HR Transaction Forms

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HR Transaction FormsBinghamton University

State University of New YorkHuman Resources Training Document

Updated 07/30/2013

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OverviewTable of Contents

Important: Before you BeginImportant notes

Accessing the FormsLink to the Forms

Navigation ToolbarHome, List, Forms and Logout

Basic Data TabHow to start a transaction

Person TabName, Demographics, directory,

education and emergency contact

28020 TransactionsFaculty/Staff Employment Transactions

28029 TransactionsGraduate/Teaching Assistant Transactions

28021 & 28023 TransactionsStudent Payroll Transactions

Additional Salary TransactionsExtra Service, Also Receives, Chair

Stipends, etc.

Volunteers AppointmentsAppoint, Extend, Terminate Unpaid Appointments

Final Review & SubmitTransaction Review Page

ListWhere to find forms in process and complete

Chart of TransactionsComplete list of HR Form transactions

HR ContactsWho to call with questions

Click on any of these section links to be taken directly to that area of

information.

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Important Before you Begin:

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).

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Basic Data TabHelp

Look for Help Buttons throughout the forms for additional information.

?

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Accessing The Forms

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.

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Navigation Toolbar Home: The main Dashboard in the HR Forms.

Forms: Where you will initiate new transaction forms

List: Where forms in process or completed will be located.

Logout: Sign out of the application

We’ll look at the Home page first…

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The Main DashboardHome

* Please note: Not all users will have all Navigation Bar options shown.

DASHBOARD: This section will show your user name and last login date and time.

NEWS: This section will contain News updates or alerts from Human Resources

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.

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The Main DashboardHome

To begin a new form you can click in one of two places …”Forms” or “New Form”

Return to Table of Contents

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Basic Data TabPerson Lookup: Applies to all Payrolls,

(This is where to start a new transaction form)

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Basic Data TabPerson Lookup

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.

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Basic Data TabStarting a New Form

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.

The forms pull data from SUNY feeds (housed locally). This screen shows all Roles a person has had in the SUNY system.

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Basic Data TabRoles

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).

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Basic Data TabPayroll and Role Information

Payroll number

Payroll name Role Role Definition

28020 Faculty Staff STEMP State Employee

28021 Student Assistant STSTU Student Assistant Employee

28023 Federal College Work Study STCWS Work Study Employee

28029 Graduate/Teaching Assistant STEMP Graduate Assistant Employee

Faculty Staff RETRE Retiree

Volunteer INSTR Contribution Instructor (non paid Faculty)

Volunteer VRSPR Visiting Scholar, Professional, Researcher

Volunteer VOLUN Volunteer

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Basic Data TabStarting a New Form

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) Click Next

For this Example we chose:• Role: STEMP (previously

established)• Form: Employment • Action: Hire/Rehire • Transaction: Appoint Unclassified

Service

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Basic Data TabForms, Actions and Transactions

There are Four Forms to choose from:

1. Employment: Use for any transaction for a current employee (from a new hire - up through a leave of absence)

• 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: Use to update the personal information for any employee or volunteer (campus address, legal address, phone numbers, emails, education or emergency contact)

3. Separation: Use to end an employees' employment affiliation

4. Volunteer: 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.


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Person TabApplies to all Payrolls and Roles

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Person TabName Sub-tab

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.

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Person TabDemographics Sub-tab

The Demographics tab contains a number of fields that are required for outside reporting to federal offices, state agencies, unions, etc.

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Person TabDirectory Sub-tab

The Directory contains information on an individual’s physical addresses, telephone numbers, and email addresses.

The system allows the followingAddresses:

One Legal address: Required for all employeesCampus 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 PhoneOne Cell PhoneOne Work Phone

Email:One Home Email One Work Email

When working in a address, phone number or email block you must Save or Delete your work before you can navigate away from the Directory page.

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Person TabEducation Sub-tab

This section is used to record degree information for employees. Complete information is mandatory for all Faculty and Professional

appointments.

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Person TabContact Sub-tab

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.


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28020 TransactionsFaculty and Staff Transactions

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28020 Employment TabPosition Sub-tab

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.

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28020 Employment TabPosition Sub-tab: Details

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.

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28020 Employment Tab Appointment Sub-tabIf Faculty – No

You will only see the Campus title, Supervisor and Department Supervisor and Department are Mandatory Fields

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If Faculty – YesMore fields open up. All information is mandatory for Faculty appointments.

28020 Employment TabAppointment Sub-tab

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28020 Employment Tab Salary Sub-tab: Annual

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.

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28020 Employment TabSalary Sub-tab: Bi-Weekly



# 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.

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28020 Employment Tab Salary Sub-tab: Hourly



Hourly Rate: Fill in this field

Total Salary: will auto populate from Hourly rate

Verify information, then proceed.Return to Table of Contents

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28029 TransactionsGraduate and Teaching Assistant Transactions

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28029 Employment TabPosition Sub-tab: GA/TA Line Numbers

The Student payrolls use generic line numbers for appointments. Please use the following:

Teaching Assistant - 90000

Graduate Assistant - 92000

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28029 Employment TabPosition Sub-tab

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.

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28029 Employment Tab Position Sub-tab: Details

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.

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)

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Employment Tab28029 Appointment Sub-tab

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.

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28029 Employment TabSalary Sub-tab: Bi-Weekly


# 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.


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Additional SalaryAdditional Payments

These apply to the 28020 and 28029 Payrolls Only

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Employment TabAdditional Salary Transactions

To begin an Additional Pay Transaction :

Form: Employment FormAction: Pay Transaction Transaction: Choose from List of Values

This will bring you to the Employee’s Salary tab.

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Types of Additional Salary

• Acting Stipend• Also Receives• Chair Stipend• Extra Service• Inconvenience Pay (Full)• Inconvenience Pay (Partial)• Summer Session• Winter Session

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Click on the “Add

Salary”Button

under Additional Salary to Provideadditional Salaryinformation.

*

* Please note that Account is Mandatory


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28021 & 28023 Transactions

Student Assistant and Federal College Work Study Transactions

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28021 & 28023 Employment TabPosition Sub-tab: Student Line Numbers

The Student payrolls use generic line numbers for appointments. Please use the following:

Student Assistant -20000

Federal College Work Study - 80000

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28021 or 28023 Employment TabPosition Sub-tab

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

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28021 Employment Tab Pay Sub-tab:


Click on the “Add Pay” button Enter information, Save and Proceed.

Student Assistant Appointments:

You will see ALL 28021 Commitments the Student has on campus.

If Several are showing – you will need to watch:

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.

Note: You may enter more than one hourly rate and/or account in one form.

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28023 Employment Tab Pay Sub-tab:


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.

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Click on the “Add Pay” button Enter information, Save and Proceed.


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Volunteer Appointments

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Volunteers

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.

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VolunteersIn 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.

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Volunteers

For more detailed information about volunteer appointments visit:

Human Resources Volunteer web page


http://www2.binghamton.edu/human-resources/hr-masters-and-coordinators/volunteers.html

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Final Review and SubmitApplies to all Transactions

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Review TabOnce 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.


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ListWhere forms in process or completed will be located.

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List All forms in process and complete

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

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List All forms in process and complete

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)

The list of forms are:

* Sort-able by clicking on any column heading

and * Searchable by typing in any of the column

heading boxes.

**

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ListForm Status for forms in Process

This is where you can see the Status of any of your Forms

Status:

PA – Pending Approval• The form has been submitted and is in the approval process.

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 • * 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

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Notes: 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.


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Charts of TransactionsTransaction Forms, Actions and Transactions

With notes

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Transactions: Hires, Rehires, Concurrent hires, Data Changes

Form Action Transaction Notes

Employment Hire/Rehire or Concurrent Hire

Appoint Classified Service


Appoint Unclassified Service


Appoint Extra Service


Appoint Occasional


Appoint Pending Exam


Appoint StudentUse 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)


Appoint Summer Session


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

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Transactions: Position Change


Employment Position Change Add Student Assignment

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.

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

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Transactions: PayForm Action Transaction Notes

Employment Pay Acting StipendAn 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.

Employment Pay Add/Update Split Charge Assignment

Employment Pay Also ReceivesAn 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.

Employment Pay Change Pay Basis

Employment Pay Change Percentage

Employment Pay Chair StipendAn annualized amount that can be paid in addition to the basic annual salary for services rendered as chair of an academic department/division.

Employment Pay Correct Salary

Employment Pay Demotion

Employment Pay Extra ServiceWork performed by an employee at their own campus that is substantially different from, or in addition to, their regularly assigned duties and responsibilities.

Employment Pay Fee Payment

Employment Pay Inconvenience Pay (Full)Additional compensation paid to an employee who is requiredto work four or more hours between 6:00 pm and 6:00 am in a regular tour of duty.

Employment Pay Inconvenience Pay (Partial)Additional compensation paid to an employee who works four ormore hours between 6:00 pm and 6:00 for a specific number of nights during a payroll period.

Employment Pay Promotion

Employment Pay Salary Decrease

Employment Pay Shift Differential

Employment Pay Salary Increase

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Transactions: Leaves

Form Action Transaction Notes:

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)

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Transactions: Separations, Personal Data, Volunteer


Separation Deceased

Separation Probationary Termination

Separation Resign

Separation Retire

Separation Termination Use this form to end any temporary appointment.

Separation Non-Renewal

Personal Data

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.

Volunteer Appoint

Volunteer Extend

Volunteer Terminate

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HR Employment Area Contacts

Faculty Employment:• Bonnie Jenson 777-6613• Jessica Larson 777-3624

Professional Employment:• Alison Gierlach 777-6625• Kathy Gallagher 777-4885

Classified Employment:• Sara Declemente-Hammoud 777-

4939• Afton Fahey 777-5344

Graduate/Teaching Assistant Employment:

• Bonnie Jenson 777-6613• Jonathan Roma 777-3321• Laura Murphy 777-4185

Student Employment:• Jonathan Roma 777-3321• Jessica Williams 777-6952

Volunteers:• Kate Hastings 777-2187• Paula Weingartner 777-6977

Employee Benefits:• Kim Avery 777-6953• Luanne DiRico 777-6950• Christine Koban 777-4850

Forms Issues:• Vicki Metritikas 777-4463• Jonathan Roma 777-3321• Jessica Larson 777-3624• Bonnie Jenson 777-6613

Where to call with HR transaction questions or issues:


HR Transaction Forms

Documents

Transcript of HR Transaction Forms