Banner HR: Foundational Overview

1. Banner HR: Foundational Overview Instructions for Self-Paced Review • The following software is required to complete this self-paced review: • Microsoft PowerPoint • For best viewing, download the file to your desktop: • Right-click the link • Choose Save Target As • Save the file to your desktop • Open the downloaded file • Double-click the downloaded file on your desktop (PowerPoint should open) • Choose Slide Show • Choose View Show • Move through items on each slide and between slides • 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 • If you encounter terms with which are unfamiliar please consult the USNH Glossary on line at: http://usnhhr.unh.edu/banner/key_terms.htm

2. University System of New HampshireBanner HRFoundational Overview -a self-paced review-

3. Purpose of the Overview The purpose of this self-paced review is to help you… identify anddefine critical pieces of the Banner HR puzzle

4. Banner HR Critical Pieces Data Confidentiality Security/Approvals Environment/Terminology Benefits/Position Management Employee Management Payroll Administration

5. Banner HR Critical Pieces Data Confidentiality Security/Approvals Environment/Terminology Benefits/Position Management Employee Management Payroll Administration

6. DATA CONFIDENTIALITY

7. Data Confidentiality • All HR data isconfidential • USNH policy requires the protection of all HR data • 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 anaccurate, confidential, fair and secure manner • Do not leave active Banner HR sessions unattended • Secure all printed sensitive data

8. SECURITY/APPROVALS

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

10. Electronic Personnel Action Form [NOAEPAF] Approvals 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 Payroll Time Entry [PHATIME] Approvals 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 Security/Approvals

11. ENVIRONMENT/TERMINOLOGY

12. Single Banner Finance and HR database [BPRD] 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 Real time data entry and query No Fiscal Year restrictions Appointments [Jobs] continue from year to year Appointments only end if termination data has been entered Financial activity, including payroll expenses, tracked by FY Environment/Terminology

13. Environment/Terminology • Key Employee Management Terms • Appointment – Person + Position + Unique Suffix, a.k.a. JOB • Part-Time/Full-Time/Casual - (hourly or exempt position with no benefits) • Electronic Personnel Action Form [EPAF] - NOAEPAF transaction which creates or modifies NBAJOBS record (appointment) and/or PEAEMPL record • Employee Class [ECLS] • As coded on NBAJOBS record - Identifies payroll payment methods • Default regular earnings or Defer pay for AY or PT Exempt Status appointments • Default regular based on work schedules or Positive pay time reporting • e.g. OS use H1 = 37.5 hr/wk; H2 = 40 hr/wk • As coded on employee’s PEAEMPL recordIdentifies the employee type (PAT, OS, AAUP, etc.) and associated benefits classification • ExemptAY Faculty, Fiscal Faculty, Academic Administrators, PAT, Cooperative Extension Educators, PT Lectures, Graduate Appointments, etc • Home ORGN (HORG) • As found on PEAEMPL- Identifies organization to which the employee belongs

14. Environment/Terminology • Key Payroll Administration Terms • Distribution ORGN – Determines address type to use to send check • (permanent, campus, alternate) • Labor Distribution – Accounting string(s) used to support the employee expense • Pay ID – Identifies bi-weekly schedule used for payroll; Salary = B1, Labor = B2 • Pay No – Bi-weekly payroll number 1 – 26, 27 • Timesheet ORGN [TSORG] – Organization responsible for PHATIME time entry • Key Position Management Terms • Position Budget – $ needed to fund the position for the specified period of time, Fiscal Year • Position Class [PCLS] – Code that identifies the employee classification • (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 • Benefit Category (BCAT) – Level of benefits for which the employee is eligible • Leave Category (LCAT) – Leave benefit for which the employee is eligible

15. Environment/Terminology • Key Data Forms • 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 • 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)

16. POSITION MANAGEMENT

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

18. Position Management • Position Number • Six character code • First 2 character positions defined by USNH • e.g. UB3408, YB0030, PB0027

19. BENEFITS ADMINISTRATION

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

21. EMPLOYEE MANAGEMENT

22. Employee Management Electronic Personnel Action Forms [EPAFs] - NOAEPAF • EPAFs Streamline the Appointment Process • 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 • Completed EPAFs • 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

23. Employee Management Sample EPAF Activities • Hires • Terminations • Promotions, Transfers • Demotions • Part-Time/Full-Time/Casual “Rate” Changes • Permanent Changes in Percent Time • Temporary Changes in Percent Time • Temporary Assignments(i.e., Temporary Upgrade) • 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

24. 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) A JOB (record in NBAJOBS) is the result of a completed EPAF and is identified by a unique combination of ID # 999999999 Position # UB0384 Suffix # 00 NBAJOBS Updated when the EPAF has been completed NBAPBUDCheck to confirm position budget information and Active status NBAPOSN Check for position # and Active status PEAEMPL Check for an existing relationship between the person and USNHUpdated 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 NBIJLSTThe process of entering an EPAF draws information from PPAIDEN, NBAPOSN, and NBAPBUD.Once completed the EPAF transaction updates PEAEMPL and NBAJOBS.

25. Employee Management Completed Hire EPAF JOB (Appointment) A JOB (record in NBAJOBS) is the result of a completed Hire EPAF and is identified by a unique combination of ID # 999999999 Position # UB0384 Suffix # 00 NBAJOBS Updated when the EPAF has been completed PEAEMPL Check for an existing relationship between the person and USNHUpdated when the EPAF has been completed

26. Employee Management What is a JOB? Congratulations!you have a JOB as seen onNBAJOBSorNBIJLST A JOBis a unique combination of… INDIVIDUAL’s ID # ######### POSITION #AA#### SUFFIX # 00-ZZ

27. PAYROLL ADMINISTRATION

28. Payroll Administration • USNH Pay Processing • Employee Class [ECLS] • As provided on NBAJOBS record determines pay processing rules and payment method to be used for the employee • Bi-weekly pay cycle • Pay periods run from Saturday Week 1 (begin date) to Friday Week 2 (end date) • Salary Payroll: PAYID = B1; paid on pay period end date • Labor Payroll: PAYID = B2; paid 1 week after pay period end date • Labor Time Entry • B2 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 • Past expenses may be reallocated by submitting a DCN to USNH Payroll Office via electronic spreadsheet or by entry via PHAREDS if delegated responsibility

29. Payroll Administration • Partial Exception to default regular pay • UNH staff not part of positive pay pilot(additional hours worked, callback, stand-by, voluntary dock pay, etc.) • Full Exception Processing • 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 • 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.)

30. Payroll Administration • Payroll Calendar – [PTRCALN] • Manages the dates/times associated withpayroll processes • Accessible to members of the USNHpayroll community • Maintained by USNH Payroll • Controls Time Data Entry window • Calendar Year vs. Fiscal Year [FY] • 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

31. Payroll Administration • 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

32. Payroll Administration • Direct Deposit • 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 • Checks • Issued for anyone who has not authorized direct deposit • Check Pay Stub information includes: • Earnings types including hours worked and rate of pay • Deduction lines with description • Current pay period & YTD employee amounts • System-wide messages for all recipients • Distribution ORGN on EPAF controls check/direct deposit notice address • XUNHCM = UNH Campus address, XPSCPM = PSU physical home address

33. 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. <2> Hiring EPAF entered inNOAEPAF to createemployee record in PEAEMPL and job in NBAJOBS <6> Termination EPAF in NOEPAF used to retire/terminate employee Re-Hire <3> Exempt employee timedefaults from JOBS record. Notime entry required.Non-Exempt employee timedefaults the JOBS record and/or requires manual time entry. <5> EPAFs entered in NOAEPAF to process most job changes <4> Employee receives bi-weekly paycheck/paystub

34. Management Reporting • Banner On-Line Query • Provides access to wide range of information based on assigned ORGN security • WebIntelligence Management Reporting Options • 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

35. Summary • We’ve shared with youthe critical Banner HRpieces and nowyou too are partof the big picture!

36. Next Step: Hands-On Training • 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. • 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

37. Questions? • Please email any questions, comments or concerns regarding this presentation to: amanda.riecks-kurshinsky@unh.edu or call 603-862-2494.