12 Easy Steps to Create an Employment Contract - UCLA - Human ....ppt

1,12easystepstocreateanemploymentcontract,campushumanresourcesemployment&compensationservicesoctober,2009,2,welcome&introductionsreviewpurposeforemploymentcontractprocess12easystepstocompleteanemploymentcontract/amendmentexercise-createanemploymentcontractdiscusscontractamendmentsquestions,agenda,3,peopleadminemploymentcontractstransitionpurpose,increaseefficiencyaddressauditissuesutilizeexistingtechnologypeopleadmindeliverconsistentresultsimprovepolicy/procedurecomplianceenhancerecordsmanagement/retention,4,employmentcontractworkflows(includingamendments),5,step1,beginbyloggingintopeopleadminasanemploymentpreparerorsubmitter.clickon“beginnewaction”justbelowthejobdescriptionsheading.,clickon“startaction”tobeginanewcontract.,step2,6,identifythejobanalysis(ja)numberoruseoneofthefieldsshowntosearchforcontractjobdescriptions.,step3,7,verifythatyouhavethecorrectjobdescriptionbyclicking“viewsummary.”ifitstheoneyouwanttouse,click“startaction”tobeginenteringthecontractfields.,step4,8,clickonthedesiredcontracttype.usethedateyouarepreparingtherequestasthe“dateofagreement”.entertheactualstartdateofthecontractinthebegindatefield.theenddateisthedatethecontractappointmentends.inordertoreceiveane-mailnotificationthatthecontractwillexpirewithin30days,enteradatethatis30dayspriortothedatethecontractwillexpireinthe“appointmentenddatereminder”field.,step5,9,step6,requestnumberisassignedbypeopleadminforyourfuturereference.,ifanemployeeisarehiredretireeanemployeeidisrequired.alinktotherehiredretireepolicyisprovidedforyourinformation.,theinformationinthissectionwillautomaticallypopulatefromthejobdescription.,salaryenterthesalaryasafulltimemonthlyratewithintherangeforthatposition.,changesinsalaryselectanoptionbasedonhowchangesinthesalarywillbemade:inaccordancewithppsm30orbywrittenamendmenttothecontract.,alinktothebenefitseligibilityisprovidedforyourinformation.,enterthepercentageoftimeoftheappointment.,10,step7,selectthesubmitternameandtheprimaryhiringmanagersnamefromthedrop-downmenutoreceiveemailnotificationofactionsconcerningthecontract/amendmentprocess.additionalemploymentandadditionalcompensationpreparers/submittersaresecondaryhrcontacts.itisalwaysbesttohavenamesselectedhereastheprimaryhiringmanagermaybeoutoftheoffice.theseindividualswillalsoreceivetheemailnotifications.,pssexempt,pssnon-exempt,mspnon-exemptonlyentertheappointmentbegin,endtime,anddaysoftheweekthattheindividualwillwork.,mspexemptonlythenumberofhourstobeworkedeachweekmustbeentered.thisisdeterminedbymultiplyingthepercentageoftimeby40hours.example:employeewillwork25%time(25%x40hours)=10hours/week,11,underthecommentssection,entercommentsfromeachusertobesharedwiththenextreviewerintheapprovalprocess.remembertodateandinitialallcomments.,step8,pleasenotethatthereissupplementaldocumentationstatingthatanexceptiontopaypolicywasapproved9/22/09rt,12,step9,clickheretoviewcontractsummary,fromthe“actionhistory”tab,click“continuetonextpage”andclick“edit”tomakefinalchangestothecontract.actionstatusifyourcontractisreadyforsubmission,click“routetoemploymentforapproval”andthenpresscontinue.thecontractwillbereviewedbyemployment&compensationservices.,13,step10,approvalemailoncethecontracthasbeenapprovedbyemployment&compensationservicestheresponsibleuserswillreceiveadetailedemailindicatingtheapprovalofthecontract.,14,step11,oncethecontracthasbeenapproved,inordertoprintandobtainsignatures,clickonsearchactionsenterthedepartmentname/codeandemployeelastnameorthejobanalysis(ja)numberandtheemployeelastnameandclickonsearch.,15,clickongetreportslistlinkundercontracttypeandselecttheappropriatecontractreporttoviewthecompletedcontract.,16,step11,departmentmustprintthecontractthenobtainappropriatesignature(s)andfilecontractinemployeespersonnelfile.,departmentisnowthe“officeofrecord”andmustretainoriginalsignedcontracts/amendmentsfor7years.,thesignedcontractcannowbescannedanduploadedunderthesupplementaldocumentationtabasshowninstep12.,17,thistabisusedtoattachtheapprovedandsignedcontractandanyotherinformationrelatedtothecontract.thesupplementaldocumentationtabisalsousedtoattachthetwoubenforms,138and1039,whencreatingacontractforarehiredretiree.,step12,18,employment&compensationteam,elainepetersemployment&compensationdirectorandersaskenasemploymentservicesconsultantluciedeancompensationservicesconsultantginnyflenoyemploymentservicesconsultantronguizadoemploymentservicesconsultantgwenkobayashiemploymentservicesconsultantryanleeemploymentservicesassistantjose