Use this window to enter information needed in the Payroll and Personnel modules for your organization's employees. You may or may not be able to access all tabs depending upon the security granted in Tasklist. Please contact your System Administrator for more information.
· If you are licensed for the Personnel or Payroll module, you can access these tabs:
· These additional tabs are available with the Payroll license:
· If you are licensed for Texas State Reporting, you can also access the Texas State tab.
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If an employee???s record locked by a payroll process, you can???t access it from this window. A message will display to let you know what process has the record locked. If you need to unlock the employee???s record before the process is finished, access the Payroll Process Locks window. |
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Notes exist for this student. Click the button to access Notepad. |
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No notes exist for this student. Click the button to access Notepad and add them. |
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FERPA Permissions exist for this student. Click the icon to access the Current Student FERPA Permissions window. |
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FERPA Permissions are not defined for this student. |
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Access the Student Holds window to view hold information. |
The Name tab displays the same information as the Name Entity window's Individual tab, which appears when the Name Option is set to Individual and the View is set to Details.
Use this tab to enter information about the employee including if they are employed full time or part time, if they are currently active or inactive in their position, their pay group, their hire/rehire and start dates, if they are a former employee or student, and if they are a reemployed retiree. Once the required information has been entered, save it before navigating to other tabs on the window.
Assign the employee to a group (and optional Subgroup) to determine the set of employees in which they are included. Several items are affected by the group/subgroup assigned to the employee, particularly in payroll runs
Account numbers used
Check stub messages
Paycheck periods
Sorting of paychecks (sorted by group/subgroup)
Use to identify smaller groups within a Group Code. If you do not need to further break down the group, you must still enter a Subgroup code. Therefore, you may want to adopt a standard of using an asterisk or "All" for these cases. The following are examples of group/subgroup/descriptions:
Group |
Subgroup |
Description |
FAC |
PT |
Part-time Faculty |
FAC |
FT |
Full-time Faculty |
Review or select the address code indicating which address will be used for reporting and other processes.
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If the address code you need is not listed, right-click and select Maintenance Screen to add a new address code. |
This identifies any handicap the employee has, for example, hearing impaired, speech impaired, etc.
This indicates the standing of the employee's health as defined by your organization. The following are examples of this code:
E - Excellent
G - Good
P - Poor
Select the code that indicates the reason why the employee was rehired. Your organization defines these reasons. The following are examples of Rehire Reason codes and descriptions:
Moved - Moved back into area
Educ - Education needed was attained
This code indicates why the person no longer works for your organization. Prompt for your organization's codes. The following are examples of termination reason codes and descriptions:
QT - Quit
FI - Fired
Review or select the work location address code and description, indicating which work address will be used for reporting and other purposes.
Select to indicate whether the employee currently works full-time or part-time at your organization.
This column indicates whether or not the employee is currently working. If they are marked as Inactive, a time card will not be created for the position. Select one of the following choices:
Active: Currently working
Inactive: Currently not working because of a leave of absence, extended leave, etc
Enter the date the employee first began working at your organization.
Enter the date the employee began working full-time at your organization.
Use this date to calculate the employee's number of years of service if there was a period (or periods) of time when they did not work at your organization.
To arrive at this date, start with the Original Hire Date and add the amount of time they were not working at your organization. The system uses this date as their anniversary date if one is specified. Otherwise, the Original Hire Date is used.
Example: If an employee started 1/1/2010 and left for 7 months and 12 days, their Adjusted Service Date would be 7/13/2010.
Enter the date the employee began working again if they were not working for your organization for a period of time.
Enter the date the employee stopped working for your organization.
If the employee is a participant in a pension plan sponsored by your organization, select this checkbox.
If you have received a Federal W-4 Form from the employee indicating their Federal Tax filing status, exemptions, and any additional withholding amount, select this checkbox.
If the employee previously worked at your organization, select this checkbox.
To indicate that all mail is to be stopped for this employee, select this checkbox. When selected, the color of the label changes to red.
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If you want to stop mail to a specific address, access the Addresses tab, select the appropriate address, and select the Stop Mail checkbox. |
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This function is not automated. If you want to exclude mail to this employee, you must also include this column as a criterion in your InfoMaker queries. In other words, the Stop All Mail checkbox must be selected and included in your queries. |
If the employee previously attended your organization as a student, select this checkbox.
If the employee has retired and returned to work, select this checkbox.
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Reporting requirements are often different for persons who have retired and are reemployed. |
Use this tab to enter benefits information for the employee, such as benefits they will receive, any additional withholding information, accrual benefit balances, and any special benefit rates or amounts.
Active and inactive deductions, fringes, and other earnings are divided into separate panels.
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You must have the appropriate permissions to access this tab. For more information, contact your module manager or system administrator. |
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The Benefit Control Rate and Amount are the same for all employees and cannot be updated on this tab. |
Use this tab to review or assign positions to an employee. Positions describe what the employee does at your organization and determine whether or not timecards are generated for the person when doing a pay run. You can select the employee's position, select the position status, type, and start or end dates. In some instances, an employee may hold one or more positions or may have held one position and now holds another.
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A graduate student may have held an adjunct professor's position then later be hired as a full-time professor. You can use this tab to deactivate the adjunct position and add the professor position. |
Since all salary or pay rate information is attached to an employee's position, an employee must have at least one position in order to be paid using the Payroll module.
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The Active Positions panel displays the current positions the employee holds and the Inactive Positions panel displays positions the employee may have once held. |
This code identifies the Position that the employee is filling. Prompt for your organization's valid codes if you have the Personnel module and Org(anization) Positions have been defined. If you do not have the Personnel module, you may want to define codes to organize positions.
The following table details examples of Organization Position codes and descriptions:
Code |
Description |
ADACA |
Academic Admin. Asst. |
ADSTL |
Student Life Admin. Asst. |
ADATL |
Athletics Admin. Asst. |
PRPHY |
Physics Professor |
PRPSY |
Psychology Professor |
PRNUR |
Nursing Professor |
DEAN |
Dean of Faculty |
PREZ |
President |
Official title for the position that appears when an employee is assigned to a position. The title can be printed on the paycheck stub if Payroll is configured to use Position Detail (To do this, select the Check Earnings Detail? option on the Configure Payroll window.).
This checkbox allows you to display active employee position information such as base pay and calendar year-to-date earnings in the CRM Staff Employee Information portlet and allows time entry for the position in the CRM Staff Timecard portlet.
Further describes the position code.
Select the department with which this position is associated.
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If the department you need isn't listed, right-click and select Maintain Definitions to create a new department. |
Select a classification that can be used to group employees assigned to a select organization position. Classifications may be used for sorting InfoMaker reports you create or for separating positions when generating timecards using Payroll.
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If the classification you need isn't listed, right-click and select Maintenance Screen to create a new classification. |
Select the categories in which most employees filling this position will begin. Category codes may be used for sorting InfoMaker reports or separating positions when generating timecards using Payroll.
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If the category you need isn't listed, right-click and select Maintenance Screen to create a new category. |
Select the supervisor for this position.
Select Primary Active, Active, Secondary Active, Separate Timecard Active, or Inactive.
Select hourly, salary, or work-study to indicate if an employee working in this position is paid by an hourly rate, has a salary, or is associated with a work-study program (also a form of hourly work).
Enter or select the dates an employee is starting and ending in this position. This date range determines the payroll run.
If the position ends or begins during the payroll period, then timecards are generated for the position, however, a notification prints on the Timecard Position Exception Report in case you need to adjust the pay.
Select the shift in which employees in this position work.
Select the reason the employee no longer works in this position.
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If the reason you need isn't listed, right-click and select Maintenance Screen to create a new reason. |
Enter the number of full-time equivalent employees necessary to fill this organization position. The number can be in terms of positions or number of hours per year to fill the position.
Select this checkbox for any federally funded position.
Leave/Holiday Eligible Position
When an employee has more than one active position at your school, this checkbox designates which of their active positions is eligible for leave/holiday. This ensures the requested leave time and holiday time are applied to the correct timecard in J1 Web.
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Access the Student Holds window and view hold information. |
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FERPA Permissions exist for this student. Click the icon to access the Current Student FERPA Permissions window. |
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FERPA Permissions are not defined for this student. |
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Information Exists |
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Information Does Not Exist |
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Access the Calendar |
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Unsaved Changes |
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View Panel |
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Close Panel |
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Add State Position Information |
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View and/or Add to Existing State Position Information |
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Add Feedback |
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View and/or Add to Existing Feedback |
1. |
Access one of the following windows: HR Positions via Payroll HR Positions via Personnel HR Employee Master via Payroll HR Employee Master via Personnel |
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2. |
Enter or search for the employee's ID Number.
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3. |
If you are using one of the HR Employee Master windows, click on the Positions tab. |
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4. |
Choose the appropriate panel to enter the position information (active or inactive). |
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5. |
Select Add Row from the right-click or Options menu if necessary. |
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6. |
In the Position Code column, enter the unique code that identifies the position being added to the employee.
Once selected, information about the position automatically appears. You can make updates as needed. |
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7. |
In the Position Title column, enter the official title for the position that appears when an employee is assigned to a position. The title can be printed on the paycheck stub if Payroll is configured to use Position Detail (To do this, select the Check Earnings Detail? option on the Payroll Configuration window.). |
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8. |
Select the Show on Web? checkbox if you want to display active employee position information such as base pay and calendar year-to-date earnings in the CRM Staff Employee Information portlet and allow time entry for the position in the CRM Staff Timecard portlet. |
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9. |
In the Position Description column, enter a description of the Position Code. |
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10. |
From the Department drop-down options, review or select what department within your organization is associated with the position.
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11. |
From the Classification drop-down options, review or select a classification under which this position falls. This classification can be used to sort reports or separate positions when generating timecards in Payroll. If the classification you need isn't listed:
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12. |
From the Category 1 and Category 2 drop-down options, review or select the category in which most employees filling this position will begin. These codes can be used to sort reports or separate positions when generating timecards in Payroll. If the category you need isn't listed:
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13. |
From the Supervisor drop-down options, select the supervisor for this position. |
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14. |
From the Status drop-down options, review or select the current status of the position. |
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15. |
From the Type drop-down options, review or select Hourly, Workstudy, or Salary. If you select Workstudy: The Fund Code drop-down option appears. Review or select the funds which support this work study job. The Workstudy Department drop-down option appears. Review or select the department in which this work study job resides. |
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16. |
In the Start Date and End Date columns, enter or select the dates an employee is starting and ending in this position, as applicable. This date range determines the payroll run.
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17. |
From the Shift drop-down options, review or select the shift in which employees in this position work. |
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18. |
From the Termination Reason drop-down options, select the reason the employee no longer works in this position.
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19. |
In the FTE column, review or enter the number of full-time equivalent employees necessary to fill this organization position. The number can be in terms of positions or number of hours per year to fill the position. |
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20. |
Select the Federally Funded checkbox if the position receives federal funding. |
Activate an Employee's Position
1. |
Access one of the following windows: HR Positions via Payroll HR Positions via Personnel HR Employee Master via Payroll HR Employee Master via Personnel |
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2. |
Enter or search for the employee's ID Number.
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3. |
If you are using one of the HR Employee Master windows, click on the Positions tab. |
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4. |
Locate the position you want to activate. |
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5. |
Update the Status drop-down list to "Active." |
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6. |
Save. |
Deactivate an Employee's Position
1. |
Access one of the following windows: HR Positions via Payroll HR Positions via Personnel HR Employee Master via Payroll HR Employee Master via Personnel |
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2. |
Enter or search for the employee's ID Number.
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3. |
If you are using one of the HR Employee Master windows, click on the Positions tab. |
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4. |
Locate the position you want to deactivate. |
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5. |
Update the Status drop-down list to "Inactive." |
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6. |
Save. |
1. |
Access one of the following windows: HR Positions via Payroll HR Positions via Personnel HR Employee Master via Payroll HR Employee Master via Personnel |
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2. |
Enter or search for the employee's ID Number.
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3. |
If you are using one of the HR Employee Master windows, click on the Positions tab. |
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4. |
Select the position you want to delete. |
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5. |
Select Delete Row from the Options or right-click menu. |
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6. |
Save. |
Enter an Employee's Texas State Position Information (Texas only)
1. |
Access one of the following windows: HR Positions via Payroll HR Positions via Personnel HR Employee Master via Payroll HR Employee Master via Personnel |
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2. |
Enter or search for the employee's ID Number.
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3. |
If you are using one of the HR Employee Master windows, click on the Positions tab. |
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4. |
Locate the position to which you want to add Texas State position information. |
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5. |
Click the Texas State position
information icon ( |
| 1. | Click the Add
Feedback 
icon. The Review/Add Comments
and Attachments window appears. |
| 2. | To add a comment, enter it in the Comment box and click the Add button. |
| 3. | To add an attachment, click the Add Attachment button. The Select the File to Attach window appears. Locate the file, select it, and click the Open button. The file appears as an attachment. |
| 4. | To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button. |
| 1. | Click the Review
Feedback 
icon. The Review/Add Comments
and Attachments window appears automatically displaying
any existing comments and attachments. |
| 2. | To view an attachment, click on the attachment name hyperlink. The attachment opens. |
| 3. | To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button. |
Use this tab to enter professional affiliations and educational achievements of the employee. If you do not have the Personnel module, no columns are available.
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This tab also appears on the Faculty Information window in the Registration module and the Biographical Data window in the Development module. |
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To
review and/or add actions, action lists, events, and notes
related to the employee, click the Communications
Management icon |
Education Panel
Enter or select the name of the organization where the employee received the education.
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To search for an education provider, right-click and select Advanced Search. If an employee's education provider does not exist within J1 Desktop, education provider information can be entered without entering an ID Number. |
Click the
Add Feedback
icon to add feedback.
Click the
View Feedback
icon to review existing feedback and add feedback.
Select or review the country where the employee received the education.
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If the employee's country of education isn't listed, right-click and select Maintenance Screen to add a new country for where the education was received. |
Enter or review the address where the employee received the education.
Select or review the type of education the employee received.
Select or review the type of education the employee received.
Enter a brief description of the education type or received.
If this is the employee's highest earned degree or certification, select this checkbox.
Enter or review the major field of study (if applicable).
Enter or review the minor field of study (if applicable).
If this is the highest attainable degree in the area of study, select this checkbox.
Enter or review the number of years it took the employee to complete the education.
Enter or review the date when the employee completed the education.
Select this checkbox if the employee graduated and/or completed the education received.
If the employee received special recognition for unusual academic achievement, select the honors code/description from the drop-down list.
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If the honor you need is not listed, right-click and select Maintain Definitions to add a new option to the drop-down list. You may need to consult with Registration staff first, since they also use these options. |
Select the type of certificate or degree from the drop-down list, which contains the codes/descriptions defined by your state for state reporting.
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If the type of certificate or degree is not listed, right-click and select Maintain Definitions to add a new option to the drop-down list. |
Enter or review an applicable license number the employee received.
Enter, select, or review when the license earned expires.
Affiliations Panel
Enter or review the name of the organization to which the employee belongs.
Enter or review the dates indicating when the employee joined and/or ended their association with the organization.
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Information Exists |
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Information Does Not Exist |
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View Transcript History |
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Access the Calendar |
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Unsaved Changes |
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View Panel |
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Close Panel |
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Add Feedback |
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View and/or Add to Existing Feedback |
| 1. | Click the Add
Feedback
icon. The Review/Add Comments
and Attachments window appears. |
| 2. | To add a comment, enter it in the Comment box and click the Add button. |
| 3. | To add an attachment, click the Add Attachment button. The Select the File to Attach window appears. Locate the file, select it, and click the Open button. The file appears as an attachment. |
| 4. | To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button. |
| 1. | Click the Review
Feedback
icon. The Review/Add Comments
and Attachments window appears automatically displaying
any existing comments and attachments. |
| 2. | To view an attachment, click on the attachment name hyperlink. The attachment opens. |
| 3. | To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button. |
Enter or Update an Employee's Education
| 1. | Access the HR Employee Master via Personnel or HR Employee Master via Payroll window. | ||||||||||
| 2. | Use the ID Number column to
locate the employee being updated.
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| 3. | Access the Achievements tab. | ||||||||||
| 4. | Access the Education panel. | ||||||||||
| 5. | If the employee's current or previous education experience
provider currently exists within J1 Desktop, enter or select
the ID Number.
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| 6. | To
view and/or enter feedback regarding the employee's education:
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| 7. | In the Name column, enter the name of the provider where the employee received the education. | ||||||||||
| 8. | From the Country
drop-down options, select the country where the employee received
the education.
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| 9. | Use the address columns to enter the where the employee received the education. | ||||||||||
| 10. | From the Education
Type drop-down options,
select a description of the education the employee received.
For example, trade school, conference, university, etc.
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| 11. | From the Education
Received drop-down options, select the type of education
the employee received. For example, a bachelors degree, a
certification, etc.
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| 12. | In the Description column, enter any additional information about the education received. | ||||||||||
| 13. | If this is the employee's highest earned degree or certification, select the Highest Earned Cert/Degree? checkbox. | ||||||||||
| 14. | In the Major columns, enter the employee's major field(s) of study. | ||||||||||
| 15. | In the Minor columns, enter the employee's minor field(s) of study. | ||||||||||
| 16. | In the Years Completed column, enter the number of years it took the employee to achieve the education. | ||||||||||
| 17. | In the Completed When column, enter the date the employee completed the education. | ||||||||||
| 18. | If the employee completed a graduating program, select the Graduated? checkbox. | ||||||||||
| 19. | If the employee completed
the graduating program with special academic achievement,
select the Honors
code/description from the drop-down list.
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| 20. | Select the type of certificate
or degree from the Cert/Degree
State Type drop-down list, which contains the codes/descriptions
defined by your state for state reporting.
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| 21. | In the License # column, enter any applicable license number the employee earned. | ||||||||||
| 22. | From the Date Expires options, enter or select the date when the license earned expires. | ||||||||||
| 23. | If this is the highest attainable degree in the area of study, select the Terminal Degree checkbox. | ||||||||||
| 24. | To include additional education, right-click and select Add Row. A new row appears. Repeat this task. | ||||||||||
| 25. | Click the Save button. |
Enter or Update an Employee's Affiliations
| 1. | Access the HR Employee Master via Personnel or HR Employee via Payroll window. | ||||||||||
| 2. | Use the ID Number column to
locate the employee being updated.
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| 3. | Access the Achievements tab. | ||||||||||
| 4. | Access the Affiliations panel. | ||||||||||
| 5. | In the Affiliation column, enter the name of the affiliation. | ||||||||||
| 6. | To view and/or enter feedback
regarding the employee's affiliation:
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| 7. | From the From and To options, enter or select the dates the employee was associated with this affiliation. | ||||||||||
| 8. | To include additional affiliations, right-click and select Add Row. A new row appears. Repeat steps 5 - 7. | ||||||||||
| 9. | Click the Save button. |
This tab appears only if your organization is licensed for Texas State Reporting.
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To make selections on this tab, the Reemployed Retiree checkbox on the Header tab must first be selected. In addition, on the Texas State tab you must select the TRS Reemployed Retiree? checkbox before selecting or editing any other fields on this tab. |
To indicate the employee is a reemployed retiree participating in the Teacher Retirement System of Texas, select this checkbox.
To indicate this reemployed retiree is disabled, select this checkbox.
To indicate that a pension surcharge is required for this reemployed retiree, select this check box.
Select the TRS defined Position Code for the position in which the reemployed retiree works.
Review or select the type of retired employment for this reemployed retiree.
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If the type you need is not listed, you can select Maintain Definitions from the right-click menu to create a new retired employment type. |
Review or select the type of retired full-time employment for this reemployed retiree.
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This drop-down list is applicable (and editable) only if you selected Full time (F) from the Retired Employment Type drop-down list. |
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If the type you need is not listed, you can select Maintain Definitions from the right-click menu to create a new retired full-time employment type. |
Review or enter the employee's retirement date as reported to the Teacher Retirement System of Texas.
Indicate an
Employee is a TRS Reemployed Retiree (Texas Only)
| 1. | Access the HR Employee Master (via Personnel or Payroll) window. | ||||
| 2. | Enter or search for
the employee's ID.
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| 3. | On the Header
tab, select the Reemployed
Retiree checkbox.
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| 4. | On the Texas
State tab, select the TRS
Reemployed Retiree? checkbox.
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| 5. | If the employee is disabled, select the Disability Retiree? checkbox. | ||||
| 6. | If a pension surcharge is required for this employee, select the Pension Surcharge Required? checkbox. | ||||
| 7. | Select the TRS defined Position Code for the position in which the reemployed retiree works. | ||||
| 8.
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Select the type of
retired employment this employee performs from the
Retired Employment
Type drop-down list.
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| 9.
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If applicable, select
the type of retired full-time employment this employee
performs from the Retired
FT Employment Type drop-down list.
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| 10. | Enter the employee's retirement date as reported to the Teacher Retirement System of Texas in the TRS Retirement Date column. | ||||
| 11. | Save. |
Use this tab to enter affordable care information for the employee, such as when they received Affordable Care Act (ACA) coverage, the type of coverage received, and any dependents that received coverage. Information entered here is included in the Form 1095-C. This form is still being formalized and information entered here may need to be updated. Check the IRS regulations to keep updated: http://www.irs.gov/pub/irs-dft/i109495c--dft.pdf.
ColumnsUse this field to enter the year for which the employee was covered under the ACA.
For 2015, this checkbox will be automatically selected for any employee whose gross pay for the 2015 calendar year is greater than zero (0). You will need to deselect the checkbox for anyone who is not considered a full-time employee (works less than 30 hours per week).
This checkbox will be used to retrieve employees during the Generate 1095-C???s process since only full-time employees are required to get a 1095-C (unless your school is a member of an aggregated applicable large employer [ALE] group that sponsors self-insured health coverage, in which case your school must file a 1095-C for all employees, regardless of whether the employee is a full-time employee for any month of the calendar year).
Use this drop-down pick list to select the employee's ACA coverage for an entire year. If an employee was covered under different plans over the course of the year, you can select them individually from the Offer of Coverage Months drop-downs for each month.
Use these drop-down pick-lists to distinguish the different ACA coverage plans an employee had for each month over the course of a year.
Safe harbors determine whether an employer???s coverage satisfies the ACA afford-ability test. Use this drop-down pick list to select the employee's safe harbor coverage for an entire year. If an employee was covered under different plans over the course of the year, you can select them individually from the Safe Harbor Months drop-downs for each month.
Use these drop-down pick-lists to distinguish the different ACA safe harbor coverage an employee had for each month over the course of a year.
Covered Individuals
ID
Number, Last, First, Middle Name, SSN, and Birth Date
These fields automatically display the ID number, name, social security number, and birth date of any of the employee's dependents. Dependents not in the system can be entered by adding a row.
Use these checkboxes to select coverage by month for an employee's dependent.
How To
Enter Affordable Care Information for an Employee
1. |
Access the HR Employee Master (via Personnel or Payroll) window. |
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2. |
Enter or search for the employee's ID.
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3. |
Select the Affordable Care tab. |
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4. |
In the Calendar Year field, enter the year for which the employee was covered under the ACA. |
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5. |
Select the Full-Time Eligible Employee checkbox if the employee is considered a full-time employee. |
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6. |
From the Year Coverage Code drop-down pick list, select the employee's ACA coverage for an entire year. The Offer of Coverage Months fields automatically display the selected year coverage code.
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7. |
From the Year Safe Harbor Code drop-down pick list, select the employee's safe harbor coverage for an entire year. The Safe Harbor Months fields automatically display the selected year coverage code.
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8. |
In the ID Number, Last, First, Middle Name, SSN, and Birth Date, review the identification information for each dependent covered under the employee (auto displayed? or the user enters?) |
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9. |
To add a dependent: Click
the In the ID Number, Last, First, Middle Name, SSN, and Birth Date fields, enter the identification information dependent being added for coverage.
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10. |
To
remove a dependent, click the |
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11. |
For a dependent covered for the entire year, select the Covered all 12 Months checkbox. If a dependent was only covered for a part of the year, select the checkbox(es) for the months covered. |
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12. |
If the dependent is covered, select the Is Covered? check box. This checkbox is used for dependents that were initially covered, but can no longer be covered. For example, when a dependent reaches 26 years old, they can no longer be covered. |
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13. |
Save. |
Copy ACA Data from
One Year to Another
1. |
Access the Create New Year Employee Affordable Care Records window. |
2. |
From the Calendar Year to Copy ACA Data From drop-down list, select the year from which you want to copy employee ACA data. |
3. |
From the Calendar Year to Create New ACA Data Records drop-down list, select the year for which you are creating the new employee ACA data. |
4. |
To customize the predefined query in InfoMaker, click the Customize button. |
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The standard query copies all employees, as long as they have not been terminated, from the selected year and creates new ACA records for the new year. |
5. |
From the Query drop-down list, select the query. |
6. |
Click OK. The data is copied into the Affordable Care tab on the HR Employee Master (via Payroll or Personnel) window. If there are no employee records found for the selected Copy year, a "No matching records found" message appears. |
1. |
Access the HR Employee Master (via Personnel or Payroll) window. |
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2. |
Enter or search for the employee's ID.
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3. |
Select the Affordable Care tab. |
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4. |
From
the Covered Individuals section, click the |
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5. |
In the ID Number, Last, First, Middle Name, SSN, and Birth Date fields, enter the identification information dependent being added for coverage.
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6. |
For a dependent that will be covered for the entire year, select the Covered all 12 Months checkbox. If the dependent will only be covered for a part of the year, select the check box(es) for the months to be covered. |
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7. |
If the dependent is covered, select the Is Covered? checkbox. |
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8. |
Save. |
1. |
Access the HR Employee Master (via Personnel or Payroll) window. |
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2. |
Enter or search for the employee's ID.
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3. |
Select the Affordable Care tab. |
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4. |
From the Covered Individuals section, select the dependent to be removed. |
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5. |
Click
the |
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6. |
Save. |
Use this tab to verify, edit, or add information about staff members
for the Oklahoma UDS Professional Staff Report. Hover over the information
icons for information on each column.
These fields need to be updated for each year's report.
This tab appears in several windows. Use the Faculty Information window for faculty, and use either the HR Employee Master via Payroll window or the HR Employee Master via Personnel window for staff who are not faculty. The information is saved to the same place in the database no matter which window you use so you can edit or view it in any of the windows.
Select a J1 Year from this drop-down list.
The UDS
Year then automatically populates based on the mapping in the
Institutional Reporting Definitions window. Hover over the information icon for mapping guidance.
Values in the drop-down list are defined in the State Administrative Title Definition window.
The values are mapped on the Institutional Reporting Definitions window.
Report field: Manpower Resource Category
Values in the drop-down list are defined in the State Manpower Resource Category Definition window. The value you enter is mapped on the Institutional Reporting Definitions window, and then translated during data collection.
Report field: Professional Staff Member's Months of Employment
Enter the number of months the employee was employed in the academic year (Summer, Fall, Spring) to earn the total salary for the fiscal year.
For the Professional Staff Member???s Tenure Status report field. Select the status for the selected academic year. Define the values in the drop-down list by right-clicking and selecting Maintenance Screen. The values are mapped on the Institutional Reporting Definitions window.
Select the rank for the selected academic year. Define the values in the drop-down list by right-clicking and selecting Maintenance Screen. The values are mapped on the Institutional Reporting Definitions window.
Report field: Professional Staff Member's Total FTE
Enter a whole number 0 to 100.
Report field: Contract FTE ??? Fall Only
Enter a whole number 0 to 100.
Report field: Length of Basic Contract Period
Enter the number of months in the employee's basic contract.
Report field: Month and Year of Last Promotion
Enter the date of the most recent promotion as of the selected academic year.
Position Category Prior to Promotion
Report field: Promotions Data
Enter the employee's position prior to the most recent promotion.
The values are mapped on the Institutional Reporting Definitions window, and then translated during data collection.
Not needed if the employee is not faculty.
Not needed if the employee is not faculty.
Years Prof Admin Instr Experience Higher Ed
Report field: Years of Experience in Professional, Administrative, or Instructional Position in Higher Education
Round to the nearest full year, as of the end of the reporting year, so it should always be at least 1.
Years Experience This Institution
Report field: Years of Experience in Professional, Administrative, or Instructional Position at this Institution
Round to the nearest full year, as of the end of the reporting year, so it should always be at least 1.
Report field: Professional Staff Member's Total Salary for Fiscal Year
Total salary paid to the staff member for the entire fiscal year, regardless of source, and including salary for classes taught on an overload basis, additional income received for correspondence or extension classes, and yearly bonuses. Do not include benefits.
Uses the Salary Data Access format mask to hide if needed.
Mapped on the Institutional Reporting Definitions window | OK Oklahoma UDS Reports | Oklahoma Public | OK UDS Professional Staff | Donated Services, and then translated during data collection.
Report field: Percent of Salary (Total) from E & G Budget
This is the percent of the fiscal year salary that comes from E & G Budget Part I.
The status in effect during the academic year being reported.
Mapped on the Institutional Reporting Definitions window | OK Oklahoma UDS Reports | Oklahoma Public | OK UDS Professional Staff | Appointment Status, and then translated during data collection.
Report field: Percent of Salary Chargeable to Contract Salary Only
Use a whole number from 0 to 100 for the percentage of the salary because of the basic contract. Do not include these:
Report field: Percent of Salary Chargeable to Instruction (Courses Taught)
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Instruction Associated Directly with Courses Taught.
Report field: Percent of Salary Chargeable to Instruction (Other)
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Instruction Other Than for Courses Taught.
Report field: Percent of Salary Chargeable to Organized Research
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Organized Research.
Report field: Percent of Salary Chargeable to Sponsored Research
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Sponsored Research.
Report field: Percent of Salary Chargeable to Other Sponsored Programs
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Other Sponsored Programs.
Report field: Percent of Salary Chargeable to Extension and Public Service
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Extension and Public Service. This includes extension and correspondence courses.
Report field: Percent of Salary Chargeable to Administration
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Administration.
Report field: Percent of Salary Chargeable to Prof. Other
Use a whole number from 0 to 100 for the percentage of the salary chargeable to Professional Other.
Report field: Month and Year of Last Hiring
Enter the most recent date of hiring or rehiring.
Report field: New Hire, Full- or Part-Time
Mapped on the Institutional Reporting Definitions window | OK Oklahoma UDS Reports | Oklahoma Public | OK UDS Professional Staff | Full or Part Time, and then translated during data collection.
Reemployed Retiree Academic Rank
Academic rank during the selected year if the member was previously retired and then rehired.
Mapped on the Institutional Reporting Definitions window, and then translated during data collection.
Report field: Month and Year of Last Leaving
Enter the most recent effective termination date.
Report field: New Hire, Full- or Part-Time
Enter the status at the time of termination.
Mapped on the Institutional Reporting Definitions window | OK Oklahoma UDS Reports | Oklahoma Public | OK UDS Professional Staff | Full or Part Time, and then translated during data collection.
Report field: Reason for Leaving
Mapped on the Institutional Reporting Definitions window | OK Oklahoma UDS Reports | Oklahoma Public | OK UDS Professional Staff | Reason for Leaving, and then translated during data collection.
icon. The 
button. A new row appears.
button.
The dependent is removed.