Banner Employee Self-Service Release Guide. Release 8.7 March 2012

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1 Banner Employee Self-Service Release 8.7 March 2012

2 Banner, Colleague, PowerCAMPUS, Luminis and Datatel are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, DegreeWorks, fsaatlas, Course Signals, SmartCall, Recruiter, MOX, ILP, and WCMS are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners Ellucian. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question. In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. Prepared by: Ellucian 4375 Fair Lakes Court Fairfax, Virginia United States of America Revision History Publication Date March 2012 Summary New version that supports Banner Employee Self-Service 8.7 software.

3 Banner Employee Self-Service 8.7 Contents Introduction System requirements Enhancements for Section 1 Administrative Pay Stub - Functional Overview Process flow New Web pages Administrative Pay Stub Employee Selection (bwpkhstb.p_choosepaystubempadmin) Administrative Pay Stub Year Selection (bwpkhstb.p_choosepaystubyearadmin) Administrative Pay Stub Summary (bwpkhstb.p_disppaystubsumadmin) Administrative Pay Stub Detail (bwpkhstb.p_disppaystubdtladmin) Basic Information Summary Earnings Non Cash Earnings Benefits, Deductions and Taxes Federally Taxable Benefits Check or Direct Deposit Filing Status Changed menu Pay Information Menu (pmenu.p_paymenu) Section 2 Labor Redistribution Approve All - Functional Overview March 2012 Banner Employee Self-Service Contents

4 Changed Web pages Person Search page Initiator page Update Distributions page Approvals page Redistribution Details sidebar ear file Section 3 Time Entry Approver Cutoff Date and Time - Functional Overview Changed Web pages Department Summary Time and Leave Reporting Employee Details Section 4 Administrative Pay Stub - Technical Changed packages BWPKHSTB BWPKHPST Web Tailor changes Section 5 Time Entry Approver Cutoff Date and Time - Technical Changed packages BWPKTAI BWPKTAT BWPCXCH Section 6 Miscellaneous Enhancements RPEs Changed channel Banner Employee Self-Service 8.7 March 2012 Contents

5 Section 7 Problem Resolutions Employee Self-Service March 2012 Banner Employee Self-Service Contents

6 6 Banner Employee Self-Service 8.7 March 2012 Contents

7 Introduction This release guide documents Release 8.7 of Banner Employee Self-Service. Release 8.7 includes enhancements, RPEs, and problem resolutions. System requirements Install the following minimum product releases to upgrade to Banner Employee Self- Service 8.7. Web General General Web Tailor Human Resources Employee Self-Service Position Control Enhancements for 8.7 This document describes the following enhancements, which are new for Release 8.7. Administrative Pay Stub This enhancement allows users with the appropriate role the ability to view an employee pay stub in Self-Service. Users can navigate through several web pages to search for and select the employee, the year, and the specific pay stub to review. This provides the ability for administrators to assist employees with questions regarding the pay stub. Labor Redistribution Approve All This enhancement allows users to include all labor redistribution transactions for multiple payrolls created using the existing Change All function, instead of having to approve each individual pay event separately. Transactions can be grouped into sets and approved at one time. This applies to pay events with the same selection criteria, such as FOAPAL information. When multiple transactions have been selected for redistribution, modified transactions are identified so the approver can tell the transactions are related. Time Entry Approver Cutoff Date and Time This enhancement applies to approver actions that are performed in Employee Self- Service and in Banner baseline for Web Time Entry and Leave Time Entry. New baseline fields provide end dates and times by which approvers must complete their activities. The information is also displayed on Approver Employee Self-Service pages to provide deadlines for approval activities. March 2012 Banner Employee Self-Service 8.7 7

8 Miscellaneous Enhancements This section contains updates made for RPEs and information on the Time Approval channel. 8 Banner Employee Self-Service 8.7 March 2012

9 1 Administrative Pay Stub - Functional This section documents new functionality to allow the administrative review of the employee pay stub in the Banner Employee Self-Service 8.7 release. This enhancement satisfies RPE 1-10SMCXZ. Overview Banner Employee Self-Service has been updated to allow users with the appropriate role the ability to view an employee pay stub. Users can navigate through several web pages to search for and select the employee, the year, and the specific pay stub to review. This provides the ability for administrators to assist employees with questions regarding the pay stub. The view of the employee pay stub the administrator sees is the same view the employee sees. Standard Banner Human Resources security is enforced at the employer, home organization, salary, and employee class (ECLS) levels to the administrative Employee Self-Service user, to ensure the user has access to view the employee pay stub. A new user role for HR Administrative Reviewer is delivered for Banner Web Tailor. This role controls the display of the Administrative Pay Stub Summary item on the Pay Information menu of Employee Self-Service. If a user has been granted this role in Web Tailor, the menu item will be displayed. If not, the menu item will not be displayed. Please refer to the Banner Human Resources 8.7 and the Banner Employee Self-Service 8.7 User Guide for more information. Process flow The following prerequisites exist. Set up the HR Administrative Reviewer user role in Banner Web Tailor. Refer to the Web Tailor changes information in the Administrative Pay Stub - Technical section of this release guide for instructions on setting up the user role. Define the information in Banner Human Resources that is to be displayed in Banner Employee Self-Service: The PTRWSTB form controls the display of pay stub information in Self- Service. The PTREARN form controls the display of earnings in Self-Service. March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

10 The PTRBDCA form controls the display of benefits/deductions in Self- Service. The GORDMSK form can be used to mask part of the SSN/SIN/TIN in Self- Service. Use the following steps to review pay stub information. 1. Log in to Banner Employee Self-Service. 2. Select the Employee item from the Main Menu (twbkwbis.p_genmenu). 3. Select the Pay Information item from the Employee menu (twbkwbis.p_genmenu). 4. Select the Administrative Pay Stub Summary option from the Pay Information menu (pmenu.p_paymenu). 5. Perform an employee search on the Administrative Pay Stub Employee Selection page (bwpkhstb.p_choosepaystubempadmin). 6. Select the pay stub year on the Administrative Pay Stub Year Selection page (bwpkhstb.p_choosepaystubyearadmin). 7. Select Display. 8. Review the pay stub summary information on the Administrative Pay Stub Summary page (bwpkhstb.p_disppaystubsumadmin). 9. Select the date in the Pay Stub Date field to access the Administrative Pay Stub Detail page (bwpkhstb.p_disppaystubdtladmin). 10. Review the employee pay stub detail information. New Web pages The following web pages are new for this enhancement. Administrative Pay Stub Employee Selection page (bwpkhstb.p_choosepaystubempadmin) Administrative Pay Stub Year Selection page (bwpkhstb.p_choosepaystubyearadmin) Administrative Pay Stub Summary page (bwpkhstb.p_disppaystubsumadmin) Administrative Pay Stub Detail page (bwpkhstb.p_disppaystubdtladmin) 10 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

11 These pages are similar to the existing pages used for employee review of pay information. Pay Stub page (bwpkhstb.p_choosepaystubyear) Pay Stubs page (bwpkhstb.p_disppaystubsum) Pay Stub Detail page (bwpkhstb.p_disppaystubdtl) Administrative Pay Stub Employee Selection (bwpkhstb.p_choosepaystubempadmin) This page is used to enter and search on the employee information used when selecting the employee, year, and pay stub information for pay stub review. You can enter an ID or first and/or last name, select the number of entries to be displayed per page, and then click the Search button to find the employee information. Wildcards (%) can be used in any position of any field. Web Page Fields Item Employee ID Employee First Name Employee Last Name Employees per Page Description/Source Information Enter the employee ID or a portion of an ID. The % character can be used as a wildcard character in any position of the ID field. Enter the employee first name or a portion of the first name. The % character can be used as a wildcard character in any position of the First Name field. Enter the employee last name or a portion of the last name. The % character can be used as a wildcard character in any position of the Last Name field. This field allows you to select the number of entries that will be displayed per page when the search is executed. Valid values are 25, 50, 75, or 100. The default value is 25. Setup Requirements This page has no setup requirements. Updates to Banner This page does not update information in the Banner database. March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

12 Links to Other Web Pages This page does not have links to other pages. Buttons/Icons on This Page Button/Icon Search Action Displays search results for multiple entries or goes to the Administrative Pay Stub Year Selection page (bwpkhstb.p_choosepaystubempadmin) for a single entry Web Menus With Links to This Page Pay Information Menu pmenu.p_paymenu The search results are displayed below the search criteria when two or more entries are returned. When only one entry is returned, you are taken to the Administrative Pay Stub Year Selection page (bwpkhstb.p_choosepaystubempadmin). You can sort rows in the search results in ascending or descending order, using the Up or Down Arrow buttons at the top of the columns. Sorting is enabled for the ID, First Name, and Last Name columns. You can page through the results using the Next and Previous Arrow buttons or the Go To Page number links. Web Page Fields Item ID First Name Last Name Middle Description/Source Information Displays the IDs that are returned by the search. You can click on the ID link to select the employee and access the Administrative Pay Stub Year Selection page (bwpkhstb.p_choosepaystubyearadmin). Display the first names of employees returned by the search. Displays the last names of employees returned by the search. Displays the middle names of employees returned by the search. 12 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

13 Administrative Pay Stub Year Selection (bwpkhstb.p_choosepaystubyearadmin) This page allows the administrative user to select the year a pay stub was issued. The employee ID and name are displayed for the user s convenience. (This is the employee that was previously selected in the pay stub employee search.) Select the year from the Pay Stub Year field, then click the Display button. This displays the list of pay stubs for the year. Select the Select Another Employee link to return to the Administrative Pay Stub Employee Selection page (bwpkhstb.p_choosepaystubempadmin) and perform a new employee search. If the selected employee has no pay stubs to be viewed, the following message is displayed: This employee, (employee name employee ID), has no pay years available for you to access. Web Page Fields Item Employee Pay Stub Year Description/Source Information Displays the first and last name, followed by the ID, of the employee selected from the previous search result or the employee who matches the search criteria entered. Displays a pull-down selection of all years in which the employee has had pay issued. Setup Requirements This page has no setup requirements. Updates to Banner This page does not update information in the Banner database. Links to Other Web Pages This Link Select Another Employee Action Goes to the Administrative Pay Stub Employee Selection page (bwpkhstb.p_choosepaystubempadmin) March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

14 Buttons/Icons on This Page Button/Icon Display Action Goes to the Administrative Pay Stub Summary page (bwpkhstb.p_disppaystubsumadmin) Web Menus With Links to This Page Pay Information Menu pmenu.p_paymenu Administrative Pay Stub Summary (bwpkhstb.p_disppaystubsumadmin) This page displays a summary of the pay stubs that were issued for the selected year and allows the administrative user to select the employee pay stub to be displayed. The selected year and employee name are displayed on the page for the user s convenience. You can select the Change Year link to change the selected year or the Select Another Employee link to return to the Administrative Pay Stub Employee Selection page (bwpkhstb.p_choosepaystubempadmin) for a new employee search. Web Page Fields Item Pay Stub Date Pay Period Begin Date Pay Period End Date Gross Pay Net Pay Message Description/Source Information Displays the month, day, and year of the pay stub. The date is a link to the Administrative Pay Stub Detail page (bwpkhstb.p_disppaystubdtladmin). Displays the start date for each pay period. Displays the end date for each pay period. Displays the gross pay amount for each pay period. Displays the net pay amount for each pay period. Identifies the pay check type, such as whether the pay check is an adjustment or a replacement of an original check. Also displays pay stub messages from PTRCALN. Setup Requirements This page has no setup requirements. 14 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

15 Updates to Banner This page does not update information in the Banner database. Links to Other Web Pages This Link Change year Select Another Employee Action Goes to the Administrative Pay Stub Year Selection page (bwpkhstb.p_choosepaystubyearadmin) Goes to the Administrative Pay Stub Employee Selection page (bwpkhstb.p_choosepaystubempadmin) Buttons/Icons on This Page This page does not have buttons to other pages. Web Menus With Links to This Page Pay Information Menu pmenu.p_paymenu Administrative Pay Stub Detail (bwpkhstb.p_disppaystubdtladmin) This page allows the administrative user to access the same view of the existing pay stub detail information that the employee sees. Some buttons and links that are available for the employee on the Pay Stub Detail page (bwpkhstb.p_disppaystubdtl), such as the Printer Friendly button, Leave Balances link, Direct Deposit Allocation link, Earnings History link, and Deductions History link are not displayed in the administrative view of the employee pay stub. When no records exist for display and review, the following message is displayed: No records exist for this pay event. You can use the Select a new Pay Stub link or the Select Another Employee link to continue. The exact information displayed on this page is controlled by settings on the Web Based Pay Stub Rules (PTRWSTB) form. All information is presented as of the Pay Date including Year to Date totals. Year-to-date amounts are not calculated across payroll calendars. Year-to-date amounts are calculated in the following order: 1. Find all the pay history within a specific calendar year. 2. Group items within Pay ID in ascending order by the document issue date. March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

16 The key to accumulating accurate year-to-date amounts is entering an accurate document date for the pay period when executing the Calculation Check/Direct Deposit Amounts process, PHPDOCM. The Administrative Pay Stub Detail page is divided into the sections that follow. Basic Information The Basic Information section displays basic employee and pay event information. The specific fields displayed are controlled using the Web Based Pay Stub Rules (PTRWSTB) form and may include Employee ID, SSN, Name and Address, as well as Check Date and Pay Period Start and End Date. Web Page Fields Field Banner ID SSN/SIN/TIN Employee Pay Date Pay Number Pay Period Address Description Displays the employee's Banner ID. This field is optional. The label text for this field can be customized on PTRWSTB. Displays the employee's SSN/SIN/TIN. This field can be masked using the Banner General masking functionality on GORDMSK. This field is optional. The label text for this field can be customized on PTRWSTB. Displays the employee s current name from PPAIDEN. This field is optional. Displays the pay date. Displays the Pay ID description and Pay Number. This field is optional. Displays the Start Date and End Date of the pay period as defined on PTRCALN. This field is optional. Displays the employees address. The address type displayed is based on the hierarchy established on the GTVSDAX form. This field is optional. Summary The Summary section displays summary amounts for the current pay period plus calendar Year to Date Amounts, if your institution chooses to display these. Amounts are inclusive of all earnings, benefits, deductions and taxes for all jobs held throughout the year. 16 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

17 Web Page Fields Field Gross Amount (Current Period) Gross Amount (YTD) Amount Total Personal Deductions (Current Period) Total Personal Deductions (YTD) Amount Net Amount (Current Period) Net Amount (YTD Amount) Total Employer Contributions (Current Period) Total Employer Contributions (YTD Amount) Description Displays the current pay period gross amount, not including adjustments. Displays the year to date gross pay (all cash earnings) through the pay period being displayed, including all adjustments prior to the current pay date. Displays the current pay period total employee deduction amount, not including adjustments. Displays the total year to date deduction amount withheld from the employee, including all adjustments prior to the current pay period. This field is optional. Displays the current pay period net pay not including adjustments. Displays the total year to date net pay amount, including all adjustments prior to the current pay period. This field is optional. Displays the current pay period total employer deduction amount. This field is optional. Displays the total year to date Employer Deduction Amount including all adjustments prior to the current pay period. This field is optional. Earnings The Earnings section displays the current pay period s earnings and optionally calendar Year to Date Amounts based on the Display YTD Amounts indicator on the Web Based Pay Stub Rules (PTRWSTB) form. Earnings are grouped by Job as identified by the Job Title and/or Position code. The display of specific earnings codes can be suppressed using the Display on Web Pay Stub indicator on the Earnings Code Rules (PTREARN) form. Web Page Fields Field Job Earnings Description Displays the position-suffix code and job title associated with earnings. This field is optional. Displays the earn code s long description. March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

18 Web Page Fields Field Hours or Units Rate Amount YTD Amount Total Amount Total YTD Amount Description Displays the pay period hours/units. Hours associated with salaried earnings will not display. Displays the per hour/unit rate. The rate associated with salaried jobs will not display. Displays the total pay period amount for the earnings code. Displays the year to date amount for the earnings code including all prior pay period adjustments. Displays the totals for the current pay period amount for all cash earnings. Displays the totals for the year to date amount for all cash earnings. Non Cash Earnings The Non Cash Earnings section displays earnings that are not paid in cash and are not included in the Totals in the Earnings or Summary Sections. Note If specific earnings codes are suppressed, the current and Year to Date Totals may not match the amounts in the Summary section. Web Page Fields Field Position-Suffix Job Title Earnings Hours or Units Rate Amount Description Displays the position-suffix code associated with earnings. This field is optional. Displays the job title associated with earnings. This field is optional. Displays the earn code s long description Displays the pay period hours/units. Hours associated with salaried earnings will not display. Displays the per hour/unit rate. The rate associated with salaried jobs will not display. Displays the total pay period amount for the earnings code. 18 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

19 Web Page Fields Field YTD Amount Total Description Displays the year to date amount for the earnings code including all prior pay period adjustments. Displays the totals for the current pay period amount and YTD amount for all cash earnings. Benefits, Deductions and Taxes The Benefits, Deductions and Taxes section displays deductions in three categories: Deductions before Federal Tax Taxes Deductions after Federal Tax For employees or institutions with no Federal Tax (defined as deductions with a Deduction Type of 01 or 50) deductions other than taxes will display in a fourth section titled Deductions. Each deduction displays the current pay period s Employee Amount and optionally, based on your institution s selections on the Web Based Pay Stub Rules (PTRWSTB) form, the Employer contribution. Your institution may also choose to display the calendar Year to Date amounts which will display the year to date amount for the deduction as of the pay date. If a deduction was calculated based on Gross Pay, as opposed to a flat amount, the current pay period and, optionally, Year to Date amount used in the calculation will display in the Applicable Gross columns. Pre-Federal Tax Deductions are those whose Benefit/Deduction Type (PTRBDCA_BDTY_CODE) does not designate it as a tax and that is listed on the Excluded Deductions table of the PTRBDCA rule for (PTRBDXD_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50). Post-Federal Tax Deductions are those whose Benefit/Deduction Type (PTRBDCA_BDTY_CODE) does not designate it as a tax, and is not listed on the Excluded Deductions table of the PTRBDCA rule for (PTRBDXD_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50). Taxes are those who s Benefit/Deduction Type Code (PTRBDCA_BDTY_CODE) is: Benefit/Deduction Type Code Code Type 01 Fed Inc Tax 02 FICA Tax 03 Federal Unemployment 04 State Income Tax March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

20 Code Type 05 State Disability 06 State Unemployment 07 City/Local Tax 08 Medicare portion of FICA 50 Canadian Fed Income Tax 51 Canadian Pension Plan 52 Canadian Unemployment Ins For clients or individual employees without a Deduction Type of 01 or 50 (non-us or Canadian clients), all deductions other than taxes will display in a group labeled Deductions. The display of specific Benefit/Deduction codes can be suppressed using the Display on Web Pay Stub indicator on the Benefits and Deductions Rules (PTRBDCA) form. Note If specific benefit/deduction codes are suppressed, the current and Year to Date Totals may not match the amounts in the Summary section. Web Page Fields Benefit/Deduction Type Code Field Benefits and Deductions Employee Employee YTD Employer Employer YTD Applicable Gross Description Displays the web description from PTRBDCA. Displays the current pay period employee deduction amount, not including adjustments. Displays the employee year to date amount for the deduction including all adjustments prior to the Pay Date. Displays the current pay period Employer contribution not including adjustments prior to the Pay Date. This field is optional. Displays the employer year to date amount for the deduction including all adjustments to prior pay periods. This field is optional. Displays the current pay period gross pay used to calculate the deduction, not including adjustments. This field will be blank if Gross Pay was not used to calculate the deduction. This field is optional. 20 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

21 Web Page Fields Field Applicable Gross YTD Total Description Displays the sum of all prior pay period's applicable gross amounts including adjustments, plus the current pay period's applicable gross not including adjustments. Displays the total amounts for employee, employee year to date, employer, and employer year to date. Totals for applicable gross will not display. Federally Taxable Benefits The Federally Taxable Benefits section displays earnings or benefits that were not included in the employee's gross pay but were added to the employee's taxable gross for the purposes of calculating federal taxes. Earnings and Deductions will be displayed here if: The Earn Code is defined as Non-Cash (i.e., the PTREARN_CASH = N) and the code is not listed on the Excluded Earnings table (PTRBDXE_EARN_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50), or The Benefit/Deduction Code is listed on the Included Benefits or Deductions table of the PTRBDCA rule for (PTRBDID_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50). Note In both cases, if there was no Federal Deduction (BDTY = 01 or 50) taken during the pay event (for example during an adjustment), no earning or deductions will be displayed in this section. For benefits using Calc Rule 54 Life Insurance Excess Taxable Coverage the amount displayed will be selected from the PHRDEDN Applicable Gross field. For all other benefits the amount selected will be determined by the Employee or Employer Indicator from PTRBDCA (PTRBDID_EMPL_EMPR_IND) to determine if PHRDEDN AMT1 or AMT2 should be used. If no Earnings or Benefits are identified as adding to Federal Gross this section will not print. Web Page Fields Field Benefit Description Displays the web description from PTRBDCA for Benefits/ Deductions or from the long description from PTREARN for earn codes. March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

22 Web Page Fields Field Amount YTD Amount Description Displays the current pay period amount associated with the earning or benefit. Displays the year to date Amount associated with the earning or benefit including any adjustments to prior pay periods. Check or Direct Deposit The Check or Direct Deposit section displays the amounts paid by check and/or direct deposit advice. Display of this section is optional and can be controlled on the Web Based Pay Stub Rules (PTRWSTB) form. Web Page Fields Field Number Document Type Bank Name Account Type Amount Description Displays the document number for the check or direct deposit. Displays the document type for the check or direct deposit. Displays the bank name for the check or direct deposit. Displays the account type for the check or direct deposit. Displays the amount for the check or direct deposit. Filing Status The Filing Status section displays the employee s federal and state or provincial withholding elections. Withholding elections associated with Benefit Deduction Types 01 (Federal Taxes), 50 (Canadian Federal Taxes), and 04 (State Taxes) will be displayed. Other column headings will be selected from the Benefit and Deduction Rules form (PTRBDCA), depending on the institutional setup. The field labels in this section are fixed values based on Federal guidelines that correspond to the Federal W4 form. This section is optional. 22 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

23 Web Page Fields Item Filing Status Number of Allowances Additional Withholding Description/Source Information Displays the filing status of the employee, such as married or single. Displays the number of allowances for the employee. This field is dynamic, based on the options defined on PTRBDCA. Displays the amount of additional withholding for the employee. This field is dynamic, based on the options defined on PTRBDCA. Tip If you have completed the following setup items for employee pay stub processing, no further setup is needed for administrative pay stub processing. However, if you have not performed any setup for pay stub processing in Banner Employee Self-Service, you need to do the following requirements. Setup Requirements Item PTRWSTB PTREARN PTRBDCA Web Tailor Info Text GORDMSK Description The PTRWSTB form controls the display of information on the Administrative Pay Stub Detail page. The PTREARN form controls the display of earnings on the Administrative Pay Stub Detail page. The PTRBDCA form controls the display of benefits/ deductions on the Administrative Pay Stub Detail page. To add the institution s logo see the instructions below. This is optional. The GORDMSK form can be used to mask part of the SSN/ SIN/TIN. March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

24 Perform the following steps to add your institution s logo or name and address to the bottom right corner of the page. 1. From the Web Tailor menu click on the Graphic Element item Select Create to create a new graphic element name Add the URL for the location of your institution s logo. Refer to the Graphic elements section of the Banner Web Tailor User Guide Release From the Web Tailor menu, click on the Information Text item Enter Pay Stub in the Search by Description field Click Search Click on the Pay Stub Detail package name: bwpkhstb.p_disppaystubdtladmin 2.1. Click on the Logo label Add the Graphic Element Name from step 1.1 in the Information Text field. The following blank information text is provided for the Logo on this page, and it is marked with the label shown below in Web Tailor. No logo will appear on the pay stub until you customize the Info Text to add the desired Graphic Element (.gif) for your institution. The delivered LOGO entry is: Label LOGO Text Refer to the Information Text section of the Banner Web Tailor User Guide for more information on customizing Information Text. Updates to Banner This page does not update information in the Banner database. Links to Other Web Pages This Link Summary Earnings Action Goes to the Summary information section on the page Goes to the Earnings information section on the page 24 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

25 Links to Other Web Pages This Link Benefits, Deductions and Taxes Check or Direct Deposit Filing Status Select new Pay Stub Select Another Employee Action Goes to the Benefits, Deductions and Taxes information section on the page Goes to the Check or Direct Deposit information section on the page Goes to the Filing Status information section on the page Goes to the Administrative Pay Stub Summary page (bwpkhstb.p_choosepaystubyearadmin) Goes to the Administrative Pay Stub Employee Selection page (bwpkhstb.p_choosepaystubempadmin) Buttons/Icons on This Page This page does not have buttons to other pages. Web Menus With Links to This Page No menus have links to this page. Changed menu The following menu has been updated for this enhancement. Pay Information Menu (pmenu.p_paymenu) The Administrative Pay Stub Summary item has been added to this menu. This item is displayed when the user has the appropriate user role in Banner Web Tailor. March 2012 Banner Employee Self-Service Administrative Pay Stub - Functional

26 26 Banner Employee Self-Service 8.7 March 2012 Administrative Pay Stub - Functional

27 2 Labor Redistribution Approve All - Functional Overview This release includes new functionality to allow a user to include all labor redistribution transactions for multiple payrolls created using the existing Change All function, instead of having to approve each individual pay event separately. This applies to pay events with the same selection criteria, such as FOAPAL information. This enhancement satisfies RPE 1-CTZZWI. When the user selects a pay range and checks the Change All indicator, the individual pay events are identified as a set and then forwarded to the next approver in the queue. That approver can view the pay events and the total dollar amount. The approver can choose to approve each pay event individually or apply an Approve All function to the entire transaction set. When multiple transactions have been selected for redistribution, modified transactions are identified so the approver can tell the transactions are related. This can be done using the PHAREDS form and pages in Effort Reporting and Labor Redistribution module in Banner Employee Self-Service. A batch identifier has been added to PHAADJT for use with this functionality. In ERLR, the Approver page now allows the approver to select multiple transactions and approve all transactions at one time. The approver can also select multiple transactions and return them to the initiator at one time. If the approver has multiple actions for a single redistribution, the page displays the action the approver needs to take, instead of all actions for the approver. The approver only sees a transaction when action is needed. When grouping transactions into a batch, the following criteria are used: The Change All indicator determines that the same FOAPAL or percentage/ amount changes are made to the transaction set as a group. For example, the user selects 12 pay events, changes one or more common elements, and checks the Change All indicator. Secondary changes can be made to the transactions using the Change All indicator, either as a group or as individual transactions. Any change is permitted, and all transactions are submitted as part of the same batch. For example, the user selects 12 pay events on the Person Search page. On the Initiator page, the user opens the first transaction, selects job 1, changes the fund, and checks the Change All indicator. This action selects pay events 1 through 6 of March 2012 Banner Employee Self-Service Labor Redistribution Approve All - Functional

28 the 12 transactions, marking them as potential candidates for a batch group. The user then selects job 2, changes the organization, and checks the Change All indicator. This action selects pay events 7 through 11 of the 12 transactions, marking them as potential candidates for a batch group. The user selects the last transaction, changes the account, and does not check the Change All indicator. As all of the transactions were originally selected as a group, they are submitted with the same batch identifier. Only transactions selected with the original group from the Person Search page are eligible for the batch transaction group. The routing queue can be different for each transaction in the set, since the queues are determined at time of submission. The initiator is the only person who needs to know what transactions are in the complete set. It is important for the initiator to know that all the transactions selected were submitted in a single batch. Approvers will only see those transactions from the batch that are waiting for their action at the same level in the routing queue. Please refer to the Banner Human Resources/Position Control 8.7 for more information on this enhancement and changes to the Banner baseline. Changed Web pages The following Labor Redistribution web pages have been modified for this enhancement. Person Search page A new Batch ID field has been added to the page. This field is positioned to the left of the Last Name field. This field can be moved to another position in the table if needed. You can click on the Batch ID label to sort the data in ascending or descending order. When this field is populated, the associated transaction was submitted as part of a batch or group of transactions. When the transaction disposition is 47, the user (initiator) can select one or more transactions with the same Batch ID value for update, using the Ctrl key and clicking on the transaction, and then selecting the Open button. If the initiator tries to select transactions with the same batch ID, where the disposition is 47, and selects transactions without a batch ID or that have a different batch ID, regardless of the disposition, the following message is displayed: You have selected transactions that are part of a batch that are at disposition 47. You cannot also select transactions that are not part of the same batch. Please choose one or the other, and proceed to process your selections. 28 Banner Employee Self-Service 8.7 March 2012 Labor Redistribution Approve All - Functional

29 The user should modify the transaction selection to include only those transactions having a common batch ID, and then complete the processing of those transactions. Initiator page The functionality on this page has been updated for processing group transactions. The action buttons located at the bottom of the page (Delete Updates, Erase, Save, Submit) will now apply to all transactions selected in the group. For example, if the labor redistribution initiator has selected a group of transactions that are at disposition 47 and clicks on the Erase button, the pending transactions for the group will be removed in a single action. This processing is consistent with existing functionality. Update Distributions page The functionality on this page has been updated for processing group transactions. When updating distributions, the initiator selects a set of transactions to be changed on the Person Search page. Multiple transactions are selected, and each one is activated using the Open button, making the transaction eligible for update. The Edit button is then selected to open the Update Distribution window. In the Update Distribution window, the user must check the Change All indicator to associate the batch ID with the transaction set. This tells the system that the initiator wants the redistributions to be grouped together in a batch. For two or more transactions in a set, changes are applied consistently across FOAPAL components or to the Percentage or Amounts. Once the transaction set exists, further changes to either multiple transactions or to individual transactions within the group will be included in the batch. The routing queue may be different for each transaction, as long as the initiator has not started the transaction selection using the Additional Criteria window. You can use Find and Replace to automatically flag the transactions selected when the Change All indicator is checked. This will enable the initiator to easily process the batch transactions. There are some limitations to having the initiator use the Additional Criteria window and the Change All indicator when selecting transactions. The recommended practice is to complete the redistribution without a subsequent update to additional jobs or individual transactions. March 2012 Banner Employee Self-Service Labor Redistribution Approve All - Functional

30 Approvals page Two new fields and two new buttons have been added to this page. Select indicator check box Batch ID field Select Batch button UnSelect Batch button These items work together to allow the labor distribution approver to find and select or unselect all transactions that have the same batch ID, and then open the group concurrently for a single approval, acknowledgement, or return for corrective action. Only transactions that have an associated batch ID can be opened in a group. Transactions with a batch ID cannot be intermingled with transactions that do not have a batch ID. Select Batch button To use the Select Batch button, the approver can perform the following steps. 1. Highlight a specific transaction with a batch ID using the cursor. 2. Click on the Select check box. 3. Click the Select Batch button to select all transactions with a matching batch ID. This action also places a check mark in the Select check box for all transactions with a matching batch ID. 4. Click the Open button to open the group of transactions for processing. Unselect Batch button To use the Unselect Batch button, the approver can perform the following steps. 1. Associate one or more transactions with a batch ID, by checking the Select check box or clicking on the Select Batch button. 2. Click the Unselect Batch button. This action removes the check mark from the Select check box. An approver will see an entry for every transaction when action is required by him/her. It is possible for an approver to be in the routing queue for only a portion of the transactions in the batch. When the user performs his/her action, the action will be recorded only in the transactions in the batch where the approver exists in the routing queue. 30 Banner Employee Self-Service 8.7 March 2012 Labor Redistribution Approve All - Functional

31 When the batch has been selected and opened, the labels on the buttons at the bottom of the page will change. If a batch of transactions has been opened for processing, the approver will see buttons labeled Return all for Correction and Approve or Acknowledge All. The Return all for Correction button is used to record the user name, date, time, and action in the routing queue, and update the disposition of all transactions in the batch to 47. This information is collected, regardless of whether the user is acting as himself, as a proxy for someone else, or as a super user. The Approve or Acknowledge All button is used to record the user name, date, time, and action in the routing queue. If the user performs the last mandatory action of the routing queue, the disposition of the transaction will progress to 60. This information is collected, regardless of whether the user is acting as himself, as a proxy for someone else, or as a super user. Comments for redistributions Comments that are added by the approver are recorded for each redistribution in the group. Comments can be added using the More Actions button on this page or the Add Comment button on the Comments page. When a batch of redistributions is returned for correction, the system requires a comment to be added for the redistribution. This comment is also collected and recorded for each redistribution in the batch. The Redistribution Details sidebar displays the message Comments Exist, as a visual clue to the approver that there are associated comments for the redistribution. In addition, the Comment icon is displayed on the Approver Page and the Person Search page. Routing queue for redistributions Members can still be added to the routing queue. However, additions to the routing queue are collected at the individual redistribution level, not at the group level. This is because the routing queue could be different for each redistribution, and a common addition of an on the fly member may not be appropriate for all redistributions in the group. The approver navigates to each redistribution in the group by accessing the Pay Periods and Earnings Code sidebar, clicking on the desired redistribution, and updating the routing queue for each individual redistribution. On the fly members added to redistributions that are a part of a batch will see the batch ID when accessing the Approvals menu. Redistribution Details sidebar When a transaction has been submitted as part of a batch, the Batch ID field will be displayed in the Redistribution Details sidebar. The Batch ID value is generated as part of the submission process. Until a newly redistributed transaction that is part of a batch is at disposition 48, the Batch ID field will not be populated. If the redistribution is part of a batch and has been processed to disposition 70, the Batch ID field will be displayed in the sidebar. If the transaction has been selected for a subsequent redistribution, the Batch ID field will remain in the sidebar until changes have March 2012 Banner Employee Self-Service Labor Redistribution Approve All - Functional

32 been made to the transaction, and the user has clicked the Save button. At that time, the Batch ID field will be removed from the sidebar. Once the initiator completes the redistribution process, and submits the transaction set, the Batch ID field will be updated, and the new ID will be displayed for the new transaction sequence. ear file The efc.ear file has been modified and is redelivered for these changes. 32 Banner Employee Self-Service 8.7 March 2012 Labor Redistribution Approve All - Functional

33 3 Time Entry Approver Cutoff Date and Time - Functional Overview This enhancement applies to approver actions that are performed in Employee Self- Service and in Banner baseline on the Department Payroll Summary Form (PHADSUM) for Web Time Entry and Leave Time Entry. New baseline fields provide end dates and times by which approvers must complete their activities. The information is displayed on Approver Employee Self-Service pages to provide deadlines for approval activities and to control supervisor access to the approval functions up until the specified date and time. This enhancement satisfies RPE 1-3JQOM7. The following features are provided with this enhancement: New Approver End Date and Approver End Time fields have been added to PTRCALN for Time Sheet and Leave Report controls. These new fields are used to distinguish between the calendar rules Time Entry End Date (PTRCALN_TIME_ENTRY_END_DATE) and Leave Report Date (PTRCALN_LEAV_REPT_END_DATE) fields when cutoff dates for employees and their approvers are reviewed. Controls for the approver end date and approver end time have also been added to the PTRPICT form to assist in the computation of the Approver End Date and Approver End Time settings on PTRCALN. An implementation script is provided to assist with the population of the approver end date and time data for the payroll calendar entries. The ptrcaln-pictapprload.sql update script is an optional script, which is included in the Banner Human Resources 8.7 release. The Approver End Date and Approver End Time information is now displayed on the Departmental Summary page to allow the supervisor to view when the Timesheet or Leave Report is due for approval. March 2012 Banner Employee Self-Service Time Entry Approver Cutoff Date and Time - Functional

34 The following conditions apply to the Approver role when the Approver End Date and Approver End Time are in use. Approvers cannot act upon records in Employee Self-Service or Banner baseline after the specified date and time for the pay period. Superusers are not impacted by the approver end date and approver end time and can continue to process records at any time. Please see the Banner Human Resources/Position Control 8.7 for more information on this enhancement and on running the ptrcaln-pictapprload.sql script. Changed Web pages The following web pages have been modified for this enhancement. Department Summary The new Approver End Date and Approver End Time information is displayed in the information section at the top of the page. This data can be used by the Departmental Supervisor when approval functions are performed. The Pay Period Time Entry Status information is displayed to provide a visual cue to the approver as to the due date and time by which employee time transactions must be processed. If the Departmental Supervisor has accessed a Pay or Leave Period that has been closed because the Approver End Date and Approver End Time are in the past, as compared to the current system date and time, the user will see a Closed as of date, time message in the Pay Period Time Entry Status field, and typical approval actions will no longer be available. In this case, Superuser access is still granted. Time and Leave Reporting While no changes were made to the displayed data items, the Time and Leave Reporting page will now recognize the Approver End Date and Time from the controls that were specified for the pay period on PTRCALN. The access to approver functions will no longer be available once the date and time has passed. The Superuser role will be able to access time and leave transactions to override and complete approver actions beyond the specified calendar dates. 34 Banner Employee Self-Service 8.7 March 2012 Time Entry Approver Cutoff Date and Time - Functional