.
How do I code I-9's on my EPAFs?
If you have seen the correctly completed I-9 - code the field R for received and keep the default date in I-9 Date field. If you have not seen the correctly completed I-9 - leave the field blank and be sure no date appears in the I-9 Date field.
I'm entering an EPAF to hire
(*HWKSY, etc.) and it said another transaction already exists. What does that mean?
It means that another EPAF is waiting/pending which uses the same ID, Position Number and Suffix. You will want to check that you haven't already started this EPAF, and if you have not, use the next suffix # for your transaction.
Can I disapprove an EPAF after I
have approved it?
No, you would need to contact the next level approver or superuser and ask them to either disapprove the EPAF or send it back to the originator.
There's an error on the EPAF
document. Should I disapprove the
document or return it for corrections?
Returning the document for corrections is the preferred method. Disapproving the document will require entry for a new document. Don't forget to add a Transaction Comment with the information about why it was returned.
What happens if I initiate and
submit an EPAF, then realize there is an error in it?
If it has not gone through final approval, you can contact the next approver in the queue and either have them make the correction, or have them return it to you for correction and resubmission. If it has already been approved, contact Campus HR office.
Can an approver add another approver to an EPAF routing, or can only an originator do so?
Approvers can be inserted into the queue as long as the approver's level is greater than or equal to the last level that approved the transaction being queried.
What do I do if I apply approval and I am the last (or
only) approver of an EPAF document, and realize there was a mistake on the
document?
You will need to contact Campus HR to have them intervene in the system
In NOAAPSM, the Electronic
Approval Summary Form for EPAFs, what is the difference between an EPAF's
Transaction Status and its Queue Status?
Transaction status shows where the document is relative to the whole process. Queue status shows where the transaction sits for you personally as an EPAF originator or approver.
An employee wants their pay check sent to a special address (CK). Do I enter an EPAF to change their distribution orgn?
No. HR will update this information after they have received a written request from the employee.
If as a proxy for someone else I complete an EPAF transaction, will I receive any notice if the transaction is returned for correction?
No. The person for whom you proxied will have the transaction returned to them and it will be in their Returned for Correction queue.
Do I need to set up a proxy for
entering/approving EPAFs?
It is a good idea to setup at least one proxy in the event you are not available to complete or approve EPAFs.
I have PPAIDEN update access. Am I responsible for maintaining addresses and telephone numbers for my employees?
No. The campus HR office is responsible for updating this information after a written request is received from the employee.
There's a special period (.) in the State field of the CM address I'm adding. I took it out and now I cannot save the address record.
The period (.) defaults into the field when you enter one of the special campus ZIP/PC codes. It should be there. Put it back and try saving again.
In what table do we find whether or not a person wishes to have his/her address or telephone number released?
The form is PPATELE when the PM telephone type is checked as unlisted.
Who will be coding an employee's
deferred pay preferences?
Payroll will be responsible for entering an employee's deferred pay preferences based upon the submission and completion of the appropriate authorization form. You should send email to payroll@unh.edu stating Defer Pay Chg in the subject line to communicate that an employee is selecting or changing their Defer Pay choice.
I'm in PPAIDEN checking an individual's record before I hire them and cannot see any information other than their name. Why?
You do not have security access to their correct home organization.
What form should I use when an
employee terminates employment and all benefits must be terminated?
You should use the PEAESCH - Employee Status Change Form.
How do I code the system so that an employee's home address and telephone number is NOT included in the staff directory?
The "Unlist" indicator on the PPATELE form is used to designate that an employee requests to have his/her home address and telephone number excluded from the staff directories. If a check mark is entered in the "Unlist" field, both the home telephone number and address will be excluded. Since only one field exists in Banner for this purpose, there is no way to request that only the telephone number or address be excluded from the directories. If an employee's home address or telephone number is not included in the directory under the legacy system, then this field will automatically contain a check mark when it is converted. Please note that the "Confidential" indicator on the PPAIDEN form is NOT being used and should never contain a check mark.
What do I do after Go-live if I see an employee record converted from HUM that has a mistake in it, and I don't have access to update that form?
Contact Campus HR with a request to update this employee's record.
How will I know that there are documents awaiting my approval?
Similar to Banner Finance, upon logging into a Banner HR session, a message box will appear letting you kow that there are transactions pending action from you as an approver, and clicking "Yes" to this message will bring you to a list of documents needing your action.
Will employee name or ID changes still go through the Campus HR office?
Yes
What should we do if an employee requests that they want an employee ID different than their SSN?
Refer them to the Campus HR office.
How do I know whom I should set up as my proxies?
The BSC managers and other department heads should be giving out this information to their employees.
Do I have to set up default approval routing within NTRROUT? What happens if I don't?
Setting up default approval routing within NTRROUT is optional. However, if you do not designate approvers for each level within NTTROUT, you will be prompted to choose approvers for each mandatory level of approval when submitting an EPAF transaction.
Can I apply approval to a document if an approver at a level below mine still needs to approve it?
No. Banner sends transactions sequentially through the approval queue, so the first approver must take action before the second approver can, and so on.
If I make a mistake on an EPAF and submit the information, how can I go back and correct it?
Go to NOAEPAF and if the status is still waiting, go to the transaction block, click on the flashlight and select the transaction number you want. Bring up that transaction and when you are in the detail section, go to options at the top of the screen and click on delete PAF and submit. You can now go back to reenter the transaction properly.
What is a complementary employee?
Complementary employees are hourly based employees. The term "Complementary", as it refers to employees, was initiated to replace the word "Casual" in an effort to avoid confusion with IRS definitions. At USNH Complementary employees are considered non-status. Previously they had been referred to as "regular hourly".
Where can I see the current
percentage someone receives for longevity?
Because the longevity percentage is not hard coded like it
was in HUM, there is no place within Banner where you can see the
percentage. Instead, Banner calculates
longevity based on the years of service, which it determines by taking the
difference between the current date and the adjusted service date. The adjusted service date resides on the
PEAEMPL record.
Visa information is coded using the GOAINTL form. Visa information has not been converted from the old system. In PPAIDEN, you can only identify Biographic Information such as 01 - U.S. Citizen, 02 - Foreign Citizen, 03 - Permanent Resident, etc., but not the type of visa such as F1, J1, H1, etc. In PEAEMPL under U.S. Regulatory Information, the I-9 information is only given as Received, Not Received, Temporary, Exempt or None and the date received. Again no visa type and expiration date is available.
Use the name search to access the Extended ID and Name Search function to see if the individual has changed their name. The various names associated with that ID will display.
What do I do if I need to make a change to a job record after an EPAF has been approved and is in a "complete" status?
The
short-term solution (until July 4th) is to send an email to Payroll@unh.edu
with a subject line of "Jobs Record Change" describing the values
that need to be corrected. This will be
brought to the attention of the individuals who have access to changing the
NBAJOBS record directly. The long-term
solution will be to complete an EPAF that is being developed so that users may
make these changes themselves. An
announcement will be made when this new EPAF is available.
Can I change the Query Date of an EPAF?
The
Query date, along with the other fields in the top section of the form cannot
be changed. The Query Date defaults
into the body of the EPAF and is used only to facilitate the data entry
process. The Query Date serves no other purpose and will have no impact on
processing the EPAF successfully. When
creating an EPAF, you are able to override the dates within the details/body of
the EPAF and as long as those dates are accurate there is no need to change the
Query Date.
What Sub-classification code should I use for Additional Pay Hourly Services?
Please refer
to the PTRJBLN Values for Coding EPAF Sub-classification Field document on the
FRESH Website to identify the correct code to use. You will notice there are two available codes under the
Complementary Hourly Appt-In and Out Appt Period section. If the pay occurs during the regular
appointment period, select the code beginning with N. If the pay occurs outside the appointment period, select the code
beginning with T. For instance, if
additional pay occurs in July for an employee with a year-round appointment,
then select N. If the employee has an
academic year appointment select T.
If I process an appointment for an employee against the same position and they already have an active appointment against that position, what should I do?
You
must process the new appointment using a new suffix. Otherwise, the system thinks you are trying to overwrite the
original appointment. For example, if
you have an appointment against your Comp/Exempt position from 7/1 through 8/1
with a suffix of 00 and you process a new appointment, you need to have a
suffix of 01 for the next appointment although it might not begin until 8/10.
Is there any way to add comments to EPAFs?
Yes,
you may add comments in the Transaction comment area accessible under Options,
however, once the EPAF has been submitted you can not continue to add comment
to this field. Unlike BANNER Finance,
there are no other means within BANNER to add comments to the record.
Can you tell me what I should
look for as common mistakes concerning Time Sheet Orgs?
Yes,
make sure that you verify that they are NOT "X" orgs and be sure to
verify that the org matches the same RC unit as position.
What is the most common mistake for Position
Be sure
to verify that position type matched EPAF type (ACAT) - for example, comp
hourly positions not used with comp exempt hire EPAF - use JOBS and Position
ECLS values to match.
What are some common mistakes concerning Appointment Dates?
Verify that the begin and end dates of the appointment are not the same and review for "late" entries
Are there any specific problems
with "one side entries"?
Yes, be sure to review use of JOBCHS and HRLYCH EPAFs to ensure that both Active and Termination steps have been updates.
You can’t change the query date so since the status is waiting you should “remove PAF” using “OPTIONS” and selecting that option.
It means “Waiting for EPAF”. The EPAF in question has not been approved.
I want to enter an EPAF for an
Adjunct Faculty member who is a recent retiree and is receiving retirement
benefits. What EPAF should I use?
You would use the additional pay EPAF which would put them in a job type of “overload”.
What EPAF should I use for an
employee with a UNH appointment that is now working at Keene?
Use the additional pay EPAF that would put them into an “overload” job type.
If I put in a contract begin date
do I have to put in a contract end date?
Is the end date optional?
No, the end date is not optional. If you put in a Contract Begin Date you must put in a Contract End date.
The retirement process has not changed with the conversion to BANNR HR. You should contact your Campus HR office and they will, in turn, be in contact with the System Benefit Office. A status termination EPAF (i.e USTERM) needs to be processed to terminate the job. Approvals to campus HR and System Benefits office prompt their
What EPAFs should I use for
College Work Study?
HWKSY is to be used for academic year appointments only (salary grade of 01 will be defaulted and a termination date of 5/22/2004) and HWKSM is to be used for summer appointments only (salary grade of 02 will be defaulted and a termination date of 8/31/2003). Approvals should be set up to mirror those of the HWKSY EPAF in NTRROUT. (* should be replaced with the prefix for your individual campus)
If I process an appointment for
an employee against the same position and they already have an active
appointment against that position what should I do?
You must process the new appointment using a new suffix. Otherwise, the system thinks you are trying to overwrite the original appointment. For example, if you have an appointment against your Comp Exempt position from 7/1 through 8/1 with a suffix of 00 and you process the next appointment before the first one ends, you need to have a suffix of 01 for the next appointment although it might not begin until 8/10.
What should I use the Contract
Number or Transaction Comments fields for?
Contract Number for hourly-based appointments should ONLY be used for Kronos entry. No other hourly appointments should code values to the contract number.
You should use these fields to note how much in total you are paying a non status salaried employee. There is no easy way for an approver to figure out how much in total you are paying some one by looking at the EPAF as it uses daily rates. This will be critical for fall grad student processing
What do I do if , when processing
a Work Study EPAF, the 70/30 labor distribution lines are not entered and the
EPAF has been sent on and has been approved?
The User should initiate a labor re-distribution EPAF.
While I was processing a number
of EPAFs I got into a "loop" and I was unable to do anything. What should I do?
When you enter a number of EPAFs without entering the approval category each time, the system does not reset itself in the way you would think it should. The best way to avoid getting into a "loop" is to enter the approval category with each transaction.
It may be necessary to exit NOAEPAF, shut down any other “extra” windows, and re-enter NOAEPAF to pick up where you left off. Some EPAFs – especially with a labor distribution step- may have a problem if all the lines of defaulted labor distributions are removed. Do not do this.
What do I do if I complete an
EPAF and I send it on for approval and then I realize that I have made an
error?
If the status is still waiting, you can go back in and correct the error. If the status is pending, you have to let the next person in the approval queue return it to you for correction and then correct the error. If the status is approved/complete you should contact David Proulx until further notice.
When do I use UHAPSS and when do
I use UHAPSU for Faculty?
Use UHAPSS unless it is grant funded. If it is grant funded, use UHAPSU.
I am trying to change a PM and the person does not have a phone number. The system says I have to enter one.
Use all 9’s
What EPAF do I use to hire an
employee into an adjunct faculty position considering the person recently
retired and is receiving retirement benefits?
Use the Additional Pay EPAF at this point. If it fails because of the requirement to have a “Primary Job”, send email to Joyce Cleary for assistance.
What EPAF do I use for an
employee who has an active UNH appointment and is now working at Keene?
Use the Additional Pay EPAF
I have an EPAF that was entered
with the wrong distribution code. Can I
change it?
Yes, you can either manually change the distribution code on PEEMPL or enter an EPAF (PEAADJ) and make a change just to the distribution.
How
can I tell what EPAFs have been voided?
On NOAAPSM you
should change the transaction status to “VOID” and the queue status to “NONE”
or “ORIGINATOR”. That should give you a
list of all voided transactions.
I have put a rate change on an
EPAF. How do I find out if the accurate
rate is in the system?
Go to NBAJOBS. “Next Block” until you reach the job detail information form. That is where you can verify the rate.
Which EPAF should I use for a
new OS hire?
The OS Staff Hire should be done on the Complimentary Salary Hire EPAF> There is a cheat sheet located on the FRESH website to assist you.
If someone has an employee who
has a regular position (primary) and then has another job totally unrelated to
the first position, what type of EPAF do I use?
You would use the *HAPHS ( * should be replaced with what ever prefix designates your campus).
I need to change the pay
information for a non-status salary position – it was originally $2000 for the
summer and now it needs to be increased by $1000. How do I do that?
For now, you should contact Joyce Cleary to do this.
I need to process a termination
EPAF. What should I do?
For a non-status termination, send Joyce Cleary an email asking her to delete the original termination record on NBAJOBS and then you can process the *CTERM EPAF. (* should be replaced with what ever prefix designates your campus). For a status termination, use *STERM.
How do I change the query date?
You can not change the query date once the document has been saved and placed in a waiting status. Call Joyce Cleary.
I need to void a transaction and
it is in a “Pending” status. What
should I do?
You cannot void a transaction in a “Pending “ status. You must return it for correction and then it can be voided.
I want to check earned time/sick pool balances . How do I do that?
Go to PEAEMPL, next block and then “Options”…Leave balance information.
How do I do a reclassification?
If a reclassification results in a change in classification but keeps the occupational type the same, (i.e., OS classification to OS classification) then the reclassification will be processed through the comp mod and questions and information should be directed to Sharon Demers and David Proulx.
If a reclassification results in a change in classification AND a change in occupational type (i.e., OS to PAT) then the reclassification will require: A) a new position be established to accommodate the new classification; B) a "Move" EPAF be used to terminate the original Position Suffix for the "old" classification job and create a new job associated with the newly created position; C) adjust title values on PPACMNT; and then D) HR will review the EPAF transaction to determine if the "Move" warrants a change in PEAEMPL ECLS and Benefits Deductions and take action as appropriate.
Who is supposed to be designated
as an “FYI” in the routing queue for leaves and who is designated for
terminations?
If I want to pay someone for just one day, should the start date and termination date be the same?
No, if you make the start date and termination date the same, the system will think of that as a termination. If you want to pay the individual for just one day, you have to make it actually be two days and adjust the amounts accordingly. For example, if you want to pay someone $400 for one day you actually have to enter the dates and amounts so that it looks as if you are paying them $200 per day for 2 days but use the personnel dates- set to the same day to indicate that this appointment was for a one day assignment.
How do I find
a PAT/OS hire date in BANNER?
Hire dates may be found on the PEAEMPL form. Enter the ID for the employee you would like to view and hit next block. You will see the dates on the right side of the form. The current hire date should represent the effective start of their status service. The original hire date represents the earliest date of hire – whether status or non-status.
I need to change the mailing address for an hourly employee pay stub.
If you have not been given access to update the PPAIDEN form, call your Campus HR office for assistance.
Where can I find the USNH Employee Class Worksheet-Jobs to fill in the employee class info in PPAIDEN?
The USNH Employee Class Worksheet is located on the Project FRESH Web page, however, the Employee Class information does not exist on PPAIDEN. Employee classes relate to NBAPOSN/NBAJOBS records and also to PEAEMPL records. The assignment on NBAPOSN/NBAJOBS will control items like earnings and pay cycle, payroll entry method whereas the PEAEMPL ECLS assignment controls benefits eligibility.
I have processed a termination twice for the same employee. If one of them is “disapproved” will it kill the document?
Yes, it will kill the document, however, it will not disappear like it would if you voided or deleted it.
I need to do an EPAF for a third party feed. It has a “Time entry Method” of “P” for Payroll, “D” for Department and “T” for Third Party. I am unable to overwrite the “P” with a “T”. What should I do?
We are not using the BANNER Third party method as it needs to have approvals and we want our feeds for KRONOS and FAMIS to go in directly without approvals. The approvals are done on the KRONOS and FAMIS level and do not need to be done again in BANNER. The appropriate values have been hard-coded into the EPAF.
I am trying to enter a termination
date on an EPAF. Should the jobs detail
effective date be today’s date or should it be the last day of his position
before being terminated?
It should be the last date of the position prior to the termination or simply said, the last day of the appointment. If the termination is retroactive, you must use the earliest date following the last paid date and notify payroll of a possible overpayment situation.
Where do I record the Resident
Alien number or the expiration date?
Go to GOAINTL, Option, Passport Information.
I have an employee who will be taking two days off per week without pay. How do I do that?
Send the authorization for voluntary docking of pay to Kim and she will process it. The employee will only be paid for three days. Be sure to let Kim know when this situation changes and the employee returns to full time employment.
What EPAF do I use when
processing a money award for an Operating Staff?
Until training has been
provided, all requests need to come through the appropriate HR Office for
central processing. What is needed is
the person’s name, USID, effective date and the amount of the award. If the
funding is different than the current position. You should cite a CE position
and labor distribution as well.
I have an employee who is moving
from a non-status position to a status position. How do I do that?
Use a Hire EPAF (UHOSFT for example) and establish the status appointment as Job Type = “S” for secondary. Campus HR, upon review, will adjust the job types associated with a non-status appointment that is continuing and the status appointment as appropriate. If the non-status appointment will be ending as a result of this appointment, it should be terminated as soon as possible.
What EPAF should I use to
terminate a non-status employee?
Non-status appointments are established with a hire record and a termination record. If you wish to terminate the record earlier than originally intended, you must 1. request that Campus HR remove the original termination record and 2. Enter a termination EPAF.
You would use *CTERM or *CTRMS. (Replace the * with your campus designation, U, P, K, etc). *CTERM is for non-status hourly appointments at all institutions or non-status salary appointments at CLL, PSU, KSC, or System. Non-status salaried appointments at UNH should be processed using EPAF UCTRMS.
I am getting an error message
when I try to enter an EPAF. It is
saying that the contract date must not be later than the job end date. I think this is because the person has a
teaching position this summer and she is adding another teaching position.
This could be because the position/suffix had already been used – but you would also get additional error messages about dates. If this is the, you need to enter a new EPAF with a “one-up” suffix
You may need to check the data entry to the date fields. If you mis-entered the Contract End with the wrong year (i.e., May 21, 2004 instead of May 21, 2003) you would get an error message because the Contract End should not be after the Job End Date.
I have an employee who has just
given notice to terminate effective 12/29/03.
He will work full time until 10/31 but from 11/1 thru 12/29 the employee
will reduce to 50% time. What EPAF
should he use and is this an EPAF that he can generate or one that is to be
done centrally?
If the employee is non-exempt, the temporary change in percent time can be handled as a deduction by the BSC directly through PHATIME. If the individual is exempt, the current process is to put in writing to Joyce Cleary the number of units to be reduced each pay period. This process is currently being explored for a more efficient way of processing. You also need to be sure that the last day of work is an actual WORK DAY. The date listed in the example is a UNH holiday. Unless there is some sort of special arrangement (90mday notice coming into play), you may need to revisit the actual last day of work. Once all of that is completed, a termination EPAF will need to be processed.
I have an international student
who has just recently received her SSN.
What should I do?
Contact Joyce Cleary in UNH HR