Learning Summary - HR Smart Forms for Support Staff by Sfusaro

VIEWS: 11 PAGES: 2

									                                Learning Summary - HR Smart Forms for Support Staff

                                                 Help Resources:
HR Smart Forms
is located in the                                •      For assistance with your CCID/password, contact AICT at 492-9400
PeopleSoft                                       •  For PeopleSoft Support, contact IBM at 401-9702 (option2) or by email at
Finance                                             uofahelp@ca.ibm.com
Production                                       •  PeopleSoft is available Monday through Saturday from 7:30 am–7:00 pm MST.
environment.                                     •  IBM website: http://www.pscihost.com
Select the link to                               Access to the PeopleSoft Databases:
Financials                                       • Click the Request Access to PeopleSoft link on the AIS website and complete the
Production link                                    appropriate form, have it signed by an Authorized Approver and fax to IBM at 401-
on the AIS website                                 9702.
at
www.ais.ualberta.ca
Create new Support Staff Hire Smart Form                                                             Use to hire new employee to
Navigation: Department Self Service > ePAF Home Page > Start new ePAF > Hire an Employee             campus or add a concurrent job

Step 1 – Candidate Search       Begin by searching for an existing record for the employee; if available, search by employee ID first.
                                You may also search by name, date of birth or gender. When searching by SIN, do not add other
                                personal information.

                                If no existing record can be found, click              .
Step 2 – Personal Information   Enter Personal Information including home address and phone numbers.
                                 •   Citizenship country and status are required fields.
                                •       Click           to proceed to the next step.

                                •       Click              .
Step 3 – Hire Information       The Employee ID # may be assigned at this point. Required Hire Information data includes:
                                 •   Effective Date – this is a required field
                                 •   Employee Classification – choose Support form the drop down menu
                                 •   Employee Category and Fund Type will default to Support based on the Classification
Step 4 – Job Information        This page is used to input job attributes; the page fields may vary depending on the attributes input in
                                step 3. Required fields include:
                                 •    Regular/Temporary
                                 •    Job Code
                                 •    Department
                                 •    Step
Step 5 – Compensation           This page is used to record payment and account information (this page view will change based on the
                                job attributes enter in Step 4). Note: Compensation is either monthly or by percent for hourly paid
                                employees.
Step 6 – Benefits & Stat        This page is used to record accounting codes for benefit and statutory deductions. The default values
Deductions Redistrib            may be overridden to a speed code that is different from what is used for the salary.
Step 6 or 7 – Finalize Form     This is the final page prior to submitting the form for approval.
                                 •    Form messages (e.g. SIN Verification) must be acknowledged to finalize the form.

                                Click                to submit to form.
                                You will be asked if you are sure that you want to submit the form. Click           to proceed.
                                Click           if you wish to return to the form to make any changes or review
Step 7 – Form Finalized         This final page advises you when the form has been submitted and which approver it has been
                                forwarded to.
                                 •    Originators will receive email notification for each step in the process.
                                 •    Approvers will receive email notification when a form requires approval. Approvers can recycle the
                                      form back to the originator if changes are required.




         FLI_HR_Smart_Forms_Support_Staff_Learning_Summary_v2.0.doc
                                                       2/26/2009
                               Learning Summary - HR Smart Forms for Support Staff

Edit Existing Job                                                                                     Use to edit the job of an employee
                                                                                                      currently working in a department
Navigation: Department Self Service > ePAF Home Page > Start new ePAF > Edit Existing Job
Employee Search                On the Select a Job Change Employee page, enter the employee’s EmplID # and click                          to
                               retrieve the employee’s job record(s) from the database.
Step 1 – Enter Job Change      Enter job attributes that are changing for the individual. Fields will auto populate with current
Details                        information and can be changed as appropriate.

                                •   At any point in the process you can click the                       button to show what the original
                                    values were.

                                •   Click               to proceed to the next page
Step 2 – Enter Job             Input changes to the payment/account information. Fields displayed will differ based on attribute
Compensation                   entered in Step 1. Fields will auto populate with current information and can be changed as
                               appropriate. Note: Compensation is either monthly or by percent for hourly paid employees.
Step 3 – Finalize Form         This is the final page prior to approving the form for submission. Action/Reason will populate based on
                               the type of change made to the employee’s job record

                                •   The Retro Distribution of Pay Changes required by HR checkbox is shown if the changes are
                                    retro-active and require action by HR (i.e. salary adjustments or GL redistributions). If the box is
                                    checked, it will generate an email notice for action by HR.

                                •   Click             to submit to form.
                                •   You will be asked to confirm you want to submit the form. Click               to proceed.
Step 4 – Form Finalized        This final page advises you when the form has been submitted and which approver it has been
                               forwarded to.
                                •    Originators will receive email notification for each step in the process.
                                •    Approvers will receive email notification when a form requires approval. Approvers can recycle the
                                     form back to the originator if changes are required.

Change Employment Status                                                                                        Use to submit Term,
                                                                                                                retirement, leaves etc.
Navigation: Department Self Service > ePAF Home Page > Start new ePAF > Change Employment Status
Employee Search                On the Select an Employee page, enter the employee’s EmplID # and click                   to retrieve the
                               employee’s job record(s) from the database.
Step 1 – Enter Request         Input the type of status change required for the individual selected from the previous page. Page fields
Information                    differ based on the employee attributes, the type of change and the reason for the request.
                                •     Action types depend on the attributes of the employee chosen as to which action codes are
                                      available. Different employee types will give different actions. For example, a Casual Student or
                                      Casual Level 1 employee will only show the reason of Termination.
                                •   If the chosen Action is Retirement or Termination for an employee entitled to vacation accrual
                                    and banked time, you will see a table indicating system balances. This table will also show for
                                    Recurring employees commencing their inactive period.
                                •   You are able to complete the department balances as well as any unreported absences

                                •   Click             to submit to form.
                                •   You will be asked to confirm you want to submit the form. Click               to proceed.
Step 2 – Form Finalized        This final page advises you when the form has been submitted and which approver it has been
                               forwarded to.
                                •    Originators will receive email notification for each step in the process.
                                •    Approvers will receive email notification when a form requires approval. Approvers can recycle the
                                     form back to the originator if changes are required.




         FLI_HR_Smart_Forms_Support_Staff_Learning_Summary_v2.0.doc
                                                       2/26/2009

								
To top