AGENDA 1.Basic Questions 2.Two Personnel Functions Personnel Input Personnel Funding 3.The Eight Tabs 4.PEAR Changes 5.The Audit Trail PEAR Processing

What are payroll forms? –MUSC Personnel Evaluation and Action Request (PEAR) –UMA Personnel Action Request (PAR) Why do we need these forms? –Account for personnel costs (~ 80% of operating budget) –Process Changes New hires Fund (UDAK/Center) changes FTE change Salary Change Reclassifications Where are these forms in UMS? –PERSONNEL command –Personnel Funding Basic Questions

When do we process changes? –The next (most realistic) payroll cycle –A grant ends Who processes the changes? –The Financial User –The Management User –The Administrator Basic Questions

How many changes can we make in a FY? –Multiple changes can be made on an employee in one FY ***Dates can NOT overlap*** –Date Examples for Monthly employees July 1, 2009 to September 30, 2009 October 1, 2009 to December 31, 2009 –Date Examples for Bi-weekly employees July 5, 2009 to July 18, 2009 July 19,2009 to August 1,2009 Basic Questions

MUSC’s 2009 Payroll Dates

PERSONNEL Functions in UMS

New Employee: Ms. Daisy Dog Burkhardt

Personnel Input

Personnel Funding

Employee Name –Click Ellipsis for employee –Automatic feed of info (SSN, EE #, Org Stamp) Action –What is the purpose of this specific PEAR New Hire Fund Change Assignment Change* Salary Change* Salary and Fund Change* The * requires further info from separate box w/ pull down menu –S = Salary Change (performance increase, additional skills increase, merit/equity) –X = Assignment Change (change in duties, reclass, FTE change) The Demographics Top Half of Screen

Pay Cycle (monthly or bi-weekly) Effective Dates –See Payroll Calendar –CAUTION: No Date Overlap Ref # and Memo –To be used at user’s discretion The Demographics Top Half of Screen

The Eight Tabs

Tab 1 Payroll Items The Pay Model –Employee Type Unclassified Classified Post Doc Temp Grant Temporary Student –Funding Type MUCU (aka State) MUCR (aka Grant) Overtime, No OT This is important as it determines the % and $ of fringe benefits

Rate –Annual Salary Period –Annual (no exceptions) % Modifier –% FTE 40 hrs = 100% 32 hrs = 80% 20 hrs = 20% Tab 1 Payroll Items

Add Center –Ensure % funding = 100% –Verify “Through” date –If pay model is State & Grant, ensure Centers are both MUCR and MUCU Disable AutoCalc –Be cautious –To be used as a last resort –For Retro adjustment purposes Tab 2 Funding

Mission Code –Used to track certain transactions for a specific purpose –The way the data is entered and coded helps other users do their jobs better and more efficiently –All transactions do not necessarily need to be tagged w/ a mission code Your manager will tell you if a mission code is needed Tab 3 Mission Code

Must be Completed in full –If not HRM and/or Teamworks will reject Home Department: –Confirms employee is Medicine / Division Custom Fields –Info can be obtained from Position Control Report –Grant Justification Tab 5 H.R.

Tab 5 - HR Grant Justification Mandatory for Retro PEARs

Public - Note will print on hard copy of the form Private – Note is for internal use between users. Will NOT print on hard copy Very useful for reminders, audit trail, and documentation Notes are helpful and useful The Administrator Team values these Notes Tab 6 Notes PublicPrivate

Tab 7 & 8 Links and Attachments

DOM1 Finance = Lisa B DOM2 Administrator = Cathy Wood DOM3 ASW = Jill Griffith DOM4 PEAR Officer –Frances Glanville, Faculty –Joe Gough, Staff Other Approvals –COM Dean’s Office –HRM TEAMWORKS –Jill Griffith Tab 4 Approval / Routing

1.Filter and Find the most current PEAR 2.Edit the most current PEAR Change the end date of PEAR ***Remember the Date Overlap Rule*** Review the Funding tab for encumbrances -Has the AutoCalc been disabled? -Are the encumbrances correct or over/understated -Adjust them accordingly Click the Inactive button -Do you want to delete the encumbrances? -Do you want to keep the encumbrances? PEAR Changes

Filter

3.Save and Close 4.Add new PEAR MUSC Standard (Not MUSC One-Time) Base on the most current record – YES YES YES Transfers data like HR tab data Transfers data like Pay Model, Salary, % Modifier (FTE) PEAR Changes

No Audit Trail = CONFUSION

Be Consistent (the Joe Gough example) Add Notes Think about your encumbrances Watch Those Dates!!! –See next slide Maintaining the Audit Trail

NEVER override / change a PEAR that has been submitted