HR Action Request - Ohio State University · 2 6 Attach Required Documents if applicable...

1

HR Action Request: Fill Existing Position hraction.osu.edu

Ready to advertise/recruit for a vacant position that already exists; position description, job duties, responsibilities, and requirements that may need to be updated.

1 Log in to HR Action Request

https://hraction.osu.edu Log in using your name.# and Kerberos password

2 Choose NEW HR Action Request

3 Fill-in Department info and Choose

Fill Existing Position

Complete Required Fields

Choose Fill Existing Position

Click Next

4 Complete Fill Existing Position Detail Supply as much information as possible * Denotes required fields.

01234567

43500

Gee, E. Gordon Gee, E. Gordon

614-292-6446

[email protected]

Steinmetz, Joseph

IMPORTANT: Click “Lookup” link next to “Employee Being Replaced” to ensure correct position information populates into the fields.

2

6 Attach Required Documents if applicable

Attachments required for Fill Existing Position: Position Description if changing from previous in-

cumbent.

HR Action Request: Fill Existing Position continued

8 Choose SUBMIT

Once you have clicked SUBMIT the workflow process starts. The HRA request is routed to pre-determined approvers within your department. Approvers have the ability to add information, attach documents, add comments, ad hoc other approvers , and approve the HRA. Once an HRA is approved at all levels it routes to the HR Service Center for processing. The HRA is assigned to a member of the Service Center to complete the request.

5 Supply Additional Info

Provide additional information, i.e.: Special employment requirements that must be

included in posting (CDL, Haz Mat certification, drug testing, etc.)

If advertisement to post longer than one week, indicate length requested.

External advertisement requests, if applicable. Search contact if different from supervisor Any changes from previous position data (hours/

week; work location; short-term/long-term disas-ter designations; manager, etc.)

7 Choose SAVE AND CONTINUE to Review

Once you have clicked SAVE AND CONTINUE an HRA number is assigned. The HRA number can be used in a search for future review and status updates.

Your Name Here 1162

3

HR Action Request: Create New Position hraction.osu.edu

Position does not exist; create new position to fulfill certain duties/responsibilities; once created and approved, position would then be ready to advertise/recruit.





Create New Position


Choose Create New Position

Click Next

4 Complete Create New Position Detail Supply as much information as possible * Denotes required fields.

01234567

43500

Gee, E. Gordon Gee, E.

614-292-6446

[email protected]

Steinmetz,

4


Attachments required for Fill Existing Position: Position description You can only delete documents that you have added.

HR Action Request: Create New Position continued

8 Choose SUBMIT



Provide additional information, i.e.: Special employment requirements that must be

included in posting (CDL, Haz Mat certification, drug testing, etc.)

Search contact, if different from supervisor Position requires operation of university vehicle If advertisement to post longer than one week,

indicate length requested External advertisements requested Provide search contact if different from

supervisor



Your Name Here 1163

5

HR Action Request: Hire a Non-Student Employee (after posting position)

Position has been approved through HRA and posted. Candidate has been identified, background check is approved and hiring checklist is complete. Includes new hires, rehires, and transfers.



2 Choose SEARCH from the Home Page

4 Select READY TO HIRE Button at Bottom

3 Enter Request Number from Previous HRA

Position Posting

Click the Search button to find original “fill existing po-sition” or “create new position” posting.

Open HRA, verify information is accurate, scroll to bottom of page and click “READY TO HIRE” button.

6

6 Supply Additional Info and Chartfield

.

HR Action Request: Hire a Non-Student Employee continued

8 Choose SAVE AND CONTINUE, then SUBMIT

Once you have clicked SUBMIT the workflow process starts. The HRA request is routed to pre-determined approvers within your department. Approvers have the ability to add information, attach docu-ments, add comments, ad hoc other approvers , and approve the HRA. Once an HRA is approved at all levels it routes to the HR Service Center for processing. The HRA is assigned to a member of the Service Center to complete the request.

5 Complete Hire Detail


Attach any information that the HR Service Center may need for processing.

Provide additional information, i.e.: -Campus address and work phone number -Optional background checks required (i.e. credit check, educational verification, professional licensure, etc.)

NOTE: Chartfield Information should auto-populate into HRA Hire. If it does not, please supply this in-formation before submitting.

Many fields will auto populate in

from the approved position posted (i.e.

Position Number, Job Title, Approver,

etc.)

0123456

01234567

43500


614-292-6446

[email protected]

Steinmetz, Joseph

Some information defaults in. Supply as much additional information as possible.

* Denotes required fields.

Required Fields to Complete: *Name

*Pay Rate *Start Date

*Personal Email Address

7

HR Action Request: Hire a Student Employee hraction.osu.edu

Student candidate has been identified, background check has been approved, and hir-ing checklist has been completed.




3 Fill-in Department info and Choose Hire


Choose Hire

Click Next

4 Complete Hire Detail Supply as much information as possible * Denotes required fields.

0123456

01234567

43500


614-292-6446

[email protected]

Steinmetz, Joseph

Click “Current or Former OSU Employee/Student” checkbox,

then use lookup link next to “Name” to find student.

Employee home department defaults based on supervi-

sor home department. Home department should

match funding Org. Change default if necessary.

8

HR Action Request: Hire a Student Employee Continued

Candidate has accepted offer. Includes new hires, rehires, transfers, and concurrent appointments.



7 Choose SAVE AND CONTINUE

This takes you to the next page to review in-formation before submitting.

4 Choose SUBMIT

Provide additional information, i.e.: -Campus address and work phone number -Optional background checks required (i.e. credit check, educational verification, professional licensure, etc.)

Provide ChartField information if known by ini-tiator/supervisor. If unknown, an approver will be required to fill-in the ChartField before the HRA can be approved.

Attach any necessary documents.


9

HR Action Request: Terminate hraction.osu.edu

Includes resignations, retirements, reduction in force, disability separation, and involuntary terminations.




3 Fill-in Department info and Choose Terminate

Complete Required Fields Choose Terminate

Click Next

4 Complete Termination Detail Supply as much information as possible. * Denotes required fields.

01234567

43500


614-292-6446

[email protected]

Steinmetz, Joseph

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5 Supply Additional Information Provide additional information if needed to accompany the HRA request for future review, approval and processing, i.e. employee forwarding address


Attachments required for Termination: Regular/Term/Temp Appointments= Resignation or Retirement Letter Undergrad Students= N/A Graduate Students= Explanation if early termination Involuntary/RIF/ Disability= Pre-approved OHR RIF documentation and letter to employee You can only delete documents that you have added.

HR Action Request: Terminate continued

8 Choose SUBMIT

Voluntary resignation and retirement HRAs automati-cally route to the HR Service Center for processing; no approval workflow. Involuntary termination, reduction in force, and disabil-ity separation HRAs route to pre-determined approvers within your department.



Your Name Here 1155

11

HR Action Request: Pay Additional Compensation hraction.osu.edu





Pay Additional Compensation

Complete Required Fields Choose Pay Additional Compensation

Click Next

4 Complete Pay Additional Compensation

Detail Supply as much information as possible *Denotes required fields. See step 5 for payment type options and required documentation.

43500 01234567

43500


614-292-6446

[email protected]

Steinmetz, Joseph

Includes One-Time Payments, Supplemental Compensation, Staff Awards, Cell Phone Allowanc-

es, Taxable Reimbursements, and Bonuses. All approvals should be accounted for either as

signatures on forms or as approvals through HRA workflow.

12

HR Action Request: Pay Additional Compensation continued

7Choose SUBMIT


5 Select a Payment Type Option, Attach Required Documentation and provide Additional

Information (Business Purpose/Reason).

Payment for work outside the scope of the position

For full time employees - Supplemental Compensation Approval Form is required.

Taxable Reimbursement/Allowance (e.g. cell, internet)

Reimbursements - a copy of the bill is required.

Allowances - (ex. $40/month for work related cell phone usage) a copy of the bill is not required.

Non-cash item

Varies depending on what the non-cash item is. Contact the with B&F HR Service Center if you have questions.

Payment for work during an off term

From department funding - letter of offer or appointment document explaining the arrangement of off term payments.

From Sponsored Program funds - PI approval is required.

Commission

Documentation of how the commission payments were calculated, what they are for.

Staff Award

All award programs should be approved by the college office. Award requests should include proof of this approval and information

documenting what the award is for and the selection process.

Bonus - Flat Rate & Percent of Salary

Include an explanation of the bonus.

Other – Contact the B&F HR Service Center



Your Name Here 1156

13

HR Action Request: Change Rate of Pay hraction.osu.edu

Includes equity/market/performance adjustments, differential pay change, or student pay rate change.





Change Rate of Pay


Choose Change Rate of Pay

Click Next

4 Complete Change Rate of Pay Detail

Supply as much information as possible * Denotes required fields.

01234567

43500


614-292-6446

[email protected]

Steinmetz, Joseph

14


Attachments required for Change Rate of Pay: Any supporting documents such as market data if availa-ble.

HR Action Request: Change Rate of Pay continued

8 Choose SUBMIT


Retroactive pay rate changes will reflect on next pay period deadline.


Provide additional information (i.e. reason for re-quest).



Your Name Here 1157

Rate of Pay

15

HR Action Request: Change Number of Hours Worked per Week

Changes from full time to part-time and vice versa; standard hours changes.





Change Number of Hours Worked per Week

Complete Required Fields Choose Change Number of Hours Worked per Week

Click Next

4 Complete Change Number of Hours

Worked per Week Detail Supply as much information as possible * Denotes required fields.

01234567

43500


614-292-6446

[email protected]

Steinmetz, Joseph

16

6 Attach Required Documents

HR Action Request: Change Number of Hours Worked continued

8 Choose SUBMIT



Provide additional information if needed to accompany the HRA request for future review, approval and processing.

Provide detailed explanation or attach required doc-uments for B&F HR Service Center to process. Most FTE changes also impact compensation. If both the FTE and compensation are changing, one HRA for Change Number of Hours Worked is sufficient.



Your Name Here 1159

Provide any attachments if necessary.

17

HR Action Request: Update Job Duties/Responsibilities

Includes reclassifications, promotions, title changes and job duties/description updates, and/or disas-ter designation changes for a current employee.





Update Job Duties/Responsibilities


Choose Update Job Duties/ Responsibilities

Click Next

4 Complete Update Job Duties/

Responsibilities Detail Supply as much information as possible * Denotes required fields.

01234567

43500


614-292-6446

[email protected]

Steinmetz,

Click “Lookup” link next to Employee AND Posi-tion Number to ensure employee and position are correct.

18


Attachments required for Update Job Duties/Responsibilities: Reclassification= Old Position Description and Word document of proposed changes.

.

HR Action Request: Update Job Duties/Responsibilities continued

8 Choose SUBMIT




Provide appropriate information for specific update requested if not included in fill-in section, i.e. head count, campus phone number, campus working location.



Your Name Here 1160

19

HR Action Request: Change Other Employee Data hraction.osu.edu

Includes Home Department, Timekeeping Approver, Campus Address/Phone, Cellular Phone, Home Address/Phone, Personal Email Address.





Change Other Employee Data

Complete Required Fields Choose Change Other Employee Data

Click Next

4 Complete Change Other Employee Data

Detail Supply as much information as possible. * Denotes required fields.

01234567

43500


614-292-6446

[email protected]

Steinmetz, Joseph

20

5 Supply Additional Information Provide additional information if needed to accompany the HRA request for future review, approval and processing, i.e. changes in Personal Information such as Home Address/Phone, Cell Phone, Emergency Contact change information


Attach any documents that may be applicable.

HR Action Request: Change Other Employee Data continued

8 Choose SUBMIT

Once you have clicked SUBMIT the HRA automatically routes to the B&F HR Service Center for processing; no approval workflow. The HRA is assigned to a member of the HR Service Cen-ter to complete the request. For correction or changes to Legal Name, Date of Birth, or Social Security Numbers please continue to use the Change of Record Form found at hr.osu.edu/forms. Send completed forms and required documentation to OSU Payroll Services for processing.



Your Name Here 1161

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HR Action Request: Other hraction.osu.edu

Any HR action that is not described above may be initiated here. If ‘Other’ is submitted and is not the most appropriate method to capture necessary data the B&F HR Service Center may request another HRA be initiated. This HRA request should be used infrequently. Contact B&F HR with questions.




3 Fill-in Department info and Choose Other


Choose Other

Click Next

4 Complete Other Detail Supply as much information as possible * Denotes required fields.

0123456

01234567

43500


614-292-6446

[email protected]

Steinmetz,

22


It is recommended to attach any correspondence if applicable to your request.

HR Action Request: Other continued

8 Choose SUBMIT




Choosing ‘Other’ does not always capture what is being requested, so please clearly explain your request in the Additional Information space provided.



Your Name Here 1164

HR Action Request - Ohio State University · 2 6 Attach Required Documents if applicable...

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Transcript of HR Action Request - Ohio State University · 2 6 Attach Required Documents if applicable...