Audit: Employee Documents Awaiting Acknowledgement

Overview

This document provides the steps to run an audit of documents that are awaiting action by either the HR Professional or employee, and what steps you should take to complete the document review and approval process.

Purpose of Audit

Running an audit of documents that are awaiting review by either the HR Professional or the employee is important as there may be downstream impacts to HR data, pay, and benefits. For position and contract end date updates to be completed, the employee must acknowledge their contract document (if a contract document is sent to the employee). If they are not acted upon, it may also prevent positions from being ended or terminated through the fixed term worker process, could result in the employee being terminated early, and/or may prevent them from being captured in mass EJED extension exercises.

Suggested Timing to Run the Audit

It is recommended that schools, colleges, and divisions run this audit monthly. However, you may consider running it more frequently during periods with a high volume of staffing actions (i.e., start and end of semesters).

Steps to Run the Audit

1. Run the Business Process Transaction Status Report (UW) report with the following conditions:
   1. 1. Business Processes: Employee Contract; Review Employee Contract
         1. Note: Remove the business processes that auto-populate in this field
      2. Supervisory Organization: The Sup Org you are looking to review
      3. Include Subordinate Organizations: Yes
      4. Initiated On or Before: Leave Blank
      5. Initiated On or After: Leave Blank
      6. Event Effective Date On or Before: Leave Blank
      7. Event Effective Date On or After: Leave Blank
      8. Transaction Status: In Progress
      9. Job Category – Proposed: Leave Blank
      10. Job Profile - Proposed: Leave Blank

   

2. Export the report to Excel. Format the data as a table.
3. Add a Column W that will be used as a quick check to see if the document is pending review by the employee or HR Professional.
   2. 1. In Column W, enter the formula “=F2=V2” where F2 is the “Worker,” and V2 is the “Awaiting Persons”.
         1. “True” value in Column W means the BP is waiting on the employee
         2. “False” value in Column W means the BP is waiting on the HR unit or multiple people
         3. Note: If the employee has a name status (i.e. Edgar Employee (On Leave)), this will appear as “False” even though the document might be waiting on the employee.
         4. Note: Documents for Student Hourly (SH) employees go to both the employee and Student Hourly Process Coordinator (SHPC), so this field will commonly be “False” for Student Help.
   3. Use Column T (“Business Process Step Awaiting Action”) to determine what step is awaiting action.
   4. Use Column V (“Awaiting Persons”) to determine who needs to take action, the employee or the HR Professional.

Action Needed Based on Report Data

Use Columns T and V to determine what action is needed and by whom.

Non-Student Hourly Positions

• Pending Employee Action:
  • The S/C/D should reach out to the employee to request they review and acknowledge the document.
• Pending HR Action:
  • The S/C/D should complete the document, then
  • Reach out to the employee to request they review and acknowledge the document.
• Pending HR Action for Terminated Employees:
  • If the employee was already given an employment letter that is stored in the employee’s Pfile, the S/C/D should skip the Generate Document task (if possible).
• Pending Employee Action for Terminated Employees:
  • Create a ticket with GetHelpUW to have the document reassigned for acknowledgement or cancelled.

Student Hourly Positions

• Pending Acknowledgement by Student Hourly Employee:
  • The S/C/D should contact the employee to request they review and accept the document (*or accept on behalf of the employee).
• Pending Initiation by HR Professional:
  • The S/C/D should complete the document, then
  • Contact the employee to request they review and accept the document (*or accept on behalf of the employee).
  • *For SH employees, the SHPC can accept on behalf of the employee, but this should not be normal practice; it should be the exception when the employee is not able.
• Pending Acknowledgement by Terminated Student Hourly Employee:
  • If the S/C/D has the option to accept the document, acknowledge it for the employee.
  • If the employee saved the document for later (i.e., the S/C/D does not have the option to acknowledge the document), contact OHR through GetHelpUW@support.wisconsin.edu to have the document reassigned for acknowledgement.

Troubleshooting Common Errors and Warnings

Switch Primary Job:

• Issue: After the employee acknowledges the documents, the “Switch Primary Job” task is usually next. If the effective date of the update is more than two weeks in the past, you will not be able to act using the Switch Primary Job task.
• Suggested Action: The best thing to do is to either skip or cancel the Switch Primary Job task.

“Page Error: The Employee contract date range overlaps with another Employee contract”

• Issue: This error is caused when the employee accepted a contract out of order, or when a contract update was made to the employee’s position, and the Generate Document step was skipped or not needed.
  • There is no way for the employee or HR to accept this document. If desired, the employee can download a copy of the document for their records.
• Suggested Action: Create a ticket with GetHelpUW to cancel the contract document.
  • If the document should be uploaded to the employee’s overview section, please include that request with the ticket submission.  

Questions?

Contact GetHelpUW@support.wisconsin.edu.