AGENDA 1.Basic Questions 2.Two Personnel Functions Personnel Input Personnel Funding 3.The Eight...
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Transcript of AGENDA 1.Basic Questions 2.Two Personnel Functions Personnel Input Personnel Funding 3.The Eight...
AGENDA
1. Basic Questions
2. Two Personnel Functions• Personnel Input• Personnel Funding
3. The Eight Tabs
4. PEAR Changes
5. The Audit Trail
PEAR Processing
• What are payroll forms?– MUSC Personnel Evaluation and Action Request (PEAR)– UMA Personnel Action Request (PAR)
• Why do we need these forms?– Account for personnel costs (~ 80% of operating budget)– Process Changes
• New hires• Fund (UDAK/Center) changes• FTE change• Salary Change• Reclassifications
• Where are these forms in UMS?– PERSONNEL command– Personnel Funding
Basic Questions
• When do we process changes?– The next (most realistic) payroll cycle– A grant ends
• Who processes the changes?– The Financial User– The Management User– The Administrator
Basic Questions
• How many changes can we make in a FY?– Multiple changes can be made on an employee in one FY
***Dates can NOT overlap***– Date Examples for Monthly employees
• July 1, 2009 to September 30, 2009• October 1, 2009 to December 31, 2009
– Date Examples for Bi-weekly employees• July 5, 2009 to July 18, 2009• July 19,2009 to August 1,2009
Basic Questions
MUSC’s 2009 Payroll Dates
PERSONNEL Functions in UMS
New Employee: Ms. Daisy Dog Burkhardt
Personnel Input
Personnel Funding
• Employee Name– Click Ellipsis for employee– Automatic feed of info (SSN, EE #, Org Stamp)
• Action– What is the purpose of this specific PEAR
• New Hire• Fund Change• Assignment Change*• Salary Change*• Salary and Fund Change*• The * requires further info from separate box w/ pull down menu
– S = Salary Change (performance increase, additional skills increase, merit/equity)
– X = Assignment Change (change in duties, reclass, FTE change)
The DemographicsTop Half of Screen
• Pay Cycle (monthly or bi-weekly)
• Effective Dates– See Payroll Calendar– CAUTION: No Date Overlap
• Ref # and Memo– To be used at user’s discretion
The DemographicsTop Half of Screen
The Eight Tabs
1 2 3 4 5 6 7 8
Tab 1Payroll Items
• The Pay Model– Employee Type
• Unclassified
• Classified
• Post Doc
• Temp Grant
• Temporary
• Student
– Funding Type• MUCU (aka State)
• MUCR (aka Grant)
• Overtime, No OT
This is important as it determinesthe % and $ of fringe benefits
• Rate– Annual Salary
• Period– Annual (no exceptions)
• % Modifier– % FTE
• 40 hrs = 100%
• 32 hrs = 80%
• 20 hrs = 20%
Tab 1Payroll Items
• Add Center– Ensure % funding = 100%– Verify “Through” date– If pay model is State & Grant,
ensure Centers are both
MUCR and MUCU
• Disable AutoCalc– Be cautious– To be used as a last resort– For Retro adjustment purposes
Tab 2Funding
• Mission Code– Used to track certain
transactions for a specific purpose
– The way the data is entered and coded helps other users do their jobs better and more efficiently
– All transactions do not necessarily need to be tagged w/ a mission code
• Your manager will tell you if a mission code is needed
Tab 3Mission Code
• Must be Completed in full– If not HRM and/or Teamworks will reject
• Home Department: – Confirms employee is Medicine / Division
• Custom Fields– Info can be obtained from Position
Control Report– Grant Justification
Tab 5 H.R.
Tab 5 - HRGrant Justification
Mandatory
for
Retro PEARs
• Public - Note will print on hard copy of the form
• Private – Note is for internal use between users. Will NOT print on hard copy
• Very useful for reminders, audit trail, and documentation
• Notes are helpful and useful
• The Administrator Team values these Notes
Tab 6Notes
Public Private
Tab 7 & 8 Links and Attachments
• DOM1 Finance = Lisa B
• DOM2 Administrator = Cathy Wood
• DOM3 ASW = Jill Griffith
• DOM4 PEAR Officer– Frances Glanville, Faculty
– Joe Gough, Staff
• Other Approvals– COM Dean’s Office– HRM
• TEAMWORKS– Jill Griffith
Tab 4 Approval / Routing
1. Filter and Find the most current PEAR
2. Edit the most current PEAR• Change the end date of PEAR
***Remember the Date Overlap Rule***
• Review the Funding tab for encumbrances- Has the AutoCalc been disabled?- Are the encumbrances correct or over/understated- Adjust them accordingly
• Click the Inactive button- Do you want to delete the encumbrances?- Do you want to keep the encumbrances?
PEAR Changes
PEAR ChangesFilter
3. Save and Close
4. Add new PEAR• MUSC Standard (Not MUSC One-Time)• Base on the most current record – YES YES YES
• Transfers data like HR tab data
• Transfers data like Pay Model, Salary, % Modifier (FTE)
PEAR Changes
No Audit Trail = CONFUSION
• Be Consistent (the Joe Gough example)
• Add Notes
• Think about your encumbrances
• Watch Those Dates!!!– See next slide
Maintaining the Audit Trail
Maintaining the Audit Trail
NEVER override / change a PEAR that has been submitted