MODULE 4 - University System of New Hampshire · Calculating Daily Rate for Salary Employees ... MODULE 4: Processing EPAFs (Employee Personnel Action Forms) 3 November 8, 2012 Coding

MODULE 4: Processing EPAFs (Electronic Personnel Action Forms)

BANNER HR

Copyright © 2004

USNH Human Resources Dunlap Center

25 Concord Road Durham, NH 03824

Phone (603) 862-0911

MODULE 4: Processing EPAFs (Employee Personnel Action Forms) 2 November 8, 2012

Table of Contents MODULE 4: ................................................................................................................................................................. 1 Module 4: Processing EPAFs (Electronic Personnel Action Forms) .................................................................... 4

Pre-requisites ........................................................................................................................................................... 4 Objectives ................................................................................................................................................................. 4

Chapter 1: Entering an EPAF (Electronic Personnel Action Form) ..................................................................... 5 Chapter 1 Objectives ............................................................................................................................................... 5 Electronic Personnel Action Forms (EPAFs) ....................................................................................................... 6

USNH Human Resource Activities which cannot be completed using an EPAF ...................................... 6 How Electronic Personnel Action Forms (EPAFs) Work .................................................................................. 7

Approval Categories .......................................................................................................................................... 7 Sets of Approval Categories .............................................................................................................................. 7 Specialty Approval Categories [Do not use these unless authorized] ........................................................ 7 Approval Types .................................................................................................................................................. 8 Approval Levels .................................................................................................................................................. 8

Selecting the Correct EPAF Approval Category .............................................................................................. 10 Part-Time/Full-Time Temp/Casual Job EPAF Approval Categories ......................................................... 12 Status Job (Non-Grant Funded) EPAF Approval Categories ..................................................................... 13 Status Job (Grant-Funded) EPAF Approval Categories .............................................................................. 14 Leave of Absence EPAF Approval Categories.............................................................................................. 15 Special Approval Categories ........................................................................................................................... 16 Labor Distribution Approval Categories ....................................................................................................... 17

Test Your Knowledge ........................................................................................................................................... 21 Prior to Entering an EPAF ................................................................................................................................... 22 Entering an EPAF ................................................................................................................................................. 23 Errors, Warnings and Trappings ........................................................................................................................ 25 Common EPAF Data Entry Errors ..................................................................................................................... 26 Approving and Managing EPAFs Using NOAAPSM ..................................................................................... 28 Valid Transaction and Queue Status Combinations ........................................................................................ 29 Defining Default EPAF Routings ....................................................................................................................... 31 Defining EPAF and Time Entry Proxies ............................................................................................................ 33 EPAF Review Crossword Puzzle........................................................................................................................ 34

Chapter 2: Part-Time/Full-Time Temp/Casual EPAFs ........................................................................................ 36 Chapter 2 Objectives ............................................................................................................................................. 36 Suffix Assignment for Part-Time/Full-Time Temp/Casual Jobs ..................................................................... 36 Overload or Secondary Job? ................................................................................................................................ 37 Calculating Daily Rate for Salary Employees ................................................................................................... 38 Calculating FTE for Adjunct Faculty.................................................................................................................. 39 Calculating FTE for Part-Time/Full-Time Temp/Casual Hourly and Salary Jobs ....................................... 41 Calculating FTE for Graduate Students ............................................................................................................. 43 Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs ........................................... 44 Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs ........................................... 45 Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs ........................................... 46 Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs ........................................... 47


Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs ........................................... 48 Coding EPAF Sub-Classifications for................................................................................................................. 49 Home Unit Notification of ................................................................................................................................... 50

Chapter 3: Status EPAFs .......................................................................................................................................... 51 Chapter 3 Objectives ............................................................................................................................................. 51 Suffix Assignment for Status Jobs ...................................................................................................................... 52 Calculating Daily Rate for Salary Employees ................................................................................................... 53 Commonly Used Forms for Status EPAFs ........................................................................................................ 55 Coding Part-Time Operating Staff and Flex-Year Exempt Staff Jobs ............................................................ 56 Coding Exempt Staff Jobs .................................................................................................................................... 57 Coding Operating Staff Jobs ................................................................................................................................ 58


Module 4: Processing EPAFs (Electronic Personnel Action Forms) This module reviews the processing of EPAFs (Electronic Personnel Action Forms) to manage employee information, jobs and status. Pre-requisites This module builds upon the skills and information provided in Module 2: Managing and Querying Employee Information and therefore has pre-requisites which must be met prior to attending class and using this documentation. The pre-requisites for this module include:

Module 3: Managing and Querying Employee Information

Module 2: Banner: Navigation and all their prerequisites

Objectives This module is the second module in a series designed to introduce the skills and knowledge needed to…

…hire an individual

…maintain employee records

and

…terminate an employee’s relationship with the University System of New Hampshire


Chapter 1: Entering an EPAF (Electronic Personnel Action Form) In this chapter the required tasks to successfully select and complete the appropriate EPAF (Electronic Personnel Action Form) will be reviewed in detail. The user will be given several opportunities to practice this skill including hiring several employees. Chapter 1 Objectives Upon completion of this chapter, the user will be able to:

…select the correct EPAF approval category

…determine the correct dates to enter

…establish default EPAF routings on NTRROUT

…define proxies for EPAFs and Time Entry on NTRPROX

…approve and manage EPAF transactions using NOAAPSM


Electronic Personnel Action Forms (EPAFs) An Electronic Personnel Action Form (EPAF) incorporates electronic approvals into an update process that creates or adjusts PEAEMPL and NBAJOBS records. At USNH, EPAF’s will be used to process new appointments, terminations, future labor distribution changes, leaves of absence, JOBS record changes, and PEAEMPL adjustments. USNH activities identified for EPAF use include:

Appointments ................................................................Status Hires Part-Time/Full-Time Temp/Casual

Graduate and Student Additional Pay Interim, CYA, and Temporary Upgrade Positions ...including temporary change in percent time Leaves .............................................................................including personal, professional and sabbatical Changes ........................................................................to Labor Distributions in Position Number in FTEBS (Full Time Equivalency Base) in FLSA Status (Fair Labor Standards Act) Reclassifications ...........................................................Title changes only Awards and Honorariums Promotions, Demotions, Transfers Retiree Transactions Permanent Changes in Percent Time Entering and Changing Placeholder Records for Non-Paid Constituents Adding Additional Eligible Earnings Code to an Employee Record

WISE [Self-Service] Electronic Personnel Action Forms In addition to entering EPAFs directly into Banner, EPAFs may also be entered via WISE - USNH’s Web Information System for Employees found at wise.unh.edu. Users must be logged into the VPN to access the Electronic Personnel Action Forms [EPAF] link in Employee Services. Instructions for entering self-service EPAFs can be found at: www.usnh.edu/banner/training/training.htm USNH Human Resource Activities which cannot be completed using an EPAF Compensation changes to existing appointments will not be processed through EPAFs, but rather through the compensation processing form, NWACOMP. NWACOMP provides USNH with the ability to process multiple increases on the same personnel date and to do so retroactively. Additionally, while EPAF’s impact PEAEMPL and NBAJOBS records, they do not impact PEAEMPL Leave Balances nor NBAJOBS Work Schedule information.


How Electronic Personnel Action Forms (EPAFs) Work Banner uses Approval Categories, Approval Types, Approval Levels, and routings to design electronically initiated transactions that are submitted, routed, approved, and applied to the tables supporting PEAEMPL and NBAJOBS. Approval Categories Approval Categories represent the type of transaction being performed, such as:

an adjunct hire

a status termination

a work-study hire a faculty-sabbatical leave

Approval Categories are: represented by six-character codes designed to organize EPAF activity built by associating specific Approval Type(s) and default values with the category.

For example: PAT Hire and OS Hire categories use the Approval Type : PEACRE However, they have different default values for Benefits on PEAEMPL

associated with mandatory Approval Levels (see below) Sample approval category code: *HOSFT – * Hire Operating Staff Full Time *HOSPT – * Hire Operating Staff Part Time Sets of Approval Categories Approval Category sets have been developed for each campus (or institution) or specific functional area. The first character (*) of the Approval Category code designates the associated campus/functional area:

B Benefits [Do not use these unless authorized] C CLL K KSC L Leaves of Absence [Do not use unless authorized] P PSU R Grant Related Status Appointment Activity S System Offices U UNH/UNHM

Specialty Approval Categories [Do not use these unless authorized] These approval categories exist for Campus and System HR use only. They are used to fix a Job (JOBCHG), fix a PEAEMPL record (PEAADJ), or process activities associated with benefit administration (begin with “B”). Selecting the correct Approval Category is a critical step in successfully originating an EPAF.


Approval Types Approval Types represent steps in the process or the building blocks of EPAFs . For example, Part-Time/Full-Time Temp/Casual -Salary Hire includes 3 approval types:

PEACRE PEAEMPL Create for completing PEAEMPL values CPEXJE Part-Time/Full-Time Temp/Casual Job Entry to establish NBAJOBS record and

pay amounts TERMIN Termination step to place an End Date on the JOBS record to stop payment

The following Approval Types have been identified:

Approval Type Description STEXJE ..................Status Exempt Job Entry CPEXJE………… Part-Time/Full-Time Temp/Casual Exempt Job Entry* OSJBEY ................OS Job Entry CPHRJY ...............Part-Time/Full-Time Temp/Casual Hourly Job Entry* PEAADJ ...............PEAEMPL Adjust PEACRE ...............PEAEMPL Create LABFUL .................Labor Dist Chg–Full FOAPAL LABPER ................Labor Dist Chg–Percent Only LABLIM .................Labor Dist Chg–Org, %, Acct 1stLDC .................First Labor Dist Change 2ndLDC ...............Second Labor Dist Change 3rdLDC ................Third Labor Dist Change RETLOA ................Return from LOA TERMIN .................Job Termination LOA ......................Leave of Absence EARN ....................Def Earning Change CPHRCH ..............Part-Time/Full-Time Temp/Casual Hourly Job Change* CPEXCH ..............Part-Time/Full-Time Temp/Casual Exempt Job Change* JOBCHG .............Job Change

Approval Levels Approval Levels represent the hierarchy of approvals normally seen when processing personnel transactions. Some activities will require only one approval, while others may identify several MANDATORY approvals. NTRACAT defines what action should be taken by the approver and Approval Levels are established separately for each Approval Category. There are three types of approval activity:

Approval - requires an approver to review and electronically approve the document FYI - provides a notice to other users with the opportunity to acknowledge transactions Apply - applies the EPAF activities to the database (updates the tables)


Approval Levels include:

Approval Level Approval Level Code Value BSC Assistant .............................................. BSCAST ..............................................10 Director/Department Head ....................... DIRDEP ...............................................20 Dean ............................................................. DEAN .................................................30 PI ................................................................... PI ........................................................35 BSC Manager ............................................... BSCMAN ...........................................40 Graduate School ......................................... GRDSCH ............................................43 Grant/Contract Administrator .................. GRANT ...............................................45 Central OSR ................................................. CENOSR ............................................50 RCM Head ................................................... RCM ...................................................55 Campus Budget .......................................... CAMBUD ...........................................60 Campus HR ................................................. CAMHRO ..........................................65 Campus Payroll .......................................... CAMPAY ...........................................68 Sr. HR Officer .............................................. SRHROF .............................................70 Sr. Budget Officer ....................................... SRBDOF .............................................80 Campus CFO ............................................... CAMCFO ..........................................85 System Budget ............................................ SYSBUD ..............................................90 System HR ................................................... SYSHRO .............................................91 System Payroll ............................................ SYSPAY ..............................................92 System Central ............................................ SYSCTR ...............................................98 Super ............................................................ SUPER .................................................99

An EPAF originator can either

identify approvers for each approval level each time an EPAF is entered or set up default-routing queues for each Approval Category

For example , a Status-Hire EPAF may require a Campus HR approval (level 60). The originator will need to select from an available list of level 60 approvers, the individual most appropriate to apply the approval for that campus or BSC.


Selecting the Correct EPAF Approval Category To successfully manage job and employee information using the Electronic Personnel Action Form (EPAF), you must correctly choose the appropriate EPAF Approval Category to accurately affect NBAJOBS and PEAEMPL records. Each Approval Category is designed to minimize data entry and maximize accuracy and efficiency.

AAPPPPRROOVVAALL TTYYPPEESS

AAPPPPRROOVVAALL CCAATTEEGGOORRYY Six character code that represents the steps needed to complete the HR action desired. For example: YHOSFT – is used to by USNH to Hire Operating Staff Full Time

PPEEAACCRREE HHoommee OOrrgg LLeeaavvee CCaatteeggoorryy DDiissttrriibbuuttiioonn OOrrgg

OOSSJJBBEEYY JJoobb TTyyppee TTiimmeesshheeeett OOrrgg

LLAABBFFUULL LLaabboorr DDiissttrriibbuuttiioonn


Ready, Set, Select! If you are working with a…

Part-Time/Full-Time Temp/Casual job student labor, regular hourly, adjunct faculty, Part-Time/Full-Time Temp/Casual salary, graduate appointment, etc. including hiring a status employee for a Part-Time/Full-Time Temp/Casual job (additional pay hourly or salary services) GO TO Part-Time/Full-Time Temp/Casual Job EPAF Approval Categories status job OS, PA, PAT’s Extension Educators, Academic Admins, Tenure Track and Contract Faculty

GO TO Status Job (Non-Grant Funded) EPAF Approval Categories grant funded status job OS, PA, PAT’s Extension Educators, Academic Admins, Tenure Track and Contract Faculty

GO TO Status Job (Grant-Funded) EPAF Approval Categories leave of absence

GO TO Leave of Absence EPAF Approval Categories other approval categories

GO TO Special Approval Categories

labor distribution changes

GO TO Labor Distribution Approval Categories ATTENTION UNH USERS Prior to entering an EPAF consult the UNH Responsibility Chart for Most Common Banner HR Transactions available at http://www.unh.edu/hr/banner/target="_blank" to determine if an email, EPAF or work flow process is required.

http://www.unh.edu/hr/banner/target=%22_blank%22


Part-Time/Full-Time Temp/Casual Job EPAF Approval Categories EPAF Function Job Type Approval Category Hourly Job Hire

Additional Pay Hourly Services (Used when hiring a status employee)

*HAPHS

Part-Time/Full-Time Temp/Casual Hourly *HCPHY Student Hourly *HSTHY Work Study

Academic Year Summer

*HWKSY *HWKSM

Hourly Job Job Changes

Non CWS *HJCHG

Hourly Job Rate Change

Non CWS *HYCHG

Hourly Job Termination

All of the above hourly jobs *CTERM

Salary Job Hire

Additional Pay Salary Services (Used when hiring a status employee)

*HAPSS

Adjunct Faculty *HAJFY Award/Honorarium *DEFER Part-Time/Full-Time Temp/Casual Salary *HCPEX Graduate Appointment (Job) *HGRAD Grant Funded Additional Pay Salary Services

AY or Summer (exceeding 3/9) *HAPSU

Salary Job Termination

All of the above salary jobs except… Additional Pay Salary Services

*CTRMS

Additional Pay Salary Services *CTERM


Status Job (Non-Grant Funded) EPAF Approval Categories Review the following table to determine what Approval Category should be used. Employee Job Type First status hire

or status hire following a break in service

Move to a different position due to promotion, transfer, demotion or permanent change in percent time, permanent change in # of pays

Current Year Appointment [CYA] to move an employee into a temporary job due to temporary change in percent, temporary upgrade or interim job assignment

Termination

Academic Year Faculty *HAYFY *MAYFY *CAYFY *STERM Fiscal Year Faculty *HFYFY *MFYFY *CFYFY *STERM Operating Staff Full-Time 100%

*HOSFT *MOSFT *COSFT *STERM

Operating Staff Part-Time <100%

*HOSPT *MOSPT *COSPT *STERM

PAT, AA, EE, PA’s Full-Time 100%

*HEXFT *MEXFT *CEXFT *STERM

PAT, AA, EE, PA’s Part-Time <100%

*HEXPT *MEXPT *CEXPT *STERM


Status Job (Grant-Funded) EPAF Approval Categories Status positions that are grant-funded have a “placeholder” FOAPAL string in the position budget (NBAPBUD) and default the “placeholder” FOAPAL into a NBAJOBS record labor distribution. Consequently, all activities for grant-funded employees require unique EPAF’s that allow for full FOAPAL override to establish the true labor distribution in NBAJOBS. Employee Job Type First status hire

or status hire following a break in service

Move to a different position due to promotion, transfer, demotion or permanent change in percent time, permanent change in # of pays

Current Year Appointment [CYA] to move an employee into a temporary job due to temporary change in percent, temporary upgrade or interim job assignment

Termination

Academic Year Faculty RHAYFY RMAYFY RCAYFY *STERM Fiscal Year Faculty RHFYFY RMFYFY RCFYFY *STERM Operating Staff Full-Time 100%

RHOSFT RMOSFT RCOSFT *STERM

Operating Staff Part-Time <100%

RHOSPT RMOSPT RCOSPT *STERM

PAT, AA, EE, PA’s Full-Time 100%

RHEXFT RMEXFT RCEXFT *STERM

PAT, AA, EE, PA’s Part-Time <100%

RHEXPT RMEXPT RCEXPT *STERM


Leave of Absence EPAF Approval Categories Leaves of Absence approval categories have been established to mirror the policies invoked in providing a leave. The Approval Categories will all require a Campus HR Officer approval. Leave of Absence (LOA) Type Description Approval Category LOA from Department Officially, this is a leave without

pay authorized by the employee’s department. The individual’s position is retained.

LOADEP

LOA from the Institution This is a formal leave without pay. However, the person does not retain his/her position and has reemployment opportunities only at the close of the leave period.

LOAINS

Full Salary Professional Development LOA LOAPDF Half Salary Professional Development LOA LOAPDH Paid Medical LOA Job status will remain active as

employee maintains an active pay status, but will signal potential long-term disability situations and FMLA issues for campus and System HR.

LOAPML

Full Salary Sabbatical LOA LOASFS Half Salary Sabbatical LOA LOASHS Unpaid Medical LOA Employee is placed on a leave

without pay but may be provided with protection by policy to retain position in accordance with FMLA and USNH policy.

LOAUML

Workers Comp LOA Employee’s job is placed on a leave without pay status. EPAF allows originator to establish earned-time usage to produce payment to supplement Workers Comp benefit payment.

LOAWKC

Return from LOA Returns employee to active status.

LOARET

Return from CYA LOA Terminates the temporary CYA Job record and returns the employee to their base job.

LOACYR


Special Approval Categories Special EPAF approval categories used by Campus and Systems Offices only. Approval Category Function Description Approval Category Domestic Partner Offset NBAJOBS Entry Used by System Benefits Only to

add a NBAJOBS record with non-cash earnings as against a Domestic Partner position so that imputed income may be calculated for employees receiving Domestic Partner benefits.

BDOMPO

Job Change Used by Campus and System HR Only to adjust NBAJOBS records as necessary.

JOBCHG

PEAEMPL Adjustment Used by Campus and System HR Only to adjust PEAEMPL records due to status changes in benefits eligibility, adjustment of District/Division at UNH for OS/PAT Council districts, etc.

PEAADJ


Labor Distribution Approval Categories EPAF approval categories designed to facilitate changes to labor distribution records on NBAJOBS. Labor Distribution Function Description Approval Category Labor Distribution Percent Changes Allows removal of existing labor

distribution lines and adjustment of percents without providing override access to: FUND, ORGN, or ACCOUNT

LDCHG%

One Labor Distribution Change Used to enter a future-dated labor distribution change to an existing NBAJOBS record. Ability to add, remove or adjust FOAPAL lines as necessary.

1LDCHG

Two Labor Distribution Changes Used to enter a future-dated labor distribution change and a subsequent future-dated labor distribution change to an existing NBAJOBS record. Ability to add, remove or adjust FOAPAL lines as necessary.

2LDCHG

Three Labor Distribution Changes Used to enter THREE (3) sequential future dated labor distribution changes to an existing NBAJOBS record. Ability to add, remove or adjust FOAPAL lines as necessary.

3LDCHG

Test Your Knowledge If you are working with a status job and need to terminate the position, which EPAF Approval Category would you use? * . If you have a grant funded job… with what letter should your Approval Category begin? _____________ _______________ Approval Categories start with L. To hire a PSC status employee as CLL adjunct faculty what Approval Category would you use? * .


BANNER DATE DEFINITIONS Date Field Associated

Form EPAF Field Name

Definition Notes

Current Hire PEAEMPL Current

Hire Date

New Hires – First day of employment at USNH. Status – Internal transfers within USNH do not affect this date except when the employee shifts to a tenure track faculty position. Adjunct Faculty and Adjunct Staff – Date corresponds to last job entered.

When processing new hire EPAFs this date will populate all other PEAEMPL dates. Status employees with concurrent Adjunct Staff jobs will not override this date.

Original Hire

PEAEMPL N/A First day of employment at USNH Adjustments to the Original Hire Date are made only by Campus HR and Payroll when these circumstances exist: - Processing transition

allowances may require this date to be changed.

- The Contract Begin Date for Deferred Pay employees must reflect the first date of the pay period of the appointment year.

- Any action that precedes the original hire date may require an adjustment.

Adjusted Service

PEAEMPL Adjusted Serv. Date

For new hires, this matches the employee’s Original Hire Date Use this link to access the Adjusted Service Date Tool: http://www.usnhgateway.org/soft.html#adjusted

Controls ET accrual, longevity premium pay calculations and retirement eligibility. If a status employee leaves USNH and subsequently returns to a status job, the Adjusted Service Date will need to be manually set to the Current Hire Date and reset when prior service has been earned back and provided to the employee.

Seniority PEAEMPL N/A USNH does not use this functionality. This field should not be coded.

First Work Date

PEAEMPL N/A Initially populated for new hires but not consistently maintained nor used for any reporting purposes.

Last Work Date

PEAEMPL N/A Terminates the PEAEMPL record. USNH does not use this functionality. This field should not be coded.

Employees can be terminated from NBAJOBS but will still maintain active PEAEMPL records to support benefit processing (e.g., retiree medical, etc.).

http://www.usnhgateway.org/Adjusted_Service_Date/adjusted_service_date.xls


Date Field Associated


Definition Notes

Last Paid Date NBAJOBS

- General Info

N/A System generated date that represents the last pay (pay period end date) for the selected job as processed by Payroll.

The Jobs Detail Effective Date of a job change cannot be prior to the Last Paid Date.

Begin Date NBAJOBS - Base Job

Job Begin Date

Set equal to the Jobs Detail Effective Date on the ‘Hire’ step of the EPAF.

The Job Begin Date must be before the Job End Date.

End Date NBAJOBS - Base Job

N/A The date that any activity associated with the position/suffix on the job will end. It may not reflect the employee’s last day of work.

Note the following: 1. The information entered

into the Jobs Detail Effective Date field on the ‘Termination’ step of the EPAF, it will populate the Job End Date.

2. The information entered in the End Date field on the NBAPBUD form (Position Effective Dates section) will not be reflected in NBAJOBS until the next change to JOBS is processed.

Contract Start NBAJOBS - Base Job

Contract Begin Date

Begin date of the jobs contract period for the active fiscal year. Contract Begin and Contract End Dates are assigned when the fiscal year job normally is not July 1 through June 30. For a hire EPAF, the Contract Begin Date will be set equal to the Jobs Detail Effective Date of the hire.

Contract dates impact encumbrance calculations for Status and Adjunct Faculty and Staff salary jobs. The Contract Begin Date cannot be before the Jobs Begin Date. Contract dates are not required for Fiscal Year (FY) jobs (July 1 – June 30) even when the employee’s start date is after July 1st. The Contract Begin Date for Deferred Pay employees must reflect the first date of the pay period of the appointment year. EPAFs have been constructed to address hiring or terminating jobs that use contract dates.

Contract End NBAJOBS - Base Job

Contract End Date

Last day of the job in the active fiscal year. Contract Begin and Contract End Dates are assigned when the fiscal year job normally is not July 1 through June 30.

Contract dates impact encumbrance calculations for Status and Adjunct Faculty and Staff salary jobs. The Contract End Date for Deferred Pay employees must reflect the last date of the pay period of the appointment year. EPAFs have been constructed to address hiring or terminating jobs that use contract dates.


Date Field Associated


Definition Notes

Probationary Begin Date

NBAJOBS - Base Job

Job Detail Effective Date

The day the employee’s leave begins or, if late entry, the 1st day of the current pay period.

Refer back to the employee’s JOBS record for the appropriate Job Change Reason Code

Probationary End Date

NBAJOBS - Base Job

Anticipated End Date

The day the employee’s leave is expected to end.

If the expected end date changes, this field should be updated to reflect the new date.

Effective Date NBAJOBS - Job Detail

Jobs Detail Effective Date

The effective date of the job record for payroll and benefit purposes.

New records entered to NBAJOBS cannot be made with an effective date prior to the ‘Last Paid Date’ on the NBAJOBS record. The effective date is normally within the current or future pay period. The job information included on the weekly benefits export feed is determined by the effective date and personnel date on the employee’s job record. Generally, the export feed will include job information for all appropriate position/suffix combinations that are not terminated during the selected pay period. Any new PIDM/position/suffix combinations (e.g., new hires, internal transfers) will be included in the export feed, if the personnel date on the job record is within 45 days of the first day of the selected pay period. In addition, terminated job records will be included in the export feed only if the termination date falls between the first day of the previous pay period and the last day of the current pay period.

Personnel Date NBAJOBS - Job Detail

Personnel Date

The actual date the activity should have or will occur (e.g., termination, hire, etc.).

Generally, the Personnel Date should be equal to or less than the Jobs Detail Effective Date. The job information included on the weekly benefits export feed is determined by the effective date and personnel date on the employee’s job record. Generally, the export feed will include job information for all appropriate position/suffix combinations that are not terminated during the selected pay period.


Any new PIDM/position/suffix combinations (e.g., new hires, internal transfers) will be included in the export feed, if the personnel date on the job record is within 45 days of the first day of the selected pay period. In addition, terminated job records will be included in the export feed only if the termination date falls between the first day of the previous pay period and the last day of the current pay period.

Test Your Knowledge The Jobs Detail Effective Date for a job change cannot be prior to what date? _________________________ When are contract dates used? _________________________________________________________________ What date is the only date that can be prior to the Jobs Detail Effective Date? _________________________


Prior to Entering an EPAF Prior to entering an EPAF:

Verify Person and Appointment Information Originators must verify that person information has been set up in PPAIDEN. Banner requires that PPAIDEN entries include last name, first name, ethnicity, gender,

citizenship, birth date and one address before the individual can be assigned a PEAEMPL record and be made an employee.

USNH business protocol requires TWO addresses: a Campus Mailing [CM] address and a Postal Mailing [PM] address.

Confirm the CORRECT PPAIDEN record has been chosen It is important to match Banner ID and name to the hiring information. NEVER use a PPAIDEN record whose Banner ID begins with @ because these ID’s are

system generated and reserved for applicant information only.

Review NBIJLST for existing JOBS records that conflict with the job you are processing. For example, if the EPAF is for an Adjunct Faculty hire, you need to review NBIJLST to

see if the employee has current STATUS appointments to ensure policy is followed for Additional Pay.

Review PEAEMPL to verify that no values exist that could be inappropriately altered For example, if an adjunct hire was a former employee at another institution and is

receiving retiree benefits, users could inadvertently override current values in PEAEMPL.

EPAF Entry-General Notes EPAF’s provide much default information and require as little data entry as possible. The Query Date will populate into many EPAF date fields, but can generally be overwritten. Some fields have been set up as “no visit” fields. While in some instances we want to enter

information in a field, such as Contract Number, there are times when that entry is inappropriate. In those instances, the EPAF originator will not be able to “visit,” (by tabbing or using the up/down arrows) a field displayed on the EPAF.

On most EPAF’s, some values have been set to default into the document. These values may or may not be overwritten, and are controlled by the definition set on NTRACAT.

PEAEMPL and NBAJOBS fields that are part of the EPAF construction may have Search Assistance available. The flashlight option will be highlighted if an underlying validation or rule table for a field is available to query. Click a value to select it and return the information to the EPAF.

All Approval Types built into an EPAF must be visited, entered, and saved in order for the EPAF transaction to be submitted.


Entering an EPAF TASK 1: Accessing Electronic Personnel Action Form [NOAEPAF] STEP 1: Access NOAEPAF STEP 2: TAB to Query Date Enter the effective date of the activity you are trying to

process. For example: hire date, first day of a leave of absence, etc.

STEP 3: TAB to Approval Category and TYPE the code EPAF code, *HOSFT, *HOSPT, *CPHY, etc. If the Approval Category entered is valid, the Approval Type field will auto-populate with the first defined Approval Type associated with that Approval Category (as defined on NTRACAT). Position and Suffix fields in the header block will be grayed and unavailable for entry unless the Approval Type involves creating or adjusting NBAJOBS records.

STEP 4: NEXT BLOCK Complete all necessary fields associated with the Approval Type.

STEP 5: SAVE Upon saving, the Transaction Status will change to waiting and a Transaction Number will be assigned.

TASK 2: Access the Additional Approval Types STEP 1: Options > Next Action (if available) Repeat steps 4-5 above to provide and save the

required information for the Approval Type. STEP 2: REPEAT until there are no Next Actions TASK 3: Accessing Routing Information STEP 1: Options > Routing Information Establish the routing queue for approvals

Mandatory approvals have been predefined on NTRACAT and will default.

STEP 2: SELECT a Banner USERID for each approval Use the flashlight to view all Banner HR users with authority for an approval level. If only one user has been set up for the approval, that user’s ID information will populate in the field as soon as the flashlight is accessed. Approval actions include Approval, FYI or Apply

STEP 3: SAVE


TASK 4: Accessing Transaction Comments STEP 1: Options > Transaction Comments Establish the routing queue for approvals

Mandatory approvals have been predefined on NTRACAT and will default.

STEP 2: TYPE comments in the window. If desired, narrative comments may be entered in the Transaction Comments window

STEP 3: SAVE TASK 5: Submitting the EPAF STEP 1: Options > Submit Transaction Banner processes will perform edits against rule

codes, validations, and Banner functionality to identify errors or warnings. If either exist, the NOIEMSG (Error and Warnings Detail Form) will be displayed. If Errors are listed, the transaction will not move forward for approvals and will remain in a “waiting status” pending adjustments to EPAF values. If only Warnings are listed, the originator must decide whether to continue with the transaction.

STEP 2: Once you have determined there are no errors or only warnings which are routine and acceptable, SELECT Options > Submit

Once the submission is complete, the Transaction Status will change to: Pending - if approvals are required

Approved - if only the Apply approval remains Approval actions include Approval, FYI or Apply

STEP 3: NOTE the Transaction No Use the Transaction No to monitor the Transaction Status through the approval processes until the transaction is Complete

Test Your Knowledge Use position # ______________ to hire the person you added in Module 1 (Chris) as a Part-Time/Full-Time Temp/Casual hourly employee. What EPAF Approval Category should you use? __________________


Errors, Warnings and Trappings Errors and Warnings are displayed when the EPAF is submitted. An error will prevent the EPAF from going any further in the process. A Warning will not prevent an EPAF from continuing but an addition submission step is required to by-pass the warning. Errors or warnings beginning with * are hard-coded Banner HR system errors. The Banner HR system is designed to capture validation errors. In addition to system errors, USNH specific errors have been identified through an EPAF trappings process. Errors/warnings beginning with # are USNH EPAF trappings. There are a various errors that are generated due to EPAF trappings and NOPEAMA runs. To determine the cause of the error and work through the steps to correct users should consult the EPAF Trapping Error Matrix on-line at: http://usnhhr.unh.edu/banner/secure/HR_Training/EPAF_Trapping_Error_Matrix-sorted.pdf If problems still exist, please contact your campus HR office. Sample EPAF trappings include: Error What it Means How to Correct A weekend day was used as the Jobs detail effective date

For exempt appointments with a termination date equal to the day after the hire date (two day appointment), either the hire or termination or both detail effective dates fall on a weekend and will not pay out.

Return to the EPAF and change the dates (jobs begin and jobs detail effective dates) on the hire and/or termination steps of the EPAF, save and resubmit EPAF.

Home org begins with X

Home org should begin with campus designator – U, F, K, etc not X for status employees (PEAEMPL ECLS value not equal to 70, 74, 75, 72, 73, IN, 80 or 90). Incorrect orgs can cause security/access issues, comp mod extraction issues as well as reporting issues.

Return to the EPAF, correct the home org (should be equal to the position org) save and resubmit the EPAF.


Common EPAF Data Entry Errors About 90% of EPAFs submitted in the first 8 weeks of Banner HR were completed successfully in terms of delivering the expected results from the action initiated. There were approximately 500 EPAFs submitted that went through the approval routing queues successfully and in many cases posted successfully to NBAJOBS. However, these 500 EPAFS generated incorrect payment, incorrect benefits, incorrect expense distributions or incorrect encumbrances. At that time there were very limited built-in data checks within Banner to validate data being entered. Automated checks have been developed for many of the items, however, regular review of MR Reports and NBAJOBS records continues to be a critical function to ensure that appointments are correct and will pay out appropriately.

EPAF submitted after deadline

EPAF’s completed with an effective date within the current pay period but completed after Monday 8am deadline will not be processed in any pay run.

Review the Payroll Deadline calendar.

Jobs ECLS and Position ECLS do not match

Incorrect position and EPAF combination was used to process appointment. [E.g. student labor hire EPAF was used with a graduate position. Banner will expect payroll data entry. A salary payment will not be issued.

Check to ensure that the ECLS and position types match before processing. Refer to the ECLS chart.

Incorrect PEAEMPL ECLS entered on Status EPAF

An incorrect PEAEMPL ECLS (incorrect category or a JOBS ECLS) will result in incorrect benefits or no benefits at all.

Review ECLS Chart to ensure appropriate PEAEMPL ECLS is used.

Salaried appointments using weekend days

Banner HR does not recognize weekend days/dates as pay days. If you have a two-day appointment and use weekend days/dates for begin or end dates, payment will not be made.

Use weekdays/dates for two-day salaried appointments.

Pays and Factors are incorrect for appointments less than a full fiscal year.

For salaried appointments, this information must be accurate to generate correct payment(s) throughout the year. Inaccurate payment(s) will be issued.

Use daily rate conversion tool to arrive at pays and factors using regular appointment period.

Personnel date is not the first day of work for USNH

Payroll relies on these dates being correct to generate a retroactive payment.

Ensure that the personnel date is always the first day of work for the retroactive pay appointment.

Daily rate is incorrect for Part-Time/Full-Time Temp/Casual salaried appointments

Future payments and any retroactive payment will not be correct.

Daily rate should be calculated using the person’s first day of work and last day of work. Use the daily rate conversion tool.


No termination record exists for Part-Time/Full-Time Temp/Casual salaried appointment

Payment will continue to be made until a termination record is inserted in the JOBS record.

Ensure correct termination dates are entered on the EPAF.

Incorrect time sheet org entered

Appointment will not be pulled into the correct grouping for time entry, reporting and comp processing.

Review Time Sheet ORG chart to ensure that correct one is used for the appointment.

Contract Begin/End dates do not exist (or do not match those of a salaried appointments)

Encumbrances will not be correct and will distort reporting and available balances in Banner Finance.

Contract dates should match the begin date and end date of the contract period. For appointments that are full fiscal year appointments these fields should be left blank.

Begin date and termination date are the same

Only a termination record will be created and the payment will not be for the correct amount.

Ensure that begin dates and end dates are at least one day apart.

Part-Time/Full-Time Temp/Casual or grant funded status appointment charged to dummy FOAPAL

Appointment will still pay out but a paper DCN must be initiated to clean up past charges and labor distributions

EPAF must be initiated to clean up future charges. Double check labor distribution to ensure that 95ZPPB or 1DUPPB funds and YZMPPB org are not used.

CWS Federal FOAPAL incorrectly charged

Incorrect drawdown from the Federal government will occur

Review the EPAF Trappings worksheet for the correct Federal FOAPAL # and % for the FY

CWS appointment extends beyond deadline for summer or AY

Appointment will not be able to drawdown from the Federal government if beyond the deadline.

Be aware of the summer and AY deadlines and ensure that appropriate summer or AY CWS EPAFs are used.

End date and start date are the same for status employees moving from one position to another

Employee will be paid an extra day - once for the end date and once for the begin date.

Ensure that the begin date of the new position and the end date of the old position are at least one day apart.


Approving and Managing EPAFs Using NOAAPSM TASK 1: Accessing Electronic Approval Summary [NOAAPSM] STEP 1: Access NOAAPSM STEP 2: If acting as a proxy, in Proxy For;

TYPE the person’s User ID

STEP 3: SELECT a valid combination of Transaction Status and Queue Status

See Valid Transaction and Queue Status Combinations

STEP 4: NEXT BLOCK View results Transaction Information Block EPAF Transaction Statuses:

Waiting [has errors or is incomplete] Pending [needs approvals] Approved [has all approvals] Complete [has been applied/ tables updated]

User Approval Levels User Action Required Apply User updates tables after all approvals have been given

Approval User must take action on the EPAF (User may Approve or Return/Correction)

FYI No action required (User may Acknowledge)

Queue Statuses Used By: To Search For Transactions: Acknowledge FYI Users That they have acknowledged All Any User In all of their queues Applied Apply Users That they updated using apply Approved Approvers They have approved Disapproved Approvers They have disapproved

FYI FYI Users

Which were routed to them for their information only

In The Queue Approvers

That will require their approval in the future once approvers before them have approved the transaction

More Information Approvers Which they have identified as requiring further review before they approve them

None (Originator) Originators They have entered None (SuperUser) SuperUsers Any Overridden SuperUsers and Approvers Which had the approvals overridden by a SuperUser Pending Approvers Which require their approval

Removed From Queue Approvers

That have been voided by the Originator or a SuperUser or disapproved by an Approver.

Return/Correction Approvers That they returned to the originator for correction Void Originators or SuperUsers They have voided


Valid Transaction and Queue Status Combinations Use the chart below to determine valid Queue Status and Transaction Status combinations. For example, you can pair any transaction status with the queue status None (Superuser); however, you can only pair the queue status More Information with the transaction status Pending.

Transaction Status

Queue Status Waiting Pending Approved

Partially Complete Complete Disapproved Voided

Return/ Correction Canceled

None (Superuser) √ √ √ √ √ √ √ √ √

None (Originator) √ √ √ √ √ √ √ √ √

Approved √ √ √ √ √ √ √ √

Acknowledged √ √ √ √ √ √ √ √

FYI √ √ √ √ √ √ √ √

Pending √ √ √

In The Queue √

More Information √

Overridden √ √ √ √ √ √

Applied √ √

Disapproved √

Voided √

Removed from Queue √ √ √ √

Return For Correction √ √ √ √

All √ √ √ √ √ √ √ √

Test Your Knowledge and Skills Search for the EPAF you entered earlier in this Chapter.


TASK 2: Review EPAF Data STEP 1: CLICK to select the EPAF transaction STEP 2: Options > PAF Detail Information STEP 3: TAB to review Approval Type data STEP 4: Options > Next Action (if available) STEP 5: NEXT BLOCK STEP 6: TAB to review Approval Type data STEP 7: REPEAT STEPS 8-10 until Next Action is not available on Options

TASK 3: Add Transaction Comments STEP 1: Options > Transaction Comments STEP 2: TYPE Comments Include the date and your initials STEP 3: SAVE TASK 4: Review Approval Queue Information STEP 1: Options > Routing Information Provides information on who will need to

approve/apply the transaction. The transaction will be Pending in the queue of the person who is next in order.

TASK 5: Approve the EPAF Transaction – on NOAAPSM or from within the EPAF STEP 1: SELECT an Approver Action

Approver Actions For use with: None [Originator or SuperUser] Acknowledge [FYI] Approve [Approval] Disapprove [DO NOT USE] More Info [Approval] Return/Correction [Approval] Void [Originator or SuperUser]

STEP 2: SAVE If you are the last approver, Transaction Status changes to Approved


Defining Default EPAF Routings TASK 1: Accessing Electronic Approval Routing Rule Form [NTRROUT] STEP 1: Access NTRROUT User ID and Name will automatically default and

cannot be overwritten STEP 2: In the Approval Category field, TYPE in the desired category or DOUBLE-CLICK for a list of values

The first character of the Approval Category code generally reflects the campus. (C,K,P,U & Y)

STEP 3: NEXT BLOCK Mandatory levels of approval as defined on the EPAF Category Rule Form (NTRACAT) will default here and cannot be altered. *Note: At this step you may get a pop-up warning message stating “FRM-40353: Last record of query retrieved.” Please click the OK button on the pop-up and continue on with the instructions.

TASK 2: Assigning a Default Approver STEP 1: CLICK the Approval Level to be updated. STEP 2: CLICK the User ID flashlight STEP 3: SELECT the appropriate user from the list Only individuals appearing in the list can be used

for the selected approval level STEP 4: SAVE Changes will be in effect for the next use of the

Approval Category TASK 3: Adding a New Approval Level and Approver STEP 1: INSERT a record STEP 2: CLICK the Level Code flashlight STEP 3: SELECT the Approval Level to be added The level # defaults automatically STEP 4: CLICK the User ID flashlight STEP 5: SELECT the appropriate user from the list Only individuals appearing in the list can be used

for the selected approval level STEP 6: CLICK the Required Action drop down list STEP 7: SELECT a Required Action Required Actions include:

Approval - the individual must take action on the EPAF FYI - the user can only review the EPAF for content Apply - the user must apply the EPAF to update the tables

STEP 8: SAVE Changes will be in effect for the next use of the Approval Category


Test Your Knowledge and Skills Setup default routings for your *HOSFT and *HOSPT approval categories. Add and FYI Approval Level to your *HAPHS and *HAPSS approval categories. What does the user assigned to an FYI EPAF routing approval level have to do? ______________________


Defining EPAF and Time Entry Proxies TASK 1: Accessing Electronic Approval Proxy Rule Form [NTRPROX] STEP 1: Access NTRPROX User ID will default and cannot be overwritten STEP 2: NEXT BLOCK Default Level Description Block

Approval levels listed here default by the system and cannot be altered

TASK 2: Assigning Proxies for EPAF Approval Levels STEP 1: CLICK the EPAF Level Code to be proxied. STEP 2: NEXT BLOCK Proxy Block STEP 3: SELECT a blank record STEP 4: TYPE the proxy’s User ID or CLICK the flashlight to see a list of users

The proxy’s name defaults from their User ID

STEP 5: To add more proxies, repeat STEPS 1-4 Approval levels may have multiple proxies STEP 6: SAVE TASK 3: Assigning Time Entry Proxies STEP 1: OPTIONS > OTHER MODULES. Proxies must be setup before time is extracted. STEP 2: SELECT a blank record Proxy Block STEP 3: TYPE the proxy’s User ID or CLICK the flashlight to see a list of users

The proxy’s name defaults from their User ID

STEP 4: SELECT Modules = TIME Proxy Modules Block STEP 5: To add more proxies, repeat STEPS 1-3 Multiple proxies may be assigned. STEP 5: SAVE Changes will be in effect for the next extraction of

time. Time extracted prior to the assigning of proxies will not be accessible to the proxy.

Removing EPAF and Time Entry Proxies TASK 1: Removing Access for Electronic Approval Proxy Rule Form [NTRPROX] STEP 1: Access NTRPROX User ID will default and cannot be overwritten STEP 2: NEXT BLOCK Default Level Description Block

Approval levels listed here default by the system and cannot be altered

TASK 2: Removing Proxies for EPAF Approval Levels STEP 1: CLICK the EPAF Level Code for the proxy being removed.

STEP 2: NEXT BLOCK Proxy Block STEP 3: SELECT a Proxy to be Removed STEP 4: Select RECORD/REMOVE STEP 5: To remove more proxies, repeat STEPS 1-4 Approval levels may have multiple proxies


STEP 6: SAVE TASK 3: Removing Access for Time Entry Proxies STEP 1: OPTIONS > OTHER MODULES. Proxies must be setup before time is extracted. STEP 2: SELECT Modules TIME Proxy Modules Block STEP 3: Select Record/Remove & Save STEP 4: Select Proxy ID to Remove; Select Record/Remove and Save

Proxy Block

STEP 5: To remove more proxies, repeat STEPS 1-4 Multiple proxies may be removed. STEP 5: SAVE Changes will be in effect for the next extraction of

time. Time extracted prior to the assigning of proxies will not be accessible to the proxy.

Test Your Knowledge and Skills If an employee extracts time then assigns a time entry proxy will that proxy be able to access the extracted time? ________________________________________________________________________________________ Assign ___________________________________ (a co-worker) as a proxy for *HCPHY approval category. Assign ______________________________________________________ (a co-worker) as a tim


EPAF Review Crossword Puzzle

1 2 3 4

5

6 7

8 9

10 11 12 13

14

15

16 . .

17

ACROSS

1 Form with employee appointment (job) information and Timesheet Org code

3 Approval Category for hiring a Part-Time/Full-Time Temp/Casual hourly employee

6 Option to choose on PEAEMPL to view operating staff earned time totals

11 EPAF = ?

14 Form used to enter/review an EPAF

15 Approval Type for Termination Record

16 The URL to get to all of the Banner productions

17 Option to choose from NBAPOSN to view a list of incumbents

DOWN

2 Option to choose from NBAJOBS to see salary range.

4 Organization responsible for I9 entry and update

5 Position number for College Workstudy

7 Form which has an option to view Labor Distributions

8 Form used to establish Proxies for EPAF transactions and Time Entry

9 The networking software that must be running in order to access the Banner products

10 An employee's relationship to USNH is defined on this form

12 A person must have this record before they can be an employee

13 This field appears on NBAJOBS and PEAEMPL to classify the employee however the coding conventions are different.


Chapter 2: Part-Time/Full-Time Temp/Casual EPAFs In this chapter the required tasks to successfully select and complete the appropriate EPAF (Electronic Personnel Action Form) will be reviewed in detail. The user will be given several opportunities to practice this skill including hiring several employees. Chapter 2 Objectives Upon completion of this chapter, the user will be able to:

…select the correct Part-Time/Full-Time Temp/Casual or additional pay EPAF

…assign the correct suffix for the job

…calculate the daily rate for salary employees

…calculate the FTE for Salary Employees

…select the correct sub-classification code

…add an FYI routing for the home unit of any status employees hired for additional pay jobs

Suffix Assignment for Part-Time/Full-Time Temp/Casual Jobs Work Study, Student Hourly, Part-Time/Full-Time Temp/Casual Hourly & Salary, Graduate and Adjunct Faculty Jobs The Suffix field is used in conjunction with the Position # field. The unique combination of a Position, Suffix and the person’s ID # represents a unique job as seen in NBAJOBS. The Suffix field enables an employee to have multiple jobs which reference the same Position #. Suffix assignment values include 00-99, A0-A9 then AA-AZ, B0-B9 then BA-BZ, etc. All of an employee’s ID/Position/Suffix combinations (jobs) must be review within NBIJLST before processing any EPAF transactions. When to Change the Suffix A unique Suffix must be used to create a unique job for the employee when each of the jobs referencing the same Position # have:

• unique labor distributions against which payroll expenses will be charged

• different hourly/daily rates

• unique appointment periods; 2003-04 vs. 2004-05 Academic Year, or Fall vs. Spring


Test Your Knowledge and Skills A student working for a faculty member in the English department for $6/hour is hired by another faculty member in the English department for $8/hour. Both jobs use the same position #. Is another job with a unique suffix required? YES / NO Why? _______________________________________________________________________________________ A student funded by the College Work Study program will work for a department from September through August. Will more than one unique job be required to pay the student during this time? YES / NO Why? _______________________________________________________________________________________ Overload or Secondary Job? Overload When an employee has a status job and takes on a Part-Time/Full-Time Temp/Casual job, the Part-Time/Full-Time Temp/Casual job is considered an overload job. Secondary A secondary job is when an employee has two (or more) status jobs, either a job in two departments, or two different jobs in the same department. In either case, one of the jobs would be primary and the other secondary.


Calculating Daily Rate for Salary Employees The daily rate for salary employees can be calculated automatically using an Excel based tool or it can be calculated manually. Microsoft Excel Daily Rate Conversion Tool Two one-time set up procedures in Microsoft Excel must be completed to use the Microsoft Excel Daily Rate Conversion Tool. Once these steps are completed, to run the conversion tool, open the conversion tool workbook file and the data entry window should display. If not, select Tools > Macro > Auto_Run Macro > Run. This will bring up the data entry window where you can calculate the daily rate by entering the Contract Begin and End Dates and Contract $ Amount. TASK 1: Download and Use Excel Daily Rate Conversion Tool STEP 1: GOTO www.usnhgateway.org Use any web browser. STEP 2: SELECT Software Downloads Bottom left of page STEP 3: SELECT Daily Rate Conversion Tool STEP 4: FOLLOW the instructions provided Setup security to enable macros and add add-ins STEP 5: SELECT Download and Run Daily Rate

Conversion Tool

STEP 6: FOLLOW the instructions provided Download and run Daily Rate Conversion Tool STEP 7: TYPE dates and $ amount as indicated Daily rate will be calculated. Manually Calculate the Daily Rate The daily rate can be calculated by hand by following the steps below. TASK 2: Manual Calculation of Daily Rate STEP 1: GATHER required information. Contract $ Amount = Total amount to be paid

Contract Begin Date = First day of work Contract End Date = Last day of work Days per Pay Period = 10 (Always)

STEP 2: CALCULATE number of Contract Work Days The number of work days (M-F) including all holidays between (inclusive) the Contract Begin Date and the Contract End Date

STEP 3: CALCULATE Regular Daily Rate Contract $ Amount/Contract Work Days Round up to the third decimal place even if the 4th decimal place value is less than 5.

STEP 4: CALCULATE Pays Contract Work Days / Days per Pay Period (10) STEP 5: ASSIGN Factor Factor = Pays

Test Your Knowledge and Skills Calculate a salary employee’s Regular Daily Rate:___________ Pays:________ and Factor:________ given: Contract Amount = $5,000.00 Contract Begin Date =s 09/05/2005 Contract End Date is 10/21/2005

http://www.usnhgateway.org/


Calculating FTE for Adjunct Faculty Use the chart below to calculate the FTE for an Adjunct Faculty. UNH Courses Units FTE Determine the number of courses associated with this job.

1 ................................ 0.125 2 ................................ 0.25 3 ................................ 0.375 4 ............................... 0.50 5 ............................... 0.625 6 ............................... 0.75 7 ............................... 0.875 8 ................................ 1.00

KSC Credits Units FTE Determine the number of course credits associated with this job. The FTE units are derived from a base of 24-credits per academic year. These units should be used for both academic year and summer courses.

1 ................................ 0.04 2 ................................ 0.08 3 ................................ 0.13 4 ............................... 0.17 5 ............................... 0.21 6 ............................... 0.25 7 ............................... 0.29 8 ................................ 0.33 9 ............................... 0.38 10 .............................. 0.42 11 .............................. 0.46 12 .............................. 0.50


GSC and PSU Credits Units FTE Determine the number of course credits associated with this job. The FTE units are derived from a base of 24-credits per academic year. These units should be used for both academic year and summer courses.

1 ................................ 0.03 2 ................................ 0.06 3 ................................ 0.09 4 ............................... 0.13 5 ............................... 0.16 6 ............................... 0.19 7 ............................... 0.22 8 ................................ 0.25 9 ............................... 0.28 10 .............................. 0.31 11 .............................. 0.34 12 .............................. 0.38 13 .............................. 0.41 14 .............................. 0.44 15 .............................. 0.47 16 .............................. 0.50 17 .............................. 0.53 18 .............................. 0.56 19 .............................. 0.60 20 .............................. 0.63 21 .............................. 0.66 22 .............................. 0.69 23 .............................. 0.72 24 .............................. 0.75

Test Your Knowledge and Skills A UNH adjunct faculty member is teaching 4 classes. What is their FTE? ___________


Calculating FTE for Part-Time/Full-Time Temp/Casual Hourly and Salary Jobs Use the chart below to calculate the FTE for Part-Time/Full-Time Temp/Casual Hourly and Salary employees. Hourly Jobs Hours * Weeks -------------------- = FTE Hours in a year Hours = Number of hours the employee will work in a week. Weeks = Number of weeks the employee will work in a year. (Use table below) Hours in a year = Number of weeks the employee will work in a year. (Use table below) 40 hour employees Year 2009 2010 2011 2012 2013 2014 2015 2016 2017 Hours in a Year

2088 2088 2088 2088 2080 2088 2088 2096 2088

37.5 hour employees Year 2009 2010 2011 2012 2013 2014 2015 2016 2017 Hours in a Year

1957.5 1957.5 1957.5 1957.5 1950 1957.5 1957.5 1965 1957.5

Examples: 1. 40 Hour type position, employee is scheduled to work 2 hour a day, 3 days a week for 25 weeks in

2009. 6 Hours a week * 25 Weeks = FTE .072 2088

2. 40 Hour type position, employee is scheduled to work 30 hours a week for 4 weeks in 2013.

20 Hours a week * 4 Weeks = FTE .039 2080

3. 40 Hour type position, employee is scheduled to work 30 hours a week for 52 weeks in 2009.


4. 37.5 Hour type position, employee is scheduled to work 30 hours a week for 52 weeks in 2009.



Salary Jobs Days * Weeks -------------------- = FTE 260 Days = Number of Days the employee will work in a week.. Weeks = Number of weeks the employee will work in a year. (Use table below) Examples: 1. Employee is going to present at a 2 day seminar.

2 Days * 1 Week = FTE .008 260

2. Employee is going to present at a 2 day seminar and is funded by 3 departments.

2 Days * 1 Week = FTE .008 260

3. Employee is going to present at a 3 day seminar, on four different dates.

3Days * 4 Week = FTE .046 260

4. Employee to tooter students on Saturday for 30 weeks.

1 Days * 30 Week = FTE .115 260

5. Employee to work 4 days for 48 weeks.

4 Days * 48 Week = FTE .738 260

Student Hourly / College Work Study Student Hourly / College Work Study employees with a Job ECLS of SH, SW, SX, or SN are assigned an FTE = 1.000 and is unrelated to the number of hours worked per week. If the Job ECLS is one other than SH, SW, SX, or SN, use the Hourly or Salary method above.

Test Your Knowledge and Skills A Part-Time/Full-Time Temp/Casual salary employee will be working 3 days per week for 6 hour day for 12 weeks. What is their FTE? ____________


Calculating FTE for Graduate Students Use the chart below to calculate the FTE for graduate students.

Academic Year Appointments All graduate students calculations are based on 40 hrs/week = 80 hrs/pay period For the most current definitions go to: http://www.gradschool.unh.edu/home/grad_appt.html Graduate Assistants, Associates, Fellows, Interns/Trainees and Part-time Lecturers Research Assistants and Associates

FTE Calculation Example

Students on full assistantships are involved in assistantship activities for 20 hours a week during the academic year.

20 hrs/week = 40 hrs/pay period 40 hrs/pay period ----------------------- = 0.500 FTE 80 hrs/pay period

Graduate Hourly Appointments and Graduate Stipend Only Appointments

FTE Calculation Example

The workload for Graduate students on stipend only and hourly appointments is specified at the time of appointment. The workload for students in both of these categories is less than 20 hours per week


Graduate Supplemental Appointments (Hourly or Stipend) FTE Calculation Example

Graduate students on appointment in one of the above categories may supplement their regular appointments for up to an average of 10 hours per week (20 hours per week when school is not in session during December and Spring breaks).


Summer Appointments Graduate summer appointments are made during the summer to students in one of the above categories. Graduate Summer Appointments FTE Calculation Example

Students on summer appointments may work for up to forty hours per week. Graduate students working full time on research or combined teaching and research for the entire summer earn 2/3 of their prior academic year stipend. Appointments for less than the maximum time are prorated.

40 hrs/week = 80 hrs/pay period 80 hrs/pay period -------------------------- = 1.000 FTE 80 hrs/pay period 25 hrs/week = 50 hrs/pay period 50 hrs/pay period -------------------------- = 0.625 FTE 80 hrs/pay period

http://www.gradschool.unh.edu/home/grad_appt.html


Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs The Sub-classification field [Job Location field] allows users to define the work being performed categorizing the job according to policy for Part-Time/Full-Time Temp/Casual - Hourly and Salary jobs and Additional Pay Hourly and Salary Services jobs. Sub-classification values are defined in the PTRJBLN table. When hiring a Part-Time/Full-Time Temp/Casual job, the hourly/daily rate must be within the sub-class range minimum and maximum if provided below (see also, University System of New Hampshire Part-Time/Full-Time Temp/Casual Extra Help Chart).

Generic PCLS

Job Sub-Classification [Job Location Title]

Sub-Classification [Job Location] Code

Sub-Class Range Minimum & Maximums

AFFLF – X0 Other Affiliate Faculty [Non-Paid] AFFLF $0.00

CASEX DASEX JASEX KASEX

Part-Time/Full-Time Temp/Casual Salary; or Additional Pay Salary Services -iN or ouT of Current Status Job Period

# N#= if iN period T#=if ouT period

CE, DE, JE, KE

Consultative Services 02766; N2766; or T2766

Exempt - $131/day to $3000/day

Senior Prof. Admin. Technical Services 02767; N2767; or T2767


Performing Arts – on a fee basis at a min rate of $230 per full day, $115 per half day, $58 per quarter day (May be pro-rated.)

01986; N1986; or T1986;


Recognition Records KE Awards AWARD Rate to be Determined Honorarium HONOR Rate to be Determined

CASHX DASHX JASHX

Part-Time/Full-Time Temp/Casual Hourly CH, DH, JH

Part-Time/Full-Time Temp/Casual Hourly; or Additional Pay Hourly Services -iN or ouT of Current Status Job Period


Athletic Event Assistant-Experience Required 02664; N2664; or T2664 $8.26 to $21.50

Athletic Event Assistant-No Experience Required 02662; N2662; or T2662 $7.34 to $17.80

Basic Food/Dining Service 02659; N2659; or T2659 $7.25 to $15.60

Basic Public Safety Services 01996; N1996; or T1996 $7.25 to $30.00

Basic Vehicle/Bus Operator 02731; N2731; or T2731 $7.25 to $15.60


Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs

Generic PCLS Job Sub-Classification [Job Location Title]



Beginning Office Support Service 01988; N1988; or T1988 $7.25 to $15.60

Beginning Prof. Admin. Technical Services 01992; N1992; or T1992 $8.36 to $25.70

Coaching & Recreational Sports 02869; N2869; or T2869 $7.25 to $25.00

Consultative Services 01995; N1995; or T1995 $15.30 to $150.00

Custodial/Grounds 02658; N2658; or T2658 $7.25 to $15.60

Driver-Heavy Equipment 02732; N2732; or T2732 $7.34 to $17.80

Farm/Forestry Work 02657; N2657; or T2657 $7.25 to $15.60

General Facility Maintenance/Repair 02663; N2663; or T2663 $8.26 to $21.50

Intermediate Office Support Services 01989; N1989; or T1989 $7.34 to $17.80

Intermediate Prof. Admin. Technical 01993; N1993; or T1993 $10.04 to $35.70

Material Storage/Retrieval 02661; N2661; or T2661 $7.34 to $17.80

Performing Arts 02859; N2859; or T2859 $7.25 to $100

Senior Office Support Services 01990; N1990; or T1990 $8.26 to $21.50

Senior Professional, Administrative & Technical Services

01994; N1994; or T1994 $12.44 to $60.50

Special Facility Maintenance/Repair (Trades) 01991; N1991; or T1991 $7.25to $24.60

Specialized Paraprofessional 02665; N2665; or T2665 $7.25 to $24.60

Supervisory: Custodial /Grounds/Hospitality Services

02660; N2660; or T2660 $7.34 to $17.80

Tipped Employees-Food Service 02944; N2944; or T2944 $3.26 to $15.60

UNH Police Special Detail 02861; N2861; or T2861 $7.25 to $50.00


Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs The Sub-classification field [Job Location field] allows users to define the work being performed categorizing the job according to policy for Part-Time/Full-Time Temp/Casual - Hourly and Salary jobs and Additional Pay Hourly and Salary Services jobs. Sub-classification values are defined in the PTRJBLN table. When hiring a Part-Time/Full-Time Temp/Casual job, the hourly/daily rate must be within the sub-class range minimum and maximum if provided below (see also, University System of New Hampshire Part-Time/Full-Time Temp/Casual Extra Help Chart).

Generic PCLS




AFFLF – X0 Other Affiliate Faculty [Non-Paid] AFFLF $0.00

CASEX DASEX JASEX KASEX

Part-Time/Full-Time Temp/Casual Salary; or Additional Pay Salary Services -iN or ouT of Current Status Job Period


CE, DE, JE, KE

Consultative Services 02766; N2766; or T2766


Senior Prof. Admin. Technical Services 02767; N2767; or T2767


Performing Arts – on a fee basis at a min rate of $230 per full day, $115 per half day, $58 per quarter day (May be pro-rated.)

01986; N1986; or T1986;

Exempt - 200/day to $1000/day

Recognition Records KE Awards AWARD Rate to be Determined Honorarium HONOR Rate to be Determined

CASHX DASHX JASHX

Part-Time/Full-Time Temp/Casual Hourly CH, DH, JH

Part-Time/Full-Time Temp/Casual Hourly; or Additional Pay Hourly Services -iN or ouT of Current Status Job Period


Athletic Event Assistant-Experience Required 02664; N2664; or T2664 $8.26 to $21.50

Athletic Event Assistant-No Experience Required 02662; N2662; or T2662 $7.34 to $17.80

Basic Food/Dining Service 02659; N2659; or T2659 $7.25 to $15.60

Basic Public Safety Services 01996; N1996; or T1996 $7.25 to $30.00

Basic Vehicle/Bus Operator 02731; N2731; or T2731 $7.25 to $15.60



Generic PCLS Job Sub-Classification [Job Location Title]



Beginning Office Support Service 01988; N1988; or T1988 $7.25 to $15.60

Beginning Prof. Admin. Technical Services 01992; N1992; or T1992 $8.36 to $25.70

Coaching & Recreational Sports 02869; N2869; or T2869 $7.25 to $25.00

Consultative Services 01995; N1995; or T1995 $15.30 to $150.00

Custodial/Grounds 02658; N2658; or T2658 $7.25 to $15.60

Driver-Heavy Equipment 02732; N2732; or T2732 $7.34 to $17.80

Farm/Forestry Work 02657; N2657; or T2657 $7.25 to $15.60

General Facility Maintenance/Repair 02663; N2663; or T2663 $8.26 to $21.50

Intermediate Office Support Services 01989; N1989; or T1989 $7.34 to $17.80

Intermediate Prof. Admin. Technical 01993; N1993; or T1993 $10.04 to $35.70

Material Storage/Retrieval 02661; N2661; or T2661 $7.34 to $17.80

Performing Arts 02859; N2859; or T2859 $7.25 to $100

Senior Office Support Services 01990; N1990; or T1990 $8.26 to $21.50

Senior Professional, Administrative & Technical Services

01994; N1994; or T1994 $12.44 to $60.50

Special Facility Maintenance/Repair (Trades) 01991; N1991; or T1991 $7.25to $24.60

Specialized Paraprofessional 02665; N2665; or T2665 $7.25 to $24.60

Supervisory: Custodial /Grounds/Hospitality Services

02660; N2660; or T2660 $7.34 to $17.80

Tipped Employees-Food Service 02944; N2944; or T2944 $3.26 to $15.60

UNH Police Special Detail 02861; N2861; or T2861 $7.25 to $41.00



Generic PCLS




OTHER Jobs Not Covered by FLSA STDNF – SN Student Activities 02378 Exempt -

$1/day to $100/day CASNF – CE, DE, JE, KE 4H Camp Summer Services 02416 Exempt -

$20/day to $1,000/day CASEX – CE, DE, JE, KE CEU Instruction (Elderhostel, OSHA) 02926 Exempt –

$1/day to $500/day KASEX - KE only Volunteer Rec Sports Coach 03098;

N3098; or T3098 Exempt – $100/day to $6000/day

CHAPL Chaplains [Non-Paid] X0 Chaplains 02027 $0.00

EMERT Emeritus [Non-Paid] X0 Professor Emeritus 00192 $0.00

FACEX Part-Time/Full-Time Temp/Casual Adjunct Faculty -iN or ouT of Current Status Job Period


F6, F7, F8, F9

Adjunct Faculty 00174; N0174; or T0174

Rate to be Determined

Lecturer-Individual Instruction 02695; N2695; or T2695; Rate to be Determined

Lecturer 02680; N2680; or T2680; Rate to be Determined

Senior Lecturer 02681; N2681; or T2681 Rate to be Determined

Faculty Supplemental Pay; or Faculty Additional Pay -In or Out of Current Status Job Period

Admin. Stipend ADMIN Rate to be Determined Admin. Stipend-Chair CHAIR Rate to be Determined Faculty Overload FACOV Rate to be Determined Faculty In status job period FACIN Rate to be Determined Faculty Outside status job period FACOT Rate to be Determined Summer Salary-Miscellaneous SSMIS Rate to be Determined Summer Salary-Professorship SSPRF Rate to be Determined Summer Salary-Sponsored Research SSSRS Rate to be Determined Summer Salary–Teaching SSTCH Rate to be Determined Supplemental-Miscellaneous SPMIS Rate to be Determined Supplemental-Professorship SPPRF Rate to be Determined Supplemental-Sponsored Research SPSRS Rate to be Determined Supplemental-Teaching SPTCH Rate to be Determined


Coding EPAF Sub-Classifications for Part-Time/Full-Time Temp/Casual Jobs (cont’d) Generic PCLS




GRDEX Graduate Appointments GA Graduate Assistant 00181 Rate to be Determined Graduate Associate 00182 Rate to be Determined Graduate Intern/Trainee 01011 Rate to be Determined Graduate Part-Time Lecturer 00186 Rate to be Determined Graduate Project Associate 00184 Rate to be Determined Graduate Research Assistant 00183 Rate to be Determined

PDFEL Post Doctoral Fellow [Non-Paid] X0 Post Doctoral Fellow 02699 Rate to be Determined

ROTCF ROTCF (Affiliate) Faculty [Non-Paid] X0 Affiliate Associate Professor 00188 $0.00 Assistant Professor of Aerospace 01787 $0.00 Assistant Professor of Military Science 01775 $0.00 Associate Professor of Military Science 01776 $0.00 Professor of Aerospace Studies 01786 $0.00 Professor of Military Science 01777 $0.00 Support Persons 01778 $0.00

STDHR Student Jobs SH, SW, SX College Work Study 00972 $7.25 to $40.00 Student Hourly 00971 $7.25 to $40.00 Tipped Student Employees 02945 $3.26 to $40.00

VOLUN Volunteers [Non-Paid] X0 Volunteers 02730 $0.00

VISFC Visiting/Exchange Faculty [Non-Paid] X0 Visiting Professor 00176 $0.00 Visiting Associate Professor 00177 $0.00 Visiting Assistant Professor 00178 $0.00

Test Your Knowledge and Skills A person is to be hired to work General Facility Maintenance/Repair. What sub-classification code should you use to complete the EPAF? _____________________ A full-time status employee is hired as an Adjunct Faculty member. What sub-classification code should you use to complete the EPAF? _____________________ A full-time status PAT employee is hired to work as a consultant on a salary basis for another department. What sub-classification code should you use to complete the EPAF? ________________________


Home Unit Notification of Part-Time/Full-Time Temp/Casual Job Campus HR Offices and UNH BSC Directors have identified a need for a centralized notification whenever any status employee is hired into a Part-Time/Full-Time Temp/Casual job outside their home organization. When a Part-Time/Full-Time Temp/Casual hire EPAF is entered by a unit, other than the status employee’s home unit, an FYI (Approve for GSC) Routing entry to the employee’s home unit must be added. This additional routing entry will draw the attention of the home unit and enable access to the transaction in NOAEPAF. An EPAF trapping has been developed to ensure this Routing entry is being added. The trapping is designed to compare the 1st character (2nd character at UNH) of both the home and timesheet orgs. If the characters do not match, the trapping checks for the required Routing entry. An error if displayed if the Routing entry is missing. The following table identifies the appropriate Routing information for Home Orgs. IF… AND… ESTABLISH NOTIFICATION TO… Home ORGN Begins with…

Timesheet ORGN Does Not Begin with…

Level Code Username Required Action

C C CAMCFO LSHAWNEY Approve F F BSCMAN DONNAB FYI K K CAMHRO HARKNESS FYI P P CAMHRO PMPLANTE FYI Y Y CAMHRO MHYNDMAN FYI Z Z CAMHRO HARKNESS FYI UA, UL, or UJ UA, UL, or UJ BSCMAN NHAMER FYI UB UB BSCMAN TINA FYI UC UC BSCMAN SLOUIS FYI UD UD BSCMAN KROBERTS FYI UE UE BSCMAN JMU7 FYI UF UF BSCMAN MHSTONE FYI UG UG BSCMAN DONNAB FYI UK UK BSCMAN BC FYI UM UM BSCMAN KEBRAUN FYI UQ UQ BSCMAN LFARRELL FYI UR UR BSCMAN THAMER FYI US US BSCMAN DONNAB FYI UT UT BSCMAN TBOYLE FYI UX UX BSCMAN JGRADY FYI UZA,UZC,UZE UZC,UZE,UZA BSCMAN LINDAT FYI UZO,UZS UZO,UZS BSCMAN PJS2 FYI

Test Your Knowledge If a status employee’s Home Org is _________________ and the Part-Time/Full-Time Temp/Casual position’s TimeSheet Org is ____________________, would hiring this employee require an additional routing entry? ____________ If yes, to whom should the entry be directed? _________________________


Chapter 3: Status EPAFs In this chapter the required tasks to successfully select and complete the appropriate EPAFs for status employees will be reviewed in detail. The user will be given several opportunities to practice this skill including hiring several employees. Chapter 3 Objectives Upon completion of this chapter, the user will be able to:

…select the correct status EPAF

…assign the correct suffix for the job

…calculate the daily rate for salary employees

…enter retro pay for late hires

…


Suffix Assignment for Status Jobs The Suffix field is used in conjunction with the Position # field. The unique combination of a Position, Suffix and the person’s ID # represents a unique job as seen in NBAJOBS. The Suffix field enables an employee to have multiple active jobs which reference the same Position #. Suffix assignment values include 00-99, A0-A9 then AA-AZ, B0-B9 then BA-BZ, etc. When to Change Suffix When significant factors of the job change a change to the Suffix may be required. Review NBIJLST to determine what ID/Position/Suffix combinations have been used prior to processing EPAF transactions. Assign a new Suffix when entering an EPAF for the following job changes:

• FTEBS is altered within OCTYP - Operating Staff moves from H1 to H2 (FTEBase changes from 37.5 to 40 hours/week)

• When making any necessary payments to terminated status employees

Test Your Knowledge and Skills A status employee is changing their schedule from 37.5 hours/week to 40 hours/week. Do you need to change the suffix? YES / NO A status employee is receiving a raise. Do you need to change the suffix? YES / NO


Calculating Daily Rate for Salary Employees The daily rate for salary employees can be calculated automatically using an Excel based tool or it can be calculated manually. Microsoft Excel Daily Rate Conversion Tool Two one-time set up procedures in Microsoft Excel must be completed to use the Microsoft Excel Daily Rate Conversion Tool. Once these steps are completed, to run the conversion tool, open the conversion tool workbook file and the data entry window should display. If not, select Tools > Macro > Auto_Run Macro > Run. This will bring up the data entry window where you can calculate the daily rate by entering the Contract Begin and End Dates and Contract $ Amount. TASK 1: Download and Use Excel Daily Rate Conversion Tool STEP 1: GOTO www.usnhgateway.org Use any web browser. STEP 2: SELECT Software Downloads Bottom left of page STEP 3: SELECT Daily Rate Conversion Tool STEP 4: FOLLOW the instructions provided Setup security to enable macros and add add-ins STEP 5: SELECT Download and Run Daily Rate

Conversion Tool

STEP 6: FOLLOW the instructions provided Download and run Daily Rate Conversion Tool STEP 7: TYPE dates and $ amount as indicated Daily rate will be calculated. Manually Calculate the Daily Rate The daily rate can be calculated by hand by following the steps below. TASK 2: Manual Calculation of Daily Rate STEP 1: GATHER required information. Contract $ Amount = Total amount to be paid

Contract Begin Date = Begin date of the jobs contract period for the active fiscal year. Contract End Date = Last day of the job in the active fiscal year. Days per Pay Period = 10 (Always)

STEP 2: CALCULATE number of Contract Work Days The number of work days (M-F) including all holidays between (inclusive) the Contract Begin Date and the Contract End Date

STEP 3: CALCULATE Regular Daily Rate Contract $ Amount/Contract Work Days Round up to the third decimal place even if the 4th decimal place value is less than 5.

STEP 4: CALCULATE Pays Contract Work Days / Days per Pay Period (10) STEP 5: ASSIGN Factor Factor = Pays

Test Your Knowledge and Skills Calculate a salary employee’s Regular Daily Rate:___________ Pays:________ and Factor:________ given: Contract Amount = $5,000.00 Contract Begin Date =s 09/05/2005

http://www.usnhgateway.org/


Contract End Date is 10/21/2005


Commonly Used Forms for Status EPAFs NBAPBUD – displays associated budget and labor distribution information The Position Org listed on the “Salary Budget” window (Options > Salary Budget) should be used for status appointments as the Home Org and the Timesheet Org assignment. NBAPOSN – details how an established position has been defined, including:

position status appropriate salary minimum or maximum values position classification assignment work schedule if appropriate. Note: Prior to hiring an Operating Staff at less than 100%, review the position work schedule FTE to determine hours/day and hours per pay.

NBIJLST – lists all jobs (ID/Position Suffix) records associated with an employee Prior to EPAF processing review NBIJLST for:

(1) any existing status jobs (2) the Job Type (primary, secondary, overload) to assign to an appointment, and (3) existing ID/Position/Suffix combinations

NOAAPSM – form for reviewing individualized approval queues as approver or as originator Status of transactions and required-action information is available. Approvals may be applied directly on NOAAPSM following review. NOAEPAF – form for all EPAF entry. PEAEMPL – maintains the Employee Record, describing the employee’s current relationship within USNH with specific attention toward benefit eligibility, leave (vacation/earned time) eligibility, service dates, Home Org, and Distribution Org assignment. PPAIDEN – repository for person bio-demographic information including name information, address information, gender, ethnicity, citizenship, date of birth, social security number, alternate names/ID’s, Veteran information, emergency contact information.


Coding Part-Time Operating Staff and Flex-Year Exempt Staff Jobs ANNUALIZED POSITION APPOINTMENT Every status position (whether vacant or filled) has a position appointment basis including the service appointment dates for each academic year. For instance, academic year based faculty positions have a position basis of 195 days and the academic year dates for such positions will be August 25 through May 21 in the 2003-04 academic year. These dates were previously represented in the HUM PRDATE files as work begin and work end dates. CONTRACT BEGIN and CONTRACT END DATES Contract Begin Date is used in Banner to control encumbrancing for appointments by narrowing the encumbrance period from the fiscal year. The Contract Begin Date should represent the hire date for new appointments, or the first day of the appointment for the current fiscal year. Contract End Date is used in Banner to control encumbrancing for appointments by narrowing the encumbrance period for the fiscal year. The Contract End Date should represent the end appointment date. PAYS and FACTORS Factors are the number of “pay periods” which represent the “earning period when the income is generated and expensed” Pays are the number of “pay periods” over which the employee receives the income. Pays and factors will always be the same for Part-Time/Full-Time Temp/Casual employees, Operating Staff, year-round exempt staff, and flex-time exempt staff who choose to not spread their pay. Pays and factors will differ ONLY for those flex-time exempt employees (like academic year faculty) who request to spread their pay. System payroll will alter the pays and deferred code to accommodate Deferred Pay requests. FTE Is the ratio of an appointment’s annual value to the FTE base (i.e., 235 days/262 base or 1040 hours/2088 hours) Hours(Units)/Pay Is used by Banner to capture the budget value of the appointment. It will multiply the Hours/Pay by the Factor and the hourly rate to determine the annual budget value for an active NBAJOBS record. You may derive the Hours/Pay by reviewing the “Work Schedule” code assigned on NBAPOSN by looking up the Wok Schedule code in NTRWKSH OR by obtaining source documentation from HR or the department. Hours(Units)/Day Will always represent the AVERAGE Hours/Day for the appointment. It is calculated simply by dividing the Hours/Pay by 10.


Coding Exempt Staff Jobs Field Work full

schedule and year-round

Who work reduced schedule and year round

Who work less than year round but with a full work schedule

Who work reduced schedule and less than year round.

Fiscal year faculty or full-time (100% fte) PAT’s who work July 1-June 30.

Information Technologist who works four days a week from July 1 to June 30.

Skills application teacher or academic year faculty who work full time but during a defined period such as August 25 through May 21.

Skills application teacher who works only during the academic year and for only three days a week.

FTE Leave blank, will default in as “1”

Set to match NBAPBUD FTE



Contract Begin Date

Leave blank Leave blank Set to Hire date, or appointment begin date for current fiscal year

Set to Hire date, or appointment begin date for current fiscal year

Contract End Date

Leave blank Leave blank Set to appointment end date for current fiscal year

Set to appointment end date for current fiscal year

Factor Leave blank, will default from ecls/payid association

Leave blank, will default from ecls/payid association

Calculate working days within the period from the Annualized Position Appointment start date and the contract end date and then divide by 10 to get the factor.


Pays** Leave blank, will default from ecls/payid association


Set equal to factor Set equal to factor

Hours/Pay* Leave blank, will default from ecls as “10”

Leave blank, will default from ecls as “10”



Hours/Day* Leave blank, will default from ecls as “1”




*The Hours/Pay and Hours/Day for Exempt (salaried) employees will always be set to 10 and 1 at the employee class level. These fields are not available for coding on the Exempt EPAF’s

* *System payroll will alter “pays” and code deferred pay code for status exempt flex-time employees requesting deferred pay.


Coding Operating Staff Jobs Field OS who work

full schedule and year-round

OS who work reduced schedule and year round

OS who work less than year round but with a full work schedule

OS who work reduced schedule and less than year round.

Electrician who works 8 hours a day from July 1 to June 30

Electrician who works 4 hours/day from July 1 to June 30

Administrative assistant who works 8 hours a day but only works from August 11 to May 28

Administrative assistant who works 6 hours a day and only from August 11 through May 28.

FTE Leave blank, will default in as “1”




Hours/Pay Leave blank, will default from ecls association

Must be derived from reviewing NBAPBUD work schedule code and NTRWKSH OR source documentation

Leave blank, will default from ecls association.

Must be derived from reviewing NBAPBUD work schedule code and NTRWKSH or source documentation

Hours/Day Leave blank, will default from ecls association

Divide the Hours/Pay by 10



Contract Begin Date

Leave blank Leave blank Set to Hire date, or appointment begin date for current fiscal year

Set to Hire date, or appointment begin date for current fiscal year

Contract End Date

Leave blank Leave blank Set to appointment end date for current fiscal year

Set to appointment end date for current fiscal year

Factor Leave blank, will default from ecls/payid association




Pays Leave blank, will default from ecls/payid association


Set equal to factor Set equal to factor

Documents

MODULE 4 - University System of New Hampshire · Calculating Daily Rate for Salary Employees ... MODULE 4: Processing EPAFs (Employee Personnel Action Forms) 3 November 8, 2012 Coding