Banner Employee Self-Service - Smith College · October 2013 New version that supports Banner Employee Self-Service 8.10 software. Contents Banner 8.10 Employee Self-Service User

Banner Employee Self-ServiceUser Guide

Release 8.10October 2013

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Revision History

Publication Date Summary

October 2013 New version that supports Banner Employee Self-Service 8.10 software.

Contents

Banner 8.10Employee Self-Service User Guide

Chapter 1 Application Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Access the Employee Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

Create Special Employee Self-Service Page Messages . . . . . . . . . . . . . 1-4

Application Page Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

Create Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

Audit Trail of Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6

PIN Certification used within Employee Self-Service. . . . . . . . . . . . . . . 1-7

Chapter 2 Benefits and Deductions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4

Set up Benefits or Deductions in Self-Service . . . . . . . . . . . . . . . . . . . . . 2-5

Set up Benefit or Deduction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

Customize Web Display of Benefits or Deductions . . . . . . . . . . . . . . . . . . 2-9

Future-Date Benefit Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

Specify Start and End Dates for Benefits or Deductions . . . . . . . . . . . . . . . 2-10

Specify New Hire Enrollment Begin Date Rules for a Benefit Category . . . . . . 2-11

Specify Web Rules for a Benefit Category . . . . . . . . . . . . . . . . . . . . . . . 2-12

Specify Dates to Set up Web Benefit Summary . . . . . . . . . . . . . . . . . . . . 2-13

Set up Benefit Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15

Display a Record of Deduction Changes. . . . . . . . . . . . . . . . . . . . . . . . 2-17

Enroll in New Hire Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18

Submit Life Event Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19

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Add Beneficiaries and Dependents . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20

Update Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21

Apply Benefits or Deductions by Employees . . . . . . . . . . . . . . . . . . . . . 2-22

Apply benefits or deductions by Organization . . . . . . . . . . . . . . . . . . . . . 2-23

Apply benefits or deductions by Employee Filter . . . . . . . . . . . . . . . . . . . 2-24

Upload Supporting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24

Benefits and Deductions Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25

Benefits Enrollment Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25

Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27

Retirement Plans (bwpkdcmn.P_DispDednCurRet) . . . . . . . . . . . . . . . . . 2-27

Retirement History (bwpkdcmn.P_DispDednHistRet) . . . . . . . . . . . . . . . . 2-30

Update Retirement (bwpkdcmn.P_UpdateDednRet) . . . . . . . . . . . . . . . . . 2-32

Retirement Contributions or Deductions (bwpkdcmn.P_DispDednYtdRet) . . . . 2-35

Health Benefits (bwpkdcmn.P_DispDednCurHlt) . . . . . . . . . . . . . . . . . . . 2-37

Health Benefits History (bwpkdcmn.P_DispDednHistHealth) . . . . . . . . . . . . 2-40

Update Health (bwpkdcmn.P_UpdateDednHealth) . . . . . . . . . . . . . . . . . . 2-43

Health Benefits Contributions or Deductions (bwpkdcmn.P_DispDednYtdHealth) . . . . . . . . . . . . . . . . . . . . . . . . . 2-46

Flexible Spending Accounts (bwpkdcmn.P_DispDednCurFlxs) . . . . . . . . . . . 2-47

Flexible Spending History (bwpkdcmn.P_DispDednHistFlex) . . . . . . . . . . . . 2-51

Update Flexible Spending (bwpkdcmn.P_UpdateDednFlex) . . . . . . . . . . . . 2-52

Flexible Spending Account Detail (bwpkdcmn.P_DispDednFlxsDetail) . . . . . . 2-55

Flexible Spending Contributions or Deductions (bwpkdcmn.P_DispDednYtdFlex) . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-58

Miscellaneous (bwpkdcmn.P_DispDednCurMisc) . . . . . . . . . . . . . . . . . . 2-59

Miscellaneous Benefits History (bwpkdcmn.P_DispDednHistMisc) . . . . . . . . . 2-62

Update Miscellaneous (bwpkdcmn.P_UpdateDednMisc) . . . . . . . . . . . . . . 2-63

Miscellaneous Contributions or Deductions (bwpkdcmn.P_DispDednYtdMisc) . . 2-66

Open Enrollment (bwpkdcmn.P_OpenEnrollment) . . . . . . . . . . . . . . . . . . 2-68

Open Enrollment Group (bwpkdcmn.P_OpenEnrollmentGroup) . . . . . . . . . . 2-72

Open Enrollment Group Detail (bwpkdcmn.P_OpenEnrollmentDetail) . . . . . . . 2-72

Beneficiaries and Dependents (bwpkdbcv.P_NamesAndBenefits) . . . . . . . . . 2-74

Updating Beneficiary or Dependent (bwpkdbcv.P_ModifyNames) . . . . . . . . . 2-77

Benefits Enrollment Menu (bwpkdsta.P_ShowEnrollmentMenu) . . . . . . . . . . 2-79

New Hire Enrollment Page (bwpkdsta.P_ShowNewHireEnrollment) . . . . . . . . 2-81

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New Hire Enrollment Group Page (bwpkdsta.P_ShowEnrollmentGroup) . . . . . 2-86

New Hire Enrollment Group Detail Page (bwpkdsta.P_ShowEnrollmentDetl) . . . 2-88

Life Event Change Enrollment Page (bwpkdsta.P_LifeChgEnrollment) . . . . . . 2-89

Life Event Change Enrollment Reason Page (bwpkdsta.P_LifeEventChange) . . 2-92

Life Event Change Enrollment Group Page (bwpkdsta.P_ShowEnrollmentGroup) 2-94

Life Event Change Enrollment Group Detail Page (bwpkdsta.P_ShowEnrollmentDetl) . . . . . . . . . . . . . . . . . . . . . . . . . . 2-97

Benefits Coverage and Allocation Summary (bwpkdbcv.P_CoverageAllocSummary) . . . . . . . . . . . . . . . . . . . . . . . 2-99

Benefits Coverage Page (bwpkdbcv.P_ModifyCoverage) . . . . . . . . . . . . . . 2-100

Beneficiary Allocations Page (bwpkdbcv.P_ModifyAllocation). . . . . . . . . . . . 2-103

Setup for Benefits Administrator Email communication to Employees . . . . . . . 2-104

Benefits Administrator Filter Selection page (bwpkdsta.P_DisplayFilterMain) . . . 2-106

Benefits Enrollment Organization Summary Page (bwpkdsta.P_DisplayOrgnSummaryConfirm) . . . . . . . . . . . . . . . . . . . . 2-108

Benefits Enrollment Employee Summary Page (bwpkdsta.P_DisplayEmpSummaryConfirm) . . . . . . . . . . . . . . . . . . . . 2-110

Benefit Enrollment Employee Detail Page (bwpkdsta.P_DisplayEmpDetailConfirm) . . . . . . . . . . . . . . . . . . . . . . . 2-112

Benefits Enrollment Administration Employee Filter Page (bwpkdsta.P_FilterDriver) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-113

Employee Search Results Page (bwpkdsta.P_DispEmpSearchResults). . . . . . 2-114

Benefit Summary (bwpkebst.P_DispDateSelect) . . . . . . . . . . . . . . . . . . . 2-115

Benefit Summary ID Criteria (bwpkebst.P_DispIDSelect) . . . . . . . . . . . . . . 2-115

Benefit Summary Date Criteria (bwpkebst.P_DispDateSelect) . . . . . . . . . . . 2-117

Benefit Summary (bwpkebst.P_DispBenefitStatement) . . . . . . . . . . . . . . . 2-119

Shared Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-122

Add a New Benefit or Deduction (bwpkdcmn.P_UpdateDednSelNew) . . . . . . . 2-122

Vendor Web Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-124

Special Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-124

Related Banner Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-125

Chapter 3 Pay Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Pay Information Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

October 2013 Banner 8.10 vEmployee Self-Service User Guide

Contents

Direct Deposit Allocation (bwpkhpay.P_ViewDirectDeposit) . . . . . . . . . . . . . 3-3

Update Direct Deposit Allocation (bwpkhpay.P_UpdateDirectDeposit) . . . . . . . 3-5

Update Bank Account (bwpkhpay.P_ModifyIndivDirectDeposit). . . . . . . . . . . 3-7

Earnings History Criteria (bwpkhpay.P_ChooseEarnings) . . . . . . . . . . . . . . 3-10

Earnings History (bwpkhpay.P_ViewEarnSummary) . . . . . . . . . . . . . . . . . 3-11

Earnings Detail (bwpkhpay.P_ViewEarningsDetail) . . . . . . . . . . . . . . . . . . 3-12

Pay Stub Year (bwpkhstb.P_ChoosePayStubYear) . . . . . . . . . . . . . . . . . . 3-14

Pay Stub Employer Selection (bwpkhstb.P_ChooseEmployer) . . . . . . . . . . . 3-15

Pay Stub Summary (bwpkhstb.P_DispPayStubSum). . . . . . . . . . . . . . . . . 3-16

Pay Stub Detail (bwpkhstb.P_DispPayStubDtl) . . . . . . . . . . . . . . . . . . . . 3-17

Deductions History (bwpkhded.P_ChooseDedn) . . . . . . . . . . . . . . . . . . . 3-26

Deductions Summary (bwpkhded.P_ViewDednSummary) . . . . . . . . . . . . . 3-28

Contributions or Deductions (bwpkdcmn.P_DispDednYtd) . . . . . . . . . . . . . 3-29

Earnings by Positions (bwpkhpay.P_ChooseEarnByPositions) . . . . . . . . . . . 3-31

Administrative Pay Stub Employee Selection (bwpkhstb.P_ChoosePayStubEmpAdmin) . . . . . . . . . . . . . . . . . . . . . . 3-32

Administrative Pay Stub Year Selection (bwpkhstb.P_ChoosePayStubYearAdmin) . . . . . . . . . . . . . . . . . . . . . . 3-34

Administrative Pay Stub Employer Selection (bwpkhstb.P_ChooseEmployerAdmin) . . . . . . . . . . . . . . . . . . . . . . . . 3-35

Administrative Pay Stub Summary (bwpkhstb.P_DispPayStubSumAdmin) . . . . 3-36

Administrative Pay Stub Detail (bwpkhstb.P_DispPayStubDtlAdmin) . . . . . . . 3-38

Using Administrative Pay Stub Employee Processing . . . . . . . . . . . . . . 3-48

Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-48

Related Banner Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-49

Chapter 4 Tax Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Tax Forms Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

W-4 Employee’s Withholding Allowance Certificate (bwpkxtxs.P_ViewW4) . . . . 4-2

Print Preview of Employee’s Withholding Allowance Certificate (bwpkxtxs.P_PrintW4) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

W-4 History (bwpkdcmn.P_DispDednHistW4). . . . . . . . . . . . . . . . . . . . . 4-5

W-4 Update (bwpkdcmn.P_UpdateDednW4) . . . . . . . . . . . . . . . . . . . . . 4-6

Electronic Certification Page (bpkxtax.P_Certification) . . . . . . . . . . . . . . . . 4-9

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Print W4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10

W-4 Contributions or Deductions (bwpkdcmn.P_DispDednYtdW4). . . . . . . . . 4-11

Vendor Web Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12

Electronic W-2 Consent (bwpkxtxs.P_W2Consent). . . . . . . . . . . . . . . . . . 4-13

W-2 Wage and Tax Statement (bwpkxtxs.P_ChooseW2Key) . . . . . . . . . . . . 4-14

Print Preview of Electronic W-2 Statement (bwpkxtxs.P_Print_Preview) . . . . . . 4-17

W-2c Corrected Wage and Tax Statement (bwpkxtxs.P_ChooseW2cKey) . . . . 4-18

Print Preview of Electronic W-2c Statement (bwpkxtxs.P_Print_Preview) . . . . . 4-21

Banner Support For Tax Administration . . . . . . . . . . . . . . . . . . . . . . 4-22

Benefit/Deduction Rule Form (PTRBDCA). . . . . . . . . . . . . . . . . . . . . . . 4-22

Benefit Category Rules Form (PTRBCAT) . . . . . . . . . . . . . . . . . . . . . . . 4-23

Benefit or Deduction Grouping Rules Form (PTRBDPG) . . . . . . . . . . . . . . 4-23

Employee Benefit or Deduction Form (PDADEDN) . . . . . . . . . . . . . . . . . . 4-23

Installation Rules Form (PTRINST) . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-23

Chapter 5 Jobs Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Jobs Summary (bwpkeinf.P_ViewJobs) . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Job Detail (bwpkeinf.P_ViewJobDetail) . . . . . . . . . . . . . . . . . . . . . . . . 5-2

Banner Support For Jobs Summary . . . . . . . . . . . . . . . . . . . . . . . . . 5-3

Chapter 6 Leave Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1

Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1

Leave Balances (bwpkeinf.P_ViewLeaveBalances) . . . . . . . . . . . . . . . . . 6-1

Leave By Job (bwpkeinf.P_ViewLeaveByJob) . . . . . . . . . . . . . . . . . . . . 6-3

Leave Detail (bwpkeinf.P_ViewLeaveDetail) . . . . . . . . . . . . . . . . . . . . . 6-5

Display Leave History (bwpkeinf.P_ByEmp or bwpkeinf.P_ByJob) . . . . . . . . . 6-7

Banner Support For Leave Balances . . . . . . . . . . . . . . . . . . . . . . . . 6-9

Chapter 7 Campus Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

Set up a Fields List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

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Contents

Set Up Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

Run the Employee Directory Report (BWPREDIR) . . . . . . . . . . . . . . . . . . 7-2

Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4

Campus Directory (bwpkedir.P_DisplayDirectory) . . . . . . . . . . . . . . . . . . 7-4

Employee Search Results (bwpkedir.P_DispSearchResults) . . . . . . . . . . . . 7-6

Directory By Name (bwpkedir.P_NameDirectory) . . . . . . . . . . . . . . . . . . . 7-8

Directory By Department (bwpkedir.P_DeptDirectory) . . . . . . . . . . . . . . . . 7-10

Chapter 8 Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1

Salary Planner and Finance Self-Service Budget Development . . . . . . . . 8-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1

Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2

Salary Planner and Upload from Excel . . . . . . . . . . . . . . . . . . . . . . . 8-3

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3

viii Banner 8.10 October 2013Employee Self-Service User GuideContents

October

1 Application Overview

The Employee Self-Service application allows employees to view, update, and print records from the Human Resources database using Web technology. Hypertext capabilities provide easy navigation through the Employee Self-Service Web pages, including complex transactions such as performing open enrollment functions and adding beneficiaries and dependents.

Key Functions

Employee Self-Service is delivered with the following options:

• Time Sheet

• Leave Report

• Request Time Off

• Benefits and Deductions

• Pay Information

• Tax Forms

• Job Summary

• Leave Balances

• Salary Planner

• Campus Directory

Your institution can use as many or as few of these functions as it desires.

Time Entry

Together, Employee Self-Service and Human Resources enable employees to submit time sheets and requests for time off directly from the Web to the Human Resources System. Refer to Chapter 2, “Self-Service Time Entry”, in the Banner Human Resources Time Entry With Approvals Handbook for a complete discussion of the Time Sheet and Request Time Off options.

Leave Report

Employee Self-Service and Human Resources also enable employees to submit their leave reports directly from the Web to Human Resources. Approvers can also approve leave reports on the Web. Refer to Chapter 2, “Self-Service Time Entry”, in the Banner Human

2013 Banner 8.10 1-1Employee Self-Service User Guide

Application Overview

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Resources Time Entry With Approvals Handbook for a complete discussion of the Leave Report option.

Benefits and Deductions

Employees can use the Benefits and Deductions option to view and update their benefit data, view past and future changes to benefit data, view year-to-date information for their benefits, and add new benefit plans. This function also provides open enrollment processing and enables employees to change coverage information for dependents and beneficiaries. This option is covered in detail in Chapter 2, “Benefits and Deductions”.

Pay Information

The Pay Information option enables employees to view their earnings or deductions history. An employer can specify the type of earnings or deductions to be displayed and the period to be covered by the display. In addition, employees can view selected pay stubs and can see how their direct-deposit pay is distributed. This option is covered in detail in Chapter 3, “Pay Information”.

Tax Forms

The Tax Forms option enables employees to view their year-end pay statements (W-2 statements for U.S. citizens or T4 statements for Canadian Citizens) for a requested year. It also permits U.S. citizens to update their W-4 Employee's Withholding Allowance Certificate. This option is covered in detail in Chapter 4, “Tax Forms”.

Jobs Summary

The Jobs Summary option enables employees to view information about jobs they have held at your institution, including their current job. Both general and detailed information is available. This option is covered in detail in Chapter 5, “Jobs Summary”.

Leave Balances

The Leave Balances option enables employees to view information about their leave balances. Both general and detailed information is available. This option is covered in detail in Chapter 6, “Leave Balances”.

Salary Planner

The Salary Planner option enables employees to view and update information related to extracted data on Position Budgets and/or Employee Job Salaries. See Chapter 8 Interfaces for general information on related Salary Planner interfaces. This option is covered in detail in the Salary Planner Handbook.

Banner 8.10 October 2013Employee Self-Service User GuideApplication Overview

October

Campus Directory

The Campus Directory option provides a means for employees to display contact information, such as e-mail address and phone number, about other employees in your institution. This option is covered in detail in Chapter 7, “Campus Directory”.

Access the Employee Menu

The Employee Self-Service functions are listed on the Employee menu.

To access the Employee menu:

1. Select the Enter Secure Area link in the secured access area of the home page.

The system displays the login page.

2. Enter your user ID in the User ID field.

3. Enter your personal identification number (PIN) in the PIN field.

NoteUser IDs and PINs are maintained on the Third Party Access Audit Form (GOATPAD).

4. Click Login.

If the User ID and PIN entries match and the employee is eligible to use Employee Self-Service, the system displays the Main Menu.

NoteIf this is the first time the user is logging in and if he or she has not supplied a PIN hint question and response, the system will display a page on which to supply this information. If the user forgets his or her PIN and requests a reminder, the correct response to the hint question must be entered.

5. Select the Employee link to access Employee Self-Service options.

To obtain a reminder of your password:

1. Select the Enter Secure Area link in the secured access area of the home page.

The system displays the login page.

2. Enter your user ID in the User ID field.

3. Click Forgot PIN.



1-4

The system displays the Security Answer page.

4. In the Answer field, enter the correct answer to the hint question.

5. Click Submit Answer.

The system allows access and displays a page for you to submit a new password.

6. In the New PIN field, enter a new PIN.

7. In the Re-enter new PIN field, re-enter the new PIN.

8. Click Reset PIN.

The system displays the Main Menu page.

Create Special Employee Self-Service Page Messages

You can create your own text for several types of messages that can appear only on Employee Self-Service pages. Described below are five commonly used HR message types (two application page message types and three confirmation page message types). Specific messages are covered later in this document in the descriptions of the functions with which they are used.

Application Page Messages

Application message types can appear on Human Resources application pages, such as a health benefit page, retirement benefit page, or current and past jobs page.

First-Time-Only Messages

A first-time-only message is displayed on an HR application page only the first time an employee goes to an HR application during a session. For example, if an employee begins a session by changing his or her retirement data and then checks direct deposit data, the message appears on the first retirement page but does not appear on the first direct deposit breakdown page. If, in another session, the employee first accesses the time-off function and then accesses the retirement function, the message will appear on the first time-off page but not on the first retirement page. Examples of first-time-only messages are a message welcoming employees to the Web and a holiday greeting.


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Every-Time Messages

An every-time message is displayed on every HR application page an employee displays during a session. For instance, if an employee begins a session by viewing his or her time-off information and continues the session by accessing the health benefit function, the message appears on all of the pages for both functions and also appears on any other HR application pages that the employee accesses during that session. Examples of every-time messages are a notice of the open enrollment period at your institution or special instructions for utilizing the Web at your institution.

Confirmation Page Messages

A confirmation page can contain three messages. The first and last messages appear on the confirmation page for each type of update. The middle message can differ for each type of update. For example, you could create one middle message for an update to health benefit data and another for an update to flex plan data. The first message on the confirmation page could be an acknowledgment that the update was successful. The middle message would relate specifically to the type of update the employee performed. The last message could describe the next action that the employee should take.

Create Messages

This section is meant to be a quick reference for creating messages. For complete information and instructions for creating messages, refer to the Banner Web General User Guide.

To create a message for an Employee Self-Service page:

1. Access the WebTailor Menu.

2. Select the Information Text link.

The system displays the Select Information Text to Customize page.

3. From the pull-down list, select the procedure name specified in the table below for the type of message you want to create.

Message Type Procedure Name Label

Once-only application page message

bconfirm.OverallMessages MESGONCE

Message appearing on each HR application page

bconfirm.OverallMessages MESGALWAYS



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4. Click Customize Information Text.

The system displays the Reorder or Customize Information Text page.

5. Click Add a New Text Information Entry.

The system displays the Create a new Information Text Entry page.

6. In the Select Label field, enter the label specified in the table above for the type of message you want to create.

7. Enter the text of the message in the Information Text field.

You can use breaks, underscores, and any other special HTML characters in the message.

8. If you want an image to be included with the message, select the image’s name from the pull-down menu in the Image field.

9. Click Submit Changes.

Default confirmation messages are delivered as part of the Employee Self-Service application. Default application page messages are not included in the application because these messages typically need to contain information that is specific to each institution.

Audit Trail of Updates

The Banner system maintains an audit trail of updates to the following types of employee records:

• Address/telephone records

• Deduction records

• Dependent/beneficiary records

• Beneficiary coverage records

First confirmation message

bwpkolib.P_DispUpdateConfirm

COMMONPRE

Middle confirmation message (that is, special message for particular update type)

bconfirm procedure for update type. For example, for the health benefit update page:bconfirm.DednHealthUpdate

DEFAULT(that is, the word DEFAULT)

Message Type Procedure Name Label


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An audit trail entry is created each time one of these records is changed on the Web or during Banner operations.

The following actions are entered into the audit trail:

• When a record is added to the database

• When a record is changed

• When a record (other than an address/telephone record) is deleted

For deleted records, the audit trail includes a note specifying that the record was deleted.

You can print information from the audit trail by running the Audit Trail Report (PORAUDT). (See the Banner Human Resources User Guide for complete instructions for using this report.)

A separate Audit Trail Report (PORAUDT) report is printed for each of the types of employee record changes listed above. Using report parameters, you can determine the types of reports to be printed, the period to be covered, and the Oracle user ID of the user who made the change. The Oracle Web Server user ID is used to identify changes made via the Web.

PIN Certification used within Employee Self-Service

PIN Certification is based on the LDAP Protocol settings in Web Tailor. It impacts both the direct login to Self-Service Banner and various certification pages such as Time Sheets, EPAF, W-2 Consent, and W-4 Certification. More information on the LDAP setup can be found in the Banner Web Tailor User Guide.

NoteThis setting does NOT impact the Luminis login process or single sign-on (SSO).

The options for LDAP protocol are:

• Protocol = NONE: Self-Service direct logins and certification pages will require the Banner PIN from GOATPAD. This option requires the Banner PIN even when using the SSO from Luminis.

• Protocol = LDAP: Self-Service direct logins and certification pages will require the LDAP password. If using a Luminis LDAP, this will be the Luminis password.

These options are illustrated in the table below.



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LDAP Admin Protocol Required ESS Certification

None ESS PIN

LDAP LDAP Password


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2 Benefits and Deductions

This chapter documents the functionality of the Benefits or Deductions module in Employee Self-Service. This chapter provides the following information:

• A step-by-step procedure on how to implement the Benefits and Deductions module in Employee Self-Service.

• A detailed description of each Web page in the benefits and deductions module. It includes detailed field descriptions, page set up requirements that need to be defined in Banner Human Resources to correctly view a specific Web page, and any updates made to Banner Human Resources.

• A detailed description of common and shared Web pages that can be accessed within this module.

Concepts

The following concepts are used and applied extensively throughout the Benefits and Deductions module of Employee Self-Service.

Ellucian delivers the following primary group codes for the Benefit Deduction Group Code Validation Form (PTVBDPG):

• HL - Health

• FB - Flex Benefits

• FS - Flex Spending Accounts

• MB - Miscellaneous Benefits

• RT - Retirement

• TX - Tax Related

• LF - Life Insurance

The primary groups must be selected from this list in the Benefit or Deduction Grouping Rules Form (PTRBDPG). Each benefit or deduction code can be assigned to only one primary group.

Primary groups, secondary groups, benefit or deduction codes associated with each secondary group, and Web actions for each group (i.e., primary, secondary and associated



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benefits or deductions) are established on the Benefit or Deduction Grouping Rules Form (PTRBDPG).

Each primary group you use must contain at least one secondary group. You can place all benefits of a particular type into a single secondary group, or you can subdivide the benefits. For example, you can subdivide health benefits into secondary groups such as Health Maintenance Organizations (HMOs) and Blue Cross/Blue Shield plans.

Processing for the primary groups is specified in the Web Actions For area in the Primary Group block of the Benefit or Deduction Grouping Rules Form (PTRBDPG). The processing for a particular primary group applies to each secondary group under that primary group and, in turn, to all associated benefits or deductions in the secondary groups. The processing at both levels can, however, be overridden.

• You can override the processing for a secondary group by changing the Secondary Group block of PTRBDPG. The processing specified for a secondary group applies to each associated benefit or deduction in that group.

• You can override the processing for a secondary group’s associated benefits or deductions on the Secondary Group Associated Benefits Deductions Setup block of PTRBDPG.

You need to answer the following questions for each primary group, each secondary group, and each associated benefit or deduction within each secondary group:

• Should information for this group be displayed on the Web?

• Should records for this group be able to be added via the Web?

• Should records for this group be able to be updated via the Web?

• Should records for this group be able to be deleted via the Web?

• Should the employer amounts contributed for this group be displayed on the Web?

• Should this group be included in the Open Enrollment option on the Web?

• Should dependent coverage information for this group be displayed on the Web?

• Should dependent coverage records for this group be able to be added via the Web?

• Should dependent coverage records for this group be able to be updated via the Web?

• Should dependent coverage records for this group be able to be deleted via the Web?

• Should beneficiary allocations information for this group be displayed on the Web?

• Should beneficiary allocations records for this group be able to be added via the Web?

• Should beneficiary allocations records for this group be able to be updated via the Web?

Banner 8.10 October 2013Employee Self-Service User GuideBenefits and Deductions

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The answers to the first four questions (that is, whether group records can be displayed, added, updated, and deleted) apply to the entire year except the open enrollment period. During open enrollment, the display, addition, update, and deletion functions are automatically allowed for any benefit or deduction defined as being eligible for open enrollment. The answers to the questions regarding employer-amount display, dependent coverages and beneficiary allocations apply to the entire year, including open enrollment.

If the answer to any of the questions listed above is No for a primary group, the answer to that question must also be No for all secondary groups within that primary group and for all associated benefits or deductions within the secondary groups. A Yes answer to any of these questions can be overridden at a lower level.

For example, if you specify that employer amounts should be included for HMO and Blue Cross/Blue Shield secondary groups under the Health (HL) primary group, you can specify that employer amounts should not be included for the health plans in the HMO secondary group.

Similarly, if you specify that dependent coverages are to be assigned for a secondary health group containing dental plans, you can specify that dependent coverages should not be assigned for a particular dental plan.

If the answer to the first question (Should information for this group be displayed?) is No for any group or associated benefit or deduction within a group, the addition, update, and delete questions for that group or associated benefit or deduction must also be answered No. Similarly, if you specify that dependent coverage information should not be displayed for a particular benefit or deduction, all other questions regarding dependent coverages for that benefit or deduction should be answered No.

NoteIt is strongly recommended that if employees are precluded from adding benefits of a particular type (for example, health benefits), you either display all benefits of that type or display no benefits of that type.

The following table illustrates some valid combinations. For simplicity, this example lists combinations for only four of the required processing instructions.

Group or Benefit or Deduction Description Processing Allowed

Primary Miscellaneous Benefits or Deductions

Allow Web display/Allow additions/Allow update/Allow open enrollment

Secondary Personal Deductions Allow Web display/Allow additions/Allow update/Allow open enrollment



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Tasks

This section provides step-by-step instructions for the following tasks:

• “Set up Benefits or Deductions in Self-Service” on page 2-5

• “Set up Benefit or Deduction Codes” on page 2-6

• “Customize Web Display of Benefits or Deductions” on page 2-9

Associated Benefit or Deduction

Savings Bonds Allow Web Display/No additions/Allow update/Allow open enrollment


Parking No Web activities allowed

Secondary Charitable Deductions Allow Web display/No additions/Allow updates/Allow open enrollment


United Way Allow Web display/No additions/No updates/Allow open enrollment


Red Cross Allow Web display/No additions/Allow updates/Allow open enrollment


Alumni Deductions Allow Web display/No additions/Allow updates/Allow open enrollment

Primary Retirement Benefits Allow Web display/Allow additions/Allow update/Allow open enrollment

Secondary TIAA/CREF Deductions

Allow Web display/Allow additions/Allow updates/No open enrollment


TIA (Base Retirement) Allow Web display/No additions/Allow updates/No open enrollment


TIS (Secondary Retirement)

Allow Web display/No other Web activities allowed

Group or Benefit or Deduction Description Processing Allowed


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• “Future-Date Benefit Plans” on page 2-9

• “Specify Start and End Dates for Benefits or Deductions” on page 2-10

• “Specify Web Rules for a Benefit Category” on page 2-12

• “Specify Dates to Set up Web Benefit Summary” on page 2-13

• “Set up Benefit Groups” on page 2-15

• “Display a Record of Deduction Changes” on page 2-17

Set up Benefits or Deductions in Self-Service

To set up Benefits or deduction information in Employee Self-Service, you must set up the following information in Banner Human Resources:

1. In the Benefits and Deductions Rule Form (PTRBDCA), perform the following steps.

1.1. Select the Allocations and Coverage to specify whether the selected benefit or coverage is an allocation, coverage, or both. These indicators are to be set on the main benefit page and for those benefits with Plan Codes, must be set at the Plan level. This will allow employees to associate dependents or beneficiaries in self-service for the benefit or deduction.

1.1. Set up benefit or deduction codes that are to be accessible by employees via Self-Service.

1.2. Customize the display of information on the Web for each benefit or deduction and/or URLs that can be accessed via Self-Service.

1.3. (Optional) Set up future-dated new benefits or deductions that are to be web-accessible.

2. In the Benefit Category Rule Form (PTRBCAT), perform the following steps.

2.1. Create benefit categories that you wish to access via the Web and associate benefit or deductions codes (created in Step 1) with these benefit categories.

2.2. Select the New Hire Enrollment Begin Date Indicator.

2.3. Specify the Cut-Off Day and Waiting Period.

2.4. Select the Waiting Period Day or Month Indicator.

2.5. Set up start and end dates for benefits and deductions in a benefit category.

2.6. Set up Web rules for each benefit category.



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2.7. Specify dates for which benefit summary will be made available for benefits or deductions in Self-Service.

This set up is required if you wish to use the Benefit Summary option in the Employee Menu.

3. In the Benefit or Deduction Grouping Rules Form (PTRBDPG), perform the following steps.

3.1. Classify benefits or deductions into primary groups and secondary groups.

3.2. Specify Web actions (such as Add, Insert, Update, Delete) for each primary and secondary group.

3.3. Associate benefits or deductions with each secondary group in the Secondary Group Associated Benefits Deductions Setup block, and specify Web actions for each code.

NoteThe Web actions specified here override those specified for the primary group and the secondary group to which the benefit or deduction belongs.

In addition to the above forms, the Employee Deduction History Form (PEIDHIS) also contains fields that support the Benefits and Deductions option.

Detailed procedures to accomplish each of the above tasks are described in the subsequent topics.

Set up Benefit or Deduction Codes

Set up benefit or deductions in the Benefits and Deductions Rule Form (PTRBDCA) as follows:

1. In the Benefit or Deduction Code field, enter a unique three-character code to identify the benefit/deduction combination you are defining.

To see a list of previously defined benefit/deductions select the Search feature for the Benefit or Deduction Code field. Move to the Description block.

2. In the Short field, enter a brief description of the benefit/deduction rule combination you are defining.

3. In the Long field, enter a more detailed description. Move to the Calculation Information block.

4. Select the Allocations and Coverage to specify whether the selected benefit or coverage is an allocation, coverage, or both.


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5. After having defined all benefits or deductions on this form, specify the priority of the benefit or deduction in the Priority field. This field establishes the order in which each benefit or deduction is to be considered in the calculation of net and gross amounts.

6. Enter a benefit/deduction type code at the Deduction Type field. The value you enter at this field validates the benefit/deduction type for payroll and personnel purposes. It is also used for the following:

• generation of tax forms

• generation of Banner reports

• processing of life insurance coverage, premiums, and contribution

• calculation of imputed income

The Deduction Type code you enter must be predefined on the Benefit/Deduction Type Validation Form (PTVBDTY).

7. If you are defining a tax, identify it in the Tax Code field. The tax you enter must exist on the Tax Code Form (PXATXCD). To view a list of defined taxes, select the Search feature for the Tax Code field. If you are not defining a tax, do not enter a value at this field.

8. If you are defining a benefit/deduction that requires 1099-R reporting, enter a distribution code at the 1099-R Code field. The value you enter must be predefined on the 1099 Validation Form (PTV1099). To view a list of defined codes, double-click in the 1099-R Code field.

9. In the Calculation Rule field, enter the calculation rule you want to associate with this benefit/deduction. The value you enter at this field determines how the system calculates this deduction's employer and employee amounts.

Refer to the online help of Banner Human Resources for a detailed explanation of each calculation rule.

10. Select the Exclude from Overload Jobs check box if the deduction should be excluded from overload pay (that is, payment for jobs that are separate from the employee's base contract). Leave it unchecked if the deduction should not be excluded from overload pay. (Note that you select this check box if the deduction should not be made from overload pay. Leave it unchecked if the deduction should be made from overload pay.)

NoteIf the amount of this deduction is defined as a percentage of gross income in the Calculation Rule field, you should enter a value at this field. This check box has no bearing on flat-amount deductions and benefits.



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11. In the Arrearage Method field, specify whether the deduction can go into arrears when it cannot be taken because the available net is less than the deduction amount. You must select one of the following:

12. In the Year-To-Date Start Month Indicator field, enter a number identifying the first month the system is to use in calculating YTD totals.

This field provides the mechanism for calculating deduction YTD amounts that are based upon a starting month rather than on the calendar year. The value entered in this field tells the Payroll Calculation Process (PHPCALC) where to begin in determining YTD benefit amounts, amounts that may be subject to certain limits or minimums depending upon the calculation rule specified. Valid values for the field are 1 through 12, with a default value of 1 for the calendar year.

If, for example, the current payroll is being processed in month 10 (October) and the value in the YTD Start Month is 3 (March), PHPCALC will consider only the sum of those benefit deductions applicable to months 3 through 10 as the YTD amount for the current benefit year. If the Start Month value is greater than that of the current month, the process well go back to the previous year to start its calculation of the YTD amount. Thus, if the current month is October, 1995 (month 10) and the Start Month is 12, the process will sum the deduction amounts from December, 1994 through October, 1995.

13. Select the Continue Employer Contribution When on Leave with Benefits check box if you are defining a benefit or deduction that continues if the employee is on leave without pay but with benefits. Leave it unchecked if you are not.

14. Move to the Deduction or Contribution Frequency fields. These fields enable you to designate how many paychecks each month should reflect the deduction.

Select the Payroll Periods 1, 2, 3, 4, and/or 5 check box(es) if the deduction should be made from the corresponding paycheck. If your site uses fewer than five pay periods, leave the inappropriate check boxes unchecked.

NoteThe payroll period numbers appearing in this section are established at the Pay Of Month field on the Payroll Calendar Rule Form (PTRCALN).

No Arrears If the total amount of the deduction is not available, do not take a deduction or accumulate arrears.

Full Arrears If the total amount of the deduction is not available, arrears the entire amount. Do not take a deduction.

Partial Deduct any available funds and arrear the balance.

Deduct, Don't Arrear Deduct any available funds, but do not arrear the balance.


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Customize Web Display of Benefits or Deductions

To specify information to appear on Employee Self-Service:

1. Access the Benefits and Deductions Rule Form (PTRBDCA).

2. In the Benefit or Deduction Code field, enter the benefit/deduction code or access the Search feature to find it.

3. Go to the Next Block.

4. Access the Web Information window of PTRBDCA from the Options menu.

5. If you want a description of the benefit code other than that defined in the Long Description field on the Main window of PTRBDCA to be displayed on the Web, enter the description (up to 100 characters) in the Web Description field.

6. If you have created a Web page that provides additional information concerning the benefit code, enter the URL of the page in the Web Info URL field. (For example, /payhelp/dentalplans.html.)

7. Enter description(s) for benefit plan options and amounts in the Definition of Options and Amounts window of PTRBDCA.

8. If you want to specify alternative Web descriptions for the options and amounts defined in the Definition of Options and Amounts window of PTRBDCA, access the Benefit Summary Titles block in the Web Information window of PTRBDCA.

9. Save your changes.

Future-Date Benefit Plans

The Benefits and Deductions Rule Form (PTRBDCA) is used to future-date benefit plans. This allows you to define a new benefit or deduction (for example, a new dental plan) for the coming year without making it available for use in the current year and without impacting use of the current one. You can use this feature to include future-dated benefit plans on the Open Enrollment page in Employee Self-Service.

During normal Banner operations, future-dated benefit plans can be selected via the Employee Benefits or Deductions Form (PDADEDN) and the Employee Benefit/Deduction Setup Form (PDABDSU).



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To set up a future-dated benefit plan:

1. Access the Benefits and Deductions Rule Form (PTRBDCA).

2. In the Benefit or Deduction Code field, enter the benefit/deduction code or select the Search feature to find it.

3. Go to the next block.

4. If you are defining rules for a new benefit, enter information in the fields as usual. (For further information, see “Set up Benefit or Deduction Codes” on page 2-6.)

5. On the Definition of Benefit and Deduction Plans window, place the cursor on the record that you want to future-date and select Add a New Plan Effective Date from the Options menu.

6. When the New Effective Date popup window is displayed, enter the effective date in the New Effective Date field, then click OK.


Specify Start and End Dates for Benefits or Deductions

The following fields on the Main window of PTRBCAT control Web processing in addition to Banner processing:

• Begin Date

• End Date

These fields specify the start and end dates for each listed benefit or deduction for employees in the benefit category being defined. Their usage facilitates processing of past- and future-dated benefit records.

To establish start and end dates for benefits and deductions in a benefit category:

1. Access the Benefit Category Rule Form (PTRBCAT).

2. In the Benefit Category field, enter the benefit or deduction code or use the Search feature to find it.

3. Go to the Valid Benefits or Deductions For Benefit Category block.

4. In the Begin Date field (which you can view using the horizontal scroll bar in the middle of the block), enter the start date for the associated benefit or deduction for the benefit category being defined. This field is required.


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5. In the End Date field, enter the end date for the associated benefit or deduction for the benefit category being defined. This field is optional. If no date is entered, the end date is assumed to be indefinite.

Specify New Hire Enrollment Begin Date Rules for a Benefit Category

The following fields on the Main window of PTRBCAT control New Hire Enrollment Begin Date processing:

• New Hire Begin Date Indicator

• Cut-Off Day

• Waiting Period

• Waiting Period Day or Month Indicator

The New Hire Enrollment Begin Date Indicator allows the institution to determine the begin date to be associated with this benefit or deduction from the pull-down list. This date will default to the Deduction Effective as of field on the Employee Self-Service (ESS) Enrollment Choice Detail page.

If the institution sets the new hire enrollment benefit begin date as User Specified, Current Hire, Original Hire, Adjusted Service, Seniority, or First Work Day then neither the cut-off date nor the wait period will be utilized, as a direct date value is being imposed on the record.

To establish the new hire enrollment begin date for benefits and deductions in a benefit category:



3. Go to the Valid Benefits or Deductions For Benefit Category block.

4. In the New Hire Enrollment Begin Date Indicator field, select the appropriate begin date indicator. This date will default to the Deduction Effective as of field on the Employee Self-Service (ESS) Enrollment Choice Detail page. There are eight choices:

• System Date

• Current Hire

• Original Hire

• Adjusted Service



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• Seniority

• First Work Day

• 1st of Next Month

• 1st of This Month

5. (Optional) Enter Cut-off day value, between 1 and 31.

If the institution chooses to use the 1st of the Next Month or the 1st of the This Month indicator, both the cut-off day and/or waiting period may be used to create the benefit begin date.

The cut-off day value is the inclusive day of the month used in determining service time for an employee. If an individual begins employment on or before the cut-off day in a particular month, that month is counted as part of the employee's service time. If the employee begins employment after the cut-off day, the employee's service time starts at the beginning of the following month.

In order to determine the service date used, the system will reference the Employment Base Enrollment Date attribute in the Web Rules Window. The Employment Base Enrollment Date will be used as the beginning of the calculation in conjunction with the cut-off day and/or the waiting period, if identified.

6. (Optional) Enter the Waiting Period value. Select the value of the waiting period. This can be used with any New Hire Enrollment Begin Date indicator.

7. (Optional) Select whether the waiting period is in Months or Days.

8. Navigate to the Web Rules window.

9. Select the Employment Base Enrollment Date. The Employment Base Enrollment Date will be used as the beginning of the calculation in conjunction with the cut-off day and/or the waiting period, if identified.

10. Set the Enrollment Days value.

Specify Web Rules for a Benefit Category

The Web Rules window on the Benefit Category Rule Form (PTRBCAT) is designed for Web support.

To set up Web rules for a benefit category:




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3. Go to the Next Block.

4. Go to the Web Rules window.

5. If you want benefits and deductions in this category to be accessible on the Web, select the Benefits or Deductions can be Accessed via Web check box.

Using this feature, you can limit the categories of employees that have access to the benefit maintenance activities on the Web. It also enables you to gradually increase the number of employee groups that have access to the Web.

6. In the Open Enrollment Begins field, enter the date that the open enrollment period begins at your institution for employees in the benefit category being defined. This field is required for open enrollment on the Web.

7. In the Open Enrollment Ends field, enter the date that the open enrollment period ends at your installation for the benefit category being defined. This field is required for open enrollment.

8. In the Open Enrollment updates made via Web will become effective field, enter the date that a benefit chosen during open enrollment will be effective for employees in the benefit category being defined.

9. In the Benefit Summary Override Options radio group, select the group of users who can override dates while accessing the online Benefit Summary in Employee Self-Service. Choices include:

• Administrator may override date selection. Select this option to allow benefits administrators to override date selection on the Benefit Summary Date Criteria page.

NoteEmployees can be set up as benefit administrators on the User Code Rules Form (PTRUSER).

• Both employee and administrator can override. Select this option to allow the employee or the benefits administrator (or both) to override date selection on the Benefit Summary Date Criteria page.

• No date override allowed. Select this option to limit users to select dates only from a pull-down list on the Benefit Summary Date Criteria page.


Specify Dates to Set up Web Benefit Summary

The Statement Set Up block of the Benefit Category Rule Form (PTRBCAT) is used to select benefits or deductions that are to be listed in the online Benefit Summary in



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Employee Self-Service. By default, the Statement Set Up block lists benefits or deductions from each benefit category defined in PTRBCAT.

The Statement Display Dates block of PTRBCAT is used to specify the dates for which benefits or deductions will be displayed in the Benefit Summary on the Web.

To set up Web Benefit Summary:



3. Go to the next block.

4. Select Statement Set Up from the Options menu.

5. Select the Statement Indicator check box for each benefit or deduction that is to be displayed in the Employee’s Benefit Summary page on the Web.

NoteBenefits or deductions must be associated with a secondary group on the Benefit or Deduction Grouping Rules Form (PTRBDPG) in order to be displayed on the Benefit Summary page.

6. Select Statement Display Dates from the Options menu.

7. In the Date field, enter the date for which employees and benefits administrators can access their online Benefit Summary in Employee Self-Service.

If this field blank is left blank, information will be displayed as of the current date in Employee Self-Service.

8. Select the Display check box to allow the date to be listed in the pull-down list on the Benefit Summary page.

Benefits administrators and non-benefits administrators can select the appropriate dates to access the benefits statement on the Benefit Summary Date Criteria page.

NoteThe dates entered in the Date field will be listed in the pull-down list corresponding to the As Of Date field on the Benefit Summary Date Criteria page and the Benefit Summary page when accessed by benefit administrators and non-benefit administrators only if you perform this step.

9. Repeat steps 7 and 8 to specify dates for which employees can view their Benefit Summary on the Web.


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Set up Benefit Groups

The procedure below provides instructions for the initial setup of your primary groups, secondary groups, and associated benefits or deductions. Use the Main window of PTRBDPG to set up the rules for the primary and secondary groups, and use the Secondary Group Associated Benefits Deductions Setup block of PTRBDPG to set up the rules for associated benefits or deductions.

Be sure to observe the following guidelines when updating rules on PTRBDPG:

• Before adding a new secondary group, make sure that you have accessed the primary group to which that secondary group belongs.

• Before adding a new associated benefit or deduction, make sure that you have accessed the rules for the correct primary and secondary groups to which that associated benefit or deduction belongs.

• Always save your changes after updating the information for a primary group, a secondary group, or a set of associated benefits or deductions.

Set up benefit groups in PTRBDPG as follows:

1. In the Primary Group Code field of the Key block, enter the code for the primary group being defined or select it from the list of values.

Primary group codes are defined on the Benefit/Deduction Group Code Validation Form (PTVBDPG).

2. If you want employer contribution amounts for this group to be displayed on the Web, select the Display Employer Amounts check box.

NoteThe setting of the Display Employer Amounts check box for a deduction also affects the Pay Stub and Deduction History displays on the Web.

3. If you want this group to be available on the Web during open enrollment, select the Include in Open Enrollment check box.

4. If you want information for this group to be displayed on the Web, select the Primary Group Display check box.

If this check box is not checked, the group will still be displayed on the Pay Stub and Deduction History pages. (See Chapter 3, “Pay Information”, for more information.)

NoteIt is strongly recommended that if employees are precluded from adding benefits of a particular type (for example, health benefits) you either display all benefits of that type or display no benefits of that type.



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5. To allow records for this group to be added via the Web, select the Primary Group Insert check box.

6. To allow records for this group to be updated via the Web, select the Primary Group Update check box.

7. To allow records for this group to be deleted via the Web, select the Primary Group Delete check box.

8. If you want dependent coverage information for this group to be displayed on the Web, select the Beneficiary Coverage Display check box.

9. To allow dependent coverage records for this group to be added via the Web, select the Beneficiary Coverage Insert check box.

10. To allow dependent coverage records for this group to be updated via the Web, select the Beneficiary Coverage Update check box.

11. To allow dependent coverage records for this group to be deleted via the Web, select the Beneficiary Coverage Delete check box.


13. Go to the Secondary Group block.

14. In the Secondary Group Code field, enter a unique four-character code to identify the secondary group being defined.

15. In the field next to the Secondary Group Code field, enter a description (up to 30 characters) of the secondary group being defined.

The system inserts default values into the remaining fields of the Secondary Group block. These values match those in the corresponding fields in the primary group block.

16. If desired, change the values.

For example, to allow records to be added via the Web for primary records but not for secondary records, clear the Secondary Group Insert check box.


18. Go to the Secondary Group Associated Benefits Deductions Setup block.

19. In the Benefit or Deduction field, enter the three character benefit or deduction code for the associated benefit or deduction being defined or select it from the List of Values.


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Benefit and deduction codes are defined on the Benefits and Deductions Rule Form (PTRBDCA).

The system inserts default values into the remaining fields of the window. These values match those in the corresponding fields in the secondary group block.

20. If desired, change the values.

21. To define another benefit or deduction code, insert a new record and repeat steps 19 and 20.


23. To define another secondary group and its associated benefit or deduction codes, go to the Secondary Group block, insert a new record, and repeat steps 13 to 22.

24. To define a new primary group and its associated secondary group and benefit or deduction codes, go to the Primary Group block, insert a new record, and repeat steps 1 to 23.

Display a Record of Deduction Changes

The Employee Deduction History Form (PEIDHIS) is used to display a record of changes made to the Employee Deduction Form (PDADEDN). This section covers only functions related to the Benefits and Deductions option on Employee Self-Service. For complete information about PEIDHIS, refer to the Banner Human Resources User Guide.

The following fields on PEIDHIS support Web processing:

Item Description/Source Information

Capture Date and Time Displays the date and time that the record currently displayed on PEIDHIS was created. This field can be used to monitor deduction changes made on the Web and during normal Banner operations.

Deleted This check box, if marked, indicates that an employee has deleted the benefit via the Web or via the Employee Benefit or Deduction Form (PDADEDN). This feature is especially useful during open enrollment since it enables the user to access a complete history of the changes that took place during that period. The user can either see these changes on PEIDHIS or on the Audit Trail Report (PORAUDT). (For further information on the Audit Trail Report, see the Banner Human Resources User Guide.)



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Enroll in New Hire Benefits

To begin new hire enrollment, use the following procedure:

1. On the Benefits Enrollment menu, click New Hire Enrollment.

The Beneficiaries and Dependents page is displayed with the list of beneficiaries and dependents for the employee.

2. The employee can add any dependents and/or beneficiaries on this page.

3. Click the Return To New Hire Enrollment link.

The New Hire Enrollment Page appears with the eligible benefits.

4. Click Start Enrollment.

The Enrollment Group page appears with the benefits and deductions details of first enrollment group.

5. Click an appropriate benefit or deduction link.

6. Make the appropriate changes in the benefits or deductions.

NoteIf Coverage or Allocation links are present once the benefit has been saved, the employee can attach coverage or beneficiary allocations to the record.


Open Enrollment This field contains one of the following values:

C The employee has continued the deduction through the Open Enrollment option.

S The deduction is newly selected by the employee through the Open Enrollment option.

T The employee has terminated the deduction through the Open Enrollment option.

Y The employee has indicated that this deduction is among his or her final choices by selecting Complete.

N The deduction is not involved in open enrollment.



October

8. Click Go To Next Benefit Group to add benefits and deductions from the next group.

9. Repeat steps 5 through 8 for all the benefit groups. At any point select the New Hire Enrollment link to return to the New Hire Enrollment page.

10. The system returns back to the New Hire enrollment page. The user can click Finish Enrollment.

This displays the Benefit Confirmation page.

11. Click Confirm Enrollment to submit the enrollment transactions and change the status of the transactions in the working tables from Pending to Confirmed.

12. Click the New Hire Enrollment link at the bottom to return to the New Hire enrollment page.

Submit Life Event Change

To begin life event enrollment processing, use the following procedure:

1. On the Benefits Enrollment menu, click Life Event Change option.

The Life Change Enrollment Reason page appears.

2. Select Life Event Change Reason.

3. Specify Event Date in MM/DD/YYYY format.

4. Click Continue.

The life event change is saved and the Beneficiaries and Dependents page is displayed with the list of beneficiaries and dependents for the employee.

5. Add or change the beneficiaries or dependents. (Optional)

6. After the employee has completed any changes to the beneficiaries or dependents, click the Return To Life Event Change link.

The Life Event Change Enrollment Page appears with the life event change data and eligible benefits.



8. Click a benefit or deduction link.



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NoteIf Coverage or Allocation links are present once the benefit has been saved, the employee can attach coverage or beneficiary allocations to the record.



12. Repeat steps 8 through 10 for all the benefit groups. At any point click the Life Event Change link to return to the Life Event Change enrollment page.

13. Select Cancel Enrollment button (Optional), to remove the changes that you have made for this Life Event Change.

The system returns to the Life Event Change enrollment page. The user can click Finish Enrollment button. This displays the Benefit Confirmation page.

14. Click the Confirm Enrollment to submit the enrollment transactions and change the status of the transactions in the working tables from Pending to Confirmed.

15. Click the Life Event Change link at the bottom to return to the Life Event Change page.

Add Beneficiaries and Dependents

Use the following procedure to add beneficiaries and dependents.

1. On the Beneficiaries and Dependants page, click the Add a New Person link.

The Updating Beneficiary or Dependent page appears.

2. Specify the Date Added.

3. Enter the First Name, Middle Name or Initial, Last Name Prefix, and Last Name.

4. Enter the SSN or SIN or TIN.

5. Enter the Relationship of the beneficiary or dependent with the employee.

6. Enter the Birth Date.

7. Select the Gender.


October

8. Select Active status of the beneficiary or dependent: Active or Inactive. Default is Active.

9. From the Beneficiary or Dependent drop-down, select whether the person is Beneficiary, Dependent, or Both.

10. Select the Spouse Employment Indicator, if applicable.

11. Select the Marital Status.

12. Select the College Status: Attends College or Does not Attend College.

13. Specify the College Begin Date and College End Date.

14. Select the Disabled Indicator to specify if the person is Disabled or Not Disabled.

15. Click Submit Changes to save the beneficiary or dependent details.

The beneficiary or dependent details are added.

Update Coverage

Use the following procedure to update coverage for dependents:

1. On the Beneficiaries and Dependants page, click the Coverage and Allocations Summary link.

The Benefits Coverage and Allocation Summary page is displayed.

2. Click the Coverage Details link.

The Benefits Coverage page is displayed with coverage information for each dependent.

3. Change the Coverage information as required.

4. Enter the Begin Date and End Date for the coverage.

5. Select the Deduction Termination Reason, if applicable.

6. Select Other Coverage information, if applicable.

7. Click Choose or Update.



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The coverage and allocations information is updated, and the message Successfully Updated is displayed.

NoteEnter the end date if the Deduction Termination Reason is selected.

Update Allocations

Use the following procedure to update allocations for beneficiaries:

1. On the Beneficiaries and Dependants page, click the Coverage and Allocations Summary link.


2. Click the Beneficiary Allocations Details link.

The Benefits Allocations page is displayed with allocation information for each beneficiary.

3. Change the Allocation information as required.

4. Select the Primary Indicator, set person to primary or contingent beneficiary.

5. Enter Primary Percentage information, if applicable.

6. Enter Primary Amount information, if applicable.

7. Enter Contingent Percentage information, if applicable.

8. Enter Contingent Amount information, if applicable.


The allocations information is updated and a message Successfully Updated is displayed.

Apply Benefits or Deductions by Employees

The Benefit Administrator can view the benefits and deductions confirmed by the employees, listed under individual employee names, and apply them as follows:

1. Click the Benefit Enrollment Administration link on the Benefits Enrollment menu page.

The Filter Selection page is displayed.

2. Select the COA and Organization, Benefit Category, Benefit or Deduction.


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3. Specify the Number of Employees per Page.

4. Click Employee Summary.

All the benefits or deduction confirmed by the employee are listed in the Benefit Enrollment Employee Summary page.

5. Under the Apply field, select the benefits or deductions.

6. At the bottom of the page, click Select All to select all listed benefits or deductions.

7. Click Deselect All to clear the selection.

8. Click Apply Selected Benefits to apply the selected benefits or deductions.

NoteIf an error occurs because of the Effective Date, the administrator can override the date provided and attempt the Apply process again.

Apply benefits or deductions by Organization

The Benefit Administrator can view the benefits and deductions confirmed by the employees, employee details listed under selected organization names, and apply them as follows:



2. Select the COA and Organization, Benefit Category, Benefit or Deduction.

3. Specify the Number of Employees per Page.

4. Click Organization Summary.

All the benefits or deduction confirmed by the employee are listed in the Benefit Enrollment Organization Summary page.

5. Under the Apply field, select the benefits or deductions.

6. At the bottom of the page, click Select All to select all listed benefits or deductions.

7. Click Deselect All to clear the selection.

8. Click Apply Selected Benefits to apply the selected benefits or deductions.



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Apply benefits or deductions by Employee Filter

The Benefit Administrator can view the benefits and deductions confirmed by the employees, by filtering the employee details by first name, last name, or employee ID. The Administrator can also upload required documents for the enrolled benefits. To filter an employee’s benefits and deduction information, use the following steps:



2. Click Employee Filter.

3. Enter the employee’s Last Name, First Name, or ID.

4. Select the Number of Employees per Page.

The Benefit Enrollment Employee Summary page is displayed.

5. Click the employee name link to view the details and upload supporting documents.

Upload Supporting Documents

This link is displayed only if your institution is licensed to use the Banner Document Management System.

For more details, refer to Chapter 10, “Integrating Banner Document Management with Self-Service Banner” of the Banner Document Management Installation Guide.

Use the following procedure to upload supporting documents for life event change enrollment:

1. On the Benefit Enrollment Employee Detail page, click the Employee Name link to view the details and upload supporting documents.

2. Click the Upload Document link.

The Import New Page is displayed.

3. Click Browse and select the document.

4. Click Upload.

5. Click New.

The document index and field values are displayed.


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6. Enter the Field Names.

7. Click Save.

The document is saved and the Display Documents link is added to the page when you add the first supporting document.

8. Click the Display Document link to view the uploaded document.

Benefits and Deductions Menu

The Benefits and Deductions menu enables users to access and change their benefit data.

The following menu options appear under this category:

• Benefits Enrollment

• Beneficiaries and Dependents

• Benefit Summary

Benefits Enrollment Menu

The Benefits Enrollment menu allows users to access and change their benefit data under various benefit categories.

The following menu options appear under this category:

• Retirement Plans

• Health Benefits

Links to Other Web Pages

This Link Action

Benefits Enrollment Goes to the Benefits Enrollment menu (bwpkdsta.P_ShowEnrollmentMenu)

Beneficiaries and Dependents

Goes to the Beneficiaries and Dependents page (bwpkdbcv.P_NamesAndBenefits)

Benefit Summary Goes to the Benefit Summary (bwpkebst.P_DispDateSelect)



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• Flexible Spending Accounts

• Miscellaneous

• New Hire Enrollment

• Open Enrollment

• Life Event Change

• Benefit Enrollment Administration

Select the appropriate menu option to access the relevant category of benefits accordingly.


This Link Action

Select a menu option to access the corresponding category of benefit plans.

Retirement Plans Goes to the Retirement Plans page (bwpkdcmn.P_DispDednCurRet)

Health Benefits Goes to the Health Benefits page (bwpkdcmn.P_DispDednCurHlt)

Flexible Spending Accounts Goes to the Flexible Spending Accounts page (bwpkdcmn.P_DispDednCurFlxs)

Miscellaneous Goes to the Miscellaneous page (bwpkdcmn.P_DispDednCurMisc)

Open Enrollment Goes to the Open Enrollment page (bwpkdcmn.P_OpenEnrollment)

New Hire Enrollment Goes to the New Hire Enrollment page

(bwpkdsta.P_NewHire)

Life Event Change Goes to the Life Event Change Enrollment page

(bwpkdsta.P_LifeEventChange)

Benefit Enrollment Administration

Goes to the Filter Selection page


October

Web Pages

Retirement Plans (bwpkdcmn.P_DispDednCurRet)

The Retirement Plans page displays information for each retirement benefit plan such as, employer and employee contributions, Start Date and End Date of a benefit plan.

Access this page by selecting the Retirement Plans menu option in the Benefits and Deductions menu.

Information Text

The information text provides instructions for using this Web page. You can customize the text using Web Tailor. The delivered text is:

Select Add a New Benefit Or Deduction to add a new benefit.

Setup Requirements

Item Description

The menu options are essentially the primary groups into which various benefits/deductions can be classified. The primary groups are defined on the Benefit Deduction Group Code Validation Form (PTVBDPG).

The Benefit or Deduction Grouping Rules Form (PTRBDPG) in Banner Human Resources allows you to set up rules to control the selection and display of menu options (or primary groups) on Self-Service. This rule form allows you to customize the menu options that are to be made available to employees in the Self-Service application.

The two Banner forms when used in conjunction give you the ability to customize the Benefits and Deductions main menu, such as, display just three menu options (primary groups) - Retirement Plans, Health Benefits, and Miscellaneous.

To view the Benefits or Deductions menu page in Self-Service, set up the following forms in Banner:

PTVBDPG Set up primary groups.

PTRBDPG Set up Web Actions for each primary group in the Primary Group block of the Main window.



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Web Page Fields


The title of the retirement benefit plan displayed in Self-Service depends on the Long description entered for the corresponding Benefit/Deduction code in the Benefits and Deductions Rule Form (PTRBDCA) in Banner Human Resources.

The following information is displayed for each benefit plan:

Benefit or Deduction as of date

Displays the date in accordance to which, preliminary details of the employee’s retirement benefit plan are displayed in the subsequent fields.

Status of Benefit or Deduction

Displays the status of the benefit plan as of the current date.

The value of this field is based on the Status of the employee’s benefit/deduction specified on the Employee Benefit or Deduction Form (PDADEDN).

Start Date Displays the begin date of the benefit plan.

The value of this field corresponds to the Effective Date specified on the Employee Benefit or Deduction Form (PDADEDN).

End Date Displays the End Date of the benefit plan, if available.

The value of this field corresponds to the End Date specified in the General Information block of PDADEDN.

The display of the following fields depend on the calculation rule associated with the Retirement Benefit/Deduction code in PTRBDCA.

Plan The value of this field is drawn from the description of the benefit/deduction plan specified on the Definition of Benefit and Deduction Plans window of PTRBDCA.

<Field Label 1> This field label can be customized by specifying an appropriate label in the Definition of Options and Amounts window of PTRBDCA.

Based on the calculation rule, for example, an employee’s retirement contribution to a benefit plan is drawn from the Amount field associated with the employee’s contribution specified on the Employee Benefit or Deduction Form (PDADEDN).


October

<Field Label 2> This field label can be customized as required by specifying an alternative label in the Definition of Options and Amounts window of PTRBDCA.

Based on the calculation rule, for example, this field can display the employer’s contribution towards the employee’s retirement benefit plan. In this case, the value of this field is drawn from the Amount field associated with the employer’s contribution specified on the Employee Benefit or Deduction Form (PDADEDN).

Buttons/Icons on This Page

Button/Icon Action

Add a New Benefit or Deduction

Goes to the Add a New Benefit or Deduction page (bwpkdcmn.P_UpdateDednSelNew)


This Link Action

The following links will be displayed on this Web page based on the Web Actions you set up for each primary group in the Benefit or Deduction Grouping Rules Form (PTRBDPG).

History Goes to the Retirement History page (bwpkdcmn.P_DispDednHistRet)

Update Goes to the Update Retirement page (bwpkdcmn.P_UpdateDednRet)

Contributions or Deductions Goes to the Retirement Contributions or Deductions page (bwpkdcmn.P_DispDednYtdRet)

Vendor Web Site Goes to the Web site (or an internally designed Web page) of your institution’s retirement plans vendor.

Web Page Fields




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Retirement History (bwpkdcmn.P_DispDednHistRet)

The Retirement History page is displayed when employees select the History link on the Retirement Plans page associated with a specific plan. This page displays a history of

Setup Requirements

Item Description

Categories of retirement plans displayed on this page have to be established as secondary groups on the Benefit or Deduction Grouping Rules Form (PTRBDPG) in Banner Human Resources.

For example, a specific retirement plan such as the TIAA/CREF Retirement Annuity plan can be set up as a secondary group under the Retirement Plans primary group on PTRBDPG in order to be available on the Web accordingly.

Set up the following information in Banner Human Resources:

PTRBDCA Associate a calculation rule with each benefit/deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options and Amounts window. The field labels entered on this form are then displayed on this Web page.

Define plan options available under each benefit plan in the Definition of Benefit and Deduction Plans window.

Specify your institution’s vendor web site in the Web Information window.

PTRBCAT Set up Web rules for Benefit Categories associated with benefits or deductions you wish to access via Self-Service.

PDADEDN Set up appropriate benefits/deductions for each employee.

PTVBDPG Define the primary groups.

PTRBDPG Define Web actions (such as Display, Insert, Update or Delete permissions) allowed for each Primary Group and Secondary Group.

Specify Web actions permitted for each retirement benefit plan by identifying benefit/deduction codes in the Secondary Group Associated Benefits Deductions Setup block. By doing so, a specific retirement benefit plan such as, TIAA/CREF Retirement Annuity Plan will then be displayed under the Retirement Plans menu.


October

changes made to a benefit plan over a period of time. The employee’s current benefit plan is indicated with a My Current Plan label.

A typical entry on this page can display the following information for a selected retirement plan:

• Effective date of the displayed plan

• Benefit status

• Benefit plan specifics, if applicable

The display of the above information also depends on the rules established for each retirement benefit on the Benefits and Deductions Rule Form (PTRBDCA) in Banner such as the percent contributed each pay period and/or the annual limit, and is identical to the fields displayed for the relevant benefit on the Retirement Plans page.

For more details on how to set up this Web page, refer to “Setup Requirements.”

Information Text


Changes may include updates you initiated as well as changes resulting from benefit updates by the Benefit Administrator.

Web Page Fields


The following fields are displayed by default.

Current Plan This field identifies the employees current benefit plan. A My Current Plan tag is displayed for the appropriate plan option chosen by the employee.

Effective Date Displays the date on which the employee changed the benefit option.

Status Displays the current status of the retirement benefit.

This is followed by a set of fields, the labels of which you can customize for a selected benefit plan as directed by your enterprise. The customized field labels and field values have to be set up on the PTRBDCA form. For example, you can specify fields labels to indicate the percent contribution by the employee and/or employer, etc.



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Update Retirement (bwpkdcmn.P_UpdateDednRet)

The Update Retirement Web page allows employees to add or modify their choice of elected benefits or deductions. This page can be accessed by performing any one of the following actions:

• Selecting the Update link on the Retirement Plan page

• Choosing a benefit or deduction on the Add a New Benefit or Deduction page

The Update Retirement page lists all available variations of a selected plan. The list is preceded by the Status and Effective Date fields to be completed by the employee. After completing these fields, employees can choose a retirement plan and click Submit Changes.


This Link Action


Setup Requirements

Item Description

Set up the following forms in Banner to access this Self-Service page:

PTRBDCA Add a new benefit or deduction code if necessary or update an existing benefit or deduction code.

Associate a calculation rule with each retirement benefit/deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options and Amounts window. The field labels specified on this form are then displayed on this Self-Service page.


PTRBCAT Associate the benefit/deduction code with a benefit category in the Valid Benefits or Deductions For Benefit Category block.

PTRBDPG Specify Web Actions for each retirement benefit or deduction code in the Secondary Group Associated Benefits Deductions Setup block.


October

Information Text


Enter the Effective Date of Change and complete the required plan information, choose the plan under My Choice and then select Submit Changes.

To delete a plan: Choose the plan under My Choice and select Delete Plan, if available.

The above information is followed by a section of customized fields you can set up in accordance to the needs of your enterprise. The customized fields primarily depend on the Calculation Rule associated with a Benefit/Deduction code and the field attributes established for plan options available under a benefit plan These features have to be set up on the Benefits and Deductions Rule Form (PTRBDCA). For more details, refer to“Set up Benefit or Deduction Codes” on page 2-6.

The calculation rule and field attributes on the Benefits and Deductions Rule Form (PTRBDCA) jointly determine and customize the display of the:

• Field labels for each benefit plan

• Plan options if available under a benefit plan

• Amounts associated with each plan option

Web Page Fields


The following information is displayed just below the title of each retirement benefit or deduction. The displayed title is drawn from the Long Description field on the Benefits and Deductions Rule Form (PTRBDCA).

Standard fields are first displayed for each benefit plan. These include the following.

Deduction Effective as of Displays the date in accordance to which the current benefit plan options or deduction details are displayed in the subsequent fields.

By default, the current date is displayed.

Status Displays the current status of the benefit plan. Employees can change the status of their benefits plan by selecting an alternative from the pull-down list.

The list of values for the pull-down list is provided as seed data.

Effective Date of Change Employees can enter a date to specify when a benefit or deduction should come into effect.



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Employees can specify changes to their benefits or deductions by updating their choice of benefit plans or any other benefits information on this page, if available.


Button/Icon Action

Submit Changes Goes to the Retirement Plans Update Confirmation page (bwpkdupd.P_UpdateDednProcess)

Restore Original Values Reverts to the benefits plan details originally displayed on the Update Retirement page


This Link Action


Setup Requirements

Item Description

PTRBDCA Add a new benefit or deduction code if necessary or update an existing benefit or deduction code.

Associate a calculation rule with each retirement benefit/deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options and Amounts window. The field labels specified on this form are then displayed on this Web page.


PTRBCAT Associate the benefit/deduction code with a benefit category in the Valid Benefits or Deductions For Benefit Category block.

PTRBDPG Specify Web Actions for each retirement benefit or deduction code in the Secondary Group Associated Benefits Deductions Setup block. Ensure that the Update check box is selected for each retirement benefit.


October

Retirement Contributions or Deductions (bwpkdcmn.P_DispDednYtdRet)

The Retirement Contributions or Deductions page is displayed when employees select the Contributions or Deductions link on the Retirement Plans page.

This page lists the monthly contribution of the employee and/or the employer (if applicable) towards a retirement benefit or deduction. Employees can change the display of information on this page by choosing to view the contributions for an alternative time period. The total amounts contributed by the employee and/or employer for the selected period is also displayed at the bottom of the list.

NoteThis page displays only those contributions or deductions that have been processed through the PHPUPDT process. If none of the deductions have been processed, the link to this page will not be available to the employee from the Retirement Plans page.

Information Text


Choose new dates to change the date range and select Display.

Updates to Banner

Changes made to a benefit plan are written to the database, and an audit trail entry is created.

Web Page Fields


The long description (from PTRBDCA) of the selected retirement benefit is followed by the following fields.

History Start Date The Start Month and Year for which the contributions are to be displayed.

History End Date The End Month and Year for which the contributions are to be displayed.



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The following fields display the monthly contributions.

Year Displays the Year in which the monthly contributions have been made towards a benefit or deduction.

Month Displays all the months in accordance to the time period selected by the employee.

Personal Deduction Displays the employee’s monthly contribution towards the retirement benefit during the selected time period.

Employer Contribution Displays the employer’s monthly contribution (if applicable) towards the retirement benefit during the selected time range.

Total The total contribution made by the employee and/or employer for the selected date range.

From Select the Start Month and Year from the corresponding pull-down lists.

To Select the End Month and Year from the corresponding pull-down lists.


Button/Icon Action

Display Refreshes the Retirement Contributions or Deductions page with new data upon specifying a time period in the From and To fields.


This Link Action


Web Page Fields



October

Health Benefits (bwpkdcmn.P_DispDednCurHlt)

The Health Benefits page displays data for each benefit plan. This page displays information on existing health plans. Additionally, new plans can also be added by clicking Add a New Benefit.

Access this page by selecting the Health Benefits option in the Benefits and Deductions menu.

Information Text


Select Add a New Benefit to add a new health benefit.

Setup Requirements

Item Description

Pay Period Update Process (PHPUPDT)

Process employee deductions to ensure that recent contributions are accessible on this Web page.

Web Page Fields


The title name of the retirement benefit plan displayed in Self-Service depends on the Long description entered for the corresponding Benefit/Deduction code in the Benefits and Deductions Rule Form (PTRBDCA) in Banner Human Resources.


Displays the date in accordance to which, preliminary details of the employee’s health benefit plan are displayed in the subsequent fields.



The value of this field is based on the Status field of the employee’s benefit/deduction specified on the Employee Benefit or Deduction Form (PDADEDN).


The value of this field corresponds to the Effective Date specified on the Employee Benefit or Deduction Form (PDADEDN).



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The following links are displayed on this Web page based on the Web Actions you set up for each primary group in the Benefit or Deduction Grouping Rules Form (PTRBDPG).

End Date Displays the End Date of the benefit plan, if available.

The value of this field corresponds to the End Date specified in the General Information block of PDADEDN.

The display of the following fields depends on the calculation rule associated with the Health Benefit/Deduction code.

Plan The value of this field is drawn from the description of the benefit/deduction plan if specified on the Definition of Benefit and Deduction Plans window of PTRBDCA.

<Field Label 1> This field label can be customized by specifying an appropriate label in the Definition of Options and Amounts window of PTRBDCA.

Based on the Calculation Rule, for example, this field can display an employee’s contribution to a benefit plan. Then the value of this field is drawn from the Amount field associated with the employee’s contribution specified on the Employee Benefit or Deduction Form (PDADEDN).

<Field Label 2> This field label can be customized as required by specifying an alternative label in the Definition of Options and Amounts window of PTRBDCA.

Based on the Calculation Rule, for example, this field can display the employer’s contribution towards the benefit plan. Then the value of this field is drawn from the Amount field associated with the employer’s contribution specified on the Employee Benefit or Deduction Form (PDADEDN).


Button/Icon Action

Add a New Benefit Goes to the Add a New Benefit or Deduction page (bwpkdcmn.P_UpdateDednSelNew)

Web Page Fields



October

Additionally, the following links are displayed. These do not depend on the setup in PTRBDPG.

Setup Requirements

Health plans displayed on this page have to be established as secondary groups on the Benefit or Deduction Grouping Rules Form (PTRBDPG) in Banner Human Resources.

For example, a specific health plan such as Aetna HMO must be set up as a secondary group under the Health Plans primary group on PTRBDPG to be available on the Web accordingly.

This Link Action

History Goes to the Health Benefits History page (bwpkdcmn.P_DispDednHistHealth)

Update Goes to the Update Health page (bwpkdcmn.P_UpdateDednHealth)

Contributions or Deductions Goes to the Health Benefits Contributions or Deductions page (bwpkdcmn.P_DispDednYtdHealth)

This Link Action







Benefit Summary Goes to the Benefit Summary Date Criteria page (bwpkebst.P_DispIDSelect)



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Health Benefits History (bwpkdcmn.P_DispDednHistHealth)

The Health Benefits History page is displayed when employees select the History link associated with a specific plan on the Health Benefits page. This page displays a history of changes made by an employee to their health benefits over a period of time.

The employee’s current health benefit plan is indicated by the row labeled My Current Plan. The displayed information depends primarily on the calculation rule and the set up established for each health benefit on the Benefits and Deductions Rule Form (PTRBDCA) in Banner HR.

Item Description


In the Definition of Options and Amounts window, define field labels and data entry attributes for plan options and amounts. These field labels are then displayed on this Web page.

In the Definition of Benefit and Deduction Plans window, define plan options available under each benefit plan.

In the Web Information window specify your institution’s vendor web site.

PTRBCAT Set up Web rules for Benefit Categories associated with those benefits or deductions you wish to access via Self-Service.


PTVBDPG Define Health Benefits as a primary group.

PTRBDPG Define Web actions (such as Display, Insert, Update or Delete permissions) allowed for primary group and the secondary group(s) in the Main block of the form.

In the Secondary Group Associated Benefits Deductions Setup block, set up health benefit or deduction codes and specify Web Actions for each health benefit or deduction code. By doing so, a specific health benefit plan such as the Aetna HMO Plan will then be displayed under the Health Plans menu.


October

A typical entry on this page displays the following information for a selected plan. These however depend on the calculation rule associated with the benefit or deduction code in PTRBDCA and the set up in PTRBDPG:

• Effective date of the plan information shown

• Status of the plan

• Type of plan

• Employee deduction amount per pay period

• Employer contribution amount per pay period

Information Text


These changes may include updates you initiated as well as changes that are a result of benefit plan updates by the Benefit Administrator.

Web Page Fields


Benefit or Deduction From and To Dates

Displays the start date and the end date (if available) of the health benefit or deduction.

The following information is displayed for each change made since enrolling in the health benefit or deduction plan.

Effective Date Displays the effective date that a change(s) was made to the health benefit plan. The most recent change is indicated by the row labeled My Current Plan.

Status Displays the current status of the health benefit plan as of the effective date.

The display of subsequent fields depends on the calculation rule associated with a health benefit or deduction code.

Plan Based on the calculation rule one or more plans may be associated with a health benefit or deduction.

This field displays the health plan selected by the employee, if applicable.



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<Field label 1> This field label can be customized by specifying an appropriate label in the Definition of Options and Amounts window of PTRBDCA.

Based on the associated calculation rule this field can, for example, display a percentage contribution by the employee or an annual limit.

<Field label 2> This field label can be customized by specifying an appropriate label in the Definition of Options and Amounts window of PTRBDCA.

Based on the associated calculation rule this field can, for example, display a percentage contribution by the employer.


This Link Action


Setup Requirements

Item Description

PTRBDCA Add a new or update existing benefit or deduction codes in the Key block.

Associate a calculation rule with each benefit/deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options and Amounts window. The field labels entered in this form are reflected on this page.



Web Page Fields



October

Update Health (bwpkdcmn.P_UpdateDednHealth)

The Update Health Benefits page is displayed when the employee selects the Update link on the Health Benefits page. This page displays all available variations of a selected plan.

Employees can update their health benefit plans only if the benefits administrator has selected the appropriate Web Actions for this group of benefits in the Benefit or Deduction Grouping Rules Form (PTRBDPG). The functionality of this Web page depends on the Web actions, namely:

• Display

• Insert

• Update and

• Delete

In order to access and update information in this page, ensure that the Display and Update Web Actions are selected for Health benefits group in PTRBDPG.

To update an existing health benefit:

1. Select the account status from the pull-down list in the Status field if you wish to cease participating in a health benefit plan. Otherwise, go to Step 2.

2. In the Effective Date field, specify the date from when the change is to come into effect.

3. Choose an alternative to your current health benefit option by selecting the appropriate radio button in the My Choice column.

4. Enter an Employee Benefit Amount if applicable to the plan.


The change is then written to the database, and an audit trail entry is created.

Information Text


Change the information and select Submit Changes to update your health benefits or deductions.



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Web Page Fields


Deduction Effective as of Displays the date that the deduction became effective.

Plans Effective as of Displays the date that a specific benefit plan became effective.

Status Initially displays the current status of the benefit or deduction. The status of the benefit or deduction can be changed by selecting an alternative from the pull-down list. Options include:

• Active

• Inactive

Effective Date of Change Initially displays the date on which a change was last made. Specify a new date if you wish to effect a new change to the benefit or deduction plan.

The display of the subsequent fields primarily depend on the Calculation Rule associated with the specific benefit or deduction code, and on the benefit plan information entered in the Benefits and Deductions Rule Form (PTRBDCA).

Typically these fields display the various plan options available under a benefit or deduction plan, the employee’s current plan, the deduction amounts set aside by the employee and/or the employer, etc.

Employees can choose an alternative plan and/or change their contribution amounts towards a plan.

For more details on how to specify plan details and so on, refer to “Setup Requirements.”


Button/Icon Action

Submit Changes Goes to the Health Benefit Update Confirmation page (bwpkdupd.P_UpdateDednProcess)

Restore Original Values Clears all fields with unsaved entries on this page


This Link Action



October

Setup Requirements

Item Description

PTRBDCA Associate a calculation rule with the benefit/deduction code.

Set up the field labels and data entry attributes for plan Options and Amounts in the Definition of Options and Amounts window. The field labels entered on this form will be reflected on this page.



PTRBDPG Set up Web Actions for Health Benefits in the following blocks:

• The Secondary Group block

For example, assume that separate benefit programs are available for faculty and staff employees. Then, this block allows you to set up the web functionality for each group of employees. Based on the Web actions you select in this block, faculty employees may be set up to update their health benefit plans in Employee Self-Service, whereas Staff employees may not be set up to do so.

• The Secondary Group Associated Benefits Deductions Setup block.

This block allows you to individually set up the web functionality in Employee Self-Service for each benefit or deduction included in the Secondary Group block.

Continuing with the previous example, Faculty employees can be set up to view and update their Pre-Tax Dental Insurance plan whereas Staff employees can be set up to only view their corresponding Dental plan.

Updates to Banner

The change in the benefit plan is written to the database, and an audit trail entry is created.



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Health Benefits Contributions or Deductions (bwpkdcmn.P_DispDednYtdHealth)

The Health Benefits Contributions or Deductions page is available only if an employee has made contributions towards a benefit or deduction plan. This page displays a history of their monthly contributions for a specific year.

The Health Benefits Contributions or Deductions page is displayed when the employee selects the Contributions or Deductions link on the Health Benefits page. This page lists employer’s and employee’s monthly contribution information for the plan. Total amounts appear at the bottom of the listing.

Contributions and Deductions to a benefit plan are available on the Web only after the Pay Period Update Process (PHPUPDT) is run for the concerned pay period.

Information Text



Web Page Fields


Specify the period for which deduction history is to be displayed in the following fields.

From Select the start Month and Year from the corresponding pull-down lists.


The following fields display the history of contributions based on the date range selected in the above fields.

History Start Date Displays the date selected in the From field.

History End Date Displays the date selected in the To field.

Year Displays the year for which the contribution history is being shown. Year Format is YYYY.

Month Displays the months in the selected year based on the selections made in the From and To fields.


October

Flexible Spending Accounts (bwpkdcmn.P_DispDednCurFlxs)

The Flexible Spending Accounts page displays the flexible benefits to which each employee has enrolled. This page displays the preliminary information for each enrolled flexible benefit and also provides links to update the flexible benefit plan, view its history, plan details and a history of contributions and deductions made towards each plan.

Additionally, employees can also choose to enroll into alternative flexible benefit plans by clicking Add a New Spending Account.

Personal Deduction Displays the employee’s personal contribution towards a benefit or deduction for each month.

Employer Contribution Displays the employer’s monthly contribution, if applicable towards the employee’s benefit plan.


Button/Icon Action

Display Redisplays the Health Benefits Contributions or Deductions page with the monthly amounts contributed by the employee and the employer (if applicable) towards a benefit plan.


This Link Action


Setup Requirements

No specific Banner set up is required for this page.

TipEnsure that the Pay Period Update Process (PHPUPDT) process is run for the relevant month to view the most recent contribution made towards the benefit or deduction.

Web Page Fields




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Information Text


Select Add a New Spending Account to add a new flexible spending account.

Web Page Fields



Displays the benefit or deduction information as of the date displayed in this field.


Displays the current status of the benefit or deduction.

The value of this field is drawn from the Status field on the Deduction Information block of PDADEDN.

Start Date Displays the start date of the benefit or deduction.

The value of this field is drawn from the Effective Date field on the Deduction Information block of PDADEDN.

End Date Displays the end date of the benefit or deduction, if available.

The value of this field is drawn from the End Date field on the General Deduction Information block of PDADEDN.

The display of subsequent fields depends on the calculation rule associated with a benefit or deduction code. The field labels associated with a flexible spending account plan can be defined on the Definition of Options and Amounts window of the Benefits and Deductions Rule Form (PTRBDCA).

For more details refer to “Setup Requirements.”


Button/Icon Action

Add a New Spending Account



October


This Link Action

History Goes to the Flexible Spending History page (bwpkdcmn.P_DispDednHistFlex)

Update Goes to the Update Flexible Spending page (bwpkdcmn.P_UpdateDednFlex)

Details Goes to the Flexible Spending Account Detail page (bwpkdcmn.P_DispDednFlxsDetail)

Contributions or Deductions Goes to the Flexible Spending Contributions or Deductions page (bwpkdcmn.P_DispDednYtdFlex)

Additionally, the following links are displayed. These do not depend on the set up in PTRBDPG.








Setup Requirements

Item Description

Flexible spending account plans displayed on this page have to be established as secondary groups on the Benefit or Deduction Grouping Rules Form (PTRBDPG) in Banner Human Resources.

For example, a specific flexible spending account plan such as the Aetna HMO plan must be set up as a secondary group under the Flexible Spending Plans primary group on PTRBDPG in order to be available on the Web accordingly.



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PTRBDCA Add a new or update an existing benefit or deduction code.

Associate a calculation rule with the flexible benefit or deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options and Amounts window. The field labels entered on this form will then be reflected on this Web page.

Note: Field labels whose field attributes are set as Optional or Required in this form will appear as data entry fields in the Update Flexible Spending page, whereas field labels whose field attributes are set up as No Entry, appear as display fields.

Define plan options available under each flexible benefit plan in the Definition of Plans window.

Specify your institution’s vendor Web site in the Web Information window.

PTRBCAT Set up Web rules for Benefit Categories associated with those benefits or deductions you wish to access via Self-Service.

PTVBDPG Define Flexible Benefits as the primary group.

PTRBDPG Set up the common Web Actions for Flexible Spending Account Benefits in the Primary Group and the Secondary Group blocks on the Main window.

Identify benefits or deductions that are to be displayed as flexible benefits and specify the Web actions permitted for each individual benefit in the Secondary Group Associated Benefits Deductions Setup block of PTRBDPG. This block allows you to individually set up the Web functionality for each benefit or deduction you include in the Secondary Group block. This will override the set up specified in the Secondary block.

Setup Requirements

Item Description


October

Flexible Spending History (bwpkdcmn.P_DispDednHistFlex)

The Flexible Spending History page is displayed when employees select the History link on the Flexible Spending Accounts page. This page displays a history of changes made to an employee’s flexible spending benefit or deduction plan.

Information Text


These changes may include updates that you have initiated as well as changes that are a result of benefit plan updates by the Benefit Administrator.

Web Page Fields


Field information displayed on this page depends on the calculation rule associated with a flexible spending account benefit plan.


Displays the start date and the end date (if available) of the flexible benefit or deduction.

The following information is displayed for each change made since enrolling in the flexible benefit or deduction plan.

Effective Date Displays the effective date that a change(s) was made to a flexible spending account benefit plan. The most recent change is indicated by the row labeled My Current Plan.

Status Displays the current status of the flexible spending account benefit plan as of the effective date.

The display of subsequent fields associated with a plan depend on the calculation rule specified for a flexible spending account benefit or deduction code on PTRBDCA.

The field labels of a flexible spending account plan can be customized by specifying an appropriate label in the Definition of Options and Amounts window of PTRBDCA.


This Link Action




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Update Flexible Spending (bwpkdcmn.P_UpdateDednFlex)

The Update Flexible Spending page is displayed when employees select the Update link on the Flexible Spending Accounts page. This page is available only if the Update check box is selected as a Web action for flexible benefits in PTRBDPG. This page allows employees to change the following information for an account:

• Effective date

• Status of the flexible spending account

• Amount deposited into the account per pay

• Maximum amount that can be deposited into the account per year

To update a flexible spending account:

1. Select the account status from the pull-down list in the Status field.

2. Make the desired changes.


The change is written to the database, and an audit trail entry is created.

Information Text


Setup Requirements

Item Description


Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options and Amounts window. The field labels entered on this form are reflected on this Web page.




October

Complete the required fields and select Submit Changes.

Web Page Fields


Deduction Effective as of Displays the date that the flexible benefit deduction became effective.

Plans Effective as of Displays the date that a specific flexible benefit plan became effective.

Status Initially displays the current status of the flexible benefit or deduction. The status of the flexible benefit or deduction can be changed by selecting an alternative from the pull-down list:

• Active

• Inactive

Effective Date of Change Initially displays the date on which a change was last made. Specify a new date if you wish to effect a new change to the flexible benefit or deduction plan.

The display of the subsequent fields primarily depend on the calculation rule associated with the flexible benefit or deduction code, and on the benefit plan information entered in the Benefits and Deductions Rule Form (PTRBDCA).

Typically these fields display the various plan options available under a flexible benefit, percent or amount set aside for the flexible benefit plan, and the annual limit.

Employees can choose an alternative plan and/or change their contribution amounts towards a plan.

For more details on how to specify and display plan details, etc., refer to “Setup Requirements.”


Button/Icon Action

Submit Changes Goes to the Flexible Spending Account Update Confirmation page (bwpkdupd.P_UpdateDednProcess)

Restore Original Values Clears all fields with unsaved entries on this page



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This Link Action


Setup Requirements

Item Description

PTRBDCA Enter a new or update an existing flexible benefit or deduction code in the Key block.

Associate a calculation rule with the flexible benefit or deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options/Amounts window. The field labels entered on this form will then be reflected on this Web page.

Define plan options available under each benefit plan in the Definition of Plans window.


PTRBDPG Set up the common Web Actions for Flexible Spending Account Benefits in the Primary Group block.

Define Web actions for flexible benefits categories in the Secondary Group block on the Main window. For example, assume that separate flexible benefit programs are being provided to faculty and staff employees by your institution. Then, this block allows you to set up the Web functionality for each group of employees. Based on the Web actions selected in this block, the relevant group can for example, either update their flexible benefit plans in Self-Service or simply view their selections in Self-Service.

Set up Web Actions for flexible benefits in the Secondary Group Associated Benefits Deductions Setup block of PTRBDPG. This block allows you to individually set up Web actions for each flexible benefit associated with a secondary group. This set up will override the Web actions specified in the Secondary Block.


October

Flexible Spending Account Detail

(bwpkdcmn.P_DispDednFlxsDetail)

The Flexible Spending Account Detail page is displayed when employees select the Details link on the Flexible Spending Accounts page. This page displays the employee’s claim information and the flexible spending account balance information for the current year.

To access data for another year:

1. Choose a year from the pull-down list in the Plan Year field.

2. Click Display.

The data for the details page is automatically displayed if it has been entered on the Employee Flexible Benefits Claim Form (PDAFCLM).

Information Text



Updates to Banner


Web Page Fields


Plan Year Select a plan year from the pull-down list to access the relevant claim information and flexible spending account balance information.

The following flexible spending account balances information is displayed.

Available Displays the employee’s annual limit available in their flexible spending account.

The value of this field is derived from the Available field in the Employee Flexible Benefits Claim Form (PDAFCLM).



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Deposited Displays the amount deposited by the employee in their account thus far.

The value of this field is derived from the Deposited field in the Employee Flexible Benefits Claim Form (PDAFCLM).

Spent Displays the amount spent thus far by the employee from his/her flexible spending account.

The value of this field is derived from the Spent field in the Employee Flexible Benefits Claim Form (PDAFCLM).

Balance Displays the current balance in the employee’s flexible spending account.

The value of this field is derived from the Balance field in the Employee Flexible Benefits Claim Form (PDAFCLM).

Pending Displays the amount not yet paid for claims submitted by the employee.

The value of this field is derived from the Pending field in the Employee Flexible Benefits Claim Form (PDAFCLM).

The following information is displayed for any claims made by the employee towards their flexible spending account.

Claim Date Displays the date on which the claim was made.

The value of this field is derived from the Claim Date field in the Employee Flexible Benefits Claim Form (PDAFCLM).

Claim Amount Displays the amount claimed by the employee.

The value of this field is derived from the Amount Claimed field in the Employee Flexible Benefits Claim Form (PDAFCLM).

Paid Amount Displays the amount paid to the employee from their flexible spending account.

The value of this field is derived from the Amount Paid field in the Employee Flexible Benefits Claim Form (PDAFCLM).

Web Page Fields



October

Reference Number Displays the reference number associated with a claim, if available.

The value of this field is derived from the Reference No. field in the Employee Flexible Benefits Claim Form (PDAFCLM).

Total Total figures are displayed for each amount field listed above.


This Link Action


Setup Requirements

Item Description

PDAFCLM Enter Flexible Benefits Account Balance information and claim information submitted by the employee.

The data entered on this form will then be reflected on this Web page in Self-Service.

PTRBDPG Set up the common Web Actions for Flexible Spending Account Benefits in the Primary Group block.

Define Web actions for flexible benefits categories in the Secondary Group block on the Main window. For example, assume that separate flexible benefit programs are being provided to faculty and staff employees by your institution. Then, this block allows you to set up the Web functionality for each group of employees. Based on the Web actions selected in this block, the relevant group can for example, either update their flexible benefit plans in Self-Service or simply view their selections in Self-Service.

Set up Web Actions for flexible benefits in the The Secondary Group Associated Benefits Deductions Setup. This block allows you to individually set up Web actions for each flexible benefit associated with a secondary group. This set up will override the Web actions.

Web Page Fields




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Flexible Spending Contributions or Deductions (bwpkdcmn.P_DispDednYtdFlex)

The Flexible Spending Contributions or Deductions page displays the monthly personal deduction and the employer contribution towards an account for which information is available. Total amounts are displayed at the bottom of the listing.

Information Text



Web Page Fields




The following fields display the history of contributions on clicking Display for the date range selected in the above fields:



Year Displays the year for which the contribution history is being shown. Year Format is YYYY.


Personal Deduction Displays the employee’s personal contribution towards a benefit or deduction for each month.

Employer Contribution Displays the employer’s monthly contribution, if applicable towards the employee’s benefit plan.


October

Miscellaneous (bwpkdcmn.P_DispDednCurMisc)

The Miscellaneous page displays data concerning miscellaneous benefits or deductions (such as United Way contributions, auto allowances, or monthly contributions to a credit union).

Information Text


Select Add a New Benefit or Deduction to add a new record.


Button/Icon Action

Display Redisplays the Flexible Benefits Contributions or Deductions page with the monthly amounts contributed by the employee and the employer (if applicable) towards a flexible benefit.


This Link Action


Setup Requirements

Item Description


Run this process for the relevant month to enable employees view their most recent contribution made towards the benefit or deduction.

Web Page Fields


The caption of the Miscellaneous benefit plan displayed is drawn from the Long description field entered for the Benefit or Deduction code in the Benefits and Deductions Rule Form (PTRBDCA).



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Displays the employee’s miscellaneous benefit plan information as of the current system date displayed in this field.



The value of this field is drawn from the Status field of the employee’s miscellaneous benefit or deduction specified on PDADEDN.


The value of this field corresponds to the Effective Date field specified on PDADEDN.

End Date Displays the end date of the benefit plan, if available.

The value of this field corresponds to the End Date field on PDADEDN.

The display of subsequent fields depends on the calculation rule associated with each miscellaneous benefit or deduction code on PTRBDCA.


Button/Icon Action

Add a New Benefit or Deduction



This Link Action

Based on the Web Actions you set up for each primary group in the Benefit or Deduction Grouping Rules Form (PTRBDPG), the following links are displayed.

History Goes to the Miscellaneous Benefits History page (bwpkdcmn.P_DispDednHistMisc)

Update Goes to the Update Miscellaneous page (bwpkdcmn.P_UpdateDednMisc)

Contributions or Deductions Goes to the Miscellaneous Contributions or Deductions page (bwpkdcmn.P_DispDednYtdMisc)

Web Page Fields



October

Additionally, the following links are also displayed. However, these do not depend on the set up in PTRBDPG.








Setup Requirements

Item Description

PTRBDCA Enter a new or select an existing miscellaneous benefit or deduction code in the Key block.

Associate a calculation rule with each miscellaneous benefit or deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options/Amounts window. The field labels entered on this form are then displayed on this Web page.

Define plan options available under each benefit plan in the Definition of Plans window.


PTRBCAT Set up Web rules for Benefit Categories associated with those miscellaneous benefits or deductions you wish to access via Self-Service.



This Link Action



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Miscellaneous Benefits History (bwpkdcmn.P_DispDednHistMisc)

The Miscellaneous Benefits History page is displayed when employees select the History link on the Miscellaneous page. This page displays the history of changes employees make to their miscellaneous benefits. The employee’s current benefit plan is identified by the row captioned My Current Plan. A typical entry on this page displays the following data for a selected benefit:

• Effective date of the information shown

• Status of the benefit

• Employee’s contribution amount per pay period

• Annual limit

Information Text


These changes may include updates you initiated as well as changes that are a result of benefit plan updates by the Benefit Administrator.

PTVBDPG Set up Miscellaneous benefits as a primary group on this form.

PTRBDPG Set up the common Web Actions for Miscellaneous Benefits in the Primary Group block.

Set up categories of Miscellaneous benefits and define Web actions for each category in the Secondary Group block.

Set up Web Actions for each miscellaneous benefit in the Secondary Group Associated Benefits Deductions Setup block of PTRBDPG. This set up overrides the Web actions.

Web Page Fields


Current Plan This field identifies the employees current benefit plan. A My Current Plan tag is displayed for the appropriate plan option chosen by the employee.

Setup Requirements

Item Description


October

Update Miscellaneous (bwpkdcmn.P_UpdateDednMisc)

The Update Miscellaneous page is displayed when employees select the Update link on the Miscellaneous page. Employees can change applicable information for a miscellaneous benefit or deduction on this page. For example, if an employee is making United Way contributions, the status or the amount of contribution can be changed, and the effective date of this change can be specified.

Effective Date Displays the date that a change to the miscellaneous benefit comes into effect.

Status Displays the current status of the miscellaneous benefit.

This is followed by a set of fields, whose field labels can be customized for each miscellaneous benefit. The customized field labels and their field attributes have to be defined on the Benefits and Deductions Rules Form (PTRBDCA).

For more details, refer to “Setup Requirements.”


This Link Action


Setup Requirements

Item Description

PTRBDPG Set up the common Web Actions for Miscellaneous Benefits in the Primary Group block.

Set up categories of Miscellaneous benefits and define Web actions for each category in the Secondary Group block.

Determine whether Coverage or Allocations are permissible in the Secondary Group and set the Beneficiary Coverage indicators accordingly.

Web Page Fields




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To update a miscellaneous benefit or deduction:

1. Select the status from a pull-down list in the Status field.

2. Enter the effective date of the change in the Effective Date of Change field.

3. Enter the monetary amount or the plan code of the benefit or deduction in the Deduction Amount field.



Information Text


Make a selection and then choose Submit Changes to process the record. Select Restore Original Values to reset the values. Select Delete, if available, to remove the record.

Web Page Fields


The title of the miscellaneous benefit plan is displayed from the Long Description field of the benefit or deduction code on PTRBDCA. This is followed by a set of standard fields which include the following:

Deduction Effective as of Displays the date of the changes currently in effect for the miscellaneous benefit.

The date format for this field is established in Web Tailor.

Status Change the status of the benefits plan by selecting an alternative from the pull-down list. Choices include:

• Active

• Inactive

Effective Date of Change Enter a date to specify when the new changes made to the benefit or deduction are to come into effect.

The above information is followed by a set of fields that can be customized in accordance to the needs of your enterprise. The customized fields primarily depend on the calculation rule associated with a benefit or deduction code, and the field attributes established for plan options listed under a benefit plan These features have to be set up on the Benefits and Deductions Rule Form (PTRBDCA). For more details, refer to “Setup Requirements.”


October


Button/Icon Action

Submit Changes Goes to the Miscellaneous Benefit Update Confirmation page (bwpkdupd.P_UpdateDednProcess)

Restore Original Values Redisplays the benefits plan details originally displayed on the Update Miscellaneous page


This Link Action


Setup Requirements

Item Description

PTRBDCA Associate a calculation rule with each miscellaneous benefit/deduction code.

Set up the field labels and data entry attributes for plan options and amounts in the Definition of Options and Amounts window. The field labels entered on this form are then displayed on this Web page.


PTRBCAT Associate the benefit/deduction code with a benefit category in the Valid Benefits/Deductions For Benefit Category block.

PDADEDN Set up miscellaneous benefits or deductions for employees on this form.

PTVBDPG Set up Miscellaneous Benefits as a primary group.

PTRBDPG Ensure that the Update check box is selected in the Secondary Group Associated Benefits Deductions Setup block for each miscellaneous benefit that employees can update via Self-Service.

The Web actions defined in this window override those set up in the Primary Group block and the Secondary Group block of PTRBDPG.



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Miscellaneous Contributions or Deductions (bwpkdcmn.P_DispDednYtdMisc)

The Miscellaneous Contributions or Deductions page is displayed when employees select the Contribution or Deductions link on the Miscellaneous page. This page displays the year-to-date personal and employer contributions for a benefit for each month. Total amounts are displayed at the bottom of the listing.

This page displays only those contributions or deductions that have been processed by the Pay Period Update Process (PHPUPDT). If none of the deductions have been processed, the link to this page will not be available to the employee from the Miscellaneous page.

To access contributions and deductions for a relevant date range:

1. In the From field, select a start Month and Year from the corresponding pull-down lists.

2. In the To field, select an end Month and Year from the corresponding pull-down lists.

3. Click Display.

The system displays the contributions or deduction information for the selected date range.

Information Text



Updates to Banner


Web Page Fields





October

The following fields display the history of contributions based on the date range selected in the above fields:



Year Displays the year for which the contribution history is being shown. Year format is YYYY.


Personal Deduction Displays the employee’s personal contribution towards a benefit or deduction for each month, if any.

Employer Contribution Displays the employer’s monthly contribution, if applicable towards the employee’s benefit plan, if any.


Button/Icon Action

Display Redisplays the Health Benefits Contributions or Deductions page with the monthly amounts contributed by the employee and the employer (if applicable) towards a benefit plan.


This Link Action


Setup Requirements

Item Description


Run this process for the relevant month to view the most recent contribution made towards the benefit or deduction.

Web Page Fields




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Open Enrollment (bwpkdcmn.P_OpenEnrollment)

The Open Enrollment page displays current benefit selections and their statuses. The name of each benefit group is displayed as a link, which the user can select to make changes to the benefit associated with that group.

If an employee has active deduction records that are precluded by open enrollment deductions and the open enrollment indicator is turned off for the active deductions, then the following message appears the first time the employee accesses the open enrollment function:

Correct the problems listed in the Benefits Status column before continuing.

To avoid this problem, if employees are precluded from adding benefits of a particular type (for example, health benefits), you should either display all benefits of that type or display no benefits of that type. Refer to “Customize Web Display of Benefits or Deductions” on page 2-9 for information on displaying benefits.

Impact of Core/Contingent Benefits or Deductions on Open Enrollment

If contingent benefit or deduction records are selected during open enrollment, or a core benefit or deduction is terminated, the corresponding core benefit record(s) must exist in Active status on the employee’s records.

A core benefit record must exist on the employee’s record before a corresponding contingent record can be successfully included. The core benefit or deduction may or may not be included as part of the Open Enrollment options.

If a core benefit or deduction is not included in an employee’s benefits records (as of the contingent benefit’s effective date), an error message is generated stating the need for a valid core benefit record prior to inclusion of the contingent benefit record.

The system also checks for the existence of a core benefit deduction code when core or contingent benefits or deductions are updated or deleted from the employee’s list of selected benefit deductions. Deductions can also be configured to allow employees to add, change, or delete records via Employee Self-Service.

If these actions are allowed, core/contingent relationship checks are made when a core benefit or deduction is updated from “active” to an “inactive” status or is deleted. When a save is attempted for a changed core benefit or deduction, an error message is generated as necessary, and the change is not written to the database.

If actions are allowed for contingent records, a core record check is made when a contingent record is updated from an inactive status to an active status or set for insertion in the employee's deduction list. When an attempt is made to save a new or updated contingent record, an error message is generated, and the change is not written to the database.


October

If a core record (with an effective date between other effective-dated records) is deleted that causes a gap in the employee’s effective dates, an error message is generated.

If termination of enrollment is allowed via Employee Self-Service, contingent benefits and deductions can also be removed. However, the core benefit or deduction cannot be terminated without prior removal of all contingent benefits or deductions. If an attempt is made to terminate the core benefit or deduction, without prior termination of all contingent benefit or deduction records, an error message is generated.

Web Page Fields


Open Enrollment Start Date Displays the open enrollment begin date.

The value of this field is drawn from the Open Enrollment Begins field in the Web Rules window of PTRBCAT.

Open Enrollment End Date Displays the open enrollment end date.

The value of this field is drawn from the Open Enrollment Ends field in the Web Rules window of PTRBCAT.

Benefits Effective Date Displays the date that benefits selected via open enrollment become effective.

The value of this field is drawn from the Open Enrollment updates made via Web will become effective field in the Web Rules window of PTRBCAT.

Group Displays the benefits selected by the employee under each group (Retirement, Health, Flexible Spending Accounts, Miscellaneous).

Benefits Status Displays a brief description of the status of each group.


Button/Icon Action

Start Open Enrollment Begins the open enrollment process and redisplays the page. This button is displayed only during the open enrollment period and before any changes have been made. If the open enrollment period is still open and changes have been made, then Restart is displayed.



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Restart Restarts the open enrollment process, deletes changes from the database, reinstates benefit selections for the current year (the choices that were in effect before any changes were made), and redisplays the page. This button is displayed only during the open enrollment period and after changes have been made.

Complete Writes the changes to the database and redisplays the page.

WarningAll deduction records are stored in the PERDHIS table only until this button is selected. Then the PERDHIS records are rolled into the PDRBDED and PDRDEDN tables. It is, therefore, critical that the PERDHIS records are not modified or deleted during the open enrollment period.

Cancel Removes all benefit choices and redisplays the page

Calculate Cost Goes to the Calculate Cost page


This Link Action







Benefit Summary Goes to the Benefit Summary Date Criteria page (bwpkebst.P_DispDateSelect)


Button/Icon Action


October

Open Enrollment Procedure

The following procedure explains how to work with the open enrollment pages. To add, change, or delete a benefit:

1. Click Start Open Enrollment (or Restart Open Enrollment, if changes have previously been made).

2. Select the group name link in the Group column.

The system displays the Open Enrollment Group page. (See 2-72 for more information about this page.) Each available benefit is displayed as a link.

3. Select the link for the benefit to be added, changed, or deleted.

The system displays the Open Enrollment Group Detail page. (See 2-72 for more information about this page.)

4. Make the desired changes.

5. Click Add Choice.

The system redisplays the Open Enrollment Group page with the changes itemized.

6. To cancel any changes, click Restart to return to the Open Enrollment page without saving.

7. When finished with the current group, select the Open Enrollment link.

The system redisplays the Open Enrollment page with the changes itemized.

8. When finished with all groups, click Complete.

The changes are written to the database.

Setup Requirements

Item Description

PTRBCAT In the Web Rules window, specify information for the following fields:

• Open Enrollment Begins

• Open Enrollment Ends

• Open Enrollment updates made via Web will become effective

Access this window from the Options menu.



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Open Enrollment Group (bwpkdcmn.P_OpenEnrollmentGroup)

The Open Enrollment Group page is displayed when employees select a group name link on the Open Enrollment page. This page lists all benefits available in the selected group and specifies the employee’s benefit selections in that group for the current year. Employer and employee contributions are listed when applicable.

If benefits for the group have been added, this page contains a button, Restart, which is used to remove all benefit choices in the group and redisplay the Open Enrollment page. This function resets the values in the employee deduction records to those that were in effect when the open enrollment process was started.

Information Text


Select the title of the benefit or deduction to update your choices. Select Restart, if available and your changes will be set back to current.

Open Enrollment Group Detail (bwpkdcmn.P_OpenEnrollmentDetail)

The Open Enrollment Group Detail page is displayed when employees select a benefit type on the Open Enrollment Group page. This page is used to enter information for a new or updated benefit, or to delete a benefit.

The information displayed on this page differs depending on the type of benefit. If monetary amounts associated with the benefit are fixed, the options are displayed as rows


Button/Icon Action

Restart Removes all benefit elections made by the employee in the selected group and redisplays the Open Enrollment page (bwpkdcmn.P_OpenEnrollment)


This Link Action



October

with radio buttons making choices. If the monetary amount is employee-specified, fields are displayed in which the employee can enter the desired amounts.

Calculate Cost

The Calculate Cost page is displayed when employees click Calculate Cost on the Open Enrollment page. This page displays the employee’s job title and the number of pay periods per year. This information is followed by one or more tables, depending on the benefits selected. The first table lists information for choices based on monetary amounts. The second table lists information for choices based on percentage amounts. Each table lists the following figures for benefit choices in the current year and the following year:

• Employer and employee contributions for each choice per month

• Total costs of the benefits per month

The difference between the total cost for the current year and for the next year is displayed at the bottom of each table. If applicable, a third table is displayed listing any benefit choices that require special calculations (that is, amount-per-hour calculations or


Button/Icon Action

Add Choice Adds the selected benefit and displays the Open Enrollment Group page (bwpkdcmn.P_OpenEnrollmentGroup). This button is displayed only for choices being added for the first time.

Submit Change Updates the selected benefit and displays the Open Enrollment Group page (bwpkdcmn.P_OpenEnrollmentGroup). This button is displayed only for choices being changed.

Cancel Choice Deletes the selected benefit and displays the Open Enrollment Group page (bwpkdcmn.P_OpenEnrollmentGroup). This button is displayed only for choices being changed.


This Link Action


Open Enrollment Group Goes to the Open Enrollment Group page (bwpkdcmn.P_OpenEnrollmentGroup)



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deductions that use the tax calculation process within Human Resources). These costs cannot be estimated. This table also lists benefits for the current year and for the following year. Employees can access this page at any time during the open enrollment process.

Information Text


Estimated costs are calculated based on the characteristics of your main job or assignment. The title and the number of scheduled pays for that assignment are listed. The estimated costs reflect the average monthly costs or average monthly percentage rate for each benefit, or they could reflect both. Benefits or deductions that require special calculations are listed last, and no cost estimates are provided for them.


(bwpkdbcv.P_NamesAndBenefits)

Employees can make the following types of changes on the Beneficiaries and Dependents page:

• Update information about current beneficiaries and dependents

• Update coverage for each dependent

• Add coverage for a new dependent

• Update allocations for each beneficiary

• Add allocations for a new beneficiary

To perform any of the above tasks information is organized into the following sections.

• Beneficiaries and Dependents Information section lists general information about each of the employee’s beneficiaries and dependents.

The employee’s own “self” beneficiary and “self” coverage records are displayed.

The Beneficiaries and Dependents page will display the employee's own “self” record, but there will be no link to drill down and view or update the data. This is because any of the data is controlled via the Human Resources policies and identification form.

However, by exposing the self record to the employee, they will now be responsible for associating themselves with their benefits if coverage or allocations can be entered.


October

Information Text


Select the Name to change information for an individual. Choose Add A New Person to make additions. Select the name in the Benefit Coverage table to add or change coverage.

Web Page Fields


The following information is displayed for each beneficiary or dependent in the Beneficiaries and Dependents Information section:

Name Displays the full name of each beneficiary. The value for this field is drawn from the Name fields on the Beneficiary Form (PDABENE).

Select a name to access the Updating Beneficiary or Dependent page and update information regarding a specific beneficiary.

SSN Displays the Social Security Number of each beneficiary.

The value for this field is drawn from the SSN field on the Beneficiary Form (PDABENE).

Relationship Displays the employee’s relationship with each beneficiary.

The value for this field is drawn from the Relationship to Employee field on the Beneficiary Form (PDABENE).

Birth Date Displays the date of birth for each beneficiary.

The value for this field is drawn from the Birthdate field on the Beneficiary Form (PDABENE).

Gender Displays the gender of each beneficiary.

The value for this field is drawn from the Gender field on the Beneficiary Form (PDABENE).

College Status Displays the college-status of each beneficiary.

The value for this field is drawn from the Attending College indicator on the Beneficiary Form (PDABENE).



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This Link Action

Return to New Hire Enrollment

Displays the New Hire Enrollment page (bwpkdsta.P_ShowNewHireEnrollment)

Return to Life Event Change Enrollment

Displays the Life Event Change Enrollment page (bwpkdsta.P_LifeEventChange)

Add a New Person Goes to the Updating Beneficiary or Dependent page (bwpkdbcv.P_ModifyNames)






Benefit Summary Goes to the Benefit Summary Date Criteria page (bwpkebst.P_DispDateSelect)

Name Link Displays the Beneficiary and Dependent Update page

Coverage and Allocations Summary

Returns the user to the Benefits Coverage and Allocations Summary page

Return to Benefits Enrollment

Displays the Benefits Enrollment menu (bwpkdsta.P_ShowEnrollmentMenu)

Setup Requirements

Item Description

PDABENE Enter an employee’s beneficiary information in this form.

PDABCOV Enter the benefits coverage information for each beneficiary of the employee in this form.


October

Updating Beneficiary or Dependent (bwpkdbcv.P_ModifyNames)

The Updating Beneficiary or Dependent page is displayed when employees select a person’s name or the Add a New Person link on the Beneficiaries and Dependents page.

To update information:

1. Enter information in the fields as necessary.

The First Name, Last Name, and Relationship fields are required.


Information Text


Change the beneficiary information as desired, then select Submit Changes.

Web Page Fields


First Name Enter or update the first name of the beneficiary. Required field.

Middle Name or Initial Enter or update the middle name or the middle initial of the beneficiary. Optional field.

Last Name Prefix Prefix that precedes a last name (for example, “Von” in the last name “Von Hintz”)

Last Name Enter or update the last name of the beneficiary. Required field.

SSN Enter the Social Security Number of the beneficiary.



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Relationship Select the beneficiary’s relationship with the employee from the pull-down list. Required field. Choices include:

• Not Reported (default)

• Child

• Daughter

• Husband

• Parent

• Wife

Birth Date Enter or update the date of birth of the beneficiary. Optional field.

Gender Select the gender of the beneficiary from the pull-down list. Optional field. Choices include:

• Not Reported

• Male

• Female

College Status Select the college-going status for the beneficiary from the pull-down list. Optional field. Choices include:

• Does not Attend College (default)

• Attends College

Remove Beneficiary This field is displayed only when the page is accessed by selecting a link under the Name field in the Beneficiaries and Dependents Information section on the Beneficiaries and Dependents page.

Select this check box to remove a beneficiary.

Added Date The date the dependent/beneficiary became associated with the employee

Martial Status Dependent/beneficiary marital status.

Spouse Indicator Indicates if the employee's spouse is employed by the institution

Active Indicator Indicates if person is an active beneficiary, dependent, or both for the employee.

Web Page Fields



October

Benefits Enrollment Menu (bwpkdsta.P_ShowEnrollmentMenu)

The Benefits Enrollment menu holds the enrollment menu items. The New Hire Enrollment link access is controlled by the new hire rules. The rules on the Web Rules tab of the Benefit Category Rules form (PTRBCAT) first define how many days the new hire has to enroll in the benefits and what date is used as the begin date of those enrolled benefits.

To Dates For Attending College

The date the employee or dependent finished attending college.

From Dates For Attending College

The date the employee or dependent began attending college.

Disabled Indicator Indicates if employee or beneficiary/dependent is disabled.

Beneficiary/Dependent Indicator

Identifies person as a beneficiary, dependent or both. Valid values are (N)one, (B)eneficiary, (D)ependent, (C) Both.


Button/Icon Action

Submit Changes Displays the Beneficiaries and Dependents page (bwpkdbcv.P_UpdateName) with the updated or new information


This Link Action



Updates to Banner

Item Description

Updates the Beneficiary Form (PDABENE) in Banner. The change is written to the database, and an audit trail entry is created.

Web Page Fields




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Finally, at the employee level the Allow New Hire Benefits Enrollment indicator must be checked on the Employee Form (PEAEMPL) to allow the employee to see the New Hire Enrollment link.

If the Allow New Hire Benefits Enrollment indicator is checked but the days have elapsed, the New Hire Enrollment link displays a message: There are no enrollment options for you at this time. Please contact your Benefits Administrator.

Original Hire Date is the date the employee was originally hired. Current Hire Date is the employee's current date of hire. Adjusted Service Date is a date used for determining the length of service for leave accruals when the current and original hire dates are different.


This Link Action

New Hire Enrollment Click this link to access the enrollment options for New Hire.

Note: This link is displayed when the Allow New Hire Benefits Enrollment indicator is checked on the Employee form (PEAEMPL) and the New Hire Enrollment period is still open.

Retirement Plans

Health Benefits

Flexible Spending Accounts

Miscellaneous

These links will appear for existing employees when the Allow New Hire Benefits Enrollment indicator is unchecked on the Employee form (PEAEMPL). Employee can click on these links to view, add, or change the benefits directly to the deduction records (PDRDEDN) based on the allowed setting on PTRBDPG form.

Open Enrollment Click this link to access the Open Enrollment page.

Note: This link is displayed when the Open Enrollment period is open.

Life Event Change Click this link to access the enrollment options for Life Event Change.

Note: This link is displayed when the employee is not a New Hire. In other words after New Hire Enrollment has been completed or the Allow New Hire Benefits Enrollment indicator is unchecked on the Employee form (PEAEMPL).

Benefits Enrollment Administration

Click this link to access the benefit administrative view to review and apply New Hire Enrollment and Life Event Change records for employees.

Note: This link is displayed only if user is classified as a Benefit Administrator on PTRUSER form.


October

If the Allow New Hire Benefits Enrollment indicator is not checked, no link is available for the new hire activity. However, Life Event Change and Benefit Enrollment Administration links can be displayed.

The Life Event Change link displays after New Hire Enrollment has been completed.

The Open Enrollment link displays when the system date is between the Open Enrollment Begins and Open Enrollment Ends date. The Open Enrollment link does not display if the New Hire Enrollment link is displayed.

The following links also appear under the Benefits Enrollment menu depending on the settings in the PTRBDPG form. These links appears after the New Hire Enrollment is complete (when the Allow New Hire Benefits Enrollment indicator is unchecked on the Employee form (PEAEMPL).


• Health Benefits

• Flexible Spending Accounts

• Miscellaneous

If you are classified as a Benefit Administrator on the User Codes Rule form (PTRUSER), the Benefits Enrollment Administration link will be displayed. This privilege allows benefits administrators to access the benefits administrator view to review and apply New Hire and Life Event Change enrollment records for employees.

New Hire Enrollment Page (bwpkdsta.P_ShowNewHireEnrollment)

The New Hire Enrollment page displays available benefit selections and their statuses. The name of each benefit group is displayed as a link, which the user can select to make changes to the benefit associated with that group.

For a new hire the current status default displays as No choices made in this group with a Next icon representing that no choices have been made and new hire enrollment has not been started for the employee.

After the Start button has been selected the icon remains the same, with the same text No choices made in this group until a selection has been made and saved.

Once a selection has been made and saved, the status column reflects what that change was and if it was successfully saved to the working table a Success icon is displayed.

Newly hired employees are able to:

• Enroll in benefits as a new employee at the institution (based on institution settings)



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• Add dependents and beneficiaries

• Enroll in Dependent coverage or Beneficiary allocations during new hire election period (based upon institution settings)

• Allocate Employee Insurance, Retirement programs, and other benefits to Beneficiaries

• View Life Insurance premium calculations during enrollment

• View supporting document requirements

• With Banner Document Suite, can download attachments

• View Enrollment Confirmation Statement upon completion

• Access enrollment via a Luminis Channel

Web Page Fields


New Hire Enrollment Start Date

Displays the new hire enrollment begin date. This is the employment date of the employee, specified on PTRBCAT.

Valid Values are: (C)urrent Hire, (O)riginal Hire, (A)djusted Hire, (S)enority, (F)irst Work Day.

New Hire Enrollment End Date

Displays the new hire enrollment end date.

The value of this field is calculated from the Current Hire date plus the number of days entered in the New Hire Enrollment Rules Enrollment Days from the Web Rules window of PTRBCAT.

Group Displays the benefits selected by the employee under each group (Retirement, Health, Flexible Spending Accounts, Life Insurance Miscellaneous).

Benefits Status Displays a brief description of the status of each group.


October


Button/Icon Action

Start Enrollment Begins the new hire enrollment process and re-displays the page.

This button is displayed during the new hire enrollment period before any benefit election has been made by a new hire. If the new hire enrollment period is still open and changes have been made, the Continue Enrollment, Cancel Enrollment, and Finish Enrollment buttons will be displayed.

Continue Enrollment Continues the new hire enrollment process to allow the employee to continue making changes to the benefit elections, adding or changing benefit coverage or beneficiary allocations for new hire enrollment. This button is displayed during the new hire enrollment period after changes have been made, but the Confirmation button has not been selected.

Finish Enrollment Goes to the Benefit Confirmation page to review and confirm the selected benefits for New Hire.

Update Beneficiaries or Dependents

Displays the beneficiary and dependents entry page to allow the employee to enter family members.

View Enrollments Goes to the Benefits Confirmation to view the confirmed benefit elections.

Note: This button is displayed after the employee has confirmed the benefits. Once benefits are confirmed, the elected benefits are ready for the review and apply by the Benefit Administrators. Employee can only view their confirmed benefits at this time. The Continue Enrollment, Cancel Enrollment, and Finish Enrollment buttons will not be displayed.

Cancel Enrollment Removes all benefit choices that have been saved to the benefit enrollment working tables (PDRBDOE, PDRDTOE, PDRTCOV, PDRTBAL). Employee will start the new hire enrollment process from the beginning.



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Setup Requirements

Item Description

Benefit or Deduction Grouping Rules Form (PTRBDPG)

This rule form configures rules for establishing which Benefit Groups to present to a new employee, as well as whether coverage and allocation records can be maintained by the employee.

This rule form is shared with Open Enrollment and contains all of the controls for New Hire Enrollment. It provides the Benefit Groups to be presented, their priority order, the Benefit Codes that allow enrollment, and indicators to control whether employees can establish coverage or allocation records for their family members.

Benefits and Deductions Rules Form (PTRBDCA)

New controls on this rule form determine whether Dependent Coverage or Beneficiary Allocation records can be maintained for a particular benefit. These indicators are to be set on the main benefit page and for those benefits with Plan Codes, must be set at the Plan level.

Note: Regardless of whether the site is configuring rules for New Hire Enrollment, if you site is maintaining coverage records for employees on PDABCOV, these indicators must be closely reviewed and updated upon installation of Banner 8.4. If they are not enabled for appropriate benefit records, Coverage records on PDABCOV cannot be accessed.

Benefit Category Form (PTRBCAT)

Three sets of controls are established here for New Hire Enrollment.

• First, allow the Benefits and Deductions to be accessed on the web by checking the box on the Web Rule tab of this form.

• Second, establish the Employment Base Enrollment Date and Enrollment Days on the Web Rules tab of the form. This rule calculates the length of time in which the new employee can enroll in Benefits on the web.

• Third, for the Benefits in which a new employee may enroll, install the rules for which the benefit calculates a start date by entering the New Hire Begin Date Indicator, Cut-Off Day, Waiting Period, and Waiting Period Day or Month Indicator. These are located on the Valid Benefits tab.


October

New Hire Enrollment Procedure (bwpkdsta.P_ShowEnrollmentGroup)

To support New Hire Benefit Enrollment, a number of rule and validation forms (detailed below) are used to control processing available to employees in the Employee Self Service application. Generally, the processing flows are similar in the self service application to accomplish the enrollment task:

Enroll in New Hire Enrollment

To begin new hire enrollment, use the following procedure:

1. On the Benefits Enrollment menu, click New Hire Enrollment.

The Beneficiaries and Dependents page is displayed with the list of beneficiaries and dependents for the employee.

2. The employee can add any dependents and/or beneficiaries on this page.

3. Click the Return to Return To New Hire Enrollment link.

The New Hire Enrollment Page appears with the eligible benefits.



5. Click a benefit or deduction link.




Employee Form (PEAEMPL)

This indicator is automatically set when a new employee record is first created. It enables the correct link in the Employee Self Service menu for Benefits Enrollment. If this indicator is not set, the system assumes that enrollment has been made and sets the employee's link to Life Event Change.

Setup Requirements

Item Description



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9. Repeat steps 5 through 7 for all the benefit groups. At any point select the New Hire Enrollment link to return to the New Hire Enrollment page.

10. The system returns back to the New Hire Enrollment page. The user can click Finish Enrollment button. This displays the Benefit Confirmation page.

11. Click the Confirm Enrollment button to submit the enrollment transactions and change the status of the transactions in the working tables from Pending to Confirmed.

12. Click the New Hire Enrollment link at the bottom to return to the New Hire Enrollment page.

New Hire Enrollment Group Page (bwpkdsta.P_ShowEnrollmentGroup)

This page is displayed when employees select a group name link on the New Hire Enrollment page. This page lists all benefits available in the selected group and specifies the employee's benefit selections in that group for the current year based on the information on the PTRBCAT and PTRBDPG forms. Employer and employee contributions are listed when applicable. The employee needs to select the specific benefit link to enroll in a designated benefit.

Information Text


Select the title of the benefit or deduction to add or update your choices. A green checkmark indicates a selection has been made. Once you have completed your elections for the group, select the Go to Next Benefit Group to continue your elections for other benefit groups. Select Cancel, if available, and your changes will be reset to the current values. If the selected benefit permits dependent coverage or beneficiary allocations can be added.

Additional information text is provided for each of the five benefit groups (Health, Retirement, Life Insurance, Flex Spending Accounts, and Miscellaneous) on this page and they are marked with labels in Web Tailor. You can also customize the information text to add specific instructions from your institution for each benefit group to the employees. The delivered text with labels is:


October

Label Text

NOTE_HL Shown below are the various benefits or deductions you may choose for your Health plan.

NOTE_RT Shown below are the various benefits or deductions you may choose for your Retirement plan.

NOTE_LF Shown below are the various benefits or deductions you may choose for your Life Insurance plan.

NOTE_FS Shown below are the various benefits or deductions you may choose for your FSA plan.

NOTE_MB Shown below are the various benefits or deductions you may choose for your Miscellaneous Benefits plan.

Web Page Fields


Payroll Deduction will start on MM/DD/YYYY

For new hire enrollment this is when a benefit or deduction should come into effect based on the benefit begin date rules in PTRBCAT.


Button/Icon Action

Cancel This Group Removes all benefit choices and re-displays the page



Go To Next Benefit Group Advances to the next benefit group from priorities on the PTRBDPG


This Link Action


Covered Dependents Goes to the Benefits Coverage page

Beneficiary Allocations Goes to the Beneficiary Allocations page



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New Hire Enrollment Group Detail Page (bwpkdsta.P_ShowEnrollmentDetl)

The New Hire Enrollment Group Detail page is displayed when employees select a benefit type on the New Hire Enrollment Group page. This page is used to enter information for a new or updated benefit, or to delete a benefit.

The Deduction Effective as of date displays on the enrollment group detail page. In addition, on the detail pages the last paid date displays dynamically if the last paid date exists for the employee. The system derives the benefit begin date based on the established rules, and compare the derived benefit begin date with the last paid date. In the event that the derived benefit begin date is before the last paid date the logic changes the begin date to one day after the last paid date.

The information displayed on this page differs depending on the type of benefit. If monetary amounts associated with the benefit are fixed, the options are displayed as rows with radio buttons making choices. If the monetary amount is employee-specified, fields are displayed in which the employee can enter the desired amounts.

• The Add Choice button adds the selected benefit and displays the New Hire Enrollment Group page. This button is displayed only for choices being added for the first time.

• The Submit Change button updates the selected benefit and displays the New Hire Enrollment Group page. This button is displayed only for choices being changed.

• The Cancel Choice button deletes the selected benefit and re-displays the New Hire Enrollment Group page. This button is displayed only for choices being changed. If the user selected a benefit then cancelled the selection the page re-displays the Add Choice button.

Jump to Bottom This link moves the user to the bottom of the page.

Return to Top This link moves the user to top of the page.

Return to Benefits Enrollment Menu

Returns user to the Benefits Enrollment menu (bwpkdsta.P_ShowEnrollmentMenu)


This Link Action


October

Life Event Change Enrollment Page (bwpkdsta.P_LifeChgEnrollment)

A qualifying life event (QLE) is a term defined to describe events deemed acceptable by the IRS that may allow premium conversion participants to change their participation election for premium conversion outside of an Open Season.

Life Event changes may include: Birth/Adoption/Legal Guardianship/Foster Child; Divorce or Legal Separation; Domestic Partner Separation; Domestic Partner Union; Gain of Spouse Employment; Loss of Other Coverage; Loss of Spouse/Child (death); Marriage; Overage Dependent; Student Gains Coverage due to FT Status; Disabled Overage Child.

Web Page Fields



For new hire enrollment this is when a benefit or deduction should come into effect based on the benefit begin date rules in PTRBCAT.


Button/Icon Action

Add Choice The Add Choice button adds the selected benefit and displays the New Hire Enrollment Group page. This button is displayed only for choices being added for the first time.

Submit Change The Submit Change button updates the selected benefit and displays the New Hire Enrollment Group page. This button is displayed only for choices being changed.

Cancel Choice The Cancel Choice button deletes the selected benefit and re-displays the New Hire Enrollment Group page. This button is displayed only for choices being changed. If the user selected a benefit then cancelled the selection the page re-displays the Add Choice button.


This Link Action




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The life event change reasons are defined on the Benefit Deduction Change Reason form (PTRBREA) form. If the change reason is identified as a life event deduction reason type the institution can define additional rules in the Life Event Change Reason form (PTRLFCH) to control what benefits are available, if supporting documentation is required, and what date the deductions are effective.

Institutions usually require life event change enrollment changes to be made within a certain amount of days from the event. The PTRBREA form also allows enrollment days to be entered. The enrollment days count from the entered event date. Example: Today is April 22nd, the life event took place March 30th, the institution requires employee complete enrollment within 30 days of the event.

When the employee chooses the Life Event Change link on the Benefits Enrollment menu page he or she will be taken to the Life Event Change Reason page where he or she will be required to enter a life event change reason code and the event date. If the event date is outside the allowed enrollment period the employee is stopped. If the event date is within the allowed enrollment period the employee is allowed to continue.

Supporting documents may be required for each life event change. If supporting documents are required employee will be presented with a list of document names on the Life Event Change Enrollment page. These documents must be provided to the institution in a timely manner.

Access this page to elect benefits eligible for a life event change. You can click on the Life Event Change link on the Benefits Enrollment menu to access the Life Event Change Enrollment page.

Web Page Fields


Life Event Reason Benefit Change reasons from PTRBREA form that are designated as Life Event type and have life event change rules defined on PTRLFCH form.

Life Event Date Displays the life event date.

Life Event Enrollment Deadline

Displays the life event change enrollment end date.

Supporting Documentation Document Name

Displays the name of the document associated with the Life Event Change Reason from the Life Event Change Rule form (PTRLFCH).

Benefit Elections Group, Status

Displays the benefit groups that are associated with a Life Event Change and the enrollment selection status of the benefits associated with those groups.


October


Button/Icon Action


Displays the beneficiary and dependents entry page to allow the employee to enter family members.

Start Enrollment Begins the life event change enrollment process and re-displays the page.

Note: This button is displayed at the beginning of the life event change enrollment period before any changes have been made. If the enrollment period is still open and changes have been made, the Continue Enrollment, Restart All Group, Cancel Enrollment, and Finish Enrollment buttons will be displayed.

Continue Enrollment Continues the life event change enrollment process to allow the employee to continue making changes to the benefits, benefits coverage, and/or beneficiary allocations for the life event change.

Restart All Groups Backing out choices that have been made to all the groups for the selected life event change and re initializing the current selected life event change so the employee can start the benefit elections again.

Finish Enrollment Goes to the Confirm Enrollment page to review and confirm the selected benefits for the Life Event Change.

View Enrollments Goes to the Confirm Enrollment page to view the confirmed benefit selections.

Note: This button is displayed after the employee has confirmed the benefits. Once confirmed, the elected benefits are ready for the review and apply by the Benefit Administrators. Employee can only view their confirmed benefits at this time. The Continue Enrollment, Restart All Groups, Cancel Enrollment, and Finish Enrollment buttons will not be displayed.

Cancel Enrollment The Cancel Enrollment button deletes all data from working tables for a life event change and employee is able to get back to the Life Event Change (LEC) Enrollment Reason page to start the whole LEC process again from the beginning.



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Life Event Change Enrollment Reason Page (bwpkdsta.P_LifeEventChange)

The Life Event Change Enrollment page displays current benefit selections and their statuses. The name of each benefit group is displayed as a link, which the user can select to make changes to the benefit associated with that group.

When an employee selects the Life Event Change Enrollment link, he or she is taken to the Life Event Change Enrollment Reason page. The employee must select a life event reason code and enter the event date.

The event reasons come from the Life Event Change rule form (PTRLFCH). Once the event reason is selected and the event date is entered, the employee has an option to add beneficiaries and/or dependents at this time. If the employee chooses to enter these information later, he or she can click the Return to Life Event Change link, and the employee will be presented with a list of required supporting documents for the life event

Setup Requirements

Item Description

PTVBDOC This validation table establishes proof documents that the employee must submit to the Benefits Administrator for a significant Life Event change.

Additional rules for these documents can be established by the Benefit Administrators on the Life Event Change Rules Form (PTRLFCH) to specify which supporting documents are required for a life event change.

Once they are established, the document names will be displayed on the Life Event Change Enrollment page for the employee during the enrollment process.

PTRBREA This rule form is invoked in the Life Event Change process. This control supplies the process with each valid, institutional life event code and stipulates the time period in which the employee must enroll in their benefit changes that are associated with the event.

PTRLFCH This rule form provides the majority of the processing rules for Life Event Change. Each of the valid Life Event Change codes, provided on PTRBREA, is used to establish rule for which Benefit Groups to present, which Benefits are eligible for enrollment or changes, and whether the employee can maintain coverage and allocation information on the self service pages.


October

change, as well as the benefit groups associated with that life event change. Any supporting documentation listed on this page must be provided to the institution in a timely manner.

Open Enrollment is defined as a period during which eligible employees may sign up for insurance coverage or alter their existing coverage. Display of the Open Enrollment link is now controlled via the dates of Open Enrollment. However it is important that if an employee experiences a Life Event Change during the Open Enrollment period, they complete their life event change enrollment prior to beginning open enrollment, to ensure the employee is presented with their most recent elections.

The following message will appear if the employee began a life event change and attempts to start the open enrollment at the same time:

Life Event or New Hire enrollment must be completed before Open Enrollment benefit elections can be processed. For your Open Enrollment changes, select Cancel to remove them. Then, return to your Life Event or New Hire enrollment to complete and confirm your choices. Contact your Benefits administrator to ensure the submission of your change is complete, before you make your Open Enrollment elections.

Vice versa, if the employee began life event change enrollment and attempts to begin Open Enrollment, the same message will appear.

Web Page Fields


Life Event Change Reason Change reasons from PTRBREA that are designated as Life Event type and have rules entered into PTRLFCH.

The descriptions of the change reasons are displayed in alphabetical order. The user is required to enter a life event change reason. If no reason is selected and Continue is selected, an error is displayed: Life Event Change reason is required.

Event Date: MM/DD/YYYY Date of the life event change.

This date will be validated against the PTRBREA enrollment days to verify that the event date is within the enrollment days. If not then an error message is displayed to alert the employee: Event Date is beyond the allowed enrollment, please contact your benefits administrator. In addition, if no date was entered, then this error message will be displayed: Event Date is required.



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Life Event Change Enrollment Group Page (bwpkdsta.P_ShowEnrollmentGroup)

The Life Event Change Enrollment Group page is displayed when employees select a group name link on the Life Event Change Enrollment page.

The page displays data for each benefit plan. This page displays information on existing benefits from PDRDEDN which gets copied into the benefit enrollment working table (PDRDTOE) as initial records for life event change. Benefit coverage or beneficiary allocations associated with the existing benefits will also get copied into the working tables (PDRTCOV and PDRTBAL) as well.

The following buttons are used on this page:

• The Restart This Group button is used to remove all benefit choices made for a benefit group for the Life Event Change. This function resets the values in the employee deduction records in the working tables to those that were in effect when the enrollment process was started. This reinstates any beneficiary or coverage records as well.

• The Update Beneficiaries or Dependents button allows the employee to access the Beneficiaries and Dependents page to view or update information about current beneficiaries and dependents.

• The Go To Next Group button advances to the next benefit group from priorities on the PTRLFCH.

After selection of benefits when the employee returns to the Enrollment Group page, if the benefit allows coverage and/or allocations, the Covered Dependents and Beneficiary Allocations links are displayed.


Button/Icon Action

Continue Automatically takes the user to the Beneficiaries and Dependents page for adding or updating the beneficiaries or dependents.

Once this is completed, the employee can then click the Return to Life Event Change link to access the Life Event Group Enrollment page where he or she can start the benefit election process for a life event change.




October

• The Covered Dependents link goes to the Benefits Coverage page and allows the employee to define the covered dependents for the changed or selected plan. The page displays any existing covered dependents and allow for changes to those as well as adding new dependents.

• The Beneficiary Allocations link goes to the Beneficiary Allocations page and allows the employee to define the beneficiary allocations for the changed or selected plan(s). The page displays any existing allocations and allow for changes to those as well as adding new allocations.

Information Text

The information text provides instructions for using this Web page. You can customize the Default info text using Web Tailor. The delivered text is:

Select the title of the benefit or deduction to add or update your choices. A green checkmark indicates a selection has been made. Once you have completed your elections for the group, select the Go to Next Benefit Group to continue your elections for other benefit groups. Select Cancel, if available, and your changes will be reset to the current values. If the selected benefit permits dependent coverage or beneficiary allocations can be added.

Additional information text are also provided for each of the 5 benefit groups (Health, Retirement, Life Insurance, Flex Spending Accounts, or Miscellaneous) on this page and they are marked with the below labels in Web Tailor. You can also customize this information text to add specific instructions from your institution for each benefit group to the employees. The delivered text with labels is:

Label Text

NOTE_HL Shown below are the various benefits or deductions you may choose for your Health plan.

NOTE_RT Shown below are the various benefits or deductions you may choose for your Retirement plan.

NOTE_LF Shown below are the various benefits or deductions you may choose for your Life Insurance plan.

NOTE_FS Shown below are the various benefits or deductions you may choose for your FSA plan.

NOTE_MB Shown below are the various benefits or deductions you may choose for your Miscellaneous Benefits plan.



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Web Page Fields



For life event change enrollment this is when a benefit or deduction should come into effect based on the benefit begin date rules in PTRLFCH.

Payroll Deduction will end on MM/DD/YYYY

For life event change enrollment this is when a benefit or deduction should end based on the benefit begin date rules in PTRLFCH.


Button/Icon Action

Restart This Group Restarts the life event change enrollment process for the specific group only, deletes changes from the database, reinstates current benefit selections, (the choices that were in effect before any changes were made), and re-displays the page. This reinstates any beneficiary or coverage records as well. This button is displayed only during the life event change enrollment after changes have been made.



Go To Next Benefit Group Advances to the next benefit group from priorities on the PTRLFCH


This Link Action

Life Event Change Enrollment

Goes to the Life Event Change Enrollment page (bwpkdsta.P_LifeEventChange)

Covered Dependents Goes to the Benefits Coverage page (bwpkdbcv.P_ModifyCoverage)

Beneficiary Allocations Goes to the Beneficiary Allocations page (bwpkdbcv.P_ModifyAllocation)

Jump to Bottom This link moves the user to the bottom of the page.

Return to Top This link moves the user to top of the page.


October

Life Event Change Enrollment Group Detail Page (bwpkdsta.P_ShowEnrollmentDetl)

Life Event Change enrollment displays the benefits to which each employee is actively enrolled and allows benefits to be changed, activated or stopped/terminated.

If contingent benefit or deduction records are selected during Life Event Change enrollment, the corresponding core benefit record(s) must exist in Active status on the employee's records. A core benefit record must exist on the employee's record before a corresponding contingent record can be successfully included. The core benefit or deduction may or may not be included as part of the Life Event Change Enrollment options.

If a core benefit or deduction is not included in an employee's benefits records (as of the contingent benefit's effective date), an error message is generated stating the need for a valid core benefit record prior to inclusion of the contingent benefit record.

The Life Event Change Enrollment Group Detail page is displayed when employees select a benefit type on the Life Event Change Enrollment Group page. This page is used to enter information for a new or changed benefit.

The information displayed on this page differs depending on the type of benefit. If monetary amounts associated with the benefit are fixed, the options are displayed as rows with radio buttons making choices. If the monetary amount is employee-specified, fields are displayed in which the employee can enter the desired amounts.

The Deduction Effective as of date displays on the Enrollment Group Detail page. New rules are established on the Life Event Change Rules form (PTRLFCH) to select or derive the begin date to be associated with this benefit or deduction.

There are four values available:

• Event Date - This entry enables the life event change date entered by the employee to be used when the employee submits, adds or deletes the enrollment elections.

• System Date - This entry enables the system date to be used when the employee adds, submits or ends the enrollment election.

• 1st of Next Month - The first day of the next month, which is calculated using cut-off days, and/or waitlist days or hours.




This Link Action



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• 1st of This Month - The first day of the month, which are calculated using cut-off days, and/or waitlist days or hours.

In addition, on the detail pages the last paid date displays if the last paid date exists for the employee. The system derives the benefit begin date based on the established rules, and compare the derived benefit begin date with the last paid date. In the event that the derived benefit begin date is before the last paid date, the logic changes the begin date to one day after the last paid date.

If the user attempts to stop the benefit and there are beneficiary allocations greater than 0.00 or and dependent coverage records without an end date associated with that benefit, the system issues the following warning message to the user:

WarningCoverage or Allocation records are active. Enter an end coverage date or zero out percent or amount in allocations to continue.

The user is allowed to continue to the stop benefit. They can then access the Update Beneficiaries and Dependents pages to make the appropriate changes to allocation and coverage records.

Web Page Fields



For life event change enrollment, this is when a benefit or deduction should come into effect based on the benefit begin date rules in PTRLFCH.

Payroll Deduction will end on MM/DD/YYYY

For life event change enrollment, this is when a benefit or deduction should end based on the benefit begin date rules in PTRLFCH.


Button/Icon Action

Add Choice The Add Choice button adds the selected benefit and displays the Life Event Change Enrollment Group page. This button is displayed only for choices being added for the first time.

Stop Benefit The Stop Benefit button stops the selected benefit and displays the Life Event Change Enrollment Group page. The stop date is one day prior to the derived start date. This button is displayed only for choices already in effect that are being changed.


October

Benefits Coverage and Allocation Summary (bwpkdbcv.P_CoverageAllocSummary)

This page is used for reviewing Beneficiaries and Dependents currently associated with employee’s benefit choices. The employee can click Select Coverage Details or Beneficiary Allocations Details to enroll or update coverage or allocations for the associated benefit.

To Access this page, use the following steps:

1. On the Benefits and Deductions page, click the Beneficiaries and Dependents link.

The Beneficiaries and Dependents page is displayed.

2. On the Beneficiaries and Dependents page, click the Coverage and Allocations Summary link.


3. Click the Add or Change Allocations link.

Submit Change The Submit Change button updates the selected benefit and displays the Life Event Change Enrollment Group page. This button is displayed only for choices being changed.

Cancel Choice The Cancel Choice button deletes the selected benefit and re-displays the Life Event Change Enrollment Group page. This button is displayed only for choices being changed. If the user selected a benefit then cancelled the selection the page re-displays the Add Choice button.


This Link Action

Life Event Change Enrollment

Goes to the Life Event Change Enrollment page (bwpkdsta.P_LifeEventChange)




Button/Icon Action



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Benefits Coverage Page (bwpkdbcv.P_ModifyCoverage)

The Update Benefits Coverage page is displayed when employees select the Coverage Details link in the Enroll Coverage and Allocations section of the Benefits Coverage and Allocation Summary page. This page displays the same general information as is displayed for the person in the Beneficiaries and Dependents Information section of the Beneficiaries and Dependents page. It also displays coverage options that are available for the person. If an option is already in effect, the begin and end dates are displayed in the applicable fields.

To add coverage for a person or change a person’s coverage:

1. Enter the date on which the coverage is to begin in the Begin Date field.

2. Enter the date on which the coverage is to end in the End Date field.

3. Choose the applicable option from the pull-down list in the Other Coverage field.

4. Select the Choose Benefit check box.

5. If necessary, repeat steps 1 - 4 for each coverage to be added for this person.


This Link Action

Name Displays the Beneficiary and Dependent page (bwpkdbcv.P_NamesAndBenefits)

Add or Change Coverage Displays the Benefits Coverage Page (bwpkdbcv.P_ModifyCoverage)

Add or Change Allocations Displays the Beneficiary Allocations page (bwpkdbcv.P_ModifyAllocation)

Beneficiary and Dependents

Displays the Beneficiaries and Dependents page (bwpkdbcv.P_NamesAndBenefits)






Displays the Life Event Change Enrollment page (bwpkdsta.P_LifeChgEnrollment)


October



Information Text


Enter Begin and End Date of coverage, if known, and select the checkbox under Choose Benefit. Indicate Other Coverage from the pull-down list, if applicable.

Web Page Fields


The beneficiary’s personal information is displayed in the Beneficiary and Dependent Information section. For a detailed description of the fields, refer to “Updating Beneficiary or Dependent (bwpkdbcv.P_ModifyNames)” on page 2-77.

Benefit and Coverage Status

Displays the benefit, the coverage status, the start date and the end date of the coverage.

This information is drawn from the Benefit and Benefit Status fields on the Dependent Coverage Form (PDABCOV).

Existing Coverage Displays whether the beneficiary is covered by the benefit.

Begin Date Enter or update the start date for the benefit coverage.

This information is drawn from the Coverage Begin Date field on the Dependent Coverage Form (PDABCOV).

End Date Enter or update the end date for the benefit coverage.

This information is drawn from the Coverage End Date field on the Dependent Coverage Form (PDABCOV).

Other Coverage Indicate if any other similar benefit coverage exists by selecting from the pull-down list.

Choices include:

Other coverage exists - This option will be selected if the Other Cover check box field is selected in the Dependent Coverage Form (PDABCOV).

No other coverage



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Choose Benefit Select this check box to choose the benefit for the beneficiary.

Name Displays the full name of each beneficiary. The value for this field is drawn from the Name field on the Beneficiary Form (PDABENE).

Relationship Displays the employee's relationship with each beneficiary. The value for this field is drawn from the Relationship to Employee field on the Beneficiary Form (PDABENE).

Deduction Termination Reason

Can only be entered if end date is entered. Identifies the deduction termination reason.


Button/Icon Action

Choose or Update Displays the Beneficiaries and Dependents page (bwpkdbcv.P_UpdateBenefits) with the benefit coverage section updated for the selected beneficiary


This Link Action

Return to Benefit Enrollment

Returns user to Benefits Enrollment Menu (bwpkdsta.P_ShowEnrollmentMenu)





Beneficiary Allocations Details

Displays the Benefits Allocation page (bwpkdbcv.P_ModifyAllocation)


Returns the user to the Benefits Coverage and Allocations Summary page (bwpkdbcv.P_CoverageAllocSummary)



Web Page Fields



October

Beneficiary Allocations Page (bwpkdbcv.P_ModifyAllocation)

This page is used to select Primary or Contingent for the beneficiary, and set the percent or amount for allocation. It is also used to inactivate a beneficiary allocations by deleting the percentage or amount or change the value to 0.00.

NotePrimary percentage must equal 100.00. Contingent percentage must equal 100.00.

To Access this page, use the following steps:

1. On the Benefits and Deductions page, click Beneficiaries and Dependents link.

The Beneficiaries and Dependents page is displayed.

2. On the Beneficiaries and Dependents page, click the Coverage and Allocations Summary link. The Benefits Coverage and Allocation Summary page is displayed.

3. Click the Beneficiary Allocations Details link in the Enroll Coverage and Allocations section of the Benefits Coverage and Allocation Summary page.

Updates to Banner

Updates the benefits coverage information for a beneficiary in the Dependent Coverage Form (PDABCOV). The change is written to the database, and an audit trail entry is created.

Web Page Fields


Name Displays the full name of each beneficiary.

Relationship Displays the employee's relationship with each beneficiary.

Primary or Contingent Indicates if a beneficiary is primary or contingent.

Primary Percentage Primary Allocation percentage, if applicable.

Primary Amount Primary Allocation Amount, if applicable.

Contingent Percentage Contingent Allocation percentage, if applicable.

Contingent Amount Contingent Allocation Amount, if applicable.



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Setup for Benefits Administrator Email communication to Employees

The benefits administrator needs a method to contact employees once the process of new hire or life event change enrollment begins. Administrators at times need to contact employees during the new hire or life event enrollment processing. This contact could be to alert the employee that the due date of their enrollment is coming up.

Messages Error or warning message display.

Total Total of values specified for each of the columns: Primary Percentage, Primary Amount, Contingent Percentage, and Contingent Amount. Percentage total must equal 100.00. Display only.


Button/Icon Action

Choose or Update Creates or updates allocations.


This Link Action

Return to Benefit Enrollment

Returns user to Benefits Enrollment Menu (bwpkdsta.P_ShowEnrollmentMenu)






Returns the user to the Benefits Coverage and Allocations Summary page (bwpkdbcv.P_CoverageAllocSummary)

Coverage Details Displays Benefits Coverage page (bwpkdbcv.P_ModifyCoverage)

Beneficiary and Dependents

Displays the Beneficiaries and Dependents page (bwpkdbcv.P_NamesAndBenefits)

Web Page Fields



October

The system is delivered with one entry on GTVSDAX with an External Code value of UPDATE ME. This entry is ignored by the search function. The title entered on the Benefit Enrollment Contact E-mail page for the defined institutions will be displayed in the list of values only if there is at least one GTVSDAX record where the External Code is not UPDATE ME.

You can modify the text in the Description field to match the e-mail address type. You can define as many rows as necessary.

This action will cause the institutional email facility to be opened, and default the appropriate email address of the employee, create a subject line containing the text Benefits Enrollment message for, followed by the name of the employee to whom this selections belong. The benefits administrator may enter a personal message in the body of the report and click on the Send button to send the email.

The method for creating the e-mail addresses based on an e-mail address hierarchy appears below. Essentially, this method prioritizes the various e-mail address types for each recipient entered on the E-mail Address Form (GOAEMAL) through the use of the Crosswalk Validation Form (GTVSDAX).

Once the hierarchy of e-mail address types are entered and prioritized on GTVSDAX, the ESS administrator view page will use this information to determine if there are any valid and active e-mail addresses, if e-mail address types are found the page will display an e-mail icon for the benefits administrator to use. The address need only be active. It will not need to be preferred or web enabled.

For example, if on GTVSDAX the SCHL (School) e-mail address type is given the first priority, a sequence of 1, and the HOME (Home) e-mail address is given second priority, a sequence of 2, then the Employee Self-Service page displays an e-mail icon where it finds SCHL addresses on file for employees. If a SCHL e-mail address is not available, then the system uses the HOME e-mail address.

In order for the e-mail address type to be utilized the e-mail address must be of the same type and active.

To establish an e-mail address hierarchy on the GTVSDAX form do the following:

1. Access the Crosswalk Validation Form (GTVSDAX).

2. Use the Query feature to display existing address information for specific codes. Enter BENENROLL to query.

3. Enter the sequence number of the e-mail address type being used for the hierarchy. For example, if you want the page to select a SCHL (School) e-mail address type as the secondary address, you would enter 2 in the Internal Sequence field.

4. Enter the e-mail address type in the External Code field, such as HOME (Home).



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Enter a description, to identify the type of address entered, in the Description field. For example, Benefits Enrollment Contact E-Mail Address.

5. Save the record.

6. Repeat for all e-mail address types that are part of the hierarchy.

Benefits Administrator Filter Selection page (bwpkdsta.P_DisplayFilterMain)

The Filter selection page is used by the Benefit Administrator to view the benefits and deductions confirmed by employees in an organization, sorted by employee, or by filtering a single employee.

To access this page, use the following steps:

1. On the Benefit Enrollment page, click the Benefit Enrollment Administration link.


2. Select the COA and Organization from the pull-down list and click Go.

TipIt is important that you click Go. Otherwise the pull-down lists may show values not associated with the expected extract term.

The pull-down lists of the COA and Organization fields are populated with appropriate values based on the enrolled employees.

TipUse CTRL+ Click to select multiple values in each list.

3. (Optional) Select the benefit categories associated with the employees that have enrollment in the working tables.

4. (Optional) Select the benefits or deductions that have enrollment associated in the working tables.

5. (Optional) From the pull-down list, select the Number of Employees per Page to be displayed by the result. Choices include:

• 25

• 50

• 100

6. Select one of the following buttons to view the results of the filter criteria:


October

• Click Organization Summary to view the results on the Organization Summary page.

OR

• Click Employee Summary to view the results on the Employee Summary page.

OR

• Click Employee Filter to search for a specific employee.

Web Page Fields


COA and Organization Select a COA and Organization.

Benefit Category Select the benefit category.

Benefit or Deduction Select the benefit or deduction.

Number of Employees per Page

Select the number of employee information to be displayed per page.


Button/Icon Action

Go Refreshes the list of search criteria in the pull-downs.

Organization Summary When selected, the user is taken to the Benefit Enrollment Organization Summary page where benefits and deductions are summarized by employee within the organization.

Employee Summary When selected, the user is taken to the Benefit Enrollment Employee Summary page where benefits and deductions are summarized by employee. Organization is also displayed, but not used to divide or segment data.

Employee Filter This page displays a list of search criteria (by employee name or employee ID) that can be specified to locate an employee or set of employees. When employee is selected, the user is eventually taken to the Benefit Enrollment Employee Summary page where benefits and deductions are presented in greater detail by employee.



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Benefits Enrollment Organization Summary Page (bwpkdsta.P_DisplayOrgnSummaryConfirm)

The Benefits Enrollment Organization Summary page is used by the Benefit Administrator to view the benefits and deductions confirmed by employees in an organization. The Organization on this page and others within the Employee Self-Service page portion of this functionality refers to the employee’s home organization on the Employee Form (PEAEMPL). The time sheet organization is not utilized within Benefits Enrollment. The Benefits Administrator applies the confirmed benefits by selecting the individual check boxes or using the Select buttons at the bottom of the page. This page consists of three tabs:

Confirmed - In the Confirmed tab, you can access benefit election records having the following Enrollment Indicator status: Yes.

• In Process - In the In Process tab, you can access benefit election records having the following Enrollment Indicator status: Starting (new hire), Continued (life event), or Terminated (life event).

• Applied - In the Applied tab, you can access benefit election records having the following Enrollment Indicator status: Applied.




2. Select the COA and Organization, Benefit Category, Benefit or Deduction, and Number of Employees per Page.

TipIt is important that you click Go. Otherwise the pull-down lists may show values not associated with the expected extract term.

3. Click Organization Summary.


This Link Action


Returns to Benefits Enrollment menu (bwpkdsta.P_ShowEnrollmentMenu)


October

Web Page Fields


Apply Check box used to select benefits or deductions.

E-mail Displays an E-mail icon. Click the icon to send an e-mail to the employee, if applicable.

Note: An e-mail icon is displayed if the employee has an active e-mail address that meets the BENENROLL hierarchy rule from GTVSDAX. If the employee does not meet the rule or if the institution has not created the e-mail address codes, no icon is displayed.

Refer to the Banner Human Resources 8.4 Release Notes for GTVSDAX information.

Name Displays the employee name.

Benefit Category Displays the benefit category.

Enrollment Begin Date Displays the benefit enrollment begin date.

Enrollment Due Date Displays the new hire or life event change enrollment end date.

Benefit or Deduction Plan Lists the benefit or deduction plans for the employee.

Change Reason Displays the benefit change reason, if applicable.

Links Takes you to the Benefit Enrollment Employee Detail page to see the status of enrollment.


Button/Icon Action

Select All Selects all employee benefits records.

Deselect All Clears the selection of all employee benefits records.

Apply Selected Benefits Applies the selection of one or more employee benefits or deductions.



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Benefits Enrollment Employee Summary Page (bwpkdsta.P_DisplayEmpSummaryConfirm)

The Benefits Enrollment Employee Summary page is used by the Benefit Administrator to view the benefits and deductions confirmed by employees in an organization, sorted by employee details. The Organization on this page and others within the Employee Self-Service portion of this functionality refers to the employee’s home organization on the Employee Form (PEAEMPL). The time sheet organization is not utilized within Benefits Enrollment. The Benefits Administrator applies the confirmed benefits by selecting the individual check boxes or using the Select buttons at the bottom of the page.

This page consists of three tabs:

• Confirmed - In the Confirmed tab, you can access benefit election records having the following Enrollment Indicator status: Yes.

• In Process - In the In Process tab, you can access benefit election records having the following Enrollment Indicator status: Starting (new hire), Continued (life event), or Terminated (life event).

• Applied - In the Applied tab, you can access benefit election records having the following Enrollment Indicator status: Applied.


This Link Action

Filter Selection Returns the user to the filter selection where the user can select COA and Organization, Benefits or Deductions, and Benefits Categories

Employee Summary Besides viewing the Organization Summary, two other selections can be made at the conclusion of the filtering process, Employee Summary and Employee Filter. Employee Summary views similar information as is in this view, but segments data by employee.

Employee Filter Displays the other selection that can be made from the filtering process. This allows the user to find a specific employee to view their benefit enrollment.




October




2. Select the COA and Organization, Benefit Category, Benefit or Deduction, and Number of Employees per Page.

3. Click Employee Summary.

Web Page Fields


Apply Check box used to select benefits or deductions.

E-mail Displays an E-mail icon. Click the icon to send an e-mail to the employee.

COA and Organization Displays the COA and Organization name.

Benefit Category Displays the benefit category.

Enrollment Begin Date Displays the benefit enrollment begin date.

Enrollment Due Date Displays the new hire or life event change enrollment end date.

Benefit or Deduction Plan Lists the benefit or deduction plans for the employee.

Change Reason Displays the benefit change reason.

Links Takes you to the Benefit Enrollment Employee Detail page to see the status of enrollment.


This Link Action

Main Filter Selection Returns the user to the filter selection where the user can select COA and Organization, Benefits or Deductions, and Benefits Categories

Organization Summary The Organization Summary page provides the benefits administrator with summary employee benefits data sorted by Organization.



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Benefit Enrollment Employee Detail Page (bwpkdsta.P_DisplayEmpDetailConfirm)

The Benefit Enrollment Employee Detail page provides the benefits administrator with detailed view of benefits for a specific employee. The administrative user accesses this page to see additional details about the deduction elections the employee has made during either new hire or life event enrollment.




2. Enter the Last Name, First Name, or ID.

3. Select the Number or Records Per Page.

4. Click Go.

The Benefit Enrollment Employee Summary page is displayed.

5. Click the Employee Name link.

Employee Filter Displays the other selection that can be made from the filtering process. This allows the user to find a specific employee to view their benefit enrollment.

Web Page Fields


Name Employee name.

Department The department to which an employee belongs.

Benefit Category The benefit category the employee is eligible for.

Data of Birth Employee’s date of birth.

Original Hire Date The date the employee was originally hired.

Current Hire Date The employee’s current date of hire.


This Link Action


October

Benefits Enrollment Administration Employee Filter Page (bwpkdsta.P_FilterDriver)

This page is used by the Benefit Administrator to view the benefits and deductions confirmed by employees by filtering the employee details by Last name, First name, or employee ID.




2. Click Employee Filter.

Adjusted Service Date A date used for determining length of service for leave accruals when the current and original hire dates are different.


This Link Action

Upload Documents Click this link to upload a supporting document into the Banner Document Management System.

Note: This link is displayed and enabled only if the institution is licensed to use the Banner Document Management System.

Filter Selection Returns to the Filter Selection page

Display Documents Click this link to access the associated supporting document stored on the Banner Document Management System.

Note: This link is displayed and enabled only if the institution is licensed to use the Banner Document Management System.

Employee Summary Returns to the Benefit Enrollment Employee Summary page (bwpkdsta.P_DisplayEmpSummaryConfirm)

Web Page Fields




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Employee Search Results Page (bwpkdsta.P_DispEmpSearchResults)

This page displays a listing of results from the Employee Filter page. Each Name in the list provides a link to the appropriate Benefit and Deduction Employee Enrollment View on the appropriate tab.

Web Page Fields


Last Name Last name of the employee.

First Name First name of the employee.

ID Employee ID.

Number of records per Page

Select the number of employee records to be displayed per page.


Button/Icon Action

Go When selected, the user executes the search criteria requested. If there are no matches, the page returns with the following message: No records matched the selection criteria.


This Link Action



Main Filter Selection Returns the user to the filter selection where they can select COA and Organization, Benefits or Deductions, and Benefits Categories.


October

Benefit Summary (bwpkebst.P_DispDateSelect)

The online employee Benefit Summary merges all related benefits information into a single online Benefit Summary that can be synchronized and simultaneously accessed by employees and benefits administrators in Employee Self-Service.

When the employee selects any of the Benefit Summary links, the page that is displayed to the employee depends on the employee’s security access, as follows.

• If the employee is a benefits administrator, the Benefit Summary ID Criteria page is displayed.

• If the employee is not a benefits administrator, the Benefit Summary Date Criteria is displayed.

NoteBenefits administrators are identified in the User Code Rules Form (PTRUSER). To specify that a user as a benefits administrator, select the Benefits Administrator check box.

Benefit Summary ID Criteria (bwpkebst.P_DispIDSelect)

The Benefit Summary ID Criteria page is displayed when the employee selects the Benefit Summary link and the employee is identified in the system as a benefits administrator. This page is used to specify whether the benefits administrator wants to access their own Benefit Summary or another employee’s Benefit Summary.

Web Page Fields


Name A link with the employee name. When clicked, it displays the Benefit Enrollment Employee Summary page.

ID Employee ID.


This Link Action

Return to Benefits Enrollment menu


Employee Filter Returns the user to the employee filter selection where they can enter new employee names or IDs



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Employees can access their own Benefit Summary as follows:

1. Select the My Benefit Summary radio button.

2. Click Select.

Employees identified as benefits administrators can access another employee’s statement as follows:

1. Select the Employee’s Statement radio button.

2. Enter the employee’s ID in the Employee’s ID field.

3. Click Select.

If the employee’s own benefit category or that of another selected employee has not yet been established, the Benefit Summary will not be available on the Web. Instead, the following error message is displayed: Benefit Summary not available for on-line viewing; please contact the Benefits Administrator.

Information Text


Choose either My Benefit Summary or choose Employee's Statement and enter the ID, then choose Select.

Web Page Fields


My Benefit Summary Select this check box to access your own Benefit Summary.

Employee’s Statement Select this check box to access another employee’s Benefit Summary.

Employee ID Enter the employee’s ID in Banner.


Button/Icon Action

Select Displays the Benefit Summary Date Criteria page (bwpkebst.P_DispDateSelect)


October

Benefit Summary Date Criteria (bwpkebst.P_DispDateSelect)

The Benefit Summary Date Criteria page is displayed under the following conditions:

• If the employee is not a benefits administrator, and selects the Benefit Summary links.

• If the employee is a benefits administrator, and clicks Select on the Benefit Summary ID page.

To display a statement:

1. Select a statement date from the pull-down list in the As of date field.

NoteStatement dates are established on the Benefit Summary Set Up Form (PTRBCAT).

2. Click Select.

3. If the employee is a benefits administrator, he or she can click New ID to return to the Benefit Summary ID page.


This Link Action











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If your institution has established rules on the Benefits Category Rules Form (PTRBCAT) allowing date overrides, the system displays the Enter Date field. If desired, the employee can enter a date in this field to display the statement for that date.

When the employee clicks Select, two edits are performed. The first edit determines if the date selected is a valid date (for example, not February 31). If the date is invalid, the following error message is displayed: You have selected an invalid date, please re-enter your selection.

If the date is valid, the second edit determines if the date is within the range of current dates defined on the Payroll Calendar Rules Form (PTRCALN). If the date is determined to be outside the range of PTRCALN dates, the following error message is displayed: The date you have selected is not setup to be viewed. Please enter another date.

Additionally, if benefit categories are not configured to allow Benefit Summary access via the Web, the following error message is displayed: Benefit Summary not available for on-line viewing; please contact the Benefits Administrator.

Information Text


Select a date from the pull-down list or enter a date.

Web Page Fields


As of Date Select a date from the pull-down list.

Enter Date Alternately, enter a specific date to access the relevant Benefit Summary.


Button/Icon Action

Select Goes to the Benefit Summary page (bwpkebst.P_DispBenefitStatement)

New ID Goes to the Benefit Summary ID Criteria page (bwpkebst.P_DispIDSelect)


October

Benefit Summary (bwpkebst.P_DispBenefitStatement)

The Benefit Summary page displays the benefit information of the selected person (the benefit administrator’s or that of the selected employee, as applicable).

The Benefit Summary contains the following main areas:

• Personal Data

• Benefits data

• Benefit or deduction groupings

It is possible that not all of the employee's deductions appear on this form, as compared to the Employee Deduction Query Form (PDIDLST).

At the end of each section on this page, there are links to the other sections. This allows easy navigation between sections.

The information about the covered persons comes from the Beneficiary Coverage Form (PDABCOV). If any information for these fields is not in PDABCOV for the relevant deduction, the field remains blank.


This Link Action











2-120

Web Page Fields


Personal Data Section

Department Home department, from the Employee Form (PEAEMPL).

Benefit Category Long description of the benefit category, from PEAEMPL.

Date of Birth Employee’s date of birth, from the Biographic section of the Identification Form (PPAIDEN).

Original Hire Date Date the employee was originally hired, from the Original Hire field on PEAEMPL.

Current Hire Date Current hire date, from Current Hire field on PEAEMPL. This is different from the original hire date if the employee was terminated and rehired

Adjusted Service Date Date used to determine years of service for leave accrual if the original and current hire dates are not the same, from the Adjusted Svc field on PEAEMPL.

Employee Benefit Data:

Following the Personal Data section displays details about each benefit. Each table is preceded by the following:

• Title of the benefit group, which comes from the Benefit or Deduction Grouping Rule Form (PTRBDPG)

• Description of the benefit, which comes from the Web Information window of the Benefits and Deductions Rule Form (PTRBDCA) (or, if no Web description was entered in the Web Information window, the long description on the main window of PTRBDCA)

Plan Description of the plan based on the calculation rules assigned in PTRBDCA.

Employee Deduction Amount

Employee’s contribution toward the benefit, deducted from the employee each pay period.

Employer Deduction Amount

Employer’s contribution toward the benefit each pay period.

Total Cost Sum of employee and employer contribution amounts. This is displayed only if both cost items appear on the page. The sum is calculated in accordance with applicable calculation rules (that is, percentage or dollar amount).


October

Coverage Each block will list the covered person(s), where applicable. This list is taken from existing information on the Beneficiary Coverage Form (PDABCOV), and includes:

• Covered persons

• Relationship

• Birth Date

• Coverage Start Date

• Coverage End Date (only if a future end date exists)

Covered Persons Name of each person covered under this benefit.

Relationship Relationship of the covered person to the employee.

Birth Date Covered person’s date of birth.

Coverage Start Date First date in this open enrollment year that this benefit is in effect for the covered person.

Coverage End Date Last date in this open enrollment year that this benefit in effect for the covered person.


Button/Icon Action

Select New Date Goes to the Benefit Summary Date Criteria page (bwpkebst.P_DispDateSelect)

Select New ID This button is displayed only for benefits administrators. Goes to the Benefit Summary ID Criteria page (bwpkebst.P_DispIDSelect)


This Link Action



Web Page Fields




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Shared Web Pages

The following web pages are common to several benefit categories described above. These Web pages can be accessed to perform the same type of task from various benefit menu options.

Add a New Benefit or Deduction (bwpkdcmn.P_UpdateDednSelNew)

This Web page is displayed when you choose to add a new benefit or deduction in any of the following categories:


• Health Benefits

• Flexible Spending Accounts or

• Miscellaneous

This Web page displays a list of all benefit plans or deductions that are available to all employees within a benefit category.

For example, this page can display a list of retirement benefit plans or health benefit plans provided by your enterprise to all employees wherein these plans are dependent on the rules set up in the Benefits Category Rules Form (PTRBCAT). Employees can then select the benefit plan or deduction of their choice on this page.








This Link Action


October

Web Page Fields

Item Description

Description Displays a description of the benefit or deduction.

The value of this field comes from the Long Description entered on the Benefits and Deductions Rule Form (PTRBDCA).

Message A system-generated message is displayed in this column for the corresponding benefit/deduction, if applicable.

My Choice This column displays a radio button corresponding to each benefit or deduction. Indicate the benefit or deduction of your choice by marking the appropriate radio button.


Button/Icon Action

Select Benefit Goes to the Update page of the corresponding benefit category


This Link Action

Based on the type of benefit or deduction plan you wish to add or update, the link to that relevant menu option will be displayed on this page.

Any one of the following links will be displayed on this page.





Setup Requirements

Item Description

PTVBDPG Set up the primary group.



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Vendor Web Site

When employees select the Vendor Web Site link on any of the benefit or deduction web pages, the Web site (or an internally designed Web page) for your institution’s plans vendor is displayed if this has been specified in the Web Information window of the Benefits and Deductions Rule Form (PTRBDCA).

Special Messages

The procedures for the Beneficiaries and Dependents pages contain several messages that can be customized for your institution. Default text for these messages is delivered as part of Employee Self-Service. The following paragraphs describe the purpose of each of the messages and give the delivered text of each message.

In bwpkdbcv.P_NamesAndBenefits, the procedure for the Beneficiaries and Dependents page, the following message, labeled TOOMANY, is displayed in the table of coverages if the number of applicable coverages exceeds 15: More benefits exist than can be displayed. Please contact your benefits administrator for additional benefit information.

The following message, labeled NEWHIRE, is displayed when user came from the New Hire Enrollment page: Select the Name to change information for an individual. Choose Add a New Person to make additions. Once changes have been made, select the Return to New Hire Enrollment link.

The following message, labeled LF_EVENTCHG, is displayed when user came from the Life Event Change Enrollment page: Select the Name to change information for an individual. Choose Add a New Person to make additions. Once changes have been made, select the Return to Life Event Change link.

The following message, labeled DEFAULT, is displayed when user accesses the Beneficiaries and Dependent page directly from the Benefits and Deduction menu outside outside of a New Hire Enrollment process or Life Event Change Enrollment process.

PTRBDPG Define Web actions (such as Display, Insert, Add, or Delete permissions) for the primary group as well as the secondary group (i.e., retirement benefit plan).

Associate benefit/deduction codes with the secondary groups in the Secondary Group Associated Benefits Deductions Setup block. By doing so, a retirement benefit plan such as, TIAA/CREF Retirement Annuity Plan will then be displayed under the Retirement Plans menu.

Setup Requirements

Item Description


October

Two messages in bwpkdbcv.P_ModifyNames, the procedure for the Updating Beneficiary or Dependent page, contain information that you might want to modify. The first message, labeled UPDATE, contains instructions for using the page and reads Change the beneficiary information as desired, then select Choose or Update. The second message appears only if the employee is adding a new person and reads Enter information about the new beneficiary, then select Choose or Update.

The messages in bwpkdbcv.P_ModifyBenefits, the procedure for the Update Benefits Coverage page, contain information that you might want to modify: The first message, labeled TOOMANY, is identical to the one described above and is displayed in the table of coverages if the number of applicable coverages exceeds 15. The second message, labeled NOPERMTAG, is used to identify coverages that the user cannot modify. It appears in the Choose Benefit column in place of the check box and reads Not Available.

Related Banner Information

The data for the Benefit or Deduction application pages comes from the following:

• Benefits and Deductions Rule Form (PTRBDCA)

• Employee Benefit/Deduction Form (PDADEDN)

• PDRBDED and PDRDEDN tables

The column headers such as Plan or Employer deduction Amount/Pay come from PTRBDCA. In each case, the long description for the amount fields is used if it exists, and the short description is used if no long description is available.

The data for the Flexible Spending Account Detail page comes from the Employee Flexible Benefits Claim Form (PDAFCLM).



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October

3 Pay Information

Employees can access and change their payroll data, view their direct deposit allocation distribution, earnings history, and deductions history through the Pay Information menu.

Pay Information Menu

The following menu options are displayed under this category:

• Earnings by Positions

The Earnings by Positions selection allows an employee to view all of the past Positions in which they were paid. The first step is to select the Year and Position for viewing. Once selected, the employee can review their earnings by Position. Hourly employees will see Hours displayed for all hourly-based Earn Codes and Salaried employees will see Hours displayed only for non-base pay Earn Codes.

• Direct Deposit Allocation

The Direct Deposit Allocation page displays the actual distribution of the employees pay check under the Pay Distribution As Of <date> section, and shows any future changes associated with an employee’s record under the Proposed Pay Distribution section.

• Earnings History

The Earnings History menu option allows employees to access their earnings data such as their Earnings History and the Earnings Detail associated with each earn code.

• Pay Stub

The Pay Stub option allows employees to access their general pay information for a particular year and see detailed data for a particular pay period.

• Deductions History

The Deductions History option allows employees access their deduction history information for a specific date range.

• Earnings History by Positions

The Earnings History by Positions option allows employees to filter on their earnings and positions and display a summary of gross pay and hours.

• Administrative Pay Stub Summary

The Administrative Pay Stub Summary option allows administrative users with the appropriate role the ability to view employee pay stubs.


Pay Information

3-2

Select the appropriate menu option.

Web Pages

The following Web pages compose the Employee Self-Service Pay Information:

• “Direct Deposit Allocation (bwpkhpay.P_ViewDirectDeposit)” on page 3-3

• “Update Direct Deposit Allocation (bwpkhpay.P_UpdateDirectDeposit)” on page 3-5

• “Update Bank Account (bwpkhpay.P_ModifyIndivDirectDeposit)” on page 3-7

• “Earnings History Criteria (bwpkhpay.P_ChooseEarnings)” on page 3-10

• “Earnings History (bwpkhpay.P_ViewEarnSummary)” on page 3-11

• “Earnings Detail (bwpkhpay.P_ViewEarningsDetail)” on page 3-12

• “Pay Stub Year (bwpkhstb.P_ChoosePayStubYear)” on page 3-14

• “Pay Stub Employer Selection (bwpkhstb.P_ChooseEmployer)” on page 3-15

• “Pay Stub Summary (bwpkhstb.P_DispPayStubSum)” on page 3-16


This Link Action

Earnings by Positions Goes to the Earnings by Positions Selection

(bwpkhpay.P_ChooseEarnByPositions)

Direct Deposit Allocation Goes to the Direct Deposit Allocation page (bwpkhpay.P_ViewDirectDeposit)

Earnings History Goes to the Earnings History page (bwpkhpay.P_ChooseEarnings)

Pay Stub Goes to the Pay Stub page (bwpkhstb.P_ChoosePayStubYear)

Deductions History Goes to the Deductions History page (bwpkhded.P_ChooseDedn)

Earnings by Positions Goes to the Earnings by Position Selection page (bwpkhpay.P_ChoseEarnByPositions)

Administrative Pay Stub Summary

Goes to the Administrative Pay Stub Employee Selection page (bwpkhstb.P_ChoosePayStubEmpAdmin)

Banner 8.10 October 2013Employee Self-Service User GuidePay Information

October

• “Pay Stub Detail (bwpkhstb.P_DispPayStubDtl)” on page 3-17

• “Deductions History (bwpkhded.P_ChooseDedn)” on page 3-26

• “Deductions Summary (bwpkhded.P_ViewDednSummary)” on page 3-28

• “Contributions or Deductions (bwpkdcmn.P_DispDednYtd)” on page 3-29

• “Earnings by Positions (bwpkhpay.P_ChooseEarnByPositions)” on page 3-31

• “Administrative Pay Stub Employee Selection (bwpkhstb.P_ChoosePayStubEmpAdmin)” on page 3-32

• “Administrative Pay Stub Year Selection (bwpkhstb.P_ChoosePayStubYearAdmin)” on page 3-34

• “Administrative Pay Stub Employer Selection (bwpkhstb.P_ChooseEmployerAdmin)” on page 3-35

• “Administrative Pay Stub Summary (bwpkhstb.P_DispPayStubSumAdmin)” on page 3-36

• “Administrative Pay Stub Detail (bwpkhstb.P_DispPayStubDtlAdmin)” on page 3-38

• “Using Administrative Pay Stub Employee Processing” on page 3-48

• “Related Banner Information” on page 3-49

Direct Deposit Allocation (bwpkhpay.P_ViewDirectDeposit)

The Direct Deposit Allocation page displays the actual distribution of the employees pay check under the Pay Distribution As Of <date> section, and shows any future changes associated with an employee’s record under the Proposed Pay Distribution section. If the Employee May Update Direct Deposit Records indicator is checked (Yes) on PTRINST, then a link to the Update Direct Deposit Allocation page is displayed. This page displays account details such as the Bank Name, Account Number, Account Type.

For employees that currently do not have direct deposit records set up, or for employees with inactive direct deposit records, or for employees with Accounts Payable only direct deposit records, the following message is displayed in place of the Pay Distribution As Of <date> section: There are no payroll records with direct deposit information.

For employees that currently do not have payroll history associated with the prenote or active Payroll direct deposit allocation records, the following message is displayed in place of the Pay Distribution As Of <date> section: There are no payroll history records with direct deposit information.


Pay Information

3-4

Information Text


The Direct Deposit Allocation web page provides a way for you to review your current direct deposit payroll accounts. This page reflects the bank, account information and dollar amounts of your net pay distribution.

The ability to change direct deposit information is dependent on your institution's policies and procedures. Contact your Payroll Administration or Human Resources office for more information.

The Accounts Payable indicator (only displayed if Finance is installed) is displayed for the employee's convenience and may not be under the purview of your Human Resources office.

Web Page Fields


Bank Name Displays the name of the Bank where the employee’s account is maintained.

Routing Number Displays the routing number of the associated bank.

Account Number Displays the employee’s bank account number.

Account Type Displays whether the bank account is a Checking or a Savings account.

Priority Displays the order of the direct deposit payroll distributions.

Amount or Percent Displays the amount or percent elected for a direct deposit by the employee.

Net Pay Distribution Displays the distribution of the employee’s net pay in the employee’s one or more bank accounts.

Payroll Displays Yes if the direct deposit is used for Payroll. Displays No of the direct deposit is not used for Payroll.

Accounts Payable Displays Yes if the direct deposit is used for Accounts Payable. Displays No if the direct deposit is not used for Accounts Payable.


October

Update Direct Deposit Allocation (bwpkhpay.P_UpdateDirectDeposit)

The Update Direct Deposit Allocation page allows employees to add the distribution of their direct deposits by allowing them to specify new accounts or redistributing their pay in terms of percents or amounts etc.

This page is presented to the employee when the Employee May Update Direct Deposit Records indicator is checked (Yes) on the Installation Rules Form (PTRINST).


This Link Action

Update Direct Deposit Allocation

Goes to the Update Direct Deposit Allocation page (bwpkhpay.P_UpdateDirectDeposit)

Earnings History Goes to the Earnings History Criteria page (bwpkhpay.P_ChooseEarnings)



Setup Requirements

Item Description

GXADIRD Set up the employee’s direct deposit account information on this form.

OR

Enter records on the Update Direct Deposit Allocation page if the Employee May Update Direct Deposit Records indicator is checked (Yes) on the Installation Rules Form (PTRINST).

Updates to Banner

The Employee’s Direct Deposit record is updated in the Direct Deposit Recipient Form (GXADIRD).


Pay Information

3-6

To enter a new record:

1. Enter the Bank Routing Number

2. Enter the Account Number and select the Account Type as Checking or Savings from the pull-down list.

3. Select Remaining Amount check box if the remaining monies of the paycheck are to be deposited in the chosen account. This check box is only enabled if at least one direct deposit record exists for the employee. If checked, do not enter an Amount or Percent.

4. Save the record.

WarningAll new records will have a status of Prenote. A check will be generated in the next payroll for prenote amounts.

Information Text


Select a bank name to change an existing record, or select different priorities and the Reorder button to change the order of existing records. Enter the bank routing number and account information to add a direct deposit, then choose Save.

Web Page Fields



Routing Number Displays the Routing Number of the associated bank.


Account Type Displays whether the bank account is a Checking or a Savings account.

Priority Displays the order of the direct deposit payroll distributions.


Status Displays the current status of the employee’s bank account.


October

Update Bank Account (bwpkhpay.P_ModifyIndivDirectDeposit)

The Update Bank Account page allows employees to edit selected bank records. This page is accessed by selecting a Bank Name on the Update Direct Deposit Allocation page. Employees may inactivate a record, or change the Account Type, Amount or Percent.

This page is presented to the employee when the Employee May Update Direct Deposit Records indicator is checked (Yes) on the Installation Rules Form (PTRINST).

Employees may edit the record on this page or inactivate a record by selecting the Inactivate check box and clicking Save.

Changes to the direct deposit information can be made on the Update Bank Account Web page by selecting the Bank Name of the specific record. Employees can inactivate a record or change the Account Type and the Amount or Percent field values for the direct deposit record.


Button/Icon Action

Reorder Redisplays the Update Direct Deposit Allocation page with direct deposit records in their new order.

Save Redisplays the Update Direct Deposit Allocation page with the message, The new allocation has been saved successfully.


This Link Action


Updates to Banner

The Employee’s Direct Deposit record is correspondingly updated in the Direct Deposit Recipient Form (GXADIRD).

Web Page Fields



Pay Information

3-8

To edit a record:

1. Select the Account Type as Checking or Savings from the pull-down list, if desired.

2. Select the Remaining Amount check box if the remaining monies of the paycheck are to be deposited in the chosen account. This check box is only enabled if at least one direct deposit record exists for the employee. If checked do not enter an Amount or Percent.

3. Enter an Amount or Percent and indicate if the entered data is an Amount or Percent from the pull-down list.

4. Save the record.

WarningThe status of a changed record will be dependent on the type of change made as shown in the following table.

A check will be generated in the next payroll for Prenote amounts.

Once a bank record is inactivated, it cannot be added again as a new record through the Employee Self-Service Direct Deposit Allocation feature. The employee would need to contact their Payroll Administration or Human Resources Office to re-activate an Inactive record.

Information Text


Select Inactivate to stop a direct deposit, select an Account Type to change, or enter a different Amount or Percent, then select Save.

Action Status

Inactivate record Inactive

Change Account Type Prenote

Change Amount or Percent Keeps pre-existing Status

Web Page Fields




October

Routing Number Displays the routing number of the associated bank.


Inactivate Select this check box to inactivate this account for direct deposit purposes.

Account Type Select whether the bank account is a Checking or a Savings account.

Remaining Amount Select the Remaining Amount check box if the remaining monies of the paycheck are to be deposited in the chosen account. This check box is only enabled if at least one direct deposit record exists for the employee. If checked, do not enter an Amount or Percent.



Button/Icon Action

After choosing to Inactivate a record, or changing the Account, or Amount or Percent information, select the following button to enforce the change.

Save Redisplays the Update Direct Deposit Allocation page with the message, The new allocation has been saved successfully.


This Link Action


Update Direct Deposit Allocation

Goes to the Update Direct Deposit Allocation page (bwpkhpay.P_UpdateDirectDeposit)

Updates to Banner

The Employee’s Direct Deposit record is correspondingly updated in the Direct Deposit Recipient Form (GXADIRD).

Web Page Fields



Pay Information

3-10

Earnings History Criteria (bwpkhpay.P_ChooseEarnings)

The Earnings History Criteria page is displayed when the employee selects the Earnings History link in the Pay Information menu. This page allows employees to specify the criteria in terms of the time range for which the earnings history is to be displayed.

To access the Earnings History for a specific time period:

1. Choose the beginning month and year from the corresponding pull-down lists in the From Date field.

2. Similarly, choose the ending month and year from the corresponding pull-down lists in the To Date field.

3. Click Display.

The system displays the Earnings History page.

Information Text


Choose a date range and then select Display.

Web Page Fields


Specify a date range in the following fields:

From Date Select the start month and year from the corresponding pull-down lists.

To Date Select the end month and year from the corresponding pull-down lists.


Button/Icon Action

Display Goes to the Earnings History page (bwpkhpay.P_ViewEarnSummary)


October

Earnings History (bwpkhpay.P_ViewEarnSummary)

The Earnings History page displays the total gross pay for each earnings type and, if applicable, the total hours for each earnings code.

To access a detailed breakdown for an earning code, select the earning code name link. The system displays the Earnings Detail page.

To access a new range of dates, select the New Date Range link. The system redisplays the Earnings History Criteria page.

Information Text


Select Earnings Type to access additional information.


This Link Action




Web Page Fields


Earnings Type Displays the Earn code(s) under which the gross pay has been paid to the employee.

Select the relevant Earn code to access and view a detailed breakdown of the gross pay on the Earnings Detail page.

Total Gross Pay Displays the total gross pay accumulated under each Earning type for the selected time period.

Total Hours Displays the total hours worked in the selected time period, for which the gross pay has been paid.


Pay Information

3-12

Earnings Detail (bwpkhpay.P_ViewEarningsDetail)

The Earnings Detail page lists the gross pay and hours for each month in the selected period, for a specific earning code. Total gross pay and hours figures for the period appear at the end of the listing.

Access this page by selecting an earn code in the Earning Type field on the Earnings History page.

Employees can also choose to view the gross pay and hours associated with an Earning code for a different date range as follows:

1. Choose the beginning month and year from the pull-down menus in the From Date field.

2. Choose the ending month and year from the pull-down menus in the To Date field.

3. Click Display.

The system redisplays the Earnings Detail page with information for the new date range.

To return to the Earnings History page, select the Earnings History link at the bottom of the page. The system displays the Earnings History page, from which the employee can select a different earnings code, if available.


This Link Action

Earnings Type Goes to the Earnings Detail page (bwpkhpay.P_ViewEarningsDetail)

New Date Range Goes to the Earnings History Criteria page (bwpkhpay.P_ChooseEarnings)

Setup Requirements

Item Description

PTREARN Select the Display on Web check box for earn codes that are to be made available on the Web. This field affects only the Earnings History on the Web. It does not affect what is displayed on the Pay Stub on the Web.


October

Information Text


Choose a date range and then select Display.

Web Page Fields


The following fields are displayed on this page for a specific Earn code:

Year Displays the Year for which the Gross Pay and Hours associated with the Earning code are being displayed.

Month Displays each month in the displayed year.

Gross Pay Displays the monthly gross pay associated with the Earning code.

Hours Displays the hours for each month associated with the Earning code and the monthly gross pay.

Total Displays the total of each component for all months displayed above.

Specify an alternative date range to view the above information for an Earning code:

From Date Select a Start month and year for the date range, from the corresponding pull-down lists.

To Date Select the End month and year for the date range, from the corresponding pull-down lists.


Button/Icon Action

Display Redisplays the Earnings Detail page with information relevant to the new date range.


This Link Action

Earnings History Goes to the Earnings History page (bwpkhpay.P_ViewEarnSummary)


Pay Information

3-14

Pay Stub Year (bwpkhstb.P_ChoosePayStubYear)

The Pay Stub option allows employees to access their general pay information for a particular year and see detailed data for a particular pay period.

The Pay Stub page is displayed when employees select the Pay Stub link from the Pay Information menu.

To view pay information:

1. Choose a year from the pull-down list corresponding to the Pay Stub Year field.

2. Click Display.

The system displays pay information on the Pay Stub Year page.

Information Text


Choose a year and then select Display.

Setup Requirements

Item Description

PTREARN Select the Display on Web check box for earn codes that are to be made available on the Web. This field affects only the Earnings History on the Web. It does not affect what is displayed on the Pay Stub on the Web.

Web Page Fields


Pay Stub Year Select a Pay Stub Year from the corresponding pull-down list.


Button/Icon Action

Display Displays the Pay Stub Summary page (bwpkhstb.P_DispPayStubSum)


October

Pay Stub Employer Selection (bwpkhstb.P_ChooseEmployer)

This page is automatically opened when the program detects that the selected pay period was paid from multiple Employer Codes. It allows the employee to select which Employer, Employer Address and Employer Telephone number to display on the Pay Stub, if these items are enabled on the Pay Stub Rule form. Employer payroll information will not be split out on the Pay Stub page. This selection only provides the ability to change the Employer display.


This Link Action

Change Year Goes to the Pay Stub Year page (bwpkhstb.P_ChoosePayStubYear)

Web Page Fields


Pay Stub Year Selected The year that you selected to view a pay stub.

Pay Date Selected The date for the pay stub you wish to view.

Employer or Institution Select the employer or institution that will appear on the pay stub.


Button/Icon Action

Display Goes to the Pay Stub Detail page (bwpkhstb.P_DispPayStubDtl)


This Link Action

Select a new Pay Stub Goes to the Pay Stub Summary page (bwpkhstb.P_DispPayStubSum)


Pay Information

3-16

Pay Stub Summary (bwpkhstb.P_DispPayStubSum)

The Pay Stub Summary page displays the following information for each pay period in the selected year:

• Pay stub date

• Pay period begin date

• Pay period end date

• Gross pay

• Net pay

If the employee received a reissue for a particular pay period, the display also includes a message specifying the number of the replacement check.

Voids and the events that they voided are not displayed on the Pay Stubs page. Redistributions of labor are not displayed. Instead, the original event is displayed.

Information Text


Select the Pay Stub Date to access additional information.

Setup Requirements

No specific Banner setup is required for the display of this Self-Service page.

Web Page Fields


Pay Stub Date Select a Pay Stub Year from the corresponding pull-down list.

Pay Period Begin Date Displays the Begin Date of each pay period.

Pay Period End Date Displays the End Date of each pay period.

Gross Pay Displays the gross pay paid for each pay period.

Net Pay Displays the net pay for each pay period.


October

Pay Stub Detail (bwpkhstb.P_DispPayStubDtl)

The Pay Stub Detail page displays pay information for the pay period selected on the Pay Stub Summary page (bwpkhstb.P_DispPayStubSum). The exact information displayed is controlled by settings on the Web Based Pay Stub Rules (PTRWSTB) form. All information is presented as of the Pay Date including Year to Date totals. Year-to-date amounts are not calculated across payroll calendars. Year-to-date amounts are calculated in the following order:

1. Find all the pay history within a specific calendar year.

2. Group items within Pay ID in ascending order by the document issue date.

The key to accumulating accurate year-to-date amounts is entering an accurate document date for the pay period when executing the Calculation Check/Direct Deposit Amounts process, PHPDOCM.

The Pay Stub Detail page is divided into the sections that follow.

Basic Information

The Basic Information section displays basic employee and pay event information. The specific fields displayed are controlled using the Web Based Pay Stub Rules (PTRWSTB) form and may include Employee ID, SSN, Name and Address as well as Check Date and Pay Period Start and End Date.

Message Identifies the type whether the pay check is an adjustment or replacement of original check.


This Link Action

Change Year Goes to the Pay Stub Year page (bwpkhstb.P_ChoosePayStubYear)

Pay Stub Date Goes to the Pay Stub Detail page (bwpkhstb.P_DispPayStubDtl)

Setup Requirements


Web Page Fields



Pay Information

3-18

Payment Summary

The Payment Summary section displays summary amounts for the current pay period plus calendar Year to Date Amounts, if your institution chooses to display these. Amounts are inclusive of all earnings, benefits, deductions and taxes for all jobs held throughout the year.

Web Page Fields


Employee Displays the employee’s current name from PPAIDEN. This field is optional.

Address Displays the employees address. The address type displayed is based on the hierarchy established on the GTVSDAX form. See the Banner Human resources User Guide, “Employee Self Service Pay Stub Setup procedures” for more information. This field is optional.

Banner ID Displays the employee's Banner ID. This field is optional.

SSN/SIN/TIN Displays the employee's SSN/SIN/TIN. This field can be masked using the Banner General masking functionality on GORDMSK. This field is optional. See the Banner Human resources User Guide, “Employee Self Service Pay Stub Setup” procedures for more information.

Pay Date Displays the pay date.

Pay Number Displays the Pay ID description and Pay Number. This field is optional.

Pay Period Displays the Start Date and End Date of the pay period as defined on PTRCALN. This field is optional.

Web Page Fields


Gross Amount (Current Period)

Displays the current pay period gross amount, not including adjustments.

Gross Amount (YTD) Amount

Displays the year to date gross pay (all cash earnings) through the pay period being displayed, including all adjustments prior to the current pay date.


October

Earnings

The Earnings section displays the current pay period’s earnings and optionally calendar Year to Date Amounts based on the Display YTD Amounts indicator on the Web Based Pay Stub Rules (PTRWSTB) form. Earnings are grouped by Job as identified by the Job Title and/or Position code. The display of specific earnings codes can be suppressed using the Display on Web Pay Stub indicator on the Earnings Code Rules (PTREARN) form.

Non Cash Earnings

The Non Cash Earnings section displays earnings that are not paid in cash and are not included in the Totals in the Earnings or Summary Sections.

NoteIf specific earnings codes are suppressed the current and Year to Date Totals may not match the amounts in the Summary section.

Total Personal Deductions Amount (Current Period)

Displays the current pay period total employee deduction amount, not including adjustments.

Total Personal Deductions (YTD) Amount

Displays the total year to date deduction amount withheld from the employee, including all adjustments prior to the current pay period. This field is optional.

Net Amount (Current Period)

Displays the current pay period net pay not including adjustments.

Net Amount (YTD Amount) Displays the total year to date net pay amount, including all adjustments prior to the current pay period. This field is optional.

Total Employer Contributions (Current Period)

Displays the current pay period total employer deduction amount. This field is optional. You can suppress the display of Total Employer Contributions through the Display Total Employer Contributions in the Payment Summary Section indicator on PTRWSTB.

Total Employer Contributions (YTD Amount)

Displays the total year to date Employer Deduction Amount including all adjustments prior to the current pay period. This field is optional. You can suppress the display of Total Employer Contributions through the Display Total Employer Contributions in the Payment Summary Section indicator on PTRWSTB.

Web Page Fields



Pay Information

3-20

Benefits, Deductions and Taxes

The Benefits, Deductions and Taxes section displays deductions in three categories: Deductions before Federal Tax, Taxes, and Deductions after Federal Tax.

For employees or institutions with no Federal Tax (defined as deductions with a Deduction Type of 01 or 50), deductions other than taxes will display in a forth section titled Deductions. Each deduction displays the current pay period’s Employee Amount and optionally, based on your institution’s selections on the Web Based Pay Stub Rules (PTRWSTB) form, the Employer contribution. Your institution may also choose to display the calendar Year to Date amounts which will display the year to date amount for the deduction as of the pay date. If a deduction was calculated based on Gross Pay, as opposed to a flat amount, the current pay period and, optionally, Year to Date amount used in the calculation will display in the Applicable Gross columns.

Pre-Federal Tax Deductions are those whose Benefit/Deduction Type (PTRBDCA_BDTY_CODE) does not designate it as a tax, see “Benefit/Deduction Type Code”, and that is listed on the Excluded Deductions table of the PTRBDCA rule for (PTRBDXD_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50).

Web Page Fields


Position-Suffix Displays the position-suffix code associated with earnings. This field is optional.

Job Title Displays the job title associated with earnings. This field is optional.

Earnings Displays the earn code’s long description

Hours or Units Displays the pay period hours/units. Hours associated with salaried earnings will not display.

Rate Displays the per hour/unit rate. The rate associated with salaried jobs will not display.

Amount Displays the total pay period amount for the earnings code.

YTD Amount Displays the year to date amount for the earnings code including all prior pay period adjustments.

Total Displays the totals for the current pay period amount and YTD amount for all cash earnings.


October

Post-Federal Tax Deductions are those whose Benefit/Deduction Type (PTRBDCA_BDTY_CODE) does not designate it as a tax, see “Benefit/Deduction Type Code”, and is not listed on the Excluded Deductions table of the PTRBDCA rule for (PTRBDXD_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50).

Taxes are those who’s Benefit/Deduction Type Code (PTRBDCA_BDTY_CODE) is:

For clients or individual employees without a Deduction Type of 01 or 50 (non-US or Canadian clients), all deductions other than taxes will display in a group labeled Deductions.

You can suppress the display of specific Benefit/Deduction codes by using the Display on Web Pay Stub indicator on the Benefits and Deductions Rules (PTRBDCA) form. You can also suppress the display of the Applicable Gross amount for specific Benefit/Deduction codes by using the Display Applicable Gross on Web Pay Stub indicator on PTRBDCA.

NoteIf specific benefit/deduction codes are suppressed, the current and Year to Date Totals may not match the amounts in the Summary section.

Benefit/Deduction Type Code

Code Type

01 Fed Inc Tax02 FICA Tax03 Federal Unemployment 04 State Income Tax05 State Disability 06 State Unemployment 07 City/Local Tax08 Medicare portion of FICA50 Canadian Fed Income Tax51 Canadian Pension Plan 52 Canadian Unemployment Ins

Web Page Fields


Benefits and Deductions Displays the web description from PTRBDCA.

Employee Displays the current pay period employee deduction amount, not including adjustments.


Pay Information

3-22

Federally Taxable Benefits

The Federally Taxable Benefits section displays earnings or benefits that were not included in the employee's gross pay but were added to the employee's taxable gross for the purposes of calculating federal taxes.

Earnings and Deductions will be displayed here if:

• The Earn Code is defined as Non-Cash (i.e., the PTREARN_CASH = N) and the code is not listed on the Excluded Earnings table (PTRBDXE_EARN_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50), or

• The Benefit/Deduction Code is listed on the Included Benefits or Deductions table of the PTRBDCA rule for (PTRBDID_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50).

NoteIn both cases, if there was no Federal Deduction (BDTY = 01 or 50) taken during the pay event (for example during an adjustment), no earning or deductions will be displayed in this section.

Employee YTD Displays the employee year to date amount for the deduction including all adjustments prior to the Pay Date.

Employer Displays the current pay period Employer contribution not including adjustments prior to the Pay Date. This field is optional.

Employer YTD Displays the employer year to date amount for the deduction including all adjustments to prior pay periods. This field is optional.

Applicable Gross Displays the current pay period gross pay used to calculate the deduction, not including adjustments. This field will be blank if Gross Pay was not used to calculate the deduction. This field is optional.

Applicable Gross YTD Displays the sum of all prior pay period's applicable gross amounts including adjustments, plus the current pay period's applicable gross not including adjustments.

Total Displays the total amounts for employee, employee year to date, employer, and employer year to date. Totals for applicable gross will not display.

Web Page Fields



October

For benefits using Calc Rule 54 – Life Insurance Excess Taxable Coverage the amount displayed will be selected from the PHRDEDN Applicable Gross field.

For all other benefits the amount selected will be determined by the Employee or Employer Indicator from PTRBDCA (PTRBDID_EMPL_EMPR_IND) to determine if PHRDEDN AMT1 or AMT2 should be used. If no Earnings or Benefits are identified as adding to Federal Gross this section will not print.

Check or Direct Deposit

The Check or Direct Deposit section displays the amounts paid by check and/or direct deposit advice. Display of this section is optional and can be controlled on the Web Based Pay Stub Rules (PTRWSTB) form.

Messages

The Messages section displays the pay period messages from the Payroll Calendar Rules (PTRCALN) form.

Web Page Fields


Benefit Displays the web description from PTRBDCA for Benefits/Deductions or from the long description from PTREARN for earn codes.

Amount Displays the current pay period amount associated with the earning or benefit.

Amount YTD Displays the year to date Amount associated with the earning or benefit including any adjustments to prior pay periods.

Web Page Fields


Check or Direct Deposit Displays the document number, document type, bank name, account type, and amount information. This field is optional.

Web Page Fields


Messages Display the pay period, pay stub messages from PTRCALN.


Pay Information

3-24

Filing Status

The Filing Status section displays the employee’s federal and state or provincial withholding elections. Withholding elections associated with Benefit Deduction Types 01 (Federal Taxes), 50 (Canadian Federal Taxes), and 04 (State Taxes) will be displayed.

Column headings will be selected from the Benefit and Deduction Rules form (PTRBDCA). This section is optional.


Button/Icon Action

Filing Status Displays the filing status. This field is optional.

Printer Friendly Displays the printable version page


This Link Action

Select a New Pay Stub Goes to the Pay Stub Summary page (bwpkhstb.P_DispPayStubSum)

Leave Balances Goes to the Leave Balances page (bwpkeinf.P_ViewLeaveBalances)



Deduction History Goes to the Deduction History Criteria page (bwpkhded.P_ChooseDedn)

Setup Requirements

Item Description

PTRWSTB The PTRWSTB form controls the display of information on the Pay Stub Detail page. See the Banner Human Resource Online Help and the Banner Human Resources User Guide for more information.


October

Perform the following steps to add your institution’s logo or name and address to the bottom right corner of the page.

1. From the Web Tailor menu click on the Graphic Element item.

1.1. Select Create to create a new graphic element name.

1.2. Add the URL for the location of your institution’s logo.

Refer to the Graphic elements section of the Banner Web Tailor User Guide.

2. From the Web Tailor menu, click on the Information Text item.

2.1. Enter Pay Stub in the Search by Description field.

2.2. Click Search.

2.1. Click on the Pay Stub Detail package name: bwpkhstb.P_DispPayStubDtl

2.1. Click on the Logo label.

2.2. Add the Graphic Element Name from step 1.1 in the Information Text field.

The following blank information text is provided for the Logo on this page, and it is marked with the label shown below in Web Tailor. No logo will appear on the pay stub until you customize the Info Text to add the desired Graphic Element (.gif) for your institution. The delivered LOGO entry is:

PTREARN The PTREARN form controls the display of earnings on the Pay Stub Detail Page. See the Banner Human Resource Online Help and the Banner Human Resources User Guide for more information.

PTRBDCA The PTREARN form controls the display of benefits/deductions on the Pay Stub Detail Page. See the Banner Human Resource Online Help and the Banner Human Resources User Guide for more information.

Web Tailor Info Text To add the institution’s logo see the instructions below. This is optional.

GORDMSK The GORDMSK form can be used to mask part of the SSN/SIN/TIN. See the Banner Human Resource Online Help and the Banner Human Resources User Guide for more information.

Setup Requirements

Item Description


Pay Information

3-26

Refer to the Information Text section of the Banner Web Tailor User Guide for more information on customizing Information Text.

3. Select the employer information you would like to be displayed on the pay stub, as well as the location for that information and your institution’s logo.

3.1. On the Web Based Pay Stub Rules form (PTRWSTB), check the following boxes for the information you would like to be displayed on the pay stub:

- Display Employer Name

- Display Employer Address

- Display Employer Telephone

3.2. On PTRWSTB, use the Pay Stub Employer and Logo Location drop-down list to select the location for this information.

Deductions History (bwpkhded.P_ChooseDedn)

The Deductions History option allows employees access their deduction history information for a specific date range.

When employees select the Deductions History link from the Pay Information menu or any other page, the Deductions History page is displayed.

To specify the date range for which deduction history information is to be accessed:



3. Click Display. The system displays the Deductions Summary page.

Information Text


Choose the From and To date range and then select Display.

Label Text

LOGO


October

Web Page Fields


From Date Select a start Month and Year from the corresponding pull-down lists.

To Date Select the end Month and Year from the corresponding pull-down lists.


Button/Icon Action

Display Goes to the Deductions Summary page (bwpkhded.P_ViewDednSummary)


This Link Action




Setup Requirements

Item Description

PTRBDPG If you want employer contribution amounts for this group to be displayed on the Web, select the Display Employer Amounts check box.

Note: The setting of the Display Employer Amounts check box for a deduction also affects the Benefits and Deductions displays on the Web.


Pay Information

3-28

Deductions Summary (bwpkhded.P_ViewDednSummary)

The Deductions Summary page lists each type of deduction taken during the specified date range. Employee and employer contributions (if applicable) are included for each listed deduction.

To access a detailed breakdown of a specific deduction, select the relevant link in the Deduction Type field. The system displays the details on the Contributions or Deductions page.

To access a new range of dates, select the New Date Range link. The system redisplays the Deductions History page.

Information Text


Select a deduction to access history information.

Web Page Fields


The following deduction history information is displayed for the date range selected on the Deductions History page.

Deduction Type Displays the various deduction types to which the employee has made contributions in the specified time period.

Employee Deduction Displays the employee’s total contribution towards each deduction type in the specified time period.

Employer Deduction Displays the Employer’s total contribution towards each deduction type, if applicable in the specified time period.


This Link Action

Deduction Type Links listed under this field go to the Contributions or Deductions page (bwpkdcmn.P_DispDednYtd)

New Date Range Goes to the Deductions History page (bwpkhded.P_ChooseDedn)


October

Contributions or Deductions (bwpkdcmn.P_DispDednYtd)

The Contributions or Deductions page displays the employer and employee contributions towards a benefit/deduction for each month in a date range.

To access information for the displayed benefit/deduction for a different date range:



3. Click Display.

The system redisplays the Contributions or Deductions page with information for the new date range.

To return to the Deductions Summary page, select the Deduction Summary link at the bottom of the page. The system displays the Deductions Summary page from which an employee can select a different benefit/deduction, if available.

Information Text



Setup Requirements

Item Description




Pay Information

3-30

Web Page Fields


The following details are displayed for each Deduction Type.

History Start Date Displays the start Month and Year of the date range.

History End Date Displays the end Month and Year of the date range.

Year Displays the year for which the contributions and deductions information is being displayed in YYYY format.

Month Displays each Month that falls in the date range displayed above.

Personal Deduction Displays the employee’s monthly contribution towards the deduction type.

Employer Contribution Displays the employer’s monthly contribution towards the deduction, if applicable.

Total (Row) Displays the employee’s and the employer’s total contribution towards a deduction type for the specified date range.

From Select a start Month and Year from the corresponding pull-down lists.

To Select an end Month and Year from the corresponding pull-down lists.


Button/Icon Action

Display Redisplays the Contributions and Deductions page with information corresponding to the new Date Range.


This Link Action

Deduction Summary Goes to the Deductions Summary page (bwpkhded.P_ViewDednSummary)


October

Earnings by Positions (bwpkhpay.P_ChooseEarnByPositions)

The Earnings by Positions page allows employees to filter which Earnings and Positions will be summarized in order to display a summary of their gross pay and hours.

The Earnings by Positions page is displayed when employees select the Earnings by Positions link from the Pay Information menu.

To display a summary of the employees’ gross pay and hours, use the following procedure:

1. Choose one or more years from the pull-down list corresponding to the Year field.

2. Click Go.

3. From the pull-down list corresponding to the Position field, choose one or more positions as necessary, or select All.

NoteTo select multiple items within a list, use the Ctrl or Shift key while making the selection.

4. Click the Summary button at the bottom of the page to retrieve your information when your filter selection is complete.

Setup Requirements





Pay Information

3-32

NoteHours will typically be displayed for all applicable Earn Codes when the employee is Hourly. For a Salaried employee, Hours will display only for non-base pay Earn Codes.

NoteA Download button is available to the employee to extract the displayed information to a file that can be saved as a spreadsheet. The employee should use the browser Back button to return to the Employee Self Service application.

Administrative Pay Stub Employee Selection (bwpkhstb.P_ChoosePayStubEmpAdmin)

This page is used to enter and search on the employee information used when selecting the employee, year, and pay stub information for pay stub review. You can enter an ID or first and/or last name, select the number of entries to be displayed per page, and then click the Search button to find the employee information. Wildcards (%) can be used in any position of any field.

Web Page Fields

Item Description

Listed below is a summary of your Gross Earnings by Position and Year.

Year Displays the fiscal or calendar year.

Position Displays the position of the employee.

Chart and Organization

Displays the chart and organization.

Employer Description

Displays the employer code.

Earnings Type Displays the earnings code.

Hours Displays the hours accumulated for the requested earnings code.

Gross Pay Displays the gross pay of the employee.


October

Setup Requirements

This page has no setup requirements.

Updates to Banner

This page does not update information in the Banner database.


This page does not have links to other pages.

Web Page Fields


Employee ID Enter the employee ID or a portion of an ID. The % character can be used as a wildcard character in any position of the ID field.

Employee First Name Enter the employee first name or a portion of the first name. The % character can be used as a wildcard character in any position of the First Name field.

Employee Last Name Enter the employee last name or a portion of the last name. The % character can be used as a wildcard character in any position of the Last Name field.

Employees per Page This field allows you to select the number of entries that will be displayed per page when the search is executed. Valid values are 25, 50, 75, or 100. The default value is 25.


Button/Icon Action

Search Displays search results for multiple entries or goes to the Administrative Pay Stub Year Selection page (bwpkhstb.P_ChoosePayStubEmpAdmin) for a single entry

Web Menus With Links to This Page

Pay Information Menu pmenu.P_PayMenu


Pay Information

3-34

The search results are displayed below the search criteria when two or more entries are returned. When only one entry is returned, you are taken to the Administrative Pay Stub Year Selection page (bwpkhstb.P_ChoosePayStubEmpAdmin).

You can sort rows in the search results in ascending or descending order, using the Up or Down Arrow buttons at the top of the columns. Sorting is enabled for the ID, First Name, and Last Name columns.

You can page through the results using the Next and Previous Arrow buttons or the Go To Page number links.

Administrative Pay Stub Year Selection (bwpkhstb.P_ChoosePayStubYearAdmin)

This page allows the administrative user to select the year a pay stub was issued. The employee ID and name are displayed for the user’s convenience. (This is the employee that was previously selected in the pay stub employee search.)

Select the year from the Pay Stub Year field, then click the Display button. This displays the list of pay stubs for the year. Select the Select Another Employee link to return to the Administrative Pay Stub Employee Selection page (bwpkhstb.P_ChoosePayStubEmpAdmin) and perform a new employee search.

If the selected employee has no pay stubs to be viewed, the following message is displayed: This employee, (employee name – employee ID), has no pay years available for you to access.

Web Page Fields


ID Displays the IDs that are returned by the search.

You can click on the ID link to select the employee and access the Administrative Pay Stub Year Selection page (bwpkhstb.P_ChoosePayStubYearAdmin).

First Name Display the first names of employees returned by the search.

Last Name Displays the last names of employees returned by the search.

Middle Displays the middle names of employees returned by the search.


October

Setup Requirements


Updates to Banner


Administrative Pay Stub Employer Selection (bwpkhstb.P_ChooseEmployerAdmin)

This page is automatically opened when the program detects that the selected pay period was paid from multiple Employer Codes. It allows the administrator to select which Employer, Employer Address and Employer Telephone number to display on the Pay Stub, if these items are enabled on the Pay Stub Rule form. Employer payroll information

Web Page Fields


Employee Displays the first and last name, followed by the ID, of the employee selected from the previous search result or the employee who matches the search criteria entered.

Pay Stub Year Displays a pull-down selection of all years in which the employee has had pay issued.


This Link Action

Select Another Employee Goes to the Administrative Pay Stub Employee Selection page (bwpkhstb.P_ChoosePayStubEmpAdmin)


Button/Icon Action

Display Goes to the Administrative Pay Stub Summary page (bwpkhstb.P_DispPayStubSumAdmin)




Pay Information

3-36

will not be split out on the Pay Stub page. This selection only provides the ability to change the Employer display.

Administrative Pay Stub Summary (bwpkhstb.P_DispPayStubSumAdmin)

This page displays a summary of the pay stubs that were issued for the selected year and allows the administrative user to select the employee pay stub to be displayed. The selected year and employee name are displayed on the page for the user’s convenience. You can select the Change Year link to change the selected year or the Select Another Employee link to return to the Administrative Pay Stub Employee Selection page (bwpkhstb.P_ChoosePayStubEmpAdmin) for a new employee search.

Web Page Fields


Employee Displays the first and last name, followed by the ID, of the employee selected from the previous search result or the employee who matches the search criteria entered.

Pay Stub Year Selected The year that you selected to view a pay stub.

Pay Date Selected The date for the pay stub you wish to view.

Employer or Institution Select the employer or institution that will appear on the pay stub.


Button/Icon Action

Display Goes to the Pay Stub Detail page (bwpkhstb.P_DispPayStubDtl)


This Link Action

Select a new Pay Stub Goes to the Administrative Pay Stub Summary page (bwpkhstb.P_DispPayStubSumAdmin)

Setup Requirements



October

Setup Requirements


Updates to Banner



This page does not have buttons to other pages.

Web Page Fields


Pay Stub Date Displays the month, day, and year of the pay stub. The date is a link to the Administrative Pay Stub Detail page (bwpkhstb.P_DispPayStubDtlAdmin).

Pay Period Begin Date Displays the start date for each pay period.

Pay Period End Date Displays the end date for each pay period.

Gross Pay Displays the gross pay amount for each pay period.

Net Pay Displays the net pay amount for each pay period.

Message Identifies the pay check type, such as whether the pay check is an adjustment or a replacement of an original check. Also displays pay stub messages from PTRCALN.


This Link Action

Change year Goes to the Administrative Pay Stub Year Selection page (bwpkhstb.P_ChoosePayStubYearAdmin)





Pay Information

3-38

Administrative Pay Stub Detail (bwpkhstb.P_DispPayStubDtlAdmin)

This page allows the administrative user to access the same view of the existing pay stub detail information that the employee sees. Some buttons and links that are available for the employee on the Pay Stub Detail page (bwpkhstb.P_DispPayStubDtl), such as the Printer Friendly button, Leave Balances link, Direct Deposit Allocation link, Earnings History link, and Deductions History link are not displayed in the administrative view of the employee pay stub.

When no records exist for display and review, the following message is displayed: No records exist for this pay event. You can use the Select a new Pay Stub link or the Select Another Employee link to continue.

The exact information displayed on this page is controlled by settings on the Web Based Pay Stub Rules (PTRWSTB) form. All information is presented as of the Pay Date including Year to Date totals. Year-to-date amounts are not calculated across payroll calendars. Year-to-date amounts are calculated in the following order:

1. Find all the pay history within a specific calendar year.

2. Group items within Pay ID in ascending order by the document issue date.

The key to accumulating accurate year-to-date amounts is entering an accurate document date for the pay period when executing the Calculation Check/Direct Deposit Amounts process, PHPDOCM.

The Administrative Pay Stub Detail page is divided into the sections that follow.

Basic Information

The Basic Information section displays basic employee and pay event information. The specific fields displayed are controlled using the Web Based Pay Stub Rules (PTRWSTB) form and may include Employee ID, SSN, Name and Address, as well as Check Date and Pay Period Start and End Date.

Web Page Fields


Banner ID Displays the employee's Banner ID. This field is optional.

The label text for this field can be customized on PTRWSTB.


October

Summary

The Summary section displays summary amounts for the current pay period plus calendar Year to Date Amounts, if your institution chooses to display these. Amounts are inclusive of all earnings, benefits, deductions and taxes for all jobs held throughout the year.

SSN/SIN/TIN Displays the employee's SSN/SIN/TIN. This field can be masked using the Banner General masking functionality on GORDMSK. This field is optional.

The label text for this field can be customized on PTRWSTB.

Employee Displays the employee’s current name from PPAIDEN. This field is optional.

Pay Date Displays the pay date.

Pay Number Displays the Pay ID description and Pay Number. This field is optional.

Pay Period Displays the Start Date and End Date of the pay period as defined on PTRCALN. This field is optional.

Address Displays the employees address. The address type displayed is based on the hierarchy established on the GTVSDAX form. This field is optional.

Web Page Fields


Gross Amount (Current Period)

Displays the current pay period gross amount, not including adjustments.

Gross Amount (YTD) Amount

Displays the year to date gross pay (all cash earnings) through the pay period being displayed, including all adjustments prior to the current pay date.

Total Personal Deductions (Current Period)

Displays the current pay period total employee deduction amount, not including adjustments.

Total Personal Deductions (YTD) Amount

Displays the total year to date deduction amount withheld from the employee, including all adjustments prior to the current pay period. This field is optional.

Web Page Fields



Pay Information

3-40

Earnings

The Earnings section displays the current pay period’s earnings and optionally calendar Year to Date Amounts based on the Display YTD Amounts indicator on the Web Based Pay Stub Rules (PTRWSTB) form. Earnings are grouped by Job as identified by the Job Title and/or Position code. The display of specific earnings codes can be suppressed using the Display on Web Pay Stub indicator on the Earnings Code Rules (PTREARN) form.

Net Amount (Current Period)

Displays the current pay period net pay not including adjustments.

Net Amount (YTD Amount) Displays the total year to date net pay amount, including all adjustments prior to the current pay period. This field is optional.

Total Employer Contributions (Current Period)

Displays the current pay period total employer deduction amount. This field is optional.

Total Employer Contributions (YTD Amount)

Displays the total year to date Employer Deduction Amount including all adjustments prior to the current pay period. This field is optional.

Web Page Fields


Job Displays the position-suffix code and job title associated with earnings. This field is optional.

Earnings Displays the earn code’s long description.





Total Amount Displays the totals for the current pay period amount for all cash earnings.

Web Page Fields



October

Non Cash Earnings

The Non Cash Earnings section displays earnings that are not paid in cash and are not included in the Totals in the Earnings or Summary Sections.

NoteIf specific earnings codes are suppressed, the current and Year to Date Totals may not match the amounts in the Summary section.


The Benefits, Deductions and Taxes section displays deductions in three categories:

• Deductions before Federal Tax

• Taxes

Total YTD Amount Displays the totals for the year to date amount for all cash earnings.

Web Page Fields


Position-Suffix Displays the position-suffix code associated with earnings. This field is optional.

Job Title Displays the job title associated with earnings. This field is optional.

Earnings Displays the earn code’s long description





Total Displays the totals for the current pay period amount and YTD amount for all cash earnings.

Web Page Fields



Pay Information

3-42

• Deductions after Federal Tax

For employees or institutions with no Federal Tax (defined as deductions with a Deduction Type of 01 or 50), deductions other than taxes will display in a fourth section titled Deductions. Each deduction displays the current pay period’s Employee Amount and optionally, based on your institution’s selections on the Web Based Pay Stub Rules (PTRWSTB) form, the Employer contribution. Your institution may also choose to display the calendar Year to Date amounts which will display the year to date amount for the deduction as of the pay date. If a deduction was calculated based on Gross Pay, as opposed to a flat amount, the current pay period and, optionally, Year to Date amount used in the calculation will display in the Applicable Gross columns.

Pre-Federal Tax Deductions are those whose Benefit/Deduction Type (PTRBDCA_BDTY_CODE) does not designate it as a tax and that is listed on the Excluded Deductions table of the PTRBDCA rule for (PTRBDXD_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50).

Post-Federal Tax Deductions are those whose Benefit/Deduction Type (PTRBDCA_BDTY_CODE) does not designate it as a tax, and is not listed on the Excluded Deductions table of the PTRBDCA rule for (PTRBDXD_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50).

Taxes are those who’s Benefit/Deduction Type Code (PTRBDCA_BDTY_CODE) is:

For clients or individual employees without a Deduction Type of 01 or 50 (non-US or Canadian clients), all deductions other than taxes will display in a group labeled Deductions.

Benefit/Deduction Type Code

Code Type

01 Fed Inc Tax02 FICA Tax03 Federal Unemployment 04 State Income Tax05 State Disability 06 State Unemployment 07 City/Local Tax08 Medicare portion of FICA50 Canadian Fed Income Tax51 Canadian Pension Plan 52 Canadian Unemployment Ins


October

The display of specific Benefit/Deduction codes can be suppressed using the Display on Web Pay Stub indicator on the Benefits and Deductions Rules (PTRBDCA) form.

NoteIf specific benefit/deduction codes are suppressed, the current and Year to Date Totals may not match the amounts in the Summary section.

Federally Taxable Benefits

The Federally Taxable Benefits section displays earnings or benefits that were not included in the employee's gross pay but were added to the employee's taxable gross for the purposes of calculating federal taxes.

Earnings and Deductions will be displayed here if:

Web Page Fields


Benefits and Deductions Displays the web description from PTRBDCA.

Employee Displays the current pay period employee deduction amount, not including adjustments.

Employee YTD Displays the employee year to date amount for the deduction including all adjustments prior to the Pay Date.

Employer Displays the current pay period Employer contribution not including adjustments prior to the Pay Date. This field is optional.

Employer YTD Displays the employer year to date amount for the deduction including all adjustments to prior pay periods. This field is optional.

Applicable Gross Displays the current pay period gross pay used to calculate the deduction, not including adjustments. This field will be blank if Gross Pay was not used to calculate the deduction. This field is optional.

Applicable Gross YTD Displays the sum of all prior pay period's applicable gross amounts including adjustments, plus the current pay period's applicable gross not including adjustments.

Total Displays the total amounts for employee, employee year to date, employer, and employer year to date. Totals for applicable gross will not display.


Pay Information

3-44

• The Earn Code is defined as Non-Cash (i.e., the PTREARN_CASH = N) and the code is not listed on the Excluded Earnings table (PTRBDXE_EARN_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50), or

• The Benefit/Deduction Code is listed on the Included Benefits or Deductions table of the PTRBDCA rule for (PTRBDID_BDCA_CODE) of the Federal Tax Deduction code (PTRBDCA_BDTY_CODE = 01 or 50).

NoteIn both cases, if there was no Federal Deduction (BDTY = 01 or 50) taken during the pay event (for example during an adjustment), no earning or deductions will be displayed in this section.

For benefits using Calc Rule 54 – Life Insurance Excess Taxable Coverage the amount displayed will be selected from the PHRDEDN Applicable Gross field.

For all other benefits the amount selected will be determined by the Employee or Employer Indicator from PTRBDCA (PTRBDID_EMPL_EMPR_IND) to determine if PHRDEDN AMT1 or AMT2 should be used. If no Earnings or Benefits are identified as adding to Federal Gross this section will not print.

Check or Direct Deposit

The Check or Direct Deposit section displays the amounts paid by check and/or direct deposit advice. Display of this section is optional and can be controlled on the Web Based Pay Stub Rules (PTRWSTB) form.

Web Page Fields


Benefit Displays the web description from PTRBDCA for Benefits/Deductions or from the long description from PTREARN for earn codes.

Amount Displays the current pay period amount associated with the earning or benefit.

YTD Amount Displays the year to date Amount associated with the earning or benefit including any adjustments to prior pay periods.

Web Page Fields


Number Displays the document number for the check or direct deposit.


October

Filing Status

The Filing Status section displays the employee’s federal and state or provincial withholding elections. Withholding elections associated with Benefit Deduction Types 01 (Federal Taxes), 50 (Canadian Federal Taxes), and 04 (State Taxes) will be displayed.

Other column headings will be selected from the Benefit and Deduction Rules form (PTRBDCA), depending on the institutional setup. The field labels in this section are fixed values based on Federal guidelines that correspond to the Federal W4 form. This section is optional.

TipIf you have completed the following setup items for employee pay stub processing, no further setup is needed for administrative pay stub processing. However, if you have not performed any setup for pay stub processing in Banner Employee Self-Service, you need to do the following requirements.

Document Type Displays the document type for the check or direct deposit.

Bank Name Displays the bank name for the check or direct deposit.

Account Type Displays the account type for the check or direct deposit.

Amount Displays the amount for the check or direct deposit.

Web Page Fields


Filing Status Displays the filing status of the employee, such as married or single.

Number of Allowances Displays the number of allowances for the employee.

This field is dynamic, based on the options defined on PTRBDCA.

Additional Withholding Displays the amount of additional withholding for the employee.

This field is dynamic, based on the options defined on PTRBDCA.

Web Page Fields



Pay Information

3-46

Perform the following steps to add your institution’s logo or name and address to the bottom right corner of the page.

1. From the Web Tailor menu click on the Graphic Element item.

1.1. Select Create to create a new graphic element name.

1.2. Add the URL for the location of your institution’s logo.

Refer to the Graphic elements section of the Banner Web Tailor User Guide.

2. From the Web Tailor menu, click on the Information Text item.

2.1. Enter Pay Stub in the Search by Description field.

2.2. Click Search.

2.1. Click on the Pay Stub Detail package name: bwpkhstb.P_DispPayStubDtlAdmin

2.1. Click on the Logo label.

2.2. Add the Graphic Element Name from step 1.1 in the Information Text field.

The following blank information text is provided for the Logo on this page, and it is marked with the label shown below in Web Tailor. No logo will appear on the pay stub until you customize the Info Text to add the desired Graphic Element (.gif) for your institution. The delivered LOGO entry is:

Setup Requirements

Item Description

PTRWSTB The PTRWSTB form controls the display of information on the Administrative Pay Stub Detail page.

PTREARN The PTREARN form controls the display of earnings on the Administrative Pay Stub Detail page.

PTRBDCA The PTRBDCA form controls the display of benefits/deductions on the Administrative Pay Stub Detail page.

Web Tailor Info Text To add the institution’s logo see the instructions below. This is optional.

GORDMSK The GORDMSK form can be used to mask part of the SSN/SIN/TIN.


October

Refer to the Information Text section of the Banner Web Tailor User Guide for more information on customizing Information Text.

Updates to Banner



This page does not have buttons to other pages.


No menus have links to this page.

Label Text

LOGO


This Link Action

Summary Goes to the Summary information section on the page

Earnings Goes to the Earnings information section on the page


Goes to the Benefits, Deductions and Taxes information section on the page

Check or Direct Deposit Goes to the Check or Direct Deposit information section on the page

Filing Status Goes to the Filing Status information section on the page

Select new Pay Stub Goes to the Administrative Pay Stub Summary page (bwpkhstb.P_ChoosePayStubYearAdmin)



Pay Information

3-48

Using Administrative Pay Stub Employee Processing

Users with the appropriate role the can view an employee pay stub by selecting the employee, the year, and the specific pay stub to review. This allows administrators to assist employees with questions regarding the pay stub. The view of the employee pay stub the administrator sees is the same view the employee sees. Standard Banner Human Resources security is enforced at the employer, home organization, salary, and employee class (ECLS) levels to the administrative Employee Self-Service user, to ensure the user has access to view the employee pay stub.

The HR Administrative Reviewer user role can be set in Banner Web Tailor. This role controls the display of the Administrative Pay Stub Summary item on the Pay Information menu. If a user has been granted this role in Web Tailor, the menu item will be displayed. If not, the menu item will not be displayed.

Process Flow

The following prerequisites exist.

• Set up the HR Administrative Reviewer user role in Banner Web Tailor.

• Define the information in Banner Human Resources that is to be displayed in Banner Employee Self-Service:

• The PTRWSTB form controls the display of pay stub information in Self-Service.

• The PTREARN form controls the display of earnings in Self-Service.

• The PTRBDCA form controls the display of benefits/deductions in Self-Service.

• The GORDMSK form can be used to mask part of the SSN/SIN/TIN in Self-Service.

Use the following steps to review pay stub information.

1. Log in to Banner Employee Self-Service.

2. Select the Employee item from the Main Menu (twbkwbis.P_GenMenu).

3. Select the Pay Information item from the Employee menu (twbkwbis.P_GenMenu).

4. Select the Administrative Pay Stub Summary option from the Pay Information menu (pmenu.P_PayMenu).

5. Perform an employee search on the Administrative Pay Stub Employee Selection page (bwpkhstb.P_ChoosePayStubEmpAdmin).


October

6. Select the pay stub year on the Administrative Pay Stub Year Selection page (bwpkhstb.P_ChoosePayStubYearAdmin).

7. Select Display.

8. Review the pay stub summary information on the Administrative Pay Stub Summary page (bwpkhstb.P_DispPayStubSumAdmin).

9. Select the date in the Pay Stub Date field to access the Administrative Pay Stub Detail page (bwpkhstb.P_DispPayStubDtlAdmin).

10. Review the employee pay stub detail information.

Related Banner InformationThe data for the Direct Deposit Allocation page comes from the Direct Deposit Recipient Form (GXADIRD). The data for all of the other pay information pages is created by the payroll process and placed into Banner tables. Data similar to that in the tables can be accessed on Banner inquiry forms. The following table lists each payroll option with the Banner forms/tables used to create the associated Web page and (where applicable) tells where data similar to that in the tables can be accessed.

Menu Option Related Banner Forms/Tables

Direct Deposit Allocation Direct Deposit Recipient Form (GXADIRD)

Earnings History PERJTOT table

Data can be accessed on the Job Year to Date Totals Form (PEIJTOT.)

Pay Stub PHRHIST table

PHRDOCM table

PHREARN table

PHRDEDN table

Data can be accessed on the Check Detail Inquiry Form (PHICHEK).

Deductions History PERDTOT table

Data can be accessed on the Deduction/Benefit Year to Date Totals Form (PEIDTOT).


Pay Information

3-50

October

4 Tax Forms

The Tax Forms option allows employees to access their year-end earnings statements (W-2 and W-2c statements for US employees). It also enables US employees to access or update their W-4 Employee’s Withholding Allowance Certificate.

Tax Forms Menu

The following menu options appear under the Tax Forms menu:

• W-4 Employee’s Withholding Allowance Certificate

• Electronic W-2 Consent

• W-2 Wage and Tax Statement

• W-2c Corrected Wage and Tax Statement


This Link Action

Select a menu option to access the corresponding tax form.

W-4 Employee’s Withholding Allowance Certificate

Goes to the W-4 Employee’s Withholding Allowance Certificate page (bwpkxtxs.P_ViewW4)

Electronic W-2 Consent Goes to the Electronic W-2 Consent page (bwpkxtxs.P_W2Consent)

W-2 Wage and Tax Statement

Goes to the W-2 Wage and Tax Statement page (bwpkxtxs.P_ChooseW2Key)

W-2c Corrected Wage and Tax Statement

Goes to the W-2c Corrected Wage and Tax Statement (bwpkxtxs.P_ChooseW2cKey)

T4 Statement of Remuneration Paid

Goes to the T4 Statement of Remuneration Paid page (bwpkxtcs.P_ChooseT4Key)


Tax Forms

4-2

Web Pages

The following Web pages compose the Employee Self-Service Tax Forms:

• “W-4 Employee’s Withholding Allowance Certificate (bwpkxtxs.P_ViewW4)” on page 4-2

• “W-4 History (bwpkdcmn.P_DispDednHistW4)” on page 4-5

• “W-4 Update (bwpkdcmn.P_UpdateDednW4)” on page 4-6

• “Electronic Certification Page (bpkxtax.P_Certification)” on page 4-9

• “W-4 Contributions or Deductions (bwpkdcmn.P_DispDednYtdW4)” on page 4-11_

• “Electronic W-2 Consent (bwpkxtxs.P_W2Consent)” on page 4-13)

• “W-2 Wage and Tax Statement (bwpkxtxs.P_ChooseW2Key)” on page 4-14

• “Print Preview of Electronic W-2 Statement (bwpkxtxs.P_Print_Preview)” on page 4-17

• “W-2c Corrected Wage and Tax Statement (bwpkxtxs.P_ChooseW2cKey)” on page 4-18

• “Print Preview of Electronic W-2 Statement (bwpkxtxs.P_Print_Preview)” on page 4-17

W-4 Employee’s Withholding Allowance Certificate (bwpkxtxs.P_ViewW4)

The W-4 Employee’s Withholding Allowance Certificate page displays the employee’s W-4 information for US employees as of today’s date.

Web Page Fields


As of Date Displays the current date.

Name Displays the employee’s name.

Address Displays the employee’s current address associated with the address type defined on GTVSDAX for Internal Code W2ADDR.

Last Name differs from SSN card

Displays W-4 indicator for last name differences as of the current date.

Deduction Status Displays the status of the Federal tax benefit/deduction code.

Banner 8.10 October 2013Employee Self-Service User GuideTax Forms

October

Start Date Displays the Begin Date of the Federal benefit/deduction code. This date is drawn from the Begin Date field in the base Deduction block on PDADEDN.

End Date Displays the End date of the Federal benefit/deduction code, if available.

Filing Status Displays the employee’s tax filing status.

This value is drawn from the Option 1 field in the Deduction Information block of PDADEDN.

Number of Allowances

Displays the employee’s election of the number of allowances to be considered for tax filing.

This value is drawn from the Option 2 field in the Deduction Information block of PDADEDN.

Additional Amount per paycheck

Displays the additional withholding amount per paycheck if specified by the employee.

This value is drawn from the Amount 1 field in the Deduction Information block of PDADEDN.


This Link Action

History Goes to the W-4 History page (bwpkdcmn.P_DispDednHistW4)

Update Goes to the Update W-4 page (bwpkdcmn.P_UpdateDednW4)

Contributions or Deductions Goes to the W-4 Contributions or Deductions page (bwpkdcmn.P_DispDednYtdW4)

Vendor Web Site Goes to the vendor’s Web site.

W2 Wage and Tax Statement

Goes to the W2 Wage and Tax Statement page (bwpkxtxs.P_ChooseW2Key)


Button/Icon Action

Print Displays a printable version of IRS Form W-4(bwpkxtxs.P_PrintW4)

Web Page Fields



Tax Forms

4-4

Print Preview of Employee’s Withholding Allowance Certificate (bwpkxtxs.P_PrintW4)

This page displays a preview of the electronic version of the Form W-4 certificate that can be printed off of the browser.

Access this page by clicking Print on the W-4 Employee’s Withholding Allowance Certificate page (bwpkxtxs.P_ViewW4).

To preview and print a W-4 certificate:

1. Click Print.

A print preview of the W-4 form is displayed.

2. Select File > Print option from your Web browser menu to print a copy of the W-4 form.

Setup Requirements

Item Description

Set up the following information in Banner.

PTRBDCA Specify the URL for the vendor’s web site in the Web Information window of PTRBDCA.

For a detailed description on how to set up the URL, refer to “Customize Web Display of Benefits or Deductions” on page 2-9.

PTRBCAT Set up the Web rules by selecting the “Benefits or Deductions can be Accessed via Web” checkbox for the employee's benefit category.

PTRBDPG Set up the Federal Withholding Tax Deduction Code under a group on PTRBDPG. Check the “Web Actions for: Benefit or Deduction” indicators for Display, Insert and Update boxes.

GOATPAD The employee must have a GOATPAD entry for an Employee Self Service PIN.

PDADEDN The employee must have a Federal Withholding Tax deduction already created on PDADEDN.


October

W-4 History (bwpkdcmn.P_DispDednHistW4)

The W-4 History page is displayed when an employee selects the History link on the W-4 Employee’s Withholding Allowance Certificate page. This page shows the employee’s history of changes to the W-4 information.

Information Text


This is a list of all changes to your Federal Withholding deduction. Changes occur if you update your W-4 information.


This Link Action

Go Back Goes to the W-4 Employee’s Withholding Allowance Certificate page (bwpkxtxs.P_ViewW4)

Web Page Fields

Fields are dependent on the PTRBDCA set up for the deduction and the Option and Amount fields identified.



Displays the date range for which the employee’s history of Federal tax deduction information is being displayed in the following fields.

Current Plan The employee’s current Federal tax deduction withholding is indicated by this row.

Effective Date Displays the Effective Date of the employee’s Federal tax withholding elections.

Status Displays the status of the Federal tax withholding elections made, as Active, Exempt, Waived or Terminated.

Active and Exempt are the only valid values for the User to select. A status of Exempt will translate to Waived on the PDADEDN form so that applicable wages will be accumulated for tax reporting.


Tax Forms

4-6

W-4 Update (bwpkdcmn.P_UpdateDednW4)

The Update W-4 page is displayed when the employee selects the Update link on the W-4 Employee’s Withholding Allowance Certificate page. Employees can access this page to update their Federal tax filing status, change their number of exemptions or allowances, and add an additional withholding amount.

Filing Status Displays the employee’s tax filing status as any one of the following:

• Head of Household

• Married

• Married, but use single rate

• Single

The value of this field is drawn from the Option 1 field in the Deduction Information block of PDADEDN.

Number of Allowances Displays the number of exemptions claimed by the employee.

The value of this field is drawn from the Option 2 field in the Deduction Information block of PDADEDN.

Additional Withholding Displays any additional amount withheld per paycheck towards tax deductions, if available.

The value of this field is drawn from the Amount 1 field in the Deduction Information block of PDADEDN.


This Link Action


Goes to the W-4 Employee’s Withholding Allowance page (bwpkxtxs.P_ViewW4)

Web Page Fields




October

To update W-4 values:

1. Check the box if your last name differs from that shown on your Social Security Card.

2. Enter the effective date of the change in the Effective Date of Change box.

3. Select the appropriate status from the Deduction Status drop-down list.

4. Select the appropriate Filing Status.

5. Enter the number of allowances (exemptions) in the Number of Allowances field.

6. To withhold additional money to be contributed toward taxes, enter the additional amount per paycheck in the Additional Amount Per Paycheck field.

7. Select one of the following buttons, as appropriate.

• If the changes are correct, click Certify Changes.

• If the changes are incorrect, click Restore Original Values to start over with the original values.

8. The W-4 Certification page is displayed. Enter the employee PIN in the PIN field.

9. Click Submit.

The system displays the W4 Update Confirmation page to confirm the changes.

To delete a change after entering information, but before certifying:

1. Without making any other changes to the fields on the Update W-4 page, select the Delete this change check box.

2. Click Certify Changes.

The W-4 Certification page is displayed.

3. Enter the employee PIN in the PIN field.

4. Click Submit.

The system displays the W4 Update Confirmation page to confirm the deletion of the changes.

Information Text



Tax Forms

4-8

Access HELP for required information on completing the W-4 and then select Submit Changes. You will be required to certify your changes on the next page. Select Delete, if available, to remove the record.

Web Page Fields



Deduction Effective as of Displays the proposed Effective Date of the benefit/deduction.

This value is calculated as the day after the last payroll date in effect at the time of employee access.

Last name differs from SSN card

Check this box if employee’s last name is different from their Social Security Card.

Effective Date of Change Enter a date by which the changes specified on this page are to be effective.

Deduction Status Displays the status of the Federal benefit/deduction. This value is drawn from the Status field in the Deduction Information block of PDADEDN.

Update the status of the benefit/deduction by selecting an alternative from the pull-down list. Choices include:

• Active

• Inactive

• Exempt

Filing Status Update the filing status by choosing a value from the pull-down list. Choices include:

• Head of Household

• Single

• Married

• Married but use Single Rate

Number of Allowances Enter the number or allowances or exemptions claimed for the Federal benefit/deduction.

Additional Amount Per Paycheck

(Optional) Specify an additional withholding amount per paycheck.


October

Electronic Certification Page (bpkxtax.P_Certification)

This page is created for the electronic signature certification.When an employee clicks on the Certify Changes button on the Update page, this web page is displayed. The employee can then enter their PIN and click on the Submit button to certify and save their changes. They can also click on other links to exit the page without submitting the changes.

The Certification statement is included along with the History Date and User ID when printing the Form W-4 from either Employee Self-Service by the employee or in Banner Human Resource PDADEDN Form by the administrator.

Delete this change Select this check box to delete changes made to the most recent update. This option is dynamically displayed if a delete is allowed.


Button/Icon Action

Certify Changes Goes to the W4 Certification page (bwpkdupd.P_UpdateDednProcess)

Restore Original Values Redisplays this page with all fields reset to their original values


This Link Action

W4 Employee’s Withholding Allowance Certificate

Goes to the W4 Employee’s Withholding Allowance Certificate page (bwpkxtxs.P_ViewW4)

Web Page Fields




Tax Forms

4-10

Updates to Banner

Updates the relevant record in the Employee Benefit/Deduction Form (PDADEDN) and the Employee Deduction History Form (PEIDHIS).

Print W4

This page is called when the Print button is clicked on the W-4 Employee's Withholding Allowance Certificate page. This page displays an approved IRS format of the Form W-4 Employee's Withholding Allowance Certificate for the current system date.

Web Page Fields


PIN Enter PIN for certification.


Button/Icon Action

Submit Click Submit button after entering PIN to certify and submit W-4 changes to administration. Changes are not saved if the Submit button is not clicked.


This Link Action

W-4 Employee's Withholding Allowance Certificate

Click to return to the W-4 Employee's Withholding Allowance Certificate page to see current values as of the system date. If this link is clicked instead of the Submit button, changes are not saved.


This Link Action

Go Back This link takes the user back to the W-4 Employee's Withholding Allowance Certificate page.


October

W-4 Contributions or Deductions (bwpkdcmn.P_DispDednYtdW4)

The W-4 Contributions or Deductions page is displayed when an employee selects the Contributions or Deductions link on the W-4 Employee’s Withholding Allowance Certificate page. This page shows the current-year-to-date employee and employer contributions for a specific date range.

To access information for a different date range:

1. Choose the beginning Month and Year from the corresponding pull-down menus in the From Date field.

2. Choose the ending Month and Year from the corresponding pull-down menus in the To Date field.

3. Click Display.

The system redisplays the W-4 Contributions or Deductions page with information for the new date range.

Information Text



Web Page Fields


Specify a date range to access deductions and contributions information in the following two fields:

From Select a beginning Month and Year from the corresponding pull-down lists.

To Select an ending Month and Year from the corresponding pull-down lists.

The following information is displayed for the date range specified in the above fields:

History Start Date Displays the starting Month and Year selected in the above date range for which the contributions or deductions information is displayed.


Tax Forms

4-12

Vendor Web Site

When the employee selects the Vendor Web Site link on the W-4 Employee’s Withholding Allowance Certificate page, the Web site (or an internally designed Web page) for the tax agency is displayed if the URL has been specified in the Web Information window of the Benefits and Deductions Rules Form (PTRBDCA).

History End Date Displays the ending Month and Year selected in the above date range for which the contributions or deductions information is displayed.

Year Displays the year for which the contributions or deductions information is displayed.

Month Displays each month within the specified date range.

Personal Deduction Displays the employee’s monthly personal contribution or deduction.

Employer Contribution Displays the employer’s monthly contribution or deduction, if applicable.

Total Displays the employee’s and employer’s total contributions made during the specified date range.


Button/Icon Action

Display Redisplays this page with the employee’s W-4 contributions or deductions information.


This Link Action


Goes to the Employee’s Withholding Allowance Certificate page (bwpkxtxs.P_ViewW4)

Web Page Fields



October

Electronic W-2 Consent (bwpkxtxs.P_W2Consent)

Employees can confirm or revoke consent to receive their W-2 Wage and Tax Statements online through Employee Self-Service. Access this page by selecting the Electronic W-2 Consent menu item from the Tax Forms Menu. Indicate your consent and click Submit. This checkbox works in conjunction with the W-2 print process (PXRW2xx) and controls the printing of a paper W-2 form. This does not control access to the W-2 in Employee Self Service, unless the Restrict Self Service W-2 access based on Electronic Consent is checked on the Installation Rules form (PTRINST).

If you would like to restrict an employee’s ability to view and print a W-2 based upon whether or not the employee has provided consent electronically, you would use the Restrict Self Service W-2 access based on Electronic Consent checkbox on PTRINST. By selecting this checkbox, the employee will be required to give consent to receive a W-2 form electronically before viewing and printing the W-2 form in Employee Self-Service.

Whether or not an employee has given consent to view an electronic version of the W-2 form is indicated on the Employee form (PEAEMPL).

Information Text

The information text provides instructions for using this Self-Service page. You can customize the text by using Web Tailor. The delivered text is:

Select the check box to consent to receive your W-2 electronically, or uncheck to revoke consent.

Additional text should be reviewed and modified to comply with federal regulations and institution procedures.

Web Page Fields


Consent to Receive W-2 Electronically

Check or uncheck this indicator to give consent or revoke consent to receive your W-2 Wage and Tax Statement electronically in Employee Self-Service.


Button/Icon Action

Submit Updates the Employee Consent field on the Employee Form (PEAEMPL)


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W-2 Wage and Tax Statement (bwpkxtxs.P_ChooseW2Key)

The W-2 Wage and Tax Statement option allows employees to access and print their W-2 statement (for U.S. employees) for a specific year.

The W-2 Wage and Tax Statement page is displayed when an employee selects the W-2 Wage and Tax Statement link from the Tax Forms menu. You have the ability to control an employee’s access to view and print his W-2 form, based on if the employee has provided electronic consent to view the form.

NoteThis functionality is available for 2012 and beyond.

A new checkbox has been added to the Installation Rules form (PTRINST), which allows you to control an employee’s access to the Electronic W-2 and W-2c forms based on their consent.

If you would like to restrict an employee’s ability to view and print a W-2 based upon whether or not the employee has provided consent electronically, you would use the Restrict Self Service W-2 access based on Electronic Consent checkbox on PTRINST. By selecting this checkbox, the employee will be required to give consent to receive a W-2 form electronically before viewing and printing the W-2 form in Employee Self-Service.


To select and print a W-2 statement:

1. Select the tax year from the pull-down menu in the Tax Year field.

NoteThe last tax year available for accessing on the Web is specified on the Installation Rule Form (PTRINST).

2. Select the appropriate employer or institution from the pull-down menu in the Employer or Institution field.

3. Click Display.


This Link Action

Return to Tax Forms Menu Goes to the Tax Forms menu


October

The W-2 Wage and Tax Statement is displayed in accordance to the IRS specifications as furnished to employees (Copies B, C and 2) effective for the Tax Year, along with a link that directs the employee to the W-2c Corrected Wage and Tax Statement page.

4. Click Printable W-2. A preview of the W-2 form is displayed.

Additionally, the user will be required to enter his or her PIN or LDAP PIN before accessing the printable copy. After entering the correct PIN and clicking on the Submit button, the printable version of the Form W-2 will display with the SSN fully displayed and not masked.

Masking the SSN

Use the **SSB_MASKING object on the Data Display Mask Rules form (GORDMSK) to mask the display of the SSN in Employee Self-Service. While the SSN is masked on the view copy of the W-2, the printable copy displays the SSN in an unmasked format required for IRS filing.

1. Access the Data Display Mask Rules form (GORDMSK).

2. In the Object field in the key block enter: **SSB_MASKING.

3. Access the next block.

4. In the main data block, perform an Enter Query function, and enter BWPKXTXS_ALL in the Block field.

5. Then perform an Execute Query function.

If a record is found, change the Format Mask field using the drop down list. An asterisk (*) indicates the digit will be hidden, and an X indicates the digit will display.

For example, X****XXXX indicates that the first and last four digits of the SSN/SIN/TIN will be displayed.

If no record is found, enter the following values:

Field Values

Block BWPKXTXS_ALL

Item %_SSN

Sequence 1

Data Type C

Numeric Precision Blank

Visible Checked


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Information Text


You may adjust the display size by selecting View in the menu at the top of your browser.

Format Mask Choose a format from the pull-down list.

Partial Character Mask Not applicable

Partial Unmasked Length Blank

Apply Formatting to Check All Users

Business Profile Blank

User ID Blank

Web Page Fields


Tax Year Select a tax year from the pull-down list to access the W-2 Wage and Tax Statement.

The values in the pull-down list depend on the year specified in the Latest Year-End Statement to Display W2 or T4 field on the Installation Rules Form (PTRINST).

Employer or Institution Select an employer or institution from the pull-down list to view the relevant W-2 information.


Button/Icon Action

Display Goes to the W-2 Wage and Tax Statement page (bwpkxtxs.P_ViewW2) when the employee has provided Electronic W-2 consent.

Goes to the Electronic W-2 consent page (bwpkxtxs.P_W2Consent) when the employee has not provided Electronic W-2 consent.

Field Values


October

Print Preview of Electronic W-2 Statement (bwpkxtxs.P_Print_Preview)

This page displays a preview of the W-2 statement that will be printed off of the web browser. Access this Self-Service by clicking Print on the W-2 Wage and Tax Statement page (bwpkxtxs.P_ViewW2).

NoteWhile the SSN is masked on the view copy of the W-2c, the printable copy displays the SSN in an unmasked format required for IRS filing.

Printable W-2 Goes the Print Preview page of the W-2 Statement (bwpkxtxs.P_Print_Preview)


This Link Action

Make New Selection Goes to the W-2 Wage and Tax Statement page (bwpkxtxs.P_ChooseW2Key)

W-2c Corrected Wage and Tax Statement

Goes to the W-2c Corrected Wage and Tax Statement page (bwpkxtxs.P_ChooseW2cKey)


Goes to the W-4 Employee’s Withholding Allowance Certificate page (bwpkxtxs.P_ViewW4)

Setup Requirements

Item Description

PTRINST In the Latest Year-End Statement to Display W2 or T4 field, specify the most recent year for which you wish to enable the display of W2 and T4 information on the Web.

Use the Restrict Self Service W-2 access based on Electronic Consent checkbox to indicate if you would like to require the employee’s electronic consent in order for them to view the W-2 and W-2c forms.


Button/Icon Action


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To view and print a W-2 statement:

1. Select the Tax Year for which you wish to review the W-2c statement, only available for tax year 2005 and future.

2. Select your Employer or Institution from the corresponding pull-down list, and click Display.

The W-2 Wage and Tax Statement (bwpkxtxs.P_ViewW2) page is displayed as per the criteria selected on the previous page.

3. Click Printable W-2.

A print preview of the W-2 form is displayed.

4. Select the browser’s File > Print menu option to print the employee copy of the W-2 form.

5. To access a different W-2 statement, first select the Go Back link followed by the Make New Selection link and repeat the above steps.

W-2c Corrected Wage and Tax Statement (bwpkxtxs.P_ChooseW2cKey)

The W-2c Corrected Wage and Tax Statement enables employees to select the specific tax year and W-2c for viewing. Access this Self-Service page from the Tax Forms menu. You have the ability to control an employee’s access to view and print his W-2c form, based on if the employee has provided electronic consent to view the form.

NoteThis functionality is available for 2012 and beyond.

A new checkbox has been added to the Installation Rules form (PTRINST), which allows you to control an employee’s access to the Electronic W-2 form based on their consent.

If you would like to restrict an employee’s ability to view and print a W-2c based upon whether or not the employee has provided consent electronically, you would use the Restrict Self Service W-2 access based on Electronic Consent checkbox on PTRINST. By selecting this checkbox, the employee will be required to give consent to receive a W-


This Link Action

Go Back Goes to the W-2 Wage and Tax Statement page (bwpkxtxs.P_ViewW2)


October

2 and W-2c form electronically before viewing and printing the W-2c form in Employee Self-Service.


To access a W-2c statement:


2. Select your Employer or Institution from the corresponding pull-down list.

3. Choose the version of the W-2c statement in the Sequence field, and click Display. The largest sequence number is the most recent correction.

4. An electronic version of the W-2c Corrected Wage and Tax Statement is displayed as per the criteria selected in the previous fields.

Masking the SSN

Use the **SSB_MASKING object on the Data Display Mask Rules form (GORDMSK) to mask the display of the SSN in Employee Self-Service. While the SSN is masked on the view copy of the W2, the printable copy displays the SSN in an unmasked format required for IRS filing.

1. Access the Data Display Mask Rules form (GORDMSK).

2. In the Object field in the key block enter: **SSB_MASKING.

3. Access the next block.

4. In the main data block, perform an Enter Query function, and enter bwpkxtxs_ALL in the Block field.

5. Then perform an Execute Query function.

If a record is found, change the Format Mask field using the drop down list. An asterisk (*) indicates the digit will be hidden, and an X indicates the digit will display.

For example, X****XXXX indicates that the first and last four digits of the SSN/SIN/TIN will be displayed.


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If no record is found, enter the following values:

Information Text

The information text provides instructions for using this Self-Service page. You can customize the text by using Web Tailor. The delivered text is:

Select a Tax Year, Employer or Institution and Sequence from the pull-down lists and then select Display. The greatest Sequence Number is the last W-2c distributed. You may adjust the size of display by using the View menu at the top of your browser.

Field Values

Block BWPKXTXS_ALL

Item %_SSN

Sequence 1

Data Type C

Numeric Precision Blank

Visible Checked

Format Mask Choose a format from the pull-down list.

Partial Character Mask Not applicable

Partial Unmasked Length Blank

Apply Formatting to Check All Users

Business Profile Blank

User ID Blank

Web Page Fields


Tax Year From the pull-down list, select the Tax Year for which you wish to access the W-2c Form.

Employer or Institution Select your Employer or Institution from the pull-down list.

Sequence Number Select the sequence number of the W-2c statement that you wish to review. The sequence with the greatest number is the most recent W-2c statement.


October

Print Preview of Electronic W-2c Statement (bwpkxtxs.P_Print_Preview)

This page displays a preview of the electronic version of the W-2c statement that can be printed off of the browser. Select the File > Print menu option from your Web browser menu to print an Employee copy of the W-2c form.

NoteWhile the SSN is masked on the view copy of the W-2c, the printable copy displays the SSN in an unmasked format required for IRS filing.

Access this page by clicking Print on the W-2c Wage and Tax Statement page (bwpkxtxs.P_ViewW2c).


Button/Icon Action

Display Goes to the W-2c Corrected Wage and Tax Statement page (bwpkxtxs.P_ViewW2c) when the employee has provided Electronic W-2 consent.

Goes to the Electronic W-2 consent page (bwpkxtxs.P_W2Consent) when employee has not provided Electronic W-2 consent.

Printable W-2c Goes to the Print Preview page for the electronic W-2c statement (bwpkxtxs.P_Print_Preview)


This Link Action

Go Back Goes to the W-2 Wage and Tax Statement page (bwpkxtxs.P_ViewW2)


Displays the W-4 Employee’s Withholding Allowance Certificate page

W-2 Wage and Tax Statement

Displays the W-2 Wage and Tax Statement


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To preview and print a W-2c statement:


2. Select your Employer or Institution from the corresponding pull-down list.

3. Choose the version of the W-2c statement in the Sequence field, and click Display. The largest sequence number is the most recent correction.

The W-2c Corrected Wage and Tax Statement page (bwpkxtxs.P_ViewW2c) is displayed as per the criteria selected on the previous page.

4. Click Printable W-2c.

A print preview of the W-2c form is displayed.

5. Select the File > Print menu option from your Web browser menu to print an Employee copy of the W-2c form.

Banner Support For Tax Administration

The data for creating the W-4 pages comes from the following:

• Employee Benefit/Deduction Form (PDADEDN)

• Employee Deduction Repeating Base Table (PDRBDED)

• Employee Deduction Repeating Table (PDRDEDN)

Data for the W-2 pages comes from the following processes which create these forms:

• Puerto Rico W2 Report (PXRW2PR)

• U.S. W-2 Report (PXRW2US)

Benefit/Deduction Rule Form (PTRBDCA)

The Benefit/Deduction Rule Form (PTRBDCA) is used to define the processing rules for your benefits and deductions. For the Tax Forms option, use the Web Information window


This Link Action

Go Back Goes to the W-2c Corrected Wage and Tax Statement page (bwpkxtxs.P_ViewW2c)


October

of PTRBDCA to specify the URL for Vendor Web Site link on the W-4 Employee’s Withholding and Allowance Certificate page. Refer to the topic, “Customize Web Display of Benefits or Deductions” on page 2-9 of Chapter 2, “Benefits and Deductions”, in this guide for more information.

Benefit Category Rules Form (PTRBCAT)

The Benefit Category Rules Form (PTRBCAT) is used to indicate if specific benefits may be accessed via Employee Self Service. You must have the Benefits or Deductions can be Accessed via Web field checked on the Web Rules tab for the employee’s benefit category for the employee to have access to the W-4 Employee's Withholding and Allowance Certificate on the web.

Benefit or Deduction Grouping Rules Form (PTRBDPG)

The Benefit or Deduction Grouping Rules Form (PTRBDPG) is used to group benefits/deductions under group headings for display in Employee Self Service. The Federal Withholding Tax deduction code must be set up under a group on PTRBDPG for the employee to have access to the W-4 Employee's Withholding and Allowance Certificate on the web.

Employee Benefit or Deduction Form (PDADEDN)

The Employee Benefit or Deduction Form (PDADEDN) is used to assign benefits/deductions to employees. An employee must have a Federal Withholding Tax deduction already created on PDADEDN before viewing or update of the W-4 Employee's Withholding and Allowance Certificate in Employee Self Service.

NoteRefer to Chapter 2, “Benefits and Deductions” of the Banner Employee Self Service User Guide for more detailed information about benefits and deductions.

Installation Rules Form (PTRINST)

The Installation Rule Form (PTRINST) is used to define the rules governing the installation of Banner at your institution. This section covers only the function related to the Tax Forms option on Employee Self-Service. For complete information about this form, refer to the online help of Banner Human Resources.

The W-2 pages in Employee Self Service each contain a pull-down list from which an employee selects the year for which year-end tax information is to be displayed. This selection list includes all of the years that exist in the W-2 history table up to and including the latest year for which a statement can be displayed. You specify on PTRINST the last year for which year end data is to be displayed. This allows you to suppress the accessing


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4-24

of the W-2 forms for the current year until all processing is complete. This field is required for Web operations.

To specify the last year available:

1. Access the Installation Rule Form (PTRINST).

2. In the Latest Year-End Statement to Display W-2 or T4 field, enter the last year for which W-2 statements should be available on the Web.

You may also restrict employees from viewing and printing electronic W-2 and W-2c forms if they have not provided consent to receive their W-2 electronically. To enforce this restriction:

1. Access the Installation Rule Form (PTRINST).

2. Check the Restrict Self-Service W-2 access based on Electronic Consent checkbox.



October

5 Jobs Summary

The Jobs Summary option allows employees to access information on all of the jobs they hold in your institution.

Web Pages

The following Web pages compose the Employee Self-Service Jobs Summary:

• “Jobs Summary (bwpkeinf.P_ViewJobs)” on page 5-1

• “Job Detail (bwpkeinf.P_ViewJobDetail)” on page 5-2

Jobs Summary (bwpkeinf.P_ViewJobs)

The Jobs Summary page is displayed when employees select the Jobs Summary link from the Employee menu. This page lists each job title held by an employee at your institution.

To access a detailed summary of a specific job, select the Job Title link.

Information Text


Select the Job Title for more detailed information.

Web Page Fields


Title Displays the employee’s job title.

The value of this field is drawn from the Title field in the Job Detail Information block of the Employee Jobs Form (NBAJOBS).

Select a job title to access a detailed summary of the relevant job.

Begin Date Displays the employee’s start date for each job.

The value of this field is drawn from the Begin Date field in the General Job Information block of NBAJOBS.


Jobs Summary

5-2

Job Detail (bwpkeinf.P_ViewJobDetail)

The Job Detail page is displayed when employees select a Job Title link on the Jobs Summary page. This page provides a detailed summary of a list of changes made to the selected job. This list is sorted by the Personnel Date associated with the change. This page works with an institutional setting established on PTRINST, in order to determine whether the Salary Table, Grade, and Step are to be displayed to the employee.

End Date Displays the employee’s end date for each job, if available.

The value of this field is drawn from the End Date field in the General Job Information block of NBAJOBS.


This Link Action

Job Title Goes to the Job Detail page (bwpkeinf.P_ViewJobDetail)

Web Page Fields


Effective Date Displays the Effective Date that a change was made to the relevant job.

The value of this field is drawn from the Personnel Date field for the relevant job on the Job Detail Information block in NBAJOBS.

Personnel Date Displays the Personnel Date of Record associated with the effective date of the job change. The information displayed on the Job Detail page is sorted by this date.

Status Displays the job status.

The value of this field is drawn from the Status field for the relevant job on the Job Detail Information block in NBAJOBS.

Salary Table The Salary Table code associated with the job assignment.

Grade The Salary Grade code associated with the job assignment.

Step The Salary Step associated with the job assignment.

Web Page Fields


Banner 8.10 October 2013Employee Self-Service User GuideJobs Summary

October

Banner Support For Jobs Summary

No specific Banner fields or forms have to be completed to support the Jobs Summary option. The normal maintenance of adding or updating employee job information on NBAJOBS is the source of data displayed on these pages.

NoteThe Job Detail information display will depend upon the institutional setting established on PTRINST. This setting will determine whether the Salary Table information will be displayed to the employee.

Job Salary or Job Hourly Rate

If the job assignment is for an hourly employee, the Hourly Rate will display from the assignment. If salaried or variable, the Annual Salary will display.

Job Title Displays the Job title.

The value of this field is drawn from the Title field in the Job Detail Information block of NBAJOBS.

Department Name Displays the Department Name associated with the job.

The value of this field is drawn from the Timesheet Organization field in the Payroll Default Information block of NBAJOBS.

Reason for Change Displays the reason for which a change was made to the job, if available.

The value of this field is drawn from the Change Reason field for the relevant job in the Job Detail Information block of NBAJOBS.


This Link Action

Jobs Summary Goes to the Jobs Summary page (bwpkeinf.P_ViewJobs)

Web Page Fields



Jobs Summary

5-4
Banner 8.10 October 2013Employee Self-Service User GuideJobs Summary

October

6 Leave Balances

The Leave Balances option allows employees to access their leave balance information.

Web Pages

The following Web pages compose the Employee Self-Service Leave Balances:

• “Leave Balances (bwpkeinf.P_ViewLeaveBalances)” on page 6-1

• “Leave By Job (bwpkeinf.P_ViewLeaveByJob)” on page 6-3

• “Leave Detail (bwpkeinf.P_ViewLeaveDetail)” on page 6-5

• “Display Leave History (bwpkeinf.P_ByEmp or bwpkeinf.P_ByJob)” on page 6-7

Leave Balances (bwpkeinf.P_ViewLeaveBalances)

The Leave Balances page is displayed when employees select the Leave Balance link on the Employee menu. This page lists the employee’s leave balances as of the current System Date.

The Leave Balances page can specify information on leave balances not yet available (that is, banked leave) and available leave. Data is included for each leave type (such as vacation, sick leave, etc.). The data described for each type of banked leave includes the number of hours banked and the date that those hours can be used. The following information is specified for each type of leave balance available for use:

• Hours or Days indicator

• Banked leave time

• Available beginning balance for the year

• Hours earned as of the current date

• Hours taken as of the current date

• Available balance as of the current date

To access details about a specific leave type, select the link corresponding to a specific leave type name. The next page that is displayed depends on the leave processing method used by your institution. If your institution uses the Leave by Job method, the Leave by Job page is displayed. The Leave by Job page displays the same information, but it is broken out by each job that allows for leave processing.


Leave Balances

6-2

Information Text


Select the link under the Type of Leave column to access detailed information.

Web Page Fields


Type of Leave Displays a short description of the various types of leave that can be availed by an employee.

The value of this field is drawn from the Long Description field in the Leave Code Rules Form (PTRLEAV).

Hours or Days Indicates if leave is being tracked in terms of hours or days.

The value of this field is drawn from the Day or Hour Indicator field of the Leave Category associated with the leave type on the Leave Category Validation Form (PTVLCAT).

Banked Displays the amount of leave banked for each leave type, if available.

The value of this field is drawn from the Total Banked field on the Employee Leave Balances Form (PEALEAV).

Available Beginning Balance

Displays the employee’s available beginning balance for each leave type, if applicable.

The value of this field is drawn from the Total Begin Balance field on the Employee Leave Balances Form (PEALEAV).

Earned as of <system date>

Displays the amount of leave earned by the employee as of the System Date for each leave type.

The value of this field is drawn from the Total Accrued field on the Employee Leave Balances Form (PEALEAV).

Taken as of <system date> Displays the amount of leave taken by the employee as of the current System Date for each leave type.

The value of this field is drawn from the Total Taken field on the Employee Leave Balances Form (PEALEAV).

Banner 8.10 October 2013Employee Self-Service User GuideLeave Balances

October

Leave By Job (bwpkeinf.P_ViewLeaveByJob)

The Leave By Job page is displayed when employees select a link under the Type of Leave field on the Leave Balances page. The Leave by Job page can be accessed only if your institution uses the Leave by Job method of leave processing. This page displays leave details such as the beginning balance, earned and taken hours, and ending balance for a specific leave type in each job associated with an employee.

To access a detailed breakdown of the leave type for a job, select a link under the Position Number, Title, Organization Number, and Description field to access the Leave Details page.

Available Balance as of <system date>

Displays the employee’s leave balance available for each leave type.

The value of this field is drawn from the Current Available field on the Employee Leave Balances Form (PEALEAV).


This Link Action

Type of Leave Goes to the Leave Detail page (bwpkeinf.P_ViewLeaveDetail) if the leave processing method is set to Leave by Employee on PTRINST.

Otherwise, goes to the Leave by Job page (bwpkeinf.P_ViewLeaveByJob) if the leave processing method is set to Leave by Job on PTRINST.

Web Page Fields


Position Number, Title, Organization Number, and Description

Displays the employee’s position number, title, organization number and a short description of the position.

The values of this field are drawn from position information associated with each leave balance record. These leave records are created when an assignment is added or changed on NBAJOBS.

Web Page Fields



Leave Balances

6-4

Hours or Days Indicates if the leave type is being tracked in terms of hours or days.

The value of this field is drawn from the Day or Hour Indicator field of the Leave Category associated with the Leave Type on the Leave Category Validation Form (PTVLCAT).

Begin Date Displays the employee’s job begin date.

The value of this field is drawn from the Begin Date field on the Employee Jobs Form (NBAJOBS).

Termination Date Displays the employee’s job termination date.

The value of this field is drawn from the End Date field on the Employee Jobs Form (NBAJOBS).

Banked Displays the amount of leave banked in each job for a specific leave type.

The value of this field is drawn from the Total Banked field on the Employee Leave Balances Form (PEALEAV).

Date Available Displays the date that the leave type can be taken from the available balance in each job.

The value of this field is drawn from the Current Available field on the Employee Leave Balances window of PEALEAV.

Beginning Balance Displays the beginning balance of a leave type in each job.

The value of this field is drawn from the Begin Balance field on the Employee Leave Balances window of PEALEAV.

Earned Displays the amount of leave earned in each job for a specific leave type.

The value of this field is drawn from the Accrued field on the Employee Leave Balances window of PEALEAV and is computed at the appropriate time in the course of the payroll.

Taken Displays the amount of leave taken against the specific leave type in each job.

The value of this field is drawn from the Taken field on the Employee Leave Balances window of PEALEAV.

Web Page Fields



October

Leave Detail (bwpkeinf.P_ViewLeaveDetail)

The Leave Detail page is displayed in either of the following circumstances:

• When employees select a link under the Position Number, Title, Organization Number, and Description field on the Leave by Job page (if your institution uses the Leave by Job method of leave processing).

OR

• When employees select a link under the Type of Leave field on the Leave Balances page (if your institution uses the Leave by Employee method of leave processing).

The Leave Detail page displays a breakdown of information for a specific leave code by pay period.

To access details of a leave code in a previous year, click Previous Year.

Balance Displays the leave balance available of a specific leave type in each job.



This Link Action

Position Number, Title, Organization Number, and Description

Goes to the Leave Detail page (bwpkeinf.P_ViewLeaveDetail)


Setup Requirements

Item Description

PTRINST In the Leave Rules window, set the Leave Processing Method to Leave by Job.

Web Page Fields



Leave Balances

6-6

Web Page Fields


Payroll Type Displays a short description of the Payroll Type. Indicates the frequency with which an employee is paid during each pay period.

The value of this field is drawn from the Description field on the Pay History Leave Accruals Form (PHIACCR).

Date Paid Displays the date on which the employee was paid during each pay period.

The value of this field is drawn from the Check Date field on the Pay History Leave Accruals Form (PHIACCR).

Pay Period Begin Date Displays the begin date of each pay period.

The value of this field is drawn from the Begin Date field on the Pay History Leave Accruals Form (PHIACCR).

Pay Period End Date Displays the end date of each pay period.

The value of this field is drawn from the End Date field on the Pay History Leave Accruals Form (PHIACCR).

Hours or Days Indicates whether the leave displayed is in terms of hours or days.

Earned Displays the amount of leave earned under the specific leave code during each pay period.

The value of this field is drawn from the Current Accrued field on the Pay History Leave Accruals Form (PHIACCR).

Taken Displays the amount of leave taken under the specific leave code during each pay period.

The value of this field is drawn from the Current Taken field on the Pay History Leave Accruals Form (PHIACCR).

Note: When the employee’s leave category is set to Leave Report, the amount of leave taken is retrieved from the leave report leave taken table. This information is displayed with an employee’s leave report.


October

Display Leave History (bwpkeinf.P_ByEmp or bwpkeinf.P_ByJob)

The Display Leave History page displays detailed history records for the leave balance selected. These records are stored with the leave balance and reflect any automated or manual updates that were made to the leave record. The version of the page you see, by Employee or by Job, is determined by the setting of the Leave Processing Method on PTRINST. If you have selected the Leave by Job processing method, you will see the leave history information displayed by job. Otherwise, you will see the leave history information displayed by employee.

Records are displayed in descending date order, with the most recent changes displayed first. The Change Reason provides a short statement as to why the balance changed. Balance information is captured based upon the Effective Date of change and presents a snapshot summary of the leave balance at that point in time.

This page is limited to the display of the latest 25 records. Older records can be accessed by selecting the Next link, located beside the page counter at the top or bottom of the page. Links at the bottom of the page allow navigation back to the other Leave Balance pages.


Button/Icon Action

Previous Year Re-displays this page with leave details of the previous year.


This Link Action

Leave By Job Goes to the Leave by Job page (bwpkeinf.P_ViewLeaveByJob). This link is displayed only if the leave processing method is set to Leave by Job on PTRINST.

Leave History by Employee (or By Job)

Goes to the Display Leave History page (bwpkeinf.P_xxx {where xxx = ByEmp or ByJob})


Web Page Fields


Effective Date The date the change was made.


Leave Balances

6-8

Hours or Days Indicates whether the leave displayed is in terms of hours or days.

Beginning Balance Displays the beginning balance of a leave type by employee or job in each job.

The value of this field is drawn from the Begin Balance field on the Employee Leave Balances window of PEALEAV.

Earned Displays the amount of leave earned in each job for a specific leave type.

The value of this field is drawn from the Accrued field on the Employee Leave Balances window of PEALEAV.

Taken Displays the amount of leave taken against the specific leave type in each job.

The value of this field is drawn from the Taken field on the Employee Leave Balances window of PEALEAV.

Current Available Displays the leave balance available of a specific leave type in each job.


Change Reason A brief explanation of why the change was made.


This Link Action

Leave By Job Goes to the Leave by Job page (bwpkeinf.P_ViewLeaveByJob). This link is displayed only if the leave processing method is set to Leave by Job on PTRINST.

Return to Leave Detail Goes to the Leave Detail page (bwpkeinf.P_ViewLeaveDetail)


Web Page Fields



October

Banner Support For Leave Balances

The data for the Leave Balances page comes from the following:

• Employee Leave Balances Form (PEALEAV)

• Leave by Employee table (PERLEAV)

• Leave by Job table (PERLJLEV)

For leave time processed in payroll, leave detail information comes from the accrual records (PHRACCR or PHRJACR). For employees using Leave Reports, information comes from the Leave Taken table (PERLVTK). Detail information can also be accessed from the following forms:

• Pay History Leave Accruals Form (PHIACCR)

• Electronic Approvals of Time Entry Form (PHATIME) (if applicable to Leave Reports)

Leave Category Rule Form (PTRLCAT)

The Leave Category Rule Form (PTRLCAT) is used to define a set of leave types available to a specified group of employees. This section covers only the function related to the Leave Balances option on Employee Self-Service. For complete information about this form, refer to the online help of Banner Human Resources.

Unavailable earned leave is displayed or not depending on the PTRLCAT rules for the leave type for which information is being displayed, and the employee’s leave category. If the value in the Available Days or Available Months field for a particular leave-type/leave-category combination is not equal to zero, the unavailable earned leave data is displayed.


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7 Campus Directory

The Campus Directory option allows a user to display contact information, such as e-mail address and phone number, about other employees in your institution.

Tasks

To create a campus directory, you must perform the following tasks:

• “Set up a Fields List” on page 7-1.

• “Set Up Profile Information” on page 7-2

• “Run the Employee Directory Report (BWPREDIR)” on page 7-2

Set up a Fields List

First specify which fields that are to be made available on the Employee Self-Service campus directory by adding them to the master list of all fields in the Directory Options Rule Form (GOADIRO).

To add fields to the master list:

1. In the Directory Item Code field, enter the code of the directory item (that is, field name) you are adding to the master list.

2. In the Display in Directory field, select Employee from the pull-down list.

3. Set the following options in the scrolling window pane.

• Select the Include in Profile check box to ensure that the information appears in the directory.

• Select the Update in Profile check box if you intend to allow users elect the information that is to appear under their listing.

• Select the Default to Directory check box if you want the information to appear as part of the default that is displayed if users don’t have a directory profile set up.

4. Repeat steps 1 to 3 for each field you want to include in the campus directory.


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Set Up Profile Information

You use the Web User Directory Profile Form (GOADPRF) to customize the profile displayed in the campus directory for an employee. If desired, you can build a profile based on default profile information based on Web roles (for example, faculty, student, employee, or alumni).

Once a PIN is assigned, an employee can update his or her own profile from the Directory Profile option on the Personal Information menu.

Also, since the fields selected in this form are a subset of the master list, it is possible that you may not see all available items listed for each employee’s profile in the campus directory.

Run the Employee Directory Report (BWPREDIR)

Enter values for the following parameters, then run the Employee Directory Report (BWPREDIR) in Banner.

• Employee Class To Exclude

• Address As of Date

• Employee Active As of Date

• Include Primary Job Title

• Include Secondary Job Title

• Include Overload Job Title

• Number of Employees Per Page

Based on the parameter input, this report captures the profiles of all employees into two temporary tables, the Employee Directory Temporary Table (PETEDIR) and Employee Job Title Temporary Table (PETJTLE), and creates the relevant Web pages and the alphabetic listings by last name and by department in the campus directory.

Each of these parameters is described in the following subsections.

Employee Class To Exclude

The Employee Class To Exclude parameter identifies employee classes whose members are not to be listed in the campus directory. Enter the 2-character code used on the Employee Jobs Form (NBAJOBS) to identify each employee class to be excluded from the directory.

The system uses this parameter with the Employee Active As of Date parameter to determine whether to exclude information for an employee from the directory. A complete

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list of the criteria used to make this determination is given in the description of the Employees Active As of Date parameter below. Employee Class To Exclude is a repeating parameter. It is optional.

Address As of Date

The Address As of Date parameter specifies the “as of” date for all types of addresses that are to be included in each entry. For example, if you specify that all addresses in effect as of September 1, 1997 are to be listed, all addresses in effect on that date will be listed. The system selects addresses from employees’ information listed on the Identification Form (PPAIDEN). Addresses with an as of date that falls between the values in the From Date and To Date fields on PPAIDEN are selected. This is a required parameter.

Employee Active As of Date

The Employee Active As of Date parameter (along with the Employee Class To Exclude parameter) is used to determine the employees whose data should be included in the directory. Entries are included for employees whose job status is not Terminated on the date entered for this parameter. This is a required parameter.

The system checks the values in the Begin Date, End Date, and Status fields in the Employee Jobs Form (NBAJOBS) for each of an employee’s jobs to determine the jobs in which the employee is active. An entry for the employee is included in the campus directory if one or more of the employee’s jobs meets all of the following criteria:

• Employee Active As Of Date falls on or after the begin date for the job

• Employee Active As Of Date falls before the end date for the job

• Job status is anything other than T (terminated)

• Job is not excluded by employee class

Include Primary Job Title

The Include Primary Job Title parameter specifies whether primary job titles are to be included in the directory listing. Enter Y if the titles are to be included or N if they are not to be included. The default value is Y. This is a required parameter.

Include Secondary Job Title

The Include Secondary Job Title parameter specifies whether secondary job titles are to be included in the directory listing. Enter Y if the titles are to be included or N if they are not to be included. This is an optional parameter.


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Include Overload Job Title

The Include Overload Job Title parameter specifies whether overload job titles are to be included in the directory listing. Enter Y if the titles are to be included or N if they are not to be included. This is an optional parameter.

Number of Employees Per Page

The Number of Employees Per Page parameter specifies the number of directory entries that are to be included on each page in the campus directory. This is a required parameter.

Web Pages

The following Web pages compose the Employee Self-Service Campus Directory:

• “Campus Directory (bwpkedir.P_DisplayDirectory)” on page 7-4

• “Employee Search Results (bwpkedir.P_DispSearchResults)” on page 7-6

• “Directory By Name (bwpkedir.P_NameDirectory)” on page 7-8

• “Directory By Department (bwpkedir.P_DeptDirectory)” on page 7-10

Campus Directory (bwpkedir.P_DisplayDirectory)

This page is used to perform a name search to find an employee or select a directory listing by either last name or department.

When performing a name search, the user can include the wild card character (%) to represent unknown characters. Search results depend on the placement of the wild card (if any) within the entered search string as shown below.


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NoteThe above table lists a few examples of search criteria. It does not intend to represent a comprehensive list of all possible permutations and combinations of search strings that can be specified as search criteria.

In addition to displaying search results that are an exact match to the specified search criteria, the system also displays results for names that are phonetically similar to the entered search string. For example, the search criteria ABE% for an employee’s last name results in a display of all employees whose last name begins with ABE such as Louis Abbey, as well as employees whose last names are phonetically similar to Abbey, such as Jane Abey.

To search for an employee by name:

1. Enter a search string in the Last Name and/or the First Name fields. Enter the wild card character (%), if required.

NoteSearch is not case-sensitive.

2. Click Go.

The system displays the Employee Search Results page with a list of all employees who meet the search criteria.

To display a list of employees by last name, select the appropriate letter link in the Directory By Last Name section. The system displays the Employee Search Results page with a list of all employees whose last names begin with the selected letter, sorted into alphabetical order by last name.

To display a list of employees by department, select the appropriate letter link in the Directory By Department section. The system displays the Employee Search Results page

Search String Description of Search Result Examples of Search Results

Last Name=”ABB%”

All employees whose last name begins with “ABB”

Brian AbbeyLouis Abbot

Last Name=%ER All employees whose last name ends with “ER”

Chris CarverNina Keyser

Last Name=%ER% All employees whose last name contains “ER”

Bill AndersonLinda BakerMarjorie Ermann

First Name = BA%Last Name = BA%

All employees whose first name and last name begins with “BA”

Barbara BartonBarry Bayliss


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with a list of all employees alphabetically grouped first by department and then by last name.

Employee Search Results (bwpkedir.P_DispSearchResults)

This page displays the results of a search performed on the Campus Directory page (bwpkedir.P_DisplayDirectory).

Web Page Fields

Item Description

Enter a value in at least one of the fields. Values can be entered in both to narrow the search criteria.

Last Name The last name (including wild card characters, if desired) of the person for whom the employee is searching.

First Name The first name (including wild card characters, if desired) of the person for whom the employee is searching.


This Link Action

Letters for Directory By Last Name

Goes to the Directory By Name page (bwpkedir.P_NameDirectory) with entries for the selected letter displayed

Letters for Directory By Department

Goes to the Directory By Department page (bwpkedir.P_DeptDirectory) with entries for the selected letter displayed


Button/Icon Action

Go Goes to the Employee Search Results page (bwpkedir.P_DispSearchResults)


Employee Menu pmenu.P_MainMnu


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Only data that meets the following conditions is displayed for an employee:

• Profile information for the employee has been set up on the Web User Directory Profile Form (GOADPRF).

• Values have been entered for the employee in the corresponding fields on the Identification Form (PPAIDEN).

For example, if you have specified on GOADPRF that an employee’s permanent telephone number should be displayed, but no permanent telephone number exists for the employee on PPAIDEN, then the Permanent Telephone field is not displayed on the Employee Search Results page for the employee.

Web Page Fields

Item Description

Employee’s name The full name of the employee, first name first and including prefix and suffix, if defined.

The value comes from the First Name, Last Name Prefix, Last Name, Middle Name, Prefix and Suffix fields on the PPAIDEN form.

Employee Position Title, Employee Department

The employee’s job title and department.

The value comes from the Position and Suffix fields on the Employee Jobs Form (NBAJOBS).

Office Address The employee’s office address.

The value comes from the Address fields on the PPAIDEN form.

Office Telephone Number The employee’s telephone number.

The value comes from the Phone fields on the PPAIDEN form.

Fax Number The employee’s fax number.

The value comes from the Phone fields on the PPATELE form, based on the telephone code entered on the Directory Options Rule Form (GOADIRO).

Permanent Address The employee’s permanent address.



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Directory By Name (bwpkedir.P_NameDirectory)

This displays all employees whose last names begin with the letter selected in the Directory By Name section of the Campus Directory page (bwpkedir.P_DisplayDirectory).

Permanent Telephone The employee’s permanent telephone number.

The value comes from the Telephone fields on the PPATELE form, based on the telephone code set up on the Directory Options Rule Form (GOADIRO).

E-mail Address The employee’s e-mail address, displayed as a hyperlink that can be used to send e-mail to the employee.


This Link Action

E-mail address If the e-mail address is displayed as a hyperlink, this link launches the user’s e-mail program with the employee’s e-mail address.

New Employee Search Goes to the Campus Directory page (bwpkedir.P_DisplayDirectory)


Button/Icon Action

Next Re-displays the page with the next set of records

Setup Requirements

Item Description

GOADIRO Set up a fields list.

GOADPRF Set up each employee’s profile information.

BWPREDIR Run this report to extract the employee information so that it displays on the Web.

Web Page Fields

Item Description


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To be displayed, data must meet the same conditions as described for “Employee Search Results (bwpkedir.P_DispSearchResults)” on page 7-6.

Web Page Fields

Item Description

Employee’s name The full name of the employee, first name, including the prefix and suffix, if defined.

The value comes from the First Name, Last Name Prefix, Last Name, Middle Name, Prefix, and Suffix fields on the PPAIDEN form.

Employee Position Title, Employee Department

The employee’s job title and department.




Office Telephone Number The employee’s office telephone number.



The value comes from the Phone fields on the PPATELE form, based on the telephone code entered on the Directory Options Rule Form (GOADIRO).







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Directory By Department (bwpkedir.P_DeptDirectory)

This displays all departments whose names begin with the letter selected in the Directory By Department section of the Campus Directory page (bwpkedir.P_DisplayDirectory).


This Link Action

Letters Re-displays this page with entries for the selected letter displayed




Button/Icon Action


Setup Requirements

Item Description

Directory Options Rule Form (GOADIRO)

Set up a fields list.

Web User Directory Profile Form (GOADPRF)

Set up each employee’s profile information.

Employee Directory Report (BWPREDIR)

Run this report to extract the employee information so that it displays on the Web.


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Web Page Fields

Item Description

Employee’s name The full name of the employee, first name first and including prefix and suffix, if defined.

The value comes from the First Name, Last Name Prefix, Last Name, Middle Name, Prefix, and Suffix fields on the PPAIDEN form.

Employee Position Title The employee’s job title.




Office Telephone Number The employee’s office telephone number.



The value comes from the Telephone fields on the PPATELE form, based on the telephone code entered on the Directory Options Rule Form (GOADIRO).







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This Link Action

Letters Re-displays this page with entries for the selected letter displayed




Button/Icon Action


Setup Requirements

Item Description

GOADIRO Set up a fields list.

GOADPRF Set up each employee’s profile information.

BWPREDIR Run this report to extract the employee information so that it displays on the Web.


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8 Interfaces

This chapter details the interfaces with other Banner systems and the Banner Employee Self-Service System. See the Salary Planner Handbook for detailed information on Salary Planner.

Salary Planner and Finance Self-Service Budget Development

Position budgets within Self-Service may be automatically interfaced to Banner Finance Self-Service to provide budget development users the ability to review their departmental budgets in their entirety, including labor amounts.

Overview

Control of the automatic updating of labor amounts is set up in Salary Planner. Scenarios within Salary Planner may be identified to update budget development and post to Pool Accounts, if desired. For more information, please see the Salary Planner Handbook.

Postings from Salary Planner will insert, update or delete based on the following:

• If a record to be posted does not exist in FBBBLIN, it would be treated as an INSERT with an Origin of SALP.

• If a record to be posted exists in FBBBLIN, it will be overwritten and the Origin changed to SALP, even if the previous Origin was not SALP (i.e., NEW, OPAL, POSN, Null).

• If a record is removed as part of the Add/Delete logic in Salary Planner processing, the FBBBLIN record will be set to zero.

If the use of Pool Accounts has been selected in Salary Planner, the posting logic will look for a Pool Account value associated with the labor distribution account:

1. Use the chart and budget fiscal year from the Salary Planner Extract.

2. Find the Begin and End Date from Fiscal Year Form (NBAFISC) for the chart and fiscal year.

3. If System Date is less than the budget fiscal year Begin Date, select the effective dated record that is equal to the budget fiscal year Begin Date, however, if no record is found, select the latest effective dated record that is less than the budget fiscal year Begin Date.


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4. If System Date is equal to or greater than the budget fiscal year Begin Date, select the latest effective dated record that is less than or equal to the System Date.

NoteMaking changes to Pool Accounts within the fiscal year and budget period is highly discouraged. If automatic posting from Salary Planner is being used, records may not be cleared and reposted properly. Changes to Pool Accounts should be effective the first day of a new fiscal year.

Process Flow

Postings to Budget Development will follow the Budget ID and Phase associated with the Salary Planner Extract. This is set up on the Salary Planner Extract Rules Form (NTRSPEX) in Banner.

NoteBudget ID and Phases must be coordinated by the Budget Office to ensure Salary Planner budgets will be posted to the correct budget development records for combined overall budget views.

Master Salary Planner

The Budget Office (or Master Salary Planner) can set indicators when creating a scenario in Salary Planner. They can set it to update Budget Development and also to post to pool accounts, if desired. If set to update, Proposed Position Budget Amounts will be posted to Budget Development (into the FBBBLIN table) when the Scenario is created in Salary Planner and updates are made. If audit history is being captured, an entry to the history table (FBRAUDT) will also occur.

Budget Manager

A Budget Manager may make changes within Salary Planner. If the Scenario being changed is set to update Budget Development, any changed, new, or deleted position budget or labor distribution will be automatically posted. Deletions from Salary Planner will not result in a DEL record in the Finance Budget Development Worksheet, but a change/update to zero. The DEL status is reserved for deletions from the Finance Self-Service page. All Position Budget Amount changes must be made in Salary Planner.

The Proposed Budget Amounts may be viewed on the Budget Development Query or Budget Worksheet pages. Records posted from Salary Planner will have a Status (Origin) of SALP displayed on the Budget Worksheet. These records may not be modified within Self-Service Budget Development, therefore, changes must be made in Salary Planner.

NoteSalary Planner amounts may be zeroed out in Budget Development when running the Salary Planner Upload Process (NBPSPUP) if the position budgets amounts will be fed to Budget Development with FBRFEED for

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example. This allows your institution the flexibility to decide whether it is appropriate to keep Salary Planner labor budgets (SALP origin) in Budget Development for future viewing.

Salary Planner and Upload from Excel

Salary changes and position budget changes may be uploaded from an Excel spreadsheet into Banner’s Salary Planner system using the Upload to Salary Planner (NBPUPSP) process in Banner. Up to four Job Change Reasons and Salary Change Amounts may be processed for each employee’s job with this enhancement. One Change Amount may be processed per Position Budget. The Process Flows below outline the steps to download, enter changes, format and upload the file. See the Banner Human Resources User Guide, Reports Chapter, for more information on the Upload to Salary Planner (NBPUPSP) process.

Overview

The upload will populate the Change Amount field for those employees on a job step zero and will be applied to the Annual Salary, whether hourly or salaried. Only salary and/or position budget Change Amounts will be uploaded, not percents.

The upload will update any existing position budget changes and/or delete salary changes for an employee's job in the Extract ID and Scenario being modified. For example:

• John Doe, Position 101026-00 exists in the file to be loaded, all Salary Planner increase amounts will be updated for John Doe, Position 101026-00 prior to inserting the records from the file.

• Steve Smith exists in Salary Planner but NOT in the upload file, his records will not be deleted or changed during the upload process.

The salary upload process will match employees using the Banner ID.

Only the Position Change Amount and/or Job Change Reason and Amount will be uploaded. Therefore, any and all other values are not supported with this upload enhancement: e.g. FTE, APPT%, hours per pay, hours per day, default hours, factor and pays, job labor distribution or position labor distribution percent, etc.

The file to be uploaded must be in a .txt format and be moved into the Banner system directory.

See the Salary Planner Handbook for detailed information about setting up and using the Salary Planner functionality.


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