Using the Online EA Application
Contents
1. 1 9 is required 1f the individual has not had an active assignment with OSU within the past 6 months The Certification of Eligibility to Work page requires that the hiring official has verified the individual is authorized to work in the United States and the prospective employee has completed Section 1 Employee Information and Verification of the Form I 9 This page cannot be completed without checking all of the boxes and selecting the applicable employee status Employee Affiliation Prior to Employment Start Date In unusual circumstances Zero Pay Zero FTE assignments may be assigned to all categories of employees prior to the actual first day of work This pre employment affiliation is used when a new employee needs early access to the OSU network and an OSU email account through O Key activation These assignments should be placed on the original hire EA for the employee A separation EA is required if the individual does not actually report to work For faculty and staff this Zero Pay Zero FTE appointment date does not qualify for continuous service dates or benefits eligibility The start date of the zero pay appointment will coincide with the date of hire listed on the I 9 form This requires that appropriate identification and work authorization documentation 1s provided in accordance with I 9 regulations within three days of that date Doing so will also allow departments to complete corresponding payroll information and eliminate unnec2. IINLINE EA FORMS EA Assign Routing SKYWALKER LUKE Ho CWID Assigned My EA Forms Achon Date 07 01 2009 Create EA Form Order Approver Select a route from the drop down list to add this EA View EA Forms 1 alan shryock okstate edu ee A Select Route Add Route Academic Affair s Forms _Save _Clear and Save Retum To EA Form Benefits Forms Add Routing Member Board Action Forms Search using Email Address FWS Forms First Name HRES Forms Last Name HRPS Forms 3 Email roll Forms Help Departmental Approvers Routing Apolicati Any Approvers in this list that are not added to the form will be notified when the form enters routing Email Department CC anne matoy okstate edu AA 00401 Add Approver The Assign Routing page 1s where the form originator or his her delegate adds the approval routing to the EA form The approval routing 1s the supervisors department heads directors etc that need to approve the form before it can be processed into HRS Academic Affairs is automatically added for faculty EA forms Issues with the Assign Routing page The initial Assign Routing page should display similar to the illustration above If the Select Route Add Routing Member and Departmental Approvers items are not included in the display check the line immediately below the Assign Routing heading for an error message The following items will cause the form to not be able to assign routing e Department he
3. Update Summary Update Summary MOUSE MICKEY BOGUS 1000 0004 Action Date 07 25 2009 Assignments Selected for Updates Asgn Position Assign Begin AssignEnd FTE Hours Pay Rate Earn Name Div Dept 0010 001034 07 01 2009 06 30 2010 1 00000 0 00 HARD WORKER Add New Position Proposed Status l iiin Assign Assign Asan Position r End FTE Hours DEMONSTRATED PROFICIENCY 0010 001034 07 01 2009 07 24 2009 1 00000 60 00 HARD WORKER DEMONSTRATED PROFICIENCY 001034 07 25 2008 06 30 2010 1 00000 60 00 HARD WORKER 10 50 HRLY PAY AA D040 New Pay Earn bi Rate Hame DiviDept 10 50 HALY PAY AA D0401 Remove 11 00 HRLY PAY 44 00401 Remove Help Once an assignment is modified or created and the Update Summary page is displayed the modified created assignment is displayed in the Proposed Status section Above each assignment is a short description of the reason for the assignment change e Appointment assignment was created using the New option e End Assignment end date was updated using the End option e Varied based on options selected the descriptions associated with the change events selected for the Update assignment option are displayed Remove link Each of the new assignments has a Remove link displayed to its right Clicking the remove link will delete the proposed assignment created with the New option or return the assignment to its original state for an assignment modified with the E
4. etc the date the assignment change new pay rate new FTE etc 1s to be effective This is the first day of the new assignment e Other assignment selections The assignments selected can be used as templates to create new assignments Adjust the Action Date to select an assignment to use as a template when the traditional Action Date results in no assignments being selected Example You have a student whose last assignment for the year ends May 31 At some point the student advises you s he can work in June also If you use a June Action Date the Online EA system will not find any assignments as the last assignment for the year ended May 31 However entering a May 31 or earlier Action Date will select the assignment that ends May 31 You can then use that assignment as a template to create the applicable June assignment Select Employee s Positions After entering the employee ID CWID and action date on the Select Employee page the Select Employee s Positions page is displayed Arkea LL END iZ Del Tricio UNIVERSITY i Employee Lookup gt Select Positions Select Employee s Positions Use this page to select the employee s position s that will have assignment s updated or separated on this EA My EA Forms Create EA Form Select all applicable positions by clicking the check box left of the position View EA Forms e Select only positions that will have assignment changes Academic Affair s Forms MOUSE MI
5. Plan Fte Change E Demonstrated Proficiency I univ Merit Program Equity Adjustment interim Adjustment O Demotion if Title Change was selected then the present and proposed title must be entered Present Title Proposed ie Hard Worker ara Worker On the Modify Assignment page below the Proposed Status assignment are options to identify the reason for the assignment update There are three sections e Employment Status using the drop down selection provided select the appropriate employment status as 1t relates to this updated assignment e Change Events using the items listed in the Rate Change and Other columns check all items associated with this update EA 25 e Title Change if the reason or one of the reasons for the update EA is a title change for the employee modify the Present Title or the Proposed Title to report the correct former and new position titles Which must be modified is determined by what notifications and position updates have already occurred The titles displayed are the Working Title from HRS screen 061 Update the appropriate title entry to show the correct former and new position titles Update Summary OA LATO ATA UNIVERSITY y My EA Forms Create EA Form View EA Forms Academic Affair s Forms Benefits Forms Board Action Forms FWS Forms HRES Forms HRPS Forms Payroll Forms INLINE DAN FOAMS Employee Lookup gt Select Positions gt Select Assignments gt
6. Proposed Status section of the EA form Click the Update Employee button 22 Update Summary Ce LAO ATA UMIVERSITY Y Home My EA Forms Create EA Form View EA Forms Academic Affairs Forms Benefits Forms Board Action Forms FWS Forms HRES Forms HRPS Forms Payroll Forms Help Routing Application Logout ONLINE EA FORMS Employee Lookup gt Select Positions gt Select Assignments gt Update Summary Update Summary MOUSE MICKEY BOGUS 1000 0001 Achon Date 07 252009 Hours Pay Rate Earn Name DiviDept Help 60 00 10 50 ARLY PAY AA 00401 Asgn Position Assign Begin Assign End FTE 010 001034 07 01 2009 06 30 2010 1 00000 HARD WORKER Update New End Add New Position Proposed Status Asgn Position Assign Begin Assign End FTE Hours Pay Rate Earn Name Div Dept 010 001034 07 01 2009 06 30 2010 1 00000 80 00 10 50 HALY PAY AA D040 HARD WORKER Cancel EA The Update Summary page is the starting page for updating ending or creating new assignments based on an existing assignment Itis also the page displayed after an assignment is updated ended a new assignment created in order to review the results The cycle of going from the Update Summary page to modifying creating an assignment back to the Update Summary page is completed as many times as necessary to generate or update the needed assignments The Update Summary page is divided into three sections Assignments Selected
7. be used in whatever order is appropriate for the unit preparing the form e Add Departmental Approver s click the radio button next to the appropriate Departmental Approver and click the Add Approver button e Add Routing Member individual approvers can be looked up using the Add Routing Member search function Search for the approver using the First and or Last names or email address then click search Select the radio button associated with the approver to add and click the Add button Repeat as many times as necessary to add all required approvers e Select Route The Select Route option allows you to use routings that have been predefined and saved using the Work Item Routing application for Online EAs In addition to assigning the routing there are three button options on the Assign Routing page e Save saves the entered routing and returns to the Hire EA Form page e Clear and Save clears all of the entered approval routing leaving only the 1 entry for the originator and saves the changes The form is left on the Assign Routing page e Return to EA Form returns to the Hire EA Form page without saving any approval routing changes Update Separation EA The Update Separation action is used for any EA that is not a Hire EA The Update Separation EA is started by selecting Create EA Form in the left navigation bar or displayed in the body of the Home page for the Online EA application and then Update Separation on
8. check the box that is circled above If the employee did not work the scheduled hours on the last day be sure to explain in the Remarks textbox later on the page This is particularly important for monthly paid staff as Payroll Services needs this information in order to calculate the employee s final check correctly Employee Leave Balances Employee Leave Balances Routing Application Annual Sick iS Comp Ext Sick Logout 00 Enter the applicable leave balances for leave accruable employees The Online EA application will not allow the entry of leave for job codes that do not accrue leave Be sure to calculate the leave as of the employee s separation date Future leave accruals and hours taken must be anticipated and included in the balances reported 20 Remarks and Termination Separation Checklist Preparer s Information and Remarks Preparers Name Shryock kan Telephone 405 144 6 4 Remarks The checklist for faculty staff and graduate assistants has been completed and detributed a outimed in the checklist Enter the name of the person below who will assume responsibility to ensure the checkist is completed and distributed R The Termination Separation Checklist can be found on the OSU Human Resources website at httpuhr okstate edu click on Supervisors Tools Add Remarks in the provided textbox so reviewers will understand the circumstances for the separation Also be s
9. for Updates These are the assignments that were selected on the Select Assignments page Each listed assignment initially has the following links associated o Update Create a new assignment that will end the current assignment the day before the new assignment starts Pay Rate changes and FTE changes are examples of when to use the Update option o New Create a new assignment based on the information on the selected assignment Creating this assignment has no impact on the existing assignment o End Enter an End Date to end an assignment o NOTE Update or End links can only be used a single time for an assignment Once either is used the Update and End links are removed The New link is not affected and can be used as many times as necessary 23 e Add New Position Used to add an assignment s with a new position number An example is if a staff member 1s moving from one position to another within the same department due to a promotion reorganization or some other action that results in a position change e Proposed Status All assignments associated with the positions on the Select Positions page are automatically included in the Proposed Status section Initially the assignments selected for updates listed in the first section are also included in the Proposed Status These assignments however will be adjusted as they go through the Update New End processing When all assignment changes are completed th
10. week work period 80 00 hours equals 1 00000 FTE Pay Rate o Monthly assignments the full time 1 00000 FTE pay rate for the position The employee s actual pay rate is calculated by multiplying this pay rate times the assignment FTE o Biweekly assignments the hourly pay rate for this assignment Earnings Code For most positions the earnings code is fixed and determined by the default earnings for the position on HRS screen 061 However for positions identified as eligible for salary additives the Earnings Code field will change from a fixed input field to a selectable drop down box that includes the regular pay and eligible salary additive earnings codes The salary additive earnings codes are based on the Salary Additives flags on HRS screen 061 for the position o Monthly assignments the typical earnings code for monthly assignments is 010 Regular Monthly pay o Biweekly assignments the typical earnings code for biweekly assignments 1s 020 Hourly Pay Other earnings codes in the 02X range are also used for specific assignments such as on and off campus Federal Work Study o The Earnings Code field is only accessible on the Enter Assignment Information page Actual Pay Rate The Actual Pay Rate field is calculated when the Calculate Actual Pay Rate button is clicked o Monthly assignments the pay rate times FTE amount is displayed o Biweekly assignments the hourly rate ente
11. 01 HARD WORKER Preparers Name Pete Pistol Telephone 405 744 Remarks This is the remarks text box Cancel Action Assign Routing The EA Form Update Form page is the completed EA form This is the opportunity for the creator to review the EA form and be sure it was completed accurately and completely data entered is correct all information necessary for the reviewers to understand the circumstances of the separation is entered and any information for pay adjustments is entered for Payroll Services After completing the form review select the correct action e Cancel Action if the information on the form is incomplete or not accurate make note of what corrections need to be made click the Cancel Action and start over e Assign Routing assign the appropriate routing for the form e Add View Attachments add attachments as needed if any 28
12. Academic Affairs Forms 1000 0004 Benefits Forms Achon Date 07 01 2008 Board Action Forms Select all assignments for this action FWS Forms Ason Position Assign Begin Assign End FTE Hours Pay Rate Earn Name DiviDept Qmo 001034 07 01 2009 06 30 2010 1 00000 80 00 10 50 HRLYPAY AA DO4D HARPS Forms HARD WORKER Payroll Forms Cancel EA Separate Employee Click the Separate Employee button to process a separation action Update Employee Complete Separation Form Separation Details PR A fl OQINLINE EA FORMS UNIVERSITY j Employee Lookup gt Select Positions gt Select Assignments gt Separation Form Complete Separation Form MOUSE MICKEY BOGUS My EA Forms 1000 0004 Create EA Form Action Date 07 01 2009 View EA Forms Present Status Asgn Position 4sgn Begin sgn knd FIE Hours Pay Rate Earn Name 0010 001034 07 01 2009 06 30 2010 1 00000 80 00 10 50 HEALY PAY AA 00407 Benefits Forms HARD WORKER Board Action Forms Academic Affairs Forms FWS Forms HRES Forms e a separation Date Check here if the employee worke not explain HRPS Forms 07 01 2009 scheduled hours on last day n Remarks Payroll Forms Separation Type SEPARATION Separation Code 110 ACCEPT OTHER POSTION Help Separation Date and worked scheduled hours on last day The separation date is the Action Date that was entered on the Select Employee page If the employee worked the scheduled hours on the last day be sure to
13. CKEY BOGUS Benefits Forms 1000 0001 Board Action Forms Action Date 07 01 2009 FWS Forms HRES Forms Select all positions for this action HRPS Forms Position JC DiwDept Payroll Forms 001034 ao AAD Routing Application Cancel EA Next Add New Position The Select Employee s Positions page lists all positions with active assignments on or after the entered Action Date The information presented is based on the data from the HRS A16 screen Positions are listed regardless of the users authorized access Positions within the users authorized access include a check box to the left of the position number to select the position Positions outside of the users authorized access are listed without a selection check box Important Concept All assignments for all positions selected on this page will be included in the Proposed Status section of the EA Whether or not the assignment s will be available for modification is determined by the next page Select Assignments page Add New Position button The Add New Position button 1s provided at this point 1f none of the listed positions assignments are to be included on the EA and the only function needed is to add a new position for an existing employee An example is to add a temporary faculty D job code assignment in a new department for a current OSU employee or to add a position when none of the positions are available to be selected due to the limitation in the user s dep
14. Online EA Application Create EA Forms Using the Online EA Application Online EA User Manual Table of Contents Lose mto the Online A a aio OLEA LOS ITET cial ii E A ciao OLEA Home Pad ena EN E E E MESTOS arica PA EO PI A o E o on A care Results LaDlS area cateo oa todoo R E to cala dico oli nA HRS Security Controls Form ACCES sra aaa Sra AAA e ei OU OE IA AA e E e e o OE II PROC CUA Caimi Identity TAS cesor Eero eaa Hire EA New Hire EOS LO 0 sata cr csetdip osc ra seniorra EE N uence vest Enter Employee Name Information oooocccnnncccnnnnnnonnnnnnnnnnnononnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns Corulicaton or eEuciBlitto Wolters perreener tere tidad Employee Affiliation Prior to Employment Start Date ooonncnnnnnccnononcccnnnnnnnnononnnnnnnnnnnnos Enter Position torn OL trono rrollo E E E tems pica Por Assie nmen WIN ONAL cantada biien COS RI AAA e ea d dai Sa mi EA O APPO E A E E IA PAS EA TO aE A E A E E E E A E E o PAS EROU oa Er e UE 5 AGIAN SC a AU OMe EE ET E re o Un Poo E CE 0010 Ce APPOPPROO OAN D PA II A Select Employee 0 ct 101 8 9 hs iii separate Emplo ES parce 19 DEMO diia 19 Select ASSISEN Saad 19 Complete Separation HORT ese al clisccncicied vansalcncnluaiet al alisticasieicd vansalsncabueaet eal aliicadiebes 20 FA Por Se pala WO parce tite igre seacoast A 21 Update Employ Sussie 22 SNS A IN IS tel risa a eu lacs 22 Upda Summa ata ce nce a T aes Dee A Poche 23 Mod
15. Y PAY 4400401 B0008 HARD WORKER Help Routing Application ne Shryock Alan Telephone 4057448378 Remarks Logout Enter remarks here _CancelEA Save The Saving Hire EA Form page is a final opportunity to review the whole EA and the first opportunity to Save the EA Prior to this the EA contents were temporary and would be lost if you logged out of the application or the application timed out The originator also has a Remarks field to enter any additional information that may be important for an approver to know when reviewing the form Notice there are still bread crumbs at the top of the page although not all previous pages are directly accessible At this point the form originator can return to the Enter Position page and re enter position and assignment information without completely starting over This is the last opportunity to alter the contents of the EA form Hire EA Form OKLAHOMA GINLINE EA FORMS UNIVERSITY Ea Hire EA Form ie SKYWALHKER LUKE Ho CWID Assigned My EA Forms Action Date 07 01 2009 Create EA Form View EA Forms Academic Affairs Forms Benefits Forms Board Action Forms Employee 1 9 Information FWS Forms da W The Individual is authorized to work in the United States HRES Forms fi The H Employment Eligibility Verification form has been completed HRPS Forms i Form 9 option selected Lawful permanent resident Payroll Forms Assignments Help Job Assign Pay Actual Pay s
16. ad not identified in AIRS department hierarchy A department head must be identified for the department s for the positions included on the EA Ifa department head is not identified routing cannot be assigned to the EA form The department head s identified in AIRS are included in the Departmental Approver box and can be included in the approval routing or will receive a courtesy email notification that includes a link to the Online EA application if not included in the approval routing e Identified department head does not have HRS access If a department head does not have HRS access approval routing cannot be assigned The department head will either be an approver or receive a courtesy email notification with a link to the EA For either option to function properly the department head must have HRS access and access to all departments included on the EA e Corrective Action o Verify the department head is identified in the AIRS departmental hierarchy system Enter the department head if needed o Request HRS access or access to the department s be added for the department head Assigning Approval Routing Approval routing can be assigned to an EA using three different methods or a combination of any or all of the methods Approvers are added to the list in the order the originator adds them Once added the list cannot be reordered Instead the list is cleared and approvers added again in the correct order The following items can
17. alary Code Position Begin Assign End FTE Hours Rate Rate Earn Name DivDept Sched Routing Application a 001035 07 01 2009 06 30 2010 1 00000 80 00 10 25 10 25 HELY PAY AA 00401 60008 HARD WORKER Logout Preparers Name Pete Pistol Telephone 405 744 Remarks Enter remarks here Cancel Action Assign Routing Add View Attachments The Hire EA Form displays the completed EA form At this point the EA form is locked and no further changes to the content of the form can be made Options at this point are e Cancel Action the EA form is canceled and cannot be restarted If a form 1s canceled in error a new form must be created e Assign Routing the originator is required to assign the approval routing for the EA form The approval routing is all supervisors directors etc that by local procedure are required to approve the document Any approver must have HRS access or the approver cannot be added to the approval routing The department head entered in the AIRS department hierarchy system will be sent a courtesy email notification if the s he is not included in the approval routing The Online EA application will automatically add the applicable processing steps including Academic Affairs for faculty appointments e Add View Attachments is used to add or view attachments to the EA Attachments that approvers need to view are added to the EA Do not add attachments that include social security numbers Assign Routing At
18. artment access To add a position for an employee while including any of the listed positions assignment information and or to modify existing assignment information an Add New Position link 1s provided on the Assignment Summary page Separate Employee Definition A Separate Employee action 1s a separation of the employee from the University This 1s an ending of all assignments in all departments for the employee If all position assignment information 1s not being ended for the employee then the action 1s an Update Employee action and individual assignments are ended via the Update Employee process If all positions on the Select Employee s Positions page were not selected the Separate Employee button will not display on the Select Assignments page If all assignments on the Select Assignments page are not selected clicking the Separate Employee button will cause an error which is displayed below the page heading and the action will not be allowed to continue Select Assignments sherry f ENTE iZ Evi FORMS UNIVERSITY Employee Lookup gt Select Positions gt Select Assignments Select Assignments Home Use this page to select the employee s assignment s that wil be updated or separated My EA Forms e Select all applicable assignments by clicking the check box left of the assignment Create EA Form PP 9 9 is Selec only assignments that will be changed View EA Forms MOUSE MICKEY BOGUS
19. chever is later to June 30 each fiscal year to maintain benefits eligibility For time periods an employee receives no pay Zero FTE Zero Pay Rate assignments are used to maintain employee affiliation and benefits eligibility To enter an assignment the following information is needed Begin Date Enter the begin date for this particular assignment A begin date cannot be earlier than the Action Date input at the beginning of this process and displayed at the top of the page End Date Enter the end date for this particular assignment The end date must be within the same fiscal year or June 30 of the begin date FTE The FTE entered is from 0 00000 to 1 00000 inclusive o Monthly assignments required o Biweekly assignments optional Either the FTE or Regular Hours is required for biweekly assignments If only one the FTE or Regular Hours is entered the other is calculated by the application If both the FTE and Regular Hours are entered the FTE is recalculated based on the Regular Hours entered Regular Hours o Monthly assignments 173 33 o Biweekly assignments optional Either the FTE or Regular Hours is required for biweekly assignments If only one the FTE or Regular Hours is entered the other is calculated by the application If both the FTE and Regular Hours are entered the FTE is recalculated based on the Regular Hours entered Regular Hours for a biweekly assignment is 0 00 to 80 00 for a two
20. color and are located within the body of information Assignments that have been created typically have a Remove link located to the right of the assignment Also to facilitate backwards navigation to previous pages the top of each page where backwards navigation is available will have bread crumbs which are a series of links to previous pages listed at the top of the page A previous page can be accessed by clicking the page title within the bread crumbs list Be aware that if you navigate to an earlier page the information that was entered after that page may be lost Following is a bread crumbs example Employee Lookup gt Employee Name gt Employee 9 gt Enter Position gt Assignment Summary Protect Against Identity Theft As an employer OSU has a responsibility to take reasonable steps to protect individuals from identity theft Part of the process the Online EA uses is to check information about prospective employees entered by the form creator against existing information within HRS if a social security number match is found If the data does not match web pages will be displayed to assist the creator to verify the data entered and to report the possible identity theft to Human Resources if the data discrepancy persists Hire EA A Hire action 1s used to process an EA for any individual that is not currently employed by the hiring department This includes university employees that are currently working in a diffe
21. e Create EA Form allows the user to create an EA for routing and processing e View EA Forms is a search function used to locate EAs My EA Forms A isNLINE EA FORMS UNIVERSITY My EA Forms Home l e his page shows you up to five entries in each category e To view more entries click the View All link below the applicable table My EA Forms Create EA Form View EA Forms Employee Name Form Type Approval Status Pay Div Dept Last Updated View All Academic Affairs Forms Board Action Forms HRES Forms HRPS Forms Action Form Last Date Employee Name Approval Status Department Updated Si sa MOUSE MICKEY NEW Saved Needs 06 01 2009 BOGUS HIRE Routing e AADO401 06 23 2009 Help View All Routing Application Logout Employee NamejForm TypejApproval Status Last Updated View All Employee Name Form Type Approval Status Pay Department Last Updated View All This section of the OLEA application allows a user to review the status of EAs which are currently attached to the user There are four tables outlined below which list the EAs within each category Each of the tables on the My EA Forms page lists up five entries If there are more than five entries the View All link below each table displays a page that includes all EAs in that category The four table categories are EA Forms Awaiting My Approval EA forms I have created that need routing EA Forms I have created that are in routing EA For
22. e Proposed Status section 1s how all listed assignments should appear when the EA is processed Modify Assignment The Modify Assignment page is reached by clicking the Update New or End link for an assignment on the Update Summary page However the appearance of the Modify Assignment change will vary depending on which link was used to reach the Modify Assignment page On the Modify Assignment page the current assignment is displayed in the Present Assignment section and also in the Proposed Assignment section The assignment line in the Proposed Assignment section has input fields provided to allow updating specific fields to create the new assignment Modify Assignment End Option abate IMLIME EA FORMS UNIVERSITY Employee Lookup gt Select Positions gt Select Assignments gt Update Summary Modify Assignment MOUSE MICKEY BOGUS My EA Forms 1000 0004 Create EA Form Action Date 07 25 2009 View EA Forms Present Assignment 010 Job Code Position Begin Date End Date FTE Hours Pay Rate Class Code Dre Depi o 001034 07 01 2009 06 30 2010 1 00000 80 00 10 50 0338 AA 00401 ALIVE EMPLOYEE Academic Affairs Forms Benefits Forms Board Action Forms PWS Forms HRES Forms 001034 07 01 2009 06 30 2011 1 00000 80 00 10 50 0338 AA 00401 HRPS Forms a ly 06 30 2070 1 00 80 o Clicking the End link displays the selected assignment with the only updateable field the End Date field Enter an appropriate end date for t
23. e adding all new assignments for a position before adding the next position if additional positions are needed e Add New Position this button returns the user to the Enter Position Information page for employees that are working in multiple concurrent positions Once a new position 1s entered for the employee assignments will be added for the new position as with the first position As with adding the original position the new position must exist in HRS before a person can be assigned to it e Next When adding all position and assignment information is completed click Next to go to the next Online EA application page Saving Hire EA Form a 2 ENTE d 24 Tri UNIVERSITY La Employee Lookup gt Employee Name gt Employee 1 9 gt Enter Position gt Save Hire Form Saving Hire EA Form Home SKYWALKER LUKE My EA Forms No CWID Assigned Create EA Form Action Date 07 01 2009 View EA Forms Employee l 9 Information Academic Affairs Forms E The Individual is authorized to work in the United States Benefits Forms E The H Employment Eligibility Verification form has been completed Board Action Forms Form H3 option selected Lawful permanent resident FWS Forms HRES Forms Assignments eb Assign Pay Actual Salary NIPS Forme Code Position Begin Assign End FTE Hours Rate Pay Rate Earn Name Div Dept Sched Payroll Forms a 001035 07 01 2009 06 30 2010 1 00000 60 00 10 25 10 25 HAL
24. equired Regular Hours o0 fe or regular hours is required Help Pay Rate hos 0s hourly rate Eamings Code 020 comes from position information Actual Pay Rate fio 25 will be calculated when continue is pressed Cancel EA _ Next Benefits Forms Add Assignment Summary y ONGNE DA FOAMS UNIVERSITY Employee Lookup gt Employee Name gt Employee 1 9 gt Enter Position gt Assignment Summary Add Assignment Summary SKYWALKER LUKE My EA Forms No CWID Assigned Create EA Form Action Date 07 01 2009 View EA Forms Assignments Academic Affair s Forms Assign Pay Actual JC Position Begin Assign End FTE Hours Rate PayRate Eam Name DinDept Benefits Forms ee a Se ee ERA pa E l AA O 001035 07 01 2009 06 30 2010 1 00000 80 00 10 25 10 25 HRLY PAY AA D0401 Remove Board Action Forms 0338 HARD WORKER PAWS Forms HRES Forms Cancel EA Add New Assignment Add New Position Next HAPS Forms The Add Assignment Summary page provides you an opportunity to review the Enter Assignment Information page assignment s that have been entered You have several options on this page e Remove a Remove link is available to the right of each assignment on the Add Assignment Summary page Click the Remove link and the related assignment is removed from the list of assignments e Add New Assignment this button returns the user to the Add Assignment Information page to add additional assignments for the same position Complet
25. essary bottlenecks in the process Enter Position Information ONDINE PA FORMS aj OKLAHOMA UNIVERSITY Employee Lookup gt Employee Name gt Employee 1 9 gt Enter Position Enter Position Information Home SKYWALKER LUKE My EA Forms No CWID Assigned Create EA Form Action Date 07 01 2009 View EA Forms Hiring Dept Number laad0401 7 characters ey AAX 71234 Academic Affair s Forms Benefits F Position Number wool 039 a enents Forms Position number must already exist in HRS Board Action Forms FWS Forms Cancel EA Next ae eS F e Creating an employee assignment begins with selecting the position for the employee In order to hire an employee into a position the position e Must exist in HRS e Belong to the department listed as the Hiring Dept Number on this page As with all department access the individual preparing the EA must have been previously granted access to the department that includes the position Enter Assignment Information A fh GINLINE FA FoRNS UNIVERSITY m Employee Lookup gt Employee Name gt Employee 1 9 gt Enter Position gt Enter Assignment Enter Assignment Information SKYWALKER LUKE My EA Forms No CWID Assigned Create EA Form Action Date 07 01 2009 View EA Forms For employee s pad biweekly either FTE or Regular Hours are required Academic Affair s Forms For employee s paid monthly both FTE and Regualr Hours are required The Begin Date for this assignment can
26. he assignment and click the Next button to return to the Update Summary page 24 Modify Assignment Update and New Option UNIVERSITY Employee Lookup gt Select Positions gt Select Assignments gt Update Summary Modify Assignment MOUSE MICKEY BOGUS My EA Forms 1000 0004 Create EA Form Action Date 07 25 2009 View EA Forms Present Assignment 010 E 2 Job Fosion Se Clas Academic Affairs Forms Code E Begin Date End Date FTE Hours Pode Div Dept Benefits Forms o 001034 07 01 2009 06 30 2010 1 00000 80 00 0338 AA D0401 Board Action Forms S amp CTVE EMPLOYEE FWS Forms HRES Forms i 001034 07 01 2009 06 30 2010 1 00000 feo OO 10 50 O33 AA 00401 HBOS Farma i The top part of the Modify Assignment page is the same when accessing 1t from either the Update or New links Updateable fields are provided to update the assignment Begin Date End Date FTE Hours and Pay Rate If the Modify Assignment page was reached using the New link there are no additional changes However 1f the Update link was used then there are additional selections to identify the reason for the changes Modity Assignment Update Reasons Payroll Forma Please select the employment status that applies to this assignment clive Employee Help Routi Eaton Please select al events that wil be associated with this assignment change Rate Change Other Logout E Pay Exception E Reorganization Career Development Plan Title Change incentive
27. i VASS LIMEN A a 24 Update SUMMA o a ne se enna ees 26 Update FOT S VS sd 27 Update FO ici 28 Online EA Application Logging into the Online EA 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 Outlook Exchange 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 http hr okstate edu doctfiles HRS_System_Access pdf OLEA Log In Page it INLINE EA FORMS UNIVERSITY EA Forms Login Enter your Outlook Exchange email address firstname lastname okstate edu and Tea password to continue Routing Application Email addres Password Login Clear Forgot your password OLEA Home Page P gaa i GNLINE EA Irj i5 UNIVERSITY j J EA Forms Home Home Welcome to the Online Employee Action Application My EA Forms Create EA Form Select an application View EA Forms My EA Forms Create EA Form Academic Afairs Forms View EA Forms Board Action Forms The Home page offers three choices for the user to select e My EA Forms displays four tables of EAs which currently attached to the user
28. ity number birth date or gender Social Security Number Entry of the social security number is masked for security purposes Because of that the user is required to enter the social security number twice for verification of correct entry If you enter the social security number entering the birth date and gender is also required Action Date For a Hire EA the Action Date 1s the date employment begins For cases where a new hire needs to be affiliated with the university earlier than his her actual employment date to provide email access or other systems access the Action Date is the date that affiliation should occur The period between this early affiliation date and the actual employment date will be covered by a zero FTE zero pay assignment the user must enter An assignment begin date earlier than the action date is not allowed by the Online EA application Enter Employee Name Information ONLINE EA FORMS OKLAHOMA UNIVERSITY Employee Lookup gt Employee Name Enter Employee Name Information Enter the Employee Name as it is shown on the Social Securty Card My EA Forms Create EA Form Last Name Suffix First Name Middle Name aeywaker lf the employee has only one name enter that name in the Last name field Leave any field blank that does not have an associated name View EA Forms Academic Affairs Forms Benefits Forms Board Action Forms Cancel EA Next CAE Caen The next page presented for pr
29. ms I have created that have been processed All four tables have the same seven column headings e Action Date Employee Name Form Type Approval Status Pay pay schedule biweekly or monthly Department and Last Updated The contents of the View All tables can be sorted by clicking a single orange column heading Clicking the same column heading again will reverse the sort Only a single column heading can be used to sort the table contents To view the actual EA form for any of the entries in the My EA Forms or View All tables simply click an entry in the row for the EA form you are interested in viewing The EA form is then displayed with appropriate options available View EA Forms a L INLINE EA FORMS UNIVERSITY y p i fi View EA Forms Home e Use this page to search the OnLine EA system Enter one or more of the following fields to identify your search criteria for EAs My EA Forms Employee ID CWID Create EA Form Employee First Name View EA Forms Employee Middle Name Academie Affairs Fortes Employee Last Name mous Board Action Forms DiviDept HRES Forms Action Date E F mrad YYY HRPS Forms Status E Payroll Forms Form Type All F Pay Schedule An Help Search Routing Application Select Employee to view form Logout 06 01 2009 MOUSE MICKEY BOGUS UPDATE Saved Needs Routing iB AAD0401 The View EA Forms page provides a flexible search tool to loca
30. nd enter any remarks to provide the reviewers with additional necessary information or for Payroll Services to correctly calculate the pay based on the adjusted assignments Be sure to review the form at this point for completeness Is the form presenting all of the information necessary for the employee s pay to be calculated correctly This is the last page the bread crumbs at the top of the page can be used to return to a previous page Save button Click the Save button to save the form contents Prior to this the form data was kept as temporary data and would be lost 1f the application timed out or the application was closed prior to clicking the Save button 27 Update Form A IINLINE EA FORMS UNIVERSITY Update Form Home MOUSE MICKEY BOGUS My EA Forms 1000 0001 Create EA Form Action Date 07 25 2009 View EA Forms Academic Affairs Forms Benefits Forms Board Action Forms FWS Forms HRES Forms Present Status HRPS Forms Asgn Position Assign Begin Assign End FTE Hours Pay Rate Earn Name DiwDept Payroll Forms 0010 001034 07 01 2009 06 30 2070 1 00000 80 00 10 50 HRLY PAY AA D0401 HARD WORKER ps Proposed Status Asgn Position Assign Begin Assign End FTE Hours Pay Rate Eam Name DiwDept DEMONSTRATED PROFICIENCY 0010 001034 07 01 2009 07 24 2009 1 00000 80 00 10 50 HRLY PAY AA D0401 HARD WORKER DEMONSTRATED PROFICIENCY QO 001034 07 25 2009 06 30 2010 1 00000 80 00 11 00 HRLY PAY AA D04
31. nd option Assignments created with the Update option are linked to original assignment that was updated This is due to the assignment end date of the original assignment being modified to be the day 26 before the new assignment starts Clicking the Remove link for either of these assignments will cause the newly created assignment to be deleted and the original assignment that was updated being returned to its initial values Update Form Save Ar TINLINE EA FORMS UNIVERSITY y Employee Lookup gt Select Positions gt Select Assignments gt Update Summary gt Update Form Home o Update Form My EA Forms Create EA Form MOUSE MICKEY BOGUS View EA Forms 1000 0001 Action Date 07 25 2009 Academic Affair s Forms Present Status Asqn Position Assign Begin Assign End FTE Hours Pay Rate Earn Name DivwDept 0010 001034 07 01 2009 06 30 2010 1 00000 80 00 10 50 HRLY PAY AA D0401 HARD WORKER HRPS Forms Payroll Forms Proposed Status Asan Position Assign Begin Assign End FTE Hours Pay Rate Earn Name DiwDept Help DEMONSTRATED PROFICIENCY 0010 001034 07 01 2009 07 24 2009 1 00000 80 00 10 50 HRLY PAY AADO401 19 Application HARD WORKER DEMONSTRATED PROFICIENCY Q 001034 07 25 2009 06 30 2070 7 00000 80 00 11 00 HRLY PAY AA D0401 HARD WORKER Preparers Name Shryock Alan Telephone 4057446378 Remarks This is the remarks Text Cancel EA Save The Update Form page is a page to review the full form a
32. not be earter than the action date for the employee and cannot be before a previously entered assignment Benefits Forms Board Action Forms When adding assignments in the next fecal year the first assignment must have a begin date of July 1 FWS Forms HRES Forms Begin Date 07 01 2009 PTA yyy HRPS Forms End Date os3oz010 mm dd yyyy Payroll Forms FTE EAS fe oF regular hours 15 reguired Regular Hours fe or regular hours i3 required Pay Rate 10 25 hourly rate Earnings Code 020 comes from position information Actual Pay Rate will be calculated when continue is pressed Cancel EA Calculate Actual Pay Rate Once the position is entered the next step is to enter assignment information While entering biweekly and monthly assignments is similar there are a few differences Additional assignments can be added as needed by repeating this process to show the correct FTE Regular Hours and Pay Rate for the employee e Assignments cannot cross from one fiscal year to the next The OSU fiscal year ends on June 30 For assignments where employment extends beyond June 30 enter an assignment that ends on June 30 and then create a second assignment that starts July 1 This situation usually only occurs after the Budge Development process which occurs each spring for the next fiscal year e Assignments for regular faculty and staff must be continuous and consecutive in his her regular position from the employment date or July 1 whi
33. on the column heading will reverse the sort Only one column head at a time can be utilized to sort the search results To view the actual EA for the information displayed simply click on any of the entries within the row for the EA you want to view and the applicable EA form page will open You can return to the View EA Forms page by using the browser Back button or to a different category by selecting the applicable entry in the left navigation bar If you use the View EA Forms in the left navigation bar to return to the View EA Forms page your search criteria will be deleted HRS Security Controls Form Access The Online EA application observes HRS security to control access to the application as well as to information retrieved by or stored within the application To access the Online EA application a user any user such as form originator or approver must have requested and be set up with the applicable HRS access Additionally in all phases of the Online EA application a user will only be allowed to access forms or search results for departments that have been authorized to his her operator ID Create EA Forms General Information The Create EA Forms link is the part of the OLEA application used to actually create an EA form for all types of employment actions including actions such as hiring an employee changing a current employee s status pay or assignment dates promotions separations retirements and entering a leave stat
34. ons need to be made click the Cancel Action and start over e Assign Routing assign the appropriate routing for the form e Add View Attachments add attachments as needed if any 21 Update Employee Complete the Select Employee and Select Employee s Positions pages as previously described Select Assignments oranana H fi _ IINLINE EA FORME UNIVERSITY y La y Employee Lookup gt Select Positions gt Select Assignments Select Assignments Use this page to select the employee s assignment s that wil be updated or separated My EA Forms Create EA Form Select all applicable assignments by clicking the check box left of fhe assignment Select only assignments that will be changed View EA Forms MOUSE MICKEY BOGUS Academic Affair s Forms 1000 0001 Benefits Forms Acton Date f 25 2009 Board Action Forms Select all assignments for this action FWS Forms Asgn Position Assign Begin Assion End FTE Hours Pay Rate Earn Name Div Dept HRES Forma M QUIO 001034 07 01 2009 06 30 2010 1 00000 80 00 10 50 HRLY PAY AA D0401 HRPS Forms HARD WORKER Payroll Forms Cancel EA Update Employee Separate Employee Select all assignments that will be Updated Ended or used as a template for a New assignment Only the assignments selected on this page are listed in the Present Status section of the EA form while all assignments associated with all positions selected on the Select Positions page are listed in the
35. ospective employees that are not a current or previous employee 1s the Enter Employee Name Information page Enter the employee name into the appropriate fields As instructions below the name fields indicate 1f the prospective employee has only one name on the social security card enter that name into the Last Name field Certification of Eligibility to Work ONLINE EA FORMS OKLAHOMA UNIVERSITY p Employee Lookup gt Employee Name gt Employee l 9 gt Enter Position Home My EA Forms Create EA Form Certification of Eligibility to Work SKYWALKER LUKE No CVAD Assigned Action Date 07 01 2009 View ETA Rf The Individual is authorized to work in the United States fe The H Employment Eligibility Verification form has been completed Academic Affair s Forms Which box on the Form L9 did the employee check Benefits Forms Citizen or national of the U S Board Action Forms Lawful permanent resident FWS Forms e Alen authorized to work nclude Work clearance in the New Hire Packet HRES Forms HRPS Forms Cancel EA Next Payroll Forms The I 9 Employment Eligibility Verification form is required for any new employee without an active assignment within a specified time period depending on the position type e Regular Faculty Staff position 1 9 is required if the individual has not had an active assignment with OSU within the past 30 days e Temporary Faculty Staff or Graduate Assistant Student position
36. red in the Pay Rate field is displayed Calculate Actual Pay Rate Next button Initially this button is displayed as the Calculate Actual Pay Rate button When clicked the FTE and Regular Hours are calculated for biweekly assignments and the Actual Pay Rate 1s calculated for monthly assignments The Enter Assignment Information is redisplayed showing the calculated amounts When this action is completed successfully the button changes to a Next button When the Next button is clicked the FTE and Regular Hours will be recalculated if any changes were made and the next EA page is displayed UNLINE EA FORMS OKLCAMHORTA UNIVERSITY e Employee Lookup gt Employee Name gt Employee l 9 gt Enter Position gt Enter Assignment Enter Assignment Information SKYWALKER LUKE My EA Forms No CWID Assigned Create EA Form Action Date 07 01 2009 View EA Forms For employee s paid biweekly ether FTE or Regular Hours are required Academic Affairs Forms For employee s paid monthly both FTE and Regualr Hours are required The Begin Date for this assignment cannot be earlier than the action date for the employee and cannot be before a previously entered assignment Board Action Forms When adding assignments in the next fiscal year the first assignment must have a begin date of July 1 FWS Forms HRES Forms Begin Date 07 01 2009 mm dd yyyy HRPS Forms End Date os 30 2010 mm dd yyyy Payroll Forms FTE 1 0000 fe or regular hours is r
37. rent department The OLEA application will check the current status of individual and automatically switch to the Update Separation function 1f that is appropriate The Hire EA is started by selecting Create EA Form in the left navigation bar or displayed in the body of the Home page for the Online EA application and then Hire on the EA Forms Create EA Form page New Hire Employee Lookup ANDREA INLINE EA FORMS UNIVERSITY Employee Lookup New Hire Employee Lookup Home My EA Forms CWID am SSN Create EA Form Confirm fo View EA Forms SoN Birth Date mm dd yyyy Gender Male Female AND HRP 5 Forms Act ion D al a FIFY dd y vy Payroll Forms Position Type C Regular Faculty Staff Position Academic Affairs Forms Board Action Forms HRES Forms Temporary Faculty Staff or Help Graduate Assistant Student Position A Cancel EA Nex A Hire EA starts with entering either the CWID for current or previous OSU employees OR the prospective employee s social security number birth date and gender male or female After the ID information is entered the Action Date is entered and Position Type is selected CWID If the Campus Wide ID CWID of a current or former university employee is known enter the 8 digit CWID into the CWID field The CWID of a student if that student has never been an employee is not known to the Online EA application If you enter the CWID do not enter the social secur
38. te specific EAs or a group of EAs based on certain criteria The search fields provided are e Employee ID CWID e Employee First Name e Employee Middle Name Employee Last Name Div Dept Action Date Status Form Type Pay Schedule A search can be constructed to use only one or as many fields as needed to reduce the returned search results to a manageable number The Name fields and the Div Dept field are constructed to observe a starts with criteria For instance if Mous is entered into the Last Name field all EAs with a Last Name that starts with Mous will be returned as part of the search results This includes an EA for Mickey Mouse if one is present in the system Likewise if a person wanted to find all EAs created for Administration and Finance entering AAD in the Div Dept field will return all EAs for departments in A amp F Once the search criteria are entered click the Search button to perform the actual search The search results are always limited by the departments the user 1s authorized to access search Results Table The View EA Forms search results are returned in a table with the following columns Action Date Employee Name Form Type Status Pay pay schedule monthly or biweekly Div Dept As with the My EA Forms tables the View EA Forms search results table can be sorted by the different column headings by clicking on the column heading Clicking a second time
39. the EA Forms Create EA Form page Also if you elect the Hire option and the Online EA application determines the individual is a current OSU employee and a new I 9 is not required the application will automatically switch to the Update Separation action Select Employee PRA ENTER DA dro UNIVERSITY Employee Lookup Home select Employee Use this page to process assignment Changes or Separations for a current employee My EA Forms e Enter the Employee s CWID in the Employee ID field Enter the effective date of the assignment change or separation in the Action Date field e Glick the Continue button to go to the next page Create EA Form View EA Forms Benefits Forms Action Date mm dd yyyy Board Action Forms PWS Forms Next HRES Forms The Update Separation action starts entering the employee CWID into the Employee ID field and the event date in the Action Date field Action Date The purpose of the Action Date is to select all active assignments that end on or after the entered Action Date for the entered employee The only restriction the Action Date enforces in the system 1s an assignment begin date earlier than the Action Date cannot be entered for a new assignment The Action Date generally has three uses e Separations the Action Date is the date the separation is effective typically the last day of work e All other actions Pay Rate Changes FTE Changes Title Changes
40. ure to provide information that is required for Payroll Services to process any pay adjustments related to the separation Remarks to explain any last day pay adjustment is required if the Check here if the employee worked scheduled hours on last day check box was left unchecked Complete the Termination Separation Checklist or identify who will be responsible for its completion prior to or at the time of the employee s actual separation if one is required The Complete Separation Form page correctly identifies if a Termination Separation Checklist 1s required Cancel EA or Save buttons q SAVE button to save the EA form or CANCEL EA to terminate Cancel EA Save Click the Cancel EA button or Save button to terminate or complete the creation of this EA form Prior to clicking the Save button no data has actually been saved for this form Click EA Form Separation The EA Form Separation page is the completed Separation EA form This is the opportunity for the creator to review the EA form and be sure it was completed accurately and completely data entered 1s correct all information necessary for the reviewers to understand the circumstances of the separation is entered and any information for pay adjustments is entered for Payroll Services After completing the form review select the correct action e Cancel Action if the information on the form is incomplete or not accurate make note of what correcti
41. us There are two types of actions presented on the Create EA Form page e Hire action is used to process an EA for any individual that is not currently employed by the hiring department This includes university employees that are currently working in a different department The OLEA application will check the current status of individual and automatically switch to the Update Separation function 1f that 1s appropriate e Update Separation action is any action that is not a hire Application Timeout The Online EA application will timeout for no activity in approximately 23 minutes Activity is defined as an action that interacts with the application web server such as clicking a button or link or forcing a page refresh by using the browser refresh button or pressing the F5 key Be aware that refreshing a page causes a page to reload and any entered data on that page will most likely be lost Also be aware that the data entered into an EA is temporary until the final EA page and the Save button is clicked If a user allows the application to timeout or logs out prior to saving the EA form data any information entered to that point will be lost Page Navigation Within the Create EA Form option a person navigates to the next EA page of input fields by clicking the Next button Depending on the particular page additional buttons and or links may be provided such as Add New Assignment and or Add New Position and Remove Links are orange in
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