Transcript People Admin User Preview Session

12 Easy Steps to Create an
Employment Contract
Campus Human Resources
Employment & Compensation Services
October, 2009
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Agenda
 Welcome & Introductions
 Review Purpose for Employment Contract Process
 12 Easy Steps to Complete an Employment
Contract/Amendment
 Exercise - Create an Employment Contract
 Discuss Contract Amendments
 Questions
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PeopleAdmin – Employment Contracts
Transition Purpose
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Increase efficiency
Address audit issues
Utilize existing technology – PeopleAdmin
Deliver consistent results
Improve policy / procedure compliance
Enhance records management / retention
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Employment Contract Workflows (including Amendments)
Approve New
Employment
Contract
(Reminder Sent)
Emails:
(1) To HM
(2) To Emp Sub
(3) To Emp Prep
Note: The workflow below also
applies to the ‘New Employment
Contract - Amendment’ Action.
Route to CHR
Employment for
Approval
New
Employment
Contract
Dept. Emp Prep
Creates
Route to the Dept.
Emp Submitter
(1) to Dept. Emp Prep
(2) To Dept. Emp Sub
(3) to Employment
(If Applicable)
Note: Applicable users
can cancel the
Employment Contract or
Contract Amendment at
any point in the
workflow.
Approve New
Employment Contract
Emails:
(1) To Dept. Emp Sub
Emails:
Note: 30 days prior to the
Appointment End Date listed on
the Employment Contract, the
status of the contract will
automatically change to
Approve New Employment
Contract (Reminder Sent). This
will also trigger an email to the
Hiring Manager, Employment
Submitter / Preparer
(2) To Dept. Emp Prep
(3) To Policy Services
(4) To Add’l Emp
Prep/Sub & Comp
Prep/Sub Selected
Invalidate
Employment
Contract
Dept. Emp Sub
Creates
Route to Benefits
for Approval
CHR
Employment
Creates
Emails: A system-generated
email is sent to the appropriate
user indicated in the workflow,
unless otherwise noted.
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Step 1
 Begin by logging in to People Admin as an
Employment Preparer or Submitter.
 Click on “Begin New Action” just below the Job
Descriptions heading.
Step 2
 Click on “Start Action”
to begin a new
contract.
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Step 3
 Identify the Job Analysis (JA) number or use one of the fields shown to search for contract job
descriptions.
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Step 4
 Verify that you have the correct job description by clicking “View Summary.”
 If it’s the one you want to use, click “Start Action” to begin entering the contract fields.
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Step 5
 Click on the desired
contract type.
 Use the date you are
preparing the request as
the “Date of
Agreement”.
 Enter the actual start
date of the contract in
the Begin Date field.
 The End Date is the date
the contract appointment
ends.
 In order to receive an email notification that the
contract will expire within
30 days, enter a date
that is 30 days prior to
the date the contract will
expire in the
“Appointment End Date
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Reminder” field.
Step 6
 Request Number is assigned by PeopleAdmin for
your future reference.
 If an employee is a Rehired Retiree an employee
ID is required. A link to the Rehired Retiree policy is
provided for your information.
 The information in this section will automatically
populate from the job description.
 Enter the Percentage of Time of the appointment.
 Salary Enter the salary as a full time monthly rate
within the range for that position.
 Changes in salary Select an option based on how
changes in the salary will be made: in accordance
with PPSM 30 or by written amendment to the
contract.
 A link to the Benefits Eligibility is provided for your
information.
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PSS Exempt, PSS Non-Exempt, MSP
Non-Exempt Only
 Enter the appointment begin, end time, and
days of the week that the individual will
work.
Step 7
MSP Exempt Only
 The number of hours to be worked each
week must be entered. This is determined
by multiplying the percentage of time by 40
hours.
Example: employee will work 25% time
(25% x 40 hours) = 10 hours/week
 Select the Submitter name and the
Primary Hiring Manager’s name from the
drop - down menu to receive Email
Notification of actions concerning the
contract/amendment process.
 Additional Employment and Additional
Compensation Preparers/Submitters are
secondary HR contacts. It is always best
to have names selected here as the
primary hiring manager may be out of the
office. These individuals will also receive
the email notifications.
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Step 8
Please note that there is supplemental
documentation stating that an exception to pay
policy was approved 9/22/09 RT
 Under the Comments
section, enter comments
from each user to be
shared with the next
reviewer in the approval
process. Remember to
date and initial all
comments.
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Step 9
 Click here to view
Contract Summary
 From the “Action History” tab, Click
“Continue To Next Page” and click
“Edit” to make final changes to the
contract.
 Action Status – if your contract is
ready for submission, click “Route to
Employment for Approval” and then
press Continue.
 The contract will be reviewed by
Employment & Compensation
Services.
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Step 10
 Approval Email
Once the contract
has been approved
by Employment &
Compensation
Services the
responsible users will
receive a detailed
email indicating the
approval of the
contract.
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 Once the Contract has been approved, in order
to print and obtain signatures, click on Search
Actions
Step 11
 Enter the department name / code and Employee
last name OR the job analysis (JA) number and
the Employee last name and click on Search.
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 Click on Get Reports List link under Contract Type and select the appropriate Contract Report to view
the completed Contract.
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Step 11
 Department is now the “Office of Record”
and must retain original signed contracts /
amendments for 7 years.
 Department must print the contract
then obtain appropriate signature (s)
and file Contract in Employee’s
personnel file.
 The signed Contract can now be scanned
and uploaded under the Supplemental
Documentation tab as shown in Step 12.
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Step 12
 This tab is used to attach the approved and signed contract and any other
information related to the contract.
 The Supplemental Documentation tab is also used to attach the two UBEN forms,
138 and 1039, when creating a contract for a Rehired Retiree.
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Employment & Compensation Team
 Elaine Peters – Employment & Compensation Director
x40888
 Anders Askenas – Employment Services Consultant
x40887
 Lucie Dean – Compensation Services Consultant
x40876
 Ginny Flenoy – Employment Services Consultant
x40884
 Ron Guizado – Employment Services Consultant
x40886
 Gwen Kobayashi – Employment Services Consultant
x40883
 Ryan Lee – Employment Services Assistant
x40890
 Jose Martinez – Compensation Services Specialist
x40880
 Carolyn Murry – Compensation Services Consultant
x40874
 Keith Sakoda - Compensation Services Consultant
x40882
 Rowena Timoteo – Employment Services Specialist
x40890
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