Our offices are located on the 10th floor of the CEHD building.
Human Capital Management
Who do employees contact to request employment verification information?
Employees should send an email to [email protected] to request employment verification information.
What is the process for requesting practitioner access to OneUSG?
What is the process for requesting a workflow change in OneUSG?
Which OneUSG transaction is used to hire a Non-Paid Affiliate?
You should use the GSU Affiliate form (Contingent Worker Form) – navigation to the form is as follows:
Manager Self-Service -> My Forms ->Fill Out a New Form -> GSU Affiliate Form
When are official Georgia State University Clearance Forms needed?
Official clearance forms are needed when an employee is exiting the university. If an employee is transferring to another unit within GSU, there may be an internal departmental clearance process, but the official GSU clearance form is not needed.
If an employee is leaving the university, how do they request an exit interview?
The exiting employee should provide their personal email address to their business manager/supervisor prior to their last day of work. The business manager/supervisor will pass this information along to the CEHD HR team, who will request the exit interview when submitting the resignation notice to the Office of Employee Relations.
Are employees required to return all Georgia State University equipment to their department when leaving the department/university, even if the items were purchased using grant funds?
Yes, all equipment must be returned upon exiting the university, regardless of the funding source.
How long can a staff position be posted in Taleo?
A minimum of three days and up to two weeks. If you do not have a viable applicant pool in that span of time, you may code the applicants in your pool and request that the posting be reopened. Post-doc positions may be left open until filled, if requested.
Am I required to check search candidate references when conducting a staff search?
Yes, checking references is required prior to recommending a candidate for hire.
At what point should a hire transaction be initiated for a newly hired staff employee?
Once you receive notification that the individual has formally accepted their written offer letter, you may initiate the appropriate hire transaction in OneUSG.
What is the earliest start date that can be selected for a new staff hire?
The earliest start date to select for a new staff hire is two weeks from the date all requested information (interview evaluation forms, coding applicants, proposed start date, proposed salary and justification memo, if required) is submitted.
Can I offer a finalist of a staff search more than the posted salary range?
Yes, however, it will require a justification memo explaining the salary being offered. Also, if the finalist is an internal candidate (current Georgia State University employee), and the salary offered is 10 percent or more of their current salary, the department will need to submit an Advanced Salary Increase (ASI) form, in addition to the justification memo.
Graduate Assistants (GA) and Part-Time Instructors (PTI)
How do I know if an official transcript that was sent from another university has been received by CEHD HR?
Please email the transcripts inbox ([email protected]) with inquiries.
How do I request a transcript for a Georgia State University alumnus that is being considered for employment?
Submit a request to the [email protected] inbox and include the full legal name, panther ID number and specific degree the department is requesting.
Can multiple employees have the same position number?
Regular faculty and staff positions are single incumbent positions. Multi-incumbent position numbers are allowable with temporary positions that have the exact same attributes (i.e., speedtype, compensation, supervisor, etc.).
How do I obtain approval for a GA or PTI who will exceed 2.5 appointments or the compensation max?
Submit a justification memo signed by the department chair to the [email protected] inbox. Your request will be reviewed and submitted for approval by the dean.
In what instance should a partial MFE packet be submitted and what documents should be included in the partial packet?
Documents submitted for an abbreviated MFE packet can change, depending on the circumstances of the request. Noted below are two common instances for submitting a partial packet:
- If an active and approved to teach GTAB or PTI has obtained a new degree, the new transcript and updated CV will need to be submitted as the partial MFE packet.
- If a GTAB or PTI has been inactive in OneUSG for more than 12 months and no personal details have changed (i.e., legal name or degree), the MFE cover letter, personal data form, CV, and TAF (PTI’s only) will need to be submitted as the abbreviated MFE packet (transcript is not needed for this occurrence).
Can a GA or PTI be hired and show up in OneUSG under two different departments?
GAs/PTIs may work in multiple departments or colleges as long as they do not exceed 2.5 appointments, but they will only populate in OneUSG under their home department or college that hired them first.
Who should sign in section C, (current hirer/initiator) of the PF2A hire form?
The current hirer/initiator is the employee who will be supervising the GA during their scheduled appointment, and therefore should sign in section C of the PF2A form.
Graduate Assistant (GA) - Tuition Waivers
Are part-time instructors (PTI) eligible to receive a tuition waiver?
No, PTIs are not eligible for tuition waivers.
Can international students receive tuition waivers?
Yes, if the student is hired as a GA and is lawfully present in the U.S. (here on a student visa).
Do departments need to submit tuition waiver requests for GAs holding annual appointments every semester?
Yes, departments are required to submit a new tuition waiver request every semester that corresponds to the annual appointment. A new PF2A is not required.
At what point is a justification memo required to be submitted along with a GA tuition waiver request?
A signed justification memo is required when requesting a tuition waiver any time after the Friday of the first week of classes, for the current semester. The memo must be on a department letterhead and signed by the department chair.
Why can’t I edit my employee’s timecard?
Timecards are closed on the date that time is due (typically the Monday of a new pay period) Timecards open for edits on the Wednesday morning after timecards were due. Those edits will take place on the next biweekly payroll.
What are the payroll deadlines for different types of employees?
You can view the payroll calendars at the: Payroll, Time and Absence page. You must also allow at least 72 hours for Dean’s Office reviews/approvals of documents and transactions.
When is it appropriate to submit an off- cycle payment request?
An off-cycle payment request is used if an employee misses a regularly scheduled payment. A department may submit a request to have the employee paid sooner than their next scheduled pay date. Off-cycle payments are an exception to regular payroll processing and should never be substituted for the timely processing of employee pay. Off-cycle pay requests should be at a minimum and will be reviewed on a case-by-case basis. The form can be found at the following link: Off-Cycle Payment Request form
OneUSG MSS Transactions
Which OneUSG transaction is used to hire a non-paid affiliate?
You should use the GSU Affiliate form (Contingent Worker form). Navigation to the form is as follows: Manager Self-Service -> My Forms ->Fill Out a New Form -> GSU Affiliate Form
How can I tell if my hire form has been approved?
Check Job Data to see if the individual is showing up as an active employee.
I need to hire a temporary employee (fee-based, temporary, student assistant, work study student, GA or PTI) but I do not have a vacant position number; how do I request one?
Initiate an Add/Change Position transaction in OneUSG to change another vacant position number to the position type that you need.
If an employee is leaving the university and is not transferring to another USG institution, when do their benefits expire?
Benefits will expire on the last day of the month in which the employee resigns/is terminated.
Where can I find the university’s holiday schedule?
On the Benefits page