Download Biweekly Briefs Payroll 03/19/15 Documents sent to UAF Payroll

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Biweekly Briefs 03/19/2015
Paperwork
Please do not double side documents sent to HR. Because we are Onbasing most all personnel
related documents it is necessary for either the technician (if caught at our stop) or the onbase
scanner (and could be missed) to get up and copy the document as Onbase does not scan both
sides of document. Please help us with this; although we too like to save paper it just doesn’t
work for us. Thanks for your help!
NBAPBUD
Kathy Bennett asked if I would not clarify what I really meant about your NBAPBUD labor setups. If you have a regular and/or term funded PCN that typically does charge to multiple lines
of labor leave as is! What we want your assistance with is cleaning up pool positions in
particular; unfortunately, when your executive/fiscal officers put in their budget requests they
typically in the past include all labor within your units – this is unnecessary as whatever labor is
actually on the job will charge and is unnecessary to have all those (sometimes as many as 30)
lines of labor as that is what defaults in to the job set-up and if missed by the technician and
yourself in review would mean a whole a huge very messy labor redistribution – not to mention
we have to spend time deleting all those lines and sometime inadvertently delete all lines and
when that happens and you have mis-keyed the acct code on your job form and the technician
enters that (they are told to go with the default accounting code; with exceptions of course
taxable/non-taxable student issue) you have not paid on an incorrect accounting code – and
this is not one of the things you can change through Labor EPAF.
Student PJP
If you are ready so are we. Please remember the following housekeeping items. PLEASE,
PLEASE, PLEASE get with all the supervisors of these students and encourage them if they
intend to give their student an increase anytime over the summer to do it NOW during your PJP
processing; otherwise it’s a paper job form later. Also, please be sure to get clarification from
fiscal/executive offers etc. to be absolutely sure you are hiring the student for the summer –
remember they get an email through this process indicating their job has been extended; don’t
inadvertently offer jobs!
And lastly, with the ACA issues upon us beginning July 1st IF you are setting up your student
assignments for greater than or = to 30 hours a week, they may need to be offered health care
immediately upon that job set-up. More clarification will come on this later; however, what
you might consider doing is entering their hours lower than 30 and let the ACA actual hours
count. Remember students MAY and will get paid for all hours worked on their time sheet;
nothing prohibits them from even overtime if they put in the hours. However, keeping their
hours under ACA mandated health care offering does not change their taxability; all students
unless enrolled for 6 or more credits during the summer semester must be in a taxable status.
If they are enrolled in at least 6 credits during summer sessions and wish to be non-taxable;
they are not allowed to work over 20 hours in a week! (ever).
Visit the Student PJP website: Continuing Student Job Assignment http://www.alaska.edu/hr/hrprocedures/paperless-job-processing/continuing-student-job/
Term Funded PCN extensions and Job Forms
You should have received your draft memorandum with all your term funded PCN on it; this was just a
draft as a courtesy for you – you do not have to use this letter; feel free to do your own; but you must get
all the approvals and get that letter/memo sent to budget ASAP so we can get your job forms entered
extending those term funded positions. The deadline I am putting on term funded job form (PNEX) is May
30, 2015.
Beginning possibly next week we will also be doing the merge document for the job form on your term
funded employees. Again, it is not mandatory you use them; it is just for your convenience (our
assistance) if you know for sure you will not be using our job forms, please send me (Jennifer) an email
so I don’t bother putting your merge job forms together.
Faculty Summer Assignments and Contract Extensions
Some of you may have noticed we had a faculty summer assignment session scheduled for
March 30th and may have even registered already. However, it is necessary to cancel that
training session. With the new collective bargaining agreements it is going to be necessary to
start recording of faculty holiday pay and we are faced with numerous system issues related to
this so for now please hold off on faculty summer assignments until we tell you otherwise.
New Hire Reminders
Please remember when you hire faculty and other staff that have a less than 12 month
assignment you must go in to the PJP process and place them in an AOFFC status. Please
review your UaOnline now and review your employees status. Even though your job forms may
indicated less than 12 month assignment including the factors appropriately; there is absolutely
nothing on the uakjobs hiring proposal that indicates the off contract period and this must be
entered by you through the PJP once the job is set-up.
FML LWOP job forms
We are going through some restructure here in the HR office and therefore, we are going back
to the old method of requiring the PPA to submit FML LWOP job forms. You will receive a
notification from your HR consultant when/if it is necessary to submit this job form.
University of Alaska
TKL (Home Org)
Job Form
Txxx
Last Name
New Hire
Action Type
First
MI
Change
Stop Job
Unit Separation
Start Job
Pay Adjustment
Last Name, First Name
Use notation area for
Extract
Employee ID
Date:
explanation of changes and
Employee Information (PEAEMPL)
Status
corrections
ECLS
Current Hire
LCAT
BCAT
Original Hire
FT/PT
3xxxxxxx
Check Dist
Home Dept
Adjusted Service
Seniority Date
Term Date
Dist/Div
Term Reason
Base Job Information (NBAJOBS)
T/S Org
Posn
Txxx
Suffix
2xxxxx or 4xxxxx
Job End Date
P/S/O
Job Begin Date
xx
Contract Start
Contract End
Step Increase MM/DD
«PSO»
Required on “4 PCN”
Job Detail Information (NBAJOBS)
Change Effective Date
Personnel Date
Status
PCLS
«Change_Effective_Date»
FTE
Job Title
«Job_Title»
Employee Class
Out of Class (Shift)
«Employee_Class»
Job Change Reason
Salary Table
Grade
Step
Assign Salary
Factor
FML – Family Medical Leave - Begin
Rate
Hours/Day
Hrs/Pay or Units
Annual Salary
HRS/PAY
Earnings Code Information (NBAJOBS)
Earnings Code
601
652
Hours/Units
Special Rate
Shift Code Earnings Start Date Earnings End Date
HRS/PAY
HRS/PAY
Labor Distribution Information (NBAJOBS)
Effective Date
Fund
«Change_Effective_Date»
Orgn
Fund
Orgn
Acct
Prog
Actv
Percent
Acct
Only necessary to enter funding information if it has changed. Must highlight if you want entered.
Completed by_ ___________ Ext.#_ ___
Approval__________________Date ________
Personnel_______Entered by______Date__________
Budget________________________Date__________
Department
Notations:
Per HR Consultant employee beginning FML. Remove from
WTE.
All Future Dated Records will be updated/Deleted.
Biweekly Briefs Payroll 03/19/15
Documents sent to UAF Payroll – Please take the time to review all documents for
completeness and legibility prior to sending them to UAF HR Payroll. Documents that come to us that
are not complete or legible will not be processed. Ask yourself these questions when reviewing the
document:
 Can I read all the required information on this document?
 Will this document be legible after archiving? (Archiving does reduce the quality of the
document so if the document is already marginal then chances are it will not archive well)
 Does the document have a dark grayscale tint to it? (This will not be legible after archiving it)
 Is the document completely filled in?
Review of your web time sheets – Web time sheets need to be in approved status by Tuesday
5pm with the exception of 4 pay periods throughout the year. (There are 2 remaining for CY15 R14 &
R19)
53 paper time sheets were submitted for R06, which is not very good – we should only have about 10
paper time sheets being submitted for processing and they are for the FW assignments on those
employee’s whose primary job is an NR.
Who To Call
Mary Goldsby 474-6256 Web time sheets
Miscellaneous taxable items to report
Just a reminder to report any miscellaneous taxable benefits
Outstanding payroll checks
You will be receiving an email from Peggy asking you to check in with some employees who have not
cashed their paychecks. The checks in question are close to being stale dated as they were issued about
5 to 6 months ago.
Please make contact with these employees and remind them that their paychecks need to be cashed,
this would also be a good time to let them know that setting up a direct deposit might be a good option
for them.
Use UaOnline
Remind your employees that UAOnline might have the answers to th