Banner Training: Human Resources

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Banner Training

HUMAN RESOURCES INFORMATION SYSTEM Updated 6/20/12

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Table of Contents I. General Employee Information ................................................................................. 3 Address List Inquiry Form (PPIADDR) ............................................................................................................. 3 Telephone Form (PPATELE) ................................................................................................................................. 5 Email Address Form (GOAEMAL) ....................................................................................................................... 7 Emergency Contact Form (SPAEMRG) ............................................................................................................. 8 II. Job Information ....................................................................................................... 9 Employee Form (PEAEMPL) for class codes and service dates ............................................................. 9 Employee Jobs Form (NBAJOBS) for Title, Salary and Labor Distribution .................................... 11 Employee Job Inquiry Form (NBIJLST) ......................................................................................................... 15 III. Position Information: ............................................................................................ 17 Position List by Organization (NBIPORG) for number of positions within an ORG ................... 17 Position Incumbent List Form (NBIPINC) for all employees within a Position ........................... 19 Position Budget Form (NBAPBUD) for budget to actual amounts .................................................... 21 HR Key Codes ............................................................................................................. 22

HR General Lookup Tutorial ....................................................................................... 23

Request for Human Resources Query ......................................................................... 24

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I. General Employee Information

Address List Inquiry Form (PPIADDR) A. Access the PPIADDR form

Enter in the ID number for the employee or click on the search icon to conduct a search

If conducting a search

a. Select which search form you want to use

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b. Enter in your search criteria (Last name, First name). Use the wildcard

(%) to broaden your search.

c. Perform an <Execute Query> function to start the search. d. View the list of records by using the scroll bar or arrow keys.

If the name you are looking for is found in the list, highlight the name and perform a <Select> function. This will bring the ID and name information back to the PPIADDR form. If the name you are looking for is not found on the list, try a different spelling or placing the wildcard (%) in a different location and search again.

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2. With the ID number back on PPIADDR, perform a <Next Block> function to view the address information, or click in the address type field, or Right click and select Address list, or use the Options menu.

a. Use the scroll bar at right to view all addresses. b. Watch for the inactive checkbox and dates

3. <Rollback> to search for another record or <Exit> to leave form.

Telephone Form (PPATELE) A. Access the PPATELE form

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B. Enter in the ID number for the employee or click on the search icon to conduct a search (Refer to steps I.B. on page 2 and 3)

C. With the ID number back on PPATELE, perform a <Next Block> function or click in the Telephone type field to view the phone information.

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1. Use the scroll bar at right to view all phone numbers 2. Watch for the inactive checkbox

D. <Rollback> to search for another record or <Exit> to leave form.

Email Address Form (GOAEMAL) A. Access the GOAEMAL form

B. Enter in the ID number for the employee or click on the search icon to conduct a search

(Refer to steps I.B. on page 2 and 3)

C. With the ID number back on GOAEMAL, perform a <Next Block> function or click in the

Email type field to view the email address information

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1. Use the scroll bar at right to view all email addresses

D. <Rollback> to search for another record or <Exit> to leave form

Emergency Contact Form (SPAEMRG) A. Access the SPAEMRG form

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(Refer to steps I.B. on page 2 and 3)

C. With the ID number back on SPAEMRG, perform a <Next Block> function or click in the

Contact Last Name field to view the emergency information 3. Use the scroll bar at right to view additional contacts

D. <Rollback> to search for another record or <Exit> to leave form.

II. Job Information

Employee Form (PEAEMPL) for class codes and service dates A. Access the PEAEMPL form

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1. Select List for Employee and refer to steps I.B. on page 2 and 3 to do a search C. With the ID number back on PEAEMPL, perform a <Next Block> function or click in the

Employee Class field to view the information

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E. <Rollback> to search for a new record or <Exit> to leave form.

Employee Jobs Form (NBAJOBS) for Title, Salary and Labor Distribution A. Access the NBAJOBS form


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1. Select List for Employee and refer to steps I.B. on Page 2 and 3 to conduct search

C. With the ID number back on NBAJOBS, enter the Position number or click on the search

icon to search

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1. Select List of Employee’s Jobs

2. Highlight Position number and perform a <Select> function.

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D. Perform a <Next Block> function or click in the ‘Begin Date’ field

E. Use the Options menu on the main toolbar or Right click, or use the tabs across the top of

the form to access additional information for the employee 1. Job Detail for Title, hours per day, salary information 2. Labor Distribution for Budget information 3. Employee Information (PEAEMPL) for class code and hire dates 4. Position Budget Definition (NBAPBUD) for Budget salary information 5. List of Positions by Dept (NBIPORG) for all positions within an Orgn

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Employee Job Inquiry Form (NBIJLST) List of positions an employee has been paid form Query date with “begin and effective dates, job status and class” A. Access the NBIJLST form


1. Select List for Employee and Refer to steps I.B. on Page 2 and 3 to do a search

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C. With the ID number back on NBIJLST, perform a <Next Block> or click in the Position

field to view the information

D. <Rollback> to search for another record or <Exit> to leave form

F. <Rollback> to search for another record or <Exit> to leave form.

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III. Position Information:

Position List by Organization (NBIPORG) for number of positions within an ORG A. Access the NBIPORG form

B. Enter ‘G’ in the COA field C. Enter in the Orgn code or click on the search icon to conduct a search

1. Perform an <Enter Query> to clear form 2. Tab to the Title column and enter in the Title for the Organization. Remember

that searches are case sensitive. Use the wildcard (%) to broaden your search.

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3. Perform an <Execute Query> function to start search 4. View the list by using the scroll bar or arrow keys. When you find the

Organization code you want to look at, highlight it and perform a <Select> function. This will bring the Orgn code back to the NBIPORG form.

D. Click in the Position column to view all positions within that Orgn code

E. <Rollback> to search for a different Orgn code or <Exit> to leave form.

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Position Incumbent List Form (NBIPINC) for all employees within a Position A. Access the NBIPINC form

B. Enter the Position number or click on the search icon to conduct a search

1. Scroll through the list to find the Position number or perform an <Enter Query>

function to clear form and enter in specific search parameters.

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2. Perform an <Execute Query> function to conduct search 3. Use the scroll bar to view the list. When you find the Position you want to look at,

highlight it and perform a <Select> function. This will bring the Position number back to the NBIPINC form.

C. With the Position number back on NBIPINC, click in the ID column to view the employees

for that position

D. <Rollback> to search for a new Position number or <Exit> to leave form.

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Position Budget Form (NBAPBUD) for budget to actual amounts A. Access the NBAPBUD form

B. Input a Fiscal Year (click on the search icon to see a list of valid codes) C. Input a Position number (click on the search icon to search for Position number) D. Click in the Begin Date field to view information

F. Use the tabs across the top of the form to access additional information. G. <Rollback> to search for different Position or <Exit> to leave form.

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HR Key Codes EMPLOYEE CLASSES: The Employee Class drives the eligible benefit and leave categories for employees. The accuracy of the Employee Class information is a must!! Code Description AD Academic Deans E1 Executive <20 hrs <12 mos E2 Executive 20+ hrs <12 mos EP Executive <20 hrs 12 mos ER Executive 20+ hrs 12 mos F1 Faculty 11 months F2 Faculty 12 months F9 Faculty 9-‐10 months FA Faculty Adjunct FH Faculty Adjunct on call hourly FL Faculty <9 mos (Semester) OC On Call Hourly <20 hrs P1 Prof/Admin <20 hrs <12 mos P2 Prof/Admin 20+ hrs <12 mos PP Prof/Admin <20 hrs 12 mos PR Prof/Admin 20+ hrs 12 mos PT Prof/Admin Temporary S1 Staff <20 hrs <12 mos Hourly S2 Staff 20+ hrs <12 mos S3 Staff 20+ hrs 12 mos Hourly S4 Staff 20+ hrs <12 mos Hourly SP Staff <20 hrs 12 mos Hourly SR Staff 20+ hrs 12 mos ST Staff Temporary TH Student Hourly TM Student Monthly VO Volunteer JOB TYPE: The Job Type is used on the NBAJOBS form. P Primary (an employee’s regular,

primary position) S Secondary (any posn that affects

benefits eligibility) O Overload (posn that doesn’t affect

benefits eligibility, Exs: Temp/Adj)

EMPLOYEE STATUS: The status of the employee can be viewed on PEAEMPL. The status of the job can be viewed on the specific job record on the NBAJOBS form. A Active B Leave w/o Pay w/Benefits (Ex: unpaid

medical leave w/in 12 wk FMLA period) L Leave w/o Pay w/o Benefits (Ex: unpaid

personal leave of absence) F Leave w/Pay w/Benefits (Ex: Sem Sab) P Leave w/Partial Pay w/Benefits (Ex: AY

Sab) T Terminated POSITION NUMBERS: Each position number is a six digit number, with the first two digits specifying employee classification and religious order. The final four digits are wildcard numbers. Positions are defined as follows: Char 1 Staff Professional Administrative Executive Faculty D – Adjunct Faculty T – Student Char 2 Jesuit Community (acct 1141, 1191…) Religious – Other (acct 1164, 1194…) Lay (acct 1165, 1195…) Non-‐Cmty Jesuit (acct 1143, 1193) Char 3-‐6 numbers for incumbents (0001-‐9999) Example: Position no. PL0132 is for a Professional, layperson position. Position no. EJ0001 is for an Executive, Jesuit position. Certain positions are further defined as follows: Adjunct Fac: DL1000 series Dept Chairs: DL7000 series Directed Stud: DL8000 series Grant-‐funded Fac: GL0001 (pooled) Grant-‐funded Non-‐Fac: GL0002 (pooled)

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HR General Lookup Tutorial Completion of the tutorial is required in order to obtain access to the HR Query forms. Please provide your answers via e-‐mail to Cassandra Marrs at [email protected] or send to AD Box 95. Use the Key Codes list to answer the following: 1. Your department has just hired a new Secretary. She is classified as a Staff person, and

works 10 hours/week for 9 months. What is her Employee Class code?

2. Gonzaga just hired a new Director for a department. He is a Jesuit and is classified as Administrative/exempt. He works 12 months at 40 hours per week.

a. What is his Employee Class code? b. Choose the correct position number: AJ0132 AL0132 PJ0132

For the following questions, access the Banner PPRD database at http://inb.gonzaga.edu, use the Training account of username = training, password = training, database = PPRD and Christopher Corey as the employee record. Answer the following questions: 3. What is his current home address? 4. What is his current home phone? 5. What is his mailing e-‐mail address? 6. Who is his emergency contact and what is the relationship? 7. What is his Employee Job Information:

a. Posn # b. Title c. FTE d. Hours scheduled per week e. Number of months for the job (factor) f. Annual salary g. Organization and Account for labor distribution

8. What is his Employee Status Information: a. E-‐Class b. Adjusted Service Date

9. What was the original position # for which he was hired? (use 01-‐01-‐96 for query date) 10. Name all employees in the SL0128 position. (use the current date for the query date) 11. Salary Budget information for Posn #SL0128 for Fiscal Year 2002:

a. Is position single or pooled? b. What is the status of the position? c. List the remaining amount for this position budget. d. Explain the distribution among budget(s).

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Request for Human Resources Query

Please complete sections A, B, C, D, G and H and return this form to Laurie Hanlon, AD Box 95.

A. User Identification Name and Title:__________________________________________________ Department: _____________________________________Ext.____________

B. Request access to: Information: Human Resources Query Select Applicable Employee Classes: Regular Faculty______ Adjunct Faculty_______ Professional / Administrative______ Staff______ Academic Deans______ Student______ On-Call______ List Organization Codes: _______________________________________ ____________________________________________________________ System and Module: Human Resources

C. Will you be an EPAF Originator? Y N (If Yes, you MUST attend the EPAF training class) D. Will you be an EPAF Approver? Y N (If Yes, you MUST attend the EPAF training class) If Yes, which Approval Level? VP Dean Dept Head E. Type of Access: Q Query F. Rationale: To monitor Human Resources information

G. Departmental Approval: ______________________________

Supervisor/Department Head

H. Requestor Signature: ______________________________ Requestor Signature and Date

Module Administrator: ________Tracy Kelly_________[X] Approved [ ] Denied

Team Leader:________________Tracy Kelly_________[X]Approved [ ] Denied Username:_____________________________________

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Banner Training: Human Resources