Enter an Additional Assignment to a Employee's Record

Use these instructions when a person with an active assignment receives an additional assignment in a different assignment grouping such as a non-employee receiving an assignment as an employee, an employee committing to an income fund reimbursable (IFR) or cost sharing award, or an employee working at two operating locations.

If the person is paid hourly for the additional assignment, retroactive payment can't be made using this form.

Prerequisites

1. The person must already have an active primary assignment with a primary address.
2. Complete paperwork with the appropriate approvals must have been received.

To add an assignment

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select People > Enter and Maintain to go to the Decision form.
   1. If the current effective date is different than the effective date of the additional assignment, click Yes to go to the Alter Effective Date form.
      1. Complete the Effective Date fields:

         Field Name	Required (R) or Optional (O)	Description
         Effective Date	R	Date for which the addition will become effective.
         Today's Date	R	Current date.

      2. Click OK to go to the Find Person form.
   2. If the current effective date is the effective date of the additional assignment, click No to go to the Find Person form.
2. As required, complete any of the following Find Person form fields:

   Field Name	Required (R) or Optional (O)	Description
   Full Name	O	Last name of the employee.
   Employee Number	O	Employee assignment number.
   Social Security	O	A nine-digit, unique personal identification number (SSN) issued by the U.S. Social Security Administration.

3. Click Find to go to the People form.
4. Click Assignment to go to the Assignment form.
5. Select File > New to go to a new form that has no assignment.
6. Complete the following field:

   Field Name	Required (R) or Optional (O)	Description
   Organization	R	Specific location and specific department at the location to which the person is additionally assigned. For Example: 010-Small Business Development Center This will open the RF_HR_People Group_Flexfield form.

7. Complete the following fields on the RF_HR_People Group_Flexfield form:

   Field Name	Required (R) or Optional (O)	Description
   Operating Location	R	Location where the person works the additional assignment.
   Assignment Group	R	The Research Foundation (RF) group associated with the person's additional assignment.   For Example: Employee Regular Fellow SUNY EE

8. Click OK to return to the Assignment form.
9. Complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Job	R	Enter person's job title.
   Grade	R	Enter person's pay grade.
   Payroll	R	Enter Biweekly if the person is paid for this assignment in the RF biweekly payroll.   Enter SUNY if the additional assignment is an IFR or cost sharing assignment.
   Location	O	Based on the Organization field, where the person works.
   Status	R	Relationship with the the Research Foundation.   Defaults to Active Assignment. If necessary, choose another status from the List of Values. For Example: SUNY (for IFR or cost sharing assignments) SUNY Extra Service   The status, SUNY Extra Service, is used only for full-time SUNY employees who receive an assignment as an RF employee. A full-time RF employee with extra service should be given an additional job and not an additional assignment.
   Assignment Category	R	Select the employment category from the List of Values. For Example: Exempt-Regular Hourly Non-exempt-Regular
   Name (Supervisor)	O	Select the supervisor's name from the List of Values.

10. Select the Salary Information tab.
11. Complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Salary Basis	R	Employee's pay basis.   Use the List of Values to select one of the following: Hourly 37.5 Hourly 40 Salaried Annual Salaried Period A salary basis is required for this record to process through payroll. A separate check is created for each assignment.

12. Select the Supervisor tab.
13. Complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Name	O	Select supervisor name from the List of Values.
    Worker Number	O	The system automatically fills in the supervisor's worker number when you enter a value in the Name field.
    Assignment Number	O	This field in NOT used by the Research Foundation.

14. Select the Standard Conditions tab.
15. Complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Working Hours	R	Scheduled weekly work basis.   The work basis is the hours a person will work during a standard work week on all assignments. Change this field if the person's hours basis is different than 37.50 per week For example: Change to 40.00

16. Select the Statutory Information tab.
17. Click once in the field that appears below the alternate region drop-down box to go to the GREs and Other Data form.
18. Complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Government Reporting Entity	R	Reporting employment organization.   Do not change the default, which is: The Research Foundation of SUNY.
    Timecard Required	R	Determination of whether a timecard needs to be submitted for payment to the person for this assignment.   Enter No if the person is a non-employee or a salaried employee for this assignment.   Enter Yes if the person is an hourly paid employee for this assignment.

19. Select the Miscellaneous tab.

    Note: Ensure that one of the assignments is Primary. You can toggle between assignments by using the page up and page down keys. You can only check the Primary box for one assignment. When a person has two assignments, one assignment is considered primary and the other secondary. The location where the employee will be working the most hours should have the primary assignment. If the person is working the same amount of hours at both locations, than you should designate the location with the earliest start date as the primary assignment. The total work hours for both locations should be recorded on the primary assignment to ensure correct processing of benefits eligibility. All deduction and leave elements should be attached to the primary assignment so that leave accrues correctly and appropriate deductions are taken.

20. Complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Primary	R	Check box. Can be changed if person has another assignment.

21. Click in the [ ] field located at the bottom right of the form to go to the Additional Assignment Details form. This form, along with the Assignment Group selected in step 7, determines the person's benefit eligibility. This form does NOT affect a person's compensation.
22. As required, complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    FTE	O	Full-time equivalent (FTE): A salaried person's expected effort (work hours) on this assignment.   For example: Enter .50 for a salaried employee working halftime.   The total FTE on ALL assignments must be entered on the person's primary assignment in step 24.

23. Click OK to return to the Assignment form.
24. Ensure that the total FTE on all assignments is entered in the [ ] field of the form that lists the person's primary assignment. From the Assignment form, toggle between assignments by using the page up and page down keys.
25. Select File > Save.
26. Click on the Salary button to go to the Salary Administration form of the additional assignment.
27. Complete the following fields in the Salary Proposal region:

    Field Name	Required (R) or Optional (O)	Description
    Change Date	R	Effective date of the salary or wage rate.
    New Value	R	Salary or wage rate for the additional assignment.

28. The system will automatically check the Approved check box when the Salary Administration form is saved.
29. Complete one or all of the following:
    1. If the person is salaried and a retroactive payment is required, click the [ ] field to go to the Add'l Salary Admin. Details form.
       1. Complete the following fields:

          Field Name	Required (R) or Optional (O)	Description
          Retro Required	R	Enter Yes.
          Retro Begin Date	R	First day the person was on the additional assignment during a payroll he or she missed.
          Retro End Date	R	Date of the last pay period run that the person missed for the additional assignment.

       2. If a retroactive salary is required, do not enter any future salary changes in the Salary Administration form.

          Note: Retroactive salary calculations require the retroactive process to run overnight. After the process is run, use the process help, "Change Assignment Data," to enter a future salary.

       3. Click OK to go back to the Salary Administration form.
       4. Select File > Save.
    2. If the person is salaried and a retroactive payment is not required, select File > Save.
    3. If the person is paid hourly for the additional assignment, you can't make a retroactive payment using this form. Select File > Save.
30. Select File > Close to go back to the Assignment form.

    Note: If the person was a non-employee and you are adding an employee assignment, you must set up the person as an employee (i.e., complete address and tax information, payment method and special information type). Refer to the process help "Enter an Employee Record."