Graduate Payroll

1
Graduate Payroll

• Processing Overview of
• Payroll Authorizations

2
Overview

• Purpose
• This documentation is not intended to replace
  hands-on training required by the Payroll
  Department for new users of the Graduate
  Assistant application.
• This overview is intended to be a supplemental
  resource or refresher guide to assist
  departments with the processing of GA employment
  transactions within the Genesys system.
• Please contact the Graduate Payroll Manager to
  arrange a time for a formal informational
  training session.

3
Main Frame - Signing Into Genesys

• Open a mainframe session
• At the prompt type GENSPROD
• Press the Enter key

4
CMS Identification

• Type your CMS user ID
• New users need to contact UITS to request a CMS
  account for necessary access to FOCUS and
  Genesys.
• Type your password
• Press the Enter key

5
Logging into HR Genesys

• Type PPRE at the prompt
• Press Enter

6
Genesys HR Entry Access

• Type in your three character Genesys ID.
• New users need to contact the Department of Human
  Resource to request a Genesys account.
• Type your password
• If you lose or forget your password, please
  contact Human Resources to reset the password.
• Press F2 to access the Human Resources
  environment to create a payroll authorization

7
Genesys Menus

• Choose and press F9 Distributed Processing Menu
• Choose and press F1 Distributed Grad Assistant
  Menu
• Menu selections are restricted based on access
  rights granted at the time of account set up.

8
Distributed Grad Assistant Menu

• Selections from this menu are determined based on
  the action to be performed.
• For example
• To process a payroll authorization new hire,
  departments enter via GR00 screen. Press F1 for
  DEPARTMENT G.A. PROCESSING
• To process a separation, press F3, GR06 screen,
  GRADUATE ASSISTANT SEPARATION
• Genesys screen names are listed in the right-hand
  column.

9
Navigating Through Genesys

• Departments can access an employees record by
  last name, employee number, or SS.
• Depending on which search criteria you use in the
  SEARCH VALUE field determines which F key you
  select.
• The lower right hand corner of each screen
  contains an additional navigational feature.
• Users can navigate directly to a particular
  screen by entering the 4-digit screen name (ex
  GR03) on the line at the lower right corner and
  then pressing enter.
• Users will be brought directly to that particular
  screen.

10
Initial Payroll Query GR00

• To determine if a payroll record exists for a
  Graduate student, enter the SS (with dashes)
  and press F4
• If the ENTER key is pressed instead of F4, the
  program will unsuccessfully search the payroll
  records and return an invalid response.
• If the ENTER key was pressed in error, retype the
  SS and then press F4 to initiate the search.
• Error Message
• Explanations to follow

11
Common Error Messages on GR00

• EQUAL RECORD NOT FOUND
• No record exists in Genesys that matches the SS
  entered.
• Confirm SS is correct.
• A NEW GRADUATE ASSISTANT payroll record can be
  created.
• Press F7
• NO MATCHING GRAD SCHOOL RECORD
• This person does not have an active Graduate
  School Record in PeopleSoft.
• PeopleSoft updates Genesys nightly with current
  student information.
• Contact the Grad School to determine student
  status
• APPLICANT ON FILE. COMPLETE VIA GRO2
• Initial payroll authorization started but the
  process was aborted prior to completion.
• Proceed to screen GR02

• SECURITY BREACH FOR GROUP
• Genesys recognizes that this SS has a payroll
  record on file.
• Another department may already have access to
  grads record.
  
• The student currently or formally worked on
  another payroll.
  
• The Graduate Assistant is returning after a leave
  of absence, and a different department has access
  to an old payroll record.
• Contact Payroll before proceeding.
• SECURITY VIOLATION
• The Users Genesys logon I.D. has been set up
  incorrectly.
• Contact Human Resources to correct access
  problem.

12
Create a NEW Payroll UZA Applicant Record
GR01

• Enter students SS without using dashes.
• Enter the first initial middle initial, and
  the full last name.
• Press Enter once.
• Genesys accepts the information. It then resets
  and clears the information to allow new data
  entry.
• The system does not confirm information entered
  on this page while viewing this screen.
  Departments need to progress to the next screen
  to obtain confirmation of data entered.
• You have now created a UZA payroll record for
  this particular graduate assistant.
• Press F8 to proceed to GR02 I-9 data entry
  screen.
• 
  Action keys

13
Resuming Data Entry of UZA Payroll Record

• A message on GR00 that says APPLICANT ON FILE..
  COMPLETE VIA GR02 will appear when a SS is
  entered on GR00 for an applicant record that had
  to be aborted prior to completion
• When this happens proceed directly to the GR02
  screen to resume work on the NEW hire process.
• Type GR02 in the lower right had corner and press
  Enter.
• Occasionally departments will have difficulties
  accessing the preliminary UZA grad record.
• In the search value field enter the UZA TRANKEY
  number that was created on the GR01 screen, and
  then press F1 to retrieve the record.
• Example of UZA Trankey number
• The UZA number equals UZA0ss (without dashes)
  as one continuous string of characters.

14
Helpful Hints

• Information in RED is writeable meaning
  departments can add/edit information.
• Information in WHITE is for display purposes only
  and cannot be overwritten. Any discrepancies
  with this information should be reported to the
  Graduate School or Payroll.
• Put a question mark (?) in any field requiring
  data that you are unsure of. Press enter. A
  window will open to explain what information is
  required in that field.
• Use the page up/down or arrow keys to scroll
  through the choices. Put the curser on your
  selection, then press ENTER to exit back to the
  active screen. Your selection will be imported
  to that field.

15
I-9 Data Entry GR02

• Enter or update the start and end dates for the
  academic semester/s grad will be employed.
• Use the TAB key to move through the fields.
• Tab to the CITZ COU and enter or update (if
  applicable) the country of citizenship.
• Tab to BIRTH COU enter or update (if applicable)
  birth country.
• I-9 Problem field is a 32 character field that
  the user can add comments for their own purpose.
• Tab to I-9 Status enter Y if an I-9 has been
  completed and will be sent to Payroll. Enter P
  if completion of the I-9 is pending the arrival
  of the graduate assistant.
• I-9 Pending status will need to be updated to a
  Y as soon as the graduate assistant arrives on
  campus and the I-9 has been completed.
• Press Enter twice when data entry is complete.
• Press F8 to proceed to the GR03 screen.

16
DEPT / SALARY / EMPL / FUNDING GR03

• Action Code The use of appropriate action codes
  are essential to maintaining accurate employment
  history. Action codes also drive various
  processes, such as the tuition waiver process
  managed by the Bursars Office.
  http//www.payroll.uconn.edu/hginfo/QuickGuideActC
  odes.xls
• FRS The total percentage of coding must equal
  100 funding.
• A single FRS account can be used, or multiple
  lines of coding in any combination of , as long
  as the total equals 100.
• DEPT WRK indicates which department has access
  to the graduate assistants Genesys record.
• DEPT WRK information can only be added by a
  department during the initial hire process.
• Any subsequent changes to the DEPT WRK must be
  made through the Graduate School.
• Although DEPT WRK is a red writable field,
  departments will receive an error message if they
  attempt to change the value.
• UBOX 4 digit field. Zero (0) must be used for
  the first digits place holder rather then the
  truck-route number. (ex. Educational
  Psychologys UBOX is 2064 the UBOX field on the
  GR03 screen will be 0064).

17
DEPT / SALARY / EMPL / FUNDING GR03

• SAL LEVEL Information is fed to Genesys from
  PeopleSoft. If there is a discrepancy with the
  pay level please contact the Graduate School.
• EMPLYD Percentage amount can range from 50
  to 100.
• EMPLOY CD T Teaching, R Research,
  S Teaching Research
• COMMENT 31 available spaces. Enter a brief
  description of action. (ex. NEW HIRE FALL 06)
• Press ENTER - Check for error messages. (Common
  error messages to follow.) If there are no error
  message on the bottom of the screen - PRESS
  ENTER TO CONFIRM CHANGE.
• Press enter a 2nd time to complete transaction.
  Failure to do so will result in an invalid PA.
• Press F8 to proceed to GR04 screen

18
Common Error Messages on GR03

• U- Invalid Action Code
• Verify action code used.
• Contact Payroll if unsure of error.
• U-Invalid FRS/General Fund Acct.
• Verify FRS account.
• Re-key FRS account number or use a different
  account number.
• Contact Accounting Office if unable to resolve
  error message.
• U-Invalid Ubox.
• Zero should be the 1st place holder followed by
  the last 3 s in the department unit
• U-Invalid G.A. Employment Code
• T (Teaching), R (Research), or S (Combination of
  both Teaching and Research) are the only valid
  codes.
• U-Last action not processed
• A previous transaction needs to be finalized even
  if it was incorrect.
• Proceed to the GR04 screen. Press Enter to
  Confirm Change, print screen and resume data
  input on GR03.

• Contact the Grad School for the following error
  messages
• No Speak, Not Clear to Teach The grad student
  hasnt passed or has not taken the Speak test.
• PROVISIONAL Cant Hold GA.
• GPA Below 3.0.
• NO MATCHING GRAD SCHOOL RECORD.
• Student W/gt3 I Grades.
• APPRVL field is G Graduate assistants record
  is blocked at the Grad School.

19
Payroll Authorization Confirmation Sheet
GR04

• Final Genesys processing step.
• If message on screen says NOT A VALID PA contact
  Payroll to determine the problem.
• A valid PA will have the PRESS ENTER TO CONFIRM
  CHANGE message in lower right.
• Press Enter one time print the screen.
• Obtain the appropriate signatures.
• Send original GR04 screen print plus one copy of
  GR04, and offer-letter to the Payroll Department.
• This stage must be completed even if it is
  determined there is an error on the screen. If
  the transaction isnt completed, a correction
  cannot be processed on GR03. GR03 message will
  state LAST ACTION NOT PROCESSED.

20
Separation - Action code 712 GR06

• Separations must be processed for any Graduate
  Assistant who will be leaving the University and
  does not plan on returning for the subsequent
  semester due to
• Graduation
• Secured a job outside of the University
• Personal reasons
• Postponing educational pursuits
• Transferring to the Professional Payroll
• Start on the GR06 screen.
• Enter the SS in the SRCH KEY field and press F4
• Type action code 712 in the UCONN INT field.
• Enter separation date
• Enter REASON code TTA Term Temporary
  Appointment, or RGS Resign in Good Standing
• Type a comment and press Enter.
• Press Enter again to confirm change
• Press F8 to proceed to the GR04 Screen to
  complete the transaction.

21
FRS Changes GR07

• The GR07 screen is only intended to make changes
  to the funds from which the grad is being paid.
  If you need to make a FRS change in conjunction
  with any other type of change, exit this screen
  and process the transaction on GR03.
• Start on the GR07 screen. Enter the SS in the
  SRCH KEY field and press F4.
• This screen does not require an action code. The
  action code is defaulted for you.
• Change action start and end dates.
• Key in FRS account (s) to be used and percentages
  to be charged for each code.
• coding must total 100. This is not the of
  time a grad is being paid. This only reflects
  how the funds are disbursed between accounts.
• Press Enter twice to confirm change.
• Press F8 to proceed to the GR04 Payroll
  Authorization screen to complete the transaction.
• It is not necessary to submit a new offer letter
  with the funding code change.

22
Level Increase - Action Code 406 GR03

• The Graduate School validates that the student
  meets the criteria for the level increase. The
  Graduate School updates Peoplesoft with level
  change information.
• PeopleSoft feeds the level increase/decrease
  information to Genesys.
• Departments are responsible for completing and
  sending a payroll authorization to Payroll to
  activate the level increase.
• The action code, effective start date, and
  comment are defaulted onto screen GR03 based on
  the date in PeopleSoft.
• Departments need to validate the information,
  press the Enter key to confirm the change, and
  press F8 to proceed to the GR04 screen to
  complete the transaction.
• Other actions such as FRS changes and changes
  can be processed simultaneously with the level
  change provided the effective dates coincide with
  each other.
• All payroll authorizations for level changes must
  have an accompanying revised offer letter signed
  by the graduate assistant and authorized
  department administrator.

23
Percent () increase/decrease Action Code 506
GR03

• Percent increases or decreases can be processed
  as a retro action as needed to compensate for
  prior work preformed.
• Enter SS in the search value field and then
  press F4.
• Enter action code 506.
• Enter effective date of change in the START
  field.
• If necessary add additional coding. Coding must
  total 100 funding
• Change the EMPLYD field to reflect the change.
• Enter a comment that reflects the change.
• Press Enter twice to confirm change.
• Press F8 to complete transaction on the GR04
  screen
• If a Y appears in the NEEDS APPRVL field, the
  appropriate account holder must approve use of
  the funds by initially the screen print next to
  the Y.

24
Reporting Tools

• The FOCUS GENSMENU reporting tool allows
  departments to generate reports to capture
  outstanding
• processing issues that need to be addressed.
• http//www.payroll.uconn.edu/hginfo/gensmenureport
  s.doc
• F1992R92 P.A. CLEARED BY GRADUATE SCHOOL
• Transactions that require Graduate School
  approval will be listed on this report after the
  Graduate School has processed the action to clear
  the hold. (Speak test holds, GPA holds)
• F1992R93 PENDING I9 / BENEFITS SIGN-UP
• New Graduate Assistant payroll authorizations can
  be generated with the I-9 pending. This report
  will list any Graduate Assistant whose I-9
  information has not been completed, or updated in
  Genesys.
• I-9 regulations state the I-9 must be completed
  within three (3) working days of the employment
  start date.
• International students can make an appointment
  with a Payroll representative to complete the I-9
  at the same time they are filling out their
  Federal W-4 form.
• Pay checks will be held by Payroll if the status
  of the I9 remains Pending after 30 days past
  the GA start date.
• This report will also list any student who has a
  temporary 998 number in Genesys. International
  Graduate Assistants are responsible for applying
  for a valid Social Security . As soon as they
  receive this number they MUST bring their SS card
  to the Grad School so the valid SS can be loaded
  into PeopleSoft. Payroll will hold the checks of
  students who fail to update their SS with the
  Graduate School in a timely manner.
• F1992R94 GRADUATE ASSISTANT BY WORK LOCATION
• This report will generate a complete listing of
  all Graduate Assistants entered into Genesys for
  your specific work location.
• F1992R98 - SALARY LEVEL CHANGE (or in some cases
  a decrease in levels)
• This report will list Graduate Assistants who
  have inconsistent information between the
  Graduate School (PeopleSoft) and Payroll.

25
Retro Actions

• FRS Accounts
• Retroactive FRS changes are handled in the same
  manner non-retro FRS changes are handled.
• If an error message appears instructing
  department to contact Payroll, call extension
  6-6797 to complete the transaction.
• Refer to the FRS procedure for detailed
  instructions.
• A revised offer letter is not required.
• Separations
• Departments must notify Payroll AS SOON AS
  POSSIBLE of any retroactive separation that
  occurs outside of the usual semester end date.
• Call Payroll before or immediately after
  processing the payroll authorization. Graduate
  Assistants are paid concurrently and a call can
  help to reduce the amount of the overpayment (if
  any) made to the graduate assistant.
• Refer to the Separations procedure for detailed
  instructions.

26
Cont..Retro Actions

• Stipend Level Changes
• Departments are often notified after the start of
  the semester that their GA has met the
  requirements for a level increase effective
  retroactively to the first day of the semester.
  Departments need to use the original action code
  (102, or 104, or 120, or 507) with CR in the
  correction field.
• For level changes that start on the second day of
  the semester or later, use action code 406.
• Most retroactive level changes can be processed
  at the department level. Please call 6-6797 if
  an error message appears on the screen after the
  ENTER key is pressed.
• Refer to the procedure for Level Increase.
• Percent of Employment Changes
• Retroactive percent changes that are effective
  on the first day of the current semester must be
  processed using the original action code (102, or
  104, or 120, or 507) with CR in the correction
  field.
• For changes that start on the second day of the
  semester or later use, action code 506.
• Most retroactive percent changes can be processed
  at the department level. Please call 6-6797 if
  an error message appears on the screen after the
  ENTER key is pressed.
• Refer to the procedure for Percent Changes.
• Access Rights to Grad Payroll Record
• Only one department at a time is allowed access
  rights to a Graduate Assistants payroll record.
• Changes to access rights must be addressed at the
  Graduate School. (ext 6-6005)

27
Hierarchy of Action Codes

• Use the following action codes when processing a
  change in Genesys to a Graduate Assistants
  payroll record.
• Use 406
• Salary Level, OR
• Salary Level, and employed change, OR
• Salary Level, and End Date, OR
• Salary Level, and Funding Code change, OR
• Salary Level, employed, and FRS change, OR
• Salary Level, employed, and end date change, OR
• Salary Level, end date and FRS change, OR
• Salary Level, employee, FRS and end date change

• Use 506
• employed, OR
• employed, and end date, OR
• employed and FRS change, OR
• employed, end date, and FRS change
• Use 507
• End date change, OR
• End date and FRS change
• CORRECTIONS TO THE ORIGINAL INFORMATION USING THE
  ORIGINAL HIRE DATE MUST USE THE CR FEATURE ON
  THE GR03 SCREEN.
• CALL PAYROLL FOR ASSISTANCE IF ERROR OCCURS
  DURING PROCESSING.

28
I-9s When are they required?

• A Graduate Assistant who is new to the University
  and was never paid on any UCONN payroll must
  complete an I-9
• A Graduate Assistant who is returning after a
  break in service - such as a semester off - needs
  a revivified or new I-9 completed and sent to
  Payroll.
• Any Graduate Assistant who was previously
  employed on any another UCONN payroll must
  complete an I-9.

• Questions regarding I-9 requirements for
  international students should be directed to
  Ellen Lowe, Payroll Department.
• Handbook for Employers (instructions for
  completing I-9s) http//www.osha.gov/pls/epub/wag
  eindex.download?p_fileF6844/I9_Handbook.pdf
• New I-9s are NOT needed if a graduate assistant
  is changing departments provided there isnt a
  break in service.

29
Offer Letters When are they required?

• All Graduate Assistantship appointments require
  an offer letter.
• The offer letter must be submitted with the
  payroll authorization.
• Pay level and percent changes require new or
  revised offer letters to be submitted with the
  payroll authorization.

• Rule-of-Thumb
• If you are making any kind of change to the
  compensation a Graduate Assistant is receiving
  then a new or revised offer letter is required.
• Attach the offer letter to the GR04 payroll
  authorization before sending it to Payroll.

30
Additional Information

• Fee Bill payroll deductions are set up and
  managed by the Bursars Office. Payroll does not
  have access rights to set up or change deduction
  amounts. All inquires must be addressed at the
  Bursars Office located in the Wilber Cross
  building.
• Graduate Assistants who do not complete Federal
  and State withholding forms will be taxed at the
  highest tax withholding rate until they complete
  and submit the appropriate forms.

• The States Core-CT system only allows employees
  to choose one State tax status, one Federal Tax
  status, and one Direct Deposit option.
• These rules apply if the Graduate Assistant is
  receiving payments on another UCONN payroll or is
  working for another state agency.
• Direct deposit authorization forms do not need to
  be resubmitted each semester. he information
  remains active in the States Core-CT system even
  during the summer break.
• Any change to bank or account information must be
  relayed to Payroll as soon as possible to prevent
  funds from being deposited into an invalid
  account.
• Depending on the immediacy of the situation, a
  phone call to the Payroll Department is
  warranted.

31
More Additional Information

• Temporary 998 identification numbers assigned to
  international students must be updated as soon as
  the Graduate Assistant receives a valid US social
  security number.
• The Graduate Assistant needs to bring their
  social security card to the Graduate School to
  initiate the update process.
• The Graduate School forwards a copy of the SS
  card to the Registrars Office to update the
  Student Admin System and to the Payroll
  Department for tax purposes.
• Once the Student Admin System has been updated,
  an overnight interface updates the HR/Payroll
  System.

• When Graduate Assistants work for two different
  departments, only one department is allowed
  access to a Graduate Assistants record. The
  primary department must be contacted by the
  secondary department with the pertinent
  information for data entry.
• A copy of both departments offer letters must
  accompany the payroll authorization when a
  graduate assistant is shared. This also
  applies to stipend and percent of employment
  changes for shared Graduate Assistants.
• Any GR04 screen print that has a Y in the NEEDS
  APPRVL field (next to the FUNDING DATA) requires
  the initials of the account holder next to the
  Y.

32
Logging off of Genesys

• To end your Genesys session, Press F12 from any
  data entry screen. This will bring you back to
  the Genesys logon screen.
• Press the Pause/Break key. You will receive a
  message that reads Genesys All-Screen Logged
  Off.
• At the prompt type LOGOFF and press Enter. You
  are now back to the main-frame logon screen.
• Close out of the session.