12 Easy Steps to Create an Employment Contract

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12 Easy Steps to Create an Employment Contract
Campus Human Resources Employment Compensation
Services October, 2009
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Agenda

• Welcome Introductions
• Review Purpose for Employment Contract Process
• 12 Easy Steps to Complete an Employment
  Contract/Amendment
• Exercise - Create an Employment Contract
• Discuss Contract Amendments
• Questions

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PeopleAdmin Employment Contracts Transition
Purpose

• Increase efficiency
• Address audit issues
• Utilize existing technology PeopleAdmin
• Deliver consistent results
• Improve policy / procedure compliance
• Enhance records management / retention

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Employment Contract Workflows (including
Amendments)
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Step 1

• Begin by logging in to People Admin as an
  Employment Preparer or Submitter.
• Click on Begin New Action just below the Job
  Descriptions heading.

Step 2

• Click on Start Action to begin a new contract.

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Step 3

• Identify the Job Analysis (JA) number or use one
  of the fields shown to search for contract job
  descriptions.

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Step 4

• Verify that you have the correct job description
  by clicking View Summary.
• If its the one you want to use, click Start
  Action to begin entering the contract fields.

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• Click on the desired contract type.
• Use the date you are preparing the request as the
  Date of Agreement.
• Enter the actual start date of the contract in
  the Begin Date field.
• The End Date is the date the contract appointment
  ends.
• In order to receive an e-mail notification that
  the contract will expire within 30 days, enter a
  date that is 30 days prior to the date the
  contract will expire in the Appointment End Date
  Reminder field.

Step 5
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Step 6

• Request Number is assigned by PeopleAdmin for
  your future reference.

• If an employee is a Rehired Retiree an employee
  ID is required. A link to the Rehired Retiree
  policy is provided for your information.

• The information in this section will
  automatically populate from the job description.

• Enter the Percentage of Time of the appointment.

• Salary Enter the salary as a full time monthly
  rate within the range for that position.

• Changes in salary Select an option based on how
  changes in the salary will be made in accordance
  with PPSM 30 or by written amendment to the
  contract.

• A link to the Benefits Eligibility is provided
  for your information.

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• PSS Exempt, PSS Non-Exempt, MSP Non-Exempt Only
• Enter the appointment begin, end time, and days
  of the week that the individual will work.

Step 7

• MSP Exempt Only
• The number of hours to be worked each week must
  be entered. This is determined by multiplying the
  percentage of time by 40 hours.
• Example employee will work 25 time (25
  x 40 hours) 10 hours/week

• Select the Submitter name and the Primary Hiring
  Managers name from the drop - down menu to
  receive Email Notification of actions concerning
  the contract/amendment process.
• Additional Employment and Additional Compensation
  Preparers/Submitters are secondary HR contacts.
  It is always best to have names selected here as
  the primary hiring manager may be out of the
  office. These individuals will also receive the
  email notifications.

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Step 8

• Under the Comments section, enter comments from
  each user to be shared with the next reviewer in
  the approval process. Remember to date and
  initial all comments.

Please note that there is supplemental
documentation stating that an exception to pay
policy was approved 9/22/09 RT
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Step 9

• Click here to view Contract Summary

• From the Action History tab, Click Continue To
  Next Page and click Edit to make final changes
  to the contract.
• Action Status if your contract is ready for
  submission, click Route to Employment for
  Approval and then press Continue.
• The contract will be reviewed by Employment
  Compensation Services.

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Step 10

• Approval Email Once the contract has been
  approved by Employment Compensation Services
  the responsible users will receive a detailed
  email indicating the approval of the contract.

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Step 11

• Once the Contract has been approved, in order to
  print and obtain signatures, click on Search
  Actions
• Enter the department name / code and Employee
  last name OR the job analysis (JA) number and the
  Employee last name and click on Search.

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• Click on Get Reports List link under Contract
  Type and select the appropriate Contract Report
  to view the completed Contract.

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Step 11

• Department is now the Office of Record and must
  retain original signed contracts / amendments for
  7 years.

• Department must print the contract then obtain
  appropriate signature (s) and file Contract in
  Employees personnel file.

• The signed Contract can now be scanned and
  uploaded under the Supplemental Documentation tab
  as shown in Step 12.

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Step 12

• This tab is used to attach the approved and
  signed contract and any other information related
  to the contract.
• The Supplemental Documentation tab is also used
  to attach the two UBEN forms, 138 and 1039, when
  creating a contract for a Rehired Retiree.

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Employment Compensation Team

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• Elaine Peters Employment Compensation
  Director
• Anders Askenas Employment Services Consultant
  
• Lucie Dean Compensation Services Consultant
• Ginny Flenoy Employment Services Consultant
• Ron Guizado Employment Services Consultant
• Gwen Kobayashi Employment Services Consultant
• Ryan Lee Employment Services Assistant
• Jose Martinez Compensation Services Specialist
• Carolyn Murry Compensation Services Consultant
• Keith Sakoda - Compensation Services Consultant
• Rowena Timoteo Employment Services Specialist