Non-Student, Non-Regular Staff (not benefits eligible) – employees who do not meet the definition of regular staff employees. Employment neither exceeds 20 hours per week for a period of at least four and one-half months nor requires student status. UPPS 04.04.03 Section 02.03
Hiring managers must use a title listed in the University Pay Plan to hire non-student non-regular staff employees. Include a brief description of the duties and responsibilities in the PCR. If you are unsure, please send the job duties to email@example.com and request assistance with the job title selection.
Employees normally receive compensation at a rate equal to the minimum rate for the assigned title. However, hiring managers may appoint a non-student non-regular staff employee at any rate above the minimum up to the maximum of the range with approval from their vice president. The University Pay Plan contains the minimum for classified and unclassified titles.
If paid hourly, hiring managers will calculate the hourly pay rate by using the following formula: monthly pay x twelve months / 2080 hours = hourly rate. UPPS 04.04.03 Section 10.04
Yes, when a student files an exempt status on their W-4 it will only be good for that current year. The exemption will expire on February 15th of the following year and the status will automatically default to single and zero.
No, students should validate when you create their PCR, as their information is already in Banner. You will need to submit a NETID request to ITAC for Staff and NSNR employees before completing the PCR. You must verify with the SAP GUI transaction, ZHRPEOPLESEARCH, if they have a current NETID. If they have a NETID in our system, you will need to reference their current NETID and A# in your request to ITAC to avoid a duplicate record.
The student needs to provide their SSN to the Registrar’s Office prior to the completion of their quick hire PCR. All students should have an SSN on file, with the exception of International Students that have never worked on campus before. If your International Student Worker is missing an SSN, and will not validate, please contact the MDC.
Please e-mail firstname.lastname@example.org and email@example.com with the position number and new cost distribution information of where the position should be funded. For grant positions that are more than 50% of the costing, the master level cost center and 8999999999 will be used on the position, unless Budget directs otherwise.
For hourly positions, please e-mail firstname.lastname@example.org with the effective date and position number of the position you want to delimit. For salary staff positions, please e-mail email@example.com and firstname.lastname@example.org with the effective date and position number you want to delimit. Only vacant positions can be delimited from SAP.
Please submit this completed spreadsheet to email@example.com, and copy the department heads of the former and new org unit where the position is moving from and to on the e-mail. For example, if a position is moving from Human Resources to Budget, each department head (HR and Budget) will need to be included on the e-mail that is submitted to the HR MDC mailbox, along with the completed spreadsheet.
Multi-holder positions are allowed in SAP, with approval by the MDC, on certain hourly student and hourly staff (NSNR) positions. A multi-holder position allows the department to use the same position number for multiple employees.
To be considered for a multi-holder position, five or more hourly employees (student/NSNR) must be doing the same job in your department, reporting to the same supervisor, and have the same cost distribution on the position. New and current positions can be a multi-holder position upon request and approval. Requests can be sent to firstname.lastname@example.org.
No, this is not possible. Only one supervisor is allowed on record for all employees in a multi-holder position. If you need to change the reporting relationship for one employee in a multi-holder position, you will need to create a change in position PCR to move the employee to a different position number, and then change the supervisor on the position the employee is moving to, if it needs to be changed.
Yes, you can access the SAP transaction P013D – Display Position
This transaction allows users to display data for positions in their organizations. The enterprise structure assigned to a position includes information critical to every aspect of Human Resources management within SAP. The enterprise structure includes personnel area, personnel subarea, employee group, employee subgroup and planned compensation for vacant positions only. Positions must be assigned at least one element from each of the groups in the enterprise structure. Dates are reflected as begin and end dates.
NOTE: SAP transaction PO13D contains data only in the Active tab
Step 1: At the SAP Easy Access Menu enter transaction PO13D in the white text box and click the green check or press the Enter key on your keyboard.
Step 2: The Display Position screen will populate.
Step 3: Enter the Position Number in the Position field and click the green check
NOTE: Plan version field will always populate Current plan – do not change
Step 4: This will display information about the position – each infotype* containing information has a green check next to it. *Infotype ‐ similar group of information (object, relationships, planned compensation, vacancy, account assignment, employee group/subgroup, cost distribution).
Step 5: Select the infotype you want to review by clicking in the left box next to the infotype title.
Step 6: After selecting the infotype, click on either the eyeglasses or mountain icon
You will be able to view information on the following info types:
Object (1000): Indicates the job title for the position
• Reports ‐ to whom does the position report to
• Holders ‐ persons who have held the position and the dates that they have the position
• Organization ‐ what organization the position belongs to
• Master Cost Center – The master cost center for the position
• Description – What job describes the position
Planned Compensation (1005): The maximum amount that the position is budgeted to be paid. This amount is determined at the time the position was created or with the salary of the last person who held the position
• Open (Vacant) means the position is vacant; there is no holder
• Filled/On Hold means the position is held by someone
(Done by PCR actions to hire and separate employees)
Account Assignment (1008):
• Personnel Area ‐ Division to which the position belongs
• Personnel Subarea ‐ distinguishes whether the position is fulltime or part‐time and benefits eligibility
Employee Group/Subgroup (1013):
• Employee Group indicates whether the position is Staff, faculty, student, etc.
• Employee Subgroup indicates whether the position is for 12 month or less than 12 month appointments and whether exempt or non‐exempt.
Cost Distribution (1018): Indicates from where the position is budgeted to be paid. Generally, this is the same as the person, with the primary exceptions being individuals paid from grants.
Tips and Tricks:
• Select the “All” radio button on the right side of the screen under “Time period” to see all entries for each info type
• Select the mountain with the sun icon (known as overall view) to view all the information in the info type
• Select the display icon (eyeglasses) to view only the latest data in the info type
• After selecting the overall view (previous bullet) select the row that you want to view the detail and click the magnifying glass
• Relationships are best viewed by using overall view
Sec. 1 of the I-9 Form must be completed by the new employee no later than the first day of employment. The hiring department is required to complete Sec. 2 and Sec. 3 (certification) no later than the 3rd business day from the 1st day of employment. The hiring department is responsible for processing the I-9 in HireRight, and uploading the support documents used to HireRight.
The MDC staff can assist with your request to create a dummy SSN, if needed, by e-mailing email@example.com. This is only done for PCR validation, and the employee will need to eventually provide an SSN to HR when it arrives.
When requesting a new NETID, it is important to be cautious with the information submitted to ITAC. If the request is submitted to ITAC without a middle name or initial, the NETID will populate with an underscore.
NETID’s are permanent and cannot be changed once created. The information that is submitted to ITAC is what the new PCR is validating against.
If the information on the PCR is different than what ITAC received, the PCR will not validate. This is only true on the first PCR submitted on an employee, like a New Hire PCR.
Please follow the steps in the ZHRPeopleSearch and NETID Training Document to verify the information you are entering matches what is on record in Banner. If there is a discrepancy with the information you have and what is in Banner, please contact the MDC.
Except in extraordinary situations approved by the president, a newly hired employee must wait a minimum of 90 days before receiving a pay adjustment. This does not affect salary adjustments that result from a reclassification or promotion. Please view UPPS 04.04.11, Section 04.03 for additional information.
If hiring an existing employee who is going from hourly to salaried or salaried to hourly, please remember to establish the new effective date as the first day of the next month.
Employees cannot change payroll areas within the same pay period. All hours worked in the old position must be entered and approved in time management within the month earned and prior to the processing of the new appointment.
Per the Texas Constitution and the policy supported by the VPFSS, an employee cannot receive a retroactive pay increase beyond the month of the current pay period, i.e.: retroactive to 9-1-17, but the PCR is not submitted until after 10-1-17. Earliest date of pay increase would be 10-1-17 to pay on the October pay period.
An employee cannot change classifications within the same work week. If going from an exempt position (unclassified) to a non-exempt (classified) position or non-exempt to exempt, always start the new classification at the start of the work week (Sunday)
If your employee is no longer working for you and has left Texas State (not just changing departments), you must remember to process a separation PCR. This is especially true for salary staff, grad, hourly student workers and NSNR temporary staff employees.