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Personal Services Form (PSF)

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Overview The Personal Services Form (PSF) is used to request all personnel actions for an employee throughout his/her employment at Georgia Tech. The PSF is also used for some groups of individuals, such as Affiliates or Adjunct Faculty, who work for the Institute but are paid by another agency. Department administrators who have completed PSF training are responsible for:  Completing the PSF correctly  Selecting approvers on the Approval Authorization Page  Coordinate supporting documents (e.g. Academic Faculty documents, new hire packet) with appropriate OHR units and employees A description of each field on the PSF form follows.

A

C

B

D

E G

F

Letter Field Name

Description

A

Name

Employee’s legal name.

B

gtID#

You cannot process a PSF without a gtID#. The gtID# should be requested when the employee has accepted the offer letter. The Ga Tech Identification Number, or gtID#, serves as a unique identifier for each individual in the Georgia Tech community, replacing the use of Social Security Numbers. The unique gtID# is assigned at the beginning of an individual’s association with the Institute. The gtID# is used across all systems, applications, and many business processes. Example: An individual may start out as a student, return a few years later as a consultant, decide to complete a Doctorate Degree at another insitution, and return to Ga Tech years later as a faculty member. Regardless of the association/relationship the individual has with Ga Tech, the GTID# will remain the same.

Lookup/Request

Lookup/Request Use this link to lookup a gtID# or to submit a request for a gtID# to be assigned. The best practice is to do a thorough Lookup to see if the individual already has a gtID#. After the Lookup process, the individual’s legal name, date of birth, and social security# are required to request a gtID#. 2

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New

When completing a PSF for current employees, the gtID# will pre-populate by selecting the department and individual’s name.

C

Date Prepared

Date PSF was prepared. Automatically defaults to today’s date.

D

Home Department #

Home Department number and name. Each employee has one Home Department. The Home Department is the primary administrative unit for the employee. For undergraduate students it is the department that is hiring them. If a student has concurrent jobs, the department that hired them first is the Home Department. The Home Department for graduate students is their academic major. For faculty and staff the Home Department is the department that hired them.

E

Home Department Mail Code

Mail code used by GT Post Office.

F

Effective Date

First day the action goes into effect. Note

G

Action

A PSF cannot be submitted for a benefits eligible employee more than 30 days prior to the effective date.

Describes the personnel action that will occur for this employee. See “Using Action Codes” for further details on the appropriate use of each action code.

H I

J

K

L Letter

Field Name

Description

H

Work Department #

An employee can have one or many Work Departments depending on their employee class. The Work Department is the unit where the employee is actually performing the work and is under the supervision of that department for the duration of the job. The Employee Class “Student” often has employees with multiple work departments. Note: The Home Department has administrative responsibility.

I

Home Department

Each single incumbent position (occupied by only one person) and group position has an assigned position number. The Position Number is a unique identifier used in HRMS 9.0 to process employee actions. The same Position Number is used in the Financial Budget application to process personal services budget allocations. Each position number has a description title that identifies what job the position has been funded to support. Single incumbent Position Numbers have a specific job title. All group Positions Numbers have a generic job title. For further details, refer to “Using and Requesting Position Numbers.” 3

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J

Reclassified Position Title - Number

This field is used by the Compensation Unit within OHR.

K

Job Title

Job Code and Job Title describe the responsibilities of each position. The Job Title description and Position Number description must be the same for a single incumbent position. The Job Title description for employees in a Group Position Group will be different than the Position Number description. For further details, refer to Compensation guidelines on “Selecting a Job Title.”

L

Business Title

The Business Title is optional and should be used sparingly. Business Titles must be approved by Compensation before the employee is permitted to use the Business Title in an official capacity. Currently Business Title is only

used in the printed campus directory.

The Position# and Job Title are pre-defined titles indicating the overall type of job responsibilities for the position. However, it may be necessary to provide a more logical job title for the employee to use when conducting business, printing business cards, or to facilitate achieving specific tasks and responsibilities. Examples: The Economic Development Institute hires an employee with the Position # and Job Title of Research Associate I. Her specific function is to assist in the funding of new technological enterprises. Her Business Title is Venture Catalyst. A temporary employee has a group position of Miscellaneous TechTemps and a Job Title of Systems Analyst II. His/her specific task is to design and support the department’s web page. His/her Business Title is Web Author.

M N O Letter M

Field Name

Description

Regular

A regular employee is benefits eligible when:  he/she works 50% time, or greater, for more than 6 months, and  his/her employment does not have a defined termination date.

(Benefits eligible)

Employee Classes that may have Regular status are: Classified Instructional Faculty Other General Faculty Post Doc Fellow 4

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Research Faculty Note: This status is used for Benefits processing only. N

Temporary

O

Employee Class

(NOT benefits eligible)

* This status is used for Benefits processing only. A temporary employee holds a group position, is usually required to work less than 50% time, usually has a defined term date, and is not benefits eligible. Employee classes that only have Temporary status are: Students, Tech Temps, Affiliates, Adjunct Faculty, and Retired But Working. These classes can not have Regular status.

Note

Employee class is used solely to define benefits and HR/Payroll financial processes within the HRMS 9.0 application and may differ from similar terms commonly used in conjunction with academic / research matters at GT.

Instructional Faculty – this class includes compensated employees with an instructional job title such as Professor, Instructor, or Lecturer, whether paid on a 9 month academic (academic year earnings) contract or a 12 month fiscal basis (annual) and whether or not they have academic rank. Librarians are classified as Instructional Faculty. Does not include Adjunct Faculty (NOT paid by Georgia Tech). Research Faculty – this class usually does not involve classroom instruction. Research Faculty includes all personnel hired primarily to conduct research and are given research titles such as Sr. Research Scientist. Does not include Adjunct Faculty (NOT paid by Georgia Tech). Other General Faculty – this class is used for compensated employees who are members of the general faculty as defined in the GT Faculty Handbook, but who do not have Instructional or Research Faculty job titles, or other approved administrative positions. For example, title of Professor with General Faculty status, contracting officers, or high level manager/director positions are classified as Other General Faculty. The Executive Board may review certain new employees in what would normally be classified position titles and subsequently designate these position titles as members of the general faculty. Such approvals only apply to the individual (not the position) granted approval by the Executive Board. Adjunct Faculty – this class is used for teaching faculty when Georgia Tech does not provide compensation or benefits. Postdoctoral Fellow – this class is used for personnel who have received a doctorate degree, are hired to teach and or conduct research, and may be eligible to receive benefits. This is usually a one or two year appointment. Classified Staff – this class is used for compensated administrative, technical, clerical, service, and maintenance employees who support Georgia Tech’s mission of teaching, research, and public service. Note: This employee class does not include any instructional, research, adjunct faculty, or other general faculty job titles. It does not include Tech Temps, students, affiliates, students, postdoctoral fellows, or retirees, whether working or not. Student – this class is used for undergraduates and graduates who are currently, or within two previous semesters, matriculated at Georgia Tech. 5

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Student Federal Work Study – this class is used for personnel who have been authorized to participate in the Federal Work Study program. Tech Temp – this class is used for temporary personnel hired through the OHR Tech Temp Program. Retiree – this class is used for GT retirees who met the Teacher’s Retirement System criteria. Retired But Working, Classified – this class is used for classified retirees who are approved by the University System Board of Regents and have returned to work on a temporary, part-time basis. Retired But Working, Faculty – this class is used for faculty retirees who are approved by the University System Board of Regents and have returned to work on a temporary, part-time basis. Affiliate – this class is used for an individual who is affiliated with the Institute in an official capacity but who is not compensated by Georgia Tech. Includes employees of the GT Alumni Association, GT Athletic Association, ROTC units, contractors, consultants, and visiting scholars (not teaching) engaged in official business of the Institute, and other individuals as deemed appropriate and necessary.

P Letter P

Field Name

Description

Percent Time

The percent of time in a 40 hour work week that the employee normally works. HRMS 9.0 uses Percent Time to determine if an employee is benefits eligible, or if a student exceeds the allotted time an undergraduate or graduate student can work without special approval. Note

The Percent Time is not system-generated. The PSF Originator must manually calculate changes to the percent time and/or compensation rate and enter the correct amounts appropriately.

Percent Time Calculation Divide the number of hours to be worked by 40 to determine the percent time worked per week. Examples: Hours Worked Per Week 8 13.33 16 20 24 28 32 36 40

Percent Time Calculation 20% 33.333 Normal hours a graduate student works 40% 50% 20 hours is required to be benefits eligible 60% 75% 80% 90% 100% 6

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Note

Calculating Percent Time for Faculty Each Academic Unit has its own formula for calculating percent time for 9 month contract faculty. Please consult the HR Representative for your College to obtain the formula used by your unit.

Note

Tuition Waivers Academic Units can choose to award tuition waivers to graduate students. If the incorrect percent time is entered the tuition waiver may be cancelled. Check percent time on graduate students before submitting PSF.

Q R S T

Note

Compensation Frequency and Compensation Rate determine how an employee’s salary is calculated. The pay cycle determines when the employee is paid. Georgia Tech has two pay cycles; bi-weekly and monthly.

Q

Hourly

Compensation is calculated by the rate per hour times the number of hours worked. Hourly employees have a status of non-exempt and are subject to the Fair Labor Standards Act (FSLA) regulations governing hourly compensation. Hourly employees are required to complete and sign a Bi-Weekly Time Document. The Time Document is approved by his/her immediate supervisor and submitted to the Department Administrator for processing.

Hourly Rate = $ amount per hour. The pay cycle for this Compensation Frequency is Bi-weekly. R

Monthly

Note

Compensation is set at a specific amount for each month, or portion of a month worked. Only the group positions Miscellaneous Faculty and Graduate Students can be paid a monthly rate. These positions are not guaranteed continual employment so the salary is calculated by the month rather than at an annual rate. Monthly earnings = total amount per month. The pay cycle for this Compensation Frequency is Monthly.

S

Academic

Compensation is based on the 9 month (Fall & Spring semesters) Academic Contract salary. Due to the differences between the academic calendar year and the pay cycle calendar, the 9 month salary is actually divided into 10 7

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payments; ½ month each for August and May, with a full month’s salary for September, October, November, December, January, February, March, and April. Academic Year Earnings = total amount for entire academic year. The pay cycle for this Compensation Frequency is Monthly. T

Fiscal

Compensation is calculated by dividing the annual salary amount by 12.

Annual earnings = total amount for 12 months The pay cycle for this Compensation Frequency is Monthly.

U

V

Letter U

Field Name

Description

Salaried Accounting Information: Project No.

Project ID identifies the funding source for this salary. Salaries are expensed or “distributed” to this Project ID when the pay roll check is issued. The Project Id must be a valid GT Project. This information is usually provided by the hiring manager and should be verified with the department’s financial staff if those duties are separated in your department. The Project ID from the Salary, Planning & Distribution module always supersedes the Project ID entered here when the payroll check is issued. Project No is only needed for these action codes: All Hire/rehire actions and Prom - JOB

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V

% Distribution

Indicates the percentage of the salary that will be charged to this Project ID. Regardless of the number of projects listed, the % Distribution must always equal 100%. Formula: Use this formula to compute the % Distribution for each project number: Partial Monthly Rate ---------------------------- = % Distribution to that Project Number Total Monthly Rate Example: An employee earns $1,000 per month. You know that $300 comes from Project A, $500 from Project B, and $200 from Project C. The Percent Distribution is: Project A Project B Project C

$300 $1000 = $500 $1000 = $200 $1000 =

3 10 = 5 10 = 2 10 =

.3 or 30% .5 or 50% .2 or 20%

____________________________________________________________

Total

W

100%

X

Y Z

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Letter W

X

Field Name

Description

Interdepartmental Funding Approval:

This section is used when an employee has one job but the salary is funded from more than one department. You can only authorize salary expenditures for your own department’s projects.

Department Name Initials

The department administrator for the additional funding indicates his/her approval by initialing the PSF.

Hourly Accounting Information

Project ID identifies the funding source for this salary. Salaries are expensed or “distributed” to this Project ID when the payroll check is issued. The Project Id must be a valid GT Project. This information is usually provided by the hiring manager and should be verified with the department’s financial staff (if those duties are separated in your department).

Project ID

**The Project ID from the Bi-Weekly Time Document always supersedes the Project ID entered here when the payroll check is issued. Y

Vacation Hrs. Accrued

Used on Termination actions only. This is the total number of vacation hours accrued (earned) that the employee has not used by the termination date. Calculating Vacation Hours Accrued  Find the Prior Month Balance  Subtract the time reported  Add current month accrual  Subtract time taken not yet reported (entered in People Soft)  Enter the total on the PSF Need to prorate your calculation? If the employee is entitled to a partial month, use the following formula to prorate the Vacation balances. Formula: Actual # of days worked ÷ by total # of work days in the month X accrual rate = time accrued for that month Example: John Smith is full time, accrues 14 hrs vacation and 8 hrs sick per month. John terminates on the 20th in a month that has 22 normal working days, such as April 2004. 13 ÷ 22 = 0.59 x 14 = 8.27 hrs accrued for this partial month Click on the Calculator icon to access the online Vacation Calculator

Z

PSF Originator Information

The PSF Originator’s name and office number will pre-populate on the WebPSF

Comments

Use this field to provide additional information or clarification for this action

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How to Select Approvers Process Printing the PSF for approval signatures is no longer required. After completing the Web PSF data entry, click on Generate PSF. The Approval Authorization Page allows the PSF Originator to select Department Approvers as well an Approvers from other Departments, Federal Work Study, Faculty, and Tech Temps if needed. System-generated emails will be sent to each approver for their approval or denial of the PSF. After all approvers have approved the PSF, OHR will receive the PSF electronically for internal processing. PSF Doc ID appears here

Approval Authorization Page Dragand and Drop Approvers Drag Drop Approvers Drag and drop names up and down to show the order of Approvers

If another Dept needs to Approve, Select Dept, then select the Approver Select a FWS Approver, Faculty, or Tech Temp Approver if needed

After selecting Approvers, click Save Approval Changes. The Submit for Approval button appears

Click to start the approval workflow

Approval Authorization Page Features 

Department Approvers – Sortable Columns A Department Approver is a person who has been authorized to sign the PSF within the department. Locate the Approver’s name and drag to the Selected Approvers box on the right.



Selected Approvers – Drag and Drop the Order of Approvers’ Names After dragging and dropping the approvers’ names from Department Approvers, drag and drop the names up and down for the order of who approves first, second, and third, etc. To remove an approver’s name, drag it back to the Department Approvers list on the left.

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Only the PSF Originator can add, remove, and change the order of approvers by accessing the PSF and clicking on Change Approval Routing which will appear at the top of the PSF.

NEWLY UPDATED FEATURE: Do not add approvers until the PSF form has been filled out completely with all required data. If the Originator adds approvers and clicks Submit for Approval which starts the workflow, the PSF data cannot be changed/updated unless an Approver denies the form. In order to change the Approval Routing, some conditions must be met:  Approvers who have already approved a PSF or received a PSF for approval (submitted to) cannot be deleted from the Worklist. New Approvers cannot be inserted in the workflow before an Approver who has already approved (or submitted). Therefore, new Approvers can be added after previously selected Approvers approved (or submitted). Approvers who have not yet approved (or submitted to) can be removed from the workflow. 

Other Department (optional) If the PSF is shared with another Department (e.g. salary from multiple project numbers, shared Student Assistant, etc.), select the Other Department’s ID number, then select the Approver from the Other Departmental Approver menu.



FWS, Faculty, or Tech Temp Approver (if required) PSFs approvals for Federal Work Student, Tech Temps, and Faculty are required. Select the appropriate approver and then follow-up with that individual regarding any supporting documents. Approver Jennifer Mullins Diane Keith Reid Tankersley William “Rex” Welch, Jr.



Employee Class Federal Work Study Student Tech Temp Academic Faculty Research Faculty Post Doctorate (including Other General Faculty-Benefits Eligible) Affiliates Retired but Working Classified Retired but Working Research Faculty

Save Approval Changes – Submit for Approval After all of the PSF data is complete and approvers have been selected, click Save Approval Changes. The Submit for Approval button will then appear. The Submit for Approval button must be clicked to start the workflow which generates an email to the first approver.

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NEWLY UPDATED FEATURE: If the Originator is the first Approver, the PSF will acknowledge the first approval electronically and submit to the next Approver. If the Originator is the only selected approver, OHR will receive the PSF electronically for internal processing.



Cancel Approval Changes This button will clear Approvers’ names that have been added after the Save Approval changes button was clicked. The PSF data will remain available until the form is either Reset or the PSF is cancelled.



Cancel PSF - This button will cancel all data entry on the PSF form.

Note: All of the Approvers selected on the Authorization Page will receive a system-generated email with an URL link to the PSF Worklist to approve or deny the PSF. The PSF Orginator and Approvers can access the PSF Worklist at any time to check on the approval status. Originators and Approvers can also log into www.reports.gatech.edu for numerous reports regarding the PSF status. Denied PSFs When an Approver denies a PSF, the PSF Originator will receive email notification which will include comments from the Approver of the denied PSF. The Originator will then have access to the form for editing and re-submission. Printing the PSF Printing the PSF for approval signatures is no longer required. OHR receives the PSF electronically after all of the Approvers have approved.

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WebPSF Approvals Worklist Effective August 25, 2009, the Web PSF can be approved electronically which eliminates the need to print the form and reduces the OHR processing time. Below are detailed instructions for PSF Originators and Approvers to utilize the Approvals Worklist. Worklist Access The WebPSF Approvals Worklist provides a real-time approval status of the PSF form. All PSF Originators and Approvers have access to this Worklist by clicking on the URL link found in system-generated emails or by going to: https://gtwebapps.gatech.edu/cfeis/psf/ApprovalWidget/login.cfm Login with the GT Account Kerberos credentials

Columns are Sortable and can be Re-Arranged

Click on the employee to view the Approvals Details

With Submit Status, select Approve or Deny

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WebPSF Approvals Worklist Features

Columns can be sorted (ascending or descending order) and can be re-arranged right to left. Column PSF GTID Empl ID PSF Name Doc ID

Init Date #AR Action – Reason Effective Date Originator Name Dept

Column Type Dept ID Approver Name Status Status Date 

Feature Employee’s GT ID PeopleSoft Employee ID number. This row will be blank for New Hires Employee’s Name on the PSF form The Document ID number is a system-generated number that will allow Originators and OHR to coordinate supporting documents as well as a reference number for employees who visit the HR Service Center for PSF transaction-related information The Initiation Date is the date the Originator submitted the PSF form for electronic approvals. The asterisk(s) will represent how many transactions are on the PSF form Action codes and Reasons for the PSF form The Effective Date is the date of the first transaction code on the PSF form. The PSF Originator’s Name The PSF Originator’s Home Department Number

Feature Approver Types include: INDEPT, CROSDEPT, FWS_AF Department ID is the Approver’s Home Department ID number The Approver’s Name Status include: APPROV or SUBMIT Date/Time Stamp of the approval or submitted to Approver’s inbox

Sortable Columns Each column can be sorted for ascending or descending order. 15

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

Re-Arrange Columns – move columns left or right Re-arranging columns allows you to prioritize which columns are most important to view quickly, e.g. the PSF Effective Date or the Init (Initiation) Date.



View Selected Turnaround as a PDF Click this button to view the PSF form as a PDF document.



Approve or Deny Click one of these buttons to date/time stamp your approval. Clicking Approve will submit the PSF to next approver. The Deny button will generate an E-mail Compose window for the Approver to provide feedback to the Originator. If the ePSF is denied, the workflow will no longer be available to selected Approvers. APPROVER COMMENTS

X

OHR Approval Process After the last approver has clicked Approve, OHR will receive the PSF electronically for internal processing. Pending internal HR approvals, i.e., Compensation, Employee Relations, the PSF data will be entered into PeopleSoft. Go to www.reports.gatech.edu for the OHR Approval Status report to view the status of the PSF. Additional Information Contact OHR ([email protected]) for additional information regarding the WebPSF, Approval Authorization Page, and the Approval Worlist.

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