hr action reference frequently requested transactions april 2014

HR Action ReferenceFrequently Requested Transactions

April 2014

The Ohio State University Comprehensive Cancer Center –

Arthur G. James Cancer Hospital and Richard J. Solove Research Institute

Log Into HR Action

http://hraction.osu.edu Name.# and password

Most times, you will create a New Request

Use the Search function to Check the status of a submitted request “Hire” into a previously completed position request

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Creating a New Request

Click New to create the request

Confirm or update Supervisor Contact Information.

If you are initiating this request on behalf of someone else use the Lookup function to find the supervisor ID.

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Select the Request Type

This document covers the most frequent transactions: Fill Existing Position, Create New Position, Hire, Terminate and Other

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Position Actions: Request and post a Regular/Temporary/Term staff position, Post Doc, Visiting Scholar or Student position

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1. New HRA request Choose “Fill Existing Position” (vacancy or replacement) or “Create New position” (position does not exist); Click “Next”

2. Ensure Home Department is 46050 (if your home dept is not CCC) so that request routes appropriately

3. Complete required fields *(Job Title or Proposed Title)

4. Fill in as much other information as possible

5. Possible things to note in additional information Details if there is a preferred external candidate with visa needs

6. Chartfield Information – click button to indicate funding source that will support position

(not required at point of entry, but HR will require this in order to approve the request)

7. Attach position description (word or pdf document) Position Description pdf available on CCCHR website



Position Actions: (continued)Request and post a Regular/Temporary/Term staff position, Post Doc, Visiting Scholar or Student position

8. Save and Continue

9. Review and Submit to HR

10.HR will review and contact the initiator with any questions or requests for missing information

11.Once finalized HR will approve the request and assign for processing/posting; Final approval will be subject to the RRC

NOTE: the position request should always be completed prior to the hire request for any staff hire (including post docs and temporary positions). For example, if you submit a hire request for a Post Doc, but have not gotten an approved position, the hire request might be delayed until a position is requested and approved.

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1. Search for your approved HRA request for the position you want to hire Enter request number or select request type (Fill Existing Position or Create

New Position) and click “Search”

2. Locate request and ensure status is “Complete”; any other status will not allow you to move forward with the hire

3. Click on the Request Number and scroll to the bottom

4. Click “Ready to Hire”; previous applicable information will roll forward into the hire request.

NOTE: you could also create a new request and select the Hire option however you will need to re-enter the relevant position information.

Hire a New Staff or Student Employee from an already approved position

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Hire a New Employee (continued) from an already approved position

5. Ensure Home Department is 46050 (if your home dept is not CCC) so that request routes appropriately so that request routes appropriately

6. Complete required fields *(Name and Pay Rate)

7. Attach Completed CCC New Hire Request Form Applicant Summary Email from posting if applicable Justification Letter if needed CV/ResumeNOTE: the funding source must be indicated using the Chartfield button



10. HR will review and contact the initiator with any questions or requests for missing information

11. Once finalized HR will approve the request and assign for processing

NOTE: Background Check still must be cleared prior to offer letter being sent

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Employee Resignation/Termination

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1. New HRA Request Choose “Terminate” Click “Next”


3. Complete required fields * (Employee Name, Last Day of Work, Reason for Termination)

4. Attach Resignation Letter





NOTE: Termination Reasons “Involuntary”, “Reduction in Force” and “Disability Separation” will only be used by HR.

NOTE: Please continue to submit resignation requests with as much advance notice as possible.



Background Check Needed

1. New HRA Request Choose “Other” Click “Next”


3. *Additional Information (required) – enter Candidate’s name Email address (for notification or First Advantage online check) Anticipated date candidate will go to ID Processing



6. Request will be assigned for further processing

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New Volunteer Request

1. New HRA Request Choose “Other” Click “Next”


3. *Additional Information (required) – type in “request new volunteer”

4. Attach all relevant Volunteer Request documents





NOTE: Background check still needs to be cleared prior to volunteer starting in the lab.

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Other Miscellaneous Information

Visa Requests There is not a specific option to select if a visa request is needed When needed on a new hire/transfer: please continue to notify us on the CCC

New Hire Request Form with appropriate details When needed for a current employee (change of status/extension): please use

“Other” and supply as much information as possible in the Additional Information section

When in Doubt Not all request options are detailed out in this document, just the most frequently

requested If you are unsure of how to request the transaction that you need please contact

CCC HR

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Once Your Request is Approved After your request is approved, it will be assigned to a

member of the CCC HR team for further processing

You can review the request and it’s status by logging back into HRA and searching for your request

Once you locate the request, click on the request number link to open the details

A Service Center Activity section is available that includes who is working on or completed the request and any additional details in the Activity Log.

You cannot make any changes to the request once the request status is approved, canceled or complete.

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Important Notes

Information included in an HRA request is viewable and subject to disclosure to the employee and others under the Ohio public records statute and the rules of discovery.

HRA requests are not encrypted-- sensitive information such as Social Security Numbers or medical information should NEVER be included in an HRA request or in attachments.

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hr action reference frequently requested transactions april 2014

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