OneUSG Manager Self Service

There are two tiles that allow managers to kick off transactions. The change needed determines which tile you will use:

• The Manage Positions tile is used to kick off transactions that affect a position. Changing a position will also update any employees currently occupying the position.
• The My Team tile is used to kick off transactions that affect a particular employee.

Position data includes classification (job code, title), reports to manager, department, regular/temporary status, and hours per week. Making changes to one or more of these elements happens in multiple ways:

• If the position is vacant or if there is only one employee in the position, use the Manage Positions tile to submit Add/Change Position transactions for these elements.
• If there are multiple employees in the position, review the entire group of employees and determine the appropriate process for changes:
  • If all are changing in the same way, use the Manage Positions tiles to submit Add/Change Position transactions for these elements.
  • If only some are changing or if all are changing but not in the same way, use the My Team tile to submit Transfer transactions to move the employees who are changing into alternate positions.

If other position data elements are also changing OR if the position has multiple employees in it, the change must be submitted at the position level via Add/Change Position transaction. (See How do I submit changes to a position? for additional information.)

However, if reports to is the only element changing AND if the position only has one employee in it, the change can be submitted at the employee level via Reporting Change transaction.

In most cases, managers should use the Transfer transaction to move employees to new positions.

In certain circumstances, the Demotion or Promotion transaction may also be used. Please speak with your HR Generalist or HRBP before using those transactions to ensure your situation applies.

There are two types of pay change transactions that managers can submit in MSS.

• Supplemental pay is additional pay on top of an employee’s base compensation. Supplemental payments are always temporary, have a designated end date, and are for a specific type of additional work performed by the employee. All changes to pay must be approved with HR prior to submission. Use the Supplemental Pay transaction for this type of payment only after clearing with HR.
• Salary pay is an employee’s base compensation. Salary changes are always ongoing, do not have a designated end date, and represent an increase to the compensation an employee receives for performing their job. All changes to pay must be approved with HR prior to submission. Use the Ad Hoc Salary Change transaction for this type of payment only after clearing with HR.

Use the Termination transaction to terminate employees. Make sure you know the last day the employee worked before submitting the transaction – you will use one day AFTER that date as the effective date.

For multiple simultaneous changes to a single position, you can submit one Add/Change Position transaction for all changes. You can add any associated pay rate changes for the employee to the comments for these transactions. (See How do I submit changes to a position? for additional information.)

For multiple simultaneous changes to a single employee, it depends on the type of change.

• If pay rate is changing along with a Transfer, you can add any associated pay rate changes to Transfer transactions by selecting the appropriate response at the start of the transaction.
• If time approver is changing along with a Reporting Change, you can add the time approver’s name to the comments for processing.
• Any other simultaneous changes will require simultaneous transactions.

Transactions follow a specific set of approvals based on the type of employee and the type of transaction. Approvers fall into one of the following categories:

• One-Up Supervisor – the next-level supervisor for the position
• Line VP – the first person in the hierarchy (not including the manager) to have a certain classification, typically associated with those who have oversight for an entire department/division
• Level 3 – role-based approver, typically an Academic Affairs Coordinator, HRBP, or Student Employment Coordinator
• Level 4 – role-based approver, typically Budget
• Level 5 – HR Processor (this is the person/group who actually keys the transaction into the HR system once all other approvers have approved it to be keyed)
• Ad Hoc Approver – approvers added by the submitter or other approver at any point along the approval process

Finding the status of a submitted transaction is limited to the person who submitted the transaction and any approvers who have already approved it. There are multiple methods for viewing the transaction, all of which are discussed in the additional resources below.

Anybody else who needs to find the status of a submitted transaction will need to get this information from the submitter. HR can also view this information on the submitter’s behalf in an emergency. Reach out to your HRBP if this applies to you.