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Instructions for the Salaried Casual Appointment Process for Academic, Admin
and Support and Trades Type Work via Minerva (Final February 15, 2011)
In order for a department to initiate a salaried casual appointment form via Minerva, the
“department/unit/faculty initiator” must have a McGill ID and PIN number. If you do not have a PIN
please contact the IST Customer Service Help Desk at 514‐398‐3398.
Salaried Casual is a casual who is hired for a minimum of 8 consecutive weeks , working an equal
number of hours per week at the same hourly rate. (E.g. leave replacement, summer help, etc.).
NOTE: Students hired through the "Work Study Program" must continue to be paid through POPS in order to receive their subsidized reimbursements. They cannot be processed via the Minerva Appointment Process.
The person designated at the department/unit/faculty will be able to create an appointment form and
also can cancel the form if need be. When the appointment form is saved by the
department/unit/faculty, the status of the appointment will be DEP or SUS (depending on the security
access level). When the department is ready to submit the form, it will go to the “appointment form
submitter” at the faculty level and the status will change to SUS (suspend). The “appointment form
submitter” will assume full responsibility for the information that is entered on the web appointment
form. The “appointment form submitter” verifies the information on the form. They can also make
changes to the form. Once the “appointment form submitter” submits the form, the status will change
to PEN when a research and restricted fund is used. This fund needs to be verified by the Research and
Restricted Funds area in Financial Services. If a research and restricted fund is not used, then when the
form is submitted the status will change to APP and finally COM.
This document will cover:
‐ How to access the Appointment Process Menu in Minerva
‐ How to process a salaried casual appointment form
‐ How to access an appointment form from your “Appointment List” when it has not yet been
submitted
‐ APP status jobs and Banner updates (the PUSH)
‐ How to view the appointment status report
‐ How to handle statutory holidays
‐ How to handle summer Fridays
‐ How to process undertime
‐ How to process overtime
‐ How to maintain a FOAPAL
‐ How to maintain an appointment
‐ How to reappoint
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‐ How to non renew an appointment
‐ How to cancel an appointment that is on Banner and has not been paid yet
How to Access the Appointment Process Menu in Minerva
To access the appointment process, log in to Minerva directly from the McGill website or from
myMcGill. If logging in from myMcGill, click on the Minerva tab at the top of your screen. Once in
Minerva, click on the “HR Admin Menu”. Access the “Appointment Processing” menu. You will have
access to the two options:
1) Appointment Process: This is where you process your appointments. It contains documents
that you must act upon. If there are no records waiting for your action, this page will be empty.
2) Appointment Status Report: This is used to view all the documents and their statuses. Here, you
may not change any information that is on the documents. You may download your documents
and/or produce reports using various searches. For example, by ORG, status and/or creation
date.
How to Process a Salaried Casual Appointment Form
1. Select Appointment Process :
You are presented with the Appointment Process screen which contains your “appointment form list”
that you must act upon (see Sample A). If there are no forms waiting for action this page will be empty.
Note: the person at the department/unit/faculty level will only see salaried casual appointment forms
with a status of DEP, SUS, MOD, RAP and CHG on this page. These statuses will be explained further.
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_
__(Sample A)
2. Click on the Create button to create a new appointment form. You will be presented with the
“Create Appointment Form” page (see sample B)_
‐(sample B)
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* = mandatory fields. All mandatory fields must be completed.
Select:
Function ‐ Hire
Orgn (5 digit numeric department number and description) Only the org for which you have security will
be presented on the pick list.
Group – Select the group in which you are hiring the salaried casual
‐ Casual Salaried Academic
‐ Casual Salaried Admin Support
‐ Causal Salaried Trades
E‐class – The pick list is filtered according to the group selected.
The following are the different e‐classes:
CA – Salaried Casual ‐ Academic
** ‐ Salaried Admin Support .
Note: You will not see the e‐class ** on any Banner forms. This is a fake e‐class. The casuals doing
clerical and technical type work are unionized. Behind the scenes the system knows which departments
are excluded from paying union dues and will assign the proper e‐class when the appointment is
pushed to Banner. The e‐class for salaried casual admin support unionized is CU and for the non
unionized it’s CB.
CC - Salaried Casual T & S (UC) CD - Salaried Casual T & S (UM) CE - Salaried Casual T & S (UP) CF - Salaried Casual T & S (US) CG - Salaried Casual T & S (UX) CH - Salaried Casual T & S (UZ)
POSN (Position) ‐ A list of valid active positions in the selected e‐class will be presented.
Positions under e‐class CA are:
BAUR01 – Sal Casual Acad Non‐Teaching: A salaried casual who is hired to do academic type
work relating to research.
BAUT01– Salaried Casual Acad Teaching: A salaried casual who is hired to do academic type
work relating to teaching and course lecturer.
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Positions under e‐class ** ‐ Salaried Casual – Admin Support for unionized orgs (e‐class CU) are:
BNUM01 – Sal Casual Admin Support (Ms): A casual who is hired to do admin and support type work relating to managerial and professional type work.
BNUC02– Sal CasualAdmin Support (Clerical): A casual hired as a replacement, required because a
regular employee is on an authorized leave from their position in which case the replacement period shall not exceed the leave itself. Casuals may be hired temporarily during the recruitment process if required because of a vacant position. Casuals may be hired to assist with temporary or cyclical peaks in workload.
BNUT02 – Sal Casual Admin Support (Technical): A casual who is hired to do technical type work.
Positions under e‐class ** ‐ Salaried Casual – Admin Support for non‐unionized orgs (e‐class CB) are:
BNUM01 – Sal Casual Admin Support (Ms): A casual who is hired to do admin and support type work relating to managerial and professional type work.
BNUC01– SalCasualAdmin Support (Clerical): Is a casual hired as replacements required because a
regular employee is on an authorized leave from their position in which case the replacement period shall not exceed the leave itself. Casuals may be hired temporarily during the recruitment process if required because of a vacant position. Casuals may be hired to assist with temporary or cyclical peaks in workload.
BNUT01 – Sal Casual Admin Support (Technical): A casual who is hired to do technical type work.
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Select the appropriate position depending on the type of casual you are hiring.
If at this point you have made an error click on MENU (top right hand corner) or the “Back” button and
restart. This is the only time you can use the “Back” button when you’re in the appointment form. Do
not click the “Back” button anywhere else. Always click the MENU (top right hand corner) to go back.
_
_(Sample C)
3) Click on Person Search (see sample C): You are now ready to do the person search. It is crucial
that an extensive search be performed in order to avoid the possibility of creating duplicate
McGill ID’s.
How to search for a person?
Positions under e‐class Casual Salaried Trades are
BWUC01 - Salaried Casual T & S (UC) BWUM01 - Salaried Casual T & S (UM) BWUP01 - Salaried Casual T & S (UP) BWUS01 - Salaried Casual T & S (US) BWUX01 - Salaried Casual T & S (UX) BWUX01 - Salaried Casual T & S (UZ)
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Search on Name: when you enter the last and first names, ensure that a % is inserted before
and after the names. Behind the scenes a search is being done to find a match for the criteria
entered.
a) When your search criteria results in a match being found, verify the person’s SIN and date of
birth. You must click on the McGill ID number to continue with that person. (See sample D)
NOTE: In order for a person to be an employee, they must have a date of birth. Therefore, if the
person exists on Banner without a date of birth or has a fake date of birth of 1900‐01‐01 you
must e‐mail [email protected] with the information.
_
_(Sample D) (Note that the system automatically replaced the fake e‐class of ** with the proper one of CU_
You are now presented with the “Appointment Form” (Personal Information) (see sample F). The
information that is presented is the information that currently exists for the person on Banner. This
information should be reviewed carefully and updated if there are changes to be made. See
instructions below related to the change you want to make under the Appointment Form ‐ Personal
Information on page 9. Note that you cannot make any changes to last and first names. To continue
you must save. Now you are ready to enter the job information. Go to Section B, page12.
b) If a match is not found you will get the following message: “Your search generated 0
results! Please try again.” (See sample E). At this point do another search by entering
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just the SIN. When you are certain that the person does not exist, you may click on
Create New ID. Continue with Section A ‐ Create New ID.
If your search generated more than 30 names you will receive the following message: “Your search
generated more than 30 results! Please narrow your search criteria and try again.
_
_(Sample E)
Section A : Create New ID
You will be presented with the ”Appointment Form – Personal Information” page that needs to be filled
out (see sample F). To aid you in collecting the following information have the casual fill out the
“Biographical Information for a New Employee” form. This is found under the link
http://www.mcgill.ca/hr/employee/forms/records‐systems
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_
_(Sample F)
Last and First Name: Enter names in mixed case. The way you enter the names is how they will appear
on Banner and on mail that is sent to the salaried casual.
Prefix: Select the appropriate prefix. Enter gender and birthdate.
SIN: Enter a valid Canadian SIN or select the appropriate SIN missing code.
Citizenship and Visa Information: Select Country code from list. To find a country code you may type
the first letter of the country name you wish to use. All the entries that begin with the selected letter
will be presented and you may scroll down to select the entry you want. If citizenship is not Canadian,
you must complete the visa information. Banner requires visa number and end dates for all visa types
excluding permanent residents. Please note that for salaried casuals having employment authorizations,
the start and end dates of the job should be within the start and end dates of the employment
authorization.
Home Address: Enter the home address in upper and lower case for the person being hired. Also enter
the home number.
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Campus Address: This is the address where internal correspondence will be sent to the salaried casual. Please
note that a salaried casual may only have one campus address. For those having multiple jobs in different
departments, please ensure that the campus address being entered is where all internal
correspondence should be sent. If no address exists it may be updated, the org will default but can be
overridden and a building code must be entered. If an address exists in Banner, the address will not be
brought over because it is free form in Banner and we cannot properly match the input fields. Instead,
the message “Already Exists” will be printed next to the Campus Address label. At this point you will
have to verify the CA address in Banner using GYAADDR . If incorrect you must update it using the
option “Minerva Modify Employee Addresses” under the HR Admin menu.
E‐mail Address (External): Should be entered so that two separate automated e‐mails will be sent to
the salaried casual, one indicating their McGill ID and the other indicating their Minerva PIN to update
the direct deposit information etc.
At this point the information entered must be saved. Click on Save and Continue.
IMPORTANT: If you did not do a proper search and you have created a McGill ID the following screen,
“Appointment Form – Matching Warning” will appear (see sample G). Please make sure you are not
creating a new record. Click on “Cancel” if it is the same person or click on “Save and Continue” if it’s a
different person.
_
_(sample G)
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When you save, the system assigns a McGill ID number and all the personal information except
citizenship is applied on Banner. If there is no PEAEMPL record on Banner it will create one with “Z6 –
Web Appointment Form Only” E‐class. The system has now created an appointment form with a
document number (Doc No) and a status of DEP or SUS (depending on security access level) and will
present the Appointment Form ‐ Job Information form (See sample H) with defaulted information and
information that must be entered. Note that a document number has been assigned.
_
_ (sample H)
Once the personal information has been saved you may not make any changes or corrections in this
application. You may see the personal information on Banner using GYAIDEN, GYAADDR, and GOAEMAL.
If you wish to make any changes to any information other than the address you must contact Human
Resources Service Centre at [email protected] or call 398‐4747.
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Section B Now you are ready to fill out the job information.
Defaulted information at the top of the form includes name, McGill ID, position number and title,
organization, doc number, function, creation date and status.
Citizenship Information has also been defaulted, however it has not been saved on Banner so it may be
changed.
Replacement Reason: Select a reason. A reason will be mandatory in Admin and Support jobs and not
for Academic and Trades jobs. Available reasons are:
Maternity Leave Replacement
Extended Unpaid Leave
STD Replacement
LTD Replacement
Temporary Vacant Position
Other leave
Cyclical Peak week >= 6 hours
Replacement ID: This is the McGill ID of the employee being replaced. It is mandatory if the reason is
maternity, extended unpaid leave, STD, LTD and other leaves.
Begin Date: Enter the begin date of the job. This date must be within the period of the leave of the
employee the salaried casual is replacing. The replacement period should be at least 8 weeks.
End Date: Enter the end date of the job.
Primary Type: Casual will be defaulted.
Regime: Not Applicable will be defaulted.
Hours per day: Enter the hours per day.
Hourly Rate: Enter the hourly rate.
Press the tab key and it will calculate the assign salary and annual salary.
Factor/Pays: Will default to 26 for bi‐weekly pay and 52 for weekly pay. Cannot be updated.
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Board and Lodging: Enter if applicable.
Premia: Enter if applicable.
Vacation%: Select %
At this point the information entered must be saved. Click on Save and Continue. You are presented
with the Appointment Form ‐ FOAPAL screen (see sample I).
Section C ‐ FOAPALS
_
_(Sample I)
A dummy FOAPAL gets defaulted. You must override it with the FOAPAL that you will pay the salaried
casual from.
The concept of FOAPAL end dates does not exist in Banner. In order to indicate an end date on a
FOAPAL, you must enter a new FOAPAL with a new effective date the day after the previous FOAPAL
ends.
You can enter several FOAPALS for a same effective date so long as the sum of their percentages equals
100%.
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If you change the percentage to less than 100%, you must use tab in order to insert another line for the
next FOAPAL. The “Save and Continue” button disappears because you cannot save a FOAPAL with less
than 100% (see sample J).
_
_(Sample J)
Note that when you change the percentage, the amount changes accordingly. Banner only carries the
percentage amount and not the dollar amount. However, to help with the calculation you may enter an
amount and the system calculates the percentage.
To delete a FOAPAL enter “0” in the “%” column and press Tab.
When the percentage (%) adds up to 100% press Tab and the “Save and Continue” button will appear.
The information must be saved. Click on Save and Continue. You are then presented with the
“Appointment Form – Documents/Notes” (see sample K).
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_
_(Sample K)
You may now either SAVE, Save and Continue or SUBMIT. The following is what each button does:
“Save” button – you will remain on the same screen, but any Notes that you’ve typed in will have been
saved too. You can then view the completed document by clicking on the Doc No link and also print it for
your records – but don’t send a copy to Human Resources. This is for your files only.
“Save and Continue” button – This will save the completed document and send you back to the
Appointment Process List. It will remain on your list and you will need to act on it later (either to submit
it or cancel it).
“Submit” button – If you are satisfied with your document, you can submit by clicking on the Submit button. Once submitted, the document disappears from your list and will be transferred to SUS, PEN or
APP status:
SUS: If you are a department under a faculty. The faculty will need to approve the document.
PEN: If a research and restricted fund is used it needs to be verified by Research and
Restricted Funds in Financial Services.
APP: If the fund does not need to be verified by Research and Restricted Funds.
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You will then be sent back to your Appointment Process List. If you need to see the document again, use
the Appointment Status Report item to track it down (see Section D – Appointment Status Report,
page 17).
NOTE: The following is a sample of a type of warning message that might appear if similar jobs
exist for the same casual.
“There is already a document for the same position and person. See documents no: #, #, #, #”
How to access an appointment form from your “Appointment List” when it has not been
submitted
_
_(sample L)
Documents in your “appointment Process list” (see Sample L) are documents which you need to process.
Definitions for the following links are:
When you click on a document number you are presented with all the job information however you may
not change anything. Click on Close Window button to return back to the Appointment Process screen
to see your “appointment list”.
Click on the Review link to make the necessary changes. If you change any information you must also
save it again. If you wish to make changes to the FOAPAL, you must once again save the Appointment
Form – FOAPALS screen. Once the department /unit /faculty makes the changes and submits, it will go
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to Financial Services with a status of PEN if a Research and Restricted Funds is used. If a research and
restricted fund is not used, then when the documents is submitted , the status will change to APP.
MOD status Appointments is the department/unit/faculty’s responsibility to act on. If a form requires
changes, Research and Restricted Funds will return it back to the department /unit/faculty (MOD status)
to make the necessary changes. The originator of the document will also receive an automated email
advising them that the document was returned and the reason why. At this point the
department/unit/faculty can cancel or re‐submit.
Click on the Status link to see why it was sent back.
Click on the Cancel link if you wish to cancel the form.
APP status jobs and Banner updates (the PUSH) Every night, Banner takes all the appointments that were approved (APP). If it passes all the validations it posts it to Banner NBAJOBS/NBIJLST. The system will create a job (with earnings) and will assign a
suffix number. It will also override the PEAEMPL record with proper information when it can. If a
PEAEMPL record already exists on Banner, it will not be changed (even if the status is terminated); it will
be changed accordingly at a later date by a HR Service Centre Representative. The status of the form
will now change to COM and an estimated pay date will be displayed on the report.
The salaried casual will now receive the automated emails.
This completes the final process and a pay cheque will be issued to the salaried casual.
Section D: How to View the Appointment Status Report
The “Appointment Status Report” under the “Appointment Processing Menu” (sample M) is used to
view all the appointment forms and their statuses. You may not change any information that is on the
forms.
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_
_(Sample M)
The “From and to Creation Dates” automatically default a 6 month period. You can override the date.
You can narrow your search by selecting a Group, ORGN and status.
Click on “Submit” button. You will be presented with the Appointment Status Report (Sample N)
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_
_(Sample N)
You may do reports using various searches, for example, name, org, status and creation date.
You can search on different fields eg. doc. ID, name
You can change your preferences by clicking on the Preferences link.
F) Appointment Status Report – Approval History
The following screen shows an example of the Approval History when you click on the Status link.
(sample O). This shows you who the initiator was, who approved it, etc.
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_
_(sample O)
How to Handle Statutory Holidays
Since Banner will generate a full pay for the salaried casuals, it will be the department/unit/faculty’s
responsibility to manage exceptions. For example, if a salaried casual was not entitled to a holiday, it
will be the department/unit/faculty’s responsibility to transmit under time via negative hours on POPS.
Salaried Casuals are entitled to be paid for one of these holidays, Good Friday and Easter Monday. Both
holidays will be paid and the department/unit/faculty will be responsible to put through under time on
POPS.
They are also entitled to be paid for Christmas Day and New Year’s day only. The full pay period will be
paid automatically. If the salaried casual does not work between these holidays then the
department/unit/faculty will be responsible to put through under time via POPS.
Human Resources Service Centre will send e‐mail reminders to department/unit/faculty.
How to Handle Summer Fridays
Banner will generate a full pay. If a salaried casual does not work the Summer Fridays, the
department/unit/faculty must maintain the appointment to decrease the hours and salary accordingly.
See instruction on how to maintain an appointment (page 35)
How to Process undertime ‐ This is done using POPS.
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How to process overtime ‐ This is done using POPS.
How to Maintain a FOAPAL
You can change FOAPALS on active and terminated appointments.
Steps:
1) Create a document under the “Appointment Process”
2) Select the FOAPAL function
3) Select the org number, the group, and the e‐class code. You can verify the e‐class on Banner
using NYIJLST or NBIJLST
4) The Person Search button will appear once you’ve finished entering your selections.
To simplify things, searches are done only on employees with active or terminated jobs matching the org
number and e‐class that were selected. Since the person already exists in the system, the best way to
perform the search is on the McGill ID.
When you have found the person, click on the McGill ID number to select the person. This will transfer
you to the “Appointment Form – Position Selection” screen (see sample P), where you will see which
appointment(s) this person currently holds in the selected org number and e‐class. If you want to view
terminated appointments click on the “Show Terminated Jobs” button (if it applies)._
_(Sample P)
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Click on the position (POSN) whose FOAPAL you wish to maintain. This will take you to an overview of
the appointment form. If the job information is correct, click on “Continue” to move to the FOAPAL
screen.
Oops, picked wrong position number
If you accidentally selected the wrong position, do not go back! Why? Because once you select a
position, Minerva immediately creates a document. This means that in selecting the wrong position, a
document was created. Take note of that document’s number. You must return to the main
Appointment Process list, find that document using its number, and cancel it. After that, you will be
able to create another document to maintain the FOAPAL .
Changing the FOAPAL for active jobs in future of last paid date
This screenshot (sample Q) displays the current and future FOAPAL information currently in Banner,
along with effective dates, and the Last Paid Date.
_
_ Sample Q: The FOAPAL screen is where you can enter new effective dates and FOAPALS
On this screen you can only do a FOAPAL change effective the day after the last paid date or later. If
you enter a retroactive date you’ll get the following error message:
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Errors occurred. Please try again. No FOAPAL effective date before last paid date are allowed. Last Paid Date is: DD-MON-YYYY
To process a retro FOAPAL change you must click on the “Retro FOAPAL Changes” button. See section,
“Retro FOAPAL Change for Active and Terminated Jobs” (page 24).
Enter New FOAPAL information section You are now ready to enter the new FOAPAL information. The system will automatically default the
current FOAPALs that exist on NBAJOBS with an effective date of one day after last paid date. If this is
the correct effective date you wish to make the change for, leave the effective date as is and only
change the FOAPAL information. If not, override the date with the proper effective date of change and
also enter the new FOAPAL information.
To review how to enter FOAPAL information go back to the section C ‐ FOAPAL (page 13).
The information must be saved. Click on Save and Continue from the “Appointment Form ‐ FOAPALS”
screen (Sample Q). This will bring you to the “Appointment Form – Documents/Notes” screen (See
Sample R).
If you are at the Department level, you will see a “Submit” button. Once you Submit to complete the
operation, you will be returned to your Appointment list in the main screen. The FOAPAL maintenance
request will drop from your list and go into SUS status. If you Save the document, it will stay on your
list with a DEP status until you review and submit it.
If you are at the Faculty level, you will see an “Apply to Banner” button. Once you click on Apply to Banner to complete the operation, you will be returned to your Appointment list in the main screen.
The FOAPAL maintenance request will drop from your list and go into COM status. The maintenance
operation is now finished. If you Save the document, it will stay on your list in SUS status until you review and save it to Banner. The moment you apply it to Banner, Banner will be updated. You can check it on Banner
SUGGESTION: If you need to process both a future and a retro FOAPAL change for an active job, process
the future change first so that it can be applied to Banner directly and then process the retro change by
creating a new document.
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_
__ Sample R: Appointment Form – Documents/Notes screen
Retro FOAPAL Change for Active and Terminated Jobs
From the “Appointment Form – Position Selection” screen (sample S), click on the position (Posn)
whose FOAPAL you wish to maintain. This will take you to an overview of the appointment form, the
“Appointment Form ‐ Job Information” screen . If the job information is correct, click on “Continue” to move to the “Appointment Form – FOAPAL” screen (sample Q). Click on the “Retro FOAPAL
Changes” button. This will take you to the “Appointment Form – Retro FOAPAL screen (see sample T).
_
25
_(Sample S)
_
__ Sample T: Appointment Form – Retro FOAPAL screen
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Enter the range of dates of the retro FOAPAL change in the begin and end date fields. Press the “Tab”
key. This will bring you to the “Appointment Form – Retro FOAPAL” screen where you can enter the
new FOAPAL in the “New FOAPAL” section. (see sample U).
_
__ Sample U: Appointment Form – Retro FOAPAL screen
The system will automatically default the current FOAPALs that exist in the Payroll table. Override the
FOAPAL with the proper one. When you enter the fund, the orgn and program associated to it will
default.
Click on the See FOAPAL distribution by Pay No. link to see the distribution of the FOAPAL by pay event
associated with the date range you have just entered. This will bring you to the “Appointment Form –
FOAPAL Distribution” screen. (See sample V). Click on the “Close Window” to bring you back to the
“Appointment Form – Retro FOAPAL” screen (sample U). Click on “Save and Continue” ‐ this will take
you to the Appointment Form – Retro FOAPAL screen (see sample W) where you can enter another date
range or delete date ranges by clicking on the Delete link.
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If you enter another date range press the “Tab” key. This will bring you again to the “Appointment
Form – Retro FOAPAL” screen where you can enter the new FOAPAL in the “New FOAPAL” section. (see
sample U)._
__ Sample V: Appointment Form – FOAPAL Distribution screen
__
___ Sample W: Appointment Form – Retro FOAPAL screen
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When you are finished entering all your date ranges from the “Appointment Form ‐ Retro FOAPAL”
screen (sample W) click on the “Continue” button. This will bring you to the “Appointment Form –
Documents/Notes” screen (See sample X).
_
_ Sample X: Appointment Form – Documents/Notes screen
If you Save and Continue the document, it will stay on your list with a DEP or SUS status until you
review and submit it.
If you Submit to complete the operation, you will be returned to your Appointment list in the main
screen. The FOAPAL maintenance request will drop from your list and go into SUS for Faculty to approve
or PEN status for the fund administrator in Financial Services to approve. Once the fund administrator
approves the document, the journal changes will be applied to the Payroll Banner form.
If the document is returned by the fund administrator in Financial Services the document will be in MOD
status and you will have to act on the document.
_
Possible error messages
More than one Document already exists for this Position. Document: ####
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If you are looking for an appointment for which another user has already started a FOAPAL maintenance
operation, the system will stop the new operation.
Function cannot be executed while Payroll is in progress – try again later
You will get this error message if you try to maintain a FOAPAL while Payroll is running a pay. You can
see Payroll’s schedules for bi‐weekly and semi‐monthly pays on the HR website:
http://www.mcgill.ca/hr/employee/getting‐paid/schedules
Payroll FOAPAL cannot be retrieved: Regular Earning code not found in table PHREARN for Year
### Pay Number #. FOAPAL information not found for this Position.
When you l get this error message you will need to do the retro FOAPAL change using the “HR Payroll
FOAPAL Journal Request Form”.
The form is available at http://www.mcgill.ca/hr/hr‐administrators/forms/payroll
How to cancel an appointment that is on Banner (NBAJOBS) and has not been paid yet
You can cancel future dated jobs that are in Banner (NBAJOBS) as long as the job has not been paid.
Under the Appointment Process, create a document using the function, “Job Can”. It will only display
jobs that have not yet been paid. Click on the position you wish to cancel. (See sample Y)
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_(Sample Y)
This will display the “Appointment Form –Job Information” screen. Click on the “Continue” button. This
will display the, “Appointment Form – FOAPALS” screen. Click on the “Continue” button. This will
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display the “Appointment Form – Documents/Notes” screen. Click on the “Submit” button. The
document status will be SUS or APP. Once the document is in COM status it will delete it from Banner.
How to reappoint
A reappointment is the process that extends a job (same org and e‐class) by generating a new job with
the same position number, same suffix and new appointment start and end dates. The reappointed job
starts the day after the termination of the previous job, without a break in service.
Every night, Banner loads jobs for reappointment to Minerva. These will be jobs with termination dates
ranging from one month in the future (calculated from today’s date). Jobs that are up for reappointment
will be flagged with a RAP status (see sample Z). At the same time, it saves a copy of each for
comparison at a later stage.
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_ (Sample Z)
Non Renewal of an appointment
If an appointment is not going to be renewed, click on the Non Renewal link in your list of
appointments. A pop‐up will ask you to confirm or cancel your decision. Non Renewal of an
appointment will change its status to END. The document will disappear from the list of appointments,
however, you will still be able to view it from the Appointment Status Report.
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Oooops! If you accidentally delete a reappointment, you can retrieve the information by doing a search
on the position and the person using the function (re‐appt) and create a new reappointment document.
Processing a reappointment
To reappoint someone, click on the Review link. This will take you to the Appointment Form, where
you will be able to update some fields. The values shown in parentheses are those that were loaded
from Banner. Enter the new appointment end date and salary.
When you click “Save and continue”, you will be transferred to the FOAPAL information screen.
The system will display the previously used FOAPAL. Either override it, or leave it unchanged. Click on “Save and Continue”. You will be sent to the Documents screen, where you may add comments and
indicate which documents will be forwarded. At this point, you can either Save and Continue to keep it
on your list in DEP or SUS status or Submit. Once submitted, the reappointment will go into SUS or
PEN status, or APP status.
Banner / Reappointment Information Mismatches RAP status jobs and Banner updates Every night, Banner loads jobs for reappointment to Minerva flagged with a RAP status. With each
nightly load, the system compares the data on Banner and on Minerva (eg. salary, FTE, hours, FOAPAL). If
any changes have occurred on Banner since the previous load, the system will update the web RAP
document. It will also add a new slice to its status history.
Non Renewal of an appointment and cancelling one is not the same
Reappointments must be “Non renewal” if you do not want to reappoint them.
For example, if you have reappointed a job and it has gone into SUS status, you may go in to cancel the
appointment (CAN status). However, the next day the job will be reloaded as a reappointment with a
different document number. You must click on “Non Renewal” if you do not want to reappoint them.
APP status jobs and Banner updates (the PUSH) Every night, Banner takes all the reappointments that were approved (APP) and compares the data with
what was first loaded on Minerva to what is currently on Banner. If there was no change, the
reappointed job is added to Banner in BAN status and then COM.
If the information on Banner changed (e.g salary, citizenship, FOAPAL, etc), the reappointment’s status
will go to CHG status. (see sample A1).
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_(sample A1)
Reviewing a CHG status form If information has changed in Banner after an appointment has been approved, you will be able to see
those changes by clicking on the Review link. There will be 3 columns of information (see sample B1).
The first column will show what information was in Banner when the appointment was created; the
second column, what the Banner information is currently; and the third column, what is in the
appointment document (in Minerva). The conflicting fields will be highlighted in yellow.
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_(Sample B1): fields that were changed in Banner will be highlighted in yellow.
You will be able to either Cancel or Refresh the form :
“Cancel” – Use if the information currently in Banner is correct and matches what you wanted.
“Refresh” – Use if the information currently in Banner is incorrect. Refreshing means a fresh start
“Refreshing” the document will load the information that is currently in Banner back into the Web
appointment form. The form will revert to DEP or SUS status. The current Banner information
becomes the ‘creation’ information, and you will need to review and edit the information and go
through approval once more.
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How to maintain an appointment
Before you do any sort of Appointment maintenance, make sure you confirm the job information in
Banner (NBAJOBS or NBIJLST) before you make any changes on Minerva.
On Minerva, select the ORGN, and the Maintain function, as well as the group and e‐class of the casual
whose appointment you want to maintain. Once completed, click on the Person Search button.
Click on the Posn number (underlined, in bold) of the job you wish to maintain. This will take you to the
“Appointment Form – Job Information” screen where you can now maintain the appointment (see
sample C1).
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_(Sample C1)
You can perform the following maintenance operations in Minerva for salaried casual appointments:
Appointment end date
Vacation %
Board and lodging
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Premia
Hours per day
Hourly rate
FOAPAL
To maintain a salary of a salaried casual, click on the “Salary Changes”. This will take you to the
“Appointment Form – Salary” screen (see sample D1).
An example of maintaining the annual salary of a casual who will not work the summer Fridays. The
casual will be working 4 days (6.75 hours per day) from July 1 to the end of August and then returning to
work 5 days (6.75 hours per day) effective September 1 until the end of the appointment. How do we
calculate the hours per day? Take 6.75 times by 4 days = 27 hours divide it by 5 days = 5.4. Enter 5.4
hours under the hours per day effective date of July, 1, 2011 then enter another effective date of
September 1, 2011 with hours per day of 6.75 and hourly rate amount. ( see sample E1)
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_(sample D1)
The formula:
Hourly Rate X Hours per Pay (which is hours per day X 5 X 2) = Assign Salary
Assign Salary X Factor/Pays = Annual Salary
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_(sample E1)
Click on “Save and Continue” This will bring you to the “Appointment Form – Job Information” (sample
F1). Click on “Save and Continue” again.
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_(sample F1)
This will bring you to the “Appointment Form – Document/Notes” (sample G1), click on “Submit.
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_(sample G1)
Nunzia Lo Presti
HR Shared Services
February 15, 2011
