1. HRMS Labor Inquiries

2. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 2 Session Organization This session was designed to be instructor led and follows traditional tutorial activities you may have been previously exposed to. In this session the instructor will present to you information about how to use HRMS and – at times - ask that you complete activities/exercises in this manual. During this session you will find that following along in the manual will help you to complete this session successfully. Please avoid trying to use your computer until asked to do so. Session Manual Key Discussion : Look, listen, interact, and learn! These pages will focus on concepts, highlight certain topics/items, or even ask for your feedback. Procedure : Look, listen. That’s basically it…watch the demonstration and follow along in your manual. On Your Own Activity: The instructor talked about it, you’ve seen it…now perform the task following the steps provided. Exercise: Test your knowledge and skills! Complete the exercise per the instructions. If you need help…just ask! We want you to succeed.     

3. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 3 Session Agenda Review: HRMS Concepts Topic 1: Define FOAPAL and Index Codes Topic 2: HR Positions and E-classes Lesson 1: Employee Labor Inquiries Topic 1: Employee Labor Distribution Inquiry Lesson 2: Position Labor Inquiries Topic 1: Position Budget Inquiry Topic 2: Position Labor Distribution Inquiry Lesson 3: Labor History Inquiries Topic 1: Payroll Distribution Inquiry Topic 2: Earnings Inquiry 

4. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 4 Session Overview The Banner 2000 Human Resource Management System (HRMS) has the ability to perform inquiries on labor information using forms. These inquiries are performed using virtually any type of form such as inquiry, maintenance, and application forms. This session will focus on the most popular inquiries you might use on the job. HRMS is similar to the current Human Resources System; where applicable, we will identify the equivalent HRS screen for each form. 

5. Review: HRMS Concepts

6. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 6 Overview All Banner modules at WSU (FMS, HRMS, SIS, etc.) work in conjunction. Quite often, HRMS users will need to interact with the FMS financial data in HRMS forms to learn about budgets, and salaries. To effectively use any such financial-related functions, you must understand the concept of FOAPAL. Perhaps the most significant change in the way WSU does business has to do with how HRMS treats positions. The basic change is that each employee will receive a position number that is unique to them. However, assuming an employee leaves WSU, an employee who is hired to replace them, can assume that position number. In the next few pages you will review the meaning of FOAPAL codes and how positions and employee classes (E-classes) are defined. Review: HRMS Concepts Overview & Agenda Agenda Topic 1:Define FOAPAL and Index Codes Topic 2:HR Positions and E-classes  REVIEW: HRMS & WSU BUSINESS PROCESSES Overview & Agenda

7. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 7 Topic 1: Define FOAPAL and Index Codes The FOAPAL string of codes is the core of the Banner Financial Management System (FMS), and, as such, is very important to all HRMS users. FOAPAL is the hierarchy coding system FMS uses for classification, budgeting, and recording. It also gives users the ability of reporting and making inquiries at multiple levels. Let’s briefly recall what the elements that comprise FOAPAL are: Fund Organization Account Program Activity (not currently used at WSU) Location (not currently used at WSU; except for plant fund) What you will review in this topic: The definition of FOAPAL terms The definition of FOAPAL acronyms The definition of a Index Code and how it relates to FOAPAL Items needed to complete this topic: None  REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes

8. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 8 Discussion: Define FOAPAL Terms Fund identifies the source from which the money is being drawn. ( NOTE: in General Fund, “ Fund ” = “ Boardline ” in most cases) Organization identifies the budget unit of the school, college, division, or department that is processing the transaction. Account identifies what financial activity is being recorded. Examples: assets, liabilities, fund balance, revenues, expenditures, transfer. (NOTE: Account is the new term for the old HRS Object code) Program identifies the purpose of the transaction.  REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes Other Useful Terms Chart of Accounts is a systematic classification of accounts within HRMS. WSU uses only one COA: W Pool Accounts are account codes where budget is loaded.

9. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 9 Discussion: Define the FOAPAL Acronyms AcronymCOAFOAPAL ElementChart of Accounts FundOrgani- zation AccountProgramActivityLocation Identifies Where the money is drawn from Budget unit of the School, College, Division, or Department processing the transaction What financial activity is being recorded Purpose of the transaction N/APhysical Location Maximum # of Characters per Field 1666666  REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes

10. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 10 Discussion: Define Index Code and How It Relates to FOAPAL Index Code is a six character code that serves as a shortcut to many of the FOAPAL string combinations. (NOTE: Index Code is the new term for the old HRS A ccount Number ) The index code will typically automatically populate the Fund, Orgn, and Prog fields! Note that you must always provide the Account Code (Acct) yourself. This is important to remember when performing inquiries based on a specific FOAPAL string.  Index Code REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes

11. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 11 Topic 2: HR Positions and E-classes As stated before, the most significant change in how HRMS affects WSU business processes is its treatment of position numbers. Over the next few pages, you will learn how to make the transition from the “old” way to the “new” way…the HRMS way. What you will review in this topic: The comparisons between HRS and HRMS positions and position numbers The numbering conventions for positions The comparisons between HRS and HRMS of E-Classes and other information Items needed to complete this topic: None  REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-classes

12. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 12 Discussion: Compare HRS & HRMS Positions & Position Numbers  HRSHRMS Any general fund position is defined as a six digit number Inability to track positions (i.e. who belongs to what department) No departmental ownership Each * employee who receives benefits (I.e. “regular” employee) from WSU will have an individual position number that is specific to that employee’s job while at WSU. Position number no longer has any relation to funding. Funding for a position is now detailed in its unique FOAPAL strings. Ability to track positions Position ownership is now transferred to the department Few group positions (i.e. student position) Group positions are not considered to be at the department level Now known as pooled positions Pooled positions can have more than one occupant Employees in groups where the relationship with the university is more casual will have pooled positions. Pooled positions are at the department level * Except graduate student assistants REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-classes

13. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 13 Discussion: Compare HRS & HRMS Positions & Position Numbers  Other Considerations A person should not have more than one position number unless they are working two separate jobs. If you leave WSU, your position number will still exist and another employee may assume your position and position number. REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-classes

14. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 14 Discussion: Numbering Conventions for Positions  Position numbers will begin with their respective single-character acronym (see below) followed by five numbers beginning with 99999 and descending from that number (see table below for listing). Position GroupSingle-Character Acronym Example of Employee PooledPStudents, Technicians, Part-time Faculty, and Graduate Assistants Academic StaffAAAUP-AFT Members, Job Group “G”, Librarians, Academic Advisors, Financial Aid Officers, Academic Services Officers FacultyFJob Group “E” & “4”, Professors, Assistants, Associate Professors ResearchHJob Group “H”, Research Assistants, Research Associates *TemporaryTUnique position! STFP, Temporary Lecturer Non-Academic StaffNEveryone else. I.e. President,Deans, Custodians, 1710 Object Codes *NOTE: No specific E-Classes will normally be assigned to this category. Temporary positions for all of the Non-pool categories may be created here. REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-classes

15. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 15 Discussion: Compare HRS & HRMS Regarding E-Classes & Other Information  HRSHRMS Job Groups (AKA Job Codes)Employee Classes (E-Classes) E-Classes define your relationship with the university by identifying your benefits, leave accruals, etc. For a list of E-Classes, please reference the “HRS to HRMS Codes Crosswalk” document. Department CodesNow known as Home Department or Home Organization Naming convention is the letter “H” followed by the first four characters of the current department code. REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-classes

16. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 16 Review: HRMS and WSU Business Processes In this Lesson you reviewed: FOAPAL Information FOAPAL= Fund, Organization, Account, Program, Activity, Location The Organization code in FOAPAL is the budget unit of the school, college, division, or department. The Account code is the new term for the old HRS Object Code. Position Information A position number will stay with an employee. EXCEPT, in major changes to their position such as leaving a department, leaving WSU, or receiving a promotion. E-classes Formerly known as Job Groups in HRS For a list of E-Classes, please reference the “HRS to HRMS Codes Crosswalk” document.  REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-classes

17. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 17 Lesson 1: Employee Labor Inquiries Overview & Agenda Lesson Overview: HRMS can provide employee information such as an individual’s terms of employment, compensation information, and visa information. To search for such information, HRMS stores this data in the Employee Jobs Form (NBAJOBS). In this lesson, given a name, you will identify information about an individual’s employment, position, salary, and any applicable international information. Lesson Agenda: Topic 1:Employee Jobs (NBAJOBS) Inquiries  LESSON 1: EMPLOYEE LABOR INQUIRIES Overview & Agenda

18. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 18 Topic 1: Employee Labor Distribution Inquiry By using the Employee Jobs Form (NBAJOBS), you can view what accounts are used to pay an employee for a specific position. What you will learn in this topic: How to perform inquiries about employee jobs using the Employee Jobs Form (NBAJOBS). Items needed to complete this topic: Employee ID/Name Employee’s position Employee Jobs Form (NBAJOBS)  LESSON 1: EMPLOYEE LABOR INQUIRIES Topic 1: Employee Labor Distribution Inquiry

19. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 19 Procedure: Employee Labor Distribution Inquiry 1.In the Main Menu Direct Access field enter NBAJOBS and then press ENTER. 2.Enter the Employee ID, or click on the search button to search using the Employee Search Form (POIIDEN). 3.Enter the Position ID, or select the appropriate position for the employee by clicking on the search button in the POSN field. This will open a window giving you access to a List of All Positions and a List of Employee’s Jobs (on form NBIJLST).  2 3 LESSON 1: EMPLOYEE LABOR INQUIRIES Topic 1: Employee Labor Distribution Inquiry

20. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 20 Procedure: Employee Labor Distribution Inquiry (cont.) 4.Select the List of Employee’s Jobs (NBIJLST) link.  4 LESSON 1: EMPLOYEE LABOR INQUIRIES Topic 1: Employee Labor Distribution Inquiry

21. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 21 Procedure: Employee Labor Distribution Inquiry (cont.) 5.Select the appropriate position by double-clicking in the position field or select the position number then the Select icon. (Make note of the dates if necessary. The most current position is listed first.) 6.Move to the next block.  5 5 LESSON 1: EMPLOYEE LABOR INQUIRIES Topic 1: Employee Labor Distribution Inquiry

22. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 22 Procedure: Employee Labor Distribution Inquiry (cont.) 7.After you have selected the employee's job, the block GENERAL JOB INFORMATION is now displayed. 8.Click on the LABOR DISTRIBUTIONS link on the OPTIONS menu.  LESSON 1: EMPLOYEE LABOR INQUIRIES Topic 1: Employee Labor Distribution Inquiry

23. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 23 Procedure: Employee Labor Distribution Inquiry (cont.) After clicking on the LABOR DISTRIBUTIONS link on the OPTIONS menu, the Job Labor Distribution window of form NBAJOBS is now displayed The FOAPAL codes associated with this job are now visible. If there are multiple FOAPALs associated with this job, they will all be listed and their percentages should add up to 100 in the TOTAL PERCENT field in the lower right of the form  LESSON 1: EMPLOYEE LABOR INQUIRIES Topic 1: Employee Labor Distribution Inquiry

24. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 24 Discussion: Employee Labor Distribution Inquiry Results The Jobs Labor Distribution sub- form of the NBAJOBS form allows you to view the following FOAPAL distribution information for this job: COA (Chart of Accounts) Index Code Fund Code Organization Code Account Code Program Code Activity Code (currently not used) Location Code (currently not used) Percent (of total distributions)  LESSON 1: EMPLOYEE LABOR INQUIRIES Topic 1: Employee Labor Distribution Inquiry

25. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 25 On Your Own Activity: Employee Labor Distribution Inquiry Step:Actions: Go to NBAJOBS 1) Enter the employee ID number in the ID field.Enter the ID number: 000277969 2) Select the Position ID in the POSN field by clicking on the Search icon and selecting the List of Employee’s Jobs (NBIJLST). 3) Select the appropriate position from the List of Employee’s Jobs form (NBIJLST) by double-clicking on the POSITION NUMBER or single-click on the POSITION NUMBER then click on the Select icon in the toolbar. Select the position number: P99308 4) Move to the next block.From the Block menu: From the horizontal toolbar: 5) Click on the LABOR DISTRIBUTIONS link on the OPTIONS menu.  LESSON 1: EMPLOYEE LABOR INQUIRIES Activity: Employee Labor Distribution Inquiry

26. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 26 On Your Own Activity Review: Employee Labor Dist. Inquiry The Jobs Labor Distribution Window of the NBAJOBS form allows you to view the following FOAPAL distribution information for this job: COA (Chart of Accounts) Index Code Fund Code Organization Code Account Code Program Code Activity Code (currently not used) Location Code (currently not used) Percent (of total distributions) Note: The employee is actually paid from the labor account at the job level.  LESSON 1: EMPLOYEE LABOR INQUIRIES Activity Review: Employee Labor Dist. Inquiry

27. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 27 Lesson 1 Exercise: Employee Labor Distribution Inquiry Emmanuel Yorin ID: 000354911 Samuel Mobbisv ID: 000392148 What is the FOAPAL string associated with each person’s current position? Index(s) Fund(s) Organization(s) Account(s) Program(s) Index(s) Fund(s) Organization(s) Account(s) Program(s) Using your knowledge from this lesson answer the following question for both Emmanuel Yorin and Samuel Mobbisv: Note: It is possible to be paid from more than one FOAPAL/Index!  LESSON 1: EMPLOYEE LABOR INQUIRIES Exercise: Employee Labor Dist. Inquiry

28. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 28 Lesson 1 Exercise Review: Employee Labor Distribution Inquiry  Emmanuel Yorin ID: 000354911 Samuel Mobbisv ID: 000392148 What is the FOAPAL string associated with each person’s current position? (NBAJOBS, Job Labor Distributions) Index(s): 121861 441666 Fund(s): 111030 2545E Organization(s): 05H1 05A1 Account(s): 61121 61121 Program(s): 19 22 Index: 445012 Fund: 2809QC Organization: 05A1 Account: 6114 Program: 82 LESSON 1: EMPLOYEE LABOR INQUIRIES Exercise Review: Employee Labor Dist. Inquiry

29. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 29 Review: Employee Labor Inquiries LESSON 1: EMPLOYEE LABOR INQUIRIES Lesson Review  Form:Uses: Employee Jobs Form (NBAJOBS) HRS Equivalent: 16, L16, 116, L36 & 36 Typically used to view information about an employee’s job such as the following: Position Salary What accounts the employee is paid from

30. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 30 Lesson 2: Position Labor Inquiries LESSON 2: POSITION LABOR INQUIRIES

31. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 31 Lesson 2: Position Labor Inquiries Overview & Agenda LESSON 2: POSITION LABOR INQUIRIES Overview & Agenda Lesson Overview: Beyond performing inquiries on a specific employee, HRMS allows you to view budgetary information about a specific position. In this lesson, given a position number (or title), you will identify the following information: Budget available for the position Amount expensed within a position The FOAPAL string that is responsible for funding a position Lesson Agenda: Topic 1:Position Budget Inquiry Topic 2: Position Labor Distribution Inquiry 

32. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 32 Review Previous Learning Remember, FOAPAL is an acronym for: F = Fund Code: source from which the money is drawn. O = Organization Code: the budget unit. A = Account Code: identifies what financial activity is being recorded. P = Program Code: identifies the purpose of the transaction. A = Activity Code: (not used in HRMS). L = Location Code, not used in HRMS, is used only for plant funds.  LESSON 2: POSITION LABOR INQUIRIES Review Previous Learning

33. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 33 Topic 1: Position Budget Inquiry Budget information regarding a position is available using the Position Budget Form (NBAPBUD) Using NBAPBUD, you an view the following information about a position: Status (active, inactive, cancelled, or frozen) Effective dates Budgeted amounts Expensed amounts What you will learn in this topic: How to perform budgetary inquiries about positions using the Position Budget Form (NBAPBUD) Items needed to complete this topic: Fiscal year Position Number LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Budget Inquiry 

34. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 34 Procedure: Position Budget Inquiry 1.In the DIRECT ACCESS field, type NBAPBUD and then press the ENTER key. 2.Enter the Year desired in the FISCAL YEAR Field. 3.Enter the Position Number or click on the SEARCH icon to search using the POSITION LIST FORM (NBQPOSN). 4.Move to the next block.  3 2 LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Budget Inquiry

35. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 35 Discussion: Position Budget Inquiry Results NBAPBUD will display the following: A.Position Status: Active Inactive Cancelled Frozen B.Position Type: Single/Pooled (Single = Regular Employees/ Pooled = Graduate Assistants, etc.). C.Position Effective Dates (will be the beginning of the fiscal year) D.Other position statuses not covered under “Position Status”. (Reference the Crosswalk job aid titled “Position Status Tracking Attributes” for possible codes.)  2 B C A D LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Budget Inquiry

36. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 36 Discussion: Position Status Definitions  StatusDescription ActiveActive position status is used in HRMS Banner. The majority of positions should be in active status. InactiveInactive position status in HRMS Banner is used when a position is on hold it becomes active in NBAPBUD. This can be used for RTRT positions. It is not being used for positions that are funded from frozen positions. FrozenFrozen position status is used in HRMS Banner. This will be used when a position is at a standstill and cannot be used for a personnel assignment because a temporary position is being funded from the frozen position. CancelledCancelled (closed) position is used in HRMS Banner. An example of a cancelled position status is an elimination of a position due to budgetary constraints. LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Budget Inquiry

37. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 37 Procedure: Salary Budget Window (NBAPBUD) To access the Salary Budget, click on the OPTIONS menu and select Salary Budget. LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Inquire About Position Budgets  You’ll probably look at Salary Budget often!

38. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 38 Discussion: Position Budget Inquiry Results (cont.) Clicking on the SALARY BUDGET link on the OPTIONS menu allows you to view the following: A. Organization Code associated with the position B. Amount budgeted for the position C. Amount actually spent on this position D. Remaining balance for the position budget E. Budget FTE: Full-time Equivalent. 1.0= Full time, < 1.0= part-time i.e..5,.65 = part-time A B C D  LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Budget Inquiry E

39. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 39 Discussion: Position Budget Inquiry Results (cont.) NOTES: 1.WSU is not using the “Encumbered” feature for positions. 2.Any position on “soft-money” will have a value of 999,999. All others (even those PARTLY soft- money funded) will display the correct amount of budgeted salary. 1  2 LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Budget Inquiry

40. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 40 On Your Own Activity: Position Budget Inquiry Step:Actions: Go to NBAPBUD 1) Enter/verify the active fiscal year in the FISCAL YEAR fieldEnter the year 2002 2) Enter/verify the position number in the POSITION NUMBER field. Enter the position number: N99752 3) Move to the next block.From the Block menu: From the horizontal toolbar: 4) Open the Salary Budget sub-form by clicking on the SALARY BUDGET link on the OPTIONS menu.  LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Budget Inquiry

41. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 41 On Your Own Activity Review: Position Budget Inquiry Clicking on the SALARY BUDGET link on the OPTIONS menu allows you to view the following: A.HRMS Organization Code B.Amount budgeted for the position C.Amount actually spent on this position D.Remaining balance for the position budget E.Budget FTE A B C D  LESSON 2: POSITION LABOR INQUIRIES Activity Review: Position Budget Inquiry E

42. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 42 Topic 2: Position Labor Distribution Inquiry  LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Labor Dist. Inquiry Let’s assume you need to find where the funding is coming from for a specific position. Using the Position Budget Form (NBAPBUD) you can use the Position Labor Distribution link to view the account(s) that fund that position. What you will learn in this topic: How to perform inquiries about labor distribution Items needed to complete this topic: Position title or number

43. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 43 Procedure: Position Labor Distribution Inquiry With the NBAPBUD Salary Budget window still displayed onscreen, click on the POSITION LABOR DISTRIBUTIONS link on the OPTIONS menu. When an employee is assigned to a job, this labor distribution defaults until it is changed.  LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Labor Dist. Inquiry

44. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 44 Procedure: Position Labor Distribution Inquiry(cont.) In the Labor Distribution Window, the FOAPAL elements are now displayed. Index is a six character code that serves as a shortcut to many of the FOAPAL string combinations. For example, typing 153381 into the index field will populate all FOAPAL element fields except the Account Code.  LESSON 2: POSITION LABOR INQUIRIES Topic 1: Position Labor Dist. Inquiry

45. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 45 On Your Own Activity: Position Labor Distribution Inquiry Step:Actions: Go to NBAPBUD (if not there already) 1) Enter/verify the fiscal year in the FISCAL YEAR field.Enter the year 2002 2) Enter/verify the position number in the POSITION NO. field.Enter the position number: N99752 3) Move to the next block.From the Block menu: From the horizontal toolbar: 4) Open Salary Budget sub-window by clicking on the SALARY BUDGET link on the OPTIONS menu. 5) Open the Position Labor Distribution sub-window by clicking on the POSITION LABOR DISTRIBUTIONS link on the OPTIONS menu.  LESSON 2: POSITION LABOR INQUIRIES Activity: Position Labor Dist. Inquiry

46. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 46 On Your Own Activity Review: Position Labor Distribution Inquiry Clicking on the POSITION LABOR DISTRIBUTIONS link on the OPTIONS menu allows you to view the FOAPAL string associated with the position.  LESSON 2: POSITION LABOR INQUIRIES Activity Review: Position Labor Dist. Inquiry

47. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 47 Exercise: Position Budget Inquiry Athletic Trainer I Position Number: A99718 Fiscal Year: 2002 Deputy Dean Position Number: F97691 Fiscal Year: 2002 1. What is the status of this position? 2. What is the E-Class (Employee Class) for this position? 3. What is the budgeted salary for this position?  Using your knowledge from this topic answer the following questions: LESSON 2: POSITION LABOR INQUIRIES Exercise: Position Budget Inquiry

48. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 48 Exercise Review: Position Budget Inquiry Athletic Trainer I Position Number: A99718 Fiscal Year: 2002 Deputy Dean Position Number: F97691 Fiscal Year: 2002 1.What is the status of this position? NBAPBUD Active 2.What is the E-Class (Employee Class) for this position? NBAPBUD S2D9 3.What is the budgeted salary for this position? NBAPBUD Salary Budget link $34,084$80,000  LESSON 2: POSITION LABOR INQUIRIES Exercise Review: Position Budget Inquiry

49. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 49 Exercise : Labor Distribution Inquiry Athletic Trainer I Position Number: A99718 Fiscal Year: 2002 Deputy Dean Position Number: F97691 Fiscal Year: 2002 1. What is the Fund Code for this position? 2.What is the Organization Code for this position? 3.What is the Account Code for this position? 4.What is the Program Code for this position?  Using your knowledge from this topic answer the following questions: LESSON 2: POSITION LABOR INQUIRIES Exercise: Labor Distribution Inquiry

50. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 50 Exercise Review: Labor Distribution Inquiry The FOAPAL string can be found in: NBAPBUD/Salary Budget/ Position Labor Distributions Athletic Trainer I Position Number: A99718 Fiscal Year: 2002 Deputy Dean Position Number: F97691 Fiscal Year: 2002 1. What is the Fund Code for this position? 113100 2.What is the Organization Code for this position? 82A221 3.What is the Account Code for this position? 6113619 4.What is the Program Code for this position? 00  LESSON 2: POSITION LABOR INQUIRIES Exercise Review: Labor Distribution Inquiry

51. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 51 Review: Position Labor Inquiries  LESSON 2: POSITION LABOR INQUIRIES Lesson Review Form:Uses: Position Budget Form (NBAPBUD) HRS Equivalent: W45 Typically used to view information about budgets relating to a position such as the following: Status of a position When the position became effective Budget available for a position

52. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 52 Lesson 3: Labor History Inquiries LESSON 3: LABOR HISTORY INQUIRIES

53. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 53 Lesson 3: Labor History Inquiries Overview and Agenda LESSON 3: LABOR HISTORY INQUIRIES Overview & Agenda  Lesson Overview: In this lesson, you will learn how to use the following HRMS forms to perform inquiries about labor distributions from a historical standpoint: Labor Distribution Data Inquiry Form (NHIDIST) Employee Distribution Inquiry Form (NHIEDST) NOTE : As with all Inquiry forms, after submitting an inquiry (whether the results of the query were successful or not) it is a good practice to cancel the current query using the pull-down menu or the icon bar button. Lesson Agenda: Topic 1:Payroll Distribution Inquiry Topic 2: Earnings Inquiry

54. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 54 Review Previous Learning When performing inquiries/queries if there is not an option to make the query case sensitive; assume it is. Use the Employee Jobs Form (NBAJOBS) to inquire about an employee’s position. Use the Position Budget Form (NBAPBUD) to inquire about the budget and labor distributions of a specific position.  LESSON 3: LABOR HISTORY INQUIRIES Previous Learning

55. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 55 Topic 1: Payroll Distribution Inquiry LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry  Payroll distribution data is available for search using form NHIDIST. This information can be displayed using different criteria for searches, including the COA (Chart of Accounts), FOAPAL elements, category, and date range. You can also use NHIDIST to look at labor distributions for a specific employee from a historical standpoint as well as a financial standpoint for what payroll dollar amounts are being expensed to a particular account. You’ll also be able to see labor distribution changes for a specific person with a small degree of accuracy. Due to the systems lack of ability to enter retroactive changes to labor distribution this information may be incomplete. The history viewed here will not have the true effective date so it may be incomplete. For more accurate data, you should use an e- report (i.e. the Cumulative Labor Distribution by Fund/Org/Prog report). What you will learn in this topic: How to perform payroll distribution inquiries Items needed to complete this topic: Finance Document Number (if available) Date to query COA (“W” for Wayne State University) FOAPAL element(s) Employee ID/Name

56. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 56 Procedure: Payroll Distribution Inquiry 1.With NHIDIST displayed on your screen, fill in the COA field (Chart of Accounts) box (at the present time this will be W, and it should be filled in automatically). 2. Enter the FROM DATE field with the beginning date of the time period your inquiry will include and enter the TO DATE field with the ending date of the period you want your inquiry to cover. NOTE : When entering the To Date value, ensure that it corresponds to the Check Date for that pay period. If you need to see the check dates, you can look at the Payroll Calendar Rule Form (PTRCALN).  1 2 LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

57. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 57 Procedure: Payroll Distribution Inquiry (cont.) 3.Click on the ORGANIZATION field. At this point, specify the Organization Code to refine your search. Any of the other FOAPAL codes, such as Fund, Account, or Program, could also be chosen to refine your search yet the search procedure would not change. * If you do not have a valid Organization Code, click on the search button to display the ORGANIZATION CODE SEARCH FORM. You can also search for Fund, Account, or Program Codes as well as index and/or Finance Document Number by clicking on their search buttons.  3 LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry NOTE: If you have a Journal Voucher number, you can use that number in the Finance Document Number field…however, it isn’t required.

58. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 58 Procedure: Payroll Distribution Inquiry (cont.) 4.Scroll through the list or perform a query for specific records. 5.Double-click on the first field in the record to select it for inclusion in the ORGANIZATION field on NHIDIST. You will now be returned to form NHIDIST. Note: Searching for Fund, Account, or Program codes would display the search forms for those codes and the steps would not change.  5 LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

59. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 59 Procedure: Payroll Distribution Inquiry (cont.) 6.NHIDIST is now displayed again on your screen. The Organization Code you selected from FTVORGN (or entered in directly) is now visible. 7.Move to the next block. 8.The cursor is now in the lower part of form NHIDIST.  7 6 8 LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

60. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 60 9.With the cursor now in the lower block of the form, move the mouse pointer to the horizontal scroll bar to view all searchable fields. 10.Perform a query by entering in the data to search for. Then execute the query (using F8, Execute Query icon, or Query menu). Any following elements may be queried on and accessible via the scroll bar: oID oLast Name oFirst Name oMiddle Initial oPay Event info oPosition Info oFOAPAL element oFinance Document oand more! Procedure: Payroll Distribution Inquiry (cont.)  9 10 LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry Note: Searching this block is Case Sensitive.

61. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 61 Procedure: Payroll Distribution Inquiry (cont.) 11.All of the records containing a last name field beginning with the search string you used are now displayed on the lower part of NHIDIST. 12.Move the horizontal scroll bar to the right until the fields detailing FOAPAL information are visible. For each record, the Fund Code, Organization Code, Account Code, and Program Code values are visible by moving the horizontal scrollbar. Note: The vertical scrollbar may also be active and available, if more records were returned from your search than can fit onto the screen.  12 LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

62. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 62 Procedure: Payroll Distribution Inquiry (cont.) NOTE : This inquiry could be done without specifying any of the FOAPAL elements in the upper block of NHIDIST, but the large number of records returned by this kind of search would be difficult to work with. A better approach: narrow your search when you first submit it (in the upper block of the form). This way, records that do not match your search criteria will not be returned from the search. As a result, there are less records to sort through in the lower block of the NHIDIST when you search within your search hits.  LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

63. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 63 Discussion: Searching The Lower Block of NHIDIST After executing your search from the upper block of NHIDIST, you can see the records returned from your search listed in the lower block of the form. It is possible to narrow your search from here using various fields displayed in the lower block of the form. There are more detail columns for each record than can be displayed onscreen. To view these, move the horizontal scroll bar; information relating to pay events and FOAPAL distributions, and also other topics will be displayed. LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry 

64. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 64 On Your Own Activity: Payroll Distribution Inquiry  Step:Actions: Go to NHIDIST 1) Verify “W” (for Wayne State University) in the Chart of Accounts (COA) field if not entered already. Enter W for Wayne State University 2) Enter the time parameters in the FROM DATE field and TO DATE fields to query by. Enter 01-JAN-2002 in the From Date field Enter 04-MAR-2002 in the To Date field 3) Enter any combination of FOAPAL element in their respective fields to narrow down inquiry results. Enter 49A5 (for Personnel Processing + Records) in the Organization Code field 4) Move to the next block.From the Block menu: From the horizontal toolbar: LESSON 3: LABOR HISTORY INQUIRIES Activity: Payroll Distribution Inquiry

65. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 65 Step:Actions: 5) In the lower block of the form, perform a query based on the available attributes (i.e. ID, last name, first name, etc.) In the Last name field enter G% to search for all records containing last names beginning with “G” 6) Execute the query by pressing the F8 key or the Execute Query button on the toolbar.  On Your Own Activity: Payroll Distribution Inquiry (cont.) LESSON 3: LABOR HISTORY INQUIRIES Activity: Payroll Distribution Inquiry

66. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 66 On Your Own Activity Review: Payroll Distribution Inquiry All records containing a last name field that begins with the letter “G” are now displayed on the lower part of NHIDIST. You can move the horizontal scroll bar to the right until the fields detailing FOAPAL information are visible.  LESSON 3: LABOR HISTORY INQUIRIES Activity Review: Payroll Distribution Inquiry

67. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 67 Discussion: View Full Totals in NHIDIST At the bottom right of the NHIDIST screen, below the table of displayed records, are two fields labeled Net: The current screen shown displays the total fields of only records that are visible in the lower block of the table. As you scroll down, the values shown in the Net: fields will increase with each record as they are displayed. These newly displayed records are added to the total (accumulated) as each one is displayed onscreen.  LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

68. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 68 Discussion: Using View Full Totals in NHIDIST Normally, the NHIDIST screen will display in the Net: fields the total hours worked and compensation earned for the records visible on the screen only. However, after records are displayed in the lower block of NHIDIST, you have the option of clicking on the View Full Totals OPTIONS menu item. Clicking on View Full Totals will display in the Net: field the total hours and amounts for all the records that were found in your search, whether or not you have scrolled through them on the screen.  LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

69. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 69 Discussion: Using View Full Totals in NHIDIST Because you clicked on View Full Totals, now visible at the bottom of this screen is the total for all records that were returned from the search, whether or not you have looked at them or scrolled through them. You can still view all records that were returned from your search by using the scrollbars in the lower block of NHIDIST.  LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

70. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 70 Procedure: Using Hierarchy Roll Up in NHIDIST In the upper block of NHIDIST is a check box that will match all records that roll up to the FOAPAL code you entered in the upper block of the form. These records contain codes that are subsidiary to, or under, the code searched and are included in the records returned (“search hits”) when your inquiry is executed. NHIDIST has a line visible at the bottom of the screen showing totals for hours and compensation amounts. This total includes all of the records that you have selected for display when you filled in the Organization Code in the upper block of NHIDIST.  LESSON 3: LABOR HISTORY INQUIRIES Topic 1: Payroll Distribution Inquiry

71. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 71 Discussion: Using Hierarchy Roll Up in NHIDIST You can select for display all records that fall into your chosen Organization Code and the Organization Codes that fall under it in the Org Code Hierarchy. This same Hierarchy Roll Up feature is available for Fund Code, Account Code, and Program Code. Note: The various codes may not roll up in a logical manner. For example, the Organization Code 01A1 may or may not roll up into Organization Code 01A.  LESSON 3: LABOR HISTORY INQUIRIES Activity Review: Payroll Distribution Inquiry

72. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 72 Topic 2: Earnings Inquiry Payroll distribution information such as earnings can be queried using the Employee Distribution Inquiry Form (NHIEDST). What you will learn in this topic: How to perform payroll distribution inquiries Items needed to complete this topic: Employee ID/Name Date to query LESSON 3: LABOR HISTORY INQUIRIES Topic 2: Earnings Inquiry

73. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 73 Procedure: Finding the Employee Record After typing NHIEDST into the HRMS main menu field, this form will appear on your screen: 1.Enter in the Employee’s Banner ID, if known. If the ID is unknown, click on the search button to search for the employee’s name in the database, also retrieving the Banner ID. 2.From the Categories pull- down menu, select the type of information to display (often this will be Payroll Expenses). 3.Tab to the date fields and enter valid dates for your search. 4.Move to the next block.  4 1 LESSON 3: LABOR HISTORY INQUIRIES Topic 2: Earnings Inquiry 2 3

74. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 74 Procedure: Reading Data from NHIEDST With detail information (i.e. the relevant earnings codes) on the selected record now visible in the lower block of form NHIEDST, additional information can be seen by moving the horizontal scroll bar at the bottom of the screen. Note: Totals for this employee over the requested time period are visible for hours worked and compensation. The proportional breakdown of the items that combine to make up the total compensation are listed one line at a time on the detail lines of this form, and at the bottom the total should equal 100. LESSON 3: LABOR HISTORY INQUIRIES Topic 2: Earnings Inquiry

75. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 75 Procedure: Reading Data from NHIEDST “FC” is used to designate composite fringe benefits. This takes a calculated rate (that changes each year) in a specified table based on e-class and multiplies the salary by that rate. Units will not be charged “actual fringe expenses”. There will always be a difference between actual fringe charges and calculated composite rate charges. This difference (over or under recovery) is accommodated when the composite rate is calculated each year. Furthermore, for general fund indexes (except for a few), a corresponding budget entry that equals the composite fringe expense is done each pay period. This leaves no impact on the unit’s available balance. However, grants use this composite fringe expense to determine their true costs.  “FC” LESSON 3: LABOR HISTORY INQUIRIES Topic 2: Earnings Inquiry

76. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 76 On Your Own Activity: Earnings Inquiry Step:Actions: Go to NHIEDST 1) Enter the employee’s identification number in the ID field.Enter 003434880 2) From the Category pull-down menu, select Payroll Expenses. 3) Enter the time parameters in the FROM DATE field and TO DATE fields to query by. Enter 01-JAN-2002 in the From Date field Enter 04-MAR-2002 in the To Date field 4) Move to the next block.From the Block Menu: From the horizontal toolbar:  LESSON 3: LABOR HISTORY INQUIRIES Topic 2: Earnings Inquiry

77. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 77 On Your Own Activity Review: Earnings/Benefit Inquiry Detailed information for the record is now visible in the lower block of NHIEDST. Additional information can be seen by moving the horizontal scroll bar at the bottom of the screen. Totals for this employee over the requested time period are visible for hours worked and compensation. The proportional breakdown of the items that combine to make up the total compensation are listed one line at a time.  Note: The total %Amt. Will/should equal 100% 100 % LESSON 3: LABOR HISTORY INQUIRIES Topic 2: Earnings Inquiry

78. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 78 Procedure: Handling Error Messages on NHIEDST If your search does not match any records, you will see an error message to this effect. If this occurs, click on the “OK” (1) button inside the error message box. Next, click on the Rollback icon inside Block on the button bar to bring your cursor back to the upper portion of your form. (2) You can now click on the search button in the ID field to search again. (3)  1 2 3 LESSON 3: LABOR HISTORY INQUIRIES Topic 2: Earnings/Benefits Inquiry

79. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 79 Exercise 1: Labor History Information Using your knowledge from this lesson answer the following questions:  1.The Labor Distribution Inquiry Form, NHIDIST, allows you to query the HRMS database, searching for records. How can you limit the number of records that will be returned from a search? a)Using the From Date: and To Date: fields in the upper block of the form b)Any element of a valid FOAPAL string (limiting search hits to matching values) c)Entering an Index Code to limit the search d)All of the above. 2.You have executed a query and it is taking a very long time for your search hits to display on your screen. No error messages appear, but at the very bottom left corner of the screen, you see a message that says, “Working…”. What might be the cause? a)You entered an invalid FOAPAL string b)You entered an invalid Index Number c)You did not limit your search, and HRMS is gathering thousands of records to return to you from your search d)Your computer at your desk is down. LESSON 3: LABOR HISTORY INQUIRIES Exercise 1: Labor History Information

80. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 80 Exercise 1 Review: Labor History Information  1.The Labor Distribution Inquiry Form, NHIDIST, allows you to query the HRMS database, searching for records. How can you limit the number of records that will be returned from a search? a)Using the From Date and To Date: fields in the upper block of the form b)Any element of a valid FOAPAL string (limiting search hits to matching values) c)Entering an Index Code to limit the search d)All of the above 2.You have executed a query and it is taking a very long time for your search hits to display on your screen. No error messages appear, but at the very bottom left corner of the screen, you see a message that says, “Working…”. What might be the cause? a)You entered an invalid FOAPAL string b)You entered an invalid Index Number c)You did not limit your search, and HRMS is gathering thousands of records to return to you from your search d)Your computer at your desk is down. LESSON 3: LABOR HISTORY INQUIRIES Exercise 1 Review: Labor History Information

81. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 81 Review: History Information Form:Uses: Labor Distribution Data Inquiry Form (NHIDIST) No HRS Equivalent Typically used to perform inquiries about payroll distributions by any combination of FOAPAL element (and/or index). Employee Distribution Inquiry Form (NHIEDST) No HRS Equivalent Typically used to perform payroll distribution and earnings/benefits inquiries based on a specific employee. LESSON 3: LABOR HISTORY INQUIRIES Lesson Review 

82. Version 7.7 May 29, 2002 BackForwardIndex Exit Page: 82 End of Session: HRMS Labor Inquiries Need information? Inquire within.