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Step 1

• Log into your account

Step 2

• Navigate to the OTHER tab on the main taskbar and select RF HR E-Forms

Step 3

• Select the appropriate appointment form type
• What is this form used for?
  • Student Appointment Form – Used to appoint or extend an employee who is currently enrolled as a full time SUNY student.

Step 4

• Check the box if the employee is currently on the RF payroll or has been on the RF payroll within the past three years

• This check box can be used to reduce the number of required fields in the employee data section.

• Check box if employee will also be working for ���غ��� or will hold another assignment with the RF during this assignment.

• This check box will inform RFHR of any potential issues with dual employment.

Step 5

• Complete all required Employee Data Fields
• Note: The employee's B-Mail is preferred. If needed, please use the Employee Data Request form to obtain this required information from your employee.

Step 6

• Complete all required Assignment fields

• • Note:
    • Research Aide: To be used for hourly undergrads
    • Senior Research Aide: To be used for hourly grads
    • Research Project Assistant: To be used for salaried grads

Step 7

• Complete all required Degree fields
• Note: The anticipated graduation date drives employment eligibility for the RF. If you do not know this information please obtain it from the student directly

Step 8

• Complete all required Salary Fields

• Please review the helper text as you make changes to the student group and payment rate fields.

• Note:

• Hourly undergraduate and hourly graduate student employees are not eligible for RF insurance.  Salaried graduate student employees are eligible for RF insurance if they meet the .
• Please ensure the students hourly rate is meeting guidelines.

Step 9

• Complete all required Fund Source fields
• Note: The % Charged field must reflect the percentage being charged to that award and not a monetary value. If split across multiple awards the total percentage must equal 100%.
• Please ensure your award is open/active through the end date on the appointment form. If the assignments end date is beyond the award end date we will not be able to process the eform as requested. We will end the assignment using the award end date and make a comment on the eform

Step 10

• Complete the Notes/Explanations field (Optional)
• Utilize the Notes/Explanations section to inform the Human Resources Team of any unique circumstances within your request.

Step 11

• Complete the Documents field (Optional)
• Utilize the Documents section to add additional supporting documentation.
• What should I attach to an E-Form?
  • Depending on the type of form you use your attachments could vary. They could range from a current job description, a change in ones work responsibilities, an offer letter, an affirmative action form, a cost transfer document, etc. Please reach out to RF HR should you have questions on what you are attaching to the e-form.

Step 12

• Search for the PI/Authorized Signatory
• The PI/Authorized Signatory field is directly linked to ones b-mail. If the PI/Authorized Signatory is the Originator of the form the e-form, once submitted, will flow directly to Human Resources (or additional approver if applicable).  If the Originator is different than the PI/Authorized signatory, the e-form will route to the PI/Authorized Signatory for approval (and additional approver if applicable) and then to Human Resources for final review and inputting.
• Note:
  • If the Originator of the e-form is completing this on behalf of the PI/Authorized Signatory and will also sign on their behalf, you should enter comments in the explanations section.

Step 13

• Enter Additional Approvers (if applicable)
• Use this option when an Additional Approver is required on the e-form.
• Note:
  • Adding an Additional Approver will require that approver to take action before the workflow will move forward.

Step 14

• Select “Are you signing this on behalf of a person?”
• Select this box if you are completing the e-form on behalf of a Principle Investigator. Use the Explanation box to support this action (ie: Signature Authority).

Step 15

• Click on Submit
• What email notifications will I receive?
  • You will only receive email notifications for your required actions. This will typically be to review and/or approve an e-form.

Step 16

• Once the completed form is submitted you will see a history log of your submittal on the left-hand side of the page.
• The history shows the current review step the form is in and the form history. Although you have view access, you will not be able to make any changes once the step moves beyond your assigned task.

Step 17

• You can review outstanding workflows, assignments, and your history by clicking on the Bell icon in the upper right-hand corner next to your name.
• Note: If a form is received by RF HR and there are corrections needed, we will send the e-form back to the Originator with notes. Any delay in getting RF HR a completed and accurate form could lead to a delay in the processing of your form.