Transcript Banner HR Foundational Overview

Banner HR Foundational Overview
Banner HR:
Foundational Overview
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Glossary
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If you encounter terms with which are unfamiliar please consult the USNH Glossary on line at:
http://usnhhr.unh.edu/banner/key_terms.htm
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University System of New Hampshire
Banner HR
Foundational Overview
-a self-paced review-
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Banner HR Foundational Overview
Purpose of the Overview
The purpose of this selfpaced review is to help
you…
identify and define
critical pieces
of the
Banner HR puzzle
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Banner HR Foundational Overview
Banner HR Critical Pieces
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Data Confidentiality
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Security/Approvals
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Environment/Terminology
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Benefits/Position Management
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Employee Management
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Payroll Administration
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Banner HR Foundational Overview
Banner HR Critical Pieces
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Data Confidentiality
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Security/Approvals
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Environment/Terminology
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Benefits/Position Management
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Employee Management
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Payroll Administration
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Banner HR Foundational Overview
DATA CONFIDENTIALITY
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Banner HR Foundational Overview
Data Confidentiality
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All HR data is confidential
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USNH policy requires the protection of all HR data
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Employee privacy must always be respected
HR data should be collected/processed in the least intrusive manner
Sensitive data should only be shared when there is a legitimate need
Banner HR data must be maintained in an
accurate, confidential, fair and secure manner
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Do not leave active Banner HR sessions unattended
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Secure all printed sensitive data
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Banner HR Foundational Overview
SECURITY/APPROVALS
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Banner HR Foundational Overview
Security/Approvals
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Role based security
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Access is restricted by:
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Banner forms are grouped into security classes
Security classes are grouped by user roles
e.g. Payroll Roles - Distributed Time Entry and Approvals, Payroll
General Inquiry and Payroll Labor Distribution
Banner Forms
Assigned organization codes [ORGN](s)
 Home Organization [HORG]
 Position Organization [PORG]
 Time Sheet Organization [TSORG]
Assigned user role(s) e.g. HR Practitioner
Security Classes
Users cannot access:
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Banner forms outside their role
Data for Organizations not assigned
User Roles
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Banner HR Foundational Overview
Security/Approvals
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Electronic Personnel Action Form [NOAEPAF] Approvals
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Payroll Time Entry [PHATIME] Approvals
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User access is restricted to assigned organizations
Approvers are identified by the user when the EPAF is entered
Default approvers can be defined by the user for each EPAF type
Proxies for a user’s EPAF approval levels must be established in NTRPROX
Two ways to approve: PHATIME or PHADSUM
User access is restricted to assigned Time Sheet Organizations [TSORG]
Specific time entry proxies must be established by the user in NTRPROX
prior to extracting and entering time (Options: Time Entry Proxy
Information)
Status of approvals can be reviewed at any time after entry
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Banner HR Foundational Overview
ENVIRONMENT/TERMINOLOGY
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Banner HR Foundational Overview
Environment/Terminology
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Single Banner Finance and HR database [BPRD]
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Single sign-on for both HR & Finance systems
Common validation tables
Allows for synchronization of data
Data standards must be followed to maintain data integrity
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Real time data entry and query
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No Fiscal Year restrictions
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Appointments [Jobs] continue from year to year
Appointments only end if termination data has been entered
Financial activity, including payroll expenses, tracked by FY
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Banner HR Foundational Overview
Environment/Terminology
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Key Employee Management Terms
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Appointment – Person + Position + Unique Suffix, a.k.a. JOB
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Part-Time/Full-Time/Casual - (hourly or exempt position with no benefits)
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Electronic Personnel Action Form [EPAF] - NOAEPAF transaction which creates or modifies
NBAJOBS record (appointment) and/or PEAEMPL record
Employee Class [ECLS]
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As coded on NBAJOBS record - Identifies payroll payment methods
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Default regular earnings or Defer pay for AY or PT Exempt Status appointments
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Default regular based on work schedules or Positive pay time reporting
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e.g. OS use H1 = 37.5 hr/wk; H2 = 40 hr/wk
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As coded on employee’s PEAEMPL record
Identifies the employee type (PAT, OS, AAUP, etc.) and associated benefits classification
Exempt
AY Faculty, Fiscal Faculty, Academic Administrators, PAT, Cooperative Extension Educators, PT
Lectures, Graduate Appointments, etc
Home ORGN (HORG)
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As found on PEAEMPL- Identifies organization to which the employee belongs
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Banner HR Foundational Overview
Environment/Terminology
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Key Payroll Administration Terms
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Key Position Management Terms
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Distribution ORGN – Determines address type to use to send check
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(permanent, campus, alternate)
Labor Distribution – Accounting string(s) used to support the employee expense
Pay ID – Identifies bi-weekly schedule used for payroll; Salary = B1, Labor = B2
Pay No – Bi-weekly payroll number 1 – 26, 27
Timesheet ORGN [TSORG] – Organization responsible for PHATIME time entry
Position Budget – $ needed to fund the position for the specified period of time, Fiscal Year
Position Class [PCLS] – Code that identifies the employee classification
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(e.g. Senior Administrative Assistant, Research Scientist I, Food Service Worker II, etc.
Position FTE – The position’s percent time compared to the Full Time Equivalent (FTE)
Position ORGN – Organization responsible for administering this position
Key Benefit Administration Terms
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Benefit Category (BCAT) – Level of benefits for which the employee is eligible
Leave Category (LCAT) – Leave benefit for which the employee is eligible
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Banner HR Foundational Overview
Environment/Terminology
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Key Data Forms
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PPAIDEN (Bio/demographics for an individual)
PEAEMPL (Employee’s relationship to USNH)
NBAPOSN (Position definition)
NBAPBUD (Position budgeting)
NBAJOBS (Appointment/job details)
PTRCALN (Payroll Calendar)
PDADEDN (Deductions and taxes)
Key Transaction Forms
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NOAEPAF (Used to manage employee appointment [job] information)
NWACOMP (Used by USNH status staff to process salary changes)
PHATIME (Used for payroll time entry)
PHADSUM (Used to approve PHATIME)
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POSITION MANAGEMENT
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Position Management
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Position
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Position Types
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Every appointment [JOB] must be associated with an active position (NBAPOSN &
NBAPBUD)
Single: one position - one individual; e.g. USNH Chancellor
Pooled: one position - multiple individuals
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e.g. College Work Study
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Pooled positions are used for budgeting Part-Time/Full-Time/Casual labor including
students
Position Definition
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Characteristics associated with a position
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Classification (PCLS)
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Classified Title
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Employee Class (ECLS)
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Work schedules
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Salary groups, grades and tables
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Position Management
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Position Number
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Six character code
First 2 character positions defined by USNH
e.g. UB3408, YB0030, PB0027
Character 1
Character 2
Characters 3 - 6
USNH Campus Code
USNH Position Category
Defined by each campus
EXAMPLES
U = UNH
K = KSC
P = PSC
C = CLL
Y = System
EXAMPLES
B = Status
N = Part-Time/Fulltime/Casual
Z = Budget Only
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EXAMPLES OF EXCEPTIONS
EC = Earn code
CI = Continuing Increase
AV = Appointment Variance
Budget Only Positions where last 2
characters are reserved for
grouping
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BENEFITS ADMINISTRATION
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Benefits Administration
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Benefits Administration
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Employee Form (PEAEMPL)
 Contains an employee’s terms of employment.
Employee Class (ECLS)
 Code on PEAEMPL identifies the employee type (PAT, OS, AAUP, etc.)
 Represents the benefit category established for the employee type in question.
Benefit Categories (BCAT)
 BCAT codes represent a set of deductions
 Each employee is assigned a benefit category.
Other Resources
 Ability to code benefits in advance with future effective dated records
 Benefit/Deduction History available for each employee’s benefit selections by
year and/or deduction
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EMPLOYEE MANAGEMENT
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Employee Management
Electronic Personnel Action Forms [EPAFs] - NOAEPAF
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EPAFs Streamline the Appointment Process
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Completed EPAFs
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Set of unique EPAFs of common HR function for each campus
EPAF Approval Category designates HR function; e.g. hire, terminate
Fields are populated with default data to minimize data entry/errors
EPAFs have required approvals which are managed electronically
EPAF trappings identify common data errors
EPAFs transactions can be “tracked” as they are processed
Update PEAEMPL with info about the employee’s terms of appointment
Update NBAJOBS with the employee’s appointment
Do not alter position or position budget values on NBAPOSN or
NBAPBUD therefore appointment activity may require manual budget or
position adjustments
EPAFs are used to adjust PEAEMPL and NBAJOBS records
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Employee Management
Sample EPAF Activities
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Hires
Terminations
Promotions, Transfers
Demotions
Part-Time/Full-Time/Casual “Rate”
Changes
Permanent Changes in Percent Time
Temporary Changes in Percent Time
Temporary Assignments
(i.e., Temporary Upgrade)
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Changes in FTEBS
Changes in FTE
Changes in Pays per Year
Changes in Hours per Pay
Leaves of Absence
Job Labor Distribution Changes
JOBS/PEAEMPL Record Maintenance
Changes to Default Earnings
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Forms to Review BEFORE Entering a Hire EPAF
NBIJLST
Check to see if the
person already has an
Active USNH job;
especially a job that uses
the same Position #
JOB (Appointment)
NBAJOBS
Updated when
the EPAF has
been completed
A JOB (record in NBAJOBS) is the
result of a completed EPAF and is
identified by a unique
combination of
ID #
999999999
Position # UB0384
Suffix #
00
NBAPBUD
NBAPOSN
Check for
position # and
Active status
Check to confirm position budget information and
Active status
PEAEMPL
Check for an existing relationship between the person
and USNH
Updated when the EPAF has been completed
PPAIDEN
Check the information required to enter an EPAF is
correct: First Name, Last Name, DOB, Ethnicity,
Gender, Citizenship, Campus and Permanent Addresses
NOAEPAF
Prior to entering an EPAF… check PPAIDEN, PEAEMPL, NBAPOSN, NBAPBUD and NBIJLST
The process of entering an EPAF draws information from PPAIDEN, NBAPOSN, and NBAPBUD.
Once completed the EPAF transaction updates PEAEMPL and NBAJOBS.
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Banner HR Foundational Overview
Employee Management
Completed Hire EPAF
JOB (Appointment)
NBAJOBS
Updated when
the EPAF has
been completed
A JOB (record in NBAJOBS) is the
result of a completed Hire EPAF
and is identified by a unique
combination of
ID #
999999999
Position # UB0384
Suffix #
00
PEAEMPL
Check for an existing relationship between the person
and USNH
Updated when the EPAF has been completed
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Banner HR Foundational Overview
Employee Management
What is a JOB?
INDIVIDUAL’s ID #
A
JOB
is a unique
combination
of…
POSITION #
AA####
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#########
Congratulations!
you have a
JOB
as seen on
NBAJOBS
or
NBIJLST
SUFFIX #
00-ZZ
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PAYROLL ADMINISTRATION
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Payroll Administration
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USNH Pay Processing
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Employee Class [ECLS]
 As provided on NBAJOBS record determines pay processing rules and
payment method to be used for the employee
Bi-weekly pay cycle
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Labor Time Entry
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Pay periods run from Saturday Week 1 (begin date) to Friday Week 2 (end
date)
Salary Payroll: PAYID = B1; paid on pay period end date
Labor Payroll: PAYID = B2; paid 1 week after pay period end date
B2 Time Entry is open on the pay period begin date and normally closes on the
Monday following the pay period end date (controlled by PTRCALN)
NBAJOBS labor distribution defaults to Payroll
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Past expenses may be reallocated by submitting a DCN to USNH Payroll Office
via electronic spreadsheet or by entry via PHAREDS if delegated responsibility
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Banner HR Foundational Overview
Payroll Administration
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Partial Exception to default regular pay
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Full Exception Processing
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UNH staff not part of positive pay pilot
(additional hours worked, callback, stand-by, voluntary dock pay, etc.)
KSC, PSC, GSC, and System employees and UNH Positive Pay Pilot
employees
Reflects changes to the normal work schedule impacting pay amount
(additional hours worked, call back, stand-by, voluntary dock pay, etc.)
Maintains on-line leave balances (ET/vacation/sick leave use, etc.)
Positive Pay Pilot
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Time defaults to employee’s PHATIME record and entry performed to
represent actual work performed (e.g. regular, additional hours,
callback, ET, voluntary dock, etc.)
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Payroll Administration
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Payroll Calendar – [PTRCALN]
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Manages the dates/times associated with
payroll processes
Accessible to members of the USNH
payroll community
Maintained by USNH Payroll
Controls Time Data Entry window
Calendar Year vs. Fiscal Year [FY]
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Payroll processed by Calendar Year [Jan 1 – Dec 31]
Financial activity tracked by Fiscal Year [Jul 1 – Jun 30]
Payroll has No Fiscal Year Restrictions
Appointments [JOBs] carry forward year to year with no Fiscal Year limitations
Labor distributions don’t end at the Fiscal Year end
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Banner HR Foundational Overview
Payroll Administration
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Example of Pay Period [PP] and data entry schedule
Most current schedule is available in Banner through PTRCALN or
online http://www.finadmin.unh.edu/controller/pr_forms.html
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Pay Period
PP Begin & End
Dates
Entry End Date
Entry Ends at
Check Date
B1-19
Saturday 08/28/04
to
Friday 09/10/04
Monday 9/6/04
N/A
Friday 9/10/04
B2-19
Saturday 08/28/04
to
Friday 09/10/04
Monday 9/13/04
9:00 pm
Friday 9/17/04
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Banner HR Foundational Overview
Payroll Administration
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Direct Deposit
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Checks
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Available and encouraged for all USNH employees
Supports deposit of multiple fixed amounts and net to multiple bank accounts
Direct Deposit notice mirrors the Check Pay Stub
Issued for anyone who has not authorized direct deposit
Check Pay Stub information includes:
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Earnings types including hours worked and rate of pay
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Deduction lines with description
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Current pay period & YTD employee amounts
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System-wide messages for all recipients
Distribution ORGN on EPAF controls check/direct deposit notice
address
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XUNHCM = UNH Campus address, XPSCPM = PSU physical home address
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Banner HR Foundational Overview
Review of Employment Cycle
<1> PPAIDEN queried for existing ID record for person to be hired.
Content of existing record reviewed for accuracy.
New records added only for those who are new to USNH.
<6> Termination EPAF
in NOEPAF used to
retire/terminate
employee
<5> EPAFs entered in
NOAEPAF to process
most job changes
Re-Hire
<2> Hiring EPAF entered in
NOAEPAF to create
employee record in
PEAEMPL and job in
NBAJOBS
<3> Exempt employee time
defaults from JOBS record. No
time entry required.
Non-Exempt employee time
defaults the JOBS record
and/or requires manual time
entry.
<4> Employee receives bi-weekly paycheck/paystub
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Banner HR Foundational Overview
Management Reporting
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Banner On-Line Query
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Provides access to wide range of information based on assigned ORGN
security
WebIntelligence Management Reporting Options
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Next Day Reporting
Live Time Reporting
Live Reporting for Central Offices Only
A limited number of users have system-wide access
Data access is based on ORGN security
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Banner HR Foundational Overview
Summary
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We’ve shared with you
the critical Banner HR
pieces and now
you too are part
of the
big picture!
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Banner HR Foundational Overview
Next Step: Hands-On Training
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Hands-on training for Banner HR Employee Management, EPAF
Entry and Payroll Entry is available upon request.
Send email to [email protected] or call 603-862-4242.
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To attend hands-on training you must have a valid Banner HR
account.
Apply for an account on-line at:
http://usnhaccounts.unh.edu/bannerhr.html
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Banner HR Foundational Overview
Questions?
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Please email any questions, comments or concerns regarding this
presentation to:
[email protected]
or
call 603-862-2494.
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