Trigger - Hopkins Medicinessc.jhmi.edu/hr_payroll/DataFiles_HR/ReviewingISR.pdf · belongs to. Object Name R The name of the Position Long Text. Belongs to Org Unit R Organization

Title: Reviewing an ISR Business Scenarios: Personnel Administration Business Processes: ISR Process

File Name: Reviewing an ISR.doc Revision:

Version: Not Started Last Modified:

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Trigger Reviewing an ISR is critical to making sure it is complete and accurate. These three roles are involved in ISRs and need to be aware of these requirements across functions. This document serves as a reference for completing and reviewing an ISR for the following roles:

ISR Initiator

ISR Approver

HRPA Maintainer

Business Process Description Overview This document is for use by an ISR initiator, an ISR approver, and an HR Maintainer for reviewing and approving an ISR. This document is a reference document that indicates the criteria for approval for each kind of ISR.




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Purpose

Use this procedure to review ISRs. This document is for reference only, and includes information on each type of ISR, what fields are critical to complete, and the range of data, or typical entries, for each field on an ISR.

ISRs are created by an ISR Initiator, approved by an ISR approver, and then the data entry indicated is completed typically by someone in HR Shared Services.

Trigger

Perform this procedure when you need to complete an ISR, review an ISR, or approve an ISR.

Menu Path

Use the following menu path(s) to begin this transaction:

• Select Office Workplace to go to the Business Workplace screen.




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Procedure

Kind of Internal Service Request

OM JHHS Position Create/Maintain ISR

OM JHU Position Create/Maintain ISR

OM Org Unit Create/Maintain ISR

OM Job Group Create/Maintain ISR

OM Job Create/Maintain ISR

Hiring Regular ISR

Hiring CTY Summer Camp ISR

Hiring Part Time Instructors ISR

Hiring Student/Postdoc/Resident ISR

Rehiring ISR

Reinstatement ISR

Employee Reassignment ISR

Termination/Retirement ISR

Position Attribute Change ISR

Salary Change ISR

Personal Data Change ISR

Bonus/Supplemental Pay ISR

Mini-master Regular ISR

Mini-master Coeus-SPR ISR

Mini-master Independent Contractor ISR

LOA With/Without Pay – JHU ISR

LOA With/Without Pay – JHHS ISR

Return from LOA/Temp Inactive ISR

FMLA Request ISR




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ISR Action - OM-JHHS Position Create

The screens included in this document are for example only and do not display every field that should be reviewed. As you review an ISR, scroll down the page to check the other fields. As you review this document, it is helpful to know what the field indicators mean:

R: Required field (either by the business or the system requires it)

C: Conditional field (can be completed or not, depending on the circumstances

O: Optional field (completing this is optional)

OM JHHS Position Create/Maintain ISR Data Requirements: Field Name R/O/C Description

Approver 1 R Personnel number of the first approver of the action.

Approver 2 R

Personnel number of the second approver of the action. A second approver is required for the OM-JHU Position Create ISR. The second approver is always Compensation staff.

Begin Date R The date the action becomes active. Current date defaults in, but can be changed to date Position becomes active.




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Field Name R/O/C Description

Object Abbreviation R

Name of the Position Short Text abbreviation. The Object abbr. is always the short-text of the SAP Job the Position belongs to.

Object Name R The name of the Position Long Text.

Belongs to Org Unit R Organization unit in which the Position resides.

Reports to (Name/Position) R Position to which the Position reports.

Belongs to Job R Job to which the Position is attached.

Vacancy R Status of Position.

Pay grade type C/R

High level classification of employees for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount, used for Positions with salary/wage ranges only.

Pay grade area C/R

High level enterprise groupings for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount, used for Position with salary/wage ranges only.

Pay grade C/R

Low level groupings of employees for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount, used for positions with salary/wage ranges.

Pay grade level C/R

Low level groupings of employees for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount, used for positions with salary/wage ranges only.

Payscale type C/R

High level classification of employees for Compensation purposes for employees whose base pay component is specified via a fixed hourly amount. For Positions with salary/wage flat rate only.

Pay scale area C/R

High level enterprise groupings for Compensation purposes for employees whose base pay component is specified via a fixed hourly amount. For Positions with salary/wage flat rate only.

Pay Scale Group C/R

Low level groupings of employees for Compensation purposes for employees whose base pay component is specified via a fixed hourly amount. For Positions with salary/wage flat rate only.

PS level C/R Actual salary specified as an hourly amount. For Positions with salary/wage flat rate only.




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Field Name R/O/C Description Company Code R Independent accounting unit; in most cases is a legal entity.

Business Area R An organizational unit that represents a separate area of operations or responsibilities within an organization.

Personnel area R An organizational unit that represents a separate area of operations or responsibilities within an organization.

Personnel Subarea R

Represent categories of positions in an organization based on the type of work performed, for example, visiting faculty, deans and executives, regular nurses, or bargaining unit.

Employee Group R

Category of employee defined by work schedule; in addition, used by Benefits to place an employee in the appropriate benefit eligibility grouping.

Employee Subgroup R Represents an employee's exempt status combined with pay cycle, such as salaried exempt or hourly non-exempt

JCAHO Compliant C

(Joint Commission on Accreditation of Healthcare Organizations) - This Organization mandates healthcare standards.

HIPPA Training C

Health Insurance Portability and Accountability Act - The Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996.

HSCRC Compliant C

Health Services Cost Review Commission - Maryland state regulatory controlling healthcare costs. Jobs that need to be reported for HSCRC to determine whether employees are being properly compensated.

Officer Status C The occupant of this position is an officer of the corporation to which this position belongs.

Required Attendance C The occupant of this position is an officer of the corporation to which this position belongs.

OFCCP (Bayview) C

Code for Office of Federal Contract Compliance Program assigned to this Position. Required for JHBMC Positions only.

License 1 C Code designating education/training in a course of study for a specific discipline.





Certification 1 C Code designating training required for a specific discipline.




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Field Name R/O/C Description Certification 2 C Code designating training required for a specific discipline.




Shift Differential C

This field is needed by the Time and Payroll Team for processing employees' shift differential pay. Valid for JHHS only.

Weekend Differential C This field is needed by the Time and Payroll team for processing rules and regulations. Valid for JHHS only.

On Call C This field is used determine if this position is eligible for On-call status and if so, at what rate. Valid for JHHS only.

Overtime C This field is used determine if this position will be eligible for overtime and the appropriate status. Valid for JHHS only.

Time Collection Indicator C

This field will capture what time collection will be used for the position.

Financial Disclosure C Statement required to be signed by the occupant of this position providing specific personal financial information.

Conflict of Interest C

Statement required to be signed by the occupant of this position certifying that the occupant does not have a relationship with any persons or corporations with whom the occupant does business which would unduly influence his/her business decisions.

PPV Pay Per Visit Nursing C

The PPV nurse's pay is defined by a combination of the type of PPV nurse they are and the type of visit they make.

Role C Code for the role, for example, Leadership, Staff Representative or Member.

Levels C In Compensation, the "level" is the complexity of the contribution within the corporation required by this position.

Range C In Compensation, the salary range Id for the role and level of this Position.

Cost Center R

A cost center is an organizational unit responsible for budgetary monitoring and reporting that collects revenues and costs.

Order C Number which identifies an order within a client.

WBS Element R Work Breakdown Structure Element is a further division of the project work presented in hierarchical form.

Percentage R The percentage that is assigned to a Position.

Fund R A separate and distinct fiscal/accounting object.




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Functional Area R

A functional area is a classification of financial transactions, providing information about overall purposes or objectives for each transaction.

Grant C Contains terms and conditions for the control, use, reporting and reimbursement of sponsor funding.

Organization Units C

A secondary organizational unit to accommodate the ability for the Position ISR forms to specify organizational units related to the Position. This relationship is used for ISR processing to capture organizational units that a position has access to outside of the core for initiating and approving ISRs.

Roles R

The assigned authorizations that control access to all areas of the system, for example: Organizational unit, Job, Position, Task.

Authorization Profiles R

PD authorization profile controls which objects in the organizational plan a user is permitted access, for example, Organizational units, Qualifications and Requirements, Business events.

Comments O Additional information about this action.




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OM JHU Position Create ISR

JHU Position Create/Maintain ISR Data Requirements: Field Name R/O/C Description


Approver 2 R

Personnel number of the second approver of the action. A second approver is required for the OM-JHU Position Create ISR. The second approver is always Compensation staff.

Begin Date R The date the action becomes active.


Name of the Position Short Text abbreviation. The Object abbr. is always the short-text of the SAP Job the Position belongs to.

Object Name R The name of the Position Long Text.

Belongs to Org Unit R Organization unit in which the Position resides.

Reports to (Name/Position) R Position to which the Position reports.

Belongs to Job R Job to which the Position is attached.

Vacancy R Status of Position.




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Pay grade type C/R

High level classification of employees for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount. For Positions with salary/wage ranges only.

Pay grade area C/R

High level enterprise groupings for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount. For Position with salary/wage ranges only.

Pay grade C/R

Low level groupings of employees for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount. For Positions with salary/wage ranges.

Pay grade level C/R

Low level groupings of employees for Compensation purposes for employees whose base pay component is specified via a salary range. This salary range can be a range of hourly amounts, or per pay period salary amount. For Positions with salary/wage ranges only.

Payscale type C/R

High level classification of employees for Compensation purposes for employees whose base pay component is specified via a fixed hourly amount, used for positions with salary/wage flat rate only.

Pay scale area C/R

High level enterprise groupings for Compensation purposes for employees whose base pay component is specified via a fixed hourly amount, used for positions with salary/wage flat rate only.

Pay Scale Group C/R

Low level groupings of employees for Compensation purposes for employees whose base pay component is specified via a fixed hourly amount, used for positions with salary/wage flat rate only.

PS level C/R Actual salary specified as an hourly amount. For Positions with salary/wage flat rate only.

Company Code R JHEN

Business Area R An organizational unit that represents a separate area of operations or responsibilities within an organization.

Personnel area R An organizational unit that represents a separate area of operations or responsibilities within an organization.

Personnel Subarea R

Represent categories of positions in an organization based on the type of work performed, for example, visiting faculty, deans and executives, regular nurses, or bargaining unit.




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Employee Group R

Category of employee defined by work schedule; in addition, used by Benefits to place an employee in the appropriate benefit eligibility grouping.

Employee Subgroup R Represents an employee's exempt status combined with pay cycle, such as salaried exempt or hourly non-exempt

JCAHO Compliant C

(Joint Commission on Accreditation of Healthcare Organizations) - This Organization mandates healthcare standards.

HIPPA Training C

Health Insurance Portability and Accountability Act - The Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996.

Officer Status C The occupant of this position is an officer of the corporation to which this position belongs.

Required Attendance C The occupant of this position is an officer of the corporation to which this position belongs.











Financial Disclosure C Statement required to be signed by the occupant of this position providing specific personal financial information.

Conflict of Interest C

Statement required to be signed by the occupant of this position certifying that the occupant does not have a relationship with any persons or corporations with whom the occupant does business which would unduly influence his/her business decisions.

Time Collection Indicator C

This field will capture what time collection will be used for the position.




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Role C Code for the role, for example, Leadership, Staff Representative or Member.

Levels C In Compensation, the "level" is the complexity of the contribution within the corporation required by this position.

Range C In Compensation, the salary range Id for the role and level of this Position.

Cost Center R



WBS Element R Work Breakdown Structure Element is a further division of the project work presented in hierarchical form.



Functional Area R



Roles R

The assigned authorizations that control access to all areas of the system, for example: Organizational unit, Job, Position, Task.

Authorization Profiles R

PD authorization profile controls which objects in the organizational plan a user is permitted access, for example, Organizational units, Qualifications and Requirements, Business events.





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ISR Action - OM Org Unit Create ISR




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ISR Action - OM Org Unit Maintain ISR

OM-Org. Unit Create/Maintain ISR: Field Name R/O/C Description

Approver 1 R

Personnel number of the first approver of the action. Org unit approval is restricted to Vice President/Dean/Executive level or designee.

Approver 2 R

Personnel number of the second approver of the action. A second approver is not required for the OM-Org Unit Create/Maintain ISRs.

Begin Date R The date the action becomes active. Current date defaults in, but can be changed to date Org Unit becomes active.


Name of the Organizational Unit Short Text abbreviation. The org unit object abbr. is always the Control Salary Default Cost Center.

Object Name R Name of the Organizational Unit Long Text.

Org unit Reporting To R Org Unit to which the new Org Unit will report.

Payroll Default Cost Center

A default Payroll Error Cost Center used only in exceptional cases when no other cost center information has been entered for an employee.




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Cost Center R



WBS Element C Work Breakdown Structure Element is a further division of the project work presented in hierarchical form.



Functional Area R







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ISR Action - OM-Job Group Create




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ISR Action - OM-Job Group Maintain

OM-Job Group Create/Maintain ISR: Field Name R/O/C Description

Approver 1 R

Personnel number of the first approver of the action. Only HR Compensation staff is authorized to approve Job Group Create/Maintain ISRs.

Approver 2 C

Personnel number of the second approver of the action. Only HR Compensation staff is authorized to approve Job Group Create/Maintain ISRs. A second approver is not required.

Begin Date R The date the action becomes active. Current date defaults in, but can be changed to date Job Group becomes active

Object Abbreviation R Name of the Job Group Short Text abbreviation.

Object Name R Name of the Job Group Long Text.





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ISR Action - OM-Job Create




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ISR Action - OM-Job Maintain

OM-Job Create/Maintain ISR: Field Name R/O/C Description

Approver 1 R

Personnel number of the first approver of the action. Only HR Compensation staff is authorized to approve Job Create/Maintain ISRs.

Approver 2 C

Personnel number of the second approver of the action. Only HR Compensation staff is authorized to approve Job Create/Maintain ISRs. A second approver is not required.

Begin Date R The date the action becomes active.

Object Abbreviation R Name of the Job Short Text abbreviation.

Object Name R Name of the Job Long Text.

Job Group ID R A classification of similar Jobs used for reporting.

EEO Category R The Equal Employment Opportunity Category.




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FLSA Indicator R Fair Labor Standards Act indicator to which this Job is assigned.


ISR Action - Hiring Regular

Scroll to view more of the screen:




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ISR Action - Hiring Regular

Review the following fields for the Hiring Regular ISR: Field Name R/O/C Description

Begin Date R The date the information in the ISR should be made active.


Approver 2 R Personnel number of the second approver of the action. See the chart at the bottom of this document to verify if the ISR should have a 2nd approver.

First name R The new employee’s first name.

Last name R The new employee’s last name.

SSN R The new employee’s Social Security number.

Birth date R The new employee’s date of birth.

Gender R The new employee’s gender.

Nationality R The new employee’s nationality.

Residence status R The new employee’s residence status.

Visa Type C The type of Visa an employee has been given. If the employee’s residence status is shown as non-resident alien this field should be filled in.




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Field Name R/O/C Description Ethnic origin R The new employee’s ethnic origin by EEOC code.

Street/House no R The new employee’s street address for their permanent address.

City R The new employee’s city for their permanent address

State/zip code R The new employee’s state for their permanent address.

State/zip code R The new employee’s zip code for their permanent address.

Country R The new employee’s country for their permanent address.

Telephone no. R The new employee’s home telephone number.

Position R The position number the new employee is being hired into.

Personnel administrator

R The check sorting code for the employee’s paycheck.

PS level R The pay scale level for the position.

Period Salary/Hourly Rate

R The hourly rate or semi-monthly rate of pay.

Work Hours R The number of hours the employee is scheduled to work every week.

Valid From C The start date for a labor distribution line. This will be used for semi-monthly employees.

End Date C The end date for a labor distribution line. This will be used for semi-monthly employees.

Cost Center C The cost center the employee’s salary will be drawn from. There should always be either a Cost Center or an Order.

Order C The internal order the employee’s salary will be drawn from. There should always be either a Cost Center or an Order.

Fund C The fund associated with the employee’s position. If a cost center is chosen a fund should also be filled in.

Percentage C The percent of the salaried employee’s salary that will be assigned to the cost center for hourly employees. The percentages should add up to 100%.

Amount C The amount of money assigned to a specific labor distribution line for hourly employees. The amounts should equal 100% of the salary.




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Field Name R/O/C Description Comments

R Additional information about this action. The comments section should contain the following elements when appropriate:

Veteran status

Military Status

Work Schedule Rule

Foreign address information that does not fit into the available fields

If the employee is a Faculty member, an actual salary should be entered in the Comments section is it differs from annual salary. An example of such a circumstance would be when a 9/10-month faculty member is paid for only 9 months rather than 12.

The employee is a Faculty member at the Krieger School of Arts and Sciences or the Whiting School of Engineering, an appointed salary should be entered in the Comments section as well as the actual salary, if necessary. Appointed Salary is defined as the maximum salary permitted by the contract.

PACE Nurse:

When indicating the salary for on the ISR, the primary hourly rate is indicated in the Period Salary/Hourly Rate field. The additional rate indicators for the schedules chosen by the employee will be indicated in the Comment area. For example, the employee has chosen Pace Shift A and Pace WED Code 1. These two amounts will be added to the employee’s base hourly wage.




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Field Name R/O/C Description Separate Email Additional information about this action. A separate e-mail

should contain the following elements when appropriate:

Emergency Contact information

Work Phone Number

Cell Phone Number

Work Mailing Address: There are two components of the Work Mailing address:

1. A single field which is the short description of the employee’s internal mailing address. An example would be Garland 123 or Phipps 450. If this employee will not receive mail via the internal mail system, leave this field blank. When internal-only mailing labels are generated, this employee would not receive a label.

2. The US Postal address, Street, City, State, Zip Code, of the work location. This section is required.

Work Physical Address: This is the street, city, state and zip code of the work location.

1. If the employee is working out of the US, the Work Physical Address of the non-US work location is required. There are system processes for JH Employees working out of the US which depend on the Work Physical Address.




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Scroll down to view more of the screen.




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Hiring-CTY Summer Camp ISR: Field Name R/O/C Description















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Field Name R/O/C Description Comments R Additional information about this action. The comments

section should contain the following elements when appropriate:

Part Time Instructors: The base pay per pay amount will be entered in the Pay Period/Hours Rate field. In the Cost Distribution section, the start and end date of the payment period will be indicated.

Semi-monthly Students: Some students are on the semi-monthly payroll. The start and end date of the payments period will be entered in the Cost Distribution section.

NOTE: When a Part Time Instructor or Semi-monthly Student salary is submitted on the Initiating the CTY Summer Camp ISR, a simultaneous action will be undertaken by HR Shared Services for placing the employee on Temporarily Inactive Status.

Separate Email Additional information about this action. A separate email should contain the following elements when appropriate:





1. If it is identical to the Work Mailing Address this does not need to be provided.





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Review the following fields for the Hiring-Part Time Instructors ISR: Field Name R/O/C Description















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Semi-monthly Students: Some students are on the semi-monthly payroll. The start and end date of the payments period will be entered in the Cost Distribution section


Send Separate Email Additional information about this action. A Separate email should contain the following elements when appropriate:

• Work Mailing Address: There are two components of the Work Mailing address:









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Review the following fields for the Hiring-Student/Postdoc/Resident ISR:

Field Name R/O/C Description Begin Date R The date the information in the ISR should be made active.













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Field Name R/O/C Description Visa Type C The type of Visa an employee has been given. If the

employee’s residence status is shown as non-resident alien this field should be filled in.

Ethnic origin R The new employee’s ethnic origin by EEOC code.



















Percentage C The percent of the employee’s salary that will be assigned to the cost center for hourly employees. The percentages should add up to 100%.

Amount C The amount of money assigned to a specific labor distribution line. The amounts should equal 100% of the salary.




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Semi-monthly Students: Some students are on the semi-monthly payroll. The start and end date of the payments period will be entered in the Cost Distribution section


Separate Email Additional information about this action. A separate email should contain the following elements when appropriate:










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Rehire ISR





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Rehire ISR

Review the following fields for the Rehiring ISR: Field Name R/O/C Description


Action Reason R The reason the employee is being rehired. The options are: 01 Reentry into Enterprise 02 Administrative Transfer 03 Voluntary Transfer



First name R The employee’s first name.

Last name R The employee’s last name.

SSN R The employee’s Social Security number.

Birth date R The employee’s date of birth.

Gender R The employee’s gender.




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Field Name R/O/C Description Nationality R The employee’s nationality.

Residence status R The employee’s residence status.


Ethnic origin R The employee’s ethnic origin by EEOC code.

Street/House no R The employee’s street address for their permanent address.

City R The employee’s city for their permanent address

State/zip code R The employee’s state for their permanent address.

State/zip code R The employee’s zip code for their permanent address.

Country R The employee’s country for their permanent address.

Telephone no. R The employee’s home telephone number.

Position R The position number the employee is being hired into.

















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PACE Nurse:

When salary information for PACE Nurses is communicated to HR Shared Services, the primary hourly rate is indicated in the Period Salary/Hourly Rate field. The additional rate indicators for the schedules chosen by the employee will be indicated in the Comment area. For example, the employee has chosen Pace Shift A and PACE WED Code 1. These two amounts will be added to the employee’s base hourly wage.


Fellowship:

Fellowship recipients will be paid as non-employees. If a Fellowship recipient has non-fellowship income, those wages would be paid in another assignment. This is an illustration of SAP Concurrent Employment. The department will enter the amount in the Pay Period/Hourly Rate field, enter the Wage Type 3015, Fellowship and pay period start and end dates in the Cost Distribution section

Interim Salary Supplement Recipients

An Interim Salary Supplement is paid each pay period for the period designated. The purpose of the payment is remuneration for short-term responsibility, such as an Acting Dean while a permanent Dean is sought. The amount is entered in the PayPeriod/Hourly Rate field. The start and end dates are entered in the Cost Distribution section.

Semi-monthly Students

Some students are on the semi-monthly payroll. It is necessary to note the pay period end date of the last pay period they should be paid. The department will enter the amount in the PayPeriod/Hourly Rate field, then enter the pay period start and end date in the Cost Distribution section.

NOTE: When a Part Time Instructor, Fellowship or Semi-monthly Student salary is submitted on the Rehire ISR, a simultaneous action will be undertaken by HR Shared Services for placing the employee on Temporarily Inactive Status.




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Field Name R/O/C Description Separate Email Additional information about this action. A separate email











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Reinstatement ISR





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Reinstatement ISR

Review the following fields for the Reinstatement ISR: Field Name R/O/C Description


Action Reason R The reason the employee is being reinstated. The options are: 01 Voluntary 02 Mandated








Nationality R The employee’s nationality.




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Field Name R/O/C Description Residence status R The employee’s residence status.


























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PACE Nurse:



Fellowship:










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Review the following fields for the Employee Reassignment ISR: Field Name R/O/C Description


Action Reason R The reason the employee is being reassigned. The options are: 01 Promotion 02 Demotion 03 Lateral











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Field Name R/O/C Description Nationality R The employee’s nationality.

Residence status R The employee’s residence status.


























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PACE Nurse:



Fellowship:










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Termination/Retirement ISR

Review the following fields for the Termination/Retirement ISR: Field Name R/O/C Description




Action Type R Indicates whether the ISR is being used for a Termination or a Rehire.




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Field Name R/O/C Description Action Reason R The reason the employee is being Terminated or the type of

Retirement being taken. The options for Termination are: 01 Accepted New Job-Competitor 02 Accepted New Job-NonCompetitor 03 Family Obligations 04 Personal Reasons 05 Job Abandonment 06 Resignation (Insuff. Notice) 07 Return to School 08 Health (voluntary) 09 Relocation 10 Dissatisfied with Employment 11 Resignation (other) 12 Resigned in Lieu of Discharge 13 Military 14 Visa Expiration 15 JHU Student who Graduated 16 Voluntary Transfer 30 Unsatisfactory Performance 31 Lack of funds to Supt Position 32 Completion of Contract 33 Position Discontinued 34 Temp/Casual Assign Compeleted 35 Not Qualified 36 Misconduct-Policy/Proc/Rules 37 Excessive Absences 38 Health (involuntary) 39 Probationary Employee 40 LOA Expiration 41 Failure to Return from LOA 42 Gross Misconduct 43 Other Reason 44 Administrative Transfer 64 Death The options for Retirement are: 01 Early Retirement 02 Normal Retirement 03 Postponed Retirement 04 Disability Retirement




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Field Name R/O/C Description Not Eligible for Rehire O If this box is checked the employee will be made not eligible

for rehire.






Warnings This area will show any outstanding balances or objects on loan.

Comments R Additional information about the termination or retirement




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Review the following fields for the Position Attribute Change ISR: Field Name R/O/C Description





Action Reason R The reason for the Position Attribute Change action. The options are: 01 Position Reclassification 02 Position Attribute Change 03 Change in Work Hours 04 Advancement 05 Organizational Transfer





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Field Name R/O/C Description Personnel administrator



Amount R The employee’s pay amount.









Comments R Additional information about the position attribute change action




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Salary Change ISR

Review the following fields for the Salary Change ISR: Field Name R/O/C Description


Approver 2 R Personnel number of the second approver of the action. (See the chart at the bottom of this document to verify if the ISR should have a 2nd approver.)



Action Reason R The reason for the salary change. The options are: 01 Annual/Merit Increase 02 Step Increase 03 General Increase 04 Equity Adjustment 05 Compression Adjustment 07 Adjustment to Minimum 08 Ingrade Adjustment 09 Decrease in Pay 10 Market Adjustment




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Field Name R/O/C Description PS level R The pay scale level for the position.










Comments R Additional information about the salary change action




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Personal Data Change ISR

Review the following fields for the Personal Data Change ISR: Field Name R/O/C Description


Approver 2 C No Approver 2 is needed for this action.


First Name O The new first name for the employee.

Change Indicator O Checking this box indicates that this type of information is being changed.

Middle Name O The new middle name for the employee.

Last Name O The new last name for the employee.

Original SSN O The employee’s original SSN on record.

SSN O The employee’s new SSN.

Personnel Administrator

O The new check delivery location for the employee

Address Type O The type of address being changed.





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Field Name R/O/C Description Street/House no O The new street address for the employee

2nd add. line O The new apt # or other information associated with the employee’s address.

City O The new city for the employee’s address.

State/zip O The new State for the employee’s address.

State/Zip O The new zip code for the employee’s address.

Country O The new country for the employee’s address.

Telephone no. O The employee’s new telephone number.

Last Name O The last name of the new emergency contact.


First Name O The first name of the new emergency contact.

Other Title O The title for the new emergency contact. For example, DDS, MD or IV.

Telephone no. O The telephone number for the new emergency contact.

House No/Street O The street address information for the new emergency contact.

House no/Street O The additional address information for the new emergency contact.

City O The city for the address of the new emergency contact.

Region O The state for the address of the new emergency contact.

Country O The country for the address of the new emergency contact.

Postal Code O The zip code for the address of the new emergency contact.

Comments R Additional information about the personal data change.




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Bonus/Supplemental Pay ISR

Review the following fields for the Bonus/Supplemental Pay ISR: Field Name R/O/C Description




Amount (HR) C The amount of the One time payment

Reason code C The type of one time payment.

Amount C Amount of the recurring payment.

Reason Code C The type of recurring payment.

End Date C The date the recurring payment should be ended.

Overtime hours C The number of overtime hours worked.

Standard Hours C The number of standard hours worked.

Cost Center C The cost center the bonus/supplemental payment will be drawn from. There should always be either a Cost Center, an Order or a WBS Element.




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Field Name R/O/C Description Order C The internal order the bonus/supplemental payment will be

drawn from. There should always be either a Cost Center, an Order or a WBS Element.

Fund C The fund associated with the bonus/supplemental payment. If a cost center, order or WBS Element are chosen a fund should also be filled in.

WBS Element C A Work Breakdown Structure which is used for projects. There should always be either a Cost Center, an Order or a WBS Element.

Comments R Additional information about the bonus/supplemental payment.




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Mini-Master Regular ISR

Review the following fields for the Mini-Master Regular ISR: Field Name R/O/C Description




Rehire If this box is checked then this is a rehire of a non-employee.

First name R The non-employee’s first name.

Last name R The non-employee’s last name.

Birth date R The non-employee’s date of birth.

Gender R The non-employee’s gender.

Nationality R The non-employee’s nationality.

E-Mail R The non-employee’s e-mail address.

SSN R The non-employee’s Social Security number.




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Field Name R/O/C Description Address type R The type of address being completed. This will default to 1

Permanent Address.


City R The non-employee’s city for their permanent address

State R The non-employee’s state for their permanent address.

State R The non-employee’s zip code for their permanent address.

Country R The non-employee’s country for their permanent address.

Telephone no. R The non-employee’s home telephone number.

Position R The position number the non-employee is being hired into.

Personnel Area C The personnel area the non-employee is being hired into. This is only necessary when the default position of 99999999 is being used.

EE subgroup C The employee subgroup the non-employee belongs to. This describes the type of non-employee being entered.




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• A single field which is the short description of the employee’s internal mailing address. An example would be Garland 123 or Phipps 450. If this employee will not receive mail via the internal mail system, leave this field blank. When internal-only mailing labels are generated, this employee would not receive a label.

• The US Postal address, Street, City, State, Zip Code, of the work location. This section is required.


• If the employee is working out of the US, the Work Physical Address of the non-US work location is required. There are system processes for JH Employees working out of the US which depend on the Work Physical Address.

Mailing Address: This is the street, city, state and zip code where the non-employee receives mail. This only needs to be filled in if it is different from the non-employee’s permanent address.




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Mini-Master Coeus-SPR ISR

Review the following fields for the Mini-Master Coeus-SPR ISR: Field Name R/O/C Description















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Permanent Address.







Position R The position number the non-employee is being hired into. All Coeus hires will be given the default position 99999999.

Personnel Area C The personnel area the non-employee is being hired into.

EE subgroup C The employee subgroup the non-employee belongs to. This describes the type of non-employee being entered. Coeus non-employees should always have an employee subgroup of 21.

Comments R Additional information about this action. The comments section should contain the following elements when appropriate:

Organizational Unit- The organization unit of the dept who will be submitting the grant for the non-employee should always be listed here.




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Mini-Master Independent ISR

Review the following fields for the Mini-Master Independent ISR: Field Name R/O/C Description















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Permanent Address.







Position R The position number the non-employee is being hired into.

Personnel Area O The personnel area the non-employee is being hired into. This information is not necessary since it should be defaulted from the position.

EE subgroup O The employee subgroup the non-employee belongs to. This describes the type of non-employee being entered. This information is not necessary since it should be defaulted from the position.




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LOA With/Without Pay JHU ISR

Review the following fields for the LOA With/Without Pay-JHU ISR: Field Name R/O/C Description




LOA Type R The type of leave of absence being taken. The two types are:J5 JHEN LOA with Pay J6 JHEN LOA without Pay




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Field Name R/O/C Description LOA Reason R The reason for the leave of absence. The options for LOA

with Pay are: 01 Military 02 Health 03 Personal 04 Education 05 Sabbatical 06 STD 07 LTD 08 Worker’s Comp The options for LOA without Pay are: 01 Military 02 Health 03 Personal 04 Education 05 Sabbatical 06 STD 07 LTD 08 Worker’s Comp 09 MTD 10 Union 11 Position Schedule 12 Suspension

Expected Return Date R The date the employee is expected to return from LOA.

Percentage R Percentage of pay to be supplemented by accrued leave

FML Indicator O If this box is checked the employee will be using Family Medical Leave.

Comments R Additional information about the LOA With/Without Pay action




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LOA With/Without Pay JHHS ISR

Review the following fields for the LOA With/Without Pay-JHHS ISR: Field Name R/O/C Description




LOA Type R The type of leave of absence being taken. The two types are:J5 JHEN LOA with Pay J6 JHEN LOA without Pay




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Field Name R/O/C Description LOA Reason R The reason for the leave of absence. The options for LOA

with Pay are: 01 Military 02 Health 03 Personal 04 Education 05 Sabbatical 06 STD 07 LTD 08 Worker’s Comp The options for LOA without Pay are: 01 Military 02 Health 03 Personal 04 Education 05 Sabbatical 06 STD 07 LTD 08 Worker’s Comp 09 MTD 10 Union 11 Position Schedule 12 Suspension

Expected Return Date R The date the employee is expected to return from LOA.

FML Indicator O If this box is checked the employee will be using Family Medical Leave.

Comments R Additional information about the LOA With/Without Pay action.




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Return from LOA/Temp Inactive ISR

Review the following fields for the Return from LOA/Temp Inactive ISR:

Field Name R/O/C Description Approver 1 R Personnel number of the first approver of the action.



Action Type R The type of return action being taken. The two types are: JHEN Return from LOA JHEN Return from Temp Inactive.

LOA Reason R The reason for the leave of absence. The options for Return from LOA are: 01 Return from LOA with Pay 02 Return from LOA without Pay The options for Return from Temp Inactive are: 01 Student 02 Part-time Faculty




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Field Name R/O/C Description Adjusted Review Date R The employee’s new annual review date.

Position R The position the employee is returning to. The last position held will default here when initiating.

Semi Amount/Hourly Rate

R The employee’s semi-monthly or hourly pay rate. The previous pay rate will default here when initiating.

Work Hours R The numbers hours the employee will work per week. The previous work hours will default here when initiating.

Cost Distribution The previous cost distribution information will be displayed at the top of this section. If no changes are being made no new information needs to be entered.








Comments R Additional information about the Return from LOA/Temp Inactive action.




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FMLA Request ISR

Review the following fields for the FMLA Request ISR: Field Name R/O/C Description




FMLA Reason R The reason the employee is requesting Family Medical Leave. The options are: BIRTH Birth of a Child FMCAR Care of Family Member FOST Foster Care SICK Serious Illness

Valid From (Start Date)

R The date the employee plans to start their Family Medical Leave

Valid To (Expected Return Date)

R The date the employee expects to return from Family Medical Leave.




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Field Name R/O/C Description Intermittent/Continuous

R Indicates whether the leave will be taken all at once or intermittently.

Comments O Additional information about the Return from LOA/Temp Inactive action.

Approving or Rejecting the ISR:

Then Then

You are an approver and you have reviewed all fields for accuracy and completeness Click on the ISR data screen after

reviewing all fields.

You are a Maintainer who will be performing the actual input and you have reviewed all fields for accuracy and completeness

Complete the input of the information and then

click .

You are an approver and you have reviewed the fields for accuracy and completeness, but there is missing information

Click .

Documents

Trigger - Hopkins Medicinessc.jhmi.edu/hr_payroll/DataFiles_HR/ReviewingISR.pdf · belongs to. Object Name R The name of the Position Long Text. Belongs to Org Unit R Organization