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California State University, Long Beach
CMS: Common Management System

FAQ

  1. Absence without Pay: Do I send the original or is an email attachment okay?
  2. Access: Will Department HR Users have access to all employees within Academic Affairs?
  3. Appointments: To whom do I send notification of appointment end date error?
  4. Catastrophic Leave: Can any employee donate his/her leave balance (any hours) to anyone?
  5. Change Department Chairs: What do I need to change department chairs?
  6. Change Emergency Notification: What do I need to complete an emergency notification?
  7. CS Link: How do I add get added to receive HR Reports from CS Link?
  8. CS Link: How do I find old reports?
  9. Delete User: What is needed to delete a user from PeopleSoft HR?
  10. Different FTE on Incumbent Report and Position Report: Why is the FTE different on the Incumbent Report and the Position Report?
  11. Does not submit HR Account Code Override on time: What happens if a department doesn't submit the HR Account Code Override form until after reconciliation? Can they still submit the HR Account Code Override form?
  12. Empl ID: How do I get an empl ID Number
  13. Extend Appointment: How do I extend a temporary appointment?
  14. Graduate Assistant: What do I need to create a Graduate Assistant position?
  15. Graduate Assistant: What is the empl class for Graduate Assistants?
  16. HR News Flash: Can't print HR News Flash
  17. Manage Positions: Do I need separate position number for an employee with the same job code but different work schedules?
  18. Name Change: What do I do for a name change?
  19. Overtime: What do I need to fill out? What is the OT Authorization form for? What if I need to override the account?
  20. Overtime: I want to charge overtime to another chartfield. What do I need?
  21. Overtime/Compensatory Time: Do I need to calculate overtime / comp time earned by 1.5?
  22. Password: Forgotten password
  23. Position #: How do I get a position #?
  24. Reassign employee: One of our full-time tenured faculty will be reassigned to another department in the same college. Once a PAF is complete and processed, is it still necessary to prepare a PTF for HRIS?
  25. Reassign employee: Two other tenured faculty in joint departments (0.5 fte each) will be reassigned to one full-time department (different colleges). Once a PAF is completed, will a PTF be required?
  26. Salary Costs: Can I charge costs for salary employees to two different departments?
  27. SARS: The pay rate is not correct on the SARS but it is correct on the voucher. What do I do?
  28. SARS: Who retains SARS?
  29. SEAR: Who retains SEAR?
  30. SEAR: Send email or hardcopy?
  31. SEAR: What is the SEAR email address?
  32. SEAR: Who are acceptable senders?
  33. SEAR: The date button doesn't add additional lines
  34. SEAR: Not asking to Enable Macros
  35. SEAR: Part-time lecturers not on SEAR
  36. SEAR: How do I insert an additional row on the SEAR?
  37. SEAR: Employees not included on SEAR?
  38. Student – pay from different account: What do I do if student is to be paid from an account other than default?
  39. Student PTF: Do I need to submit for returning students in the Fall?
  40. Student Voucher: What if a student did not receive a voucher and is not listed on the spreadsheet? What do I do?
  41. Timekeeper Change: What do I do if a timekeeper leaves?
  42. Wrong Range: How do I correct a wrong range for an employee?
  43. Wrong Range: How do I correct a wrong range for a position?
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Do I send the original or is an email attachment okay?

You can either email or call the Payroll Office to notify them a dock was in the process for an employee and the Absence without Pay was on the way. This will notify Payroll in advance before payroll cutoff (around the 20 th of each month). You still need to send the original Absence without Pay form with all appropriate signatures to Payroll. They cannot process without this form.

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Will Department HR Users have access to all employees within Academic Affairs?

No. The user will only have access to their specified department from the HR Security Access form.

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To whom do I send notification of appointment end date error?

Contact HRIS by either phone or email. The will research and make corrections, if needed.

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Can any employee donate his/her leave balance (any hours) to anyone?

No. An employee can only donate sick or vacation hours to an employee who has been approved to receive donations from catastrophic leave program. There is a maximum amount of hours based on bargaining unit.

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What do I need to change department chairs?

Complete a PTF

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What do I need to complete an emergency notification?

Contact your payroll technician.

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How do I add get added to receive HR Reports from CS Link?

You must have approval from your supervisor and ASM. Contact HRIS Coordinator at Ext. 5-4411.

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How do I find old reports?

Select On Line Query – Retrieve Archived Reports. From the drop down menu, select the report you need. Select Submit.

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What is needed to delete a user from PeopleSoft HR?

Complete the HR Security Authorization form. The form has a box indicating to delete access for the requested user.

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Why is the FTE different on the Incumbent Report and the Position Report?

The position can have any fte (the ASM) wants it to be. The FTE on the Incumbent Report is from the Employee's Job Record and the FTE on the Active Position Report is from the Position data. They do not have to be the same.

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What happens if a department doesn't submit the HR Account Code Override form until after reconciliation? Can they still submit the HR Account Code Override form?

Departments have a full month after the earnings were submitted to Payroll before the override form is due to the Budget Office.

If the department doesn't get the override form to the Budget Office by payroll cutoff, it is too late. There is no way to make any corrections after the journal has been fed to FIS.

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How do I get an empl ID #

Contact your ASM

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How do I extend a temporary appointment?

To extend a temporary employee beyond the expiration date, a PTF (Personnel Transaction Form) is required.

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What do I need to create a Graduate Assistant position?

Complete a PAF

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What is the empl class for Graduate Assistants?

The empl class would be temporary.

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Can't print HR News Flash

Change your margins. Select FILE – PAGE SETUP – Left Margin: 0.2, Right Margin: 0.2

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Do I need separate position number for an employee with the same job code but different work schedules?

You do not need separate position numbers for employee that have the same job code with different work schedule. Ex: Police Officer: some work 3/12, 4/10, etc. They can all have the same position number. The alternate work schedule is tied to the employee, not the position.

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What do I do for a name change?

The employee must go in person to Payroll & Benefits and request and Employee Action Request form. The employee will also need to bring in his/her social security card with the new name on it. Payroll will not process a name change until the employee has his/her new social security card.

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What do I need to fill out? What is the OT Authorization form for? What if I need to override the account?

If an employee works overtime, he/she needs to note the hours on the Absence and Additional Time Worked form (timesheet). Turn the timesheet in to the appropriate timekeeper. The timekeeper will transfer the information onto the SEAR. The employee will be paid from the default pool ID. If overtime should be paid from other than the default pool ID, the department will need to complete the HR Account Code Override Form. This can be completed and turned in the same time as the SEAR is completed/turned in. Budget will override the account once Payroll has keyed the employee's OT. The Overtime Authorization form is for department use only. If this form is used by the department, it must be maintained in the department office for auditing purposes. Payroll does not need this form.

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I want to charge overtime to another chartfield. What do I need?

Submit the HR Account Code Override form with the SEAR. Overtime will be charged to the chartfield listed on the HR Account Code Override form.

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Do I need to calculate overtime / comp time earned by 1.5?

No. As long as you use the correct time reporting code marked OTPR or CTPR, the system will calculate the total hours by 1.5.

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Forgotten password

Contact Technology Service Desk at Ext 54959 to reset password.

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How do I get a position #?

Contact your ASM

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One of our full-time tenured faculty will be reassigned to another department in the same college. Once a PAF is complete and processed, is it still necessary to prepare a PTF for HRIS?

Yes. Whenever you affect an employee, you must make that change via PTF. The PAF only changes position attributes not incumbents who are appointed to those positions. When you do a position reorg (REO) that affects an incumbent to a position (i.e., change of department and unit) you must advise HRIS via PTF and select the appropriate action, normally REO.

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Two other tenured faculty in joint departments (0.5 fte each) will be reassigned to one full-time department (different colleges). Once a PAF is completed, will a PTF be required?

Yes. The PAF does not automatically result in the incumbent's job data being updated without a PTF.

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Can I charge costs for salary employees to two different departments?

Yes, the employee must be in his own position number and you must setup the position pool ID to show split charges.

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The pay rate is not correct on the SARS but it is correct on the voucher. What do I do?

Cross-out the pay rate on the hard copy of the SARS. Write the correct pay rate and submit it to Payroll.

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Who retains SARS?

Both spreadsheet and voucher needs to be sent to Payroll.

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Who retains SEAR?

Departments will retain the Absence and Additional Time Worked timesheets but the original hardcopy of the SEAR needs to be sent to Payroll.

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Send email or hardcopy?

Departments need to send both an electronic file of the SEAR (so Payroll can upload the file and run the process) and the hardcopy for audit tracking.

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What is the SEAR email address?

sal_ts@notesmail.csulb.edu

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Who are acceptable senders?

Email addresses were setup to distribute the SEAR to a primary and secondary address. The spreadsheet can only be returned to payroll (sal_ts@notesmail.csulb.edu) from those two addresses.

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The date button doesn't add additional lines

When opening the SEAR, you need to select "enable macros". The date button should then allow you to add additional lines.

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Not asking to Enable Macros

Does the person have Office 2000 installed? If so, need to change security from high to medium.

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Part-time lecturers not on SEAR

Do not add employee on electronic copy of SEAR. Write employee's name on hard copy of SEAR, any time taken and submit to Payroll.

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How do I insert an additional row on the SEAR?

Position cursor on row that has employee's name. Press the DATE button. The additional row should have been inserted.

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Employees not included on SEAR?

If any time was taken, submit Attendance Adjustment form. If no time was taken, do not submit any form. Employee will be paid.

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What do I do if student is to be paid from an account other than default?

Through your ASM, complete a new Position Pool ID with chartfield values.

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Do I need to submit for returning students in the Fall?

Departments do not need to submit SEPTFs for students working anytime during the summer who will be returning in the fall. Payroll will automatically move students back to the position number mapping to 1870 job code in the department. If more than one position for 1870 job code is listed for the department, the department will need to advise Payroll.

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What if a student did not receive a voucher and is not listed on the spreadsheet? What do I do?

The timekeeper will need to print a blank voucher available on the CMS Website. The supervisor will need to indicate the position number, pool ID, and rate of pay. The timekeeper must make sure the rest of the information is filled out correctly and give the voucher to the student for time entry.

For completion of SARS: send the original signed voucher to Payroll for data entry by the due date. Remember to mark the box in the lower right corner of the voucher "This sheet has been excluded from the electronic spreadsheet approval process".

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What do I do if a timekeeper leaves?

Complete the Time Reporting Modification form available on the CMS Website. Send it to Payroll. They will make the changes.

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How do I correct a wrong range for an employee?

Send a new PTF to HRIS with the correct range.

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How do I correct a wrong range for a position?

Send a new PAF to the Budget Office with the correct range.