FastFacts Feature Presentation

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FastFactsFeature Presentation

• December 11th, 2008

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Todays Topic

• Well be taking a look at
• The Enhanced Bonus/Supplemental Pay ISR form

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Todays Presenter

• David LevySr. ERP Business Analyst

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Session Segments

• Presentation
• Dave will be showing us the Enhanced
  Bonus/Supplemental Pay ISR form and demonstrating
  how to fill out this form.
• During Daves presentation, your phone will be
  muted.
• QA
• After the presentation, well hold a QA session.
  
• Well open up the phone lines, and youll be able
  to ask questions.
• Dave will answer as many of your questions as
  time allows.

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Contact Us

• If you would like to submit a question during the
  presentation or if youre having technical
  difficulties, you can email us at
  fastfacts_at_jhu.edu
• You can also send us an instant message!
• GoogleTalk HopkinsFastFacts_at_gmail.com
• AOL Instant Messenger HopkinsFastFacts
• MSN FastFacts_at_jhu.edu

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Survey

• Survey
• At the end of this FastFacts session, well ask
  you to complete a short survey.
• Your honest comments will help us to enhance and
  improve future FastFacts sessions.

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The Enhanced Bonus/Supplemental Pay ISR Form
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Agenda

• Today, well be taking a look at
• General information on the Enhanced
  Bonus/Supplemental Pay ISR form
• Advantages of the new Bonus/Supplemental Pay ISR
  form
• Filling out the Enhanced Bonus/Supplemental Pay
  ISR form
• Validations
• Student processing
• The ISR Report

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General Information
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Advantages of the Form

• A more intuitive layout.
• The ability to enter multiple bonuses or
  supplemental payments on one form.
• This also allows a bonus/supplement to be split
  between 2 or more cost objects.
• The ability to initiate an ISR for a student
  anywhere within JHU.
• Only presenting wage types that are eligible for
  the employees personnel area.
• Additional validations to ensure the proper data
  is being sent to HR Shared Services
• The ability to process salary adjustments for JHU
  semi-paid employees.

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Filling Out the Form
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Filling out the Form

• This section shows a Bonus/Supplemental Pay ISR
  being filled out for a semi-monthly paid
  non-exempt employee.
• Differences in how the form appears depending on
  the type of employee. For bi-weekly paid, weekly
  paid and semi-monthly paid exempt employees some
  sections will be grayed out so they cannot be
  filled in.

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Getting to the ISR
Go into the Internal Service Request (ISR)
transaction and select the Bonus/Supplemental
Pay ISR for your action.
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Entering Information
Step 2 - Click Create ISR or hit F5 on your
keyboard.
Step 1 - Enter a Begin Date and a personnel
number (employee).
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Filling out the Bonus/Supplemental Pay ISR form
This section of the screen has not changed from
the previous version of the Bonus/Supplemental
Pay ISR. Please note the information shown in
this sample header section is not real data.
Fill in the Approver 1 and Approver 2 fields the
same way you always have.
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Filling out the Bonus/Supplemental Pay ISR (cont)
The new form contains a large amount of helpful
information. Please be sure to look at these
notes and refer to them when needed.
This section of the form is to be used for any
One Time Payments.
Each section allows up to five lines of data to
be entered
The only way to see the text for the wage type is
to click the dropdown button in the wage type
field and view the list.
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Filling out the Bonus/Supplemental Pay ISR (cont)
This section of the form is to be used for any
Recurring Payments
An end date must always be entered when filling
out this section. The end date should be the
last day of a pay period.
Any line can be deleted by highlighting it and
clicking this button.
Sponsored internal orders will only be allowed
for specific wage types in this section
The subtotal for all lines entered will be
automatically populated after hitting the enter
key.
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Filling out the Bonus/Supplemental Pay ISR (cont)
This section of the form is to be used to pay
Standard Overtime for semi-monthly paid
non-exempt employees. This section will be
grayed out for any other type of employee.
The OT Pay Subtotal will be automatically
calculated using the rate in the employees
record that is active as of the begin date of
this form.
The begin date of the ISR must match the first
Week Ending Date.
The Hours Subtotal and Total OT Pay will be
filled in after completing this section and
hitting enter.
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Filling out the Bonus/Supplemental Pay ISR (cont)
This section of the form is to be used to pay
premium overtime for semi-monthly paid non-exempt
employees. This section will be grayed out for
any other type of employee.
The OT Rate shown is calculated based on the
employees hourly rate times 1.5 as of the begin
date of the ISR.
The OT Pay Subtotal is calculated using the OT
Rate unless it is overwritten by Rate in Effect.
Rate in Effect should only be used in specific
situations to be determined by compensation.
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Filling out the Bonus/Supplemental Pay ISR (cont)
This section of the form is to be used for Salary
Adjustments on semi-monthly paid employees. This
section will be grayed out for any other type of
employee.
A salary adjustment cannot be entered if any
other sections on this form have been filled out.
The comments section of the form should only be
used to provide relevant information to the
approver. In the future this form will auto
update and therefore any comments will not be
seen by HR Shared Services.
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Validations
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Validations

• A number of validations have been added to this
  form to help ensure that the information being
  sent to Human Resources Shared Services (HRSS) is
  accurate and valid.
• As with other ISRs, some validations are hard
  errors that will keep you from initiating the
  form and are denoted by this symbol . Others
  are warnings that can be bypassed if they need to
  be and are denoted by this symbol .
• Some validations are enacted by hitting Enter
  while others are enacted by hitting Save.
• The validations shown on the following pages
  represent most but not all validations on the
  form.

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Validations (cont.)
Approver 2 Validation
This validation checks the Approver 2 matrix. If
the type of employee entered requires an Approver
2 and none was entered this error message will be
given.
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Validations (cont.)
Retroactive Wage Type validation
In this example, the wage type selected is a flat
tax or gross up wage type and does not allow
retroactive processing.
This message will come up as a warning for the
approver
Recurring Payment Eligible for Sponsored Order
Validation
In this example, the wage type selected does not
allow a sponsored order to be entered for a
recurring payment.
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Validations (cont.)
Active Sponsored Internal Order Validation
In this example, an inactive sponsored internal
order was chosen.
Recurring Payment Eligible for Sponsored Order
Validation
In this example, the grant associated with the
sponsored internal order that was entered is not
valid for the dates selected.
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Validations (cont.)
In this example, the Hours field was left blank
in Standard OT section.
Missing Information Validation
In any section, all fields other than Business
Area must be completed if any fields on that line
are completed. Please note that Fund will be
filled in automatically unless there is no fund
or more than one fund associated with the Cost
Object.
In this example, the cost object number entered
has no fund or more than one fund associated with
it.
Fund Validation
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Validations (cont.)
Invalid Wage Type Validation
In this example, a wage type was manually entered
that is not allowable for the employees
Personnel Area.
Standard/Premium Overtime Week ending Date
Validation
In this example, the week ending date entered was
not a Sunday.
Please note that clicking on the dropdown button
in the Week Ending Date field will bring up a
calendar.
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Student Processing
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Student Processing

• New feature - added to the Bonus/Supplemental Pay
  ISR is the ability for any JHU ISR Initiator to
  initiate the form for any JHU student employee
  regardless of the students organizational unit.
  
• This will eliminate the need for a department to
  create a new position just to pay a student a one
  time payment.
• The selection of the Approver 1 for these ISRs
  will be based on the initiator instead of the
  employee.

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Student Processing (Cont)

• Even though the initiator can initiate an ISR for
  these students, they will not be able to view the
  students record using PA20.
• Important to make sure you are processing the ISR
  for the correct personnel number.
• There will be a new employee directory
  transaction released shortly that will assist
  with this.
• In the meantime, if necessary, please ask the
  student employee for their personnel number or
  contact their primary supervisor.

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The ISR Report
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The ISR Report

• The ISR Report is initiated the same way it was
  in past.
• The ISR Report for Bonus/Supplemental Pay ISRs
  will show all entries made on the form.

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The ISR Report (cont)
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Conclusion

• New format of the Bonus/Supplemental form will
  make it more intuitive than the previous version.
• Additional functionality of the form should allow
  more accurate and efficient processing for
  bonuses, supplemental payments and salary
  adjustments.
• The ability to initiate ISRs for students outside
  of your organizational unit at JHU will
  streamline the process for paying students for
  small projects.
• Overall, we hope that all of the enhancements to
  the Bonus/Supplemental Pay ISR will make
  processing these types of payments easier than
  before.

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QA

• Were going to open the phone lines now!
• There will be a slight pause, and then a recorded
  voice will provide instructions on how to ask
  questions over this conference call line.
• Well be answering questions in the order that we
  receive them.
• Well also be answering the questions that were
  emailed to us during the presentation.
• If theres a question that we cant answer, well
  do some research after this session, and then
  email the answer to all participants.

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Thank You!

• Thank you for participating!
• We would love to hear from you.
• Are there certain topics that you would like us
  to cover in future FastFacts sessions?
• Would you like to be a FastFacts presenter?
• Please email us at fastfacts_at_jhu.edu

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Survey

• Before we close, please take the time to complete
  a short survey.
• Your feedback will help us as we plan future
  FastFacts sessions.
• Click this link to access the survey
  http//connect.johnshopkins.edu/fastfactssurvey/
• Thanks again!