Temp/Casual to Regular (benefits-eligible) Position

1. Human Resources Data Services at Stanford Temp/Casual to Regular (benefits-eligible) Position

2. Moving a Temp or Casual into a Regular (benefits-eligible) position • The Temp or Casual position must first be terminated -Submit a termination spreadsheet to payroll@stanford.edu -Note on the email to Payroll that the employee will be rehired as benefits-eligible. 2. Then Rehire the employee • Web Forms originator does Hire Web Form • Web Forms Approver approves • Web Forms Expert User • Performs the Rehire Action • If the Rehire Action is not done in PS, the employee will not be able to enroll in benefits and other University privilege

3. Moving a Temp or Casual into a Regular (benefits-eligible) position 3. ChangeSTF Service Date in Personal Data to reflect the benefits eligibility date (rehire date) after the Rehire action has been uploaded from the Webform. This will ensure the correct vacation and sick accrual in Kronos. Note: STF Service Date may differ from the benefits eligibility date if the service date is bridged for an eligible rehired employee.

4. Moving a Temp or Casual into a Regular (benefits-eligible) position 4. Update the information in Trovix Recruitment Manager and fill the requisition

5. Critical Information in PS • Use the correct record: Use Search/Match, Build Community and Reg Admin • Accurate Personal Data, including complete and current local home address, is critical for employee benefits to be correct • Use Job 0 for the benefits-eligible position • Check Benefits-eligibility Date • Check Service Date

6. Move Temp Hours in Kronos • When a temporary employee converts to a regular employee in the middle of the pay period, their Kronos Pay Code record will have to be updated or they won’t get paid. The period of time they worked as a temp will need to be recorded as “Regular-Temp”. To do this, you will have to move those hours to “Regular-Temp” after the rehire action is processed and their LD schedule has been updated, which is usually closer to the end of the pay period. • Manually prorate vacation, PTO and sick hours in Kronos at the end of the pay period if necessary.

7. Move Temp Hours in Kronos (cont’d) In this example, the employee has moved to a benefits-eligible non-exempt position effective 4/7/08. Under Totals & Schedule tab, double-click on the Salary payline to open the Move paycode window.

8. Move Temp Hours in Kronos (cont’d) Move the Pay Code Salary to Regular-Temp.

9. Move Temp Hours in Kronos (cont’d) • Amount: Enter the total Regular-Temp hours worked for the pay period. • This will ensure that the employee gets paid for their temp hours as well as their new salary. • Effective date: Enter the last day worked of the temp assignment.

10. Move Temp Hours in Kronos (cont’d) • In order for the employee’s labor distribution to hit the correct account, you will need to be sure that the Regular-Temp hours are allocated to LD in Kronos. To do this, click on Transfer – Search.

11. Moving a Temp or Casual into a Regular position: Kronos (cont’d) • Next, click on the PTA radio button. You will need to click OK to get past this warning.

12. Move Temp Hours in Kronos (cont’d) • Type in LD next to PTA. This will ensure that the Regular-Temp hours are charged to the correct account and not the account of the new benefits-eligible position.

13. Move Temp Hours in Kronos (cont’d) The transfer will be visible under the new tab Moved Amounts. Save the transaction. Run a Gross Pay report after the payroll run to make sure the temp hours are included in the employee paycheck.