Job Aid
Contents Action Screen (IT000)... 2 Additional Payments (IT0015)... 2 Additional Tax Data (IT0464)... 3 Addresses (IT0006)... 3 Appointment Detail (IT9009)... 3 Bank Details (IT0009)... 4 Basic Pay (IT0008)... 4 Compensation for Leave (IT0083)... 4 Contract Elements (IT0016)... 4 Cost Distribution (IT0027)... 5 Date Specifications (IT0041)... 5 Federal Tax (IT0463)... 6 Health Sciences (IT9025)... 6 Leave Entitlement (IT0005)... 6 Membership Fees (IT0057)... 6 Monitoring of Tasks (IT0019)... 7 Organizational Assignment (IT0001)... 8 Other University Appointments (IT9031)... 8 Personal Data (IT0002)... 8 Personnel Actions... 9 Planned Working Time (IT0007)... 9 Provincial Tax (IT0462)... 10 Recurring Payments (IT0014)... 10 Residence/Student ID (IT0094)... 11 Tax Assignment (IT0461)... 12 INFOTYPE - 1
Action Screen (IT000) Business processes within Human Resources, for example, hiring a new employee, can be simplified by using what is known as Actions. Actions combine related infotypes into infotype groups. Personnel Action Action Type such as Hiring New Hire will be proposed based on the selection from the previous Personnel Actions screen. The Reason for Action is also stored here such as Accept Employment Elsewhere in the case of the Termination Event. Status The employment status will also default, such as Active in the Hiring Event. This field may change depending on the event selected in the previous Personnel Actions screen, for example, Withdrawn in the case of the Termination or Deactivation Action. Organizational Assignment In addition to this, information is stored on the employee s Personnel Area, the Employee Group and Employee Subgroup in the Actions (0000). By entering the position number in the position field, the employee s Personnel Area, the Employee Group and Employee Subgroup will default. Additional Payments (IT0015) Additional Payments represent additional T4/T4A non-recurring payments and deductions (other income such as one time only payments) in the case of an appointed staff member or additional payments or one time only T4/T4A payments, such as Guest Lecturer, to a nonappointed or casual staff member. The infotype Additional Payments (0015) is subdivided into different subtypes. Each subtype represents a wage type. By using the possible entry function, the possible wage types can be viewed and selected. Additional Payments In the field Wage Type, a Wage Type must be entered that is to be paid or deducted. In conjunction with the Wage Type an Amount or Number/Unit must be maintained in order to comply with 1997 Employment Insurance Regulations requiring that all hours worked be recorded. The system will check the combination entered. The currency is proposed as default on the basis of the company code. In the case of a T4A payment, hours worked need not be entered, as no deductions from source is applicable for this type of income. The fields Start and To are replaced by the field Date of Origin. The system determines INFOTYPE - 2
the validity period on the basis of the payroll period in which the date origin occurs. Enter the effective date of the payment in the Date of Origin field. In the infotype Additional Payments (0015) a cost assignment can be entered. This means that additional payments can be assigned to individual objects within cost accounting. Using the Cost Assignment function button on the screen, a cost center can be entered. Additional Tax Data (IT0464) Additional Tax Data (Infotype 0464) stores business number, province of employment and various deduction fields for exemption. Addresses (IT0006) This infotype stores information on the employee s address and telephone number. An Address Type specifies which address this information relates to, such as, Address Type 1 - for the Permanent Address Address Type 7 for the Physical Location address. The Address infotype stores different types of addresses such as: Permanent residence Physical Location Payroll Statement Address Official Tax Address Note: The default address that will be used for appointed employee correspondence, such as pay statement, will always be the Campus Address. If the appointed employee wishes to have correspondence sent to another location within the University campus, the Physical Location may be used. If the employee is non-appointed then the Permanent address is used. Address Abroad There are many different entry screens for the individual country versions for the infotype Addresses (0006). To enter a Foreign Address for the employee, the function Foreign address must be used. Appointment Detail (IT9009) The Appointment Detail (9009) contains details of the employee s position, Cost/Fund center Fund and Order information. This infotype also contains information on the employee s Annual salary. This infotype is used to track the progression of the employee s salary and to calculate salary reserves. INFOTYPE - 3
Bank Details (IT0009) In the infotype Bank Details (0009), the payee of the net pay and the employee s bank account data are stored. The payee s name will default from the Personal Data (0002) infotype. Bank Type This field should always display the Bank Type of Main Bank and should not be changed. Bank Details When the Bank Key or Transit Number is entered, the name of the Bank will appear. The only information that should be entered on this infotype is the Bank Key/Bank Account. Basic Pay (IT0008) The infotype Basic Pay (0008) stores the employee s basic pay data. Pay Scale The Pay Scale Type (i.e. Administrative/Conf.) and Pay Scale Area (i.e. Salaried) will be proposed as defaults. These fields should not be changed. Wage Types When a record is created, the Wage Types will be proposed such as 0110 Regular Salary/Basic Pay. When the employee s Annual Salary is entered, the monthly salary will automatically be calculated. Compensation for Leave (IT0083) Infotype Compensation for leave (0083) is used to bring forward any vacation entitlement that was updated on infotype 0005. This contains information that imports and processes the infotype in payroll accounting. From field must always be the last working day the employee will be working. Remaining leave must be clicked to bring in the vacation entitlement from infotype 0005. This should only be click after the From field has been entered. Leave type, Leave year and Number will automatically default do not change. Contract Elements (IT0016) In the infotype Contract Elements, the data related to the employee s contract of employment is entered. INFOTYPE - 4
Contractual Regulations By using the Contract Type the contract of employment in accordance with the planned duration of the work relationship is specified. For example, an appointed staff member could have a contract type of Annual, C.L.T.A., Continuing, Sessional or Term. For all contract types except Continuing appointments, the Valid Until field must be completed. Payment Periods during Illness The field Continued Pay specifies the duration of continued pay in the case of illness. For example, an appointed employee may be entitled to up to 15 weeks paid sick leave. Deadlines Here the length of probationary periods as per policy and collective agreements, the Notice Period EE/ER. Note: The Probationary Period and Notice Period EE/ER will default based on the entries made in the previous Personnel Area, Employee Group and Employee Group fields. The default entries can be changed if necessary. Cost Distribution (IT0027) In the infotype Cost Distribution (0027), costs for an employee can be distributed to different cost centers/fund centers/ funds or orders. Subtypes are used to differentiate between costs that have been distributed. For example, the standard subtype for the HRIS implementation will be Subtype 01: Wage/Salary. Cost Distribution By making an entry in the field Cost Distribution it will be determined which costs the cost distribution is referring to. The cost distribution is determined by entering a Percentage, Cost Center, Internal Order (if applicable), Funds Center, Fund (if applicable), Business Area and Company Code in the lines that are numbered consecutively in the system. Note: The company codes, controlling areas and the cost centers must already be set up before the record on the infotype Cost Distribution can be created. Date Specifications (IT0041) In the infotype Date Specifications (0041) key dates in the employee s employment history are recorded, such as Employment Date and Seniority Date. Dates that are stored on this screen may be included in various Human Resources and Payroll reports and specific Date Types are also be used in the production of the Record of INFOTYPE - 5
Employment. Date Specifications Both a Date Type and Date must be entered together on this screen or leave the fields empty. Federal Tax (IT0463) Federal Tax (Infotype 0463) stores business number and the total credit amount for Federal taxes and additional taxes Health Sciences (IT9025) The infotype Health Sciences is where the data that is used in Statistics Canada (Stats Can) reporting is stored. This includes information such as University Appointments, Hospital Appointment, Committees, Medical Specialty and Fellowship Certification. Leave Entitlement (IT0005) This infotype stores information on an employee s vacation and Family/Floating days leave entitlement This infotype is created to updated leave entitlement for vacation payout at the time of termination. It can also be created to set up the number of Family/ Floating Days the employee is entitled to in accordance with the Collective Agreement or Policy in which the person belongs. Each time a Family/Floating day is recorded as being taken, the absence will deduct off the total entitlement and display the balance remaining. Family/Floating Days are not to be carried forward. If you are keeping track of Family/Floating days then they must be set up each entitlement year. Membership Fees (IT0057) In the infotype Membership Fees (0057) membership fees for each employee, if applicable, will be recorded. The Membership Fees represent the employee s belonging to a specific union and must therefore pay union dues, such as CUPE 3261 or memberships to sports clubs such as the Joint Membership plan. This infotype is created in the background while processing the Hiring Event. Even though this screen is created in the background, it can still INFOTYPE - 6
be displayed to verify deductions as mentioned above. The data stored in this infotype will also be used in the gross to net payroll calculations. The Membership Fees that are stored on this infotype will be deducted from the employee s pay, as applicable. Payment Data This field stores the amount that is to be deducted from the employee s pay. Payee This field represents to whom the deductions will be remitted. For example, if the deduction is for a union dues deduction, the deduction will then be remitted to the appropriate union. Monitoring of Tasks (IT0019) In the infotype Monitoring of Tasks important dates can be entered on which action needs to be taken. For example, if a probationary period was entered on the previous Contract Elements screen (0016) for six months, the Monitoring of Tasks infotype will be proposed with a Date/Deadline Type of Probationary Period and a Date/Deadline of six months after the hiring date. Another example of a Date/Deadline Type is Expiry of Contract. A date must be entered in the Date/Deadline field. The status of the action to be taken can be recorded in the Processing Indicator field. This indicates whether the deadline is being processed or has been completed. In the case of a completed status, the match code will be deleted as should not be listed on Monitoring of Tasks reports. Reminder The information stored for the Reminder is entered using the Reminder Date and the Lead/Follow-up Time. The Reminder Date can be determined in three ways: The Reminder Date can be entered directly. If the operation indicator for the relevant Date/Deadline Type has the value Blank, then the Reminder Date cannot be after the actual Date/Deadline Type. If the operation indicator for the relevant Date/Deadline Type has the value + Plus, then the Reminder Date cannot be before the actual Date/Deadline Type. The respective date is proposed by the system in conjunction with the Date/Deadline Type and can be changed if necessary. The Lead/Follow-up Time in the form of a number and unit can be entered. For example, 6 Months and the Reminder Date will be calculated from these entries. INFOTYPE - 7
Organizational Assignment (IT0001) The Organizational Assignment (0001) contains details of the employee s integration into the company and personnel structure. This infotype also contains information that is of importance in authorization checks, cost distribution and for controlling payroll accounting. Enterprise Structure Here, the Company Code (U of T), Personnel Area (i.e. 0001 - Appointed) and Personnel Subarea (i.e. 0100 Academic) will default from the data number entered in the previous Actions (0000) infotype. These fields cannot be changed Personnel Structure The values for the fields Employee Group and Employee Subgroup are defaulted from the position number entered in infotype Actions (0000) screen. The value for the Payroll Area will also default, i.e. bi-weekly pay or monthly pay. These fields cannot be changed The Contract field must be entered to reflect the type of employment the employee holds, such as Full Time, Part Time or Temporary. Organizational Structure The Job Key and the Organizational Unit will also default in this area. The Organizational Unit and Organization Key reflects the department in which the position is assigned. The Percentage field will default to a value of 100%, but may be changed if necessary. Other University Appointments (IT9031) The infotype Other University Appointments, is where the data is stored for all other University Appointments that an employee can be attached to. This includes appointments such as Status Only and Non-Budgetary Appointments, Adjunct Appointments, Visiting Professor Appointments, Clinical Cross Appointment, Clinical (MD) Appointments, Emeritus/Emerita, Hospital Affiliation, Primary Academic Affiliation, Graduate Chair and Other Administration Academic. Personal Data (IT0002) The infotype Personal Data (0002) stores data to identify an employee. Note: The start date for the first record of the infotype Personal Data (0002) is determined from the employee s date of birth. INFOTYPE - 8
Name The first set of data defines the employee s name. It also includes information such as Form of Address, First Name, Middle Name, Middle Initials and Designation. If the employee's last name is of a hyphenated format, the complete hyphenated name should be included in the last name field. Also, if the employee wishes to have their full middle name included in correspondence, the middle name must be included in the Middle Name field. HR Data This section includes information such as Social Insurance Number, Date of Birth, Nationality (Citizenship) and Gender. Personnel Actions In HRIS, the different types of data for employees are stored in individual infotype records. Rather than accessing each infotype individually and entering data into them, the system can group together the most important infotypes into Personnel Actions and guide you through the processing of employee data. The Personnel Action function groups together infotypes to select a particular personnel procedure or business process such as hiring an employee, change of position, or termination. Each Personnel Action includes the infotypes that must be maintained to perform this particular personnel procedure and allows the infotypes to be maintained sequentially. This ensures that all data that is relevant to a particular business process is recorded in the system, e.g. it ensures that all the data that must be entered when hiring a new employee is entered during the Hiring Action. The Dynamic Event is contained within the Actions processes. A dynamic event will allow default data and screens to be created in the background, therefore again, decreasing the amount of data entry. For example, when hiring a unionized employee the system will recognize the appropriate personnel subarea, such as 2000 USW, and therefore create the correct union dues codes to be deducted in the background. Planned Working Time (IT0007) Here, an employee s planned working time is assigned by a work schedule in infotype 0007. This contains the time data relevant for planned working time. The Planned Working Time infotype must be maintained in order to comply with the Employment Insurance regulations of recording all hours worked for each employee. For INFOTYPE - 9
example, an administrative staff member is deemed to work 36.25 hours per week. Work Schedule Rule This section contains the name of the Work Schedule Rule to be used for the employee. This information will default from previous information entered on preceding screens. For example, if the employee is, for example, an administrative staff member, the Work Schedule Rule will default accordingly to ADMI for the regular work schedule as per Administrative Policy and ADMS for the summer schedule between July 1 Labour Day. The Time Management Status will also, default as per previous information entered. This status indicates how the employee s time will be evaluated. For example, a Time Management Status of 1 will determine that the employee s time data will be evaluated on the actual hours worked as in the case of an hourly paid employee (positive time recording). While a status of 9 will indicate the evaluation on planned working hours as in the case of an administrative employee be (negative time recording). Working Time This area of the infotype displays the Employment Percent, Daily Working Hours, Weekly Working Hours, Monthly Working Hours, Annual Working Hours and Weekly Working Days. For example, in the case of an administrative staff member, Employment Percent will display as 100%, Daily Working Hours as 7.25, Weekly Working Hours as 36.25, Monthly Working Hours as 157.08, Annual Working Hours as 1885.00 Weekly Working Days will display as 5.00. The Employment Percentage may be changed if necessary. If the Employment Percentage field is changed, the Part Time Employee Status indicator will appear and the system will adjust the daily, weekly, monthly and annual hours automatically. Provincial Tax (IT0462) Provincial Tax (Infotype 0462) stores business number and the total credit amount for Provincial taxes. Recurring Payments (IT0014) Recurring Payments and Deductions represent additional recurring payments and deductions (other income) in the case of an appointed staff member or recurring income and deductions, such as part time union dues, to a non-appointed or casual staff member. The infotype Recurring Payments and Deductions (0014) is subdivided into different subtypes. Each subtype represents a wage type. By using the possible entry function, the INFOTYPE - 10
possible wage types can be viewed and selected. Recurring Payments and Deductions In the field Wage Type, a Wage Type must be entered that is to be paid or deducted. In conjunction with the Wage Type an Amount or Number/Unit must be maintained in order to comply with 1997 Employment Insurance Regulations requiring that all hours worked be recorded. The system will check the combination that has been entered. The currency is proposed as default on the basis of the company code. In the case of appointed staff members receiving recurring stipend payments, EI hours are not required to be entered and can therefore, be left blank. In the infotype Recurring Payments and Deductions (0014) a cost assignment must entered. This means that recurring payments and deductions can be assigned to individual objects within cost accounting. Using the Cost Assignment function button on the screen, a cost center can be entered. Residence/Student ID (IT0094) Infotype Residence/Student ID - 0094 is used to record the employee s residence status, such as Canadian and also proof of age documents and identification numbers, such as Birth Certificate. This infotype is also used to store Student Numbers, Visa and Work Permit information. The infotype is divided into two parts: The personal identification information section, and The employment verification section (work permit) Personal Identification This section stores the information for personal identification. The only required field on this screen is the Residence Status. Two examples of this would be Canadian Citizen and Landed Immigrant. The ID Type field describes the type of documentation that has been provided in regards to proof of age. The Issuing Authority and ID Number is the number of the document provided by the employee to the company. The Date of Issue for personal identification field stores the date on which the personal identification document was issued to the employee. This date must be the same date or later than the employee s date of birth. For example, Issuing Authority - Province of Ontario, Date of Issue Sept. 24, 1962 (employee birth date Sept 1, 1962), and ID Number 12-34-567890. INFOTYPE - 11
The field Expiration Date is the date that the documentation provided by the employee expires. Most of the fields on this screen are free form except the fields that allow dates to be entered. These fields require the date to be entered in the date format. If an expiration date is entered, a Monitoring of Task Infotype (0019) screen will be proposed with an Expiry of Work Permit date. Employment Verification This section stores the information for employment verification. The Work Permit Type field stores the type of work permit. The Work Permit Number field stores the number of the document provided by the employee to establish work eligibility. The Date Issued and the Issuing Authority are also stored. The Expiration Date field stores the date on which the eligibility expires. This field should only be completed for those employees who are NOT citizens. Tax Assignment (IT0461) Tax Assignment (Infotype 0461) stores business number and employment jurisdiction data needed by Revenue Canada. The infotype consists of: Province of employment Employment jurisdiction Province of residence INFOTYPE - 12