Business Center Payroll NBAJOBS Process Review

Overview System Function Timing in the Payroll Process Banner NBAJOBS Review Central Payroll We are all related to each other and integral parts of a team.

Nolij Job Forms ◦ Look for HR approval stamp or signature ◦ Payroll reviews form for accuracy and completeness Likely should be 50% not.5

Nolij ◦ If not complete or accurate return to HR for corrections ◦ Corrections should not be made in Nolij. A new job form should be created with the correct information.  Changes to forms after their creation do not automatically update other relative information. Ex: the appointment percent is related to the Eclass and pay amounts.  Changes made in Nolij are removable and could be changed or deleted after the form is processed in Banner therefore it is not a permanent record. This was written on form before scanning but does salary still correspond?

PYAHOUR and NBAJOBS Time entry occurs mid month every month ◦ See the HR/PR calendar for exact dates Time entry records default from the records in NBAJOBS. ◦ PYAHOUR records reflect of the current job record as it is for that pay period. If there is an Effective Date in NBAJOBS mid pay period, Banner will automatically reflect both records in time entry. ◦ When in the History Jobs block in HOUR - Use your keyboard arrow up and down keys to scroll through all job records.

PYAHOUR and NBAJOBS ◦ Example: if a rate of pay change were entered into Banner with a mid pay period Effective date, Banner will create two records in PYAHOUR. One will be at the old rate of pay and one at the new. If the change is for a default pay employee, Banner will prorate the default hours according to the effective dates of that pay period and record the appropriate number of hours for each rate of pay in the History earnings block. Benny Beaver C

PYAHOUR and NBAJOBS Once PYAHOUR opens the Last Paid Date in NBAJOBS will show as the last date of that current month. ◦ No changes to the record can be entered in NBAJOBS prior to that pay date. Consider this timing when you are processing job forms. We “lock out” NBAJOBS during payroll processing so that records are not changed while we are processing that pay period. ◦ If an employee will be overpaid if their record is not corrected call central payroll to determine appropriate action.

Job Detail Tab Effective Date ◦ The date the system begins to default the information into time entry (i.e. starts to pay employee, pays at a new FTE, pays at a new pay rate of monthly salary amount). ◦ System Date – The date the system allows you to use to make changes (after the last paid date). ◦ only considers this date when reflecting record in time entry – Does not consider the personnel date. ◦ Changes begin with this date and Pay goes through termination dates.

Job Detail Tab Personnel Date ◦ Has NO bearing on the database functionality. This date is only for records purposes and is used to reflect the true date the event should have begun. ◦ Should match the Effective date UNLESS reflecting start of retroactive event  Date will Never be a date later the Effective Date

Job Detail Tab

Can insert dates between current and future dated records ◦ The information you add will not automatically update any future dated records. ◦ If these updates are not made on those records the change will no longer be in effect as of that date.  Pay will be incorrect from that date forward.

Job Detail Tab Status ◦ Active  Record comes into time entry  Hourly Pay - record is there for hours to be entered on  Default Pay – will pay for that day forward ◦ Leave w/o Pay w/o Ben  Starting on the Effective date entered the system will not pay the employee until there is an Active record.  Default Earnings must be changed to.00 hours with this status.  When returning from leave use an effective date of one day after the end date of leave on form so that that is the first day they get paid for by the system.

Job Detail Tab ◦ Terminated  System will pay through this Effective Date.  Ex: If the term date is the 4 th of a month the system will calculate pay due from the 1 st through the 4 th. The pay would include the 4 th.  Be sure you want them to get paid for the date used.  Use the last paid date as the Effective Date if there should be no more pay.  This is the only change you can make using this Effective Date.  If there is no Active or Leave record in a month no record will come into time entry.  For hourly employees who are paid mid month to mid month enter the Effective Date for the termination date as the 1 st of the following month so that a record comes into time entry and final hours can be entered.

Job Detail Tab ◦ Putting an End Date on Default Earnings  If you are letting the pay process through the regular payroll schedule you do not add an end date on the default earnings  If you are paying the employee final pay prior to the regular payday and do not want pay to run in time entry add the End Date on the Default Earnings tab as the first date on the pay period.  The system reads this entry as starting with the first day of the month no default earnings should come into time entry. A record will still load into time entry but it will be blank and then will be deleted by Central Payroll.

Job Detail Tab Appointment Percentage ◦ Should reflect the amount of effort the employee is putting forth in that position  Except for Undergrad Students and Temporary employees who are always set at 100% and hours are entered each month for their pay. ◦ Should correctly correspond with the Hours Per Pay field  New records sometimes do not automatically reflect the correct hours.  Hours Per Pay must match the hours on the Default Earnings tab unless the job is on leave Employee Class ◦ Match this to the Eclass given on the job form ◦ When you change this field the Appointment Percent automatically flips to 100% and will need to be corrected if it should not be 100% ◦ If the Eclass and the appointment percent are both changing save each update individually with the appropriate change reason.

Job Detail Tab Change Reason ◦ There should always be a change reason entered ◦ Enter a change reason for each update you make to the record and save after each entry. ◦ Only the last reason entered will show on the record. Use your judgment on which reason should be entered last.  Ex: A timesheet org update and an appointment percent increase. Save the appointment percent increase last it is more pertinent to pay information. Pay Plan tables and steps for Classified ◦ Be sure to update with changes as appropriate ◦ The Compensation section on the Job Detail tab should correspond. If the rate or salary amount is not correct something on the pay plan table needs to be updated. All saved changes are recorded. The record can be found on the notepad.

Job Detail Tab Assign Salary ◦ Used for Unclassified, Academic Wage, and Graduate employees pay ◦ The amount of monthly pay at the appointment percent on that record ◦ This amount does not always automatically update correctly. When changing the appointment percent be sure to verify the assign salary field computed accurately. ALWAYS  Full time Annual Salary amount divided by the appointment pays (9 or 12) multiplied by the correct appointment percent.  Be sure to use the correct Annual Salary – it may be incorrect if the pay was incorrect – look at the previous annual salary amount. ◦ Some Unclassified and Academic Wage employees are paid by a rate. The job form will show a rate field rather than a monthly or annual salary amount. ◦ Enter the rate in the Rate field in NBAJOBS – this should match the job form.

Job Detail Tab

Annual Basis ◦ This is the appointment type of 9 or 12. ◦ Match Banner to the Job form ◦ Classified employees will always be set up as 12 month employees in NBAJOBS even though they may work 9, 10, or 11 months ◦ If it is incorrect on the Job Detail tab it can be changed in the Misc. tab, California Pension field. ◦ If the job form has the Annual Basis incorrect HR will need to update the job form and the pay may need be altered as well.

Job Detail Tab Appt / Pays ◦ 12 month employees will only pay as 12 months over 12 months ◦ 9 month employees may be 9 months over 9 months or 9 months over 12 months  Central payroll changes the employee to 9 months over 12 months if the employee has opted for this pay plan and completed a Deferred pay form with our office.  Business Center and Department Personnel do not change this and will only ever set a 9 month employee as 9 months over 9 months. ◦ You can change or correct these fields as necessary  (other than the 9/12 month option as stated above) ◦ If the job form has the Annual Basis incorrect HR will need to update the job form and the pay may need to be altered as well.

Payroll Default, Deferred Pay, & Misc Tab These three tabs reflect the date record you are viewing on the Job Detail tab. To make updates on these tabs you will need to enter a new date and a change reason on the Job Detail tab first. ◦ Be sure to update all future dates and that you are on the current record. Payroll Default Tab ◦ The Timesheet Default is found here. This relates to the org. associated with the record in time entry and who has access to that record for time entry purposes. ◦ Verify this org. number matches the job form. It may have changed with a reappointment job form and would not show and asterisk that it has. ◦ Premium Pay methods are entered on this tab when adding a premium pay to a classified record.

Payroll Default Tab

Payroll Default, Deferred Pay, & Misc Tab Deferred Pay Tab ◦ This information is entered centrally. It reflects the option for a 9 month employee to be paid over 12 months. ◦ Shows the per pay salary to be received each month and the amount to be deferred. Miscellaneous Tab ◦ Supervisor and job location information is kept here ◦ The Supervisor record must match the job form if a supervisor is given ◦ The Job Location must match the job form  When the job location is outside of Corvallis look for Transit Codes related to that location. This is entered when setting up deductions on the TT1 code or notify Central payroll to update this code when necessary. ◦ Again you can update the 9 or 12 month appointment type on this tab under the California Pension section

Miscellaneous Tab

Excluded Deductions Tab This tab is only used for Graduate employees. If the position number is a suffix 00 position enter IGD and IGE codes here. If the employee is a position number 05 this tab should be left blank.

Default Earnings Tab ◦ These hours load into time entry each month ◦ Has its own effective date  View the Effective Dates to verify the most current record has the correct hours  Add a New Effective Date if you need to update the hours information. Like Job Detail this date must be after the Last Paid date. ◦ Update the default earnings tab with any changes to the appointment percent made on Job Detail tab.  These earnings hours must match the Hours Per Pay field on Job Detail  If they do not the system will default the hours on this tab into time entry. It will pay the Assigned Salary amount on the Job Detail tab but spread that amount over the hours found on this tab thus the rate of pay will be higher or lower than what is correct.  The hours paid are a concern for records and benefit purposes and must be correct.

Default Earnings Tab

◦ You can not insert dates on this tab like you can on the Job Detail tab.  If there is already a future dated record entered you must remove it to enter your earnings hours and then re-enter that future date if still applicable. ◦ You may see earn codes FPV, FDP, and LW codes. These are entered centrally. Please do not remove them. If you aren’t sure what the code is for or why it is there call us centrally. ◦ An end date is only entered here to stop those default hours from loading in time entry from that date forward. Add end dates to Work out of Class pay to discontinue it or when a termination record should not pay in the regular time entry process.

Labor Distribution Tab ◦ Has its own effective date  View the Effective Dates to verify the most current record has the correct distribution  Add a New Effective Date if you need to update the distribution information. Like Job Detail this date must be after the Last Paid date. ◦ You can only update the current month or future labor distributions here. ◦ From that date forward the labor entered will default into time entry for all pay. You can not split a month.  Ex: entering the 1 st of the month as one labor and a new effective date of the 16 th as another labor will not split the month, the latest date will be the default that runs. ◦ You can not insert dates, if there is already a future dated record entered you must remove it to enter the current distribution and then re-enter that future dated information if still necessary.

Job Labor Distribution Tab

Base Job Tab ◦ Enter the Encumbrance Start and End Dates ◦ Encumbrance End date can not be after the Job End date on the record (termination date).  Banner will not let you save the termination record until the encumbrance end is updated to match this date. You will receive an error message that says “Invalid Contract End Date for Job Base, must be within the Job Begin and End Date range.” ◦ If there is a break in service change the begin date to the current position start date. If there is no break in service and the job is being extended only update the encumbrance end date to match the job end date or to June 15 th for 9 month employees and 30 th for 12 month employees, whichever is sooner. ◦ Hourly employees do not encumber – leave these fields blank ◦ Stipends do encumber – follow the same dates guidelines as with the regular position.

Base Job Tab

Sabbatical When an employee is on Sabbatical their regular 00 suffix position may be on leave entirely Or it may be placed at a reduced Appointment percent but continue to be active.

Payroll Deductions New and Reappointed Employees - VR all appropriate deductions are included Enter TFE and TST amounts from the W-4 form Enter the Transit code if applicable PDIDLST will show all deductions with a begin and end date if there is an end date If Deductions need to be re-activated or updated the W4 form to central payroll to activate and correct the necessary deductions.

PDIDLST

PDABDSU Employee Benefit Deduction Setup Form

PDABDSU Continued

Payroll Deductions Non Resident Alien - Don’t set up any deductions Send the W4 form and CONRA to Central Payroll Consider the timing in the month. If it is very close to time entry or fax the forms to us so we can expedite the set up process. Please do not and fax every form you will be sending us, this creates a lot of duplicate work. Foreign National – Someone who is a Citizen of the USA but is living and working in another country Don’t set up any deductions Notify Central Payroll to set them up and send the W4 form

Payroll Deductions Deductions and Manual Checks A check can’t be created until deductions are active, if you have a W4 form for someone you are requesting a manual check for please or fax it to central payroll so it can be active for that manual check. If we do not have a W4 form in time for the manual check to be processed or in time for time entry we will default the employees deductions to the highest level of tax collection; Single and Zero, until we receive that form. Changing from One Employee Type to Another There are different deductions required for each employee type so it is important we update these before further pay runs. Notify Central Payroll us or send the job form through Nolij – if you do this please attach a note on the form so we know why it is in our Nolij tray. Send the new W4 form to Central Payroll, if there is one.

Payroll Deductions Student Deductions: IDRTME – ExemptTSF IOPTSS – ExemptTT1 TFE TSTTWC Temp Deductions: IDRTMETT1 IOPTSSTUI TFETSTTWC Grad Deductions: IDRIGETME - Exempt IOPIGFTSS - Exempt TFETSTTSF TT1TWC Fellow and Scholar Deductions: IDRIGETME - Active IOPIGF – WaivedTSS - Active TFETSTTSF TT1 TUITWC Unclassified and Academic Wage Deductions: IDRMECTME IOPTFETSF INSTSTTT1 TUITWC UAA – if they signed up for the union or went from a classified union member to an unclassified employee Classified Deductions: IDRMECTMETUI IOPTFETSFTWC INSTSTTT1TSS UAFUDAUAF - is termed if they become a member and UAD is activated as well as TER

W4 Tax Deduction Rules Rules and Exceptions: Enter Line 6 dollar amount in PDABDSU Add’l WH only on TFE unless form specifies it is for Oregon taxes then only on TST If they requested Single with 3 or more deductions enter S3 and the # of deductions on the TST benefit code in PDABDSU If they requested Married but withholding at a higher rate enter MS and the # of deductions on the TFE benefit code and S and the # on the TST benefit code in PDABDSU

Always Consider Are there future Effective Dates to update Is there pay due If the job is starting prior to the last payday Calculate the hours and pay amount due and create a pay request or spreadsheet Send that to Central payroll to process Have they been overpaid If the employee is going to be overpaid alert Central Payroll immediately so that we can correct, stop, or pull the pay If it is too late to stop the pay and the employee has already been overpaid; complete the Overpayment notice in Oscar

Resources Handouts and Notes Business Center Websites  Collective Bargaining Agreement  Administrative Reference Materials  Payroll Website  Central Payroll 

Questions?