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Before you Begin Tips
1. Always use the Tab key to "enter" a field in an E-doc.
2. Only one transaction at a time can be performed on an individual. It must go through the entire routing and final approval stage before you can begin another. You will see the following message if you do a transaction while another one on the same person is enroute:
3. When you are in an E-doc, do NOT hit the X close window button (above right corner) to cancel the document. This will cause the document to be saved and you will get the above error message. ONLY use the
button to cancel the document to start over. There will be a "clean-up" of the system nightly and this employee will be cleared of the transaction so that you can complete it the next day if you receive this message.
4. Never use the
button on your Internet Explorer to return to the previous page. This may cause the document to crash and be saved. Again, the above message will appear. Only use the buttons on the document to Edit or Cancel. There will be a "clean-up" of the system nightly and this employee will be cleared of the transaction so that you can complete it the next day if you receive this message.
When are Acknowledgements Sent?
Add New Person eDoc
Create Position
Maintain Position (Reorganization)
eDocs the request a change in department (transfer, maintain funding (split funds), etc.)
Disapproved eDocs
Locking
If an eDoc is in the process of being routed, no other transaction can be made on the employee.
Exception: Hire and Maintain Person can be routed at the same time.
Adding a New Person
A person is any exempt, non-exempt, or hourly employee in your department
Add New Person is done ONLY if the person does not currently exist in the system.
Any field marked with an * requires a value.
Preferred First, Last, and Middle Name do not have an * but it is required information
NOT INDICATED is an acceptable Military Status
I-9 Status is always VERIFIED
I-9 Campus is IN
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Hiring a Staff Employee
Any field marked with an * requires a value.
If employee is Non-exempt, the Comp Rate should be an hourly dollar amount (i.e. 10.50).
If employee is Exempt, the Comp Rate should be a monthly dollar amount (i.e. 3500).
The position lookup does not provide a lookup on position history. Therefore, it is important that you have the vacant position number on hand before proceeding through the hire transaction.
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Maintain Person
A person is any exempt, non-exempt, or hourly employee in your department
Any field marked with an * requires a value.
If you currently have a phone number in the system, it cannot be changed with this eDoc. It will appear as xxx-xxx-xxxx. You may change it via the update Personnel Profile Form. This form can be found at http://www.hra.iupui.edu/coaf3.asp.
Preferred First, Last, and Middle Name do not have an * but it is required information
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Transferring a Staff Employee
Any field marked with an * requires a value.
A transfer is when an employee is moving to a different salary plan.
A transfer is when an employee is moving from hourly PERF to staff
A transfer is when a staff employee moves to an academic position or vice versa
If employee is Non-exempt, the Comp Rate should be an hourly dollar amount (i.e. 10.50).
If employee is Exempt, the Comp Rate should be a monthly dollar amount (i.e. 3500).
The position lookup does not provide a lookup on position history. Therefore, it is important that you have the vacant position number on hand before proceeding through the promote transaction.
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Maintain Pay Rate
Any field marked with an * requires a value.
Use this eDoc to change Standard Hours for Exempt Employees.
If employee is Non-exempt, the Comp Rate should be an hourly dollar amount (i.e. 10.50).
If employee is Exempt, the Comp Rate should be a monthly dollar amount (i.e. 3500).
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Promoting/Demoting a Staff Employee
Any field marked with an * requires a value.
A promotion is when an employee is moving upwards within the same salary plan.
A demotion is when an employee is moving downward within the same salary plan.
Review guidelines for appointing academic administrators.
If employee is Non-exempt, the Comp Rate should be an hourly dollar amount (i.e. 10.50).
If employee is Exempt, the Comp Rate should be a monthly dollar amount (i.e. 3500).
The position lookup does not provide a lookup on position history. Therefore, it is important that you have the vacant position number on hand before proceeding through the promote transaction.
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Leave of Absence/Return to Duties.
Any field marked with an * requires a value.
An employee should only be placed on a 100% LOA after they have exhausted there time-off benefits (PTO) and will be on leave for more than thirty (30) days. Otherwise, use sick/vacation to cover time off.
The Leave of Absence Request Form is still required and should be sent to Human Resources.
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Terminating an Employee
Any field marked with an * requires a value.
A termination is when an employee will no longer be employed at any Indiana University campus.
Do not terminate an employee if theyre transferring to another department or IU campus.
You must terminate Regular hourly, student hourly and Work Study students if they are changing hourly status or moving to an appointed position. The terminate eDoc with reason XST (Hourly Term/Hire to Staff) is done in this scenario. A hire eDoc is done for their new appointed position. EXCEPTION: Hourly PERF employees can transfer to an appointed position.
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
Hiring an Hourly Employee (including Work Study)
Any field marked with an * requires a value.
If employee is Non-exempt, the Comp Rate should be an hourly dollar amount (i.e. 10.50).
If employee is Exempt, the Comp Rate should be a monthly dollar amount (i.e. 3500).
Hourly positions are pooled positions regular hourly, student hourly, PERF hourly, Overtime only hourly and work study. The following are Work Study Employee Class codes.
The position lookup does not provide a lookup on position history. Therefore, it is important that you have the vacant position number on hand before proceeding through the hire transaction.
If at any time you need to cancel the eDoc you are processing, DO NOT click the X on the upper right corner of the document. Clicking the X will create subject locking on the employee or position id. Always use the
Do not use the browser back arrow to move to a previous page, this will create subject locking on the employee and/or position id.
