Workflow Changes to Student Appointment/Hire Template

November 29, 2023

The following email was sent to all PAC users on Wednesday, November 29.

Dear Colleague:

We are writing to alert you of changes to the Student Appointment/Hire template in PAC along with submission and approval deadlines due to the template upgrade that will be effective Friday, December 15.

What Do I Need to Do?

By Friday, December 8 at 5 p.m., all new student hires submitted into workflow using the Student Appointment/Hire template must be fully approved. Any transaction not approved by that time will be canceled and will need to be re-entered. From December 9 to December 14, a student hire can be processed using the regular Template-Based Hire template, while student template transactions are frozen. Starting on Friday, December 15, departments can resume entering new student hires.

What’s New
The Student Appointment/Hire template upgrade will occur from Saturday, December 9 to Thursday, December 14. During this time, the template cannot be used. Any transactions that have not been submitted into workflow and fully approved by Friday, December 8 will be canceled. Student Hire templates in draft status will not be canceled as they have not been submitted into workflow.

As a reminder, this template is only for new student hires who do not have a PAC record. If the student has a PAC record, TBH must be used. If you need to hire a student during the template downtime, TBH can be used.

Key Points of Upgraded Student Hire Template

  1. The effective date of a student hire can now be edited by the initiator and level 1 approver.
  2. The appointment end date cannot be earlier than the job effective/start date. The initiator and level 1 approver can update this field.
  3. Foreign funding:
    1. If there is split funding, one of the combo codes must be the position/home department.
    2. 100% foreign funding to one combo code is allowed.
    3. If there is a need for foreign funding of two or more combo codes, set up the hire with 100% foreign funding in one combo code, then after the hire, do a cost transfer to move the appropriate percentage out and into another combo code(s).
    4. Auto approval for the foreign funding when the level 1 approver is also level 1 foreign funding approver. The workflow will mark and date stamp the same user as approver for level 1 and level 1 foreign funding approver.
  4. CUIMC departments only: the workflow currently is going to level 1 and 2 for approval. The workflow has been updated to go to level 1 and 3 for approval.
  5. Due to the workflow changes, all pending transactions submitted to workflow for approval (level 1, level 1 foreign funding, level 2) and NOT approved by Friday, December 8 will be canceled.

Training and Resources

  • Access the PAC Student Hires Template training module to see the new template and how it is completed, submitted, and approved. Sign in with your UNI and password and then click the “LAUNCH” button next to the module. For more information on all hiring template fields, refer to the TBH training modules.
  • Reference the Required Documents for Hire/Rehire Transactions for a listing of required documents to attach to student template hires and TBH hire/rehires. The reference has been expanded to include the listing for student casuals and student officers.
  • Review the Student Officer TBH Workflow for the approval path for student officer hires.
  • These job aids are also accessible from the training course Launch page.

Questions

If you have any questions, please contact the HR Service Center where you can log an incident or request a service or contact them at 212-851-2888.

Thank you.

PAC Team

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