Temporary/On-Call Change of Position

Selecting the Employee

  1. Click on HR/Payroll Forms & Cost Redistributions.
  2. Choose Create a New Appointment/Assignment.
  3. From This Employee will be, choose Temporary or On-Call Staff.
  4. Click Start Employee Process.
  5. Enter the Start Date of the employee or use the search box to bring up a calendar to choose the correct date.
  6. Click Search Employee button.
  7. In the SSN/PID box, enter one of the following:
    1. The person's Social Security Number, without dashes
    2. The person's ZPID or APID, if known.
  8. Click the Search button.  The system displays search results and the appropriate action.
  9. For employees with existing assignments, it shows information on those assignments grouped by PERNR and sorted with the most recent actions first. If the start date entered falls after all current assignments, only termination records appear.   If this is the correct employee, click Create Position button.

Specify the Assignment Type and Organizational Unit

To enter the assignment type and organizational unit

  1. Use drop down menu to choose temporary or on-call for assignment type.
  2. Enter or look up the organizational unit.
  3. Click the Continue button.

Select the Hiring Process

Dependent upon the assignment type, the drop down will give options to choose the following hiring processes:

  1. 3 Days or Less (Job number will need to be provided and answer the off-campus question)
  2. MSU HR Exception (Job number will need to be provided, answer the off-campus question and provide reason for exception)
  3. Out of Country (job number will need to be provided)

Once hiring process is chosen, enter or look up the job number.

Traditional temp/on-call jobs such as clerical aide, professional aide, etc., start with the numbers 200028.

Click the Continue button.

Then click the Change of Position button at the top of the screen and this will lead into the form.

Saving the Form

You can click the Save Draft button at any time to save a draft of the form to your HR Inbox.

Data Changes Table

A Data Changes table appears at the bottom of each screen.

The Data Changes table shows any changes that will be made to the employee's record as a result of submitting the form.  A single change on the form may change multiple values.  For example, changing a person's job title may change related values such as Employee Subgroup or Personnel Sub Area.

The table changes as you fill out the form. and Add

Personal Data and Additional Personal Data

Personal Data and Additional Personal Data are displayed for employees already in the HR/Payroll system.

  • Since this is a Change of Position, the Personal Data fields are not editable.

For employees changing position form Student to TOC, the additional personal data fields (disability, veteran status, ethnicity) may need to be filled out if not saved on employee record.

Organizational Details

Several fields on this screen may be editable depending on the changes you selected.

The Organizational Details (Enterprise Structure) describes the position.  IT is a combination of the following fields:

  • Employee Group: Union, Non-Union, Non-Employee/No Pay.
  • Employee Subgroup:  A further breakdown of the Employee Group.  Examples include Student, Hourly Temp, Executive management AN, No Pay, Academic Year Faculty.
  • Personnel Area:  MSU-US or MSU-Dubai.
  • Personnel Sub-area: A further breakdown of the Personnel Area.  Examples include: Service Maintenance, Clerical Technical, Nurses, Faculty/Academic Staff.

Specify a Supervisor

While auto-complete is available for entering this information, you may find it more efficient to search for the supervisor by name or create a Personal Value List.

To search for a supervisor

  1. Click the Search button.
  2. Here supervisors can be filtered by first name, last name, position number, organizational unit ID or position name.

To change the Primary Assignment End Date

  1. Change the Primary Assignment End Date if necessary.
  2. Either key in the Primary Assignment End Date or use the calendar lookup.

Most on-call positions have a Primary Assignment End Date (PAED) of 12/31/9999.

For temporary employees, the Primary Assignment End Date defaults to the last possible end date.  You may change this date to an earlier end date, but not a later date.  The Employment percent needs to be entered for temporary employees.

Enter a Position Description

The Unit Position Summary (Position Description) describes the duties and responsibilities associated with the position.

To enter a Unit Position Summary (Position Description)

  1. Enter text describing the position in the Unit Position Summary (Position Description) text box.

Enter Planned Working Time

Planned Working Time includes the employee's work schedule and employment percent.

  1. Select the appropriate Work Schedule Rule from teh drop-down list if not pre-populated.
  2. Change the Employment percent if necessary.

Contact Information

Employees can maintain their own Home Address and Emergency Contact Information.  The Administrative Address and Actual Work Locations are editable when transferring or changing a position.  The Actual Work Location is editable when changing job title or temporary/on-call status.

Enter an Administrative Address

The Administrative Address is the location where employee business mail should be received.  If the employee is owrking off campus you will want to indicate this when creating the position.

To enter an Administrative Address

  1. Specify the Building either by entering the building number or looking up and selecting the building name.  When entering the Building it is not necessary to enter the preceding zeroes.
  2. If necessary, press Enter to populate address information and see a range of valid room numbers.
  3. Enter the room number (alpha characters are allowed), and the Telephone Number, if desired.
  4. If the employee is working off campus, select the check box indicating this and then select the off-campus location.  An Administrative Address is still required.  If the off-campus and Administrative Address are the same, select the same location in both fields.

The Actual Work Location phone number must be entered in the format +1AAANNNNNNNxEEEEE (+15173533121x534) as follows.  This format is required in order for data to be displayed correctly via the portal or through the data warehouse.  This format is only required for the Actual Work Location phone number.

This text:  +1 AAA NNNNNNN xEEEEE
 Is: Always required The area code The phone number The extension, if any
For example: +1 517 3533121 x534

When selecting from a State drop-down list, selecting the first letter of the state (or territory) name cycles to the next state beginning with that letter.  For example, selecting M the first-time results in Maine, the second time in Maryland, and so on.

Pay and Cost Distribution

At least one pay and cost distribution row must have an end date of 12/31/9999, even if the employee has an end date.

For employees paid an hourly rate

Enter the hourly rate in the box provided.

For employees paid a lump sum (project pay)

  1. Check the box indicating the employee will be paid a lump sum.  A Lumpsum Amount field appears and the hourly rate is no longer editable.
  2. Enter the lump sum amount in the box provided.

Enter New Funding

  1. Click on the Plus Sign to add a new line of funding.
  2. Enter Start Date, End Date and Fund.
  3. Click OK.

If a WBS Element (sub-account) does not appear in a row after the account number is entered this means that there is more than one option for that account.  If no sub-account is entered, WBS Element defaults to "No_Sub-Account."

If you manually type the account number, press Enter after typing it to default the other required accounting information.

Additional Information

Depending on the answers to Additional Information questions, additional detail may be required.

To enter Additional Information

  1. Answer each question.
  2. If prompted, provide any requested additional detail.

Attachments and Notes

Required attachments are listed at the top with a checkbox next to each item required.  Important Links at the bottom of the screen provide links to policies and procedures that may apply, and to forms that can be attached and submitted.  Review this information as needed.

To enter comments and attach documents

  1. Upload the required attachments indicated.
  2. Enter any comments in the Notes field.

To upload an attachment

  1. Select the attachment being uploaded from the Attachment Type drop-down list.
  2. Click the Plus Sign icon to locate and select the attachment.
  3. Click the Upload button to attach the file.

Repeat this process for each additional attachment.

To delete an attachment

  1. Select the attachment by clicking on it.
  2. Choose the icon with encircled X to delete the document.

Acknowledgement Section

Information that requires review by form initiator are listed in this section with a checkbox next to each item that requires acknowledgement.  Review and verify this information in order to proceed with form.

Summary Form

At this point you can generate a PDF by clicking the Download PDF button. The PDF version of the form opens in a new window and can be saved or printed.

As the form routes for approvals, approvers are able to view the form as a PDF by clicking the Download PDF button.

Review Form and Confirmation

You are now ready to send the form for approval.

By clicking the Send button, any errors will appear and will need to be corrected in order to send the form.  Once complete, click send to route the completed form for approval.  Upon successful submission, the HR/Payroll system displays a process reference number.