Enter in the title of your request. Start with the type of action you are requesting – Hire, Termination, Pay Change, etc. and the person’s last name, first name. Example, “Pay change – Vandal, Joe”
STEP – CHANGE TYPE
Click on the box and select the type of change requested from the text menu.
STEP – ENTER CHANGE REQUESTED.
Describe the change and the reason it is being requested. An example would be, an EPAF is needed for a person that is a new hire, a person that has been working a prescribed amount of time for a raise, a person that is retiring, etc. Add any additional information that will aid the processor in creating the EPAF.
STEP – ENTER TERMINATION REASON
If the type of change requested is a termination, select the appropriate termination reason. Attach any supporting documentation to this form, if applicable.
STEP – SELECT THE DEPARTMENT
In the field under “Acct/Dept” start typing in text to find the area this person will be or is working in. An example would be entering “vandal” in the box would retrieve “AUX VandalStore”. Common Auxiliaries departments have aux, admin, golf, vandal, campus, and events in the titles.
STEP – SELECT THE TYPE OF EMPLOYMENT
You can click on the arrow at the right side of the text box. It will give you a list of types of employees. Select the appropriate employee type. If you are not sure of the type, contact your supervisor or the Auxiliaries HR group for help.
STEP – ENTER THE V# NUMBER
Enter the employee’s V number. New employees will receive a V# after background checks, I-9 verification, and a work authorization has been completed by UI Human Resources. You can contact Auxiliaries HR for more information.
STEP – ENTER THE EMPLOYEE’S FIRST NAME
STEP – ENTER THE EMPLOYEE’S LAST NAME
STEP – ENTER THE EMPLOYEE’S POSITION TITLE
For a new classified or exempt employee, the position title will be included in the search documentation. It is usually included on the job description. For existing employees, the position title will be on Banner. Auxiliaries HR can help you secure this information.
STEP – ENTER THE PCN
Enter the employee’s PCN (position control number) that identifies the position the person is currently in or will be going into. For a new classified or exempt employee, the PCN may be included in the search documentation. For existing employees the PCN will be in Banner. Auxiliaries HR can help you secure this information.
STEP – ENTER THE SUFFIX
Employee PCN suffixes are a way to further categorize types of employees. Auxiliaries HR can help you secure this information.
STEP – ENTER THE EFFECTIVE DATE
Enter the date that the change action will take effect. If this is a new hire, the effective date will be the first day of work. If this is a resignation/termination, the effective date will be the last day of work.
STEP – ENTER THE TERMINATION DATE
We are required, at the time of hire, to enter a termination date for student and temporary employees. Select that date from the calendar box, if applicable.
STEP – ENTER THE PEOPLE ADMIN ACTION#
Enter the action number from PeopleAdmin, if applicable. This would be used for new hires.
STEP – ENTER THE PEOPLE ADMIN POSTING #
If this is a new hire, enter the posting number from PeopleAdmin, if applicable.
STEP – ENTER THE BACKGROUND COMPLETION DATE
For new employees, click on the text box and a calendar will appear. Select the date that the background check was completed, if applicable.
STEP – ENTER THE I-9 COMPLETION DATE
For new employees, click on the text box and a calendar will appear. Select the date that the employee’s I-9 information was completed.
STEP – ENTER THE SUPERVISOR NAME
Enter the name of the employee’s direct supervisor.
STEP – ENTER JOB RESPONSIBILITIES
For new employees, enter or cut and paste in a brief description of the duties that this employee will be performing.
STEP – ENTER JOB LOCATION
For new employees, enter the location where the employee will be performing their duties. Most of our employees work in Moscow, but some may be based in other locations. This is important to know for worker’s compensation insurance and other benefits the UI pays on its employees’ behalf.
STEP – ENTER HOURLY RATE
Enter the hourly rate that the employee will be making after this change, as applicable. This would be relevant for new employees and pay changes.
STEP – ENTER HOURS PER WEEK
Enter the expected hours per week that the employee will be working.
STEP – ENTER ANNUAL SALARY
Enter the annual salary that the employee is expected to earn. For full-time classified and exempt employees, the amount would be the hourly rate times 2080.
STEP - ENTER TIMESHEET ORGANIZATION
The timesheet organization code is typically a three-digit number corresponding to your organization within the Auxiliaries structure. It allows UI systems to group employees under a single code for payroll approvals. Check with your supervisor or Auxiliaries HR to secure this information.
STEP – ENTER THE HOME ORGANIZATION
Like the timesheet organization code, the home organization code is another code that allows for grouping of employees for payroll reporting. Check with Auxiliaries HR to secure this information.
STEP – ENTER THE INDEXES AND ACTIVITY CODES
Enter the employee’s funding source(s) by the index(es) and activity code(s). Put one index/activity code combination per line, with its associated percentage of the total 100%. If the change is to the funding source, enter the new funding index/activity code combinations.
STEP – ENTER ADDITIONAL COMMENTS
Enter any additional comments or information that will provide clarification for Auxiliaries HR for the requested change.
STEP – ATTACH FILES
Attach all appropriate documentation, work authorizations, staff salary change form, etc. relevant to the requested change.
STEP – SUBMIT CHANGES
Press the “Submit” button to save your changes and submit the request to the Auxiliaries HR unit. If you do not press submit, the document will not be saved or submitted.
