How Do I . . .? - Human Resources
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1. and enter new selection criteria in the applicable name fields and search again 4 Enter the dates the delegation 1s to be effective by using the pop up calendar provided or entering the dates in an MM DD YYYY format a Begin Date the date the delegation is to start b End Date the date the delegation is to end A permanent delegate can be assigned by assigning an end date far enough into the future it won t expire For example enter an end date such as 12 31 2099 c Click Add Dates d The selected delegate will be added to the Current Delegates list at the top of the page Create a Transfer EA Transfer EAs are not used in the Online EA application Instead the hiring department will create a Hire EA and the department the employee is leaving will process an Update EA using the End option to end the employee s assignment with the current department Use Update New and End on an Update EA For some people thinking of Update of the Update New End options as Replace may help them understand the process better Assignments Selected for Updates oe dete ETa an P y Eam i Asan Position FTE Hours Rate Name Div Dept 0004 001034 07 01 2009 06 30 2010 1 00000 80 00 10 50 HRLY PAY A4D0401 HARD WORKER Update New End The following questions can help you determine which option to use to create a new assignment 1 Is the assig2. 2009 12312099 C Delete Add Delegates Search using First Name Last Name or Email Address First Name Last Name Email Search 1 In the Add Delegates section search for and add delegates based on a First Name Searches both the HRS First Name and the O Key Preferred Name entered by the individual b Last Name Searches both the HRS Last Name and the O Key Professional Name entered by the individual c Email Searches for the full email address A correctly entered complete email address 1s required d Search Criteria 1 The first and last name fields do not require a complete name to be entered Enter only as much of the name first or last needed to reduce the list of names returned to a list that is easy to locate a person ii Entering a first and last name is not necessary You can search by only a first name only a last name or include both i If you enter a name first or last field do not enter the Email field and if you enter the Email field do not enter a name field e Click the Search button after entering the search criteria 2 The names returned by the search criteria are limited to those individuals with HRS access 3 Select the Name to add as a delegate by a Clicking the radio button in front of the name b Click the Add button at the bottom of the Add Delegates box c Ifthe correct person is not returned in the search results click the New Search button
3. How Dol Online EA User Manual Table of Contents PLO ND Me ae es ona E E E E E S eases antansnetcbeioteerremenisaesesseaantnesasecteteeen l Find the Online EA Application pivcisucssseesin och vuesosdesdsesmabvansbnsewetbenebouevnmesatctonebynsdneseediinedmiorabeses i nM EALO MP ce a E E E E AE l Daa D NCS C7 e E A E E E E E E E i Creata Mami EA e a E E a eee 3 Use Update New and End on an Update EA ccc cccccccccccsseesesececececeasesseeeceeeeeeaeaeeeees 3 Move an Employee to a Different Position Number cccccccsssessssececeeeeeeeeesseeeeeeeeeeaeeeeeees 4 Move a Position and Assigned Employee to a New Department cc ceeeeseeeeeeeeeeeeeeeeees J Create an Overload Assignment for Faculty in the Same Department nnsessseoeeeessssssseeeeeee 5 Create an Adjunct Faculty Assignment for an Existing Employee in a Different Department 5 How Dol Find the Online EA Application The OLEA Forms application is located at http eaforms okstate edu This is a redirect URL and the actual URL https app it okstate edu ea_forms will display in the browser address bar and is the URL that is included in all email communications Enter your O Key email address and password and hit enter Only employees with HRS Value Based Security will be allowed to login To request access to HRS the Human Resources System Access Request form must be completed which is located at ht
4. acceptable to follow the same steps to create an overload assignment Create a Hire EA for the employee that will receive the Adjunct Faculty assignment The Online EA application will determine the employee is not a new hire and redirect you to the Update side of the application Any existing positions for the employee will be listed on the Select Employee s Positions page however you will very likely not be able to select them as they are outside of your departmental access Click the Add New Position button on the Select Employee s Positions page Enter the applicable data on the Enter Position Information and Enter Assignment Information pages Complete the rest of the EA as you normally would
5. e first of the fiscal year first of the academic year or the first of the applicable semester depending on unit procedures One function of the Action Date is to select assignments active on or after Action Date On the Select Employee s Positions page select all positions whose assignments are to be included on the EA Click the Next button do not click the Add New Position button On the Select Employee s Assignments page select all assignments that are to be included as current assignments These assignments don t have to actually be changed Unit procedures may specify which assignments should be selected You will need to select at least one assignment to proceed beyond this page On the Update Summary page click the Add New Position link This link colored orange is located immediately above the Proposed Assignments heading on the left side of the body of the page Enter the applicable data on the Enter Position Information and Enter Assignment Information pages Complete the rest of the EA as you normally would Create an Adjunct Faculty Assignment for an Existing Employee in a Different Department The difference between this type of EA and the previous steps Create an Overload Assignment 1s the Adjunct Faculty assignment is not in the same department as the employee s regular assignment If all departments are within the departmental access of the EA creator and all approvers it is
6. e old position number e Ifthe new position number is in a department different than the current position number you have to consider the access of the individuals approving the EA e Do they each have access to both or all departments on the form e If not you will need to separate the End and Hire actions possibly ending the old assignment and adding the new position number s and assignment s in the new department on different EAs to facilitate document approval e If the current and new positions are in the same department this is not a concern Will the current position assignment end before the new position assignment begins e Ifthe current position s assignment ends before the new position s assignment begins which is normal this will impact the Action Date used to create the EA e The Online EA application will not allow you to input a date earlier than the declared Action Date e To move an employee to a new position number you o input a date to End the current assignment and o input a date to begin the New assignment e The earlier of these two dates is the date the current assignment ends and is the Action Date to use on the form e If the current assignment continues after the new position begins the Action Date can be the date the new position begins To move an employee to a different position number within the same department where the current position s assignment ends the day befo
7. l to moving an employee to a new position see previous example except first you must follow established procedures to re assign the position number in HRS from the current department to the new department contact your HR Partner if you need assistance Verify on HRS screen 061 that the position has been assigned to the new department A key consideration when dealing with two or more departments on an EA is the departmental access for approvers If all required approvers required by unit procedures do not have access to all departments on the EA the required approvers cannot be added to the form If this occurs the EA will need to be segregated by approver department access on multiple EA forms as necessary While it may seem odd to go through ending of the current assignments then the Add New Position link on the Update Summary page and enter the same position number but the new department number on the Enter Position Information page this process is necessary to get the employee assignments moved from the current department to the new department If multiple employees are assigned to a position being moved to a new department an EA for each employee must be prepared to move the respective assignments to the new department Create an Overload Assignment for Faculty in the Same Department Create an Update EA for the faculty member with the Action Date being the start of the new overload assignment NOTE The Action Date may be th
8. nment in the Assignments Selected for Updates to stay active after the new assignment s begin date If the answer is Yes use New 2 Is the assignment in the Assignments Selected for Updates to stay as it is and it is only being used as a template to create a new assignment If the answer is Yes use New 3 Is the assignment in the Assignments Selected for Updates being replaced with another assignment in the same position number If the answer is No and the assignment needs to be ended use End 4 Is the assignment in the Assignments Selected for Updates being replaced by a new assignment in the same position AND the position is still in the same department If the answer is Yes use Update Typical reasons for this type of transaction are pay rate changes FTE changes title changes employee status changes etc 5 Is the assignment in the Assignments Selected for Updates being replaced by a new assignment in the same position but the position has been transferred to another department If the answer is Yes use End to end the listed assignment and then click the Add New Position link on Update Summary page to add the new assignment in the new position Move an Employee to a Different Position Number There are two things to consider when creating an assignment in a new position number for an employee l Is the new position in the same department as th
9. re the new position s assignment begins use the following ideas l 2 a EER S Action Date use the date the current position s assignment ends Select Employee s Positions page select the position number s whose assignments will be ended before the new position s assignments begin Also select any other position numbers whose assignments you are not changing but want listed on the EA Click Next button do not click the Add New Position button Select Assignments page select the specific assignments that you will be ending Click Update Employee button Update Summary page select the End option for each assignment to be ended and enter the applicable end date on the Modify Assignment page This date cannot be earlier than the entered Action Date Click Next End all applicable assignments before proceeding to add the new position Click the Add New Position link on the Update Summary page to add the new position This link colored orange is located immediately above the Proposed Assignments heading on the left side of the body of the page Enter the new position information on the Enter Position Information page and new assignment s information on the Enter Assignment Information page Repeat adding assignments as needed and complete the remaining steps of creating the EA form Move a Position and Assigned Employee to a New Department This process is identica
10. tp hr okstate edu doctfiles HRS_System_Access pdf Online EA Log In Page fon GINLINE EAI FORMS UNIVERSITY EA Forms Login Enter your Outlook Exchange email address firstname lastname okstate edu and Home password to continue Routing Application Email address Password P Login Clear Forgot your password Add a Delegate Go to the Work Item Routing application by clicking the Routing Application entry in the left navigation bar of the Online EA sign in page or on any page within the Online EA application Sign in to the Work Item Routing application using your O Key username or email address and O Key password Click the Delegates link in the left navigation bar This will take you to the Delegates home page and any delegates that have been previously set up will be listed On the Delegates home page any existing delegate entry can be removed by clicking the Remove link to the right of the delegate entry To add a new delegate entry click the Add Delegate link If there are existing delegate entries the Add Delegate link is to the right and below the last Remove link in the list If there are no existing delegate entries the Add Delegate link is below the Online EA heading closer to the left side of the page fi F NDD ROON G UNIVERSITY d Add Delegates For Online EA Current Delegates Name Email Begin Date End Date Delete PISTOL PETE pistol pete okstate edu 06 01
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