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!
The Process Source documentation (request from department) Select the correct EPAF Review NBIJLST and possibly PEAEMPL, PPAIDEN
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!
Non Status Hourly Hires Any appointment involving an hourly rate * If status appointment is hourly based additional pay appointment must also be hourly based
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.
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
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
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
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
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
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
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)
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@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 email@example.com ) • If past, use labor distribution form (http://www.finadmin.unh.edu/controller/pr_forms.html )
Making Changes, cont. • Changes in pay, dates, time sheet orgs, fte, sub class, ecls for CWS appointments – contact UNH HR at banner.HR.firstname.lastname@example.org • 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
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.email@example.com • 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.
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
Support • EPAF processing questions – CIS Help Desk http://www.unh.edu/helpdesk/banner/howto_bannerhr.html • Security questions – email UNH HR at Banner.HR.firstname.lastname@example.org • Payroll questions – email UNH/USNH Payroll at email@example.com • Appointment change requests – email UNH HR at Banner.HR.firstname.lastname@example.org • Latest Banner HR documentation go to http://www.unh.edu/hr/banner