Creating a Faculty Additional Employment Summer (Work Break) Appointment
This article covers how authorized users in a department can use the Temp Faculty module to create a Faculty Additional Employment Summer (Work Break) appointment.
For appointments during the academic year, view instructions on creating a faculty additional employment academic year appointment.
Faculty Additional Employment Request Form
Prior to following these steps, a Faculty Additional Employment Request (FAER) Form must be completed and approved. View information on Filling Out the Faculty Additional Employment Request (FAER) Form.
Most of the fields that need to be completed to create the Faculty Additional Employment summer (work break) 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.
Create a New Faculty Additional Employment Work Break Appointment
2. Enter the Empl ID (CWID) of the faculty member. Select the Position Number. Then click Add.
You can use the magnifying glass icon to look up a faculty's CWID by their name.
Keep in mind that the Position Number should be from the FUNDING department, not the HR/Primary department.
| Field | Description |
|---|---|
| Empl ID | Employee ID; the campus-wide ID (CWID) of the faculty |
| CSU Contract Number | The contract number assigned to this appointment for this faculty member; this number will be generated by the system when you create the appointment. |
| Position Number | This field should contain the 4660 job code position number for the department that is employing the faculty as part of this appointment. |
3. Select the Category from the drop-down menu and type the Description of Work.
| Field |
Description |
|---|---|
| Category | This field should contain the category of the work the faculty will be doing as part of this appointment. This should be the same category used on the Faculty Additional Employment Request Form. |
| Description of Work | This field should contain a more detailed description of the work the faculty will be doing as part of this appointment. You can enter up to 1000 characters in this field. |
4. Choose the Calculate Pay From that will be used for the appointment: either Primary Job or Fixed Rate.
4.1. If you choose Primary Job, enter the Assignment Compensation amount and enter the Start and End Dates.
With Primary Job, the Calculated Daily Rate will be calculated based on the daily rate for the faculty's primary position.
For all summer (work break) appointments, the start date will be the first day of the June pay period and the end date will be the last day before the fall semester begins.
To view pay period begin/end dates, view the Attendance and Pay Schedule document on the Payroll website.
To view semester begin/end dates, view the Academic Calendar.
- Once you enter the Assignment Compensation rate, press the Tab key. This will populate the other fields in this section including Calculated Daily Rate, Actual Daily Rate, and Max # Days to Work.
- Enter the Start Date and End Date for the appointment.
| Field | Description |
|---|---|
| Assignment Compensation | This is the total compensation that the faculty will receive for the work done as a part of this appointment. |
| Start Date | The first day of the pay period in which the faculty will begin work for this appointment. |
| End Date | The last day of the pay period during which the faculty will finish their work for this appointment. |
4.2. If you choose Fixed Rate, enter the Assignment Compensation amount, enter the Start and End Dates, and then enter the Calculated Daily Rate.
With Fixed Rate, the Calculated Daily Rate is set by the department hiring the faculty for this additional work.
View CSU Salary Schedule for 4660 Job code for additional details.
For all summer (work break) appointments, the start date will be the first day of the June pay period and the end date will be the last day before the fall semester begins.
To view pay period begin/end dates, view the Attendance and Pay Schedule document on the Payroll website.
To view semester begin/end dates, view the Academic Calendar.
- Enter the Assignment Compensation for the appointment.
- Enter the Start Date and End Date for the appointment.
- Enter the Calculated Daily Rate and then hit the Tab key on your keyboard. The system will automatically populate the max # days to work based on the Assignment Compensation, the begin/end dates, and the Calculated Daily Rate.
| Field | Description |
|---|---|
| Assignment Compensation | This is the total compensation that the faculty will receive for the work done as a part of this appointment. |
| Start Date | The first day of the pay period in which the faculty will begin work for this appointment. |
| End Date | The last day of the pay period during which the faculty will finish their work for this appointment. |
| Calculated Daily Rate | This is the per day rate that the faculty will be paid for work on this appointment. For fixed rate appointments, this value must be between $96 - $1250. |
5. Review the New Position # to ensure it is correct. If necessary, click on the magnifying glass icon to select a different position number.
Details about the New Position # that you entered for the faculty will populate in this section. Review them to ensure that the information is correct.
If necessary, use the magnifying glass icon to look up available positions and select a different one for this faculty.
If the New Position # does not display for the department you are appointing the faculty in, you will need to complete a Position Action Form which is available on the HRDI Forms webpage under Position Management.
6. If you need to revise the Budget Chart Fields, place a checkmark under Override and then click on the magnifying glass icon to look up available chartfield string combination codes.
Please note that any chartfields and combo codes shown in screenshots are samples.
- To change the budget chart fields, place a checkmark under Override. Then click on the magnifying glass icon to look up available chartfield string combination codes.
- Use the plus icon at the end of the row to add a new row. This allows you to split the cost of the faculty's appointment between different chartfield strings (e.g., if multiple funding sources are being used to fund the faculty's appointment).
| Field | Description |
|---|---|
| Budget Chart Fields | This is the chartfield string (or strings) that will be charged the assignment compensation amount for this appointment. |
6.1. When using the magnifying glass icon to look up a combination code, use the filters at the top to narrow down your results. Then select the combination code that you want to use for this appointment.
If you cannot find the chartfield string/combination code that you want to use, contact your Division Budget Manager.
Notice that you can select combination codes that include program codes and/or class codes.
Use the filters at the top of the screen to narrow down your search results.
Then select a combination code that represents the chartfield string that you want to use for this appointment.
7. Review the appointment. Click Save when you are ready to save your changes.
Some colleges have the processor check the Ready to Print box at the top of the contract screen prior to notifying the college approver that the appointment is ready to approve.
Keep in mind that if you check the Ready to Print box and changes are made to the contract, you may end up with multiple contract PDFs for the faculty for this same contract. You will need to be careful to retrieve the updated contract PDF and not the outdated one.
You will see a message at the top right of the screen when the appointment has been saved.
8. Once you have finished entering all of the Faculty Additional Employment work break appointments, contact your College or Program Head Approver to let them know you have Faculty Additional Employment summer (work break) appointments to be reviewed and approved.
Each college may handle this part of the process differently. Contact your College or Program Head Approver to inquire how they want you to notify them of appointments that need their approval.
Next Step
The authorized college/unit approver must approve the Faculty Additional Employment appointment.
Need More Help?
For more information on the Faculty Additional Employment processes and whom to contact with questions about the processes, view the Faculty Additional Employment website.
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].
0 Comments
Add your comment