HR 102 Banner Human Resources Activating the Employee Record Training Workbook
2007-08 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Prepared By: Banner HR Team Ivy Tech Community College 9301 E. 59th Street, Suite 156 Indianapolis, Indiana 46216 www.ivytech.edu Version 3.0 April 2015 i v3.0 APR13
Contents About this workbook... iii Workbook revision history... iii ACTIVATING THE EMPLOYEE RECORD - PEAEMPL... 1 UPDATING THE EMPLOYEE RECORD - PEAEMPL... 10 ENTERING EDUCATION INFORMATION - PPAGENL... 16 INTERNATIONAL INFORMATION - GOAINTL... 20 INITIAL SETUP OF REQUIRED BENEFITS/DEDUCTIONS (INCLUDING TAXES) FOR NEW EMPLOYEE - PDABDSU... 26 WEB SERVICES FOR FACULTY - SIAINST... 30 Activating Web Services... 30 Updating/Terminating Web Services... 36 VIEWING LEAVE INFORMATION PEALEAV... 40 VIEWING EMPLOYEE HISTORY - PEIEHIS... 44 VIEWING EMPLOYEE LEAVE HISTORY - PEILHIS... 48 VIEWING PAY HISTORY LEAVE ACCRUALS - PHIACCR... 52 EMPLOYEE PERFORMANCE REVIEWS - PEAREVW... 56 ii v3.0 APR13
About this workbook Workbook goal The goal of this workbook is to provide you with the knowledge and practice to activate the employee record, record employee data including IPEDS and faculty rank information, establish faculty web services, and auto set up required codes in Banner. Intended audience Staff members who are responsible for entering/updating/viewing the employee record, recording I-9 and international information, education credentials, and creating and maintaining the web services links should complete this workbook and use it for reference. Prerequisites Before you can complete this workbook, you should have: Completed the SCT Banner Fundamentals CBT (computer-based training) Completed HR 101 Workbook revision history VERSION DATE REVISION 1.0 OCT08 October 2008 Initial workbook for end user training 1.1 NOV08 November 2008 1.2 DEC08 December 2008 2.0 NOV10 November 2010 Updated Rank information on page 15 and 22 Updated High School Code on pages 29 & 30 Added PEAREVW section for Employee Reviews. 2.1 MAR13 March 2013 Updated to reflect Shared Services. 2.2 JUL13 July 2013 Updated to reflect IPEDS info on PEAEMPL for faculty. 3.0 APR15 April 2015 Updated to reflect Disability info in SDE on PEAEMPL. iii v3.0 APR13
Activating the Employee Record - PEAEMPL Once a person has a general person record on the Identification Form, PPAIDEN, the employee record must be created on the Employee Form, PEAEMPL. Employees will have only one (1) PEAEMPL record regardless of the number of jobs they have on the Employee Jobs Form, NBAJOBS. 1. In the Go To field, enter the Employee Form, PEAEMPL, and then press Enter. 1 v3.0 APR15
2. In the ID field, enter the person s ID (CXXXXXXXX) or click the drop down arrow and select List for Person (SOAIDEN) to perform a query and then select the person. 2 v3.0 APR15
3. Perform a Next Block function. Note: The Employee Status field will default to Active. 4. In the Employee Class field, enter or select the employee class from the drop down list as follows: AD Full Time Administrative AF Administrative Faculty AJ Adjunct FA Full Time Faculty FO Faculty Overload (Not Used on PEAEMPL) HR Full Time Hourly PA Part Time Admin PH Part Time Hourly SB Substitute Faculty TF Twelve Month Faculty WS Work Study The employee class should match the primary job on NBAJOBS. The Leave Category, Benefit Category, and Part or Full Time Status fields will populate based on the Employee Class. 5. In the Home Department COA field, enter C for the Ivy Tech Chart of Accounts. 6. In the Home Department Organization field, enter or select the organization from the drop down list. 3 v3.0 APR15
7. If the employee is part of Shared Services, in the District or Division field, enter SS, Shared Services. If not, proceed to Step 8. 8. In the Current Hire field, enter the first date of employment for the new employee. 9. In the Original Hire field, enter the first date of employment for the new employee. 10. In the Adjusted Service field, enter the first date of employment for the new employee if the Employee Class is AD, AF, FA, HR, or TF. Enter January 1, 1900 if the Employee Class is AJ, PA, PH, SB, or WS. 11. In the Seniority field, enter the first date of employment for the new employee the Employee Class is AD, AF, FA, HR or TF. Enter January 1, 1900 if the Employee Class is AJ, PA, PH, SB, or WS. This field is used to track benefits eligibility for continuous years of service and leave accruals for full-time employees. Note: The First Work Date field will automatically populate from the Current Hire Date. For a new full-time hire, the Current Hire, Original Hire, Adjusted Service, and Seniority fields will all be the same date. For a new part-time hire, the Current Hire, and Original Hire fields will be the first date of employment. 4 v3.0 APR15
The Adjusted Service and Seniority fields will be January 1, 1900 to reflect their part-time, non-benefits eligibility status. If the employee was previously employed by Ivy Tech and has a record in HRS but was not active at the time of the conversion to Banner, enter the date recorded in HRS for Original Hire. This date also needs to be entered in the First Work Date field. All other service dates will reflect current hire status for the employee. The Leave of Absence Statuses on PEAEMPL will not be used by Ivy Tech. 12. In the Hiring Location block, in the Location field, select the appropriate site (i.e., A1, A2, B1, B2, etc.). For Shared Services, enter Z1 for Central Office. In the Campus field, select the actual work location, if listed. If not listed, select the same code selected in the Location field. (Note: Both fields must be completed!) 13. Perform a Save function. 5 v3.0 APR15
14. If the employee has completed the Voluntary Identification of Disability Survey, click the Supplemental Data Engine (SDE) icon in the menu bar (the light bulb icon). If the employee did not complete the Voluntary Identification of Disability Survey, proceed to Step 19. 6 v3.0 APR15
15. Click the drop down arrow in the SDE field. 16. Select the correct Discriminator Code from the list as follows: 1 NA I do not wish to answer 2 NO I do not have a disability 3 YES I have a disability (or previously had a disability) 7 v3.0 APR15
17. Perform a Save function. The SDE icon will appear to be lit when an answer has been recorded. 18. Close the SDE field by clicking the X within the SDE. (Performing any other Exit function will result in an error). 19. Click the United States Regulatory tab. 8 v3.0 APR15
20. In the Form Indicator field of the I9 block, select from the following: a. Received if the I9 information has been completed. b. Temporary if using social security card receipt and awaiting SS card (status valid for 21 days). 21. In the Date field, enter the date that the I9 information was received. 22. In the Expiration Date field, enter the Expiration Date if the employment authorization has an expiration date (i.e. temporary visa). 23. In the IPEDS Primary Function field, select the appropriate IPEDS function for Faculty (both full-time and adjuncts). IPEDS information for all other employee types is captured thru NBAJOBS. 24. Perform a Save function. 25. Perform an Exit function. 9 v3.0 APR15
Updating the Employee Record - PEAEMPL When an employee changes employee classes as a result of a job change or when an employee terminates employment with the College, the Employee Form, PEAEMPL must be updated. An employee class update is the result of a job change that also may require changes to certain deductions, such as health and dental. The Employee Class on PEAEMPL must be updated so the benefit category will update and reflect the new benefit category to allow the new deductions to be entered. PEAEMPL uses the Banner system date as the date of record so the Employee Class is not to be updated until the Banner system date is equal to or later than the effective date of the job change. 1. In the Go To field, enter the Employee Form, PEAEMPL, and then press Enter. 10 v3.0 APR15
2. In the ID field, enter the person s ID (CXXXXXXXX) or click the drop down arrow and select List for Employee (POIIDEN) to perform a query and then select the person. 11 v3.0 APR15
3. Perform a Next Block function. 4. If the employee is changing employee classes as a result of a job change follow Steps a e: a. In the Employee Class field, enter or select the employee class from the drop down list. Note: Employee Class FO is not used on PEAEMPL. The Leave Category, Benefit Category, and Part or Full Time Status fields will populate based on the Employee Class. b. In the Home Department Organization and Check Distribution fields, enter or select the organization from the drop down list that reflects the employee s department, if different. c. In the Current Hire field, enter the date of the employee class change. d. If the employee class is changing from part-time to full-time, in the Adjusted Service and Seniority fields, enter the same date as the current hire date. If the employee class is changing from full-time to part-time, in the Adjusted Service and Seniority field, enter 01-JAN-1900. If full-time or part-time status is not changing, DO NOT change the date. e. If the Hiring Location or Campus is changing, update accordingly. In the Hiring Location block, in the Location field, select the appropriate site (i.e., A1, A2, B1, B2, etc.). In the Campus field, select the actual work location, if listed. If not listed, select the same code selected in the Location field. (Note: Both fields must be completed!) Proceed to Step 6. 12 v3.0 APR15
5. If the employee is terminating employment with the College, follow Steps a e: a. Review the List of Employee s Jobs, NBIJLST to verify that all jobs are terminated. Terminate any remaining active jobs. Refer to the instructions on Terminating a Job/Employment. b. Confirm the final pay has been processed for the employee by viewing the Pay Event List, PHILIST. DO NOT proceed until the final pay has been processed. c. In the Employee Status field, select Terminated. d. In the Last Work Date field, enter the termination date of the most recent job as listed in the Personnel Date field on NBAJOBS. e. In the Termination block, in the Reason field, enter or select the appropriate termination reason. In the Termination Date field, enter the same date as the effective date on NBAJOBS. 6. Perform a Save function. For Faculty (both full-time and adjuncts) proceed to Step 7 to enter the IPEDS Primary Function, for all other employee types, perform an Exit function. 13 v3.0 APR15
7. Click the United States Regulatory tab. 8. In the IPEDS Primary Function field, select the appropriate IPEDS function for faculty employee classes only. IPEDS information for all other employee class types is captured thru NBAJOBS. 9. Perform a Save function. 10. Perform an Exit function. 14 v3.0 APR15
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Entering Education Information - PPAGENL Establish the Education Level on the General Education Tab of the General Information form, PPAGENL. 1. In the Go To field, enter the General Information Form, PPAGENL, and then press Enter. 16 v3.0 APR15
2. In the ID field, enter the employee s ID (CXXXXXXXX) or click the drop down arrow and select List for Employee (POIIDEN) to perform a query, and then select the employee. 17 v3.0 APR15
3. Perform a Next Block function. 4. The SBGI Code field in the Institution block identifies the institution granting the degree. If the SBGI Code field is populated, perform an Insert Record function before proceeding further with this process. If a High School Diploma or GED is the highest degree earned, enter ZHLGCY in the SBGI Code field, and proceed to Step 7. For college degrees, enter the lowest degree an employee has earned by entering or selecting the SBGI Code from the drop down list for the Institution that granted the degree. 5. Perform a Save function. 6. Perform a Next Block function. 18 v3.0 APR15
7. In the Degree field, enter or select the degree code from the drop down list. If ZHLGCY was entered in the SBGI Code field in Step 4, enter DIPL. 8. Perform a Save function. Entering Additional Degree Information for the Same Institution 9. In the Degree field, perform an Insert Record function, and then repeat Step 7-8 above for each additional degree from the same institution. Entering Additional Education Information for a Different Institution 10. In the SBGI field, perform an Insert Record function, and then repeat Steps 4 8 above for each additional degree. 11. Perform an Exit function. 19 v3.0 APR15
International Information - GOAINTL Information for international employees is maintained and viewed on the International Information Form, GOAINTL. This is a shared general form and may contain information previously populated if employee had a student record. 1. In the Go To field, enter the International Information Form, GOAINTL, and then press Enter. 20 v3.0 APR15
2. In the ID field, enter the person s ID (CXXXXXXXX) or click the drop down arrow and select List for Person (SOAIDEN) to perform a query, and then select the person. 21 v3.0 APR15
3. Perform a Next Block function. 4. On the Visa tab, in the Visa Type field, enter or select the appropriate Visa Type from the drop down list. If the Visa Type field is already populated, review the information and compare to the source documents. Perform an Insert Record function if an additional visa needs to be entered. 5. In the Visa Number field, enter the employee s visa number. 6. In the Nation of Issue field, enter or select the appropriate nation for the employee from the drop down list. 7. In the Port of Entry field, enter or select the appropriate port from the drop down list. 8. In the Date Issued field, enter the date the visa was issued. 9. Perform a Save function. 10. Click the Passport tab. 11. On the Passport tab, in the Number field, enter the passport number. 22 v3.0 APR15
12. In the Nation of Issue field, enter or select the appropriate nation for the employee from the drop down list. 13. In the Expiration Date field, enter the expiration date of the passport. 14. In the Alien Registration Number field, enter the alien registration number. 15. Perform a Save function. 16. Click the Nationality tab. 23 v3.0 APR15
17. On the Nationality tab, in the Nation of Birth field, enter or select the nation of birth from the drop down list. 18. In the Nation of Citizen field, enter or select the nation from the drop down list. 19. Perform a Save function. 20. Perform an Exit function. 24 v3.0 APR15
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Initial Setup of Required Benefits/Deductions (Including Taxes) for New Employee - PDABDSU 1. In the Go To field, enter the Employee Benefit/Deduction Set Up Form, PDABDSU, and then press Enter. 26 v3.0 APR15
2. In the ID field, enter the employee s ID (CXXXXXXXX) or click the drop down arrow and select List for Employee (POIIDEN) to perform a query, and then select the employee. 27 v3.0 APR15
3. In the Default Begin Date field, enter the effective date of the benefit/deduction. This should match the Seniority Date on PEAEMPL for full-time benefitseligible employees and the Current Hire Date for part-time non-benefits eligible employees. 4. Perform a Next Block function. 5. All the benefits/deductions the employee is eligible for will appear on this form. Only the required benefits/deductions are setup at this time from the following: 30B Basic Life Insurance ER Paid (Full-Time Employees Only) 350 Imputed Life Taxable (Full-Time Employees Only) F01 FICA Tax F02 Medicare Tax FT1 Federal Withholding Tax 6. Perform a Next Block function. 7. The required benefits/deductions selected in the previous block will appear in the Setup Benefits/Deductions Information block. Perform a Save function. From the Menu Bar, choose Options, and select View Detailed Benefits or Deductions [PDADEDN]. From the Employee Benefit/Deduction Form, PDADEDN, in the Deduction field, enter 30B. Perform a Next Block function twice. 28 v3.0 APR15
In the Reference field, enter the same date as displayed in the Effective Date field in DD-MMM-YY format. Perform a Save function. Perform an Exit function. 8. Perform an Exit function. 29 v3.0 APR15
Web Services for Faculty - SIAINST Full-Time Faculty, Adjunct Faculty and Advisors require access to Web for Faculty to perform required job responsibilities. This is maintained on the Faculty/Advisor Information Form, SIAINST. Activating Web Services 1. In the Go To field, enter the Faculty/Advisor Information Form, SIAINST, and then press Enter. 30 v3.0 APR15
2. In the ID field, enter the person s ID (CXXXXXXXX) or click the drop down arrow and select Person Search to perform a query, and then select the person. 31 v3.0 APR15
3. In the Term field, enter or select the effective term of employment from the drop down list. 32 v3.0 APR15
4. Perform a Next Block function. 5. In the Status field, enter AC for Active. 6. The Status Date field will default to the current date. Do Not Change. 7. If the faculty member is full-time, check the Faculty and Advisor boxes. If the faculty member is adjunct, check the Faculty box. 8. There may be non-faculty employees who need to also have the advising access. Check the Advisor box, and then in the Category field, enter one of the following categories as appropriate: STAD Student Advisor (if primary job) ADVS Advisory Duties (non-primary job) 9. Perform a Save function. 33 v3.0 APR15
10. From the Menu Bar, choose Options, and then select Faculty Attributes and Comments. 34 v3.0 APR15
11. In the Code field, enter the regional site location i.e., A2, C1, K2, etc Additional regional site locations may be entered if a faculty is teaching at multiple regions. 12. Perform a Save function. 13. Perform an Exit function. 35 v3.0 APR15
Updating/Terminating Web Services If the employee s job responsibilities now require the faculty and advising role, complete the Activating Web Services SIAINST instructions in this workbook. If the employee is terminating employment with the College or if the employee s position changes and they no longer have faculty or advising responsibilities, web services must be inactivated by completing the following. 1. In the Go To field, enter the Faculty/Advisor Information Form, SIAINST, and then press Enter. 36 v3.0 APR15
2. In the ID field, enter the person s ID (CXXXXXXXX) or click the drop down arrow and select Person Search to perform a query, and then select the person. 37 v3.0 APR15
3. In the Term field, enter or select the current term from the drop down list. 38 v3.0 APR15
4. Perform a Next Block function. 5. In the Status field, enter or select IN for Inactive. 6. The Status Date field defaults to the current date. 7. Uncheck the Faculty and/or Advisor boxes. 8. Perform a Save function. 9. Perform an Exit function. 39 v3.0 APR15
Viewing Leave Information PEALEAV The Employee Leave Balances Form, PEALEAV is used to view balances for sick, vacation, and faculty release time. This form is also used to view other types of leave taken (e.g., bereavement, military, jury, etc.). 1. In the Go To field, enter the Employee Leave Balances Form, PEALEAV, and then press Enter. 40 v3.0 APR15
2. In the ID field, enter the employee s ID (CXXXXXXXX) or click the drop down arrow and select List for Employee (POIIDEN) to perform a query, and then select the employee. 3. Perform a Next Block function. 41 v3.0 APR15
The following list provides definitions of all fields displayed: Leave Code Type of leave. CHAR Charitable Service FNRL Bereavement FR9M Faculty Release 9 Month FRSU Faculty Release Summer JURY Jury Duty MLTY Military OVRG Time Without Pay SICK Sick VACA Vacation Date Available Benefits Eligible Date (matches Seniority Date from PEAEMPL) Day or Hour Always H (Hour) Begin Balance Reflects the balance of accrued leave time at the beginning of each calendar year. A new hire will have a beginning balance of zero (0) until the beginning of the next calendar year. Accrued Leave accrued for the current calendar year. Resets to zero (0) at the beginning of each calendar year. Taken Leave taken for the current calendar year. Resets to zero (0) at the beginning of each calendar year. Current Available A calculated field of Begin Balance plus Accrued minus Taken. Banked Not used by Ivy Tech. Change Reason Displays the entered reason for a manual change or a Banner process. 4. Use the Scroll Bar to locate the appropriate leave code. 5. Perform an Exit function. 42 v3.0 APR15
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Viewing Employee History - PEIEHIS The Employee History Form, PEIEHIS displays historical data from the Employee Form, PEAEMPL. It maintains history on employee class, leave and benefit categories, home organization, service dates and termination dates and reasons. 1. In the Go To field, enter the Employee History Form, PEIEHIS, and then press Enter. 44 v3.0 APR15
2. In the ID field, enter the employee s ID (CXXXXXXXX) or click the drop down arrow and select List for Employee (POIIDEN) to perform a query, and then select the employee. 45 v3.0 APR15
3. Perform a Next Block function. 4. A list of changes will be displayed. Use the scroll bar at the bottom right of the form to view additional fields. 5. Perform an Exit function. 46 v3.0 APR15
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Viewing Employee Leave History - PEILHIS The Employee Leave History Form, PEILHIS displays the leave history for a specified employee. It includes changes made to an employee s leave records on the Employee Leave Balances Form, PEALEAV and during payroll processing. Data displayed includes leave code, effective date, hours accrued, hours taken, date available, change reason, and ID of the user who made the change. 1. In the Go To field, enter the Employee Leave History Form, PEILHIS, and then press Enter. 48 v3.0 APR15
2. In the ID field, enter the employee s ID (CXXXXXXXX) or click the drop down arrow to perform a query, and then select the employee. 49 v3.0 APR15
Note: The Position and Suffix fields will be blank. 3. Perform a Next Block function. Use the Scroll Bar to view history for all leave codes. 4. A query can be performed on any field except Current Available to see specific records. 5. Perform an Exit function. 50 v3.0 APR15
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Viewing Pay History Leave Accruals - PHIACCR The Pay History Leave Accruals Form, PHIACCR displays current leave accrued and current leave taken by employee for a specified payroll. The accrual and leave taken information can be viewed on this form anytime after the Leave Accrual/Taken Process, PHPLEAV has been run during the payroll process for the specific payroll. 1. In the Go To field, enter the Pay History Leave Accruals Form, PHIACCR, and then press Enter. 52 v3.0 APR15
2. In the ID field, enter the employee s ID (CXXXXXXXX) or click the drop down arrow and select List for Employee (POIIDEN) to perform a query, and then select the employee. 53 v3.0 APR15
3. In the Year field, enter the calendar year (YYYY). 4. In the Payroll ID field, enter either BW for Bi-Weekly or SM for Semi-Monthly, as appropriate to the employee for the specific payroll. 5. In the Payroll Number field, select the payroll number from the drop down list. The Begin Date, End Date and Check Date fields will auto-populate on form. 6. Perform a Next Block function. The Leave Code, Description, Current Accrued and Current Taken fields will be displayed. 7. To view information for another pay period, perform a Roll Back function and repeat Steps 3-6. 8. Perform an Exit function. 54 v3.0 APR15
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Employee Performance Reviews - PEAREVW The Employee Review Form, PEAREVW, is used to track completion of probationary and annual employee performance evaluations and performance improvement plans in Banner. A custom report, PZRREVW, will be sent to e-print for review and monitoring. 1. In the Go To field, enter the Employee Review Form, PEAREVW, and then press Enter. 56 v3.0 APR15
2. In the ID field, enter the ID (CXXXXXXXX) of the employee. 3. Perform a Next Block function. 4. In the Review Type field, enter or select the type of review (AN Annual; PR Probationary). If entering a new review record, proceed to Step 5. If updating an existing review record proceed to Step 8. 5. In the Due Date field, enter the due date for this review (no later than June 30 for Annual). 6. Perform a Save function. 7. To enter another employee, perform a Rollback function and repeat Steps 2 6, or perform an Exit function. 8. For completed reviews, check the Completed box. 9. In the Completed Date field, enter the date this review was completed. 10. In the Rating field enter the code PIP for those who are on a Performance Improvement Plan as a result of their evaluation. 11. In the Reviewer ID field, enter or select the ID (CXXXXXXXX) of the supervisor that completed the review. 57 v3.0 APR15
12. Perform a Save function. 13. To enter another employee, perform a Rollback function and repeat Steps 8 12, or perform an Exit function. 58 v3.0 APR15