Section IV Job Forms and Other - University of Alaska

TABLE OF CONTENTS Job Forms/Actions Section

• Job Form Completion Template and Instructions

• Job Change Reason Code Listing Job change reason as listed on job form

• Job Change Reasons Explanations of job change reasons

• Employee Classes (Ecls) Chart Iincludes Ecls, Description, Type, Exemption, Status, Union

Representation, Benefit and Leave Eligibility) • Ecls Code Crosswalk Iincludes Ecls, Description, Salary Table, Bcat and LCat. Salary Table

Categories. Benefits Categories and Leave Categories

• Compatible Employee Classes (Ecls) Reference Chart Which ecls can an employee hold simultaneously

• Translating Dlevels, Organization and Time Keeping Location Structure

• Labor Account Code Changes Includes eclas, description, Acct Code – when to use optional acct

code • Checklists for completing certain job change reasons

• Paperless Job Processing (PJP) website: http://www.alaska.edu/hr/pjp/index.xml including student roll from taxable (ST) to non-taxable (SN) and less than 12 month contracts on/off contract submission and termination process.

UN

IV

ER

SI

TY

O

F

AL

AS

KA

F

AI

RB

AN

KS

UAF Human Resources

P.O. Box 757860 Fairbanks, Alaska 99775-7860

907 474-7700 FAX 907 474 5859

http://www.uaf.edu/uafhr

http://www.alaska.edu/hr/pjp/index.xml�

Job Form Completion_012210.docx Page 1 Revised 1/22/10

JOB FORM COMPLETION The job form is used by the Human Resources (HR) offices to enter basic employee information, base job information, and job detail changes. The HR offices also use the form to ensure the use of the appropriate earnings codes and labor distribution. The Budget offices use the job form to match the position information to the specific information for the job. A job form must be completed for all employees and jobs to be paid a wage. This form must be submitted to Human Resources, per campus requirements, PRIOR to an employee beginning the job assignment. Refer to the numbered job form on page 11: 1. Action Type Select a box that most closely represents the action you are requesting with this job form. 2. TKL (Home Org)

Three-digit time keeping location number proceeded by a “T” for the department initiating this job form. Also include the department name for this TKL. A listing of university TKLs and corresponding department names is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.tkl_listing.pdf.

3. Last Name, First, MI

The employee’s last name, first name, and middle initial as they appear on the employee’s Social Security card.

Employee ID

The unique, generated identification number for the employee. EMPLOYEE INFORMATION (PEAEMPL) 4. Status

Enter an "A" for an active employee. The other value that may appear in this box is "T" to identify a terminated employee.

5. ECLS

Employee class, or eclass, for this employee. Eclass changes can only be set-up for the beginning of a pay period and cannot be changed for past pay periods.

6. LCAT

The leave category that is defined for the employee class for this employee. The corresponding LCAT value can be found on the Banner ECLS Code Crosswalk sheet at http://www.alaska.edu/hr/procedures/PDF/reference.reference.ecls_crosswalk.pdf.


7. BCAT The benefit category that is defined for the employee class for this employee. The corresponding BCAT value can be found on the Banner ECLS Code Crosswalk sheet at http://www.alaska.edu/hr/procedures/PDF/reference.reference.ecls_crosswalk.pdf.

8. FT/PT Full-time or part-time status. Identify the employee's status based on all current jobs within the University system. Choose either FT - full time (80 or more hours per pay period) or PT - part time (less than 80 hours per pay period).

9. Home Dept

The D-Level value that matches the orgn number used for the employee’s labor distribution. The code defines the overall department to which the employee belongs, and is used by Institutional Research and for personnel ad hoc reporting. The D-level org is located on the Org Level Rollup tables maintained by the Budget office.

10. Check Dist

Enter the check distribution organization code preceded by a “T.” This code defines the location where payroll information will be sent. A listing of university codes (TKLs) and corresponding department names is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.tkl_listing.pdf.

11. Dist / Div

The geographic location code of the primary work location for the employee. This code is used for Department of Labor reporting and may be different from the employee’s mailing address. Enter one of the following codes that most closely identifies where the employee is working:

01 Aniak 38 Kasigluk 02 Aleutian Islands 39 Nunapitchuk 03 Anchorage 40 Tuntutuliak 04 Barrow 41 Kongiganak 05 Bethel 42 Kasigluk 06 Cantwell 43 Akiachak 07 Cordova 44 Tenakee Springs 08 Dillingham 45 Yakutat 09 Fairbanks 46 Metlakahtla 10 Fort Yukon 47 Angoon 11 Galena 48 Hoonah 12 Haines 49 Chugiak 13 Homer 50 Eagle River 14 Hooper Bay 51 Girdwood 15 Juneau 52 Glenallen 16 Kenai 53 Talkeetna 17 Ketchikan 54 Wasilla 18 Kodiak 55 Nenana - Clear -Healy 19 Kotzebue 56 Prudhoe Bay 20 Mcgrath 57 Delta Junction 21 Nenana 58 Tok 22 Nome 59 Sand Point


23 Palmer 60 St Lawrence Island 24 Petersburg 61 Kuskokwim 25 Seward 62 Copper Center 26 Sitka 63 Holy Cross 27 Skagway 64 Chistochina 28 Stevens Village 65 Mentasta 29 Tanana 66 Tatitlek 30 Valdez 67 Bristol Bay 31 Wrangell 68 Whittier 32 Narl 69 Annette Island 33 Adak 70 Eagle 34 Tununak 71 Unalaska 35 Akiak 72 Soldotna 36 Auinhagak 73 Ninilchik 37 Kipnuk 74 Prince of Wales-Hyder 12. Current Hire

The first working day of the employee's continuous service, regardless of the original employee class for which the employee was hired. If the employee was terminated from the UA system, this date should be revised to reflect the most recent hire date.

13. Original Hire

The date the employee first worked as a University of Alaska employee. 14. Adjusted Service

The first day the employee was hired in a leave category eligible for leave accrual. This date must be updated if the employee has had a break in service of more than 10 consecutive working days from a leave-eligible position. Bi-weekly leave accruals are determined from this date. This field can be left blank on the job form for temporary and student employees; any value shown for them will have no valid meaning.

15. Seniority Date Used to identify when an employee began contributing to the PERS or the TRS retirement program. This date must be updated if the employee has had a break in service of more than 10 consecutive working days from a retirement-eligible position, when the employee elects to participate in PERS or TRS, or when the employee elects to switch participation from PERS to TRS or from TRS to PERS. May also be used to record the employment start prior to benefit-eligibility; for example, to identify former extended temporary employees with a different adjusted service date. This field can be left blank on the job form for temporary and student employees; any value shown for them will have no valid meaning.

16. Term Date Left blank for an active employee. For a terminated employee, it identifies the last work day.


17. Term Reason Left blank for an active employee. For a terminated employee, the code identifies the reason for the termination. Termination codes and descriptions are available at http://www.alaska.edu/hr/workflow/pdf/termination_code_definitions.pdf.

BASE JOB INFORMATION (NBAJOBS) This block is completed once for continuous 12-month contract employees and remains in effect until the employee terminates from this specific job or employee class. Employees on less than 12-month contracts require base job information for each assignment. This block remains in effect even though the job assignments may change in the Job Detail Information block below due to salary increase, job title / grade changes, etc. 18. T/S Org (TSO)

Timesheet org, or time keeping location (TKL), for the specific assignment (where the time sheets for this job will be sent). The TSO should be the same as the Check Dist in the Employee Information (PEAEMPL) for any job identified as a primary job. A listing of TKLs and corresponding department names is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.tkl_listing.pdf.

19. Posn

The position number (PCN) for the job. A new position cannot be entered on Banner without prior approval of the Budget office. For temporary positions, use the campus or department position numbers assigned. These numbers are established by the campus Budget office.

20. Suffix

Used only when concurrent or overlapping jobs are created using the same position number. Most on-going positions will have a suffix of "00." Other positions will be identified with a number that will increase in increments of 01. This field can be left blank when submitting the job form. A number will be assigned when the job is entered into the system. The turnaround document will provide the suffix number needed for completion of the timesheet.

21. Job Begin Date

The contract start date of the employee's job. For employees paid on a pay period rate, this date will be the beginning of the pay period.

22. Job End Date The ending date of the employee's job. Employees on a continuing (non-term) appointment will not have an end date. For employees paid on a pay period rate, this date will be the end of the pay period. 23. P/S/O

Indicates if the job is a primary, secondary, or overload assignment. An employee can have only one active primary (P) job. Any additional jobs will be identified as a secondary job (S). Faculty overloads are identified with an “O.”


24. Contract Start Use only for temporary faculty jobs, including temporary overload or summer assignments for regular faculty. Enter the actual start date of the temporary instructional job. This date must be greater than or equal to the job begin date.

25. Contract End

Use only for temporary faculty jobs, including temporary overload or summer assignments for regular faculty. Enter the actual end date of the temporary instructional job. This date must be less that or equal to the job end date.

26. Step Increase MM/DD

For employees in an NR or XR eclass, the Month and Day should match the employee’s first day of work in a benefit-eligible position. In past University practice, this information noted the month and day that the employee was eligible for a step increase. On rare occasions, this date may be different than Adjusted Service Date. For employees in a CR eclass (Local 6070 employees), the Month and Day is 12/01. This field should be left blank for employees in all other eclasses.

JOB DETAIL INFORMATION (NBAJOBS) 27. Change Effective Date

The beginning date of a new job, or the new effective date for a change to an existing job record. This date cannot predate the Last Paid Date of an existing job record.

28. Personnel Date

This date should match the Change Effective Date, and is different only if a change has occurred to the employee's job in a prior pay period. Used to identify retroactive job changes and reflects the actual effective date of the job.

29. Status

The status of the job. “A” identifies an active record with associated dates. “B” identifies an assignment where the employee is Off-Contract with benefits. “T” identifies that the job has ended and the associated date.

30. PCLS Position class number. The four or five-digit job number that corresponds with the job title in block 31. For pool or temporary numbers, enter the actual working title number. Your turnaround document will display the PCLS that corresponds with the data that defaults from the pool or temporary position number. A listing of PCLS codes and each corresponding job titles is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.jobtitle_listing_pcls.pdf.

31. Job Title

Enter the corresponding job title that matches the four or five-digit position class number. This title must match the job title set up for the position for all regular, term, and extended temporary position numbers. A listing of Job Titles and each corresponding PCLS code is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.jobtitle_listing_alpha.pdf.


32. FTE

Memo field only. Used to count temporary faculty prior semesters. A new temporary faculty employee will have a value of .000; a value of .010 should be added for subsequent semesters taught (e.g., 15 prior semesters taught would be shown as .150). A default value of 1.000 is used for all other employees.

33. Employee Class

The employee class as identified on the position record. An employee class can only be changed at the beginning of a pay period.

34. Out of Class (Shift)

This field is used for out-of-class pay for regular non-union employees or for special premiums for Crafts and Trades Union employees (Local 6070). The valid values are as follows:

Local 6070 values: 1 Null (Default)

2 $1.00 (Boiler Firer) 3 $1.00 (Leadperson Pay) Out of class values: 1 Null (Default)

C 3% D 4%

F 5% G 6% S 7% E 8% N 9% T 10% 35. Job Change Reason

The code that best describes the reason the job assignment was created. A listing of Job Change Reasons List is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.jcr_codes_listing.pdf.

36. Salary Table The salary table (Salary Schedule) for this job, as defined by the employee class. This value must match the position information. A listing of applicable salary tables by ECLS is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.ecls_crosswalk.pdf.

37. Grade The first two characters reflect the geographic differential of the employee's work location and the last two characters reflect the grade of the current job for all staff positions. Temporary faculty credit jobs are entered with the first two characters of CR and the last two characters indicating the number of pay periods this job assignment covers. Some variations will apply.

38. Step The current numeric step of employees that are on a step salary schedule. If the employee is not on a step, a value of zero is used.


39. Rate

The hourly amount that matches the grade and step indicated, or the rate to be paid if the step is zero.

40. Hours / Day

This value is used to determine the amount of university holiday pay for leave-eligible employees. This value is not used for sick, annual, or personal holiday leave accrual.

41. Hours / Units

The hours worked per pay period for the job. For graduate stipends and non-credit assignments, a 1.0 is used to indicate one unit of work. For temporary faculty credit assignments and regular faculty credit assignments, this number should reflect the number of credits being taught for this job.

42. Assign Salary The biweekly rate being paid for the assignment. 43. Factor

The number of pay periods for the assignment. For temporary faculty credit jobs, this number should correspond to the number of pay periods entered in the last two digits of the employee’s Grade. Some variations apply.

44. Annual Salary The salary for the assignment calculated by multiplying the Assign Salary by the Factor. EARNINGS CODE INFORMATION (NBAJOBS) 45. Earnings Code

The earnings code associated with the employee class that will be used to generate pay. The listing of earnings codes is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.earnlist.pdf.

46. Hours / Units Matches the hours in the Job Detail Information block. 47. Special Rate

Only used for special pay earnings such as graduate stipends, and is a per unit value.

48. Shift Code

Refers to the Out of Class information that defaults for time reporting. Values should match those in Out of Class (Shift) field in the Job Detail Information Block. Refer to item 34 for the list of Out of Class codes/values.


49. Earnings Start Date

Date the earnings code will become active. 50. Earnings End Date

The date the earnings code becomes inactive. Use only to indicate that the earnings code is no longer active.

LABOR DISTRIBUTION INFORMATION (NBAJOBS) 51. Effective Date The date the labor distribution becomes effective. 52. Fund

Identifies the funding source to which this portion of the job is being charged. Restricted accounts (ex. Funds 2 or 3) require Grants and Contracts approval prior to being submitted to Human Resources.

53. Orgn Organization code to which this portion of the job is being charged. 54. Acct Object code to which this portion of the job is being charged. 55. Prog

Program code that corresponds to the organization code. This code will default for the Orgn code used. Values can be found on the Org Rollup Chart available from the Budget office.

56. Actv

Used to identify any labor that needs to be charged to specific projects. This field is usually left blank.

57. Percent Percentage of 100 that is coming from this Fund, Orgn, Acct, Prog, and Actv account. If the funding is distributed between more than one source, identify each source and the percentage. Percent must total 100.

SIGNATURE / NOTATIONS 58. Completed by

The name and phone number of the person completing the form and who can be contacted to clarify any issues.

Budget Follow campus procedures for Budget approval requirements. Restricted accounts and regular and term position numbers usually require Budget approval prior to being submitted to Human Resources.


59. Department Approval Signature of hiring authority who has approval to sign for the accounts used in the

Labor Distribution Information. 60. Notations: Further explanation of the reasons for the job form submission. Include

encumbrance calculations, class information, etc. If necessary, attach additional memo or supporting documentation.

Job Change Reason Code Listing Job Change Reason Descriptions

Code Description Code Description

(blank) No JCR in field (example: new hire) PNEX Position ExtensionADD Additional Assignment RECD Reclassification(Down 1/more)ADMN Administrative Leave RECI Reclassification(Up 1/more)APA Acting Position RECL Reclassification(Lateral)APAE End Acting Position RFTE Reduction in Assign. FTE/HrsCAN Class Canceled RTOF Retention OfferCOLA COLA Salary Adjustment RTRO Retro Job Info/CorrectionCONE Contract Extension End SABB Sabbatical-BeginCONF UNAC Contract Extension Begin SABE End SabbaticalCONX Non-Union Contract Ext Begin SHFE End Shift or Lead PayDEER Data Entry Error SHFT Begin Shift or Lead PayDEM Demotion (Involuntary) SPCE Special Assignment EndDOC Out of Class Pay-Begin SPEC Special AssignmentDOCE End Out of Class Pay STEP Salary Step IncrementDOCX Out of Class Pay-Extension STRK Union StrikeENTD Internal Equity Salary Adjust SYPC System/Policy ChangeEXPL Exceptional Placement TERM TerminationFAPR Faculty Promotion TOOL Tool AllowanceFLSA Fair Labor Standards Act TRD Transfer (Demotion)FML Family Medical Leave-Begin TRL Transfer (Lateral)FMLE End Family Medical Leave TRP Transfer (Promotion)IFTE Increase in Assignment FTE/Hrs TSO T/S Org ChangeINGR In Grade Step Movement TUUB Temp Union Upgrade BeginJFPL Job Family Placement TUUE Temp Union Upgrade EndLAYF Layoff UMKT Union Market Adjustment (UNAC)LDCH Labor Distribution Change UNAA Union Admin Assignment Cont.LWOP Leave Without Pay-Begin UNAD Salary Adjustment-Union Cont.LWPE End Leave Without Pay UPRE Probationary Period EndMERIT Merit Bonus UPRO Probationary Period BeginNTAD Special Market Salary Adjust URENO UNAC Un Salary RenegotiationOCB Off Contract - Begin VDSI Void Step IncreaseOCE Off Contract - End WKC Workers Comp-BeginPADJ Payroll Adjustment WKCE End Workers CompPERF Performance Adjustment WKST Work Study

Page 1 6/4/08

http://www.alaska.edu/hr/procedures/PDF/reference.reference.jcr_descriptions_listing.pdf

Job Change Reasons_061608.doc Page 1 of 12 6/16/08

Job Change Reasons When a new effective date is entered on an existing assignment, one of the following job change reasons must be entered to show why the job change is being made. No job change reason is required for new hires, new assignments that have a break in service, rehires or reactivations, overloads, summer additional assignments, or movement from or to a taxable student eclass (ST, GT) to or from a nontaxable student eclass (SN, GN). The exceptions to this rule are: 1) a new assignment that is due to an additional assignment (ADD), 2) an appointment to an acting position (APA), 3) the start of a new job resulting from a transfer (TRL, TRP, TRD), and/or 4) an exceptional step placement for a newly appointed job (EXPL). If multiple job change reasons apply to the same effective date, determine a priority for each of the change reasons. All reasons should be identified in the “Notations” area of the job form. The reason that has the most impact to employment records should then be entered in Banner HR as the job change reason. ADD – Additional Assignment An assignment above and beyond the base contract for a regular employee (not faculty). Does not include faculty overloads or summer assignments. Not meant to distinguish between primary and secondary jobs. An earnings code of 150 is used for biweekly (exempt) paid assignments and an earnings code of 155 is used for hourly (nonexempt) paid assignments. ADMN – Administrative Leave The employee is on leave due to disciplinary action or any other situation in which the employee is restricted from working. Can be in a paid or unpaid status, and requires supporting documentation. The earnings code of 465 should be claimed on the employee’s timesheet if the employee is to receive paid administrative leave. If the leave is for less than two pay periods, the leave is only claimed on the employee timesheet and no job change is necessary. APA – Acting Position A temporary appointment into a higher position than the employee’s current assignment. If the appointment is for less than 30 days, an out-of-class assignment is more appropriate. Usually requires stopping the existing assigned PCN and moving the employee to the vacant PCN of the acting position. This job change reason is used on both the terminated status record of the previous PCN occupied and on the active status record of the acting PCN being initiated. Refer to the “Appointment to an Acting Position” regulation R04.05.043.B.4. at http://www.alaska.edu/bor/policy/04-05.doc.


APAE – Acting Position End To identify the end of an acting position assignment. A job form must be submitted to stop the acting position with this job change reason. An additional job form to restart the previous position must be submitted using this job change reason. Apply any salary or step increases that would have occurred if the person were not placed in an acting position. CAN – Class Cancelled Code used when terminating an adjunct faculty assignment due to the cancellation of a class. Refer to the current text of the United Academics Adjunct (UNAD) contract, Article 9.5, at http://www.alaska.edu/hr/labor/adjuncts/index.xml. COLA - Cost Of Living Adjustment Used for automatic salary increases, also known as cost-of-living adjustments or COLAs. Annually, the Board of Regents reviews the staff salary schedule and may apply a COLA to the schedule. This job change reason should be system-generated and not applied on an individual basis. Refer to University Regulation R04.05.043.C. at http://www.alaska.edu/bor/policy/04-05.doc. CONE – End of Contract Extension Used to designate the completion of a contract extension. The appropriate earnings code that was used for the contract extension must be stopped. On the day following the extension end, a new effective date record must be activated to return the employee to their regular assignment also using the CONE reason; a new default earnings code for the regular assignment must be entered on the new effective date record. There is no change to the title, ECLS, hours, grade, or rate of pay. CONF - UNAC Contract Extension Begin Used for a UNAC faculty member (F9 ECLS) to indicate that their job assignment has been extended beyond its original termination or off-contract effective date. A new default earnings code of 290 must be setup for the contract extension period. A corresponding CONE record must be setup for the assignment (see the CONE description above). There is no change to the title, ECLS, hours, grade, or rate of pay. CONX - Non-Union Contract Ext Begin Indicates that a non-union position has been extended beyond its original termination or off-contract effective date. Use this code only when the position is to remain ‘active’ and the incumbent is performing the job duties in a ‘paid’ status. There is no change to the title, ECLS, grade, or step. DEER - Data Entry Error Used by the HR office to identify a record that has been corrected due to a previous data entry error; the error usually occurs due to incorrect data submitted by the department or due to a keying error by a technician. The errant record cannot be corrected or deleted because the “Last Paid Date” is greater than the job effective date. Use the first date after


the last paid date as the effective date. The personnel date should reflect when the error was originally entered and the correction record should have been effective. DEM - Demotion (Involuntary) For exempt or non-exempt staff, a demotion from a position in one grade to a position in a lower grade. Refer to University Regulation R04.05.043.7. at http://www.alaska.edu/bor/policy/04-05.doc. DOC - Department Out-of-class Pay-Begin Indicates the beginning of an increase in the percentage of base pay given to a staff member for an official, temporary, non-academic, additional assignment for a period of more than 30 calendar days. The payroll default shift value must be updated to show the percent of the out-of-class. A new earnings code record is required with the percent value indicated in the Shift field and an end date for the out-of-class. Refer to University Regulation R04.05.043.8. at http://www.alaska.edu/bor/policy/04-05.doc. DOCE - End Out-of-class Pay Indicates the end of an increase in the percentage of base pay given to a staff member for an official, temporary, non-academic, additional assignment for a period of more than 30 calendar days. The payroll default shift value needs to be returned to a value of 1. A new earnings code record is required to change the shift value back to the default of 1. Refer to University Regulation R04.05.043.8. at http://www.alaska.edu/bor/policy/04-05.doc. DOCX – Department Out-of-class Pay-Extension Indicates that the extension of an increase in the percentage of base pay has been reviewed and approved up to an additional 90 calendar days by the regional Human Resources office. The payroll default shift value must be updated to show the percent of the out-of-class on the extension date. The earnings code record must show the percent value in the Shift field. This update may require the deletion of the previous stop record. The procedure for DOCE must be completed for the new end date for both the payroll default shift value and the earnings code record. Refer to University Regulation R04.05.043.8. at http://www.alaska.edu/bor/policy/04-05.doc. ENTD – Internal Equity Salary Adjust Adjustments are made in salary to correct inequities due to department or university differences within a like position. Requests must document the differences and written approvals must be obtained at the appropriate campus level. If salary adjustments are requested for a collective bargaining unit member, prior coordination between Labor Relations and the bargaining unit administration must be obtained. If the salary change is due to job market consideration, use “NTAD – Market Salary Adjust” for the job change reason.


EXPL – Exceptional Placement New hires are normally placed on the beginning step of the appropriate salary grade of the job. Placement beyond this step must be approved as outlined in Regulation R04.05.043.A.1. and R04.05.043.A.2. at http://www.alaska.edu/bor/policy/04-05.doc. Requests for advanced step placement should show exceptional qualification or experience of the employee that are clearly relevant to the position and advantageous to the University. This is the only job change reason used to start a job assignment for a regular new hire considered for exceptional placement. For temporary and extended temporary hires, refer to University Regulation R04.05.044.B.2. at http://www.alaska.edu/bor/policy/04-05.doc. FAPR – Faculty Promotion Increase in rank as defined by faculty criteria and union contracts. Also includes a change of job title and grade. Notification of increases is received from the regional Academic Affairs office (Provost office at UAS), in conjunction with Statewide Labor and Employee Relations, for updates to the faculty module. FLSA – Fair Labor Standards Act Change of an employee eclass due to an evaluation of similar jobs and a determination to move them from an exempt employee class to a nonexempt employee class or from a nonexempt employee class to an exempt employee class. Changes are based on current FLSA regulations. FML – Family Medical Leave – Begin Indicates when Family Medical Leave begins either in a paid or an unpaid status. An effective date record is only required if the duration will be longer than two pay periods. No change is currently made to the earnings code on the job record. The employee must be notified that the two-week period counts toward their Family Medical Leave time available. The leave is written manually on the employee timesheet and entered by the payroll office on the PEAFMLA form. Refer to University Regulations R04.06.130.a.1.e. and R04.06.144 at http://www.alaska.edu/bor/policy/04-06.doc for definitions of University Family and Medical Leave. See the FML procedures at [Future Link] for information. FMLE – End Family Medical Leave Indicates when the employee has returned from a Family Medical Leave absence. No change is currently made to the earnings code on the job record. A return to work statement from a physician may be required. Refer to University Regulations R04.06.130.a.1.e. and R04.06.144 at http://www.alaska.edu/bor/policy/04-06.doc for definitions of University Family and Medical Leave. See the FML procedures at [Future Link] for information. IFTE – Increase in Assignment FTE / Hrs Revision of assignment, either voluntary or involuntary, that increases the current hours / units on the existing assignment. Both the hours per day and the hours per pay fields


must be revised. The default earnings hours must also be changed to match the job detail hours. If a person is increasing to 100% or 80 hours per pay period, it is also necessary to change the FT/PT indicator on PEAEMPL to “F” for Full Time. The hours per day field determines the hours paid for holiday pay. INGR – In Grade Step Movement A step increase within a grade for a regular exempt or non-exempt employee that is an exceptional occurrence; includes factors such as internal equity/alignment, sustained outstanding performance, and professional or career growth within a position. Refer to University Regulation R04.05.043.B.2. at http://www.alaska.edu/bor/policy/04-05.doc for the appropriate approval requirements. JFPL – Job Family Placement Used for the implementation of the Job Family project. Denotes movement from the prior 4-digit PCLS (position class) title to the current 5-digit job family PCLS. Implementation may also involve the placement of the position onto the transition salary grid (SC) to place the employee at the appropriate classification level. LAYF – Layoff Used when an employee’s employment is discontinued due to lack of available work, lack of available funding, reorganization, or other approved reason; the layoff reason does not reflect discredit upon the affected employee. If an employee’s termination is due to layoff, the LAYF job change reason should be used in place of TERM. For detailed information, refer to University Regulation R04.07.110 at http://www.alaska.edu/bor/policy/04-07.doc. LDCH – Labor Distribution Change Used to identify a revision to the fund, orgn, acct, actv code, program code, and/or percentage that departments are charged for salaries and benefits (where the change will be in effect for more than two pay periods). If short-term changes apply, the change may be completed on the employee’s timesheet by indicating the new account code information and checking the override distribution line. Retroactive changes to labor distribution cannot be made through NBAJOBS. If retroactive charges are required for prior payperiods, a labor redistribution form must be completed and submitted to your campus budget office. Verify that the D-Level org value on PEAEMPL does not change. Refer to the Labor Account Changes procedures at http://www.alaska.edu/hr/procedures/PDF/personnel.changes.labor_account.pdf. LWOP – Leave Without Pay Begin Identifies an employee who is on a leave of absence for more that 10 working days. As per University Regulation R04.06.147 at http://www.alaska.edu/bor/policy/04-06.doc, a written request must be forwarded through administrative channels. The base earnings code is stopped on the Earnings Default block and an earnings code of 652 is initiated. The employee receives no salary and no accumulation of annual or sick leave. Continuation of benefits is contingent on the period of time the employee is on LWOP and whether the employee pays to continue benefits. May also include Sick Leave


Without Pay; more information is available in regulation R04.06.142 at http://www.alaska.edu/bor/policy/04-06.doc. LWPE – End Leave Without Pay Employee returns to an active pay status from LWOP. Stop the earnings code of 652 and enter the appropriate base earnings code. Refer to University Regulation R04.06.147 at http://www.alaska.edu/bor/policy/04-06.doc. MERIT – Merit Bonus Usually processed through payroll as bonus earnings (earnings code 710). Distribution of bonuses for exempt and non-exempt staff will be made in accordance with procedures established by the president or the president's designee(s). Refer to the Performance Bonus policy and regulation R04.05.050 at http://www.alaska.edu/bor/policy/04-05.doc. Merit bonuses for UNAC employees (F9 ECLS) are covered in Article 15.5 of the UNAC collective bargaining agreement at http://www.alaska.edu/hr/labor/unac/index.xml. NTAD – Special Market Salary Adjust A change in the base salary due to documented comparisons to the labor market for a particular job category. Usually involves a group of employees in like jobs. Requires various levels of approvals OCB – Off Contract Begin Used for regular and term employees on less than 12 month contracts. Identifies the beginning date the employee is not in a paid contract status in that position. Benefits remain in effect. The job status code is changed from A (Active) to B (Leave without pay / with benefits). The earnings code converts to 653; no entry is required in the default earnings block for the conversion to occur. OCE – Off Contract End Used for regular and term employees on less than 12 month contracts. Identifies the date the employee returns to a paid contract status. The job status code is changed from B (Leave without pay / with benefits) to A (Active). The earnings code is converted back to the base earnings code; no entry is required in the default earnings block for the conversion to occur. PADJ – Payroll Adjustment Used when correcting jobs for calendar year-end processing or to pay an employee who is no longer active. Primarily used to process a payroll adjustment. PERF – Performance Adjustment Used for an increase to the base salary due to extraordinary performance for executive and faculty positions. All discretionary salary increases and bonuses will require the approval of the president. Refer to University regulation R04.05.041.D. (Movement – Officers/Senior Administrators), regulation R04.05.042.B.1. (Discretionary Salary Increases), and policy and regulation R04.05.050 (Performance Bonus) at http://www.alaska.edu/bor/regulation/4r/r04-05.doc.


PNEX – Position Extension Indicates that a term funded position has been extended beyond its original termination. Position does not need an incumbent in ‘active’ and ‘paid’ status. Usually extends positions into the new fiscal year prior to the job roll process to apply the annual auto records for pay increases. There is no change to the title, ECLS, grade or step. RECD – Reclassification (Down 1/more) Used when redefining a current position to move it to a lower grade or rate. Requires submission of a PD (Position Description). A change of grade requires movement to the step equal to or less than the current step; another full step in the grade will be removed. If the current salary is beyond the grade maximum, the employee will be moved to the last step of the new grade. If the decrease between current salary and the last step of the new grade is less than 6 percent, the pay will be reduced by an additional step. Refer to University Regulation R04.05.043.7. at http://www.alaska.edu/bor/policy/04-05.doc. RECI – Reclassification (Up 1/more) Used when redefining a current position to move it to a higher grade or rate. Requires submission of a PD (Position Description). A change of grade requires placement at the minimum of the new grade or at the closest step which provides a 5 percent increase, whichever increase is greater. No increase will exceed the last step of the new grade. Refer to University Regulation R04.05.043.6. at http://www.alaska.edu/bor/policy/04-05.doc. RECL – Reclassification (Lateral) Used when redefining a current position with no change in grade or rate. Reflects a change in job or position class only and requires submission of a PD (Position Description). RFTE – Reduction in Assign FTE / Hrs Revision of assignment, either voluntary or involuntary, that decreases the current hours / units on the existing assignment. Both the hours per day and the hours per pay fields must be revised. The default earnings hours must also be changed to match the job detail hours. If a person is decreasing from 100% or 80 hours per pay period, it is also necessary to change the FT/PT indicator on PEAEMPL to “P” for Part Time. The hours per day field determines the hours paid for holiday pay. RTOF- Retention Offer Indicates an increase to base pay to retain an employee in their current position. Retention offers for non-represented employees that are not addressed in UA Policy & Regulations require approval from the HR Director and are subject to any other approvals as per MAU procedures. Retention offers for represented employees that are not addressed in the current Collective Bargaining Agreement (CBA) require approval from Labor Relations, the campus HR director, and are subject to any other approvals as per MAU procedures. Refer to the employee type below for the appropriate procedure.


Executives Officers (Executives) - UA Policy & Regs R04.05.041.D. http://www.alaska.edu/bor/policy/04-05.doc Represented Faculty Alaska Community Colleges' Federation of Teachers (ACCFT) - Not addressed in the current CBA. United Academics-AAUP/AFT (UNAC) - CBA 15.4.2 http://www.alaska.edu/hr/labor/unac/index.xml Adjuncts (United Academic)-AAUP/AFT - Not addressed in their current CBA. Non-Represented Faculty Non-Union Regular Faculty - UA Policy & Regs R04.05.042.B.1. http://www.alaska.edu/bor/policy/04-05.doc Temporary Faculty Adjuncts Non-Union - Not addressed in UA Policy & Regs Represented Staff Local 6070 Alaska Higher Education Crafts & Trades Employees - CBA 11.6. http://www.alaska.edu/hr/labor/local6070/index.xml Non-Represented Staff Regular Exempt & Non-exempt Staff - Not addressed in UA Policy & Regs Temporary Exempt & Non-exempt Staff - Not addressed in UA Policy & Regs Students Undergraduate Students - Not addressed in UA Policy & Regs Graduate Students - Not addressed in UA Policy & Regs RTRO – Retro Job Info/Correction Used to identify a job change that was submitted untimely, and requires that the employee’s pay must be adjusted. SABB – Sabbatical Begin To note the beginning date of an approved sabbatical leave. The sabbatical may be at full pay (for ACCFT union members) or two-thirds pay (United Academics members) for one semester or at two-thirds pay for the full academic year. For a two-thirds sabbatical, the hours per pay are changed to 53.34. The default earnings code for the base pay is stopped and a sabbatical earnings code of 090 is initiated. The hours / units for the default earnings must match the hours per pay field. Sabbaticals are usually only granted for faculty positions. Refer to P04.04.060 at http://www.alaska.edu/bor/policy/04-04.doc for requirements. Vacation and sick leave credits shall not be accrued or used during sabbatical leave.


SABE – End Sabbatical The date an employee ends approved sabbatical leave. The continuing assignment may reflect a return to active pay, a leave status, or an off-contract status. If the sabbatical was at two-thirds pay, the hours are returned to 80. The default earnings code of 090 for the sabbatical is stopped and the base pay earnings code is initiated. The hours / units for the default earnings must match the hours per pay field. SHFE - End Shift or Lead Pay Used for Local 6070 employees to end shift pay or lead pay. The shift value is returned to the default of 1 in the Payroll Default Information and Default Earnings Code blocks when the shift or lead person assignment ends. This procedure is not used for shift differential pay, which is paid with earnings code 320 and must be claimed on the employee’s timesheet. SHFT – Begin Shift or Lead Pay Used for Local 6070 employees who begin shift schedule premium pay or lead person pay:

A shift value of 2 is used to pay an additional $1.00 per hour for shift premium pay to those bargaining unit members who work a shift schedule (per Article 4.10.A. of the collective bargaining agreement).

A shift value of 3 is used to pay an additional $1.00 per hour for lead person pay to those bargaining unit members who direct the functions of three or more bargaining unit employees for a period greater than three working days (per Article 11.4.A.).

A new earnings code record is required with the value indicated in the Shift field and an end date for the shift value. Refer to articles noted above in the Local 6070 collective bargaining agreement at http://www.alaska.edu/hr/labor/local6070/index.xml for more information. This procedure is not used for shift differential pay, which is paid with earnings code 320 and must be claimed on the employee’s timesheet. SPCE – Special Assignment End The end of a special assignment. See SPEC for a description. SPEC – Special Assignment Used to identify an assignment that is not part of the normal work load for the employee. Usually, the primary assignment must be stopped while the special assignment is active. If the primary assignment is to remain active, then ADD should be used. If the employee is appointed to an acting position, then APA should be used. Any conditions of special assignments must be clearly set forth in writing. Special conditions will become binding only after having been signed by the employee, the supervisor and, as appropriate, by the chancellor or the president. Refer to University Regulation R04.06.148 at http://www.alaska.edu/bor/policy/04-06.doc.


STEP – Salary Step Increment The annual step movement for regular / term staff occurs on the employee's anniversary date (adjusted service date), provided that the employee has not received an unsatisfactory performance evaluation within the year prior to the anniversary date. The step increase process is an automatic process that is run on a monthly basis. If the assignment does not go beyond the month in which the step increase is applied, a manual entry will be necessary. Refer to University Regulation R04.05.043.B.1.a. at http://www.alaska.edu/bor/policy/04-05.doc. Student employees are also eligible for a step movement after 2 consecutive semesters in the same job with satisfactory performance. No more than one increase is allowed per year per Regulation R09.05.026.B. at http://www.alaska.edu/bor/policy/09-05.doc. STRK – Union Strike Used to show that union employees are on strike and not working. Does not stop generation of pay. The pay must be stopped by entering a LWOP payroll record. SYPC – System/Policy Change A change that is usually generated at the statewide system level. Used when a group of employee job values are changed at the same time (i.e., fiscal year salary table changes). TERM – Termination Used to indicate the end of job assignment. Use of this change reason is required if the end of the job assignment is not applicable to another job change reason (i.e. LAYF, CONE, etc.). TOOL – Tool Allowance Used for Local 6070 employees who are required, in writing, to provide their own tools for the work they complete for the University. An addition of earnings code 115 must be made to the job record, which will generate an additional payment of $20.00 per pay period (as defined by Article 13.12 of the Local 6070 collective bargaining agreement). The job change reason will be used when the additional payment, if required, is started or stopped. For more information, refer to the Local 6070 CBA at http://www.alaska.edu/hr/labor/local6070/index.xml. TRD - Transfer (Demotion) Transfer to a new position (can be either voluntary or involuntary) with a lower grade or rate. Requires a stop job for the previous position and a start job for the new position. The change reason is used on the stopped job and the new position. Refer to University Regulation R04.05.043.B.7. at http://www.alaska.edu/bor/policy/04-05.doc. TRL - (Transfer/Lateral) Transfer to a new position with no change in grade or rate. Requires a stop job for the previous position and a start job for the new position. The change reason is used on the


stopped job and the new position. Refer to University Regulation R04.05.043.B.3. at http://www.alaska.edu/bor/policy/04-05.doc. TRP - (Transfer/Promotion) Transfer to a new position with an increase in grade or rate. Requires a stop job for the previous position and a start job for the new position. The change reason is used on the stopped job and the new position. Refer to University Regulation R04.05.043.B.5. at http://www.alaska.edu/bor/policy/04-05.doc. TSO – T/S Org Change Change of Time keeping location. Verify that the D-Level Org value has not changed. TUUB – Temporary Union Upgrade Begin Used when starting a temporary upgrade to the current position as defined by Article 11.5 of the Local 6070 union contract. Refer to the contract at http://www.alaska.edu/hr/labor/local6070/table.xml. TUUE – Temporary Union Upgrade End End of the temporary upgrade as defined by Article 11.5 of the Local 6070 union contract. Refer to the contract at http://www.alaska.edu/hr/labor/local6070/table.xml UMKT – Union Market Adjustment (UNAD) An increase to bargaining unit members salaries based on market salary analysis and distributed to unit members whose salaries are under external market targets or need to be adjusted due to internal misalignments. Effective date is dependent on the collective bargaining unit agreement. UNAA – Union Admin Assignment This job change reason is not currently used. UNAD – Salary Adjustment-Union Contract This change is usually generated at the statewide system level. Used when employee salaries or rate tables are changed for employees who are represented by a collective bargaining agreement. An employee must have an active job or an off-contract job during the date of the change for the increase to be generated. UPRE – Probationary Period End Only used if a rate increase is negotiated and awarded after the successful completion of the probationary period. Previously used for CEA / Local 6070. Currently not used for union issues. UPRO – Probationary Period Begin Previously used for CEA / Local 6070. This job change reason is not currently used.


URENO – UNAC Un Salary Renegotiation Indicates when a term-funded UNAC faculty employee renegotiates their salary rate due to a qualifying event (i.e., post doctoral fellows who move to a full-time position, faculty who receive their Ph.D. and are awarded a higher rate of pay). VDSI – Void Step Increase Used to stop a generated step increase due to an unsatisfactory review. Requires submission of a performance review and possible HR review. Refer to University Regulation R04.05.043.B.1. at http://www.alaska.edu/bor/regulation/4r/r04-05.doc. WKC – Workers Comp Begin Indicates when Workers’ Compensation begins. Only required if the duration will be longer than two pay periods. No change is currently made to the earnings code on the job record. The earnings code of 621 is written manually on the timesheet and entered as a payroll function. Contact Risk Management for definitions and the use of Workers’ Compensation. Refer to University Policy P04.06.090 at http://www.alaska.edu/bor/policy/04-06.doc. WKCE – End Workers Comp Indicates when the employee has returned from Workers’ Compensation leave on an either full or partial basis. No change is currently made to the earnings code on the job record. Usually requires a return to work statement from physician. Contact Risk Management for definitions and the use of Workers’ Compensation. Refer to University Policy P04.06.090 at http://www.alaska.edu/bor/policy/04-06.doc. WKST – Work Study Used to identify when a student moves in or out of a work study position. A job change reason is required on non-work study jobs, but not required on the work study job itself.

Employee Classes (Ecls) Chart

Page 1 of 3

All Employee Classes in Alpha Order

Employee Class

(ECLS) Employee Class DescriptionEmployee

TypeExemption Indicator

Regular or Temporary Represented

*Benefit Elig Leave Elig

A9 UAFT Union - Regular - <12 mo Faculty Exempt Regular UAFT Y SickAR UAFT Union - Regular - 12 mo Faculty Exempt Regular UAFT Y AL/SickCR CEA Union - Regular Staff Nonexempt Regular 6070 Y AL/SickCT CEA Union - Temporary Staff Nonexempt Temporary 6070 N N/AEX Executive Management Executive Exempt Regular n/a Y AL/SickF9 Faculty - Regular - <12 month Faculty Exempt Regular UNAC Y SickFN Faculty Regular <12mo nonrepre Faculty Exempt Regular n/a Y SickFR Faculty - Regular - 12 month Faculty Exempt Regular n/a Y AL/SickFT Faculty - Temporary Faculty Exempt Temporary UNAD TW N/AFW Non-Represented Temp Faculty Faculty Exempt Temporary n/a N N/AGN Grad Stdt FICA non-tax Stipend Student Exempt Temporary n/a N N/AGT Grad Stdt FICA tax - Stipend Student Exempt Temporary n/a N N/ANR NonExempt Staff - Regular Staff Nonexempt Regular n/a Y AL/Sick/PHLNT NonExempt Staff - Temporary Staff Nonexempt Temporary n/a N N/ANX NonExempt Staff - Extended Staff Nonexempt Extended Temp n/a or 6070 P AL/Sick/PHLSN Student-non FICA taxable Student Nonexempt Temporary n/a N N/AST Students-FICA taxable Student Nonexempt Temporary n/a N N/AXR Exempt Staff - Regular Staff Exempt Regular n/a Y AL/SickXT Exempt Staff - Temporary Staff Exempt Temporary n/a N N/AXX Exempt Staff - Extended Staff Exempt Extended Temp n/a P AL/Sick

*Benefit Elig KeyY Eligible for Retirement, Health Care, Leave, Employee/Family Tuition Waiver

TW Eligible for Employee/Family Tuition WaiverN Not Eligible for Retirement, Health Care, Leave, or Employee/Family Tuition WaiverP Eligible for Partial Benefits - Health Care and Leave.


Page 2 of 3

All Employee Classes by Employee Type

Employee Class




Benefit Elig Leave Elig

EX Executive Management Executive Exempt Regular n/a Y AL/Sick

A9 UAFT Union - Regular - <12 mo Faculty Exempt Regular UAFT Y SickAR UAFT Union - Regular - 12 mo Faculty Exempt Regular UAFT Y AL/SickF9 Faculty - Regular - <12 month Faculty Exempt Regular UNAC Y SickFN Faculty Regular <12mo nonrepre Faculty Exempt Regular n/a Y SickFR Faculty - Regular - 12 month Faculty Exempt Regular n/a Y AL/SickFT Faculty - Temporary Faculty Exempt Temporary UNAD TW N/AFW Non-Represented Temp Faculty Faculty Exempt Temporary n/a N N/A

CR CEA Union - Regular Staff Nonexempt Regular 6070 Y AL/SickCT CEA Union - Temporary Staff Nonexempt Temporary 6070 N N/ANR NonExempt Staff - Regular Staff Nonexempt Regular n/a Y AL/Sick/PHLNT NonExempt Staff - Temporary Staff Nonexempt Temporary n/a N N/A

NX NonExempt Staff - Extended Staff Nonexempt Extended Tempoary n/a or 6070 P AL/Sick/PHLXR Exempt Staff - Regular Staff Exempt Regular n/a Y AL/SickXT Exempt Staff - Temporary Staff Exempt Temporary n/a N N/A

XX Exempt Staff - Extended Staff Exempt Extended Tempoary n/a P AL/Sick

GN Grad Stdt FICA non-tax Stipend Student Exempt Temporary n/a N N/AGT Grad Stdt FICA tax - Stipend Student Exempt Temporary n/a N N/ASN Student-non FICA taxable Student Nonexempt Temporary n/a N N/AST Students-FICA taxable Student Nonexempt Temporary n/a N N/A




Page 3 of 3

All Employee Classes By Benefit Eligibility

Employee Class





EX Executive Management Executive Exempt Regular n/a Y AL/SickA9 UAFT Union - Regular - <12 mo Faculty Exempt Regular UAFT Y SickAR UAFT Union - Regular - 12 mo Faculty Exempt Regular UAFT Y AL/SickFN Faculty Regular <12mo nonrepre Faculty Exempt Regular n/a Y SickFR Faculty - Regular - 12 month Faculty Exempt Regular n/a Y AL/SickCR CEA Union - Regular Staff Nonexempt Regular 6070 Y AL/SickNR NonExempt Staff - Regular Staff Nonexempt Regular n/a Y AL/Sick/PHLXR Exempt Staff - Regular Staff Exempt Regular n/a Y AL/SickF9 Faculty - Regular - <12 month Faculty Exempt Regular UNAC Y Sick

NX NonExempt Staff - Extended Staff Nonexempt Extended Tempoary n/a or 6070 P AL/Sick/PHL

XX Exempt Staff - Extended Staff Exempt Extended Tempoary n/a P AL/SickFT Faculty - Temporary Faculty Exempt Temporary UNAD TW N/ACT CEA Union - Temporary Staff Nonexempt Temporary 6070 N N/AFW Non-Represented Temp Faculty Faculty Exempt Temporary n/a N N/ANT NonExempt Staff - Temporary Staff Nonexempt Temporary n/a N N/AXT Exempt Staff - Temporary Staff Exempt Temporary n/a N N/AGN Grad Stdt FICA non-tax Stipend Student Exempt Temporary n/a N N/AGT Grad Stdt FICA tax - Stipend Student Exempt Temporary n/a N N/ASN Student-non FICA taxable Student Nonexempt Temporary n/a N N/AST Students-FICA taxable Student Nonexempt Temporary n/a N N/A



ECLS Code Crosswalk

ECLS CODE ECLS DESCRIPTION

SALARY TABLE

SAL TABLE (before 7/6/08)

ELIGIBLE BCAT's

ELIGIBLE LCAT's

A9 UAFT1 Union - Regular - <12 mo A9 AF F9AR UAFT1 Union - Regular - 12 mo AR AF BLCR Local 60702 Union - Regular CC, CM CE CLCT Local 60702 Union - Temporary CC, CM T1 NEEX Executive Management EX BB BLF9 Faculty UNAC Union - Regular <12 month F9 BB F9FN Faculty Non-Union - Regular <12mo FR BB F9FR Faculty Non-Union - Regular 12 month FR BB BLFT Faculty UNAD Union - Temporary FT F2 (d), F1 NEFW Faculty Non-Union - Temporary FT F2 (d), F1 NEGN Grad Stdt FICA non-tax Stipend SD S1 NEGT Grad Stdt FICA tax - Stipend SD S1 NENR NonExempt Staff - Regular SC or SS BB NLNT NonExempt Staff - Temporary TC or TS SC or SS T1 NENX NonExempt Staff - Extended TC or TS SC or SS ET or CX BLSN Student-non FICA taxable SD S1 NEST Students-FICA taxable SD S1 NEXR Exempt Staff - Regular SC or SS BB BLXT Exempt Staff - Temporary TC or TS SC or SS T1 NEXX Exempt Staff - Extended TC or TS SC or SS ET BL

Salary Table Catagories: 1 previously ACCFTTable Description 2 previously CEA or AHECTE

A9 UAFT1 Union - Regular - <12 moAR UAFT1 Union - Regular - 12 moCC Local 60702 Union - RegularCM Local 60702 MSW/CustodianEX Executive Salary SchedF9 United Academics Sal ScFR Faculty/Regular non-repFT Faculty-Temporary (Adj)SC Staff Classification Sal ScheduleSD Student Salary ScheduleSS Staff Salary ScheduleTC Temp Staff Trans Sal SchedTS Temp Staff Salary Sched

Benefit Catagories:BCAT Description

AF UAFT1 Faculty UnionBB Basic BenefitsCE Local 60702 UnionCX Local 60702 Extended tempET Extended TemporaryF1 Faculty - Temporary w/pensionF2 Faculty - Temp-SS (no pension)S1 Student BenefitsT1 Temporary

Leave Catagories: Eligible for:LCAT Description Sick Leave Annual Leave Holiday Leave Personal Holiday

BL Base Leave Y Y Y NCL Local 60702 Leave Y Y Y NF9 Faculty Leave < 12 Months Y N N NNE Not Eligible For Leave N N N NNL Non-Exempt Leave Y Y Y Y

ecls crosswalk.xls 7/7/08 Page 1

M:\Personnel Team\New PPA Training Manual\Manual for Web\Section IV Job Forms and Other Actions\070_Compatible ECLS cross reference list_082608.xlsRevised 8/12/08

Primary ECLS Code

A9 AR CR CT EX F9 FN FR FT FW GN GT NR NT NX SN ST XR XT XX

A9 XAR XCR X XCT X XEX X XF9 XFN XFR XFT X X X XFW X X X X X X X X X X XGN XGT XNR X XNT X X XNX X XSN XST XXR X XXT X X XXX X X

X May be in these eclasses simutaneouslyMay NOT be in these eclasses simultaneouslyPossible to be in these eclasses simultaneously ONLY with director's or Graduate and Student Services approval

Faculty member cannot be in two unions at the same timeFaculty member cannot be a regular and temp faculty due to division of retirement requirementsFaculty may have admin temp assignment for non academic work. Non academic work does not qualify for faculty retirement

Regular staff positions may have a non represented temporary faculty position which is not subject to retirement Regular staff with an active assignment may not hold a staff temporary position as all similar job duty earnings are subject to retirement withholding

Temporary staff positions may have a representated or non represented temporary faculty positionExtended temporary staff may only hold a non represented temporary faculty position

Compatible Employee Classes (Ecls) Reference Chart

M:Training Documentation/PPA Training//Translating DLEVELS TKLS ORGS

Translating Dlevels, Organization and Time Keeping Location Structure

DLevel is Campus/Unit specific, may be 4-6 characters combination of letters and numbers. Found on PEAEMPL screen and is labeled Home Department under Organization

DLEVELS STARTS WITH

EXAMPLE

UAA Main D1 D1XXX UAA Kenai, Kodiak D2 D2XXX PWSCC, Mat-Su D3 D3XXX UAF Main, RC D4 D48TVT (TVC) UAF Main D5 D5PS (Personnel Svcs) UAF Main D6 D6DIRO (GI Director) UAS D7 D7XXX Ketchikan D78 D78XXX Sitka D79 D79XXX

TKL or timekeeping location is department specific. Begins with a T followed by 3 numbers. Found on PEAEMPL screen labeled Check Distribution under Organization.

TKLS STARTS

WITH EXAMPLE

UAF - acad T1 T100 UAF - admin T2 T220 UAF - admin T3 T330 UAF - extended T4 T415 UAA - extended T5 T5XX UAA - acad T6 T6XX UAA - admin T7 T7XX Statewide T8 T8XX UAS T9 T9XX

Orgn is your departmental account number. It consists of 5 numbers. Some departments may have more than one account number. Found on NBAJOBS screen under the job labor distribution tab ORGN.

ORGNS STARTS WITH

EXAMPLE

UAA 1 1XXXX UAA 2 2XXXX UAF 3 3XXXX UAF 4 4XXXX UAF 5 5XXXX UAF 6 6XXXX UAS 7 7XXXX SW 8 8XXXX SW 9 9XXXX

ECLASS DESCRIPTION

Old Primary

Acct Code

Old Optional

Acct Code

Old Optional

Acct Code

New Primary

Acct Code

New Optional

Acct CodeWhen to use

New Optional Acct Code

A9 ACCFT Union - Regular - <12 month 1102 1102 1612 overloads/summer assn only

AR ACCFT Union - Regular - 12 month 1152 1152

CR CEA Union - Regular 1501 1501

CT CEA Union - Temporary 1630 1630

EX Executive Management 1201 1201

F9 UNAC Faculty Union - Regular - < 12 month 1101 1101 1611 overloads/summer assn only

FN Faculty - Regular - <12 mo (non-represented) 1101 1150 1613 overloads/summer assn only

FR Faculty - Regular - 12 mo (non-represented) 1151 1151

FT Faculty - Temporary 1601 1601

FW Faculty - Temporary (non represented) 1601 1602

GN Grad Student Non-tax - Stipend 1640 1643 1646 1643 1646 workstudy assn only

GT Grad Student Taxable - Stipend 1641 1644 1647 1644 1647 workstudy assn only

NR NonExempt Staff - Regular 1401 1451 1551 1401

NT NonExempt Staff - Temporary 1620 1625 1635 1620

NX NonExempt Staff - Extended 1627 1627

SN Student - Non-taxable 1640 1646 1640 1646

ST Students - Taxable 1641 1647 1641 1647

XR Exempt Staff - Regular 1201 1251 1251

XT Exempt Staff - Temporary 1610 1615 1615

XX Exempt Staff - Extended 1617 1617

Labor Account Code Changes Effective FY2001 (R15 payroll)

Prepared by SWOHR Page 1 7/11/2003

FACULTY ADDITIONAL ASSIGNMENTS Step 1 - Departmental Instructions Additional assignments are additional and separate work assignments for faculty that do not take place during the academic year. Additional assignments may consist of additional instructional assignments that are credit or non-credit, or non-instructional activities or services required for short periods of time. The additional assignment is granted when no means can be found for absorbing the work into a regular full-time assignment and usually occurs when the faculty member is in an off-contact status. Job Form Modifications Action Type

q Change Base Job Information (NBAJOBS):

q T/S Org – Timesheet Org q Posn – Position q Suffix q Job Begin Date (pay period

begin)

q Job End Date (pay period end) q P/S/O – Contract Type = S q Contract Start (work begins) q Contract End (work ends)

Job Detail information (NBAJOBS):

q Effective Date q Personnel Date q Status q PCLS – Position Class q Job Title q Employee Class q Job Change Reason q Salary Table

q Grade q Step q Rate q Hours/Day q Hours/Pay or Units q Assigned Salary q Factor q Annual Salary

Earnings Code Information (NBAJOBS):

q Earnings Code 230 – Credit Biweekly Summer Assn 280 – Non Credit Biweekly Summer

141 – Hourly (0 Hours per pay)

q Hours/Units q Earnings Start Date

Labor Distribution Information (NBAJOBS): q Effective Date q Fund q Orgn – Organization Code q Acct – Account Code

q Prog – Program Code q Actv – Activity Code q Percent

Step 2 – Human Resource Detail Instructions Assignments for faculty additional assignments usually occur during the non-academic year and must have a beginning date and an end date. Before entering the new assignment, do a query on the Posn field to review the prior Banner assignment history and determine the next sequential suffix to use with the position number. It may be necessary to change the query date to view historical assignments. Verify the Orgn Code

for the primary assignment to determine if it will need to be revised for the new assignment. The Orgn Code (TKL) will default from PEAEMPL and will need to be overridden if different from that value. Enter the new position number, suffix, and query date (effective date). A job setup box should appear. If it does not, the position number and suffix are not unique and will need to be corrected. Change the job type to Seondary and enter a value in the rate field. Select OK. Review and acknowledge error messages by hitting enter. In the Base Job Information Block, enter the contract start and contract end values. Select Next Block. In the Job Detail Information Block, change the hours per day value to 1 and verify the Grade and Step. Enter the current rate or remove the value and enter the total salary in the Annual Salary field. Enter the number of credits or hours in Hours per Pay, or enter a value of 1 if the additional assignment is non-credit. Enter the number of pay periods of this assignment in the Factor and Pays fields. If the T/S Org value is different than the employee’s Primary Check Dist, access the Payroll Default information and change the Timesheet Orgn to match this assignment. Select Next Block to proceed to Default Earnings Code. Remove the default earnings value of 010 and replace it with the correct earnings code for the assignment. The earnings code will be 230 for a credit assignment, 280 for a non-credit assignment, and 141 and zero hours in the per pay field for an hourly assignment. Enter the same value in the Hour/Units field as entered on the Job Detail Hours per Pay field for the 230 and 280 values. Select Next Block to proceed to Job Labor Distribution. Enter the account information provided by the department. Delete all lines of the default information and enter new values or tab to the Program value, delete it, and then backspace to enter the Orgn value. This action will cause the correct Program value to default. Enter as many lines as are required and the corresponding percent values. Make sure that the percent totals 100. Save the record. Review and acknowledge error messages. Select Next Block to proceed to the Job Detail Information. Select Add a Change with a New Effective Date from the Options column. Enter the job end date in the Create New Date Record block and select OK. Review and acknowledge error messages. Change Job Status to Terminated. Save the record. Initial and date the job form on the Entered by line at the bottom. After campus processing, the form is placed in the official personnel file. Step 3 – BHR Data Entry Checklist Employee Job Form (NBAJOBS):

q Begin Date q End Date q Job Type

q Accrue Leave q Contract Start q Contract End

Job Detail Information (NBAJOBS): q Effective Date q Personnel Date

q Status q Title

q Hours Per Day q Employee Class q Change Reason q Table q Grade q Step

q Rate q Hours Per Pay q Factor q Pays q Annual Salary

Payroll Default Information (NBAJOBS):

q Effective Date q Timesheet Orgn Default Earnings Code (NBAJOBS):

q Effective Date q Earnings Code

230 – Credit Biweekly Summer Assign 280 – Non Credit Biweekly Summer Assign 141 – Hourly (0 hours)

q Hrs/Units Job Labor Distribution (NBAJOBS):

q Effective Date q COA – Chart of Accounts q Account Index q Fund q Orgn

q Acct q Prog q Actv q Locn q Percent

Initial, date, copy, and file the form as appropriate. personnel.changes.faculty_addtl_assns.pdf Revised 5/8/02

Faculty Overloads Page 1 Revised 4/26/04

FACULTY OVERLOADS Step 1 - Departmental Instructions Overloads are additional and separate work assignments for faculty during the academic year. Overloads may consist of additional instructional assignments that are credit, non-credit, or non-instructional activities or services required for short periods of time. The overload assignment is granted when no means can be found for absorbing the work into a regular full-time assignment. Job Form Modifications Action Type


q T/S Org – Timesheet Org q Posn – Position q Suffix q Job Begin Date (pay period begin)

q Job End Date (pay period end) q P/S/O – Contract Type = O q Contract Start (work begins) q Contract End (work ends)





q Earnings Code 200 – Credit 250 – Non Credit

141 – Hourly (0 hours per pay)


Labor Distribution Information (NBAJOBS):

q Effective Date q Fund q Orgn – Organization Code q Acct – Account Code


Step 2 – Human Resources Detail Instructions Assignments for faculty overloads occur during the academic year and must have a beginning date and an end date. Before entering the new assignment, do a query on the Posn field to review the prior Banner assignment history and determine the next sequential suffix to use with the position number. It may be necessary to change the query date to view historical assignments. Verify the Orgn Code for the primary assignment to determine if it will need to be revised for the new assignment. The Orgn


Code (TKL) will default from PEAEMPL and will need to be overridden if different from that value. Enter the new position number, suffix, and query date (effective date). A job setup box should appear. If it does not, the position number and suffix are not unique and will need to be corrected. Change the job type to Overload and enter a value in the rate field. Enter OK. Review and acknowledge any error messages by hitting Enter. In the Base Job Information Block, enter the contract start and contract end values. Select Next Block. In the Job Detail Information Block, change the hours per day value to 1; verify the Grade and Step. Enter the current rate or remove the value and enter the total salary in the Annual Salary field. Enter the number of credits or hours in Hours per Pay or a value of 1 if the overload is non-credit. Enter the number of pay periods of this assignment in the Factor and Pays fields. If the T/S Org value is different than the employee’s Primary Check Dist, access the Payroll Default information in the Options menu to the left of the screen and change the Timesheet Orgn to match this assignment. Next Block to the Default Earnings Code block. Remove the default earnings value of 010 and replace it with the correct earnings code for the assignment. Enter 200 for a credit assignment, 250 for a non credit assignment, or 141 and zero hours in the per pay field for an hourly assignment. Enter the same value in the Hour/Units field as entered on the Job Detail Hours per Pay field for the 200 and 250 values. Next Block to the Job Labor Distribution. Enter the account information provided by the department. Delete all lines of the default information and enter new values. In order for the correct Program to default, tab to the Program value, delete it, and then backspace to enter the Orgn value. Enter as many lines as required and the corresponding percent value. Make sure that the combined percent totals 100. Save the record. Review any error messages and acknowledge them by hitting Enter. Next Block to the Job Detail Information block. Select “Add a Change with a New Effective Date” from the Options menu. Enter the job end date in the Create New Date Record block and select OK. Review any error message and acknowledge them by hitting Enter. Change Job Status to Terminated. Save the record. Initial and date the job form on the “Entered by” line at the bottom. After the campus has processed the form, it is placed in the employee’s official personnel file. Step 3 – BHR Data Entry Checklist Employee Job Form (NBAJOBS):




Job Detail Information (NBAJOBS):

q Effective Date q Personnel Date q Status q Title q Hours Per Day q Employee Class q Change Reason q Table

q Grade q Step q Rate q Hours Per Pay q Factor q Pays q Annual Salary




200 – Credit 250 – Non Credit 141 – Hourly (0 hours)




Initial, date, copy, and file the job form as appropriate.

In-grade Step Movement

In-grade Step Movement Procedure Page 1 Revised 12/19/2006

Step 1 - Departmental Instructions A step increase within a grade for regular exempt and nonexempt staff is an exceptional occurrence and may be granted to address factors which may include internal equity/alignment, sustained outstanding performance, or professional or career growth within a position. Refer to Board of Regents regulation R04.05.04D.2.b: http://www.alaska.edu/bor/regulation/4r/r04-05.doc.

To request an in-grade step movement for a regular exempt or nonexempt staff member, complete a memo and route to your Regional Personnel Director/Appointee for signature approval. Requests should be made prior to the pay run in which they are to begin. A Job Form may be attached at this time or after the memo is approved and returned to you, depending on your campus procedures. A Job Form with the approved memo of request will need to be routed to your campus personnel office for data entry. The Job Form should have a change reason of INGR, the employee’s new step as approved on the memo, as well as the employee’s new hourly, biweekly, and annual pay amounts. The employee’s hours per day, hours per pay, and job factors should not change. Job Form Modifications

Action Type Change


Effective Date (may be subject to change by HR per system requirements)

Personnel Date Job Change Reason = INGR Step

Rate Assign Salary Annual Salary



Step 2 – BHR Detail Instructions On NBAJOBS, add a new effective date using the in-grade step movement date per Job Form/memo of request or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as INGR (In Grade Step Movement). Enter new Step and <Tab> confirming that rate, assign salary, and annual salary adjust accordingly. Commit/Save the record. Use the <Next Record> function and update any future job detail records with the new step. Commit/Save after each record is changed. Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment.



Step 3 – BHR Data Entry Instructions Employee Jobs (NBAJOBS):

Last Paid (Verify pay cycle) PCN Suffix


Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll) Change Reason (INGR) Step Verify Salary Verify future dated records

LABOR ACCOUNT CHANGES Step 1 - Departmental Instructions The process used to revise the accounts that departments are charged for salaries and benefits. Labor account information defaults from the NBAPBUD record that is established at the beginning of each fiscal year. A job form should be completed if the change will be in effect for more than two pay periods. If shorter term changes apply, the change may be completed on the employee’s time sheet by indicating the new account code information and checking the override distribution line. Information cannot be retroactive through the job form process. If retroactive charges are required, a labor redistribution form will need to be completed and submitted to the campus budget office for prior payperiod reallocations. Make the indicated changes on the computer generated turnaround document or make sure the values are included on a new job form. If a new job form is required, it is very helpful to include the valid position number and suffix. To print a blank job form, go to http://www.alaska.edu/hr/forms/int_personnelforms.xml. Job Form Modifications Action Type

q Change Employee Information (PEAEMPL):

q Home Dept. Change the Home Dept value if it does not already match the value associated with the new or existing five-digit org code.


q Effective Date (Must be after last paid date) q Personnel Date (Same as Effective date) q Job Change Reason - LDCH



q Prog – Program Code q Actv – Activity Code q Percent (Total of all lines must

be 100) Timesheet Revise the accounts on the current timesheet as needed until a correct timesheet can be generated. Check the Override Distribution box. Step 2 – Human Resource Detail Instructions COMPLETE PEAEMPL Update the Home Dept value if indicated. Save the record.

http://www.alaska.edu/hr/forms/int_personnelforms.xml

COMPLETE NBAJOBS Access the valid position and suffix record. No changes are necessary on the Base Job Information. Select Next Block to proceed to the Job Detail Information. Select Add a Change with a New Effective Date from the Options column. Enter the new effective date in the Create New Date Record block that is indicated on the Job Form submitted by the department and select OK. Review and acknowledge any error messages. The new effective date must be AFTER the last paid date currently shown on the job record. The personnel date will remain the same as the change effective date, as no retroactivity can be shown or entered. Enter a job change reason of LDCH for Labor Distribution Change. Access the Labor Distribution block and enter a new effective date that is the same as the date used on the Job Detail Information. Enter the account information provided by the department. Delete all lines of the default information and enter new values, or tab to the Program value, delete it, and then backspace to enter the Orgn value. This action will cause the correct Program value to default. Enter as many lines as are required and the corresponding percent values. Make sure that the percent totals 100. Save the record. If the labor change is being entered on a record that has an end date, you will get a message indicating that future records exist. Acknowledge the message and recognize that you have inserted a new record. Initial and date the job form on the Entered by line at the bottom. After campus processing, the form is placed in the official personnel file. Step 3 – BHR Data Entry Checklist Employee Form (PEAEMPL):

q Home Department Employee Job Form (NBAJOBS): Job Detail Information:

q Effective Date q Personnel Date q Job Change Reason – enter LDCH

Job Labor Distribution (NBAJOBS):

q Effective Date q COA – Chart of Accounts q Fund q Orgn

q Acct q Prog q Actv (Optional) q Percent

Initial, date, copy, and file the form as appropriate. personnel.changes.labor_account.pdf Revised 5/8/02

Off Contract

Off Contract Procedure Page 1 Revised 12/19/2006

Step 1 - Departmental Instructions This procedure should be used for all regular non-term funded employees working less than a 12-month assignment. Term funded less than 12 month employees may be set up in an off contract status provided they have an approved continuing term funded appointment for the next fiscal year. Temporary employees should never be placed off contract. While in off contract status, an employee retains use of their benefits, but will not be paid or accrue leave. When placing an employee off contract, you will need to complete two separate job forms and submit them together to your campus HR Office. One will place the employee off contract and the other will bring the employee back on contract. The first Job Form should have a change reason of OCB (Off Contract Begin) and have a status of ‘B’ in the Job Detail Information block. The Change Effective and Personnel Dates should be the first day the employee is no longer on payroll. However, if the employee’s last work day prior to going off contract is a Friday, the Change Effective and Personnel Dates of the OCB should be the following Sunday. The second Job Form will have a change reason of OCE (Off Contract End) and have a status of ‘A.’ The Change Effective and Personnel Dates should be the first day the employee is back in active, paid status. If the employee’s first work day is a Monday, the OCE date should be the Sunday immediately prior.

Job Form Modifications – Job Form 1 Off Contract Begin (OCB) Action Type

Change

Job Detail information (NBAJOBS): Effective Date (may be subject to

change by HR per system requirements)

Personnel Date (actual start date) Status = B Job Change Reason = OCB

Job Form Modifications – Job Form 2 Off Contract End (OCE) Action Type

Change

Job Detail information (NBAJOBS): Effective Date Personnel Date

Status = A Job Change Reason = OCE

Off Contract


Step 2 – BHR Detail Instructions Entering the Off Contract Begin (OCB) record On NBAJOBS, add a new effective date using the Off Contract Begin date per Job Form or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Change ‘Status’ to “Leave w/o Pay w/Ben.” Enter change reason as OCB (Off Contract Begin). Commit/Save the record. Using the <Next Record> function, update any future dated Job Detail Records to a “Leave w/o Pay w/ Ben” status. Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, indicating a possible overpayment, notify Payroll with the appropriate print screens/job forms to process. Entering the Off Contract End (OCE) record On NBAJOBS, add a new effective date using the Off Contract End date per Job Form. Change ‘Status’ to “Active.” Enter change reason as OCE (Off Contract End). Commit/Save record. Using the <Next Record> function, update any future dated Job Detail Records to an “Active” status. Initial and date job form for filing.

Off Contract


Step 3 – BHR Data Entry Instructions Off Contract Begin

Employee Jobs (NBAJOBS): Last Paid (Verify pay cycle) PCN Suffix


Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll) Status (Leave w/o Pay w/Ben) Change Reason (OCB) Verify future dated records

Off Contract End



Effective Date (Effective Date on Job Form) Status (Active) Change Reason (OCE) Verify future dated records

Out of Class Pay

Out of Class Pay Procedure Page 1 Revised 12/19/2006

Step 1 - Departmental Instructions To determine appropriateness of Out of Class Pay, refer to BOR Regulation R04.05.040.D.3.h, which can be found at http://www.alaska.edu/bor/contents/pt4.xml, Chapter V. To request Out of Class Pay, complete a memo and route to your Regional Personnel Director/Appointee for signature approval. Requests should be for no more than 90 calendar days and should be made prior to the pay run in which they are to begin. The base pay amount increase available is between 3 percent and 10 percent, allocated in 1 percent increments. Two job forms are required, and must be submitted together to HR. Job forms may be attached at this time or after the memo is approved and returned to you, depending on your campus procedures. The first Job Form should have a change reason of DOC (Out of Class Pay Begin) and have a shift code from the following: (Shift Code:) OUT Out of Class

Shift Percent C 3.00 D 4.00 E 8.00 F 5.00 G 6.00 N 9.00 S 7.00 T 10.00

The second Job Form will have a change reason of DOCE (Out of Class Pay End) and have the shift code set back to the default of 1.

If the Department wishes to extend the out-of-class adjustment longer than 90 calendar days, another memo of request along with 2 additional job forms must be completed and submitted together to HR prior to the expiration date of the initial 90 day period. Extensions can be for no more than an additional 90 calendar days. For an extension, the first Job Form will have a change reason of DOCX (Out of Class Pay - Extension), an effective date equal to the day after the original DOCE (Out of Class Pay End) and the appropriate shift code. The second Job Form will have a change reason of DOCE (Out of Class Pay End) and have the shift code set back to default of 1. For Initial Out of Class Pay request: Job Form Modifications – Job Form 1 DOC Action Type

Change



Personnel Date (actual start date) Out of Class (Shift) Job Change Reason = DOC

Earnings Code Information (NBAJOBS): Earnings Start Date = Effective Date Shift Code

Out of Class Pay


Job Form Modifications – Job Form 2 DOCE Action Type

Change


Out of Class (Shift) = 1 Job Change Reason = DOCE


Earnings Start Date = Effective Date Shift Code = 1

For extension to existing Out of Class Pay: Job Form Modifications – Job Form 1 DOCX Action Type

Change



Personnel Date (actual start date) Out of Class (Shift) Job Change Reason = DOCX



Change





Out of Class Pay


Step 2 – BHR Detail Instructions Start the Out of Class Add new effective date using the transaction date per Job Form/Memo of Request or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as DOC (Out of Class Begin). Proceed to the Payroll Default Information and enter the appropriate Shift Code reflected on the Job Form (should be from the list below). (Shift Code:) OUT Out of Class

Shift Percent C 3.00 D 4.00

(Shift Code:) OUT Out of Class (continued)

Shift Percent E 8.00 F 5.00 G 6.00 N 9.00 S 7.00 T 10.00

Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the appropriate Shift Code from the above list. Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date since the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Out of Class Pay Begin (DOC) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End the Out of Class Add new effective date using the Out of Class end date per Job Form/Memo of Request (maximum 90 calendar days). Enter change reason as DOCE (Out of Class End). Proceed to the Payroll Default Information and enter the Shift Code 1 (default). Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the Shift Code 1 (default). Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date since the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Out of Class Pay End (DOCE) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable).

Out of Class Pay


Initial and date job form for filing. Extend the Out of Class Delete existing DOCE Job Detail record if it is effective after the last paid date. Add new effective date using the Out of Class Pay Extension date per Job Form/Memo of Request (the day after the original DOCE record) or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as DOCX (Out of Class Pay - Extension). Proceed to the Payroll Default Information and enter the appropriate Shift Code. Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, delete the earnings code record corresponding to the original DOCE if it does not take effect until after the last paid date. If last paid date does not allow deletion of the original DOCE earnings code record, create a new effective date, go to the Shift field and enter the appropriate Shift Code. Commit/Save record. Any future dated Earnings Code records will need to be deleted prior to creating/deleting an earnings code record for the DOCX. After the earnings code record for the Extend Out of Class Pay (DOCX) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End the Out of Class Extension following the “End Out of Class” step above with the new DOCE date.

Out of Class Pay


Step 3 – BHR Data Entry Instructions Start Out of Class Pay


Job Detail Information (NBAJOBS): Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll if retro due) Change Reason (DOC) Verify future dated records

Payroll Default Information (NBAJOBS): Default Shift

Default Earnings (NBAJOBS): Effective Date (Same as Effective date from Job Detail Information) Shift Reenter future dated records if effective during the Out of Class Pay time frame (if applicable)

End Out of Class Pay


Job Detail Information (NBAJOBS): Effective Date (Effective Date on Job Form – no more than 90 calendar days from Start Out of

Class) Change Reason (DOCE) Verify future dated records


Default Shift (1)

Default Earnings (NBAJOBS): Effective Date (Same as Effective date from Job Detail Information) Shift (1) Reenter future dated records (if applicable)

Extend Out of Class Pay


Job Detail Information (NBAJOBS): Delete existing DOCE change record (if effective after last paid) Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll if retro due) Change Reason (DOCX) Verify future dated records


Out of Class Pay


Default Shift Default Earnings (NBAJOBS):

Delete last earnings code record (should correspond to original DOCE setting Shift back to 1) If delete (above step) is not possible:

Effective Date (Same as Effective date from Job Detail Information) Shift Reenter future dated records if effective during the Out of Class extension time frame (if

applicable)

PERSONAL DEMOGRAPHIC CHANGES Step 1 - Departmental / Employee Instructions The employee completes, signs, and submits a University of Alaska Change Form indicating information that needs to be updated. The Change Form can be downloaded from http://www.alaska.edu/hr/forms/hr_employmentforms.xml. If there is a change in marital status, regular employees may be required to update beneficiaries for their pension plan and retirement selections. Employees must also submit a new W-4 form http://www.alaska.edu/hr/forms/hr_employmentforms.xml to update their name and/or filing status. A change to the Social Security Number (SSN) or name requires backup documentation from the Social Security Administration in order for the HR office to enter the change in Banner HR. It is recommended that employees contact their HR Benefits office for other possible changes to benefits. A new W-4 form for withholding changes may be submitted at any time during the year. No retroactive changes to withholdings are allowed. A new W-4 form is not required at the beginning of the calendar year unless the employee claimed exemption from withholding or claimed more that 10 exemptions on their W-4 form from the previous year. Changes or corrections to date of birth, ethnicity, gender, citizenship, and veteran status require a new Personal Demographic form. The Personal Demographic form can be found at http://www.alaska.edu/hr/forms/hr_employmentforms.xml. For a change of citizenship, a new Employment Eligibility Verification Form (I-9) will also be required, along with the supporting documentation to verify the change. Employees who are not U.S. citizens or U.S. permanent resident aliens must also complete an International Form. The I-9 form is available at http://www.alaska.edu/hr/forms/int_personnelforms.xml. The University of Alaska International Form is available at http://www.alaska.edu/hr/forms/hr_nraforms.xml. University of Alaska Change Form Indicate all areas to change:

Student related Employee Related Applicant Related Vendor Related Other __________

Address (PPAIDEN):

New Address Hard copy records only Permanent student address change

http://www.alaska.edu/hr/forms/hr_employmentforms.xml




http://www.alaska.edu/hr/forms/hr_nraforms.xml

Indicate Changes: Name (attach copy of new Social Security Card and change document) Marital Status (contact your HR office for back up documentation requirements)

Signature:

Sign and Date Personal Demographic Data Modifications (if applicable) Action Type

Change General Information (PPAIDEN):

Date of Birth Ethnicity Gender

Citizenship Veteran Category Special Disabled Veteran

Employment Eligibility Verification (I-9) (if applicable) Complete Section 1. Provide Section 2 documentation. Employees’s Withholding Allowance Certificate (W-4) (if applicable) Complete Sections 1 through 3. Enter any changes being made Complete Sections 5 through 7. Sign and date the form. Step 2 – Human Resource Detail Instructions PPAIDEN is the form that is utilized for all demographic changes. A completed Change Form or Personal Demographic Form should be submitted by the employee to initiate any changes. No original records should be entered for this action. CURRENT IDENTIFICATION CHANGES Changes or corrections to an employee name or SSN are entered on the first page of the PPAIDEN form. SSN changes can only be entered in order to correct an incorrect SSN. A copy of a valid Social Security card or an authorization form from the Social Security Administration must be submitted before an SSN change can be made. In the Current Identification Block, enter the correct number over the number shown in the SSN/FIN/TFN: fields. Save the record.

http://www.alaska.edu/hr/forms/PDF_ent/change_form_b032_ent.pdf


http://www.alaska.edu/hr/forms/PDF_ent/personal_demographic_form_ent.pdf

Personal Demographic Changes Page 3 12/30/04

Name changes are made to match the information on the valid Social Security card. Changes are entered into the Person Name Information field that needs to be revised and the new information entered over the existing values. Save the record. If the Previous Name or ID is conflicting with other records or is an obvious entry error, the record(s) may be deleted by accessing the Alternate Names/ID form under the Options bar. Use the arrow key to locate the record that needs to be deleted, verify carefully, and then select Delete. Save the record. USE THIS FORM WITH CAUTION and make sure you want to delete the record. BIOGRAPHIC INFORMATION Correct the Biographic Information of PPAIDEN as submitted by the employee. A change in marital status will also require a new W-4 form. Newly married, regular employees must update their beneficiary information for at least their pension plan and retirement selections. Federal law requires that the spouse is a 100% primary beneficiary for pension and retirement plans, unless the employee submits a signed waiver. Other changes are optional, but should be reviewed along with changes to health coverage. A change in citizenship will require a new Employment Eligibility Verification Form (I-9) and the documents to support the change. Update GOAINTL as appropriate. Refer to the Nonresident Alien Hiring procedures (future link) for information on coding and required documentation. ADDRESS INFORMATION Locate the HR and the HA address. These are the only addresses that should be changed by HR. If the Change Form indicates other areas that are affected, route a copy of the form to the appropriate department after you have completed the HR entry. Refer to University of Alaska General Person Data Standards (future link) for correct entry of street abbreviations. Enter the new information over the old record. Save the record. If you are attempting to delete a phone number, you will need to access the PPATELE form. Position your cursor on the phone type (HR or HA) you wish to delete and delete record. Save the record. ADDITIONAL INFORMATION This block contains veteran status information. The veteran status are the only fields that need to be updated based on the information provided by the employee on the Personal Demographic Form. If “Disabled Veteran” is marked on the form, check the Special Disabled Veteran field in PPAIDEN and leave the Veteran Category pull down menu field blank. EMERGENCY CONTACT INFORMATION This block on PPAIDEN is not maintained by HR. Do not enter information on this block of the form. Information may be entered for students by the Student system. Any existing information in this block should not be deleted by HR.


Initial and date the form on the Entered by line at the bottom. Place the Change Form in the official personnel file. Step 3 – BHR Data Entry Checklist Identification Form (PPAIDEN):

SSN (Back up Required) Last Name (Back up Required) First Name (Back up Required) Middle Name (Back up Required) Date of Birth (Back up may be

Required) Ethnicity Gender

Marital Status (Back up may be Required)

Citizenship (Back up Required) HR / HA Address Phone Veteran Category Special Disabled Veteran

Employee Benefit/Deduction Form (PDADEDN):

020 Federal Withholding tax Effective Date Status

Filing Status Number of Exemptions Additional Withholding (Optional)

International Information Form (GOAINTL): (Back up Required)

Visa Type Visa Number Issue Date Expiration Date

Initial, date, copy, and file the form as appropriate.

Promotions_Demotions_Transfers Page 1 of 9 Revised 2/1/05

Promotions, Demotions, and Transfers Promotion: As defined in UA Regulation R04.05.03.D d “a promotion for exempt and nonexempt staff is the movement from a position in one grade to a position in a higher grade.” ~Please note: This is not a reclassification of the Position Description.

• Please review the regulation regarding information about promotions. UA Regulation R04.05.03.D (d) (http://www.alaska.edu/bor/regulation/4r/r04-05.html)

If position is promoting from a staff position to a faculty or executive appointment then contact your

Benefits Coordinator. Step 1 - Departmental Instructions Job Form Modifications 1 paper form required for stop job and 1 for start job Termination of previous job Please complete the following fields on the Job Form: Action Type

Stop Job Base Job Information (NBAJOBS):

Job End Date Job Detail Information (NBAJOBS):

Effective Date (after last paid date) Personnel Date

Status - Terminated Job Change Reason TRP- Promotion

Repeat Action type for start of new job Action Type

Start Job Employee Information (PEAEMPL): Change only if the eclass is changing (ex. Nonexempt to Exempt).

ECLS • An employee cannot change

eclasses mid-pay period. LCAT BCAT

Home Dept. (if appropriate) Check Distribution (if appropriate) District/Division (if appropriate)

Base Job Information (NBAJOBS):

T/S Org – Timesheet Org Posn – Position Suffix

Job Begin Date Job End Date (if term-funded)


Effective Date (after last paid date) Personnel Date Status PCLS Job Title Employee Class (only if eclass has

changed) Job Change Reason TRP-Promotion Salary Table

Grade Step Rate Hours/Day Hours/Pay or Units Assign Salary Factor Annual Salary

http://www.alaska.edu/bor/regulation/4r/r04-05.doc


Promotion: Earnings Code Information (NBAJOBS):

Earnings Code Hours/Units Special Rate (if appropriate)

Shift Code (if appropriate) Earnings Start Date


Effective Date Fund Orgn

Acct Prog Percent

Issue new appointment letter

Step 2 – Human Resource Detail Instructions 1. Terminate the current job record with a change reason of Transfer with Promotion (TRP).

Note: If the promotion is from one classification to another (ex. nonexempt to exempt), the current job record must be terminated the last day of the pay period and the new position must begin the first day in the next pay period. An employee cannot change eclasses mid-pay period.

2. Set up new job record in NBAJOBS. Go to next block and complete the Increase MM/DD field in the General Job Information block. This field indicates when an employee is eligible for their annual step increase. Please note that this field does not change when an employee is promoted into a new position. The month and date remains the same from when they moved into a benefit-eligible position as long as there was not a break in service of more than two consecutive weeks. (This field will be blank if the employee transitioned into a faculty or executive position). Complete the Job Detail Information block with a change reason of TRP. Continue through the remaining blocks as you would complete a new hire set-up.

Step 3 – BHR Data Entry Instructions This data entry is only required if the employee is changing eclasses. Please note that PEAMPL can only be updated during the pay period in which the promotion is effective. PEAMPL is date sensitive and it does not allow future data entry. Note: If employee is promoted from temporary to regular or term, update the Adjusted Service Date and the Seniority Date. If employee is promoted from extended temporary to regular or term position, update the Seniority Date. Two entries are required: one entry is needed to stop the previous job; the second entry is needed to setup the new job. Termination of previous job Job Detail Information (NBAJOBS):



Start of new job Employee Form (PEAEMPL):

Status Class Group Leave Category Benefit Category FT/PT Status

Home Department Check Distribution Adjusted Service Date (as noted above) Seniority Date (as noted above) District/Division

http://www.alaska.edu/hr/procedures/PDF/personnel.hiring_process.new_hire_regular.pdf


Promotion:

Base Job Information (NBAJOBS): Posn – Position Suffix Query Date (should be Begin Date) Job type (P/S/O) Step

Job End Date (only required for term positions)

Step Increase MM/DD Accrue leave - check for regular staff

(NR/XR) Job Detail Information (NBAJOBS):

Effective Date Personnel Date Status – active (if employee is off-contract, see off-contract procedures) Title (Should default from position) Hours Per Day Employee Class Change Reason - TRP Group

Table Grade Step Rate Hours Per Pay Factor Pays Annual Salary

To enter end date: Choose “Add a Change with a new Effective Date” from menu

New Effective Date Status (Term) Payroll Default Information (NBAJOBS):

Effective Date Timesheet Orgn Default Earnings Code (NBAJOBS):

Effective Date Earnings Code Hrs/Units (Must match Hours/Pay)

Special rate (if appropriate) Shift (if appropriate



Acct Prog Percent

Initial, date, copy, and file as appropriate.


Demotion: As defined in UA Regulation R04.05.03.D (f) “a demotion for exempt and nonexempt staff is the movement from a position in one grade to a position in a lower grade.” ~Please note: This is not a reclassification of the JEF.

• Please review the regulation regarding voluntary and involuntary demotions for salary placement. UA Regulation R04.05.03.D (f) (http://www.alaska.edu/bor/regulation/4r/r04-05.html)

If position is moving from a staff position to a faculty or executive appointment then contact your





Status - Terminated Job Change Reason TRD- Demotion

Repeat Action type for start of job Action Type

Start Job Employee Information (PEAEMPL): Change only if eclass is changing (ex. Nonexempt to Exempt).









changed) Job Change Reason TRD-Demotion Salary Table




Demotion: Earnings Code Information (NBAJOBS):



Labor Distribution Information NBAJOBS):

Effective Date Fund Orgn – Organization Code

Acct – Account Code Prog – Program Code Percent


Step 2 – Human Resource Detail Instructions 1. Terminate the current job record with a change reason of Transfer with Demotion (TRD).

Note: If the demotion is from one classification to another (ex. exempt to nonexempt), the current job record must be terminated the last day of the pay period and the new position must begin the first day in the next pay period. An employee cannot change eclasses mid- pay period.

2. Set up new job record in NBAJOBS. Go to the next block and complete the Increase MM/DD field in the General Job Information block. This field indicates when an employee is eligible for their annual step increase. Please note that this field does not change when an employee demotes into a new position. The month and date remain the same from when the employee moved into a benefit-eligible position, as long as there was not a break in service of more than two consecutive weeks. This field will be blank if the employee is transitioning into a faculty or executive appointment. Complete the Job Detail Information block with a change reason of TRD. Continue through the remaining blocks as you would complete a new hire set-up.

Step 3 – BHR Data Entry Instructions This data entry is only required if the employee is changing eclasses. Please note that PEAMPL can only be updated during the pay period in which the demotion is effective. PEAMPL is date sensitive and does not allow future data entry. Two entries are required: one entry is needed to stop the previous job, and the second entry is required for the new job set-up. Termination of previous job Job Detail Information (NBAJOBS):





Demotion: Start of new job Employee Form (PEAEMPL)


Home Department Check Distribution District/Division


Posn – Position Suffix Query Date (should be Begin Date) Job type (P/S/O) Step




Effective Date Personnel Date Status – active (if employee is off-contract, see off-contract procedures) Title (Should default from position) Hours Per Day Employee Class Change Reason - TRD Group





Effective Date Earnings Code Hrs/Units (Must match hours/pay)

Special Rate (if appropriate) Shift (if appropriate)



Acct Prog Percent



Transfer (competitive/noncompetitive): As defined in UA Regulation R04.05.03.D (b)“a reassignment of an employee from one position to another within the same salary grade with no break in service.”

• Please review the regulation regarding information about transfers. UA Regulation R04.05.03.D (d) (http://www.alaska.edu/bor/regulation/4r/r04-05.html)

Step 1 - Departmental Instructions Job Form Modifications 1 paper form required for stop job and 1 for start job Termination of previous job Please complete the following fields on the Job Form: Action Type




Status - Terminated Job Change Reason TRL- Transfer


Start Job Employee Information (PEAEMPL): Change only if eclass is changing (ex. Nonexempt to exempt).








Effective Date (after last paid date) Personnel Date PCLS Job Title Employee Class (only if eclass has

changed) Job Change Reason TRL-Transfer Salary Table




Transfer (competitive/noncompetitive): Earnings Code Information (NBAJOBS):

Earnings Code Hours/Units Special Rate (if appropriate) Earnings Start Date






Step 2 – Human Resource Detail Instructions 1. Terminate the current job record with a change reason of Transfer Lateral (TRL).

Note: If the transfer is from one classification to another (ex. nonexempt to exempt), the current job record must be terminated the last day of the pay period and the new position will begin the first day in the next pay period. An employee cannot change eclasses mid- pay period.

2. Set up new job record in NBAJOBS. Go to next block and complete the Increase MM/DD field in the General Job Information block. This field indicates when an employee is eligible for their annual step increase. Please note that this field does not change when an employee transfers into a new position. The month and date remain the same from when the employee moved into a benefit-eligible position, as long as there was not a break in service of more than two consecutive weeks. Complete the Job Detail Information block with a change reason of TRL. Continue through the remaining blocks as you would complete a new hire set-up.

Step 3 – BHR Data Entry Instructions This data entry is only required if the employee is changing eclasses. Please note that PEAMPL can only be updated during the pay period for which it is effective. PEAMPL is date sensitive and does not allow future data entry. Two entries are required: one entry is needed to stop the previous job, and the second entry is needed for the new job set-up. Termination of previous job Job Detail Information (NBAJOBS):


Status - Terminated Job Change Reason TRL - Transfer


Status Class Group Leave Category Benefit Category

FT/PT Status Home Department Check Distribution District/Division





(NR/XR)



Transfer (competitive/noncompetitive): Job Detail Information (NBAJOBS):

Effective Date Personnel Date Status – active (if employee is off-contract, see off-contract procedures) Title (Should default from position) Hours Per Day Employee Class Change Reason - TRL Group



New Effective Date Status (Term)



Effective Date Earnings Code Hrs/Units (must match hours/pay)

Special Rate (if appropriate) Shirt (if appropriate)



Acct Prog Percent


Sabbatical - Faculty

Sabbatical - Faculty Procedure Page 1 Revised 1/11/2006

Step 1 - Departmental Instructions Sabbatical:

As defined in UA Board of Regent’s Policy P04.04.060, “The objective of such leave is to increase the faculty member's value to the university and thereby improve and enrich its programs.” The policy, contracts, and Collective Bargaining Agreement (CBA) reference may found at the following web sites:

BOR Policy: http://www.alaska.edu/bor/contents/pt4.html ACCFT CBA: http://www.alaska.edu/labor/current/accft/Contract/table.html ACCFT Sabbatical: http://www.alaska.edu/hr/labor/accft/PDF/Article5.pdf UNAC CBA: http://www.alaska.edu/hr/labor/unac/table2004-2006.xml UNAC Sabbatical: http://www.alaska.edu/hr/labor/unac/PDF/ARTICLE_16.pdf SW Labor Relations: http://www.alaska.edu/hr/labor/index.xml

To determine a faculty member’s eligibility for sabbatical leave, refer to the Collective Bargaining Agreement for the faculty member’s union. Applications for sabbatical leaves are submitted to the Chancellor or designee through the channels and measures contained in approved policies and procedures. Policies, procedures, and outlines for appointment letters/workloads can be found through the above web sites. Once a faculty member’s sabbatical is authorized and the proper appointment letter and workload agreement have been drafted and approved, submit two Job Forms to Human Resources along with a copy of the appointment letter. The first Job Form will start the sabbatical and should reflect a job change reason of SABB. If the faculty member is going on sabbatical for the academic year and does not have additional approved funding sources, change his/her hours per day and hours per pay to provide a total salary as reflected in the appropriate Collective Bargaining Agreement. See the reference material on the above web sites for more information. The second Job Form ends the sabbatical, should have a job change reason of SABE, and should, if needed, change hours per day and hours per pay back to the normal academic year assignment. Job Form Modifications – Job Form 1 SABB Action Type

Change

Job Detail Information (NBAJOBS): Effective Date Personnel Date Hours Per Day (change if needed) Job Change Reason = SABB

Hours Per Pay (change if needed) Assign Salary Annual Salary

Earnings Code Information (NBAJOBS): Earnings Start Date = Effective Date Earnings Code = 090 Hours or Units = Hours Per Pay from Job Detail Information Earnings End Date



Job Form Modifications – Job Form 2 SABE Action Type

Change

Job Detail Information (NBAJOBS): Effective Date Hours Per Day (change if needed) Job Change Reason = SABE


Earnings Code Information (NBAJOBS): Earnings Start Date = Effective Date Earnings Code = 010 Hours or Units = Hours Per Pay from Job Detail Information

Step 2 – BHR Detail Instructions Start Sabbatical In Job Detail, add new effective date using the transaction date on Job Form, if possible, or the first day available after the last paid date. Change the personnel date to reflect the correct start date if prior to the effective date. Enter a change reason of SABB (Sabbatical-Begin) and change Hours/Day and Hrs/Pay or Units if necessary. For faculty on semester sabbatical, Hours/Day and Hours/Pay Units will reflect their regular assignment hours. For faculty on academic year sabbatical, Hours/Day and Hours/Pay will reflect hours to provide the faculty member with a total of 6 months salary, except for faculty with external funding sources. When changing Hours/Pay, Banner will automatically recalculate hourly rate based upon current annual salary. Thus, be sure to note the hourly rate before changing Hours/Pay and then re-key the rate exactly as it was to update the Assign Salary and Annual Salary to the appropriate amounts. Save the record. In the default earnings block, end the regular 010 earnings code with the first day of the SABB or first day after last paid date, whichever is later. Save the record. Create a new effective date, change the Earnings Code to 090, and set Hours/Units to equal Hours/Pay in the Job Detail block (usually 53.34 for academic year sabbatical or 80 for semester sabbatical). Save the record. End Sabbatical In Job Detail, add another new effective date using the date on the Sabbatical-End job form. Enter change reason as SABE (Sabbatical-End), change Hours/Day and Hours/Pay or Units back to the normal academic year assignment hours if needed. Again, watch the hourly rate when changing Hours/Pay. Key in the correct hourly rate after changing the Hours/Pay to update the Assign Salary and the Annual Salary. Save the record. In the default earnings block, end the 090 earnings code with the date of the SABE. Save the record. Create a new effective date to equal the SABE effective date, change the earnings code to 010, and the Hrs/Units to equal their normal academic year assignment hours (same as Hours/Pay on SABE job form). Save the record.



Step 3 BHR Data Entry Instructions Start Sabbatical Employee Jobs (NBAJOBS):



Effective Date (Day after last paid date or Effective Date on Job Form, whichever is greater)

Personnel Date (if prior to Effective Date. Copy Payroll for retro pay.) Hours/Day Change Reason (SABB) Hours/Pay Hourly Rate (verify does not change)

Default Earnings (NBAJOBS):

Earnings End Date (on current 010) Effective Date (same as Effective Date from Job Detail Information) Earnings Code (090) Hours or Units (=Hours Per Pay from Job Detail Information)

End Sabbatical Employee Jobs (NBAJOBS):



Effective Date Hours/Day Change Reason (SABE) Hours/Pay Hourly Rate (verify does not change)


Earnings End Date (on 090) Effective Date (same as Effective Date from Job Detail Information) Earnings Code (010) Hours or Units (= Hours Per Pay from Job Detail Information)

Shift Pay - Leadperson – Local 6070

Shift Differential Procedure Page 1 Revised 12/19/2006

Step 1 - Departmental Instructions To determine eligibility for Shift Pay-Leadperson, refer to the Local 6070 Collective Bargaining Agreement, Article 11 – Wages at: http://www.alaska.edu/hr/labor/local6070/PDF/article11.pdf The department should retain a list in their files of the employees that the individual receiving Leadperson pay is supervising. This list may need to be submitted to HR depending on your campus procedures. To set up Shift Pay for an employee, complete two Job Forms and submit them together to your campus Human Resources office. The first Job Form should have a change reason of SHFT (Begin Shift or Lead Pay) and have a shift code selected from the following:

(Shift Code:) UNION Union Shift Rules Shift Dollars Pay Type 2 0.70 Shift Pay 3 1.00 Leadperson

The second Job Form should have a change reason of SHFE (End Shift or Lead Pay) and have the shift code set back to the default of 1. Job Form Modifications – Job Form 1 - SHFT Action Type

Change



Personnel Date (actual start date) Out of Class (Shift) Job Change Reason = SHFT


Job Form Modifications – Job Form 2 - SHFE Action Type

Change


Out of Class (Shift) = 1 Job Change Reason = SHFE

Earnings Code Information (NBAJOBS): Earnings Start Date = Effective Date Shift Code = 1



Step 2 – BHR Detail Instructions Start Shift Pay Add new effective date using the Shift Pay begin date per Job Form or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as SHFT (Begin Shift or Lead Pay). Proceed to the Payroll Default Information and enter the appropriate Shift Code reflected on the Job Form (should be from the list below).


Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the appropriate Shift Code from the above list. Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date as the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Begin Shift or Lead Pay (SHFT) entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End Shift Pay Add new effective date using the Shift Pay end date per Job Form. Enter change reason as SHFE (End Shift or Lead Pay). Proceed to the Payroll Default Information and enter the Shift Code 1 (default). Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the Shift Code 1 (default). Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date as the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the End Shift or Lead Pay (SHFE) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing.

Extending Shift Pay Delete existing SHFE Job Detail record if it is effective after the last paid date. Add new effective date using the new Begin Shift or Lead Pay (SHFT) date per Job Form (the day after the original SHFE record) or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as SHFT (Begin Shift or Lead Pay). Proceed to the Payroll Default Information



and enter the appropriate Shift Code. Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, delete the earnings code record corresponding to the original SHFE if it does not take effect until after the last paid date. If last paid date does not allow deletion of the original SHFE earnings code record, create a new effective date, go to the Shift field and enter the appropriate Shift Code. Commit/Save record. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Begin Shift or Lead Pay (SHFT) entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End the Shift or Lead Pay following the “End Shift Pay” step above with the new SHFE date.



Step 3 – BHR Data Entry Instructions Start Shift Pay Employee Jobs (NBAJOBS):


Job Detail Information (NBAJOBS): Effective Date (Last paid date or Effective Date on Job Form, whichever is greater) Personnel Date (If prior to Effective Date. Copy Payroll for Retro pay.) Change Reason (SHFT) Verify future dated records



Effective Date (Same as Effective date from Job Detail Information) Shift Reenter future dated records if effective during the Shift/Leadperson Pay time frame (if

applicable) End Shift Pay Employee Jobs (NBAJOBS):

Last Paid (Verify pay cycle) PCN Suffix Verify future dated records


Effective Date (Effective Date on Job Form) Change Reason (SHFE)


Default Shift (1)


New Hire_Regular Page 1 of 10 Revised 2/1/05

New Hire Procedures for Regular Employees Step 1 – Departmental Instructions Proper recruitment hiring processes and procedures must be followed before paperwork can be processed. Refer to the recruitment process on your local HR website or contact your HR office for more information. Submit the following new hire paperwork documents to your campus HR office: Job Form, I-9,

W-4, Ethics Disclosure Form, Personal Demographic Form, Previous Injury/Illness form, Applicant Form/Resume (transcripts for faculty), Vacancy Announcement (and PD if applicable), Autodeposit Request Form (if applicable), benefits paperwork, appointment letter, and the Disclosure by University of Alaska Employee Relating to Employment of Immediate Family Members form (nepotism form). These forms can be located at http://www.alaska.edu/hr/forms/index.xml.

Follow the instructions below to complete the job form before the employee begins employment. If the person is a non-resident alien (NRA), refer to the NRA procedures (future link). If the employee has previous job records, refer to the Reactivation Hire procedures (future link). Job Form Completion- Refer to the Job Form Instructions Action Type

New Hire Start Job Employee Form (PEAEMPL):

Status ECLS LCAT BCAT FT/PT Indicator Home Dept.

Check Dist. Dist./Div Current Hire Original Hire Adjusted Service Date Seniority Date


T/S ORG- Timesheet Org. Posn – Position Suffix Job Begin Date

Job End Date (only required for term or temp positions)

P/S/O Step Increase MM/DD (for regular staff

employees only) Job Detail information (NBAJOBS):

Effective Date Personnel Date (same as Effective Date) Status PCLS Job Title FTE Employee Class (ECLS) Job Change Reason (if appropriate) Salary Table

Grade Step Rate Hours/Day Hours/Pay or Units Assigned Salary Factor (26 for 12-month staff only) Annual Salary

http://www.alaska.edu/hr/forms/index.xml

http://www.alaska.edu/hr/procedures/PDF/personnel.hiring_process.job_form_completion.pdf


Earnings Code Information (NBAJOBS): For those departments using mass-time entry, leave blank.

Effective Date Earnings Code

Hrs/Units


Effective Date Fund Orgn – Organization Code Acct – Account Code

Percent (combined percentages must equal 100%; use separate lines for additional account codes)

Signature Information

Completed by: _________________ Ext. # ________ Budget:

(If restricted funds are issued, job form must be submitted to Budget/Grants first).

Department Approval: Additional pertinent information (notations)

___________________ (Refer to Job Form Procedures)

Step 2 – Human Resource Detailed Data Entry Instructions You may use two methods to perform data entry for newly hired employees: Quickflow or manual entry. Quickflow allows data entry through all of the pertinent Banner forms, including the identification information, job set-up, and deduction set-up. To initiate Quickflow, type HIRE into the direct access line. You may also manually enter the employee data in every form. This method may be faster, but may not be as accurate since forms can be missed. The six main Banner forms that must be completed are: PPAIDEN, PEAEMPL, NBAJOBS, PDABDSU, PDABENE, and PDABCOV. The optional forms that may be used are the PDADEDN (Employee Benefit/Deduction Form) and GOAINTL (International Information Form) for additional data entry. I. PPAIDEN (Identification Form) PPAIDEN is the identification form that must be completed for all employees. This information can be found on the employee’s personal demographic form. Before entering any data on this form, you must complete a PERSON NAME / ID SEARCH on the SOAIDEN form. This search is mandatory because the PERSON may already exist in BANNER FINANCE and/or BANNER STUDENT and/or BANNER HR. SOAIDEN - Name / ID Search A thorough name search must be conducted prior to data entry to prevent multiple person identifications. The search should include ID, Social Security numbers and a name search. Please refer to the Name/ID Search procedures for detailed instruction on conducting this search. Identification Form Enter the employee’s name as it appears on their social security card. Do not enter periods, commas, or dashes with their name. Do not enter prefixes or non-person information. If a suffix is identified on the social security card, enter the suffix in the Last Name field without punctuation (e.g., Tapp II, Smith Jr). Save the record before continuing and select Next Block. For further information, refer to the General Person Data Standards (future link to the General Person Data Standards).


http://www.alaska.edu/hr/procedures/PDF/banner.data_entry.name_id_search.pdf


Biographic Information Enter the employee’s date of birth, ethnicity, gender, marital status, and citizenship. Proceed to the Next Block. Address Information Arrow down to the HR address type record. If the employee does not have an HR address record, type ‘HR’ in the Type field to create a new address record for the employee. Enter the employee’s address on the HR record only. Refer to the General Person Data Standards for the correct address entry format (future link to the General Person Data Standards). For Alaska addresses, enter the 5-digit zip code and the state/city will default. If the zip + 4 code is available, enter a dash between the zip and + 4 code. Arrow down to the phone field and enter the phone number in the HR field. Save the record. Additional Information Select Next Block to reach the Additional Information screen. Enter the respective code if the employee checked any of the veteran status fields. Save the record.

Emergency Contact Information Select Next Block. Emergency contact information for the employee may be found here. This information is not entered, changed, or deleted by HR. Initial and date the Personal Demographic Form. II. PEAEMPL (Employee Form) Employee related dates and general employee information are entered on the PEAEMPL form. Enter the eclass (ECLS) into the Employee Class field. Most of the other fields will default to the proper information. Note that the Employee Group field is blank; no data should be entered in this field. In the Home Department field, enter “B” in the COA (Chart of Accounts) column. Once the COA is entered, tab to the next field. Enter the D-Level code in the department field, and the department description will appear on the right. Tab to the Check Distribution field. The COA value of “B” will already appear in this field. Tab to the field to the right. On the Check Distribution line under the Organization column, enter the Timekeeping Location designated by a 3-digit number preceded by the letter “T” (e.g., T105). In the District/Division field, enter the 2-digit code based on the location where the employee physically works. Next, enter the applicable Service Dates located on the right portion of the screen. The Current Hire date is the date when an employee begins employment. All other dates will default based on the Current Hire date. The Original Hire date reflects when the employee first worked for the University, regardless of their position type, and never changes. The Adjusted Service date reflects when an employee was first employed in a leave eligible position. Once an employee becomes a regular staff/faculty member, or extended temporary, this date will not change unless there is a break in employment greater than 10 consecutive days. The Seniority date reflects when an employee first became eligible for retirement. This date is used for PERS/TRS reporting and may be different than the Adjusted Service date depending on the employee’s previous work history. Save the record. Proceed to the Leave Balances form by selecting “Leave Balances Information” (PEALEAV) in the Options menu to the left. This form displays personal holiday leave (PHL), sick leave (SICK), and annual leave (VAC) dates and balances, if applicable. Verify these fields for correct dates. The SICK and VAC dates should be the same as the Adjusted Service date. The PHL date should be six months following the seniority date for all eligible employees. This date will automatically default based on the Adjusted Service date. Save the record.


Regulatory Information Lastly, choose Regulatory Information from the Options menu in the left portion of the screen. In the Form Ind field under the I-9 Information section, select Received from the list of values. Enter the date when the I-9 form was signed by the department. Save the record.

III. GOAINTL (The form for International students and employees). If the employee is a U.S. or Naturalized citizen, exit to the next screen. For all other employees, see the Non-Resident Alien (NRA) procedures (future link) for more information and data entry. IV. NBAJOBS (Employee Jobs Form) is the form used for job set-ups. General Job Information Block Enter the position and suffix numbers for the employee. The suffix (begins with 00) and represents the number of times that a person was in the same position. Multiple suffixes will only occur when an employee’s job stops and starts again. It is rare for regular employees to have multiple suffixes. Enter the query date as the employee’s first day of work. This date will default into the job Begin Date, so this date should be accurate. Proceed to the Next Block. Enter values for job set-up A window will pop up for entry of additional job information. Unless the employee is working in a secondary or overload assignment, a primary job type must be entered. All employees must have one primary job and cannot have two primary jobs at the same time. Job information will default as established by the budget office. The rate must be entered to proceed, but does not have to be accurate since it can be changed later. Proceed to the Next Block. In the General Job Information block, enter the step increase month and date in the Increase MM/DD fields. This field indicates when regular staff employees are eligible for their annual step increase and should be the same as the Adjusted Service date (for faculty and executive staff employees, leave this field blank). Verify that the Accrue Leave indicator is checked. Proceed to the Next Block. Job Detail Information Block The Effective Date defaults from the above Query Date; therefore, the Query Date must reflect the first day of work. The Personnel Date should be the same date as the Effective Date. Most lines will automatically default with the correct information from the position class (PCLS) as established by the budget office. Verify the status, title, employee class (ECLS), salary table, grade, step, rate, salary fields, and hours for correct information. If the job title is different from the system title, correct the job title. For regular (single PCN) positions, correct the title and contact your budget office to change the attributes on the budget forms. For less than full-time employees, enter 1/10 of the hours/pay value in the Hours per Day field (8.00 hours should be entered for full-time employees). Enter a job change reason if appropriate. Check the salary grade and step for accuracy. If the employee is exceptionally placed (EXPL), enter the appropriate rate that is approved per University Policy and Regulations. Enter the hours per week in accordance with employee status. Banner automatically calculates the assigned (bi-weekly) salary and annual salary. Factor and pays represents the number of pay periods; the two values should be the same. All regular 12-month staff has 26 factors (or 26 pays periods per year), while regular faculty have 19.5 factors. Term employees should have the total number of factors for the duration of their assignment. One pay period equals 1 factor; therefore each workday represents .1 of a factor.


If applicable, choose Add a Change with a New Effective Date from the Options menu to enter an end date. End dates are only entered for term-funded positions or term positions. For NRA’s, the end date should not go beyond the expiration date on their employment authorization documents (please refer to the NRA procedures-future link). Enter the end date into the Effective and Personnel Date fields. Tab to the status and choose Terminated. Tab to Change Reason and type or choose “TERM” for termination. Save the record and proceed to the Default Earnings Code block. Default Earnings Code The effective date, earnings code, and hours/units default into their respective fields and must match the Job Detail Information block. Proceed to Job Labor Distribution block. (For those departments using mass-time entry, this field must be blank. Delete earnings code and proceed to the next block.) Labor Distribution Verify that the Effective Date is the same as the job Effective Date. Enter the account information provided by the department on the job form. In most cases, the account information will default from the PCN budget information. If any account information differs from the job form, make the necessary changes to the labor distribution by deleting all lines of the default information and entering new values. Or, tab to the Program value, delete it, and then backspace to enter the Orgn and/or Fund value. The correct Program value will then default. If an error is made and the Program value does not default, re-enter the account information. Enter as many lines as are required with the corresponding percent value. Make sure the percentages total 100. Save the record. Initial and date the Job Form. V. PDABDSU (Employee Benefit/Deduction Setup Form) Quickflow automatically proceeds to the PDABDSU form. If Quickflow is not used for the initial data entry, the form can still be used to set-up an employee’s deductions. PDABDSU is only used for initial deduction set-ups. This form automatically identifies the required and available deductions for eclasses as defined by their benefit categories. Verify the employee’s ID and change the Default Begin Date (defaults to the current date) to reflect the employee’s hire date. Proceed to the Next Block. Make sure the deduction blocks are specific to the employee’s eclass and selected deductions. Note that some deductions are required and therefore are automatically checked. Some deductions are precluded, which means that after a deduction is checked, it precludes other deductions from being checked. Banner will not let you exit this form unless all of the required deductions are checked (e.g. 020, ADJ). Necessary deductions:

020 Federal Tax Withholding 030 Fica Medicare ADJ Adjustment And, one of the following retirement codes: 220 TRS (F9, FR, A9, AR) 230 PERS (XR, NR, CR, EX) 202-209 ORP Benefit/Deduction (F9, FR, A9, AR, EX)

And, one of the following pension benefit codes: 500 Pension Default - Fidelity 520 Pension - Fidelity 525 Pension - Valic 530 Pension - Lincoln 535 Pension - TIAA-CREF


And, health care deduction codes (NR, XR, EX, FR only) Deduction Code Description Plan Code Plan Description Opt Out - All Employees 349 Waived Health Care Coverage None Deduction Code Description Plan Code Plan Description Deluxe - Plan A 350 A-12 Employee HC Deluxe 12 12 months 351 A-9 Employee HC Deluxe 9 1-11 months 352 A-Spouse HC Deluxe 9 1-11 months

12 12 months 353 A-Child/Dep HC Deluxe 9 1-11 months

12 12 months 354 A-Family HC Deluxe 9 1-11 months

12 12 months 356 A-Spouse FIP HC Deluxe 9 1-11 months

12 12 months 357 A-Child/Dep FIP HC Deluxe 9 1-11 months

12 12 months 358 A-Family FIP HC Deluxe 9 1-11 months

12 12 months 359 A-FIP HC Tax Benefit Deluxe S9 Spouse 1-11 months

S2 Spouse 12 months C9 Children 1-11 months C2 Children 12 months F9 Family 1-11 months F2 Family 12 months

Standard - Plan B 360 B-12 Employee HC Standard 12 12 months 361 B-9 Employee HC Standard 9 1-11 months 362 B-Spouse HC Standard 9 1-11 months

12 12 months 363 B-Child/Dep HC Standard 9 1-11 months

12 12 months 364 B-Family HC Standard 9 1-11 months

12 12 months 366 B-Spouse FIP HC Standard 9 1-11 months

12 12 months 367 B-Child/Dep FIP Standard 9 1-11 months

12 12 months 368 B-Family FIP HC Standard 9 1-11 months

12 12 months 369 B-FIP Tax Benefit Standard S9 Spouse 1-11 months


Economy - Plan C 370 C-12 Employee HC Economy 12 12 months 371 C-9 Employee HC Economy 9 1-11 months 372 C-Spouse HC Economy 9 1-11 months

12 12 months 373 C-Child/Dep HC Economy 9 1-11 months

12 12 months 374 C-Family HC Economy 9 1-11 months

12 12 months 376 C-Spouse FIP HC Economy 9 1-11 months

12 12 months 377 C-Child/Dep FIP HC Economy 9 1-11 months

12 12 months 378 C-Family FIP HC Economy 9 1-11 months

12 12 months 379 C-FIP Tax Benefit Economy S9 Spouse 1-11 months


Economy - Plan C cont’d


Deduction Code Description Plan Code Plan Description And, health care deduction codes (F9, A9, AR, CR only) 300 Employee Health Charge – Union - REQUIRED 301 Health Dependent Charges (for union employees only) 305 Basic Health Insurance – Union - REQUIRED 310 Supplemental Health – Self (for union employees only) 311 Supplemental Health – Family (for union employees only) 322 FIP Dependent Charges (for union employees only) 324 FIP Basic Health Insurance (for union employees only) 326 FIP Supplemental Health – Family (for union employees only) Optional deductions include: 400 Health Care Flexible Spending Account 401 Health Care Flexible Spending Account (F9 only) 405 Dependent Care Flexible Spending Account 406 Dependent Care Flexible Spending Account (F9 only) 430 Accidental Death & Dismemberment (AD & D) 450 Supplemental Life - 12 month 460 Supplemental Life - 9 month 790 Auto Deposit Refund (if employee has direct deposit) T## Tax deferred annuity vendors (e.g., T19 – Oppenheimer Investments)

And, one or more of the following union dues/fees deductions (if applicable): 600 ACCFT Agency Fee (A9) 610 AHECTE (CEA) Dues (CR) 611 AHECTE (CEA) Initiation Fee (CR) 613 AHECTE (CEA) Agency Fee (CR) 615 UNAC Dues (F9) 616 UNAC Agency Fee (F9)

Select Establish Selected Benefits/Deductions from the Options list. For more clarification on union staff/non-union faculty deductions, refer to the Deduction Processing procedures (future link). For a complete list and benefits/deductions and their plan codes, refer to the Benefit/Deduction Code Listing at http://www.alaska.edu/hr/procedures/PDF/reference.reference.bdca_listing.pdf. After opening the Establish Selected Benefits/Deductions form, specific data entry is required for certain deductions. This form is used to enter tax withholding rates, life insurance coverage amounts, number of dependents, etc. Begin with the 020 deduction and enter information from the employee’s W-4 form. Tab to the filing status, # of exemptions, and additional withholding (if applicable) fields and enter the appropriate information. If you have problems entering these fields, the information can be entered in the PDADEDN form. Continue through all deductions in a similar fashion. Be sure to enter the correct plan code to differentiate between regular (RG) and part-time (PT) employees. An employee’s eclass and contract length determine their appropriate deductions with respective forms that are submitted by employee. Most faculty are on a 9-month contract and, therefore, must have their deductions set with a 9-month rate and plan code.

http://www.alaska.edu/hr/procedures/PDF/reference.reference.bdca_listing.pdf


Reimbursement accounts must have a termination record with an end date that corresponds with the last day of the final pay period of the fiscal year (e.g., for 2005 FSA’s, the end date would be 6/11/05). Once all deductions are set-up, choose View Current Benefits/Deductions from the Options menu. Check the listing of all deductions to make sure the descriptions, option codes, and effective dates are accurate. If correct, save the record. For additions and corrections, use the PDADEDN form. If the Default Begin Date is after the employee begins employment, the deductions must be deleted and changed to reflect the correct date. VI. PDABENE (Beneficiary Form) The next step in the deduction set-up is to establish the employee dependent information in the PDABENE form. The employee will default into the first record once you Page Down into the first block. Arrow down to the next block to add dependents. Enter ”2” in the sequence number field for the next dependent, making sure to enter their last name, first name, relationship to employee, birth date, and gender. Enter the next dependent using the same method and update the sequence number by one. Save the record. VII. PDABCOV (Beneficiary Coverage Form) The dependents now must be linked to the health insurance deductions through PDABCOV (Beneficiary Coverage Form). The Benefit Category shows the respective deductions. The only deductions that are eligible in this record are for health insurance and flexible spending accounts (FSA’s). Enter the appropriate benefit code from one of the following valid values for health coverage (BDCA’s 305, 310, 311, 324, 326, 350, 351, 360, 361, 370, or 371). Tab to the query date and enter the current hire date. Page down to the sequence number and enter the respective dependents. Sequence number 1 (for the employee) must be entered in this section as well. If employee opts out of health insurance (349), a PDABCOV records should not be setup for the deduction code. However, an end date must be entered in PDADEDN or PDABDSU; the end date must be the date of the final pay period in the current benefit year (i.e., 6/11/05 for FY05). For flexible spending accounts, enter sequence numbers for the employee only. The end date must be entered for the final day in the current benefit year (6/30). Verify the Coverage Begin Date to make sure it is the same as the hire date. Save the record. Initial, date, copy, and file the Deduction/Benefit forms as appropriate. Step 3 – BHR Data Entry Checklist There are two options for data entry: Quickflow and manual entry. To initiate Quickflow, type HIRE into the direct access line or manually enter the information into each form. Personal Identification (PPAIDEN) – from the Personal Demographic Form

Search for name and ID Enter the employee’s name as it appears on the social security card (do not enter periods, commas,

or dashes).

Biographic Information (PPAIDEN)

Date of Birth Ethnicity

Gender Marital Status


Citizenship

Address Information (PPAIDEN) Address- HR type only City State

Zip Code Phone number -HR type only

Additional Information (PPAIDEN) Veteran Information: Special Disabled Veteran

Initial and Date Personnel Demographic Form. Employee Form (PEAEMPL): - From Job Form

Employment Status Employment Class (ECLS) Employee Group (should be left blank) FT/PT Status Home Dept. Check Dist. Division/District

Current Hire Date (remaining fields will default from current hire date)

Original Hire Date Adjusted Service Date Seniority Date First Work Day

Leave Balance Information (PEALEAV): Verify leave code and dates available.

Sick Leave (SICK) Annual Leave (VAC) Personal Holiday Leave (PHL) – For non-exempt employees only (date should be 6 months from

seniority date). Regulatory Information (PEAEMPL)

I-9 Information (RECEIVED) Date Received

International Information (GOAINTL): If the employee is a U.S. or Naturalized citizen, exit to the next screen. For all other employees, see the Non-Resident Alien (NRA) procedures (future link) for more information and data entry. Base Job Information (NBAJOBS):




(NR/XR) Job Detail information (NBAJOBS): Some blocks will automatically default when the PCN is entered in the Base Job Information block, but verify the Job title, PCLS, and ECLS blocks to make sure information is correct. To create a new job record (such as creating job end dates), choose Add a Change with a New Effective Date.

Effective Date Personnel Date Hours/Day Job Change Reason (Blank or EXPL only) Salary Group Salary Table

Grade Step Rate Hours/Pay or Units Assigned Salary Factor (26 for 12- month regular staff)


Pays (same as Factor) Annual Salary Default Earnings Code Information (NBAJOBS): (For those departments using mass-time entry, this field must be blank. Delete earnings code and proceed to the next block.)


Hrs/Units

Labor Distribution Information (NBAJOBS): Verify only, all fields should default.


Prog – must correspond with orgn value Percent (must equal 100%; use separate

lines for additional account codes)

Initial and date the Job Form. Employee Benefit/Deduction Form (PDABDSU):

Federal Withholding (020) FICA Medicare (030) PERS/TRS/ORP Retirement

(201, 230, 220, 202-209) Basic Health Care Charge

(Employee) 300, 305, 350, 351, 360, 361, 370, or 371

Basic Health Care Charge –opt out (Employee) optional 349 (end date required)

Basic Health Care Charge (Dependent) optional 301, 354-354, 362-364, OR 372-374

*FIP must have 340 & 342 in addition Flexible Spending Accounts [Medical/

Dependent Care (400/405), (401/406 for F9)] end date with last pay period of year –optional deduction

AD&D Life Insurance (430) – optional deduction

Supplemental Life Insurance [450 (12 month), 460 (9-month)] – optional deduction

Pension Fidelity/ Valic/ Lincoln/ TIAA-Cref (520, 525, 530, 535) If no pension selection, set-up default code of 500

Union Dues/Fees – (not applicable for regular staff XR/NR) (A9 – 600), (F9 - 615, 616), (CR - 610-613), (UNAD 620, 621, 622)

Auto Deposit (if applicable) (790) Tax Deferred Annuity – (T01 – T27) -

optional deduction ADJ Adjustment required for all

employees

Beneficiary Form (PDABENE): Make sure the employee and all dependents on the dependent enrollment form are listed.

Sequence Number Last Name First Name SSN (required for employee only) Relationship To Employee

Birthdate Gender

Beneficiary Coverage Form (PDABCOV): NR, XR, EX, FR must have a 350, 351, 360, 361, 370, or 371 record. F9, A9, AR, CR employees must have a 305 record. If the employee has selected an FSA (400/401 or 405/406), then separate records must exist for these as well. Include all sequence numbers from the PDABENE form in these records; include only sequence 1 (employee) under the 400/401 and 405/406 records.

Seq No – Sequence Number Coverage Begin Date

Coverage End Date – (Opt out and FSA’s only) - end of fiscal year

Initial, date, copy, and file the Deduction/Benefit forms as appropriate.

Leave of Absence

Leave of Absence Page 1 of 3 Revised 2/27/06

Step 1 - Departmental Instructions: A leave of absence (LOA) is a period that is greater than 10 consecutive working days of leave without pay; a LOA is only eligible to regular employees. Proper procedures and administrative approvals must be followed prior to the employee departing on a leave of absence. Data entry and this procedure are therefore unnecessary when an employee uses leave without pay (LWOP) for less than 10 consecutive working days. For employees who are on Family Medical Leave without pay, see the FML procedures at: http://www.alaska.edu/hr/procedures/personnel.xml. For additional information regarding leave without pay, see the BOR regulation at http://www.alaska.edu/bor/regulation/4r/r04-06.html. Two job form modifications are necessary to reflect the beginning and end dates of a Leave of Absence. Job Form Modifications Action Type

Change Job Detail information (NBAJOBS): Leave without pay Begin

Effective Date Personnel Date Job Change Reason: LWOP- Begin

Earnings Code Effective Date Earnings Code: (652)

Action Type Change

Job Detail information (NBAJOBS): Leave without pay End

Effective Date Personnel Date Job Change Reason: LWPE- End


Step 2 – Human Resource Detail Instructions When an employee goes on a Leave of Absence, their job record must reflect when the LWOP begins and ends. An employee on a Leave of Absence cannot continue their health or supplemental life insurance deductions, but may elect to pay the university directly for the cost of health insurance and supplemental life insurance (employees can contact their campus Benefits Coordinator for more information). Health insurance, supplemental life insurance, TDA, and FSA deductions must therefore be terminated after the last paid date. End dates must also be entered in PDABCOV for health insurance and FSA’s. It is essential that the leave of absence is properly notated in Banner. Non-compliance of leave of absences can alter the time that is reported to PERS/TRS for the employee. NBAJOBS LWOP Start Conduct a search in NBAJOBS to find the PCN/Suffix that corresponds with the respective assignment. Select “Add a change with a new effective date” from the Options menu. Enter the date when the employee’s leave of absence begins. If the employee has a last paid date prior to the leave of absence begin date, make the effective date at the start of the pay period with a personnel date of when the leave of absence actually begins. Enter “LWOP” into the job change reason to reflect the start of the leave of absence. Go to the Earnings Code Default Information form, select “Add a Change with a New Effective Date” from the options menu and enter the date when the employee’s leave of absence begins. Terminate the 010 earnings code and insert 652 into the earnings code (the end date of the 010 earning code should be the same as the 652 start

Leave of Absence


date). Save the record. LWOP End Once the employee returns from the leave of absence, select “Add a change with a new effective date” from the Options menu. Enter the date when the employee has returned from their leave of absence. If the employee has a last paid date prior to the leave of absence end date, make the effective date at the start of the pay period with a personnel date of when the leave of absence actually ends. Enter LWPE into the job change reason. Go to the Earnings Code Default Information form, select “Add a Change with a New Effective Date” from the options menu and enter the date when the employee’s leave of absence ends. Terminate the 652 earnings code by entering the end date and inserting 010 (the end date of the 652 earnings code should be the same as the 010 start date). Save the record. PDADEDN LWOP Start After the last paid date, terminate the health care deductions (if currently enrolled), and optional deductions of flexible spending accounts, supplemental life insurance and TDA’s in the PDADEDN form. Enter the respective benefit code. Choose “Add a new record” from the options menu for the leave of absence begin date. Change the status to terminated. Save the record. LWOP End A leave of absence is considered a “life event” and the employee may change their benefits including health insurance, life insurance, and FSA’s. When the employee returns from the leave of absence, he/she must submit new benefit forms. All terminated records will need to be activated. Enter the respective benefit code. Choose “Add a new record” from the options menu for the leave of absence end date. Change status to active. Save the record. PDABCOV LWOP Start If the employee has signed up for health coverage, enter the respective benefit code record in PDABCOV. Proceed to the next block. Enter the coverage end date to reflect when the employee departed on their leave of absence for each sequence line (if the employee is signed up for health insurance). If there is a flexible spending account, enter the FSA account code, and type over the Coverage End Date with the Leave of Absence Begin Date. Save the record. LWOP End After the employee returns from the leave of absence, the termination dates in PDABCOV may need to be removed. If the employee has elected health insurance, enter the health coverage record benefit code in PDABCOV. Proceed to the next block. Tab to the coverage end date field and clear the end date for each sequence number. Save the record. If the employee has a flexible spending account record, enter the FSA account code. Type over the Coverage End Date for the end of the current fiscal year and save the record.

Leave of Absence


Step 3 – BHR Data Entry Instructions: when employee leaves (LWOP Begin) Job Detail Information (NBAJOBS): LWOP Begin

Effective Date Personnel Date Status remains active

Change Reason LWOP – Begin Earnings Code Effective Date Earnings Code - 652

Employee Benefit/Deduction Form (PDADEDN): Terminate after last paid date

Terminate Basic Health Care Charge (after last paid date)

Dependent Charges (including FIP) Terminate optional deductions: FSA's

Supplemental Life AD&D TDA's

Beneficiary Coverage Form (PDABCOV):

Coverage End Date for Health Insurance:

Coverage End Date for FSA's (if applicable)

When employee returns (LWOP End) Job Detail Information (NBAJOBS): LWOP End

Effective Date Personnel Date Change Reason LWPE – End

Earnings Code Effective Date Earnings Code - 652


Clear Coverage End Date for Insurance (if applicable)

Update Coverage End Date for FSA's (if applicable)


Activate Basic Health Care Charge (if applicable)

Dependent Charges- (including *FIP)

Activate optional deductions: FSA Supplemental Life AD&D TDA's

Initial and date the LWOP and Benefit forms. Entered By: _______________________________ Date:________________

TABLE OF CONTENTS Job Forms/Actions Section

• Job Form Completion Template and Instructions

• Job Change Reason Code Listing Job change reason as listed on job form

• Job Change Reasons Explanations of job change reasons

• Employee Classes (Ecls) Chart Iincludes Ecls, Description, Type, Exemption, Status, Union

Representation, Benefit and Leave Eligibility) • Ecls Code Crosswalk Iincludes Ecls, Description, Salary Table, Bcat and LCat. Salary Table

Categories. Benefits Categories and Leave Categories

• Compatible Employee Classes (Ecls) Reference Chart Which ecls can an employee hold simultaneously

• Translating Dlevels, Organization and Time Keeping Location Structure

• Labor Account Code Changes Includes eclas, description, Acct Code – when to use optional acct

code • Checklists for completing certain job change reasons

• Paperless Job Processing (PJP) website: http://www.alaska.edu/hr/pjp/index.xml including student roll from taxable (ST) to non-taxable (SN) and less than 12 month contracts on/off contract submission and termination process.

UN

IV

ER

SI

TY

O

F

AL

AS

KA

F

AI

RB

AN

KS

UAF Human Resources

P.O. Box 757860 Fairbanks, Alaska 99775-7860

907 474-7700 FAX 907 474 5859

http://www.uaf.edu/uafhr

http://www.alaska.edu/hr/pjp/index.xml�

Job Form Completion_061708.doc Page 1 Revised 6/17/08

JOB FORM COMPLETION The job form is used by the Human Resources (HR) offices to enter basic employee information, base job information, and job detail changes. The HR offices also use the form to ensure the use of the appropriate earnings codes and labor distribution. The Budget offices use the job form to match the position information to the specific information for the job. A job form must be completed for all employees and jobs to be paid a wage. This form must be submitted to Human Resources, per campus requirements, PRIOR to an employee beginning the job assignment. Refer to the numbered job form on page 11: 1. Action Type Select a box that most closely represents the action you are requesting with this job form. 2. TKL (Home Org)

Three-digit time keeping location number proceeded by a “T” for the department initiating this job form. Also include the department name for this TKL. A listing of university TKLs and corresponding department names is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.tkl_listing.pdf.

3. Last Name, First, MI

The employee’s last name, first name, and middle initial as they appear on the employee’s Social Security card.

Employee ID

The unique, generated identification number for the employee. EMPLOYEE INFORMATION (PEAEMPL) 4. Status

Enter an "A" for an active employee. The other value that may appear in this box is "T" to identify a terminated employee.

5. ECLS

Employee class, or eclass, for this employee. Eclass changes can only be set-up for the beginning of a pay period and cannot be changed for past pay periods.


6. LCAT The leave category that is defined for the employee class for this employee. The corresponding LCAT value can be found on the Banner ECLS Code Crosswalk sheet at http://www.alaska.edu/hr/procedures/PDF/reference.reference.ecls_crosswalk.pdf.

7. BCAT

The benefit category that is defined for the employee class for this employee. The corresponding BCAT value can be found on the Banner ECLS Code Crosswalk sheet at http://www.alaska.edu/hr/procedures/PDF/reference.reference.ecls_crosswalk.pdf.

8. FT/PT Full-time or part-time status. Identify the employee's status based on all current jobs within the University system. Choose either FT - full time (80 or more hours per pay period) or PT - part time (less than 80 hours per pay period).

9. Home Dept

The D-Level value that matches the orgn number used for the employee’s labor distribution. The code defines the overall department to which the employee belongs, and is used by Institutional Research and for personnel ad hoc reporting. The D-level org is located on the Org Level Rollup tables maintained by the Budget office.

10. Check Dist

Enter the check distribution organization code preceded by a “T.” This code defines the location where payroll information will be sent. A listing of university codes (TKLs) and corresponding department names is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.tkl_listing.pdf.

11. Dist / Div

The geographic location code of the primary work location for the employee. This code is used for Department of Labor reporting and may be different from the employee’s mailing address. Enter one of the following codes that most closely identifies where the employee is working:

01 Aniak 38 Kasigluk 02 Aleutian Islands 39 Nunapitchuk 03 Anchorage 40 Tuntutuliak 04 Barrow 41 Kongiganak 05 Bethel 42 Kasigluk 06 Cantwell 43 Akiachak 07 Cordova 44 Tenakee Springs 08 Dillingham 45 Yakutat 09 Fairbanks 46 Metlakahtla 10 Fort Yukon 47 Angoon 11 Galena 48 Hoonah


12 Haines 49 Chugiak 13 Homer 50 Eagle River 14 Hooper Bay 51 Girdwood 15 Juneau 52 Glenallen 16 Kenai 53 Talkeetna 17 Ketchikan 54 Wasilla 18 Kodiak 55 Nenana - Clear -Healy 19 Kotzebue 56 Prudhoe Bay 20 Mcgrath 57 Delta Junction 21 Nenana 58 Tok 22 Nome 59 Sand Point 23 Palmer 60 St Lawrence Island 24 Petersburg 61 Kuskokwim 25 Seward 62 Copper Center 26 Sitka 63 Holy Cross 27 Skagway 64 Chistochina 28 Stevens Village 65 Mentasta 29 Tanana 66 Tatitlek 30 Valdez 67 Bristol Bay 31 Wrangell 68 Whittier 32 Narl 69 Annette Island 33 Adak 70 Eagle 34 Tununak 71 Unalaska 35 Akiak 72 Soldotna 36 Auinhagak 73 Ninilchik 37 Kipnuk 12. Current Hire

The first working day of the employee's continuous service, regardless of the original employee class for which the employee was hired. If the employee was terminated from the UA system, this date should be revised to reflect the most recent hire date.

13. Original Hire

The date the employee first worked as a University of Alaska employee. 14. Adjusted Service

The first day the employee was hired in a leave category eligible for leave accrual. This date must be updated if the employee has had a break in service of more than 10 consecutive working days from a leave-eligible position. Bi-weekly leave accruals are determined from this date. This field can be left blank on the job form for temporary and student employees; any value shown for them will have no valid meaning.


15. Seniority Date Used to identify when an employee began contributing to the PERS or the TRS retirement program. This date must be updated if the employee has had a break in service of more than 10 consecutive working days from a retirement-eligible position, when the employee elects to participate in PERS or TRS, or when the employee elects to switch participation from PERS to TRS or from TRS to PERS. May also be used to record the employment start prior to benefit-eligibility; for example, to identify former extended temporary employees with a different adjusted service date. This field can be left blank on the job form for temporary and student employees; any value shown for them will have no valid meaning.

16. Term Date Left blank for an active employee. For a terminated employee, it identifies the last work day.

17. Term Reason

Left blank for an active employee. For a terminated employee, the code identifies the reason for the termination. Termination codes and descriptions are available at http://www.alaska.edu/hr/workflow/pdf/termination_code_definitions.pdf.

BASE JOB INFORMATION (NBAJOBS) This block is completed once for continuous 12-month contract employees and remains in effect until the employee terminates from this specific job or employee class. Employees on less than 12-month contracts require base job information for each assignment. This block remains in effect even though the job assignments may change in the Job Detail Information block below due to salary increase, job title / grade changes, etc. 18. T/S Org (TSO)

Timesheet org, or time keeping location (TKL), for the specific assignment (where the time sheets for this job will be sent). The TSO should be the same as the Check Dist in the Employee Information (PEAEMPL) for any job identified as a primary job. A listing of TKLs and corresponding department names is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.tkl_listing.pdf.

19. Posn

The position number (PCN) for the job. A new position cannot be entered on Banner without prior approval of the Budget office. For temporary positions, use the campus or department position numbers assigned. These numbers are established by the campus Budget office.


20. Suffix Used only when concurrent or overlapping jobs are created using the same position number. Most on-going positions will have a suffix of "00." Other positions will be identified with a number that will increase in increments of 01. This field can be left blank when submitting the job form. A number will be assigned when the job is entered into the system. The turnaround document will provide the suffix number needed for completion of the timesheet.

21. Job Begin Date

The contract start date of the employee's job. For employees paid on a pay period rate, this date will be the beginning of the pay period.

22. Job End Date The ending date of the employee's job. Employees on a continuing (non-term) appointment will not have an end date. For employees paid on a pay period rate, this date will be the end of the pay period. 23. P/S/O

Indicates if the job is a primary, secondary, or overload assignment. An employee can have only one active primary (P) job. Any additional jobs will be identified as a secondary job (S). Faculty overloads are identified with an “O.”

24. Contract Start

Use only for temporary faculty jobs, including temporary overload or summer assignments for regular faculty. Enter the actual start date of the temporary instructional job. This date must be greater than or equal to the job begin date.

25. Contract End

Use only for temporary faculty jobs, including temporary overload or summer assignments for regular faculty. Enter the actual end date of the temporary instructional job. This date must be less that or equal to the job end date.

26. Step Increase MM/DD

For employees in an NR or XR eclass, the Month and Day should match the employee’s first day of work in a benefit-eligible position. In past University practice, this information noted the month and day that the employee was eligible for a step increase. On rare occasions, this date may be different than Adjusted Service Date. For employees in a CR eclass (Local 6070 employees), the Month and Day is 12/01. This field should be left blank for employees in all other eclasses.


JOB DETAIL INFORMATION (NBAJOBS) 27. Change Effective Date

The beginning date of a new job, or the new effective date for a change to an existing job record. This date cannot predate the Last Paid Date of an existing job record.

28. Personnel Date

This date should match the Change Effective Date, and is different only if a change has occurred to the employee's job in a prior pay period. Used to identify retroactive job changes and reflects the actual effective date of the job.

29. Status

The status of the job. “A” identifies an active record with associated dates. “B” identifies an assignment where the employee is Off-Contract with benefits. “T” identifies that the job has ended and the associated date.

30. PCLS Position class number. The four or five-digit job number that corresponds with the job title in block 31. For pool or temporary numbers, enter the actual working title number. Your turnaround document will display the PCLS that corresponds with the data that defaults from the pool or temporary position number. A listing of PCLS codes and each corresponding job titles is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.jobtitle_listing_pcls.pdf.

31. Job Title

Enter the corresponding job title that matches the four or five-digit position class number. This title must match the job title set up for the position for all regular, term, and extended temporary position numbers. A listing of Job Titles and each corresponding PCLS code is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.jobtitle_listing_alpha.pdf.

32. FTE

Memo field only. Used to count temporary faculty prior semesters. A new temporary faculty employee will have a value of .000; a value of .010 should be added for subsequent semesters taught (e.g., 15 prior semesters taught would be shown as .150). A default value of 1.000 is used for all other employees.

33. Employee Class

The employee class as identified on the position record. An employee class can only be changed at the beginning of a pay period.


34. Out of Class (Shift)

This field is used for out-of-class pay for regular non-union employees or for special premiums for Crafts and Trades Union employees (Local 6070). The valid values are as follows:

Local 6070 values: 1 Null (Default)

2 $1.00 (Boiler Fire Operator) 3 $1.00 (Leadperson Pay) Out of class values: 1 Null (Default)

C 3% D 4%

F 5% G 6% S 7% E 8% N 9% T 10% 35. Job Change Reason

The code that best describes the reason the job assignment was created. A listing of Job Change Reasons List is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.jcr_codes_listing.pdf.

36. Salary Table The salary table (Salary Schedule) for this job, as defined by the employee class. This value must match the position information. A listing of applicable salary tables by ECLS is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.ecls_crosswalk.pdf.

37. Grade The first two characters reflect the geographic differential of the employee's work location and the last two characters reflect the grade of the current job for all staff positions. Temporary faculty credit jobs are entered with the first two characters of CR and the last two characters indicating the number of pay periods this job assignment covers. Some variations will apply.

38. Step The current numeric step of employees that are on a step salary schedule. If the employee is not on a step, a value of zero is used.


39. Rate The hourly amount that matches the grade and step indicated, or the rate to be paid if the step is zero.

40. Hours / Day

This value is used to determine the amount of university holiday pay for leave-eligible employees. This value is not used for sick, annual, or personal holiday leave accrual.

41. Hours / Units

The hours worked per pay period for the job. For graduate stipends and non-credit assignments, a 1.0 is used to indicate one unit of work. For temporary faculty credit assignments and regular faculty credit assignments, this number should reflect the number of credits being taught for this job.

42. Assign Salary The biweekly rate being paid for the assignment. 43. Factor

The number of pay periods for the assignment. For temporary faculty credit jobs, this number should correspond to the number of pay periods entered in the last two digits of the employee’s Grade. Some variations apply.

44. Annual Salary The salary for the assignment calculated by multiplying the Assign Salary by the Factor. EARNINGS CODE INFORMATION (NBAJOBS) 45. Earnings Code

The earnings code associated with the employee class that will be used to generate pay. The listing of earnings codes is available at http://www.alaska.edu/hr/procedures/PDF/reference.reference.earnlist.pdf.

46. Hours / Units Matches the hours in the Job Detail Information block. 47. Special Rate

Only used for special pay earnings such as graduate stipends, and is a per unit value.


48. Shift Code Refers to the Out of Class information that defaults for time reporting. Values should match those in Out of Class (Shift) field in the Job Detail Information Block. Refer to item 34 for the list of Out of Class codes/values.

49. Earnings Start Date Date the earnings code will become active.

50. Earnings End Date

The date the earnings code becomes inactive. Use only to indicate that the earnings code is no longer active.

LABOR DISTRIBUTION INFORMATION (NBAJOBS) 51. Effective Date The date the labor distribution becomes effective. 52. Fund

Identifies the funding source to which this portion of the job is being charged. Restricted accounts (ex. Funds 2 or 3) require Grants and Contracts approval prior to being submitted to Human Resources.

53. Orgn Organization code to which this portion of the job is being charged. 54. Acct Object code to which this portion of the job is being charged. 55. Prog

Program code that corresponds to the organization code. This code will default for the Orgn code used. Values can be found on the Org Rollup Chart available from the Budget office.

56. Actv

Used to identify any labor that needs to be charged to specific projects. This field is usually left blank.

57. Percent Percentage of 100 that is coming from this Fund, Orgn, Acct, Prog, and Actv account. If the funding is distributed between more than one source, identify each source and the percentage. Percent must total 100.


SIGNATURE / NOTATIONS 58. Completed by

The name and phone number of the person completing the form and who can be contacted to clarify any issues.

Budget Follow campus procedures for Budget approval requirements. Restricted accounts and regular and term position numbers usually require Budget approval prior to being submitted to Human Resources.

59. Department Approval Signature of hiring authority who has approval to sign for the accounts used

in the Labor Distribution Information. 60. Notations: Further explanation of the reasons for the job form submission. Include

encumbrance calculations, class information, etc. If necessary, attach additional memo or supporting documentation.

MI

(1) Action Type New Hire Change

Stop Job Unit Separation

Start Job Pay Adjustment

Employee Information (PEAEMPL)

Base Job Information (NBAJOBS)

Job Detail Information (NBAJOBS)

Earnings Code Information (NBAJOBS)

Labor Distribution Information (NBAJOBS)

Completed by Department Approval Date

Personnel Entered by Notations:Budget FormB015 (09/04)

ORIGINAL: Regional PersonnelCOPIES: Regional Payroll, Department, Budget

(53) (56) (57)(51) (52) (54) (55)

(48)

Effective Date Fund Orgn Acct Prog Actv Percent

(43)

Earnings Start Date Earnings End Date

(42)

(49)

Annual Salary

(38)

(50)

(44)

(3)

Earnings Code Hours/Units Special Rate Shift Code

PCLS

Salary Table

Assign Salary

(36)Factor

P/S/O

(21)Job Begin Date

Step Increase MM/DD

(45) (46) (47)

Job Form

(12) (13) (14)

(22)

(4)Current Hire

Status ECLS LCAT BCAT

(23)

(28)Job Title

University of Alaska

FT/PT Home Dept

TKL (Timesheet Org)

Last Name First

Grade

(37)

(31)

Step

(33)

(30)

(35)

Employee Class

Use notation area for explanation of changes and corrections

(5) (11)(6)Check Dist

(10)Dist/Div

(7)

(2)

Employee ID

FTE

(32)Out of Class (Shift)

(34)

Suffix

(20)

(15)

(60)

(59)DateDate

(58) Ext. #

(40)Hrs/Pay or Units

Status

(29)

(41)

Contract Start

(24)

Term ReasonSeniority Date Term Date

(16)

(26)(25)Contract End

(17)

(9)(8)

(18)T/S Org

(19)Posn

Original Hire Adjusted Service

Job End Date

(27)

Rate Hours/Day

Change Effective Date Personnel Date

Job Change Reason

(39)

Job Change Reason Code Listing Job Change Reason Descriptions

Code Description Code Description

(blank) No JCR in field (example: new hire) PNEX Position ExtensionADD Additional Assignment RECD Reclassification(Down 1/more)ADMN Administrative Leave RECI Reclassification(Up 1/more)APA Acting Position RECL Reclassification(Lateral)APAE End Acting Position RFTE Reduction in Assign. FTE/HrsCAN Class Canceled RTOF Retention OfferCOLA COLA Salary Adjustment RTRO Retro Job Info/CorrectionCONE Contract Extension End SABB Sabbatical-BeginCONF UNAC Contract Extension Begin SABE End SabbaticalCONX Non-Union Contract Ext Begin SHFE End Shift or Lead PayDEER Data Entry Error SHFT Begin Shift or Lead PayDEM Demotion (Involuntary) SPCE Special Assignment EndDOC Out of Class Pay-Begin SPEC Special AssignmentDOCE End Out of Class Pay STEP Salary Step IncrementDOCX Out of Class Pay-Extension STRK Union StrikeENTD Internal Equity Salary Adjust SYPC System/Policy ChangeEXPL Exceptional Placement TERM TerminationFAPR Faculty Promotion TOOL Tool AllowanceFLSA Fair Labor Standards Act TRD Transfer (Demotion)FML Family Medical Leave-Begin TRL Transfer (Lateral)FMLE End Family Medical Leave TRP Transfer (Promotion)IFTE Increase in Assignment FTE/Hrs TSO T/S Org ChangeINGR In Grade Step Movement TUUB Temp Union Upgrade BeginJFPL Job Family Placement TUUE Temp Union Upgrade EndLAYF Layoff UMKT Union Market Adjustment (UNAC)LDCH Labor Distribution Change UNAA Union Admin Assignment Cont.LWOP Leave Without Pay-Begin UNAD Salary Adjustment-Union Cont.LWPE End Leave Without Pay UPRE Probationary Period EndMERIT Merit Bonus UPRO Probationary Period BeginNTAD Special Market Salary Adjust URENO UNAC Un Salary RenegotiationOCB Off Contract - Begin VDSI Void Step IncreaseOCE Off Contract - End WKC Workers Comp-BeginPADJ Payroll Adjustment WKCE End Workers CompPERF Performance Adjustment WKST Work Study

Page 1 6/4/08

http://www.alaska.edu/hr/procedures/PDF/reference.reference.jcr_descriptions_listing.pdf


Job Change Reasons When a new effective date is entered on an existing assignment, one of the following job change reasons must be entered to show why the job change is being made. No job change reason is required for new hires, new assignments that have a break in service, rehires or reactivations, overloads, summer additional assignments, or movement from or to a taxable student eclass (ST, GT) to or from a nontaxable student eclass (SN, GN). The exceptions to this rule are: 1) a new assignment that is due to an additional assignment (ADD), 2) an appointment to an acting position (APA), 3) the start of a new job resulting from a transfer (TRL, TRP, TRD), and/or 4) an exceptional step placement for a newly appointed job (EXPL). If multiple job change reasons apply to the same effective date, determine a priority for each of the change reasons. All reasons should be identified in the “Notations” area of the job form. The reason that has the most impact to employment records should then be entered in Banner HR as the job change reason. ADD – Additional Assignment An assignment above and beyond the base contract for a regular employee (not faculty). Does not include faculty overloads or summer assignments. Not meant to distinguish between primary and secondary jobs. An earnings code of 150 is used for biweekly (exempt) paid assignments and an earnings code of 155 is used for hourly (nonexempt) paid assignments. ADMN – Administrative Leave The employee is on leave due to disciplinary action or any other situation in which the employee is restricted from working. Can be in a paid or unpaid status, and requires supporting documentation. The earnings code of 465 should be claimed on the employee’s timesheet if the employee is to receive paid administrative leave. If the leave is for less than two pay periods, the leave is only claimed on the employee timesheet and no job change is necessary. APA – Acting Position A temporary appointment into a higher position than the employee’s current assignment. If the appointment is for less than 30 days, an out-of-class assignment is more appropriate. Usually requires stopping the existing assigned PCN and moving the employee to the vacant PCN of the acting position. This job change reason is used on both the terminated status record of the previous PCN occupied and on the active status record of the acting PCN being initiated. Refer to the “Appointment to an Acting Position” regulation R04.05.043.B.4. at http://www.alaska.edu/bor/policy/04-05.doc.


APAE – Acting Position End To identify the end of an acting position assignment. A job form must be submitted to stop the acting position with this job change reason. An additional job form to restart the previous position must be submitted using this job change reason. Apply any salary or step increases that would have occurred if the person were not placed in an acting position. CAN – Class Cancelled Code used when terminating an adjunct faculty assignment due to the cancellation of a class. Refer to the current text of the United Academics Adjunct (UNAD) contract, Article 9.5, at http://www.alaska.edu/hr/labor/adjuncts/index.xml. COLA - Cost Of Living Adjustment Used for automatic salary increases, also known as cost-of-living adjustments or COLAs. Annually, the Board of Regents reviews the staff salary schedule and may apply a COLA to the schedule. This job change reason should be system-generated and not applied on an individual basis. Refer to University Regulation R04.05.043.C. at http://www.alaska.edu/bor/policy/04-05.doc. CONE – End of Contract Extension Used to designate the completion of a contract extension. The appropriate earnings code that was used for the contract extension must be stopped. On the day following the extension end, a new effective date record must be activated to return the employee to their regular assignment also using the CONE reason; a new default earnings code for the regular assignment must be entered on the new effective date record. There is no change to the title, ECLS, hours, grade, or rate of pay. CONF - UNAC Contract Extension Begin Used for a UNAC faculty member (F9 ECLS) to indicate that their job assignment has been extended beyond its original termination or off-contract effective date. A new default earnings code of 290 must be setup for the contract extension period. A corresponding CONE record must be setup for the assignment (see the CONE description above). There is no change to the title, ECLS, hours, grade, or rate of pay. CONX - Non-Union Contract Ext Begin Indicates that a non-union position has been extended beyond its original termination or off-contract effective date. Use this code only when the position is to remain ‘active’ and the incumbent is performing the job duties in a ‘paid’ status. There is no change to the title, ECLS, grade, or step. DEER - Data Entry Error Used by the HR office to identify a record that has been corrected due to a previous data entry error; the error usually occurs due to incorrect data submitted by the department or due to a keying error by a technician. The errant record cannot be corrected or deleted because the “Last Paid Date” is greater than the job effective date. Use the first date after


the last paid date as the effective date. The personnel date should reflect when the error was originally entered and the correction record should have been effective. DEM - Demotion (Involuntary) For exempt or non-exempt staff, a demotion from a position in one grade to a position in a lower grade. Refer to University Regulation R04.05.043.7. at http://www.alaska.edu/bor/policy/04-05.doc. DOC - Department Out-of-class Pay-Begin Indicates the beginning of an increase in the percentage of base pay given to a staff member for an official, temporary, non-academic, additional assignment for a period of more than 30 calendar days. The payroll default shift value must be updated to show the percent of the out-of-class. A new earnings code record is required with the percent value indicated in the Shift field and an end date for the out-of-class. Refer to University Regulation R04.05.043.8. at http://www.alaska.edu/bor/policy/04-05.doc. DOCE - End Out-of-class Pay Indicates the end of an increase in the percentage of base pay given to a staff member for an official, temporary, non-academic, additional assignment for a period of more than 30 calendar days. The payroll default shift value needs to be returned to a value of 1. A new earnings code record is required to change the shift value back to the default of 1. Refer to University Regulation R04.05.043.8. at http://www.alaska.edu/bor/policy/04-05.doc. DOCX – Department Out-of-class Pay-Extension Indicates that the extension of an increase in the percentage of base pay has been reviewed and approved up to an additional 90 calendar days by the regional Human Resources office. The payroll default shift value must be updated to show the percent of the out-of-class on the extension date. The earnings code record must show the percent value in the Shift field. This update may require the deletion of the previous stop record. The procedure for DOCE must be completed for the new end date for both the payroll default shift value and the earnings code record. Refer to University Regulation R04.05.043.8. at http://www.alaska.edu/bor/policy/04-05.doc. ENTD – Internal Equity Salary Adjust Adjustments are made in salary to correct inequities due to department or university differences within a like position. Requests must document the differences and written approvals must be obtained at the appropriate campus level. If salary adjustments are requested for a collective bargaining unit member, prior coordination between Labor Relations and the bargaining unit administration must be obtained. If the salary change is due to job market consideration, use “NTAD – Market Salary Adjust” for the job change reason.


EXPL – Exceptional Placement New hires are normally placed on the beginning step of the appropriate salary grade of the job. Placement beyond this step must be approved as outlined in Regulation R04.05.043.A.1. and R04.05.043.A.2. at http://www.alaska.edu/bor/policy/04-05.doc. Requests for advanced step placement should show exceptional qualification or experience of the employee that are clearly relevant to the position and advantageous to the University. This is the only job change reason used to start a job assignment for a regular new hire considered for exceptional placement. For temporary and extended temporary hires, refer to University Regulation R04.05.044.B.2. at http://www.alaska.edu/bor/policy/04-05.doc. FAPR – Faculty Promotion Increase in rank as defined by faculty criteria and union contracts. Also includes a change of job title and grade. Notification of increases is received from the regional Academic Affairs office (Provost office at UAS), in conjunction with Statewide Labor and Employee Relations, for updates to the faculty module. FLSA – Fair Labor Standards Act Change of an employee eclass due to an evaluation of similar jobs and a determination to move them from an exempt employee class to a nonexempt employee class or from a nonexempt employee class to an exempt employee class. Changes are based on current FLSA regulations. FML – Family Medical Leave – Begin Indicates when Family Medical Leave begins either in a paid or an unpaid status. An effective date record is only required if the duration will be longer than two pay periods. No change is currently made to the earnings code on the job record. The employee must be notified that the two-week period counts toward their Family Medical Leave time available. The leave is written manually on the employee timesheet and entered by the payroll office on the PEAFMLA form. Refer to University Regulations R04.06.130.a.1.e. and R04.06.144 at http://www.alaska.edu/bor/policy/04-06.doc for definitions of University Family and Medical Leave. See the FML procedures at [Future Link] for information. FMLE – End Family Medical Leave Indicates when the employee has returned from a Family Medical Leave absence. No change is currently made to the earnings code on the job record. A return to work statement from a physician may be required. Refer to University Regulations R04.06.130.a.1.e. and R04.06.144 at http://www.alaska.edu/bor/policy/04-06.doc for definitions of University Family and Medical Leave. See the FML procedures at [Future Link] for information. IFTE – Increase in Assignment FTE / Hrs Revision of assignment, either voluntary or involuntary, that increases the current hours / units on the existing assignment. Both the hours per day and the hours per pay fields


must be revised. The default earnings hours must also be changed to match the job detail hours. If a person is increasing to 100% or 80 hours per pay period, it is also necessary to change the FT/PT indicator on PEAEMPL to “F” for Full Time. The hours per day field determines the hours paid for holiday pay. INGR – In Grade Step Movement A step increase within a grade for a regular exempt or non-exempt employee that is an exceptional occurrence; includes factors such as internal equity/alignment, sustained outstanding performance, and professional or career growth within a position. Refer to University Regulation R04.05.043.B.2. at http://www.alaska.edu/bor/policy/04-05.doc for the appropriate approval requirements. JFPL – Job Family Placement Used for the implementation of the Job Family project. Denotes movement from the prior 4-digit PCLS (position class) title to the current 5-digit job family PCLS. Implementation may also involve the placement of the position onto the transition salary grid (SC) to place the employee at the appropriate classification level. LAYF – Layoff Used when an employee’s employment is discontinued due to lack of available work, lack of available funding, reorganization, or other approved reason; the layoff reason does not reflect discredit upon the affected employee. If an employee’s termination is due to layoff, the LAYF job change reason should be used in place of TERM. For detailed information, refer to University Regulation R04.07.110 at http://www.alaska.edu/bor/policy/04-07.doc. LDCH – Labor Distribution Change Used to identify a revision to the fund, orgn, acct, actv code, program code, and/or percentage that departments are charged for salaries and benefits (where the change will be in effect for more than two pay periods). If short-term changes apply, the change may be completed on the employee’s timesheet by indicating the new account code information and checking the override distribution line. Retroactive changes to labor distribution cannot be made through NBAJOBS. If retroactive charges are required for prior payperiods, a labor redistribution form must be completed and submitted to your campus budget office. Verify that the D-Level org value on PEAEMPL does not change. Refer to the Labor Account Changes procedures at http://www.alaska.edu/hr/procedures/PDF/personnel.changes.labor_account.pdf. LWOP – Leave Without Pay Begin Identifies an employee who is on a leave of absence for more that 10 working days. As per University Regulation R04.06.147 at http://www.alaska.edu/bor/policy/04-06.doc, a written request must be forwarded through administrative channels. The base earnings code is stopped on the Earnings Default block and an earnings code of 652 is initiated. The employee receives no salary and no accumulation of annual or sick leave. Continuation of benefits is contingent on the period of time the employee is on LWOP and whether the employee pays to continue benefits. May also include Sick Leave


Without Pay; more information is available in regulation R04.06.142 at http://www.alaska.edu/bor/policy/04-06.doc. LWPE – End Leave Without Pay Employee returns to an active pay status from LWOP. Stop the earnings code of 652 and enter the appropriate base earnings code. Refer to University Regulation R04.06.147 at http://www.alaska.edu/bor/policy/04-06.doc. MERIT – Merit Bonus Usually processed through payroll as bonus earnings (earnings code 710). Distribution of bonuses for exempt and non-exempt staff will be made in accordance with procedures established by the president or the president's designee(s). Refer to the Performance Bonus policy and regulation R04.05.050 at http://www.alaska.edu/bor/policy/04-05.doc. Merit bonuses for UNAC employees (F9 ECLS) are covered in Article 15.5 of the UNAC collective bargaining agreement at http://www.alaska.edu/hr/labor/unac/index.xml. NTAD – Special Market Salary Adjust A change in the base salary due to documented comparisons to the labor market for a particular job category. Usually involves a group of employees in like jobs. Requires various levels of approvals OCB – Off Contract Begin Used for regular and term employees on less than 12 month contracts. Identifies the beginning date the employee is not in a paid contract status in that position. Benefits remain in effect. The job status code is changed from A (Active) to B (Leave without pay / with benefits). The earnings code converts to 653; no entry is required in the default earnings block for the conversion to occur. OCE – Off Contract End Used for regular and term employees on less than 12 month contracts. Identifies the date the employee returns to a paid contract status. The job status code is changed from B (Leave without pay / with benefits) to A (Active). The earnings code is converted back to the base earnings code; no entry is required in the default earnings block for the conversion to occur. PADJ – Payroll Adjustment Used when correcting jobs for calendar year-end processing or to pay an employee who is no longer active. Primarily used to process a payroll adjustment. PERF – Performance Adjustment Used for an increase to the base salary due to extraordinary performance for executive and faculty positions. All discretionary salary increases and bonuses will require the approval of the president. Refer to University regulation R04.05.041.D. (Movement – Officers/Senior Administrators), regulation R04.05.042.B.1. (Discretionary Salary Increases), and policy and regulation R04.05.050 (Performance Bonus) at http://www.alaska.edu/bor/regulation/4r/r04-05.doc.


PNEX – Position Extension Indicates that a term funded position has been extended beyond its original termination. Position does not need an incumbent in ‘active’ and ‘paid’ status. Usually extends positions into the new fiscal year prior to the job roll process to apply the annual auto records for pay increases. There is no change to the title, ECLS, grade or step. RECD – Reclassification (Down 1/more) Used when redefining a current position to move it to a lower grade or rate. Requires submission of a PD (Position Description). A change of grade requires movement to the step equal to or less than the current step; another full step in the grade will be removed. If the current salary is beyond the grade maximum, the employee will be moved to the last step of the new grade. If the decrease between current salary and the last step of the new grade is less than 6 percent, the pay will be reduced by an additional step. Refer to University Regulation R04.05.043.7. at http://www.alaska.edu/bor/policy/04-05.doc. RECI – Reclassification (Up 1/more) Used when redefining a current position to move it to a higher grade or rate. Requires submission of a PD (Position Description). A change of grade requires placement at the minimum of the new grade or at the closest step which provides a 5 percent increase, whichever increase is greater. No increase will exceed the last step of the new grade. Refer to University Regulation R04.05.043.6. at http://www.alaska.edu/bor/policy/04-05.doc. RECL – Reclassification (Lateral) Used when redefining a current position with no change in grade or rate. Reflects a change in job or position class only and requires submission of a PD (Position Description). RFTE – Reduction in Assign FTE / Hrs Revision of assignment, either voluntary or involuntary, that decreases the current hours / units on the existing assignment. Both the hours per day and the hours per pay fields must be revised. The default earnings hours must also be changed to match the job detail hours. If a person is decreasing from 100% or 80 hours per pay period, it is also necessary to change the FT/PT indicator on PEAEMPL to “P” for Part Time. The hours per day field determines the hours paid for holiday pay. RTOF- Retention Offer Indicates an increase to base pay to retain an employee in their current position. Retention offers for non-represented employees that are not addressed in UA Policy & Regulations require approval from the HR Director and are subject to any other approvals as per MAU procedures. Retention offers for represented employees that are not addressed in the current Collective Bargaining Agreement (CBA) require approval from Labor Relations, the campus HR director, and are subject to any other approvals as per MAU procedures. Refer to the employee type below for the appropriate procedure.


Executives Officers (Executives) - UA Policy & Regs R04.05.041.D. http://www.alaska.edu/bor/policy/04-05.doc Represented Faculty Alaska Community Colleges' Federation of Teachers (ACCFT) - Not addressed in the current CBA. United Academics-AAUP/AFT (UNAC) - CBA 15.4.2 http://www.alaska.edu/hr/labor/unac/index.xml Adjuncts (United Academic)-AAUP/AFT - Not addressed in their current CBA. Non-Represented Faculty Non-Union Regular Faculty - UA Policy & Regs R04.05.042.B.1. http://www.alaska.edu/bor/policy/04-05.doc Temporary Faculty Adjuncts Non-Union - Not addressed in UA Policy & Regs Represented Staff Local 6070 Alaska Higher Education Crafts & Trades Employees - CBA 11.6. http://www.alaska.edu/hr/labor/local6070/index.xml Non-Represented Staff Regular Exempt & Non-exempt Staff - Not addressed in UA Policy & Regs Temporary Exempt & Non-exempt Staff - Not addressed in UA Policy & Regs Students Undergraduate Students - Not addressed in UA Policy & Regs Graduate Students - Not addressed in UA Policy & Regs RTRO – Retro Job Info/Correction Used to identify a job change that was submitted untimely, and requires that the employee’s pay must be adjusted. SABB – Sabbatical Begin To note the beginning date of an approved sabbatical leave. The sabbatical may be at full pay (for ACCFT union members) or two-thirds pay (United Academics members) for one semester or at two-thirds pay for the full academic year. For a two-thirds sabbatical, the hours per pay are changed to 53.34. The default earnings code for the base pay is stopped and a sabbatical earnings code of 090 is initiated. The hours / units for the default earnings must match the hours per pay field. Sabbaticals are usually only granted for faculty positions. Refer to P04.04.060 at http://www.alaska.edu/bor/policy/04-04.doc for requirements. Vacation and sick leave credits shall not be accrued or used during sabbatical leave.


SABE – End Sabbatical The date an employee ends approved sabbatical leave. The continuing assignment may reflect a return to active pay, a leave status, or an off-contract status. If the sabbatical was at two-thirds pay, the hours are returned to 80. The default earnings code of 090 for the sabbatical is stopped and the base pay earnings code is initiated. The hours / units for the default earnings must match the hours per pay field. SHFE - End Shift or Lead Pay Used for Local 6070 employees to end shift pay or lead pay. The shift value is returned to the default of 1 in the Payroll Default Information and Default Earnings Code blocks when the shift or lead person assignment ends. This procedure is not used for shift differential pay, which is paid with earnings code 320 and must be claimed on the employee’s timesheet. SHFT – Begin Shift or Lead Pay Used for Local 6070 employees who begin shift schedule premium pay or lead person pay:

A shift value of 2 is used to pay an additional $1.00 per hour for shift premium pay to those bargaining unit members who work a shift schedule (per Article 4.10.A. of the collective bargaining agreement).

A shift value of 3 is used to pay an additional $1.00 per hour for lead person pay to those bargaining unit members who direct the functions of three or more bargaining unit employees for a period greater than three working days (per Article 11.4.A.).

A new earnings code record is required with the value indicated in the Shift field and an end date for the shift value. Refer to articles noted above in the Local 6070 collective bargaining agreement at http://www.alaska.edu/hr/labor/local6070/index.xml for more information. This procedure is not used for shift differential pay, which is paid with earnings code 320 and must be claimed on the employee’s timesheet. SPCE – Special Assignment End The end of a special assignment. See SPEC for a description. SPEC – Special Assignment Used to identify an assignment that is not part of the normal work load for the employee. Usually, the primary assignment must be stopped while the special assignment is active. If the primary assignment is to remain active, then ADD should be used. If the employee is appointed to an acting position, then APA should be used. Any conditions of special assignments must be clearly set forth in writing. Special conditions will become binding only after having been signed by the employee, the supervisor and, as appropriate, by the chancellor or the president. Refer to University Regulation R04.06.148 at http://www.alaska.edu/bor/policy/04-06.doc.


STEP – Salary Step Increment The annual step movement for regular / term staff occurs on the employee's anniversary date (adjusted service date), provided that the employee has not received an unsatisfactory performance evaluation within the year prior to the anniversary date. The step increase process is an automatic process that is run on a monthly basis. If the assignment does not go beyond the month in which the step increase is applied, a manual entry will be necessary. Refer to University Regulation R04.05.043.B.1.a. at http://www.alaska.edu/bor/policy/04-05.doc. Student employees are also eligible for a step movement after 2 consecutive semesters in the same job with satisfactory performance. No more than one increase is allowed per year per Regulation R09.05.026.B. at http://www.alaska.edu/bor/policy/09-05.doc. STRK – Union Strike Used to show that union employees are on strike and not working. Does not stop generation of pay. The pay must be stopped by entering a LWOP payroll record. SYPC – System/Policy Change A change that is usually generated at the statewide system level. Used when a group of employee job values are changed at the same time (i.e., fiscal year salary table changes). TERM – Termination Used to indicate the end of job assignment. Use of this change reason is required if the end of the job assignment is not applicable to another job change reason (i.e. LAYF, CONE, etc.). TOOL – Tool Allowance Used for Local 6070 employees who are required, in writing, to provide their own tools for the work they complete for the University. An addition of earnings code 115 must be made to the job record, which will generate an additional payment of $20.00 per pay period (as defined by Article 13.12 of the Local 6070 collective bargaining agreement). The job change reason will be used when the additional payment, if required, is started or stopped. For more information, refer to the Local 6070 CBA at http://www.alaska.edu/hr/labor/local6070/index.xml. TRD - Transfer (Demotion) Transfer to a new position (can be either voluntary or involuntary) with a lower grade or rate. Requires a stop job for the previous position and a start job for the new position. The change reason is used on the stopped job and the new position. Refer to University Regulation R04.05.043.B.7. at http://www.alaska.edu/bor/policy/04-05.doc. TRL - (Transfer/Lateral) Transfer to a new position with no change in grade or rate. Requires a stop job for the previous position and a start job for the new position. The change reason is used on the


stopped job and the new position. Refer to University Regulation R04.05.043.B.3. at http://www.alaska.edu/bor/policy/04-05.doc. TRP - (Transfer/Promotion) Transfer to a new position with an increase in grade or rate. Requires a stop job for the previous position and a start job for the new position. The change reason is used on the stopped job and the new position. Refer to University Regulation R04.05.043.B.5. at http://www.alaska.edu/bor/policy/04-05.doc. TSO – T/S Org Change Change of Time keeping location. Verify that the D-Level Org value has not changed. TUUB – Temporary Union Upgrade Begin Used when starting a temporary upgrade to the current position as defined by Article 11.5 of the Local 6070 union contract. Refer to the contract at http://www.alaska.edu/hr/labor/local6070/table.xml. TUUE – Temporary Union Upgrade End End of the temporary upgrade as defined by Article 11.5 of the Local 6070 union contract. Refer to the contract at http://www.alaska.edu/hr/labor/local6070/table.xml UMKT – Union Market Adjustment (UNAD) An increase to bargaining unit members salaries based on market salary analysis and distributed to unit members whose salaries are under external market targets or need to be adjusted due to internal misalignments. Effective date is dependent on the collective bargaining unit agreement. UNAA – Union Admin Assignment This job change reason is not currently used. UNAD – Salary Adjustment-Union Contract This change is usually generated at the statewide system level. Used when employee salaries or rate tables are changed for employees who are represented by a collective bargaining agreement. An employee must have an active job or an off-contract job during the date of the change for the increase to be generated. UPRE – Probationary Period End Only used if a rate increase is negotiated and awarded after the successful completion of the probationary period. Previously used for CEA / Local 6070. Currently not used for union issues. UPRO – Probationary Period Begin Previously used for CEA / Local 6070. This job change reason is not currently used.


URENO – UNAC Un Salary Renegotiation Indicates when a term-funded UNAC faculty employee renegotiates their salary rate due to a qualifying event (i.e., post doctoral fellows who move to a full-time position, faculty who receive their Ph.D. and are awarded a higher rate of pay). VDSI – Void Step Increase Used to stop a generated step increase due to an unsatisfactory review. Requires submission of a performance review and possible HR review. Refer to University Regulation R04.05.043.B.1. at http://www.alaska.edu/bor/regulation/4r/r04-05.doc. WKC – Workers Comp Begin Indicates when Workers’ Compensation begins. Only required if the duration will be longer than two pay periods. No change is currently made to the earnings code on the job record. The earnings code of 621 is written manually on the timesheet and entered as a payroll function. Contact Risk Management for definitions and the use of Workers’ Compensation. Refer to University Policy P04.06.090 at http://www.alaska.edu/bor/policy/04-06.doc. WKCE – End Workers Comp Indicates when the employee has returned from Workers’ Compensation leave on an either full or partial basis. No change is currently made to the earnings code on the job record. Usually requires a return to work statement from physician. Contact Risk Management for definitions and the use of Workers’ Compensation. Refer to University Policy P04.06.090 at http://www.alaska.edu/bor/policy/04-06.doc. WKST – Work Study Used to identify when a student moves in or out of a work study position. A job change reason is required on non-work study jobs, but not required on the work study job itself.


Page 1 of 3

All Employee Classes in Alpha Order

Employee Class




*Benefit Elig Leave Elig

A9 UAFT Union - Regular - <12 mo Faculty Exempt Regular UAFT Y SickAR UAFT Union - Regular - 12 mo Faculty Exempt Regular UAFT Y AL/SickCR CEA Union - Regular Staff Nonexempt Regular 6070 Y AL/SickCT CEA Union - Temporary Staff Nonexempt Temporary 6070 N N/AEX Executive Management Executive Exempt Regular n/a Y AL/SickF9 Faculty - Regular - <12 month Faculty Exempt Regular UNAC Y SickFN Faculty Regular <12mo nonrepre Faculty Exempt Regular n/a Y SickFR Faculty - Regular - 12 month Faculty Exempt Regular n/a Y AL/SickFT Faculty - Temporary Faculty Exempt Temporary UNAD TW N/AFW Non-Represented Temp Faculty Faculty Exempt Temporary n/a N N/AGN Grad Stdt FICA non-tax Stipend Student Exempt Temporary n/a N N/AGT Grad Stdt FICA tax - Stipend Student Exempt Temporary n/a N N/ANR NonExempt Staff - Regular Staff Nonexempt Regular n/a Y AL/Sick/PHLNT NonExempt Staff - Temporary Staff Nonexempt Temporary n/a N N/ANX NonExempt Staff - Extended Staff Nonexempt Extended Temp n/a or 6070 P AL/Sick/PHLSN Student-non FICA taxable Student Nonexempt Temporary n/a N N/AST Students-FICA taxable Student Nonexempt Temporary n/a N N/AXR Exempt Staff - Regular Staff Exempt Regular n/a Y AL/SickXT Exempt Staff - Temporary Staff Exempt Temporary n/a N N/AXX Exempt Staff - Extended Staff Exempt Extended Temp n/a P AL/Sick




Page 2 of 3

All Employee Classes by Employee Type

Employee Class





EX Executive Management Executive Exempt Regular n/a Y AL/Sick

A9 UAFT Union - Regular - <12 mo Faculty Exempt Regular UAFT Y SickAR UAFT Union - Regular - 12 mo Faculty Exempt Regular UAFT Y AL/SickF9 Faculty - Regular - <12 month Faculty Exempt Regular UNAC Y SickFN Faculty Regular <12mo nonrepre Faculty Exempt Regular n/a Y SickFR Faculty - Regular - 12 month Faculty Exempt Regular n/a Y AL/SickFT Faculty - Temporary Faculty Exempt Temporary UNAD TW N/AFW Non-Represented Temp Faculty Faculty Exempt Temporary n/a N N/A

CR CEA Union - Regular Staff Nonexempt Regular 6070 Y AL/SickCT CEA Union - Temporary Staff Nonexempt Temporary 6070 N N/ANR NonExempt Staff - Regular Staff Nonexempt Regular n/a Y AL/Sick/PHLNT NonExempt Staff - Temporary Staff Nonexempt Temporary n/a N N/A

NX NonExempt Staff - Extended Staff Nonexempt Extended Tempoary n/a or 6070 P AL/Sick/PHLXR Exempt Staff - Regular Staff Exempt Regular n/a Y AL/SickXT Exempt Staff - Temporary Staff Exempt Temporary n/a N N/A

XX Exempt Staff - Extended Staff Exempt Extended Tempoary n/a P AL/Sick

GN Grad Stdt FICA non-tax Stipend Student Exempt Temporary n/a N N/AGT Grad Stdt FICA tax - Stipend Student Exempt Temporary n/a N N/ASN Student-non FICA taxable Student Nonexempt Temporary n/a N N/AST Students-FICA taxable Student Nonexempt Temporary n/a N N/A




Page 3 of 3

All Employee Classes By Benefit Eligibility

Employee Class





EX Executive Management Executive Exempt Regular n/a Y AL/SickA9 UAFT Union - Regular - <12 mo Faculty Exempt Regular UAFT Y SickAR UAFT Union - Regular - 12 mo Faculty Exempt Regular UAFT Y AL/SickFN Faculty Regular <12mo nonrepre Faculty Exempt Regular n/a Y SickFR Faculty - Regular - 12 month Faculty Exempt Regular n/a Y AL/SickCR CEA Union - Regular Staff Nonexempt Regular 6070 Y AL/SickNR NonExempt Staff - Regular Staff Nonexempt Regular n/a Y AL/Sick/PHLXR Exempt Staff - Regular Staff Exempt Regular n/a Y AL/SickF9 Faculty - Regular - <12 month Faculty Exempt Regular UNAC Y Sick

NX NonExempt Staff - Extended Staff Nonexempt Extended Tempoary n/a or 6070 P AL/Sick/PHL

XX Exempt Staff - Extended Staff Exempt Extended Tempoary n/a P AL/SickFT Faculty - Temporary Faculty Exempt Temporary UNAD TW N/ACT CEA Union - Temporary Staff Nonexempt Temporary 6070 N N/AFW Non-Represented Temp Faculty Faculty Exempt Temporary n/a N N/ANT NonExempt Staff - Temporary Staff Nonexempt Temporary n/a N N/AXT Exempt Staff - Temporary Staff Exempt Temporary n/a N N/AGN Grad Stdt FICA non-tax Stipend Student Exempt Temporary n/a N N/AGT Grad Stdt FICA tax - Stipend Student Exempt Temporary n/a N N/ASN Student-non FICA taxable Student Nonexempt Temporary n/a N N/AST Students-FICA taxable Student Nonexempt Temporary n/a N N/A



ECLS Code Crosswalk

ECLS CODE ECLS DESCRIPTION

SALARY TABLE

SAL TABLE (before 7/6/08)

ELIGIBLE BCAT's

ELIGIBLE LCAT's

A9 UAFT1 Union - Regular - <12 mo A9 AF F9AR UAFT1 Union - Regular - 12 mo AR AF BLCR Local 60702 Union - Regular CC, CM CE CLCT Local 60702 Union - Temporary CC, CM T1 NEEX Executive Management EX BB BLF9 Faculty UNAC Union - Regular <12 month F9 BB F9FN Faculty Non-Union - Regular <12mo FR BB F9FR Faculty Non-Union - Regular 12 month FR BB BLFT Faculty UNAD Union - Temporary FT F2 (d), F1 NEFW Faculty Non-Union - Temporary FT F2 (d), F1 NEGN Grad Stdt FICA non-tax Stipend SD S1 NEGT Grad Stdt FICA tax - Stipend SD S1 NENR NonExempt Staff - Regular SC or SS BB NLNT NonExempt Staff - Temporary TC or TS SC or SS T1 NENX NonExempt Staff - Extended TC or TS SC or SS ET or CX BLSN Student-non FICA taxable SD S1 NEST Students-FICA taxable SD S1 NEXR Exempt Staff - Regular SC or SS BB BLXT Exempt Staff - Temporary TC or TS SC or SS T1 NEXX Exempt Staff - Extended TC or TS SC or SS ET BL

Salary Table Catagories: 1 previously ACCFTTable Description 2 previously CEA or AHECTE

A9 UAFT1 Union - Regular - <12 moAR UAFT1 Union - Regular - 12 moCC Local 60702 Union - RegularCM Local 60702 MSW/CustodianEX Executive Salary SchedF9 United Academics Sal ScFR Faculty/Regular non-repFT Faculty-Temporary (Adj)SC Staff Classification Sal ScheduleSD Student Salary ScheduleSS Staff Salary ScheduleTC Temp Staff Trans Sal SchedTS Temp Staff Salary Sched

Benefit Catagories:BCAT Description

AF UAFT1 Faculty UnionBB Basic BenefitsCE Local 60702 UnionCX Local 60702 Extended tempET Extended TemporaryF1 Faculty - Temporary w/pensionF2 Faculty - Temp-SS (no pension)S1 Student BenefitsT1 Temporary

Leave Catagories: Eligible for:LCAT Description Sick Leave Annual Leave Holiday Leave Personal Holiday

BL Base Leave Y Y Y NCL Local 60702 Leave Y Y Y NF9 Faculty Leave < 12 Months Y N N NNE Not Eligible For Leave N N N NNL Non-Exempt Leave Y Y Y Y

ecls crosswalk.xls 7/7/08 Page 1

M:\Personnel Team\New PPA Training Manual\Manual for Web\Section IV Job Forms and Other Actions\070_Compatible ECLS cross reference list_082608.xlsRevised 8/12/08

Primary ECLS Code

A9 AR CR CT EX F9 FN FR FT FW GN GT NR NT NX SN ST XR XT XX

A9 XAR XCR X XCT X XEX X XF9 XFN XFR XFT X X X XFW X X X X X X X X X X XGN XGT XNR X XNT X X XNX X XSN XST XXR X XXT X X XXX X X

X May be in these eclasses simutaneouslyMay NOT be in these eclasses simultaneouslyPossible to be in these eclasses simultaneously ONLY with director's or Graduate and Student Services approval

Faculty member cannot be in two unions at the same timeFaculty member cannot be a regular and temp faculty due to division of retirement requirementsFaculty may have admin temp assignment for non academic work. Non academic work does not qualify for faculty retirement

Regular staff positions may have a non represented temporary faculty position which is not subject to retirement Regular staff with an active assignment may not hold a staff temporary position as all similar job duty earnings are subject to retirement withholding

Temporary staff positions may have a representated or non represented temporary faculty positionExtended temporary staff may only hold a non represented temporary faculty position

Compatible Employee Classes (Ecls) Reference Chart

M:Training Documentation/PPA Training//Translating DLEVELS TKLS ORGS

Translating Dlevels, Organization and Time Keeping Location Structure

DLevel is Campus/Unit specific, may be 4-6 characters combination of letters and numbers. Found on PEAEMPL screen and is labeled Home Department under Organization

DLEVELS STARTS WITH

EXAMPLE

UAA Main D1 D1XXX UAA Kenai, Kodiak D2 D2XXX PWSCC, Mat-Su D3 D3XXX UAF Main, RC D4 D48TVT (TVC) UAF Main D5 D5PS (Personnel Svcs) UAF Main D6 D6DIRO (GI Director) UAS D7 D7XXX Ketchikan D78 D78XXX Sitka D79 D79XXX

TKL or timekeeping location is department specific. Begins with a T followed by 3 numbers. Found on PEAEMPL screen labeled Check Distribution under Organization.

TKLS STARTS

WITH EXAMPLE

UAF - acad T1 T100 UAF - admin T2 T220 UAF - admin T3 T330 UAF - extended T4 T415 UAA - extended T5 T5XX UAA - acad T6 T6XX UAA - admin T7 T7XX Statewide T8 T8XX UAS T9 T9XX

Orgn is your departmental account number. It consists of 5 numbers. Some departments may have more than one account number. Found on NBAJOBS screen under the job labor distribution tab ORGN.

ORGNS STARTS WITH

EXAMPLE

UAA 1 1XXXX UAA 2 2XXXX UAF 3 3XXXX UAF 4 4XXXX UAF 5 5XXXX UAF 6 6XXXX UAS 7 7XXXX SW 8 8XXXX SW 9 9XXXX

ECLASS DESCRIPTION

Old Primary

Acct Code

Old Optional

Acct Code

Old Optional

Acct Code

New Primary

Acct Code

New Optional

Acct CodeWhen to use

New Optional Acct Code

A9 ACCFT Union - Regular - <12 month 1102 1102 1612 overloads/summer assn only

AR ACCFT Union - Regular - 12 month 1152 1152

CR CEA Union - Regular 1501 1501

CT CEA Union - Temporary 1630 1630

EX Executive Management 1201 1201

F9 UNAC Faculty Union - Regular - < 12 month 1101 1101 1611 overloads/summer assn only

FN Faculty - Regular - <12 mo (non-represented) 1101 1150 1613 overloads/summer assn only

FR Faculty - Regular - 12 mo (non-represented) 1151 1151

FT Faculty - Temporary 1601 1601

FW Faculty - Temporary (non represented) 1601 1602

GN Grad Student Non-tax - Stipend 1640 1643 1646 1643 1646 workstudy assn only

GT Grad Student Taxable - Stipend 1641 1644 1647 1644 1647 workstudy assn only

NR NonExempt Staff - Regular 1401 1451 1551 1401

NT NonExempt Staff - Temporary 1620 1625 1635 1620

NX NonExempt Staff - Extended 1627 1627

SN Student - Non-taxable 1640 1646 1640 1646

ST Students - Taxable 1641 1647 1641 1647

XR Exempt Staff - Regular 1201 1251 1251

XT Exempt Staff - Temporary 1610 1615 1615

XX Exempt Staff - Extended 1617 1617

Labor Account Code Changes Effective FY2001 (R15 payroll)

Prepared by SWOHR Page 1 7/11/2003

FACULTY ADDITIONAL ASSIGNMENTS Step 1 - Departmental Instructions Additional assignments are additional and separate work assignments for faculty that do not take place during the academic year. Additional assignments may consist of additional instructional assignments that are credit or non-credit, or non-instructional activities or services required for short periods of time. The additional assignment is granted when no means can be found for absorbing the work into a regular full-time assignment and usually occurs when the faculty member is in an off-contact status. Job Form Modifications Action Type


q T/S Org – Timesheet Org q Posn – Position q Suffix q Job Begin Date (pay period

begin)

q Job End Date (pay period end) q P/S/O – Contract Type = S q Contract Start (work begins) q Contract End (work ends)





q Earnings Code 230 – Credit Biweekly Summer Assn 280 – Non Credit Biweekly Summer

141 – Hourly (0 Hours per pay)


Labor Distribution Information (NBAJOBS): q Effective Date q Fund q Orgn – Organization Code q Acct – Account Code


Step 2 – Human Resource Detail Instructions Assignments for faculty additional assignments usually occur during the non-academic year and must have a beginning date and an end date. Before entering the new assignment, do a query on the Posn field to review the prior Banner assignment history and determine the next sequential suffix to use with the position number. It may be necessary to change the query date to view historical assignments. Verify the Orgn Code

for the primary assignment to determine if it will need to be revised for the new assignment. The Orgn Code (TKL) will default from PEAEMPL and will need to be overridden if different from that value. Enter the new position number, suffix, and query date (effective date). A job setup box should appear. If it does not, the position number and suffix are not unique and will need to be corrected. Change the job type to Seondary and enter a value in the rate field. Select OK. Review and acknowledge error messages by hitting enter. In the Base Job Information Block, enter the contract start and contract end values. Select Next Block. In the Job Detail Information Block, change the hours per day value to 1 and verify the Grade and Step. Enter the current rate or remove the value and enter the total salary in the Annual Salary field. Enter the number of credits or hours in Hours per Pay, or enter a value of 1 if the additional assignment is non-credit. Enter the number of pay periods of this assignment in the Factor and Pays fields. If the T/S Org value is different than the employee’s Primary Check Dist, access the Payroll Default information and change the Timesheet Orgn to match this assignment. Select Next Block to proceed to Default Earnings Code. Remove the default earnings value of 010 and replace it with the correct earnings code for the assignment. The earnings code will be 230 for a credit assignment, 280 for a non-credit assignment, and 141 and zero hours in the per pay field for an hourly assignment. Enter the same value in the Hour/Units field as entered on the Job Detail Hours per Pay field for the 230 and 280 values. Select Next Block to proceed to Job Labor Distribution. Enter the account information provided by the department. Delete all lines of the default information and enter new values or tab to the Program value, delete it, and then backspace to enter the Orgn value. This action will cause the correct Program value to default. Enter as many lines as are required and the corresponding percent values. Make sure that the percent totals 100. Save the record. Review and acknowledge error messages. Select Next Block to proceed to the Job Detail Information. Select Add a Change with a New Effective Date from the Options column. Enter the job end date in the Create New Date Record block and select OK. Review and acknowledge error messages. Change Job Status to Terminated. Save the record. Initial and date the job form on the Entered by line at the bottom. After campus processing, the form is placed in the official personnel file. Step 3 – BHR Data Entry Checklist Employee Job Form (NBAJOBS):



Job Detail Information (NBAJOBS): q Effective Date q Personnel Date

q Status q Title

q Hours Per Day q Employee Class q Change Reason q Table q Grade q Step

q Rate q Hours Per Pay q Factor q Pays q Annual Salary




230 – Credit Biweekly Summer Assign 280 – Non Credit Biweekly Summer Assign 141 – Hourly (0 hours)




Initial, date, copy, and file the form as appropriate. personnel.changes.faculty_addtl_assns.pdf Revised 5/8/02


FACULTY OVERLOADS Step 1 - Departmental Instructions Overloads are additional and separate work assignments for faculty during the academic year. Overloads may consist of additional instructional assignments that are credit, non-credit, or non-instructional activities or services required for short periods of time. The overload assignment is granted when no means can be found for absorbing the work into a regular full-time assignment. Job Form Modifications Action Type


q T/S Org – Timesheet Org q Posn – Position q Suffix q Job Begin Date (pay period begin)

q Job End Date (pay period end) q P/S/O – Contract Type = O q Contract Start (work begins) q Contract End (work ends)





q Earnings Code 200 – Credit 250 – Non Credit

141 – Hourly (0 hours per pay)





Step 2 – Human Resources Detail Instructions Assignments for faculty overloads occur during the academic year and must have a beginning date and an end date. Before entering the new assignment, do a query on the Posn field to review the prior Banner assignment history and determine the next sequential suffix to use with the position number. It may be necessary to change the query date to view historical assignments. Verify the Orgn Code for the primary assignment to determine if it will need to be revised for the new assignment. The Orgn


Code (TKL) will default from PEAEMPL and will need to be overridden if different from that value. Enter the new position number, suffix, and query date (effective date). A job setup box should appear. If it does not, the position number and suffix are not unique and will need to be corrected. Change the job type to Overload and enter a value in the rate field. Enter OK. Review and acknowledge any error messages by hitting Enter. In the Base Job Information Block, enter the contract start and contract end values. Select Next Block. In the Job Detail Information Block, change the hours per day value to 1; verify the Grade and Step. Enter the current rate or remove the value and enter the total salary in the Annual Salary field. Enter the number of credits or hours in Hours per Pay or a value of 1 if the overload is non-credit. Enter the number of pay periods of this assignment in the Factor and Pays fields. If the T/S Org value is different than the employee’s Primary Check Dist, access the Payroll Default information in the Options menu to the left of the screen and change the Timesheet Orgn to match this assignment. Next Block to the Default Earnings Code block. Remove the default earnings value of 010 and replace it with the correct earnings code for the assignment. Enter 200 for a credit assignment, 250 for a non credit assignment, or 141 and zero hours in the per pay field for an hourly assignment. Enter the same value in the Hour/Units field as entered on the Job Detail Hours per Pay field for the 200 and 250 values. Next Block to the Job Labor Distribution. Enter the account information provided by the department. Delete all lines of the default information and enter new values. In order for the correct Program to default, tab to the Program value, delete it, and then backspace to enter the Orgn value. Enter as many lines as required and the corresponding percent value. Make sure that the combined percent totals 100. Save the record. Review any error messages and acknowledge them by hitting Enter. Next Block to the Job Detail Information block. Select “Add a Change with a New Effective Date” from the Options menu. Enter the job end date in the Create New Date Record block and select OK. Review any error message and acknowledge them by hitting Enter. Change Job Status to Terminated. Save the record. Initial and date the job form on the “Entered by” line at the bottom. After the campus has processed the form, it is placed in the employee’s official personnel file. Step 3 – BHR Data Entry Checklist Employee Job Form (NBAJOBS):





q Effective Date q Personnel Date q Status q Title q Hours Per Day q Employee Class q Change Reason q Table

q Grade q Step q Rate q Hours Per Pay q Factor q Pays q Annual Salary




200 – Credit 250 – Non Credit 141 – Hourly (0 hours)




Initial, date, copy, and file the job form as appropriate.



Step 1 - Departmental Instructions A step increase within a grade for regular exempt and nonexempt staff is an exceptional occurrence and may be granted to address factors which may include internal equity/alignment, sustained outstanding performance, or professional or career growth within a position. Refer to Board of Regents regulation R04.05.04D.2.b: http://www.alaska.edu/bor/regulation/4r/r04-05.doc.

To request an in-grade step movement for a regular exempt or nonexempt staff member, complete a memo and route to your Regional Personnel Director/Appointee for signature approval. Requests should be made prior to the pay run in which they are to begin. A Job Form may be attached at this time or after the memo is approved and returned to you, depending on your campus procedures. A Job Form with the approved memo of request will need to be routed to your campus personnel office for data entry. The Job Form should have a change reason of INGR, the employee’s new step as approved on the memo, as well as the employee’s new hourly, biweekly, and annual pay amounts. The employee’s hours per day, hours per pay, and job factors should not change. Job Form Modifications

Action Type Change


Effective Date (may be subject to change by HR per system requirements)

Personnel Date Job Change Reason = INGR Step

Rate Assign Salary Annual Salary



Step 2 – BHR Detail Instructions On NBAJOBS, add a new effective date using the in-grade step movement date per Job Form/memo of request or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as INGR (In Grade Step Movement). Enter new Step and <Tab> confirming that rate, assign salary, and annual salary adjust accordingly. Commit/Save the record. Use the <Next Record> function and update any future job detail records with the new step. Commit/Save after each record is changed. Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment.



Step 3 – BHR Data Entry Instructions Employee Jobs (NBAJOBS):



Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll) Change Reason (INGR) Step Verify Salary Verify future dated records

LABOR ACCOUNT CHANGES Step 1 - Departmental Instructions The process used to revise the accounts that departments are charged for salaries and benefits. Labor account information defaults from the NBAPBUD record that is established at the beginning of each fiscal year. A job form should be completed if the change will be in effect for more than two pay periods. If shorter term changes apply, the change may be completed on the employee’s time sheet by indicating the new account code information and checking the override distribution line. Information cannot be retroactive through the job form process. If retroactive charges are required, a labor redistribution form will need to be completed and submitted to the campus budget office for prior payperiod reallocations. Make the indicated changes on the computer generated turnaround document or make sure the values are included on a new job form. If a new job form is required, it is very helpful to include the valid position number and suffix. To print a blank job form, go to http://www.alaska.edu/hr/forms/int_personnelforms.xml. Job Form Modifications Action Type

q Change Employee Information (PEAEMPL):

q Home Dept. Change the Home Dept value if it does not already match the value associated with the new or existing five-digit org code.


q Effective Date (Must be after last paid date) q Personnel Date (Same as Effective date) q Job Change Reason - LDCH



q Prog – Program Code q Actv – Activity Code q Percent (Total of all lines must

be 100) Timesheet Revise the accounts on the current timesheet as needed until a correct timesheet can be generated. Check the Override Distribution box. Step 2 – Human Resource Detail Instructions COMPLETE PEAEMPL Update the Home Dept value if indicated. Save the record.


COMPLETE NBAJOBS Access the valid position and suffix record. No changes are necessary on the Base Job Information. Select Next Block to proceed to the Job Detail Information. Select Add a Change with a New Effective Date from the Options column. Enter the new effective date in the Create New Date Record block that is indicated on the Job Form submitted by the department and select OK. Review and acknowledge any error messages. The new effective date must be AFTER the last paid date currently shown on the job record. The personnel date will remain the same as the change effective date, as no retroactivity can be shown or entered. Enter a job change reason of LDCH for Labor Distribution Change. Access the Labor Distribution block and enter a new effective date that is the same as the date used on the Job Detail Information. Enter the account information provided by the department. Delete all lines of the default information and enter new values, or tab to the Program value, delete it, and then backspace to enter the Orgn value. This action will cause the correct Program value to default. Enter as many lines as are required and the corresponding percent values. Make sure that the percent totals 100. Save the record. If the labor change is being entered on a record that has an end date, you will get a message indicating that future records exist. Acknowledge the message and recognize that you have inserted a new record. Initial and date the job form on the Entered by line at the bottom. After campus processing, the form is placed in the official personnel file. Step 3 – BHR Data Entry Checklist Employee Form (PEAEMPL):

q Home Department Employee Job Form (NBAJOBS): Job Detail Information:

q Effective Date q Personnel Date q Job Change Reason – enter LDCH


q Effective Date q COA – Chart of Accounts q Fund q Orgn

q Acct q Prog q Actv (Optional) q Percent

Initial, date, copy, and file the form as appropriate. personnel.changes.labor_account.pdf Revised 5/8/02

Off Contract


Step 1 - Departmental Instructions This procedure should be used for all regular non-term funded employees working less than a 12-month assignment. Term funded less than 12 month employees may be set up in an off contract status provided they have an approved continuing term funded appointment for the next fiscal year. Temporary employees should never be placed off contract. While in off contract status, an employee retains use of their benefits, but will not be paid or accrue leave. When placing an employee off contract, you will need to complete two separate job forms and submit them together to your campus HR Office. One will place the employee off contract and the other will bring the employee back on contract. The first Job Form should have a change reason of OCB (Off Contract Begin) and have a status of ‘B’ in the Job Detail Information block. The Change Effective and Personnel Dates should be the first day the employee is no longer on payroll. However, if the employee’s last work day prior to going off contract is a Friday, the Change Effective and Personnel Dates of the OCB should be the following Sunday. The second Job Form will have a change reason of OCE (Off Contract End) and have a status of ‘A.’ The Change Effective and Personnel Dates should be the first day the employee is back in active, paid status. If the employee’s first work day is a Monday, the OCE date should be the Sunday immediately prior.

Job Form Modifications – Job Form 1 Off Contract Begin (OCB) Action Type

Change



Personnel Date (actual start date) Status = B Job Change Reason = OCB

Job Form Modifications – Job Form 2 Off Contract End (OCE) Action Type

Change


Status = A Job Change Reason = OCE

Off Contract


Step 2 – BHR Detail Instructions Entering the Off Contract Begin (OCB) record On NBAJOBS, add a new effective date using the Off Contract Begin date per Job Form or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Change ‘Status’ to “Leave w/o Pay w/Ben.” Enter change reason as OCB (Off Contract Begin). Commit/Save the record. Using the <Next Record> function, update any future dated Job Detail Records to a “Leave w/o Pay w/ Ben” status. Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, indicating a possible overpayment, notify Payroll with the appropriate print screens/job forms to process. Entering the Off Contract End (OCE) record On NBAJOBS, add a new effective date using the Off Contract End date per Job Form. Change ‘Status’ to “Active.” Enter change reason as OCE (Off Contract End). Commit/Save record. Using the <Next Record> function, update any future dated Job Detail Records to an “Active” status. Initial and date job form for filing.

Off Contract


Step 3 – BHR Data Entry Instructions Off Contract Begin



Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll) Status (Leave w/o Pay w/Ben) Change Reason (OCB) Verify future dated records

Off Contract End



Effective Date (Effective Date on Job Form) Status (Active) Change Reason (OCE) Verify future dated records

Out of Class Pay


Step 1 - Departmental Instructions To determine appropriateness of Out of Class Pay, refer to BOR Regulation R04.05.040.D.3.h, which can be found at http://www.alaska.edu/bor/contents/pt4.xml, Chapter V. To request Out of Class Pay, complete a memo and route to your Regional Personnel Director/Appointee for signature approval. Requests should be for no more than 90 calendar days and should be made prior to the pay run in which they are to begin. The base pay amount increase available is between 3 percent and 10 percent, allocated in 1 percent increments. Two job forms are required, and must be submitted together to HR. Job forms may be attached at this time or after the memo is approved and returned to you, depending on your campus procedures. The first Job Form should have a change reason of DOC (Out of Class Pay Begin) and have a shift code from the following: (Shift Code:) OUT Out of Class

Shift Percent C 3.00 D 4.00 E 8.00 F 5.00 G 6.00 N 9.00 S 7.00 T 10.00

The second Job Form will have a change reason of DOCE (Out of Class Pay End) and have the shift code set back to the default of 1.

If the Department wishes to extend the out-of-class adjustment longer than 90 calendar days, another memo of request along with 2 additional job forms must be completed and submitted together to HR prior to the expiration date of the initial 90 day period. Extensions can be for no more than an additional 90 calendar days. For an extension, the first Job Form will have a change reason of DOCX (Out of Class Pay - Extension), an effective date equal to the day after the original DOCE (Out of Class Pay End) and the appropriate shift code. The second Job Form will have a change reason of DOCE (Out of Class Pay End) and have the shift code set back to default of 1. For Initial Out of Class Pay request: Job Form Modifications – Job Form 1 DOC Action Type

Change



Personnel Date (actual start date) Out of Class (Shift) Job Change Reason = DOC


Out of Class Pay



Change





For extension to existing Out of Class Pay: Job Form Modifications – Job Form 1 DOCX Action Type

Change



Personnel Date (actual start date) Out of Class (Shift) Job Change Reason = DOCX



Change





Out of Class Pay


Step 2 – BHR Detail Instructions Start the Out of Class Add new effective date using the transaction date per Job Form/Memo of Request or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as DOC (Out of Class Begin). Proceed to the Payroll Default Information and enter the appropriate Shift Code reflected on the Job Form (should be from the list below). (Shift Code:) OUT Out of Class

Shift Percent C 3.00 D 4.00

(Shift Code:) OUT Out of Class (continued)

Shift Percent E 8.00 F 5.00 G 6.00 N 9.00 S 7.00 T 10.00

Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the appropriate Shift Code from the above list. Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date since the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Out of Class Pay Begin (DOC) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End the Out of Class Add new effective date using the Out of Class end date per Job Form/Memo of Request (maximum 90 calendar days). Enter change reason as DOCE (Out of Class End). Proceed to the Payroll Default Information and enter the Shift Code 1 (default). Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the Shift Code 1 (default). Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date since the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Out of Class Pay End (DOCE) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable).

Out of Class Pay


Initial and date job form for filing. Extend the Out of Class Delete existing DOCE Job Detail record if it is effective after the last paid date. Add new effective date using the Out of Class Pay Extension date per Job Form/Memo of Request (the day after the original DOCE record) or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as DOCX (Out of Class Pay - Extension). Proceed to the Payroll Default Information and enter the appropriate Shift Code. Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, delete the earnings code record corresponding to the original DOCE if it does not take effect until after the last paid date. If last paid date does not allow deletion of the original DOCE earnings code record, create a new effective date, go to the Shift field and enter the appropriate Shift Code. Commit/Save record. Any future dated Earnings Code records will need to be deleted prior to creating/deleting an earnings code record for the DOCX. After the earnings code record for the Extend Out of Class Pay (DOCX) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End the Out of Class Extension following the “End Out of Class” step above with the new DOCE date.

Out of Class Pay


Step 3 – BHR Data Entry Instructions Start Out of Class Pay


Job Detail Information (NBAJOBS): Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll if retro due) Change Reason (DOC) Verify future dated records


Default Earnings (NBAJOBS): Effective Date (Same as Effective date from Job Detail Information) Shift Reenter future dated records if effective during the Out of Class Pay time frame (if applicable)

End Out of Class Pay


Job Detail Information (NBAJOBS): Effective Date (Effective Date on Job Form – no more than 90 calendar days from Start Out of

Class) Change Reason (DOCE) Verify future dated records


Default Shift (1)


Extend Out of Class Pay


Job Detail Information (NBAJOBS): Delete existing DOCE change record (if effective after last paid) Effective Date (Last paid date plus 1 day or Effective Date on Job Form, whichever is greater) Personnel Date (if prior to Effective Date – notify payroll if retro due) Change Reason (DOCX) Verify future dated records


Out of Class Pay


Default Shift Default Earnings (NBAJOBS):

Delete last earnings code record (should correspond to original DOCE setting Shift back to 1) If delete (above step) is not possible:

Effective Date (Same as Effective date from Job Detail Information) Shift Reenter future dated records if effective during the Out of Class extension time frame (if

applicable)

PERSONAL DEMOGRAPHIC CHANGES Step 1 - Departmental / Employee Instructions The employee completes, signs, and submits a University of Alaska Change Form indicating information that needs to be updated. The Change Form can be downloaded from http://www.alaska.edu/hr/forms/hr_employmentforms.xml. If there is a change in marital status, regular employees may be required to update beneficiaries for their pension plan and retirement selections. Employees must also submit a new W-4 form http://www.alaska.edu/hr/forms/hr_employmentforms.xml to update their name and/or filing status. A change to the Social Security Number (SSN) or name requires backup documentation from the Social Security Administration in order for the HR office to enter the change in Banner HR. It is recommended that employees contact their HR Benefits office for other possible changes to benefits. A new W-4 form for withholding changes may be submitted at any time during the year. No retroactive changes to withholdings are allowed. A new W-4 form is not required at the beginning of the calendar year unless the employee claimed exemption from withholding or claimed more that 10 exemptions on their W-4 form from the previous year. Changes or corrections to date of birth, ethnicity, gender, citizenship, and veteran status require a new Personal Demographic form. The Personal Demographic form can be found at http://www.alaska.edu/hr/forms/hr_employmentforms.xml. For a change of citizenship, a new Employment Eligibility Verification Form (I-9) will also be required, along with the supporting documentation to verify the change. Employees who are not U.S. citizens or U.S. permanent resident aliens must also complete an International Form. The I-9 form is available at http://www.alaska.edu/hr/forms/int_personnelforms.xml. The University of Alaska International Form is available at http://www.alaska.edu/hr/forms/hr_nraforms.xml. University of Alaska Change Form Indicate all areas to change:

Student related Employee Related Applicant Related Vendor Related Other __________

Address (PPAIDEN):

New Address Hard copy records only Permanent student address change





http://www.alaska.edu/hr/forms/hr_nraforms.xml

Indicate Changes: Name (attach copy of new Social Security Card and change document) Marital Status (contact your HR office for back up documentation requirements)

Signature:

Sign and Date Personal Demographic Data Modifications (if applicable) Action Type

Change General Information (PPAIDEN):

Date of Birth Ethnicity Gender

Citizenship Veteran Category Special Disabled Veteran

Employment Eligibility Verification (I-9) (if applicable) Complete Section 1. Provide Section 2 documentation. Employees’s Withholding Allowance Certificate (W-4) (if applicable) Complete Sections 1 through 3. Enter any changes being made Complete Sections 5 through 7. Sign and date the form. Step 2 – Human Resource Detail Instructions PPAIDEN is the form that is utilized for all demographic changes. A completed Change Form or Personal Demographic Form should be submitted by the employee to initiate any changes. No original records should be entered for this action. CURRENT IDENTIFICATION CHANGES Changes or corrections to an employee name or SSN are entered on the first page of the PPAIDEN form. SSN changes can only be entered in order to correct an incorrect SSN. A copy of a valid Social Security card or an authorization form from the Social Security Administration must be submitted before an SSN change can be made. In the Current Identification Block, enter the correct number over the number shown in the SSN/FIN/TFN: fields. Save the record.



http://www.alaska.edu/hr/forms/PDF_ent/personal_demographic_form_ent.pdf


Name changes are made to match the information on the valid Social Security card. Changes are entered into the Person Name Information field that needs to be revised and the new information entered over the existing values. Save the record. If the Previous Name or ID is conflicting with other records or is an obvious entry error, the record(s) may be deleted by accessing the Alternate Names/ID form under the Options bar. Use the arrow key to locate the record that needs to be deleted, verify carefully, and then select Delete. Save the record. USE THIS FORM WITH CAUTION and make sure you want to delete the record. BIOGRAPHIC INFORMATION Correct the Biographic Information of PPAIDEN as submitted by the employee. A change in marital status will also require a new W-4 form. Newly married, regular employees must update their beneficiary information for at least their pension plan and retirement selections. Federal law requires that the spouse is a 100% primary beneficiary for pension and retirement plans, unless the employee submits a signed waiver. Other changes are optional, but should be reviewed along with changes to health coverage. A change in citizenship will require a new Employment Eligibility Verification Form (I-9) and the documents to support the change. Update GOAINTL as appropriate. Refer to the Nonresident Alien Hiring procedures (future link) for information on coding and required documentation. ADDRESS INFORMATION Locate the HR and the HA address. These are the only addresses that should be changed by HR. If the Change Form indicates other areas that are affected, route a copy of the form to the appropriate department after you have completed the HR entry. Refer to University of Alaska General Person Data Standards (future link) for correct entry of street abbreviations. Enter the new information over the old record. Save the record. If you are attempting to delete a phone number, you will need to access the PPATELE form. Position your cursor on the phone type (HR or HA) you wish to delete and delete record. Save the record. ADDITIONAL INFORMATION This block contains veteran status information. The veteran status are the only fields that need to be updated based on the information provided by the employee on the Personal Demographic Form. If “Disabled Veteran” is marked on the form, check the Special Disabled Veteran field in PPAIDEN and leave the Veteran Category pull down menu field blank. EMERGENCY CONTACT INFORMATION This block on PPAIDEN is not maintained by HR. Do not enter information on this block of the form. Information may be entered for students by the Student system. Any existing information in this block should not be deleted by HR.


Initial and date the form on the Entered by line at the bottom. Place the Change Form in the official personnel file. Step 3 – BHR Data Entry Checklist Identification Form (PPAIDEN):

SSN (Back up Required) Last Name (Back up Required) First Name (Back up Required) Middle Name (Back up Required) Date of Birth (Back up may be

Required) Ethnicity Gender

Marital Status (Back up may be Required)

Citizenship (Back up Required) HR / HA Address Phone Veteran Category Special Disabled Veteran


020 Federal Withholding tax Effective Date Status

Filing Status Number of Exemptions Additional Withholding (Optional)

International Information Form (GOAINTL): (Back up Required)

Visa Type Visa Number Issue Date Expiration Date

Initial, date, copy, and file the form as appropriate.


Promotions, Demotions, and Transfers Promotion: As defined in UA Regulation R04.05.03.D d “a promotion for exempt and nonexempt staff is the movement from a position in one grade to a position in a higher grade.” ~Please note: This is not a reclassification of the Position Description.

• Please review the regulation regarding information about promotions. UA Regulation R04.05.03.D (d) (http://www.alaska.edu/bor/regulation/4r/r04-05.html)

If position is promoting from a staff position to a faculty or executive appointment then contact your






Repeat Action type for start of new job Action Type

Start Job Employee Information (PEAEMPL): Change only if the eclass is changing (ex. Nonexempt to Exempt).









changed) Job Change Reason TRP-Promotion Salary Table




Promotion: Earnings Code Information (NBAJOBS):





Acct Prog Percent


Step 2 – Human Resource Detail Instructions 1. Terminate the current job record with a change reason of Transfer with Promotion (TRP).

Note: If the promotion is from one classification to another (ex. nonexempt to exempt), the current job record must be terminated the last day of the pay period and the new position must begin the first day in the next pay period. An employee cannot change eclasses mid-pay period.

2. Set up new job record in NBAJOBS. Go to next block and complete the Increase MM/DD field in the General Job Information block. This field indicates when an employee is eligible for their annual step increase. Please note that this field does not change when an employee is promoted into a new position. The month and date remains the same from when they moved into a benefit-eligible position as long as there was not a break in service of more than two consecutive weeks. (This field will be blank if the employee transitioned into a faculty or executive position). Complete the Job Detail Information block with a change reason of TRP. Continue through the remaining blocks as you would complete a new hire set-up.

Step 3 – BHR Data Entry Instructions This data entry is only required if the employee is changing eclasses. Please note that PEAMPL can only be updated during the pay period in which the promotion is effective. PEAMPL is date sensitive and it does not allow future data entry. Note: If employee is promoted from temporary to regular or term, update the Adjusted Service Date and the Seniority Date. If employee is promoted from extended temporary to regular or term position, update the Seniority Date. Two entries are required: one entry is needed to stop the previous job; the second entry is needed to setup the new job. Termination of previous job Job Detail Information (NBAJOBS):





Home Department Check Distribution Adjusted Service Date (as noted above) Seniority Date (as noted above) District/Division



Promotion:

Base Job Information (NBAJOBS): Posn – Position Suffix Query Date (should be Begin Date) Job type (P/S/O) Step




Effective Date Personnel Date Status – active (if employee is off-contract, see off-contract procedures) Title (Should default from position) Hours Per Day Employee Class Change Reason - TRP Group





Effective Date Earnings Code Hrs/Units (Must match Hours/Pay)

Special rate (if appropriate) Shift (if appropriate



Acct Prog Percent



Demotion: As defined in UA Regulation R04.05.03.D (f) “a demotion for exempt and nonexempt staff is the movement from a position in one grade to a position in a lower grade.” ~Please note: This is not a reclassification of the JEF.

• Please review the regulation regarding voluntary and involuntary demotions for salary placement. UA Regulation R04.05.03.D (f) (http://www.alaska.edu/bor/regulation/4r/r04-05.html)

If position is moving from a staff position to a faculty or executive appointment then contact your







Start Job Employee Information (PEAEMPL): Change only if eclass is changing (ex. Nonexempt to Exempt).









changed) Job Change Reason TRD-Demotion Salary Table




Demotion: Earnings Code Information (NBAJOBS):



Labor Distribution Information NBAJOBS):




Step 2 – Human Resource Detail Instructions 1. Terminate the current job record with a change reason of Transfer with Demotion (TRD).

Note: If the demotion is from one classification to another (ex. exempt to nonexempt), the current job record must be terminated the last day of the pay period and the new position must begin the first day in the next pay period. An employee cannot change eclasses mid- pay period.

2. Set up new job record in NBAJOBS. Go to the next block and complete the Increase MM/DD field in the General Job Information block. This field indicates when an employee is eligible for their annual step increase. Please note that this field does not change when an employee demotes into a new position. The month and date remain the same from when the employee moved into a benefit-eligible position, as long as there was not a break in service of more than two consecutive weeks. This field will be blank if the employee is transitioning into a faculty or executive appointment. Complete the Job Detail Information block with a change reason of TRD. Continue through the remaining blocks as you would complete a new hire set-up.

Step 3 – BHR Data Entry Instructions This data entry is only required if the employee is changing eclasses. Please note that PEAMPL can only be updated during the pay period in which the demotion is effective. PEAMPL is date sensitive and does not allow future data entry. Two entries are required: one entry is needed to stop the previous job, and the second entry is required for the new job set-up. Termination of previous job Job Detail Information (NBAJOBS):





Demotion: Start of new job Employee Form (PEAEMPL)


Home Department Check Distribution District/Division






Effective Date Personnel Date Status – active (if employee is off-contract, see off-contract procedures) Title (Should default from position) Hours Per Day Employee Class Change Reason - TRD Group





Effective Date Earnings Code Hrs/Units (Must match hours/pay)

Special Rate (if appropriate) Shift (if appropriate)



Acct Prog Percent



Transfer (competitive/noncompetitive): As defined in UA Regulation R04.05.03.D (b)“a reassignment of an employee from one position to another within the same salary grade with no break in service.”

• Please review the regulation regarding information about transfers. UA Regulation R04.05.03.D (d) (http://www.alaska.edu/bor/regulation/4r/r04-05.html)

Step 1 - Departmental Instructions Job Form Modifications 1 paper form required for stop job and 1 for start job Termination of previous job Please complete the following fields on the Job Form: Action Type




Status - Terminated Job Change Reason TRL- Transfer


Start Job Employee Information (PEAEMPL): Change only if eclass is changing (ex. Nonexempt to exempt).








Effective Date (after last paid date) Personnel Date PCLS Job Title Employee Class (only if eclass has

changed) Job Change Reason TRL-Transfer Salary Table




Transfer (competitive/noncompetitive): Earnings Code Information (NBAJOBS):

Earnings Code Hours/Units Special Rate (if appropriate) Earnings Start Date






Step 2 – Human Resource Detail Instructions 1. Terminate the current job record with a change reason of Transfer Lateral (TRL).

Note: If the transfer is from one classification to another (ex. nonexempt to exempt), the current job record must be terminated the last day of the pay period and the new position will begin the first day in the next pay period. An employee cannot change eclasses mid- pay period.

2. Set up new job record in NBAJOBS. Go to next block and complete the Increase MM/DD field in the General Job Information block. This field indicates when an employee is eligible for their annual step increase. Please note that this field does not change when an employee transfers into a new position. The month and date remain the same from when the employee moved into a benefit-eligible position, as long as there was not a break in service of more than two consecutive weeks. Complete the Job Detail Information block with a change reason of TRL. Continue through the remaining blocks as you would complete a new hire set-up.

Step 3 – BHR Data Entry Instructions This data entry is only required if the employee is changing eclasses. Please note that PEAMPL can only be updated during the pay period for which it is effective. PEAMPL is date sensitive and does not allow future data entry. Two entries are required: one entry is needed to stop the previous job, and the second entry is needed for the new job set-up. Termination of previous job Job Detail Information (NBAJOBS):


Status - Terminated Job Change Reason TRL - Transfer


Status Class Group Leave Category Benefit Category

FT/PT Status Home Department Check Distribution District/Division





(NR/XR)



Transfer (competitive/noncompetitive): Job Detail Information (NBAJOBS):

Effective Date Personnel Date Status – active (if employee is off-contract, see off-contract procedures) Title (Should default from position) Hours Per Day Employee Class Change Reason - TRL Group



New Effective Date Status (Term)



Effective Date Earnings Code Hrs/Units (must match hours/pay)

Special Rate (if appropriate) Shirt (if appropriate)



Acct Prog Percent




Step 1 - Departmental Instructions Sabbatical:

As defined in UA Board of Regent’s Policy P04.04.060, “The objective of such leave is to increase the faculty member's value to the university and thereby improve and enrich its programs.” The policy, contracts, and Collective Bargaining Agreement (CBA) reference may found at the following web sites:

BOR Policy: http://www.alaska.edu/bor/contents/pt4.html ACCFT CBA: http://www.alaska.edu/labor/current/accft/Contract/table.html ACCFT Sabbatical: http://www.alaska.edu/hr/labor/accft/PDF/Article5.pdf UNAC CBA: http://www.alaska.edu/hr/labor/unac/table2004-2006.xml UNAC Sabbatical: http://www.alaska.edu/hr/labor/unac/PDF/ARTICLE_16.pdf SW Labor Relations: http://www.alaska.edu/hr/labor/index.xml

To determine a faculty member’s eligibility for sabbatical leave, refer to the Collective Bargaining Agreement for the faculty member’s union. Applications for sabbatical leaves are submitted to the Chancellor or designee through the channels and measures contained in approved policies and procedures. Policies, procedures, and outlines for appointment letters/workloads can be found through the above web sites. Once a faculty member’s sabbatical is authorized and the proper appointment letter and workload agreement have been drafted and approved, submit two Job Forms to Human Resources along with a copy of the appointment letter. The first Job Form will start the sabbatical and should reflect a job change reason of SABB. If the faculty member is going on sabbatical for the academic year and does not have additional approved funding sources, change his/her hours per day and hours per pay to provide a total salary as reflected in the appropriate Collective Bargaining Agreement. See the reference material on the above web sites for more information. The second Job Form ends the sabbatical, should have a job change reason of SABE, and should, if needed, change hours per day and hours per pay back to the normal academic year assignment. Job Form Modifications – Job Form 1 SABB Action Type

Change

Job Detail Information (NBAJOBS): Effective Date Personnel Date Hours Per Day (change if needed) Job Change Reason = SABB


Earnings Code Information (NBAJOBS): Earnings Start Date = Effective Date Earnings Code = 090 Hours or Units = Hours Per Pay from Job Detail Information Earnings End Date



Job Form Modifications – Job Form 2 SABE Action Type

Change

Job Detail Information (NBAJOBS): Effective Date Hours Per Day (change if needed) Job Change Reason = SABE


Earnings Code Information (NBAJOBS): Earnings Start Date = Effective Date Earnings Code = 010 Hours or Units = Hours Per Pay from Job Detail Information

Step 2 – BHR Detail Instructions Start Sabbatical In Job Detail, add new effective date using the transaction date on Job Form, if possible, or the first day available after the last paid date. Change the personnel date to reflect the correct start date if prior to the effective date. Enter a change reason of SABB (Sabbatical-Begin) and change Hours/Day and Hrs/Pay or Units if necessary. For faculty on semester sabbatical, Hours/Day and Hours/Pay Units will reflect their regular assignment hours. For faculty on academic year sabbatical, Hours/Day and Hours/Pay will reflect hours to provide the faculty member with a total of 6 months salary, except for faculty with external funding sources. When changing Hours/Pay, Banner will automatically recalculate hourly rate based upon current annual salary. Thus, be sure to note the hourly rate before changing Hours/Pay and then re-key the rate exactly as it was to update the Assign Salary and Annual Salary to the appropriate amounts. Save the record. In the default earnings block, end the regular 010 earnings code with the first day of the SABB or first day after last paid date, whichever is later. Save the record. Create a new effective date, change the Earnings Code to 090, and set Hours/Units to equal Hours/Pay in the Job Detail block (usually 53.34 for academic year sabbatical or 80 for semester sabbatical). Save the record. End Sabbatical In Job Detail, add another new effective date using the date on the Sabbatical-End job form. Enter change reason as SABE (Sabbatical-End), change Hours/Day and Hours/Pay or Units back to the normal academic year assignment hours if needed. Again, watch the hourly rate when changing Hours/Pay. Key in the correct hourly rate after changing the Hours/Pay to update the Assign Salary and the Annual Salary. Save the record. In the default earnings block, end the 090 earnings code with the date of the SABE. Save the record. Create a new effective date to equal the SABE effective date, change the earnings code to 010, and the Hrs/Units to equal their normal academic year assignment hours (same as Hours/Pay on SABE job form). Save the record.



Step 3 BHR Data Entry Instructions Start Sabbatical Employee Jobs (NBAJOBS):



Effective Date (Day after last paid date or Effective Date on Job Form, whichever is greater)

Personnel Date (if prior to Effective Date. Copy Payroll for retro pay.) Hours/Day Change Reason (SABB) Hours/Pay Hourly Rate (verify does not change)


Earnings End Date (on current 010) Effective Date (same as Effective Date from Job Detail Information) Earnings Code (090) Hours or Units (=Hours Per Pay from Job Detail Information)

End Sabbatical Employee Jobs (NBAJOBS):



Effective Date Hours/Day Change Reason (SABE) Hours/Pay Hourly Rate (verify does not change)


Earnings End Date (on 090) Effective Date (same as Effective Date from Job Detail Information) Earnings Code (010) Hours or Units (= Hours Per Pay from Job Detail Information)



Step 1 - Departmental Instructions To determine eligibility for Shift Pay-Leadperson, refer to the Local 6070 Collective Bargaining Agreement, Article 11 – Wages at: http://www.alaska.edu/hr/labor/local6070/PDF/article11.pdf The department should retain a list in their files of the employees that the individual receiving Leadperson pay is supervising. This list may need to be submitted to HR depending on your campus procedures. To set up Shift Pay for an employee, complete two Job Forms and submit them together to your campus Human Resources office. The first Job Form should have a change reason of SHFT (Begin Shift or Lead Pay) and have a shift code selected from the following:


The second Job Form should have a change reason of SHFE (End Shift or Lead Pay) and have the shift code set back to the default of 1. Job Form Modifications – Job Form 1 - SHFT Action Type

Change



Personnel Date (actual start date) Out of Class (Shift) Job Change Reason = SHFT


Job Form Modifications – Job Form 2 - SHFE Action Type

Change


Out of Class (Shift) = 1 Job Change Reason = SHFE

Earnings Code Information (NBAJOBS): Earnings Start Date = Effective Date Shift Code = 1



Step 2 – BHR Detail Instructions Start Shift Pay Add new effective date using the Shift Pay begin date per Job Form or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as SHFT (Begin Shift or Lead Pay). Proceed to the Payroll Default Information and enter the appropriate Shift Code reflected on the Job Form (should be from the list below).


Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the appropriate Shift Code from the above list. Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date as the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Begin Shift or Lead Pay (SHFT) entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End Shift Pay Add new effective date using the Shift Pay end date per Job Form. Enter change reason as SHFE (End Shift or Lead Pay). Proceed to the Payroll Default Information and enter the Shift Code 1 (default). Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, create a new effective date, go to the Shift field and enter the Shift Code 1 (default). Commit/Save record. It is not necessary to end the prior earnings code record before entering a new effective date as the earnings code does not change – only the shift code is updated. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the End Shift or Lead Pay (SHFE) is entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing.

Extending Shift Pay Delete existing SHFE Job Detail record if it is effective after the last paid date. Add new effective date using the new Begin Shift or Lead Pay (SHFT) date per Job Form (the day after the original SHFE record) or the first day available after the last paid date. Change personnel date to reflect the correct start date if effective date is different. Enter change reason as SHFT (Begin Shift or Lead Pay). Proceed to the Payroll Default Information



and enter the appropriate Shift Code. Commit/Save record. Remember to update Payroll Default Information with the new Shift Code on any existing future dated records. In the Default Earnings block, delete the earnings code record corresponding to the original SHFE if it does not take effect until after the last paid date. If last paid date does not allow deletion of the original SHFE earnings code record, create a new effective date, go to the Shift field and enter the appropriate Shift Code. Commit/Save record. Any future dated Earnings Code records will need to be deleted prior to creating a new effective date. After the earnings code record for the Begin Shift or Lead Pay (SHFT) entered, remember to reenter future dated records with the appropriate shift code based upon effective date (if still applicable). Initial and date job form for filing. If the personnel date is changed reflecting a prior pay period, causing a retro adjustment, notify Payroll with the appropriate print screens/job forms to process the retro payment. End the Shift or Lead Pay following the “End Shift Pay” step above with the new SHFE date.



Step 3 – BHR Data Entry Instructions Start Shift Pay Employee Jobs (NBAJOBS):


Job Detail Information (NBAJOBS): Effective Date (Last paid date or Effective Date on Job Form, whichever is greater) Personnel Date (If prior to Effective Date. Copy Payroll for Retro pay.) Change Reason (SHFT) Verify future dated records



Effective Date (Same as Effective date from Job Detail Information) Shift Reenter future dated records if effective during the Shift/Leadperson Pay time frame (if

applicable) End Shift Pay Employee Jobs (NBAJOBS):

Last Paid (Verify pay cycle) PCN Suffix Verify future dated records


Effective Date (Effective Date on Job Form) Change Reason (SHFE)


Default Shift (1)



New Hire Procedures for Regular Employees Step 1 – Departmental Instructions Proper recruitment hiring processes and procedures must be followed before paperwork can be processed. Refer to the recruitment process on your local HR website or contact your HR office for more information. Submit the following new hire paperwork documents to your campus HR office: Job Form, I-9,

W-4, Ethics Disclosure Form, Personal Demographic Form, Previous Injury/Illness form, Applicant Form/Resume (transcripts for faculty), Vacancy Announcement (and PD if applicable), Autodeposit Request Form (if applicable), benefits paperwork, appointment letter, and the Disclosure by University of Alaska Employee Relating to Employment of Immediate Family Members form (nepotism form). These forms can be located at http://www.alaska.edu/hr/forms/index.xml.

Follow the instructions below to complete the job form before the employee begins employment. If the person is a non-resident alien (NRA), refer to the NRA procedures (future link). If the employee has previous job records, refer to the Reactivation Hire procedures (future link). Job Form Completion- Refer to the Job Form Instructions Action Type

New Hire Start Job Employee Form (PEAEMPL):

Status ECLS LCAT BCAT FT/PT Indicator Home Dept.

Check Dist. Dist./Div Current Hire Original Hire Adjusted Service Date Seniority Date


T/S ORG- Timesheet Org. Posn – Position Suffix Job Begin Date


P/S/O Step Increase MM/DD (for regular staff

employees only) Job Detail information (NBAJOBS):

Effective Date Personnel Date (same as Effective Date) Status PCLS Job Title FTE Employee Class (ECLS) Job Change Reason (if appropriate) Salary Table

Grade Step Rate Hours/Day Hours/Pay or Units Assigned Salary Factor (26 for 12-month staff only) Annual Salary

http://www.alaska.edu/hr/forms/index.xml



Earnings Code Information (NBAJOBS): For those departments using mass-time entry, leave blank.


Hrs/Units



Percent (combined percentages must equal 100%; use separate lines for additional account codes)

Signature Information

Completed by: _________________ Ext. # ________ Budget:

(If restricted funds are issued, job form must be submitted to Budget/Grants first).

Department Approval: Additional pertinent information (notations)

___________________ (Refer to Job Form Procedures)

Step 2 – Human Resource Detailed Data Entry Instructions You may use two methods to perform data entry for newly hired employees: Quickflow or manual entry. Quickflow allows data entry through all of the pertinent Banner forms, including the identification information, job set-up, and deduction set-up. To initiate Quickflow, type HIRE into the direct access line. You may also manually enter the employee data in every form. This method may be faster, but may not be as accurate since forms can be missed. The six main Banner forms that must be completed are: PPAIDEN, PEAEMPL, NBAJOBS, PDABDSU, PDABENE, and PDABCOV. The optional forms that may be used are the PDADEDN (Employee Benefit/Deduction Form) and GOAINTL (International Information Form) for additional data entry. I. PPAIDEN (Identification Form) PPAIDEN is the identification form that must be completed for all employees. This information can be found on the employee’s personal demographic form. Before entering any data on this form, you must complete a PERSON NAME / ID SEARCH on the SOAIDEN form. This search is mandatory because the PERSON may already exist in BANNER FINANCE and/or BANNER STUDENT and/or BANNER HR. SOAIDEN - Name / ID Search A thorough name search must be conducted prior to data entry to prevent multiple person identifications. The search should include ID, Social Security numbers and a name search. Please refer to the Name/ID Search procedures for detailed instruction on conducting this search. Identification Form Enter the employee’s name as it appears on their social security card. Do not enter periods, commas, or dashes with their name. Do not enter prefixes or non-person information. If a suffix is identified on the social security card, enter the suffix in the Last Name field without punctuation (e.g., Tapp II, Smith Jr). Save the record before continuing and select Next Block. For further information, refer to the General Person Data Standards (future link to the General Person Data Standards).


http://www.alaska.edu/hr/procedures/PDF/banner.data_entry.name_id_search.pdf


Biographic Information Enter the employee’s date of birth, ethnicity, gender, marital status, and citizenship. Proceed to the Next Block. Address Information Arrow down to the HR address type record. If the employee does not have an HR address record, type ‘HR’ in the Type field to create a new address record for the employee. Enter the employee’s address on the HR record only. Refer to the General Person Data Standards for the correct address entry format (future link to the General Person Data Standards). For Alaska addresses, enter the 5-digit zip code and the state/city will default. If the zip + 4 code is available, enter a dash between the zip and + 4 code. Arrow down to the phone field and enter the phone number in the HR field. Save the record. Additional Information Select Next Block to reach the Additional Information screen. Enter the respective code if the employee checked any of the veteran status fields. Save the record.

Emergency Contact Information Select Next Block. Emergency contact information for the employee may be found here. This information is not entered, changed, or deleted by HR. Initial and date the Personal Demographic Form. II. PEAEMPL (Employee Form) Employee related dates and general employee information are entered on the PEAEMPL form. Enter the eclass (ECLS) into the Employee Class field. Most of the other fields will default to the proper information. Note that the Employee Group field is blank; no data should be entered in this field. In the Home Department field, enter “B” in the COA (Chart of Accounts) column. Once the COA is entered, tab to the next field. Enter the D-Level code in the department field, and the department description will appear on the right. Tab to the Check Distribution field. The COA value of “B” will already appear in this field. Tab to the field to the right. On the Check Distribution line under the Organization column, enter the Timekeeping Location designated by a 3-digit number preceded by the letter “T” (e.g., T105). In the District/Division field, enter the 2-digit code based on the location where the employee physically works. Next, enter the applicable Service Dates located on the right portion of the screen. The Current Hire date is the date when an employee begins employment. All other dates will default based on the Current Hire date. The Original Hire date reflects when the employee first worked for the University, regardless of their position type, and never changes. The Adjusted Service date reflects when an employee was first employed in a leave eligible position. Once an employee becomes a regular staff/faculty member, or extended temporary, this date will not change unless there is a break in employment greater than 10 consecutive days. The Seniority date reflects when an employee first became eligible for retirement. This date is used for PERS/TRS reporting and may be different than the Adjusted Service date depending on the employee’s previous work history. Save the record. Proceed to the Leave Balances form by selecting “Leave Balances Information” (PEALEAV) in the Options menu to the left. This form displays personal holiday leave (PHL), sick leave (SICK), and annual leave (VAC) dates and balances, if applicable. Verify these fields for correct dates. The SICK and VAC dates should be the same as the Adjusted Service date. The PHL date should be six months following the seniority date for all eligible employees. This date will automatically default based on the Adjusted Service date. Save the record.


Regulatory Information Lastly, choose Regulatory Information from the Options menu in the left portion of the screen. In the Form Ind field under the I-9 Information section, select Received from the list of values. Enter the date when the I-9 form was signed by the department. Save the record.

III. GOAINTL (The form for International students and employees). If the employee is a U.S. or Naturalized citizen, exit to the next screen. For all other employees, see the Non-Resident Alien (NRA) procedures (future link) for more information and data entry. IV. NBAJOBS (Employee Jobs Form) is the form used for job set-ups. General Job Information Block Enter the position and suffix numbers for the employee. The suffix (begins with 00) and represents the number of times that a person was in the same position. Multiple suffixes will only occur when an employee’s job stops and starts again. It is rare for regular employees to have multiple suffixes. Enter the query date as the employee’s first day of work. This date will default into the job Begin Date, so this date should be accurate. Proceed to the Next Block. Enter values for job set-up A window will pop up for entry of additional job information. Unless the employee is working in a secondary or overload assignment, a primary job type must be entered. All employees must have one primary job and cannot have two primary jobs at the same time. Job information will default as established by the budget office. The rate must be entered to proceed, but does not have to be accurate since it can be changed later. Proceed to the Next Block. In the General Job Information block, enter the step increase month and date in the Increase MM/DD fields. This field indicates when regular staff employees are eligible for their annual step increase and should be the same as the Adjusted Service date (for faculty and executive staff employees, leave this field blank). Verify that the Accrue Leave indicator is checked. Proceed to the Next Block. Job Detail Information Block The Effective Date defaults from the above Query Date; therefore, the Query Date must reflect the first day of work. The Personnel Date should be the same date as the Effective Date. Most lines will automatically default with the correct information from the position class (PCLS) as established by the budget office. Verify the status, title, employee class (ECLS), salary table, grade, step, rate, salary fields, and hours for correct information. If the job title is different from the system title, correct the job title. For regular (single PCN) positions, correct the title and contact your budget office to change the attributes on the budget forms. For less than full-time employees, enter 1/10 of the hours/pay value in the Hours per Day field (8.00 hours should be entered for full-time employees). Enter a job change reason if appropriate. Check the salary grade and step for accuracy. If the employee is exceptionally placed (EXPL), enter the appropriate rate that is approved per University Policy and Regulations. Enter the hours per week in accordance with employee status. Banner automatically calculates the assigned (bi-weekly) salary and annual salary. Factor and pays represents the number of pay periods; the two values should be the same. All regular 12-month staff has 26 factors (or 26 pays periods per year), while regular faculty have 19.5 factors. Term employees should have the total number of factors for the duration of their assignment. One pay period equals 1 factor; therefore each workday represents .1 of a factor.


If applicable, choose Add a Change with a New Effective Date from the Options menu to enter an end date. End dates are only entered for term-funded positions or term positions. For NRA’s, the end date should not go beyond the expiration date on their employment authorization documents (please refer to the NRA procedures-future link). Enter the end date into the Effective and Personnel Date fields. Tab to the status and choose Terminated. Tab to Change Reason and type or choose “TERM” for termination. Save the record and proceed to the Default Earnings Code block. Default Earnings Code The effective date, earnings code, and hours/units default into their respective fields and must match the Job Detail Information block. Proceed to Job Labor Distribution block. (For those departments using mass-time entry, this field must be blank. Delete earnings code and proceed to the next block.) Labor Distribution Verify that the Effective Date is the same as the job Effective Date. Enter the account information provided by the department on the job form. In most cases, the account information will default from the PCN budget information. If any account information differs from the job form, make the necessary changes to the labor distribution by deleting all lines of the default information and entering new values. Or, tab to the Program value, delete it, and then backspace to enter the Orgn and/or Fund value. The correct Program value will then default. If an error is made and the Program value does not default, re-enter the account information. Enter as many lines as are required with the corresponding percent value. Make sure the percentages total 100. Save the record. Initial and date the Job Form. V. PDABDSU (Employee Benefit/Deduction Setup Form) Quickflow automatically proceeds to the PDABDSU form. If Quickflow is not used for the initial data entry, the form can still be used to set-up an employee’s deductions. PDABDSU is only used for initial deduction set-ups. This form automatically identifies the required and available deductions for eclasses as defined by their benefit categories. Verify the employee’s ID and change the Default Begin Date (defaults to the current date) to reflect the employee’s hire date. Proceed to the Next Block. Make sure the deduction blocks are specific to the employee’s eclass and selected deductions. Note that some deductions are required and therefore are automatically checked. Some deductions are precluded, which means that after a deduction is checked, it precludes other deductions from being checked. Banner will not let you exit this form unless all of the required deductions are checked (e.g. 020, ADJ). Necessary deductions:

020 Federal Tax Withholding 030 Fica Medicare ADJ Adjustment And, one of the following retirement codes: 220 TRS (F9, FR, A9, AR) 230 PERS (XR, NR, CR, EX) 202-209 ORP Benefit/Deduction (F9, FR, A9, AR, EX)

And, one of the following pension benefit codes: 500 Pension Default - Fidelity 520 Pension - Fidelity 525 Pension - Valic 530 Pension - Lincoln 535 Pension - TIAA-CREF


And, health care deduction codes (NR, XR, EX, FR only) Deduction Code Description Plan Code Plan Description Opt Out - All Employees 349 Waived Health Care Coverage None Deduction Code Description Plan Code Plan Description Deluxe - Plan A 350 A-12 Employee HC Deluxe 12 12 months 351 A-9 Employee HC Deluxe 9 1-11 months 352 A-Spouse HC Deluxe 9 1-11 months

12 12 months 353 A-Child/Dep HC Deluxe 9 1-11 months

12 12 months 354 A-Family HC Deluxe 9 1-11 months

12 12 months 356 A-Spouse FIP HC Deluxe 9 1-11 months

12 12 months 357 A-Child/Dep FIP HC Deluxe 9 1-11 months

12 12 months 358 A-Family FIP HC Deluxe 9 1-11 months

12 12 months 359 A-FIP HC Tax Benefit Deluxe S9 Spouse 1-11 months


Standard - Plan B 360 B-12 Employee HC Standard 12 12 months 361 B-9 Employee HC Standard 9 1-11 months 362 B-Spouse HC Standard 9 1-11 months

12 12 months 363 B-Child/Dep HC Standard 9 1-11 months

12 12 months 364 B-Family HC Standard 9 1-11 months

12 12 months 366 B-Spouse FIP HC Standard 9 1-11 months

12 12 months 367 B-Child/Dep FIP Standard 9 1-11 months

12 12 months 368 B-Family FIP HC Standard 9 1-11 months

12 12 months 369 B-FIP Tax Benefit Standard S9 Spouse 1-11 months


Economy - Plan C 370 C-12 Employee HC Economy 12 12 months 371 C-9 Employee HC Economy 9 1-11 months 372 C-Spouse HC Economy 9 1-11 months

12 12 months 373 C-Child/Dep HC Economy 9 1-11 months

12 12 months 374 C-Family HC Economy 9 1-11 months

12 12 months 376 C-Spouse FIP HC Economy 9 1-11 months

12 12 months 377 C-Child/Dep FIP HC Economy 9 1-11 months

12 12 months 378 C-Family FIP HC Economy 9 1-11 months

12 12 months 379 C-FIP Tax Benefit Economy S9 Spouse 1-11 months


Economy - Plan C cont’d


Deduction Code Description Plan Code Plan Description And, health care deduction codes (F9, A9, AR, CR only) 300 Employee Health Charge – Union - REQUIRED 301 Health Dependent Charges (for union employees only) 305 Basic Health Insurance – Union - REQUIRED 310 Supplemental Health – Self (for union employees only) 311 Supplemental Health – Family (for union employees only) 322 FIP Dependent Charges (for union employees only) 324 FIP Basic Health Insurance (for union employees only) 326 FIP Supplemental Health – Family (for union employees only) Optional deductions include: 400 Health Care Flexible Spending Account 401 Health Care Flexible Spending Account (F9 only) 405 Dependent Care Flexible Spending Account 406 Dependent Care Flexible Spending Account (F9 only) 430 Accidental Death & Dismemberment (AD & D) 450 Supplemental Life - 12 month 460 Supplemental Life - 9 month 790 Auto Deposit Refund (if employee has direct deposit) T## Tax deferred annuity vendors (e.g., T19 – Oppenheimer Investments)

And, one or more of the following union dues/fees deductions (if applicable): 600 ACCFT Agency Fee (A9) 610 AHECTE (CEA) Dues (CR) 611 AHECTE (CEA) Initiation Fee (CR) 613 AHECTE (CEA) Agency Fee (CR) 615 UNAC Dues (F9) 616 UNAC Agency Fee (F9)

Select Establish Selected Benefits/Deductions from the Options list. For more clarification on union staff/non-union faculty deductions, refer to the Deduction Processing procedures (future link). For a complete list and benefits/deductions and their plan codes, refer to the Benefit/Deduction Code Listing at http://www.alaska.edu/hr/procedures/PDF/reference.reference.bdca_listing.pdf. After opening the Establish Selected Benefits/Deductions form, specific data entry is required for certain deductions. This form is used to enter tax withholding rates, life insurance coverage amounts, number of dependents, etc. Begin with the 020 deduction and enter information from the employee’s W-4 form. Tab to the filing status, # of exemptions, and additional withholding (if applicable) fields and enter the appropriate information. If you have problems entering these fields, the information can be entered in the PDADEDN form. Continue through all deductions in a similar fashion. Be sure to enter the correct plan code to differentiate between regular (RG) and part-time (PT) employees. An employee’s eclass and contract length determine their appropriate deductions with respective forms that are submitted by employee. Most faculty are on a 9-month contract and, therefore, must have their deductions set with a 9-month rate and plan code.

http://www.alaska.edu/hr/procedures/PDF/reference.reference.bdca_listing.pdf


Reimbursement accounts must have a termination record with an end date that corresponds with the last day of the final pay period of the fiscal year (e.g., for 2005 FSA’s, the end date would be 6/11/05). Once all deductions are set-up, choose View Current Benefits/Deductions from the Options menu. Check the listing of all deductions to make sure the descriptions, option codes, and effective dates are accurate. If correct, save the record. For additions and corrections, use the PDADEDN form. If the Default Begin Date is after the employee begins employment, the deductions must be deleted and changed to reflect the correct date. VI. PDABENE (Beneficiary Form) The next step in the deduction set-up is to establish the employee dependent information in the PDABENE form. The employee will default into the first record once you Page Down into the first block. Arrow down to the next block to add dependents. Enter ”2” in the sequence number field for the next dependent, making sure to enter their last name, first name, relationship to employee, birth date, and gender. Enter the next dependent using the same method and update the sequence number by one. Save the record. VII. PDABCOV (Beneficiary Coverage Form) The dependents now must be linked to the health insurance deductions through PDABCOV (Beneficiary Coverage Form). The Benefit Category shows the respective deductions. The only deductions that are eligible in this record are for health insurance and flexible spending accounts (FSA’s). Enter the appropriate benefit code from one of the following valid values for health coverage (BDCA’s 305, 310, 311, 324, 326, 350, 351, 360, 361, 370, or 371). Tab to the query date and enter the current hire date. Page down to the sequence number and enter the respective dependents. Sequence number 1 (for the employee) must be entered in this section as well. If employee opts out of health insurance (349), a PDABCOV records should not be setup for the deduction code. However, an end date must be entered in PDADEDN or PDABDSU; the end date must be the date of the final pay period in the current benefit year (i.e., 6/11/05 for FY05). For flexible spending accounts, enter sequence numbers for the employee only. The end date must be entered for the final day in the current benefit year (6/30). Verify the Coverage Begin Date to make sure it is the same as the hire date. Save the record. Initial, date, copy, and file the Deduction/Benefit forms as appropriate. Step 3 – BHR Data Entry Checklist There are two options for data entry: Quickflow and manual entry. To initiate Quickflow, type HIRE into the direct access line or manually enter the information into each form. Personal Identification (PPAIDEN) – from the Personal Demographic Form

Search for name and ID Enter the employee’s name as it appears on the social security card (do not enter periods, commas,

or dashes).

Biographic Information (PPAIDEN)

Date of Birth Ethnicity

Gender Marital Status


Citizenship

Address Information (PPAIDEN) Address- HR type only City State

Zip Code Phone number -HR type only

Additional Information (PPAIDEN) Veteran Information: Special Disabled Veteran

Initial and Date Personnel Demographic Form. Employee Form (PEAEMPL): - From Job Form

Employment Status Employment Class (ECLS) Employee Group (should be left blank) FT/PT Status Home Dept. Check Dist. Division/District

Current Hire Date (remaining fields will default from current hire date)

Original Hire Date Adjusted Service Date Seniority Date First Work Day

Leave Balance Information (PEALEAV): Verify leave code and dates available.

Sick Leave (SICK) Annual Leave (VAC) Personal Holiday Leave (PHL) – For non-exempt employees only (date should be 6 months from

seniority date). Regulatory Information (PEAEMPL)

I-9 Information (RECEIVED) Date Received

International Information (GOAINTL): If the employee is a U.S. or Naturalized citizen, exit to the next screen. For all other employees, see the Non-Resident Alien (NRA) procedures (future link) for more information and data entry. Base Job Information (NBAJOBS):




(NR/XR) Job Detail information (NBAJOBS): Some blocks will automatically default when the PCN is entered in the Base Job Information block, but verify the Job title, PCLS, and ECLS blocks to make sure information is correct. To create a new job record (such as creating job end dates), choose Add a Change with a New Effective Date.

Effective Date Personnel Date Hours/Day Job Change Reason (Blank or EXPL only) Salary Group Salary Table

Grade Step Rate Hours/Pay or Units Assigned Salary Factor (26 for 12- month regular staff)


Pays (same as Factor) Annual Salary Default Earnings Code Information (NBAJOBS): (For those departments using mass-time entry, this field must be blank. Delete earnings code and proceed to the next block.)


Hrs/Units

Labor Distribution Information (NBAJOBS): Verify only, all fields should default.


Prog – must correspond with orgn value Percent (must equal 100%; use separate

lines for additional account codes)

Initial and date the Job Form. Employee Benefit/Deduction Form (PDABDSU):

Federal Withholding (020) FICA Medicare (030) PERS/TRS/ORP Retirement

(201, 230, 220, 202-209) Basic Health Care Charge

(Employee) 300, 305, 350, 351, 360, 361, 370, or 371

Basic Health Care Charge –opt out (Employee) optional 349 (end date required)

Basic Health Care Charge (Dependent) optional 301, 354-354, 362-364, OR 372-374

*FIP must have 340 & 342 in addition Flexible Spending Accounts [Medical/

Dependent Care (400/405), (401/406 for F9)] end date with last pay period of year –optional deduction

AD&D Life Insurance (430) – optional deduction

Supplemental Life Insurance [450 (12 month), 460 (9-month)] – optional deduction

Pension Fidelity/ Valic/ Lincoln/ TIAA-Cref (520, 525, 530, 535) If no pension selection, set-up default code of 500

Union Dues/Fees – (not applicable for regular staff XR/NR) (A9 – 600), (F9 - 615, 616), (CR - 610-613), (UNAD 620, 621, 622)

Auto Deposit (if applicable) (790) Tax Deferred Annuity – (T01 – T27) -

optional deduction ADJ Adjustment required for all

employees

Beneficiary Form (PDABENE): Make sure the employee and all dependents on the dependent enrollment form are listed.

Sequence Number Last Name First Name SSN (required for employee only) Relationship To Employee

Birthdate Gender

Beneficiary Coverage Form (PDABCOV): NR, XR, EX, FR must have a 350, 351, 360, 361, 370, or 371 record. F9, A9, AR, CR employees must have a 305 record. If the employee has selected an FSA (400/401 or 405/406), then separate records must exist for these as well. Include all sequence numbers from the PDABENE form in these records; include only sequence 1 (employee) under the 400/401 and 405/406 records.

Seq No – Sequence Number Coverage Begin Date

Coverage End Date – (Opt out and FSA’s only) - end of fiscal year

Initial, date, copy, and file the Deduction/Benefit forms as appropriate.

Leave of Absence


Step 1 - Departmental Instructions: A leave of absence (LOA) is a period that is greater than 10 consecutive working days of leave without pay; a LOA is only eligible to regular employees. Proper procedures and administrative approvals must be followed prior to the employee departing on a leave of absence. Data entry and this procedure are therefore unnecessary when an employee uses leave without pay (LWOP) for less than 10 consecutive working days. For employees who are on Family Medical Leave without pay, see the FML procedures at: http://www.alaska.edu/hr/procedures/personnel.xml. For additional information regarding leave without pay, see the BOR regulation at http://www.alaska.edu/bor/regulation/4r/r04-06.html. Two job form modifications are necessary to reflect the beginning and end dates of a Leave of Absence. Job Form Modifications Action Type

Change Job Detail information (NBAJOBS): Leave without pay Begin

Effective Date Personnel Date Job Change Reason: LWOP- Begin


Action Type Change

Job Detail information (NBAJOBS): Leave without pay End

Effective Date Personnel Date Job Change Reason: LWPE- End


Step 2 – Human Resource Detail Instructions When an employee goes on a Leave of Absence, their job record must reflect when the LWOP begins and ends. An employee on a Leave of Absence cannot continue their health or supplemental life insurance deductions, but may elect to pay the university directly for the cost of health insurance and supplemental life insurance (employees can contact their campus Benefits Coordinator for more information). Health insurance, supplemental life insurance, TDA, and FSA deductions must therefore be terminated after the last paid date. End dates must also be entered in PDABCOV for health insurance and FSA’s. It is essential that the leave of absence is properly notated in Banner. Non-compliance of leave of absences can alter the time that is reported to PERS/TRS for the employee. NBAJOBS LWOP Start Conduct a search in NBAJOBS to find the PCN/Suffix that corresponds with the respective assignment. Select “Add a change with a new effective date” from the Options menu. Enter the date when the employee’s leave of absence begins. If the employee has a last paid date prior to the leave of absence begin date, make the effective date at the start of the pay period with a personnel date of when the leave of absence actually begins. Enter “LWOP” into the job change reason to reflect the start of the leave of absence. Go to the Earnings Code Default Information form, select “Add a Change with a New Effective Date” from the options menu and enter the date when the employee’s leave of absence begins. Terminate the 010 earnings code and insert 652 into the earnings code (the end date of the 010 earning code should be the same as the 652 start

Leave of Absence


date). Save the record. LWOP End Once the employee returns from the leave of absence, select “Add a change with a new effective date” from the Options menu. Enter the date when the employee has returned from their leave of absence. If the employee has a last paid date prior to the leave of absence end date, make the effective date at the start of the pay period with a personnel date of when the leave of absence actually ends. Enter LWPE into the job change reason. Go to the Earnings Code Default Information form, select “Add a Change with a New Effective Date” from the options menu and enter the date when the employee’s leave of absence ends. Terminate the 652 earnings code by entering the end date and inserting 010 (the end date of the 652 earnings code should be the same as the 010 start date). Save the record. PDADEDN LWOP Start After the last paid date, terminate the health care deductions (if currently enrolled), and optional deductions of flexible spending accounts, supplemental life insurance and TDA’s in the PDADEDN form. Enter the respective benefit code. Choose “Add a new record” from the options menu for the leave of absence begin date. Change the status to terminated. Save the record. LWOP End A leave of absence is considered a “life event” and the employee may change their benefits including health insurance, life insurance, and FSA’s. When the employee returns from the leave of absence, he/she must submit new benefit forms. All terminated records will need to be activated. Enter the respective benefit code. Choose “Add a new record” from the options menu for the leave of absence end date. Change status to active. Save the record. PDABCOV LWOP Start If the employee has signed up for health coverage, enter the respective benefit code record in PDABCOV. Proceed to the next block. Enter the coverage end date to reflect when the employee departed on their leave of absence for each sequence line (if the employee is signed up for health insurance). If there is a flexible spending account, enter the FSA account code, and type over the Coverage End Date with the Leave of Absence Begin Date. Save the record. LWOP End After the employee returns from the leave of absence, the termination dates in PDABCOV may need to be removed. If the employee has elected health insurance, enter the health coverage record benefit code in PDABCOV. Proceed to the next block. Tab to the coverage end date field and clear the end date for each sequence number. Save the record. If the employee has a flexible spending account record, enter the FSA account code. Type over the Coverage End Date for the end of the current fiscal year and save the record.

Leave of Absence


Step 3 – BHR Data Entry Instructions: when employee leaves (LWOP Begin) Job Detail Information (NBAJOBS): LWOP Begin

Effective Date Personnel Date Status remains active

Change Reason LWOP – Begin Earnings Code Effective Date Earnings Code - 652

Employee Benefit/Deduction Form (PDADEDN): Terminate after last paid date

Terminate Basic Health Care Charge (after last paid date)

Dependent Charges (including FIP) Terminate optional deductions: FSA's

Supplemental Life AD&D TDA's


Coverage End Date for Health Insurance:

Coverage End Date for FSA's (if applicable)

When employee returns (LWOP End) Job Detail Information (NBAJOBS): LWOP End

Effective Date Personnel Date Change Reason LWPE – End

Earnings Code Effective Date Earnings Code - 652


Clear Coverage End Date for Insurance (if applicable)

Update Coverage End Date for FSA's (if applicable)


Activate Basic Health Care Charge (if applicable)

Dependent Charges- (including *FIP)

Activate optional deductions: FSA Supplemental Life AD&D TDA's

Initial and date the LWOP and Benefit forms. Entered By: _______________________________ Date:________________

Documents

Section IV Job Forms and Other - University of Alaska