Slide 1 FastFacts Feature Presentation December 11 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

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FastFactsFeature Presentation

December 11th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…The Enhanced Bonus/Supplemental Pay ISR form

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Today’s PresenterDavid LevySr. ERP Business Analyst

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Session Segments

PresentationDave will be showing us the Enhanced Bonus/Supplemental Pay ISR form and demonstrating how to fill out this form.During Dave’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Dave will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!

GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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The Enhanced Bonus/Supplemental Pay ISR

Form

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Agenda

Today, we’ll be taking a look at:General information on the Enhanced Bonus/Supplemental Pay ISR form

Advantages of the new Bonus/Supplemental Pay ISR form

Filling out the Enhanced Bonus/Supplemental Pay ISR formValidationsStudent processingThe ISR Report

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General Information

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Advantages of the Form

A more intuitive layout.The ability to enter multiple bonuses or supplemental payments on one form.

This also allows a bonus/supplement to be split between 2 or more cost objects.

The ability to initiate an ISR for a student anywhere within JHU.Only presenting wage types that are eligible for the employee’s personnel area.Additional validations to ensure the proper data is being sent to HR Shared ServicesThe ability to process salary adjustments for JHU semi-paid employees.

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Filling Out the Form

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Filling out the Form

This section shows a Bonus/Supplemental Pay ISR being filled out for a semi-monthly paid non-exempt employee.

Differences in how the form appears depending on the type of employee. For bi-weekly paid, weekly paid and semi-monthly paid exempt employees some sections will be grayed out so they cannot be filled in.

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Getting to the ISR

Go into the Internal Service Request (ISR) transaction and select the “Bonus/Supplemental Pay” ISR for your action.

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Step 2 - Click “Create ISR” or hit F5 on your keyboard.

Step 1 - Enter a “Begin Date” and a personnel number (employee).

Entering Information

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Filling out the Bonus/Supplemental Pay ISR form

This section of the screen has not changed from the previous version of the Bonus/Supplemental Pay ISR. Please note: the information shown in this sample header section is not real data.

Fill in the Approver 1 and Approver 2 fields the same way you always have.

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Filling out the Bonus/Supplemental Pay ISR (cont)

The new form contains a large amount of helpful information. Please be sure to look at these notes and refer to them when needed.

Each section allows up to five lines of data to be entered

This section of the form is to be used for any One Time Payments.

The only way to see the text for the wage type is to click the dropdown button in the wage type field and view the list.

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Filling out the Bonus/Supplemental Pay ISR (cont)

This section of the form is to be used for any Recurring Payments

An end date must always be entered when filling out this section. The end date should be the last day of a pay period.

The subtotal for all lines entered will be automatically populated after hitting the enter key.

Any line can be deleted by highlighting it and clicking this button.

Sponsored internal orders will only be allowed for specific wage types in this section

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Filling out the Bonus/Supplemental Pay ISR (cont)

The Hours Subtotal and Total OT Pay will be filled in after completing this section and hitting enter.

This section of the form is to be used to pay Standard Overtime for semi-monthly paid non-exempt employees. This section will be grayed out for any other type of employee.

The OT Pay Subtotal will be automatically calculated using the rate in the employee’s record that is active as of the begin date of this form.

The begin date of the ISR must match the first Week Ending Date.

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Filling out the Bonus/Supplemental Pay ISR (cont)

This section of the form is to be used to pay premium overtime for semi-monthly paid non-exempt employees. This section will be grayed out for any other type of employee.

The OT Rate shown is calculated based on the employee’s hourly rate times 1.5 as of the begin date of the ISR.

The OT Pay Subtotal is calculated using the OT Rate unless it is overwritten by Rate in Effect. Rate in Effect should only be used in specific situations to be determined by compensation.

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Filling out the Bonus/Supplemental Pay ISR (cont)

The comments section of the form should only be used to provide relevant information to the approver. In the future this form will auto update and therefore any comments will not be seen by HR Shared Services.

A salary adjustment cannot be entered if any other sections on this form have been filled out.

This section of the form is to be used for Salary Adjustments on semi-monthly paid employees. This section will be grayed out for any other type of employee.

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Validations

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A number of validations have been added to this form to help ensure that the information being sent to Human Resources Shared Services (HRSS) is accurate and valid.

As with other ISRs, some validations are hard errors that will keep you from initiating the form and are denoted by this symbol . Others are warnings that can be bypassed if they need to be and are denoted by this symbol .

Some validations are enacted by hitting “Enter” while others are enacted by hitting “Save.”

The validations shown on the following pages represent most but not all validations on the form.

Validations

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Validations (cont.)Approver 2 Validation

This validation checks the Approver 2 matrix. If the type of employee entered requires an Approver 2 and none was entered this error message will be given.

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Validations (cont.)

In this example, the wage type selected does not allow a sponsored order to be entered for a recurring payment.

Retroactive Wage Type validation

Recurring Payment Eligible for Sponsored Order Validation

In this example, the wage type selected is a flat tax or gross up wage type and does not allow retroactive processing.

This message will come up as a warning for the approver

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Validations (cont.)

In this example, the grant associated with the sponsored internal order that was entered is not valid for the dates selected.

Active Sponsored Internal Order Validation

Recurring Payment Eligible for Sponsored Order Validation

In this example, an inactive sponsored internal order was chosen.

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Validations (cont.)Missing Information Validation In this example, the Hours

field was left blank in Standard OT section.

In any section, all fields other than Business Area must be completed if any fields on that line are completed. Please note that Fund will be filled in automatically unless there is no fund or more than one fund associated with the Cost Object.

In this example, the cost object number entered has no fund or more than one fund associated with it.

Fund Validation

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Validations (cont.)

Invalid Wage Type ValidationIn this example, a wage type was manually entered that is not allowable for the employee’s Personnel Area.

In this example, the week ending date entered was not a Sunday.

Standard/Premium Overtime Week ending Date Validation

Please note that clicking on the dropdown button in the Week Ending Date field will bring up a calendar.

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Student Processing

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New feature - added to the Bonus/Supplemental Pay ISR is the ability for any JHU ISR Initiator to initiate the form for any JHU student employee regardless of the student’s organizational unit.

This will eliminate the need for a department to create a new position just to pay a student a one time payment.

The selection of the Approver 1 for these ISRs will be based on the initiator instead of the employee.

Student Processing

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Even though the initiator can initiate an ISR for these students, they will not be able to view the student’s record using PA20.Important to make sure you are processing the ISR for the correct personnel number.

There will be a new employee directory transaction released shortly that will assist with this. In the meantime, if necessary, please ask the student employee for their personnel number or contact their primary supervisor.

Student Processing (Cont)

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The ISR Report

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The ISR Report is initiated the same way it was in past.

The ISR Report for Bonus/Supplemental Pay ISRs will show all entries made on the form.

The ISR Report

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The ISR Report (cont)

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ConclusionNew format of the Bonus/Supplemental form will make it more intuitive than the previous version.

Additional functionality of the form should allow more accurate and efficient processing for bonuses, supplemental payments and salary adjustments.

The ability to initiate ISRs for students outside of your organizational unit at JHU will streamline the process for paying students for small projects.

Overall, we hope that all of the enhancements to the Bonus/Supplemental Pay ISR will make processing these types of payments easier than before.

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Q&A

We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!