manager self service request a promotion · step 1 – select the manager self service link...

Manager Self Service Request a Promotion

Reference Guide Human Resource Information System (HRIS)

V3

2 of 28 MSSRequestPromoV3_bpg 4/18/2008


Introduction The objectives of this reference manual are:

To demonstrate the process of requesting a promotion for an employee in PeopleSoft To point out how changes to Pay Group, Empl Class, and Standard Hours may impact the

emplooyee’s benefits To inform users of enchancements that have been made in the system that will help Managers

complete this process accurately with added features The potential impact of changes in an employee’s job data on benefits is especially important.


Figure 1

Step 1 – Select the Manager Self Service link Promotion Submission The process begins when a manager who has direct reports, initiates a request to promote an employee. In order to promote an employee, the employee must report to that Manager. The Manager clicks on the Manager Self Service Menu, select Job and Personnel Information, and clicks on Promote Employee.


Figure 2

Step 2 – Select the Job and Personal Information link


Step 3 – Select the Promote Employee link


Figure 3

Step 4 – Click the Magnifying Glass to search for an effective date. The Manager initiates the request by entering an effective date into the first page of the MSS page. The effective date must be a pay period begin date. A filter has been applied that will only allow selection of the most recent (not started or unconfirmed) payroll pay begin date, as well as pay begin date in the future by 30 days. A pay period begin date is used to synchronize the dates with a salary change that may occur from the promotion. The salary adjustment that results from the promotion will be paid for a complete pay period and avoid mid-payroll period adjustments.


Figure 4

Step 5 – Select the date link you need


Figure 5

Step 6 – Click the Continue button


Figure 6

Text Captions

Step 7 – Click the org chart icon next to the employee name who is the reports-to. For the purposes of this simulation we are going to promote someone who rolls up to us, so look for the organizational chart icon next to a manager's name.


Figure 7

Step 8 – Click the radial button next to the employee name who is to be promoted.

A list of the employees that “Report To” the manager appears, as well as any open funded Positions within the Manager’s department. If the Manager does not see an employee that reports to them, the reports to position number is incorrect on the employee’s job. This will need to be corrected before the employee will appear on the list. Reference the Job Aid titled "Changing the Reports-To". The manager selects the employee they want to promote by clicking in the radial button by the employee’s name. The EMPL RCD# and Position number have been added to the MSS Promotion to help identify the correct job instance in a multiple job situation. Note: Employees that are currently on a position reflecting a Compensation Frequency of “C” (Contract) in PeopleSoft cannot be changed through Manager Self Service due to the complexity of the change. It must be manually entered by Human Resources Data Management Team. If you have employees with this frequency in PeopleSoft and you need to promote them into a new position, please contact Human Resources, Data Management at [email protected]. If you try to promote a contract employee in Comp Freq = C, a message will appear on the promotion details page that states: "EE on Contract cannot promote using MSS. Contact HR." Figure 7


Step 9 – Click the Continue button


Figure 8

Step 10 – Click the Magnifying Glass to look up a job title or type in your title. This page has been enhanced with the addition of these fields: • Pay Group • Empl Class • Reg/Temp • Comp Freq The purpose of adding these fields is to remind managers that a change to any of these fields MAY have an effect on the effected employee’s benefit eligibility status including potentially canceling benefit plan participation.


Figure 9

Step 11 – Select the Position Number link The MSS Promotion Lookup has been enhanced to display the Compensation Frequency to help in selecting the correct position in which to promote the employee.


Figure 10

Action Effect on Benefits If a manager attempts to promote an employee into a position that will cause a change in Pay Group, Standard Hours, REG/TEMP, or Empl Class, the action may result in a change in Benefits. Field From To Effect

Regular or HRY Long-Term Temp ≥ 20 hours

A12 Regular or ACD Long-Term Temp SAL ≥ 20 hours

Loses Overtime Loses Comp Time (any accrued must be paid out) Base for accruals changes from Worked Hours to Standard Hours

A12 Regular or ACD Long-Term Temp SAL ≥ 20 hours

Regular or HRY Long-Term Temp ≥ 20 hours

Eligible for Overtime Eligible for Comp Time Base for accruals changes From Standard Hours to Worked Hours

A12 Regular or HRY Long-Term Temp SAL ≥ 20 hours

Regular or ACD Long-Term Temp ≥ 20 hours

Changes from 12-month pay to 9-month pay Amount of deductions changes & pre-collect becomes necessary

Regular or ACD Long-Term Temp ≥ 20 hours

A12 Regular or HRY Long-Term Temp SAL ≥ 20 hours

Changes from 9-month pay to 12-month pay Amount of deductions changes & pre-collect is cancelled

PAY GROUP

GRD

A12 ACD Regular or HRY Long-Term Temp SAL ≥ 20 hours

Will make benefits, accrual & retirement eligible


Figure 11

Action Effect on Benefits

Field From To Effect Regular or ≤19 Long-Term Temp One job

Regular or ≥20 Long-Term Temp One job



Regular or ≤19 Long-Term Temp One job

Will cancel benefits & accruals May cancel retirement

Short-Term Temp Or Seasonal

Regular or ≤19 Long-Term Temp One job

Not benefits eligible May cancel retirement

Short-Term Temp Or Seasonal



STANDARD HOURS

Change by Regular or any number Long-Term Temp of hours More than one job

Regular or Long-Term Temp More than one job

Will cancel benefits & accruals if combined total falls below 20 hours Will make benefits & accrual eligible if combined total is 20 hours or greater May cancel or make retirement eligible


Figure 12

Action Effect on Benefits Field From To Effect

Service Professional Regular or Administrator Long-Term Temp Faculty w/Admin Appt ≥ 20 hours Academic Prof w/Admin

May change vacation accrual Will cancel retirement & offer new option

Faculty Regular or Academic Professional Long-Term Temp ≥ 20 hours

May change pay schedule Will cancel vacation accrual Will cancel retirement & offer new option

Regular or Classified Long-Term Temp ≥ 20 hours

Regular or Post Doctoral Scholar Long-Term Temp ≥ 20 hours

Will change vacation accrual Will cancel retirement

Regular or Classified Long-Term Temp ≥ 20 hours

Service Professional Regular or Administrator Long-Term Temp Faculty ≤ 20 hours Faculty w/Admin Appt or Academic Professional Short-Term Temp Academic Prof w/Admin or Seasonal Post Doctoral Scholar

Will cancel benefits, accruals & retirement

Any classification ≤ 20 hours Graduate


EMPL CLASS

Post Doctoral Scholar

Regular or Any other classification Long-Term Temp ≥ 20 hours Will make retirement eligible (if

not already) Regular Long-Term Temp

Short-Term Temp Seasonal

Will cancel benefits & accruals May cancel retirement

REGULAR TEMP

Short-Term Temp Seasonal

Regular Long-Term Temp

Coordinated with Standard Hours & Empl Class, will make benefits, accrual & retirement eligible


Figure 13

Possible Error Messages If a manager attempts to promote an employee into a position that will cause a change in Standard Hours, REG/TEMP, Empl Class may result in a change in Benefits. The following two warning messages will appear to alert the requester. See table of Pay Group changes and their effects on Benefits when you click OK. If the Paygroup is anything other than ACD or GRD, then the Comp Freq will be grayed out from selection on the right side of the page.


Figure 14

Step 12 – Click the OK button IMPORTANT: The warning message above will alert the requester that the employee’s pay is being impacted by the promotion and an ad-hoc salary change must be processed after the Promotion transaction is completed (database updated message). Typically, a change from Hourly to Salary, or Salary to Hourly results in a change in compensation. Contact the Human Resource Compensation department if you have any questions.


Figure 15

Step 13 – Click the Drop-down menu button If the employee is being promoted into a position that is in the ACD (Academic) or GRD (Graduate) Pay Group, the Comp Freq will display SELECT and require that a Comp Freq be selected that coincides with the actual work schedule of the employee selected. If the Pay Group is anything other than ACD or GRD, then Comp Freq will be grayed out from selection.


Figure 16

Step 14 – Select the ASU25 item The number after the ASU in this list represents the number of paychecks the employee will receive. The annual salary is divided by this number to derive the employee gross pay. For example, if the employee’s annual salary is $50,000.00 and ASU10 is selected, the employee will receive 10 paychecks in the gross pay amount of $5,000.00


Figure 17

Step 15 – Enter comments into the *Comment field Tips for the Comment Area Your comments assist the Approver in making a decision regarding your request and provide the supporting justification for this action. Some helpful information associated with a non-competitive promotion (career advancement) to add here may be: • Who in the department has approved the action? • Have Minimum Qualifications been met? • Employee's performance evaluation currently meets or is above Minimum Qualification. • It has been over a year since their last promotion (non competitive). • Is the employee changing classifications? E.G. classified staff promoted to service professional? For a competitive promotion, a statement such as "most qualified candidate for position" might be suggested. Note: If this promotion will result in a change from non exempt to exempt, the department must pay out any compensatory time the employee has accrued. Reminder: After reviewing all position attributes and the approval, make sure to review and adjust employee salary through Ad-Hoc Salary Adjustment” For more complete information about Promotions go to this link in the Staff Personnel Policies and Procedures Manual: http://www.asu.edu/aad/manuals/spp/spp402-05.html


Figure 18

Step 16 – Click the Submit button


Figure 19

Step 17 – Click the OK button

It is important that you click the OK button to confirm and complete the transaction. If you exit the page prior to clicking the OK button, the transaction is not submitted.

Name Name


Figure 20

Step 18 – Note that Comp Freq has been changed


Figure 21

The Promote Employee page appears with the message that the information has been submitted.


Figure 22

After the request has been submitted a confirmation email like the example above will arrive, and the approval process can continue forward. Notice that the Number of Approval is 1. The 1 approver is the submitter’s reports to. Once approved, the employee’s job will be updated to reflect the promotion.

.


Figure 23

Completion of the approval process results in another email like the one above, confirming the approval and indicating that the database has been updated. Approver comments will appear at the lower part of the email, so if the request is denied the submitter will know how to make needed corrections.


So how well do you understand how a promotion might affect an employee's benefits? To find out, refer to the Effect on Benefits tables on pages 15, 16, and 17 of this Refernce to answer the following questions. You can also answer them in the Simulation to get the correct answers.

1. If you promote an employee with two years of service from a Classified, Long-Term Temp, ≥ 20 hour/wk position to a Service Professional, Regular, ≥ 20 hour/wk position, what happens to the vacation accrual?

a. Remains the same b. Is cancelled c. Changes d. Employee is no longer eligible for vacation

2. If you promote a Short-Term Temp employee and Worked Hours changes from ≤ 20 hours/wk to ≥ 20 hours/wk, what does the employee become eligible for?

a. Healthcare benefits b. Vacation & sick accrual c. Both (a) and (b) d. Neither (a) nor (b)

3. When you promote a Classified employee to a position with another classification, what always happens?

a. Pay schedule changes b. Vacation accrual changes c. Retirement is cancelled d. None of the above

4. What changes if you promote a Regular, ≥ 20 hours/wk employee and the Pay Group goes from ACD to A12?

a. Healthcare benefits eligibility b. Retirement options c. Pay schedule d. All of the above

Questions

manager self service request a promotion · step 1 – select the manager self service link...

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