UNIVERSITY OF NEW HAMPSHIREUNIVERSITY OF NEW HAMPSHIRE

Welcome to Banner Welcome to Banner HR Status TrainingHR Status Training

January 2004

Why are you here?Why are you here?

To receive the most current, To receive the most current, comprehensive information about comprehensive information about status appointmentsstatus appointments

To be introduced to new methods of To be introduced to new methods of communicating requests for new communicating requests for new positions, changes to appointments, positions, changes to appointments, special payments, retroactive special payments, retroactive payments, deferred pay, etc.payments, deferred pay, etc.

To get answers to your questions!To get answers to your questions!

What are the Status Hires?What are the Status Hires?

Employee Employee Appointment TypeAppointment Type

Status Status Hire Hire

Approval Approval CategoryCategory

Grant Grant Funded Funded

Status Hire Status Hire Approval Approval

CatCat

Third Third Party Party EpafsEpafs

TerminatioTermination Approval n Approval CategoryCategory

Operating Staff Full-TimeOperating Staff Full-Time

(100%)(100%)UHOSFTUHOSFT RHOSFTRHOSFT 3POSFH3POSFH USTERMUSTERM

Operating Staff Part-Operating Staff Part-TimeTime

(less than 100%)(less than 100%)

UHOSPTUHOSPT RHOSPTRHOSPT 3POSPH3POSPH USTERMUSTERM

Full Time PAT, AA, EE, Full Time PAT, AA, EE, PA’s (100%)PA’s (100%)

UHEXFTUHEXFT RHEXFTRHEXFT USTERMUSTERM

Part-Time PAT, AA, EE, Part-Time PAT, AA, EE, PA’s (less than 100%)PA’s (less than 100%)

UHEXPTUHEXPT RHEXPTRHEXPT USTERMUSTERM

Academic Year FacultyAcademic Year Faculty UHAYFYUHAYFY RHAYFYRHAYFY USTERMUSTERM

Fiscal Year FacultyFiscal Year Faculty UHFYFYUHFYFY RHFYFYRHFYFY USTERMUSTERM

Before Epaf Data Entry:Before Epaf Data Entry:

Obtain source documentation from the Obtain source documentation from the department.department.

Refer to the current payroll calendar (HR and Refer to the current payroll calendar (HR and Payroll Deadlines) to select the correct query Payroll Deadlines) to select the correct query date. (PTRCALN)date. (PTRCALN)

Select the correct epaf (Refer to Selecting the Select the correct epaf (Refer to Selecting the Right Epaf for the Job Document).Right Epaf for the Job Document).

Select the correct position/suffix combination. Select the correct position/suffix combination. – New position – Need to contact UNH HR to be set up.New position – Need to contact UNH HR to be set up.

Budgets must be established in NBAPBUD/NWAPBAD Budgets must be established in NBAPBUD/NWAPBAD before the epaf is completed to hire the employee into before the epaf is completed to hire the employee into the new position.the new position.

– Suffix – Review NBIJLST (entering 07/01/2003 as the Suffix – Review NBIJLST (entering 07/01/2003 as the effective date).effective date).

EPAF Data Entry Steps:EPAF Data Entry Steps:

There are 2 steps (approval There are 2 steps (approval types) for each type of status types) for each type of status hire:hire:– Peaempl Create Step (PEACRE)Peaempl Create Step (PEACRE)

Defines current hire date, eclass, Defines current hire date, eclass, distribution org, leave category code, distribution org, leave category code, benefit category, etc.benefit category, etc.

– Hire/Job Entry – (either STEXJE or Hire/Job Entry – (either STEXJE or OSJBEY approval categories)OSJBEY approval categories) Define salary, FTE, begin dates, etc.Define salary, FTE, begin dates, etc.

PEACRE Step:PEACRE Step:

Current Hire Date:Current Hire Date: – On time hire – same as the query dateOn time hire – same as the query date– Late hire – equal to the ACTUAL first day of Late hire – equal to the ACTUAL first day of

work.work. PEAEMPL E-Class:PEAEMPL E-Class: Defaults from the epaf Defaults from the epaf

selected, except FY Faculty (refer to the ECLS-selected, except FY Faculty (refer to the ECLS-Position Group-PCLS-Position Category-Acct, Position Group-PCLS-Position Category-Acct, document for values).document for values).

Distribution Org:Distribution Org: Current value or enter new Current value or enter new value if requested by employeevalue if requested by employee

I9 Information:I9 Information: Leave blank (updated by UNH Leave blank (updated by UNH HR)HR)

Leave Category Code:Leave Category Code: Enter “ET” if employee is Enter “ET” if employee is reporting time through Kronos or FAMIS or other reporting time through Kronos or FAMIS or other pilot program. All other UNH, enter “IN”.pilot program. All other UNH, enter “IN”.

Hire Step: Exempt & FacultyHire Step: Exempt & Faculty

FieldField Work full schedule Work full schedule and year roundand year round

Who work reduced Who work reduced schedule and year schedule and year roundround

Who work less Who work less than year round than year round but with a full but with a full work schedulework schedule

Who work Who work reduced reduced schedule and schedule and less than year less than year roundround

PAT’s who work July PAT’s who work July 1 – June 30.1 – June 30.

Works 4 days a Works 4 days a week from July 1 to week from July 1 to June 30.June 30.

Work full time Work full time but during a but during a defined period defined period such as Aug. 25 such as Aug. 25 – May 21.– May 21.

Works only Works only during the during the academic year academic year and for only 3 and for only 3 days per week.days per week.

FTEFTE Leave blank, will Leave blank, will default in as “1”default in as “1”

Set to match Set to match NBAPBUD FTENBAPBUD FTE

Set to match Set to match NBAPBUD FTENBAPBUD FTE

Set to match Set to match NBAPBUD FTENBAPBUD FTE

Contract Contract Begin DateBegin Date

Leave blankLeave blank Leave blankLeave blank Set to hire date, Set to hire date, or appt. begin or appt. begin date for current date for current fiscal yearfiscal year

Set to hire date, Set to hire date, or appt. begin or appt. begin date for current date for current fiscal yearfiscal year

Contract Contract End DateEnd Date

Leave blankLeave blank Leave blankLeave blank Set to appt. end Set to appt. end date for current date for current FY.FY.

Set to appt. end Set to appt. end date for current date for current FY.FY.

Hire Step: Exempt & Hire Step: Exempt & Faculty Cont’dFaculty Cont’d

FieldField Work full Work full schedule and schedule and year roundyear round

Who work reduced Who work reduced schedule and year schedule and year roundround

Who work less than Who work less than year round but with a year round but with a full work schedulefull work schedule

Who work reduced Who work reduced schedule and less schedule and less than year roundthan year round

FactorFactor Leave blankLeave blank Leave blankLeave blank Calculate working days Calculate working days with the period from with the period from the annualized position the annualized position appt. start date and appt. start date and contract end date and contract end date and then divide by 10.then divide by 10.

Calculate working Calculate working days with the period days with the period from the annualized from the annualized position appt. start position appt. start date and contract date and contract end date and then end date and then divide by 10.divide by 10.

PaysPays Leave blankLeave blank Leave blankLeave blank Set equal to factorSet equal to factor Set equal to factorSet equal to factor

Hours/Hours/

PayPayLeave blank, Leave blank, will default will default from ecls as from ecls as “10”“10”

Leave blank, will Leave blank, will default from ecls default from ecls as “10”as “10”

Leave blank, will Leave blank, will default from ecls as default from ecls as “10”“10”

Leave blank, will Leave blank, will default from ecls as default from ecls as “10”“10”

Hours/Hours/

DayDayLeave blank, Leave blank, will default will default from eclas as from eclas as “1”“1”

Leave blank, will Leave blank, will default from eclas default from eclas as “1”as “1”

Leave blank, will Leave blank, will default from eclas as default from eclas as “1”“1”

Leave blank, will Leave blank, will default from eclas as default from eclas as “1”“1”

Deferred Pay:Deferred Pay:

What is Deferred Pay?What is Deferred Pay?– Deferred pay is when an employee, for example, works the academic year Deferred pay is when an employee, for example, works the academic year

(August – May); however they would like to be paid throughout the entire (August – May); however they would like to be paid throughout the entire year (over 12 months instead of 9 months).year (over 12 months instead of 9 months).

How do you find out if someone is deferring their Pay?How do you find out if someone is deferring their Pay?– Go to NBAJOBS > Jobs Detail Information screen Go to NBAJOBS > Jobs Detail Information screen

(The pays number will be greater than the factor)(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 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 over 20 pay periods, however, they will receive a check for 26 pay periods.periods.

- Also under NBAJOBS > Jobs Detail Information > Options > Deferred Pay Also under NBAJOBS > Jobs Detail Information > Options > Deferred Pay InformationInformation

- This screen will show a deferred pay code (if there is a code present there is This screen will show a deferred pay code (if there is a code present there is deferred pay) deferred pay)

Where is the deferred pay balance?Where is the deferred pay balance?– NBAJOBS > General information screen.NBAJOBS > General information screen. This screen will show the deferred pay balance.This screen will show the deferred pay balance.

Note: If a job for an employee with deferred pay is terminated, this deferred pay 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 balance will pay out in the next paycheck. If it should not be paid out immediately, Payroll needs to be notified. immediately, Payroll needs to be notified.

How do you set someone up to defer pay?How do you set someone up to defer pay?– If you have a new employee that needs to be set up with deferred 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 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 should be sent to UNH HR for authorization and then forwarded to the payroll office. Payroll will code the information into NBAJOBS. (This info payroll office. Payroll will code the information into NBAJOBS. (This info needs to get to payroll before the first check is cut).needs to get to payroll before the first check is cut).

Coding Operating Staff Coding Operating Staff Appointments through EPAF Entry:Appointments through EPAF Entry:

FieldField OS who work full OS who work full schedule and year-roundschedule and year-round

OS who work OS who work reduced schedule reduced schedule and year roundand year round

OS who work < OS who work < year round but year round but with a full work with a full work scheduleschedule

OS who work OS who work reduced schedule reduced schedule and < year roundand < year round

Works 8 hrs a day from Works 8 hrs a day from July 1 to June 30.July 1 to June 30.

Works 4 hrs/day Works 4 hrs/day from July 1 to June from July 1 to June 30.30.

Works 8 hrs/day Works 8 hrs/day but only works but only works from Aug. 11 to from Aug. 11 to May 28.May 28.

Works 6 hrs/day Works 6 hrs/day and only from and only from Aug. 11 to May Aug. 11 to May 28.28.

FTEFTE Leave blank, will default Leave blank, will default in as “1”in as “1”

Set to match Set to match NBAPBUD FTENBAPBUD FTE

Set to match Set to match NBAPBUD FTENBAPBUD FTE

Set to match Set to match NBAPBUD FTENBAPBUD FTE

Hours/PayHours/Pay Leave blankLeave blank Review NBAPBUD Review NBAPBUD for workschedule for workschedule code and review code and review NTRWKSH for NTRWKSH for hourshours

Review NBAPBUD Review NBAPBUD for workschedule for workschedule code and review code and review NTRWKSH for NTRWKSH for hourshours

Review NBAPBUD Review NBAPBUD for workschedule for workschedule code and review code and review NTRWKSH for NTRWKSH for hourshours

Hours/DayHours/Day Leave blankLeave blank Divide the Divide the Hrs/Pay by 10Hrs/Pay by 10

Divide the Divide the Hrs/Pay by 10Hrs/Pay by 10

Divide the Divide the Hrs/Pay by 10Hrs/Pay by 10

Coding Operating Staff Coding Operating Staff Appointments through EPAF Entry Appointments through EPAF Entry Cont’d:Cont’d:

FieldField OS who work OS who work full schedule full schedule and year-and year-roundround

OS who work OS who work reduced reduced schedule and schedule and year roundyear round

OS who work < year OS who work < year round but with a full round but with a full work schedulework schedule

OS who work reduced OS who work reduced schedule and < year schedule and < year roundround

Contract Contract Begin Begin DateDate

Leave blankLeave blank Leave blankLeave blank Set to hire date, or Set to hire date, or appt. begin date for appt. begin date for current fiscal yearcurrent fiscal year

Set to hire date, or Set to hire date, or appt. begin date for appt. begin date for current fiscal yearcurrent fiscal year

Contract Contract End DateEnd Date

Leave blankLeave blank Leave blankLeave blank Set to appt. end date Set to appt. end date for current FY.for current FY.

Set to appt. end date Set to appt. end date for current FY.for current FY.

FactorFactor Leave blankLeave blank Leave blankLeave blank Calculate working days Calculate working days with the period from with the period from the annualized position the annualized position appt. start date and appt. start date and contract end date and contract end date and then divide by 10.then divide by 10.

Calculate working days Calculate working days with the period from with the period from the annualized position the annualized position appt. start date and appt. start date and contract end date and contract end date and then divide by 10.then divide by 10.

PaysPays Leave blankLeave blank Leave blankLeave blank Set equal to factorSet equal to factor Set equal to factorSet equal to factor

Operating Staff: Operating Staff: WorkschedulesWorkschedules

KRONOS/Famis employees will not have a workschedule KRONOS/Famis employees will not have a workschedule value in NBAPOSN or be paid via a Banner workschedule.value in NBAPOSN or be paid via a Banner workschedule.

All other OS employees must have a workschedule code to All other OS employees must have a workschedule code to generate pay.generate pay.

Default to the NBAJOBS record from the position Default to the NBAJOBS record from the position (NBAPOSN).(NBAPOSN).

Changes to Workschedules:Changes to Workschedules:– Once the workschedule detail has defaulted to NBAJOBS, it is Once the workschedule detail has defaulted to NBAJOBS, it is

maintained by payroll staff via direct update to NBAJOBS.maintained by payroll staff via direct update to NBAJOBS.– Permanent changes to workschedules in the position need to be Permanent changes to workschedules in the position need to be

communicated to UNH HR who will update NBAPOSN.communicated to UNH HR who will update NBAPOSN. Permanent changes made to NBAPOSN will need a new epaf Permanent changes made to NBAPOSN will need a new epaf

entered so that the new workschedule code defaults to the entered so that the new workschedule code defaults to the NBAJOBS record. NBAJOBS record.

– Any new workschedule code, or changes to a workschedule code Any new workschedule code, or changes to a workschedule code detail needs to be communicated to UNH payroll. (Via USNH detail needs to be communicated to UNH payroll. (Via USNH NBAJOBS Workschedule Request Form).NBAJOBS Workschedule Request Form).

NTVWKSH – Lists the current workschedulesNTVWKSH – Lists the current workschedules NTRWKSH – Detailed information about the workscheduleNTRWKSH – Detailed information about the workschedule

Workschedules - NTVWKSHWorkschedules - NTVWKSH

Workschedules - NTRWKSHWorkschedules - NTRWKSH

OS – Exception Time Entry:OS – Exception Time Entry:

Operating staff appointments will be set to Operating staff appointments will be set to default regular earnings based upon the jobs default regular earnings based upon the jobs workschedule, any deviations from that workschedule, any deviations from that workschedule must be entered into PHATIME workschedule must be entered into PHATIME as exception entries.as exception entries.– i.e. hours worked above normal, hours not worked.i.e. hours worked above normal, hours not worked.– In addition, any leave use greater than the In addition, any leave use greater than the

employee’s accrued leave balance will need to be employee’s accrued leave balance will need to be entered as dock pay. (This does not apply with entered as dock pay. (This does not apply with Kronos/FAMIS users – they enter positive time Kronos/FAMIS users – they enter positive time entry).entry).

If there are no deviations from that employee’s If there are no deviations from that employee’s workschedule no exception entries need to be workschedule no exception entries need to be processed. processed.

Entering Exception Time: Entering Exception Time: (PHATIME)(PHATIME)

Extracting Time Records – Important to set up proxies!Extracting Time Records – Important to set up proxies! Entering Exception Time:Entering Exception Time:

– Once employees have been extracted, select the correct Once employees have been extracted, select the correct employee employee

– Enter the appropriate earn code (Clicking on the flashlight Enter the appropriate earn code (Clicking on the flashlight will show you the full list of earn codes for that employee’s will show you the full list of earn codes for that employee’s eclass)eclass)

– Enter the correct shift (Refer to Entering Exception Time Enter the correct shift (Refer to Entering Exception Time Cheat Sheet for a listing of shifts).Cheat Sheet for a listing of shifts).

– Enter special rate if applicableEnter special rate if applicable– Then tab to appropriate day and enter the total number of Then tab to appropriate day and enter the total number of

hours for that dayhours for that day– You can then enter the next earn code if appropriate or save You can then enter the next earn code if appropriate or save

the record if completedthe record if completed– Enter commentsEnter comments– Save and Submit time for approvals – approve time if Save and Submit time for approvals – approve time if

approverapprover

Retroactive Payments:Retroactive Payments:

If a status employee is being hired If a status employee is being hired retroactively, Payroll needs to be notified so retroactively, Payroll needs to be notified so that retroactive payment may be processed. that retroactive payment may be processed. – Complete the “USNH Retro Payment Form for Complete the “USNH Retro Payment Form for

Status Appointments”Status Appointments”– Located: Located:

http://www.finadmin.unh.edu/controller/pr_forms.hthttp://www.finadmin.unh.edu/controller/pr_forms.htmlml (Available 2/9/04) (Available 2/9/04)

These forms must be completed and sent to These forms must be completed and sent to Payroll prior to 9AM on Monday of the payroll Payroll prior to 9AM on Monday of the payroll processing schedule (Please be sure to check processing schedule (Please be sure to check the schedule for any changes due to the schedule for any changes due to holidays, etc.)holidays, etc.)

Changes/Terminating Status Changes/Terminating Status Appt’s:Appt’s:

Job changes/Pay increases that need to be made to status Job changes/Pay increases that need to be made to status appointments are processed centrally at UNH HR.appointments are processed centrally at UNH HR.– i.e. time sheet org changes, fte, dist. Org, etc.i.e. time sheet org changes, fte, dist. Org, etc.– An e-mail including the person’s name, SS# (last 4 digits), An e-mail including the person’s name, SS# (last 4 digits),

position/suffix, what needs to be changed with the effective position/suffix, what needs to be changed with the effective date of the change can be sent to date of the change can be sent to Banner.HR.Office@unh.eduBanner.HR.Office@unh.edu

Terminating a Status AppointmentTerminating a Status Appointment– USTERM approval categoryUSTERM approval category– Refer to *STERM cheat sheetRefer to *STERM cheat sheet– HR is included in the routing queue so that benefits will be HR is included in the routing queue so that benefits will be

terminated after the last pay periodterminated after the last pay period– Notify Payroll if the employee is being terminated Notify Payroll if the employee is being terminated

retroactivelyretroactively

Move Epafs:Move Epafs:

What are Move Epafs?What are Move Epafs?– Move epafs are a 2 step process where a status Move epafs are a 2 step process where a status

employee is terminated from one position and hired into employee is terminated from one position and hired into another position in one epaf.another position in one epaf.

When to use Move Epafs?When to use Move Epafs?– Promotions, Demotions, and/or transfersPromotions, Demotions, and/or transfers– Permanent increase in % timePermanent increase in % time– Permanent decrease in % timePermanent decrease in % time– Reclassifications resulting in a change in occupational Reclassifications resulting in a change in occupational

type (i.e. OS to PAT)type (i.e. OS to PAT)– Change in contract datesChange in contract dates– Change in position numberChange in position number– Change in work scheduleChange in work schedule– Change in FTEBS, (will require a new position to be Change in FTEBS, (will require a new position to be

established)established)

CYA Positions:CYA Positions:

What are CYA Positions?What are CYA Positions?– CYA positions are used to maintain the integrity of a status CYA positions are used to maintain the integrity of a status

employee’s base position.employee’s base position. When to use CYA Positions?When to use CYA Positions?

– Assuming a temporary upgrade that meets or exceeds 6 Assuming a temporary upgrade that meets or exceeds 6 months.months.

– Assuming an interim role 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 Taking a temporary reduction in percent time that meets

or exceeds 6 months.or exceeds 6 months.– Assuming a temporary increase in percent time that meets Assuming a temporary increase in percent time that meets

or exceeds 6 months. or exceeds 6 months.

The CYA position needs to be established before the epaf can The CYA position needs to be established before the epaf can be processed. be processed.

One Time Payments:One Time Payments:

What are One Time/Special Payments?What are One Time/Special Payments?– Status employees sometimes receive special payments Status employees sometimes receive special payments

that create an exception to normal pay. that create an exception to normal pay. Types of One Time/Special Payments:Types of One Time/Special Payments:

– Earned time payoutEarned time payout– Vacation payoutVacation payout– SIP paymentsSIP payments– ARC payoutsARC payouts– BonusesBonuses– Might also include one-time payments made to an Might also include one-time payments made to an

employee to compensate when additional dollars are due employee to compensate when additional dollars are due to the employee that hadn’t previously been paid. to the employee that hadn’t previously been paid.

UNH HR Request Forms for UNH HR Request Forms for Banner HR Processing:Banner HR Processing:

Forms will be available for BSC’s to request transaction processing from UNH HR. Forms will be available for BSC’s to request transaction processing from UNH HR. (target date of mid-February)(target date of mid-February)

The types of items and their form names are:The types of items and their form names are:

Placing an employee on leavePlacing an employee on leave NZALEAVNZALEAV

Returning an employee from leaveReturning an employee from leave NZARTNLNZARTNL

Moving an employee from one position to anotherMoving an employee from one position to another NZARQMVNZARQMV

Moving an employee into a CYA positionMoving an employee into a CYA position NZARCYANZARCYA

Bonus or one time paymentBonus or one time payment NZAPMNTNZAPMNT

Setting up a new position in NBAPOSNSetting up a new position in NBAPOSN NZANPOSNZANPOS

Request termination of a non status salary Request termination of a non status salary appointmentappointment

NZATNSANZATNSA

Request for job changes to non status exempt Request for job changes to non status exempt appointmentsappointments

NZACNEANZACNEA

Request Form Process:Request Form Process:

Example of Email Notification Example of Email Notification

from use of Request Formsfrom use of Request Forms::

Contacts/Support:Contacts/Support:

EPAF Processing Questions – Call the CIS Help Desk at EPAF Processing Questions – Call the CIS Help Desk at 862-4242 or submit your question via the Web at 862-4242 or submit your question via the Web at http://http://www.unh.edu/helpdesk/banner/howto_bannerhr.htmlwww.unh.edu/helpdesk/banner/howto_bannerhr.html

Security Questions, HR Requests other than the online Security Questions, HR Requests other than the online request forms – E-mail UNH HR at request forms – E-mail UNH HR at Banner.HR.Office@unh.eduBanner.HR.Office@unh.edu

Payroll related questions – E-mail Payroll related questions – E-mail payroll@unh.edupayroll@unh.edu Banner HR Reference Material:Banner HR Reference Material:

– http://http://www.unh.eduwww.unh.edu/hr/banner/hr/banner

Questions?Questions?