Employment Transaction Request ETR

Effective November 1, 2010Employment Transaction RequestETR

Click here to start: ETRNovember 1, 2010: All employment transactions will be initiated at the department levelApprovals based on the Delegation of Approvalhttp://www.csufresno.edu/hr/forms/index.shtml#D

2Back ForwardAll employment transaction requests will be entered online by the initiating department beginning November 1, 2010. No new paper based Employment Transaction Forms (ETF) will be accepted after November 1, 2010.

Approvals for these requests will be based on the Cabinet-approved Delegation of Approvals as documented on the Human Resources website at http://www.csufresno.edu/hr/forms/index.shtml#D

2How to StartLogin to My Fresno State Portal

3Back ForwardTo access the online ETR, you must first login via the MyFresnoState portal.3Create a New Request Choose HR Transaction located under My MenuSelect Employee Transaction Request

4Back ForwardNotice the new HR Transactions drop down menu option available. From this menu, you will be able to generate a new ETR or view a previously submitted ETR. At this point in the demonstration, we will choose the Emplloyee Transaction Request option to generate a new ETR.

4Create a New Request Select a department that the employee works in or select Look Up to give you a list of departments that you have access to.Choose the department where the employee works. The Department will assume the default setting the next time you login.

5Back ForwardThe first step in creating a new ETR is to identify the originating department.

Select a department that the employee works in or select Look Up to give you a list of departments to which you have access.

Choose the department where the employee works. This department will default the next time you login. So, in most cases, you will have to enter this field only once.

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Create a New Request A list of all active employees and employees that have been terminated within the past 30 days will appear.Choose the Action you want to perform. Transaction Change used for all employment transactions except Separations and End of temporary appointments.Termination This will initiate a separation or end of temporary appointment for the employee.Pending Transaction will be checked in there is already an employment action that has not been processed by Human Resources or Academic Personnel

6Back ForwardA list of all active employees and employees that have been terminated within the past 30 days will appear. From this list you will be able to specify the action you want to take for each employee.

Using the drop down menu, choose the Action you want to perform. Transaction Change This is to be used for all employment transactions except separations and end of temporary appointments.Termination This will initiate a separation or end of temporary appointment for the employee.

If an employee has a Pending Transaction that has not been processed by Human Resources or Academic PersonnelIt will appear in the far right column, Pending Transactions.6Transaction ChangeSelect the transaction type:Equity IncreaseExtension of AppointmentIn-Range ProgressionIn-Class ProgressionPromotionReappointment of temporary employeeReassignmentReclassification Temporary to PermanentTimebase ChangeOtherIf this change is temporary, check the temporary box.Enter a brief description of the action you are submitting.Use Add Attachment to attach any supporting documentation for the action such as Position Description, justification email, etc

7Back ForwardA screen will appear that provides an opportunity for you to review the existing data fields associated with the selected employee, and provide a plain language description of the desired change. 7Transaction ChangeThe system will display the fields for the employee as of todays date. Enter the effective date of the transaction. This is the first day the transaction will take effect.All fields below are to be entered only if they are changing. If you are unsure of the values, leave this blank but describe in detail your intended action.Department Enter the 5 digit department numberJob Code/Classification Enter the 4 digit job code numberSalary Grade/StepPay PlanWorking TitleFTE/TimebaseSchedule - If FTE is less than 1.0, the enter the employee hours per weekdayBase Compensation Enter full time salaryMonthly Salary (same as compensation if FTE = 1.0)Expected End Date (if temporary)Funding SourceSupervisor or Lead PositionReports to MPP/ChairEmployee BuildingEmployee Mail StopEmployee Office Phone number

8Back Forward8ApprovalsThe system will automatically build the approvals for all transaction types with the exception of Other, Promotion and Reassignment. Your HR Analyst will enter the appropriate approvals for these types of transactions.To review the changes that you have made, you can either click on the link Transaction Change or choose the Print Transaction Request button for a printer friendly version of your initial request. Once all approvals have been submitted and the transaction is entered into PeopleSoft, a notification will be sent to the submitter and reports to Manager with the finalized copy of the Employment Transaction.

9Back Forward9Separation Select the action, termination, for employees that resign or employees that have temporary appointments that will not be extended.

10Back ForwardSeparation Briefly describe the separation or additional instructions.Use the Add Attachment button to submit a scanned copy of the employees resignation letter and the Managers acceptance letter. If you are unable to scan the documents, fax them to Human Resources at 278-7795.Enter the effective date of the termination. This is the first day the employee will NOT be an employee.Enter the day the employee last worked. Typically this is the day before the effective date of the separation.Choose the termination reason that best fits the reason the employee resignedChoose the proposed action plan. This is informational only and will not prompt any action.Chose payroll instructions if the employee is running our their credits, will get a lump sum payout of leave credits or will hold credits as they will be rehired in another position.This transaction will be sent directly to Human Resources for review/tracking of separation letters.

11Back Forward11Review and TrackingTo review the progress of your ETR, select View Submitted ETR under HR TransactionsYou can search by Transaction ID, or Fresno State ID (EmplID), Department including subordinate departments and date ranges. Select the Pending Requests (i.e. not processed), Completed Requests, checkbox or leave both blank to review all. An additional selection is provided that allows you to look at only Management, Faculty or Staff.To review the details of the request, click on the Request ID number that you would like to view. This will automatically display the approvals, the link to view the request details and allow you to print the transaction request.

12Back ForwardQuestionsIf at anytime you have questions with the process, feel free to contact your HR Generalist. http://www.csufresno.edu/hr/aboutus/find-gen.shtml

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