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 EPAF's?
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.
Who codes overtime waiver
information?
Campus HR will code this information based on their approval of the employee's request to waive overtime.
Will Banner accept retroactive hourly pay transactions?
Yes, retroactive pay transactions are processed in Banner using earn codes that are designated for this purpose. However, every effort should be made to process pay transactions on time to reduce the need for using these special earn codes.
How do we enter overtime for workstudies?
The overtime is entered into PHATIME as regular hours worked, the system will generate the FLSA overtime and then based on the output of an MR report, USNH Payroll will process the correct redistribution to the departmental account. (Federal CWS money cannot pay for overtime.)
What is the difference between a time sheet org vs. a home org vs. a distribution org?
The Timesheet Org associates the effort of the NBAJOBS record with a specific department; Home Orgs have been established based on employee type (e.g. student, adjunct faculty, etc.) and is intended to identify the primary org responsible for the employee; Distribution Org directs where an employee's paycheck should be sent.
Will I be able to see information on employees that are not within my Time Sheet Org?
No, unless you are a Superuser.
How do KRONOS and Banner work together? Must the employee's information and work schedule be manually added to both systems.
No, both systems do not require manual entry. Employee/leave data is maintained in Banner and will be fed to the KRONOS System at least once per day.
Is there a form that lists and defines the dates for a faculty member's Academic Year and/or Calendar Year appointment information? Will this information be available on a WEBI report?
Pay date information is found in NBAJOBS as the "contract dates" on the General Job Information area. Each campuses Academic Year dates are posted to the web.
Where is the waiver of overtime
indicator located?
You can find the waiver of overtime indicator on the PEAEMPL form, under Options, then Regulatory Information. If overtime is waived, the Work Period field in the FLSA Information section will be set to ALT for Alternate Schedule.
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
individuasl 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 should enter the
dates and amounts so that it looks as if you are paying them $200 per day for 2
days...hire date July 3, termination date July 4, daily rate $200.
What are some common mistakes
around Labor Distribution?
Be sure to verify that labor distributions are not to 95ZZPPB or IDUPPB funds and/or YZMPPB orgs.
BENEFITS
What is the name of the Quick Set Up Form?
The Employee Benefit/Deduction Set Up Form (PDABDSU) is also known as the Quick Set Up Form. This form displays all benefits/deductions that are defined for the employee's class on the Benefit Category Rule Form (PTRBCAT) and designated for quick set up. Benefits are set up on a window of the PDABDSU form.
What is the difference between
PDADEDN and PDABDSU?
The PDABDSU Form can be used when enrolling employees in their core benefits. Additionally a select number of voluntary benefits are also displayed on this form. Once a benefit/deduction has been established all future coding will occur on the PDADEDN Form. PDADEDN is also used to enroll
Where can I go to see deduction
totals for an employee?
The PEIDTOT Form will display totals by deduction for each employee. Converted data for January - June 2003 will be displayed in the month of June.
How can I see what an employee currently has for deductions?
The PDIDLST Form can be used to access current deduction information. Using the current date in the Query Date field will show active current deductions.
I forgot to add in a deduction
for an employee; what do I do?
You can go back to the PDABDSU form or PDADEDN to add the deduction. If a payroll has already been processed you may need to process a One Time Adjustment, which is accessed through the PDADEDN form.
What is the name of the report used to generate an enrollment form and how is the form produced?
The job PZRBENE is run for individual benefits enrollment from production. Refer to instructions in Lesson 1 for specific instruction.
What is the function of ZZZ deduction?
The ZZZ deduction is established to indicate the number of pays for that employee. The annualized cost of the benefit is divided by the ZZZ deduction for a per pay deduction amount.
What do I do if changes are made to NBAJOBS Number of Pays and the ZZZ deduction in PDADEDN no longer matches?
It is imperative that the number of pays on the NBAJOBS record match the number of pays on the PDADEDN ZZZ deduction. A report will be generated and run before each pay to use as an audit.
If an employee only has a
complementary job, what should their ZZZ record be?
It should always be 26.
How do I code core benefits?
Refer to Lesson 1 of Advanced Benefits Training, Producing Enrollment Forms and Enrolling Employee in Core Benefit Selections.
When terminating a deduction,
what date should I be coding for the end date?
The end date coded should always be the last day of the pay period that the deduction is being terminated. Payroll will publish these dates, which are listed on PTRCALN, Payroll Calendar Rule Form.
What is the deadline for
entering PHATIME transactions?
The time entry deadline for entering PHATIME transactions is 9:00 pm on Monday. This deadline provides a safety net to allow time entry units to work later on Monday if they determine that they need extra time to finish these transactions.
Will Banner accept retroactive
hourly pay transactions?
Yes, retroactive pay
transactions are processed in Banner using earn codes that are designated for
this purpose. However, every effort
should be made to process pay transactions on time to reduce the need for using
these special earn codes.
Where do I confirm or find the annual salary of a Principle Investigator - Faculty, Researcher or Project Director (PI)?
NBAJOBS reflects the appointment's annual rate. Be sure you select the appropriate effective dated record
How do I do a
"reclass" if I am on the UNH campus?
A reclassisification is done through the Comp Mod. The process at UNH has been centralized and therefore you have to contact either Sharon Demers in HR or David Proulx in the VPFA Office.
What will the live instance be
and how do I access it?
BPRD is the Banner Finance instance and will be the instance for Banner HR also. Banner is an integrated product.
Can I have more than one Banner
session going on my computer?
Yes, you can open up more than one Banner session by opening up a new browser session using Internet Explorer or Netscape, just like you did for the first session. You will need to sign onto Banner each time you open a new session.
If I forget and do not follow
the data standards, will anyone catch my mistake?
We have already developed discrepancy results for some standards. In the future more will be done.
What is a Superuser?
The Banner term Superuser
should not be confused with the Local Banner HR Experts who are the individuals
that you should turn to when you need assistance with the new system. Within Banner, Superuser refers to an
approval level. Superusers are able to
intervene, make changes, apply approvals, and forward EPAFs. The Supruser privileges are not restricted
by campus, org access, or EPAF type.
The dog ate my cheat
sheets. Where can I get another set?
Cheat sheets are available online at the Project FRESH Website at www.fresh.unh.edu.
How do I change my password in
Banner?
Changing your password in Banner is simple. Sign onto the instance, such as BPRD, for which you would like to change your password. Access form GUAPSWD. Follow the instructions on the screen, which involves entering your old password and the new one you desire. If you do not know your current password, contact the FRESH Dispatch Center at 862-4200.