Banner Human Resources Time Entry and Payroll Processing Training Workbook Release 8.7 – March 2012
_______________________________________________________________________________________________

Prepared by: Ellucian

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In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing.

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Banner®, Colleague®, PowerCAMPUS®, Luminis® and Datatel® are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, Recruiter, and Open Digital Campus are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners.

Revision History Log

Publication Date	Summary
4/30/08	New version that supports Banner 8.0 Human Resources software.
9/26/08	Revised version that supports Banner 8.1 Human Resources software.
6/30/2009	Revised version that supports Banner 8.2 Human Resources software
11/24/2009	Revised Redistribution section
12/30/2009	Revised PHPDIRD, PHRDIRD and PHAHOUR
11/30/2010	Revised to Support Banner 8.4 Human Resources software.
03/31/2011	Revised to support Banner Human Resources software. Added the Labor Distribution Report (NHRDSTR)
10/31/2011	Revised to support Banner 8.6 Human Resources software.
12/11/2011	Added supplemental payroll section.
3/31/2012	Revised to support Banner 8.7 Human Resources software.

Notice of rights

Copyright © Ellucian 2004-2012.

This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.

Table of Contents

Introduction	5

Process Introduction	7

Payroll Dispositions	9

Payroll Hierarchy Pyramid	11

Troubleshooting	13

Set Up	16

Preparing for the Payroll	17

Student-Enrollment Verification Set up	18

Setting Up Tax Reporting Rules	26

Self Check	28

Answer Key	29

Day-to-Day Operations – Running Payroll	30

Process Introduction	31

Verifying Student Hours	33

Calculating Premiums on Base Salary	36

Changing Employee Records	42

Running the FOAPAL Processing Report	49

Processing the Initial Extract	56

Processing a Re-extract	64

Performing the Time Entry Process	69

Performing the Pay Period Proof Process	74

Performing the Leave Accruals and Taken Process	79

Performing the Payroll Calculation Process	82

Calculating Check/Direct Deposit Amounts	88

Performing the Update Process for Checks and Direct Deposits	92

Running the Direct Deposit Process	95

Performing the Pay Period Update Process	99

Running the Feed to Finance Process	102

Performing the Expenditure Finance Extract Process	110

Querying Labor Distribution Data	115

Running the Labor Distribution Report	118

Making Payroll Adjustments – Voids	122

Making Payroll Adjustments – Redistributions	125

Making Payroll Adjustments – Redistributions continued	132

Making Payroll Adjustments – Manual Check Transactions	140

Making Payroll Adjustments – Adjustments	146

Making Payroll Adjustments – Reissues	151

Making Payroll Adjustments – Duplicates	155

Making Payroll Adjustments - Net to Gross	161

Making Payroll Adjustments - Direct Deposits On-Demand	177

Making Payroll Adjustments – General Queries	181

Using the Manual Calculation Method	186

Using the Computer Calculation Method	191

Issuing One-Time Payments	197

Self Check	202

Answer Key	204

Day-to-Day Operations- Bank Reconciliation	206

Process Introduction	207

Viewing Records on PHRBKTP and PHRDOCM Tables	208

Reconciling Check(s) Manually	212

Day-to-Day Operations- Supplemental Payroll	214

Creating Payroll ID for Supplemental Pay	215

Creating Supplemental Payroll Calendar	217

Creating Supplemental Payroll Deductions	219

Creating Supplemental Earning Codes	220

Creating a Supplemental Payroll using Population Selection	222

Running Supplement Payroll Process	224

Self Check	225

Answer Key	227

Appendix	229

Terminology	230

Forms Job Aid	233

Introduction

Course goal

The goal of this course is to provide you with the knowledge and practice for time sheet data collection, paycheck calculation and generation, and pay history data maintenance.

In addition, you will learn how to make adjustments to the completed payroll process through the void, reissue, and redistribution procedures.

The workbook is divided into three sections:

Introduction

Set Up

Day-to-Day operations

Course objectives

In this course you will learn how to

run the required programs that prepare you for processing the payroll

calculate premium on base salary

process the initial extract

process a re-extract

run the time entry process

run the pay period proof process

run the leave accruals and taken process

run the payroll calculation process

calculate check/direct deposit amounts

update process for checks and direct deposits

run direct deposit process

run pay period update process

run feed to finance

run expenditure finance extract process.

Intended audience

Human Resources/Payroll Office Staff

Prerequisites

To complete this course, you should have

completed the Education Practices computer-based training (CBT) tutorial Banner 8 Fundamentals, or have equivalent experience navigating in the Banner system

the Human Resources Overview training workbook

the Human Resources Employment Compensation training workbook

the Human Resources Benefit/Deduction training workbook.

Process Introduction

Introduction

The Time Entry and Payroll Processing module enables you to collect time sheet information, accrue leave balances, validate earnings codes and hours, and generate paychecks and direct deposit notices.

Flow diagram

This diagram highlights the processes used to record employees’ time and process the payroll within the overall Human Resources process.

About the process

Employees complete time sheets and forward to supervisor for approval.

Human Resources complete all employee changes prior to payroll period ending.

Payroll changes, records, and reviews payroll information and enters new direct deposits.

Payroll generates pay voucher deposits and checks then forwards ACH file to the bank.

Payroll sends deduction reports to vendors, generates institution reports, and feeds transactions to Banner Finance.

Payroll or Financial Aid uploads student employee pay information for award tracking.

Payroll Dispositions

Payroll dispositions

The table contains payroll dispositions and descriptions.

Disposition	Description
05	Awaiting Re-Extract
10	Awaiting Time Entry
15	Awaiting Correction
20	Awaiting Proof
22	Hours Correction
25	Awaiting Leave Process
27	Pre-Balance Calc
28	Pre-Approve Calc
30	Awaiting Calc
37	Pre-Balance Check
38	Pre-Approve Check
40	Awaiting Document
42	Awaiting Check/Direct Deposit Run
43	Awaiting Direct Deposit Run
44	Awaiting Check Run
47	Pre-Balance Update
48	Pre-Approve Update
50	Awaiting Update

Disposition	Description
60	Finance Extract
62	Finance Interface/Feed
70	Complete

Payroll Hierarchy Pyramid

Pyramid

Definitions

Review the table for definitions relating to the Payroll Hierarchy Pyramid.

Term	Definition
Pay ID	The Pay ID controls when the employees with JOBS in this EE Class will be paid. It is recommended that users NOT override the PAY ID on the NBAJOBS since other attributes typically associated with the frequency of pay will need to be changed also (hours per pay, default hours).
Employee Class	The Employee Class (EE Class) is the most powerful rule form within Banner HR, and its attributes "trickle down" to many other areas of the system. The EE Class is assigned to the Position Class (NTRPCLS), which is then assigned to the Position (NBAPOSN/NBAPBUD), which is then assigned to the Job (NBAJOBS). For most higher education clients, between 12 and 18 EE Classes are sufficient. Many other rule forms are established "by" EE Class, so, the fewer EE Classes, the less data entry needed on these other forms (PTRBDCA, NTRFRNG/NTRFBLD, PTREHOL, NTRBROL to name a few).

Review the table for definitions relating to the Payroll Hierarchy Pyramid.

Term	Definition
Position Class	A major HR tool for tracking and reporting positions. It is used for compensation analysis. Some payroll departments may not care about this for their needs. Warning: Be wary if implementing only Payroll to start. If Position Class is not done correctly with Payroll, it is hard to fix later when HR wants to begin using the system. This 5 digit code should not be generic. Use logic in the naming convention for sorting and organizing position classes on Banner's many reports. NBRPINC (incumbent report) shows "compa-ratio" useful for compensation analysis.
Position	The position is the budgeted entity assigned to a particular department. A position has a classification budget, FTE, and department. Use single positions for "regularly budgeted positions"; use pooled positions for students, temporary help, etc. Many schools have used (or do use) the CARDEX system. One card is used to track employee related data: employee history of jobs and when held - JOBS (NBIJLST). A second card is used to track position related data: Who is currently assigned to position, and who was “in the position” in the past, and “in what departments” (NBIPINC).
Jobs	JOBS are where you assign the employee to the position. Keep position history in mind.
Labor Distributions	Multiple labor distributions can be shown on JOBS. It also indicates the importance of the Labor Distribution overrides that can occur based on Employee Class for Benefits/Deductions and Fringe Budgeting.

Troubleshooting

General error messages

Here are some error messages that you may encounter and their description.

No Valid Earn Code of Type: XX Found

Message: *ERROR* PHPTIME - No Valid Earn Code of Type: XX Found

Cause: This message appears when an Earn code has to be defaulted from the Employee Class Rule Form (PTRECLS) for base pay for a job status other than Active, and that Earn code is not found in the list of eligible earnings for the job’s Employee Class code. It is also displayed when defer pay Earn codes for defer pay accrual or payout are missing from the employee class eligible earnings.

Action: Enter a new Earn code of specified type to the Earnings code list on the Eligible Earnings window of PTRECLS.

No labor distribution record for this job

Message: *ERROR* PHPTIME - No labor distribution record for this job

Cause: Labor Distribution data is missing for this job on the Employee Jobs Form (NBAJOBS).

Action: Enter the labor distribution data on NBAJOBS for this job. Also check the Position Definition Form (NBAPOSN) to make sure this position has labor distribution data.

Leave code ineligible for employee’s leave category

Message: *ERROR* Leave code ineligible for employee’s leave category

Cause: An employee is not eligible for the Leave Taken code associated with an Earn code for which the employee is being paid. It could also be that a Leave code has been reported for an employee who does not have that Leave code on the Employee Leave Form (PEALEAV).

Action: Check to see if the correct Leave Taken code is on the Earn Codes Rule Form (PTREARN). If it is, then add that code to the employee leave category on the Leave Category Rule Form (PTRLCAT). Then add the Leave code to the employee’s leave balances block in the Employee Leave Form (PEALEAV).

Employee has another job at a different disposition

Message: *ERROR* Employee has another job at a different disposition

Cause: The employee has multiple jobs and one or more of the employee’s pay events are not at disposition 20 (Awaiting Proof).

Action: Check to see if there are errors for any of the employee’s pay events and correct them. Then run the appropriate processes to advance the pay event to disposition 20.

Employee’s total hours do not match hrs breakdown

Message: *ERROR* Employee’s total hours do not match hrs breakdown

Cause: Required time entry breakdown of hours does not match the total hours on the Online Time Entry Form (PHAHOUR). This may occur when the Time Entry indicator is anything other than None and the correct hours did not default from the History Earnings block.

Action: Use PHAHOUR to correct the employee’s hours.

No Deduction record for required deduction

Message: *ERROR* PHPTIME – No Deduction record for required deduction

Cause: On the Benefit Category Rule Form (PTRBCAT) the Benefit/Deduction/Tax is indicated as required and the employee is not set up for that Benefit/Deduction/Tax during that pay period. The Benefit/Deduction/Tax code will be listed under the BDCA column.

Action: Set-up the deduction on the Employee Benefit/Deduction Form (PDADEDN).

Rule form errors

You should run the Payroll Calculation Process (PHPCALC) recalculate all option...

If you discovered and corrected a rule form error, for example, in the Earnings Code Rule Form (PTREARN) or the Benefit/Deduction Rule Form (PTRBDCA), that affects a large group of time entry records, enter Y (Yes) for the recalc all parameter value on the Payroll Calculation Process (PHPCALC).

If, however, no rule form changes are necessary but some records have been re-extracted and forced through the process up to calc, enter N (No).

You may wish to enter Y (Yes) in all cases (though unnecessarily entering Y adds to run time and delays further payroll processing).

Set Up

Section goal

The goal of this section is to outline the set-up process and detail the procedures to set-up your Banner system to handle time entry and payroll processing procedures at your institution.

Objectives

In this section you will learn how to run the required programs that prepare you for processing the payroll.

Preparing for the Payroll

Introduction

Employee, job, and deduction records used for the training payroll should have an effective date within the payroll dates. If not, the records will not appear on the training payroll run. By creating records for the training payroll, you can control what time entry will be required.

If one or a few Organization codes are used to create the employee/job records, the records will be grouped together for reporting. This will be easier for training.

If the class is to run one payroll for the training group, a single pay identification number for all records will insure the records all appear on the payroll. However, if multiple payrolls are to be run, multiple job records should be created with the different pay identification numbers that will be used.

Steps

Prior to the payroll run, the following steps should be completed.

Enter all address changes effective during that pay period on the Identification Form (PPAIDEN).

Enter all new deductions and changes to deductions on the Employee Benefit Deduction Form (PDADEDN).
Note: Banner does not prorate benefit deductions.

Enter all new jobs and changes to jobs effective during that pay period on the Employee Jobs Form (NBAJOBS), for example, pay and labor changes.

Enter all overrides to benefits/deductions taxes on the Employee Benefit Deduction Form (PDADEDN), Add or Replace and Arrears tab.

Calculate the dock pay hours or amounts as required.

Organize time entry records in department time sheet alphabetically by last name.

Enter any new bank routing/account number changes.

Student-Enrollment Verification Set up

Introduction

For universities in the United States, student-employees are granted an exemption on FICA taxes, while they are enrolled at an institution and are employed in jobs on campus.

Students must maintain a minimum enrollment level while they are working and must be appointed to Career-oriented jobs. Otherwise, the FICA tax exemption would be lost and the institution would be responsible to remit the tax affiliated benefit dollars to the government.

Payroll administrators are required to monitor enrollment and deduct FICA taxes from student-employees that fall below the specified enrollment level.

To verify the enrollment status of student-employees, the following validation and three rule forms are required:

Associated Term Validation Form (PTVATRM)

Associated Term Rule Form (PTRATRM)

Student Employee Credits (PTRSCRD)

Student Deductions Form (PTRSTDE)

Purpose

The Associated Term Validation Form (PTVATRM) is used to establish generic associated term codes. These codes are used on the Associated Term Rule Form (PTRATRM).

Banner form

Steps

Follow these steps to complete the process.

Access the Associated Term Validation Form (PTVATRM).

Select the Insert Record icon.

Enter the term in the Associated Term field.

Enter the term description in the Description field.

Click the Save icon.

Click the Exit icon.

Purpose

The Associated Term Rule Form (PTRATRM) is used to associate terms together for students who are cross-registered across campuses.

Banner form

Steps

Follow these steps to complete the process.

Access the Associated Term Rule Form (PTRATRM).

Select the associated term from the drop-down list in the Associated Term field.

Click the Next Block icon.

Select the campus-specific term codes you want to group under this associated term in the Term field.

Click the Save icon.

Click the Exit icon.

Purpose

The Student Employee Credits Rule Form (PTRSCRD) is used to define the minimum number of credit hours that a student should enroll for, in order for the student-employees to be considered enrolled as full-time or part-time students.

Banner form

Steps

Follow these steps to complete the process.

Access the Student Employee Credits Rule Form (PTRSCRD).

Select the Insert Record icon.

Select an associated term from the drop-down list in the Associated Term field.

Select the student level code for which minimum credit hours are being defined from the drop-down list in the Level Code field.

Enter the start date of the term in the Start Date field.

Enter the end date of the term in the End Date field.

Enter the minimum number of credit hours for which the student-employee must be enrolled in order to be considered as taking a full-time student load in the Minimum Hours field.

Click the Save icon.

Click the Exit icon.

Purpose

The Student Deductions Rule Form (PTRSTDE) is used to associate the Employee Class Code(s) that are affiliated with student-employee populations for which enrollment levels will be monitored.

Banner form

Steps

Follow these steps to complete the process.

Access the Student Deductions Rule Form (PTRSTDE).

Select the employee class category for which the deduction rules are to be set up for student-employees from the drop-down list in the Employee Class field.

Select the benefit or deduction code which will be applied for student-employees from the drop-down list in the Deduction field.

Select the appropriate code that will define the payroll processing status of the deduction which a student-employee is at or above the minimum hours specified on PTRSCRD from the drop-down list in the Full-Time Status field.

Select the appropriate code that will define the payroll processing status of the deduction which a student-employee is at or above the minimum hours specified on PTRSCRD from the drop-down list in the Part-Time Status field.

Click the Save icon.

Click the Exit icon.

Setting Up Tax Reporting Rules

Introduction

The Tax Reporting Rules Form (PXAREPT) allows you to define and maintain rules for the data supplied in tax reports (for example, W-2, T4, 1099-R). It identifies the boxes associated with the report and the benefit or deduction codes associated with specified boxes. You can also associate earnings codes with a tax form box. A box can contain only deduction codes, only earning codes, both, or neither.

Banner form

Steps

Follow these steps to set up rules for the data supplied in tax reports.

Access the Tax Reporting Rules Form (PXAREPT).

Click the Tax Report Code Search icon.

Select a tax code from the Tax Report (PTVREPT) window.

Click the OK button.

Perform the Next Block icon.

Click the Benefit or Deductions Code Search icon.
Note: Data in this block is site-specific and should be carefully defined on the basis of your benefit or deduction code and other rules. Because it controls your tax reporting, it is particularly important that you complete this block accurately.

Select a benefit or deduction in the Benefit/Deductions window.

Click the OK button.

Click the Deduction Amount Indicator drop-down arrow.

Select a deduction amount.

Click the Earn Code Search icon.

Select a earn code from the Employee Earn Code Form (PTQEARN).

Click the Select icon.

Click the Save icon.

Click the Exit icon.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

The PDADEDN form is used to enter any new deductions or changes to deductions for an employee?

True or False

Question 2

How should time entry records be organized?

Alphabetically by First Name

Alphabetically by Last Name

ID Number

Answer Key

Question 1

The PDADEDN form is used to enter any new deductions or changes to deductions for an employee?

True

Question 2

How should time entry records be organized?

Alphabetically by First Name

Alphabetically by Last Name

ID Number

Day-to-Day Operations – Running Payroll

Section goal

The goal of this section is to explain the day-to-day or operational procedures to handle the time entry and payroll processing procedures at your institution.

Objectives

In this section you will learn how to

calculate premium on base salary

process the initial extract

process a re-extract

run the time entry process

run the pay period proof process

run the leave accruals and taken process

run the payroll calculation process

calculate check/direct deposit amounts

update process for checks and direct deposits

run direct deposit process

run pay period update process

run feed to finance

run expenditure finance extract process.

Process Introduction

About the process

The Human Resource/Payroll Office may

enter new direct deposits and changes

collect time sheet information

enter one-time deductions and changes

generate paychecks and direct deposit notices.

Flow diagram

This diagram highlights the processes used to record time and process the payroll into Banner HR.

What happens

The stages of the process are described in this table.

Stage	Description
1	All applicable employees complete time sheets/reports via Web, paper, department, etc.
2	Human Resources complete all employee changes, i.e., address changes, salary changes; leave changes, benefit and deductions, prior to payroll period ending.
3	Payroll enters all new direct deposits and changes.
4	Employee’s time information is forwarded to supervisor for approval.
5	Supervisor approves time.
6	Payroll initiates payroll process.
7	Payroll records information.
8	Payroll reviews information and notifies Human Resources if corrections are needed.
9	Payroll generates pay voucher direct deposits and checks.
10	Payroll forwards ACH to bank.
11	Payroll sends deduction reports for vendor payments to Accounts Payable.
12	Payroll generates institution reports (check register, etc.)
13	Payroll feeds transactions to Business Office.
14	Payroll or Financial Aid runs RJRLOAD process to upload student employee information for award tracking.

Verifying Student Hours

Purpose

The Verification of Student Hours Process (PHPSHRS) checks, compares, and corrects the deduction status of student-employees based on the credit hours they have enrolled during a term.

PHPTIME creates the initial extract of employee job and benefit/deduction records for a payroll period. After the initial extract is processed the last paid date viewed on the NBAJOBS and PDADEDN forms will be the pay period end date of the payroll being processed. Effective dated changes to employee job and benefit/deduction data cannot be made if the date is before the last paid date. Employee jobs with no default earnings code defined on the NBREARN table are assigned a payroll disposition code of ‘10’. Employee jobs with a default earnings code defined on the NBREARN table are assigned a payroll disposition code of ‘20’. If an employee does not have the required benefit/deduction codes for their benefit category the employee job is assigned a payroll disposition code of ‘05’. Initial payroll records with a payroll disposition of ‘05’ cannot have time entered. The required BDCA codes must be assigned a non-terminated status in order for the employee job record to be extracted. The PHRDERR report can be processed to identify the employees who need to be re-extracted.

If the payroll department is notified that an employee needs to have an effective dated change with a date that is in the current pay period in process the payroll department can manually set the payroll disposition to ‘05’ for individual employee records by using the Re-extract option on the PHAHOUR Form.

After the employee job and/or benefit/deduction records are updated in the Banner database the PHPTIME process is run again with the Extract parameter set to ‘R’ Re-extract. This parameter will have PHPTIME re-extract the employee job and benefit/deduction data for employees with a payroll disposition status of ’05’

If new employee job records and benefit/deduction records are added to the database after the initial extract is run, PHPTIME can be run again with the Extract parameter set to ‘I’. This running of PHPTIME will extract any employee job and benefit/deduction record that were not included in the original extraction from the Banner database.

Note: PHPTIME must be run prior to feeding any time entry data from Banner Time Entry with Approvals or third party time collection systems.

Banner form

Steps

Follow these steps to complete the process

Access the Verification of Student Hours Process (PHPSHRS)

Double-click in the Printer field to select the printer designation and enter any special printer commands.

Enter the calendar year in YYYY format in the Parameter 01 Payroll Year Values field.

Click the Parameter 02 Payroll ID Values Search icon and select the BW (Bi-Weekly).

Enter the payroll number in the Parameter 03 Payroll Number Values field.

Enter the type of Visa in the Parameter 04 Visa Type to be excluded Values field to denote Initial extract.

Click the Save Parameter Set As check box. Enter a name and description if desired.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

If you selected to Print your report, review the output execution listing report.

If you selected the Database print option, select Review Output from the Options menu and select the file name.

Review the report for errors. Employee count is reported to perform checks along with the number of errors.

Repeat the above process with the proper parameter settings if Parameter input errors are reported.

Calculating Premiums on Base Salary

Introduction

Benefits and deductions calculated from the Annual Salary on the Employee Jobs Form (NBAJOBS) which are calculated with the Life Insurance Calculation Process (PTRLIFE). Use the salary effective date to obtain the annual salary.

Banner form

Steps

Follow these steps to complete the process.

Access the Life Insurance Calculation Process Parameter Rules Form (PTRLIFE).

Double-click in the Deduction field and select the LIF code from the list.

Double-click on the Plan field and select the Benefit/Deduction plan from the Benefit/Deductions Plans option list.

Tab to the Insurance Salary Effective Date field and enter the end day of the pay period you are currently processing.

Click the Save icon.

Click the Exit icon.

Banner form

Note: After PDPLIFE is run, deductions are created on the Employee Benefit/Deduction Form (PDADEDN). PDADEDN can be accessed to view/verify changes.

Steps

Follow these steps to complete the process.

Access the Life Insurance Calc Process (PDPLIFE).

Double-click in the Printer field and select the name of your printer.

Enter the pay period end date in DD-MM-YYYY format in the Values field for Parameter, 01 Effective Date.

Click the Save Parameter Set as check box if you will be using the same printer and date value again.

Note: You can enter a name and description for your parameters.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Banner form

Steps

Follow these steps to complete the process.

Access the Life Insurance Coverage Report (PDRLIFE).

Double-click in the Printer field and select the name of your printer.

Enter the pay period end date in DD-MM-YYYY format in the Values field for the Parameter 01Report As of Date.

Click the Save Parameters check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Note: This report shows only deductions that are included in the imputed life calculations. The retirement and LTD codes will not be included.

Changing Employee Records

Introduction

The following procedures will change information in employees' records. This procedure will change an employee's address on the Person Identification Form (PPAIDEN).

Banner form

Steps

Follow these steps to complete the process.

Access the Person Identification Form (PPAIDEN).

Click the ID Search icon and select a Person from the Person Search Form (SOIADEN).

Click the Next Block icon.

Address tab

Steps

Follow these steps to enter employee address information.

Select the Address tab.

Make any required changes to the person’s address.

Click the Save icon.

Click the Exit icon.

Banner form

This procedure will change an employee's deductions on the Employee Benefit Deduction Form (PDADEDN).

Steps

Follow these steps to change an employee's deductions.

Access the Employee Benefit Deduction Form (PDADEDN).

Select the ID Search icon and select an Employee from the Employee Search Form (POIIDEN).

Select the Deduction Search icon and select an Eligible Deduction from the Benefit Category Rule Form (PTRBCAT).

Click the Next Block icon.

Click the Deduction Change Reason drop-down arrow.
Note: The Change Reason will hold data from the Life Event Benefit Enrollment Self-Service process and is configured on the Benefit Deduction Change Reason Rule Form, PTRBREA. However, it can be utilized for any benefit or deduction being maintained on PDADEDN. Additional change reasons can be added to the rule form to track other event changes.

Select a benefit change reason.

Enter date of event change in the Event Date field.

Make any required changes to the employee’s deductions.

Click the Save icon.

Repeat steps if another deduction requires change.

Click the Exit icon.

Banner form

This procedure will change an employee's pay and/or labor on the Employee Jobs Form (NBAJOBS).

Steps

Follow these steps to complete the process.

Access the Employee Jobs Form (NBAJOBS).

The name of your employee will default to the ID field.

Select the Position Search icon and select the employee’s job from the Employee Job Inquiry Form (NBIJLST).

Click the Next Block icon.

Make any required changes to the employee’s pay and labor distribution.

Click the Save icon.

Click the Exit icon.

Banner form

This procedure will add or replace employee information to a record on the Employee Benefit Deduction Form (PDADEDN).

Steps

Follow these steps to complete the process.

Access the Employee Benefit Deduction Form (PDADEDN).

The information about your employee will default to the ID, Benefit Category, and Deduction fields.

Click the Next Block icon.

Add or Replace and Arrears tab

Steps

Follow these steps to complete the process.

Select the Add or Replace and Arrears tab.

Make any required changes.

Click the Save icon.

Click the Exit icon.

Running the FOAPAL Processing Report

Introduction

The FOAPAL Validation Report (NBRFOAP) identifies invalid FOAPAL strings, including the Index, prior to the feed to Banner Finance on an exception basis.

The following features of this report identify:

Problems can occur when changes are made in Banner Finance or if adjustments need to be made to Labor Distributions that have occurred a long time in the past. Adjustments to prior Labor Redistributions could be made to a Finance Fiscal Year that is closed, or FOAPAL strings that are no longer effective. NBRFOAP will verify the FOAPAL, identify any invalid strings, and provide an exception report of these problems. The user will then be responsible for monitoring this report, and correcting the data prior to the Finance feed. No automated correction will be made.

Looks at FOAPAL transactions in one of three ways: either by Payroll History (original and adjustment events), by Job (evaluating the NBRJLBD table), or by Position (evaluating the NBRPLBD table).

Runs from Job Submission and includes several parameters that will define what is presented in the output. The parameters are grouped by the type of run; Payroll, Job, or Position.

Utilizes standard validation messages from the Banner Finance procedures. The validation messages may vary slightly based upon the component that is being validated.

To evaluate Position data, the user would supply information associated with the appropriate Fiscal Year, Budget ID and Budget Phase. For Payroll validation, parameters would need to specify the Payroll Year, Pay ID, and Pay Period. When validating Job information, a Start and End Date would need to be provided to select the job records to be evaluated. When running the NBRFOAP process from Job Submission, parameters are grouped according to selected method of validation.

Banner position events parameters

Steps

Follow these steps to run a process report evaluating position data.

Access FOAPAL Validation Report (NBRFOAP).

Double-click in the Printer field to select the printer designation and enter any special printer commands.

Enter N for Position in the Values field for Parameter 01 Source Table.

Enter fiscal year in the Values field for Parameter 10 Fiscal Year.

Enter chart of accounts in the Values field for Parameter 11 Chart of Accounts.

Enter budget status in the Values field for Parameter 12 Budget Status.

Enter budget ID in the Values field for Parameter 13 Budget Id.

Enter budget phase in the Values field for Parameter 14 Budget Phase.

Enter budget status in the Values field for Parameter 12 Budget Status.

Click the Save Parameter Set As check box. Enter a name and description if desired.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Banner jobs events parameters

Steps

Follow these steps to run a process report for job event data.

Access FOAPAL Validation Report (NBRFOAP).

Double-click in the Printer field to select the printer designation and enter any special printer commands.

Enter J (for Job) in the Values field for Parameter 01 Source Table.

Enter start date in the Values field for Parameter 06 Start Date.

Enter end date in the Values field for Parameter 07 End Date.

Enter L (for last name) in the Values field for Parameter 09 Sort Order.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Banner payroll event parameters

Steps

Follow these steps to run a process report for payroll event data.

Access FOAPAL Validation Report (NBRFOAP).

Double-click in the Printer field to select the printer designation and enter any special printer commands.

Enter P (for Payroll) in the Values field for Parameter 01 Source Table.

Enter payroll year in the Values field for Parameter 02 Payroll Year.

Enter payroll ID in the Values field for Parameter 03 Payroll Id.

Enter the payroll number in the Values field for Parameter 04 Payroll Number.

Enter the type of payroll transaction in the Values field for Parameter 05 Type of Payroll Transaction.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Processing the Initial Extract

Introduction

The Time Processing Report (PHPTIME) initial extract selects jobs and deduction records that are effective during the pay period data. This creates electronic timesheet entry records on the Online Time Entry Form (PHAHOUR).

Once the Time Processing Report (PHPTIME) is run with an initial extract, the Last Paid Date field is populated on the Employee Jobs Form (NBAJOBS) and the Employee Benefit/Deduction Form (PDADEDN). No updates can be made to that form prior to that date unless the record is re-extracted on the Online Time Entry Form (PHAHOUR). The end result is that the Employee Jobs Form (NBAJOBS) and the Employee Benefit/Deduction Form (PDADEDN) records are not updateable prior to the pay period end date. This creates a stable pay history.

Time Processing Report data can be verified by running the Payroll Errors Display Report (PHRDERR) and the Disposition Control Report (PHRDCON). The PHRDCON report contains information regarding Payroll dispositions. Payroll dispositions are system-defined codes indicating the current status of the pay event in the payroll cycle. They are maintained by the system as an employee moves through the payroll cycle. Payroll Disposition Codes can be found in the Introduction section of this workbook.

Banner form

Steps

Follow these steps to complete the process.

Access the Time Processing Report (PHPTIME).

Double-click in the Printer field to select the printer designation and enter any special printer commands.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click the Values Search icon and select BW (Bi-Weekly) in Parameter 02 Payroll ID.

Enter the number of the pay period to be run in the Values field for Parameter 03 Payroll Number. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter I in the Values field to denote Initial extract for Parameter 04 Extract Indicator.

Enter N in the Values field to denote No individual ID’s entered for Parameter 05 ID Entry Choice Indicator.

Leave the Parameter 06 ID Values field blank.

Enter R in Parameter 07 Supplemental/Regular Payroll Values field to denote Regular payroll.

Enter N in the Values field to denote No don’t use it for Parameter 08 Use Population Selection.

Use the scroll bar to view more parameters.

Leave the Values field blank for Parameter 09 Population Selection ID.

Leave the Values field blank for Parameter 11 Application ID.

Click the Save Parameter Set As check box. Enter a name and description if desired.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

If you selected to Print your report, review the output execution listing report.

If you selected the Database print option, select Review Output from the Options menu and select the file name.

Review the report for errors. Employee count is reported to perform checks along with the number of errors.

Repeat the above process with the proper parameter settings if Parameter input errors are reported.

Results

After running the Time Processing Report (PHPTIME), dispositions for each time entry record will be set to either 05 (Awaiting Re-Extract), 10 (Awaiting Time Entry), or 20 (Awaiting Proof). To determine/verify employee dispositions, submit the Disposition Control Report (PHRDCON).

At this point, the History Jobs Inquiry Form (PHIJOBS), Pay Event List Form (PHILIST), and Check Detail Inquiry Form (PHICHEK) records are all updated.

PHIJOBS: Displays all records that have been selected for this payroll.

PHILIST: Displays gross to net person by person. Net will be displayed on this form after checks are calculated.

PHICHEK: Displays earnings (as earnings are entered), deductions, and gross to net. This is the check displayed online. The net will be displayed on this form after checks are calculated. Check numbers are displayed after the check run. Once PHPCHEK or PHPCHKL has been run, you can view the paystub message that was created on PTRCALN.

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Steps

Follow these steps to complete the process.

Access the Payroll Errors Display Report (PHRDERR).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Banner form

Steps

Follow these steps to complete the process.

Access the Disposition Control Report (PHRDCON).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click Parameter 02 Payroll ID Values Search icon in field and select BW (Bi-Weekly).

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Note: If there are any time entry records at disposition 05, go to the Fix Records section of this workbook to make sure that you reference the error report for the error indicated. The process is complete when report lists the parameters and number of records selected.

Click the Exit icon.

Processing a Re-extract

Introduction

Re-extractions are used to tell the system that something pertinent to employee deduction or job records has changed within the payroll currently being processed such as, a change in deduction amount or a change in salary. Specifically, the associated time entry records extracted during the Time Processing Report (PHPTIME) must be erased and replaced with revised time entry records.

Since changes to these records may be required throughout the payroll cycle, you must manually set up records for re-extraction before changes can be made to job and deduction information. This manual action causes the dispositions of these records to be reduced to 05, awaiting re-extract. These records can then be forced into the re-extract run of the Time Processing Report (PHPTIME) using the new job and/or deduction information.

If there are time entry records at disposition 05, perform one of the following procedures to view payroll errors for those records. (Report – PHRDERR or Inquiry – PHIDERR)

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Steps

Follow these steps to complete the process.

Access the Payroll Errors Display Report (PHRDERR).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click the Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

View displayed errors employee by employee on that payroll, including the errors for each time entry record (missing deductions, invalid Earnings codes, etc).

Access the Pay History Display Errors Form (PHIDERR).

Correct all errors.

Access the Time Processing Report (PHPTIME) after all errors has been corrected.

Enter R in the Values field to denote a Re-extract for the Parameter 04 Extract Indicator.

Click the Save icon.

Click the Exit icon.

Note: After you have run the Time Processing Report (PHPTIME) for the first time for the payroll, you must choose the Re-extract parameter option to recreate all time entry records that are at disposition 05. If you choose the Recreate parameter option, the system will totally wipe out all time entry records for that payroll, including those at dispositions other than 05, and create new ones. If you use the Recreate parameter option, any values entered on the Online Time Entry Form (PHAHOUR) will be replaced. The Payroll Extract Process (PHPTIME) can be run with the selection of the Initial Extract option multiple times during the payroll process. This option could be used, for example, to extract records for employees whose jobs have been added to the system during the payroll process.

Resubmit PHRDERR or re-access PHIDERR to ensure that all errors have been corrected. Continue this process until all errors are corrected.

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Steps

Follow these steps to complete the process.

Access the Time Processing Report (PHPTIME).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in the Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter R in the Parameter 04 Extract Indicator Values field.

Enter N in Parameter 05 ID Entry Choice Indicator Values field.

Leave the Parameter 06 ID Values field blank.

Enter R in Parameter 07 Supplemental/Regular Payroll Values field to denote Regular payroll.

Enter N 08 Use Population Selection Value field.

Use the scroll bar to access parameters 09-11.

Leave the Parameter 09 Population Selection ID Values field blank.

Leave Parameter10 Creator ID Values field blank.

Leave Parameter 11 Application ID Values field blank.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Note: When submitting PHPTIME for an individual ID, you need to run PHPTIME for the total pay population first. Failure to do this will cause you to run each ID individually to catch each record up to the first/master run for PHPTIME for the Pay ID and Pay Number. By entering the re-extract indicator on Parameter 04, the system will only pick up records at disposition 05 (re-extract).

Click the Exit icon.

Performing the Time Entry Process

Introduction

The Time Entry Form (PHAHOUR) allows the user to enter exception hours or hours worked. For this exercise, enter time information for an employee.

Note: When the message (*Warning* Possible Insufficient Leave Balance) is displayed the employee has insufficient leave balance.

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Steps

Follow these steps to complete the process.

Access the Online Time Entry Form (PHAHOUR).

Enter the active fiscal year in the Year field.

Click the Payroll ID icon, and select a Payroll ID code form PTRPICT.
Note: For this exercise, select BW for Bi-weekly.

Click the Payroll Number Search icon and select a Payroll number from PTRCALN.

Options – Enter Selection Criteria

Steps

Follow these steps to complete the process.

Select Enter Selection Criteria from the Options menu.

In the Time Entry Selection Criteria window, select records by timesheet organization or timesheet methods, if necessary.

Click the OK button.

Click the ID Search icon and select an employee.

Click the Next Block icon.

The values in both the History Jobs block and History Earnings block are populated by the system.

Click the Code Search icon and select an earnings code.

Arrow down to the next line and enter the new earnings code if you require additional Earnings Codes.

Tab to the Hours or Units field.

Enter the number of hours worked in the Hours or Units field.

Note: The hours, percent and FOPAL will default to the time distribution block and must total the hours in the previous block and the percentage must total 100%.

Click the Save icon.

Click the Exit icon.

Important additional time entry process information
√	If you are entering absence hours, enter the regular hours first, then Save.
√	If the Reduce Regular Hours check box has been selected for the Earnings code on the Employee Class Rule Form (PTRECLS), the number of exception hours entered will automatically reduce the defaulted regular hours.
√	If you have entered a blank line, a record line is reserved. You will not be able to leave that line until you have entered a value or have done a Record Remove function.
√	To change any part of the FOAPAL: Replace the Account Distribution codes with the new values.
√	To change the percentage for any account, replace the percentages. The hours should be adjusted by the system to match the percent. Verify that the total of all labor distribution account amounts totals to 100%.
√	Employees with default hours on the Employee Jobs Form (NBAJOBS) will be at disposition 20, awaiting proof. Employees not set-up with default hours will be at disposition 10, awaiting time entry. Click on the code to display eligible Earnings codes for the employee as established on the Employee Class Rule Form (PTRECLS).
√	The Time Distribution is a dependent block that represents the labor distribution for the specific Earnings code. This will change dynamically as one move from Earnings code to Earnings code. The labor distribution may be changed if allowed by the Earnings Code Rule Form (PTREARN). The labor distribution changes affect only this pay event. Permanent labor distribution changes require job assignment maintenance.
√	If an employee is at a disposition greater than 05, then record maintenance on the Employee Benefit/Deduction Form (PDADEDN) and the Employee Jobs Form (NBAJOBS) is not allowed within the pay period, until you perform a re-extract as noted below. The pay period end date is reported on PDADEDN and NBAJOBS.
√	The Time Entry Form (PHAHOUR) provides for a re-extract function that, if performed, drops the disposition back to 05 and allows maintenance to employee’s benefit/deduction and job assignment records. Time sheet records may also be removed if the employee is not to be paid.

Performing the Pay Period Proof Process

Introduction

The Pay Period Proof Process (PHPPROF) is run to edit the hours recorded on the pay history tables. If employee payroll records do not have any errors the payroll disposition will be advanced to ‘25’. Situations that will prohibit the payroll disposition from being advanced to ’25’ include:

Hour entry that is not in balance between the PHREARN and PHRHOUR tables; this situation can only occur if the time entry breakdown field is defined as weekly for a bi-weekly payroll frequency of daily for any payroll frequency. For this situation the payroll disposition will be moved to ‘22’ hours correction’.

An employee with multiple jobs where the payroll disposition statues of the PHRJOBS records are not the same

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Steps

Follow these steps to complete the process.

Access the Pay Period Proof Process (PHPPROF).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Parameter 01 Payroll Year Values field.

Click Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly.

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter an ‘A’ (for All) in the Parameter 04 Delete Timesheets with no Hours Values field

Notes: This will automatically remove the employee’s time sheet records with zero hours.

If an employee has multiple jobs, this parameter deletes all time records without time entered for that employee. If this weren’t done, the employee would not be moved to the next disposition.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

If you selected to Print your report, review the output execution listing report.

If you selected the Database print option, select the Review Output from the Navigation Frame and select the file name.

Review the report for errors. Employee count is reported to perform checks along with the number of errors.

Check for employee at disposition 15 or 22. All employees should have advanced to disposition 25, awaiting leave.

If Parameter input errors were reported, repeat the above process with the proper Parameter settings.

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Steps

Follow these steps to run a report of all hours entered into PHAHOUR.

Access the Report of Hours (PHRHOUR).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in Parameter 01 Payroll Year Values field.

Click Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

If you selected to Print your report, review the output execution listing report.

If you selected the DATABASE print option, select the Review Output from the Navigation Frame and select the file name.

Verify report of hours against input control totals from the time entry source documents.

IF	THEN
corrections to hours are required	repeat the process.
hours are changed; the disposition will drop back to 20, awaiting proof.	It is not necessary to perform a re-extract function to correct hour input.

Perform the Proof Job Submission Process and Hours Report Job Submission Procedure until hour input is in balance.
Notes: Correct all records then run PHPPROF rather than correct individual records.

A Failure Record also includes warnings when an employee takes more leave than he or she has as a balance. This warning message will not stop pay.

Performing the Leave Accruals and Taken Process

Introduction

The Leave Accrual/Taken (PHPLEAV) is run to accrue leave based on the leave category associated with employee and to process leave hours reported as taken during the pay period. If the employee does not have enough leave available for the leave reported as taken the system will ‘dock’ the employee’s pay if the employee’s leave category does not allow a leave to maintain a negative balance. The PHPLEAV process advances the payroll disposition code to a ‘30’.

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Steps

Follow these steps to complete the process.

Access the Leave Accruals and Taken Process (PHPLEAV).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in Parameter 01 Payroll Year Values field.

Click the Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Click the Next Block icon.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

If you selected to Print your report, review the output execution listing report.

If you selected the Database print option, select Review Output from the Options menu and select the file name.

Review for normal termination.

Review for employees at disposition 25. All employees should have advanced to disposition 30, awaiting calculation.

If corrections are required, repeat the process.

Note: Look at the number of records that have accrued leave and make sure it is right. If not, start looking at the data to see what the problem(s) might be.

Note: The number of records that had more absence time reported than existed in the leave balances will have a doc pay record created, if you do not allow your employees to use excess leave. The number of such records will appear on this report.

Performing the Payroll Calculation Process

Introduction

The Payroll Calculation Report (PHPCALC) is run to produce the gross to net results for an employee’s pay. The PHPCALC process advances the payroll disposition code to a ‘40’.

The calculation process performs all gross to net calculations. The process will move the disposition to 40, awaiting document.

The results of the calculation process may be viewed on the Time Entry Form (PHAHOUR). The Payroll Register Report (PHRPREG) may also be printed.

At this point, the check detail information and expense accounting is known. There is an opportunity to review and audit calculation process results. Hour input errors are corrected by entering the correct hours, adding/deleting Earnings codes with hours or units as required. The disposition will drop back to 20, awaiting the Pay Period Proof Process (PHPPROF). The re-extract function allows correction to the benefit/deduction and/or the job assignment records, or rule tables, as required to obtain the correct results.

After a re-extract function is performed, it is necessary to run the Time Processing Report (PHPTIME) extract process. The PHPTIME extract option will be equal to R (Re-extract). Re-enter time, if necessary, then run the Pay Period Proof Process (PHPPROF), the Leave Accruals and Taken Process (PHPLEAV), and the Payroll Calculation Report (PHPCALC) to bring the disposition back to 40.

Note: The Payroll Calculation Process (PHPCALC) has been modified to support the new calculations rules, 16 - Flat Amount with Employer Share, 28 - Percent of Gross with Employer Share, and 29 Percent of Gross with Employer Share each Plan.

The process now checks for the existence of a combined limit code on an employee’s deduction record. If one exists, the combined limit rule is applied and enforces the following maximums on the current payroll: Employee Limit, Employer Limit, Combined Employee/Employer Limit, and Maximum Applicable Gross. If the maximum is reached on more than one of these limits (after including the YTD amounts), additional contributions can no longer be made to any of the employee’s associated deductions for the annual period specified for the benefit/deduction on PTRBDCA.

The process will also consider the following calculation rules that contain an annual limit (on PTRBDCA) during computation.

Calculation
Rule	Description
10	Flat Amount
11	Flat Amount (with plan)
13	Flat Amount with Annual Threshold
14	Flat Amount w/ Annual Threshold & Annual Limit
15	Hours Worked
16	Flat Amount with Employer Share
20	Percent of Gross Pay
21	Percent of Gross each plan
24	Percent of Gross with Deduction Limit
25	Percent of Gross each Plan with Deduction Limit
28	Percent of Gross with Employer Share
29	Percent of Gross with Employer Share each Plan

Note: The set-up of Calculation Rule 29 is exactly the same as Calculation Rule 21, in that they both are Plan based, using a percent of gross pay with Employee and Employer contributions and Limits. However, there is a variation to the calculation between these two codes. Rule 21 will continue to process an Employer Amount until the specified Employer Annual Limit is reached, even when the employee contribution has stopped. Rule 29 specifies that the employer amount will stop once the Employee Amount has reached its Annual Limit.

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Steps

Follow these steps to complete the process.

Access the Payroll Calculation Report (PHPCALC).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click the Parameter 02 Payroll ID Search icon and select BW (Bi-Weekly.

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field . Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter N to denote No in Parameter 04 Re-Calculate All Employees Values field.

Note: Select Y only if a rule form has been changed and the PHPCALC process is being re-run.

Enter N to denote No in Parameter 05 Calculation Analysis Report Values field.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

If you selected the Print option, review the output execution listing report.

If you selected the Database print option, select Review Output from the Options menu and select the file name.

View the report for errors. Employee count is reported along with gross dollar information. Check for normal termination.

Perform the error identification process.

Check for employees at disposition 30. All employees should have advanced to disposition 40, awaiting document. It is important to verify that all employees requiring a paycheck are at disposition 40.

IF	THEN
corrections are required	repeat PHPCALC.
you want to check the gross to net calculation online	go to the Check Detail Inquiry Form (PHICHEK).

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Steps

Follow these steps to run a report of results of running PHPCALC.

Access the Payroll Register Report (PHRPREG).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Parameter 01 Payroll Year Values field.

Click the Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the pay period to be run in Parameter 03 Payroll Number Values field Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter B to denote Both Payroll Events in Parameter 04 Report Choice Values field.

You may want to change this to Adjustments or Original Payroll Event after you go live.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

If you selected to Print your report, review the output execution listing report.

If you selected the DATABASE print option, select the Review Output from the Navigation Frame and select the file name.

Notes: Up to this point, the employee records can be re-extracted and corrected. Make sure all records are correct (to the best of your knowledge) before the next process is run.

Disposition 40 is the point of no return.

Once the next process is run, the checks have to be taken through the feed to Banner Finance before any changes can be made. However, changes to Labor Distribution may be made up until disposition 60.

Calculating Check/Direct Deposit Amounts

Introduction

The Calculate Check/Direct Deposit Amounts process (PHPDOCM) is run to determine the type of payroll document(s) that will be produced for an employee’s net pay. If the employee has one active direct deposit entry on the GXRDIRD table the PHPDOCM process will identify the document entry as a direct deposit and assign a unique document number on the PHRDOCM table. If an employee has multiple active direct deposit entries on the GXRDIRD table the PHPDOCM process will identify multiple document entries as direct deposits and assign the same unique document number to both of the direct deposit records on the PHRDOCM table. If an employee has no active direct deposit records on the GXADIRD table the PHPDOCM process will identify the document entry as a check and assign a unique document number on the PHRDOCM table. The PHPDOCM process advances the payroll disposition code to a ‘42’.

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Steps

Follow these steps to complete the process.

Access the Calculate Check/Direct Deposit Amounts Process (PHPDOCM).

Double-click in the Printer field and select the name of your printer.

If	Then
you selected to Print your report	review the output execution listing report.
you selected the Database print option	select Review Output from the Navigation Frame and select the file name.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click the Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Leave the Values field blank (this is only used in adjustment runs) for Parameter 04 Check Date.

Enter an N to allow for direct deposits in Parameter 05 Just Checks Values field.

Note: Entering a Y in the Just Checks Parameter Values field turns off direct deposits for all employees.

If this were an adjustment, you would enter N if direct deposit records exist in the payroll. Enter Y if there are no direct deposit records.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Performing the Update Process for Checks and Direct Deposits

Introduction

The Checks/Direct Deposit Notice process (PHPCHKL) produces the files used to print the payroll checks and direct deposit notices. The process is run twice during a payroll processing cycle, once to produce a paycheck file and once to produce a direct deposit notice file. These files will be interfaced to the laser-printing package to print the documents. The PHPCHKL advances the payroll disposition code to a ‘50’.

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\

Steps

Follow these steps to complete the process.

Access the Checks/Direct Deposit Notice Process (PHPCHKL).

Enter Database in the Printer field.

Note: Checks/direct deposits will print, or if the DATABASE print option was designated, you view the checks/direct deposits online. The output file can be moved to printing devices if the enterprise uses third party software to print checks and direct deposit notices.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click the Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in the Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter either C for checks or D for direct deposits in Parameter 04 Check or Direct Deposit Values field.

Enter the check number that is printed on the first pre-printed checks stock in Parameter 05 Beginning Document No Values field.

Leave Parameter 06 Last Good Document No Values field blank.

Note: Enter the last good document number used, if you need to re-run checks. Leave it blank unless the output was directed to printer device that produced defective checks or direct deposit notices. This is a re-start instruction.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

IF	THEN
you selected to Print your report	review the output execution listing report.
you selected the Database print option	select Review Output from the Navigation Frame and select the file name.

Note: Check the report for the normal termination. This same procedure applies to the Short Check Process (PDPCHEK)

If the employee does not have the address completed on the Identification Form (PPAIDEN), a check/deposit notice will not be produced. The employee’s record will show as an error on the execution listing. A manual adjustment check would then be required.

If your check run is interrupted or prints incorrectly, use the restart option. To restart with a new starting number, use these instructions:

To reprint the entire check run, resubmit PHPCHKL. At the Last Good Document Number parameter, enter the number that is one less than the original starting number.

To restart in the middle of a check run, resubmit PHPCHKL. At the Last Good Document Number parameter, enter the number of the last good check or direct deposit printed.

Click the Exit icon.

Running the Direct Deposit Process

Introduction

The Create Direct Deposit Process (PHPDIRD) is run to create the direct deposit file that is transmitted to the payroll receiver bank for entry into the automated clearinghouse system. PHPDIRD does not affect the payroll disposition code.

Note: PHPDIRD was updated to process Payroll IATs (International ACH Transaction). PHPDIRD generates a separate batch for each ISO country code being processed. These batches are followed by a single batch for all non-IATs. IATs and the ISO country code are identified on the Direct Deposit Recipient form (GXADIRD).

Banner form

Steps

Follow these steps to complete the process.

Access the Create Direct Deposit Tape Process (PHPDIRD).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Values field for the Parameter 01 Payroll Year.

Select the Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter the number of the pay period to be run in the Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter one of the following in Parameter 04 Type of Records to Process Values field:

1 – Both

2 - Payroll Only

3 – New Adjustments

If you selected 3 in Parameter 04, enter the direct deposit date Parameter 05 Direct Deposit Date Values field.

Enter the ID Type (indicating which ID is to be included on the ACH output) in the Parameter 06 ID Type Values field.
Note: The following variables can be entered in the ID Type values field.
1- Employee ID
2- Social Security number

Enter Y (es) or N(o) to indicate if the debit type is required in Parameter 07 Debit transaction required? Values field.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Review the output execution listing report, if printed.

Use your local software, “Save As” a file and transfer the file to the clearinghouse bank.

Banner form

Steps

Follow these steps to complete the process.

Access the Direct Deposit Distribution Report (PHRDIRD).

Double-click in the Printer field and select the name of your printer.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click the Parameter 02 Payroll ID Search icon and select BW (Bi-Weekly).
Note: The payroll identification is located on Payroll Identification Rules form (PTRPICT).

Enter the number of the pay period to be run in Parameter 03 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Enter the number of the type of records to be included in the file in Parameter 04 Type of Records to Process Values field.
Note: The following variables can be entered in the Type of Records to Process values field.
1- Both
2- Payroll Only
3- Adjustments

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Note: This report displays direct deposit information to the banks/account numbers to be used in bank reconciliation.

Performing the Pay Period Update Process

Introduction

PHPUPDT is run to update employee information Banner HR database with the payroll processing results. PHPUPDT updates the following Banner HR tables:

PERDTOT – Employee Monthly Benefit/Deduction Totals

PERETOT – Employee Monthly Earnings Totals

PERJTOT – Employee Monthly Job Totals

PERLEAV – Employee Leave Balances

PERLHIS – Employee Leave Balances History

PERPADV – Pay Advance (This table is only updated if an earnings code identified with an earnings type of ‘AP ‘is processed during the pay period)

PDRBDED – Benefit/Deduction Base (Any one-time add/replace amounts used during the pay period are deleted by PHPUPDT and the arrears balance column is updated for any arrears amounts recovered or taken during the pay period)

The PHPUPDT advances the payroll disposition code to a ‘60’.

As of the 8.7 release, Pay Period Update (PHPUPDT) process cannot be run simultaneously multiple times by different users until the process is completed. The user will receive a message that the second process cannot be submitted until the first one has run to completion or that the process is still running. Multiple submissions can create conflicts with updating associated payroll tables.

With this enhancement in 8.7, after the Pay Period Update Process (PHPUPDT) has been submitted, an error message is displayed when a second submission is attempted and the first PHPUPDT submission is still running.

Banner form

Steps

Follow these steps to complete the process.

Access the Pay Period Update Process (PHPUPDT).

Double-click in the Printer field and select the name of your printer.

Click the Next Block icon.

Enter the calendar year in YYYY format in the Values field for Parameter 01 Payroll Year.

Click the Parameter 02 Payroll ID Values Search icon and select BW (Bi-Weekly).

Enter N (for No) in Parameter 03 Multiple Pay Numbers Values field.

Enter the number of the pay period to be run in Parameter 04 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Click the Save Parameter Set As check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Note: Review the output execution listing report if printed. Check for normal terminations.

Running the Feed to Finance Process

Introduction

The feed to finance process prepares the budget amounts to be fed to the position labor distributions. It also calculates salary and encumbrance amounts, generates the new fiscal year encumbrance if run at the beginning of the fiscal year, assigns the encumbrance document numbers/sequence numbers for the feed to Banner Finance, and assigns labor distribution overrides where appropriate.

Fringe benefit encumbrances are generated only if the charge back method is setup to encumber. The process is used in the Budget Development cycle to generate original budgets to the Banner Finance: Budget Preparation module.

The Finance Extract Process, NHPFIN1, extracts COBRA and budget data for Finance System interface and updates the position totals with encumbered amounts. This process inserts records into the Finance Interface Rule Form (NHRFINC) for original budget and budget changes that were input on the Position Budget Form (NBAPBUD) to the current fiscal and salary encumbrance and COBRA transactions. These transactions will be journalized to the current fiscal year finance operating ledgers. This process has no impact on the disposition number.

This process also supports the budget development for the next fiscal year and will generate working budget transactions for the next fiscal year to the Banner Finance: Budget Development module if the Feed Budget to Finance Budget Development check box is checked on the HR/Finance Set Up Rule Form (NTRFINI). This function is documented in the Budget Development Manual.

Banner Finance forms

The Finance Interface Report Process (NHPFIN2) passes the Finance Extract Process (NHPFIN1) and the Expenditures Finance Extract (PHPFEXP) transactions to the Banner Finance System.

It provides an optional report detailing the data extracted and passed to Banner Finance.

The process performs two distinct functions.

It is run to create budget and encumbrance transactions to Banner Finance by leaving the Pay ID parameter blank.

It is also run to create expenditure and liability transactions to Banner Finance by populating the Pay ID parameter.

The process submission should be managed accordingly. Specifically, this process reads the Finance Extract table and updates the General System’s Finance Transaction Input table (GURFEED) with the journal entry details for updating Banner Finance. GURFEED is a Collector table through which all interfacing transactions to Banner Finance are passed.

An option exists to print out a detail report that provides all the supporting documentation by Finance Rule code, Payroll Earnings code, and Benefit/Deduction code to support the summary journal entry that updates Banner Finance.

A summary report presents the information summarized by line item that is journalized to Banner Finance. When run after NHPFIN1 with the Pay ID parameter left blank, a finance journal document is created for the original budget, budget adjustments, fringe budget, fringe adjustments, encumbrance, and COBRA transactions.

Banner form

Steps

Follow these steps to complete the process.

Access the Budget Maintenance Process (NBPBUDM).

Double-click in the Printer field and select the name of your printer.

Enter R in the Values field to denote Report update for Parameter 01 Process Mode.

Enter A in the Values field to perform budget processing for Parameter 02 Active or Working Budget.

Enter B in Parameter 03 Chart of Accounts Code Values field to perform encumbrance.

Enter 2012 (or appropriate year) in Parameter 04 Fiscal Year Values field to denote Fiscal Year.

Enter or click Parameter 05 Budget ID Values Search icon and select the Budget ID.

Enter or click the Parameter 06 Budget Phase Values Search icon and select the Budget Phase.

Click the Next Block icon.

Click the Save icon.

Click the Exit icon.

Banner form

Steps

Follow these steps to complete the process.

Access the Finance Extract Process (NHPFIN1).

Double-click in the Printer field and select the name of your printer.

Enter N in the Parameter 01Interface COBRA Flag Values field for no interfacing with COBRA.

Enter Y in Parameter 02 Interface Budget Flag Values field to allow for interface budgeting.

Enter Y in Parameter 03 Interface Encumbrance Flag Values field to allow for interface encumbrance.

Click the Save Parameter Set as check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

IF	THEN
you selected to Print your report	review the output execution listing report.
you selected the Database print option	select Review Output from the Options menu and select the file name.

Check for normal termination

Banner form

Steps

Follow these steps to complete the process.

Access the Finance Interface Report Process (NHPFIN2).

Double-click in the Printer field and select the name of your printer.

Enter Y in Parameter 01 Product Detail Report Values field.

Enter Y in Parameter 02 Interface Transactions to FURFEED Value field to allow for interface transactions.

Enter BW (Bi-Weekly) in Parameter 03 Expenditure Payroll ID Values field.

Click the Save Parameter Set as check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

IF	THEN
you selected to Print your report	review the output execution listing report.
you selected the Database print option	select Review Output from the Options menu and select the file name.

Click the Exit icon.

Check for normal terminations.

Performing the Expenditure Finance Extract Process

Introduction

The Expenditure Finance Extract Process (PHPFEXP) is run during the payroll processing cycle to do the following:

Create detailed payroll expense and liability transaction records, assign the gross salary expense rule class category code, apply the employee/employer liability BDCA labor distribution account overrides and assign the benefit/deduction employee and employer liability rule class category codes, apply the employer benefit expense BDCA labor distribution account overrides and assign the employer benefit expense category codes, assign the net payroll rule class category code from the NTRFINI rule table and insert the transactions into the NHRFINC collector table

Updates the NHRDIST table with the above amounts if the ‘Create NHRDIST records’ flag is set to ‘Y’ on the Position Control Installation Rule form, NTRINST.

Produces a control report reporting totals by rule class category

The PHPFEXP advances the payroll disposition code to a ‘62’.

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Steps

Follow these steps to complete the process.

Access the Expenditure Finance Extract Process (PHPFEXP).

Double-click in the Printer field and select the name of your printer.

Enter N in Parameter 01 Process All Payrolls Values field.

Note: If left blank, or if Y is entered, all Pay ID’s will process. Enter Y (Process All Payrolls), and a Payroll ID prompt appears. If you enter N, also (Process All Payrolls), the value of N causes the Process All Redistributions prompt to appear.

Leave the Parameter 02 Process All Redistributions Values field blank.
Note: If left blank, all Pay ID’s will process. If you enter Y (Process All Redistributions), you must enter the Payroll ID. If you enter N (Process All Redistributions), you must enter the values for the Pay Year, Payroll ID, and Pay Number parameters.

Enter the payroll year in the Parameter 03 Payroll Year Values field.

Enter your initials in Parameter 04 Payroll ID Values field for an ID.

Enter the number of the pay period to be run in Parameter 05 Payroll Number Values field. Select the Search icon if you need to view the Payroll Calendar Rule Form (PTRCALN) for values.

Click the Save Parameter Set as check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Run the Finance Interface Report Process (NHPFIN2)

Steps

Follow these steps to complete the process.

Access the Finance Interface Report Process (NHPFIN2).

Double-click in the Printer field and select the name of your printer.

Enter Y in Parameter 01 Product Detail Report Values field.

Enter Y in Parameter 02 Interface Transactions to GURFEED Values field to allow interface to Finance.

Enter BW in Parameter 03 Expenditure Payroll ID Values field to denote Bi-Weekly.

Click the Save Parameter Set as check box if you will be using the same printer and date value again.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Querying Labor Distribution Data

Introduction

The Labor Distribution Data Inquiry Form (NHIDIST) provides query access to all payroll distribution data for the Finance Document Number, Chart of Accounts, time frame and FOAPAL elements entered in the Key Block. The displayed information specifies the dollar amount distributed to the FOAPAL, earning and/or benefit by Employee ID. This form displays earnings and/or benefit data for the Chart of Accounts, FOAPAL elements, category, and date range entered in the Key block. To view fields that are not currently visible on the screen, move the horizontal scroll bar beneath ID or use the Next Field function.

In order for you to use this form, the Banner Human Resources and Banner Finance Systems must both be installed at your site. (If both the Banner Finance indicator and the Banner Human Resources indicator on the Installation Control Form (GUAINST) are set to Y, both systems are installed at your site.)

Banner form

Steps

Follow these steps to view all payroll distribution data for the Finance Document Number, Chart of Accounts, time frame and FOAPAL elements entered in the Key Block.

Access Labor Distribution Data Inquiry Form (PHPDIRD).

Click the Finance Department Number Search icon.

Select a finance department number.

Click the COA Search icon.

Double-click the desired chart of account to select it.

Click the Hierarchy Rollback check box to roll up earnings and benefit data to the FOAPAL fields specified in the Key block.

Click the Index Search icon and select an index.

Enter the from date in the From Date field.

Enter the to date in the To Date field.

Click the Category drop-down arrow and select a category.

Click one of the FOAPAL Search icons and select a FOAPAL.
Note: The following FOAPLAs are available for selection:

Grant

Fund

Orgn

Account

Program

Activity

Location

Click the Next Block icon.

Click the Next Block icon again.

Click the Query icon (or click F8).

View the total hours and amount values are accumulated as more records are queried.

Click the Exit icon.

Running the Labor Distribution Report

Introduction

The Labor Distribution Report (NHRDSTR) allows you to process labor distribution information by employee for a date range selected by the user. For each employee position, the report prints the sum of selected earnings and benefits distributed to each FOAPAL. The report tells what percent of the employee's total amount for selected earnings and benefits is represented by the reported sum. The report also specifies what percent of the employee's total job amount is represented by the sum of all earnings and benefits distributed to the FOAPAL. In addition, the report can print similar data for earnings alone or benefits alone.

Note: This process will run without using the Effort Reporting rules defined on PTRECPD.

This report provides one of the following sets of data for each FOAPAL distribution for each employee's position:

The sum of selected earnings distributed to the FOAPAL, the percent of the selected earnings represented by the reported sum, and the percent of the employee's total earnings represented by the sum of all earnings distributed to the FOAPAL.

The sum of selected benefits distributed to the FOAPAL, the percent of the selected benefit amount represented by the reported sum, and the percent of the employee's total benefit amount represented by the sum of all benefits distributed to the FOAPAL.

The sum of selected earnings and benefits distributed to the FOAPAL, the percent of the employee's total amount for selected salary items (that is, total selected earnings plus total selected benefits) represented by the reported sum, and the percent of the employee's total job amount represented by the sum of all earnings and benefits distributed to the FOAPAL.

In each case, the first percent value is called the report percent, and the second percent value is called the total percent. The report percent and the total percent are the same if all the earnings or benefits have been selected for the report. They can differ only when some of the earnings or benefits are being reported.

For example, if a report includes only earnings figures and all the earnings are being reported, both the report percent and the total percent reflect all the earnings. However, if only selected earnings are being reported, then the report percent reflects only the selected earnings and the total percent reflects all earnings. The total percent, thus, provides a more accurate reflection of the employee's job distribution.

Banner form

Steps

Follow these steps to process labor distribution information by employee for a fiscal year.

Access the Labor Distribution Report (NHRDSTR).

Double-click in the Printer field to select the printer designation and enter any special printer commands.

Enter the sort option in Parameter 01 Sort Values field.

Enter the begin date for the sort option in Parameter 02 Begin Date Values field.

Enter the end date for the sort option in Parameter 03 End Date Values field.

Enter the pay ID in Parameter 04 Payor ID Values field.
Note: Pay ID identifying the payroll that data will be printed. This is a repeating parameter. Wild cards are allowed; for example, A% identifies all pay IDs starting with “A”. When this field is left blank, all Pay IDs are chosen.

Enter the chart of accounts in Parameter 05 Chart of Accounts Values field.

Note: Identifies the chart of accounts to be covered in the report.

Enter the home organization code in Parameter 06 Home Organization Option Values field.
Note: Identifies the chart of accounts whose home organization data will be printed and the home organization(s) that information is to be presented.

Enter the home organization chart of account data and organization range in Parameter 07 From Home Orgn Values field.
Note: Identifies the chart of accounts whose home organization data will be printed and the first home organization in the range of organizations that data will be printed. The codes are separated by a comma, for example, H, 110. This is a repeating and optional parameter.

Enter the home organization chart of account data and organization range in the Parameter 08 To Home Orgn Values field.
Note: Identifying the chart of accounts whose home organization data is to be printed and the last home organization in the range. The codes are separated by a comma, for example, H, 120. This is a repeating and optional parameter.

Enter the home organization chart of account data in the Parameter 09 Home Orgn Values field.
Note: Identifies the chart of accounts whose home organization data will be printed and a specific home organization that data will be printed. The codes are separated by a comma. This is a repeating and optional parameter.

Enter the home organization chart of account data in the Parameter 09 Home Orgn Chart Values field.
Note: Identifies your home organization chart. Enter this parameter only if your home organization chart differs from your distribution chart. This parameter is a non-repeating and an optional parameter.

Enter the employee class in the Parameter 10 Employee Class Values field.
Note: Identifies the employee class that data will be printed. This is a repeating and optional parameter. Wild cards can be used.

Enter the employee ID in Parameter 11 Employee ID Values field.
Note: Identifying employee ID that data will be printed. This is a repeating and optional parameter. Wild cards are allowed.

Enter the select earning in Parameter 12 Select Earnings Values field.
Note: Indicates whether select earnings will be selected in the process.

Enter the select earning in Parameter 13 Earn Code Values field.
Note: Identifies Earn code that data will be printed. This is a repeating parameter. Wild cards can be used. If this field is left blank, all earn codes are selected.

Enter the select benefit in Parameter 14 Select Benefits Values field.

Note: Identifies whether benefits are selected.

Enter the benefit code in Parameter 15 Benefit Code Values field.
Note: Identifies a benefit that data will be printed. This is a repeating parameter. Wild cards can be used. If this field is left blank, all benefit codes are selected.

Enter the fringe charge back in Parameter 16 Include Fringe Charge Back Values field.
Note: Identifies fringe charge back inclusion.

Enter the earned hours in the Parameter 17 Include Earn Hour Values field.
Note: Identifies earnings hours’ inclusion.

Enter the certification option in the Parameter 18 Certification Option Values field.

Note: Identifies certification of hours or signature is required on report.

Click the Submit radio button to process the calculation.

Click the Save icon.

Click the Exit icon.

Making Payroll Adjustments – Voids

Introduction

This adjustment process will void or nullify a paycheck that was given in error.

Events cannot be voided that are at a disposition of less than 60, Awaiting Finance Extract. To view payroll dispositions for a particular employee, access the Pay Event List Form (PHILIST) either directly or from the Adjustment Processing Form (PHAADJT). To access PHILIST from PHAADJT, either click the Search button following the Pay Event fields; or, with your cursor in any of the first four fields following Pay Event, select List from the Help Menu.

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Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Select the ID Search icon and select the required employee ID from the Employee Search Form, POIIDEN.

Enter the calendar year in YYYY format in the Year field.

Enter the payroll ID in the Payroll ID field.

Enter the number of the pay period to be voided in the Payroll Number field.

Click the Sequence Number Search icon and select a sequence number.

Note: Pay Event List (PHILIST)

IF	THEN
you are voiding an original pay event	enter 0 in the Sequence Number field.
you are voiding a subsequent event	enter the sequence number assigned to the event in this field.

Select Void from the drop-down list in the Adjustment Action field.

Enter the date you want this transaction to be recorded for tax purposes in the History Date field.

Note: Enter the date you want reflected for the employee’s year-to-date totals for W-2, 941, and T4 reporting purposes.

Enter the date that the adjustment is to be posted to the general ledger in the Posting Override Date field IF it is different from the Payroll Interface Date in the Finance Rules block of the Installation Rule Form, PTRINST.

The information in the Adjustment Detail block will be populated.

Click the Save icon to Void the pay event.

Notes: At this point, the disposition of the adjustment is 47, Pre-Balance Update. This value is displayed in the Disposition field in the Adjustment Detail block of the form.

Notice that the system assigned a new sequence number in the Key block. Typically, the sequence number assigned in a void transaction is 1 since the original pay event is usually the one to be voided.

Because a void is automated and does not generate a physical check, the Calc Method and Print Method cannot be changed for void transactions.

The gross and net amounts in the Adjustment Detail block are negative to reflect the amounts to be “backed out” or voided from the original event. The system defaults the sequence number and date of the original event.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Save icon.

Note: The disposition is now 48, Pre-Approve Update.

Select Approve, to approve the event, from the drop-down list in the Adjustment Action field.

Click the Save icon.

Note: The disposition is now 50, Awaiting Update.

Click the Exit icon.

Run the Pay Period Update Process (PHPUPDT).

Note: Under Options in PHAADJT there is a form that allows for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Making Payroll Adjustments – Redistributions

Introduction

This adjustment process is used to alter the original labor distribution of an individual pay event. This action is internal to the payroll/finance office and is invisible to the employee. If you have multiple re-distributions you would use PHAREDS form.

Redistribution automatically creates a void transaction (to back out the original labor distribution) and a redistribution (to build an alternate labor distribution). There are no physical checks to be produced with this transaction.

You cannot redistribute events that are at a disposition of less than 60, Finance Extract. To view payroll dispositions for a particular employee, access the Pay Event List Form (PHILIST).

On the Comments tab in PHAADJT there is a form that allows for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Note: This section is for re-distributions when a routing queue has not been created for re-distributions.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Enter the Payroll ID in the Payroll ID field.

Enter the number of the pay period to be redistributed in the Payroll Number field.

Select the Search icon from the Sequence Number field and select a sequence number.
Note: The sequence number comes from the Pay Event List (PHILIST).

Select Redistribute from the drop-down list in the Adjustment Action field.

Enter the date you want this transaction to be recorded for tax purposes in the History Date field.

Enter the date that the adjustment is to be posted to the general ledger in the Posting Override Date field IF it is different from the Payroll Interface Date in the Finance Rules block of the Installation Rule Form (PTRINST).

Click the Effort Certification Locked check box if you want to lock the effort certification.

Click the Next Block icon.

The information in the Adjustment Detail block will be populated.

Click the Save icon to Redistribute the pay event.
Notes: The redistribution is now 47, Pre-Balance Update. The cursor returns to the Adjustment Action field in the Key block.

IF	THEN
you are redistributing an original pay event	enter 0 in the Sequence Number field.
you are redistributing a subsequent event	enter the sequence number assigned to the event in this field.

The Event Type will be R, which defaults, based on the entry made in the Adjustment Action field previously.

Because redistributions do not require any calculations or physical checks, the Calc Method and Print Method have no relevance for redistribution transactions.

Note that the system assigned a new sequence number in the Key block. (Typically, the sequence number assigned will be 2 since the original pay event is usually the one to be redistributed.) An example of sequence number assignments for redistribution is:

0 = The original pay event

1 = The void created by the redistribution action

2 = The actual redistribution action

Options – Job or Assignment History

Steps

Follow these steps to complete the process.

Click the Next Block icon.

Click the Job Information tab.

Click the Position Search icon and select the position whose labor expenses that need to be redistributed.

Options – On-line Time Entry

Steps

Follow these steps to complete the process.

Access Earnings History from the Options menu.

Click the Next Block icon.

Enter the new labor distribution information.

Click the Save icon.

Click the Exit icon.

Note: This process must be repeated for all jobs and all earnings for which redistribution is desired.

Select the Rollback icon to return to the Key block.

Select Submit from the pull-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition is now 60, Pre-Approve Update. The online portion of the redistribution transaction is now complete and ready to be interfaced to the general ledger.

Click the Exit icon.

Follow normal payroll procedures to interface to your general ledger.

Making Payroll Adjustments – Redistributions continued

Introduction

This adjustment process is used to alter the original labor distribution of an individual pay event. This action is internal to the payroll/finance office and is invisible to the employee. If you have multiple re-distributions you would use PHAREDS form.

Redistribution automatically creates a void transaction (to back out the original labor distribution) and a redistribution (to build an alternate labor distribution). There are no physical checks to be produced with this transaction.

You cannot redistribute events that are at a disposition of less than 60, Finance Extract. To view payroll dispositions for a particular employee, access the Pay Event List Form (PHILIST).

On the Comments tab in PHAADJT there is a form that allows for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Note: This section is for re-distributions when a routing queue has been created for re-distributions which require the approval to happen in Self-Service.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Enter the payroll ID in the Payroll ID field.

Enter the number of the pay period to be redistributed in the Payroll Number field.

Click the Sequence Number Search icon and select a sequence number.

IF	THEN
you are redistributing an original pay event	enter 0 in the Sequence Number field.
you are redistributing a subsequent event	enter the sequence number assigned to the event in this field.

Note: The sequence number comes from the Pay Event List (PHILIST).

Select Redistribute from the drop-down list in the Adjustment Action field.

Enter the date you want this transaction to be recorded for tax purposes in the History Date field.

Enter the date that the adjustment is to be posted to the general ledger in the Posting Override Date field IF it is different from the Payroll Interface Date in the Finance Rules block of the Installation Rule Form (PTRINST).

Click the Effort Certification Locked check box if you want to lock the effort certification.

Click the Next Block icon.

The information in the Adjustment Detail block will be populated.

Click the Save icon to Redistribute the pay event.

Notes: The redistribution is now 47, Pre-Balance Update. The cursor returns to the Adjustment Action field in the Key block.

The Event Type will be R, which defaults, based on the entry made in the Adjustment Action field previously.

Because redistributions do not require any calculations or physical checks, the Calc Method and Print Method have no relevance for redistribution transactions.

Note that the system assigned a new sequence number in the Key block. (Typically, the sequence number assigned will be 2 since the original pay event is usually the one to be redistributed.) An example of sequence number assignments for redistribution is:

0 = The original pay event

1 = The void created by the redistribution action

2 = The actual redistribution action

Options – Job or Assignment History

Steps

Follow these steps to complete the process.

Click the Next Block icon.

Click the Job Information tab.

Highlight the first position whose labor expenses are to be redistributed in the Position field.

Options – On-line Time Entry

Steps

Follow these steps to complete the process.

Access Earnings History from the Options menu.

Click the Next Block icon.

Enter the new labor distribution information.

Click the Save icon.

Click the Exit icon.

Note: This process must be repeated for all jobs and all earnings for which redistribution is desired.

Click the Rollback icon to return to the main Key block.

Select Submit from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition is now 48, Pre-Approve Update. The labor redistribution is ready to be approved through Employee Self Service.

Click the Exit icon.

Login to Employee Self Service.

Click on the Labor Redistribution link.

Click on the Labor Redistribution tab.

Click on the Approvals link.

Select the appropriate pay event and click the Open icon.

Click Approve.

Note: The disposition is now 60, Finance Extract.

Follow normal payroll procedures to interface to your general ledger.

Making Payroll Adjustments – Manual Check Transactions

Introduction

This adjustment process is used to generate a manual pay event for an employee who did not receive a paycheck during the original pay cycle or to provide a pay advance.

Note: Within this exercise, there are two Options: Manual Calculation Method and Computer Calculation Method.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Enter the payroll ID in the Payroll ID field.

Enter the number of the pay period to be adjusted in the Payroll Number field.

Select Manual from the drop-down list in the Adjustment Action field.

Enter the date you want this transaction to be recorded for tax purposes in the History Date field.

Enter the date that the adjustment is to be posted to the general ledger in the Posting Override Date field IF it is different from the Payroll Interface Date in the Finance Rules block of the Installation Rule Form (PTRINST).

Click the Next Block icon.

The relevant information in the Adjustment Detail block will be populated.
Notes: The distribution is now 47, Pre-Balance Update.

The Event Type will be M, which defaults based on the entry made in the Adjustment Action field.

When you are generating manual checks, it is important to note the values in the Calculation Method and Print Method fields. The default value in each of these fields is Manual, indicating that the gross and net for a manual check are to be calculated and printed manually. If you want the computer to calculate these values, you must reset the value of Calculation Method to Computer. Similarly, if you want the computer to print the check, you must reset the Print Method to Computer. Different processes are required for computer versus manual calculations and printing.

Follow the steps for Manual or Computer Calc Methods (end of Payroll Adjustments Section).

Click the Rollback icon to return to the Key block.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Access and Run the Payroll Calculation Process (PHPCALC).

The resulting disposition is shown in the chart below. Proceed to the step indicated below:

If the Print Indicator is Computer, the resulting disposition is 40 (Awaiting Document) – Proceed to Step 16 of the following procedure.

If the Print Indicator is Manual, the resulting disposition is 47 (Pre-Balance Update) – Proceed to the Next Step.

Document Information tab

Steps

Follow these steps to complete the process.

Access Document Information tab.

Enter the manual check number in the Document Number field.

Enter the date of the manual check in the Document Date field.

Enter the net pay of the manual check in the Document Amount field.

Select Check from the drop-down list in the Document Type field.

Enter a priority number or accept the default of “1” in the Priority field.

Click the Save icon.

Click the Rollback icon to return to the Key Block.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.
Note: The disposition is now 48 (Pre-Approve Update).

If the Auto Hint tells you that the action does not balance, do one or more of the following:

Correct the gross and/or net amounts in the History block.

Return to PHAHOUR to correct the earnings for the appropriate gross amount.

Return to PHCDEDN to correct the deductions and/or amounts used in the calculation of the net.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Save icon.

Click the Exit icon.

Type the Check.

Note: The online portion of the transaction is now complete and ready to go through the update process.

Access and Run the Pay Period Update Batch Module process, PHPUPDT.

Follow normal payroll procedures to interface to your general ledger.

Comments tab

On the Comments tab in PHAADJT there is a form that allows for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Banner form

Steps

Follow these steps to complete the process.

Access Comments tab.

Enter comments in the comments field.

Note: We recommend that you initial and date comments for later reference.

Enter date and time in the Date and Time field.

Enter user name in the User Name field.

Click the Save icon.

Making Payroll Adjustments – Adjustments

Introduction

This adjustment process is used to process a manual check for an employee who was not given enough pay during the normal payroll cycle. This could be because of unreported hours, incorrect hour entries, or excessive deduction amounts.

An adjustment adds earnings or amounts to an already processed pay event.

Note: Within this exercise, there are two Options: Manual Calculation Method and Computer Calculation Method.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Click the Payroll ID Search icon and select a payroll ID.

Enter the number of the pay period to be run in the Payroll Number field.

Enter 0 in the Sequence Number field if you are adjusting an original pay event; otherwise enter the sequence number assigned to this event.
Note: View the Pay Event List Form (PHILIST).

Select Adjust from the drop-down list in the Adjustment Action field.

Enter the date you want this transaction to be recorded for tax purposes in the History Date field.

Enter the date that the adjustment is to be posted to the general ledger in the Posting Override Date field IF it is different from the Payroll Interface Date in the Finance Rules block of the Installation Rule Form (PTRINST).

Click the Next Block icon.

The relevant information in the Adjustment Detail block will be populated.

Note: The distribution is now 47, Pre-Balance Update.

The Event Type will be J, which defaults, based on the entry made in the Adjustment Action field.

For adjusted check transactions, it is important to note the values in the Calc Method and Print Method fields. The default value in each of these fields is Manual, indicating that the gross and net for a manual check are to be calculated and printed manually. If you want the computer to calculate these values, you must reset the value of Calculation Method to Computer. Similarly, if you want the computer to print the check, you must reset the Print Method to Computer. Different processes are required for computer versus manual calculations and printing.

Follow the steps for Manual or Computer Calculation Methods

Click the Rollback icon to return to the main Key block.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Exit icon.

Access and Run the Payroll Calculation Process (PHPCALC).

The resulting disposition is shown in the chart below. Proceed to the step indicated below:

If the Print Indicator is Computer, the resulting disposition is 40 (Awaiting Document) – Proceed to Step 16 on the next page.

If the Print Indicator is Manual, the resulting disposition is 47 (Pre-Balance Update) – Proceed to the Next Step.

Document Information tab

Steps

Follow these steps to complete the process.

Click the Document Information tab.

Enter the manual check number in the Document Number field.

Enter the date of the manual check in the Document Date field.

Enter the net pay of the manual check in the Document Amount field.

Select Check from the drop-down list in the Document Type field.

Input a priority number in the Priority field.

Click the Save icon.

Click the Rollback icon to return to the Key Block.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition is now 48 (Pre-Approve Update).

If the Auto Hint tells you that the action does not balance, do one or more of the following:

Correct the gross and/or net amounts in the History block.

Return to PHAHOUR to correct the earnings for the appropriate gross amount.

Return to PHCDEDN to correct the deductions and/or amounts used in the calculation of the net.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Save icon.

Click the Exit icon.

Type the Check.

Note: The online portion of the transaction is now complete and ready to go through the update process.

Access and Run the Pay Period Update Batch Module process (PHPUPDT).

Follow normal payroll procedures to interface to your general ledger.

Making Payroll Adjustments – Reissues

Introduction

A reissue automatically creates a void transaction on the event being adjusted and a manual transaction to replace the event being reissued. This action is most often required when an original paycheck is lost.

You cannot reissue events that are at a disposition of less than 60, Finance Extract.

Note: On the Comments tab in PHAADJT there is a form that allows for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form, POIIDEN.

Enter the calendar year in YYYY format in the Year field.

Enter the payroll ID in the Payroll ID field.

Enter the number of the pay period to be reissued in the Payroll Number field.

Enter 0 in the Sequence Number field if you are adjusting an original pay event; otherwise enter the sequence number assigned to this event.
Note: View the Pay Event List Form (PHILIST).

Select Reissue from the drop-down list in the Adjustment Action field.

Enter the date you want this transaction to be recorded for tax purposes in the History Date field.

Enter the date that the adjustment is to be posted to the general ledger in the Posting Override Date field IF it is different from the Payroll Interface Date in the Finance Rules block of the Installation Rule Form, PTRINST.

Click the Next Block icon.

The relevant information in the Adjustment Detail block will be populated.

Click the Save icon.

The resulting disposition is shown in the chart below. Proceed to the step indicated below:

If the Print Indicator is Computer, the resulting disposition is 40 (Awaiting Document) – Proceed to Step 24 on the next procedure.

If the Print Indicator is Manual, the resulting disposition is 47 (Pre-Balance Update) – Proceed to the Next Step.

Document Information tab

Steps

Follow these steps to complete the process.

Access Document History from the Options menu.

Enter the manual check number in the Document Number field.

Enter the date of the manual check in the Document Date field.

Enter the net pay of the manual check in the Document Amount field.

Select Check from the drop-down list in the Document Type field.

Input a priority number in the Priority field.

Click the Save icon.

Click the Rollback icon to return to the Key Block.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Save icon.

Click the Exit icon.

Type the Check

Go to Step 24.

Change the Print Indicator field to Computer.

Click the Rollback icon.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Select Approve form the drop-down list in the Adjustment Action field.

Access and Run the Calc Check/Direct Deposit Amount process (PHPDOCM) using the Checks Only option.

Access and Run the Check/Direct Deposit Notice Process (PHPCHEK) or PHPCHKL.

Access and Run the Pay Period Update Batch Module process (PHPUPDT).

Follow normal payroll procedures to interface to your general ledger.

Making Payroll Adjustments – Duplicates

Introduction

The Duplicate Adjustment function allows you to create a new pay event transaction that is identical to a previous pay event. The new pay event can be issued as is or can serve as the base or start point for the new pay event. Use of this action does not alter the pay event being duplicated.

You cannot duplicate events that are at a disposition of less than 60, Finance Extract.

Note: Within this exercise, there are two Options: Manual Calculation Method and Computer Calculation Method.

On the Comments tab in PHAADJT a form is available to enter for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Enter the payroll ID in the Payroll ID field.

Enter the number of the pay period to be duplicated in the Payroll Number field.

Enter 1 in the Sequence Number field if this is the first adjustment to the pay event being duplicated. The sequence number entered must be unique to the pay you are creating.
Note: View the Pay Event List Form (PHILIST).

Select Duplicate from the drop-down list in the Adjustment Action field.

Enter the date you want this transaction to be recorded for tax purposes in the History Date field.

Enter the date that the adjustment is to be posted to the general ledger in the Posting Override Date field IF it is different from the Payroll Interface Date in the Finance Rules block of the Installation Rule Form (PTRINST).

Click the Next Block icon.

The relevant information in the Adjustment Detail block will be populated.

Click the Save icon.

If the new event is to be an exact duplicate of the original event, determine your next step from the choices or proceed to Step 14.

If the Print Indicator is Manual, the resulting disposition is 47 (Pre-Balance Update) – Proceed to Step 1 on the next exercise.

If the Print Indicator is Computer, the resulting disposition is 37 (Pre-Balance Check) – Proceed to Step 15 on the next exercise.

When you are generating manual checks, it is important to note the values in the Calculation Method and Print Method fields. The default value in each of these fields is Manual, indicating that the gross and net for a manual check are to be calculated and printed manually. If you want the computer to calculate these values, you must reset the value of Calculation Method to Computer. Similarly, if you want the computer to print the check, you must reset the Print Method to Computer. Different processes are required for computer versus manual calculations and printing.

Follow the steps for Manual or Computer Calculation Methods at the end of this section.

Click the Rollback icon.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Acknowledge the warning message referring to the gross and net amounts.

Click the Save icon.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Run PHPCALC.

If the Print Indicator is Manual, the resulting disposition is 47 (Pre-Balance Update) – Proceed to the Next Step.

If the Print Indicator is Computer, the resulting disposition is 40 (Awaiting Document) – Proceed to Step 15 in the next exercise.

Document Information tab

Steps

Follow these steps to complete the process.

Access Document Information tab.

Enter the manual check number in the Document Number field.

Enter the date of the manual check in the Document Date field.

Enter the net pay of the manual check in the Document Amount field.

Select Check from the pull-down list in the Document Type field.

Enter a priority number in the Priority field.

Click the Save icon.

Click the Rollback icon to return to the Key Block.

Select Balance from the pull-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition is now 48 (Pre-Approve Update).

If the Auto Hint tells you that the action does not balance, do one or more of the following

Correct the gross and/or net amounts in the History block.

Return to PHAHOUR to correct the earnings for the appropriate gross amount.

Return to PHCDEDN to correct the deductions and/or amounts used in the calculation of the net.

In the Adjustment Action field, select Approve from the pull-down list.

Click the Save icon.

Click the Exit icon.

Type the Check.

Note: The online portion of the transaction is now complete and ready to go through the update process. Proceed to Step 18.

Access and Run the Calc Check/Direct Deposit Amount process (PHPDOCM) using the Checks Only option.

Access and Run the Check/Direct Deposit Notice Process (PHPCHEK) or PHPCHKL.

Access and Run the Pay Period Update Batch Module process (PHPUPDT).

Follow normal payroll procedures to interface to your general ledger.

Making Payroll Adjustments - Net to Gross

Introduction

The net to gross feature enables you to calculate the gross amount of a check from its net amount. This exercise will go over two methods of grossing up: manual print method and computer print method.

Note: This procedure involves numerous forms that require completion.

Manual Print Method

The Adjustment Processing form (PHAADJT) is used to adjust net to gross.

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Enter today’s date or the date the instructor provides you in the Posting Override Date field.

Select Manual from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Select Gross up from the drop-down list in the Calculation Method field.

Select Manual from the drop-down list in the Print Method field.

Click the Save icon.

The disposition will move to a 27, Pre-balance Update.

Enter the net amount only in the Entered Net field.

Select the position for which this adjustment is being made.

Job Information tab

Steps

Follow these steps to complete the process.

Select the Job Information tab.

Note: Only one job can be selected. Selecting more than one will cause an error message.

Options – On-Line Time Entry

Steps

Follow these steps to complete the process.

Select On-Line Time Entry from the Options menu.

Double-click in the Earnings field (in the History Earnings area) and select the earning code you wish to associate with this adjustment.

Note: Only one earn code can be selected.

Click the Save icon.

Click the Exit icon.

Optional: You can access PHCDEDN from the Options menu and add or remove deductions for this transaction. If you make changes, save them and return to PHAADJT.

Steps

Follow these steps to complete the process.

The adjustment now can be balanced. To complete process, going to the key block and select Balance from the drop-down list Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: This moves the disposition to a 28, Pre-approve Calculation.

Select Approve from the drop-down list in the Key block field to approve the transaction.

Click the Next Block icon.

Click the Save icon.

Note: The system moves the disposition to a 30, Awaiting Calculation.

Document Information tab

Steps

Follow these steps to complete the process.

Access the Document Information tab.

Specify relevant information if necessary.

Click the Save icon.

Select Balance for Adjustment from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition is now moved to a 48, Pre-approve update.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition has been moved to a 50, Awaiting update.

Run PHPUPDT.

Note: This will move the disposition to a 60, Finance Extract.

Computer Print Method

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Enter today’s date or the date the instructor provides you in the Posting Override Date field.

Select Manual from drop-down list in the Adjustment Action field.

Click the Next Block icon.

Select Gross up from the drop-down list in the Calculation Method field.

Select Computer from the drop-down list in the Print Method field.

Click the Save icon.

Note: The disposition will move to a 27, Pre-balance Update.

Enter the net amount only in the Entered Net field.

Select the position for which this adjustment is being made.

Job Information tab

Steps

Follow these steps to complete the process.

Select the Job Information tab.

Note: Only one job can be selected. Selecting more than one will cause an error message.

Options – On-Line Time Entry

Steps

Follow these steps to complete the process.

Select On-Line Time Entry from the Options menu.

Double-click in the Earnings field in the History Earnings area to select the earning code you wish to associate with this adjustment.

Note: Only one earn code can be selected.

Click the Save icon.

Click the Exit icon.

Optional: You can access PHCDEDN from the Options menu and add or remove deductions for this transaction. If you make changes, Save them and return to PHAADJT.

The adjustment now can be balanced. To complete the process, going to the key block and select Balance from the Adjustment Action field drop-down list.

Click the Next Block icon.

Click the Save icon.
Note: This Save moves the disposition to a 28, Pre-approve Calc.

Now you need to approve the transaction. In the Key block field, select Approve from the drop-down list of actions.

Click the Next Block icon.

Click the Save icon.
Note: The system moves the disposition to a 30, Awaiting Calculation.

Banner form

Steps

Follow these steps to complete the process.

Access the Payroll Calculation Form (PHPCALC).

Note: The disposition is now moved to 47, pre-balance updated.

Review and compare the calculated net and the entered net amounts.

Review associated deductions on PHCDEDN, the gross amount on PHAHOUR, then return to PHAADJT.

Access the Payroll Adjustment Form (PHAADJT).

Document Information tab

Steps

Follow these steps to complete the process.

Access the Document Information tab.

Specify relevant information if necessary.

Click the Save icon.

Select Balance for Adjustment from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition is now moved to a 28, Pre-approve Calc.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition has been moved to a 30, Awaiting Calc.

Run PHPCALC.

Review and compare the calculated net and the entered net amounts.

Review associated deductions on PHCDEDN, the gross amount on PHAHOUR, then return to PHAADJT.

In PHAADJT, run the calc check/direct deposit amount process.

Run PHPUPDT.

Note: This will move the disposition to a 60, Finance Extract.

Making Payroll Adjustments - Direct Deposits On-Demand

Introduction

Banner HR is now able to issue and reissue payments outside of the normal payroll cycle as direct deposits instead of regular checks. If the original payment was made as a split distribution, you may: Reissue only the direct deposit component of the original payment in the same format or as a check and/or Reissue the check.

Please note that you cannot process reissues for events that are at disposition of less than 60.

On the Comments tab in PHAADJT a form available for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Banner form

Steps

Follow these steps to complete the process.

Access the Direct Deposit Recipient Form (GXADIRD, and correct any necessary bank information.

Access the Adjustment Processing Form (PHAADJT) and enter the pay event information.

Select Reissue from the drop-down list in the Adjustment Action field.

Enter a date to that is to be recorded for tax purposes in the History Date field.

Enter the post override date if it differs from the payroll interface date.

Click the Save icon.

Note: The disposition will be at 47, pre-balance update.

Click the Next Block icon.

Select C to denote Computer in the Print Method field.

Move back to the Key block and select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Select C to denote Computer in the Print Method field.

Note: The system changes the disposition to 37, pre-balance check.

Document Information tab

Steps

Follow these steps to complete the process.

Select the Document Information tab. Enter all the information in the fields.

In the new document block, mark the reissue indicator; enter the new amount, type, and priority. If you are reissuing a direct deposit, be sure to enter the bank’s routing number, account number and the account type.

Click the Save icon.

Go back to the key block of PHAADJT and select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Note: The disposition moves to 38, pre-approve check.

Return to the key block of PHAADJT, and in the Adjustment Action field drop-down list, select Approve.
Note: The disposition moves to 40, pre-approve check.

Run PHPDOCM to calculate the check or direct deposit amount. The disposition moves to 42, waiting check/direct deposit.

Run PHPCHEK or PHPCHKL processes to update the check numbers and/or generate direct deposit notices.
Note: The disposition moves to 50, awaiting update.

Run PHRDIRD to view a list of all employees with their corresponding direct deposit numbers.

Run PHPDIRD or PHPCDIR processes to create the direct deposit tapes in the required formats that are to be sent to your bank or clearing house.

Run the direct deposit tape register process, PHRTREG.

Run the pay period update process, PHPUPDT, to update the records to a disposition of 60, finance extract.

Making Payroll Adjustments – General Queries

Introduction

After performing void, duplicate, and reissue transactions, you can view the details of the earnings and deductions for either the original or subsequent pay events.

On the Comments tab in PHAADJT a form available for free flow comments. You can enter information regarding the adjustment being processed. The comments can also be viewed on PHILIST. It does not matter what disposition the adjustment is at in order to enter a comment.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Click the Pay ID Search icon and select BW (Bi-Weekly) from the Pay Event List Form (PHILIST).

Enter the number of the pay period to be viewed in the Payroll Number field.

Enter 0 in the Sequence Number field (Enter 1 to view details from a void, duplicate, or reissue event).

Document Information tab

Steps

Follow these steps to complete the process.

Access the Document Information tab.

View the information populated in the Document Number, Document Date, Document Amount, Document Type, and Priority fields.

Close the window and return to PHAADJT.

Job Information tab

Steps

Follow these steps to complete the process.

Access the Job Information tab.

All jobs for the original pay event are listed in the Position field.

Options – On-line Time Entry

Steps

Follow these steps to complete the process.

Access On-Line Time Entry from the Options menu.

View the earnings for this check.

If an employee had multiple jobs in this pay event, Exit the On-Line Time Entry window and return to PHAADJT. Place the cursor on the subsequent position number and access the On-Line Time Entry option again.

Using the Manual Calculation Method

Introduction

To manually calculate the gross and net for a manual check, perform the following procedure.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Click the Payroll ID Search icon and select MN (Monthly) from the Pay Event List Form (PHILIST).

Enter the number of the pay period to be adjusted in the Payroll Number field.

Click the Sequence Number Search icon and select a sequence number.
Note: View the Pay Event List Form (PHILIST).

Click the Next Block icon.

In the Adjustment Detail block, enter the gross and net amounts.

Click the Save icon.

Job Information tab

Steps

Follow these steps to complete the process.

Select Job Information tab.

Select the position for which the manual check is being generated in the Position field.

Click the Save icon.

Options – On-line Time Entry

Steps

Follow these steps to complete the process.

Select On-line Time Entry from the Options menu.

Enter the earn code, hours/units, amount, and/or special rate for the pay event.

Click the Save icon.

Select the Next Block icon to access the Time Distribution block.

Enter changes to the earn code’s accounting distribution, if necessary.

Click the Save icon.

Click the Exit icon to return to PHAADJT.

Options – Deduction History

Steps

Follow these steps to complete the process.

Access List Deductions for Pay Event from the Options menu.

Note: You must have the On-Line Time Entry window open and the History Earnings block active to select this option.

Add, change, or delete the Employee Amt, Employer Amt, and Applicable Gross fields as required.

Click the Save icon.

Click the Exit icon to return to PHAADJT.

If the Print Indicator is Computer, the resulting disposition is 37 (Pre-Balance Check) – Proceed to running the Pay Period Update Module Process (PHPUPDT).

If the Print Indicator is Manual, the resulting disposition is 47 (Pre-Balance Update) – Proceed to the Next Step in your lesson

Using the Computer Calculation Method

Introduction

To have the system calculate the gross and net for a manual check, perform the following procedure.

Banner form

Steps

Follow these steps to complete the process.

Access the Adjustment Processing Form (PHAADJT).

Click the ID Search icon and select the required employee ID from the Employee Search Form (POIIDEN).

Enter the calendar year in YYYY format in the Year field.

Click the Payroll ID Search icon and select BW (Bi-Weekly) from the Pay Event List Form (PHILIST).

Enter the number of the pay period to be viewed in the Payroll Number field. Select the Search icon if you need to view the Pay Event List Form (PHILIST).

Click the Next Block icon.

In the Adjustment Detail block, enter the gross and net amounts.

Click the Save icon.

Job Information tab

Steps

Follow these steps to complete the process.

Select the Job Information tab.

Select the position for which the manual check is being generated in the Position field.

Click the Save icon.

Options – On-line Time Entry

Steps

Follow these steps to complete the process.

Select On-Line Time Entry from the Options menu.

Enter the earn code, hours/units, amount, and/or special rate for the pay event in the History Earnings area.

Click the Save icon.

Click the Next Block icon to move to the Time Distribution block.

Enter changes to the earn code’s accounting distribution, if necessary.

Click the Save icon.

Click the Exit icon to return to PHAADJT.

Options – Deduction History

Steps

Follow these steps to complete the process.

Access List Deductions for Pay Event from the Options menu.

Note: You must have the On-Line Time Entry window open and the History Earnings block active to select this option.

Click the Remove Record icon to delete the deductions that are not to be taken.

Click the Rollback icon.

Select Balance from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Select Approve from the drop-down list in the Adjustment Action field.

Click the Next Block icon.

Click the Save icon.

Click the Exit icon.

Run PHPCALC.

If the Print Indicator is Computer, the resulting disposition is 40 (Awaiting Document) – Proceed to running the Pay Period Update Process (PHPUPDT).

If the Print Indicator is Manual, the resulting disposition is 47 (Pre-Balance Update) – Proceed to the Next Step in your lesson.

Issuing One-Time Payments

Introduction

You can hire, pay, and terminate temporary employees when they have a onetime payment. The process is faster than the normal employee hiring process and when the payroll runs, the employee is moved to a terminated status.

Steps

Housekeeping to be done prior to paying an employee for a one-time payment:

Run the delivered script npayacat.sql to name the delivered approval category and five associated approval types.

Access the default values window from the Options menu of the electronic approval category rules form, NTRACAT, to view the default values updated by the script.

Establish the default rules for one-time payments in the One-Time Payment Rules from the Options menu in PTRINST.

Be sure to also: select the applier level for one-time payments, select the one-time payments category to match the delivered approval category, establish the default job change reason code and termination reason code, and define one position per chart of accounts to associate with one-time payments.

Create approval level codes for one-time payments on NTRALVL.

Identify and establish employees who will have applier privileges at the approval levels.

Prerequisites

The following employee information is needed in order to process a one-time payment:

biographic/demographic information

address and telephone

job information

payment method

position information

one-time payment date

job labor distribution

and user info

If the information is already entered into Banner, you will just need to go into PEA1PAY and enter work dates. The other information will default. If the information is not in Banner, you will have to populate each field in PEA1PAY.

Banner form

The One-Time Payment form (PEA1PAY) is used to set up an employee for one-time pay.

Steps

Follow these steps to complete the process.

Access the One Time Payment Form (PEA1PAY).

Enter a date for the record in the As of Date field.

Search for the employee in the database. If no records are found, click the Generate ID icon.

Complete the online form.

Click the Save icon.

Click the Yes button.

Click the OK button.

Click the Next Block icon.

Enter Ethnicity, New Ethnicity and Citizenship in the Biographic and Demographic block.

Click the Next Block icon twice to access the Jobs Information block.

Complete the following information for the job: Position, suffix, title, change reason, hourly rate, work begin date, work end date, payroll date, year, payroll ID, and payroll number.

Click the Next Block icon and access the Payment Method Block.

Enter payment type, check or direct deposit.

For direct deposits, complete banking information.

Click the Next Block icon until you come to the one-time payment data block.

Enter the earnings code(s) for which this employee is to be paid.

Enter number of hours worked.

Enter special rate if applicable.

Banner calculates the amount field.

Click the Next Block icon and update the labor distribution if needed.

Click the Save icon.

Click the Exit icon.

Paying a One-Time Payment

Follow these steps to complete the process.

Access the One-Time Payment Form (PEA1PAY).

Search for the employee in the database. If no records are found, generate an ID.

Enter a date for the record in the As of Date field.

Click the Next Block icon until you have access to the Job Information block.

Select the position for which this is being paid in the Position field.

Enter the begin date and end date of work.

Click the Next Block icon.

Select the pay period for the payment in the Payroll Number field.

Click the Next Block icon.

Enter the rate for payment in the Hourly Rate field.

Click the Save icon.

Click the Exit icon.

Have the applier review the information.

Run the payroll process.

Once PHPUPDT is ran, the employee’s job is terminated.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

PDPLIFE must be run after the Payroll Process.

True or False

Question 2

What does payroll disposition 70 signify?

Complete

Finance Extract

Awaiting Check Run

Awaiting Update

Question 3

The Time Entry Processing Report (PHPTIME) creates the electronic time entry form on the Online Time Entry Form (PHAHOUR).

True or False

Question 4

A Failure Record warning will stop pay.

True or False

Question 5

Payroll changes (except for labor distribution changes) are no longer permitted once the disposition advances beyond:

30

40

62

70

Question 6

What happens if the employee does not have the address completed on the Identification Form (PPAIDEN)?

A check/deposit notice will not be produced

The employee’s record will show as an error on the execution listing

A manual adjustment is required

All of the above

Question 7

What should be entered in the Sequence Number field to void an original pay event?

0

1

2

4

Answer Key

Question 1

PDPLIFE must be run after the Payroll Process.

False. You can run the Life Insurance Calc Process (PDPLIFE) to calculate life insurance deductions. You do not have to run it after the Payroll process.

Question 2

What does payroll disposition 70 signify?

Complete

Finance Extract

Awaiting Check Run

Awaiting Update

Question 3

The Time Entry Processing Report (PHPTIME) creates the electronic time entry form on the Online Time Entry Form (PHAHOUR).

True

Question 4

A Failure Record warning will stop pay.

False. The Failure Record warning will display to alert you to a problem; however, it will not stop pay.

Question 5

Payroll changes (except for labor distribution changes) are no longer permitted once the disposition advances beyond:

30

40

62

70

Question 6

What happens if the employee does not have the address completed on the Identification Form (PPAIDEN)?

A check/deposit notice will not be produced

The employee’s record will show as an error on the execution listing

A manual adjustment is required

All of the above

Question 7

What should be entered in the Sequence Number field to void an original pay event?

0

1

2

4

Day-to-Day Operations- Bank Reconciliation

Section goal

The goal of this section is to explain the day-to-day or operational procedures to manage the payroll check data and the bank check information at your institution.

Objectives

In this section you will learn how to

view record tables

reconcile check(s) manually.

Process Introduction

About the process

The Human Resource/Payroll Office may

Obtain bank file from your processing ACH / Bank.

Load bank file into PHRBKTP.

Run the PHPBREC process to reconcile.

View the Bank Reconciliation Form (PHARECN) to manually reconcile any exceptions and / or query misc. statuses and checks.

Viewing Records on PHRBKTP and PHRDOCM Tables

Introduction

The Check Reconciliation Form (PHARECN) allows you to view the records in both the PHRBKTP and PHRDOCM tables. Records in both the document block and the bank tape block are displayed based upon the value in the query date. The display status field allows you to determine the types of records that will be displayed. The reconcile date is the date that will be recorded in the reconciliation date of the document record when the check is reconciled.

The information shown on the top of the form is from the PHRDOCM table. The information from the bottom block is from the PHRBKTP table. PHARECN can also be used to populate the PHRBKTP table, but should only be used when data entry is minimal. The PHARECN form can also be used to correct mistakes in the bank tape file, such as check number or the amount or used to correct mistakes as a result of running the batch reconciliation process (PHPBREC), where the left-most field would contain an E for error.

The key fields on this form are query date, status indicator and reconcile date.

When you have moved past the key information the form will display all records based on the status entered.

In the top portion of the form (PHRDOCM) all fields are displayed only with the exception of the 'R' (reconciliation indicator) field. This may be altered.

In the lower portion of the form (PHRBKTP) all fields may be altered but care should be taken when altering a reconciled item.

PHARECN can also be used to populate the PHRBKTP table by entering the matching information on the lower portion of the form (PHRBKTP) to match the upper portion (PHRDOCM).

Banner form

Steps

Follow these steps to reconcile a check.

Magnetic tape (or electronic file) is received from the bank.

Data from this tape/file must be populated in the selected fields of the PHRBKTP table.

Load the bank tape file into the PHRBKTP table.

Run the Payroll Bank Reconciliation Process (PHPBREC) in report and reconcile mode

Access the Bank Reconciliation Program (PHPBREC).

Double-click in the Printer field and select the name of your printer.

Enter the process mode (R)econcile or Repor(T) in the Values field for the Parameter 01 Process Mode.

Enter the type of report in the Parameter 02 Report Type Values field.

Note: The following types of reports are available:

R- Reconciled

O-Outstanding

P- Paid not issue

E-Errors

V-Voids

Enter the (D)ate or (C)heck range type in the Parameter 03 Range Type Values field.

Enter the date of the statement in the Parameter 04 Statement Start Date Values field.

Enter the end of the statement date in the Parameter 05 Statement End /Reconcile Date Values field.

Enter the starting check number in the Parameter 06 Starting Check Number Values field.

Enter the ending check number in the Parameter 07 Ending Check Number Values field.
Note: This is a required field when the Range Type is ‘C’.

Click the Next Block icon.

Click the Save icon.

IF	THEN
you selected to Print your report	review the output execution listing report.
you selected the Database print option	select Review Output from the Navigation Frame and select the file name.

Click the Exit icon.

Reconciling Check(s) Manually

Introduction

You can manually reconcile a check using the Check Reconciliation Form (PHARECN). Use the Payroll Adjustment Form (PHAADJT) to void check.

Banner form

Steps

Follow these steps to manually reconcile a check.

Access the Check Reconciliation Form (PHARECN).

Enter the check query date in the Query Date field.

Click the Status drop-down arrow and select Pay No Issue.

Click the Next Block icon.

Delete the P in the Recon Indicator field.
Note: Make sure the check number matches exactly to the outstanding check you want to match it against. Also make sure the dollars match. The date in this block is the date the check cleared the bank. It will not match the check date, nor should it (unless your bank is really fast).

Click the Save icon.
Note: The record should disappear from the screen.

Rerun PHPBREC. Your outstanding check should now show as reconciled.

Day-to-Day Operations- Supplemental Payroll

Section goal

The goal of this section is to delineate the day-to-day procedures to process supplemental payroll at your institution.

Objectives

In this section you will learn how to

create supplemental pay ID

create supplemental payroll dates

create supplemental payroll earning codes

create supplemental payroll deductions

create a supplemental payroll using population selection.

Creating Payroll ID for Supplemental Pay

Introduction

The Payroll Identification Code Rule Form (PTRPICT) allows you to define a payroll ID code, describe the associated payroll, and specify its tax factor and number of pays per year.

When creating a supplemental Pay ID the Supplemental Pay checkbox must be checked.

Screen image

Steps

Follow these steps to set up payroll identification code rules for supplemental pay.

Access Payroll Identification Code Rules Form (PTRPICT).

Enter a two-character payroll code and a brief free-format description of the payroll in the Payroll ID field.

Enter the number of pays per year generated by this payroll in the Pays Per Year field.

Enter the tax factor associated with this payroll in the Tax Factor field.

Note: The tax factor specifies the number of pays per year to be used when computing annual wage for tax purposes.

(Optional) Click the Bank Search icon and select a bank.

Note: If you do not want this payroll to be drawn on the default bank specified on the HR/Finance Set Up Rule Form (NTRFINI), enter the overriding bank in the Bank field. If the Banner Finance System is installed, the value you enter must be predefined on the Bank Code Rule Form (GXRBANK). To view a list of existing values, double-click in the Bank field. The system displays the description of the bank whose code you entered.

Click the Supplemental Pay check box.

Enter the identification code of the original payroll in the Original Payroll ID field.

Click the Save icon.

Click the Exit icon.

Creating Supplemental Payroll Calendar

Purpose

The Payroll Calendar Rules form (PTRCALN) allows you to enter for supplemental pay, enter the timeframes needed for the supplemental payroll. You do not need to create the entire year.

Banner form

Steps

Follow these steps to enter a payroll period for supplemental payroll period.

Access Payroll Calendar Rules form (PTRCALN).

Enter the year of the year of the supplemental pay in the Year field.

Enter the pay ID in the Pay ID field.

Enter the Pay number in the Pay Number field.

Enter (or click the calender icon) and enter a start date of the supplemental pay in the Start Date field.

Enter (or click the calender icon) and enter a end date of the supplemental pay in the End Date field.

Enter a check date in the Check Date field.

Click the Save icon.

Click the Exit icon.

Creating Supplemental Payroll Deductions

Introduction

The Supplemental Payroll Deduction Rule Form (PTRSDED) allows you to establish deductions to be taken during a supplemental payroll for employees in a specified benefit category.

At the Benefit Category field, enter the coder of the benefit category that the supplemental payroll deduction will be taken. The code you enter must be predefined on the Benefit Category Rule Form (PTRBCAT).

At the Benefit or Deduction field, enter the code of the benefit that deductions will be taken from the supplemental pay. The code you enter must be predefined on the Benefit/Deduction Rule Form (PTRBDCA) and must be valid for the benefit category entered at the previous field.

Banner form

Steps

Follow these steps to set up deductions to be taken during a supplemental payroll.

Click the Benefit Category Search icon and select a category.

Click the Benefit or Deduction Search icon and select a benefit and/or deduction.

Repeat steps 1 and 2 to add additional supplemental payroll deductions.

Click the Save icon.

Click the Exit icon.

Creating Supplemental Earning Codes

Introduction

The Supplemental Payroll Earnings Rule Form (PTRSERN) establishes the earn codes to be defaulted during a supplemental payroll for a specified employee class. At Employee Class field on PTRSERN, enter the code of the employee classes that you are establishing an earn code. The code you enter here must be predefined on the Employee Class Rule Form (PTRECLS).

Next at the Earn Code field, enter the earnings code that is to “default” during a supplemental payroll. The earn code you enter must be predefined on the Earn Codes Rule Form (PTREARN). It must also be eligible for the employee class you entered in the field before, Next at the Hours field, enter the number of default hours for this earns code. If the types of earnings do not lend itself to a default value the leave the hours field blank.

At Special Rate, enter the special supplemental pay rate and at Shift, enter the code of the shift associated with this earn code. Note: If the earn code you entered does not have a “Source of Rate” of “S”(Special Rate) on PTREARN, you cannot enter a value in this field. Also if the rate is not known and will vary based on the employee then skip this field.

By leaving the hour, rate, and shift blank the supplemental payroll processing with PHPTIME will create payroll records on the Time Entry Form (PHAHOUR) at disposition “20” with the earn code defined on PTRSERN defaulting with zero hours. Payroll staff would then need to go on to PHAHOUR and enter the time and rate as required.

Note: Usually there is only one earn code per employee class on this form, if anything at all. This form is optional and the supplemental pay process will work even if the client never enters any data on this form.

Banner form

Steps

Follow these steps to establish default earn codes for a supplemental payroll for a specified employee class.

Access Supplemental Payroll Earnings Rule Form (PTRSERN).

Click the Employee Class Search icon and an employee class code for which you are establishing an earn code from the Employee Class Rule Form (PTRECLS).

Click the Earn Code Search icon and select an earn code from the Earn Codes Rule Form (PTREARN) that is to default during a supplemental payroll.

Enter the number of default hours for the earn code in the Hours field.

Enter a special supplemental pay rate in the Special Rate filed.

Note: A special rate must be entered only for those Earn codes whose Rate Indicator has a value of S (Special Rate) on the Earn Codes Rule Form (PTREARN). Otherwise this field cannot be entered.

Enter a shift code associated with the earnings type from the Shift Premium Rule Form (PTRSHFT) in the Shift field.

Repeat steps 1 through 5 to add another supplemental earn code.

Click the Save icon.

Click the Exit icon.

Creating a Supplemental Payroll using Population Selection

Introduction

If you are running a supplemental payroll for a large group of employees but do not want to select all the employees associated with the normal payroll process i.e. all monthly employees, then a “Population Selection” should be utilized.

The Population Selection Extract Data Form (GLAEXTR) allows you to add to or delete employees from the population selection. You can query both ID and name.

Note: With additional training users create populations via the batch process (GLBDATA). For individual supplemental pay the payment document could be used in the payroll office as a data entry form for GLAEXTR using: Application Id =HREMPL, Selection Id =	DEDN, Creator Id = HRISUSR.

Once a list of employees has been built using GLAEXTR then a supplemental payroll can be run.

For further information on Population Selection, reference the Banner General User Guide.

Banner form

Steps

Follow these steps to manually create, change, and display a population.

Click the Application Search icon and select a population.

Note: The Application field is the functional area that controls the population.

Click the Selection ID Search icon and select an ID.

Note: The Selection ID identifies the population selection, or set of rules, that selected the IDs on the Population Selection Inquiry Form (GLISLCT).

Click the Next Block icon and view the population selection.

Add an ID

Select Insert in the Record menu.

Click the ID Search icon and enter a Last and/or First Name on the Person Search form.

Click the Execute Query icon and highlight the employee name.

Click the Save icon.

Delete a specific ID

Click in the ID field of the employee you want to delete.

Select Remove from the Record menu.

Click the Save icon.

Click the Exit icon.

Running Supplement Payroll Process

Introduction

Once all the supplemental rules have been set up, you can run payroll processes as usual. However, when running a supplemental payroll, you must enter ‘S’ (for Supplemental Payroll) in parameter 07 on PHPTIME. If you created a population selection to run a mass supplemental payroll, enter the appropriate population selection in each process that contains the Population Selection parameter. Note: Reference the Day-to Day Operations to run the supplemental payroll process.

Self Check

Directions

Use the information you have practices in this workbook to complete this self check activities.

Question 1

You can use existing payroll IDs when setting up supplemental pay for an employee.

True or False

Question 2

When setting up a payroll calendar for supplemental pay, you must set it up for the entire year.

True or False.

Question 3

You must create and use supplemental earning codes for an employee’s supplemental pay.

True or False.

Question 4

You cannot establish specific deductions for supplemental pay.

True or False.

Question 5

If you are running a supplemental payroll for a large group of people and do not want to include all the employees, which form should you use?

Population Selection Extract Data (GLAEXTR)

Population Selection Extract Inquiry (GLIEXTR)

Supplemental Payroll Deduction Rule Form (PTRSDED)

Payroll Calendar Rule Form (PTRCALN)

Question 6

When running PHPTIME what parameter should be entered in Parameter 07, Supplemental/Regular Payroll?

R for Regular

O for Overtime

S for Supplemental.

Answer Key

Question 1

You can use existing payroll IDs when setting up a supplemental pay for an employee.

False. You must create a new pay id and check the supplemental Pay check box to indicate that it is a supplemental pay ID.

Question 2

When setting up a payroll calendar for supplemental pay, you must set it up for the entire calendar year.

False. For supplemental pay, enter only the timeframe needed for the specific supplemental payroll

Question 3

You must create and use supplemental earning codes for an employee’s supplemental pay.

True.

Question 4

You cannot establish specific deductions for supplemental pay.

False. The Supplemental Payroll Deduction Rule Form allows you to establish benefits and deduction for supplemental pay.

Question 5

If you are running a supplemental payroll for a large group of people and do not want to include all the employees, which form should you use?

Population Selection Extract Data (GLAEXTR)

Question 6

When running PHPTIME which parameter should be entered in Parameter 07, Supplemental/RegularPayroll?

‘S’ for Supplemental

Appendix

Section goal

The purpose of this section is to provide reference materials related to the workbook.

Terminology

Default Hours

Flag on PTRECLS that will cause the hours/pay to default to the Default Earnings block on NBAJOBS, and subsequently to PHAHOUR. Flag can be used for salaried EE Classes, or for those hourly EE Classes that always work the same hours (to reduce data entry time). You can optionally use Work Schedule to do the same on PHAHOUR. You cannot use both Work Schedule and Default Hours

EEO Contract Group

Used for Institutional Post-Secondary Education Data Summary (IPEDS) reporting.

Note: It’s VERY important that our higher education clients categorize their employees correctly. Choices are: 9/10 month, 11/12 month, < 9 month faculty, full time employees, other part time employees, and non-EEO reportable. This is not used for EEO/Affirmative Action reporting or utilization analysis. Position Group should be used for this purpose (PTRPGRP assigned to NTRPCLS).

Eligible Earning Codes

All potential earning codes that could be paid to an employee in a particular EE Class must be identified. If it is not listed on PTRECLS, it cannot be paid. Used to control paying employees types of earnings that they are not allowed to receive. (i.e., Federal work study funds to non-FWS eligible students, overtime to employees who aren't eligible, deferred pay to people who don't defer pay, etc.)

Employer Code

Defaults to NBAJOBS. VERY important for tax reporting when there is more than one employer.

Hours per Pay

Used to identify the typical hours for EE's in the class. Can be overridden on NBAJOBS. Encumbrance calculations (system calc) use the hours/pay in the formula. Canadian clients should put in hours/week for UIC purposes. If EE Class is set to "default hours", the hours/pay will default to the Default Earnings block of NBAJOBS.

Roster Indicator

This field specifies the type of Banner time sheets to be printed for employee in the employee class. Options are: Roster, Organizational, Timesheet.

Salary Budget

Defaults to NBAPBUD. Can be overridden. Identifies the starting point for position budget rolling. Budget roll is defined on NTRBROL by EE Class and can be rolled with increases/decreases by percent or fixed dollar amount. Choices are: Current Budget, Current Salary, Remaining Budget, Midpoint of Salary range, Encumbrance Value, Actual Expense.

Salary Indicator

Hourly, salaried, or variable. Indicates if the employees are paid a salary (the same pay each pay period), or paid by the hour (hours X rate).

Shift Code

If assigned to EE Class, will be in effect for ALL employees in class; however, will only calculate shift differential if rules are met on PTRSHFT. When shift premium is calculated using the PTRSHFT code, premium amounts are included in the applicable gross pay on the pay stub and are NOT broken out. If performing Banner’s retro pay calculation, retro pay will be calculated on this higher rate. Clients have the option of using the more flexible, Premium Pay method of calculating shift (and longevity pay), PTRPCAT. Premium Pay displays shift pay as a separate item on the pay stub, and is more easily recognized.

Time Entry Breakdown Period

Choices are: Daily, Weekly, Pay Period, None, FLSA. Canadian clients MUST enter time by week, and the pay period must begin on Sunday.

Forms Job Aid

Form Name	Form Description	Use this form to…
FTMCOAS	Chart of Accounts Maintenance Form	used to define and maintain FOAPAL (Fund, Organization, Account, Program, Activity, Location) code data for each chart of accounts. Access this form from the Investment Management Table Menu (*FINIMTABLES) or from the Chart of Accounts Account Codes Menu (*FINCHRTA). When you add Chart of Accounts, InterFund, Accrual, and Fund Balance Accounts to the chart, update this form.
NBAJOBS	Employee Jobs Form	used to maintain information about an employee's assignments within the institution. This information defines when and how an employee is to be paid and the amounts and labor distributions account numbers to use when encumbering and expending with the Banner Finance system.
NBPBUDM	Budget Maintenance Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
NHPFIN1	Finance Extract Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
NHPFIN2	Finance Interface Report Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PDADEDN	Employee Benefit Deduction Form	used to maintain information about an employee’s benefits, deductions, and/or taxes.
PDPLIFE	Life Insurance Calc Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing.
PDRLIFE	Life Insurance Coverage Report	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing.
PEA1PAY	One Time Payment Form	enables user to hire, pay and terminate persons employed upon completion of a one-time job.
PHAADJT	Adjustment Processing Form	enables user to complete manual checks and payroll adjustments, including adjustments, voids, and expense redistributions.
PHAHOUR	Online Time Entry Form	enables user to enter an employee's hours for a specified pay period by day, week, payroll, or FLSA period.
PHPCALC	Payroll Calculation Report	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPCHKL	Checks/Direct Deposit Notice Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPDIRD	Create Direct Deposit Tape Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPDOCM	Calculate Check/Direct Deposit Amounts Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPFEXP	Expenditure Finance Extract Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPLEAV	Leave Accruals and Taken Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPPROF	Pay Period Proof Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPSHRS	Verification of Student Hours Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHPTIME	Time Processing Report	used to initial extract selects jobs and deduction records that are effective during the pay period data.
PHPUPDT	Pay Period Update Process	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHRDCON	Disposition Control Report	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHRDERR	Payroll Errors Display Report	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHRDIRD	Direct Deposit Distribution Report	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PHRPREG	Payroll Register Report	used to submit a Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system.
PPAIDEN	Person Identification Form	used to change an employee's address on the Person Identification Form
PTRATRM	Associated Term Rule Form	used to associate terms together for students who are cross-registered across campuses.
PTRSCRD	Student Employee Credits Form	used to define the minimum number of credit hours that a student should enroll for, in order for the student-employees to be considered enrolled as full-time or part-time students.
PTRSTDE	Student Deductions Form	used to associate the Employee Class Code(s) that are affiliated with student-employee populations for which enrollment levels will be monitored.
PTVATRM	Associated Term Validation Form	used to establish generic associated term codes. These codes are used on the Associated Term Rule Form (PTRATRM).