Add New Person **NEW**

• This eDoc is used to add a new person to the university person database.  It should only be used if a new employee does not already have a Peoplesoft ID.  In other words, use this eDoc if the new employee has never been a prospective student, admitted student, employee, affiliate or has never had any other association with the university.

• Before using this eDoc, open a Hire Employee eDoc and search for the person by National ID (SSN). If the person is not found, then complete the Add New Person eDoc

• The eDoc should be approved within 24 hours.  The initiator should receive notification in his/her Action List with the new ID.

Administrative Post

• This eDoc is used to process non-financial changes to an academic appointment, such as reappointing academic staff or no-pay faculty (i.e., volunteers), editing appointment dates, titles, etc.

• NOTE:  When reappointing academic staff, do not enter new Administrative Post records.  Instead, edit the end date of the current appointment.

Create Additional Pay

• This eDoc is used to process bonus or supplemental pay outside of the regular hourly or salary pay.  

• It includes items such as administrative supplements, temporary pay adjustments, summer academic appointments, academic overloads, and items previously paid on the Supplemental Payroll Voucher.

• NOTE: Additional Pay eDocs are the only documents that can be assigned directly to the processing department instead of the employee's Home Department.  This is accomplished by using an "Additional Pay Pooled Position" for the department.  This ensures that the eDoc will route through the processing department (not the Home Department) for approval and will appear on the processing department's payroll voucher.  See the Additional Pay question on the HRMS FAQ for more information.

• The HRMS eDoc system underwent a major upgrade to the Additional Pay eDoc on Friday, January 31, 2003.  See the News Archive for the 2/2/2003 notice from the HRMS Project Team.

Create Position

• This eDoc is used to create positions within the HRMS system.  Positions are no longer maintained through FIS. 

• Notice for IU School of Medicine staff: Only ACADEMIC positions will be created using this form.  Non-academic positions will be created by Human Resources through the Job Analysis Questionnaire Form and the recruitment process.

• NOTE:  When creating an academic pooled position, enter your Department ID in the "Reports to" field, even though the system doesn't require it.

Demote Employee

• This eDoc is used to post demotions to non-academic employee appointments.

• Use this eDoc when an employee is moving within the same Salary Plan, but to a different Salary Grade.

• Do  NOT use this eDoc for academic staff.  

• Do NOT use this eDoc if an employee is moving between two different Salary Plans.  Instead, use the Transfer Employee eDoc.

Hire Employee

• Use this eDoc to add a new employee appointment.    

• NOTE:  New employees must already have an HRMS Employee (Peoplesoft) ID.  If the employee does not have an ID, complete the Add New Person eDoc first.  

• NOTE: Student Academic and Part-time Academic (object code 2300) must be entered as "Contract Pay" employees. (Check the "Contract Pay" box on the Academic Type page.)

• NOTE:  Do NOT use this form to reappoint academic staff.  Instead, use the Administrative Post (if no funding change), Maintain Pay Rate (if funding amount or account number changes).

Leave of Absence

• This eDoc is used to place an employee on an unpaid, paid or partially paid leave of absence.

• NOTE:  To extend a leave of absence, use the Maintain Job Data eDoc and change the "Expected Date of Return".

• For a partially paid leave, the "Percent Distribution" field should contain the percentage of time that the employee will continue to work and be paid.

Maintain Additional Pay **NEW**

• This eDoc is used to edit Additional Pay records for bonus or supplemental pay outside of the regular hourly or salary pay.  

• It includes items such as administrative supplements, temporary pay adjustments, summer academic appointments, academic overloads, and items previously paid on the Supplemental Payroll Voucher.

• NOTE: This help topic is UNDER CONSTRUCTION.

Maintain Funding

• This eDoc is used to adjust the accounting lines for established payroll only.  The amount of the payroll and the pay rate cannot be changed using this form.  

• It is also used to assign a new work area.

• This document replaces the PAD document previously used in FIS.

• The Maintain Funding document cannot be used after a payroll has been written.  To adjust accounts for a past payroll, go into FIS and complete a Salary Transfer (ST) document.

• Do NOT use this document to reappoint academic staff.

• NOTE:  If running short on time, make a temporary funding change by updating the current Payroll Voucher, and then complete a Maintain Funding eDoc to generate the permanent funding change with the next payroll period.

• NOTE:  This eDoc now allows multiple dates on funding lines.  The IUPUI campus central offices and the IU School of Medicine dean's office strongly recommend that users NOT use this feature unless specifically instructed.

Maintain Job Data

• This eDoc is used to update attributes of jobs within the HRMS system.  Examples include a correction (NOT change) to the compensation rate, or a cancellation of a promotion).

• NOTE: This document is also used to extend a leave of absence.  

• Do NOT use this eDoc to bring someone back after a leave. The change will NOT properly renew payroll and benefits functions.  Instead, use the Return to Duties eDoc.

Maintain Pay Rate

• This eDoc is used to update or change an employee's pay rate due to an adjustment or reclassification.  (Corrections are made using the Maintain Job Data eDoc.)

• It is also used to update the standard hours for an appointment.

Maintain Person **NEW**

• This help topic is UNDER CONSTRUCTION.

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Maintain Position

• This eDoc is used to update attributes of positions within the HRMS system.  Examples include requests for review and reclassification, or a reorganization.

• NOTE: Make sure that the "Update Incumbent" flag is set to ON, unless the current incumbent is vacating the position and a change in the position will only affect future incumbents.

• NOTE: If the change you are requesting will impact the Work Area or the Earn Code of the incumbent's job row, you should attach a note to the Maintain Position eDoc using the "Notes" button. Examples would be a reorganization to a new department or a change in Work Period (10-month vs. 12-month). Attaching a note will allow the Final Approver of the position document to enter the desired funding information.

• As in the Create Position eDoc, only ACADEMIC positions/jobs will be maintained by IU School of Medicine staff.  Human Resources will maintain all non-academic positions.

Maintain TIME Assignments **NEW**

• This help topic is UNDER CONSTRUCTION.

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Promote Employee

• This eDoc is used to post promotions to non-academic employee appointments.

• Use this eDoc when an employee is moving within the same Salary Plan, but to a different Salary Grade.

• Do  NOT use this eDoc to post promotions for academic staff.  Instead, complete an Administrative Post to add a stop date to the current title and then add a new title.

• Do NOT use this eDoc if an employee is moving between two different Salary Plans.  Instead, use the Transfer Employee eDoc.

Renew Contract

• Use this eDoc to renew or modify employees on existing contracts, such as student and part-time academic staff (the 2300 object codes).

Retire Employee

• This eDoc is used to put an employee on retirement status.

• NOTE:  Use for OFFICIAL university retirements only.

• Reminder:  The "Effective Date" of the retirement is the FIRST day in retirement status (the day following the last day of work).

Return to Duties

• This eDoc is used to bring an employee back into the system after being on leave or suspension.  It must be completed at the end of every leave in order to reinstate payroll, benefits, etc.

Short Work Break

• This eDoc is only used for Bloomington staff and will not be used for IUPUI leaves, etc.  School of Medicine staff should only use this eDoc if specifically required by HR.

Suspend Employee

• This eDoc is used to process a suspension for non-academic staff.

Terminate Employee

• This eDoc is used to terminate an employee.  Reasons may include resignation, unsatisfactory performance or disability, but may also include necessary adjustments, such as the deletion of a duplicate University ID, the cancellation of a hire, or a multiple job situation.

• Reminder:  The "Effective Date" of the termination is the FIRST day in termination status (the day following the last day of work).

Transfer Employee

• This eDoc is used to transfer an employee from one position to another.

• Do NOT use this eDoc if an employee is moving to a different Salary Grade within the SAME Salary Plan.  Instead, use the Promote or Demote Employee eDoc.

• Do NOT use this eDoc to move an hourly employee from one position to another, unless the employee is hourly PERF moving to a staff position.  For all other hourly transfers, terminate the current appointment using the Terminate Employee eDoc, and then complete a Hire Employee document to add the new appointment.