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Position System - Budget

Introduction

Hotz Hall
University of Arkansas, Fayetteville

Table of Contents

Introduction

Overview

Processes: "How-To"

Command Reference: Online Functions

Appendix A. Overview of Budgeting Process

Appendix B. General System Features

Appendix C. General Help Topics

Glossary of Terms and Concepts

BASIS Team

September 23, 1997

Introduction

Purpose of this Document

This document is meant to introduce concepts for the BASIS PSB (Position System/Budget) application. In addition to that general purpose, it is intended to provide a detailed reference for the on-line functions, as well as general overview topics in the appendices. See "Manual Sections" for further descriptions of the layout of the manual.

Manual Conventions

The following type/font conventions are intended to make this document more consistent, and easier to use:
  1. Field names (both in the banner and in the body of the screen) are identified in italicized type.
  2. Column headings or screen segments are also identified in italicized type.
  3. These field and column names appear in the exact format and spelling as you will see on-screen, although expanded definitions are often added, either as parenthetical notes or footnotes.
  4. Keys that you need to press in order to perform selected activities will appear in boldface type, as in: To save the transaction, press PF10.

Manual Sections

The heart of this manual consists of the following sections:
Command Reference:
Online Functions Breaks the system down into its single command components. Each command or function is described in a separate section. These sections tell the user:
  1. The "Purpose" of the command.
  2. Which "Key Fields" are required in the banner in order to utilize the command.
  3. Which "Actions" are valid (not included for lists since "Action" is not a "Key Field").

    Note: Both the "Key Fields Required in the Banner" and the "Valid Actions" are shown in easy-to-scan bullet point lists.

  4. Any field and/or system "Validations" which exist that will affect the user's processing of the command.
  5. Comments on how "Processing" of the command works.
  6. Any "Related Topics" which will increase overall understanding of the system and its inter-relationships.
Appendices General help topics ranging from more detailed system definitions, to tips on system usage, to explanation of DART concepts such as Categories, Sequence Codes and Periods.
Glossary Brief definitions of terms and concepts used throughout the manual and within the system.

Note: Step-by-step instructions covering the most common transactions performed in PSB are available in the separate "How-To Guide."

Overview

PSB Goals and Objectives

The Position System/Budget application is meant to provide basic position control and budgeting features as part of the BASIS project. The system also provides a feed into existing and future payroll systems.

PSB Mission

To develop a Position System/Budget application responsive to the day-to-day needs of the university, providing management with tools for effective planning and financial control. A core system will be in place for entry of the FY98 budget.

PSB Goals:

  1. The PSB system will streamline and automate the budget process through distributed entry of budget information.
    1. The system will provide for on-line entry of future budget allocation information by departments during the budget cycle.
    2. The system will provide screen designs and printed budget reports that are easily understood.
    3. The system will provide for budgeting of graduate assistants and provisional positions.
    4. The system will provide for identification of budget entries which affect the future year's allocation as opposed to those entries which affect only the current year's allocation.
    5. The system will provide for identification of budget entries which are soft funded, included for payroll purposes, but are not included as part of the operating budget allocation.
    6. The system will provide information which can reduce the number of phone inquiries and manual report compilations.
  2. The PSB system will provide position information for job title management.
    1. The system will provide the ability to track unused (vacant), unallocated, and/or unfunded titles.
    2. The system will track complete position history (establishment, re-classifications, etc).
    3. The system will prevent greater than 100% appointments of individuals.
    4. The system will prevent greater than 100% filling of positions.
    5. The system will provide tools to estimate future position needs and aid in preparation of the legislative request.
    6. The system will complete employee history as related to appointments (position and salary).
  3. The PSB system will facilitate feeding payroll information to MSA, and later to BASIS payroll, providing greater accuracy in the payment process.
    1. Budget will feed payroll with the salary amounts for 12 and 9 month appointed employees. Nine month salaries will be split over 10 months, with one-half of one-ninth of the salary being paid in August, and with one-half of one-ninth of the salary being paid in May. In all other partial month situations, the system will calculate (pro-rate) the proper payment based upon the effective dates within the month.
    2. Cost center distributions of future salary are entered and stored in the PSB system and are used to process payroll transactions, reflected in charges which eventually are loaded to Labor and display on the DBR.
    3. Hourly appointed employees will be budgeted but will not feed the MSA payroll, since their pay is processed through the Hourly system.
    4. Provide reports for payroll balancing, as well as any changes which affect the payroll amount.
    5. Provide controls to the extent possible to prevent an employee from being overpaid. This includes being paid an amount exceeding line-item maximum as approved by the Board of Trustees, as well as classified salaries not exceeding appropriate amounts during hiring, promotion, etc.
  4. The PSB system will enable users to make on-line personnel, budget salary, and salary distribution changes, eliminating the PAF and other systems/paper processes.
    1. Provide for Class/Comp changes, including creating, allocating, and reclassifying positions.
    2. Provide for entering new hires.
    3. Provide for merit increase in pay and mid-year nonclassified increases.
    4. Provide for academic rank promotion before budget cycle.
    5. Provide for changes in new entry level salary.
    6. Provide for entry of leave without pay and return from leave without pay (to suspend payroll functions for those employees).
    7. Provide for adjustments to salary budget.
    8. Provide for promotions/demotions.
    9. Provide for employee appointment changes.
    10. Provide for reclassifications.
    11. Provide for crossgrades and downgrades.
    12. Provide for salary distribution changes.
    13. Provide for position transfers.
    14. Provide for cost of living increases.
    15. Provide for labor market increases.
    16. Provide for off-campus duty assignments (OCDA) and return from OCDA (to adjust the payroll expenditures for those employees).
    17. Provide for changes in shift-differential pay.
    18. Provide for summer appointments for 9-month employees.
    19. Provide for the end of employment of employees.
  5. The PSB system will provide for budgeting of all fund groups.
    1. The system will provide for preparing the operating budgets of all the components of the UA Fund (UA/Fayetteville, AES, CES, ARAS, and the System Administration).
    2. The system will provide for budgeting of plant funds.
    3. The system will provide for budgeting of restricted research fund groups.
  6. The PSB system will provide budget information valuable to resource managers and others monitoring the accounts.
    1. The PSB system will facilitate budgeting at institutional levels of expenditures, such as salaries, wages, fringe benefits, travel, etc.
    2. The PSB system will facilitate period-based and departmental category-based budgeting, which will assist the departments with the day-to-day management and control of their funds.

      Once the budget is finalized, PSB will post budget into the Departmental Accounting system. Departments will then have the option of distributing the budget into meaningful categories and across different months in the fiscal year. 1

      Budget v. actual information for cost centers (and summary centers) will be available on-line, and budget v. actual information for higher levels can be requested in batch and routed to specific destinations, including printers, local IP addresses, and CMS accounts.

    3. The system will calculate and provide accumulated and projected current-year salary savings.
    4. The system will provide for the encumbrance of salaries.
    5. The system will provide for reports that disclose the variances of salary budgets and expenditures.

Future Needs

The system will provide for improved budgeting of summer school expenditures. This may well be a separate system--a special unit based system.

System Principles

Reasonable Cost The system should be developed to provide information and internal control, consistent with the needs of management, at a reasonable cost.
Report The system should be designed to permit effective reporting, both internally and externally, since reports are primary systems products.
Human Factors The system should be designed consistent with applicable human factors, since people are responsible for the effectiveness of the system.
Organization Structure The system should be designed to function in a specific, clearly defined organization structure, since the system should be tailored for the organization to satisfy particular information and control needs.
Reliability The system should be designed to check the reliability and accuracy of financial data, minimize error, safeguard assets, and prevent fraud or other irregularity.
Flexible, Yet Uniform & Consistent The system should be designed to be flexible, yet insure reasonable uniformity and consistency of application in order to facilitate the dynamics of business.
Audit Trail The system should be designed to facilitate the tracing of procedural steps in order to permit the analysis of detail underlying summarized information.
Data Base The system should be designed to enable the rapid and efficient recording and classification of data in order to process it into information for planning, control, and the accomplishment of administrative routine.
Data Processing The system should be designed to provide a meaningful, continuous, and controlled flow of data being processed in order to produce reliable information and facilitate control.

Processes: "How-To"

How to Interpret Information on a PSB List

Users of PSB find much of the information they need on the various lists in PSB. Since so much information is provided in condensed form, some guidance in interpretation of data is provided below.

How Do I Get Started?

  1. For any list you plan to use, consider what information you want to see.
  2. The Date in the banner controls which records are displayed. Therefore you should use a date that either:
  3. Other banner key fields work in much the same way to narrow or expand the selection of information.
  4. Once a list is displayed, you must study it to understand exactly what information you are seeing.

What Do the Abbreviations Mean to Me?

  1. Cmd - usually found at the left side of the screen, this indicates to you the default Command where the system will take you if you choose to suspend (by pressing PF2) without typing a Command in the banner.
  2. Emp ID is always the system-assigned BASIS identification number.
  3. Reason CD explains what change created a new record for the position. A "+" beside the Reason CD indicates that more than one change affected the record. Other reasons used to create the record can be viewed on screen 3 of POS.
  4. Beg Date is the date that the record begins. (Sometimes Beg Date is displayed as Begin.)
  5. End Date is the date that the record ends. (Sometimes End Date is displayed as End.) Refer to the help topic "Effective Dated Records" for more information on beginning and ending dates for PSB records.
  6. Loc - tells what "entity" the position belongs to. Values are:
    AES AGRI Experiment Station
    ARCH Archeological Survey
    AUX Auxiliary
    CES Cooperative Ext Service
    FAY Fayetteville
    SYS System
  7. GD - salary grade
  8. Occ or Occ Code - the occupation code assigned to a particular title.
  9. AP - Appointment Period; 9 month or 12 month.
  10. Pct - This abbreviation for percent is used two ways.
    1. Postion Pct - the position is created with this percent and may only be filled at equal to or less than this percent. This is used primarily to allow us to give a department half a position when the need arises.
    2. Employee Pct - this is the employee's appointment percent and reflects the regularly scheduled percent of 40 hours that the employee works.
  11. BU - this is the four-character alpha code for the budgetary unit, sometimes called a department, although some departments contain multiple budgetary units within them.
  12. TG Pn or TP - a P indicates that there is a TARGET transaction pending on this position.
  13. Pos - the unique position number assigned to a particular title.

    Note: When the Emp ID field is blank this indicates that the position is empty and ready to be filled with a new employee.

Use of the Decode (PF4) function key will display more information about the records displayed. Some of the common abbreviations for the decode window are:

H/A Hourly Appointed
S/T Student Title
S/D on Shift/Differential
LWOP on Leave Without Pay, long term
Code Occupation Code

In general, the easiest way to find information in the PSB system is through the use of lists. Becoming familiar with the way that they function should make your use of the system more efficient. For more detailed information on the use of any list command in PSB, refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Find Employees for a Budgetary Unit

The LEBN (List Employees for a Bu & date by Name) function provides an alphabetical listing of employees for a budgetary unit for a particular date.

Step by Step Process

  1. Input "LEBN" in the Command field and press Enter.
  2. Input the Date, BU (budgetary unit) and Name, then press Enter.

    Note: The Name field can be left blank to view the entire alphabetical listing, or you can input a Name to see the listing starting with a particular employee name.

  3. For more information, mark the employee and press PF2 to suspend to the default command, POS.

Related Topics

For further information on the LEBN (List Employees for a Bu & date by Name) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Find All Changes Made to an Employee's Record

Users often need to know the history of an employee's employment with the University. This history is currently available for individuals who held a job with the University on 4/22/97, and for those employed on or after this date. The entire history or selected records may be viewed on the LEP (List Employee's Positions) command.

Step by Step Process

  1. Input "LEP" in the Command field and press Enter.
  2. Input the Emp ID and the Date (the earliest date you wish to view) and press Enter. A listing of changes made after the date in the banner will be displayed.

    Note: Pressing PF1 with the cursor in the Emp ID field will summon the Name Search Facility.

  3. Select a record or records by marking with any non-blank character.
  4. Press PF2 to suspend to the POSition record for more information.

Related Topics

For further information on the LEP function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Find All Changes Made to a Position

Users may need to know what changes have been processed for a particular position, which includes things such as distribution changes, new-hires, terminations, appointment percentage changes, etc. All changes made since 4/22/1997 are available on the LPP (List Positions by Position) command. You may see all changes or choose to see only selected records.

Step by Step Process

  1. To display all changes for a particular position, go first to LPBD (List Positions for a BU and Date by occ) for your BU and find the position record(s) that you wish to display. (Use "LPBD" in the Command field and press Enter. To scroll ahead, use PF8.)
  2. Press PF4 if you need to display the names of the individuals filling positions in your budgetary unit.
  3. For each screen, mark the selection box(es) for any position(s) for which you'd like to view a history of changes, then press the home key to move the cursor to the Command field.
  4. Input "LPP" then press the PF2 (suspend) key.
  5. For each record, you may need to change the Date (the earliest date you wish to view). If you change the date you must press Enter to redraw the screen.
  6. Press PF8 to scroll through the record(s) you marked until you are returned to the LPBD command.

Related Topics

For further information on the LPP function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Use the Employee Name Search Facility

The Employee Name Search facility is available in all Human Resources-related applications: LABOR, PAYROLL, LEAVE, HRLY-TS, and PSB. To access the facility, place your cursor on the Emp ID field in the banner and either press the PF1 key or type a "?" and press Enter.

The Employee Name Search facility assists users in accessing employee records when they do not know the system assigned employee identification (Emp ID) number. The employee database file currently includes approximately 40,000 entries; so there are naturally a number of duplicates or near duplicates. Merely selecting a name from a list has some obvious accuracy risks, such as performing status changes or record additions for an employee other than the one intended. The facility is designed to increase the accuracy of this process by providing certain personal data against which the user can crosscheck:

  1. Birth date
  2. Employment Type
  3. Budgetary Unit
  4. Appointed or Hourly Title
Additionally, if the user knows the employee's Social Security number, there is a validation field available. When a proposed number is entered, the system compares it to the SSN on file for the selected individual and either confirms or rejects the entry. Campus users should be especially careful in adding new employees to the database through the SUNE (Set Up New Employee) function. Numbers can easily be transposed or improperly reported to the department; adding an employee twice under two different numbers can have dramatic and unfortunate effects in terms of proper payroll processing and recordkeeping, as well as accounting reconciliation. Figure 1 is an example of the screen presented during processing of the Employee Name Search facility.

Figure 1. Employee Name Search Parameters


 Enter, mark or position cursor to desired command
  HPOMENU 1 DEMO      Main mENU for hourly time sheets - MENU     07/02/97 08:49
  Command:      Action: V BU:      Emp ID:             Date: 05/10/1997
  HTC:      WR Seq: A
 -------------------------------------------------------------------------------
    CMD  Command description +------------------ Required key fields ----------+
    ---- ------------------- |              Employee Name Search               |
  _ SUNE Set Up New Employee | Enter search name in form: last, first/middle   |
  _ WR   Wage Rate           | Perform a phonetic search (Y/N): N              |
  _ UWR  Update Wage Rate    | Confirm selection (Y/N):         Y              |
  _ BIO  BIOgraphical inform | Search for: tay                                 |
  _ HT   Hourly Titles       |                                                 |
  _ MTE  Menu of Time Entry  |                                                 |
  _ MHRC Menu of Human Resou |                                                 |
  _ MLST Menu of LiST comman |                                                 |
  _ MAIC Menu of Application |                                                 |
                             |                                                 |
                             |                                                 |
                             |                                                 |
                             |                                                 |
                             |       0 Employees with matching name(s)         |
                             |         Names 0   thru 0   displayed            |
 Enter-PF1---PF2---PF3---PF4 | PF1=Help PF3=Quit PF6=Fld Definition            |
       Help        Quit      + ------------------------------------------------+

Entry of Search Parameters

There are three basic parameters which define or limit your search. (See Figure 1).

Change the Perform a phonetic search (Y/N) field to Y if you are uncertain of the spelling of the name for the person for whom you are searching. The value defaults to N, which will yield more tightly confined results if you know how to spell part or all of the name. Note how in our example, we just input "tay." The search facility will bring up all employees on the database file whose names begin with "tay." You may enter as much or as little of the employee's name as you like. As a rule, enter as much of the name as you are sure of, unless you are using the phonetic search. The less you enter, the broader the list of matches. Keep in mind that for common names, such as Smith, you will likely want to include some or all of the employee's first name as well. Make certain that you include a comma after the last name and then one space before the first name. Remember, if you enter more of the name (first, middle, etc.) you might get a shorter list of selections, but you run the risk of missing the person for whom you are searching if he or she is on the database with a slightly different spelling, such as "Scranton, Bill/D" instead of "Scranton, Billy Don."

The final search parameter is Confirm selection (Y/N) which defaults to Y. We recommend leaving this unchanged so that you can validate your selection against the detail information shown in the selection window. Again, it is crucial that you select the proper employee from the 40,000 entries.

List of Matches

After you key in your search parameter and press Enter, the system presents a list of matches in the window. Figure 2 shows the list of matches in the Name Search Window.

Figure 2. Employee Name Search Matches List


 Enter, mark or position cursor to desired command
  HPOMENU 1 DEMO      Main mENU for hourly time sheets - MENU     07/02/97 08:49
  Command:      Action: V BU:      Emp ID:             Date: 05/10/1997
  HTC:      WR Seq: A
 -------------------------------------------------------------------------------
    CMD  Command description                      Required key fields
    ---- ------------------- +------------- Employee Name Search --------------+
  _ SUNE Set Up New Employee | Select a name or specify a new search value     |
  _ WR   Wage Rate           | Perform a phonetic search (Y/N): N              |
  _ UWR  Update Wage Rate    | Confirm selection (Y/N):         Y              |
  _ BIO  BIOgraphical inform | Search for: TAY                                 |
  _ HT   Hourly Titles       |                                          Occurs |
  _ MTE  Menu of Time Entry  |  _ TAYLOR, BARBARA/G                          1 |
  _ MHRC Menu of Human Resou |  _ TAYLOR, BARBARA/G.                         1 |
  _ MLST Menu of LiST comman |  _ TAYLOR, BROOKE/                            1 |
  _ MAIC Menu of Application |  _ TAYLOR, JIM/                               1 |
                             |  _ TAYLOR, MARK/D.                            1 |
                             |  _ TAYLOR, SARAH/                             1 |
                             |                                                 |
                             |                                                 |
                             |       5 Employees with matching name(s)         |
                             |         Names 1   thru 6   displayed            |
 Enter-PF1---PF2---PF3---PF4 | PF1=Help PF3=Quit PF6=Fld Definition            |
       Help        Quit      +-------------------------------------------------+

Tab or newline to the entry or entries you are interested in, place a mark (any non-blank character) in the selection field, and press Enter. If there are more entries on the list than can fit in the window, use the PF8 key to move ahead through the list. If you have selected multiple entries, use the Enter key to move from one selection to another.

The Detail Confirmation Window

When you mark an entry or entries and press Enter you will be presented with the detail window, which provides information to help validate your selection to avoid selecting someone with the same name as your desired employee who is actually a different person. Figure 3is an example of the Detail Confirmation Window for an appointed individual.

Figure 3. Detail Confirmation Window for Appointed employee


 Enter, mark or position cursor to desired command
  HPOMENU 1 DEMO      Main mENU for hourly time sheets - MENU     07/18/97 08:11
  Command:      Action: V BU:      Emp ID:             Date: 05/10/1997
  HTC:      WR Seq: A
 -------------------------------------------------------------------------------
    CMD  Command description                      Required key fields
    ---- ------------------- +------------- Employee Name Search --------------+
  _ SUNE Set Up New Employee | Select a name or specify a new search value     |
  _ WR   Wage Rate           | Perform a phonetic search (Y/N): N              |
  _ UWR  Update Wage Rate    | Confirm selection (Y/N):         Y              |
  _ BIO  BIOgraphical inform | Search for: TAY                                 |
  _ HT   Hourly Titles       |   +------------- Employee Details --------------+
  _ MTE  Menu of Time Entry  |   | Select employee or press ENTER to quit      |
  _ MHRC Menu of Human Resou |   |  _ Emp ID: 900792    Birth date: 02/16/1953 |
  _ MLST Menu of LiST comman |   |    Appointed: FAY ACAD 9 mo. 100%           |
  _ MAIC Menu of Application |   |      Associate Professor                    |
                             |   |      DELTA BRANCH STATION (DLST)            |
                             |   |                                             |
                             |   |    Employee names                      Type |
                             |   | 1. Taylor, Stanley K.                   W   |
                             |   | 2.                                          |
                             |   |           Enter SSN to confirm:             |
 Enter-PF1---PF2---PF3---PF4 | P |  ENTR=Quit  PF3=Quit                        |
       Help        Quit      +---+---------------------------------------------+
Figure 4is an example of the Detail Confirmation Window for an hourly employee.

Figure 4. Detail Confirmation Window for hourly.


 Enter, mark or position cursor to desired command
  PBOMENU 1 DEMO     Menu of Employee/Position commands - MEP     07/18/97 09:07
  Command:      Action: V Position:       Emp ID:             Date: 04/21/1997
  BU:      CCC:
 -------------------------------------------------------------------------------
    CMD  Command description                      Required key fields
    ---- ------------------- +------------- Employee Name Search --------------+
  _ POS  POSition            | Select a name or press PF8 for more             |
  _ SUNE Set Up New Employee | Perform a phonetic search (Y/N): N              |
  _ DIST DISTribution change | Confirm selection (Y/N):         Y              |
  _ PACT Personnel ACTion (C | Search for: EMPLOYEE                            |
  _ PAYS PAY Status (EE,EP,L |   +------------- Employee Details --------------+
  _ LPBD List Positions for  |   | Select employee or press ENTER to quit      |
  _ LEBN List Employees for  |   |  _ Emp ID: 901030    Birth date: 06/22/1975 |
  _ LPCC List Positions for  |   |    Hourly: MULN Clerical Assistant I        |
  _ LEP  List Employee's Pos |   |             PARK   Service Assistant        |
  _ LTDC List Txns for a Dis |   |             HMRS   Clerical Assistant I     |
  _ LTPA List Txns for a Per |   |                                             |
  _                          |   |    Employee names                      Type |
  _                          |   | 1. Employee, Dee Example                W   |
  _                          |   | 2.                                          |
                             |   |           Enter SSN to confirm:             |
 Enter-PF1---PF2---PF3---PF4 | P |  ENTR=Quit  PF3=Quit                        |
       Help        Quit      +---+---------------------------------------------+

As mentioned above, if dealing with multiple selections, use the Enter key to move from one detail window to another. The hope is that the combination of Employment type (Appointed, Hourly, Not currently employed), the appointed or hourly titles, BU, and the Birth date will allow you to verify that this is the correct individual.

Making a Selection

There are two methods you may use to pull the appropriate Emp ID back to the banner and allow you to process transactions or view lists of data associated with this individual.
  1. If the data in the detail window assures you of the accuracy of your selection, you can tab to the single character selection field to the left of the Emp ID in the detail window and press Enter. This allows you to skip the Social Security validation, exit the facility and move the ID back to the banner.
  2. If you wish to double check your selection by having the system measure a Social Security number entered by you against the value on the database, simply key the number into the Enter SSN to confirm field and press Enter. If the numbers match, the ID will be returned to the banner and you will exit the Employee Name Search facility. If you are incorrect, the system will give you an error message and return to the SSN field to allow another attempt.
Press PF3 to exit the facility without making a selection.

How to Add a New Employee to the System

The SUNE (Set Up New Employee) command is used to establish an employee ID (Emp ID) and to gather all of the information necessary to add that employee to the database. The SUNE command is available in both the PSB and HRLY-TS systems.

Step by Step Process

  1. Name Search. Since an employee only gets added to the system once, the first step is to verify that they are not already there. The Employee Name Search facility (see the previous "How-To" topic) is the easiest and most accurate way to do this.
  2. Input "SUNE" in the Command field, use an Action of A, and the employee's SSN as it appears on the Social Security card, and press Enter.
  3. Input the Name as it appears on the Social Security card
  4. Input the Address information.

    Note: If the Name and Address fields are not modifiable, this is an indication that the W4 or I9 has been received and input by Human Resources. The Name and Address on those documents has priority over information on SUNE.

  5. Input the Gender(F/M), Racial/Ethnic, and Date of Birth. Field help is available by pressing PF1 while the cursor is positioned in any of these input fields.
  6. Input the Hourly Check Distribution BU. This field is required for a new employee to establish a default check sort. It simply denotes the location to which hourly checks will be delivered.
  7. Press PF10 to save and add the employee to the database.

Related Topics

For further information on the SUNE (Set Up New Employee) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Hire a New Appointed Employee

Within the PSB system, the PACT (Personnel ACTion) command is used to place an employee in an appointed position to compensate them for their work effort.

Step by Step Process

  1. Input "LEP" in the Command field and press Enter.
  2. Input the Emp ID or perform a name search. This step is to insure that the employee is not already in a position. If the employee is not on the system you will have do a Set Up New Employee (SUNE) before the appointment. See "How to Add a New Employee to the System."
  3. Press Enter.
  4. If the employee is currently in a position with a 2099 End Date, you will not do a new hire.
  5. If the employee does not have a position with a 2099 End Date, go to Step 6.
  6. Input "LPBD" in the Command field, and the current Date, and press Enter. This list function allows a departmental representative to see the empty positions for the Date within the banner.
  7. Input the following keys in the banner area of the screen and press Enter:
  8. The body of the screen should now be modifiable. If not, read the message/error line to identify the problem.
  9. Input the following information in the body of the screen.
  10. Make any necessary comments, then press PF10 to save the record and submit it for approval.

Related Topics

For further information on the PACT (Personnel ACTion) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Change a Cost Center Number Distribution

The DIST (DISTribution Change) function is used to update the company cost center distribution for a position in your budgetary unit. Cost center distributions are used to properly charge the employee's salary during a payroll run. The distribution change may be processed whether or not the position is filled.

Step by Step Process

  1. You must first find the Position by using LEBN (List Employees for a Bu & Date by Name) or LPBD (List Positions for a Bu and Date by occ) and LEP (List Employee's Positions).
  2. After selecting the Position you wish to change, type "DIST" in the Command field and press Enter.

    Note: You may only change the cost center distribution for payrolls which have not yet been processed. If you have a question about these processing dates, refer to the PDAY (Payroll Dates And due bYs) function in the PSB, HRLY-TS or LABOR applications.

  3. Input the following keys in the banner area of the screen and press Enter:
  4. Input the CCC (company cost center) number(s) you want to be charged for the employee's pay.
  5. Input the Percent for each cost center.
  6. Include a brief explanation of the change you have made in the Comment field.
  7. Press PF10 to save.

Note: As with everywhere in BASIS, if you change a key field in the banner you must press Enter in order to update the body of the screen based upon the new banner fields. If you've already made changes, the system will issue a warning message and you'll have to press Enter a second time to redraw the screen and begin the update based upon the new key field(s). In the case of a distribution change, if you alter the date in the banner after starting a distribution change, you must press Enter in order for the system to recognize that you wish to use a different starting date for the DIST.

The DIST function has a special pay calculation window available which displays the dollar amount to be charged for each cost center for a filled Position. This function key is only available when the Position is filled because it calculates based upon the Employee Annual Salary. By pressing PF6, you can see two calculations:

  1. Through the end of the month, (or the End Date of the DIST, if sooner).
  2. Through the end of the fiscal year (or the End Date of the DIST, if sooner).
You can use this feature to immediately see the effect of your changes, even before saving. This allows you to manipulate the percentages on your cost center numbers on DIST to arrive at an exact, desired distribution.

This is a TARGET transaction that goes to the cost center number owners for approval.

Related Topics

For further information on the DIST (DISTribution Change) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process a Promotion/Demotion

A promotion or demotion is processed when a classified employee's appointment Position and Grade change. This is done via the PACT (Personnel ACTion) function.

The effect of changing a classified employee's grade up or down one grade is a 6% increase or decrease in the annual salary, or the entry level for the new position, whichever is higher. The effect of changing a grade up or down two grades or more is a increase or decrease of 8% in the employee's annual salary, or the entry level for the new position, whichever is higher.

Step by Step Process

  1. Input "LEP" in the Command field and press Enter.
  2. Input the current Date and the Emp ID, then press Enter again to obtain the employee's position(s). (If you do not know the Emp ID, you may use the Employee Name Search facility.)
  3. Note the last position number listed. (You will need to input this number as the From Position in step #10.)
  4. Input "LPBD" in the Command field and press Enter.
  5. Input the current Date and press Enter.
  6. Select the Position that is to be filled.

    Note: No Emp ID will be displayed for the empty position.

  7. Mark with a non-blank character.
  8. Type "PACT" in the Command field.
  9. Press PF2 or press Enter twice. (Using the PF2 suspend key preserves your link to the original list.)
  10. Input the following keys in the banner and press Enter:
  11. Input the following information:
  12. Press PF10 to save the record and submit it for approval.

Related Topics

For further information on the PACT (Personnel ACTion) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process a Lateral Change

A lateral change must be made when an employee moves from one classified position to another classified position of an equal grade. To process a lateral change, use the PACT (Personnel ACTion) function.

Step by Step Process

  1. Type "LEP" in the Command field.
  2. Press Enter.
  3. Note the last Position number listed. (You will need to input this number as the From Position in step #10).
  4. Input "LPBD" in the Command field and press Enter. (The LPBD function allows a departmental representative to see the empty positions for the Date within the banner.)
  5. Input the current Date and press Enter again.
  6. Select the empty Position (no Emp ID) that is to be filled.

    Note: The grade of the To and From Position must be the same. Lateral change can only be used for classified positions.

  7. Mark with a non-blank character.
  8. Type "PACT" in the Command field
  9. Press PF2 or press Enter twice. (Using the PF2 suspend key preserves your link to the original list.)
  10. Input the following keys in the banner and press Enter:
  11. Input the following information:
  12. Press PF10 to save the record and submit it for approval.

Related Topics

For further information on the PACT (Personnel ACTion) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process a Change Position

A change position must be processed when an employee changes appointment positions and either or both of the positions are non-classifed. These changes are made via the PACT (Personnel ACTion) command.

Step by Step Process

  1. Input "LEP" in the Command field and press Enter.
  2. Input the current Date and the Emp ID, then press Enter again to obtain the employee's position. (You may use the Employee Name Search facility if this number is unknown.)
  3. Note the last Position number listed. (You will need to input this number as the From Position in step #10.)
  4. Input "LPBD" in the Command field and press Enter.

    This list function allows a departmental representative to see the empty positions for the date within the banner.

  5. Input the current Date and press Enter again.
  6. Select the empty position that is to be filled. (Either the To or From Position must be a non-classified position.)
  7. Mark with a non-blank character
  8. Type "PACT" in the Command field
  9. Press PF2 or press Enter twice. (Using the PF2 suspend key preserves your link to the original list.)
  10. Input the following keys in the banner and press Enter:
  11. Input the following information:
  12. Press PF10 to save the record and submit it for approval.

Related Topics

For further information on the PACT function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process a Leave Without Pay (Long Term)

A leave without pay is processed to temporarily suspend the pay of an employee who is absent from work and who has exhausted all leave available.

Step by Step Process

  1. Input "LEP" in the Command field and press Enter.
  2. Input the current Date and the Emp ID, then press Enter to view the most recent Positions filled by your employee.
  3. Mark the last Position record with any non-blank character, input "PAYS" in the Command field and press PF2.
  4. You will arrive at the PAYS (PAY Status) screen.
  5. Input the following keys in the banner area of the screen and press Enter:
  6. Provide a brief explanation in the Comment field.
  7. Press PF10 to save the record.

    When you change the Action to V you will notice that the field with the tag On LWOP now has a "Y" (for yes). The system will calculate and pay the employee only through the day prior to the date which you have indicated for the LWOP to begin.

    Note: The effect of this action can be seen by suspending to POS, changing the Action to V and pressing PF6.

    The process for removing the employee from LWOP and returning him to a paid status is identical since an update on PAYS using reason code LW simply toggles the LWOP flag back and forth.

  8. Input the following keys in the banner area of the screen and press Enter:
  9. Notice that the field On LWOP still shows a "Y."
  10. Provide a brief explanation in the Comment field.
  11. Press PF10 to save the record.

    You will notice that the field with the tag On LWOP now has an "N" (for no). The system will calculate and pay the employee beginning with the date which you have indicated for the return from LWOP.

    Note: The effect of this action can be seen by suspending to POS, changing the Action to V and pressing PF6.

Related Topics

For further information on the PAYS (PAY Status) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Change an Employee's Percent Appointment

Changing an employee's percent appointment enables the system to correctly pay an employee who has changed the standard number of hours worked in a week.

Step by Step Process

  1. Input "LEP" in the Command field and press Enter.
  2. Input the current Date and the Emp ID, and press Enter again to view the most recent Position(s) filled by the employee.
  3. Mark the last Position record with any non-blank character, input "PACT" in the Command field and press PF2 to suspend.
  4. You will arrive at the PACT (Personnel Action) command.
  5. Input the following keys in the banner area of the screen and press Enter:
  6. The body of the screen should now be modifiable. If not, read the message/error line to identify the problem.
  7. Input the Position Pct which reflects the employee's appointment.
  8. Include a brief explanation in the Comment field.
  9. Press PF10 to save the record.
The system will calculate and display the Annual Salary at the new employee Position Percent.

Note: The immediate effect of this action can be seen by suspending to POS, changing the Action to V and pressing PF6.

Related Topics

For further information on the PACT function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process an End Employment (Termination)

The End Employment process removes an employee who has separated from service from the position record so that he or she is no longer appointed and paid.

Step by Step Process

  1. Input "LEP" in the Command field and press Enter.
  2. Input the current Date and the Emp ID, then press Enter to view the most recent Position(s) filled by the employee.
  3. Mark a position record with any non-blank character, input "PAYS" in the Command field and press PF2 to suspend.
  4. The system brings you to the PAYS (PAY Status) command.
  5. Input the following keys in the banner area of the screen and press Enter:
  6. The body of the screen should now be modifiable. If not, read the message/error line to identify the problem.
  7. You must provide a brief explanation in the Comment field. This is a required field.
  8. Press PF10 to save the record.
The system will calculate and pay the employee only through the Date Terminated displayed in the body of the screen.

Note: The effect of this action can be seen by suspending to POS, changing the Action to V, entering the termination Date in the banner, and pressing PF6.

Related Topics

For further information on the PAYS (Pay Status) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process a Non-Classified Salary Change

This process compensates non-classified employees who have been approved for a salary change outside of the budget cycle.

Step by Step Process

  1. Input "LPBD" in the Command field and press Enter.
  2. Input your BU and, if desired, a Date and/or an Occ Cd to further limit the display.
  3. Press Enter and find the Position record for the employee you wish to affect. Pressing PF4 will decode the names of the individuals filling positions.
  4. Mark the position with any non-blank character.
  5. Input "PACT" in the Command field and press PF2.
  6. The system will switch to the PACT function.
  7. Input the following keys in the banner area of the screen and press Enter:
  8. The Annual Salary field displays the current annual salary. Change the salary to the authorized salary.
  9. Input an appropriate comment in the Comment field.
  10. Press PF10 to save.

The annual salary is updated to show the new salary. The immediate effect of this can be verified by going to POS, using the date of the NS in the banner, and pressing PF6.

Related Topics

For further information on the PACT function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process an Off Campus Duty Assignment

The purpose of this change is to pay professors who have applied for and received approval for an off-campus duty assignment at half their annual salary. Professors who will continue to be paid a full salary will require no change in PSB.

Step by Step Process

  1. Input "LPBD" in the Command field and press Enter.
  2. Input your BU and, if desired, a Date and/or an Occ Cd to further limit the display.
  3. Press Enter and find the Position record for the employee you wish to affect. Pressing PF4 will display the names of the individuals filling positions.
  4. Mark the position with any non-blank character.
  5. Input "PAYS" in the Command field and press PF2.
  6. You will be switched to the PAYS function.
  7. Input the following keys in the banner area of the screen and press Enter:
  8. Include a brief explanation in the Comment field.
  9. Press PF10 to save.
Note: When you change your Action to V, you will notice that the On OCDA flag is now set to "Y."

Although the displayed Annual Salary, or base salary, does not change, the employee's pay will be decreased by half. The immediate effect of this can be verified by going to POS, using the date of the OC in the banner, and pressing PF6.

Related Topics

For further information on the PAYS (PAY Status) function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process a Shift Differential

A shift differential allows public safety officers and other selected OPM-approved titles to be compensated at a higher rate when scheduled to work hours at variance with the normal university work day. The SD Reason CD is only available for use on titles that have a Shift Differential marked on the OCC (Occupation) table.

Step by Step Process

  1. Input "LPBD" in the Command field and press Enter.
  2. Input your BU and, if desired, a Date and/or an Occ Cd to further limit the display.
  3. Press Enter and find the Position record for the employee you wish to affect. Pressing PF4 will display the names of the individuals filling positions.
  4. Mark the position that you desire with any non-blank character.
  5. Input "PACT" in the Command field and press PF2.
  6. You will be switched to the PACT function.
  7. Input the following keys in the banner area of the screen and press Enter:
  8. Input a brief explanation in the Comment field.
  9. Press PF10 to save.
Note: You will notice that the On Shift/Diff flag is now set to "Y."

Although the displayed Annual Salary does not change, the employee's pay will be increased by the percentage allowed on the CTLD (ConTroL Data) table. The immediate effect of this can be verified by going to POS, using the Date of the SD in the banner, and pressing PF6.

Related Topics

For further information on the PACT function, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Delete a Future or Same-Dated Reason Code

Occasionally PSB users are required to delete a future or same dated Reason CD. This normally occurs when a change has been made to the position record and another change to the Position is processed which would affect the way that the pay is calculated. In order for the pay to be correct the changes must be processed in sequential order. Users see messages similar to:

"PD record dated 04/01/97 must be deleted before proceeding"

"Reason code PD on the from position is invalid for the same day"

How to Tell Who Must Delete a Record

  1. When you find the record that must be deleted, you need to determine whether you must call someone to delete or whether you can delete it yourself.
  2. As a departmental user, you may only delete a Reason CD that is related to PAYS:
    LW Leave Without Pay
    OC Off Campus Duty Assignment
    EE End Employment
  3. Or these items on PACT:
    NH New Hire
    EP Employee Percent
    PD Promotion/Demotion
    CP Change of Position
    LC Lateral Change
    SD Shift/Diff
    NS Non-Classified Salary Change
    NR Null Record
  4. You must contact Human Resources at extension 5-4851 for all other Reason CDs.

To See a Display of Reason CDs for a Position and Date

There are several ways to access the information. Sometimes it is helpful to use a combination of commands to find the exact information you need.
  1. When you get an error message referring to a later or same-day- dated record that must be acted upon before proceeding, enter "POS" in the Command field. Input the following keys in the banner area of the screen and press Enter:
  2. Press PF8 to page forward through the position record information.
  3. Press PF7 to page backwards.
  4. Screen 3 of POS is the audit information and displays reason codes for a Date.

Another way to view the information is through LEP or LPP.

  1. When you get an error message type the following keys in the banner and press Enter:

    Note: Since the Emp ID and Position are already filled in, you will not need to re-enter those fields.

  2. All records created for your employee (LEP) or your Position (LPP) on or after the Date in the banner will be displayed.
  3. Select the offending Reason CD and suspend to PAYS or PACT.

    Note: If there is a "+" beside the Reason CD, then there is more than one code making up the record. Suspend to POS to see what other codes must be deleted. The last Reason CD must be deleted first.

How to Delete an EP (Employee Percent)

  1. You will see a message similar to:

    "Future reason code EP on From record must be deleted before proceeding"

  2. Page forward (and backward, if needed) through POS as decribed above until you find the offending Reason CD.
  3. Input "PAYS" in the Command field and press Enter.
  4. Input the following keys in the banner area of the screen and press Enter:
  5. You will see a message that says:
  6. Make a note of the Date and Position Percent of appointment so that you can re-enter the information after you have completed your other transaction if it is still appropriate.

How to Delete a LW (Leave Without Pay)

  1. You will see a message similar to:

    "LW record dated 06/01/97 must be deleted before proceeding"

  2. Type "LEP" in the Command field and press Enter.
  3. Mark the record referred to in the error message.
  4. Type "PAYS" in the Command field and press PF2 to suspend to the record you have marked.
  5. Input an Action of D
  6. You will get a message similar to:
  7. Make a note of the Begin Date of the LWOP to re-process after making your other change.
  8. Press PF10 to delete.

How to Delete a SD (Shift Differential)

  1. You will see a message similar to:

    "SD record dated 04/01/97 must be deleted before proceeding."

  2. Type "LEP" in the Command field and press Enter.
  3. Mark the record referred to in the error message.
  4. Type "PAYS" in the Command field and press PF2 to suspend to the record you have marked.
  5. Input an Action of D and press Enter.
  6. You will get a message similar to:

    "Press PF10 to delete Pos:4650 Date:04/01/1997"

  7. Make a note of the Begin Date of the shift differential to re-process after making your other change.
  8. Press PF10 to delete.

How to Delete Other PAYS Records

For Reason CDs OC and NS the procedure is the same as for SD, LW and EP.

How to Delete an EE (end of employment)

  1. You will see a message similar to:

    "EE record dated 04/16/97 must be deleted before proceeding"

  2. Go to PAYS.
  3. Input the following keys in the banner area of the screen and press Enter:
  4. You will get a message similar to:

    "Press PF10 to delete Pos:4667 Date:04/17/1997"

  5. Make a note of the Date of the EE to re-process after making your other change.
  6. Press PF10 to delete.

How to Delete PACT Transactions

PACT deletions are different than others in one basic way. When deleting an approved TARGET transaction, the deletion must also be approved through the same approval chain as used in the original transaction. This means that the reviewers must approve your request to delete the record. Once you have completed the change that necessiated the removal of the PACT record, you will need to re-input it, and it will again be subject to TARGET review.

How to Delete a NH (New Hire)

If your employee never shows up to work after being hired, and is not to be paid for even one day, you will want to delete the NH.
  1. After finding your position record through the use of lists, go to LTPA, input the following in the banner, and press Enter:
  2. Mark the entry with a non-blank character and suspend to PACT.
  3. Change the Action to D and press PF10.
  4. This will create a TARGET transaction which must be approved through the normal chain of approval.

Note: The same procedure is followed for PD, CP and LC.

How to Delete a NR (Null Record)

  1. You will see a message similar to:

    "NR record dated 04/01/97 must be deleted before proceeding"

  2. This indicates that a PACT has been done to move an employee out of your record, which creates the NR.
  3. For the Date in the banner, look at screen 1 of POS.
  4. At the bottom of the screen is a message line that reads:

    "Change effected from position: / to position: 4637"

  5. This indicates that 4637 is the Position number to investigate.
  6. Go to LTPA.
  7. Input the following keys in the banner area of the screen and press Enter:
  8. You will see a listing of transactions for the Position indicated.
  9. Find the one marked with Status E.
  10. Mark with a non-blank character and suspend to PACT.
  11. While displaying the original transaction, change the Action to D and press Enter.
  12. You will see a message similar to the one below:

    "Press PF10 to record txn to delete 04637 04/01/1997"

  13. Make a note of the dates and position numbers to re-enter later, if appropriate.
  14. Press PF10 to create the TARGET transaction.
  15. The TARGET transaction must be approved by the same chain of individuals who originally approved the change.
  16. After final approval, you may make the change which was to occur prior to the creation of the null record.
  17. Re-enter PACT txn if appropriate.

How to Delete When There are Multiple Reasons

  1. You will see a message similar to:

    "Multiple reasons exist and reason MI is not last; cannot delete"

  2. For the Date in the banner, look at screen 3 of POS.
  3. You will note that there are multiple reason codes listed.
  4. These must be deleted in reverse order. So, reason #4 must be deleted before reason #3, etc.
  5. Follow the procedure listed above for the indicated Reason CD. If the Reason CD is not one valid on PACT or PAYS, call Human Resources at 575-4851 for assistance.

Related Topics

For further information on the POS, PACT, PAYS, LEP, LTPA and LPP functions, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Process a Summer Research Payment

The XPAY (eXtra PAY) function allows users to process summer research payments for 9 month employees.

Step by Step Process

The XPAY function resides in the Payroll module. To process, first you must enter "PAYROLL" in the Application ID box on the Logon Screen. If you are already signed into another BASIS application, you can use either the LOG function or the Natural Session Manager to switch to Payroll. At the Main Menu, enter "XPAY" in the Command field and press Enter.

To add a summer research payment for an employee

The first requirement is that the employee be a 9-month academic employee and that the dates of compensation fall between the end of the spring academic term and the beginning of the fall academic term.
  1. Input the following keys in the banner area of the screen and press Enter:
  2. Input the following in the body of the screen and press Enter:
  3. Press PF10 to save and submit via TARGET for approval.

To copy a summer research record

If you have several individuals being paid in a similar manner, using the copy Action may be the easiest way to process the payment record. First, find the record you want to copy and display it (use an Action of V).
  1. Input the following keys in the banner area of the screen and press Enter:
  2. Make any changes necessary in the body of the screen.
  3. Press PF10 to save and submit via TARGET for approval.

To delete a summer research payment record

If the pay is to be received in more than one payment, each pay record must be deleted individually. Call the Payroll office at ex: 5-6204 for assistance.

Related Topics

For further information on the XPAY (eXtra PAY) function, please refer to the command reference in this pamphlet.

How to Process an Extra Compensation Payment

The XPAY (eXtra PAY) function provides a facility for processing extra compensation payments to pay certain exempt employees for special work done in addition to their regular appointment.

Step by Step Process

The XPAY function resides in the Payroll module. To process, you must first enter "PAYROLL" in the Application ID box on the Logon screen. If you are already signed into another BASIS application, you can use either the LOG function or the Natural Session Manager to switch to Payroll. At the Main Menu, enter "XPAY" in the Command field and press Enter.

To add an extra compensation payment record

The procedure for processing an extra compensation payment is the same for the following compensation types:
XN Extra Compensation Non-credit
XS Extra Compensation Service.
  1. Input the following keys in the banner area of the screen and press Enter:
  2. Input the End of the compensation period.
  3. Input the Payment Amount of the entire compensation period.
  4. Input the Funding Type.

    Possible types are:

    E Exempt
    NE Non-Exempt
  5. Input the CCC from which the extra compensation is to be paid. If additional cost centers are required, press PF9 to open the CCC distribution window. Values may be expressed as percentages or as dollar amounts.
  6. Input the Comment that describes the payment.
  7. Input the Attribute if one on the attribute table is valid for the payment.

    Note: This value is used as a key for segregating similar payments on a list.

  8. If desired, add a TARGET comment by pressing PF11 to open the comment entry area.
  9. Press Enter to validate.
  10. Press PF10 to save and submit via TARGET for approval.

The procedure for adding an "XC" is essentially the same as above, with the following exceptions:

To copy an extra compensation request

First, find the record which you want to copy and display it.
  1. Input the following keys in the banner area of the screen and press Enter:
  2. Make appropriate changes in the body of the screen.
  3. Press PF10 to save and submit via TARGET for approval.

To withdraw an extra compensation request

An extra compensation transaction may be withdrawn by the initiator of the transaction as long as the transaction has not been given final approval.
  1. Find your transaction on LTXP (List Transactions for XPAY).
  2. Mark with any non-blank character and press PF2 (Suspd) to suspend to XPAY.
  3. Change the Action to 'W' and press Enter.
  4. Press PF10 to withdraw transaction.

To delete an extra compensation request

If the payment has been approved, but not extracted for pay, it may be deleted. The deletion must also be approved via the TARGET approval chain.
  1. Find your transaction on LTRS (List Transactions for a Requestor, Status & command).
  2. Mark with any non-blank character and press PF2 (Suspd) to suspend to XPAY.
  3. Change the Action to 'D.'
  4. Press Enter to validate.
  5. Press PF11 to record a comment regarding the deletion.
  6. Press PF10 to save and submit via TARGET for approval.

Related Topics

For further information on the XPAY (eXtra PAY) function, please refer to the appropriate segment of the "Command Reference" section of this manual.

How to Monitor the List of Reasons for a Week and Budgetary Unit

The LRWB (List Reasons for a Week and Budgetary Unit) function is an auditing tool which is used extensively by Human Resources to monitor the changes to positions which have occurred during the week. Campus users have limited access to this command. Since all changes made in the PSB system have been indexed with a Saturday end date, as well as a reason code, we are able to look at changes that have been made during any particular week for a specified reason. The user can suspend to POS or POSI for more information about the change that was made.

Step by Step Process

  1. Input the following keys in the banner area of the screen and press Enter:
  2. Mark the selection(s) that you wish to investigate.
  3. Press PF2 to suspend to POS.
  4. The first screen of POS displays the employee name, employee ID, salary, start date, and other pertinent information about the Position that the employee fills.
  5. Press PF8 to view the second and third screen of POS

Special intructions for PD and CP Reason CDs

  1. On the first screen of POS, at the bottom of the screen, notice the line that reads: "Change effected from position: XXXX / to position: " (where the "XXXX" indicates the position number of the position from which the employee is coming).
  2. In the banner of POS, enter the from position number in the Position field.
  3. Enter "POSI" in the Command field and press PF2 to suspend.
  4. This gives you information about the previous Position the employee held. This enables Benefits personnel to ascertain eligibility for certain benefits and vesting status changes.
  5. Press PF3 to return to POS.

Special instructions for EE (end of employment) Reason CD

  1. You will notice that the Emp ID is blank on this list. This is because the EE is the reason that the empty record was created.
  2. Mark the selection(s) you want to view.
  3. Press PF2 to suspend to POSI.
  4. The record displays a before and after image.
  5. If the right hand side of the screen has the EE record, then the left side of the screen will show who was in the position just prior to the termination. This lets you see who the last person in the position was.

Note: Alternatively, you can suspend to POS and press PF7 to view the previous record.

Monitoring of this list should be done a minimum of once per week for the Human Resources Office. It is recommended that it is done on Monday for the previous week. Each week the Date in the banner of LRWB can be increased by a week to see information created during the next week.

Note: A "P" in the record under the TG Pn column, indicates that there is a pending TARGET transaction for PACT (Personnel ACTion) on the system.

Related Topics

For further information on LRWB, please refer to the appropriate segment of the "Command Reference" section of the Reference Manual.

How to Monitor List Retroactive Deleted Positions

LRDP (List Retroactive Deleted Positions) function is an auditing tool which payroll uses to determine the need for processing corrections to an employee's pay. The user can suspend to RDP (Retroactive Deleted Positions) function for more information about the change that was made.

Step by Step Process

  1. Input the following keys in the banner area of the screen and press Enter:
  2. Notice the time of the Retroactive Delete and the Begin Date of the record that was deleted. This indicates how many payrolls may have been paid incorrectly.
  3. Mark the selection(s) that you wish to investigate.
  4. Press PF2 to suspend to RDP (Retroactive Deleted Positions). This is the record that was in effect until the time of the delete.
  5. Enter POS in the command field and press PF2 to suspend. This is the record that reflects how the employee should have been paid.
  6. In the banner of POS, enter the begin date of the deleted record in the Date field and press Enter.
  7. Press PF6 to the display the amount due for the position record. Make a note of the amount.
  8. Repeat this process, changing the date in the banner to one in the next payment period, through the date of the retroactive delete.
  9. If the deleted pay record begins mid-month:
  10. If the deleted pay record ends mid-month:
  11. Log into the LABOR system and go to LLDE (List Labor Data for an Employee).
  12. Compare payments due and payments shown in LABOR.
  13. Process a supplemental pay action, invoice a cash receipt, or be aware that no action is required.

This process is to be repeated for all positions on the list. This should be done a minimum of once per week. Each week the date in the banner of LRDP can be increased by a week so that you are not presented the same records over and over again.

Note: When the reason code on the record is 'EE' (end of employment), no Emp ID exists on the position record. In this case, it is necessary to suspend to POS, then press PF7 to the previous record. This allows you to determine which employee's record to check in LABOR.

Related Topics

For further information on the LRDP (List Retroactive Deleted Positions) command, please refer to the appropriate segment of the "Command Reference"

How to Monitor List Different Than Paid

LDTP (List Different Than Paid) function is an auditing tool which payroll uses to determine the need for processing corrections to an employee's pay. The user can suspend to POS or POSI for more information about the change that was made.

Step by Step Process

  1. Mark the selection that you wish to investigate.
  2. Press PF2 to suspend to POS.
  3. Note the time of retroactive change (last line on screen 1 of POS).
  4. In the banner of POS, in the Date field, enter the begin date of the record.
  5. Press PF6 to view the display indicating amount due for the position record. Make a note of the amount.
  6. Repeat this process, changing the date in the banner to the next payment period, through the date of the retroactive change.
  7. If the pay record begins mid-month:
  8. If the pay record ends mid-month:
  9. Log into the Labor system and go to LLDE (List Labor Data for an Employee).

    Input the following keys in the banner area of the screen and press Enter:

  10. Compare payments due and payments shown in LABOR.
  11. Process a supplemental pay action or invoice a cash receipt.

This process is to be repeated for all positions on the list. This should be done a minimum of once per week. Each week the date in the banner of LDTP can be increased by a week so that you are not presented the same records over and over again.

Note: When the Reason Code on the record is 'EE' (end of employment), no Emp ID exists on the position record. In this case it is necessary to suspend to POS, then press PF7 to the previous record. This allows you to determine which employee's record to check in LABOR.

Related Topics

For further information on the LDTP (List Different Than Paid) function, please refer to the appropriate segment of the "Command Reference"

Command Reference: Online Functions

The functions and list functions associated with Position System/Budget are defined on the following pages, and the associated descriptions are also used as the screen level help text within the on-line system.

Position Control Functions

POS - POSition

Figure 5 is an example of the screen presented during processing of the POS function.

Figure 5. Position Screen One - POS


  PBOPOS  1 DEMO                  POSition - POS                  05/16/97 11:07
  Command:      Action: V Position: 5207  Emp ID:             Date: 05/01/1997
  BU: PARK CCC:                                                    Screen 1 of 3
 -------------------------------------------------------------------------------
 Position No: 5207  Occ: A006 Accounting Supervisor I
      12 mo.  Hrly Appt: N  Student: N  Loc: FAY   SubL: CLAS  Pos Type: R
     Effective from: 05/01/1997 thru 12/31/2099

 Allocated BU: PARK PARKING PROGRAM OPERAT
 Position Pct: 100  Classified Grade: 20  TARGET Pending:

 Emp ID: 900189 Screen, Anne B
 Emp Pos Pct: 100  Annual Salary:  22,860  Academic Title Modifier:

 Non-Exempt: Y  ET Straight Rate: N  Leave Eligibility: C  Spec Rate Req:
 On LWOP: N     On Shift Diff: N     On OCDA: N

 Begin Reason 1 of  1: PD Promotion/Demotion             05/16/97 11:07 PAY02
        Promotion to new position
 Change effected from position: 5416  / to position:
 Near current or future: Y  Time of retroactive change: 01/02/0000 00:00:00
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit              PCalc PrevR NextS

The following sections describe the POS (POSition) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Processing"
"Related Topics".

Purpose

The POS (POSition) function is used to obtain complete information about a position for an effective dated record. There are three screens for this Command, and each gives the user unique information concerning a Position. One can see the history by paging forward and backward through the position records. Each change made to a Position creates a new record. The effective starting date of the change is the Begin Date on the position record. One might think of this as leafing through a pile of paper PAFs (Personnel Action Form) to determine what the status is, how it is changed from what it was, etc.

Key Fields Required in the Banner

Valid Actions

View {V}

Processing

POSition, Screen 1

The first screen of the POS function presents a wealth of information about the status of the position for the effective dated record. The following information can be obtained from screen 1 on POS:
  1. Position information (which is the same whether or not the position is filled):
  2. Employee information (only available if the position is filled):
  3. Leave and special flags and indicators:
  4. Change information

POSition, Screen 2

Figure 6 is an example of the second screen presented during processing of the POS function.

Figure 6. Position, Screen Two- POS


  PBOPOS  1 DEMO                  POSition - POS                  05/16/97 11:08
  Command:      Action: V Position: 5207  Emp ID:             Date: 05/01/1997
  BU: PARK CCC:                                                    Screen 2 of 3
 -------------------------------------------------------------------------------
 Position No: 5207  Occ: A006 Accounting Supervisor I          12 mo. HA: N S: N
     Effective from: 05/01/1997 thru 12/31/2099

  ------------------------------ Salary Distribution ---------------------------
  Co. Cost Center    Description                              Per Cent   Salary
  0202 17000-00-0000 ARKANSAS UNION-ADM & GENERAL             100.00000  22,860











 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit              PCalc PrevS NextS
 Press PF8 to view next screen or enter new keys
Figure 7 is a generic example of the pop-up screen presented on screen 2 when PF4 is pressed.

Figure 7. Decode window for POS, screen 2


                    Position Pay Calc/Distribution
          Press ENTER to continue
          Employee 100013  Allanburg, Darcy Fay
          in Position 702   effective 07/01/1996 - 08/31/1996
          for Aug 1996 will be paid $ 3812.50
          distributed between Company Cost Centers as:
                                                FY '97
                                   Aug. '96   7/1 - 8/31/96
           1. 0364 85100-31-0000   3,240.63    6,481.26
           2. 0364 85107-31-0000     381.24      762.48
           3. 0102 11080-12-0000     190.63      281.26
           4.
           5.
           6.
           7.
           8.
           9.
          10.

Screen Two provides the cost center distribution which is associated with the effective dated record. The display provides the extended description or name of the cost center and the appropriate percentage of the salary to be charged to each cost center. Also, in this display is the fiscal year salary with the percentages applied. This shows the user the amount that would be charged to each cost center if the distribution were to remain effective for an entire fiscal year.

Detailed information about the payment of salaries can be obtained from any screen by pressing PF6. The detail shown in the decode screen is dependent upon the Date in the banner. If the Effective Dates of the record span more than one month, the detail for each month can be seen by merely changing the Date that appears in the banner.

For example, for effective dates July 1, 1996 through August 31, 1996, you can enter any date in July in the banner and view the payment for July. An August date displays the amount charged in August for that record. Please keep in mind that the monthly amount is only for that particular record. Therefore, if the position record is for less than a full month, the monthly amount will only be for the portion of the month that the position record covers.

The second display shows the user the amount to be charged to each cost center for the fiscal year encompassing the date in the banner. The record shows only the amount to be charged for the effective dates of the record. So a record spanning two months may show $1000 to be charged to one cost center for the month, but the fiscal year display shows $2000 as the total for that cost center for the fiscal year.

To obtain a total picture, you must press PF7 or PF8 to look at the records prior to and following the record to see what other information is valid for the whole fiscal year.

POSition, Screen 3

Figure 8 is an example of the third screen presented during processing of the POS function.

Figure 8. Position Screen Three- POS


 Please enter new key fields
  PBOPOS  1 DEMO              POSition - POS              11/12/96 09:3
  Command:     Action: V Position: 702   Emp ID: 100013  Date: 08/15/1996
  BU:      CCC:                                             Screen 3 of 3
 ------------------------------------------------------------------------
Position No: 702   Occ: 2285 Extension Specialist III  12 mo. HA: N S: N
    Effective from: 07/01/1996 thru 08/31/1996

    Beginning Reason Code/Desc    Updated on   By user  Prior  Saturday
     & Comment                                          Salary  Date
 1. DC Distribution Change      10/08/1996 17:39 DEMORC 45,750 10/12/1996
    Going 75% time.
 2. EP Employee Pct Appt Change 10/08/1996 15:43 PAY02  61,000 10/12/1996
    Going 75% time.
 3.

 4.

 5.



Enter-PF1---PF2---PF3--PF4--PF5--PF6---PF7---PF8--PF9--PF10--PF11--PF12--
      Help  Suspd Quit                 PrevS NextR

Screen 3 decribes the position activity that created this unique record with the effective dates that are displayed below the banner. Several changes are acceptable for one record and are listed with the date and time of the change, the User ID, the salary prior to the change, the Saturday Date that is the key to LRWB (List Reasons for a Week for a BU), and other pertinent information.

This screen provides an on-line audit record of changes made. It allows the user to see what reason code records must be deleted when required by the system. It also allows the user to view the ID of the individual who must be contacted for deletion of a position record that the user is unable to delete.

Related Topics

The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens.
POSM POSition Master

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

POSM - POSition Master

Figure 9 is an example of the screen presented during processing of the POSM function.

Figure 9. Data Entry Screen - POSM


 Please enter new key fields
  PBOPOSM 1 DEMO              POSition Master - POSM              05/19/97 15:10
  Command:      Action: V Position: 3205  Emp-ID:             Date: 04/21/1997
  BU:      CCC:                    LTC: 0048
 -------------------------------------------------------------------------------
   Action: V    Position: 3205                           Begin Date: 04/21/1996
   LTC: 0048 Assoc Vice Chancellor for Admn              End   Date: 12/31/2099
   Max Auth Positions: 1    Alloc: 1.000    Unalloc: 1.000

   Occ Cd: 1520 Assoc Vice Chanc For Admin                  Location Code: FAY
   Sub Location Code: ADMN      Appointment Period: 12      Position Type: R

   Hrly Appt (Y/N): N           Student Title (Y/N): N      Position Pct: 100
   Cross-grade (Y/N):           To Position No:

   Last Audit Request:                           Last PCQ:
   Last Paper Audit:                             Prov. Pos. Renewed:
   Last Physical Audit:

  Comment:              Begin reason 1 of  1: PM Position Master Change
  This record created from program PBBPSBL1

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR

The following sections describe the POSition Master function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The POSition Master (POSM) function is used to establish a position in the Position Master file and the Position file.

Access and Security

This function is only available to Human Resource's personnel.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Delete {D}

Validations

  1. For action 'A,' there must be a valid LTC (Legislative Title Code) for the Effective Date in the banner.
  2. For action 'D', the position must be unallocated, have no desk assignment, and no employee information.
  3. For action 'D', if the CD flag has been set, then the To Position must be entered.
  4. No same day dated records are allowed.
  5. No later dated records are allowed.

Processing

The system creates a position record effective beginning on the date in the banner, and assigns a position number. The Begin Date is the date entered in the banner, and the End Date is set to 12/31/2099. On both the position master and the position record, the system assigns values to the following fields equal to the values associated with the LTC entered: The system assigns values to the following fields on the position record:
  1. Leave Eligibililty Code is set based on the following combinations of Occupation Code and Appointment Period:
    C Classified/12 Month
    N Non-Classified/12 Month
    9 Non-Classified/9 Month
    blank Hourly/12 Month
  2. Employee Flags are set based upon the current values on the Occupation Table for the following:

Position records are created when the position has been authorized by the State in the Appropriation Act, or when a position is received from another agency of the state in a crossgrade process. Position records are deleted (ended) when a position is given up in the legislative process or in a crossgrade process. Once a position has been established, then it can be allocated to a Budgetary Unit, have an employee and a cost distribution assigned to it, and have a desk allocated to it. In addition, this function is used in the crossgrade process to indicate the position number that was received in that process and to enter a comment to that effect.

The following characteristics are used to define a position and therefore are never changed: Occupation, Location, Sub Location, Appointment Period, Type (regular or provisional), Hourly Appointed (Y/N), and Student Title (Y/N). An employee may be appointed to two positions as long as the total percentage appointment for that employee does not exceed 100. When creating a new entry with the use of action 'A,' this identifier need not be entered because it is assigned by the system.

Master records may be deleted once the position has been given back to the State. Modifiable fields include the Cross-grade flag and the To Position. Deletion of the Position Master will cause the system to set the Position Pct to '0' (zero).

Related Topics

Information on the following topics may be selected after issuing the command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
Deletions Description of why and how deletions are used in PSB.

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

POS view a Position record
APBU Allocate Position to a Budgetary Unit
PACT Personnel ACTion

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

APBU - Allocate Position to a BU

Figure 10 is an example of the screen presented during processing of the APBU function.

Figure 10. Data Entry Screen - APBU


 Please enter new key fields
  PBOAPBU 1 DEMO          Allocate Position to BU - APBU          05/19/97 17:32
  Command:      Action: V Position: 3204  Emp-ID:             Date: 12/31/2099
  BU:      CCC:
 -------------------------------------------------------------------------------
   Action: V  Position: 3204                          Begin Date: 03/01/1997
                                                      End   Date: 12/31/2099

   Occupation-Code: K153 Secretary II

      Location Cd: FAY            Hrly Appt: N        Emp. ID:
      Sub Location Cd: CLAS       Student: N          Employee Pct:
      Appointment Period: 12      Target Pend: N

   Allocated Budgetary Unit: AERO AIR FORCE ROTC
               Position Pct: 100



  Comment:              Begin reason 1 of  1: AB Allocate BU


 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                          NextR

The following sections describe the Allocate Position to a BU function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related topics".

Purpose

The Allocate Position to a BU (APBU) function is used to allocate a position to a Budgetary Unit, and is initiated by the Class Compensation Officer responsible for the affected Budgetary Unit. In addition, this function is used to bring a position back into the unallocated pool of positions, and may be used to change the position percent.

Access and Security

This command is limited to use by Classification/Compensation officers in the Department of Human Resources and to one Classification/ Compensation officer in the College of Agriculture.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Delete {D}

Validations

  1. For action 'U', Comment is modifiable.
  2. For action 'U', the Position Pct must be greater than zero.
  3. There can be no PACT transaction pending. A DIST transaction pending will become invalid.
  4. BU must be valid on the BU Table.
  5. For action 'U', the position record cannot contain an Empl ID if the position is being brought back into the pool.
  6. For action 'U', the position record must contain an Emp ID if the position is being moved from one BU to another.
  7. For action 'U', the Position Pct is reset to 100 if the position is being brought back into the pool.
  8. For action 'D,' if the position goes back to the pool, the Position Budget record is deleted and the BU Balance file is updated as needed.
  9. For action 'D,' if the position goes from the pool back to a BU, the Position Budget record is added.

    Note: No funding is associated with this position until someone does a PBM or PBMC, thus, the person responsible for the budget funding of this position must be notified.

  10. For action 'D,' if the position goes from a BU back to another BU the funding sources on the Position Budget record are wiped out and the BU Balance file is updated as needed.

    Note: No funding is associated with this position until someone does a PBM or PBMC, thus, the person responsible for the budget funding of this position must be notified.

  11. The Begin Date may be retroactively set 120 days into the past and 90 days into the future.
  12. Cannot process two 'AB' on the same day.
  13. Later Dated Records

    The following reason codes are allowed as later day updates when an employee is in the position and the BU is being changed from one BU to another:

    The BU change is rippled through the later dated records.
  14. No Later Dated Records except 'DC' are allowed when the Position is being brought back into the pool.

Processing

If the position is being brought back into the pool, then no future position records can exist, nor can an Empl ID or related information such as a pay distribution be associated with the record. In order to process a position record in order to bring it back into the pool (the BU is blanked out), the system assigns values to the following fields:

In the case where the position and the employee are changing Budgetary Units, then the Class Compensation Officer must exercise discretion in determining which future dated records are appropriate, although all personnel action changes will be disallowed. When appropriate, the change to the BU ripples through the future records. Changes to the BU made in this manner will require coordination of several offices.

If the position is being brought back into the pool, then the position is removed from the future Position Budget file. If the position is being allocated to a BU from the pool, then the position is added to the future Position Budget file. If the position has an Empl ID and the position is moving from one BU to another, then the position remains on the future Position Budget file, but the Position Budget Source Group is removed. The future fiscal year is determined by checking the Latest Budget Year on the Control file (CTLD). Current year records are not affected.

An Action 'Delete' requires Human Resources to contact the Budget Office to effect the appropriate updates to the position budget file via PBM.

The only fields modifiable on APBU are BU , Position Percent, and Initial Cost Center. The Initial Cost Center is set when allocating a position from the pool to a BU. The BU entered must be blank, or be a valid BU on the BU table. The BU must be active on the Begin Date of the APBU record. If the Position has an Employee ID, then the BU may be changed to another BU, otherwise the BU must be set to blank, bringing it back into the pool. When the Position is brought back into the pool, all employee data and pay distribution data is removed, and the Position Percent is reset to 100. Position Percent may not be set lower than the Employee Position Percent. If the position is being brought back into the pool, then all later dated records are deleted.

The delete action removes the record from the database, and restores the previous record to the values that it had before the deleted record was created. Normally this means setting the End Date on the previous record back to 12/31/2099. When an Action 'D' is processed the following position budget and BU Balance updates occur for the conditions described:

  1. When a delete is done and the result is the position goes back to the pool, the Position Budget record is deleted and BU-Balance updated as needed.
  2. When a delete is done and the result is the position goes from the pool back to a BU, the Position Budget record is added.
  3. When a delete is done and the result is the position goes from a BU back to another BU the funding sources on the Position Budget record are "wiped out" and the BU-Balance is updated as needed.

    Note: With 1 and 2 above no funding is associated with this position until someone does a PBM or PBMC so the person responsible for the budget funding of this position needs to be notified when this happens.

Related topics

Information on the following topics may be selected after issuing the command HELP:

Effective Dated Records - Description of how effective dated records work, as well as how actions work with these records.
Reason Codes - Short description of all the reason codes.
Alternate Entry Formats - Valid entry formats for dates and cost centers
Deletions - Description of why and how deletions are used in PSB.
Same Day and Later Day Dated Records - Description of why special processing is required.

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

POS view a Position record
POSM Position Master

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PACT - Personnel ACTion

Figure 11 is an example of the screen presented during processing of the PACT function.

Figure 11. Data Entry Screen - PACT


  PBOPACT 1 DEMO       Personnel ACTion (CP,LC,NH,PD) - PACT      05/15/97 18:45
  Command:      Action: V Position: 5207  Emp ID:             Date: 05/01/1997
  BU: PARK CCC:                    From Position: 5416  Reason: PD
  ------------------------------------------------------------------------------
  Action: V Position: 5207                                  Date: 05/01/1997
             From Position: 5416     Administrative Office Super.
  Begin: 01/15/1997 End: 04/30/1997          Alloc BU: PARK
  Annual Salary: 16678   Pct: 100    Appt Period: 12  Grade: 15 Hrly Appt Cd:
 _______________________________________________________________________________

             To Position: 5207       Accounting Supervisor I
  Begin: 05/01/1997 End: 12/31/2099  Appt Period: 12  Grade: 20 Hrly Appt Cd:
  Employee ID  : 900189        Screen, Anne B
  Employee Pct : 100           PARK PARKING PROGRAM OPERAT
  Annual Salary: 22860        FTE/Min: 22860  Max: 41548  Labor Market:
                   Special Rate Request   :
                   Academic Title Modifier:   Normal

  Comment                             Reason  1:   PD Promotion/Demotion
  Promotion to new position

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR             Optns

The following sections describe the PACT (Personnel ACTion) function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The PACT (Personnel ACTion) function is used to process transactions involving position title and/or location changes, including: new-hires, promotions/demotions, lateral changes, and changes of position involving non-classified titles.

Access and Security

PACT is available to all campus users, but with the following limitations:

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Withdraw {W}
Review {R}
Delete {D}

Approval Routing

When the initator of the transaction presses PF10, it is routed through the TARGET system, using PBPB and PBPA as the Criterion Types, to the following approvers:

Additional approvals are based on Reason code and Special Rate Request code.

Validations

  1. The To Position must be on the position master and allocated to a BU for which the user is authorized.
  2. The To Position must be a record with a null Emp ID.
  3. The From Position must be on position master and filled by an employee for use with Reason codes PD, LC, and CP.
  4. Date must be no more than 180 days in the future, nor more than 365 days in the past.
  5. The Reason code must be one of the reasons approved for use on this command: PD, LC, CP, and NH.
  6. Comment is a required field for audit purposes.
  7. A distribution must be on the To Position.
  8. Non-Classified salaries may not exceed Line Item Maximum * (appt.%) unless the Special Rate Request is marked with an O. If Special Rate Request flag is O, the amount that LIM *(appt. %) may be exceeded is controlled by the Over Max Limit field on CTLD.
  9. Classified salaries must all be less than or equal to LIM unless the Special Rate Request is marked S. If marked as S, the Annual Salary may exceed LIM, but the salary paid is calculated based upon LIM. 3
  10. The Emp ID must not be filling another position for a new hire.
  11. The Emp ID must not be marked as a duplicate.
  12. If two or more PACT transactions are initiated for the same employee, after approval of the first transaction, the others will become invalid.

Validations for New Hire NH

  1. Reason NH may only be used when the To Position has a null Emp ID for the Begin Date of the change.
  2. The From Position is not be displayed as it is a null record.
  3. The Emp ID, Employee Pct, Academic Title Modifier, Annual Salary, Special Rate Request, and Comment are modifiable.
  4. An employee may not occupy more than one Position in the PSB system.
  5. The Academic Title Modifier may be set when the Sub Location Code of the To Postion is ACAD.
  6. The Employee Pct must be greater than zero and less than or equal to the Position Pct.
  7. For a NH, an Special Rate Request of S is not allowed.
  8. The system validates the following values on the Annual Salary field for the To Position.
  9. The following Reason codes can be in existence as same day updates on the specified NH record:
    PM Position Master
    AB Allocate a Budgetary Unit
    CS Classified Salary Change
    DC Distribution Change
    LE Leave Eligibility
    LM Labor Market
    LW Leave Without Pay
    NE New Entry Level
    NS Non Classified Salary Increase
    SD Shift Differential
  10. The following Reason codes can be in existence as later dated records on the specified NH record:
    DC Distribution Changes are not employee based and may remain as a Later Dated Record.
    LE Leave Eligibility updates are position based and may remain as Later Dated Records.

Validations for Promotion/Demotion PD

  1. The From and To Position must be classified titles.
  2. The Grade of the From and To Position must not be the same.
  3. The allocated BUs of the From and To Position may be the same or different.
  4. The system displays values in the following fields on the To Position:
  5. The following Reason codes can be in existence as same day updates on the specified PD record:
    PM Postion Master
    AB Allocate a Budgetary Unit
    CO Cost of Living
    CS Classified Salary Change
    DC Distribution Change
    LE Leave Eligibility
    LM Labor Market
    NE New Entry Level
    LW Leave Without Pay
    SD Shift Differential
  6. The following Reason codes can be in existence as later dated records on the specified PD record:
    DC Distribution changes are not employee based and may remain as a Later Dated Record.
    LE Leave Eligibility updates are position based and may remain as Later Dated Records.

Validations for Lateral Change LC

  1. LC (Lateral Change) is a valid reason code only for Classified employees.
  2. The Grade of the To Position and the From Position must be the same.
  3. The BUs of the From and the To Position may be the same or different.
  4. Annual Salary
  5. The system displays values in the following fields on the To Position:
  6. The following Reason codes can be in existence as same day updates on the specified LC record:
    PM Position Master
    AB Allocate a Budgetary Unit
    CO Cost of Living
    CS Classified Salary Change
    DC Distribution Change
    LE Leave Eligibility
    LM Labor Market
    LW Leave Without Pay
    MI Merit Increase
    NE New Entry Level
    SD Shift Differential
  7. The following Reason codes can be in existence as later dated records on the specified LC record:
    DC Distribution Changes are not employee based and may remain as a Later Dated Record.
    LE Leave Eligibility updates are position based and may remain as

Validations for Change of Position CP

  1. One or both of the From and To Position must be a non-classified Position.
  2. The Academic Title Modifier may be set when the Sub Location Code of the To Position is ACAD.
  3. The SRR flag may be set for the To Position.
  4. Annual Salary
  5. The system displays values in the following fields on the To Position:
  6. The following Reason codes can be in existence as same day updates on the specified CP record:
    PM Position Master
    AB Allocate a Budgetary Unit
    CO Cost of Living
    CS Classified Salary Change
    DC Distribution Change
    LE Leave Eligibility
    LM Labor Market
    LW Leave Without Pay
    NE New Entry Level
    NS Non-Classified Salary Change
    OC Off Campus Duty Assignment
    OM Over Max
    SD Shift Differential
  7. The following Reason codes can be in existence as later dated records on the specified CP record:
    DC Distribution Changes are not employee based and may remain as a Later Dated Record.
    LE Leave Eligibility updates are position based and may remain as Later Dated Records.

Processing

An employee may not occupy more than one Position in the PSB system. While it is valid for an employee to work in more than one job, the system allows one title per person. The user needs to provide Class/Comp with the information required to modify one position record to carry the salary for both part-time positions. Class/Comp will use SALI to adjust the salary for the employee's primary position. This decision came from the inability of MSA to hold more than one title and from a need in the Labor system to display one title.

When a NH (new hire) is approved through the TARGET. process, several employee fields are updated with the Begin Date of the NH. If the four fields have non-zero values, they are skipped and not be updated. If the values of the following fields are zero, they are updated with the Begin Date of the NH:

Pre-PSB date hired and Pre-PSB date terminated are not reset by a NH.

The system displays defaulted values in the following fields on the To Position:

The system displays defaulted values in the following fields on the From Position:

The BU to which the To Position is allocated initiates these changes, which are submitted via TARGET for approval. These changes may be dated 180 days in the future, or up to 365 days in the past. To become effective without retroactive corrections, the changes must be approved prior to the cutoff date for the related payroll, which is shown on the Payroll CALendar (PCAL) function.

Distribution displays the effective cost center distribution for the To Position record. Update will cause the Emp ID and certain other information to be moved to the To Position effective the date in the banner. Dependent upon the reason code used, different employee based fields will be modifiable by the departmental users.

Action D for delete is used to restore the To and From Positions to the state they were in immediately before the update was done. Delete may be used for TARGET transactions after intial approval, but it is a requirement that the deletion be approved through the TARGET process. If subsequent changes were made to the positions, then they must be deleted in the order that the changes were made until the appropriate reason code is the last reason code on the record.

When a change is processed after the cutoff date listed on the Payroll CALendar (PCAL) function, the system evaluates whether or not employee pay is affected. For those changes where employee pay is affected, the system marks the record so that it shows up on a list of records which are different than originally paid. Payroll staff uses this list to evaluate the situation and to manually process either supplemental pay or cash receipt adjustments to correct the employee's pay.

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
Reason Codes Short description of all the reason codes.
Alternate Entry Formats Valid entry formats for dates and cost centers
Deletions Description of why and how deletions are used in PSB.
Same Day and Later Day Dated Records Description of why special processing is required.

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

POS view a Position record
APBU Allocate Position to a Budgetary Unit
DIST Distribution Change

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

DIST - Distribution Change

Figure 12 is an example of the screen presented during processing of the DIST function.

Figure 12. Data Entry Screen - DIST


 1001 07/01/1995  12/31/2099 displayed; press PF10 to save changes
 PBODIST               DISTribution change - DIST                 08/22/96 08:51
 Command: DIST Action: U Position: 1001.0  Emp ID:              Date: 01/01/1996
 BU:       CCC:                                             End Date: 06/30/1997
 -------------------------------------------------------------------------------
 Action: U Position No: 1001      Occ: A111 Accountant             Screen 1 of 2
 Emp ID: 1000001 Boyd, Sandra/J       BU: COEX Coop Extension Service
 Effective from: 07/01/1995 thru 12/31/2099      Employee Annual Salary: 100,000
  ------------------------------- Cost Center ----------------------------------
 Number                  Description                         Percent
 0102 XXXXX-XX-0000     Dean's Maintenance                  xxx.xxxxx

 0102 XXXXX-XX-0000     Dean's Maintenance                  xxx.xxxxx

 0102 XXXXX-XX-0000     Development                         xxx.xxxxx

 0402 XXXXX-XX-0000     US/DOE/Brown                        xxx.xxxxx

 0102 XXXXX-XX-0000     Dean's Salary Reserve               xxx.xxxxx


 Comment:                                Total Number of CCC: xx
 Update Distribution to include research grant
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt PCalc       NextS       Save  CCom

The following sections describe the DISTribution function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Update/Add Processes"
"Related Topics".

Purpose

The DIST (DISTribution Change) function is used to update the company cost center distribution for a Position that has been allocated to a BU. Cost center distributions are used to distribute the employee's salary during a payroll run.

Access and Security

DIST is available to all campus users with the following limitations:

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Copy {C}

Approval Routing

DIST changes are sent through the TARGET process and is controlled by Criterion Type CBCC - Company, BUnit, Cost/Center.

Validations

  1. CCC must be valid.
  2. CCC must have a status code O for active.
  3. CCC cannot be duplicated on same record.
  4. There must be at least one CCC on the record.
  5. CCC must have an active Date which is earlier than or equal to the begin Date.
  6. CCC must have an inactive date which is later than or equal to the End Date.
  7. Percentages must equal 100.
  8. Position entered must be allocated to a BU.
  9. Begin Date cannot be any earlier than the first day of the current open (has not been processed) payroll period.
  10. Begin Date cannot be equal to or earlier than the End Date of the preceding position record if it has a distribution change as a Reason code. Likewise, the End Date cannot be equal to or later than a succeeding position record if it has a DC Reason code. Error message reads: "Existing xx/xx/xxxx - xx/xx/xxxx record must be updated separately."
  11. End Date defaults to "12/31/2099" when suspending from a list on an Action of U.
  12. The following Reason codes are disallowed as same-day updates to the position record:
    CD Crossgrade Downgrade
    PM Position Master
    DC Distribution Change
    RD Resume Distribution
  13. The following Reason codes are disallowed as later-dated records:
    AP Academic Promotion
    CD Crossgrade Downgrade
    DC Distribution Change
    PM Position Master
    RC ReClassification

Processing

The distribution change may be independent of whether the Position is vacant or filled. All position records which have an employee assigned to them must have a distribution record. Therefore, a cost center distribution must exist on a position record before a new hire Action can be initiated. If the Position is brought back into the unallocated pool or the BU is changed the system will set the CCC distribution fields to blank on the position record(s) involved.

TARGET transactions related to the distribution change record can be viewed by using the function LTDC (List Transactions for a Distribution Change).

The PF4 (DCode) key may be used during this display to translate the company cost center description.

The PF6 (PCalc) key may be used to display the Position pay calculation.

A cost center distribution on one Position record can be copied from an existing record which results in an Action of U after pressing PF10. The new entry retains the values for CCC and Percentage for the Position number and begin and end dates designated. The new entry can then be modified as needed before saving it as an updated entry.

Distribution change begin dates cannot be any earlier than the first day of the current payroll period. As long as the payroll has not been processed, changes may be made for that month. Otherwise, the user must enter the distribution change as a retroactive change entry in the Labor system.

The distribution change record updates can affect the beginning or ending dates, company cost centers, or percentages on existing position records. The system also adds a new position record in the case where the begin and end dates on the update do not coincide with the position record being modified. A distribution change cannot update more than one position record at a time if the preceding and/or succeeding position record(s) being affected have distribution change as a Reason code.

Update/Add Processes

There are eight possible update/add scenarios associated with an update Action depending upon the begin and end dates defined on a distribution change. They are described as follows:
  1. Process One - Split Begin Record
  2. Process Two - Update Record: Update Record with new cost center(s) and/or percentage(s) and update the End Date if necessary.
  3. Process Three - Add a record with a Begin Date one day following the End Date designated and utilize the original cost center(s) and percentage(s).

Scenario One: Processes One, Two, and Three |_______________||____________||________________| |_______DC_________| | er | dc || dc.er | rd|| er |

|......1........||...2....|.3.|

Scenario Two: Processes One and Three |_______________||____________||________________| |_DC___| | er ||er| dc |rd|| er |

|...1...||.3.|

Scenario Three: Process One |_______________||____________||________________| |___DC____| | er ||er| dc.er || er |

|.....1......|

Scenario Four: Processes Two and Three |_______________||____________||________________| |___DC__| | er || dc.er | rd || er |

|...2...||.3.|

Scenario Five: Process Two |_______________||____________||________________| |____DC______| | er || dc.er || er |

|.....2......|

Scenario Six: Processes Two, Two, and Three |_______________||____________||________________| |________DC________| | er || dc.er || dc | rd

|......2.....||.2..||....3.....|

Scenario Seven: Processes One and Two |_______________||____________||________________| |_________DC__________| | er | dc || dc.er || er |

|.......1.......||......2.....|

Scenario Eight: Processes One, Two, Two, and Three |_______________||____________||________________| |_____________DC_____________| | er | dc || dc.er ||dc.er| rd |

|.......1.......||......2.....||.2..||....3.....|

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
Alternate Entry Formats Valid entry formats for dates and cost centers

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

POS view a POSition record
PACT Personnel ACTion
PAYS PAY Status

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PAYS - Pay Status

Figure 13 is an example of the screen presented during processing of the PAYS function.

Figure 13. Data Entry Screen - PAYS


 PBOPAYS 1                       Pay Status - PAYS               04/23/96 10:30
 Command:      Action: V Position: 4     Emp ID:             Date: 04/28/1996
 BU:      CCC:                    Reason CD: EP
-------------------------------------------------------------------------------
  Action: V Position: 4                                Begin Date: 04/28/1996
                                                       End   Date: 12/31/2099
      Occupation Code: G001 Agriculture Lab Technician
      Appointment Period: 12                 Hourly Appointed: N
      Allocated BU: BISC                     Position Percent: 100

      Emp-ID: 100036 Vaughn, Carlton/I
      Employee Position Pct: 100             Annual Salary: 12640

      On Summer Appointment: N               Over Max: N

      On Shift Differential: N               On Leave Without Pay: N
      On Off-Campus Duty Assignment: N


  Comment:                 Reason-CD-1-of: EP - Employee Position Percent
Going back to full time.
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit                          NextR
Please enter new key fields

The following sections describe the Pay Status function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The PAYS (PAY Status) function is used to process status changes which affect an employee's rate of pay. These include: appointment percentage, leave without pay, shift differential, off-campus duty assignment, non-classified salary change, and end of employment. The budgetary unit to which a position is allocated will initiate these changes, which become effective when the PF10 key is pressed.

Changes may be dated 90 days into the future, or 365 days into the past. To become effective without retroactive corrections, the changes must be input prior to the cutoff date for the related payroll, which is shown on the PCAL (Payroll CALendar) function.

Access and Security

The PAYS function will be available to all campus users, with the following limitations:

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U} 8
Delete {D} 9

Validations

Common validations

  1. The Position must be allocated to a BU for which the user is authorized.
  2. For Action U, there must be an Emp ID on the record (an employee is in the position).
  3. For Action D, the Reason CD entered in the banner must be the last Reason CD on the record for that date.
  4. For Action U or D, no later-dated records other than DC or LE may exist.
  5. For Action U or D, a single Reason Cd may not be repeated for a particular date.
  6. For Action U or D, the TARGET TXN PENDING flag for the PACT command cannot be set to P.

Later dated records validations

The following Reason CD are allowable as later dated records.
DC Distribution Change
LE Leave Eligibility

Employee Percent (EP) validations

  1. The employee's appointment percentage cannot exceed 100 for the time period for all positions.
  2. The employee's appointment percentage cannot be less than 1.
  3. The employee's appointment percentage cannot exceed the position percentage.
  4. The following Reason CDs are allowable as Same Day updates when the EP change is processed first:
    AB Allocate BU
    CO Cost of Living
    CS Classified Salary change
    DC Distribution Change
    LE Leave Eligibility
    LM Labor Market
    LW Leave W/O Pay
    MI Merit Increase
    NE New Entry Level
    NS Non-Classified Salary
    OC Off-Campus Duty Assignment
    OM Overmax
    SD Shift Differential

Leave without pay (LW) validations

  1. A Reason CD of "LW" is not valid for hourly appointed employees.
  2. The following Reason CDs are allowable as same day updates when the LW change is processed first:
    AB Allocate BU
    AP Academic Promotion
    CO Cost of Living
    CS Classified Salary change
    DC Distribution Change
    EP Employee Percentage
    LE Leave Eligibility
    LM Labor Market
    MI Merit Increase
    NE New Entry Level
    NS Non-Classified Salary
    OC Off-Campus Duty Assignment
    OM Overmax
    PD Promotion/Demotion
    RC Reclassification 10
    SD Shift Differential

Shift Differential (SD) validations

  1. May only be used for classified titles.
  2. The following Reason CDs are allowable as same day updates when the SD change is processed first:
    AB Allocate BU
    CO Cost of Living
    CS Classified Salary change
    DC Distribution Change
    EP Employee Percentage
    LE Leave Eligibility
    LM Labor Market
    LW Leave W/O Pay
    MI Merit Increase
    NE New Entry Level
    RC Reclassification

End Employment (EE) validations

  1. The following Reason CDs are allowable as same day updates when the EE change is processed first:
    AB Allocate BU
    CD Crossgrad/Downgrade
    CP Change Position
    DC Distribution Change
    LC Lateral Change
    LE Leave Eligibility
    NH New Hire
    PD Promotion/Demotion

Non-classified Salary (NS) validations

  1. May only be used for non-classified titles.
  2. The Annual Salary may not exceed LIM unless the Special Rate Request code is set to allow overmax, in which case the salary may exceed LIM by up 25%. LIM equals the LIM from the Occupation table * Employee Percentage * .01.
  3. The following Reason CDs are allowable as same day updates when the NS change is processed first:
    AB Allocate BU
    AP Academic Promotion
    CO Cost of Living
    DC Distribution Change
    EE End Employment
    EP Employee Percentage
    LE Leave Eligibility
    LW Leave W/O Pay
    OC Off-Campus Duty Assignment
    OM Overmax

Off-Campus duty assignment (OC) validations

  1. May only be used for non-classified, academic titles.
  2. The following Reason CDs are allowable as same day updates when the OC change is processed first:
    AB Allocate BU
    CO Cost of Living
    DC Distribution Change
    LE Leave Eligibility
    LW Leave W/O Pay
    NS Non-Classified Salary
    OM Overmax

Processing

Changes to later dated records

  1. Field values for later dated DC and LE records should be set to match those of the earlier record being changed through the current update. Specifically, the following changes should occur on the later DC/LE record(s):
    EP Ripple the new Employee Appointment % and Annual Salary.
    LW Ripple the LWOP Code entry.
    SD Ripple the Shift Differential Code entry.
    EE Ripple the null values for the following fields:
    1. Emp ID
    2. Emp pct
    3. Academic Title Modifier
    4. Annual Salary
    5. Leave Without Pay Code
    6. Shift Differential Code
    7. Off Campus Duty Assignment Code
    8. Special Rate Request code
    NS Ripple the Annual Salary.
    OC Ripple the OCDA Code entry.

Changes to the budget file

None. Changes must be effected manually when appropriate via PBM and/or CUB functions.

Employee Percent (EP) process

  1. All fields have their values carried from the existing record to the new one with the following exceptions:

Retroactive records

When a change is processed after the cutoff date listed on the Payroll CALendar (PCAL) function, the system will evaluate whether or not employee pay is affected. For those changes where employee pay is affected, the system will mark the record so that it shows up on a list of records which are different than originally paid. Payroll staff will use this list to evaluate the situation, and will manually process either supplemental pay or cash receipt adjustments to correct the employee's pay.

Leave Without pay (LW) process

  1. Pay transactions are not sent to the payroll module for dates within a pay period where the LWOP Code is set to Y.
  2. The Annual Salary is not changed.
  3. All fields have their values carried from the existing record to the new one with the following exceptions:

Shift Differential (SD) process

  1. For days in a pay period where the SD Code is set to Y, the system forwards pay transactions to the payroll module which are increased by the percentage entered for Shift Differential on the Control Data (CTLD) table.
  2. The Annual Salary is not changed.
  3. All fields have their values carried from the existing record to the new one with the following exceptions:

End Employment (EE) process

  1. The effective Date entered in the banner will equal the last day the employee worked in the Position.
  2. The Comment is modifiable by the user.
  3. The system creates a new position which begins on the date after the effective Date entered in the banner and removes the employee's information from the following fields:

Non-classified Salary (NS) process

  1. All fields have their values carried from the existing record to the new one with the following exceptions:

Off-Campus duty assignment (OC) process

  1. All fields have their values carried from the existing record to the new one with the following exceptions:

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work as well as how actions work with these records.
Reason Codes Short description of all the reason codes.
Same Day and Later Day Dated Records Description of why special processing is required.
How to process an employee's percent appointment
How to process a Leave Without Pay
How to process a Shift\Differential
How to process an End of Employment
How to process a Non-Classified Salary Change
How to process an Off Campus Duty Assignment
The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS view a POSition record
PACT Personnel ACTion
POSI POSition Inquiry
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

CTRA - Change Title-Reclass/Academic promotion

Figure 14 is an example of the screen presented during processing of the CTRA function.

Figure 14. Data Entry Screen - CTRA


Please enter new key fields
 PBOCTRA 1 TEST  Change Title-Reclass/Academic promotion - CTRA  05/20/96 17:15
 Command:      Action: V Position: 1     Emp ID:             Date: 01/05/1996
 BU:      CCC:                    To Position:       Reason Cd:    Adj Bgt: N
-------------------------------------------------------------------------------
  Action: V  From Position: 1                            Begin Date: 01/01/1996
    Occ Cd: A111 Accountant                              End   Date: 01/09/1996
    Hourly Appt: N
    Allocated BU: COMP 1067 COMPUTING SERVICES              Pos Pct: 100
    Emp ID: 100001 Boyd, Sandra/J                       Emp Pos Pct: 100
    On LWOP: N On OCDA: N On Shift Diff: N SRR Code:    Ann. Salary:  20,000
  Comment:              Begin reason 1 of  1: PM
  Zap the first record out there.
-------------------------------------------------------------------------------
  To Position:                                           Begin Date:
    Occ Cd:                                              End   Date:
    Hourly Appt:
    Allocated BU:                                           Pos Pct:
    Emp ID:                                             Emp Pos Pct:
    On LWOP:   On OCDA:   On Shift Diff:   SRR Code:    Ann. Salary:
  Comment:              Begin reason 1 of  1:

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit

The following sections describe the Change Title-Reclass/Academic promotion function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Related topics".

Purpose

The Change Title-Reclass/Academic promotion (CTRA) function is used to move an employee from one Position to another as a result of that position being reclassified or as a result of an academic promotion. These changes are initiated by the Classification Compensation Office and may be dated 180 days into the future, or 90 days into the past. In both cases the To Position is brought from the unallocated pool of Positions.

Access and Security

CTRA will be available for use by the Classification/Compensation unit of Human Resources.

Key Fields Required in the Banner

Valid Actions

Add {V}
Update {U} 12
Delete {D}

Approval Routing

There is no TARGET routing for this command. Any changes are saved (effected) when PF10 is pressed.

Validations

The CTRA command employs the following validations:
  1. For action 'U', Comment is updatable.
  2. For action 'U', the To Position must be in the unallocated pool.
  3. For action 'U', the Position Percents for both Positions must be greater than Zero.
  4. There can be no PACT Pending.
  5. A DIST pending will become invalid.
  6. The Employee Position Percent on the 'From' Position must be less than or equal to the 'To' Position Percent.
  7. For action 'D', the Begin Dates on both the 'To' Position and the 'From' Position must be equal.
  8. For action 'D', the value in the 'To' Position field on the 'From' Position must equal the 'To' Position in the banner.

ReClassification (RC) validations

  1. For action 'D', RC or DC must be the last Reason Code on both the 'To' Position and the 'From' Position. If DC is the last Reason Code, then RC must be the next to last Reason Code.
  2. The system assigns values to the following fields on the 'To' Position.
    The following rules govern the change to Annual Salary:
    1. If both the 'From' Position and the 'To' Position are classified, and the grade of the 'To' Position is higher than the 'From' Position, then the Annual Salary must be at least the minimum salary for that grade, and no greater than current Annual Salary plus the applicable percentage increase as defined on the control table, not to exceed line item max for the 'To' Position.
    2. If both the 'From' Position and the 'To' Position are classified, and the grade of the 'To' Position is lower than the 'From' Position, then the Annual Salary does not change, so long as it is at or below the maximum for the grade of the 'To' Position.
    3. If the 'From' Position is non-classified and the 'To' Position is classified, then the Annual Salary remains the same unless below minimum salary.
    4. If the 'From' Position is classified and the 'To' Position is non-classified, then the Annual Salary does not change, so long as the salary is at or below the maximum (LIM) for the 'To' Position.
  3. The following Reason Codes are allowable as same day updates for both the To and the From Position:

Academic Promotion (AP) validations

  1. The Effective Date for Academic Promotions is July 1 of the next fiscal year for 12 month positions.
  2. The Effective Date for Academic Promotions is the first day of the next academic year for 9 month positions.
  3. For action 'D', AP or DC must be the last Reason Code on both the 'To' Position and the 'From' Position. If DC is the last Reason Code, then RC must be the next to the last Reason Code.
  4. Both the 'From' and the 'To' records must be non-classified.
  5. The following Reason Codes are allowable as same day updates for both the 'To' and the 'From' Position for reason code AP.
  6. There can be no later dated records for the To Position. A DC on the From Position will be copied to the To Position, then the DC on the From Position will be deleted.

Processing

In the case of a reclassification, these changes are made once the Class Compensation Officer has reviewed a Position (which will become the From Position) and determined that the duties outlined in the PCQ are not consistent with the State's definition of duties for that Occupation. The To Position will come from the unallocated pool, and itself may may have come from the State pool of positions through the crossgrade (trade up or down a grade) process. These transactions are external to this command.

In the case of an academic promotion, these changes are made when the Class Compensation Officer receives the list of eligible employees from Academic Affairs. This would be the same list submitted to the Board of Trustees for approval. The Class Compensation Officer will determine the To Position in advance in the unallocated pool to ensure that none of the From Positions are reused in the process, since it is possible that the record must be deleted, which could set off a chain reaction.

The system assigns values to the following fields on the To Position

  1. From Position - Identifies the Position from which the To Position was reclassified or promoted. This value is set to the value of the Position in the banner.
  2. Allocated BU - Set to the Allocated BU of the From Position.
  3. Employee ID - Set to the Employee ID of the From Position.
  4. Employee Position Percent - Set to the Employee Position Percent of the From Position. This value can not be greater than the Position Percent.
  5. Cost Center Distribution and Percent - Set to the values on the From Position..
  6. Academic Title Modifier - Set to the values on the From Position..
The system assigns values to the following fields on the From Position..
  1. To Position - Identifies the Position to which the Position was reclassified or promoted. This value is set to the value of the To Position in the banner.
  2. Leave Eligibililty Code - Set based on the following combinations of Occupation Code and Appointment Period:
  3. Non-Exempt Code - Set to current value on Occupation Table
  4. Extra Time Straight Rate Code - Set to current value on Occupation Table
  5. Other Data - The following fields have their values set to blank:

Changes to the Budget File

The CTRA function will always update the future year Position-Budget file by "substituting" the To Position number for the From Position number. The future fiscal year is determined by checking the Latest Budget Year on the Control file. Current year records are not affected.

The "Adj Bgt" banner key defaults the value to 'N' for reason code "RC". The Human Resource personnel must set the "Adj Bgt" flag to 'Y' for yes if the reclassification was state mandated. If the reclassification was initiated by the department the "Adj Bgt" flag must be kept at the value of 'N' for no. The "Adj Bgt" flag controls the program in adjusting the salary budget for the future budget cycle. In the case of a reclassification (reason code "RC") and the annual salary changes the system will check the "Adjust Budget?" flag. If 'Y' the program will prorate the increase/decrease in salary to the position budget source records and the respective BU Balance Anticipated and Sum Position Budget balances. If the position changes salary categories (e.g. classified to non-classified), the system generates these changes in the BU Balance Budget files.

If the "Adjust Budget" flag is set to 'N' the program will not change (increase or decrease) the position budget source records and the BU balance Anticipated and Sum Position Budget balances.

The CTRA program sets the "Adj Bgt" banner key value to 'Y' for reason code "AP". Note, however, the adjustments to annual salary and the position budget and BU Balance do not occur until the annual budget cycle when the budget officers effect their changes to salary and position budgets on function PBMC.

Action 'Delete' provides for a system-generated change to position budgets to the original funding levels and posts those changes to the BU Balance anticipated and sum position budget balances only if the "Adj Bgt" flag is correctly set by the user to the same value the original CTRA record was initiated with.

Related topics

SALI - SALary Increase

Figure 15 is an example of the screen presented during processing of the SALI function.

Figure 15. Data Entry Screen - SALI


 Make changes and press ENTER to validate
  PBOSALI 1 DEMO    SALary Increase (CO,CS,LM,MI,NE,OM) - SALI    04/10/97 13:27
  Command:      Action: U Position: 3202  Emp ID:             Date: 04/01/1997
  BU:      CCC:                    Reason CD: MI
 -------------------------------------------------------------------------------
   Action: U Position: 3202                             Begin Date: 04/01/1997
                                                        End   Date: 12/31/2099
       Occupation Code: K153 Secretary II
       Appointment Period: 12                 Job Grade: 13
       Position Percent: 100                  Hrly Appt: N

       Allocated BU: BAEG BIO & AGRI ENGINEERING
       Emp ID: 900229 Frog, Frank/
       Emp Position Pct: 100                  On LWOP: N
                                              On Shift/Diff: N

       Spec Rate Req:                         Annual Salary:  14700
       Merit Percent Increase:


   Comment:              Begin Reason 1 of  1: PD Promotion/Demotion

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             NextR       Save

The following sections describe the Salary Increase function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The Salary Increase (SALI) function allows Budget Office and Human Resources personnel to effect changes to individual employee records. Such changes are required when problems occur in batch processing (e.g., COLA), or when retroactive position record changes necessitate the removal and re-entry of a single COLA. Additionally, the SALI command supports adjustments to individual employee salaries for Performance Evaluation Merit Increases for staff members who receive scores of 400 or higher, or to ensure that salaries meet newly established rates for Labor Market or New Entry level approvals. Finally, the SALI command is used to mark position records as eligible for employee salaries greater than Line-Item maximum * (Appt. % * .01), and to correct salaries for employees holding multiple appointments.

Changes may be dated in the following manner:

To become effective without retroactive corrections, the changes must be input prior to the cutoff date for the related payroll, which is shown on the Payroll CALendar (PCAL) function.

Access and Security

SALI will be available only to specified staff members in Human Resources and the Budget Office.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U} 16
Delete {D} 17

Validations

Common validations

  1. A valid EMP-ID must be on the record.
  2. Comment is optional.
  3. For action 'D', the Reason Code entered in the banner must be the last Reason Code on the record for that date.
  4. For action 'U' or 'D', no later-dated records other than DC or LE may exist.
  5. For action 'U' or 'D', a single Reason Code may not be repeated for a particular date.
  6. For action 'U' or 'D', the TARGET TXN PENDING flag for PACT cannot be set to 'P'.

Later Dated Records validations

The following Reason Codes are allowable on later dated records:

Cost of Living Adjustments (CO) validations

  1. For a Non-Classified employee, the calculated Annual Salary may not exceed LIM * (Emp Appt % * .01) unless the SRR flag is set to 'O', indicating Board of Trustees approval. In this instance, the Annual Salary may exceed LIM by the amount entered on the Control Data (CTLD) table.
  2. The following Reason Codes are allowable as Same Day updates when the CO change is processed first:

Classified Salary change (CS) validations

  1. This Reason Code is valid only for Classified positions.
  2. The Annual Salary must be greater than or equal to entry level.
  3. The following Reason Codes are allowable as Same Day updates when the CS change is processed first

Labor Market (LM) validations

  1. This Reason Code is valid only for Classified positions.
  2. The Annual Salary must be >= Entry Level and <= Labor Market Salary as shown on OCC.
  3. The following Reason Codes are allowable as Same Day updates when the LM change is processed first:

Merit Increase (MI) validations

  1. This Reason Code is valid only for Classified positions.
  2. The Merit Percent Increase entered must > 0 and <= the value entered in Control Data Maintenance (CTLD).
  3. The following Reason Codes are allowable as Same Day updates when the MI change is processed first:

New Entry (NE) validations

  1. This Reason Code is only valid for Classified positions.
  2. The Annual Salary must equal the "minimum" value for the position's grade as shown on JOBG.
  3. The following Reason Codes are allowable as Same Day updates when the NE is processed first:

Over line item Maximum (OM) validations

  1. This reason is only valid for Non-classified positions.
  2. The following Reason Codes are allowable as Same Day updates when the OM change is processed first.

Processing

Changes to Later Dated Records

Field values for Later Dated DC and LE records should be set to match those of the earlier record being changed through the current update. Specifically, the following changes should occur on the later DC/LE record(s):

Changes to the Budget File

When Human Resources personnel enter changes to the employee's annual salary using Reason Code 'MI' (Merit Increase), 'NE' (New Entry), and 'CO' (Cost of Living Adjustment) the system should make the Budget changes which are necessary for the next fiscal budget year (indicated as the latest budget year on CTLD). The Position Budget is updated by the amount of the net change in annual salary and prorates this amount over the budget funding that exists on the Position Budget record at the time of the update. Based on the changes made to the Position Budget, corresponding changes will be made to the Anticipated BU Budget and the Sum Position Budget on the BU Budget file. In the case where the position funding type indicates a 'U' for Unfunded, no updates are made to the BU Balance file. When the position funding type is 'S' for Soft the program only updates the Sum Position Budget amount and does not affect the Anticipated Budget amount. Currently, soft budgets are not maintained in the BU Balance file.

An action Delete results in the system performing the same calculations to the existing current position budget and BU Budget balances (in effect, 'undoing' what the orignal MI, CO, or NE created). It is assumed the deletes will take place fairly soon after the original MI, CO or NE was initiated and prior to any updates on PBM.

Cost of Living Adjustment (CO) Process

  1. The user enters a percentage increase into the COLA Percent Increase field, and the system calculates the new Annual Salary = previous value * 1.xxxx where xxxx = the percentage entered. There is an edit to warn the user when the percentage entered exceeds twenty (20) percent. This calculation takes place at ENTER or at PF10.
  2. For a Classified employee, if the percentage increase results in a calculated salary > LIM * (Emp Appt % * .01) the system will display the LIM and the difference between LIM and the calculated salary (the "lump sum" payment) as non-stored, display fields.
  3. The full, calculated salary is stored in the Annual Salary field, and the SRR flag is set to 'S'.
  4. For records where the SRR flag = 'S' the pay routine sends only the salary amount equal to the portion of LIM appropriate for the pay period (1/12 of LIM for monthly pay).
  5. All fields have their values carried from the existing record to the new one with the following exceptions:

Classified Salary change (CS) process

  1. All fields have their values carried from the existing record to the new one with the following exceptions:

Labor Market (LM) Process

  1. All fields have their values carried from the existing record to the new one with the following exceptions:

Merit Increase (MI) Process

  1. The user enters a percentage increase into the Merit Percent Increase field, and the system calculates the new Annual Salary = previous value * 1.xxxx where xxxx = the percentage entered. This calculation takes place at ENTER or at PF10.
  2. If the calculated Annual Salary > LIM, the SRR flag is set to 'S' and the full, calculated value is stored. difference between LIM and the calculated salary (the "lump sum" payment) as non-stored, display fields.
  3. For records where the SRR flag = 'S' the pay routine sends only the salary amount equal to the portion of LIM appropriate for the pay period (1/12 of LIM for monthly pay).
  4. All fields have their values carried from the existing record to the new one with the following exceptions:

New Entry level (NE) process

  1. All fields have their values carried from the existing record to the new one with the following exceptions:

Over line item Maximum (OM) process

  1. All fields have their values carried from the existing record to the new one with the following exceptions:

Retroactive Records

When a change is processed after the cutoff date listed on the Payroll CALendar (PCAL) function, the system will evaluate whether or not employee pay is affected. For those changes where employee pay is affected, the system will mark the record so that it shows up on a list of records which are different than originally paid. Payroll staff will use this list to evaluate the situation, and will manually process either supplemental pay or cash receipt adjustments to correct the employee's pay.

Related Topics

SLEP - Set Leave Eligibility for a Position

Figure 16 is an example of the screen presented during processing of the SLEP function.

Figure 16. Data Entry Screen - SLEP


 Please enter new key fields
   Update performed for Position No.  5377 for 04/17/1997    SLEP 05/16/97 11:05
  Command:      Action: U Position: 5377  Emp-ID: 121542      Date: 04/17/1997
  BU: ARKU CCC:
 -------------------------------------------------------------------------------
   Action: U  Position: 5377                          Begin Date: 04/17/1997
                                                      End   Date: 12/31/2099

        Occupation Code: G001 Agriculture Lab Technician
        Appt Period: 12          Hrly Appt: N         Target Pending:
        Allocated BU: AGRN       Student: N

             Emp ID:  121542 Kent, William/D.
             Emp Pct: 100

        Leave Eligibility Cd:   N
        Non-exempt (Y/N):       Y
        ET Straight Rate (Y/N): Y

  Comment:              Begin reason 1 of  1: LE
  Will work in the field, ET will be at straight rate.

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                          NextR

The following sections describe the Set Leave Eligibility for a Position function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The SLEP function allows the Class/Comp Director(s) to set leave and extra-time eligibility for a position. This eligibility will be set when Class/Comp determines, based upon information from the PCQ and from job audits, that a particular position should have different eligibility than that established in the position master.

Access and Security

SLEP will be updated exclusively by the Classification Compensation unit in the Human Resources office, although general campus users may view the data.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Delete {D}

Validations

  1. Position must be a valid Position established on the Position Master File and may be filled (with an Emp ID) or unfilled.
  2. Date should be no more than 46 days in the past. This is because the Leave system will not use the information which is past the leave cut-off for the month.
  3. Date should be no more than 120 days in the future.
  4. Comment is required.
  5. The system defaults values to the following fields on the position. These fields are modifiable by the Classification/Compensation unit in Human Resources.

Same Day Dated Records

The following Reason CDs are allowable as same day updates when LE is the existing Reason CD.
AB Allocate BU
AP Academic Promotion
CO Cost of Living
CD Cross Grade/Down Grade
CP Change Position
DC Distribution Change
EE End Employment
EP Employee Percent
LC Lateral Change
LM Labor Market
LW Leave Without Pay
MI Merit Increase
NE New Entry Level
NH New Hire
NS Non-Classified Salary Increase
OC Off campus Duty Assignment
OM Over Max
PD Promotion/Demotion
RC Reclassification
SD Shift Differential

Later Dated Records

AB Allocate BU
CO Cost of Living
CP Change Position
DC Distribution Change
EE End Employment
EP Employee Percent Change
LC Lateral Change
LM Labor Market
LW Leave Without Pay
MI Merit Increase
NE New Entry Level
NH New Hire
NS Non-classified Salary Increase
OC Off Campus Duty Assignment
OM Over Max
PD Promotion/Demotion
SD Shift Differential

Processing

The Reason CD will be LE (Leave Eligibility). This is a defaulted value.

Changes to the budget file

None.

Special Processing

Since changes made on the SLEP command are position based rather than employee related, the codes will remain as set until changed again by the Class/Comp Director. Therefore, when an EE - End Employment is processed, these fields will remain as they have been set. Only when the position is returned to the pool should these three fields be reset to match those established on OCC.

Retroactive records

Retroactive changes of these codes will not change anything about the way an employee has been paid nor will it affect prior leave accruals. Monthly balance adjustments will need to be completed to adjust prior month's accruals. For extra time which is already paid based upon prior information, Class/Comp will need to evaluate whether additional money is due or whether a cash receipt is required. The changes will affect records for the open pay period and forward. If extra time has been entered for a Position, but has not been submitted, the Class/Comp group can request that the department update the extra-time record after the change to the extra time flags are made. A Position that is not normally eligible for overtime, after being set to Non-Exempt = Y, shall show up in the Leave system as eligible. If a change is made to the Leave Eligibility Cd then the leave system shall begin accruing the new leave rate with the next open month.

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
Reason CDs Short description of all the reason codes.
The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS view a Position record
POSM Position Master
SLEP Set Leave Eligibility for a Position
SADE Set Accrual Dates for an Employee
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

SUNE - Set Up New Employee

Figure 17 is an example of the screen presented during processing of the SUNE function.

Figure 17. Data Entry Screen - SUNE


  PBOSUNE 1 DEMO            Set Up New Employee - SUNE            02/04/97 09:11
  Command:      Action: A Pos:       Emp ID: 900013      Date: 12/01/1996
  BU:      CCC:                    SSN: 777-88-9999
 -------------------------------------------------------------------------------
 Action: V  SSN: 777-88-9999   Tester, Pike House

 Emp ID: 900013

 First Name : Pike                       Name and Address is
 Middle Name: House                      from the SUNE screen
 Last Name  : Tester

 Address: 320 Arkansas Ave
 City   : Fayetteville
 State  : AR Zip: 72701
                               Appt Check Distribution BU:
 Gender(F/M): M              Hourly Check Distribution BU: HMRS
 Racial/Ethnic: W                   Date of Birth: 02/04/1961

                                        Updated: 02/04/97 09:11 By: PAY04

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt                         Save

The following sections describe the Set Up New Employee function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The SUNE command is used to establish an employee ID and to gather all of the information necessary to add that employee to the database. SUNE will also send the necessary transactions to MSA Payroll for set up in that system. When MSA Payroll is replaced, SUNE will still serve as a method for establishing a new employee in the database. The employing department will initiate the addition of the new employee. The system will assign the next available employee ID when the PF10 key is pressed.

Access and Security

SUNE will be available to all campus users but with the following limitations:

Key Fields Required in the Banner

Valid Actions

View {V} 19
Add {A} 20

Validations

  1. The SSN must not be on the database with an Emp ID in order to perform an add.
  2. For Action V, the employee must be on the database with an Emp ID that has been established for the user's BU.
  3. For the Name fields, initials are acceptable.
  4. Hourly Check Distribution BU must be valid BU on ML25 table.
  5. Gender (F/M), must choose one.
  6. Date of Birth, must be over the age of 14. 21
  7. Racial/Ethnic, value may be picked from a list:
    W White
    B Black
    HIS Hispanic
    AA Asian or Pacific Islander
    AI American Indian or Alaskan Native

Processing

  1. If the I9DF has been entered by Human Resources personnel, then name and address will default from it and be non-modifiable.
  2. If a W4 has been entered, then the name and address from it will default to these fields and be non-modifiable.
  3. The I9DF name and address has precedence over any name and address that might be entered by the departmental user, and the W4 name and address has precedence over the I9DF name and address.
  4. After initial setup, the departmental leave representative may change the employee's address on DIRM for the employee without the requirement of additional paperwork, so DIRM will overlay any previous address.
  5. Appt Check Distribution BU will be set from the code entered in the employment BU field.
  6. If an I9DF has not been entered, the levels 3 & 4 will be ZZZ9, so that the check will be routed to the Treasurer's Office for pick-up after completion of an I9. If an I9DF has been entered, the levels will revert to the ones on ML25, and the check will be delivered to the department for pick-up
  7. A warning message will display if the current Date minus Date of Birth is less than 16. This is not an error, and the user may F10 past it. This message serves as a reminder that a certificate from the Labor Board must be on file for each worker between the ages of 14 and 16.
  8. Upon pressing PF10, the system will assign an Emp ID to a new employee who passes the age restrictions.

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Same Day and Later Day Dated Records Description of why special processing is required.
The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS view a POSition record
PACT Personnel ACTion
DIST Distribution Change
PAYS PAY Status
SADE Set Accrual Dates for an Employee
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

SADE - Set Accrual Dates for an Employee

Figure 18 is an example of the screen presented during processing of the SADE function.

Figure 18. Data Entry Screen - SADE


 Emp ID 100517 displayed; please enter new key fields
  PBOSADE 1 DEMO     Set Accrual Dates for an Employee - SADE     04/25/97 11:01
  Command:      Action: V Position:       Emp ID: 100517      Date: 04/21/1997
  BU:      CCC:
 -------------------------------------------------------------------------------
   Action: V    Emp ID: 100517 Schambach, Frank/F

   Position No:                                 Employee Position Pct:


   Occ Cd:                                                  Job Grade:
   BU:                        Appt Period:                  Hourly Appt:


   Career Service Date: 07/01/1968     Anniversary Date: 07/01/1968
   Yrs. for Career Service:   28       Date Base Leave Accrual: 07/01/1968
   U of A Service Date: 07/01/1968     Date Base Retirement: 10/01/1971
   Pre-PSB Date Hired: 07/01/1968      Pre-PSB Date Terminated:

   Comment:


 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                          NextR

The following sections describe Set Accrual Dates for an Employee:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The Set Accrual Dates for an Employee function is used to adjust accrual dates for an individual In cases where the employee has changed classifications, or has prior State Service, the Class/Compensation Officer must exercise discretion in determining which dates are appropriate. Changes to the dates made on this command will require coordination and verification of service dates and receipt of proper paperwork.

Access and Security

SADE will be updated and maintained exclusively by Human Resources personnel, although general campus users may view the data.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Validations

The SADE function employs the following validations:

Processing

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
Reason Codes Short description of all the reason codes.
Alternate Entry Formats Valid entry formats for dates and cost centers
The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS view a POSition record
PACT Personnel ACTion
SADE Set Accrual Dates for an Employee
LRWB List Reasons for a Week for a Budgetary Unit
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

RDP - Retroactive Deleted Positions

Figure 19 is an example of the screen presented during processing of the RDP function.

Figure 19. Retroactive Deleted Position - RDP


 Please enter new key fields
  PBORDP  2 DEMO        Retroactive Deleted Positions - RDP       02/04/97 14:47
  Command:      Action: V Position: 1275  Emp ID:             Date: 12/01/1996
  BU:      CCC:                    Time: 12/09/1996 14:29:09.2
 -------------------------------------------------------------------------------
 Position No: 1275  Time Deleted: 12/09/1996 14:29:09.2 by: PAY02
        Deleted record was also retroactive: 12/09/1996 14:28
        Effective from: 08/15/1996 thru 12/31/2099

 Deleted
 Reason: EP Employee Pct Appt Change  12/09/96 14:28 PAY02
        Chge %

 Allocated BU: GEOL GEOLOGY                     Position Pct: 100

 Emp ID: 126416 Nottenkamper, Cynthia/A.         Academic Title Mod:
 Emp Pos Pct: 50  Emp Annual Salary:   8,331

 Non-exempt: Y  Shift Differential:           Special Rate Request:
 LWOP:          Summer Appointment:           Off Campus Duty Assignment:

 Change effected from position:         / to position:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   Q/Nxt

The following sections describe the RDP function:

"Purpose"
"Access And Security"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

RDP provides a permanent on-line record of positions that have been deleted after the time of the extract to MSA. RDP is an auditing tool which payroll will use to help determine the need for processing corrections to an employee's pay. It is used in conjunction with other records so that a thorough investigation can be made.

Access And Security

RDP will be available to Human Resources for payroll purposes.

Key Fields Required in the Banner

Note: Since you must use the exact date and time of the delete, you should first go to LRDP and suspend from there.

Processing

If a record is deleted after the time of the extract for the pay period which is inclusive of the begin date of the record, that record will appear on RDP. This gives us a permanent record in PSB for auditing purposes. It is payroll's job to research how the employee was paid and determine, based on the position records, what type of correction must be made.

You may mark a record and suspend to POS where a three screen display will tell you all information about the positions that are now effective for the same time frame as the deleted record. In the decode display (for the time period covered by the deleted record), the proper dollar amount that should be paid is shown. The Labor system has a record of the amounts that were originally processed for the past pay periods. The Labor information, together with the information on RDP and on POS/POSI, allows you to calculate whether more money is due the employee or whether money must be recovered.

Related Topics

The following commands perform processing functions related to the LRDP function. For information on these commands, press PF1 while the cursor is in the Command field of these screens:
POS Position
LDTP List Different Than Paid
LRDP List Retroactive Deleted Positions

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

POSI - POSition Inquiry (sequence comparison)

Figure 20 is an example of the screen presented during processing of the POSI function.

Figure 20. POSI - POSition Inquiry


 Press PF8 to view next screen or enter new keys
  PBOPOSI 1 DEMO   POSition Inquiry (sequence comparison) - POSI  02/03/97 16:02
  Command:      Action: V Position: 1712  Emp ID:             Date: 01/14/1997
  BU:      CCC:
 ---------------------------------------------------------------- Screen: 1 of 2
 Position No: 1712  Occ: N290 Graphic Artist II                12 mo. HA: N S: N

               01/01/1997 - 01/14/1997    Y |       01/15/1997 - 01/21/1997    Y
 From/To Pos:    1043       /               |         1043       / 1707
 BU/PosPct/NE:   ANTH / 100 / Y             |         ANTH / 100 / Y
 Employee:       102152 Pottinger, Joan/D.  |         102152 Pottinger, Joan/D.
 Em%/ATM/SAL/Lv: 50   /     /  16,500  / C  |         100  /     /  33,000  / C
 TT/LwSd  OcSrE:   / N / N     /   /   / N  |           / N / N /   /   /   / N
                                            |
  B R 1: DC on: 02/03/97 11:38 by: PAY02    | DC on: 02/03/97 16:00 by: PAY02
  e e                                       | Library funding
  g a 2:                                    | DC     02/03/97 11:38     PAY02
  i s                                       |
  n o 3:                                    | EP     02/03/97 11:18     PAY02
    n                                       | Going back full time
    s 4:                                    |
                                            |
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                    PrevR NextS
Figure 21 is an example of the second screen presented during processing of the POSI function.

Figure 21. POSI - POSition Inquiry, screen 2.


 Please enter new key fields
  PBOPOSI 1 DEMO   POSition Inquiry (sequence comparison) - POSI  02/03/97 16:02
  Command:      Action: V Position: 1712  Emp ID:             Date: 01/14/1997
  BU:      CCC:
 -------------------------------------------------------------------------------
 Position No: 1712  Occ: N290 Graphic Artist II                    Screen 2 of 2


          01/01/1997 - 01/14/1997     |          01/15/1997 - 01/21/1997
 CCC: 0102 02130-61-0000 %: 100.00000 | CCC: 0102 04090-41-0000 %: 100.00000
                                      |
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 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                    PrevS NextR

The following sections describe the POSI function:

"Purpose"
"Key Fields Required in the Banner".

Purpose

The POSI command provides a sequence comparision of a position record. The side-by-side orientation of the screen layout allows one to easily see the changes in the record that have occurred. The first screen displays position information and the audit log. The second screen displays the cost center distribution associated with each record.

Key Fields Required in the Banner

LPBD - List Positions for a BU and Date by occ

Figure 22 is an example of the screen presented during processing of the LPBD function.

Figure 22. List Positions for a BU and Date by occ-LPBD


  PBOLPBD 1       LIST POSITIONS FOR A BU AND DATE BY OCC - LPBD  02/06/97 16:57
  Command:      Action: V Position:       Emp ID:             Date: 04/21/1997
  BU: COEX CCC:                    Occ Cd:
 -------------------------------------------------------------------------------
    List Positions for BU: COEX effective 04/21/1997 starting from Occ cd

    ------------- Occupation ----------- ------- Position -------- T -Employee-
    Code             Title            GD Number Begin      End     P   ID   Pct
  _ A108 Accounting Tech II           15 5644  04/21/96 12/31/2099          100
  _ A108 Accounting Tech II           15 5707  04/21/96 12/31/2099           50
  _ C011 Switchboard Operator II      9  5645  04/21/96 12/31/2099          100
  _ G045 Equipment Operator I         8  5305  04/21/96 12/31/2099   136887 100
  _ G171 Custodial Worker I           3  5646  04/21/96 12/31/2099          100
  _ G171 Custodial Worker I           3  5647  04/21/96 12/31/2099          100
  _ K006 Data Entry Specialist        10 5651  04/21/96 12/31/2099          100
  _ K023 Clerk Typist                 10 5231  04/21/96 04/25/1997   113813  50
  _ K023 Clerk Typist                 10 5352  04/21/96 12/31/2099   127168  50
  _ K023 Clerk Typist                 10 5368  04/21/96 12/31/2099   128626  50
 Default command selected: POS
  Position records     1 thru    10 displayed;    1 accessed but not effective

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Forwd
 Select an entry, PF8 to page forward, or enter new keys
Figure 23 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 23. Decode window for LPBD


  PBOLPBD 1       LIST POSITIONS FOR A BU AND DATE BY OCC - LPBD  02/06/97 16:57
  Command:      Action: V Position:       Emp ID:             Date: 04/21/1997
  BU: COEX CCC:                    Occ Cd:
 -------------------------------------------------------------------------------
    List Positions for BU: COEX effective 04/21/1997 starting from Occ cd

    ------                                                   ----- T -Employee-
    Code                Employee Name             S/D LWOP   d     P   ID   Pct
  _ A108 A                                         N   N     /2099          100
  _ A108 A                                         N   N     /2099           50
  _ C011 S                                         N   N     /2099          100
  _ G045 E    Wood, Troy/E.                        N   N     /2099   136887 100
  _ G171 C                                         N   N     /2099          100
  _ G171 C                                         N   N     /2099          100
  _ K006 D                                         N   N     /2099          100
  _ K023 C    Smith, Martha/M                      N   N     /1997   113813  50
  _ K023 C    Smallwood, Janet/D.                  N   N     /2099   127168  50
  _ K023 C    Beene, Rebekah/M.                    N   N     /2099   128626  50
 Default c   Press ENTER to continue
  Position                                                   but not effective

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Forwd
 Select an entry, PF8 to page forward, or enter new keys

The following sections describe the LPBD function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists positions for a BU that are effective for a Date and Occ CD. Press PF4 for a list of employees' names that are associated with the positions for this list.

Key Fields Required in the Banner

Processing

When the Occ Cd is left blank, all positions effective on the Date entered will be displayed. If the Occ Cd is entered, then it is used as a starting value for the display. Unallocated positions have a blank BU, so leaving the BU blank in the banner will list all unallocated positions for a Date and Occ CD. The POS function is defaulted for a suspend unless another Command is entered in the banner prior to pressing PF2.

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Date Records Description of how effective dated records work, as well as how actions work with records.

The following commands perform processing functions related to the LPBD function. For information on these commands, press PF1 while the cursor is in the Command field of these screens:

POS View a Position record
POSI Position Inquiry (sequence comparison)

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LEBN - List Employees for a BU & date by Name

Figure 24 is an example of the screen presented during processing of the LEBN function.

Figure 24. List Employee for a BU & date by Name - LEBN


  PBOLEBN 1 DEMO   List Employees for a Bu & date by Name - LEBN  02/03/97 12:12
  Command:      Action: V Position:       Emp ID:             Date: 12/01/1996
  BU: ARKU CCC:                    Name:
 -------------------------------------------------------------------------------
 List Employees for BU: ARKU effective 12/01/1996
     starting from Name:

    ----------------- Employee ---------------- Occ  -------- Position ------- T
    Name                               ID   Pct Code Number Begin      End     P
  _ Abel, Troy L                     124964 100 G035 1254  04/21/96 12/31/2099
  _ Anderson, Nianzer E              125187 100 Z725 1257  04/21/96 12/31/2099
  _ Babbitt, Robyn O.                137225  50 2265 1117  04/21/96 12/31/2099
  _ Bell, Amy D.                     127520 100 K041 1287  12/01/96 01/31/1997
  _ Chappell, Mary A.                119688 100 G035 1696  08/03/96 12/31/2099
  _ Clark, Mark A                    120205 100 G169 1219  04/21/96 12/18/1996
  _ Combs, Linda F                   115570 100 H049 1178  04/21/96 02/01/1997
  _ Duncan, T. Lea                   116418 100 K149 1189  04/21/96 10/20/1997
  _ Etchart, Michelle R.             132451 100 R144 1343  04/21/96 12/31/2099
  _ Frederick, Dennis A              115010 100 G079 1171  04/21/96 12/31/2099
 Default command selection: POS
      Employees     1 thru    10 displayed;   10 accessed but not effective
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Forwd
 Select an entry, PF8 to page forward, or enter new keys
Figure 25 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 25. Decode window for LEBN


  PBOLEBN 1 DEMO   List Employees for a Bu & date by Name - LEBN  02/03/97 14:06
  Command:      Action: V Position:       Emp ID:             Date: 12/01/1996
  BU: ARKU CCC:                    Name:
 -------------------------------------------------------------------------------
 List Employees for BU: ARKU effective 12/01/1996
     starting from Name:

    ----------------- Employee ----              Occupation De-Code
    Name                              Code Title                         Grade
  _ Abel, Troy L                      G035 Custodial Worker II              4
  _ Anderson, Nianzer E               Z725 UAF Dir Of Student Union        24
  _ Babbitt, Robyn O.                 2265 Graduate Assistant
  _ Bell, Amy D.                      K041 Administrative Secretary        14
  _ Chappell, Mary A.                 G035 Custodial Worker II              4
  _ Clark, Mark A                     G169 Custodial Supervisor I           6
  _ Combs, Linda F                    H049 Supervisor Of Cooking           13
  _ Duncan, T. Lea                    K149 Cashier I                        9
  _ Etchart, Michelle R.              R144 Program Coordinator             20
  _ Frederick, Dennis A               G079 Coordinator of Housekeeping     16
 Default command selection: POS       Press ENTER to continue
      Employees     1 thru    10 di
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Forwd
 Select an entry, PF8 to page forward, or enter new keys

The following sections describe the LEBN function:

"Purpose"
"Key Fields Required in Banner"
"Related Topics".

Purpose

This function lists all employees for a BU and Date by Name. When Name is left blank, all employees effective on the entered Date will be displayed. If a Name is entered, it is used as a starting value for the display. The POS function is defaulted for a suspend unless another Command is entered in the banner prior to pressing PF2.

Key Fields Required in Banner

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.

LPCC - List Positions by Cost Center

Figure 26 is an example of the screen presented during processing of the LPCC function.

Figure 26. List Positions by Cost Center - LPCC


 Select an entry, press PF8 to page forward, or enter new keys
 PBOLPCC           List Positions for a Cost Center - LPCC      01/18/96 08:51
 Command: LPCC Action: V Position:         Emp ID:            Date: 01/18/1996
 -------------------------------------------------------------------------------
List Positions for CCC: ASSOCIATE VICE-CHANCELLOR FOR FINANCE    for 12/01/1996

   Occ   -------- Position -----------      TG         Emp    - Distribution --
  Code   No.   Begin Date   End Date  LWOP Pnd  BU     ID     Percent  Amount
_ A106  1301   04/21/1996  12/31/2099   N   N  AVCB  128757   50.00000   6,980
_ A111  1226   04/21/1996  12/31/2099   N   N  AVCF  120551  100.00000  21,436
_ A111  1238   04/21/1996  12/31/2099   N   N  AVCF  123157  100.00000  21,798
_ 1552  1172   04/21/1996  12/31/2099   N   N  AVCF  115091  100.00000  53,473
_ 2113  1356   04/21/1996  12/31/2099   N   N  AVCF  133213  100.00000  44,205
_ 2117  1359   12/05/1996  12/07/1996   N   N  AVCF  133552  100.00000  33,475
_ 2117  1359   12/08/1996  12/09/1996   Y   N  AVCF  133552  100.00000  33,475
_ 2117  1359   12/13/1996  12/13/1996   Y   N  AVCF  133552  100.00000  33,475
_ 2117  1359   12/18/1996  12/19/1996   Y   N  AVCF  133552  100.00000  43,475
_ 2117  1359   12/20/1996  12/24/1996   N   N  AVCF  133552  100.00000  43,475
          Positions __1__ thru __10_ of __25___ displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextS
Figure 27 is an example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 27. Decode window for LPCC


 ----------------------------------------------------------------------
 | Press ENTER to continue                                            |ution
 |  Employee Name                       Occupation Title              | Amount
 |  Goodson, Clotho/W.                  Accounting Tech I             |   6,980
 |  Smith, Stephanie/A.                 Accountant                    |  21,436
 |  Harrison, Janice/K.                 Accountant                    |  21,798
 |  Stolfi, Larrie/D                    Controller                    |  53,473
 |  Briney, Colleen/M.                  Project/Program Manager       |  44,205
 |  Campbell, Peter/C                   Project/Program Specialist    |  33,475
 |  Campbell, Peter/C                   Project/Program Specialist    |  33,475
 |  Campbell, Peter/C                   Project/Program Specialist    |  33,475
 |  Campbell, Peter/C                   Project/Program Specialist    |  43,475
 |____________________________________________________________________|
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextS

The following sections describe the LPCC function:

"Purpose"
"Key Fields Required in the Banner"
"Related Topics"

Purpose

This function lists all positions for a CCC and Date by Occ CD. This function can be used to list all positions which currently use the cost center for pay distributions effective for a Date. In the case where the End Date of 12/31/2099 is input, the function lists all current and later dated position records which use the CCC. When the Occ Cd is left blank, all positions effective on the entered Date will be displayed. If Occ Cd is entered, it is used as a starting value for the display.

Note: The Occ CD is not displayed even though this list is ordered by Occ CD. occupation title is displayed in its place. The DIST function is defaulted for a suspend unless another Command is entered in the banner prior to pressing PF2.

Key Fields Required in the Banner

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS view a POSition record
LPBD List Positions for a BU and Date by occupation
DIST DISTribution change
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LEP - List Employee's Positions

Figure 28 is an example of the screen presented during processing of the LEP command.

Figure 28. List Employee's Positions


 Select an entry, or enter new keys
  PBOLEP  1 DEMO          List Employee's Positions - LEP         02/03/97 11:46
  Command:      Action: V Position:       Emp ID: 102152      Date: 10/01/1996
  BU:      CCC:
 -------------------------------------------------------------------------------
  Emp ID 102152 Mottings, Joan/S.             effective on or after 10/01/1996

         --------------------- Position -------------------- TG--- Employee ---
    Cmd  Emp ID RC + Beg Date End Date Loc  Occ  AP Pct  BU  Pn Pos  Pct  Salary
  _ POS  102152 PM   04/21/96 11/30/96 FAY  2265  9  50 ANTH N  1043  50   6,400
  _ POS  102152 CP + 12/01/96 12/14/96 FAY  N290 12 100 ANTH N  1712 100  33,000
  _ POS  102152 EP   12/15/96 12/31/96 FAY  N290 12 100 ANTH N  1712  50  16,500
  _ POS  102152 DC   01/01/97 01/14/97 FAY  N290 12 100 ANTH N  1712  50  16,500
  _ POS  102152 EP + 01/15/97 01/21/97 FAY  N290 12 100 ANTH N  1712 100  33,000
  _ POS  102152 PD   01/22/97 12/31/99 FAY  N324 12 100 ANTH N  1707 100  35,640
  _
  _
  _
  _

            Employee records     1 thru      6 of 6     displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt

The following sections describe the LEP Function:

"Purpose"
"Key Fields Required in the Banner"
"Related Topics".

Purpose

The LEP function lists all position records for an employee that have a Begin Date equal to or later than the Date in the banner. This list is helpful when you know the Emp ID and want to find the position(s) occupied by that employee for a specified time frame.

Key Fields Required in the Banner

Related Topics

Information on the following topics may be selected after issuing the Command Help.

How to interpret information on a LIST .
Suspend Using the PF2 (Suspd) to suspend to related functions.
Name Search Facility Using the name search facility to retrieve an employee ID.

The following commands perform processing functions related to positions. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

POS POSition
POSI POSition Inquiry
LPBD List Positions for a BU and Date by occupation
LEBN List Employees for a BU by Name

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LTDC - List Transactions for a Distribution Change

Figure 29 is an example of the screen presented during processing of the LTDC function.

Figure 29. List Transactions for a Distribution Change - LTDC


Select an entry, or enter new keys
PBOLTDC 1 DEMO    List Txns for a Distribution Change - LTDC    08/24/96 01:54
Command:      Action: V Position: 201   Emp ID:             Date: 01/05/1996
BU:      CCC:
--------------------------------------------------------------------------d ---

List of DC transactions for Position 201
starting from date period beginning 01/05/1996
                                                             Reject
  Cmd   ---Requested--  ---By--- Action Status  --Status Set--  Code
_ DIST  07/23/96 07:38  AVCF001    U      E     07/23/96 09:55
_ DIST  07/23/96 10:09  AVCF001    U      E     07/23/96 10:21
_ DIST  07/23/96 10:44  AVCF001    U      E     07/23/96 10:46
_ DIST  07/23/96 11:11  AVCF001    U      E     07/23/96 11:13
_ DIST  07/23/96 16:18  PAY02      U      R     07/24/96 08:08    D
_ DIST  07/23/96 09:57  AVCF001    U      W     07/23/96 09:58

Transactions      1 thru     6 of     6 are displayed

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
     Help  Suspd Quit        RStrt

The following sections describe the LTDC function:

"Purpose"
"Key Fields Required in the Banner"
"Related Topics".

Purpose

LTDC (List Transactions for a Distribution Change) allows the user to track the activity of a distribution change. The list gives information including the status of the transaction, time and date of initiation of the transaction and when the current status was set.

Key Fields Required in the Banner

Related Topics

Information on the following topics may be selected after issuing the Command Help:

Effective Dated Records

Description of how effectively dated records work, as well as how actions work with these records.

Alternate Entry Formats

Valid entry formats for dates and cost centers is required.

How to Change a Distribution

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

POS view a POSition record
DIST DISTistribution change
SADE Set Accrual Dates for an Employee
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LTPA - List Transactions for a Personnel Action

Figure 30 is an example of the screen presented during processing of the LTPA function.

Figure 30. List Transactions for a Personnel Action - LTPA


 Select an entry, or enter new keys
   Suspended from LPBD                                       LTPA 05/15/97 18:26
  Command:      Action: V Position: 4638  Emp ID: 900260      Date: 04/21/1997
  BU: PBSF CCC:
 -------------------------------------------------------------------------------
    List of PA transactions for Position 4638
          starting from date period beginning 04/21/1997
                                                                 Reject
    Cmd   ---Requested--  ---By--- Action Status  --Status Set--  Code
  _ PACT  03/18/97 16:29  PAY02      U      E     03/19/97 10:44
  _ PACT  03/31/97 14:02  PAY02      U      E     03/31/97 14:04
  _ PACT  04/11/97 16:26  PAY02      U      W     04/11/97 16:26
  _
  _
  _
  _
  _
  _
  _

          Transactions      1 thru     3 of     3 are displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Q/Nxt

The following sections describe the LTPA function:

"Purpose"
"Key Fields Required in the Banner"
"Related Topics".

Purpose

LTPA allows the user to track the activity of a personnel action. The list gives information as to the status of the transaction, time and date of initiation of the transaction and when the current status was set.

Key Fields Required in the Banner

Related Topics

Information on the following topics may be selected after issuing the Command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
Reason Codes Short description of all the reason codes.
Deletions Description of why and how deletions are used in PSB.

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

POS view a POSition record
PACT Personnel ACTion
LPBD List Positions for a BU and Date by occupation

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LRDP - List Retroactive Deleted Positions

Figure 31 is an example of the screen presented during processing of the LRDP function.

Figure 31. List Retroactive Deleted Positions - LRDP


 Select an entry, PF8 to page forward, or enter new keys
  PBOLRDP 1 DEMO     List Retroactive Deleted Positions - LRDP    02/04/97 14:45
  Command:      Action: V Position:       Emp ID:             Date: 12/01/1996
  BU:      CCC:
 -------------------------------------------------------------------------------
      List Retroactive Deleted Positions created on or after 12/01/1996

         ---- Time of -----  ----------- Position ----------  ---- Employee ----
    Cmd  Retroactive Delete Number BR Beg Date End Date  BU     ID   Pct  Salary
  _ RDP  12/09/1996 13:23:09  1012 NS 08/15/96 12/31/99 GEOL  100392 100  75,000
  x RDP  12/09/1996 14:29:09  1275 EP 08/15/96 12/31/99 GEOL  126416  50   8,331
  _ RDP  12/09/1996 14:40:28  1009 AP 08/15/96 12/31/99
  _ RDP  12/09/1996 14:40:28  1682 AP 08/15/96 12/31/99 GEOL  136275  50   7,700
  _ RDP  12/09/1996 14:50:09  1283 NS 08/15/96 12/31/99 BADM  127322 100  55,000
  _ RDP  12/10/1996 16:40:38  1235 LE 11/01/96 12/31/99 COEX  136887 100  12,535
  _ RDP  12/11/1996 15:00:44  1123 CO 07/01/96 12/31/99 MNTB  108925 100  36,235
  _ RDP  12/11/1996 17:10:41  1060 CO 07/01/96 12/31/99 FINN  102971 100  84,094
  _ RDP  12/11/1996 17:11:42  1031 CO 07/01/96 12/31/99 ACCT  101202 100  82,351
  _ RDP  12/11/1996 17:14:43  1031 CO 07/01/96 12/31/99 ACCT  101202 100  85,613

                    RDP records     1 thru    10 displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Forwd

The following sections describe the LRDP function:

"Purpose"
"Access And Security"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

LRDP is an auditing tool which payroll uses to determine the need for processing corrections to an employee's pay. The user can suspend to RDP for more information about the record that was deleted. In some cases, no correction will be needed, so it is critical that a thorough investigation be made.

Access And Security

LRDP is available to Human Resources for payroll purposes.

Key Fields Required in the Banner

Processing

If a record is deleted after the time of the extract for the pay period which is inclusive of the Begin Date of the record, that record will appear on the LRDP list. It is payroll's job to research how the employee was paid and determine, based on the position records, what type of correction must be made.

Notice that RDP is the default command for a suspend from this command. There you can see exactly which position record was deleted.

You may mark a record and suspend to POS where a three screen display will give you all information about the positions that are now effective for the same time frame as the deleted record. In the decode display (for the time period covered by the deleted record), the proper dollar amount that should be paid is shown. The Labor system has a record of the amounts that were originally processed for the past pay periods. The Labor information, together with the information on RDP and on POS/POSI, allows you to calculate whether more money is due the employee or whether money must be recovered.

Related Topics

The following commands perform processing functions related to the LRDP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS POSition
LDTP List Different Than Paid
RDP Retroactive Deleted Positions

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LDTP - List Different Than Paid

Figure 32 is an example of the screen presented during processing of the LDTP function.

Figure 32. List Different Than Paid - LDTP


 Select an entry, or enter new keys
  PBOLDTP 1 DEMO          List Different Than Paid - LDTP         02/03/97 14:45
  Command:      Action: V Position:       Emp ID:             Date: 12/01/1996
  BU:      CCC:
 -------------------------------------------------------------------------------
      List Positions Different Than Paid created on or after 12/01/1996

         ---- Time of -----  ----------- Position ----------  ---- Employee ----
    Cmd  Retroactive Change Number BR Beg Date End Date  BU     ID   Pct  Salary
  _ POS  12/06/1996 15:32:50  1024 CS 05/21/96 12/31/99 ARCH  100757 100  23,700
  _ POS  12/06/1996 15:34:08  1122 OC 07/01/96 12/31/96 ARCH  108606 100  80,321
  _ POS  12/06/1996 15:35:50  1336 EE 05/18/96 12/31/99 ARCH
  _ POS  12/09/1996 14:34:21  1290 EE 05/16/96 12/31/99 GEOL
  _ POS  12/11/1996 17:15:41  1031 CO 08/16/96 12/31/99 ACCT  101202 100  86,020
  _ POS  12/12/1996 08:11:08  1091 MI 11/01/96 12/31/99 MNTB  105203 100  35,892
  _ POS  12/13/1996 13:37:51  1102 MI 04/22/96 12/31/99 PARK  105626 100  21,551
  _ POS  12/13/1996 15:29:34  1093 OM 07/01/96 12/31/99 PARK  105277 100  41,000
  _ POS  12/16/1996 11:38:25  1328 LE 11/01/96 12/31/99 ANTH  131087 100  41,671
  _ POS  01/27/1997 15:35:23  1245 EP 11/01/96 11/30/96 ANTH  124500  25   3,200

           DTP Position records     1 thru    10 displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt

The following sections describe the LDTP function:

"Purpose"
"Access And Security"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

LDTP is an auditing tool which payroll will use to determine the need for processing corrections to an employee's pay. The user can suspend to POS for more information about the change that was made.

Access And Security

LDTP is available to Human Resources for payroll purposes.

Key Fields Required in the Banner

Processing

If a record is updated or approved after the time of the extract for the pay period which is inclusive of the Begin Date of the record, that record will appear on the LDTP list. It is payroll's job to research how the employee was paid and determine, based on the position records, what type of correction must be made.

Notice that POS is the default command for a suspend from this command.

You may mark a record and suspend to POS where a three screen display will tell you all information about the change. In the decode display (for the time period(s) approved too late for extract), the proper dollar amount that should be paid is shown. The Labor system has a record of the amounts that were originally processed for the past pay periods. Using the information together with the information on POS allows you to calculate whether more money is due the employee or whether money must be recovered.

Related Topics

The following commands perform processing functions related to the LRDP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS Position
LRDP List Retroactive Deleted Positions
RDP Retroactive Deleted Positions

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LMOL-List Master positions for an Occupation Code & Location

Figure 33 is an example of the screen presented during processing of the LMOL function.

Figure 33. List Master positions for and Occ code & Location - LMOL


Select an entry, or enter new keys
 PBOLMOL 1 TEST  List Master positions by Occ cd and Loc - LMOL  05/23/96 16:47
 Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
 BU:      CCC:                    Occ Cd: A106 Loc: FAY
-------------------------------------------------------------------------------
               Position Masters for Occ: A106 Loc: FAY

                                          Sub     T H S --- Position Master ---
        Occupation Title          GD Loc  Loc  AP P A T  No   Beg Date End Date
 _ Accounting Tech I              12 FAY  CLAS 12 R     3758  01/05/96 12/31/99
 _
 _
 _
 _
 _
 _
 _
 _
 _

        Position Master records     1 thru     1 of 1     displayed

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt

Purpose

The LMOL function lists all positions that have been assigned for an occupation code along with the date the position was created (PM). This command will be used primarily by Classification/Compensation for tracking purposes. Occ Cd is used as a starting value for the display. The POS (POSition) function is defaulted for a suspend unless another command is entered in the banner prior to pressing PF2.

Key Fields Required in the Banner

Related Topics

Information on the following topics may be selected after issuing the command Help:
Effective Dated Records Description of how effective dated records work, as well as how actions work with these records.
Reason Codes Short description of all the reason codes.
Alternate Entry Formats Valid entry formats for dates and cost centers
Standard Validations Validations performed on data entered in PSB.
Deletions Description of why and how deletions are used in PSB.
Same Day and Later Day Dated Records Description of why special processing is required.
Budget Maint Restriction Code Use of this field in controlling the budget process.
The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS view a POSition record
POSM POSition Master
APBU Allocate Position to a Budgetary Unit
PACT Personnel ACTion
DIST DISTribution change
PAYS PAY Status
CTRA Change Title-Reclass/Academic promotion
SALI SALary Increase
SLEP Set Leave Eligibility for a Position
SUNE Set Up New Employee
SADE Set Accrual Dates for an Employee

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LMTL-List Master positions for a Type, Location & occupation code

Figure 34 is an example of the screen presented during processing of the LMTL function.

Figure 34. List Master positions for a Type, Location & occ. cd. - LMTL


 Select an entry, PF8 to page forward, or enter new keys

 PBOLMTL 1 DEMO  List Master pos by Type, Loc and occ cd - LMTL 04/29/96
 Command:     Action: U Position: 10    Emp ID: 100020  Date: 05/04/1996
 BU:      CCC:               Type: P Loc: FAY  Sub Loc:      Occ Cd:
 ------------------------------------------------------------------------
   Position Masters for Type: P Loc: FAY  Sub-Loc:      by Occupation

   Occ   JB       Sub      Date Last  Date Prov.--- Position Master ---
   Code  GD  Loc  Loc   AP    PCQ    Pos. Rnewd  No  Begin Date  End Date

 _ 2240     FAY   ACAD  12  04/15/96  05/04/96  56  01/05/1996 12/31/2099
 _ 1660     FAY   ADMN  12                      34  01/05/1996 12/31/2099
 _ 1660     FAY   ADMN  12                     179  04/01/1996 12/31/2099
 _ 1660     FAY   ADMN  12                     180  04/01/1996 12/31/2099
 _ K014 14  FAY   CLAS  12                     181  04/01/1996 12/31/2099
 _ M028 20  FAY   CLAS  12                      90  01/05/1996 12/31/2099
 _ R144 20  FAY   CLAS  12                     177  04/01/1996 12/31/2099


         Position Master records     1 thru     7 of  7    displayed


 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
       Help  Suspd Quit  DCode RStrt             Forwd
Figure 35 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 35. Decode window for LMTL


 Select an entry, PF8 to page forward, or enter new keys
 PBOLMTL 1 DEMO   List Master pos by Type, Loc and occ cd - LMTL 04/29/96
 Command:      Action: V Position:       Emp ID:        Date: 01/06/1996
 BU:      CCC:                    Type: P Loc: FAY  Sub Loc:      Occ Cd:
 ------------------------------------------------------------------------
     Position Masters for Type: P Loc: FAY  Sub-Loc:      by Occupation

    Occ      Press ENTER to continue                Position Master -----

    Code       Occupation Title        H/A  S/T    Begin Date  End Date
  _ 2240     Research Assistant        N    N     01/05/1996 12/31/2099
  _ 1660     Assoc For Administration  N    N     01/05/1996 12/31/2099
  _ 1660     Assoc For Administration  N    N     04/01/1996 12/31/2099
  _ 1660     Assoc For Administration  N    N     04/01/1996 12/31/2099
  _ K014     Library Academic Tech III N    N     04/01/1996 12/31/2099
  _ M028     Counselor II              N    N     01/05/1996 12/31/2099
  _ R144     Program Coordinator       N    N     04/01/1996 12/31/2099

        Position Master records     1 thru     7 of  7    displayed

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt             Forwd
                                                   uark.edu  16:48:59

Purpose

The LMTL function lists all positions on the Position Master by type and location for an occupation code for a date. This allows Class/Comp to easily monitor the provisional positions in use. The Date last PCQ and the Date Provisional Position Renewed will give better control and insure that required paperwork is completed in a timely manner. These dates come from dates entered on the PMAD - Position Master Audit Date command. Position type is used as a starting value for the display. With this in place, all provisionals will be grouped together, then sorted by Location, and finally occupation code. This sorting of the data allows the user to track for each location the activity for provisional positions. Decode will display the occupation title. The Position (POS) function is defaulted for a suspend unless another command is entered in the banner prior to pressing PF2.

Key Fields

The following are key fields used by the List Master positions for Type, Location & occupation code function and can be found in the banner section of the LMTL screen.

Date -

The date on which an entry is effective. All records will be selected where this date is greater than or equal to the Beginning Date and less than or equal to the Ending Date.

Occupation Code: -

A code which identifies an occupation title and the type of work done by an employee. For classified positions, this code is mandated by the State, and its first posisition is an alpha character. For non-classified positions, this code created along University guidelines and is numeric. Occupation Code is used as a starting value for this display.

Location: -

a code which identifies the location to which a legislative title is appropriated. Values for this field are:

AES - AGRI Experiment Station

ARCH - Archeological Survey

AUX - Auxiliary

CES - Cooperative Extension Service

FAY - Fayetteville

SYS - System

Type -

Identifies a position as regular or provisional. All regular positions have position numbers assigned, while provisional positions are assigned position numbers at the time the need for the position is defined. Provisional positions are intended for short term use and must be renewed annually.

Related topics

LTRS - List Transactions for a Requestor,Status & command

Figure 36 is an example of the screen presented during processing of the LTRS command.

Figure 36. List Txns for a Requestor,Status & cmd


  PBOLTRS 1 DEMO  List Txns for a Requestor, Status & cmd - LTRS  11/12/96 15:44
  Command:      Action: V Position:       BU:           Txn Req Date: 10/15/1996
  Emp ID:             Requestor: PAY04    Stat: E Txn Cmd: PACT Thru: 11/12/1996
 -------------------------------------------------------------------------------
   List of transactions requested by: PAY04
 in status: E (Effected)  for cmd: PACT requested from: 10/15/96 thru 11/12/96

                                       Action                             Num
    Cmd  --Requested--- --Status Set-- - --------- ID of Entity --------- Comm
  _ PACT 10/21/96 09:33 10/21/96 09:34 U 00964 10/06/1996
  _ PACT 10/21/96 09:56 10/21/96 09:57 U 00752 10/21/1996
  _ PACT 10/29/96 08:29 10/29/96 08:30 U 00979 08/01/1996
  _ PACT 10/30/96 08:24 10/30/96 08:24 U 00994 08/01/1996
  _ PACT 10/30/96 08:26 10/30/96 08:26 D 00994 08/01/1996
  _ PACT 10/30/96 09:38 10/30/96 09:38 U 00994 08/01/1996
  _ PACT 10/30/96 10:43 10/30/96 10:43 U 00995 08/01/1996
  _ PACT 10/30/96 10:50 10/30/96 10:50 U 00892 07/03/1996
  _ PACT 11/01/96 13:34 11/01/96 13:36 U 00996 09/02/1996
  _ PACT 11/01/96 14:33 11/01/96 15:20 U 00999 10/01/1996

           Transactions     1 thru    10 of    10 are displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt
 Select an entry, or enter new keys

Purpose

This function lists all transactions for a particular userid, status and command for a specific date.

Key Fields Required in the Banner

Date
Requestor 28
Status 29
Command ID 30

Processing

After the user has filled in the appropriate information in the banner, a list will be presented with the only those transactions which have the status which was requested in the banner. The CMD requested is selectable, the user will be able to suspend (PF2) and review the original transaction.

LTPR - List Transactions Pending Review

Figure 37 is an example of the screen presented during processing of the LTPR function.

Figure 37. List Transactions Pending Review - LTPR


 Select an entry, or enter new keys
  PBOLTPR 1 DEMO      List Transactions Pending Review - LTPR     04/13/97 14:14
  Command:      Action: V Position: 5017  Emp ID:             Date: 04/21/1997
  BU:      CCC:                    Reviewer Desk: NELSON
 -------------------------------------------------------------------------------
  List of pending transactions for Desk: NELSON   in Application: PSB

                                     Action                              Num
     Cmd   --Requested---  Requestor -  --------- ID of Entity --------- Comm
  _  PACT  11/01/96 15:40  PAY02     U  00675 10/30/1996
  _  PACT  11/13/96 13:18  PAY02     U  00725 11/05/1996
  _  PACT  04/11/97 14:03  MLDAY     U  05239 04/10/1997
  _  PACT  04/11/97 14:26  MLDAY     U  05019 04/01/1997
  _  PACT  04/11/97 14:58  MLDAY     U  05242 04/30/1997
  _  PACT  04/11/97 16:29  PAY02     D  04636 05/10/1997

           Transactions     1 thru     6 of     6 are displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt

LTPR is used to list transactions that are pending review by a specified desk. Specific transactions may be displayed or processed further by selecting an entry which includes the command associated with that particular transaction.

Key fields

Reviewer Desk - The desk for which pending transactions are a presented for review through target.
Command ID- The command within the system that is to be reviewed.
After the user has filled in the appropriate information in the banner, a list should appear with the CMD requested being selectable, the user should be abel to mark the entry and suspend PF2 and review the original transaction.

LRWB - List a Reason for a Week for a BU

Figure 38 is an example of the screen presented during processing of the LRWB function.

Figure 38. List Reasons for a Week for a BU - LRWB


 Select an entry, or enter new keys
  PBOLRWB 1 DEMO      List a Reason for a Week for Bu - LRWB      05/09/97 17:46
  Command:      Action: V Position:       Emp ID:             Date: 04/12/1997
  BU: ACDO CCC:                    Reason CD: PD
 -------------------------------------------------------------------------------
 List Reason CD: PD starting from BU: ACDO for the week of: 04/12/1997

         ------------------- Position ----------------- TG  ---- Employee ----
     Cmd Number Beg Date End Date Loc  Occ  AP Pct  BU  Pn    ID   Pct  Salary
   _ POS   4696 05/10/97 06/01/97 FAY  D049 12 100 ACDO  N  900243 100  20,140
   _ POS   5354 05/15/97 05/31/97 FAY  A006 12 100 ACDO  N  900274 100  22,860
   _ POS   4990 05/25/97 06/14/97 FAY  A006 12 100 ACDO  N  116983 100  22,860
   _ POS   5369 06/05/97 12/31/99 FAY  A111 12 100 ACDO  N  900293 100  20,140
   _
   _
   _
   _
   _
   _

               Position records     1 thru     4 displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt
Figure 39 is an example of the decode window presented when PF4 is pressed on the LRWB function.

Figure 39. List Reasons for a Week and Budgetary Unit - LRWB


 Select an entry, or enter new keys
  PBOLRWB 1 DEMO      List a Reason for a Week for Bu - LRWB      05/09/97 17:46
  Command:      Action: V Position:       Emp ID:             Date: 04/12/1997
  BU: ACDO CCC:                    Reason CD: PD
 -------------------------------------------------------------------------------
 List Reason CD: PD starting from BU: ACDO for the week of: 04/12/1997

         -   Press ENTER to continue
     Cmd N    Employee Name                       Occupation Title
   _ POS      Bentley, Clayton/Robert             Computer Support Spec I - In
   _ POS      Sanders, Simon/X                    Accounting Supervisor I
   _ POS      Dennore, Jamie/A.                   Accounting Supervisor I
   _ POS      Nartley, Joe/Bob                    Accountant
   _
   _
   _
   _
   _
   _

               Position records     1 thru     4 displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt

The following sections describe the LRWB function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"

Purpose

The LRWB function allows the departmental users to view the transactions for their budgetary unit for a week by BU and type of change. An indicator (Pn) shows when a pending TARGET transaction exits. This allows users to check on the status of a TARGET txn and helps Human Resources personnel determine whether a change has been approved in time for the end of month payroll cut-off to be met. Human Resources will use this list extensively for monitoring benefits, employment, leave and payroll actions. Leaving the BU blank in the banner will indicate to the system to begin the listing of changes (of the type selected for a specified week) with the first occurance. The POS (POSition) Command is defaulted for a suspend unless another Command is entered in the banner prior to pressing PF2 .

Key Fields Required in the Banner

Processing

Notice in Figure 38 the listing for a change performed for Position #702 on the third line down.

_ POS 702 07/01/96 12/31/99 CES 2285 12 100 1064 N 100013 75 45,750

We can see that this record begins on 7/1/96 and that Employee ID number 100013 occupies the position at a 75% appointment with an annual salary of 45,750. From this list, we can do a few things to learn more about the change. As indicated above, LRWB defaults to POS, which will show all pertinent information on a three screen display. (See Command POS for more information.) By using PF7 and PF8 to toggle backward and forward, respectively, we can view the POS record(s) in effect prior to or after the selected record.

Our other choice involves the POSI (Position Inquiry) command. This function allows users to compare two different consecutive effective dated records for a Position, which you may think of as a before and after image of a change.

LPP - List Positions by Position

Figure 40 is an example of the screen presented during processing of the LPP function.

Figure 40. List Position by Position - LPP


 Select an entry, or enter new keys
  PBOLPP  1 DEMO         List Positions by Position - LPP         02/06/97 10:19
  Command:      Action: V Position: 1713  Emp ID:             Date: 01/01/1996
  BU:      CCC:
 -------------------------------------------------------------------------------
        List Records for Position 1713  effective on or after 01/01/1996

        ---------------------- Position ------------------- TG---- Employee ----
    Cmd Number RC + Beg Date End Date Loc  Occ  AP Pct  BU  Pn  ID   Pct  Salary
  _ POS   1713 PM   04/21/96 11/07/96 FAY  R010 12 100      N
  _ POS   1713 AB   11/08/96 11/30/96 FAY  R010 12 100 ANTH N
  _ POS   1713 NH + 12/01/96 12/15/96 FAY  R010 12 100 ANTH N 103370 100  18,776
  _ POS   1713 EE   12/16/96 12/16/96 FAY  R010 12 100 ANTH N
  _ POS   1713 NH   12/17/96 12/31/99 FAY  R010 12 100 ANTH P 900011 100  18,776
  _
  _
  _
  _
  _

         Position records     1 thru     5 of 5     displayed

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt

The following sections describe the LPP function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

LPP is a list designed to track the changes made over time to a specific Position. The user can suspend to POS for more information about the changes that were made.

Key Fields Required in the Banner

Processing

As new records are created for a Position, these changes are recorded in abbreviated form on the LPP list. This list displays: A Date that is farther back in time will reveal more information about the history of the position, while a more current Date will display the information relevant for the Position.

Related Topics

The following commands perform processing functions related to the LPP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
POS POSition
LEP List Employee's Positions
LPBD List Positions for a Bu and Date by occupation

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

Budget Functions

AUBB - Allocate University Budget to a Budgetary unit

Figure 41 is an example of the screen presented during processing of the AUBB function.

Figure 41. Data Entry Screen - AUBB


PBOAUBB 1           Allocate University Budget to Bu - AUBB     03/19/96 11:43
Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
FY: 1998 Company: 0102 BU: UABM To BU: ART  Fund SC: H
------------------------------------------------------------------------------
Action: V FY: 1998 Company: 0102 Funding Source: H Hard
From BU: UABM Univ of Ark BU               To BU: ART Art
------------------------------------------------------------------------------
         Unallocated |  Anticipated     Before                        After
           Budget    |    Budget        Change       Allocation       Change
SalNC:       450,000 |      45,000                      50,000          50,000
SalClass:    940,000 |      56,000                      60,000          60,000
SalGA:       200,000 |
Wages:        19,000 |       1,000                       1,000           1,000
WageStu:             |
OtherCom:      5,000 |
                     |
Fringes:     342,200 |      24,729                      26,925          26,925
                     |
Maint:       960,000 |      37,000                      40,000          40,000
                     |
Total:     2,916,200 |     163,729                     177,925         177,925
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit                          NextR       Save  CCom

The following sections describe the Allocate Budget to a Budgetary Unit function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The AUBB (Allocate University Budget to a Budgetary unit) function is used during the budget cycle to transfer or allocate university budget amounts from one Budgetary Unit (BU) to another. Normally, the allocation will be from a higher BU to a BU under that BU's span of control. For example, the Budget Director uses AUBB to move budget allocations to individual Vice Chancellors' or academic Deans' offices. The Vice Chancellors and Deans then in turn use AUBB to move their allocations down to individual departments under their direct control. AUBB can also be used to correct or adjust budget allocations from one budgetary unit to another.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Review {R}
Withdraw {W}

Approval Routing

When the initiator of the transaction presses PF10, it will be routed through the TARGET system to the approvers for the From BU.

Validations

  1. FY (fiscal year) must be the latest one indicated on the CTLD (ConTtroL Data) function.
  2. Budget categories may not be changed using this function. This function is designed only for the allocation of budget from one budgetary unit to another. No individual category amount placed in the Allocation column may exceed the same category total in the From Unallocated Budget column. (No allocation can result in a negative budget balance in the From BU.)
  3. The Allocation amounts must always be positive.
  4. No TARGET transaction can be saved where the Allocation values are all zero.
  5. The system should update the To BU balance budget amount when the transaction is given final approval.
  6. No more than one TARGET transaction can be pending for a From BU and To BU combination. (Note: The SETB balances do not reflect the changes proposed in the AUBB record that is pending.)
  7. No allocations should be allowed which would result in a negative budget balance. Therefore, if a change has been made to the BU budget amounts (via CUBC, AUBB, or SETB) which would result in a negative balance if the AUBB transaction is given approval, then the system requires the reviewer to assign a status code of D (disapproved) or I (invalid).
  8. The system should disallow the update if it would result in a BU- Budget-Amount less than the Sum-Position-Budget-Amount.
  9. The system should set the Allocation values equal to Anticipated Budget if all the To BU budget amounts are zero. The system allows the user to modify and save the Allocation values.
  10. The From BU must be different than the To BU.
  11. The function updates the Audit-Log-Group occurence #3, with the Time-of-Update and User ID.
  12. Use of this function is disallowed if the Budget Maintenance Restriction Code on the Company file identifies this function.

Processing

The allocation of budget record can be initiated by any user with access to the AUBB function. The AUBB record is subject to TARGET review. The TARGET routing requires the review of the BU manager from which the budget is transferred. The TARGET process creates a log of allocation transactions as budget allocation decisions are processed. The TARGET transaction can also include a comment to document the purpose for the budget allocation.

Note: No more than one TARGET transaction can be pending for a From BU and To BU combination.

The Anticipated Budget column reflects the budget of the current operating year plus or minus sanctioned budget changes made during the operating year, as well as the amounts for cost-of-living increases. It is used as a guideline for determining the new budget balances.

The fringe benefit amounts are system-calculated at the rates specified on the FBRT (Fringe Benefit Rate Table) function according to the salary amounts and types entered for those salary categories. The fringe benefit amounts cannot be modified by the user and are not recorded on the BU Balance file. Fringe benefits will be calculated and posted in a separate batch job at the last stage of the budget cycle into the BU Balance and Dynamic Balance file.

The only modifiable field is the Allocation field. This field represents the positive allocation of budget being allocated to another budgetary unit. When the user is entering the first allocation to a budgetary unit (e.g. the Before Change and After Change values are zero) the system will set the Allocation values to the values displayed in the Anticipated Budget column. The user can then modify and save the allocation values. Once an allocation is submitted and approved and the To BU has a positive budget balance the values in the Allocation column must be manually set by the user.

Withdraw is used to stop a TARGET transaction and make the allocation invalid. Only the initiator of the transaction can withdraw it. The W (withdraw) Action is only appropriate when the allocation has not been given final approval via the TARGET process.

Related Topics

Information on the following topics may be selected after issuing the Command Help: The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
LTAB List Txns for an Allocation of Budget
BUBI Budgetary Unit Balance Information
FBRT Fringe Benefits Rate Table
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

AUER- Allocate University Estimated Revenues

Figure 42 is an example of the screen presented during processing of the AUER function.

Figure 42. Data Entry Screen - AUER


  PBOAUER 1      Allocate University Estimated Revenues - AUER   8/09/96 08:38
  Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
  FY: 1998  Company: 0102  BU: UABM   To BU: TREA
 ------------------------Txn action: U entered: 08/08/96 by: AVCF001 Status: P
 Action: V   FY: 1998  Company: 0102
 From BU: UABM Univ of Ark BU                 To BU: TREA Treasurer

                     Unallocated   |   Before                         After
                     Est. Revenue  |   Change        Allocation       Change
                     ------------  | ------------   -------------   -----------
                                   |
 Tuition and Fees:     20,000,000  |                   15,000,000    15,000,000
 State Appr:                       |
 Federal Appr:                     |
 Grants & Contracts:               |
 Sales & Service:                  |
 Other Sources:                    |
                    -------------  | ------------  --------------  ------------
 Total:                20,000,000  |                   15,000,000    15,000,000

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
       Help  Suspd Quit                          NextR       Save  CCom

The following sections describe the Allocate University Estimated Revenues function:

"Purpose"
"Access and Security"
"Key fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The Allocate University Estimated Revenues (AUER) function is used by the Budget Directors of the entities of the U of A Fund during the budget cycle to allocate estimated revenue amounts by general revenue type to specific Budgetary Units that will be responsible for their maintenance and accounting.

Access and Security

This function is restricted to Budget Unit Managers.

Key fields Required in the Banner

Valid Actions

View {V}
Update {U}
Review {R}
Withdraw {W}

Approval Routing

When the initiator of the transaction presses PF10, it will be routed through the TARGET system to the approvers of the From BU.

Validations

  1. Fiscal Year must be set to the latest fiscal year indicated on the Control Data (CTLD) function.
  2. Fiscal Year, Company, and the From BU must exist on the BU Balance file.
  3. The From BU must be different than the To BU.
  4. Estimated Revenue categories may NOT be changed using this function. This function is designed only for the allocation of estimated revenue from one budgetary unit to another. No individual category amount placed in the Allocation field may exceed the same category total in the From Unallocated Est. Revenue column. (No allocation can result in a negative estimated revenue balance in the From BU.)
  5. The Unallocated Revenue amounts may not be negative for any category.
  6. No negative values are allowed.
  7. No TARGET transaction can be saved where the Allocation values are all zero.
  8. No more than one TARGET transaction can be pending for a From BU and To BU combination. (Note: The SETE balances do not reflect changes proposed in the AUER record that is pending).
  9. The system updates the BU Balance file BU-Estimated-Revenue-Amt when the transaction is given final approval.
  10. The function updates the Audit Log Group occurence #5, with Time of Update and User ID.
  11. Use of this function is disallowed if the Budget Maintenance Restriction Code on the Company file identifies this function.

Processing

The allocation can be initiated by any user with access to the AUER function. The AUER record is subject to TARGET. The TARGET routing requires the review of the BU manager from which the estimated revenue amounts are transferred. The TARGET process creates a log of allocation transactions as estimated revenue amounts are processed. The TARGET transaction can also include a comment to document the purpose of the estimated revenue allocation.

Note: No more than one TARGET transaction can be pending for a From BU and To BU combination.

On Action View, the Unallocated Estimated Revenue column represents the total amount of estimated revenue by institutional category that the from BU needs to allocate to the respective To BUs. The Before Change column represents the amount of estimated revenues which have been allocated to the To BU.

A user may view the TARGET transactions which will display the allocation values by selecting the transaction record from the List Transactions for Allocation of Estimated revenues to bu (LTAE).

On Action Update, the only modifiable field on this function is the Allocation column. This field represents the amount of estimated revenues being allocated down to the next lower echelon budgetary unit. The information displayed is the same as View. Once amounts have been entered in the Allocation column, then the user may press Enter to validate and see the effects of the change in the After Change column.

Related Topics

BUBA - Budgetary Unit Budget Adjustment

Figure 43 is an example of the screen presented during processing of the BUBA function.

Figure 43. Data Entry Screen - BUBA


All entries are valid, press PF10 to save transaction
PBOBUBA 1                 BU Budget Adjustment - BUBA           08/14/96 11:44
Command:      Action: U Position:       Emp ID:             Date: 01/05/1996
FY: 1998  Company: 0102  BU: UABM  To BU: ART     Fund SC: H
-------------------------------------------------------------------------------
Action: U FY: 1998 Company: 0102 Funding: H Hard
-------------------------------------- ----------------------------------------
From BU: UABM Univ of Ark BU              To BU: ART  ART
                         Anticipated    |  Before                        After
                           Budget       |  Change       Allocation       Change
Salaries Non-Classified   100,000       |    10,000                      10,000
Salaries Classified       200,000       |   150,000       10,000        160,000
Salaries GA                10,000       |     1,000                       1,000
Wages                      50,000       |     2,000                       2,000
Wages Student                           |
Other Compensation         50,000       |     1,000                       1,000

Fringe Benefits            79,310       |    39,300         2,440        41,740
                                        |
Maintenance               300,000       |     5,000                       5,000

                       -----------      | ---------     ----------    -----------
Total:                    779,310       |   208,300        12,440       220,740
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt             NextR       Save  CComm

The following sections describe the Budgetary Unit Budget Adjustment function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The BUBA (Budgetary Unit Budget Adjustment) function is used to make budget transfers between budgetary units outside the budget cycle; it maintains the BU Balance file budget base for the next year's budget cycle. These transfers must be within the same institutional categories, as with, for example, a transfer of budget amounts for Salaries, Classified from one budgetary unit to another.

These transfers are TARGET transactions and are reviewed by the BU managers for both the initiator and receiver of the transfer.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Copy {C}
Review {R}
Withdraw {W}

Approval Routing

When the initiator of the transaction presses PF10, it will be routed through the TARGET system to the approvers for both the initiator and receiver of the transfer.

Validations

  1. FY must be set to the latest fiscal year indicated on the Control Data (CTLD) function.
  2. FY, Company, From/To Budgetary Units, and categories must be valid and exist on the BU Balance file for the budget year designated.
  3. Company and Funding SC must be be valid as per the Company file.
  4. From BU must be different from the To BU.
  5. The BU Balance Anticipated-BU-Budget-Amount is decreased for the From BU and increased for the To BU.
  6. The system disallows and provides an error message when the change results in a negative value in the From BU Anticipated-BU-Budget-Amount.
  7. No negative values are allowed in the Allocation column.
  8. If the latest fiscal year is changed while a BUBA record is in TARGET, the system forces the reviewer to make the transaction R (Rejected) or I (Invalid). The reviewer will need to refer to the latest Payroll CALendar (PCAL) procedures.
  9. A second TARGET transaction for the same From and To BUs is disallowed if the first TARGET transaction has not reached final review status.
  10. The system calculates and displays the Fringe Benefits amount but does NOT post this value to the BU Balance file.
  11. The use of this function is disallowed if the Budget Maintenance Restriction Code on the Company file identifies this function.

Processing

The only modifiable field on this function is the Allocation column. This field represents the positive allocation of budget being allocated to another budgetery unit. Once the amounts have been entered in the Allocation column, the user may press Enter to validate and see the effects of the change in the After Change column. The screen value for the Anticipated Budget column is also updated.

When the user saves the BUBA record, a TARGET transaction is initiated and must be approved by the BU manager of the From BU.

Note: No more than one TARGET transaction can be pending for a From BU and To BU combination.

Related Topics

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
LTBB List Transactions for a Budgetary unit Budget adjustment
FBRT Fringe Benefit Rate Table
BUBI Budgetary Unit Balance Information
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

BUBI - BU Balance Information

Figure 44 is an example of the screen presented during processing of the BUBI function.

Figure 44. Data Entry Screen - BUBI


Please enter an institutional category
PLOBUBI 1 DEMO       BU Balance Information - BUBI
Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
FY: 1998 Company: 0102 BU: ART  Inst Catg: SALNC
-------------------------------------------------------------------------------
Action: V FY: 1998 Company: 0102 BU: ART   Inst Catg: SalNC

                   ------------ Funding Source-----------
                       Hard         Soft         Dept Rev
BU Budget:          100,000,000  100,000,000   100,000,000
Anticipated:               0            0         0
Sum POS/BU:                0            0         0
Sum CCC Dist Bud:          0       ------- Audit Log Information --------
BU Est Revenue:                    BUCM              AP01   02/17/97 11:18
CCC Dist Est Rev:                  SETB, SETE        AP01   02/17/97 11:18
BU Encumbrance:                    AUBB, AUER               00/00/00 00:00
BU Revenue:   :                    PBMC, PBM                00/00/00 00:00
BU Transfer:                       CUBC, CUB                00/00/00 00:00
BU Expenditure:                    BUBA                     00/00/00 00:00
BU Commitment:                     DUBC, DUER               00/00/00 00:00
BU Pending App:                    SALI, APBU, CTRA         00/00/00 00:00
BU Planned:                        Batch job update         00/00/00 00:00
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit                          NextR

The following sections describe the BUBI (BU Balance Information function):

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Related Topics".

Purpose

The BUBI (BU Balance Information) function is a view screen that gives a budgetary unit manager current information on a particular BU by Inst Catg (Institutional Category). Information is displayed across funding sources 'Hard,' 'Soft,' and 'Departmental Revenues.' The budgetary unit manager is able to view budget to actual expenditures by Inst Catg. Fields displayed show: BU Budget information, BU Encumbrance, BU Expenditure, BU Transfer, BU Revenue, BU Commitment, BU Pending App (approvals), and BU Planned. BUBI will normally be updated nightly via batch posting of revenues and expenditures so that the information displayed on the screen should include previous day's activities.

Key Fields Required in the Banner

Valid Actions

View {V}

Related Topics

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
BUCM BU Category Maintenance
SETB SET Budget
SETE SET Estimated revenue
AUBB Allocate University Budget to BU
AUER Allocate University Estimated Revenues
PBM Position Budget Maintenance
PBMC Position Budget Maintenance - Cycle
CUBC Change University Budget - Cycle
CUB Change University Budget
BUBA BU Budget Adjustment
DUER Distribute University Estimated Revenues
DUBC Distribute University Budget to Cost Centers
SALI SALary Increase
APBU Allocate Position to BU
CTRA Change Title-Reclass/Academic promotion
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

BUCM - Budgetary Unit Category Maintenance

Figure 45 is an example of the screen presented during processing of the BUCM function.

Figure 45. Data Entry Screen - BUCM


PBOBUCM 1 TEST   Budgetary Unit Category Maintenance - BUCM     08/12/96 11:21
Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
FY: 1997 Company: 0102 BU: ART  Inst Catg: SalNC
-------------------------------------------------------------------------------
Action: V

                    FY: 1997

               Company: 0102      Educational and General - Fayetteville

                    BU: ART       ART

Institutional Category: SalNC     Salaries - Non Classified






Entered: 07/01/1996     By: AVCF001 Colleen Briney

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  Dcode                   NextR       Save

The following sections describe the BUCM (Budgetary Unit Category Maintenance) function:

"Purpose"
"Access and Security"
"Key fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related topics".

Purpose

The BUCM (Budgetary Unit Category Maintenance) function is used by the Budget Director to perform table maintenance on Fiscal Year/BU/Company/Institutional Category combinations in the system. Most activity will consist of deletes of unnecessary combinations. (Most new combinations needed will be dynamically generated by the system from rolling forward records from the upcoming operating BU balance file to open and build a new year (anticipated) BU balance file.)

Access and Security

This function is restricted to the Budget Director.

Key fields Required in the Banner

Valid Actions

View {V}
Add {A}
Copy {C}
Delete {D}

Approval Routing

There is no TARGET for this command. Any changes are saved when PF10 is pressed.

Validations

  1. Fiscal Year must be set to the latest fiscal year indicated on the CTLD table.
  2. Company must be a valid record on the Company file.
  3. BU must exist on TABLES-BU.
  4. Institutional Category must be valid on the Departmental Accounting Category file.
  5. FY-BU-Company-Institutional Category must be unique and therefore, not allow the existance of duplicate records.
  6. FY-BU-Company-Institutional Category combination can be deleted as long as there are no BU source group records with balances in existance.
  7. The User ID and Time of Update should be reflected on the BUCM record and in occurence #1 on the BU Balance file.

Processing

When a BU is added to TABLES the Budget Officer will add BU Balance records by identifying the FY, BU, Company, and Institutional Category combinations needed to support the budget activities of the new BU.

A Budgetary Unit Company Maintenance record can be copied from an existing record which results in an action Update after pressing PF10. The new entry will retain the change values from the record being copied. The new entry can then be modified as needed before saving it as an updated entry.

The PF4 (DCode) may be used during a view translate the name of the user who updated the table.

Related topics

CUB - Change University Budget

Figure 46 is an example of the screen presented during processing of the CUB function.

Figure 46. Data Entry Screen - CUB


PBOCUBC 1           Change University Budget - CUB           08/22/96 14:13
Command:      Action: V Position:       Emp ID:             Date:
FY: 1998 Company: 0102      BU: BADM       Fund SC: H
-----------------------Txn action: U entered: 08/15/96 by: AVCF001  Status: P
Action: V FY:1998  Company: 0102 BU: BADM Business Administration  Fund SC: H

  Institutional        Anticipated                   Adjusted      Sum Position
    Category             Budget        Change          Budget         Budget
--------------------   -----------   ------------    -----------    -----------
Salaries Non-Class:       100,000         20,000        120,000        120,000
Salaries Classified:       50,000        -20,000         30,000         30,000
Salaries GA:                1,000                         1,000          1,000
Wages:                      5,000                         5,000
Wages Student:
Other Compensation:         1,000                         1,000

Fringe Benefits:           37,115                        37,115

Maintenance:                5,000          1,000          6,000

                       -----------   ------------   ------------
Total Budget:             199,115          1,000        200,115

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt             NextR       Save  CComm

The following sections describe the Change University Budget function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related topics".

Purpose

The Change University Budget (CUB) function is used ONLY by the Budget Directors of the U of A Fund entities to permanently change budget allocations among budget categories (Salaries to Maintenance, etc.) for a Budgetary Unit. Depending upon the Fund entity's policy and procedures, the future (anticipated) budget base for the Budgetary Unit and thus the entire fund entity can be increased or decreased via this function. For example, in the case of Fayetteville Educational and General Funds where fringe benefits can only be used for fringe benefits, a transfer of budget from salaries to maintenance would result in a decrease to the future year budget base.

Access and Security

This function is restricted to Budget Directors.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Review {R}
Withdraw {W}

Approval Routing

When the initiator of the transaction presses PF10, it will be routed through the TARGET system to the approvers of the fund entity/component and the Budget Officer.

Validations

  1. Fiscal Year must be set to the latest fiscal year indicated on the Control Data (CTLD) function.
  2. Fiscal Year, Company, BU, and Fund Source must exist on the BU balance file.
  3. Positive and negative values should be allowed in the Change column only if the result would not create a BU Balance file negative Anticipated-BU-Budget-Amount
  4. The total of the values in the Change column can be any positive or negative value.
  5. The function updates the BU Balance file Anticipated-BU-Budget-Amount.
  6. The fringe benefit amount is recorded in the BU Balance file.

Processing

An action Update on CUB results in a TARGET transaction which must be approved by the Budget Officer. The TARGET review criterion is based upon the fund entity/component which is identified by the last digit of the company number called the location code. Currently those location codes and the corresponding fund entities are 1 - Central Administration, 2 - Fayetteville, 3 - Agricultural Experiment Station, 4 - Cooperative Extension Service, and 5 - Arkansas Archeological Survey. The user may include a TARGET comment which documents the purpose of the change.

The user should not use CUB to adjust salaries if there is a PBM in TARGET for that same salary category and Budgetary Unit. Also, the user should ensure that the position budget records are in line with the changes made to the Anticipated BU Budget Amount. The Sum Position Budget is displayed to provide this information. If needed, the user may initiate a Position Budget Maintenance (PBM) before processing the CUB.

The only modifiable field on this function is the Change column. The Anticipated Budget and Adjusted Budget column amounts are presented by the system and are the same values when the user first displays the screen. After pressing Enter or PF10, the Adjusted Budget column reflects Anticipated Budget amount plus or minus the Change amount. The amounts displayed in the Fringe Benefit field are calculated and entered by the user when necessary.

Withdraw is used to stop a TARGET transaction and make that change invalid. Only the initiator of the transaction can withdraw it. Withdraw is only appropriate when the proposed change has not been given final approval via the TARGET process.

Related topics

CUBC - Change University Budget - Cycle

Figure 47 is an example of the screen presented during processing of the CUBC function.

Figure 47. Data Entry Screen - CUBC


PBOCUBC 1           Change University Budget - Cycle - CUBC     08/22/96 14:13
Command:      Action: V Position:       Emp ID:             Date:
FY: 1998 Company: 0102  BU: VCFA  Fund SC: H
-------------------------------------------------------------------------------
Action: V FY:1998  Company: 0102 BU: BADM Business Administration  Fund SC: H


                                                                       Adjusted
Institutional Category                    Budget          Change        Budget
-------------------------------      ------------   --------------   -----------
                                               0               0              0
Salaries, Non-Classified:                      0               0              0
Salaries, Classified:                          0               0              0
Salaries, Graduate Assistants:                 0               0              0
Wages:                                         0               0              0
Wages, Student:                                0               0              0
Other Compensation:                            0               0              0

Fringe Benefits

Maintenance:                                   0               0              0
                                     ------------   --------------   -----------
Total Budget:                                  0               0              0

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt             NextR       Save

The following sections describe the CUBC (Change University Budget - Cycle) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The CUBC (Change University Budget - Cycle) function is used only by the Budget Directors of the U of A Fund entities during the budget cycle to permanently change budget allocations among institutional categories (salaries to maintenance, etc.) for a BU.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Approval Routing

There is no TARGET routing for this Command. Any changes are saved when PF10 is pressed.

Validations

  1. Fiscal Year must be set to the latest fiscal year indicated on the Control Data (CTLD) function.
  2. Fiscal Year, Company, BU, and Fund SC must exist on the BU balance file.
  3. BU cannot be UABM.
  4. Positive and negative values should be allowed.
  5. The total of the values in the Changecolumn should sum to zero. The Budget column total and the Adjusted Budget column total should always equal.
  6. The function updates the BU Balance file BU-Budget-Amount.
  7. The system should disallow any changes which would result in a negative BU Balance file BU-Budget-Amount or would reduce BU Balance below CCC-Dist amount.
  8. The system should disallow any updates which would result in the BU-Budget-Amount less than the Sum-Position-Budget-Amount
  9. The fringe benefit amount is not recorded in the BU-Balance file.
  10. The use of this function is disallowed if the Budget Maintenance Restriction code on the Company file identifies this function.

Processing

The fringe benefits are system calculated based upon the salary amounts and types and the fringe benefit rates on the Fringe Benefit Rate Table (FBRT) function. The Total Budget cannot change. When a change between categories requires a change in fringe benefits, the Maintenance category will be adjusted so that the Total Budget remains unchanged. The user may use AUBB to move the requisite maintenance dollars to or from the BU adjusted on CUBC. For example, if BU was increasing salary amounts, the BU would have to make sure they had enough Maintenance to not only fund the increase but also the Fringe Benefit amount. If there was not enough Maintenance the user would have to use AUBB to transfer funds to cover the amount needed to fund the increase and/or Fringe Benefit amounts.

An update increases or decreases the BU Budget amount for a specific Institutional Category. The system calculates the fringe benefits based upon the values entered for salaries. Any differences will be shown as an adjustment in the Maintenance category. The net change to the BU must always equal zero. The system does not post any of the updates to the Fringe Benefit categories. The fringe benefits will be posted at the close of the budget cycle based upon the institutional salary category balances.

A CUBC update should be initiated only after ensuring that there are no AUBBs (allocations to or from the BU being adjusted) pending in TARGET.

The AUBB function is utilized to clear or fund the adjustment in Maintenance when necessary.

Related Topics

Information on the following topics may be selected after issuing the Command Help: The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
CUB Change University Budget
FBRT Fringe Benefits Rate Table
BUBI Budgetary Unit Balance Information
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

DUBC - Distribute University Budget to CCCs

Figure 48 is an example of the screen presented during processing of the DUBC function.

Figure 48. Data Entry Screen - DUBC


 PBODUBC 1 TEST      Distribute University Budget to CCC- DUBC     08/05/96
 Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
 FY: 1998  CCC: 0102 14040-11-0000   BU: ECON  Inst Catg: SalNC
 ----------------------------------------------------------------------------
Action: V FY: 1998 From BU: ECON Economics               Inst Catg: SalNC
Starting DAC: 0102 14040-11-0000      Undistributed Amount: 000,000

 Dept Acct Center    Dept Acct Center Description            Distribution
------------------  ------------------------------           ------------
0102-14040-11-0000  ECONOMICS-ON-CAMPUS CR INSTRUC            12,345,678
0102-14040-12-0000  ECONOMICS-INSTRUCTIONAL SUPPOR                   100
0102-14040-13-0000  ECONOMICS-OFF-CAMPUS CR INSTRUC                  100
0102-14040-14-0000  ECONOMICS-NON-CREDIT INSTRUC                   1,000
0102-14040-15-0000  ECONOMICS-INSTRUCTION-COST SHAR               10,000
0102-14040-16-0000  ECONOMICS-ACADEMIC ADVISING                      100
0102-14040-22-0000  ECONOMICS-UNIV SUPPORT RESEARCH                1,000
0102-14040-31-0000  ECONOMICS-SUPPORT PUB SERV                       100
0102-14040-33-0000  ECONOMICS-UNIV SUPPORT PUB SERV                  100
0102-14050-12-0000  ECONOMICS                                      1,000

                                                 Total:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-
      Help  Suspd Quit        RStrt             NextR       Save

The following sections describe the DUBC (Distribute University Budget to CCC) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Batch Jobs"
"Related Topics"

Purpose

The DUBC (Distribute University Budget to CCC) is used to distribute university budget, previously allocated to a BU to cost centers within the span of control of that BU. This activity takes place during the budget cycle, and the budget cycle is not considered complete for Company '0102' until the budget amounts allocated to BU's have been completely distributed.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Approval Routing

There is no TARGET routing for this command. Any changes are saved when PF10 is pressed.

Validations

  1. Only positive values should be allowed in the Distribution balance column.
  2. Dept Acct Center budget amounts must never be negative on the Dynamic Balance file.
  3. The system does not calculate the related fringe benefit amounts to follow the salary category distributions from BU to CCC. This will occur when a job is executed at the last stages of the budget cycle.
  4. Undistributed Amount may not be negative. This is calculated as the BU-Budget for that category less the CCC-Distribution amount less the calculated screen values.
  5. All CCC budget distributions will be posted into the July period of the next fiscal year on the Dynamic Balance file.
  6. The system will display the correct CCCs for the BU by using the TABLES file superdescriptor key BU-CCC. (The user will post to the appropriate CCCs, skipping over the CCCs which will not have budget posted to them.) If necessary, the user can enter a starting CCC value. DUBC checks the DATE-INACTIVE for a CCC on TABLES and if it is before 7/1 of the budget year on CTLD, it is ignored. Also, if the CCC does not exist on the Dynamic Balance file, then the cost center will not display on DUBC.
  7. The function updates the Audit Log Group occurrence #4, with Time of Update and User ID.
  8. Use of this function is disallowed if the Budget Maintenance Restriction Code on the company file identifies this function.

Processing

As a part of the budget cycle preparation process, a batch program will produce a report which displays the prior year budget amounts by CCC for a BU and Inst Catg. In addition, current expenditure amounts by cost center will be displayed as well as an anticipated budget. The anticipated budget is derived by sorting positions by salary category for a BU and then aggregating the pay distributions for a CCC for each position.

The only modifiable field on this function is the Distribution column. This is where budget for a BU is distributed across CCCs by individual function. Once amounts have been entered, the user may press Enter to validate and see the effects of the distribution in the screen value for Undistributed Amount. The Undistributed Amount is the BU Balance Budget Amount less the Sum-CCC-Dist-Budget-Amt. The Dynamic Balance File Budget Amount for the Active Month Group is updated. Also, the BU Balance Sum-CCC-Dist-Budget Amount is updated along with the the audit log group.

When moving amounts between CCCs, the user should enter and save decreasing distributions to the CCC first to restore the undistributed balance.

Batch Jobs

Related Topics

Information on the following topics may be selected after issuing the Command Help: The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
BUBI Budgetary Unit Balance Information
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

DUER - Distribute University Estimated Revenues

Figure 49 is an example of the screen presented during processing of the DUER function.

Figure 49. Data Entry Screen - DUER


PBODUER Distribute University Est.Revenues to Categories - DUER  8/09/96 08:38
 Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
 FY: 1998 BU: TREA CCC: 0102 24000-00-0000 DeptCatg: fall
 ------------------------------------------------------------------------------
Action: V FY: 1998 From BU: TREA Treasurer
DAC: 0102 24000-00-0000 beginning DeptCatg: fall       Undist Amt:   41,026,624
  Departmental  Seq                                                 Estimated
    Category    Code       Category Description                      Revenue
  ------------  ----     ------------------------------            -----------
    Fall         100     Tuition and Fees - Fall                    15,000,000
    Spring       110     Tuition and Fees - Spring                  12,000,000
    Summer       120     Tuition and Fees - Summer                  10,000,000






                                                                  ------------
                                                      Total:        37,000,000
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
       Help  Suspd Quit                          NextR       Save

The following sections describe the Distribute University Estimated Revenues function:

"Purpose"
"Key fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related topics".

Purpose

The Distribute University Estimated Revenues to categories (DUER) function is used to distribute Estimated Revenue amounts to departmental categories within a company cost center of a BU. This activity takes place during the budget cycle and the budget cycle is not considered complete for Company '0102' until all the Estimated Revenue amounts have been completely distributed.

Key fields Required in the Banner

Valid Actions

View {V}
Update {U}

Note: The only modifiable field on this function is the 'Estimated Revenue' column.

Approval Routing

There is no TARGET routing for this command. Any changes are saved when PF10 is pressed.

Validations

  1. Fiscal year must be set to the 'latest fiscal year' on the Control Data (CTLD) function.
  2. Fiscal Year, Company, and BU combination must exist on the BU Balance file.
  3. No negative values are allowed.
  4. Only Company Cost Center/Category combinations on the Dynamic Balance file will be displayed.
  5. The CCC must be valid on Tables.
  6. The CCC must be valid for the BU on Tables.
  7. The CCC inactive date must be greater than 7/01 of the next fiscal year.
  8. Undistributed amount may not be negative. This is calculated as the BU Estimated Revenue amount for that category less the Sum-CCC-Dist-Est-Revenue-Amt less the calculated screens amounts.
  9. The BU Balance Sum-CCC-Dist-Est-Revenue-Amt is updated.
  10. The Dynamic Balance file Estimated-Revenue-Amt for the July period is updated.
  11. The function updates the BU Balance file Audit Log Group occurence #6, with the Time of Update and User ID.
  12. The function updates the Dynamic Balance file Audit Log Group occurence #1, with the Time of Update and User ID.
  13. Use of this function is disallowed if the Budget Maintenance Restriction Code on the Company file identifies this function.

Processing

The only modifiable field on this function is the 'Estimated Revenue' column. This is where Estimated Revenue amounts are broken down for a Cost Center by departmentally assigned Categories for a BU and Institutional Category combination.

The user may not make incremental changes on this function. All entries must be for the Total Estimated Revenue amounts by category that the user wants to distribute.

If all of the categories cannot be displayed on the screen, then the information on the screen must be saved (PF10) before pressing PF8 to page to the next screen of categories.

Related topics

FBRT - Fringe Benefit Rate Table

Figure 50 is an example of the screen presented during processing of the FBRT function.

Figure 50. FBRT (Fringe Benefit Rate Table)


 Please enter new key fields
  PBOFBRT 1 DEMO         Fringe Benefit Rate Table - FBRT         11/07/96 13:50
  Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
   FY: 1998
 -------------------------------------------------------------------------------
   Action: V FY: 1998

                                              Regular          Federal
        Institutional Category                 Rate             Rate
        -----------------------------         -------          -------
        Salaries Non-Classified:               24.40            21.80
        Salaries Classified:                   24.40            21.80
        Salaries Graduate Assistants:           0.50             0.50
        Wages:                                  8.50             8.50
        Wages Student:                          0.50             0.50
        Other Compensation:                     8.50             8.50




   Updated on: 10/17/1996 by: AP01

 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR

The following sections describe the FBRT (Fringe Benefit Rate Table) function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Related Topics"

Purpose

The FBRT (Fringe Benefit Rate Table) function is used by the Budget Office to establish rates for fringe benefits by Institutional Category. Institutional Categories displayed are salaries (non-classified, classified, and graduate assistants), wages (regular and student), and other compensation. There are two fringe benefit rates - Regular Rate which is the amount determined by the University and Federal Rate which is the amount allowable on federal grants. The system calculates the fringe benefit amounts by Institutional Category based on the rates specified.

Access and Security

Use of this function is restricted to the Budget Office.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Delete {D}

Validations

The FBRT function employs the following validations:
  1. You cannot update or delete if FY is prior to last fiscal year on CTLD.
  2. Update is restricted to the Budget Office.

Processing

The Budget Office will create a new fringe benefit rate table for the new fiscal year at the beginning of the budget cycle.

PF4 (DeCode) may be used during a view to translate the name of the user who updated the table.

Related Topics

Information on the following topics may be selected after issuing the Command Help:

The following command performs processing functions related to positions and budget. For information on this Command, press PF1 while the cursor is in the Command field of this screen:

CTLD ConTroL Data
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PBM - Position Budget Maintenance

Figure 51 is an example of the screen presented during processing of the PBM function.

Figure 51. Data Entry Screen - PBM


Please enter new key fields
PBOPBM 1 TEST       Position Budget Maintenance - PBM        04/22/97 17:37:37
Command:      Action: V Position: 201   Emp ID:             Date: 07/01/1997
FY: 1998
-------------------------------------------------------------------------------
Action: V Position: 201   FY: 1998  Occ Cd: 1435 Associate Director
BU: COMP Computing Services       Inst Catg: SalNC Salaries, Non-Classified
Employee ID: 123456 Boyd, Sally          Appt Period: 12  Annual Salary:100,000
 -Company -    --------- Budgetary Unit ----------  Funding    ---- Position ---
   Number        Code     Name                      Source           Amount
       0102         COMP  Computing Services             H            10,000
       0102         COMP  Computing Services             S            10,000
       0102         COMP  Computing Services             D            10,000
       0102         COMP  Computing Services             U             1,000
       0402         ENGR  Engineering                    S             9,000
       0102         ENGR  Engineering                    D            10,000
       0102         AVCF  Assoc VC for Financial         H            20,000
       0102         AVCB  Assoc VC for Business          H            10,000
       0102         HMRS  Human Resources                H            10,000
       0102         VCFA  VC Finance and Adminis         H            10,000
                                           Total Position Budget:    100,000
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  Dcode RStrt             NextR       Save  CCom

The following sections describe the PBM (Position Budget Maintenance) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The Position Budget Maintenance (PBM) function is used by BU managers to update the sources and amounts of a position budget salary outside the budget cycle, or to add or delete position budget records as necessary when position records are deleted.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Review {R}
Withdraw {W}
Delete {D}

Approval Routing

When the initiator of the transaction presses PF10, it will be routed through the TARGET system to the approvers of the BUs on the Position Budget record and the Budget Officer of the fund entity as identified by the company number.

Note: The allocated BU manager of the Position is not included in this review chain if the allocated BU is not identified as one of the BU budget source groups.

Validations

  1. For Action U, the only Company that can be used must be C Current on the company file.
  2. The Funding Source used must be appropriate for the Company being adjusted. See Permitted Funding Type value on company file.
  3. Company/Budgetary Unit combination must exist on the BU Balance file.
  4. System generates a warning (not an error) if the budgeted salary is not equal to or greater than the employee Annual Salary.
  5. On an Update, the fiscal year must be set to the latest budget year in effect on the Control Data (CTLD) function.
  6. As the position budget record is approved, the BU balance field Sum-Position-Budget-Amount is updated.

    Note: the Inst Catg is inferred from the position record Occ Cd and Student Title Code.

  7. The position record update cannot be saved if the BU Balance file Sum-Position- Budget-Amount would exceed the Anticipated-BU-Budget-Amount.

Processing

Up to ten budget sources can be identified and include the Company, BU, and Position Source, and Position Amount. Funding Sources are:
H Hard Budget
D Departmental Revenues
S restricted or Soft funds
U Unfunded salary
PBM updates are reflected in the Position Budget record file of the latest budget year (which is always the next fiscal year). The user has the ability to select any effective dated position record for the current fiscal year or the future budget year in order to correctly analyze the salary and employee information for the position budget update.

In contrast to function PBMC (Position Budget Maintenance - Cycle), the employee Annual Salary amount may not be changed using this function. Employee Annual Salary updates are made with PAYS Command. Therefore, changes made using the PBM function do not affect the individual position records and no Reason Cd is assigned.

PBM is subject to TARGET reviews by the BU managers of the BUs on the Position Budget record and the Budget Officer of the fund entity. The allocated BU manager of the Position is not included in this review chain if the allocated BU is not identified as one of the BU budget source groups. The TARGET review criterion for the Budget Officer is based upon the fund entity/component which is identified by the last digit of the company number called the location code. Currently those location codes and corresponding fund entities are:

1 Central Administration
2 Fayetteville
3 Agricultural Experiment Station
4 Cooperative Extension Service
5 Arkansas Archeological Survey
The user may also include a TARGET comment which documents the purpose of the change.

There is no security by value access defined for this function.

The user should not process a PBM if there is a CUB pending in TARGET. which affects the salary budget category for the same BU.

When the user saves the PBM record, a TARGET transaction is initiated.

Withdraw is used to stop a TARGET transaction and make the proposed change invalid. Withdraw is only appropriate when the change has not been given final approval through the TARGET process.

A position budget record may be deleted.

A new position budget record may be added. The position number must exist on the position file.

Related Topics

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
LTPB List Transactions for a Position Budget
PAYS PAY Status
PBMC Position Budget Maintenance - Cycle
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PBMC - Position Budget Maintenance - Cycle

Figure 52 is an example of the screen presented during processing of the PBMC function.

Figure 52. Data Entry Screen - PBMC


Please enter new key fields
 PBOPBMC 1 TEST  Position Budget Maintenance Cycle - PBMC      05/15/96 17:37
 Command:      Action: V Position: 201   Emp ID:             Date: 01/05/1996
 FY: 1998                         Reason CD: NS
-------------------------------------------------------------------------------
Action: V Position: 201   FY: 1998  Occ Cd: 1435 Associate Director
Allocated BU: Comp                         Inst Catg: SalNC
Employee ID: 123456 Boyd, Sally                Employee Annual Salary: 100,000

 - Co -   ----- Budgetary Unit --------  --- Funding ---    Position Budget
 Number   Code       Name                    Source              Amount
  0102    COMP Computing Services        H Hard                   47,400
  0102    COMP Computing Services        S Soft                   10,000
  0102    COMP Computing Services        D Dept Revenues          10,000
  0102    COMP Computing Services        U Unfunded                1,000
  0402    ENGR Engineering Dean          S Soft                    9,000
  0102    ENGR Engineering Dean          D Dept Revenues           1,000
  0102    AVCF Assoc VC Financial Aff    H Hard                   20,000
  0102    AVCB Assoc VC Business Aff     H Hard                   10,000
  0102    AVCB Assoc VC Business Aff     S Soft                   10,000
  0102    VCFA VC for Finance and Admn   H Hard                   10,000
                                     Total Position Budget:       100,000
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  Dcode RStrt Pct         NextR       Save
Figure 53 is a generic example of the pop-up screen presented when PF4 is pressed.

Figure 53. Decode window for PBMC


Please enter new key fields
 PBOPBMC 1 TEST  Position Budget Maintenance Cycle - PBMC      05/15/96 17:37
 Command:      Action: V Position: 201   Emp ID:             Date: 01/05/1996
 FY: 1998                         Reason CD: NS
-------------------------------------------------------------------------------
Action: V Position: 201   FY: 1998  Occ Cd: 1435 Associate Director
Allocated BU: Comp                         Inst Catg: SalNC
Employee ID: 123456 Boyd, Sally                Employee Annual Salary: 100,000

 - Co -   ----- Budgetary Unit --------  --- Funding ---    Position Budget
 Number   Code       Name                    Source              Amount
  0102    COMP Computing Services        H Hard                   47,400
  0102    COMP Computing Services        S Soft                   10,000
  0102    COMP Computing Services        D Dept Revenues          10,000
  0102  +---------------------------------------------------------------+
  0402  | Press enter to continue                                       |
  0102  |               Audit Log Information                           |
  0102  |                                                               |
  0102  | Position Budget rec. added:  03/07/1997 15:03 By: PollyP      |
  0102  | Last update of Pos. Budget:  01/02/0000 00:00 By:             |
  0102  |                                                               |
        +---------------------------------------------------------------+
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  Dcode RStrt Pct         NextR       Save
Figure 54 is a generic example of the pop-up screen presented when PF6 is pressed.

Figure 54. Decode window for PBMC when PF6 Pct is pressed


Please enter new key fields
 PBOPBMC 1 TEST  Position Budget Maintenance Cycle - PBMC      05/15/96 17:37
 Command:      Action: V Position: 201   Emp ID:             Date: 01/05/1996
 FY: 1998                         Reason CD: NS
-------------------------------------------------------------------------------
Action: V Position: 201   FY: 1998  Occ Cd: 1435 Associate Director
Allocated BU: Comp                         Inst Catg: SalNC
Employee ID: 123456 Boyd, Sally    +--------------+oyee Annual Salary: 100,000
                                   | Press ENTER  |
 - Co -   ----- Budgetary Unit ----|  Distribution|  ---    Position Budget
 Number   Code       Name          |     Percent  |              Amount
  0102    COMP Computing Services  |     47.40000 |               47,400
  0102    COMP Computing Services  |     10.00000 |               10,000
  0102    COMP Computing Services  |     10.00000 |enues          10,000
  0102    COMP Computing Services  |      1.00000 |                1,000
  0402    ENGR Engineering Dean    |      9.00000 |                9,000
  0102    ENGR Engineering Dean    |      1.00000 |enues           1,000
  0102    AVCF Assoc VC Financial A|     20.00000 |               20,000
  0102    AVCB Assoc VC Business Af|     10.00000 |               10,000
  0102    AVCB Assoc VC Business Af|     10.00000 |               10,000
  0102    VCFA VC for Finance and A|     10.00000 |               10,000
                                   +--------------+ Budget:       100,000
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  Dcode RStrt Pct         NextR       Save

The following sections describe the PBMC (Position Budget Maintenance function):

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The PBMC (Position Budget Maintenance - Cycle) function is used by BU Managers during the budget cycle to update the budget sources and budget salary amounts of a Position. Up to ten budget sources can be identified and include: Funding Sources include:
H Hard Budget
D Departmental Revenues
S Restricted or Soft Funds
U Unfunded salary
These updates are reflected in the Position Budget records.

Access and Security

PBMC will be available to all campus users, but with the following limitations:

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Approval Routing

There is no TARGET routing for this command. Any changes are saved when PF10 is pressed.

Validations

  1. Fiscal Year must be set to the latest budget year in effect on the CTLD (ConTroL Data) function.
  2. The Company/BU combination must exist on the BU Balance file.
  3. For action U, only those non-classified positions with effective dates of July 1 (for 12 month employees) and August XX (beginning date of upcoming academic year for 9 Month employees) may be changed. Employees with effective hire dates later than those above must be entered using the PBM function after the budget cycle is complete.
  4. Company and BU must be valid. This is validated on the BUCM function.
  5. Funding Source must be compatible with the Company being used as per Permitted Funding Type value on the Company file.
  6. For Action U, the Reason CD NS (Nonclassified Salary change) is recorded on the Position record when the Annual Salary is updated.
  7. As the position budget records are saved, the BU Balance field Sum-Position-Budget-Amount is incrementally increased by the updated amount. The BU balance Sum Position Budget Amount cannot exceed the BU budget amount for the category affected if the Company file field Sum-Position-Budget code is yes. This validation is not conducted for fund source types of S and U.
  8. The Inst Catg is derived from the position record's Occ Cd and the Student Title Code.
  9. Employee Annual Salary cannot exceed the aggregate position budget salary on the record.
  10. Employee Annual Salary cannot exceed maximum salary on LEGT or OCC for the employee percent set or exceed the overmax by 25% for non-classified positions if the over maximum flag is on.
  11. Employee Annual Salary cannot be zero if there is an Emp ID and the Position is nonclassified. System provides a warning if position budget exceeds Employee Annual Salary.
  12. Employee Annual Salary cannot be modified if there is no Emp ID.
  13. If the Position is filled, there must be at least one budget source record group on each record. The budget source record must have positive or real values other than negative, zero, or null. If the Position is vacant, the position budget record source group may be blank.
  14. The following later dated Reason CDs are allowed and the Employee Annual Salary is rippled through them:
    DC Distribution Change
    LE Leave Eligibility
    RD Resume Distribution

    All disallowed later-dated reason codes which are detected will result in a system error message which describes the offending Reason CD and the effective Date of the position record. The user will have to manually delete the Reason CD via the appropriate function.

  15. The function updates the Audit Log Group occurrence #2, with time of update and user ID.
  16. If the Budget Maintenance Restriction code on the company file identifies this function then the user is restricted from updating, deleting, or adding any source group record (line) with this company.

Processing

If the Position has a non-classified Occ cd and has an Emp ID, then the BU Manager may also enter the employee's new annual salary for the year. The system will update or add a position record with a fiscal year (7/1) begin date or academic year begin date with the new annual salary. The Reason CD NS (Nonclassified Salary change) will be assigned to the position record.

Note: In the event that the user desires to delete the Reason CD NS position record due to the later dated Reason CD rules, the PAYS Command must be used.

Update access to positions is based upon an allocated BU security value. The Security by Value provides a means of restricting entry to a Command. This restriction is based on the relationship of the desk/BU of the individual attempting the entry to that of the BU being affected by the entry.

The Inst Catg that is displayed is derived from the position record's Occ Cd and Student Title Code.

The only fields modifiable on PBMC are:

If there is an Emp ID for the effective begin date and the Occ Cd is non-classified, then the Employee Annual Salary may be updated. Otherwise, the Employee Annual Salary field is displayed but not modifiable.

The update can involve a change to only the Employee Annual Salary or the Position Budget fields (Company, BU, Funding Source, or Budget Salary amounts) or both.

If the Employee Annual Salary needs to be updated more than once the user would have to use the PBS function PAYS (PAY Status) to delete the NS Reason CD and then go back to PBMC to update the salary.

Related Topics

The following commands perform processing functions related to positions and budget. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
LPBC List Position budgets for a BU, Company
PAYS PAY Status
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

SETB - SET Budget

Figure 55 is an example of the screen presented during processing of the SETB function.

Figure 55. Data Entry Screen - SETB


Please enter new key fields
 PBOSETB 1 TEST                 SET Budget - SETB                08/14/96 17:36
 Command:      Action: V Position:       Emp ID:             Date:
 FY: 1998 Co: 0102
-------------------------------------------------------------------------------
Action: V FY: 1998 Company: 0102 BU: UABM Univ of Ark BU

Institutional Category                       Hard          Dept Revenues

Salaries, Non-Classified:                10,000,000           2,000,000
Salaries, Classified:                    85,000,000          10,000,000
Salaries, Graduate Assistants:              200,000             100,000
Wages:                                      400,000              10,000
Wages, Student:                             100,000

Other Compensation:                          10,000              10,000

Fringe Benefits:                         23,223,500           2,929,350

Maintenance:                              1,000,000               1,000
                                        ------------       --------------
Total:                                  119,933,500          15,050,350

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt             NextR       Save

The following sections describe the SET Budget function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related topics".

Purpose

The SET Budget (SETB) function is used by the Budget Directors of each U of A Fund entity (Fayetteville Campus, System Administration, Agricultural Experiment Station, Cooperative Extension Service, and Arkansas Archeological Survey) at the beginning of the budget cycle to enter the expenditure budget for that entity by Institutional Budget Category and Funding Source. Institutional budget categories displayed are Salaries (Non-Classified, Classified, Graduate Assistant), Wages (Regular and Student), Other Compensation, Fringe Benefits (calculated by salary type, fringe benefit rate and aggregated), and Maintenance. Other compensation includes sick leave, annual leave, extra compensation, incentive pay, overload, service award, special retirement, and overtime. The Funding Sources are Hard and Departmental Revenues. Hard Budget is the amount of Budget provided by Institutional Revenues, whereas Departmental Revenue budget is provided by Revenues generated in a particular department.

Access and Security

This function is restricted to Budget Directors.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Delete {D}

Approval Routing

There is no TARGET routing for this command. Any changes are saved when PF10 is pressed.

Validations

  1. Fiscal Year must be set to the latest fiscal year on the Control Data (CTLD) function.
  2. Fiscal Year, Company, and BU must exist on the BU Balance file.
  3. No negative values should be allowed.
  4. The function updates the BU Balance file BU-Budget-Amount.
  5. The function records the update in the Audit Log Group occurence #7, with Time of Update and User ID.
  6. Amounts shown for fringe benefits on each salary category are generated by a table of benefit rates contained in FBRT and are reflected in the category field 'Fringe Benefits'. This value is NOT stored in the BU Balance file.

Processing

Each Budget Director will enter the total budget base for their fund component and use the system required 'clearing house' Budgetary Unit called "UABM".

Salary totals entered represent the sum of the current salary base combined with salary increases authorized by executive management, state-mandated Cost-of-Living increases, and Exceptional Merit Pool amounts as authorized and funded by the state.

The fringe benefits are system-calculated at the rates specified on the Fringe Benefit Rate Table (FBRT) function according to the salary amounts and types entered for those salary categories. The fringe benefit amount cannot be modified by the user and are NOT posted to the BU-Balance file

The Budget Director should ensure that the Total Budget amount entered equals the Total Estimated Revenue amount entered on the Set Estimated Revenues (SETE) function for that same entity.

The initial entry and subsequent changes to the total budget allocation to each company is done with an Update. Fields modifiable on SETB are Salaries (Classified, Non-Classified, and Graduate Assistants), Wages (Regular and Student), Other Compensation, and Maintenance.

Related topics

SETE - SET Estimated Revenue

Figure 56 is an example of the screen presented during processing of the SETE function.

Figure 56. Data Entry Screen - SETE


PBOSETE 1           SET Estimated Revenues - SETE              08/08/96 14:55
 Command:      Action: V Position:       Emp ID:             Date: 01/05/1996
 FY: 1998  Company: 0102
-------------------------------------------------------------------------------
Action: V  FY: 1998  Company: 0102   BU: UABM Univ of Ark BU

Institutional Category                  Estimated Revenues

Tuition and Fees:                         999,999,999
State Appropriations:                     999,999,999
Federal Appropriations:                   999,999,999
Grants and Contracts:                     999,999,999
Sales and Service:                        999,999,999
Other Sources:                            999,999,999

                                          ___________

Total:                                  9,999,999,999

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit                          NextR       Save

The following sections describe the SET Estimated revenue function:

"Purpose"
"Access and Security"
"Key fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related topics".

Purpose

The SET Estimated Revenue (SETE) function is used by the Budget Directors of each U of A Fund entity (Fayetteville Campus, System Administration, Agricultural Experiment Station, Cooperative Extension Service, and Arkansas Archeological Survey) at the beginning of the budget cycle to enter the Estimated Revenue amounts for that entity by Institutional Revenue category. Major Estimated Revenue sources include Tuition and Fees, State Appropriations, Federal Appropriations, Gifts, Grants, and Contracts (which include Federal, State, and Local as well as Private), Sales and Service, and Other Sources. Other Sources includes Estimated Revenues which are expected to be generated by Departments, as well as miscellaneous revenues generated by the Institution.

Note: Only Unrestricted Revenues are entered on this function.

Access and Security

This function is restricted to Budget Directors.

Key fields Required in the Banner

Valid Actions

View {V}
Update {U}
Delete {D}

Approval Routing

There is no TARGET routing for this command. Any changes are saved when PF10 is pressed.

Validations

  1. Fiscal Year must be set to the 'latest fiscal year' on the Control Data (CTLD) function.
  2. Fiscal Year, Company, and BU must exist on the BU Balance file.
  3. No negative values are allowed.
  4. The function updates the BU Balance file BU-Estimated-Revenue-Amt.
  5. The function updates the Audit Log Group occurence #7, with Time of Update and User ID.

Processing

Each Budget Director will enter the total Estimated Revenue amounts for their fund component using the system required 'clearing house' Budgetary Unit called "UABM".

The State Appropriations category total includes General Revenues Allocations and Transfers from Other State Funds (such as the Merit Adjustment Fund which allocates funding for Cost-of-Living increases and for Exceptional Merit pools).

Budget Directors are responsible for ensuring that their Total Estimated Revenue amount equals the Total Budget amount (both Hard and Departmental Revenues) entered on the Set Budget (SETB) function for that same entity.

Related topics