Fast EntryTAs

8/2/2019 Fast EntryTAs

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Welcome to iTutor "Fast Entry for Actions ".

This interactive tutorial will take you through the hiring process of a Teaching Assistant byusing the Fast Entry screens. However, you can use this process to hire any non-appointed

employee. The Fast Entry option significantly reduces the number of screens usuallyrequired to complete a hiring event.

iTutor will guide you through a simulated hiring process.

For the purpose of this tutorial, if a field is outlined in blue , you will be required to input data inorder to proceed to the next screen. You do not need to enter data if a field is outlined in red.However, it signifies something in the acutal hiring event that is either a) mandatory or b)information that should be noted.

Advance through the screens by pressing "Enter" on your keyboard.

The "Step Description" box located in the lower right hand corner will provide you with anexplanation for an action when applicable.

** Please note, it is recommended that a Personnel Number search be performed prior to the hiring process to ensure that an employee does not currently have a personnel number. To perform this search, use the Employee Home Org Unit Report which can be found at:

Human resources >> Information System >> Personnel Management >> Administration >> Departmental Level Administration >> Personnel Data >> Employee Home Org. Unit Report.



Fast Entry for Actions

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Table of Contents:Fast entry for Actions - TAUs ....................................................................................3

1. Enter Start Date ..................................................................................................42. Enter Personnel Area .........................................................................................53. Execute Action ....................................................................................................64. Personnel Number..............................................................................................7

5. Enter Form of Address.......................................................................................86. Select Form of Address Key .............................................................................97. Enter Gender .....................................................................................................108. Select Gender ...................................................................................................119. Enter Last and First Name ..............................................................................1210. Enter SIN .........................................................................................................1311. Enter Birthdate ................................................................................................1412. Enter Position Number ..................................................................................1513. Enter Work Contract......................................................................................1614. Select Work Contract.....................................................................................1715. Enter Fund Center..........................................................................................1816. Enter Bank Details..........................................................................................19

17. Select Payment Method ................................................................................2018. Enter Home Address......................................................................................2119. Enter First Day Worked .................................................................................2220. Execute ............................................................................................................2321. Personnel Number Generated .....................................................................2422. Enter Staffing Percentage.............................................................................2523. Validate ............................................................................................................2624. Enter Student ID Number..............................................................................2725. Recurring Payment End Date.......................................................................2826. Wage Type ......................................................................................................2927. Enter Monthly Payment .................................................................................3028. Enter Monthly Hours ......................................................................................3129. Enter Assignment Number............................................................................3230. Cost Assignment ............................................................................................3331. Enter Cost Assignment..................................................................................3432. Save Recurring Payments ............................................................................3533. Enter Jurisdiction ............................................................................................3634. Verify TD1 Total Credits ................................................................................3735. To View Provincial Data ................................................................................3836. Verify TD1 ON Data .......................................................................................3937. Return to Canadian Taxation Screet...........................................................4038. Validate ............................................................................................................4140. Data Verification Report ................................................................................43

41. Exit Fast Entry Screen ...................................................................................4442. New Record.....................................................................................................45




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Fast entry for Actions - TAUs




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1. Enter Start Date

Speech Bubble:Enter the start date of the TA ship.

For this tutorial, we will use a startdate of April 1, 2003. Type01.04.2003




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2. Enter Personnel Area

Speech Bubble:Enter 0002 for the Personnel Area in

the field indicated.

Description:Teaching Assistants are considered non-appointed. Therefore, you must enter 0002

for the Personnel Area.




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3. Execute Action

Speech Bubble:During the actual hiring event, you

would select the "New Hire - FastEntry" action type by clicking on thebox to the left.

Once the line has been highlighted,proceed to the next screen by clickingon the "Execute" button above.




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4. Personnel Number

Speech Bubble:The Personnel Number is

automatically generated once thisscreen has been saved.




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5. Enter Form of Address

Speech Bubble:Click on the drop down menu to

select the appropriate form ofaddress.

Description:




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6. Select Form of Address Key

Speech Bubble:From this menu, you can select the

form of address by double clicking onthe appropriate line.




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7. Enter Gender


select the appropriate gender.




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8. Select Gender

Speech Bubble:Select the gender by double clicking

on the appropriate line.




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9. Enter Last and First Name

Speech Bubble:The employee's last name and first

name are entered in fields indicated.




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10. Enter SIN

Speech Bubble:The employee's Social Insurance

Number is entered here.

Description:Employees should not be hired without aSocial Insurance Number. Please ensure

that you are provided with one prior toinitiating the hiring event.

However, the SIN may not be immediatelyavailable and in such instances, you canenter 000 000 000 until you are able toupdate the field.




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11. Enter Birthdate

Speech Bubble:The employee's birthdate is entered

here.

Description:If the birthdate is not available, enterFebruary 29, 1976.




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12. Enter Position Number

Speech Bubble:The position number is entered here.

Description:The position number i s provided by your HRGeneralist.




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13. Enter Work Contract


select the appropriate work contract.




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14. Select Work Contract

Speech Bubble:From the drop down menu, double

click on "K5" (Student).

Description:Select "K5/Student" for the work contract asall Teaching Assistants must currently be

enrolled at the University of Toronto.




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15. Enter Fund Center

Speech Bubble:The Fund Center number is entered

here.




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16. Enter Bank Details

Speech Bubble:The employee's bank details are

entered in these fields. If theemployee does not have bankinginformation at the time of hire, do notenter the bank key or accountnumber.

Description:Generally speaking, there are 3 series ofnumbers on any given cheque.

• The first series is theCheque Number and is not applicable to this process.

• The second series of numbers iscomprised of the the bank's TransitNumber and Institution Number (last 3digits).

• The last series of numbers is theemployee's bank Account Number.

Enter the bank key in the following sequence:0 + Institution Number + Transit Number (thissequence should always consits of 9 digits).

When completing the Bank Account,remember to enter the information exactly as

it appears on the cheque including "0" and "-".




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17. Select Payment Method

Speech Bubble:Click on the Payment Method drop

down menu. If you have theemployee's banking information,double click to select "F" ElectronicFund Transfer. If the banking detailsare not available, select "C" CanadianDollar Cheque.

Description:It is strongly advised that all employeesprovide a valid bank account for direct

deposit purposes.




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18. Enter Home Address

Speech Bubble:The employee's home address in

entered here. The fields with acheckmark are mandatory.




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19. Enter First Day Worked

Speech Bubble:The date of the employee's first day

worked is entered here.




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20. Execute

Speech Bubble:Once all the information has been

entered, validate your entries andclick on the "Save" button to proceedto the next screen.




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21. Personnel Number Generated

Speech Bubble:Note that the Personnel Number has

been generated.

Description:It is advisable that the personnel number berecorded for future reference in the

employee's personnel file.




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22. Enter Staffing Percentage

Speech Bubble:Enter "0.01" to change the

percentage. Note the error messagebelow if percentage is not reduced.

Description:As non-appointed positions are shared, youmust change the percentage from the default

of 100% to 0.01%.

You will receive an error message if you donot reduce the percentage.




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23. Validate

Speech Bubble:Press the "Enter" key to proceed to

the next screen.

Description:In the standard hiring event, saving thisscreen would generate a pop-up window

which would allow you to view and maintainthe various appointments the employee mayhold.

However, this step is not necessary in theFast Entry screens as this is a new hire.




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24. Enter Student ID Number

Speech Bubble:The employee's Student ID Number

is entered here. Press "Enter" toproceed to the next screen.

Description:This must be a University of Toronto studentnumber.




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25. Recurring Payment End Date

Speech Bubble:Enter the end date of the TA ship.

For the purpose of this tutorial we willassume an end date of June 30,2003. Type 30.06.2003.




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26. Wage Type

Speech Bubble:The wage type is automatically

selected.

Description:DO NOT CHANGE this wage type as itapplies specifically to Teaching Assistant

appointments.




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27. Enter Monthly Payment

Speech Bubble:Enter the monthly payment amount.

For this example, assume theemployee is an SGS 1 working 10hours per month at a rate of $29.08per hour. Type 290.80.

Description:The amount entered should be themonthly payment, not the total sum of the payment.

The employee will automatically receive 4%vacation pay with each monthly payment andunion dues will be deducted.




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28. Enter Monthly Hours

Speech Bubble:Enter the number of hours to be

worked per month. For this example,the number of hours is 10.The "Unit" will automatically beproposed once the screen has beenvalidated. Type 10.

Description:The monthly amount divided by the monthlyhours must equal the hourly rate of the

Teaching Assistant appointment as outlinedin the Collective Agreement.

If the information entered does not equal therate of pay/hours, the following message willbe displayed: "W: The amounts do notagree with TA hourly rate of xx.xx for

P.Sc.Group ".

Refer to the CUPE 3902 CollectiveAgreement to confirm that the pay ratecorresponds with the TA appointment (ie.,Undergrad, SGS I, SGS II).




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29. Enter Assignment Number

Speech Bubble:The Assignment Number field is "free

form" in which you can enter thecourse name and section ifapplicable, or any other informationthat is pertinent to the appointment.

Description:If you require more space than is provided,select "Edit" from the Menu Bar and choose

"Maintain Text". This will allow you to entermore information if necessary.




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30. Cost Assignment

Speech Bubble:During the acutal hiring event, you

would press "Enter" to validate thescreen. After validating, click on theCost Assignment button.

Description:It is mandatory that the cost assignmentinformation be completed on this screen.




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31. Enter Cost Assignment

Speech Bubble:Once the appropriate Cost

Assignment fields are complete, clickon the "Transfer" button to go back tothe Recurring Payments Screen.

Description:The Cost Assignment screen is consists ofthe following fields:

• Business Area: will automatically beproposed

• Cost Centre: enter the Cost Centernumber

• Funds Center : enter the Funds Centernumber

• Fund: enter the Fund number ifapplicable

• Order : if Order number is required, thenCost Center is not applicable




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32. Save Recurring Payments

Speech Bubble:Validate your entries and click on the

"Save" button to proceed to the nextscreen.




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33. Enter Jurisdiction

Speech Bubble:The drop down menu in the "Province

of Employment" field will display a listof provinces. Scroll down and select"Ontario".




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34. Verify TD1 Total Credits

Speech Bubble:The basic tax credit amount will be

proposed.

Description:Verify that this is correct. If the amount on theTD1 form is greater than the basic

exemption, update the field with the totalamount as indicated.

The original copy of the TD1 form should beretained.




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35. To View Provincial Data

Speech Bubble:Click here to view the Provincial Data

screen.




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36. Verify TD1 ON Data

Speech Bubble:The basic tax credit amount will be

proposed.

Description:Verify that this is correct. If the amount on theTD1ON form is greater than the basic

exemption, update the field with the totalamount as indicated.

The original copy of the TD1ON form shouldbe retained.




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37. Return to Canadian Taxation Screet

Speech Bubble:Click on the "Federal Data" button to

return to the Federal Data screen.




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38. Validate

Speech Bubble:Validate your entries and press the

"Save" button to proceed to the nextscreen.




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40. Data Verification Report

Speech Bubble:If there are no warning or error

messages, you have made nomistakes or omissions during thehiring event.

Click on the green "Back" arrow toreturn to the Fast Entry screen.




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41. Exit Fast Entry Screen

Speech Bubble:Click on the "Back" arrow again to

exit this screen or create a newrecord.




42. New Record

Speech Bubble:You can now begin the hiring event

for another employee by entering theappropriate start date or you can exitthe Fast Entry for Actions screen.

Documents

Fast EntryTAs