Change Transaction Amendment and Funding Changes UPK Draft

REWRITE
Change Transactions:
Transactions Changing Appointment Start
Dates, Extending Existing Appointments and Reporting
Funding Changes (including October increases)
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
REWIRTE
This example is to demonstrate
changes made to an existing
appointment of a postdoc. The changes
can be one or a combination of the
following:
-Appointment start date changed after
appointment has been approved by
Postdoctoral Affairs.
-Appointment end date is changed due
to an extension/reappointment of the
postdoc.
-The faculty sponsor and/or research
mentors have changed for the postdoc
-Funding sources or amounts changed.
-Reporting the October 1 salary/stipend
increase annually.
The form requires
req ires that the postdoc has
an active postdoc PeopleSoft record.
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
REWIRTE
Step 1
Go to http://axess.stanford.edu and login
using your SUNet ID and password.
Click the Postdoc Administrative
Forms link.
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 2
Click the Change Transactions option.
option
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 3
Click the Continue button.
button
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 4
Click the Add a New Value tab.
tab
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 5
Click the Look up *Student ID
(Alt+5) button.
Change Transaction: Amendment and Funding Changes
Step 6
Last Name was entered as Cheng.
Cheng Now
enter the desired information into
the First Name field. Enter "Yong".
Change Transaction: Amendment and Funding Changes
Step 7
Hit enter to continue.
continue
Change Transaction: Amendment and Funding Changes
REWIRTE
Step 8
Find the record of your postdoc.
postdoc
Click 05710933 EmplID.
Change Transaction: Amendment and Funding Changes
REWRITE
Step 12 (now Step 9)
The Bio Demo section should display
the appointment information for your
postdoc.
You now have the option to do one or
more of the following options to proceed:
1. Change the appointment dates
(start dates or extensions)
2. Change faculty sponsors or
research mentors
3. Report funding changes including
the annual October increase.
Click on the appropriate checkbox for
the action you wish to take.
Form Click the Choose a date
(Alt+5) button.
Change Transaction: Amendment and Funding Changes
Step 13 10 (Step 1 of Topic 1)
Topic 1: Date Changes
If you clicked Appointment Dates
checkbox on top of form, a section
opens up: Appointment Date Change.
g
The New Appointment Start Date is
defaulted to the Start Date of the current
postdoc’s appointment. Leave that field
unchanged UNLESS you are reporting
an earlier or a delayed start of a new
postdoc. Do not update this field if this
is a continuation of an existing
appointment.
Click the Previous Month button.
Change Transaction: Amendment and Funding Changes
Step 13 11 (topic 1)
Topic 1: Date Changes
The New Appointment End Date is
blank. Enter the new date to which this
appointment is now ending,
g i.e.,
extended to.
Click the Previous Month button.
STEP 12 (Step 1 of Topic 2)
Topic 2: Faculty Change
The current Faculty
y Sponsor of this
postdoc would be displayed here.
Click the Previous Month button.
Step 13 Topic 2: Faculty Change
If the postdoc had a Research Mentor,
the mentor’s name would be displayed
here.
This postdoc does not have a Research
Mentor because it is blank here.
Click the Previous Month button.
Step 14: Topic 2: Faculty Change
If you are not changing the Faculty
Sponsor, leave this field blank
Click the Previous Month button.
Step 15 Topic 2: Faculty Change
The task here is to assign a Research
Mentor to this postdoc.
Click on the magnifying glass
Click the Previous Month button.
Step 16 Topic 2: Faculty Change
A pop-up window appears. Enter the
Last Name of the Research Sponsor.
This individual must be a member of the
Stanford Faculty.
Click the Previous Month button.
STEP 17 Topic 2: Faculty Change
If the Faculty Member’s name does not
appear, you will see No matching
records were found.
email reg-events@stanford.edu asking
that the faculty member be added to the
Advisor Table in PeopleSoft. You will
not be able to submit this Change Form
until this is done.
Click the Previous Month button.
STEP 18 Topic 2: Faculty Change
In this case, the faculty member’s exists
in the Advisor Table in PeopleSoft. Click
on the EmplID.
Click the Previous Month button.
Step 19
Topic 2: Faculty Change
The EmplID will be added to the
Research Mentor field and the Name will
be displayed
y next to it.
Click the Previous Month button.
Step 20 Topic 2: Faculty Change
Enter any comments regarding this
change here for the record. These
comments are visible only
y to yyou and to
the approvers and the Office of
Postdoctoral Affairs. Example includes
the reason for the change, or the date
on which it takes effect.
STEP 21 (step 1 of Topic 3)
Topic 3: Funding Changes
If y
you clicked on the Funding
g Change
g
like, a section of the form opens up
called New Annual Salary/Funding.
Enter here information about the funding
for this postdoc,
postdoc annualized rate
rate.
Click the Previous Month button.
Change Transaction: Amendment and Funding Changes
Step 22
Topic 3: Funding Changes
After clicking Choose a date on which
this change takes place.
Change Transaction: Amendment and Funding Changes
Step 20 23 Topic 3 Funding Changes
Enter the description of the funding
source or project name. In this case,
the PI Research Grant is entered as
Description.
Click anywhere in the Description field.
Change Transaction: Amendment and Funding Changes
Step 21 24 Topic 3: Funding Changes
Press [Tab] to go to Amount field.
field
Change Transaction: Amendment and Funding Changes
Step 25 Topic 3: Funding Changes
Enter the desired information into
the Amount field. Enter “20078".
Change Transaction: Amendment and Funding Changes
Step 26 Topic 3: Funding Changes
Press [Tab].
Step 27 Topic 3: Funding Changes
This postdoc is also getting a fellowship
in addition to the PI grant salary. Enter
the Fellowship Name here and then
Press [Tab] to enter the amount. Enter
12000 for the amount
Step 28 Topic 3: Funding Changes
The total amount of funding is added up
on the form.
This postdoc has 3 years of research
experience.
Step 29 Topic 3: Funding Changes
The form looks up the Funding Table for
postdocs with 3 years of experience and
will display the Required Funding total
for this postdoc here.
You may not submit the form without
correcting the funding up to Stanford’s
required minimum.
Step 30 ALL TOPICS:
Enter any additional information
regarding
g
g this change
g to include in the
email notification to the postdoc and
administrators of this change.
Click the Previous Month button.
Step 31 All TOPICS:
In the Comments section, enter any
information for the record ((electronic file))
regarding this request. This can be
information for the approvers regarding
this extension, rationale for an exception
request, or any other reminders or notes
for the file regarding this change
change. These
comments are not visible to the
postdocs.
Change Transaction: Amendment and Funding Changes
Step 32
All TOPICS:
Click the Save button if you wish to keep
your work and NOT submit the form for
approval y
yet. You may
y return to it anyy
time.
Change Transaction: Amendment and Funding Changes
Step 26 33
Click the Submit button when you are
ready to submit the form for approval.
Change Transaction: Amendment and Funding Changes
Step 34
We now want to see the Workflow
transaction process. Click
the PeopleSoft link.
Change Transaction: Amendment and Funding Changes
Step 35
Click the Workflow Home link.
link
Change Transaction: Amendment and Funding Changes
Step 36
Click the My PendingRequests tab.
tab
Change Transaction: Amendment and Funding Changes
Step 37
Click the Yong Cheng-PostDoc
Cheng PostDoc
Request Type-PdocChange 06 link.
Change Transaction: Amendment and Funding Changes
Step 38
Now we can see the Approval Schedule
and how the transaction will move
through Workflow. This is the place to
look to find out where a transaction may
be held up!! Click the scrollbar.
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 39 All Topics:
Now,, you
y can look up
p any
y Change
g
Form that was either saved without
submission or submitted for your
Org Code …
Let s say to open a Change Form you
Let’s
saved but did not submit. You’d like to
open it up, complete it and submit it.
Go to http://axess.stanford.edu and
login using your SUNet ID and
password.
Click the Postdoc Administrative
Forms link.
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 40
Click the Change Transactions option.
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 41
Click the Continue button.
Change Transactions: Changing Appointment Start Dates, Extending Existing
Appointments and Funding Changes (including reporting of October
increases))
Step 42
Click the Find an Existing Value tab.
tab
Enter one or more information for the
Change Form you wish to retrieve, such
as last name or the EmplID, then click
Search.
St 43
Step
If you leave all fields blank
and click Search,, all
records of Change Forms
submitted for your
department/divison will be
retrieved.
retrieved
The Transaction Status
column shows the status of
the form: approved (by
OPA), Draft (saved by you
and not submitted) or
Pending (in the queue for
approval and did not reach
OPA).
Click on the one you wish
to lookup.
Step 44
End