UNIVERSITY OF NEW HAMPSHIRE Welcome to Banner HR Status Training January 2004

Why are you here? To receive the most current, comprehensive information about status appointments To receive the most current, comprehensive information about status appointments To be introduced to new methods of communicating requests for new positions, changes to appointments, special payments, retroactive payments, deferred pay, etc. To be introduced to new methods of communicating requests for new positions, changes to appointments, special payments, retroactive payments, deferred pay, etc. To get answers to your questions! To get answers to your questions!

What are the Status Hires? Employee Appointment Type Status Hire Approval Category Grant Funded Status Hire Approval Cat Third Party Epafs Termination Approval Category Operating Staff Full-Time (100%)UHOSFTRHOSFT3POSFHUSTERM Operating Staff Part-Time (less than 100%) UHOSPTRHOSPT3POSPHUSTERM Full Time PAT, AA, EE, PA’s (100%) UHEXFTRHEXFTUSTERM Part-Time PAT, AA, EE, PA’s (less than 100%) UHEXPTRHEXPTUSTERM Academic Year Faculty UHAYFYRHAYFYUSTERM Fiscal Year Faculty UHFYFYRHFYFYUSTERM

Before Epaf Data Entry: Obtain source documentation from the department. Obtain source documentation from the department. Refer to the current payroll calendar (HR and Payroll Deadlines) to select the correct query date. (PTRCALN) Refer to the current payroll calendar (HR and Payroll Deadlines) to select the correct query date. (PTRCALN) Select the correct epaf (Refer to Selecting the Right Epaf for the Job Document). Select the correct epaf (Refer to Selecting the Right Epaf for the Job Document). Select the correct position/suffix combination. Select the correct position/suffix combination. –New position – Need to contact UNH HR to be set up. Budgets must be established in NBAPBUD/NWAPBAD before the epaf is completed to hire the employee into the new position. Budgets must be established in NBAPBUD/NWAPBAD before the epaf is completed to hire the employee into the new position. –Suffix – Review NBIJLST (entering 07/01/2003 as the effective date).

EPAF Data Entry Steps: There are 2 steps (approval types) for each type of status hire: There are 2 steps (approval types) for each type of status hire: –Peaempl Create Step (PEACRE) Defines current hire date, eclass, distribution org, leave category code, benefit category, etc. Defines current hire date, eclass, distribution org, leave category code, benefit category, etc. –Hire/Job Entry – (either STEXJE or OSJBEY approval categories) Define salary, FTE, begin dates, etc. Define salary, FTE, begin dates, etc.

PEACRE Step: Current Hire Date: Current Hire Date: –On time hire – same as the query date –Late hire – equal to the ACTUAL first day of work. PEAEMPL E-Class: Defaults from the epaf selected, except FY Faculty (refer to the ECLS-Position Group-PCLS-Position Category-Acct, document for values). PEAEMPL E-Class: Defaults from the epaf selected, except FY Faculty (refer to the ECLS-Position Group-PCLS-Position Category-Acct, document for values). Distribution Org: Current value or enter new value if requested by employee Distribution Org: Current value or enter new value if requested by employee I9 Information: Leave blank (updated by UNH HR) I9 Information: Leave blank (updated by UNH HR) Leave Category Code: Enter “ET” if employee is reporting time through Kronos or FAMIS or other pilot program. All other UNH, enter “IN”. Leave Category Code: Enter “ET” if employee is reporting time through Kronos or FAMIS or other pilot program. All other UNH, enter “IN”.

Hire Step: Exempt & Faculty Field Work full schedule and year round Who work reduced schedule and year round Who work less than year round but with a full work schedule Who work reduced schedule and less than year round PAT’s who work July 1 – June 30. Works 4 days a week from July 1 to June 30. Work full time but during a defined period such as Aug. 25 – May 21. Works only during the academic year and for only 3 days per week. FTE Leave blank, will default in as “1” Set to match NBAPBUD FTE Contract Begin Date Leave blank Set to hire date, or appt. begin date for current fiscal year Contract End Date Leave blank Set to appt. end date for current FY.

Hire Step: Exempt & Faculty Cont’d Field Work full schedule and year round Who work reduced schedule and year round Who work less than year round but with a full work schedule Who work reduced schedule and less than year round Factor Leave blank Calculate working days with the period from the annualized position appt. start date and contract end date and then divide by 10. Pays Leave blank Set equal to factor Hours/Pay Leave blank, will default from ecls as “10” Hours/Day Leave blank, will default from eclas as “1”

Deferred Pay: What is Deferred Pay? What is Deferred Pay? –Deferred pay is when an employee, for example, works the academic year (August – May); however they would like to be paid throughout the entire year (over 12 months instead of 9 months). How do you find out if someone is deferring their Pay? How do you find out if someone is deferring their Pay? –Go to NBAJOBS > Jobs Detail Information screen (The pays number will be greater than the factor) i.e. If their pays = 26 and the factor = 20 then their pay will be expensed over 20 pay periods, however, they will receive a check for 26 pay periods. -Also under NBAJOBS > Jobs Detail Information > Options > Deferred Pay Information - This screen will show a deferred pay code (if there is a code present there is deferred pay) Where is the deferred pay balance? Where is the deferred pay balance? –NBAJOBS > General information screen. This screen will show the deferred pay balance. This screen will show the deferred pay balance. Note: If a job for an employee with deferred pay is terminated, this deferred pay balance will pay out in the next paycheck. If it should not be paid out immediately, Payroll needs to be notified. Note: If a job for an employee with deferred pay is terminated, this deferred pay balance will pay out in the next paycheck. If it should not be paid out immediately, Payroll needs to be notified. How do you set someone up to defer pay? How do you set someone up to defer pay? –If you have a new employee that needs to be set up with deferred pay, you need to have the employee fill out a deferred pay form. This form should be sent to UNH HR for authorization and then forwarded to the payroll office. Payroll will code the information into NBAJOBS. (This info needs to get to payroll before the first check is cut).

Coding Operating Staff Appointments through EPAF Entry: Field OS who work full schedule and year-round OS who work reduced schedule and year round OS who work < year round but with a full work schedule OS who work reduced schedule and < year round Works 8 hrs a day from July 1 to June 30. Works 4 hrs/day from July 1 to June 30. Works 8 hrs/day but only works from Aug. 11 to May 28. Works 6 hrs/day and only from Aug. 11 to May 28. FTE Leave blank, will default in as “1” Set to match NBAPBUD FTE Hours/Pay Leave blank Review NBAPBUD for workschedule code and review NTRWKSH for hours Hours/Day Leave blank Divide the Hrs/Pay by 10

Coding Operating Staff Appointments through EPAF Entry Cont’d: Field OS who work full schedule and year-round OS who work reduced schedule and year round OS who work < year round but with a full work schedule OS who work reduced schedule and < year round Contract Begin Date Leave blank Set to hire date, or appt. begin date for current fiscal year Contract End Date Leave blank Set to appt. end date for current FY. Factor Leave blank Calculate working days with the period from the annualized position appt. start date and contract end date and then divide by 10. Pays Leave blank Set equal to factor

Operating Staff: Workschedules KRONOS/Famis employees will not have a workschedule value in NBAPOSN or be paid via a Banner workschedule. KRONOS/Famis employees will not have a workschedule value in NBAPOSN or be paid via a Banner workschedule. All other OS employees must have a workschedule code to generate pay. All other OS employees must have a workschedule code to generate pay. Default to the NBAJOBS record from the position (NBAPOSN). Default to the NBAJOBS record from the position (NBAPOSN). Changes to Workschedules: Changes to Workschedules: –Once the workschedule detail has defaulted to NBAJOBS, it is maintained by payroll staff via direct update to NBAJOBS. –Permanent changes to workschedules in the position need to be communicated to UNH HR who will update NBAPOSN. Permanent changes made to NBAPOSN will need a new epaf entered so that the new workschedule code defaults to the NBAJOBS record. Permanent changes made to NBAPOSN will need a new epaf entered so that the new workschedule code defaults to the NBAJOBS record. –Any new workschedule code, or changes to a workschedule code detail needs to be communicated to UNH payroll. (Via USNH NBAJOBS Workschedule Request Form). NTVWKSH – Lists the current workschedules NTVWKSH – Lists the current workschedules NTRWKSH – Detailed information about the workschedule NTRWKSH – Detailed information about the workschedule

Workschedules - NTVWKSH

Workschedules - NTRWKSH

OS – Exception Time Entry: Operating staff appointments will be set to default regular earnings based upon the jobs workschedule, any deviations from that workschedule must be entered into PHATIME as exception entries. Operating staff appointments will be set to default regular earnings based upon the jobs workschedule, any deviations from that workschedule must be entered into PHATIME as exception entries. –i.e. hours worked above normal, hours not worked. –In addition, any leave use greater than the employee’s accrued leave balance will need to be entered as dock pay. (This does not apply with Kronos/FAMIS users – they enter positive time entry). If there are no deviations from that employee’s workschedule no exception entries need to be processed.

Entering Exception Time: (PHATIME) Extracting Time Records – Important to set up proxies! Extracting Time Records – Important to set up proxies! Entering Exception Time: Entering Exception Time: –Once employees have been extracted, select the correct employee –Enter the appropriate earn code (Clicking on the flashlight will show you the full list of earn codes for that employee’s eclass) –Enter the correct shift (Refer to Entering Exception Time Cheat Sheet for a listing of shifts). –Enter special rate if applicable –Then tab to appropriate day and enter the total number of hours for that day –You can then enter the next earn code if appropriate or save the record if completed –Enter comments –Save and Submit time for approvals – approve time if approver

Retroactive Payments: If a status employee is being hired retroactively, Payroll needs to be notified so that retroactive payment may be processed. If a status employee is being hired retroactively, Payroll needs to be notified so that retroactive payment may be processed. –Complete the “USNH Retro Payment Form for Status Appointments” –Located: pr_forms.html (Available 2/9/04) pr_forms.html pr_forms.html These forms must be completed and sent to Payroll prior to 9AM on Monday of the payroll processing schedule (Please be sure to check the schedule for any changes due to holidays, etc.) These forms must be completed and sent to Payroll prior to 9AM on Monday of the payroll processing schedule (Please be sure to check the schedule for any changes due to holidays, etc.)

Changes/Terminating Status Appt’s: Job changes/Pay increases that need to be made to status appointments are processed centrally at UNH HR. Job changes/Pay increases that need to be made to status appointments are processed centrally at UNH HR. –i.e. time sheet org changes, fte, dist. Org, etc. –An including the person’s name, SS# (last 4 digits), position/suffix, what needs to be changed with the effective date of the change can be sent to Terminating a Status Appointment Terminating a Status Appointment –USTERM approval category –Refer to *STERM cheat sheet –HR is included in the routing queue so that benefits will be terminated after the last pay period –Notify Payroll if the employee is being terminated retroactively

Move Epafs: What are Move Epafs? What are Move Epafs? –Move epafs are a 2 step process where a status employee is terminated from one position and hired into another position in one epaf. When to use Move Epafs? When to use Move Epafs? –Promotions, Demotions, and/or transfers –Permanent increase in % time –Permanent decrease in % time –Reclassifications resulting in a change in occupational type (i.e. OS to PAT) –Change in contract dates –Change in position number –Change in work schedule –Change in FTEBS, (will require a new position to be established)

CYA Positions: What are CYA Positions? What are CYA Positions? –CYA positions are used to maintain the integrity of a status employee’s base position. When to use CYA Positions? When to use CYA Positions? –Assuming a temporary upgrade that meets or exceeds 6 months. –Assuming an interim role that meets or exceeds 6 months. –Taking a temporary reduction in percent time that meets or exceeds 6 months. –Assuming a temporary increase in percent time that meets or exceeds 6 months. The CYA position needs to be established before the epaf can be processed.

One Time Payments: What are One Time/Special Payments? What are One Time/Special Payments? –Status employees sometimes receive special payments that create an exception to normal pay. Types of One Time/Special Payments: Types of One Time/Special Payments: –Earned time payout –Vacation payout –SIP payments –ARC payouts –Bonuses –Might also include one-time payments made to an employee to compensate when additional dollars are due to the employee that hadn’t previously been paid.

UNH HR Request Forms for Banner HR Processing: Forms will be available for BSC’s to request transaction processing from UNH HR. (target date of mid-February) Forms will be available for BSC’s to request transaction processing from UNH HR. (target date of mid-February) The types of items and their form names are: The types of items and their form names are: Placing an employee on leave NZALEAV Returning an employee from leave NZARTNL Moving an employee from one position to another NZARQMV Moving an employee into a CYA position NZARCYA Bonus or one time payment NZAPMNT Setting up a new position in NBAPOSN NZANPOS Request termination of a non status salary appointment NZATNSA Request for job changes to non status exempt appointments NZACNEA

Request Form Process:

Example of Notification from use of Request Forms :

Contacts/Support: EPAF Processing Questions – Call the CIS Help Desk at or submit your question via the Web at EPAF Processing Questions – Call the CIS Help Desk at or submit your question via the Web at Security Questions, HR Requests other than the online request forms – UNH HR at Security Questions, HR Requests other than the online request forms – UNH HR at Payroll related questions – Payroll related questions – Banner HR Reference Material: Banner HR Reference Material: –

Questions?