Enter TAE Appt. Data - (07) Extension (CHRSMP3.00)

Updated on Apr 01, 2025

Overview

This job aid shows appointment data entry employees how to initiate temporary academic appointments for Extension employees.

What’s new

Employee Status window displays job history, staging data, and term workload.
Some field names are corrected.
No more than three appointments can be entered for an applicant.
Student count is now required

Before you begin

You should be familiar with the following document:

CHRS Position Paper on Job Stacking Strategy

Appointment editing guidelines

Use these guidelines when you enter data for your department within each EE group.

If you need to…	Do this…	Result
Enter a new appointment for an employee already in the department in the same empl record. Examples: Employee worked the previous term Employee worked in the department but not the previous term	After finding the individual within your department, edit the existing row for that employee	Approval workflow begins If approved, job entered in Job Data Appointment notification sent
Enter an appointment for an employee who is not in the search results. Examples: New to the department Works in department, needs new empl record New employee	Add a new employee Edit the new row for that employee	Approval workflow begins If approved, job entered in Job Data Appointment notification sent
Enter additional contract details to get them all on one appointment notification. Examples: Get spring and fall in one notification	Click to add another row for that employ Submit all applicable rows at the same time	Approval workflow begins If approved, job enter in Job Data Multiple terms of contract go into one appointment notification
Change an existing appointment. Exampl Increase units for row already loaded into Job Data	Enter the Appt Type and EffDt to retrieve an existing row Edit the existing row for that employee Click Yes to disregard the warning that the term already exists in the history tab Other Action field defaults to Revision	Approval workflow begins If approved, job entered in Job Data A new REVISED Appointment notification is generated
Cancel an existing appointment after it is loaded to Job Data	See Cancel an Appointment for details.	Approval workflow begins Cancelation notification is generated. Job is canceled in Job Data

Search for employees

Step 1: Click the Navbar button.

Step 2: Navigate to CSU TAE Appointment Data Entry

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): 07 Extension
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.

TAE Data Entry tabs on the left side of the page

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.

View controls are on the rigth side of the page

Review Employee Status

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.

Enter Appointment Data

Optional: Add a new employee

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.

If the person does not have an Empl ID you cannot add it here.
Continue to Enter TAE Appointment Data.

Enter 005 - Immediate Pay data

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.

This field is generally updated if there are funding changes.
Only active position numbers are allowed.

Step 2: Verify the Job Code.

Verify or update the position data based on the Position Nbr that you entered.
Decide whether a new employee record is needed. If the job code is changing then a new employee record is required based on the standard job stacking process. For more information review the CHRS Position Paper on Job Stacking Strategy.

Step 3: Verify and update the Grade if appropriate.

Step 4: Click the Lookup icon to select a Term.

If your campus uses multiple sessions per term you must use the lookup.
The Term that you select updates the Effective Date and End Date.

Step 5: Optional: Click the Lookup icon to select a Session Code if appropriate.

This field automatically defaults to Session 1.
If your campus uses multiple sessions per term you must use the lookup.
Field changes automatically update the Effective Date and End Date

Step 6: Click the Lookup to select an Appointment Type: 005-Immediate Pay.

Appt Type is a required field.
Certain fields become editable based on the Appt Type field that you select.

Step 7: Optional: Select an Other Action.

Use this field to initiate cancelations termination and revision.
Generally short work breaks no changes and the other actions do not apply to this EE Group.

Other Action: Canceled, Termination, Manual Job Load

Action	What it does
Canceled	Used to cancel an appointment either in the middle of the approval process or after the transaction has been loaded to job. This action sends a notification to the employee and adds a canceled row to job data. See the Cancel an Appointment Job Aid for additional details.
~Manual Load to Job	Action for the final approver when the transaction is unable to be loaded to Job Data using the module

Step 8: Optional: Select Other in the Adjust field.

The Effective Date and End Date fields become editable.

Adjust field affects effective date and end date fields.

Step 9: Enter the Rate Per WTU value.

Step 10: Enter the WTU or FTE values.

The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. You will receive a warning message if you enter an invalid value.
WTU and FTE update each other and also the Total Comp value.
For FTE you might need to use the Advanced Lookup to find the closest approved value to your desired value.
WTU is a free form field.
For acceptable PIMS values for WTU and FTE use the WTU FTE Fraction Hours Spreadsheet.

Step 11: Review the Total Comp.

Total Comp is calculated based on a formula.

Step 12: Optional: Enter the Program name.

This field has a 14 character limit of mixed case.
If entered the Program Name is printed on the Appointment Notification.

Step 13: Optional: Enter the Course Name.

The Appointment Notification for the employee will alter based on whether the field is completed.

Step 14: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 15: Optional: Select Diff Appt.

This check box is for submitting multiple appointments for one employee.
- Unchecked: multiple appointments use the same appointment number and are on one appointment letter.
- Checked: This appointment receives a separate appointment number and a separate appointment notification letter.

Enter 013 - Extension Enrollment Based data

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.

This field is generally updated if there are funding changes.
Only active position numbers are allowed.

Step 2: Verify the Job Code.

Verify or update the position data based on the Position Nbr that you entered.
Decide whether a new employee record is needed. If the job code is changing then a new employee record is required based on the standard job stacking process. For more information review the CHRS Position Paper on Job Stacking Strategy.

Step 3: Verify and update the Grade if appropriate.

Step 4: Click the Lookup icon to select a Term.

If your campus uses multiple sessions per term you must use the lookup.
The Term that you select updates the Effective Date and End Date.

Step 5: Optional: Click the Lookup icon to select a Session Code if appropriate.

This field automatically defaults to Session 1.
If your campus uses multiple sessions per term you must use the lookup.
Field changes automatically update the Effective Date and End Date

Step 6: Click the Lookup to select an Appointment Type: 013-Extension Enrollment Based.

Appt Type is a required field.
Certain fields become editable based on the Appt Type field that you select.

If you select Appt Type 013 Extension Enrollment Based, the Student Count field becomes editable.

Step 7: Optional: Select an Other Action.

Use this field to initiate cancelations termination and revision.
Generally short work breaks no changes and the other actions do not apply to this EE Group.

Action	What it does
Canceled	Used to cancel an appointment either in the middle of the approval process or after the transaction has been loaded to job. This action sends a notification to the employee and adds a canceled row to job data. See the Cancel an Appointment Job Aid for additional details.
~Manual Load to Job	Action for the final approver when the transaction is unable to be loaded to Job Data using the module

Step 8: Optional: Select Other in the Adjust field.

The Effective Date and End Date fields become editable.

Step 9: Enter the Student Count.

When you enter a number into the Student Count field, the Rate Per WTU field updates.
The WTU field updates the Total Comp field.

Step 10: Enter the WTU.

The WTU field updtes the FTE field, updates the Total Comp field

Step 12: Optional: Enter the Program name.

This field has a 14 character limit of mixed case.
If entered the Program Name is printed on the Appointment Notification.

If you want the student count to be on the appointment notification, enter the amount in the program name. Example: Paleontology 10.

Step 13: Optional: Enter the Course Name.

The Appointment Notification for the employee will alter based on whether the field is completed.

Step 14: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 15: Optional: Select Diff Appt.

This check box is for submitting multiple appointments for one employee.
- Unchecked: multiple appointments use the same appointment number and are on one appointment letter.
- Checked: This appointment receives a separate appointment number and a separate appointment notification letter.

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.

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