Business Process Guide
How to process a Personnel Transaction
Request (PTR)
A guide to hire, rehire, transfer and competitively promote/demote, process pay
changes, retirements, holds and terminations for Faculty, Graduates, Academic
Professionals, Students and Staff using the PTR application
HR Data Management Contacts
Please refer to the Data Management staff directory, http://cfo.asu.edu/fs-datastaff, for the
Data Management Specialist responsible for your department.
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Table of Contents
Introduction .......................................................................................................................... 4
Preparation ........................................................................................................................... 5
Security Roles You Will Need .............................................................................................. 5
How to apply for these roles .............................................................................................. 5
Position Management Security Roles ...................................................................................... 5
Courtesy Affiliate (New Hires) ................................................................................................. 6
PTR Originator ................................................................................................................... 7
Workflow Roles ................................................................................................................. 8
PTR Approver ........................................................................................................................... 8
PTR Dean/VP Approver ............................................................................................................ 8
PTR Provost EVP....................................................................................................................... 9
Common Error Messages Related to Security ................................................................... 10
Error in Workflow Routing Messages ................................................................................ 10
Before You Start .................................................................................................................. 12
Department Procedures ................................................................................................... 12
University Requirements on Approval and Documentation ............................................... 12
Recruiting Process ............................................................................................................ 12
Required Documentation ................................................................................................. 13
Navigation to PTR ................................................................................................................ 15
General Overview of PTR Functionality ................................................................................ 16
Search Page Functionality .................................................................................................... 16
Splash Page Functionality .................................................................................................... 19
Important Concept on Promotions, Demotions, Transfers, and Return From Work Break .. 20
Main Data Entry Page .......................................................................................................... 20
More Specific Information on the Search Page ................................................................. 23
Searching for your candidate. ............................................................................................... 23
Selecting what Action(s) you would like to take on the Splash Page .................................. 25
Selecting a Record to Process from Multiple Jobs ............................................................. 25
More Specific Information on the Main Page by Field .......................................................... 26
Table of Actions and Action Reasons ................................................................................ 26
Position Number Field ...................................................................................................... 31
Other considerations when entering a position number ...................................................... 34
Select an Effective (start) Date ......................................................................................... 35
Enter the Salary amount .................................................................................................. 38
Compensation Setup for Nonexempt hires ....................................................................... 38
Compensation Setup for Exempt Staff & Academic Fiscal Hires ......................................... 39
Compensation Setup for Faculty, Academic Professionals, Graduates ............................... 40
Enter Recruiting Information ............................................................................................ 41
Data Requirements for Recruit Data ..................................................................................... 41
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Recruiting Type Definitions .............................................................................................. 42
Verify Correct Funding Is in Place for the Employee .......................................................... 44
Adding PTR Business Notes .............................................................................................. 44
Multiple Job Details ......................................................................................................... 45
Buttons available when creating a PTR ............................................................................. 46
Drafts .............................................................................................................................. 46
How to Cancel a PTR ............................................................................................................ 47
How to View a Returned PTR and Resubmit It for Approval.................................................. 49
How to View a Previously Submitted PTR ......................................................................... 51
Status Definitions................................................................................................................... 52
Archived PTR Information ................................................................................................ 53
PTR Processing Times ....................................................................................................... 53
Emails .............................................................................................................................. 54
Data Management Exception Form .................................................................................. 54
Resources ........................................................................................................................ 54
Appendix A—Main Data Entry Page Messages ..................................................................... 55
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Introduction
The PTR (Personnel Transaction Request) is the front-end application used to submit a hiring
request or change to an existing job data record to be processed in PeopleSoft. The employee’s
job information is submitted through the PTR application, where it is sent to the Account Signer
in your department for approval. Depending on the type of transaction, it also may be sent to
other approvers who have been designated to approve. Once approved by all the appropriate
levels, the PTR is uploaded to PeopleSoft. The transaction may also be staged until the effective
date is met or if the payroll is open.
Process Diagram for Hires
1
Recruit for candidate - TAM, Emergency Hire, Focused
Recruitment process or Academic Recruitment process
or Student Recruitment Process
Select candidate & candidate accepts offer
2
3
Courtesy Affiliate process – to identify or create an
Affiliate ID number for the employee
4
Process a PTR to create a job record in PeopleSoft for
your employee.
The PTR also will include Student Hires. Please refer to the Student Guide for more detailed
information on this process.
The PTR also is used to complete job changes that were once processed through Manager Selfservice (MSS) including Promotions, Demotions, Transfers, Pay Changes, Retirements and
Terminations for all employee classifications.
This guide also lists several other roles needed for other systems you may need prior to creating
the PTR. These roles may all be performed by the person who would originate the PTR or by
another person in the department.
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Preparation
Security Roles You Will Need
The security roles should be distributed according to your department’s internal business
processes. Some users will have all roles; some will have a few of them and will need to work
with other users in the department to complete the full process.
Each system (PTR and Workflow) requires specific roles to complete the necessary transactions.
How to apply for these roles
To check what roles you currently have, login to PeopleSoft at https://hr.oasis.asu.edu.
Navigate to ASU Customizations > ASU Security > Manage Security Requests >
My Security Access Roles
To learn how to request a role, go to How to apply for a PeopleSoft Security Role.
Here are the roles you or someone within your department will need to start the process.
There also is a brief description of the type of access these roles will provide.
Position Management Security Roles
HCM Dept Financial Mgr:
Provides you with the ability to update the funding tied to a position number.
HCM Dept Position Manager:
Provides you with the ability to review and create or modify a position number.
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Courtesy Affiliate (New Hires)
Add/Update Courtesy:
Provides you with the ability to search for existing Employee ID (previous known as the Affiliate
ID numbers), create person data and an Employee ID number for your employee if a current ID
number does not already exist, and to obtain early on-board access to ASU email, Blackboard,
Sun Card etc.
To process a hire through the PTR application, your candidate must have an Employee ID
number prior to creating a PTR. If your candidate does not have an Employee ID number, you
must first create one for them. To create an Employee ID number, you must attend the
Courtesy Affiliate training and obtain the Add/Update Courtesy affiliate security role.
This class is offered in person. Make a reservation at the UTO training calendar.
To request a role, go to: https://www.asu.edu/go/oasis/AddSecurityRequest/
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PTR Originator
PTR Originator: This role is used to submit transactions through the PTR.
You need in-person training, offered once each month, to receive access to this role.
Check the current training schedule or sign up for a class online:
cfo.asu.edu/cfo-training-development.
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Workflow Roles
PTR Approver
PTR Approver: This role provides access to the work list to approve transactions at the account
signer level. The user must be a signer in the Advantage Account Signer Tables to be able to
apply for this role.
You do not need formal training for this role, but it is helpful to look at the training documents
online: cfo.asu.edu/fs-ptr.
PTR Dean/VP Approver
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PTR Dean/VP Approver: This role provides access to the work list to approve transactions at
the Dean/VP level. Members of this role must be the Dean/VP or someone who has been
designated by the Dean/VP to perform the approvals on their behalf.
You do not need formal training for this role, but it is helpful to look at the training documents
online: cfo.asu.edu/fs-ptr.
PTR Provost EVP
PTR Provost EVP: This role provides access to the work list to approve transactions at the
Provost/EVP level. Membership is limited and will only be granted if you have been designated
by the Provost/EVP to obtain access to this role.
You do not need formal training for this role, but it is helpful to look at the training documents
online: cfo.asu.edu/fs-ptr.
Note**There are many other security roles required to make the PTR process flow smoothly.
All other roles are specific to areas within OHR, Financial Services or Student Administration
and should not be requested by people outside of those groups.
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Common Error Messages Related to Security
The PTR is dependent on security being set up appropriately not only for the originators of the
transaction, but also for those at the different levels of approval. Here are a few of the most
common security messages you will receive if there is a problem with your security:
1. The following error message will appear if you do not have access to the PTR as an
originator:
What to do if you receive this message:
If you have received this error message, you must request the PTR Originator Security Role. You
will need to attend a training session to acquire access to this role. If you have requested the
role, attended training and still receive this message, you should create a CRM ticket to
PSSECTEC and include the error message.
Error in Workflow Routing Messages
2. Another common security message you may receive is in the PTR itself. This message
lets you know the path for the workflow could not be built because one of the steps is
missing members who are able to approve your transaction. The PTR is saved as a draft
until approvers have been placed into the missing step. In this example, there is no one
in the Staffing Security Role to approve the transaction.
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What to do if you receive this message:
If you receive these error messages, you can contact your data management representative to
determine who you should contact to get the security resolved. Once that specific person has
been contacted, they must request the security role and be approved. After that process is
complete, you must resubmit your transaction.
3. The PTR will not allow you to update your own record. The following message will
appear if you are trying to take action on your own record.
What to do if you receive this message:
In this case, you must have another person in your department update your record.
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Before You Start
Department Procedures
This training guide has been created as departmental instruction about how to process actions
after all of the preliminary work within the department has been completed. Departments
should follow their current internal business processes to obtain internal approvals and
determine an appropriate recruiting method. Typically, an appropriate method includes
notifying/working with the primary business officer within your Dean’s office.
University Requirements on Approval and Documentation
The PTR is built so the approval documentation will be recorded electronically through the
workflow approvals. Departments still must follow their internal business process to obtain
approvals in a way that is acceptable for their department standards. However, there are still
many paper requirements for HR transactions. To view these paper requirements, read the
Required Documents section of this guide.
Recruiting Process
Prior to submitting a PTR, the department should:
 obtain an approval to fill the position,
 follow the appropriate recruiting steps,
 get approval of an offer request from the Recruitment and Selection Department
(DL.ORG.HRStaffing),
 make an offer to the final candidate and
 Receive the candidate’s acceptance of the job offer.
For Classified and Service Professionals, you must follow additional steps in TAM (Talent
Acquisition Management) and approvals must be obtained from the Recruitment and Selection
Department before a PTR can be processed for your employee. Here are the steps you must
follow:
Staff Hires
Competitive TAM, Emergency Hires and Focus Recruitments for Classified and Service
Professionals must be entered in TAM (Talent Acquisition Management) and approved by the
Recruitment & Selection department prior to submitting a PTR request. If you have recruited
for your position in one of the following ways, please wait for your job offer to be approved by
the Recruitment & Selection Department (i.e. job offer changed to accept) prior to submitting
your PTR:
 Classified/Service Professional – Competitive TAM
 Classified/Service Professional – Waiver of Recruitment
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The system will be reviewing all Competitive TAM and Waiver of Recruitment job offers for
Classified and Service Professionals to verify a job offer has been created and approved and
that all attributes of the job offer match what has been submitted in the PTR. The system will
be looking to see that the position attributes and compensation amount in the job offer
matches the PTR submission.
If your job offer has not been created and approved, the system will not let you submit or
create a draft of your transaction until this detail has been resolved. If your job offer details do
not match the PTR, the transaction will be routed for additional approvals.
The current TAM Training Digests for the Competitive, Focused Recruitment and Emergency
Hire processes are online on the Recruitment and Selection website.
Student Hires
Campus employers and FWS agencies interested in posting Hourly or Work-Study jobs must use
our web-based process and enter the job information directly into an online form.
Any student enrolled for at least one credit hour at ASU may use the service. Students will
contact the employer directly by following the instructions on the job posting.
All job postings will be reviewed by the Student Employment Office within 48 hours and will
remain active until closed by the employer. ASU is an Equal Opportunity employer. You may
close your position after 48 hours or after you have interviewed three applicants.
You also should review all student hiring policies regarding recruitment of student workers at
https://students.asu.edu/employment/employers
Faculty Hires
When recruiting for a faculty hire, it is best to review the Faculty and Academic Professional
Recruitment Handbook at www.asu.edu/hr/forms/recruit.pdf
Required Documentation
New Hires:
Once an offer has been made to a new employee, he/she must fill out the New Employee
Payroll Packet. This packet provides the department and Payroll with the required
demographic, contact and tax information to hire and pay the employee. The employee’s I-9
must be certified no later than three business days after the employee’s start date. Fax a copy
of the New Employee Payroll Packet, including a copy of the certified I-9, to Data Management
480.993.0005.
If your employee will bring their packet in to the Employee Service Center (ESC), the ESC will
eFax the employee’s packet to Data Management where payroll will be able to access the
information.
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To process a New Hire in the PTR application, the department must have a copy of the
employee’s ASU Personal Data Form located in the New Employee Payroll Packet. If your
department performs the I-9 certification, your employee is presently turning in the New
Employee Payroll Packet to your department. You must keep a copy of the ASU Personal Data
Form to be used in the Courtesy Affiliate and PTR process prior to sending the original
documentation to OHR.
If your department does not perform the I-9 certification, a copy of the ASU Personal Data Form
must be obtained from the employee BEFORE he/she brings their New Employee Payroll Packet
to the ESC for processing. You must keep the copy on file until you have completed the PTR
process.
Non-resident Aliens
All Non-resident Aliens must bring their New Employee Payroll Packet to the Employee Service
Center so that a NRA Payroll Specialist can verify the employee’s I-9 and process the
employee’s Glacier Paperwork.
For Rehires
Employees who do not have active job records in the system must complete a new I-9 form.
Please eFax a copy of the newly certified I-9 documentation to Data Management or send your
employee to ESC to turn in their new I-9 form. If the rehire is a person who has been gone from
the university more than 12 months, then that person must fill out the complete New Hire
Packet.
**All rehires for Non-resident Aliens must bring their New Employee Payroll Packet/I-9
documentation to the Employee Service Center.
Offer letters/Memo of Understanding
Offer letters for Classified and Service Professionals for new hires must be faxed to
480.993.0005. The Recruitment and Selection group will review these offer letters to change
the offer in TAM (Talent Acquisition Management) to “offer accepted.” As an originator, you
will be unable to submit the PTR until Staffing and Recruitment has changed the offer to
accepted status.
All other offer letters will remain in the employees file at the department.
Applicant List/Search Plan/ CV or Resume—Faculty Specific
To maintain governmental reports about our university, departments must send the applicant
list, search plan and CV or resume to data management where the Office of Equity & Inclusion
will be able to review these items.
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Navigation to PTR
Go to My ASU and sign in using your ASURITE and Password.
Step 1: Under the My Compensation menu, click on the Manage tab.
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Step 2: Under the Manage tab, click on the PTR link.
Note** There is a secondary link that will take you to your work list so you can track you’re the
progress of your PTRs. Please refer to the Workflow/Work List BPG for further information on
how to use the Work List.
If My ASU is currently down, you can also navigate to the PTR via PeopleSoft. Log in at
https://hrsa.oasis.asu.edu/psp/asusaprd/?cmd=login&languageCd=ENG&
The navigation path within in PeopleSoft is:
General Overview of PTR Functionality
Search Page Functionality
The Search Page is the first page in a series of three pages you may encounter on the PTR. The
Search page allows you to search for an employee or potential employee within your
department role level security or outside your role level security, depending on the way you
perform the search.
There are three different ways to perform the search:
1. Type in the Empl Id
2. Type in a Department code that will bring up all employees in that department code.
NOTE: You can only use this search result for departments in your security
3. Type in First Name, Last Name and Date of Birth
**Remember: The most accurate way to search for an employee is always by typing in that
employee’s ID.
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There are two checkboxes in the upper right hand corner of the screen. The first checkbox is
“My Departments.” This checkbox will automatically be checked when you enter the PTR.
Performing a search with a checkmark in this box means you are looking for an employee who
is already within your department. To search for a person who is not currently employed in
your department, uncheck the box.
EXAMPLE: You would uncheck the box if you were transferring an employee from another
department into your department.
The second checkbox you will see in the upper right hand corner of the screen is the “Additional
Job.” This box is used to let the system know your intent is to create an Additional Job for an
existing employee. By checking this checkbox and putting in the search criteria, the system will
automatically take you to the Main Page, where you will be able to enter your data for the
employee’s additional job. Another important thing to remember about this checkbox is that it
will automatically uncheck the “My Departments” checkbox so you will always need to use the
employee’s ID number to create an Additional Job.
You also may leave this box unchecked to pull up the search results for a specific employee and
then decide to create an additional job based upon the results you see.
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If you are searching for an employee who already has had multiple jobs with ASU, you will
receive a table at the bottom of the search page that displays the current and past jobs the
employee has held. It is important to make note of this information as it may help you
determine what action you are trying to take on an employee.
Employee Status Definitions
Status Code
A
D
Q
R
S
T
U
V
W
X
Financial Services | Data Management Revised 9.9.2011
Definition
Active
Deceased
Retired With Pay
Retired
Suspended
Terminated
Terminated With Pay
Terminated With Pension Pay Out
Short Work Break
Retried – Pension Administration
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NOTE*** Employees on a Leave of Absence will not appear in your search results. To take
action on this type of employee, you need to work with the OHR Benefits team to return the
employee from leave. If you need to give the employee a job in addition to the one from which
they are currently on leave, terminate their job that is on leave or retire their job that is on
leave, you must fill out the Data Management Exception Form.
NOTE*** Employees who have a job data record that was brought over from the HRMS system
as a terminated employee (from conversion) will also not appear in the search results. These
employees will need to be done via Data Management Exception Form.
Splash Page Functionality
The Splash Page is where you can pick what type of action you want on a specific employee.
This page is skipped for Hires, Rehires and Additional Jobs. If you have reached this page and
meant to do an Additional Job for an employee, you will need to click Return to Search at the
bottom of the page.
The Splash Page also is self-editing and will gray out options not permissible for a specific
employee, depending on their job data status. Here is a table that describes the types of
actions that can be taken on certain employee types.
Employee Status
Employee Type
Actions that can be taken
A
Classified
Service Professional
Faculty
Post Docs
Administrators
A
Grad
Student
Promotion
Demotion
Transfer
Pay change
Termination
Retirement
Promotion
Demotion
Transfer
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A
W
S
Faculty
Grads
Post Docs
Faculty
Post Docs
Grads
Classified
Service Professional
Faculty
Post Docs
Administrator
Pay Change
Termination
Place on Short work Break
Return from Work Break
Termination
NOTE** If your intent is to take the employee off of “S” or Hold status, you must complete the
paper form with the OHR Benefits team.
Important Concept on Promotions, Demotions, Transfers, and Return From
Work Break
When picking Promotion, Demotion, Transfer or Return from Short Work Break, you are
indicating to the system that you no longer intend to keep the job that the employee currently
holds and are moving them to another job. In some cases the PTR will use the same employee
record and in other cases (if there is a benefit eligibility change) the PTR will terminate the
original job the employee holds and create an additional job for the new job that they have
been promoted, demoted, transferred, or returned from work break into.
Example: Department chooses a Benefit Eligible Professor position from the search
results screen and selected the option “Return From Work Break” on the splash page. The
position number that they are returning the employee into is not benefit eligible, so the PTR
will terminate the Benefit Eligible Professor position and create an additional job for the nonbenefit eligible position.
Main Data Entry Page
The Main Page is where you will enter the data for the action you are performing on a specific
employee. This page contains many field edits and messages that provide guidance to ensure
the PTR is being submitted as you intend, and that all of the data required to create an
employee record in PeopleSoft is present.
If you are performing an action on an existing employee, the main page also will display the
employee’s current job information so you will always have a comparison of what the
employee was compared to what you are proposing them to be.
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You also can use the PTR Business Notes as a way to communicate information that was not
covered in the PTR. In certain circumstances, the business notes will be required and a message
will be displayed to alert you that business notes are required. The business notes will not only
be a way for you to communicate with people who are set up as workflow approvers on a given
transaction, but it also will copy those business notes into the “notepad” on job data. These will
become part of the employee’s permanent record with the university. These notes also will be
available to every approver after you.
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For a complete list of messages you might see on this page, please see Appendix A.
Here is a page view for a “New Hire.”
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More Specific Information on the Search Page
Searching for your candidate.
To obtain the most accurate search results, search use your candidate’s Affiliate/Employee ID
number. Enter the Employee (1000 or 1200) ID number in the Empl Id field and then click the
search button at the bottom of the page.
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Note** Depending on the type of employee/transaction you are trying to submit, the PTR will
navigate to the appropriate page. Below are some of the common navigations that might occur
once you have selected an empl id and clicked on the search button.

IDs that currently do not have any job data or employees who have one terminated
employee record – You will be taken directly to the main PTR page to enter the Hiring
information.

IDs currently active or on work break with only one job- You will be taken to the Splash
PTR page to select which action you would like to perform on that employee.
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Selecting what Action(s) you would like to take on the Splash Page
On the Splash Page, you will be required to check the box next to each action you would like to
take on the employee. The PTR will automatically gray out buttons not applicable for the
person you have selected. Once you have selected the action(s), click the Create PTR link.
Note** On Promotion, Reassignment/Demotion and Lateral/Transfers, you also are able to
select Pay Rate Change. It is important to you check the Pay Rate Change checkbox on the
Splash Page if you also would like to change the employee’s pay while moving them to a new
position number.

IDs that have or have had multiple jobs with ASU – Search results will be displayed.
After you select the empl record you would like to take action on, you will be taken to
the PTR Splash Page. If the employee record you have selected is a terminated empl
record, you will be taken to the Main PTR Page to complete the hiring information.
Selecting a Record to Process from Multiple Jobs
After you have clicked the “search” button on the search page, the PTR will display the current
job information for the employee in the search results. Here is an example:
Select the employee record you wish to take action on by clicking the blue emplid link.
Note** If you select an employee currently in a “T” empl status, you will be directly taken to
the Main PTR Page with the action set to REH.
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More Specific Information on the Main Page by Field
Select Action Reason associated with your specific Action.
Table of Actions and Action Reasons
Action
Code
Definition
Reasons that would skip the Splash Page
Hire Action HIR
Initial Hire
REG
A new employee who has no active or inactive jobs in PeopleSoft
and is not being hired from ABOR, another Arizona University or
an Arizona state agency.
Hired from ABOR
AFL
A new hire transferring to ASU from ABOR, Northern Arizona
or AZ University
University or the University of Arizona.
Hired from
STA
A new hire transferring to ASU from another State of Arizona
AZ State Agency
Agency.
Hire Additional Job ADD
An employee who already has been employed with the university
and is obtaining a secondary job with the university
Rehire Action REH
Rehire less
30D
When a former employee returns to ASU within 30 days or less
than 30 days
from their termination date.
Rehire more than
30 days and less
than 12 months
Rehire greater than
12 months
Changed to Rehire
when Additional
Job was originally
selected
REH
When a former employee returns to ASU after 30 days, but less
than 12 months from termination date.
RHA
Former employee hired 12 months after termination date.
ADD
This happens is when the system is going to re-use a terminated
employee record because the benefit eligibility of the new job
matches the benefit eligibility of the terminated job.
Action
Code
Definition
Reasons that can be chosen from the Splash Page
Promotion Action PRO
Competitive
CON
Change in salary grade to a higher level grade than current salary
no Pay Change
grade because the applicant applied to a posted position with no
pay change
Competitive
COP
Change in salary grade to a higher level grade than current salary
with Pay Change
grade because the applicant applied to a posted position with a
pay change
Non- Competitive
NCN
Change in salary grade to higher level grade than the current
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No Pay Change
salary grade with no pay change
Non-Competitive
NCP
Change in salary grade to higher level grade than the current
with Pay Change
salary grade with a pay change
Demotion/Reassignment Action DEM
Competitive with
CON
Change in salary grade to a lower level grade than the current
No Pay Change
salary grade because the applicant applied to a posted position
with no pay change
Competitive with
COP
Change in salary grade to a lower level grade than the current
Pay Change
salary grade because the applicant applied to a posted position
with a pay change
Non-Competitive
NCN
Change in salary grade to a lower level than the current salary
no pay change
grade with no pay change
Non-Competitive
NCP
Change in salary grade to a lower level than the current salary
with a pay change
grade with a change in pay
Involuntary
INN
A demotion that is a result of an action being taken
without the employees consent
Transfer Action XFR
Competitive with
CON
Change in salary grade to the same grade as the current salary
no pay change
grade or a change in salary administration plan because the
applicant applied to a posted position with no pay change
Competitive with a COP
Change in salary grade to the same grade than the current salary
pay change
grade or a change in salary administration plan because the
applicant applied to a posted position with a pay change
Non-competitive
NCN
Change in salary grade to the same grade than the current salary
with no pay change
grade or a change in salary administration plan with no change in
pay.
Non-competitive
NCP
Change in salary grade to the same grade than the current salary
with a pay change
grade or a change in salary administration plan with a change in
pay.
Pay Rate Change Action PAY
Course Load
Change in number of courses taught during defined semester.
Adjustment
CLA
GRD Pass
For Graduates only, Passed comprehensive exam to graduate PhD
comprehensive
program.
exam PHD
CMP
This is the amount that was agreed to in the new contract
Per Contract
CON
for the employee
Data Correction
COR
To correct prior rate due to error in data entry.
General
GEN
As a result of an internal analysis of similar jobs within the area or
Equity Adjustment
PEA
across the university to more closely equalize pay.
As a result of an external analysis of prevailing wage rates
Market Adjustment PMA
necessary to maintain the defined competitive relationship.
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Performance Based
PPB
Promotion
GRD Pass
Qualifications to
PHD
PRO
Used for university-wide salary increases when the legislature has
voted for a budget increase. Change directly related to
demonstrated performance and contribution; associated with
receipt of Performance Evaluation.
This reason should be selected if the employee received a title
change through Position Management and is now getting a pay
rate change in conjunction with that title change
For Graduates only; Passed qualification to enter PhD program.
QLS
Retention
RET
FTE Adjustment
RFT
Skill / Competency
Based
SCB
Temp Interim
Assignment Begin
TIA
Temp Interim
Assignment End
TIE
Place on Short Work
Break
Return From Work Break
To retain an employee so they do not leave for another
organization outside of the university
Change due to increase/decrease in total hours worked
per week for exempt staff.
Change directly related to and to recognize demonstrated
increased skills, abilities, knowledge and competency within
current job. Generally used for salary increases due to promotion.
Supplemental compensation for taking on additional duties above
and beyond regular job, with a set begin and end date.
Used when the Supplemental compensation for taking on
additional duties above and beyond regular job, is ending.
Auto Job Hold
Used when an academic employee is ending their
No Pay No
contract earlier that what was originally agreed
Benefits
upon.
Used when an academic employee is returning
from a work break status to active status. This
Employee
should only be used if the online renewal process
Renewal
is not available for use.
Termination Action TER
Invol - Job
Abandonment
Term -Transfer to
ABOR/TRI-U's
Lack of Career
Opportunities
Death
Duplicate ID - Do Not
Use
Dissatisfied w/
Coworkers
End Of Assignment
ABD
BOR
CAR
DTH
DUP
EES
END
Per SPP 1011, this is an involuntary Termination:
"A position will be considered abandoned when an employee has
not reported for work for three or more consecutive working days
and is not on an approved leave."
An employee leaves and goes to work for ABOR or
one of the other TRI-Us.
Employee voluntarily decides to resign due to their perceived lack
of career opportunities/advancement.
Employee is deceased
Used by the system when a duplicate ID was created for the same
employee
Employee voluntarily decides to resign due to co-workers
(lack of harmony, teamwork, etc.).
A short-term temporary (less than six months), long-term
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Failure to Report 1st
Work Day
Failure To Return
From Leave
FLR
FRL
Graduation
GRD
Work Schedule/
Hours
HRS
Invol Completion of
Contract
ICT
Invol - Excessive
Absences
IEA
Invol Lack of Funding
IFD
Invol
Misconduct/Violation
Rules
IMS
Invol Reduction In
Force
IRF
Invol Released
During Probation
IRP
temporary (six to 24 months), emergency hire (no more than 120
calendar days), or limited classified employee (scheduled for less
than 20 hours per week for any number of weeks in a fiscal year or
is scheduled for 20 hours or more per week for not more than 19
weeks in a fiscal year OR an employee who is scheduled for 20
hours or more per week for any 20 weeks in a fiscal year) has
completed their assignment as indicated in their offer letter.
Employee did not report to work on their first agreed upon
date of employment
Employee did not report to work on their agreed
return from leave date
An employee voluntarily resigns and their primary reason for
leaving is due to graduation. The employee may now have a new
degree in a different field/area, etc. in which they wish to pursue a
new career or opportunity. This information can be obtained
either via a discussion with the employee and/or an exit
interview/survey.
An employee voluntarily resigns and their primary reason for
leaving is due to work schedule/hours. This information can be
obtained either via a discussion with the employee and/or an exit
interview/survey.
A service professional or administrative whose contract has ended,
per SPP 302 Conditions of Administrative Professional and 320
Conditions of Service Professional. Refer to Retirement section for
employees choosing to retire in lieu of termination.
An employee is terminated due to their excessive absences, per
department policy and/or SPP 801 Conduct & Work Rules. This
does not apply to Faculty & Academic Professionals.
A service or administrative professional or classified staff
is let go due to lack of funding.
An employee has violated University Policies and/or has
demonstrated misconduct defined per University Policies.
For Faculty & Academic Professionals, see term code 22
(Unsatisfactory Performance)
A classified employee who was RIFd due to budget constraints,
funding reductions and/or reorganization. Refer to retirement
section for employees choosing to retire to avoid RIF. This does
not apply to Faculty.
A classified employee is terminated during their six-month
probationary period per SPP 1011 - Involuntary Termination. For
on-track Assistant Professors, use when terminated in the first six
years and for on-track Associate Professors & Professors, use
when terminated in first four years.
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A classified, service professional, or administrative resigns in lieu
of an involuntary termination in accordance with SPP 1011 (term
Invol Resigned In Lieu
codes, 21, 23 or 22). This would also be the same for Faculty,
of Term
IRS
Academic Professionals and Students.
A classified employee is terminated per SPP 801 - Conduct and
Work Rules and/or SPP 809 - Discipline for unsatisfactory
Invol UnSat
performance. For Faculty & Academic Professionals, see ACD 506Performance
IUP
08 and ACD 506-10 (Dismissal for Cause).
Dissatisfied with
Employee voluntarily decides to resign due to the commute
Commute
LOC (too long, far, etc).
Employee voluntarily decides to resign employment and
Military Service
MIL
pursue military options.
Invol -Doesn't Meet
Did not produce required documents for 1-9 (could also be used
I-9 Requirements
NI9
if they did not produce within three-day time limit)
Termination due to a disability that prohibits the employee
from performing essential functions of the job, where employee
Disability >= 5 Years
possesses at least five years of continuous service at onset
Of Service
OVF of disability.
Salary
PAY
Dissatisfied with salary
Personal Reasons
PER
Use as last resort if we cannot categorize reason elsewhere
An employee does not provide at least a two-week notice
Quit Without Notice QWN they are resigning.
Employee voluntarily decides to resign employment due to
Lack of Recognition
REC
their perceived lack of recognition.
Relocation
LOC Employee voluntarily decides to resign due to personal relocation.
Returned To School
SCH Pursuing educational opportunity versus working
Self Employment
SLF
Employee voluntarily decides to resign to pursue self-employment.
Term -Transfer to
An employee leaves and goes to work for the State of AZ
State Agency
STA
at an agency other than ABOR or one of the universities.
Quality of
Employee voluntarily decides to resign due to their perceived
Supervision
SUP lack of quality of supervision (poor).
Only used by the system when an employee’s record is terminated
System Term 0 Comp SY0
because there is no compensation in their job data record
Only used by the system when the employee is being auto
System Termination
SYS
terminated because of lack of pay for four months
Only used by the system when an Additional Job record needs
to be created due to a change in benefit eligibility. The old
Term for Benefits
employee record will be terminated with this reason and
Record Chang
TBR
a new employee will be created.
Employee voluntarily decides to resign due to the excessive
Excessive Workload
TYP
workload (too much).
Invol -Unsuc Compl
Did not complete hiring process successfully
Hire Process
UCH (i.e. - did not pass background check)
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Disability < 5 Years
of Service
UNF
WOR
Termination due to a disability that prohibits the employee
from performing essential functions of the job, where employee
possesses less than five years of continuous service at onset
of disability. Benefits end on Pay Period End Date
i.e. - culture, equipment, etc.
Work Environment
Retirement Action RET
Retire Complete
Contract
Retirement
Invol - Retire In Lieu
of Term
Retire Reduction
Force
RCC
RET
RIT
RRF
Used for employee meeting guidelines for retirement, who has
chosen to retire in lieu of an involuntary termination due to
completion of contract
Used to terminate an employee who has completed at least five
years of continuous, full-time employment in the Arizona
university system immediately preceding retirement, who
is receiving a retirement annuity under an Arizona universitysponsored retirement program, who is at least 50 years old (41,
if Public Safety Personnel Retirement System (PSPRS) employee)
and whose employment has not yet been terminated for cause
by the university.
Used for employee meeting guidelines for retirement, who has
chosen to retire in lieu of an involuntary termination
Used for employee meeting guidelines for retirement, who has
chosen to retire in lieu of an involuntary reduction in force (RIF)
Position Number Field
If you know the position number, you may type it directly into the position number field or you
may use the looking glass to search for a position number within your security.
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**NOTE: Once a position number is selected, the attributes of that position number will fill in
the rest of the PTR with the most current data on the position number. If there is future
effective dated position changes that have already been submitted and approved that
information will not be displayed on the PTR screen. It is highly recommended that a
department make position changes (submit and be approved) prior to completing the PTR to
ensure accurate data on this screen.
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What to do if the position number attributes are wrong:
You have the ability to save the PTR as a draft and go back to Position Management to make
your corrections to the position number. When you return to the PTR, you must refresh the
position data by taking the position number out of the PTR and re-entering this information.
When you complete this action, the PTR will refresh the Main Page with whatever the current
attributes of the position number are. Keep in mind the Position Management is a manual
process and may take some time to be updated.
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Other considerations when entering a position number
When entering the position number, consider the intended benefits eligibility of the person.
Also, if the position number you have selected does not yet exist (has not yet been approved by
data management), is not with your department security or has been previously inactivated you
will receive the following error message:
If you receive this error message, please select a different position number to use. If you feel
you received this message in error please contact data management to resolve your position
issue.
The position number field also has several edits that do not allow you take action on a position
number that is in process or a position number in which the effective date is greater that the
effective date (start date) of the transaction.
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Select an Effective (start) Date
You may type the effective date directly into the effective date field. This date should match
what was offered to the employee in their offer letter as a start date. On a termination
transaction this date should be the employee’s last day plus one day.
*Please note that when hiring or renewing a Graduate or Faculty/Academic Professional/Post
Doctoral Scholar on an academic appointment the start date must be a pay period begin date.
*The Effective Date must be on or after the Pos# Max Effdt. The Position Max Effdt is the most
recent effective date on the position number that you have selected in PTR. If the PTR errors out
because the position effective date is greater than the hire date, please contact your FS Data
Management representative to determine an appropriate solution.
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*The Effective Date also must be on or after the Person Effdt. The person effective date is the
date you created your employee’s personal data record through the Courtesy Affiliate process.
When creating the personal data record in Courtesy Affiliate, the effective date for that record
must be on or before the start date for your employee. If you have already created your
employee’s personal data record and are getting the following error message in the PTR, please
contact your FS Data Management representative to determine an appropriate solution.
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Enter the Salary amount
The Pay Frequency will default based on the position number selected. Pay Frequency is driven
from the job code attached to the position number you chose. For Non-Exempt (Hourly) and
Exempt (Salaried) staff, the pay frequency will default appropriately. For Graduate and
Academic hires, the pay frequency will adjust based upon the start and stop dates you have
selected in the PTR. This should always match the amount listed in the offer letter that was
given to the employee.
For staff positions, this information should match the offer amount in TAM.
For student positions, this information should be equal to or more than the amount posted on
the job.
Compensation Setup for Nonexempt hires
Pay frequency is defaulted to H (hourly) for all non-exempt positions. Enter the Hourly Rate.
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Compensation Setup for Exempt Staff & Academic Fiscal Hires
Pay frequency is defaulted to ASUBW (salary) for all exempt staff and academic positions on a
fiscal appointment. Enter the Annual Compensation and the Per Pay Period amount will
automatically calculate.
NOTE** The amount of salary entered should reflect what the rate of pay should be in
relationship to the FTE if this is a salaried employee.
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Compensation Setup for Faculty, Academic Professionals, Graduates
First and foremost, the date you enter must be pay period begin dates as the effective date.
The frequency will be determined by the PTR effective and end dates. In the frequency
(ASU##), the number stands for the number of pay periods within your employee’s
appointment period. For example, the full academic year is 20 pay periods, so the system will
automatically calculate 20 pay periods based upon the effective and end dates you select.
NOTE** Frequency “BW” will only be chosen for Faculty or Academic Professionals who are
currently on a 9-over-12 (A12) pay option. If the employee is currently on a 9-over-9 (ACD) pay
option, their new position must also set up as (ACD). The employee can change their pay
option at the beginning of the new fiscal year or if they are switching from a position that is
FSC- (fiscal) to an ACD (academic) position number. New hires may not be set up as A12.
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Once you have selected your Effective Date and End Date (start and end date of the contract),
enter the Salary. This number is what was formally known as the contract amount. Once a
Salary amount is entered, the Per Pay Period amount will automatically calculate based on the
Comp Frequency calculated by the PTR and Salary entered. (i.e., $20,000/10 pay periods)
Enter Recruiting Information
The type of employee you are hiring will determine what information if any is needed in the
Recruiting Data. Even you are hiring a classified or service professional position with a focused
recruitment you will still need to provide the Job Opening Id and the Applicant Id.
Here is a chart showing which pieces of information are required for different employee types
and transactions.
Data Requirements for Recruit Data
Type of Transaction
Type of Employee
Required Fields
Hire/Rehire
Classified or Service
Professional
Competitive Promotion,
Demotion and Transfer
Classified or Service
Professional
Hire/Rehire
Student
Hire/Rehire
Faculty, Grad, Post Doc
Recruit Type
Job Opening
Applicant Id
Recruit Type
Job Opening
Applicant Id
Recruit Type
Job Opening
Recruit Type
Enter the Recruit Type:
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Recruiting Type Definitions
This table describes the different recruiting types and their definitions.
Hire Type
Emergency Hire
Focused Recruitment
Summer/Winter –
(Additional Jobs Only)
Competitive Hire
RIF Replacement
Seasonal
Search Recruitment Firm
Student Stipend
Definition
A short-term temporary hire to fill an immediate job need in a
vacant classified position. Job duration not to exceed 120 calendar
days. If anticipated job need extends beyond 120 days, an
advertised competitive recruitment should be conducted during this
time. Consult Recruitment & Selection regarding situations with
special circumstances.
An exception to the advertised competitive recruitment
policy. Used to hire individuals who have specific and unique skills,
knowledge or education essential to the success of the job, would
bring particular distinction to and serve the best interests of the
university.
**Note for classified staff**
The primary use of a focused recruitment is to fill long-term,
temporary positions. Classified positions lower than salary grade
M43 and service professional positions lower than grade E will
require approval from the Director of the Office of Equity &
Inclusion.
A short-term temporary Additional Job to hire a faculty, academic
professional, graduate or post doctoral scholar for one or more of
the summer or winter session(s).
An advertised competitive recruitment with a specific application
deadline to fill a vacant position.
A hire made of a person who was on the ASU RIF list, and had been
given notice.
A hire made to fill an “on-call” job, for which individuals work only
as needed, and often just during certain seasons of the year.
Designated in the job title as “prn” and with a “Full-time/Part-time”
status of “N.”
A hire made for which a recruitment firm conducted the applicant
search.
This allows on-campus departments to pay flat stipends that are
reserved for elected and/or appointed positions or resident halls
assistances. The stipend is part of the specific position.
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Student Hire Hourly
On-campus hourly student employment staff may be hired if
enrolled in at least one credit hour at ASU. Eligible non-citizens also
may be employed under this program.
Student Worker Emergency
Hire
In emergency staffing situations, student staff may be hired for
periods not to exceed 10 working days without going through the
usual student employment hiring process. Student staff hired must
still meet student employment eligibility requirements and cannot
be employed beyond 10 working days.
Student Internship
This student employment represents the activities of an established
undergraduate internship program, which has selection and
performance criteria consistent with its educational goals. Because
the students will be providing services in addition to participating in
a training experience, federal tax laws require that they be paid
through the payroll process. STI was created to facilitate this
process.
Student Hire Work Study
This student employment requires a student to be eligible for a FWS
award. The student will need to be at least part-time at ASU and be
eligible for receive Federal Financial Assistance.
**NOTE** The offer in PeopleSoft for a classified or service professional must be in “Offer
Accepted” Status for you to process a PTR. If the offer is not accepted in TAM, you will not be
able to save the PTR as a draft. It is imperative that you send the offer letter to the appropriate
fax number prior to entering your PTR. This is the piece of information needed for Recruitment
and Selection to change the offer to “Offer Accepted” Status. You will need to work with the
Recruitment and Selection department to get this information updated.
It is important to give the correct information in the Job Opening and Applicant ID fields
because the system will run a variety of checks on this data. If incorrect data is given, it will
result in extra workflow routing steps for more approval of the position as well as a delay in
processing.
For more detailed explanation of hiring or rehiring a student worker please refer to the Student
Guide.
If applicable, enter the Job Opening and the Applicant ID:
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Verify Correct Funding Is in Place for the Employee
The funding information of the PTR will be displayed for your review. If the funding information
is not correct, please save the PTR as a Draft and go into Position Management to correct the
funding information before proceeding. When you return to the PTR, refresh this data by
popping the position number in and out of the position number field.
Since this is one of the factors used to determine workflow routing, it is critical for this
information to be correct. The PTR will be routed to people who are signers on that specific
account with the PTR Approver security role.
If there are multiple accounts and no common signer between all of the accounts, then a signer
from each account must approve the PTR transaction before it will either proceed to the next
approval step or be processed into Job Data.
Adding PTR Business Notes
PTR business notes are a way for you to add any additional information that was not covered in
the PTR about the specific employee.
In some cases, these notes will be required.
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EXAMPLES: If you are hiring someone into a position number that is already filled or promoting
a student worker. In these cases the business notes should further elaborate on why you are
taking a specific action. When business notes are required by the PTR, you will receive the
following message:
**NOTE** These notes will be visible to all workflow approver(s) at various levels within the
university. These notes also will be added to the job data record of the employee in PeopleSoft
and will become part of the employee’s permanent record.
Multiple Job Details
If your candidate currently has active job(s) in PeopleSoft, they will be listed at the bottom of
the PTR form. The table will provide you with the following information:
 Empl_Rcd – Employee Record Number
 Payroll Status – The status of the Employee Record
 Paygroup – The employee’s pay group
 Reg_Temp – The Regular/Temporary status set on the employee’s position number
(Regular, Short-term Temporary, Long-term Temporary & Seasonal)
Remember this is a factor in determining the employee’s benefits eligilbility.
 FTE – Percent of full time employment
 Position Number – The position number along with the job title
 Position Description – The title associated with the position number
 Dept – The department code that is associated with the position number
 Department Name – The name of the department associated with that department
code.
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Buttons available when creating a PTR
After you have completed all the necessary information for the PTR and scrolled to the bottom
of the page, you will find a series of action buttons.
Save as Draft – This button allows you to save the data you have entered as a draft if you are
not quite ready to send it for approval. You may use this option when you need to check for
further information about the employee. This button also allows you to see any associated
error messages with the PTR. Note that if you save the PTR as a draft, the employee record will
be locked by you and no one else will be able to take any action on the employee.
Save and Send for Approval – This button allows you to send the PTR for approval. When you
click this button, it generates an email to the first account signer. This button also will fill in the
Originator, Created On, Last Updated By and Last Updated time stamps above the buttons.
Return to Search – This button allows you to return to the PTR Search Page. It will completely
clear all information entered in the PTR.
Go to PTR Work list – This button will navigate to your work list to view all transactions you
have recently submitted for approval.
IMPORTANT NOTE: If you do not save the current PTR you are working on, you will lose it when
you navigate to the Work list. The “Go to PTR Work list” button will be available after you have
clicked on the “Save and Send for Approval” button.
Drafts
When saving the PTR as a draft, you can go back to the PTR and edit the information. Drafts
remain in daft status for an extended period of time. After that time, the PTR will automatically
cancel the draft.
IMPORTANT: Because no one will be able to take action on someone whose PTR data has been
saved in draft mode, remember to cancel any drafts you do not intend to use.
If you have a saved a transaction as a draft to go back and correct a piece of data (i.e. position
attributes, funding, etc.), you must come back to the PTR and refresh the information (usually
the position number) for the PTR to show the newest information. When you come back into
your drafted PTR, it is very important to refresh the position number by first deleting it and
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then re-entering it in that field. The PTR will automatically update the fields associated with
that position number with the newest information.
How to Cancel a PTR
Once a PTR has been submitted for approval, the Originator can cancel the transaction at any
time until the final approval has been made on the transaction. If the transaction is a future
dated transaction, it can be cancelled up until the point when the effective date is met. The
Originator is the only person who can cancel a request.
There are two ways that an Originator can cancel a PTR. The first way is from the Main PTR
Page. First, navigate to your In-process PTR by using the Search Page. Once you have arrived at
the Main Data Entry Page, the Cancel button will be available at the bottom of the page. Click
the Cancel button to cancel.
Once you have clicked on the “Cancel” button, the following message will appear:
Click the “ok” button to continue.
At this point, the PTR has been canceled and will not be written to job data; however, it is not
completely gone from the system. The PTR will regularly auto-archive Processed, Canceled and
Returned PTRs. If you need to take further action on the selected employee before waiting for
PTRs be auto-archived, you can manually archive your canceled PTR by clicking the Archive PTR
button at the bottom of the page.
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After you click on the Archive PTR button, the following message will appear:
Click the “ok” button to continue.
An Originator also can cancel a PTR is from the Work List.
To cancel a PTR, navigate to your work list and locate the transaction you intend to cancel.
Click on the Red Cancel Symbol to cancel the transaction.
Once you have clicked on the cancel symbol, you will receive the following message:
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Click the “ok” button to continue.
The PTR will regularly auto-archive Processed, Canceled and Returned PTRs. At this point, a
cancelled PTR will not be written to job data; however it is not completely gone from the
system. If you still need to take further action on the selected employee before the PTR is autoarchived, you can manually archive your canceled PTR by clicking on the View PTR button on
your work. This action will take you back to the Main Data Entry Page of the PTR where the
Archive PTR button will be available for you to select to remove the PTR from the system.
NOTE** In either circumstance mentioned above, any approvers who had previously approved
the PTR will be notified of the cancellation via email.
How to View a Returned PTR and Resubmit It for Approval
There may be instances when you submit a PTR and one of the approvers of the transaction will
return it for you to make adjustments to the data you have submitted, or because the
transaction is no longer necessary. In these circumstances, you will receive a system-generated
email alerting you a PTR has been returned.
There are three ways to go back to the PTR to make corrections and resubmit.
The first is to click on the link generated in the email, which will take you to the Work List,
where you can locate the returned transaction.
Click on the View PTR icon, which will bring you into the Main PTR Data Entry Page.
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At the bottom of the PTR Page, the Edit PTR button will become activated. Click on this button
to make corrections to the PTR.
You will receive the following message:
For the system to generate a workflow for the transaction, you must create another PTR. If you
click the “OK” button, the PTR will make the fields on the Main Data Entry page editable. The
PTR will retain the current information that was submitted for the previous PTR. The previous
PTR will be automatically archived.
Once you have made your corrections, click on the “Save and Send for Approval” Button at the
bottom of the page.
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How to View a Previously Submitted PTR
PTRs will populate your work list as you submit them. The work list is where you go to view
previously submitted PTRs.
To view a previously submitted PTR, navigate to your work list either by using the work list link
on My ASU or by logging directly into PeopleSoft. If you log directly in to PeopleSoft, you must
navigate to the following area:
Once on the work list, you can filter the list so only the items you wish to see are displayed.
To view the PTR Main Data Page, you can click on the “View PTR” link for any given PTR.
As action is being taken on the work list, the status field will change with all of the different
available statuses.
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Status Definitions
This table shows different PTR statuses you might see on your work list.
Status What it means to you
Draft A PTR was started by you, but not submitted for approval
In-Process The PTR is waiting for all the approvals to be gathered for the
transaction to be uploaded into job data. To find out which specific
level of approval is needed, click on the “View Approvers” icon.
CI Error The PTR has been approved by all approval levels, but was unable
to upload to PeopleSoft. Data Management will manually process
the transaction.
Manual The PTR has been approved by all levels of approval, but was set to
manual status. Data Management will manually process your
transaction.
Returned The PTR was returned by one of the approvers because the PTR
needs editing.
Cancel The PTR was canceled by the originator and is waiting for the
archive process to run to archive the information.
Pend Batch The PTR was approved by all levels of approval, but is for a future
effective date or payroll is open. These PTRs are staged in this
status until the effective date of the PTR is met or payroll has
closed. PTRs in this status can still be canceled by the originator.
Processed The PTR has successfully uploaded to PeopleSoft and the
transaction will be archived when the archive process runs.
Financial Services | Data Management Revised 9.9.2011
Page 52
Archived PTR Information
PTRs in the following statuses will remain on the Originator’s work list for five days after the
transaction has reached that status:
 Processed
 Canceled
 Returned
PTRs in other statuses will remain on the Originator’s work list indefinitely.
NOTE** When PTRs are in a draft status, other users (Originators) cannot take any action on
that specific employee and employee record number. If Originators do not plan to continue to
take action on an employee, it is important to cancel drafted PTRs as soon as possible.
Currently, there is no way to access your archived PTRs through the People Soft system.
However, there is a dashboard available that contains information of all PTR’s that have been
submitted. The dashboard can be found at asu.edu/dashboard under Personnel Transaction
Request.
PTR Processing Times
The PTR is available to Originators 24 hours/7 days a week with no lockout periods. Most PTR
transactions will automatically update PeopleSoft Job Data as soon as the final approval is
given.
There are two exceptions to this rule:
1. Transactions that have a future effective date.
a. Any time you future-date a transaction, the PTR will accept approvals and then
place the transaction into a Pend Batch status until that effective date is met.
Once the effective date of the transaction is the current date and all approvals
have been given, the PTR will write the data to job data. From that point
forward, the employee will start receiving paychecks.
2. Payroll Processing
Financial Services | Data Management Revised 9.9.2011
Page 53
a. Payroll starts processing on Thursday night in the week prior to the Friday when
paychecks are distributed. The current process takes from Thursday night to the
following Tuesday night to run. If a PTR is submitted within this time frame and
all approvals have been given, the PTR status will change to Pend Batch. The
system will run the job update process once payroll has been completed and
update all PTRs in this status that have met their effective date.
Emails
The PTR will send out a variety of emails upon completion of the update to job data. These
emails will indicate that the PTR has been updated into job data or that there was an error in
that process. If there was an error, the PTR will be sent to data management for manual entry
into job data. There is no further action that is required from the department in this
circumstance.
Data Management Exception Form
There may be certain circumstances when you will not be able to submit your transaction
through the PTR. A few of the most common examples are:
 Backdating actions more than the control table allows
 Classified staff salary is already outside their range (this excludes PRN positions)
 People on LOA need a termination or retirement
 Hire date needs to be changed
 Mid-pay period start dates for Faculty positions
This form will be available on the PTR website at cfo.asu.edu/fs-ptr. You can enter information
directly into the form and also can electronically sign the form. You still must attach any
required approvals for a given transaction for the form to be processed by your Data
Management Representative.
This form must be printed and faxed to the Data Management Fax at 480.993.0005.
IMPORTANT: Remember that this a paper form that must be processed manually. You also
should keep a copy of this form for your own personnel records.
Resources
For comprehensive training materials, check the training guides section of cfo.asu.edu/fs-ptr.
Financial Services | Data Management Revised 9.9.2011
Page 54
In this section, you will be able to read a training guide, watch a video or try a transaction
yourself. These materials are another way to gain more knowledge about the PTR.
Appendix A—Main Data Entry Page Messages
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
20012
45
Job Listing Not Active
20012
67
Pay rate below current
20012
47
Insufficient Enrollment for
Hourly Employment
20012
48
No FAFSA for Federal Work
Study Employment
20012
49
No Package for Federal Work
Study Employment
20012
50
Insufficient Need for Federal
Work Study Employment
20012
51
Ineligible SAP Status for Federal
Work Study Employment
20012
52
Insufficient Enrollment for
Federal Work Study
Employment
20012
53
Insufficient Summer Enrollment
for Federal Work Study
Employment
Your job has been closed for more
than 60 days. Please re-open your job
before requesting a hire.
You are decreasing the pay rate on an
existing pay line.
Your student is not eligible to work as
a student worker based on their
enrollment status. Contact your
student and advise him/her to enroll
for classes.
Your student is not eligible for Federal
Work Study because we do not have a
FAFSA on file. Your student must
contact the Student Financial
Assistance Office. If you would like to
still hire your student please change
the hire to Hourly.
Your student is not eligible for Federal
Work Study because your student has
not been awarded financial aid. Your
student must contact the Student
Financial Assistance Office. If you
would like to still hire your student
please change the hire to Hourly.
Your student is not eligible for Federal
Work Study based on their financial
aid need. If you would still like to hire
your student please change the hire to
Hourly.
Your student is not eligible for Federal
Work Study based on their Satisfactory
Academic Progress (SAP). Please have
your student contact the Student
Financial Assistance Office. If you
would like to hire your student please
change the hire to Hourly.
Your student is not eligible for Federal
Work Study based on their current
enrollment. Your student must be at
least half-time enrollment.
Your student is not enrolled for
summer term. Your student must be
enrolled in at least one credit hour
(two credit hours for America Reads
Financial Services | Data Management Revised 9.9.2011
Page 55
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
Program).
20012
54
International > 50% FTE
20012
55
Route to ICA
20012
56
Route to ISSO for enrollment
20012
57
Route to SFA for Pay rate Out of
Wage Scale
20012
58
Route to ISSO for J1 Visa
20012
59
Route to SFA for Position Grade
Different from Job Listing Grade
20012
60
Student has active non-student
pay lines
20012
61
Route to SFA for Internship
Stipend
20012
62
Stipend Grade 5
20012
63
Stipend Pay rate
Financial Services | Data Management Revised 9.9.2011
Warning: Your International student
has other active jobs and is working
greater than 50% Full Time
Employment (FTE). This may
jeopardize their visa status.
Your student has a current athlete
status. In order to continue the hiring
process Intercollegiate Athletics (ICA)
will need to approve in order to be in
compliance with NCAA rules.
Your International student is currently
less than full-time status. ISSO will
need to approve in order to continue
the hiring process.
Your hire pay rate is not consistent
with the posted pay rate on your job
posting. The Student Employment
Office (SEO) will need to approve in
order to continue the hiring process.
Your student currently has a J1 visa
status. ISSO will need to approve in
order to continue the hiring process.
Your student employment job code
listed does not match with your
student employment job code on your
posted position. The Student
Employment Office (SEO) will need to
approve in order to continue the hiring
process.
Your student currently has another job
classification posted with HR which
may conflict with your student worker
job classification. If your student's
current job classification is benefit
eligible then your student may not be
eligible to hold a student worker job
classification. Contact Student
Employment to resolve.
You have indicated that this is an
internship/stipend. The Student
Employment Office (SEO) will need to
approve in order to continue the hiring
process.
Positions for hiring type of 'STI' must
be Grade 5
Pay rate for Hiring type STI must be $0
Page 56
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
20012
64
Rate Change
20012
65
Job not FWS Elig
20012
66
Pay rate below listed
20012
46
Ineligible Citizenship or Visa for
Hourly Employment
This is a pay rate change on an existing
pay line. The Student Employment
Office (SEO) will need to approve in
order to continue the hiring process.
This job has not been approved for
Federal Work Study hiring. Please
select a different recruitment type
The pay rate you have entered is
below the minimum pay rate specified
on the job listing. This transaction will
be routed to the Student Financial
Assistance office for approval.
Your student is not eligible to work as
a student worker based on their visa
status.
21025
1
21025
2
21025
3
21025
4
21025
5
21025
6
21025
Maximum number of rows to
return (up to 300):
Please enter required search
parameters.
Required search parameters are either
Emplid or Alternate Emplid or First
Name Last Name and Birthdate.
Error in building Action Reason
prompt for Action: %1. Please
contact system support.
No matching values found
You do not have permission to
access this component
No matching values found.
If you need to access PTR please
obtain the necessary security roles.
If you are trying to perform a Hire you
must first create the affiliate record.
7
Additional Job not allowed at
this time due to pending %1
transaction.
21025
8
PTR already in process for
Emplid %1 Empl Rcd %2
Please wait for the pending %1
transaction to complete for
Emplid/Empl Rcd: %2 before creating a
%3 transaction.
A transaction is already in process that
you do not have security to view.
Please wait for it to be completed
before creating a new PTR for this
Emplid and Empl Rcd combination.
21025
9
21025
10
21025
11
Person data does not exist.
Please add affiliate first.
Page value of %1 is not valid for
TransferPage. Please contact
system support.
When entering Birthdate
21025
12
21025
13
Page value not set on call to
DisplayPage Function. Contact
system support.
Please enter required search
values
Financial Services | Data Management Revised 9.9.2011
40625.8807428009
The dialog box is prompting you for
key values -- you must enter a value
into at least one key field (Emplid
Alternate ID First Name Last Name or
Page 57
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
Department ID).
21025
14
Please enter required search
values
Empl ID or Alternate ID entered
without other search parms.
21025
15
21025
16
Please select a transaction
21025
17
40625.8807428009
21025
18
21025
19
Fatal error %1 in building PTR
page
Field Property must be Display
Only or Hide for this record
Field %1 / %2 is required.
21025
20
Backdating PTR may require
PAR
When effective date is less than the
pay period begin date for an open
payroll a PAR form may be needed.
21025
21
21025
22
21025
23
PTR Effective date must be
greater than effective date of
the Affiliate/Person
Salary amount has not been
changed from current amount
Effective date is invalid
21025
24
End date is invalid
21025
25
21025
26
21025
27
21025
28
21025
29
21025
30
End date must be greater than
effective date
Effective date exceeds backdating maximum of %1 days
which equals %2
Effective date exceeds futuredating maximum of %1 days
which equals %2
Effective date is required.
Please enter a value
Change in effective date causes
Position Number %1 to be
invalid as no data exists for this
date.
Confirm canceling of PTR
21025
31
Confirm creation of new PTR
from canceled PTR
Financial Services | Data Management Revised 9.9.2011
If Empl Rcd# is entered please also
enter an Empl Id or Alternate ID.
If you search by Empl ID or Alternate
ID please do not enter any other
search parameters.
Effective date must be equal to pay
period begin date. Please select a
valid value from the prompt.
End date must be equal to pay period
end date. Please select a valid value
from the prompt.
This action will cancel the PTR. If the
PTR is 'In Process' and any approvers
have already approved they will be
notified via e-mail of this cancellation.
Press OK to continue or Cancel to stop.
Press OK if you want to use the
canceled PTR to create %1 PTR or
Page 58
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
Cancel to stop.
21025
32
Access not allowed to this
component
21025
33
Applicant ID is required
21025
34
Confirm archival of PTR that has
not been applied to Job Data
21025
35
21025
36
PTR effective date cannot be
less than %1 effective date
Position on the PTR is different
from value in TAM
21025
37
Applicant ID is invalid
21025
38
Job Opening not found in TAM
21025
39
Position Number %1 is already
filled. Please update Business
Notes with justification.
21025
40
21025
41
21025
42
21025
43
Position Number %1 is in a
pending status in Position
Management.
Salary must be >= Minimum
Rate of %1 and <= Maximum
Rate of %2
Salary increase is greater than
10%. Additional HR approval(s)
will be required.
Confirm archival of PTR
Financial Services | Data Management Revised 9.9.2011
If you are an Approver trying to
approve a PTR please access your
transactions by clicking on the Work
list link in the menu bar at the top of
the screen.
Applicant ID is required when
Employee Class is Service Professional
(SRP) Classified (CLS) or Administrator
(ADM).
You are attempting to archive a PTR
that has not been applied to Job data.
You should manually update Job
before archiving the PTR. If you want
to continue and archive the PTR and
remove it from the transaction tables
then upon successful archival you will
be returned to the PTR Search Page.
Press OK to continue or Cancel to Stop.
The Position Number entered on the
PTR is different than the value in TAM
for the Job Offer.
The Applicant ID entered on the PTR is
different from the value in TAM for the
Job Offer
The Job Opening entered on the PTR is
not found in TAM with a status
071/Accepted.
Justification should include if this is a
group position or an overlap of job
responsibilities in a Lateral/Transfer. If
for a different reason please provide a
detailed explanation for the position
number reuse.
Please contact your Data Management
representative.
This action will archive the PTR and
remove it from the transaction tables.
Upon successful archival you will be
returned to the PTR Search Page.
Page 59
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
Press OK to continue or Cancel to stop.
21025
44
21025
45
21025
46
21025
47
21025
48
21025
49
21025
50
21025
51
21025
52
Pay periods between effective
date of: %1 and end date of: %2
cannot be calculated.
Hourly rate must be greater
than or equal to minimum
wage of: %1
Effective date on the Position
Nbr: %1 is greater than
effective date on the PTR.
Standard hours on PTR is not
equal to value in TAM
Reg Temp on PTR is not equal
to value in TAM
Jobcode on PTR is not equal to
value in TAM
Salary amount on PTR is not
equal to offer amount in TAM
Job opening ID and Applicant ID
are required.
Job opening ID is required.
21025
53
Applicant ID is required.
21025
54
Recruitment type is invalid.
21025
55
21025
56
21025
57
21025
58
21025
59
21025
60
Security does not permit you to
update your own record.
Employee must have at least
one active Job row for an
additional job to be created.
Create Additional Job checkbox
ignored as %1 has no Job data.
Initial HIR record will be
created.
%1 cannot be validated due to
difference in %2. Action will be
changed to %3
PTR may require additional
approvals due to %1
Job opening ID is invalid
21025
61
21025
62
Hire PTR cannot be created due
to missing personal data.
Promotion
21025
63
Demotion
Financial Services | Data Management Revised 9.9.2011
Please make sure end date is greater
than effective date.
Please contact your Data Management
representative.
The value for Reg Temp on the PTR is
not equal to the value in TAM
Please select a valid one based on
employee's attributes.
If you want to re-hire this employee
please uncheck the 'Create Additional
Job?' check box.
Please verify that person is setup with
SSN gender and state.
Change to a higher pay grade in the
same or another department
Voluntary or involuntary change to a
lower pay grade in the same or
another department
Page 60
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
21025
64
Lateral
21025
65
Pay Rate Change
21025
66
Place on Short Work Break
Change an assignment with no change
in pay grade in the same or another
department
Change in pay by itself or in
conjunction with a promotion or
demotion or lateral (transfer)
Limited to Faculty and Graduates
21025
67
Return from Short Work Break
Limited to Faculty and Graduates
21025
68
Termination
21025
69
Retirement
21025
70
Place on Hold
When the employee/employer
relationship ends for one or multiple
jobs. Not to be used when employee is
transferring
Routed to OHR Benefits for eligibility
confirmation
Temporarily stop employee's paycheck
21025
71
Return from Hold:
21025
72
21025
73
Position is not Work Study
eligible.
Not stipend eligible.
21025
74
Not stipend eligible.
21025
75
21025
76
21025
77
21025
78
21025
79
21025
80
21025
81
Job opening ID is not open or
not closed within last %1 days
Student validation did not pass.
Please review errors and make
the necessary corrections
Critical error in PTR CI Update
of PTR Status
You do not have security to
access this employee
You do not have security to
access this PTR
PTR does not need to be
approved at this time
%1 PTR has been applied to Job
Data for %2
21025
82
When calculating Comprate
21025
83
No action is required at present
time
Financial Services | Data Management Revised 9.9.2011
Employee returned from temporary
hold and will receive a paycheck
Select different position or change
recruitment type.
The position number you selected is
not stipend eligible. Select different
position or change recruitment type.
The position number you selected is
not stipend eligible. Select different
position change recruitment type
Department-level security does not
permit you to access this employee.
You are trying to access a PTR that
does not need approval at this time.
This e-mail is to inform you that the
respective records in PeopleSoft have
been updated with the PTR data for
the employee listed in the e-mail
subject line.
40625.8807775231Please limit the
date range so that you do not exceed
the maximum number of pay periods
per year which is 25
Page 61
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
21025
84
Change in Action to HIR and
Reason to ADD
21025
85
Action changed back to %1
21025
86
Existing PTR for Emplid %1 Empl
Rcd# %2 will not allow a new
PTR to be created
21025
87
Additional Job not allowed at
this time due to pending %1
transaction for %2
21025
88
System encountered a critical
error %1
The new position number you have
entered has resulted in a change in
benefit record number. This is due to
a change in one or all of the fields:
Reg/Temp Officer Cd and/or Empl
Class. Due to this your transaction has
been changed to a HIR/ADD where you
will be required to enter Salary.
The new position number you have
entered has undone the prior change
in benefit record number due to a
change in one or all of the fields:
Reg/Temp Officer Cd and/or Empl
Class. Due to this your transaction has
been changed back to the initial value
you selected on the PTR splash page.
Please make sure to select the
appropriate Reason
Existing PTR data is causing a conflict
with the new one you are trying to
create. Please wait for this PTR to be
approved processed and archived
before creating a new one for the
given Emplid/Empl Rcd#. If this PTR
has already been approved and
processed please archive it.
The new position number you have
entered has resulted in a change in the
benefit record number. Due to an
already existing PTR the system cannot
change the action/reason to HIR/ADD.
Please wait for the open PTR to be
approved applied to production and
archived before attempting this
change.
The system tried to update Job data
with your PTR but encountered a
critical error. Please work with your
Data Management representative to
have your PTR applied to Job.
21025
89
%1 processing continues...
21025
90
Update Job
21025
91
Please select either a
Promotion
21025
92
Your security does not allow
you to perform this transaction
for employees outside of your
Financial Services | Data Management Revised 9.9.2011
40625.8807775231You do not have
security to perform a pay change on
the employee unless you also perform
a Promotion Demotion or Lateral
Transfer.
Page 62
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
security
21025
93
The transaction you selected
will be routed to OHR Benefits
for Approval
Please select a valid
recruitment type
Job opening is not valid
21025
94
21025
95
21025
96
21025
97
21025
98
21025
99
21025
100
Query access is incorrect for
the query %1.
21025
101
No users found for %1
21025
102
No valid approval steps for PTR
%1 on path %2.
21025
103
Could not update PTR %1 status
to %2. Returning status to In
Process.
21025
104
21025
105
Approval Submission Failed PTR saved as draft
Unable to update PTR to
Canceled status for PTR %1.
Returning status to In Process.
21025
106
Cannot change A12 to non-ACD
position
A workflow instance already
exists for this PTR.
You currently do not have any
pending PTRs to approve
No path found for action %1
User has no pending step to
return for PTR %1
Financial Services | Data Management Revised 9.9.2011
The recruitment type you selected is
not valid for students.
You have selected a job opening that is
not valid for students.
This PTR already has existing workflow
so a new instance cannot be launched.
M40625.9177837963There is not
workflow path for the PTR action for
the employee type listed. Please
contact your Data Management
Representative before trying to
submit.
Your query security is incorrect for the
query listed above. Please contact
security.
40625.9177837963There were no
approvers found for the approval level
above. This PTR remains in Draft
status. Please contact your Data
Management Representative for
assistance.
No valid approval steps have been
found for this transaction. Please
contact your Data Management
Representative for assistance.
The PTR listed above was not
processed properly. Please contact
your Data Management
Representative for assistance.
Workflow process is unable to move
pending step to canceled. Please
contact your Data Management
Representative for assistance.
The system is unable to find the
approval step that you are authorized
to return for the current PTR. Please
contact your Data Management
Representative for assistance.
Page 63
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
21025
107
Please provide a comment
21025
108
21025
109
Text entry is limited to 250
characters. You have %1
characters.
Limited to 250 characters
21025
110
Proposed Data
21025
111
View Approvers
21025
112
Approve PTR
21025
113
Return PTR
21025
114
Cancel PTR
21025
115
View PTR
21025
116
Proposed Data
21025
117
Details
A comment is required. Please provide
a comment and submit again.
A comment cannot be longer than 250
characters. Please shorten your
comment and submit again.
Comment length is limited to 250
characters.
Title for main grid on PTR Work list
page.
Wording for the tool tip on the
approvers button on the main grid of
the PTR Work list page. Also used as
the wording in the icon legend.
Wording for the icon legend on the
PTR Work list page.
Wording for the icon legend on the
PTR Work list page.
Wording for the icon legend on the
PTR Work list page.
Wording for the icon legend on the
PTR Work list page.
Tab label for first tab on main grid on
PTR Work list page.
Tab label for second tab on main grid
on PTR Work list page.
21025
118
21025
119
21025
120
21025
121
21025
122
The PTR for %1 %2 has been
approved.
The PTR for %1 %2 has been
returned.
A PTR with Action/Reason %1
already exists for this
Emplid/EmplRcd# created by
%2
You have exceeded the
maximum number of Additional
Jobs to have open as PTRs at
one time.
%1 PTR has been canceled for
%2 (%3).
21025
123
%1 PTR has been returned for
%2 (%3).
Financial Services | Data Management Revised 9.9.2011
The maximum number of open PTRs
for Additional jobs is set at 10.
This e-mail is to inform you that the
PTR for the employee listed below has
been canceled. For your reference this
notification was generated by Process
Instance: %4.
This e-mail is to inform you that the
PTR for the employee listed below has
been returned. For your reference this
notification was generated by App
Engine job ASU_AW_NOTIF Process
Instance: %4. Please review your work
list for details: %9
Page 64
MESSAGE_SET_NBR
MESSAGE_NBR
MESSAGE_TEXT
DESCRLONG
21025
124
%1 PTR for %2 (%3) needs your
approval.
21025
125
%1 PTR for %2 (%3) has final
approval.
21025
126
You have pending PTR
approvals
21025
127
21025
128
21025
129
End date must be less than or
equal to 8/7/11.
Salary must be 0 for Student
Worker V employees.
Step %1
This e-mail is to inform you that the
PTR for the employee listed below has
been requires your approval. For your
reference this notification was
generated by App Engine job
ASU_AW_NOTIF Process Instance: %4.
Please review your work list for details:
%9
This e-mail is to inform you that the
PTR for the employee listed below has
been approved for entry into Job Data.
For your reference this notification
was generated by App Engine job
ASU_AW_NOTIF Process Instance: %4.
Please review your work list for details:
%9
You have %1 PTR's awaiting your
approval. Please click the link to
review your work list: %2
Summer transactions must end on
8/7/11.
21025
130
21025
131
Start date must be greater than
expected end date of %1
User insert failed for step %1
Financial Services | Data Management Revised 9.9.2011
There are no users assigned to step %1
%2. The transaction will be set to draft
status please contact your Data
Management Representative for
support.
The workflow was unable to insert one
of the users. This will mean that an
approver who should be able to
perform approvals will not be included
as an approver for this PTR. Please
review the approvers from your work
list and contact HR if the listed
approver will be required to process
this PTR.
Page 65