CLAS HR Transaction System-FAQ


Frequently Asked Questions:

Access & Set-up General Form Questions Faculty P&S Merit Graduate Students

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Access & Set-up:

  1. I have a new employee that needs access to the UI HR Transaction system. What forms need to be completed to get access to this system?
  2. How do I find the HR Transaction system once I sign into the UI Self Service page?
  3. I have several forms to process with the same MFK & work address. Is there a way to set these as defaults so that they will automatically be entered on all new forms?

General Form Questions:

  1. What are the HR Dates & Deadlines?
  2. What effective date should I use on the form?
    • Academic Year (AY) appointment effective dates for new employees should correspond to offer letter and AY working day calander. (UI Payroll Academic Year Calender)
    • Short term appointment effective dates should agree with period of time that work is being performed.
    • Change in status forms for current AY faculty should reflect effective dates of 7/1-6//30 with the AY working day calculation in the comments to allow for proper data entry in HR.
  3. What MFK should I use on the form?
  4. Once a form in finalized in the HR system does it get entered into the Central HR system automatically or only once it has been approved at all levels?
    • There are currently three HR forms that are pulled into HR electronically when they are finalized, Appointment, Leave Without Pay and Termination. Therefore, after the form has been put into final form, it is availalbe to HR Data entry to be downloaded and added to into central HR. During times of high volumn this may take several days, however, because of this, payment to employees may start or stop based on the preliminary form before it is routed completely thru workflow.
  5. How can I view a form that I have created in workflow once it has been finalized and entered into workflow?
  6. When should you use a transfer form rather than a termination form?

Faculty

  1. What is the difference between an Adjunct and a Visitor classification?
  2. Why did my new tenure track faculty member get paid 2/12th's compensation on September 1st?
    • See Paygroup definitions. New employees in paygroup "8" are paid in 12 monthly installments 8/1-7/1, however, new employees do not get paid prior to starting and therefore get 2/12th on 9/1.
  3. I have a 0% Adjunct that needs to be extended for an additional 3 years, what form should I use?
  4. I need to appoint an academic year faculty member over the summer, how to I calculate rate of pay and percent of effort?
  5. A faculty member is retiring from the UI, should I process a termination form?
    • No, a transfer form (paygroup change) would be more appropriate.
  6. A faculty member has been approved to combine a "paid" semester LOA with an "unpaid" semster LOA in order to have his/her pay spread over the academic year and retain benefits, what type of HR form should be processed?
    See Faculty Paid Leave of Absence - Common Situation #2.
  7. A faculty member has been approved for a grant sponsored Leave of Absences - (example NEH Grants) , what HR forms need to be processed?

Professional & Scientific

  1. I have a staff member that has fulfilled their probationary term and should move to Career Status, what form should I process?

Merit

  1. What are the merit rules for extra meritorious pay for merit staff?

Graduate Student

  1. How do you calculate the hourly rate of a Grad TA/RA?
  2. How many hours is a 1 HTE appointment?

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