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HRIS Lookup User's Guide

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					 HRIS Lookup
 User’s Guide




HRIS 9.1      Rev. 3/14/11
Table of Contents                                                        HRIS LOOKUP USER’S GUIDE

This page is intentionally left blank.




2                                        Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                                                                  Table of Contents



                                                                   TABLE OF CONTENTS


   Table of Contents .......................................................................................................................................................... 3
Section 1: Introduction to HRIS ......................................................................................................................................... 5
   About this Guide............................................................................................................................................................ 5
   Signing Into HRIS ........................................................................................................................................................... 6
   Navigating HRIS ............................................................................................................................................................. 8
   Searching within HRIS.................................................................................................................................................. 10
   Using the “Favorites” Menu ........................................................................................................................................ 12
Section 2: Position Information ....................................................................................................................................... 15
   Position Data ............................................................................................................................................................... 15
   Position History ........................................................................................................................................................... 21
   Position Funding--Not Deployed Page ........................................................................................................................ 22
   View Valid Chartstrings ............................................................................................................................................... 24
Section 3: Jobs & Appointments ..................................................................................................................................... 27
   Job Summary ............................................................................................................................................................... 27
   Job Data ....................................................................................................................................................................... 31
   Employment Info ......................................................................................................................................................... 39
   Jobcode Matrix ............................................................................................................................................................ 41
   Reports To ................................................................................................................................................................... 42
Section 4: Personal Information ...................................................................................................................................... 44
   Personal Data .............................................................................................................................................................. 44
   Identification Data ....................................................................................................................................................... 48
   Eligibility Date Table .................................................................................................................................................... 49
   Emergency Contact ..................................................................................................................................................... 50
Section 5: Payroll Data .................................................................................................................................................... 51
   Paycheck View ............................................................................................................................................................. 51
   Review Paycheck Summary ......................................................................................................................................... 56
   Tax Data ....................................................................................................................................................................... 57
   Additional Pay.............................................................................................................................................................. 59
   Additional Pay Distribution ......................................................................................................................................... 60
Section 6: Administrator Functions ................................................................................................................................. 61
   NetID Coordinators...................................................................................................................................................... 61
   Online Directory Administration ................................................................................................................................. 63
   ERISA Hours ................................................................................................................................................................. 64


Northwestern University Human Resource Information System                                                                                                                          3
Table of Contents                                   HRIS LOOKUP USER’S GUIDE




4                   Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                About this Guide


                                           Section 1:
                                      Introduction to HRIS
ABOUT THIS GUIDE

Overview        This User’s Guide offers descriptions for all common HRIS pages for which most users have security
                access.
                Throughout this manual, we present a brief description of many of the data fields you will find within
                HRIS. In most cases a field is only defined the first time it is seen, even if it appears multiple times.
                Additionally, any fields that are not defined in this Guide can be assumed to either be unused or of
                little value to the majority of HRIS users.
                Please note that the field descriptions contained herein are meant to help new users understand the
                data they will be seeing. More official definitions for many fields can be found in the Faculty and
                Staff Information System manual, located at:
                http://www.northwestern.edu/hr/hris/fasis/fasis_manual.pdf



Resources       For additional training materials, class schedules, and other HRIS information, visit the HRIS website
                at http://www.northwestern.edu/hr/hris/.

                For assistance with HRIS technical difficulties, including account lockouts, contact the HRIS Help Desk
                at extension 7-4800 or hrishelp@northwestern.edu.

                Formal descriptions about many of the data fields seen in the following pages can be found in the
                Faculty and Staff Information System (FASIS) manual, an in-progress work that seeks to document all
                HR business processes and HRIS data. You can access the most recent version of the FASIS manual
                at: http://www.northwestern.edu/hr/hris/fasis/fasis_manual.pdf




Northwestern University Human Resource Information System                                                                5
Signing Into HRIS                                                                                     HRIS LOOKUP USER’S GUIDE



SIGNING INTO HRIS

Overview        You will not receive access to HRIS until you complete the HRIS Lookup class and submit the
                appropriate security authorization form. Once the class and form are completed, you will receive
                your HRIS Username and a temporary login password. The first time you log in to HRIS, you will be
                asked to change your temporary password.


Logging In




                                                         The HRIS Login Screen, Step 4.

                                                                   Procedure
                    1. Open your browser.
                         Note: HRIS Release 9.1 is certified for use with Internet Explorer 7 and 8 on Microsoft Windows;
                         Firefox 3.0 on Microsoft Windows, UNIX, Linux, and Mac OS X; and Safari 2.0.4 on Mac OS X.
                    2. Navigate to: http://hrweb.northwestern.edu
                         Note: You must be on the Northwestern network to access HRIS. To access from off-campus, you
                         must first setup and log in to Northwestern’s virtual private network (VPN). For instructions, please
                         see: http://www.it.northwestern.edu/offcampus/
                    3. Choose either the PRODUCTION or the REPORTING database.
                         PRODUCTION includes the most current, up-to-date information. REPORTING uses data as of the
                         previous day and should be used with Production is not available or when you are running Queries.
                    4. Log in with your HRIS User ID and Password. Both are case-sensitive; your HRIS ID is not the
                       same as your NetID.
                    5. Click             .




6                                                                 Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                             Signing Into HRIS


Notes              You will be asked to update your HRIS password every 180 days.
                   If your account becomes locked out of HRIS, simply contact the HRIS Help Desk.
                   If you receive an error that your session has expired, try closing and opening your browser and try
                   again. You may also have to manually delete your browser’s cache and cookies; contact your
                   department’s IT personnel for assistance.




Northwestern University Human Resource Information System                                                           7
Navigating HRIS                                                                                    HRIS LOOKUP USER’S GUIDE




NAVIGATING HRIS

Overview          HRIS Release 9.1 includes some navigation and layout updates that improve upon previous versions.


Horizontal        The new floating horizontal menu at the top of each page provides easy access to all pages within
Menu              HRIS. To navigate using the horizontal menu, simply hover your mouse over any main menu item or
                  folder to open a submenu. Click on a page to go directly to that page.




                                    The horizontal menu will expand as you hover your mouse over a folder.


                  The horizontal menu also acts as a “breadcrumb,” keeping track of your path through the system and
                  providing access to any intermediate folder without starting from the beginning:




Search the        You may search from all available HRIS pages within your access by utilizing the Search Menu box in
Menu              the Main Menu drop-down:




                  Enter a full page name or a keyword, and HRIS will provide direct links to all of the pages within your
                  security access that contain your search terms in either the page title or the page description:




8                                                               Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                    Navigating HRIS




Northwestern University Human Resource Information System                9
Searching within HRIS                                                                             HRIS LOOKUP USER’S GUIDE



SEARCHING WITHIN HRIS

Overview       Most HRIS pages will first ask you to search for a particular field to locate relevant search results.
               Although different pages will allow you to search for different types of fields, the following search
               process and operators can be used on any search screen.


Search Tips




                                                         A sample search screen.

                 USING THE        For most HRIS searches, the NAME field should be entered in the format:
                 “NAME” FIELD     Firstname Lastname (e.g. Willie Wildcat)
                                  The only exception is the Job Summary page, in which case a name should be
                                  entered in this format:
                                  Lastname,Firstname (with no spaces, e.g. Wildcat,Willie)
                                    Note: Name searches are not case-sensitive, but names must match an employee’s
                                    official name within HRIS. For example, a search for “Bob Smith” will not work if the
                                    employee is listed in HRIS as “Robert Smith.”

                 ENTERING         You may enter exact data or partial data for any field. For example, entering
                 PARTIAL DATA     “Par” in the LAST NAME field will return all results with a last name beginning
                                  with “Par.”
                 SEARCH           For each search field, you can select a SEARCH OPERATOR in the
                 OPERATORS        drop-down box. Operators usually default to “begins with,”
                                  but you may change it to any number of options by clicking the
                                  down arrow:
                                  “Begins with,” “=” (equal to), and “contains” will be the most
                                  useful when searching text, such as employee or department
                                  names.
                                  The greater than, less than, and “between” operators are
                                  useful when searching for specific dates or date ranges.




10                                                             Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                        Searching within HRIS



                  WILDCARDS       Wildcards can be used to expand your search options. Two types of wildcards
                                  are available in HRIS:
                                      % will match a string of characters.
                                      _ (underscore) will match only one character.
                                  For example, searching for “ste%en” will return results with “stephen” and
                                  “steven”. A search for “ste_en” will return only “steven.”
                  MAXIMUM         HRIS will only return the first 300 results. If your search matches more than
                  NUMBER OF       300, you will need to narrow your search criteria using additional fields or
                  RESULTS         wildcards.
                                  For example, you may be looking for someone named “Sue Smith”, but you’re
                                  not sure if she’s listed as “Sue”, “Susan”, or “Suzanne”. A search for the LAST
                                  NAME of “Smith” may not work, but you could narrow it by instead searching for
                                  a NAME of “Su% Smith”.
                  INCLUDE         By default, HRIS pages will show the most current record or information. To
                  HISTORY         view historical information, you must click the “Include History” button on the
                                  relevant page.
                                  As a shortcut, clicking the                   checkbox when searching will
                                  automatically include all historical records.
                  REAL-TIME       As you type into a search field, HRIS will try to find matches automatically and
                  MATCHES         display them in a popup window. If you click on one of the matches, it will
                                  complete the field for you (you still will need to click           to view the
                                  results).




Northwestern University Human Resource Information System                                                            11
Using the “Favorites” Menu                                                                      HRIS LOOKUP USER’S GUIDE



USING THE “FAVORITES” MENU

Overview       HRIS provides an easy way to record your most recently used pages, allowing for easy and quick
               navigation with the system.


Summary




                                                        The “Favorites” menu.

                 “RECENTLY USED” HRIS will automatically remember the last five pages you have visited, saving
                                 them in the “Recently Used” section of the FAVORITES menu.
                                    Note: When you leave HRIS, you must log out using the “Sign Out” link for HRIS to
                                    remember your recently used pages the next time you log in.
                 “MY FAVORITES”   The “My Favorites” section allows you to save quick links to any number of
                                  HRIS pages.


Managing       You may add, rename, delete, or reorder your favorites at any time:
Favorites
                                                           Add a Favorite
                 1. Navigate to the HRIS page that you would like to save to your Favorites.
                 2. Using the HRIS menu, navigate to: FAVORITES > ADD TO FAVORITES.
                 3. The following dialogue box will appear. Enter a DESCRIPTION for the Favorite; this is the name
                    that will appear on your Favorites list. The default Description will be the official HRIS page
                    name.




12                                                           Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                  Using the “Favorites” Menu



                  4.
                       Click              .
                  5. The following confirmation message will appear:




                       Click              . The page will now appear in your Favorites menu.


                                                            Rename Favorites
                  1. Using the HRIS menu, navigate to: FAVORITES > EDIT FAVORITES.
                  2. On the Favorites list, edit any names in the “Favorite” column:




                  3.
                       Click          .


                                                            Delete Favorites
                  1. Using the HRIS menu, navigate to: FAVORITES > EDIT FAVORITES.
                  2. On the Favorites list, click the           button next to the Favorite you wish to remove:




                  3.
                       Click              to confirm the deletion:




                  4. Repeat Steps 2 and 3 for any other Favorites you wish to delete.




Northwestern University Human Resource Information System                                                         13
Using the “Favorites” Menu                                                                        HRIS LOOKUP USER’S GUIDE



                 5.
                      Click           to save your deletions.


                                                          Reordering Favorites
                 1. Using the HRIS menu, navigate to: FAVORITES > EDIT FAVORITES.
                 2. On the Favorites list, use the “Sequence number” column to assign a numerical value to each
                    page:




                      Pages will be sorted by increasing numerical value. Pages that have the same numerical
                      value will be sub-sorted alphabetically.
                 3.
                      Click          . Your Favorites will be reordered based on your changes.
                       Note: Any new page you save to your Favorites is assigned a “Sequence number” of zero, placing it
                       by default at the top of your list.




14                                                              Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                 Position Data


                                           Section 2:
                                     Position Information

POSITION DATA

Overview        The Position Data page maintains current, future, and historical position information. Data is
                organized into four tabs on the Position Data page: DESCRIPTION, NW POSITION DATA, SPECIFIC
                INFORMATION, and BUDGET AND INCUMBENTS.


Navigation      MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > ADD/MAINTATIN POSITIONS >
                POSITION DATA


DESCRIPTION     The DESCRIPTION tab contains an overview of various position information organized into four
   Tab          different boxes.




Northwestern University Human Resource Information System                                                         15
Position Data                                                                               HRIS LOOKUP USER’S GUIDE



                The POSITION INFORMATION box displays basic information about the position, including the
                EFFECTIVE DATE and REASON for the last action performed:




                                                              Fields
                    POSITION NUMBER An 8-digit number assigned by HR Compensation that identifies a
                                    particular position.
                    HEADCOUNT          Notes if the position is currently Filled or Open.
                    STATUS
                    CURRENT HEAD       The number of employees currently in the position and the
                    COUNT              maximum number allowed in the position.
                    EFFECTIVE DATE     The date that the following Reason because effective.
                    STATUS             Notes if the position is Active or Inactive. An Inactive position
                                       cannot have any incumbents and cannot be posted to eRecruit for
                                       hire.
                    REASON             A 3-digit code and corresponding description that describes the last
                                       change made to this position record.
                    ACTION DATE        The date that the change was keyed into HRIS.
                    POSITION STATUS    Will always be “Approved” for any active position record.
                    STATUS DATE        The date of the last change to Position Status; this field will be
                                       01/01/1901 for most positions.




16                                                         Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                     Position Data



                  JOB INFORMATION shows details about the Job Code that is tied to this position:




                                                                    Fields
                       BUSINESS UNIT      The Business Unit will always be “Northwestern Business Unit.”
                       JOB CODE           A 6-digit number that identifies the Job Title (note the
                                          corresponding title listed next to the Job Code).
                       REGULAR SHIFT      This field is not used.
                       UNION CODE         Used only for union employees, this field will identify the union to
                                          which the employee belongs.
                       TITLE              The official University Title for the position. This will be an
                                          abbreviated version of the fully-spelled-out title listed next to the
                                          Job Code.
                       SHORT TITLE        A shortened version of the University Title for use in eRecruit
                                          postings.


                  WORK LOCATION includes information regarding the physical and departmental location of the
                  position. The Position Number of the default direct supervisor (REPORTS TO) can also be seen
                  here:




                                                                    Fields
                       DEPARTMENT         The 6-digit HR Department ID number in which the position resides.
                       LOCATION           A 4-digit code that identifies the physical location tied to the
                                          position.
                       REPORTS TO         The Position Number of the employee who supervises this position.




Northwestern University Human Resource Information System                                                             17
Position Data                                                                               HRIS LOOKUP USER’S GUIDE



                  SALARY PLAN INFORMATION includes details regarding the salary plan, grade, and work period.




                                                               Fields
                       SALARY ADMIN      Denotes whether the position is classified as Exempt or Non-
                       PLAN              exempt.
                       GRADE             A grade level assigned to each staff position by HR Compensation.
                                         This field will be blank for faculty positions.
                       STANDARD HOURS The number of hours per work period that an employee in this
                       &WORK PERIOD   position is expected to work.
                       MON-SUN           If the weekday boxes have hours in them, these hours will pre-
                                         populate into an employee’s Kronos time sheet.


     NW         The NW POSITION DATA tab contains a wide array of more specific informatin regarding the position:
 POSITION
 DATA Tab




                                                               Fields
                       POSITION END      A position will either have an End Date or will be marked as
                       DATE & INDEFINITE Indefinite End. An End Date is usually assigned to positions
                       END               supported by grant funds.



18                                                          Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                   Position Data



                       POSITION TYPE &    Describe the category of the position. Refer to the Position
                       POSITION           Type/Category codes for a complete listing of all Types and
                       CATEGORY           Categories.
                       ELIGIBLE FOR       This box will be checked if the position is benefits-eligible.
                       BENEFITS
                       TENURE TRACK       This box will be checked if the position is eligible for tenure. The
                                          Office of the Provost maintains all tenure information.
                       SCHED PAY          The number of pay periods in a year for which the employee will
                       PERIODS            receive pay.
                       STANDARD HOURS The expected number of hours per week the employee is expected
                                      to work.
                       PERCENT FULL TIME Describes the full-time ratio for this position.
                       BUDGETED SALARY The amount budgeted by the department for salary purposes. Note
                                       this is not the same as the employee’s actual compensation.
                       SALARY ADMIN       The high-level department or school that takes ultimate
                       UNIT               responsibility for budget matters regarding this position.


   SPECIFIC     The SPECIFIC INFORMATION tab is not used.
INFORMATION
     Tab




Northwestern University Human Resource Information System                                                           19
Position Data                                                                                 HRIS LOOKUP USER’S GUIDE


BUDGET AND      BUDGETS AND INCUMBENTS lists basic information for all incumbents, or employees, who currently hold
INCUMBENTS      this position.
    Tab         The CURRENT INCUMBENTS box includes employees who are currently active in this position; the
                CURRENT BUDGET box is not used at this time.




                  The Action and Reason for the most recent update to the incumbent’s appointment is included in
                  the grid. See the Job Data details for more information.
                  Click the JOB DATA link to the right of an employee will provide a shortcut directly to the associated
                  Job Data page in HRIS.
                  This tab only displays current incumbents; to see all past employees in this position, use the
                  Position History page.




20                                                           Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                              Position History



POSITION HISTORY

Overview        The Position History page provides a summary of all employees who have held the position in the
                past, including their start and end dates, beginning and ending salary, and reason for leaving the
                position.


Path            MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > REVIEW POSITION/BUDGET INFO >
                NU POSITION HISTORY


 NW POSN        After searching for a position, basic information about the most recent incumbent will be shown:
 HISTORY
   Tab




                   POSITION END DATE, ending COMPENSATION RATE, and EXIT REASON will not be shown if the employee is
                   still active in the position.
                   While only the most resent employee is shown by default, the scroll bar can be used to scroll
                   through all historical employees or view all of them on one page:




Northwestern University Human Resource Information System                                                            21
Position Funding--Not Deployed Page                                                           HRIS LOOKUP USER’S GUIDE



POSITION FUNDING--NOT DEPLOYED PAGE

Overview       POSITION FUNDING--NOT DEPLOYED displays all current, historical, and future funding (chartstings) that
               have been entered into HRIS for payment of this position.
               By default, all Lookup users have access to view position funding on this page but cannot make
               changes online. For these users, funding changes can be submitted by properly completing a paper
               Position Data Form and sending it to the Payroll Office.
               Any user that completes the HRIS Deployment class and resides in a deployed department will
               receive deployment access, enabling funding changes to be entered directly into HRIS. See the HRIS
               Deployment User Guide for more details.


Path           MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > ADD/MAINTAIN POSITIONS >
               POSITION FUNDING--NOT DEPLOYED




22                                                           Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                        Position Funding--Not Deployed Page


 POSITION       Departments that are not deployed can still see current and historical funding information; however,
 FUNDING        no changes can be made to the funding online.
   NOT
 DEPLOYED
   Tab




                                                                Fields
                       JOURNAL ENTERED If “Y”, a payroll Journal has recently been entered either through
                                       deployment or paper for this employee.
                       FUND, FN DEPT,     These seven fields are the main components of University
                       PROJECT, ACTIVITY, chartstrings, and together represent the specific University account
                       PROGRAM,           to which the employee’s pay will be charged.
                       CHARTFIELD 1,
                       ACCOUNT
                       PERCENT            The percentage of the employee’s pay that will be charged to this
                                          chartstring.
                       START DATE, STOP The beginning and end dates for this chartstring to be used for the
                       DATE, INDEFINITE position’s payroll. Like the Position End Date, usually only grant-
                       END              supported chartstrings will have Stop Date.

                    While only the most resent employee is shown by default, the scroll bar can be used to scroll
                    through all historical employees or view all of them on one page:




Northwestern University Human Resource Information System                                                           23
View Valid Chartstrings                                                                         HRIS LOOKUP USER’S GUIDE



VIEW VALID CHARTSTRINGS

Overview        The View Valid Chartstrings page should be used to confirm the availability of payroll funding prior to
                submitting a position funding change on paper or online. This page will confirm that the appropriate
                payroll account is open on the chartstring and that a grant account’s start and end dates are
                consistent with the date range for which you are attempting to modify funding.


Path            MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > REVIEW FUNDING INFO > VIEW
                VALID CHARTSTRINGS


Searching       Upon navigating to the View Valid Chartstrings page, you will be prompted to search for a particular
                chartstring:




                   You may enter all details or only a partial chartstring (e.g. only a Project/Grant number).
                   To see all chartstrings for which you have security access, leave all fields blank and click SEARCH.


 FUNDING        The Funding Source tab contains basic information about the chartstring and the available payroll
  SOURCE        accounts:
   Tab




24                                                            Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                         View Valid Chartstrings



                  The CHART STRING box provides the complete chartstring number:




                                                                 Fields
                       LAST UPDATE        The date this chartstring’s information was last updated.
                       PTA PRIMARY,       The Payroll Transaction Approvers assigned to this chartstring. If at
                       PTA BACKUP         least one PTA is listed, this chartstring is deployed and can be used
                                          when changing funding online.
                       START DATE, END    The date range for which this chartstring is valid for use.
                       DATE
                       FED GRANT          Notes if this chartstring is supported by a federal grant.




Northwestern University Human Resource Information System                                                           25
View Valid Chartstrings                                                                       HRIS LOOKUP USER’S GUIDE



                  The VALID ACCOUNTS box will show all payroll accounts that can be used with this chartstring:




                     Note that although only 10 results are displayed, there may be more available. Use the arrow
                     button or “View All” link to see additional results.
                     For appropriated (non-grant) chartstrings, all payroll accounts are automatically available.


Notes             To open a payroll account, or for specific question regarding the chartstring, contact Accounting
                  Services (non-grant chartstring) or Office for Sponsored Research (grant chartstring).
                  Any new chartstrings or accounts opened on a chartstring will be visible in HRIS the following day.




26                                                           Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                Job Summary


                                           Section 3:
                                     Jobs & Appointments

JOB SUMMARY

Overview        The Job Summary page contains basic, non-protected information about every appointment for
                employees across campus. Job Summary is the only page in HRIS that is not limited by security
                access; you are allowed to see basic employment details for anyone at the University.


Path            MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > REVIEW JOB INFORMATION > JOB
                SUMMARY


Searching       When searching for an employee within Job Summary, two results may be returned, one with a
                Database Name of “SESPROD” and another with a database Name “HRPROD”:




                   To view employment information, always choose the record with a Database Name of “HRPROD.”
                   If not available, the employee has no employment history at Northwestern.
                   The “SESPROD” record indicates that the individual exisits in the Registrar’s student database.
                   When hiring an employee for the first time, the Employee ID number associated with SESPROD
                   should be used.




Northwestern University Human Resource Information System                                                            27
Job Summary                                                                                 HRIS LOOKUP USER’S GUIDE


 NW JOB       The NW JOB SUMM1 tab contains a brief summary of all of the employee’s appointments on one page:
 SUMM1
  Tab




                                                            Fields
                    STAUTS            Denotes whether this employment record is Active or Terminated.
                    REC#              The employment Record ID number for this position.
                    POSITION          The 8-digit position number assigned by HR Compensation.
                    TYPE              Position Type (see Position Types/Categories list).
                    EFFDT             The date that a change to this job record last took effect.
                    END DATE          For Terminated job records, the date of termination will be noted
                                      here.
                    DEPT              The 6-digit HR Department ID number in which this position resides.
                    FUTURE DATED      If checked, there is some action waiting to happen to this
                    ROWS              employee’s job record on some future date.




28                                                       Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                Job Summary


  NW JOB        The NW JOB SUMM2 tab contains more detailed information about each Job Record Number. Note
  SUMM2         that you will have to use the scroll arrow or “View All” to view all Job Records:
   Tab




                                                               Fields
                       JOB BEGIN DATE     The day the employee began working in this position.
                       APPT END DT        The scheduled end date for this appointment. If blank, this
                                          appointment has an Indefinite End.




Northwestern University Human Resource Information System                                                       29
Job Summary                                                                               HRIS LOOKUP USER’S GUIDE


   EMPL       The EMPL LOCATION provides information on the physical location for each active job record:
 LOCATION
   Tab




30                                                        Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                 Job Data



JOB DATA

Overview        The Job Data page contains complete details regarding an employee’s appointment, including base
                salary and benefits information.


Navigation      MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > JOB DATA




Northwestern University Human Resource Information System                                                     31
Job Data                                                                              HRIS LOOKUP USER’S GUIDE


  WORK      The WORK LOCATION tab contains the Position Number associated with the appointment, the Position
 LOCATION   Entry Date, and HR Department IDs associated with the position:
   Tab




                                                         Fields
                  EFFECTIVE DATE    The date that the most recent change, described by the following
                                    Action and Reason, took effect.
                  EFFECTIVE         If more than one change was made on the same date, Effective
                  SEQUENCE          Sequence will describe in what order the different changes took
                                    effect (from lowest number to highest number).
                  ACTION, REASON    Codes that describe the change that was made to this job. Refer to
                                    the Action-Reason Code Matrix for a summary of all codes.




32                                                    Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                     Job Data


    JOB         The JOB INFORMATION tab contains the Job Code and University Title, the direct supervisor (Reports
INFORMATION     To), and Standard Hours. The Contract Number box is not used.
    Tab




 JOB LABOR      This tab is used only for union employees and will be blank for all other employees.
    Tab




Northwestern University Human Resource Information System                                                            33
Job Data                                                                                     HRIS LOOKUP USER’S GUIDE


 PAYROLL      The PAYROLL tab contains the employee’s Pay Group, Employee Type, and Tax Location:
   Tab




                                                               Fields
                     PAY GROUP          Used by payroll to determine how the employee is paid.


SALARY PLAN   This tab indicates the Salary Plan for all employees and the position’s Salary Grade for staff
   Tab:       appointments:




34                                                          Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                    Job Data


COMPENSATION The COMPENSATION tab records current and past compensation for the employment record:
   Tab:




                                                               Fields
                       COMPENSATION       The pay rate for the employee, in either hours or months as
                       RATE, FREQUENCY    indicated by Frequency.
                       CHANGE AMOUNT, If the Action and Reason on this page relate to a pay change, these
                       CHANGE PERCENT two fields will calculate by how much the employee’s pay was
                                      changed.
                       ANNUAL             A calculation of the employee’s annual pay on this appointment.




Northwestern University Human Resource Information System                                                       35
Job Data                                                                              HRIS LOOKUP USER’S GUIDE


  NW JOB   NW JOB DATA provides a summary overview of the basic, important job details including Appointment
   DATA    End Date, Position Type and Category, and Benefits/Tenure/Primary flags:
   Tab




                                                        Fields
                 ANNUAL FTE        The annual salary the employee would make in a year if s/he
                 SALARY            worked this position 100% full time.
                 PRIMARY           For faculty members with multiple appointments, this box will be
                 ACADEMIC APPT     checked on the appointment that is considered “primary.” The
                                   Primary Appointment usually resides within the faculty member’s
                                   Home Department.
                 PRIMARY ROLE      For all employees, Primary Role will be checked on the
                                   job/appointment in which the employee spends the most of their
                                   time working.
                 APPOINTMENT       A special field used by some schools to differentiate between
                 INDICATOR         different types of faculty appointments.




36                                                    Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                   Job Data


EMPLOYMENT      Click the EMPLOYMENT DATA link at the bottom of any screen in Job Data to view information about an
   DATA         employee’s University seniority:
   Link




Northwestern University Human Resource Information System                                                       37
Job Data                                                                                    HRIS LOOKUP USER’S GUIDE


  BENEFITS    Click the BENEFITS PROGRAM PARTICIPATION link at the bottom of any screen in Job Data to view benefits
  PROGRAM     information, including the Annual Benefits Base Rate and the Benefit Program in which the employee
PARTICIPATION is currently enrolled:
    Link




                                                               Fields
                      ANNUAL BENEFITS    The amount used to calculate the employee’s benefits base. This
                      BASE RATE          amount is updated every January using the employee’s wages from
                                         September 1st.
                      BENEFIT PROGRAM Denotes the type of benefits program in which the employee is
                                      enrolled.




38                                                          Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                           Employment Info



EMPLOYMENT INFO

Overview        The Employment Info page presents an organized view of some of the most common job/
                appointment information.


Path            MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > REVIEW JOB INFORMATION > EMPLOYMENT
                INFO


  JOB INFO      The JOB INFO tab contains a brief summary of all of the employee’s appointments on one page. This is
    Tab         similar to the outline shown on Job Summary, except additional information (including salary) is
                included for each position here:




Northwestern University Human Resource Information System                                                       39
Employment Info                                                                              HRIS LOOKUP USER’S GUIDE


EMPLOYMENT   The EMPLOYMENT INFO tab presents a one-page snapshot of an individual’s employment at the
   INFO      University, including Leave Accruals, Benefits information, and the last chartstring(s) that were used
   Tab       to pay the employee:




                                                              Fields
                    SERVICE DATE       The date the employee began qualified service at Northwestern.
                    TENURE STATUS      If the employee is tenure eligible, the status will be listed as “T”
                                       (Tenure Track), “A” (Achieved Tenure), or “D” (Denied Tenure).
                    ACADEMIC BASE      Used in Effort Reporting for faculty members who have a
                    SALARY             combination of 9- and 12-month appointments. This field will only
                                       be displayed an employee of this type is selected.
                    FUNDING DETAIL     The last box displays the chartstrings used to pay this employee on
                                       the last payroll run.




40                                                         Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                  Jobcode Matrix



JOBCODE MATRIX

Overview        The Jobcode Matrix allows all HRIS users to see information on each active Job Code at the
                University. This is the easiest way to identify specific characteristics associated with an individual
                Job Code and the Position Number with which that Job Code is associated.


Path            MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > VIEW JOBCODE MATRIX


  JOBCODE       Entering the Jobcode Matrix page will automatically produce a listing of all active Job Codes at the
   MATRIX       University. To quickly find the information you’re looking for, you may search for a specific Job Code,
    Tab         or for a number of Job Codes that match certain characteristics:




Northwestern University Human Resource Information System                                                                41
Reports To                                                                                 HRIS LOOKUP USER’S GUIDE



REPORTS TO

Overview     The Reports To page allows managers to assign specific approvers to certain HRIS functions for an
             employee. When a new employee is hired, these approvers default to the direct supervisor for the
             position, as noted in the Reports To field on Position Data. At any time, these approvers may be
             changed directly through the Reports To page.
             It is important to note that this page does not change the supervisor of a position, but only approvers
             for the specific HRIS functions listed below. To change the supervisor of a position, an appropriate
             Position Data/Appointment Form must be submitted to Payroll.


Path         MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > MAINTAIN APPROVER INFORMATION >
             REPORTS TO


NW REPORTS   Upon entering the Reports To page for a specific employee, the most current approver information
 TO Tab      will be displayed:




                                                 Reports To Field Descriptions
               EFFECTIVE DATE   The date on which these approvers took effect
               CONFLICT OF      The Position Number of the person who will be responsbile for approving this
               INTEREST         employee’s Conflict of Interest submission, usually conducted at the end of each
               APPROVER         academic year.



42                                                        Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                     Reports To



                  PERFORMANCE      This approver is currently not used.
                  EVALUATION
                  APPROVER
                  TRAINING         This is the approver respnsible for approving the employee’s training
                  APPROVER         requests/class enrollments that are submitted through HRIS Self-Service. Any
                                   time an employee requests to enroll in a course that has a registration or drop
                                   fee associated with it, the Training approver must approve the request.
                  LEAVE ACCRUAL For exempt employees only, this person will approve an employee’s Leave
                  APPROVER      Accrual submission in Kronos at the end of the fiscal year.
                  LAST UPDATED     The HRIS ID of the person who last made the updates to this Reports To page.
                  BY
                  LAST UPDATE      The day and time that this change was entered into the system.


Changing        Although all approvers initially default to the supervisor of the employee’s position, they can be
Reports To      modified at any time.
Information
                                                              Procedure
                  1.   Click     to add a new row of information.
                  2.   You will notice the Effective Date will automatically change to the current date. You may
                       enter a later date if you do not wish for these changes to take effect immediately.
                  3.   For each approver you wish to change, enter the 8-digit position number for that approver
                       in the appropriate box. Notice that when you tab or click out of that field, HRIS will update
                       the name of the incumbent for the position you have entered:




                  4.
                       Click          . The changes will be saved, and HRIS will display your HRIS ID and the
                       current time as the Last Updated By and Last Update fields:




Notes              Approvers may be all different positions, all the same, or a combination.
                   Any HRIS user is allowed to update approvers for employees to which they have security access.
                   As an audit measure, HRIS will always record and display the HRIS ID of the user who updated the
                   Reports To information.




Northwestern University Human Resource Information System                                                            43
Personal Data                                                                              HRIS LOOKUP USER’S GUIDE


                                        Section 4:
                                   Personal Information

PERSONAL DATA

Overview        Personal Data contains all personal information for an employee, including home and campus
                contact information, campus email, University NetID, and date of birth.


Path            MAIN MENU > WORKFORCE ADMINISTRATION > PERSONAL INFORMATION > PERSONAL DATA


    NW          The NW BIOGRAPHICAL DETAILS tab presents most of the non-contact information:
BIOGRAPHICAL
   DETAILS
    Tab:




                  Person ID will be equivalent to Employee ID for any Northwestern employee. For those who may
                  not hold a position at Northwestern (i.e. a “Person of Interest” or POI), this will be the POI
                  Number.
                  Ctzn Ctry and Res Cntry provide information on the employee’s country of citizenship and country
                  of residency.




44                                                         Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                 Personal Data


  CONTACT       The CONTACT INFORMATION tab contains all employee mailing addresses, phone numbers, email
INFORMATION     addresses, and the NetID:
    Tab
                  The CURRENT ADDRESSES box provides the complete mailing address detail:




                                                            Address Types
                    HOME            The employee’s Home address, as reported through HRIS Self-Service.
                    CHECK           The employee’s check address, used only in instances where printed checks
                                    or pay stubs should be sent. This is usually a department address.
                    I-9 PULL        If the employee’s paycheck is pulled for some reason, this field will note
                                    where the pulled check is being held. If there is no check pull, this address
                                    will be blank.
                    W2              This field is updated every January after W2s are mailed and notes the
                                    address to which this employee’s W2 was sent. For all active, regular
                                    employees, this will usually be a department address. For temporary
                                    employees and those who are no longer with the University, the W2
                                    address will be the Home address.
                    UNIVERSITY      The official address for all University mail for this employee..
                    MAIL




Northwestern University Human Resource Information System                                                           45
Personal Data                                                                                  HRIS LOOKUP USER’S GUIDE



                  The PHONE INFORMATION and EMAIL ADDRESSES boxes will display all phone and email information
                  on file for the employee.




                     The phone number and email address checked as Preferred will be the phone and email that
                     display in the NU Online Directory.
                     The employee’s NetID will appear under the Email Addresses box.
                     An employee may add/update contact information and choose the preferred phone/email
                     through HRIS Self-Service.


 REGIONAL       The REGIONAL tab contains the self-reported ethnicity information and I-9 eligibility data:
   Tab




                   Citizenship (Proof 1) and Citizenship (Proof 2) were used prior to the electronic E-Verify system to
                   record citizenship documents. These fields will be blank for employees who were hired after E-
                   Verify went in place.
                   Eligible to Work in U.S. will be checked for all employees who have successfully completed work
                   eligibility verification through the E-Verify system.
                   The Smoker History box is not used at Northwestern.




46                                                            Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                               Personal Data


   EMPL         The EMPL LOCATION provides information on the physical location for each active job record:
 LOCATION
   Tab




Northwestern University Human Resource Information System                                                       47
Identification Data                                                                         HRIS LOOKUP USER’S GUIDE



IDENTIFICATION DATA

Overview        Identification Data provides citizenship information and visa/permit data for employees.


Path            MAIN MENU > WORKFORCE ADMINISTRATION > PERSONAL INFORMATION > CITIZENSHIP > IDENTIFICATION DATA


CITIZENSHIP/    For most employees, the Citizenship/Passport tab will be blank. This page will include information
 PASSPORT       only if an employee’s passport has been recorded for other purposes.
     Tab


VISA/PERMIT     Employees who are not U. S. citizens may have a limited amount of Visa/Permit data displayed in this
   DATA         tab. Any questions or concerns regarding visa or permit information should be directed to the
    Tab         University’s International Office.




48                                                          Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                              Eligibility Date Table



ELIGIBILITY DATE TABLE

Overview        The Eligibility Date Table displays the complete Qualified Service Period for an employee.


Path            MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE LEAVE ACCRUAL > ELIGIBILITY DATE TABLE


  NW ELIG       If an employee has worked at Northwestern since before the first implementation of HRIS, their
  DT TBL        Qualified Service Period will be split into two pieces: the first (PAS) will be their service before HRIS,
   Tab          and the second (HRIS) is their service after HRIS was introduced.

                The Totals line at the bottom will provide the employee’s complete Days and Years of continuous
                service, both before and after HRIS was implemented.




Northwestern University Human Resource Information System                                                               49
Emergency Contact                                                                        HRIS LOOKUP USER’S GUIDE



EMERGENCY CONTACT

Overview      The Emergency Contact page provides access to the emergency contact information that the
              employee has entered into HRIS Self-Service.


Path          MAIN MENU > WORKFORCE ADMINISTRATION > PERSONAL INFORMATION > PERSONAL RELATIONSHIPS >
              EMERGENCY CONTACT


 CONTACT      The emergency contact’s relationship, address, and phone numbe is displayed in the first tab. If an
 ADDRESS/     employee has entered more than one Emergency Contact, the scroll bar will display the total number
  PHONE       and allow you to scroll between contacts.
   Tab




OTHER PHONE   If an Emergency Contact has more than one phone number (e.g. Home, Cell, Work), only the primary
 NUMBERS      number will appear on the Contact Address/Phone tab. Any additional phone numbers will appear
    Tab       under the Other Phone Numbers tab.




50                                                       Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                  Paycheck View


                                                Section 5:
                                               Payroll Data

PAYCHECK VIEW

Overview        PAYCHECK VIEW is the source for complete paycheck information, including hours worked, earnings,
                taxes, deductions, and chartstrings that were charged.


Path            MAIN MENU > PAYROLL FOR NORTH AMERICA > PAYROLL PROCESSING USA > VIEW PAYCHECK INFORMATION >
                PAYCHECK


Limitations     Like all other HRIS data, users are only allowed to see payroll information within their security
                priveledges.
                When viewing the earnings and taxes on an employee’s paycheck, be aware that it may not be an
                accurate depiction of the complete earnings for that pay period. If the employee has another
                appointment at the University to which you don’t have HRIS security access, that information will not
                be included in the paycheck calculations that you see.


Searching for   When looking for paycheck information, the search should always be conducted using the
a Paycheck      employee’s Empl ID. Paycheck searches by an employee’s name should not be used, as the search
                can take a great deal of time to process.
                After searching on a specific EmplID, HRIS will return a list of all available paychecks in reverse
                chronological order (most recent first). To view a particular check, click any link in the row for that
                check:




                   Pay Period End Date denotes the last day in the pay period for this check. Note that in most
                   instances, this is not the actual check date.
                   Off Cylce will denote “Y” if this check was processed off-cycle, i.e. not part of a regular pay period
                   for this employee.


 PAYCHECK       The PAYCHECK EARNINGS tab provides basic earnings information in 3 major areas:
 EARNINGS
   Tab




Northwestern University Human Resource Information System                                                             51
Paycheck View                                                                             HRIS LOOKUP USER’S GUIDE



                The PAYCHECK SORT KEY 1 and PAYCHECK SORT KEY 2 boxes contain the basic check information:




                                                             Fields
                    PAYCHECK STATUS    Denotes if the paycheck is in progress or has been Confirmed.
                    PAYCHECK OPTION Will say “Advice” if the pay was direct deposited or “Check” if a
                                    physical check was written.
                    ISSUE DATE         The day the direct deposit was confirmed or the printed check was
                                       written.


                The EARNINGS box breaks down the paycheck earnings:




                  The Salaried and Hourly boxes will be used based on whether the position is exempt
                  (salaried) or non-exempt (hourly). The Overtime box will denote any overtime pay for non-
                  exempt employees.
                  If earnings for more than one job/appointment are included, the Earnings scroll bar will
                  denote the total and allow you to scroll through the earnings record for each job.
                  The “Additional Data” link will provide the Job Code, Position Number, and HR Department ID
                  for the position that is being paid.


                The OTHER EARNINGS box may include additional pay that is not part of regular earnings, such as
                compensation paid using an Additional Pay/Special Pay Form.




52                                                        Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                  Paycheck View


 PAYCHECK       The PAYCHECK TAXES tab displays all federal, state, and local (if applicable) taxes that have been
  TAXES         withheld from the employee’s paycheck:
   Tab




                   Taxable Gross: The earnings amount used in calculating taxes.
                   Tax Amount: The amount of taxes withheld from the employee’s paycheck.


 PAYCHECK       The PAYCHECK DEDUCTIONS tab will show all additional deductions taken from the employee’s
DEDUCTIONS      paycheck, including Garnishments. This tab also displays the bank accounts to which the funds were
   Tab          deposited:

                  The DEDUCTIONS box contains all general deductions:




                     Class: “Before-Tax” notes that this deduction was removed from the earnings before taxes
                     were calculated; “Taxable” notes that this deduction is considered taxable by law and was
                     included in taxable income; “Nontaxable” denotes Northwestern’s contribution to the
                     employee’s benefits plan - this amount was contributed directly by the University and is not
                     included in the paycheck earnings or taxes.
                     Note that only eight (8) deductions will be shown on the first screen. Using the Deductions
                     scroll bar, you can choose to scroll through the full list of deductions or View All on the same
                     page.




Northwestern University Human Resource Information System                                                               53
Paycheck View                                                                                   HRIS LOOKUP USER’S GUIDE




                  The GARNISHMENTS box is collapsed for security purposes. To view any garnishments that have
                  been deducted from the employee’s pay, simply click the Garnishments link:




                  NET PAY DISTRIBUTION shows the bank account and routing informtion to which the employee’s
                  pay was distributed:




                     Using HRIS Self-Service, the employee may enter any number of bank accounts for the pay to
                     be distributed through.


 NW PAY         If a printed paycheck was issued, this tab would display the address appearing on that paycheck.
  ADDR          Likewise, if the paycheck was pulled and held for some reason, the location of the pulled paycheck
  Tab           will be noted.
                This tab will be blank for all direct deposits, as there is no mailing address associated with a deposit.




54                                                             Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                Paycheck View


 PAYCHECK       The PAY CHECK DISTRIBUTION tab records which chartstrings have been used to pay the employee and
DISTRIBUTION    what amount has been charged to each chartstring.
    Tab




                   Posn denotes the Position Number for the pay that was charged to this chartstring.
                   For non-exempt (hourly) employees, the Hours column will display the corresponding hours
                   related to the pay.
                   If an invalid chartstring was used, this tab would denote any funds that have hit a suspense
                   account by showing the code “SUSP” under Chartfield 1.




Northwestern University Human Resource Information System                                                         55
Review Paycheck Summary                                                                  HRIS LOOKUP USER’S GUIDE



REVIEW PAYCHECK SUMMARY

Overview     REVIEW PAYCHECK SUMMARY produces a one-page overview of an employee’s earnings, deductions, and
             taxes; it does not include chartstring distribution or bank deposit accounts.


Path         MAIN MENU > PAYROLL FOR NORTH AMERICA > PAYROLL PROCESSING USA > VIEW PAYCHECK INFORMATION >
             REVIEW PAYCHECK SUMMARY


Details      A summary of the employee’s paycheck information will appear condenced on one page for easy
             viewing.
             For further information on the data seen here, refer to the complete description under the PAYCHECK
             VIEW section.




56                                                       Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                   Tax Data



TAX DATA

Overview        TAX DATA provides an electronic picture of the employee’s most recently submitted Federal and State
                Form W4 on file at the University.


Path            MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE PAY DATA USA > TAX INFORMATION > EMPLOYEE
                TAX DATA


  FEDERAL       The FEDERAL TAX DATA tab provides an overview of the active Federal Form W4:
 TAX DATA
    Tab




                   Tax Marital Status, Withholding Allowances, Additional Amount, and Additional Percentage
                   related directly to the tax data the employee has submitted to the University.
                   The Tax Treaty/Non-Resident Data box will include tax treaty information for any non-resident
                   employees. For more details on tax treaty information, contact the Payroll Office.


  STATE         The STATE TAX DATA tab provides an overview of the active State Form W4:
 TAX DATA
   Tab




Northwestern University Human Resource Information System                                                       57
Tax Data                                                                          HRIS LOOKUP USER’S GUIDE




  LOCAL     The LOCAL TAX DATA tab is not used.
 TAX DATA
   Tab




58                                                Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                              Additional Pay



ADDITIONAL PAY

Description     ADDITIONAL PAY provides details on an employee’s additional pay that has been processed via an
                Additional Pay/Special Pay Form.


Path            MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE PAY DATA USA > ADDITIONAL PAY


Details         The default view provided details about the additional pay, including the Earnings Code, Rate, and
                End Date that were provided on the Additional Pay/Special Pay Form. For more details about these
                fields, please refer to the Payroll documentation for Additional Pay.




                    The Additional Pay page will automatically show the most recent Additional Pay record for the
                    employee. To see past Additional Pays, use the Additional Pay scroll bar or View All link.
                    Opening the Job Information box will provide access to the employee’s regular job information
                    at the time the Additional Pay was entered, including department, Job Code, and standard
                    Compensation Rate.
                    The Tax Information box will note if the Additional Pay was exempt from the general tax or
                    benefits deduction.




Northwestern University Human Resource Information System                                                        59
Additional Pay Distribution                                                                  HRIS LOOKUP USER’S GUIDE



ADDITIONAL PAY DISTRIBUTION

Description     ADDITIONAL PAY DISTRIBUTION will show which chartstrings were charged for each Additional Pay
                record. This information is similar to the information shown in the Position Funding page.


Path            MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE PAY DATA USA > ADDITIONAL PAY DISTRIBUTION


Details         See the Position Funding—Not Deployed section for chartstring information.




60                                                          Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                         NetID Coordinators


                                       Section 6:
                                 Administrator Functions

NETID COORDINATORS

Description     The NetID Coordinator is the contact within a department that is responsible for ensuring that new
                employees received instructions to active their NetID and University email address.
                When a new employee is entered into HRIS, NUIT will create a NetID and email address for that user.
                An email will be sent to the NetID Coordinator that includes the employee’s NetID, temporary
                password, and instructions on how to activate their account. It is the NetID Coordinator’s
                responsibility to ensure the new employee receives this information in a timely manner.
                NetID Coordinators are assigned to each 6-digit HRIS Department ID. Any HRIS user has the ability to
                modify the NetID Coordinator for any department ID within their security access.


Path            MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > NETID COORDINATOR


Searching       To view and/or edit the NetID Coordinator for a specific department, you must first enter an HR
                Department ID Number:




                    Note that there is a NetID Coordinator for every 6-digit HR Department ID. For example, 190000,
                    190001, and 190098 must all be set seperately.




Northwestern University Human Resource Information System                                                         61
NetID Coordinators                                                                                 HRIS LOOKUP USER’S GUIDE


Modifying the Note that there is a NetID Coordinator for every 6-digit HR Department ID. For example, 190000,
NetID         190001, and 190098 must all be set seperately.
Coordinator
                                                            Procedure
                 1.    Search for the 6-digit Department ID number for the department you wish to change.
                 1.    Click   to add a new row of information; note the Effective Date will automatically
                       change to the current date:




                 2.    Enter the Position Number of the person you wish to assign as NetID Coordinator in the
                       Netid Coordinator Position box.
                        Note: When you tab out of the Netid Coordinator Position field, HRIS will update the Job Title, ID,
                        Telephone, and Name fields to reflect the person you just entered.
                 3.
                       Click           .




62                                                             Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                               Online Directory Administration



ONLINE DIRECTORY ADMINISTRATION

Description     Though all Northwestern employees have access to update their Online Directory contact
                information by logging into HRIS Self-Service, managers may update directory information on behalf
                of their employees by using the Online Directory HR page.


Path            MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > ONLINE DIR HR


Details         After searching for an employee in the Online Directory HR page, you will be directed to the directory
                record for that individual. The page and process for editing directory information is exactly the same
                as the process used in HRIS Self-Service to update your own directory record.

                The following fields can be changed, added, or modified on behalf of an employee:

                     Professional Name
                     Spouse Name
                     Home Address, Off-Campus Address
                     Phone Numbers
                     Which Job Records to display, and in which order (for employees with multiple jobs)
                     Whether or not to display the employee’s Department Title (if it is different than the University
                     Title)
                     Location addresses assigned to each job
                     Whether University mail should be sent to the employee’s campus address or home address
                     Any additional email addresses

                Updates made to this directory information should be reflected in the Online Directory the following
                day.




Northwestern University Human Resource Information System                                                           63
ERISA Hours                                                                                 HRIS LOOKUP USER’S GUIDE



ERISA HOURS

Description   By law, employees at Northwestern must have the option of enrolling in a benefits plan if they work
              more than 1,000 in the rolling calendar year. As a result, it is important to track the hours of
              employees who are not benefits-eligible (e.g. temporary employees) to ensure they do not reach the
              1,000 hours maximum. If an employee does reach 1,000 hours in any 12-month period, they must
              either stop working or be hired into a benefits-eligible position.
              The ERISA Hours page in HRIS will help track eligible hours for temporary employees, allowing
              managers to better plan ahead. Unlike Kronos and the HRIS Paycheck page, the ERISA page will
              include the employee’s total hours from all University positions, providing a more accurate snapshot
              of their accrued time.


Path          MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > ERISA HOURS


Details       For any employee eligible under ERISA, the page will show all accumulated hours across the
              University in the last 12 months:




                  Hours are displayed by pay period and include the Job Code and Department ID for which those
                  hours were earned.
                  The Grand Total displays the total number of hours worked at all eligible University jobs for the
                  last 12 months.



64                                                         Northwestern University Human Resource Information System
HRIS LOOKUP USER’S GUIDE                                                                                  ERISA Hours



                    For employees who are benefits eligible and do not fall under ERISA, this page will be blank.




Northwestern University Human Resource Information System                                                           65

				
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