Biweekly Briefs 3/14/2019

Page 1

RECORDING LINK: https://us-lti.bbcollab.com/recording/b89e847f2e3944cda78338fa5a31380b ***R08 Personnel Actions due to HR 03/14/2019 Prior to 1:00 PM*** Note: 3/15/2019 is a UA Holiday so everything is due *Thursday* 3/14/2019 *Please complete NEA2TRM by 1:00 PM today, too. If you have a last minute termination for R07, (after 1 PM) please coordinate with Jai (x7586) to get the WF entered and approved before COB. ***R09 Personnel Actions due to HR 03/29/2019 Prior to 1:00 PM*** ***R10 Personnel Actions due to HR 04/12/2019 Prior to 1:00 PM*** 2019 Personnel/Payroll Submission Schedule Link: https://www.uaf.edu/uafhr/calendars/2019-Personnel-Payroll-Submission-Schedule_2019.01.25.pdf ***Biweekly Reminder: Please Deliver to HR Daily*** To keep the paper workflow moving smoothly, submit Job Forms/hire packets, etc. on a daily basis. *Ride the On-Call Shuttle, ph 474-7000 30 minutes in advance* ***Forward to MAU’s Designated Ethics Office for review and approval*** Ethics forms should be routed to UAF HR for Brad's signature, he is the MAU Ethics Representative for UAF. (Remind your employees, they should submit HR forms through their PPA, for delivery to UAF HR) PPA Action: Always review that the form(s) is fully completed before it comes to UAF HR for Brad. If any section of the form is left blank, i.e., is incomplete, they will be returned. Right now, no news is good news. (You can assume it has been determined to be okay.) We’re still working on establishing an efficient process for circling back to departments when these are sent to General Counsel for addt’l review. To find the most current ethics forms please go to: https://www.alaska.edu/hr/forms/hr_ethicsforms/

(Nepotism Form) Disclosure of Employment of Immediate Family Member

Employment or Service Outside UA Disclosure Form - Faculty, Staff, & Student Employees

Note: Work Progress to make these forms electronic [NextGen] smart forms with built in routing. ***Please SLOW DOWN to Prevent Errors*** Nearly half of our hire packets have been having issues lately. Mostly little things that are probably caused simply by moving too quickly. Unfortunately, these little things stop us in our tracks, require communication back to you, then pend for revision, it generates more work for us, more work for you, and delays processing.

Biweekly Briefs 3/14/2019

Page 2

Silly T-shirt quote, “I do it right the first time because I’m too lazy to do it twice.” We’ll address a few of these errors in the next few topics... ***myUA ONBOARDING – the New Hire Form*** The new hire form collects the necessary data to set-up an employee, as wells as acknowledge and answer questions about Veteran Status, etc. There are 4 "New Hire Forms" (AKA Onboarding Forms, AKA Starter Forms) within myUA, if the PPA selects the wrong form we may not receive the data that we need in order to set-up an employee...

myUA ONBOARDING *PPA, please be sure to select the correct form or Personnel will get the wrong data* 

New Hire Form (4 to choose from):  Circumstance in which to use: 

New Hire Form  Regular (fully benefitted) New or Rehire 

TEMPORARY New Hire Form  Temporary / Extended Temporary New or Rehire 

Internal Hire Form  Regular (fully benefitted) hire for an “Active,” i.e., “Internal” Employee 

TEMPORARY Internal Hire Form  Temporary / Extended Temporary New or Rehire for an “Active,” i.e., “Internal” Employee 

***Form I-9: Review Sections 1 for Accuracy*** Before completing Section 2, you should review Section 1 to ensure the employee completed it properly. If you find any errors in Section 1, have the employee make corrections, as necessary and initial and date any corrections made. – This is straight out of the Form I-9 Instructions, Page 6 of 15. ♦ It’s a lot easier to have the employee correct Section 1 right then! Also, make sure that the information presented to you agrees. If someone has presented their birth certificate [with a different Last Name] as their List C document, but the employee left the Other Last Names Used (if any) field blank in Section 1... Obviously you shouldn’t instruct them to write “N/A.” They need to provide their other last names used.

Biweekly Briefs 3/14/2019

Page 3

***Form I-9: Attach a Written Explanation*** If Form I-9 is being completed late, (Section 1 should be completed no later than the first day of employment, Section 2 must be completed within 3 business days of the employee's first day of employment) then you should attach a written explanation as to what happened. Do not back-date Form I-9. Form I-9 On-Demand Webinar https://www.youtube.com/watch?v=aJayrkP1qPo I-9 Central | USCIS www.uscis.gov/i-9-central Frequently Asked Questions https://www.uscis.gov/faq-page ***NEA2TRM: Term Code*** Termination Code Definitions and Special Handling Instructions Term Code Use in Term Workflow Process - tells you which codes result in an email notification to Brad (HR Director) and a “flag” in Banner PEA2EMP. Especially when entering a sensitive termination into NEA2TRM, be sure you are entering the appropriate two-digit termination code. You’ll notice that most “Sensitive” terminations require coordination with your HR Consultant, too.

Biweekly Briefs 3/14/2019

Page 4

Note: Term Funded Non-Renewal is processed using an FD Term Code, not FM.

***Banner 9: Welcome Page Has a New Look, 3/11/19*** EAS added a new upgrade which allows them to customize messages on the home screen a little more. So, the Welcome page still functions the same, but you have probably noticed that the look is different. ***Banner 9: Missing Local Modification Causes Issues for WTE*** During the updates this weekend, a local modification was not installed. EAS applied that modification back into production shortly after noon on Monday. This initially cause anyone without an NBAJQUE ‘FYI’ to get an error. Employees that happened to Start and/or Submit their web timesheet between approximately 11:00 AM Sunday until Noon Monday, (i.e., post Banner being updated but before the local modification was installed) will need to restart their timesheet. Even if they encountered no other errors, their timesheet is likely not visible to their supervisor. Therefore, supervisors will be unable to approve these timesheets. This very issue occurred on my own timesheet, I happened to created it Monday morning in order to report some leave and experienced no errors or problems. However, yesterday we began hearing reports of supervisors not seeing their employee's timesheet(s) in UAOnline. I had my supervisor, Mary Schrage, check in UAOnline to see if she could see mine, and she could not. After restarting, my timesheet was immediately visible (In Progress) after Mary refreshed her UAOnline session.

Biweekly Briefs 3/14/2019

Page 5

Addt’l Tip from Ellen Cruse: Employees who have already submitted their time sheets will need to revise their time sheets as they have no option to restart. The supervisor will be able to see the time sheet after a revise.

Thanks, Ellen!

***Banner 9: How to NBAJOBS (see attached)*** Will add to Personnel Instructions on our website: https://www.uaf.edu/uafhr/personnel-1/

***Term-Funded Employees (List)*** Since there is so much uncertainty about the FY20 budget right now, I’m going to wait until April’s BWBs to begin talking in depth about the Term-Funded Position Extension (Job Change Reason: PNEX) Roll.

But meanwhile, I have run a TOAD to capture a list of active Term Funded EEs: Click here

Note the tab that says Ending before 6.30.19

***Audit Requests: Always Notify Your Regional Campus HR Office*** We are entering into audit season. I’d like to thank everyone in advance for helping us to pull necessary documents to satisfy these requests by responding quickly if we (someone from UAF HR Office) reaches out to you with a need. Usually, this tends to be an appointment letter that didn’t make its way to the personnel file for whatever reason.

However, if an auditor ever requests HR data directly from your department, notify us immediately via the UAF-Personnel@alaska.edu & UAF-Payroll@alaska.edu

Title your email subject: ATTN Terra/Sherri Audit Request

Do not release information without our knowledge. It is imperative that all pieces/parts being presented to an auditor relate to each another, with extreme attention to detail, especially concerning the audit’s requested dates, (the time frame or snap shot moment being requested). It is so important that we pull audits in a coordinated and standardized method, and this begins by you letting us know that your unit has received a request.

***Next BWBs (3/28/19): We’ll be talking about GLACIER*** Learn what GLACIER is and why our international employees need this.

***Biweekly Reminder: FY19 Wellness Deadline is April 30th*** UA's Wellness Program w Healthyroads: https://www.alaska.edu/benefits/wellness/ Doing this will give you the $600 wellness rebate next year, during FY20!

Biweekly Briefs 3/14/2019

Page 6

***Biweekly Reminder: 1095C Processing in Progress*** If you spot an employee that has D8HR as both their TKL and Dlevel on PEAEMPL, keep in mind that these employees are “terminated.” ***Biweekly Reminder: How to Contact Us*** Personnel Team – UAF-Personnel@alaska.edu Payroll Team – UAF-Payroll@alaska.edu Send Records for OnBasing – UAF-Records@alaska.edu Do your best to indicate message topics in your email Subject line and include the most vital information in the first sentence of message body. We see this from our In-Box and this helps us greatly to better service you! Always include the employee’s legal name (as it appears in Banner) and their employee ID number.

How to navigate NBAJOBS in Banner 9 

C:\Users\tlpreslan\Desktop\Banner 9\How_to_NBAJOBS.docx   03/06/2019                                                                                        Page 1 of 5 

 

Begin by keying NBAJOBS into the Search... field on the Welcome Page 

 

Then hit Enter or Mouse Click to select NBAJOBS from the Drop Down Menu that appears. 

 

Enter the employee’s ID number into the ID field, then tab to see the employee’s name. I don’t usually know the employee’s PCN/Suffix, so I search for this by clicking on the ellipses button on the far right‐hand end of the Position field. 

 

How to navigate NBAJOBS in Banner 9 

C:\Users\tlpreslan\Desktop\Banner 9\How_to_NBAJOBS.docx   03/06/2019                                                                                        Page 2 of 5 

This will open an Option List including NBIJLST. 

 

Select List of Employee’s Jobs (NBIJLST) by clicking on it. 

 

A list of Positions will be presented based on the Query Date. Click on Start Over if you need to adjust your Query Date to see earlier assignments. 

 

If you enter 01/01/1996 as your Query Date, you will be sure to see all Banner job history. Hit Go. 

How to navigate NBAJOBS in Banner 9 

C:\Users\tlpreslan\Desktop\Banner 9\How_to_NBAJOBS.docx   03/06/2019                                                                                        Page 3 of 5 

 

Use Up and Down arrow keys (or click with your mouse) to scroll through assignments. Changes and updated job records on the highlighted job will show in the bottom block from the Query Date forward. Note: The Effective Date is the date the record was implemented in Banner, not necessarily the actual date of the Start, Change, or End, which can only be viewed on the job detail, Personnel Date field. 

You may select the assignment that you wish to view by double‐clicking on the PCN (Position). 

 

 

Do not trust the ◄1 of 1► that you see at the bottom. Rather, click your mouse in the Personnel Date. Then use your Up and Down arrows on your keyboard to move from record to record. 

Click on Go to see the job details. 

How to navigate NBAJOBS in Banner 9 

C:\Users\tlpreslan\Desktop\Banner 9\How_to_NBAJOBS.docx   03/06/2019                                                                                        Page 4 of 5 

 

Notice how there really were two records on this particular job assignment but until I used my arrow keys this was not available for me to see. Hit Start Over to rollback and begin again. 

 

Thoroughly Review NBAJOBS for accurate Job Form data entry... (see BWBs 01/31/2019) 

 

Base Job (NBAJOBS) o [Effective] Begin Date, Job Type, Accrue Leave, Increase MM/DD 

Job Detail (NBAJOBS) o Effective Date and Personnel Date o Majority of the data points from the Job Detail Information section of your Job Form 

Payroll Default (NBAJOBS) o Job TKL 

How to navigate NBAJOBS in Banner 9 

C:\Users\tlpreslan\Desktop\Banner 9\How_to_NBAJOBS.docx   03/06/2019                                                                                        Page 5 of 5 

o Time Entry Method and Time Entry Type  Default Earnings (NBAJOBS) 

o Go to TOOLS → View Earn Code Effec ve Dates  Find the correct Effective Date for your change 

o Earn Code, Hours or Units, Special Rate  Job Labor Distribution (NBAJOBS) 

o Go to TOOLS → View Labor Distributions Effective Dates  Find the correct Effective Date for your change 

o Fund, Orgn, Account, Program, Activity, Percent  

Review PEAEMPL, too... 

Employee Information (PEAEMPL) o General Employee tab 

FT/PT, Dlevel, TKL, Dist/Div  Service Dates 

 

Employee Information (PEAEMPL) o United States Regulatory tab 

I9 Received (date when PPA/Authorized Rep completes Section 2 of Form I‐9) 

Work Period (how overtime is calculated)