Add Assignment - Student Assignment

This process is for when you need to create a second assignment for an employee. If this is a new student to your department and you cannot pull them up - email HRRecords@twu.edu with the student's name and we will share access to that data with you.

Step 1. In Oracle Cloud, go to My Client Groups > Employment Info: 

Step 2. You can select any title and choose Add Assignment.  The other assignment information will populate for you to update so select the assignment closest to your position: 

Step 3. After you select the position, use the Actions to go to Add Assignment: 

Step 4. Choose all the options and select continue: 

Step 5. Make the following selections in the "When and Why" fields: 

  • When = Effective Date
  • Select Permanent Never Use Temporary = Permanent
  • What’s the way to add the assignment = Add Assignment
  • Why are you adding the new assignment = Student always for Student Changes

Step 6. For the "Assignment" field, make the following selections: 

  • Assignment Status = Active Assignment
  • Person Type = Student Assignment
  • Business Unit = Texas Woman’s University BU
  • Primary Assignment = Yes or No
  • Position = Enter the code to fill in the Position / Job / Grade / Department / Location
  • Reporting Establishment = Texas Woman’s University
  • Grant Assignment = Yes (costing journey goes to Grant department) No (costing journey to Dept Admin)
  • Regular or Temporary = Always Temporary for Student Assignment
  • Full Time or Part Time = Always Part Time for Student Assignment
  • Working Hours = No more than 20 for Student Assignment
  • Pay Class = HRLY
  • Appointment Start = Effective Date of Assignment Start
  • Appointment End = On or before the last day of the Academic Year – 8/31/YEAR
  • Course / Assignment / Comments = Not Required

Step 7. For the "Maintain Manager" field, add the person that will be approving the time card. This student will show up under the Line Manager - My Team area. 

Step 8. In the "Payroll Details" field, students are under the Payroll Frequency of TWU Semi Monthly Hourly.  Time card Required for Payroll Yes and Time card Required for Assignment Yes.

Use the Add button: 

Step 9. Complete the "Payroll Details" field: 

  • Payroll = TWU SemiMonthly Hourly
  • Timecard Required for Payroll = Yes (even for ICP)
  • Tax Reporting Unit = Texas Woman's University
  • Timecard Required for Assignment = Yes (even for ICP)

Step 10. Complete the "Salary" field next: 

  • Salary – Salary Basis for a Student is always Student Hourly
  • If you are using this to pay ICP – the minimum amount is $7.25

Step 11. Direct Reports - will not use for student assignments: 

Step 12. Comments and Attachments – not required but could be used for notes.

Step 13. After this Add Assignment processes, a costing journey will go to the Department Admin(s) OR to the Grant Department if this is a grant-funded position.  Please see – Non Budgeted Costing guide for how to enter the costing.

 

 

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