Employee and Appointment Module

The Employee and Appointment Module of PHR handles the setup of an employee for pay, time entry & leave management and human resource tracking. All paid and non-paid employees must be entered into PHR, which is the system of record for employee data. Data from this system is used for official campus reporting by the Office of Institutional Research, Planning & Assessment.

Entry of data into PHR by departments begins after positions have been established and the search and hire process has been completed with appropriate approvals. A position management table that maintains positions for all employment category types except hourly and non-paid employees. The table holds individual employees and pooled positions as detailed in Departmental Procedures for Establishing and Maintaining Positions. ARS, PHR and the Budget Maintenance and Preparation System (BPM) utilize this common table. Data entry is via web-based screens with built in edit checks from defined business rules.

One component of the Employment and Appointment module is the set up of employee demographic type data. This is accomplished via data input on several web-based screens as applicable. There is only one current employee record per person per institution. The screens associated with the component are shared by all authorized users who have been given PHR security for the employee and appointment module. History records are created upon update of certain data elements. Update of the Citizenship/Visa Status on the employee information screen will cause a history record to be created.

Another component of the Employee and Appointment module is the appointment of employees to positions. This is accomplished via data input into several web-based screens. An employee can have multiple active appointment records in the same department or different departments. Appointment records are secured by sub-department. They can only be created, updated or viewed by authorized users who have been given PHR security for the employee and appointment module. Appointment records within the system are pay period driven, enabling establishment of current, future and history records.

Appointment related transactions within PHR require a one-step electronic approval. Once a record is complete, appointment information is released for approval and subsequently approved by the appropriate approver. Separation of duties must be maintained.

New appointment records must be created when changes to the following data elements become necessary:

  • Position Number
  • Appointment Start Date
  • Category Status
  • Unit
  • Title

When making changes to any other data elements in an existing appointment, the existing appointment is modified as necessary. Certain changes will require release & approval.

The appointment record will have a new “effective date” if one of the following data elements changes:

  • Appointment Record Status
  • Appointment Type & Payment
  • Appointment End Date
  • Appointment FTE
  • FICA
  • Retirement Plan
  • Accrual Rate
  • Hourly Rate

Otherwise the changed data element becomes effective immediately as part of the record.

Historical Appointment Information records are generated when data elements that create a new appointment or new effective record are changed, updated and if necessary, approved.

Changes to existing records on the following fields will require approval:

  • Appointment Type & Payment
  • Appointment End Date
  • Appointment FTE
  • FICA
  • Termination Date
  • Hourly Rate
  • Base Annual Salary
  • Salary Addition End Date
  • Funding Source

Additions of the following types will require approval:

  • Funding Source
  • Salary Additions
  • Security Access
  • Extended Leave
  • Sabbatical Information

Last updated: November 6, 2014