fas hire/reappoint/rehire

Introduction

This process applies when appointing (or reappointing) an employee. If you are requesting approval for a Posting, Extension Posting or Exception, a position must be requested via the Academic Position Request process first. 

To begin, from Actions:

  1. Select HR Forms: Pay & Cost Redistributions.
  2. From Select Employee Process, choose Create a New Appointment/Assignment.
  3. From This employee will be, choose Faculty or Academic Staff.
  4. Select Start Employee Process.

Appointment Type

The first step is to select an Appointment Type. The appointment type selected should be the appointment type relevant to the effective date of the action. Some appointment types in the drop down are not widely used (e.g., Contract). Select from appointment types you are already familiar with unless advised otherwise. 

Search for Employee and Enter Effective Date

First the system determines the employment status of the person you wish to hire. When you click Search Employee, the system displays any information currently in the system about the person.

To search for an employee

  1. The first prompt for the employee search is “Does the employee have an MSU NetID/APID/ZPID?”
    1. For an existing employee the answer should always be “Yes”
  2. Enter the appropriate value in the APID/ZPID/NetID box, or click on the double squared box to search for the employee:
    1. Enter one of the following and then select Search:
      1. Person Id
      2. Personnel Number
      3. Last Name
      4. First Name
  3. Enter the Start Date of the change in MM/DD/YYYY format.
  4. eClick the Search Employee button. The system searches for information about that person. 


Select the Primary Appointment

First the system requires the primary appointment type for person you wish to hire. Then a question is asked if the employee has a MSU NetId, Apid, Zpid (Perner is also allowed).  If the answer is "yes" then the MSU NetId, Apid or Zpid should be entered.  If this information is not known or the answer is "no" then a personal email address will need to be entered.  

Select Primary Appointment image
Identify the Hiring Process

The next section is to identify the allowed hiring processes for the scenario.  Based on the type of appointment, the selected employee, and the entered start date, the following may be asked:

  1. Is this a new position?
  2. Are you adding or removing and administrative title?
  3. Does this position have an executive management or management administrative title?
  4. Does this position have a paid faculty rank or academic staff job?
  5. What is the primary organizational unit.

Based on the previous information a hiring process or possible hiring processes will be identified by the system.

The possible hiring process options include the academic hiring processes listed in section 3.1, in the Academic Hiring Manual. In addition, the MSU Extension posting process and the Postdoctoral Fellow process are listed as options.  The Hiring Process options available to you depend on the Appointment Type you selected. Some hiring processes are not applicable with certain appointment types and have been excluded from the options.

Academic Hiring Procedure

Approved Position Request options: 

Three selections will be available when posting a position:

1) Post a Position
2) Post an MSUE Position
3) Exception
            1. Recruitment and Retention Contingent Hire – Spouse/Partner
            2. Recruitment and Retention Contingent Hire – Non-Spouse/Partner
            3. Emergency Hire
                       1. This will be allowed for non-Tenure/Continuing appointments
             4. Internal Hire
             5. Senior and Executive Management Hire
             6. Position will last 3 days or less
                       1. This will be allowed for non-Tenure/Continuing appointments

Other Hiring Process Options

  • No Pay Appointment- Allowed when any unpaid appointment is the employee’s primary assignment.
  • Post Doc Fellow Appt- Allowed when the primary unpaid assignment will be a Postdoctoral Fellow only.
  • Resident/Intern Pool- Allowed for fixed term appointments in the medical colleges as a residents, interns, or fellows as the employee's primary assignment.  Follows national pool selection and matching policies. 
  • Visiting/Exchange Prg- Allowed for an appointment that must not exceed 2 years without a 1 year break between appointments, and appointment must be designated visiting .
  • GA Summer App- For summer only fixed term Assistant Instructor/Instructor appointments of former graduate assistants, the position will be created as part of the appointment form. 
  • Recurring Reappointment- Appointment must be into a designated recurring position held by the employee within the last year (must be the same organizational unit, similar job and job duties)
  • On-Call Agreement- For appointing an employee into an on-call position immediately following the completion of a paid appointment, provided that the position duties do not change (e.g. employee has agreed to stay on-call for a transition period).
  • Retiree Return to Work- Appointment must be awarded to an official University Retiree that has retired within 2 year of the appointment’s start date.

Hiring Process image

Evaluate Position

The next phase in the process is to evaluate the position attributes. For approved position processes the system will ask for the position number and allow a chance to review the attributes.  For the other processes the system will determine if a new position should be created or the employee’s latest position can be reused,

Position Attributes

Position attributes include the job title and enterprise structure combination, as well as work contract. Assignment type may also apply depending on the job and/or hiring process/waiver. For posted processes at this point, the organizational unit can be changed.  If the position was posted as open rank then the job may also be changed here.

For all processes, the Enterprise Structure describes the position. To define the appropriate enterprise structure the following questions will be asked:

  • Is this a union position?
  • The employee basis will be?
  • Work Contract
  • Assignment Type

Enterprise Structure image

Enter an Administrative Address

The Administrative Address is the most direct MSU mailing address for the employee; the address where mail is sent for the employee. When completing the form you will have the opportunity to enter an actual (physical) work location on the form, if it differs from the administrative address. If the work location does not differ from the administrative address, the work location is not required. 

To enter an Administrative Address

  1. Specify the Location ID, either by entering the number or looking up and selecting the building by name.
  2. If necessary, press Enter to populate address information and see a range of valid room numbers.
  3. Enter the room number. Alpha characters are allowed.
  4. Enter the Telephone Number and extension, if applicable. The telephone number must be in the format 5173551234, with no dashes in between numbers.
  5. Click the Position Overview button. 

When entering the Location ID, it is not necessary to enter the preceding zeroes.  
contact information home address image

Position Attributes Overview

  • Review the position information for accuracy, clicking the tabs to view each subject. You may change editable fields as needed.
  • Once you have determined the position is correct, click the button to proceed to the next stage. The button name is dynamic based on the information you have provided and displays one of the appropriate processes: Hire, Reappointment, Rehire, Change of Status or Change Position.

 

Saving the Form

Save a draft at any time by clicking the Save Draft button. The draft is not saved until you manually close the web browser window immediately after clicking the “Save Draft” button. Note that as soon as the hire form opens, the position number being used is put on hold to ensure it is not used by another process. If you close the hire form without saving or submitting, the position number is still held for 24 hours. We recommend you save a draft of the form rather than simply closing the window. By saving the draft you may then open the draft and delete it, thus releasing the position for reuse immediately.

 
Filling Out the Form

Once the change of status form opens, the personnel number (PERNR), will appear near the top of the form. 

You move through the steps in the process using the buttons on the form.

  • Red asterisks indicate required fields.
  • Click the Next button to validate the information on the screen and advance to the next step. If you receive a red system message, the error on the page must be corrected before moving onto the next step. Because options presented are based on information previously entered, you are less likely to encounter errors when moving through the form step by step.
  • Click the Previous button to go back to the previous screen.
  • If you receive a yellow or green system message, click Continue to acknowledge the message and advance to the next step. 

You can also go directly to the final summary step and enter all the information on one screen. However, this bypasses the validations that occur when clicking the Next button. All validation occurs after you click the Check button and you receive all error messages in one long list. 

Here are some additional tips for completing the form:

  • Press Enter after typing information into a field to have the system validate the information entered.
  • Use the Tab key on the keyboard to move from field to field. When you tab into a date field and type, the system automatically formats the field for you. For example, if you type in 07012013, the system will format it to appear as 07/01/2013.
  • Where you see a search search button, you can press the F4 key to open the search window, rather than clicking on the button. 

Data Changes Table

To easily identify changes, a Data Changes table appears at the bottom of some screens. It is closed initially. To expand it and view the table, click the square to the right of the band.

data changes

 

Once open, the Data Changes table shows any changes that will be made to the employee’s record as a result of submitting the form. A single change on the form may change multiple values. For example, changing a person’s job title may change related values such as Employee Subgroup or Personnel Sub Area. data changes 2

 

The table changes as you fill out the form. You can also refresh the table manually at any time by clicking the Refresh button.

Personal Details

Personal details include name, citizenship and other personal data. For rehires and reappointments this information is pre-populated. Some fields may be editable. For example, if the person’s date of birth is 1/1/1900 (the default when the date of birth is unknown), this field is editable.

fill out form

  • Name: Enter the person’s legal name; the name as it appears on the Social Security card. If the person has a single name, enter it in the Last Name field.
  • Date of Birth: The system checks to determine the person’s age. If under 14, an error message appears indicating that the employee cannot be hired. If between ages 14-18, you will be asked to attach a parent consent form.
  • Social Security Number: This field is not modifiable at this step and is not required for no pay positions.  If the no pay position is in conjunction with a paid position this information will be required.
  • Citizenship: Depending on the option selected, you may be asked for additional information such as Country of Citizenship, Visa Type, and I-9 Expiration Date. If the person is being hired on an annual basis and the I-9 expires before the assignment end date, you will need to adjust the end date to match the I-9 expiration date.
  • Ethnicity: If Of Hispanic or Latino Origin is selected, Race Selection is not required. If Not of Hispanic or Latino Origin is selected, at least one option under Race Selection is required.
  • Veteran Status: If nothing is selected, you receive a message that it is undisclosed.

Organizational Assignment

  • Information from the position is pre-populated here. This is also where you enter any additional primary assignment details, employment percent, and information on any additional assignments.

  • Note that many fields on this page are interdependent. It is best practice to press Enter after updating fields to ensure related fields are properly updated. To double-check, you can also click the Next button to update all fields, then click the Previous button to return to this page and review the results.

Organizational Data

Much of the position information in this section cannot be edited, other than the Primary Assignment End Date (in limited circumstances), Supervisor, and Enterprise Structure. If any other information listed here is incorrect, you must start again from the beginning.

review

Primary Assignment End Date: This field is required for all non-tenure/continuing position. If the employee is being hired on an academic year (AY) basis, the end date must be August 15th.

  • Supervisor: Required for positions.
  • Enterprise Structure: The allowed structure for the position, given the hiring process and selected job, will prepopulate in a table format.  The value from the initial step of the form will default, but can be changed here by selecting the appropriate row in the table.

     

Primary Assignment Details

The Work contract selected earlier is shown here as display only.  Changes are not allowed at this point as they may impact the allowed hiring processes. If the employee has a joint appointment, you may add or remove departments as needed. If the employee has a joint appointment, you may add or remove departments as needed.

Up to four additional departments can be entered. You can search for the department if you do not have the number. 

Please note, additional departments are not allowed on the primary assignment when the primary assignment is on-call.

primary assignment details

Planned Working Time

If necessary, revise or enter the Employment percent in the box provided, up to two decimal places. If relevant, revise or enter the UNTF Teaching Percent in the box provided. The UNTF percent is the amount of the appointment that qualifies as UNTF. For example, if all of a 50% appointment is UNTF, the UNTF percent is 100. For on-call and no pay faculty and academic staff, fields in this section default to valid entries and cannot be edited.

planned working time

Additional Assignment Details

additional assignment details

If the employee has additional assignments (ranks/titles), enter the information.

To enter an additional assignment

  1. Enter or search for and select a Title/Rank.
  2. Press Enter to evaluate the information and update any related fields.
  3. If necessary, select an Assignment Type. The system validates the selected Assignment Type against other data provided on the form. For example, the Affiliate assignment type can be used only for the College of Law.
  4. Enter or search for and select a Department 1. Repeat for other departments as necessary. 

You can also perform these actions:

  • To add more assignments, click the Add Assignment button, then repeat the above steps for up to 4 additional assignments.
  • To delete an assignment, click the Remove Assignment button in that assignment section.  

Tenure/Continuing Details

This section appears when you select Tenure/Contin is the Work contract. In many cases this entire section is view only and defaults standard information relevant to the appointment. However, if options are available, select an Appointment Status from the list provided. If you have a valid reason for changing information in any of these non-editable fields, include it the Comments. Central HR may be able to edit the information.

Education

Here you enter information about the employee’s education and experience. Each employee must have one degree denoted as the Most Relevant Highest Degree (unless the employee does not have a degree). For rehires and reappointments this information is pre-populated. Some fields may be editable. An attachment for HireRight degree verification results may be required if a new Most Relevant Highest Degree is added to an existing employee’s record. 

If the employee does not have a degree, click the No Degree button. Degree fields become non-editable, and any entered data is wiped out. An attachment justifying the hiring selection may be required if minimum degree requirements for a particular rank are not met.

education

To enter educational information

  1. For Degree, search for and select a degree. If none of the options are appropriate, select Other and enter degree information in the Other Degree box that appears.
  2. For Institution/School, search for and select an option. If none of the options are appropriate, select Other and enter degree information in the Institute/Location box that appears.
  3. Enter the Date Degree Received in the box provided. If you do not know the exact date, enter the first of the month in which the degree was received.
  4. If desired, select a Branch of Study 1. This is for your records only; central HR does not require this information. Repeat for Branch of Study 2 if desired.
  5. To enter another degree, click the Add Degree  button and repeat the above steps.
  6. For the Most Relevant Highest Degree, check the checkbox for the applicable degree. Only one degree can have the Most Relevant Highest Degree checkbox checked. This is the degree that is the highest degree and most relevant to the employee’s position. For example, if an individual has a PhD and an MD, both are doctorate degrees and you will need to choose which is most relevant to the employee’s position.
  7. If relevant, enter information regarding Current License and Specialty, which are required for some health/clinical positions. Provide the actual license number for health/clinical positions. 
  8. For tenure/continuing positions provide Previous University Experience and Other Relevant Experience in the boxes provided, including years of experience. The more visible and prestigious the position, the more important this information.

To remove a degree that you have added, click the Remove Degree button in that section. You will not be able to remove a degree that exists on the employee’s record in the HR system and pre-populates onto the form.   

Contact Information

Contact Information (including Emergency Contact Information) is required for all employees, including no pay employees at the time of hrie or rehire.

contact info

  • Non-US addresses: The form does not accept non-US addresses, but an address is required. Enter MSU in Address Line 1, East Lansing in City, and 48824 in ZIP Code. Provide the actual address in Comments. Central HR will enter the actual address into the HR/Payroll system. For existing employees with non-US addresses, the home address section does not appear on the form. If the address has changed from what is on the employee’s record, you may enter the new address in the comments section of the form.
  • ZIP Code: The system validates that the ZIP code is valid for the state, but not the city.
  • Home Address phone numbers and the Emergency Contact Information phone number: Enter the area code in the smaller box and the rest of the phone number in the larger box.
  • Emergency Contact Information: First Name and Last Name are required fields. If the emergency contact does not have a first name then enter “NA” for the first name and enter a comment indicating that the emergency contact does not have a first name. HR can make the appropriate adjustments when approving the form.
  • Actual Work Location Building: Press Enter to populate the address.

The Actual Work Location phone number must be entered in the format +1AAANNNNNNNxEEEEE (+15173533121x534), as follows. This format is required in order for data to be displayed correctly via the portal, on MSU PeopleSearch or through the data warehouse. This format is only required for the Actual Work Location phone number. 

work location number

Pay and Cost Distribution

Pay and cost information is required only for paid positions. For rehires and reappointments, information on previous pay and cost information is available if the individual’s most recent prior assignment was a faculty assignment. Note: this is provided from the last date of employment; it may not be appropriate to the current situation.  

The Previous Cost Distribution table is closed initially. To expand it and view the table, click the square to the right of the band.

For no pay positions this step is automatically skipped. For pay and cost distribution, enter the different funding lines or sources you wish to use, and the dates for each funding source.  On-calls must be funded through 12/31/9999; just list any accounts they could possibly be paid on through that date.

Once the funding is entered, for the salary positions, the system will help compute the amounts to fund from each source based on either amount or percent. The system also checks against FTE salary minimums and requests an attachment justifying paying someone below the FTE salary minimum for a particular job. In addition, the system checks to see if a raise was provided, or if the appointment basis changed from annual to academic year or vice versa. Attachments may be requested to provide rationale for the pay increase or for using a AN/AY salary conversion outside of the normal formula.

For definitions of terms and fields, click the link onthe screen. The web address is: https://hr.msu.edu/ebshelp/1placeforshared/faspaycost.htm.  

picture of link

To calculate salary

  1. Enter the Base Salary in the box provided.
  2. If applicable, revise or enter an administrative increment in the Admin Increment field.
  3. Click Enter. The system calculates the actual pay. 

To enter funding lines

  1. Enter a Start Date and End Date in the boxes provided.
  2. Search for and select a Fund. If you have created a Personal Value List, you may have to press F4 to override your personal values. If you type the account number, press Enter after typing it to default the other required accounting information.
  3. If necessary, search for and select other funding elements. If a WBS Element (sub- account) does not appear in a row after the account number is entered this means that there is more than one option for that account. If no sub-account is entered, WBS Element defaults to “No_Sub-Account.”
  4. Select a Wage Type from the list provided. If an administrative increment is provided, the system requires a separate funding line with the Admin Increment wage type.
  5. Repeat the above steps for each additional funding line. To add more rows, click the Add Row  button and repeat the above steps.

To remove a row, click the Remove Row  button.

To enter cost distribution

  1. Click the Compute Cost Distribution button. The system creates the correct funding lines for each funding period. If a single fund is selected per period, it fills in the information for you.
  2. Do any combination of the following to edit each line until you reach full funding for each period:
      1. To enter an Amount, click Edit Amount if necessary and enter an amount.
      2. To enter a Pct. (percent), click Edit Percent if necessary and enter a percent.
      3. To calculate an amount based on a percent, click the Calculate Amount button.
      4. To calculate a percent based on an amount, click the Calculate Percent button. 

When viewing cost distributions you can choose from Simple View (the default) or Advanced View by selecting an option from the View list. In both views, green or red indicators appear in the second column indicating whether or not the person is fully funded for that period. 

simple view

Simple View shows individual lines. Green squares indicate the person is fully funded.   

Advanced View also includes a subtotal for each funding period. Ignore any total lines, which simply add up the funding period subtotals. Any red circles in the funding period indicate the person is not fully funded for that period. The buttons visible above the table change depending on what you are currently doing. If you are editing amounts, you see buttons that allow you to calculate or edit percentages. If you are editing percentages, the reverse is true. You can switch back and forth as many times as you wish.

editing percents

enter pay and cost

If you need to add accounts once you have started computing the cost distribution or you need to change the base salary or administrative increment amounts, click the Change/Edit Cost Distribution button. This cancels your entries and returns you to the opening list so that you can add additional funding lines or change the base salary or administrative increment amounts. To start again from the beginning, click the Reset Cost Distribution to remove all data. 

Memorandum

The Memorandum screen appears for fixed-term and health programs appointments, and contains information used to populate the FT or HP memorandum as required. Information does not pre-populate onto this form as it is not stored in the HR/Payroll System; it must be entered. To ensure the memorandum matches the form, please use this screen to generate the memorandum.

memorandum

To enter information for the memorandum

  1. Enter a description of the Assigned Duties in the box provided, exactly as you wish them to appear in the document.
  2. Enter MAU/College(s) Recommended To in the box provided. This is the actual MAU or college that the employee will be hired in (i.e., College of Agriculture and Natural Resources).
  3. For each responsibility category, enter the estimated percent of time on each activity (to two decimal places), making sure they total 100%. Some fields may have a red asterisk next to them, indicating a percent time is required based on the title/rank provided on the form. For example, if the employee is appointed as a Research Associate, the research field will have a red asterisk next to it requiring a percent time to be provided since the duties of the position require a research function.
  4. Under Specialty, list the employee’s medical specialty. This is only applicable to the faculty of the Colleges of Human Medicine, Osteopathic Medicine or Nursing who are credentialed by the MSU HealthTeam.)
  5. For UNTF positions and/or positions with a teaching percent a UNTF Exclusion Reason must be provided.  Check all that apply.
  6. Under Return the Memo to, search for and select an organizational unit. This is the organizational unit that the Memorandum should be returned to when it has been signed by the employee.
  7. If necessary, enter text in the Attention box.
  8. Under Unit Name, search for and select the unit associated with the unit administrator who signs the memo.
  9. Click the Generate Memo button to generate a PDF of the memorandum.

Once the memorandum has been generated, make sure it is signed by a department administrator and the employee. You can save a draft of the form and return later to attach the signed memorandum to the form before submitting.

 
Additional Information

Depending on the answers to Additional Information questions, additional detail may be required. For example, when reappointing or rehiring a specialist, the system asks if this is a new specialist position for this employee or if the duties have changed. Responding Yes triggers a required specialist position description attachment on the next screen. The new specialist position description will be reviewed by AHR for approval. A specialist position description is not required if the answer is No.

additional info

To enter Additional Information

  1. Answer each question.
  2. If prompted, provide any requested additional detail.  

Attachments and Comments

Based on the information provided, the form identifies required attachments and lists them at the top with a checkbox next to each item required. Important Links at the bottom of the screen are links to policies and procedures that may apply, and to forms that can be attached and submitted. Review this information as needed.

 
To enter comments and attach documents

  1. Upload the required attachments indicated.
  2. Enter any comments in the New Comments field.     

To upload an attachment

  1. Select an Attachment Type from the list provided.
  2. Click the Browse button.
  3. Locate and select the file, then click the Open button.
  4. Click the Upload button to upload the attachment to the form.

Repeat this process for each additional attachment.


To delete an attachment

  1. Select the attachment by clicking the check box.
  2. Click the Delete Attachment button.

 
Summary Form

A summary of all information is displayed for final review.

To review the completed form

  1. Click the Check button to have the system perform a final check of the information. Correct any remaining errors.
  2. If desired, generate a PDF by clicking the Generate PDF  the PDF version of the form opens in a new window, and can be saved or printed.  

Submitting the Form

You are now ready to send the form for approval. Click the Send button to route the completed form for approval. A confirmation message displays a process reference number that can be used to track the form.

The form then enters workflow, which is driven by whether or not the position is a paid position.

  • Paid positions follow the standard faculty/academic staff workflow. The form routes for all unit approvals, then goes to central HR. Central HR reviews the form, then approves it to update the HR/Payroll system. No manual entry is done by central HR unless required based on comments related to international addresses, etc.
  • No pay positions follow a no pay faculty/academic staff workflow for new hires. The form routes for all unit approvals, which can be different from the standard faculty/academic staff approvals. It does not go to central HR unless it is a reappointment, a rehire, or unless there are attachments. Once all unit approvals are complete, the form updates the HR/Payroll system. Postdoctoral fellows continue to route to central HR.

When a contract and grant account is used for funding and the form is initiated more than 60 days retroactive, the form routes to CGA (Contract and Grant Administration) for approval. 

As the form routes for approvals, approvers are able to view the form via the Summary Screen or as a PDF by clicking the Generate PDF button. 

Attachments are an important part of the hiring process. To ensure that all appropriate attachments are available to all approvers, approvers cannot add or remove attachments. If attachments must be changed, the approver should reject the form back to the initiator.