banner human resources - sitemap · the goal of this workbook is to provide you with the knowledge...

HR 102

Banner Human Resources

Activating the Employee Record

Training Workbook

Integrated Information System (IIS) Project

Confidential & Proprietary

Banner HR Activating the Employee Record Training Workbook

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© 2007-08 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy

Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than

that for which it is specifically provided without the written permission of Ivy Tech Community College. The

unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information

contained herein is prohibited.

Prepared By:

Banner HR Team

Ivy Tech Community College

9301 E. 59th Street, Suite 156

Indianapolis, Indiana 46216

www.ivytech.edu

Version 2.2 July 2013

http://www.ivytech.edu/




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Contents About this workbook ................................................................................................... iii

Workbook revision history....................................................................................... iii

ACTIVATING THE EMPLOYEE RECORD - PEAEMPL ...................................... 1

UPDATING THE EMPLOYEE RECORD - PEAEMPL ........................................... 7

ENTERING IPEDS PRIMARY ACTIVITY AND

FACULTY RANK - PEAFACT .................................................................................. 12

Updating Faculty Rank ............................................................................................... 18

Updating the IPEDS Primary Activity and/or Function ............................................. 24

ENTERING EDUCATION INFORMATION - PPAGENL .................................... 28

INTERNATIONAL INFORMATION - GOAINTL ................................................. 32

INITIAL SETUP OF REQUIRED BENEFITS/DEDUCTIONS (INCLUDING

TAXES) FOR NEW EMPLOYEE - PDABDSU ........................................................ 38

WEB SERVICES FOR FACULTY - SIAINST ......................................................... 42

Activating Web Services ......................................................................................... 42

Updating/Terminating Web Services ...................................................................... 48

VIEWING LEAVE INFORMATION – PEALEAV ................................................. 52

VIEWING EMPLOYEE HISTORY - PEIEHIS ....................................................... 56

VIEWING EMPLOYEE LEAVE HISTORY - PEILHIS ........................................ 60

VIEWING PAY HISTORY LEAVE ACCRUALS - PHIACCR ............................. 64

EMPLOYEE PERFORMANCE REVIEWS - PEAREVW ..................................... 68




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About this workbook

Workbook goal

The goal of this workbook is to provide you with the knowledge and practice to activate

the employee record, record employee data including IPEDS and faculty rank

information, establish faculty web services, and auto set up required codes in Banner.

Intended audience

Staff members who are responsible for entering/updating/viewing the employee record,

recording I-9 and international information, education credentials, and creating and

maintaining the web services links should complete this workbook and use it for

reference.

Prerequisites

Before you can complete this workbook, you should have:

Completed the SCT Banner Fundamentals CBT (computer-based training)

Completed HR 101

Workbook revision history

VERSION DATE REVISION

1.0 OCT08 October 2008 Initial workbook for end user training

1.1 NOV08 November 2008

Updated Rank information on page 15 and 22

1.2 DEC08 December 2008

Updated High School Code on pages 29 & 30

2.0 NOV10 November 2010

Added PEAREVW section for Employee Reviews.

2.1 MAR13 March 2013 Updated to reflect Shared Services.

2.2 JUL13 July 2013 Updated to reflect IPEDS info on PEAEMPL for faculty.




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Activating the Employee Record - PEAEMPL

Once a person has a general person record on the Identification Form, PPAIDEN, the

employee record must be created on the Employee Form, PEAEMPL. Employees will

have only one (1) PEAEMPL record regardless of the number of jobs they have on the

Employee Jobs Form, NBAJOBS.

1. In the Go To field, enter the Employee Form, PEAEMPL, and then press Enter.




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2. In the ID field, enter the person’s ID (CXXXXXXXX) or click the drop down

arrow and select List for Person (SOAIDEN) to perform a query and then select

the person.




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3. Perform a Next Block function. Note: The Employee Status field will default to

Active.

4. In the Employee Class field, enter or select the employee class from the drop

down list as follows:

AD Full Time Administrative

AJ Adjunct

FA Full Time Faculty

FO Faculty Overload (Not Used on PEAEMPL)

HR Full Time Hourly

PA Part Time Admin

PH Part Time Hourly

SB Substitute Faculty

TF Twelve Month Faculty

WS Work Study

The employee class should match the primary job on NBAJOBS.

The Leave Category, Benefit Category, and Part or Full Time Status fields will

populate based on the Employee Class.

5. In the Home Department COA field, enter C for the Ivy Tech Chart of

Accounts.

6. In the Home Department Organization field, enter or select the organization

from the drop down list.




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7. If the employee is part of Shared Services, in the District or Division field, enter

SS, Shared Services. If not, proceed to Step 8.

8. In the Current Hire field, enter the first date of employment for the new

employee.

9. In the Original Hire field, enter the first date of employment for the new

employee.

10. In the Adjusted Service field, enter the first date of employment for the new

employee if the Employee Class is AD, FA, or HR. Enter January 1, 1900 if the

Employee Class is AJ, PA, PH, SB, or WS.

11. In the Seniority field, enter the first date of employment for the new employee

the Employee Class is AD, FA, or HR. Enter January 1, 1900 if the Employee

Class is AJ, PA, PH, SB, or WS. This field is used to track benefits eligibility for

continuous years of service and leave accruals for full-time employees.

Note: The First Work Date field will automatically populate from the Current

Hire Date. For a new full-time hire, the Current Hire, Original Hire, Adjusted

Service, and Seniority fields will all be the same date. For a new part-time hire,

the Current Hire, and Original Hire fields will be the first date of employment.

The Adjusted Service and Seniority fields will be January 1, 1900 to reflect their

part-time, non-benefits eligibility status.




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If the employee was previously employed by Ivy Tech and has a record in HRS

but was not active at the time of the conversion to Banner, enter the date recorded

in HRS for Original Hire. This date also needs to be entered in the First Work

Date field. All other service dates will reflect “current” hire status for the

employee.

The Leave of Absence Statuses on PEAEMPL will not be used by Ivy Tech.

12. In the Hiring Location block, in the Location field, select the appropriate site

(i.e., A1, A2, B1, B2, etc.). For Shared Services, enter Z1 for Central Office. In

the Campus field, select the actual work location, if listed. If not listed, select the

same code selected in the Location field. (Note: Both fields must be

completed!)

13. Perform a Save function. Click the United States Regulatory tab.

14. In the Form Indicator field of the I9 block, select from the following:

a. Received if the I9 information has been completed.

b. Temporary if using social security card receipt and awaiting SS card

(status valid for 21 days).

15. In the Date field, enter the date that the I9 information was received.




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16. In the Expiration Date field, enter the Expiration Date if the employment

authorization has an expiration date (i.e. temporary visa).

17. Perform a Save function.

18. Perform an Exit function.




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Updating the Employee Record - PEAEMPL

When an employee changes employee classes as a result of a job change or when an

employee terminates employment with the College, the Employee Form, PEAEMPL

must be updated. An employee class update is the result of a job change that also may

require changes to certain deductions, such as health and dental. The Employee Class on

PEAEMPL must be updated so the benefit category will update and reflect the new

benefit category to allow the new deductions to be entered. PEAEMPL uses the Banner

system date as the date of record so the Employee Class is not to be updated until the

Banner system date is equal to or later than the effective date of the job change.

1. In the Go To field, enter the Employee Form, PEAEMPL, and then press Enter.




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arrow and select List for Employee (POIIDEN) to perform a query and then

select the person.




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3. Perform a Next Block function.

4. If the employee is changing employee classes as a result of a job change follow

Steps a – e:

a. In the Employee Class field, enter or select the employee class from the drop

down list. Note: Employee Class FO is not used on PEAEMPL.

The Leave Category, Benefit Category, and Part or Full Time Status fields

will populate based on the Employee Class.

b. In the Home Department Organization and Check Distribution fields,

enter or select the organization from the drop down list that reflects the

employee’s department, if different.

c. In the Current Hire field, enter the date of the employee class change.

d. If the employee class is changing from part-time to full-time, in the Adjusted

Service and Seniority fields, enter the same date as the current hire date.

If the employee class is changing from full-time to part-time, in the Adjusted

Service and Seniority field, enter 01-JAN-1900.

If full-time or part-time status is not changing, DO NOT change the date.

e. If the Hiring Location or Campus is changing, update accordingly. In the

Hiring Location block, in the Location field, select the appropriate site (i.e.,

A1, A2, B1, B2, etc.). In the Campus field, select the actual work location, if

listed. If not listed, select the same code selected in the Location field.

(Note: Both fields must be completed!)

Proceed to Step 6.




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5. If the employee is terminating employment with the College, follow Steps a – e:

a. Review the List of Employee’s Jobs, NBIJLST to verify that all jobs are

terminated. Terminate any remaining active jobs. Refer to the instructions on

Terminating a Job/Employment.

b. Confirm the final pay has been processed for the employee by viewing the

Pay Event List, PHILIST. DO NOT proceed until the final pay has been

processed.

c. In the Employee Status field, select Terminated.

d. In the Last Work Date field, enter the termination date of the most recent job

as listed in the Personnel Date field on NBAJOBS.

e. In the Termination block, in the Reason field, enter or select the appropriate

termination reason. In the Termination Date field, enter the same date as the

effective date on NBAJOBS.

6. Perform a Save function. For Faculty (both full-time and adjuncts) proceed to

Step 7 to enter the IPEDS Primary Function, for all other employee types,

perform an Exit function.




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7. Click the Click the United States Regulatory tab.

8. In the IPEDS Primary Function field, select the appropriate IPEDS function for

the faculty.






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Entering IPEDS Primary Activity and Faculty Rank - PEAFACT

The Faculty Action Tracking Form, PEAFACT is used to establish the IPEDS Primary

Activity Type for all employees except for Work Study, Temporary Hourly, and

Temporary Administrative and rank for Full-Time Faculty.

1. In the Go To field, enter the Faculty Action Tracking Form, PEAFACT, and then

press Enter.




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2. In the ID field, enter the employee’s ID (CXXXXXXXX) or click the drop down

arrow and select List for Employee (POIIDEN) to perform a query, and then

select the employee.




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Note: The Status field defaults from the status on PEAEMPL.

4. In the Primary Activity field, select either Administrative or Instructional from

the drop down list.

5. In the Faculty Type field, enter or select the primary type from the drop down list

as follows:

CLSEC Clerical/Secretarial

OFCMGR Officer/Managerial

PINST Primarily Instruction

PPS Primarily Public Service

PROFSN Professional

STUDNT Student

SVCMNT Service/Maintenance

TCHPPR Technical/Paraprofessional

6. In the Begin Date field, enter the first date of employment.





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For Full Time Faculty ONLY complete the following steps to enter the Initial

Rank Record:

8. From the Menu Bar, choose Options, then select Rank Records.

Note: The Position, Suffix, Organization, and COA fields will be blank.




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9. In the This Action Date field, enter the date the record is being entered.

10. Check the Initial Record box.

11. In the Rank field, enter or select the appropriate rank from the drop down list as

follows:

1 Assistant Instructor

2 Instructor

3 Assistant Professor

4 Associate Professor

5 Professor

FF Faculty Fellow

12. In the Rank Effective Date field, enter the actual effective date of that rank.






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This Page Intentionally Left Blank




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Updating Faculty Rank When a faculty promotion occurs the following procedures must be completed.


press Enter.




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4. From the Menu Bar, choose Options, then select Rank Record.

5. From the Menu Bar, choose Options, then select New Date.




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6. In the New Action Date field, enter the date (MMDDYYYY) the record is being

entered, and then press Tab. In the Proposed Effective Date field, enter the




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actual effective date (MMDDYYYY) of the new rank, and then press Tab. Click

OK.

7. In the Rank field, enter or select the new rank from the drop down list as follows:

1 Assistant Instructor

2 Instructor




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3 Assistant Professor

4 Associate Professor

5 Professor

FF Faculty Fellow






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Updating the IPEDS Primary Activity and/or Function When an employee’s primary activity or function for IPEDS changes the following

procedures must be completed.


press Enter.




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4. If necessary, update the Primary Activity field. If an employee moves to a

faculty position from a non-faculty position, change the activity from

Administrative to Instructional and vice versa.

5. In the Faculty Type field, update the IPEDS primary function.






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Entering Education Information - PPAGENL

Establish the Education Level on the General Education Tab of the General Information

form, PPAGENL.

1. In the Go To field, enter the General Information Form, PPAGENL, and then

press Enter.




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4. The SBGI Code field in the Institution block identifies the institution granting

the degree.

If the SBGI Code field is populated, perform an Insert Record function before

proceeding further with this process.

If a High School Diploma or GED is the highest degree earned, enter ZHLGCY in the

SBGI Code field, and proceed to Step 7.

For college degrees, enter the lowest degree an employee has earned by entering or

selecting the SBGI Code from the drop down list for the Institution that granted the

degree.






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7. In the Degree field, enter or select the degree code from the drop down list. If

ZHLGCY was entered in the SBGI Code field in Step 4, enter DIPL.


Entering Additional Degree Information for the Same Institution

9. In the Degree field, perform an Insert Record function, and then repeat Step 7 -

8 above for each additional degree from the same institution.

Entering Additional Education Information for a Different Institution 10. In the SBGI field, perform an Insert Record function, and then repeat Steps 4 –

8 above for each additional degree.





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International Information - GOAINTL

Information for international employees is maintained and viewed on the International

Information Form, GOAINTL. This is a shared general form and may contain

information previously populated if employee had a student record.

1. In the Go To field, enter the International Information Form, GOAINTL, and

then press Enter.




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arrow and select List for Person (SOAIDEN) to perform a query, and then select

the person.




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4. On the Visa tab, in the Visa Type field, enter or select the appropriate Visa Type

from the drop down list. If the Visa Type field is already populated, review the

information and compare to the source documents. Perform an Insert Record

function if an additional visa needs to be entered.

5. In the Visa Number field, enter the employee’s visa number.

6. In the Nation of Issue field, enter or select the appropriate nation for the

employee from the drop down list.

7. In the Port of Entry field, enter or select the appropriate port from the drop down

list.

8. In the Date Issued field, enter the date the visa was issued.


10. Click the Passport tab.

11. On the Passport tab, in the Number field, enter the passport number.




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12. In the Nation of Issue field, enter or select the appropriate nation for the

employee from the drop down list.

13. In the Expiration Date field, enter the expiration date of the passport.

14. In the Alien Registration Number field, enter the alien registration number.


16. Click the Nationality tab.

17. On the Nationality tab, in the Nation of Birth field, enter or select the nation of

birth from the drop down list.




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18. In the Nation of Citizen field, enter or select the nation from the drop down list.






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Initial Setup of Required Benefits/Deductions (Including Taxes) for New Employee - PDABDSU

1. In the Go To field, enter the Employee Benefit/Deduction Set Up Form,

PDABDSU, and then press Enter.




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3. In the Default Begin Date field, enter the effective date of the benefit/deduction.

This should match the Seniority Date on PEAEMPL for full-time benefits-

eligible employees and the Current Hire Date for part-time non-benefits eligible

employees.


5. All the benefits/deductions the employee is eligible for will appear on this form.

Only the required benefits/deductions are setup at this time from the following: 30B Basic Life Insurance – ER Paid (Full-Time Employees Only)

350 Imputed Life Taxable (Full-Time Employees Only)

F01 FICA Tax

F02 Medicare Tax

FT1 Federal Withholding Tax


7. The required benefits/deductions selected in the previous block will appear in the

Setup Benefits/Deductions Information block.

Perform a Save function.

From the Menu Bar, choose Options, and select View Detailed Benefits or

Deductions [PDADEDN].

From the Employee Benefit/Deduction Form, PDADEDN, in the Deduction

field, enter 30B.

Perform a Next Block function twice.




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In the Reference field, enter the same date as displayed in the Effective Date

field in DD-MMM-YY format.

Perform a Save function.

Perform an Exit function.





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Web Services for Faculty - SIAINST

Full-Time Faculty, Adjunct Faculty and Advisors require access to Web for Faculty to

perform required job responsibilities. This is maintained on the Faculty/Advisor

Information Form, SIAINST.

Activating Web Services 1. In the Go To field, enter the Faculty/Advisor Information Form, SIAINST, and

then press Enter.




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arrow and select Person Search to perform a query, and then select the person.




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3. In the Term field, enter or select the effective term of employment from the drop

down list.




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5. In the Status field, enter AC for Active.

6. The Status Date field will default to the current date. Do Not Change.

7. If the faculty member is full-time, check the Faculty and Advisor boxes. If the

faculty member is adjunct, check the Faculty box.

8. There may be non-faculty employees who need to also have the advising access.

Check the Advisor box, and then in the Category field, enter one of the following

categories as appropriate:

STAD – Student Advisor (if primary job)

ADVS – Advisory Duties (non-primary job)





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10. From the Menu Bar, choose Options, and then select Faculty Attributes and

Comments.




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11. In the Code field, enter the regional site location i.e., A2, C1, K2, etc…

Additional regional site locations may be entered if a faculty is teaching at

multiple regions.






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Updating/Terminating Web Services If the employee’s job responsibilities now require the faculty and advising role, complete

the Activating Web Services – SIAINST instructions in this workbook.

If the employee is terminating employment with the College or if the employee’s position

changes and they no longer have faculty or advising responsibilities, web services must

be inactivated by completing the following.

1. In the Go To field, enter the Faculty/Advisor Information Form, SIAINST, and

then press Enter.




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arrow and select Person Search to perform a query, and then select the person.




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3. In the Term field, enter or select the current term from the drop down list.




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5. In the Status field, enter or select IN for Inactive.

6. The Status Date field defaults to the current date.

7. Uncheck the Faculty and/or Advisor boxes.






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Viewing Leave Information – PEALEAV

The Employee Leave Balances Form, PEALEAV is used to view balances for sick,

vacation, and faculty release time. This form is also used to view other types of leave

taken (e.g., bereavement, military, jury, etc.).

1. In the Go To field, enter the Employee Leave Balances Form, PEALEAV, and

then press Enter.




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The following list provides definitions of all fields displayed:

Leave Code Type of leave. CHAR Charitable Service

FNRL Bereavement

FR9M Faculty Release 9 Month

FRSU Faculty Release Summer

JURY Jury Duty

MLTY Military

OVRG Time Without Pay

SICK Sick

VACA Vacation

Date Available Benefits Eligible Date (matches Seniority Date from PEAEMPL)

Day or Hour Always H (Hour)

Begin Balance Reflects the balance of accrued leave time at the beginning of each

calendar year. A new hire will have a beginning balance of zero (0) until

the beginning of the next calendar year.

Accrued Leave accrued for the current calendar year. Resets to zero (0) at the

beginning of each calendar year.

Taken Leave taken for the current calendar year. Resets to zero (0) at the

beginning of each calendar year.

Current Available A calculated field of Begin Balance plus Accrued minus Taken.

Banked Not used by Ivy Tech.

Change Reason Displays the entered reason for a manual change or a Banner process.

4. Use the Scroll Bar to locate the appropriate leave code.





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Viewing Employee History - PEIEHIS

The Employee History Form, PEIEHIS displays historical data from the Employee

Form, PEAEMPL. It maintains history on employee class, leave and benefit categories,

home organization, service dates and termination dates and reasons.

1. In the Go To field, enter the Employee History Form, PEIEHIS, and then press

Enter.




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4. A list of changes will be displayed. Use the scroll bar at the bottom right of the

form to view additional fields.





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Viewing Employee Leave History - PEILHIS

The Employee Leave History Form, PEILHIS displays the leave history for a specified

employee. It includes changes made to an employee’s leave records on the Employee

Leave Balances Form, PEALEAV and during payroll processing. Data displayed

includes leave code, effective date, hours accrued, hours taken, date available, change

reason, and ID of the user who made the change.

1. In the Go To field, enter the Employee Leave History Form, PEILHIS, and then

press Enter.




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arrow to perform a query, and then select the employee.




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Note: The Position and Suffix fields will be blank.

3. Perform a Next Block function. Use the Scroll Bar to view history for all leave

codes.

4. A query can be performed on any field except Current Available to see specific

records.





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Viewing Pay History Leave Accruals - PHIACCR

The Pay History Leave Accruals Form, PHIACCR displays current leave accrued and

current leave taken by employee for a specified payroll. The accrual and leave taken

information can be viewed on this form anytime after the Leave Accrual/Taken Process,

PHPLEAV has been run during the payroll process for the specific payroll.

1. In the Go To field, enter the Pay History Leave Accruals Form, PHIACCR, and

then press Enter.




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3. In the Year field, enter the calendar year (YYYY).

4. In the Payroll ID field, enter either BW for Bi-Weekly or SM for Semi-Monthly,

as appropriate to the employee for the specific payroll.

5. In the Payroll Number field, select the payroll number from the drop down list.

The Begin Date, End Date and Check Date fields will auto-populate on form.

6. Perform a Next Block function. The Leave Code, Description, Current

Accrued and Current Taken fields will be displayed.

7. To view information for another pay period, perform a Roll Back function and

repeat Steps 3 - 6.





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Employee Performance Reviews - PEAREVW

The Employee Review Form, PEAREVW, is used to track completion of probationary

and annual employee performance evaluations and performance improvement plans in

Banner. A custom report, PZRREVW, will be sent to e-Print for review and monitoring.

1. In the Go To field, enter the Employee Review Form, PEAREVW, and then

press Enter.




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2. In the ID field, enter the ID (CXXXXXXXX) of the employee.


4. In the Review Type field, enter or select the type of review (AN – Annual; PR –

Probationary). If entering a new review record, proceed to Step 5. If updating an

existing review record proceed to Step 8.

5. In the Due Date field, enter the due date for this review (no later than June 30 for

Annual).


7. To enter another employee, perform a Rollback function and repeat Steps 2 – 6,

or perform an Exit function.

8. For completed reviews, check the Completed box.

9. In the Completed Date field, enter the date this review was completed.

10. In the Rating field enter the code PIP for those who are on a Performance

Improvement Plan as a result of their evaluation.

11. In the Reviewer ID field, enter or select the ID (CXXXXXXXX) of the

supervisor that completed the review.




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13. To enter another employee, perform a Rollback function and repeat Steps 8 – 12,

or perform an Exit function.

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