ServiceNow for CSS HR/APSFunding Change Request (How to request an EDC or PET ServiceNow Case)

Step 1: Go to http://berkeley.service-now.com/ess (you might be asked to CalNetauthenticate). The ServiceNow Home page will display.

Step 2: Click on HR Assistance located under Get HR Help. (The HR Service catalog willdisplay).

Step 3: Scroll down to and click on the Funding Change Button, (located second icon fromthe bottom on the left hand side).

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The Funding Change ServiceNow Form will display (screenshot on next page).

For additional resources visithttp://sharedservices.berkeley.edu/hr-aps-sn-resources December 14, 2016

ServiceNow for CSS HR/APS Funding Change Request (continued)

Step 4: Click the radio button that applies to your funding change needs.

Depending on which radio button you select, a series of questions and text fields will appear. Fields that have a red asterisk ( ) next to them are required. Fields that do not have the red asterisk are not required.

We will start with the Earnings Distribution Change Form instructions on the next page.

Payroll Expense Transfer instructions start on page 8.Note: Training on how to complete the Excel PET spreadsheet is a classroom course.Please contact CSS ServiceNow Training for information on when/where the course is being offered.

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Note: For the last button “Multiple Earnings Distribution Changes (10+ Employees)” pleaseclick download, complete, and attach (instructions follow) to the request the CSSMultipleEDC’s Excel spreadsheet. If you use this spreadsheet you only need to complete steps 6, and 11-14 of this EDC job aid to submit your request.

The appointment information of the employee will load into the form. To display the data click on the dropdown menu to expand your selection options. (The icon may look different depending on if you are working on a windows or Apple computer).

ServiceNow for CSS HR/APS Funding Change Request (continued)

Step 6: Input the name of the employeewho’s appointment you want to change in this field.

Step 7: Select the appointment youwish to change. (In this example, there is only one appointment. If the employee has more than one appointment, all will display.)

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Step 5: Select theEarnings Distribution Change (current) radio button

The current HCM information for the chosen appointment will display.This includes the current• Start and End Dates• Distribution %• Earnings Code• Budgeted FTE• Chartstring

ServiceNow for CSS HR/APS Funding Change Request (continued)

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Step 8: Follow the instructions inthe More information box and enter the number of “future state” chartstrings in this field.

If you choose “More than 8” you must download, complete, and attach the “EDCMoreThanEightChartstrings” Excel spreadsheet. Current HCM information can be copied and pasted into the spreadsheet. Attach the completed spreadsheet as indicated in step 11, and continue with steps 12-14.

Note special instruction for Appointments with ERT or PRT “Earn Code”.

ServiceNow for CSS HR/APS Funding Change Request (continued)

Step 9: Complete the Earnings Distribution details for all Chartstring used to fund thisappointment. To reveal the blue More Information boxes that contain instructions andinformation, click the triangle symbol next to “More Information”.

Note: This form auto-checks to ensure the distribution percentages entered match thecurrent appointment Dist %. After the percentage is matched the red warning message (pictured below) will disappear.

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Note: chartstrings that are not changing can be copied from the Existing DistributionInformation lines (that appear after you have chosen an appointment, example below).

and pasted into the fields in the Earnings Distribution Change lines in the form. This can save you time and may eliminate typos and transcription errors.

Caution: The Earn Code defaults to REG.If this is not the correct Earn Code clickthe drop menu arrow to the left of the Earn Code field to view all Code options, and select the appropriate Earn Code.

Step 10: Complete the remaining fields in the Earnings Distribution Change form(s)Note: the End Date, Budgeted FTE, and Friendly Name fields are not required fields andmay be left blank if appropriate.

ServiceNow for CSS HR/APS Funding Change Request (continued)

The Earnings Distribution Form does not require any additional attachments unless -• You have selected more than 8 chartstrings in the “How many earnings distributions

with this appointment have? dropdown and you have downloaded and completed theEDCMoreThanEightChartstrings Excel Spreadsheet.

• Or, you selected the last radio button “Multiple Earnings Distribution Changes (10+Employees” and you have downloaded and completed the CSSMultiple EDCs ExcelSpreadsheet.

Some group also require additional attachments (e.g. change justification, projections reports, other supporting documentation). Check with your manager or approver to verify what additional documentation they want attached to an EDC request.

Step 11:Click the Button to attach documents to the case.

Enter any important directions or special instructions in this text field, like PRT, ERT, Work Study Code, or any other information your downstream partner needs to know.

Position management is an optional field. If you need to know if position management applies to this request, check with your HR Partner.

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Select your preferred contact method.

Add to the Watch List anyone who needs to be informed concerning this case.

Step 12: Complete the fields in the form as instructed in thescreenshot below.

ServiceNow for CSS HR/APS Funding Change Request (continued)

After clicking the ”Submit” button your ServiceNow HR/APS Case list will open. From this window, you can:A. Create New Case”B. Open a case by clicking on the case numberC. Or Logout of ServiceNow

Funding Changes may have complex factors and situations. If you have questions contact your Financial Manager, Portfolio Manager, Research Assistant, or HR Partner for consultation.

A

ABB

C

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Step 13: Enter the names of approver 1 andapprover 2 in the appropriate fields.

Step 14: When you havecompleted the form click the “Submit” button.

ServiceNow for CSS HR/APS Funding Change Request (continued)

Perform Steps 1-3 located at the beginning of this job aid.

Depending on which radio button you select, a series of questions and text fields will appear. Fields that have a next them are required fields. Fields that do not have the red asterisk are not required.

Payroll Expense Transfer (PET) Form

Step 6: Input the name of the firstemployee who’s record you want to change in this field.

Step 7: If any of the conditions listedapply select the appropriate radio button. If none apply keep the default radio button of “No, it does not match any of this criteria.”If there are any situations not covered in the radio button options, please add appropriate details in Step 6.

Step 5: Input any special instructions,details, or other pertinent information your colleagues downstream in this workflow may need to perform their tasks.

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Step 4: Select the “Payroll Expense Transfer” button.Unlike Earnings Distribution Changes that require you to choose a different option (“Multiple Earnings Distribution Changes (10+ Employees”) if you’re submitting a change for multiple employees, Payroll Expense Transfers can be submitted for one or more individuals in the Excel PET form.

ServiceNow for CSS HR/APS Funding Change Request (continued)

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Step 8:A. Download, complete, and save the

Excel PET Form (if you have notalready done so.

B. Attach the Excel PET (aftercompletion) to this form using theattach button

C. Input the number of lines on yourPET form that will need processing.(This facilitates work assignment levelloading downstream.)

C

A

B

Step 9: Input PANnotification emails if necessary (limit of 2).Note: SPA Emailaccounts are acceptable.

Step 10: Select yourpreferred contact method.

Step 11: Add to the Watch Listanyone who needs to be informed concerning this case.

ServiceNow for CSS HR/APS Funding Change Request (continued)

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Step 12: Enter the names of approver1 and approver 2 in the appropriate fields.

Step 13: When you havecompleted the form click the “Submit” button.

After clicking the ”Submit” button your ServiceNow HR/APS Case list will open. From this window you can:A. Create New CaseB. Open a case by clicking on the case numberC. Or Logout of ServiceNow

Payroll Expense Transfers may have complex factors and situations. If you have questions contact your Financial Manager, Portfolio Manager, Research Assistant, or Payroll Partner for consultation.

A

ABB

C

For additional resources visithttp://sharedservices.berkeley.edu/hr-aps-sn-resources