Banner HR: Foundational Overview

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Banner HR Foundational Overview

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• Glossary

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University System of New HampshireBanner
HRFoundational Overview

• -a self-paced review-

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Purpose of the Overview

• The purpose of this self-paced review is to help
  you
• identify and define
• critical pieces
• of the
• Banner HR puzzle

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Banner HR Critical Pieces

• Data Confidentiality

• Security/Approvals

• Environment/Terminology

• Benefits/Position Management

• Employee Management

• Payroll Administration

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Banner HR Critical Pieces

• Data Confidentiality

• Security/Approvals

• Environment/Terminology

• Benefits/Position Management

• Employee Management

• Payroll Administration

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• DATA CONFIDENTIALITY

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Data Confidentiality

• All HR data is confidential
• USNH policy requires the protection of all HR
  data
• Employee privacy must always be respected
• HR data should be collected/processed in the
  least intrusive manner
• Sensitive data should only be shared when there
  is a legitimate need
• Banner HR data must be maintained in anaccurate,
  confidential, fair and secure manner
• Do not leave active Banner HR sessions
  unattended
• Secure all printed sensitive data

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• SECURITY/APPROVALS

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Security/Approvals

• Role based security
• Banner forms are grouped into security classes
• Security classes are grouped by user rolese.g.
  Payroll Roles - Distributed Time Entry and
  Approvals, Payroll General Inquiry and Payroll
  Labor Distribution
• Access is restricted by
• Assigned organization codes ORGN(s)
• Home Organization HORG
• Position Organization PORG
• Time Sheet Organization TSORG
• Assigned user role(s) e.g. HR Practitioner
• Users cannot access
• Banner forms outside their role
• Data for Organizations not assigned

Banner Forms
Security Classes
User Roles
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Security/Approvals

• Electronic Personnel Action Form NOAEPAF
  Approvals
• User access is restricted to assigned
  organizations
• Approvers are identified by the user when the
  EPAF is entered
• Default approvers can be defined by the user for
  each EPAF type
• Proxies for a users EPAF approval levels must be
  established in NTRPROX
• Payroll Time Entry PHATIME Approvals
• Two ways to approve PHATIME or PHADSUM
• User access is restricted to assigned Time Sheet
  Organizations TSORG
• Specific time entry proxies must be established
  by the user in NTRPROX prior to extracting and
  entering time (Options Time Entry Proxy
  Information)
• Status of approvals can be reviewed at any time
  after entry

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• ENVIRONMENT/TERMINOLOGY

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Environment/Terminology

• Single Banner Finance and HR database BPRD
• Single sign-on for both HR Finance systems
• Common validation tables
• Allows for synchronization of data
• Data standards must be followed to maintain data
  integrity
• Real time data entry and query
• No Fiscal Year restrictions
• Appointments Jobs continue from year to year
• Appointments only end if termination data has
  been entered
• Financial activity, including payroll expenses,
  tracked by FY

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Environment/Terminology

• Key Employee Management Terms
• Appointment Person Position Unique Suffix,
  a.k.a. JOB
• Part-Time/Full-Time/Casual - (hourly or exempt
  position with no benefits)
• Electronic Personnel Action Form EPAF - NOAEPAF
  transaction which creates or modifies NBAJOBS
  record (appointment) and/or PEAEMPL record
• Employee Class ECLS
• As coded on NBAJOBS record - Identifies payroll
  payment methods
• Default regular earnings or Defer pay for AY or
  PT Exempt Status appointments
• Default regular based on work schedules or
  Positive pay time reporting
• e.g. OS use H1 37.5 hr/wk H2 40 hr/wk
• As coded on employees PEAEMPL recordIdentifies
  the employee type (PAT, OS, AAUP, etc.) and
  associated benefits classification
• ExemptAY Faculty, Fiscal Faculty, Academic
  Administrators, PAT, Cooperative Extension
  Educators, PT Lectures, Graduate Appointments,
  etc
• Home ORGN (HORG)
• As found on PEAEMPL- Identifies organization to
  which the employee belongs

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Environment/Terminology

• Key Payroll Administration Terms
• Distribution ORGN Determines address type to
  use to send check
• (permanent, campus, alternate)
• Labor Distribution Accounting string(s) used to
  support the employee expense
• Pay ID Identifies bi-weekly schedule used for
  payroll Salary B1, Labor B2
• Pay No Bi-weekly payroll number 1 26, 27
• Timesheet ORGN TSORG Organization responsible
  for PHATIME time entry
• Key Position Management Terms
• Position Budget needed to fund the position
  for the specified period of time, Fiscal Year
• Position Class PCLS Code that identifies the
  employee classification
• (e.g. Senior Administrative Assistant, Research
  Scientist I, Food Service Worker II, etc.
• Position FTE The positions percent time
  compared to the Full Time Equivalent (FTE)
• Position ORGN Organization responsible for
  administering this position
• Key Benefit Administration Terms
• Benefit Category (BCAT) Level of benefits for
  which the employee is eligible
• Leave Category (LCAT) Leave benefit for which
  the employee is eligible

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Environment/Terminology

• Key Data Forms
• PPAIDEN (Bio/demographics for an individual)
• PEAEMPL (Employees relationship to USNH)
• NBAPOSN (Position definition)
• NBAPBUD (Position budgeting)
• NBAJOBS (Appointment/job details)
• PTRCALN (Payroll Calendar)
• PDADEDN (Deductions and taxes)
• Key Transaction Forms
• NOAEPAF (Used to manage employee appointment
  job information)
• NWACOMP (Used by USNH status staff to process
  salary changes)
• PHATIME (Used for payroll time entry)
• PHADSUM (Used to approve PHATIME)

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• POSITION MANAGEMENT

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Position Management

• Position
• Every appointment JOB must be associated with
  an active position (NBAPOSN NBAPBUD)
• Position Types
• Single one position - one individual e.g. USNH
  Chancellor
• Pooled one position - multiple individuals
• e.g. College Work Study
• Pooled positions are used for budgeting
  Part-Time/Full-Time/Casual labor including
  students
• Position Definition
• Characteristics associated with a position
• Classification (PCLS)
• Classified Title
• Employee Class (ECLS)
• Work schedules
• Salary groups, grades and tables

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Position Management

• Position Number
• Six character code
• First 2 character positions defined by USNH
• e.g. UB3408, YB0030, PB0027

Character 1 Character 2 Characters 3 - 6
USNH Campus Code USNH Position Category Defined by each campus
EXAMPLES U UNH K KSC P PSC C CLL Y System EXAMPLES B Status N Part-Time/Full-time/Casual Z Budget Only EXAMPLES OF EXCEPTIONS EC Earn code CI Continuing Increase AV Appointment Variance Budget Only Positions where last 2 characters are reserved for grouping
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• BENEFITS ADMINISTRATION

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Benefits Administration

• Benefits Administration
• Employee Form (PEAEMPL)
• Contains an employees terms of employment.
• Employee Class (ECLS)
• Code on PEAEMPL identifies the employee type
  (PAT, OS, AAUP, etc.)
• Represents the benefit category established for
  the employee type in question.
• Benefit Categories (BCAT)
• BCAT codes represent a set of deductions
• Each employee is assigned a benefit category.
• Other Resources
• Ability to code benefits in advance with future
  effective dated records
• Benefit/Deduction History available for each
  employees benefit selections by year and/or
  deduction

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• EMPLOYEE MANAGEMENT

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Employee Management
Electronic Personnel Action Forms EPAFs -
NOAEPAF

• EPAFs Streamline the Appointment Process
• Set of unique EPAFs of common HR function for
  each campus
• EPAF Approval Category designates HR function
  e.g. hire, terminate
• Fields are populated with default data to
  minimize data entry/errors
• EPAFs have required approvals which are managed
  electronically
• EPAF trappings identify common data errors
• EPAFs transactions can be tracked as they are
  processed
• Completed EPAFs
• Update PEAEMPL with info about the employees
  terms of appointment
• Update NBAJOBS with the employees appointment
• Do not alter position or position budget values
  on NBAPOSN or NBAPBUD therefore appointment
  activity may require manual budget or position
  adjustments
• EPAFs are used to adjust PEAEMPL and NBAJOBS
  records

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Employee Management
Sample EPAF Activities

• Hires
• Terminations
• Promotions, Transfers
• Demotions
• Part-Time/Full-Time/Casual Rate Changes
• Permanent Changes in Percent Time
• Temporary Changes in Percent Time
• Temporary Assignments(i.e., Temporary Upgrade)

• Changes in FTEBS
• Changes in FTE
• Changes in Pays per Year
• Changes in Hours per Pay
• Leaves of Absence
• Job Labor Distribution Changes
• JOBS/PEAEMPL Record Maintenance
• Changes to Default Earnings

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Forms to Review BEFORE Entering a Hire EPAF
NBIJLST Check to see if the person already has an
Active USNH job especially a job that uses the
same Position
JOB (Appointment) A JOB (record in NBAJOBS) is
the result of a completed EPAF and is identified
by a unique combination of ID 999999999 Positio
n UB0384 Suffix 00

• NBAJOBS
• Updated when the EPAF has been completed

NBAPBUDCheck to confirm position budget
information and Active status
NBAPOSN Check for position and Active status
PEAEMPL Check for an existing relationship
between the person and USNHUpdated when the EPAF
has been completed
PPAIDEN Check the information required to enter
an EPAF is correct First Name, Last Name, DOB,
Ethnicity, Gender, Citizenship, Campus and
Permanent Addresses
NOAEPAF Prior to entering an EPAF check PPAIDEN,
PEAEMPL, NBAPOSN, NBAPBUD and NBIJLSTThe process
of entering an EPAF draws information from
PPAIDEN, NBAPOSN, and NBAPBUD.Once completed the
EPAF transaction updates PEAEMPL and NBAJOBS.
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Employee Management
Completed Hire EPAF
JOB (Appointment) A JOB (record in NBAJOBS) is
the result of a completed Hire EPAF and is
identified by a unique combination of ID
999999999 Position UB0384 Suffix 00

• NBAJOBS
• Updated when the EPAF has been completed

PEAEMPL Check for an existing relationship
between the person and USNHUpdated when the EPAF
has been completed
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Employee Management
What is a JOB?
Congratulations!you have a JOB as seen
onNBAJOBSorNBIJLST
A JOBis a unique combination of
INDIVIDUALs ID
POSITION AA
SUFFIX 00-ZZ
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• PAYROLL ADMINISTRATION

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Payroll Administration

• USNH Pay Processing
• Employee Class ECLS
• As provided on NBAJOBS record determines pay
  processing rules and payment method to be used
  for the employee
• Bi-weekly pay cycle
• Pay periods run from Saturday Week 1 (begin date)
  to Friday Week 2 (end date)
• Salary Payroll PAYID B1 paid on pay period
  end date
• Labor Payroll PAYID B2 paid 1 week after pay
  period end date
• Labor Time Entry
• B2 Time Entry is open on the pay period begin
  date and normally closes on the Monday following
  the pay period end date (controlled by PTRCALN)
• NBAJOBS labor distribution defaults to Payroll
• Past expenses may be reallocated by submitting a
  DCN to USNH Payroll Office via electronic
  spreadsheet or by entry via PHAREDS if delegated
  responsibility

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Payroll Administration

• Payment Methods

Employee Class NBAJOBS ECLS Payment Method
Status Exempt Part-Time/Full-Time/Casual Exempt P1, B1, E1, F2, F4 CE, DE, JE, F6, F7, F8, F8, KE Default Regular Earnings Defer Pay (Spread Pay) available for AY or PT Status Exempt No PHATIME entry is required
Operating Staff H1, H2 Default Regular Earnings based on position work schedule Shift premium/weekend premium determined by work schedule USNH policy provides Overtime when an employee works more than 8 hours per day unless employee has overtime waiver Additional time entry requires for additional hours worked, retro hours, voluntary dock, etc.
Hourly Student Hourly College Work Study CH, DH, JH SH SW, SX Positive Pay for Hourly, Student Hourly and CWS Employees Hours worked daily are entered each pay period for each eligible earn code (regular hrs, overtime, shift premium, etc.) Time entry required NO entry NO pay
Operating Staff Hourly Student Hourly College Work Study H1, H2 CH, DH, JH SH SW, SX Third-Party Feeds to Payroll Kronos and FAMIS Systems All time captured in 3rd Party System
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Payroll Administration

• Partial Exception to default regular pay
• UNH staff not part of positive pay
  pilot(additional hours worked, callback,
  stand-by, voluntary dock pay, etc.)
• Full Exception Processing
• KSC, PSC, GSC, and System employees and UNH
  Positive Pay Pilot employees
• Reflects changes to the normal work schedule
  impacting pay amount (additional hours worked,
  call back, stand-by, voluntary dock pay, etc.)
• Maintains on-line leave balances
  (ET/vacation/sick leave use, etc.)
• Positive Pay Pilot
• Time defaults to employees PHATIME record and
  entry performed to represent actual work
  performed (e.g. regular, additional hours,
  callback, ET, voluntary dock, etc.)

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Payroll Administration

• Payroll Calendar PTRCALN
• Manages the dates/times associated withpayroll
  processes
• Accessible to members of the USNHpayroll
  community
• Maintained by USNH Payroll
• Controls Time Data Entry window
• Calendar Year vs. Fiscal Year FY
• Payroll processed by Calendar Year Jan 1 Dec
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• Financial activity tracked by Fiscal Year Jul 1
  Jun 30
• Payroll has No Fiscal Year Restrictions
• Appointments JOBs carry forward year to year
  with no Fiscal Year limitations
• Labor distributions dont end at the Fiscal Year
  end

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Payroll Administration

• Example of Pay Period PP and data entry
  schedule
• Most current schedule is available in Banner
  through PTRCALN or online http//www.finadmin.unh
  .edu/controller/pr_forms.html

Pay Period PP Begin End Dates Entry End Date Entry Ends at Check Date
B1-19 Saturday 08/28/04 to Friday 09/10/04 Monday 9/6/04 N/A Friday 9/10/04
B2-19 Saturday 08/28/04 to Friday 09/10/04 Monday 9/13/04 900 pm Friday 9/17/04
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Payroll Administration

• Direct Deposit
• Available and encouraged for all USNH employees
• Supports deposit of multiple fixed amounts and
  net to multiple bank accounts
• Direct Deposit notice mirrors the Check Pay Stub
• Checks
• Issued for anyone who has not authorized direct
  deposit
• Check Pay Stub information includes
• Earnings types including hours worked and rate of
  pay
• Deduction lines with description
• Current pay period YTD employee amounts
• System-wide messages for all recipients
• Distribution ORGN on EPAF controls check/direct
  deposit notice address
• XUNHCM UNH Campus address, XPSCPM PSU
  physical home address

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Review of Employment Cycle
lt1gt PPAIDEN queried for existing ID record for
person to be hired. Content of existing record
reviewed for accuracy. New records added only for
those who are new to USNH.
lt2gt Hiring EPAF entered inNOAEPAF to
createemployee record in PEAEMPL and job
in NBAJOBS
lt6gt Termination EPAF in NOEPAF used
to retire/terminate employee
Re-Hire
lt3gt Exempt employee timedefaults from JOBS
record. Notime entry required.Non-Exempt
employee timedefaults the JOBS record and/or
requires manual time entry.
lt5gt EPAFs entered in NOAEPAF to process most job
changes
lt4gt Employee receives bi-weekly paycheck/paystub
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Management Reporting

• Banner On-Line Query
• Provides access to wide range of information
  based on assigned ORGN security
• WebIntelligence Management Reporting Options
• Next Day Reporting
• Live Time Reporting
• Live Reporting for Central Offices Only
• A limited number of users have system-wide access
• Data access is based on ORGN security

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Summary

• Weve shared with youthe critical Banner
  HRpieces and nowyou too are partof the big
  picture!

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Next Step Hands-On Training

• Hands-on training for Banner HR Employee
  Management, EPAF Entry and Payroll Entry is
  available upon request.Send email to
  cis.training.center_at_unh.edu or call
  603-862-4242.
• To attend hands-on training you must have a valid
  Banner HR account.Apply for an account on-line
  at http//usnhaccounts.unh.edu/bannerhr.html

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Questions?

• Please email any questions, comments or concerns
  regarding this presentation to
• amanda.riecks-kurshinsky_at_unh.edu
• or
• call 603-862-2494.