ESO Business Process Manual

People Soft HRMS

and
Policies and Procedures

JANUARY, 2012

Table of Contents
TOPIC
PAGE
PeopleSoft HR 8.9 Login Instructions3
Home Page (Main Menu)....4
Miscellaneous Icons and Where to Find Data5
Navigating to Data:
Personal Data ...6
Job Data....7
Benefits .8
Payroll Data9
Position Data.10
Job Code Data ..13
Budget Data.15
People Soft Standard Information Tables
FTE% - Standard Hours Per Week Conversion Chart...18
PeopleSoft 8.9 Empl Classes.18
PeopleSoft 8.9 Officer Codes19
eForms...20
Understanding Dates in PeopleSoft21
The Hiring Process22
Payroll Procedures
Processing an ePAR (Personnel Action Request).27
Timesheet Processing28
Navigation Tips for Time and Labor.31
ESO Termination Guidelines.32
Family and Medical Leave.35

PeopleSoft HR 9.0/ PASS Login Page

Forgot your Empl ID?

It can be found on your timesheet
and most payroll reports.

The User ID in PeopleSoft is the Empl ID number of the end user. The password is
system generated at the time an employee is given access to the system. All users must
select Forgot Your Password or Request a New Password the first time logging into
People Soft or PASS and follow the instructions. A password will be sent via e-mail. All
users should change their password from the system generated one the first time they log
onto PeopleSoft or PASS. After you change the password, get out of the system and
login again using your new password that you created. For security, we recommend that
you change your password every 60 to 90 days.
Enter your User ID and Password. Using the mouse click Sign In .

PeopleSoft HR 8.9 Home Page

Things to Remember:
Symbol:

Indicates that there is a sub-menu of options

Symbol:

Takes you directly to a function

Scroll Bar:

Lets you move up and down on the page

Home Button: Allows you to return to HR 8.9 home page from any panel.
Add to Favorites Button: Lets you mark those pages that you use regularly.
My Favorites:
Symbol:

Contains pages that you have marked for favorites.

Additional confidential data is hidden. Click the flag to view.

Symbol: There are several options. Click the magnifying glass to view options.

Where to Find Data: PS HR

Data

Location in 9.0

Personal Information
Job Information

Workforce Administration
Workforce Administration

Leave Balances

Benefits

Payroll Data

Payroll for North America

Position Data

Organizational Development

Budget Data
Job Codes
Faculty Tenure Data
ePAR form (Electronic)
Position Request form

Set Up HRMS/Product Related

Set Up HRMS/Foundation Tables
Workforce Development
HR Self Service
UHS HRMS HR

Payroll verification reports

BOB Report

UHS HRMS Payroll

UHS HRMS Budget

Report Manager

Reporting Tools

Find a person
Approve or create timesheet
Maintain time or pay approvers

Workforce Administration/Person Information

Manager Self Service
Manager Self Service

Workforce Administration should be used to view the set up of all new employees once
the Personnel Action Request has been processed. This give the department the
opportunity to view the employees job record, including title and salary before a payroll
is run.
Employee data is grouped into folders based on the type. Similar data is grouped
together (i.e. all personal information of an employee name, address, e-mail, telephone,
identification, etc.- is located in the personal information folder).
You may return to the home page by clicking the Home button on the top right.
Navigate to a new module by selecting it on the menu.
5

Personal Information

Begin by selecting Personal Information from the folders on Workforce Administration

Page shown above, or you can select it on the menu to the right.

Depending on your level of security, you will have different folders contained in the
Personal Information Folder. Also, folder names may differ slightly.

Job Information

Select Workforce Administration from the Home Page. You will then move to the
Workforce Administration Page (See below).
Select Job Information.

Enter the Empl ID and click Search. You will arrive at the job data panel. Use the scroll
bar on the right and the tables across the top of the page to navigate through the job
records.

These tabs allow

you to view other
information
related to the
current job
displayed.

The scroll bar and

up/down arrows allow
you to navigate to a
previous assignment
on this job record.
The job record is
identified in the Empl
Rcd: field located on
the row with the
employee name and
ID number.

The Job summary will provide you

with a history of transactions for the
employee on the selected job record.

A sample of the job summary page.

Benefits

All information related to insurance, leave accrual, and retirement plan participation are
found in the Benefits module. Select the folder for the benefit you wish to see and click.

Select Manage Leave Accruals to see leave accrual balances.

You will be prompted to enter and Empl ID or employee name. To expedite the search
process, recommend that you enter the Empl ID. Remember to select the Search button
using your mouse instead of the Enter key on the keyboard.

Payroll

Use Payroll for North America to view an employees pay.

Select: Produce Payroll/Review Paycheck

Enter the employees Empl ID and click Search.

The Search Results will list all checks that the employee has been issued since September
1, 2001 with the implementation of the PeopleSoft HR/Payroll system.

The Search Results list the UHS Pay

Group, Pay Period End Date, Check or
Advice for Direct Deposit, Empl ID,
Employee Name, etc.
Records are sorted by Pay Group then in
Date Order.
DMO indicates a UHD monthly pay. Be
sure to scroll to the correct pay group
when looking for a check if the employee
has been in other pay group (biweekly,
another UH Component).

Click the pay record that you wish to view.

Position Data

Position Data Panel are located in the Organizational Development Module. From the
Review Position/Budget Info Folder, you can find out if a position is budgeted for the
current fiscal year and the amount that has been budgeted.
To navigate to Position Data, from the home page select Organizational Development.

10

From the Organizational Development page, you can navigate to specific position data.

Sample Organizational Development Page

Navigating to Add/Update Position Info

From the Position Management Page shown below, select Maintain Positions Budget by
clicking the link using your mouse.

Click: Add/Update Positions

11

Enter the Position number.

If you do not have a position number, you can search for it by entering the Business
Unit and Department ID.
Click the Search button and a list of positions for that department will be displayed.
Scroll through the list until you see the position you want.
Select the position you want using your mouse and clicking.

NOTE: UHD is always Business Unit HR784 except on the Budget pages where it is
00784. If you do not know your department ID, enter the Business Unit and D in the
department field. Click the magnifying glass to look up your department.
12

Job Code Data

From the Main Menu Select: Set Up HRMS

Select the Foundation Tables by clicking the link.

From the Foundations Table: Select Job Attributes.

13

Click Job Code Table link to open.

Enter the Job Code and click Search.

The following page should appear. This page contains five (5) panels of information
related to the job code. Navigate through the page to view other data by clicking the tabs
on top.
14

Position Budget Data

To access the Department Budget Table

Select: Set Up HRMS from the main menu
From HRMS select: Product Related/Commitment Accounting

15

From the Commitment Accounting Page

Select: Budget Information
To get to position budgeting select: Department Budget Table
The Set ID on the Department Budget Table search panel is 00797. To find a position
you can enter the department ID (i.e. D0039) or D in the Department ID field. Click
the magnifying glass icon next to it to search for the department.

The department search will yield a list of positions in the department. Select the position
number that you wish to view by clicking the link for it.

16

The current period budget information will then be displayed.

The page shown below is the Dept. Budget Earnings Page. Use the tab located at the top
to navigate to additional budget information for the position.

You can also navigate to position budget information by entering the position number
and clicking the Search Button A list of all budget periods in PS since the position was
created will display. Select the period you wish to see by clicking the link for it.

17

PeopleSoft Standard Information Tables

FTE - Standard Hours Per Week

Conversion Chart
For use in completing the FTE or Standard Hours on the PAR

FTE
.01
.02
.03
.04
.05
.06
.07
.08
.09
.10
.11
.12
.13
.14
.15
.16
.17
.18
.19
.20
.21
.22
.23
.24
.25

Hours
.4
.8
1.2
1.6
2.0
2.4
2.8
3.2
3.6
4.0
4.4
4.8
5.2
5.5
6.0
6.4
6.8
7.2
7.6
8.0
8.4
8.8
9.2
9.6
10.0

FTE
.26
.27
.28
.29
.30
.31
.32
.33
.34
.35
.36
.37
.38
.39
.40
.41
.42
.43
.44
.45
.46
.47
.48
.49
.50

Hours
10.4
10.8
11.2
11.6
12.0
12.4
12.8
13.2
13.6
14.0
14.4
14.8
15.2
15.6
16.0
16.4
16.8
17.2
17.6
18.0
18.4
18.8
19.2
19.6
20.0

FTE
.51
.52
.53
.54
.55
.56
57
.58
.59
.60
.61
.62
.63
.64
.65
.66
.67
.68
.69
.70
.71
.72
.73
.74
.75

Hours
20.4
20.8
21.2
21.6
22.0
22.4
22.8
23.2
23.6
24.0
24.4
24.8
25.2
25.6
26.0
26.4
26.8
27.2
27.6
28.0
28.4
28.8
29.2
29.6
30.0

FTE
.76
.77
.78
.79
.80
.81
.82
.83
.84
.85
.86
.87
.88
.89
.90
.91
.92
.93
.94
.95
.96
.97
.98
.99
1.00

Hours
30.4
30.8
31.2
31.6
32.0
32.4
32.8
33.2
33.6
34.0
34.4
34.8
35.2
35.6
36.0
36.4
36.8
37.2
37.6
38.0
38.4
38.8
39.2
39.6
40.0

PeopleSoft Empl Classes

Empl Class

Title

Definition

Professional/Administrative

Exempt staff paid on a monthly basis. Both regular and

Code
A

temporary employees
F

Faculty

Any employee whose duties are teaching.

Student Workers

Student employees including work study, non college

work study

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Support Staff

Non-exempt employees who are paid hourly and are

eligible for overtime and compensatory time. Includes
clerical, technical hourly paid, police officers, service,
and skilled crafts

Faculty Overload

Additional teaching duties assigned to a regular full time

faculty

Retired

A State of Texas or TRS retiree who is working

S*

Grad Assistants

Teaching Assistants, Graduate Assistants, and Teaching

Fellows

NOTE: * Does not apply to UHD. We currently do not have Grad Assistants

PeopleSoft Officer Codes

Code

Title

Definition

9 pay 9 Faculty

Faculty on 9 month contracts, elects pay in 9 checks

9 pay 12 Faculty

Faculty on 9 month contracts, elects pay in 12 checks

C*

10 month Faculty

Faculty on 10 month contracts, elects 10 checks

D*

11 month Faculty

Faculty on 11 month contracts, elects 11 checks

12 month

Administrative faculty on 12 month contracts, 12 checks

Fall semester

Faculty appointment for fall semester only

Spring semester

Faculty appointment for spring semester only

Summer

Faculty summer teaching

Non-Standard Calendar

Teaching for less than regular semester

None

All non-faculty employees ( staff and students)

O*

10 pay 12 Faculty

Faculty on 10 month contracts, elects 12 checks

P*

11 pay 12 Faculty

Faculty on 11 month contracts, elects 12 checks

Note: * Does not currently apply to UHD faculty. We do not have 10 and 11 month
teaching contracts.

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eForms

Overview
The electronic Form (ePRF Form) allows the user to request to create a new position,
update an existing position, or inactivate a position. By updating an existing position, the
user can request to change the funding on a position or transfer the position to another
department. The user can also request to change the classification/rank or standard
hours/FTE on a benefits-eligible position. The ePAR is used to create a new job record,
change an existing job record, change the employment status, or create additional pay.
Use the eForms Home Page to navigate to the Start a New Form or View an eForm

Navigation: Department Self Service > eForms Home Page > Start a New eForm > Select the appropriate
form.
To select the link
1. Click on Start a New eForm

Refer to the individual procedures handbooks and training materials developed by UHS for completing
and approving a Personnel Action Request (ePAR), Person of Interest (ePOI), or Position Request
(ePRF).

20

Understanding Dates in PeopleSoft

Listed below are dates currently assigned specific uses and meaning in PeopleSoft HR Job Data. Other
dates found but not described are currently not in use.
Work Location Panel
Effective Date: The date that the action shown in the Action/Reason takes effect.
Last Start Date: This date defaults from the hire date. For employees who were hired prior to 9/1/01
when PS was implemented it defaulted to 9/1/01 because this date did not exist in legacy system. It
basically has no meaning.
Position Entry Date: The date the employee went into current position number. It is system generated
and changes only when the employees position number changes. Updates to the position (such as a job
code change), does not change this date because the position number does not change.
Department Entry Date: The date the employee began employment in current department.
Job Information Panel
Effective Date: Same as the effective date on the Work Location Panel
Entry Date: The effective date that an employee has been in the current Job Code. This date is system
generated and changes only when the job code assigned to the employees position changes. Updates to
the job code (such as a title change), does not change this date.
Salary Plan Panel
Grade Entry Date: The date the employee entered their current grade level. The grade and effective
date is set at the job code level on panels exclusively for job codes maintenance. This field is populated
with data from the job code panel.
Employment Information Panel
Original Start Date: The date the employee was originally hired by the University of Houston System.
It is not adjusted for breaks in service and will never change.
Last Start Date: The last date that the employee was rehired. For employees who converted 9/1/01 to
PS from the legacy system, this date shows 9/1/01. We currently do not use this date.

First Start Date: The first time the employee was hired. This date is currently not used and defaults
from the original hire date.
Org Instance Service Date: This date represents the most recent hire date of continuous UHD service,
including student and temporary employment.
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Company Seniority Date: Represents total years of cumulative service at the component campus,
including non-benefits eligible employment. This date must be updated for breaks in service. It should be
calculated at the time of hire, rehire, and following any breaks in service for a full calendar month (unless
FMLA leave).
Benefits Service Date: Represents total years of cumulative State of Texas Service. This date is used for
vacation and longevity pay. This date must be adjusted for breaks in service.
Seniority Pay Cal Date: This date is determined by the Compensation Manager and is updated to
indicate the date employee has being performing current job. This date is based on duties assigned to the
employee and is independent of position entry date and job entry date.
Probation Date: This date is currently used by the System as the hazardous duty date and represents the
total months of hazardous duty service with the State of Texas.
Professional Experience Date: The most recent date the employee was hired by the component campus
in a benefits eligible position. This date represents continuous benefits-eligible service.

The Hiring Process

A major function of Employment Services and Operations (ESO) is the assistance given to departments in
advertising for vacant positions, screening applicants, and the final selection of a new employee. In order
to successfully complete this process, ESO uses PeopleAdmin and has developed set procedures to the
hiring process so that all parties involved are included in communications and developments related to a
vacant position.
The Position Requisition
ESO receives a Position Request and Position Announcement when there is a benefits eligible faculty or
staff position to be filled, either because of replacement or a new position has been authorized. The
Position Announcement with the advertising text must be attached to the position request when it is
submitted for approval.

Once the position request is approved, a Position Requisition is created by ESO in PeopleAdmin.
The hiring manager will receive an automated notification that the Position Requisition has been
created and is ready for review. The hiring manager approves the Position Requisition or notifies
Employment Services of desired changes.

The Employment Coordinator and hiring manager develop qualifying questions to be added to the
on-line application based on the duties outlined in the job description. The Hiring Manager may
also submit qualifying questions for the on-line application along with the advertising text.

If the vacant position requires a Screening Committee, the hiring manager identifies proposed
committee members on the Position Announcement.

Employment Services forwards a copy of the Position Announcement form to the IT department.
By this action, the IT department is made aware that a new position exists and is in the process of
being filled. This will provide IT advance notice of the anticipated needs of the new employee, i.e.,
PC, phone, long distance authorization, and access to various applications (PeopleSoft, Banner,
etc.).
22

Advertisement
Upon approval of the qualifying questions and the job announcement by the hiring manager, the position
is ready for posting. Employment Services posts the approved Position Requisition to the Employment
site within 24 hours of receipt.

All positions must be posted for at least 10 business days.

Electronic posting on the Employment site may be accessed from any computer, 24 hours a day.

Job openings for faculty or staff may also be advertised through newspapers, professional journals,
and with professional associations. The Employment Coordinator works with the hiring manager to
determine where the job will be posted.
On-Line Applications
All applications for posted positions must be completed on-line through PeopleAdmin. Current
employees who wish to apply to transfer to a vacant position that is posted on the ESO employment
website must also complete an on-line application. Applicants have the capability to attach resumes and
other documents to the on-line application.

Once the application is saved in PeopleAdmin, the applicant will receive a confirmation number that
their application has successfully processed. The system will also give a message to applicants who
do not meet minimum requirements that their application does not meet the minimum requirements
for the job.

Applicants must complete an on-line application for each position for which they want to apply. If
the applicant withdraws their application for a position they cannot reapply for the same position.

The EEO data sheet is attached to the application and may be completed by the applicant when
applying for a position. It is optional and does not cause the application to be rejected if not
completed by the applicant.

Although it is a part of the on-line application, once the application is saved the EEO data sheet is
accessible by ESO only and cannot be viewed by Hiring Managers and Search Committee members.

PeopleAdmin screens faculty and staff applications for minimum job qualifications reflected in the
job description unless otherwise specified by the hiring manager.
Selection Process
Employment Services releases applicants to the hiring manager. The hiring manager is notified of new
applicants via email.
Employment Services will prescreen all applicants based on minimum
qualifications prior to forwarding to the hiring manager.
The Hiring Manager or Screening Committee members must view applications on-line in PeopleAdmin.
For those who prefer working with hard copy applications, PeopleAdmin has the capability to print a hard
copy of the application and attached documents.

In order to log onto PeopleAdmin, a User ID is required.

The Hiring Manager should contact the Employment Coordinator to request a User ID at the time
the position request is submitted for approval.

Once the Hiring Manager is assigned a User ID, it may be used for all future activity in
PeopleAdmin.

If a Screening Committee reviewing and interviewing applicants for a posted position, the
Employment Coordinator will create a Guest User ID and provide it to the Screening Committee
Chairperson.
23

It is the Chairpersons responsibility to distribute the Guest User ID to all committee members.
The Guest User ID will allow the users to view the applications submitted for the position associated
with their respective Screening Committee.

Employment Services will provide upon request an online pre-employment and educational skills
assessment, if needed, to assess applicants competency in many areas, such as specific software
(Microsoft Word, Excel, etc.), clerical, bookkeeping, industrial, etc. If applicants are to be tested, the
hiring manager should contact Employment Services and arrange for testing. Test results will be e-mailed
to the hiring manager within minutes of test completion.
The job posting is closed in PeopleAdmin and all ads are pulled from job bulletin boards.
(Note: Any time prior to the original closing date for posting a hiring manager may instruct ESO to place
position on hold if he/she feels that there are sufficient applications to make a selection. However, this
may not be done prior to the minimum posting requirements).
The final status of all applicants must be updated by the hiring manager in the PeopleAdmin system.

The hiring proposal section is filled in by the hiring manager, and Employment Services is
automatically notified that the position is filled.

Once Employment Services is notified that the position has been updated, the EEO Summary and
the Applicant List reports are run and the information is then updated on the Position and Candidate
Tracking spreadsheet.

The reports are then filed accordingly and the file closed.
Background Check
If the position request indicates that the position is a security sensitive position, the applicant must fill out
a Personnel Screening Questionnaire enabling the university to receive information regarding the
applicants personal and professional history.

Upon completing the Security Sensitive Position Questionnaire, the applicant will be provided with
a copy of A Summary of Your Rights Under the Fair Credit Reporting Act.

The information must be received before an offer letter is generated. Exceptions to this policy may
be indicated in the offer letter, saying offer is contingent upon receiving an acceptable background
check.
Employment Services will notify the hiring manager of the results of the Security Sensitive Position
Questionnaire. If the results reflect a criminal history, the VP of Employment Services and Operations
will evaluate the results against job-related criteria and will make a recommendation as to whether the
applicant is employable or not recommended for employment. If the applicant is not recommended
for employment, the VP of Employment Services and Operations will issue a report to the hiring
authority, who may accept the recommendation and reject the employment of the applicant, or may
request permission to hire through the appropriate vice president and VP of Employment Services and
Operations.
Offer/Acceptance Letter
The hiring department is responsible for preparing an offer letter to be sent to the applicant. The hiring
department should have the application/resume, VITA, letters of recommendation, original transcripts,
and any other required documents before the offer letter is prepared.
24

The offer letter should include:

the starting salary,

pay option information for faculty,

and a brief summary of the duties expected of the applicant.

The manager will send the offer letter along with required documents, including the Employee Data
Sheet, Security Sensitive Questionnaire, SOS Page, and List of Acceptable Documents to the applicants
home address. The starting date should be on a Monday, preferable two weeks from acceptance date.
Note: Offer letters to new faculty are prepared by the department and then forwarded to the VP for
Academic Affairs along with the faculty folder. They are reviewed by the VP for Acedemic Affairs then
forwarded to the President for his signature.
Upon receipt of the accepted offer letter, the hiring manager will forward a copy of the letter and the
Employee Data Sheet to ESO.

Employment Services will forward the Telecommunications Service Authorization Form, Compute
Account access Form, and Key Request Form to the hiring manager for completion. Upon
completion, the hiring manager will return all forms to Employment Services.
Once the forms are received in Employment Services, they will be scanned and forwarded to
IT/Telecommunications, and Facilities so that access can be set up for the new employee prior to the
start date.
Employment services will keep the original forms until the employees start date.
When the new employee begins employment, he/she must sign the policy acknowledgement section
of the Computer Account Access Form before any account access is given.
The policies will be provided to them on a CD.
Employee Data Sheet

The Employee Data Sheet is an ESO form that contains information about the applicant that according to
federal regulations must be collected or verified. The information on the Employee Data Sheet is also
necessary for the completion of the Personnel Action Request (ePAR) that should be sent to ESO on or
before the new employees first day of employment. This form is included with the offer letter and
should be faxed back from the new employee to the Employment Coordinator.
New Employee Orientation and Sign-up of Student Employees
All new benefits eligible staff employees will begin employment on a Monday. New staff employees are
required to attend an all day New Employee Orientation which will encompass new employee sign up,
welcome video, policies/procedures, benefits, insurance and retirement, mandatory training(s), IT
training, and a tour of the campus. During the tour, the employee will have the opportunity to obtain their
parking permit and UHD card.
Every new employee, including faculty and student employees, must complete the I-9 and other federal,
state, and university documents on or before their first day of work. Student employees who are not
required to attend the new employee orientation should report to Employment Services on or before their
first day of work for sign-up, including completion of the I-9 form. Sign-up for student employees is
conducted from 9:00 to 11:00 a.m. and from 2:00 to 4:00 p.m. daily.
25

As a part of the I-9 process the new employee must provide work authorization documents (proof
of right to work in the United States), which must be reviewed and certified by ESO by the
employees third working day.

Failure to complete this I-9 form properly and timely by the employee and ESO can result in
heavy monetary fines for the University.

The department prepares the Employment Authorization Request (EAR) form on all newly hired
employees. Student employees must bring the EAR form with them to signup.

The EAR lists the employees name, title, employing department, FTE, benefits eligibility status,
and the employment start date.
The Employee Data Sheet and signed employment application should be attached to the EAR
when the employee brings it to ESO. If they are not attached, then the ESO will require the
employee to complete them during the sign-up process. The electronic application may be printed
and signed by the employee.
All documents completed by the employee during the sign-up process, the EAR, the Employee
Data Sheet and the application will become a part of the employees permanent personnel file.

ESO will return a copy of the EAR form to the department indicating that the employee has presented
acceptable proof of right to work and the employee is cleared to begin work; or that the employee may not
be allowed to work for failure to successfully meet the INS requirement for eligibility to work in the
United States.
If the employee does not present acceptable proof of the right to work, he/she will be treated as not having
met the eligibility requirements until acceptable proof is presented.

The hiring department will be advised that the employee may not work until the I-9 certification is
completed and the employee has presented acceptable proof of eligibility to work in the United
States.
The hiring department will be instructed to process the necessary PAR and timesheet to pay the
employee for any days that they may have already worked during the I-9 certification process.
Certification of Social Security Number

In accordance with federal regulations, all employees are now required to present a social security card to
ESO for W-4 or tax purposes. This is required even if a passport was used for the I-9 certification.
Employees may not be paid until a copy of their social security card is attached to the W-4 form for
payroll purposes. Employees who do not have their social security card must apply for a replacement
card from the Social Security Administration. The receipt where they have applied should be
immediately brought to ESO and the card should be presented upon receipt of it.
Retention of Applications
Applications for positions that are completed on line through PeopleAdmin are retained on line and it is
not necessary for the hiring manager or Search Committee to send copies of on-line applications to ESO.

If there are documents that could not be attached to the application and Search Committee notes that
should be retained, they should be sent to ESO.
26

The documents should be clearly labeled with the position title, hiring department, date of search,
and any other data that will identify the on-line posting and applicant.

The Applicant Flow Form is also prepared in PeopleAdmin.

In order for the Applicant Flow Form and any reports prepared by ESO to be correct, the hiring
manager must update the applicant status in PeopleAdmin.

The Hiring Manager and/or Search Committee must still send applications and the Applicant Flow Form
to ESO if the position allowed for completion and submissions of an application other than through
PeopleAdmin.

The Search Committee files should be clearly labeled to include the hiring department, position title,
date of search, and any other data that will identify the on-line posting.

The application, other documents, and Search Committee files are retained by ESO for no less than
two years before they are destroyed.

If applicants have applied both on-line and through the paper application/resume process both of the
above steps may be required.
Payroll Procedures

Processing a Personnel Action Request (ePAR).

The ePAR is the electronic form used to set up or change employee information or job information
in the PeopleSoft HR database. There are currently four (4) types of ePARs that may be submitted
on an employee through eForms.
1.
2.
3.
4.

Hire ePAR
Change or edit an existing job
Change of employment status
Additional Pay

The ePAR is initiated in the employing department and routed through the Department
Head/College Business Administrator and then through the Division Business Administrator for
approval before appearing on the Payroll worklist. Some ePARs may also route to the Vice
President for Employment Services and Operations prior to routing to Payroll. All routings are
pre-set in PeopleSoft based on the type of ePAR and the reason it is being submitted.

ePARs are initiated in ESO for staff new hires and employees going on medical leave or returning
form medical leave.

27

The Payroll staff members receive an e-mail whenever an ePAR is in their worklist to be
approved. All ESO staff who have payroll level of security will receive the e-mail, although only
one person needs to approve it.

As a best practice, employees with approval responsibility should check their worklist on a daily
basis, even if no e-mail notification is received, a standard procedure.

When approving an ePAR form the worklist, the following items should be checked.
1.
2.
3.
4.
5.
6.
7.
8.
9.

Position number
Job title
Pay Rate
Officer Code
Empl class
If the position is a new one or replaces an existing job
Start date of the action
If the position should have a termination date or short work-break date
Review comments for clarification on what the ePAR is suppose to accomplish

If any of the data appears to be incorrect, the approver can make the correction, notify the initiator
and add comments explaining their change to the ePAR; or the approver can re-cycle the ePAR
back to the initiatort for them to make the corrections.

Once the ePAR is approved, a copy is printed and date stamped with the date it was processed.
The hard copy is given to the Records unit to scan into the employees electronic file in Fortis and
to the Benefits Coordinator to update benefits enrollment information.

Please refer to eForms for specific information on completing the ePAR.

For new hires, the personal information, W-4 tax information, and direct deposit account
information must be set up in PeopleSoft at the time that the ePAR is processed based on the
documents submitted along with the ePAR, even if this data already exists in PeopleSoft. The
reason being is that the information may have changed since the employee was added to
PeopleSoft.

Timesheet processing

UHD processes two types of payrolls - regular and off-cycle. Within each, there is monthly and biweekly
payrolls to be data entered and approved.

The monthly payroll for exempt staff and faculty uses an electronic timesheet that employees use to report
exception time only.

The biweekly payroll for hourly paid non-exempt staff uses a paper timesheet that employees use to report
total hours worked and any leave taken.

28

Bi-weekly Timesheets

Each university component is responsible for the printing, distribution, and data entry of bi-weekly
timesheets. Persons with authority to print timesheets for UHD are the Payroll Manager and Payroll
Technician.

Timesheets are printed and distributed to departments via inter-office mail prior to the end of the pay
period. The department administrative assistant/ business manager is responsible for distributing the
timesheets to individual employees within the department.
The department should notify the Payroll Manager of any employees for whom timesheets were not
received.
1.
The Payroll Manager verifies that an active job assignment exists in PeopleSoft,
2.
provides the department instructions for preparing a timesheet, or
3.
notifies the department that an ePAR needs to be done to set up the assignment.

If a timesheet is received for a terminated employee, the department should immediately process a
terminating ePAR or research the status of one that has already been submitted.
If an employee submits a handwritten or typed timesheet, all information including position number, pay
rate, job record, etc. should be verified in PeopleSoft.

The Bi-weekly pay period ends every other Tuesday and the timesheets are due in ESO by 10:00 a.m. that
Wednesday.

As soon as pay-lines are created, priority is given to entering all hours posted on timesheets so that the
UHS payroll office can prepare a calc. Once a calc is done, departments may run their trial verification
reports and check the accuracy of the data entry and scheduled hours to be paid employees.

Department should advise the ESO payroll office of any data entry errors so that corrections can be made
before the bi-weekly payroll is confirmed.

Biweekly timesheets are scanned and indexed by pay period and employee ID after the payroll is
completed.

Monthly Timesheets

Exempt staff and faculty report exception time and must submit an electronic timesheet accessible through
PASS.

If there is no paid or unpaid leave to report, then a timesheet does not have to be submitted for the month.

UHD procedures still require that employee submit an application for leave and obtain approval from their
supervisor in advance of taking the leave.

Employees may code leave hours on their timesheet from the first to the last day of the month.

Timesheets submitted by an employee for approve of leave is routed first to the manager or time approver
who has authority to approve leave. All managers should have a method of keeping track of leave taken by
their subordinates. Managers should approve all electronic timesheets by the 5th day of the following
month.

29

After the manager approves the leave reported on the timesheet, the timesheet is then routed to the office
support staff responsible for running the payroll verification reports and reconciling the departmental leave
records. This person is known as the pay approver and their responsibility in e Time and Labor is to verify
that there is an approved leave request to correspond with the leave reported on the electronic timesheet.

Once the pay approver has the appropriate supporting documents for leave reported on the timesheet, the
pay approver approves the time sheet. Pay approvers should approve all payable time by the 10th of each
month for the prior month.

It is the responsibility of the pay approver to notify the manager of any employee who has requested and
been approved for leave but has not submitted a timesheet.

The manager may contact the employee to complete a time sheet or initiate one directly in manager self
service.

After the timesheet is approved by the pay approver, the hours submitted will be reflected on the next
monthly payroll.

The payroll office will notify department to run their trial verification report as soon as the office is advised
by UHS payroll that a monthly cal has been done. The trial verification report allows the department to
verify that all employees are scheduled to be paid and they may also check that leave reported on the
timesheet will update the employees leave balances.

If any corrections need to be made to a monthly timesheet, the department may do so after the trial
verification is run but before the final payroll confirms. Once the payroll confirms all corrections must be
done on the off-cycle payroll.

All approved leave request form are sent to ESO to be scanned as a part of the employees leave records.

30

Navigation Tips for Time and Labor

System
User
Time
Reporter

Action

Navigation

Complete
timesheet

Pay
Approver

Add, or reassign
a time approver

Pay
Approver

Add time
reporters

Pay
Approver

Reassign time
reporters

Pay
Approver

Delete time
reporters

Pay
Approver

Approve payable
time

Time
Approver

Approver
reported time

Time
Approver

Initiate timesheet
for person on
leave

Log into PASS as normal.

Select Time Reporting
Select timesheet
Set the view by and date can be one day, one week or pay period
Complete timesheet and then submit
Log into PS HR
Select Manager Self Service
Select Time Management
Select Maintain Payroll Approver
Select add, or reassign time approver
Log into PS HR
Select Manager Self Service
Select Time Management
Select Maintain Time Approver
Enter Empl ID of time approver
Select Add time reporters
Enter Empl ID of reporter to be added or enter Dept to search for
employees
Log into PS HR
Select Manager Self Service
Select Time Management
Select Maintain Time Approver
Enter Empl ID of time approver
Check the box of time reporter to be reassigned, click reassign time
reporter
Enter Empl ID on new time approver for the employee
Log into PS HR
Select Manager Self Service
Select Time Management
Select Maintain Time Approvers
Enter Empl ID of time approver
Check the box of time reporter to be deleted and click delete
selected time reporters
Log into PS HR
Select Manager Self Service
Select Approve Time
Select Payable Time
Enter Pay Group ID and click Get employees
Log into PS HR
Select Manager Self Service
Select Time Management
Select Approve time and Exceptions
Log into PS HR
Select Manager Self Service
Select Time Management
Select Report time
Select Timesheet

31

ESO Termination Guidelines

Voluntary Terminations
1. In accordance with PS 02.A.22, a Personnel Action Request (ePAR) must be submitted to
Employment Services and Operations (ESO) no later than three (3) working days from the date of
official, written notice of resignation/retirement. A copy of the letter of resignation should be
attached to the ePAR.

The Department is responsible to initiating the ePAR on voluntary resignations.

The ePAR must state any vacation leave, accrued but not taken (and eligible sick leave in
the event of the employees death) that is to be paid upon termination.
2. The employee must complete the UHD Termination/Transfer Clearance form (including benefits
eligible faculty and staff, as well as adjuncts, temporary, and student employees). As part of the
clearance, the employee should:

Return all tools, uniforms, equipment, credit cards, manuals, and other university property
in his/her possession to the supervisor.

Return the university and departmental employee identification card.

Return all keys to offices and/or buildings.

Return all library materials to the library and/or pay any outstanding library fines.

Settle all financial matters and/or indebtedness to the University of Houston System
components.

Pay any outstanding parking tickets, and return parking access cards.
3. All terminating employees are required to meet with the Employment Coordinator, to complete an
Exit Survey form.
4. Benefits eligible faculty and staff are encouraged to meet with the Benefits Coordinator to
complete any necessary forms and discuss continuation of benefits, if applicable.
5. Employees who voluntarily resign will assume to be eligible for rehire, provided that they were in
good standing with the University at the time of resignation. Good standing means that there were
no disciplinary actions, including possible suspension and/or termination pending at the time of
resignation.
Involuntary Terminations
1. Managers should meet with the Vice President for Employment Services and Operations and
provide full details of reasons and incidents resulting in a need to terminate an employee. The
manager may not move forward with termination until the Vice President for ESO approves such
action.
2. The Vice President of the respective division should be advised of plans to terminate an employee.
3. Involuntary terminations must be in writing on the ESO-approved template. The written notice is
submitted to the Vice President for ESO to review content and language of the termination letter
before it is given to the employee.
4. The Vice President for ESO may consult with the UHS General Counsel regarding the dismissal
process, reasons, and written notice as it is deemed necessary.
5. It is recommended that a representative from ESO be present during the dismissal meeting.
Benefits can be discussed at this time.
6. Employees should clear out offices in the presence of the manager, ESO representative, or other
person in authority.
32

7. Terminated employees should not be permitted to copy files, personal or otherwise, after
termination. The terminated employee should provide the manager a list of files they wish to have
and ESO will arrange for IT to download requested files, telephone directories, and other items to
a disc and the delivery of disc to the employee.
8. The Vice President for ESO or designee will be responsible for completion of the clearance form
prior to the termination. The employee will be advised during the dismissal meeting of any
outstanding fines, equipment, or other indebtedness to UHD that needs to be resolved.
9. The manager is responsible for the collection of uniforms, tools, laptops, and other departmental
equipment issued to the employee. ESO will collect keys, ID cards, cell phones, pagers, and PCards during the dismissal meeting.
10. The signed Notice of Dismissal from Employment must be submitted to the Vice President for
ESO following the dismissal meeting. If the employee refuses to sign, this should be noted on the
notice. The employee must be provided a copy of the notice and the department should keep a
copy for their records.
11. ESO will prepare the terminating ePAR and and provide the department a hard copy once it is
executed in PeopleSoft.

The ePAR should include any accrued but unused vacation to be paid.

The ePAR should indicate an action/reason of Involuntary Termination and the

appropriate reason.

For exempt employees who are exception time reporting, the PAR should include any
salary overpayments and action taken to correct the overpayment.
12. Involuntary terminations in most instances are not eligible for rehire.

The Rehire Eligibility Chart outlines reasons for which a terminated employee may be
eligible for rehire and those for which he/she is not.

ESO will enter in PeopleSoft whether or not the employee is eligible for rehire based on
the eligibility chart.
Termination Reason and Rehire Eligibility Chart
Termination
Reasons
Reduction in
Force
Job
Abandonment
Misstatement of
application
Attendance

Performance

Specifics of termination
A persons job is eliminated
A person stops reporting to work, does not give a reason and fails to
return by a specified date. (Considered a form of resignation).
Falsification of information to secure a university position or other
benefit.
Continued tardiness or excessive absenteeism, including absence
without approved leave, habitual improper use of sick leave,
habitual pattern of failure to report for duty at the assigned time and
place.
Repeated acts of inefficiency, incompetence, or negligence in the
performance of duties. (Employee lacks ability to do the job)
Flagrant acts of inefficiency, incompetence, or negligence in the
performance of duties. (Employee refuses to do the job).
Improper use of university property or equipment, including waste
of materials, supplies or technology resources, and/or carelessness

Eligible for
rehire
Yes
No
No
Yes

Yes
No
No
33

Misconduct

Gross
Misconduct

resulting in damage to the universitys tools, equipment, supplies or

other property
Failure to obtain or properly maintain a current license or certificate
required by law as a condition for performing the job
Participation in any action that would disturb the safe and efficient
operation of UHD
Participation in or knowledge of dishonest actions, including, but
not limited to, theft, misappropriation or unauthorized use of
university funds or property or failure to report knowledge thereof
(knowledge includes, but is not limited to, witnessing the dishonest
act or receiving direct information from the perpetrator of the act)
Insubordination, willful disobedience, and /or refusal or failure to
follow directives or perform work properly assigned by a supervisor
Engaging in employment or discharging duties which present a
conflict of interest.
Unacceptable use of the Internet, including use of departmental
computers, equipment and/or networks to access, display, store,
print, copy or transmit any obscene, harassing and/or discriminatory
materials (as commonly defined by applicable Federal and/or Texas
laws) or use for private business or financial gain
Unprofessional conduct, including, but not limited to, use of
offensive or obscene language, offensive behavior, misconduct, etc.
Possession of illegal and /or unauthorized drugs on university
premises or while on university business; the abuse of drugs and/or
alcohol and/or illegal or unauthorized drugs, including any habitforming or disabling substance not prescribed for the employee by a
physician.
Accepting of gifts, monies, or other things of value intended as an
inducement to perform or refrain from performing any official act.
Disorderly conduct, horseplay, or abusive language on university
premises
Falsification of time sheets, personnel records or other institutional
records
Unauthorized release of confidential information from university
records
Fighting, encouraging a fight or threatening, attempting or
deliberately causing injury to another person on university premises
Criminal conduct other than a minor traffic violation, or employees
failure to report his/her criminal conduct, that would adversely
affect an employees work performance, impact the work
environment, or cause major discredit or embarrassment to the
university, including commission of any criminal act when the
university is the victim or an criminal act against another party of
the universitys premises
Possession of unauthorized and unlawful firearms, or other
dangerous weapons on university premises.
Commission of an act which could constitute a violation of federal,

Yes
No
No

No
No
No

No
No

No
No
No

No
No

No
No
34

state, or local criminal laws.

Distribution and sale for monetary gains of illegal and /or
unauthorized drugs on university premises or while on university
business.
Commission of any act of moral turpitude, including sexual
harassment or sexual assault of another employee, student, or visitor
Repeated and/or serious violations of the university Sexual
Harassment Policy (PS 02.A.15), Affirmative Action Policy (PS
02.A.20) and Equal Opportunity Policy (PS 02.a.21); and/or any
other discrimination/harassment policy.
Failure to pay monies owed or satisfies other personal financial
indebtedness to any component of the University of Houston
System.

Other

Probationary

Voluntary
termination

Employee terminated during probationary period for inability to

learn and perform job
Employee terminated during probationary period but had been
warned of attendance needing improvement.
Employee terminated during probationary period but instances of
performance violations, misconduct, insubordination, policy
violations, criminal activity, or other activity that could put UHD at
risk occurred.
Retirement
Another job
Medical reasons
Relocating
Educational opportunities
Personal reasons
Other or no reason given

No

No
No

No, unless
financial
obligations
are cleared.
Yes
Yes
No

Yes
Yes
Yes
Yes
Yes
Yes
Yes

Family and Medical Leave

EMPLOYEE RESPONSIBILITIES

Notify supervisor of the need for leave.

Advise supervisor and Benefits Coordinator of period of leave and if it is to be taken intermittently.
Provide medical certification from physician to support need for leave to Benefits Coordinator.
Discuss benefits (including other leave options), make insurance changes and/or arrange premium
payments with Benefits Coordinator.
Maintain periodic but on-going communications with the supervisor or Benefits Coordinator of progress
and intent to return to work.
Notify Benefits Coordinator of any change in circumstances for which leave is being taken.
Provide the supervisor and Benefits Coordinator with a fitness for duty certification upon return to work if
leave taken was for the employees own serious health condition.

35

EMPLOYER RESPONSIBILITIES

Benefits Coordinator certifies the employees eligibility for FMLA leave.

Benefits Coordinator sends the employee a written response to the leave request detailing the eligibility for
leave, expectations, and obligations of the employee.
Benefits Coordinator approves/denies FMLA leave in accordance with state and federal regulations.
Benefits Coordinator notifies the supervisor of all approved FMLA leave and prepares a Personnel Action
Request to place the employee on paid or unpaid leave.
Supervisor submits timesheets to pay biweekly employee or adjust leave balance on monthly paid
employee if paid leave is taken concurrently with FMLA leave.

THE FIVE STEPS OF FAMILY AND MEDICAL LEAVE (FMLA)

Step I

Step II

Step III

Step IV

Step V

Notification of a need for FMLA leave:

The employee advises ESO of a need for FMLA leave
The ESO determines if the employee meets eligibility requirements.
Obtaining the necessary documentation:
ESO provides the employee a written notice of their right for FMLA leave.
The notice advises the employee if paid leave will be substituted for unpaid FMLA leave,
advises that medical certification is needed to support leave request, and provides other
conditions of the leave.
The employee provides the medical certification from their physician.
Approving FMLA leave:
The Benefits Administratorr reviews supporting documents, approves or disapproves the
leave request, and completes the Employer Section of the FMLA leave request form.
The Benefits Administrator advises the supervisor of approved FMLA leave.
A notice of the approved or disapproved leave is provided to the employee by the Benefits
Administrator.
The Benefits Administrator initiates an ePAR to place the employee on leave.
Coordinating the benefits during FMLA leave:
The Benefits Administrator reviews the employees benefits and notifies the employee of
other leave options and insurance premiums.
The Benefits Administrator will advise the employee of any additional documents related
to the FMLA leave that is needed in Employment Services and Operations.
The Benefits Administrator advises ERS of any changes in the employees status that
effects group insurance premium payments.
The Benefits Administrator will assist the employee is applying for other types of leaves
such as short-term disability, long-term disability, and sick leave pool.
In the event the employee is approved for sick leave pool, the Benefits Administrator will
notify the supervisor of additional sick leave granted to the employee.
Return to work:
The employee must provide a doctors release to return to work if leave was for the
employees own health condition.
The department must return the employee to the same job or a comparable job with the
same pay and benefits.
The Benefits Administrator must initiate an ePAR to return the employee to active status.

36

 The employee must contact the Benefits Administrator to make changes or update the
group insurance.
Any remaining sick leave pool hours granted during FMLA leave must be transferred from
the employees balance back to the pool.

EMPLOYEE RIGHTS AND BENEFITS

Up to 12 weeks (26 for military caregiver) of unpaid FMLA leave in a

12-month period.
o
Group insurance continuation.
Employer contribution toward the cost of medical insurance.
Restoration to the same or an equivalent job upon return to work.
Retention of accrued benefits.
Protection from discrimination as a result of taking FMLA leave.

VALID REASONS FOR FMLA LEAVE

Birth of an employees child.

Placement of a child with the employee for adoption or foster care.
To care for a spouse, parent, or child with a serious health condition.
A serious health condition of the employee.
Military Family Leave Entitlements
in support of a contingency operation to address certain qualifying
exigencies,
to care for a covered service member with a serious injury or illness incurred
in the line of duty.

37