Banner HR Foundational Overview Banner HR Foundational Overview

Banner HR Foundational Overview Banner HR: Foundational Overview Instructions for Self-Paced Review n The following software is required to complete this self-paced review: n n For best viewing, download the file to your desktop: n n Double-click the downloaded file on your desktop (Power. Point should open) n Choose Slide Show n Choose View Show Move through items on each slide and between slides n n Right-click the link n Choose Save Target As n Save the file to your desktop Open the downloaded file n n Microsoft Power. Point Click on the slide to move to the next item and/or slide Right-click on the slide and choose Previous to move back to the previous item or slide Right-click on the slide and choose End Show to exit the slide show Glossary n If you encounter terms with which are unfamiliar please consult the USNH Glossary on line at: http: //usnhhr. unh. edu/banner/key_terms. htm Last Updated: 12/1/2020 1

University System of New Hampshire Banner HR Foundational Overview -a self-paced review- Last Updated: 12/1/2020 2

Banner HR Foundational Overview Purpose of the Overview The purpose of this selfpaced review is to help you… identify and define critical pieces of the Banner HR puzzle Last Updated: 12/1/2020 3

Banner HR Foundational Overview Banner HR Critical Pieces Last Updated: 12/1/2020 n Data Confidentiality n Security/Approvals n Environment/Terminology n Benefits/Position Management n Employee Management n Payroll Administration 4

Banner HR Foundational Overview Banner HR Critical Pieces Last Updated: 12/1/2020 n Data Confidentiality n Security/Approvals n Environment/Terminology n Benefits/Position Management n Employee Management n Payroll Administration 5

Banner HR Foundational Overview DATA CONFIDENTIALITY Last Updated: 12/1/2020 6

Banner HR Foundational Overview Data Confidentiality n All HR data is confidential n USNH policy requires the protection of all HR data n n Employee privacy must always be respected HR data should be collected/processed in the least intrusive manner Sensitive data should only be shared when there is a legitimate need Banner HR data must be maintained in an accurate, confidential, fair and secure manner n Do not leave active Banner HR sessions unattended n Secure all printed sensitive data Last Updated: 12/1/2020 7

Banner HR Foundational Overview SECURITY/APPROVALS Last Updated: 12/1/2020 8

Banner HR Foundational Overview Security/Approvals n Role based security n n n Access is restricted by: n n n Banner forms are grouped into security classes Security classes are grouped by user roles e. g. Payroll Roles - Distributed Time Entry and Approvals, Payroll General Inquiry and Payroll Labor Distribution Banner Forms Assigned organization codes [ORGN](s) n Home Organization [HORG] n Position Organization [PORG] n Time Sheet Organization [TSORG] Assigned user role(s) e. g. HR Practitioner Security Classes Users cannot access: n n Banner forms outside their role Data for Organizations not assigned User Roles Last Updated: 12/1/2020 9

Banner HR Foundational Overview Security/Approvals n Electronic Personnel Action Form [NOAEPAF] Approvals n n n Payroll Time Entry [PHATIME] Approvals n n User access is restricted to assigned organizations Approvers are identified by the user when the EPAF is entered Default approvers can be defined by the user for each EPAF type Proxies for a user’s EPAF approval levels must be established in NTRPROX Two ways to approve: PHATIME or PHADSUM User access is restricted to assigned Time Sheet Organizations [TSORG] Specific time entry proxies must be established by the user in NTRPROX prior to extracting and entering time (Options: Time Entry Proxy Information) Status of approvals can be reviewed at any time after entry Last Updated: 12/1/2020 10

Banner HR Foundational Overview ENVIRONMENT/TERMINOLOGY Last Updated: 12/1/2020 11

Banner HR Foundational Overview Environment/Terminology n Single Banner Finance and HR database [BPRD] n n Single sign-on for both HR & Finance systems Common validation tables Allows for synchronization of data Data standards must be followed to maintain data integrity n Real time data entry and query n No Fiscal Year restrictions n n n Appointments [Jobs] continue from year to year Appointments only end if termination data has been entered Financial activity, including payroll expenses, tracked by FY Last Updated: 12/1/2020 12

Banner HR Foundational Overview Environment/Terminology n Key Employee Management Terms n Appointment – Person + Position + Unique Suffix, a. k. a. JOB n Part-Time/Full-Time/Casual - (hourly or exempt position with no benefits) n n Electronic Personnel Action Form [EPAF] - NOAEPAF transaction which creates or modifies NBAJOBS record (appointment) and/or PEAEMPL record Employee Class [ECLS] n As coded on NBAJOBS record - Identifies payroll payment methods n Default regular earnings or Defer pay for AY or PT Exempt Status appointments n Default regular based on work schedules or Positive pay time reporting n e. g. OS use H 1 = 37. 5 hr/wk; H 2 = 40 hr/wk n As coded on employee’s PEAEMPL record Identifies the employee type (PAT, OS, AAUP, etc. ) and associated benefits classification Exempt AY Faculty, Fiscal Faculty, Academic Administrators, PAT, Cooperative Extension Educators, PT Lectures, Graduate Appointments, etc Home ORGN (HORG) n As found on PEAEMPL- Identifies organization to which the employee belongs Last Updated: 12/1/2020 13

Banner HR Foundational Overview Environment/Terminology n Key Payroll Administration Terms n n n Key Position Management Terms n n n Distribution ORGN – Determines address type to use to send check n (permanent, campus, alternate) Labor Distribution – Accounting string(s) used to support the employee expense Pay ID – Identifies bi-weekly schedule used for payroll; Salary = B 1, Labor = B 2 Pay No – Bi-weekly payroll number 1 – 26, 27 Timesheet ORGN [TSORG] – Organization responsible for PHATIME time entry Position Budget – $ needed to fund the position for the specified period of time, Fiscal Year Position Class [PCLS] – Code that identifies the employee classification n (e. g. Senior Administrative Assistant, Research Scientist I, Food Service Worker II, etc. Position FTE – The position’s percent time compared to the Full Time Equivalent (FTE) Position ORGN – Organization responsible for administering this position Key Benefit Administration Terms n n Benefit Category (BCAT) – Level of benefits for which the employee is eligible Leave Category (LCAT) – Leave benefit for which the employee is eligible Last Updated: 12/1/2020 14

Banner HR Foundational Overview Environment/Terminology n Key Data Forms n n n n PPAIDEN (Bio/demographics for an individual) PEAEMPL (Employee’s relationship to USNH) NBAPOSN (Position definition) NBAPBUD (Position budgeting) NBAJOBS (Appointment/job details) PTRCALN (Payroll Calendar) PDADEDN (Deductions and taxes) Key Transaction Forms n n NOAEPAF (Used to manage employee appointment [job] information) NWACOMP (Used by USNH status staff to process salary changes) PHATIME (Used for payroll time entry) PHADSUM (Used to approve PHATIME) Last Updated: 12/1/2020 15

Banner HR Foundational Overview POSITION MANAGEMENT Last Updated: 12/1/2020 16

Banner HR Foundational Overview Position Management n Position n n Position Types n n n Every appointment [JOB] must be associated with an active position (NBAPOSN & NBAPBUD) Single: one position - one individual; e. g. USNH Chancellor Pooled: one position - multiple individuals n e. g. College Work Study n Pooled positions are used for budgeting Part-Time/Full-Time/Casual labor including students Position Definition n Characteristics associated with a position n Classification (PCLS) n Classified Title n Employee Class (ECLS) n Work schedules n Salary groups, grades and tables Last Updated: 12/1/2020 17

Banner HR Foundational Overview Position Management n Position Number n n n Six character code First 2 character positions defined by USNH e. g. UB 3408, YB 0030, PB 0027 Character 1 Character 2 Characters 3 - 6 USNH Campus Code USNH Position Category Defined by each campus EXAMPLES U = UNH K = KSC P = PSC C = CLL Y = System EXAMPLES B = Status N = Part-Time/Fulltime/Casual Z = Budget Only Last Updated: 12/1/2020 EXAMPLES OF EXCEPTIONS EC = Earn code CI = Continuing Increase AV = Appointment Variance Budget Only Positions where last 2 characters are reserved for grouping 18

Banner HR Foundational Overview BENEFITS ADMINISTRATION Last Updated: 12/1/2020 19

Banner HR Foundational Overview Benefits Administration n n n n Employee Form (PEAEMPL) n Contains an employee’s terms of employment. Employee Class (ECLS) n Code on PEAEMPL identifies the employee type (PAT, OS, AAUP, etc. ) n Represents the benefit category established for the employee type in question. Benefit Categories (BCAT) n BCAT codes represent a set of deductions n Each employee is assigned a benefit category. Other Resources n Ability to code benefits in advance with future effective dated records n Benefit/Deduction History available for each employee’s benefit selections by year and/or deduction Last Updated: 12/1/2020 20

Banner HR Foundational Overview EMPLOYEE MANAGEMENT Last Updated: 12/1/2020 21

Banner HR Foundational Overview Employee Management Electronic Personnel Action Forms [EPAFs] - NOAEPAF n EPAFs Streamline the Appointment Process n n n n Completed EPAFs n n Set of unique EPAFs of common HR function for each campus EPAF Approval Category designates HR function; e. g. hire, terminate Fields are populated with default data to minimize data entry/errors EPAFs have required approvals which are managed electronically EPAF trappings identify common data errors EPAFs transactions can be “tracked” as they are processed Update PEAEMPL with info about the employee’s terms of appointment Update NBAJOBS with the employee’s appointment Do not alter position or position budget values on NBAPOSN or NBAPBUD therefore appointment activity may require manual budget or position adjustments EPAFs are used to adjust PEAEMPL and NBAJOBS records Last Updated: 12/1/2020 22

Banner HR Foundational Overview Employee Management Sample EPAF Activities n n n n Hires Terminations Promotions, Transfers Demotions Part-Time/Full-Time/Casual “Rate” Changes Permanent Changes in Percent Time Temporary Assignments (i. e. , Temporary Upgrade) Last Updated: 12/1/2020 n n n n Changes in FTEBS Changes in FTE Changes in Pays per Year Changes in Hours per Pay Leaves of Absence Job Labor Distribution Changes JOBS/PEAEMPL Record Maintenance Changes to Default Earnings 23

Banner HR Foundational Overview Forms to Review BEFORE Entering a Hire EPAF NBIJLST Check to see if the person already has an Active USNH job; especially a job that uses the same Position # JOB (Appointment) NBAJOBS Updated when the EPAF has been completed A JOB (record in NBAJOBS) is the result of a completed EPAF and is identified by a unique combination of ID # 99999 Position # UB 0384 Suffix # 00 NBAPBUD NBAPOSN Check for position # and Active status Check to confirm position budget information and Active status PEAEMPL Check for an existing relationship between the person and USNH Updated when the EPAF has been completed PPAIDEN Check the information required to enter an EPAF is correct: First Name, Last Name, DOB, Ethnicity, Gender, Citizenship, Campus and Permanent Addresses NOAEPAF Prior to entering an EPAF… check PPAIDEN, PEAEMPL, NBAPOSN, NBAPBUD and NBIJLST The process of entering an EPAF draws information from PPAIDEN, NBAPOSN, and NBAPBUD. Once completed the EPAF transaction updates PEAEMPL and NBAJOBS. Last Updated: 12/1/2020 24

Banner HR Foundational Overview Employee Management Completed Hire EPAF JOB (Appointment) NBAJOBS Updated when the EPAF has been completed A JOB (record in NBAJOBS) is the result of a completed Hire EPAF and is identified by a unique combination of ID # 99999 Position # UB 0384 Suffix # 00 PEAEMPL Check for an existing relationship between the person and USNH Updated when the EPAF has been completed Last Updated: 12/1/2020 25

Banner HR Foundational Overview Employee Management What is a JOB? INDIVIDUAL’s ID # A JOB is a unique combination of… POSITION # AA#### Last Updated: 12/1/2020 ##### Congratulations! you have a JOB as seen on NBAJOBS or NBIJLST SUFFIX # 00 -ZZ 26

Banner HR Foundational Overview PAYROLL ADMINISTRATION Last Updated: 12/1/2020 27

Banner HR Foundational Overview Payroll Administration n USNH Pay Processing n n Employee Class [ECLS] n As provided on NBAJOBS record determines pay processing rules and payment method to be used for the employee Bi-weekly pay cycle n n Labor Time Entry n n Pay periods run from Saturday Week 1 (begin date) to Friday Week 2 (end date) Salary Payroll: PAYID = B 1; paid on pay period end date Labor Payroll: PAYID = B 2; paid 1 week after pay period end date B 2 Time Entry is open on the pay period begin date and normally closes on the Monday following the pay period end date (controlled by PTRCALN) NBAJOBS labor distribution defaults to Payroll n Past expenses may be reallocated by submitting a DCN to USNH Payroll Office via electronic spreadsheet or by entry via PHAREDS if delegated responsibility Last Updated: 12/1/2020 28

Banner HR Foundational Overview Payroll Administration n Partial Exception to default regular pay n n Full Exception Processing n n UNH staff not part of positive pay pilot (additional hours worked, callback, stand-by, voluntary dock pay, etc. ) KSC, PSC, GSC, and System employees and UNH Positive Pay Pilot employees Reflects changes to the normal work schedule impacting pay amount (additional hours worked, call back, stand-by, voluntary dock pay, etc. ) Maintains on-line leave balances (ET/vacation/sick leave use, etc. ) Positive Pay Pilot n Time defaults to employee’s PHATIME record and entry performed to represent actual work performed (e. g. regular, additional hours, callback, ET, voluntary dock, etc. ) Last Updated: 12/1/2020 30

Banner HR Foundational Overview Payroll Administration n Payroll Calendar – [PTRCALN] n n n Manages the dates/times associated with payroll processes Accessible to members of the USNH payroll community Maintained by USNH Payroll Controls Time Data Entry window Calendar Year vs. Fiscal Year [FY] n n n Payroll processed by Calendar Year [Jan 1 – Dec 31] Financial activity tracked by Fiscal Year [Jul 1 – Jun 30] Payroll has No Fiscal Year Restrictions Appointments [JOBs] carry forward year to year with no Fiscal Year limitations Labor distributions don’t end at the Fiscal Year end Last Updated: 12/1/2020 31

Banner HR Foundational Overview Payroll Administration n Example of Pay Period [PP] and data entry schedule Most current schedule is available in Banner through PTRCALN or online http: //www. finadmin. unh. edu/controller/pr_forms. html n Pay Period PP Begin & End Dates Entry End Date Entry Ends at Check Date B 1 -19 Saturday 08/28/04 to Friday 09/10/04 Monday 9/6/04 N/A Friday 9/10/04 B 2 -19 Saturday 08/28/04 to Friday 09/10/04 Monday 9/13/04 9: 00 pm Friday 9/17/04 Last Updated: 12/1/2020 32

Banner HR Foundational Overview Payroll Administration n Direct Deposit n n Checks n n n Available and encouraged for all USNH employees Supports deposit of multiple fixed amounts and net to multiple bank accounts Direct Deposit notice mirrors the Check Pay Stub Issued for anyone who has not authorized direct deposit Check Pay Stub information includes: n Earnings types including hours worked and rate of pay n Deduction lines with description n Current pay period & YTD employee amounts n System-wide messages for all recipients Distribution ORGN on EPAF controls check/direct deposit notice address n XUNHCM = UNH Campus address, XPSCPM = PSU physical home address Last Updated: 12/1/2020 33

Banner HR Foundational Overview Review of Employment Cycle <1> PPAIDEN queried for existing ID record for person to be hired. Content of existing record reviewed for accuracy. New records added only for those who are new to USNH. <6> Termination EPAF in NOEPAF used to retire/terminate employee <5> EPAFs entered in NOAEPAF to process most job changes Re-Hire <2> Hiring EPAF entered in NOAEPAF to create employee record in PEAEMPL and job in NBAJOBS <3> Exempt employee time defaults from JOBS record. No time entry required. Non-Exempt employee time defaults the JOBS record and/or requires manual time entry. <4> Employee receives bi-weekly paycheck/paystub Last Updated: 12/1/2020 34

Banner HR Foundational Overview Management Reporting n Banner On-Line Query n n Provides access to wide range of information based on assigned ORGN security Web. Intelligence Management Reporting Options n n n Next Day Reporting Live Time Reporting Live Reporting for Central Offices Only A limited number of users have system-wide access Data access is based on ORGN security Last Updated: 12/1/2020 35

Banner HR Foundational Overview Summary n We’ve shared with you the critical Banner HR pieces and now you too are part of the big picture! Last Updated: 12/1/2020 36

Banner HR Foundational Overview Next Step: Hands-On Training n Hands-on training for Banner HR Employee Management, EPAF Entry and Payroll Entry is available upon request. Send email to cis. training. center@unh. edu or call 603 -862 -4242. n To attend hands-on training you must have a valid Banner HR account. Apply for an account on-line at: http: //usnhaccounts. unh. edu/bannerhr. html Last Updated: 12/1/2020 37

Banner HR Foundational Overview Questions? n Please email any questions, comments or concerns regarding this presentation to: amanda. riecks-kurshinsky@unh. edu or call 603 -862 -2494. Last Updated: 12/1/2020 38