PAYROLL

Business Center PayrollNBAJOBS Process ReviewOverview System FunctionTiming in the Payroll Process Banner NBAJOBS ReviewCentral PayrollWe are all related to each other and integral parts of a team. Review based on errorsPoint is to cover more info on system function and the payroll processWe will go in more detail regarding dates, timing, and process in next session bring questions or specific scenarios you run into and question

You guys are final say, last look

Even if HR has entered it as such, you change ANY and ALL necessary fields to match formLook at forms, Banner, how system works

NolijJob FormsLook for HR approval stamp or signature

Payroll reviews form for accuracy and completeness

Likely should be 50% not .5HR reviews & approves, does any needed processing before signing/stamping and sending to PR

If anything is questionable question it, do not assume and enter it as 50% get VR. And have HR update formNolijIf not complete or accurate return to HR for correctionsCorrections 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?Corrections should be made by hand on the form or a new form made. Be sure all relative information is also vred and corrected.

Eclass could effect Account code on labor as well. PYAHOUR and NBAJOBSTime entry occurs mid month every month See the HR/PR calendar for exact datesTime 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.

In other words whatever Job status, FTE, pay rate, etc. are in Banner on any active record in the month of that time entry (mid month for hourly, current month for default pay) will automatically load into time entry. When or if there is an Effective Date in NBAJOBS mid pay period, Banner will recognize that change and automatically reflect it in time entry.

160600PYAHOUR and NBAJOBSExample: 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 BeaverBenny BeaverC50111C50111160600For example, if a rate of pay change were entered into Banner with a mid month 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 show the appropriate number of hours to pay for each rate of pay on that position record.PYAHOUR and NBAJOBSOnce 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.

UNLESS you contact Central Payroll (see Contacting Central Payroll). Consider this timing when you are processing job forms. We lock out NBAJOBS during payroll

BUT if you receive a job change or a termination form after time entry has opened that month you may want to process it for that current month. If the change reduces the amount of pay the employee will receive for that pay period CONTACT CENTRAL PAYROLL. Depending on at what point we are in the payroll processing we may still be able to update the record and correct the pay.

Job Detail TabEffective DateThe 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.Effective Date - The date entered is the first date that change will take effect in the system and Banner will use that information until another date in entered to change or stop that record. Banner will pay through this date if the status is Terminated.System does not allow retroactive changes, it will only read as from that date forward we hand calc past pay due etc.

Changes begin with meaning if FTE change that date on will be paid at diff FTE, if status to leave, that date on will be no pay, if status changed to active that date will pay, if term pay through that date.Job Detail TabPersonnel DateHas 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 eventDate will Never be a date later the Effective DatePersonnel DateOnly informational to viewers, NO BEARING on the system and pay to occur.Should never be after effective date

Job Detail Tab

Job Detail TabCan insert dates between current and future dated recordsThe 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.Update future recordsChanges override future records based on date of form processing and approvalRecord remove future dates beyond terminationJob Detail TabStatusActive Record comes into time entryHourly Pay - record is there for hours to be entered onDefault Pay will pay for that day forwardLeave w/o Pay w/o BenStarting 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. Only three possible status we use Active, Leave w/o pay w/o Ben, term

Leave return date should be one day after last day listed on form. This is the first day that the system will pay again.

The leave end date is the last day on leave. Return the record to active 1 day after this date so that that is the first day the employee is being paid again.Job Detail TabTerminatedSystem will pay through this Effective Date. Ex: If the term date is the 4th of a month the system will calculate pay due from the 1st through the 4th. The pay would include the 4th.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 1st of the following month so that a record comes into time entry and final hours can be entered.If you are paying the employee out and not in time entry enter an end date of the first of the current pay month on the default earnings tab. The system will read this as of the first of the month no default hours to report in time entry.

Termination of jobEnter end dateEnter new end and remove prior end date (future record)Verify what jobEnd other suffixes with job (77, CC, FR)Job Detail TabPutting an End Date on Default EarningsIf you are letting the pay process through the regular payroll schedule you do not add an end date on the default earningsIf 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.

If you are paying the employee out and not in time entry enter an end date of the first of the current pay month on the default earnings tab. The system will read this as of the first of the month no default hours to report in time entry.

Job Detail TabAppointment PercentageShould reflect the amount of effort the employee is putting forth in that positionExcept 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 fieldNew 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 leaveEmployee ClassMatch this to the Eclass given on the job formWhen 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.

Appt % should coincide with Annual FTE be sure FTE is not 1.333 indicates appt pays is not correctAppt% should correspond with Hrs per pay so 100% is 173.33 50% 86.67 25% 43.33

Enter change reason given on job form List available in drop down, determined by HROnly shows last entered so use most useful change if there are multiple changesEX if you have supervisor update and appt % change do appt % change lastEclass change and appt% change do appt% change last

Pay Plan tables and steps You would change table and step here only, dont change info in Compensation area vr it is correct and if not why something in table, step, grade is off

Asterisk by what changes are to be madeStill check other info flowsMake each update separately and save eachJob Detail TabChange ReasonThere should always be a change reason enteredEnter 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 ClassifiedBe sure to update with changes as appropriateThe 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.Enter change reason given on job form List available in drop down, determined by HROnly shows last entered so use most useful change if there are multiple changesEX if you have supervisor update and appt % change do appt % change lastEclass change and appt% change do appt% change last

Pay Plan tables and steps You would change table and step here only, dont change info in Compensation area vr it is correct and if not why something in table, step, grade is offJob Detail TabAssign Salary Used for Unclassified, Academic Wage, and Graduate employees payThe amount of monthly pay at the appointment percent on that recordThis 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. Assign salary why we use this and what to look at also on Unclass VR is correct calcWhy these two things are different for these types of employees. Classified paid per a rate set by tables and grades and steps and Unclass and Grads paid per a monthly agreed salary amount not a rate.

Class paid by rate according to classificationUnclass paid by contract and salary amountJob Detail Tab

Job Detail TabAnnual BasisThis is the appointment type of 9 or 12. Match Banner to the Job formClassified employees will always be set up as 12 month employees in NBAJOBS even though they may work 9, 10, or 11 monthsIf 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.

Job Detail TabAppt / Pays12 month employees will only pay as 12 months over 12 months9 month employees may be 9 months over 9 months or 9 months over 12 monthsCentral 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.Is an employee goes from 9 to 12 mth or 12 to 9 mth the annual and monthly sal on the job form may no longer be correct. Being paid $3000 a month for 12 months is very different than being paid $3000 a month for 9 months.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 TabThe 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.Payroll Default Tab

Payroll Default, Deferred Pay, & Misc Tab Deferred Pay TabThis 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 TabSupervisor and job location information is kept hereThe Supervisor record must match the job form if a supervisor is givenThe Job Location must match the job formWhen 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 sectionMiscellaneous Tab

Excluded Deductions TabThis 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.

Default Earnings Tab Default Earnings TabThese hours load into time entry each monthHas its own effective dateView the Effective Dates to verify the most current record has the correct hoursAdd 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 DetailIf 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.Default Earnings Tab

Default Earnings Tab 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.Labor Distribution TabLabor Distribution TabHas its own effective dateView the Effective Dates to verify the most current record has the correct distributionAdd 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 1st of the month as one labor and a new effective date of the 16th 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.Job Labor Distribution Tab

Base Job TabBase Job TabEnter the Encumbrance Start and End DatesEncumbrance 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 15th for 9 month employees and 30th for 12 month employees, whichever is sooner. Hourly employees do not encumber leave these fields blankStipends do encumber follow the same dates guidelines as with the regular position.Base Job Tab

Now Done as EPAFs

Student employees always set to 100% appt %Will have an hourly rate no less than $8.50 minimum wage no more than $13.43 w/o HR approvalCheck timesheet org, location, labor

Temporary employeesAlways have an end dateVerify all info matches

Summer Grad appointment on Student positionNot EPAF55 suffixEnd dateCan be any Appt% as not enrolledMonthly Sal amount still paid by default

Check allIf End date enter itMonthly Actual is Assign SalaryCheck appt basisSupervisorLocation transit code

Always and end dateAppt %Salary amount is the FULL TIME salary, do the calculation to make correct for Appt %Annual/appt basis (9 or 12) multiplied by appt %

Always have an end, C2 positions MUSTStill an Appt %Paid by a rateStill check timesheet org, location, and labor

TenureHave regular position tenured and put on leaveAnother position activeMake all changes, updates, etc to both positions

Sometime pay and supervisor updates are made to tenure position and it should stay on leave they are just keeping current so be sure to pay attention to statusSabbatical

When an employee is on Sabbatical their regular 00 suffix position may be on leave entirelyOr it may be placed at a reduced Appointment percent but continue to be active.Be sure to process each suffix separatelyCheck appt %, annual basis (9 or 12)Annual salary amountLocationLabor is done on correct jobEnd dates are enteredReturn dates are returned to active or original appt %

With the EPAFs everything is really loading okay but always good to eyeball itSet up Deductions and request pay or do an overpayment where needed

This has all option on the form, but you work across the one that is selectedPayroll DeductionsNew and Reappointed Employees - VR all appropriate deductions are includedEnter TFE and TST amounts from the W-4 formEnter the Transit code if applicablePDIDLST will show all deductions with a begin and end date if there is an end dateIf Deductions need to be re-activated or updated email the W4 form to central payroll to activate and correct the necessary deductions.

Classified you will always need to check for union deductions

PDIDLST

PDABDSUEmployee Benefit Deduction Setup Form

PDABDSU Continued

Payroll DeductionsNon Resident Alien -Dont set up any deductionsSend the W4 form and CONRA to Central PayrollConsider 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 countryDont set up any deductionsNotify Central Payroll to set them up and send the W4 form

Payroll DeductionsDeductions and Manual ChecksA 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.

Payroll DeductionsStudent Deductions:IDRTME ExemptTSFIOPTSS ExemptTT1TFE TSTTWC

Temp Deductions:IDRTMETT1IOPTSSTUITFETSTTWC

Grad Deductions:IDRIGETME - ExemptIOPIGFTSS - ExemptTFETSTTSFTT1TWC

Fellow and Scholar Deductions:IDRIGETME - ActiveIOPIGF WaivedTSS - ActiveTFETSTTSFTT1 TUITWC

Unclassified and Academic Wage Deductions:IDRMECTMEIOPTFETSFINSTSTTT1TUITWC UAA if they signed up for the union or went from a classified union member to an unclassified employee

Classified Deductions:IDRMECTMETUIIOPTFETSFTWCINSTSTTT1TSSUAFUDAUAF - is termed if they become a member and UAD is activated as well as TERIf employee is moving from one type of employee to another, please notify Central Payroll, there maybe changes to deductions. Not all employee types have the same required deductions. Email is fine

When setting up deduction in PDABDSU please make sure you dont mess with the check marks. These are preset by the Eclass and could change the required deduction setup. 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 TSTIf they requested Single with 3 or more deductions enter S3 and the # of deductions on the TST benefit code in PDABDSUIf 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 PDABDSURemember NRA and Foreign Nationals are set up in Central PayrollAlways ConsiderAre there future Effective Dates to update Is there pay dueIf the job is starting prior to the last paydayCalculate the hours and pay amount due and create a pay request or spreadsheetSend that to Central payroll to processHave they been overpaidIf the employee is going to be overpaid alert Central Payroll immediately so that we can correct, stop, or pull the payIf it is too late to stop the pay and the employee has already been overpaid; complete the Overpayment notice in Oscar

If employee is moving from one type of employee to another, please notify Central Payroll, there maybe changes to deductions. Not all employee types have the same required deductions. Email is fine

When setting up deduction in PDABDSU please make sure you dont mess with the check marks. These are preset by the Eclass and could change the required deduction setup. ResourcesHandouts and NotesBusiness Center Websiteshttp://oregonstate.edu/fa/bc/Collective Bargaining Agreementhttp://www.ous.edu/dept/hr/files/0709dba.pdf

Administrative Reference Materialshttp://oregonstate.edu/admin/hr/policies.htmlPayroll Websitehttp://oregonstate.edu/fa/businessaffairs/payroll/Central Payroll 7-3232

Questions?