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SDBOR HRIS Workshop October 15-16, 2007 CUC Pierre, SD Greeting,
This session is designed for those newly hired employees and employees who desire to have a refresher course. Due to the number of new staff or new employees to a formal Banner session, there will be some information in this course that will be a complete duplicate of past sessions. If you find yourself not engaged due to the duplicative information, please do not disturb the individuals in the classroom. However, if you find that someone is having difficulty, you can be a training ambassador by helping them understand the issue/item at hand. There are a few items we will want to discuss prior to the start of the class. Because we have 154 slides and multiple areas we must completed in only a 2 day period, I would like us to start by sharing ideas on how to eliminate classroom disruptions. I.e., cell phones turned off or on silence, breaks, etc.
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Objectives for HRIS Workshop
Understanding the Set Up of HRIS System General Understanding of PPLA Understanding Why Rules and Validation - Banner Understanding of Application Forms – Banner Discussion of Key Issues within BOR Process and Banner Today’s session will specifically be covering why or how the HRIS system works. There will be no way you will leave here as experts. This session is geared at helping you understand the mechanics behind the scene. Do not feel discouraged if you feel overwhelmed. We have individuals such as Nancy Grassel and Kelli Shuman that have been through many classes and I will have them assist in questions if they arise while available or around them. Specifically, we will be discussing Banner, however, I will go over PPLA on a limited basis. We are trying to schedule a more in-depth PPLA training here in the future. In addition, we are happy to perform some training through Elluminate one-to-one on PPLA. If there is a need, please contact Deb Sloat. Our strategy today is to understand the Business Process Analysis then understand the Rules behind those, the technical tables for reporting purposes and troubleshooting purposes, then the Application forms and use of pertinent fields.
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On-line Employment System
We will first start today with PPLA (On-Line Employment System). The Board of Regents has implemented this system in order to automate many of the paper-driven aspects of the employment application process as well as the position description and compensation review process. You will use this system to: Update Position Descriptions Online: Allow departmental or agency managers to review and update position descriptions online. Search Position Descriptions: Allow the Classification/Compensation staff to review and compare both current and archived position descriptions using a variety of search options. Processing of Change Requests: Departmental or agency managers can submit requests for position review through the appropriate approval channels online. Classification/Compensation staff will be able to complete reviews and record justifications online. Processing of Salary Recommendation Form: Departmental or agency managers can submit salary recommendation online as applicable upon selection of a new hire through the On-line Employment System Applicant Tracking Module. Communication: Managers will review the status of their change requests online. In addition, employees can access their current position description. Job Requisition Creation: When used in conjunction with the On-line Employment System Applicant Tracking Module, managers can easily convert position descriptions into job requisitions when a position becomes vacant. Submit job requisitions electronically. Applicant Tracking and Search Committee Management: Review Announcement/Posting; Create Postings; Search and Review Applicants; Create and Review Templates; and Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved in your hiring process
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On-Line Employment System
30 Minutes Objective Business Process Analysis Workflow Use of Application Navigation Questions/Training Tips Tie to Banner Our primary objective with PPLA is to understand the process of the BPA and Workflow. Once we understand those items, we will also discuss the use of application, navigation and training tips. We will then merge into how PPLA ties to Banner.
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Processes and Workflow
Review the Business Process Analysis Review Workflow CSA - NFE - Recruit - Posting/Hiring Proposal - Review User Types – Roles an Actor can play Discuss the BPA Process: Business Process Analysis – (BPA): The process of examining and modifying existing business processes to improve them. BPA rearranges what already exists to make incremental improvements, without undertaking radical redesign. Business Process Reengineering: The radical redesign of a business process. Rather than improving on existing processes, BPR rethinks and reworks them. Reengineering takes a radical approach in that it tosses aside existing systems and designs them anew. Those involved: Actor: These are individual(s) that actually perform the activities in the process. Their roles of the organization become the swim lanes in the BPA process. Owner: Individual(s) in the regental system who are responsible for the process and its output. They are the key decision maker(s) and can allot organizational resources to the process actors. Parking Lot Issues: These are items that were identified in the business process analysis as unresolved issues the module will want to further discuss during training and determine how each is best resolved. Stakeholder: Individual(s) who have an interest in the process and stand to gain or lose based on the results of the process. Discuss Workflow: Workflow: Flow chart identifying the BPA. (You can place the PDF up on the LCD projector). Discuss the User Types: Administrator: These are individual(s) that perform the responsibility of a Vice President or Institutional Chief Executive Officer. BOR HR: This individual performs the functions of Human Resources at the Board of Regents. Budget: These are individual(s) that perform budgetary functions in reviewing salary and FTE. CSAAppealComChair: These are individual(s) that perform human resource functions at the institution and also have a role in the On-line Employment System as Institutional Human Resources. The Committee Chair will chair the appeal hearing. CSA Employee: These are individual(s) that are employed as Career Service Employees. Dean/Dept Head: These are individual(s) that perform the responsibilities of either a Dean or Department Head of a division, college or department. Hiring Manager: These are individual(s) that perform the responsibilities of a supervisor of a department and/or a sub-division of a department. These employees actually recruit and supervise the day-to-day positions within a given area. They will have the ability to modify, create, and recruit for the institution. Institutional Chief Executive Officer: These are individual(s) that perform the responsibility the Institutional Chief Executive Officer. Institutional Human Resources: These are individual(s) that perform the responsibilities of the human resources department. All HR personnel will have this role. NFE Employee: These are individual(s) that are employed as Non-faculty Exempt Employees.
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Discussion of Actions Employees Hiring Managers
Employee Review of Position Appeal (CSA) Hiring Managers Create New Position Institutional Review of Position Job Posting Applicant Review/Tracking Dean/Department Head, Administrator, Human Resources CSA Establish a New Action: This action is primarily for hiring managers to establish a new CSA position that currently does not exist. CSA Employee Update/Review a Position: This action is primarily for CSA employees to review current CSA positions and update the position as applicable to ensure the position of record reflects the current duties performed. CSA Institutional Update/Review a Position: This action is primarily for hiring managers to review current CSA positions and update the position as applicable to the departmental or institutional needs. CSA Recruit an Existing Position: This action allows the hiring manager to recruit a CSA position that exists without having to go through the workflow of creating or updating a position. CSA Appeals Process: This action allows CSA employees the ability under BOR Policy 4:9 to appeal a classification. See BOR Policy 4:9 at the following URL CSA Compensation Request: This action allows the hiring manager OR HR request an increase in pay or hire above base Faculty Recruit: This action allows the hiring manager to recruit a new faculty position that currently does not exist or does exist. This will need to go through the appropriate workflow of creating a new position. Inactivate Position Description: This action is primarily used by hiring managers and by human resources to inactivate a position description that no longer is being used. Modify User Access to a Position Description: This action is primarily used by hiring managers and by human resources to modify user access to a position description base upon departmental and institutional needs. NFE Establish a New Action: This action is primarily for hiring managers to establish a new NFE position that currently does not exist. NFE Employee Update/Review a Position: This action is primarily for NFE employees to review current NFE positions and update the position as applicable to ensure the position of record reflects the current duties performed. In order for this action to work, hiring managers must initiate the action. Written communication is then submitted to the employee for their review and update. NFE Institutional Update/Review a Position: This action is primarily for hiring managers to review current NFE positions and update the position as applicable to the departmental or institutional needs. NFE Recruit an Existing Position: This action allows the hiring manager to recruit an NFE position that exists without having to go through the workflow of creating or updating a position.
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Navigation Discussion
Hyperlinks General movement in the form Form and Field instructions Procedures Manual Training Manual (Quick Steps) Using the system, show the following navigation tips.
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Questions for Employees on Training
What does BPA mean? How does workflow generally work in the system? What are a few of the ways this system will benefit the employees? How do you view your current position? Can a person have multiple roles? When might you receive an error message? Are there instructions in the forms? If so, where? What does a hyperlink do for you in this system? What are some of the different fields you use to search for a position? 1. Business Process Analysis – (BPA): The process of examining and modifying existing business processes to improve them. BPA rearranges what already exists to make incremental improvements, without undertaking radical redesign. Once an ‘Actor’ submits an action, the process must work through the appropriate chain-of-command to proceed. Workflow allows an action to proceed through the appropriate steps. Benefits may include: Update Position Descriptions Online: Allow departmental or agency managers to review and update position descriptions online. Search Position Descriptions: Allow the Classification/Compensation staff to review and compare both current and archived position descriptions using a variety of search options. Processing of Change Requests: Departmental or agency managers can submit requests for position review through the appropriate approval channels online. Classification/Compensation staff will be able to complete reviews and record justifications online. Processing of Salary Recommendation Form: Departmental or agency managers can submit salary recommendation online as applicable upon selection of a new hire through the On-line Employment System Applicant Tracking Module. Communication: Managers will review the status of their change requests online. In addition, employees can access their current position description. Job Requisition Creation: When used in conjunction with the On-line Employment System Applicant Tracking Module, managers can easily convert position descriptions into job requisitions when a position becomes vacant. Submit job requisitions electronically. Applicant Tracking and Search Committee Management: Review Announcement/Posting; Create Postings; Search and Review Applicants; Create and Review Templates; and Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved in your hiring process Once logged into the system, then select under Job Description ‘View My Position’. Yes, depending on the roles that they have. I.e., CSA Employee, Budget or NFE Employee, Dean. When the description is going through the workflow and not finalized. Yes, on the top of the forms and in the fields. A hyperlink is used to link the individual to instructions or another form in the process. These are blue and underlined. Type of Position, Title, Name, etc.
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Position Tie to Banner Position Creation Begins in PPLA
Once Approved, Budget to Load NBAPOSN and NBAPBUD from data within PPLA Position Number Position Classification Employee Classification Fund, Organization, Account, Program
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Applicant Tie to Banner
Position Posted, Applicants Apply Applicant Selected Application (Name, Address, Phone) – PPAIDEN Resume/Vita – PPAGENL Position – PEAEMPL and NBAJOBS
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Banner Navigation Tips
Short Cuts 1 Short Cuts 2 The Navigation Tips Document is the basic understanding of the naming conventions Banner uses as well as the icons within the Banner forms. Short Cuts 1 is the short cuts with Function Keys. Short Cuts 2 is the short cuts with the Banner Application and Function Keys. We have created a manual on General Menu to help you better understand the overall sections of Banner HR.
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Employee Demographics and Administration
Our first section is the Employee Demographics Section. In Banner, there are two core menus for this information: BIO/Demo and Employee Admin. The core of the Biographic and Demographic Information module is the Identification Form which establishes a unique ID number for each individual in the system. Use this form to enter basic biographic information about an applicant or employee. The Employment Administration module supports the entering and reporting of employee information.
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Training Objectives 3 Hours Objectives
Understand Basics of Rule Forms Impacting Employees Understanding the Technical Tables Understand Application Forms for Employees
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Employee Data Manual Rules and Validation Forms Technical Guide
Employee Demographics Employee Compensation Faculty Administration Rules and Validation Forms Technical Guide
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Business Process Analysis
This BPA shows the overall BPA for handling the work process of a hired employee through the completion of loading BIO/DEMO and Employee Admin. Specifically, though we will focus on the second Process box. This box has a red circle around it.
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Business Process Analysis
The goal is to get the individual in the system as a General Person FIRST. Individuals cannot be employees without first being a General Person. So let us understand what General Person means. General Person is defined as Student, Employee, Vendor, Alumni. This simply means that anyone that has a need to be paid or is attending school must be a General Person in Banner. General Person (PPAIDEN) screen is shared by all of the modules within Banner.
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Employee Demographic Rule & Validation Forms
Let us begin by talking about the RULES behind the employee demographic screens. In Banner there are Rule and Validation forms. These will always be PTR…., PTV…., NTR…., and NTV. Remember P = HR/Payroll, and N = Position Control. There will be cases where HR Banner, Finance Banner, Student Banner and Alumni Banner all share tables. When this is the case then, the table typically starts with G or S.
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Employee Demographic Rule Forms
Certification Code – PTRCERT The Certification Code Rule Form enables the user to define a certification code, describe the associated certification, and tell the system whether it should require the certification date. The codes defined on this form are entered at the Certification Code field on the Certification Information Form (PPACERT). Ethnic Code – PTRETHN The Ethnic Codes Rule Form enables the user to define in-house ethnic codes and link them with ethnic categories specified by the federal government for use in Equal Employment Opportunity (EEO) and IPEDS reporting. In no particular order, we will begin discussing rules behind the set up of the demo/bio system. All of these can be located in the Manuals.
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Employee Demographic Validation Forms
Address Type Code – GTVEMAL Use this form to define valid address type codes. Examples of address types include business and school. These codes are used on the Address Form (GOAEMAL) to enter address information for individuals. Name Type Code – GTVNTYP Use this form to define codes for name types that can be associated with ID names. Examples of name types include maiden, nickname, and legal. These codes can be used for correspondence and reporting. NULL HLTH STTE LEGY System Indicator- GTVSYSI Zip/Postal Code – GTVZIPC EEO Ethnic Code – PTVEEOC The EEO Ethnic Code Validation Form lists the ethnic categories specified by the U.S. federal government for use in Equal Employment Opportunity (EEO) and IPEDS reporting. The codes defined on this form are entered on the Identification Form (PPAIDEN).
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Employee Demographic Validation Forms
Endorsement Code – PTVENDS The Endorsement Code Validation Form enables the user to define endorsement codes for use in specifying certifying agencies on the Certification Information Form (PPACERT). Address Type Code – STVATYP IN, MA and PR Citizen Type Code – STVCITZ County Code – STVCNTY Degree Code – STVDEGC The user use this form to maintain the degree codes (Undeclared, Bachelor of Arts, Doctor of Education, etc.). This form is used by other forms to validate the degree codes. Degree Level Code – STVDLEV The user use this form to create, update, insert, and delete degree level codes (Associate, Bachelor, Master, etc.). Other forms use this form to validate the degree level codes.
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Employee Demographic Validation Forms
Ethnic Codes – STVETHN Initials Code – STVINIT Language Code – STVLANG Major/Minor/Concentration Code – STVMAJR The user use this form to create, update, insert, and delete major, minor, and concentration codes (i.e., Undeclared, Journalism, Music, Law, etc.). Forms in several modules use this form to validate the major, minor, and concentration codes. Martial Status Code – STVMRTL Nation Code – STVNATN Port of Entry Code – STVPENT Relation Code – STVRELT
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Employee Demographic Validation Forms
Source/Background Institution Code – STVSBGI The user use this form to create, update, insert, and delete source/background institution codes (i.e., Harvard University, Yale University, Bryn Mawr College, etc.). Several forms in the Recruiting, Academic History, and Admissions modules use this form to validate the source/background institution codes. State/Province Code – STVSTAT Telephone Type – STVTELE Visa Type Code - STVVTYP
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Employee Demographic Application Forms
Now, if you recall, the BPA established a set of processes for which to complete a new hires data within the system. Let us start looking at those processes and tie the rules to those processes.
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Employee Demographic Application Forms
PPAIDEN – General Person Form PPAGENL - General Information Form PPACERT – Certification Information Form PPAEXPR – Experience Information Form GOAMEDI – Medical Form – Phase III GOAINTL – International Form – Phase II There is also a PPASKIL but we have not reviewed this application and may be of some interest down the road on specific skills such as Typing WPM, etc.
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General Person Record PPAIDEN Technical Tables
SPRIDEN (Person Information) SPRADDR (Address) SPRTELE (Telephone) SPBPERS (Biographical) GOREMAL ( ) SPREMRG (Emergency) PPAIDEN is the General Person Record. This record is shared with several other modules including: Student, Finance, and Alumni. There are 6 tabs across PPAIDEN and the technical team when pulling reports from live data in Banner will pull the reports from these tables. So for example, if your technical person wants to pull a report on Marital Status, you would go to the SPBPERS table in SQL to pull the report.
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General Person Record PPAIDEN To be an employee, must complete
Birth Date, First Name, Last Name, SSN/SIN/TIN, Address, and Gender. Current Identification Alternative Identification Address Telephone Biographical Emergency Let us talk about the fields that are of the utmost importance. Null Name Type for Individuals SSN Name – Must Birth Date, Marital Status, Gender must be correct for BOP Interface PR and IN address must be completed if no PR then MA IN Phone at a minimum – Currently only Institutional Address Employee can complete the on-line Emergency Contact upon new hire
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General Information PPAGENL - Technical Tables
SORPCOL – Degree Source Table PPREXAM - Examinations PPRPUBL - Publications PPRDLIC – Drivers License PPRHNAW – Honors and Awards PPAGENL – this application form is very important. It holds the degree information for all employees. You should be completing this form for the education degrees. This does impact faculty as well.
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General Information PPAGENL - General Information Form
Captures an employee’s general qualifications normally submitted by an applicant, including education, experience, examination results, and publications. General Education Examinations Publications Driver’s License Honors and Awards Transcripts Once we load extender, we will be uploading the vita with the publications, then HR will be responsible to maintain all current Publications since employment for the employees. This is also potential for having VPAA office assist.
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Certification PPACERT – Technical Tables PPRCERT
PPACERT is where we hold all certifications.
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Certification Certification Information (PPACERT)
The Certification Information Form (PPACERT) collects data on employee certifications and endorsements. The certification codes are pulled from PTRCERT. The user can also use this form to track both formal certifications and completion of internal education programs. The Pending Action Report will list upcoming expirations of these certifications. The use of Extender may be used to scan in the document for reference.
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Experience PPAEXPR PPREXPE
PPAEXPR. Since we have the application on hold in PPLA, we will scan into PPAEXPR. However, PPAEXPR is a place where we load state experience specific to longevity adjusted service. This allows for audit trail when employee requests additional service credit.
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Experience Person Experience Information (PPAEXPR)
The Person Experience Form (PPAEXPR) maintains records on an employee’s past experience and references. This information will be housed in our on-line employment system. The two systems do not communicate though and may be difficult to do reporting. HR may determine to print out the appropriate information and attach with extender rather than re-populating the information in Banner.
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Medical Information Form
GOAMEDI Technical Tables SPRMEDI GOAMEDI tables will be the future holder for MMR and other information medically related to the employee. This is a Phase III item.
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Medical Information Form
Medical Information (GOAMEDI) – Will not use until after Go-Live (Phase Two) The General Medical Information Form (GOAMEDI) enables the user to enter medical information about an applicant or employee.
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International Form GOAINTL Technical Tables GORSEVI
SISC will be working with each of the institutions to complete the necessary immigration forms. Jan Wiersma will be submitting to all of the HRDs a PowerPoint presentation.
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International Form International Information (GOAINTL)
The Visa International Information Form (GOAINTL) allows the user to enter visa and nationality data for citizens of countries.
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Faculty Rule and Validation Forms
Let us move into the demo/bio for faculty. Again we are still working on the BPA of entering new hire information into Banner. This happens to be the process for those employees that have or hold faculty rank, tenure…etc.
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Faculty Rule Forms Faculty Type Rule Form – PTRFTYP
Currently Not Used Installation Form - PTRINST Tenure Rule Form - PTRTENR Faculty Rank Rule Form - PTRRANK Leave Reason Rule Form - PTRLREA The faculty demo forms allows the institution to track Tenure, Rank, Performance, Discipline, etc.
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Faculty Validation Forms
Discipline Code Validation Form - PTVDISP Review Type Validation Form - PTVREVT Rank Validation Form - PTVRANK Sabbatical Type Validation Form -PTVSBTY Faculty Action Comment Code Validation Form - PTVFACC
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Faculty Application Forms
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Faculty Applications Forms
Technical Tables PERBFAC – Begin Faculty PERAPPT – Appointment PERRANK – Rank PERFAPR – Rank/Tenure Approval PERSABB – Sabbatical Tracking PERCAPR – Comments
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Faculty Applications Forms
The Faculty Action Tracking Form (PEAFACT) is used to establish and maintain faculty actions such as rank review, appointment/tenure, and sabbatical or other leaves. Collects information used in regulatory reporting for reports such as IPEDS-S. PEAFACT Rank Appointment Tenure Sabbatical
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Bargaining Rule Forms
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Bargaining Rule and Validation Forms
Bargaining Rule Forms PTVBARG – Contract Type PTRBURE - Relationship Bargaining allows us to track for faculty eligible and non-eligible employees.
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Bargaining Application Forms
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Bargaining Applications Forms
PEABARG – Establishing Unit Membership HE or SC Paying or Non-Paying PEAGREV – Documenting Grievances Phase II/III
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Employee Form This is the last step to establishing the BIO/Demo and Employee information. The Employee Form is PEAEMPL and next to PPAIDEN for importance on establishing a link to the state.
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Employee Rule Forms PTRECLS PTRLCAT PTRLREA
The Employee Class Rule Form enables the organization to define an employee class and associate it with earnings codes, a leave category, and a benefit category. The employee class is the primary hub of the Banner HR system. The employee class sets the stage for the entire system. PTRLCAT The Leave Category Rule Form enables the organization to define a set of leave types available to a specified group of employees. When defining a leave category rule, the organization establishes the: frequency of accrual, lifetime limit of the available balance, display sequence, number of hours that accrue based on length of service, maximum number of hours allowed to roll to the next year, and next leave from which leave time should be deducted when not enough hours are available. PTRLREA The Leave Reason Rule Form enables the organization to define a leave reason code, describe the associated leave, specify the leave pay and benefit status, and indicate whether the leave creates COBRA eligibility. The codes defined on this form are entered on the Employee Form (PEAEMPL). There are many rule forms that impact the employee form. Many of which directly impact the State Interface of S007 (Benefit and Employee Record).
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Employee Rule Forms PTREGRP PTRTREA
Employee Group for Benefit Eligibility Reporting. PTRTREA The Termination Reason Rule Form enables the organization to define termination codes. Each rule includes a code, a reason description, and a COBRA eligibility indicator. The codes defined on this form are entered on the Employee Information Form (PEAEMPL). PTVLCAT The Leave Category Validation Form enables you to establish leave category codes for use on the Leave Category Rules Form (PTRLCAT), and for processing Leave Reports. PTRBCAT Allows Deductions and Benefits for an Employee Based on PEAEMPL Status
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Employee Rule Forms PTRJBLN STVCOLL
Home Job Location STVCOLL You use this form to create, update, insert, and delete college codes (i.e., College of Engineering, College of Law, College of Music, etc.). Several other forms use this form to validate college codes. STVCOMT You use this form to create, update, insert, and delete committee/service type codes such as Arts Review Committee, English Literature Committee, or Faculty Recruiting Committee. You may only create or update committee/service type codes from this form. STVDEPT You use this form to maintain department codes such as History Department, Counseling Department, or Department Undeclared, etc. Other forms use this form to validate the department codes, and you may only create or update the department codes from this form.
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Employee Application Form
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Employee Application Form
PEAEMPL Technical Tables PEBEMPL Important Fields DATES Current – Current Job Hire – Home Institution Adjusted - Longevity Seniority – Benefit eligible Home Location Status ECLS BCAT – Default ECLS LCAT – Default ECLS F/P Indicator – Default based ECLS I9 Information Leave Reason – Dates Status for BOP – S007 Let us specifically discuss the fields on PEAEMPL that must be accurate for state reporting. The state receives status of A, B, C, D, F, H, T, M. These are arrived at by the following combinations: BCAT, LCAT, FT/PT Indicator and ECLS. This is one of the most important aspects of PEAEMPL. Second major importance is the Dates for BOP. Longevity (Adjusted Service) and Continuous Benefit Eligible (Seniority Date) are the two most important set of dates. Terminations – this is extremely important. This is the only way that BOP knows to send out COBRA notification. If you know of a termination, you need to input ASAP with reason. You can simply add the future reason and date, and when the payroll runs, it will update from A to T automatically. Lastly, Home Location – This is now required.
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Employee Reporting Tools
PEIADDR - Address PEIEHIS – Employee History PEIAHIS - Accommodation PEIJHIS – Job History PEIATND – Attendance History PEIEBRG – By Employee Bargaining PEIBPRG – By Position Bargaining PEIFACT – Faculty Reporting In every aspect of this system, you can pull inquiry data out. Here are some helpful reporting tools that I have found which will be helpful to HR but more importantly to all of the Supervisory staff. These forms can be pulled by anyone in the security classes of HR and Supervisors.
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LUNCH BREAK
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Benefits
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Training Objectives Understand Basics of Rule Forms Impacting Benefits and Payroll Understand Application Forms for Benefits Understand Application Forms and Processes of Payroll Understand State Interface Forms – Benefits and Expenditures Learn about ePrint
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Business Process Analysis
This BPA is strictly dealing with Employee Hired to Benefits Loaded.
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Business Process Analysis
This BPA handles benefits changing. This is the state of which we are arriving.
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Benefit Rule Forms
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Benefit Rule Forms PTRBDCA – Deductions and Benefits
Deductions/Benefits Established PTRBCAT – Benefit Categories Allows Deductions and Benefits for an Employee Based on PEAEMPL Status PTRBDPG – Benefit Deduction Grouping Rules Self Service (SSB) PTRBDCA is the MOST important rule form in understanding benefits.
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PTRBDCA Benefit Deduction Categories Rules Options Web Information
Plans Precluded Excluded Labor Distributions
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PTRBCAT Benefit Categories Categories Deductions Default Values
You can have a PTRBDCA but if it is not established in PTRBCAT, you will not be able to use the benefit on the employee.
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PTRBDPG Benefit Deduction Grouping Rules
MB – Life, LTC, Taxable Benefits, Miscellaneous (bonds, SDSEO, 529) HL – BOP Plans, BOR SUP Plans, Federal Insurance RT – SDRS Retirement, SUPL Retirement (TSA) This allows the employee to see their benefit statement on-line and in connection with PTRBCAT and PTBDCA.
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Benefit Application Forms
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Benefit Application Forms
PDABDSU – New Hire Loading Benefits - Only Technical Tables PDRBCDN Application New Hires Only PDADEDN – Current Employee, Change to Benefits PDRBDED PDRDEDN Current Employee Add/Delete Change in Effective Dates Terminate a Benefit Effective Dates – PDABDSU – Be sure you place the right effective dates into the system or you will surely need to redo the benefits because they may impact the employee getting paid. If this record has not been established, employee will not pull into payroll. Reference Field – PDADEDN – Use this field when employee is on leave and paying by check, use of interface PZRHLTW and PZRHLTA for benefit loads, and for any Mass Change, or any change to track why you are updating. This is the AUDIT trail in addition to extender.
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Benefit SDBOR Processes
Shared Employees Transferred Employees LWB Retirement LWP or LWB Special Pay Plan Leave Pay Out Highlights Information Shared employees – can only have one EMPR. That is the Home EMPR. PEAEMPL and NBAJOBS must have the home EMPR or employee and state will be double charged. A correction will need to be made. Transferred employees – The employee will remain the original institution employee during the last payroll, then they will move to the new EMPR. LWB – B Status – Employees that are not 12 pay will need to have the correct benefits established. Employees who are on an approved leave with or without pay and if they decide to take advantage of the SDRS SDCL. You must establish those dollars with BDCA 101. Special Pay Plan. Employees that terminate and meet the requirements must have the following BDCA codes established the last pay period. 160, 165 and In order to make these work, the Sick Leave and Annual Leave must be paid out in their payroll. Use SLT of up to 1920 hours (X25% = 480). Those employees that do not meet eligibility, must be paid out without the use of 160, 165, and 168 but you must use the right EARN CODE to establish no RETIREMENT payment on wages.
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Benefit Inquiry Screens
PEIDHIS – Employee Deduction History PEIDTOT – Employee Deduction Totals PDIDLST – Individual Deduction List PEIATOT – Aggregate Deduction Totals
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Exercise Enter New Benefits PDABDSU Change Benefits on PDADEDN
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Day 2
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Position Control
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Training Objectives Understand Basics of Rule Forms Impacting Positions and Jobs Understand Application Forms for Positions Understand Application Forms for Jobs In Booklets, Key Board and Navigation
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Business Process Analysis
This is the BPA for a creation or classification of a position.
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Position Objectives Rules and Validation Notes Pyramid
Let us look at the Pyramid. This is the most important aspect to understanding positions and how they impact HR Banner and Finance Banner. Banner has a hierarchy of events that must occur to ensure that the employee can be paid accurately. Payroll ID – 1 = Monthly PTRECLS or ECLS – Employee Class – This is the rule that establishes all defaults for a position, employee. Grandfather of the system. NTRPCLS or PCLS – Position Class – This is the rule that establishes position demographics to a classification. Position – This is a position which will be tied to an employee once the employee is hired and slotted into a JOB for payroll purpose. JOBS – This is the position with an employee in the position. Drives payroll, timesheets. Labor Distribution – This is the FOAP for which the
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Position Rule Forms
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Position Rule Forms PTREMPR –Employer Defined NTRSGRP – Salary Group
NTRSALA – Salary Schedule PTRECLS – Employee Class PTRPGRP – Position Group PTVESKL – Demographic Reporting NTRPCLS – Position Glass NTVBPRO – Budget Profile NTRFRNG – Fringe Benefits
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PTREMPR Defines Employer EIN Address IPEDS
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NTRSGRP Salary Group Establishes Annual Salary Defined by FY
USD and SDSU Exempt Faculty – General NFE – General CSA
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NTRSALA Salary Schedules Defined CSA Ranges – T, N, M
Exempt General Salary Range SDSU USD
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PTRECLS Driver of the System Job Defaults Employee Defaults
Payroll Defaults Timekeeping Defaults IPEDS Budget Eligible Earnings Leave Category Benefit Category
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PTRPGRP Position Group Will be used for Reporting Operating Budget
Defines the following Non-Instructional Administrator Instructional Administrator CSA Professional/Technical Faculty Graduate Assistants PT & FT
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PTVESKL Skill Level of Position Workforce Demographics EEO Reporting
Affirmative Action Plans and Monitoring EEO Reporting
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NTRPCLS Position Classification CSA - Specifications NFE Faculty
Built from PTVESKL, NTRSGRP, NTRSALA, PTRPGRP
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NTVBPRO Budget Profile EMPR on NBAPBUD
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NTRFRNG Fringe Benefit Rule Form
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Pyramid Step 1 - Payroll ID – PTRPICT
Step 2 - Employee Class – PTRECLS Step 3 - Position Class – NTRPCLS Step 4 - Positions – NBAPOSN and NBAPBUD Step 5 - Jobs – NBAJOBS Step 6 - Labor Distribution – NBAJOBS
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Position Application Forms
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Position Application Forms
NBAPOSN Technical Tables NBBPOSN Application Creation of Positions Built from NTRPCLS Default Values Built from PTRPGRP, PTVESKL, NTRSALA, and NTRSGRP
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Position Application Forms – Continued
NBAPBUD Technical Tables NBBPOSN – Position (NBAPOSN) NBRPTOT – Position Totals NBRPLBD – Labor Distribution NBRRTOT – Premium Earnings Totals NBRFTOT – Fringe Totals Application Defining a Position Budget
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Budget SDBOR Processes
Account on FOAP must coincide with PTRPGRP Example of Relationship HR, Budget and Finance Permanent Changes Position FTE (Budgeted – Reporting) Join NBAPBUD to PTRPGRP
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Exercise Go to TEST Create New Position Establish Budget 15 Minutes
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Position Inquiry Screens
NBIPINC – Position Incumbent NBICLSH – Position Classification History NBIPLST – Position List by Classification NBIPOSH – Position History NBIPORG – Position by Organization NBIBTOT – Budget Totals NBIBHFS – Budget Actual Fringe Benefits NBIBHSR – Budget Premium Earnings NBIBHSP – Budget Position History
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Employment - JOB
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Business Process Analysis
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Jobs Objectives Rules and Validation Notes Highlights Manual
Calculator Manual The NBAJOBS process is the process by which an employee is slotted into a position to ensure employee will receive a timesheet and ensure they are processed in payroll.
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JOBS Rule Forms
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Job Rule Forms PTRECLS – Employee Class NTRPCLS – Position Class
PTRJCRE – Job Change Reason NTRSGRP – Salary Group NTRSALA – Salary Range PTRBDCA – Benefit and Deduction PTREARN - Earnings FTVORGN – Organization FTVFUND - Fund FTVACCT - Account FTVPROG - Program
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PTRECLS Driver of the System Job Defaults Employee Defaults
Payroll Defaults Timekeeping Defaults IPEDS Budget Eligible Earnings Leave Category Benefit Category
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NTRPCLS Position Classification CSA - Specifications NFE Faculty
Built from PTVESKL, NTRSGRP, NTRSALA, PTRPGRP
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NTRSGRP Salary Group Establishes Annual Salary Defined by FY
USD and SDSU Exempt Faculty – General NFE – General CSA
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NTRSALA Salary Schedules Defined CSA Ranges – T, N, M
Exempt General Salary Range SDSU USD
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PTRBDCA Benefit Deduction Categories Rules Options Web Information
Plans Precluded Excluded Labor Distributions
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PTREARN Eligible Earnings Base Pay Cash – Non Cash Accrual of Leave
Usage of Leave FOAP Override
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FTVFUND, FTVORGN, FTVACCT, and FTVPROG
Fund, Orgn, Acct, and Prog FOAP Elements (NBAJOBS and NBAPBUD) ORGN Home Organization Payroll Organization Timekeeping Organization Organization Security
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Job Application Forms
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Job Application Form NBAJOBS Technical Tables
NBRBJOB – General Job Tab NBRJOBS – Job Detail and Payroll Default Tab NBRJOBS – Deferred Pay and Miscellaneous Tab NBRXDED – Excluded Deduction Tab NBREARN – Default Earnings Tab NBBWKSH – Work Schedule Tab NBRJLBD – Labor Distribution Tab
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Job Application Form Application Establishing a Job Setting Up Payroll
Setting Up WTE Establishing Deferred Pay Setting Up Supervisor – Checking to match NBAPOSN Establishing Default Earnings Excluding Deductions Establishing Work Schedule Establishing Labor Distribution Change Reasons**** Appointment Percent 100%
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JOBS SDBOR Processes Temporary/Permanent Changes of Funding
Temporary/Permanent Changes of Salary Temporary/Permanent Job Changes Termed from Job Temporary Change in Duties Sabbaticals Leave with Benefits Effective Dates with Changes WTE 100% Appointment Hours Per Pay Hours Per Day Factors/Pay
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Exercise You can select one or more to complete
Temporary Change in FOAP with Effective Dates – Need to future date back to original Temporary Change in Salary with Effective Dates – Need to future date back to original Deferred Earnings for less than 12 FY08 Change Jobs
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Jobs Inquiry Screens Employee Salary History (PEISALH)
Employee salary information by totals. Job Changes Detail Display (PEAJCDD) Employee salary information by position. Attendance History (PEIATND) Employee attendance history. Job Labor Distribution History (NBIJLHS) Employee Job Labor distribution history by position. Job History (NBIJLST) Incumbent history by job. Employee Job History (PEIJHIS) Employee job history. Employee Leave History (PEILHIS) Incumbent leave history. Employee History (PEIEHIS) Incumbent history. Employee Probationary History (PEIEPRO) Incumbent probationary history.
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Lunch
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Timekeeping and Security
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Business Process Analysis
This is the overall process for employees entering time through to payment of wages.
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Set Up NBAPOSN – Position Reporting NTRRQUE – ORGN Reporting
NBAJQUE – Job Reporting NBAJOBS - Payroll Default Tab PTRUSER – Supervisor Set Up PSAORGN – Organizational Security PSAEMPR – Employer Security GOATPAD – A_ID to SNAP Log In ID GOAEACC – ORACLE ID - GOATPAD See Handout on Troubleshooting Security is the name of the game in this piece of the puzzle and it relates directly to system setup from HR. We will discuss routing, we will discuss security, and security classes.
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Application Forms PHATIME PERJOBS PHADSUM SSB Timesheets
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Exercise Go into INB PHATIME Go into INB PHADSUM Select an employee
Enter Time, Submit for Approval Go into INB PHADSUM Select an employee for review Enter Comments Make Changes
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Payroll Rule Forms
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Business Process Analysis
This is the overall process of paying an employee. So we will concentrate on the process box that is highlighted.
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Business Process Analysis
This is the Process box of running payroll. This only includes the Banner Processes, however, we have several processes that were designed by SDBOR that also need to be completed.
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Pyramid Step 1 - Payroll ID – PTRPICT
Step 2 - Employee Class – PTRECLS Step 3 - Position Class – NTRPCLS Step 4 - Positions – NBAPOSN and NBAPBUD Step 5 - Jobs – NBAJOBS Step 6 - Labor Distribution – NBAJOBS Let us once again review the pyramid.
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Payroll Rule Forms PTRPICT PTRCALN PTRECLS PTREHOL PTRINST
There are a few payroll specific rule forms.
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PTRPICT Payroll ID MN
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PTRCALN Payroll Calendar 2007 2008 NBAFISC
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PTRECLS Employee Class Timekeeping Rules Earnings Rules
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PTREHOL Employee Holidays Currently populated through FY07
Exempt Employees
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PTRINST Installation Rule Forms Payroll Processes
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Payroll Application Forms
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Payroll Processing Application Forms
NBAJOBS Begins Process – From Above Presentation PHATIME Technical Tables PERJOBS Departmental Time Entry Web Time Entry Payroll Time Entry Leave Balance History PHADSUM Department Summary Transaction Summary Can be used to monitor time by TK org
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Shared Payroll Center Payroll Processes Dispositions at a Glance BPA
Calendar (October - December 2007) CheckList
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Payroll Inquiry Screens
PHICHEK – Check Information PEIDTOT – Deduction Totals PEIJTOT – Job Totals PEIETOT – Employee Totals PHIDERR – Error Report PHIETIM – Time Sheet Inquiry PHITSKY – Time Sheet Keys PHITTOT – Time Sheet Totals PHIUPDT – Payroll Update Query
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Employee Leave Rule & Validation Forms
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Employee Leave Rule & Validation Forms
Leave Category - PTVLCAT Leave Category – PTRLCAT FMLA Status Validation Form – PTVFMST FMLA Leave Reason Validation Form – PTVFREA Leave Reason – PTRLREA Termination Reason – PTRTREA Job Change Reason – PTRJCRE Leave is a by-product of payroll in that it processes accrued and taken based on rules established.
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Leave Rule/Validation Forms
PTVLCAT The Leave Category Validation Form enables you to establish leave category codes for use on the Leave Category Rules Form (PTRLCAT), and for processing Leave Reports. PTRLCAT The Leave Category Rule Form enables the organization to define a set of leave types available to a specified group of employees. Frequency of Accrual Limits Balance Rules Roll Over Rules
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FMLA Rule/Validation Forms
PTVFMST This FMLA Status Validation Form provides the organization the ability to tie leave statuses to the employee on the FMLA Information Form (PEAFMLA). PTVFREA The FMLA Leave Reason Form enables you to store The Family and Medical leave Act (FMLA) codes identifying reasons for taking family medical leave. The codes defined on this form are entered on the Employee FMLA Information Form (PEAFMLA).
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Reasons for Leave PTRLREA PTRTREA PTRJCRE
The Leave Reason Rule Form enables the organization to define a leave reason code, describe the associated leave, specify the leave pay and benefit status, and indicate whether the leave creates COBRA eligibility. The codes defined on this form are entered on the Employee Form (PEAEMPL). PTRTREA The Termination Reason Rule Form enables the organization to define termination codes. Each rule includes a code, a reason description, and a COBRA eligibility indicator. The codes defined on this form are entered on the Employee Information Form (PEAEMPL). PTRJCRE The Job Change Reason Code Rule Form enables the organization to define job change reason codes for use on the Employee Jobs Form (NBAJOBS) and the Salary Planner module in Employee Self-Service.
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Leave Application Forms
PEALEAV – Employee Leave Balances PEAFMLA – Employee Family Medical Leave NBAJOBS – Employee Job Form
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Leave Balances Form Leave Balance -PEALEAV Technical Tables PERLEAV
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PEALEAV This application form displays leave balances of employees in accordance to the leave processing method selected. Beginning Balance Accrued PZRLEAV
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Exercise Go to PEALEAV Adjust a Balance Place Comment
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Family Medical Leave Family Medical Leave – PEAFMLA Technical Tables
PERBFML (Begin Record) PERFMLA (Leave) PEREFML (Leave Balances)
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Family Medical Leave The Employee FMLA Information Form (PEAFMLA) enables you to enter relevant information for an employee claiming a leave under The Family and Medical Leave Act (FMLA). SDBOR policy is evaluate all leaves that exceed three business days. If eligible for FMLA, then PEAFMLA must be completed. FMLA is tracked based on BOR Policy 4:15. FMLA 12 month period is tracked as a period measuring forward from the eligible date of FMLA.
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Exercise Go to PEAFMLA Enter and Employee
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State Interface/BOR Routine
If Time Allows
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State Interfaces PZRBFMF – Employment and Benefit Records (W, M, C)
NZRBPED – Payroll Expenditure (M, C) NZPSRPT – Expenditure Feed to Finance (M, C) PZRSDRS – Monthly SDRS PZRUNEM – Quarterly Unemployment PZRHIRE – New Hire (Weekly) PZRHLTH – In Bound BOP (Weekly) PZRTXBL – In Bound BOP (Monthly)
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PZRBFMF Weekly, Monthly and Correction NBAJOBS PEAEMPL Compensation
Title PEAEMPL Status Dates Job Location
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NZRBPED Monthly and Correction Payroll Expenditure FTE Tracking
PHREARN PHRDEDN FTE Tracking Calculation based on Hours per FY
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NZPSRPT Monthly and Correction Revenue Expense Valid FOAPS
NBRJLBD (NBAJOBS) PTRBDCA
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PZRSDRS SDRS Detail PEAEMPL ETOT DTOT PHRDEDN PHRHIST
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PZRUNEM Unemployment File – DOL ETOT PEAEMPL
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PZRHIRE DOL New Hire PEAEMPL By JBLN
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PZRHLTA and PZRHLTW Health Changes – In Bound (BOP) Still Testing
Meeting with BOP to review file Will update PDADEDN Phase II – PDABENE, PDABCOV
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PZRTXBL Taxable Benefits BOP FIS Load into PHPMTIM
Populate PHRMTIM, Can View PHAMTIM Load into PHAHOUR
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PZRNJOB BOR Routine Effective Dates PTRJCRE Institutions
Benefit Eligibility Status (CSA, FAC, NFE, Students) Actions (Appointment, Salary Adjustment, Leave, and Terminations)
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Questions
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