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Training Outline employee hiring by benbenzhou

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Training Outline employee hiring

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									Workforce Management Organization




     Automated PRF and PAF



         Training Manual



             VERSION: 4
                                                          Table of Contents



System Rules ................................................................................................................................. 4

Starting the Client .......................................................................................................................... 6
    Active-X Controls ......................................................................................................................... 6
    Login Window .............................................................................................................................. 7

System Client Window .................................................................................................................. 9
    Folder Tabs ................................................................................................................................. 9
    Toolbar ...................................................................................................................................... 10
    Task Status ............................................................................................................................... 10
    Task List Columns ..................................................................................................................... 11
    Incident Status ........................................................................................................................... 12

Working with Tasks ..................................................................................................................... 12
    Changing a Form from the Task List ......................................................................................... 12
    Opening a Form from the Task List ........................................................................................... 12
    Launching a New Incident of a Process Map ............................................................................ 12
    Sorting the Task List.................................................................................................................. 13
    Deleting a Task ......................................................................................................................... 13
    Assigning a Task ....................................................................................................................... 13
    Aborting a Incident .................................................................................................................... 15
    Viewing the Incident Monitor ..................................................................................................... 15

Using Task Forms........................................................................................................................ 17
    Sending ..................................................................................................................................... 17
    Returning ................................................................................................................................... 18
    Saving ....................................................................................................................................... 18
    Memos ....................................................................................................................................... 18
    Printing ...................................................................................................................................... 20

Approval Process ........................................................................................................................ 21

PRF/PAF Process Example ........................................................................................................ 23
    New Hire Process...................................................................................................................... 23

Process Maps............................................................................................................................... 41
    A. ............................................................................................................................................... 42
    B. ............................................................................................................................................... 43




                                                                           2
    C. ............................................................................................................................................... 44
    D.. .............................................................................................................................................. 45
    E. ............................................................................................................................................... 46

“How-To” ...................................................................................................................................... 47
    PRF (Personnel Request Form) Instructions ............................................................................ 47
    PAF (Payroll Action Form) Instructions ..................................................................................... 48

Glossary ....................................................................................................................................... 53

Appendix ...................................................................................................................................... 54
    Screen Prints ............................................................................................................................. 54




                                                                           3
System Rules


PRF and PAF Rules

   1. Tulane policy and procedure will not change in the automated environment.
   2. The automated system will be used to process all PRF and PAF actions for
       Administrators, Faculty and Staff with the exception of the retro only PAF’s which will
       remain paper based.
   3. Students and Medical Residents will continue to use the paper based PAF process.
   4. Every cell of the PRF and PAF must be completed in order for the forms to process to the
       next step.
   5. While completing the PRF and PAF forms the system provide hints and error messages
       to ensure correct data entry.
   6. New Hire and Rehire PRF and PAF’s cannot be back dated. Only dates in the future are
       permissible as effective dates.
   7. A new hire or a rehire’s first day of work will fall on a Friday.
   8. All memos and notes will process with the automated forms.
   9. All PRF and PAF’s must be initiated by the employee’s home organization.
   10. A PAF will not process for a separated employee. Employee must be rehired before
       processing desired action.
   11. Only one action (i.e. salary change, title change, ect.) may be performed per PAF.
   12. PRF and PAF’s will be retuned to the initiator if any step is not approved.
   13. Initiator will not be allowed to move the form forward unless all selections are entered
       correctly. The system will validate your results against University policy and procedure
       as you complete the form.
   14. The automated system is designed to be used as a mechanism to route paperwork
       through a prescribed approval mechanism. Upon completion of a process, the incident
       will be held for a short time before deletion. No reporting will be done from the
       automated process.
   15. The PRF attachment controls for Position Description and Justification are mandatory
       while the controls for Newspaper Ad and Organization Chart are optional.
   16. A PRF for a new hire or a rehire must be completed before a PAF. The system will
       automatically populate the PAF based on the PRF entries.
   17. Salary will be validated against salary grade to ensure the minimum and maximum
       ranges are not exceeded.
   18. Salary distribution will be validated against the Chart of Accounts. If an account is not
       valid in the Chart of Accounts the form will not move forward.
   19. Salary distributions must equal 100%.



                                                  4
20. Employees must successfully complete orientation before the automated process will
   complete.
21. One time payments must include the account to charge in the remarks section. Standard
   procedure when submitting a request for one time payment still applies.
22. Every PRF and PAF is assigned an incident number. The incident number will remain
   attached to the process until complete. Become familiar with this number since it is the
   key reference in the automated system.




                                            5
Starting the Client

To start your web-based client, perform the following actions:
     Launch your Web browser
     Enter the following address https://ultimus.tulane.edu
     Select “Enter”

Active-X Controls
Next you will be prompted to install an Active-X control. The screen will appear as follows:




Select “OK.”




Click here to install the Active-X titled “UltAxClientMin.”




                                                   6
When hovering over the blue question mark, select “Install Active-X.”




Select “Install.”


Login Window




Enter your email user name (i.e. jchretie@tulane.edu) without the @tulane.edu.



                                                7
Enter your email password.
The domain should be set to LDAP.TCS.TULANE.EDU. If it is not, select the down arrow and
choose LDAP.TCS.TULANE.EDU




                                             8
System Client Window

When your screen looks like this, you have successfully logged into the system.




To help facilitate your understanding of the client interface, please follow along as we dissect
each section.

Folder Tabs




The Folder Tabs are used to view different lists of tasks. A View determines which types of tasks
appear in the task list. The Initiate, Inbox, Completed and Archive views are provided by default.
Your initiate tab may contain processes if you are authorized to initiate PRF and PAF’s. If you
are not authorized the tab will appear blank.

                             View/tab             Description
                              Initiate   Processes that you can launch
                              Inbox      Tasks sent to you
                            Completed Tasks that you have completed
                             Archive     Tasks that have been archived




                                                 9
Toolbar




The Toolbar buttons allow you to perform all the necessary functions in the client. Not all of the
buttons and menu options are enabled at all times, or in all clients. If a button or command is
disabled, it is "grayed-out." When you point to a button, a tool tip indicates the button's function.
The following is a summary of the Toolbar buttons and their functions:

Button         Function                                        Description
                               Create a custom view for the task list. You may also modify and
          Customize Views
                               delete views.

          User Preferences     Configure the Client user preferences.

                               View information such as user name, job function, Email address, and
           User Information
                               reporting relationships.
           Get Next Queue
                               Retrieve a queued task, if any.
                Task

          View Queue Tasks View all your queued tasks.

              Assign Task      Assign selected tasks to another person.

          Take Back Tasks      Retrieve a task assigned to another user.


            Incident Status    View the status of the selected Incident.

            Abort Incident     Abort the selected Incident.

              Delete Task      Delete the selected task.

          Refresh Task List    Retrieve incoming tasks.

                               This help button can display help for the Client, Selected Processes
              Help/About
                               and Steps in selected processes.

Task Status




As the system manages workflow, it routes tasks to the next step of the process. If you are the
next step in a process, you receive an Email message informing you that you have a new task. All
new tasks appear in the Inbox view. Task status is indicated by an icon, such as current, overdue,
urgent, complete, returned, and reassigned. If a task has not been completed by the completion
time, the status icon automatically changes from current to overdue. If the task is not completed
within the extension time, the status icon changes from overdue to urgent.



                                                  10
The status icons are below:

Icon         Name                                       Function
             Initiate     Tasks that you initiate.
            Current       Current Task.
            Overdue       Overdue Task.
             Urgent       Urgent Task.
                          Completed Task. It signifies that the Task is complete. Completed
           Complete       Tasks can only be deleted if the Incident is complete. Check the
                          Incident Status to determine whether or not the Task can be deleted.
       Assigned/Conferred Task assigned or conferred by another user.
            Returned      Task returned from a subsequent Step.
                          Incident aborted. Only the person who initiates an Incident may abort
            Aborted
                          it.
            Disabled      Process has been disabled by the system Administrator.
            Archived      Task has been archived.

Task List Columns



The Task List is divided into the following columns. You may change these columns for
customized views.
     Process Name: Name of the process when it was designed, such as PRF Process or
       PAF Process.
     Summary (Incident Summary): May be used to provide more information about the
       specific incident of the process. This is usually entered by the person who initiates an
       incident (e.g., "New Hire").
     Incident: Sequential number assigned to the Process by the Server when the Begin step
       of a new Incident of the Process is completed.
     Step: Label for the Step of the Process this Task represents.
     Priority: Number between 1 and 9; 1 is the highest priority and 9 is the lowest. The
       Priority of a Task is specified when the Process is created, but may also be changed as
       the Incident is in progress.
     Time Due: Date and time by which the Task should be completed. This is based on the
       Completion Time that was set by the person who designed the Process, and may be
       changed as the Incident is in Progress.
     Client: Recipient for the Step of the Process this Task represents.
     Owner: The Step Owner.
     Version: Published version of the Process.




                                               11
Incident Status

The following icons are used to show the incident status. Incident status icons are only used in
the Completed view. The incident status will appear beside the process name.

          Icon            Name                             Description
                        Active           The Incident is currently active
                        Complete         The Incident is complete



Working with Tasks

Tasks are opened primarily from two views in the view list, Initiate and Inbox. The Initiate view
contains tasks for processes that you initiate. To be a permitted initiator, you are a user named as
a Recipient in the Begin Step of the workflow process. Tasks appearing in the Inbox view are for
processes in which you are a participant and are named as a Recipient.

Changing a Form from the Task List

       Click on the tab for the view you wish to select. The tasks displayed in the task list
        change according to the view selected.

Opening a Form from the Task List
Each task has an HTML form associated with it. The form is used to complete the workflow tasks
assigned to you. Each form is designed to display or collect the information needed at each step
of the process. Forms are unique to each process, and forms may also be different for each step,
depending on what information is needed.
      Select a tab for the tasks you wish to view. The tasks associated with that view appear in
         the task list.
      Double-click on the task or right-click on it and select Open. A new browser window
         opens and displays the form.

                  Note: When you open a form that uses an ActiveX control, the control is
                  downloaded to the Client computer. Before the control is downloaded,
                  however, the system displays a prompt window, asking if the control is from
                  a trusted source. Always install the ActiveX control when prompted.

Launching a New Incident of a Process Map
       Click on the Initiate tab in the view tab list (this is the default). The processes that you
        may initiate, if any, are listed.

Each time you launch a process, you start a new process incident. The Server automatically
assigns an incident number to the process. The incident number appears in the Incident # column
of the task list.

You will receive a message from the Server when the process is complete.


System forms contain data fields that consist of text boxes, list boxes, combo boxes, radio
buttons, and check boxes. These data fields behave in exactly the same way as they do with
other web-based forms.




                                                  12
Sorting the Task List
You can sort any task list based upon any of the columns displayed. For example, you can sort
the task list by process name or priority.

To Sort
         Click the column label in the task list to sort in ascending order. The list is automatically
          sorted.


Deleting a Task
Sometimes it may be necessary to delete tasks from your task list in order to eliminate completed
work. You may delete tasks when the task and its process incident are completed.

To delete a Task
         Select the task.

         Click the Delete Task button     in the Toolbar, or right-click on the task and select
          Delete Task. An information window appears, asking if you want to delete the task.
         Click Yes. The task is removed.

        Note: Current, Overdue, and Urgent Tasks cannot be deleted.

The BPM Server automatically deletes completed and archived tasks after one week.


Assigning a Task

You can assign tasks to someone else in your organization. Assigning tasks is useful when you
receive a task that is no longer your responsibility, when you need to delegate work to a
subordinate, or when you'll be out of the office and need to distribute your work while you are
away. The following options are available when assigning tasks:

         Only Selected Task(s): Only the tasks which you highlight are sent to the designated
          person. Hold down the CTRL or SHIFT key to select multiple tasks.
         All Current Tasks: Routes all tasks listed as current, overdue, or urgent to the designated
          person. Future tasks will continue to come to your attention.
         All Future Tasks: Routes all future tasks to the person you select. Tasks that are
          currently in your Inbox are still your responsibility. You may also assign future tasks
          through a particular date. After that date, future tasks will automatically come back to you.

The Client also allows you to take back a task after assigning it to another user, if that person has
not already acted on that task.




To assign Tasks
         Select the tasks.
                  Note: If you are assigning All Tasks or All Future Tasks, you do not need to
                  select them.




                                                    13
      Click the Assign Task button     in the Toolbar, or right-click on the task and select
       Assign Task(s). The Assign Task window appears.




      Select a name from the "To" combo box. Only the names of Associates appear.
      Click Only Selected Task(s), All Current Tasks, or All Future Tasks radio button.
      If you selected All Future Tasks and only want them assigned until a particular date, click
       the "Assign Until Date" checkbox and click on the date combo box. A calendar appears.
       Click on a date to select it.
      Click Assign. A message window appears, stating that the task(s) were assigned and
       naming the user.


To take back assigned Tasks


      Click the Take Back Task button          in the Toolbar. The Take Back Tasks window
       appears.




      Select the task.
      Click the Un-assign button. The Take Back Tasks window closes and the task is returned
       to the user's task list.




                                               14
        Note: You may have to click the Refresh button before the task reappears in the
              task list.

If the "Assign Until" option was selected while assigning tasks to an associate, and now it is
required to take back the task before the "Until" date, follow the steps given below:
      Open "User Preferences" and click the Associates button.
      Select your own name in the Org Chart and click "Add>>", click OK.

       Click the Assign Task        button.
       Choose your own name from the "To" combo box.
       Select the "All Future Tasks" radio button and choose the date until which you had
        previously assigned your tasks.
       Click "Assign". The tasks are assigned back to you.



Aborting a Incident
You can stop any incident of a process that you started with the Abort command. Aborting a
process stops the process at its current step and prevents the process from going further. An
incident that has been aborted cannot be restarted. You cannot abort a completed incident.

To abort a Incident
       Select the completed task for an incident which you started.

       Click the Abort Incident button      in the Toolbar, or right-click on the task and select
        Abort Incident. The Abort Incident window appears.




       Enter the reason for aborting the incident in the message field. This message is added to
        the database and mailed to all participants.
       Click Abort. The process incident is stopped immediately.



Viewing the Incident Monitor

Client users can view the status of any process incident in which they have participated. The
default status view is tabular, listing all completed and active steps, to whom each task was
assigned, when the task was started and completed, and the current status of the task. The
status can also be viewed in graphical format, which displays the process map and color-coded
steps.

The Graphical Incident Status displays the process map of the selected incident. The steps in the
process map are color-coded as follows:

       Dark Green: The step has been completed.




                                                 15
       Light Green: The step is currently active and requires the user at the step to perform a
        task.
       Normal: The step has not been invoked, either because the process has not reached the
        step, or because the step was bypassed due to conditional routing.
       Red: The step has been returned.
       Dark Red: The step was aborted.
       Yellow: The task is in a queue associated with the step.
       Orange: The step was delayed.
       Blue: The step is resubmittable.
       Gray: A Flobot step (third-party application software integration step) failed to execute
        successfully.

The name of the user who performed the task is also displayed on the map just below the step.

To view the Incident status (Monitor)
       Select an incident in the Completed view.
       Click the Show Incident Status button in the Toolbar, or right-click on the task and select
        Incident Status. The Incident Status window appears and lists all steps for the associated
        incident and the status of each.




       To view the incident status in graphical format, click on the Graphical Status button. The
        Graphical Incident Status window appears.




                                                16
       To decrease or enlarge the map view, select a new percentage from the combo box at
        the top.
       Close the window to return to the tabular view.
       Click OK.


Using Task Forms

System forms contain data fields that consist of text boxes, list boxes, combo boxes, radio
buttons, and check boxes. These data fields behave in exactly the same way as they do on other
web-based forms.

Required Inputs
Some form fields may require an input. Fields can be declared as "required fields" when the form
is designed. A required form field must be completed before you can complete the task. If there
are required data fields that have not been completed and you attempt to send the form, you will
receive a reject message. The cursor is placed on the field that requires input.

Protected Fields
Some fields in a form are protected as read only. Protected fields cannot be accessed with the
mouse or the Tab key.


Please refer to the following view as we discuss each.




Sending

Once a Form is complete, it is ready to move to the next step in the process.

       Click the Send Form button                       . The task moves from the Inbox view to
        the Completed view of the task list.



                                               17
Returning

When you return a form, it is sent back to the initiate step. Returning a form is useful if it is
received with incorrect data. We recommend that you attach a memo explaining why the form
was returned.

To return a Form

        Click the Return Form button                     . The form window closes and the task is
         removed from your task list.

Saving

You can save a form and work with it later. When you save a form for a process initiated by
another user, the task remains in the Inbox view. If the form is one that you initiated, it stays in the
Initiate view.

To save a Form
        Open the form from your Inbox.

        Click the Save Form button                 .(Only shown for tasks in the Inbox view.)
        Close the form. The form closes and the task remains in the task list.

Memos

The client lets you read, write, and print memos that “travel" to subsequent steps in the process.

The View Memos button                        appears in the toolbar of every form. When the form
is sent to the next step, the memo is displayed as read only, with your name appended. The next
person in the process can then write a new memo. Memos can be printed from any step in a
process.

To Write a Memo
        Click the Memo button in the form toolbar. The Memo window appears.
        Enter the memo.
        Click OK.
        When you send the form, the memo is transferred automatically.

The Memo button blinks to inform the user when there is a memo. You can read a memo after
opening the form or from the task list without opening the form. When you read the memo from
the task list, however, you cannot add a new memo. You can only review previous memos.

To read a Memo from a form

        Click the View Memos button                       . The Memo window appears. Previous
         messages are displayed as read only.




                                                  18
      Enter a new message in the Your Memo field.
      Click the Print button to print the memo.
      Click OK.


To Read a Memo from the inbox view
      Right-click on the Task and select Incident Memo. The Memo window appears.




                                            19
Click OK.

Printing
     Open the form.

      Click the Print button          . The print window for your selected driver appears.




      Modify the parameters as needed and click OK.




                                            20
Approval Process

To approve either a PRF or PAF in process, the responsible individual will review the details by
selecting “view details.”




                                                21
If the form is correct the approver will select the radio button “I Approve this PAF”




The last step of approval is to select “Send Form” from the upper left-hand corner.




                                                 22
PRF/PAF Process Example

To bring together all of the information discussed above, please follow along with as we process
an example.

                                       New Hire Process


A. Begin by selecting “PRF Process”




    1. Initiate and complete a Personnel Request Form (PRF). Once completed, press the
       “Send Form” link in the upper left corner to submit the information to the system.




                                               23
24
2. A system generated email is then sent to notify the next responsible party that there is
   action to be taken. In this case, the Department Head is notified that a PRF is in process
   and requires Departmental approval for continued processing.




                                           25
3. Concurrent with the email notification, an item arrives in the Department Head’s Inbox
   containing header details of the action requiring attention. The Department Head will
   open this item for further details and approval processing.




                                           26
4. When the Department Head opens the action item in their Inbox, the PRF details are
   displayed. Any attached documents are available for review. If acceptable, the
   Department Head will choose the approve button and press the “Send Form” link to
   continue processing the request.




                                         27
28
5. The email notification and approval process will continue through the appropriate chain of
   command. Each participant can view the previous participant’s approval stamp including
   the date and time approved by each.




                                           29
30
6. At any time in the process, the Initiator and any of the approval participants can
   determine the current status of the document by choosing to view the Incident Status. In
   this case, the approval process is complete and the system has initiated a PAF for the
   Department to complete.




                                          31
7. The original initiator of the PRF receives an Inbox notification to prepare/complete the
   PAF resulting from the approved PRF.




8. When the Initiator chooses the action item. The Payroll Action Form (PAF) will open, pre-
   populated with the data from the PRF.

    Any required data not previously included on the PRF will not be included and must be
    entered at this time.

    Items not included are:

    Employee Number
    Social Security Number
    Last Name
    First Name
    Middle Name
    Employee Status
    Effective Date (Hire Date)
    Org Change Code
    Job Class Change Code
    Check Code
    Salary Change Code

    (see example on next page)




                                            32
33
9. The original Initiator should complete the necessary, incomplete fields on the PAF and
   submit the form for processing by pressing the “Send Form” link in the upper left corner of
   the form.

    (see example on next page)




                                           34
35
10. The approval process is very similar to the PRF approval process. Each participant will
    receive an email notification and an action item in their Inbox.

    Each participant in turn, will review the PAF and if approved, choose the appropriate
    button and press the “Send Form” button to submit the form for continued processing.

    The PAF approval screen contains a condensed version of the original PAF. Details can
    be seen by pressing the “View Details” button on the form.

    (see detail view on next page)




                                           36
37
11. The PAF approval form includes the date stamp of each previous participant’s approval
    and will be routed until all appropriate approvals have been received.




                                          38
12. At any point in the process, any assigned participants can view the status of the incident.

    In this case, the PAF has received all the appropriate approvals and is in the Payroll
    Office awaiting review and processing.




13. At this point, the PAF has been approved by Payroll and processed by the system into
    Cyborg.

    The New Hire process is complete.




                                            39
40
Process Maps

The next five pages will outline all the possible routing scenarios that the PRF and PAF can
possibly follow. Be sure to note the description on each page explaining the process being
mapped.




                                               41
A.




     42
B.




     43
C.




     44
D.




     45
E.




     46
“How-To”

                          PRF (Personnel Request Form) Instructions

   1. Position Control Number: A unique number assigned by the budget office to manage all
       positions.
   2. Organization Number: This is the number assigned to your organization. Each
       organization has a unique number. If you cannot find the appropriate number on the
       WFMO website, please contact a WFMO representative.
   3. Anticipated Start Date: This is the date the individual is expected to start work.
   4. Job Class Code/Extent: This is a numeric code used in conjunction with each job. Each
       job in the University is assigned a particular number that corresponds with the position
       title. This number can be found on the WFMO website. The job code extent indicates
       whether the person is exposed to Blood Borne Pathogens and the number of hours
       worked per week. For example, someone is an administrative secretary, full-time, 37.5
       hrs per week with no exposure to pathogens. The job class code and extent would be
       304040-0001. That same secretary who works 40 hours a week with exposure to
       pathogens would be 304040-1722.
   5. Pay Frequency: Select whether the employee will be paid monthly or biweekly.
   6. Actual Salary: This is the amount of money the individual will actually make. For a
       monthly employee, take the monthly salary x 12 months. For a biweekly employee, take
       the hourly rate x the number of hours per week x 52 weeks. Note: For monthly
       employees who only work for 9 or 10 months per year, you still must take the monthly
       salary you want to pay them x 12 months as the payroll system does not differentiate
       between a 12 month and a 9/10 month employee.
   7. Hourly Rate: This field is for biweekly employees only. This is the amount of money the
       employee will make per hour.
   8. Hours per Period: This is the number of hours the employee will actually be working.
       Monthly employees will be 162.5 hours for those who work 100 % FTE and have a 37.5
       hour per week workweek. For monthly employees who work a 40 hour workweek, the
       hours will be 173.33 hours. Biweekly employees will be 37.5 hours or 40.0 hours per
       week if they are 100 % FTE. If an employee is not full-time, (100% FTE) then take the %
       FTE x the full-time hours to determine the hours the employee will work.
   9. Funding Distribution: The account or accounts that the employee’s salary and fringe
       benefits will be charged against.
             a. GL Account-This is the general ledger account number or the Grants
                 Management project number the employee’s salary will be charged to.
             b. Natural Account- This is the natural account number that corresponds to the
                 employee’s job code and status. The natural account numbers can be found on
                 the WFMO website. For example, an employee who is exempt will have a natural
                 account number of 5311, non-exempt 5321, etc.
             c. Dept Use- This field is not required, but can be used if given the proper code and
                 permissions from the Accounting office.
             d. Task-This is the task number assigned to the grant. This information can be
                 obtained from the Office of Research or Grants and Contracts Accounting.
             e. Award-This is the award number assigned to the grant. This information can be
                 obtained at the Office of Research or Grants and Contracts Accounting.
             f. Percent of Effort- This is the percent of the employee’s salary and fringe that will
                 be charged to this particular account. Note: Even if a person is part-time, the
                 percent of effort for the account number(s) must equal 100%.
   10. Attachments: Position description and Position Justification are mandatory attachments
       that you must send with the PRF. The newspaper ad and the org chart are optional. Note:
       The School of Medicine and School of Public/Tropical Medicine can attach any special
       forms that they may use here.
   11. Search Waiver Box: If you will be requesting a search waiver please check this box.




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12. Remarks Section: In this section you will enter any remarks pertinent to the process not
    previously covered on the PRF. For example, if the employee is going to be paid only
    through one-time pays, you must enter the amount to be paid along with the dates and
    account number the payments will be charged to.


                          PAF (Payroll Action Form) Instructions

1. Employee Social Security Number: When using the automated system, it will ask for the
   employee number, we currently use the social security number as the employee number.
   Please verify the employee’s social security number using a social security card or other
   official documentation. The system will fill out the social security number when you enter
   the employee number.

2. Check Code: This is the code used to indicate where you want the employee’s check to
   go. It is usually the code that corresponds with the department’s check code. However,
   the check code can be different because the employee is physically located in another
   department. Check Codes can be found on the WFMO website. If you cannot find your
   check code please call a WFMO representative for help.

3. Activity Boxes: Please check the appropriate box for the activity being accomplished on
   the PAF.

4. Employee Number: At this time Tulane is using social security number as the employee
   number. Please enter the employee’s SSN in this area. The system will fill in the social
   security number once you enter the employee number and hit the tab key. In the future,
   Tulane will be using a unique employee identifier as the employee id.

5. Employee Name: Please verify name against some form of official document. Please do
   not use nicknames on the PAF because this information is entered into the payroll
   system and it is used for their official W-2 forms. If an employee changes their name, a
   new PAF and PPI must be completed and a copy of the new social security card with the
   new name must be attached. For employees already in the HR/Payroll system, the
   automated system will populate this field when you tab after entering the employee
   number.

6. Hire Date: This is the date the employee actually starts work. For example, if you
                                         st                                   th
   actually hire an employee on May 1 but they don’t start work until the 15 , May 15 is the
   hire date. Tulane will be requiring all employees to start work on Fridays as they will
   attend mandatory orientation on this day and start work in their respective departments
   on the following Monday.

7. Org Change Code: Enter the code that corresponds with the reason you are changing
   the employee’s organization number and name, i.e. transfer. These codes will appear in
   a dialog drop down box when you click on the org change code box.

8. Org Number: This is the number assigned to your organization. Each organization has
   its own unique number. These numbers can be found on the WFMO website. If you
   cannot find the appropriate number please call a WFMO representative.

9. Organization Name: This will be filled in automatically when you choose the Organization
   number. The name corresponds to the organization number chosen.

10. Effective Date of Action: The date the action you are performing on the PAF becomes
    effective. This is not the date you actually fill out the PAF but the date the action comes




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    into effect. For example, a person’s salary distribution is changing effective 7/1/03 but
    you are filling out the PAF on 8/15/03, the date to use is 7/1/03.

11. Job Change Code: Enter the reason you are changing the employee’s job code and
    extent. These codes will come up in a dialog box when you click on that particular box.

12. Job Class Code/Extent: This is a numeric code used in conjunction with each job. Each
    job in the University is assigned a particular number that corresponds with the position
    title. This number can be found on the WFMO website. The job code extent indicates
    whether the person is exposed to Blood Borne Pathogens and the number of hours
    worked per week. For example, someone is an administrative secretary, full-time, 37.5
    hrs per week with no exposure to pathogens. The job class code and extent would be
    304040-0001. That same secretary who works 40 hours a week with exposure to
    pathogens would be 304040-1722.

13. Position Title: This field will be filled out automatically by the system when you choose
    the job code and extent. This field corresponds with the numeric job code and job code
    extent. The position title is simply the description for the job code and extent you chose.
    For example, job code 304040-001 the job position is Administrative Secretary.

14. Activity Change Code: Please select the appropriate reason for the activity change.
    These codes will appear in a dialog drop down box when you click on the activity change
    code box.

15. Activity Code: This field describes the action you are taking on the PAF. The activity
    codes can be found on the WFMO website. For example, you are hiring a new employee
    who is going to be permanent and will work full-time the, code will be new hire-RF
    (regular full-time.) If the new employee will only work part-time for a few months, then the
    code will be new hire-TP (temporary part-time.)

16. Activity Code Description: This field will be automatically filled in by the system when you
    choose the activity you want to perform for the employee.

17. Salary Change Code: Please enter the reason you are changing the employee’s salary,
    i.e. fiscal year increase, promotion, etc. These codes will appear in a dialog drop down
    box when you click on the salary change code box.

18. Annualized Salary: This is the amount of salary the individual would make in a calendar
    year. It is the monthly salary x 12 months; or the hourly rate x 37.5 hours/week x 52
    weeks per year. The system will automatically populate this field once you enter the
    actual salary, hourly rate or hours per period.

19. Actual Salary: This is the amount of money the individual will actually make. For a
    monthly employee, take the monthly salary x 12 months. For a biweekly employee, take
    the hourly rate x the number of hours per week x 52 weeks. Note: For monthly
    employees who only work for 9 or 10 months per year, you still must take the monthly
    salary you want to pay them x 12 months as the payroll system does not differentiate
    between a 12 month and a 9/10 month employee.

20. Monthly Salary: This is used for monthly employees only. To determine divide the annual
    salary by 12 months. If you have an employee who is only going to work 9 or 10 months,
    you must put in the monthly salary you want to pay them x twelve months because the
    payroll system doesn’t differentiate between a 9 or 10 month employee and a 12 month
    employee.




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21. % of Full-time: This field states the percent of time the employee will work. If the
    individual is full-time the percentage will be 100%. The following is a list percentages
    relative to employment status:
         a. Regular Full-time-RF-100%
         b. Part-time with Benefits-RB-50-99%
         c. Permanent Part-time-RP-1-49%
         d. Temporary Full-Time-TF-100%
         e. Temporary Part-time-TP-1-99%

22. Hourly Rate: This is used only for biweekly employees. Do not use this field if the
    individual is going to be paid monthly. This is the amount you will be paying the individual
    per hour.

23. Hours/Period: This is the amount of hours per week the individual will work. Full-time
    hours are 37.50 hours per week or 40 hours per week. For monthly employees that work
    37.50 hours/week the amount to put in this field is 162.5 and for employees that work 40
    hours/week the amount is 173.33. If the employee will not be full-time, take the % FTE x
    the hours per period for a full-time employee and this will give you the hours per period.

24. Termination Date: This is the date of the individual’s last day of employment.

25. Position Control No: A unique number assigned by the budget office to manage all
    positions.

26. Rehire Condition: This field is used to determine an individuals’ rehire eligibility. The
    rehire codes are found on the WFMO website.

27. Pd. Vacation Hrs: The department should enter the number of hours the employee
    shows on the latest time control listing. This field is used to let WFMO know how many
    vacation hours to pay an individual who is terminating. If there are any changes to be
    made to the hours, it will be WFMO’s responsibility to make the changes.

28. Leave Type: This field refers to the type of leave the employee is on, whether it is
    personal, family medical leave and paid or unpaid leave. The codes for the particular
    leaves must correspond with the type of leave in the activity code box. The codes can be
    found on the WFMO website.

29. LOA Begin Date: This is the date the employee actually will start their leave of absence.
    This must match the effective date of action.

30. LOA Return: This is the date the employee will return to work. **Note-you must still
    complete a separate PAF returning the employee from leave of absence. A PAF must be
    done to return the employee to duty and to start paying them again if they were on leave
    without pay.

31. Funding Distribution: The account or accounts that the employee’s salary and fringe
    benefits will be charged against.
       a. GL Account-This is the general ledger account number or the Grants
            Management project number the employee’s salary will be charged to.
       b. Natural Account- This is the natural account number that corresponds to the
            employee’s job code and status. The natural account numbers can be found on
            the WFMO website. For example, an employee who is exempt will have a natural
            account number of 5311, non-exempt 5321, etc.
       c. Dept Use- This field is not required, but can be used if given the proper code and
            permissions from the Accounting office.




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        d. Task-This is the task number assigned to the grant. This information can be
           obtained from the Office of Research or Grants and Contracts Accounting.
        e. Award-This is the award number assigned to the grant. This information can be
           obtained at the Office of Research or Grants and Contracts Accounting.
        f. Percent of Effort- This is the percent of the employee’s salary and fringe that will
           be charged to this particular account. Note: Even if a person is part-time, the
           percent of effort for the account number(s) must equal 100%.

32. Remarks Section: In this section you will place any special instructions not previously
    covered on the PAF. For example, if the PAF is for a one-time pay, then you will enter the
    amount you want to be paid and the account you want charged for that one time pay.

33. Department Approvals: This is the section that is to be signed by the person responsible
    for the PAF. It will also have to be signed by the plus one approver, the Budget
    Office/Office of Research, and the Senior Officer that the department reports to.




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23.




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Glossary

Client: The web-based workspace where all processes are started and managed.

Department Approval: The person directly responsible for all PRF and PAF actions for an
organization.

Discretionary Payments: One time payments made to an employee based on the discretion of
the employee’s organization (i.e. bonus).

Incident: A unique PRF or PAF process from start to finish.

Incident Number: A numeric value assigned by the system to identify each unique PRF and PAF
process.

Initiator: The person selected by each organization to create a PRF and/or PAF.

Non-Discretionary Payments: One time payment made to an employee based on contractual
obligation (i.e. moving expenses, retirement supplement, ect.).

Organization: The Tulane defined terminology for department.

PAF (Payroll Action Form): The form to be used when processing all types of employee activity
other than the retro only PAF.

Plus One: The person ultimately fiscally responsible for all PRF and PAF actions for an
organization.

PRF (Personnel Request Form): The form to be used when hiring Administrators, Faculty and
Staff employees. The PRF replaces the SPR (Staff Personnel Request form).

Promotion: A change in employee’s salary grade that may or may not include a title change.
Employee’s organization will not change.

Status Change: A change in an employee’s benefit status (i.e. from regular full-time to part-time
with benefits) This action should change salary if there is an increase or decrease in hours
worked.

Task: A piece of work that has been assigned.

Title Change: A change in an employee’s title without a change in salary.

Transfer: A change in an employee’s organization. This action might include a change in title
and salary.

Ultimus: The software vendor supporting the automated PRF and PAF processes.




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Appendix

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