The Employee Action from screen allows users to request changes to an employee as it pertains to adding a position, changing a position, changing salary, adding a supplement, changing a supplement, removing a supplement, terminating a position, or changing an allocation, and contains the following tabs: Drafts, Templates, Request History, Pending Approval, and Approval History.
The profile permission Override Position Control Allocations, enabled via Setup > Profiles > Human Resources > Applicant Tracking section, allows users to approve employee action forms that override the number of positions available.
1. In the Human Resources menu, click Employee Action Form.
2. The Employee Action Form defaults to the Drafts tab.
3. Select the applicable Fiscal Year from the pull-down. The Fiscal Year defaults to the current year.
4. Enter the request Name in the provided text box.
5. Select the Type of request from the pull-down, such as Add a Position, Change a Position, Change Pay, Add Supplement, Change Supplement, Remove Supplement, Terminate Position, Change Allocation, or Hire Existing User.
The types of changes that can be requested displayed in the pull-down depend on your permissions enabled via Setup > Profiles > Human Resources tab. Note: In order to have access to the screen, you must have the Employee Action Form permission. In order to create and edit requests, you must have the Edit Requests permission. It is important to review all other permissions as well as they determine your capabilities while using Employee Action Forms.
6. Click Create.
7a. Complete the request and click Request.
7b. If you don't submit the request, it will be saved as a draft on the Drafts tab.
a. Select the View all users check box to view drafts created by all users including your own.
You have the option to View all users if the permission View all Requests is enabled via Setup > Profiles > Human Resources tab.
b. Click the Name field to edit the name of the request. Changes save automatically.
c. Click View to open the request and make selections, edits, as well as submit the request.
d. Click Duplicate to create a copy of the request draft.
i. In the pop-up window, enter a Name for new request and click OK.
e. Click the delete button (red minus sign) to delete the request.
Click Refresh at any time to refresh the screen and incorporate new information from the system.
Below is an example of a request to add a position for an employee.
1. Select the Employee from the pull-down.
Selecting the Employee displays the employee's job history in the Job section.
2. Enter the Job Group number in the provided text box.
3. Select the applicable check boxes to determine whether the new position will be the employee's Primary Position and or Primary Job.
4. Select the position Facility from the pull-down.
5. Select the employee's new Position from the pull-down.
6. Select the employee's new Job from the pull-down.
7. Enter the employee's Starting date in the provided text box.
8. Select the Step from the pull-down.
Steps are set up via Payroll > Maintenance > Slots/Steps.
9. The Hours Per Day field represents the daily scheduled work hours for a position or supplement and automatically populates based on the selected step; however, it can be edited as needed.
10. Enter or edit the Annual, Daily, and/or Hourly pay, if needed. These numbers default based on the position and step selected.
If there are Default Allocation(s) tied to the position as set up by the district via Human Resources > Position Control, they will display here.
11a. Click Override to populate the Override Allocation(s) section and make edits.
11b. Enter a new allocation in the Override Allocation(s) section starting with the Percent.
12. Enter the Reason for requesting a new position for the employee in the provided text box.
13. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
14. Type your Comments in the provided text box and click Post.
15. Click Request.
Below is an example of a request to change an employee's current position.
1. Select the Employee from the pull-down.
2. Select the applicable facility from the From Facility pull-down. This is especially important if the employee has an active employment record at multiple facilities.
3. If the employee's is working more than one position, select the applicable position from the From Position pull-down. If the employee is working only one position, the pull-down defaults to the employee's current position.
4. Select or enter the end date of the current position that is being changed in the Original Position Ends text box.
5. Select the applicable Termination Code from the pull-down.
6. Edit the Job Group, if applicable.
7. Select or clear the applicable check boxes to determine whether the new position will be the employee's Primary Position and or Primary Job.
The employee's current step/slot and wage data displays in the Step section.
8. Select the Facility from the pull-down for which the new position will take place.
9. Select the Move Unit check box to move the authorized amount on position control from the employee's previous position.
10. Select the new Position from the pull-down.
11. Select the new Job from the pull-down.
12. Select or enter the start date for the new position in the New Position Starts text box.
13. Select the applicable Step from the pull-down.
Steps are set up via Payroll > Maintenance > Slots/Steps.
14. The Hours Per Day field represents the daily scheduled work hours for a position or supplement and may automatically populate based on the selected step; however, it can be entered or edited, as needed.
15. Enter or edit the Annual, Daily, and/or Hourly pay, if needed. These numbers default based on the position and step selected.
If there are Default Allocation(s) tied to the position as set up by the district via Human Resources > Position Control, they will display here.
16a. Click Override to populate the Override Allocation(s) section and make edits.
16b. Enter a new allocation in the Override Allocation(s) section starting with the Percent.
17. Enter the Reason for requesting a new position for the employee in the provided text box.
18. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
19. Type your Comments in the provided text box and click Post.
20. Click Request.
Below is an example of a request to change an employee's pay.
1. Select the Employee from the pull-down.
2. If the employee's is working more than one position, select the applicable position from the From Position pull-down. If the employee is working only one position, the pull-down defaults to the employee's current position.
3. Select the applicable Step(s) from the pull-down that you want to change.
Steps are set up via Payroll > Maintenance > Slots/Steps.
4. Select the new Step from the pull-down.
5. The Hours Per Day field represents the daily scheduled work hours for a position or supplement and may automatically populate based on the selected step; however, it can be entered or edited, as needed.
6. The Number of Pays displays the total number of pay periods over which the salary or supplement amount will be distributed. This number typically reflects the payment schedule chosen for the position or supplement, such as 12, 24, or 26 pays per year, and helps determine the amount disbursed in each pay period.
7. Enter the Start Date and End Date (if applicable) for the change in pay.
8. Enter or edit the Annual, Daily, and/or Hourly pay, if needed. These numbers default based on the position and step selected.
9. Enter the Reason for requesting a pay change for the employee in the provided text box.
10. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
11. Type your Comments in the provided text box and click Post.
12. Click Request.
Below is an example of a request to add a supplement.
1. Select the Employee from the pull-down.
2. If the employee's is working more than one position, select the applicable Job Group from the pull-down. If the employee is working only one position, the pull-down defaults to the employee's current Job Group.
3. Select the Supplement Facility from the pull-down.
4. Select the Supplement Position from the pull-down.
5. Select the applicable Step from the pull-down.
Steps are set up via Payroll > Maintenance > Slots/Steps.
6. The Hours Per Day field represents the daily scheduled work hours for a position or supplement and may automatically populate based on the selected step; however, it can be entered or edited, as needed.
7. Enter the Start Date and End Date (if applicable) to determine when the supplement change is effective.
8. Enter or edit the Annual, Daily, and/or Hourly pay, if needed. These numbers default based on the position and step selected.
9. Enter the Reason for requesting a new supplement in the provided text box.
10. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
11. Type your Comments in the provided text box and click Post.
12. Click Request.
Below is an example of a request to change a supplement for an employee.
1. Select the applicable Employee from the pull-down.
2. Select the applicable facility from the Facility pull-down. This is especially important if the employee has an active employment record.
3. Select the Supplement that is being changed/ending from the pull-down.
4. Enter the Ending date for the select supplement.
4. Select the Facility of the new supplement from the pull-down.
5. Select the Move Unit check box to move the authorized amount on position control from the employee's previous position.
6. Select the Position from the pull-down.
7. Select the applicable Step from the pull-down.
Steps are set up via Payroll > Maintenance > Slots/Steps.
8. The Hours Per Day field represents the daily scheduled work hours for a position or supplement and may automatically populate based on the selected step; however, it can be entered or edited, as needed.
8. Enter the Start Date and End Date (if applicable) to determine when the step change is effective.
9. Enter or edit the Annual, Daily, and/or Hourly pay, if needed. These numbers default based on the position and step selected.
10. Enter the Reason for requesting a supplement change in the provided text box.
11. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
12. Type your Comments in the provided text box and click Post.
13. Click Request.
Below is an example of a request to remove a supplement.
1. Select the applicable Employee from the pull-down.
2. Select the applicable facility from the Facility pull-down. This is especially important if the employee has an active employment record.
3. Select the Supplement that is being removed from the pull-down.
4. Enter the Ending date for the select supplement.
5. Enter the Reason for requesting the removal of a supplement in the provided text box.
6. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
7. Type your Comments in the provided text box and click Post.
8. Click Request.
Below is an example of a request to terminate an employee's position.
1. Select the applicable Employee from the pull-down.
2. Select the applicable Facility from the pull-down. This is especially important if the employee has an active employment record at multiple facilities.
3. If the employee's is working more than one position, select the applicable Position from the pull-down. If the employee is working only one position, the pull-down defaults to the employee's current position.
4. Enter the Ending date of the position that is being terminated.
5. Select the Termination Code from the pull-down.
If the employee works multiple positions, you can select multiple positions from the pull-down to terminate multiple jobs at a time.
6. Enter the Reason for requesting the termination of the employee's position.
7. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
8. Type your Comments in the provided text box and click Post.
9. Click Request.
Below is an example of a request for an allocation change.
1. Select the applicable Employee from the pull-down.
2. Select the applicable Facility from the pull-down. This is especially important if the employee has an active employment record at multiple facilities.
3. If the employee's is working more than one position, select the applicable Position from the pull-down. If the employee is working only one position, the pull-down defaults to the employee's current position.
If there are Allocation(s) tied to the position as set up by the district via Human Resources > Position Control, they will display in the Allocation(s) section.
4. Make all necessary changes to the existing allocation(s) or add new allocation(s) as needed.
a. Click any of the applicable fields to edit the existing allocation(s).
b. To delete an existing allocation, click the delete button (red minus sign).
c. To add a new allocation, enter information in the top row starting with the Percent.
i. Enter the Percent covered by the following account, enter the accounting strip such as Facility (elements vary by district), the Start Date (if applicable), and End Date (if applicable).
ii. Press the Enter key to save the allocation.
5. Enter the Reason for requesting an allocation change.
6. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
7. Type your Comments in the provided text box and click Post.
8. Click Request.
Below is an example of a request to hire an existing user in the system.
1. Select the existing User who is being hired as an employee from the pull-down.
2. Enter the Reason for requesting employment for an existing user.
3. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
4. Type your Comments in the provided text box and click Post.
5. Click Request.
The Templates tab allows users to create request templates that can be used to create and submit requests.
1. From the Human Resources menu, click Employee Action Form.
2. Click the Templates tab.
3. Enter the Name of the template in the provided text box.
4. Select the Type of template request from the pull-down, such as Add a Position, Change a Position, Change Pay, Add Supplement, Change Supplement, Remove Supplement, Terminate Position, Change Allocation, or Hire Existing User.
The types of changes that can be requested displayed in the pull-down depend on your permissions enabled via Setup > Profiles > Human Resources tab. Note: In order to have access to the screen, you must have the Employee Action Form permission. In order to create and edit requests, you must have the Edit Requests permission.
5. Click Create.
6. Complete as many field as needed to create the template. Changes can always be made to the template from the Templates tab.
7. Click the Templates tab to view and use existing templates, as well as create additional templates.
8. Select the View all users check box to view templates created by all users including your own.
You have the option to View all users if the permission View all Requests is enabled via Setup > Profiles > Human Resources tab.
9. Click the Name field to edit the name of the template. Changes save automatically.
10. Click View to open the template and make selections and edits.
11. Click Duplicate to create a copy of the template.
a. In the pop-up window, enter the name of the new template and click OK.
12. Click Use to create a request draft using the template.
a. In the pop-up window, enter the Name for new request and click OK.
See Requesting an Employee Change for information on creating and submitting different types of requests.
The Request History tab allows users to view all submitted requests including the request status. Here users also have the option to view the original request as well as duplicate it.
1. From the Human Resources menu, click Employee Action Form.
2. Click the Request History tab.
The Request History tab contains the Name of the request, the Job Posting Number, the Type, User who requesting the change, the Request Date, Approval Date, Denied Date, and Status.
A Job Posting Number displays when the employee was offered a position via Applicant Tracking and has accepted or denied the position.
3. Hover over the Status to view the users responsible for approving the request as identified in the Approval Flow.
4. Click View to open and review the request.
a. Most of the fields are inactive after you submit your request, but you can still edit the Title, Reason, Files, and Comments.
In order to edit the title of the employee action form, you must permission to Update EAF Title enabled via Setup > Profiles > Human Resources tab.
b. Click Return to Draft to cancel the submission and return it to a draft format. You have this option as long as the request is pending; once approved, this option is removed.
5. Click Duplicate to create a copy of a submitted request.
a. Enter the Name for new request and click OK.
The Pending Approval tab displays for users who have been assigned to the approval chain via Setup > Approval Flow > Employee Action Form. Users can review and approve or deny requests.
1a. When a request is submitted for approval, it displays as an alert in the Alerts section of the Portal page. Click the alert to open and review the request. Note: The alert displays until the request is approved, denied, returned to a draft, or send back to the originator.
1b. From the Human Resources menu, click Employee Action Form.
2. Click the Pending Approval tab.
Review the pending requests awaiting approval including the Name of the request, the Type of request, the User who requested the change, the Request Date, and the Status of the request (such as Pending, Approved, or Denied).
3. Select the Show only my pending check box to display only the employee action forms that are pending your approval, filtering out forms that require other approvers.
4. Click View to open the request and review all information submitted.
a. From the opened request, you can make any necessary changes by clicking the fields. Changes save automatically.
b. While viewing the request, click Approve to approve the request.
c. Click Deny to deny the request and ensure the requested changes don't take place.
d. Click Return to Draft to return the submitted request back to drafts form. Once clicked, the request will display as a draft on the Drafts tab for the user who submitted the request.
4. Click Send back to Originator to return the request back to the user who requested the changes. This option is similar to Return to Draft as the request will be returned as a draft for the requesting user on the Drafts tab.
5. From the Pending Approval tab, you have the option to approve all displayed requests at once. first select the applicable check boxes in the Select column. To quickly Select all requests, click the corresponding button.
a. To Approve all selected, click the corresponding button.
Once the pending requests are approved or denied, they will be moved to the Approval History tab.
The Approval History tab displays for users who have been assigned to the approval chain via Setup > Approval Flow > Employee Action Form. Users can view all requests they have previously approved or denied.
1. From the Human Resources menu, click Employee Action Form.
2. Click the Approval History tab.
The Approval History tab displays the Name of the request, the Type of request, the User who requested the change, the Approval Date, the Denied Date, and the Status of the request.
3. Hover over the Status with the computer mouse to view the Approval Chain including the name(s) of all the user(s) responsible for reviewing and approving requests.
4. Click View to open the request and review details.
a. Most of the fields cannot be edited, but you can still add information to the Reason text box, upload files to the Files section, and post Comments, as needed.
5. Click Duplicate to create a copy of a request.
a. Enter the Name for new request and click OK.
The Rollover process reapproves any Employee Action Forms already approved after each Staff Position/Job Wage rollover.
Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.
Click the Printer icon to print the table of data.
Click Filters to filter data and apply filter rules.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for additional filtering rules.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.
