Creating a Faculty Additional Employment Appointment

This article covers how authorized users can create a Faculty Additional Employment (FAE) appointment using the Temporary Academic Employment (TAE) appointment functionality in CHRS.

  • Faculty whose aggregated FTE is 1.0 are eligible for faculty additional employment appointment in job code 2403
  • Temporary Faculty whose aggregated FTE is less than 1.0 are eligible for faculty additional employment appointment in job code 2359
  • Faculty Additional Employment does not apply to FERP. For faculty on leave, please check for eligibility with Academic HR.

Faculty Additional Employment Request Form

Prior to following these steps, a Faculty Additional Employment Request (FAER) Form in AEM must be completed and approved. View information on Filling Out the Faculty Additional Employment Request (FAER) Form.

Note that the FAER Form is still being revised for CHRS and will be available on November 14th. An updated guide will be available at that time.

Most of the fields that need to be completed to create the Faculty Additional Employment appointment can be found on the Faculty Additional Employment Request Form. It is highly recommended that you have the completed/approved request form for each faculty on hand to refer to during this process.

1. Log in to the campus portal and click on Human Resource in the Titan Online widget.

2. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Appointment Entry.

NavBar navigation to CSU TAE Appointment Data Entry
  1. Click on the NavBar.
  2. Select Menu.
  3. Then navigate to CSU Temp Academic Employment > CSU TAE Appointment Data Entry.

You must enter FLCMP as the Business Unit and select an EE Group.

CSU TAE Appt Data Entry search criteria
  1. REQUIRED: Enter FLCMP as the Business Unit. This is a required field, do not remove.
    AND
  2. REQUIRED: Select 08 - Additional Employment as the EE Group.
  3. Optional: Enter the Empl ID (CHRS ID) of the specific employee you would like to view appointment information for.
  4. Optional: Enter a specific Dept ID to see only employees with previous appointments in that department. If you leave this field blank, you will see employees with previous appointments in all department IDs that you have access to view.
  5. Optional: Select a specific Term (e.g., 2237, 2243, etc.) to view existing appointments for the selected term.
  6. RECOMMENDED: Enter Job Code 2403 or 2359 to view/create appointments using that job code.
  7. 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.
  8. Click Search when you have entered all of your criteria.

4. Use the tools below to view additional information, find specific information, or personalize your view.

Note you can also click on a column heading to sort the search results by that field.

tabs, personalization, and find
  1. Click on each tab to view additional information from the search results.
  2. Click on the view all columns tab to display all of the available information in the search results.
  3. Click Personalize to choose which columns you want to include in the search results.
  4. Click Find to search for a specific employee in the search results. This will bring the specific employee to the top of your search results.
  5. Click the download to Excel button to export the results to Excel.
  6. Use the navigation arrows to navigate through the pages of results.

5. Have an employee who isn't in the search results?

If yes, add the employee to the appointment table

If a faculty is not in the search results/has never had additional employment for your department before, use this process to add a new appointment for them.

Keep in mind that you can change the Lookback Date in the search criteria if you need to find a faculty who taught over 18 months ago.

You will need to have the employee's Empl ID for this process. View How do I find a CHRS ID? or contact your dean's office for assistance.

REQUIRED: An employee CSU Fullerton business email address must be established prior to entering the appointment in TAE. Contact your Department IT Coordinator (DITC) or Deans office for more information.

5.1. Click Add new Person at the bottom of the search results. This applies when the employee is new to the university, new to the department, new to the EE Group, or new to the job code within the EE Group and department.

add new person button

5.2. A new row is added at the top of the search results. Enter the employee's Empl ID (CHRS IS) in the Empl ID field and then press the Tab key on your keyboard.

If you receive a message that the employee does not have an email address, contact your Department IT Coordinator (DITC) or Dean's office.

new employee row added

5.3. The new employee's information will populate. Check that the employee does not have an existing appointment with the job code you want to use. Then continue to step 6 to find out how to populate each field in the appointment for the new employee.

Click on the hyperlink in Empl Stat to verify the faculty, in fact, requires a new Empl record that should be created and they do not have another Empl record in the same department with the same job code.

New employee Empl ID entered
employee information
  1. Review the employee's information including the EmplID (CHRS ID), Empl Rcd (Employee Record Number), Eff Seq (Effective Sequence), and Name.
  2. RECOMMENDED: click on the hyperlink in the Empl Stat column for an employee to view that employee's job history, including in other CSUF departments and other CSU campuses as those campuses roll out CHRS.
employee job history

7. Review the employee's position information.

Employee Position Information

Not sure if the position number is correct? Contact your college dean's office for assistance.

  1. Verify that the Position Number is correct for the employee.
  2. Verify the Job Code for the employee. If the employee is new to the job code, then, refer to the Add New Person instructions.
    • Faculty whose aggregated FTE is 1.0 are eligible for faculty additional employment appointment in job code 2403
    • Temporary Faculty whose aggregated FTE is less than 1.0 are eligible for faculty additional employment appointment in job code 2359
  3. Verify the Salary Grade for the employee. If applicable, update the Grade by typing in the new number or using the magnifying glass to select a grade. To determine the appropriate grade, please contact your dean's office for assistance.
    1. For job code 2403, the only grade is 0.
    2. For job code 2359, the available grades are 2, 3, 4, and 5.
  4. Verify you have the correct Department ID for this FAE appointment.

8. Enter the appointment type and details as applicable.

Other Action is most often used when revising an appointment, so more information on these options can be found in the Revising an Appointment guide.

appointment details
  1. Enter the Appointment Type for the employee's FAE appointment or use the magnifying glass to look up available appointment types.
    1. 020: Please contact [email protected]
    2. 021: Lumpsum will be the most common FAE
    3. 022: Daily rate applies to consecutive working days and applies to intersession/ term breaks only
  2. If applicable: Use the Other Action drop-down menu to select an action for the employee's appointment. Do NOT use Termination or Manual Job Load.
  3. If applicable, enter the Term for the employee's FAE appointment by typing in the number or using the magnifying glass to look up a Term ID.
    • This only applies to appt type 020. Term selected will provide effective dates.
  4. If applicable, the Session will usually default to 1, but you can type in a session number or use the magnifying glass to look up a session.
    • Session only applies to appointment type 020.
  5. The Effective Date will show the effective date of the employee's FAE appointment. For some appointment types, you will need to enter this information and for other appointment types the information will automatically be populated.
    • Applies to appt types 021 and 022. College determines actual work days.
  6. The End Date will show the end date of the employee's FAE appointment. For some appointment types, you will need to enter this information and for other appointment types the information will automatically be populated.
  7. If applicable, adjust the AY Monthly Base Rate for the FAE appointment.
    • It will generate from FT base if the faculty‚Äôs 2358 position is in your department. This applies to appointment types 020 and 022.
    • AY base rate should not be changed unless AY base rate is not given (i.e. new FAE for fac who does not have 2358 in your dept)
    • Data Entry should follow CSU salary schedule for job code 2403: Minimum $4,530 - Maximum $28,488.  As a reference, a .25 FTE for job code 2403 will have a max base rate of 7,100. If necessary, adjust duration, FTE, and/or Total comp to comply with min-max standards.

9. Use the PIMS Calculator or PIMS Fraction Conversion spreadsheets on the Academic HR Resources page or the FTE (Full Time Equivalent) lookup in the appointment row to select the appropriate values for the employee.

View the PIMS Calculator and PIMS Fraction Conversion spreadsheets on the Academic HR Resources page.

You can only enter valid pay decimals according to PIMS for both WTU and FTE.

WTU, FTE, Project, Actual Pay Per Month
  1. If applicable, enter the WTUs for the employee's new FAE appointment by typing in the number. Use the PIMS Calculator or PIMS Fraction Conversion spreadsheets on the Academic HR Resources page to calcuate the appropriate WTU.
  2. Or if applicable, enter the FTE for the employee's new FAE appointment by typing in the number or using the magnifying glass to look up an appropriate FTE.
  3. REQUIRED: Enter the Total Compensation for the employee's new FAE appointment (this is necessary for processing).
  4. Optional: Enter a Title for the appointment, which will be printed on the appointment notice. You can enter a maximum of 14 characters in this field.
  5. If applicable, enter the Project chartfield code that should be applied to the employee's new FAE appointment. This will populate the name of the Project in the Description box.
  6. You will see a breakdown of the payment(s) that the employee will receive for the new FAE appointment.
  7. Sum Payment will show the total amount that will be paid to the employee for the new FAE appointment.

9.1. If you get an error when entering a WTU or FTE, click OK.

error with WTU or FTE

9.2. Then click the magnifying glass next to the field in red (either WTU or FTE).

WTU field with error

9.3. First, use the drop-down menu next to Total WTU (or Pay Decimal for FTE) to change the operator to >=. Then click Look Up. Select the closest Total WTU (or Pay Decimal) from the search results.

This search will show you all of the WTUs (or Pay Decimals) that are greater than or equal to the Total WTU (or FTE) that you entered, which will allow you to pick a valid value that is close to the WTU/FTE that you entered.

look up valid WTU
  1. Use the drop-down menu next to Total WTU (or Pay Decimal for FTE) to change the operator to >= (greater than or equal to).
  2. Then click Look Up.
  3. Select the appropriate WTU or Pay Decimal from the search results.

9.4. The WTU and FTE fields will update to match your selection.

updated WTU and FTE

10. Place a checkmark in Ready? when you have fully reviewed the employee's new appointment information and the appointment is ready to be submitted for approval.

The Ready? column is an easy way for you to remember which employees' appointments that you have fully entered and reviewed. However, it is also a required field in order for an appointment to be submitted. If an appointment does NOT have this box checked, it will not be submitted.

rehired annuitant, diff appt, ready
  1. If the employee is a rehired annuitant, place a checkmark in REH Annuit.
  2. If you are submitting multiple appointments for the same employee, place a check in Diff Appt to create a separate appointment number and appointment notification for the appointment in this row. If you leave this box unchecked, the multiple appointments will be combined into a single appointment number and appointment notification.
  3. When the employee's entire row has been fully reviewed and is correct, place a checkmark in Ready?.

11. To save your changes but NOT submit them for approval, click Save for later. To save and submit your changes for approval, click Save & Submit.

Only rows with the Ready? column checked will be submitted if you click Save & Submit.

save for later and save and submit
  1. Click Save for later to save your changes without submitting the appointment for approval.
  2. Click Save & Submit to save your changes AND submit the appointment for approval.

12. CHRS will check the rows for errors when you save & submit. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted. Click OK.

Note that you will not see any pop-up messages when you choose Save for later. You will see a processing icon at the top right of the screen; once the icon disappears, your changes have been saved.

confirmation of rows submitted

Next Steps

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 as the system does NOT sent an approval notification to the Reviewer.

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].

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