Canceling a TAE appointment
This article covers how authorized users can cancel a TAE appointment that has already been submitted for approval.
This process can be used when the appointment should be canceled for the whole term. If you are looking to end an appointment sooner than their end date, please submit a Notice of Separation.
Need to make other revisions an appointment such as changing time base or adding a Short Work Break? View Revising 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 cancel 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 marked as Canceled 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 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 are not able to find the faculty in the search results. 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. Select Canceled in the Other Action menu.
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.
1.4. Place a checkmark in the Ready? column.
- Full term dates will appear.
- Place a checkmark in the Ready? column.
1.5. Click Save & Submit to submit the canceled appointment for approval.
1.6. 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.
Since the appointment was previously processed by Payroll, the canceled appointment will also need to be processed by Payroll.
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 Appt Data Entry user by Payroll so the appointment can be marked as canceled and re-submitted for approval.
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 Appt Data Entry user 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 cancel.
- 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 are not able to find the faculty in the search results. 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. Select Canceled in the Other Action menu.
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.
3.4. Place a checkmark in the Ready? column.
- Full term dates will appear.
- Place a checkmark in the Ready? column.
3.5. Click Save & Submit to submit the canceled appointment for approval.
3.6. 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.
The appointment will need to be pushed back to the Appt Data Entry user by whomever has the appointment in their queue (Reviewer, MPP Approver, etc.) so the appointment can be marked as canceled and re-submitted for approval.
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.
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.
Note that the EE Group name for the appointments shows on this screen.
2.4. Check that the Business Unit is FLCMP. Select an EE Group. Then click Search.
Remember on the previous screen (which should still be open in your web browser), you will see the EE Group Name for all of the appointments waiting for your approval.
-
REQUIRED: Enter FLCMP as the Business Unit. This is a required field, do not remove it.
AND - REQUIRED: Type in the EE Group or use the magnifying glass to look up an EE group.
- You may want to enter or select a Dept ID to narrow down your results to a specific department.
- Click Search when you have entered all of your criteria.
2.5. Click the Approval tab.
You can click on other tabs to view more details about the appointment. Or click on the hyperlink in the Empl Stat column to view an employee's job history.
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 - Appt Data Entry, which is the person who created the appointment, as they are able to make revisions. Choose 1 - Appt Data Review to send the appointment back to the College/Area Analyst who typically reviews all appointments for the college/area.
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.
Repeat steps 1-3 for each appointment that you want to send back.
- 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 cancel.
- 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 are not able to find the faculty in the search results. 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. Select Canceled in the Other Action menu.
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.
4.4. Place a checkmark in the Ready? column.
- Full term dates will appear.
- Place a checkmark in the Ready? column.
4.5. Click Save & Submit to submit the canceled appointment for approval.
4.6. 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.
Need Help?
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!