Undergraduate Assistant and Professional Assistant

Selecting the Employee

The first stage in processing an undergraduate assistant or professorial assistant (referred to as a UA/PA throughout this document) is to select the employee. When hiring a UA/PA you must use the student’s APID. The system verifies hiring eligibility against student information.

select employee

For people with existing appointments, it shows information on those appointments grouped by PERNR and sorted with the most recent appointments first, so you don’t over-allocate someone. Termination records are also included. If the appointment dates entered fall after all current appointments, only termination records appear.

existing appointments

When someone has existing UA/PA appointments for the time period indicated, a Yes/No question appears asking if you wish to edit an existing UA/PA appointment.

  • If you select No, the system will validate whether the employee has already met the maximum employment percent allocation for the dates selected.

To select the employee

  1. Click on Actions > HR Forms: Pay & Cost Redistributions.
  2. Choose Create a New Appointment/Assignment.
  3. Choose Undergraduate or Professorial Assistant.
  4. Click Start Employee Process.
  5. Enter the APID.
  6. Enter the Start Date and End Date for the assignment.
  7. Click the Search Employee button.
  8. If prompted, select No to indicate that you do not wish to edit an existing assignment.
  9. Click the Create Position button.

Creating the Position

The next phase is to create the position into which the UA/PA will be employed.

Position Attributes

This step provides information specific to this position. Fields on this screen change based upon selections.

  1. Enter the Organizational Unit. Press enter to populate the organizational unit name.
  2. Select the appropriate Job Title.
  3. The Employment Percent will default based upon the job title selected. However, if selecting Undergraduate Assistant I or II, you may change the employment percent between 12.5% and 25%.
  4. Fill in the Course and Nature of Assist information.   

position attributes

Supervisor

Search for and select the Supervisor Position number. If there is more than one entry for the person, choose the entry whose dates correspond to the hiring dates. Click the Position Overview button when finished.

Position Overview

The last step in creating the position is the Position 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 “Continue to Form” button to proceed. The new form opens in a separate window. Once this window is open, the position window may be closed at any time.

Saving the Form

If at any point you wish to save the form and finish it later, click the Save Draft button at the top of the window. When you close the window, the system saves a draft of the form to your HR Inbox. At any time you can click the link in the HR/Payroll Inbox to open the form and complete it.

Placing the Employee in the Position

You move through the steps in the process using buttons at the top of the screen.

  • Click the Next button to validate the information on the screen and advance to the next step. Any errors must be corrected before moving forward. Because options presented are based on information previously entered, you are less likely to encounter errors.
  • Click the Previous button to go back to the previous screen.

You can also:

  • Click any step in the Navigation Bar to go directly to that section of the form.navigation bar
  • Go directly to the final summary step and enter all the information on one screen.

However, these options bypass the validation that occurs 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:

  • Use the Tab key on the keyboard to move from field to field.
  • Where you see a search button, you can press the F4 key to open the search window, rather than clicking on the button. 

Personal Details

Data is populated here from the Student Information System. Some fields can be edited. Verify that the name matches the name on the Social Security card. 

personal details

All undergraduate and professorial assistants who have not been employed by the University or have had a break in service of more than one year, regardless of citizenship, must have a completed Form I-9 on file. The Form I-9 must be completed within three days of the hire date and the hard copy sent to central HR. Central HR will not approve the form until they receive the hard copy of the I-9. The form will display whether a valid I-9 is currently on file for the student being processed.

To enter Personal Details

  1. Complete the Personal Details for the employee.
  2. Click the Next button.

Organizational Assignment

Select the form type of Hire/Rehire/Additional Assignment or Change of Status. The Change of Status option should only be selected if you are making a change to an assignment that is already approved in the EBS system. The position information shown here cannot be edited. If any information listed here is incorrect, you must start again from the beginning. Click the Next button when you are ready to continue. 

organizational assignment

Additional Information

Answer the question “Is student in Honors College?” Click the Next button.

Pay and Cost Distribution

For pay and cost distribution, you enter the Pay Period Salary amount (the amount the UA/PA will be paid each biweekly period), the different funding lines, and the dates for each funding source. The system then helps you compute the amounts to fund from each source based on either amount or percent.

To calculate stipend

  1. Enter the Pay Period Salary in the box provided.
  2. Press Enter. The system calculates the Total Stipend.

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. Repeat the above steps for each additional funding line. To add more rows, click the Add Row button and repeat the above steps.
  5. To remove a row, click the Remove Row button.

To validate cost distribution

  1. Click the Compute Cost Distribution button. The system creates the correct funding lines for each funding period. If only a single fund and period is selected, it populates the Amount and Pct.
  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.

Green or red indicators appear in the second column indicating whether or not the person is fully funded for that period.

A subtotal is included for each funding period. Ignore any total lines, which simply add up the funding period subtotals. The red circle below indicates the person is not fully funded for that period.

cost distrbution

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 calculate or edit percents. If you are editing percents, the reverse is true. You can switch back and forth as many times as you wish. The image above shows editing percents.

If you need to add accounts once you’ve started computing the cost distribution or you need to change the pay period salary, 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 pay period salary. To start again from the beginning, click the Reset Cost Distribution to remove all data.

Attachments and Comments

There are no required attachments for hiring a UA/PA. However, you have the option of attaching a document to the form. Important Links at the bottom of the screen provide 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.
  3. Click the Next button. 

attachments and comments

To upload an attachment

  1. Select the attachment being uploaded from the Attachment Type drop-down list.
  2. Click the Browse button to locate and select the attachment.
  3. Click the Upload button to attach the file.
  4. If desired, check the box for the attachment.

Summary Form

A summary of all information is displayed for final review and error checking. Review the completed form, making any needed changes to the information.

Click the Check button to have the system perform a final check of the information. Correct any remaining errors.

At this point you can generate a PDF by clicking the Generate PDF button. The PDF version of the form opens in a new window, and can be saved or printed.

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

Review Form and Confirmation

You are now ready to send the form for approval.

Click the Send button to route the completed form for approval. Upon successful submission, the HR/payroll system displays a process reference number. 

The form then enters workflow. The form routes for all unit approvals, then goes to central HR. Central HR reviews the form, verifies receipt of the hard copy Form I-9 if applicable, then approves the form and updates the HR/Payroll system.

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 appointment4 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.