TBR Service Center EMPLOYMENT AND SALARY VERIFICATIONS

Transcription

1 EMPLOYMENT AND SALARY VERIFICATIONS Description: Employment Verifications can be received in several formats, including via phone, mail, and fax, and can include a Salary Verification inquiry. Employment and Salary Verifications traditionally originate from mortgage and loan companies, employment screening agencies, and the Department of Labor & Workforce Development (Unemployment Insurance). Table of Contents Step 1. TCAT HR Representative Receives Employment Verification... 2 A. Determine if Verification Request is an Employment or Salary Verification... 2 Step 2. TCAT HR Representative Processes Employment or Salary Verification... 2 A. Process Employment Verification... 2 B. Process Salary Verification... 7 Step 3. TCAT HR Representative Reviews the following Organization Specific Instructions A. Mortgage and Loan Companies B. Employment Screening Agencies C. Department of Labor & Workforce Development Service Center Training Employment and Salary Verifications Process Manual Page 1 of 13

2 Step 1. TCAT HR Representative Receives Employment Verification A. Determine if Verification Request is an Employment or Salary Verification Employment verification requests can be completed via mail or phone. Salary verifications may not be confirmed over the phone. A written signature from the employee authorizing the release of salary information must be received before release. 1. Determine if the request is an employment verification (verification of job information) or a salary verification a. Review form to determine request type b. Verification of salary will include the following requested items: i. Annual Gross Base Pay ii. Overtime iii. Salary verifications may be included on requests from Mortgage and Loan companies and the Department of Labor and Workforce Development Step 2. TCAT HR Representative Processes Employment or Salary Verification A. Process Employment Verification Complete the following steps to process an employment verification: 1. The following questions will likely be included on the employment verification: a. Dates of employment b. Position Title c. Brief description of duties d. Confirm Resignation Information e. Reason for Termination f. Eligible for Rehire 2. Complete the following steps in Banner to review dates of employment, current employment status, and position title: a. Go to the PEAEMPL screen to retrieve dates of employment and employment status i. The Employee Page (PEAEMPL) provides information about an employee s terms of employment. Information includes current status, employee class, leave and benefit categories, home and distribution organizations, and service dates Service Center Training Employment and Salary Verifications Process Manual Page 2 of 13

3 b. Click the ID search icon to access the List for Person Page (SOAIDEN) to select the employee c. Select a query field (ID, Last Name, First Name, etc.) d. Enter the search criteria and click Go i. Ensure that you have selected Case Insensitive Query at the bottom of the screen e. Click on the employee you would like to review. Then click Select Service Center Training Employment and Salary Verifications Process Manual Page 3 of 13

4 f. Click Go g. Review the following fields: i. Employee Status (e.g., active, terminated) ii. Part or Full Time Status (e.g., Full Time, Part Time) iii. Service Dates to obtain employee dates of employment 1. Current Hire Date: Start Date 2. Last Work Date: End Date iv. Termination Reason and Date: Termination reason (e.g., retired, voluntary no rehire) and effective date Service Center Training Employment and Salary Verifications Process Manual Page 4 of 13

5 h. The PEAEMPL screen will only show the employees current employment information. If you need to view the employee s history, access the Employee History Page (PEIEHIS). This screen will list each position held by the employee and include hire date and termination reason and date. i. Go to the PEIEHIS screen ii. The employee ID will pre-populate if you were previously researching this employee on PEAEMPL. If the employee does not pre-populate click on the ID search icon 1. Review instructions for ID Search in Step 2A, 2b 2e iii. iv. Click Go All positions will populate. Scroll across horizontally to review all information for a selected position i. Go to the NBAJOBS screen to obtain the employee s job title i. The Employee Jobs Page (NBAJOBS) provides information about the employee s current and past position(s). TCAT staff will mainly use this page to determine the employees job title j. Enter the ID in the ID field or click the ID search icon to select an employee from the Employee Search Page (POIIDEN). See Step 2A, 2b 2e for query instructions i. This field will pre-populate if you have searched for an employee on a previous screen k. Click on the Position search icon to access the List of Employee Jobs (NBIJLST) to select the position Service Center Training Employment and Salary Verifications Process Manual Page 5 of 13

6 l. Click on the employee you would like to review. Then click Select. TBR Service Center m. Click Go n. Select the Job Detail tab o. View the Title field for the employee s position title 3. Review the employee s personnel file for details regarding description of duties (e.g., job description), reason for termination, and eligibility for rehire. These details are not stored in Banner Service Center Training Employment and Salary Verifications Process Manual Page 6 of 13

7 4. If you are completing a paper form, submit the document to the requestor a. Send document via fax, , or mail depending on requested mode of delivery 5. Archive form in personnel file B. Process Salary Verification TBR Service Center The Salary Verification will likely include the questions previously listed for the Employment Verification in Step 2A. The form will also ask additional questions regarding base and annual pay: 1. The following questions will likely be included on the salary verification: a. All fields indicated Step 2A 1 b. Year to Date Salary Totals c. Total Wages Earned (Labor & Workforce Development ONLY) 2. Complete the steps outlined in Step 2A, 2 3 to confirm employment information 3. To complete the salary verification, complete the following steps in Banner: a. Go to the PEIETOT screen to review year to date salary totals i. The Employee Year to Date Totals page (PEIETOT) provides information regarding the employee s hourly, gross, and net earnings by calendar and fiscal year. This information is provided in monthly, quarterly, and year to date totals b. Enter the ID in the ID field or click the ID search icon to select an employee from the Employee Search Page (POIIDEN). See Step 2A, 2b 2e for query instructions i. This field will pre-populate if you have searched for an employee on a previous screen c. Enter a year in the Year field d. Select Calendar or Fiscal year by clicking on the appropriate radial button e. Click Go Service Center Training Employment and Salary Verifications Process Manual Page 7 of 13

8 f. You can review the following fields by month, quarter, or year to date: i. Hours worked ii. Gross amount iii. Net amount TBR Service Center g. Go to the PHICHEK screen to review total wages earned i. The Check Detail Inquiry page (PHICHEK) displays earnings, deductions, and gross to net earnings amounts. This is the check that is displayed online. Net amount and the check number will be displayed on this page after checks are calculated Service Center Training Employment and Salary Verifications Process Manual Page 8 of 13

9 h. Enter the ID in the ID field or click the ID search icon to select an employee from the Employee Search Page (POIIDEN). See Step 2A, 2b 2e for query instructions i. This field will pre-populate if you have searched for an employee on a previous screen i. Enter the Year and Payroll ID of interest or click on the Payroll ID search icon to navigate to the PHILIST screen for a list of Pay ID options i. If using the search icon, select a Payroll ID from the list. Then click Select j. The Payroll Number will pre-populate based on the Payroll ID selected k. Click Go Service Center Training Employment and Salary Verifications Process Manual Page 9 of 13

10 l. You will be able to review the following fields: i. Gross Amount: Total wages earned ii. Disposition: Value indicating payroll processing status iii. Deductions: Total deductions taken from total iv. Net Amount: Total take home wage 4. The specific valuation entered will be dependent on the salary verification request a. Requests will ask for verification for a specific time period (e.g., monthly, annually) b. Verifications may request total earnings from start data, which will require manually adding earnings from all calendar years represented in PEIETOT 5. If you are completing a paper form, submit the document to the requestor a. Send document via fax, , or mail depending on requested mode of delivery 6. Archive form in personnel file Service Center Training Employment and Salary Verifications Process Manual Page 10 of 13

11 Step 3. TCAT HR Representative Reviews the following Organization Specific Instructions A. Mortgage and Loan Companies 1. The request Part #1 will have already been completed by the mortgage company 2. The employer will need to Part #2 and Part #4 3. Employer will use Banner Screens PEAEMPL (for service dates) and PEIETOT (for year to date totals) to complete the request 4. This request may be submitted via fax or B. Employment Screening Agencies 1. The TCAT Supervisor should be able to complete this form, but the TCAT HR Representative should offer support as needed 2. Information that can be requested includes: a. Dates of employment b. Description of duties c. Whether resignation was voluntary, involuntary or a layoff/rif d. Reason for termination e. Supervisor and Verifier s names Service Center Training Employment and Salary Verifications Process Manual Page 11 of 13

12 3. Salary information should not be provided on this form. It is TBR policy to check salary not provided per company policy on all employment screenings. 4. This request can be submitted via fax, , or postal letter C. Department of Labor & Workforce Development 1. Requests can come through the mail, but if the employer is registered with JOBS4TN.GOV you will receive an notifying you that there is an important document attached. You will need to review and take the appropriate action needed 2. The first document received is usually a Statement of Potential Charges. This form includes the terminated employee s: a. Name b. SSN c. Last day of work d. Reason for separation Service Center Training Employment and Salary Verifications Process Manual Page 12 of 13

13 3. Use the following Banner screens to complete the statement: a. PEAEMPL for service dates b. NBAJOBS for term date c. PHICHEK & PEIETOT for total wages earned Service Center Training Employment and Salary Verifications Process Manual Page 13 of 13