par processing - san diego unified school district · 2019-09-13 · most of the various par’s...

PeopleSoft Handbook

PAR Processing Version 2.2 July 2019

PeopleSoft

Copyright 2017, San Diego Unified School District. All rights reserved. This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without written permission of San Diego Unified School District, Integrated Technology Support Services (ITSS), 4100 Normal St, San Diego, CA 92103

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PAR Processing Handbook • Page 1

Table of Contents Part 1: Overview ........................................................................................................................................... 3

About This Guide .................................................................................................................................... 4

Personnel Action Requests (PAR) ........................................................................................................... 5

Big Concept: Person, Position, and Job ............................................................................................ 6

One to One Position Management .................................................................................................. 7

Position Control Review Process & Workflow ................................................................................. 8

Security ................................................................................................................................................... 9

Department References ....................................................................................................................... 10

PAR Status ............................................................................................................................................ 11

PAR Approval Roles .............................................................................................................................. 12

FTE Conversion Chart ........................................................................................................................... 13

Special Comp Codes ............................................................................................................................. 14

Action/Reason Code ............................................................................................................................. 15

Part 2: Position PARS................................................................................................................................... 25

New Position PAR ................................................................................................................................. 26

Fill Vacancy PAR .................................................................................................................................... 31

Change Position Attributes PAR ........................................................................................................... 37

Part 3: Person PARS .................................................................................................................................... 43

Hire/Rehire PAR .................................................................................................................................... 44

Add Concurrent Job PAR ...................................................................................................................... 50

Assignment Change PAR ....................................................................................................................... 55

Add a Job Share .............................................................................................................................. 61

Salary Change PAR ................................................................................................................................ 64

Leave of Absence .................................................................................................................................. 68

Termination PAR ................................................................................................................................... 72

Part 4: Manage PARS .................................................................................................................................. 75

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Draft Status ........................................................................................................................................... 76

Save a PAR in Draft Status .............................................................................................................. 76

Complete a PAR in Draft status ...................................................................................................... 77

Cancel a PAR in Draft status ........................................................................................................... 79

Error Messaging .................................................................................................................................... 81

Search for a PAR ................................................................................................................................... 83

Approve a PAR ...................................................................................................................................... 87

Check PAR Status .................................................................................................................................. 89

Print a PAR ............................................................................................................................................ 91

Email Notifications ............................................................................................................................... 93

Part 5: Reports ............................................................................................................................................ 97

Allocation Status Report ....................................................................................................................... 98

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Part 1: Overview

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About This Guide This guide was created by the San Diego Unified School District’s Integrated Technology Department as a reference material for school and department staff responsible for creating Personnel Action Requests (PAR) for personnel or position actions by Human Resources to effect hourly and salaried employees, including but not limited to, creating, modifying, and researching PAR’s, research within these modules of PeopleSoft Human Capital Management (HCM). It is updated periodically by the San Diego Unified School District’s IT Training and Support Team.

The screenshots displayed in this handbook were captured in a training environment. Displayed Employee ID numbers, names, budget details and other information such as PAR numbers are fictitious to the best of our knowledge and should not be used outside the training setting.

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Personnel Action Requests (PAR) The Personnel Action Request (PAR) is to be used to request any personnel or position actions (i.e. changes in pay, supplements, promotions, demotions, data changes, etc.). School sites and departments use the PAR to notify Human Resources (HR) of actions affecting hourly and salaried employees and positions.

Most of the various PAR’s are created in a similar way. Once submitted by the site, PeopleSoft routes each request directly through designated approver routes, known as the Routing, Approvals, and Processing (RAP process), to review, approve, or input information. Approvals must be reviewed and approved in the order listed on the form before moving to the next approver. Depending on the request, approvals may route through site, Central Office / Department, and/or Executive Level approvers. Upon completion of the PAR, notification is sent to requesting site.

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Big Concept: Person, Position, and Job In PeopleSoft, hiring an Employee consists of 3 different records; Position, Person and Job.

Position

EMPTY CHAIR

Person

Job

PERSON SITTING IN CHAIR

A Position is like an empty chair. You assign a title and a set of responsibilities to that chair and any person who occupies the chair inherits those attributes. This means you can create the position (chair) before you have a person available to occupy it. It also means that if one person leaves you can fill that position with a replacement without having to redefine all of those attributes.

A few key aspects related to Positions are as follows:

• Job Title • Department • Location • Salary Grade • Standard Hours • FTE (Full Time

Equivalent) • Reports To (Supervisor)

A Person is not an employee until they are assigned to a Position. This record contains information that is specific to the individual, such as:

• Name • Date of birth • Social Security Number • Contact information • Employee ID

This collection of personal information is only attached to a person. This information sticks with the record regardless of what position(s) that person may hold or what “chair” they are seated at. A person can exist in PeopleSoft without being attached to a position and thus can be assigned to multiple positions and even multiple positions at different departments.

NOTE: All Personal Data/Workforce Monitoring screens may be viewed by any department where the individual has a Job Data record.

A Job is an employee assignment. This record is created when an employee is assigned to a Position, in other words, when a person occupies the chair. That Job may be assigned to a position but in addition, it has information unique to the employee such as salary step, step entry date, compensation rate, and multiple components of pay.

Once an employee is assigned to a Position, a Job Record is created and all criteria that is required to perform that specific job (such as being bilingual, a specific certification, etc.) is attached. Upon hire or transfer to a position, an employee’s Job Record inherits certain attributes of the Position such as:

• Pay Group • Compensation Rate

An incumbent is the person currently in the job.

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One to One Position Management Each salaried employee will have a separate position number. Each salaried position will have no more than one incumbent (with the exception of certificated job shares). The position number represents an approved amount of FTE assigned to a particular job title at a particular department and location, with particular funding source(s). Employees may move in and out of different positions as they transfer to other locations or promote to other job titles.

Position Management is available on particular PARs for salaried positions, Request to Fill Vacant Position, Add a Concurrent Job, Hire/Rehire, and Assignment Change. For specified PARs, the process begins when a position number is entered in the new Position(s) box. The system will populate position attributes such as job code, department, location, combination code and FTE, which shows the total FTE that has been allocated for the position.

Hourly positions are not affected by one-to-one position management. Multiple incumbents are permitted in hourly positions.

IMPORTANT! To prevent the PAR delays, follow the Reason for Overallocation procedures if the salaried position being requested is over allocated due to the FTE entered. You cannot save an over allocated PAR until the Over-alloc Emplid and the Reason for Overallocation (e.g. Overlap, Pending Assignment Change, Pending LOA, or Pending Termination) have been provided.

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Position Control Review Process & Workflow Position Control supports schools/departments by providing services to

• Fill vacancies

• Create new positions

• Change positions (increase / decrease position FTE)

• Verify funding and budget status

IMPORTANT! All Position requests are reviewed by the Position Review Committee.

The review process begins when the school or department submits a PAR. If the PAR is requested to staff a position (including filling budgeted vacancies) or change to FTE of a position, the PAR will be reviewed to validate that funding is available. Then it is forwarded to the Committee for a decision.

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Security Access to PAR’s must be requested and approved by the ITD Department. To request access as a PAR Requester or PAR Approver, submit the DWA Security Request. Staff can request access for themselves or others using the following steps:

1. Navigate to PeopleSoft HCM: https://dwa.sandi.net/hcm/signon.html.

2. Enter six-digit User ID (Employee ID) and DWA Password.

3. Click Sign In.

4. Click Human Resource tile.

The right panel of page will load the DWA Security Request page automatically.

5. Complete online form.

IMPORTANT! Make sure to add the correct PAR role_name to the request before you submit.

• For REQUESTER access choose the role name: ROLE_PAR_REQUESTER

• For APPROVER access choose the role name: ROLE_PAR_APPROVER

For detailed instructions on how to complete this request, see the How to Submit a DWA Security Request job aid. This job aid can be found: SDUSD Home Page> Staff tab > Technical Support/Help Desk > Self Help > PeopleSoft > How to Submit a DWA Security Request.

https://dwa.sandi.net/hcm/signon.html

https://www.sandi.net/itd/sites/default/files/Gen_DWA_Security_Requests_Instructions_v3.pdf

https://www.sandi.net/itd/sites/default/files/Gen_DWA_Security_Requests_Instructions_v3.pdf

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Department References This handbook is designed to work in conjunction with existing documents published by San Diego Unified School District. Please continue to refer to policies and procedures outlined by district departments.

Helpful references for questions regarding:

• Budget Reports, FTE and Distribution %, and PAR Selection Financial Planning, Monitoring and Accountability: 619-725-5605 https://www.sandi.net/staff/financial-planning-monitoring-and-accountability/financial-planning-monitoring-and-accountability

• General PAR Information Human Resources: 619-725-8089 https://www.sandi.net/staff/human-resources/human-resources

• PAR Status Area HRO / Confidential Contact HRO Assignment by Site Department Service List

• Position Control Budget Development: 619-725-7770 https://www.sandi.net/staff/budget-development/position-control

• Administrative Procedures: o Fiscal Management

https://www.sandiegounified.org/node/485 o Personnel

https://www.sandiegounified.org/node/490

https://www.sandi.net/staff/financial-planning-monitoring-and-accountability/financial-planning-monitoring-and-accountability

https://www.sandi.net/staff/financial-planning-monitoring-and-accountability/financial-planning-monitoring-and-accountability

https://www.sandi.net/staff/human-resources/human-resources

https://docs.google.com/spreadsheets/d/1WJ7OcgO-VneA3b_FvPqZ7dd95ZHeUU7uIXuAXLBG-mY/edit#gid=559843843

https://www.sandi.net/staff/budget-development/position-control



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PAR Status

PAR Status Description

Draft Status when an incomplete PAR is saved. Requestors may populate remaining required fields and save to move PAR to Initial Request status. Note: Only PAR’s in Draft status can be edited by Requester.

Initial Request When PAR is created by submitter but not yet approved by the administrator.

Submit for Approval PAR has been reviewed by Site Admin/ Dept. Head and is ready to be routed by HR.

Route for Approval PAR routed to one or more approver roles for review.

Route for Processing PAR routed to one or more processor roles to perform an action.

Complete All approvers have approved the PAR and all processors have marked the PAR “Worked”.

Cancel PAR is no longer active.

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PAR Approval Roles Human Resources Services

PAR Approvers Roles

SD_H_HR_ORIENTATION New employee processing / onboarding.

SD_H_HR_CLASSIFICATION Approves Classification and Classified Salary Placement.

SD_H_HR_PAR_ROUTER Routes PAR to Approvers and Processors.

SD_H_HR_PC_INPUT Enters/processes job data changes into PeopleSoft.

SD_H_HR_POS_N_MGMT Enters/processes position changes into PeopleSoft.

SD_H_HR_REEMPLOYMENT Reviews request to fill vacancy PARS for potential recall and return from leave of absences.

SD_H_HR_RECRUITING Upon approval, initiates the recruitment and establishes candidate eligibility list.

Position Control / Finance Division

Division Approvers Role

SD_H_HR_BUDGET Review, verify and approve funding

SD_H_FIN_POSN_CNTRL Submits request to Executive Committee Review

Verify and approves/activates New Position Change Attributes PARS

101391

Sticky Note

Marked set by 101391

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FTE Conversion Chart Position Management uses Standard Hours to calculate the FTE for a Salary Position. When used with PAR’s, this chart can help ensure the employee is paid correctly.

To enter or update FTE, input the Standard Hours and the system will automatically calculate FTE.

The table below provides a conversion between FTE and Standard Hours.

STANDARD HOURS FTE 0.25 0.0313 0.5 0.0625 1 0.1250

1.5 0.1875 2 0.2500

2.5 0.3125 3 0.3750

3.5 0.4375 4 0.5000

4.5 0.5625 5 0.6250

5.5 0.6875 6 0.7500

6.5 0.8125 7 0.8750

7.5 0.9375 8 1.0000

How to calculate FTE and/or Standard Hours smaller than minimums shown above:

• FTE - Standard Hours per week divided by 40 hours equals FTE

• Standard Hours - FTE multiplied by 40 hours equals Standard Hours

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Special Comp Codes …Coming Soon

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Action/Reason Code PeopleSoft requires that an action and reason code be entered for each personnel action being recorded or processed. Staff members who need assistance with choosing the correct Action or Reason code based upon the specific employee circumstance may contact HR at (619) 725-8089.

The table on the following pages lists the district’s Action and Reason Code descriptions and appropriate use by PAR type.

ADD CONCURRENT JOB PAR

Action Code

Action Description

Reason Code

Reason Description When to Use

ADL Additional Job ADL Additional Job Use to add additional job to an employee

FPO For Payment Only Use when need to pay an employee and then

HRP Short-term Project Use for a short-term project assignment

HRR Sub for Vacant Position

Use when employee is covering a vacancy

HRS Sub for Absent Employee

Use when employee is covering for an absent employee

SSI Summer School/Intersession

HR Use Only

TIH Temporary Increase Hrs.

Use to temporarily increase an employee’s hours

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ASSIGNMENT CHANGE PAR

Action Code

Action Description

Reason Code Reason Description When to Use

DTA Data Change

CAI Correct/Update Assignment Info

Use to correct a mistake in an employee’s Job Data

CDP Correction-Department

Use to correct an employee's department (usually used after a position has been updated)

CEC Correct Earnings Code Use to correct an employee's earning information (usually used after a position has been updated)

CED Correction Effective Date

Use to correct the effective date on an employee's Job Data

CFT Correction-FTE Use to correct the FTE on an employee's Job Data

CJC Correction-Job Code Use to correct the Job Code on an employee’s Job Data

DCF Decrease Certificated FTE

To decrease a Certificated employee's FTE while remaining in the same job code and location

DCL Decrease Classified FTE

To decrease a Classified employee's FTE while remaining in the same job code and location

ETI End TOC/Temp Increase Hrs.

Use to end an employee's TOC or Temporary Increase in Hours early

FTE FTE Change Use to Change/Update an employee's FTE. Please see Increase/Decrease Certificated/Classified FTE

ICL Increase Classified FTE Use to increase a Classified employee's FTE while remaining in the same job code and location

JSN Returning/New Job Share

Use to create a New/Returning Job Share

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ASSIGNMENT CHANGE PAR (cont’d)

Action Code

Action Description


DTA Data Change

LOC Location Correction Use to correct the Location on an employee’s Job Data

PDU Position Data Update Use to update something within a position

RCC Renew Certificated Contract

Use to renew certificated contract

RES Remove Excess Status HR Use Only

TLC Update Time and Labor Calendar

Use to change a work year calendar

ULD Update Location or Dept.

Use to change a location or department

DEM Demotion REL Relinquish Rank HR Use Only

USP Unsatisfactory Performance

Use to demote employee due to unsatisfactory performance

VOL Voluntary Demotion Use to demote employee due for voluntary reasons. Voluntary Reduction form must be signed.

JED Earnings Distribution Change

ACC Account Code Change HR Use Only

PRO Promotion ACT Acting HR Use Only

APR Auto Promo Rule Used to auto promote employees in certain job classes

APT Appointment Use for board appointment

INT Interim Used for a temporary appointment by the board

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Action Code

Action Description


PRO Promotion PRO Promotion Use to promote a monthly employee to a higher job class

TOC Promotion/Temporary TOC

Use to place an employee in a higher class temporarily

RFL Return From Leave

RFL Return From Leave Use to return and employee from LOA (must be approved by HR)

XFR Transfer ASC Assignment Change Use to transfer / assign employee to a lateral assignment

CLT Certificated to Classified

Use to move a certificated employee to a classified position

CTC Classified to Cert Contract

Use to move a classified employee to a certificated position

EER Employee Request Use to transfer employee that has applied for a Transfer Request

HTM Hourly to Monthly Use to hire an hourly employee into a monthly position

PBD Transfer Post and Bid HR Use Only

SSI Summer/Intersession HR Use Only

STH Salary to Hourly Use to move a monthly employee into an hourly position

TOC Temporary Out of Class

Use to place an employee in a temporary assignment

VTT Visiting Teacher to Reg Tcher

Use to move Visiting Teacher to a Regular Teacher Assignment

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Action Code

Action Description


XFR Transfer XFR Transfer Use to move an employee to another department/ location in same job class

YTT Year-Round to Traditional

Use to change an employee’s work year schedule from year round to traditional

CHANGE AGTTRIBUTES PAR

Action Code

Action Description


POS Position Change

ACC Account Code Change Use to change budget strings on a position

DCF Decrease Certificated FTE Use to decrease FTE on a certificated position

DCL Decrease Classified FTE Use to decrease FTE on a classified position

ICF Increase Certificated FTE Use to increase FTE on a certificated position

ICL Increase Classified FTE Use to increase FTE on a classified position

TTL Title Change Use to change the title on a vacant position

UPD Position Data Update Use to update an attribute on a position

URT Update Report To Use to update the supervisor/ manager the position reports to

XFR Transfer Used to move an employee to another location or job classification

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HIRE/REHIRE

Action Code

Action Description


HIR Hire FPO For Payment Only HR Use Only

HRR Sub for Vacant Position Used for a TOC in a vacant position

HRS Sub for Absent Employee Used for a TOC when an employee is absent

NHI New Hire Use to hire a new employee to the district

SSI Summer/Intersession Not used

REH Rehire FPO For Payment Only HR Use Only

INT Internal Recruitment HR Use Only

RCC Renew Certificated Contact

Use to renew a certificated contract for an employee

LEAVE OF ABSENCE PAR

Action Code

Action Description


LOA Leave of Absence

PRP Pending Retirement Paperwork

To put an employee on a LOA before the paperwork is available

RES Restricted (Unpaid to 1 year)

HR Use Only

RHR Pending Leave – Rehired Retiree

To put an employee on a LOA before the paperwork is available

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SALARY CHANGE PAR

Action Code

Action Description


PAY Pay Rate Change

FPO For Payment Only HR Use Only

TOC Temporary Out of Class Use to create additional pay component due to temporary out of class assignment

TERMINATION PAR

Action Code

Action Description


RET Retirement ERT Early Retirement HR Use Only

PRP Pending Retirement Paperwork

Use to retire employee pending receipt of official paperwork

RMT Normal Retirement Use to create employee retirement

TER Termination DEA Death Use to terminate due to employee death

DFC Dismissal for Cause Use to terminate for dismissal for cause

DIS Dishonesty Use to terminate due to dishonesty

EAW Expired Authorization to Work

Use to terminate due to an expired work authorization

ECC End Charter Contract Use to end contract of Charter Employee

EDO Employee Declined Contract/Ofr

Use to terminate due to employee declining contract/offer

ELI Elimination of Position Use to terminate due to position elimination

EOA End of Assignment Use to end an hourly or short term assignment

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TERMINATION PAR (cont’d)

Action Code

Action Description


TER Termination FPO For Payment Only HR Use Only

FRW I-Failed to Report to Work

Use to terminate due to failure to report to work

HEA Health Reasons Use to terminate due to health reasons

HMR Home/Family Responsibilities

Use to terminate due to familial reasons

INT Insubordination Use to terminate due to insubordination

JOB Job Abandonment Use to terminate due to job abandonment

LVE Exhausted/Fail to Return from LOA

HR Use Only

LVE Exhausted/Fail to Return LOA

HR Use Only

MIS Misstatement on Application

HR Use Only

MOR Move to other record HR Use Only

OTE V-Resignation-Other Employment

Use to terminate due to resignation of other position outside of the district

OTP Resignation-Other Position

Use to terminate due to resignation of other position outside of the district

PDI Purge Due to Inactivity

HR Use Only

PER Personal Reasons Use to terminate employee for personal reasons

PGO Professional Growth Opportunity

Use to terminate due to professional growth opportunity

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TERMINATION PAR (cont’d)

Action Code

Action Description


TER Termination POP Pending Official Paperwork

Use to terminate official paperwork has not been received yet

RED Staff Reduction HR Use Only

REL Relocation Use to terminate due to employee relocation

RES Resignation Use to terminate due to employee resignation

RIP Released in Prob Status

HR Use Only

RNR Resigned in Lieu on Non-Re-elect

HR Use Only

TBE TB Expired HR Use Only

TPO Resignation – Teacher Position

Use to terminate when employee is resigning from teacher position outside of the district

UNS Unsatisfactory Performance

Use to terminate due to unsatisfactory performance

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Part 2: Position PARS

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New Position PAR This PAR is used to request a brand new salaried or hourly position that is not presently assigned to the department. This PAR will be routed to the HR department for the creation of the new Position Number in PeopleSoft, then to Budget department (Budget Analyst) for funding approval.

Run the Allocations Status Report to help identify any additional positions needed, as it shows your department’s positions and FTE allocations.

How to Request a New Position PAR

1. On the homepage, click the NavBar icon. Select Navigator.

2. Select Workforce Administration. Then click Personnel Action Request.

3. On the Personnel Action Request page, click Add New Value

4. Select Position-Request New from PAR Type drop-down menu.

5. Click Add.

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6. Complete the PAR page (Note: Asterisk * indicates a required field).

PAR Header

Field Explanation

*Empl Group Select Classified, Certificated or management option of new position.

*Empl Dept Enter the 4 digit department number of the receiving site. If unknown, use search feature.

*Original Requestor Enter the Employee ID of the Administrator requesting the PAR. If unknown use the search feature to search by name.

*Contact Name Enter the name of the person at site who should be contacted if HR needs further information.

*Contact Phone Enter the phone number of the person listed in Contact Name and extension, if applicable.

Site Fax Enter site fax number, if necessary.

PAR Body

Field Explanation

Effective Date Enter date this position should take effect.

Job Code Enter job code for position. If unknown, use search feature.

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Field Explanation

Department Enter the 4 digit department code. If unknown, use the search feature.

Location Enter the location number (4 digit +A) of time reporting (receiving) location. If unknown, use the search feature.

Position Type Select Salaried or Hourly from drop-down menu.

FTE Enter Full Time equivalency number. For FTE equivalency, see FTE Conversion Chart on page 13.

Months Worked Select the correct months worked for position from drop-down menu.

School/Site Department Select the calendar type of site/ department from drop-down menu.

Summer Intersession Select option from drop-down, if applicable. If not applicable, leave blank.

Special Comp Required? Check box if special compensation is required.

Temporary Check if position is temporary.

Temp Date If temporary box is checked, enter date of position.

Additional Assignment Details

Enter additional assignment details that may help HR/ Budget create the new position. Details should include information such as grade level, subject (if certificated), or language and (if classified).

Combination Code Enter the combination code to fund this position. If combination code is unknown, leave blank.

Note: If position is funded by multiple budgets, click Add button (+) to add additional rows then add combination codes.

Distribution Percent Enter the Percentage of Distribution for each Combination Code selected (e.g., enter 100.00 for 100%, 50.00 for 50%, and so forth).

Note: If the Combination Code is blank, leave this field blank.

When the PAR is saved, the Distribution Percentage must be equal to 100 total. If not, the system will display an error message.

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Field Explanation

Add a New Comment Enter detailed description of the duties to be performed. Include notes about this transaction that cannot be expressed in any fields. Click Add. This field is REQUIRED.

If missing, PAR will not be classified, and will be delayed until information is received.

7. Click Save.

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When saved, the PAR ID and Submit Date/Time are populated in the PAR Header. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for Routing, Approval and Processing.

IMPORTANT! Track the progress of this PAR. When the new position number has been assigned, the site must submit the NEXT APPROPRATE PAR (e.g., Request to Fill Vacant Position, Hire/Rehire, Assignment Change, Add Concurrent Job, etc.).

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Fill Vacancy PAR This PAR is used to request recruitment assistance for salaried vacancies (classified and certificated) or hourly vacancies (certificated only). HR will send an eligibility list back to the site.

IMPORTANT! The actual selection of a person to fill the vacant position is NOT to be included on this form. The site must complete and submit the appropriate PERSON PAR once the chosen candidate has been selected.

How to Request a Fill Vacancy PAR




4. Select Position – Fill Vacancy from PAR Type drop-down menu.

5. Click Add.


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PAR Header

Field Explanation

PAR Source ID Enter the corresponding Request New Position PAR ID # for this assignment change. Click Get Source PAR. IMPORTANT! The Source PAR must in “Route for Processing” or “Complete” status.

• If the Source PAR (Request for New Position) contains more than one position, only the first position will be populated on the Fill Vacancy PAR.

• The header and position information of the Source PAR ID # entered will automatically populate information into the remaining fields. Edit the fields if needed.

• If the PAR type is other than the allowed Source PAR type is indicated, only the header information will be copied over. No position information will populate.

*Empl Group Select Classified, Certificated or management from drop-down menu.

Note: If “Certificated” is selected, Gr/Lvl/Subject and Subject Area 1 fields are required.



*Contact Name Enter the name of the person on site who should be contacted if HR needs further information.

*Contact Phone Enter the phone number of the person listed in Contact Name. Include extension, if applicable.

*Site Fax Enter site fax number. (Required for this PAR).

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Vacancy Information

Field Explanation

Effective Date Enter date the position will be vacant. May use today’s date if there is no incumbent.

Position Enter the position number. If unknown use the search feature. Note: Position Number must be on the Allocation Status Report or active as of the effective date on the PAR.

FTE Enter the Full-Time equivalency number. For FTE equivalency, see FTE Conversion Chart on page 13.

Work Year Select work year from drop-down menu.

Previous Incumb Only required when replacing an employee.

Enter the Empl ID of employee who previously held the position. If unknown, use search feature.

Over-Alloc Emplid Only required if position is over allocated.

Enter Empl ID of employee vacating the position. For a list of employees currently in this position, click Employees in Position tab.

Reason for Overallocation

Only required if position is over allocated. Select the reason the position will be temporarily over allocated from drop- down menu.

Gr Lvl/Subject and Subject Area 1

Only for Certificated positions. Select appropriate subject information from drop down menu.

Note: Both are required when “Certificated” is selected in Empl Grp to ensure appropriately qualified certificated employee staffing needs are met.


Enter additional assignment details that may help Human Resources when filling the position. For example,

• If certificated, include GATE, Certificate Preferred, Bilingual Spanish Required, Female Physical Education Teacher, etc.

• If classified, include language details.

Enter description of duties for new Classified Position

Only for Classified positions. Enter description of duties that may help Human Resources when filling the vacant position.

Differential/Spec Comp Info

Enter special compensation rate code, if person qualifies for eligible differential, such as bilingual shift, certificated special comps, or stipends.

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Field Explanation

Add a New Comment Enter comments. Click Add.

Note: If over allocated, indicate the PAR ID created to move the incumbent.

7. Click Save.

Fill Vacancy PAR Body for Classified Example

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Fill Vacancy PAR Body for Certificated Example

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The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for the RAP process.

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Change Position Attributes PAR This PAR is used to:

• Increase the FTE of an existing position.

• Decrease the FTE of an existing position only when moving the FTE to another position. There must be a “net-zero” impact on total FTE for this site. Please describe changes in PAR Comments. A decrease to a classified position that is not balanced by moving the FTE to another position must be approved by Board action.

• Request reclassification of an existing, vacant position. Describe duties to be performed in Additional Assignment Details.

• Change the funding and/or distribution percentage of an existing position.

• Change the location and/or department of an existing position.

• Change the "Reports to" position number of an existing position.

Run the Allocations Status Report to help identify over allocated positions that may require attribute changes.

IMPORTANT! This PAR will update the employee’s assignment information for changes to salaried positions. The Assignment Change PAR is no longer necessary. If this is not your intention, please indicate so in the PAR Comments field.

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How to Request a Change Position Attributes PAR



3. On the Personnel Action Request page, click Add New Value.

4. Select Position – Change Position Attributes from PAR Type drop-down menu.

5. Click Add.


PAR Header

Field Explanation

*Empl Group Select Classified, Certificated or management option from drop-down menu.

*Empl Dept Enter the 4 digit department number of the requesting site.

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Field Explanation




Site Fax Enter site fax number.

Current Position Info

Field Explanation

Position Enter Position Number to be changed. If unknown, click search feature.

Note: Position fields populate based upon the position number entered (e.g. Dept ID, Location, Job Code, FTE, and Combination Code). Information in these fields cannot be changed.

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New Information

Field Explanation

Effective Date Enter the date this change should take effect.

FTE Enter the new Full-Time equivalency number, if applicable. For FTE equivalency, see FTE Conversion Chart on page 13.

Action Select valid action from drop-down menu.

Reason Enter valid reason code. If unknown, use search feature.

Dept Enter the 4 digit department code.

Location Enter location number (four digit + A) of time reporting location.

Job Code Enter job code for corresponding position. If unknown, use search feature.

Months Worked Select the correct months worked for position from drop-down menu.

Position Type Select Salaried or Hourly from drop-down menu.

Reports To Select position number of supervisor or administrator this position reports to from drop-down menu.


Enter additional assignment details that may help HR/ Budget create the new position including description of duties to be performed or FTE. REQUIRED!

Combination Code Enter the combination code to fund this position. If position is funded by multiple budgets (split funded) click the Add (+) to add additional rows.

If Combination Code is unknown, leave this field blank.

Distribution Percentage

Enter the Percentage of Distribution for each Combination Code (e.g., enter 100.00 for 100%, 50.00 for 50%, and so forth).

Note: If Combination Code is blank, leave this field blank.

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7. Click Save.

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When saved, the PAR ID and Submit Date/Time are populated in the PAR Header. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for Routing, Approval and Processing.

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Part 3: Person PARS

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Hire/Rehire PAR This PAR is used to hire or rehire someone into an hourly or salaried position.

IMPORTANT! Always verify district employment by providing the SSN of the new hire/ rehire employee first. The system will alert you if it detects the employee is active. If an error message displays, use different PAR (e.g. Assignment Change, or Add Concurrent) with applicable action/reason codes.

How to submit a Hire/Rehire PAR




4. Select EE-Hire/Rehire from PAR Type drop-down menu.

5. Click Add.


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PAR Header

Field Explanation

PAR Source ID Enter the corresponding Fill Vacancy PAR ID # for this assignment change. Click Get Source PAR. IMPORTANT! The Source PAR must in “Route for Processing” or “Complete” status.

• If the Source PAR (Fill Vacancy) contains more than one position, only the first position will be populated on the Fill Vacancy PAR.




Note: If “Certificated” is selected, Gr/Lvl/Subject and Subject Area 1 fields are required.





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PAR Body

Field Explanation

Effective Date Enter date this position is to take effect. IMPORTANT! Employees cannot start work before fingerprint clearance. This date may be subject to change, depending on fingerprint clearance.

Action Select a valid action from the drop-down menu

Hire means to hire someone with no previous district employment.

Rehire means to hire someone with previous district employment.

Reason Click the search feature to select a valid reason.

TOC Click if employee will be working Temporary Out of Class

Temp Assign End Date Enter end date for temporary assignment. (Required for hourly assignments).

Reason for Hourly/TOC Assignment

Select a reason for temporary assignment from drop-down menu. (Required for hourly or TOC assignments).

Rehire

Field Explanation

EmplID Enter Employee ID of rehired employee. Leave blank if new hire. IMPORTANT! The system will populate the EmplID field if an EmpliID exists for the social security number entered the in New Hire section.

New Hire

Field Explanation

Name Enter full name of employee. Required if Rehire EmplID is blank.

SSN Enter Social Security Number. IMPORTANT! If an EmplID exists for the social security number the system will populate the EmplID in the Rehire EmplID field.

Address Enter address of employee.

Phone Enter phone number (no dashes).

Email Enter email address of employee. IMPORTANT! Do not leave blank.

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Position / Employee Information

Field Explanation

Job Share Check box if this is a job share position.

Job Share EmplID Enter the Employee ID of person who will job share this position, when applicable.

Enter Position(s) and FTE(s)

Field Explanation

Position Enter the position number (Position number must be on the Allocation Status Report or active as of the Effective Date on the PAR).

FTE Enter the Full-Time Equivalency number.

Calendar TL: (Required if FTE > 0.0). For a salaried position, use the search feature to select the appropriate pay calendar. Hourly employees do not have a pay calendar.

Over-alloc EmplID: (Required if position is over allocated). Enter the Employee ID of the employee that is vacating the position. For a list of employees currently in this position. Click the Employees in Position tab at the top of the PAR.


(Required if position is over allocated). Select the reason the position will be temporarily over allocated.

Differential/ Special Compensation Information

Field Explanation


Click search feature to select for compensation rate code if person qualifies for a pay differential, such as bilingual shift, certificated special comps, or stipends.

Add a new comment

Field Explanation

Add a New Comment REQUIRED. Enter general duties to be performed and additional information such as to support an hourly assignment with the reason, length of time, and duties. Click Save.

Note: If Over allocated, indicate the PAR ID created to move the incumbent.

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7. Click Save.

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The PAR will display. Notice the PAR ID and Submit Date/Time have been populated in PAR Header. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for the RAP process.

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Add Concurrent Job PAR This PAR is used to add additional hourly or salaried assignment for an existing employee. For hourly or short period assignments provide reason for assignment and general duties to be performed in the Add a new Comment section.

IMPORTANT! This PAR cannot be used to add a salaried assignment to an existing hourly employee. If going from hourly to monthly, please use the Assignment Change PAR with applicable action/ reason code.

How to Submit an Add Concurrent Job PAR




4. Select EE-Add Concurrent Job from PAR Type drop-down menu.

5. Click Add.


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PAR Header

Field Explanation






*Empl Dept Enter the 4 digit department number of the requesting site. If unknown, use search feature.




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Field Explanation

Effective Date Enter the date the concurrent job should take effect.

EmplID Enter the Employee ID of the person who will hold the concurrent job.

Action Select Additional Job from drop down menu.


Temp Assign End Date Enter end date for temporary assignment. Required for hourly assignments.


Select appropriate reason from drop-down menu.

New Position Information

Field Explanation

Position Enter the position number. If unknown, use the search feature. Note: Position Number must either be on the Allocation Status Report or Active as of the effective date on PAR.

FTE Enter the Full-Time Equivalency number for the position.

Over-alloc Emplid (Required if position is over allocated). Enter the Employee ID of the employee vacating the position. If unknown, click the Employees in Position tab at the top of the PAR.


(Required if position is over allocated).Select the reason the position will be temporarily over allocated.

Job Share Check if this is a job share position.

Job Share EmplID Enter the Employee ID of person who will job share this position, if applicable.

TL Calendar: Use search feature to select for appropriate pay calendar for salaried employees only. Required if FTE > 0.0.

Differential / Special Compensation Info

Field Explanation


Click search feature to select for compensation rate code if person qualifies for a pay differential.

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Add a New Comment

Field Explanation

Add a New Comment Enter general duties to be performed and additional information such as to support an hourly assignment with the reason, length of time, and duties. REQUIRED.

Note: If Over allocated, indicate the PAR ID created to move the incumbent.

6. Click Save.

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Assignment Change PAR This PAR is used to update the employee's assignment information only. Use this PAR to do the following:

• Transfer or promote an existing employee into a different department, location or job class.

• Promote an employee temporarily (full-range TOC).

• Extend an hourly short-term assignment.

• Increase the FTE of an employee's assignment at the site if the total does not exceed the position FTE and if not changing the position.

• Notify HR of a voluntary demotion to a different classification. The employee must sign and submit the appropriate paperwork to HR for official approval of the request for voluntary demotion.

• Notify HR of a voluntary reduction in hours. The employee must sign and submit the appropriate Request for Voluntary Reduction form to HR for official approval of the request for voluntary reduction.

• Return an employee from an unpaid Leave of Absence.

IMPORTANT! The positions' allocation will remain at the original FTE and work year; only the employee's assignment will be changed.

If your intention is to change the FTE or any other attribute of a position, submit a Change Position Attributes PAR instead and then both the position and the incumbent employee's information will be updated.

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How to submit an Assignment Change PAR




4. Select EE-Assignment Change from PAR Type drop-down menu.

5. Click Add.


PAR Header

Field Explanation






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Field Explanation





Position

Field Explanation

Effective Date Enter the date the assignment change should take effect

EmplID Enter the Employee ID of the person who will have the assignment change.

Action Select a valid action from the drop-down menu.


TOC Check if the Assignment Change is Temporary Out of Class.

Temp Assign End Date Enter end date for temporary assignment. (Required for hourly assignments and TOCs).


Select a reason for temporary assignment from drop-down menu. (Required for hourly or TOC assignments).

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Current and Future Position(s)

Field Explanation

Position Check box of employee’s current or future positions that will be changed or replaced by this PAR. At least one must be checked

Enter New Information

Field Explanation

Job Share Check if this is a job share position

Job Share EmplID Enter the Employee ID of person who will job share this position, if applicable.

Position Enter the position number. (Position number must be on the Allocation Status Report or active as of the Effective Date on the PAR

FTE Enter the Full-Time Equivalency number

TL Calendar (Required if FTE > 0.0). For a salaried position, use the search feature to select the appropriate pay calendar.

Note: Hourly employees do not have a pay calendar.

Over-alloc EmplID Required if position is over allocated. Enter the Employee ID of the employee that is vacating the position. For a list of employees currently in this position. Click the Employees in Position tab at the top of the PAR.


Required if position is over allocated. Select the reason that the position will be temporarily over allocated.

Differential / Spec Comp Info

Click search feature to select for compensation rate code if person qualifies for a pay differential, such as bilingual shift, certificated special comps, or stipends. Click the (+) button to add more than one.

Add a new comment Enter general duties to be performed and additional information such as to support an hourly assignment with the reason, length of time, and duties. REQUIRED. Click Add.

Note: If over allocated, indicate the PAR ID created to move the incumbent.

7. Click Save.

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Add a Job Share IMPORTANT! Create a Job Share every year, even if the Job Share remains the same. You will create a PAR for each person in the Job Share. Once complete, send PAR numbers to HR, Shannon Bossard [email protected].

Information needed to create Assignment Change PAR for Job Share:

• Employee ID numbers for each Job Share employee • Position number • FTE for each employee for the following year • Employee calendar for the following year

How to submit an Assignment Change PAR for Job Share

1. Complete the PAR header using the information below:

Field Explanation

*Empl Group Select Certificated from drop down menu.





mailto:[email protected]

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2. Complete PAR Body using the information below:

Field Explanation

Effective Date Enter the date the assignment change should take effect

Empl ID Enter the Employee ID of the person who will have the assignment change.



TOC Check if the Assignment Change is Temporary Out of Class, if applicable.

Temp Assign End Date Enter end date for temporary assignment or TOC, if applicable. (Required for hourly assignments).


Select a reason for temporary assignment from drop-down menu if applicable. (Required for hourly or TOC assignments)

Current and Future Positions section will display all positions held by employee provided in Empl ID. Results will vary by employee.

3. IMPORTANT! Select check box of appropriate position (job record).

4. In the New Information section, enter information about the Job Share Partner.

• Check Job Share

• Enter Employee ID of job share partner in Job Share Emplid.

5. Complete Enter Position(s) and FTE(s) section as described below:

Field Explanation

Position Enter position number for the job share.

FTE Enter the FTE for the person you created the PAR for (Empl ID at the top of the PAR).

TL Calendar Enter the calendar the employee will follow, if unknown use search feature. Note: If the calendar cannot be found, pick the calendar closest to the new assignment and add notes about the specific days to work in the Comment section.

Over-alloc Emplid Enter the Empl ID of the incumbent. (Required to save PAR successfully).


Select Pending Assignment Change from drop down menu.

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5. Enter information in Add a new comment. IMPORTANT! Include the Job Share partner name, EmplID, and corresponding PAR number.

6. Click Save.

7. Repeat steps 1-7 to create another Assignment PAR for job share partner.

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Salary Change PAR This PAR is used for the following reasons:

• To request that a multiple component of pay (such as bilingual) be added or removed from an existing employee.

• To request a 5% Temporary Out of Class (TOC) be added or removed from an existing salaried employee taking on additional higher-level duties for a short period of time.

How to submit a Salary Change PAR




4. Select EE-Salary Change from PAR Type drop-down menu.

5. Click Add.


PAR Header

Field Explanation



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Field Explanation




PAR Body

Field Explanation

Effective Date Enter the date the salary change takes effect.

EmplID Enter the Employee ID of to receive salary change. If unknown use the search feature.

Action Select Pay Rate Change drop-down menu.


Temp Assign End Date Enter the end date for the Salary Change, if TOC.

Select Employee Job to Apply Salary Change

Field Explanation

Rcd# Check the box next to the job to which the salary change applies.

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Differential/ Spec Comp Info

Field Explanation

Differential / Spec Comp Info

Click search feature to select for compensation rate code if person qualifies for a pay differential, such as bilingual shift, certificated special comps, or stipends. Click the (+) button to add more than one.

Add a New Comment

Field Explanation

Add a new comment (REQUIRED) Enter additional information such as to support request, include whether adding or removing pay components, reason, and/ or length of time.

Review all of the data entered.

6. Click Save.

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The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated. The PAR can now be reviewed by the Administrator and submitted to Budget and HR for Routing, Approval, and Processing.

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Leave of Absence This PAR is used to request or indicate an employee’s intent to take an unpaid Leave of Absence (LOA). HR will instruct site when to submit Assignment Change PAR to return employee from an unpaid LOA.

IMPORTANT! The employee must submit the Leave of Absence Request Form to Human Resources in order to seek official approval.

How to Submit a Leave of Absence PAR




4. Select EE-LOA from PAR Type drop-down menu.

5. Click Add.


PAR Header

Field Explanation




https://www.sandi.net/staff/sites/default/files_link/staff/docs/human_resources/loa/FMLA-AB2393-LT-LOA.pdf

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Field Explanation



PAR Body

Field Explanation

Request Date Enter the date the LOA action is requested. (May use today’s date).

EmplID Enter the Employee ID of the person requesting the LOA. If unknown use the search feature.

Action Select the valid action from the drop-down menu.


Actual LOA Start Date: Enter date if known. HR may edit.

Expected Return Date Enter the date the employee expects to return to work. HR may edit.

Actual Return Date Enter the date, if known. HR may edit.

Current and Future Position(s)

Field Explanation

Position Check position(s) that employee is requesting Leave of Absence from.

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Add a new comment

Field Explanation

Add a new comment (REQUIRED) Enter reason for leave of absence including proposed LOA start Date.

Review the data entered. If the administrator needs to review the PAR, it must be done before it is saved.

7. Click Save.

The message “This PAR is saved directly to Submit for Approval to expedite the approval and processing” will display.

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8. Click OK.

The following page will be displayed. Notice the PAR ID and Submit Date/Time have been populated.

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Termination PAR This PAR is used to notify HR that an employee intends to resign, retire, or terminate one or more of the employee’s current hourly or salaried assignments. The purpose of this PAR is to move the employee’s affected position(s) to unpaid status to prevent overpayment until the official resignation/ retirement paperwork is received and processed by HR. Do not use this PAR if the employee is transferring to another site.

IMPORTANT! The employee must sign and submit the Resignation / Retirement / Separation Notice to officially request resignation or retirement.

How to Submit a Termination PAR




4. Select EE- Termination from PAR Type drop-down menu.

5. Click Add.


PAR Header

Field Explanation



https://www.sandi.net/staff/sites/default/files_link/staff/docs/human_resources/Resignation%20form.pdf

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Field Explanation




PAR Body

Field Explanation

Last Day in Paid Status Enter the date the termination takes effect (the last date of paid status in this position).

EmplID Enter the EmplID for the person who will be terminated. If known use search feature.


Reason Code Click the search feature to select a valid reason.

Current and Future Positions

Field Explanation

Position IMPORTANT! Select the box of the position(s) the employee is leaving.

Add a New Comment

Field Explanation

Add a new comment Enter comments, if necessary.

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Review the data entered. If the administrator needs to review the PAR, it must be done before it is saved.

7. Click Save.

The message “This PAR is saved directly to Submit for Approval to expedite the approval and processing” will display.

8. Click OK.

The following page will be displayed. Notice the PAR ID, Orig Req and Submit info has been populated.

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Part 4: Manage PARS

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Draft Status An incomplete PAR can be saved in Draft status so that the work is not lost. A PAR might be in Draft Status due to:

• Missing information in Action and/ or Reason field(s).

• A checkmark has not been placed in one or more positions under Current and Future Positions.

• The Reason for Overallocation and Over-alloc EmplID fields have not been filled in.

PARs in Draft status have a PAR ID to use as a reference to complete or cancel at later date When all of the required fields are completed and saved, the PAR will move into Initial Request status (exception for LOA and Termination PAR’s, which go directly into Submit for Approval status.).

IMPORTANT! Site Administrators are not able to see or approve PAR’s in Draft status. It is the responsibility of the submitter to complete all of the required fields and successfully save the PAR in order for it to be routed for approval.

Save a PAR in Draft Status 1. Enter all of the available information on the preferred PAR.

2. Click Save.

3. Click OK on message to save as Draft.

The following page will be displayed. Notice the PAR ID and Status.

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Complete a PAR in Draft status 1. On the Personnel Action Request page, click Find an Existing Value.

To reduce the number of rows returned in your search, be specific with the search fields.

2. Select Draft from the Status drop down.

3. Enter your 4 digit department code in Department field.

4. Click Search.

The search results will display toward bottom of page.

5. Select the PAR ID of preferred PAR to complete.

6. Enter required fields. (Required fields vary by PAR). Click Save.

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7. Click OK on status message.

8. Additional status messages may appear. If so, click OK, until PAR is successfully routed.

Note: Termination and Leave of Absence PARs will go directly to Submit for Approval.

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Cancel a PAR in Draft status 1. On the Personnel Action Request page, click Find an Existing Value.

2. Select Draft from the Status drop down.

3. Enter your 4 digit department code in Department field.

4. Click Search.

5. The search results will display toward bottom of page. Click the PAR ID of preferred Par to cancel.

6. In the PAR Header, select “6-Canceled” from Status drop-down menu.

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7. Enter comment in the Add a New Comment field to explain reason for cancellation of PAR.

8. Click Save.

The PAR is now canceled and inactive.

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Error Messaging Required fields left blank during the save process will prompt errors. These errors may display the fields to correct (in red or green), or provide messages to guide you through needed corrections. It is your responsibility to correct these errors in order to successfully save the PAR.

IMPORTANT! The cursor defaults to the first required field on the PAR. Required fields vary based upon PAR type.

When required fields in PAR Header are left blank, the fields will turn red followed by an error message.

When required fields in the PAR Body are left blank, an error appears listing the required fields with missing information.

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How To Fix Errors in PAR Header

1. Enter data in all required fields shown in red.

2. Click Save.

How to Fix Errors in PAR Body

1. Click Cancel on the error message.

2. Click OK.

The PAR will now display the required fields highlighted in green. The cursor will default to the field required field on PAR. Under certain circumstances, other fields may be required. In these cases, a separate error message may appear.

3. Enter data in required fields.

4. Click Save.

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Search for a PAR There are two ways to search for a PAR:

▪ Personnel Action Request ▪ PAR Search

Using Personnel Action Request

The Personnel Action Request page allows you to search by certain criteria.

1. On Personnel Action Request page, select Find an Existing Value.

2. Enter PAR ID or select appropriate option from PAR Type, or Status drop down. Note: To reduce the number of rows returned in search results, be specific with search fields. Always enter your 4-digit DeptID in Department.

3. Click Search.

Results will appear toward bottom of screen.

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4. Click PAR ID to open PAR.

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Using PAR Search

The PAR Search page is a powerful search tool that allows you to search on more criteria than the Personnel Action Request screen. With the PAR Search, you can perform searches on any combination of the available fields.

1. Navigation: Workforce Administration -> PAR Search

2. Enter information in any of the displayed fields.

Note: If an Effective Date is entered, additional criteria must be provided to produce relevant search. If insufficient criteria are specified, an error message may appear. Click OK.

3. Click Search.

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4. Click Details to open PAR.

PAR will open in separate browser window.

5. Click (X) on PAR window to close and return to PAR Search.

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Approve a PAR Once an initial request for a PAR has been saved, the Site Administrator must review and submit the PAR to HR for Routing, Approval, and Processing.

1. Navigate to Personnel Action Request, Find an Existing Value

To reduce the number of rows returned in your search, provide specific information into search fields.

2. Select 1-Initial Request from the Status drop-down.

3. Enter your four-digit DeptID in Department.

4. Click Search.

The list displays all PAR’s that you need to submit for approval.

5. From the Search Results, select the PAR ID.

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The PAR page will display. Verify that all the pertinent information has been entered and is accurate (such as Differential, Special Comp, or temporary as appropriate).

6. Select 2-Submit for Approval from the Status drop down.

7. Click Save.

When saved, the PAR Header fields can no longer be changed. Orig Req and Submit fields have been populated with the date and time of approval. The PAR will now appear in the next appropriate approvers’ queue for review. Important: PAR’s in Submit for Approval status, cannot be canceled by submitter or Original Requestor.

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Check PAR Status After the PAR has passed the site authorization, it routes to HR and/or Finance for final approval and processing. Sites can check the status of the PAR using the Approvals tab at the top of the PAR header. The Approvals tab tracks the approvals and actions process of the PAR.

Approver role actions occur first. After final approval action, PAR routes to Processor(s) responsible for data input into PeopleSoft. A PAR is considered Complete when all approvers have approved the PAR and all processors have marked the PAR “Worked”.

Example of a Complete PAR

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Example of Incomplete PAR

When To Follow Up

IMPORTANT! Routing, Approval, and Processing varies depending on the PAR. Those that route to multiple approvers will take longer to complete than others. Sites are encouraged to follow these steps when seeking information:

1. Contact Area HRO Confidential if PAR has been awaiting Position Control approval for more than one week on the following PARs:

• New Position

• Request to Fill Vacant Position

• Change Position Attributes

• Assignment Change

2. Do not contact Position Control for status of PAR.

3. Contact your site HRO Confidential for questions about status of a PAR.

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Print a PAR 1. Navigation > Workforce Administration > Personnel Action Request

2. Search for PAR

3. Select File from browser menu bar, then click Print preview…

4. Click the Page Setup icon .

Adjust all the margins so page will fit on the screen.

5. Reduce Left, Right, Top, Bottom margins to as small as 0.166 inches.

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6. Select Empty from Header & Footer drop down menu, if necessary.

7. Click OK.

8. Click Print icon . on toolbar.

9. Make any adjustments necessary on Print screen. Click Print.

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Email Notifications PeopleSoft routes email notifications to the PAR stakeholders. Notifications are sent upon the following PAR status changes. Within the message, a link to access the PAR directly may appear.

1. To PAR submitter upon save of PAR (to give PAR number)

2. To site admin/dept. head upon save of PAR (requires action)

3. To PAR submitter upon site admin/department head approval of PAR

4. To PAR submitter upon Budget approval of a Request for New Position PAR

5. To PAR submitter upon Cancellation of PAR

6. To PAR submitter upon PAR data being entered into PeopleSoft

7. To PAR submitter upon HR hold for recall on Request to Fill Vacancy PAR

Sample of Messages

Message#1: To PAR submitter upon save of PAR (to give PAR number)

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Message #2: To site admin/dept. head upon save of PAR (requires action)

Message #3: To PAR submitter upon Site Admin/Department head approval of PAR

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Message #4: To PAR submitter upon Budget approval of a Request for New Position PAR

Message #5: To PAR submitter upon Cancellation of PAR

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Message #6: To PAR submitter upon PAR data being entered into PeopleSoft

Message #7: To PAR submitter Request to Fill Vacancy was put on hold by HR for recall

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Part 5: Reports

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Allocation Status Report The Allocation Status report displays the total allocation used and remaining at your site. Only those position numbers (and incumbents) where the department on the run control matches the department on the employee’s assignment (Job Data). For each position, the report will show all funding sources (100%). Contact Budget Resource Teacher for issues or questions.

IMPORTANT! Run this report on the first day upon return to work in a new school year. Run weekly to stay up to date with any changes.

How to Run the Allocation Status Report

1. On the PeopleSoft HCM homepage, click NavBar. Select Workforce Administration. Select Workforce Reports. Select Allocation Status by Assignment

2. If using a previously saved report, click Search.

3. To create report for the first time, click the Add a New Value Tab. (Only for first time report set up).

4. Enter a name in the Run Control ID field. Note: Name the report something unique that you will remember.

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5. Click Add.

6. Enter Effective Date.

7. Enter 4 digit Department code in Department. (If unknown, use the search feature).

8. Select preferred Sort Option

9. Click Save.

10. Click Run.

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11. Select PSNT from the Server Name drop-down menu.

12. Click OK.

13. Notate the Process Instance Number. Click Process Monitor.

14. Click Refresh to update the Run Status.

15. When Success displays in Run Status, and Posted displays in Distribution Details.

16. Click Details link.

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17. Click View Log/Trace.

18. Click the .pdf link that contains the Process Instance number, from step 12.

The report will open in Adobe Acrobat Reader.

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A position summary will display for both salaried and hourly positions.

par processing - san diego unified school district · 2019-09-13 · most of the various par’s...

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