Student Assistant Forms
HR Data Reports
Position Request Form
Who is an HR Coordinator?
If you submit HR transaction forms you are an HR Coordinator.
I've submitted a form and cannot tell if it is approved or not. How do I know the status of my transaction?
You can see the status of you forms in the Status column on the "My Forms" tab.
You can see more detailed information about the form status (who has approved/rejected) from the Comments tab within the form.
What status tells me that my form has been final approved?
PA - Pending Approval: The form has been submitted and is in the approval process.
PR - Rejected: Pending Review: The form is in process and has been rejected.
H - Pending SUNY HR Entry: The form has been Final Approved by HR
Z - Completed: The transaction has been entered into SUNY. Please note that this is a future status - you will not currently see forms in Z status.
When does a form come off the "My Form" list?
Can I make changes to a form I've submitted before it reaches final approval?
No, once the form has been submitted it is not editable by the person who submitted it unless it is rejected back to them.
I'm changing someone from Temporary status to Term. Which form do I use?
It depends. It's best to contact the employment area involved (Faculty or Professional, in this case) to ask the best transaction to choose.
If a form gets rejected will I get an email notification?
No, you will not receive an email. The form will appear in as a pending Rejection on your home page in the Pending Forms box and on your Pending Rejections tab in your List (of forms).
If a form I did gets rejected how will I know why it was rejected?
There should be a note in the comments section of the form telling you why the form was rejected.
How do I navigate to the comments section?
It depends on if you are viewing the form or would like to update and re-submit a rejected form.
To update and resubmit a rejected form:
- Click into your Pending Rejections tab
- Click on the Pencil
- Click "Yes" to edit the form
- Click on the comments tab.
To view the form (not editable):
- Click on List
- Click on the My Forms tab
- Click on the magnifying glass
- Click "OK"
- Click on the Comments tab
Q: What is a Role?
Roles represent an individual's various employment and/or volunteer affiliations with the campus. A person may be re-appointed to a role that has an end date.
Q: How do I know which role to select?
If a person has a role on the payroll that you are trying to appoint to or update - choose the established role.
If the established role has an end date you will need to rehire or re-appoint the employee to re-activate that role.
Q: When do I select new role?
If a person has prior affiliation(s) but does not have an established role on the payroll that you are trying to appoint to, choose New Role.
Q: When do I choose a New Employee role?
If no information comes up when you submit a person search, choose new employee.
Q: What is the difference between a concurrent hire and an Assignment add?
A concurrent hire is used to hire a current employee to another (different) payroll.
For example is you are hiring John Smith as a Federal College Work Study and he appears in the person search page with an active Student Assistant employee (in a 28021 STSTU role with no end date) you would choose concurrent hire.
A Position Add/Update –An add Student Assignment transaction is used add an additional Student Assistant appointment to a current Student Assistant employee (in a 28021 STSTU role with no end date).
Q: When do I hire a student assistant as a new role?
If the student appears on the person search page but does not have a STSTU role.
Q: When should I update the campus address for a student employee?
For Student Assistant, the first department to hire the student will provide the campus address. Departments who then add additional assignments do not need to change/update the campus address.
For Federal College Work Study appointments always provide the correct campus address.
Q: Do I have to put an End Date for a Student Assistant?
The end date is not required for a new Student Assistant appointment.
Q: What if I want to end an assignment?
If the student has prior commitments (different rates or accounts) that you would like ended; please enter the end date in the appropriate commitment row.
Q: There is no Benefit Flag for GA/TAs – what choice do I use?
For all GA/TA appointments: please leave blank
Q: How do I know which Benefit Flag to use for Faculty/Staff?
Benefit Flag General Guidelines:
For Classified appointments: must be 50% to be benefits eligible.For Faculty appointments: must be teaching two classesFor Professional appointments: eligibility based on salary and length of employment – contact Employee Benefits to verify.
Q: Is the account number mandatory?
Yes, you must provide the correct SUNY account number for every transaction that asks for this information.
Q: What account do I use for GA/TA's that are paid under the Graduate School?
Contact the Graduate School to verify correct funding account.
Q: Can I get historical data?
Yes, this would be a custom report, available by request from Human Resources. Please visit the HR Master and Coordinator web page for more information.
Q: Where can I look up the N Number?
Employee N numbers are available on the "Person Search" page of the HR transaction forms by looking someone up by B number or last name and date of birth.
N numbers are also provided in many reports provided by Human Resources
Q: Is there a list of what each report will tell me?
Yes, a list of fields included in each report that HR can provide is available on the HR Master and Coordinators web page.
A position request form needs to be submitted to the Human Resource office:
To request approval to fill all positions on the faculty/staff payroll whether the person is going to work for one hour or indefinitely.
To change the funding source of a position on the faculty/staff or GATA payrolls. Please remember, when you change the funding on this form you need to change the funding source (award) in the Labor distribution schedule and when you change the funding in the Labor schedule you need to do a position request form for these two payrolls.
To request a reclassification (change in title or grade) for an existing position
To move a position from one organization to another.
All position request for the faculty staff payroll are submitted to the appropriate Vice President's office for approval and if the use of state funds are involved, to the Budget Office for approval. When approved, the Human Resource Office will convert the position status to valid and will notify the program area that the position is available to be filled on the designated effective date.
It depends. If you initially requested approval to fill for the full academic year, it is not necessary to request a new approval to fill for the spring semester. However, if you just requested approval to fill for one semester and now want to expend that appointment into the next semester you will need to have a new approval to fill. A basic rule to keep in mind is anew approval to fill is required whenever you want to extend an appointment beyond the previously provided tentative end date.