HR Action Request

1. HR Action • Request

2. What is HRA? • HR Action Request (HRA) • Web-based application used to request and track approval of all human resource actions.

3. What HRA Can Do • Person Actions: • Hire • Terminate • Pay Additional Compensation • Change Rate of Pay • Change Funding Source • Change Number of Hours Worked Per Week • Update Job Duties/Responsibilities • Change Other Employee Data • Position Actions: • Fill Existing Position • Create New Position

4. Process Approver(s) review/request more information/add another approval level Approved request sent to Service Center for action Supervisor submits request • Benefits: • Ease of use • Transparency • Automatic records retention • University-wide • Custom application

5. Process How do I create an HRA? The following slides demonstrate the process of a basic HRA using the example of hiring an employee.

6. Step 1. Log in Log-in: hraction.osu.edu You will sign in using your name.#

7. Step 2. Select the action you would like to complete Your information, as the supervisor, will default into these fields. Mouse over actions for additional details. Select the appropriate action, then click next.

8. Step 3. Identify Hire • If hire is new to the university enter their name • If hire is not new (current or former employee or student) check the box provided • If employee ID# is known, enter it and other current information will populate • If ID# is not known, use Lookup function (see next slide)

9. To Look up an employee: • To find the affected employee, use the ‘Lookup’ function. You can search by any of the listed fields.

10. Step 4. Provide details for request • Enter information known information for the change • The only fields that are required are indicated by a red asterisk (*) • Certain fields (ex supervisor ID and home dept.) default based on supervisor, but can be overridden • Approvers can provide additional information later • Any details that are not requested on the form can be entered into the Additional Information field

11. Step 5: Save, Review and Submit Choose to continue or save for later • Hire Request saved, but will NOT be submitted until you click the “Submit” button below. Click submit when you have confirmed the information entered is correct

12. Step 6: Request will enter workflow • Request will flow through the approvals as set up by unit • Additional approvers can be added as ad-hoc for special situations • Once the request has been through all approvals, it will flow to the Service Center for processing

13. To impact multiple employees: • If you are making a change for more than one employee, check the box above the name field indicating multiple employees instead of creating a separate HRA for each person • At this point, there are no longer any fields that are required • Upload a spreadsheet as an attachment with the necessary details for the request

14. To attach documentation: • Supplemental documentation and additional forms can be uploaded as attachments • Click add and select the appropriate documents • A description can be added to provide information about the attachment

15. To send notification: • A notification can be sent just like an email directly from the HRA system • The option to send a notification will be on your confirmation screen once the request has been submitted • Notifications can be sent has the HRA# in the subject line of the email and will link the recipient directly to the request • You can save commonly used contacts as favorites in the system

16. What Happens Next? • Once the HRA has made it through the approval process the Service Center will enter the appropriate changes into PeopleSoft • To check the status of your HRA, you can use the Search function to see where it falls in the process • You can search by many parameters including: • Request # • Employee Name/ID# • Home Department # • Request Status