Managers have their own role in IC HR Cloud, with its own set of functions. Some of these functions can be performed by the Managers themselves, while others will be performed by Human Resources. See below for a list of functions managed by HR, followed by a list of those performed by Managers with instructions on how to complete these tasks.
Audience
This article is intended for managers with direct reports.
Platform
IC HR Cloud
Contents
Functions Performed By Human Resources
Human Resources will perform the following functions on behalf of managers:
- Submit new hires
- Submit transfers and promotions
- Submit re-hires
- Submit a change of assignment
- Add assignment
- Create/update a position
- Create/update a department or division
To request the above changes, please use the HR Request Form located in IC Workflow.
Functions Performed By Managers
As part of manager self-service IC HR Cloud, managers will be able to:
- View employment information for direct reports
- Submit salary changes
- Submit terminations
- Complete Performance Review transactions
- Complete Annual Review transactions
- Complete Workflow approvals
See below for instructions on performing these functions.
My Team
The My Team app is used to view and edit employment information for direct reports, submit salary changes, and submit terminations.
Click on the My Team menu and the My Team icon shown below to enter the My Team app:
Fig.1 My Team icon - Located under Apps when clicking the My Team menu near the top of the screen.
View Employment Information For Direct Reports
In the My Team app under Workers, you can see all of your direct reports as well as their employee ID numbers. To view an employee’s employment information, Click on the employee’s name. You will be taken to the Employment Info page.
The Employment Info page will display the Assignment, Manager(s), and the Employment History for that employee.
Click the to the right of Employment History to display a time line of the employee's history with the College.
Submit Salary Change
In the My Team app under Workers:
- Click the Ellipsis (...) to the right of the employee you would like to receive the salary change.
- In the drop-down list, Scroll down and Click Manage Salary. You will be taken to the Change Salary page.
Fig.2 Workers section on My Team page - Ellipsis on right side of screen contains list of actions. Manage Salary action located in list of actions.
On the Change Salary page, complete the When and Why, Salary Details, and Add Comments and Attachments sections.
When and Why
- Select the first day of a pay period as the start date for the salary change in the field on the left.
- Select the appropriate Action Name from the drop down menu on the right.
- Click Continue.
Salary Details
The Salary Basis and Salary Amount should reflect what is currently recorded. You are able to adjust the employee’s salary either through a US Dollar amount or percentage amount (Adjustment Amount or Adjustment Percentage). Both fields will reflect the correct value depending on what is inputted in the other field.
- Input the correct USD value for Adjustment Amount OR input the correct percentage value for Adjustment Percentage.
- Once all fields have been completed, Click Continue.
Add Comments and Attachments
- Add comments or attach documents (optional).
- Once all sections and fields have been completed, Click Submit in the top-right corner of the page.
Submit Termination
THIS PROCEDURE SHOULD ONLY BE USED BY A SUPERVISOR TERMINATING A DIRECT REPORT; TO SUBMIT A TERMINATION FOR AN EMPLOYEE THAT IS NOT YOUR DIRECT REPORT, PLEASE USE THE
HR REQUEST FORMIn the My Team app under Workers:
- Click the Ellipsis (...) to the right of the employee whose work relationship is being terminated.
- In the drop-down list, Scroll down and Click Terminate. You will be taken to the Terminate Work Relationship page.
On the Terminate Work Relationship page, complete the When and Why, Enter Termination Info, and Add Comments and Attachments sections.
When and Why
- Select the appropriate action name from the top-left drop down menu.
- Select the reason for terminating the employee from the bottom-left drop down menu. This field is not required.
- Select the date of notification in the top-right field.
- Select when the termination will take effect in the bottom-right field. The effective termination date should be the employee’s last day of work.
- Once all fields have been completed, Click Continue.
Enter Termination Info
- Select the desired option for when user access will be revoked from the left drop down menu.
- Select the status for the employee’s recommendation for rehire from the right drop down menu.
- Once both fields have been completed, Click Continue.
Add Comments and Attachments
- Add comments or attach documents (optional).
- Once all sections and fields have been completed, Click Submit in the top-right corner of the page.
Complete Performance Review Transactions
For detailed instructions on completing performance reviews as a Manager, please see the Performance Review for Supervisors article.
Complete Annual Review Transactions
This section is in progress and will be updated when completed.
Complete Workflow Approvals
Line managers, and applicable supervisors may need to approve employee transactions from time to time, for such actions including but not limited to recruiting, employment, payroll, budget and compensation. Approvers should receive all approval actions via IC email, but can also approve all workflows directly through IC HR Cloud. The process is as follows:
- Log into IC HR Cloud.
- Select Tools > Worklist.
- After selecting the Worklist app, you will be directed to a page titled Worklist: Notifications and Approvals. You can view Tasks that have been assigned to you by selecting My Tasks. You can also search by employee name or by action (Ex: "John Smith Change Manager") and select the magnifying glass to search.
- When you select the transaction awaiting your approval, choose the appropriate action (Approve / Reject). The transaction will either complete or move on to the next available approver.
Alternatively, next-level supervisors can approve transactions assigned to their direct reports. This is particularly useful as a next step when assignees may be out of office. Next-level supervisors will follow the same process outlined above: IC HR Cloud > Tools > Worklist.
- After selecting the Worklist app, select the dropdown next to My Tasks and select My Staff Tasks. You can view all Tasks that have been assigned to your direct reports in My Staff Tasks. You can also search by employee name or by action (Ex: "John Smith Change Manager") and select the magnifying glass to search.
- When you select the transaction awaiting your approval, choose the appropriate action (Approve / Reject). The transaction will either complete or move on to the next available approver.