Data Verification Infotype Errors - Job Aiddlrssywz8ozqw.cloudfront.net/wp-content/uploads/sites/31/... · Data Verification Errors and Corrective Action by Infotype University of

Data Verification Infotype Errors -

Job Aid

Data Verification Errors and Corrective Action by Infotype

University of Toronto –Data Verification Errors (DRAFT) 08-2013 8/27/2013

ERRORS - 1

Contents

Organizational Management (IT001) ............................................................................... 2

Personnel Data (IT0002) ................................................................................................. 5

Addresses (IT0006) ......................................................................................................... 8

Planned Working Time (IT0007) ..................................................................................... 8

Basic Pay (IT0008) .......................................................................................................... 8

Banking Details (IT0009) ............................................................................................... 10

Contract Elements (IT0016) .......................................................................................... 10

Monitoring Tasks (IT0019) ............................................................................................ 11

Education (IT0022) ........................................................................................................ 11

Cost Distribution (IT0027) ............................................................................................. 12

Date Specifications (IT0041) ......................................................................................... 12

Membership Fees (IT0057) ........................................................................................... 13

Student Number/Employee Authorization (IT0094) ....................................................... 13

Health Plans (IT0167) ................................................................................................... 13

General Benefits Information (IT0171) .......................................................................... 14

Appointment Details (IT9009) ........................................................................................ 14



ERRORS - 2

Organizational Management (IT001)

Message Text Scenario Corrective Action

Contract type

incompatible with

contract:

Contract code selected is

incompatible with the position or

the percentage.

Choose the correct code based

on the position or the

percentage.

For K5, Student ID

must exist on IT0094.

K5 - Student has been updated on

IT0001 - Organizational Assign.,

but the Student Number has not

been updated on IT0094 -

Residence/Student ID.

Update the Student Number on

IT0094 - Residence/Student ID.

Note: This must be a

University of Toronto

student number.

Funds Center is

missing. Enter fund

center.

The Funds Center is missing on

IT0001 - Organizational

Assignment.

Update the Funds Center on


Assignment.

Incompatible Persnl

Area/-Subarea &

Contract (e.g. casual

cannot be F/T)

The Personnel Subarea/Area does

not correspond with the Contract

Type entered. For example, a non-

appointed employee, Personnel

Area-0002, Personnel Subarea-

5100- Casual Salaried, cannot

have a Contract Type of K1-Full

Time.

Correct the Personnel

Area/Subarea or Contract Type

Invalid or missing

position data.

There may be information missing

against the position such as the

Personnel Area / Subarea. If the

position has not been set up

correctly, then consult with HR

Generalist. Once the HR Generalist

has corrected the position, the

action will have to be re-executed

to correct the infotypes

throughout the action.

Job is invalid for

Confidential

PerSubArea.

The job does not match the range

of job numbers consistent with the

Confidential Subarea (0550).

Verify that the position is set

up correctly and with the

correct Personnel Area/

Subarea and Job.



ERRORS - 3

Job is invalid for PM

PerSubArea.



Professional/ Managerial Subarea

(0510).


up correctly with the correct

Personnel Area/ Subarea and

Job.

Job is invalid for

Personnel Subarea.



Personnel Subarea.


up correctly with the correct

Personnel Area/ Subarea and

Job.

Percentage does not

equal 0.01%

The employee is a non-appointed

staff member and the position on


Assignment does not equal to

0.01.

If the percentage is incorrect,

then the action may have to be

re-executed. Contact AMS

Client Services for instructions

on correcting the percentage.

Position 9999999

valid only for

The position number of 999999 on

IT 0000 - Actions and IT0001 -

Organizational Assign. is only used

for Terminated/ Deactivated staff.

If the employee has been rehired

or reactivated, then the action

must be re-executed and the

correct position number must be

updated.

If the position has not been

updated correctly at the time of

the Rehire/ Reactivation on

IT0000 and IT0001, the action

may have to be re-executed.

Staffing Percentage

must be 0.01 for

Status-Only and

Stipend Only.

If the employee has been updated

with a Status Only or Stipend only

Employee Subgroup, Position and

Contract on IT0001, then the main

percentage must be .01. The .01

percentage will only be updated as

the 'main' position if the employee

has no other appointed position(s)

with the University.

Verify the Personnel Area/

Subarea and Employee Group.

The contract will also indicate

F6 - Status Only for status

employees and F7 for Stipends.

Staffing Percentage

must equal 0.01 for

Non-appointed and

Student/Fellow

If record is active this should

be fixed via planning by the HR

Generalist.

TOTAL Percentage for

F/T must be 100%,

for P/T must be



ERRORS - 4

between 1 - 99%

To Date must equal

31.12.9999:

The active IT0001 must not have

an end date of 31.12.9999.

Correct the IT0001 to reflect

the end date of 31.12.9999.

The action may have to be re-

executed if the end date is due

to a correction to the employee

record.

invalid contract for

CUPE 3902 PDFs - use

temporary (K3)

Contract for CUPE 3902 should be

K5.



ERRORS - 5

Personnel Data (IT0002)


Contract type

incompatible with

contract:

Contract code selected is

incompatible with the

position or the percentage.

Choose the correct code based on

the position or the percentage.

For K5, Student ID

must exist on

IT0094.

K5 - Student has been

updated on IT0001 -

Organizational Assign., but

the Student Number has not

been updated on IT0094 -

Residence/Student ID.

Update the Student Number on

IT0094 - Residence/Student ID.

Note: This must be a

University of Toronto student

number.

Funds Center is

missing. Enter fund

center.

The Funds Center is missing

on IT0001 - Organizational

Assignment.

Update the Funds Center on


Assignment.

Incompatible Persnl

Area/-Subarea &

Contract (e.g. casual

cannot be F/T)

The Personnel Subarea/Area

does not correspond with the

Contract Type entered. For

example, a non-appointed

employee, Personnel Area-

0002, Personnel Subarea-

5100- Casual Salaried,

cannot have a Contract Type

of K1-Full Time.

Correct the Personnel

Area/Subarea or Contract Type

Invalid or missing

position data.

There may be information

missing against the position

such as the Personnel Area /

Subarea. If the position has

not been set up correctly,

then consult with HR

Generalist. Once the HR

Generalist has corrected the

position, the action will have

to be re-executed to correct

the infotypes throughout the

action.

Job is invalid for The job does not match the Verify that the position is set up



ERRORS - 6

Confidential

PerSubArea.

range of job numbers

consistent with the

Confidential Subarea (0550).

correctly and with the correct

Personnel Area/ Subarea and Job.

Job is invalid for PM

PerSubArea.

The job does not match the


consistent with the

Professional/ Managerial

Subarea (0510).

Verify that the position is set up

correctly with the correct


Job is invalid for

Personnel Subarea.

The job does not match the


consistent with the Personnel

Subarea.

Verify that the position is set up

correctly with the correct


Percentage does not

equal 0.01%

The employee is a non-

appointed staff member and

the position on IT0001 -

Organizational Assignment

does not equal to 0.01.

If the percentage is incorrect, then

the action may have to be re-

executed. Contact AMS Client

Services for instructions on

correcting the percentage.

Position 9999999

valid only for

The position number of

999999 on IT 0000 - Actions

and IT0001 - Organizational

Assign. is only used for

Terminated/ Deactivated

staff. If the employee has

been rehired or reactivated,

then the action must be re-

executed and the correct

position number must be

updated.

If the position has not been

updated correctly at the time of

the Rehire/ Reactivation on

IT0000 and IT0001, the action

may have to be re-executed.

Staffing Percentage

must be 0.01 for

Status-Only and

Stipend Only.

If the employee has been

updated with a Status Only

or Stipend only Employee

Subgroup, Position and

Contract on IT0001, then the

main percentage must be

.01. The .01 percentage will

only be updated as the 'main'

position if the employee has

no other appointed

position(s) with the

University.

Verify the Personnel Area/

Subarea and Employee Group. The

contract will also indicate F6 -

Status Only for status employees

and F7 for Stipends.



ERRORS - 7

Staffing Percentage

must equal 0.01 for

Non-appointed and

Student/Fellow

If record is active this should be

fixed via planning by the HR

Generalist.

TOTAL Percentage for

F/T must be 100%,

for P/T must be

between 1 - 100%

To Date must equal

31.12.9999:

The active IT0001 must not

have an end date of

31.12.9999.

Correct the IT0001 to reflect the

end date of 31.12.9999. The

action may have to be re-executed

if the end date is due to a

correction to the employee record.

Contract for CUPE

3902 should be K5.



ERRORS - 8

Addresses (IT0006)


Permanent Residence

(Addr Type 1) does not

exist.

IT0006 - Addresses, Subtype 1

- Permanent address has not

been updated.

Create IT0006 -

Addresses with the

Subtype - 1 Permanent

Address.

Both Physical Location

and Hospital Address are

active.

There are two active mailing

addresses for the employee.

Delimit one of the

addresses. The active

address will be used for

correspondence such as

the pay statements.

Physical Location must be

a UofT address.

The Subtype 7 - Physical Location

must be a UofT address.

Update the Physical

Location Address with a

UofT address

Planned Working Time (IT0007)


Employment Percent

equals 100%.

The Employment Percent on IT0007

- Planned Working Time is equal to

100.00, but, the Part-Time indicator

is selected.

Deselect the Part-Time

Work Schedule indicator.

IT0007 (Planned Working

Time) does not exist.

IT0007 - Planned Working Time has

not been updated.

Create IT0007 - Planned

Working Time

Basic Pay (IT0008)


Capital Utilization Level

must equal Employment

IT0008 - Basic Pay - Capital

Utilization Level must equal the

Update IT0007 - Planned

Working Time first and



ERRORS - 9

Pct on IT0007 Employment Percent on IT0007 -

Planned Working Time.

then create IT0008 - Basic

Pay. The Planned Working

Hours screen must be

updated first as the Cap

Util. Lvl will be proposed

on IT0008 from this

information.

IT0008 (Basic Pay) does

not exist.

IT0008 - Basic Pay has not been

updated.

Create IT0008 - Basic Pay

Annual Salary To

(Wagetype 0110 on

IT9009) <> AnnSal on

IT0008.

The sum of the active IT9009

screens, Wage Type 0110 is not

equal to the Annual Salary on

IT0008 - Basic Pay.

Verify the active

IT9009/IT0008

information to ensure that

the records are accurate.

If the IT9009 information

is not accurate, then

correct the IT9009

records. If IT0008 is not

correct, then update the

Basic Pay annual salary.

Annual Salary should be

whole dollar amount.

IT0008 - Basic Pay annual salary

must be rounded to the nearest

whole dollar amount.

Update the IT0008 - Basic

Pay Annual Salary.

Monthly Working Hours on

IT0007 should equal

WkHrs/period on IT0008.

The Monthly Working Hours on

IT0007 - Planned Working Time

must equal the Work Hours per

Period on IT0008 - Basic Pay.

Verify the Monthly

Working Hours on IT0007

- Planned Working Time

and the Work

Hours/Period on IT0008 -

Basic Pay. The Planned

Working Hours screen

must be updated first as

the Wk.Hrs./Prd will be

proposed on IT0008 from

this information

Pay Scale Group does not

match PScGp for IT0001

Job:

The Pay Scale Group on IT0008 -

Basic Pay does not correspond with

the Job on IT0001 - Organizational

Assign.

Verify the job on IT0001,

if the job is correct then

update the Pay Scale

Group on IT0008.

Weekly working hours on

IT0007 s/b half of

The Work Hours Per Period on

IT0008 - Basic Pay represents, in

Verify the Weekly Working

Hours on IT0007 Planned



ERRORS - 10

WkHrs/period on IT0008. this case, the total work hours per

period based on a bi-weekly pay

period. The Weekly Working Hours

should equal 50.00% of the Wrk

Hrs per Period on IT0008 - Basic

Pay.

Working Time and the Wrk

Hours per Period on

IT0008 - Basic Pay. The

Planned Working Time

screen must be updated

first as the Wrk Hrs/Prd

will be proposed on

IT0008 - Basic Pay.

Banking Details (IT0009)


IT0009 (Bank Details)

does not exist.

IT0009 - Bank Details has not been

updated.

Go to Bank Details

(IT0009) and click on

create. Complete the

screen with the required

information

Contract Elements (IT0016)


Contract Element infotype is

missing.

Contract Elements IT0016 has

not been created.

Create IT0016 Contract

Elements.

End date is before Leaving Date

(31.12.9999).

Valid Until date is in the past: Verify the Contract Type /

Valid Until date. If the date is

in the past, then it may have

to be updated if the employee

has been re-appointed.

Update the Valid Until

Date or Contract Type if

required.



ERRORS - 11

Monitoring Tasks (IT0019)


Invalid Date/Deadline

or Reminder Date:

Education (IT0022)


Accredited degree does

not exist for Academic

Employee.

IT0022 (Education) does

not exist for Academic

Employee.

Faculty Rank and Tenure

does not exist.

IT9023 (Academic

Information) does not

exist for Academic

Employee.

Rank and Job and/or

PayScale Level do not

match.

Tenure status and Faculty

Rank do not match, please

verify your entries

The Rank and Tenure information

must match on IT9023 - Academic

Information.



ERRORS - 12

Cost Distribution (IT0027)


No corresponding IT9009

for active CFC/CC or

CFC/order combo:

There is an active IT9009 screen

with CC/CFC information for Wage

Type 0110, but, there is no

corresponding IT0027 - Cost

Assignment information updated.

Verify the IT9009 -

Appointment Details and

IT0027 - Cost Assignment

information. Update the

applicable screen.

Date Specifications (IT0041)


Employment Date does

not exist.

Date Type 00 - Employment Date

on IT0041 - Date Specifications

does not exist.

Update the Date Type 00 -

Employment Date (UofT)

on IT0041 - Date

Specifications. This is

required for all appointed

employees.

First Day Worked date

does not exist.

Date Type 40 - First Day Worked on

IT0041 - Date Specifications does

not exist.

Update the Date Type 40 -

First Day Worked on

IT0041 - Date

Specifications. This is

required for all appointed

employees.

IT0041 (Date

Specifications) does not

exist.

IT0041 - Date Specifications has

not been updated.

Create IT0041 - Date

Specifications.



ERRORS - 13

Membership Fees (IT0057)


Humanity Fund is for

USWA Appointed Staff

only

The IT0057 - Memberships fees

may be active for an employee is a

subgroup other than 2000 - USWA.

Delimit the IT0057 -

Membership Fees to the

end date of the USWA

appointment.

Student Number/Employee Authorization (IT0094)


Student ID Issuing

Authority:

Use of Student ID is only valid if the

issuing authority is U of T. This

process has been automated for

synchronization between ROSI and

HRIS. Use of the field is limited to U

of T. If anything is inputted that is

not U of T, entry is deleted.

Delete Student ID if

issuing authority is not U

of T.

Work Permit Number is

invalid:

Input correct work permit

id or copy and enter valid

SIN on Personal Data (IT

0002).

Date of Issue for work

permit

Work Permit VISA must have an

expiry date

Go to Residence/Student

ID (IT0094) copy and

enter work permit date of

issue.

Health Plans (IT0167)


No benefits enrollments

for appointed staff

Employee has not been enrolled in

any benefits.

Verify if the employee

should be documented for

Benefits. If so, consult



ERRORS - 14

member. CSR or HR Generalist to

update benefits.

General Benefits Information (IT0171)


IT0171 (General

Benefits Info)

does not exist:

Contact Benefits

Admin.

Create IT0171 with an effect date of

employment or date that the

employee became appointed.

Incompatible

Benefit Group /

Personnel

Subarea: Contact

Benefits Admin

The employee's subarea on IT0001

is incompatible with the benefit

group. Example, Subarea USWA

benefit group is admin/conf.

If IT0001 is incorrect, check to see

if the position is correct and process

appt. change event. If IT0171 is

incorrect, create IT0171 with

correct effect date.

Appointment Details (IT9009)


Annual Salary From

amount must be 0

for new hire /

rehire.

Use a create function for a

New/Rehire employee.

IT9009 is missing or

inactive for Position:

Make sure you have IT9009 for

each position the employee is

attached to.

Create IT9009 for any active

positions.

IT9009 not required

for contract K3, K4

and K5 on IT0001.

Ensure the position used is

correct.

Delete any IT9009 for positions

that are not for appointed staff.

No Planning record

for IT9009 Position:

The employee is not attached to

the position on the PD side.

Employee must be attached to the

position in HR and PD. Check

position and execute event.

No corresponding

IT0014 for IT9009

STIPEND/CLINSUPP:

If the payment has ended on

IT0014 then IT9009 must be

delimited. If the payment should

continue, you must create IT0014.

End IT9009 on the

Stipend/Clinsupp using the change

function.

Position Date is missing. Enter the effective date employee



ERRORS - 15

Appointment Date is

invalid or missing:

was attached to the position.

To Date must equal

31.12.9999 for

Continuing position:

Error exists for data entered prior

to online checks.

Change the date to 31.12.9999 or

change the contract to 05.

To Date must not

equal 31.12.9999

for non-Continuing

position:

Error exists for data entered prior

to online checks.

Enter the end of contract date or

change the contract to 01.

Total Staffing

Percentage is >

100%

There are multiple IT9009 active

entries.

Delimit any IT9009 that is no

longer active using the change

function.

Annual Salary does

not match USWA

Hirerate for step

Annual Salary is not at the hiring

rate or at one of the steps.

Check the collective agreement

manual for the hiring rate or

correct step and change the IT.

Annual Salary does

not match USWA

gridstep

Annual Salary is not at the hiring

rate or at one of the steps.

Check the collective agreement

manual for the hiring rate or

correct step and change the IT.

No Pay Scale Level

defined

If the PS Group is defined, then a

pay scale level is required.

Enter the level that corresponds to

the Pay Scale.

No USWA gridstep

(Pay Scale Level)

defined

All USWA PS Groups must have a

level (step) This error will exist for

records before the online changes

were implemented.

Enter the step level that

corresponds to the annual salary.

Pay Scale Group in

9009 does not

match PScGp for

Job:

Each position has a job and a PS

Group is attached to the job.

Check the PS Group for the job

the employee is attached to and

change the PS Group.

Documents

Data Verification Infotype Errors - Job Aiddlrssywz8ozqw.cloudfront.net/wp-content/uploads/sites/31/... · Data Verification Errors and Corrective Action by Infotype University of