Assignment Budget Codes

Assignment Budget Codes Last Update: 7/13/2009 1 Table of Contents Edit Assignment .......................................................................................................................................................... 3 Position Information ............................................................................................................ 3 Position Assignment History ................................................................................................. 4 Employee Information ......................................................................................................... 4 Assignment Information....................................................................................................... 5 Budget Code Information ..................................................................................................... 5 Position Budget Codes ......................................................................................................... 6 Payroll Budget Codes........................................................................................................... 6 Additional Pay Budget Codes ................................................................................................ 7 Payroll Budget Codes with Missing/Invalid HRMS Position #’s ................................................... 8 This document is the property of North Carolina Department of Public Instruction (NCDPI) and may not be copied in whole or in part without the express written permission of the NCDPI. However, LEA users may print and download curriculum for individual use and HRMS trainings. All data used in this document is fictitious and is used for the purpose of instruction delivery. 2 Edit Assignment The Edit Assignment form is located within Staff Actions, and allows the user to adjust budget code allocations associated with an employee’s assignment record. Navigation LEA Home Page Employees Demographics ‘Edit’ link Enter Employee Search Criteria Employee Click Edit link under the word Primary to populate the Edit Position form. Position Information Clicking on the position number will populate the View Position form. 3 Position Assignment History Clicking on the Show/Hide link will display the grid shown displays all the assignments (current, future, and archived) for the position being assigned. A separate detail line will be displayed for each HRMS employee assignment. Clicking on a row within this grid will open up the Employee Assignments Details form, which displays the complete assignment history for that employee. Employee Information The Employee Information section displays the employee’s current Employment Status Code and any future pending Employment Status Code changes. (These appear only if there are future new Employment Status Code changes pending). This section also includes several dates: Original Hire Date, Last Hire Date, and Termination Date. These dates are all related to the employee in this assignment, and should not be confused with the actual assignment dates. 4 Assignment Information The Assignment Information section displays information about this assignment. This includes the assignment Start and End Dates, salary/payment information and any assignment local use fields. Payment Method and Percent/Hours Funded are defaulted from the Position values and cannot be changed on this form. Percent Employed is required for Salaried positions, but is hidden for Hourly positions. Hours Per Week is required for Hourly positions, but is hidden for Salaried positions. Base Pay Table, Grade and Step are required for Salaried and Hourly positions, but are not applicable for Flat Dollar positions. For LEAs that do not use Grade, an ‘N/A’ (Not Applicable) option is available. Frequency and Base Salary are values taken from the LEAs salary schedule that corresponds to the Pay Table/Grade/Step entered, and cannot be updated on this form. Cancel removes all data entered and closes the edit assignment form. Save and Close saves the data entered and closes the form to allow you to edit at a later time. Save and Edit saves the data entered and allows you to request changes for Assignment Budget Codes. Budget Code Information Assignment Budget Code Information displays all the budget codes associated with this assignment. This includes Position Budget Codes that are available for use, Payroll Budget Codes that map to this assignment, HRMS Additional Pay Budget Codes that have been set up for this position, and any 5 Payroll budget codes for this employee found in payroll with missing or invalid HRMS position numbers. Position Budget Codes This section displays all budget codes that have been created for the HRMS position. All budget codes are included, even if they are already being used in the assignment. initiates a request to create a new Payroll assignment record (if Base or Supplement), or to add a new HRMS Additional Pay assignment budget code record. When the user clicks on the Use link, the values from the position record are defaulted into the Edit/Add Budget Code card, where the user can request changes (for Base or Supplement budget codes) or make actual changes for Additional Pay Budget Code records. Payroll Budget Codes The Payroll Budget Codes section will display a grid containing all active payroll assignment budget codes that match on the employee’s SSN and position number. 6 • • • • The New Request link that is located next to the ‘Payroll Budget Codes’ heading allows users to request a new Payroll Budget Code Assignment record be added. When users click on this link, the Edit/Add Budget Code card is displayed below the grid, where users can enter/edit information about the new payroll base or supplement assignment record they are requesting. The Delete link allows the user to request that this payroll assignment record be deleted. When the user clicks on the ‘Delete’ link and the Edit/Add Budget Card opens up, users have the opportunity to enter an Effective Date and Comments before submitting the Delete request. The Edit link on each row within the ‘Payroll Budget Codes’ grid allows users to request a change to a Payroll assignment record. Clicking the ‘Edit’ link will open up the Edit/Add Budget Code card under the grid. Current field values from the payroll assignment record will be displayed in the card, where the user can key changes before submitting the request. Please note that submitting an Add, Change or Delete request to change payroll assignment information does NOT result in an automatic update to payroll records. Payroll staff must review and apply (manually) all changes submitted by HR users in order for these requests to take effect. Additional Pay Budget Codes The Additional Pay Budget Code section displays all active current or future HRMS Additional Pay Budget Code records. • • • • The ‘New’ link that is located next to the ‘Additional Pay Budget Codes’ heading allows users to actually add a new HRMS Additional Pay assignment budget code record. When users click on this link, the Edit/Add Budget Code card is displayed below the grid, where users can enter/edit information about the new HRMS Additional Pay assignment budget code record they are requesting. The Delete’ link allows the user to immediately delete the HRMS Additional Pay budget code record that is selected. The Edit’ link on each row within the ‘Additional Pay Budget Codes’ grid allows users to change an Additional Pay budget code record. Clicking the ‘Edit’ link will open up the Edit/Add Budget Code card under the grid. Current field values from the Additional Pay budget code record will be displayed in the card, where the user can key and Submit the changes. Please note that Additional Pay Budget Codes still reside in HRMS, and Adds/Changes/Deletes made in this section are applied immediately (they do not go to Payroll for approval first). The primary purpose of HRMS Additional Pay budget codes is to allow LEAs to record supplemental type payments that should be included on the SS-300 report but are not set up in Payroll as regular supplement assignments. Regular supplements 7 that are set up as payroll assignments should not be keyed into HRMS as Additional Pay budget codes. Payroll Budget Codes with Missing/Invalid HRMS Position #’s his section displays current active payroll assignment budget codes for this employee but have either no HRMS Position number or an invalid HRMS Position number. (Only relevant base salary & supplement records from payroll are included.) Users may wish to use this grid to enter any missing Position numbers into payroll assignment records. If you wish to map a payroll base or supplement budget code to this HRMS position assignment, you should enter the applicable HRMS position number into the ‘Payroll Position Number’ box (this is the only field in the grid that is editable.) You may then click the ‘Update Payroll’ link to apply the HRMS Position number you entered to the Payroll Assignment record. This will link the payroll budget code to the HRMS position, and the budget code should then move up into the ‘Payroll Budget Codes’ grid on the Edit Assignment form. • Note that you may enter ONLY a valid HRMS Position number into this ’Payroll Position Number’ box. Failure to enter a valid Position number for this employee will result in an error message. Sync Budget Codes to Position allow users to refresh the salary/payment information in the position record and the position budget codes with the most recent payroll assignment information. A Delete this Future Assignment button will be included on the form if the assignment being edited is a future assignment. It allows users to delete a future assignment (without archiving it.) If a future assignment is deleted, any outstanding Payroll budget code requests for that assignment will be marked as cancelled. You may need to notify Payroll that previously requested budget codes be removed. 8