HR Transaction Forms

1. HR Transaction Forms Binghamton University State University of New York Human Resources Training Document Updated 07/30/2013

2. OverviewTable of Contents • Important: Before you Begin Important notes • Accessing the Forms Link to the Forms • Navigation Toolbar Home, List, Forms and Logout • Basic Data Tab How to start a transaction • Person Tab Name, Demographics, directory, education and emergency contact • 28020 Transactions Faculty/Staff Employment Transactions • 28029 Transactions Graduate/Teaching Assistant Transactions • 28021 & 28023 Transactions Student Payroll Transactions • Additional Salary Transactions Extra Service, Also Receives, Chair Stipends, etc. • Volunteers Appointments Appoint, Extend, Terminate Unpaid Appointments • Final Review & Submit Transaction Review Page • List Where to find forms in process and complete • Chart of Transactions Complete list of HR Form transactions • HR Contacts Who to call with questions Click on any of these section links to be taken directly to that area of information.

3. Important Before you Begin: • Browser requirements: • The forms have been designed to work with the following browsers: • Firefox higher than 18+ • Internet Explorer 8 or 9 • Safari 5 • Do not use Chrome, Internet Explorer 7, or Firefox 3.These browsers do not work with the forms (yet – this will be addressed in future phases). • Do NOT use your browser “Back” buttonwhile navigating through the forms. Use the tabs or navigation buttons (on the bottom right side of the forms).

4. ? Basic Data TabHelp Look for Help Buttons throughout the forms for additional information.

5. Accessing The Forms The Forms can be accessed at hrforms.binghamton.edu • The New Forms application is web based. You will sign in with your PODS username and password. • Any questions regarding your PODS username or password may be directed to the ITS Help Desk at 777-6420.

6. Navigation Toolbar We’ll look at the Home page first… Home: The main Dashboard in the HR Forms. Forms: Where you will initiate new transaction forms List: Where forms in process or completed will be located. Logout: Sign out of the application

7. The Main DashboardHome NEWS: This section will contain News updates or alerts from Human Resources DASHBOARD: This section will show your user name and last login date and time. PENDING FORMS: This section will show you an overview of the items on your List page. You may click on any of the four items to be taken directly to that tab in your list page. * Please note: Not all users will have all Navigation Bar options shown.

8. The Main DashboardHome To begin a new form you can click in one of two places …”Forms” or “New Form” • Return to Table of Contents

9. Basic Data Tab Person Lookup: Applies to all Payrolls, (This is where to start a new transaction form)

10. Basic Data TabPerson Lookup • Submitter information will appear at the bottom of each tab • Contact HR if yours is incorrect or incomplete as your forms may not route through approvals properly. • Person Lookup: Use either Campus ID (Bnumber) or Last name and Date of Birth to start a search • All Graduate/Teaching Assistant forms must be started with a B number • Click on Search

11. Basic Data TabStarting a New Form The forms pull data from SUNY feeds (housed locally). This screen shows all Roles a person has had in the SUNY system. You must choose a Role (either new employee, one of the current roles or new role. and a Payroll and Effective Date before the forms, actions and transaction will appear.

12. Basic Data TabRoles What is a Role? Roles represents an individual's various employment and/or volunteer affiliations with the campus. A person may be re-appointed to a role that has an end date.If a person has a role on the payroll that you are trying to appoint to or update - choose the established role. If the established role has an end date you will need to rehireor re-appoint the employee to re-activate that role.If a person has prior affiliations but does not have an establishedrole on the payroll that you are trying to appoint to, choose "new Role”.If no information comes up when you submit a person search, choose new employee. Refer to Payroll and Role Information Chart for Role definitions (next slide).

13. Basic Data TabPayroll and Role Information

14. Basic Data TabStarting a New Form • Once you’ve chosen • a Role, Payroll and • Effective date, you’ll • need to chose the • appropriate • transaction. • Choose: Form • Choose: Action • Choose: Transaction • Check the Box • (if applicable) • For this Example we chose: • Role: STEMP (previously established) • Form: Employment • Action: Hire/Rehire • Transaction: Appoint Unclassified Service Click Next

15. Basic Data TabForms, Actions and Transactions There are Four Forms to choose from: • Employment:Use for any transaction for a current employee (from a new hire - up through a leave of absence) • Refer to the Transaction charts at the end of this presentation for a complete list of Forms, Actions and Transactions with notes. • Personal Data: Use to update the personal information for any employee or volunteer (campus address, legal address, phone numbers, emails, education or emergency contact) • Separation: Use to end an employees' employment affiliation • Volunteer: Use to appoint, extend or end a volunteer appointment. Please note that a person must have a current volunteer role to extend or end a volunteer appointment. • Return to Table of Contents

16. Person Tab Applies to all Payrolls and Roles

17. Person TabName Sub-tab • Volunteer Firefighter/EMT: • Indicate Yes or No. These employees have the right to leave work in certain circumstances without charging leave accruals. This field is necessary for time and attendance purposes. • Rehire Retiree: • It is Mandatory to check the appropriate indicator for employees who have retired from state service and are rehired by a campus. • Depending on the age of the employee, they may be subject to earnings limitations or the campus must follow certain procedures to appoint these employees on the payroll. First and Last name must match employees’ legal documentation. Do not use nicknames.

18. Person TabDemographics Sub-tab • The Demographics tab contains a number of fields that are required for outside reporting to federal offices, state agencies, unions, etc.

19. Person TabDirectory Sub-tab • The Directory contains information on an individual’s physical addresses, telephone numbers, and email addresses. • The system allows the following • Addresses: • One Legal address: Required for all employees • Campus Addresses: Department address used for the employee’s physical address on campus. The system allows for two campus addresses for employees who work in multiple areas. • Phone Numbers: • One Home Phone • One Cell Phone • One Work Phone • Email: • One Home Email • One Work Email When working in a address, phone number or email block you must Save or Delete your work before you can navigate away from the Directory page.

20. Person TabEducation Sub-tab This section is used to record degree information for employees. Complete information is mandatory for all Faculty and Professional appointments.

21. Person TabContact Sub-tab This page is used to enter emergency contact information for individuals. One individual may be identified as the primary contact for emergency purposes. Any number of additional contacts may also be added. • Return to Table of Contents

22. 28020 Transactions Faculty and Staff Transactions

23. 28020 Employment TabPosition Sub-tab If a line number pulls up automatically – Make sure the line number is correct by verifying the information in the grey position box. If correct, verify/update all information on page, then proceed. If incorrect-delete old line number and re-enter new, correct line number in position search box, verify position information, complete all appointment data, then proceed. If no line number populates– enter the correct line number in the position search box, verify position information, complete all appointment data, then proceed.

24. 28020 Employment TabPosition Sub-tab: Details • Appointment Type: The type of appointment the employee has based on title, negotiating unit, and the circumstances of employment. • For M/C please choose “Administrative”. • For all other appointments please refer questions to appropriate HR Employment area personnel. • Appointment Percent: Enter the number or move the slider. You may not appoint at a percentage higher than the approved position request. • Benefit Flag General Guidelines: • For Classified appointments: must be 50% to be benefits eligible. • For Faculty appointments: must be teaching two classes • For Professional appointments: eligibility based on salary and length of employment – contact Employee Benefits to verify • Appointment end date: Mandatory for ALL Temporary and Term appointments. • Voluntary Reduction: The Voluntary Reduction in Work Schedule (VRWS) is a program that allows employees to voluntarily trade income for time off. • Check Sort Code: Also referred to as Mail Drop ID, this is the code that is printed on employee checks to determine where the check will be sorted for distribution. • Justification: The reason the transaction was entered. Fill in if applicable.

25. 28020 Employment Tab Appointment Sub-tab If Faculty – No You will only see the Campus title, Supervisor and Department Supervisor and Department are Mandatory Fields

26. 28020 Employment TabAppointment Sub-tab If Faculty – Yes More fields open up. All information is mandatory for Faculty appointments.

27. 28020 Employment TabSalary Sub-tab: Annual • Pay Basis will populate from the position data in SUNY. Verify it is correct. • Percent will populate (editable) from the position sub-tab. • Enter the Full time Salary. The form will multiply % by the Full Time Salary to determine the correct Total Salary. • Verify then proceed. • Please note that Account is Mandatory

28. 28020 Employment TabSalary Sub-tab: Bi-Weekly • Pay Basiswill populate from the position data in SUNY. Verify it is correct. • # of Payments: The number of payments the employee is expected to receive. Required for biweekly and FEE employees. • Biweekly Rate: Rate will be multiplied by the # of Payments to determine the total commitment. • Verify information, then proceed. Please note that Account is Mandatory

29. 28020 Employment TabSalary Sub-tab: Hourly • Pay Basiswill populate from the position data in SUNY. Verify it is correct. • Hourly Rate: Fill in this field • Total Salary: will auto populate from Hourly rate • Verify information, then proceed. Please note that Account is Mandatory • Return to Table of Contents

30. 28029 Transactions Graduate and Teaching Assistant Transactions

31. 28029 Employment TabPosition Sub-tab: GA/TA Line Numbers The Student payrolls use generic line numbers for appointments. Please use the following: Teaching Assistant - 90000 Graduate Assistant - 92000

32. 28029 Employment TabPosition Sub-tab If a line number pulls up automatically – Make sure the line number is correct by verifying the information in the grey position box. If correct, verify/update all information on page, then proceed. If incorrect-delete old line number and re-enter new, correct line number in position search box, verify position information, complete all appointment data, then proceed. If no line number populates– enter the correct line number in the position search box, verify position information, complete all appointment data, then proceed.

33. 28029 Employment Tab Position Sub-tab: Details • Appointment Type: The type of appointment the employee has based on title, negotiating unit, and the circumstances of employment. • GA/TA appointments please choose “Administrative”. • Appointment Percent: Enter the appropriate appointment percentage either 25% (10 hours per week or 50% (20 hours per week) • Benefit Flag General Guidelines: • For GA/TA appointments: please leave blank. • Appointment end date: Mandatory for ALL GA/TA appointments • Voluntary Reduction: Does not apply to GA/TA appointments. Please leave blank or “No”. • Check Sort Code: Also referred to as Mail Drop ID, this is the code that is printed on employee checks to determine where the check will be sorted for distribution. • Justification: The reason the transaction was entered. Fill in if applicable.

34. Employment Tab28029 Appointment Sub-tab Graduate and Teaching Assistant appointments will show some Student Details necessary for the Graduate School Dean’s Office approval decision. This information is pulled from Banner and based on the (mandatory) Bnumber provided on the Basic Data tab. Complete All missing information on page.

35. 28029 Employment TabSalary Sub-tab: Bi-Weekly • # of Payments: The number of payments the employee is expected to receive. • Biweekly Rate: Rate will be multiplied by the # of Payments to determine the total commitment. • Verify information, then proceed. Please note that Account is Mandatory • Return to Table of Contents

36. Additional Salary Additional Payments These apply to the 28020 and 28029 Payrolls Only

37. Employment TabAdditional Salary Transactions To begin an Additional Pay Transaction : • Form: Employment Form • Action: Pay Transaction • Transaction: Choose from List of Values This will bring you to the Employee’s Salary tab.

38. Employment TabAdditional Salary Transactions Types of Additional Salary • Acting Stipend • Also Receives • Chair Stipend • Extra Service • Inconvenience Pay (Full) • Inconvenience Pay (Partial) • Summer Session • Winter Session

39. Employment TabAdditional Salary Transactions * * Please note that Account is Mandatory Click on the “Add Salary” Button under Additional Salary to Provide additional Salary information. • Return to Table of Contents

40. 28021 & 28023 Transactions Student Assistant and Federal College Work Study Transactions

41. 28021 & 28023 Employment TabPosition Sub-tab: Student Line Numbers The Student payrolls use generic line numbers for appointments. Please use the following: Student Assistant -20000 Federal College Work Study-80000

42. 28021 or 28023 Employment TabPosition Sub-tab • Make sure both the Payroll and the Title match. For example, for a Student Assistant appointment, both of these should say Student Assistant. • If Payroll is incorrect, delete your form and begin a new one choosing the correct payroll on the Person search page. • If Positioninformation is incorrect-deleteold line number and re-enter new, correct line number in position search box. * * • Benefit Flag may be left blank for student appointments. • Check Sort Code for all Student appointments is HR CHECK DISTRIBUTION CTR

43. 28021 Employment Tab Pay Sub-tab: Student Assistant Appointments: You will see ALL 28021 Commitments the Student has on campus. If Several are showing – you will need to watch: That this student is not exceeding the academic year maximum of 20 hours per week. That this student is not submitting time sheets with overlapping hours. • Click on the “Add Pay” button • Enter information, Save and Proceed. • Note: You may enter more than one hourly rate and/or account in one form. Please note that Account is Mandatory

44. 28023 Employment Tab Pay Sub-tab: Federal College Work Study Appointments: May only have ONE appointment. If you are hiring a FCWS student and they are showing a current appointment (no end date) – they will need to be terminated from the prior appointment before you can appoint them. * • Click on the “Add Pay” button • Enter information, Save and Proceed. Please note that Account is Mandatory • Return to Table of Contents

45. Volunteer Appointments

46. Volunteers Volunteer Categories: There are three types of Volunteers. Contributing Instructor: Unpaid Teaching Faculty appointments Visiting Researcher/Scholar/Professional: Unpaid appointments for researcher, professionals or visiting scholars Volunteer (General): Use this status for all others who are volunteering their time to provide a wide variety of services on campus.

47. Volunteers • Sub-Role • Start Date • Department • Supervisor • Duties Please note: Volunteer appointments submitted without an end date will be given a one year appointment. In addition to the required “Person” information, the following fields are Mandatory For Volunteer appointments:

48. Volunteers For more detailed information about volunteer appointments visit: Human Resources Volunteer web page • Return to Table of Contents

49. Final Review and Submit Applies to all Transactions

50. Review Tab Once the form is complete a Review tab opens up. This page contains the complete transaction information and is not editable. *It is still possible to edit information by clicking on the other tabs or sub tabs. Verify all information on this page to make sure all the data is complete and correct. The best time to print or save your form is on the Review page, prior to submitting. The submit button is in the lower right portion of the screen. • Return to Table of Contents