HIRE - CADET Overview

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Beverly Davis
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1 HIRE - CADET Overview Introduction This guide provides the procedures for hiring a Cadet. Information This process is for new members who do NOT already have an Employee ID (Empl ID) number. If the member has an Empl ID, please refer to the REHIRE - CADET guide. Contents Topic See Page Accessing a New Member 2 Approving an Accession 22 Contract Data for a New Member 26 Approving a Contract 31 1

2 Accessing a New Member Introduction This section provides the procedures for accessing a new member into Direct Access (DA). Procedures See below. 1 Select Add a Person from the Accessions pagelet. 2 Click Add Person. 2

3 3 The Biographical Details tab will display. The Effective Date will default to the current date. Enter the appropriate date of hire (cannot be future dated). Click Add Name. 3

4 4 Enter the member s complete name including full middle name. When complete, click OK. NOTE: Do not use NMN for members with No Middle Name. The government travel card will be issued with a middle name of N and cause denial of its use for the member. LEAVE IT BLANK. 4

5 5 Effective Date Enter the date of Accession. Format Type Leave as English. Date of Birth Enter the member s birth date. Birth Country Defaults to USA, if different, use the lookup icon to select the correct birth country (other fields may appear/change). Birth State Enter the state where the member was born. Birth Location Enter the city/town where the member was born. Effective Date Must match the Effective Date above. Gender Not editable. Will be updated in step 31, do not skip ahead. Highest Education Level Select the education level from the drop-down. Marital Status and As of Select the status from the drop-down and enter the date of marriage (if applicable). Language Code Select English from the drop-down. Alternate ID/Waive Data Protection & Full-Time Student DO NOT USE. National ID Enter the member s Social Security Number (with hyphens). When complete, select the Contact Information tab. 5

6 6 DA defaults the first Address Type as Home and the As Of Date is the date of hire. Click the Add Address Detail link. 7 Enter the Effective Date (cannot be future dated). Click Add Address. 6

Address 3 Not Used. City Enter New London. State Enter CT. Postal Enter 06320.

7 8 Since all Cadets are staying at the Academy, you must enter the address for the Academy. Address 1 Enter 15 Mohegan Ave (must use for CGPASS notifications). Address 2 Not Used. Address 3 Not Used. City Enter New London. State Enter CT. Postal Enter County Enter the county (if known). Click OK. 9 The address will display as entered. Click OK. 10 Click the Plus button to add the Mailing Address. 7

13 Address 1 Enter the number and street name. Address 2 Not Used. Address 3 Not Used.

8 11 Select Mailing from the Address Type drop-down and click the Add Address Detail link. 12 Enter the Effective Date (cannot be future dated). Click Add Address. 13 Address 1 Enter the number and street name. Address 2 Not Used. Address 3 Not Used. City Enter the address city. State Enter the address state. Postal Enter the zip code. County Enter the county (if known). Click OK. 8

identified on the member s Invitational Travel Orders (ITO)/acceptance letter to the

9 14 The address will display as entered. Click OK. 15 Click the Plus button and repeat steps to enter the Home of Record as identified on the member s Invitational Travel Orders (ITO)/acceptance letter to the Coast Guard Academy (CGA). The Phone Information, Addresses and Instant Message IDs are left blank. Select the Regional tab. 9

claims more than ethnic group, click the Plus button and add the additional group

10 16 Ensure the Regulatory Region is USA. Click the lookup icon to select the appropriate Ethnic Group category (If the member claims more than ethnic group, click the Plus button and add the additional group designation). All other fields are left blank. Select the Organizational Relationships tab. 17 Check the Employee box and click Add Relationship. 10

18 The Job Data screen displays. The Empl ID will be generated on the Work Location tab (Record this number for future reference.) Effective Date Defaults to the current date.

Position Number Enter 00060344 currently, for a CADET and hit tab. Click the Override Position Data button.

11 18 The Job Data screen displays. The Empl ID will be generated on the Work Location tab (Record this number for future reference.) Effective Date Defaults to the current date. This date may be future dated to reflect actual hire date. Effective Sequence Do not change. Reason Select New Position from the drop-down. Position Number Enter currently, for a CADET and hit tab. Click the Override Position Data button. If for any reason this accession is not completed, use the Add Employment Instance link from the HR Data Shortcuts pagelet. Enter the Empl ID, Add Relationship & you will be returned to Job Data. All previous Job Data entries will need to be reentered. See NOTE. NOTE: Do not use the Add Employment Instance if you had previously entered and saved Job Data. Any edits after the initial save should be made using Personal Information or Job Data links. 11

12 19 If the information does not auto-populate to the data below, use the lookup icons to make it match the data as displayed below. Position Entry Date Date of hire Regulatory Region AD Company ACG Business Unit CADCG Department Department Entry Date Date of hire Location CT0032 Establishment ID Do not use. Select the Job Information tab. 12

20 Only enter these three fields, DO NOT enter any other data fields. Job Code Enter 209898 (if not defaulted) and tab.

13 20 Only enter these three fields, DO NOT enter any other data fields. Job Code Enter (if not defaulted) and tab. Supervisor ID Enter the CGHRSUP Empl ID that approves Accessions. Employee Class Select AD from the drop-down. Select the Job Labor tab. 13

21 Only enter these two fields, DO NOT enter any other data fields. Labor Agreement Select ENL from the lookup icon. Labor Agreement Entry Dt Will default to date of hire.

14 21 Only enter these two fields, DO NOT enter any other data fields. Labor Agreement Select ENL from the lookup icon. Labor Agreement Entry Dt Will default to date of hire. Scroll down the page and click View ALL for Assigned Seniority Dates. Click Recalculate Seniority Dates to update the correct member type and component Service Date information. 14

15 22 Only enter dates as indicated. All other fields are blank. Active Duty Base Date Date of Oath of Office AD Pay Scale Date Date of Oath of Office CMA Date (see Chapter 3 of PAYMAN for correct date per situation) Current AD Date Date of Oath of Office DIEMS Date Date Initial Entry Military Service (any component) Expected AD Term Date 6 years from Oath of Office date (minus 1 day) Expected Loss Date 8 years from DIEMS (minus 1 day) Job Family Entry Date Date of Oath of Office Mil Obligation Compl Date 8 years from original DIEMS date (minus 1 day) unless prior discharge authorized under an approved program (i.e. VOLSEP) Pay Allowance Date Date of Oath of Office Pay Base Date Date of Oath of Office Date of Rank Date of Oath of Office Select the Payroll tab. NOTE: Upon graduation from the Academy and appointment as a commissioned officer, the service dates are defaulted to the commissioning date in Seniority Dates. A Statement of Creditable Services (SOCS) request must be sent to PPC Customer Care for those members that attended the Scholar Program (served on Active Duty or Reserve). 15

16 23 Pay Group Should default to USCG STG. Once the hire has been approved this will update to CADET. Select the Salary Plan tab. 16

17 24 Only enter fields as indicated. All other fields are blank. Salary Admin Plan Should default to CDT (If not, select it from the lookup icon). Grade Select CDT from the lookup icon. Grade Entry Date Should default to date of hire. Enter 1 and tab Entry Date Will default to date of hire. Select the Compensation tab. 17

Benefits System Ensure it reads Base Benefits.

18 25 Click Defaults Pay Components (this updates the Compensation Rate and Frequency data). Click the Benefits Program Participation link. 26 Only enter fields as indicated. All other fields are blank. Benefits System Ensure it reads Base Benefits. Effective Date If completing the Job Data AFTER the effective date of hire, change the date to the date of hire. Benefit Program Select ACG from the lookup icon. Click the Job Data link. 18

19 27 Click OK. 19

20 28 Several Messages will display (randomly ordered). Click OK (wait for the processing-circle-of-death to finish). 29 Click OK. 20

30 You will be returned to the Add Employee

21 30 You will be returned to the Add Employee Instance screen. Return to the Direct Access home page. 31 On the Menu, navigate to Workforce Administration > Personal Information > Biographical > Modify a Person s Gender. 32 Enter the Empl ID and click Search. 21

22 33 The Gender Change tab will display. The Gender Marker Change Effdt must be the day you are doing the change or a future date. This date cannot be back-dated. 34 Select the appropriate Gender radio button and select the Gender Change Reason from the drop-down. Data Correction Used for entering a new member s gender or to correct an incorrect gender. Gender Marker Change Used to modify a member who has followed established COMDT Policy and is physically changing genders. 22

23 35 Click Save. 23

Approving an Accession Introduction This section provides the procedures for approving an Accession in DA. Information SPO Auditor/PAO user access is required to approve an accession.

24 Approving an Accession Introduction This section provides the procedures for approving an Accession in DA. Information SPO Auditor/PAO user access is required to approve an accession. The approver cannot be the same person who entered the accession. The member will NOT be paid until the transaction is approved (remains in the staging Pay Group). Procedures See below. 1 Before approving the accession, review/audit the information by clicking on the Personal Information link and the Job Data link in the HR Data Shortcuts. 2 Click the View My Requests (all types) link from the Self Service Requests pagelet under the Requests tab. 24

25 Approving an Accession, Continued 3 Select the Requests I am Approver For radio button. You may narrow the search by filling in Transaction Name, Status and Dates. Click Populate Grid. 4 Click the Approve/Deny link for the accession you are approving. 25

26 Approving an Accession, Continued 5 Enter any needed Comments and select either Approve or Deny. 26

Click the X to close the page & repeat the process for each accession.

27 Approving an Accession, Continued 6 Once Approved, the buttons will be greyed out after the system saves the approval. Click the X to close the page & repeat the process for each accession. 7 To ensure the hire was completed, go back to the member s Job Data-Payroll tab to ensure the Pay Group updated to CADET. If not, submit a ticket to PPC for assistance. 27

Contract Data for a New Member Introduction This

contract of a Cadet with no prior service.

1 Select Contract Data from the Career Management

28 Contract Data for a New Member Introduction This section provides the procedures for completing the contract of a Cadet with no prior service. Procedures See below. 1 Select Contract Data from the Career Management pagelet. 2 Click the Add a New Value tab. 3 Enter the Empl ID and Contract Number (First Contract = 0001). Click Add. 28

Contract Content A statement is required. Select the Contract Type/Clauses tab. 5 Effective Date Should default.

29 Contract Data for a New Member, Continued 4 The Contract Status/Content tab displays with the Contract Number (Ex. 0001). Contract Begin Date Ensure it is appropriate. Regulatory Region Change to the appropriate region (in this case AD). Contract Content A statement is required. Select the Contract Type/Clauses tab. 5 Effective Date Should default. Contract Type Select ENL for Initial Enlistment. Comment Enter any contractual specific reasons. Select the Reason/Oath Info tab. 29

Contract Data for a New Member, Continued 6 Contract Term Years/Months/Days Enter the contract term (in this example 6 years). Reason Select from the drop-down.

30 Contract Data for a New Member, Continued 6 Contract Term Years/Months/Days Enter the contract term (in this example 6 years). Reason Select from the drop-down. Member Signature Date Enter the date the contract was signed. Name Enter appropriate name of Oath Administrator. Military Grade Enter rank of Oath Administrator. City Enter the City in which the contract was signed. State Enter the State in which the contract was signed. Select the Contract Leave tab. 30

31 Contract Data for a New Member, Continued 7 Total Leave to Sell (Days) Greyed out for Cadet hires. Select the Mbr Service Dates tab. 8 Click View All on the Assigned Seniority Dates. 31

If not, return to Job Data and verify the dates were entered correctly.

32 Contract Data for a New Member, Continued 9 Confirm Labor Seniority Dates set during the Accession process are correct. If not, return to Job Data and verify the dates were entered correctly. Select the Contract Approval tab. 10 Click Submit for Approval and it will be routed to the Approving SPO. 32

33 Approving a Contract Introduction This section provides the procedures for approving a contract. Information SPO Auditor/PAO user access is required to approve a contract. The approver cannot be the same person who entered the contract. Procedures See below. 1 Select the View My Requests (all types) link from the Self Service Requests pagelet under the Requests tab. 2 Select the Requests I am Approver For radio button. You may narrow the search by filling in Transaction Name, Status and Dates. Click Populate Grid. 33

34 Approving a Contract, Continued 3 Click the Approve/Deny link for the contract you are approving. 4 Enter Comments and click Approve or Deny (deny returns the contract to the HRS user). 34

35 Approving a Contract, Continued 5 The contract is approved and the member is fully accessed into the Coast Guard with pay. 35

22 August CADET - Hire. The following procedure is for the HIRE process of Cadets.

22 August CADET - Hire. The following procedure is for the HIRE process of Cadets. CADET - Hire The following procedure is for the HIRE process of Cadets. The HIRE process is for new members who have NOT previously been issued an Employee ID (Emplid) number. If the member has an Emplid,