1. UConn / Core-CT HCM Implementation Click to edit master title style HCM102: Human Resources Transactions for Graduate Assistants and Provost’s (Graduate) Professional Internships

2. UConn / Core-CT HCM Implementation Introductions 2 -Name -Department -Job Title

3. UConn / Core-CT HCM Implementation 3 Instructor Introduction Name: Amanda Burke Hometown: Chicago, IL Alma Mater: University of Wisconsin - Madison Experience at UConn: Training Lead since January 2016 Designer and Developer for HCM104 and 105 Developer of Time and Labor Town Hall Developer of Leave Processing Seminar Delivered Train the Trainer Previous Training Experience: Training Designer/Developer and Trainer for state-wide PeopleSoft Implementation Name: Amanda Burke Hometown: Chicago, IL Alma Mater: University of Wisconsin - Madison Experience at UConn: Training Lead since January 2016 Designer and Developer for HCM104 and 105 Developer of Time and Labor Town Hall Developer of Leave Processing Seminar Delivered Train the Trainer Previous Training Experience: Training Designer/Developer and Trainer for state-wide PeopleSoft Implementation

4. UConn / Core-CT HCM Implementation Human Resources Transactions for Graduate Assistants and Interns 2 Human Resources Business Operations for Graduate Assistants and Interns 3 Course Summary 4 Course Introduction 1 4 Course Agenda

5. UConn / Core-CT HCM Implementation 1 Course Introduction ›Course Objectives ›Course Activities ›Key Terminology ›Overview of Smart HR 5

6. UConn / Core-CT HCM Implementation Course Objectives After completing this course, the user will be able to:  Hire employees using the Smart HR template  Perform data changes  Terminate employees from UConn  Cancel a Smart HR transaction  Explain mass processes 6

7. UConn / Core-CT HCM Implementation Activities You will take part in two levels of activities throughout this course: Instructor Demonstrations Training Exercises 7

8. UConn / Core-CT HCM Implementation Key Terminology 8 TermDefinition Department Tree The new design of the department organizational structure that represents actual reporting relationships and hierarchy at UConn, and aligns with major enterprise systems, allowing for common workflow. Employee ID The State assigned employee record identifier, which is used throughout the duration of an employee’s State and UConn employment. This is not the Student Administration System Employee ID. Human Capital Management (HCM) The term used in human resources that refers to PeopleSoft’s family of products that includes Human Resources, performance Management, Learning Management, Compensation, Time and Labor and others. Human Resources Management System (HRMS) The term used for the Core-CT Human Resources and Payroll system. It is a single system for recording and updating personnel information and actions for employees, including faculty, staff, undergraduate student employees, graduate assistants and interns, post-doc fellows, gratis employees, etc. Job Data pages A set of Human Resources pages that store employee personal, employment, compensation and benefits information. Data entered on these pages is used throughout the Core-CT modules. Mass Update The Mass Update feature enables you to make changes to the data of large groups of people.

9. UConn / Core-CT HCM Implementation Key Terminology (cont.) 9 TermDefinition PeopleSoft The company that provides the Core-CT software, including: Human Resources Management System (HRMS), Financial Management System (FMS), Customer Relationship Management (CRM) and Enterprise Performance Management (EPM), as well as Student Administration (SA) and Recruiting Solutions (RS). Security PeopleSoft security is based on permission lists and roles that enables or prevents user’s access into specific pages in Core-CT. Self Service Employee self-service functional in Core-CT enables users to view and/or update personal information (eProfile), payroll and compensation information (ePay), and benefits information (eBenefits), as well as submit their own timesheets. Smart HR Templates Templates created to replaces Payroll Authorization (PA) forms to complete various HR transactions, such as hiring/rehiring, performing data changes, performing pay changes and completing terminations for all employee groups. They are configured to fit UConn HR/Payroll transaction processes, and access to the various templates is based on security rules. Time Reporting Code A code entered on the timesheet to record time entries in Core-CT. based on amounts, units, or hours. TRCs available to end-used is based off of the type of employee they are and the type of job they perform. UPKShort for “User Productivity Kit.” It is an online training platform utilized by UConn. Workflow Steps and rules necessary to complete a specific task. Workflow routes transactions to the appropriate approvers’ Worklists to take action on the transaction pending next steps.

10. UConn / Core-CT HCM Implementation 10 Overview of Smart HR

11. UConn / Core-CT HCM Implementation 11 Overview of Smart HR Smart HR will eliminate duplicate data entry and paper Payroll Authorization (PA) forms Smart HR will provide real time processing status and will be accessible anywhere* Smart HR will integrate with other University systems, such as Student Administration and Recruiting Solutions Smart HR will route submitted transactions to the appropriate person for approval WorkflowIntegrated AutomatedAccessible UConn has developed Smart HR templates to replace Payroll Authorization (PA) forms to complete various HR transactions, such as hiring/rehiring, performing data changes, performing pay changes and completing terminations for all employee groups. Smart HR *User experience from home or from mobile devices might vary depending on the type of computer, phone, tablet, etc.

12. UConn / Core-CT HCM Implementation Department Processors are responsible for initiating all Smart HR transactions for graduate employees. For the rest of the employee groups, a number of Smart HR transactions require initiation from the HR Department. Once initiated, Department Processors will continue their responsibilities. 18 Hire/Rehire Classified Employees Student Employees Graduate Employees Unclassified Employees Special Payroll Employees Data Changes Classified: Pay, Title, Reclassification, Promotion/ Demotion, TSHC changes, FTE Unclassified: UCPEA Reclassification and TSI All Student and Graduate data changes Funding changes Transfer changes Additional changes (location, supervisor, FTE, etc.) Terminations/ Separations Student Employees Graduate Employees Classified Employees Unclassified Employees Special Payroll Employees Initiated by Departments: Initiated by Human Resources: Overview of Smart HR: Template Initiation

13. UConn / Core-CT HCM Implementation 13 Overview of Smart HR: Templates There are different Smart HR templates based on the type of transaction and the type of employee. The appropriate templates are available to Processors and are routed to Approvers based on security. Unclassified Student Labor Graduate Assistant Classified Special Payroll Teaching Work Study Graduate Professional Intern Gratis Non-UConn Student Special Payroll Non- Teaching Sample Employee Type Sample Template Type Hire/Rehire Data Change Pay Change Termination Department Change Supervisor ID Change Funding Change Work Study Award Change

14. UConn / Core-CT HCM Implementation Hire Funding Changes Rehire General Data Changes 14 Overview of Smart HR: Graduate Templates A subset of the templates available are for Graduate Assistants and Professional Interns. The employee types and template types listed below outline the numerous different templates that are available specifically for Graduates. Supervisors ID Change Terminations Department Change Pay Rate Changes Template Type Graduate Assistant Employee Type Professional Intern Graduate Fellow

15. UConn / Core-CT HCM Implementation 15 Overview of Smart HR: Core-CT and UConn Modules All PeopleSoft Core-CT modules are integrated, creating one common system of record across the University. Functionality will be available soon after 9/26 go live

16. UConn / Core-CT HCM Implementation 16 Overview of Smart HR: Data Entry Smart HR Job Data Person Data Smart HR templates integrate with other PeopleSoft Human Resources pages to lessen dual entry across transactions. Data that is entered into Smart HR templates will feed into Job Data and Person Data pages. Creates a distinct approval route for each department and transaction type before they are finalized in Core-CT Streamlines the end-to-end process of completing a transaction in Core-CT, using a process that is entirely online Provides easy access to track statuses, as transactions pending approval are routed directly to the Worklist Offers access to all transactions requiring approval on one online page

17. UConn / Core-CT HCM Implementation 2 Module Two: Human Resources Transactions for Graduate Assistants and Graduate Professional Interns ›Objectives ›Topic One: Hiring Graduate Assistants and Graduate Professional Interns (Smart HR Template) ›Topic Two: Performing Data Changes ›Performing General Data Changes ›Performing Department Changes/Sharing Across Departments ›Performing Level Change/Pay Rate Changes ›Performing Funding Changes ›Performing Supervisor ID Changes ›Performing Percentage of Employment Changes ›Topics Three: Terminating Graduate Assistants and Graduate Professional Interns ›Topic Four: Cancelling a Smart HR Transaction ›Summary 17

18. UConn / Core-CT HCM Implementation Module Two: Objectives After completing this module, the user will be able to:  differentiate between graduate assistants and graduate professional interns  hire employees using the Smart HR template  complete transfers/share employees across departments  update employee level changes and pay rate changes  update employee funding changes  perform percentage of employment changes  terminate employees from UConn  cancel a Smart HR transaction 18

19. UConn / Core-CT HCM Implementation 19 Hiring Graduate Assistants and Professional Interns

20. UConn / Core-CT HCM Implementation Hiring Graduate Assistants and Professional Interns 20 Department Processors are responsible for initiating a Smart HR hire for employees. Once the template is complete with the employee’s biographical, demographical, job and pay information, the hire is submitted for approval and then finalized centrally. Department ResponsibilitiesCentral Responsibilities Initiate hire Determine hire template and hire reason Gather and enter hire information Submit hire for approval Review and approve hire Review approved hire request Correct errors/update hire template Process information into Job Data Department Processor submits Smart HR hire template Department Approver reviews and approves Smart HR hire template Payroll Department processes approved hire information Smart HR template data is routed into Job Data

21. UConn / Core-CT HCM Implementation Hiring Graduate Assistants and Professional Interns Graduate Professional Internship Experiential job placement designed to enhance knowledge, skills and abilities of a student, enhance their employability, and requires a student to perform specific work at the host’s site. Graduate Assistantship Awarded to a graduate student who provides teaching or research support to UConn that is a part of the academic program. Assistantships are administered through an academic department. Graduate Fellowship Awarded to a graduate student to pursue an academic program, but does not require the student to provide any teaching or research support to UConn. There are three Smart HR templates that can be used to hire a Graduate, each one configured for the different types of Graduate employees. The Assistant and Intern templates integrate with Student Administration; the Graduate Fellowship template does not. Smart HR Hire Template: UC_TBH_GI Smart HR Hire Template: UC_TBH_GA Smart HR Hire Template: UC_TBH_GFEL

22. UConn / Core-CT HCM Implementation 22 Hiring Graduate Assistants and Professional Interns The process for hiring Graduate Assistants and Graduate Professional Interns starts in Student Administration. Once the Graduate has accepted the offer, the hiring department will initiate the hire in Core-CT using the appropriate Smart HR template. If there is an exception to the requirement, the Graduate School will need to clear the error on the application so the hiring department can move forward with the hiring process. No Change from Current Process The Graduate School will get involved in the hiring process if the graduate student does not have enough credits, does not pass the language test, has a low GPA, etc.

23. UConn / Core-CT HCM Implementation 23 Hiring Graduate Assistants and Professional Interns Instructor Demonstration Your instructor will show you the process for hiring a Graduate Assistant while you follow along.

24. UConn / Core-CT HCM Implementation 24 Hiring Graduate Assistants and Professional Interns Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: Hire/Rehire Select Template: UC_TBH_GA Click Create Transaction. 2

25. UConn / Core-CT HCM Implementation 25 Hiring Graduate Assistants and Professional Interns The Department Processor can review transactions that are in progress at the bottom of the Smart HR Transactions page. Click on the employee’s Name to open the template to view details about the transaction. Sort the transactions by clicking on the column name. In this example, the transactions were sorted by the Hire Action.

26. UConn / Core-CT HCM Implementation 26 Hiring Graduate Assistants and Professional Interns Enter the required information* on the Enter Transaction Details page. Then, click Continue. 3 Required fields on all Smart HR templates are denoted with an asterisk (*) next to the field name. On the hire template, the Net ID or SSN is required, too. It is strongly encouraged to enter the employee’s Net ID over their Social Security Number (SSN). The University is making an active effort to remove the SSN as a key identifier, where possible.

27. UConn / Core-CT HCM Implementation 27 Hiring Graduate Assistants and Professional Interns Some employee data will auto-populate due to the integrations Student Administration. Enter the remaining information on the Personal Info tab. 4 If the address for international employees whose personal information auto-populates from SA is their international address the Department Processor will need to update their address with a local address on the Graduate hire templates.

28. UConn / Core-CT HCM Implementation 28 Hiring Graduate Assistants and Professional Interns Move through the remaining tabs and enter/update the applicable information: Job Info 5

29. UConn / Core-CT HCM Implementation 29 Hiring Graduate Assistants and Professional Interns Move through the remaining tabs and enter/update the applicable information: Funding Info: Department Processors are responsible for entering funding information. 5

30. UConn / Core-CT HCM Implementation Status Date: The status date does not auto-populate from Student Administration. Enter the I-9 approval date. Expiration Date: Enter the date the Visa/Permit Status expires, if applicable. Hiring Graduate Assistants and Professional Interns Move through the remaining tabs and enter/update the applicable information: Citizenship Info: Citizenship information auto-populates from the integration with Student Administration for Graduate Assistants and Graduate Interns. Department Processors will need to enter the remaining additional information: 5

31. UConn / Core-CT HCM Implementation 31 Hiring Graduate Assistants and Professional Interns Move through the remaining tabs and enter/update the applicable information: Payroll Use: This tab will be completed by the Payroll Department. Department Processors do not need to enter any information on this tab. However, Processors must navigate to this tab to activate the Save and Calculate button. 5

32. UConn / Core-CT HCM Implementation Hiring Graduate Assistants and Professional Interns The Department Processor can click Save for Later to save the template but submit for approval at a later time. If the Department Processor is ready to submit, click Save and Calculate. The Save and Calculate button is only activated when all tabs are complete. 6 If required, departments have the ability to upload documents to Smart HR templates, including during the hire process. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 7

33. UConn / Core-CT HCM Implementation Hiring Graduate Assistants and Professional Interns When the template is complete and the applicable documents are attached, click Submit. The template is routed to the Department Approver and, once approved, routed to the Payroll Department for finalized in Job. 8 In the case of an error on the template, a message may open explaining further processing is required. Follow the directions on the message to resolve the error.

34. UConn / Core-CT HCM Implementation Hiring Graduate Assistants and Professional Interns A user-friendly view of Smart HR templates can be printed directly from Core-CT. Click the printer icon in the right corner of the screen to open the user-friendly page. Then print.

35. UConn / Core-CT HCM Implementation 35 Hiring Graduate Assistants and Professional Interns Person Match Found page If the personal information that has been entered for the employee is the same or similar to another employee in the system, the Person Match Found page will open for review. If this page opens, contact the Payroll Department for further direction. Possible resolutions include: If the employee is already in the system, click Select to continue the hire with that employee’s information. If the employee information is not a match, click No Match – Continue with Hire.

36. UConn / Core-CT HCM Implementation 36 Hiring Graduate Assistants and Professional Interns Training Exercise This Training Exercise will review performing a hire for a Graduate Assistant using a Smart HR Template. Refer to the separate data sheet and use the training materials as references tools. 15 Minutes

37. UConn / Core-CT HCM Implementation 37 Topic Two: Performing Data Changes

38. UConn / Core-CT HCM Implementation 38 Performing Data Changes There are six Smart HR data change templates that Department Processors will use to maintain graduate’s data. The Graduate Payroll Data Change template encompasses all fields that can be updated for a graduate’s employment (minus Department) so can be used to update multiple pieces of data at one time. The remaining templates are specific to the data that is needed to be changed.

39. UConn / Core-CT HCM Implementation 39 Performing Data Changes General Data Changes Department Processors are responsible for initiating data change templates for Graduate Assistant and Interns. The Department Processor will submit the template for approval, and the approved template will then be sent to Payroll to route into Job. Department ResponsibilitiesCentral Responsibilities Initiate data change Determine data change template and data change reason Gather and enter data change information Submit data change for approval Review and approve data change Review approved data change request Correct errors/update data change template Process information into Job Data Department Processor submits Smart HR data change template Department Approver reviews and approves Smart HR data change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data

40. UConn / Core-CT HCM Implementation 40 Performing Data Changes General Data Changes Instructor Demonstration Your instructor will show you the process for performing a general data change for a Graduate Assistant while you follow along.

41. UConn / Core-CT HCM Implementation 41 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: All Select Template: UC_TBH_DC_GRAD_DAT Click Create Transaction. 2 Performing Data Changes General Data Changes

42. UConn / Core-CT HCM Implementation Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes General Data Changes 54

43. UConn / Core-CT HCM Implementation 43 Updated the necessary fields on the template to make the data change. Fields that cannot be updated will be view-only on this template. 4 Department Processors can use this template to make a change to multiple pieces of data at once. For example, if an employee was recently transferred into the Department, use this template to update their Supervisor ID and Location Code. Performing Data Changes General Data Changes

44. UConn / Core-CT HCM Implementation The Department Processor can click Save for Later to save the template but submit for approval at a later time. If the Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6 Performing Data Changes General Data Changes

45. UConn / Core-CT HCM Implementation Performing Data Changes General Data Changes 7 When the template is complete, click Submit. The template is routed to the Department Approver, and, once approved, routed to the Payroll Department to be finalized in Job. 7 Once the data change template is saved and submitted successfully, a Workflow box appears on the bottom of the template. This section shows who the Department Approver and Reviewer(s) are for the submitted template. 8

46. UConn / Core-CT HCM Implementation 46 Performing Data Changes: Department Changes/Sharing Across Departments

47. UConn / Core-CT HCM Implementation 47 Department Processors for the employee’s current Department are responsible for initiating a department change. Once the template is complete, the template is submitted to the receiving Department for approval and is finalized centrally. Current Department Responsibilities Receiving Department Responsibilities Central Responsibilities Initiate department change Determine template and reason Gather and enter department change information Submit for approval Review and approve department change template Review approved data change request Correct errors/update data change template Process information into Job Data Performing Data Changes Department Changes/Sharing Across Departments Department Processor from the current Department submits Smart HR department change template Department Approver from the new Department reviews and approves Smart HR department change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data

48. UConn / Core-CT HCM Implementation 48 Performing Data Changes Department Changes/Sharing Across Departments Sharing Across Departments At the University, many Graduate Assistants are shared across two departments. To share in Core-CT, the employee will have a “host” department. This department will submit the Hire template for the position, and will maintain the employee’s job information for the duration of the assistantship. The two departments that are sharing the Graduate Assistant will determine funding codes and will allocate a percentage of funding based on time the Graduate Assistant works for each department (funding needs to equal 100%). The “non-host” department will not initial and sign a document, which is different from today where a signature is required. Information on this page is a new business change

49. UConn / Core-CT HCM Implementation The Department field controls workflow in Core-CT, meaning the employee’s information will route to the department identified in this field. For regional campuses, the Affiliated Department field is included on department change templates where the employee may have a regional campus and an academic department (Graduate, Unclassified and Special Payroll). Performing Data Changes Department Changes: Department vs. Affiliated The information to put into the two fields for Graduate Assistants and Professional Interns is as follows: DepartmentAffiliated Department Academic DepartmentRegional Campus

50. UConn / Core-CT HCM Implementation 50 Performing Data Changes Department Changes/Sharing Across Departments Instructor Demonstration Your instructor will show you how to process a department change for a graduate assistant while you follow along.

51. UConn / Core-CT HCM Implementation 51 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: Job Data Change Select Template: UC_DC_DEPT_GRD Click Create Transaction. 2 Performing Data Changes Department Changes/Sharing Across Departments

52. UConn / Core-CT HCM Implementation Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Department Changes/Sharing Across Departments 66

53. UConn / Core-CT HCM Implementation 53 Enter the Department and Location Code on the Enter Transaction Information page. Enter Comments if your department’s business process requires comments. 4 Performing Data Changes Department Changes/Sharing Across Departments Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

54. UConn / Core-CT HCM Implementation When all applicable information is entered, click Submit. The template is routed to the receiving Department’s Approver, and, once approved, routed to the Payroll Department to be finalized in Job. 7 Performing Data Changes Department Changes/Sharing Across Departments If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6

55. UConn / Core-CT HCM Implementation Performing Data Changes Department Changes/Sharing Across Departments Once the receiving Department’s Approver approves the Smart HR Department Change template, the new Department Processor should initiate the appropriate data change template(s) to update the employee’s new job information. Updates can include: Location Code: Department and Location Code are not tied together Supervisor ID: This will default to the manager of the new department’s Department Tree until a new data change template is submitted Funding Once the department change is saved and submitted successfully, a Workflow box appears on the bottom of the template. This section shows who the Department Approver and Reviewer(s) are for the submitted template. 8

56. UConn / Core-CT HCM Implementation 56 Performing Data Changes Department Changes/Sharing Across Departments Training Exercise This Training Exercise will review performing a department change for a Graduate Assistant. Refer to the separate data sheet and use the training materials as references tools. 15 Minutes

57. UConn / Core-CT HCM Implementation 57 Performing Data Changes: Level Changes/Pay Rate Changes

58. UConn / Core-CT HCM Implementation 58 Performing Data Changes Level Changes/Pay Rate Changes There are two Smart HR data change templates that Department Processors can use to maintain a Graduate Assistant or Graduate Intern’s level and pay information. Department ResponsibilitiesCentral Responsibilities Initiate compensation change Determine compensation change template and compensation change reason Gather and enter compensation change information Submit compensation change for approval Review and approve compensation change Review approved compensation change request Correct errors/update compensation change template Process information into Job Data Department Processor submits Smart HR data change template Department Approver reviews and approves Smart HR data change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data

59. UConn / Core-CT HCM Implementation 59 Performing Data Changes Level Changes/Pay Rate Changes Department Processors will initiate level changes utilizing Smart HR templates and submit to the Department Approver for approval The Graduate School will have the ability to approve level changes outside of the level submitted in the integration from Student Administration Once a Graduate Assistant/Professional Intern is hired, any on-going changes to personal data in Student Administration will automatically sync in Core-CT Level changes are included in the integration from Student Administration

60. UConn / Core-CT HCM Implementation 60 Performing Data Changes Level Changes/Pay Rate Changes Instructor Demonstration Your instructor will show you how to process a compensation change for a graduate intern while you follow along.

61. UConn / Core-CT HCM Implementation 61 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: All Select Template: UC_TBH_DC_GI_PAY Click Create Transaction. 2 Performing Data Changes Level Changes/Pay Rate Changes

62. UConn / Core-CT HCM Implementation 62 Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Level Changes/Pay Rate Changes

63. UConn / Core-CT HCM Implementation 63 Under the Job Compensation – Pay Components section of the template, update the Compensation Rate. In this example, the professional intern’s compensation rate increased to $1165.27 biweekly. If necessary, update any additional fields on the page, like UConn Dates or Funding. 4 Performing Data Changes Level Changes/Pay Rate Changes

64. UConn / Core-CT HCM Implementation 64 Performing Data Changes Level Changes/Pay Rate Changes The Department Processor can click Save for Later to save the template but submit for approval at a later time. If the Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6

65. UConn / Core-CT HCM Implementation 65 When the template is complete, click Submit. The template is routed to the Department Approver, and, once approved, routed to the Payroll Department for finalized in Job. 7 Performing Data Changes Level Changes/Pay Rate Changes

66. UConn / Core-CT HCM Implementation 66 Performing Data Changes Level Changes/Pay Rate Changes Training Exercise This Training Exercise will demonstrate how to make a level change for a graduate assistant. Refer to the separate data sheet and use the training materials as references tools. 15 Minutes

67. UConn / Core-CT HCM Implementation 67 Performing Data Changes: Funding Changes

68. UConn / Core-CT HCM Implementation 68 The Department Processors are responsible for initiating a funding change for graduate assistants and professional interns. Once the template is complete with the updates required the template is submitted for approval and is finalized centrally. Department ResponsibilitiesCentral Responsibilities Initiate funding change Determine funding change template and funding change reason Gather and enter funding change information Submit funding change for approval Review and approve funding change Review approved funding change request Correct errors/update funding change template Process information into Job Data Performing Data Changes Funding Changes Department Processor submits Smart HR funding change template Department Approver reviews and approves Smart HR funding change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data

69. UConn / Core-CT HCM Implementation 69 Performing Data Changes Funding Changes Processors are able to make funding changes on most Smart HR data change and pay change templates, with the exception of Supervisor ID, department change and terminations. Funding code and percent allocations will be part of the UConn Payroll Distribution section of each template. Processors can change funding on any template; they do not need to use the Funding Change templates. When changing only funding, use the funding change template that aligns with Graduate Assistants and Professional Interns.

70. UConn / Core-CT HCM Implementation 70 Performing Data Changes Funding Changes Instructor Demonstration Your instructor will show you how to process a funding change for a Graduate Assistant while you follow along.

71. UConn / Core-CT HCM Implementation 71 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: All Select Template: UC_TBH_DC_FUND_GAI Click Create Transaction. 2 Performing Data Changes Funding Changes

72. UConn / Core-CT HCM Implementation 72 Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Funding Changes

73. UConn / Core-CT HCM Implementation 73 The employee’s current funding information auto-populates on the template. Under the UConn Payroll Distribution section, update the employee’s funding information. Click the plus sign (+) to add additional funding codes. Then, update the Distribution Percentage. The total Distribution Percentage must equal 100% between all codes. 4 Performing Data Changes Funding Changes

74. UConn / Core-CT HCM Implementation If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6 Performing Data Changes Funding Changes When all applicable information is entered, click Submit. The template is routed to the Department Approver, and, once approved, routed to the Payroll Department to be finalized in Job. 7 Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

75. UConn / Core-CT HCM Implementation 75 Performing Data Changes Funding Changes Training Exercise This Training Exercise will demonstrate how to make a funding change for a Graduate Assistant. Refer to the separate data sheet and use the training materials as references tools. 15 Minutes

76. UConn / Core-CT HCM Implementation 76 Performing Data Changes: Supervisor ID Changes

77. UConn / Core-CT HCM Implementation Performing Data Changes Supervisor ID Changes 77 There is one Smart HR template that was specifically created for Graduate Assistant and Professional Intern Supervisor ID changes. Department Processors should have offline conversations with the current and new supervisors to ensure they are aware of the changes. Department Responsibilities Initiate data change Determine data change template and data change reason Gather and enter data change information Submit data change for processing into Job Data Department Processor submits Smart HR data change template Smart HR template data is routed directly into Job Data

78. UConn / Core-CT HCM Implementation 78 Performing Data Changes Supervisor ID Changes Instructor Demonstration Your instructor will show you how to change a Supervisor ID for a Graduate Assistant while you follow along.

79. UConn / Core-CT HCM Implementation 79 Performing Data Changes Supervisor ID Changes Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: Job Data Change Select Template: UC_DC_SUP_ID_GRD Click Create Transaction. 2

80. UConn / Core-CT HCM Implementation Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Supervisor ID Changes

81. UConn / Core-CT HCM Implementation The Department and Location Code auto- populate on the Enter Transaction Information page. Select the new Supervisor ID. Enter Comments if your department’s business process requires comments. 4 81 Performing Data Changes Supervisor ID Changes Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

82. UConn / Core-CT HCM Implementation When all applicable information is entered, click Submit. The template is directly to Job Data. 7 Performing Data Changes Supervisor ID Changes If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6

83. UConn / Core-CT HCM Implementation 83 Performing Data Changes Supervisor ID Changes Training Exercise This Training Exercise will demonstrate how to make a Supervisor ID change for a Graduate Assistant. Refer to the separate data sheet and use the training materials as references tools. 15 Minutes

84. UConn / Core-CT HCM Implementation 84 Performing Data Change: Percentage of Employment Changes

85. UConn / Core-CT HCM Implementation 85 Performing Data Changes Percentage of Employment Changes Processors will use the graduate pay change templates to update a graduate’s Full- Time Equivalent (FTE) or percentage of employment.

86. UConn / Core-CT HCM Implementation Performing Data Changes Percentage of Employment Changes Department ResponsibilitiesCentral Responsibilities Initiate Pay change Determine Pay change template and Pay change reason Gather and enter Pay change information Submit Pay change for approval Review and approve Pay change Review approved Pay change request Correct errors/update Pay change template Process information into Job Data Department Processor submits Smart HR pay change template Department Approver reviews and approves Smart HR pay change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data Like most templates, once approved by the Department Approver, the percentage of employment change is sent to Payroll to be finalized in Job.

87. UConn / Core-CT HCM Implementation 87 Performing Data Changes Percentage of Employment Changes Instructor Demonstration Your instructor will show you how to process a percentage of employment change for a Graduate Assistant while you follow along.

88. UConn / Core-CT HCM Implementation 88 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: All Select Template: UC_TBH_DC_GA_PAY Click Create Transaction. 2 Performing Data Changes Percentage of Employment Changes

89. UConn / Core-CT HCM Implementation 89 Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Percentage of Employment Changes

90. UConn / Core-CT HCM Implementation 90 Under the Job Information – Standard Hours section, update the employee’s FTE. In this example, the FTE was updated from 1.0 to 0.5 FTE. 4 Performing Data Changes Percentage of Employment Changes When updating a Graduate Assistant or Professional Intern’s FTE/Percentage of Employment, the following information may also need to be updated: Start Date and End Date for UConn Dates

91. UConn / Core-CT HCM Implementation 91 Performing Data Changes Percentage of Employment Changes Once the template is complete and the Smart HR Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6 When the template is complete, click Submit. The template is routed to the Department Approver, and, once approved, routed to the Payroll Department for finalized in Job. 7

92. UConn / Core-CT HCM Implementation 92 Terminating Graduate Assistants and Professional Interns

93. UConn / Core-CT HCM Implementation Terminating Graduate Assistants and Professional Interns There is one Smart HR data change template Department Processors will use to terminate/separate a Graduate Assistant or Professional Intern from the University. Department ResponsibilitiesCentral Responsibilities Initiate termination Determine termination template and termination reason Gather and enter termination information Submit termination for approval Review and approve termination Review approved termination request Correct errors/update termination template Process information into Job Data Department Processor submits Smart HR termination template Department Approver reviews and approves Smart HR termination template Payroll Department processes approved termination information Smart HR template data is routed into Job Data

94. UConn / Core-CT HCM Implementation 94 Terminations are required in Core-CT Departments should only terminate/separate graduate assistant and professional interns if their end date is different than the defined semester end date (5/22) AND if they are not returning the next semester. Supervisors can no longer leave the employee records as “Active” in the system If the Graduate Assistant is returning for the next semester and their end date is the defined semester end date (5/22), the HR Department will put the employee on “leave” so they can still receive their benefits There is no change in the distributed process for graduate terminations, which is restricted by UConn specific departments and has workflow that routes transactions to appropriate locations for approval prior to updating the employee’s record. Terminating Graduate Assistants and Professional Interns

95. UConn / Core-CT HCM Implementation 95 Instructor Demonstration Your instructor will show you how to process a termination for a Graduate Assistant while you follow along. Terminating Graduate Assistants and Professional Interns

96. UConn / Core-CT HCM Implementation 96 Transaction Type: All Select Template: UC_DC_TERM_GRD Click Create Transaction. 2 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Terminating Graduate Assistants and Professional Interns

97. UConn / Core-CT HCM Implementation Enter the required information on the Enter Transaction Details page. Select the appropriate Reason Code from the dropdown. Click Continue. 3 Today, terminations start at the close of the last business day the employee worked. In Core-CT, the termination starts at the open of the following business day. Therefore, the Job Effective Date should be the start of the business day following the employee’s last day worked. Information on this page is a new business change Terminating Graduate Assistants and Professional Interns

98. UConn / Core-CT HCM Implementation 98 The Department and Job Code are read-only fields on the Enter Transaction Information page. Enter Comments regarding the employee’s termination. 4 The Comments section of the template should be used to provide termination payment instructions to Payroll, such as the last date paid through. The paper form that is used today that includes the last day worked and last day paid information is being removed. In Core-CT, enter this information in the Comments section to keep record of this information. Terminating Graduate Assistants and Professional Interns

99. UConn / Core-CT HCM Implementation 99 Terminating Graduate Assistants and Professional Interns When all applicable information is entered, click Submit. The template is routed to the Department Approver, and, once approved, routed to the Payroll Department to be finalized in Job. 7 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6 Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

100. UConn / Core-CT HCM Implementation 100 Training Exercise This Training Exercise will demonstrate how to process a termination for a Graduate Assistant. Refer to the separate data sheet and use the training materials as references tools. 15 Minutes Terminating Graduate Assistants and Professional Interns

101. UConn / Core-CT HCM Implementation 101 Cancelling a Smart HR Transaction

102. UConn / Core-CT HCM Implementation When would you cancel a Smart HR transaction? Your Department Processor accidentally submitted a data change template for the wrong employee A Work Study employee decided to decline the job after your Department Processor submitted a hire template in Smart HR 102 Cancelling a Smart HR Transaction Department Processors are able to cancel Smart HR transactions using the Manage Transactions page. If the transaction was already approved and pushed to Job Data, the transaction cannot be cancelled using this method. Department Processors can also use the Transaction Status page to search all transactions in their department that have been cancelled. A Student Labor employee decided to stay at their department and not accept a transfer to another department

103. UConn / Core-CT HCM Implementation 103 Cancelling a Smart HR Transaction Instructor Demonstration Your instructor will show you how to process a cancellation in Smart HR while you follow along.

104. UConn / Core-CT HCM Implementation 104 Cancelling a Smart HR Transaction Navigation: Main Menu > Workforce Administration > Smart HR Template > Manage Transactions 1 On the Manage Transactions page, select a Transaction Type and Transaction Status OR search on the Employee ID or the Employee Name. If the Effective Date falls outside of the defaulted From and To dates, adjust the dates accordingly. Then, click Refresh. 2 Use the Manage Transactions page to view all transactions ready to be processed:

105. UConn / Core-CT HCM Implementation 105 Cancelling a Smart HR Transaction Review the search results under the Transactions to Process section of the page. Click on an employee’s Name to view additional information about the transaction on the Manage Transactions Details page. Then click Return to Manage Transactions. 3

106. UConn / Core-CT HCM Implementation 106 Cancelling a Smart HR Transaction Back on the Manage Transactions page, select the checkbox next to each transaction to be cancelled. Click Select All to select all available transactions on the page. Then click Cancel Selected Transactions. 4 A Message will open when submitting the cancellation. Click OK to confirm.

107. UConn / Core-CT HCM Implementation Use the Transaction Status page to view all Cancelled transactions: 107 Cancelling a Smart HR Transaction Navigation: Main Menu > Workforce Administration > Smart HR Template > Transaction Status 1 Update the HR Review Status to Cancelled. Update any other fields, then click Refresh. 2

108. UConn / Core-CT HCM Implementation 108 Cancelling a Smart HR Transaction Under the Transaction Status section, review all transactions that fit your search criteria that have been cancelled. 3

109. UConn / Core-CT HCM Implementation Summary: Human Resources Transactions for Graduate Assistants and Professional Interns Now that you have completed the Human Resources Transactions for Graduate Assistants and Professional Interns Topic, you should be able to: hire graduate assistants and professional interns update graduate data (general data, department, level, pay rate, funding, Supervisor ID, and percentage of employment) terminate graduate assistants and professional interns from UConn employment cancel a Smart HR transaction 109

110. UConn / Core-CT HCM Implementation 110 Additional Training

111. UConn / Core-CT HCM Implementation 111 There is a new, automated accrual process for all 9 and 10 Month Faculty. Additional charges will post for ALL 9 and 10 month faculty throughout the academic year. The accruals effectively shift charges for academic salary paid in the summer to the period where the salary was earned. A new UConn Salary Calculator tool is available on the Payroll website to help you understand the financial impact of the accrual entries on your KFS accounts. For additional information on the new 9 and 10 Month Faculty accrual process, attend one of the informational sessions named Informational Sessions on Accruals for 9 and 10 Month Faculty. Sessions can be found on the Professional Development website. New Automated Accrual Process for 9 & 10 Month Faculty

112. UConn / Core-CT HCM Implementation There are currently two Time and Labor Town Hall sessions scheduled in September. Time and Labor Town Hall sessions will provide an overview of Time and Labor processing in Core-CT, including live demonstrations and question and answers. Time and Labor Town Halls Town Halls will be held at the Union Theatre: Monday, September 19 th 10:00-11:30am Wednesday, September 28 th 10:00-11:30am Please visit: http://fiscaltraining.uconn.edu for more information.http://fiscaltraining.uconn.edu

113. UConn / Core-CT HCM Implementation Module Three: Course Summary ›Objectives Achieved ›Next Steps ›Additional Resources ›Additional Questions 113 3

114. UConn / Core-CT HCM Implementation Objectives Achieved Congratulations! You have completed the HCM102: Human Resources Transactions for Graduate Assistants and Provost’s (Professional) Interns course and should now be able to: Hire employees using the Smart HR template Complete department changes/share employees across departments Update employee level changes and pay rate changes Update employee funding changes Update Supervisor ID changes Perform percentage of employment changes Terminate employees from UConn Cancel a Smart HR transaction 114

115. UConn / Core-CT HCM Implementation Next Steps Now that you have completed the course, make sure that you complete the following tasks: Course evaluation Log off your workstation 115

116. UConn / Core-CT HCM Implementation Additional Resources Additional Resources are available to Department Processors in the form of: Job Aids Reference Materials User Productivity Kits (UPKs) To find the additional resources, visit: http://fiscaltraining.uconn.edu 116

117. UConn / Core-CT HCM Implementation Additional Questions 117 Questions?