New request for instructional pay Process Preparer training

1. New request for instructional pay ProcessPreparer training

2. Creating a request for instructional pay

3. When will I create a RIP? When will I create a CHANGE RIP? Validation Routing Creating RIP Explained

4. Login to PeopleSoft Environment Key in your User ID & Password and Click Sign In

5. Navigating to add a request for instructional pay Navigation: aurora reports / hr process / add request for instr pay You either click the link above in the folder or on the menu on the side to access the ADD process

6. Search ON ADD RIP:

7. Search ON ADD RIP: CONTINUED FILL IN AS MUCH OR AS LITTLE INFORMATION AS NEEDED FOR YOUR SEARCH

8. result from search: NEW RIP form comes in with specific data filled in based on the Instructor, Class, and Class GL tables

9. 1 2 Rip page explanation: (instructor info / course info) 4 3 Mickey Mouser 5 • Rip status: current status of rip • RIP# : specific number assigned to each rip (used a reference) • Type of RIP: most will be initial but also allows for change type (will be covered later) • Instructor information: defaults in based on the instructor chosen • Course information: defaults in based on the course chosen (based on class table information)

10. change type rip explained Mickey Mouser 1 • Rip type = Change – opens up prior rip number field

11. change type rip explained - CONTINUED Search pulls in the specific course information that matches the Change RIP transaction being created. • Based on the course information the previously processed rip transactions will come up under the search. Choose the one that is to be changed

12. change type rip explained - CONTINUED Mickey Mouser 1 • Also use the comments section to put any additional information related to the change (i.e. why you are doing the change – paying more hours, instructor no longer able to teach class, etc). Remember that comments will be saved in the system on this transaction so comment accordingly.

13. change type rip explained - CONTINUED ACCOUNT INFORMATION IS DEFAULTED IN FROM ORIGINAL RIP AND WILL NOT NEED TO BE VALIDATED AGAIN WHICH IS WHY THESE FIELDS WILL BE GRAYED OUT ON A CHANGE RIP

14. Rip status explanation • o – opened – This status means the rip has been started by the preparer but not validated or submitted (an instructor email will be sent) • w – reviewed (change only) – this status means a change request type rip has been submitted for approval • v – validated – this status means a rip has been validated with success and submitted for approval • e – error – this status means a rip has been validated with error and submitted to finance for correction • a- approved – this status means the rip has been approved for payment and is waiting to be processed • c – cancelled – this status means the rip has been cancelled (instructor email will be sent) • r – rejected – this status means the rip has been rejected because some of the data needs to be changed and is routed back to the person who created it. • p – processed – this status means the rip has been processed for payment and no changes can be made (an instructor email will be sent)

15. Instructor emails: • The rip process will utilize the ntc email addresses for communicating with the adjunct instructors, thereby replacing the need for paper copies and hard copy signatures. • A mass mailing will go out to alert them of this new process and the need to check their ntc email going forward. • Instructor emails will be sent when: • A rip is created – this will be a “confirmation of assignment” email • A rip is processed for payment • A rip is cancelled – this will be a “confirmation of cancellation of assignment” email

16. Instructor “confirmation of assignment” email : This email confirms your class assignment for TERM: 2010Spring. Please review and save for your records. If you have any questions please contact your division. The following information provides the specific details of the assignment: CATALOG_NBR:47196442 CLASS_NBR:65646 CLASS_SECTION:01 COURSE DESCRIPTION: DEVELOPING PERFORMANCE APPRAIS START_DATE: 03/16/2010 END_DATE: 03/16/2010 MEETING_DAYS: T MEETING_START_TIME: 5:30:00PM MEETING_END_TIME: 9:30:00PM COMMENTS: Thank You! Northcentral Technical College Staff

17. Instructorprocessed for payment email : • This email confirms your request for instructional pay (RIP) form has been approved and processed for payment starting on Pay Period Date: 03/26/2010. If you have any questions please contact your division. • The below information provides specific course information regarding the request for instructional pay that has been processed on your behalf: • SESSION_CODE: 1 • CLASS_SECTION: 01X • CLASS_NBR: 60089 • CATALOG_NBR:74854742 • START_DATE: 01/11/2010 • END_DATE: 05/28/2010 • MEETING DAYS: MTWR • START_TIME: 8:00:00AM • END_TIME: 7:00:00PM • TOTAL HOURS TO BE PAID: 108 • TOTAL AMOUNT TO BE PAID: 6567.48 • Please note that the payment cycle for most courses extends through the length of the course (unless being paid as a substitute for a limited basis). This means the course payment should begin on the pay cycle that coincides with the course start date and end on the pay cycle that coincides with the course end date. In addition, the payroll cycle runs on a bi-weekly schedule and will be paid as such. If you have any questions regarding payment, please contact your division. • Thank you! • Northcentral Technical College Staff

18. Instructor“confirmation of cancellation of assignment” email : • This email is to confirm the following course assignment has been cancelled. Please retain this email for your records. If you have any questions regarding this cancellation, please contact your division. • Below is the specific class information regarding this cancellation: • TERM: 0410 • CRSE_ID:051398 • CATALOG_NBR:74856741 • CLASS_NBR:62431 • CLASS_SECTION:01X • COURSE DESCRIPTION: SCIENCE HEALTH • START_DATE:01/11/2010 • END_DATE: 05/28/2010 • MEETING_DAYS: MTWR • MEETING_START_TIME: 8:00:00AM • MEETING_END_TIME: 7:00:00PM • Thank You! • Northcentral Technical College Staff

19. Rip page explanation continued: (Salary information) 5 1 2 3 4 • Salary information: information added by the admin based on payment to be paid. Includes the date period being paid, the instructional hours /amount and the travel hours/amount to be paid. • From date / to date are the dates that payment will cover • Total instructional pay: this is the total of instructional hours * hourly rate • Total for lost time: this is the hours of “lost time” * flat rate • Total hours to be paid / total payment due

20. Rip page explanation continued: (Account Information) 1 2 The Create By, Validated By, Approved By, and Last Updated By with date / time will populate automatically as these functions are performed • Account information: budget string information that will default in from the class table if filled in --- • very important to remember that the only accounts that can be paid on a rip is 5074 (adjunct) and 5075 (substitute) • Submit button: this moves notifications through the system flow

21. ADDING OR CORRECTING INFORMATION ON THE CLASS TABLE

22. Navigation: AURORA REPORTS / SA PAGES / ASSIGN CLASS INSTRUCTORS Click either the menu link or the folder link

23. ASSIGN CLASS INSTRUCTORS PAGE Add as much or as little information in the search to pull the course you want to access. You will only have access to pull up courses in which you have authorizer access.

24. ASSIGN CLASS INSTRUCTORS PAGE – INSTRUCTORS TAB INSTRUCTORS TAB – ADD/CHANGE INSTRUCTOR ASSOCIATED WITH A CLASS. YOU CAN REPLACE THE PRIMARY INSTRUCTOR, ADD A SUBSTITUTE OR TEAM TEACHER TO CLASS

25. ASSIGN CLASS INSTRUCTORS PAGE – ACCOUNT INFO TAB ACOUNT INFO TAB – ADD/CHANGE ACCOUNT INFORMATION ASSOCIATED WITH A CLASS. YOU CAN CORRECT OR ADD ANY OF THE BUDGET CODE INFORMATION TO A CLASS

26. Correcting /adding account information - continued From the prompt (hourglass) a list of available values will emerge

27. Correcting /adding account information - continued From the prompt (hourglass) a list of available values will emerge

28. Correcting /adding account information - continued Validation on RIP ensures budget string is valid and has combo code Account information as defaulted in from class table

29. PERFORMING SEARCHES ON EXISTINGRIP TRANSACTIONS

30. Navigation: Aurora Reports / HR Process / request for instructor pay Click either the menu link or the folder link

31. request for instructor pay – SEARCH PAGE FILL IN AS MUCH OR AS LITTLE INFORMATION AS NEEDED FOR YOUR SEARCH

32. SEARCH PAGE continued Can search by RIP Type: Initial or Change

33. SEARCH PAGE continued Can search by RIP Status: Cancelled Change Request Opened Approved Processed Rejected Submitted Error Valid

34. Correcting a rejected ripTHROUGH A WORKLIST

35. What is a Worklist? How will I be notified? Rejection Routing How to navigate to a worklist Worklist Explained

36. Login to PeopleSoft Environment Key in your User ID & Password and Click Sign In

37. Navigating to your worklist To access your worklist you can either click the link at the top of the page OR click the link in the menu on the side

38. navigating to your Worklist - continued From here you can choose the Worklist link that will bring up a summary of your items OR Worklist Details that will show your worklist items in more detail

39. Worklist Details view Specific details of worklist items including who it is from, when it was assigned, and what business process the worklist item pertains to.

40. Worklist Summary view

41. Managing Your worklist Click hyperlink within the worklist This will bring you to the request for instructor pay search page with the specific RIP information defaulted in from your worklist Search will bring up the RIP

42. RIP form result from search: Status shows R for Rejected With a rejection all fields have been opened for correction (including the budget string data)

43. Navigating from the rip page: Using the View Worklist, Next in Worklist, or Previous in Worklist you can easily maneuver through your open transactions

44. Quick Guides

45. Step 1: Log into PeopleSoft Step 2: Go to Add Request for Instr. Pay Navigation: Aurora Reports / HR Process / ADD Request for Instr. Pay Step 3: Perform search on Instructor and/ or Class you would like to pay Step 4: Fill out Salary Information section of RIP form (adding comments where necessary) Step 5: Save RIP (will set Status to O – Open) to review, validate, and submit later This will send the Instructor “Confirmation of Assignment” email Step 6: To complete another new RIP go back to Search and perform steps 3 - 5 Quick guide to Create rip

46. Step 1: Log into PeopleSoft Step 2: Go to Request for Instructor Pay Navigation: Aurora Reports / HR Process / Request for Instructor Pay Step 3: Perform search on RIP you would like to update Step 4: Update any information as needed Step 5: Validate RIP using the Validate button (will set Status to V– Validated if correct and populate the Combination Code OR will set Status to E – Error if not correct). If truly and error then Submit (using the Submit button) and Save – This will route the RIP to Finance for correction of budget string information If Valid then Submit (using the Submit button) and Save – This will route the RIP to the Approver for Approval Step 6: To update another RIP go back to Search and perform steps 3 - 5 Quick guide to update a rip

47. Step 1: Log into PeopleSoft Step 2: Go to Worklist Navigation: Worklist / Worklist Step 3: Click link of 1st RIP in Worklist Step 4: Review RIP to be corrected Step 5: Update information on RIP as indicated by Approver Step 6: Work through Worklist using navigation buttons View Worklist, Next in Worklist, or Previous in Worklist Step 7: Return to Worklist Use View Worklist to take you back to Worklist after transaction is worked Step 8: Mark transactions worked in the Worklist page Quick guide to correct a rejected rip