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PeopleSoft Human Resources

Training Manual

Prepared by the Office of Human Resources Updated April 2011

o:\ssa\ps\training\peoplesoft trainingv8 apr 2011.doc

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PeopleSoft Human Resources Training

I. II. III. IV. Introduction - Trainers and attendees Logistics Review training manual and outline for the day Overview A. B. Sign in Procedures Maneuvering Through PeopleSoft ­ View a position Menus Search Features - Drop Down Boxes and Look Up Tables Actions, Groups, Tabs Suspended and Approved Rows Insert and Delete Update Modes V. Panels and Field Definitions ­ Hire an Employee A. Position panels B. Identity Management Console (UHIMC) C. Job panels D. Electronic Payroll Notification Form (ePNF) / Payroll Change Schedule (PCS) E. Personnel Action History Report (PAHR) F. Inquiries Training Exercises A. B. C. D. E. F. VII VII. Hire an Employee Correct the Hire Action Add a position Delete a position Multiple actions on the same effective date Process a separation

VI.

Logout Procedure Questions

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PeopleSoft Human Resources

Sign-in Procedures

Prepared by the Office of Human Resources April 2011

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Web Page: http://ps.hawaii.edu

User ID: UH Username, usually typed UPPERCASE Password: UH Password, usually typed lowercase You have 7 attempts to enter the password correctly. If you exceed the 7 attempts, contact Darrel Enoki (ITS) at 956-2402 to reset your password. There is also a 20 minute inactivity timeout. This automatic logout feature does NOT count towards your 7 attempts at logging in.

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PeopleSoft Human Resources

Maneuvering Through PeopleSoft

Prepared by the Office of Human Resources

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Main Page after login:

Click to expand on triangle to expand menu

All Panels to Hire Employee Get Employee ID Personal Demographic Information Job Related Information Generate Payroll Notification Form

Leave Data Position Information Change Password if necessary

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PeopleSoft Window Groups A PeopleSoft Window Group is a group of related panels to perform a specific PeopleSoft function. Each of the following window groups contains the panels used to maintain employee data. The following Window Groups displayed on your screen will be dependent on your security clearance. Therefore, authorized security clearance may not display all of the following window groups. PANEL GROUPS Hire Employee (brand new to PeopleSoft) PANELS Personal Data --Name History --Address History --Personal History (Ethnicity data) --Identity/Diversity Job Data --Work Location --Job Information --Payroll --Salary Plan --Compensation Employment Data ­ Employment Information Earnings Distribution ­ Job Earnings Distribution Benefits Program Participation (not in use) Link to external UH Identity Management Console (UHIMC) Name History Address History Personal History Identity/Diversity Citizenship/Passport Visa/Permit Data Contact Address / Phone Other Phone Numbers Work Location Job Information Payroll Salary Plan Compensation UH C/S Data NTE Job Employment Data Earnings Distribution Benefits Program Participation (not in use) Page 7

Get Empl ID & Print PAHR Search by National ID (SSN) Update Personal Information

Identification Data Emergency Contact (Optional) Job Data

PANEL GROUPS Assign Additional Job

PANELS Work Location Job Information Payroll Salary Plan Compensation Job Earnings Distribution Employment Data Benefits Program Participation (not in use) UH PNF Data 1, 2, 3 For OHR use only For OHR use only For OHR use only Property Serial Number

Generate PNF PNF Maintenance C/S PNF List (by date) C/S PNF Form PNFS by Department Company Property (Optional) Inquiries ­ UH Inquiry, Multiple Appointment Inquiry, UH Employment Roster, Suspense Roster (but use Discoverer for suspended records) Supervisors PNF Print Form Leave Data Leave Schedule Add./Update Position Info

Payroll Change Schedule Change My Password

For OHR use only Description Specific Information Budget and incumbents UH Position Data4 UH Position Data5 For Payroll use only

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Click here to Minimize Left Menu bar

Minimize Left Menu Bar

Click here to Enlarge Menu Bar Search Page

a. b. Text fields not case specific Allows for various searches (begins with, contains, =, not =, <, <=, >, >=, between, in)

c.

Drop Down Table Icon

d.

Click to Start Search

Click to include historial rows

Click for correction mode

Click to Logoff PeopleSoft

UPPER RIGHT CORNER

e. "Processing" will blink while data is being processed. Data is saved when "Processing" disappears.

NOTE:

"BACK" button works

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Manuvering on a Page

Manuvering thru Listed Data (replaces scroll bar)

Previous row Find specific text within employee history

Number of row s

Next row Last row

Display ALL rows

INSERT ROW DELETE ROW Manuvering Within a Section (Hit appropriate TAB) TOP OF PAGE

BOTTOM OF PAGE

Allows another window to open to process a different record

Groups Actions

Repeat of Top Tabs

Additional Icons

a. Display Calendar

b. Collapse Section Window

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SAMPLE SEARCH PAGE (search fields may change depending on where search is done)

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Actions located at the bottom of the panel

Save:

Save information. "Processing" will blink in upper right corner. The save button updates data for all panels in a group. All required fields on a panel must be completed before the panel is saved; otherwise, a warning or error message will be displayed. Warning: Message will display. Click OK to continue Error: Resolve error before saving record. Click OK to continue

Return to Search Next in List Previous in List Previous Tab Next Tab Refresh Update/ Display Include History Correct History Current Row

Return to the Search Page - to search for another record. Retrieve next record in Search list. Retrieve previous record in Search list Go to Previous Tab (Same as clicking Tab marker) Go to Next Tab (Same as clicking Tab marker) Refresh the page with data Allows viewing and updating of current and future dated rows Allows viewing of all rows but updates on only future dated suspended or approved rows Allows updates on all rows, including historical rows. Allows deletion of rows Latest row below today's date and any suspended rows

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PeopleSoft Human Resources

PeopleSoft Panels (General Overview)

Prepared by the Office of Human Resources

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Add/Update Position Info Description Panel

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Add/Update Position Info Specific Information Panel

Add/Update Position Info Budget and Incumbents

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Add/Update Position Info UH Position Data 4

Add/Update Position Info UH Position Data 5

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Get Empl ID and Print PAHR UH Identity Management Console (UHIMC) Panel presented within PeopleSoft but actually a separate ITS application that PeopleSoft links to. Do not confuse data obtained in the UHIMC with data that is in PeopleSoft ­ these are two separate databases are both presented within PeopleSoft.

Once the information is displayed, the option to print the Payroll Notification Form (PNF) or the Personnel Action History Report (PAHR) is available. The UH number is the same as the P/S Employee ID.

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Search by National ID This panel allows search by social security number

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Update Personal Information Name History

When an employee changes name, the change should be done on the personal data panel group, name/address panel, by inserting a row, entering the effective date of today or earlier, then changing the name. For PNF printing purposes, the date entered does not necessarily have to be the date on which the name was legally changed. In the situation where you incorrectly enter a future date for the name change on the personal data panel (thus causing the PNF to continue to reflect the old name), please delete that row, and insert another row with today's date. Changing the name on the personal data panel automatically updates the names history panel (Use Names) ­ therefore, please do not touch the names history panel; otherwise this will cause problems with the employee's record .

Rules: 1. 2. 3. Do not include periods in any of the Names All name fields should be in Upper/Lower case. Do not type all CAPITAL letters. Long names might be automatically abbreviated when printed on the PNF.

The names will be printed on the PNF and the HR datamart with the suffix at the end of the name. PeopleSoft Name History Panel: First: William Middle: W Last: Smith Suffix: Jr Combined Name displayed: Smith Jr, William W PNF HR Datamart Smith, William W Jr Smith, William W Jr

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Update Personal Information Address History

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Update Personal Information Personal History

Update Personal Information Identity/Diversity

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Job Data - Work Location

Job Data - Job Information

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Job Data - Payroll

Job Data - Salary Plan

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Job Data - Compensation

Job Data - NTE Job

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Job Data - Job Earnings Distribution

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Job Data - Employment Data

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Identification Data ­ Citizenship/Password

Identification Data ­ Visa/Permit Data

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Emergency Contact ­ Contract Address / Phone

Emergency Contact ­ Other Phone Numbers

Company Property

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PeopleSoft Human Resources

Panel Field Definitions

Prepared by the Office of Human Resources

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Definitions Field Types: Information Field This is a display field that has data derived from other panels in the PeopleSoft system. Data cannot be entered in an information field. This field may optionally be entered and is not required either by the PeopleSoft system or the University of Hawai`i. This field must have valid data entered and is required to ADD a record to the PeopleSoft database. If any required fields are left blank, error messages will be displayed and the record will not be added to the PeopleSoft database. If the data is not available at the time the data for the PeopleSoft panel is being entered, the record will not be added to the database and ALL the data will have to be re-entered. This field is required by University of Hawai`i processes but is not required by PeopleSoft for adding records. These data fields may be filled as data is available.

Optional Field

Required Field

UH Required

Date Formats: MM = month DD = day CC = century YY = year The standard date format is MM DD CC YY.; e.g., 08-01-2005. Dates can be entered, for example, as 080105 or 08-01-05 or 8-1-05 or 8/1/05, etc. Abbreviations Action Verbs: ENTER SELECT CLICK Type the data in the appropriate data box. From a look up table or pull down box, select the appropriate value. Click on the appropriate box to display your selection. Optionally, click a second time to remove selection.

Search: Lookup Table (magnifying glass) Pull down Box (down arrow) Page 31

Acronyms / Definitions: BOR (Board of Regents) C/S (Civil Service)

CSEA (Child Support Enforcement Agency) EAC (Employing Agency Code) Numeric code assigned to each department shown on the official organization chart. The University of Hawai`i is assigned the department code of "22". EAC has the following identifying components ­ Department, Division, Branch, Section. ePCS (electronic Payroll Change Schedule) Process which electronically transmits PNFs from departments/campuses to the UH Payroll Office. Prior to August, 2010, hardcopy PNFs were sent to the UH Payroll Office for processing. After August, 2010, the vast majority of PNFs are transmitted electronically to the Payroll Office (exceptions being those PNFs that require special handling). FSIS (Faculty Staff Information System) Legacy batch application running on an IBM mainframe that preceded HRIS and PeopleSoft. HRIS (Human Resources Information System) Mainframe application purchased from American Management Systems to replace FSIS. PeopleSoft followed HRIS in this application migration. HR Datamart External database of PeopleSoft data accessible via ad hoc reporting software such as Brio, Discoverer, M/S Access, etc. More information may be obtained at the "HR Data Dictionary" link at the following web site: http://www.hawaii.edu/ohr/hris/dw-hr.htm IER (Incentive Early Retirement) Program ended effective with ACT 179 LWOP (Leave Without Pay) NOA (Nature of Action) Another term for PeopleSoft Personal Reason/Action Codes. ITS (Information Technology Services) http://www.hawaii.edu/its/ Page 32

OHR (Office of Human Resources) http://www.hawaii.edu/ohr/ PAHR (Personnel Action/History Report) Listing of all PeopleSoft transactions for a specific employee. See chapter on "Printing the Personnel Action/History Report" PNF (Payroll Notification Form) Document used to inform the UH Payroll Office of PeopleSoft actions which affect employee pay. PSP (Pro-rata summer Pay) http://www.hawaii.edu/ohr/presentations/PSP.pdf RCUH (Research Corporation of the University of Hawai`i) Separate entity from the University of Hawai`i that may support research units within the University. UHIMC (University of Hawai`i Identity Management Console) ITS written application to assign unique UH numbers to all UH staff and students. Direct Link: https://www.hawaii.edu/uhimc/ Within PeopleSoft: Get Empl ID and Print PAHR

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General Notes: 10/19/06 The "Executive/Managerial" classification title was changed to "Executive". This training manual was not updated to reflect this change.

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Add/Update Position Information - Description

Headcount Status Current Head Count Effective Date Status NTE Date Reason

ABL ACC DPT EAB (C/S only) EC (C/S only) EI (C/S only) EJC (C/S only) EST FRZ

System displays Open or Filled or Partially Filled based on job data status. The number of incumbents out of the total headcount allowed for this position. Information field. Enter the date the position action takes effect (defaulted to the current date). Required Field Use the pull down box to select either Active or Inactive. Once the position is abolished, the status must be changed to Inactive. Required Field Enter the Not to Exceed Date of the position Optional Field Use the lookup table to select the appropriate reason code.

Position Abolished Account Code Update Department Code Update Abolished-Exempt Position Continuance - Exempt Initial Exempt Job Change - Exempt Position Established (do not use) Position Frozen INA JOB NEW NTE PEN PSC PSD ROL UPD Z Position Inactivated Job Code Update New Position NTE Date Update Pending New PeopleSoft Conversion (do not use) Pseudo Account Code Rollover (system generated) Position Data Update HRIS Position Conversion (do not use)

Required Field Action Date The date that the position action was entered and approved in the system is displayed. (There are no suspended rows in the position panel) Informational Field Check box to indicate that the position is reserved for an employee who is temporarily in another position. Example: a tenured faculty is appointed to an executive position number. The box is checked to indicate that the position is encumbered. Optional Field Enter the UH number of the person this position is reserved for. Optional Field Select UHPSS for BOR positions and UHCSS for Civil Service positions Required Field Data is pulled from the job code table Use the look up table to select the position's job code or you may enter it directly into the field. The Job Code search function is also accessed Page 35

Return Rights

Employee ID Business Unit Manager Level Job Code

through the look up table. Based on the Job Code, the associated title is displayed by the system. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Regular Shift Working Title Union Code Select N/A, 1, 2, 3, Compressed, Rotating Optional Field Enter working title Optional Field Use the lookup table to select the bargaining unit of the position or you may enter the two-digit BU code manually into the field. Required Field Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Functional Code This field applies to APT positions only and represents the prebroadband classification providing a more detailed description of the career groups for use in surveys. Based on the job code, the system will provide one or more apporiate functional codes. Required field for APT positions. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings For example, the Institutional Support Group can pull the following functional codes.

9100 9111 9112 9113 9115 9121 9151 9152 9153 9154 9156 Adm & Fiscal Support Sp Proc & Prop Mgt Sp Risk Management Off Assoc Dir PRPRM Prop & Fund Acctg Mgr Personnel Off/HR Sp Program & Budget Mgr Budget Sp Fiscal Accounting Sp Internal Auditor Payroll Officer 9157 9158 9160 9162 9164 9165 9167 9171 9190 9414 Disbursing & Payroll Mgr Investigator Administrative Off Institutional Analyst Assoc Dir Tec Tran & Econ Dev Assistant to IFA Director Agricultural Products Sp Capital Improvement Prg Off Legislative Liaison Capital Improvement Prg Off

Remarks Reg Region Department

Use this field as needed for comments or a position description Optional Field Country defaulted to USA Select the position's 8-digit department code or enter it manually. Same as Employing Agency Code. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Required field Page 36

Location

Select the location of the work site. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings

Reports To

Required Field Enter the position number of the person the position for which electronic documents will be routed to. The position number is to be entered with two zeros preceding the five digit number. Example: 0087654 for position number 87654 Reports To field is important for Workflow applications (ie., routing of electronic documents for approval)

Supervisor Lvl Company Dot-Line Salary Admin Plan

Required Field Not in use at this time Defaulted to BOR for UH ­ Board of Regents Required Field Not in use at this time The salary administration plan code is displayed based on the job code. This field is critical in that it indicates from which salary schedule the employee is paid. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings

Grade

Required Field Based on the job code, the grade is displayed. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings

Step Standard Hours Work Period Days of Week FLSA Status

Informational Field Not used Based on the FTE on the Specific Information Panel, the hours will be filled in, based on a full time of 40 hours per week. Not used for BOR positions Not used for BOR positions Not used for BOR positions

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Add/Update Position Information - Specific Information

Job Profile ID Max Head Count Mail Drop ID Work Phone Position FTE Classified Indication Not in use at this time Enter the maximum head count of employees that may fill this position. Defaults to "1". Optional field Optional field Enter the full-time equivalent of the position. Example: 1.00 for a full-time position and 0.50 for a half-time position. Required Field Not in use at this time.

The last four fields are for Civil Service Positions only (OHR use only). Exempt BU Exclusion Special Working Condition Selective Certification

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Add/Update Position Information - Budget and Incumbents

This panel will reflect the name, UH number, record number of the incumbent, if filled. From this panel, the job data for the incumbent can be directly accessed. If vacant, use the pulldown box to select the reason or status of vacancy.

Blank Developing PD Funds Encumb-Other Curr Expens Funds Encumb-Shortfall Adj Funds Encumb-Temp Position Interviewing Not Recruiting ­ Insuff Funds Not Recruiting ­ Funds Realloc Not Yet Established Offer Made and/or Accepted Pending Approval to Fill Pending Classification Pending Reorganization Position Advertised

___________________________________________________________________________

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Add/Update Position Information - UH Position Data 4

The UH Position Data 4 panel is used to reflect how the position is funded on the BJ-1 and BT1 tables. Data for these positions are required. Data for unbudgeted temporary positions may also be entered, but this data is not required. UOH Code Use the lookup table to select the program ID code of the position or you may enter the three digit code manually into the field. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Org Code MOF Required Field if MOF = A, B, N, or W Based upon your selection of UOH Code, this field is displayed automatically. Use the lookup table to select the Means of Financing of the position or you may enter the one letter designation manually into the field. Required Field for all positions. Codes: A (General) B (Special) N (Appropriated Federal) W (Revolving) F (Extramural Federal) P (Trust) X (Agency) Use the lookup table to select either J1 or T1 to designate that the position is an appropriated permanent or temporary position listed in either the BJ-1 or BT-1 tables. Select N if the position is a nonappropriated (unbudgeted) position (non BJ-1 and non BT-1). Required Field if MOF = A, B, N, or W Codes: J1 (Permanent Position) N (Unbudgeted Temporary Position) T1 (Budgeted Temporary Position) Enter the Fund-Appropriation codes only (no fiscal year). Example: G024 Required Field if MOF = A, B, N, or W Enter the percentage of the position's FTE designated to the account code identified above. The total of the percentages must total 100.000. Example: 100.000 for 100%, 25.000 for 25% Defaulted to BASER. Informational Field Enter the Not to Exceed Date of the position Optional Field

BD Tp

Account Code % of Dist

GL/Type NTE Date

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Add/Update Position Information - UH Position Data 5

The Position Data 5 panel is used when establishing BJ and BT pseudo numbered positions. In such cases, the pseudo number needs to be switched with the permanent position number. The panel is also used to reference to old position numbers in the cases where new positions are created with the position count from abolished positions. Search for the pseudo number that is being established. Insert a new row of data on the Position Description Panel to enter the Effective Date and the Action Reason "EST" for Establish Position. Review the rest of the information reflected on all position panels and enter any changes as necessary. On the UH Position Data 5 panel, enter the permanent position number in the Pseudo Num field. Click on the Switch Pseudo button to swap the position numbers. Save changes.

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Get Empl ID UH Identity Management Console (UHIMC)

The UHMC requires you to enter your UH user name and password, then the last six digits of your social security number in order to enter the application. This function is an ITS-written application with a link provided within PeopleSoft for the convenience of users. You may get to the same application via the following link: https://www.hawaii.edu/uhimc/ This PeopleSoft web functions page determines an employee's UH number. Before entering any person data, an employee must have a UH number. If the new employee is a former employee or a former student, the employee may already have an established UH number. The UH number may also be known as the Banner ID number, Student ID number or PeopleSoft Employee ID. There is only one UH number assigned to each student, faculty or staff member for life. A student who graduates from UH and returns as staff keeps the same UH number. An employee who separates from the UH and returns years later as a employee keeps the same UH number.

The current 8-digit structure of the UH number began in 2004. Students or employees prior to 2004 may not already have a UH number assigned. Searches can be done a variety of ways - using UH Username, UH number, either the first name, middle name, or last name. After searching, a list of matches, including students, faculty, and staff, both active and inactive, will be displayed. This allows one UH number to be assigned for the lifetime of the person. Once the information is displayed, the option to print the Payroll Notification Form (PNF) or the Personnel Action History Report (PAHR) is available. The more specific a search, the less chances a former record will be found. Aala C. Park will search for all Aala Parks regardless of middle initial Aala Chris Park will only search for Aala Chris Park Aala Park will search for all Aala Parks regardless of middle initial

New Employees Enter the Social Security Number and double check it. Enter the name that is printed on the Social Security card. Include hyphens, spaces and apostrophes if they are part of the official name. Skip diacritical marks and replace foreign characters with their closest letter(s) in the English language alphabet. Assign a "Role" (drop down box) to the employee. This determines the kind of access an employee will have to a variety of UH functions (e.g., free software, library privileges). Page 42

Edit an existing record Do a search to find the employee's record. If presented with a list, click on the UH number (1st column). At the bottom of the panel, click on the "Edit Record" button. This will allow the following fields to be updated: Social Security Number Name Date of Birth

To change an affiliation, follow the procedures in document "Updated UHIMC Procedures for POs". Call the HRIS hotline for a copy of this document. Multiple UH numbers assigned to an employee Occasionally, an employee will erroneously be assigned multiple UH numbers. To resolve, first verify the UH number printed on the staff id card. Call the HRIS hotline to report this problem and indicate the UH number on the staff id card. If the campus does not issue staff id cards with UH numbers printed on them, call the HRIS hotline and ITS will determine the final UH number. OHR/SSA will ensure that PeopleSoft is consistent with the ITS UH number database so that the employee only has 1 UH number. Printing a PNF or a PAHR Payroll Notification Forms or a Persnnel Action History Report (PAHR) may be printed. A PAHR is a complete history of all PeopleSoft transactions for an employee. Only PAHRs for employees in your jurisdiction may be accessed.

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Update Personal Information - Name History

EmplID: The employee's UH Number will be displayed by the system. For new hires, a UH Number must first be obtained via the UH Identity Management Console (UHIMC). Format: Numeric Information Field. Required Field when entering a new hire. Defaults to "Primary". Other options include maiden name, mother's name, preferred. However, the name reflected as "Primary" will be reflected on all panels. Enter the effective date of the personnel action. Setting the correct effective date is important because the system constantly compares the effective dates of tables. This is critical for insuring that data selected from reference tables is valid as of the effective date of the data that is being worked on. Default: Today's Date Required Field Defaults to "USA" The employee's name should be exactly as printed on the employee's social security card. Enter First, Middle, Last, and Suffix, if applicable. Rule: The name must be entered in upper case, lower case format capitalizing the first letter of each name. 09/29/09: Periods (".") should not be used in any of the name fields. The name suffix should be specifically entered in Suffix field (Do not input the suffix in the first name or last name fields) and must be case specific without a period - Jr or Sr or I or II or III or IV or V are valid examples. Do not in put JR or SR (capitalized) or JR. (ending period). Refresh the Name Button Required Field After entering the First, Last, Middle, and Suffix if applicable, hit this refresh name button, and name will be displayed after "Name".

Type of Name: Effective Date

Format Using: Name

Notes: If a name change occurs, insert a row using the "+" key next to Effective Date - this will create a historical record of name changes for the employee.

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Update Personal Information - Address History

Address Type Select "Home" address. All employees must have at least a home address indicated. If a home address is not available at the time that the data is entered in PeopleSoft, use the department address and still select "Home". Once a home address is available, update PeopleSoft with the new data. Optionally, the employee can have additional types, e.g., mailing address, provided that the employee has a home address listed. Enter the effective date of the personnel action. Select "Active" or "Inactive" Defaults to "USA". If employee works and lives in a foreign country, select applicable country. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings "Edit Address" Address 1 Enter the employee's home address (street number, street, and apartment number if applicable) If home address is unknown, then the work address may be TEMPORARILY entered. As soon as home address becomes known, enter on the Personal Information/Address History Panel. Format: When entering the employee's Home Address, an attempt should be made to fit the entire address on Address Line 1. Do not use "#" symbol for "Number". Enter as upper/lower case. Periods and commas are allowed. UH Required. Address 2 Use only if employee's home address does not fit on Address 1. Address 3 Use only if employee's home address does not fit on Address 1 and 2. City Enter the city the employee lives in. Format: Upper Case UH Required. State Select the postal code for the state which corresponds to address 1. Format: Pull Down Table Codes: Refer to the Tables section for a list of State Codes. UH Required. Zip Enter the numeric zip code for the employee's address. Format: Numeric UH Required. Note: If the employee's mailing address is different from the home address, insert a row after Address Type, select "Mail" and click on "Edit Address" to enter the mailing address. Format: Mailing address should be a local address. When entering the employee's Home Address, an attempt should be made to fit the entire address on Address Line 1. Do not use "#" symbol for "Number". Enter as upper/lower case. Periods and commas are allowed. Optional Field

Effective Date Status Country

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Phone Type:

Select other types of phone numbers, if applicable.

Codes: Business Campus Cellular Dormitory Fax Main Home Other Pager 1 Pager 2 Telex

Telephone

Email Type Email Address

Optional Field Enter the corresponding number in this section. (Area code and number). Format: Numeric Rules: Area Code followed by phone number. Parenthesis and hyphens are optional. Optional Field Enter the employee's email address type. Select Business, Campus, Dorm, Home, Other Optional Field Enter the employee's email address. Optional Field

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Update Personal Information - Personal History

Effective Date Gender Highest Education Level Enter the effective date of the personnel action. Select the appropriate gender Required Field Select the appropriate highest education level earned. Format: Pull Down Table

Codes < Bachelor Bachelor's Doctor's Description Less than Bachelor (eg., Associates, High School, etc.) Bachelor's degree requires the equivalent of at least four years of academic work. The doctorate classification includes such degrees as Ph.D. in Agronomy, Food Technology, Education, Engineering, Public Administration, Ophthalmology, Radiology, etc. The master's degree is a second-level degree, below the doctorate. The post bachelor's degree is beyond the bachelor's and below the master's degree. (e.g., 5th year degrees) The professional degrees are those degrees which signify the completion of the academic requirements for selected professions, such as Dentistry (D.D.S. or D.M.D.), Law (LL.B. or J.D.), Medicine (M.D.), Theology (B.D.), and Veterinary Medicine (D.V.M.), etc. A degree, usually a Master's degree, which is the highest level of attainment in that particular field of study.

Master's Post Bach Prof Degr

Terminal Unknown

Year Degree Completed Marital Status

Required Field Enter the year the employee's highest degree was completed. Completed Format: CCYY UH Required Field Select the appropriate marital status.

Codes: Married Single Married Filing as Single

Codes used previously:

Codes: Married Single Divorced Common-law Separated Widowed Head of Household Unknown Married Filing as Single

01/18/11 ­ If selecting "Married Filing as Single" for payroll/tax purposes only, the PNF will print "T", ePCS will display "S" and HR Datamart will display "M" Required Field Page 47

Military Status

Select the appropriate military status.

Codes Active Reserve Inactive Reserve No Military Service Not a Veteran Not a Vietnamese-Era Vet Not Indicated Other Protected Veteran Codes: Post-Vietnam-Era Vet Pre-Vietnam-Era Vet Retired Military Veteran (VA Ineligible) Veteran of Vietnam Era Vietnam & Other Protected Vet Vietnam-Era Vet

For further questions, contact the Equal Employment Opportunity/Affirmative Action Office. Required Field Ethnicity & Race Select all fields marked on UH Form 27 submitted by employee. The form can be found at web site: http://www.hawaii.edu/offices/eeo/docs/EthnicdisclosurePDFForm.pdf NOTE: For further questions, contact the Equal Employment Opportunity/Affirmative Action Office.

NOTE:

Format: Click appropriate boxes to match Form 27 selection(s). Optional Field I-9 Form Status Click on this field if the employee completed an I-9 form. An I-9 form must be completed within 3 work days from the date of hire. Format: Click box to indicate "YES" Optional Field

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Update Personal Information - Identity/Diversity

Date of Birth Age: Citizenship Status Enter the birth date of the employee UH Required Field The years and months based on the date of birth will be displayed by the system. Informational Field Select the appropriate citizenship status of the employee in relation to being a citizen of the United States

Codes US Citizen US Natio Alien Perm Alien Temp Not Indic Description US Citizen (including Guam, Puerto Rico, US Virgin Islands, Northern Mariana Islands) US National (American Samoa, Swains Island) Alien Permanent (US Permanent Resident) Alien Temporary (Nonimmigrant Visas) Not indicated

Country

NOTE: For further questions, contact the Office of Immigration Affairs. Required Field Defaults to "USA". If non-US Citizen, select other country. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings

National ID Sub Panel: Country: Must be "USA". If not "USA", Social Security Number will not be printed on the PNF. National ID: Enter the employee's social security number SSN Length: 10 The employee's social security number (SSN) is obtained from the Social Security Card. If employee has no Social Security card at time of new hire, information may be entered at later date. However, Payroll will not accept a PNF without a valid social security number nor will they issue a paycheck until the Social Security Card is obtained. Format: Numeric UH Required Field for compensated employees Primary ID: Click on to check box. Ethnic Field was deleted from this panel. Please view new panel on "Personal History" Group tab.

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Job Data - Work Location

The employee's name and UH number will be displayed by the system. Information Field Empl Rcd# The employee's Employee Record Number will be displayed by the system. This field indicates the appointment you are performing the personnel action for. "0" for employee's home base appointment, otherwise 2, 3, 4, etc. Note: If using HR Datamart, the employee record number starts with "1" rather than "0" (eg., 1,2,3,4,5, etc.) Format: Numeric Information Field Based on the action/reason, the current status of the employee is displayed. Codes: Active, Terminated, Leave with Pay, Leave of Absence Action Date Job Indicator Effective Date Information Field The date that the personnel action was entered and suspended in the system is displayed. Once the action is approved, this date is updated. Information Field Defaults to primary job. Information field Enter the effective date of the personnel action. For separations, the date is the day after the close of business. 01/18/11 ­ For 9-month Faculty Retirements and Resignation Dates, view web site at: www.hawaii.edu/ohr in the HR Info Systems / PeopleSoft / Systemwide Processing Instructions Section. Default: Today's Date Required Field Effective Sequence The effective date sequence # will be displayed by the system. This indicates whether the employee has multiple action rows effective the same date. The system defaults this field to "0" for employee's first Effective Date Sequence # and thereafter enters incremental values for each subsequent action on the same effective date starting with the value "1". (eg.0,1,2,3,4, etc.) . Information Field The current status of the personnel action is displayed. SUS APP The action is suspended and is awaiting final approval. The action is approved and this record is successfully entered into the production database.

Employee Status

Status

When a row is first inserted, the action will be suspended. Only approved records are forwarded to other data systems such datawarehouse, leave, FMIS, etc. Page 50

01/18/11 ­ See the following websites for instructions on the electronic Payroll Change System (ePCS) that automatically approves records after the "Send PNF to Payroll" button is pressed. Information Field Position Management Recd Actn/Rsn Not in use at this time. This was to automatically change the employee's data if the position data was changed; however, this featured was turned off because a PNF is needed. Select the appropriate narrative and the corresponding reason code. Specific cases can be found in the chapter entitled "Specific Personnel Action/Reason Situations". Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Appointment Period From and To: These fields are used to indicate duration of temporary appointments such as probationary periods, account codes, appointments of Chairs, Executive/Managerial appointments, temporary positions, etc. The fields should be left blank if the employee has faculty tenure or APT security and is paid wholly from G, R, or S funds and is in a permanent position (i.e., the position number does not end with "T). Appt Per Enter the beginning date of the appointment period for this appointment. From UH Required Field, unless should be left blank Appt Per Enter the ending date of the appointment period for this appointment. To UH Required Field, unless should be left blank PSP Prorata Summer Pay field, which reflects the month and day until which the 9month Faculty, APT or Graduate Assistant has prorata summer pay. Format: MM/DD Example: 07/31 UH Required Field for 9-month employees Additional information at: http://www.hawaii.edu/ohr/presentations/PSP.pdf NTE Date Enter the anticipated expiration for the personnel action. For example, if the action reason is STP 457 Additional Stipend, the NTE date will be the last day of the stipend. Optional Field Enter the Position Number for this appointment. Format: Total of 8 digits - two (2) leading zeroes, five (5) digit position number followed by a alpha suffix if appropriate except for generic position numbers. (Graduate Assistant, Lecturer, & NonCompensated positions) Generic position numbers are used for Lecturers and Graduate Assistants: 0000GA09 ­ 9-month grad asst (instructional) 0000GA11 ­ 11-month grad asst (research) Page 51

Position Number

000XLECY ­ where "X" represents 2 or 4-year campus and "Y" represents the rank. Ex: 0002LECA ­ community college lecturer rank A; 0004LECC ­ Mnoa lecturer rank C Example: 0081234 0085678T 0000GA09 0004LECA 000NCOMP Permanent Position Temporary Position Graduate Assistant Lecturer Non-compensated Employee

UH Required Field Position Override Click on this field if exceptions are needed to the default position data for this employee. This will allow data to be entered in grayed fields, i.e. grade code, department and location. Used to change the department code for generic positions, e.g., 0000GA09, 0000GA11, 0004LECA, etc... If the employee's title differs from the Job Code table entry, enter the approved Board of Regents title for this employee's appointment (e.g., Professor and Chair, Interim Assistant Dean & Prof, IER Professor). Format: Maximum characters available is 30. Upper/lower case, abbreviations and punctuations are acceptable. Rules: 1. If an employee is an Incentive Early Retirement employee, insure that the letters "IER" are the first 3 characters in this field (no punctuations). E.g., "IER Professor". 2. "Interim" is used when an employee is temporarily filling a vacant position; "Acting" is used when an employee is temporarily filling a position for which another employee has return rights. Note: IER are no longer valid appointments due to Act 179. UH Required Field if applicable Company Business Unit University of Hawai`i Board of Regents Employees will always display "BOR". Information Field

BOR Title

This field displays "UHPSS" for BOR positions or "UHCSS" for Civil Service positions. Information Field Department Code The department codes are derived from the position panel after the position number is entered. NOTE: For Non-Compensated employees, Lecturers and Graduate Assistants with generic position numbers, click on the position override field and enter the eight (8) digit employing agency code for the appropriate department. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Page 52

Required Field Location Select the appropriate geographical location of the position. This field will be derived from the POSITION panels. Format: Lookup Table Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Supervisor ID Reports To ID The supervisor UH Number is entered if the supervisor data cannot be pulled from the position panels. Ex: the supervisor has a generic position number. Position number of the supervisor is pulled from the Position panels. Based on the position number, the system displays the UH Number and name of the supervisor. Information Field Establishment The campus code will pull from the location code. ID Island Select the island that the employee works on. Code Format: Lookup Table

Codes 1 2 3 4 Description Hawai`i O`ahu Moloka`i Kaua`i Codes 5 6 7 8 Description Maui Lna`i Niiihau Out-of-State

Unit Code

UH Required Field Select the two-digit unit code representing the physical location of the employee. Format: Lookup Table

Codes 01 02 03 04 05 06 07 09 10 11 Description Mnoa Campus Honolulu CC Kapi`olani CC Leeward CC Other Honolulu Faculty Windward O`ahu Leeward O`ahu Windward CC UH at Hilo Other Hawai`i Facility Codes 12 15 16 18 20 21 25 26 27 30 Description Hawai`i CC Kaua`i CC Other Kaua`i Facility Ni`ihau Maui CC Other Maui Facility Moloka`i Lna`i UH-West O`ahu Out-of-State

UH Required Field

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Job Data - Job Information

Job Code This field is derived from the position panel after the position number is entered and represents the occupational group to which the employee belongs. Required Field Empl Class Select the empl class for faculty with administrative duties. Indicates the code for an administrative title. Used for faculty only. Examples:

Codes: Assoc or Asst Dir (Faculty Only) Brch Super/Cnty Chr (Faculty Only) Chair (Faculty Only) Director (Faculty Only) Other Titles (Faculty Only) Assoc or Asst Chair (Faculty Only) Dual Admin Title (Faculty Only) CC Co Div Chair CC Div Chair

Person FTE

UH Required Field Enter the percent full-time equivalent that the employee works in this appointment. For non compensated employees, field defaults to "0.00000". For lecturers, the FTE will be computed once the number of credits taught is entered in the "step" field. Format: Numeric. Decimal point for whole numbers is optional. Example: 100% is entered as "1.00000" UH Required Field Select the employee's bargaining unit for this appointment. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings UH Required Field

BU

EEO Class

(Not in use at this time)

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Job Data - Payroll

# of Fed Exemptions # of State Exemptions E-Verify Case Number Enter the number of Federal Tax exemptions submitted to Payroll. Format: Numeric. Negative numbers are permitted. Note: For further questions, contact the Payroll Office. UH Required Field Enter the number of State Tax exemptions submitted to Payroll. Format: Numeric. Negative numbers are permitted. Note: For further questions, contact the Payroll Office. UH Required Field For employees who are on federal contracts that require E-verification. ORS will inform the Principal Investigator, Personnel Officer and Fiscal Officer that an E-verification is required for the new hire. Reference: http://www.hawaii.edu/ohr/presentations/E-verify%20update.pdf Date Resolved Retirement Period Certification Date Pay Group Date E-verification cleared by the Feds. Pursuant to Act 179. Indicate that the new hire has not been employed by the State of Hawai`i, the Judiciary, any County in Hawai`i or RCUH within the last 6 or 12 months Date certification form was completed. Select how the employee's salary will be calculated. A pay group determines the manner in which the pay for employees within that class is calculated. Most employees are paid semi-monthly. However, this field also has indicators for late hire lecturers and level pay option. Default: "SM" - semi-monthly Codes:

Codes L02 L10 L11 L12 L13 LC1 LC2 LC3 LC4 Description Level Pay Over 2 Pay Periods Level Pay Over 10 Pay Periods Level Pay Over 11 Pay Periods Level Pay Over 12 Pay Periods Level Pay Over 13 Pay Periods Lecturers Paid Over 1 Pay Period Lecturers Paid Over 2 Pay Periods Lecturers Paid Over 3 Pay Periods Lecturers Paid Over 4 Pay Periods Codes LC5 LC6 LC7 LC8 LCT LVL NCP SM MSC Description Lect Paid Over 5 Pay Periods Lect Paid Over 6 Pay Periods Lect Paid Over 7 Pay Periods Lect Paid Over 8 Pay Periods Lecturers Level Pay Over 7 Months Non Compensated Employees Semi-Monthly Employees Maui Hi Perf Comp Ctr

Other options, e.g., L08 can be added as necessary. Please call the hotline. Employee Type Required Field This information will be derived from position panel. Default: "Salaried" Required Field Page 55

Warrant Dist

Select the appropriate warrant distribution code. The warrant distribution codes are used to indicate the location where the payroll checks are to be distributed. Note: For further questions, contact the Payroll Office. Format: Lookup Table UH Required field Select the appropriate payroll number. The payroll number indicates the pay group of the employee. Note: For further questions, contact the Payroll Office. Format: Pull Down Table Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings UH Required Field

Payroll No

Retirement Code

Select one of the following codes. See note below under FICA Class. Format: Pull Down Table

Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings. Note on the reference table, the retirement code is listed under the column labeled "Group Code". FICA Class Select the FICA Class for the employee. Indicates whether the employee is eligible for membership in the State Employees Retirement System (ERS). Format: Pull Down Table Employees must have employment appointments exceeding three months with a minimum of 50% FTE to be eligible for State ERS membership. If eligible, refer to the State ERS EC&B-1 form. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings. Note on the reference table, the FICA class is listed under the column labeled "Class Codes". Due to Act 179: For the hiring/rehiring of ERS retirants to temporary, part-time non-ERS eligible positions: Group Code: N Class Code: E For the hiring/rehiring of ERS retirants to fill labor shortage or difficult to fill positions: Group Code: 1 or 2 Class Code: R UH Required Field Note: (02/17/11) The following FICA/Retirement combinations are invalid and Page 56

the following error message will appear "There is a retirement code/FICA code mismatch. Please check the codes." Retirement Code = 1 or 2 with FICA Code = E, K, N, S Or Retirement Code = N and FICA Code = A,B,C,H,V,Z

Pay Months

The number of months per year that the employee is paid will be displayed. This field is based on the Pay Group. For example, lecturers will reflect 4.5 months, lecturers paid over 4 pay periods will reflect 2 months, semi-monthly employees will reflect 12 months.

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Job Data ­ Salary Plan

Salary Select the employee's salary administration plan or field is derived from the Admin Plan position panel. Format:

A09 A11 AEX C09 C11 E/M G09 G11 H09 H11

Pull Down Table

APT 9 Month APT 11 Month APT Exempt Class Community College 9 Month Community College 11 Month Executive & Manager al Graduate Assistan 9 Month Graduate Assistant 11 Month Hilo & West Oahu 9 Mo Fac Hilo & West Oahu 11 Mo Fac HLB L09 L11 LCT M09 M11 MAG MED MLB NCP Hilo & West O`ahu Librarians School of Law 9 Month School of Law 11 Month Lecturers Mnoa 9 Month Faculty Mnoa 11 Month Faculty Mnoa E tension Agents School of Medicine 11 Month Mnoa Librarians Non-Compensat d

Note: Effective 10/19/06, Executive & Managerial category was combined to a single Executive Category. However, the coding for this field remains E/M. Grade UH Required Field Select the Grade that is associated with the Salary Administration Plan for the employee or the field is derived from the position panel. The grade for the position indicates the rank level of the employee and will be displayed in this field by the system. Incorrect values must be changed on the appropriate position data panel. See note below. Select one of the following codes. See note below under FICA Class. Format: Pull Down Table

Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings UH Required Field Step Select the appropriate step for the employee. For Lecturer positions, enter the number of credit hours (the system will pull the appropriate salary and will not factor it by the person FTE). If the step does not appear on the STEP table, call the Office of Human Resources - HRIS hotline. For those positions defined as non-table-driven-pay (e.g., executive and managerial, coaches and late hire lecturers), this field will be blank. Faculty currently do not have step designations. Insert an asterisk (*) for faculty. See notes below. Codes: www.hawaii.edu/ohr in HR Documents/Salary Schedules Monthly UH Required Field This field will be derived by the system. Page 58

Rate Annual Rate Adjusted Monthly Note: 1.

Information Field This field will be derived by the system. Information Field This is the adjusted salary based on the Person FTE (except for lecturers). Computation: Adj Mon Sal = Monthly salary multiplied by Person FTE Information Field

If the salary does not change on the compensation panel, the step field must be refreshed (see item 2 below) as well to pull the new salary from the PeopleSoft table. On the Salary Plan panel, blank the Step field, go to the Compensation Panel, go back to the Salary Plan panel and re-enter the appropriate number of credits and either hit the save button or go back to the compensation panel. The salary on the compensation panel should be refreshed. Of specific interest is the case where the Grade or position number changes but the step field stays the same (eg., Lecturer A 10 credits and then became Lecturer B 10 credits). In this case, the position number and grade must be changed (from Lecturer A to Lecturer B) and the step field must be refreshed (even though it is entering in the same number of credits).

2.

Refreshing Employee Data with updated Position Data If data is updated on the Position Panel (eg., APT pay band changed from PBA to PBB), that data is NOT automatically reflected on the Job Data Panel. In order to obtain the current data from the Position Panel, go to the Job Data Panel, blank out the position number, tab out of the position number, retype the position number and tab out of the position number. This will refresh the employee data with the latest Position data.

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Job Data - Compensation

Compensation Rate Enter the compensation rate based on the appropriate Salary Admin Plan, Grade, Rate Step and Compensation Frequency fields. For Coaches and Executive/Managerial, enter the monthly salary. Note that the comp rate for faculty notated with an asterisk step will be reflected as one dollar. Enter the correct monthly rate. For late hire lecturers, enter the total amount due for the remainder of the semester.

Comp Frequency Change Amount Adj Mon Sal CompaRatio: Change Percent Monthly Rate Annual Rate

APT employee salaries are obtained from a salary schedule which is derived from the entered Grade and Step fields. Faculty monthly salaries should be rounded to the nearest whole dollar but their annual salaries DO NOT need to be divisible by 24. Executive monthly salaries should likewise be rounded to the nearest whole dollar, but their annual salaries MUST be divisible by 24. UH Required Field Select the compensation frequency that the employee will be paid. Default: Monthly. For late hire lecturers, change to "annual" Required Field The dollar difference from the prior salary is derived by the system. Information Field A computed value of monthly salary multiplied by person FTE. Not in use at this time. The percentage difference from the prior salary is derived by the system. Information Field This field will be derived by the system. Information Field This field will be derived by the system. Information Field

Page 60

Job Data - NTE Job

NTE Action Select the appropriate Not To Exceed (NTE) Action.

SPL SL FTE FTP AC WIK LM LPR LPI LUN LSP LFL LLW LPS LDP IAA NCA RRT ADT IER VIS APR FPR TA DII DHA DOS DTA DHZ SAD SOT STA LVL NCA Sabb/Prof Improvement Leave Study Leave Change in FTE Change in FTE - Partial LWOP Account Code Wages in Kind LWOP - Military LWOP - Personal Reasons LWOP - Prof Improvement LWOP - Unauthorized Absences LWOP - Suspension LWOP - Family Leave LWOP - Lack of Work LWOP - No Prorata Summer Pay LWOP - Depletion of Funds Interim/Acting Appointment Non Comp Appointment Return Rights Administrative Titles (i.e., Chair) IER Appointments VISA APT Probation Ends Faculty Probation Ends Temporary Appointment Differential - 11 months Differential - High Altitude Differential - Overseas Differential - Temporary Assignment Differential - Hazard Stipend - Administrative Stipend - Overtime Stipend - Temporary Assignment Level Pay Option Non Comp Appt

Examples: 1) 2) 3) 4) 5) Visa - The employee is a non-U.S. citizen and appropriate immigration clearance and documents are necessary for extension of appointment. Interim/Acting Appointment - The employee is in an acting/interim appointment and a PNF to continue or terminate the appointment must be processed before the NTE date. APT Probation Ends - The APT employee is serving a three-year probationary period, e.g., 01-07-09 to 01-06-12. The date to be entered is 010612. Stipend/Differential - The employee is receiving a stipend/differential and a PNF to either continue or terminate the stipend/differential must be processed before the NTE date. Temporary Appointment - The employee has a temporary appointment, e.g., in a federally funded position, and a PNF needs to be processed before the NTE date. Page 61

6)

LWOP, SABB, STUDY, PROFLV - The employee is on LWOP, sabbatical, professional improvement leave (E/M and APT), or study leave, and a PNF to return from leave or continue on leave status must be processed before the NTE date.

If other NTE values are needed, please call the hotline. NTE Date Optional Field. Enter the NTE Date for that action. Optional Field.

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Employment Data

Hire Date: Termination Date Last Date Worked University Appointment Date The system will display the UH Appointment Date. Information field The system will display the separation date once the employee has a separation action Information field Enter the last day physically at work. The system will default to the separation date once the employee has a separation action. Optional Field. Enter the hire date of current continuous employment with the University of Hawai`i. This date is not affected by Leave Without Pay. For example, if the lecturer was hired last Spring, and rehired the following Fall semester, the date should reflect the Fall date of hire. Once the date is entered, the years, months, and days will be calculated by the system. UH Required Field Enter the employee's service computation date. Indicates the employee's service with the city or state (regardless of agency). This date is adjusted when the employee goes on Leave Without Pay (LWOP) which is not creditable (only professional leave without pay is creditable), and is used for service award purposes only. Full credit is given regardless of the person's full time equivalent (FTE). Rules: If the employee: has no prior service in Hawai`i, i.e., State or County government, enter the effective date of appointment. has prior service, employee must complete UH Form 12, "Employee's Claim for Prior Creditable Service." The department subsequently calculates and enters the service computation date. is a graduate assistant or a non-compensated employee, enter 01-019999. Exception to the rule: Incentive Early Retirement (IER) appointment, where the date is the IER effective date Once the service comp date is entered, the years, months, and days will be reflected by the system. DO NOT automatically enter the UH hire date as the employee may have previous State or County government service or may have only been employed at the UH but did not have continuous UH service or may have had noncreditable service (UH Form 12). Codes: June 10, 2000 Memo from Peggy S. Hong to Administrative/Personnel Officers ACreditable State Service for Service [email protected] Link: http://www.hawaii.edu/ohr/bor/forms/uh12%20memo.pdf UH Required Field Page 63

Service Comp Date

Termination Date Date Last Increase Yrs of Cont Qual Univ Serv (YCQUS) Anniversary Date

The termination date will be displayed by system when employee is terminated. Information Field Enter the date of employee's last increase. Optional Field This field is currently not being updated or used. Once used for total qualified APT time. This field is currently not being updated or used. Once used as date of last continuous appointment as an APT, not affected by periods of LWOP.

Tenure Data Effective Date APT Prob End Date Tenure Code Enter the effective date for the tenure/employment security information. UH Required Field Enter the probation ending date of the APT employee. Example: Enter 12-31-12 for an APT whose probationary period is 01-01-09 to 12-31-12. UH Required Field Select the employee's tenure code. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Year UH Required Field Enter the year that the employee will end probation or will receive/received tenure/employment security. Format: CCYY UH Required Field Applicable to Faculty Only Locus of Tenure For eligible faculty members, tenure is at the campus level for Community College and West O`ahu, division level for the Mnoa and Hilo. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Tenure Line (Dept) UH Required Field Select the corresponding tenure line for UHM which is defined as the division, branch, section of the employing agency code. This field further defines an employee's locus of tenure to a particular department. Codes: www.hawaii.edu/ohr in HR Info Systems/PeopleSoft/Table Code Listings Probation Period Change UH Required Field. Defaults to no change. If a written request for lengthening or shortening a faculty member's probationary period has been approved, select yes. UH Required field. Page 64

Waiver of Defaults to No. Click on this field if written request for lengthening or shortening Minimum a faculty member's probation period has been approved. Qualifications

Page 65

Earnings Distribution (Account Code)

Compensation Rate Earnings Distribution Type Work Period Comp Freq GL Pay Type Derived from the JOB DATA/COMPENSATION panel. Information Field The system defaults this field to "By Percent". Information Field The system defaults this to "Weekly" Information Field The system defaults this to "Monthly" Information Field Select the appropriate Pay Type for the employee.

BASER DFSYR DIFFE DIFFH DIFFO DIFFS DIFFT DIFFZ EMPIA LECTE MAUISC Base Pay ­ Regular Differential - Sch Yr (CS) Differential ­ 11-Month Differential ­ High Altitude Differential ­ Overseas Differential ­ Shortage Differential ­ Temp Diff Pay Differential ­ Hazard E/M Performance Incentive Lecturer Fee Maui Supercomputer NCOMP STADM STATH STBND STIGA STIPS STOT STOTH STTPA Non Comp Stipend ­ Administrative Stipend ­ Athletics Stipend ­ Temp Reband (APT) Stipend ­ Tmp In-Grd Adj (APT) Stipend ­ Special Stipend ­ Overtime Stipend ­ Other Stipend ­ Temp Assignment

Stip/Diff Amount Percent

Account Code

Required Field Enter the employee's monthly Stipend or Differential Amount charged to that account code if applicable. This amount should be adjusted by FTE. Format: Numeric UH Required Field Enter the percent of the employee's salary that will be paid from this account code. The percentage for each pay type must total 100.000 percent. Format: Numeric Example: BASER 050.000 BASER 025.000 BASER 025.000 STADM 100.000 Note: if a stipend is on two account codes, divide the stipend and enter the appropriate percents. Required Field Enter the appropriate 14-digit Account Code(s). Rules: Enter account code information contiguously (no spaces) Example: G06024F123B456 (No Spaces) UH Required Field (02/24/11) PeopleSoft account codes are verified with a nightly download of FMIS account codes. An error message will be displayed if a non-matching account code is entered. Have your fiscal officer check FMIS screen SCR 758 to verify the 14 digit account code. Page 66

NTE Date

Not to Exceed Date. This date is automatically filled for extramural funds. The NTE date is imported from FMIS nightly; you may change the date to a date prior to the FMIS NTE date. However, the system will not allow you to change the date to a later date. If the incorrect date is displayed, Check with your fiscal officer to insure that the date is correct in FMIS. Ensure that the correct account code and fiscal year is being entered Otherwise contact the hotline.

For those records with a blank NTE date, a date may be entered to indicate end of stipend, etc. UH Required Field for extramural funds. NOTE: For LWOPs and Separations, PeopleSoft pulls the account code from the row before the current row. Therefore the NTE date will be incorrect. The logic behind this is that the employee is going from a paid to no pay status. To print the correct NTE date on the PNF, refresh the NTE date of the row before, then generate another PNF.

Page 67

Generating the Payroll Notification Form (PNF)

Page 68

Once all required data has been successfully entered and saved in PeopleSoft, the Payroll Notification Form can be generated and printed. The data must be suspended in order for the PNF to be generated. From the menu, select "Generate PNF."

1. 2.

Enter effective date of the PNF. One PNF per effective date. Date ranges are no longer valid. Draft documents are no longer valid with the inception of the ePCS.

Page 69

3.

UH PNF Data 1 panel

In the event that the employee has multiple appointments with different Payroll Numbers, Warrant Distribution codes, Retirement/FICA, Island, and Bargaining Unit code, these fields can be updated on the UH PNF Data 1 panel such that the PNF will reflect the correct code. For example, the panels for an employee with two .25 FTE appointments may reflect BU 67 for each appointment; however, the combined FTEs makes an employee eligible for union and FICA/retirement, so the PNF should reflect BU 07 and appropriate FICA/Retirement code, which can be entered on this panel. The Partial field is the Partial Day Pay Code. This field represents what the person is paid if going on leave for a portion of a day or part-time sabbaticals. View examples at the OHR web site / HR Info Systems / PeopleSoft / Systemwide Processing Instructions.

Page 70

If any changes are made, be sure to save the data. If no remarks are necessary, at this point, you may either one of the following options: a. b. c. Hit the "Print PNF" button for a hardcopy print. Press the "Send PNF to Payroll" and SAVE button to electronically send the PNF to the Payroll Office and finalize/approve the data. Press the "Delete" and SAVE button to delete this PNF. This action will delete the PNF from PeopleSoft, delete any data entered on the UH PNF Data 1 panel and keep the associated data in suspense.

4.

UH PNF Data 2

Data can be verified and if no remarks need be added, then the Print PNF button can be selected.

Page 71

9.

UH PNF Data 3 panel

Enter any necessary remarks then hit the Print PNF. Remarks are important for corrections and voids, approval by the President, to indicate a time period for leaves, account code changes, etc. This field explains to Payroll in more detail the purpose of this PNF as well as for your use. Additional Notes on PNF Printing: 1. 2. If the PNF prints on two pages then select "VIEW" from the top row of the web browser, select TEXT SIZE then select "smallest". If the top margin is less than the 3/4 inch that is requested by Payroll Office, then go to FILE then PAGE SETUP, and adjust the top margin to .75 or 1 inch, with the rest of the margins left at .5 inch. If headers and footers print on the PNF, go to FILE then PAGE SETUP, and then erase the information reflected in HEADERS and FOOTERS.

3.

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4.

If an error message occurs when attempting to generate a PNF, common causes are a missing effective date on the tenure information on the Employment Data panel, or an incorrect formatting of the account code. If data appears to be valid, then contact your departmental representative. Once the PNF is generated and printed, and signatures are obtained, then return to the Job Data panel and approve the row, and save. When printing the PNF for employee on LWOP or return from LWOP situations, the PNF should print as follows in the FROM/TO columns (left/right sides) of the PNF: LWOP = left side only Return from LWOP = left and right side LWOP and Return on the same day = left and right side Resign while on LWOP = left side only

5. 6.

Page 73

ePNF (Electronic Payroll Notification Form)

Presentation may be found at web site www.hawaii.edu/ohr in the HR Documents / New & General / Presentation Section

Page 74

ePNF (Electronic PNF) Processing How do I know what to do?

Answer 2 questions

Q1:

Has the Payroll deadline passed?

Q2:

What is the current status of the PNF?

o:\ssa\ps/training\epnf.ppt

1

Different Locations of PNF

At Department (circulating for signatures) At Payroll In-tray (awaiting payroll audit) At Payroll on staff desk (being audited)

Delete Send Invalidate Dept Payroll Ofc In-tray

P R O C E S S E D

Void Processed

DEPT CAN FREELY RETRIEVE PNF

S T A T U S

Payroll Staff Call Payroll for instructions on PNF marked "PROCESSED"

2

Payroll Deadline

Deadline for pressing "Send PNF to Send Payroll" button and SAVE button After deadline . . .

Call

Payroll staff will not look in the In-tray after the Payroll Deadline

Payroll for instructions on what to do If PNF is to be resubmitted, call Payroll with document number of corrected PNF

Q1: What deadline has passed?

"Due dates of documents into Payroll Office"

3

Q2: What is the status of the PNF?

PNF

maintenance panel (search results)

PNF

maintenance panel (PNF copy)

PNF Status

(Blank) ­ Created before PCS conversion No action ­ Created after PCS conversion and still at dept Sent ­ Electronically sent to Payroll (sitting in Payroll In-Tray) Invalid ­ At Payroll In-tray retrieved by Dept before P/R deadline (PNF not being audited) Void ­ PNF returned to dept (PNF was being processed/audited) Processed ­ PNF on Payroll staff desk (PNF currently being audited) Approved ­ For transactions of non-compensated employees only

4

"Processed" status

Individual PNF removed from Payroll In-tray

Selected

PNFs processed before payroll deadline Individual PNF marked "Processed"

All PNFs for pay period removed from Payroll In tray In-tray

On

payroll deadline (11am) Pay Period PNFs marked "Processed"

PNF Maintenance Panels

ACTION Buttons

Send PNF to Payroll ­ for compensated PNF sent to Payroll In-tray Associated transactions are approved Approve ­ for non-compensated PNF not sent to Payroll Transactions are only approved Delete

employees

employees

­ For PNFs never sent to Payroll Invalidate ­ Return PNF sent to Payroll

Before payroll deadline and PNF awaiting in in-tray Associated transactions are re-suspended

Press SAVE button after ACTION button

5

Void ­ Payroll returns PNF to Dept

PNF status is marked "Processed" Processed Requires call to Payroll for instructions PNF is on Payroll Staff desk being audited Be prepared with doc no, name, payroll no Transactions re-suspended if PNF voided re suspended For Payroll Office use only

Generate PNF Panel

No Date Range g No Draft Numbers

6

PNF at Department

PNF status

No DRAFT Numbers

User Logged

"Delete & Save" to delete PNF not previously sent to Payroll

Press "Send PNF to Payroll" & "SAVE" buttons This action will approve all transactions on this PNF

PNF at Department

SAVE button

Reminder to press SAVE

7

PNF at Payroll in In-Tray

PNF Status

User Logged PNF at In-Tray at Payroll Office. Press "Invalidate PNF" & "Save" buttons to return PNF to Dept. All associated transactions re-suspended.

PNF returned to Department

Transactions re-suspended; Status changed

PNF Status

8

All transactions APPROVED

All transactions on PNF sent to payroll are automatically approved

Non-Compensated Appointments

Button displays "APPROVE" instead of APPROVE "Send PNF to Payroll" if all PNF actions for non-comp appt Multiple Appts - "Send PNF to Payroll" if PNF has actions for compensated appt Rows are approved if non-comp appt only Use posn no = 000NCOMP only

9

Reason/Action Concepts

Voids = hires only; all others = correction

Instead

of Void LWOP

Action: Return to Duty ­ Correction Reason: Cancel LWOP

Instead

of Void Termination

Action: Hire-Correction Reason: Cancel Separation

Four

other codes on attached listing

10

Changed Concepts on Codes

PNF electronically feeds data to PCS

New

PeopleSoft action/reason codes

Tax Exemption, Marital Status, Payroll No. Must indicate code to update PCS

Correction

of Social Security on PNF

Hire-Correction 009 (Exempt Appointment) Data Change 910 (Change in Record Soc Sec No) Record-Soc

New

Hire/Transfer ­ include codes only if name or marital status or SSN changes

New Hire could be previous hire with separation

Concepts of ePNFs

One PNF per effective date; no date range No draft PNFs; delete PNFs not "Processed" Additional required fields in P/S

Sex,

Island, Tax Exemptions, Maritial Status date/time printed on Payroll PNF

Send to Payroll = current APProve button

Username,

11

Concepts of ePNFs

Tax Exemption info transmitted via PNF Signed PNFs and Tax Forms stay at Dept Official Action = "Send to Payroll" pressed

PNFs already marked "Processed" requires Processed call to Payroll for further instructions (or void) Matching correction/void actions still required for PNFs outside current pay period

Not

when hardcopy received at Payroll Office

12

Q1: PNF is submitted ON OR BEFORE the Payroll Deadline

Q2: What is the status of the PNF? No Action Electronic PNF location In PeopleSoft Actions Available at Department PNF Status after action taken PNF location after Action taken Remains in PeopleSoft PNF created before conversion to Remains in PeopleSoft electronic PNF. There are no actions that can be taken on this PNF. PNF continues to be processed and corrected or is awaiting signatures PNF was never sent to Payroll and is still at the Department. Press DELETE and SAVE button to delete PNF from PeopleSoft. Press SEND TO PAYROLL and SAVE button to electronically send PNF to Payroll Office. Suspended records for this PNF are approved; userid of person pressing SEND TO PAYROLL is attached to the PNF. Status remains Blank.

Blank

At Department

Still circulating at department

Blank (for both compensated and At Department non-compensated appointments)

PNF is completely deleted from PeopleSoft. PNF not sent to payroll and will be deleted from PeopleSoft. Transactions on that PNF remain in suspense. Status changed to "Sent".

PNF completely deleted from PeopleSoft. Transactions for that PNF remain in suspense.

Blank (PNF has transactions for At Department compensated appointment)

PNF awaiting processing at Payroll Office (Electronic In-tray)

Blank (PNF has transactions At Department exclusively for non-compensated appointment)

Press APPROVE and SAVE button Status changed to "Approve". to approve PNF trsnactions for noncompensated appointment; userid of person pressing the APPROVE button is attached to the PNF. Press INVALIDATE and SAVE button Status changed to "Invalid" to resuspend transactions for this PNF. As this PNF is for a non-comp appointment, PNF is deleted from PeopleSoft.

Because this PNF is for a non-compensated appointment, the PNF is stored in PeopleSoft and never sent to the Payroll Office.

Approved

In PeopleSoft

PNF returned to department. Transactions for this PNF are re-suspended.

Sent

Awaiting processing at Press INVALIDATE and SAVE button Status changed to "Invalid" Payroll Office (Electronic to return PNF to Department from the Payroll Office in-tray. Transactions In-tray) for this PNF are re-suspended. On Payroll Staff desk currently being audited Call Payroll Office for further Status changed to "Void" instructions. Be prepared to supply payroll number, employee name and document number if PNF is to be voided. If PNF is to be voided, PNF will be elecronically returned to the department. Transactions for that PNF are re-suspended.

PNF returned to department. Transactions for this PNF are re-suspended.

Processed

PNF returned to department. Transactions for that PNF are re-suspended. If resubmitting PNF after payroll deadline, remember to call Payroll Office for further instructions. Payroll will not look in their electronic in-tray after the payroll deadline has passed.

Q1: PNF is submitted AFTER the Payroll deadline

Q2: What is the status of the PNF? No Action Blank (compensated appointment) Electronic PNF location None At Department Actions Available PNF Status after action taken PNF location after Action taken Remains in PeopleSoft PNF awaiting processing at Payroll Office (Electronic In-tray). Call payroll office of document number of late PNF so that payroll is aware of this late PNF. PNF created before PCS conversion. Remains in PeopleSoft Compensated Appointment Call Status changed to "Sent" Payroll Office for further instructions. If Payroll allows the PNF to be submitted, press SEND TO PAYROLL to electronically send PNF to Payroll Office. Call Payroll Office with the document number of the late PNF. Suspended records for this PNF are approved; userid of person pressing SEND TO PAYROLL/APPROVE is attached to the PNF. Non-compensated Appointment Press APPROVE button to approve suspended records. Status changed to "Approved"

Blank (non-compensated appointment only)

At Department

PNF stored in PeopleSoft.

Sent

Awaiting processing at Press INVALIDATE and SAVE button Status changed to "Invalid" Payroll Office (Electronic to return PNF to Department from the In-tray) Payroll Office in-tray. In PeopleSoft. PNF is for a non-compensated position. On Payroll Staff desk currently being processed and audited Press INVALIDATE and SAVE button. Transactions are resuspended. Status changed to "Invalid"

PNF returned to department. Transactions for this PNF are resuspended. PNF returned to department. Transactions for this PNF are resuspended. PNF returned to department. Transactions for PNF are resuspended. If resubmitting PNF after payroll deadline, call Payroll Office with new document number. Payroll will not look in their electronic in-tray after the payroll deadline has passed.

Approved

Processed

Call Payroll Office for further Status changed to "Void" instructions. Be prepared to supply payroll number, employee name and document number if PNF is to be voided. If PNF is to be voided, PNF will be elecronically returned to the department. Transactions for that PNF are re-suspended.

o:\ssa\payroll change schedule PCS\action and status.xls date: 05/28/09

Data Security and Disclosure

1. Hawai`i Revised Statutes 92F-12 specifies data which can be disclosed. All other data items are deemed confidential. However, even if not listed, the final arbiter of confidentiality is the Office of Information Practices. Call the HRIS hotline for help. §92F-12 Disclosure required. (a) Any other law to the contrary notwithstanding, each agency shall make available for public inspection and duplication during regular business hours: (14) The name, compensation (but only the salary range for employees covered by or included in chapter 76, and sections 302A-602 to 302A-640, and 302A-701, or bargaining unit (8)), job title, business address, business telephone number, job description, education and training background, previous work experience, dates of first and last employment, position number, type of appointment, service computation date, occupational group or class code, bargaining unit code, employing agency name and code, department, division, branch, office, section, unit, and island of employment, of present or former officers or employees of the agency; provided that this paragraph shall not require the creation of a roster of employees; and provided further that this paragraph shall not apply to information regarding present or former employees involved in an undercover capacity in a law enforcement agency; 2. HRS 487J - SSN Protection http://www.capitol.hawaii.gov/hrscurrent/Vol11_Ch0476-0490/HRS0487J/ 3. HRS 487N - Breach Disclosure & Annual Personal Information System Survey http://www.capitol.hawaii.gov/hrscurrent/Vol11_Ch0476-0490/HRS0487N/ · www.hawaii.edu/its/information/survey · Login w/ UH username & password 4. E2.210 - Use and Management of Information Technology Resources http://www.hawaii.edu/svpa/ep/e2/e2210.pdf 5 UH General Confidentiality Agreement (UH form 92) http://www.hawaii.edu/ohr/docs/forms/uh92.pdf

Page 75

GRADUATE ASSISTANT BYPASS

Page 76

Whenenver a transaction is inserted for Graduate Assistants, PeopleSoft will dynamically check upon pressing the SAVE button with the Student DataMart (also known as ODS ­ Operational Data Store) to verify if the Graduate Assistant is eligible to be hired. The Graduate Division will do post audit on all pertinent PeopleSoft transactions and departments will be contacted should there be problems. The following errors may be displayed (updated 04/26/11): The UH number cannot be found in the Student DataMart. Please contact Graduate Division (956-8544) for assistance. The UH number entered may be wrong; the student may be assigned duplicate UH numbers (see section on UHIMC for further information) or the P/S data was entered before the student was enrolled. The graduate assistant is not currently enrolled. Contact Graduate Division (956-8544) for verification before proceeding. The UH number was found but the graduate assistant is not enrolled in the current semester. The graduate assistant is currently on academic probation. Contact Graduate Division (956-8544) for verification before proceeding. Connection to the Student DataMart has failed. Please contact the HRIS hotline (9567798) to report this problem.

Reference: http://www.hawaii.edu/ohr/download/pnf%20announcement.pdf

Page 77

PRINTING THE PERSONNEL ACTION HISTORY REPORT (PAHR)

Page 78

Select the "Get Empl ID & Print PAHR" panel to display the UH Identity Management Console. Once searching for and successfully finding a record match, scroll down to the bottom of the page to the PeopleSoft Functions area. Note that the PNF can also be generated via this method, although the easier method is within PeopleSoft. Note the Print PAHR on the right. For security purposes, the employee's social security number must be entered. Select either all dates (default) or the date range you prefer, then hit "Get PAHR." The resulting document is a comprehensive history report from the inception of the human resources information system in 1994 to current time. The report consists of two parts:

1. Current information, including demographic data and current job data. 2. Historical data, including a list of personnel actions for the employee

Page 79

PeopleSoft Human Resources Code Tables

Following tables may be found at web site www.hawaii.edu/ohr in the HR Info Systems / PeopleSoft / Table Code Listings section Job Codes APT Functional Codes Location Codes Salary Administration Plan Grade Codes UOH Codes Country Codes State Codes Action Reason Codes Payroll Numbers Locus of Tenure Codes Tenure Line Codes Action/Reason Code Table Explanations

Page 80

PeopleSoft Human Resources

Notes

Page 81

Some Friendly Reminders for inputting APT positions in the Position Management panels in PeopleSoft ­ Position Information Panel Group Description Panel When a new APT position is approved: o Correct the initial action in Peoplesoft; do NOT insert a row. o In the `Correct History ' mode: Effective Date ­ change the effective date to be consistent with the PDG ­ the effective date can be found on the approval email as well as on the position description Status ­ change from inactive to active NTE Date ­ ensure that there is a NTE date for temporary positions Reason ­ ensure that the action reason is `NEW' Location ­ ensure that the location is filled in; this is where the position is physically located When an APT position is rebanded or the functional code changes: o Insert a row Action is entered AFTER it is approved in PDG Action reason ­ use `JOB' when only the classification (career group and/or band) has changed use `UPD' when other fields have also changed Job Code ­ enter the career group code which can be found at the OHR web site: http://www.hawaii.edu/ohr/bor/aptcompp.htm Functional Code ­ required Remarks ­ may be used to indicate changes in position (i.e., NTE, rebanding from Band A to B, FTE, using count from abolished pos. no. ____ to convert to permanent status, etc.) Reports to ­ enter on-line leave approver's position number For new permanent positions, reference where the position count came from in the Remarks.

NOTE: When entering the position rebanding action for the employee on the Work Location panel, insert a new row, change the effective date, and refresh the position data. To refresh the position data, click in the position number field, blank out the position number, tab out of the position number field, and re-enter the position number. By refreshing the position number, the step will disappear on the Salary Plan panel and you will need to re-enter that field.

Page 82

UH Position Data 4 BD tp ­ J1 = permanent position T1 = budgeted temporary position N = unbudgeted temporary position Reminder: account code is 4 digits reflecting fund and appropriation; e.g., G132

Additional reminders Insert a row if adding an action; do NOT override an action (goal is to have a history of position). Extend the NTE date for temporary positions; otherwise abolish the position. Do NOT enter position information for civil service and executive positions. These position actions are done centrally by the Office of Human Resources Temporary rebanding ­ do not change job code in PeopleSoft position. For temporary rebanding, no action is taken on the position panels; however the change to reflect the stipend must be done on the job data panels. Permanent rebanding ­ the job code must be changed in PeopleSoft and a row inserted on the job data panels to reflect the new band. If changes were made to the "Department" or "Reports To" on the Position Information panel, you will need to refresh the Work Location panel on the person side of PeopleSoft.

O:\bor\training\ps pos reminders 2011.doc

Page 83

PeopleSoft Human Resources

Specific Personnel Action/Reason Situations

Note: This chapter is continuously being revised as situations occur. Updates can be found at the OHR web site / HR Info Systems / PeopleSoft / Systemwide Processing Instructions

Page 84

1.

Voided Termination

Situation: a lecturer was terminated eff 01-15-2011 but later, the termination was voided using the Hire-correction 010 (cancel separation) eff 01-16-2011. Please note that payroll expects one of the following actions eff 01-16-2011: Employment and pay rate continued Or Pay rate change (credit hours changing) Or Termination So for the above situation, besides the Hire-correction 010 action, a second action should have been included. In this situation, it was an EPRC action. 2. Correction of a Hire date

Situation 1: corrected date is after the original effective date Employee had a hire effective 01-13-2011 and the PNF was processed by payroll. The hire effective date is now 01-14-2011. The effective date should be 01-14-2011 with personal action/reason of "hire-correction" Situation 2: corrected dated is before the original effective date Employee had a hire effective 01-13-2011 and the PNF was processed by payroll. The dept now wants to correct the date to 01-12-2011. PeopleSoft won't allow a hire before an approved row so the user has to delete the original 01/13/2011 hire row and insert a hire-correction row of 01-12-2011.

Page 85

PeopleSoft Human Resources

Exercises

Page 86

PeopleSoft Training February 2011 Exercise 1. Hire an Employee ­ part time .80 FTE faculty effective 08-01-09 Exercise 2. Correct the hire action by adding a second account code. Exercise 3. Add a position ­ lecturer effective 09-01-09 Use Position Number Override Position Data to change the department code to Exercise 4. Delete a position ­ delete lecturership eff 01-16-10 Exercise 5. Multiple actions on the same effective date 08-01-10 Collective Bargaining salary adjustment effective 08-01-10 Change in FTE to 1.00 FTE Change in Tenure Status Additional Stipend Change in BOR Title Exercise 6. Process a separation action effective 07-31-11

Page 87

Exercise #1: ADDING A NEW EMPLOYEE TO PEOPLESOFT When a new employee is hired, data pertaining to the employee and the job are entered into PeopleSoft. For a new hire there is a minimum set of required panels. These panels are: Personal Data ­ Name History Address history Personal History Identity/Diversity Job Data ­ Work Location Job Information Payroll Salary Plan Compensation Employment Data Earnings Distribution Your department wants to hire a part time 9-month Asst Professor. Information pertaining to the appointment is shown below. Get a UH Number from the UH Identity Management Console (UHIMC) (Use UH number on your individual exercise sheet Enter personal data on the Personal Data panels Name History Type of Name Effective Date Name Address History Address Type Effective Date Status Address Phone, Email Personal History Effective Date Data Fields Identifty/Diversity Citizenship Status National ID (SSN) Data Fields Primary 08-01-2009 Of your choice (use upper/lower case); hit refresh name after entering first, last, middle, suffix Click on "Edit Address" Home 08-01-2009 Active Of your choice (use upper or lower case ­ will default to upper) Your option 08-01-2009 Of your choice US Citizen Refer to your individual exercise sheet. Of your choice

Page 88

Enter data pertaining to job on the Job Data panels. Work Location Effective Date Action Reason Appt Per From Appt Per To Position Number Data Fields Job Information Person FTE BU: Payroll # Federal Exemptions # State Exemptions Pay Group Warrant Distribution Payroll Number Retirement code FICA Salary Plan Step Compensation Monthly Rate 4,000 (leave blank) 1 1 SM Select your code (use Lookup table) Enter, based on name 2 H 08-01-2009 HIRE 009 August 1, 2009 July 31, 2010 Refer to your individual exercise sheet Of your choice .8 07

Enter employment data on the Employment Data panels University Appt Date Service Comp Date Tenure Effective Date Tenure Code Year Locus of Tenure 08-01-2009 08-01-2009 08-01-2009 FNT Blank N/A

Enter account code on Earnings Distribution panel GL Pay Type BASER Percent 100.000 Account Code G10024F118B820 (no spaces) Save the data by clicking on the save button on the lower left corner. If there are no errors, this will place the row in suspense status, ready for the generation of the PNF. Generate the PNF. Send PNF to Payroll.

Page 89

Exercise #2: CORRECTING THE HIRE ACTION BY ADDING A SECOND ACCOUNT CODE Insert a row on the Hire action. Insert a row and enter effective date and action/reason codes on the Work Location panel. Effective Date Action/Reason 08-01-2009 Hire ­ correction 009

Enter the correct account codes on the Earnings Distribution panel. GL Pay Type BASER BASER Pct 050.000 050.000 G10024F118B820 (no spaces) F10221F660B287 (no spaces)

Save the data by clicking on the save button on the lower left corner. If there are no errors, this will place the row in suspense status, ready for the generation of the PNF. Generate the PNF. Send PNF to Payroll.

Page 90

Exercise 3: ADD A POSITION (LECTURER) Assign Additional Job ­ results in multiple concurrent appointment records. The departments involved must coordinate closely. While both departments can print the PNF, to avoid confusion or multiple PNFs going to Payroll, the general rule of thumb is that homebase should normally print the PNF. Select Assign Additional Job Employee ID Employee Record No. Enter UH Number System will default to "2"

Notice that the personal data panels are bypassed, because even tho the employee has multiple appointments, the employee has just one set of personal data panels. For an additional job, there is a minimum set of required panels. These panels are: Job Data ­ Work Location Job Information Payroll Salary Plan Compensation Employment Data Earnings Distribution Your department wants to give your employee a lecturership of 3 credits. Information pertaining to the appointment is shown below. Work Location panel Effective Date Action Reason Appt Per From Appt Per To Position Number Position Override Dept Code Job Information Person FTE BU: Payroll # Federal Exemptions # State Exemptions Pay Group Warrant Distribution Payroll Number Retirement code FICA 1 1 Will default to LCT Select your code (use Lookup table) F95 N K Leave blank. Lecturer FTE will be filled once number of credits is entered in the step field. 67 09-01-2009 HIRE 200 09-01-2009 01-15-2010 Refer to your individual exercise sheet Lecturers will default to 22000000 dept code. Hit position override button, which will allow you to enter the dept code. Refer to your individual exercise sheet.

Page 91

Salary Plan Step Compensation Monthly Rate Employment Data panel Data for this panel is pulled from the homebase record. No not change any data. Enter account code on Earnings Distribution panel GL Pay Type Percent Account Code BASER 100.000 G10024F122B320 (no spaces) Check resulting salary 03 (number of credits)

Save the data by clicking on the save button on the lower left corner. If there are no errors, this will place the row in suspense status, ready for the generation of the PNF. Generate the PNF. Send the PNF to Payroll.

Page 92

Exercise #4: DELETE A POSITION Coordination between the two units must occur. Search for the employee, record number 2. Enter the separation action on Work Location panel. Effective Date Action Reason 01-16-2010 Termination 201

Save the data by clicking on the save button on the lower left corner. If there are no errors, this will place the row in suspense status, ready for the generation of the PNF. Search for record number 0 by using the "previous in list" button Effective Date Action Reason 01-16-2010 Data Change 470

Generate the PNF (coordinate with other unit) Send PNF to Payroll.

Page 93

Exercise 5: MULTIPLE ACTIONS ON THE SAME EFFECTIVE DATE The employee will have four 08-01-10 actions: Collective Bargaining Salary Adjustment (2%) Change in FTE to 1.00 FTE Change in Tenure status ­ now becomes probationary Additional Stipend of $300 as Chair If entering multiple actions, figure out all changes to be done for all actions, and enter all changes on the first row. In this exercise, the following changes will occur: Salary will increase to 4,080 FTE will change to 1.00 Tenure status will change to probationary, with tenure locus and line added The BOR title will change to Asst Professor and Chair Stipend will be added Enter the data for the first action Work Location Effective Date Action/Reason Appt Per From Appt Per To BOR Title Job Information Person FTE 1.00 08-01-10 Pay Rate Change 410 (Collective Bargaining Adj) 08-01-10 07-31-11 Asst Professor and Chair

Employment Data ­ Tenure Data Insert a row. Effective Date Tenure Code Year Locus of Tenure Tenure Line Compensation Salary 08-01-10 FPR 2015 Select your college's locus Select your department (applicable to UHM only) 4,080

Job Earnings Distribution Delete the F account and change the G percent to 100.000 Insert a row on the current account code GL Pay Type STADM Percent 100.000 Amount 300.00

Page 94

Enter data for the second action Work Location Insert Row. Effective Date Action/Reason 08-01-10 Data Change 521 (Change in FTE)

Enter data for the third action Work Location Insert Row. Effective Date Action/Reason 08-01-10 Data Change 940 (Change of Record ­ Tenure Status)

Enter data for the fourth action Work Location Insert Row. Effective Date Action/Reason Enter data for the fifth action Work Location Insert Row. Effective Date Action/Reason 08-01-10 Data Change 520 (Change in BOR Title) 08-01-10 Pay Rate Change 457 (Additional Stipend)

Generate the PNF. Send PNF to Payroll.

Page 95

Exercise #6: PROCESS A SEPARATION ACTION ­ CLOSE OF BUSINESS OF 08-31-10. (Note that the day after the close of business date is entered as the effective date. However, when the PNF is printed, the program will minus one day, and the close of business date will be reflected.) Insert a row on the Work Location panel. Enter the separation action. Effective Date Action Reason 09-01-2010 Termination 800

Save the data by clicking on the save button on the lower left corner. If there are no errors, this will place the row in suspense status, ready for the generation of the PNF. Generate the PNF Send PNF to Payroll.

Page 96

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