Temp/On-Call Hire, Rehire and Additional Assignment
Initiate the process by:
- From Select Employee Process, choose Create a New Appointment/Assignment.
- From This Employee will be, choose Temporary or On-Call Staff.
- Click Start Employee Process.
Enter Start Date and Search for Employee
First the system determines the employment status of the person to hire relative to the university. Different actions are taken depending on whether the person to be hired:
- Has never worked for the university. (Has no record in the HR/payroll system.)
- Has worked for the university in the past, but has a break in service.
- Is currently employed by the university.
When you choose Search Employee, the system displays any information currently in the system about the person. It also determines the relevant status and action to take based on that information.
In some cases, such as if an employee is already full time or already has the maximum number of positions allowed, an error may occur. If a red error occurs, do not proceed. Contact MSU Human Resources Solutions Center for assistance.
To search for an employee:
- Enter the Start Date of employment.
- In the SSN/PID box, enter one of the following:
- The person’s Social Security Number, without dashes
- The person’s ZPID or APID, if known
- Click the Search button. The system displays search results and the appropriate action.
Specify the Assignment Type and Organizational Unit
To enter the assignment type and organizational unit
- Use drop down menu to choose Temporary or On-Call for assignment type.
- Enter or look up the organizational unit.
- 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:
- 3 days or less (Job number will need to be provided and answer the off-campus question)
- MSU HR Exception (Job number will need to be provided, answer the off-campus question and provide reason for exception)
- Out of County (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 action button at the top of the screen (Hire, Rehire, or Additional Assignment) and this will lead into the form.
Personal Data and Additional Personal Data
Personal Data and Additional Personal Data are displayed for employees already in HR/Payroll system.
- If this is a re-hire, some fields-such as title, date of birth, and gender-are editable.
- If this is an additional assignment, the Personal Data fields are not editable.
For employees new to the University Personal Details fields are blank.
To enter Personal Details
Complete the Personal Data and Additional Personal Data fields for the employee.
Organizational Details
The position information shown here cannot be edited, other than the Primary Assignment End Date for temporary employees. If any information listed here is incorrect, you must start again from the beginning. The job ID, supervisor & position description may be edited if desired. The work schedule & employment percentage will change automatically based on the job 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.
This information will auto-populate based on the job number selected at the entry screen.
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
Click the Search button.
Supervisors can be filtered by first name, last name, position number, organizational unit ID or position name.
To change the Primary Assignment End Date
Change the Primary Assignment End Date if necessary.
Most on-call positions have a Primary Assignment End Date (PAED) of 12/31/9999. The primary assignment end date for on-call minors defaults to the day before the 18th birthday and is not editable.
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)
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.
Select the appropriate Work Schedule Rule from the drop-down list if not pre-populated.
Change the Employment Percent if necessary.
Contact Information
For new hires and re-hires, contact information fields are blank. For additional assignments, only work contact information appears, and only the Actual Work Location fields are editable.
To enter Contact Information
Complete the employee's contact information.
For Home Address phone numbers and the Emergency Contact Information phone number, enter the area code and the rest of the phone number in the larger box. If the emergency contact information is the same as the home address check Address same as Home Address and the fields will pre-populate.
For Emergency Contact Information, First Name and Last Name are required fields. If the emergency contact does not have a first name, then enter "NA" for the first name and enter a comment indicating that the emergency contact does not have a first name. HR can make the appropriate adjustments when approving the form.
Enter an Administrative Address
The Administrative Address is the location where employee business mail should be received. If the employee is working off-campus you will want to indicate this when creating the position.
To enter an Administrative Address
The Administrative Address is the location where employee business mail should be received. If the employee is working off-campus you will want to indicate this when creating the position.
Specify the Building, either by entering the building number or looking up and selecting the building by name. When entering the Building, it is not necessary to enter the preceding zeroes.
If necessary, select Enter to populate address information and see a range of valid room numbers.
Enter the room number (alpha characters are allowed), and the Telephone Number, if desired.
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, pressing the first letter of the state (or territory) name cycles to the next state beginning with that letter. For example, pressing 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 an hourly rate
Enter the hourly rate in the box provided.
For employees paid a lump sum (project pay)
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.
Enter the lump sum amount in the box provided.
Enter New Funding
Click on the plus sign to add a new line of funding.
Enter Start Date, End Date and Fund.
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".
Select Enter after manually typing the account number 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
Answer each question.
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. Reivew this information as needed.
To enter Comments and Attach documents
Upload the required attachments indicated.
Enter any comments in the Notes field.
To upload an Attachment
Select the attachment being uploaded from the Attachment Type drop-down list.
Click the Plus sign icon to locate and select the attachment.
Click the Upload button to attach the file.
Repeat this process for each additional attachment.
Acknowledgement Section
Information that requires review by form indicator 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.
Temp/On-Call Change of Status
This document covers the change of Status form for a temporary or on-call employee. The change of status form is used for temporary or on-call employees in the following circumstances.
- Employee is changing from temporary to on-call, or vice versa.
- Employee’s job title is being changed.
- Employee’s position is transferring to a different organizational unit
- Employee’s SSN or name has changed.
- Temporary employee’s end date or employment percent is changing.
Selecting the Employee and the Effective Date
First you locate and select the employee and enter the effective date. When changing an employee’s end date, the effective date must be the day after the current Primary Assignment End Date.
To select the employee:
- From Actions, click on HR Forms: Pay & Cost Redistributions >Create A New Appointment/Assignment> Temporary and On-Call Staff > Start Employee Process.
- Enter the Start Date in the box provided. As noted on the form, this is the date the change of status becomes effective.
- In the SSN/PID box, enter the employee SSN or PID or search for the person as described below.
- Click the Search button.
- Answer the prompt to yes, to change the existing assignment.
- A list of assignments appears.
- If necessary, select an assignment by clicking the circle to the left of the assignment. Click Continue.
To search for an employee
- Click the search button to the right of the SSN/PID field.
- Enter the employee information you have.
- Click the Go button. A list of matches appears.
- Click the circle to the left of the an assignment to select it.
Selecting the Desired Action
Once you have selected the assignment, you then need to indicate the desired change of status to be made. The selections provided are the ones that are available for this particular person’s change of status. Some changes are valid for only temporary OR on call employees; some are valid for both. Changes not valid for the selected assignment are not listed. The checkbox you select controls which parts of the change of status form are editable, and which business rules apply. If you select an item to change, you must change that information on the form.
To select changes to the employee's record
- Check the circle for the change to be made.
- Click the Change of Status form button. The form opens with information prepopulated.
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.
Selected Actions and Personal Details
The first screen displays the changes selected earlier, followed by personal information. If you indicated that the name and/or Social Security Number would be changed, those fields are editable. Other fields are not editable.
Organizational Assignment
Several fields on this screen may be editable depending on the changes you selected. The example below shows editable fields when changing from on-call to temporary.
The following notes apply to temporary and on-call changes of status:
- Employee Percent should be 47.50% for on-calls.
- Primary Assignment End Date should be 12/31/9999 for on-calls. See HR for other rules regarding extensions to temporary employees.
An error message appears if you do not select a Job ID and/or an Organizational Unit (if applicable, these fields could be read only)
Change from Temporary to On Call
You may need to select an Enterprise Structure in order to indicate either hourly pay or project pay. You can also change the following:
- Supervisor
Change from On Call to Temporary
You can also change the following if applicable:
- Primary Assignment End Date
- Job ID (required when changing from a 1585 on call position)
- Supervisor
- Work Schedule Rule
- Employment Percent
Change Job Title Within Org Unit
Search for and select the new Job ID and optionally Supervisor.
Transfer Person and Position to a New Org Unit
Search for and select the new Organization ID and optionally Supervisor.
Change End Date (Temporary Employees Only)
Enter a new Primary Assignment End Date.
Change Employment Percentage (Temporary Employees Only)
Enter a new Employment percent.
Contact Information
Employees can maintain their own Home Address and Emergency Contact Information. The Administrative Address and Actual Work Locations are editable when transferring a position. The Actual Work Location is editable when changing job title or temporary/on-call status.
Basic Pay and Cost Distribution
Changes to pay and cost distribution are optional.
- To change the rate of pay, enter the new amount under Hourly Rate.
To change the cost distribution, check the Change Funding ? box.
The screen updates to show an editable New Funding table populated with the current funding. It also shows a read-only Current Funding table so that you and any approvers can see the before and after.
To enter Funding lines
- Click on the pencil icon to edit funding line..
- Enter Start Date and End Date.
- Search for and select a Fund. If you have created a Personal Value List, you may have to press F4 to override your personal values. If you type the account number, press Enter after typing it to default the other required accounting information.
- If necessary, search for and select other funding elements. 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.”
- Repeat the above steps for each additional funding line. To add more rows, click the Plus Sign icon and repeat the above steps.
To remove a row, choose the icon with encircled X.
Additional Information
Depending on the answers to Additional Information questions, additional detail may be required.
To enter Additional Information
- Answer each question.
- 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. Reivew this information as needed.
To enter Comments and Attach documents
- Upload the required attachments indicated.
- Enter any comments in the Notes field.
To upload an Attachment
- Select the attachment being uploaded from the Attachment Type drop-down list.
- Click the Plus sign icon to locate and select the attachment.
- Click the Upload button to attach the file.
Repeat this process for each additional attachment.
To delete an attachment
- Select the attachment by clicking on it.
- Choose the icon with the encircled X to delete the document
Acknowledgement Section
Information that requires review by form indicator 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.
Temporary/On-Call Change of Position
Selecting the Employee
Click on HR/Payroll Forms & Cost Redistributions.
Choose Create a New Appointment/Assignment.
From This Employee will be, choose Temporary or On-Call Staff.
Click Start Employee Process.
Enter the Start Date of the employee or use the search box to bring up a calendar to choose the correct date.
Click Search Employee button.
In the SSN/PID box, enter one of the following:
The person's Social Security Number, without dashes
The person's ZPID or APID, if known.
Click the Search button. The system displays search results and the appropriate action.
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
Use drop down menu to choose temporary or on-call for assignment type.
Enter or look up the organizational unit.
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:
3 Days or Less (Job number will need to be provided and answer the off-campus question)
MSU HR Exception (Job number will need to be provided, answer the off-campus question and provide reason for exception)
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
Click the Search button.
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
Change the Primary Assignment End Date if necessary.
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)
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.
Select the appropriate Work Schedule Rule from the drop-down list if not pre-populated.
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 working off campus you will want to indicate this when creating the position.
To enter an Administrative Address
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.
If necessary, press Enter to populate address information and see a range of valid room numbers.
Enter the room number (alpha characters are allowed), and the Telephone Number, if desired.
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)
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.
Enter the lump sum amount in the box provided.
Enter New Funding
Click on the Plus Sign to add a new line of funding.
Enter Start Date, End Date and Fund.
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
Answer each question.
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
Upload the required attachments indicated.
Enter any comments in the Notes field.
To upload an attachment
Select the attachment being uploaded from the Attachment Type drop-down list.
Click the Plus Sign icon to locate and select the attachment.
Click the Upload button to attach the file.
Repeat this process for each additional attachment.
To delete an attachment
Select the attachment by clicking on it.
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.
