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Benefits/Deduction Administration

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1. PTRBDFQ Benefit Payroll Frequency Rule Form specify how many times a life insurance premium is taken in a given month PTRBDMC Mass Change Rule Form specify rules for mass change and the criteria for including any benefit or deduction record in the Benefit Deduction Mass Change Process PDPBDMC can be determined controlled and defined in the Benefit Deduction Mass Change Rule Form PTRBDMC This rule form gives you the ability to influence which benefits or deductions should be modified and what information is to be modified PTRBREA Benefit Deduction Change Reason define reasons for employee benefit change and associate Rules Form those reasons with a change type PTRBREL Beneficiary Relationship Rule Form establish codes that identify the relationship to an employee or other benefactor that makes a beneficiary eligible for benefits PTRGTAX Taxable Life Insurance Premium Rule Form review tax information PTRINST Installation Rules Form identify rules that apply throughout your installation and establish them in the database at an installation level PTRLFCH Life Event Change Rules Form defines rules to control the Self Service processing for a primary group and each associate benefit or deduction in the primary group PTRLIFE Life Insurance Calculation Process Parameter Rule Form set up parameters to calculate the life insurance amounts SunGard 2004 2011 Managing Benefits and Deductions P
2. Section objectives In this section you will learn how to e maintain beneficiary coverage e track beneficiary information e enter employee FMLA information e view benefit enrollees SunGard 2004 2011 Managing Benefits and Deductions Page 43 Process Introduction for Maintaining Benefit Coverage About the process The Human Resource Office can record information about an employee such as beneficiary information Flow diagram eo O O0 O00 DE Se o Employee selects Human Resources Human Resources Moore beneficiaries or creates beneficiary assigns the ie i fuman dependencts to records in Banner _ beneficiaries to the Office beneficiary benefits of the required benefits employee in Banner This diagram highlights the processes used to maintain beneficiary coverage SunGard 2004 2011 Managing Benefits and Deductions Page 44 What happens The stages of the process are described in this table Human Resource Office Employee lists beneficiaries or dependents to beneficiary required benefits Human Resources creates beneficiary records in Banner Beneficiary Form PDABENE Human Resources assign the beneficiaries to the benefits of the employee in Banner Beneficiary Coverage Form PDABCOV SunGard 2004 2011 Managing Benefits and Deductions Page 45 Maintaining Beneficiary Coverage a Introduction The Beneficiary Coverage Form PDABCOV allows you to view add or delete dependents a
3. no Entry 4 No Entry 4 No Entry 5 No Entry Combined Limit Applicable Rule Code Description Employee Limit Employer Limit Combined Limit Gross Limit SunGard 2004 2011 Managing Benefits and Deductions Page 18 Steps Follow the steps to add or change a benefit option I 2 10 LL 12 13 14 15 Access the Employee Benefit Deduction Form PDADEDN Click the ID Search icon and select an employee ID from the Employee Search Form POIIDEN If a Benefit Category did not default in the field for your employee select the Benefit Category Search icon and select a benefit category Click the Deduction Search icon and select the deduction code of the record you are adding using the Employee Deduction Query form PDIDLST Enter today s date or beginning date for the new deduction in the Query Date field Enter the first day of the pay period in which you the deduction should be withheld Click the Next Block icon Enter the date the deduction was established for the employee in the Begin Date field Enter the first day of the pay period in which you the deduction should be withheld Leave the End Date field blank Review the Calculation Rule field and the Bond Balance field they are populated by the system Click the Next Block icon Review the Effective Date field it should be the same as the Begin Date field The Status field is populated with Active by the system In th
4. Records that appear here are retrieved from the current values on the Action Window of the PEAFACT form based on the query date Only Approved faculty actions are displayed on this form Faculty actions with any other approval decision do not appear here Employee Information Earnings PEIETOT Employee Year to Date Totals Form The Employee Year To Date Totals Form provides monthly quarterly and year to date employee totals by designated fiscal calendar year Data displayed includes hours worked gross amount and net amount SunGard 2004 2011 Page 73 Managing Benefits and Deductions Area Employee Information Earnings Form PEIJTOT Job Year to Date Totals Form Description The J ob Year To Date Totals Form provides monthly quarterly and year to date job totals by either fiscal or calendar year It displays data on hours and gross amounts accumulated for the requested earnings code and all earnings in a specific assignment Employee Information Leaves PEIFMLA Employee FMLA Status Inquiry Form The Employee FMLA Status Inquiry Form displays a history of the leaves that a specified employee has taken under the Family and Medical Leave Act FMLA during the specified FMLA year Employee Information Leaves Employee Information Leaves PHIACCR Pay History Leave Accruals Form PEILHIS Employee Leave History Form The Pay Histor
5. Area Form Description Position NBIJLHS Labor The Labor Distribution Change History Form Control Distribution Change allows you to query and display all Job Labor History Form Distribution Changes created for a specified employee and assignment on the Employee Jobs Form NBAJ OBS Additionally you may document the change by entering one or more comments as to why the change occurred such as a new grant change in funding sources etc A free form explanation can be entered at Change Reason This form also reports all details of the labor distribution changes by Capture Date and lists specific encumbrance data affiliated with each Job Labor Distribution Position NBIJLST Employee The Employee J ob Inquiry Form lists the Control Job Inquiry Form primary secondary and overload positions occupied by a specified employee Position NBIPINC Position The Position Incumbent List Form lists position Control Incumbent List Form incumbents by fiscal year as of a user specified date It provides data on past and present incumbents of each position future incumbents by the effective job date and total occupied FTEs for each position Data provided for each incumbent includes identification number name job begin end dates and employee status SunGard 2004 2011 Managing Benefits and Deductions Page 70 Position Control NHIDIST Labor Distribution Data Inquiry Form Area Form
6. 44 OCTOBER 1 390 46 0 00 7 005 79 NOVEMBER 1 271 35 0 00 6 580 39 Yearly Totals Employee 4 043 78 Employer 0 00 Applicable Gross 20 561 62 Quarterly Totals Life to Date Totals Quarter 1 Employee 4 043 78 Quarter 2 Employer 0 00 Quarter 3 1 381 97 0 00 6 975 44 Applicable Gross 20 561 62 Quarter 4 2 661 81 0 00 13 586 18 Steps Follow these steps to view the year to date totals life to date total and the monthly total for a single benefit deduction 1 Access the Benefit Deduction Year to Date Total Form PEIDTOT 2 Click the ID Search icon and select a person s ID 3 Click the Deduction Search icon and select a deduction 4 Click the Employer Search icon and select an employer code SunGard 2004 2011 Managing Benefits and Deductions Page 34 5 Click the Next Block icon 6 View the information 7 Click the Exit icon Introduction The Aggregated Benefits Deductions Totals Form PEIATOT allows benefit administrators to view the cumulative year to date life to date and monthly totals of all benefits deductions that are grouped by deduction type for each employee Banner form T Aggregated Benen DEGUEton TOES PETOT BI scr soccer eLearn O EVID PEC OEUCO CHP O EME EOE pe POC MECC UE OE Br pr ene UE NCC ID aoo010809 7 Brian F Bell From Year 2009 01 JAN 2009 To 31 Dec 2009 Deduction Eo Federal Tax To Year z010 o
7. Date f End Date Calculation Rule Bond Balance Effective Date Status sis Reference C Comments Exist Deduction Change Reason Bd Event Date amp Options Amounts Title Value Entry Title Amount Entry 1 1 2 3 E 3 a g j 4 O Cd 4 Co JO 5 Combined Limit Applicable Rule Code Description Employee Limit Employer Limit Combined Limit Gross Limit vv SunGard 2004 2011 Managing Benefits and Deductions Page 61 Steps Follow these steps to add 403 b and 457 plan deductions to an employee record iF 2 10 Li 12 13 14 L5 16 Access the Employee Benefit Deduction Form PDADEDN Enter an ID number in the ID field Or click the ID Search icon to search for and select an ID Click in the Deduction field Enter a 403 b and 457 plan deduction code e g RAJ for the TIAA CREF benefit in the Deduction field Or click the Deduction Search icon to search for and select a code Click the Next Block icon Review the default values for the deduction amounts Click the Save icon Click the Rollback icon to enter another benefit deduction Click in the Deduction field Enter a 403 b and 457 plan deduction code e g SRI for Supplemental Annuity Fidelity in the Deduction field Or click the Deduction Search icon to search for and select a code Click the Next Block icon Click the Next Block icon If default values do not exist enter them in th
8. Deduction History PEIDHIS 8 4 rrer orreee rror tebe reor oror rororo eroro ir o o br cr rr rororo oro oror ororo eroro eroro rero oro oror pror ororo rororo Tororo eoor ororo mD r E Capture Date and Time User ID Deduction Code Status Effective Date Reference Number Option 1 Amount 1 Open Enrollment B Option 2 Amount 2 C Deleted Option 3 Amount 3 Begin Date C Option 4 Amount 4 o e End Date Option 5 Deduction Change Reason Combined Limit Rule Code C R Event Date Arrear Balance C Arrear Status OU O w 4 last name differs from social security card Letter Date Indicator Letter Status Add or Replace Payroll ID Filing Status Allowances Employee Amount Signed Date Employer Amount Updated By i Applicable Gross SunGard 2004 2011 Managing Benefits and Deductions Page 37 Steps 1 Access the Employee Deduction History Form PEIDHIS 2 Type an ID number in the ID field Or click the ID Search icon to search for and enter an ID 3 Click the Next Block icon 4 View the results displayed 5 Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 38 Self Check Directions Use the information you have learned in this workbook to complete this self check activity Question 1 Which rule form allows for the insertion or termination of deductions for large groups of employee
9. Description Position NBIPLST Position The Position List by Position Classification Form Control List by Position displays all the positions assigned to a position Classification Form classification Fields displayed include position number position title status begin end dates type of position and number of budgeted and filled FTEs Position NBIPORG Position The Position List by Organization Form provides Control List by Organization a list of positions defined for a specified Form organization Positions appear in sequence according to defined Position Number Position FTE totals appear for each position Position NBIPOSH Position The Position History Form displays a history of Control History form the changes made to a specified position via the Position Definition Form NBAPOSN The changes are shown in descending order by date that is the most current change is shown first and the information originally entered for the position is shown last The Labor Distribution Data Inquiry Form provides query access to all payroll distribution data for the Finance Document Number Chart of Accounts time frame and FOAPAL elements entered in the Key Block The displayed information specifies the dollar amount distributed to the FOAPAL earning and or benefit by Employee ID This form displays earnings and or benefit data for the Chart of Accounts FOAPAL elements category and date range entered in the Key block To view fields th
10. Enter values or change assigned values for the benefit deduction amounts in the Amounts field if necessary Use the down arrow to enter amounts for each of the Benefit codes Note See the User s Manual for data required in the Options and Amounts fields based on the benefit deduction calculation rule 16 Repeat Step 2 if necessary to complete each Benefit Deduction To change or view default Combined Limit Rule Code for the appropriate benefit 17 Click the Combined Limit Rule Code Selection button and change the rule to the appropriate rule for the 403 b or 457 plan 18 Click the Save icon SunGard 2004 2011 Managing Benefits and Deductions Page 10 Options Create Beneficiary Records The Create Beneficiary Records window option maintains a list of all beneficiaries and dependents of the employee Note The Beneficiary Form PDABENE maintains a list of all beneficiaries and dependents of the employee When the employee is entered on PEAEMPL the system automatically populates the first block of PDABENE with the employee name and ID This entry is automatic and may not be updated or deleted Banner form ga Beneficiary PDABENE 8 4 17 8 pee ID a00010706 7 Rich F Stuart Benefit Category Fi Full Time Employees Employee Status Active Sequence Number ID k00010706 Member Type poh Spouse Ei yed Last Name Prefix Sane ea Relationship to Employee b mer nnn Las
11. Type of Care Status Date 04 Jan 2010 C Military Service Documentation Received Status AP FMLA Leave Approved ki E Reason HP Serious Health Condition of Parent Military Documentation Date Scheduled Back to Work Duration amp Full Time Intermittent Combined Status Full Time Part Time Duration Notes Scheduled Date Approval ID Bd Actual Back to Work Approval Date B Status Full Time Part Time be Unpaid Status Date E Actual Date E Steps Follow the steps to enter FMLA information 1 Access the Employee FMLA Information Form PEAFMLA 2 Click the ID Search icon and select the employee taking family leave from the Employee Search Form POIIDEN 3 Click the Leave Period Indicator drop down arrow and select the type of year used by your institution for calculation purposes Note The Leave Period Indicator default is based on value selected on PTRINST however it can be changed 4 Enter the date in the Hours Query Date field Note Displays system date by default Change the date if you wish to query for an alternate 12 month work period 5 View the 12 Month Hours field Note This field displays the total number of eligible work hours based on the type of year that was selected in the Leave Period I ndicator 6 Click the Next Block icon SunGard 2004 2011 Managing Benefits and Deductions Page 49 10 jue 12 13 14
12. and time sheet roster indicator Records are displayed only for computer generated pay events The total hours and units for specific records are also displayed Payroll PHIETIM Web The Web Department Employee time Inquiry Payroll Department Employee Form provides a summary of hours entered Processing Time Inquiry Form Time Entry Payroll PHITSKY Time The Time Sheet Keys Form PHITSKY enables Payroll Sheet Keys Form you to view the pay events time sheet Processing organizations and roster indicators for a Time Entry specified person SunGard 2004 2011 Managing Benefits and Deductions Page 76 Area Form Description Payroll PHITTOT Time The Time Sheet Totals Form PHITTOT is a Payroll Sheet Totals Form query form It enables you to view the total Processing hours for each payroll by organization and Time Entry roster indicator The only earnings codes totaled are those whose Hours or Units I ndicator field on the Earnings Code Rule Form PTREARN is set to Hours SunGard 2004 2011 Managing Benefits and Deductions Page 77 Centralized Payroll Forms One Time Additional Deduction Used to process a missed payroll deduction One Time Refund Deduction Used to process a refund of a payroll deduction One Time Over ride Deduction Used to process a over ride of a payroll deduction ONE TIME ADDITIONAL DEDUCTION Processed by Institution Instruction t
13. deduction has been set up Null has yet to be setup or Possible Preclusion another option for this benefit deduction may already have been established will appear depending on the status of the deduction 7 The Benefits or Deductions Required Begin Date Indicator and Default Exist fields are populated by the system based on all benefits and deductions that have been assigned as required on PTRBCAT SunGard 2004 2011 Managing Benefits and Deductions Page 8 8 Review any other benefits deductions that require set up for the employee The system prevents you from checking any item with a Setup Status of Previously Setup Options Establish Selected Benefits or Deductions The Establish Selected Benefits Deductions Information window option is selected to perform the actual setup activity Note You can specify default or change Combined Limit Rules in the Establish Selected Benefits Deductions Information window option menu 79 Employee Benefit Deduction Set up PDABDSU 8 4 ID 400010706 Rich F Stuart Code Status Begin Date End Date E Active 21 Dec 2010 21 Dec 2011 Benefit or Deduction R01 a038 a hh Options Amounts GEm io a ER 50 EE Limit L a Combined Limit Rule Code Description foserest Employee Limit 16 500 00 i i Employer Limit 22 000 00 Combined Limit 49 000 00 Ap
14. established for the employee in the Begin Date field Leave the End Date field blank Review the Calculation Rule it is populated by the system Click the Next Block icon Review the Effective Date field it should be the same as the Begin Date field Click the Status drop down arrow and select a status Note Active Exempt Terminated or Waived Enter free form text if required in the Reference field View the values displayed under the Options and Amounts sections Note The behavior of fields under the Options and Amounts titles differ based on the deduction The Benefit and Deduction Rules Form PTRBDCA determines this behavior based on the calculation rule SunGard 2004 2011 Managing Benefits and Deductions Page 14 15 16 17 18 19 20 21 22 View or select a Combined Limit Rule Code from the Combined Limit Rule Code drop down if applicable You should enter a combined limit rule for 403 b and 457 plans Note Displays the code originally entered on PTRBDCL and associated with the specific deduction on PTRBDCA View the description in the Description field Note Displays a description of the combined limit rule code View the amount in the Employee Limit field Note Displays the employee limit as set up for the combined limit rule on PTRBDCL View the amount in the Employer Limit field Note Employer Limit Displays the employer limit as set up for the combined limit rule on PT
15. is not being taken The system maintains the applicable gross but does not calculate the deduction amount System The value that the system calculates based on a Calc rule This entry is used primarily for life insurance SunGard 2004 2011 Managing Benefits and Deductions Page 83 Forms J ob Aid oO Form Full Name Use this Form to NBA OBS Employee J obs Form change employee status PCABENE COBRA Dependent and Beneficiary Form set up COBRA employees and beneficiaries PCAPERS COBRA Person Form maintain data on persons eligible for COBRA benefits Appropriate notification late payment enrollment end and termination notices are run in a background process view add or delete dependents and beneficiaries by PDABCOV Beneficiary Coverage Form employee for each benefit PEAEMPL Employee Form enter the employee termination or leave of absence info PTRBCAT Benefit Category Rule Form establish groupings or packages of benefits to manage the distribution of benefits according to employee eligibility PTRBDCA Benefit Deduction Rule Form establish and define the Benefit and Deduction codes used by the Payroll System PTRBDCL Benefit Deduction Combined Limit specify annual dollar limits for combinations of employee Rules Form retirement plans 50 catch up contributions and the 15 year rule plan SunGard 2004 2011 Managing Benefits and Deductions Page 84 Form Full Name Use this Form to
16. system displays values in the remaining fields in the Key block Name Benefit Category and Default Begin Date fields DO NOT ENTER a date in the Default Begin Date The user MUST enter a date for each specific benefit deduction code Note You can override the system generated begin date for all of the employee s benefits deductions that have a user specified begin date orfor a particular benefit deduction with a user specified begin date Begin dates that are not user specified are automatically filled with the appropriate date as specified on PTRBCAT i e Current Hire 1st of Next Month etc 4 Click the Next Block icon 5 Click the Setup checkbox to specify whether the benefit or deduction identified in the associated Benefits Deductions field is to be set up for the employee Note If the Quick Setup indicator for the associated benefit or deduction has been set to Auto on the Benefit Category Rule Form PTRBCAT describing the employee s benefit category this check box is automatically selected by the system You can set up the benefit or deduction in the current session If the Quick Setup indicator for the associated benefit or deduction has been set to Manual on PTRBCAT and the benefit or deduction has not been previously set up the check box is clear and can be selected During the current session you can select the check box and then set up the benefit or deduction 6 In the Setup Status field Previously Setup benefit
17. the employee will be back on a full time or a part time basis upon completion of FMLA leave Enter the date or click the Scheduled Date Calendar icon to specify when the employee is due to return back to work Select the appropriate radio button for the Actual Back to Work Status to indicate if the employee returned back on a full time or a part time basis upon completion of FMLA leave Enter the date or click the Calendar icon in the Actual Date field to specify when the employee returned back to work Click the Save icon the updated information ically import hours into Leave Usage tab if PTREARN is set up 36 37 Click Import Payroll History in the Options menu Review information Data can be edited if necessary SunGard 2004 2011 Managing Benefits and Deductions Page 51 Leave Usage tab ID aoo010706 7 Rich F Stuart Leave Period Indicator Rolling Backward Hours Query Date 21 DEC 2010 Employee Class 08 Permenant Full time Faculty 12 Month Hours 0 00 Leave Event Record LeaveUsage Comments History Maximum Units Allowed 80 00 Leave Begin Date 04 J4N 2010 Leave End Date 10 J4N 2010 Total Life To Date Claimed 0 00 Status AP FMLA Leave Approved Earnings Payroll FMLA Units Code History Unit Indicator Begin Date End Date Claimed Co aan m SS es a a o o FMLA Year Year Begin Date Year
18. 00 22 000 00 49 000 00 16 500 00 30 500 00 49 000 00 E D a i 15YR50 15 Year Rule Plus 50 Catch Up 038 Standard 403b Limits E Combined Limit Test 16 500 00 Combined Limit Test 50 Catch Up Provision 21 500 00 15 000 00 22 000 00 22 000 00 49 000 00 49 000 00 a 22 000 00 asooo E SunGard 2004 2011 Page 60 Managing Benefits and Deductions Entering Combined Limit 403 b and 457 Plan Benefits Introduction You may enter 403 b and 457 benefits deductions for an employee and identify the Combined Limit rule for the person and benefit using the Employee Benefit Deduction Form PDADEDN In addition you may have one Combined Limit rule code for multiple deductions however you cannot have two deductions with two different Combined Limit rule codes for a person It is important to remember that an employee can only fall into one Combined Limit category Notes The Calculation Rule for the 403 b and 457 plan deduction must be 11 16 21 28 or 29 Some 403 b and 457 plans automatically have established defaults on the Employee Benefit Deduction Form Validate the appropriate combined limit rule Banner form ID hail Benefit Category a Last Paid Date Deduction m Query Date Ez Add or Replace and Arrears Excluded Payroll TD Premium History Comments W 4 and Lock In Letter Begin
19. 1 2an 2010 To 31 Dec 2010 Deduction Type m Year Type Calendar Employer BU m Banner University Fiscal Year Employee Total Employer Total Life to Date Totals Employee 4 043 78 E Employer 00 Total 4 043 78 00 Month Employee Amount Employer Amount AUGUST 1 381 97 0 00 5 OCTOBER 1 390 46 0 00 NOVEMBER 1 271 35 0 00 Steps Follow these steps to view totals by deduction type for each employee 1 Access the Aggregated Benefit Deduction Totals Form PEIATOT 2 Enter the ID number or click the ID Search icon and select a person s ID 3 Click the Deduction Search icon and select the deduction 4 Enter the year in the From Year field SunGard 2004 2011 Managing Benefits and Deductions Page 35 5 Enter the year in the To Year field Note The combination of the information selected in the key block will determine the information that is displayed The PEIATOT allows you to display health and tax related information for an employee 6 Click the Next Block icon 7 View the information 8 Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 36 Viewing Employee Changes to Benefits Deductions Introduction The Employee Deduction History Form PEIDHIS displays a record of changes made to the Employee Deduction Form Information is displayed by Captured Date and Time with a secondary sort by Effective Date followed by Deduction Code Banner form Za Employee
20. 15 16 17 18 19 20 Zi 22 The FMLA Units I ndicator field is populated but can be overridden Enter the maximum number of units allowed for FMLA leave in the Maximum FLMA Units Allowed field Example Ifthe units were expressed in hours the maximum allowed based on 12 weeks of leave stipulation could be entered as 480 assuming a normal week of 40 hours Click the Care for Military Member Authorized checkbox if it applies Click the Spouse Employed checkbox if the employee has a spouse that is employed by the institution Note If the Spouse Employed box was checked select the Search function at the Spouse ID field and select the spouse s ID from the Employee Search Form POIIDEN Click the Next Block icon Enter the leave request date in the Leave Request Date field Enter the date that the leave will begin in the Leave Effective Begin Date field Enter the date that the leave will end in the Leave Effective End Date field Enter the date in the Eligibility Notification Date field Enter the current date in the Status Date field Click the Status Search icon and select a status from the FMLA Status Validation Form PTVFMST Click the Reason drop down arrow and select the reason that the FMLA leave has been requested from the FMLA Leave Reason Validation Form PTVFREA Click the appropriate Duration radio button Note This indicates if the FMLA leave is full time intermittent or a combi
21. Banner Human Resources Managing Benefits and Deductions Training Workbook Release 8 4 March 2010 Updated 10 10 2011 SUNGARD HIGHER EDUCATION Wit SunGard Higher Education 4 Country View Road Malvern Pennsylvania 19355 United States of America 800 522 4827 Customer Support Center website http connect sungardhe com Distribution Services e mail address distserv sungardhe com Other services In preparing and providing this publication SunGard Higher Education is not rendering legal accounting or other similar professional services SunGard Higher Education makes no claims that an institution s use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws rules or regulations Each organization should seek legal accounting and other similar professional services from competent providers of the organization s own choosing Trademark Without limitation SunGard the SunGard logo Banner Campus Pipeline Luminis PowerCAMPUS Matrix and Plus are trademarks or registered trademarks of SunGard Data Systems Inc or its subsidiaries in the U S and other countries Third party names and marks referenced herein are trademarks or registered trademarks of their respective owners Revision History Log Publication Date Summary April 2008 New version that supports Banner Human Resources 8 0 software September 2008 Updated version that supports Banner Huma
22. End Date FMLA YTD Claimed 0 00 FMLA Units Available 80 00 38 Click the Next Block icon or click the Leave Usage tab 39 View the Maximum Units Allowed field to review the maximum number of units allowed for FMLA leave 40 View the Leave Begin Date field to review the start date of the FMLA leave 41 View the Leave End Date to review the end date of the FMLA leave 42 View the Total Life to Date Claimed field to review the running total of the total number of FMLA units claimed 43 View the Status to review the current status code of the FMLA leave record from the FMLA Status Validation Form PTVFMST 44 Click the Earnings Code Search function and select an earning code from the Employee Earnings Code Form PTQEERN that the FMLA leave will be accrued 45 View the Units I ndicator field Note This displays the units that the leave is tracked for that earning code All will be hours 46 Click the Payroll History checkbox 47 Enter the begin date in the Begin Date field to indicate the start date for which the FMLA leave is to be accounted under the particular earning code 48 Enter the end date in the End Date field to indicate that FMLA leave is to be SunGard 2004 2011 Managing Benefits and Deductions Page 52 accounted under the particular earning code 49 Enter the number of FMLA units that will be claimed under each earning code in the FLMA Units Claim field 50 Repeat steps to add add
23. Information Form PEAFMLA enables you to enter relevant information for an employee claiming a leave under The Family and Medical Leave Act FMLA Three new tabs have been created to access the corresponding windows of the Employee FMLA Information PEAFMLA e Record Detail e Leave Tracking e Comments Before entering information into the Employee Information Form PEAFMLA populate the following forms with relevant data e FMLA Status Validation Form PTVFMST e FMLA Leave Reason Validation Form PTVFREA e Beneficiary Relationship Rules Form PTRBREL e Earning Codes Rule Form PTREARN e Installation Rules Form PTRINST SunGard 2004 2011 Managing Benefits and Deductions Page 48 Banner form ID a00010706 Rich F Stuart Leave Period Indicator Rolling Backward Hours Query Date 21 Dec 2010 Employee Class os Permenant Full time Faculty 12 Month Hours 0 00 Leave Usage Comments History Leave Balance Allowed FMLA Units Indicator Care for Military Member Authorized C Spouse Employed Current Maximum FMLA Units Allowed 80 Spouse ID ha Leave Event Record M Comments Exist Eligible for Benefit Continuation Fa Leave Requested Date 04 JAN 2010 Medical Certification Received Leave Effective Begin Date 04 Jan 2010 Received Date C B Leave Effective End Date En E Military Member Name Eligibility Notification Date B Relationship J
24. RBDCL View the amount in the Combined Limit field Note Combine Limit Displays the combined limit as set up for the rule on PTRBDCL View the Applicable Gross Limit displays the applicable gross limit as set up on PTRBDCL available Click the Save icon Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 15 Setting Up Employee Elected Life Insurance Coverage Both employer and employee setup is required Introduction The Employee Benefits Deduction Form PDADEDN allows you to assign life insurance coverage to employee s Banner form a Employee Benefit Deduction PDADEDN 8 4 fille eee ee eee ea aaa ID 400010809 7 Brian F Bell Benefit Category F1 Full Time Employees Last Paid Date 30 APR 2010 Deduction uF 7 Life Insurance 2X Salary Query Date 03 AUG 2009 amp Add or Replace and Arrears Excluded Payroll ID Premium History Comments End Date E Calculation Rule 50 Bond Balance Begin Date MERAMERANE Effective Date 03 AUG 2009 Status Active 7 Reference i C Comments Exist Deduction Change Reason 7 Event Date B Options Amounts Title Value Entry Title Amount Entry 1 or optional 1 Override optional 2 no Entry 2 Premium System 3 No Entry 3 Salary System 4 no Entry 4 Cov Amnt system a fiind C System Combined Limit Applicable Rule Code Description Employee Limit Employer L
25. Steps Follow these steps to view combined limit results 1 Access the Aggregated Benefit Deduction Totals Form PEIATOT 2 Enter an ID number in the ID field Or click the ID Search icon to search for and select an ID 3 Enter either a deduction or a deduction type In this example type a deduction type e g 10 for 403B in the Deduction Type field 4 Click the Next Block icon 5 Review the values that display 6 Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 64 Self Check T Directions Use the information you have learned in this workbook to complete this self check activity Question 1 At a minimum how often must the employee employer and combined limits be updated on the Benefit Deduction Combined Limit Rules Form PTRBDCL A Daily B Weekly C Monthly D Annually Question 2 The Combined Limit on the Benefit Deduction Combined Limit Rules Form PTRBDCL will always equal the Employee Limit plus the Employer Limit True or False Question 3 An employee may fall into multiple Combined Limit categories True or False SunGard 2004 2011 Managing Benefits and Deductions Page 65 Question 4 Which item below does not need to be identified in order to view the effects of Combined Limit using the Aggregated Benefit Deduction Totals Form PEIATOT A Employee ID B Deduction or Deduction Type C Employee Start Date D Employer SunGard 2004 2011 Ma
26. age 85 Form Full Name Use this Form to PTRLIFI Life Insurance Rule Form establish and define life insurance coverage amounts PTRLIFI Life Insurance Rule Form establish and define life insurance coverage amounts PTRPREM Life Insurance Premium Rule Form establish life insurance coverage amounts PTVDDOC Benefit Deduction Supporting define any supporting documentation employees will need to Documents Validation Form provide as part of enrollment as a new hire or with a life event PTVDREA Benefit Deduction Termination Reason define benefit and deduction termination reasons for your Code employer ae identify the statuses that you can assign to leaves claimed PTVFMST FMLA Status Validation Form under the Family and Medical Leave Act FMLA PTVFREA FMLA Leave Reason Validation Form set up FMLA Leave Reason codes SunGard 2004 2011 Managing Benefits and Deductions Page 86
27. al deduction or is to replace the normal deduction Neither is the default value To add an additional amount to the standard deduction amount or replace an existing deduction amount with a new amount enter the one time change you are making to the amount of the employee s deduction in the Employee Amount field Enter the one time change you are making to the amount of the employer s deduction in the Employer Amount field Enter the one time applicable gross pay amount by which the employee s year to date applicable gross for this deduction should be increased or decreased in the Applicable Gross field Click the Pay ID Search icon and select a Payroll Identification Code from PTRPICT to identify the employee payroll from which the deduction is taken Click the Save icon Click on the Deduction tab to return to the Deduction I nformation block Click the Save icon 10 Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 26 Terminating and Reactivating a Deduction a Introduction The Employee Benefit Deduction Form PDADEDN is used to terminate a deduction from the employee record and then reactivate it Banner form z4 Employee Benefit Deduction PDADEDN 8 4 oie ele ID 400010706 7 Rich F Stuart Benefit Category Fi Full Time Employees Last Paid Date 31 Mar 2010 Deduction Lre 7 Life Insurance Flat Amount Query Date 01 Jan 2005 Deduction Add or Replace and Arrears E
28. at are not currently visible on the screen move the horizontal scroll bar beneath ID or use the Next Field function SunGard 2004 2011 Page 71 Managing Benefits and Deductions Area Form Description Position NHIEDST Employee The Employee Distribution Inquiry form Control Distribution Inquiry provides query access to payroll distribution Form data The form displays payroll distribution data for the Employee ID time period and category entered in the Key block In response to your query the system displays earnings and or benefit data for a particular employee Each line specifies the dollar amount distributed to the FOAPAL by earnings or deduction The Home Organization displayed in the Key block is informational only and does not determine what information is retrieved Benefits PDICLST The Beneficiary Coverage Inquiry Form displays Beneficiary Coverage data on all benefits assigned to a particular Inquiry Form beneficiary Benefits PDIDLST Employee The Employee Deduction Query Form lists the Deduction Query Form deductions established for a specified employee Benefits PEIDHIS Employee The Employee Deduction History Form displays Deduction History a record of changes made to the Employee Form Deduction Form Benefits PEIDTOT Deduction The Deduction Year To Date Totals Form Year to Date Totals provides monthly quarterly year to date and Form life to date employee a
29. ateneiseubctabamenetebiaepeoes 18 Changing an Employee s Deduction Record ccccrcrcrrireenne 20 Modifying Benefits Deductions IN MaSS sssssssssssssiesrrerrreesrrerrrerrrrerrretrretrrreerrerrreeerret 23 Creating a One Time Add Replace Deduction 24 Terminating and Reactivating a Deduction ssssssssreesrsetrrrrerretrrrrrrrtrrretrrtrrreerreresre 27 Collecting Information on Deduction Arrears s sessssssiesrreetrreerretrretrrrerrretrrenrrreerrreee 30 Viewing Benefits Deductions ssis scutnsncmainmatinidaidrarepsenieiansdsataceuaustamebtenaneedsmemaniamenmesenst 34 Viewing Employee Changes to Benefits Deductions eect eee e ete e tee e tent eee eee aaaae 37 BS ICG scans beaccctiveomatemmnesensndskebenctes tannbsnasiannsienmsnres A O E 39 ANSWEF KEY crac ees tec i Ai A aa aaa Aa ada a aE A AN aAa a AREAN 40 Managing Life NSUranCe sssssssssssssnnnnunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 41 Creating Deductions for Employee Elected Life Insurance Coverage ercccrcccrrcen 42 Managing Beneficiary and FMLA Coverage ccssseesseeeeeeeeeeeeeseeeeseaeeeeaeeeeaeneeeeeeeeneas 43 Process Introduction for Maintaining Benefit Coverage ssssssssisssrsssrreesrerrrreerrreerreerre 44 Maintaining Beneficiary Coverage savcisicsaienstnvetuseweru ad cncaoennenrtreereovennecavernerdededaeeieeainiews 46 Entering Employee FMLA Information ccccccccsecccsseeeesseeeeseeeeeseeeeeaeseeeaesessnesetsnesenanaes 48 Viewing Be
30. bled checkbox if disabled Click the Marital Status drop down arrow and select a marital status Click the Attending College checkbox if the beneficiary dependent is attending college Insert a record and repeat Steps 3 through 13 for every dependent beneficiary of the employee Click the Save icon Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 12 Establishing a Benefits Deductions Record Introduction The Employee Benefit Deduction Form PDADEDN establishes benefits and deductions for an employee This is the form that you will use for day to day maintenance and changes Note If Combined Limit Code is applied to an employee it must be present on PDADEDN The Payroll Proof process PHPPROF has been changed to include an edit function that will ensure all Combined 403 b and 457 plan deductions carry the same Combined Limit Rule Code Banner form 79 Employee Benefit Deduction PDADEDN 8 ID a00010706 7 Rich F Stuart Benefit Category Fi Fun Time Employees Deduction oni 7 Pretax Dental Insurance EEE EOE EEE EEE EES IEE SEE SIE SESE AAA AAAA AAA Last Paid Date 31 MAR 2010 Query Date 01 Jan 2005 Deduction Add or Replace and Arrears Excluded Payroll ID Premium History Comments Begin Date 01 Jan 2005 End Date f Calculation Rule m Bond Balance X Effective Date 01 JAN 2005 Status Refere
31. ck the ID Search icon and select an employee ID from the Employee Search Form POIIDEN 3 If a Benefit Category did not default in the Benefit Category field for your employee click the Benefit Category Search icon and select a Benefit Category 4 Click the Deduction Search icon and select the deduction code of the record you are adding using the Employee Deduction Query form PDIDLST 5 Enter today s date in the Query Date field 6 Click the Next Block icon Add or Replace and Arrears tab Deduction Excluded Payroll ID Premium History Add or Replace Add Replace 5 Neither Employee Amount Employer Amount Applicable Gross Payroll ID Arrears C Active Arrear Status Arrear Balance Maximum Recover Amount SunGard 2004 2011 Managing Benefits and Deductions Page 25 Steps Follow these steps to add or replace deduction information 1 2 8 9 Click the Add or Replace and Arrears tab Click the appropriate Add or Replace radio button at the top of the Add or Replace and Arrears tab Note The Add Replace function is a one time add replace for any benefit deduction defined in PTRBDCA The Add Replace Neither radio group allows a one time only override of the employee and employer amounts for this deduction i e of the amounts in the Employee Amount and Employer Amount fields below It indicates whether the amount is to be added to the employee s norm
32. copies of forms and send originals to vendors Forwards copies to Centralized Payroll Human Resources records benefit information into Banner Payroll generates the payroll and benefits deductions are taken SunGard 2004 2011 Managing Benefits and Deductions Page 5 Managing Benefits and Deductions Section goal The goal of this section is to explain the procedures for entering and maintaining benefit and deduction information in the Banner Human Resources system Section objectives In this section you will learn how to set up intiital benefits deductions establish a benefit deduction record set up employee elected life insurance coverage modify employee benefits deductions in mass Centralized Payroll Function create a one time add replace deduction Centralized Payroll Function terminate re activate deductions collect information on deduction arrears view benefits deductions in Banner view employee changes to benefits deductions SunGard 2004 2011 Managing Benefits and Deductions Page 6 Setting Up Initial Benefits or Deductions E Introduction The Employee Benefit Deduction Set up Form PDABDSU is used only for initial setup of benefit deductions and cannot be used for updates or deletions of data The Employee Benefit Deduction Form PDADEDN is used for subsequent maintenance of this information Note Anything that takes away from gross earnings is a deduction it includes benefits taxes
33. coverage e 403 b and 457 plans with combined limit Intended audience Human Resources Administrators and Benefits Specialists Administrators Prerequisites To complete this course you should have e completed the Training Services web based training WBT tutorial Banner amp Fundamentals or have equivalent experience navigating in the Banner system SunGard 2004 2011 Managing Benefits and Deductions Page 4 Process Introduction Oo Introduction The Human Resource Office can record information about an employee such as benefit categories and deduction information Flow diagram This diagram highlights the processes used to record benefits and deductions O00 a S el ue WON Human Resources Payroll generates records employee the payroll and benefit information benefits deductions into Banner are taken Payroll Employee provides Human Resources Human Resources Human health insurance reviews forms for files copies of forms petite ce information to accuracy and and sends originals Human Resources approves them to vendors What happens The stages of the process are described in this table Human Resource Office Employee is hired a current employee experiences a qualifying event or open enrollment begins and he she completes necessary forms Select health insurance etc and completes forms Human Resources reviews forms for accuracy and approves them Human Resources files
34. ductions are never pro rated If a person changes benefits on the first day of the month and another person on the last day of the month there will be no difference between these employee benefits The best practice is to start and change benefits beginning with the first day of the pay period SunGard 2004 2011 Managing Benefits and Deductions Page 22 Modifying Benefits Deductions in Mass Centralized Payroll Function Introduction The Mass Deduction capability allows for the insertion update or termination of deductions for large groups of employees The following factors must be evaluated before implementing the Mass Deduction Capability Is the start and end dates consistent with the dates on PTRBCAT Is the update consistent with the preclusion rules on PTRBDCA Is the core and contingent process affected by the potential transaction Is the Last Paid Date consistent with the start date on PTRBDMC Will all employees in the benefit category be affected by the transaction Rules must be specified first on the Benefit Deduction Mass Change Rules Form PTRBDMC This process will be a Centralized Payroll Function SunGard 2004 2011 Managing Benefits and Deductions Page 23 Creating a One Time Add Replace Deduction This ts a Centralized Payroll Function Introduction The Employee Benefit Deduction Form PDADEDN is used to replace or add to the amount of the current deduction for the next pay period In
35. e Amount fields as appropriate Click the Combined Limit Rule Code Search icon to search for and select a combined limit rule code Or type a rule code in the Combined Limit Rule Code field Click the Save icon Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 62 Viewing Combined Limit Results after Payroll Introduction To view the effects of Combined Limit rules for an employee s 403 b and 457 plan benefit contributions access the Aggregated Benefit Deduction Totals Form PEIATOT This form lists the employee and employer contributions by year and month You may view this form by deduction e g TIAA CREF Retirement Annuity or deduction type e g 403b In addition this form may be helpful for determining if and when an employee reached the maximum Combined Limit amount for a benefit Note A specific date range may be identified to view the benefit deduction totals The totals are displayed on the form by year and the amounts are further detailed by month Banner form ID hd From Year To Deduction ha To Year To Deduction Type id Year Type Calendar Employer BU 7 Banner University Fiscal Year Employee Total Employer Total m Life to Date Totals pea ee Eaa Employee C 7 rr D Employer Total Employer Amount SunGard 2004 2011 Managing Benefits and Deductions Page 63
36. e Options section click the Plan button and select a benefit plan Note This is assuming that the benefit has plans associated with it Click the Save icon Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 19 Changing an Employee s Deduction Record Introduction Deduction records are created and revised using the Employee Benefit Deduction Form PDADEDN Banner form a Employee Benefit Deduction PDADEDN 8 4 a00010706 Rich F Stuart Benefit Category F1 Full Time Employees Deduction LFE 7 Life Insurance Flat Amount Last Paid Date 31 MAR 2010 Query Date 01 Jan 2005 E Deduction dd or Replace and Arrears I Excluded Payroll 10 i Premium History Comments Begin Date 01 Jan 2005 End Date f Calculation Rule so Bond Balance Effective Date Deduction Change Reason ikd Status Reference C Comments Exist Event Date 0 B Options Amounts Title Value Entry Title 1 Required 1 Override 2 No Entry 2 Premium 3 C per 3 Salary 4 No Entry 4 Coverage 5 ER System Combined Limit Rule Code Description Employee Limit Employer Limit C CD S Y G Amount Entry Optional System foster O System Applicable Combined Limit Gross Limit Cd Eoo SunGard 2004 2011 Page 20 Managing Benefits and Deductions Steps Follow the steps to change an employee s d
37. ect information on deduction arrears according to the rule selected for arrears on PTRBDCA If there is not enough money in the paycheck to cover deductions the account goes into arrears The user can select each deduction individually to determine which ones go into arrears The balance of arrears is dynamically maintained but can be overridden by the user LCTCS will not be using auto deduction arrears Banner form ya Employee Benefit Deduction PDADEDN 8 0 BANS fill i ii ilie ID 701000010 m Mrs Judy M Johnson Benefit Category wS Work Study Last Paid Date 01 Nov 1992 Deduction FED 7 Federal withholding Tax Query Date 19 Mar 2008 Deduction Add or Replace and Arrears Excluded Payroll ID Premium History Begin Date End Date Calculation Rule 60 Bond Balance Effective Date 01 SEP 1992 Status Reference Options Amounts Title Value Entry Title Amount Entry 1 s Required 1 Add W H Optional 2 Exemp 0 Required 2 No Entry 3 No Entry 3 No Entry 4 No Entry 4 No Entry 5 No Entry Combined Limit Applicable Rule Code Description Employee Limit Employer Limit Combined Limit Gross Limit 7 SunGard 2004 2011 Managing Benefits and Deductions Page 30 Steps Follow the steps to collect information on deduction arrears 1 Access the Employee Benefit Deduction Form PDADEDN 2 Click the ID Search icon and select an employee ID from the Employee Search Form POI DEN 3 The Be
38. eduction record 1 Access the Employee Benefit Deduction Form PDADEDN 2 Click the ID Search icon and select an employee ID from the Employee Search Form POIIDEN 3 The Benefit Category field automatically populates 4 Click the Deduction Search icon and select the Deduction code of the record you are revising using the Employee Deduction Query form PDIDLST Note It lists all deductions the employee is e igib e for from the benefit category The Employee Deduction Query Form PDIDLST lists all deductions assigned to this employee 5 Click the Next Block icon twice Note If this deduction has history if it has been processed the Last Date Paid field in the Key block will be populated SunGard 2004 2011 Managing Benefits and Deductions Page 21 Options New Effective Date 7a Create Future Change PDADEDN 8 71 X New Effective Date K y cael y Steps Follow these steps to complete the process 19 Select New Effective Date from the Options menu 20 Enter the date this change is to take place in the New Effective Date field Note The date must be at least one day after the date in the Last Date Paid field Recommended to use the first day of the next pay period in which you do not want the deduction to stop the deduction 21 Enter the changes to the information when the duplicate of the original Deduction Information window appears 22 Click the Save icon 23 Click the Exit icon Notes De
39. efits Deduction Form PDADEDN allows you to assign life insurance coverage to employee s Banner form ID 400010809 7 Brian F Bell Benefit Category F1 Full Time Employees Last Paid Date 30 APR 2010 Deduction uF 7 Life Insurance 2X Salary Query Date 03 4UG 2009 amp Add or Replace and Arrears Excluded Payroll ID Premium History Comments End Date f Calculation Rule o Bond Balance Effective Date 03 auG 2009 Status Reference J C comments Exist Deduction Change Reason 7 Event Date BS Options Amounts Title Value Entry Title Amount Entry 1 o2 optional 1 Override Optional 2 no Entry 2 Premium System 3 No Entry 3 Salary System 4 no Entry 4 Cov Amnt System 5 E LInd System Combined Limit Applicable Rule Code Description Employee Limit Employer Limit Combined Limit Gross Limit X C DTD S eC G amp G G Steps Follow the steps to assign the employee life insurance coverage 24 Access the Employee Benefits Deductions Form PDADEDN 25 Assign the employee to the Benefit Deduction code defined in Topic A Benefits Deductions day to day procedures SunGard 2004 2011 Managing Benefits and Deductions Page 42 Managing Beneficiary and FMLA Coverage nee The goal of this section is to explain the procedures for entering and maintaining beneficiary and FMLA coverage in the Banner Human Resources system Section goal
40. ent Percent of an employee These two fields are the only distinction between the two forms Payroll PHICHEK Check The Check Detail Inquiry Form provides the Pay Events Detail Inquiry Form details of a specified pay event including check Direct Deposit numbers recipient gross and net amounts earnings codes and rates deductions and hours worked during the pay period Payroll PHILIST Pay Event The Pay Event List Form provides a record of all Pay Events List Form payroll transactions and adjustments for a specified employee Transactions are displayed in chronological order with the most recent transactions appearing first SunGard 2004 2011 Managing Benefits and Deductions Page 75 Area Form Description Payroll PHIDERR Pay The Pay History Display Errors Form PHIDERR Payroll History Display Errors displays the errors encountered during payroll Processing Form for a specified employee The Main window displays the error messages associated with each pay event The Disposition Error List Position Details window displays detailed data on the position associated with this error message To access this window select Disposition Error List Position Details from the Options menu Payroll PHIJOBS History The History J obs Inquiry Form displays the Payroll Jobs Inquiry Form history jobs records of employees by pay Processing event time sheet organization
41. ent of the corresponding Options Entry field on the Benefit Deduction Rule Form PTRBDCA See below for descriptions of each value No Entry No entry required or allowed in the Options Value field Required The Options Value field must be completed Optional You may enter a value in the Options Value field but it is not required System Generated value used for life insurance processing Query date The date that the deduction information is required The system displays information that was is or will be in effect for the deduction on the specified date The current date or the query date last used displays but this date may be updated Status Specifies the standing of the deduction Active Terminated Waived or Exempt Active The deduction has been established for the employee and the deduction is currently being processed The effective date associated with this value must be after the date in the Last Paid field SunGard 2004 2011 Managing Benefits and Deductions Page 82 Exempt The deduction has been established for the employee but the deduction is not being taken In this case the system does not maintain the applicable gross and does not calculate the deduction amount Terminated The employee s enrollment in this deduction has been terminated The system places the effective date associated with this value in the End Date field Waived The deduction has been established for the employee but the deduction
42. imit Combined Limit Gross Limit i J J C i J J L i SunGard 2004 2011 Managing Benefits and Deductions Page 16 Steps Follow the steps to assign the employee life insurance coverage 1 Access the Employee Benefits Deductions Form PDADEDN 2 Assign the employee to the Benefit Deduction code defined in Topic A Benefits Deductions day to day procedures SunGard 2004 2011 Managing Benefits and Deductions Page 17 Adding a New Deduction a Introduction The Employee Benefit Deduction Form PDADEDN allows you to add or change a deduction amount change options within a plan for example change your medical coverage from Single to Family change the number of Federal tax exemptions or terminate one deduction and substitute another such as changing from a company operated medical coverage to an outside HMO Banner form Za Employee Benefit Deduction PDADEDN 8 2 SEEDS oeoa ID 400010809 7 Brian F Bell Benefit Category F1 Full Time Employees Last Paid Date 30 Nov 2009 Deduction oni 7 Pretax Dental Insurance Query Date 01 DEC 2009 Add or Replace and Arrears Excluded Payroll ID Premium History Begin Date End Date amp Calculation Rule 11 Bond Balance Effective Date 01 DEC 2009 Status Reference Options Amounts Title Value Entry Title Amount Entry 1 ma Required 1 EE Amnt 15 00 No Entry 2 No Entry 2 ER Amnt 16 67 No Entry 3 No Entry 3
43. ing Benefits and Deductions Page 58 How to Set up 403 b and 457 Plans with Combined Limits E a a The goal of this section is to explain the procedures for maintaining 403 b and 457 plans with combined limits the Banner Human Resources system Section goal Section objectives In this section you will learn how to e define combined limit rules e enter combined limit 403 b and 457 benefits e view combined limit results after Payroll SunGard 2004 2011 Managing Benefits and Deductions Page 59 Defining Combined Limit Rules Introduction You may specify Combined Limit rules using the Benefit Deduction Combined Limit Rules Form PTRBDCL This form identified the employee limit employer limit combined limit and applicable gross limit The IRS changes these limits each year and the limits must be updated each J anuary Central Payroll will be responsible for updating the annual limit rules each year Dollar limits may be established for common deductions or a single deduction for an annual period Benefits and deductions must already be set up and linked You may view calculation rules for a benefit deduction on the Employee Benefit Deduction Form PDADEDN Note The Combined Limit amounts do NOT need to equal the Employee Limits plus the Employer Limits Banner form 2 Benefit Deduction Combined Limit Rules PTRBDCL 8 0 7 Combined Limit Rule Code Description Employee Limit Employer Limit Combined Limit 24 500
44. itional earning codes to track the FMLA leave 51 The FMLA YTD Claimed field will automatically populate with a cumulative total of the FMLA Units Claimed The FMLA Units Available field will be re calculated to reflect the remaining FMLA units available for the employee 52 NOTE LCTCS has established FMLA earn codes that should be entered by the HR timekeeper on PHAHOUR as the official record of tracking FMLA leave 53 Click the Save icon Comments tab 3 Employee FMLA Information PEAFMLA 8 2 SEED8 folclillelelelelelelelelele elle eter ee re ee EX ID acco10706 7 Rich F Stuart Leave Period Indicator Rolling Backward Hours Query Date 04 JAN 2010 Employee Class 08 Permenant Full time Faculty 12 Month Hours 0 00 Leave Event Record Leave Usage History FMLA Unit Indicator Hours Leave Begin Date 04 JAN 2010 Leave End Date 29 JAN 2010 Comments P Date and Time n Comments 7 Date and Time Made By Steps Follow these steps to complete the process 54 Click the Next Block icon to access the Comments tab 55 Enter any comments relevant to the employee s leave in the Comments field SunGard 2004 2011 Managing Benefits and Deductions Page 53 History tab Ta Employee FMLA Information PEAFMLA ELLIO OIE I DCL D ED ALLE E ID a00010706 Rich F Stuart Leave Period Indicator Rolling Backward Hours Query Date 04 3AN 2010 E
45. life insurance etc Based on the benefit category for the employee class the benefits and deductions category is determined on the Employee Form PEAEMPL The person identified in the Key block must first be established as an employee in the system in PEAEMPL Note The Combined Limits Rule can be defaulted or changed on PDABDSU Banner form z3 Employee Benefit Deduction Set up PDABDSU 8 ID 400010706 7 Rich F Stuart Benefit Category Fi Full Time Employees Default Begin Date Oo G a Ga O g SunGard 2004 Setup Status Previously Setup Previously Setup Previously Setup Previously Setup Previously Setup Previously Setup Previously Setup m m o Benefits or Deductions ental i m Fica Med Fro rica 150 Life Imp LIF Life Ins MD1 Medical Ro1 403B Roz 403b Ros 401k Ros Health Page 7 Required DBOOoOoagoagaagaaogod 0g Defaults Begin Date Indicator Exist Current Hire Current Hire Current Hire Current Hire Current Hire User Specified User Specified User Specified 00001000A 2011 Managing Benefits and Deductions Steps Follow the steps to complete the initial setup of benefit deductions 1 Access the Employee Benefit Deduction Form PDABDSU 2 Click the ID Search icon and select a valid ID code for your employee from the Employee Search Form POIIDEN 3 Based on the ID the
46. mployee Class 08 Permenant Full time Faculty 12 Month Hours 0 00 Leave Event Record Leave Usage Comments Capture Date and Time 04 JAN 2010 08 24 40 AM UserID RGROSSBA J Leave Balance Allowed FMLA Units Indicator Hours M Care for Military Member Authorized Maximum FMLA Units Allowed 80 C Spouse Employed Spouse ID Leave Management Event Record C comments Exist Eligible for Benefit Continuation Leave Requested Date 04 JAN 2010 C Medical Certification Received Leave Effective Begin Date 04 J4N 2010 Received Date Leave Effective End Date 29 JAN 2010 Military Member Name Eligibility Notification Date g Relationship Status Date 04 JAN 2010 Type of Care Status ar FMLA Leave Approved O Military Documentation Received Reason He Serious Health Condition of Parent Military Documentation Date ee i es Scheduled Back to Work Duration Notes Status Full Time Date Approval ID Approval Date Actual Back to Work Unpaid Status Date J Status Full Time Date Steps Follow these steps to complete the process 56 Click the Next Block icon or click the History tab 57 View saved history 58 Note The information presented is for display only 59 Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 54 Viewing Benefit Enrollees Introduction The Benefit Enrollment Report PDRBFDN lists employees e
47. n Resources 8 1 software June 2009 Updated version that supports Banner Human Resources 8 2 software November 2010 Updated version that supports Banner Human Resources 8 4 software New Hire Life Events Enrollment October 2011 Modified version to support LCTCS End User Training Notice of rights Copyright SunGard Higher Education 2005 11 This document is proprietary and confidential information of SunGard Higher Education Inc and is not to be copied reproduced lent displayed or distributed nor used for any purpose other than that for which it is specifically provided without the express written permission of SunGard Higher Education Inc Think before you print Table of Contents a DEO UCHION tessiiciesiincedecssnnncad scared atcecaccecasacedatienasiencnasdiancenascanlencedundeasddedanececanceuectevaeadte 4 PROCESS NO AUCHON sscicsctcchececsesaecananathatanaeesviavenceeeiashoctelcecnanchespennesesmeelanziantennndees 5 Managing Benefits and DeductionS ssssssss 1s21555 5 5 6 Setting Up Initial Benefits or DECUCTIONS ciecceecceteeeeeseeeeaeeeeeneeeesneeeesneeetsneeenaneeees 7 Establishing a Benefits Deductions ReCOId c ceecceeeeeeeeeeeeeeeeeenaeeeeeeanaeeeeesaaaeenees 13 Setting Up Employee Elected Life Insurance Coverage ccccecceseeeeeeeeneeeeeeeeeneeeeeeeaes 16 Adding a New DEGUeU GMs oc ccs ct oct ceccniareectctedesseuledcesSebcerdapetcouiadadem
48. naging Benefits and Deductions Page 66 Answer Key a Question 1 At a minimum how often must the employee employer and combined limits be updated on the Benefit Deduction Combined Limit Rules Form PTRBCL D Annually The limits must be updated on at least an annual basis However the IRS may provide updated limits throughout the year Question 2 The Combined Limit on the Benefit Deduction Combined Limit Rules Form PTRBDCL will always equal the Employee Limit plus the Employer Limit False Question 3 An employee may fall into multiple Combined Limit categories False Question 4 Which item below does not need to be identified in order to view the effects of Combined Limit using the Aggregated Benefit Deduction Totals Form PEIATOT C Employee Start Date SunGard 2004 2011 Managing Benefits and Deductions Page 67 Appendix Section goal The purpose of this section is to provide reference materials related to the workbook Banner HCM Query Forms Banner HCM offers numerous query forms which can be used as an on line report to view data Data cannot be entered or modified on a query form In most instances query results can be extracted into Excel spreadsheets for ease of use viewing or further manipulation Query forms always have the letter I as the third character and follow these naming conventions Position Control Position Budget N_IXXXX Payroll Employment Administration Benefi
49. nation of both Enter notes in the Duration Notes field regarding the planned duration of the FMLA leave Enter the approval ID in the Approval ID field Enter or select from calendar icon the approval date in the Approval Date field the FMLA leave was approved SunGard 2004 2011 Managing Benefits and Deductions Page 50 23 24 25 26 rag 28 29 30 3L 32 33 34 39 Automat Enter the unpaid status date in the Unpaid Status Date field to indicate the date that the employee s status will change to Unpaid Leave Click the Eligible for Benefit Continuation checkbox if applicable Click the Medical Certification Received checkbox if one has been received for the employee s FMLA leave Enter the date that medical certification was received in the Received Date field Enter the family member name in the Military Member Name field if FMLA leave is used to care for a family member employed in the armed forces Click the Relationship drop down arrow and select the code from the Beneficiary Relationship Rules Form PTRBREL that best describes the employee s relationship with the military member Enter comment in the Type of Care field to specify the nature of care to be provided Click the Military Service Documentation Received checkbox if applicable and enter the Military Documentation Date Click the appropriate radio button for the Scheduled Back to Work Status to indicate if
50. nce Deduction Change Reason Bd Event Date Options Amounts Title value Entry Title 1 m2 Required 1 EE Amnt 2 no Entry 2 ERAmnt 3 C No Entry 3 4 no Entry 4 5 no Entry Combined Limit Rule Code Description Employee Limit Employer Limit eS ey a J G _ J O comments Exist 5 Amount Entry 19 17 No Entry 16 67 No Entry No Entry no Entry Applicable Combined Limit Gross Limit SunGard 2004 2011 Page 13 Managing Benefits and Deductions Steps Follow the steps to establish benefits and deductions for an employee i 2 10 iN 12 13 14 Access the Employee Benefit Deduction Form PDADEDN Click the ID Search icon and select an employee ID from Employee Search Form POIIDEN If a Benefit Category did not default in the Benefit Category field for your employee click the Benefit Category Search icon and select a category Click the Deduction Search icon and select a deduction from the Employee Deduction Query form PDIDLST Enter the date you want the change to take effect in the Query Date field This will save you a step in setting up the deduction the query date will default into the deduction begin and effective date fields lower in the form Note The Key block must have a valid ID Benefit Deduction code and Query Date entered before moving to other blocks in the form Click the Next Block icon Enter the date the deduction was
51. nd beneficiaries by employee for each benefit Banner form ra Beneficiary Coverage PDABCOV 8 4 foil re TC Tt rrr ID a00010706 Rich F Stuart Employee Status a Benefit Category ra Full Time Employees Benefit Feo 7 Federal Tax Benefit Status a Plan Code fs Begin Date 01 JAN 2005 Query Date 03 SEP 2009 End Date Sequence Relationship Coverage Coverage Termination Number Name to Employee Gender Begin Date End Date Reason 7 E e I Bi L PF EE l AP IE NE E Steps Follow the steps to complete the process 1 Access the Beneficiary Coverage Form PDABCOV 2 Click the ID Search icon and select the ID of the person who has elected coverage 3 Click the Benefit Search icon and select a Benefit code from the Employee Deduction Query Form PDIDLST 4 The plan code will display in the Plan Code field when a Benefit code is selected The Query Date will default to the current date 5 Click the Next Block icon SunGard 2004 2011 Managing Benefits and Deductions Page 46 6 Click the Sequence Number Search icon and select each sequence number from the Beneficiary Form PDABENE Note The employee is always Sequence Number One 7 Click the Save icon 8 Repeat these steps for each benefit code 9 Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 47 Entering Employee FMLA Information oO Introduction The Employee FMLA
52. nd employer deduction totals by fiscal calendar or plan year Benefits PEIATOT This form displays the cumulative year to date Aggregated totals life to date totals and monthly totals Benefits Deductions contributed by the employee and the employer Totals Form for all benefits or deductions that are grouped either by association or by deduction type for each employee SunGard 2004 2011 Page 72 Managing Benefits and Deductions Area Employee Information Form PEIEHIS Employee History Form Description The Employee History Form displays specified changes made to the Employee Form PEAEMPL It maintains data on changes to leave and benefit categories and termination dates and reasons Employee Information PEIEPRO Employee Probationary Period Query Form The Employee Probationary Period Query Form PEIEPRO provides probationary period information by Chart of Accounts COA and Time Sheet Organization codes Employee Information Employee Information Faculty PEIESUM Employee Summary View Form PEIFACT Faculty Information Inquiry Form The Employee Summary View Form PEIESUM provides all information related to an employee including jobs faculty assignments faculty rank and faculty leave information plus position budgets all on a single form Information that appears on this form defaults from the Faculty Action Tracking Form PEAFACT only queries information
53. nefit Category field automatically populates 4 Click the Deductions Search icon and select the code of the deduction record you are selecting for arrears 5 Click the Next Block icon SunGard 2004 2011 Managing Benefits and Deductions Page 31 Add or Replace and Arrears tab this function may be used to set up installment plan for recoupment collection purposes this will be centralized payroll function Deduction Add or Replace and Arrears Excluded Payroll ID Premium History Add Payroll ID Arrears Steps Add or Replace Employee Amount Employer Amount Applicable Gross C Active Arrear Status Arrear Balance Maximum Recover Amount Replace Neither Follow these steps to collect information on deduction arrears l 2 Select the Add or Replace and Arrears tab If necessary override the value in the Active field this field is automatically populated if there is a benefit deduction in an arrears status Enter dollar amount in the Arrear Balance field Note This field displays the total amount owed by the employee to the employer Itis updated by the Payroll process but may also be updated online Enter dollar amount in the Maximum Recover Amount field Notes This value specifies the maximum amount that can be deducted for an arrears payment from one paycheck This will display the total amount owed but can be changed to a different amount Deductions will con
54. nefit EnrolleeS a csciinceierinnictpenivotina niece nnadnenmncpadnensenanenienndielaneieubietousceeeimeeneiensis 55 Se Nt Ba pcre meta teen a E N A a 57 US lid KEY Seren erent mer ner ene E E A EE L E E err tr ree 58 Managing 403 b and 457 Planswith Combined Limits c0 c0sseesseeeeee 59 Defining Combined Limit Rules iczasacccoxasecieviccessenssssctabavenuianmaacentandorcubntouleteassieedcuancaset 60 Entering Combined Limit Retirement Benefits cccccccceceesseeeeeseeeeeeeeeesaeeeeeeeeeeeneeenanees 61 Viewing Combined Limit Results after Payroll cccccccecseeeeeeeeeeeeeeeeeeeeeeaeeeeeaeeeeeneeeeaes 63 Selt Check acsearle ac attr ao tate anna NATA 65 Answer ROY isicuxasarnenvessvesann nares vated nih anawanutannsanin tava iE ANE EAE EKEN Ni 67 PDPRIGIN TITTIE TELTET ITTE T 68 Banner HCM Query PONS isi acstaiccswshas cesalias Hotehnatirasiannicesnetmcusacemnutandenstabanieeasanivaenandyan 68 Payroll FONS sce ot cca dca aver a E a adeno E res ee cer aot 78 IV GIANG cinsas sieaa n E TEETE etapa den E ETENE VAATTEET EN 80 Forms JOD Ald ornrsiaian tarnii anaiei ae eaae ERA AAE AN EAA AEA AA Ea eA LAA AEA E AEEA 84 Introduction Course goal The goal of this workbook is to provide you with the knowledge and practice to accurately record employee benefits and deductions into the Banner Human Resources system Course objectives In this course you will learn how to maintain e benefits and deductions e beneficiary and FMLA
55. nrolled in each benefit Banner form ga Process Submission Controls GIAPCTL 8 3 0 2 vi Process PDRBFDN i Ba Benefit Enrollment Report Parameter Set m Printer Control Printer DATABASE Ba Special Print Lines 55 Submit Time Parameter Values Number Parameters Values Ea a fsoose a o2 fan Benefit Codes Flag os Benefit Code 04 Plan Option Flag Y LENGTH 11 TYPE Date O R Required M S Single Submission C Save Parameter Set as Name Description Hold Submit Steps Type DATABASE in the Printer field Values field Access the Benefit Enrollment Report PDRBFDN Click the Next Block icon to access the Printer Control block Click the Next Block icon to access the Parameter Values block Type the date on which the report is run in the Parameter 01 As of Date SunGard 2004 2011 Page 55 Managing Benefits and Deductions 6 Enter Y for all benefits or M for not all benefits in the Parameter 02 All Benefit Codes Flag Values field Or click the Parameter 02 All Benefit Codes Flag Search icon to search for and select a valid code 7 optional Enter the benefit code s to be included in the report in the Parameter 03 Benefit Code Values field Or click the Parameter 03 Benefit Code Search icon to search for and select a valid code Note This is a repeating parameter It appears only if for No was entered in Parameter 02 8 Enter Y fo
56. o Complete Complete Supporting Document SED and fax 225 922 2813 Supporting Document Mailed to Vendor Date mailed Forward to PAYROLL TO BE PROCESSED SED Coverage Deduction FORM HIRE Begin Begin Deduction Bor Taxable Due FROM Due FROM REC D Emplid Name Location E Class Position DATE Date Date Reason Code A Tax Gross EmployEE EmployER YN SunGard 2004 2011 Page 78 Managing Benefits and Deductions LCTCS PAYROLL NOTIFICATION OF FINAL PAY CHECK Pay period Dates Effective Date of Action Employee EMPLID Institution Campus if applicable Final Paycheck Action Taken Termination Resignation Retirement Other Terminal Leave Payout only if not transferring to another state agency w o a break in service Effective Date Annual Leave 300 hrs max Hours Amount Sick Leave 200 hrs max at retirement and death only and only for Unclassified Employees Hours Amount 1 Compensatory Leave when TERM from classified to an unclassified position or leaves employment Hours Amount Straight time compensatory leave not eligible for payout Exist forms have been completed for payroll deduction to stop faxed to the vendor and payroll yes no Action Entered by SunGard 2004 2011 Managing Benefits and Deductions Page 79 Terminology a Amount The Amount value is the sum to be deducted per pay
57. of the last paid date Note Benefits that are established changed or stopped within the pay period will apply the last effective dated status for the entire payroll period as Benefits Deductions do not prorate during the pay period 3 Click OK SunGard 2004 2011 Managing Benefits and Deductions Page 28 Click the Status drop down arrow and select Terminated Note The benefit deduction will become inactive on the date entered in the New Effective Date field The system will populate the End Date field in the General Deduction I nformation block Click the Save icon Select the Previous Block function To reactivate the deduction we just terminated blank out the End Date field Options New Effective Date Reactivate va Create Future Change PDADEDN 8 71X New Effective Date k j Cancel Steps Follow these steps to reactivate a deduction l 2 Select New Effective Date from the Options menu Note The Create Future Change window appears In the Create Future Change window enter the date the reactivation is to take place in the New Effective Date field Click OK Click the Next Block icon Click the Status drop down arrow and select Active Click the Save icon Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 29 Collecting Information on Deduction Arrears oO Introduction The Employee Benefit Deduction Form PDADEDN is used to coll
58. period for the specified deduction option It is established on PTRBDCA Amount entry Specifies whether you must enter data into this field The content of this field matches the content of the corresponding Amount Entry field on PTRBDCA See below for descriptions of each entry No Entry No entry required or allowed in the Amount field Required The Amount field must be completed If an amount is specified on PTRBDCA it will be displayed Optional You may enter a value in the Amount field but it is not required Begin date The date the deduction was established for the employee If the current deduction was established on the Employee Benefit Deduction Setup Form PDABDSU the Begin Date for that benefit deduction matches the Begin Date specified on PDABDSU Calc rule Specifies the calculation rule associated with the deduction It provides formulas that show how a deduction will behave The rule determines how the system calculates the employer amount if any and the employee amount applied to the deduction The system SunGard 2004 2011 Managing Benefits and Deductions Page 80 obtains this value from the Benefit Deduction Rule Form PTRBDCA which defines the rules for the deduction Most enterprises will have between twenty and thirty calculation rules Combined Limit benefit deduction Combined Limit benefits deductions refer to benefits deductions are linked together to enforce employee employer and applicable gro
59. plicable Gross Limit 245 000 00 Steps Follow these steps to perform the actual setup activity 9 Click Establish Selected Benefits or Deductions from the Options menu 10 In the Code field the codes for all benefits deductions selected in the previous step are listed 11 The Setup Status field of each listed benefit deduction is set to Active unless another status value has been specified on PTRBCAT You can select a different status from the pull down list The listed values are Active Waived and Exempt SunGard 2004 2011 Managing Benefits and Deductions Page 9 12 If it applies enter a new begin date in the Begin Date field to override existing date Notes The system places values in the Begin Date field in accordance with the values specified in the Begin Date I ndicator field on PTRBCAT If the Begin Date I ndicator for a particular benefit deduction was set to user specified and a begin date was entered on PTRBCAT the Begin Date field on PDABDSU is set to the specified begin date If the value was user specified and no begin date was entered the begin date value is set to the current system date 13 Enter a date that the coverage ends if necessary in the End Date field 14 Enter values or change assigned values for the benefit deduction Options if necessary in the Options field Note For taxes this is where you specify filing status and number of exemptions or for a medical plan the plan code 15
60. r by plans or N for not by plans in the Parameter 04 Plan Option Flag Values field Or click the Parameter 04 Plan Option Flag Search icon to search for and select a valid code 9 Note The default is Y by plans 10 Click the Next Block icon to access the Submission block 11 optional Click the Save Parameter Set as checkbox if you would like to save these parameters If you are saving the parameters enter a name and description for it in the Name and Description fields 12 Verify the Submit radio button is selected Note If you would like to run the report later click the Hold radio button 13 Click the Save icon to run the report To view the results 14 Click the Options menu and select Review Output 15 Click the File Search icon 16 Double click on the lis file to review the report results 17 Click the Exit icon to close the Review Output Form GJ IREVO 18 Click the Exit icon to close PDRBFDN SunGard 2004 2011 Managing Benefits and Deductions Page 56 Self Check Directions Use the information you have learned in this workbook to complete this self check activity Question 1 You may define the benefit code s to appear in the Benefit Enrollment Report PDRBFDN True or False SunGard 2004 2011 Managing Benefits and Deductions Page 57 Answer Key Question 1 You may define the benefit code s to appear in the Benefit Enrollment Report PDRBFDN True SunGard 2004 2011 Manag
61. s a PTRBDMC b PTRBDCA c PDADEDN d PDABENE e PEIATOT Question 2 In the form PDABENE the Sequence 1 beneficiary should always be the employee True or False Question 3 Which of the following benefits can be set up as Auto on PDABDSU a FICA social security b FICA old age c Standard employer paid life insurance d All of the above e Only b andc SunGard 2004 2011 Managing Benefits and Deductions Page 39 Answer Key Question 1 Which rule form allows for the insertion or termination of deductions for large groups of employees A PTRBCMC Question 2 In the form PDABENE the Sequence 1 beneficiary should always be the employee True Question 3 Which of the following benefits can be set up as Auto on PDABDSU D All of the above SunGard 2004 2011 Managing Benefits and Deductions Page 40 Managing Life Insurance nae The goal of this section is to explain the procedures for managine life insurance information in the Banner Human Resources system Section goal Section objectives In this section you will learn how to e create deductions for employee elected life insurance coverage e run the Life Insurance Calculation Process The Life Insurance Calculation Process PDPLIFE is run by payroll during payroll processing SunGard 2004 2011 Managing Benefits and Deductions Page 41 Creating Deductions for Employee Elected Life Insurance Coverage Introduction The Employee Ben
62. ss maximums as established on the Combined Limits Rule form Contingent benefit deduction Contingent benefits deductions refer to benefits deductions that require enrollment in a predefined related core benefit deduction Core benefits deductions Core benefits deductions refer to benefits deductions that are prerequisites that should be satisfied prior to enrollment in a related contingent benefit deduction Effective date Represents the date the information currently displayed went into effect or will go into effect for payroll purposes To record the actual date of coverage if different from the effective date use the Coverage Begin Date from the Beneficiary Coverage Form PDABCOV The Effective Date must equal the Begin Date for the initial setup of the benefit deduction End date Specifies when the deduction terminated SunGard 2004 2011 Managing Benefits and Deductions Page 81 Last paid Represents the employee s last paid date It is the end of the latest pay cycle for which the employee has been paid or for which the payroll extraction process via the Time Processing Report PHPTIME has been run The system does not accept any benefit changes with an effective date prior to the last paid date Options value Use is determined by the calculation rule assigned to the benefit deduction The associated Options Entry field specifies whether you must enter data into this field The content of this field matches the cont
63. t Administration P_IXXXX The second character varies depending on the module within each system This is not an all inclusive list Area Form Description SunGard 2004 2011 Managing Benefits and Deductions Page 68 Area Form Description Position NBIBHSP Position The Position Budget History Inquiry Form Control Budget History Inquiry provides query access to position budget totals Form You can access it from the Personnel Services Budget Menu HRSPSBUDGET or by selecting Salary Budget History from the Options menu on the Position Definition Form NBAPOSN Position NBIBTOT Position The Position Budget Totals Inquiry Form Control Budget Totals Inquiry provides query access to budget totals for form regular salaries premium earnings such as overtime and fringe benefits You can access it from the Personnel Services Budget Menu HRSPSBUDGET or by selecting Position Budget Totals from the Options menu of the Position Definition Form NBAPOSN Position NBICLSH Position The Position Class History Form displays a Control Class History Form history of the changes made to a specified position class in the Position Class Rule Form NTRPCLS The changes are shown in descending order by date that is the most current change is shown first and the information originally entered for the position is shown last SunGard 2004 2011 Managing Benefits and Deductions Page 69
64. t Name Bast w 99880023 FirstName a ote aanas E aoe MEA l Attending College From 9 To 9 Marital Status BE Date Added f Sequence Number fz ID e M Active Member Type Both Spouse Employed Last Name Prefix _ Relationship to Employee lw v wife Last Name Stuart SSN First Name Mary Birth Date f Age C Middle Name ESE eee Gender Female Disabled C attending College From 0O B To 0 B Marital Status Date Added f SunGard 2004 2011 Managing Benefits and Deductions Page 11 Steps Follow these steps to complete the process 1 2 10 11 T2 13 14 15 16 Click Create Beneficiary Records from the Options menu Click the Next Block icon Enter the sequence number in the Sequence Number field If the person exists in the system through PPAIDEN click the ID Search icon and select a person s ID Note This will automatically populate the Name Gender and Birth Date fields If the person does not exist in the system manually enter the name of the person in the Last Name First Name and Middle I nitial fields Click the Member Type drop down arrow and select member type Click the Relationship to Employee Search icon and select a Relationship code Enter the beneficiary s Social Security Number in the SSN field Enter the birth date of the beneficiary dependent in the Birth Date field Click the Gender drop down arrow and select a gender Click the Disa
65. the initial phase this will be a Centralized Payroll Function and will require the submission of a one time add replace form to Centralized Payroll See appendix for the one time add replace form Banner form 7a Employee Benefit Deduction PDADEDN 8 4 fciellelieileieilietelel eile rer rete ele sesers ereere ele ate rererere erer sreesrerreersrsrse erreser reserse yesrsesrreerer es ID acoo10809 Brian F Bell Benefit Category ra Ful Tirne Employees Last Paid Date 30 APR 2010 Deduction Feo 7 Federal Tax Query Date 03 auc 2009 Add or Replace and Arrears Excluded Payroll ID f Premium History Di Comments D W 4 and Lock In Letter End Date f Calculation Rule feo Bond Balance Deduction Begin Date MEMAR E Effective Date 03 AUG 2009 Status Reference C Comments Exist Deduction Change Reason ih Event Date f CIRS Lock In Letter Options Amounts Title Value Entry Title Amount Entry 1 Filing Si fs Required 1 Addl Wth optional 2 Exempt o Optional 2 No Entry 3 l no Entry 3 No Entry 4 T No Entry 4 No Entry 5 No Entry Combined Limit Applicable Rule Code Description Employee Limit Employer Limit Combined Limit Gross Limit a ey i ees Ol ee ee es A cee SunGard 2004 2011 Managing Benefits and Deductions Page 24 Steps Follow the steps to edit the amount of a current deduction 1 Access the Employee Benefit Deduction Form PDADEDN 2 Cli
66. tinue until the total amount has been recovered If an arrears balance can be satisfied from one paycheck the system applies the change to the next payroll only and then reverts to the original deduction record The total owed will be reduced by 50 00 by the next payroll If you want an installment enter dollars in the Maximum Recover Amount field otherwise Banner will recover the entire amount from one check SunGard 2004 2011 Managing Benefits and Deductions Page 32 The balance will now be the reduced amount The balance will continue to be reduced until the total has been satisfied 5 Click the Save icon 6 Click the Exit icon SunGard 2004 2011 Managing Benefits and Deductions Page 33 Viewing Benefits Deductions m Introduction The Deduction Year to Date Totals Form PEIDTOT allows you to view the year to date totals life to date total and the monthly total for a single benefit deduction Note All query forms will only show results for your institution Banner form ra Deduction Year To Date Totals PEIDTOT 8 4 ooo eee AAAA Aee AA eee AEAEE EEEE EEEE EEEE EEEE E ID a00010809 Brian F Bell Year 2009 Query Year Type Calendar Deduction FED 7 Federal Tax From 01 Jan 2009 O Fiscal Employer BU 7 Banner University To 31 DEC 2009 plan Applicable Employee Amount Employer Amount 6975
67. xcluded PayrallID Premium History Comments Begin Date 01 JAN 2005 f End Date f Calculation Rule 50 Bond Balance Effective Date 01 JAN 20059 Status Reference J C Comments Exist Deduction Change Reason Bd Event Date f Options Amounts Title Value Entry Title Amount Entry 1 Required 1 override Cs optional 2 No Entry 2 Premium System 4 4 No Entry 4 Coverage System 5 ER System Combined Limit Applicable Rule Code Description Employee Limit Employer Limit Combined Limit Gross Limit X SunGard 2004 2011 Managing Benefits and Deductions Page 27 Steps Follow the steps to terminate a deduction from the employee record and then reactivate it 1 Access the Employee Benefit Deduction Form PDADEDN 2 Click the ID Search icon and select an employee ID from the Employee Search Form POIIDEN 3 The Benefit Category field automatically populates for the employee 4 Enter the code of the deduction record you are terminating in the Deduction field 5 Click the Next Block icon twice to access the Deduction Information block Options New Effective Date Terminate New Effective Date ok j Cancel j Steps Follow these steps to terminate a deduction 1 Select New Effective Date from the Options menu 2 Enter the date the termination of the deduction is to take place in the New Effective Date field You can terminate deductions as
68. y Leave Accruals Form displays an employee s leave accrual history as of a specified payroll Data displayed includes each leave code hours accrued hours taken and a banked hours indicator If the Bank I ndicator field is checked the current accrued hours are banked hours The Employee Leave History Form displays the leave history of a specified employee It includes changes made to an employee s leave records on the Employee Leave Balances Form PEALEAV and during payroll runs Data displayed includes leave code effective date hours banked hours accrued hours taken date available change reason and ID of the user who made the change Employee Information Job PEIJHIS Employee Job History Form The Employee J ob History Form displays data on each job held by a specific employee SunGard 2004 2011 Page 74 Managing Benefits and Deductions Area Form Description Employee PEISALH Employee The Employee Salary History Inquiry Form Information Salary History Inquiry PEISALH lists the primary secondary and Job Form overload positions occupied by a specified employee Related job information from the Employee J obs Form NBAJ OBS defaults here for each position The PEISALH form contains the same information as the Employee Job Inquiry Form NBIJ LST except that PEISALH is intended to be used by someone who is allowed to have access to the Annual Salary and the Appointm

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