ONLINE PTF PRESENTATION (PERSONNEL TRANSACTION FORM)

1. ONLINE PTF PRESENTATION(PERSONNEL TRANSACTION FORM) Presented by: Office of Human Resources Texas Woman’s University June 2011

2. Access to PTF’s Online • Open Internet Explorer • Type the address below https://portal.twu.edu/ptf/ • Enter your username and password • Go to My Tools and Personnel Transaction Form (PTF)

3. Personnel Transaction Form Entry • Choose the type of PTF you would like to process: • New Employee • Change Appointment • Leave Without Pay • Task Payment • Termination

4. New Employee

5. Change Appointment

6. Leave without Pay

7. Task Payment

8. Supplemental Task Payment Policy

9. Supplemental Task Payment Form

10. Termination

11. The following are definitions of reason codes used for data entry: 010–Newly hired or rehired after a break in state service Use this reason code to report the employment of a new employee to state employment or to re-employ a former state employee following a break in state employment. This code identifies employment of an individual who has never worked at the institution or agency before or who has a break in service of more than one day and is not a direct transfer from another state agency or institution of higher education. An employee who last works for one institution or agency on a Friday and begins work for another institution on a Monday is not considered to have a break in service and should not be reported with a 010 acquisition code. 900–Establish new job/appointment Use this reason code to report an appointment to a new fiscal year (September 1) for an employee who had an appointment in the previous fiscal year or to add additional appointments at any time. 920–Promotion Use this reason code to report a salary increase and/or a title change for an employee as a result of a change in assignment within an institution, from a position with one title, academic rank or classification to a position with another title, academic rank or classification. 921–Demotion Use this reason code to report a salary reduction and/or a title change for a voluntary or involuntary change in assignment to a position that requires decreased responsibility and a lower salary range or group. 922–Reclassification Use this reason code to report a change in an employee's job title due to a change in the official classification of a position within the same budgetary unit resulting from a job analysis or audit. 924–Increase after successful completion of certification or advanced degree Use this reason code to report an increase for an employee that may be granted to an employee who has earned a certification, such as Certified Public Accountant, or an advanced degree. 925–Merit increase Use this reason code to report a salary increase given to an employee whose job performance and productivity is consistently above that normally expected or required. 929–Equity, market or scale adjustment Use this reason code to report an increase given to an employee or an employee class in order to compete with comparable outside markets or international salary conditions. 930–Institutional across-the-board increase Use this reason code to report an institutionally awarded salary increase for all institutional employees or for a specific class of institutional employees. This increase becomes a part of the employee's base salary rate and is spread over the term of the appointment. 931–Legislatively mandated across-the-board increase (statutory) Use this reason code to report an increase mandated by the Legislature for all employees or for a specific class of employees. 932–Multiple salary actions, same effective date Use this reason code to report a reappointment and salary action or a combination of salary action reason codes when they occur on the same day (except 925 and 931).

12. PTF Status Report Page Access to the Status Report Page • Go to “Welcome to PTF’s Online” • Click on the right box on the upper right corner that says “View PTF Status Report” • From this page you have these options: • Sort by Approver • Sort by Employee • Sort by Pending • Sort by All • Sort by Archived For further PTF status help topics, see: https://portal.twu.edu/ptf/helppage-status_report.htm

13. Archived PTF Status Report • To review an approved personnel transaction form, go to the below link or click on the Archived button from the PTF Status page: • Click on the flashlight icon in order to search by employee last name. • https://portal.twu.edu/ptf/report-archivedonly.asp

14. PTF ChecklistPersonnel Transaction Form (PTF) Checklist • 1. No duplicate records submitted • 2. Balanced accounts • 3. Matched positions/titles • 4. Matched employee name or social security number (if new employee) • 5. Correct object codes • 6. Correct appointment dates • 7. Correct appointment salaries/wages • 8. Matched departments/accounts/supervisors • 9. All relevant data entered • 10. Comment line used for explanatory information • 11. Note staff vacancy – name and vacancy number – in comment line • 12. No typographical errors

15. Funds Available Inquiry To look up funds availability for the department you will need to have access to Phoenix via your portal account. • Log into Phoenix and select TWU Financial System Inquiry • click on Inquiry • click on Funds

16. Funds Available Inquiry • Place cursor on first line of with the heading Account • Query by account number • Hit the F11 key to begin the query • At first line of account enter your account and a % after it • Hit the control button and F11 key simultaneously (Ctrl + F11) • The account information should appear at this point on the screen

17. Account Inquiry To look up funds availability for the department you will need to have access to Phoenix via your portal account. • Log into Phoenix and select TWU Financial System Inquiry • click on Inquiry • click on Account

18. Budget Transfers From the account inquiry screen you will be able to review the department balances by clicking on Show balances button located at the bottom of the screen The summary (screen on left) will pull up for your review

19. Budget Transfer Details The Details balances button at the bottom of the Summary balances screen will provide you the ability to view further details of the account

20. Budget Transfer Form The Budget Transfer Form is located at: http://www.twu.edu/FINADMIN/budget.asp

21. Oracle Object Class Code Listing

22. Payroll DeadlinesPayroll Deadlines for Academic and Non-Academic employees can be found at:http://www.twu.edu/payroll/payroll-deadlines.asp

23. Contacts for PTF Questions Office of Human Resources Susan Ferbend: sferbend@twu.edu Finance & Administration Robin Bayer: rbayer@twu.edu Debbie Mueller: dmueller@twu.edu Information Technology Services Thuan McCullar: tphan2@twu.edu Academic Financial Services – Academic PTF Questions Julio Ramon: jramon@twu.edu Colleen Sallee: csallee@twu.edu