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PeopleSoft
Human Resources
Training Manual
Prepared by the Office of Human Resources
Updated September 2014
o:\ssa\ps\training\peoplesoft trainingv8 apr 2014 new.docx
Page 1
PeopleSoft Human Resources Training
I.
Introduction - Trainers and attendees
II.
Logistics
III.
Review training manual and outline for the day
IV.
Overview
A.
Sign in Procedures
B.
Maneuvering Through PeopleSoft – View a position
Menus
Search Features - Drop Down Boxes and Look Up Tables
Actions, Groups, Tabs
Suspended and Approved Rows
Insert and Delete
Update Modes
V.
Panels and Field Definitions – Hire an Employee
A.
Position panels
B.
Identity Management Console (UHIMC)
C.
Job panels
VI.
Associated Panels/Applications
A.
Electronic Payroll Notification Form (ePNF) / Payroll Change Schedule (PCS)
B.
Personnel Action History Report (PAHR)
C.
ePNF – Electronic Payroll Notification Form
D.
Casual & Overload
E.
TAPS – Timesheet & Payment System
F.
PageCenterX
G.
Data Security
H.
Graduate Assistant Bypass
VII.
Training Exercises
VIII.
Logout Procedure
IX.
Questions
Page 2
PeopleSoft
Human Resources
Sign-in Procedures
Prepared by the Office of Human Resources
April 2014
Page 3
Web Page for Production PeopleSoft: http://ps.hawaii.edu
User ID: UH Username, typed UPPERCASE
Password: PeopleSoft password
Password Criteria:
1. 180 day expiration for passwords
2. 5 max login attempts
3. 8 character minimum length
4. 1 special character
5. 1 numeric digit
6. retains last 7 passwords
Maximum 5 attempts to enter the password correctly. If the 5 attempts is exceeded, the user will
be locked out of PeopleSoft.
To reset the PeopleSoft or HR Datamart password, send email to
ITS-SYS-APC@lists.hawaii.edu from the user’s @hawaii.edu (eg.,syamada@hawaii.edu)
account. For security reasons, this is to ensure that the person requesting the reset is an
authorized user. Only requests sent from @hawaii.edu will be accepted. Phone calls and
requests from a non @hawaii.edu email address will be returned without reset.
There is also a 20 minute inactivity timeout. This automatic logout feature does NOT count
towards the maximum 5 attempts at logging in.
Page 4
PeopleSoft
Human Resources
Maneuvering Through PeopleSoft
Prepared by the Office of Human Resources
Page 5
Main Page after login:
Click on triangle to
expand menu
This will open the following navigation panel on the left or an explanation panel on the right
Page 6
Highlights – Links listed under UH Menu will vary depending on your PeopleSoft authorization.
Not see all the links listed may be listed.
All panels to hire employee
Get UH number
Personal Demographic Data
Job Related Data
Add additional appointment
Generate Payroll Notification Form
Generate Form 6 (Casual/Overload)
Workload Credit
Display all employee appointments
Change Supervisor
Position Data
UH Degree
Change PeopleSoft Password
Page 7
PeopleSoft Panel Groups
A PeopleSoft Panel Group is a group of related panels to perform a specific PeopleSoft function.
Each of the following panel groups contains the panels used to maintain employee data.
The following Panel Groups displayed will be dependent on the security clearance. Therefore,
authorized security clearance may not display all of the following panel groups.
PANEL GROUPS
Hire Employee (brand new to PeopleSoft)
PANELS
Personal Data
—Name History
—Address History
—Personal History (Ethnicity data)
—Identity/Diversity
Job Data
—Work Location
—Job Information
—Payroll
—Salary Plan
—Compensation
Get Empl ID & Print PAHR
Employment Data – Employment Information
Earnings Distribution – Job Earnings
Distribution
Benefits Program Participation (not in use)
Link to external UH Identity Management
Console (UHIMC)
Search by National ID (SSN)
Update Personal Information
Identification Data
Emergency Contact (Optional)
Job Data
Assign Additional Job
Name History
Address History
Personal History
Identity/Diversity
Citizenship/Passport
Visa/Permit Data
Contact Address / Phone
Other Phone Numbers
Work Location
Job Information
Payroll
Salary Plan
Compensation
UH C/S Data
NTE Job
Employment Data
Earnings Distribution
Benefits Program Participation (not in use)
Work Location
Job Information
Page 8
PANEL GROUPS
PANELS
Payroll
Salary Plan
Compensation
Job Earnings Distribution
Employment Data
Benefits Program Participation (not in use)
Generate PNF
PNF Maintenance
C/S PNF List (by date)
C/S PNF Form
PNFs by Department
Generate Form 6
UH PNF Data 1, 2, 3
For OHR use only
For OHR use only
For OHR use only
For Casual and Overload
Form 6 - Maintenance
Ref: OHR web site / HR Documents /
Presentations / CURE – PeopleSoft Changes
For Casual and Overload
Form 6
Ref: OHR web site / HR Documents /
Presentations / CURE – PeopleSoft Changes
For Casual and Overload
Workload Credit
Ref: OHR web site / HR Documents /
Presentations / CURE – PeopleSoft Changes
For Overload Faculty paid on G or S funds
Form 6 sent to Payroll
Ref: OHR web site / HR Info Systems /
Systemwide Processing Instructions /
Workload Credit
For Casual and Overload
Company Property (Optional)
UH Inquires
Inquire – UH Inquiry, Multiple Appointment
Inquiry, UH Employment Roster, Suspense
Roster (but use Discoverer for suspended
records)
Supervisors
Supervisor Change
PNF Print Form
Leave Data
Leave Schedule
Ref: OHR web site / HR Documents /
Presentations / CURE – PeopleSoft Changes
Property
Serial Number
Listing of employees within a college (all
transactions for all employees; very extensive)
Ref: OHR web site / HR Documents /
Presentations / CURE – PeopleSoft Changes
No longer used
No longer used
Page 9
Add/Update Position Info
UH Degree
Payroll Change Schedule (PCS)
Change My Password
Description
Specific Information
Budget and incumbents
UH Position Data4
UH Position Data5
Workforce Development
For Payroll use only
REMEMBER TO HIT THE SAVE BUTTON BEFORE EXITING EACH PANEL GROUP OR ALL
DATA ENTERED WILL BE LOST. PEOPLESOFT WILL PROMPT YOU TO SAVE YOUR
WORK OR CANCEL TO CONTINUE WITHOUT SAVING.
Page 10
Click here to Minimize Left Menu bar
Minimize Left Menu Bar
Click here to
Enlarge Menu Bar
Search Page
d.
a.
Text fields not case specific
b.
Allows for various searches
(begins with, contains, =, not =,
<, <=, >, >=, between, in)
c.
Drop Down Table Icon
Click to Start Search
Click to include
historial rows
Click for correction
mode
UPPER RIGHT CORNER
e.
"Processing" will blink while data is being
processed. Data is saved when
"Processing" disappears.
NOTE:
"BACK" button works
Page 11
Click to Logoff
PeopleSoft
Manuvering thru Listed Data
(replaces scroll bar)
Manuvering on a Page
Previous row
Number
of row s
Find specific text within
employee history
Next row
Last row
Display ALL rows
INSERT ROW
DELETE ROW
Manuvering Within a Section
(Hit appropriate TAB)
TOP OF PAGE
BOTTOM OF PAGE
Groups
Actions
Repeat of
Top Tabs
Additional Icons
a. Display Calendar
b. Collapse Section
Window
Page 12
Allows another window to open
to process a different record
SAMPLE SEARCH PAGE
(search fields may change
depending on where search
is done)
Page 13
Actions located at the bottom of the panel
Save:
Save information. “Processing” will blink in upper right corner. The save button
updates data for all panels in a group. All required fields on a panel must be
completed before the panel is saved; otherwise, a warning or error message will be
displayed.
Warning: Message will display. Click OK to continue
Error: Resolve error before saving record. Click OK to continue
Return
to Search
Return to the Search Page - to search for another record.
Next in
List
Retrieve next record in Search list.
Previous
in List
Retrieve previous record in Search list
Previous
Tab
Go to Previous Tab (Same as clicking Tab marker)
Next Tab
Go to Next Tab (Same as clicking Tab marker)
Refresh
Refresh the page with data
Update/
Display
Allows viewing and updating of current and future dated rows
Include
History
Allows viewing of all rows but updates on only future dated suspended or
approved rows
Correct
History
Allows updates on all rows, including historical rows. Allows deletion of
rows
Current
Row
Latest row below today’s date and any suspended rows
Page 14
Page 15
PeopleSoft
Human Resources
Panel Field Definitions
Prepared by the Office of Human Resources
Page 16
Definitions
Field Types:
Information Field
This is a display field that has data derived from other panels in the
PeopleSoft system. Data cannot be entered in an information field.
Optional Field
This field may optionally be entered and is not required either by the
PeopleSoft system or the University of Hawai‘i.
Required Field
This field must have valid data entered and is required to ADD a
record to the PeopleSoft database. If any required fields are left
blank, error messages will be displayed and the record will not be
added to the PeopleSoft database. If the data is not available at the
time the data for the PeopleSoft panel is being entered, the record
will not be added to the database and ALL the data will have to be
re-entered.
UH Required
This field is required by University of Hawai‘i processes but is not
required by PeopleSoft for adding records. These data fields may
be filled as data is available.
References:
1.
2.
3.
4.
OHR web site: www.hawaii.edu/ohr
Emails: OHR web site / HR Info Systems / PeopleSoft Version 8 / References
noted in PeopleSoft Training Manual
Power Point Presentations: OHR web site / HR Documents / Presentations
Direct web address listed
Codes:
OHR web site / HR Info Systems / Table Code Listings /
Date Formats:
MM = month
DD = day
CC = century
YY = year
The standard date format is MM DD CC YY.; e.g., 08-01-2013. Dates can be entered, for
example, as 080113 or 08-01-13 or 8-1-13 or 8/1/13, etc.
Abbreviations
Action Verbs:
Page 17
ENTER
Type the data in the appropriate data box.
SELECT
From a look up table or pull down box, select the appropriate value.
CLICK
Click on the appropriate box to display selections. Optionally, click
a second time to remove selection.
Search:
Lookup Table (magnifying glass)
Pull down Box (down arrow)
SAMPLE SEARCH PAGE
Search fields to be entered may change depending on what kind of search is being done
Listing of Acronyms / Definitions
Ref: OHR web site / HR Info Systems / PeopleSoft Version 8 / Acronyms
Page 18
Add/Update Position Information – Description
Page 19
Add/Update Position Information – Description
Headcount Status
Current Head
Count
Effective Date
Status
NTE Date
Reason
System displays Open or Filled or Partially Filled based on job data
status.
The number of incumbents out of the total headcount allowed for this
position.
Information field.
Enter the date the position action takes effect (defaulted to the current
date).
Required Field
Use the pull down box to select either Active or Inactive. Once the
position is abolished, the status must be changed to Inactive.
Required Field
Enter the Not to Exceed Date of the position. This field is comments
only and does not print on the PNF but it is stored in the HR Datamart.
Optional Field
Use the lookup table to select the appropriate reason code.
ABL
ACC
DPT
EAB (C/S only)
Position Abolished
Account Code Update
Department Code Update
Abolished-Exempt Position
EC (C/S only)
EI (C/S only)
EJC (C/S only)
Continuance - Exempt
Initial Exempt
Job Change - Exempt
EST
Position Established (do not
use)
Position Frozen
UHM – Posn Count Hold
FRZ
HOL
Action Date
Return Rights
INA
JOB
NEW
NTE
PEN
PSC
PSD
ROL
UPD
Position Inactivated
Job Code Update
New Position
NTE Date Update
Pending New
PeopleSoft Conversion (do not use)
Pseudo
Account Code Rollover (system
generated)
Position Data Update
Z
HRIS Position Conversion (do not use)
Use “NEW”. “EST” is reserved for establishing a pseudo number. It is
also a historical term from the previous human resources system and
appears in PeopleSoft only when viewing historical data.
Required Field
The date that the position action was entered and approved in the
system is displayed. (There are no suspended rows in the position
panel)
Information Field
Check box to indicate that the position is reserved for an employee who
is temporarily in another position. Example: a tenured faculty is
appointed to an executive position number. The box is checked to
indicate that the position is encumbered.
Optional Field
Page 20
Add/Update Position Information – Description
Employee ID
Business
Unit
Manager Level
Job Code
Enter the UH number of the person this position is reserved for.
Optional Field
Allows panels/data fields to be specific for an employee category (eg.,
Civil Service, BOR, Overload, Casuals)
UHCAS
Univ of Hawai‘i Casual System
UHCSS
UH Civil Service System
UHOLS
Univ of Hawai‘i Overload System
UHPSS
Univ of Hawai‘i PeopleSoft System
Required Field
Data is pulled from the job code table. Ex: Exec, Mgrl, E or M, NonManager
Use the look up table to select the position's job code or enter it directly
into this field. The Job Code search function is also accessed through
the look up table. Based on the Job Code, the associated title is
displayed.
Values such as UHM09, UHM11, HW009, etc. are generic job codes and
are NOT valid.
Regular Shift
Working Title
Union Code
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code
Listings/Job Codes
Required Field
Select N/A, 1, 2, 3, Compressed, Rotating
Optional Field
Enter working title. For Executive/Managerial and Faculty only.
Ref: OHR web site / APT Broadband Sys / Documents / Guidelines: Use
of Working Titles
Optional Field
Use the lookup table to select the bargaining unit of the position or enter
the two-digit BU code manually into the field.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code
Listings/Union Codes
Required Field
Page 21
Add/Update Position Information – Description
Functional Code
This field applies to APT positions only and represents the prebroadband classification providing a more detailed description of the
career groups for use in surveys. Based on the job code, the system will
provide one or more appropriate functional codes for that job code.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code
Listings/Functional Codes (note: codes were changed effective 05/01/12)
Required field for APT positions only
For example, the Institutional Support Group will pull only the following
functional codes relating to Institutional Support.
Remarks
Reg Region
Island
Department
Location
9100
9111
9112
9113
9115
Adm & Fiscal Support Sp
Proc & Prop Mgt Sp
Risk Management Off
Assoc Dir PRPRM
Prop & Fund Acctg Mgr
9157
9158
9160
9162
9164
9121
9151
9152
9153
9154
9156
Personnel Off/HR Sp
Program & Budget Mgr
Budget Sp
Fiscal Accounting Sp
Internal Auditor
Payroll Officer
9165
9167
9171
9190
9414
Disbursing & Payroll Mgr
Investigator
Administrative Off
Institutional Analyst
Assoc Dir Tec Tran & Econ
Dev
Assistant to IFA Director
Agricultural Products Sp
Capital Improvement Prg Off
Legislative Liaison
Capital Improvement Prg Off
Use this field as needed for comments or a position description
Optional Field
Country defaulted to USA
Required Field
Enter island where position is located
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings
/Island Codes
Required Field
Select the position’s 8-digit department code or enter it manually. More
commonly known as Employing Agency Code or EAC.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings
/Employing Agency Codes
Required Field
Select the location of the work site. Island data field should match with
the location.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings
/Location Codes
Required Field
Page 22
Add/Update Position Information – Description
Reports To
For a new position, enter the position number of the person for which
electronic documents will be routed to. If not a new position, then the
Supervisor Change Panel must be used. The position number is to be
entered with two zeros preceding the five digit number.
Example: 0087654 for position number 87654
Supervisor Lvl
Company
Dot-Line
Salary Admin Plan
Grade
Step
Standard Hours
Work Period
Days of Week
FLSA Status
Reports To field is important for Workflow applications (ie., routing of
electronic documents for supervisor approval for Timesheet & Payment
system (TAPS), eTravel, Online Leave, etc.)
Required Field
Not in use at this time
Defaulted to BOR for UH – Board of Regents
Required Field
Not in use at this time
The salary administration plan code is displayed based on the job code.
This field is critical in that it indicates from which salary schedule the
employee is paid.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings
/Salary Administration Plan
Required Field
Based on the job code, the grade is displayed.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings
/Grade Codes
Information Field
Not used
Based on the FTE on the Specific Information Panel, the hours will be
filled in, based on a full time of 40 hours per week.
Not used.
Not used.
Not used.
Page 23
Add/Update Position Information - Specific Information
Job Profile ID
Max Head Count
Mail Drop ID
Work Phone
Position FTE
Not in use at this time
Enter the maximum head count of employees that may fill this position.
Defaults to “1”.
Optional field
Optional field
Enter the full-time equivalent of the position. This is NOT the actual FTE
of the employee. This value SHOULD NOT change should there be a
change in FTE due to lack of funds, leave without pay, etc. This value
can only change if there is an Form SF-1 authorizing the change in the
BUDGETED FTE.
Example: 1.00 for a full-time position and 0.50 for a half-time position.
Required Field
Page 24
Add/Update Position Information - Specific Information
Classified Indication
Not in use at this time.
The last four fields are for Civil Service Positions only (OHR use only).
Exempt
BU Exclusion
Special Working Condition
Selective Certification
Page 25
Add/Update Position Information - Budget and Incumbents
This panel will display the name, UH number, record number of the incumbent, if filled. From
this panel, the job data for the incumbent can be directly accessed by clicking on the link.
If position is vacant, use the pulldown box to select the reason or status of the vacancy.
Blank
Developing PD
Funds Encumb-Other Curr Expens
Funds Encumb-Shortfall Adj
Funds Encumb-Temp Position
Interviewing
Not Recruiting – Insuff Funds
Not Recruiting – Funds Realloc
Not Yet Established
Offer Made and/or Accepted
Pending Approval to Fill
Pending Classification
Pending Reorganization
Pos Abolished, FTE remains
Position Advertised
___________________________________________________________________________
Page 26
Add/Update Position Information - UH Position Data 4
The UH Position Data 4 panel is used to indicate how the position is funded on the BJ-1 and BT1 budget tables. Data for these positions are required. Data for unbudgeted temporary
positions may also be entered, but this data is not required. Check with department Fiscal
Authority for valid values.
UOH Code
Use the lookup table to select the program ID code of the position or
enter the three digit code manually into the field.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings
/UOH Code Table
Org Code
MOF
Required Field if MOF = A, B, N, or W
This field is displayed automatically depending on the UOH code
selected.
Use the lookup table to select the Means of Financing of the position or
enter the one letter designation manually into the field.
Required Field for all positions.
Codes:
A (General)
B (Special)
N (Appropriated Federal)
W (Revolving)
F (Extramural Federal)
P (Trust)
X (Agency)
Page 27
Add/Update Position Information - UH Position Data 4
BD Tp
Use the lookup table to select either J1 or T1 to designate that the
position is an appropriated permanent or temporary position listed in
either the BJ-1 or BT-1 tables. Select N if the position is a nonappropriated (unbudgeted) position (non BJ-1 and non BT-1).
Required Field if MOF = A, B, N, or W
Codes:
J1 (Permanent Position)
N (Unbudgeted Temporary Position)
T1 (Budgeted Temporary Position)
Account Code
Enter the KFS account code. See below for additional explanation.
Example: MA1234567
Required Field if MOF = A, B, N, or W. Not required if MOF=F, P or X.
Enter the percentage of the position's FTE designated to the account
code identified above. The total of the percentages must total 100.000.
Example: 100.000 for 100%, 25.000 for 25%
% of Dist
GL/Type
NTE Date
Defaulted to BASER.
Information Field
Enter the Not to Exceed Date of the position. This field in the HR
Datamart is called “Acc NTE Date” and is for comments only.
Optional Field
Additional Information when inputting Account Code data
After the SAVE button is pressed, the following account code checks will occur:
a. If the Means of Finance (MOF) = A (General), B (Special), N (Appropriated Federal),
or W (Revolving) and the account code is valid, the 9 digit Kuali (KFS) account code field
that was entered will be erased and the corresponding DAGS Fund-Appropriation (e.g.,
G024) will be substituted.
b. If the MOF = A, B , N, or W and the account code is NOT valid, the account code field
will be erased, an error message will appear and the row will NOT save until a valid
account code is entered. Kuali informs PeopleSoft of all account codes one day after it is
entered into Kuali.
c. If the MOF = F (Extramural Federal), P (Trust) or X (Agency), the account code is
optional. If an account code is entered, it will be verified and if incorrect and an error
message will be displayed and the account code will be erased. Either leave the account
code field blank or enter a valid Kuali account code.
Note: An error indicating “Data being added conflicts with existing data” means that the unique
KFS account codes (each with their own percent value) that were entered translated to the same
DAGS Fund- Appropriation code causing the “conflicts with existing data” error. As such, enter a
single Kuali account code, change the percent so that it totals the individual KFS percent values
and press SAVE.
Page 28
In the example below, MA6100368 and MA6101415 are entered separately at 50% each and a
“Data being added conflicts with existing data” error occurs because both KFS acct codes
translate to the same DAGS Fund-Appropriation F220.
Change the percent value to 100% to consolidate the two KFS account codes and enter only
one of the KFS acct codes and press SAVE.
Page 29
Add/Update Position Information - UH Position Data 5
The Position Data 5 panel is used when establishing BJ and BT pseudo numbered positions. In
such cases, the pseudo number needs to be switched to the permanent position number. This
panel is also used to reference old position numbers in the cases where new positions are
created using the position count from abolished positions.
Search for the pseudo number that is being established. Insert a new row of data on the
Position Description Panel to enter the Effective Date of the change and the Action Reason
“EST” for Establish Position. Enter remarks; e.g., “Position 0096543F established as 0012345
effective 08/01/2013.” Review the rest of the information displayed on all position panels and
update any fields as applicable.
On the UH Position Data 5 panel, enter the permanent position number in the Pseudo Num field.
Click on the Switch Pseudo button to swap the position numbers.
Save changes.
Then return to search for the pseudo number, insert a row with the same effective date of the
establishment, and enter Reason code “ABL”. Change status to “Inactive”. Enter in remarks,
e.g., “Position used to establish position number 0012345.” And save.
Page 30
Get Empl ID & Print PAHR
UH Identity Management Console (UHIMC)
The UHMC requires a valid UH user name and password and the last six digits of your social
security number in order to enter the application. This function is an ITS-written application with
a link provided within PeopleSoft for the convenience of users. The direct link to the same
application (without going through PeopleSoft) is:
https://www.hawaii.edu/uhimc/
Do not confuse data obtained in the UHIMC application with data that is in PeopleSoft – these
are two separate databases for two separate purposes that are both presented within
PeopleSoft.
This UHIMC assigns an employee's UH number for employees who have never been associated
with the UH. Before entering any person data in PeopleSoft, an employee must have a UH
number. If the new employee is a former employee or a former student, the employee may
already have an established UH number.
The UH number may also be known as the Banner ID number, Student ID number or PeopleSoft
Employee ID. There is only one UH number assigned to each student, faculty or staff member
for life.



A student who graduates from UH and returns as staff retains the same UH number.
An employee who separates from the UH and returns years later as a employee retains
the same UH number.
A RCUH employee who becomes UH staff retains the same UH number
Page 31
The current 8-digit structure of the UH number began in 2004. Students or employees prior to
2004 may not already have a UH number assigned.
Searches can be done a variety of ways - using UH Username, UH number, either the first
name, middle name, or last name. After searching, a list of matches that include students,
faculty, and staff, both active and inactive, will be displayed. This allows one UH number to be
assigned for the lifetime of the person. Once the information is displayed, the option to print the
Payroll Notification Form (PNF) or the Personnel Action History Report (PAHR) is also available.
The more specific a search, the less chances a former record will be found.



Aala C. Park will search for all Aala Parks regardless of middle initial
Aala Chris Park will only search for Aala Chris Park
Aala Park will search for all Aala Parks regardless of middle initial
New Employees
Enter the Social Security Number and double check it. A wrong social security number may lead
to duplicate uh numbers assigned to the same employee.
Enter the name that is printed on the Social Security card. Include hyphens, spaces and
apostrophes if they are part of the official name. Skip diacritical marks and replace foreign
characters with their closest letter(s) in the English language alphabet.
Assign a “Role” (drop down box) to the employee. This determines the kind of access an
employee will have to a variety of UH functions (e.g., free software, library privileges).
Edit an existing record
Do a search to find the employee’s record. If presented with a list, click on the UH number (1st
column). At the bottom of the panel, click on the “Edit Record” button. This will allow the
following fields to be updated:
 Social Security Number
 Name
 Date of Birth
Note that the above data cannot be updated if the Role is marked as “None”
To change an affiliation, follow the procedures in document “Updated UHIMC Procedures for
POs”. Call the HRIS hotline for a copy of this document.
Multiple UH numbers assigned to an employee
Occasionally, an employee will erroneously be assigned multiple UH numbers. To resolve, first
verify the UH number printed on the staff id card. Call the HRIS hotline to report this problem
and indicate the UH number on the staff id card. If no staff id card was issued, call the HRIS
hotline and ITS will determine the final UH number. OHR will ensure that PeopleSoft is
consistent with the ITS UH number database so that the employee only has one UH number.
Page 32
Printing a Personnel Action History Report (PAHR)
A Personnel Action History Report (PAHR) is a complete history of all PeopleSoft transactions
for an employee. Only PAHRs for employees in your jurisdiction may be accessed.
Select the “Get Empl ID & Print PAHR” panel to display the UH Identity Management Console.
Once searching for and successfully finding a record match, scroll down to the bottom of the
page to the PeopleSoft Functions area.
For security purposes, the employee’s social security number must be entered. Select either all
dates (default) or a date range, then hit “Get PAHR.”
The resulting document is a comprehensive history report from the inception of the human
resources information system in 1994 to current time. The report consists of two parts:
1. Current information, including demographic data and current job data.
2. Historical data, including a list of personnel actions for the employee
Page 33
Search by National ID
This panel allows search by social security number. Enter a SSN and hit “Search” button.
Page 34
Update Personal Information - Name History
EmplID:
Type of
Name:
Effective
Date
Format
Using:
The employee’s UH Number will be displayed by the system. For new hires, a UH
Number must first be obtained via the UH Identity Management Console (UHIMC).
Format: Numeric
Information Field. Required Field when entering a new hire.
Defaults to “Primary”. Other options include maiden name, mother’s name,
preferred. However, the name reflected as “Primary” will be reflected on all
panels.
Enter the effective date of the personnel action. Setting the correct effective date
is important because the system constantly compares the effective dates of
tables. This is critical for insuring that data selected from reference/code tables is
valid as of the effective date of the data that is being worked on.
Default: Today’s Date
Required Field
Defaults to “USA”
Page 35
Update Personal Information - Name History
Name
The employee’s name should be exactly as printed on the employee’s social
security card. Enter First, Middle, Last, and Suffix, if applicable.
Rule: The name must be entered in upper case, lower case format capitalizing
the first letter of each name.
Periods (“.”) should not be used in any of the name fields. The name suffix should
be specifically entered in Suffix field (Do not input the suffix in the first name or
last name fields) and must be case specific without a period - Jr or Sr or I or II or
III or IV or V are valid examples. Do not in put JR or SR (capitalized) or JR.
(ending period).
IMPORTANT: In order to effectuate a name change in the DAGS Payroll System,
a DTA/900 personal action/reason is required on the PNF. Only changing the
data in the name field on the “Name History” panel WILL NOT update the DAGS
Payroll System – the DTA/900 is required. However, for all new hires and
transfers, the name change is automatically done and the specific DTA/900
action/reason code is not required.
Refresh
the Name
Button
Required Field
After entering the First, Last, Middle, and Suffix if applicable, hit this refresh name
button, and name will be displayed after “Name”.
Notes: If a name change occurs, insert a row using the “+” key next to Effective Date - this will
create a historical record of name changes for the employee.
When an employee changes name, the change should be done on the “Update Personal
Information” panel group,”Name History” panel, by inserting a row, entering the effective date of
today or earlier, then changing the name. Because this panel is effective dated, for PNF printing
purposes, the effective date entered does not necessarily have to be the date on which the
name was legally changed but really represents the name that will be printed on the PNF based
on the effective dates of the transactions being created.
In the situation where a future effective date was incorrectly entered for the name change on the
“Update Personal Information” panel (thus causing the PNF to continue to reflect the old name),
please delete that row, and insert another row with today’s date.
Changing the name on the “Personal Data” panel automatically updates the
“Names History” panel (Use Names) – therefore, please do not touch the “Names History” panel
as this will cause problems with the employee’s record .
Page 36
Rules:
1.
2.
3.
4.
Do not include periods in any of the Names
The name suffix should be specifically entered in Suffix field (Do not input the suffix in the
first name or last name fields) and must be case specific without a period - Jr or Sr or I or
II or III or IV or V are valid examples. Do not in put JR or SR (capitalized) or JR. (ending
period).
All name fields should be in Upper/Lower case. Do not type all CAPITAL letters as it
affects the sort sequence of what is received at the UH Payroll Office (eg., ePCS)
Long names might be automatically abbreviated when printed on the PNF as DAGS
Payroll can only limited to names of 22 characters in length.
The names will be printed on the PNF and the HR datamart with the suffix at the end of the
name.
PeopleSoft Name History Panel:
First: William
Middle: W
Last: Smith
Combined Name displayed: Smith Jr, William W
PNF
Smith, William W Jr
HR Datamart Smith, William W Jr
Page 37
Suffix: Jr
Update Personal Information - Address History
Address
Type
Only “Home” address can be selected. All employees must have at least a
home address indicated. If a home address is not available at the time that the
data is entered in PeopleSoft, use the department address. Once a permanent
home address is available, update PeopleSoft with the new data.
No other address types can be entered. The PLUS sign (to insert a row) to the
right of the “type of address” field pull down box does not work. Use the PLUS
sign in the Address History window to insert a new home address.
Effective
Date
Status
Enter the effective date of the personnel action.
Effective 03/01/12: For all address processing scenarios such as HR datamart
and year end W2 printing, this field is ignored.
Select “Active” or “Inactive”
Effective 03/01/12: Status field on this panel is hidden and not used.
Page 38
Update Personal Information - Address History
Country
Defaults to “USA”. If employee works and lives in a foreign country, select
applicable country.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Country
Codes
“Edit Address”
Address 1
Enter the employee’s home address (street number, street, and apartment
number if applicable)
If home address is unknown, then the department address may be
TEMPORARILY entered. As soon as a permanent home address becomes
known, update the Personal Information/Address History Panel. Ensure that a
new row is inserted by clicking on the plus sign.
Format: When entering the employee’s Home Address, an attempt should be
made to fit the entire address on Address Line 1. Do not use “#” symbol for
“Number”. Enter as upper/lower case. Periods and commas are allowed.
UH Required.
Address 2
Use only if employee’s home address does not fit on Address 1.
Address 3
Use only if employee’s home address does not fit on Address 1 and 2.
City
Enter the city the employee lives in.
Format: Upper Case
UH Required.
State
Select the postal code for the state which corresponds to address 1.
Format: Pull Down Table
Codes: OHR web site/ HR Info Systems/PeopleSoft/Table Code Listings/State
Code Table
UH Required.
Zip
Enter the numeric zip code for the employee’s address.
Format: Numeric
UH Required.
Phone
Type:
Telephone
Email Type
Email
Address
Select other types of phone numbers, if applicable.
Codes:
Business
Campus
Cellular
Dormitory
Fax
Main
Home
Other
Pager 1
Pager 2
Telex
Optional Field
Enter the corresponding number in this section. (Area code and number).
Format: Numeric
Rules: Area Code followed by phone number. Parenthesis and hyphens are
optional.
Optional Field
Enter the employee’s email address type.
Select Business, Campus, Dorm, Home, Other
Optional Field
Enter the employee’s email address.
Optional Field
Page 39
Update Personal Information - Personal History
Effective
Date
Gender
Enter the effective date of the personnel action.
Select the appropriate gender
Required Field
Page 40
Update Personal Information - Personal History
Highest
Education
Level
Select the appropriate highest education level earned.
Format: Pull Down Table
Codes
Description
< Bachelor
Less than Bachelor (eg., Associates, High School, etc.)
Bachelor’s
Bachelor’s degree requires the equivalent of at least four years of
academic work.
Doctor’s
The doctorate classification includes such degrees as Ph.D. in
Agronomy, Food Technology, Education, Engineering, Public
Administration, Ophthalmology, Radiology, etc.
Master’s
The master’s degree is a second-level degree, below the doctorate.
Post Bach
The post bachelor’s degree is beyond the bachelor’s and below the
master’s degree. (e.g., 5th year degrees)
Prof Degr
The professional degrees are those degrees which signify the
completion of the academic requirements for selected professions, such
as Dentistry (D.D.S. or D.M.D.), Law (LL.B. or J.D.), Medicine (M.D.),
Theology (B.D.), and Veterinary Medicine (D.V.M.), etc.
Terminal
A degree, usually a Master’s degree, which is the highest level of
attainment in that particular field of study.
Unknown
Required Field
NOTE: The data on the UH degree field on the Workforce Development/Education
panel must ALSO be completed for all UH graduates appointed to UH
Executive/Managerial and Faculty positions.
Year
Degree
Completed
Ref: 1. July 15, 2013 email from Steve Yamada
2. OHR web site / HR Documents / Presentations / December 2013 HR
Ohana
Enter the year the employee’s highest degree was completed.
Completed
Format: CCYY
UH Required Field
Page 41
Update Personal Information - Personal History
Marital
Status
Select the appropriate marital status FOR TAX PURPOSES and how the
employee is filing for tax purposes. Appropriate codes will display in pull down
box only after inserting a row. Ensure that an action reason DTA 908 is entered in
PeopleSoft. If not, this information will not be sent to payroll .
Codes:
Married
Single
Married Filing as Single
Previous codes no longer used:
Codes:
Married
Single
Divorced
Common-law
Separated
Widowed
Head of Household
Unknown
Married Filing as Single
Note:
01/18/11 – If selecting “Married Filing as Single” for payroll/tax purposes only, the
PNF will print “T”, ePCS will display “S” and HR Datamart will display “M”.
02/26/14 – Indicate "non-resident military status" by either entering "EXEMPT" or
"99" in block 4 of the HW-4 form.
Military
Status
Required Field
Select the appropriate military status.
Codes
Active Reserve
Inactive Reserve
No Military Service
Not a Veteran
Not a Vietnamese-Era Vet
Not Indicated
Other Protected Veteran
Codes:
Post-Vietnam-Era Vet
Pre-Vietnam-Era Vet
Retired Military
Veteran (VA Ineligible)
Veteran of Vietnam Era
Vietnam & Other Protected Vet
Vietnam-Era Vet
NOTE:
Ethnicity
& Race
For further questions, contact the Equal Employment
Opportunity/Affirmative Action Office.
Required Field
Select all fields marked on UH Form 27 submitted by employee. The form can be
found at web site:
http://www.hawaii.edu/offices/eeo/docs/EthnicdisclosurePDFForm.pdf
NOTE:
I-9 Form
Status
For further questions, contact the Equal Employment
Opportunity/Affirmative Action Office.
Format: Click appropriate boxes to match Form 27 selection(s).
UH Required Field
Click on this field if the employee completed an I-9 form.
An I-9 form must be completed within 3 work days from the date of hire.
Format: Click box to indicate “YES”
Optional Field
Page 42
Update Personal Information - Identity/Diversity
Date of
Birth
C/S Date of
Death
Age:
Country
Enter the birth date of the employee
UH Required Field
For Civil Service employees only
Information Field
The years and months based on the date of birth will be displayed by the system.
Information Field
Defaults to “USA”. If non-US Citizen, select other country.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Country
Codes
Page 43
Update Personal Information - Identity/Diversity
National ID
Sub Panel:
Country:
Must be “USA”. If not “USA”, Social Security Number will not be printed on the
PNF.
National ID: Enter the employee’s social security number SSN
Length: 10
The employee’s social security number (SSN) is obtained from the Social Security
Card. However, Payroll will not accept a PNF without a valid social security
number nor will they issue a paycheck until the Social Security Number is
obtained.
If employee has no Social Security card at time of new hire or the employee is
non-compensated, the SSN can be left blank. This will create an error condition
and PeopleSoft will automatically insert a SSN of 999-99-9999. This record can
be saved. HOWEVER, once the new employee obtains a SSN, this field must be
updated. Payroll will not issue a paycheck with invalid SSNs. Non-compensated
employees are the only group of employees who are allowed to have a SSN of
999-99-9999.
Ensure that an personal action/reason DTA 910 is entered. If not, the SSN data
will not be transmitted to the payroll office.
Primary ID:
Ethnic
Group
Format: Numeric
UH Required Field for compensated employees
Click on check box.
Field was deleted from this panel. Please view new panel on “Personal History”
tab.
Page 44
Update Identification Data – Citizenship/Passport
View documentation at the following link
OHR web site / HR Info Systems / PeopleSoft Version 8 /
Immigration panels
Page 45
Update Identification Data – Visa/Permit Data
View documentation at the following link
OHR web site / HR Info Systems / PeopleSoft Version 8 /
Immigration panels
For assistance, contact the Office of Faculty and Scholar Immigration
Services at 956-0935.
Page 46
Multiple Appointment Inquiry
The Multiple Appointment Inquiry allows users to search for any employee in any department as
long as the employee has a PeopleSoft record. Searching an employee will display all record
numbers (appointments) currently in PeopleSoft. The information displayed is the top row of
each record number and contains non-confidential information.
This search feature is helpful when hiring, transferring, and checking for eligibility of
employment. Users can check to see if an employee has other active appointments within the
university, contact the previous homebase department to transfer a PeopleSoft record, etc.
Status determines if the appointment is “A” for active or “T” for terminated. The lower right hand
corner indicates that the top row in PeopleSoft is “APP” for approved or “SUP” in suspense (not
sent to Payroll).
Last, First Name
12345678
Page 47
Job Data - Work Location
The employee’s name and UH number will be displayed by the system.
Information Field
Page 48
Job Data - Work Location
Empl Rcd#
The employee’s Employee Record Number will be displayed by the system. This
field indicates the appointment for which the personnel action is for. “0" for
employee’s home base appointment, otherwise 2, 3, 4, etc.
Note
1. If using HR Datamart, the employee record number starts with “1” rather than
“0” (eg., 1,2,3,4,5, etc.)
2. Only the first 4 active appointments within the first 5 record numbers (record
number 0, 2, 3, 4, 5) will be printed on the PNF.
3. Limit the number of record numbers that are created. Reuse existing record
numbers where possible when there are no concurrent appointments. The
larger the amount of record numbers, the harder it will be to resolve errors.
4. Home base Concept for multiple appointments
a. determined by the units
b. responsible for certain fields which only have a single value in
PeopleSoft like federal/state tax exemptions and for printing the PNF.
c. where the tenure line is located
d. must be the non-compensated appointment in a non-comp/casual
multiple appointment situation.
Employee
Status
Format: Numeric
Information Field
Based on the action/reason, the current status of the employee is displayed.
Codes: Active, Terminated, Leave with Pay, Leave of Absence
Action
Date
Job
Indicator
Effective
Date
Information Field
The date that the personnel action was entered and suspended in the system is
displayed. Once the action is approved, this date is updated.
Information Field
Defaults to primary job.
Information field
Enter the effective date of the personnel action. For separations, the date entered
is the day after the close of business and the PNF will print an effective date of
one day less than the effective date.
01/18/11 – For 9-month Faculty Retirements and Resignation Dates, view web
site at: OHR web site/HR Info Systems/PeopleSoft/Systemwide Processing
Instructions Section/9-month Faculty Retirements and Resignation Dates.
For retirements, the effective date printed on the PNF is the day before the
effective date of ERS retirement date. Example: ERS retirement date = 09/01/13,
Effective date on Job Data panel = 09/01/13, PNF will print 08/31/13.
For casual and overload appointments, the timesheet record will not appear in the
Page 49
Timesheet and Payment System (TAPS) until the effective date indicated in
PeopleSoft.
Default: Today’s Date
Required Field
Page 50
Job Data - Work Location
Effective
Sequence
The effective date sequence # will be displayed by the system. This indicates
whether the employee has multiple action rows effective the same date. The
system defaults this field to “0" for employee’s first Effective Date Sequence # and
thereafter enters incremental values for each subsequent action on the same
effective date starting with the value “1". (eg.0,1,2,3,4, etc.)
Note: For the HR Datamart, only the last action (highest sequence number) will be
displayed.
Information Field
Status
The current status of the personnel action is displayed.
SUS
APP
The action is suspended and is awaiting final approval.
The action is approved and this record is successfully entered into the
production database.
When a row is first inserted, the action will be suspended. Only approved records
are forwarded to other data systems such data warehouse, leave,TAPS, KFS,
UHIMC, external entities such as unions and EUTF, etc.
01/18/11 – The electronic Payroll Change System (ePCS) automatically approves
records after the “Send PNF to Payroll” button is pressed.
Information Field
Position
Management Recd
Actn/Rsn
Not in use at this time. This was to automatically change the employee’s data if
the position data was changed; however, this featured was turned off because a
PNF is needed.
Select the appropriate narrative and the corresponding reason code. Specific
cases can be found in the chapter entitled “Specific Personnel Action/Reason
Situations”.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/
Action/Reason Code Table - Explanations
Appointment Period From and To:
These fields are used to indicate duration of temporary appointments such as
probationary periods, account codes, appointments of Chairs, Acting/Interim
Executive/Managerial appointments, temporary positions, etc. The fields should be left
blank if the employee has faculty tenure or APT security and is paid wholly from G, R, or
S funds and is in a permanent position.
This is a required field for casual and overload appointments because the appointment
period and the effective date drive payment records in the Timesheet and Payment
System (TAPS). TAPS will allow payments for pay periods within the effective date of
hire AND the appointment period OR effective date of termination, whichever is earlier.
Page 51
For example, if the employee is hired effective 02/01/14 to 05/30/14, but terminates
effective 04/16/14, TAPS will only accept payments up to 04/15/14 (last day of work). If
the employee’s effective date of termination was 06/02/14 instead, TAPS will accept
payments up until 05/30/14, which is the end of the appointment period.
Appt Per
From
Enter the beginning date of the appointment period for this appointment.
UH Required Field, unless should be left blank per email referenced below
Ref: Carole Teshima email sent 06/05/02 “New Prorata Summer Pay Field”
Page 52
Job Data - Work Location
Appt Per
To
PSP
NTE Date
Enter the ending date of the appointment period for this appointment.
UH Required Field, unless should be left blank per email referenced below
Ref: Carole Teshima email sent 06/05/02 “New Prorata Summer Pay Field”
Prorata Summer Pay field, which reflects the month and day until which the 9month Faculty, APT or Graduate Assistant has prorata summer pay.
Format: MM/DD
Example: 07/31
UH Required Field for 9-month employees
Ref:
1.OHR web site/HR documents/Presentations Pro-Rata Summer Pay Training
(Handout)
2. OHR web site/HR Info Systems/PeopleSoft /A9.590 Att C – Pro Rata Summer
Pay
Enter the anticipated expiration for the personnel action. This field is for
comments only and is not printed on the PNF nor stored in the HR Datamart.
For example, if the action reason is STP 457 Additional Stipend, the NTE date will
be the last day of the stipend.
Optional Field
Page 53
Job Data - Work Location
Position
Number
Enter the Position Number for this appointment.
Format:
Total of 8 digits - two (2) leading zeroes, five (5) digit position
number followed by a alpha suffix if appropriate except for generic
position numbers. (Graduate Assistant, Lecturer, Casual, Overload,
& Non-Compensated positions)
Generic position numbers are used for Lecturers and Graduate Assistants:
0000GA09 – 9-month grad asst (instructional)
0000GA11 – 11-month grad asst (research)
000XLECY – where “X” represents 2 or 4-year campus and “Y” represents the
rank. Ex: 0002LECA – community college lecturer rank A; 0004LECC –
Mānoa lecturer rank C
Example:
0081234
Permanent Position
0085678T Temporary Position
0000GA09 Graduate Assistant
0004LECA Lecturer
000NCOMP Non-compensated Employee
CASUAL
Casual appointment
OVERLOAD Overload appointment
NOTE: Entering a position number will pull certain values already established on
the position panel such as Job Title, BU code, Department Code, Job Code, etc.
UH Required Field
Refresh
the
Position
Number
When data is changed on the position panel, this change is NOT automatically
reflected on the Job Data Panel. In order to “REFRESH” the job data panel with
new position panel data:
1. Cut the Position Number on the Job Data Panel
2. Tab out of the Position Number field
3. Paste the original Position Number back in the Position Number field
4. Tab out of the Position Number field
The updated Position Panel data is now automatically reflected on the Job Data
Panel
Job
Title
Display Only – data pulled from Position Panels.
Ref: OHR web site / APT Broadband Sys / Documents / Guidelines: Use of
Working Titles (for APT employees)
Information Field
Page 54
Job Data - Work Location
Use
Position
Data
Button
BOR Title
Click on this field if exceptions are needed to the default position data for this
employee. This will allow data to be entered in grayed fields, i.e. grade code,
department and location. Used to change the department code for generic
positions, e.g., 0000GA09, 0000GA11, 0004LECA, etc...
If the employee’s title differs from the Job Code table entry, enter the approved
Board of Regents title for this employee’s appointment (e.g., Professor and Chair,
Interim Assistant Dean & Prof, IER Professor).
Format:
Maximum characters available is 30. Upper/lower case,
abbreviations and punctuations are acceptable. No other
modifications are allowed
Note: IER are no longer valid appointments due to Act 179.
Rules:
1.
If an employee is an Incentive Early Retirement employee, insure that the
letters “IER” are the first 3 characters in this field (no punctuations). E.g.,
“IER Professor”. IER are no longer valid appointments due to Act 179.
2.
“Interim” is used when an employee is temporarily filling a vacant position;
“Acting” is used when an employee is temporarily filling a position for which
another employee will return to.
UH Required Field if applicable. BOR Title prints on the PNF. If no BOR title
exists, PNF will pull the Job Title.
Company
University of Hawai‘i Board of Regents Employees will always display “BOR”.
Information Field
Business
This field displays “UHPSS” for BOR positions, “UHCSS” for Civil Service
Unit
positions, “UHCAS” for casual positions, and “UHOLS” for overload positions.
Information Field
Department The department codes are derived from the position panel after the position
Code
number is entered. Department Codes are also known as Employing Agency
Codes or abbreviated to EAC.
or
NOTE: For Non-Compensated employees, Lecturers and Graduate Assistants
Employing with generic position numbers, click on the “Use Position Data” button and enter
Agency
the appropriate eight (8) digit Department Code.
Code (EAC)
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code
Listings/Employing Agency Codes
Required Field
Page 55
Job Data - Work Location
Location
Select the appropriate geographical location of the position. This field will be
derived from the POSITION panels.
Format: Lookup Table
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Location
Codes
Required Field
Supervisor The supervisor UH Number is entered if the supervisor and/or the employee has a
ID
generic position number.
Reports To Position number of the supervisor is pulled from the Position panels.
ID
Based on the position number in the Reports To field on the Position Information
panel, the system displays the UH Number and name of the supervisor.
Information Field
Establishment The campus code will pull from the location code.
ID
Island
Select the island that the employee works on.
Code
Format: Lookup Table
Codes
1
2
3
4
Unit Code
Description
Hawai‘i
O‘ahu
Moloka‘i
Kaua‘i
Codes
5
6
7
8
Description
Maui
Lāna‘i
Ni’ihau
Out-of-State
UH Required Field
Select the two-digit unit code representing the physical location of the employee.
Format: Lookup Table
Codes
01
02
03
04
05
06
07
09
10
11
Description
Mānoa Campus
Honolulu CC
Kapi‘olani CC
Leeward CC
Other Honolulu Faculty
Windward O‘ahu
Leeward O‘ahu
Windward CC
UH at Hilo
Other Hawai‘i Facility
UH Required Field
Page 56
Codes
12
15
16
Description
Hawai‘i CC
Kaua‘i CC
Other Kaua‘i Facility
20
21
25
Maui CC
Other Maui Facility
Moloka‘i
27
30
UH-West Oahu
Out-of-State
Job Data - Job Information
Job Code
This field is derived from the position panel after the position number is entered
and represents the occupational group to which the employee belongs.
Required Field
Empl Class Select the empl class for faculty with administrative duties. Indicates the code
for an administrative title. Used for faculty only.
Examples:
Codes:
Assoc or Asst Dir (Faculty Only)
Brch Super/Cnty Chr (Faculty Only)
Chair (Faculty Only)
Director (Faculty Only)
UH Required Field
Page 57
Other Titles (Faculty Only)
Assoc or Asst Chair (Faculty Only)
Dual Admin Title (Faculty Only)
CC Co Div Chair
CC Div Chair
Job Data - Job Information
Person
FTE
Enter the percent full-time equivalent that the employee works in this specific
appointment. For non compensated employees, field defaults to “0.00000". For
lecturers, the FTE will automatically be entered after the number of credits taught
is entered in the “step” field. If a step field on the pulldown box that corresponds
with the number of credits taught is not displayed, call the HRIS hotline.
Format: Numeric. Decimal point for whole numbers is optional.
Example: 100% is entered as “1.00000"
Ref:
1.OHR web site/HR Info systems/PeopleSoft/Systemwide Processing
Instructions/Lecturer Appointments Effective Spring 2012
2. Lecturer Hour Conversion Matrix
3. Partial LWOP or Part-time Sabbaticals
UH Required Field
BU
Select the employee’s bargaining unit for this appointment.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Union
Codes
UH Required Field
EEO Class
(Not in use at this time)
Page 58
Job Data - Payroll
# of Fed
Exemptions
Enter the number of Federal Tax exemptions submitted to Payroll.
Format: Numeric. Negative numbers are permitted. See General Notes below.
Note: For further questions, contact the Payroll Office
UH Required Field
Page 59
Job Data – Payroll
# of State
Exemptions
Enter the number of State Tax exemptions submitted to Payroll.
Format: Numeric. Negative numbers are permitted. See General Notes below.
Note: For further questions, contact the Payroll Office.
UH Required Field
GENERAL NOTES ON TAX EXEMPTIONS:
1. As there is only one exemption field for all appointments, to avoid confusion
with appointments in different departments, ensure that only the home base
appointment updates this field.
2. Ensure that an action/reason of DTA 907 is coded to change a tax exemption.
The change will not be sent to payroll if the DTA 907 is NOT coded.
3. Negative values: If there are any additional amounts, these can be submitted
on the PNF as negative exemptions. Federal exemptions are posted in $5
increments, State exemptions are posted in $2 increments.
For example: additional amount of $10 of taxes would be entered as '-2' for
federal and '-5' for state. Entering BOTH an exemption amount and an additional
amount is not allowed.
4. Exceeds: Regarding the tax exemptions and those that want to withhold more
than $495 for Federal and/or $198 for State taxes: enter -99 in the exemptions
field. In the remarks, put the total additional amount the employee is requesting
to withhold and for which exemption (State of Federal). Because the request is
Special Handling, need to submit a copy of the tax form (W-4 for Federal or HW4 for State) to Payroll along with a copy of the PNF.
5. Changing previous Tax Exemptions: As there is no history on these two fields,
the PNF will reflect whatever is current at the time the PNF is printed. Therefore,
if a retroactive PNF is required to be printed and a tax exemption change that
occurred between the original PNF and the retroactive PNF, the PNF being
printed will show the updated tax exemption data.
6. Exempt Employees: Enter “99” . See back for Form W4 and HW4 for more
information.
7. Tax forms no longer need to be sent to payroll but kept at the department.
Page 60
Job Data – Payroll
E-Verify
Case
Number
For employees who are on federal contracts that require E-verification. ORS will
inform the Principal Investigator, Personnel Officer and Fiscal Officer that an
E-verification is required for the new hire.
Reference: OHR web site / HR Documents / Presentations / E-verify
(date: 07-23-09)
Date
Resolved
Retirement
Period
Date E-verification cleared by the Feds.
Pursuant to Act 179 “Employment of ERS Retirants”. Indicate that the new hire
has not been employed by the State of Hawai‘i, the Judiciary, any County in
Hawai‘i or RCUH within the last 6 or 12 months
Form: UH Form 109
Certification
Date
Pay Group
Date certification form was completed.
Ref: 1. OHR web site / Benefits / ERS / Memo: Act 179 – Employment of ERS
Retirants (dated 07/07/11)
2. Steve Yamada email 12/16/2010 “Follow-up on Act 179” (#3c)
3. Follow-up email from Diane Ho email dated 01/03/2011 (#3b)
4. Follow-up email from Steve Yamada dated 02/22/2011 (#3a)
Select how the employee’s salary will be calculated. A pay group determines the
manner in which the pay for employees within that class is calculated. Most
employees are paid semi-monthly. However, this field also has indicators for late
hire lecturers and level pay option.
Default: “SM” - semi-monthly
Codes:
Codes
L02
L10
L11
L12
L13
LC1
LC2
Description
Level Pay Over 2 Pay Periods
Level Pay Over 10 Pay Periods
Level Pay Over 11 Pay Periods
Level Pay Over 12 Pay Periods
Level Pay Over 13 Pay Periods
Lecturers Paid Over 1 Pay Period
Lecturers Paid Over 2 Pay Periods
Codes
LC5
LC6
LC7
LC8
LCT
LVL
NCP
LC3
LC4
Lecturers Paid Over 3 Pay Periods
Lecturers Paid Over 4 Pay Periods
SM
MSC
Description
Lect Paid Over 5 Pay Periods
Lect Paid Over 6 Pay Periods
Lect Paid Over 7 Pay Periods
Lect Paid Over 8 Pay Periods
Lecturers
Level Pay Over 7 Months
Non Compensated
Employees
Semi-Monthly Employees
Maui Hi Perf Comp Ctr
Other options, e.g., L08 can be added as necessary. Please call the HRIS
hotline.
Employee
Type
Required Field
This information will be derived from position panel.
Default: “Salaried”
Required Field
Page 61
Job Data - Payroll
Warrant
Dist
Select the appropriate warrant distribution code. The warrant distribution codes
are used to indicate the location where the payroll checks are to be distributed.
Note: For further questions, contact the Payroll Office.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Payroll
Numbers/Warrant Distribution Codes
Note: Ensure that an action/reason DTA 909 is entered. If not, the warrant
distribution code will not be transmitted to payroll.
Payroll No
UH Required field
Select the appropriate payroll number. The payroll number indicates the pay
group of the employee.
Note: For further questions, contact the Payroll Office.
Format: Pull Down Table
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Payroll
Numbers
Retirement
Code
UH Required Field
Select one of the following codes. See note below under FICA Class.
Format:
Pull Down Table
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings /ERS
Codes (FICA Class) for appropriate table: for members prior to July 1, 2012,
after June 30, 2012 or not eligible for ERS. Note on the reference table, the
Retirement Code is listed under the column labeled “Group Code”.
Notes: Ensure that an action/reason DTA 911 is entered. If not, the fica code
will not be transmitted to payroll.
Page 62
Job Data - Payroll
FICA Code
Select the FICA Class for the employee. Indicates whether the employee is
eligible for membership in the State Employees Retirement System (ERS).
Format: Pull Down Table
Employees must have employment appointments exceeding three months with a
minimum of 50% FTE to be eligible for State ERS membership. If eligible, refer
to the State ERS EC&B-1 form.
Ref: OHR web site / HR Info Systems / PeopleSoft / Table Code Listings / ERS
Codes (FICA CLASS) for the appropriate table. Note on the reference table, the
FICA class is listed under the column labeled “Class Codes”.
Due to Act 179:
For the hiring/rehiring of ERS retirants to temporary, part-time non-ERS
eligible positions:
Group Code:
N0
Class Code:
E0
For the hiring/rehiring of ERS retirants to fill labor shortage or difficult to fill
positions:
Group Code:
11 or 24 or 25
Class Code:
R1
UH Required Field
Notes:
1. (02/17/11) The following FICA/Retirement combinations are invalid and the
following error message will appear “There is a retirement code/FICA code
mismatch. Please check the codes.”
Retirement Code begins with 1 or 2 and FICA Code begins with E, K, N, S
Or Retirement Code begins with N and FICA Code begins with A, B, C, H, V, Z
2. Ensure that an action/reason DTA 911 is entered. If not, the FICA code will
not be transmitted to payroll.
Ref:
Pay
Months
1. OHR web site / Benefits / Memo: Retirement Group and Class Code
Tables (date 02/16/12)
2. OHR web site / HR Info Systems / Table Code Listings / ERS Codes
(FICA Class) for Members prior to July 1, 2012 OR after June 30, 2012 or
Not Eligible for ERS
The number of months per year that the employee is paid will be displayed. This
field is based on the Pay Group. For example, lecturers will reflect 4.5 months,
lecturers paid over 4 pay periods will reflect 2 months, semi-monthly employees
will reflect 12 months.
Page 63
Job Data – Salary Plan
Select the employee’s salary administration plan or field is derived from the
Salary
Admin Plan position panel. This field tells PeopleSoft which salary schedule to use.
Format:
A09
A11
AEX
C09
C11
E/M
G09
G11
H09
H11
Pull Down Table
APT 9-Month
APT 11-Month
APT Exempt Class
Community College 9-Month
Community College 11-Month
Executive & Managerial
Graduate Assistant 9-Month
Graduate Assistant 11 Month
Hilo & West Oahu 9-Month Faculty
Hilo & West Oahu 11-Month Faculty
UH Required Field
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HLB
L09
L11
LCT
M09
M11
MAG
MED
MLB
NCP
Hilo & West O‘ahu Librarians
School of Law 9-Month
School of Law 11-Month
Lecturers
Mānoa 9-Month Faculty
Mānoa 11-Month Faculty
Mānoa Extension Agents
School of Medicine 11-Month
Mānoa Librarians
Non-Compensated
Job Data – Salary Plan
Grade
Select the Grade that is associated with the Salary Administration Plan for the
employee or the field is derived from the position panel. The grade for the
position indicates the rank level of the employee and will be displayed in this field
by the system. Incorrect values must be changed on the appropriate position
data panel.
See note below.
Select one of the following codes. See note below under FICA Class.
Format:
Pull Down Table
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Grade
Codes
UH Required Field
Step
Select the appropriate step for the employee.
For Lecturer positions, enter the number of credit hours (the system will pull the
appropriate salary and will not factor it by the person FTE). If the step does not
appear on the STEP table, call the Office of Human Resources - HRIS hotline.
For those positions defined as non-table-driven-pay (e.g., Executive/Managerial,
coaches and late hire lecturers), this field will be blank. Faculty currently do not
have step designations.
See notes below.
Codes: OHR web site/HR Documents/Salary Schedules
Monthly
Rate
Annual
Rate
Adjusted
Monthly
UH Required Field
This field will be derived by the system.
Information Field
This field will be derived by the system.
Information Field
This is the adjusted salary based on the Person FTE (except for lecturers who
are based on number of credits taught).
Computation: Adj Mon Sal = Monthly salary multiplied by Person FTE
Information Field
Note:
1.
If the salary does not change on the compensation panel, the step field must be refreshed
(see item 2 below) as well to pull the new salary from the PeopleSoft table. On the Salary
Plan panel, blank the Step field, go to the Compensation Panel, go back to the Salary
Plan panel and re-enter the appropriate number of credits and either hit the save button
or go back to the compensation panel. The salary on the compensation panel should be
refreshed.
Page 65
Of specific interest is the case where the Grade or position number changes but the step
field stays the same (eg., Lecturer A 10 credits and then became Lecturer B 10 credits).
In this case, the position number and grade must be changed (from Lecturer A to Lecturer
B) and the step field must be refreshed (even though it is entering in the same number of
credits).
2.
Refreshing Employee Data with updated Position Data
If data is updated on the Position Panel (eg., APT pay band changed from PBA to PBB),
that data is NOT automatically reflected on the Job Data Panel. In order to obtain the
current data from the Position Panel, go to the Job Data Panel, blank out the position
number, tab out of the position number, retype the position number and tab out of the
position number. This will refresh the employee data with the latest Position data.
Page 66
Job Data - Compensation
Compensation
Rate
Enter the compensation rate based on the appropriate Salary Admin Plan,
Grade, Rate Step and Compensation Frequency fields. For Coaches and
Executive/Managerial, enter the monthly salary. Note that the comp rate for
faculty notated with an asterisk step will be reflected as one dollar. Enter the
correct monthly rate. For late hire lecturers, enter the total amount due for the
remainder of the semester.
APT employee salaries are obtained from a salary schedule which is derived
from the entered Grade and Step fields. Faculty monthly salaries should be
rounded to the nearest whole dollar but their annual salaries DO NOT need to
be divisible by 24. Executive monthly salaries should likewise be rounded to
the nearest whole dollar, but their annual salaries MUST be divisible by 24.
UH Required Field
Comp
Frequency
Required Field
Select the compensation frequency that the employee will be paid.
Default: Monthly. If entering an entire amount for a period, select “Annual”
For casual and overload positions, the hourly and total payment compensation
frequencies may be used. “T” compensation frequency is used when a total
amount of compensation will be paid to the employee after the project is
completed
Compensation Frequency must be appropriately set for the Compensation Rate
Page 67
(eg., do not enter a monthly salary and a comp frequency of annual)
Note: Be aware that the compensation rate may change to zero when updating
the compensation frequency field. To avoid double entry of the compensation
rate, change the compensation frequency, click on another tab at the top, and
then go back and enter the compensation rate.
Required Field
Page 68
Job Data – Compensation
Change
Amount
Adj Mon
Sal
CompaRatio:
Change
Percent
Monthly
Rate
Annual
Rate
The dollar difference from the prior salary is derived by the system.
Information Field
A computed value of monthly salary multiplied by person FTE.
Information Field
Not in use at this time.
The percentage difference from the prior salary is derived by the system.
Information Field
This field will be derived by the system.
Information Field
This field will be derived by the system.
Information Field
Page 69
Job Data - NTE Job
NTE Action Select the appropriate Not To Exceed (NTE) Action. This field is for your own
reference and does not affect processing of the record.
SPL
SL
FTE
FTP
AC
WIK
LM
LPR
LPI
LUN
LSP
LFL
LLW
LPS
LDP
IAA
NCA
RRT
ADT
IER
VIS
APR
Sabb/Prof Improvement Leave
Study Leave
Change in FTE
Change in FTE - Partial LWOP
Account Code
Wages in Kind
LWOP - Military
LWOP - Personal Reasons
LWOP - Prof Improvement
LWOP - Unauthorized Absences
LWOP - Suspension
LWOP - Family Leave
LWOP - Lack of Work
LWOP - No Prorata Summer Pay
LWOP - Depletion of Funds
Interim/Acting Appointment
Non Comp Appointment
Return Rights
Administrative Titles (i.e., Chair)
IER Appointments
VISA
APT Probation Ends
Page 70
Faculty Probation Ends
Temporary Appointment
Differential - 11 months
Differential - High Altitude
Differential - Overseas
Differential - Temporary Assignment
Differential - Hazard
Stipend - Administrative
Stipend - Overtime
Stipend - Temporary Assignment
Level Pay Option
Non Comp Appt
FPR
TA
DII
DHA
DOS
DTA
DHZ
SAD
SOT
STA
LVL
NCA
Examples:
1)
2)
3)
4)
5)
6)
Visa - The employee is a non-U.S. citizen and appropriate immigration
clearance and documents are necessary for extension of appointment.
Interim/Acting Appointment - The employee is in an acting/interim
appointment and a PNF to continue or terminate the appointment must be
processed before the NTE date.
APT Probation Ends - The APT employee is serving a three-year
probationary period, e.g., 01-07-09 to 01-06-12. The date to be entered is
010612.
Stipend/Differential - The employee is receiving a stipend/differential and
a PNF to either continue or terminate the stipend/differential must be
processed before the NTE date.
Temporary Appointment - The employee has a temporary appointment,
e.g., in a federally funded position, and a PNF needs to be processed
before the NTE date.
LWOP, SABB, STUDY, PROFLV - The employee is on LWOP, sabbatical,
professional improvement leave (E/M and APT), or study leave, and a
PNF to return from leave or continue on leave status must be processed
before the NTE date.
If other NTE values are needed, please call the hotline.
NTE Date
Optional Field.
Enter the NTE Date for the action entered. This is for comments only and is
stored in the “NTE Date” field in the HR Datamart. The purpose of this field is to
establish an electronic tickler file of actions to be taken.
Optional Field.
Page 71
Employment Data - Employment Information
Hire Date:
Termination
Date
Last Date
Worked
University
Appointment
Date
The system will display the UH Appointment Date.
Information field
The system will display the termination date once the employee has a
termination action.
Information field
Enter the last day physically at work. The system will default to the separation
date once the employee has a separation action.
Optional Field.
Enter the hire date of current continuous employment with the University of
Hawai‘i. This date is not affected by Leave Without Pay. For example, if the
lecturer was hired last Spring, and rehired the following Fall semester, the date
should reflect the Fall date of hire. Once the date is entered, the years, months,
and days will be calculated by the system.
UH Required Field
Page 72
Employment Data - Employment Information
Service
Comp Date
Enter the employee’s service computation date. Indicates the employee’s
service with the city or state (regardless of agency). This date is adjusted when
the employee goes on Leave Without Pay (LWOP) which is not creditable (only
professional leave without pay is creditable), and is used for service award
purposes only. Full credit is given regardless of the person’s full time equivalent
(FTE).
Rules: If the employee:
 has no prior service in Hawai‘i, i.e., State or County government, enter
the effective date of appointment.
 has prior service, employee must complete UH Form 12, “Employee’s
Claim for Prior Creditable Service.” The department subsequently
calculates and enters the service computation date.
 is a graduate assistant or a non-compensated employee, enter 01-019999.
Exception to the rule:
Incentive Early Retirement (IER) appointment, where the date is the IER
effective date
Once the service comp date is entered, the years, months, and days will be
reflected by the system.
DO NOT automatically enter the UH hire date as the employee may have
previous State or County government service or may have only been employed
at the UH but did not have continuous UH service or may have had noncreditable service (UH Form 12).
Ref:
1. OHR web site/HR Documents/Miscellaneous/ “Creditable State Service for
Service Awards”
2. OHR web site/HR Documents/HR Forms/Service Awards/UH Form 12
Date Last
Increase
Yrs of Cont
Qual Univ
Serv
(YCQUS)
Anniversary
Date
UH Required Field
Enter the date of employee’s last increase.
Optional Field
This field is currently not being updated or used. Once used for total qualified
APT time.
This field is currently not being updated or used. Once used as date of last
continuous appointment as an APT, not affected by periods of LWOP.
Page 73
Employment Data - Employment Information
Tenure Data
To provide a complete tenure history, for every change in the tenure code, a row must be
inserted in the Tenure Data area on the Employment Data/Employment Information panel.
A sample of a complete history would be:
09-01-2007 N/A -- Lecturer
08-21-2008 APR – APT probationary
08-21-2011 AES – APT security
03-01-2014 FNT – Faculty non-tenure track
07-01-2014 FPR – Faculty tenure track
Effective
Date
Enter the effective date of any changes in tenure information located in the
"Tenure Data" block. Insert a row in that block whenever there is a change.
Examples:




APT Prob
End Date
Tenure
Code
New hire effective date of tenure data would be hire date
Transferred APT employee would be date of transfer to start new
probation period, if applicable
Change due to APT employee attaining security would be the day after
the “APT Prob End Date” field with an updated tenure code
Change due to Faculty attaining tenure would be per collective bargaining
agreement
UH Required Field
Enter the probation ending date of the APT employee.
Example: Enter 12-31-12 for an APT whose probationary period is 01-01-09 to
12-31-12.
UH Required Field
Select the employee’s tenure code.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Tenure
Code Table
UH Required Field
Page 74
Employment Data - Employment Information
Year
Enter the year that the employee will end probation or will receive/did receive
tenure/employment security.
Format: CCYY
When the secured APT employee is serving a new probation period (due to
transfer), the tenure year would change to the year the 6-month probation period
would end. When the 6-month probation ends, the tenure year would be
changed back to the year the employee first got secured in the first secured APT
position
UH Required Field
Applicable to Faculty who are Tenured or Probationary Only
Locus of
Tenure
For eligible faculty members, tenure is at the campus level for Community
College and West O‘ahu, division level for the Mānoa and Hilo.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code Listings/Locus
of Tenure Codes
For multiple appointments, these fields are reserved for home base
appointment only. Do not update this field if the appointment that is being
entered is not the home base appointment.
Tenure Line
(Dept)
UH Required Field
Select the corresponding tenure line for Mānoa departments which is defined
as the division, branch, section of the employing agency code. This field
further defines an employee’s locus of tenure to a particular department.
Codes: OHR web site/HR Info Systems/PeopleSoft/Table Code
Listings/Tenure Line Code Table
Probation
Period
Change
Waiver of
Minimum
Qualifications
UH Required Field for Mānoa, Hilo and West O‘ahu. For Community College
departments, this field is blank.
Defaults to no change. If a written request for lengthening or shortening a
faculty member’s probationary period has been approved, select yes.
UH Required field.
Defaults to No. Click on this field if written request for lengthening or
shortening a faculty member’s probation period has been approved.
Optional Field
Page 75
Earnings Distribution – Job Earnings Distribution
Compensation
Rate
Earnings
Distribution
Type
Work Period
Comp Freq
Derived from the JOB DATA/COMPENSATION panel.
Information Field
The system defaults this field to “By Percent”.
Information Field
The system defaults this to “Weekly”
Information Field
The system defaults this to “Monthly”
Information Field
Page 76
Earnings Distribution – Job Earnings Distribution
GL Pay Type
Select the appropriate Pay Type for the employee.
BASER
DFSYR
DIFFE
DIFFH
DIFFO
DIFFS
DIFFT
DIFFZ
EMPIA
LECFE
MAUISC
Base Pay – Regular
Differential - Sch Yr (CS)
Differential – 11-Month
Differential – High Altitude
Differential – Overseas
Differential – Shortage
Differential – Temp Diff Pay
Differential – Hazard
E/M Performance Incentive
Lecturer Fee
Maui Supercomputer
NCOMP
Non Comp
STADM
STATH
STBND
STIGA
STIPS
STOT
STOTH
STTPA
DIFOTH
Stipend – Administrative
Stipend – Athletics
Stipend – Temp Reband (APT)
Stipend – Tmp In-Grd Adj (APT)
Stipend – Special
Stipend – Overtime
Stipend – Other
Stipend – Temp Assignment
Differential – Other (Call OHR)
Ref: Clifford Shinchi email dated: 12/06/13 referencing the following web site:
http://www.hawaii.edu/ohr/downtemp/CompRprtd.pdf
Account Code
Required Field
Enter the appropriate Kuali Financial System (KFS) account code (2 digit
Campus, 7 digit account code) from which the employee will be paid from.
Rules: Enter account code information contiguously (no spaces)
Example:
SW1134182 (No Spaces)
UH Required Field
PeopleSoft account codes are verified with a nightly download of
KFS/Department of Accounting and General Services (DAGS) account codes.
An error message will be displayed if a non-matching KFS account code is
entered.
DAGS Acct
Required Field
Matching 14-digit DAGS account code is displayed
Example:
G12142F0008C48 (No Spaces)
The DAGS acct is obtained from the nightly download of account codes from
KFS
Information Field
Earnings Distribution – Job Earnings Distribution
Distrib%
Enter the percent of the employee’s salary that will be paid from this account
code. The sum of the percentages for each GL pay type listed must total
100.000 percent.
Format:
Numeric
Example:
BASER
050.000
BASER
025.000
BASER
025.000
STADM
100.000
Note: If a stipend is on two account codes, divide the stipend and enter the
Page 77
appropriate percents.
Required Field
Work%
Work Distribution % field was used during collective bargaining salary
reduction period from 11-01-09 to 06-30-13 for APT and 01-01-10 to 06-30-11
for faculty. For those paid by both appropriated and non-appropriated funding
sources, the salaries were adjusted with a decrease occurring on that portion
of the appropriated funding, and the account code percentages were adjusted
to account for the unequal salaries. This caused a distortion of the work effort
distribution. For example:
Prior to reduction: F = 10% G = 90%
Eff date of reduction: F = 10.725 G = 82.275
This created a problem for units which depended on the account distribution to
get work distribution percents. In response to this, the “Work %” field was
created on the Job Earnings Distribution panel in PeopleSoft.
Ref: Steve Yamada email dated 02/29/12 titled “Instruction 2: Processing
03/01/12 Mass Generated PNFs”
NTE Date
Information Field.
Not to Exceed Date. This date is automatically filled for extramural funds. The
NTE date is imported from KFS nightly download. The NTE date can be
changed to a date prior to the KFS NTE date. However, the system will not
allow the NTE date to be changed to a later date. If the incorrect date is
displayed,



Check with your Fiscal Authority to insure that the date is correct in
KFS.
Ensure that the correct account code is being entered
Otherwise contact the HRIS Hotline.
For those records with a blank NTE date, a date may be entered to indicate
end of stipend, etc.
This field is stored in the PSACCT table in the HR Datamart.
UH Required Field for extramural funds.
WORKFORCE DEVELOPMENT - DEGREE HISTORY
Act 134, SLH 2013 requires information on the appointment of UH graduates to UH
Executive/Managerial and Faculty positions. This panel is separate from the highest degree
field in the Update Personal Information panel.
Page 78
Degree
Enter ALL degrees awarded to the Executive/Managerial or Faculty employee
A
B
D
M
Year
Completed
School Code
Associate Degree
Bachelor’s Degree
PhD/Professional Degree
Master’s Degree
Ref: July 15, 2013 email from Steve Yamada; HR ‘Ohana meeting December
10, 2013
Enter year degree was obtained from the University of Hawaii
Optional Field
Enter either UH (if degree obtained from UH) or OTH (if degree not obtained
from UH)
Required Field if Degree data entered
Page 79
Generating the Payroll Notification
Form (PNF)
Page 80
Once all required data has been successfully entered and saved in PeopleSoft, the Payroll
Notification Form can be generated and printed. The data must be suspended in order for the
PNF to be generated. From the menu, select “Generate PNF.”
1.
Enter effective date of the PNF. One PNF per effective date. Date ranges are no longer
valid.
2.
Draft documents are no longer valid with the inception of the ePCS.
Page 81
3.
UH PNF Data 1 panel – Data obtained from home base appointment
In the event that the employee has multiple appointments with different Payroll Numbers,
Warrant Distribution codes, Retirement/FICA, Island, and Bargaining Unit code, these fields can
be updated on the UH PNF Data 1 panel such that the PNF will reflect the correct code. For
example, the panels for an employee with two .25 FTE appointments may reflect BU 67 for each
appointment; however, the combined FTEs makes an employee eligible for union and
FICA/retirement. Enter the updated values on this panel so that the PNF reflects BU 07 and
appropriate FICA/Retirement code.
The Partial field is the Partial Day Pay Code. This field represents what the person is paid if
going on leave for a portion of a day or part-time sabbaticals. Enter a 3 digit number without
decimal points representing the percentage worked. For example, if the employee worked 60%
of the day, enter 750 in the field labeled Partial (6 hours worked/8 hour workday = 75%)
Ref: View examples and appropriate PNF remarks at the OHR web site / HR Info Systems /
PeopleSoft / Systemwide Processing Instructions / Partial LWOP or Part-time Sabbaticals
Page 82
If any changes are made, be sure to save the data. If no remarks are necessary, choose one of
the following options:
a.
b.
c.
Ref:
4.
Hit the “Print PNF” button for a hardcopy print.
Press the “Send PNF to Payroll” and SAVE button to electronically send the PNF
to the Payroll Office and finalize/approve the data.
Press the “Delete” and SAVE button to delete this PNF. This action will delete the
PNF from PeopleSoft, delete any data entered on the UH PNF Data 1 panel and
keep the associated data in suspense.
OHR web site / HR System Info / PeopleSoft / Systemwide Processing Instructions
/ Electronic PNF documentation
UH PNF Data 2 panel
Data can be verified and if no remarks need be added, then the Print PNF button can be
selected.
Page 83
5.
UH PNF Data 3 panel
Enter any necessary remarks then hit the Print PNF. Remarks are important for corrections and
voids, approval by the President, to indicate a time period for leaves, account code changes, etc.
This field explains to Payroll in more detail the purpose of this PNF as well as for your reference.
Text limit for remarks is 216 characters.
NOTE: If there is payment information in the remarks, you need to follow special handling
process (see below). Payment information located in the remarks DOES NOT automatically
update the amount to be paid to the employee.
Only 10 account codes will physically print on the PNF regardless of pay type. More than 10
account codes may be entered into PeopleSoft and all of these account codes will be
electronically transmitted to the Payroll Office. However, only 10 account codes will print on the
PNF. Send to the Payroll Office a hardcopy PNF with all account codes annotated.
Additional Notes on PNF Printing:
Note: Only the first 5 record numbers with active appointments (record number 0, 2, 3, 4, 5) will
print on the PNF.
Page 84
1.
If the PNF prints on two pages then select “VIEW” from the top row of the web browser,
select TEXT SIZE then select “smallest”.
2.
If the top margin is less than the 3/4 inch that is requested by Payroll Office, then go to
FILE then PAGE SETUP, and adjust the top margin to .75 or 1 inch, with the rest of the
margins left at .5 inch.
3.
If headers and footers print on the PNF, go to FILE then PAGE SETUP, and then erase
the information reflected in HEADERS and FOOTERS.
4.
If an error message occurs when attempting to generate a PNF, common causes are a
missing effective date on the tenure information on the Employment Data panel, or an
incorrect formatting of the account code. If data appears to be valid, then contact the
HRIS hotline.
5.
Once the PNF is generated and printed, and signatures are obtained, then return to the
Job Data panel and approve the row, and save.
6.
When printing the PNF for employees, the PNF should print as follows in the FROM/TO
columns (left/right sides) of the PNF:
1.
2.
3.
4.
5.
6.
7.
New employee = right side only
Separation = left side only
LWOP = left side only
Return from LWOP = left and right side
LWOP and Return on the same day = left and right side
Separation while on LWOP = left side only
Changes while on LWOP:
If LOA 686 (Changes While on LWOP-Other) is used = left side only
If DTA or Earnings Distribution or other action that doesn’t affect status is used =
left and right side
8. All other actions = left and right
9. For LWOPs and Separations, the PNF reflects the account code from the day before
the current row. Therefore if the account code is changed effective the date of
LWOP/separation, the account code will be incorrect. The logic behind this is that the
employee is going from a paid to no pay status. To print the correct NTE date on the
PNF, refresh the NTE date of the row before, then generate another PNF.
PNFs REQUIRING SPECIAL HANDLING
View document at OHR web site/HR Info Systems/PeopleSoft/Systemwide Processing
Instructions/Payroll Office – Special Handling PNFs
Page 85
ePNF
(Electronic Payroll Notification
Form)
Ref:
1. OHR web site / HR Info Systems / PeopleSoft / Systemwide Processing Instructions /
Electronic PNF documentation
2. OHR web site / HR Documents / New & General / Presentation Section / Electronic PNF
Page 86
PNF Status
NO ACTION
DELETE
SENT
INVALID
PROCESSED
VOID
Description
PNF still at the department level
PNF was created but not sent to payroll office and can be freely deleted. All
rows associated with this PNF are still suspended
PNF was sent to the Payroll Office for processing (by pressing the “SEND
PNF TO PAYROLL” button and hitting “SAVE”) and waiting in the Payroll
Office electronic in-tray. All rows associated with this PNF are immediately
approved.
PNF was waiting in the Payroll Office electronic in-tray and was NOT marked
“PROCESSED”. The “INVALIDATE” button (with the “SAVE” button) was
pressed. The PNF is removed from the electronic in-tray and the associated
rows will be put back into suspense. Contact Stacy Shigemura to report that a
PNF was invalidated (for online leave purposes) only if there are changes to
the BU, FTE or employee status (eg., LWOP)
PNF was removed from the electronic in-tray and is being processed by the
Payroll staff. The “INVALIDATE” button is removed. If the PNF must be
returned to the department, call the Payroll Office for further instructions.
If a PNF marked “PROCESSED” is returned to the department, the PNF will
be marked “VOID” and the associated rows will be put back into suspense.
Contact Stacy Shigemura to report that a PNF was invalidated (online leave
purposes)
Page 87
Warnings BEFORE Changing Data
after a PNF has been generated
If a Payroll Notification Form (PNF) was generated and sent to and processed by
Payroll:
1.
Do not use the delete row button (MINUS SIGN NEXT TO PLUS SIGN) to delete
a row. Call the HRIS hotline to verify if the delete row button should be used. If
there was no PNF generated for this action, then the row may be deleted.
2.
Do not overwrite existing data to correct wrong data. If there was no PNF
generated for this action, then overwrite the data to make a correction.
WARNING: Deleting and correcting information after a PNF has been processed by
Payroll will lead to errors and cause confusion when trying to resolve
problems.
3.
To update data for an employee AFTER a PNF has been sent and processed by
payroll, call the Payroll Office to verify if the original PNF can be voided by the
Payroll staff.

If the PNF will be voided, then the action(s) on the PNF will be put back into
suspense so that either the row may be deleted or changes made to the data.
After the correct data has been entered, generate a new PNF.
If the PNF will not be voided, insert a row, use the appropriate personal actions/reason to
indicate a correction (example: HIRE-CORRECTION 009 to correct a hire action), enter the
correct data and generate the PNF.
Page 88
Casual & Overload
The processing of casual and overload employees is exactly the same as for regular
BOR employees except for the following examples.
BOR payroll processing
1. Generate PNF – should be generated by
the homebase department
2. PNF Maintenance
Casual/Overload processing
1. Generate Form 6
2. Form 6 - Maintenance
3. Workload Credit (for faculty only on
overload paid on G or S funds)
Ref: OHR web site/HR Information
Systems/ Systemwide Processing
Instructions/ Workload Credit Instructions
4. Payment is done via TAPS (not
PNF/Form 6). Therefore, the salary
stated in PeopleSoft does not have to be
the same as that paid via TAPS. Also, the
account code can be changed in TAPS
and does not have to match the
PeopleSoft account code. However, this
practice may not be good for auditing
purposes.
5.Enter remarks in Job Data – Job
Information rather than in the
maintenance panel
6. Click on the appropriate record number
in the Form 6 Maintenance for the “Send
Form 6 to Payroll” button to appear
Note:
1. When printing the Form 6, if there are multiple record numbers, ensure that the
Form 6 is associated with the employee record number for which the personnel
action/reason was entered on. If not, the Form 6 will not print correctly. In most
cases, there is just one overload record.
2. PeopleSoft will check to ensure that a valid regular (BOR or Civil Service)
appointment exists before an overload appointment can be entered. Likewise,
PeopleSoft will check to ensure that no regular appointments exist before a
casual appointment can be entered.
Ref: OHR web site/HR Documents/Presentations/CURE – PeopleSoft Changes
Page 89
Generate Form 6
Once all required data has been successfully entered and saved in PeopleSoft, the
Form 6 can be generated and printed. The data must be suspended in order for the
Form 6 to be generated. From the menu, select “Generate Form 6.”
Note:
1. Remarks for the Form 6 need to be entered in the Job Data – Job Information
panel in the Job Comment field rather than in the maintenance panel like PNFs.
2. If you forget to enter comments prior to generating the Form 6 AND the Form 6
was not yet sent to Payroll, you can go back to this panel, click on the “Correct
History” button, and enter the appropriate comments. You do not need to
regenerate the Form 6 for it to appear on the Form 6 document.
Generating a Form 6 is similar to generating a PNF.
Page 90
1.
2.
3.
4.
Enter effective date of Form 6 in the textbox
Save
Click the link “F6 Maint” or go back to the main menu and click on Form 6 Maintenance
Search for the employee in Form 6 Maintenance – select the appropriate record number
(see next image)
Page 91
Page 92
Note:
1. The “Send Form 6 to Payroll” button will only appear if when clicking on the appropriate
record number in Form 6 Maintenance.
2. Clicking the “PRINT” button will print a Form 6 with signature blocks. Print a hard copy of
the form and distribute for signatures.
Page 93
Workforce Development – Education




Act 134 Section 131
 New hire Faculty and E/M after 06/30/13
Collect historical data of higher education degrees
Data used for report to the Legislature
Professional Ed. And Training Tab
 Degree – A, B, M, D (click plus sign to insert data for each degree earned)
 Year Completed – Optional
 School Code – OTH, UH
Page 94
Workload Credit
Workload Credit pertains to faculty working in an instructional overload position, and the
overload position is paid on G or S funds.
Note:
Questions regarding Workload Credit should be directed to the Institutional Research and
Analysis Office (IRAO) at iro-mail@lists.hawaii.edu. PeopleSoft inquiries go to the Office
of Human Resources (OHR) at 956-7798.
Page 95
1. Click on “Work Load Credit”
2. Enter the employee’s UH ID (EmplID) or name in the appropriate field and click “Search”
3. Click on the overload record (if the employee has more than one overload appointment,
make sure to select the appropriate record number)
4. Enter Year, Semester, CRN, and Number of Credits in the appropriate text box
Page 96
5. Click “Save”. Note that the course is now listed in the “List of Work Load Credit” below
the entry form
Delete a course from the “List of Work Load Credit”
1. Follow steps 1-6 from the Instructions for Work Load Credit above
2. Select the check box next to the course information under “Check Box to Delete”
3. Click “Save”. Note that the course is now deleted from the “List of Work Load Credit”
Page 97
Change the number of Work Load Credits for a specific course listed under “List of Work Load
Credit”
1. Follow steps 1-5 from the Instructions for Work Load Credit above
2. Enter the Year, Semester, CRN, and the correct number of credits that should be listed in
OV Credits
3. Click “Save”. Note that the number of credits reflect the updated amount in the “List of
Work Load Credits”
Page 98
Supervisor Change
Purpose: To update the supervisor of one or more employees
Preparation:
1. Obtain UH number of new supervisor.
2. If updating an employee with a supervisor who no longer supervises that employee,
determine effective date of last supervision.
G = Generic position number (i.e., 000NCOMP, CASUAL, OVERLOAD, 0004LECA, 0000GA09,
etc.)
NG = Non-generic position number
Procedure
Employee Supervisor
G or NG
G
G or NG
NG
On the “Job Data” panel,
a. Search for employee (not supervisor)
b. Insert a row and enter action/reason Data Change/930
(Supervisor Change) with effective date.
c. Enter supervisor uh number in “Reports To” field
d. Save record
e. Call HRIS hotline (956-7798) to have suspended record
approved.
Supervisor Change Panel – see instructions below
Link to “Supervisor Change” Panel and search for the CURRENT supervisor using one of the
parameters below
Page 99
The results panel should look like the following:
After the “Save” button is clicked:
Employee Supervisor
G
G or NG
NG
G
NG
NG
Job Data panel “Reports To” field will be updated with the
supervisor UH number
Job Data panel “Reports To” field will be updated with the
supervisor UH number and the Position panel will be updated
with a blank “Reports To”
Job Data panel “Reports To” field will be updated with the
supervisor UH number. A row will be inserted on the Position
panel “Reports To” field with action/reason xxx/xxx and the
position panel “Reports To” field will be updated with the
supervisor position number.
The system will automatically insert a row in Job Data with the specified effective date and the
action/reason of Data Change/930 (Supervisor Change). This row will be automatically
approved and therefore will not appear on a PNF.
Page 100
Supervisor no longer current supervisor
If the supervisor no longer supervises the employee, enter the effective date at a point in time of
last supervision.
The default is today’s date. If entering data for current supervisors, this
field does not need to be updated. (Note: this function does not work on future effective dates).
Specific scenarios where the supervisor is the current supervisor
1.
To mass change supervisors (eg., new chair, reorganizations, etc.) for ALL subordinate
employees:
a.
b.
c.
d.
e.
2.
To mass change supervisors (eg., new chair, reorganizations, etc.) for SELECTED
subordinate employees (not ALL):
a.
b.
c.
d.
e.
3.
Review results to ensure that appropriate changes will be made.
Ensure that all employees are checked.
(Note: all employees are unchecked as
a default).
Enter effective date of change. This date will be used to update the job data panel
with the DATA CHANGE/930 reason action. Future dated actions are
permissible.
Enter the UH number of the new supervisor.
Hit Save.
Review results to ensure that appropriate changes will be made.
Ensure that all appropriate employees are checked. You could individually check
off employees or check off all listed employees by using the “Check/Uncheck all”
checkbox to select all employees.
Enter effective date of change. This date will be used to update the job data panel
with the DATA CHANGE/930 reason action. Future dated actions are
permissible.
Enter the UH number of the new supervisor.
Hit Save.
To change a supervisor for a single employee:
a.
b.
c.
d.
e.
Review results to ensure that selected employee is listed.
Search for the single employee and check the appropriate box.
Enter effective date of change. This date will be used to update the job data panel
with the DATA CHANGE/930 reason action. Future dated actions are
permissible.
Enter the UH number of the new supervisor.
Hit Save.
4.
To change a supervisor for a single employee where the supervisor has not been
hired/transferred:
a.
Wait until supervisor is hired/transferred and uh number is available
b.
Go to step 3
5.
If the supervisor and/or employee is not currently in your EAC, contact the HRIS hotline.
Page 101
Timesheet & Payment System
(TAPS)
1. Website: www.hawaii.edu/timesheets
2. For questions/problems relating to TAPS, contact uh-taps-help@lists.hawaii.edu
Ref: OHR web site/HR Documents/Presentations/Timesheet and Payments Systems
(TAPS)
Page 102
PageCenterX
PageCenterX is an electronic document distribution application which automatically distributes a
variety of documents such as mass generated PNFs and HR Reports. Each department is
assigned a mailbox number based on the Fiscal Authority Code.
Website:
https://kfs.hawaii.edu/lrs/webconnect/PRDPCX02?trid=logonx&tridsfx=&css=&srvid=PRDPCX02
&svrlst=&logoff=1
Ref:
1. Documentation: OHR web site / HR Info Systems / PeopleSoft / PageCenterX section
2. Security Form: OHR web site / HR Info Systems / Authorization Forms / KFS-40-OHR: Form –
Authorization for PageCenterX
Page 103
Data Security and Disclosure
1.
Hawai‘i Revised Statutes 92F-12 specifies data which can be disclosed. All other data
items are deemed confidential. However, even if not listed, the final arbiter of
confidentiality is the Office of Information Practices. Call the HRIS hotline for help.
§92F-12 Disclosure required. (a) Any other law to the contrary notwithstanding, each agency
shall make available for public inspection and duplication during regular business hours:
(14) The name, compensation (but only the salary range for employees covered by or
included in chapter 76, and sections 302A-602 to 302A-640, and 302A-701, or bargaining
unit (8)), job title, business address, business telephone number, job description, education
and training background, previous work experience, dates of first and last employment,
position number, type of appointment, service computation date, occupational group or class
code, bargaining unit code, employing agency name and code, department, division, branch,
office, section, unit, and island of employment, of present or former officers or employees of
the agency; provided that this paragraph shall not require the creation of a roster of
employees; and provided further that this paragraph shall not apply to information
regarding present or former employees involved in an undercover capacity in a law
enforcement agency;
2.
HRS 487J - SSN Protection
http://www.capitol.hawaii.gov/hrscurrent/Vol11_Ch0476-0490/HRS0487J/
3.
HRS 487N - Breach Disclosure & Annual Personal Information System Survey
http://www.capitol.hawaii.gov/hrscurrent/Vol11_Ch0476-0490/HRS0487N/
• www.hawaii.edu/its/information/survey
• Login w/ UH username & password
4.
E2.210 - Use and Management of Information Technology Resources
http://www.hawaii.edu/svpa/ep/e2/e2210.pdf
5
UH General Confidentiality Agreement (UH form 92)
http://www.hawaii.edu/ohr/docs/forms/uh92.pdf
Page 104
GRADUATE ASSISTANT BYPASS
Whenenver a transaction is inserted for Graduate Assistants, PeopleSoft will dynamically check
upon pressing the SAVE button with the Student DataMart (also known as ODS – Operational
Data Store) to verify if the Graduate Assistant is eligible to be hired. The Graduate Division will
do post audit on all pertinent PeopleSoft transactions and departments will be contacted should
there be problems.
The following errors may be displayed (updated 04/26/11):

The UH number cannot be found in the Student DataMart. Please contact Graduate
Division (956-8544) for assistance.
The UH number entered may be wrong; the student may be assigned duplicate UH
numbers (see section on UHIMC for further information) or the P/S data was
entered before the student was enrolled.

The graduate assistant is not currently enrolled. Contact Graduate Division (956-8544) for
verification before proceeding.
The UH number was found but the graduate assistant is not enrolled in the current
semester.

The graduate assistant is currently on academic probation. Contact Graduate Division
(956-8544) for verification before proceeding.

Connection to the Student DataMart has failed. Please contact the HRIS hotline (9567798) to report this problem. Ref: OHR web site / HR Info Systems / PeopleSoft / Systemwide Processing Instructions /
Graduate Division PNF Bypass Processing
Page 105
PeopleSoft
Human Resources
Code Tables
Following tables may be found at web site
www.hawaii.edu/ohr
in the HR Info Systems / PeopleSoft / Table Code Listings section
Action/Reason Code Table Explanations
Country Codes
Employing Agency Codes
ERS Codes
Ethnicity Codes
Functional Codes
Grade Codes
Job Codes
Location Codes
Locus of Tenure Codes
Pay Codes
Payroll Numbers
Salary Administration Plan
State Codes
Stipend/Differential Codes
Tenure Code Table
Tenure Line Codes
UOH Codes
Union Codes
Page 106
PeopleSoft
Human Resources
Notes
Page 107
Reminders for entering APT positions in the Position Management panels in PeopleSoft –
Position Information Panel Group
Description Panel

When a new APT position is approved:
o Correct the initial action in Peoplesoft; do NOT insert a row.
o In the ‘Correct History ’ mode:
 Effective Date – change the effective date to be consistent with the PDG – the
effective date can be found on the approval email as well as on the position
description
 Status – change from inactive to active
 NTE Date – ensure that there is a NTE date for temporary positions
 Reason – ensure that the action reason is ‘NEW’
 Location – ensure that the location is filled in; this is where the position is
physically located

When an APT position is rebanded or the functional code changes:
o Insert a row
 Action is entered AFTER it is approved in PDG
 Action reason –
 use ‘JOB’ when only the classification (career group and/or band) has
changed
 use ‘UPD’ when other fields have also changed
 Job Code – enter the career group code which can be found at the OHR web
site / HR Documents / Class/Comp Plans / Administrative, Professional &
Technical (APT) / Classification & Compensation Plan

Functional Code – required

Remarks – may be used to indicate changes in position (i.e., NTE, rebanding from Band
A to B, FTE, using count from abolished pos. no. ____ to convert to permanent status,
etc.)

Reports to – enter on-line leave approver’s position number

For new permanent positions, reference where the position count came from in the
Remarks.
NOTE: When entering the position rebanding action for the employee on the Work Location
panel, insert a new row, change the effective date, and refresh the position data. To refresh the
position data, click in the position number field, blank out the position number, tab out of the
position number field, and re-enter the same position number. By refreshing the position
number, the step will disappear on the Salary Plan panel and the step field will then need to be
re-entered.
Page 108
UH Position Data 4 
BD tp – J1 = permanent position
T1 = budgeted temporary position
N = unbudgeted temporary position
Additional reminders

Insert a row if adding an action; do NOT override an action (goal is to have a history of
position).

Extend the NTE date for temporary positions; otherwise abolish the position.

Do NOT enter position information for civil service and executive positions.
These position actions are done centrally by the Office of Human Resources

Temporary rebanding – do not change job code in PeopleSoft position. For temporary
rebanding, no action is taken on the position panels; however the change to reflect the
stipend must be done on the job data panels.

Permanent rebanding – the job code must be changed in PeopleSoft and a row inserted
on the job data panels to reflect the new band.

If changes were made to the “Department” or “Reports To” on the Position Information
panel, refresh the Work Location panel on the person side of PeopleSoft.
O:\bor\training\ps pos reminders 2011.doc
Page 109
PeopleSoft
Human Resources
Specific Personnel Action/Reason
Situations
Note: This chapter is continuously being revised as situations occur. Updates can be found at
the OHR web site / HR Info Systems / PeopleSoft / Systemwide Processing Instructions
Page 110
1.
Cancel Separation (Voided Termination)
Situation: a lecturer was terminated eff 01-15-2011 but later, the termination was voided using
the Hire-correction 010 (cancel separation) eff 01-16-2011.
Please note that payroll expects one of the following actions eff 01-16-2011:
Employment and pay rate continued
Or
Pay rate change (credit hours changing)
Or
Termination
So for the above situation, besides the Hire-correction 010 action, a second action should have
been included. In this situation, it was an EPRC action.
2.
Correction of a Hire date
Situation 1: corrected date is after the original effective date
Employee had a hire effective 01-13-2011 and the PNF was processed by payroll. The hire
effective date is now 01-14-2011. The effective date should be 01-14-2011 with personal
action/reason of “hire-correction”
Situation 2: corrected dated is before the original effective date
Employee had a hire effective 01-13-2011 and the PNF was processed by payroll. The dept
now wants to correct the date to 01-12-2011.
PeopleSoft won’t allow a hire before an approved row so the user has to delete the original
01/13/2011 hire row and insert a hire-correction row of 01-12-2011.
3.
Temporarily forcing account code printing on PNF for termination record
Situation: Employee terminates on 07/01/xx but account code associated with the 07/01/xx
record is not printing on the PNF.
Solution: Problem is that because it is a separation, the PNF pulls the account code from the
account code record PRIOR to the termination record. Therefore:
1.
2.
3.
Change the account code prior to the termination record to the desired account code
Generate termination PNF that reflects desired account code
Change account code record prior to termination back to the original account code
No PNFs are required for the temporary account code switch as it is only used to force the
proper account code on the termination PNF.
Page 111
4.
Information required when contacting the HRIS hotline when transferring an employee’s
record between EACs
a.
Executive, Faculty or APT
Name
UH number
Effective date
Position Number
b.
Lecturer or Graduate Assistant
Name
UH number
Effective date
Position number (eg., 0000GA09, 0004LECA)
EAC
UH number of supervisor
c.
Casual
Name
UH number
Effective date
EAC
UH number of supervisor
FTE
BU code
Fica Code
Retirement Code
d.
Overload
Name
UH number
Effective date
EAC
UH number of supervisor
BU code
Page 112
PeopleSoft
Human Resources
Exercises
Page 113
PeopleSoft Training April 2014
Exercise 0. Creating a position in PeopleSoft
Exercise 1. Hire an Employee – part time .80 FTE faculty
Exercise 2. Correct the hire action by adding a second account code.
Exercise 3. Add a position – lecturer
Use Position Number
Override Position Data to change the department code
Exercise 4. Delete a position – delete lecturership
Exercise 5. Multiple actions on the same
Collective Bargaining salary adjustment
Change in Tenure Status
Additional Stipend
Change in BOR Title
Exercise 6. Overload – Hire
Exercise 7. Overload – Extension of appointment
Exercise 8. Overload – Termination
Exercise 9. Process a separation action
Exercise 10. Hire as casual
Page 114
Exercise #0: CREATING A POSITION IN PEOPLESOFT
Before an employee can be hired, data concerning the position must be first entered into PeopleSoft. The
position panels are:
Description
Specific Information
Budget and Incumbents
UH Position Data 4
UH Position Data 5
Your department wants to establish a full time 9-month Asst Professor. Information pertaining to the
position is shown below.
On the UH Menu, select Add/Update Position Info, Add a New Value
Description Panel:
Position Number
Effective Date
Status
NTE Date
Reason
Business Unit
Job Code
Union Code
Island Code
Department
Location
Reports To
Refer to your individual exercise sheet
08/01/2013 (will default to today’s date; change)
Active
Your option
NEW (will default to NEW)
UHPSS (will default to UHPSS)
I3M09
07
Of your choice
Refer to your individual exercise sheet.
Of your choice
Refer to your individual exercise sheet.
Specific Information:
Max Headcount
Position FTE
1 (defaults to 1)
1.00
Budget and Incumbents:
Vacancy Com
Of your choice
UH Position Data4
UOH Cd
MOF
BD tp
Account Code
% of Dist
Select from look up table; e.g., 101
A
J1
Enter your own or MA1119122 – will convert to G024 when saved
100
Page 115
Exercise #1: ADDING A NEW EMPLOYEE TO PEOPLESOFT
When a new employee is hired, data pertaining to the employee and the job are entered into
PeopleSoft. For a new hire there is a minimum set of required panels. These panels are:
Personal Data –
Name History
Address history
Personal History
Identity/Diversity
Job Data –
Work Location
Job Information
Payroll
Salary Plan
Compensation
Employment Data
Earnings Distribution
Your department wants to hire a part time 9-month Asst Professor. Information pertaining to the
appointment is shown below.
Get a UH Number from the UH Identity Management Console (UHIMC) (Use UH number on your
individual exercise sheet
Enter personal data on the Personal Data panels
Name History
Type of Name
Effective Date
Name
Address History
Address Type
Effective Date
Status
Address
Phone, Email
Primary
08/01/2013
Of your choice (use upper/lower case); hit refresh name after
entering first, last, middle, suffix
Click on “Edit Address”
Home
08/01/2013
Active
Of your choice (use upper or lower case – will default to upper)
Your option
Personal History
Effective Date
Data Fields
08/01/2013
Of your choice
Identifty/Diversity
Citizenship Status
National ID (SSN)
Data Fields
US Citizen
Refer to your individual exercise sheet.
Of your choice
Page 116
Enter data pertaining to job on the Job Data panels.
Work Location
Effective Date
Action Reason
Appt Per From
Appt Per To
Position Number
Data Fields
Job Information
Person FTE
BU:
08/01/2013
HIRE 009
08/01/2013
07/31/2014
Refer to your individual exercise sheet
Of your choice
.8
07
Payroll
# Federal Exemptions
# State Exemptions
Pay Group
Warrant Distribution
Payroll Number
Retirement code
FICA
1
1
SM
Select your code (use Lookup table)
Enter, based on name
11
H1
Salary Plan
Step
(leave blank)
Compensation
Monthly Rate
4,000
Enter employment data on the Employment Data panels
University Appt Date
Service Comp Date
Tenure Effective Date
Tenure Code
Year
Locus of Tenure
08/01/2013
08/01/2013
08/01/2013
FNT
Blank
N/A
Enter account code on Earnings Distribution panel
GL Pay Type
BASER
Percent
100.000
Account Code
MA1123472 (no spaces)
Save the data by clicking on the save button on the lower left corner.
If there are no errors, this will place the row in suspense status, ready for the generation of the
PNF.
Generate the PNF.
Send PNF to Payroll.
Page 117
Exercise #2: CORRECTING THE HIRE ACTION BY ADDING A SECOND ACCOUNT CODE
Insert a row on the Hire action.
Insert a row and enter effective date and action/reason codes on the Work Location panel.
Effective Date
Action/Reason
08/01/2013
Hire – correction 009
Enter the correct account codes on the Earnings Distribution panel.
GL Pay Type
Pct
BASER
BASER
050.000
050.000
MA1123472 (no spaces)
MA1121342 (no spaces)
Save the data by clicking on the save button on the lower left corner.
If there are no errors, this will place the row in suspense status, ready for the generation of the
PNF.
Generate the PNF.
Send PNF to Payroll.
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Exercise #3: ADD A POSITION (LECTURER)
Assign Additional Job – results in multiple concurrent appointment records. The departments involved
must coordinate closely. While both departments can print the PNF, to avoid confusion or multiple PNFs
going to Payroll, the general rule of thumb is that homebase should normally print the PNF.
Select Assign Additional Job
Employee ID
Employee Record No.
Enter UH Number
System will default to “2”
Notice that the personal data panels are bypassed, because even tho the employee has multiple
appointments, the employee has just one set of personal data panels.
For an additional job, there is a minimum set of required panels. These panels are:
Job Data –
Work Location
Job Information
Payroll
Salary Plan
Compensation
Employment Data
Earnings Distribution
Your department wants to give your employee a lecturership of 3 credits. Information pertaining
to the appointment is shown below.
Work Location panel
Effective Date
Action Reason
Appt Per From
Appt Per To
Position Number
Position Override
Dept Code
09/01/2013
HIRE 200
09/01/2013
01/15/2014
0004LECB
Lecturers will default to 22000000 dept code. Hit position
override button, which will allow you to enter the dept code.
Refer to your individual exercise sheet.
Job Information
Person FTE
BU:
Leave blank. Lecturer FTE will be filled once number of
credits is entered in the step field.
67
# Federal Exemptions
# State Exemptions
Pay Group
Warrant Distribution
Payroll Number
Retirement code
FICA
1
1
Will default to LCT
Select your code (use Lookup table)
F95
N0
K0
Payroll
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Salary Plan
Step
03 (number of credits)
Compensation
Monthly Rate
Check resulting salary
Employment Data panel
Data for this panel is pulled from the homebase record. No not change any data.
Enter account code on Earnings Distribution panel
GL Pay Type
Percent
Account Code
BASER
100.000
MA1121502 (no spaces)
Save the data by clicking on the save button on the lower left corner.
If there are no errors, this will place the row in suspense status, ready for the generation of the
PNF.
Generate the PNF.
Send the PNF to Payroll.
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Exercise #4: DELETE A POSITION
Coordination between the two units must occur.
Search for the employee, record number 2.
Enter the separation action on Work Location panel.
Effective Date
Action Reason
01/16/2014
Termination 201
Save the data by clicking on the save button on the lower left corner.
If there are no errors, this will place the row in suspense status, ready for the generation of the
PNF.
Search for record number 0 by using the “previous in list” button
Effective Date
Action Reason
01/16/2014
Data Change 470
Generate the PNF (coordinate with other unit)
Send PNF to Payroll.
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Exercise #5: MULTIPLE ACTIONS ON THE SAME EFFECTIVE DATE
The employee will have four 08/01/2014 actions:
Collective Bargaining Salary Adjustment (2%)
Change in Tenure status – now becomes probationary
Additional Stipend of $300 as Chair
Change in BOR Title
If entering multiple actions, figure out all changes to be done for all actions, and enter all changes on the
first row.
In this exercise, the following changes will occur:
Salary will increase to 4,080
Tenure status will change to probationary, with tenure locus and line added
The BOR title will change to Asst Professor and Chair
Stipend will be added
Enter the data for the first action
Work Location
Effective Date
Action/Reason
Appt Per From
Appt Per To
BOR Title
08/01/2014
Pay Rate Change 410 (Collective Bargaining Adj)
08/01/2014
07/31/2015
Asst Professor and Chair
Employment Data – Tenure Data
Insert a row.
Effective Date
Tenure Code
Year
Locus of Tenure
Tenure Line
Compensation
Salary
08/01/2014
FPR
2015
Select your college’s locus
Select your department (applicable to UHM only)
4,080
Insert a row on the current account code
GL Pay Type
STADM
Account Code
MA1122322 (no spaces)
Percent
100.000
Amount
300.00
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Enter data for the second action
Work Location
Insert Row.
Effective Date
Action/Reason
08/01/2014
Data Change 940 (Change of Record – Tenure Status)
Enter data for the third action
Work Location
Insert Row.
Effective Date
Action/Reason
08/01/2014
Pay Rate Change 457 (Additional Stipend)
Enter data for the fourth action
Work Location
Insert Row.
Effective Date
Action/Reason
08/01/2014
Data Change 520 (Change in BOR Title)
Generate the PNF.
Send PNF to Payroll.
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Exercise #6: OVERLOAD – HIRE. Hiring in an overload appointment in PeopleSoft is similar to hiring in
a BOR appointment. Note: an employee needs to have an active compensated BOR or Civil Service
record in order to take an overload position. An overload and a casual appointment cannot occur
concurrently.
Search the Multiple Appointment Inquiry.
Check if the employee has an active appointment in record zero (other than NonComp or Casual)
Search for the employee in Job Data, record number 2.
Work Location
Effective Date
02/01/14
Action/Reason
HIRE 009
Appt Per From
02/01/14
Appt Per To
03/01/14
Position #
Overload
Click “Override Position Data” button to edit the department code
Dept Code
Refer to your individual exercise sheet
Job Information
BU
Job Comment
OA (Overload APT)
Type anything you want
Payroll number
FICA Code
FF4
E0
Payroll
Compensation
Frequency
H (Hourly)
Note: when changing the frequency of pay, change the frequency first, click on another tab
(i.e., “Salary Plan”), go back to the Compensation tab and change the rate of pay. If you
do not do this, your compensation will be reset to zero.
Compensation Rate $30
Save data
Generate Form 6
Send Form 6 to Payroll
Page 124
Exercise #7: OVERLOAD – EXTENSION OF APPOINTMENT. Overload and casual appointments are
sent to the Timesheet and Payment System (TAPS) to pay the employee. Extensions of appointment
periods for these two types of appointments are different than extensions for BOR and Civil Service
appointments. TAPS is driven by effective dates and appointment periods, making extension actions
extremely important for overload and casual payments.
Search for the employee in Job Data
Work Location
Effective Date
Action/Reason
Appt Per From
Appt Per To
03/01/14
Data change 470
Important – Do not make any changes to this date
06/30/14
Job Information
Job Comment
Extension of appointment to June 30, 2014.
Save data
Generate Form 6
Send Form 6 to Payroll
Page 125
Exercise #8: OVERLOAD – TERMINATION. Terminating an overload/casual appointment is done
similarly to BOR type employees, except a Form 6 is generated rather than a PNF. The effective date of
termination is the day after the employee’s last day of work.
Search for the employee in Job Data
Work Location
Effective Date
Action/Reason
07/01/14
Termination 800
Save data
Generate Form 6
Send Form 6 to Payroll
Page 126
Exercise #9: PROCESS A SEPARATION ACTION – CLOSE OF BUSINESS OF 08/31/14. (Note that
the day after the close of business date is entered as the effective date. However, when the PNF is
printed, the program will minus one day, and the close of business date will be reflected.)
Insert a row on the Work Location panel.
Enter the separation action.
Effective Date
Action Reason
09/01/2014
Termination 823
Save the data by clicking on the save button on the lower left corner.
If there are no errors, this will place the row in suspense status, ready for the generation of the
PNF.
Generate the PNF
Send PNF to Payroll.
Page 127
Exercise #10: HIRE AS CASUAL.
Search the Multiple Appointment Inquiry.
Check if the employee is eligible to be hired in a casual appointment. All BOR/Civil Service
appointments are or will be terminated on or before date of hire of the casual
appointment.
Search for the employee in Job Data, record number 0
Work location
Effective date
09/15/14
Action/Reason
Hire 009
Appt Per From
09/15/14
Appt Per To
12/14/14
Position Number
Casual
Working Title
Blank it out
Click “Override Position Data” button to edit the department code
Dept Code
Refer to your individual exercise sheet
Sup UH Number
Refer to your individual exercise sheet
Job Information
BU
FTE
CA (Casual APT)
1.0
FICA Code
K0
Payroll
Compensation
Frequency
H (Hourly)
Note: when changing the frequency of pay, change the frequency first, click on another tab
(i.e., “Salary Plan”), go back to the Compensation tab and change the rate of pay. If you
do not do this, your compensation will be reset to zero.
Compensation Rate $30
Save data
Note: a warning message may appear, read carefully before proceeding.
Generate Form 6
Send Form 6 to Payroll
Page 128
Exercise #1
Page 129
Exercise #2
Page 130
Exercise #3
Page 131
Exercise #4
Page 132
Exercise #5
Page 133
Exercise #6
Page 134
Exercise #7
Page 135
Exercise #8
Page 136
Exercise #9
Page 137
Exercise #10
Page 138
Training Manual Update Log
11/23/10
steve- Inserted error messages for Graduate Assistant Bypass process on
processing of GA’s. Inserted new section for ePCS.
12/10/10
steve – inserted about wrong NTE dates being printed on LWOPs and
separation PNFs. Also, beefed up the UHIMC portion. Added chapter on
confidential data.
05/01/11
steve – added PSP definitions to acronyms/definitions page
03/01/12
steve – added new address processing instructions for home and mailing
addresses
05/22/12
Steve – added new processing for position account code field because of
conversion to kuali
02/21/13
steve – updated instructions on using partial day code field
03/03/14
steve – major update to include ePCS and SCOPIS
09/19/14
carole – update uh position data 5 documentation
Steve – added workforce development/educational information
Page 139