Leave Processing and Comp Time in Banner HRPayroll

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Leave Processing and Comp Time in Banner
HR/Payroll

• Forums
• October 9 and 11, 2007

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Agenda

• Introductions
• Objectives of Forum
• Leave Processing in Banner
• Compensatory Time in Banner
• Q and A on Leaves Comp Time
• Open Discussion on Banner HR/Payroll

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Introductions

• Duane Arruti, AVP HR Finance Technology
• Joyce McCarthy, SR HR Consultant
• Sidney Mason-Coon, Compensation Specialist

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Objectives

• To explain how leaves will be processed in
  Banner HR/Payroll
• To provide a job aid for Managers to assist
  with processing Leave
• To describe how Banner will capture and track
  Compensatory Time
• To View Leave Balances in LoboWeb

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Processing Leave

• Why is it so important to have leave processed
  accurately in our HR/Payroll System?
• Accurate tracking of leave not only insures that
  employees are being paid correctly but also that
  our records reflect what arrangements have made
  between employer and employee
• Abuse of leave is a key factor in many employee
  relations issues

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Leave Processing in Banner

• Banner provides two distinct methods for
  capturing leaves or comp time
• Some types of leave have banks which are added
  to or deducted from in the payroll process
• For example Sick Leave or Annual leave are
  accrued in Banner based on our business
  practices
• When payroll is processed these banks are added
  to based on our accrual rules and deducted from
  when leave is taken

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Examples of the Two Distinct types of Leaves

• Leaves w/out Banks
• Personal Leave
• Suspension
• Medical Leave
• Military Leave
• Bereavement
• Educational
• Administrative

• Leaves with Banks
• Annual Leave
• Sick Leave (Major)
• Sick Leave (Minor)
• Catastrophic Leave
• Post Docs Leave
• Comp Time also has a banking process in Banner

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Methods to Process Leave in Banner

• How do I process the many different types of
  leaves?
• Employees will only need to use the identified
  leaves available to them on their timesheet or
  exception report
• Timekeepers will enter leaves with a specific
  earn code for each type of leave identified on
  the timesheet, for example
• Annual Leave Earn Code 170
• Sick Leave Earn Code 180
• Sick Leave Major Earn Code 190

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Methods to Process Leave in Banner

• How do I process the many different types of
  leaves?
• Leaves without Banks will be processed as either
  paid or unpaid leave
• PAN or other transaction form will be submitted
  by Supervisor/Mgr specifying
• The specific type of leave
• The date the leave began
• The date the employee is scheduled to return from
  the leave
• Including all supporting documentation per
  policy

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Leave in Banner

• How do I manage the many different types of
  leaves?
• Proactive management of employees on leave will
  be easier
• Reports will be available based on the Job Change
  Reasons that you put into Banner with your
  transactions
• Managing return dates for employees on Paid or
  Unpaid leaves will be driven by proposed return
  dates that are required to be put in the system

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Compensatory Time

• Current State
• Comp Time is captured by the departments on the
  timesheets and on the Compensatory Time Report
• Advanced written agreement required between
  employee and supervisor to pay comp time
• If employee does not want comp time in lieu of
  overtime, they must receive overtime pay for time
  worked

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Compensatory Time Banks

• Comp1
• Accrue a maximum of 120 hours and must be used or
  paid out within 90 days
• Comp 2
• Accrue a maximum of 240 hours and must be paid or
  used within 30 or 90 days

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Comp Time Earnings Codes

• Earnings codes created for each bank
• Comp Time Earned
• Comp Time Taken
• Comp Time Paid Out

• Comp time confirmed on timesheet with signatures
  by both employee and supervisorno longer require
  Compensatory Time Report
• Entered into Banner by timekeepers

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Comp Time Aging Reports

• Comp time will not be paid out automatically
• Aging reports will be available to supervisors to
  notify when to pay employees if comp time has not
  been used or paid out within allotted time

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Compensatory Time Balances

• Current comp time balances will not be put in
  Banner
• Balances are now kept in stand alone databases,
  on paper, excel spreadsheets, etc
• Comp balances which exist prior to Banner
  HR/Payroll should be taken before new comp time
  balances are banked in Banner
• Balances existing prior to HR/Payroll go live
  should be paid as regular earnings in Banner

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Q and ALeave Processing and Compensatory Time
in Banner HR/Payroll
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