recruiting - approvers - ryerson university · ehr recruiting - approvers guide for users 1 about...

Recruiting - Approvers

Guide for Users Updated on 12 July 2017

eHR Recruiting - Approvers

Guide for Users

ii

Contents

Getting Help ..................................................................................................................... iii

Supported Browsers ......................................................................................................... iii

About Approvers .............................................................................................................. 1

Approve CUPE 1 job offers ............................................................................................... 1

Approve CUPE 3 job offers ............................................................................................... 8

Deny a job offer ............................................................................................................. 12

Review job posting details ............................................................................................. 15

Approving Data Changes ................................................................................................ 18 Validate Transactions ............................................................................................... 18 Approve transactions ............................................................................................... 19 Edit & reject transactions ......................................................................................... 23


Guide for Users

iii

Getting Help

eHR Online Learning You will find a collection of tutorials and user guides for eHR systems at: http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html. Check out the Getting

Started topic before you start browsing the online content.

HR Client Services If you experience difficulties logging into eHR or online tutorials, contact HR Client Services:

Call: 416-979-5000 ext. 5075 or Email: [email protected]

Technical Help To access any Ryerson system, you must first activate your Ryerson identity by completing the

web form available at: https://rms-web.ryerson.ca/activation/identity. If you experience difficulties

logging into eHR via the Ryerson portal using your RyersonID, contact the CCS Help Desk:

Call: 416-979-5000 ext. 6806 or Email: [email protected]

Supported Browsers

Firefox

WIN 7

Safari

OSx

Chrome

OSx/WIN 7

Internet

Explorer

WIN 7

Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x 9.x, 10.x, 11.x

Compatibility Off

Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has

been made to ensure the content of this document is correct. If any conflict of information is found

between this document and any official documents related to the content, the applicable

policy/collective agreement information in the official documents will prevail. The information

contained in this document can change without notice and is not guaranteed to be error-free. If

you find any errors, contact HR Client Services at (416) 979-5075 or [email protected].

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

mailto:[email protected]

https://rms-web.ryerson.ca/activation/identity




Guide for Users

1

About Approvers

Recruiters create job openings, job postings, and electronic offers sent to the selected candidates.

When a job offer is submitted, the system checks whether all required data is entered, and routes the offer to the designated approver for the department/faculty.

By the end of these modules, you will be able to:

Review the offer details Approve, delete and deny job offers

Approve CUPE 1 job offers

When a job offer is submitted by the recruiter, the system routes to the offers to designated

person in the department for approval. You approve job offers on the 'Pending Approvals' page,

which lists all offers that have been routed to you for approval.

Approvers can:

Access the complete job offer letter to review

Approve the job offer, which sets the offer status to Extend and posts the offer to the

applicant profile

Deny the job offer, which sets the offer status to Denied, stops the progress of the job offer,

and notifies the recruiter to re-submit the offer approve offers individually or by using the mass approval option

Note: You will be alerted by the system of any expired offers that were included in your mass

approve selection. Each of the remaining offers should be denied/rejected individually so that the recruiter can take action to reprocess the offer.


Guide for Users

2

Reference Chart

Use the reference chart below for information on job codes, hours and dates used in contract lecturer job offers:

Part-Time

Contract

Lecturer

Full

Sessional

Contract

Lecturer

Reduced

Sessional

Contract

Lecturer

Part-Time

Contract

Lecturer

Replacement

Full

Sessional

Overload

Job Code

C1PT C1FS C1RSD C1PTRP C1OVLD

Hours indicated in

offer letter

1.00 to <

9.00 hours

15.00

hours

9.00 to 15.00

hours

1.00 < 9.00

hours

1.00 to 18.00

hours

*Start & End Dates -

Fall

Aug 23 to

Dec 31

Aug 16 to

Jan 15

Aug 16 to

Jan 15

Aug 23 to

Dec 31

Aug 16 to

Jan 15


Winter

Jan 1 to

May 8

Dec 16 to

Jun 15

Dec 16 to

May 15

Jan 1 to

May 8

Dec 16 to

Jun 15


Summer

May 1 to

Aug 31

May 1 to

Aug 31

May 1 to

Aug 31

May 1 to

Aug 31

May 1 to

Aug 31

Posted?

(Internal/External)

Yes/No Yes/No Yes/No Flexible Dates No

Posting

Deadline Dates

Fall: May

15

Winter:

Nov 1

Spring: Mar

1

Fall: May 15

Winter: Nov

1

Spring: Mar

1

Fall: May 15

Winter: Nov 1

Spring: Mar 1

Flexible Dates N/A

*Contract Start Dates and End Dates can occur for any date range within the fall, winter or

summer dates for each job code.


Guide for Users

3

Procedure This topic demonstrates how to approve CUPE 1 job offers.

Step Action

1. Navigate to the 'Pending Approvals' page.

Click the Main Menu button.

2. Click the Recruiting menu.

3. Click the Pending Approvals menu.

4. Decision: Please make a selection from the options listed below.

Approve a job offer

Go to step 5

Mass approve job offers

Go to step 20


Guide for Users

4

Step Action

5. This screen lists all offers pending approval.

Click the Offer Approval link link.

6. The 'Offer Date' is the day the recruiter created the offer.

7. The 'Start Date' is the applicant's first day of work, if the offer is accepted. This date

is copied into the job offer.

8. The 'Offer Expiration Date' defaults to five days after the offer date.

If the applicant fails to accept the offer by the due date, the offer will expire. In this

case, reject the offer so the recruiter can re-submit a revised offer for approval.

9. The 'Hiring Manager' will be the designated supervisor in the offer letter and the

employee record.

10. The job opening 'End Date' is the contract end date for the employee.

11. The 'Hours' must represent the total semester hours of teaching. The job code for the

type of contract lecturer determines the range of hours allowed for each type of hire.

12. Verify the 'Estimated Contract Amount' and 'Estimated Cost with Burden' for this

offer. This includes 4% vacation pay. This amount will be encumbered for budgeting

purposes.

13. 'Earnings Distribution' must be completed and 'Distrb %' is always defined as 100%.

If the details are incorrect, reject the offer so the recruiter can correct the combo

code.

14. The 'Additional Offer Letter Details' is copied to the offer letter. Ensure template text

(https://docs.google.com/a/ryerson.ca/document/d/13kP9-

z9GJXYK2BGHmG4Kx5iHXpS8Qakd8HuaF2HhNVo/edit?usp=sharing) for contract

lecturers who carry out course development work is included.

Depending on your business processes, the text can be included in the offer letter or

given to the contract lecturer in a separate letter.

15. The offer letter is available to download if needed.

https://docs.google.com/a/ryerson.ca/document/d/13kP9-z9GJXYK2BGHmG4Kx5iHXpS8Qakd8HuaF2HhNVo/edit?usp=sharing

https://docs.google.com/a/ryerson.ca/document/d/13kP9-z9GJXYK2BGHmG4Kx5iHXpS8Qakd8HuaF2HhNVo/edit?usp=sharing


Guide for Users

5

Step Action

16. Click the Approvals tab.

17. Click the Approve button.

If needed, enter information into the 'Comments Text' field. If you deny the job offer,

enter a comment to notify the recruiter that details of the offer are incorrect.

18. The system will compile and send an offer letter to the applicant.

Click the OK button.

19. End of topic.

End of Procedure. Remaining steps apply to other paths.


Guide for Users

6

Step Action

20. Click the Select All link.

21. Click the Select... list item.

22. Click the Approve list item.

You can also 'mass deny' offers.

23. Click the Go button.

24. You are alerted by the system of any expired offers that were included in your mass

approve selection.


25. Click the Offer Approval link.



Guide for Users

7

Step Action

27. Enter relevant notes in the 'Comments Text' field.

Click the Deny button.

28. End of topic.

End of Procedure.


Guide for Users

8

Approve CUPE 3 job offers

When a job offer is submitted by the recruiter, the system routes to the offers to designated

person in the department for approval. You approve job offers on the 'Pending Approvals' page, which lists all offers that have been routed to you for approval.

Approvers can:

Access the complete job offer letter to review

Approve the job offer, which sets the offer status to Extend and posts the offer to the

applicant profile

Deny the job offer, which sets the offer status to Denied, stops the progress of the job offer,

and notifies the recruiter to re-submit the offer

approve offers individually or by using the mass approval option

Note: You will be alerted by the system of any expired offers that were included in your mass

approve selection. Each of the remaining offers should be denied/rejected individually so that the recruiter can take action to reprocess the offer.

Procedure This topic demonstrates how to approve a CUPE 3 job offer.

Step Action

1. Navigate to the 'Pending Approvals' menu.




4. Decision: Select an option listed below:

Approve a job offer

Go to step 5

Mass approve job offers

Go to step 25

5. This screen lists all offers pending approval.

Click the Offer Approval link to review and approve offer details.

6. The 'Offer Date' is the day the recruiter created the offer.


Guide for Users

9

Step Action

7. The 'Start Date' is the applicant's first day of work, if the offer is accepted. This date

is copied into the job offer.

8. The 'Offer Expiration Date' defaults to five days after the offer date.

If the applicant fails to accept the offer by the due date, the offer will expire. In this

case, reject the offer so the recruiter can re-submit a revised offer for approval.

9. The 'Hiring Manager' will be the designated supervisor in the offer letter and the

employee record.

10. The 'Reporting Type for Contract' determines if the employee will either submit

payable time for the hours worked ('Positive Hours'), or if the employee will be

automatically paid on each pay day ('Avg Hrs by Day').

11. The job opening 'End Date' is the contract end date for the employee.

12. The 'Grade' and 'Step' determines the pay rate. In this example, the graduate

assistant will be paid the Ph.D 1 rate.

13. The 'Hours' must represent the total contract hours for teaching and graduate

assistants.

'Graduate Assistants' and 'Teaching Assistants' are allowed to work over the allotted

130 hours per term, provided they do not exceed the allotted 390 hours in any

academic year (over 3 semesters).

14. Verify the 'Estimated Contract Amount' and 'Estimated Cost with Burden' for this

offer. This includes 4% vacation pay. This amount will be encumbered for budgeting

purposes.

15. 'Earnings Distribution' must be completed and 'Distrb %' is always defined as 100%.

If the details are incorrect, reject the offer so the recruiter can correct the combo

code.

16. The 'Hourly Salary Rate of Pay' is determined by the template used to create the job

opening and the final grade and step specified on the job offer.


18. If needed enter information into the Comments Text field. In this example, enter

a "applicant approved".

19. Click the Approve button.

If you deny the job offer, enter a comment to notify the recruiter that details of the

offer are incorrect.


Guide for Users

10

Step Action

20. The system will compile and send an offer letter to the applicant.


21. You can view who approved the transaction.

Click the Expand button.

22. Click the Expand button.

23. You can view the comments submitted by the approver.

24. End of topic.

End of Procedure. Remaining steps apply to other paths.

Step Action

25. Click the Select All link.

26. Click the Select... list item.


Guide for Users

11

Step Action

27. Click the Approve list item.

You can also 'mass deny' offers.

28. Click the Go button.

29. You are alerted by the system of any expired offers that were included in your mass

approve selection.


30. Click the Offer Approval link.


32. Enter relevant notes in the 'Comments Text' field.

Click the Deny button.

33. End of topic.

End of Procedure.


Guide for Users

12

Deny a job offer

You can deny job offers to notify the recruiter that details of the offer are incorrect. It's a shared

responsibility to ensure offer details are correct. Approvers are required to review the following:

Review and optionally edit the distribution code information Verify start and end dates, total contract hours, estimated contract amounts and pay rates

Procedure This topic demonstrates how to deny an offer.

Step Action

1. Navigate to the 'Pending Approvals' page.


Step Action



Guide for Users

13

Step Action


4. This screen will contain all your pending approvals.

Click the Offer Approval link.


6. If needed enter information into the Comments Text field. In this example, enter

a "applicant denied due to budget limitations".

Step Action

7. Click the Deny button.

8. Once you deny the offer, an email notification will be sent to the recruiter.


Guide for Users

14

Step Action



11. You are able to see the name of the approver and any comments entered.

12. End of topic.

End of Procedure.


Guide for Users

15

Review job posting details

Depending on the department's business process, recruiters can assign approvers as an 'interested

party', this will enable them to view job postings. Electronic job offers are created from data on the job opening and reviewed on the offer details page.

For CUPE 1 postings, data from the 'Appointment Details' found on the job posting is used

in the offer to describe the course work, hours and class size as required by the collective

agreement

For CUPE 3 postings, data from the 'Responsibilities section' found on the job posting is

used in the offer to describe the breakdown of work as required by the collective

agreement.

In both cases this data should be checked for accuracy to ensure the job offer reflects the breakdown of work correctly.

Procedure This topic demonstrates how to review job details as an approver.

Step Action

1. Navigate to the 'Search Job Postings' page.



3. Click the Postings menu.

4. Click the Search Job Postings menu.


Guide for Users

16

Step Action

5. Click the Search button.

6. Click the Job Posting Title link.

7. On this page, you can review posting details.


Guide for Users

17

Step Action

8. Click the Job Posting List link to go back to the search results.

9. End of topic.

End of Procedure.


Guide for Users

18

Approving Data Changes

Recruiters use the 'Job Change and Termination' menu within recruiting to change employee data

once the applicant has been successfully hired in eHR. As an approver for CUPE 1, CUPE 3 or CUPE

2 transactions, you are also be required to validate these changes to job information that affect

pay, contract start and end dates, contract terminations and other data changes.

Validate Transactions

Validators are assigned in the system to approve transactions for their department/faculty. In this

role, you are responsible for: reviewing the appointment information before approving or rejecting

the transactions. This also includes completing and processing any data changes that will affect an employee's pay.

About e-mail Notifications

Each validator assigned to the same department/faculty and employee class will receive e-mail

reminders for all eAppoint transactions that require approval in that department and employee

class.

For example, if John Doe and Amy Smith are the validators for department D12345 and Non-Union

Research Assistants, each will receive an e-mail regardless of which Initiator created the transaction for the department D12345.


Guide for Users

19

Approve transactions

As a validator, you are responsible for reviewing and approving/rejecting transactions. Listed

here are important information that must be reviewed in every transaction:

Review the contract start and end dates

Check the department code and supervisor

Verify the compensation rate, total contract amount and the assignment cost Approve transactions in a timely manner

The system will process the new employee appointment and transfer this into eHR as an employee

record. It's important that you approve these transactions in a timely manner to allow enough time for the appointment to be transferred into eHR.

Tip: Refer to the employee resources (http://ryerson.ca/hr/employee-resources/index.html) page

and click the link for your employee group. You can view eAppoint deadlines to plan when your

appointments should be processed into the system, and sign up for e-mail reminders about these deadlines under the 'Pay Information' section.

Procedure This topic demonstrates how to approve an eAppoint transaction.

Step Action

1. Navigate to the 'eAppoint Start Page'.


2. Click the eAppoint menu.

3. Click the eAppoint Start Page menu.

http://ryerson.ca/hr/employee-resources/index.html


Guide for Users

20

Step Action

4. 'eAppoint Start Page' contains three areas:

'To Do...'

'New Transactions'

'Submitted Transactions'

Click the Transactions to Validate link.

Note: If no transactions exist, the validate link will not available.

5. By default, all transactions that require your attention are listed in the 'Transactions

to Validate' table.

Note: You will be able to view all transactions for those department codes and

employee classes assigned to you.

6. Search criteria allows you to filter out unwanted transactions by choosing specific

data. Click the applicable look up icon, drop-down list or date icon to refine your

search criteria and then click the 'Refresh' button. If you are unable to find

transactions, you can refine your search.

If you notice any values in the fields, delete these and click the 'Refresh' Button.

Tip: Ensure the 'Save on Refresh' box is not checked.


Guide for Users

21

Step Action

7. By default, your transactions are sorted by Trans Nbr order (lowest transaction

number first).

You can sort your transactions by clicking a label in the column header. Click once to

sort by ascending order and second time to sort by descending order.

8. To access a transaction, click the 144642 link.

9. The 'Summary Page' provides an overview of all the employee's appointment

information. Verify that all the details are correct on the summary page.

To view the 'Contact Info', click the 'Expand Section' icon.

Review the 'Job Info', 'Compensation Info', and 'Department' code (cost center).

10. 'Estimated Contract Amount' is calculated by multiplying the hourly rate by the Total

Contract Hours.

'Estimated Cost with Burden' is calculated by adding the burden rate and 4% vacation

pay to the Estimated Contract Amount.

11. 'Department' code (Cost Center) and 'Account' code combinations are specific to

each department. Ensure the correct codes are used on the appointment.

In the example: 11141 is the Accounting Department (TRSM) with account code

6253.


Guide for Users

22

Step Action

12. Review the transaction and add comments. For example, you may use this field to

identify any compensation exceptions for the employee or special arrangements.

The system will return to the 'eAppoint Start Page' if all your transactions have been

approved.

Click the Approve button.

13. End of topic.

End of Procedure.


Guide for Users

23

Edit & reject transactions

You can edit single transactions and linked transactions before you approve the transaction. You

can also reject the transaction to return it to the Initiator. As a Validator, you can edit the following appointment information:

Personal Data

Job Info: End Dates only

Supervisor

Compensation rates

Std Hours per Week

Distribution Codes and Distribution %

Contract amounts and Semester Hours Course Information

For all re-appointments, you will not able to edit Personal Data information. Changes to existing

personal information should be done by the employee using eHR Self Service. For more information

on how to add/make changes to existing personal information, refer to the tutorials

(http://ryerson.ca/hr/learning-workshops/how-to-eHR/index.html) under 'Learning & Workshops' on the HR web site.

Procedure This topic demonstrates how to edit/reject an eAppoint transaction.

Step Action

1. Navigate to the 'eAppoint Start Page'.


2. Click the eAppoint menu.

3. Click the eAppoint Start Page menu.

http://ryerson.ca/hr/learning-workshops/how-to-eHR/index.html


Guide for Users

24

Step Action

4. Click the Transactions to Validate link.

5. By default, all transactions that require your attention are listed in the 'Transactions

to Validate' table. It's important to note that you will be able to view all transactions

for the department codes/employee classification assigned to you.

Note: Transactions with multiple contracts are listed under the 'Contract Count'

column.

6. Ensure you select the correct transaction submitted by your Initiator.

Click the 144642 link.

7. The 'Summary Page' provides an overview of all the employee's appointment

information.

Review the 'Job Info', 'Compensation Info', and 'Department' code (cost center).

8. In this example, the Initiator has entered the incorrect 'Department' code (cost

center).

The correct code should be '11568' instead of '11141'.


Guide for Users

25

Step Action

9. The Validator has 2 options for this example:

1. They can change the cost center by clicking the 'Edit' button and navigate to the

'Comp Info' tab, or

2. They can click the 'Reject' button and include a comment for the Initiator about the

incorrect information and/or provide further instructions.

Step Action

10. To go back to the 'eAppoint Start Page', click the Cancel button.

11. End of topic.

End of Procedure.

recruiting - approvers - ryerson university · ehr recruiting - approvers guide for users 1 about...

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