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					Web version - User Guide
                    September 11, 2001
                                                         POPS 5.1 Web version - User Guide

An Overview of POPS, Casual Payroll and Bi-Weekly Pay Cycle ................................................................. 1
   What is POPS? ............................................................................................................................................................1
   What is POPS via the web? ........................................................................................................................................1
   Who should use POPS via the web. Pros and Cons? ..............................................................................................1
   Payroll Requisition types supported in the web version..........................................................................................2
     POPS Transmission Authorization............................................................................................................................2
     Review and Editing of Transmitted POPS data.........................................................................................................2
   Source Input Data for POPS - (Casual Employee Timesheets) ..............................................................................2
   Bi-weekly Casual Payroll Cycle .................................................................................................................................2
     Bi-weekly pay cycle - key events ..............................................................................................................................3
   Payment by bank deposit and foreign currency.......................................................................................................3
   Personal Data, Tax, Bank Deposit, Award Certification Forms.............................................................................4
   Review and Approval Process of Transmitted Payments........................................................................................4
Using the web version of POPS ....................................................................................................................... 5
   Location (Web address) for POPS web forms..........................................................................................................5
   Academic Casual Payment .........................................................................................................................................6
    Sample Academic Casual Payment form via the web ...............................................................................................6
    Academic Casual Payment Requisition – Field-by-field clarification ......................................................................8
   Non-Academic Casual Payment...............................................................................................................................12
    Sample Non-Academic Casual Payment form via the web.....................................................................................12
    Non Academic Casual Payment Requisition – Field-by-field clarification.............................................................14
   Non-Academic Overtime Payment ..........................................................................................................................18
    Sample Non Academic Overtime payment form via the web .................................................................................18
    Non-Academic Overtime Payment - Field-by-field clarification............................................................................20
   Miscellaneous Payment form ...................................................................................................................................23
    Sample Miscellaneous payment form via the web ..................................................................................................24
    Miscellaneous Payment - Field-by-field clarification .............................................................................................26
Submitting a Single Payment to Banner ....................................................................................................... 31
   FOAPAL Validation .................................................................................................................................................31
   Submit action.............................................................................................................................................................31
   PIN number ...............................................................................................................................................................31
   Printing a paper copy................................................................................................................................................31
Using Crystal Reports & Queries in Banner to Review Submitted Data ..................................................... 32
   Reviewing transmitted POPS data ..........................................................................................................................32
Help for POPS ................................................................................................................................................ 33
   Help desk....................................................................................................................................................................33
Planning for POPS 5.1 via the web ............................................................................................................... 34
   Workstation Requirements ......................................................................................................................................34


                                                                            September 2001                                                             Table of Contents
                                       POPS 5.1 Web version - User Guide


An Overview of POPS, Casual Payroll and Bi-Weekly Pay Cycle

What is POPS?
POPS, the Payroll One-time Payment System, is both a PC-based and web based system that allows you to create and
submit electronic payroll requisitions in order to pay casual staff and to handle overtime/under-time adjustments.

What is POPS via the web?
POPS via the web is an alternate data entry methodology that allows authorized users to submit one-time payments
via the web. Whereas our principal product is a powerful stand alone PC based system, POPS via the web is aimed at
our occasional users who are prepared to fill in a blank requisition form via the web and submit this to Banner Payroll
for payment. The data to be completed on a single web form consist of the following parts: a) Submitter information,
pay-date, information on the person to be paid, payment information consisting of dates, hours, rate and gross along
with a number of payment codes and other payroll related data. It must be clearly understood that the entire process
has to be repeated for each payment as there is no default information as found in popular PC based product.
The same authorization process as our PC based system is used to support payment transmission via the web. That is,
only authorized users will be able to submit payments, be it via the web or our stand alone PC based system.
This document addresses how to create, transmit and review POPS payments via the web. .

Who should use POPS via the web. Pros and Cons?
POPS via the web is primarily aimed at users who occasionally have to submit a casual payroll requisition payment
and more likely than not, each time it is paying a different person. As well, it can be a great tool for those away from
their PC in the office. POPS via the web allow payments to be submitted from anywhere in the world through normal
Internet, web access. However, the following must be recognized:
    •   There is no local record at the department of payment similar to the full version of POPS. However, the
        POPS via the web payment data can be viewed and reported on through Banner similarly to the regular
        version of POPS.
    •   There are no local reporting tools for information submitted via the web. The best one can do is keep a printed
        copy. However, the payment data can be reported on through POPS Crystal Reports, reporting tools from
        within Banner.
    •   To be able to use POPS via the web, particularly using it remotely, the submitter must have the following
        information at hand:
            o   Their own McGill Id number, Banner PIN, phone number and e-mail..
            o   Information on the person being paid such as: McGill ID number, full name, hours to be paid, rate per
                hour and vacation pay.
            o   Nature of the payment information such as type of payment, along with a valid FOAPAL.
Again, it is a handy tool but recognize that requires lots of data entry (typing) as default information on the submitter
and person being paid is not stored locally. For example, every payment requires that you type in your own name, ID,
e-mail, phone etc. As such, it lacks the power of our regular POPS version.
Please note that POPS via the web can be used in conjunction with the full version of POPS. Payments end up in the
same POPS Collector table in Banner. The payments are identified as having come in through the web with “51W” as
the version number (this can be see in Banner form PYAPOPS under the version number).




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                                       POPS 5.1 Web version - User Guide

Payroll Requisition types supported in the web version
   Academic and student payments for casual staff.        Miscellaneous payments for Academic and Non
   Paid bi-weekly                                         Academic staff paid on the semi-monthly payroll
   Non-Academic payments for casual staff.                Overtime and Under-time adjustments for Non-
   Paid bi-weekly                                         Academic staff paid on the semi-monthly payroll.



POPS Transmission Authorization
Pre-authorized means that the department Chair has authorized specific individuals to create, transmit and review
POPS requisitions. These rights, which can be revoked, are assigned to an individual. Each individual may be
assigned to one or more Organization codes. With Org rights, the individuals are permitted to charge payments to a
FOAPAL that contains an Org to which they have been assigned rights. POPS Usage Authorization forms can be
obtained from the Banner Office and the Department of Human Resources - Payroll Office (398-3751).
Note: Anyone can call up a blank POPS requisition then fully complete all the data. However, only at moment that
one clicks “Submit” button, the following takes place: Full data editing, FOAPAL validation and a check to see if
submitter has the right PIN and has been authorized to transmit payments on behalf of this Org.. It is the above
mentioned POPS Authorization form that is checked to ensure the user has been authorized, thus it is critical that
users be set up as early as possible before submitting POPS payments via the web.

Review and Editing of Transmitted POPS data
After a requisition is transmitted to Banner - Payroll, the submitter is expected to review their requisition data through
powerful reporting tools described separately. In addition, prior to the pay, each area is expected to review all of their
requisition data and match this to the payment requests. Should a correction be required, the area concerned will be
given tools to either modify a limited number of non-monetary data fields, or simply Delete the payment and re-
transmit the data via POPS. It must be clearly understood that transmitted POPS data will automatically be paid
unless someone stops payment. Besides the originator and or the reviewing/approving individual in the department,
staff in the Payroll Office, the Budget Office, Special Funds, APO’s and areas in Human Resources can also decide
that a given payment requisition or payment does not have authorization to be processed further. Additionally,
payments that have to be reviewed by Special Funds will be assigned an Awaiting Approval status and will not be
processed for payment until the Account Administrator in Special Funds sets the status to Active. Payments with an
On Hold or Delete status will not be processed through the payroll system. The department will be notified of a Delete
or On Hold status and the reason for it. The payment comment area will also identify key information.

Source Input Data for POPS - (Casual Employee Timesheets)
To assist departments in controlling casual payments, departments may avail themselves of a new universal “Time-
Sheet”. This timesheet specifically addresses the payment process through POPS along with space for full FOAPAL
information. The casual employee is expected to complete this form on a weekly basis and submit it to their
supervisor for approval. These timesheets should be given to the person responsible for submitting the casual payroll
through POPS on a bi-weekly basis. A copy of the universal timesheet can be obtained from our website at.
http://www.is.mcgill.ca/minerva

Bi-weekly Casual Payroll Cycle
The casual payroll is paid through our bi-weekly payroll, with payment every 2nd Thursday. The pay-cycle itself is
highly defined. A given bi-weekly pay-period runs from a Sunday to Saturday over a two-week period. Departments
are expected to enter and transmit their payment data through POPS on the Monday or Tuesday immediately after
pay-period end date. All areas concerned are expected to use Wednesday through Friday to review and approve the
transmitted data. The payroll is run on Monday and transmitted to our bank for distribution to the casual employee’s
bank account on Thursday. Only payments transmitted by Thursday evening (midnight) on the week prior to pay-date
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                                         POPS 5.1 Web version - User Guide

that are in approved status by Monday morning will be processed for payment on the bi-weekly payroll. In other
words, requisitions transmitted on a Friday will not be processed, even if they are in approved status when the payroll
extract is run on Monday morning, as central offices need time to review the payment data. Please note that the
approving process continues right up until payroll extraction time. As well, when long weekends or summer Friday’s
are in effect, transmission must take place a corresponding number of days earlier than the Thursday midnight
deadline.

Bi-weekly pay cycle - key events


  Sunday to Saturday of the 1st week of the 2-week pay-period.
  Use employee timesheet given to a) Supervisor for approval and b) POPS user for data entry/transmission.


  Sunday to Saturday of the 2nd week of the 2-week pay-period.
  Use employee timesheet given to a) Supervisor for approval and b) POPS user for data entry/transmission.

  Monday and Tuesday.             Wednesday thru Friday (week 3).
  Wednesday and Thursday
  can be used in exceptional      All transmitted payments are reviewed/approved by each applicable area.
  circumstances, but not          e.g. Departments, Special Funds, Budget, Human Resources and Payroll.
  Friday.


  Monday – (week 4)        Tuesday thru Wednesday                               Thursday

  Bi-weekly payroll        Bank deposits are transmitted to the bank and        Pay-date. Funds
  is run.                  cheques/deposit slips prepared for distribution.     in bank account


Please Note:
It is very important that POPS payment entries are assigned to the proper pay period by entering the data during the
required time frame. If the cycle is missed then payment can only be made during the next pay-cycle, which may be
up to two weeks away. Furthermore, as the bi-weekly pay-period has its own specific start and end dates, all payments
within a pay cycle are assumed to belong to this pay-period. If in fact a given payment belongs to another pay-period
or even a number of pay-periods, the Payroll Office will have no way of overriding this. As such, it will most likely
have an impact on the employee’s pay cheque for deductions such as federal and provincial tax, and QPP. As well,
Unemployment Insurance reporting on the Record of Employment at the time of termination will quote the wrong
dates. Again, please be sure to allocate the payments to the proper pay-period. The pay periods will be well
publicized and can be obtained from the Payroll Office web site.

Payment by bank deposit and foreign currency
Every casual employee who is going to be paid more than once must have his or her payroll payment directed to his or
her bank account. Blank bank deposit forms can be obtained from the Payroll Office or found on the Banner – HRIS
– Payroll website. The bank account can be with any recognized financial institution but only in Canada.

Please note that the long-standing practice of paying guest lecturers in foreign currency, although not officially
banned at this time, is strongly discouraged as it takes a tremendous amount of time to obtain the foreign payment
draft. Thus we count on your co-operation not ask for it.




                                                  September 2001 - Page 3
                                      POPS 5.1 Web version - User Guide



Personal Data, Tax, Bank Deposit, Award Certification Forms
Duly completed and signed Personal Data forms must be forwarded to the Payroll Office.
Basic Federal and Provincial tax exemption defaults will be used until the tax forms arrive and are processed in the
Payroll Office. It will be incumbent upon the individual to forward the tax forms as quickly as possible. This would
be true especially when the employee wishes to claim an exemption from taxes or conversely apply for substantial tax
credits.
An employee will automatically be issued a payroll cheque until the Payroll Office receives the employee's bank
deposit information. Failure to receive bank deposit information by the 3rd payment will result in payment delays.
An Award Certification form, signed by the recipient and grant/account owner will process the payment as a
Scholarship. The payment will not be subject to McGill staff benefits, QPP, EI and Medicare and will be reported as a
scholarship to the respective governments. Again, these payments are not treated as employment income and do not
qualify for Unemployment Insurance.
Other missing forms may result in payment delay and/or changes to the data.

Review and Approval Process of Transmitted Payments
Although this POPS 5.1 web user manual contains references to the review and approval process of transmitted
payments, a separate document explains the tools users are expected to use in reviewing their transmitted payments.
These tools are the same regardless of whether POPS local or POPS via the web was used as an input and
transmission source.




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                                      POPS 5.1 Web version - User Guide


Using the web version of POPS

Location (Web address) for POPS web forms
Please note that access to forms, because of its features, is only supported through Microsoft Internet Explorer
version 5.0 and up.
The payroll requisitions can be obtained from:   http://banweb2.is.mcgill.ca/popsweb/
From this location, as per example below, you will see a menu item that specifies a link to our various payment forms.
    •   Academic casual payment
    •   Non Academic casual payment
    •   Non-Academic Overtime payment
    •   Miscellaneous Payroll payment
Content details for each of the payment requisitions follow the sample web access page below.




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                                      POPS 5.1 Web version - User Guide


Academic Casual Payment
A sample web form is given below. Please note that the actual web form, which is a single form, has been pasted here
in 3 parts. This is to facilitate capturing all of the data.


Sample Academic Casual Payment form via the web




The continuation of this form continues on the next page.




                                              September 2001 - Page 6
                                    POPS 5.1 Web version - User Guide

Continuation of the Academic Casual Payment form




The last segment of the academic casual payment form continues below.




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                                      POPS 5.1 Web version - User Guide


Academic Casual Payment Requisition – Field-by-field clarification

Transmitter’s McGill ID: The is the 9 digit McGill ID of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Without proper authorization there is no point going on.

Transmitter’s PIN: This is the Banner PIN associated with the McGill ID number above.
Note: The PIN will not be displayed. After clicking on “Submit”, the value in the PIN field will be blanked out. This
will require the user to re-enter their PIN. Without a valid PIN there is no point going on.

Org. No: The is the 5 character Banner Organization (formerly Admin. Unit) number of the person submitting the
requisition. Without a valid ORG there is no point going on.

Transmitter’s E-mail address: The e-mail address of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Without an e-mail address there is no point going on.

Transmitter’s Phone No: The phone number or local of the person authorized to transmit POPS payments on
behalf of the Org. to Banner.

Pay Date: The user selects a pay-date from a pick list of valid bi-weekly pay-dates. The pay-date cannot be altered
by the user. Please note that every 2nd Thursday is a pay-date. As well, as the next pay-date approaches and the
deadline for submission has past, the pay-date will automatically disappear from the pick list.

FOAPAL: Each of the FOAPAL elements (Fund, Organization, Account, Program, Activity and Location) has
to be completed with only Activity and Location defaulting to 6 zeroes. The Account must start with a 6 and should
be appropriately matched to the type of payment. At submit time, the system will validate each element of the
FOAPAL against Banner FIS and if not validate inform the user. Invalid FOAPAL elements will not allow the
submission of the payment.

Please note that at this time the system does not check for valid combinations. Each element is checked independently
for validity. If Activity and Location are not used please leave them as 6 zeros respectively.

McGill ID of Person being paid and SIN: Both the McGill ID and SIN of the person being paid must consist of
9 characters. Only if the person is new to Banner leave the McGill ID blank and be sure to immediately follow this up
with a properly completed Personal Data Form, faxed or hand delivered to the Payroll Office.

Everything possible should be done to ensure that each payment has a valid McGill ID and SIN, before
transmitting the payment requisition. Use Banner form GYASINS to find the McGill ID in Banner.
Payments will be accepted without a McGill ID and/or SIN but will not be processed until the PD form is received.
Failure to do so will result in payment delays.

Employee Name: This should be the full and proper Last and First and Middle name and title of the person being
paid. E.g. Smith/Mary/Ms. We are counting on you giving us an accurate and full 1) Last (surname), 2) first name
and 3) middle name to properly identify whom to pay, out of a possible list of 500,000 names.

Please be sure to submit the employee completed PD form, the tax and bank deposit forms to the Payroll Office as
quickly as possible. Without this information a proper paycheque/deposit cannot be produced.

Job Description: This field is optional and completely free form. It should carry a descriptive job title.

Comment: This field is optional and for most payments it should be left blank. However, this field can be used to
communicate additional information to one of the central offices such as the Payroll Office, Special Funds and Staff
Benefits. Furthermore, for special payments such as T4A and Royalty a comment must be inserted providing more
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                                      POPS 5.1 Web version - User Guide

information on the nature of the payment. As well, it can be particularly useful to indicate the means and date the PD
form was forwarded to the Payroll Office.

Payment From & To Dates: Select the dates from the calendar pick list. Casual payment data should be
submitted week-by-week with the start and end date being within the Sunday to Saturday range. On the academic
requisition form, the foregoing is not a requirement but it is highly suggested. For lump sum amounts such as
scholarships the range may span over many academic terms or even within a year.

Note: It must be noted that regardless of what dates are specified in the From and To fields, the payment will be
allocated to a single pay-period attached to the Date to be Paid. For example, if the Date to be paid is selected to be
Thursday February 1, 2001, all casual payments will be allocated to the pay-period associated with this pay date. The
pay-period will be Sunday, January 7, 2001 to Saturday, January 20, 2001. It is very important that payments are
submitted to match the proper pay period. If this is not done, for example, choosing to make a substantial single
payment that covers many months, our payroll program will annualize the payment by multiplying the payment by 26
to obtain an annual salary (these are government rules) for tax rate purposes. A taxable payment of $1,000 will
assume the person to be making $26,000 a year and will be taxed accordingly. Similarly, Employment income for E.I
reporting will be allocated to the wrong pay-periods. To avoid over taxation and the incorrect reporting of E.I., be
sure to submit payments for the pay-period that they are due.

In addition to existing date validation, the following new rules have been added to payment From and To date
validation.
             From date >= today less 12 months (i.e. no more than 1 year old)
             To date <= today +12 months (i.e. no more than 12 months into the future)
             To date >= From Date

Hours and Rate and Gross: Hours and Rate are optional on the academic casual requisition form . This is
particularly true for Scholarship, T4A and Royalty payments. If the user supplies Hours and Rate, the program will
calculate the Gross pay. If Hours and Rate are not specified then Gross must be completed by the user. If both the
Hours and Rate per hour are specified then they must cross balance to the Gross pay. A Gross pay of $0.00 will cause
an error.

OT Factor: By default the value is 1. It is only intended to be used in very special cases where overtime must be
paid. Here one can use 1.5 or 2 for a factor. The system will calculate gross as Hours times Rate times O.T. factor.
(e.g. 20 hours times $12.00 times 1.5 will pay $360.00. On the pay-stub, the hourly rate will be factored by 1.5).

If you are uncertain as to when the factors of 1.5x and 2x can be used, please check with your APO/APR or HR -
Salary Administration.

Vacation Pay Rate: This is normally left at 4. Leaving it at 4 means that the payroll program will automatically
add 4% of the gross amount as vacation pay. For some types of payments such as Scholarship, Award, T4A and
Royalty, the vacation rate is automatically set to N which cannot be altered. Setting the vacation rate to N for other
payments requires a contract between the area and the employee stating that 4% is included in the contractual amount.
These contracts must be retained in the area and be available to our auditors.

Payment Types: Select the most reasonable payment type from the possible choices listed below: Please note that
the selection of a payment type will limit the choices of work category below.

    SG       Student: Graduate student assistant
    SR       Student: Graduate student research assistant
    SC       Student: Undergraduate student course assistant
    SU       Student: Undergraduate student research assist
    SP       Post Doctoral fellow
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                                         POPS 5.1 Web version - User Guide

   WG        Award/Scholarship - Graduate student #
   WU        Award/Scholarship - Undergraduate student #
   WP        Award/Scholarship - Post Doc #
   AC        Casual payment, Acad staff
   AT        T4A payment, Acad staff * #
    AN       Non resident T4A payment * #
    AY       Royalty payments * #
    AV       Pay banked vacation #
    AS       Retroactive salary adjustment
    AI       Native Indian working on Reservation *

    * Requires supporting documents for the Payroll office.
    # Payment not subject to 4% vacation pay (i.e vacation pay must be set to"N").


Work Category: The work category choice is limited by the selection of a payment type above. The
possible Work Categories (Government reporting (SIFU)) are listed below:

Student - Academic student
     A      Student related work (not scholarship & not Post Doc)
     S      Scholarship/Award/Prize
     W      Post Doc
Academic
     B      Course related (non teaching)
     X      Course lecturer with course credits * requires # of credits to be completed
     L      Course lecturer (course credits reported earlier or to come later)
     G      Guest lecturer (course credits need not be reported)
     F      Additional course load
     O      Other academic/research related

Mat/Sick Leave Replacement Funding: This should only be selected if the payment is for an individual
replacing a regular employee on mat/sick leave and if the Staff Benefits Office has agreed to fund the payment. In
conjunction with this box, the Replacement McGill ID must be specified. The Staff Benefits Office will
automatically examine all such request, and where leave replacement is approved, the office will change the FOAPAL
to one of their own FOAPAL's.

No of person Replaced: This field should only be used to indicate the McGill ID number of the regular staff
member away on leave and is absolutely required where maternity and/or sick leave replacement funding has been
selected above.

Government Program and Ref. No: POPS supports the reporting of payments partially funded by either the
government and the university through Work Study and SCPP (Summer Career Placement Program). If you have pre-
approved funding support, select the appropriate program and complete the Reference number. This data will
automatically be picked up and matched to your approved application and should result in a funding transfer to your
FOAPAL for the portion governed by the program. The use of Work Study and SCPP requires a numeric Reference
number.

If the employee is to be paid from more than one government program, it is important that you create a payment for
                                                  September 2001 - Page 10
                                      POPS 5.1 Web version - User Guide

each program. For each program identify the program, reference number, hours, rate, gross and FOAPAL. Re-
imbursement will be based on program and payment there from.

Single Payments: If the payment is a one-time payment, such as a guest lecturer or honorarium and you are fairly
certain McGill will not pay the person again in this taxation year, you can tick off Single payment. This information
is currently not being used but we are exploring the possibility of using different taxation rules with the taxation
authorities.

Course Credits: For Course lecturer payments (Work category X and F only), this box must be completed with the
appropriate number of credits e.g. 3.0). It should be noted that this method of payment should not be used to pay
course lecturers on an on-going basis as the Course Lecturer Contract, with payments on a semi-monthly basis is the
proper vehicle for this type of payment.

E.I. Hours Factor: This is only to be used by very selected areas that have reached an agreement with the Payroll
Office. In essence, the hours worked times Hourly rate that provides Gross pay, are not the same hours to be reported
for EI purposes. Again, check the management of the Payroll Office if you think your payments fit this situation.




                                              September 2001 - Page 11
                                      POPS 5.1 Web version - User Guide


Non-Academic Casual Payment
A sample web form is given below. Please note that the actual web form, which is a single form, has been pasted here
in 3 parts. This is to facilitate capturing all of the data.

Sample Non-Academic Casual Payment form via the web




The continuation of this form continues on the next page.




                                             September 2001 - Page 12
                                    POPS 5.1 Web version - User Guide

Continuation of the Non-Academic Casual Payment form




The last segment of the non-academic casual payment form continues below.




                                           September 2001 - Page 13
                                      POPS 5.1 Web version - User Guide


Non Academic Casual Payment Requisition – Field-by-field clarification

Transmitter’s McGill ID: The is the 9 digit McGill ID of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Note: Without proper authorization there is no point going on.

Transmitter’s PIN: This is the Banner PIN associated with the McGill ID number above.
Note: The PIN will not be displayed. After clicking on “Submit”, the value in the PIN field will be blanked out. This
will require the user to re-enter their PIN. Without a valid PIN there is no point going on.

Org. No: The is the 5 character Banner Organization (formerly Admin. Unit) number of the person submitting the
requisition. Without a valid ORG there is no point going on.

Transmitter’s E-mail address: The e-mail address of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Note: Without an e-mail address there is no point going on.

Transmitter’s Phone No: The phone number or local of the person authorized to transmit POPS payments on
behalf of the Org. to Banner.

Pay Date: The user selects a pay-date from a pick list of valid bi-weekly pay-dates. The pay-date cannot be altered
by the user. Please note that every 2nd Thursday is a pay-date. As well, as the next pay-date approaches and the
deadline for submission has past, the pay-date will automatically disappear from the pick list.

FOAPAL: Each of the FOAPAL elements (Fund, Organization, Account, Program, Activity and Location) has
to be completed with only Activity and Location defaulting to 6 zeroes. The Account must start with a 6 and should
be appropriately matched to the type of payment. At submit time, the system will validate each element of the
FOAPAL against Banner FIS and if not validate inform the user. Invalid FOAPAL elements will not allow the
submission of the payment.

Please note that at this time the system does not check for valid combinations. Each element is checked independently
for validity. If Activity and Location are not used please leave them as 6 zeros respectively.

McGill ID of Person being paid and SIN: Both the McGill ID and SIN of the person being paid must consist of
9 characters. Only if the person is new to Banner leave the McGill ID blank and be sure to immediately follow this up
with a properly completed Personal Data Form, faxed or hand delivered to the Payroll Office.

Everything possible should be done to ensure that each payment has a valid McGill ID and SIN, before
transmitting the payment requisition. Use Banner form GYASINS to find the McGill ID in Banner.
Payments will be accepted without a McGill ID and/or SIN but will not be processed until the PD form is received.
Failure to do so will result in payment delays.

Employee Name: This should be the full and proper Last and First and Middle name and title of the person being
paid. E.g. Smith/Mary/Ms. We are counting on you giving us an accurate and full 1) Last (surname), 2) first name
and 3) middle name to properly identify whom to pay, out of a possible list of 500,000 names.

Please be sure to submit the employee completed PD form, the tax and bank deposit forms to the Payroll Office as
quickly as possible. Without this information a proper paycheque/deposit cannot be produced.

Job Description: This field is optional and completely free form. It should carry a descriptive job title.

Comment: This field is optional and for most payments it should be left blank. However, this field can be used to
communicate additional information to one of the central offices such as the Payroll Office, Special Funds and Staff
Benefits. Furthermore, for special payments such as T4A and Royalty a comment must be inserted providing more
                                              September 2001 - Page 14
                                      POPS 5.1 Web version - User Guide

information on the nature of the payment. As well, it can be particularly useful to indicate the means and date the PD
form was forwarded to the Payroll Office.

Payment From & To Dates: Select the dates from the calendar pick list. Non-Academic Casual payment
data has to be submitted week-by-week with the start and end date being within the Sunday to Saturday range.
However, exceptional payments such as Royalty, T4A, Banked vacation pay and retroactive salary payments along
with special payments such as stand-by premiums do not require a week-by-week submission. The start and end date
are to fall within the Sunday to Saturday range. Note: Each week’s payments will require an individual submission.

Note: It must be noted that regardless of what dates are specified in the From and To fields, the payment will be
allocated to a single pay-period attached to the Date to be Paid. For example, if the Date to be paid is selected to be
Thursday February 1, 2001, all casual payments will be allocated to the pay-period associated with this pay date. The
pay-period will be Sunday, January 7, 2001 to Saturday, January 20, 2001. It is very important that payments are
submitted to match the proper pay period. If this is not done, for example, choosing to make a substantial single
payment that covers many months, our payroll program will annualize the payment by multiplying the payment by 26
to obtain an annual salary (these are government rules) for tax rate purposes. A taxable payment of $1,000 will
assume the person to be making $26,000 a year and will be taxed accordingly. Similarly, income for E.I reporting
will be allocated to the wrong pay-periods. To avoid over taxation and the incorrect reporting of E.I., be sure to
submit payments for the pay-period that they are due.

In addition to existing date validation, the following have been added to payment From and To date validation.
             From date >= today less 12 months (i.e. no more than 1 year old)
             To date <= today +12 months (i.e. no more than 12 months into the future)
             To date >= From Date

Hours and Rate and Gross: Hours and Rate are optional on the academic casual requisition form . This is
particularly true for Scholarship, T4A and Royalty payments. If the user supplies Hours and Rate, the program will
calculate the Gross pay. If Hours and Rate are not specified then Gross must be completed by the user. If both the
Hours and Rate per hour are specified then they must cross balance to the Gross pay. A Gross pay of $0.00 will cause
an error.

OT Factor: By default the value is 1. It is only intended to be used in very special cases where overtime must be
paid. Here one can use 1.5 or 2 for a factor. The system will calculate gross as Hours times Rate times O.T. factor.
(e.g. 20 hours times $12.00 times 1.5 will pay $360.00. On the pay-stub, the hourly rate will be factored by 1.5).

If you are uncertain as to when the factors of 1.5x and 2x can be used, please check with your APO/APR or HR -
Salary Administration.

Vacation Pay Rate: This is normally left at 4. Leaving it at 4 means that the payroll program will automatically
add 4% of the gross amount as vacation pay. For some types of payments such T4A and Royalty, the vacation rate is
automatically set to N which cannot be altered. Setting the vacation rate to N for other payments requires a contract
between the area and the employee stating that 4% is included in the contractual amount. These contracts must be
retained in the area and be available to our auditors.

Payment Types: The choices of Payment types are listed below

    NC       Casual payment, Non academic support staff
    NT       T4A (authorized payment) Non academic * #
    NY       Royalty - Non academic support staff * #
    NV       Pay banked vacation, Non academic staff #
    NS       Retroactive salary adjustment, Non academic staff


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   * Payroll office requires supporting documents.
   # Payment not subject to 4% vacation pay (i.e vacation pay must be set to"N").


Work Category: The possible Work Categories (SIFU codes) are listed below (used for government reporting)

Non - Academic Support Staff
     M       Managers & Supervisory staff
     P       Professional (includes Librarians)
     T       Technical
     C       Clerical




Reason: This field must have a reason selected from the choices listed below. The reason identifies the
employment condition under which the non-academic casual is being paid. The reason indicated will be validated and
monitored for non-academic casual policy. Where indicated, a replacement number is also required.

CPM Reason Codes (Non-academic casual policy monitoring) See Administrative
Handbook - Section C for Casual Policy


      CPM Code           Description
         B               Vacant position **
         C               Peak week >=6hrs
         D               Peak week <6 hrs
         E               Students
         L               Vacation *
         M               Maternity Leave *
         S               STD *
         T               LTD *
         X               Extended Unpaid Leave *
   * McGill ID No of regular employee required ** not required for new position.



No of Person being replaced: This field should be used to indicate the McGill ID number of one of the
following
    a) The Casual Policy replacement ID # (indicated with an * in the table above) or
    b) The ID # of the regular staff member away on mat/sick leave as well as where leave replacement funds are
        being requested (see below).

Government Program and Ref. No: POPS supports the reporting of payments partially funded by either the
government and the university through Work Study and SCPP (Summer Career Placement Program). If you have pre-
approved funding support, select the appropriate program and complete the Reference number. This data will
automatically be picked up and matched to your approved application and should result in a funding transfer to your
FOAPAL for the portion governed by the program. The use of Work Study and SCPP requires a numeric Reference
number.
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If the employee is to be paid from more than one government program, it is important that you create a payment for
each program. For each program identify the program, reference number, hours, rate, gross and FOAPAL. Re-
imbursement will be based on program and payment there from.

Mat/Sick Leave Replacement Funding: This should only be selected if the payment is for an individual
replacing a regular employee on mat/sick leave and if the Staff Benefits Office has agreed to fund the payment. In
conjunction with this box, the Number of Person being Replaced with a McGill ID must be specified. The Staff
benefits Office will automatically examine all such request, and where leave replacement is approved, the office will
change the FOAPAL to one of their own FOAPAL's.

Single Payments: If the payment is a one-time payment, such as a guest lecturer or honorarium and you are fairly
certain McGill will not pay the person again in this taxation year, you can tick off Single payment. This information
is currently not being used but we are exploring the possibility of using different taxation rules with the taxation
authorities.




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Non-Academic Overtime Payment
A sample non-academic overtime form follows. It is presented in 2 segments to facilitate our screen capture software.
This in turn is followed by field-by-field explanations.
Note: This form can only be used to pay non-academic staff that qualifies for overtime payments.

Sample Non Academic Overtime payment form via the web




The non-academic overtime form continues on the next page.




                                             September 2001 - Page 18
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      September 2001 - Page 19
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Non-Academic Overtime Payment - Field-by-field clarification

Transmitter’s McGill ID: The is the 9 digit McGill ID of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Note: Without proper authorization there is no point going on.

Transmitter’s PIN: This is the Banner PIN associated with the McGill ID number above.
Note: The PIN will not be displayed. After clicking on “Submit”, the value in the PIN field will be blanked out. This
will require the user to re-enter their PIN. Without a valid PIN there is no point going on.

Org. No: The is the 5 character Banner Organization (formerly Admin. Unit) number of the person submitting the
requisition. Without a valid ORG there is no point going on.

Transmitter’s E-mail address: The e-mail address of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Note: Without an e-mail address there is no point going on.

Transmitter’s Phone No: The phone number or local of the person authorized to transmit POPS payments on
behalf of the Org. to Banner.

Pay Date: The user selects a pay-date from a pick list of valid semi-monthly pay-dates. The pay-date cannot be
altered by the user. Please note pay-date is always on the 15th and last day of the month. As well, as the next pay-
date approaches and the deadline for submission has past, the pay-date will automatically disappear from the pick list.

FOAPAL: Each of the FOAPAL elements (Fund, Organization, Account, Program, Activity and Location) has
to be completed with only Activity and Location defaulting to 6 zeroes. The Account must start with a 6 and should
be appropriately matched to the type of payment. At submit time, the system will validate each element of the
FOAPAL against Banner FIS and if not validate inform the user. Invalid FOAPAL elements will not allow the
submission of the payment.

Please note that at this time the system does not check for valid combinations. Each element is checked independently
for validity. If Activity and Location are not used please leave them as 6 zeros respectively.

McGill ID of Person being paid and SIN: Both the McGill ID and SIN of the person being paid must consist of
9 characters. Only if the person is new to Banner leave the McGill ID blank and be sure to immediately follow this up
with a properly completed Personal Data Form, faxed or hand delivered to the Payroll Office.

Everything possible should be done to ensure that each payment has a valid McGill ID and SIN, before
transmitting the payment requisition. Use Banner form GYASINS to find the McGill ID in Banner.
Payments will be accepted without a McGill ID and/or SIN but will not be processed until the PD form is received.
Failure to do so will result in payment delays.

Employee Name: This should be the full and proper Last and First and Middle name and title of the person being
paid. E.g. Smith/Mary/Ms. We are counting on you giving us an accurate and full 1) Last (surname), 2) first name
and 3) middle name to properly identify whom to pay out of a possible list of 500,000 names.

Job Description: This field is optional and completely free form. It should carry a descriptive job title.

Comment: This field is optional and for most payments it should be left blank. However, this field can be used to
communicate additional information to one of the central offices such as the Payroll Office, Special Funds and Staff
Benefits. Furthermore, for special payments such as T4A and Royalty a comment must be inserted providing more
information on the nature of the payment. As well, it can be particularly useful to indicate the means and date the PD
form was forwarded to the Payroll Office.

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Position Identifier and Suffix: For all overtime payments, it is essential that the employee's current Banner
Position and Suffix number be shown. This number can be obtained using Banner. The payment will be attached to
the job. If the employee has more than 1 job, then overtime must be allocated to each of the applicable jobs. For
normal overtime, the Banner payroll calculation will use the employee's hourly rate and the OT factor that you have
indicated to pay the hours you identified on this form, rather than the Hourly rate shown on this form. If you are
unsure of the Position and Suffix, please check with the Banner HR help line.

From and To Dates: Select the dates from the calendar pick list. The From and To date for Overtime and
undertime payment data should be broken down by semi-monthly pay period. There may be any number of such pay-
periods, each attached to a payment.

In addition to existing date validation, the following new rules have been added to payment From and To date
validation.
          From date >= today less 12 months (i.e. no more than 1 year old)
          To date <= today +12 months (i.e. no more than 12 months into the future)
          To date >= From Date

Hours and Rate and Gross: Hours and Rate are mandatory on this form except where the OT reason is 2 or
5. If given Hours and Rate, the program will calculate the Gross pay. If Hours and Rate are not specified then Gross
must be completed. If both the Hours and Rate per hour are specified then they must cross balance to the Gross pay.
A Gross pay of $0.00 will cause an error.
Note: For undertime hours, be sure to indicate a negative number of hours e.g. -15.0.

OT Factor: By default the value is 1. It is intended to be used in very special cases where overtime must be paid.
Here one can use 1.5 or 2 for a factor. The system will calculate gross as Hours times Rate times O.T. factor. (e.g. 20
hours times $12.00 times 1.5 will pay $360.00). For undertime the factor should be 1.

Payment Types: The possible Payment types are listed below: (Hint: select Payment type 1st)

    NO        Overtime – Non academic support staff
    NU         Undertime – Non academic support staff

O.T. Reason: Every Overtime payment must have an Overtime Reason code. The choices are:

Non-Academic Overtime Reason Codes

  O.T Reason       Description
       1           Due to workload
       2           Special 6% remuneration *
       3           Summer Friday
       4           Replacement due to absence of co-worker #
       5           Other *
* Requires specific approval from HR - Staff records # Requires replacement No
Note: All Overtime and Undertime payments will be reviewed by HR.

Mat/Sick Leave Replacement Funding: This should only be selected if the payment is for an individual
replacing a regular employee on mat/sick leave and if the Staff Benefits Office has agreed to fund the payment. In
conjunction with this box, the Replacement McGill ID must be specified. The Staff benefits Office will automatically
examine all such request, and where leave replacement is approved, the office will change the FOAPAL to one of
their own FOAPAL's.
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No of person Replaced: This field should only be used to indicate the McGill ID number of the regular staff
member away on leave and is absolutely required where maternity and/or sick leave replacement funding has been
selected above.




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Miscellaneous Payment form

Caution: This form is used to add an additional, authorize, payment to an employee holding a semi-monthly paid
position (i.e. The individual is by Appointment Form as well). The term "authorized" is the key word here. All
such payments will be carefully monitored.

Miscellaneous payments can be made for a variety of reasons. A number of examples are given below, but needless
to say, payments of this nature will be carefully monitored to ensure their validity. They will be paid semi-monthly
and will be added to the employee's semi-monthly cheque for the employee's Appointment Form payments.
    • Special Academic and Special Non Academic casual type work payments. These payments are the same as
         the academic and non-academic casual with all the same rules and data fields found under the academic and
         non-academic casual requisitions. However, as the person in receipt of a semi-monthly appointment form
         payment, processing the casual payment under a miscellaneous requisition has the payment added to the
         employee's normal semi-monthly pay cheque rather than producing a separate bi-weekly cheque.
    • Specialty payments for staff with regular appointments but their position requires them to be on "On Call"
         and/or "Stand By" which is compensated at a pre-approved lump sum amount. This type of payment requires
         approval from HR - salary Administration.
    • Royalty and T4A payments. These require accompanying documentation for approval and will be very
         carefully scrutinized before payment approval is given.
    • GFT ceiling guarantee payments used only in the Faculty of Medicine.
    • Other Miscellaneous payments of a pre-approved nature. This type of payment needs central approval before
         payment is processed.

Please note the following limitations where this form cannot be used:
The Miscellaneous payroll, at this time, cannot handle the following types of payments. Payments of this type have to
be processed through the bi-weekly academic or non-academic casual requisition and will result in a bi-weekly pay
cheque being produced.
    • The payment of a scholarship/award payment to a student who is also being paid a semi-monthly payment by
        means of Appointment Form, can only be handled through a bi-weekly Academic Casual Requisition with the
        appropriate Scholarship/Award payment type.
    • The same is true for a payment to a student who is being paid through a government sponsored program such
        the Summer Career and Work Study programs. Payments of this nature can only be handled through a bi-
        weekly Academic Casual Requisition with the appropriate program so identified.




                                             September 2001 - Page 23
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Sample Miscellaneous payment form via the web




The continuation of the Miscellaneous Payment form continues on the next page.




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                                    POPS 5.1 Web version - User Guide

Continuation of the Miscellaneous Payment form.




The last segment of the Miscellaneous Payment form continues below.




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Miscellaneous Payment - Field-by-field clarification

Transmitter’s McGill ID: The is the 9 digit McGill ID of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Note: Without proper authorization there is no point going on.

Transmitter’s PIN: This is the Banner PIN associated with the McGill ID number above.
Note: The PIN will not be displayed. After clicking on “Submit”, the value in the PIN field will be blanked out. This
will require the user to re-enter their PIN. Without a valid PIN there is no point going on.

Org. No: The is the 5 character Banner Organization (formerly Admin. Unit) number of the person submitting the
requisition. Without a valid ORG there is no point going on.

Transmitter’s E-mail address: The e-mail address of the person authorized to transmit POPS payments on
behalf of the Org. to Banner. Note: Without an e-mail address there is no point going on.

Transmitter’s Phone No: The phone number or local of the person authorized to transmit POPS payments on
behalf of the Org. to Banner.

Pay Date: The user selects a pay-date from a pick list of valid semi-monthly paydates. The pay-date cannot be
altered by the user. Please note that semi-monthly cheques are issued on the 15th and last day of the month. As well,
as the next pay-date approaches and the deadline for submission has past, the pay-date will automatically disappear
from the pick list.

FOAPAL: Each of the FOAPAL elements (Fund, Organization, Account, Program, Activity and Location) has
to be completed with only Activity and Location defaulting to 6 zeroes. The Account must start with a 6 and should
be appropriately matched to the type of payment. At submit time, the system will validate each element of the
FOAPAL against Banner FIS and if not validate inform the user. Invalid FOAPAL elements will not allow the
submission of the payment.

Please note that at this time the system does not check for valid combinations. Each element is checked independently
for validity. If Activity and Location are not used please leave them as 6 zeros respectively.

McGill ID of Person being paid and SIN: Both the McGill ID and SIN of the person being paid must consist of
9 characters. Only if the person is new to Banner leave the McGill ID blank and be sure to immediately follow this up
with a properly completed Personal Data Form, faxed or hand delivered to the Payroll Office.

Everything possible should be done to ensure that each payment has a valid McGill ID and SIN, before
transmitting the payment requisition. Use Banner form GYASINS to find the McGill ID in Banner.
Payments will be accepted without a McGill ID and/or SIN but will not be processed until the PD form is received.
Failure to do so will result in payment delays.

Employee Name: This should be the full and proper Last and First and Middle name and title of the person being
paid. E.g. Smith/Mary/Ms. We are counting on you giving us an accurate and full 1) Last (surname), 2) first name
and 3) middle name to properly identify whom to pay, out of a possible list of 500,000 names.

Please be sure to submit the employee completed PD form, the tax and bank deposit forms to the Payroll Office as
quickly as possible. Without this information a proper paycheque/deposit cannot be produced.

Job Description: This field is optional and completely free form. It should carry a descriptive job title.

Comment: This field is optional and for most payments it should be left blank. However, this field can be used to
communicate additional information to one of the central offices such as the Payroll Office, Special Funds and Staff
                                              September 2001 - Page 26
                                      POPS 5.1 Web version - User Guide

Benefits. Furthermore, for special payments such as T4A and Royalty a comment must be inserted providing more
information on the nature of the payment. As well, it can be particularly useful to indicate the means and date the PD
form was forwarded to the Payroll Office.

Position Id and Position Suffix: These fields are not used at this time.

Payment From & To Dates: Select the dates from the calendar pick list. Casual payment data should be
submitted week-by-week with the start and end date being within the Sunday to Saturday range. For a number of
payments such as T4, Royalty and the payment of banked vacation, the payments do not have to be broken down by
week. However, most non academic casual payments require a week-by-week submission. Each submission is a
separate form completed properly.

Note: It must be noted that regardless of what dates are specified in the From and To fields, the payment will be
allocated to a single pay-period attached to the Date to be Paid. For example, if the Date to be paid is selected to be
Thursday February 1, 2001, all casual payments will be allocated to the pay-period associated with this pay date. The
pay-period will be Sunday, January 7, 2001 to Saturday, January 20, 2001. It is very important that payments are
submitted to match the proper pay period. If this is not done, for example, choosing to make a substantial single
payment that covers many months, our payroll program will annualize the payment by multiplying the payment by 26
to obtain an annual salary (these are government rules) for tax rate purposes. A taxable payment of $1,000 will
assume the person to be making $26,000 a year and will be taxed accordingly. Similarly, income for E.I reporting
will be allocated to the wrong pay-periods. To avoid over taxation and the incorrect reporting of E.I., be sure to
submit payments for the pay-period that they are due.

In addition to existing date validation, the following rules have been added to payment From and To date validation.
             From date >= today less 12 months (i.e. no more than 1 year old)
             To date <= today +12 months (i.e. no more than 12 months into the future)
             To date >= From Date

Hours and Rate and Gross: Hours and Rate are optional for some payments but where known and/otr required
should be specified. If the user supplies Hours and Rate, the program will calculate the Gross pay. If Hours and Rate
are not specified then Gross must be completed by the user. If both the Hours and Rate per hour are specified then
they must cross balance to the Gross pay. A Gross pay of $0.00 will cause an error.

OT Factor: By default the value is 1. It is only intended to be used in very special cases where overtime must be
paid. Here one can use 1.5 or 2 for a factor. The system will calculate gross as Hours times Rate times O.T. factor.
(e.g. 20 hours times $12.00 times 1.5 will pay $360.00. On the pay-stub, the hourly rate will be factored by 1.5).

If you are uncertain as to when the factors of 1.5x and 2x can be used, please check with your APO/APR or HR -
Salary Administration.

Vacation Pay Rate: This is normally left at 4. Leaving it at 4 means that the payroll program will automatically
add 4% of the gross amount as vacation pay. For some types of payments such as Scholarship, Award, T4A and
Royalty, the vacation rate is automatically set to N which cannot be altered. Setting the vacation rate to N for other
payments requires a contract between the area and the employee stating that 4% is included in the contractual amount.
These contracts must be retained in the area and be available to our auditors.

Payment Types: The possible Payment types are listed below: (Hint: select Payment type 1st)

     M1         Special Academic payment %
     M2         Special - T4A Academic payment * #
     M3         Special Non-Academic payment %
     M4         Special - T4A Non-Academic payment * #

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     MR        Royalty payment -(restricted to the Payroll Office * #
     MG        GFT ceiling guarantee - Academic staff in the Faculty of Medicine #
     MM        SUB plan - Maternity leave payments (restricted to the Staff Benefits Office) #

    Note: All payments will be carefully monitored for proper authorization.
    * Payroll office requires supporting documents.
    # Payment not subject to 4% vacation pay (i.e vacation pay must be set to"N").
    % Under exceptional circumstances, a payment can have 4% vacation pay added.

    Note: During a short interim period, until Banner payroll goes live (when students will be paid bi-weekly),
    students who are also being paid by Appointment For, can either be paid bi-weekly using the academic casual
    requisition or through the use of the Miscellaneous Requisition using payment type M1 - Special Academic
    payment.

To adhere to the rules of the Non Academic Casual Policy, all Special Non Academic payments should follow the
following rules.
    • The Non Academic reason code is normally supplied for Work category of T (Technical type Work) and C
        (Clerical type work, including TA type work). There are exceptional cases where a reason code is not needed
        for this type of work category. For example, this will include the rare, pre-approved specialty payments such
        "stand-by" or "on-call" premiums. For these specialty payments, the reason code has to be left blank.
        Similarly, the reason code is not needed for truly exceptional, pre-approved payments to staff whose work
        category are M and P (Managerial and Professional). Please check with your APO if you are not clear as to
        eligibility. As well, please be sure that all specialty payments have the Comment field completed with an
        indication as the nature of the payment and approval of these payments.

Work Category: The possible Work Categories are listed below (see note immediately above):

Academic Payments Work Categories
         B         Course related (non teaching)
         X         Course lecturer with course credits #
         L         Course lecturer (course credits reported earlier or to come later)
         G         Guest lecturer (course credits need not be reported)
         F         Additional course load
         O         Other academic/research related
Non-Academic Support Staff - Work Categories
        M          Managerial & Supervisory staff
         P         Professional (includes Librarians)
         T         Technical *
         C         Clerical *

    * Typically requires a Non Academic Reason code and possibly a replacement person number depending on
    the reason code.
    # Requires course credits. This type of payment is normally handled through the Course Lecturer
    Appointment form.


Mat/Sick Leave Replacement Funding: This should only be selected if the payment is for an individual
replacing a regular employee on mat/sick leave and if the Staff Benefits Office has agreed to fund the payment. In
conjunction with this box, the Replacement McGill ID must be specified. The Staff Benefits Office will
                                             September 2001 - Page 28
                                      POPS 5.1 Web version - User Guide

automatically examine all such request, and where leave replacement is approved, the office will change the FOAPAL
to one of their own FOAPAL's.

No of person Replaced: This field should only be used to indicate the McGill ID number of the regular staff
member away on leave and is absolutely required where maternity and/or sick leave replacement funding has been
selected above.

Reason: For the special non-academic payments that might exist, a reason has to be selected from the following
choices. The reason identifies the employment condition under which the non-academic casual is being paid. The
reason indicated will be validated and monitored for non academic casual policy. Where indicated, a replacement
number is also required.

POPS applies the following rules for Reason Code on Special Non Academic payment using the Miscellaneous
Requisition.
   • If a valid Reason code (other than blank) is selected, then:
             o The From and To dates must not span a Sunday (i.e. requires one payment entry per week).
             o Both the Hours and the Rate per Hour must be specified
   • If the Reason code is left blank, then:
             o A separate entry is not needed for each week. However, the span between the from and To date must
               not be greater than 365 days.
             o The Hours and the Rate may both be left blank.
               Note that Hours and Hourly Rate must be both blank or both non zero.


CPM Reason Codes (Non academic casual policy monitoring)

      CPM Code           Description
         B               Vacant position **
         C               Peak week >=6hrs
         D               Peak week <6 hrs
         E               Students
         L               Vacation *
         M               Maternity Leave *
         S               STD *
         T               LTD *
         X               Extended Unpaid leave *
   * McGill ID No of regular employee required. ** not required for new position.


Course Credits: Only complete for applicable course lecturer payments (Work category X and F). When it has to
be completed , this field must be completed with the appropriate number of credits e.g. 3.0. It should be noted that
this method of payment should not be used to pay course lecturers on an on-going basis as the Course Lecturer
Contract, with payments on a semi-monthly basis is the proper vehicle for this type of payment.

Single Payments: If the payment is a one-time payment, such as a guest lecturer or honorarium and you are fairly
certain McGill will not pay the person again in this taxation year, you can tick off Single payment. This information
is currently not being used but we are exploring the possibility of using different taxation rules with the taxation
authorities.


                                              September 2001 - Page 29
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E.I. Hours Factor: This is only to be used by very selected areas that have reached an agreement with the Payroll
Office. In essence, the hours worked times Hourly rate that provides Gross pay, are not the same hours to be reported
for EI purposes. Again, check the management of the Payroll Office if you think your payments fit this situation.




                                             September 2001 - Page 30
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Submitting a Single Payment to Banner
Data editing
As you complete the fields one-by-one, some immediate editing takes place and will warn the user if an error has been
made. However, the majority of the editing is done at the time that the user clicks on “Submit”. This editing performs
cross-field checking. For example, a request for maternity leave replacement funding requires the McGill number of
the person being replaced on leave.

Other data validation checking includes full FOAPAL validation (see below). As well, the user’s PIN is validated
against the specified McGill ID number. Without a valid PIN, submission will never occur. Furthermore, the ORG of
the FOAPAL is checked to make sure the user has been previous authorized to submit payments on behalf of this Org.
Again, if the user is not authorized, transmission will not take place.

FOAPAL Validation
POPS 5.1 checks the FOAPAL of each payment to ensure that each element is valid on Banner Finance. Each
Account element has to begin with a ‘6’ (Salaries, Wages, Payments account). POPS 5.1 performs this check by
making an enquiry to the Finance data warehouse through the Internet. The web enquiry is done within POPS 5.1. If
for some reason the Internet connection is not available, or if the enquiry fails for any reason, the user will be advised
through an error display.

Submit action
When the user presses the “Submit” icon, found at the end of the payment form, as stated above, data validation takes
place. If the payment is error free, the payment will automatically be transmitted to Banner Payroll Collector table.
We strongly encourage our users to immediately go into Banner and through form PYAPOPS see and review their
own transmitted data. More information on form PYAPOPS can be found in the POPS Reporting Guide.

PIN number
Should the data on the form require corrections after clicking on the “Submit” button , the PIN number is
automatically erased. This requires the user to re-enter their PIN before clicking on “Submit’ again. This feature
serves as a safety feature.

Printing a paper copy
As well, we encourage our users to click on the Print icon of the browser to obtain a paper copy of the payment and
keep this for reference. Please note: Do not forward the paper copy to the Payroll Office.




                                               September 2001 - Page 31
                                      POPS 5.1 Web version - User Guide


Using Crystal Reports & Queries in Banner to Review Submitted Data


Reviewing transmitted POPS data
Transmitted POPS data can be viewed from within Banner (PYAPOPS) or reported on through Crystal reports or
from invoking a Crystal report through the web. Additionally, the users will be able to delete a payment entry through
Banner, preventing it from being paid.

It should be noted that users will only be able to view and report on POPS data that they have been granted rights to
see. This is controlled by payment Org. Additionally, there may be restrictions on some users only being able to see
their own transmitted data.

A separate document has been prepared that gives details on the various reporting tools.




                                              September 2001 - Page 32
                                    POPS 5.1 Web version - User Guide


Help for POPS

Help desk
  The ISR/Banner Helpdesk is available at 398-4925 or 398-4332 for assistance.
  Questions relating to the content of Payroll Requisitions should be addressed to the Payroll Office at 398-3751
  (Please leave a message if busy) or dialling directly to 398-5316.




                                            September 2001 - Page 33
                                      POPS 5.1 Web version - User Guide


Planning for POPS 5.1 via the web

Workstation Requirements
POPS 5.1 via the web is only fully supported if you are using Microsoft Internet Explorer version 5 or greater. The
configuration of your PC is not of a concern. No data is stored locally and very little computing power is needed to
complete and submit a casual payment via the web to Banner.




                                              September 2001 - Page 34