eForm Training for
Graduate Student
Employee Contract Pay
People Excellence
June 2021
Presented by:
Andrea McClure
People Excellence
Agenda
• Check-In
• Overview
• Timeline
• PeopleSoft
• Questions
People Excellence
Overview
• Establish uniform appointment processes to
improve:
• Consistent with month-to-month salary payments
• No timesheet required
People Excellence
Timeline
• Submit eforms for brand new or rehired graduate
student employees no later than 31 days before
effective date
• CBC request needs to be submitted as soon as
possible
People Excellence
PeopleSoft
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• Similar to faculty- there will be 2 entries in
PeopleSoft
• Job Data
• Contract Data
Job Data
People Excellence
• Grad Students will have an appointments for either:
• Semester by semester
• Academic Year (Fall/Spring)
• Summer
Appointment Periods & FTE
Length
Start
End
New Hire Student Hire Date
8/16
8/31
Full Fiscal Year
9/1 8/31
Full Academic Year (if new hire)
8/16
5/31
Full Academic Year (if rehire with August existing appointment)
9/1 5/31
Fall Only
8/16
12/31
Spring Only
1/1 5/15
Summer Only
6/1 8/31
People Excellence
FTE Hours
0.475 19
0.33 13
0.25 10
Job Data
People Excellence
• Job Data Displays
• Start Date/End Date
• Position info
• Reports To
• Hours/FTE
• Contract Worth
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This is the contract worth.
It takes the 9 or 4.5 month
rate and adjusts the
payment based on the
hours/fte
This is the 9 month or 4.5
month rate.
If this person worked 40
hours, this amount would
equal the contract worth.
Contracts- Pay Types
People Excellence
• Faculty 9/9
• Salary is paid over a 9 month period
• Used for 9 month/full academic year (fall & spring)
• Pay Over Contract
• Paid over a specific time period
• 4.5 month payments (single semester)
Contract Entry
People Excellence
Workflow
People Excellence
Requester
submits
eForm
Department
Approver
Budget
Authority
Back Office Complete
Eform Submission
People Excellence
Navigation
Click any link to take you to
the appropriate pages
Initiate eForm Request
Click Create New
Request
eForm Action Types
Appointment
• Hire
• Brand new hires
• Used to create new empl record(s) for dual appointments
• Rehire
• Same Institution – Worked at UTSA in the past
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Initiate eForm Request
Initiate New eForm Request
People Excellence
On the Initiate New eForm
Request page, click on
Appointment from the
dropdown box
People Excellence
In the Justification box,
explain the purpose of the
request. Include Contract
Worth
People Excellence
Either type in the Empl ID
for an existing employee or
click the Search button to
search for an employee
People Excellence
Type in the employee’s
First Name, Last Name,
and/or Empl ID, and click
Search
People Excellence
The results can be filtered
by any of the column
headers. Click Select to
pull in the employee’s
information into the form
If the employee doesn’t
exist, click Cancel to return
to the form
People Excellence
National ID will display last
4 of SSN
Review the SSN and DOB
to complete your search
People Excellence
If the employee doesn’t
exist, click Cancel to return
to the form
People Excellence
Select the Hire Type
Hire = New to UTSA
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If Hire is selected, then the hire
reason will be Hire.
Type: Hire = Reason: Hire
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Select the Hire Type
Rehire = Existing/Former UTSA
employee
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If Rehire is selected, then the hire
reason will be one of the following:
Rehire: Same Institution
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If Rehire is selected, the personal
information section will load with
the data already in PS. Use the
Proposed Personal Information
section to update, as necessary.
Do not use special characters
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Enter the Start Date and End
Date.
If and End Date is entered, click
the End Job Automatically
button
Position Information
• COS pilot group job codes/titles
• 10090A – Graduate Research Assistant
• 10063A – Teaching Assistant I
• 10062A – Teaching Assistant II
• New job codes/titles
• 10090 Graduate Research Assistant I
• 10061 Graduate Research Assistant II
• 10063 Graduate Teaching Assistant I
• 10062 Graduate Teaching Assistant II
• 10058 Graduate Services Assistant
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Enter the Position number.
Click the Magnifying Glass to
search for positions
People Excellence
The search results will default
to your current Department
People Excellence
On the Look Up Position
screen, a position can be
filtered by any of the search
criteria
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The search results can be
sorted by clicking on any of the
column headers
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If the Empl ID and Name show
as ‘Blank’, this indicates the
position is currently vacant
Click on the position to bring it
over to the form
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If the Position was filled now or
in the future, the Incumbents
information will appear
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The Pay Group, Comp
Frequency, and FTE will
populate based on current
position data.
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Enter the Contract Worth.
The other 3 payment boxes
will automatically fill in
Beware of changes to hours/fte
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Hours were changed from
20 to 10. Same Contract
Worth automatically
updates Proposed Rates .
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Enter the Contract Start and
End Date.
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Enter the Contract Worth in
lieu of the 9-month Academic
Rate (9 mos. Rate will
populate based on the FTE,
Contract Start/End Dates,
and Contract Worth amount
entered)
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Contract Renewals should
not be used for Graduate
Level Students
The Recalculate Contract
Flag button must remain
checked.
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Enter the employee’s
biographical data. All
Required fields are marked
with an asterisk.
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Click the Clean Address link
to verify the address against
USPS.
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Use the Validate Address link
to verify the address against
USPS.
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The eForm will display all of
the Current position attributes
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Some position attributes can
be modified, including
Reg/Temp, FTE/Standard
Hours, Reports To, Location
Code, and Mail Drop ID
Position Information
• Regular
• Employee will work more than 4 ½ months
• Temporary
• Employee will work no more than 4 ½ calendar months
• Full Time
• Employee works 40 hours per week
• Part-Time
• Employee works 39 hours or less per week
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The Current Funding section
displays the current effective
funding on the position
selected.
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Under the Proposed Funding
section, the Start Date will
default to the Hire start date
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Enter the Cost Center and/or
Project/Grant and Distribution.
All funding periods must equal to
100% distribution
If using a Project/Grant, the Funding
End Date will default to the Project
End Date
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Answer the appropriate form
questions
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Click the Save button
This has to be done prior to
adding attachments or
comments
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Click Add/Delete to add
Attachments
People Excellence
Click the Add/Edit button to add
form Comments.
All comments will be visible to
everyone in the approval chain
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Save and Submit form to forward
the request for approval
Department Approvals
Once the form has been
submitted, the workflow approval
steps will be show.
Click on the Multiple Approvers
link to display who can/will
approve the form on the
respective steps
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Lessons Learned
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• Do not submit eForms for the same person/position
at the same time. It causes lots of problems
• Use the USA SSN, do not create a fake one
• Use clean address feature
Questions?
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eForm Action Types
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Contract Additions and Changes
Add Contracts
• Used to add addition
semester contract
(same empl record)
• Must have active job
record
Will NOT be permitted
on these contracts:
• Salary/Contract Worth
• FTE/Hours
• Contract Dates
• Title changes
Initiate New eForm Request
People Excellence
On the Initiate New eForm
Request page, click on
Contract Additions and
Changes from the
dropdown box
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In the Justification box,
explain the purpose of the
request
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Type in the Empl ID for an
existing active employee
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Select the checkbox next to
the Empl Record used for
the new contract
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Use the scroll bar to verify
you are adding the contract
to the correct empl record
(if multiple are listed)
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The Effective Date will
default to the current date;
change it to match the
contract Start Date.
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The eForm will display all of
the Current Job & Contract
information
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Proposed Job Information can
be modified, including FTE, 9
Mo Academic Rate, and
Expected End Date (if
necessary).
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Choose the Contract Action:
Create New Contract
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Pay Type:
Faculty 9/9
Pay Over Contract
Contracts- Pay Types
People Excellence
• Faculty 9/9
• Salary is paid over a 9 month period
• Used for 9 month/full academic year (fall & spring)
• Pay Over Contract
• Paid over a specific time period
• 4.5 month payments (single semester)
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Payment Term:
Pay Over X Dates
Pay Over 4.5 Months
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Enter the Contract Start
Date and Contract End
Date
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Enter Contract Worth in
lieu of entering 9 Mo
Academic Rate (optional)
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Contract Renewals
should not be used for
Graduate Level
Students
The Recalculate
Contract Flag button
must remain checked.
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Proposed Funding should
match your new contract start
date.
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Click the Save button
This has to be done prior to
adding attachments or
comments
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click Add/Delete to
add Attachments
Click the Add/Edit button to add
form Comments.
All comments will be visible to
everyone in the approval chain
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Save and Submit form to forward
the request for approval
Common Warnings
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***
W a r n i n g *** another request pending
for
this position/emplid. Request ID: 0000000
Another
eForm is pending for person or
position
– DO NOT create or save more than
one
eFormat a time. You MUST wait until the
first
eFormis COMPLETED
Error Insufficient Funds Please Adjust Funding
Before Continuing
Funding or Budget
– Contact your Budget
representative to clear the
warning or error
Position Maximum head count will be exceeded
Position is already filled
–
Check and make sure
you are using the correct
eForm. A Contract
Addition may be required if they are already Active
in the position or you may need to choose another
position number that is not filled
Terminating the primary appointment will result in
changes to status and benefits.
Terminating primary position
– Confirm you are
terminating the correct position(s)
Please perform a search match
Search Match is required
- Click the SEARCH
button at the top of the
eForm
Budget
Proposed Funding Section
• Previously funding end dates were allowed on Cost Centers
to limit salary encumbrances
• With contract appointments, GRA and GTA appointments no
longer need funding end dates on cost centers
• In addition, project funding end dates do not need to match
the expected end date of the contract
• The contract worth and estimated expense will match with
the change to contracts
Budget
Questions & Reminders
People Excellence
The following changes to Contracts will not be
permitted. These changes must be future dated, no
retro:
• Salary/Contract Worth
• FTE/Hours
• Contract Dates
• GRA>GTA or GTA>GRA on the same appointment
