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ELECTRONIC PERSONNEL ACTION MANUAL Originating EPA’s ______________________________________________________________________________ Starting Actions To originate new actions or make changes to an employee’s current status, you first need to decide which type of action to process. For specific definitions on the type of actions, see EPA Action Definitions. This section of the manual will give examples on how to enter the various actions. Originating an AA Action To start an action, you must first enter the Payroll Commitments system by entering PC at the cursor on the ADIN System Selection Menu; then press ENTER. At this point, the following information should be entered in the fields listed below: FUNC ID/SSN FUND ACCT SEQ YEAR VAC ID AA employee’s University ID Number followed by an I or Social Security Number followed by an S fund account number should be 001, do not change enter the fiscal year you want to enter/update (e.g., 16 refers to fiscal year 2015-2016) posting number associated with the position (not applicable for all options; see EPA Action Definitions for explanation of when it is needed) This system will have VAC ID which has been changed to Posting number in the hiring system. Once this information is provided, press ENTER and the system will automatically do the following: Verify that the fund account is valid and open. Ensure 701 funds are not being used. Enters the employee’s name if a record already exists. If a Posting number is used, the system will populate most mandatory fields. F.Y.I. In order for the Posting number to populate the fields, the Social Security number of the selected employee must be reported to the Equal Opportunity Office before initiating the Electronic Personnel Action. For problems related to the Posting number, notify either University Human Resources at 294-4800 or Cindy Van Loon at 294-2937 in University Human Resources. F.Y.I. Do NOT make any changes to the top line after you have pressed enter. Whenever you make a change to this line, the system thinks you are starting over and will erase anything you have entered below this line. Originating EPA’s Page 1 Figure 1 – AA – New FUNC AA ID/SSN 012345678 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID 010101 NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: DOE JANE DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 1052 GRADE: 34 TITLE: ADMIN SPEC III ANNUAL BASE SALARY: 50000 FRACTION: BASE: P 12-MONTH **LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS: CITIZEN CODE: HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: NEW: X START DATE: (MM DD YY) END DATE: (MM DD YY) 06 30 16 DEPT ANNUAL SALARY: MONTHLY DEPT SALARY: TOTAL COMMITMENT: SPECIAL CONDITIONS: PA217 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; When the Posting number is used, the applicable fields will appear in red and may be edited. Depending on the type of action, these may include the name, department of rank, annual base salary, fraction, base, letter of intent end date/or continuous, home department code, start date, end date, and department annual salary. For positions that do not require a Posting number, all the fields will be blank. Below is a list of each field and a description of what should be entered (if applicable). NAME Enter in the format, Last First MI with no commas. The system will populate this field for current employees and when a Posting number is used. For current and returning employees, only the Records Management Office in University Human Resource Services can change the name when the employee presents a new Social Security Card. DEPT OF RANK For A and B base only, this is the department where academic rank is held. This should be a number or the corresponding department name abbreviation. CLASS/TITLE CODE Enter the 4-digit number associated with the job if the system does not already populate this field. The only bases that do not require a code are M and MN bases. See Class Title Codes for a list of available codes. For Merit and P&S or contact UHR Classification and Compensation and Pat Strah in Vice President for Business & Finance at 294-8264 for A, B, C, D & K base codes. Originating EPA’s Page 2 GRADE For Merit and P&S employees, this field is populated automatically based on the class/title code, and is not applicable for other bases. TITLE Will be populated automatically according to the class/title code. Not applicable for M and MN bases. ANNUAL BASE SALARY Enter a whole dollar amount with no period or comma. This reflects the employee’s annual salary associated with the base (and should equal the total of all the Department Annual Salaries). Not applicable for C base. FRACTION Enter a fraction only – no decimals. This is the total for the time period from all sources. It can only be three figures (e.g., 9/10). Leave full time appointments blank; no fraction is necessary. BASE Enter the code plus any numbers necessary to designate the appropriate employment category. See Bases, EPA Action Definitions, page 1 for a detailed list. 12-MONTH For informational purposes only. A “Y” will be displayed if the employee has signed up for the 12-month pay option. LETTER OF INTENT END DATE Required for any non-continuous employee as indicated on the letter of intent/contract. (e.g., term, temporary, adjunct, visiting, lecturer, clinician and all C, D, K, and M.) This is the appointment end date per the Letter of Intent or contract, not the end date of the action. Tenure and tenure-track faculty are always continuous. CONTINUOUS Enter a Y if applicable. Merit employees (E and H-base), MNbase, tenure and tenure-track faculty are continuous by definition. CITIZEN CODE Enter the correct number for new employees. Current employees should already be filled in; their code can only be changed University Human Resource Services. The possible codes are: 1. Citizen 2. Immigrant/Permanent Resident 3. Refugee/Asylee 4. Non Immigrant If you have questions, contact the International Students and Scholars Office at 294-0373. HOME DEPT CODE Enter the code of the department that maintains the Vacation/Sick Leave information. For C base, enter the code of the educational curriculum department. Originating EPA’s Page 3 HOME DEPT NAME Will be populated automatically according to the home department code. POS # For budgeted positions, enter the corresponding line number (optional). ACTION TYPE (NEW) After deciding which option to use, type an X behind your choice. For new employees, an “X” will automatically populate the NEW option. When a Posting number is applicable, the system will populate this field with the correct option. To view a list of all options, see EPA Action Definitions. START DATE Enter the start date of the action in the format MM DD YY. This date must be valid and within the fiscal year being entered. Note: B base faculty appointments run from 8/16 – 5/15. END DATE Enter the end date of the action in the format MM DD YY if it is different than the end of the fiscal year (which is automatically populated). This date must be valid and within the fiscal year being entered. DEPT ANNUAL SALARY Enter a whole dollar amount with no period or comma. This reflects the employee’s annual salary associated with the indicated FUND ACCT. If paid on multiple fund accounts, the total of this field on all accounts must equal the Annual Base Salary. Not applicable for C base. MONTHLY DEPT SALARY For C base only, enter the monthly stipend amount. The system will automatically calculate the annual base salary and the dept annual salary from this figure once you press ENTER. For all other bases the system will calculate the monthly amount according to the dept annual salary once you press ENTER. SPECIAL CONDITIONS Enter any information that is pertinent, informative and clarifying about the employee or action. After populating all of the applicable fields, press ENTER and you should see the message, “Record has been added” in the lower right hand corner of your screen. If you see an error message in the lower left hand corner, note where the cursor is located and make your correction. For more information about possible errors, see – Error Messages Troubleshooting, page 15 - 19. If you have more accounts to enter for the action, continue entering that information. Just TAB to the FUND ACCT field, type in the next account number and press ENTER. See – Multiple Accounts, Troubleshooting, page 6. Originating EPA’s Page 4 To view the information you have entered on the Total Commitment Entered (TE) screen, type TE at the FUNC heading and press ENTER, (Figure 2) and verify that all the information is correct. If you notice an error, return to the proper entry screen (in this case, AA) and make the appropriate changes. NOTE: The system will require you to view the TE screen before proceeding to the Browse/ Approve Form (BF) screen. If you try to go straight to the BF screen, the system will give you the message “Check TE screen before routing Press ENTER to go to the TE screen”. Figure 2 – TE: Total Commitment Entered Screen FUNC TE ID/SSN 012345678 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID 010101 NEXT FISCAL YEAR DATA NAME DOE JANE TITLE ADMIN SPEC III 12 MONTH ANNUAL.SALARY 50000 BASIS P ACCT-> 102 3456 LST.CHG 06 01 09 JUL 4166.74 AUG 4166.66 SEP 4166.66 OCT 4166.66 NOV 4166.66 DEC 4166.66 JAN 4166.66 FEB 4166.66 MAR 4166.66 APR 4166.66 MAY 4166.66 JUN 4166.66 TOTAL 50000.00 BASIS P F11 = Go to BF PA202 TRANS. ENTERED/NOT ROUTED F1=Help; F3=Exit; F4=Transfer; F7/F8=Browse; Once the TE screen looks correct, enter BF at the FUNC heading and press ENTER, or press F11, to view the Browse/Approve Form screen (Figure 3). The BF screen shows the information you have entered in the format that will be routed to the approvers. If necessary, press F7 and F8 to browse backward and forward to view the entire form. You should continue to press F8 to scroll forward until you see the message “End of Form” at the bottom of the screen. Verify that the information on this screen is correct. If you notice an error, return to the proper entry screen and make the appropriate changes. To route the action, press F6, and you should see the message, “Approval Process Initiated” at the bottom of the screen. For instructions on how to watch the progress of your action, see BO – Browse by Originator, Electronic Forms Routing (EF), page 9. Originating EPA’s Page 5 Figure 3 – BF: Browse/Approve Form Screen FUNC BF ID/SSN 012345678 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID 010101 Personnel Action - New Name: DOE JANE UID: 012345678 Annual: Home Dept: 12345 ISU Title: ADMIN SPEC III 50000 Title Code: 1052 Basis: P Proposed Changes Fund.Acct 102-34-56 Start 07-01-15 End 06-30-16 Dept Monthly 50000 4166.66 CHANGE: Committed 50000.00 50000.00 APPOINTMENT ENDING DATE: 06-30-2016 Citizenship Status: Citizen ------------------------------------------------------------------------------Special Conditions: ------------------------------------------------------------------------------Commitment Status Fund.Acct 102-34-56 PA235 PRESS F6 TO BEGIN ROUTING F1=Help; F3=Exit; F4=Transfer; Current .00 Proposed 50000.00 F7/F8=Browse; F.Y.I. All necessary supporting documents (Letter of Intent, Personnel Information Form, New Employee Sign-Up Packet, etc.) must be sent to the applicable office (Provost, Graduate College, Equal Opportunity Office, and University Human Resources). Your request will not be approved until all information is received. Examples The following examples have been given to help you originate similar actions. Listed below are page numbers, the type of action and the base of the employee in the example. Page 7 Page 8 Page 9 Page 10 Page 11 Page 12-16 Page 16-17 Page 18-19 Page 19-20 Page 20-22 Page 22-25 Originating EPA’s AA Example: Renew – Term Appt AA Example: Renew – Add Months AA Example: Renew – Rehire AA Example: Renew – Cont AA Example: Transfer AA Example: Percent/Base Conv AC Example: Award CF Example: Exact Amount LL Example: Medical LWOP MM Example: Prior Year Appt RR Example: Resignation D – Base B – Base C – Base P – Base E – Base C – Base P – Base D – Base A – Base H – Base M – Base Page 6 AA Example: Renew – Term Appt If you have a term employee whose current appointment ended and their new appointment starts the following day, you should use the option Renew – Term Appointment. This option is used only for term employees when there is NO break in service. A new Letter of Intent is required for all bases. NOTE: Merit (E & H base) and MN base employees are always considered continuous and should never be used in this category. Suppose you are given the following information on Jonathan Apple, currently a D–base employee whose previous appointment and Letter of Intent ended 06/30/15: Appt Dates: LOI End Date: Salary: July 1, 2015 – June 30, 2016 June 30, 2016 $46,000 Since Jonathan is a current employee, most of the fields in the AA screen will already be populated (Figure 4). The only information you will have to enter is: Annual Base Salary New LOI End Date Renew – Term Appt Start date End date Dept Annual Salary 46000 06 30 16 X 07 01 15 automatically filled with fiscal year end date 46000 Figure 4 – Renew: Term Appt FUNC AA ID/SSN 111222333 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: APPLE JONATHAN DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 0100 GRADE: TITLE: POSTDOC RES ASSOC ANNUAL BASE SALARY: 46000 FRACTION: BASE: D 12-MONTH **LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS: CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: NEW: PROM: TRANS: DEM: CATEGORY CHANGE: NT-T: RENEW-> TERM APPT: X ADD MONTHS: REHIRE: CONT: PERCENT/BASE CONV: RECLS: LEAD: SPCL: ADMIN ASSIGNMENT: SAL ADJ: START DATE: (MM DD YY) 07 01 15 DEPT ANNUAL SALARY: 46000 END DATE: (MM DD YY) 06 30 16 MONTHLY DEPT SALARY: TOTAL COMMITMENT: SPECIAL CONDITIONS: PA217 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. Originating EPA’s Page 7 AA Example: Renew – Add Months If you are extending time for permanent employees who work during their normal off-work period, you should use the option Renew – Add Months. This option is used only for non 12month continuous employees, such as B-Base tenure-track faculty working over the summer, P9’s and E10’s working during their normal months off, etc. A new Letter of Intent is NOT required. Suppose you are given the following information on Emily Andrews, currently a B–base Professor who wants to be paid on her grant for half of August: August 1 – 15, 2015 $90,000 Appt Dates: Salary: Since Emily is a current employee, most of the fields in the AA screen will already be populated (Figure 5). The only information you will have to enter is: Annual Base Salary Continuous Renew – Add Months Start date End date Dept Annual Salary 90000 Y X 08 01 15 08 15 15 90000 Figure 5 – Renew: Term Appt FUNC AA ID/SSN 222333444 I FUND ACCT 400 34 56 SEQ 001 YEAR 16 VAC ID NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: ANDREWS EMILY DEPT OF RANK CODE FOR A/B BASE: 12345 CLASS/TITLE CODE: 1000 GRADE: TITLE: PROF ANNUAL BASE SALARY: 90000 FRACTION: BASE: B 12-MONTH **LETTER OF INTENT END DATE: OR CONTINUOUS: Y CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: NEW: PROM: TRANS: DEM: CATEGORY CHANGE: NT-T: RENEW-> TERM APPT: ADD MONTHS: X REHIRE: CONT: PERCENT/BASE CONV: RECLS: LEAD: SPCL: ADMIN ASSIGNMENT: SAL ADJ: START DATE: (MM DD YY) 08 01 15 DEPT ANNUAL SALARY: 90000 END DATE: (MM DD YY) 08 15 15 MONTHLY DEPT SALARY: TOTAL COMMITMENT: SPECIAL CONDITIONS: PA217 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. Originating EPA’s Page 8 AA Example: Renew – Rehire If you are reappointing an employee into the same position after a break in service, you should use the option Renew – Rehire. This option is used only for employees when there is a break in service of less than two years, such as non tenure-track B-Base faculty, D-Base, and C-Base graduate assistants returning to a C-Base appointment (dept and title do not matter for C-base). A new Letter of Intent is required for all bases, although B-Base does NOT require a second competitive search, approval by Equal Opportunity Office or a Posting number. Suppose you are given the following information on Chen Lee, formerly a C–base employee whose appointment ended 05/15/15: Appt Dates: LOI End Date: Monthly Stipend: August 16, 2015 – December 31, 2015 December 31, 2015 $2000.00 Since Chen is a former employee, most of the fields in the AA screen will already be populated (Figure 6). The only information you will have to enter is: New LOI End Date Renew – Rehire Start date End date Monthly Dept Salary 12 31 15 X 08 16 15 12 31 15 2000.00 Figure 6 – Renew: Rehire FUNC AA ID/SSN 333444555 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: LEE CHEN DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 0501 GRADE: TITLE: GRAD ASST - TA ANNUAL BASE SALARY: FRACTION: 1/2 BASE: C 12-MONTH **LETTER OF INTENT END DATE: 12 31 15 OR CONTINUOUS: CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: NEW: PROM: TRANS: DEM: CATEGORY CHANGE: NT-T: RENEW-> TERM APPT: ADD MONTHS: REHIRE: X CONT: PERCENT/BASE CONV: RECLS: LEAD: SPCL: ADMIN ASSIGNMENT: SAL ADJ: START DATE: (MM DD YY) DEPT ANNUAL SALARY: 08 16 15 END DATE: (MM DD YY) 12 31 15 MONTHLY DEPT SALARY: 2000.00 TOTAL COMMITMENT: SPECIAL CONDITIONS: PA217 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. Originating EPA’s Page 9 AA Example: Renew – Cont This option is used only to process actions for annual salary commitments that are NOT in the budget, or to continue the Payroll Commitments for an employee where the original appointment was entered for a partial year. NO new Letter of Intent is required. Suppose you are given the following information on Katerina Barkowski, a permanent P–base employee whose current fund account ended 09/30/15: October 1, 2015 – June 30, 2016 $56,000 Appt Dates: Salary: Since Katerina is a current employee, most of the fields in the AA screen will already be populated (Figure 7). The only information you will have to enter is: Continuous Renew – Cont Start date End date Dept Annual Salary Y X 10 01 15 06 30 16 56000 Figure 7 – Renew: Cont FUNC AA ID/SSN 444555666 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: BARKOWSKI KATERINA L DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 1064 GRADE: TITLE: PROGRAM COORD 111 ANNUAL BASE SALARY: 56000 FRACTION: BASE: P 12-MONTH **LETTER OF INTENT END DATE: OR CONTINUOUS: Y CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: NEW: PROM: TRANS: DEM: CATEGORY CHANGE: NT-T: RENEW-> TERM APPT: ADD MONTHS: REHIRE: CONT: X PERCENT/BASE CONV: RECLS: LEAD: SPCL: ADMIN ASSIGNMENT: SAL ADJ: START DATE: (MM DD YY) 10 01 15 DEPT ANNUAL SALARY: 56000 END DATE: (MM DD YY) 06 30 16 MONTHLY DEPT SALARY: TOTAL COMMITMENT: SPECIAL CONDITIONS: PA217 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. Originating EPA’s Page 10 AA Example: Transfer When a current employee makes a lateral move within the same pay grade/level to a different position via the hiring process, you should use the option Transfer. A Posting number is required for E, H & P base employees and some A, B base employees. Suppose you are given the following information on David White, currently a Sec II employee making $35,000 who has competed for and was approved for a Sec II position in a different department at the same rate of pay: Transfer Date: Posting Number: September 1, 2015 050505 After entering David’s University ID number or Social Security number and the fund account number, type the Posting number 050505 and press ENTER. The system will populate the fields for you (Figure 8). The information in red can be changed, but is not necessary if everything looks correct: Annual Base Salary Base Home Dept Code Start date End date Dept Annual Salary 35000 E 12345 09 01 15 06 30 16 35000 Figure 8 – Transfer FUNC AA ID/SSN 555666777 I FUND ACCT 704 01 02 SEQ 001 YEAR 16 VAC ID 050505 NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: WHITE DAVID DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 1072 GRADE: TITLE: GRAD ASST-TA ANNUAL BASE SALARY: 35000 FRACTION: BASE: E 12-MONTH **LETTER OF INTENT END DATE: OR CONTINUOUS: Y CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: TRANS: X START DATE: (MM DD YY) 09 01 15 DEPT ANNUAL SALARY: 35000 END DATE: (MM DD YY) 06 30 16 MONTHLY DEPT SALARY: TOTAL COMMITMENT: SPECIAL CONDITIONS: PA217 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. Originating EPA’s Page 11 AA Example: Percent/Base Conv When a current employee changes either the fraction of time worked or the number of months worked, or their base changes, you should use the option Percent/Base Conversion. A new LOI is required for A, B, C & D base employees. NOTE: Base Conversion includes E to H, H to E, A to B, and B to A base only. Suppose you are given the following information on Betty Black, currently a 1/2 time Grad Assistant TA employee making $2000 a month: Adding Grad Asst – RA for 1/4 time July 1, 2015 – June 30, 2016 $1000.00 Appt Type: Appt Dates: Monthly: Since Betty is a current employee, most of the fields in the AA screen will already be populated (Figure 9). The information you will have to enter is: Class/Title Code Fraction Letter of Intent End Date Percent/Base Conv Start date End date Monthly Dept Salary Special Conditions 0503 (this will change the title to Grad Asst-TA/RA) 3/4 06 30 16 X 07 01 15 06 30 16 1000 Adding 1/4 time position Figure 9 – Percent/Base Conv FUNC AA ID/SSN 666777888 I FUND ACCT 704 02 03 SEQ 001 YEAR 16 VAC ID NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: BLACK BETTY DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 0503 GRADE: TITLE: GRAD ASST-TA/RA ANNUAL BASE SALARY: FRACTION: 3/4 BASE: C 12-MONTH **LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS: CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: NEW: PROM: TRANS: DEM: CATEGORY CHANGE: NT-T: RENEW-> TERM APPT: ADD MONTHS: REHIRE: CONT: PERCENT/BASE CONV: X RECLS: LEAD: SPCL: ADMIN ASSIGNMENT: SAL ADJ: START DATE: (MM DD YY) 07 01 15 DEPT ANNUAL SALARY: END DATE: (MM DD YY) 06 30 16 MONTHLY DEPT SALARY: 1000 TOTAL COMMITMENT: SPECIAL CONDITIONS: Adding 1/4 time position PA217 F1=Help; F3=Exit; Originating EPA’s F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; Page 12 This type of action will end the current appointment, so you will need to reenter that information. If you are unsure about the current appointment dates, wages or account number, the best way to find out is by viewing the TE screen and pressing F11 (see negative line in Figure 10): Figure 10 – Percent/Base Conv Step 2 FUNC FD FORM PERS ACTN ROLE DEPT UNIV ID 123456789 LIST Personnel Action – Percent/Base Conv Name: BLACK BETTY UID: 666777888 Annual: Home Dept: 12345 ISU Title: GRAD ASST-TA/RA 7200 Title Code: 0503 Basis: 3/4 C Proposed Changes Fund.Acct 704-02-03 704-03-04 Start 07-01-15 07-01-15 End 06-30-16 06-30-16 Dept Monthly 12000 1000.00 24000 2000.00CHANGE: Committed 12000.00 24000.0012000.00- APPOINTMENT ENDING DATE: 06-30-2016 Citizenship Status: Citizen Once you have gathered the information, go back to the AA screen, type in the appropriate account number and press ENTER. The only information you will have to enter is the following (Figure 11): Start date 07 01 15 (change only if different) End date 06 30 16 (change only if different) Monthly Dept Salary 2000 Figure 11 – Percent/Base Conv Step 3 FUNC AA ID/SSN 666777888 I FUND ACCT 704 03 04 SEQ 001 YEAR 16 VAC ID NEW, RENEW, RECLASS, PROMOTION ..... DELETE: NAME: BLACK BETTY DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 0503 GRADE: TITLE: GRAD ASST-TA/RA ANNUAL BASE SALARY: FRACTION: 3/4 BASE: C 12-MONTH **LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS: CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: NEW: PROM: TRANS: DEM: CATEGORY CHANGE: NT-T: RENEW-> TERM APPT: ADD MONTHS: REHIRE: CONT: PERCENT/BASE CONV: X RECLS: LEAD: SPCL: ADMIN ASSIGNMENT: SAL ADJ: START DATE: (MM DD YY) 07 01 15 DEPT ANNUAL SALARY: END DATE: (MM DD YY) 06 30 16 MONTHLY DEPT SALARY: 2000 TOTAL COMMITMENT: SPECIAL CONDITIONS: PA217 RECORD MAY BE ADDED After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. Originating EPA’s Page 13 Entering EPAs that contain changes to the percentage of time There can only be one percentage of time on an EPA. If an employee is changing to several percentages in a year, then you will have to do multiple EPAs. Example: James White has been appointed as a ½ time Grad Assistant from 7/1/15 to 6/30/16 for $2000.00 per month. The department wants to increase his time to ¾ time from 9/1/15 to 11/30/15 for an additional $1000.00 per month. Then he will revert back to his ½ time appointment. This will require two EPAs after the original appointment. Figure 12 – Total Commitment on original appointment FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID CURRENT FISCAL YEAR DATA NAME WHITE JAMES TITLE GRAD ASST-TA/RA 12 MONTH ANNUAL.SALARY 24000 BASIS 1/2 C ACCT-> 102 1234 LST.CHG 07 09 15 JUL 2000.00 AUG 2000.00 SEP 2000.00 OCT 2000.00 NOV 2000.00 DEC 2000.00 JAN 2000.00 FEB 2000.00 MAR 2000.00 APR 2000.00 MAY 2000.00 JUN 2000.00 TOTAL 24000.00 BASIS 1/2 C F11 = Go to BF PA202 F1=Help; F3=Exit; F4=Transfer; F7/F8=Browse; First EPA to appoint at ¾ time: Fraction Letter of Intent End Date Percent/Base Conv Start date End date Monthly Dept Salary Special Conditions ¾ 06 30 16 (original LOI end date) X 09 01 15 11 30 15 $3000.00 (if on one account; split, if not) Adding ¼ time appointment Route this EPA. When the EPA has final approval in Payroll, you can start the second EPA to put the Grad Assistant back on as ½ time. Originating EPA’s Page 14 Figure 13a – Total Commitment after adding ¼ time on same account number FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID CURRENT FISCAL YEAR DATA NAME WHITE JAMES TITLE GRAD ASST-TA/RA 12 MONTH ANNUAL.SALARY 13000 BASIS 3/4 C ACCT-> 102 1234 LST.CHG 09 04 15 JUL 2000.00 AUG 2000.00 SEP 3000.00 OCT 3000.00 NOV 3000.00 DEC JAN FEB MAR APR MAY JUN TOTAL 13000.00 BASIS 3/4 C F11 = Go to BF PA202 TRANS. ENTERED/NOT ROUTED F1=Help; F3=Exit; F4=Transfer; F7/F8=Browse; Figure 13b – Total Commitment after adding ¼ time on different account number FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID CURRENT FISCAL YEAR DATA NAME WHITE JAMES TITLE GRAD ASST-TA/RA 12 MONTH ANNUAL.SALARY 13000 BASIS 3/4 C ACCT-> 102 1234 704 5678 LST.CHG 09 04 15 09 04 15 JUL 2000.00 AUG 2000.00 SEP 2000.00 1000.00 OCT 2000.00 1000.00 NOV 2000.00 1000.00 DEC JAN FEB MAR APR MAY JUN TOTAL 10000.00 3000.00 BASIS 3/4 C 3/4 C F11 = Go to BF PA202 TRANS. ENTERED/NOT ROUTED F1=Help; F3=Exit; F4=Transfer; F7/F8=Browse; The original account will be deleted at the start of the new appointment (in red) and will have to be re-entered. Both accounts must be entered as the full percentage of time not what each account has committed. In the example, it would be ¾ time. Originating EPA’s Page 15 Second EPA to revert back to ½ time: Class/Title Code Fraction Letter of Intent End Date Percent/Base Conv Start date End date Monthly Dept Salary Special Conditions 0501 (this will change the title to Grad Asst-TA) ½ 06 30 16 (original LOI end date) X 12 01 15 06 30 16 $2000.00 Adding back original ½ time appointment Figure 14 – Total Commitment after adding back original ½ time appointment FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID CURRENT FISCAL YEAR DATA NAME WHITE JAMES TITLE GRAD ASST-TA 12 MONTH ANNUAL.SALARY 27000 BASIS 1/2 C ACCT-> 102 1234 LST.CHG 12 05 15 JUL 2000.00 AUG 2000.00 SEP 3000.00 OCT 3000.00 NOV 3000.00 DEC 2000.00 JAN 2000.00 FEB 2000.00 MAR 2000.00 APR 2000.00 MAY 2000.00 JUN 2000.00 TOTAL 27000.00 BASIS 1/2 C F11 = Go to BF PA202 TRANS. ENTERED/NOT ROUTED F1=Help; F3=Exit; F4=Transfer; F7/F8=Browse; Contact Payroll or University Human Resources if you have questions about this process. AC Example: Award Additional Compensation can be used for several reasons. The most common use is for compensation in addition to one’s current salary for services provided outside their normal responsibilities or for a monetary award. It can also be used for non-employees who are hired for a short-term service and paid a lump sum amount for a given period (e.g. faculty hired to teach a 4-week short course in the summer). Originating EPA’s Page 16 Suppose you are given the following information on April Anderson, currently a P-base employee who received an Excellence Award: Award Amount: To be Received: $1,000.00 October After entering April’s University ID number or Social Security number and the fund account number, press ENTER (Figure 12). The AC screen will give you two options. Option 1 should be used when the employee is to receive a certain dollar amount with departmental benefits to be paid in addition to the amount indicated. Option 2 should be used when the total amount of salary and departmental benefits is to equal the indicated amount, in which case the Payroll Office will calculate the amount of salary when they approve the action. In this example, we will want to use Option 1: Number of Payments Start Month Monthly Amount Special Conditions 1 10 1000 Employee Excellence Award Figure 15 – Add Comp FUNC AC ID/SSN 777888999 I FUND ACCT 704 03 04 SEQ 001 YEAR 16 VAC ID ADDITIONAL COMPENSATION, LUMP SUM APPOINTMENT DELETE: NAME: ANDERSON APRIL DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 6242 GRADE: 14 STEP: TITLE: INSTR SUP SPEC III ANNUAL BASE SALARY: 42000 FRACTION: BASE: P 12-MONTH: **LETTER OF INTENT END DATE: CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: ISU POS #: ***************LIST START AND END DATES IN SPECIAL CONDITIONS************** OPTION 1: NUMBER OF PAYMENTS: 1 START MONTH: 10 MONTHLY AMOUNT: 1000 (BENEFITS PAID IN ADDITION TO AMOUNT INDICATED) TOTAL: OPTION 2: EXACT AMOUNT *TOTAL OF SALARY AND BENEFITS* (PAYROLL WILL CALCULATE COMMITTED AMOUNT) SPECIAL CONDITIONS: EMPLOYEE EXCELLENCE AWARD PA219 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. Originating EPA’s Page 17 CF Example: Exact Amount The Change in Funding Source option should be used to move a portion or all of a salary from one fund account to another. NOTE: All personnel information must remain the same. Suppose you are given the following information on Patrick Peter, currently a D-base employee who needs to be paid exactly $1000 from a different grant for any time during the month of December: New Grant Number: 400-44-99-01-0001 Grant Definitions: $1,000.00 for Salary and Benefits Time Period: *December 1 - 31 * Payroll recommends using the whole month instead of trying to come up with odd dates. It is easier to change the annual than try to find a date that works. After entering Patrick’s University ID number or Social Security number and the fund account number from which you are moving the charge, press ENTER (Figure 16). Then enter the following information: Fund Acct To Start Date End Date Dept Annual Salary Special Conditions 400 44 99 12 01 15 12 31 15 *10239 Salary and Benefits must equal $1000.00 on account 400-44-99-01-0001 * Contact Payroll at 294-0455 for current fringe benefit rates. Figure 16 – Change Funding Source FUNC CF ID/SSN 777888999 I FUND ACCT 415 40 00 SEQ 001 YEAR 16 VAC ID CHANGE FUNDING SOURCE NAME: PETER PATRICK CLASS/TITLE CODE: 0100 GRADE: ANNUAL BASE SALARY: 40000 HOME DEPT CODE: 12345 DELETE: DEPT OF RANK CODE FOR A/B BASE: STEP: TITLE: POSTDOC RES ASSOC FRACTION: BASE: D 12 MONTH: HOME DEPT NAME: ISU FUND ACCT FROM: 415 40 00 START DATE: (MM DD YY) 12 01 15 DEPT ANNUAL SALARY: 10239 POS #: FUND ACCT TO: 400 44 99 END DATE: (MM DD YY) 12 31 15 MONTHLY DEPT SALARY: TOTAL COMMITMENT: *IF RETROACTIVE ON A 4XX ACCT PROVIDE EXPLANATION CODE: **IF EXACT AMOUNT, EXPLAIN IN SPECIAL CONDITIONS** (F1 FOR LIST) SPECIAL CONDITIONS: SALARY AND BENEFITS MUST EQUAL $1000.00 on account 400-44-99-01-0001 PA223 F1=Help; F3=Exit; Originating EPA’s F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; Page 18 After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. NOTE: Payroll will change the monthly amount if necessary so that the salary and benefits equal the exact amount. NOTE: By entering the sub-account number in special conditions, Payroll will be able to process any corrections to prior months with this number. To add the sub-account to future months, see PR – Sub-Account Breakdown, Payroll Commitments (PC), page 6. FYI Benefits must be moved with the salary unless it is a grant account that does NOT support benefits. Check with your Sponsored Programs accountant at (515) 294-4569 if you have questions. LL Example: Medical LWOP The Leave Without Pay option should be used when an employee is taking time off without pay but will retain their current position. There are four different reasons to choose from when entering the LWOP: LWOP, Medical LWOP, Suspension and Military leave. NOTE: If an employee is on military leave, please call the Payroll Office at 294-0455 when entering the action. Military personnel are entitled to 30 days of leave WITH pay per calendar year. If the LWOP crosses calendar years, multiple sequences will need to be entered. Suppose you are given the following information on Casie Zou, currently an A-base employee: Involved in Car Accident: June 30 Sick Leave Balance: June 30 Vacation Balance: July 18, 2015 48.2 hours 89.6 hours F.Y.I. Don’t spend hours trying to figure out what the first day of Leave Without Pay should be; the Payroll Office can do that for you. Contact Doug Anderson at 294-6558. After entering Casie’s University ID number or Social Security number, press ENTER (Figure 17). The LL screen has two different options. Option 1 is used to put the employee on Leave Without Pay. Option 2 is used to return the employee to pay status when they return from LWOP. In this example, you will want to use Option 1: Type of Leave Start Date End Date Special Conditions Originating EPA’s Med LWOP 08 21 15 *06 30 16 Injured in a car accident on July 18. Sick leave ends on July 31, Vacation ends on August 20. Page 19 *Since the date Casie will be returning is unknown, the end of the fiscal year should be used. If she returns before that date, another LL will need to be processed using Option 2. Figure 17 – Medical LWOP FUNC LL ID/SSN 888999000 I FUND ACCT SEQ 001 YEAR 16 VAC ID LEAVE OF ABSENCE - LWOP, MED LWOP, SUSP, MIL DELETE: NAME: ZOU CASIE CLASS CODE: 5800 ANNUAL BASE SALARY: GRADE: 200000 HOME DEPT CODE: 12345 OPTION 1: OPTION 2: DEPT OF RANK CODE FOR A/B BASE: STEP: TITLE: ASSOC DEAN FRACTION: BASE: A HOME DEPT NAME: ISU POS #: LWOP: MED LWOP: X SUSPENSION: MILITARY: START DATE: (MM DD YY) 08 21 15 END DATE: (MM DD YY) 06 30 16 IF PARTIAL DAYS ENTER TOTAL HOURS: *ONLY ONE MONTH AT A TIME* USE ONLY TO REVISE PREVIOUSLY REPORTED END DATE REVISED END DATE (MM DD YY) TOTAL COMMITMENT: SPECIAL CONDITIONS: Injured in a car accident on July 18. Sick Leave ends on July 31, Vacation ends on August 20. PA227 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. MM Example: Prior Year Appt The Miscellaneous screen is to be used for prior year actions and when the action does not fit any of the other options. The main difference between this screen and all the others is that the MM screen will not update the TE: Total Commitment Entered screen. Payroll will make any necessary calculations when they approve the action. Now suppose you are given the following information after the June payroll cutoff for a new employee, Brian L. Barns: Starting date: Title & Base: Annual Base Salary: June 24, 2015 Cook 1, H-base $30,000 After entering Brian’s University ID number or Social Security number, TAB to the YEAR field and enter the prior year, then press ENTER (Figure 19). The first half of the screen is identical to the AA screen, so if you need help filling in these fields, refer to Figure 1 – AA – New, page 2 of this section. Originating EPA’s Page 20 In this example we want to enter the following information: Name Class/Title Code Annual Base Salary Base Continuous Citizen Code Home Dept Code Barns Brian L 7061 (the title code for a Cook 1) 30000 H Y 1 12345 The remaining fields are different from the AA screen. The first option is TYPE OF ACTION and you will need to press F1 for the list of acceptable reasons (see Figure 18). Figure 18 – Type of Action Choices Miscellaneous Actions Action types for miscellaneous screen Actions 1,2,3 must use previous year on the top line. 1 - Prior-year AA (New, Renew, Reclass, etc) 2 - Prior-year LL (Leave Without Pay) 3 - Prior-year RR (Resignation/Separation, Vacation Payout) Remaining actions normally use the current year. 4 - Change Start/End Date 5 - Cancel Prior Action 6 - Change to a Previous Base 7 - International Assignment, Overseas, Danger Pay, etc 8 - Non salaried appointment (Collaborator, Affiliate, Military) 9 - Reduce vacation payout 0 - Budget Correction Z - Other NOTE: TAB to the desired option and press ENTER. The system will fill in this number for you. NOTE: When originating prior year actions (options 1- 3), be sure to change the YEAR field. From here you will enter the following information: Type of Action Start Date End date Accounts Annual Special Conditions Originating EPA’s 1 (filled in from tabbing to it on the list) 06 24 15 automatically filled with fiscal year end date 704 0101 30000 New employee with dept of residence Page 21 Figure 19 – Prior Year Appt FUNC MM ID/SSN 99900111 I FUND ACCT SEQ YEAR 15 VAC ID Miscellaneous: This action will not update the TE screen. DELETE: NAME: BARNS BRIAN L DEPT OF RANK CODE FOR A/B BASE: CLASS/TITLE CODE: 7061 GRADE: TITLE: ANNUAL BASE SALARY: 20000 FRACTION: BASE: H 12-MONTH **LETTER OF INTENT END DATE: OR CONTINUOUS: Y CITIZEN CODE: 1 HOME DEPT CODE: 12345 HOME DEPT NAME: POS #: TYPE OF ACTION: 1 (Press F1 for list) START DATE: 06 24 15 END DATE: 06 30 15 *Accounts determine routing. (Press F1 for help.) ACCOUNTS: 704 0101 ANNUAL/MNTHLY: 20000 SPECIAL CONDITIONS: New employee with dept of residence PA239 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; After you enter the information, press F11 to verify the information on the BF screen, and then press F6 to begin routing. NOTE: If the budget for the new fiscal year has been closed for changes, you will need to enter another action in the next fiscal year to put the employee on pay starting 7/1. RR Example: Resignation The Resignation screen should be used when an employee severs employment with ISU. This screen can also be used to pay out vacation time only: for A-base employees transferring to a Bbase position, or for paying out vacation time that was not reported on the original RR. F.Y.I. If your grad assistant is leaving your department, but will continue working elsewhere at the University, it is NOT a resignation. Suppose you are given the following information on Ming Kong, currently an M-base employee who will be returning to school: Last day of work: Vacation balance 7/31: August 13, 2015 45.9 (No vacation was used in August) After entering Ming’s University ID number or Social Security number, press ENTER (Figure 20). Originating EPA’s Page 22 Figure 20 – Original Resignation Screen FUNC RR ID/SSN 012345678 I FUND ACCT SEQ YEAR 16 VAC ID RESIGNATION / SEPARATION / VACATION PAYOUT DELETE: NAME: KONG MING TITLE: ANNUAL BASE SALARY: 31200 FRACTION: BASE: M DEPT OF RANK: HOME DEPT CODE: 12345 HOME DEPT NAME: ISU RESIGNATION: (Y/N) Y REASON: LAST DAY OF WORK: POS #: VACATION PAYOUT ONLY: (Y/N) N PAYOUT MONTH: (EXPLAIN IN SPECIAL CONDITIONS) VACATION HOURS: 45.9 X HOURLY RATE $ 15.00 = CONVERTED VACATION HOURS: X HOURLY RATE $ 15.00 = ACCOUNTS: 206 1234 AMOUNT: PRORATE VACATION ON CURRENT ACCOUNTS: (Y/N) Y (IF NO, EXPLAIN IN SPECIAL COND.) SPECIAL CONDITIONS: PA231 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; NOTE: The vacation hours given on the RR screen are as of the last update, in this case it is July 31. Do NOT forget to add accruals and subtract usage. Since this action is to resign Ming, the Y in the RESIGNATION field is correct, so the first field you will need to enter is the REASON field. TAB to this field and press F1 for the list of acceptable reasons (Figure 21). Figure 21 – Resignation Choices Resignation Reason Codes Place cursor on desired code and press Enter. 00 - Non-competitive Salary 01 - Personal 02 - Education/Return to school 03 - Retirement 20 - Retirement Incentive Option-RIO 05 - Accepted other employment 06 - Accepted academic position 07 - Term/Temporary appointment ended 08 - Dismissed/Negative Tenure 09 - Dismissed/Performance 10 - Dismissed/Misconduct 11 - Dismissed/Abandoned job ** F8 FOR MORE OPTIONS ** Originating EPA’s Page 23 Figure 21 Continued – Resignation Choices 12 - Layoff 13 - Military Service 14 - Death 15 - Long Term Disability 16 - Graduation 17 - Spousal/Partner Employment 18 - Merit Probationary Termination 19 - Merit - Refused Asgnmnt in excess of 25 miles From this list, you can see that option 02 – Education/Return to school is what you will want to use. The following information can now be entered (Figure 22): Reason Last Day of Work Vacation Hours 02 08 13 15 *52.61 *To calculate vacation accrual as of the last working day, you need to multiply the normal monthly accrual times the resignation date divided by the number of days in the month. July 31 balance was 45.9 and you need to add August accrual for the 1st – 13th. 45.9 + (16 X 13/31) = 52.61 hours Since no vacation was used in August, this is the amount you need to enter. Figure 22 – Resignation Screen After Entering Information FUNC RR ID/SSN 012345678 I FUND ACCT SEQ YEAR 16 VAC ID RESIGNATION / SEPARATION / VACATION PAYOUT DELETE: NAME: KONG MING TITLE: ANNUAL BASE SALARY: 31200 FRACTION: BASE: M DEPT OF RANK: HOME DEPT CODE: 12345 HOME DEPT NAME: ISU RESIGNATION: (Y/N) Y REASON: 02 LAST DAY OF WORK: 08 13 15 POS #: VACATION PAYOUT ONLY: (Y/N) N PAYOUT MONTH: (EXPLAIN IN SPECIAL CONDITIONS) VACATION HOURS: 52.61 X HOURLY RATE $ 15.00 = CONVERTED VACATION HOURS: X HOURLY RATE $ 15.00 = ACCOUNTS: 206 1234 AMOUNT: PRORATE VACATION ON CURRENT ACCOUNTS: (Y/N) Y (IF NO, EXPLAIN IN SPECIAL COND.) SPECIAL CONDITIONS: PA231 F1=Help; F3=Exit; Originating EPA’s F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; Page 24 After you enter the information, view the TE screen, press F11 to verify the information on the BF screen, and then press F6 to begin routing. F.Y.I. A resignation should be processed for all employees when they leave the University. The only exception is for C-base whose appointment ends on their last day of work. NOTE: The line “Prorate Vacation on Current Accounts” should only be changed to No when the account(s) the employee is currently being paid on can NOT be charged for vacation. If this is true, the Y should be changed to N and the new account number listed in the ACCOUNTS field. The amount listed in the AMOUNT field (under ACCOUNTS) will need to match the total vacation payout (from multiplying the hours times the rate), see Figure 23. Figure 23 – Do Not “Prorate Vacation on Current Accounts” FUNC RR ID/SSN 012345678 I FUND ACCT SEQ YEAR 16 VAC ID RESIGNATION / SEPARATION / VACATION PAYOUT DELETE: NAME: KONG MING TITLE: ANNUAL BASE SALARY: 31200 FRACTION: BASE: M DEPT OF RANK: HOME DEPT CODE: 12345 HOME DEPT NAME: ISU RESIGNATION: (Y/N) Y REASON: 02 LAST DAY OF WORK: 08 13 15 POS #: VACATION PAYOUT ONLY: (Y/N) N PAYOUT MONTH: (EXPLAIN IN SPECIAL CONDITIONS) VACATION HOURS: 52.61 X HOURLY RATE $ 15.00 = CONVERTED VACATION HOURS: X HOURLY RATE $ 15.00 = ACCOUNTS: 704 0123 AMOUNT: 789.15 PRORATE VACATION ON CURRENT ACCOUNTS: (Y/N) N (IF NO, EXPLAIN IN SPECIAL COND.) SPECIAL CONDITIONS: The 206 account can not be used for vacation payouts PA231 F1=Help; F3=Exit; F4=Transfer; RECORD MAY BE ADDED F7/F8=Browse; NOTE: To get the total AMOUNT, multiply the vacation hours times the hourly rate (i.e. 52.61 hours x $15.00 = $789.15). Originating EPA’s Page 25