Transcript Personnel Transaction Form (PTF) Checklist

• Open Internet Explorer
• Type the address below
https://portal.twu.edu/ptf/
• Enter your username and password
• Go to My Tools and Personnel Transaction Form
(PTF)
Personnel Transaction Form Entry
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Choose the type of PTF you would
like to process:
New Employee
Change Appointment
Leave Without Pay
Task Payment
Termination
New Employee
Change Appointment
Leave without Pay
Task Payment
Supplemental
Task Payment
Policy
Supplemental Task
Payment Form
Termination
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The following are definitions of reason codes used for data entry:
010–Newly hired or rehired after a break in state service
Use this reason code to report the employment of a new employee to state employment or to re-employ a former state employee following a break in state employment.
This code identifies employment of an individual who has never worked at the institution or agency before or who has a break in service of more than one day and is
not a direct transfer from
another state agency or institution of higher education. An employee who last works for one institution or agency on a Friday and begins work for another institution on
a Monday is not considered to have a break in service and should not be reported with a 010 acquisition code.
900–Establish new job/appointment
Use this reason code to report an appointment to a new fiscal year (September 1) for an employee who had an appointment in the previous fiscal year or to add
additional appointments at any time.
920–Promotion
Use this reason code to report a salary increase and/or a title change for an employee as a result of a change in assignment within an institution, from a position with
one title,
academic rank or classification to a position with another title, academic rank or classification.
921–Demotion
Use this reason code to report a salary reduction and/or a title change for a voluntary or involuntary change in assignment to a position that requires decreased
responsibility and a lower salary range or group.
922–Reclassification
Use this reason code to report a change in an employee's job title due to a change in the official classification of a position within the same budgetary unit resulting
from a job
analysis or audit.
924–Increase after successful completion of certification or advanced degree
Use this reason code to report an increase for an employee that may be granted to an employee who has earned a certification, such as Certified Public Accountant, or
an
advanced degree.
925–Merit increase
Use this reason code to report a salary increase given to an employee whose job performance and productivity is consistently above that normally expected or required.
929–Equity, market or scale adjustment
Use this reason code to report an increase given to an employee or an employee class in order to compete with comparable outside markets or international salary
conditions.
930–Institutional across-the-board increase
Use this reason code to report an institutionally awarded salary increase for all institutional employees or for a specific class of institutional employees. This increase
becomes a part of the employee's base salary rate and is spread over the term of the appointment.
931–Legislatively mandated across-the-board increase (statutory)
Use this reason code to report an increase mandated by the Legislature for all employees or for a specific class of employees.
932–Multiple salary actions, same effective date
Use this reason code to report a reappointment and salary action or a combination of salary action reason codes when they occur
on the same day (except 925 and 931).
PTF Status Report Page
Access to the Status Report Page
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Go to “Welcome to PTF’s Online”
Click on the right box on the upper right corner that
says “View PTF Status Report”
From this page you have these options:
• Sort by Approver
• Sort by Employee
• Sort by Pending
• Sort by All
• Sort by Archived
For further PTF status help topics, see:
https://portal.twu.edu/ptf/helppagestatus_report.htm
Archived PTF Status Report
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To review an approved personnel
transaction form, go to the below link or
click on the Archived button from the PTF
Status page:
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Click on the flashlight icon
employee last name.
in order to search by
https://portal.twu.edu/ptf/reportarchivedonly.asp
PTF Checklist
Personnel Transaction Form (PTF) Checklist
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No duplicate records submitted
Balanced accounts
Matched positions/titles
Matched employee name or social security number (if new
employee)
Correct object codes
Correct appointment dates
Correct appointment salaries/wages
Matched departments/accounts/supervisors
All relevant data entered
Comment line used for explanatory information
Note staff vacancy – name and vacancy number – in comment
No typographical errors
line
Funds Available Inquiry
To look up funds availability for the department you will need
to have
access to Phoenix via your portal account.
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Log into Phoenix and select TWU Financial System
Inquiry
click on Inquiry
click on Funds
Funds Available Inquiry
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Place cursor on first line of with the heading Account
Query by account number
Hit the F11 key to begin the query
At first line of account enter your account and a % after
it
Hit the control button and F11 key simultaneously (Ctrl
+ F11)
The account information should appear at this point on
the screen
Account Inquiry
To look up funds availability for the department you will need
to have access to Phoenix via your portal account.
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Log into Phoenix and select TWU Financial System
Inquiry
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click on Inquiry
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click on Account
Budget Transfers
From the account inquiry screen you will be able to review the
department balances by clicking on Show balances button
located at the bottom of the screen
The summary (screen on left) will pull up for your review
Budget Transfer Details
The Details balances button at the bottom of the Summary
balances screen will provide you the ability to view further
details of the account
Budget Transfer Form
The Budget Transfer Form is located at:
http://www.twu.edu/FINADMIN/budget.asp
Oracle Object Class
Code Listing
Payroll Deadlines
Payroll Deadlines for Academic and Non-Academic
employees can be found at:
http://www.twu.edu/payroll/payroll-deadlines.asp
Contacts for PTF Questions
Office of Human Resources
Susan Ferbend: [email protected]
Finance & Administration
Robin Bayer: [email protected]
Debbie Mueller: [email protected]
Information Technology Services
Thuan McCullar: [email protected]
Academic Financial Services – Academic PTF Questions
Julio Ramon: [email protected]
Colleen Sallee: [email protected]