menu > CSU Temp Academic Employment > CSU TAE Appointment Data Entry
Step 3: 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 (required): 08 Additional Employment
- 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 4: Click Search.
- Employees are retrieved from Job Data. If an employee has worked multiple consecutive jobs, the most recent job is retrieved.
Step 5: Review the results.
- Controls for the display are in the top left and right corners of the page.
- You might need to scroll to the right to see all the data and controls.
Use the tabs or the Show All Columns button to change your display.
- Optionally, you can Personalize the columns that are shown.
- 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 to the page.
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 it here.
- If the person does not have a Business Email, the system warns you and prevents you from submitting the transaction.
Use this procedure to complete data for appointment type 020-AE-16th WTU.
Step 1: Verify and 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. This field pulls from the position number.
Step 3: Verify and update the Grade. This field pulls from the position number.
Step 4: Select Appt Type 020: AE-16th WTU.
Step 5: Select a Term.
- Enter a value for Term only if you are using Appt Type 020-AE-16th WTU.
- If your campus uses multiple sessions per term, you must use the lookup.
- The Term value autocompletes the Effective Date , and End Date.
Step 6: Select a Session Code.
- This field will automatically default to Session 1.
- If your campus uses multiple sessions per term, you must use the lookup.
- The Session value updates the Effective Date and End Date fields.
Step 7: Optional: Select Other in the Adjust field.
- The Effective Date and End Date fields become editable.
Step 8: Enter an AY Monthly Base Rt value.
AY Monthly Base Rate will autocomplete if the has employee an active 2358 appt in the same department.
Step 9: Enter the Weighted Teaching Units (WTU)
Step 10: Review the 2403 Base Rate and Total Comp fields.
If the 2403 Base Rate is above or below the salary min/max, a warning occurs.
Step 11: Optional: Enter an assignment title.
- This field has a 14 character limit.
Step 12: Optional: Use the Lookup to enter a Project ID. The Project ID populates the Description field.
Step 13: Optional: Review the Act Pay columns for each month the appointment extends.
- Actual pay for each month is calculated from the base rate, FTE and the number of 12mo pay days in that month that the assignment encompasses.
Actual pay is only an estimate. The SCO might pay slightly different amounts.
Step 14: Verify Sum Payment, if applicable.
Step 15: Optional: Select REH Annuit if the employee is a rehired annuitant.
Use this procedure to complete data for appointment type 021-AE-Lump Sum.
Step 1: Verify and 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. This field pulls from the position number.
Step 3: Verify and update the Grade, if appropriate. This field pulls from the position number.
Step 4: Select Appt Type 021: AE-Lump Sum.
Step 5: Enter the Effective Date.
Step 6: Enter the End Date.
Step 7: Use the lookup to select the FTE.
- FTE value should not be greater than 0.25.
Step 8: Update the Total Comp with the amount you want to pay the employee.
AY Monthly Base Rate field is cleared when you enter a Total Comp amount.
Step 9: Review the 2403 Base Rate field.
If the 2403 Base Rate is above or below the salary min/max, a warning occurs.
Step 10: Optional: Enter an assignment title.
- This field has a 14 character limit.
Step 11: Optional: Use the Lookup to enter a Project ID. The Project ID populates the Description field.
Step 12: Review the Act Pay columns from January to December.
- Actual pay for each month is calculated from the base rate, FTE and the number of 12mo pay days in that month that the assignment encompasses.
Actual pay is only an estimate. The SCO might pay slightly different amounts.
Step 13: Verify Sum Payment, if applicable.
Step 14: Optional: Select REH Annuit if the employee is a rehired annuitant.
Use this procedure to complete data for appointment Type 022 – AE-AY Daily Rt - 172.
Step 1: Verify and 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. This field pulls from the position number.
Step 3: Verify and update the Grade, if appropriate. This field pulls from the position number.
Step 4: Select Appt Type 022: AE-AY Daily Rt - 172
Step 5: Enter the Effective Date.
Step 6: Enter the End Date.
- When End Date is entered the 2403 Base Rt, WTU, and Total Comp Rate are calculated.
Step 7: Enter the AY Monthly Base Rate.
If the employee has an active 2358 appt in the same department or an active 2360 in any department, the AY Monthly Base Rate autopopulates.
Step 8: Review the 2403 Base Rate and Total Comp fields.
If the 2403 Base Rate is above or below the salary min/max, a warning occurs.
Step 9: Optional: Enter an assignment title.
- This field has a 14 character limit.
Step 10: Optional: Use the Lookup to enter a Project ID. The Project ID populates the Description field.
Step 11: Review the Act Pay columns from January to December.
- Actual pay for each month is calculated from the base rate, FTE and the number of 12mo pay days in that month that the assignment encompasses.
Actual pay is only an estimate. The SCO might pay slightly different amounts.
Step 12: Verify Sum Payment, if applicable.
Step 13: 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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