Overview
This job aid shows you how to complete the final approver step of your campus’s Temporary Academic Employment (TAE) workflow.
- As the final approver, you have the final responsibility to verify and correct errors before transactions are loaded to Job Data.
Important Reminders
- Review all items before you approve the appointment.
- Review the details in the Empl Stat field to help confirm the correct Empl Record and Action/Reason was selected.
- The appointment details load to Job Data when you check Approve and then click Save & Submit.
- After submission, you receive two automatic PDF reports on separate browser tabs:
- Temporary Academic Employees Error Report
- Temporary Academic Employees Successful Loaded to Job Report.
- Review the reports to ensure that the appointment loaded successfully to Job Data.
- If the transaction fails to load to Job Data, review the error and try to resolve it. For troubleshooting information, refer to: TAE Troubleshooting Guide.
- If you are unable to resolve the error, you must follow the Manual Job Load process.
Search for appointments to approve
Step 1 : On the Employee Self Service homepage, Click the CSU TAE Approval Chart.
- The CSU TAE Approval page opens.
Step 2: Scroll to the bottom of the page, then click Go to My Approval Page.
Alternate navigation: Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE My Approval page
Step 3: Enter Search Criteria to find approvals, then click Search.
- Business Unit and EE group are required.
- Use other search fields as needed.
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.
Review appointments
Step 1: Review the appointment by opening each of the tabs:
- Appt Data - displays appointment dates, pay, Timebase.
- Addl Data - displays action/reasons, retirement codes.
- Notification - shows whether the appointment notification was sent and when it was sent.
Some appointment types have additional tabs. You must review the information on all of them.
Approve an appointment
Step 1: Click the Approval tab.
Step 2: Check the box to select the next step for the approval process:
- Approve: The appointment needs no modifications and can move forward in the approval process.
- Delete: The appointment is no longer needed. This checkbox is available only if Delete is allowed. At the final step, Delete is not an option, but you can still cancel the appointment. See: Cancel TAE Appointment..
- Pushback: The the appointment requires modification to any fields on the Appt Data or Addl Data tabs. See: Revise a TAE Appointment (Mid-Process Revision) (CHRSMP3.00)
Step 4: Click Save & Submit.
The appointment information populates the Job Data table.
Review the reports
When you approve the final step in the workflow, the following reports open automatically on separate browser tabs:
- Temporary Academic Employees Error Report
- Temporary Academic Employees Successful Loaded to Job Report
Step 1: Confirm the reports opened.
- The Temporary Academic Employees Error Report opens on a separate browser tab.
- The CSU TAE Successful Load to Job Report opens on a separate browser tab.
Step 2: Review the Temporary Academic Employees Error Report.
- For troubleshooting information, refer to: TAE Troubleshooting Guide.
- You can also review the CSU TAE Error Report: Navigation: Menu > CSU Temp Academic Employment > CSU TAE Reports > CSU TAE Error Report.
Step 3: Return to the CSU TAE My Approval page.
- Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE My Approval page
Step 4: Click Search.
- Appointments that did not get loaded to Jobs remain in the Load to Jobs approval step.
Step 5: If there are problems: Resolve the issues that prevented the load to jobs. If you can, resolve the error by updating the fields that you have at your step and then check Approve and click Save & Submit again.
- For troubleshooting information, refer to: TAE Troubleshooting Guide.
- Your available resolutions depend on your access and the nature of the error.
- For transactions you cannot resolve, go to Manual Job Load.
Step 6: Close the browser tab for the report.
Step 7: Review the Temporary Academic Employees Successful Loaded to Job Report.
Step 8: Close the browser tab with for the report.
If the transactions loaded to job, you are done and the PPT can be printed.
If you find a transaction on the Temporary Academic Employees Error Report that you cannot resolve, you need to manually enter the appointment data to Job Data and then select the Manual Job Load option.
Step 1: Manually enter the appointment data to Job Data. Follow the Update an employment instance procedure from the Update Jobs job aid.
- Use the information from the My Approvals page to complete the Job Data update.
Step 2: Return to the My Approvals page.
- Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE My Approval page
Step 3: Click the Appt Data tab.
Step 4: Click the Other Action field, then select Manual Job Load.
- Manual Job Load removes the row from your approval queue.
- Select this option only after you have entered the appointment data to Job Data.
Step 5: Click the Approval tab.
Step 6: Click Approve check box for that row.
Step 7: Click Save & Submit.
- The transaction is removed from the May Approvals page and will not be included in the Temporary Academic Employees Error Report after 7 minutes.
End of article
You are done. Great job!
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