Intro to Banner HR

1. Intro to Banner HR

2. QUESTIONS • Please write down any questions you have and give them to one of the facilitators • Answers to questions will be added to the Frequently Asked Questions list posted on: http://www.ecu.edu/cs-itcs/banner/faq.cfm

3. Self Service Banner (SSB) Internet Native Banner (INB) Log into Banner Training Review Common Forms (INB) Understanding Banner HR Info. Structure Banner HR Expectations Transition Timeline - Integral to Banner Major Business Changes in Banner AGENDA

4. Banner HR includes 2 major areas: Self Service Banner (SSB) Internet Native Banner (INB)

5. Self Service Banner Self Service Banner (SSB) will be accessed through OneStop.

6. Self Service Banner Employees will use this menu to update their addresses, phone numbers, and emergency contacts in Banner.

7. Self Service Banner Employees will use this menu to view direct deposit information, benefits statements, W-2’s and W-4 information Temps and Students will access their on-line timesheet here.

8. Self Service Banner The “EPAF” option will appear on the Employee Self Service menu for authorized employees. EPAFs will replace the OneForm and enable most personnel actions to be submitted and routed for approval electronically Student assignments will also be entered via the EPAF process – Employees who enter student assignments need to enroll in the “Initiating EPAFs Training Class

9. Internet Native Banner (INB) Similar to HRMS- Most people will not be able to update Banner INB – they will only be able to look at certain information.

10. Internet Native Banner (INB) • Banner INB refers to the actual Banner HR system • Only employees with certain administrative functions that require access to the HR/Payroll system will be authorized to access Banner INB This includes employees at the Department, College and Division levels in addition to employees in centralized administrative departments.

11. Understanding Banner HR Info. Structure

12. The Banner Pyramid

13. The Banner Pyramid PAY ID TS - Temps and Students (They are required to submit time to receive payment.) SM – Semi-monthly salaried employees (Paid current are not required to submit time to be paid.) • Controls when employees are paid • Sets web time entry dates for timesheet employees • The correct Pay ID defaults into the employee’s job record based on the Employee Class.

14. The Banner Pyramid EMPLOYEE CLASS The “EClass” is themost powerful rule form within BANNER HR • Groups employees with similar compensation plans, benefits and leave plans • Used to differentiate different groups of employees • Controls what benefits, deductions and earnings an employee may receive

15. The Banner Pyramid

16. The Banner Pyramid EMPLOYEE CLASS • EClass on the Employee record determines benefits and deductions • EClass on the job record determines earnings

17. Employee Class Codes (PTRECLS)

18. The Banner Pyramid POSITION CLASS • Just like Job Class • Used to identify a particular job classification and compensation plan • Salary tables are attached to the classification here • Title is defined here

19. The Banner Pyramid POSITION CLASS Banner Position Class Codes • SPA/CSS Position Class Codes = HRMS Job Class Codes minus the first zero Example: 000701 in HRMS is 00701 in Banner • Faculty PCLS codes all begin with an F • Non Faculty EPA PCLS codes all begin with an N • Student PCLS codes all begin with an X • Graduate Assistant PCLS code begins with a G

20. The Banner Pyramid POSITIONS Controls HR information and Position Budget information. • Budget entity • Info, from Position Class drops into the position record. • A Position must be established and have a budget (even if it is zero) before an employee can be assigned to it

21. The Banner Pyramid POSITIONS • Banner position numbers equal HRMS position numbers with a 9 on the front Example: HRMS position 01514 = Banner position number 901514 • Pooled SPA Temp and Student positions were created in Banner • Temp position number equals the job class code with a T on the front Example: Temporary Accountant I position is T00701 and every Temp Accountant I would be in this same Position • Work Study Student position = X00000 (only one) • Self Help Student position = X00001(only one) • Undergraduate Assistant position = U16065 (only one) • Graduate Assistant positions are G06069, G06067, G06065, G16065, G16066, depending on the funding source. • Graduate Assistant positions that belong to the Graduate School are single positions that were converted with a 9 on the front.

22. The Banner Pyramid JOBS • Jobs are defined by position number and suffix combination. • Suffix is like a sequence number – used to differentiate one job from another within the same position • Employees will have multiple job records in Banner. Only earnings that are funded and distributed the exact same way can be on the same job record. • Example: Stipend • Suffix is usually “00” but we have defined some special characters to easily identify special kinds of jobs: (most job records will have a suffix of OO) • Stipend – Suffix is S1,S2, etc. • Suffix that begins with an “M” is likely a Car Allowance or Phone Allowance (aka. Miscellaneous Earnings). M1,M2, etc. • Suffix that begins with an “L” is used to indicate an overload assignment, L1, L2, etc. • Suffix of AP indicates an SPA Acting Promotion A job is created when an employee is linked to a Position.

23. The Banner Pyramid LABOR DISTRIBUTIONS FOAPAL • Fund • Organization • Account • Program • Activity • Location • Project – Used for FTE by labor distribution Labor Distribution in Banner is referred to as the FOAPAL These codes are validated against the Banner Chart of Accounts in Banner Finance.

24. Log into Banner Training Log into Banner TRN7 http://ecuinb1.intra.ecu.edu:9090 Follow along and look at your own information using your ECUid for each form

25. Banner Forms Quick Guide / Navigate to Form Type the exact Form name into the “Go To…” field ( PPAIDEN )then press your “Enter” key. Quick Guide / Search and ECUid Within a From click the drop list arrow Next select “Person Search” SOAIDEN Enter your Last name and First then click on the F8 key to query

26. Review Common Forms (INB)

27. Banner Forms • The different screens in Banner are called FORMS • There are 5 major forms where information is maintained • PPAIDEN – General Person • PEAEMPL – Employee • NBAJOBS – Jobs • NBAPOSN – Position • NBAPBUD – Position Budget

28. PPAIDEN – General Person

29. PPAIDEN – General Person

30. PPAIDEN – General Person

31. PPAIDEN – General Person Telephone numbers such as permanent home (PM), campus location (CL), etc. will be maintained by the employee through Banner Self Service.

32. PPAIDEN – General Person

33. PPAIDEN – General Person The E-Mail account will be generated automatically for employees as it is now. This form is updated by a separate program.

34. PPAIDEN – General Person Employees may elect to maintain Emerg. Contact(s) through Banner Self Service. This information will only be maintained if it is entered by the employee.

35. PEAEMPL – Employee Form Basic employee information such as status, employee class, home department, check distribution, service dates, etc. Fields highlighted in pink default from the Employee Class selected This form is the equivalent of screen 003 in HRMS.

36. PEAEMPL – Employee Form

37. NBAJOBS – Employee Job Form Information about an employee's assignments within the institution. Deferred Pay, Excluded Deductions and Work Schedules will not be used at ECU. Don’t forget must populate the position to see information in the record. This information defines when and how an employee is to be paid and the amounts and labor distributions to use. This form is the equivalent of screen 004 in HRMS.

38. NBAJOBS – Employee Job Form Fields highlighted in yellow default from Position; Fields highlighted in pink default from Employee Class entered on job

39. NBAJOBS – Employee Job Form There can be multiple effective dated changes on this window. Every time a job record is changed, a new effective date is entered. Data is never overridden. Quick Guide / View Record Changes Select the: Options / View Job Detail Effective Dates / to see a list of dates on which changes have been made. Changes to this form will generally be made via the EPAF process but, if necessary, HR would manually enter new changes by selecting: Options / Add a Change with a New Effective Date.

40. NBAJOBS – Employee Job Form Fields highlighted in pink default from the Employee Class entered on the job

41. NBAJOBS – Employee Job Form Information on the employee’s Supervisor, Job Location, Contract Number for EPA (PCS-SIPS) and Competency Level for SPA employees in Career Banded positions.

42. NBAJOBS – Employee Job Form Maintains the earnings codes and hours that will be automatically generated each payroll. The Default Earnings window is effective dated like the Job Detail window and has the capability to search for changes to the record.

43. NBAJOBS – Employee Job Form Represents the funding source and distribution for the earnings on this job record. The labor distribution will default from the position budget (NBAPBUD) and may be overridden if necessary. The Job Labor Distribution window is effective dated like the Job Detail window.

44. NBAPOSN – Position Definition Form Used to establish the basic position record. It is similar to screen 012 in HRMS Position Management System. Fields highlighted in yellow defaulted from Position Class

45. A position must have a budget before an employee can be assigned to it. NBAPBUD – Position Budget Form Used to establish the position budget and labor distribution.

46. NBAPBUD – Position Budget Form

47. FTIORGH – Organizational Hierarchy Form This form indicates the organizational hierarchy of a given org code. In Banner, the org code of a given department will never change – not even if the department moves from one division to another.

48. Major Business Changes in Banner

49. Major Business Changes in Banner • Effective Dates of all personnel actions, except New Hires, Terminations, and Leaves of Absence must be effective at the beginning of a pay period. • A large majority of our actions result in changing the Employee Class of an employee. The Employee Class drives benefits, deductions and earnings. It is not possible to be in more than one Employee Class within the same pay period and be paid correctly. • We will evaluate transfers, promotions, etc. to determine whether the Employee Class is changing. If an employee is going from one FT SPA position to another, with no change in Employee Class, the transfer or promotion can occur during a pay period.

50. Major Business Changes in Banner • Current Supplemental Pay Processes will be replaced. • Special Pay (P-80) and One Time Pay processes will be eliminated. Short term temporary employees must go through the employment process which will require planning ahead. There will be a special process for these employees which will be communicated. • In most cases, employees will have a job assignment record for any payment made over a period of time. The Electronic Personnel Action Form (EPAF) process will be used to process most forms of additional pay. • We will continue to have a method of uploading payments for payroll processing but it cannot be used to the extent our TX process is used and the employee must still have a job record for the position used.