Quick Start Reference Guide for Common HR Transactions
You can use Ctrl-F to invoke the find box to search this page. The purpose of this guide is to direct you in how to get started processing HR transactions. Please refer to full policy and procedure manuals and websites for more detailed information and guidance.
Institute Policies and Procedures Manual
Human Resources Policies and Procedures
Employee Benefits
List of HR Services Managers (HRSM's)) and HR Assistants (HRA's)
Table of Contents
Employee Assignment Changes, Promotions and Transfers
- Change to faculty or staff current salary/pay rate, location, standard hours, months/weeks per year, FTE, benefits category (FT/PT)
- Supervisor Change
- Initiate salary costing redistribution for RIT staff, faculty or temp
- Change to staff employee current assignment resulting from job evaluation (FLSA Category (exempt/non-exempt), or pay band)
- Promotion or transfer as a result of a job requisition (regular faculty or staff WITH CHANGE in position control number)
- Change an employee's Position Control Number (requisition required)
- Staff Promotion with NO CHANGE in Position Control number (such as career ladder)
- Initiate a promotion change for RIT Temp (non-agency)
- Faculty tenure promotion or rank change
- Initiate summer hire action for RIT faculty
- Initiate Faculty Overload Pay Action for RIT regular Faculty Employees
- Initiate Special Assignment Pay Action for RIT regular Faculty employees
- Initiate Special Assignment Pay Action for Exempt Staff Employees
- Change an employee's position control number
- Move individuals in and out of Administrative Faculty positions (such as Department Chairs)
Termination from RIT
- Initiate termination of employment from RIT for staff, faculty, temp (non-agency) or adjunct (do not use for interdepartmental transfer)
- Initiate termination of employment for RIT Temp (non-agency)
New Hire (Internal or External)
- Process an employee transferring to another department
- Initiate new hire action for RIT Staff
- Initiate new hire action for RIT Faculty
- Initiate new hire action for RIT Temp (non-agency)
- Initiate hire action for new Adjunct employees
- Rehire an adjunct that was previously hired in a different academic period or for an additional assignment
Leave of Absence
- Initiate a professional, personal, military or FMLA leave of absence RIT staff
- Initiate a return to work from leave action for RIT staff
- Initiate a professional, personal, military or FMLA leave of absence RIT faculty
- Initiate a return to work from leave action for RIT faculty
Employment/Applicant Transactions
- Apply for a Job as an Internal Applicant
- Create a requisition to process an internal or external hire
- Hire an applicant
- View applicants either as a manager or part of a search team
- Update applicant statuses
Position Related Transactions
- Create a new STAFF position with a new position control number (Incremental)
- Create a new FACULTY position with a new position control number (Incremental)
- Create a new staff position using an existing PC number
- Submit an existing STAFF position for job re-evaluation
- Change an existing STAFF position title or organization name
- Change an existing FACULTY position title or organization name
- Process department mass organization name changes (changes impacting multiple employees)
Employee Self-Service Transactions
- Log in to Employee Self-Service at https://myinfo.rit.edu or https://mybiz.rit.edu and select RIT Employee Self-Service
- Apply for a Job as an Internal Applicant
- Employee fields available to update in Employee Self-Service
- Fields available to view in Employee Self-Service
Employee Benefits
Employee Assignment Changes, Promotions and Transfers
Change to faculty or staff current salary/pay rate, location, standard hours, months/weeks per year, FTE, benefits category (FT/PT)
- Promotion/Other Change Employee Action Form
- For change to location, please complete the Promotion/Other Change Employee Action Form and enter the location change in the comments section. For changes to the location of multiple employees, the supervisor can also send an email with the employee names and new building locations to the appropriate HR Assistant.
- Promotion/Other Change Employee Action Form or
- Process through Manager Self Service http://finweb.rit.edu/humanresources/HRIS/mss.html
Initiate salary costing redistribution for RIT staff, faculty or temp
- Staff - Salary Redistribution
- Manager Self-Service Online Assignment Cost Change Instructions
Change to staff employee current assignment resulting from job evaluation (FLSA Category (exempt/non-exempt), or pay band)
Promotion or transfer as a result of a job requisition (regular faculty or staff WITH CHANGE in position control number)
- Faculty - New Hire
- Staff - New Hire
- Also see section on processing employment/applicant transactions
Change an employee's Position Control Number (requisition required)
- Faculty - New Hire
- Staff - New Hire
- Also see section on processing employment/applicant transactions
Staff Promotion with NO CHANGE in Position Control number (such as career ladder)
Initiate a change for RIT Temp (non-agency)
Faculty tenure promotion or rank change
Initiate summer hire action for RIT faculty
- Summer Salary Grants and Contracts - EAF
- Summer Salary - EAF
- Worksheet - Summer Salary
- Manager Self-Service Online Summer Salary Processing Instructions
Initiate Faculty Overload Pay Action for RIT regular Faculty Employees
Initiate Special Assignment Pay Action for RIT regular Faculty employees
- Faculty Special Assignment
- Manager Self-Service Online Special Assignment Entry Instructions
Initiate Special Assignment Pay Action for Exempt Staff Employees
- Staff Special Assignment
- Manager Self-Service Online Special Assignment Entry Instructions
Change an employee's position control number
- Follow the process for: Create a requisition to process an internal or external hire
Move individuals in and out of Administrative Faculty positions (such as Department Chairs)
- Follow the process for: Create a requisition to process an internal or external hire (department chair position control numbers should not change to non-Administrative Faculty positions. Individuals moving in and out of Chair positions must have another vacant position control number to move to)
Termination from RIT
Initiate termination of employment from RIT for staff, faculty, temp (non-agency) or adjunct (do not use for interdepartmental transfer)
Initiate termination of employment for RIT Temp (non-agency)
New Hire (Internal or External)
Process an employee transferring to another department
- Transfer Checklist: The previous manager should complete a transfer checklist when a faculty or staff member in their department is being hired into another department at RIT. They do not need to process any employee action paperwork since the new hiring department is responsible for procesing the appropriate employee action form as indicated below. Please send the completed transfer checklist to your HRSM after completion.
Initiate new hire action for RIT Staff
Initiate new hire action for RIT Faculty
Initiate new hire action for RIT Temp (non-agency)
Initiate hire action for new Adjunct employees
Rehire an adjunct that was previously hired in a different academic period or for an additional assignment
- Manager Self-Service using RIT Employee/Adjunct Payment Entry
- Online Adjunct Entry FAQs
- Online Adjunct Entry Instructions
- Self-Request access to RIT Employee/Adjunct Payment Entry (used for adjunct, special assignment and summer salary processing)
Leave of Absence
Initiate a professional, personal, military or FMLA leave of absence RIT staff
Initiate a return to work from leave action for RIT staff
Initiate a professional, personal, military or FMLA leave of absence RIT faculty
Initiate a return to work from leave action for RIT faculty
Employment/Applicant Transactions
Apply for a Job as an Internal Applicant
- Oracle Employee Self-Service using the RIT Employee Candidate responsibility at https://myinfo.rit.edu
Create a requisition to process an internal or external hire
- Pre-Hire Resources for Managers
- Posting a New Faculty or Staff Incremental Position-requires new position control number
- Filling an Existing (Replacement) Position for Faculty or Staff
- See new hire or transfer section above
- Pre-Hire Resources for Managers
- Offer/Hire Process Resources for Managers
- Post-Hire Resources for Managers
View applicants either as a manager or part of a search team
- Use RIT iRecruitment Manager (online applicant tracking system.) https://myinfo.rit.edu or https://mybiz.rit.edu
- Use RIT iRecruitment Manager (online applicant tracking system.) https://myinfo.rit.edu or https://mybiz.rit.edu
Position Related Transactions
Position Control Procedures and FAQ's
Position Classification and Job Evaluation Procedures
Create a new STAFF position with a new position control number (Incremental)
- Department Completes Staff JDQ and sends JDQ to HRSM, HRSM Reviews
- Job evaluation committee reviews. Band and FLSA category assigned.
- HRSM contacts department with decision
- Once department is contacted, they will need to complete a paper requisition form to initiate the hire process
- Human Resources will assign a new position control number, set up a requisition in iRecruitment and route for remaining approvals
- Once all approvals are received, the position will post in Career Zone or be available for hire (in the case of a "do not post" internal only requisition.)
Create a new FACULTY position with a new position control number (Incremental)
- Department completes paper requisition form and sends to HRSM
Create a new STAFF position using an existing PC number
- Department completes staff JDQ and sends JDQ to HRSM.
- Newly Created Job Description Questionnaire
- Newly Created Job Description Questionnaire Instructions
- HRSM reviews and sends to job evaluation committee.
- Job evaluation committee reviews. Band and FLSA category assigned.
- HRSM contacts department with decision
- HRSM will request HR position control to set up the new position combination (title and position control number)
- The hiring manager or delegate will need to process an ELECTRONIC requisition in iRecruitment using the RIT iRecruitment Manager responsibility Initiate the hire process
- Once all approvals are received, the position will post in Career Zone or be available for use in the hire process
Submit an existing STAFF position for job re-evaluation
- Department sends existing JDQ and Job Re-evaluation Form to their HR Services Manager (if department needs a copy of the current JDQ, they can contact positioncontrol@rit.edu)
- Job Evaluation Committee will assign a salary band and FLSA category
- HRSM contacts department with decision from Job Evaluation committee
- HRSM will request HR Position Control to set up the new Position Combination so that it is available for iRecruitment requisition or EAF processing.
Change an existing STAFF position title or organization name (rare circumstances only-please refer to position change form instructions.)
- Department Sends existing JDQ and Job Re-evaluation Form to HRSM (if department needs JDQ, they can contact positioncontrol@rit.edu)
- HRSM determines if there is only a title change, organization name change or minimal change that does not require job re-evaluation.
- If the job had not changed enough to warrant job re-evaluation, the HRSM will request HR Position Control to set up the new Position Combination so that it is available for iRecruitment requisition or EAF processing.
- If the job change is substantial, the job evaluation process will commence.
Change an existing FACULTY position title or organization name
Process department mass organization name changes (changes impacting multiple employees)
Re-organization/Organization Name Change Template (Excel)
Employee Self-Service Transactions
There are several types of transactions that employees are able to process on their own records. In addition, we strongly encourage employees to review their HR data regularly and to review their online pay stub each pay period.
Employee Self-Service Frequently Asked Questions (FAQs) and Reference Guide
Log in to Employee Self-Service at https://myinfo.rit.edu or https://mybiz.rit.edu and select RIT Employee Self-Service
Apply for a Job as an Internal Applicant
- Oracle Employee Self-Service using the RIT Employee Candidate responsibility at https://myinfo.rit.edu
Employee fields available to update in Employee Self-Service
- Personal Title
- Name prefix
- Preferred name
- Gender
- Marital Status
- Ethnic
- Gender
- Veteran Status
- Your schools attended and degrees
- Emergency Contact Information
- Emergency Notification Options
- Address
- Banking Information for Direct Deposit
- Tax Withholding Information
- Benefits Information
- Password to Oracle
- Benefits (during certain times of the year only)
Fields available to view in Employee Self-Service
- Name (may only be changed by bringing your original Social Security Card to Human Resources, 5th floor Eastman Building)
- Adjusted Service Date
- Employee Number
- Social Security Number
- Date of Birth
- Employment and Salary History
- University ID
- RIT Email Address
- Total Compensation Statement
- Conflict of Interest Information
Other life event changes are addressed on the Benefits website in the life events document: http://finweb.rit.edu/humanresources/benefits/docs/lifeevent.pdf
Employee Benefits
Benefits, Health and Wellness Information can be found at: http://finweb.rit.edu/humanresources/benefits/
Benefits Forms are on the HR Benefits Page at: http://finweb.rit.edu/humanresources/forms.html#benefits
