HR Transaction Forms

Report
Binghamton University
State University of New York
Human Resources Training Document
Updated 07/30/2013
1

Important: Before you Begin

Important notes



28020 Transactions
Faculty/Staff Employment Transactions


Final Review & Submit
Transaction Review Page

List
Where to find forms in process and complete
Person Tab
Name, Demographics, directory,
education and emergency contact
Volunteers Appointments
Appoint, Extend, Terminate Unpaid Appointments
Basic Data Tab
How to start a transaction


Navigation Toolbar
Home, List, Forms and Logout

Extra Service, Also Receives, Chair
Stipends, etc.
Accessing the Forms
Link to the Forms
Additional Salary Transactions

Chart of Transactions
Complete list of HR Form transactions

HR Contacts
Who to call with questions
28029 Transactions
Graduate/Teaching Assistant Transactions

28021 & 28023 Transactions
Student Payroll Transactions
Click on any of these section links to be
taken directly to that area of information.
2


Browser requirements:
• The forms have been designed to work with the following browsers:
 Firefox higher than 18+
 Internet Explorer 8 or 9
 Safari 5
• Do not use Chrome, Internet Explorer 7, or Firefox 3. These
browsers do not work with the forms (yet – this will be addressed in
future phases).
Do NOT use your browser “Back” button while navigating through the
forms. Use the tabs or navigation buttons (on the bottom right side of the
forms).
3
?
Look for Help Buttons throughout the forms for additional information.
4
The Forms can be accessed at
hrforms.binghamton.edu


The New Forms application is web based. You will sign in with your PODS
username and password.
Any questions regarding your PODS username or password may be
directed to the ITS Help Desk at 777-6420.
5

Home: The main Dashboard in the HR Forms.
We’ll look at the
Home page first…

Forms: Where you will initiate new transaction forms

List: Where forms in process or completed will be located.

Logout: Sign out of the application
6
NEWS: This section will contain News
updates or alerts from Human Resources
DASHBOARD: This section will show your user
name and last login date and time.
PENDING FORMS: This section will show you an
overview of the items on your List page. You may click
on any of the four items to be taken directly to that tab
in your list page.
* Please note: Not all users will have all Navigation Bar options shown.
7
To begin a new form you can click
in one of two places …”Forms” or
“New Form”
Return to Table of Contents
8
Person Lookup: Applies to all Payrolls,
(This is where to start a new transaction form)
9

Person Lookup: Use either Campus ID (Bnumber) or Last name and
Date of Birth to start a search
• All Graduate/Teaching Assistant forms must be started with a B number

Click on Search


Submitter information will appear at the
bottom of each tab
Contact HR if yours is incorrect or
incomplete as your forms may not route
through approvals properly.
10
The forms pull data from SUNY feeds (housed locally).
This screen shows all Roles a person has had in the SUNY system.
You must choose a Role
(either new employee, one of the
current roles or new role.
and a Payroll and Effective Date
before the forms, actions and
transaction will appear.
11
What is a Role?

Roles represents an individual's various employment and/or volunteer
affiliations with the campus. A person may be re-appointed to a role that
has an end date.
If a person has a role on the payroll that you are trying to appoint to or
update - choose the established role. If the established role has an end
date you will need to rehire or re-appoint the employee to re-activate that
role.
If a person has prior affiliations but does not have an established role on
the payroll that you are trying to appoint to, choose "new Role”.
If no information comes up when you submit a person search, choose
new employee.

Refer to Payroll and Role Information Chart for Role definitions (next
slide).
12
Payroll
number
Payroll name
Role
28020
Faculty Staff
STEMP State Employee
28021
Student Assistant
STSTU
28023
Federal College Work Study
STCWS Work Study Employee
28029
Graduate/Teaching Assistant
STEMP Graduate Assistant Employee
Faculty Staff
RETRE
Volunteer
INSTR
Volunteer
Volunteer
Role Definition
Student Assistant Employee
Retiree
Contribution Instructor (non paid
Faculty)
VRSPR Visiting Scholar, Professional,
Researcher
VOLUN Volunteer
13
Once you’ve chosen
a Role, Payroll and
Effective date, you’ll
need to chose the
appropriate
transaction.




Choose: Form
Choose: Action
Choose:
Transaction
Check the Box
(if applicable)
For this Example we chose:
• Role: STEMP (previously established)
•Form: Employment
•Action: Hire/Rehire
•Transaction: Appoint Unclassified
Service
Click Next
14
There are Four Forms to choose from:
Employment:
Use for any transaction for a current employee
(from a new hire - up through a leave of absence)
1.
•
Refer to the Transaction charts at the end of this presentation for a complete list of Forms, Actions
and Transactions with notes.
2.
Personal Data:
3.
Separation:
4.
Volunteer:
Use to update the personal information for any
employee or volunteer (campus address, legal address, phone
numbers, emails, education or emergency contact)
Use to end an employees' employment affiliation
Use to appoint, extend or end a volunteer appointment.
Please note that a person must have a current volunteer role to extend
or end a volunteer appointment.
Return to Table of Contents
15
Applies to all Payrolls and Roles
16


First and Last name
must match employees’
legal documentation.
Do not use nicknames.
Volunteer Firefighter/EMT:
Indicate Yes or No. These employees
have the right to leave work in certain
circumstances without charging leave
accruals. This field is necessary for time
and attendance purposes.
Rehire Retiree:
It is Mandatory to check the appropriate indicator for employees who have retired
from state service and are rehired by a campus.
Depending on the age of the employee, they may be subject to earnings
limitations or the campus must follow certain procedures to appoint these
employees on the payroll.
17

The Demographics tab contains a number of fields that are required for
outside reporting to federal offices, state agencies, unions, etc.
18
The Directory contains information on an
individual’s physical addresses, telephone
numbers, and email addresses.
The system allows the following
Addresses:
One Legal address: Required for all
employees
Campus Addresses: Department
address used for the employee’s physical
address on campus. The system allows for
two campus addresses for employees who
work in multiple areas.
Phone Numbers:
One Home Phone
One Cell Phone
One Work Phone
Email:
One Home Email
When working in a address, phone number or email
One Work Email
block you must Save or Delete your work before you
can navigate away from the Directory page.
19


This section is used to record degree information for employees.
Complete information is mandatory for all Faculty and Professional
appointments.
20



This page is used to enter emergency contact information for individuals.
One individual may be identified as the primary contact for emergency
purposes.
Any number of additional contacts may also be added.
Return to Table of Contents
21
Faculty and Staff Transactions
22



If a line number pulls up
automatically – Make sure the
line number is correct by
verifying the information in the
grey position box. If correct,
verify/update all information
on page, then proceed.
If incorrect-delete old line
number and re-enter new,
correct line number in position
search box, verify position
information, complete all
appointment data, then
proceed.
If no line number populates–
enter the correct line number in
the position search box, verify
position information, complete
all appointment data, then
proceed.
23

Appointment Type: The type of appointment the employee has based on title, negotiating unit, and the
circumstances of employment.


For M/C please choose “Administrative”.

For all other appointments please refer questions to appropriate HR Employment area personnel.
Appointment Percent: Enter the number or move the slider. You may not appoint at a percentage
higher than the approved position request.

Benefit Flag General Guidelines:

For Classified appointments: must be 50% to be benefits eligible.

For Faculty appointments: must be teaching two classes

For Professional appointments: eligibility based on salary and length of employment – contact
Employee Benefits to verify

Appointment end date: Mandatory for ALL Temporary and Term appointments.

Voluntary Reduction: The Voluntary Reduction in Work Schedule (VRWS) is a
program that allows employees to voluntarily trade income for time off.

Check Sort Code: Also referred to as Mail Drop ID, this is the code that is printed
on employee checks to determine where the check will be sorted for distribution.

Justification: The reason the transaction was entered. Fill in if applicable.
24
If Faculty – No


You will only see the Campus title, Supervisor and Department
Supervisor and Department are Mandatory Fields
25
If Faculty – Yes
More fields open up. All information is mandatory for Faculty appointments.
26



Please note that Account is Mandatory

Pay Basis will populate
from the position data
in SUNY. Verify it is
correct.
Percent will populate
(editable) from the
position sub-tab.
Enter the Full time
Salary. The form will
multiply % by the Full
Time Salary to
determine the correct
Total Salary.
Verify then proceed.
27



Please note that Account is Mandatory

Pay Basis will populate
from the position data in
SUNY. Verify it is
correct.
# of Payments: The
number of payments the
employee is expected
to receive. Required
for biweekly and FEE
employees.
Biweekly Rate: Rate
will be multiplied by
the # of Payments to
determine the total
commitment.
Verify information,
then proceed.
28



Please note that Account is Mandatory

Pay Basis will
populate from the
position data in SUNY.
Verify it is correct.
Hourly Rate: Fill in
this field
Total Salary: will
auto populate from
Hourly rate
Verify information,
then proceed.
Return to Table of Contents
29
Graduate and Teaching Assistant Transactions
30
The Student payrolls use generic line numbers for
appointments. Please use the following:
Teaching Assistant - 90000
Graduate Assistant - 92000
31



If a line number pulls up
automatically – Make sure
the line number is correct
by verifying the
information in the grey
position box. If correct,
verify/update all
information on page, then
proceed.
If incorrect-delete old line
number and re-enter new,
correct line number in
position search box, verify
position information,
complete all appointment
data, then proceed.
If no line number
populates– enter the
correct line number in the
position search box, verify
position information,
complete all appointment
data, then proceed.
32







Appointment Type: The type of appointment the employee has based on title, negotiating unit,
and the circumstances of employment.

GA/TA appointments please choose “Administrative”.
Appointment Percent: Enter the appropriate appointment percentage either 25% (10 hours
per week or 50% (20 hours per week)
Benefit Flag General Guidelines:
 For GA/TA appointments: please leave blank.
Appointment end date: Mandatory for ALL GA/TA appointments
Voluntary Reduction: Does not apply to GA/TA appointments.
Please leave blank or “No”.
Check Sort Code: Also referred to as Mail Drop ID, this is the code
that is printed on employee checks to determine where the check
will be sorted for distribution.
Justification: The reason the transaction was entered. Fill in if
applicable.
33


Graduate and
Teaching Assistant
appointments will
show some Student
Details necessary for
the Graduate School
Dean’s Office approval
decision. This
information is pulled
from Banner and
based on the
(mandatory) Bnumber
provided on the Basic
Data tab.
Complete All missing
information on page.
34



# of Payments: The
number of payments
the employee is
expected to receive.
Biweekly Rate: Rate
will be multiplied by
the # of Payments to
determine the total
commitment.
Verify information,
then proceed.
Please note that Account is Mandatory
Return to Table of Contents
35
Additional Payments
These apply to the 28020 and 28029 Payrolls Only
36
To begin an Additional Pay Transaction :
Form: Employment Form
Action: Pay Transaction
Transaction: Choose from List of Values
This will bring you to the Employee’s Salary tab.
37
Types of Additional Salary
• Acting Stipend
• Also Receives
• Chair Stipend
• Extra Service
• Inconvenience Pay (Full)
• Inconvenience Pay (Partial)
• Summer Session
• Winter Session
38
* Click on the
“Add Salary”
Button under
Additional
Salary to
Provide
additional
Salary
information.
*
Please note that Account is Mandatory
Return to Table of Contents
39
Student Assistant and Federal College Work Study Transactions
40
The Student payrolls use generic line numbers for
appointments. Please use the following:
Student Assistant -20000
Federal College Work Study - 80000
41

*


*
Make sure both the Payroll and the Title match. For
example, for a Student Assistant appointment, both of these
should say Student Assistant.
If Payroll is incorrect, delete your form and begin a new one
choosing the correct payroll on the Person search page.
If Position information is incorrect-delete old line number
and re-enter new, correct line number in position search
box.
Benefit
Flag may be left
blank for student appointments.
Check
Sort Code for all
Student appointments is
HR CHECK DISTRIBUTION
CTR
42
Student Assistant
Appointments:
You will see ALL 28021
Commitments the
Student has on campus.
If Several are showing –
you will need to watch:
Please note that Account is Mandatory


1.
That this student is
not exceeding the
academic year
maximum of 20 hours
per week.
2.
That this student is
not submitting time
sheets with
overlapping hours.
Click on the “Add Pay” button
Enter information, Save and Proceed.
Note: You may enter more than one hourly rate and/or account in one form.
43
Federal College Work
Study Appointments:
May only have ONE
appointment.
*


If you are hiring a FCWS
student and they are
showing a current
appointment (no end
date) – they will need to
be terminated from the
prior appointment before
you can appoint them.
Please note that Account is Mandatory
Click on the “Add Pay” button
Enter information, Save and Proceed.
Return to Table of Contents
44
45
Volunteer Categories:
There are three types of Volunteers.



Contributing Instructor: Unpaid Teaching Faculty appointments
Visiting Researcher/Scholar/Professional: Unpaid appointments for
researcher, professionals or visiting scholars
Volunteer (General): Use this status for all others who are volunteering
their time to provide a wide variety of services on campus.
46
In addition to the required “Person” information, the following fields
are Mandatory For Volunteer appointments:
•
•
•
•
•
Sub-Role
Start Date
Department
Supervisor
Duties
Please note: Volunteer
appointments
submitted without an
end date will be given a
one year appointment.
47
For more detailed information about
volunteer appointments visit:
Human Resources Volunteer web page
Return to Table of Contents
48
Applies to all Transactions
49
Once the form is complete a Review
tab opens up. This page contains
the complete transaction
information and is not editable.
*It is still possible to edit
information by clicking on the other
tabs or sub tabs.
Verify all information on this page to
make sure all the data is complete
and correct.
The best time to print or save your
form is on the Review page, prior to
submitting.
The submit button is in the lower
right portion of the screen.
Return to Table of Contents
50
Where forms in process or completed will be located.
51
My Forms tab: All forms a user has touched (started, approved or rejected).
•Forms are not editable in the “My Forms” tab
Pending Submittals tab: Forms started but not yet submitted
Pending Rejections tab: Forms that have been rejected back to you. You may
update and re-submit forms rejected forms.
Pending Approvals tab: Forms waiting for your (approval groups) approval
52
The list of forms are:
* Sort-able by clicking on any column heading
and
* Searchable by typing in any of the column
heading boxes.
*
Note: You may or may not see
all of these tabs.
You will only see the tabs when
you have items in that category
(For example, if you do not have
any forms rejected back to you,
you will not see the Pending
Rejections tab)
*
53
This is where you can
see the Status of any
of your Forms
Status:

PA – Pending Approval
•

PR – Rejected: Pending Review
•

The form is in process and has been rejected. Check the Comments tab to see what needs to be corrected.
You may update and re-submit the form.
H – Pending SUNY HR Entry
•

The form has been submitted and is in the approval process.
* This status indicates the form has been Final Approved by HR
Z – Completed
•
Transaction has been entered into SUNY
Completed Status: Please note that this is a
Future status – you will not currently see
forms in Z status
54
A
few things to remember:
• Not every tab will appear for every transaction – you will only see the tabs
that are applicable.
• Choose the correct role and transaction carefully to ensure all data
necessary is provided in the form.
• There is a Comments Tab on every transaction. Use this to add or clarify
any details not included on the form.
• Review all information on the Review page to ensure that the data is
complete and correct prior to submitting a form. If you cannot see
something on the review page – the approvers will not be able to either.
Return to Table of Contents
55
Transaction Forms, Actions and Transactions
With notes
56
Form
Action
Transaction
Employment
Hire/Rehire or Concurrent
Hire
Appoint Classified Service
Employment
Hire/Rehire or Concurrent
Hire
Appoint Unclassified
Service
Employment
Hire/Rehire or Concurrent
Hire
Appoint Extra Service
Employment
Hire/Rehire or Concurrent
Hire
Appoint Occasional
Employment
Hire/Rehire or Concurrent
Hire
Appoint Pending Exam
Employment
Hire/Rehire or Concurrent
Hire
Appoint Student
Employment
Hire/Rehire or Concurrent
Hire
Appoint Summer Session
Employment
Hire/Rehire or Concurrent
Hire
Appoint Winter Session
Employment
Data Change
Change Supervisor
Employment
Data Change
Correct Status
Employment
Data Change
Change Campus Title
Employment
Data Change
Renew Term Appointment
Employment
Data Change
Extend Temp Appointment
Employment
Data Change
Update Check Sort Code
Employment
Data Change
Voluntary Reduction
Notes
Use Hire/Rehire for a brand new employee.
Use Concurrent Hire for to hire someone already appearing as a
current employee on another payroll (with no end date)
57
Form
Action
Transaction
Employment
Position Change
Add Student Assignment
Employment
Position Change
Appoint Classified Service
Employment
Position Change
Appoint Unclassified Service
Employment
Position Change
Appoint Pending Exam
Employment
Position Change
Change Line
Employment
Position Change
Demote
Employment
Position Change
Promote
Employment
Position Change
Reclass
Notes
Use this Transaction only if the Student is appearing as a current
28021 employee (in a role without an end date). Do not use this
transaction for 28023 appointments.
58
Form
Action
Transaction
Notes
Employment
Pay
Acting Stipend
Employment
Pay
Add/Update Split Charge Assignment
Employment
Pay
Also Receives
Employment
Pay
Change Pay Basis
Employment
Pay
Change Percentage
Employment
Pay
Chair Stipend
Employment
Pay
Correct Salary
Employment
Pay
Demotion
Employment
Pay
Extra Service
Employment
Pay
Fee Payment
Employment
Pay
Inconvenience Pay (Full)
Employment
Pay
Inconvenience Pay (Partial)
Employment
Pay
Promotion
Employment
Pay
Salary Decrease
Employment
Pay
Shift Differential
Employment
Pay
Salary Increase
An annualized amount that can be paid to the incumbent of the position in
addition to the basic annual salary for additional services performed on a
temporary basis.
An annualized amount that can be paid an employee, in addition to basic annual
salary, usually paid from non-state funds. The also receives amount is generally
limited to 20% of the ANTE on the position.
An annualized amount that can be paid in addition to the basic annual salary for
services rendered as chair of an academic department/division.
Work performed by an employee at their own campus that is substantially
different from, or in addition to, their regularly assigned duties and
responsibilities.
Additional compensation paid to an employee who is required
to work four or more hours between 6:00 pm and 6:00 am in a regular tour of
duty.
Additional compensation paid to an employee who works four or
more hours between 6:00 pm and 6:00 for a specific number of nights during a
payroll period.
59
Form
Action
Transaction
Employment
Leave
Unpaid Child Care Leave
Employment
Leave
Unpaid Educational Leave
Employment
Leave
Unpaid Family Medical Leave
Employment
Leave
Unpaid Discretionary Leave
Employment
Leave
Unpaid Military Leave
Employment
Leave
Unpaid Sabbatical
Employment
Leave
Paid Educational Leave (Full)
Employment
Leave
Paid Educational Leave (Partial)
Employment
Leave
Paid Sabbatical (Full)
Employment
Leave
Paid Sabbatical (Partial)
Notes:
60
Form
Transaction
Action
Separation
Deceased
Separation
Probationary Termination
Separation
Resign
Separation
Retire
Separation
Termination
Separation
Non-Renewal
Notes
Use this form to end any temporary appointment.
Allows you to update Demographics, Directory (address, phone,
and email), Education and/or Emergency contact information.
This form is included in Hire, Rehire and CCH forms
automatically.
Personal Data
Volunteer
Appoint
Volunteer
Extend
Volunteer
Terminate
61
Where to call with HR transaction questions or issues:

Faculty Employment:

Bonnie Jenson 777-6613
• Jessica Larson 777-3624
Jonathan Roma 777-3321
• Jessica Williams 777-6952
•

Professional Employment:
•

Classified Employment:

Bonnie Jenson 777-6613
• Jonathan Roma 777-3321
• Laura Murphy 777-4185
•
Employee Benefits:
Kim Avery 777-6953
• Luanne DiRico 777-6950
• Christine Koban 777-4850
Sara Declemente-Hammoud 777-4939
• Afton Fahey 777-5344
Graduate/Teaching Assistant
Employment:
Kate Hastings 777-2187
Paula Weingartner 777-6977
•
•

Volunteers:
•
•
Alison Gierlach 777-6625
• Kathy Gallagher 777-4885
•

Student Employment:

Forms Issues:
Vicki Metritikas 777-4463
• Jonathan Roma 777-3321
• Jessica Larson 777-3624
• Bonnie Jenson 777-6613
•
Return to Table of Contents
62

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