Download Template-Based Hires (TBH) – Training Guide and more Study notes Database Management Systems (DBMS) in PDF only on Docsity!
TBH Page 1 – Training Guide August 2019
Template-Based Hires (TBH) – Training Guide
Visit the Human Resources Website for more information and training materials.
Template-Based Hires
Template-Based Hire, or TBH, is a function within People@Columbia (PAC) where new hire and rehire transactions are initiated electronically in the departments and schools through PAC Templates. A document attachment feature allows for the attachment of necessary documents and the electronic workflow allows for a paperless approval process.
The TBH transaction also includes the initial Salary Distribution and Additional Compensation payments known at the time of hire.
Access to TBH is targeted to employees at Columbia University who initiate and/or approve hiring transactions. The Human Resources Processing Center (HRPC) completes the hire/rehire transactions and creates the PAC record.
Overview
The PAC Template-Based Hires course is a web-based training course that provides you with information on how to complete employee and position data on page 1 of a hire/rehire template and how to complete the salary distribution (labor accounting) portion on page 2 of a hire/rehire template.
This course consists of the following activities.
- PAC Template-Based Hires Page 1 Web-Based Training Module – this training guide
- PAC Template-Based Hires and Labor Accounting Web-Based Training Module. This module also has an associated knowledge assessment that must be successfully passed with a score of 90% or greater to gain access to the functionality. The training guide on how to complete page 2 is “Template-Based Hires and Labor Accounting”. You can take the knowledge assessment 3 times. The highest grade is recorded. The Knowledge Assessment is available at the end of completing the modules.
Access
As a new user, there are several steps required to obtain access to TBH and the Labor Accounting system.
If you haven't already done so, complete the PAC Security Application to request your PAC role(s). Once the application has been approved, you will receive notifications on how to access and complete the training in the Enterprise Learning Management (ELM) System.
Complete the required training course(s) for the roles and submit the Knowledge Assessment at the end of the course.
You will receive an e-mail from PAC Security once your access is established.
Table of Contents
TBH Page 1 - Training Guide August 2019
Introduction to Template-Based Hires
This is the Introduction to Template-Based Hires lesson of the Template-Based Hires Page 1 course. Upon completion of this lesson, you will be able to:
- Define Template-Based Hires
- Recall the benefits to using online hiring templates
- Describe the components and users of PAC
Estimated Time to Complete Lesson: 5 minutes
The Benefit of Online Hire Transactions
Using TBH provides multiple benefits.
Securely Enter Hire and Rehire Transactions:
- Allows departments to directly enter hire transactions into PAC
- Allows entry of the distribution of regular earnings which reduces dollars allocated to suspense
- Allows entry of additional compensation payments known at the time of hire
Electronic Document Attachment:
- Electronic document attachment eliminates the need for the routing and storage of confidential identifying paperwork
- This feature allows you to browse files on a computer or shared drive and "upload" them to the template
Electronic Workflow:
- The electronic workflow routes transactions based on pre-authorized security roles
- Several roles exist to support the distributed hire/rehire workflow:
- Initiators
- Approvers (1st, 2nd, and 3rd level)
- Foreign Funding Approvers
- Reviewer Role (for large central departments only)
- HRPC
University Goals and Strategy:
Online hire transactions allows the University to achieve much greater value and utilization from the PAC system and to provide accurate and secure employee information.
TBH Page 1 - Training Guide August 2019
Getting Started Using TBH
This is the Getting Started lesson of the Template-Based Hires Page 1 course. Upon completion of this lesson, you will be able to:
- Log on to and Sign Out of PAC/TBH
- Recall the TBH Templates and when a Paper Hire Form is Used
- Recall the Template-Based Hire Transaction Workflows and the required approval levels
- Using the Payroll Calendar, understand the relationship between the Initiated Date, Approved Date and Template-Based Hire Transactions
- Gather and Prepare Entry Data
Estimated Time to Complete Lesson: 15 minutes
Access Template-Based Hire Function
- Navigate to the myColumbia portal.
- Log in with your UNI and Password
- Click on the “HR Manager Resources” tab
- Under the PAC Access section:
- Click the “Go to PAC” link
- The "Hire/Rehire Employee" page is located within the “Job and Personal Information” folder within the “Manager Self Service” folder
Access the PAC Basics for Transactors course for information on navigating PAC.
Sign Out of PAC/Template-Based Hire
Select the "Sign Out" option from within the three-dot menu icon located in the upper right-hand corner to log out of the system.
TBH Page 1 - Training Guide August 2019
Faculty Appointments Key Points
Officers of Instruction:
- All full-time faculty appointments must end on 6/30 unless the Affirmative Action clearance or visa expiration date prevents appointment to that date.
- On the Morningside campus all part-time faculty appointments should run 9/1-5/31, 9/1-12/31, 1/1-5/31, or 6/1-8/31, depending on the department/school tradition unless the visa expiration date prevents such an appointment or unless the department/school offers classes for shorter periods of time.
- Appointment end dates should not be extended beyond 6/30 simply because the visa expiration date is later. End dates are governed by the period of appointment, not driven by the visa expiration date if it is later than the appointment end date.
- CUIMC - All part-time faculty appointments at CUIMC must end on 6/30 unless visa expiration date prevents appointment to that date or unless the person is only teaching for a specific period of time (9/1-12/31 or 1/1-5/31). Officers of Research:
- All appointments as officers of research cannot be longer than one year at a time unless the Affirmative Action clearance, the visa expiration date, or the grant funding prevents appointment for a full year. Ideally the appointment should end 6/30 but appointments are subject to availability of funding and should never extend beyond the date when current funding ends.
- Postdoctoral appointments must not be put on a 6/30 cycle unless they start 7/1. The date the appointment started must be preserved to ensure that the individual does not hold an appointment for more than three years (or four or five years if extensions are granted by the Provost). The period of appointment as a Staff Associate counts in the three-year appointment period.
- Other types of research appointments may be put on the 6/30 cycle if Affirmative Action clearance, funding, and the visa expiration date permit.
TBH Page 1 - Training Guide August 2019
Hiring Types not using TBH Templates
There are certain employment instances where TBH is not used:
- Students who are Teaching Assistants (TAs), Departmental Research Assistants (DRAs) or Graduate Research Assistants (GRAs) who receive a stipend and have a Bursar/Financial Aid record in the Student Information Services (SIS) system. These students receive a PAC identity via the SIS feed which does not allow the TBH entry to be completed
- Students who are active in the Work Study system. These students receive a PAC identity via the Work Study feed which does not allow the TBH entry to be completed.
- Retirees who are active in the system and have a PAC identity which does not allow the TBH entry to be completed
- Personnel awaiting a Social Security Number (SSN)
- People being hired with multiple jobs/appointments or those being hired into an additional job
- Academic personnel with stipends (postdoctoral research fellows and postdoctoral clinical fellows)
- Academic personnel who are reappointed on rosters (as applicable when rosters are used)
- Academic personnel going on leave immediately upon hire
For these types of hires, submit a paper New Hire Personnel Action Form (PAF) for Administrative hires or a paper Nomination Form for Academic hires both accessible in the Forms Catalog.
TBH Page 1 - Training Guide August 2019
Workflow Roles and Access
Your role and approval level in the workflow is defined by the following factors:
- Your PAC role, e.g. Manager Self-Service. TBH Initiator or Accounting Approver. Your role defines the pages you can access
- Your Approval Authority, (e.g. Add Comp, Accounting, or TBH level 1, level 2, level 3). This authority defines the transactions you have permission to approve and at what point in the transaction
- Your Departmental Access. The departments to which you have PAC access defines the employees for which you can initiate or approve transactions.
- Required Training Completion. Each role/approval authority requires completion of the application training courses and satisfactorily passing the associated knowledge assessment(s) before access is granted
Obtaining Approver Access
Departments determine who the approvers are, at which level they can approve and for which type of transactions. As an approver, these factors determine the role and approval access request to make as well as the required training courses and knowledge assessments that must be completed. An individual may have both initiator and approver roles. Additional information specific to the approver role can be found in the course, "The Approver Role".
TBH Page 1 - Training Guide August 2019
Using the Payroll Calendar
Now that we reviewed workflow, let's review the relationship between the Initiated Date, Approved Date and Template-Based Hire Transactions.
The initiated date is system generated when the transaction is created. The transaction then goes to the 1st level home department for approval and then to any 1st level foreign department approvers if indicated by the combo codes entered (this is on page 2 of the template). Next, the transaction goes to the 2nd level approval, if needed, and then on the 3rd level, for final approval.
As per the CUMC or Morningside Payroll Calendar, if final approval of the template occurs in advance of the PAF, Nomination Forms & TBH Date listed for the pay period, the template will be routed to the HRPC for completion of the manage hire process and entry into PAC. The employee will receive a pay check as of the Check Date listed along with any retroactive pay due. The employee will also be assigned an employee ID and will be able to enroll in the Columbia University Benefits (as eligible).
If the template receives final approval after the PAF, Nomination Forms & TBH Date for a payroll, the template will be routed to the HRPC for completion of the manage hire process and entry into PAC, however, the employee will not receive pay until the following pay period.
TBH Page 1 - Training Guide August 2019
The Approver Role
The approver role allows a user to approve transactions in PAC. There are several levels of approvers within each of the four labor accounting transactions: Hire/Rehire, Salary Distributions, Additional Compensation Payments and Cost Transfers. The number of approvers required to review and approve a transaction is determined by the type of transaction, the campus where the employee is located and if there are any foreign funders for the transaction. Each approval level is a touch point in the electronic workflow where the approver reviews the transaction data, validates the information and then indicates their approval, denial, or if a change is needed. Approvers provide a review of the transaction data and complete the approval by:
- Verifying that the hire is in line with the policies and procedures of the University
- Reviewing the data entered by the Administrative Department (and approved by prior approvers) to ensure it is complete and accurate
- Updating the form as needed. Note: Only 1st level approvers (and Initiators) in the administrative (home) department can make changes to a template. All subsequent approvers and reviewers can only add a comment to the template
- Confirming the required documents are attached
Approvers can take one of five actions on a transaction:
- Approve the transaction. This sends it forward in the workflow process to the next level approver or the HRPC
- Deny the transaction. This will void the transaction and make it inactive. The transaction is removed from the workflow and is no longer accessible. Transaction will need to be initiated again if denied in error
- Recycle the template back for correction or additional information. Note: 1st level approvers recycle a template to the Initiator, all subsequent approvers recycle a template back to the 1st level approver
- Save the transaction. Clicking the "Save" button saves any changes you make to a transaction. This feature allows you to change data and save those changes without leaving the page. Note: Only 1st level approvers (or Initiator) in the administrative (home) department can make changes to a template. All subsequent approvers and reviewers can only add a comment to the template
- Quit Without Saving. Clicking this button removes any data changes you made (1st level approvers (or Initiator) in the administrative (home) department) or comments added to the form (subsequent approvers) since it was last saved. Any information entered/documents attached or comments added, from the last time it was saved , will not be saved in the system. This action does not remove the transaction from the workflow; it simply brings you back to the form as it was when it was last saved Note : Only the Initiator and 1st level approver in the employee's admin department can make changes to a hire/rehire template or a labor accounting transaction. If any subsequent approver needs to make changes, he/she must recycle the transaction so the admin department 1st level approver (or initiator) can make the requested change.
TBH Page 1 - Training Guide August 2019
Approval Levels Multiple approval levels allow for additional data review and validation of information for completeness and accuracy.
- 1st level approvers in the home (admin) department provide the 1st level of review and approval
- 1st level approvers in foreign departments provide the next level of review and approval (if earnings are charged outside the admin department)
- 2nd level approvers (school/department level) provide the next level of review and approval. (The Graduate School of Arts and Sciences approves all student officer appointments (Morningside only))
- 3rd level approvers (campus level) provide the final level of review and approval
Note :
All hire transactions should have at least two different individuals approve the transaction. Therefore, you may act upon a transaction as a level 1 or level 2 approver but not both
HRPC and the Manage Hire Process
HRPC is the Human Resources Processing Center and an HRPC team member can add an employee's personal, job and tax record into the PAC system. They are the final step to adding a new hire is to perform the manage hire process. All of the entries into the system up to this point have been done in an electronic template (form). This information is saved on staging tables within the system. The employee is not actually added to the PAC system until HRPC completes the Manage Hire Process.
HRPC performs the following actions on a hire transaction:
- Reviews the transaction data for completeness
- Completes the transaction by: adding the personal and job record to PAC and creating the tax set-up for the employee
- Recycles the transaction. This action returns the transaction to the 1st level approver if updates are needed
- Deny the transaction. This action denies a transaction and makes it inactive. Note: it is rare that HRPC will deny a transaction and will consult with a level 3 approver prior to denial An employee is added to the PAC system once you are able to access their information in MSS (if you hold the Manager Self-Service role). You will also know via the Status Page which we will review later in the course.
TBH Page 1 - Training Guide August 2019
Required Documents
Group all applicable documents into the appropriate categories and scan and attach them to the template.
The “Attaching Documents in Template-Based Hire (TBH) Job Aid” provides a list of required documents per hire type.
For instructions on how to download documents from TalentLink for administrative hires to attach to the template, refer to the “How to Obtain and Attach Hiring Documents to a TBH or PAF”. Once the pdf of documents from TalentLink is created and saved, it can be attached to the TBH. All other hiring documents not within TalentLink, such as the NYS 195, tax forms, etc. are still required attachments.
TBH Page 1 - Training Guide August 2019
Scan Documents
To be able to attach documents to a template, they must first be scanned into a secure shared drive or encrypted local drive.
- Locate the scanner for your department or school
- Locate the secure shared drive or encrypted local drive where scanned documents are kept for your department or school
- Group paper documents into category types. Every document is placed into a category within the document attachment feature. All documents in one category are scanned together and saved as one file. Doing this allows you to attach one file to one category. The one file may contain several documents
- Scan the documents into a secured shared drive or encrypted local drive
- Clearly label the document group for easy identification. Example: R.Jones_Academic Appointments Hiring Documents Notes :
- For Morningside Academic Hires/Rehires, follow the attachment guidelines listed on the previous page
- For CUMC academic hires/rehires and administrative hires/rehires, Follow your department/school/campus current format on the order and groupings to attach documents
- Attach files in '.pdf' format. PDF documents are more stable and take up less electronic storage space
- If you receive a document via e-mail and save it to a secure drive, you can attach the document without scanning it first - since it is already saved electronically
- Documents with foreign wording can be scanned and saved as PDF file. This will preserve the formatting and ensure that words will not be converted to symbols
- Documents should not be e-mailed as they contain sensitive employee information
Reference the Attaching Documents Job Aid located on the HR Website for a full list of documents.
What to do with Original Documents once Scanned
Original documents and scanned copies should be kept in the department for 3 - 4 months after confirming the person is hired into the PAC system. Please note all attached TBH documents are retained in PAC indefinitely and copies of any submitted document can be obtained through a request to the HRPC.
TBH Page 1 - Training Guide August 2019
How to determine if the Employee is a Rehire and Obtain the Employee ID
There are several ways to determine if a person was previously employed at Columbia University and confirm a match for the Social Security Number as well as obtain the Employee ID.
- Review the hiring paperwork that lists prior employers, to determine if worked at Columbia University.
- If the person was in your department you can locate the Employee ID using Manager Self Service (MSS). This feature is only available for employees in your department(s) as you cannot see information for employees outside of your department(s). This feature also requires you have access to MSS. If you do not, you can ask the person in your department who does have access to perform the search
- If the person was not in your department, contact the department where the person worked prior to locate the Employee ID in MSS
- There is also a Social Security Number (SSN) check built into the templates that will search the database for a match. Be sure to enter a valid 9 digit number. If not, an error message will appear saying that this is not a valid SSN and to check it and try again.
Within the new hire templates:
- Enter the Social Security Number for the rehire into the Social Security Number field and then tab out of the field or click "save for later". This will search the database and return to you one of the following results.
- If there is a match and this SSN is currently in use by a Columbia University employee, an error message will appear saying this SSN is already in use for an employee and will provide the Employee ID. If you receive this message, check that you entered the correct SSN, or take note of the EMPL ID to be used in the rehire template
- If there is not a match for the person with this SSN and the person was not previously employed at the University, again, check that the number is correct and if the person is a rehire, continue entry into the new hire template Within the rehire templates:
- Enter the Social Security Number on the rehire template and the search will additionally check the SSN against the EMPL ID. If they do not match for the person, you will receive an error message asking you to check the SSN and EMPL ID If you are experiencing difficulty determining if the person was previously employed at the University or obtaining the Employee ID, contact the HR Service Center.
TBH Page 1 - Training Guide August 2019
Obtain the Position Number
The position number indicates the job you are filling. A position number indicates various attributes of the job including: full-time/part-time, grade, department, etc. You must enter the position number in the template, and this in turn determines the routing of the template for approval. Note : If needed, routing of a template can be changed and we will discuss this later in the course.
Obtain a Position Number for an Existing Position
If this is an existing position, the position number was already created and can be located on the Active Position report. Access the HR Data Reports suite of reports, from the HR Manager Resources link in myColumbia and Run the "Active Position" report for your department from the HR Data Reports suite of reports. This report lists all active positions and their associated position numbers in your department. The MSS or Management Reporter role is required to run the HR Data Reports. If you do not have one of these roles, you can obtain this data from the person in your department who has this access and can provide the report to you. Note : The Job Description in TalentLink or the Requisition section of the job listing in Recruitment of Academic Personnel System (RAPS) should also include the position number.
Obtain a Position Number for a New Position
Administrative Positions
If this is a new position, the position number should be requested through TalentLink (the University’s administrative recruitment system) when creating a job description. Central Human Resources will create the position number and add it to the job description in TalentLink. If you initiated the job description, you will receive a notification that the job description has been approved, which means a position number has been added to the job description. Once you receive the approval notification, go to your job description to review the position number. Note: For most cases, new position numbers must be created in TalentLink. If a position number needs to be created outside of TalentLink, contact your Client Manager. Reference the How to Create a New Job Description Without a Position Number job aid on the HR Website for more information on creating position numbers in TalentLink. See the TBH TalentLink Integration Process section for information on how hire/rehire templates are created for administrative hires.
Academic Positions
Contact the Provost Office (Morningside) or Faculty Affairs (CUIMC) to obtain the position number.
