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eLearning Courses

The Records unit collaboratively designs and creates online training modules on a variety of HR related topics. Our current available courses are listed below and available in the learning library (Bridge). 

Human Resources is proud to launch the first Oracle eLearning module: Oracle Basics! This course provides an introduction to Oracle through video tutorials and interactive activities. After completing Oracle Basics, you will be able to describe Oracle’s data entry standards, use the navigator to create a top 10 list, understand the importance of date tracking, and differentiate between an update and a correction.

In this course you will learn to list the different types of background checks available, recognize which type of check is appropriate for different situations, describe how to request a background check through Oracle and the Talent Management System, and identify the steps in the discrepancy process. 

This two-part  course will provide an overview of the CSU State Classified Performance Management Program and includes information on how to lead successful coaching and feedback sessions, how to set effective performance goals, the State Classified review process, and dispute resolution procedures. 

This course is for new supervisors of State Classified employees, as well as supervisors in need of a refresher course.

In this course you will learn the definition of a Non-Student Hourly employee and the rules surrounding their employment, learn how to calculate the 9-month threshold for Non-Student Hourly employees, and be provided with the steps to access the monitor report in VistaPlus. 

Oracle

Oracle serves as the system of record to manage employee information and assignment data. Oracle is used to hire new employees, maintain existing employee records, keep track of leave and benefits information, request background checks, enter performance management data, and reporting. 

Summer Session

Summer Session assignments are to be used for nine-month employees who are awarded summer session appointments for work performed from May 16th through August 15th. They may also be used to compensate academic faculty, administrative professional, graduate assistant, and other salaried employees who perform work for the university during the summer months. 

User Reports

Processes & Reports > Submit Processes & Reports > Single Request

  1. Press Ctrl-L to open the complete list of available reports, or enter part of the report name in the Name field. You may use % as a wildcard to help narrow the search results.
  2. Press Tab to move to the Parameters field, if it does not open automatically.
    • If you submit a report before you intend to, make sure you’re not pressing enter when selecting a report in the Name field.
  3. Complete the parameter fields.
    • Most include a list of values for you to select from. Click the “ellipsis” button or press Ctrl-L to open the list of values.
  4. Click OK on the Parameters screen.
  5. Click Submit.
  6. To run another report right away, click “Yes” to “submit another report”. Otherwise click “No”.
  7. Double-click View Requests on the Navigator screen.
  8. Click Find.
  9. Click on the report you wish to open and click “View Output”. Most reports are in a pdf format which can be opened by Acrobat Reader.
  10. Any report that you run remains available for a few weeks, but you may save a report to your computer, if needed

Processes and Reports > View Requests

  1. Open Processes and Reports > View Requests.
  2. Click Find.
  3. Click Refresh Data until the Phase column is Completed.
    • The report may take a few hours to run when there are many requests pending. You may check back later – see instructions below.
  4. Click the View Output button to view, print, or save the report in Adobe Acrobat format.

The Expense Distribution report is available after each hourly and salaried processing cycle, although it is primarily used for hourly payroll information. It shows all hours, salaried and hourly dollars, and fringe costs that are charged to an account for that pay period.

An email notifies members of the HRMS_Users distribution list when payroll processing is complete and provides the dates needed to run the report. To receive these messages, email HR Information Systems. 

Running the Expense Distribution Report

Navigator screen > Processes and Reports > Submit Processes and Reports > Single Request

  1. In the Name field, enter “Expense” and press Tab.
  2. In the Parameters screen, enter the Start Date and End Date according to the email described above. These dates are different from the pay period begin and end dates.
  3. Enter the Payroll for the request, either CSU Monthly Payroll or CSU Bi-weekly Payroll.
  4. If other departments report to your department, they will be included in the report. To limit the report, you may enter up to three organizations in the Organization fields.
  5. You can enter a Group if you would like to limit the report to a specific employee group (i.e. Faculty or State Classified). Leave this field blank to include all employee groups.
  6. Click OK.
  7. Click Submit.
  8. A Decision box appears. Click “Yes” to submit another request or “No” if you do not need to request any additional reports.

This report lists pay and percentage of effort attributable to the sponsored program (53) accounts and any cost-share accounts for the employee and the reporting period noted in the header. Please note that while only employees who are funded from qualifying accounts are reported, all of the employee’s funding is displayed.

The report also provides information about prior adjustments made during the report period. If such adjustments affect a prior fiscal quarter, a revised Quarterly Certification Report for that earlier period will be generated the following month and again five months later.

The report is intended to provide important project management information to the principal investigator (PI). Under federal regulations, the PI is responsible for reviewing the salary charges and effort recorded for each employee on his/her projects and ensuring that the information is correct. In the absence of the PI, an individual specifically designated by the PI who has first-hand knowledge of the work performed during the reporting period may be authorized to review the report. Any adjustments should be noted and promptly brought to the attention of the departmental HR liaison.

The Quarterly Certification Reports are an aggregation of the information on the monthly reports. The monthly reports should be used to verify and/or correct information in a timely manner to ensure more accurate Quarterly Certification Reports. Run the report for each month after payroll is completed.

  1. Your report may include employees outside your organization if they worked on projects whose account belongs to your organization. The report is driven by the owner of the account and is designed to be distributed to the PI in charge of the project/account.
  2. The report indicates the dollars charged to the account and the percentage of the total salary received by the employee for that month.
  3. An asterisk is displayed to the left of all qualifying accounts.
  4. If adjustments were made in the month through the Labor Redistribution system, these will be shown along with the month to which the distribution applies. If that is the same month as being reported, the dollar amount of the adjustment will be totaled into the ‘Total’ line at the bottom. Note: a negative sign will display to show an adjustment leaving the account, positive amounts represent additions to the account.

Navigator screen > Processes and Reports > Submit Processes and Reports > Single Request

  1. Enter “Fed” in the Name field and press Tab to select the Federal Fund Individual Certification report.
  2. In the Parameters box, select the correct Month for the report using the LOV.
  3. Click OK.
  4. Click Submit.
  5. A Decision box appears. Click “Yes” to submit another request or “No” if you do not need to request another report.

The Work-Study Earnings Report by Department is available after each hourly processing cycle. This report provides an alphabetical listing of all work-study students employed by your department and includes the employee’s work-study limit, work-study start and end dates, academic year (AY) work-study earnings to date, and amount paid on work-study for a specific pay period selected.

Navigator screen > Processes and Reports > Submit Processes and Reports > Single Request

  1. In the Name field, type “work” and press Tab.
  2. In the Parameters box, enter Date Paid field, which is the bi-weekly pay date for the pay period for which you want to generate the report.
  3. Click OK.
  4. Click Submit.
  5. A Decision box appears. Click “Yes” to submit another request or “No” if you do not need to request another report.

This report lists all employees in your department along with the supervisor, if provided.

Processes & Reports > Submit Processes & Reports > Single Request

  1. In the Name field, type: CSU – Sel
  2. Press Tab to move to the Parameters field, if it does not open automatically.
    • If you submit a report before you intend to, make sure you’re not pressing enter when selecting a report in the Name field.
  3. Complete the parameter fields as shown below.
  4. Click OK on the Parameters screen.
  5. Click Submit.
  6. To run another report right away, click “Yes” to “submit another report”. Otherwise click “No”.
  7. Double-click View Requests on the Navigator screen.
  8. Click Find.
  9. Click on the report you wish to open and click “View Output”. Most reports are in a pdf format which can be opened by Acrobat Reader.

This report lists any employees in your department for whom a supervisor has not been specified.

Processes & Reports > Submit Processes & Reports > Single Request

  1. In the Name field, type: CSU – Sel
  2. Press Tab to move to the Parameters field, if it does not open automatically.
    • If you submit a report before you intend to, make sure you’re not pressing enter when selecting a report in the Name field.
  3. Complete the parameter fields as shown below.
  4. Click OK on the Parameters screen.
  5. Click Submit.
  6. To run another report right away, click “Yes” to “submit another report”. Otherwise click “No”.
  7. Double-click View Requests on the Navigator screen.
  8. Click Find.
  9. Click on the report you wish to open and click “View Output”. Most reports are in a pdf format which can be opened by Acrobat Reader.

Background Checks

Pre-employment background checks are completed for most new hires and some current employees and volunteers, as further outlined in the CSU Background Check Policy. The HR Records unit is responsible for assuring that all candidates and employees are treated fairly when such checks are conducted, and that associated processes adhere to all state and federal laws, rules, and regulations. Requests for non-classified employee groups are submitted through Oracle. Requests for classified employee groups are submitted through the Talent Management System.

Form I-9 and Equifax

Equifax is used to complete the Form I-9 and SSA-1945 electronically. The Form I-9 (Section 1) and SSA-1945 must be completed no later than the first day of employment.

How to Navigate Equifax

Equifax allows the user to create a Pending I-9, complete Section 2, reverify an employee’s work authorization, and update receipt information and SSN applied for cases. An Oracle HR System User Role Request Form must be completed to gain access to Equifax.

In this video you will learn how to access Equifax from CSU’s  Administration and Applications Systems home page.

Section 1 and the SSA 1945

In this video you will gain an understanding of what the employee will see when they complete section 1 of the Form I-9 and the SSA 1945. Employees will need to be provided a link by the departmentally authorized representative. 

Equifax Employee Department Links: employees can complete Section 1 of the Form I-9 using the following URL: 

  • https://hrx.talx.com/HRX/EmploymentCenter?packetid=3e021089-a4b0-45cf-8c8bb827b498fcb2&Location=XXXX, where “XXXX” is the four-digit CSU department number.

Once the employee clicks on the link, it will send them to that link’s specific department location in Equifax to complete their Section 1 and SSA 1945 form. 

Completing Section 2 of the Form I-9

 

Section 2 is where the HR professional, hiring manager, administrator, or employer representative/agent enters the information on the employee’s documentation and electronically signs Form I-9. 

In this video you will learn everything you need to know about reviewing the employee’s documentation and completing section 2 of the Form I-9 in this video. 

 

 

Reverifications

A Form I-9 is categorized as Reverification Due if an alien employee’s employment eligibility is about to expire. Employees listed in this category are specific to your location access. Employee’s with expiring employment authorization will still be available in on the I-9 Expiration Report in VistaPlus and should be reviewed monthly by the departmental HR Liaison. The employee should not have to take any action within Equifax for a reverification. If you do not see the employee under the Reverification Due section in Equifax, contact HR Records or the Office of Financial Aid (depending on the employee type) for assistance.

In this video you will learn how to complete Section 3 of the Form I-9 to update your employee’s employment authorization. 

Receipts

 

An employee may present a receipt in place of a list A, B, or C document if they are authorized to work at the time or hire or reverification, but not in possession of their document. 

In this video you will learn what to do when an employee presents you with a receipt in place of a List A, B, or C document. 

   

SSN Applied For

 

This option should be used if the employee does not have a Social Security number or the employee has applied for a Social Security number and it has not yet been issued. The employee should provide their SSN to you within 90 days.

This video demonstrates how to complete the Form I-9 if your employee has applied for a Social Security Number.