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P3C, LTE & P3D - Université d`Ottawa

1. Job Labour Distribution _ Edit Delete FOAP Percentage Edit Delete 1000 121524 63322 1001 25 Edit Delete 1000 121550 63322 1001 50 age LLL ex Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1000 121524 63322 1001 25 Edit Delete 1000 121550 63322 1001 50 121527 Explore Progra 2 Type the two first digits of the org in the Organization field and select the org from the scroll list However if you need to add a research grant fund type the 2 first digits of the fund in the according box and select the it from the scroll list The rest of the cost center will populate automatically 3 Type the Percentage applying to the new Labour Distribution 4 Click on Insert UNIVERSITY OF OTTAWA 55 Suppression of a Job Labour Distribution You cannot erase the cost if there is only one showing You must begin by creating a new labour distribution then you can delete the incorrect one 1 Click on Delete to remove the incorrect cost center Job Labour Distribution Edit Delete FOAP Percentage Edit betetel 1001 121527 63322 1001 50 Edit Delete 1000 121524 63322 1001 50 2 Click on OK Employee Information Entry 1 Click on the Save As Draft icon from the Employee Information section Employee Information Employee Number GENERATED Current Hire Date 02 07 2012 Employee C
2. Creation of a person 1 Enter the Surname using French characters and mixed cases p x Person Employee Search Options Create New Employee V Information Required for Common Matching Family Name Given Name Genevieve Social Insurance Number 258654852 x Date of Birth DD MM YYYY Gender Female Vv Get Employee Data N 2 Enter the Given Name using French characters and mixed cases 3 Enter the Social Insurance Number without character spacing or dash 4 Enter the Date of Birth using the format DD MM YYYY 5 Select the Gender 6 Click on Get Employee Data UNIVERSITY OF OTTAWA 67 Creation of a person additional information 1 Type the Middle name if applicable Person Information Surname St Pierre Given Name Marie Jos e Middle Name Prefix Date of Birth 5 5 1989 i Gender Female Correspondence Language French w Marital Status UO Student Number 212584 l Citizenship Canadian v 2 Select the Language of correspondence 3 Select the Marital Status If you do not know the marital status leave it to single The marital status is a required field when creating a person The person that you are hiring is a casual employee therefore there is no impact on leave the marital status to single Should the employee become eligible to benefits the status would be modified by Human Resources to reflect the real status of the employee 4 Type
3. If the option to Create an employee record and timesheet is selected the employee record will be sent to Banner once the timesheet has been submitted and approved If the option to Create an employee record only is selected the timesheet can only be created once the employee record has been created in Banner With this option the employee record will be available in Banner the day after the approval Create an employee and timesheet Create an employee only Selecting the Create an employee and time sheet option if you are at the end of the pay cycle and the hired person is not in Banner you will be able to create the person the employee information the job and time sheet information in one easy step Selecting the Create an employee only option you have the possibility of creating the person the employee information and job without creating the time sheet This option is the best if you create this form at the beginning of the pay cycle because in doing so you will enable the creating of the email account and any other computer accounts needed by the employee You can then create another form to enter the time sheet information when the pay cycle ends Important Information concerning the Address and telephone number 1 If the candidate has an employee number his or her address is displayed in the form and you cannot modify it However if the candidate does not have an employee number you will have to enter the address usin
4. If the candidate does not have an active job you must create one in the Job section 1 Select Create New Job Job E i Job Create New Job v Faculty Service 56 Sports Serv v E Class 5A Casual Employees v Position C0161 Aquatic Instructor v Job Suffix 00 Hourly Rate 10 25 4 Vacation Pay Paid on each Job Begin Date 03 06 2013 Timesheet Org 563202 2 Select the Position Class 3 Select the Position number accordingly 4 Enter the Hourly Rate 5 Select the 4 Vacation Pay option 6 Type the first day working day in the Job Begin Date 7 Type the Timesheet Org if you need to modify it 8 Click on the diskette icon to save the job UNIVERSITY OF OTTAWA 53 Modification of the Job Labour Distribution FOAP 1 Click on Edit Job Labour Distribution Edit Delete FOAP Percentage Delete 1001 121527 63322 1001 100 re ancel 1000 1215241163322 1001 Uggate Add 0 2 Type the two first digits of your org in the Org field and select the org from the scroll list However if you need to add a research grant fund type the 2 first digits of the fund in the according box and select the it from the scroll list The rest of the cost center will populate automatically 3 Click on Update to save the new FOAP Addition of a Labour Distribution 1 Click on Add 54
5. Type the Student Number if you know it 5 Select the Citizenship You are responsible to ensure that the hired employee has a valid working or study permit when the citizenship is not Canadian Moreover it is important that the contract end date does not exceed the working permit expiration date If you have selected a citizenship other than Canadian you will need to enter the work or study permit information in the Employee Information section Address and Telephone Number Entry 1 Click on the envelope of the Address wizard A Address Wizard Postal Code k2j0e9 Country Canada O United States Validate Postal Code 2 Enter the Postal Code or the Zip Code when the permanent address is one from the United States without character spacing or dash 3 Select Canada or United States 4 Click on Validate Postal Code 5 Select the street name and numbers corresponding to the candidate s address 6 Enter the Street Address Number UNIVERSITY OF OTTAWA 49 10 11 12 FA Address Wizard Street Address Numbe Street Name Street Type Suite Apt Number City Province Postal Code Optional Enter the Suite Apt number Optional Enter the date from which the address is valid in the From Date field Banner inserts the current date in the From Date field to show the date from which the address is valid Click on the calendar icon to modify it Cli
6. 0 30200 m 815 B2 500 m 680 m J n Cheque No Transit No Inst No Account No OK Cance Information concerning the time sheet 1s 2 The hourly rate of the time sheet section can always be modified Earning Code 260 Pay Casual Employee Variable You can create an additional time sheet for the same pay period Simply click on Create new timesheet This new time sheet must have a different hourly rate 37 UNIVERSITY OF OTTAWA imesheet 2 of 2 Earning Code 260 Pay Casual Employee Variable To switch between time sheets you must click on the Timesheet scrolling list 3 Timesheet 1 of 3 Timesheet 4 Youcan create many time sheets but they must always belong to the same pay Timesheet 1 of 2 5 If you must pay overtime hours on a time sheet you must create a new time sheet enter the new hourly rate ex the employee earns 12 per hour the overtime rate isin this case time and half 12 x 1 5 so the new hourly rate is 18 per hour period Timesheet BW 24 30 10 2011 12 11 2011 Gi BW24 Rate 12 hr Hours 19 IK Timesheet BW24 Rate 18 hr Hours 7 38 6 Timesheet BW Pay Cycle BW 24 30 10 2011 12 11 2011 overtime hourly rate When you generate the time sheet the system puts the cost centre from the Job section as the default time sheet cost center but you can always modify
7. 00 ccc eects 30 Information concerning the banking information iascsinccvtacvsaveteeaercenerewen veneers 31 Information concerning the time sheet sii cscinsssccee bares hess e SKI SRE Re CO RKOERS 36 Information concerning the Late Time Entry Form 0 ccccccsveeeveecevereeveveenevees 39 P3C amp LTE FOrMs ccccccccccccccccccceeccee essere cess eeeeeeee cesses n 43 Creation Of a P3C OF UIE aise c dad cunwneedaseaden ad dasa Gah ae seen waa eaaa nd dienadaed wien 43 Search Of an employee file i5 6 ccnricvntreniar cede eriased rua seenieaatareenneeataeavne 44 Creation Of a PESON wisaiseis ddaates Bane Samad Gulia eed bad Sak ee ead chen Soaeua dane ka dadau dea siete 46 Person creation option specific to P3C LTE 0 0 ccc ccc cee een eee ee enneren 46 Creation ofa person additional information ccc ccc cence cece n nent eens 47 Address and Telephone Number Entry cakavceseeadewsne ee nneewas een ee Ved ee vadeaactens 48 Select AM ACIIVE OD ciend viGaediends teedgeredataeeceiiewMeeNiereteedeieetaidedanes 50 Creation of a jobin PSC or LIEIONMN crinicreaicrciaadonten ci nehoeaneeraeieatnnegawneadion 51 Creauion OF CUPE lifeguard JOD o cccrtece viens seucerwns ewed ewRysennEdoaneeored dando 52 Modification of the Job Labour Distribution FOAP cece cece eee e eee eaes 53 Addition of a Labour Distributions 32 0i02se0cs Giaed se taetiins abode sasied uate saad dean eee 53 Suppression of a Job Labour Distribu
8. 1820 v P Class 34136 Supy Position SS2255 Support Non Union student 1820 V Job Suffix oo Job Begin Date 02 06 2014 Job End Date 15 07 2014 Process pay for past pay periods If the box is checked adjustment pay s will be created automatically there is no need to subm periods 102 Remuneration information review The Remun ation section displays information such as hourly rate hours per pay and payment amounts The following step only applies to P3D forms Review the information entered in the Remun ration section e Remun ration with Based on Contract Amount Hourly Rate calculation method Remuneration Requested for More Than One Pay Period Calculation Method Based on Contract Amount Hourly Rate 4 Vacation Pay Paid on each pay Y Gross Pay first a period a Gross Pay per full period 737 9840 Gross Pay for last Partial Period e Remun ration with Based on Contract Amount Hours Per Pay calculation method Remuneration Requested for More Than One Pay Period Calculation Method Based on Contract Amount Hours Per Pay Y 4 Vacation Pay Psid on esch pay ee ee m e arm Roepe peros E Gross Pay per full period L Gross Pay for last Partial Period UNIVERSITY OF OTTAWA 103 Remun ration with Based on Manual Entry calculation method Remuneration Requested for More Than One Pay Period Calculation Method Based on Man
9. 35 Support Non Union student months 1820 SM P3D 2L 34175 4 15 to 35 Term leading to PIPS 1820 months SM P3D 2L 34136 4 1to 35 Support Non Union student months 1820 SM P3D 2L 34142 None Up to 14 Term Gen Supp Non Un 15hrs wk UNIVERSITY OF OTTAWA 19 Pay Form E P Maxima Normal hours P class Definition Cycle class class I contract length SM P3D 2M 34246 4 40 Term ops conf NC 2080 months SM P3D 2M 34248 4 40 Term grant non mgt 2080 months SM P3D 2M 34234 4 40 Term leading to SSUO 2080 months SM P3D 2M 34235 4 40 Term leading to PIPS 2080 months SM P3D 2M 34236 4 40 Support Non Union student months 2080 If you can t find a specific position class on the pooled position list it means that the position does not exist Therefore you must have one created by the Position Control sector using the Pooled Position Creation Form that you will find at the following url Pooled Position Creation Form You can also open your browser and go to the Human Resources website and click on the Forms for administrators and managers and then click on the Pooled Position Creation form from the left index as illustrated below uOttawa University of Ottawa uoZone Li pul Human Resources qian Forms lt Home For employees For administrators and Pooled Position managers Important procedures Payroll calendars T POUE POSTO m
10. Employee Number GENERATED Current Hire Date 02 07 2012 Employee Class 5A Home Org 121501 Distribution Org 121501 The system will automatically populate the Employee Class Home Org Current Hire Date and Distribution Org UNIVERSITY OF OTTAWA 81 2 Modify the Home Org if necessary 3 Modify the Distribution Org if necessary Work or study permit entry Please refer to the following illustration to enter the data on the work study permit PROTECTEO WHEN COMPLETED PROTEGE UNE FOIS REMPLI B WIMMIGRATIONG SURNAME GIVEN NAMES NOM DE FAMILLE PRENOMS BIRTH DATE DATE DE NAISSANCE Of MAY 1978 CRA dt asic Ri a ene COUNTRY OF BIRTH PAYS DE NAISSANCE COUNTRY OF CITIZENS CLIENT ID 10 DU CL ENT Ra End Date Date 6047 21 Dae fin INDIA IPlease note that study permit holders can implicitly work at the University of Ottawa For permit holders the permit must clearly indicate if the candidate can work at the University of Ottawa However if the candidate has an open work permit then he she can work anywhere in Canada Please refer to the web site of Employment and Social 82 Development Canada of the Government of Canada for more information on the Temporary Foreign Worker Program 1 Select the permit type using the Visa Type field Visa Type Permanent Resident v Visa Number BB 123 122 123 Visa Nation Botswana v Visa Start Date 01 09 2013 8 Visa End Date 22 12 201
11. between two specific employment dates you need to type the date when the job has started in the Job begins between filter and enter the other date when the job might have started in the And Filter for all form types Form Group Form Types Request Id a Employee Number Last Name COO rtra C a Requestor Banner approver Banner t _ Job begins between 01 08 2015 a And eal Search by Employee Number 1 Click on Search 2 Type the Employee number 3 Click on Apply Filter 4 Click on the form number that is located under the column Request ID 94 Search by employee name Finding form using the employee name will only work when the employee already has an employee number i Click on Search Type the Last Name The last name must begin with capital letter and all other letters in lower case Do not forget to add the French accents Type the First Name The last name must begin with capital letter and all other letters in lower case Do not forget to add the French accents Click on Apply Filter Click on the form number under the column Request ID Search by form number 1 2 3 4 Click on Search Type the form number in the Request ID field Click on Apply Filter Click on the form number under the column Request ID UNIVERSITY OF OTTAWA 95 Search by user id 1 Click on Search 2 Type the user id IN CAPITAL LETTERS in the Requestor Banner ID or i
12. it in the boxes of the check wizard You must write numbers in the boxes and the system will apply the emplate specific to the bank 1100 DOLLARS 09361 003 514 2807 Unit Num ro de compte Cheque Styles Bank Letter v 00361 003 5142807 Transit No Inst No Account No UNIVERSITY OF OTTAWA 35 9 If there is not enough space in the box to enter the number of one of the series appearing on the cheque or the bank letter you must simply take the rest of the numbers and put in the following box In the image below the bank account number is 05411 11 however the fourth box of the layout 2 will only allow the entry of 4 digits you must take the rest of the digits and put them at the start of the fifth box with the rest of the numbers as illustrated below ka Cheque Wizard Cheque Styles Layout 2 Cheque No Transit No Inst No Account No 10 Certain cheque specimens do not include the cheque number The cheque number is anumber of three digits and it is usually put at the beginning of the number showing on the specimen The following illustration is an example of a specimen without the cheque number Because the specimen already contains 5 series of number you must use theLayout 1 to enter the bank info You must input zero 0 in the first box and fill the next boxes with the numbers appearing on the specimen 36 Type the number zero in the Cheque No box m o0 n
13. sever eeweweun 75 Remuneration information of a P3D Form cece ccc eee eee nee eee eeneeas 77 Modification of the Job Labour Distribution FOAP 0 cece eee eect eee nes 78 Addition of a Labour Distribution seirer sssi sasi ciisecenrirriia tiiit aiti iaaiiai 79 Suppression of a J b Labour Distribution sssseresrecresrcsesesiii ennie ninietan atie iiis 80 Employee Informatiom ENY osrsessssesiererirsnrnror aieri vesa TEO EEEE TEREE EER wes 80 Work or study permit CHEN cid vncadusnan tana rin tt Era nEn E EEKAN 81 Banking information GNUY sssccsesicsrssisricssreii ssid aed EEEE NEN EES EKE ENEKE EEE 82 Insertionot a COMMENE essgeossrsonin ae aaa e a a a e wade 84 The saving submission for approval or cancellation ofa form 0c cece eee eee eee 84 Confirmation of late notification 0 nee e EEE ee een CREER 85 Contract CANCellAtiOn csccscsccdcrsecearsseoeecaridentedeeseesese ease Tss ene owen sind 87 Contract cancellation while awaiting approval 0 cece eee eee ee een eens 87 Search ssssssssssssess csse usss thease TrsT S556 565 aU Seow ETEISEEN EE CHEW ees 89 Search by Employee Numbat jatinsia anes kG ee nkes tenes eeiae tease tien iaaa ea Sena i A 93 Search by employee NaMe ssscsiscciseriitirisnirr iwi saM nE EENEN EEREN E NEE EEEE 94 Search by form NUMDErsocerecirecodis i imine iaa ETE E E E EE E EEE EEEE EE 94 Search by USE id hon ii cada erat sena eaa EEEE EE E REEERE PTRS 95 Search by Timesheet O
14. the incorrect one Error message A Job Labour Distribution is in edit mode Please Update Insert or Cancel to continue ag Note You have omitted to save or update the line of Job Labour Distribution that you have either added deleted or updated Click on update or insert Error messages in the Time Sheet section i Error message Timesheet Total is 0 Please ensure that hours total and rate are not equal to 0 ag Note You cannot save an empty time sheet please enter the hours that have been worked in the time sheet section Error message More than one pay was selected for time sheets Only one pay can be selected Please update time sheet section ag Note You can create more than one time sheet but they all must belong to the same pay period Please ensure to modify the selected pay period for all your time sheets so that they all belong to the same pay period Error message User does not have access to Time Sheet Organisation ag Note You can not charge a salary to an organization for which you do not have access Please modify the org part of the Labour Distribution in the Time Sheet section Error message Hours cannot be set to 0 UNIVERSITY OF OTTAWA 113 ag Note You have modified or added a line in the Labour Distribution of the time sheet but you have omitted to add the number of hours that must be charged to the line Type the number of hours that apply to the Job Distribution line 5 Error
15. why the form is late in the large box 3 Click on Continue Submission Contract Cancellation Contract cancellation while awaiting approval A contract that has been sent for approval but that has not yet been approved by all levels second level approver HR Payroll can be cancelled 1 Click on Search Tools Please refer to the section Form Search of this user manuel if you need help with finding a form 2 The form status indicates at what approval stage is the form New this status indicates that the form has not been sent for approval therefore the user can simply open de form and click on Cancel located at the bottom of the form Waiting for approval this status indicates the form was sent to the approver therefore the approver needs to open the form and click on Reject this form located at the bottom of the form HR waiting for work permit this status indicates that the form was forwarded to Human Resources and they are waiting to receive the working permit to release the form To cancel this form call HR ask them to click on Reject the form located at the bottom of the form 87 Search Search Tool 1 You can finda form that has been created approved or sent to Banner To begin the research you must click on Search 2 You have access to all forms that have been created approved or sent to Banner for all the organizations for which you have access Consequently you have access to all forms created by
16. 1033 01 05 2015 CHICODES 100 Person information and address verification 1 Review the data entered in the Person Information section Person Information Family Name Jean Baptiste Given Name Alexandre Middle Name Prefix Date of Birth 16 11 1991 Gender Male Vv UO Student Number 7011020 Citizenship Canadian V 2 Optional Review the address and telephone number the information will only be displayed when a new employee is hired Permanent Address Telephone Address 4 Du Colibri RUE Area Code City Gatineau Number Ext Province Qc Postal Code J9A1Z4 Country Canada V From Date 25 06 2014 UNIVERSITY OF OTTAWA 101 Review of the Job section The data of the Job section differs in the forms P3C P3D and LTE If the approver notices an error in this section he she must return to the form to the requester Review the data of the Job section Job section of the P3C or LTE form Job Job Create New Job V Faculty Service 12 Faculty of Arts V E Class 5A Casual Employees V P Class 44011 Casual General Position SC0006 Casual General Support Y Job Suffix 00 Hourly Rate 24 04 4 Vacation Pay Paid on each pay v Job Begin Date 01 05 2014 Timesheet Org 121511 Job section of the P3D form Job z a Eaniiy oF Ane vl Timesheet CTT ae Faculty Service 12 Faculty of Arts V Organization 121511 _ E Class 2L Admin Sup Non Union term
17. 6 pet 2 Enter the work study permit number as it appears on the permit using capital letters and character spacing in the Visa Number field 3 Select the country of citizenship from the Visa Nation field 4 Enter the date the permit was signed in the Visa Start Date using the format DD MM YYYY format or click on the calendar icon to enter the date 5 Enter the work study expiration date using the format DD MM YYYY or click on the calendar icon to enter the date in the Visa End Date field 6 Have you sent a copy of the work study permit to Human Resources Banking information entry 1 Click on Open Bank Wizard Open Bank Wizard ka Bank Account Type Not Available V Bank Routing Number Bank Account Number Please forward a void cheque to Human Resources 2 Take your blank cheque or the bank letter UNIVERSITY OF OTTAWA 83 3 Select the appropriate layout ZA Cheque Wizard Cheque Styles EWIE Layout 2 Bank Letter m Jm Jw due Cheque No Transit No Inst No Account No fox cancer e Layout 1 must be used when the cheque specimen has six series of numbers e Layout 2 must be used when the cheque specimen has five series of numbers e The Bank Letter must be used when the bank info comes from a bank letter 4 Enter the numbers in the separate boxes according to the layout that you have selected and click on ok 5 Select the bank account type 6 Have you sent a copy
18. ASS 3C Select the P CLASS code from the scroll list Type the first day of the first pay period to be worked in the Job Begin Date or use the calendar icon to enter the date Type the last day of the pay period in which the employee will finish his job in the Job End Date or use the calendar icon to enter the date Select the option Based on manual entry Calculation Method Based on Manual Entry v 4 Vacation Pay Paid on each pay v Select the option to pay the 4 Vacation Pay Type the Hours per Pay actual number of worked hours per week x 52 weeks 24 pay periods 10 Type the total Contract Amount UNIVERSITY OF OTTAWA 77 11 Click on Calculate Remuneration information of a P3D Form The Remuneration section of the P3D shows how the payments are distributed depending on the calculation method used to pay the employee 1 The methods Based on contract amount Hourly Rate Hours per Pay shows the payments are distributed in different pay periods Remuneration Requested for More Than One Pay Period Calculation Method Based on Contract Amount Hourly Rate x Contract Amount 1248 249 9744 999 90 Contract amount must include vacation amount Contract Amount Gross Pay per full period 249 9744 Gross Pay for last Partial Period For a contract lasting two pay periods the employee will only received the amount showing in the first and last partial pay pe
19. Approver Louise Boisvert Alexandre Gagnon Jy 1 Approve 2 Appprove and go to the next form 3 Return to requestor 4 Reject this request Configuration of a proxy If you plan to be away for a period of time you can create a proxy Adding a proxy will enable someone to approve your forms in your name while you are absent 1 Click on Preferences from the index UNIVERSITY OF OTTAWA 107 2 Type the user name in the Proxy User Id field and click on Save Formulaires lectro u Ottawa tg HR Pay Electronic Fe 2 a My Forms amp Pref s rererences ais Corrections z Language English V Q Search Proxy User Id AGAGNO3 Alexandre Gagnon WA S Reports WA TP Reports Proxy must have same Org Fund security setup in Banner a 4 Accrued Balance 43 APTPUO Hirin CUPE Hiring 2626 C Tay Op Preferences Removal of a proxy You can remove a proxy 1 Click on Preferences from the index 2 Delete the Proxy Userid Id and click on Save Fe Preferences b Language English x Proxy User Id Marielle Richard Error Messages Error messages during the person creation part T Error Message Employee age cannot be greater than 100 years af Note You must modify the date of birth to solve this problem Error message Name cannot be all upper case ag Note You must type the first and last names using mixed cases Error message All Common Matching fields must be ent
20. CLASS 2L To hire a work study student use ECLASS 3C 4 Select the P CLASS code from the scroll list 5 Type the very first day of work in the Job Begin Date or use the calendar icon to enter the date 6 Type the last day of work in the Job End Date or use the calendar icon to enter the date UNIVERSITY OF OTTAWA 75 7 Select the option Based on contract amount hours per pay Calculation Method Based on Contract Amount Hours Per Pay 4 Vacation Pay Paid on each pay a ee nea Contract amount as tot 0 os 8 Select the option to pay the 4 Vacation Pay 9 Type the Hours per Pay actual number of worked hours per week x 52 weeks 24 pay periods 10 Type the total Contract Amount 11 Click on Calculate Job creation with option Based on manual entry The next steps show you how to fill the remuneration section when selecting the Based on manual entry option 1 Select Faculty Service Job Faculty Service 12 Faculty of Arts Timesheet Organization 121527 Exr E Class 3C Work Study Students P Class Job End Date 22 12 2011 Job Begin Date 01 11 2011 76 Type the two first digits of the Timesheet Organization field and select the value from the scroll list Select the E Class of the job that you are creating To hire a term employee that will work for a period of less than four months use ECLASS 2L To hire a work study student use ECL
21. CODES 138532 New Sullivan Martha 100326 16 02 2015 CHICODES TP Part Time Teaching 138412 New Chambers Stuart AT1002 01 01 2015 CHICODES 138553 New _ Fines Louise _ CHICODES S Contract CUPE 2626 138429 New __ Nicklin Sean ST2034 01 01 2015 CHICODES 138583 New aa ovskaya T1029 01 09 2013 CHICODES 138633 New Durocher Lynne ST1033 01 05 2015 CHICODES 98 3 The form opens You can modify the Timesheet Org the FOAP and you can add a comment You cannot modify any other field Should you need to modify any other field you must return the form to the requestor creator Creator s rae Ats m Faculty Service Se eee Faculty Service 15 Fac of Medicine Job Class Regular Part Time Prof Language P Class 31410 Lang Teacher APTPUO Position AT1 007 Lang Teacher APTPUO Job Suffix 03 DEMONIS Actual Job End 57 44 9049 Actual Job Start Date 25 09 2012 Haka 27 11 201 Job Begin Date 16 09 2012 Job End Date 30 11 2012 Process pay for past pay periods If the box is checked adjustment these periods Job Labour Distribution dit Delete FOAP Percentage 7 y 150101 61301 1002 100 0 dit Delete 10 00 4 You will select one of the four available options when you are approving your forms Aparare and go to next fom Reject this request e Approve will let you approve the form print it if required and go to the next for
22. Employee number or the UO Student Number OO aA Person Employee Search Options Search for Employee WV Employee Number or vo student Number or famiyname sd Get Employee Data 4 Optional Type the Surname and Given Name 5 Click on Get Employee Data UNIVERSITY OF OTTAWA 65 6 Click on Select to get to get the employee information Select Surname Given Name Date of Birth Select Cote Smith Danielle Select Smith Daniel Select Smith Daniel Select Smith Daniel Select Smith Daniel Select Smith Daniel 7 The employee information will appear on screen Should the citizenship be anything but Canadian please ensure to request the document enabling the employee to work at the University work permit study permit etc so that you are sure that the employee has a valid work permit to work You will also need to send a copy of the work permit to Human Resources so that it is filed in the employee file Person Information Surname E o Given Name a Middle Name Prefix f Date of Birth 30 06 1986 Gender Male Correspondence Language Fre nch Marital Status Si ngi e UO Student Number Student Work Permit 8 Ifthe hired person does not have an employee number select Search for Employee 2 Person Employee Search E eS a ne Eanna RTE Y 3 Te ji 4 e Macrae MEW het bet oe hed bat eee A Create New Employee Search for Employee
23. Number or vo student Number or famiyname sd Get Employee Data 4 Optional Type the Surname and Given Name 5 Click on Get Employee Data UNIVERSITY OF OTTAWA 45 6 Click on Select to get to get the employee information Select Surname Given Name Date of Birth Select Cote Smith Danielle Select Smith Daniel Select Smith Daniel Select Smith Daniel Select Smith Daniel Select Smith Daniel 7 The employee information will appear on screen Should the citizenship be anything but Canadian please ensure to request the document enabling the employee to work at the University work permit study permit etc so that you are sure that the employee has a valid work permit to work You will also need to send a copy of the work permit to Human Resources so that it is filed in the employee file Person Information Surname E o Given Name a Middle Name Prefix f Date of Birth 30 06 1986 Gender Male Correspondence Language Fre nch Marital Status Si ngi e UO Student Number Student Work Permit 8 Ifthe hired person does not have an employee number select Search for Employee 2 Person Employee Search E eS a ne Eanna RTE Y 3 Te ji 4 e Macrae MEW het bet oe hed bat eee A Create New Employee Search for Employee Creation of a person 1 Enter the Surname using French characters and mixed cases p x Person Employee Sear
24. OB section It is not charged to the timesheet FOAP If you want to charge the 4 vacation amount to the same FOAP as the timesheet you must create a new job The hire of a lifeguard The Sports Services hire students that will perform lifeguard duties those positions belong to CUPE union Therefore one must ensure to select both the correct Pclass and pooled position number so that the unions dues are properly applied and that the salary be charged to the correct account Job Job Create New Job Faculty Servce 56 Sports Sen x E Class 5A Casual Employees P Class 44015 CUPE lifeguards Position C0159 Lifeguard Job Suffix 02 Hourly Rate 10 25 Job Begin Date 08 11 2011 eal Timesheet Org 563202 Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1560 563202 63402 1300 100 dd 0 Important information concerning the Job Labour Distribution 1 The labour distribution is created by the following elements Fund Org Account Program fund account 22 FOAP 1000 120101 61457 i001 organization program 2 The FOAP from the Job Labour Distribution section is the job FOAP UNIVERSITY OF OTTAWA 27 Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1000 120101 61451 1001 100 Add JL JL 0 3 You can only modify one field when editing a FOAP You can m
25. RC 646 HRTRAINO1 8 To find a form using it s number you must use the Request Id parameter Request Id 403 j 92 9 10 11 12 13 If you are looking for a specific type of form you can use the Form Type parameter Filter for all form types To obtain the list of time sheets P3C LTE that have been created for a specific BW pay period you need to use the Pay Number with the Calendar Year selection parameters Calendar Year 2011 Pay Number 6 To obtain a list of forms created for a specific time sheet organization you must use the parameter Timesheet Org Timesheet Organization 110101 To obtain a list of forms created for a specific position you must type de position number in capital letters in the Position paramater Position AT1002 To obtain a list of forms created for a specific employee you must use the Employee Number parameter Employee Number 100123456 UNIVERSITY OF OTTAWA 93 14 To obtain a list of forms created by a specific user you must type the Requestor Banner Fast Id in capital letters in the Requestor BAnner Id parameter Requestor Banner LBOUCHAR Id 15 To obtain a list of forms approved by a specific user you must type the Requestor Banner Fast Id in capital letters in the Approver BAnner Id parameter Approver Banner Id MRICHAR 16 To find forms that have been created
26. Select Based on Contract Amount Hourly Rate iA a Based on Contract Amount Hourly Rate you need to enter the hourly rate and the total amount of the contract The employee will received partial payments based on the number of worked days in the first and in the last pay UNIVERSITY OF OTTAWA 71 periods The employee will receive the full amount for each full pay period worked b Based on Contract Amount Hours Per Pay you need to enter the hour per pay and the total amount of the contract The employee will received partial payments based on the number of worked days in the first and in the last pay periods The employee will receive the full amount for each full pay period worked c Based on Manual Entry you need to enter the hourly rate and the number of hours per pay The employe will received the same amount for each pay period 6 The job begin and end dates of the job are directly related to the method of remuneration that you will be using for your employee a Ifyou are using the Based on Manual Entry method you will need to enter the begininng of the first pay period in which the job has started in the Job Begin Date You will need to enter the end of the last pay period in which the employee will be working in the Job End Date Job Begin Date 01 05 2012 al Job End Date 31 08 2012 a b If you select one of the methods beginning with Based on Contract Amount you will be able to enter the
27. To calculate the hourly rate without the 4 you must use the following formula hourly rate including 4 1 04 hourly rate without 4 All signed forms are to be kept in your employee files The payroll sector will conduct regular audits to ensure that forms have been signed It is imperative that you retain these forms as the Ministry of Labour could at any time ask us to provide them with copies of all signed agreements for validation purposes When the employee asks to be paid for their holidays or when the employee no longer works for you you will have to send a payment request to the payroll sector through the pay correction tool PayCorr The payroll sector will remit the accrued vacation amount to the employee Late Form Notification When submitting an electronic form that includes a late payment exceeding thirty days you must click in the box to acknowledge the fact that the form is late and you must also enter the reason why it s late UNIVERSITY OF OTTAWA 23 Late Time Entry Notification University policy dictates that timesheets must be submitted within 30 days of work being performed Because this timesheet Is older than 30 days it will be sent to HR for further processing You must acknowledge that you have been informed of the University s policy and specify below the reason this timesheet is more than 30 days late acknowledge that I have been reminded about the University s policy regarding late Fi
28. University of Ottawa Universit d Ottawa PG ena oD Human Resources 613 562 5832 infohr uOttawa ca www hr uOttawa ca wi u Ottawa Disclaimer notice This document only includes background information provided strictly for information and its content may change without notice It does not replace the provisions of collective agreements the University s policies and practices or its official interpretations of these documents which prevail at all times For any alternative concerning accessibility please contact Human Resources For more information Human Resources 550 Cumberland St Room 019 KIN 6N5 Tel 613 562 5832 Fax 613 562 5206 infohr uOttawa ca Human Resources University of Ottawa Version 1 0 2649 Table of contents Introduction soscdecncevonesianseiadiscdecstdeceedacssseawnidesndses T E seca 7 INGROGUCUION 24 E E E E E E E E E E 7 Help sesen eaa E E E E E E E EE E NE EE EEAS 7 Connection to EPAF IGM s siwcrscoscsscecsoe sessesdtocerecssrect sconasrecwavensasmed 9 Login information related to EPAF FOMnmns i exccecaspsans seas sdon seeder etiwsseaetarneded en 9 CONNECTION tO Epaf FORM sa so0 sce 00 2 45 0 See anya sane EERE TER gous eee A Seeded gee 10 Error message when logging in to EPAF FORNS acinciyravsveawideowiearweeedeeeetateedanad 12 Password modificati Ni si cierciierisurse nisni eiaa AEA EEE EEEE AEA ee ma 12 CONNGUIAUON scsssneroosisos erosoen eeraa a a aa 15 Language
29. age Error message Hours Per Pay is too high for the E Class P Class combination max is 45 Note You cannot enter more than 45 hours per pay when you use the pclass 34142 to pay an employee You must either select another pclass or enter less than 45 hours per pay Error message Hours Per Pay is too high max is 95 33 ag Note The number of hours per pay cannot be more than 95 33 Modify the hours per pay Error messages in the Job Labour Distribution section 1 Error message You do not have acess to organization 120101 ag Note You do not have access to the organization entered in the Job Labour Distribution section Error Message Job Labour Distribution does not equal 100 percent current total 90 ag Note The total sum of the percentages must be equal to 100 Modify the percentage s so that the total sum equals 100 Error message The percentage value must be greater than 0 112 ag Note You must ensure to enter a pencentage when you are modifiying adding or deleting a line from the Job Labour Distribution because the systems defaults the value to 0 Enter a percentage on the line that shows 0 and click on update Error message Cannot delete the Labour distribution At least one cost center must be assigned to the timesheet ag Note You cannot delete a line of the Job Labour Distribution if there is only one You must create a new line and save it in order to be able to delete
30. bution Org entered ag Note If the faculty of the creator is diffrent from the faculty of the approver you must enter an org belonging to the faculty of the form creator Error messages from the job section 1 Error message No Positions found for the selected Faculty Service and EClass combination Please contact Financial Planning Services g Note You do not have a pooled position for the type of position that you are hiring You must have a new pooled position created by filling the Pooled Postion Creation Form and you must send it to Finalcial Planning Error message Time Sheet Organization is invalid Note You have entered an organization either does not exist of for which you do not have access Error message User does not have access to Time Sheet Organisation af Note You do not have access to the Time sheet org that you have entered Modify it and re save your form Error message Job Suffix and Payment Method UNIVERSITY OF OTTAWA 111 ag Note You must select the pclass so thtat the job suffix and payment method be populated automatically Error message Job End Date format is invalid ag Note You have either forgotten to enter the job end date or you have entered it in an incorrect format Click on the calendar icon to input the job end date Error message Hourly Rate must be equal or greater than minimum wage 10 25 ag Note The hourly rate cannot be less the legal minimun w
31. cccccccccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 109 Error messages during the person creation part 0 eee ee ee ee eee eee eee eeeeee 109 Error message from the Address section 40 dscsuetdnsessaensdaewesawealiwtasienawerdasa 109 Error messages from the Person Information section 2 cece cece reren eeee 110 Error messages from the job section iiiiaccckrsaerssaeeseweasde ees eden eedenaeiewen saws 110 Error messages in the Job Labour Distribution section 0 e cece eee ee eee eee 111 Error messages in the Time Sheet section cece eee eee e nett e cnet eeeeees 112 Error message in the Approval section 0 cece cee cent eee nent en nnnes 113 Introduction Introduction 1 This users guide was created as a reference tool in your daily use of this system 2 An up to date version of this guide in Abode Acrobat PDF format may be viewed on the Human Resources Service website and downloaded Simply go to Guides d utilisateur des syst mes RH Paye 3 You are invited to share your comments and questions with us Please email Lynne Bouchard s email address Help Do you need help with the electronic forms Contact the Payroll Sector by telephone at extension 7709 or by email at EPAF UOTTAWA CA Connection to EPAF forms Login information related to EPAF Forms 1 How do you log into EPAF Forms Click on the following URL https erp forms uottawa ca u
32. ch Options Create New Employee V Information Required for Common Matching Family Name Given Name Genevieve Social Insurance Number 258654852 x Date of Birth DD MM YYYY Gender Female Vv Get Employee Data N 2 Enter the Given Name using French characters and mixed cases 3 Enter the Social Insurance Number without character spacing or dash 4 Enter the Date of Birth using the format DD MM YYYY 5 Select the Gender 6 Click on Get Employee Data Person creation option specific to P3C LTE Select the appropriate option Create an employee and timesheet UNIVERSITY OF OTTAWA 47 e Create an employee only Creation of a person additional information 1 Type the Middle name if applicable Person Information Surname St Pierre Given Name Marie Jos e il Middle Name f Prefix Date of Birth 5 5 1989 Gender Female Correspondence Language Marital Status UO Student Number 212584 Citizenship Canadian v 2 Select the Language of correspondence 3 Select the Marital Status If you do not know the marital status leave it to single The marital status is a required field when creating a person The person that you are hiring is a casual employee therefore there is no impact on leave the marital status to single Should the employee become eligible to benefits the status would be modified by Human Resources to reflect the real status of the employee 4
33. ck on Enter Address Information Enter the Area Code of the Telephone section Enter the Telephone Number using the following format 999 9999 Optional Enter the Ext number 50 Select an active job When you assign a job in a P3C or an LTE form it remains active for a period of four months and a half after the last submitted time sheet Therefore when entering a time sheet all that you must do is select the job for which you are submitting a time sheet 1 Click on Select to obtain the list of active jobs 2 Select the job for which you are submitting a time sheet 3 Click on the diskette from the Job Section to save the form and generate the time sheet UNIVERSITY OF OTTAWA 51 Creation of a job in P3C or LTE form If the candidate does not have an active job you must create one in the Job section 1 Select Create New Job Job Job Create New Job Faculty Service 12 Faculty of Arts FA m gt e pe rT T 5A Casual Employees v E Class Position SC0006 Casual General Support v Job Suffix Hourly Rate 10 25 4 Vacation Pay v Job Begin Date 04 06 2013 al Timesheet Org 121501 2 Select the Position Class 3 Enter the Hourly Rate 4 Select the 4 Vacation Pay option 5 Type the first day working day in the Job Begin Date 6 Type the Timesheet Org 7 Click on the diskette icon to save the job 52 Creation of a CUPE lifeguard job
34. ct the E Class of the job that you are creating UNIVERSITY OF OTTAWA 73 10 11 To hire a term employee that will work for a period of less than four months use ECLASS 2L To hire a work study student use ECLASS 3C Select the P CLASS code from the scroll list Type the very first day of work in the Job Begin Date or use the calendar icon to enter the date Type the last day of work in the Job End Date or use the calendar icon to enter the date Select the option Based on contract amount hourly rate Calculation Methoq Based on Contract Amount Hourly Rate Vacation Pay Paid on each pay Select the option to pay the 4 Vacation Pay Type the Hourly Rate Type the total Contract Amount Click on Calculate Job creation based with option Based on contract amount hours per pay The next steps show you how to fill the remuneration section when selecting the Based on contract amount hours per pay 1 Select Faculty Service Job Faculty Service 12 Faculty of Arts Timesheet Organization 121527 Exf E Class 3C Work Study Students P Class 36500 Worl Job Begin Date 01 11 2011 a Job End Date 22 12 2011 2 Type the two first digits of the Timesheet Organization field and select the value from the scroll list 3 Select the E Class of the job that you are creating To hire a term employee that will work for a period of less than four months use E
35. eb 11 19 Feb 11 Bw 05_ 4 Mar 11 iMar 2 Mar 11 6 Feb 11 23 Feb 11l 25 Febaid 4 All forms that are late for a period exceeding thirty days must be approved by the Payroll Service before being sent to Banner The status Waiting for Pay Approval indicates that the form is awaiting Payroll approval Status Submitted Waiting for approval level 1 Sent to payroll system 5 You cannot submit an electronic time sheet that is late for more than three months the systems only shows the last three months s pay period If you must submit a form for a late payment exceeding three months you must call the Payroll Service at 7792 and they will provide you a late time entry paper form This form will be manually entered by the Payroll Officers P3C amp LTE Forms Creation of a P3C or LTE Click on P3C Time sheets or LTE Late Time Entry i My Forms y s biia Corrections C Search z P3C Time Sheet k P3D Multiple Pay p gt LTE Late Time Ej Entry qe LR Labour Redistribution S Contract CUPE 2626 d TP Part Time Teaching WA S Reports WA TP Reports 4 Accrued Balance 3 APTPUO Hiring CUPE Hirin 2626 44 Search of an employee file 1 Click on Search for employee 2 Select option Search for employee 3 Type the nine digits of the Employee number or the UO Student Number O aA Person Employee Search Options Search for Employee WV Employee
36. ered ag Note You must enter data in all the fields of the Person Creation section Error message The SIN is invalid ag Note You must re enter the social insurance number because the entered number is not valid Error message Employee must be at least 15 years old ag Note You cannot hire an employee that is less than 15 years old Verify and re enter the date of birth Error message The Date of Birth is invalid ag Note You have entered an invalid date please verify and correct it Error message from the Address section 1 Error message No adresses found for this postal code af Note The postal code does not exist If Post Canada indicates that this is a valid postal please put the University s postal code enter the address of your department and send an email to inforh uottawa ca and ask the information agent to enter the current address in Banner 109 110 2 Error message Address number is not in the selected range ag Note The number that you have entered in the Stree Address Number is incorrect You can only enter a number between the brackets Error messages from the Person Information section I Error message User does not have access to Home Org entered ag Note If the faculty of the creator is diffrent from the faculty of the approver you must enter an org belonging to the faculty of the form creator Error message User does not have access to Distri
37. ete the form Confirmation of late notification When you create a form for which the payment is late for a period of more than thirty days you will get a pop up as illustrated below 1 Click in the box acknowledge that forwarded to HR for approval Late Time Entry Notification Payroll best practices indicate that employees should be paid within 30 days of work being performed Because this timesheet is older than 30 days it will be sent to the Payroll Sector for further approval You must acknowledge this message and specify below the reason this timesheet is more than 30 days late acknowledge that I have been reminded about the best practices regarding late timesheets and that this timesheet will be forwarded to HR for approval A comment is required here 2 Type the reason why the form is late in the large box 3 Click on Continue Submission P3D Forms P3D Creation Click on P3D Multiple Pay My Forms FY Corrections Q Search v P3C Time Sheet k P3D Multiple Pay pi LTE Late Time Entry AEA LR Labour Redistribution Aa S Contract CUPE 2626 de TP Part Time Teaching WA S Reports T TP Reports 4 Accrued Balance 3 APTPUO Hiring CUPE Hirin 2626 19 Preferences IEn Log Out 64 Search of an employee file 1 Click on Search for employee 2 Select option Search for employee 3 Type the nine digits of the
38. ew FOAP Addition of a Labour Distribution 1 Click on Add Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1000 121524 63322 1001 25 Edit Delete 1000 121550 63322 1001 50 age i i ips Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1000 121524 63322 1001 25 Edit Delete 1000 121550 63322 1001 50 121527 Explore Progra 2 Type the two first digits of the org in the Organization field and select the org from the scroll list However if you need to add a research grant fund type the 2 first digits of the fund in the according box and select the it from the scroll list The rest of the cost center will populate automatically 3 Type the Percentage applying to the new Labour Distribution 80 4 Click on Insert Suppression of a Job Labour Distribution You cannot erase the cost if there is only one showing You must begin by creating a new labour distribution then you can delete the incorrect one 1 Click on Delete to remove the incorrect cost center Job Labour Distribution Edit Delete FOAP Percentage Edit betetel 1001 121527 63322 1001 50 Edit Delete 1000 121524 63322 1001 50 2 Click on OK Employee Information Entry 1 Click on the Save As Draft icon from the Employee Information section Employee Information
39. first worked day in the Job Begin Date and the last worked date in the Job End Date Job Begin Date 07 05 2012 Job EndDate 29 08 2012 p 7 Ifyou are filling a P3D form for an employee for which the Job Beging Date belongs to a passed pay period automatic processes are started in order to pay the missed 72 pays Job Faculty Service 12 Faculty of Arts v Timesheet Organization 121501 E Class 3C Work Study Students w P Class 36500 Work Position WS0002 Work Study Term Job Suffix 00 Job Begin Date 01 05 2012 a Job End Date 29 08 2012 ee _ _ _ _ _ __d 8 Ifyou must pay an employee for which the job is no longer active i e that the employee has worked more than one pay period and that has not received a pay up to date and which job is currently terminated you will be able to pay all retroactive pays using the P3D Job creation with the option Based on contract amount hourly rate The next steps show you how to fill the remuneration section when selecting the Based on contract amount hourly rate Job Faculty Service 12 Faculty of Arts Timesheet Organization 121527 Exr E Class 3C Work Study Students P Class 36500 V Job Begin Date 01 11 2011 al Job End Date 22 12 2011 1 Select Faculty Service 2 Type the two first digits of the Timesheet Organization field and select the value from the scroll list 3 Sele
40. g the Address Wizard UNIVERSITY OF OTTAWA 25 Permanent Address Open Address Wizard A Address B 156 Amherst RUE City Gatineau Province QC Postal Code lJ8Y2x4 Country canada From Date 04 11 2011 You must enter a permanent Canadian address when creating a person otherwise you will get an error message when you try to save the form If you obtain an error message that the postal code is not valid please ensure to that the postal code is valid by going on the Canada Post web site to confirm that postal code does match the street name and number given by the candidate If the postal code exists according to Canada Post you must enter the University s business address and then send an email to inforh uottawa ca and request that an Information Agent of the Human Resources adds the correct address of the candidate in Banner Important information concerning the job in a P3C LTE form e The employee s job created in a P3C form will become inactive when the following two conditions are met 1 the employee is casual and paid by time sheet 2 the employee has not been paid for the last four and a half months e Ifthe employee has received a pay since the last four and half months the job is still active and therefore you don t need to create a new job especially if the employee works in the same department and is paid from the same FOAP e The 4 vacation amount is charged to the FOAP from the J
41. he permit using capital letters and character spacing in the Visa Number field 3 Select the country of citizenship from the Visa Nation field 4 Enter the date the permit was signed in the Visa Start Date using the format DD MM YYYY format or click on the calendar icon to enter the date 5 Enter the work study expiration date using the format DD MM YYYY or click on the calendar icon to enter the date in the Visa End Date field 6 Have you sent a copy of the work study permit to Human Resources Banking information entry 1 Click on Open Bank Wizard Open Bank Wizard ka Bank Account Type Not Available V Bank Routing Number Bank Account Number Please forward a void cheque to Human Resources 2 Take your blank cheque or the bank letter 58 3 Select the appropriate layout ZA Cheque Wizard Cheque Styles LEIE Layout 2 Bank Letter m Jm Jw due Cheque No Transit No Inst No Account No fox cancer e Layout 1 must be used when the cheque specimen has six series of numbers e Layout 2 must be used when the cheque specimen has five series of numbers e The Bank Letter must be used when the bank info comes from a bank letter Enter the numbers in the separate boxes according to the layout that you have selected and click on ok Select the bank account type Have you sent a copy of the blank cheque or bank letter to Human Resources UNIVERSITY OF OTTAWA 59 Creatio
42. it To modify the time sheet cost center you must remove the tick mark from Use Job Labour Distribution automatic calculation on save Use Job Labour Distribution automatic calculation on save Timesheet Job Labour Distribution FOAP 1001 121527 61451 1001 You can charge the salary to more than one cost centres but you must specify the number of hours that apply to each cost centres UNIVERSITY OF OTTAWA 39 Earning Code 260 Pay Casual Employee Variable Code Hours Hourly Rate Total Vac Already included reo asd 1025 rsr vae L na Ngai ar Cluse Job Labour Distribution aut Timesheet Job Labour Distribution 61451 61451 Information concerning the Late Time Entry Form 1 Your recently hired employee has missed one or more pay period you must create a late time form for each missed pay periods You must ensure to type the real date that the employee has started in order to pay any back pay Job Begin Date 21 09 2009 A If your employee does not have active job you must fill the latest late time form which will enable the creation of the job and the timesheet and you must then send it for approval Job Create New Job j 40 You will be able to create the other late time forms as soon as the form status indicates Sent to Payroll You can obtai
43. lass 5A Home Org 121501 Distribution Org 121501 The system will automatically populate the Employee Class Home Org Current Hire Date and Distribution Org 2 Modify the Home Org if necessary 56 3 Modify the Distribution Org if necessary Work or study permit entry Please refer to the following illustration to enter the data on the work study permit PROTECTEO WHEN COMPLETED PROTEGE UNE FOIS REMPLI B WiMMIGRATIS iN ip SURNAME GIVEN NAMES NOM DE FAMILLE PRENOMS BIRTH DATE DATE DE NAISSANCE Of MAY 1978 CRA asc Rs a R COUNTRY OF BIRTH PAYS DE NAISSANCE INDIA INDIA CUENT ID 10 DU CL ENT Ra End Date Date 6047 lt 1 Dee fin Please note that study permit holders can implicitly work at the University of Ottawa For permit holders the permit must clearly indicate if the candidate can work at the University of Ottawa However if the candidate has an open work permit then he she can work anywhere in Canada Please refer to the web site of Employment and Social UNIVERSITY OF OTTAWA 57 Development Canada of the Government of Canada for more information on the Temporary Foreign Worker Program 1 Select the permit type using the Visa Type field Visa Type Permanent Resident v Visa Number BB 123 122 123 Visa Nation Botswana v Visa Start Date 01 09 2013 8 Visa End Date 22 12 2016 pe 2 Enter the work study permit number as it appears on t
44. lculation on save To override the cost center of the time sheet click on Edit to modify the cost center and to enter the number of hours charged to it e Add to insert another cost center and to enter the number of hours charged to it e Delete to remove the cost center Please ensure to enter the number of hours applying to each cost centers when you have more than one The total number of hours applied to all cost centers must match the total number of hours entered in Week 1 and Week 2 Click on the disquette to save your time sheet If you must create an additionnal time sheet because the employee works at variably hourly rates click on Create new Timesheet and redo steps 2 to 6 For example if you need to pay overtime hours to an employee and that the hourly rate is time and half you must create another timesheet with the new hourly rate UNIVERSITY OF OTTAWA 61 Insertion of acomment 1 Enter a comment Comments ai 2 Click on Add Comment The saving submission for approval or cancellation of a form 1 Select the Next Approver Approvals Next Approver Pierre Lapointe y Request has not been approved Created by HRTRAINO2 Created on Last updated by HRTRAIN11 Last update on 62 2 Click on Save As Draft to save the timesheet You will be able to modify it later 3 Click on Save and Submit to submit the form for approval 4 Click on Cancel to del
45. m e Approve and go to next form will let you approve and go directly to the next form you will not be able to print it e Return to requestor will let you to return the form to the creator so that he she makes the necessary corrections You may add a comment before returning the form for correction so that the creator knows the reason why you are returning the form You must simply type the comment in the box and click on Add Comment s will be created automatically there is no need to subm UNIVERSITY OF OTTAWA 99 e Reject this request you can reject the form The creator will no longer be able to modify it Form approval The faculty or service approver must ensure that the form has been correctly filled by the requester The My Forms box displays the form by form categories Click on the Request ID to open the form My Forms 8 item s in your inbox Request Job Begin Last Activity P3C Time Sheet 138481 New Johnson Dwayne SC0007 12 01 2015 CHICODES SPAF Initial mgg ere Regular 138523 ew Tavares Nelson 100314 16 02 2015 CHICODES 138532 gt E Sullivan Martha 100326 16 02 2015 CHICODES TP Part Time Teaching 138412 New Chambers Stuart AT1002 01 01 2015 CHICODES 138553 New __ Fines Louise CHICODES S Contract CUPE 2626 138429 New Nicklin Sean ST2034 01 01 2015 CHICODES 138583 New ae ovskaya T1029 01 09 2013 CHICODES 138633 New Durocher Lynne ST
46. mesheets and that this timesheet will be forwarded to HR for payment Le chercheur responsable de l employ nous a remis l information Sur le temps travaill en retard Continue Submission X Cancel Important information on Person creation If the candidate does not have an employee number you must enter the biographic information in the form to have an employee number created in Banner 1 The social insurance number is validated should it be invalid you will obtain the error message The SIN is invalid 2 You must ensure to type the first and last names using the french characters and in mixed case It is most important that the names be typed correctly because this information is sent to Banner 3 You must ensure to validate the postal code wether an address has been entered in the system or not through a UOHMS application form Human Resources use this address to send the letter that contains the email address and initial password to the canditate Payroll Service use the same address to send the T4 T4A forms All the more reasons to validate the address 24 Additional step in person creation in a P3C or LTE When creating a person in a P3C or LTE you can create the person the employee information the job or create the person the employee information and the job and timesheet for in the same form Attention Please determine if you would like to create an employee record only or with timesheet
47. message Cannot add hours to DD MM YYYY since Job begin date is DD MM YYYY ag Note You have entered hours in a date previous to the Job Begin Date Replace the entered numbers by the number zero 6 Error message Pay has not been processed The form will be saved but the pay adjustment cannot be submitted until the original pay has been processed af Note You have filled at late time entry form for a pay period for which the approval date has passed but for which the pay has not been executed yet You must wait until the pay has been executed to submit your late time entry form for approval You can save the form and submit it when the pay will have been submitted Please consult the payroll calendar to find out the execution date of all the pay periods 7 Error message The hour on 15 08 2012 is invalid ag Note You have left one Hours box empty If the number of hours is zero then type 0 in the box The hours are numerical variables therefore you must enter a numerical value Error message in the Approval section 1 Error message An approver is required ag Note You have omitted to select an approver before submiting your form for approval Select the approver and click on Submit for approval
48. n of the time sheet Creating a timesheet in a P3C or an LTE works the same way you must simply follow the next steps whether you are filling one or the other 1 Select the BW Pay Cycle Timesheet fl BW Pay Cycl BW 20 31 08 2014 13 09 2014 V Ti h t 1 f 1 BB timesheet VARS ot ee Earning Code 260 Pay Casual Employee Variz Hourly Rate s _ 1 A 31 08 2014 01 09 2014 02 09 2014 03 09 2014 04 09 2014 05 09 2014 06 09 2014 10 09 2014 Use Job Labour Distribution automatic calcul 11 09 2014 Timesheet Job Labour Distribution FOAP Hours 12 09 2014 0101 61451 1002 2s 13 09 2014 Certain pay periods may overlap on others therefore you might get more than one pay period showing You can create more than one time sheet for an individual but they all must belong to the same pay period If you are filling a time sheet in a late time form you will obtain the last three monthts pay period 2 Select the hourly rate from the Timesheet scroll list If the hourly rate that you must use is not correct you must enter it in the Hourly Rate field 60 Enter the number of hours worked in each of the corresponding boxes titled Hours of each worked date Repeat the step until all the hours have been entered in the form The system shows the cost center where the salary where will be charged To modify the cost center remove the tick mark from Use Job Labour Distribution automatic ca
49. n the Approver Banner Id Banner field 3 Click on Apply Filter 4 Click on the form number under the column Request ID Search by Timesheet Org 1 Click on Search 2 Type the Timesheet Org 3 Click on Apply Filter 4 Click on the form number under the column Request ID Search of a P3C for a specific pay period 1 Click on Search 2 Type the Calendar Year 3 Type the BW pay period number in the Pay Number field 4 Click on Apply Filter 96 5 Click on the form number under the column Request ID Approver Approvers The next sections of the guides refer to approval of forms and the creation suppression of proxies when approvers need a replacement during their absence Notes concerning the approval of electronic forms 1 The status of the form indicates the step where the form was last touched The Approved status indicates that the form was approved When the form has been approved by all level of approvals the form is sent to Banner and the status shows Completed 2 If you have forms that need approval they will automatically appear in MY FORMS This window opens automatically when you have forms waiting for approval You must click on the form number to open it My Forms 8 item s in your inbox Request Job Begin Last Activity P3C Time Sheet 138481 New Johnson Dwayne SC0007 12 01 2015 CHICODES SPAF Initial Employment Regular 138523 New Tavares Nelson 100314 16 02 2015 CHI
50. n this information using the Search tool The status Sent to Payroll indicates that the data has been sent to Banner mm My Forms Search Tool P3C Time Sheet Filter for all form types in Form Type F P3D Multiple Pay Employee Number 433 APTPUO Hiring Last Name ote Oo ee Sane Requestor Banner Id Position Filter specific to P3C forms Timesheet Organization Calendar Year 328 re Request Tyee SRS soa rac 3 Ifyou must fill a late time form because you have just missed the date by which all electronic forms must be approved although the pay period is not yet finished you must save the form and wait until the pay is executed before submitting your form for approval For example today s date is January 28th you must fill a late time form because you have just passed the approval date January 27th but you cannot send the form for approval until the pay is executed on February 1st therefore you must save the late time form and wait to submit it for approval after February 1st UNIVERSITY OF OTTAWA 41 2011 BW PAY SCHEDULE PE s 2 a Pay Pay Period Pay Period Ipay sea Data entry Data ent Approva Pac Pa premolar ae sca o o S S S o S d e o _12 Dec 10 25 Dec 10 _BW 01_ 7 Jan 11 4 Jan 11 S Jan 11__ 12 Dec 10 28 Dec 10 31 Dec 19 E a A E EET 23 Jan 11 5 Feb11 BW 04 18 Feb 1 15 Feb 11 16 Feb 11 23 Jan 11 amp Feb 11 10 Feb 14 6 F
51. nter Address Information Enter the Area Code of the Telephone section Enter the Telephone Number using the following format 999 9999 Optional Enter the Ext number 70 Information relating to the job in a P3D 1 2 Employees paid with a P3D form are paid on a semi monthly SM frequency P3D forms can only be used for three types of employees a Term employees with contract of four months or less Eclass 2L or 2M no matter the number of working hours b Work study students EClass 3C c Employees working less than 15 hours per week these employees do not have a four months restriction EClass 2L PClass 34142 The pooled position number and job suffix are automatically filled when you select the position class Job Faculty Service 12 Faculty of Arts x Timesheet Organization 121527 Exe E Class 3C Work Study Students v 36500 Worl C cin Job Begin Date 01 11 2011 a Job End Date 29 12 2011 If you select an employee class for which you do not have a pooled position you will obtain the following error message No position for the selected Faculty Service and Eclass combination Please contact Financial Planning Services You need to fill the pooled position creation form that you will find on the Human Resources web site and send it to Financial Planning Service You can use three different way of calculting the remuneration Calculation Method Based on Manual Entry
52. odify the FUND if the employee is paid by grant or research funds You can modify the ORG if the employee is paid from OPERATION funds The system does not allow you to modify the ACCOUNT nor the PROGRAM because they are generated by the selection of the PCLASS Job Labour Distribution Edit Delete FOAP _ Percentage Update cancel 4 When you select a position and you assign it to the employee in the Job section it is the position s FOAP that is populated by default but you may modify it 5 You must specify the percentage that applies to each FOAP if there is more than one You must use the percentage box to that effect Percentage 100 6 You can never modify the account within the FOAP because the account is directly related to the position class P Class that you have selected in the Job section 28 Job Create New Job Faculty Servic 12 Faculty of Arts w EN k Position SC0008 Casual General Support Job Suffix A Hourly Rate 10 25 Ls eee ok Job Begin Date 10 06 2010 Jli Timesheet Org 121501 Job Labour Distribution EditDelete Percen EditDelete 1000 12189 100 Add o If you have modifed the labour distibution and you modify again one of the following fields faculty timesheet org hourly rate or position class from the Job Section the form may modify the labour distbution according to the modified fields If the form creator s faculty is differen
53. of preference MOciCatiOny 0 iidscisesersateaseiieent saws ssaunasaed EEEa Pert 15 My forms and usage of the forms P3C P3D and LTE ccccccccccccccccccceecs 17 MY FOM Sesars ninine indan geld a EEEE hae A R ENE edie dane 17 Eclass Pclass and P3C P3D and LTE forms 0 cc ccc ccc cece cece cee e eee e ee eeeeee 17 Notes related to electronic forms cccecccecccceecccceccceecsceeeseeesseeens 21 Notes concerning all electronic forms s56 0ccncrvr av snmeniienwatipekdedNateamidedankadases 21 Payment Option for the 4 vacation pay cece cece cece eee eee e eee ruren 22 Late Orin INOUMGAtON cereiro weai Er a TE E e naar aces ocean E E Does cane fea 22 Important information on Person creation cece ccc eee e eee eenneeaes 23 Additional step in person creation in a P3C or LTE 1 ccc ccc net eee nnnennes 24 Important Information concerning the Address and telephone number 20065 24 Important information concerning the job ina P3C LTE form eee eee eee eee 25 THERE Cl dlitegudrd rerrssrrase dyGen teat ae ia r E EE bee ek gun haa es cb bee bei 26 Important information concerning the Job Labour Distribution cee eee eee eee 26 Important information concerning the Job Labour Distribution 0 cece eee eee eee ee 28 Employee INIOHNATION sca scar geans sened peewee eee sh eee eed EET RA SET e SETA diee a i 29 Important information concerning the work permit
54. of the blank cheque or bank letter to Human Resources 84 Insertion of acomment 1 Enter a comment Comments ai 2 Click on Add Comment The saving submission for approval or cancellation of a form 1 Select the Next Approver Approvals Next Approver Pierre Lapointe y Request has not been approved Created by HRTRAINO2 Created on Last updated by HRTRAIN11 Last update on UNIVERSITY OF OTTAWA 85 2 Click on Save As Draft to save the timesheet You will be able to modify it later 3 Click on Save and Submit to submit the form for approval 4 Click on Cancel to delete the form Confirmation of late notification When you create a form for which the payment is late for a period of more than thirty days you will get a pop up as illustrated below 1 Click in the box acknowledge that forwarded to HR for approval Late Time Entry Notification Payroll best practices indicate that employees should be paid within 30 days of work being performed Because this timesheet is older than 30 days it will be sent to the Payroll Sector for further approval You must acknowledge this message and specify below the reason this timesheet is more than 30 days late acknowledge that I have been reminded about the best practices regarding late timesheets and that this timesheet will be forwarded to HR for approval A comment is required here 2 Type the reason
55. oforms default aspx What are my user id and password You can use your Banner ID or your Infoweb account How do you request access to this system By filling the Request for Access to Systems form that you will find at the following url Request for access to HR PAY systems Which section s of the form must fill 10 You must click on the requested item s from the User Roles Section as illustrated below 3 R les de l utilisateur User Roles Dans la section qui suit on doit cocher les r les requis This section is used to indicate the required roles O Donner acc s Provide access O Enlever ce r le Remove this role EPAF P3C Feuilles de temps r gulier et en retard P3C Timesheets Regular and Late Time O Cr ateur Originator Approbateur Approver O Enlever ce r le Remove this role EPAF P3D Payes multiples P3D Multiple pays O Cr ateur Originator Approbateur Approver oO Enlever ce r le Remove this role Embauche des professeurs temps partiel Part time professors hiring The Hiring Management System enables the creation of the offer for which a TP form must be oO Cr ateur Originator O Lecture seulement Read only O Enlever ce r le Remove this role Approbateur Approver Lecture Faculte Viewer Faculty Enlever ce r le Remove this role Embauche d tudiants SCFP CUPE students hiring Cr ateur Originator Approbateur Approver Lect
56. rgeisescisseiasiderereetnk teti kE nR EEEE A EEn RY Cee dT Rae 95 Search of a P3C for a specific pay period cece cece cnet e eee e nee eenes 95 ADDIOVGR a oiiii c fo sieadae L cdaaescwseacua seeds eadae cals 97 ADDIOVENS corse coae occ ceed E cae ee nue R awe aha A E OE ERA 97 Notes concerning the approval of electronic forms 0 cece eee eee eaes 97 Form approval sds d cttdns es Paes Ghee dene emaeed eadenE DEW deed ng ama ee Medea wee 99 Person information and address verification 0 0 cece cece teen eee e eee eeeees 100 Review of the Job Section 6 cece cece ccc eee di Es E Ceku EEEE ERER ENES 101 Remuneration information review 60 e ene e nent ennnees 102 Review of Job Labour Distribution section iii 0654 00iveawedaadacaaaeewadanerenwanneeas 103 Employee information Verification cccecavcesdvoesavesenvessaves eevee sewer enwesnnwee 103 Review of the Timesheet Section cece cece eee cee eee e eee nen ennnees 104 COMMENTS SECON siisdacincavedadewetr awa neds ear CaSO RE AALS Teele Rada ee ania d REE 104 Confirmation of late notification 0 6 cece i an een ee nee eens 105 Selection OF approval OPUlOM ss c 0 aieiin s eurcuieedinie 3 teh damned Pate ata E die andl abs arnidd arate 106 Configuration OL A PIOKY nic ecachasawardueensae sede we chan soe sh orete chin hoes ous 106 Removal Ol a PION ccccecundedntdeturmed ene setowsuewseeu si Oa ea e aea kieh 107 Error MeSSage S ccccc
57. riod boxes Contract Amount Gross Pay first partial period 249 97 Gross Pay per full period Gross Pay for last Partial Period For a contract lasting three or more pay periods the employee will receive all the amounts as illustrated below 78 Contract Amount Gross Pay per full period 249 9744 Gross Pay for last Partial Period 2 The calculation method Based on Manual Entry distributes the payments in equal installments based on an average number of worked hours The system indicates the amount and the number of times that the payment will be given to the employee Remuneration Requested for More Than One Pay Period Calculation Method Based on Manual Entry p Modification of the Job Labour Distribution FOAP 1 Click on Edit Job Labour Distribution p Edit Delete FOAP Percentage Edit Delete 1001 121527 63322 1001 100 md ancel 1000 121524 163322 1001 pe l Add 0 2 Type the two first digits of your org in the Org field and select the org from the scroll list UNIVERSITY OF OTTAWA 79 However if you need to add a research grant fund type the 2 first digits of the fund in the according box and select the it from the scroll list The rest of the cost center will populate automatically 3 Click on Update to save the n
58. stribution Orgs will automatically be populated by the values entered in the Timesheet Org of the Job section You can modify those fields 3 The Current Hire Date field is populated with the Job Begin Date from the Job section 4 The Employee Class field is populated with the Employee Class from the Job section 30 The selection of a value other than Canadian Citizen of the Citizenship field from the Employee Information section will make the following list of fields appear Visa Type Visa Number Visa Nation Visa Start Date et Visa End Date The creation of a new person in the form will enable your to enter the banking information Important information concerning the work permit T You must always send a photocopy of either the work study permit or the proof of request for extension of the work study permit Visa Type Permanent Resident Visa Number BB 123 122 123 Visa Nation Botswana v Visa Start Date 01 09 2013 3 Visa End Date 22 12 2016 pn If you have selected Work Study Permit on the Citizenship field you must fill the work study permit related information in the appropriate fields of the Employee Information section You must always ensure that your employee has a valid work study permit to work at the University You should never enter a job end date greater than the work study permit expiration date You will not be able to do a P3C LTE nor P3D if the job begin date is prior to the work study permit or if
59. t from the approver s faculty the verification of the labour distribution will be done when the approver approves the form Important information concerning the Job Labour Distribution 1 2 The salary of an employee paid using time sheets is always changed to the Time sheet Job Labour Distribution Use Job Labour Distribution automatic calculation on save Timesheet Job Labour Distribution You must specify the number of hours that applies to each labour distribution when there is more than one UNIVERSITY OF OTTAWA 29 Use Job Labour Distribution automatic calculation on save Timesheet Job Labour Distribution Edit Delete FOAP Hours Edit Delete 1000 121501 63402 1001 Edit Delete 1000 121502 63402 1001 Employee Information 1 Many fields appearing on the form are automatically populated with the values that you have entered in the previous sections of the current form Employee Information Employee Number GENERATED Current Hire Date 0 8 11 2011 Employee Class 5A Home Org 121527 Distribution Org 121527 Visa Number BB234 2237 234 Visa Nation E Visa Start Date 01 11 2011 visa End Date 07 03 2013 Date Permit Signed 01 11 2014 3 Open Bank Wizard ka Bank Account Type Not Available Bank Routing Number Bank Account Number 2 The Home and Di
60. the Student Number if you know it 5 Select the Citizenship You are responsible to ensure that the hired employee has a valid working or study permit when the citizenship is not Canadian Moreover it is important that the contract end date does not exceed the working permit expiration date If you have selected a citizenship other than Canadian you will need to enter the work or study permit information in the Employee Information section Address and Telephone Number Entry 1 Click on the envelope of the Address wizard A Address Wizard Postal Code k2j0e9 Country Canada O United States Validate Postal Code 2 Enter the Postal Code or the Zip Code when the permanent address is one from the United States without character spacing or dash 3 Select Canada or United States 4 Click on Validate Postal Code 5 Select the street name and numbers corresponding to the candidate s address 6 Enter the Street Address Number UNIVERSITY OF OTTAWA 69 10 11 12 FA Address Wizard Street Address Numbe Street Name Street Type Suite Apt Number City Province Postal Code Optional Enter the Suite Apt number Optional Enter the date from which the address is valid in the From Date field Banner inserts the current date in the From Date field to show the date from which the address is valid Click on the calendar icon to modify it Click on E
61. the job end date is greater than the work study permit Should your employee have requested a extension of the current work study permit please request a photocopy that you will then scan and attach to an HR Correction Form please refer to the HR Correction user guide French only If the employee exists you will still be able to see the citizenship in the Person Information Section of the form Should the citizenship be work study permit you must ensure that the work permit is valid and you must send a copy of the work permit or the proof of request for extension to Human Resources UNIVERSITY OF OTTAWA 31 Person Information Surname Given Name Middle Name Prefix Date of Birth 30 06 1986 Gender Male Correspondence Language French Marital Status Single UO Student Number i oo Information concerning the banking information 1 The banking information can only be entered when creating the person in the EPAF 2 Even though you are able to enter the banking information you must continue to send a copy of the blank cheque or the bank letter to Human Resources 3 The Internal Audit Office requires that the banking information be verified by a different person than the one that entered it in Banner A Human Resources employee will verify the banking information against the copy of the blank cheque or the bank letter that you will have sent 4 If you don t know the banking information
62. the other users of your unit that were created within your organization range 3 You have to access to many selection parameters to search your forms as illustrated below Search Tool Filter for all form types Form Group Form Types Request Id Employee Number Last Name First Name f eee o approver Banner 1a Job begins between C ial And Filter specific to P3C forms Timesheet Organization Calendar Year Pay Number 89 90 4 You can combine parameters to search for specific forms For example you need to find P3C forms that have been created for a specific employee you can select the P3C Form Type and type the employee number in the Employee Number parameter Filter for all form types Form Group Form Types P3C Time Sheet Y Request Id Employee Number 100300160 x Last Name CO Frene Requestor Banner approver Banner 1d Job begins between e al And Filter specific to P3C forms kansan E Organization Calendar Year O Pay Number 5 The Status of the form indicates the step at which is the form The Status column contains the form status 6 You must click on the Request ID number to open the form UNIVERSITY OF OTTAWA tyee Status ee p3c pac New o P3C 7 When a form is saved a number is assigned to it The form number can be found in the upper right corner of the form as illustrated below Version 1 01 Environment Training E
63. tion 0 ccc ccc cee ee eee eee n iieis isa 55 Employee Information ENUY jis ceveuadnoverie dane se asede nl ninii ee n e E s 55 Work OF study permit Chey sses scsnsranases nsss nen ekes aktron k tar ESEE ni ea RES Eanes 56 Banking informatiomenty sisi vaneduecedwenedoanesoameekewtiermeaeedwr deed Reeed deeds 57 Creation of the time sheet is c dcsecnnes dtuwneds addaewaweneeanngwa eee wae EE edie 59 INSEFIOM OF a commet yaani erenneren Gaiden ea oe EKE EEKE EEE ovum d gangs Serena oan 61 The saving submission for approval or cancellation of a formM cee eee eee 61 Confirmation of late notification essene raona innan EAE AAE n eee E EE 62 PSD FOrMScocosessosa nenn e aE sine peice E sue EE TTE 63 PSD Creation oeceorcieeieiin iiiaio ieia eE E a Ai AE E E ATE EEEE E 63 Search of an employee ME ie uecsrescrernereresss nisten SEn nra R E EREE EEEE 64 Creation Of apers OMen renren scan EE EE RA a E E sale 66 Creation ofa person additional information 0 0 0 c ccc eee een eessen 67 Address and Telephone Number Entry 0 cee cece eee e eee e eee ence ee eeeeenes 68 Information relating to The job ina PID ica siscesesh eee sabe aoe eedwtala ren y ikes 70 Job creation with the option Based on contract amount hourly rate 0 2 000 ee 72 Job creation based with option Based on contract amount hours per pay e005 74 Job creation with option Based on manual entry v 0606ce0s saves serves even
64. try S etc you must start by creating the first form and wait until the employee number creation process has been completed to fill the other forms You cannot create a form for an inactive employee To reactivate an employee you must fill and HR Correction Form Please refer to the HR user manual French only for the procedure to reactivate an employee If you create a form for a closed pay period computer processes will be launched to pay the missed pay periods The employee will receive a separate pay stub for every missed pay period If the person that you are hiring does not have a social insurance number he or she will have to obtain one Service Canada has created an Employment Contract that you can use to allow the person to obtain a SIN Please click on the following link Employment Contract PDF and please read the directives by clicking on the following link Directive to prepare the Employment Contract 21 22 Payment Option for the 4 vacation pay The electronic forms have been modified to enable the creator to select the option for the payment of the 4 vacation pay iP You must ask the candidate to fill the Casual staff hiring form DOC because he she must indicate if he she wants to receive the 4 vacation pay each pay or upon request at the end of the contract You can find the Casual staff hiring form DOC in the forms for administrators and managers section under the Forms Quick Access section
65. tside Joseph AT1001 Type Status P3C_ New _ Frangois Francine SCo006 LTEC New TP New i If you open an EPAF session and some of your previous forms have not been submitted for approval you will automatically get the My Forms window If you are currently working on a form and you save it as draft you will be able to go back to it by clicking on My Forms from the left hand index Eclass Pclass and P3C P3D and LTE forms The following table will help you determine which form to use in relation with the employee class the position class the number of worked hours and the length of the contract 17 18 Pay Form E P Maxima Normal hours P class Definition Cycle class class contract length BW P3C 5A 41010 None May vary Casual General Academic LTEC BW P3C 5A 41015 None May vary Casual Gen Academic LTEC Student BW P3C 5A 44011 None May vary Casual General Support LTEC BW P3C 5A 44013 None May vary Casual Gen Support Student LTEC BW P3C 5A 46500 None May vary Work Study Time Sheet LTEC SM P3D 3C 36500 4 between 10 et 15 Work Study Term months acad yr up to 35 summer SM P3D 2L 34176 4 15 to 35 Term non union ops 1820 months SM P3D 2L 34177 4 15 to 35 Term non union grants months 1820 SM P3D 2L 34178 4 15 to 35 Term leading to SSUO 1820 months SM P3D 2L 34179 4 15 to 35 Term leading to PIPS 1820 months SM P3D 2L 34174 4 1to
66. u with this task Password modification Ti Click on Banner Application from the Start menu Type your Banner Username Type your Password Click on CONNECT Click on Click to change your password on the right hand side index Type your CURRENT password in the Oracle Password field UNIVERSITY OF OTTAWA 13 10 11 Oracle User ID Oracle Password Database New Oracle Password Verify Password HRTRANOI e fasssssss brsssssss Type the NEW password i n the New Oracle Password field Type the NEW password again in the Verify Password field Click on the diskette icon to save your new password Click on Ok Click on the X from the top menu to exit Banner Configuration Language of preference modification It is possible to use the English version of electronic forms You must follow the steps to switch to English forms 1 Click on Pr f rences from the Index 2 Select Anglais 3 Click on Sauvegarder 4 The system automatically switches to English My forms and usage of the forms P3C P3D and LTE My Forms When you create electronic forms that you have saved but not submitted for approval they are left in My Forms This means that if you have started working on a form but have not completed it you can reopen it later finish it and then submit it for approval My Forms 29 item s in your inbox Employee _ Position c0006 Paul David scoo02 Brigh
67. ual Entry M 4 Vacation Pay Psid on each psy Ra ee tar ce f andert coment mone e aie s 7 ome CO EE meter Ear es S i Review of Job Labour Distribution section This section cannot be modified by the approver if there are errors the form must be returned to the requester Review the FOAP entered in the Job Labour Distribution section Job Labour Distribution 10012 121526 63322 1001 Employee information verification Review the data in the Employee Information section Employee Information Employee Number GENERATED Current Hire Date 01 09 2015 Employee Class 3A Home Org 120701 a Distribution Org 120701 Visa Type Study Permit Visa Number f310880713 Visa Nation Italy v Visa Start Date 28 08 2015 Visa End Date 22 03 2016 104 Review of the Timesheet Section This step applies to P3C or LTE only Review the data entered in the Timesheet Feuille de temps Cycle de paie BW BW 14 08 06 2014 21 06 2014 Y Faa aai Feuille de temps 1 de 1 a e Cote de gains aes plo EA a M as as E oaae rm xosve 5 oon p fznszana o f fiersa vfssesa0se Vanosa0se a s swesaose s avosaos wi Utiliser la r partition des centre de co ts de l emploi calcul automatique lors de la sauvegarde R partition des centres de co ts de la feuille de temps 1121 121562 63401 1003 f
68. uller Fusion PRE Position concepts Documentation Request for access to Systems Request for Position concepts recruitment Explanation information taken from section ay startup modification and Concepts material as In the new Fusion system every employee must be Pooled Pasion position as a budget unit attributed to a particular d Creation Form positions in Banner sinale positions for reaular pos Notes related to electronic forms Notes concerning all electronic forms T You can create an electronic form for a candidate who does not have an employee number Here are the following steps for the employee number creation process in all electronic forms a The form creator enters the biographical information in the electronic form b The form is submitted for approval c If the candidate is a work permit holder the form is forwarded to Human Resources and it will be released once they receive a copy of the work permit d Ifthe form is late for a period of more than 30 days it will be forwarded to Payroll Service and it will be released once they have read the comment explaining why the form is late e The form is then sent to Banner and the employee number is created f Twenty four hours later the employee and job records are available in the FastHR environment If you have hired a person that does not have an employee number and for whom you must create more than one form TP Late time En
69. ure Facult Viewer Faculty Enlever ce r le Remove this role O Cr ateur Originator Lecture seulement Read only O Enlever ce r le Remove this role Connection to Epaf Form 1 Click on the following hyperlink EPAF Form UNIVERSITY OF OTTAWA 11 Your User Name which starts with a capital E followed by your employee number without the leading 1 and zeroes Example 100010568 E10568 And your Password which is the same as your InfoWeb password all in capitals 2 Type your Username 3 Type your Password 4 Click on Connexion Login 5 Click on one of the following items All electronic forms are accessible by connecting to EPAF Form P3C Time Sheet P3D Multiple Pay LTE Late Time Entry LR Labour Redistribution Corrections HR or Pay S Contract CUPE 2626 S Form TP Part Time Teaching TP Form B Scholarship or Bursary UC Unpaid Clinician APTPUO Hiring UOHMS APTPUO CUPE Hiring 2626 UOHMS CUPE S Reports TP Reports 4 Accrued Balance APTPUO Hiring UOHMS APTPUO 12 CUPE Hiring UHOMS CUPE Spaf Regular Hire Error message when logging in to EPAF Forms If you get the message Could not login with the username and password provided after entering your userid and password it may be because your password has expired To solve this problem you must change your Banner password Please refer to the section Password modification to help yo
70. you must select Not Available as Bank Account Type The employee will be paid by cheque until Human Resources receive a void cheque or a bank letter to enter the banking information in Banner Not ee a Bank Account Type 5 You have three layouts that you can use to enter the banking information if you have a cheque that has six series of numbers select Layout 1 32 6 745 A A NMJ J J a aa 4400 DOLLARS gza Cheque Styles Layout 1 v u We as 10051 m 006 HS 233 m 745 m 91 u Cheque No Transit No It No Account No Ok cancet If you have a cheque containing five series of numbers select Layout 2 UNIVERSITY OF OTTAWA 33 pate 2 0 ey OF FY Rea S AE e20 123906400 at Biesegqese Cheque Styles Layout 2 m nu 210 n pZ 23906 m 001 8125 m 925 The Cheque No Transit No Inst No Account No 7 Ifyou have a bank letter select Bank Letter D Canada Trust Customer name SANDRA M ROBICT TDCT Account No _ 60927 004 06176280927 Transit No Inst No Account No This form is used for new direct deposits pre authorized transactions ont 34 8 ka Cheque Wizard Cheque Styles Bank Letter v 60927 004 01676280927 Transit No Inst No Account No If the bank account number that appears on the bank letter or the check has a dash in it do not write
71. zo non pour la paye de vacances Comments Section 1 Read the comment that has been added by the requester 2 Optional Type a comment in the nternal Comments box Internal Comments po Comment Username ate Student has signed paper version at the department LBOISVER 23 04 2015 11 27 08 UNIVERSITY OF OTTAWA 105 3 Click on Add Comment Confirmation of late notification When you create a form for which the payment is late for a period of more than thirty days you will get a pop up as illustrated below 1 Click in the box acknowledge that forwarded to HR for approval Late Time Entry Notification Payroll best practices indicate that employees should be paid within 30 days of work being performed Because this timesheet is older than 30 days it will be sent to the Payroll Sector for further approval You must acknowledge this message and specify below the reason this timesheet is more than 30 days late acknowledge that I have been reminded about the best practices regarding late timesheets and that this timesheet will be forwarded to HR for approval A comment is required here Continue Submission 2 Type the reason why the form is late in the large box 3 Click on Continue Submission 106 Selection of approval option Please select one the four options Approvals Created on 30 01 2015 11 02 13 by DDAOUST Last Updated on 30 01 2015 11 17 56 by DDAOUST Next

P3C, LTE & P3D - Université d`Ottawa

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P3C, LTE &amp; P3D - Universit&eacute; d`Ottawa

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P3C, LTE & P3D - Université d`Ottawa