1

2

Temporary Employment Agreement

Web Address: http://www.claflin.edu/teav2/

Problems, Comments, Concerns, Complaints, Enhancement Requests

Forward them to kuha@claflin.edu / x5777

Login using your email Username and Password

3

You are the

INITIATOR

(person who creates the TEA)

4

Interface for the Initiator

The interface has changed. As in the previous version, TEAs initiated by the logged in user is

displayed as shown below. However, to view or edit a TEA, click the Title of the corresponding TEA.

New TEA Window

This interface hasn’t changed.

5

Edit\Copy\Delete\Cancel Window

This interface hasn’t changed. However, you will use the same window shown below to search for a TEA to edit, copy,

delete, or cancel.

6

You are a

HR

ADMINISTRATOR

(HR Staff)

7

Interface for HR Admin

This interface has changed. Clicking on a title will open that TEA for editing/viewing.

All the links in the previous version are now displayed as buttons. Select appropriate

buttons to view corresponding data.

New TEA: Allows you to create a new TEA

Edit TEA: Allows you to open a TEA for editing

Manage Approval Track: Allows an authorized HR Admin to create\edit\maintain approval tracks

Security Clearance: Allows you to initiate and perform a background check on an employee

Final Processing: Allows an HR Admin to finalize all TEAs that have been approved by the President

TEAs: Lists first 100 of the latest TEAs

Approver Home: Redirects the page to the approver’s home page

President’s Home: Redirects the page to the president’s home page

8

Interface for Approval Track Maintenance

This interface has changed slightly. However, functionality remains the same.

9

Interface for HR Security Clearance

Security Clearance display lists all TEAs that are pending on HR’s security clearance.

Clicking on the title of a listed TEA will display a page where an HR Admin can update the

background check for that particular employee.

This interface hasn’t changed.

10

You are an

APPROVER

(person on the approval track)

11

Interface for an Approver

This interface has changed. Clicking on a title will open that TEA for editing/viewing.

All the links in the previous version are now displayed as buttons. Select appropriate

buttons to view corresponding data.

Home: Redirects the page to the initiator’s home page

HR Home: Redirects the page to the HR Admin’s home page

Approver Home: Redirects the page to approver’s home page

12

Interface for Approving a TEA

Approver Home page display lists all TEAs that are pending logged in user’s approval.

Clicking on the title of a listed TEA will display a page where an approver can update the

status of the selected TEA.

This interface hasn’t changed

13

You are the

PRESIDENT

(president of the university)

14

Interface for the President

The default page for the President hasn’t changed except the status is now hidden by default.

Moving the mouse over the status will display the details of the status.

Status details are displayed when the mouse is on the status column.

15

The left Menu and the majority of the

corresponding pages haven’t changed from

the previous version.

All important changes are identified in red headings.

16

A summary of the selected TEA as shown below is displayed on all pages.

Approval track details link displays the current status of the TEA as shown below.

17

The main menu is displayed below.

Available options depend on the TEA.

Courses menu - is available only if the TEA is for a faculty position.

ESignature menu – provides final summary page for signature upon President’s approval.

18

When entering Funding Source Details please pay attention to the following:

First, type a department name under the “Select a Department” field. A dropdown window will

display all matching department names. Pick one from the list or type your own.

Second, type an account number without any dashes as shown below. All matching account

numbers will be displayed in a dropdown window as shown in red. Pick a number from the list

and it will be displayed in the blue window as shown below.

Make sure to enter a percentage value as shown below. If there is only one account then enter

100%. If not make sure the percentages you enter add up to 100%. If the total is not 100 then you

will not be able to save (see below).

Single account (specify 100 for the percentage)

Multiple accounts ( 80% + 20% = 100% )

80.00

20.00

19

Funding source will be verified and validated for sufficient funds:

In the new app, you will not be able to submit a TEA if no account number is specified for the funding source.

Please make sure that

(1) the account is specified and

(2) there are sufficient funds available for the requested total cost

Given the account number, the amount available is displayed and if it is negative or less than

requested amount, a warning message is displayed - in this case the TEA cannot be submitted.

If you attempt to enter employment condition without specifying an account number you will be

redirected to the funding source page.

20

A Sample Employment Condition Page showing selected account number and available funds in that account.

In this sample the requested amount is $2160. Since it is less than what is available

in the specified account, this TEA can proceed.

In this sample the requested amount is $1800. However, since it is more than what is

available in the specified account, this TEA will not be able to proceed.

View details button displays the summary as shown above.

21

When entering Approval Track please pay attention to the following:

Select an approval track appropriate for your TEA. Make sure the track is accurate before saving.

If an appropriate track is not available, please notify Ms. Biggs so that she can create one for your need.

22

When entering Employee Details please pay attention to the following:

If the employee is already a CU employee, then type the name to search for that employee in the database. Then select the employee from the dropdown list to automatically

populate the rest of the fields.

If this is a new employee then you will have to enter all details manually.

23

The TEA summary gets generated as you enter details for each of the menu

item provided for the selected TEA. The menu displayed on the left panel

varies based on the selected TEA (i.e., course menu is visible only for faculty positions).

24

A printer –friendly option is also available when a TEA summary needs to be printed. If

necessary, you could print the summary as a PDF file and share electronically.

25

A note on a few additions since this guide was first created:

The first column in the list of TEAs has a color code – this indicates the status of the TEA as shown by the legend below:

Hovering over the magnifying glass displays short status of the TEA

Clicking the notepad button displays the full TEA summary below the list.

26

Problem with Apostrophe ( ‘ )

Please note that the apostrophe character ( ‘ ) is considered a reserved

character with special purpose in database applications. That means, if a

text you enter has an apostrophe in it, it will cause problems when saving

data. So instead try to use some other character such as ( - ) or space in

the place of apostrophes. In most cases, the program will replace it

automatically but the best option is to avoid using them at all.

Example: Instead of ‘President’s Cabinet’ use something like ‘Cabinet of the

President’