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Human Resources / Budget
Position Control Manual
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Position Control Manual
Version Number: 1.9
Updated 7/22/2010
HHuummaann RReessoouurrcceess//BBuuddggeett
South Dakota Board of Regents
Human Resources/Finance Information Systems
Human Resources / Budget
Position Control Manual
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Table of Contents
Introduction ................................................................................................................................................................... 4 Overview ....................................................................................................................................................................... 4 Documentation and Disclaimer ..................................................................................................................................... 4 Glossary ......................................................................................................................................................................... 5 Rule, Validation, Maintenance Forms ........................................................................................................................... 8 Rule Form Descriptions ................................................................................................................................................. 8 Rule Form Initial Setup and Information ..................................................................................................................... 11
I. Budget Roll Process Parameter (NTRBROL) ............................................................................................... 11 II. Contract Dates Roll Parameter Rule Form (NTRCROL) .............................................................................. 11 III. HR/Finance Set Up Rule Form — (NTRFINI) ............................................................................................. 12 IV. Fringe Budgeting Rule Form (NTRFRNG).................................................................................................... 15 V. Fringe Charge Back Rule Form (NTRFBLD) ................................................................................................. 15 VI. Encumbrance Hours Roll Parameter Rule Form (NTRHROL) ...................................................................... 15 VII. Position Control Installation Rule Form (NTRINST) ................................................................................... 16 VIII. Mass Job Salary Increase Rule Form (NTRJINC) ....................................................................................... 21 IX. Job Progression Rule Form (NTRJOBP)...................................................................................................... 23 X. Salary Group Rule Form (NTRSGRP) .......................................................................................................... 23 XI. Salary Planner Extract Rules Form (NTRSPEX) .......................................................................................... 25 XII. Salary/Rate Structure Rule Form (NTRSALA) ........................................................................................... 28 XIII. Mass Salary Table Roll Rule Form (NTRSTRL) ....................................................................................... 30 XIV. Position Class Rule Form (NTRPCLS) ...................................................................................................... 32 XV. Work Schedule Rule Form (NTRWKSH) ................................................................................................... 35 XVI. Budget Profile Validation Form (NTVBPRO) .......................................................................................... 35
Rule and Validation Variables Defined ....................................................................................................................... 36 Business Process .......................................................................................................................................................... 72 Introduction ................................................................................................................................................................. 72
I. Budgeting Personal Services ......................................................................................................................... 72 II. Position Budgeting in Banner Finance .......................................................................................................... 78 III. Budgeting Operating Expenses ..................................................................................................................... 79 IV. Tracking General Fund Allocations and Budgets .......................................................................................... 80 V. Expenditure Authority ................................................................................................................................... 82 VI. Grants Budgeting ........................................................................................................................................... 82 VII. Budgets / Transfers and Realignments .......................................................................................................... 83 VIII. Budget Rule Codes ................................................................................................................................. 84 IX. Institutional Process - Creating a New Position during the Fiscal Year ........................................................ 85 X. Institutional Process - Updating a Current Position during the Fiscal Year (Temporary or Permanent)....... 95 XI. Institutional Process – Budget Procedures (PS and OE) ............................................................................. 104
Queries and Reports ................................................................................................................................................... 115 I. Querying Payroll Distribution Data (NHIDIST) ............................................................................................ 115 II. Position Status Exception Report (NBRPSTA) ............................................................................................ 116 III. Budget Work Sheet Report (NBRBWRK) .................................................................................................. 116 IV. Position Class Listing (NBRPCLS)............................................................................................................. 116 V. Position Class Incumbent Report (NBRPINC) ............................................................................................. 116 VI. Budget Distribution Report (NHRDIST) .................................................................................................... 116 VII. Position Budget Totals Inquiry (NBIBTOT) ............................................................................................. 116 VIII. Position Incumbent Inquiry (NBIPINC) .................................................................................................... 116 IX. Job Incumbent History (NBIJLST) .............................................................................................................. 117 X. Position Labor Distribution History (NBIJLHS) ........................................................................................... 117 XI. CUPA Reporting (PZRCADM, PZRCFAC, and PZRCMID) .................................................................... 117
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Introduction
Overview
Welcome to the South Dakota Board of Regents Human Resource Information System. This manual
explains the Position Control module in the Banner Human Resources System. The core of the Position
Control module is to establish positions for each institution in the system. Position Control provides the
following functionality:
• perform HR and Finance-related preliminary tasks associated with Position Control,
• establish employee class values,
• create earnings codes and associated them with rules,
• establish benefit/deduction codes and labor distribution overrides,
• identify valid fiscal years in Position Control and Human Resources,
• define rules for interfacing Human Resources and Position Control to SCT Banner Finance,
• create a salary group for the year,
• create salary and/or hourly rate highs and lows eligible to the participating grade,
• create a position class and associated it with salary guidelines, employee class, and employee
skill level,
• establish the definition of a position,
• associate budget and accounting information with a position,
• roll salary tables from one fiscal year to the next,
• update salary tables,
• increase or decrease position budget amounts by employee class,
• create a working budget,
• verify positions,
• extract budget data for Finance System interface and updated the position totals,
• pass NHPFIN1 transactions to the Finance system,
• move Position Control budget information from the Position Control module into the Finance
Budget tables,
• budget fringes using actual amounts,
• perform percentage-based fringe budgeting, and
• identify Banner reports and queries associated with Position Control.
Documentation and Disclaimer All information that is entered into this system must be free of discriminatory intent. All information
used should be reflective of the position or work required or related information. It is the policy of the
South Dakota Board of Regents to take affirmative action and to ensure that all employment practices
are free of discrimination. In addition, the Board of Regents fully supports incorporation of non-
discrimination and Affirmative Action rules and regulations into all of its employment practices. South
Dakota Board of Regents is an equal employment opportunity employer.
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Glossary Budget Categories - Working, Approved, or Closed.
• Working: Proposed budget for the next fiscal year that is created in the HR module.
• Approved: Once a working budget is agreed upon, HR approves the working budget
ID and phase in the HR module for the next fiscal year.
• Closed: Once the new budget for the new fiscal year is approved, the old fiscal year
budget is closed and no new transactions can be made.
Budget ID - The budget ID is represents a budgeted period and is set up by Budget staff in the
SCT Banner Finance module. Budget has defined the ID as the first digit is the alpha institution
indicator and the second and third digit indicating the fiscal year. The last three digits will not
be used at this time.
Budget Modeling - An interactive process that uses the SCT Banner Human Resources and
Finance modules to prepare future budgets. This can be used by Salary Planner or Worksheet
Budgeting.
Budgeted Position FTE – The number of FTE allocated to each position for the current fiscal
year.
Deferred Pay – Less than 12 month exempt from overtime employee who is paid out over 12
months.
Encumbrance – The number of salary dollars anticipated to be paid to each employee assigned
to a position with the current fiscal year. SDBOR has opted not to use Encumbrances.
Fiscal Year - The fiscal year identifies which year positions/budgets will be tied to through the
budgeting process. This fiscal year is activated only once, and then systematically rolled during
each fiscal year roll process.
Job – This is defined as a position that is held by an employee.
Job Assignment FTE – The number of FTE anticipated to be worked by each employee as
assigned to a position with the current fiscal year
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Key Ratios – Measures the number of associated FTE being managed and/or serviced by the
position.
Phase - A Finance module term referring to a specific budgetary area, such as Labor. Therefore,
the budget ID could be FY04 and the phase for labor budgeting could be called Labor. Note:
There can be multiple phases. Budget has defined the phase as the first digit will be the alpha
institutional indicator; the second and third digits will indicate fiscal year and the last three
digits will be alpha values representing the name of the phase. These values are up to the
discretion of the campus with the exception of the final phase. In that case, the last three digits
will be FIN.
Position Classification – Is a process to organizes positions by proper classification in
accordance with BOR Policies and SDCL . Position classification can be found on NTRPCLS.
Position Control – A set of records that define specific functions to be performed within an
institution; specifies the required skills and the level of compensation & benefits; along with the
yearly allocation of resources to the performance of those functions. This is also how we
manage growth of positions and needs of institutions.
Position Control Budgeting - A budgeting tool that allows the institution to project future
budgetary amounts via working budgets and changes in budgetary amounts by e-class
(employee
class).
Position FTE – FTE is the pre-rated portion of time relative to a person
Position Justification – A process of establishing standard criteria by position classification to
warrant a position. All new positions must first go through Your Future for approval. The only
exception to this is Faculty positions.
Position Record – Used by HR to manage the entire workforce of the institution to address
position issues; Used as a tracking tool by Budget to plan and manage the staffing & funding
resources of the institution.
Position Status –
1. Active – position with an available funding source;
2. Inactive – position is newly created, no funding source has yet been allocated;
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3. Frozen – position previously funded, with temporary loss of funding source. When
position is frozen, it cannot be used in NBAJOBS; and
4. Canceled – position previously funded, now has permanent loss of funding source.
Once position is canceled it cannot be used.
Position Type –
1. Single – only one incumbent
2. Pooled – multiple incumbents
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Rule, Validation, Maintenance Forms The Position Control Information module is supported by the following rule and validation
forms. These rule and validation forms are maintained by the Board of Regents Office. Any
changes to these tables must come through the Human Resource Directors team. Effective
January 1, 2007, the below tables are currently being utilized by SDBOR.
Form Description Banner Table
Rule Forms and Application Forms for Two Processes
Employee Class Rules PTRECLS
Earnings Code Rules PTREARN
Benefits/Deduction Rules PTRBDCA
Fiscal Year NBAFISC
HR/Finance Set Up Rule NTRFINI
Actual Fringe Budgeting NTRFRNG
Salary Group Rule NTRSGRP
Salary/Rate Structure Rule NTRSALA
Mass Salary Table Roll Rules NTRSTRL
Position Class Rule NTRPCLS
Position Definition NBAPOSN
Position Salary Budget NBAPBUD
Salary Table Update Process NBPMASS
Budget Roll Process NBPBROL
Budget Maintenance Process NBPBUDM
Finance Interface Extract NHPFIN1
Finance Budget Feed Process FBRFEED
Validation Forms
Not Applicable
Rule Form Descriptions
PTRECLS - The Employee Class Rule Form enables the organization to define an employee class
and associate it with earnings codes, a leave category, and a benefit category. The employee
class is the primary hub of the Banner HR system. The employee class sets the stage for the
entire system.
PTREARN - The Earnings Code Rule Form enables the organization to create earnings codes and
associate them with rules. The earnings code identifies the nature of the pay (for example,
regular or holiday) and establishes the rules governing the time entry validation and processing
of earnings represented by this code. This form can also be used to instruct the system to
override labor distribution rules when it encounters this code.
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PTRBDCA - The Benefits and Deductions Rule Form enables the organization to establish benefit
or deduction codes and associate them with various rule combinations. It defines the code on
the Employee Benefit or Deduction Form (PDADEDN) and the Employee Benefit or Deduction
Set Up Form (PDABDSU). The Benefits and Deductions Rule Form is supported by predefined
deduction calculation rules. Code definitions include data on precluded deductions, labor
distributions, excluded earnings codes, and included and excluded deduction codes.
NBAFISC - The Fiscal Year Form enables the organization to define the parameters of a fiscal
year. Fiscal years may be set up for an unlimited number of active and working budgets. Only
one active fiscal year per Chart of Accounts code can be defined at one time.
NTRFINI - The HR/Finance Set Up Rule Form Rule defines rules for interfacing transactions to
the SCT Banner Finance System. It also defines the accounting distribution for net pay and
deferred pay.
NTRSGRP - The Salary Group Rule Form enables the organization to define active and inactive
salary groups for each table. The salary groups defined here are made available for use on the
Salary/Rate Structure Rule Form (NTRSALA). The salary group definitions are amended yearly
for budgeting purposes. During this process, all of the salary tables are accommodated.
NTRSALA - The Salary/Rate Structure Rule Form enables the organization to define rules for
salaries or hourly rates. A salary/rate rule defines a salary table and includes salary grade and
ranges, hourly or salaried status, and rate or salary steps with their associated amounts. The
values defined on this form default onto the Position Class Rule Form (NTRPCLS).
NTRSTRL - The Mass Salary Table Roll Rule Form establishes the parameters used on the Mass
Salary Update Process (NBPMASS) to roll data from one salary group to another. (For additional
information on NBPMASS, refer to Chapter 18 of the SCT User Guide, "Reports and Processes".)
NTRPCLS - The Position Class Rule Form enables the organization to create a position class and
associate it with salary guidelines, employee class, and employee skill level. The salary
guidelines defined on this form default to the Position Form (NBAPOSN) and the Employee Job
Form (NBAJOBS).
NBAPOSN - The Position Definition Form defines all positions. Positions are defined within a
position classification by fiscal year.
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NBAPBUD - The Position Budget Form authorizes all positions and ties a budget to a position. It
enables the organization to define position budgets by fiscal year, regular earnings totals
(budgeted, encumbered, expended, and remaining), premium earnings totals, fringe benefits,
and position labor distributions. NBAPBUD can be used to monitor position expenditures and
compare them to their budgeted amounts, or check for active Positions for inclusion in the one-
time payment form. Positions selected for one-time payments cannot be modified as long as
they are included in the One-Time Payment Rules window of the Installation Rule Form
(PTRINST).
NBPBUDM – The Budget Maintenance Process allows the users to send working budgets over
for Finance administrative users to work. This step is only needed if fringe charge back
budgeting is used.
NBPBROL – The Budget Roll Process allows the institutions to roll a working budget from one
fiscal year to another. The process also creates an approved budget from a working budget.
NHPFIN1 – The Finance Extract Process allows users to prepare extracts for working budget
amounts. The Finance Interface Extract (NHPFIN1) populates the Temporary Budget Table
(NHRTBUD) and the Finance Interface Collector Table (NHRFINC) with identical sets of detailed
information.
FBRFEED – The Finance Budget Feed Process is used to move Position Control budget
information from the Position Control module into the Finance Budget tables. All FOAPAL data
is transferred between modules. Both the Budget Line Item Table (FBBBLIN) and the
corresponding Distribute Table (FBRDIST) are affected by the FBRFEED process. FBRFEED reads
the GURFEED table which has data supplied by the Finance Interface Process, NHPFIN2.
FBRFEED decides which budget module tables to update.
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Rule Form Initial Setup and Information
Form Description Banner Table
Rule and Validation Forms and Application Forms for Two Processes
Budget Roll Process Parameter NTRBROL
Contract Dates Roll Parameter NTRCROL
HR/Finance Set Up Rule NTRFINI
Fringe Charge Back Rule NTRFBLD
Encumbrance Hours Roll Form NTRRHROL
Position Control Installation Form NTRINST
Mass Job Increase Form NTRJINC
Job Progression Rule Form NTRJOBP
Salary Group Rule NTRSGRP
Salary Planner Extract Rules Form NTRSPEX
Salary/Rate Structure Rule NTRSALA
Mass Salary Table Roll Rules NTRSTRL
Position Class Rule NTRPCLS
Work Schedule Rule Form NTRWKSH
Budget Profile NTVPBRO
I. Budget Roll Process Parameter (NTRBROL)
The Budget Roll Process Parameter Rule Form enables organizations to establish
parameters for rolling the current budget into the new fiscal year. It establishes by
employee class the amount by which a position’s salary budget should be increased
or decreased during the budget roll process. This is explained in greater detail in the
Business Process Analysis section.
II. Contract Dates Roll Parameter Rule Form (NTRCROL)
The Contract Dates Roll Parameter Rule Form establishes date ranges for use in
rolling contract dates via the NBPMASS Roll Contract (D)ates option. Use this form to
enter the different combinations of from and to Contract Begin and End dates. If
using, establish parameters on this form before running the Mass Salary Table
Update process (NBPMASS).
A. At Roll From Begin Date, enter the contract begin date of the
contract being rolled.
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B. At Roll From End Date, enter the contract end date of the contract
being rolled.
C. At Roll To Begin Date, enter the new contract begin date of the
contract being rolled.
D. At Roll To End Date, enter the new contract end date of the
contract being rolled.
E. Perform the Next Record function to enter another set of contract
date roll parameters or perform the Save function.
1. The system saves the contract date roll parameters to the
database and makes them available for use by the Mass Salary
Table Update process (NBPMASS).
2. It displays the most recent revision date in the Activity Date
field.
III. HR/Finance Set Up Rule Form — (NTRFINI)
The HR/Finance Set Up Rule Form Rule defines rules for interfacing transactions to
the finance system. It also defines the accounting distribution for net pay and
deferred pay. The version shown above defines rules for interfacing to Banner
Finance. When Banner Finance is installed, rule class codes are validated against the
Finance System Rule Class Code Form (FTMRUCL). This form will be maintained
centrally.
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To view all the Finance Rule Class Code fields, move the vertical scroll bar located at
their right or use the Next Item function.
A. Access NTRFINI. All defined records are retrieved. (This requires a brief delay in
processing). The cursor positions itself at the record corresponding to the active
fiscal year as currently defined on NBAFISC. If no active fiscal year is defined, a
warning message is displayed. Use the Next Record and Previous Record
functions to navigate to previously defined records or to create a new record.
B. At Fiscal Year, enter the fiscal year. The value entered must be predefined on
the Fiscal Year Form (NBAFISC). To view a list of previously defined fields, select
the Search feature for the Fiscal Year field. The system displays the year's start
and end dates in the From and To fields. Note: Once this form is completed for
the first time, select Copy Prior Year from the Options menu to copy the data
across to ensuing fiscal years.
C. If Banner Finance is installed, the COA field displays the Chart of Accounts code
to be applied to the labor distributions found on the Distribution Information
window. This field takes its default value from the Fiscal Year Form (NBAFISC).
This can be overridden. To view a list of valid codes, select the Search feature for
the COA field.
D. The fiscal year's active status is displayed in the Active check box. If it is checked,
the fiscal year shown is the currently active fiscal year as defined on NBAFISC. If
it is not checked, this year is not the currently active fiscal year.
E. At Finance Fiscal Year, enter the Finance System fiscal year for which the
interface will be set up. If Banner Finance is installed, the year entered must be
defined on the Finance Fiscal Year Form (FTMFSYR). To view a list of valid values,
select the Search feature for the Finance Fiscal Year field. The year's start and
end dates are displayed in the From and To fields. The end date should match
the one that appears for the Human Resources fiscal year in Step 2.
F. At Bank, enter the code of the primary bank used to issue payroll checks and
direct deposits. The value entered in this field must be predefined on the Bank
Code Rule Form (GXRBANK). To view a list of valid codes, double-click in the
Bank field.
G. Set the Feed Budget to Finance Budget Development.
H. Move to the Finance Rule Class Code fields. For each field, enter the Banner
Finance System rule class code the system should use for validation. The codes
entered must be defined in the Finance system's Rule Class Code Maintenance
Form (FTMRUCL). To view a list of valid codes, double-click in the Finance Rule
Class Code field.
I. Perform the Save function. The system saves new or revised rules.
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J. Select next block to arrive at the Distribution Information Window. The
Distribution Information window displays the accounting distributions that
control the processing of Human Resource accounting transactions. To access
this window, select Distribution from the Options menu.
K. At Net Distribution, indicate the Index and FOAPAL (Fund, Organization, Account,
Program, Activity, and Location) distribution to be used in the interface. If
defaulting the FOAPAL components, enter a Banner Finance Index code in Index.
To view a list of valid values for a particular Net Distribution field, select the
Search feature for the field. Note: The Net Distribution fields should be blank
except for Fund, which contains the bank fund, and Account, which contains the
general ledger account code of the Payroll Clearing Account.
L. At Deferred Pay, indicate the FOAPAL (Index, Fund, Organization, Account,
Program, Activity, and Location) deferred pay distribution to be used in the
interface. If defaulting the FOAPAL components, enter a Banner Finance Index
code in Index. To view a list of valid values for a particular Deferred Pay field,
select the Search feature for the field. Note: The Deferred Pay fields should be
blank except for Fund and Account, which contain the fund and account used for
the accrual of deferred pay liability. Use the Fund Code Maintenance Form
(FTMFUND) and the Account Code Maintenance Form (FTMACCT) to establish
the appropriate fund and account for this purpose.
M. At Fringe Clearing, enter the accounting distribution (fund and account) where
the actual fringe expense will be debited and the fringe charge-back amount will
be credited. To view valid values for the Fund field or the Account field in the
Fringe Clearing record, select the Search feature for the field.
N. Select the next block to arrive at the Fringe Chargeback Rules Window. The
Fringe Chargeback Rules window collects fringe chargeback data for use in the
interface. To access this window, select Fringe Rules from the Options menu.
O. At Matching FOAPAL Components, specify which components of the FOAPAL are
to be considered in the matching of external funding sources. The values
entered in these fields will guide the fringe encumbrance and expense process.
For each component (Fund, Organization, Account, Program, Activity, and
Location), select the check box for Yes or leave it unchecked for No.
P. When running payroll, NBPBUDM and PHPFEXP uses the values entered at
Calculate or Process Fringe Encumbrances, Fringe Calculation Method, and
Override External Rate with Installation Rate fields to determine how to
encumber, liquidate encumbrances, and expense fringe benefits.
Q. Go to the Recalculate All Salary or Fringe Encumbrances check box. When
making changes for this fiscal year to the Fringe Rate Definition and Labor
Distribution Override Rule Form (NTRFBLD), this field is updated to checked
status (that is, to Yes). The next time NBPBUDM is run, it looks at this indicator
and recalculates all encumbrance values. If NBPBUDM is run in process mode, it
resets the indicator to unchecked status (that is, to No).
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IV. Fringe Budgeting Rule Form (NTRFRNG)
The Fringe Budgeting Rule Form enables users to define rules for developing benefit
and deduction budgets. Budget parameters can be defined as either amounts or
percentages. SDBOR will not be using this method.
V. Fringe Charge Back Rule Form (NTRFBLD)
The Fringe Charge Back Rules Form enables users to define rules for calculating
fringe budgets, fringe encumbrances, and fringe expenses. This functionality is used
to “charge back” accounts based on a percent versus the actual amount. It allows for
the definition of installation fringe rates and external funding source fringe rates. It
also contains the overriding labor distributions used for posting fringe amounts
based on earnings defined when the Applicable to Fringe Expense check box on the
Earnings Code Rule Form (PTREARN) is checked.
When changes are made to this form, NTRFINI's Recalculate All Salary or Fringe
Encumbrances check box for the fiscal year in which the effective date lies is
updated to checked status. The next time NBPBUDM is run in Process Mode, it
checks the indicator on NTRFINI, recalculates all fringe budgets and fringe
encumbrance values, and sets the check box back to unchecked status. Otherwise
NBPBUDM will calculate fringe budgets only when salary budgets have changed, and
will calculate encumbrances only when salary encumbrances have changed. SDBOR
will not be using this functionality.
VI. Encumbrance Hours Roll Parameter Rule Form (NTRHROL)
The Encumbrance Hours Roll Parameter Rule Form establishes the roll indicator and
effective date for use in rolling encumbrance hours via the NBPMASS Roll
Encumbrance Hours option. Parameters are established by employee class. If using
the Roll (E)ncumbrance Hours option, establish parameters on this form before
running the Mass Salary Table Update process (NBPMASS).
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A. At Employee Class, enter the code of the employee class for establishing
encumbrance hour roll parameters. The value entered must be predefined on the
Employee Class Rule Form (PTRECLS). To view a list of valid codes, select the Search
feature for the Employee Class field. The system displays the description of the code
entered.
B. At Roll Method, enter one of the following:
1. Current Roll - the number of encumbrance hours currently budgeted for this
employee
2. Remaining Roll - the remaining encumbrance hours (that is, the difference
between the number originally encumbered and the number used to date)
3. Zero Roll - a zero amount for employees in this employee class
C. At Effective Date, enter the as-of date of the encumbrance hours roll.
D. Perform the Next Record function to enter another set of encumbrance hours roll
parameters, or perform the Save function.
1. The system saves the encumbrance hours roll parameters to the database
and makes them available for use by the Mass Salary Table Update process
(NBPMASS).
2. It displays the most recent revision date in the Activity Date field.
VII. Position Control Installation Rule Form (NTRINST)
The Position Control Installation Rule Form defines rules for general location,
position control, and finance, as well as rules specific to the processing of Electronic
Approvals. *Note - Two fields on the Position Control Rule Form (NTRINST) affect
the time entry approval process: Time Entry Approval Category and Return Time or
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Leave Sheet to Employee on Web for Correction. This must be completed since BOR
is using time entry approvals as part of its payroll processing. This approval category
is used during the creation of time entry approvals routing queues on the Routing
Queue Rule Form (NTRRQUE) and/or the Override Queue Form (NBAJQUE). This
form will be maintained centrally.
A. At Location, enter the code of the installation rule.
B. In the Position Control Rules area, select the Allowed radio button if employees
will be allowed to insert job detail information with an effective date prior to
that on the existing job detail records that appear on the Employee Jobs Form,
(NBAJOBS). Select the Not Allowed radio button if insertion of these records will
not be allowed. When the Allowed radio button is selected, the system allows
records to be modified in between a current and a future dated job record. The
edit of the Last Paid Date remains in place. This means that if the installation is
going to allow records to be inserted between an existing and a future dated job
record, the record can then be inserted, modified or deleted as long as the
record has not been processed during a pay event.
C. In the Probationary Period Units area, select the units that the site will use when
a user either enters or views a value in a Probationary Period field. Each site can
select either Days or Months. (SDBOR has selected Days = 180). The default
selection is Days. Probationary period values entered or viewed on other HR
forms will be processed in accordance with this selection. The Probationary
Period Units field can also be left blank at sites that do not use the probationary
period information fields throughout Banner HR.
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D. At COA, enter S.
E. At Validate Position Budget, specify the installation's budget error indicator. The
value entered tells the system whether it should permit discrepancies between a
contract's value and the amount budgeted for that position on the Employee
Jobs Form (NBAJOBS). Enter one of the following values:
1. Error - The system displays an error message and does not permit
contract value discrepancies.
2. Warning - The system permits contract value discrepancies but displays a
warning.
F. Check the Create NHRDIST Records indicator so the institutions can do salary
reporting, and leave this check box unchecked the institutions do not produce
salary reports. Five salary distribution reports are available: Budget Distribution
Report (NHRBDST), Organization Payroll Distribution (NHRDIST), Effort
Certification Report (NHRECRT), Employee Distributions Report (NHREDST), and
Employee Payroll Summary by Organization (NHRSDST).
G. Check the Electronic Approvals indicator if the installation is going to use
electronic approvals functionality. Otherwise, leave this check box unchecked.
H. At Time Entry Approval Category, enter the approval category to be used for
approvals of time transactions.
1. The value entered must match a value on the Approvals Category Code
Validation Form (NTVACAT).
2. To see a list of valid codes, double-click in the Time Entry Approval Category
field.
I. (This rule applies only to self-service time entry.) Check the Return Time or Leave
Sheet to Employee on Web for Correction indicator if time transactions can be
returned to employees via self-service for correction and resubmission. Leave
the check box unchecked if a time transaction cannot be returned to the
employee in self-service for correction but will be returned to the first approver
on the routing queue. An approver can override this rule if he/she decides to
make changes to the time transaction or leave request rather than returning it
for correction.
J. At Leave Report Approval Category, select the approval category that is
authorized to approve leave usage entered by employees outside the payroll
cycle. Administrative staff belonging to only this approval category can process
employee leave reports outside of the regular payroll cycle.
K. Select the next block or select the appropriate tab for Self-Service/Electronic
Approvals.
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L. Select the next block or select the appropriate tab for Salary Planner.
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The Salary Planner Rules window allows the user to establish control by setting rules
at the enterprise level for the following features of the Salary Planner application in
Employee Self-Service.
M. Select the Display Whole Employee Detail check box to enable Salary Planner
users to view an employee’s job(s) across all COAs and Organizations regardless
of HR security. This indicator affects the display of data on the List by Employee
page and the Employee Details page in the Salary Planner.
1. A check indicates Yes
2. Unchecked indicates No.
3. This feature allows a user to view all jobs belonging to an employee that may
be associated to organizations other than those to which the user is
authorized. The system displays all jobs as long as the user has
organizational access to at least one of them.
4. In essence this rule overrides the organization security set up for the Salary
Planner when viewing records on the Employee Detail page in the Salary
Planner. It will also enable the Employee Totals columns on the List by
Employee page.
N. Select the Organizational Security check box to enforce organization security at
the system level in the Salary Planner. This rule causes the system to check the
security set up on PTRUSER and NSASPSC for each Salary Planner user. A check
indicates Yes. Unchecked indicates No.
O. At Prorate Flat Amount By, select a method to automatically prorate flat amount
mass changes based on any of the following factors: FTE, appointment percent,
and none (No Proration). The selected proration method will apply to mass
changes on jobs and positions. Note: If the Base FTE or Base Appointment
percent is changed on a specific record in the Salary Planner after a mass change,
it will not result in a corresponding proration change in the proposed amount.
This automated functionality affects the List by Position page, List by Job page,
and the Employee Detail page in the Salary Planner.
P. At Calculate Job Information By, select a method to calculate job information
from the following options: FTE, appointment percent, or None (No Proration).
Based on the selected method the Hours per Pay, Hours per Day, and Default
Hours are calculated for hourly jobs whereas the annual salary and a new hourly
rate is calculated for salaried jobs. For example, if the FTE method is selected to
calculate job information for an hourly job, and the FTE is changed from 1 to 0.5,
then the Hours per Pay, Hours per Day and the Default hours are also reduced
proportionately. This automated functionality affects the Job Details page and
the Employee Details page in the Salary Planner.
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VIII. Mass Job Salary Increase Rule Form (NTRJINC)
The Mass Job Salary Increase Rule Form establishes the parameters used on the
Mass Salary Update Process (NBPMASS) to implement step increases and salary
increases.
A. At Roll Using Salary Group, enter the Salary Group Code.
1. The code entered will be entered as a parameter on the Mass Salary Update
Process (NBPMASS) to update the job tables when there is an automatic step
increase or when the annual salary is changed.
2. The code entered must be predefined on the Salary Group Rule Form
(NTRSGRP).
3. To view a list of defined codes, select the Search feature for the Roll Using Salary
Group field.
B. At Rule Set, enter the name of a new rule set or choose a previously existing rule set
by selecting the Search feature.
1. Required field.
2. The List of Values displays all rule sets previously created on NTRJINC for the
associated Salary Group.
3. Move to the Rules Set block (un-named block on the form) by selecting the Next
Block function.
C. At Description, enter a description of the new rule set, or edit the description of a
previously existing rule set. Required field.
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D. Save the above entered information to access the subsequent blocks of the rule
form.
1. On performing a Save, the following two fields are updated and displayed. The
User ID field displays the Banner ID of the person who last updated the record.
The Activity Date displays the date when the rule set was first created or last
updated.
2. Move to the Mass Job Salary Increase Rules Block.
E. Check the Process Only MM/DD check box to process only those employees with
month/day entries at the Increase MM/DD field on the Employee Job Form
(NBAJOBS). Leave it unchecked if month/day entries are not required for
processing. If the user leaves this check box unchecked, the user must enter a value
in the Effective Date field in Step 7.
F. Check the Process Step Zero Employee check box if employees at step zero should
be processed. Leave it unchecked if the employee should not. If checking this field,
an Effective Date field in Step 8 must be entered. Check this field if an across-the-
board increase is applied.
G. At Effective Date, enter the effective date of the increase for employees who do not
have month/day entries at the Increase MM/DD field on the Employee Job Form
(NBAJOBS). Note: If not checked, the Process Only MM/DD check box (Step 5), or if
checked the Process Step Zero Employee check box (Step 6), a value at this field
must be entered. The date used is to create a Future Change Jobs Record.
H. At Increase from MM/DD, enter or select the start Month and Date that should be
used by the NBPMASS process, to process any future salary increases by selecting
the Calendar icon.
I. At Increase to MM/DD, enter or select the end Month and Date that should be used
by the NBPMASS process, to process any future salary increases by selecting the
Calendar icon.
J. At Year, enter a calendar year. The year entered becomes part of the increase's
effective date for employees with month/day entries in the NBAJOBS Increase
MM/DD field. The calendar year entered is combined with the month and day
entered on NBAJOBS to determine the new effective date. Leave this field null if
creating an across-the-board increase.
K. At Use Pay Period Begin Date, mark this check box to indicate that the salary
increase is to be effective from the first date of the pay period that includes the
employees next scheduled increase as indicated by the MM/DD entry on the Job.
For example, if a job effective from 01/20/2002, is on a semi-monthly pay period,
the next annual salary increase will be effective from the pay period beginning,
01/15/2003.
L. Perform the Save function to move to the Mass Job Table Roll Rules block. The
system saves the data and displays the current date in the Activity Date field.
M. At Salary Table, enter a salary table code. The code entered must be predefined on
the Salary Group Rule Form (NTRSGRP). To view a list of defined codes, select the
Search feature for the Salary Table field.
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N. At Number of Steps to Increase, enter the number of steps to increase the
employee's salary step when employee is not on step zero.
O. At Increase or Decrease Percent, enter the percentage amount by which an
employee's annual salary should be increased when the employee is on step zero,
and utilizing step zero processing.
P. At Increase or Decrease Amount, enter the dollar amount by which an employee's
annual salary should be increased when the employee is on step zero and utilizing
step zero processing. Note: During calculation of new salary amount, percent
calculations are performed first if a value is entered in the Increase or Decrease
Percent field (above).
Q. At Rounding Method, select one of the following: Up Round up, Down Round down,
and Nearest Round to the nearest rounding amount.
R. At Round Amount by, enter the amount to which the system should round.
IX. Job Progression Rule Form (NTRJOBP)
The Job Progression Rule Form (NTRJOBP) allows the organization to identify and associate
Position Classes with each Job Progression code previously established on the Job
Progression Code Validation Form (NTVJOBP). Establish the hierarchy of Position Classes by
specifying a unique sequence number for each Position Class included in the Job Progression
family. This feature will not be used by South Dakota.
X. Salary Group Rule Form (NTRSGRP)
The Salary Group Rule Form enables active and inactive salary groups for each table. The
Salary Group Rules Form (NTRSGRP) allows for the creation of the salary group for the year.
The salary tables are then associated with the salary group. The salary groups defined here
are made available for use on the Salary/Rate Structure Rule Form (NTRSALA). The salary
group definitions are amended yearly for budgeting purposes. During this process, all of the
salary tables are accommodated. This form will be maintained centrally.
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Creating
A. Access the Salary Group Rules Form (NTRSGRP).
B. Enter the salary group code in the Code field. Banner requires at least one salary
group
C. Enter the description of the group in the Description field.
D. Enter a two character code to represent the specific group created in step one in
the Table field.
E. Perform an Insert Record function to enter a new Group/Table combination.
F. Repeat the above steps for any additional Group/Table combinations.
G. Click the Save icon.
H. Click the Exit icon.
Updating
I. At Code, enter the code of the salary group that is being defined or revised.
J. At Description, enter a free-format description of the salary group being defined.
K. At Table, enter a two-character freeform code identifying the salary table(s)
associated with the salary group being defined.
L. To view a list of defined codes, select the Search feature for the Table field.
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M. Perform the Next Record function to enter another salary group, or perform the
Save function. The system saves the new or revised rules to the database and
displays today’s date in the Activity Date field.
XI. Salary Planner Extract Rules Form (NTRSPEX)
The Salary Planner Extract Rules Form (NTRSPEX) is a new rule form that allows the user to
identify the population that is to be extracted from Banner into the Salary Planner. The
criteria specified in this rule form are used as the input for the Salary Planner Extract
Process (NBPSPEX). The extract population can be identified by specifying one or more of
the following factors for inclusion in the extract process: Employee Classes, Bargaining
Units, and Budget Profiles.
The population criteria for an extract process is grouped and identified by a Budget Extract
ID. Specify a new Budget Extract ID in the Key block of the form. Note: To create a new
Budget Extract ID without copying from an existing Budget Extract ID, specify the new
Extract ID in the Current Budget Extract ID field and navigate to the next block. To create a
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new Budget Extract ID using the Copy function, specify the new Extract ID in the New
Budget Extract ID field and specify the following fields:
A. In the Current Budget Extract ID field, enter a new Budget Extract ID to specify new
criteria. Alternatively, select an existing Budget Extract ID using the Search feature if the
user wishes to copy population criteria from an existing Budget Extract ID. The
corresponding list of values displays all Budget Extract IDs previously defined on this
form.
B. In the New Budget Extract ID field, enter a new Budget Extract ID if the use has
specified an existing Budget Extract ID in the previous field. The population criteria
from the existing Budget Extract ID are copied into the new Budget Extract ID when
selecting the Copy Record function in the Options menu.
C. Move to the Main block of the form. Enter details regarding the new Budget Extract
ID and specify preliminary selection criteria in this block.
D. In the Description field, enter a short description of the new Budget Extract ID.
E. In the COA field, enter S.
F. In the Fiscal Year field, enter a fiscal year with which the Budget Extract ID is to be
associated. Alternatively, select a fiscal year from the Fiscal Year Form (NBAFISC) by
using the Search feature.
G. In the Budget ID field, associate a Budget ID with the Budget Extract ID. Enter or
select an ID from the List of Values (LOV) corresponding to the Operating Budget List
Form (FTVOBUD), if Banner Finance is installed.
H. In the Phase field, associate a phase with the Budget Extract ID. Enter or select one
from a List of Values (LOV) corresponding to the Budget Phase List Form (FTVOBPH) if
Banner Finance is installed.
I. In the Budget Status field, indicate the budget status for the selected budget ID and
budget phase by choosing the appropriate radio button. Required field. Choices
include: Approved, and Working (default).
J. Select the Include Secondary Jobs check box to include secondary jobs in the extract.
Optional field.
K. Select the Include Overload Jobs check box to include overload jobs in the extract.
Optional field.
L. Select the Include Positions with No Bargaining Unit check box to include positions
with no bargaining units defined in the Position Definition Form (NBAPOSN), in the
extract. Optional field.
M. Select the Include Positions with No Budget Profile check box to include positions
with no budget profile defined on NBAPBUD in the extract. Optional field.
N. Save the record.
O. The User ID field displays the ID of the user who last updated this record.
P. The Activity Date field displays the date on which the record was last updated.
Q. Move to the Employee Classes window using the Next Block function or via the
Options menu.
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The Employee Classes window allows the user to specify employee classes associated with
positions on the Position Definition Form (NBAPOSN) that are to be considered by the
Budget Extract ID. Access this window from the Options menu of NTRSPEX. Select employee
classes using any of the following methods: Select the Include all Employee Classes in the
Options menu to mass populate this window with all employee classes existing in Banner,
and then selectively remove specific employee classes using the Record Remove menu
option or icon or individually select employee classes using the Search feature in the Code
field.
R. In the Code field, enter an Employee Class code or select the code from the
Employee Class Query Form (PTQECLS) using the Search feature. In the Description
field, the system displays a description of the selected Employee Class code.
S. Enter a budget factor for the specified employee class in the Budget Factor field. This
percent factor is used in the calculation of an Estimated Fiscal Year Budget amount in
the Salary Planner. This factor indicates for what percent of the year the new Annual
Salary would apply.
1. The Estimated Fiscal Year Budget is calculated as: (Proposed Annual Salary x
Factor) + [(1 - Factor) x Base Salary]
2. For example, Fiscal year is July 1 to June 30. The employee's Base Salary
(effective July 1) equals $50,000. His/her Proposed Salary (effective September 1)
equals $60,000. The factor would be set to 83.33 (10/12). The Estimated Fiscal Year
Budget for this job would be $58,333.
T. Enter a job effective date for each employee class in the Job Effective Date field. This
date is utilized to upload data to the job record from the Salary Planner. The first day of
the new fiscal year is the default, based on the Chart of Accounts and Fiscal Year
entered for the Budget Extract ID, but may be overridden.
U. Enter an effective personnel date for each employee class in the Job Personnel Date
field. This information is used to upload data to the job record in the Salary Planner.
The first day of the new fiscal year is the default, based on the Chart of Accounts and
Fiscal Year entered for the Budget Extract ID, but may be overridden.
V. Save the record
W. Move to the Bargaining Units window using the Next Block function or via the
Options menu.
Similar to the Employee Classes window, specify bargaining units to be considered in the
extract in this window. Bargaining units can be selected via any of the following methods:
Select the Include all Bargaining Units from the Options menu to populate this window with
all bargaining units existing in Banner, and then selectively remove bargaining units that the
user does not wish to include in the extract by using the Record Remove menu option or
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icon or individually select only those bargaining units that are to be included in the extract
through the List of Values corresponding to the Bargaining Unit Code field. Access the LOV
in the Bargaining Unit Code field.
X. The Include Positions with No Bargaining Units check box indicator is again displayed
here, as marked for the corresponding field in the Main block of NTRSPEX. A check
indicates Yes. Unchecked indicates No.
Y. At Bargaining Unit code, enter or select a bargaining unit code from a List of Values
(LOV) corresponding to the Bargaining Unit Validation Form (PTVBARG). The system
displays a short description of each bargaining unit code.
Z. Save the record.
AA. Move to the Budget Profiles window using the Next Block function or via the
Options menu.
Specify budget profiles to be considered by the extract in the Budget Profiles window.
Budget Profiles can be selected via any of the following methods: Select Include all Budget
Profiles menu option from the Options menu to populate this window with all budget
profiles existing in Banner, and then selectively remove budget profiles that the user does
not wish to include in the extract by using the Record Remove menu option or icon or
individually select only those budget profiles that are to be included in the extract using the
List of Values (LOV) corresponding to the Budget Profile Code field. double-click to access
the LOV in the Budget Profile Code field.
BB. The Include Positions with No Budget Profile check box indicator is again displayed
here, as marked for the corresponding field in the Main block of NTRSPEX. A check
indicates Yes. Unchecked indicates No.
CC. At Budget Profile Code, enter or select a budget profile code from a List of Values
(LOV) corresponding to the Budget Profile Validation Form (NTVBPRO). The system
displays a short description of each budget profile code.
DD. Save the record.
XII. Salary/Rate Structure Rule Form (NTRSALA)
The Salary/Rate Structure Rule Form enables the organization to define rules for salaries or
hourly rates. A salary/rate rule defines a salary table and includes salary grade and ranges,
hourly or salaried status, and rate or salary steps with their associated amounts. The values
defined on this form default onto the Position Class Rule Form (NTRPCLS). This table will be
completed centrally.
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A. At Salary Group, enter the code of the salary group to which this salary
table/grade combination is assigned. The code entered must be predefined in the
Salary Group Rule Form (NTRSGRP). To view a list of existing codes, select the Search
feature for the Salary Group field.
B. At Salary Table, enter a code from the Salary Group Rule Form (NTRSGRP). To
view a list of defined salary table codes, select the Search feature for the Salary Table
field. To view existing table/grade combinations, select the Search feature for the Table
field on the resulting display (that is, the NTRSGRP form).
C. At Salary Grade, identify the salary grade being associated for this salary table.
Enter a unique one- to five-character code. To view a list of salary grades that are
currently defined for this salary table, select the Search feature for the Salary Grade
field. Move to the Salary/Wage Structure Ranges block.
D. At the Schedule Type, select Hourly if defining hourly rates, and Salary if defining
annual or monthly salaries.
E. If selecting Hourly in the Schedule Type field, enter the minimum hourly rate in
the Low Annual Salary or Base Wage Rate field. If selecting Hourly, enter the minimum
annual salary. The value entered should be in the format 999999.9999.
F. If the user entered a salary value in the Low Annual Salary or Base Wage Rate
field, the system calculates the low monthly salary and displays it in the Low Monthly
Amount field. If no value was entered at Low Annual Salary or Base Wage Rate, enter
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the low range of the monthly salary for this salary table/grade in the Low Monthly
Amount field. The system will automatically calculate the low annual salary.
G. At the Midpoint Annual Salary or Base Wage Rate field, enter a value between
the low (Step 5) and high (Step 7) ends of this salary/rate range. The value entered here
assists in budgeting unfilled FTE and should reflect probable salary/rate (for example,
the average or the mean). It does not have to be the mathematical midpoint of the
range. The value entered should be in the format 999999.9999.
H. If the user enters a salary value in the Midpoint Annual Salary or Base Wage Rate
field, the system calculates the midpoint monthly salary and displays it in the Midpoint
Monthly Amount field. If no value was entered at Midpoint Annual Salary or Base Wage
Rate field, enter the midpoint range of the monthly salary for this salary table/grade in
the Midpoint Monthly Amount field. (Refer to Step 6 for an explanation of this field.)
The system will automatically calculate the annual salary midpoint.
I. Enter the maximum annual salary or hourly rate at the High Annual Salary or
Base Wage Rate field. The value entered should be in the format 999999.9999.
J. If the user entered a salary value in the High Annual Salary or Base Wage Rate
field, the system calculates the high monthly salary and displays it in the High Monthly
Amount field. If no value was entered in the High Annual Salary or Base Wage Rate
field, enter the midpoint range of the monthly salary for this salary table/grade in the
High Monthly Amount field. The system will automatically calculate the high annual
salary.
K. If defining only a range for the salary or rate, perform the Save function. The
system saves the new or revised Annual Salary or Base Wage Rate rule to the database.
If the user wants the Annual Salary or Base Wage Rate rule to include salary step
definitions, move to the Step Structure block.
L. When the user moves to the Step Structure block the system enables the user to
establish rate or annual salary steps for this salary table grade combination. At Step,
enter the number of the step being defined. Then enter the amounts that correspond to
it in the Annual Salary or Base Wage Rate and Monthly Salary fields.
M. To define another step, perform the Next Record function and return to Step
N. If the rule definition is complete, perform the Save function. The system saves
the new or revised Annual Salary or Base Wage Rate rule to the database.
XIII. Mass Salary Table Roll Rule Form (NTRSTRL)
The Mass Salary Table Roll Rule Form establishes the parameters used on the Mass Salary
Update Process (NBPMASS) to roll data from one salary group to another. This will be
completed centrally.
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A. At Roll From Salary Group, enter the salary group to roll from.
1. The value entered must be predefined on the Salary Group Rule Form
(NTRSGRP).
2. To view a list of defined salary groups, select the Search feature for the Roll From
Salary Group field.
3. The salary group entered at this field is the parameter that will be entered on
the Mass Salary Update Process (NBPMASS) as the salary group to roll from.
B. At To, enter the salary group to roll to.
1. The value entered must be predefined on the Salary Group Rule Form
(NTRSGRP).
2. To view a list of defined salary groups, select the Search feature for the To field.
3. The salary group entered at this field is the parameter that will be entered on
the Mass Salary Update Process (NBPMASS) as the salary group to roll to.
4. Move to the next block.
C. At Salary Table, enter the salary table whose parameters are rolling from one
salary group to another.
1. The value entered must be predefined on the Salary Group Rule Form
(NTRSGRP).
2. To view a list of defined salary tables, select the Search feature for the Salary
Table field.
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D. At Increase Table Rate Percent, enter the percentage by which salary table
amounts are to be increased. Amounts affected include the high, midpoint, and low
ranges and the salary amount on each step.
E. At Increase Table Rate Amount, enter the amount by which salary table amounts
are to be increased. Amounts affected include the high, midpoint, and low ranges and
the salary amount on each step. Note: When the system calculates the new amounts, it
performs the percent calculation from the Increase Table Rate Percent field (Step 4)
before applying the amount entered at this field.
F. At Rounding Indicator, enter one of the following: Up Round Up, Down Round
Down, Nearest Round to the nearest rounding amount, None No Rounding method is
used.
G. At Round Amount By, enter the amount to which the system should round.
H. Check or clear the Change All Grades check box, to specify one of the following
actions:
1. checked
a) Includes all grades. Checking this check box indicates that the new data
applies to all grades of the table specified at the Salary Table field (Step 3).
b) After entering this value, perform the Save function.
c) All grades for the salary table are automatically inserted into the
database and displayed in the next block.
2. unchecked
a) Does not include all grades.
b) If leaving this check box unchecked, save the record.
c) Then move to the Applicable Grades block (Step 9) to specify the grades
to which the new data applies.
I. When moving to the Applicable Grades block, the system displays the current
date in the Activity Date field. At Grades, enter the grades for which the new salary data
is applicable. The grades entered must be defined for this salary table on the
Salary/Rate Structure Rule Form (NTRSALA). To view a list of defined grades, select the
Search feature for the Grades field.
J. Perform the Save function to commit the new or revised records to the
database.
XIV. Position Class Rule Form (NTRPCLS)
The Position Class Rule Form enables the organization to create a position class and
associate it with salary guidelines, employee class, and employee skill level. The salary
guidelines defined on this form default to the Position Form (NBAPOSN) and the Employee
Job Form (NBAJOBS). This form will be maintained centrally.
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A. At Position Class Code, enter a unique code to identify the position class being
defined or revised. To see a list of previously identified position classes, select the
Search feature for the Position Class Code field. Move to the next block.
B. At Title, enter the title to assign to the position class.
C. At Employee Class, enter the code of the employee class associated with the new
position class. The code entered must be predefined in the Employee Class Rule
Form (PTRECLS). To view a list of existing codes, select the Search feature for the
Employee Class field. The system displays the description of the employee class that
was entered.
D. Leave the Exempt Indicator check box unmarked if employees in this position class
must be paid for overtime in compliance with the Fair Labor Standards Act. Check
this field if they are exempted from FLSA overtime pay requirements. Note: This
field does not drive the FLSA processing or affect the correct computation of FLSA in
the payroll module. It is used by HR as an information-only field to indicate whether
a position meets FLSA requirements for exempt status.
E. At Bargaining Unit, enter the bargaining unit code for the position class. Valid values
for this field are listed on the Bargaining Unit Code Validation Form (PTVBARG). The
value in this field is used as the default value for the corresponding field on the
Position Definition Form (NBAPOSN). This value can be overridden at the position
level. The system displays the description of the selected bargaining unit. Note:
The Bargaining Unit field can be accessed only at sites where HR is installed.
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F. At Probationary Period, enter the number of days or months for the position class.
The value in this field will default to the corresponding field in the Position Definition
Form (NBAPOSN). This value can be overridden at the position level. Note: A change
to the value in the Probationary Period field on NTRPCLS will not change information
already established on NBAPOSN or NBAJOBS. The change will be reflected only on
newly created positions and jobs.
G. The Accrue Seniority, field depends on the corresponding field on the Employee
Class Rule Form (PTRECLS). (This feature will not be used by SDBOR).
H. At Employee Skill, enter the EEO skill code of the employee skill associated with the
new position class. The code entered must be predefined in the EEO Skill Code
Validation Form (PTVESKL). To view a list of existing codes, access the Search
feature for this field. The system displays the description of the EEO skill.
I. At Position Group, enter the code of the position group to which this position class is
assigned. The value entered must be predefined on the Position Group Rule Form
(PTRPGRP). To view a list of existing codes, select the Search feature for the Position
Group field.
J. At Category Code, enter the Equal Employment Opportunity (EEO) function code for
this position class. The value entered must be predefined on the EEO Function Code
Validation Form (PTVEFUN). To view a list of valid values, select the Search feature
for the Category Code field. Note: The Category Code field is enabled only at
Government installations.
K. At Salary Group, enter the salary group code that will be associated with the table
and grade defined in Steps 8 and 9. The salary group entered in this field will default
to the Position Form (NBAPOSN) and the Employee Job Form (NBAJOBS). (This may
be overridden in either form.) The Salary Group code entered must be predefined
on the Salary Group Rule Form (NTRSGRP). To view a list of existing values, select
the Search feature for the Salary Group field. The system displays the description of
the salary group code entered.
L. At Table, enter the code of the salary table that will be associated with employees
assigned to positions within this position class. The value entered at this field
defaults to the Position Form (NBAPOSN) and the Employee Job Form (NBAJOBS).
(They can be overridden on either form.) The code entered must be predefined in
the Salary/Rate Rule Form (NTRSALA). To view existing tables, select the Search
feature for the Table field.
M. At Grade and Step fields, enter the salary grade and step associated with this
position class. The values entered at these fields default to the Position Form
(NBAPOSN) and the Employee Job Form (NBAJOBS). The values entered must be
predefined in the Salary/Rate Rule Form (NTRSALA). To view existing tables, select
the Search feature for the Grade and Step fields.
N. At Range Low, Range Midpoint, Range High, and Step Value fields, the system
displays the annual salary guidelines defined in the table entered at Step 8. These
values cannot be overridden.
O. At Step Value, the system displays the annual salary/rate defined for the table,
grade, and step entered at Steps 12 and 13.
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P. At Salary Group Description, the system displays the description of the salary group
from the associated Salary Group Rule Form (NTRSGRP), when both the Salary Group
and Table fields are completed.
Q. Perform the Save function. The system saves the new or revised position class to
the database.
R. Compensation/Classification Change Date Window: When a change is made in any
fields in the data section of the Main window, the system displays the
Compensation/Classification Change Date window. This window is displayed
immediately after the Save function is used. The date displayed here indicates when
the change is to go into effect. The default is the current date. The date can be
overridden. The date entered must be less than or equal to the current date.
S. To exit this window, select or tab to the OK button. All new or changed data is saved
in the record. In addition, data entered in the following fields is captured and saved
for display on the Position Class History Form (NBICLSH): Position Class Code, Title,
Employee Class, Exempt Indicator, Employee Skill, Position Group, Category Code,
Salary Group, Table, Grade, and Step. The change date defaults based on the
Compensation/Classification Change Date. In addition, the User ID is displayed in the
last field of the form. All changes made can be seen by accessing NBICLSH from the
NTRPCLS Main window or from the Position Management Menu (*HRSPOSITION).
T. NTRPCLS has a Job Progression window, however, SDBOR will not be utilizing this
feature.
XV. Work Schedule Rule Form (NTRWKSH)
The Work Schedule Rule Form establishes work schedule rules. Rules defined on this form
are used on the Employee Class Rule Form (PTRECLS), the Position Form (NBAPOSN), and in
the Work Schedule Block on the Employee Job Form (NBAJOBS). When a work schedule is
tied to a job, daily time is generated for that job by the Payroll Time Extract (PHPTIME).
Consequently, work schedules are often used to provide the data necessary for Fair Labor
Standards Act (FLSA) processing. Note: Do not confuse the work schedule rules established
here with the FLSA work period rules defined on the Work Period Rule Form (PTRWKPR).
This feature will not be used by SDBOR.
XVI. Budget Profile Validation Form (NTVBPRO)
The Budget Profile Validation form allows the system to create budget profile codes and
descriptions for use in the Salary Planner Application and reporting purposes. A Budget
Profile is a means for classifying different types of budgets that are used at an enterprise.
The budget profiles entered on this form help identify, describe, and associate positions
with a specific type of budget on the Position Budget Form (NBAPBUD).
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Rule and Validation Variables Defined PTRECLS Employee Class
Title
Definition
01 Institutional Chief
Executive Officer
Chief Institutional Executives that are in charge of one of the 9 state
defined institutions. BOR, BHSU, DSU, NSU, SDSMT, SDSU, USD,
SDSBVI, or SDSD. Type A, B, and C.
03 CSA FLSA Exempt
Employees
As defined in SDCL 3-6A-13 and BOR Policy 4:1. This classification is
for FLSA exempt benefit eligible positions. Type A, B, and C.
04 CSA OT Eligible
Employees
As defined in SDCL 3-6A-13 and BOR Policy 4:1. This classification is
for overtime benefit eligible positions. Type A, B, and C.
07 CSA TP FLSA
Exempt
Employees
As defined in SDCL 3-6A-13, ARSD 55:01:08:05, and BOR Policy 4:1.
This classification is for exempt non-benefit eligible positions. This
position may be a temporary full-time or part-time position.
Temporary employees non-benefit/non-leave eligible employees.
08 CSA TP OT Eligible
Employees
As defined in SDCL 3-6A-13, ARSD 55:01:08:05, and BOR Policy 4:1.
This classification is for overtime non-benefit eligible positions. This
position may be a temporary full-time or part-time position.
Temporary employees non-benefit/non-leave eligible employees.
14 Federal
Employees
This ECLS is only used at SDSU for federal positions. Type A, B, and C.
15 9 Month Benefit
Eligible Faculty
Regular full-time 9 month faculty. University Only. Type A, B and C.
16 10 Month Benefit
Eligible Faculty
Regular full-time 10 month faculty. University Only. Type A, B, and C.
17 11 Month Benefit
Eligible Faculty
Regular full-time 11 month faculty. University Only. Type A, B, and C.
18 12 Month Benefit
Eligible Faculty
Regular full-time 12 month faculty. University Only. Type A, B, and C.
19 Faculty Adjunct Faculty that are hired for a temporary appointment as an adjunct.
The individuals hired into an adjunct position have other
employment outside of the Regental system. These positions are not
eligible for benefits. This position will not exceed one year
employment. Temporary employee’s non-benefit/non-leave eligible
employees.
20 Faculty Part-Time Part-time faculty that are hired for on-going part-time faculty
position. Temporary employee’s non-benefit/non-leave eligible
employees.
21 Faculty Special
School K12
Regular full-time K12 faculty (may be 9, 10, 11, or 12 month). Type A,
B, and C.
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22 Faculty Hourly Part-time faculty that are hired for on-going part-time faculty
position that is hourly. Temporary employee’s non-benefit/non-
leave eligible employees
25 Graduate
Assistant Exempt
Graduate assistants that have a PCLS of 01052, 01056, 01057, 01058,
01059, and 01060. Temporary employee’s non-benefit/non-leave
eligible employees.
26 Graduate
Assistant OT
Eligible
Employees
Graduate assistants that have a PCLS of 01054. Temporary
employee’s non-benefit/non-leave eligible employees.
28 NFE FLSA Exempt
Employees
As defined in SDCL 3-6A-13 and BOR Policy 4:1. This classification is
for FLSA exempt positions. Type A, B, and C.
29 NFE OT Eligible
Employees
As defined in SDCL 3-6A-13 and BOR Policy 4:1. This classification is
for overtime eligible positions. Type A, B, and C.
32 NFE TP FLSA
Exempt
Employees
As defined in SDCL 3-6A-13, ARSD 55:01:08:05, and BOR Policy 4:1.
This classification is for FLSA exempt positions. This position may be
a temporary full-time or part-time position that is not eligible for
benefits. Temporary employee’s non-benefit/non-leave eligible
employees.
33 NFE TP OT Eligible
Employees
As defined in SDCL 3-6A-13, ARSD 55:01:08:05, and BOR Policy 4:1.
This classification is for overtime eligible positions. This position may
be a temporary full-time or part-time position that is not eligible for
benefits. Temporary employee’s non-benefit/non-leave eligible
employees.
35 Student – FWS Federal Work Study Positions. Temporary employee’s non-
benefit/non-leave eligible employees.
36 Student Regular
Hourly
Student labor that are not considered federal work study and utilize
FTE. This ECLS is OT eligible. Temporary employee’s non-
benefit/non-leave eligible employees.
37 Student Regular
Salary
Student labor that are not considered federal work study and utilize
FTE. This ECLS is FLSA exempt. Temporary employee’s non-
benefit/non-leave eligible employees.
39 Regents This ECLS is for the 9 appointed Board of Regents. Temporary
employee’s non-benefit/non-leave eligible employees.
45 Volunteers This is used on PEAEMPL only.
NTRPCLS Position Class Title Definition
00101 Regent One of nine appointed members of governing board.
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00110 Chief Executive
Officer
The President, Superintendent, or Executive Director
00120 Assistant To The
Chief Executive
Officer
Administrative position which assists the President,
Superintendent, or Executive Director by analyzing policies and
actively participating in the policy making process.
00130 Chief Administrative
Officer
The primary administrative officer at the institution or for the
system.
00135 Chief Research
Officer
The primary research officer at the institution or for the system.
00140 Chief Student Affairs
Officer
The primary student affairs officer at an institution or for the
system, often carrying the rank of Dean or Vice President.
00142 Dean Of Student
Affairs/Medical
School
Administers student recruitment, admissions, counseling,
financial aid, and student records for the School of Medicine.
00145 Chief Academic
Officer
The senior administrative official responsible for the direction of
the academic program of the institution. Functions typically
include teaching, research, extension, admissions, registrar, and
library activities.
00146 Chief Health
Professions Officer
The senior administrative official at the Medical School, holds
rank of Vice President and/or Dean.
00147 Associate Health
Professions Officer
The second most senior administrative official of the medical
school; holds the rank of executive dean.
00150 Chief Business Officer The primary business officer at each institution or for the system.
00160 Chief Public Relations
Officer
The senior administrative official primarily responsible for public
relations programs. Functions typically include public relations,
news media relations, legislative relations, alumni relations, and
information office services.
00170 Chief Development
Officer
Directs institutional development programs. Incumbent typically
leads the institutional fund-raising and, in the absence of an
organizational co-equal specifically assigned to the function,
public relations and informational officer activities.
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00172 Chief Experiment
Station Officer
Administers the project portfolio of the Agricultural Experiment
Station to include initiation of the special projects, coordination
of interdepartmental projects, and monitoring projects in
progress. Maintains liaison with Cooperative State Research
Service and coordinates the participation of South Dakota in
regional projects.
00173 Chief Animal Disease
Laboratory Officer
Directs the Animal Disease Research and Diagnostic Laboratory
which is responsible for developing and improving means of
prompt detection and control of livestock diseases through
diagnostic assistance, conducting field investigations and
providing educational offerings and materials to veterinarians
and livestock producers.
00174 Chief Cooperative
Extension Officer
Administers the Cooperative Extension Service of the College of
Agriculture and Biological Sciences and provides leadership and
coordination in the development and implementation of informal
educational programs in agriculture and natural resources, family
living and nutrition, 4-H and youth.
00175 Legal Counsel Attorney/lawyer for the institution or system.
00180 Other Non-Academic
Administrator
Any other non-instructional administrator not otherwise
classifiable to a more specific class or any other non-instructional
senior administrator whose role is viewed as a senior
administrative officer on campus.
00181 Chief Info Tech
Officer
The primary information technology officer at each institution or
for the system.
00182 Associate
Vp/Administrator
An administrative official who assists a Vice
President/Administrator.
00183 Assistant
Vp/Administrator
An administrative official who assists a Vice
President/Administrator. The Assistant VP/Administrator holds a
rank below the Associate VP/Administrator.
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00210 Director, Library Directs all activities of the institution’s libraries. Functions
directed typically include personnel, public services, collection
development, acquisitions, technical services, and special
collections.
00220 Director, Research Directs the administration of research and other programs
externally funded by grants and contracts; administers the liaison
with the funding sources.
00230 Academic Dean The primary instructional officer who holds the rank of Dean and
who reports to the Chief Academic Officer or Chief Executive
Officer.
00240 Associate Academic
Dean
An instructional officer who holds the rank of Associate Dean and
who assists and reports to a Dean or Vice President.
00245 Assistant Academic
Dean
An instructional officer who holds the rank of Assistant Dean,
who assists and reports to a Dean, and who holds a rank below
that of an Associate Dean.
00250 Chairperson/Depart
ment Head
The head of an academic department who reports to a Dean.
00255 Associate
Chairperson/
Department Head
Assists the head of an academic department.
00260 Assistant
Chairperson/
Department Head
Assists the head of an academic department, holds a rank below
that of Associate Chairperson.
00265 Division Head The head of an academic division.
00270 Director, Academic The director of a program, institute or other instructional entity.
The director selects, evaluates and supervises staff, requests,
plans and directs the budget of an area and is responsible for the
development and enforcement of policies in a designated area.
00275 Associate Director,
Academic
Assists the director of a program, institute or other instructional
entity.
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00280 Assistant Director,
Academic
Assists the director of a program, institute or other instructional
entity, holds a rank below that of Associate Director.
00285 Coordinator,
Academic Program
Coordinates an instructional operation, project or entity.
00302 Director, Physical
Plant/ Facilities
Management
The senior administrative official responsible for the construction,
rehabilitation, operations and maintenance of physical plant
facilities. Functions typically include supervision of new
construction and remodeling, grounds and building maintenance,
power plant operation, security and parking.
00304 Director, Bookstore Directs the operation of the campus bookstore. Functions
typically include the supervision and/or purchase and sale of new
and used books, supplies, and equipment, advertising,
employment and supervision of sales staff, maintenance of sales
and inventory records, and related matters.
00306 Director, Alumni
Affairs
Coordinates contacts and services to alumni; develops and
maintains alumni mailing lists and mailings; organizes receptions
and other special alumni activities.
00308 Director, Public
Information
Directs the provision of information about the institution to
students, faculty, and the public. Functions typically include news
media relations, preparation or review of news releases and
photographs, and preparation and distribution of newsletters,
magazines, and other publications.
00310 Director, Admissions The administrative official with primary responsibility for the
recruitment and admission of undergraduates. May also be
responsible for the admission of graduate and professional
students or for scholarship administration or similar functions.
00312 Director, Student
Financial Aid
Directs the administration of all forms of student aid. Functions
typically include assistance in the application for loans or
scholarships; administration of private, state or federal loan
programs; awarding of scholarships and fellowships; and
maintenance of appropriate records.
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00314 Director, Residence
Life
Directs all residence hall operations for students. May also
administer off-campus housing programs and guest
accommodations.
00316 Director,
Union/Student
Activities
Directs the operation of a student union building and related
student activities. Functions may include supervision of food
service facilities, information desk, recreational facilities, and
arrangements for special functions or activities and coordination
of all student activities and supervision of student organizations.
00318 Director, Student
Activities
Coordinates all campus student activities including special events,
student organizations, publications, and student government
activities.
00320 Director, Career
Development
Directs the operation of a student placement office to provide job
placement and counseling services to undergraduates, graduates,
and alumni. May also be responsible for placement of students in
part-time jobs or outside the institution and developing
internships.
00322 Director, Counseling
Center
Directs clinical counseling program.
00324 Director, Institutional
Support Services
Manages and operates college support services, typically includes
purchasing, printing, vending, mail services, but may include a
variety of services and operations.
00326 Director, Computing
Services
Directs the institution’s major academic and/or administrative
computing activities to include data communications.
00328 Director,
Intercollegiate
Athletics
Directs intramural and intercollegiate athletic programs for men
and women. Functions typically include scheduling and
contracting for athletic events, employment and direction of
athletic coaches, publicity, ticket sales, and equipment and
facilities maintenance.
00330 Director, Educational
Media
Directs the support area of audio-visual services, which includes
purchasing hardware, generating software, and encouraging the
use of multimedia learning devices.
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00332 Director, Budget And
Finance
Responsible for the current budgetary operations. May also
include responsibility for long-range planning unless there is a
separate planning officer.
00333 Assistant Director,
Budget And Finance
An administrative officer who assists the institution’s Director of
Budget and Finance or Chief Business Officer in directing the
campus’s budgetary operations. The Assistant Director of Budget
and Finance assists in only a portion of the budget and finance
functional areas.
00334 Director, Support
Services
Responsible for the direction of remedial and academic support
programs such as Upward Bound, Talent Search, Native American
Cultural Center, tutorial services, academic skill building services.
00336 Director, American
Indian Studies
Directs the initiation, development and coordination of Indian
related academic and non-academic programs.
00338 Director, Outreach
Services
Directs or coordinates the conduct of special (usually non-credit)
educational, technology training, consultation, and/or other
outreach services to the community. Functions may include
computer training for businesses, educators, and other
individuals; market research and economic impact studies.
00340 Director, Student
Health And
Counseling Services
Directs the administrative operation of the clinic and student
counseling center. Develops and coordinates programs that
provide health services for the student body.
00342 Student Health
Medical Director
A physician who directs and assumes responsibility for the
medical care provided to students. May direct health education
programs.
00344 Director A non-instructional officer at an institution who directs an
operation, project or entity; selects, evaluates, and supervises
staff; requests, plans and directs the budget for their area;
develops and enforces policies in their designated area.
00345 Associate Director A non-instructional officer at an institution who assists in
directing an operation, project or entity and who reports to a
non-academic director.
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00346 Assistant Director A non-instructional officer at an institution who assists in
directing an operation, project or entity, who reports to a non-
academic director and who holds a rank below that of associate
director.
00348 Director, Human
Resources
Non-instructional employee. Major responsibility is supervision
of human resources/payroll.
00349 Affirmative Action
Officer
Responsible for the university-wide program designed to ensure
equality of opportunity on an individual basis without giving
preference in opportunity to any group.
00350 Manager Professional staff who directs a project or an activity and who
reports to either 00230 (Non-Instructional Director) or 00430
(Instructional Director).
00352 Associate Manager Assists and reports to a manager, and ranks above Assistant
Manager.
00354 Assistant Manager Assists a manager and ranks below Associate Manager.
00358 Registrar The administrative official with principal responsibility for student
registrations and records. Functions typically include registration,
classroom scheduling, maintenance of student records,
graduation clearance, and related matters.
00360 Coordinator (Ot
Exempt)
Professional staff who coordinates the activities of an operation,
project or entity.
00361 Coordinator (Ot
Eligible)
Professional staff who coordinates the activities of an operation,
project or entity.
00362 Associate
Coordinator
A non-instructional officer of an institution who assists in
coordinating the activities of an operation, project or entity, who
reports to a non-academic coordinator.
00364 Assistant Coordinator
(Ot Exempt)
A non-instructional officer of an institution who assists in
coordinating the activities of an operation, project or entity and
who reports to a non-academic coordinator and who holds a rank
below that of Associate Coordinator.
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00365 Assistant Coordinator
(Ot Eligible)
A non-instructional officer of an institution who assists in
coordinating the activities of an operation, project or entity and
who reports to a non-academic coordinator and who holds a rank
below that of Associate Coordinator.
00503 Researcher I (Ot
Exempt)
Contributes to the conduct of research by utilizing specialized
skills. Tasks performed will be defined and directed by a senior
member of the research team. Typical tasks include limited
supervision of student assistants; literature reviews; drafting of
preliminary reports; gathering of data; etc.
00504 Researcher Ii (Ot
Exempt)
Conducts research tasks, utilizing a variety of research skills in a
more independent manner and requiring less direction from a
senior member of the research team than an individual at the
Researcher I level. Typical tasks include technical writing, which
may include co-authoring articles for professional journal
publication; supervising student assistants; analyzing and
interpreting research data; contributing to experiment design and
research; preparing and making formal presentation of research
results; evaluating quality of research published in journal
articles; etc. An individual in this position is expected to improve
and advance professionally through a combination of experience,
training, and education.
00505 Researcher I (Ot
Eligible)
Contributes to the conduct of research by utilizing specialized
skills. Tasks performed will be defined and directed by a senior
member of the research team. Typical tasks include limited
supervision of student assistants; literature reviews; drafting of
preliminary reports; gathering of data; etc.
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00506 Researcher II (Ot
Eligible)
Conducts research tasks, utilizing a variety of research skills in a
more independent manner and requiring less direction from a
senior member of the research team than an individual at the
Researcher I level. Typical tasks include technical writing, which
may include co-authoring articles for professional journal
publication; supervising student assistants; analyzing and
interpreting research data; contributing to experiment design and
research; preparing and making formal presentation of research
results; evaluating quality of research published in journal
articles; etc. An individual in this position is expected to improve
and advance professionally through a combination of experience,
training, and education.
00507 Researcher III Provides leadership and/or supervision in an assigned research
area to include planning, coordination, implementation and
conduct of research with only a minimum of general supervision.
Typical tasks include supervising junior level research personnel
and students; conceptualizing and organizing ideas that lead to
proposals for new research projects; functioning as either the
senior author or co-author of proposals, journal articles, and
technical reports; acting as co-principal investigator on grants and
contracts; obtaining sufficient funding through grants to fund
research projects; etc. An individual in this position is expected
to have an established publications record and research
reputation, and to demonstrate professional growth that serves
both the interests of the campus and the greater scientific
community.
00508 Researcher IV
Develops and manages a segment of a research project, including
budget management, and acts as principal investigator on
research grants and contracts. Typical tasks include organizing
and directing the ensuing research program(s); supervising junior
research personnel and other technical personnel; originating and
writing research proposals of sufficient quality to obtain
significant financial support from external sponsors; presenting
quality papers at national and international scientific meetings;
preparing publications for refereed journals; contributing to
published scientific books; serving as a contributing member of
campus committees and external professional organizations; etc.
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00510 Coach Instructs players in competitive athletics.
00511 Assistant Coach
(Ot Exempt)
Assists coaches in the instruction of competitive athletics.
00512 Assistant Coach
(Ot Eligible)
Assists coaches in the instruction of competitive athletics.
00513 Athletic Trainer Instructs players and coaches on proper training procedures and
is responsible for implementing sports medicine with the
department.
00514 Assistant Athletic
Trainer
Assists the Athletic Trainer (00513) with instructing players and
coaches on proper training procedures and for implementing
sports medicine within the department.
00520 Librarian An instructional specialist in the care and management of a
library or elements within a library.
00522 Associate Librarian Assists a Librarian in the care and management of a library or
elements within a library, holds rank above the Assistant
Librarian.
00524 Assistant Librarian Assists a Librarian in the care and management of a library or
elements within a library, holds rank below that of Associate
Librarian.
00525 Curator Professional staff whose major responsibilities include museum
collection maintenance and musicology or art instruction.
00526 Webmaster Senior individual responsible for the organization’s website.
00527 Instructional
Designer
Professional staff whose duties include converting instructional
data to a web-based environment.
00530 Counselor (Ot
Exempt)
Professional staff whose major responsibility is counseling and
advising students.
00531 Counselor (Ot
Eligible)
Professional staff whose major responsibility is counseling and
advising students.
00533 Area Farm
Management Agent
Professional staff whose major responsibility is to give leadership
in Farm Management Education within multi-county area.
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00535 Extension Agent Professional staff whose major responsibility is to give leadership
in Farm Management Education within multi-county area.
00537 Extension Associate Professional staff who provide leadership and/or supervision to a
specific statewide Extension project. Requires a Masters degree
in relevant academic discipline.
00538 Extension Assistant Professional staff who work independently or provide assistance
in the coordination of specific statewide extension projects.
Requires a Bachelors degree in relevant academic discipline.
00539 Advisor (Ot Eligible) Professional staff who advise students as their major function and
are not otherwise classifiable.
00540 Advisor (Ot Exempt) Professional staff who advise students as their major function and
are not otherwise classifiable.
00541 Education Specialist
(Ot Exempt)
Provides staff support for quality pre-kindergarten, elementary,
secondary and vocational education by interpreting applicable
laws, rules and regulations and develops content areas and
resources for student progress in the educational setting.
00542 Education Specialist
(Ot Eligible)
Provides staff support for quality pre-kindergarten, elementary,
secondary and vocational education by interpreting applicable
laws, rules and regulations and develops content areas and
resources for student progress in the educational setting.
00543 Preschool Teacher Professional staff whose major responsibilities include
teaching/instructing children and families in either a classroom
setting or in the child’s home.
00544 Diversity Officer Professional staff responsible for the organization’s diversity plan.
00545 Admissions
Representative
Staff responsible for implementing the organization’s
recruitment/ marketing plans for graduate and undergraduate
students.
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00546 Residence Hall
Director
Staff who may reside in a residence hall and direct the activities
and discipline programs, normally supervise Resident Assistants
and/or residence hall secretaries. May include residence hall
counselors. Reports to Housing Director, Assistant Housing
Director, or Area Coordinator.
00555 Executive
Administrative
Assistant (Ot Exempt)
Position subject to FLSA whose primary duties are clerical in
nature; reports to the Chief Executive Officer.
00556 Executive
Administrative
Assistant (Ot Eligible)
Position subject to FLSA whose primary duties are clerical in
nature; reports to the Chief Executive Officer.
00559 Specialist (Ot Eligible) Professional staff whose major responsibilities are in a specialized
area and not otherwise classifiable.
00560 Specialist (Ot
Exempt)
Professional staff whose major responsibilities are in a specialized
area and not otherwise classifiable.
00561 Analyst Professional staff whose major responsibilities are to analyze and
prepare management reports in an institutional financial setting.
00562 Controller Professional staff whose major responsibilities are to provide
financial control accountability and reporting for the institution’s
financial functions to assure expenditures are within cash and
budget authority. They typically direct accounting, cashiering,
purchasing and related functions, and may direct payroll.
00563 Associate Controller Assists the Controller in maintaining financial control
accountability and reporting for the institution’s financial
functions.
00565 Internal Auditor Professional staff whose major responsibilities are to examine
and verify records and accounts of the institution’s business
office.
00566 Audiologist Assesses and supervises hearing and amplification use and
communicates with families, physicians, and educators.
00567 Vision Technology
Specialist
Assesses vision needs and supervises visual aid use and
communicates with families, physicians, and educators.
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00575 Pilot Operates aircraft either for instruction, charter or research. May
also maintain aircraft or assist in maintenance at times.
00576 Engineer Professional staff responsible for planning and design of
engineering projects and contributing to management of
maintenance, alterations and repairs to the institution’s buildings
and utility systems.
00580 Manager,
Agricultural Research
Farm
Manages the day-to-day operations of a research/teaching unit.
00590 Other Professional
(Ot Exempt)
Professional staff whose major responsibilities cannot be
classified in any other professional (00500) classification.
00591 Other Professional
(Ot Eligible)
Professional staff whose major responsibilities cannot be
classified in any other professional (00500) classification.
00600 Professor (9 Months) A faculty member who holds the academic rank of Professor,
which requires:
1. An earned doctorate and ten (10) years of successful college
teaching or research experience in appropriate fields (or
appropriate equivalent experience); or
2. A post-graduate degree, other than a doctorate, recognized
by the institutional administration, as terminal for the faculty
unit member’s discipline, and twelve (12) years of successful
college teaching or research in appropriate fields (or
appropriate experience).
00601 Professor (10
Months)
Same description as 00600 above.
00602 Professor (11
Months)
Same description as 00600 above.
00603 Professor (12
Months)
Same description as 00600 above.
00604 Adjunct Professor Title given to a faculty member whose primary employment is
outside of the working department or institution who is given a
courtesy appointment with or without specific teaching/research
assignments and who meets the criteria for Professor (00600).
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00610 Professor, Technical A faculty member who holds the academic rank of Technical
Professor, which requires an:
1. Earned master’s degree, plus fifteen (15) semester hours,
three (3) years of administratively approved industrial or
business experience in the area of teaching specialty, and
twelve (12) years of successful college teaching experience in
specialty;
2. Earned master’s degree, plus fifteen (15) semester hours,
three (3) years of administratively approved business or
industrial experience since receiving the associate professor
rank or two hundred forty (240) clock hours of
administratively approved technical specialty schooling and
ten (10) years of successful college teaching experience in
specialty;
3. Earned master’s degree, three (3) years of administratively
approved industrial or business experience in the area of
teaching specialty, an additional twelve (12) months of
administratively approved industrial or business experience
since receiving the associate professor rank or four hundred
eighty (480) clock hours of administratively approved
technical specialty schooling, and ten (10) years of successful
college teaching experience in specialty;
4. Earned specialist degree, three (3) years of administratively
approved industrial or business experience in area of
teaching specialty, and nine (9) years of successful college
teaching experience in specialty;
5. Earned doctorate, three (3) years of administratively
approved industrial or business experience in area of
teaching specialty, and eight (8) years of successful college
teaching experience in specialty.
00620 Professor, Library A faculty member who holds the academic rank of Professor, is
assigned to administrative and research duties in the library,
which requires:
1. An earned doctorate and ten (10) years of successful college
teaching or research experience in appropriate fields (or
appropriate equivalent experience); or
2. A post-graduate degree, other than a doctorate, recognized
by the institutional administration, as terminal for the faculty
unit member’s discipline, and twelve (12) years of successful
college teaching or research experience in appropriate fields
(or appropriate experience).
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00630 Professor, Endowed
Chair
Faculty Member who meets the criteria for rank of professor and
fills a position funded, totally or partially, through an endowment
established for teaching/research/service in a particular subject
matter or discipline. The faculty member should have advanced
knowledge or outstanding expertise in the particular subject
matter or discipline. The position shall be treated with all the
rights and privilege of a faculty member.
00640 Professor, Research
(9 Months)
A faculty member who holds the academic rank of Professor and
is assigned research duties.
00641 Professor, Research
(10 Months)
Same as 00640 above.
00642 Professor, Research
(11 Months)
Same as 00640 above.
00643 Professor, Research
(12 Months)
Same as 00640 above.
00650 Professor, Technical
Institutes
A faculty member who holds the academic rank of Professor and
is assigned to a technical institute.
00700 Associate Professor
(9 Months)
A faculty member who holds the academic rank of Associate
Professor, which requires:
1. An earned doctorate and five (5) years of successful college
teaching or research experience in appropriate fields (or
appropriate equivalent experience); or
2. A post-graduate degree, other than a doctorate, recognized
by the institutional administration, as terminal for the faculty
unit member’s discipline and six (6) years of successful
college teaching or research experience in appropriate fields
(or appropriate equivalent experience).
00701 Associate Professor
(10 Months)
Same description as 00700 above.
00702 Associate Professor
(11 Months)
Same description as 00700 above.
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00703 Associate Professor
(12 Months)
Same description as 00700 above.
00704 Adjunct Associate
Professor
Title given to a faculty member whose primary employment is
outside of the working department or institution who is given a
courtesy appointment with or without specific teaching/research
assignments and who meets the criteria for Associate Professor
(00700).
00710 Associate Professor,
Technical
A faculty member who holds an academic rank of Technical
Associate Professor, which requires an earned baccalaureate
degree, three (3) years of administratively approved industrial or
business experience in the area of teaching specialty, six (6)
months of administratively approved industrial or business
experience since receiving assistant professor rank, or two
hundred forty (240) clock hours of administratively approved
technical specialty schooling, or ten (10) semester hours toward
an advanced degree supportive of teaching specialty, and eight
(8) years of successful college teaching experience in specialty.
00720 Associate Professor,
Library
A faculty member who holds the academic rank of Associate
Professor and is assigned to administrative and research duties in
the library, which requires:
1. An earned doctorate and five (5) years of successful college
teaching or research experience in appropriate fields (or
appropriate equivalent experience); or
2. A post-graduate degree, other than a doctorate, recognized
by the institutional administration, as terminal for the faculty
unit member’s discipline and six (6) years of successful
college teaching or research experience in appropriate fields
(or appropriate equivalent experience).
00730 Associate Professor,
Endowed Chair
Faculty member who meets the criteria for rank of associate
professor and fills a position funded, totally or partially, through
an endowment established for teaching/research/service in a
particular subject matter or discipline. The faculty member
should have advanced knowledge or outstanding expertise in the
particular subject matter or discipline. The position shall be
treated will all the rights and privileges of a faculty member.
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00740 Associate Professor,
Research (9 Months)
A faculty member who holds the academic rank of Associate
Professor and is assigned research duties.
00741 Associate Professor,
Research (10
Months)
Same as 00740 above.
00742 Associate Professor,
Research (11
Months)
Same as 00740 above.
00743 Associate Professor,
Research (12
Months)
Same as 00740 above.
00750 Associate Professor,
Technical Institutes
A faculty member who holds the academic rank of Associate
Professor and is assigned to a technical institute.
00800 Assistant Professor (9
Months)
A faculty member who holds the academic rank of Assistant
Professor which requires:
1. An earned master’s degree and three (3) years of successful
college teaching or (research experience in appropriate fields
or appropriate equivalent experience). For faculty unit
members whose initial appointment is for the 1982/83 fiscal
year or thereafter, thirty (30) additional hours of graduate
credit will be required;
2. A post-graduate degree, other than a doctorate, recognized
by the institutional administration as terminal for the faculty
unit member’s discipline, and two (2) years of successful
college teaching or research experience in appropriate fields
(or appropriate equivalent experience);
3. An earned doctorate.
00801 Assistant Professor
(10 Months)
Same description as 00800 above.
00802 Assistant Professor
(11 Months)
Same description as 00800 above.
00803 Assistant Professor
(12 Months)
Same description as 00800 above.
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00804 Adjunct Assistant
Professor
Title given to a faculty member whose primary employment is
outside of the working department or institution who is given a
courtesy appointment with or without specific teaching/research
assignments and who meets the criteria for Assistant Professor
(00800).
00810 Assistant Professor,
Technical
A faculty member who holds the academic rank of Technical
Assistant Professor, which requires:
1. An earned bachelor’s degree, three (3) years of
administratively approved industrial or business work
experience in the area of teaching specialty, and five (5) years
of college teaching experience; or
2. An earned bachelor’s degree, three (3) years of
administratively approved industrial or business work
experience in the area of teaching specialty, three (3) months
of administratively approved additional industrial or business
experience since initial appointment, or one hundred twenty
(120) clock hours of administratively approved technical
specialty schooling, or five (5) semester hours toward an
advanced degree supportive of teaching major, and four (4)
years of successful college teaching experience in the
specialty; or
3. An earned master’s degree and three (3) years of successful
college teaching experience in the specialty.
00820 Assistant Professor,
Library
A faculty member who holds the academic rank of Assistant
Professor and is assigned to administrative and research duties in
the library, which requires:
1. An earned master’s degree and three (3) years of successful
college teaching or research experience in appropriate fields
(or appropriate equivalent experience). For faculty unit
members whose initial appointment is for the 1982/83 fiscal
year or thereafter, thirty (30) additional hours of graduate
credit will be required; or
2. A post-graduate degree, other than a doctorate, recognized
by the institutional administration, as terminal for the faculty
unit member’s discipline, and two (2) years of successful
college teaching or research experience in appropriate fields
(or appropriate equivalent experience); or
3. An earned doctorate.
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00830 Assistant Professor,
Endowed Chair
Faculty member who meets the criteria for rank of assistant
professor and fills a position funded, totally or partially, through
an endowment established for teaching/research/service in a
particular subject matter or discipline. The faculty member
should have advanced knowledge or outstanding expertise in the
particular subject matter or discipline. The position shall be
treated with all the rights and privileges of a faculty member.
00840 Assistant Professor,
Research (9 Months)
A faculty member who holds the academic rank of Assistant
Professor and is assigned research duties.
00841 Assistant Professor,
Research (10
Months)
Same as 00840 above.
00842 Assistant Professor,
Research (11
Months)
Same as 00840 above.
00843 Assistant Professor,
Research (12
Months)
Same as 00840 above.
00850 Assistant Professor,
Technical Institutes
A faculty member who holds the academic rank of Assistant
Professor and is assigned to a technical institute.
00900 Instructor (9 Months) A faculty member who holds the academic rank of Instructor,
which requires:
1. An earned baccalaureate degree and three (3) years of
successful teaching experience in an appropriate field (or
equivalent appropriate experience); or
2. An earned master’s degree; or
3. Demonstrated knowledge and experience leading to regional
or national recognition in field of specialty; or
4. Is a faculty member at the South Dakota School for the
Visually Handicapped or South Dakota School for the Deaf.
00901 Instructor (10
Months)
Same as 00900 above.
00902 Instructor (11
Months)
Same as 00900 above.
00903 Instructor (12
Months)
Same as 00900 above.
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00904 Adjunct Instructor Title given to a faculty member whose primary employment is
outside of the working department or institution who is given a
courtesy appointment with or without specific teaching/research
assignments and who meets the criteria for Instructor (00900).
00910 Instructor, Technical A faculty member who holds the academic rank of Technical
Instructor, which requires:
1. Demonstrated knowledge and experience in field of specialty,
three (3) years of administratively approved industrial or
business work experience in the area of teaching specialty,
and meet qualifications of job description; or
2. An earned baccalaureate degree and three (3) years of
administratively approved industrial or business work
experience in the area of teaching specialty; or
3. An earned master’s degree.
00920 Instructor, Library A faculty member who holds the academic rank of Instructor and
is assigned administrative and research duties in the library,
which requires:
1. An earned baccalaureate degree and three (3) years of
successful teaching experience in an appropriate field (or
equivalent appropriate experience);
2. An earned master’s degree; or
3. Is a faculty member at the South Dakota School for the
Visually Handicapped or South Dakota School for the Deaf.
00940 Instructor Research
(9 Months)
A faculty member who holds the academic rank of Instructor and
is assigned research duties.
00941 Instructor Research
(10 Months)
Same as 00940 above.
00942 Instructor Research
(11 Months)
Same as 00940 above.
00943 Instructor Research
(12 Months)
Same as 00940 above.
00950 Instructor , Technical
Institutes
A faculty member who holds the academic rank of Assistant
Professor and is assigned to a technical institute.
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01000 Endowed Chair
01010 Lecturer Title given to a faculty member who has a bachelor’s degree but
who cannot qualify for Instructor and who has been given a
teaching assignment.
01040 Clinical Professor
(12 Months)
A part-time Medical School faculty appointed to a less than 50
percent time position who has a medical doctor’s degree
(physician), or equivalent professional degree and is clearly
outstanding in ability to contribute to the education and
administrative needs of undergraduate medical education. A
Clinical Professor also requires:
1. Minimum length of service in rank for promotion from Clinical
Associate Professor to Clinical Professor shall be three years;
allowance may be afforded for previous service at a
comparable rank in a similar academic setting;
2. The individual should be board-qualified and have an
excellent practice record in the area of specialty;
3. The individual should be extremely important to the clinical
education portion of the undergraduate medical program and
have considerable input into the development of the
clerkship;
4. The individual shall devote considerable time to performing
service on committees, faculty meetings, etc., as requested
by the administration of the School of Medicine;
5. The individual should have demonstrated teaching
effectiveness.
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01041 Clinical Associate
Professor (12
Months)
A part-time Medical School faculty member appointed to a less
than 50 percent time position who possesses an M.D. or
equivalent professional degree consistent with the criteria
established by the awarding department and has demonstrated a
high degree of professional excellence and achievement. A
Clinical Associate Professor also requires:
1. Minimum length of service in rank for promotion from clinical
Assistant Professor to Clinical Associate professor shall be
three years; allowance may be afforded for prior service at a
compatible rank in a similar academic medical setting;
2. The individual should be board- or subspecialty-qualified;
3. The individual should have demonstrated competence in
clinical teaching through ward rounds, clerkships or
symposia;
4. The individual should participate extensively in the
Department and School of Medicine activities.
01042 Clinical Assistant
Professor (12
Months)
A part-time Medical School faculty appointed to a less than 50
percent time position with an M.D. or equivalent professional
degree who has professional qualifications as evidenced by being
Board- or Subspecialty-eligible with either no or limited prior
teaching experience in a medical school setting.
01043 Clinical Instructor
(12 Months)
A part-time Medical School faculty appointed to a less than 50
percent time position with an M.D. or equivalent professional
degree consistent with the criteria established by the awarding
department who will teach as part of an interdisciplinary effort
and who has had only limited professional experience.
01052 Graduate Research
Assistant
This is for students who assist a faculty member in research
responsibilities.
01054 Graduate
Administrative
Assistant
This is for students who assist an administrative office or
administrator in administrative responsibilities.
01056 Graduate Teaching
Assistant—Instructor
This is for students who are the actual instructors of the course,
including laboratory courses. They are accountable as an
instructor to the Department Chair of faculty members.
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01057 Graduate Teaching
Assistant—
Laboratory
This is for students who assist instructors but who are not
responsible for actual instruction in the lab portion of a class.
01058 Graduate Teaching
Assistant—Grading
Support
This is for students who provide academic and instructional
support outside of instruction and laboratory assistance.
01059 Graduate Clinical
Assistant
This is for students who assist a faculty member in a clinical
setting.
01060 Graduate Assistant –
Research
This is for students who assist a faculty member with research.
01062 Teacher Instructors at South Dakota School for the Blind and Visually
Impaired or the South Dakota School for the Deaf.
01064 Instructional
Assistant
Staff who assist Teachers (01062) at South Dakota School for the
Blind and Visually Impaired or the South Dakota School for the
Deaf.
01068 Undergraduate
Research (Ot
Eligible)
Undergraduate students participating in research related
programs.
01069 Undergraduate
Research (Ot
Exempt)
Undergraduate students participating in research related
programs.
01070 Student Technology
Fellow
Undergraduate students selected to participate in technology
based program.
01080 Visiting Professor Title given to a faculty member who is on the staff of another
institution of higher learning who already holds the rank of
Professor or who is on the staff of a business or company and
who meets the criteria outlined in Professor (00600).
01081 Visiting Associate
Professor
Title given to a faculty member who is on the staff of another
institution of higher learning who already holds the rank of
Associate Professor and who is on the staff of a business or
company and who meets the criteria outlined in Associate
Professor (00700).
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01082 Visiting Assistant
Professor
Title given to a faculty member who is on the staff of another
institution of higher learning who already holds the rank of
Associate Professor or who is on the staff of a business or
company and who meets the criteria outlined in Associate
Professor (00800).
01083 Visiting Instructor Title given to a faculty member who is on the staff of another
institution of higher learning who already holds the rank of
Instructor or who is on the staff of a business or company and
meets the criteria outlined in Instructor (00900).
01084 Visiting Lecturer Title given to a faculty member who is on the staff of another
institution of higher learning, company or business and who
meets the criteria outlined in Lecturer (01010).
01085 Visiting Artist Title given to an artist who is on the staff of another institution of
higher learning, company or business.
01090 Other Non-Tenured
Faculty
A faculty member who is not tenured and does not hold academic
rank and who cannot be placed in any other classification.
01110 Emerita A retired female faculty member receiving a stipend and the
honorary title.
01112 Emeritus A retired male faculty member receiving a stipend and the
honorary title.
01148 Dean Emeritus A retired dean receiving a stipend and the honorary title.
01901 Resident Assistant A student (undergraduate or graduate) who lives in a residence
hall and who assists in the area of housing responsibilities and
who receives a salary or other compensation such as reduced
housing rent and/or food service charges.
999993 CSA Labor OT Exempt A labor pool for which FTE is calculated. All positions are Exempt
from FLSA.
999994 CSA Labor OT Eligible A labor pool for which FTE is calculated. All positions are OT
Eligible.
999995 Faculty A labor pool for which FTE is calculated. All positions are Exempt
from FLSA.
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999997 NFE Labor OT Exempt A labor pool for which FTE is calculated. All positions are Exempt
from FLSA.
999998 NFE Labor OT Eligible A labor pool for which FTE is calculated. All positions are OT
Eligible.
999999 Work Study A labor pool for federal work study. These positions are not
eligible for FTE calculation.
NTRPSGP Position Group Title Definition
SD01 Non-Instructional
Administrator
Is set up on the Position Class table as a salaried Administrator.
SD02 Instructional
Administrator
Is set up on the Position Class table as a salaried Instructional
Administrator.
SD03 Professional/Technic
al
Is set up on the Position Class table as a salaried Professional or
Technical staff.
SD04 Professional/Technic
al
Is set up on the Position Class table as hourly Professional or
Technical staff.
SD05 Faculty Is set up on the Position Class table as a salaried faculty staff.
SD06 Faculty Is set up on the Position Class table as hourly faculty staff.
SD07 Career Service Is set up on the Position Class table as hourly career service staff.
SD08 Career Service Is set up on the Position Class table as a salaried career service
staff.
SD09 Part-time/Temporary Is set up on the Position Class table as a salaried part-
time/temporary staff.
SD10 Part-time/Temporary Is set up on the Position Class table as an hourly part-
time/temporary staff.
SD11 Graduate Students Is set up on the Position Class table as salaried graduate students.
SD12 Graduate Students Is set up on the Position Class table as hourly graduate students.
PTVESKL Title Description
10 Officials/Managers/
Executives
Occupations requiring administrative and managerial personnel
who set broad policies, exercise overall responsibility for
execution of these policies, and direct individual departments or
special phases of a firm's operations. Includes: officials,
executives, middle management, plant managers, department
managers, and superintendents, salaried supervisors who are
members of management, purchasing agents and buyers,
railroad conductors and yard masters, ship captains, mates and
other officers, farm operators and managers, and kindred
workers. Cannot use 10 for purpose of PCLS, must use 1A or 1B.
1A Executive Level
Managers These roll up to the 10 series. New EEO Category.
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1B Mid-Level Managers These roll up to the 10 series. New EEO Category.
20 Faculty/Graduate
Assistants
Occupations that instruct or research at an institution in a
discipline. Also includes all graduate assistants regardless of the
discipline.
30 Technicians Occupations requiring a combination of basic scientific
knowledge and manual skill which can be obtained through 2
years of post high school education, such as is offered in many
technical institutes and junior colleges, or through equivalent
on-the-job training. Includes: computer programmers, drafters,
engineering aides, junior engineers, mathematical aides,
licensed, practical or vocational nurses, photographers, radio
operators, scientific assistants, technical illustrators, technicians
(medical, dental, electronic, physical science), and kindred
workers.
40 Professionals Occupations requiring either college graduation or experience of
such kind and amount as to provide a comparable background.
Includes: accountants and auditors, airplane pilots and
navigators, architects, artists, chemists, designers, dietitians,
editors, engineers, lawyers, librarians, mathematicians, natural
scientists, registered professional nurses, personnel and labor
relations specialists, physical scientists, physicians, social
scientists, teachers, surveyors and kindred workers.
50 Office Clerical Includes all clerical-type work regard-less of level of difficulty,
where the activities are predominantly nonmanual though some
manual work not directly involved with altering or transporting
the products is included. Includes: bookkeepers, collectors (bills
and accounts), messengers and office helpers, office machine
operators (including computer), shipping and receiving clerks,
stenographers, typists and secretaries, telegraph and telephone
operators, legal assistants, and kindred workers.
60 Maintenance Series For EEOS for IPEDS reporting. Cannot use 60 for PCLS, must use
6A, 6B, or 6C for PCLS.
6A Skilled Craft (Skilled) Manual workers of relatively high skill level having a
thorough and comprehensive knowledge of the processes
involved in their work. Exercise considerable independent
judgment and usually receive an extensive period of training.
Includes: the building trades, hourly paid supervisors and lead
operators who are not members of management, mechanics
and repairers, skilled machining occupations, compositors and
typesetters, electricians, engravers, painters (construction and
maintenance), motion picture projectionists, pattern and model
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makers, stationary engineers, tailors and tailoresses, arts
occupations, handpainters, coaters, bakers, decorating
occupations, and kindred workers.
6B Operatives (Semi-Skilled) Workers who operate machine or processing
equipment or perform other factory-type duties of intermediate
skill level which can be mastered in a few weeks and require
only limited training. Includes: apprentices (auto mechanics,
plumbers, bricklayers, carpenters, electricians, machinists,
mechanics, building trades, metalworking trades, printing
trades, etc.), operatives, attendants (auto service and parking),
blasters, chauffeurs, delivery workers, sewers and stitchers,
dryers, furnace workers, heaters, laundry and dry cleaning
operatives, milliners, mine operatives and laborers, motor
operators, oilers and greasers (except auto), painters
(manufactured articles), photographic process workers, truck
and tractor drivers, knitting, looping, taping and weaving
machine operators, welders and flamecutters, electrical and
electronic equipment assemblers, butchers and meatcutters,
inspectors, testers and graders, handpackers and packagers, and
kindred workers.
6C Laborers/Maintenance (Unskilled) Workers in manual occupations which generally
require no special training who perform elementary duties that
may be learned in a few days and require the application of little
or no independent judgment. Includes: garage laborers, car
washers and greasers, groundskeepers and gardeners,
farmworkers, stevedores, wood choppers, laborers performing
lifting, digging, mixing, loading and pulling operations, and
kindred workers.
70 Service Workers Workers in both protective and non-protective service
occupations. Includes: attendants (hospital and other
institutions, professional and personal service, including nurses
aides, and orderlies), barbers, charworkers and cleaners, cooks,
counter and fountain workers, elevator operators, firefighters
and fire protection, guards, door-keepers, stewards, janitors,
police officers and detectives, porters, waiters and waitresses,
amusement and recreation facilities attendants, guides, ushers,
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public transportation attendants, and kindred workers.
A0 Sales Occupations engaging wholly or primarily in direct selling.
Includes: advertising agents and sales workers, insurance agents
and brokers, real estate agents and brokers, stock and bond
sales workers, demonstrators, sales workers and sales clerks,
grocery clerks, and cashiers/checkers, and kindred workers.
PTREARN Earning Table Definition
ADD Additional Duty Pay
CSA: Temporary additional duties pay as identified by PACE Salary
Schedule Policy. This may include: Additional Duty Pay and temporary
Out-of-Class Pay. NFE: Temporary additional duty pay for work outside
the normal duties.
ADJ
Adjustment
Processing Payroll
This earnings code is established to use for a correction such as a
manual check. It is based on the hourly rate.
ADM
Administrative Leave
Paid
ARSD 55:01:22:14 Administrative leave shall be granted in the
following situations, allowing an employee to receive
compensation for the hours that the employee would normally
have worked with no loss of leave: (1) An office is
administratively closed; (2) An employee is a member of a
volunteer fire department, reserve law enforcement unit,
emergency search and rescue squad, or ambulance service and is
called to emergency duty during working hours; (3) Pending an
investigation of charges made against an employee upon which
disciplinary action could be taken; and (4) For any other purpose
that has been requested in writing and approved by the
commissioner. The appointing authority shall grant
administrative leave hours as straight time off at a later date or as
cash payment at the regular hourly rate to employees who are
required to work when an office is administratively closed.
Appointing authorities shall inform the commissioner of all office
closings.
ADN
Additional Duty Pay –
OT Eligible
This is used by Banner to auto-calculate Additional duty pay when
receiving additional duty pay. It cannot be used manually.
ADS
Adjustment
Processing Payroll
This earnings code is established to use for a correction such as a
manual check. It is based on a unit.
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ALP
Annual Leave Paid
Out
Annual Leave payout for those employees not eligible for the
Special Pay Plan. This may even be used for annual leave that is
over the limit of the Special Pay Plan.
ALT Annual Leave Taken
Employee charge for taking annual leave. Web Timekeeping,
PHATIME, PHAHOUR.
ASB Asbestos Abatement
This is set up for employees that work for agencies or
departments with Asbestos.
BEN
EE Benefit Payment
(LOA)
This earnings code is established for employees who have
employee sponsored benefits. This code must be used for dollars
employee is paying while on a LOA. This is to ensure their
benefits stay intact and so BOP does not drop the benefits.
CJL
Court and Jury Leave
Paid
State or Federal Court or Jury leave only.
CRT
Teacher Certification
K12 Only
Special Schools Certification Earnings.
CT1
Comp Time Earned at
Straight
Comp-time for employee’s who work during a holiday and chose
to take comp-time instead of regular pay.
CT5
Comp Time Earned at
1.5
Comp-time received in lieu of Overtime.
http://www.sdbor.edu/policy/4-Personnel/documents/4-25.pdf.
CTA Comp Time Accrual
This is an auto-calculation from Banner to calculate OT/CT. It
cannot be used manually.
CTP
Comp Time Paid
Straight Time
Comp-time taken at straight time.
CTT
Comp Time Taken at
Straight Time
Comp-time banked taken at straight time. This is tied to the leave
bucket.
DEC
Final Payment to
Deceased EE
Payment made to beneficiary for last employment period.
DEF
Deferred Pay
Correction Transition
Interim transaction for SDSMT and BHSU to correct FY07 deferral.
This is set up to take dollars and bank for payout. Will go away in
July of 2007.
DEP
Deferred Payout
Transition
Interim transaction for SDSMT and BHSU to correct FY07 deferral.
This is set up to payout during the off months. Will go away in
July of 2007
DOC
Dock Pay -
Unapproved Absence
Docking pay for unapproved absences.
DPA Deferred Pay Amount
Deferral set up for payment of salary over 12 months. Only to be
used for less than 12 month to be paid over 12 month.
DPO Deferred Pay Out
Deferral payment to allow payment of salary over 12 months.
Only to be used for less than 12 month to be paid over 12 month.
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EDL
Education
Improvement Leave
In accordance with BOR Policy 4:15,
http://www.sdbor.edu/policy/4-Personnel/documents/4-
15_000.pdf.
EDU
Educational Leave (3
hr/wk)
In accordance with BOR Policy 4:17,
http://www.sdbor.edu/policy/4-Personnel/documents/4-17.pdf.
ERR
Previous Period
Correction
This earnings code is established for overtime eligible staff that
did not submit timesheet in accordance with SDBOR policy
(missing pay period).
FLX Flexible Work Week
This earning code is established for overtime eligible employees
who with approval use an alternative workweek during a pay
period crossover. This is a Leave without Pay, but accrues leave.
FMA FMLA Annual Leave
This earnings code is tied to the Annual Leave bucket and is used
by the HR end user to populate on NBAJOBS or PHAHOUR.
FMA
FMLA Annual Leave
Taken
Annual Leave Taken for FMLA Purposes. Do We Need?
FMC
Family Medical Leave
with Comp Time
HR end user to populate on NBAJOBS or PHAHOUR.
FML
Family Medical Leave
without Pay
HR end user to populate on NBAJOBS or PHAHOUR.
FMP
Family Medical Leave
Personnel Leave
HR end user to populate on NBAJOBS or PHAHOUR.
FMS FMLA Sick Leave
This earnings code is tied to the Sick Leave bucket and is used by
the HR end user to populate on NBAJOBS or PHAHOUR.
HOL Holiday Pay
This is a default earnings code and would not be used unless back
pay of Holiday would need to be paid.
HRF BOP Incentive Refund
This is where an employee saves the state money on an
overbilling for health. BOP will notify when this occurs.
INC Inconvenience Pay
In accordance with BOR Policy 4:25,
http://www.sdbor.edu/policy/4-Personnel/documents/4-25.pdf.
K12
Div III Sec VIII Leave
K12 Only
Special Schools FUM leave. This has a Leave Category Rule and
Validation bucket.
LGE Longevity Eligibility
This is an earn code that is used on NBAJOBS Default Earning to
calculate an employee’s longevity amount. This must be on
default earnings with a premium category on Payroll Default to
ensure longevity is paid.
LGS
Longevity Payout
(Last Month)
This is the earn code that is used in conjunction with the last
longevity payout that is not eligible for the special pay plan.
LLS
Longevity Special Pay
Plan Payout
This is the earn code that is used in conjunction with PTRBDCA
160. It can only be used to pay out earning for the special pay
plan.
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LNG Longevity Pay
In accordance with ARSD,
http://legis.state.sd.us/rules/DisplayRule.aspx?Rule=55:06&Type
=Rule. This is the earn code for the annual longevity payment
(on-going).
LWB
Leave WO Pay
Approved w/Benefits
Leave without pay Approved with Benefits. If for a window of
time for more than three months, must use NBAJOBS and on
PEAEMPL. If less than three months only need to use on
NBAJOBS. This earn code is established to automatically reduce
Regular earnings.
LWE
Leave without Pay,
Excused
This earning code is established for leaves less than 3 days in
length.
LWM
Military Leave
without Pay
Leave without pay Approved may be with or without Benefits. If
for a window of time for more than three months, must use
NBAJOBS and on PEAEMPL. If less than three months only need
to use on NBAJOBS. This earn code is NOT established to
automatically reduce Regular earnings. Therefore, will need to
end the Regular earnings on NBAJOBS and replace with LWM.
LWO
Leave WO Pay Appvd
w/o Benefits
Leave without pay Approved without Benefits. If for a window of
time for more than three months, must use NBAJOBS and on
PEAEMPL. If less than three months only need to use on
NBAJOBS. This earn code is established to automatically reduce
Regular earnings.
MLT Military Leave Paid
In accordance with SDCL and BOR Policy.
http://www.sdbor.edu/policy/4-Personnel/documents/4-16.pdf.
NMA
Non-taxable Moving
Allowance
This is for use in reporting moving allowance on the W2.
NND
Noon Duties - K12
Only
Special Schools for afternoon duties.
NSA
Non-taxable Health
Savings Account
This is for use in reporting HSA from Employer on the W2.
OT
Overtime Paid at 1.5
Rate
Overtime over 40 hours worked.
OTA Overtime Adjustment
In the event additional duty pay is retroactive (RTR) then
institutions may need to use OTA to payout missed overtime
payments.
OTD
Overtime Paid at
Double Rate
In accordance with BOR Policy 4:25,
http://www.sdbor.edu/policy/4-Personnel/documents/4-25.pdf.
This is currently only for those agriculture employees at SDSU.
OTL
Overtime Longevity
Adjustment
This is used by Banner to auto-calculate overtime adjustment
when receiving additional duty pay or longevity. It cannot be
used manually.
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OTP CT/OT Paid Out This is used by institutional HR to payout OT or CT.
OTS
Overtime Paid at
Straight Time
This is no longer used.
PLT Personal Leave Taken
In accordance with SDCL and ARSD,
http://legis.state.sd.us/rules/DisplayRule.aspx?Rule=55:01:22:02.
04&Type=Rule.
REG Regular Pay
Regular earnings. Will default to all exempt but will need to be
entered through Time Entry process for overtime eligible. This
earn code must be on NBAJOBS for all exempt from FLSA
employees. It cannot be on the NBAJOBS for overtime eligible as
this will cause conflict with WTE.
RTR Retro Earnings
This earnings code is established for retro salary due to the
employee. This can be used for NFE, CSA or Faculty.
SAO Student Org Officer Student Earnings Only.
SAP
Student Piece Rate
Project
Student Earnings Only.
SBF
Sabbatical Leave with
Full Pay
Sabbatical Leave with Full Pay. In accordance with BOR Policy
4:15, http://www.sdbor.edu/policy/4-Personnel/documents/4-
15_000.pdf. On NBAJOBS status (Job Detail Tab), the Leave with
Full Pay is set up to calculate earnings. Nothing will need to be
completed on Default Earnings. If this leave is for a period of 3
months or more, than need to complete on PEAEMPL as well with
Leave Status and description.
SBP
Sabbatical Leave
Partial Pay
Sabbatical Leave with Full Pay. In accordance with BOR Policy
4:15, http://www.sdbor.edu/policy/4-Personnel/documents/4-
15_000.pdf. On NBAJOBS status (Job Detail Tab), the Leave with
Partial Pay is set up to calculate earnings. Nothing will need to be
completed on Default Earnings. If this leave is for a period of 3
months or more, than need to complete on PEAEMPL as well with
Leave Status and description.
SFR Flat Rate Project Flat rate on projects.
SHF Shift Differential Pay
Shift differential for those positions approved at the rate of $0.75
per hour. Will need to set up SHFT on NBAPOSN, NBAJOBS
Payroll Default of 2, and Work Schedule of 2 with days identified.
If need to, can go to PHAHOUR and make changes to shift and
hours as applicable.
SLA
Advanced Sick Leave
Paid
In accordance with ARSD,
http://legis.state.sd.us/rules/DisplayRule.aspx?Rule=55:01:22:03
&Type=Rule.
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SLP Sick Leave Paid Out
Sick Leave payout for those employees not eligible for the Special
Pay Plan. This may even be used for annual leave that is over the
limit of the Special Pay Plan.
SLS
Special Pay Plan Pay
Out
Special Pay Plan for eligible employees includes Sick, Annual and
Longevity.
SLT Sick Leave Taken
Employee charge for taking sick leave. Web Timekeeping,
PHATIME, PHAHOUR.
SOL
Supplemental Pay -
Overload
Overload for work outside the contract and typically is used for
instructional purposes. This is in accordance with COHE and BOR
agreements.
SSC Summer School Summer Session.
SSE
Supplemental K12
Extracurricular
Special School Extra Curricular Activities.
SSO
Summer
Appointment Non-
Instruction
This earnings code is established for instructional staff that will be
performing non-instructional work. I.e., Research, Projects, etc.
STP Stipend
Stipends for Departmental Chair and above for taking on
leadership roles.
SUP Supplemental Pay
Supplemental pay for work outside the normal position and is not
considered Overload. This may be work within committees.
TBA Taxable Benefit Auto Taxable income for operating an institutional vehicle.
TBC
Taxable Benefit
Clothes
Taxable income for clothing.
TBG
Taxable Benefit
Membership
Taxable income for memberships.
TBT
Taxable Benefit
Tuition
Taxable income for tuition.
THA
Taxable Housing
(CEO)
Institutional CEO Housing only.
TMA
Taxable Moving
Allowance
This is used for reporting on the W2 any taxable moving
allowance paid to the employee.
TXB Taxable Benefit Baby Taxable income for baby wellness.
TXM
Taxable Benefit
Meal/Other
Taxable income for meals within the workday no overnight travel.
Taxable income for other taxable events such as apartment living
(non-cash).
TXP Taxable Phone Taxable income for phone usage.
TXR Taxable Benefit Risk Taxable income for Risk Assessment – BOP.
TXT
Taxable Benefit
Trinket
Taxable income for HealthyGov– BOP.
TXW
Taxable Benefit
Wellness
Taxable income for Benefit Wellness – BOP.
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UCD
University Card
Compensation
Institutional Card.
WCL
Worker's Comp
Leave WO Pay
Leave without pay for Workers Compensation
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Business Process Introduction The Board of Regents has defined the following policies and procedures in position control and budget.
Policies and Procedures
I. Budgeting Personal Services
A. Position Budgeting in NBAPBUD.
i. Position Creation
1. Multiple positions may be created for one person. These are
considered as primary, secondary, and overload. The system will
allow as many positions deemed necessary for the tracking of
workload, FTE, and reporting structures. However, a primary must
exist and they may only have one primary.
2. Positions must be created for the intended purpose of the position.
Therefore, a position or positions are created based on the role or
roles the incumbent will perform. Use contract field on NBAJOBS to
identify JOBS that are tied to 0 based budget. (Only when filled
vacancies are temporary.)
3. A position may only have one supervisor or approval authority
(timekeeping org). If additional supervisors exist, then secondary or
additional positions shall be created unless NBAJQUE (routing via
Job) is used. If an entire organization has a change as an interim,
NTRRQUE can be used as an interim routing source that will
supersede NBAPOSN and NBAJQUE.
4. For the purpose of tracking positions as they relate to faculty roles,
the following criteria should be used:
a. University faculty position classes (NTRPCLS) should be used
for all instructional, service, and scholarly activities related
to faculty. Specifically those position classes include: 00600,
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00601, 00602, 00603, 00604, 00610, 00620, 00630, 00650,
00700, 00701, 00702, 00703, 00704, 00710, 00720, 00730,
00750, 00800, 00801, 00802, 00803, 00804, 00810, 00820,
00830, 00850, 00900, 00901, 00902, 00903, 00904, 00910,
00920, 00930, 00950, 01000, 01010, 01040, 01041, 01042,
and 01043.
b. University research faculty position classes should be used
for the percent of time that faculty are released from the
instructional workload regardless of the fund source or
percent of time. Specifically, the position classes that shall
be used for this purpose include: 00640, 00641, 00642,
00643, 00740, 00741, 00742, 00743, 00840, 00841, 00842,
00843, 00940, 00941, 00942, and 00943. Release time
should be tied to grants or contract research funded by the
state, federal or private agencies.
5. Release time for this purpose is defined as reduction in course load
as identified by the contract and/or release from service
requirements.
6. For the purpose of tracking union eligibility, this shall be maintained
on the person. Conversion will load by person on PEABARG.
PEABARG must be updated as all COHE reports are generated from
the person record. However, the budget group will need to update
NBAPOSN for Bargaining so they can sort by bargaining unit.
7. For the purpose of tracking temporary faculty positions that have
no bearing on faculty reporting purposes for salary and/or
permanent positions, the temporary NTRPCLS may be used. This
NTRPCLS is not representative of rank and only has one
classification. The temporary position is for Adjuncts and Part-time
Faculty. This is not a replacement of a permanent position but
rather the permanent position for that adjunct or part-time faculty
member. If the adjunct or part-time faculty member is temporarily
filling a permanent position, they should be slotted in the
permanent position. HR/Budget can override NBAJOBS to reflect
the ECLS and Title as applicable.
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8. Pooled positions should be created by Organization only if
necessary.
9. All reporting from Banner for Budgeted FTE will be based on the
Position (NBAPBUD). Actual utilized FTE will be reported from
payroll history.
10. Vacancy reports will be created based on the status of the positions
on NBAPBUD. They will be compared to NBAJOBS. If no person is in
the job, then the position will show up on the report. The only
positions that will not show up will include Canceled or those with
an X or Y in the second character of the position field.
11. The coding of positions shall include the following:
a. First character is smart coded by institution (B = BHSU, D =
DSU, N = NSU, M = SDSMT, S, A, E, P = SDSU, U, Q, F = USD, R
= Regents, V = SDSBVI, and H = SDSD. USD and SDSU can
choose to use the indicator for their position as deemed
appropriate.
b. Second character is smart coded by the type of
classification (E = Employee, S = Student (non-federal
workstudy), W = federal workstudy, G = Graduate Students.
Lastly, X = Excess Authority and Y = Salary Salvage and are
only used for budgeting purposes; therefore, no individual
can be slotted in these positions.
c. The remaining 4 characters are numeric and start with 9999
and continue to decrease but are random with no meaning.
The reason we start with 9999 is so the last number used
will always pull to the top of the NBAPOSN query.
12. For tracking excess authority, institutions can utilize the xBDGT
organization code or X in the second character of the position
number. The use of Y in the second character position is optional
and is used to track salary salvage. This will allow the institutions
and the System to report on them alone. See 11ii above.
ii. Position Status / Class / Type / Title
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1. Considering the importance of maintaining operating budgets, it’s
important to assign positions with the appropriate status. Each
status has a different effect regarding the positions rolling into the
next fiscal year’s working budget. In NBAPBUD, budgets will have
one of the following statuses on the Salary Budgets tab:
a. Active - When salary budget information is entered for a
position, the position automatically becomes Active. A job can
be assigned (via NBAJOBS) only to a position whose status is
Active. Positions with a previous end date will only have an
active status if the position is no longer in use but can’t have a
zero budget. Budget will roll based on rules defined.
b. Cancelled - A Cancelled position is one that will no longer be
used, for example, a discontinued department's staff position.
The position can be re-activated at a later time, if desired. The
Cancelled status can be assigned to a position only if all
employee job records assigned against the position have been
terminated. A cancelled position needs to have an end date.
No budget will roll.
c. Frozen - A Frozen position is one that has been budgeted for,
has not been filled for a period of time, and is to be re-activated
at some future time. This status is used, for example, if there is
a hiring freeze, or if a position is deliberately left vacant to
utilize salary savings. Budget will roll based on rules defined.
d. Inactive - When a position is created on NBAPOSN, its status is
Inactive. This status may be used if the position is not intended
to be budgeted or filled for an indefinite period of time. It can,
however, be used in applicant processing or for other
specialized purposes. As soon as salary budget information is
entered for a position, its status changes to Active. Once a
position has a status other than Inactive, its status cannot be
changed back to Inactive. No budget will roll.
2. The definitions defined in the glossary in this manual are to be used
for determining position employee class.
3. Each position type will be a single position or pooled position.
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a. Single positions are used for one incumbent up to 1.0 FTE
b. Pooled positions may have multiple incumbents and any
number of FTE. Pooled records are not relegated to the part-
time temporary column of campus operating budgets.
Graduate assistants, labor FTE, and part-time FTE are to be
budgeted and assigned FTE using the campus’s best estimates.
All faculty positions, whether part-time and non-benefit
eligible or not, are to be budgeted with faculty class codes.
c. Bargaining units should be tied to each position on NBAPOSN.
Single positions are either eligible or ineligible. Pooled
positions are also either eligible or ineligible as a whole. A
pooled position for each condition needs to be created.
4. Each active position should have the appropriate position title and
classification.
iii. Salaries – Salary Planner will be used to indicate changes to previous year
salaries including additional dollars appropriated for salary policy increases
or other salary adjustments. Unless specific exceptions are approved by
the Board of Regents, the following policies will apply to funds
appropriated for salary policy increases:
1. Additional positions cannot be funded from salary policy increase
funds. New positions must be funded through salary salvage or the
elimination of existing positions or if the legislature approves
position with new funding.
2. Any mandated Legislative salary reductions must be evident in the
operating budget.
3. Salaries are budgeted at the object level in Banner in total but need
to be broken down by subobject for the State Accounting System.
4. PZRSTSP will be provided to the state upon completion of the
original operating budget based BD01. PZRSTSP is a salary report
that shows by sub-object projected FY salaries.
iv. FTE –“Full-time equivalent” or “FTE”, is a number which designates staffing
level where one full-time equivalent position is equal to the number of
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days, Monday through Friday, in a fiscal year, multiplied by eight hours per
day. FTEs need to tie to appropriations and are to be reconciled regularly
so FTE budget is not exceeded.
1. The equation for calculating an FTE excludes:
a. paid overtime hours;
b. hours paid to an employee assigned to a light duty position as
approved by the commissioner of the Bureau of Personnel due
to a temporary partial disability as defined in subdivision 62-1-
1(8);
c. hours paid for accumulated annual leave and sick leave upon
employee termination; hours paid to patient employees of the
institutions under the control of the Department of Human
Services and the Department of Military and Veterans Affairs;
d. hours paid to work-study students enrolled in postsecondary
educational institutions or postsecondary students employed
pursuant to chapter 3-6B;
e. hours paid to members of boards and commissions pursuant
to §4-7-10.4.
2. Based on SDCL 2-14-2, the following definitions shall be applied:
a. Faculty (including Adjunct, Clinical, and Graduate Assistants) and
Instructional Administrative
9-12 month with standard workload = 1.0 FTE. Typically 9
month = 1560, 10 month = 1733.33, 11 month = 1906.63
and 12 month = 2080 hours per month.
611020 - Account Code – Instructional Administrative
611030 – Account Code - Faculty
611040 – Account Code – Graduate Assistants
b. Non-Instructional Administrative, Professional/Technical, and
Career Service
Number of hours in year (typically 2080) or 12 months =
1.0 FTE
611010 – Account Code - Non-Instructional Administrative
611050 – Account Code - Professional Technical
611060 – Account Code – Career Service
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c. Non-workstudy part-time clerical, Temporary, and Labor
Number of hours in year (typically 2080) = 1.0 FTE
611170 – Account Code – Part-Time Temporary
611110 – Account Code – Student Labor
611115 – Account Code – Student Fellows
d. Workstudy Labor and Student Interns (Chapter 3-6B only)
excluded in the FTE calculations
611110 – Account Code – Student Labor
611130 – Account Code - Workstudy
II. Position Budgeting in Banner Finance
A. Longevity – Longevity and certification is budgeted in Banner Finance instead of on
PBUD due to efficiency. The budgets are uploaded to Budget Development using
spreadsheet budgeting by fund and org instead of touching individual records in
PBUD (LNG & CRT earn codes). Longevity budgets are to be loaded utilizing the
employee’s corresponding Fund, Org, Account, and Program from NBAPBUD.
Report HZRU Years of Service has been written in ODS to assist in determining the
longevity need. Account code 612000 – Longevity – Budget Only and account code
613000 Special School Certification – Budget Only have been established in Banner
Finance for this purpose. When budget reports for system reporting (i.e. Operating
Budget Report or Budgeted Salaries by Category) are developed, the longevity
budget from Banner Finance is to be reported in the Career Service category.
B. Employee Benefits – All employee benefits are also budgeted in Banner Finance by
using the spreadsheet budgeting application. All permanent full-time and
permanent part-time (50% or more time for at least six months per year) employees
are eligible for all benefits as provided by the Board of Regents and State. Each
employee needs to have a budgeted benefit amount corresponding to their
eligibility and budgeted salary. For non-benefit eligible employees, temporary
employees or labor lines of the budget are only be charged social security, workers
compensation and unemployment insurance. Actual benefit rates will vary from
year to year. The System Budget Manager will alert the institutions to updated
benefit standards when information becomes available.
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i. Social Security and Medicare - The employer’s obligation is
determined by a percent applied to all employee taxable wages up to a
maximum salary level per employee. The percent and salary
maximum are set by federal law. Currently, there is no maximum
wage base for Medicare. The tax rate for social security and Medicare
will be forwarded each year.
ii. Retirement - Employer’s contribution for employee retirement is 6%
of total salary for all permanent full-time and permanent part-time
Class A employees. The contribution for Class B members is 8% of
total salary. At this time, Class B Public Safety employees are campus
security guards. Class A employees are all other regental employees.
Each participating unit shall make an additional contribution in the
amount of six and two-tenths percent of any member’s compensation
in each calendar year that exceeds the maximum taxable amount for
social security for the calendar year. The additional contributions shall
be made only for Class A members and may not be treated as
employer contributions. (SDCL 3-12). Should the retirement
percentages be adjusted, notice will be give to the campuses.
iii. Worker’s Compensation and Unemployment Insurance - State
workers compensation assessment rates are based on agency specific
experience rates. Depending on experience, the rates are adjusted
upward or downward and are identified each year. Those numbers
will be forwarded to the campuses prior to budget formation.
iv. Life and Health Insurance/Flex Plan Fees - The cost for health and life
insurance is per benefit eligible employee and will be identified
annually.
C. Employee Benefits Package - All revisions and/or changes to the employee benefits
package that have an impact on the operating budget will be forwarded to the
institutions as soon as they are available. Also, all employee benefits must be
budgeted in each and every activity or sub-activity that has a salary budget, not in an
activity by itself.
III. Budgeting Operating Expenses
A. Budgeting in Banner Finance – OE budgets will utilize the Spreadsheet Budgeting
tool to load budgets to Banner Finance. The Budget Manager will provide a timeline
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indicating a due date for each step in the budget preparation process. Please see
the Board of Regents manual for spreadsheet budgeting procedures.
B. Budgeting Level - OE budgets will be loaded at the object level in Banner and broken
down by subobject for the State Budget System. The object level is salary, benefits,
travel, contractual services, supplies, grants, and capital assets.
IV. Tracking General Fund Allocations and Budgets
A number of general fund allocations have been permanently transferred to the
institutions. These particular allocations are to remain in the base budget and identified
by standardized organization codes. Other organizations are required to be tracked
separately and indentified by an organization code standard.
A. PhD Graduate Assistants – The graduate assistant positions funded for the PHD
programs are to be filled at the stipend rate for which we were funded. The salary
rate was allocated at the base amount and is inflated annually at the approved state
salary policy percentage increase for each 0.5 FTE assistantship. The tuition
reduction support funds are dollars that are to become part of the base support for
the PhD programs. The number of positions and stipend rates are as follows:
SDSM&T Nanoscience & Nanoengineering
SDSU Computational Science & Statistics
USD Computational Science & Statistics
MED Combined MD & PhD
B. Graduate Assistants for Existing Science and Technology Programs – DSU, SDSM&T,
and USD each received 0.5 FTE (1 position) graduate assistant to be paid a stipend
calculated at the original base and inflated annually by the approved state salary
policy percentage increase. The tuition reduction support funds will be included in
the formula base. The approved programs are:
DSU Computer Science/Information Systems
SDSM&T Natural Sciences, Computer Science/Information Systems,
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Chemical and Biological Engineering
SDSU Biology/Biological Sciences, Agricultural Sciences, Natural
Sciences, Mathematics, Engineering, and Pharmaceutical
Sciences
USD Biology/Biological Sciences, Biomedical Sciences, Natural
Sciences, Computer Science/Information Systems,
Mathematics, and Materials Chemistry
C. Technology Fellows – The campuses will fund the same number of technology
fellows in the base budgets as approved by BAC . The pay is be equal to the
student’s full-time tuition and fees for 32 hours. The number funded is:
D. Utilities – The general fund budget for utilities is to be tracked in a separate
budgeted organization as well as the actual expenses for all facilities. The
organization code for utilities is X52450 and budgets and expenditures need to be
tracked at the account level.
E. PhD Programs – The PhD programs, both funded and internally funded, are to be
tracked in a separate budget activity where possible.
F. Technical Institute Funding – These dollars also are be tracked in a separate budget
organization code.
G. Program Funded – If you have programs that are program funded (off the formula)
they are to be tracked in a separate organization. This would include the E-learning
programs, expanded nursing programs, USD nursing, and all the new PhD programs.
H. Other Organizations – Several other budgets are to be tracked in separate budgeted
organizations along with actual expenses for academic facilities. The budgeted
organizations must use the following codes:
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Admissions X42810
Financial Aid X42812
Registrar X42814
Student Financial Aid X42815
Accounts Payable X52011
Budget or Institutional Budget X52012
Accounting or General Accounting X52013
Purchasing X52015
Cashiers X52018
Grants Accounting X52019
Payroll X52020
Human Resources X52022
Human Resources - MED X52023
Agency X52040
Personnel Support Pool X52046
Utilities X52450
V. Expenditure Authority
Like general fund dollars, federal and other funds are appropriated and tracked by the
state. Authority, granted by Legislature, limits the number of dollars within the federal
and other fund sources spent without regard to actual cash balances.
VI. Grants Budgeting
Personal Services and Operating Expenses for open grants are created with the same
standards as all other budgets.
A. Personal Services – Salary and benefits budgets in grants follow the same policies
outlined in this manual unless directly conflicted by a specific grant or Research
Accounting policy. Position budgets need to have the appropriate status relative to
the position.
i. Active Grants – Active grants will have salary budgets in NBAPBUD
reflecting the number of dollars budgeted for the current fiscal year
in salaries. Each position will utilize a standardized position number
as defined in position creation procedures of this manual.
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ii. Excess Authority – In cases where authority has been granted
beyond the value of budgeted authority levels, a position housing
excess budget authority needs to be created. The total of all
budgeted authority will always be equal to expenditure authority
levels. As grant funding increases, dollars need to be moved from
the position housing excess authority to a standard grant funded
position. Excess authority positions will have position creation rules
as designated and defined in the position creation procedures of
this manual.
B. Operating Expenses – Operating Expenses are also budgeted in the same format
identified in this manual with the exception being the budget entry method. Please
refer to Research Accounting documentation for detailed instruction.
C. Revenue or non-grant budgets – The remaining non-grant budgets, including tuition
and other fee budgets, follow the same policies as personal services or operating
expense standards previously identified. Authority levels must equal budgets with
excess authority being identified by an indicator in position number.
VII. Budgets / Transfers and Realignments
A. Operating Budgets – Operating budgets must be completed by the end of July as
Board presentation occurs at the August meeting. Operating budgets must reconcile
with data on the State’s Central Accounting System on the object level.
Reconciliation sheets are provided to the institutions by the Budget Manager to help
in budget development. A timeline detailing due dates of all budget development
steps will also be provided by the Budget Manager.
B. Budget Transfers – Budget transfers can be requested at any time during the year
but are processed at the discretion of the Bureau of Finance and Management.
Institutional originated budget transfers will be presented to the Budget Manager
for review. After review, the Budget Manager then requests funding transfers from
the Budget Analyst at the Bureau of Finance and Management assigned to the Board
of Regents. With the exception of the base realignments, all transfers are temporary
and do not impact the base budgets. Budgets cannot be over expended in personal
services or operating expenses but can be overspent by within personal services and
operating expenses.
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C. Realignments – Base realignments are processed annually in July for the current
fiscal year. All processed realignments are permanent base adjustments. The
process is identical to budget transfers with campus personnel requesting a transfer
through the system Budget Manager who reviews the request and submits it to the
Bureau of Finance and Management.
VIII. Budget Rule Codes
A. Rule Code Definitions:
i. BD01 – Permanent Adopted Budget - Used only for our original FY
budgets, with the exception of restricted funds
ii. BD02 – Permanent Budget Adjustments - Used for permanent
changes after the initial fiscal year budget loads, even if a new
FOAPAL is required with the exception of restricted funds
iii. BD03 - Temporary Adopted Budget - Used when a new temporary
budget is created during the fiscal year needing a new FOAPAL
assignment or for a existing FOAPAL that was not originally
budgeted
iv. BD04 – Temporary Budget Adjustments - Use for temporary
adjustments to any existing FOAPAL created as BD01, BD02 or BD03
v. ZD01-ZD04 – Corresponds with same definitions as BD01-BD04 but
originated for use with a FUPLOAD.
vi. ZD04 and ZD14 – As definition designates, ZD04 is for temporary
adjustments in the current year where ZD14 relates to temporary
budgets loaded for the next fiscal year. Only ZD14 should be used
to load temporary budgets in a future fiscal year.
B. Rule Code Uses:
BD01s are only used to develop permanent adopted budgets. All changes to the
base budgets must be completed while the NTRFINI settings driving the original and
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adjusted budgets are set at BD01. The Budget Manager will identify a date for
completing all changes to the adopted budget and will change NTRFINI to BD02 for
the original and adjusted budget settings to indicate all changes going forward are
permanent budget adjustments to the adopted budget. All changes at that point
can still be temporary or permanent but will not affect the permanent adopted
budget. Permanent adjustments (BD02) are to be made to NBAPBUD and will
permanent budget adjustments and used roll forward to the next fiscal year’s
budget development process. Temporary changes will not be reflected in NBAPBUD.
IX. Institutional Process - Creating a New Position during the Fiscal Year
A. NBAPOSN
The Position Definition Form (NBAPOSN) establishes the definition of the position.
Therefore, in this portion of the workflow, no current position exists. Budget staff
will receive a report from the On-Line Employment System documenting the
appropriate information on a position. Upon receipt of the report (must be
retrieved from http://yourfuture.sdbor.edu/hr and budget staff must login and change
their user type to Budget), budget staff identified at the institution must go to
NBAPOSN.
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Key Points to consider when creating positions position defaults to the following fields:
Position Status=Inactive Status, Type=Single, Begin Date=System Date (Maintained on
NBAPBUD),
Follow these steps to complete the process.
Access the Position Definition Form (NBAPOSN).
Enter a Position Number. The position number is the number that the institution
has designated for this specific position (this will be defined on the position
description report located at http://yourfuture.sdbor.edu.
i. “Position Not Found; ADD assumed” message will be identified:
ii. Naming Convention for the position number is as follows:
First character is smart coded by institution (B = BHSU, D = DSU, N = NSU,
M = SDSMT, S, A, E, C = SDSU, U, Q, F = USD, R = Regents, V = SDSBVI, and
H = SDSD. Second character is smart coded by the type of classification (E
= Employee, S = Student (non-federal workstudy), W = Federal
Workstudy, G = Graduate Students,[X = Excess Authority, Y = Salvage (no
individual can be slotted in these positions)]. Third through the sixth
numeric character represents non-logic scheme starting with 9999 and
working sequentially down to 0000. If all 9,999 numbers are used, then
the third character shall move to alpha working from A to Z with the
fourth through sixth numerical characters working from 999 to 000 and
so forth.
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iii. Click OK and select next block.
iv. Place the cursor in the Position Class field.
v. Enter the position class value created in the NTRPCLS process. The value
defaults in Position Title, Employee Class, Salary Group, Salary Table,
Salary Grade, Salary Table, Salary Step (if applicable), Salary Range,
Probationary Period, and Exempt Indicator, all of which were created on
NTRPCLS (position class).
vi. If no step defaults, then enter applicable step. If this position does not fall
within a step, enter 0.
vii. Override the title as necessary. Example: The title for an instructor may
default in as Instructor – 12 months. The title could be modified to
Instructor – Biology.
viii. Enter the reporting position number.
ix. Enter the collective bargaining unit eligibility.
x. Enter the Job Location.
xi. The following fields will not be used: Job Progression, Work Schedule,
and Accrue Seniority.
xii. Click the Save icon. The Compensation/Classification Change Date
window appears. The default date is the system date. This date can be
overridden with a past date, but not a future date. Click the OK button to
close the window.
xiii. The position is currently inactive and will not be active until a position
budget is created; therefore, the position budget needs to be created.
There are two options to access the position budget form (NBAPBUD):
Select Position Budget from the Options menu, and exit the form, and
then use the direct access box on the main form to access NBAPBUD.
xiv. To manage the CUPA reporting, go to Options, and select Regulatory
Information.
1. Go to Occupational Title Code Field
2. Select the drop down
3. Select the appropriate code (A = Administrative, M = Midlevel,
and F=Faculty)
4. When you run PZRCADM, all that have a code with an A, will
pull into a report that can be uploaded to CUPA.
5. When you run PZRCFAC, all that have a code with an F, will
pull into a report that can be uploaded to CUPA.
6. When you run PZRCMID, all that have a code with an M, will
pull into a report.
7. Here are the directions for the CUPA reports:
1. Hiring Source. We have no way currently to pull from
Banner or PPLA if it is an External or Internal Hire. CUPA
allows for Don’t Know. So we placed Don’t Know in the
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logic. The system allows for this default. You can go in if
desired and change.
2. We are pulling the data as of the current effective date
(system date) when run. So, if you want to run the report
and review prior to uploading to be sure it is accurate.
Then when ready, you can run the final run in October
prior to uploading the final document.
3. When you get the .lis, you will need to save with an
extension of .CSV. This is only the way to update.
PZRCADM.CSV (for example).
4. Open positions will reflect the salary of the prior
incumbent.
5. Create the Upload File according to the directions below.
i. Go to SurveysOnLine at
https://surveysonline.cupahr.org and logon as you
normally would.
ii. Go to Surveys/Survey Menu and select the
Administrative Compensation Survey for year on
which you are reporting.
iii. Check “My institution will complete this survey.”
This step will reveal an Upload Data area right below
the Survey Status area.
iv. Use the browse button to find your file to be
uploaded.
v. Select your file and hit the Upload button.
vi. Wait while your data are verified and imported to
your AdComp Survey online.
vii. You will then get a Web page report that your data
file was imported without trouble - or you will be
notified that there are one or more errors in the file
that must be fixed. Correct the error(s) and
resubmit. You may have to repeat this step several
times if you have numerous errors in the file.
viii. Once you have uploaded your data and completed
the Institutional Basics, Pay Practices, and Feedback
sections, please remember to check the box “My
institution has completed this survey.”
IMPORTANT - If you have to re-update (upload), it will write over the old data. So, you
will want to be sure if you changed anything, you document so you can go over it again.
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B. NBAPBUD (setting up a new position)
The Position Budget Form (NBAPBUD) enables the institution to associate budget and
accounting information with a position. This form allows the budget staff to authorize
position budgets, define position salary, fringe benefits, premium earnings, and add
comments.
A. Tab One: Position Budget
When the NBAPBUD form is open, the Position Budget tab is open. Here the
following variables can be identified:
•••• Status (Active, Frozen, Cancelled, Inactive)
•••• Type (pooled or single)
•••• Position Begin Date
•••• Position End Date (Not required – will default to Job)
•••• Salary and Premium Earnings budget roll rules
•••• Authorization
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Note: Active and frozen positions will roll into a working budget and will be fed
to Finance. Cancelled and Inactive position budgets will not roll.
Follow these steps to complete the process.
1. Enter the current fiscal year in the Fiscal Year field. The format is
####.
2. Enter a position number in the Position field.
3. Perform a Next Block function.
4. In the Type field, the default is Single. Override the default as needed.
Single means that one incumbent (or two or more total 1 FTE) will fill
this full-time position. Pooled means that there could be multiple
incumbents and multiple FTE’s.
5. Enter ‘S’ in the COA field (Chart of Accounts) which should default.
6. Enter the Budget Profile. This is the only way to identify what
institution budget owns the position.
7. Enter the Begin Date of the position in the appropriate Position
Effective Dates field.
8. A job (NBAJOBS) cannot be assigned with an Effective Date prior to
the Begin Date on NBAPBUD.
a. Effective date needs to be the first date in the month of
when the incumbent is hired. For example, if hired on
7/15/05, the effective date should be 7/1/05 because that is
the beginning of the pay period.
b. In the Salary field select a budget roll rules for the salary
field. The Budget Roll Rules for salary rolls and premium
earnings are established on the Employee Class rule form
(PTRECLS.) The value defaults based on the employee class
entered on NBAPOSN: Budget method can be overridden if
necessary. The value entered for the Salary field will decide
how the budget will be rolled when preparing the positions
budget for the working phase. The budget module has
defined that ‘Current Budget’ shall be selected for salary and
‘Actual Expense’ for premium earnings.
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B. Tab Two: Salary Budgets Tab
This tab will provide the following information on a position: past, current, and
future fiscal years as applicable, what the status of the budget is, the COA,
Organization, Budget ID and Phase (FTMOBUD), Budgeted FTE – one FTE for
single positions; number of anticipated incumbents for pooled positions, salary
budget – encumbered, expended, remaining (display only).
Follow these steps to complete the Salary Budgets Tab.
1. Enter the fiscal year for the budget in the Fiscal Year field. The format is
####. If unsure of current active fiscal year, click the Search icon to the right
of the field. The fiscal year indicates the fiscal year that is active. There will
be one salary budget for each fiscal year. These records are created through
the budget roll process described in the previous block.
2. Enter the Organization: Enter the smart-coded department that “owns” the
position. Click the Search icon for eligible smart-coded organization codes.
This must be data enterable. In the case of a position with multiple
organizations from labor distributions, this would be the primary or major
organization.
3. Enter a creation date: The date the budget was created. A job cannot be
entered against a position prior to this date. This date cannot be prior to the
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date the position was created (the date value entered in the Begin Date field
on the first block of the form).
4. Position Status: Defaults as Approved. Maintain this default and allow the
system to utilize other status such as Working and Closed via the roll process.
5. Enter the institutional Budget ID: Enter the institutions defined Budget Id
code. This will be provided by the Board Office, which will represent the
budgeted period for the system.
6. Enter in the Phase: Enter the system’s defined Budget Phase code. Each
budget may have many phases of development within it, each with its own
identifiable notification.
7. Enter the Chart of Accounts (COA) value of S.
8. Salary Group does not need to be entered. This is used in budget roll. This
field will be automatically populated during the budget roll process. The
value is for reference only.
9. Enter in the Base Units: Defaults from pay factor on PTRPICT. If individual
records are to be overridden from the rule established, change here. If you
are zero budgeting a position, you will be prompted to zero out this field as
well.
10. Create the FTE/Salary Records: Defaults from values established within the
employee class. If individual records are to be overridden from the rule
established on PTRECLS, click/unclick here. This field should only be checked
if using FTE enhancement.
11. Budgeted Amount: Enter the total salary budgeted amount regardless of
labor distributions.
12. Position Budget Basis: Defaults from pay factor on PTRECLS. This can be
overridden on the budget and/or jobs (NBAJOBS) record.
13. Position Annual: Defaults from PTRECLS. This can be overridden on the
budget and/or jobs (NBAJOBS) record.
14. Budget Appointment Percent: Defaults with a 100% appointment
representation. This will always be 100% and the pay and factors will be
modified as applicable to arrive at the right FTE.
15. Budgeted FTE: The FTE record should calculate itself based on most of the
PTRECLS variables; however, if there are no FTE records, enter the FTE that
will be budgeted for here. Example: Enter a 1 for one FTE; for pooled, enter
the number of anticipated FTE.
16. When finished completing the fields, click the Save icon.
C. Tab Three: Fringe Benefits Tab
The fringe budgets are created during the fiscal year budget roll. With the actual
fringe method, this tab will be automatically updated. SDBOR has opted to not
utilize the Fringe Benefits in NBAPBUD. This form does not need to be
completed.
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D. Tab Four: Premium Earnings Tab
SDBOR has opted to not utilize the Premium Earnings in NBAPBUD. This form
does not need to be completed.
E. Tab Five: Labor Distributions Tab
The Index, Fund, Organization, Account, Program, Salary Budget, and Percent
line is the budget and labor expense accounting line. There can be multiple
accounting (FOAPAL) lines per position. The Salary Budget and Percent fields are
used to indicate what portion of the budget goes to which accounting line
(FOAPAL). To the right of the accounting lines, a vertical scroll bar will be
available. If there are more records than will appear on the form, the bar will be
activated.
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Follow these steps to complete the process.
1. Access the Labor Distributions tab. This labor distribution will default to the
job (NBAJOBS).
2. Enter the appropriate index value in the Index field if indexes are used. The
Fund, Organization, Account, and Program values will default from the Index.
3. If no index field is entered, enter the appropriate smart-coded fund in the
Fund field.
4. If no index field is entered, enter the appropriate smart-coded organization
in the Organization field.
5. Enter the appropriate value in the Account field.
6. If no index field is entered, enter the appropriate value in the Program field.
7. Enter either the Salary Budget or Percent. Any combination, but the labor
distribution lines must equal 100%. If entering more than one account line:
enter the first line, arrow down to the next line, enter the next line, etc.
8. Click the Save icon.
F. Tab Six: Comments Tab
The Comments tab allows for free flow comments. Information regarding the
budgets and accounting information being associated can be entered. If entering
a comment, the individual adding comments, must place their initials and date
after the comment for historical tracking. This tab becomes available after
saving the labor distribution and returning to the Salary Budgets tab.
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Follow these steps to complete the procedure.
1. Access the Comments tab.
2. Enter the comment.
3. Click the Save icon.
4. Click the Exit icon.
5. If entering information on Vacancy items, you will need to begin the comment
with FY##-LR11 and end with FY##-LR11. This is the only way we can report the
whole statement for the vacancy report.
6. *When entering any free text, SDBOR is an equal employment opportunity
employer, therefore, comments shall be free from any discriminatory language.
X. Institutional Process - Updating a Current Position during the Fiscal Year (Temporary
or Permanent)
Throughout the fiscal year, positions may change by means of labor distribution, COHE
eligibility, percent of time, etc. In some of these cases, budget staff will receive a report
from the On-Line Employment System (Your Future) documenting the appropriate
information on a position change as it relates to classification and salary. Upon receipt
of the report (must be retrieved from http://yourfuture.sdbor.edu/hr and budget staff
must login and change their user type to Budget), Budget and/or HR staff identified at
the institution must go to NBAPOSN to make the necessary position change and/or go
into NBAJOBS to make the necessary salary change. If the salary change is permanent,
then NBAPBUD would need to be changed.
A. Permanent Salary Adjustment
There are two application forms that are required when performing Permanent Salary
Adjustments. Those forms are NBAPBUD and NBAJOBS.
Take the following action when completing Permanent Salary Adjustments:
1. NBAPBUD
2. Go to NBAPBUD
3. Go to the Salary Budgets Tab
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4. Change the Budgeted Amount
5. Save
6. Go to the Labor Distribution Tab
7. Review FOAP
8. Modify FOAP as Applicable
9. Save
10. Go to Comments
11. Document job related why budget changed
NBAJOBS
1. Go to NBAJOBS
2. Go to the Job Detail Tab
3. Go to Options and select “Add a New Effective Date”
4. Add date to take effect
5. Save
6. Change the Assigned Salary (monthly)Review the Hourly and Annual to be sure
calculated correctly.
7. Review Factor and Pays to be sure correct
8. Add a Change Reason
9. Ensure the EMPR is correct
10. Ensure FTE and Hours Per Day and Per Pay are correct
11. Save
12. Go to Labor Distribution Tab
13. Ensure FOAP is correct
14. If not, go to Options and Select “New Effective Date”
15. Add effective date
16. Save
17. Change FOAP
18. Save
B. Temporary Salary Adjustment
There is one application form required when performing Temporary Salary Adjustments
(NBAJOBS).
Take the following action when completing Temporary Salary Adjustments:
NBAJOBS
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1. Go to NBAJOBS
2. Go to the Job Detail Tab
3. Go to Options and select “Add a New Effective Date”
4. Add date to take effect
5. Save
6. Change the Assigned Salary (monthly)
7. Review the Hourly and Annual to be sure calculated correctly.
8. Review Factor and Pays to be sure correct
9. Add a Change Reason
10. Ensure the EMPR is correct
11. Ensure FTE and Hours Per Day and Per Pay are correct
12. Save
13. Go to Labor Distribution Tab
14. Ensure FOAP is correct
15. If not, go to Options and Select “New Effective Date”
16. Add effective date
17. Save
18. Change FOAP
19. Save
C. Permanent FTE Adjustment
There are two application forms that are required when performing Permanent FTE
Adjustments. Those forms are NBAPBUD and NBAJOBS.
Take the following action when completing Permanent FTE Adjustments:
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NBAPBUD
1. Go to NBAPBUD
2. Go to the Salary Budgets Tab
3. Review the Position Budget Basis and the Position Annual Basis
4. The Position Budget Basis is the calculated time the position would be
budgeted. The Position Annual Budget is the total number of pay periods the
position is active and the Position Budget Basis equals the calculated amount.
(In example, if position is paid over 12 months the position annual basis would
be 12, and if the position is ½ time then the position budget basis is 6 months).
5. This will automatically calculate the FTE. The percent should be 100%.
6. Save
7. Go to the Labor Distribution Tab
8. Review FOAP
9. Modify FOAP as Applicable
10. Save
11. Go to Comments
12. Document job related why budget changed.
NBAJOBS
1. Go to NBAJOBS
2. Go to the Job Detail Tab
3. Go to Options and select “Add a New Effective Date”
4. Add date to take effect
5. Save
6. Change the FTE amount
7. Change the hours per pay
8. Change the assigned salary (monthly)
9. Review the Hourly and Annual to be sure calculated correctly
10. Review Factor and Pays to be sure correct
11. Add a Change Reason
12. Ensure the EMPR is correct
13. Save
14. Go to Labor Distribution Tab
15. Ensure FOAP is correct
16. If not, go to Options and Select “New Effective Date”
17. Add effective date
18. Save
19. Change FOAP
20. Save
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D. Temporary FTE Adjustment
There is one application form required when performing Temporary FTE
Adjustments (NBAJOBS).
Take the following action when completing Temporary FTE Adjustments:
NBAJOBS
1. Go to NBAJOBS
2. Go to the Job Detail Tab
3. Go to Options and select “Add a New Effective Date”
4. Add date to take effect
5. Save
6. Change the FTE amount
7. Change the hours per pay
8. Change the Assigned Salary (monthly)
9. Review the Hourly and Annual to be sure calculated correctly.
10. Review Factor and Pays to be sure correct
11. Add a Change Reason
12. Ensure the EMPR is correct
13. Save
14. Go to Labor Distribution Tab
15. Ensure FOAP is correct
16. If not, go to Options and Select “New Effective Date”
17. Add effective date
18. Save
19. Change FOAP
20. Save
E. Permanent Change in Duties
There may be up to three forms used when performing Permanent Change in Duties.
Those forms include NBAPOSN, NBAPBUD, and NBAJOBS.
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NBAPOSN
First, the Position Description finding from PPLA must be reviewed by Budget to identify
if the position has been reclassified to another position classification. In the event the
position has been reclassified, then a new position must be created if not currently in
the database. This can be accomplished by going to NBAPOSN and creating a new
position (see A above).
NBAPBUD
Second, if the position has been reclassified, then the current position budget status
must be changed to Frozen, Inactive or Cancelled. Inactive will inactivate the position
on NBAPOSN.
NBAJOBS
Third, if the position has been reclassified, then the past JOB must be terminated and a
new JOB must be created based on the new POSN and PBUD. If changing from and
exempt to an overtime eligible position or vice versa, this is best completed on a pay
period for a seamless transition.
To terminate a JOB on NBAJOBS,
1. Go to NBAJOBS
2. Go to Job Details Tab
3. Go to Options, Select “Add a New Effective Date”
4. Enter the date you want to terminate
5. Save
6. Change the Status from Active to Terminate
7. Change the Change Reason documenting termination reason
8. Save
9. End date of Job will auto-populate
F. Temporary Change in Duties – Exempt Employees
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There is only one form to modify when performing Temporary Change in Duties
(NBAJOBS). Temporary duty changes must be reflected by the appropriate earn code on
the Default Earnings Tab for Exempt from Overtime Employees. The Job Detail
Compensation block can only be the regular duties. This is the salary that calculates the
Insurance Salary.
NBAJOBS
1. Go to NBAJOBS
2. Go to the Default Earnings Tab
3. Select Options, Select “New Effective Date”
4. Enter the Date for which you want the earning to begin
5. Save
6. Enter the appropriate earn code
7. Enter the appropriate hours/units
8. Enter the appropriate rate for those earn codes with a special rate
9. Enter the appropriate end date. The end date should be one day after the
actual end date. If you do not select the day after, the earnings will be shorted.
10. Save
G. Temporary Change in Duties – Non-Exempt Employees
There is only one form to modify when performing Temporary Change in Duties
(NBAJOBS). Temporary duty changes must be reflected by the appropriate premium
code on the Payroll Default Tab for Overtime Eligible Employees. The Job Detail
Compensation block can only be the regular duties. This is the salary that calculates the
Insurance Salary. By using the premium code, overtime is now calculated into the
regular rate of pay.
You will notice that the Premium Pay will have three options for additional duty pay
(3%, 5%, and 10%).
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H. Union Eligibility/Change
Union eligibility can be tracked on two application forms. The position
(NBAPOSN) form can track union eligibility as well as the person form
(PEABARG). SDBOR will be using both PEABARG and NBAPOSN. On the person
form (PEABARG), institutions will need to track by person when the individual is
eligible and then terminate their eligibility as appropriate. This is the form that
all COHE reporting is conducted. NBAPOSN is used for Salary Planner purposes.
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PEABARG
1. Go to PEABARG
2. Enter the Employee ID
3. Next block
4. Select the appropriate Bargaining Code
5. Select the appropriate Relationship Code
6. Enter Effective Date
7. Enter the End Date as appropriate
8. Save
9. Next Block
10. Enter Position
11. Enter Suffix
12. Save
COHE eligibility will be tracked in Salary Planner. Therefore, NBAPOSN must be
updated to the download into Salary Planner.
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XI. Institutional Process – Budget Procedures (PS and OE)
A. System Office Process - Creating a Working Budget
The following forms and processes will be used in creating a working budget: Mass
Salary Table Roll Rules Form (NTRSTRL), Salary Table Update Process (NBPMASS),
Budget Roll Rules Set up (NBAPBUD), Budget Roll Set up (NTRBROL), and Budget Roll
Process (NBPBROL). This entire workflow is completed by the BOR System Office.
i. Build the Fiscal Year
Ensure that the fiscal year is set-up on the Fiscal Year Maintenance Form
(FTMFSYR). Note: Leave all fiscal periods in the not open status – this will save
unwanted postings. Only open the first period to roll the new budget back to the
operating ledger.
ii. Check System Data
Instruct the system to reject error transactions fed from Budget Development to
Finance on the System Data Maintenance Form (FTMSDAT). This form can be
used to:
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• Check for process codes that will roll the budget back to the
ledger,
• Query on Entity/Usage Code FBGTRNI and Attribute Code
SYSTEM ID, Option Code 1 BUDGET, and
• The Data field should be set to DR: D = Feed the budget
entries in detail from Budget Development; R = Reject the
entries if error occurs and send it back to Budget
Development; and Insures Budget Ledgers match Operating
Ledgers.
iii. Check FTMOBUD
Budget will need to be sure that a Budget ID and Phase are set up to begin the
budget roll. The System Budget Officer will work with the Budget team in
creating a budget calendar.
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iv. Check NBAFISC
The Fiscal Year Form enables the organization to define the parameters of a
fiscal year. There can be an unlimited number of fiscal years; however, there can
only be one active fiscal year per chart of accounts. Budget will want to be sure
the appropriate fiscal year is created.
v. Upgrade Salary Tables (NTRSTRL and NBPMASS Process)
(This step will be performed by a BOR employee).
The Mass Salary Table Roll Rules Form (NTRSTRL) is used to roll salary tables from
one year’s group to the next year’s group. This form allows the organization to do
a mass salary increases on the salary tables by a percentage, a flat amount, or a
combination of the two methods. Once the salary increase information is defined,
a system employee will run the NBPMASS process to do the update. This process
will be used for all tables even if the mass increase is zero percent. This will
ensure that the table and grade accurately reflect the year.
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Follow these steps to complete the process.
a) Access the Mass Salary Table Roll Rules Form (NTRSTRL).
b) Enter the appropriate salary code in the Roll from Salary Group field.
This is generally the current fiscal year.
1. Enter the appropriate salary code in the ‘To’ field. This value will
always represent the fiscal year.
2. Enter the table code in the Salary Table field. Example: CN (Career
Service N Series)
3. Enter a percent in the Increase Table Rate Percent field if
appropriate.
4. Enter an amount in the Increase Table Rate Amount field if
appropriate.
5. Select the appropriate rounding method, using the Rounding
Indicator drop-down list.
6. Click Change All Grades checkbox or enter the grades in the
applicable grades box as appropriate. By clicking this, all grades in
the table will be populated with the appropriate percent and
rounding method.
7. Click the Save icon.
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8. Perform an Insert Record function. This is necessary in order to
avoid overwriting previously entered data.
9. Repeat the process until all tables have been completed.
10. Click the Exit icon.
c) The Salary Table Update Process (NBPMASS) can be first run in Report
mode which does not update the database. This allows a review of
the changes that will be made and allow for the correction of errors.
Once run in Report mode, verify the results and note if any salary
information is missing. If information is missing, add that to NTRSTRL,
then re-run again in Report mode.
d) Running the Salary Table Update Process (NBPMASS) in process mode
updates the database. Once this is completed, review NTRSALA and
make any needed changes manually to the salary tables.
1. Follow these steps to complete the procedure in report or process
mode.
2. Access the Mass Salary Table Update Report (NBPMASS).
3. Double-click in the Printer field to select printer or database
designation.
4. Enter R (for report mode) or P (for process mode) in the Values
field for the 01 Report Mode parameter.
5. Enter U in the Values field for the 02 Process parameter.
6. Leave the Values field for the 03 Job Change Reason Code
parameter blank.
7. Enter the old year in YYYY format in the Values field for the 04
Salary Group (FROM) parameter.
8. Enter the new year in YYYY format in the Values field for the 05
Salary Group (To) parameter.
9. Enter the 06 Rule Set parameter if applicable
10. Enter the 07 Personnel Change Date if applicable
11. Enter the subset of employees, if applicable, for the 08 Use
Population Selection
12. Enter the Selection ID if applicable
13. Enter the Creator ID if applicable
14. Enter the Application ID if applicable
15. Click the Save Parameter Set as checkbox.
16. Click the Submit radio button to process the report.
17. Click the Save icon.
18. Click the Exit icon.
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vi. Establish Position Roll Rules
The purpose of working positions is for budget modeling as well as the first step
in creating active position budgets for the new fiscal year. Positions will roll
based on the roll rules established on the Position Budget Form (NBAPBUD).
NBAPBUD was set up during the creation of the position. In addition, the rules
were established on the employee class rule form (PTRECLS).
vii. Prepare to Roll to Working Position Status
Institutions may have many working position budgets or just one. When using
budget development working positions will be fed to budget development if not
using working budgets, the roll process will still need to be completed to roll to
finance. The Budget Roll Process Parameter Rule Form (NTRBROL) allows the
institution to increase or decrease position budget amounts by Employee Class.
The position roll method approved for the Board of Regents is Current Budget.
However, there are other alternatives which include:
•••• Actual Expenditure - Current Expenditure (NBAPBUD) * % on
NTRBROL
•••• Current Budget - Current Budget Amount (NBAPBUD) * % on
NTRBROL
•••• Current Encumbrance - Salary Encumbrance (NBAJOBS) for
incumbents * % on NTRBROL (Midpoint used for vacant FTE)
•••• Current Salary - Current Salary (NBAJOBS), applies new salary table
grade and step, then * % on NTRBROL
•••• Range Midpoint - Midpoint from (NTRSALA) * % on NTRBROL
•••• Remaining Budget - Remaining budget from (NBAPBUD)
•••• Zero - Zero
viii. Creating a Working Budget
The Budget Roll Process (NBPBROL) executes the budget roll (including fringe
benefits, if desired) from one fiscal year to another. Results are posted to the
Position Totals block and the Fringe Total block of the Position Budget Form
(NBAPBUD). This process will be completed by the System Budget Manager
(BOR).
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Note: To actually roll positions to the working status a budget ID and phase on
FTMOBUD must be created.
Follow these steps to complete the procedure
1. Access the Budget Roll Process (NBPBROL).
2. Double-click in the Printer field to select printer or database designation.
3. Enter the new year in YYYY format in the Values field for the 01 Fiscal Year
parameter.
4. Enter a Budget ID in the Values field for the 02 Budget ID parameter.
5. Enter a Budget Phase in the Values field for the 03 Budget Phase
parameter.
6. Enter the current year in YYYY format in the Values field for the 04
Current Fiscal Year parameter.
7. Enter the S COA code in the Values field for the 05 Chart of Accounts
Code parameter.
8. Enter the salary group code in the Values field for the 06 Salary Group
Code parameter.
9. Enter R in the Values field for the 07 Report Choice parameter. R will roll
the positions to working status.
10. Click the Save Parameter Set as checkbox.
11. Click the Submit radio button to process the report.
12. Click the Save icon.
13. Click the Exit icon.
ix. Approving a Working Budget
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Once ready to approve the working budget, run the NTPBROL process using an R in
Parameter 07. Note: run this process to delete unneeded working budgets after
the approval process. In this case, use D (Delete) in Parameter 07.
x. Verifying the Positions
Once the roll is completed, verify the positions on the Position Salary Budgets
Form (NBAPBUD). Notice that the new fiscal year is shown and the position status
is working. When positions are in working status changes may be made to the
positions budgeted amounts if needed. Note: The worksheet Budget Worksheet
Report (NBRBWRK) may be used to verify results.
Note: While the positions are in the working status, the query form NBIPINC or run
the incumbent report NBRPINC cannot be used. Once changes are completed,
then feed the working budgets to budget development. If not using budget
development, this step will not be necessary.
Note: After the feed to Budget Development, the distribution to be posted should equal
zero.
xi. Budget Maintenance Process (NBPBUDM)
SDBOR has opted to not use encumbrances and therefore, will not run this
process.
xii. Interface to Budget Development (NHPFIN1)
Run the Finance Interface Extract (NHPFIN1) to prepare extracts for working
budget amounts. The Finance Interface Extract (NHPFIN1) populates the
Temporary Budget Table (NHRTBUD) and the Finance Interface Collector Table
(NHRFINC) with identical sets of detailed information. To continue the budget
roll process and pass working budget amounts to Banner Finance, run the
Finance Interface Report (NHPFIN2). NHPFIN2 creates the Finance Document
Number for the transactions. The transactions going to Banner Finance supply
the GURFEED table with Finance Document Numbers that contain working
budget amounts. NHPFIN2 also sends the Finance Document Number to the
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Temporary Budget Table (NHRTBUD) and NHRFINC tables. This transfer of data is
represented by the arrows.
After working budgets for a fiscal year have been approved within the institution
in the Finance and Human Resources departments, run NBPBROL again with the
option to approve the budgets. The NBPBROL process then moves the detailed
information about budgets from the Temporary Budget Table (NHRTBUD) to the
Finance Distribution Table (NHRDIST) where the various salary reports can be
used, as well as the two online query forms. See the next page for a complete
process flow. The approved budget information can then be accessed on the
Labor Distribution Data Inquiry Form (NHIDIST) by querying on the Finance
Document Number.
The Finance Interface Extract (NHPFIN1) extracts budget data for Finance System
interface and updates the position totals. (SDBOR does not manage COBRA).
Follow these steps to complete the procedure.
1. Access the Finance Extract Process (NHPFIN1).
2. Double-click in the Printer field to select printer or database designation.
3. Enter N in the Values field for the 01 Interface COBRA Flag parameter.
4. Enter Y in the Values field for the 02 Interface Budget Flag parameter.
5. Enter N in the Values field for the 03 Interface
6. Encumbrance Flag parameter. Click the Save Parameter Set as checkbox.
7. Click the Submit radio button to process the report. Click the Save icon.
8. Click the Exit icon
xiii. Running the Finance Interface Report (NHPFIN2)
The Finance Interface Report (NHPFIN2) passes NHPFIN1 transactions to the
Finance System and provides an optional report detailing the data extracted and
passed to Finance. In addition, NHPFIN2 moves budget transactions from
NHRFINC to the General Collector table (GURFEED).
Follow these steps to complete the procedure.
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1. Access the Finance Interface Report (NHPFIN2).
2. Double-click in the Printer field to select printer or database designation.
3. Enter Y in the Values field for the 01 Produce Detail Report (Y/N)
parameter.
4. Enter Y in the Values field for the 02 Interface Trans to GURFEED
parameter.
5. Leave the Values field for the 03 Expenditure Payroll ID parameter blank.
6. Click the Save Parameter Set as checkbox.
7. Click the Submit radio button to process the report.
8. Click the Save icon.
9. Click the Exit icon.
xiv. Running the Finance Budget Feed Process (FBRFEED)
SDBOR has opted to not use budget development and therefore, will not run this
process.
xv. Approving Positions (NBPBROL)
The Budget Roll Process (NBPBROL) executes budget roll (including fringe
benefits) from one fiscal year to another. Results are posted to the Position Totals
block and the Fringe Total block of the Position Form (NBAPOSN).
Follow these steps to complete the procedure.
1. Access the Budget Roll Process (NBPBROL).
2. Double-click in the Printer field to select printer or database designation.
3. Enter the fiscal year in YYYY format in the Values field for the 01 New
Fiscal Year parameter.
4. Enter the Budget ID code in the Values field for the 02 Budget ID
parameter.
5. Enter the budget phase code in the Values field for the 03 Budget Phase
parameter.
6. Enter the current fiscal year in YYYY format in the Values field for the 04
Current Fiscal Year parameter.
7. Enter the S COA code in the Values field for the 05 Chart of Accounts
Code parameter.
8. Enter the salary group code in the Values field for the 06 Salary Group
Code parameter.
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9. Enter A in the Values field for the 07 Report Choice parameter.
10. Click the Save Parameter Set as checkbox.
11. Click the Submit radio button to process the report.
12. Click the Save icon.
13. Click the Exit icon.
A. System Process - Updating the Fiscal Year
After the fiscal year has been created and identified on the Fiscal Year Maintenance
Form (FTMFSYR), the fiscal year needs to be entered within the HR system. The
Fiscal Year Form (NBAFISC) identifies valid fiscal years in Position Control and Human
Resources. The fiscal year identifies which year positions/budgets will be tied to
through the budgeting process. This fiscal year is activated only once, and then
systematically rolled during each fiscal year roll process.
Warning: Do not change the active year manually from one year to another. The
approval process in the budget roll program (NBPBROL) automatically changes the
new fiscal years to Active, and deactivates old years.
Follow these steps to enter a new fiscal year.
i. Access the Fiscal Year Form (NBAFISC).
ii. Enter the fiscal year that is going to be active in the Year field. The first fiscal
year is Active; future years are Inactive. The approval process in the budget roll
program (NBPBROL) automatically changes new fiscal years to Active, and
deactivates old years. Therefore, there is no need to check the Active
checkbox. Only one fiscal year can be open at a time.
iii. Enter S in the COA field. The Begin Date and End Date will default from the
values of the fiscal year entered in the finance system.
iv. Click the Save icon.
v. Click the Exit icon.
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Queries and Reports Note: To see samples of the output of these reports, refer to Chapter 20 of the SCT Banner
Human Resources User Guide.
I. Querying Payroll Distribution Data (NHIDIST)
The Labor Distribution Data Inquiry Form (NHIDIST) provides query access to all payroll
distribution data. This form displays earnings and/or benefit data for the Chart of Accounts,
FOAPAL elements, category, and date range entered in the Key block.
Follow these steps to complete the procedure.
A. Access the Labor Distribution Data Inquiry Form (NHIDIST).
B. Double-click in the Finance Document Number field to select a finance document.
C. Enter a COA code in the COA field.
D. Double-click in the Index field to select a code from the account index code list.
E. Enter a date in the From Date field.
F. Enter a date in the To Date field.
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G. Perform a Next Block function.
H. Click the Exit icon.
II. Position Status Exception Report (NBRPSTA)
The Position Status Exception Report (NBRPSTA) lists exception status positions (that is,
over budget, vacant, cancelled, frozen, under-encumbered, or over-filled) based on salary
data only, fringe charge-back data only, or combined salary and fringe charge-back data.
III. Budget Work Sheet Report (NBRBWRK)
The Budget Work Sheet Report (NBRBWRK) compares a proposed fiscal year budget to an
established (either previous or current) fiscal year budget.
IV. Position Class Listing (NBRPCLS)
The Position Class Listing (NBRPCLS) lists defined position classes and salary guidelines.
V. Position Class Incumbent Report (NBRPINC)
The Position Class Incumbent Report (NBRPINC) lists incumbents of positions in each
position class.
VI. Budget Distribution Report (NHRDIST)
The Budget Distribution Report (NHRBDIST) prints budgetary information for selected
FOAPALs. The information can cover all employee positions, only the positions in specified
position classes, or specific positions within any position classes.
VII. Position Budget Totals Inquiry (NBIBTOT)
The Position Budget Totals Inquiry Form (NBIBTOT) provides query access to budget totals
for regular salaries, premium earnings such as overtime, and fringe benefits.
VIII. Position Incumbent Inquiry (NBIPINC)
The Position Incumbent Inquiry Form (NBIPINC) provides query access to employees within
a budget.
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IX. Job Incumbent History (NBIJLST)
The Job Incumbent Totals Inquiry Form (NBIJLST) provides query access to job history by
query date.
X. Position Labor Distribution History (NBIJLHS)
The Position Labor Distribution Inquiry Form (NBIJLHS) provides query access to labor
distribution history for employees.
XI. CUPA Reporting (PZRCADM, PZRCFAC, and PZRCMID)
Please refer to the earlier section above for detail on how to run. This report allows for salary surveys
with CUPA.