Ask the Experts: HR PeopleSoft February 24, 2021

We will be recording this session.

Topics• Recent Updates & Top Issues• Pooled Position Review• Position Numbers for Faculty Recruitment @ HSC• GT Account Sponsor Role• Changing Supervisors• Viewing Job Descriptions• Review

• Logging in• Navigation • ePAF buttons

• Getting Help

Recent Updates & Top Issues1. 11,000+ transactions in first 45 days2. 946 service tickets opened, 872 complete3. Approvers can attach documents from “Evaluate” link4. Use Add Pay form PPP payments from multiple depts in same pay period5. OUDR_VACANT_DISTRIBUTION: Query to show funding dist for vacant pos6. Stand alone funding form for vacant positions – coming soon

FTE of Pooled PositionsAt Norman, the wrong FTE on Pooled Positions

a) Will not affect GA health insurance this semesterb) Will not affect tuition waivers this semester – contact Grad College with questionsc) Find them all in this query OUDR_Employee_Distributions

Wrong FTE on Pooled Position• There is FTE on Job Data and FTE on Position Data

• In legacy data these are out of sync for many employees in pooled positions clean-up by ePAF

• The ePAF will show the FTE from the Position Data• If this Position FTE is not correct for the employeeTwo Choices:

1. On the ePAF, choose the option to change the FTE for the pooled position (this affects everyone in the position)

OR 2. Transfer the employee to a different position number with the correct FTE

• NOTE: Do not backdate the above change!• ALERT: An ePAF with 0 FTE will be recycled. One of the choices above must be

made to correct it.

*Before 2/10, there was an ePAF error for position number FTE. If HR recycled/denied an ePAF and said to start a new one, please do that.

Position Numbers for HSC Faculty Hiring• Vacant position numbers were inactivated during the system transition.• Position numbers are now created by HR Compensation or the ePAF.

4 Options for Position Numbers used in Faculty Recruitment1) If you are ready to hire the candidate but you don’t have a position number,

choose Create New Position on the ePAF. 2) If you are backfilling a position that currently has an incumbent, you should

use the same position number as the incumbent.3) If you want to use a position number that was in the system in December

but was inactivated during system transition, contact Adam Harris in HR Compensation to get the position number reactivated.

4) If you need a new position number to track recruitment, write NEW in the freeze form box. Once approved, contact Adam Harris in HR Compensation to create a position number. Provide the approved freeze form. You will use this position number for tracking and to hire the candidate.

Roles: GT Account SponsorNormanIf you want a person to approve ePAFs based on their FIN ORG access, here’s what to consider:

1) Assign the role GT Account Sponsor.2) This puts the person in the workflow for every ePAF that has funding on it from the FIN ORGs they

have access to in PS Financials.3) In GT Account Sponsor, the approval is not shared – everyone in the step must approve. This means

that the person must approve every ePAF that has funding for the FIN ORGs they have access to in Finance. The ePAF will wait at that step for their approval.

Alternative:Consider using Dept Approver 1 & 2 or College Approver 1, 2, or 3. These are based on HR Dept ID.

Changing Supervisors• The “Reports To” supervisor can be changed on just one person in

a pooled position to affect everyone because it is a component on the position.

• The time/travel supervisor is connected to each individual and requires a separate ePAF for each employee to make a change.

Navigation: View Job Descriptions1. 2. 3. 4.

Contact HR Compensation with questions.

Enter the job code.

https://www.ou.edu/compassproject/

Navigation: Payroll Reports & Extracts1. 2. 3. 4.

Navigation: Queries1. 2. 3. 4.

ePAF Buttons

Initiation: Save vs. Submit buttons• The Save button saves your work, but does not submit the form.• You can find the ePAF to continue working on it in the Update link.• The Submit button, submits your form and sends it through the

approval workflow. • Once it’s submitted, you can find the form in the View link.

Evaluate: Hold button• The Hold button removes the ePAF from other people’s queue.

• The person who puts it on hold must take the next step (approve, deny, recycle, etc.)

• Cannot be “unheld” and put back in the group queue

• A web site with information about the project is available at: ou.edu/compassproject

• Questions can be sent to CompassQuestions@ou.edu.

Norman Payroll will be directing ePAF and employee records to HR.

More Information