Creating a Late Start Appointment
This article covers how authorized users can create a Late Start appointment in Temporary Academic Employment (TAE).
1. Log in to the campus portal and click on Human Resource in the Titan Online widget.
Where is the appointment in the approval process?
View Checking the Status of a TAE Appointment and Faculty Appointment Notices to determine where the appointment is in the approval workflow.
The instructions below are a truncated version of the full instructions on creating TAE appointments that highlight how to mark an appointment as Late Start. View all of the TAE guides for more specific instructions on how to create TAE appointments in full.
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.
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.
-
REQUIRED: Enter FLCMP as the Business Unit. This is a required field, do not remove it.
AND - REQUIRED: Select the EE Group.
- Optional: Enter the Empl ID (CHRS ID) of the specific employee you want to create an appointment for.
- 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.
- Optional: Select a specific Term (e.g., 2237, 2243, etc.) 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. Enter the appointment details as applicable. Select Late Start in the Adjust menu and then enter the employee's first day of work in the Effective Date.
- Select Late Start from the Adjust drop-down menu.
- Select Effective Date for the Late Start appointment.
4. Continue filling out the appointment details such as WTU, FTE, Hours, etc.
5. 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. Click the plus sign button to add a new row for the employee.
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.
- If the employee has a full-time, full year appointment, place a checkmark in Unconditional.
- If the employee is a rehired annuitant, place a checkmark in REH Annuit.
- When the employee's entire row has been fully reviewed and is correct, place a checkmark in Ready?.
- Need to add another employee record row/appointment row for this employee? Click the plus sign to add another employee record row.
6. To save and submit your changes for approval, click Save & Submit.
Only rows with the Ready? column checked will be submitted when you click Save & Submit.
7. CHRS will check the rows for errors. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted. Click OK.
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.
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.
Is the appointment in Payroll's queue? 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.
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 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. You can start making modifications to the appointment.
4.4. The appointment should display Revision under Other Action, but if it doesn’t, you can select Revision. Then select Late Start in the Adjust menu.
- Select Revision in the Other Action drop-down menu.
- Then select Late Start from the Adjust drop-down menu.
4.5. Update the appointment Effective Date.
4.6. Place a checkmark in the Ready? column.
4.7. Click Save & Submit to submit the revised appointment for approval.
4.8. 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.
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 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. 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.
1.4. The appointment should display Revision under Other Action, but if it doesn’t, you can select Revision. Then select Late Start in the Adjust menu.
- Select Revision in the Other Action drop-down menu.
- Then select Late Start from the Adjust drop-down menu.
1.5. Update the appointment Effective Date.
1.6. Place a checkmark in the Ready? column.
1.7. Click Save & Submit to submit the revised appointment for approval.
1.8. 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.
If the faculty has a mid semester time base change, the Originator can use the CSU TAE Appointment Data Entry screen to terminate the existing appointment and create a new appointment row that starts on the first day the faculty has additional WTUs applied.
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. 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.
1.4. Re-enter the current appointment details such as Term, Session, and Appointment Type.
1.5. Note that you may see a pop-up indicating that this appointment already exists. Click Yes to continue.
1.6. In the Adjust column, select Early Term.
1.7. Change the End Date to the last day that the faculty is doing the lesser amount of WTUs.
Do NOT change the Multi Term Date.
1.8. In the Other Action column, select No Change.
Notice that when you select No Change, the other fields in the appointment are grayed out. This is why you need to complete the changes to the Adjust column and End Date prior to selecting the Other Action.
1.9. Place a checkmark in the Ready? column. Then click the plus sign button to add a new appointment row for this same employee.
1.10. If the appointment details are not automatically added for the second appointment row, add the Term, Session, and Appointment Type.
1.11. In the Adjust column, select Late Start.
1.12. Change the Effective Date to the first day that the faculty will start teaching the increased units.
Do NOT change the Multi Term Date.
1.13. In the WTU column, enter the TOTAL WTU the faculty will be teaching for the rest of the semester.
1.14. Click on Addl Data.
1.15. At the end of the row, enter a comment indicating that this is a mid-semester timebase change.
Comments will be saved within the workflow until the appointment is processed.
1.16. Click on the Appt Data tab to go back to the appointment details.
1.17. The new appointment row should already have the Ready? column checked. If not, make sure that both lines have the box checked.
1.18. Click Save & Submit to submit both appointment rows for approval.
1.19. 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 notice will include two documents since there are two appointment rows, and it should look like the sample below when the faculty receives the appointment.
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!
0 Comments
Add your comment