Revising a TAE appointment
This article covers how authorized users can revise a TAE appointment that has already been submitted for approval. Revisions include: changing the time base or WTUs, adding Short Work Break, and more.
Need to cancel an appointment? View Canceling a TAE appointment for more details.
1. Log in to the campus portal and click on Human Resource in the Titan Online widget.
Has Payroll processed the appointment?
The steps to revise an appointment are different depending on whether the appointment has been processed by Payroll and the job record has been created.
If the appointment has been processed by Payroll, the Originator can use the CSU TAE Appointment Data Entry screen to create a revised appointment for the employee and send it through the approval workflow.
1.1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Appointment Entry.
- Click on the NavBar.
- Select Menu.
- Then navigate to CSU Temp Academic Employment > CSU TAE Appointment Data Entry.
1.2. Enter search criteria to look up one or more employees. You can enter multiple fields to narrow down your search results. Then click Search.
You must enter FLCMP as the Business Unit and select an EE Group.
Typically revisions are made for a specific employee, so you may want to search by Empl ID as well as EE Group so you jump right to that employee's information for that specific appointment type.
-
REQUIRED: Enter FLCMP as the Business Unit.
AND - REQUIRED: Select the EE Group.
- Optional: Enter the Empl ID (CHRS ID) of the specific employee whose appointment you want to revise.
- Optional: Enter a specific Dept ID to see only appointments in that department. If you leave this field blank, you will see employees in all department IDs that you have access to view.
- Optional: Select a specific Term to view only appointments for the selected term. Does not apply to 12-month appointments.
- Optional: Select a specific Job Code to view only appointments with that job code.
- Optional: Adjust the Lookback Dt if you want to go back further in the history. The default date for this field is 18 months ago.
- Click Search when you have entered all of your criteria.
1.3. The employee's current appointment row will appear. You can start making modifications to the appointment.
Does the employee not show up? Double check where their previous appointment is in the approval workflow. It's possible the appointment was not processed by Payroll yet.
Currently, future processed appointments are not displayed. Future enhancements will include future dated appointments.
What do you want to do?
You can revise more than one field on an appointment. Simply make all of the necessary revisions before submitting the revised appointment.
1.1. The appointment should display Revision under Other Action, but if it doesn’t, you can select Revision to begin revising the appointment.
1.2. Enter the revised Base Rate, WTU, FTE, Hours, or Min Hours/Max Hours for the appointment as applicable.
You can only enter valid pay decimals according to PIMS for both WTU and FTE. You can use the magnifying glass to look up valid values if you get an error.
1.3. Click on Addl Data.
1.4. At the end of the row, enter a comment as to why the appointment is being revised.
Comments will be saved within the workflow until the revised appointment is processed.
1.5. Click on the Appt Data tab. Then place a checkmark in the Ready? column.
- Click on the Appt Data tab to return to the appointment details.
- Then place a checkmark in the Ready? column.
1.6. Click Save & Submit to submit the revised appointment for approval.
1.7. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
1.1. First, add the entitlement units. Then choose the appropriate Short Work Break option in the Other Action menu.
- Add the Entitlement units.
- Then choose the appropriate Short Work Break option in the Other Action menu.
- Short Work Break: This action is to take a faculty off-pay status and notify them that they do not have any units for a specific term, and there are still subsequent terms they could be assigned to before the end date of their appointment; this should be used when both No Work Available and Decline work apply.
- SWB - No Work Available: Used for an employee being placed on short work break due to no work available within their department.
- SWB-Decline Work:Used for an employee being placed on short work due to declining work available within their department.
1.2. The Effective Date and End Date default to the semester begin/end dates, but you can adjust these as necessary.
Note that once you select a Short Work break option, all of the other fields aside from Effective Date/End Date are grayed out.
1.3. Click on Addl Data.
1.4. At the end of the row, enter a comment as to why the appointment is being revised.
Comments will be saved within the workflow until the revised appointment is processed.
1.5. Click on the Appt Data tab. Then place a checkmark in the Ready? column.
- Click on the Appt Data tab to return to the appointment details.
- Then place a checkmark in the Ready? column.
1.6. Click Save & Submit to submit the revised appointment for approval.
1.7. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
Each department/college may have a different business process, but generally you will need to notify your department/college HR analyst that there are TAE appointments for them to review.
View TAE EE Groups and Workflows to see which users/groups are part of the approval workflow for each EE Group.
Is the appointment waiting for Payroll to process it?
The appointment will need to be pushed back to the Originator so the appointment can be revised. The appointment will then be re-submitted for approval and go through the approval workflow.
Currently Payroll is still developing the business process for notifying them that an appointment in their queue needs to be pushed back. It is likely that the Reviewer (College Analyst) will be the one to contact Payroll, so consult with your college for assistance.
2.1. The Originator will get an email when an appointment is pushed back to them.
Note the employee ID and reason for the push back are included in the email.
3.1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Appointment Entry.
- Click on the NavBar.
- Select Menu.
- Then navigate to CSU Temp Academic Employment > CSU TAE Appointment Data Entry.
3.2. Enter search criteria to look up one or more employees. You can enter multiple fields to narrow down your search results. Then click Search.
You must enter FLCMP as the Business Unit and select an EE Group.
Typically revisions are made for a specific employee, so you may want to search by Empl ID as well as EE Group so you jump right to that employee's information for that specific appointment type.
-
REQUIRED: Enter FLCMP as the Business Unit.
AND - REQUIRED: Select the EE Group.
- Optional: Enter the Empl ID (CHRS ID) of the specific employee whose appointment you want to revise.
- Optional: Enter a specific Dept ID to see only appointments in that department. If you leave this field blank, you will see employees in all department IDs that you have access to view.
- Optional: Select a specific Term to view only appointments for the selected term. Does not apply to 12-month appointments.
- Optional: Select a specific Job Code to view only appointments with that job code.
- Optional: Adjust the Lookback Dt if you want to go back further in the history. The default date for this field is 18 months ago.
- Click Search when you have entered all of your criteria.
3.3. The employee's current appointment row will appear. You can start making modifications to the appointment.
Does the employee not show up? Double check where their previous appointment is in the approval workflow. It's possible the appointment was not processed by Payroll yet.
Currently, future processed appointments are not displayed. Future enhancements will include future dated appointments.
What do you want to do?
You can revise more than one field on an appointment. Simply make all of the necessary revisions before submitting the revised appointment.
3.1. The appointment should display Revision under Other Action, but if it doesn’t, you can select Revision to begin revising the appointment.
3.2. Enter the revised Base Rate, WTU, FTE, Hours, or Min Hours/Max Hours for the appointment as applicable.
You can only enter valid pay decimals according to PIMS for both WTU and FTE. You can use the magnifying glass to look up valid values if you get an error.
3.3. Click on Addl Data.
3.4. At the end of the row, enter a comment as to why the appointment is being revised.
Comments will be saved within the workflow until the revised appointment is processed.
3.5. Click on the Appt Data tab. Then place a checkmark in the Ready? column.
- Click on the Appt Data tab to return to the appointment details.
- Then place a checkmark in the Ready? column.
3.6. Click Save & Submit to submit the revised appointment for approval.
3.7. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
3.1. First, add the entitlement units. Then choose the appropriate Short Work Break option in the Other Action menu.
- Add the Entitlement units.
- Then choose the appropriate Short Work Break option in the Other Action menu.
- Short Work Break: This action is to take a faculty off-pay status and notify them that they do not have any units for a specific term, and there are still subsequent terms they could be assigned to before the end date of their appointment; this should be used when both No Work Available and Decline work apply.
- SWB - No Work Available: Used for an employee being placed on short work break due to no work available within their department.
- SWB-Decline Work:Used for an employee being placed on short work due to declining work available within their department.
3.2. The Effective Date and End Date default to the semester begin/end dates, but you can adjust these as necessary.
Note that once you select a Short Work break option, all of the other fields aside from Effective Date/End Date are grayed out.
3.3. Click on Addl Data.
3.4. At the end of the row, enter a comment as to why the appointment is being revised.
Comments will be saved within the workflow until the revised appointment is processed.
3.5. Click on the Appt Data tab. Then place a checkmark in the Ready? column.
- Click on the Appt Data tab to return to the appointment details.
- Then place a checkmark in the Ready? column.
3.6. Click Save & Submit to submit the revised appointment for approval.
3.7. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
Each department/college may have a different business process, but generally you will need to notify your department/college HR analyst that there are TAE appointments for them to review.
View TAE EE Groups and Workflows to see which users/groups are part of the approval workflow for each EE Group.
The appointment will need to be pushed back to the Originator so the appointment can be revised. The appointment will then be re-submitted for approval and go through the approval workflow.
Each department/college may have a different business process for communications about TAE appointments. Contact your college Academic HR analyst if you're unsure what the process is.
These instructions show how MPP Approvers can push back appointments, but the steps are the same for Reviewers.
2.1. Log in to the campus portal and click Employee Homepage in the Titan Online widget.
2.2. Click on the CSU TAE Approval Chart.
Alternatively, you can navigate using the Nav Bar to: CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE My Approval page.
You will see the number and type of TAE appointments awaiting your approval.
2.3. A list of the TAE appointments to be approved appears. Click Go to My Approval Page.
2.4. Check that the Business Unit is FLCMP. Select an EE Group. Then click Search.
You must enter FLCMP as the Business Unit and select an EE Group.
Typically revisions are made for a specific employee, so you may want to search by Empl ID so you jump right to that employee's information.
-
REQUIRED: Enter FLCMP as the Business Unit.
AND - REQUIRED: Select the EE Group.
- Enter the Empl ID (CHRS ID) of the employee whose appointment you want to push back.
- Click Search when you have entered all of your criteria.
2.5. Click the Approval tab.
2.6. Click on the magnifying glass in the Pushback? column for an appointment.
2.7. Choose who you want to send the appointment back to.
You will only see steps in the workflow that come before you. Typically, you will push back appointments to the 0 - Originator, which is the person who created the appointment, as they are able to make revisions.
Review TAE EE Groups and Workflows to see who is at each step in the workflow for each EE group.
2.8. Enter a reason that you are sending the appointment back. Copy and paste the reason in the Comments box.
- Enter why you are sending the appointment back in the Reason field.
- Then copy and paste the reason into the Comments box to make it easier for the user to see your comment.
2.9. Click Save & Submit to finish sending the appointment(s) back.
2.10. You will see a window indicating if there are any rows with errors and how many rows were successfully saved or submitted without errors. Click OK. You're done!
Note the employee ID and reason for the push back are included in the email.
4.1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Appointment Entry.
- Click on the NavBar.
- Select Menu.
- Then navigate to CSU Temp Academic Employment > CSU TAE Appointment Data Entry.
4.2. Enter search criteria to look up one or more employees. You can enter multiple fields to narrow down your search results. Then click Search.
You must enter FLCMP as the Business Unit and select an EE Group.
Typically revisions are made for a specific employee, so you may want to search by Empl ID as well as EE Group so you jump right to that employee's information for that specific appointment type.
-
REQUIRED: Enter FLCMP as the Business Unit.
AND - REQUIRED: Select the EE Group.
- Optional: Enter the Empl ID (CHRS ID) of the specific employee whose appointment you want to revise.
- Optional: Enter a specific Dept ID to see only appointments in that department. If you leave this field blank, you will see employees in all department IDs that you have access to view.
- Optional: Select a specific Term to view existing appointments for the selected term.
- Optional: Select a specific Job Code to view only appointments with that job code.
- Optional: Adjust the Lookback Dt if you want to go back further in the history. The default date for this field is 18 months ago.
- Click Search when you have entered all of your criteria.
4.3. The employee's current appointment row will appear. You can start making modifications to the appointment.
Does the employee not show up? Double check where their previous appointment is in the approval workflow. It's possible the appointment was not processed by Payroll yet.
Currently, future processed appointments are not displayed. Future enhancements will include future dated appointments.
What do you want to do?
You can revise more than one field on an appointment. Simply make all of the necessary revisions before submitting the revised appointment.
4.1. The appointment should display Revision under Other Action, but if it doesn’t, you can select Revision to begin revising the appointment.
4.2. Enter the revised Base Rate, WTU, FTE, Hours, or Min Hours/Max Hours for the appointment as applicable.
You can only enter valid pay decimals according to PIMS for both WTU and FTE. You can use the magnifying glass to look up valid values if you get an error.
4.3. Click on Addl Data.
4.4. At the end of the row, enter a comment as to why the appointment is being revised.
Comments will be saved within the workflow until the revised appointment is processed.
4.5. Click on the Appt Data tab. Then place a checkmark in the Ready? column.
- Click on the Appt Data tab to return to the appointment details.
- Then place a checkmark in the Ready? column.
4.6. Click Save & Submit to submit the revised appointment for approval.
4.7. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
4.1. First, add the entitlement units. Then choose the appropriate Short Work Break option in the Other Action menu.
- Add the Entitlement units.
- Then choose the appropriate Short Work Break option in the Other Action menu.
- Short Work Break: This action is to take a faculty off-pay status and notify them that they do not have any units for a specific term, and there are still subsequent terms they could be assigned to before the end date of their appointment; this should be used when both No Work Available and Decline work apply.
- SWB - No Work Available: Used for an employee being placed on short work break due to no work available within their department.
- SWB-Decline Work:Used for an employee being placed on short work due to declining work available within their department.
4.2. The Effective Date and End Date default to the semester begin/end dates, but you can adjust these as necessary.
Note that once you select a Short Work break option, all of the other fields aside from Effective Date/End Date are grayed out.
4.3. Click on Addl Data.
4.4. At the end of the row, enter a comment as to why the appointment is being revised.
Comments will be saved within the workflow until the revised appointment is processed.
4.5. Click on the Appt Data tab. Then place a checkmark in the Ready? column.
- Click on the Appt Data tab to return to the appointment details.
- Then place a checkmark in the Ready? column.
4.6. Click Save & Submit to submit the revised appointment for approval.
4.7. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
Each department/college may have a different business process, but generally you will need to notify your department/college HR analyst that there are TAE appointments for them to review.
View TAE EE Groups and Workflows to see which users/groups are part of the approval workflow for each EE Group.
Need Help?
For specific questions about TAE appointments and processes, contact Academic HR at [email protected].
For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
You are done. Great job!
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