Welcome to Banner HR Non Status Hourly Training

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Welcome to Banner HR Non Status Hourly Training
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Why are you here?

• To receive the most current, comprehensive
  information about non status hourly appointments
• To be introduced to changes made for processing
  student hourly, complementary hourly and summer
  college work study appointments.
• To review PHATIME earn codes
• To get answers to all of your questions!

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The Process
Source documentation (request from department)
Select the correct EPAF Review NBIJLST and
possibly PEAEMPL, PPAIDEN
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Source Documentation

• Should be received in a timely manner via email,
  phone, fax, etc.
• Basic information should exist employee name,
  ss, activity date, rate, type of appointment
  (CWS, student hourly, etc.) department,
  supervisor, and department approval
• Should be kept at the BSC for reconciliation to
  payment activity make sure people were paid!

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Non Status Hourly Hires

• Any appointment involving an hourly rate

If status appointment is hourly based
additional pay appointment must also be hourly
based
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Before EPAF Data Entry

• Select the Query date refer to USNH HR
  Payroll Deadlines document and Non Status Hourly
  EPAF cheat sheets for value
• Select the EPAF (you have already done this at
  this point) Refer to Selecting the Right EPAF
  for the Job document.
• Select the correct position see Non Status
  Position list
• Select the correct suffix go to NBIJLST and
  enter 7/1/2003 as the effective date to determine
  the last suffix used for that position for that
  employee. Select the next suffix number.

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EPAF Data Entry

• Complementary hourly, student hourly, additional
  pay hourly services 2 steps (approval types)
• Hire/Job entry define begin date, ecls, hourly
  rate, timesheet org, FTE etc.
• Labor distribution define foapal to expense
• CWS Academic Year 3 steps (approval types)
• Hire/Job entry
• Labor distribution
• Termination define when appointment ends (end
  of AY)
• CWS Summer 4 steps (approval types)
• Hire/Job Entry
• Labor distribution
• Second labor distribution to change the Federal
  foapal as of 7/1
• Termination

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EPAF Data Entry, cont

• Hire Step updates PEAEMPL and NBAJOBS
• Dates, dates, dates refer to Common PEAEMPL and
  JOBS dates document
• Orgs, orgs, orgs
• Check distribution org where the check goes
  (XUNHCM, XUNHPM, XUNHCK)
• Home org where the employee lives (permanent
  home)
• Time sheet org where the appointment lives
  (refer to Time sheet org matrix)
• ECLS refer to Occupational Type to ECLS
  Crosswalk
• Hourly rate
• FTE set equal to 1 or calculated amount see
  FTE/ Approvals Cheat Sheet
• Sub class code see Subclassification List
• Overtime waiver code ALT or STD
• Salary grade (CWS only) defaults from EPAF

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EPAF Data Entry, cont.

• Hire Step, cont.
• KRONOS appointments
• Contract number
• Refer to 3rd Party Contract Numbers document for
  contract number.
• Employee must have at least one but no more than
  one active home job in KRONOS. Home jobs are
  designated using an H as the first character in
  the contract number. If no active home job
  exists, use a contract number that begins with an
  H.
• If employee has an active home job, use a space
  as the first character of the five character
  contract number.
• If employee is appointed to another appointment
  with the same position number and time sheet org
  as existing appointment, the contract number of
  the new appointment can not be same as the
  existing appointment.
• STRS Assignment Code
• Refer to the STRS Assignment Codes document or
  the PTVASSN table to obtain the Banner code
  equivalent to the Kronos Pay Rule Code

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EPAF Data Entry, cont.

• Labor Distribution Step
• Enter correct foapal and (override placeholder)
• If CWS appointment, ensure that Federal Foapal
  exists and is the correct
• Second Labor Distribution Step (Summer CWS ONLY)
• Ensure that 7/1 is the effective date on the
  2LDCHG step
• Change the Federal FOAPAL and percentage to
  correct values for that fiscal year

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EPAF Data Entry, cont.

• Termination (CWS only)
• Last day of work for both effective date and
  personnel date
• Transaction comments
• Under Options menu enter supporting text for
  reference

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EPAF Submission

• Submitting the EPAF
• Errors
• Trapping Errors review trapping error matrix
  for resolution
• Warnings please read and understand
  implications
• Payroll calendar considerations
• Pay attention to EPAF deadlines
• EPAF must be approved status prior to the deadline

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Verifying the Appointment

• Prior to payment
• Check EPAF Status in NOAEPAF or WEBI (see HR
  Webintelligence Reports document)
• Check NBAJOBS
• After payment
• Review PHAHOUR
• Review payroll reports (see HR Webintelligence
  Reports document)

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Making Changes

• Removing EPAF or appointment
• If EPAF has not been submitted, user can Delete
  PAF (under Options menu). Never use Cancel PAF
  option
• If EPAF has been submitted but not yet approved,
  approver can void EPAF in NOAAPSM or NOAEPAF.
  User can void EPAF in NOAEPAF if status is
  return/correction.
• If EPAF has been completed and NBAJOBS record
  exists, contact UNH HR at Banner.HR.Office_at_unh.edu
  to have job removed
• Changes to expense distribution
• If future use labor distribution EPAF (may
  require deletion of future record contact USNH
  Payroll at payroll_at_unh.edu )
• If past, use labor distribution form
  (http//www.finadmin.unh.edu/controller/pr_forms.h
  tml )

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Making Changes, cont.

• Changes in pay, dates, time sheet orgs, fte, sub
  class, ecls for CWS appointments contact UNH HR
  at banner.HR.office_at_unh.edu
• Changes in pay, dates, time sheet orgs, fte, sub
  class, ecls for non - CWS hourly appointments
  BSC initiates UHJCHG (job change) or UHYCHG (rate
  change) EPAF
• Position/Suffix on these EPAFs must match
  appointment you are trying to change
• Effective date must be greater than last paid
  date
• Only enter values you want to change
• See cheat sheets for more information

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Terminating Appointments

• No termination step exists on student hourly,
  comp hourly or additional pay hourly EPAFs.
• If employee is no longer active, UCTERM EPAF
  should be processed (see Hourly Termination EPAF)
• For early terminations of CWS appointments
  contact UNH HR at Banner.HR.office_at_unh.edu
• If KRONOS termination on Home appointment
  (contract number begins with H) and other
  appointments exist, a UHJCHG EPAF must be
  processed to change the contract number to one
  that begins with an H on another appointment.

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Payroll Entry

• PHATIME Extraction refer to Payroll training
  documentation
• Only one person can extract a time sheet org
• Employee job must be active for PHATIME record to
  be extracted
• Employees are extracted by time sheet org time
  sheet orgs need to be correct on EPAF
• Make sure proxies are set up so that others can
  perform data entry see NTRPROX Cheat Sheet
• Data Entry refer to Payroll training
  documentation
• Data entry should be double checked against
  source documentation prior to approval using WEBI
  (HR00120) or PHATIME
• Earn codes see Eligible Earn Codes by Employee
  class document
• Timing
• Data entry must be complete and approved prior to
  payroll data entry deadline (normally Mondays at
  9 pm)
• Approval status can be viewed in PHIETIM form in
  Banner HR

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Support

• EPAF processing questions CIS Help Desk
  http//www.unh.edu/helpdesk/banner/howto_bannerhr.
  html
• Security questions email UNH HR at
  Banner.HR.office_at_unh.edu
• Payroll questions email UNH/USNH Payroll at
  payroll_at_unh.edu
• Appointment change requests email UNH HR at
  Banner.HR.office_at_unh.edu
• Latest Banner HR documentation go to
  http//www.unh.edu/hr/banner