Employee Action Form

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.

Requesting an Employee Change

1. From the Human Resources menu, click Employee Action Form.

Employee Action Form

2. The Employee Action Form defaults to the Drafts tab.

Employee Action Form

3. Select the applicable Fiscal Year from the pull-down. The Fiscal Year defaults to the current year.

Employee Action Form

4. Enter the request Name in the provided text box.

Employee Action Form
Employee Action Form

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.

Profiles

6. Click Create.

Employee Action Form

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.

Employee Action Form

a. Select the View all users check box to view drafts created by all users including your own.

Employee Action Form

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.

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e. Click the delete button (red minus sign) to delete the request.

Employee Action Form

Click Refresh at any time to refresh the screen and incorporate new information from the system.

Employee Action Form
Add a Position Request

Below is an example of a request to add a position for an employee.

Employee Action Form

1. Select the Employee from the pull-down.

Selecting the Employee displays the employee's job history in the Job section.

Employee Action Form

2. Enter the Job Group number in the provided text box.

Employee Action Form

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.

Employee Action Form

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.

Employee Action Form

Steps are set up via Payroll > Maintenance > Slots/Steps.

9. 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.

Employee Action Form

10a. Click Override to populate the Override Allocation(s) section and make edits.

Employee Action Form

10b. Enter a new allocation in the Override Allocation(s) section starting with the Percent.

Employee Action Form

11. Enter the Reason for requesting a new position for the employee in the provided text box.

Employee Action Form

12. 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.

13. Type your Comments in the provided text box and click Post.

14. Click Request.

Employee Action Form
Change Position Request

Below is an example of a request to change an employee's current position.

Employee Action Form

1. Select the Employee from the pull-down.

Employee Action Form

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. Enter the Ending date of the current position that is being changed.

Employee Action Form

4. Select the applicable Termination Code from the pull-down.

5. Edit the Job Group, if applicable.

Employee Action Form

6. Select or clear the applicable check boxes to determine whether the new position will be the employee's Primary Position and or Primary Job.

7. Select the Facility from the pull-down for which the new position will take place.

Employee Action Form

8. Select the Move Unit check box to move the authorized amount on position control from the employee's previous position.

9. Select the new Position from the pull-down.

10. Select the new Job from the pull-down.

11. Enter the Starting date for the new position in the text box.

Employee Action Form

12. Select the applicable Step from the pull-down.

Steps are set up via Payroll > Maintenance > Slots/Steps.

13. 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.

Employee Action Form

14a. Click Override to populate the Override Allocation(s) section and make edits.

Employee Action Form

14b. Enter a new allocation in the Override Allocation(s) section starting with the Percent.

Employee Action Form

15. Enter the Reason for requesting a new position for the employee in the provided text box.

Employee Action Form

16. 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.

17. Type your Comments in the provided text box and click Post.

18. Click Request.

Change Pay Request

Below is an example of a request to change an employee's pay.

Employee Action Form

1. Select the Employee from the pull-down.

Employee Action Form

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. Enter the Start Date and End Date (if applicable) for the change in pay.

Employee Action Form

6. Enter or edit the Annual, Daily, and/or Hourly pay, if needed. These numbers default based on the position and step selected.

Employee Action Form

7. Enter the Reason for requesting a pay change for the employee in the provided text box.

Employee Action Form

8. 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.

9. Type your Comments in the provided text box and click Post.

10. Click Request.

Employee Action Form
Add Supplement Request

Below is an example of a request to add a supplement.

Employee Action Form

1. Select the Employee from the pull-down.

Employee Action Form

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.

Employee Action Form

Steps are set up via Payroll > Maintenance > Slots/Steps.

6. Enter the Start Date and End Date (if applicable) to determine when the supplement change is effective.

7. Enter or edit the Annual, Daily, and/or Hourly pay, if needed. These numbers default based on the position and step selected.

Employee Action Form

8. Enter the Reason for requesting a new supplement in the provided text box.

Employee Action Form

9. 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.

10. Type your Comments in the provided text box and click Post.

11. Click Request.

Employee Action Form
Supplement Change Request

Below is an example of a request to change a supplement for an employee.

Employee Action Form

1. Select the applicable Employee from the pull-down.

2. Select the Supplement that is being changed/ending from the pull-down.

3. Enter the Ending date for the select supplement.

4. Select the Facility of the new supplement from the pull-down.

Employee Action Form

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.

Employee Action Form

Steps are set up via Payroll > Maintenance > Slots/Steps.

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.

Employee Action Form

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.

Employee Action Form
Remove Supplement Request

Below is an example of a request to remove a supplement.

Employee Action Form

1. Select the applicable Employee from the pull-down.

Employee Action Form

2. Select the Supplement that is being removed from the pull-down.

3. Enter the Ending date for the select supplement.

4. Enter the Reason for requesting the removal of a supplement in the provided text box.

Employee Action Form

5. 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.

6. Type your Comments in the provided text box and click Post.

7. Click Request.

Employee Action Form
Terminate Position Request

Below is an example of a request to terminate an employee's position.

Employee Action Form

1. Select the applicable Employee from the pull-down.

Employee Action Form

2. 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.

3. Enter the Ending date of the position that is being terminated.

4. Select the Termination Code from the pull-down.

5. Enter the Reason for requesting the termination of the employee's position.

Employee Action Form

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.

Employee Action Form
Allocation Change Request

Below is an example of a request for an allocation change.

Employee Action Form

1. Select the applicable Employee from the pull-down.

2. 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.

Employee Action Form

3. 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).

Employee Action Form

b. To delete an existing allocation, click the delete button (red minus sign).

Employee Action Form

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).

Employee Action Form

ii. Press the Enter key to save the allocation.

Employee Action Form

4. Enter the Reason for requesting an allocation change.

Employee Action Form

5. 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.

6. Type your Comments in the provided text box and click Post.

7. Click Request.

Employee Action Form
Hire Existing User Request

Below is an example of a request to hire an existing user in the system.

Employee Action Form

1. Select the existing User who is being hired as an employee from the pull-down.

Employee Action Form

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.

Templates

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.

Employee Action Form

2. Click the Templates tab.

Employee Action Form

3. Enter the Name of the template in the provided text box.

Employee Action Form
Employee Action Form

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.

Profiles

5. Click Create.

Employee Action Form

6. Complete as many field as needed to create the template. Changes can always be made to the template from the Templates tab.

Employee Action Form

7. Click the Templates tab to view and use existing templates, as well as create additional templates.

Employee Action Form

8. Select the View all users check box to view templates created by all users including your own.

Employee Action Form

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.

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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.

Employee Action Form

See Requesting an Employee Change for information on creating and submitting different types of requests.

Request History

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.

Employee Action Form

2. Click the Request History tab.

Employee Action Form

The Request History tab contains the Name of the request, the Type, User who requesting the change, the Request Date, Approval Date, Denied Date, and Status.

Employee Action Form

3. Hover over the Status to view the users responsible for approving the request as identified in the Approval Flow.

Employee Action Form

4. Click View to open and review the request.

Employee Action Form

a. Most of the fields are inactive after you submit your request, but you can still edit the Reason, Files, and Comments.

Employee Action Form

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.

Employee Action Form
Pending Approval

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.

Employee Action Form

1b. From the Human Resources menu, click Employee Action Form.

Employee Action Form

2. Click the Pending Approval tab.

Employee Action Form

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. 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.

Employee Action Form

b. While viewing the request, click Approve to approve the request.

Employee Action Form

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.

Employee Action Form

Once the pending requests are approved or denied, they will be moved to the Approval History tab.

Approval History

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.

Employee Action Form

2. Click the Approval History tab.

Employee Action Form

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.

Employee Action Form

4. Click View to open the request and review details.

Employee Action Form

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.

Employee Action Form

5. Click Duplicate to create a copy of a request.

a. Enter the Name for new request and click OK.

Employee Action Form
Additional Features

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.

Employee Action Form

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

Employee Action Form

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.

Employee Action Form