Author: carter30

Data Definitions

carter30

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

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 C3 employee 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
  • E6 – Associate Dean
  • 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.

Executive Office & Associate Dean

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

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.

First Work Date

FLSA Exempt Indicator

Checked or “Y” indicates the position is exempt from overtime.

FLSA Exemption Reason

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

I9 Form Indicator

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

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
  • WSL – WA State Sick Leave

Librarian

Includes the L1, L2 and 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 C1 and C2 employee classes.

Permanent Employees

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

Permanent Faculty

Includes the F1 and F2 employee classes.

Permanent Librarian

Includes the L1 and L2 employee classes.

Permanent Professional Staff

Includes the E1 and 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.

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.

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.
  • Includes the C3, E3,  and E4 employee classes.

Temporary Faculty

Includes the F3 and F4 employee classes.

Temporary Librarian

Includes the L3 employee classes.

Temporary Professional Staff

Includes the E3 and E4 employee classes.

Temporary Staff

Includes the C3, E3 and E4 employee classes.

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.
Print Friendly, PDF & Email

Banner HR

carter30

Welcome to Data Resources for Banner HR!

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 HR allows for the Western Washington University’s unique policies and procedures in the human resources field to be followed and modified as needed. Currently live with Banner 8.x, BANNER HR features in use by the university are:

  • Position Management
  • Personnel Services Budgeting
  • Compensation Administration
  • Time & Attendance Reporting
  • Payroll Calculation
  • Payroll Adjustments & History
  • Benefits Administration
  • Employee Web

FAST Finance

carter30

Welcome to Millennium FAST Finance!

Welcome to the Millennium FAST Finance website! This website is created for all the users of Millennium FAST Finance Data warehouse. Here you will find a “Getting Started” document that will give you tips and tricks about navigating around FAST Finance and how to run any of the finance standard reports.

Everyone that has access to Banner Finance is automatically granted access to FAST Finance. However, it is highly recommended that you go through FAST Finance training with your department prior to logging on and run your own reports. Your department trainer will contact you for the training schedule.

Please feel free to also send Sharon Colman comments and suggestions! I hope you will find Millennium FAST Finance data warehouse easy to use and that it provides the information you need in a quick and efficient manner. Enjoy!

Using Groups in FAST-HR!

carter30

When saving a report as a pinned report you can save it either as a private (default); public (all FAST HR users will be able to view); or you can make the report part of a group.  The group could be your department and you want to be able to share a pinned report you created with the members of your department.

To use “groups” we must first set-up the group.  To set -up a group the administrator will need create and name the group and then add the members to the group.  The naming convention that will be used for the groups is “<department abbreviation> Pinned Reports”, for example “HR Pinned Reports” is a group created for HR staff to share pinned reports.

To create the group the administrator will need from you

  • the “abbreviation” you would like used as part of the group name and
  • a list of individuals with their WWU ID that are to be in the group

Email the above information to Sharon.Colman@wwu.edu.

Millennium FAST HR Reports

carter30

All Current Positions (Positions Menu)

Description: A list of all current active positions and the incumbent employee in the position. One row per position. Employee ID links to the Employee Detail report.

Filters: Employee ID, Position Status, Position Employee Class, Position Class, Position, Position Start Date, Bargaining Unit, Position End Date, Position Organization

Columns: Position, Suffix, Position Position Title, Type, Position Status, Empoyee ID, Name, Last Name, First Name, Preferred First Name, Position Employee Class, Employee Class Description, Position Class, Position Class Description, Position Organization, Position Organization Description, Begin Date, End Date, Appointment %, Bargaining Code, Bargain Description, Reports To ID, Reports to Last Name, Reports to First Name, Reports to Title, FLSA Exemption Description, Job Group, Job Group (Affirmative Action) (Description), CIPC Code, CIPC Description, Civil Service Exemption Description, *CUPA Labor Market, *CUPA Labor Market Description, Employee Category Code, Employment Category Description, SOC Code, SOC Description, SOC Reporting Category, *Comments, History, Incumbent History

Created by: Millennium, September 2010
Last Updated: October 2012

All Jobs (Jobs Menu)

Description: A list of active and terminated employees and their job or jobs (primary, secondary and overload). Employee ID links to the Employee Detail report; Position links to the All Current Positions Information report.

Filters: Employee ID, Job Status, Current Employee Class, Job Type, Position, Suffix, Employee Group, Job Class, Change Reason, Job Change Type, Current Division/College, Current Home Organization, Time Sheet Organization, *Effective Date, End Date, Deceased Indicator

Columns: Position, Suffix, Job Title, Job Type, Job Status, Employee ID, Name, Last name, First Name, Preferred First Name, *Contract Number, Job Class, Job Class Description, Job Change Type, Job Change Type Description, Job Change Reason, Job Change Reason Description, Current Employee Class, Current Employee Class Description, Employee Group Code, Employee Group Description, Current Division, Current Division Description, Current Home Organization, Current Home Organization Description, Time Sheet Organization, Time Sheet Description, Distribution Organization, Effective Date, Begin Date, End Date, Job Change Date, Contract Begin Data, Contract End Date, Increment Month, Increment Day, Time Entry Method, *Salary Table, Salary Grade, Salary Step, Factors, Pays, Job Appointment %, Job FTE, Hourly Rate, Semi-Monthly Salary, Annual Salary,  Last Date Paid, Appointment Length, Annual Basis, Base Units, Appointment %, Annual FTE, Base Salary, Job History, Supervisor PIDM, *Supervisor ID, *Supervisor Name, *Supervisor Position, *Supervisor Suffix

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

Created by: Millennium, September 2010
Last Updated: November 2013

Current Jobs (Jobs Menu)

Description: A list of active employees and their current job or jobs (primary, secondary and overload). Employee ID links to the Employee Detail report; Position links to the All Current Positions Information report.

Filters: Employee ID, Job Status, Job Type, Position, Suffix, Employee Group, Job Class, Employee Class, Change Reason, Job Change Type, Division/College, Home Organization, Time Sheet Organization, *Effective Date

Columns: Position, Suffix, Job Title, Job Type, Job Status, Employee ID, Name, Last name, First Name, Preferred First Name, Job Class, Job Class Description, Job Change Type, Job Change Type Description, Job Change Reason, Job Change Reason Description, Employee Class, Employee Class Description, Employee Group Code, Employee Group Description, Division, Division Description, Home Organization, Home Organization Description, Time Sheet Organization, Time Sheet Description, Effective Date, Begin Date, End Date, Change Date, Contract Begin Data, Contract End Date, Increment Month, Increment Day, Time Entry Method, *Salary Table, Salary Grade, Salary Step, Factors, Pays, Job Appointment %, Job FTE, Hourly Rate, Semi-Monthly Salary, Annual Salary,  Last Date Paid, Appointment Length, Annual Basis, Base Units, Appointment %, Annual FTE, Base Salary, Job History, Supervisor PIDM, *Supervisor ID, *Supervisor Name, *Supervisor Position, *Supervisor Suffix, Labor Codes

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

Created by: Millennium, September 2010
Last Updated: November 2013

Current Jobs Snapshot (Snapshot Menu)

Description: A list of active employees and their current job or jobs (primary, secondary and overload) at a specific time (i.e., Fall, Winter and Spring quarters).

Filters: Employee ID, Status, Job Type, Position, Suffix, Effective Date, Employee Group, Job Class, Employee Class, Change Reason, Home Organization, Time Sheet Organization, Bargaining Unit, Snapshot Number, Snapshot Date, Snapshot Quarter, Snapshot Year

Columns: Position, Suffix, Job Title, Job Type, Status, Employee ID, Name, Last name, First Name, Job Class, Job Class Description, Job Change Reason, Job Change Description, Employee Class, Employee Class Description, Employee Group Code, Employee Group Description, Division, Division Description, Home Organization, Home Organization Description, Time Sheet Organization, Time Sheet Organization Description, Effective Date, Personnel Date, Begin Date, End Date, Contract Begin Data, Contract End Date, Increment Month, Increment Day, Time Entry Method, *Salary Table, Salary Grade, Salary Step, Hours per Day, Hours per Pay, Factors, Pays, Job Appointment %,  Job FTE, Hourly Rate, Semi-Monthly Salary, Annual Salary, Last Paid Date, *Accure Lv, Bargaining Unit, Bargaining Unit Description, *Bargaining Unit Membership, Snapshot Year, Snapshot Quarter, Snapshot Month, Snapshot Date, Snapshot No, Snapshot Term, Snapshot Description

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

Created by: Millennium, October 2012
Last Updated: October 2012

Education (Faculty Menu)

Description: A list of employees, primarily Faculty members with data pertaining to their degree, terminal degree and prior college. Employee ID links to the Employee Detail report. Degree links to the Faculty Summary report.

Filters:  Employee ID, Status, Employee Class, Degree, Terminal Degree, Degree Date, Status, Division/College, Home Organization

Columns: Employee ID, Last Name, First Name, Status, Employee Class, Employee Class Description, Degree, Degree Description, Terminal Degree Indicator, Degree Date, Degree Year, Prior College, Prior College Description, Activity Date, Division/College, Division/College Description, Home Organization, Home Organization Description, Internal ID (PIDM)

Created by: WWU, September 2014
Last Updated: September 2014

Employee Anniversary (Employee Menu)

Description: A list of employees that includes their anniversary date (adjusted service date). Employee ID links to the Employee Detail report.

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.

Created by: Millennium, September 2010
Last Updated: October 2012

Employee Contact Information (Employee Menu)

Description: A list of employees, active and terminated, and their office contact information. Employee ID links to the Employee Detail report.

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

Created by: Millennium, September 2010
Last Updated: October 2012

Employee Details (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

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

Created by: Millennium, September 2010
Last Updated: October 2012

Employee History (Employees Menu)

Description: A report of historical basic employee information. Employee ID links to the Employee Detail report.

Filters: Employee ID

Columns:Employee ID, Name, Status, Employee Class, Effective Date, Adjusted Service, Current Hire Date, Home Organization, *Benefit Category, *Leave Category, *Termination Code, Termination Date, *Gender, *Date of Birth

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

Created by: Millennium, November 2013
Last Updated: November 2013

Employee-Job-Labor-Distribution (Employees Menu)

Description: A report that combines employee, job and labor distribution information.Employee ID links to the Employee Detail report; Position No. links to the All Current Positions Information report.

Filters: Employee ID, Job Type, Employee Class Code, Job Class, Division, Home Organization, Timesheet Organization, Employee Group, Bargining Unit, Fund, Orginization, Account, Program, Activity, Location, Employee Class

Columns: Employee ID, Name, First Name, Last Name, EE Status, Employee Class, Employee Group, Original Hire Date, Current Hire Date, Seniority Date, Position Number, Suffix, Job Title, Type, Contract Begin, Contract End, Contract Number, Job Class, FTE, Appointment %, Hourly Rate, Salary Grade, Salary Step, Semi-Monthly Salary, Annual Salary, Last Paid Date, Step Inc Day, Step Inc Month, Bargaining Unit, Division, Home Organization, Home Organization Description, Timesheet Organization, Timesheet Organization Description, Fund, Organization, Account, Program, Activity, Location, Labor Distribution Percent, Effective Date

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

Created by: WWU,August 2011
Last Updated: August 2011

Employee Review (Employee Menu)

Description: A report of employees, their reviewer, and review dates. Employee ID links to the Employee Detail report.

Filters: Employee ID, Status, Employee Group, Employee Class, Division/College, Home Organization, Reviewer ID, Reviewer Class, Review Type, Due Date, Completed Date, Completed Indicator, Deceased Indicator

Columns: Employee ID, Last Name, First Name, Status, Employee Class, Employee Class Description, Employee Group, Employee Group Description, Home Organization, Home Organization Description, Division, Review Type, Review Type Description, Review Due Date, Review Completed, Review Completed Date, Reviewer ID, Reviewer Last Name, Reviewer First Name, Reviewer Employee Class, Reviewer Employee Class Description, Deceased Indicator, Review Rating, Review Comments, Activity Date

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

Created by: Millennium, August 2011
Last Updated: October 2012

Employee Summary (Employee Menu)

Description: A list of active and terminated employees. Employee ID links to the Employee Detail report.

Filters: Employee ID, Status, Employee Group, Employee Class, Division/College, Home Organization, Bargaining Unit, *Gender, *Birth Date, Deceased Indicator

Columns: Employee ID, Name, Last Name, First Name, Status, Employee Class, Employee Class Description, Employee Group, Employee Group Description, Original Hire Date, Current Hire Date, Adjusted Service Date, Seniority Date, First Work Date, Last Work Date, Termination Reason, Termination Date, Termination Code, Division, Division Description, Home Organization, Home Organization Description, Distribution Organization, Bargaining Unit, Bargain Unit Description, Email, Citizen, Confidential, Deceased, I9 Indicator, I9 Date, I9 Expire Date, *Gender, *Birth Date, *W2 Consent, *W2 Consent Date, *Ethnic Code (Old), *Ethnic Code (New), *Race, *Race 1, *Race 2, *Race 3, *Race 4, *Race 5, *Ethnic Confirm, *Ethn Confirm Date, *Veteran Code, *Special Disabled Veteran, *Armed Forces Service Medal, *Active Duty Separation Date, Employee History, Comments

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

Created by: Millennium, September 2010
Last Updated: November 2013

Faculty Summary (Faculty Menu)

Description: A summary of Faculty members.

Filters:  Employee ID, Status, Employee Class, Faculty Type, Primary Activity, Emeritus Status, Division/College, Home Organization, Deceased Indicator

Columns: Employee ID, Name, Last Name, First Name, Status, Employee Class, Employee Class Description, Academic Title, Emeritus Status, Faculty Type, Primary Activity, Begin Date, End Date, Division/College, Division/College Description, Home Organization, Home Organization Description, RK, TN, LV, Deceased

Created by: Millennium, December 2011
Last Updated: October 2012

I-9 (Employees Menu)

Description: An I-9 is an employment form used to verify an employee’s identity. The document establishes employee’s eligibility to work in the United States.

Filters: Employee ID, Original Hire Date, Current Hire Date, I-9 Date, I-9 Expiration Date

Columns: Employee ID, Last Name, First Name, Status, Employee Class, I-9 Date, I-9 Expiration Date, Original Hire Date, Current Hire Date, Last Paid Date

Created by: WWU, October 2015
Last Updated: October 2015

Job History (Jobs Menu)

Description: A report of historical basic job information. Employee ID links to the Employee Detail report; Position links to the All Current Positions Information report.

Filters: Employee ID, Job Position, Suffix, Effective Date

Columns: *PIDM, Employee ID, Name, Last Name, First Name, *Job Status, *Job Class, Position, Suffix, Job Type, Job Apptointment %, Job FTE, Year, Pay Number, Sequence Number, Disposition, Time Sheet Roster, Time Entry, Pay Period Hours, Hours per Day, Hourly Rate, Semi-Monthly Salary, Effective Date, Effective Until Date, Activity Date, Time Sheet Organization, *Gender

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

Created by: Millennium, November 2013
Last Updated: November 2013

Job Labor Distribution (Jobs Menu)

Description: Provides job labor distribution based on search. Employee ID links to the Employee Detail report; Position links to the All Current Positions Information report.

Filters: Employee ID, Position, Suffix, Division/College, Fund, Organization, Account, Program

Columns: Position, Suffix, Position Description, Employee ID, Name, Employee Class, Employee Class Description, Division, Division Description, Chart, Fund, Organization, Account, Program, Activity, Location, Labor Distribution %, Change Index, Activity Date

Created by: Millennium, September 2010
Last Updated: October 2012

Leave (Faculty Menu)

Description: A list of Faculty with their leave information.

Filters: Employee ID, Status, Employee Class, Leave Code, Academic Year, Academic Term, Requested Begin Date, Requested End Date, Approved Begin Date, Approved End Date, Division/College, Home Organization, Deceased Indicator

Columns: Employee ID, Name, Last Name, First Name, Status, Employee Class, Employee Class Description, Tenure Code, Tenure Description, Rank, Rank Description, Leave Code, Leave Description, SBTY, SBTY Description, Requested Begin Date, Requested End Date, Approved Begin Date, Approved End Date, Action, Academic Term, Academic Term Description, Academic Year, Comment, Division/College, Division/College Description, Home Organization, Home Organization Description, Deceased Indicator

Created by: Millennium, December 2011
Last Updated: November 2012

Leave Summary (Leave Menu)

Description: A list of active employees and their current leave balances.

Filters: Employee ID, Home Organization, Division/College, Employee Class

Columns: Employee ID, Name, Last Name, First Name, Sick Balance, Vacation Balance, Personal Holiday Balance, Personal Leave Day Balance, Comp Balance, Holiday Comp Balance, Shared Leave Balance, Employee Class, Employee Class Description, Division, Division Description, Home Organization, Home Organization Description

Created by: Millennium, September 2010
Last Updated: October 2012

Employee Leave Details (Leave Menu)

Description: A list of active employees with their leave balance, accrued, taken and available by a specific leave code

Filters: Leave Type (Required Entry), Employee ID, Status, Division/College, Home Organization, Employee Class, Adjusted Service Date, Vacation Anniversary Month

Columns: Employee ID, Name, Last Name, First Name, Beginning Balance, Accrued, Hours Banked, Taken, Available, Anniversary Month, Adjusted Service Date, Status, Job Class, Employee Class Description, Division, Division Description, Home Organization, Home Organization Description, Distribution Organization

Notes:

In this report the vacation (VAC) leave amounts are calculated from the anniversary (adjusted service) date. All other leave calculation are based on the  calendar year.

Created by: Millennium, September 2010
Last Updated: October 2012

Monthly Leave Accrual Details (Leave Menu)

Description: A list of employee’s leave, accrued and taken by pay period.

Filters: Employee ID, Employee Class, Division/College, Pay Number, Calendar, Leave Type, Home Organization

Columns: Year, Employee ID, Name, Last Name, First Name, Leave Type, Accrued, Taken, Activity Date, Pay Number, Employee Class, Employee Class Description, Division, Division Description, Home Organization, Home Organization Description

Created by: Millennium, September 2010
Last Updated: October 2012

New Hires (Employee Menu)

Description: A list of active employees with an active job(s). Employee ID links to the Employee Detail report.

Filters: Employee ID, Employee Class, Job Class, Division/College, Home Organization, Bargaining Unit, Original Hire Date, Current Hire Date, *Gender

Columns: Employee ID, Name, Last Name, First Name, Preferred First Name, Status,Employee Class, JobClass, 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.

Created by: Millennium, September 2010
Last Updated: October 2012

Pay Grades (Positions Menu)

Description: A list of pay grades for the current fiscal year

Filters: Group Code, Salary Group

Columns: Year, Group, Grade, Group Description, Low Point, Mid Point, High Point

Created by: Millennium, September 2010
Last Updated: October 2012

Pay Period Earnings Detail (Payroll Menu)

Description: A list of employees pay by earning job and earn code

Filters: Earn Code, Employee ID, Employee Class, Calendar, Pay Number, Pay Sequence, Division/College, Fiscal Year, Home Organization, Time Sheet Organization, Effective Date, Deceased Indicator

Columns: Employee ID, Name, Last Name, First Name, Fiscal Year, Pref First, Status, Employee Class, Employee Class Description, Earn Code, Earn Code Description, Year, Pay No, Sequence Number, Last Paid Date, Hours, Step Inc Mon, Rate, Amount, Step Inc Day, Job Sal Table, Job Sal Grade, Job Sal Step, Job Appt Pct, Job FTE, Position Number, Suffix, Job Title, Effective Date, Division, Division Description, Home Organization, Home Organization Description, TS Organization, Time Sheet Description, *DOB, *SSN, Deceased

Columns identified with an asterisk are restricted data elements.

Created by: Millennium, September 2010
Last Updated: November 2012

Position History (Positions Menu)

Description: A list of positions and changes in the position.  A position may appear more than once depending on changes made in the past to a position.

Filters: Position Employee Class, Position Class, Position

Columns: Position, Position Title, Position Class, Position Class Description, Position Employee Class, Employee Class Description, *Salary Table, Salary Grade, Step, Appointment %, Bargaining Unit, Bargaining Unit Description, Budget Type, FLSA Exempt Indicator, FLSA Exempt Reason Code, Activity Date

Columns identified with an asterisk are restricted data elements.

Created by: Millennium, September 2010
Last Updated: October 2012

Position Incumbent History (Positions Menu)

Description: A list of positions and the incumbent employee is the position. A position may appear more than once depending on changes made in the past to a position. Employee ID links to the Employee Detail report.

Filters: Position Employee Class, Position Class, Position

Columns: Position, Suffix, Position Title, Status, Employee ID, Name, Last Name, First Name, Preferred First Name, Job Class, Position Employee Class, Employee Class Description, Position Class, Position Class Description, *Salary Table, Salary Grade, Salary Step, Annual Salary, Personnel Date

Columns identified with an asterisk are restricted data elements.

Created by: Millennium, September 2010
Last Updated: October 2012

Primary Jobs (Jobs Menu)

Description: A list of active employees and their “Primary” job. Employee ID links to the Employee Detail report; Position links to the All Current Positions Information report.

Filters: Employee ID, Job Status, Position, Suffix, Employee Group, Job Class, Employee Class, Change Reason, Job Change Type, Division/College, Home Organization, Time Sheet Organization, *Effective Date

Columns: Position, Suffix, Job Title, Job Type, Status, Employee ID, Name, Last name, First Name, Preferred First Name, Job Class, Job Class Description, Job Change Type, Job Change Type Description, Job Change Reason, Job Change Reason Description,Employee Class, Employee Class Description, Employee Group, Employee Group Description, Division, Division Description, Home Organization, Home Organization Description, Time Sheet Organization, Time Sheet Description, Distribution Organization, Effective Date, Begin Date, End Date, Change Date, Contract Begin Data, Contract End Date, Inc Month, Inc Day, Time Entry Method, *Salary Table, Salary Grade, Salary Step, Factors, Pays, Job Appointment %, Job FTE, Hourly Rate, Semi-Monthly Salary, Annual Salary, Last Paid Date, Appointment Length, Annual Basis, Base Units, Appointment %, Annual FTE, Base Salary, Job History, Supervisor PIDM, *Supervisor ID, *Supervisor Name, *Supervisor Position, *Supervisor Suffix,  Labor Codes

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

Created by: Millennium, September 2010
Last Updated: November 2013

Rank (Faculty Menu)

Description: A list of Faculty with their rank information.

Filters: Employee ID, Status, Employee Class, Rank, Emeritus Status, Division/College, Home Organization, Deceased Indicator

Columns: Employee ID, Last Name, First Name, Status, Employee Class, Employee Class Description, Academic Title, Emeritus Status, Rank, Rank Description, Rank Effective Date, Tenure Description, Appointment Next Review Date, Activity Date, Division/College, Division/College Description, Home Organization, Home Organization Description, Deceased Indicator

Created by: Millennium, December 2011
Last Updated: October 2012

Tenure (Faculty Menu)

Description: A list of Faculty with their appointment and tenure information.

Filters: Employee ID, Status, Employee Class, Faculty Type, Tenure, Begin Date, End Date, Division/College, Home Organization, Deceased Indicator

Columns: Employee ID, Name, Last Name, First Name, Status, Employee Class, Employee Class Description, Faculty Type, Tenure Code, Tenure Description, Begin Date, End Date, Appointment Effective Date, Tenure On Date, Tenure Review Date, Appointment Next Review Date, Division/College, Division/College Description, Home Organization, Home Organization Description, Deceased Indicator

Created by: Millennium, December 2011
Last Updated: October 2012

Termination Listing (Employee Menu)

Description: A list of terminated employees (see notes below). Employee ID links to the Employee Detail report.

Filters: Employee ID, Employee Class, Division/College, Home Organization, Date Terminated, Last Worked Date, *Gender, Deceased Indicator

Columns: Employee ID, Name, Last Name, First Name, Preferred First Name, Employee Class, Employee Class Description, Last Work Date, *Termination Code, *Termination Reason, Termination Date, Division, Division Description, Home Organization, Home Organization Description, *Gender, *DOB, *Age at Term, Status, Deceased Indicator

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

Notes:

This list includes individuals that have terminated and come back at a later point.  See the ‘Status” column for an employee’s current status.

The employee class is the individual’s “current” class, which may not be the same as what their class was when they terminated.

Created by: Millennium, September 2010
Last Updated: October 2012

Classified/Professional/Executive Personnel Action (PA) Form Instructions

carter30
Date
  • Enter today’s date in the MM/DD/YYYY format (e.g. 03/12/2012)
PA Contact
  • Enter name of person who can be contacted with questions regarding this action
    • Typically this is the person who initiates the form
Department
  • Enter the department of the contact person listed above
Phone
  • Enter the phone number of the contact person listed above
Employee ID
  • Enter the employee’s Western ID Number (W#)
  • If the employee does not have an ID yes, leave blank and HR will create when employee completes required new hire paperwork
Employee Last Name
  • Enter the employee’s last name using title case (only capitalize the first letter)
  • Standardized formatting helps speed searches using Forms Finder
First Name & MI
  • Enter the employee’s first name and middle initial using title case (e.g. Susan R.)
Department
  • Enter the department having primary administrative responsibility for the employee
Division/College
  • Select division/college having PRIMARY responsibility for employee
Bldg/Rm# Mail Stop Phone
  • Enter the employee’s primary location (e.g. OM370), mail stop, and Western phone
Include in Campus Directory?
  • Select “YES” if the employee should appear in the campus directory
Organization Codes: Home Dept
  • Enter code for department with primary administrative responsibility for employee
  • This field is commonly used in Banner reports to identify employee’s primary department, and is used to produce employee counts used by President, VPs, Deans, UPB, etc.
  • Appears in Banner screen PEAEMPL (“Home Department”)
  • Appears as “Home Org” on Millennium Fast-HR reports
Organization Codes: Distribution
  • Enter code for check distribution (typically matches the Home Dept code)
  • Appears in Banner screen PEAEMPL (“Check Distribution”)
  • Banner reports PWRNSAL and PWRCDST uses the Distribution code to show departments who was paid during the pay period for non-salaried and salaried positions
  • Appears as “Dist Org” on Millennium Fast-HR reports
Supervisor’s Name
  • Last Name, First Name, MI of employee’s supervisor
  • Entered into Banner and used to track performance appraisal suspenses
Supervisor’s W#
  • Enter the W# of employee’s supervisor
Supervisor Phone
  • Enter the work phone of employee’s supervisor
Personal Phone for New Hires/Rehires Only
  • Enter the home phone or cell phone number of the employee (if available)
  • If this is not a new hire or rehire, please leave this section blank
Personal Email for New Hires/Rehires Only
  • Enter the personal email address of the employee (if available)
  • If this is not a new hire or rehire, please leave this section blank
Job Title
  • Enter the job title for the position
  • Banner is limited to 30-characters, to include spaces.  If the title exceeds 30 characters, note preferred abbreviation in the comments field
  • For Classified Employees, ensure your proposed title matches authorized titles from the Washington DOP website
Create New
  • No position number exists for this job and you would like HR to build one
Job Class
  • Select appropriate classification for employee
Project Employee
  • Select this box if hiring employee as a project employee.  A project employee is eligible for benefits and leave accruals, and has an appointment percentage of 50% or greater and is expected to work 6 months or longer, for a specific and time-limited duration.  Typically project employment is contingent upon state, federal, local, grant or other special funding.
Recruitment/Search (if applicable)
  • Enter recruitment/search number if applicable (e.g. 120235)
Name of Employee Being Replaced (if applicable)
  • If new hire is replacing existing employee, include Last Name, First Name, MI here
Position Number/Suffix
  • Enter position number to include suffix or type “See Below” if this action applies to more than one position number/suffix
  • Work with your budget authority to choose correct position number
  • If you have Banner access, you can determine potential position number by using NBIWBLD and the funding string
  • If no position currently exists, leave blank
Create New Position #
  • Check box if no position number exists for this job and you would like HR to create one
Job Type
  • Check either Permanent or Temporary
Project Employee?
  • Check Yes or No
ACTION: Create
  • Select appropriate action for NEW employee/position
  • New Hire – Never employed by Western (student employment does not count as previous Western employment)
  • New Job – Current active employee moving to a new position
  • Rehire – Not currently active employee, but previously employed by Western
ACTION: Update
  • Select if renewing a currently existing job/position
  • Select appropriate action to update information on a currently active job
  • If PA has multiple actions, use “OTHER” and indicate in the comments
ACTION: Terminate
  • Select appropriate reason for termination of position
ACTION: Other
  • Select if none of the above apply to this PA, indicate reasons in comments
1st Job Begin/Change Date
  • For new jobs or new hires: Enter the first day the employee will be working in this job
  • For job changes: enter the first day the job change will be in effect
  • Leave this field blank if this PA is to end/terminate the job
1st Job End Date
  • Enter the last date through which the employee is to be paid for this position (i.e. employee will receive pay for the date noted as the job end date)
2nd Job Begin/Change Date
  • If a second action is happening to a position, indicate the start date of the additional change (e.g. funding string will change during employment period, start date of the change can be indicated here)
  • If action applies to a different position than 1st job, indicate dates as appropriate and explain in comments section
2nd Job End Date
  • If a second action is happening to a position, indicate the end date of the additional change (e.g. funding string will change during employment period, start date of the change can be indicated here)
  • If action applies to a different position than 1st job, indicate dates as appropriate and explain in comments section
PEBB Benefits Eligibility Criteria
  • Health/Life/LTD benefits
    • Is expected to work at least 6 consecutive months, and
    • Is expected to work an average of at least 80 hours each month, and
    • Is expected to work at least 8 hours in each month
Reason for Action/Comments
  • Use this section as needed to provide additional information regarding the job or any special conditions or comments that need to be noted
  • REMINDER: The employee will be sent a copy of this PA and it will be included as part of their personnel record
E-sign URL
  • Option: If you would like to include a link to applicable esign form for this action, place URL in this fieldCAUTION: Do not include a link to the Request to Make Offer e-sign form since it includes a copy of the applicant names and disposition record. Employees receive a copy of this PA form and it is not appropriate for them have access to this information.
Enter pay for one of the 4 time periods listed below:
Salaried
  • Select the appropriate “duration” of the entire salary to be paid
Annually (12 mo)
  • Total salary to pay for the entire duration on line provided for time period indicated
Monthly
  • Total salary to be paid for month
Other
  • Enter number of months of employment and total salary to be paid for this period (e.g. employee expected to work 2.5 months, total duration salary $10,000)
   
Appointment Percentage
  • Appointment percentage indicates how many hour employee is scheduled to work each week (e.g. 100% = 40 hrs/week; 50% = 20hrs/week)
Appt Length
  • Enter the number of months expected to work each year (e.g. cyclic employee expected to work for 10-months each year would have an entry of 10 in this field.  If working 12-months each year, enter 12)
Annual FTE
  • # months worked/12 x appt%
Grade/Range (Classified Only)
  • If Classified Employee, indicate salary range.  If Professional Staff, indicate salary grade.  If Executive Officer, leave blank

 
Step (Classified Only)
  • If Classified Employee, enter step
  • Establishes rate of pay for a Classified Employee within a particular salary range
1.0 FTE Salary (Optional)
  • 1.0 FTE Salary: Enter the full-time equivalent salary.  This would be the salary if this employee worked 100% appointment for 12-months. (e.g. 50% appointment, 12 month employee normal monthly pay $1000.  1.0 FTE Salary would be = $24,000 ($1000×12/50%))
   
Select Payment Type: Hourly  
Hourly Rate
  • Select if employee is to be paid based on hourly rate and enter hourly rate of pay
    • Determined by Range/Step for classified employees
Range (Classified Only)  
Step (Classified Only)  
   
Select Payment Type: Non-Uniform
  • Select if payment type is to be Non-Uniform
  • Cannot be used for “overtime eligible” staff
  • Department must go into timesheet and enter total payment/hours worked
  • Be sure to select “Departmental Time Entry” on this PA under “Time Entry Method”
Amount
  • Total salary to be paid upon completion of project/event/award/performance
   
Select Payment Type: One-Time Payment
  • Select if this is a One-Time Payment
  • Do not use for overtime eligible employees
  • One-time payments may be taxed at a different rate and may be treated differently for retirement contribution
  • NOTE: Payment will be paid for pay period in which the end date occurs (e.g. If employee performs work during the period 06/01/12 – 09/15/12, the employee will receive the one-time  payment on 09/25/12)
Hours Worked
  • Indicate total hours worked on project/event
Payment Amount
  • Total salary to be paid upon completion of project/event/award/performance
Payment Type
  • Select appropriate reason for the one-time payment
    • Supplemental: Specific project/event completion
    • Award: Select if one-time payment is for an award received
    • Music: Select if one-time payment is for a musical performance
    • Other: Explain in comments section reason for one-time payment
   
Time Sheet Organization Code
  • 4 or 5 character code representing organization responsible for time entry (or review of time entry)
  • Organization responsible for monitoring the “job”
  • Groups employees for timesheet approvers for web time entry
  • Defines where time records are distributed
  • Common departmental reports that query on this field: PWRROUT (default approver); PWRTIME (shows who is active in time sheet org & provides detail on job); PWRETIM (provides status of web time entry)
  • Appears in Banner screen NBAJOBS (in Payroll Default tab, field name “Timesheet Organization”
  • Appears as “Time Sheet Org” on Millennium Fast-HR reports
Time Entry Method
  • Indicate how employee will enter time
    • Departmental – department enters time for employee
    • Web – employee completes timesheet through Web4U
   
Exception Default Approver ID#
  • Enter the W# of the individual responsible for approving this employee’s timesheet
    • Only needed if different than department’s regular approver
    • This individual must have Banner HR access
  • Temporary employees cannot be listed here as they cannot be timesheet approvers
Approver Name
  • Enter the name of the exception to default approver
Approver Position #
  • Enter the position number for the exception to default approver
FYI ID#
  • Enter the W# of the individual you want to grant FYI access to view the timesheet.  This person will be able to view this timesheet, but will not approve time
FYI Name
  • Enter the name of person to view timesheets
FYI Position #
  • Enter position number of person to view timesheets
Job 1 or 2?
  • Indicate if this funding string applies for Job Effective Date 1 or Job Effective Date 2
  • See Section 2, Job Effective Dates for more information
Fast Index
  • The fast index is a shorthand code describing designated segments of the chart of accounts.  Fast indexes describe a unique combination of fund, organization and program
Fund
  • Fund represents a distinct code designating the sours for a particular transaction. (10200 = State Funded, 2xxxx = Self-Sustaining, 5xxxx = Grant)
Orgn
  • Organization represents a separately identifiable budget unit within a fund, such as a college or department.  The organization code establishes budget responsibility, system security and to facilitate generation of reports and summarizations
Acct
  • Commonly used Acct Codes:
    • Permanent Classified: F102
    • Temporary Classified: F107
    • Permanent Professional Staff/Executive Officers: F206
    • Temporary Professional Staff: F221
    • One-Time Pay: F280
Prog
  • Program code defines functional classifications of financial activity
Actv
  • Activity code defines specific activities at a level that is not required for University reporting.  Use of the activity code is optional.
Locn
  • Location code defines a specific building, room or off-campus facility.  Use of the location code is optional.
% Salary
  • Defines what percentage of salary is to be taken from each funding string
  • All percentages MUST add to 100% for each position number indicated (e.g. If PA applies to 2 different positions then each position must add to 100%)
$ Salary
  • Actual amount of salary to be charged against the indicated funding string
  • Total of all salary for position must equal total compensation for position
Position #/Sx
  • Enter the position/suffix funding string applies to
  • You can leave blank if entire PA applies to only one position
FROM/TO
  • Indicate if you are moving funding “from” the position indicated, or “to” the position indicated
Fast Index
  • Shortcut code established for funding of positions
  • Represents entire FOAPAL string
Fund
  • Fund Code for payment of positions
Orgn
  • Organization budgeting for position
Acct
  • Commonly used Acct codes:
    • Permanent Classified: F102
    • Temporary Classified: F107
    • Permanent Prostaff: F206
    • Temporary Prostaff: F221
    • Executive Officers: F206
Prog
  • Program Code: Organization budgeting for position
Actv
  • Optional entry to further define funding string
Locn
  • Leave blank, not currently used
Salary
  • Dollar amount of salary being impacted by the change requested
Benefits
  • Dollar amount of benefits being impacted by the change requested
Total
  • Add Salary + Benefits
Position #
  • Indicate the position/suffix funding string applies to

Millennium Focus Group

carter30

Mission Statement

To represent campus-wide constituents and facilitate the use and understanding of Millennium FAST products campus-wide.  This includes, but is not limited to, testing and recommending upgrades; training; reviewing and approving user requests for modifications; establishing guidelines; and exploring additional capabilities of the program and other products offered by Millennium.

Members

Please feel free to contact a member if you have questions, concerns or ideas about or for Millennium FAST.

  • Wanna VanCuren (FAST-Finance Administrator)
    • Division/College: Business and Financial Affairs
    • Department: Business & Financial Systems
    • Phone: x2992
    • Email: Wanna.Vancurren@wwu.edu
  • Austin Cooper
  • Carrie Thurman (FAST-Budget Administrator)
    • Division/College: Business and Financial Affairs
    • Department: Budget Office
    • Phone: x3029
    • Email: carrie.thurman@wwu.edu
  • Debora Short
    • Division/College: Enrollment and Student Services
    • Department: Vice President Enrollment & Student Services
    • Phone: x7626
    • Email: debora.short@wwu.edu
  • Donna Mason
    • Division/College: Business and Financial Affairs
    • Department: Human Resources
    • Phone: x7713
    • Email: Donna.Mason@wwu.edu
  • Heidi Ling
    • Division/College: Business and Financial Affairs
    • Department: Business & Financial Systems
    • Phone: x4220
    • Email: Heidi.Ling@wwu.edu
  • Ichi Kwon (Co-Chair)
    • Division/College: Academic Affairs
    • Department: Provost’s Office
    • Phone: x6837
    • Email: ichi.kwon@wwu.edu
  • Jan Tucker
    • Division/College: Business and Financial Affairs
    • Department: Accounting Service
    • Phone: x3689
    • Email: Jan.Tucker@wwu.edu
  • Janet McLeod
    • Division/College: Enrollment and Student Services
    • Department: Assistant Vice President Enrollment and Student Services
    • Phone: x2969
    • Email: janet.mcleod@wwu.edu
  • Jenny Sidwell
    • Division/College: Academic Affairs
    • Department: Provost’s Office
    • Phone: x3509
    • Email: Jenny.Sidwell@wwu.edu
  • Kelley Peck
    • Division/College: Academic Affairs
    • Department: Extended Education
    • Phone: x3320
    • Email: Kelley.Peck@wwu.edu
  • Linda Teater
    • Division/College: Business and Financial Affairs
    • Department: Budget Office
    • Phone: x4762
    • Email: linda.teater@wwu.edu
  • Mark Okinaka (Co-Chair)
    • Division/College: Academic Affairs
    • Department: Provost’s Office
    • Phone: x3729
    • Email: mark.okinaka@wwu.edu
  • Michael Ulrich
    • Division/College: Business and Financial Affairs
    • Department: Accounting Services
    • Phone: x3675
    • Email: michael.ulrich@wwu.edu
  • Molly Vogel
    • Division/College: Academic Affairs
    • Department: Extended Education
    • Phone: x6745
    • Email: Molly.Vogel@wwu.edu
  • Sharon Colman
    • Division/College: Business and Financial Affairs
    • Department: Business & Financial Systems
    • Phone: x3479
    • Email: sharon.colman@wwu.edu
  • Teresa Hart
    • Division/College: Business and Financial Affairs
    • Department: Assistant Vice President Business and Financial Affairs Office
    • Phone: x2508
    • Email: teresa.hart@wwu.edu
  • Thomas Jones
    • Division/College: University Advancement
    • Department: Western Foundation
    • Phone: x3408
    • Email: thomas.jones@wwu.edu

Faculty/Librarian/Grad Assistant Personnel Action (PA) Form Instructions

carter30
Date
  • Enter today’s date in the MM/DD/YYYY format (e.g. 03/12/2012)
PA Contact
  • Enter name of person who can be contacted with questions regarding this action
    • Typically this is the person who initiates the form
Department
  • Enter the department for the contact person listed above
Phone
  • Enter the phone number of the contact person listed above
Employee ID
  • Enter the employees Western ID Number (W#)
  • If the employee does not have an ID yet, leave blank and HR will create when employee completes required new hire paperwork
Employee Last Name
  • Enter the employee’s last name using title case (only capitalize first letter)
    • Standardized formatting helps speed searches using Forms Finder
First Name & MI
  • Enter the employee’s first name and middle initial using title case (e.g. Susan R.)
Department
  • Enter the department having primary administrative responsibility for the employee
Division/College
  • Select division/college having PRIMARY responsibility for employee
Bldg/Rm# Mail Stop Phone
  • Enter the employee’s primary location (e.g. OM370), mail stop and Western phone
Include in the Campus Directory?
  • Select “YES” if the employee should appear in the campus directory
Organization Codes: Home Dept
  • Enter code for department with primary administrative responsibility for employee
  • This field is commonly used in Banner reports to identify employee’s primary department, and is used to produce employee counts used by President, VPs, Deans, UPB, etc.
  • Appears in Banner screen PEAEMPL (“Home Department”)
  • Appears as “Home Org” on Millennium Fast-HR reports
Organization Codes: Distribution
  • Enter code for check distribution (typically matches the Home Dept code)
  • Use code 5351 (cashier) for all Graduate Student positions
  • Appears in Banner screen PEAEMPL (“Check Distribution”)
  • Banner reports PWRNSAL and PWRCDST uses the Distribution code to show departments who was paid during the pay period for non-salaried and salaried positions
  • Appears in as “Dist Org” on Millennium Fast-HR reports

 
Reports to (Name)
  • Enter the last name, first name, MI of employee’s supervisor
Reports to ID#
  • Enter the W# of the employee’s supervisor
Reports to Phone
  • Enter the work phone of employee’s supervisor
Personal Phone for New Hires/Rehires Only
  • Enter the home phone or cell phone number of the employee (if available)
  • If this is not a new hire or rehire, please leave this section blank
Personal email for New Hires/Rehires Only
  • Enter the personal email address of the employee (if available)
  • If this is not a new hire or rehire, please leave this section blank
Job Title
  • Enter the job title for the position
  • Banner-HR is limited to 30-characters, to include spaces.  If title exceeds 30 characters, note preferred abbreviation in the comments field
    • If this is a new hire, ensure this title matches other hiring documentation (e.g. Offer, Contract, etc.)
Job Class
  • Select the appropriate job classification
Position Number/Suffix
  • Enter position number to include suffix or type “See Below” if this action applies to more than one position number/suffix
  • Work with your budget authority to choose correct position number
  • If you have banner access, you can determine potential position number by using NBIWBLD and the funding string
  • If no position currently exists, leave blank
Create New
  • Check box if no position number exists for this job and you would like HR to create one
Recruitment/Search
  • Enter recruitment/search number if applicable (e.g. 120235)
Apply to Funding Only Mark this box if the job begin/end dates ONLY apply to the funding information
  • Example: Permanent position, but is grant funded for a specific time period
  • Job start and end dates only apply to the funding string
ACTION: Create
  • Select appropriate action for a NEW employee/position
  • New Hire – Never employed by Western (student employment does not count as previous Western employment)
  • New Job – Current active employee moving to a new position
  • Rehire – Not currently active employee, but previously employed by Western
ACTION: Update
  • Select if renewing a currently existing job/position
  • Select appropriate action to update information on a currently active job
  • If PA has multiple actions, use “OTHER” and indicate in comments
ACTION: Terminate
  • Select appropriate reason for termination of position
ACTION: Other
  • If none of the above apply, select this option and provide reasons in comments section
1st Job Begin/Change Date
  • For new jobs or new hires: Enter the first day the employee will be working in this job
  • For job changes: enter the first day the job change will be in effect
  • Leave this field blank if this PA is to end/terminate the job
1st Job End Date
  • Enter the last date through which the employee is to be paid for this position (i.e. employee will receive pay for the date noted as the job end date)
2nd Job Being/Change Date
  • If a second action is happening to a position, indicate the start date of the additional change (e.g. position is active for fall and spring quarters only, note start of spring quarter as the 2nd job begin date)
  • If action applies to a different position than the 1st job, indicate dates as appropriate and explain in comments section
2nd Job End Date
  • If a second action is happening to a position, indicate the end date of the additional change (e.g. position is active for fall and spring quarters only, note end of spring quarter as the 2nd job end date)
  • If action applies to a different position than the 1st job, indicate dates as appropriate and explain in comments section
Reason for Action/Comments
  • Use this section as needed to provide additional information regarding the job or any special conditions or comments that need to be noted
  • REMINDER: The employee will be sent a copy of this PA and it will be included as part of the personnel record
CIP Code
  • Classification of Instructional Programs (CIP)
Contract or Esign URL
  • Include the link to appropriate contract for this positionCAUTION: Do not include a link to the Request to Make Offer e-sign form since it includes a copy of the applicant names and disposition record. Employees receive a copy of this PA form and it is not appropriate for them have access to this information.
Select Payment Type Complete ONE section as applicable
Select Payment Type: Salaried
Academic 9 Mos
Quarterly 3 Mos
Other __ Months
Summer __ Weeks
  • Select the appropriate “duration” of the entire salary to be paid
  • Indicate the actual salary you wish to pay for the entire duration on line provided
Academic 9 Months
Quarterly 3 Months
Other____ Months
Summer ____Weeks
  • Select the appropriate “duration” of the entire salary to be paid
  • Indicate the actual salary you wish to pay for the entire duration on line provided
Salary: $ Enter total dollar amount to be paid
Appointment Percentage Percent of 8-hr shift working (hrs per day/8 ie. 6/8=75%)
9-Month FTE # months worked/9 x Appt %
Select Payment Type: One-Time Payment
  • Select if this is a One-Time Payment
  • Do not use for overtime eligible employees or students
  • One-time payments may be taxed at a different rate and may be treated differently for retirement contribution
  • Indicate total hours worked on a project
  • Payment amount is total to be paid
  • Payment Type – select appropriate reason for 1X pay
  • NOTE: Payment will be paid for pay period in which the end date occurs (e.g. If employee performs work during the period of 06/01/12 – 09/15/12, the employee will receive the one-time payment on 09/25/2012)
Hours Worked
Payment Amount
Payment Type
 
Select Payment Type: Hourly
Hourly Rate Pay per rate schedule for Range/Step
   
Select Payment Type: Non-Uniform
  • Select if payment type is to be Non-Uniform
  • Cannot be used for “overtime eligible” staff
  • Department must go into timesheet and enter total payment/hours worked
Amount
Time Sheet Organization Code
  • 4 or 5 character code representing organization responsible for time entry (or review of time entry)
  • Organization responsible for monitoring the “job”
  • Groups employees for timesheet approvers for web time entry
  • Defines where time records are distributed
  • Common departmental reports that query on this field: PWRROUT (default approver); PWRTIME (shows who is active in time sheet org code & provides detail on job); PWRETIM (provides status of web time entry)
  • Appears in Banner screen NBAJOBS (in Payroll Default tab, field name “Timesheet Organization”)
  • Appears as “Time Sheet Org” on Millennium Fast-HR reports
Time Entry Method
  • Indicate how employee will enter time
    • Departmental – department enters time for employee
    • Web – Employee completes timesheet through Web4U
    • N/A – if salaried (faculty (NTT/or T/TT)
Exception Default Approver ID#
  • Enter the W# of the individual responsible for approving this employee’s timesheet
    • Only needed if different than organization’s regular approver
  • Temporary employees cannot be exception to default approvers
  • This individual must have Banner HR access
Approver Name
  • Enter the name of the exception to default approver
Approver Position #
  • Enter the position number for the exception to default approver
FYI ID#
  • Enter the W# of the individual you want to grant FYI access to
    • Can view timesheets, but can’t approve them
FYI Name
  • Enter the name of the person to view timesheets
FYI Position #
  • Enter position number of person to view timesheets
Quarters
  • Select quarter(s) funding string applies to
9-month FTE
  • Full-Time equivalent based on 9-month academic cycle
  • Reflected in Millennium Fast-HR as Annual FTE (Jobs Reports)
  • Calculation: # Months Worked/9 Months (Academic Year) x Appointment %
  • Example: One quarter faculty job: 3months/9months x 100% = .33 9-month FTE
12-month FTE
  • Full-Time equivalent based on 12-month calendar year
  • Reflected in Millennium Fast HR as Job FTE (Jobs Report)
  • Calculation: # Months Worked/12 months (calendar year) x Appointment %
  • Example: One quarter faculty job: 3months/12months x 100% = .25 12-month FTE
Appt%
  • Enter the appointment percentage for this position (percentage of work effort required each week)
  • Required for all salaried jobs
  • Calculation of appointment percent varies by college/job type
  • Determines if a job is “OVERLOAD” for payroll purposes
    • Any combination of jobs that exceed 100% will be coded as “OVERLOAD”
    • NOTE: “Payroll overload” may be different than “academic overload”
Fast Index
  • The fast index is a shorthand code describing designated segments of the chart of accounts.  Fast indexes describe a unique combination of a fund, organization and program
Fund
  • Fund represents a distinct code designating the source for a particular transaction.  (10200 = State Funded, 2xxx = Self Sustaining, 5xxx = Grant)
Orgn
  • Organization represents a separately identifiable budget unit within a fund, such as a college or department.  The organization code establishes budget responsibility, system security and to facilitate generation of reports and summarization’s
Acct
  • Commonly used Acct Codes:
    • TN/TT Faculty: F310
    • NTT Faculty: F360
    • Librarians: F207
    • Grad Students: F401
    • Faculty One-Time Pay: F380
    • Optional Summer Faculty: F371
  
Prog
  • Program code defines functional classifications of financial activity
Actv
  • Activity code defines specific activities at a level that is not required for University reporting.  Use of the activity code is optional.
Locn
  • Location code defines a specific building, room or off-campus facility.  Use of the location code is optional.
% Salary
  • Defines what percentage of salary is to be taken from each funding string
  • All percentages MUST add to 100% for each position number indicated (e.g. If PA applies to 2 different positions, then each position must add to 100%)
$ Salary
  • Actual amount of salary to be charged against the indicated funding string
  • Total of all salary for position must equal total compensation for position
Position #/Sx
  • Enter the position/suffix funding string applies to
  • You can leave blank if entire PA applies to only one position
FROM/TO Indicate if you are moving funding “from” the position indicated or “to” the position indicated
Fast Index
  • Shortcut code established for funding of positions
    • Represents entire FOAPAL string
Fund
  • Fund code for payment of position
Orgn
  • Organization budgeting for position
Acct
  • TT Faculty: F310
  • NTT Faculty: F360
  • Librarians: F207
  • Grad Students: F401
  • One-Time Pay: F380
  • Summer Faculty: F371
Prog
  • Program Code: Organization budgeting for position
Actv
  • Optional entry to further define funding string
Locn
  • Leave Blank, not currently used
Salary
  • Dollar amount of salary being impacted by the change requested
Benefits
  • Dollar amount of benefits being impacted by the change requested
Total
  • Add Salary + Benefits
Position #
  • Indicate the position/suffix funding string applies to