CMS Project Team Business Process Guide Process: Create Contracts for 12-month Appointment Module: Workforce Administration High Level Description Process Module Document Type File Reference Create Contracts for 12-month Appointment Workforce Administration Business Process Guide Psshr://Cms/Training, Doc & Support/~Human Resources Documentation/Temporary Faculty/Business Process Guides /BPG_TF_Create_Contracts_for_12Month_Appointment.doc Revision Control Date By Action Pages 01/28/2007 T Mistry Document created 18 12/06/2007 A Everett Document converted to accessible template 18 06/17/2009 A Everett Document edited for accessibility and usability 18 06/23/2009 J Reeds Document reviewed and edited 18 Table of Contents Overview... 1 Complete the Contract Data for the Contract Appointment Letter... 2 Generate and Print the Contract... 7 Generate and Print the Temporary Faculty Appointment Form... 13 Overview This business process guide demonstrates how to create a contract for a 12-month appointment by entering effective dates that encompass a year. The contract will consist of one page. Please contact Faculty Affairs for information on how to add the employee to the system if they are not already in the database. Business Process Guide Page: 1
Complete the Contract Data for the Contract Appointment Letter This section demonstrates how to create the contract using the CSU Contract Data pages. The Workforce Administration page 1. From the Main Menu, navigate to Workforce Administration. 2. Click the CSU Temp Faculty hyperlink. 3. Click the CSU Contract Data hyperlink. The CSU Contract Data search page 4. Click the Add a New Value tab. Business Process Guide Page: 2
The Add a New Value page 5. Enter requested data: EMPLID: Enter the 9- digit EmplID of the person CSU Contract Number: Leave as NEW Department: Enter your 4-digit department number 6. Click the Add button. The Contract Status/Content page Business Process Guide Page: 3
The Contract Status/Content section 7. Enter information about the overall contract. (See field descriptions below.) Field Descriptions: Efft Date: Override with the first date of the appointment. Contract Desc: Enter a name for the contract. Include the Last Name, Term and Dept Name. Example: Cassatt_2006_07_12MO_CE Entitlement: If there is Entitlement, enter in three decimal point format. Example:.500 Contract Expected End Date: Enter the last date of the Appointment. Multi-Year End Date: (Optional.) If Entitlement, then enter last year of Entitlement. Contract Type: Click the lookup icon to select the appropriate type. Business Process Guide Page: 4
The TF Contract Detail section 8. Enter requested data. (See field descriptions below.) Note: Do not insert another row at the TF Contract Detail. This will only be one page. Field Descriptions: Position Nbr: Click the lookup icon to search for it, if unknown. Click Tab. Note: Data about the position will populate. Term: Enter the fall term of the current year in a four-digit format. Example: 2064 = Fall 2006 Cycle: Enter 5. Comp Rate: Enter the full-time monthly rate of pay. Total WTU: Enter the value that reflects the amount of weighted teaching units. Late Start: If late start, then enter L. This will lower the pay. Skip this field if not late start. Academic Days Paid: If late start, enter the number of academic working days left. (See HR s Academic Calendar.) Skip this field if not late start. Comments: (Optional.) Enter information about the hire. The information prints on the appointment form. Business Process Guide Page: 5
The Contract Status/Content page 9. Click the TF Contract Total tab. The TF Contract Total page 10. Letter Code: Enter CN1. 11. Review all data for accuracy. 12. Click the Save button. Business Process Guide Page: 6
Generate and Print the Contract This section demonstrates how to generate and print the contract. The contract data you just entered will appear on the Contract Appointment letter/terms and Conditions. The SJSU Human Resources page 1. From the Main Menu, navigate to SJSU Human Resources. 2. Click the Workforce Administration hyperlink. 3. Click the Temp Fac Contract by Emplid hyperlink. The TF Contract by Emplid search page 4. Click the Search button. Business Process Guide Page: 7
The TF Contract by Emplid search results display. 5. Select a Run Control ID by clicking the appropriate hyperlink. Business Process Guide Page: 8
The TF Contract by Emplid page 6. Enter requested data. (See field descriptions below.) 7. Click the Run button. Field Descriptions: EmplID: Enter the employee ID number Contract Number: Click the lookup icon to search. Due Date: (Optional.) Enter due date. Dean s Name: Enter the Dean s name or name of designee. Business Process Guide Page: 9
The Process Scheduler Request page 8. Verify settings if you are running this for the first time, otherwise settings remain. Server Name: PSUNX Type: Web Format: PDF 9. Click the OK button. The TF Contract by Emplid page 10. Click the Process Monitor hyperlink. Business Process Guide Page: 10
The Process List page 11. Wait at least 15 seconds, and then click the Refresh button. 12. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted. 13. Click the Details link. The Process Detail page 14. Click the View Log/Trace hyperlink. Business Process Guide Page: 11
The View Log/Trace page 15. Click the PDF hyperlink. The 12-Month Contract (Statement of Terms and Conditions of Employment) 16. Verify the data. Business Process Guide Page: 12
Generate and Print the Temporary Faculty Appointment Form This section demonstrates how to generate and print the Temporary Faculty Appointment form. This form is used to communicate the hire data to Human Resoures. Human Resources performs the Hire/Rehire process. The Workforce Administration page 1. From the Main Menu, navigate to SJSU Human Resources. 2. Click the Workforce Administration hyperlink. 3. Click the TF/TA/GA/Appt- Revision Form hyperlink. The TF/TA/GA Appt- Revision Form search page 4. Click the Search button. Business Process Guide Page: 13
The TF/TA/GA Appt- Revision Form search results display. 5. Select a Run Control ID by clicking the appropriate hyperlink. Business Process Guide Page: 14
The TF/TA/GA Appt- Revision Form page 6. Enter the requested data. (See field descriptions below.) Note: Data entered in the fields will print on the appointment form. 7. Multiple Funds or Departments: Repeat same data entry as above if this is a split between another fund and/or department. 8. Click the Run button. Field Descriptions: EmplID: Enter the employee ID. Click the lookup icon, if needed. Contract Number: Click the lookup icon to find the contract you need. New Appointment Form: Click the radio button to select form. Action/Reason: Enter HIR in first action box. Enter APT in first reason box. Use second boxes only if you have another action taking place. The second boxes are typically used for funding changes such as splits. Example: EDC FSC for funding changes. Effective Date: Use only if you have another action reason such as a funding change or other actions. This is not the effective date of the contract. The effective date of the contract will automatically populate from the contract. Initiating Official: Enter name of initiating official in your department. (Typically, the Chair of the dept.) Appointing Official: Enter name of appointing official for your department. (Typically, an official in the Dean s office.) Dept. Contact - Name & Ph: Enter your name and phone number. Funding Changes section: (Optional.) Use only if appointment is funded differently from the position setup. Contact your Dean s office for further information. Department: Enter the department number funding the employee salary. Fund: Enter the five-digit fund number. Class: (Optional.) Enter the class number, if used. Project: (Optional.) Enter the Project number, if used. Percent: Enter the percentage number being funded from the information provided. Efft Date & End Date: Enter the dates the funding change will cover. Business Process Guide Page: 15
The Process Scheduler Request page 9. Server Name: PSUNX 10. Type: Web 11. Format: PDF 12. Click the OK button. The TF/TA/GA Appt- Revision Form page 13. Click the Process Monitor hyperlink. The Process List page 14. Wait at least 15 seconds, and then click the Refresh button. 15. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted. 16. Click the Details link. Business Process Guide Page: 16
The Process Detail page 17. Click the View Log/Trace hyperlink. The View Log/Trace page 18. Click the PDF hyperlink. Business Process Guide Page: 17
The Temporary Faculty Appointment Form 19. Print the document, obtain signatures and forward to Faculty Affairs (via Dean s Office, as applicable). Comments section: Notes: Reiterate the appointment information or other information, as needed. Example: New Hire Spring.40 FTE Comments entered in TF Contract Detail comments box populate in this box. Employee ID Record Number box: Note: The record number will be blank until HR enters the Hire. Job History section: Note: The Job History section will not populate with data until HR enters the hire for this job. Business Process Guide Page: 18