ARS Updates

ARS Approval ID Validation Edit
November 26, 2003

ARS Approval ID Validation Edit

Effective December 2, 2003, there will be a new edit in PHR that will validate the ARS Approval ID for appointments within Academic Affairs units.

Academic Affairs units are instructed to acquire approval in ARS prior to submitting a corresponding appointment for approval in PHR.

In ARS, an ARS Approval ID is system generated when the ARS appointment receives final approval.

In PHR, on the "Release Data for Approval" screen, the PHR Creator enters the ARS Approval ID just prior to releasing the appointment for approval. Upon selecting “Release for Approval", PHR will validate the ARS Approval ID entered with the ARS Approval ID's that exist in ARS. If it finds a match between ARS Approval ID's, it will then look for an exact match on U ID, Unit Code and Position Number between the data entered in PHR and that which was approved in ARS. If it does not find a match, the appointment in PHR will not be released. The PHR Creator will need to verify the data entered within PHR and ARS to determine the mismatch and/or contact Academic Affairs for assistance with the resolution.

The validation edit will be performed for the following population:

1. Category Status:
   • 01 – Faculty Tenured
   • 02 – Faculty on Tenure Track
   • 03 – Faculty Non-Tenured, Regular
   • 15 – Faculty Continuing
   • 33 – Exempt
   • 34 – Exempt Hourly
   • 36 – Faculty Hourly
   • 37 – Faculty Non-Tenured, Non-Regular
2. Unit Codes that begin with 0120, 0140 & 0142 (Academic Affairs Units)
3. New Appointments and Changes to Salary or FTE

What is compared in validation edit:

The validation edit compares the ARS Approval ID entered in PHR on the "Release Appt for Approval screen" with one from ARS and then requires an exact match on:

• Unit Code
• U Id
• Pos Num

The following populations were not included in the edit:

1. Non-Paid Appointments:
   During the summer time frame, specifically ppds 26, 1, 2 & 3, non-paid appointments with “supervisor of work group” records are processed in PHR for those 22 pay faculty who supervise “time entry” employees. Since these appointments would not have a matching record in ARS, all non-paid appointments were excluded from the edit.
2. Event/Fee Appointments (and Summer Appointments):
   The "Event/Fee" payment method is also used for fee based appointments and event specific appointments, such as those who are here for less than 30 days and do not receive an appointment in ARS. Since these appointments would not have a matching record in ARS, all event/fee appointments were excluded from the edit.
3. Teaching Overload Appointments:
   Teaching Overloads are processed as appointments in PHR yet they are not processed as appointments in ARS. Since these appointments would not have a matching record in ARS, all teaching overload appointments were excluded from the edit.