08Ocean

17551357

AMBC HUMAN RESOURCES AND

PAYROLL DOCUMENT FLOW

Presented by Trish House Jayne Parker Nancy Bremner Itsue Pfund and Sheryl Powell

April 12 2013

If OSCAR task is MANUAL-Create Job Forms and appropriate documents (all appointment types)-----------------------------------If OSCAR task is via EPAF - Complete the task (only for students graduate

assistants and temps)

Scan appropriatedocuments via copymachine to AMBC-HR folder

HR Formsbull Job Formbull Personal Demographic

Form bull Offer Letterbull I-9 (original document)

plus supporting materials bull Other HR documents

required by appointment type

Payroll Formsbull CO-NRA formbull W-4 form bull Direct Deposit

Authorization

AMBC-HR Document Workflow

UNIT AMBC-HR

Review HR documents to ensure they are correct and complete

AMBC-HR

Image and index HR documents to employeersquos folder in NOLIJ

Complete BANNER entries and route employeersquos folder in NOLIJ to Benefits and Payroll (note position number)

AMBC PAYROLL

AMBC RetreatApril 11-12 2013

UNIT

START

LMV_2013

HR approval

Review job form in Nolij Job Form and Banner should matchUpdate Banner (NBAJOBS) record if information is incorrect or missingItems Reviewed1 Job Title2 Start Date3 Appointment

Percentage4 9 month or 12

month status5 Supervisor

Information6 Labor Distribution

Also review and update information in the following tabs for completion1 Supervisor2 Default Labor3 Base Job-Salary

Encumbrance

AMBC-Payroll Document Workflow

AMBC-Payroll AMBC-Payroll

On completion of Job Form in Banner1 In Nolij stamped

Reviewed-AMBC Payroll Contact Name and Date

2 Pay Request and Manual Check Request-notation of AMBC Payroll Contact Name and Date completed

AMBC-Payroll

Documents AMBC Payroll will send to Central Payroll1 Completed

Spreadsheet for Pay Requests

2 Original W-4 Direct Deposit and CO-NRA Forms received from units

AES Stations Only AMBC Payroll will notify when Requested Labor Distributions are completed

END

AMBC RetreatApril 11-12 2013

AMBC-Payroll

AMBC HR

LMV_2013

Agricultural Sciences and Marine Sciences (AMBC)Future Labor Distribution (LD) Flow Chart for Stations with EPAF access

Agricultural Sciences and Marine Sciences (AMBC)Future Labor Distribution (LD) Flow Chart for Stations with no EPAF access

Note1 Future LD flow chart is applicable for the current month prior to time entry andor months after that2 No OPAA approval required for Future LDs on grant funds3 Do not request LDs for people outside your HOME ORG - please contact and coordinate with HOME ORG unit personnel

Station personnel with access

processes future LD in OSCAR using EPAF

Budget authority documentation

should be on file at unit

If error message received saying there is a future record please contact AMBC Payroll contact

who will clear the records so the LD can be processed

Email generated from EPAF system sent following day

with PDF attachment of LD

LD is reflected in Banner

Payroll encumbrances are

updated in the middle and end of

each month

Station completes LD form with appropriate Budget Authority

approval For Grant funds approval must be from PI or Director if PI is

not available

LD form scanned to AMBC Payroll

Contact for Station

AMBC processes

LD

PDF of LD forwarded to Station

Station should review PDF of LD

for accuracy

If an error is found inform AMBC payroll

contact that processed the LD

request

Payroll encumbrances are updated in the middle

and end of each month

Agricultural Sciences and Marine Sciences (AMBC)Past Labor Redistribution (LD) Flow Chart for Stations

Notes1 OPE charges will redistribute automatically 2 Each salary account code (101XX - 107XX) must be listed separately on the LD from3 For LDs that affect PAR forms a revised PAR form must be submitted to AMBC Finance for scanning4 Do not request LDs for people outside your HOME ORG - please contact and coordinate with HOME ORG unit personnel5 Prior fiscal year redistribution on grant funds must be sent to Office of Post Award (OPAA) for approval and will be processed by Central Payroll6 Redistributions greater than 90 days old on grant funds must be approved by OPAA before it can be processed by AMBC payroll contact7 FAxxxx indexes are grant funds so get OPAA approval if necessary8 For OPAA approval submit LD form to grant accountant responsible for the grant prior to submitting to AMBC payroll contact

Station completes LD form with

appropriate Budget Authority approval

For Grant funds approval must be

from PI or Director if PI is not available

LD emailed to AMBC Payroll

Contact for Station

AMBC processes LD

in Banner

Station notified by AMBC payroll contact via email with LD report

(PHRLAR) attached to confirm redistribution has been processed in

Banner Please review LD report

LDs are posted twice a month in Banner Posting date will depend on when the LD was

processed For example if the LD was processed before the 15th of the month it should post the week after the 15th If the LD was processed after

the 15th of the month it should post during the first

week of the following month

Station should run HRIS Data

Warehouse report to review and confirm that

the LD posted correctly

If an error is found in the

posting inform AMBC payroll contact that

processed the LD request

Payroll encumbrances are updated in

Banner and Data Warehouse in the middle and end of each month