Dean s Level User: Instructions

Transcription

1 Dean s Level User: Instructions *Please note: some information is blurred out for privacy To log in, please visit summer-sessions.ucdavis.edu and log in as an administrative user by clicking the link at the top right of the page. Once you enter your Kerberos user ID and passphrase, you will be taken to the following screen: 1

2 1. Admin Screens a. Add or edit an INSTRUCTOR S address i. This will let you add or edit an to an employee s record. b. Update an INSTRUCTOR S name i. This will let you update an employee s name and/or to match what is in PPS. c. Update an INSTUCTOR S fake employee ID i. This will let you update an employee ID from alphanumeric (if a new hire) or if it was entered incorrectly. d. Add or edit a STAFF MEMBER S address i. For staff with access to the Web-Based Business Application (WBBA), dean s level users can edit their address is incorrectly entered. e. Add or change a STAFF MEMBER S access i. Dean s level users can grant input or approver access to staff; can also add additional departments to input or approver staff. 2

3 2. View Payment Schedule (PPS) a. This report will only generate records for your associated department/cluster/college/division once an appointment letter has been signed by the employee: i. The report is sortable by department, session, and title. When records come to this report they will arrive as red with a red circular button at the far right indicating that is has not been entered into PPS. Once the record is entered into PPS you will need to click on the red button. Once you do this, the record and button will turn green. ii. If there is a box with a C next to the button, it means that there is a comment attached to record. To view the comment, simply click on the C. 3

4 3. Course Info a. Course Info will take you to a list of courses under which you have authority and allow you to manipulate the minimum enrolment for the course and add any additional expenses associated with the course: i. Minimum Enrollment 1. By clicking on the course title, you can edit the minimum enrollment for the course. For all entries associated with the selected CRN, the course minimums will change and will show on the letter of appointment. ii. Extra Costs 1. Any extra costs associated with the course will be added to the course record in the WBBA but will not show on any of the appointment letters. 4

5 4. Cancelled Records a. Records on this report will be of any cancelled ( deleted ) entries. Under the Functions column, the U will allow you to uncancel the record and bring it back to the Instructional Data Report. However, the record will be unapproved and Under Review. It will need to go through the cycle of being reviewed and approved again. 5

6 5. Custom Instructional Data Report a. The Custom Instructional Data Report lets you view all of the entries for which you have access to in the WBBA. Before viewing the report, you can sort on a variety of subjects including the department/subject, session, employee title, and status of the appointment letter. i. Leaving all drop-down options blank will let you see the entire report. 6

7 Custom Instructional Data Report (Continued) b. You will see all records for whichever drop-down options you ve selected. Records on this report that show up red are Under Review (have not been approved) or rejected by the department (due to error in appointment letter). Records that are green have been approved and is either awaiting approval, awaiting signature, or signed (electronically or manually). c. Under Other you will see the E (edit function - explained later in document) and C for any comments attached to the record. 7

8 6. Employee Entry Form a. Use this form to enter employees who are new hires, employees with IDs but who are no longer in PPS, or last-minute entries that were not available when the WBBA was open for the input of entries by departmental inputters/approvers. b. All fields must be completed before you hit Submit ; please review entered fields for accuracy. i. If name, , or employee ID is entered incorrectly, please go to Admin Screens page and edit accordingly. ii. If title is entered incorrectly, please edit in the Edit function (see below) of the Instructional Data Report. iii. If department or session is entered incorrectly, please contact the Summer Sessions office. c. The form will populate a fake employee ID (in the form of letters) for employees without one. 8

9 7. Reviewing and Approving Entries After going to the Instructional Data Report, click the E (edit function) button to go into the record and change the data that populates appointment letter information: 1. The top line will show the session, course, section, CRN, and number of units of the course in which the employee has been nominated for. The Current Enrollment will be populated a week before the course is set to begin. 2. The next few lines shows the information for the employee: a. First Name & Last Name 9

10 b. Employee ID; can be updated on Admin Screens once an employee has been hired and an employee ID is assigned. c. Title; please be sure that the correct title is selected as this field will populate appointment letter language depending on what is selected. 3. The next few lines has course and instructional cost information a. Department for which the course is managed by b. Annual Salary before AND after July 1; If employee is receiving an increase effective July 1, enter that amount in the appropriate box. If an instructor is NOT receiving an increase at all, enter the pre-july 1 rate in both boxes c. Calculated Summer Salary; This will not populate an amount until you hit Save at the bottom of the page. This is amount is what the WBBA automatically calculates using the standard instructor compensation calculation. d. Corrected Summer Salary; if the calculated amount needs to be overridden, enter the corrected amount in this field. Do not enter anything in this field unless you are overriding the compensation amount. 4. Number of payments a. This field should remain blank if an employee is planning on working on the assigned session 1 or session 2 dates. This number may change depending on whether the start and end dates need to change (more explanation below). 5. Graduate Student Status a. Select yes or no depending on whether or not the person is a graduate student. Select no if the student is receiving a PhD in the spring. 10

11 6. Start & End Dates: a. For SS 1 and SS 2 courses, these dates auto populate and do not need to be edited. If the start and/or end date is edited, please be sure to edit the Initial Pay Date if applicable. The initial pay date is the first day of the next month after the initial start date (i.e. if someone is starting employment in June, the initial pay date will be in July). b. Employees teaching part of a course will need to have the total compensation amount overridden as they are not working for the full amount of units of the course. Departments will need to figure this part out depending on the dates (if being shared with another employee). c. If any of the dates are edited, working day amounts must be put in all of the boxes. If a certain month(s) does not have any working days, a 0 must be entered in order to correctly calculate the amounts to be entered into PPS (per the View Payment Schedule (PPS) page). i. Working days are considered days in which the employee is to be compensated. This includes holidays in addition to week days but does not include weekend days. There are exactly 30 compensation days for session 1 and session 2. 11

12 7. Nomination Approved? a. Will default to no ; selecting yes will bring you back to the Instructional Data Report and the record will be green instead of red. The record s status will change to awaiting approval, meaning that the appointment letter is ready to be reviewed and sent to the employee for signature (more information below). 8. Miscellaneous Approvals; these are for record keeping only and will not affect anything in the WBBA. a. Recall approval; for recalled instructors select yes or no depending on whether or not a recall has been approved by Academic Affairs. 12

13 b. Retirement waiver; for recalled instructors select yes or no depending on whether or not a retirement waiver (UBEN 1039) has been signed by the instructor once the recall is approved and sent to central campus Payroll. c. AI approval; for associate instructors teaching an upper-division course or non-student employee working in a student title select yes or no depending on whether or not the approval from the COCI has been obtained. 9. Cancel Record a. Selecting this option will cancel the record and move it to the Cancelled Records report. It will also unapprove the entry and send out notification s to the employee and department notifying them of the change. You can unselect the check-boxes below if you don t want an to be sent out to the department and/or employee. b. If selected, you must choose a reason why the record is to be cancelled. There are four options: i. Course cancelled; select if the course has been cancelled ii. Duplicate; select if the record has been entered twice by mistake iii. Employee Ineligible; select if the record needs to be cancelled due to employee ineligibility iv. Other; select if the reason is not listed above c. In addition, a message will need to be entered into the Please Describe Changes field. 10. Signed a. If an appointment letter needs to be signed manually, you will need to check the Signed Manually box before the record can be logged in as signed and show up on the View Payment Schedule (PPS) report. It will also change the status of a record from Awaiting Signature to Signed Manually. You can unselect the check boxes below if you don t want an to be sent out to the department and/or employee. 13

14 8. Approving Appointment Letters 1. Select the report you d like to view on the Custom Instructional Data Report page. Approved entries awaiting appointment letter approval will have the status Needs Dept. Action. Once you click on the name of the employee, the following will show: 14

15 2. Depending on what was entered in the Edit function, certain language will populate on the appointment letter. Once the letter is reviewed by the departmental approver for accuracy: a. Reject Appointment Letter; this will bounce the letter back to the entry approver (Summer Sessions user or dean s level user) to re-approve after edits are made. Once you click this button, the record status will change from Needs Dept. Action to Under Review. In addition, the record will go from approved (green) to unapproved (red). You will need to enter a reason as to why the letter is rejected before the action can be completed. In addition, those with access to the department will receive an informing them of the appointment letter rejection. 15

16 b. Reviewed. Send to Instructor for Signature; this will bring you to a screen letting you know that the letter has been approved and will be sent electronically to the instructor for signature. The status of the entry for this appointment letter will change from Needs Dept. Action to Awaiting Signature. A copy of the sent to the instructor will be sent to the department as well. Once the employee has signed the letter, the record status will change to Signed and the record will show up on the View Payment Information (PPS) screen, signaling that it is ready for PPS processing. i. Reviewed. Employee has no ; if there is no on file for the employee, the letter will need to be signed manually. You will need to either add the UCD via the Admin Screens or approve it without an . Once this is done, you ll need to go back to the Instructional Data Report and click on the name of the employee. Then, print out a copy and have it signed. Once it is signed, you will need to go into the Edit screen for the record and click the Signed Manually box at the very bottom of the page. Once you hit Save, the record status will change to Signed Manually and a copy of the will be sent to the employee and department notifying them of the manually signed letter being logged into the WBBA. The record will then appear on the View Payment Schedule (PPS) page, signaling that it is ready for PPS entry. 1. If there are issues signing the letter not described above, a manual letter will need to be signed and instructions followed per the note above. 16