FLAC Faculty Load Compensation Cuyahoga Community College Cleveland

FLAC Faculty Load & Compensation Cuyahoga Community College Cleveland, OH February 2018 1

What is FLAC? � The Faculty Load and Compensation module merges faculty information in Banner Student and Human Resources systems as an electronic replacement of the paper Proffer System. 2

FLAC: Business Process Flow PEPFLAC (Nightly) Reconcile & Produce Payments Batch Processes** SIAASGN Assignment Batch Process Validate Local Tax PEPFCAP **Update FOAPAL & Lock Assignments E-Mail Notifications Faculty Review & Acknowledge 3

The previous slide shows the Business Process Flow for FLAC. • The SIAASGN screen is in the Banner Student Module. Academic Coordinators, Schedulers and others receive assignment information from the Deans. They enter the information into the form. • A Banner process, called PEPFLAC, is scheduled to run every night through UC 4. This process pulls the information from the Student Module into the FLAC tables. • It is followed by an in-house Batch Process that updates the Labor Distributions for the assignments based on the CRN, and dumps the resulting labor expense into the proper account buckets for Finance. It also locks all the assignments, making them available for Faculty to view. • E-mail notifications are sent out, alerting Faculty that assignments are ready to review and acknowledge • Faculty go into my Tri-C space to review and acknowledge their assignments. • 2 days before Payroll Processing occurs, the PEPFCAP process is run. This pushes the acknowledged assignments from the FLAC tables into the Human Resources / Payroll Module, where they are already set up to be paid. • Another in-house Batch Process is run which validates the local taxes by location. 4

Step 1: Scheduling of Assignments � Schedule Information ◦ Sent to Scheduling Offices & Adjunct Services 5

Step 2: Assignment Entry � SIAASGN ◦ Details entered on SIAASGN The SIAASGN screen is in the Banner Student Module. Academic Coordinators, Schedulers and others receive assignment information from the Deans. They enter the information into the form. 6

Step 2: Contract Types Continued • Contract Type must be entered & determines pay factor The Contract Type used in FLAC are A, F, N & P. For more information, please reference pages 3 -8 of the FLAC Manual. 0 = Flex Pay 1 = First Pay 2 = Second Pay 3 = Third Pay 4 = Fourth Pay / Last Pay A 0 – A 4 = Contract type used for adjuncts F 0 – F 4 = Contract type used only in summer for full-time faculty teaching courses for pro-rata pay N 1 – N 4 = Contract type used only by nursing for adjunct faculty identified as having advance degree & full-time faculty teaching a course for additional pay & having advanced degree P 0 – P 4 = Full-time faculty teaching a course for extra pay 7

Step 2: Position Numbers & Suffixes Continued • Position Number must be entered Position Numbers are essential for correct acknowledgement displays, accurate information to HR & Payroll & required reporting processes. Position Suffixes must be entered & must be unique for each CRN. For example: 00, 01, 02, etc. And, they must be unique for the same Position Number type per CRN. Proper Naming Convention: 1. 2. 3. 4. First Character = Campus/Location Second Character = Semester Third & Fourth Characters = Semester Year Fifth & Sixth Characters = Instructor Type (EE Status) Position Number Example: ES 17 PT 8

Step 3: PEPFLAC � PEPFLAC job runs nightly @ 10 pm ◦ Checks for newly added, modified or deleted assignments in SIAASGN & pushes them to Employee Self-Service for review & acknowledgement. ◦ E-mail notifications are sent to faculty � The assignment is checked on SIAASGN as “Compensation Extracted”. When checked, Faculty members can view their assignment online for acknowledgement. 9

Step 4: Review I 1402 Report � I 1402 Report ◦ all-inclusive report of faculty members & their assignments run via UC 4 ◦ can be run & viewed throughout the FLAC period ◦ report shows discrepancies �position number �contract types ◦ shows assignments have been acknowledged Strongly recommend reviewing report on a regular basis for error 10

Step 5: Correcting Errors � Restarts ◦ Adjunct vs. Fulltime – process is different � Reference manual for step by step instructions on each. ◦ Must be completed by FLAC Administrators ◦ Necessary if compensation extraction (PEPFLAC) has taken place � changes such as contract type, ESU’s, position number & suffix will not be captured if a restart does not take place � completed through Employee Self-Service ◦ If “Compensation Applied” is check, a restart CAN’T happen � coordinate changes with Payroll Services If checked, FLAC Administrator will need to run a manual restart through Faculty Members record on Employee Self Service For more information, please reference pages 16 -23 of the FLAC Manual. If Compensation Applied is checked, a restart CANNOT happen, PEPFCAP has run. Any adjustments or changes MUST BE coordinated with Payroll Services. 11

Step 6: Faculty Acknowledgement � Faculty & Adjunct Sign onto MTCS ◦ select Faculty Acknowledgement & Compensation ◦ select term & acknowledge assignments 12

Step 7: PEPFCAP � Acknowledged assignments are pushed to HR/Payroll ◦ typically run the Sunday & Tuesday prior to payroll running Operations ◦ compensation applied is checked off on SIAASGN � Corrections or adjustments after PEPFCAP has run MUST BE coordinated with Payroll Services 13

Additional Topics � D 1 Assignments � Identifying Default Orgs 14

Questions? 15

Contact Information: Thomas Rafferty(Manager, Payroll Services) Email: thomas. rafferty@tri-c. edu Phone: (216) 987 -4746 Todd Prusha (Coordinator, Payroll Services) Email: todd. prusha@tri-c. edu Phone: (216) 987 -4842 Bonnie Guyer (District Director, ERP Management Group) Email: bonnie. guyer@tri-c. edu Phone: (216) 987 -4355 Cindy Shick (ERP Solutions Specialist, ERP Management Group) Email: cynthia. shick@tri-c. edu Phone: (216) 987 -3436 16