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Employee Anniversary

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(Employee Menu)

Description: A list of employees that includes their anniversary date (adjusted service date).

Filters:

  • Employee ID
  • Job Status
  • Employee Class
  • Division/College
  • Home Organization
  • Adjusted Service Month (Anniversary)
  • Adjusted Service Date (Anniversary)
  • Deceased Indicator

Columns:

  • Employee ID
  • Name
  • Last Name
  • First Name
  • Preferred First name
  • Status
  • Employee Class
  • Employee Class Description
  • Division
  • Division Description
  • Home Organization
  • Home Organization Description
  • Adjusted Service
  • *Gender
  • Deceased Indicator

Columns identified with an asterisk are restricted data elements.

Hyperlinks:

  • Employee ID links to the Employee Detail report

Created by: Millennium, September 2010

New Hires

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(Employee Menu)

Description: A list of active employees with an active job(s).

Filters:

Columns:

  • Employee ID
  • Name
  • Last Name
  • First Name
  • Preferred First Name
  • Status
  • Employee Class
  • Job Class
  • Employee Class Description
  • Original Hire Date
  • Current Hire Date
  • Division
  • Division Description
  • Home Organization
  • Home Organization Description
  • Bargaining Unit
  • Bargaining Unit Description
  • Position
  • Suffix
  • Job Title
  • *Gender

Filters or Columns identified with an asterisk are restricted data elements.

Hyperlinks:

  • Employee ID links to the Employee Detail report

Created by: Millennium, September 2010

Employee Contact Information

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(Employee Menu)

Description: A list of employees, active and terminated, and their office contact information.

Filters:

  • Address Type
  • Employee ID
  • Status
  • Employee Group
  • Employee Class
  • Division/College
  • Home Organization
  • Bargaining Unit
  • Deceased Indicator

Columns:

  • Employee ID
  • Last Name
  • First Name
  • Preferred First name
  • Professional Name
  • Employee Class
  • Employee Class Description
  • Employee Group
  • Employee Group Description
  • Division, Division Description
  • Home Organization
  • Home Organization Description
  • Bargaining Unit
  • Bargaining Unit Description
  • Address Type
  • Address
  • Address 2
  • Address 3
  • City
  • County
  • State
  • Zip Code
  • Nation
  • Email
  • Phone Number
  • Add. Type
  • Seq
  • Source
  • Deceased Indicator

Hyperlinks:

  • Employee ID links to the Employee Detail report

Created by: Millennium, September 2010

Employee Details

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(Employee Menu)

Description: Information for a specific employee. This is also the report that is linked to (drill-down) from many of the other reports.

Filters: Employee ID

Columns:

  • Name
  • Employee ID
  • Date of Birth*
  • Gender*
  • Employee Class
  • Home Organization
  • Employee Group Code
  • First Hire Date
  • Current Hire Date
  • Seniority Date
  • Service Date
  • Address Type
  • Address
  • City
  • Zip Code
  • Phone Number
  • Email Code
  • Email Address
  • Bargaining Unit
  • Bargaining Unit Description
  • Bargaining Unit Relationship Code
  • Bargaining Unit Relationship Description
  • Seniority, End Date
  • Position
  • Suffix
  • Status
  • Description
  • Annual Salary
  • Employee Code
  • Job Class
  • Begin Date
  • End Date
  • Salary Grade
  • Class
  • Job Appointment Percent
  • Job FTE

Created by: Millennium, September 2010

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Address Type

  • EM – External mailing address for off-campus employees
  • OF – WWU Office address.  Includes department name and mail stop.
  • W2 – Address to which the employee’s W2 is mailed.  This is restricted data.

Adjusted Service Date

  • Permanent Classified Staff – This date will match Current Hire date unless:
    • An employee has had prior state service with NO break in service and/or
    • The employee has leave without pay that exceeds more than 10 working days in a calendar month, excluding cyclic leave and approved workers comp up to 6 months.
  • All Others – This date will match the Current Hire date.
  • This date drives the accrual rates for classified staff and serves as the anniversary date for all permanent employee classes except faculty.

Budget Type (Position Definition Form)

  • P – Permanent
  • T – Temporary
  • C – Casual
  • N – None

Budget Type (Position Budget Form)

  • Single
  • Pooled

Classified Staff

  • Western Classified Staff positions are non-faculty positions governed by a labor contract that specifies the terms and conditions of employment.  A Classified Staff member is an employee who provides support services for the efficient and effective operation of Western in areas that include office-clerical, custodial, maintenance, operations, campus police, information technology, procurement, fiscal, and engineering.
  • Includes the C1, C2 and C3employee classes

Current Hire Date

  • Permanent Employees – The date employee began most current permanent employment with Western.  This date will match the Original Hire date except for when:
    • The employee worked previously for Western, terminated, and then rehired, by which the current hire date will become the re-hire date, and/or
    • The employee began as a temporary employee and then became a permanent employee by which the date of hire in the permanent position will become the current hire date.
  • Temporary Employees – The date employee began most current temporary employment with Western.  This date will match the Original Hire date except for when the employee worked previously for Western, terminated, and then rehired, by which the current hire date will become the re-hire date.

Employee Class (employee, job, position)

  • C1 – Classified Staff; Permanent, Full-Time, Salaried
  • C2 – Classified Staff; Permanent, Part-Time, Salaried
  • C3 – Classified Staff; Temporary, Hourly
  • E1 – Professional Staff; Permanent, Full-Time, Salaried
  • E2 – Professional Staff; Permanent, Part-Time, Salaried
  • E3 – Professional Staff; Temporary, Hourly
  • E4 – Professional Staff; Temporary, Salaried
  • E5 – Executive Officer
  • F1 – Faculty Permanent, Full-Time 9-10 month, Salaried
  • F2 – Faculty Permanent, Part-Time 9-10 month, Salaried
  • F3 – Faculty Temporary, Part-Time, Salaried
  • F4 – Faculty Temporary, Part-Time, Hourly
  • L1 – Librarian; Permanent, Full-Time, Salaried
  • L2 – Librarian; Permanent, Part-Time, Salaried
  • L3 – Librarian; Temporary, Part-Time, Salaried
  • M1 – Americorps
  • N1 – Non Employee
  • R1 – Supplemental Retirees
  • S1 – Student Hourly
  • S2 – Student Salaried
  • S3 – Graduate TAs & RAs, Salaried
  • S4 – Graduate Research Assistant
  • S5 – Work Study Student, Hourly

Employee class is the class associated with an individual's employee record.  Job class is the class that is associated with a job. Position employee class is the class associated with a position record.

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Executive Officer

  • Executive Officers include the President, Provost, Vice Presidents, Vice Provosts, College Deans, Associate/Assistant Vice Presidents, and Senior Executive Assistant to the President.

 

  • Includes the E5 employee class

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Faculty

  • Faculty employees perform academic duties in the areas of teaching, research, and service. Position titles include Professor, Instructor, and Visiting Faculty.

 

  • Includes the F1, F2, F3 and F4 employee classes.

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First Work Date

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FLSA Exempt Indicator

Checked or "Y" indicates the position is exempt from overtime.

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FLSA Exemption Reason

  • AA – Administrative Exemption
  • CP – Creative Professional
  • CR – Computer Related Occupations
  • EX – Executive Exemption
  • LP – Learned Professional
  • NE – Non-Exempt
  • RD – Resident Director
  • TR – Teacher/Highly Compensated

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I9 Form Indicator

  • E – Exempt
  • N – Not Received
  • R – Received
  • T – Temporary
  • Y – None

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Job Status

A – Active

  • B – Leave without pay with benefits
  • L – Leave without pay without benefits
  • F – Leave with full pay and benefits
  • P – Leave with partial pay and benefits
  • T – Terminated

Last Work Date

  • Permanent Employees – This is the last day a permanent employee worked at WWU.  If rehired as a permanent employee, this date will be removed.  If rehired as a temporary, this date will remain.
  • Temporary Employees – Remains blank unless, the employee was a prior permanent employee.

Leave Type

  • COMP – Comp Time Taken
  • CSD – Community Service Day
  • HOLC – Holiday Comp Taken
  • PER – Personal Holiday
  • PLV – Personal Leave Day
  • SHR – Shared Leave
  • SICK – Sick Leave
  • VAC – Vacation Leave
  • WTR – Winter Break Day

Librarian

Includes the L1, L2and L3 employee classes.

Original Hire Date

The date employee began employment of any kind with Western.  This does not include student employment or non-employee status.

Permanent Classified Staff

Includes the C1and C2 employee classes.

Permanent Employees

Includes the C1, C2, E1, E2, E5, F1, F2, L1 and L2 employee classes.

Permanent Faculty

Includes the F1and F2 employee classes.

Permanent Librarian

 

Includes the L1 and L2 employee classes.

Permanent Professional Staff

Includes the E1and E2 employee classes.

Permanent Staff

Includes the C1, C2, E1, E2, and E5 employee classes.

Position Budget Status

  • A  “Active” — Data has been entered for position budget.
    • The only status that allows a job to be assigned
  • C  “Cancelled” — Position will no longer be used, however, this status is revocable and the position may be reactivated if necessary.
    • Can NOT have an active job and Cancel the position
    • Can NOT assign a job to a Cancelled position
  • F  “Frozen” — The intent would be to reactivate the position in the future. (e.g. Hiring Freeze) If vacant, cannot fill.  If filled, cannot refill if current incumbent vacates.
    • Can have an active job and Freeze the position
    • Can NOT assign a job to a Frozen position
  • I  “Inactive” — Data has NOT been entered for position budget.
    • Can NOT assign a job to an Inactive position

Professional Staff

  • Western Professional Staff positions are non-faculty positions that are exempted from civil service rules (RCW 41.06.070) and instead covered by the Professional Staff Handbook.  A Professional Staff member is an employee who provides leadership, management, and/or program direction in collaboration with executive administration, faculty, and classified staff in the areas that include professional instruction, research, university infrastructure, and the student learning experience. Examples of professional staff positions include Directors, Assistant Directors, Managers and Counselors.
  • Includes the E1, E2, E3 and E4 employee classes.

Seniority Date

  • Permanent Classified Staff – This date will match the Current Hire date unless:  (NO Prior State Service) (See Note)
    • An employee has had military service where the date will be adjusted up to a maximum of 5 years, and/or
    • Leave with out pay conditions occur on a day-to-day basis, excluding cyclic leave and approved workers comp up to 6 months and military as required by law.
    • A Classified Staff changes bargaining units where this date will change as stated below per each Bargaining Unit.
    • Note: Seniority dates are defined in bargaining unit agreements.
  • All Others – This date will match the Current Hire date.

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Student Employees

  • Student Employee positions are held by students of Western and may include work study, graduate assistants, and other support positions on campus.

 

 

Temporary Classified Staff

Includes the C3 employee class.

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Temporary Employees

  • Western employs staff in a variety of temporary appointments that are limited in the number of hours or months that may be worked in a specified period.

 

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Temporary Faculty

Includes the F3 and F4 employee classes.

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Temporary Librarian

Includes the L3 employee classes.

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Temporary Professional Staff

Includes the E3 and E4 employee classes.

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Temporary Staff

Includes the C3, E3and E4 employee classes.

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Termination Date

  • Permanent Employees – The termination date may not match the actual employees last day of employment due to late adjustment to the employee’s job.  If this happens, this date will be the last day in the pay period.  See “Last Day Worked” for the correct last day of employment.

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FAST

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Welcome!

An objective of the Finance & HR Data Warehouse Project, was to purchase an off-the-shelf turnkey software product that was user-friendly, interfaced with Banner and provided the ability for end-users to create adhoc queries and reports. After reviewing several products, Western selected Millennium FAST.

Since 1994, Millennium Computer Systems Ltd. has worked with Universities and Colleges to create and implement FAST – Fast Administration Support Tools.

FAST tools are specifically developed to integrate with Administrative Software Systems (Banner) to allow for web based, near time reporting of enterprise data in a single, secure location.

Western is currently utilizing FAST Human Resource Reporting, FAST Finance Reporting and FAST Budget and Forecasting.

FAST HR provides centralized Human Resource reporting to track and manage all aspects of staffing including staff hires, jobs, leave and terminations. It also provides self-service departmental reporting by roles, such as class, employer codes and departments.

FAST Finance provides decentralized self service financial reporting for all account holders, allowing fully supported, drill down access to all accounts for that user. Reports include relevant, timely information for actuals, commitments and budgets, showing where money is being spent and how it compares to approved budget amounts.

Additional Information

Banner

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BANNER – Human Resources (HR): Provides Western Washington University the means to collect and manage vital information about its most important asset – people.  A variety of integrated components enables the university to manage personnel, benefits, and positions; monitor compensation, labor relations, and health and safety; administer budgets; and process payroll.

BANNER – Finance: We have recently posted resources to support the roll-out of Finance JV Approvals. Click on Approvals here for an approvals overview, flowchart, and training material.

Budget JV Approvals

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Departments can create budget journal vouchers using the Banner FGAJVCM form, and submit them for approval. JVs against both permanent and temporary budgets can be submitted. One-sided budget JVs can be entered, if they are (a) offset by changes to position budget, or (b) are for self-sustaining budgets.

All budget JVs require final approval from University Planning and Budgeting.

For information on how to enter budget JVs, see the Originator Guide – Budget JVs.

For information on how to review and approve JVs, see the Approver Guide.

Questions about budget JVs?  Contact Carrie.Thurman@wwu.edu. 

Banner Finance Approvals

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Banner Finance approvals allow documents to be keyed into Banner and then routed to the appropriate person(s) for approval prior to posting. The person who keys the document into Banner is called the originator, and a person who reviews/approves the document is called an approver.

Documents are routed based on their accounting/budget strings. Routing is handled by approval queues, which are set up in advance. Each approval queue defines some combination of the following:

  • Document type (e.g. journal voucher, requisition)
  • Rule group (e.g. distinguishes accounting JVs from budget JVs)
  • Chart
  • Fund code
  • Organization code
  • Account code
  • Program code

Each queue will be defined with one or more approvers: generally, it’s a good idea to have at least one primary approver, and a backup approver. When more than one level of approval is required, approvals from one queue can be automatically routed to another queue.

One document may require approval from multiple departments. For example, if an accounting journal voucher hits three different organization codes, it may be routed to three different queues for approval (depending on how the queues were defined). If it is, one approver from each of those three queues must approve that document. If any of them disapprove it, all previous approvals are nullified, and the document is returned to the originator for correction.

The general workflow for approvals is as follows:

  1. The originator keys the document into Banner.
  2. The approvals process runs. This compares the chart, fund, org etc used on each line of the document to all the queues defined for that document type.
  3. A list of required approval queues is created for that document.
  4. Email goes out to approver(s) from the first queue on the list.
  5. An approver from that queue approves the document. (only one person from each queue needs to approve)
  6. If this is the only approval required, the document is sent to posting. Otherwise, the process cycles back to step 4, and email is sent to the next approver(s). This repeats until all required approvals have been obtained.
  7. When all approvals have been obtained, the document marked as “final approved”.
  8. Posting runs, and the document is posted to the ledgers.

For more information, see this Banner Finance Approvals flowchart.

Additional information:

Questions about approvals? Contact Sharon.Colman@wwu.edu

Banner Finance

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Welcome to Data Resources for Banner Finance!

We have recently posted resources to support the rollout of Finance JV Approvals. Click on Approvals here for an approvals overview, flowchart, and training material.

Additional resources will be added over time

Questions?  Please contact Sharon.Colman@wwu.edu .