UNIVERSITY OF NEW HAMPSHIRE

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UNIVERSITY OF NEW HAMPSHIRE

• Welcome to Banner HR Status Training

January 2004
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Why are you here?

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

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What are the Status Hires?
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Before Epaf Data Entry

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

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EPAF Data Entry Steps

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

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PEACRE Step

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

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Hire Step Exempt Faculty
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Hire Step Exempt Faculty Contd
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Deferred Pay

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

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Coding Operating Staff Appointments through EPAF
Entry
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Coding Operating Staff Appointments through EPAF
Entry Contd
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Operating Staff Workschedules

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

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Workschedules - NTVWKSH
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Workschedules - NTRWKSH
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OS Exception Time Entry

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

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Entering Exception Time (PHATIME)

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

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Retroactive Payments

• If a status employee is being hired
  retroactively, Payroll needs to be notified so
  that retroactive payment may be processed.
• Complete the USNH Retro Payment Form for Status
  Appointments
• Located http//www.finadmin.unh.edu/controller/p
  r_forms.html (Available 2/9/04)
• These forms must be completed and sent to Payroll
  prior to 9AM on Monday of the payroll processing
  schedule (Please be sure to check the schedule
  for any changes due to holidays, etc.)

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Changes/Terminating Status Appts

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

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Move Epafs

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

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CYA Positions

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

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One Time Payments

• What are One Time/Special Payments?
• Status employees sometimes receive special
  payments that create an exception to normal pay.
  
• Types of One Time/Special Payments
• Earned time payout
• Vacation payout
• SIP payments
• ARC payouts
• Bonuses
• Might also include one-time payments made to an
  employee to compensate when additional dollars
  are due to the employee that hadnt previously
  been paid.

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UNH HR Request Forms for Banner HR Processing

• Forms will be available for BSCs to request
  transaction processing from UNH HR. (target date
  of mid-February)
• The types of items and their form names are

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Request Form Process
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Example of Email Notification from use of Request
Forms
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Contacts/Support

• EPAF Processing Questions Call the CIS Help
  Desk at 862-4242 or submit your question via the
  Web at http//www.unh.edu/helpdesk/banner/howto_ba
  nnerhr.html
• Security Questions, HR Requests other than the
  online request forms E-mail UNH HR at
  Banner.HR.Office_at_unh.edu
• Payroll related questions E-mail
  payroll_at_unh.edu
• Banner HR Reference Material
• http//www.unh.edu/hr/banner

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• Questions?