Business Center Payroll NBAJOBS Process Review. Overview System Function Timing in the Payroll...
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Business Center Payroll NBAJOBS Process Review
Business Center Payroll NBAJOBS Process Review. Overview System Function Timing in the Payroll Process Banner NBAJOBS Review Central Payroll We are all
Overview System Function Timing in the Payroll Process Banner
NBAJOBS Review Central Payroll We are all related to each other and
integral parts of a team.
Slide 3
Nolij Job Forms Look for HR approval stamp or signature Payroll
reviews form for accuracy and completeness Likely should be 50%
not.5
Slide 4
Nolij If not complete or accurate return to HR for corrections
Corrections should not be made in Nolij. A new job form should be
created with the correct information. Changes to forms after their
creation do not automatically update other relative information.
Ex: the appointment percent is related to the Eclass and pay
amounts. Changes made in Nolij are removable and could be changed
or deleted after the form is processed in Banner therefore it is
not a permanent record. This was written on form before scanning
but does salary still correspond?
Slide 5
PYAHOUR and NBAJOBS Time entry occurs mid month every month See
the HR/PR calendar for exact dates Time entry records default from
the records in NBAJOBS. PYAHOUR records reflect of the current job
record as it is for that pay period. If there is an Effective Date
in NBAJOBS mid pay period, Banner will automatically reflect both
records in time entry. When in the History Jobs block in HOUR - Use
your keyboard arrow up and down keys to scroll through all job
records.
Slide 6
160600 PYAHOUR and NBAJOBS Example: if a rate of pay change
were entered into Banner with a mid pay period Effective date,
Banner will create two records in PYAHOUR. One will be at the old
rate of pay and one at the new. If the change is for a default pay
employee, Banner will prorate the default hours according to the
effective dates of that pay period and record the appropriate
number of hours for each rate of pay in the History earnings block.
Benny Beaver C50111 160600
Slide 7
PYAHOUR and NBAJOBS Once PYAHOUR opens the Last Paid Date in
NBAJOBS will show as the last date of that current month. No
changes to the record can be entered in NBAJOBS prior to that pay
date. Consider this timing when you are processing job forms. We
lock out NBAJOBS during payroll processing so that records are not
changed while we are processing that pay period. If an employee
will be overpaid if their record is not corrected call central
payroll to determine appropriate action.
Slide 8
Job Detail Tab Effective Date The date the system begins to
default the information into time entry (i.e. starts to pay
employee, pays at a new FTE, pays at a new pay rate of monthly
salary amount). System Date The date the system allows you to use
to make changes (after the last paid date). only considers this
date when reflecting record in time entry Does not consider the
personnel date. Changes begin with this date and Pay goes through
termination dates.
Slide 9
Job Detail Tab Personnel Date Has NO bearing on the database
functionality. This date is only for records purposes and is used
to reflect the true date the event should have begun. Should match
the Effective date UNLESS reflecting start of retroactive event
Date will Never be a date later the Effective Date
Slide 10
Job Detail Tab
Slide 11
Can insert dates between current and future dated records The
information you add will not automatically update any future dated
records. If these updates are not made on those records the change
will no longer be in effect as of that date. Pay will be incorrect
from that date forward.
Slide 12
Job Detail Tab Status Active Record comes into time entry
Hourly Pay - record is there for hours to be entered on Default Pay
will pay for that day forward Leave w/o Pay w/o Ben Starting on the
Effective date entered the system will not pay the employee until
there is an Active record. Default Earnings must be changed to.00
hours with this status. When returning from leave use an effective
date of one day after the end date of leave on form so that that is
the first day they get paid for by the system.
Slide 13
Slide 14
Job Detail Tab Terminated System will pay through this
Effective Date. Ex: If the term date is the 4 th of a month the
system will calculate pay due from the 1 st through the 4 th. The
pay would include the 4 th. Be sure you want them to get paid for
the date used. Use the last paid date as the Effective Date if
there should be no more pay. This is the only change you can make
using this Effective Date. If there is no Active or Leave record in
a month no record will come into time entry. For hourly employees
who are paid mid month to mid month enter the Effective Date for
the termination date as the 1 st of the following month so that a
record comes into time entry and final hours can be entered.
Slide 15
Slide 16
Job Detail Tab Putting an End Date on Default Earnings If you
are letting the pay process through the regular payroll schedule
you do not add an end date on the default earnings If you are
paying the employee final pay prior to the regular payday and do
not want pay to run in time entry add the End Date on the Default
Earnings tab as the first date on the pay period. The system reads
this entry as starting with the first day of the month no default
earnings should come into time entry. A record will still load into
time entry but it will be blank and then will be deleted by Central
Payroll.
Slide 17
Job Detail Tab Appointment Percentage Should reflect the amount
of effort the employee is putting forth in that position Except for
Undergrad Students and Temporary employees who are always set at
100% and hours are entered each month for their pay. Should
correctly correspond with the Hours Per Pay field New records
sometimes do not automatically reflect the correct hours. Hours Per
Pay must match the hours on the Default Earnings tab unless the job
is on leave Employee Class Match this to the Eclass given on the
job form When you change this field the Appointment Percent
automatically flips to 100% and will need to be corrected if it
should not be 100% If the Eclass and the appointment percent are
both changing save each update individually with the appropriate
change reason.
Slide 18
Slide 19
Job Detail Tab Change Reason There should always be a change
reason entered Enter a change reason for each update you make to
the record and save after each entry. Only the last reason entered
will show on the record. Use your judgment on which reason should
be entered last. Ex: A timesheet org update and an appointment
percent increase. Save the appointment percent increase last it is
more pertinent to pay information. Pay Plan tables and steps for
Classified Be sure to update with changes as appropriate The
Compensation section on the Job Detail tab should correspond. If
the rate or salary amount is not correct something on the pay plan
table needs to be updated. All saved changes are recorded. The
record can be found on the notepad.
Slide 20
Job Detail Tab Assign Salary Used for Unclassified, Academic
Wage, and Graduate employees pay The amount of monthly pay at the
appointment percent on that record This amount does not always
automatically update correctly. When changing the appointment
percent be sure to verify the assign salary field computed
accurately. ALWAYS Full time Annual Salary amount divided by the
appointment pays (9 or 12) multiplied by the correct appointment
percent. Be sure to use the correct Annual Salary it may be
incorrect if the pay was incorrect look at the previous annual
salary amount. Some Unclassified and Academic Wage employees are
paid by a rate. The job form will show a rate field rather than a
monthly or annual salary amount. Enter the rate in the Rate field
in NBAJOBS this should match the job form.
Slide 21
Job Detail Tab
Slide 22
Annual Basis This is the appointment type of 9 or 12. Match
Banner to the Job form Classified employees will always be set up
as 12 month employees in NBAJOBS even though they may work 9, 10,
or 11 months If it is incorrect on the Job Detail tab it can be
changed in the Misc. tab, California Pension field. If the job form
has the Annual Basis incorrect HR will need to update the job form
and the pay may need be altered as well.
Slide 23
Job Detail Tab Appt / Pays 12 month employees will only pay as
12 months over 12 months 9 month employees may be 9 months over 9
months or 9 months over 12 months Central payroll changes the
employee to 9 months over 12 months if the employee has opted for
this pay plan and completed a Deferred pay form with our office.
Business Center and Department Personnel do not change this and
will only ever set a 9 month employee as 9 months over 9 months.
You can change or correct these fields as necessary (other than the
9/12 month option as stated above) If the job form has the Annual
Basis incorrect HR will need to update the job form and the pay may
need to be altered as well.
Slide 24
Payroll Default, Deferred Pay, & Misc Tab These three tabs
reflect the date record you are viewing on the Job Detail tab. To
make updates on these tabs you will need to enter a new date and a
change reason on the Job Detail tab first. Be sure to update all
future dates and that you are on the current record. Payroll
Default Tab The Timesheet Default is found here. This relates to
the org. associated with the record in time entry and who has
access to that record for time entry purposes. Verify this org.
number matches the job form. It may have changed with a
reappointment job form and would not show and asterisk that it has.
Premium Pay methods are entered on this tab when adding a premium
pay to a classified record.
Slide 25
Payroll Default Tab
Slide 26
Payroll Default, Deferred Pay, & Misc Tab Deferred Pay Tab
This information is entered centrally. It reflects the option for a
9 month employee to be paid over 12 months. Shows the per pay
salary to be received each month and the amount to be deferred.
Miscellaneous Tab Supervisor and job location information is kept
here The Supervisor record must match the job form if a supervisor
is given The Job Location must match the job form When the job
location is outside of Corvallis look for Transit Codes related to
that location. This is entered when setting up deductions on the
TT1 code or notify Central payroll to update this code when
necessary. Again you can update the 9 or 12 month appointment type
on this tab under the California Pension section
Slide 27
Miscellaneous Tab
Slide 28
Excluded Deductions Tab This tab is only used for Graduate
employees. If the position number is a suffix 00 position enter IGD
and IGE codes here. If the employee is a position number 05 this
tab should be left blank.
Slide 29
Default Earnings Tab These hours load into time entry each
month Has its own effective date View the Effective Dates to verify
the most current record has the correct hours Add a New Effective
Date if you need to update the hours information. Like Job Detail
this date must be after the Last Paid date. Update the default
earnings tab with any changes to the appointment percent made on
Job Detail tab. These earnings hours must match the Hours Per Pay
field on Job Detail If they do not the system will default the
hours on this tab into time entry. It will pay the Assigned Salary
amount on the Job Detail tab but spread that amount over the hours
found on this tab thus the rate of pay will be higher or lower than
what is correct. The hours paid are a concern for records and
benefit purposes and must be correct.
Slide 30
Default Earnings Tab
Slide 31
You can not insert dates on this tab like you can on the Job
Detail tab. If there is already a future dated record entered you
must remove it to enter your earnings hours and then re-enter that
future date if still applicable. You may see earn codes FPV, FDP,
and LW codes. These are entered centrally. Please do not remove
them. If you arent sure what the code is for or why it is there
call us centrally. An end date is only entered here to stop those
default hours from loading in time entry from that date forward.
Add end dates to Work out of Class pay to discontinue it or when a
termination record should not pay in the regular time entry
process.
Slide 32
Labor Distribution Tab Has its own effective date View the
Effective Dates to verify the most current record has the correct
distribution Add a New Effective Date if you need to update the
distribution information. Like Job Detail this date must be after
the Last Paid date. You can only update the current month or future
labor distributions here. From that date forward the labor entered
will default into time entry for all pay. You can not split a
month. Ex: entering the 1 st of the month as one labor and a new
effective date of the 16 th as another labor will not split the
month, the latest date will be the default that runs. You can not
insert dates, if there is already a future dated record entered you
must remove it to enter the current distribution and then re-enter
that future dated information if still necessary.
Slide 33
Job Labor Distribution Tab
Slide 34
Base Job Tab Enter the Encumbrance Start and End Dates
Encumbrance End date can not be after the Job End date on the
record (termination date). Banner will not let you save the
termination record until the encumbrance end is updated to match
this date. You will receive an error message that says Invalid
Contract End Date for Job Base, must be within the Job Begin and
End Date range. If there is a break in service change the begin
date to the current position start date. If there is no break in
service and the job is being extended only update the encumbrance
end date to match the job end date or to June 15 th for 9 month
employees and 30 th for 12 month employees, whichever is sooner.
Hourly employees do not encumber leave these fields blank Stipends
do encumber follow the same dates guidelines as with the regular
position.
Slide 35
Base Job Tab
Slide 36
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Slide 39
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Slide 43
Sabbatical When an employee is on Sabbatical their regular 00
suffix position may be on leave entirely Or it may be placed at a
reduced Appointment percent but continue to be active.
Slide 44
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Slide 46
Slide 47
Payroll Deductions New and Reappointed Employees - VR all
appropriate deductions are included Enter TFE and TST amounts from
the W-4 form Enter the Transit code if applicable PDIDLST will show
all deductions with a begin and end date if there is an end date If
Deductions need to be re-activated or updated email the W4 form to
central payroll to activate and correct the necessary
deductions.
Slide 48
PDIDLST
Slide 49
PDABDSU Employee Benefit Deduction Setup Form
Slide 50
PDABDSU Continued
Slide 51
Payroll Deductions Non Resident Alien - Dont set up any
deductions Send the W4 form and CONRA to Central Payroll Consider
the timing in the month. If it is very close to time entry email or
fax the forms to us so we can expedite the set up process. Please
do not email and fax every form you will be sending us, this
creates a lot of duplicate work. Foreign National Someone who is a
Citizen of the USA but is living and working in another country
Dont set up any deductions Notify Central Payroll to set them up
and send the W4 form
Slide 52
Payroll Deductions Deductions and Manual Checks A check cant be
created until deductions are active, if you have a W4 form for
someone you are requesting a manual check for please email or fax
it to central payroll so it can be active for that manual check. If
we do not have a W4 form in time for the manual check to be
processed or in time for time entry we will default the employees
deductions to the highest level of tax collection; Single and Zero,
until we receive that form. Changing from One Employee Type to
Another There are different deductions required for each employee
type so it is important we update these before further pay runs.
Notify Central Payroll email us or send the job form through Nolij
if you do this please attach a note on the form so we know why it
is in our Nolij tray. Send the new W4 form to Central Payroll, if
there is one.
Slide 53
Payroll Deductions Student Deductions: IDRTME ExemptTSF IOPTSS
ExemptTT1 TFE TSTTWC Temp Deductions: IDRTMETT1 IOPTSSTUI TFETSTTWC
Grad Deductions: IDRIGETME - Exempt IOPIGFTSS - Exempt TFETSTTSF
TT1TWC Fellow and Scholar Deductions: IDRIGETME - Active IOPIGF
WaivedTSS - Active TFETSTTSF TT1 TUITWC Unclassified and Academic
Wage Deductions: IDRMECTME IOPTFETSF INSTSTTT1 TUITWC UAA if they
signed up for the union or went from a classified union member to
an unclassified employee Classified Deductions: IDRMECTMETUI
IOPTFETSFTWC INSTSTTT1TSS UAFUDAUAF - is termed if they become a
member and UAD is activated as well as TER
Slide 54
W4 Tax Deduction Rules Rules and Exceptions: Enter Line 6
dollar amount in PDABDSU Addl WH only on TFE unless form specifies
it is for Oregon taxes then only on TST If they requested Single
with 3 or more deductions enter S3 and the # of deductions on the
TST benefit code in PDABDSU If they requested Married but
withholding at a higher rate enter MS and the # of deductions on
the TFE benefit code and S and the # on the TST benefit code in
PDABDSU
Slide 55
Always Consider Are there future Effective Dates to update Is
there pay due If the job is starting prior to the last payday
Calculate the hours and pay amount due and create a pay request or
spreadsheet Send that to Central payroll to process Have they been
overpaid If the employee is going to be overpaid alert Central
Payroll immediately so that we can correct, stop, or pull the pay
If it is too late to stop the pay and the employee has already been
overpaid; complete the Overpayment notice in Oscar
Slide 56
Resources Handouts and Notes Business Center Websites
http://oregonstate.edu/fa/bc/ http://oregonstate.edu/fa/bc/
Collective Bargaining Agreement
http://www.ous.edu/dept/finadmin/labor
http://www.ous.edu/dept/finadmin/labor Administrative Reference
Materials http://oregonstate.edu/admin/hr/policies.html
http://oregonstate.edu/admin/hr/policies.html Payroll Website
http://oregonstate.edu/fa/businessaffairs/payroll/
http://oregonstate.edu/fa/businessaffairs/payroll/ Central Payroll
7-3232