Data Verification Infotype Errors - Job Aid

Transcription

1 Data Verification Infotype Errors - Job Aid

2 Contents Organizational Management (IT001)... 2 Personnel Data (IT0002)... 5 Addresses (IT0006)... 8 Planned Working Time (IT0007)... 8 Basic Pay (IT0008)... 8 Banking Details (IT0009) Contract Elements (IT0016) Monitoring Tasks (IT0019) Education (IT0022) Cost Distribution (IT0027) Date Specifications (IT0041) Membership Fees (IT0057) Student Number/Employee Authorization (IT0094) Health Plans (IT0167) General Benefits Information (IT0171) Appointment Details (IT9009) ERRORS - 1

3 Organizational Management (IT001) Contract type incompatible with contract: Contract code selected is incompatible with the position or the percentage. Choose the correct code based on the position or the percentage. For K5, Student ID must exist on IT0094. K5 - Student has been updated on IT Organizational Assign., but the Student Number has not been updated on IT Residence/Student ID. Update the Student Number on IT Residence/Student ID. Note: This must be a University of Toronto student number. Funds Center is missing. Enter fund center. The Funds Center is missing on IT Organizational Assignment. Update the Funds Center on IT Organizational Assignment. Incompatible Persnl Area/-Subarea & Contract (e.g. casual cannot be F/T) The Personnel Subarea/Area does not correspond with the Contract Type entered. For example, a nonappointed employee, Personnel Area-0002, Personnel Subarea Casual Salaried, cannot have a Contract Type of K1-Full Time. Correct the Personnel Area/Subarea or Contract Type Invalid or missing position data. There may be information missing against the position such as the Personnel Area / Subarea. If the position has not been set up correctly, then consult with HR Generalist. Once the HR Generalist has corrected the position, the action will have to be re-executed to correct the infotypes throughout the action. Job is invalid for Confidential PerSubArea. The job does not match the range of job numbers consistent with the Confidential Subarea (0550). Verify that the position is set up correctly and with the correct Personnel Area/ Subarea and Job. ERRORS - 2

4 Job is invalid for PM PerSubArea. The job does not match the range of job numbers consistent with the Professional/ Managerial Subarea (0510). Verify that the position is set up correctly with the correct Personnel Area/ Subarea and Job. Job is invalid for Personnel Subarea. The job does not match the range of job numbers consistent with the Personnel Subarea. Verify that the position is set up correctly with the correct Personnel Area/ Subarea and Job. Percentage does not equal 0.01% The employee is a non-appointed staff member and the position on IT Organizational Assignment does not equal to If the percentage is incorrect, then the action may have to be re-executed. Contact AMS Client Services for instructions on correcting the percentage. Position valid only for The position number of on IT Actions and IT Organizational Assign. is only used for Terminated/ Deactivated staff. If the employee has been rehired or reactivated, then the action must be re-executed and the correct position number must be updated. If the position has not been updated correctly at the time of the Rehire/ Reactivation on IT0000 and IT0001, the action may have to be re-executed. Staffing Percentage must be 0.01 for Status-Only and Stipend Only. If the employee has been updated with a Status Only or Stipend only Employee Subgroup, Position and Contract on IT0001, then the main percentage must be.01. The.01 percentage will only be updated as the 'main' position if the employee has no other appointed position(s) with the University. Verify the Personnel Area/ Subarea and Employee Group. The contract will also indicate F6 - Status Only for status employees and F7 for Stipends. Staffing Percentage must equal 0.01 for Non-appointed and Student/Fellow If record is active this should be fixed via planning by the HR Generalist. TOTAL Percentage for F/T must be 100%, for P/T must be ERRORS - 3

5 between 1-99% To Date must equal : The active IT0001 must not have an end date of Correct the IT0001 to reflect the end date of The action may have to be reexecuted if the end date is due to a correction to the employee record. invalid contract for CUPE 3902 PDFs - use temporary (K3) Contract for CUPE 3902 should be K5. ERRORS - 4

6 Personnel Data (IT0002) Contract type incompatible with contract: Contract code selected is incompatible with the position or the percentage. Choose the correct code based on the position or the percentage. For K5, Student ID must exist on IT0094. K5 - Student has been updated on IT Organizational Assign., but the Student Number has not been updated on IT Residence/Student ID. Update the Student Number on IT Residence/Student ID. Note: This must be a University of Toronto student number. Funds Center is missing. Enter fund center. The Funds Center is missing on IT Organizational Assignment. Update the Funds Center on IT Organizational Assignment. Incompatible Persnl Area/-Subarea & Contract (e.g. casual cannot be F/T) The Personnel Subarea/Area does not correspond with the Contract Type entered. For example, a non-appointed employee, Personnel Area- 0002, Personnel Subarea Casual Salaried, cannot have a Contract Type of K1-Full Time. Correct the Personnel Area/Subarea or Contract Type Invalid or missing position data. There may be information missing against the position such as the Personnel Area / Subarea. If the position has not been set up correctly, then consult with HR Generalist. Once the HR Generalist has corrected the position, the action will have to be re-executed to correct the infotypes throughout the action. Job is invalid for The job does not match the Verify that the position is set up ERRORS - 5

7 Confidential PerSubArea. range of job numbers consistent with the Confidential Subarea (0550). correctly and with the correct Personnel Area/ Subarea and Job. Job is invalid for PM PerSubArea. The job does not match the range of job numbers consistent with the Professional/ Managerial Subarea (0510). Verify that the position is set up correctly with the correct Personnel Area/ Subarea and Job. Job is invalid for Personnel Subarea. The job does not match the range of job numbers consistent with the Personnel Subarea. Verify that the position is set up correctly with the correct Personnel Area/ Subarea and Job. Percentage does not equal 0.01% The employee is a nonappointed staff member and the position on IT Organizational Assignment does not equal to If the percentage is incorrect, then the action may have to be reexecuted. Contact AMS Client Services for instructions on correcting the percentage. Position valid only for The position number of on IT Actions and IT Organizational Assign. is only used for Terminated/ Deactivated staff. If the employee has been rehired or reactivated, then the action must be reexecuted and the correct position number must be updated. If the position has not been updated correctly at the time of the Rehire/ Reactivation on IT0000 and IT0001, the action may have to be re-executed. Staffing Percentage must be 0.01 for Status-Only and Stipend Only. If the employee has been updated with a Status Only or Stipend only Employee Subgroup, Position and Contract on IT0001, then the main percentage must be.01. The.01 percentage will only be updated as the 'main' position if the employee has no other appointed position(s) with the University. Verify the Personnel Area/ Subarea and Employee Group. The contract will also indicate F6 - Status Only for status employees and F7 for Stipends. ERRORS - 6

8 Staffing Percentage must equal 0.01 for Non-appointed and Student/Fellow If record is active this should be fixed via planning by the HR Generalist. TOTAL Percentage for F/T must be 100%, for P/T must be between 1-100% To Date must equal : The active IT0001 must not have an end date of Correct the IT0001 to reflect the end date of The action may have to be re-executed if the end date is due to a correction to the employee record. Contract for CUPE 3902 should be K5. ERRORS - 7

9 Addresses (IT0006) Permanent Residence (Addr Type 1) does not exist. IT Addresses, Subtype 1 - Permanent address has not been updated. Create IT Addresses with the Subtype - 1 Permanent Address. Both Physical Location and Hospital Address are active. There are two active mailing addresses for the employee. Delimit one of the addresses. The active address will be used for correspondence such as the pay statements. Physical Location must be a UofT address. The Subtype 7 - Physical Location must be a UofT address. Update the Physical Location Address with a UofT address Planned Working Time (IT0007) Employment Percent equals 100%. The Employment Percent on IT Planned Working Time is equal to , but, the Part-Time indicator is selected. Deselect the Part-Time Work Schedule indicator. IT0007 (Planned Working Time) does not exist. IT Planned Working Time has not been updated. Create IT Planned Working Time Basic Pay (IT0008) Capital Utilization Level must equal Employment IT Basic Pay - Capital Utilization Level must equal the Update IT Planned Working Time first and ERRORS - 8

10 Pct on IT0007 Employment Percent on IT Planned Working Time. then create IT Basic Pay. The Planned Working Hours screen must be updated first as the Cap Util. Lvl will be proposed on IT0008 from this information. IT0008 (Basic Pay) does not exist. IT Basic Pay has not been updated. Create IT Basic Pay Annual Salary To (Wagetype 0110 on IT9009) <> AnnSal on IT0008. The sum of the active IT9009 screens, Wage Type 0110 is not equal to the Annual Salary on IT Basic Pay. Verify the active IT9009/IT0008 information to ensure that the records are accurate. If the IT9009 information is not accurate, then correct the IT9009 records. If IT0008 is not correct, then update the Basic Pay annual salary. Annual Salary should be whole dollar amount. IT Basic Pay annual salary must be rounded to the nearest whole dollar amount. Update the IT Basic Pay Annual Salary. Monthly Working Hours on IT0007 should equal WkHrs/period on IT0008. The Monthly Working Hours on IT Planned Working Time must equal the Work Hours per Period on IT Basic Pay. Verify the Monthly Working Hours on IT Planned Working Time and the Work Hours/Period on IT Basic Pay. The Planned Working Hours screen must be updated first as the Wk.Hrs./Prd will be proposed on IT0008 from this information Pay Scale Group does not match PScGp for IT0001 Job: The Pay Scale Group on IT Basic Pay does not correspond with the Job on IT Organizational Assign. Verify the job on IT0001, if the job is correct then update the Pay Scale Group on IT0008. Weekly working hours on IT0007 s/b half of The Work Hours Per Period on IT Basic Pay represents, in Verify the Weekly Working Hours on IT0007 Planned ERRORS - 9

11 WkHrs/period on IT0008. this case, the total work hours per period based on a bi-weekly pay period. The Weekly Working Hours should equal 50.00% of the Wrk Hrs per Period on IT Basic Pay. Working Time and the Wrk Hours per Period on IT Basic Pay. The Planned Working Time screen must be updated first as the Wrk Hrs/Prd will be proposed on IT Basic Pay. Banking Details (IT0009) IT0009 (Bank Details) does not exist. IT Bank Details has not been updated. Go to Bank Details (IT0009) and click on create. Complete the screen with the required information Contract Elements (IT0016) Contract Element infotype is missing. Contract Elements IT0016 has not been created. Create IT0016 Contract Elements. End date is before Leaving Date ( ). Valid Until date is in the past: Verify the Contract Type / Valid Until date. If the date is in the past, then it may have to be updated if the employee has been re-appointed. Update the Valid Until Date or Contract Type if required. ERRORS - 10

12 Monitoring Tasks (IT0019) Invalid Date/Deadline or Reminder Date: Education (IT0022) Accredited degree does not exist for Academic Employee. IT0022 (Education) does not exist for Academic Employee. Faculty Rank and Tenure does not exist. IT9023 (Academic Information) does not exist for Academic Employee. Rank and Job and/or PayScale Level do not match. Tenure status and Faculty Rank do not match, please verify your entries The Rank and Tenure information must match on IT Academic Information. ERRORS - 11

13 Cost Distribution (IT0027) No corresponding IT9009 for active CFC/CC or CFC/order combo: There is an active IT9009 screen with CC/CFC information for Wage Type 0110, but, there is no corresponding IT Cost Assignment information updated. Verify the IT Appointment Details and IT Cost Assignment information. Update the applicable screen. Date Specifications (IT0041) Employment Date does not exist. Date Type 00 - Employment Date on IT Date Specifications does not exist. Update the Date Type 00 - Employment Date (UofT) on IT Date Specifications. This is required for all appointed employees. First Day Worked date does not exist. Date Type 40 - First Day Worked on IT Date Specifications does not exist. Update the Date Type 40 - First Day Worked on IT Date Specifications. This is required for all appointed employees. IT0041 (Date Specifications) does not exist. IT Date Specifications has not been updated. Create IT Date Specifications. ERRORS - 12

14 Membership Fees (IT0057) Humanity Fund is for USWA Appointed Staff only The IT Memberships fees may be active for an employee is a subgroup other than USWA. Delimit the IT Membership Fees to the end date of the USWA appointment. Student Number/Employee Authorization (IT0094) Student ID Issuing Authority: Work Permit Number is invalid: Date of Issue for work permit Use of Student ID is only valid if the issuing authority is U of T. This process has been automated for synchronization between ROSI and HRIS. Use of the field is limited to U of T. If anything is inputted that is not U of T, entry is deleted. Work Permit VISA must have an expiry date Delete Student ID if issuing authority is not U of T. Input correct work permit id or copy and enter valid SIN on Personal Data (IT 0002). Go to Residence/Student ID (IT0094) copy and enter work permit date of issue. Health Plans (IT0167) No benefits enrollments for appointed staff Employee has not been enrolled in any benefits. Verify if the employee should be documented for Benefits. If so, consult ERRORS - 13

15 member. CSR or HR Generalist to update benefits. General Benefits Information (IT0171) IT0171 (General Benefits Info) does not exist: Contact Benefits Admin. Incompatible Benefit Group / Personnel Subarea: Contact Benefits Admin The employee's subarea on IT0001 is incompatible with the benefit group. Example, Subarea USWA benefit group is admin/conf. Create IT0171 with an effect date of employment or date that the employee became appointed. If IT0001 is incorrect, check to see if the position is correct and process appt. change event. If IT0171 is incorrect, create IT0171 with correct effect date. Appointment Details (IT9009) Annual Salary From amount must be 0 for new hire / rehire. IT9009 is missing or inactive for Position: IT9009 not required for contract K3, K4 and K5 on IT0001. No Planning record for IT9009 Position: No corresponding IT0014 for IT9009 STIPEND/CLINSUPP: Make sure you have IT9009 for each position the employee is attached to. Ensure the position used is correct. The employee is not attached to the position on the PD side. If the payment has ended on IT0014 then IT9009 must be delimited. If the payment should continue, you must create IT0014. Use a create function for a New/Rehire employee. Create IT9009 for any active positions. Delete any IT9009 for positions that are not for appointed staff. Employee must be attached to the position in HR and PD. Check position and execute event. End IT9009 on the Stipend/Clinsupp using the change function. Position Date is missing. Enter the effective date employee ERRORS - 14

16 Appointment Date is invalid or missing: To Date must equal for Continuing position: To Date must not equal for non-continuing position: Total Staffing Percentage is > 100% Annual Salary does not match USWA Hirerate for step Annual Salary does not match USWA gridstep No Pay Scale Level defined No USWA gridstep (Pay Scale Level) defined Pay Scale Group in 9009 does not match PScGp for Job: Error exists for data entered prior to online checks. Error exists for data entered prior to online checks. There are multiple IT9009 active entries. Annual Salary is not at the hiring rate or at one of the steps. Annual Salary is not at the hiring rate or at one of the steps. If the PS Group is defined, then a pay scale level is required. All USWA PS Groups must have a level (step) This error will exist for records before the online changes were implemented. Each position has a job and a PS Group is attached to the job. was attached to the position. Change the date to or change the contract to 05. Enter the end of contract date or change the contract to 01. Delimit any IT9009 that is no longer active using the change function. Check the collective agreement manual for the hiring rate or correct step and change the IT. Check the collective agreement manual for the hiring rate or correct step and change the IT. Enter the level that corresponds to the Pay Scale. Enter the step level that corresponds to the annual salary. Check the PS Group for the job the employee is attached to and change the PS Group. ERRORS - 15