Home

Hepps Manual - Payroll Services

1. Assignment information will be displayed on the POSITION ASSIGNMENT screen Display ACCOUNT Screen Type the number from the SEL Num column on the Command Line gt and press ENTER The account information for that budget project will be displayed Return to the EMPLOYEE SELECT Screen Press PF12 e Press PF2 The EMPLOYEE SELECT screen will be displayed Return to HEPPS INQUIRY Screen e Press PF12 or move the cursor to the Command Line gt type END and press lt gt The HEPPS INQUIRY screen will be displayed 21 10 Direct Screen Access Using Command 11 Type NN PSN NNN NN represents 9 digit social security number on the Command Line gt and press lt ENTER gt The POSITION screen will be displayed However if the employee selected has multiple appointments the EMPLOYEE APPOINTMENT SELECT screen may appear for you to identify the appointment position information to be displayed If there are more than seven appointments scroll forward PF10 to see more appointment information To scroll backward press PF11 Type the number from the Sel Num column on the Command Line gt for the appointment you want to view and press ENTER The APPOINTMENT screen will appear Find a position number on the screen Write it down for use in the QUERY POSITION tutorial Return to HEPPS INQUIRY Screen Press PF12
2. Display of account information for the selected account QJ C Query J ob Class Conversation HEPPS Inquiry Job Class Displa Type QJC on the Command Line gt and press ENTER The QJC Conversation may be accessed from any display screen in the Inquiry System using the following command QJC NNNN Where NNNN is the Job Classification ID Display of Job Class information for the selected Job Classification ID 46 To log into the HEPPS System GNTP0200 Administrative Information System 08 30 30 08 27 97 GNSG0200 Customer Identification Screen Term ID X2C2 To Logon Pleas nter the following information Procedure Number REQUIRED User ID REQUIRED Password REQUIRED Application ID REQUIRED For assistance please press PF9 or call 509 335 0522 PF Key Enter PF1 PF2 4 BES PF6 PE PF8 PF9 10 11 12 APPL NEWS QUIT OPTNS HELP QUIT Key in the following and press lt ENTER gt Procedure Number User ID Password Application ID HEPPS HEPPS Logo PPHP5010 2 20 10 35 08 28 97 WASHINGTON STATE UNIVERSITY HHHHH HHHHH EEEEEEEEE PPPPPPPPP PPPPPPPPP 5555555 HHHHH HHHHH EEEEEEEEE PPPPPPPPPPP PPPPPPPPPPP SSSSSSSSSS HHHHH HHHHH EEEE PPPP PPP 55555 5555 HHHHHHHHHHHHH EEEEEEEEE PPPP
3. Pay particular attention to the Assignment Begin and End Dates in the type of EXPN expense Column The dates must be active during the current pay cycle for an individual to be paid To view previous assignments for this individual key the word all on the Command Line and press ENTER To return to the current assignments display key the word today on the Command line and press ENTER 57 List Positions Screen To get to the List Position Screen on the Command Line key LP OR LPSN Then press lt ENTER gt PPIQ2800 HEPPS System 19 31 18 08 27 97 LPSN STRT Position List Criteria Job Class _ Account T Area Dept Pleas nter one or more of the above criteria for the list of Positions you want to examine Command gt PF12 Menu The List Positions Screen displays user selection criteria and a list of the positions which match the criteria 58 Name Search University Name and Address File Screen To get to the Name Search Screen on the Command Line key NS NNNNNNNNN OR Social Security Number NS TARGET NAME Then press ENTER PPIQ3400 HEPPS System 19 33 56 08 27 97 NS STRT Name Search Associate File Name Search Name SSN Matching Default _ Logical Command gt PF9 Help PF12 Menu The Name Search Screen displays name search criteria and search type selection Matching is the default and may be left blank T
4. PPPP PPPP SSSSSS HHHHHHHHHHHHH EEEEEEEEE PPPPPPPPPPP PPPPPPPPPPP 55555 HHHHH EEEE PPPP PPPP 5555 55555 HHHHH EEEEEEEEE PPPP PPEP SSSSSSSSSSSS HHHHH HHHHH EEEEEEEEE PPPP PPPP SSSSSSSSSS INFORMATION SYSTEM Press lt ENTER gt for Command Menu COMMAND gt PF12 EXIT This is the HEPPS Logo Screen Press ENTER to continue A command may be entered on the Command Line Press PF12 to exit 48 HEPPS Main Menu Please select one of the following commands 1 INQUIRY Hepps Inquiry 2 WRKPLACE Employee Workplace 3 MAILSTOP WSU Mail Stops Page 1 of 1 Command gt PF9 Help PF12 Exit This is the HEPPS Main Menu Screen To select HEPPS Inquiry key the conversation number or conversation ID INQUIRY on the Command Line and press lt ENTER gt To exit press PF12 twice 49 HEPPS Inquiry INQUIRY HEPPS INQUIRY 08 58 03 08 27 97 Please select one of the following commands 1 NS Name Search 16 ORYSCAN Scan Distribution Tbl 2 QACRL Query Accrual 3 QACT Query Account 4 QALCN Alcn Adjustment Detail 5 QAPT Query Appointment 6 QBASE Base Adjustment Detail 7 QEMP Query Employee 8 QJC Query Job Class 9 QPREXP Query Payroll Expense 10 QPSN Query Position 11 QTNR Query Tenure 12 OTEMP Query Temp Employment 13
5. 12 To Exit Press PF12 twice 22 Tutorial for the QUERY POSITION Conversation i select oe T The QUERY POSITION Conversation QP or QPSN 1 Start Conversation and Identify Position for Inquiry From the HEPPS INQUIRY key the conversation number or key QP or QPSN on the Command Line gt and press lt ENTER gt When the POSITION SELECT screen is displayed key in a position number and press ENTER Position information will be displayed on the POSITION screen 2 Select APPOINTMENT INFORMATION Option You must select either APPOINTMENT APT or ASSIGNMENT ASQ information to see the next screen from the POSITION screen in the QUERY POSITION conversation APT on the Command Line gt and press ENTER The POSITION APPOINTMENT SELECT screen will be displayed listing current appointments if multiple appointments exist Type the number from the Sel Num column on the Command Line gt and press lt ENTER gt The appointment information will be displayed on the APPOINTMENT screen 3 Display POSITION Screen To display the next screen press lt ENTER gt The POSITION screen will display the position information 4 Return to POSITION SELECT Screen Press PF2 The POSITION SELECT screen will appear Key in a position number and press ENTER 23 Display POSITION Screen Press ENTER The POSITION screen will be displaye
6. Conversation ID with data key and screen ID Screen ID The select screen for the conversation is displayed The first inquiry screen of the conversation is displayed The selected inquiry screen of the conver sation is displayed The select screen of the new conversation is displayed The first inquiry screen in the new conversation is displayed The selected inquiry screen of the new conversation displays the selected data The selected inquiry screen of the conversation is displayed Used for changing conversations results Will vary depending on data keys accessed in the current conversation The first inquiry screen of the new conversation is displayed The selected inquiry screen of the new conversation displays the selected data The selected inquiry screen of the current conversation is displayed 14 HEPPS Inquiry Command Language Introduction Why a command language The HEPPS Inquiry System is designed to be used by both novice and expert users The novice or occasional user can successfully use the system with minimum instruction The command language is a productivity enhancement feature allowing expert users to select the desired information with a minimum of key strokes All that is required is a basic understanding of the structure of each inquiry conversation and knowledge of the basic command Overview The novice can make a selection from a menu and traverse an inquiry conversation using nothing m
7. APTSL N position number Then press lt ENTER gt PPIQ2320 HEPPS System 20 08 48 08 27 97 QP APTSL Position Appointment Position 38021 BEATTLE BAILE Area Dept 30 7230 Begin Date 07 01 84 Jobcls 0394 CHAIR amp SCIENTIST CAHEINFO End Date 99 99 99 Emp Type Faculty Base Val 5398 00 Alcn 30 0000 Cycle Begin 07 01 97 Rng Step Allcn Amt 1799 32 Eff 30 0000 Perm Temp Permanent On campus Annual Allcn Amt 21591 84 Term 12 000 Service Basis Annual Work Period Non Staff Tuit cd N Appointments as of 06 01 97 TPSLAT Employ Name Titl Begin End FT Rate FTE Rate V C Y Dept 1 BEATTLE BAILE 0394 072695 063097 5118 68 0 3000 1706 22 ME Y 1N Y 7230 2 BEATTLE BAILE 0394 070197 999999 5398 00 0 3000 1799 32 M E Y 1N Y 7230 Page 1 of 1 Command gt PF4 PF Key Help PF6 Picklist PF12 Menu This screen displays one or more appointments for the specified position number To view a specific appointment key the number to the left of the individual s last name on the Command Line and press ENTER To display this screen for another position key the position number on the Command Line and press ENTER To view previous appointments for this individual key the word all on the Command Line and press ENTER To return to the current appointments display key the word today on the Command line and press ENTER 62
8. Area Finance Officer or the WSU Budget Office representative if you have questions about base adjustments To view base adjustments for another position key the position number on the Command Line and press lt ENTER gt 65 Query Accrual Detail Screen To get to the Query Accrual Detail Screen on the Command Line key ACRL QACRL NNNNN QP NNNNN ACRL Then press lt ENTER gt OR OR N position number N position number PPIQ4200 HEPPS System 20 34 20 08 27 97 QP ACRL Accrual Detail Position 76589 Accruals as of 07 01 97 Name HAPPY GOLUCKY Pay Retro Alloc Expense Accrual Accruals Accruals ET RSN Period Dollars Dollars Dollars from to O71 REG 06 1491 68 1499 44 7 76 4102 5016 9941 0901 072 S D 03 7 15 97 7 76 0 00 1 16 4102 5016 9941 0901 081 33 7 31 97 0 00 1349 50 1349 50 4102 5016 9941 0901 081 32 LL 334591 0 00 1349 50 1349 50 4102 5016 9941 0901 081 S D 32 7 31 97 0 00 149 94 149 94 4102 5016 9941 0901 081 S D 33 7 31 97 0 00 149 94 149 94 4102 5016 9941 0901 Page 1 of 1 Command gt PF4 PF Key Help PF12 Menu Contact your Area Finance Officer or the WSU Budget Office representative if you have questions about accruals To view accrual details for another position key the position number on the Command Line and press ENTER 66 Query SCAN Distribution Table To get to Query SCAN Distribution Table on the Command Line key QRYSCAN T
9. B 6880 Enter Sel number and press Enter Page 1 of 1 Command gt PF4 PF Key Help PF6 Picklist PF12 Menu 53 If the individual has only one appointment you will be taken directly to the appointment screen If multiple appointments exist you will be shown the Employee Appointment Select To view a specific appointment key the sel select number on the Command Line and press lt ENTER gt To view another individual s appointment key their Social Security Number on the Command Line and press lt ENTER gt 54 Query Employee Appointment Select Screen To get to the Query Employee Appointment Select Screen on the Command Line key QE NNNNNNNNN APTSL OR N Social Security Number QEMP NNNNNNNNN APTSL N Social Security Number Press ENTER This screen displays one or more appointments for this specified Social Security Number PPIQ2310 HEPPS System 10 38 55 08 27 97 QE APTSL Employee Appointment Select SSN NNN NN NNNN Name VONFRANK DELBERT J Appointments as of 08 06 97 T Sel Posn Titl Begin End FT Rate FTE Pay Rate m Py St Lv Ac TypDept 1 38706 0290 081697 999999 7387 24 1 0000 7387 24 M 2 38706 0290 070197 081597 7387 24 1 0000 7387 24 M N Y 1830 N 1 N Y B 1830 p P p P Enter Sel number and press Enter Page 1 of 1 Command gt PF4 PF Key Help PF6 Picklist PF12 Menu To view a specific appointment key the sel select number on t
10. HEPPS INQUIRY key the conversation number or key QRYSCAN on the Command Line gt and press lt ENTER gt 2 There are three 3 ways to view account information in the SCAN file To view the entire file press PF1 To view accounts by department zip code press key in zip code and press ENTER To view specific account details in account budget and project and press ENTER Off campus units have unique zip codes assigned by Payroll Services and the zip code in the SCAN file may be different in the PEAR file Press PF1 to view the entire file to determine the zip code assigned by Payroll If the account number is not found in the file the message Record Was Not Found 2 will appear in the top left hand corner of the screen All new account numbers must be found in BALANCES and must be active 4 The SCAN attributes are Attribute Budget Project Dept Zip Dept Name AIS User ID Primary AIS User ID Secondary 1 AIS User ID Secondary 2 AIS User ID Secondary 3 AIS User ID Secondary 4 6 9 12 15 17 31 32 38 39 46 47 54 55 62 63 70 Column N4 N4 Length Rules See Below See Below NNNN 35 5 Budget Project Acceptable Values B Budget P Project X Wildcard Values Example BBBBPPPP One Account BBBBPPPX One Budget as many as 10 Projects BBBBPPXX One Budget as many as 100 Projects BBBBPXXX One Budget as many as 1 000 Projects BBBBXXXX One Budget All
11. ODATA Query Data Dictionary 14 LPSN List Position 15 QRYPEAR Qry PEAR Budget Zip Table Page 1 of 1 Command gt PF9 Help PF12 Menu This is the HEPPS Inquiry Screen To select a conversation key the conversation number or conversation ID on the Command Line and press ENTER To exit press PF12 three times 50 Query Employee Screen PPIQ2210 HEPPS System QEMP EMP Employee SSN NNN NN NNNN WSU No 90122768 Name WILLOW ROBERT Home Dept 6880 COMPARATIVE AMERICAN CULTURES Status Active Stat Reason Active Employee Perf Eval Yr Emplmt Stat Date 10 00 76 Tenure Ind Y Perm Temp Permanent Tenure Stat T Full Part Full Time Tenure Year 1979 Emplmt Type Faculty Grad Fac Elg Y Personal Data Date of Birth 11 29 26 Gender M High Edu Lvl 12 Ethnicity 50 Edu Level Yr 70 Handicap Code N Military Status Command gt PF4 PF Key Help PF6 Picklist 09 01 58 08 27 97 Initial Hire Date 01 15 76 WSU Prev Sv St Prev Svc Month Break Svc Work County Work Location Citizenship Visa Type Code Visa Expr Date 9 12 get to the Query Employee Screen Command Line key QE NNNNNNNNN QEMP NNNNNNNNN Then press lt ENTER gt OR N Social Security Number The Query Employee Screen displays employee information Continuous Service Date 10 15 76 38 PUL US Help Menu To view the I 9
12. Query Account Screen To get to the Query Account Screen on the Command Line key QACT bbbbpppp b budget p project Then press lt ENTER gt PPIQ3310 FACTS System 08 49 52 08 28 97 Query Account Account Num 241900010 BDGT SUBSIDIARY ACCOUNT SELECTION LIST Sel Begin date Ending date Bdgt Subs Acct Num Title 02 26 1997 99 99 9999 WAMI MEDICINE 04 26 1994 02 25 1997 WAMI MEDICINE 06 23 1993 04 25 1994 WAMI MEDICINE 02 04 1991 06 22 1993 WAMI MEDICINE _ 07 02 1989 02 03 1991 WAMI MEDICINE 07 01 1985 07 01 1989 WAMI MEDICINE Mark Sel field to select BDGT SUBS ACCT NUM RECORD Page 1 of 1 Command gt PF12 Menu The Query Account Screen gives the account attributes for the specified budget project from the Financial Accounting System FACTS To query another account in FACTS key the budget project on the Command Line and press ENTER 63 Query Allocation Adjustment Detail Screen To get to the Query Allocation Adjustment Detail Screen on the Command Line key ALCN QALCN NNNNN QP NNNNN ALCN Then press lt ENTER gt OR OR N position number N position number PPIQ4200 HEPPS System 20 25 08 08 27 97 QACRL ACRL Accrual Detail Position 76589 Accruals as of 07 01 97 Name HAPPY GOLUCKY Pay Retro Alloc Expense Accrual Accruals Accruals ET RSN Period Dollars Dollars
13. SSN line instead of keying in the name The logical option will select the next best fit for the target name Once a name is found use the PF4 key for additional help or PF8 to view demographic data and record type codes To search for another name key NS TARGET on the Command Line and press ENTER or press PF12 to return to the Name Search start screen and key in a target name or a social security number 60 Query Job Class Table To get to the Job Classification Screen on the Command Line key QJC NNNN Then press ENTER N Job Class ID PPIQ3200 HEPPS System 08 47 09 08 28 9 JCDISPLY Job Classification Job Classification Id 3040 Status Code A Description BUDGT ANALYST III Status Date 06 05 92 Effective Date 06 05 92 thru 99 99 99 Employment Type Work Week Y Current Range Scale 46 0 Job Group Code 34 Work Study Calculation Routine Step A B C D E Amount 2522 00 2583 00 2646 00 2113 00 2781 00 Step G H I J Amount 2849 00 2922 00 2992 00 3069 00 3146 00 Step K L M N O P Amount 3225 00 Command gt PF4 PF Key Help PF5 Detail PF12 Menu The Job Classification Screen displays job classification information Another job class may be displayed by keying NNNN N Title Code on the Command Line and press ENTER 61 Query Position Appointment Select Screen To get to the Query Position Appointment Screen on the Command Line key QP NNNNNN
14. accounting entity which carries limitations and restrictions on the use of the associated resources and identifies the source of monies e g state local federal GTN Gross to Net The gross to net process calculates net pay by subtracting reductions and deductions from each employees gross pay Gross to net elements indicate which reductions and deductions should be taken HDC Hand drawn Check A manually calculated and prepared payroll check Uses transaction types H1 H2 and H3 HEPPS Higher Education Payroll Personnel System The acronym used to describe the WSU Human Resources Management System which consists of Payroll Personnel Position Control Central Database and Data Maintenance HEPPS Data Elements in HEPPS storages required for Human Resource management 79 HEPPS Entities Entities required to meet the business requirements of Human Resource Management Primary entities e g EMPLOYEE POSITION ACCOUNT stand alone without other entities Transactional entities e g APPOINTMENT ASSIGNMENT link stand alone entities Employees are appointed to positions which are assigned accounts HEPPS Storages The data files necessary for storage of HEPPS entities HEPPTRAN The transaction process and file for data changes and additions to the HEPPS storages which are input by the Payroll Office staff on EDC s and or TEA s Hourly Those employees who work on a unit basis of pay with hour as the unit Job Class A categ
15. and ACCOUNT data entities Inquiry is also provided for job classification name search l 9 information and other types of information Inquiry screens are arranged as conversations A conversation is a set of screens arranged in a logical sequence There are two basic conversations e One is structured to provide information related to an employee which includes appointments and related positions and assignments e The other provides information related to a position which includes assignments and related appointments and employees The HEPPS Inquiry System is designed to provide simple access for novice users and productivity enhancement features for expert users Many people authorized to access information from the HEPPS Inquiry System will be first time or occasional users All that is needed to get useful information from the Inquiry System is a rudimentary understanding of the two basic inquiry conversation models and a data key either an employee s social security number or a position number A person who regularly uses the Inquiry System will soon develop a quick way to access the desired information A simple command language is provided to allow immediate display of the requested information The command language allows the user to request a conversation provide the required data key and identify the screen to be displayed all ina single command The command language provides the expert user a simple means to change scre
16. data for this individual key 19 on the Command Line and press lt ENTER gt To look at the Query Employee Screen for another individual key their Social Security Number without QE or QEMP on the Command Line and press ENTER 51 Query Employee l 9 Screen PPIQ2220 HEPPS System 09 29 32 08 27 97 QE I9 Employee I9 SSN NN NNN NNNN WSU No 10196783 Initial Hire Date 07 05 96 Name MCGOVERN GEORGE Continuous Service Date Home Dept 0000 Status Active Stat Reason Unknown WSU Prev Sv Perf Eval Mon Emplmt Stat Date 07 05 96 St Prev Svc Tenure Ind Perm Temp Temporary Month Break Svc Tenure Stat Full Part Part Time Work County 38 Tenure Year Emplmt Type Hourly Staff Work Location PUL I9 Information I9 Form I9 Form on File Effective Date 07 05 96 Form Location Student Employment Office Retention Date Visa Type Code Authorization Expiration Date Visa Expr Date Command gt PF9 1 4 PF Key Help PF6 Picklist PF7 Additional Functions PF12 Menu To get to the Query Employee 1 9 Screen a Command Line key QE NNNNNNNNN 19 OR QEMP NNNNNNNNN 19 N Social Security Number Then press ENTER The Query Employee l 9 Screen displays 1 9 data To display this screen for another individual key their Social Security Number on the Command Line and press ENTER Query Appointment Screen To get to the Query Appointment Screen on the Com
17. for other university obligations That subset of projected payroll expenses that is fed to account 77 Entity A subject that we collect or maintain data about Entity Data Change See EDC Entity Storage The physical file which contains the data collected pertaining to an entity ETD Employment To Date Selected dollar and hour balances computed since the start of employment with WSU or since start up of the balance whichever is most recent ETRF Expenditure Transfer Request Form The form used to request that expenditures be transferred between funding sources This should be used to request transfers when they do not reflect continuing changes in funding source nor adjustments to effort previously certified on an Effort Certification Report Exempt Former common reference name for Administrative and Professional personnel Includes all employees exempt from the provisions of the Higher Education Personnel law and Department of Personnel rules This should not be confused with FLSA exempt Exempt Status The status pertaining to exclusion from Federal Income Tax Code 98 indicates a W 4 Exempt on file for exemption from FIT Code 99 indicates no tax liability is anticipated e g working outside the US or on limited retirement supplementation Code 97 indicates a non US citizen working out of country Code 96 indicates exemption via a Tax Treaty Exemptions Another term for withholding allowances from Federal income tax Ex
18. information screen Type ASG and press ENTER to view assignment information OR Type APT and press ENTER to view appointment information Display Screen Features HEPPS Inquiry screens have features to provide information to aid in the use of the system The upper left corner of each screen has two information fields The top field is the screen identifier Directly below the screen identifier is a where am indicator displaying the two character conversation ID and the screen ID for the screen currently displayed Centered at the top of the screen is the screen title The upper right hand corner has current date and time This will serve as a time stamp for those using a screen print facility The bottom two lines of the screen display the PF Key definitions for the screen currently displayed PF Key Definition Programmed Function PF keys have been defined to ease use of the Inquiry System The following PF keys are standard throughout the nquiry System PF2 Return to the SELECT screen for the current conversation 12 PF4 Display additional PF keys PF6 Display the picklist variables PF10 Scroll forward only on screens with scrolling PF11 Scroll back only on screens with scrolling PF12 Return to the Main Menu The PF key definitions displayed on the bottom two lines of each screen identify the command to be executed or the screen to be displayed when the PF key is pressed Moving the Cursor The cursor must o
19. the default search option A search type option is not required if you want matching The NAME SEARCH MATCHING screen with the list of selected names will be displayed Press PF4 for additional help Press PF8 to display DEMOGRAPHIC RECORD TYPE or ADDRESS information 2 Select an Employee for Inquiry Scroll forward PF10 or backward PF11 through the list of names Press PF8 to display RECORD TYPE DEMOGRAPIC or ADDRESS information When you find an entry with a record type of EMPLY move the cursor next to the entry type an X and press ENTER If the person is a current employee the EMPLOYEE screen will be displayed If a NO EMPLOYEE FOUND message is displayed try another entry 3 Display the Next Screen To display the next screen press ENTER The EMPLOYEE APPOINTMENT SELECT screen will be displayed listing current appointments 28 Select Appointment e Type the number from the Sel Num column on the Command Line gt for the appointment you want to view and press lt ENTER gt Display APPOINTMENT Screen The appointment information will be displayed on the APPOINTMENT screen Display POSITION Screen To display the next screen press ENTER The POSITION screen will display the position information Return to the SELECT Screen e Press PF2 The NAME SEARCH MATCHING screen will be displayed You may select another entry for inquiry Move the cursor
20. this Conversation 1 From the HEPPS INQUIRY key the conversation number or key QRYPEAR on the Command Line gt and press lt ENTER gt 2 There are three 3 ways to view account information in the PEAR file To view the entire file press PF1 To view accounts by department zip code press key in zip code and press ENTER To view specific account details key in account budget and project and press ENTER 3 Off campus units have unique zip codes assigned by Payroll Services and the zip code in the PEAR file may be different in the SCAN file Press PF1 to view the entire file to determine the zip code assigned by Payroll If the account number is not found in the file the message Record Was Not Found 2 will appear in the top left hand corner of the screen All new account numbers must be found in BALANCES and must be active 4 The PEAR attributes are Attribute Budget Project Dept Zip Dept Name Dept Contact Phone Work County Code Print 3rd Copy AIS User ID Primary User AIS User ID Secondary 1 AIS User ID Secondary 2 AIS User ID Secondary 3 AIS User ID Secondary 4 6 9 12 15 19 43 51 58 68 69 81 88 89 96 97 104 105 112 113 120 Column N4 N4 A5 A25 A8 N2 Length Rules See Below See Below NNNN or NNNNA 38 5 Budget Project Acceptable Values B Budget P Project X Wildcard Values Example BBBBPPPP One Account BBBBPPPX One Budget as many a
21. to be distributed 9 Press PF12 twice to exit HEPPS 40 Tutorial for the QUERY TEMPORARY EMPLOYMENT Conversation From the HEPPS INQUIRY key the conversation number or key QTEMP on the Command Line gt and press ENTER Key the Temporary Job ID from the Appointment screen and press ENTER Contact CSHEO with any questions about this data Key the department number instead of the Temporary Job ID and press ENTER The active Temporary Job ID s will be displayed Press to go to the Financial Aid System to view work study limits e Key in the student s ID number and session then press ENTER to view work study awards Press PF5 to decode data 41 Basic HEPPS Conversations QE or QEMP Query Employee Conversation HEPPS Type QE or QEMP on the Command Line gt and press ENTER Inquiry A command in one of the following forms may be used QE or QEMP NNN NN NNNN XXX QE or QEMP NNNNNNNNN XXX QE or QEMP NNN NN NNNN QE or QEMP NNNNNNNNN Where NNN NNN NNN is a SSN Where XXX is a screen identifier up to eight characters Employee Key in the SSN of the employee you are interested in and press ENTER Select This screen is bypassed if a SSN is provided in a command Employee Display of employee information Display Appointment List of appointments for the selected employee Select May be bypassed if only one appointment to the position Appointment Display of the selected appo
22. to one of the selection fields use the forward tab key Type X and press ENTER The EMPLOYEE information for the person you selected will be displayed Return to HEPPS INQUIRY Screen e Press PF12 To Exit Press PF12 twice 29 Tutorial for the JOB CLASSIFICATION Conversation The JOB CLASSIFICATION Conversation provides information describing the designated job classification From the HEPPS INQUIRY screen key the conversation number or QJC NNNN where is the job class ID on the Command Line gt and press ENTER The JOB CLASSIFICATION display screen will be displayed The JOB CLASSIFICATION Conversation may also be accessed from within another conversation If position information is currently being displayed type QJC on the Command Line gt and press ENTER Otherwise type QJC NNNN where NNNN is the job class ID on the Command Line gt and press ENTER Note PF5 for details To exit press PF12 three times Tutorial for the QUERY ACCOUNT Conversation The QUERY ACCOUNT Conversation provides information describing the designated account 1 From the HEPPS INQUIRY key the conversation number or QACT NNNN where is the budget project on the Command Line gt and press ENTER Currently budget project is the account ID The ACCOUNT screen will be displayed The ACCOUNT Conversation may also be ac
23. 11597 Cumulative Totals 140 00 4180 27 0 7500 70 Enter Sel num to view Contribution Detail Page 1 of 12 Command gt PF4 PF Key Help PF5 Decode PF10 Forw PF12 Menu To view contribution details key the sel selection number on the Command Line and press ENTER Contributions are the amounts paid by the University on this individual s behalf PPIQ3640 HEPPS System 20 52 54 08 27 97 Payroll Expense Detail Name Status Code and Date Perm Temp Last Paymnt SMITH VICTOR SSN NNN NN NNNN Sel PayCy Tr Ern Contribution Detail ay Cy Num Ernd Cd Typ Fnd AP Pgm Bdgt CPY 97 000979122 Paid 1 123196 AU FED 001 01 06M 2142 23196 2 123196 AU 001 01 06M 2142 Sel Num 7 Prexp 511 87 23196 3 123196 AU FED 001 01 10A 3042 Hours 17 60 Contrib 100 36 23196 4 123196 AU FCH 001 01 10A 3042 Stf M 0 1000 Ck Adv ANNNNNN 23196 5 123196 AU FED 001 01 09A 4102 23196 6 123196 AU FCH 001 01 09A 4102 GIN Cd GTN Descn Sobj GTN Amt 23196 7 011597 AU FED 001 01 06M 2142 198 UNEMPLOY CON MA 0 51 T1597 8 011597 AU FCH 001 01 06M 2142 095 HCA MB 56 61 11597 9 011597 AU FED 001 01 10A 3042 221 FD MED 1 45 KD 7 41 11597 Cumulative Totals 205 FED RET 7 KB 35 93 Enter Sel num to view Contributio Page 1 of 1 Command gt 7 PF12 Exit PF4 PF Key Help 5 Decod Menu See PF4 and PF5 keys for additional functions 71 Que
24. Accrual Information Allocation Information Base Information Requirements Social Security Number Position ID User defines selection criteria Name Job Class ID Account Number Appointment ID Social Security Number Social Security Number Social Security Number Position ID Position ID Social Security Number Position ID Position ID Position ID Length 9 5 6 On Command Line Type QE NNNNNNNNN OR QEMP NNNNNNNNN QP NNNNN OR QPSN NNNNN OR QE NNNNNNNNN PSN OR QEMP NNNNNNNNN PSN LP OR LPSN NS Last Name First Name no spaces QJC NNNN QACT NNNNNNNN the first 4 digits Budget the last 4 digits Project QAPT NNNNNN OR QE NNNNNNNNN APT OR QEMP NNNNNNNNN APT QE NNNNNNNNN APTSL OR QEMP NNNNNNNNN APTSL ASG NNNNNNNNN OR QP NNNNN ASG QP NNNNN APTSL QE NNNNNNNNN 19 ACRL OR QACRL NNNNN OR QP NNNNN ACRL ALCN OH QALCN NNNNN OR QP NNNNN ALCN BASE OR QBASE NNNNN OR QP NNNNN BASE 16 Description Requirements Length On Command Line Query SCAN User defines selection criteria QRYSCAN Distribution Tables Query PEAR User defines selection criteria QRYPEAR Distribution Tables Query Data Dictionary User defines selection criteria QDATA Query Payroll Expense Social Security Number 9 QPREXP NNNNNNNNN Query Temporary Social Security Number 9 QTEMP Employment WSU ID Number 9 17 SIGN ON AND SIGN OFF INSTRUCTIONS To Sign on From the Administrative Information S
25. Dollars from to 071 REG 06 1491 68 1499 44 7 76 4102 5016 09941 0901 072 S D 03 7 15 97 7 76 0 00 7 76 4102 5016 9941 0901 081 REG 33 7 31 97 0 00 1349 50 1349 50 4102 5016 9941 0901 081 REG 32 7 31 97 0 00 1349 50 1349 50 4102 5016 9941 0901 081 S D 32 7 31 97 0 00 149 94 149 94 4102 5016 9941 0901 081 S D 33 7 31 97 0 00 149 94 149 94 4102 5016 9941 0901 Page 1 of 1 Command gt PF4 PF Key Help PF12 Menu Contact your Area Finance Officer or the WSU Budget Office representative if you have questions about allocation adjustments To view allocation adjustments for another position key the position number on the Command Line and press lt ENTER gt 64 Query Base Adjustment Detail Screen To get to the Query Base Adjustment Detail Screen on the Command Line key BASE OR QBASE NNNNN OR position number QP NNNNN BASE N position number Then press ENTER 104220 HEPPS System 20 28 25 08 27 97 QP BASE Base Adjustment Detail Position 76589 Adjustments as of 07 01 98 Name HAPPY GOLUCKY Pay Earn Change Prev Adj New Adjusted Adjusted Cyc Type Rsn Date Alloc Amount Alloc From To 071 CHR 07 01 98 3412 44 3412 44 9841 0901 4102 5016 071 REG 07 01 98 30712 08 30712 08 9841 0901 4102 5016 071 REG 511 07 01 97 30712 08 1675 92 32388 00 9841 0901 4102 5016 071 S D 511 07 01 97 3412 44 186 12 3598 56 9841 0901 4102 5016 Page 1 of 1 Command gt PF4 PF Key Help PF12 Menu Contact your
26. Projects BBBXXXXX As many as 10 Budgets and All Projects BBXXXXXX As many as 100 Budgets and All Projects Example BBBBPPPP HEPPS User ID s 1234XXXX SMITH JONES 12340010 MILLER ANDERSON Smith and Jones will have access to ALL accounts for budget 1234 EXCEPT 1234 0010 which ONLY MILLER and ANDERSON will have access to Generally speaking access at any level in the wildcard hierarchy is across the board except that any access specified at lower levels in the same hierarchy structure is excluded Department personnel may revise their account configurations to eliminate redundant table entries 6 Changes in the SCAN Distribution File may be made for various reasons such as Department name change Department zip code change Primary Secondary AIS User ID changes To consolidate account entries 9 To establish table entries for new account s 7 Notify Payroll Services via e mail to alice wsu edu or a memorandum addressed to the Payroll Officer and include the following data Name and phone number of department contact person Department zip code Which file to update SCAN PEAR or both Account s to be updated 9 9 Description of requested change 36 8 Change requests affecting SCANS should be received in Payroll Services two 2 days before SCANS are scheduled to be distributed 9 Press PF12 twice to exit HEPPS 37 Tutorial for the QUERY PEAR BUDGET ZIP TABLE Conversation To start
27. Social Security Number The unique number assigned by the Social Security Administration to each individual s Social Security account This number is necessary for employment STD Semester to Date Selected dollar and hour balances computed since the start of the semester and zeroed before the start of the next semester e g work study earnings STD Step A one character code identifying the horizontal position of the employee on the pay range of their appointment Sub fund See appropriation Sub object two digit alpha code to further breakdown object into more detailed categories Sub program Part of the code which signifies the various operating functions within the university e g instruction administration research The alpha portion of the code This portion of the code also indicates the agency for grant and contract funding sources See also Program Supplemental Pension Tax Part of the Medical Aid contribution by WSU TA Teaching Assistant Matriculating student either graduate or undergraduate whose primary responsibilities are related to teaching TEA Temporary Employment Appointment form The form used to establish or change the appointments for temporary occasional employees This form carries the transaction types information which feeds PAYTRAN and HEPPTRAN Time Report Forms Used to report attendance leave and overtime for classified staff Title Code A code specifying a category of duties an
28. WASHINGTON STATE UNIVERSITY Higher Education Payroll Personnel System Financial Management Track Presenter Alice Smethurst Payroll Services September 1997 HEPPS USER MANUAL HRS Employee Development How the HEPPS System Works Course Objectives Upon completion of this course each participant will be able to e Explain the design concepts of the HEPPS System e Explain how to navigate through the numerous screens Page No 75 How the HEPPS System Works Table of Contents Introduction How to Get Access to Hepps Inquiry System Concepts What Updates HEPPS Using the HEPPS Inquiry System HEPPS Inquiry Command Language Sign on Sign off Instructions Basic System Components HEPPS Inquiry Tutorial by Conversation Query Employee Query Position List Position s Name Search UNAF File Job Classification Query Account FACTS Query Payroll Expense Query l 9 Information Query Appointment Query Allocation Adjustment Detail Query Base Adjustment Detail Query Accrual Conversation Query Data Dictionary Query SCAN Distribution Table Query PEAR Distribution Table Query Temporary Employment Basic HEPPS Conversations Display Screens for Each Conversation Glossary of HEPPS Terms Introduction HEPPS stands for Higher Education Payroll Personnel System The HEPPS Inquiry System provides on line inquiry to employment budgeting data included in EMPLOYEE APPOINTMENT POSITION ASSIGNMENT
29. ademics due to known recurring periods in the annual cycle when the position is not needed Data Element The smallest logical piece of information stored in a computed file This piece of information is referenced by a data element number Data Entry That unit of the Computing Center which enters batch data into the computer system 76 Declining Balance The balance owing on a deduction which is taken in installments Deduction A gross to net element amount which is subtracted from gross earnings This amount does not reduce the Federal Income Tax subject gross Deductive That which is deducted without reducing the Federal Income Tax subject gross Direct Deposit The electronic transfer of payments to any bank in the U S which is a member of an automated clearing house See ACH Dynamic Maintenance A process to automatically define values for certain fields not entered through user input Dynamic maintenance transactions are created based on selected HEPPS data and any transactions created during the maintenance process or existing in the queue An example is EMP EMPLOYMENT STATUS CD dynamic maintenance looks at all appointments as of the effective date of the maintenance activity and defines the employment status as ACTIVE if active appointments exist or SEPARATED if there are no active appointments Earnings Type A three character unique description used to identify the category of earnings e g REG is used for regul
30. ar pay EDC Entity Data Change A change or addition to entity data processed by the payroll office and input on an Entity Data Change Form or from a Temporary Employment Appointment Form Edits The listing count and error reports generated when payroll transactions are verified against the Payroll Master File and certain edit routines to validate the accuracy logic of the input information Effort This is the percent of appointment that the position will support EIC Earned Income Credit An advance of filing refund of Federal income tax based on expected earned income filing status non excludable income maintenance of a household and at least one dependent child See specific requirements on the Earned Income Credit Advance Payment Certificate W 5 Employee Entity A primary entity which encompasses collected data on those individuals who perform services for the university which can be controlled by the university as employer Employee Types Those terms which categorize an employee s type of service e g classified staff faculty graduate assistant etc Encumbrance Estimated charges obligated but not yet disbursed for salaries and employee benefits These estimates are based on start dates end dates FTE s earnings types and benefits indicators input from Personnel Action Forms and Employee Benefits Enrollment Forms into the payroll system and translated to the accounting system Encumbrances can also be incurred
31. ark to select a Data Entity Text IVERSITY _ Accrual ey _ Allocation Y _ Appointment 3 P PPPPPPPPP SSSSSSS _ Assignment Y PP SSSSSSSSSS Employee Y RB PPPP 55555 5555 _ Encumbrance 555555 _ Expense Y PPPPPPPPPPP SSSSS _ Job Class Y PPPP SSSS SSSSS _ Pay Scale Y PPP SSSSSSSSSSSS Position Y PP SSSSSSSSSS Page 1 of 2 PF10 Forward 11 Back 7 Text PF12 Exit STEM Press ENTER for Command Menu COMMAND gt QDATA PF12 EXIT Key an X on the entities which you are interested in viewing Most of the data on the Query Employee Screen is from the Employee entity Most of the data on the Appointment Screen is from the Appointment entity etc The Data Dictionary explains the values allowed for each element within each entity Examples of elements are name address VISA type etc You will be provided with a brief description see PF7 Text of each element See PF6 for the allowable values for an element 69 Query Payroll Expense To get to Query Payroll Expense on the Command Line key QPREXP NNNNNNNNN OR N Social Security Number QPREXP NNNNN N position number Then press ENTER When using this option wipe out the position number or expenses will be displayed just for that position number Complete the pay cycle end date selection dates and then press ENTER PPIQ3640 HEPPS Syste
32. ccasionally be moved to the Command Line gt or some other input field on a screen The most effective means of moving the cursor is to use the forward tab 5 and backward tab keys These keys move the cursor from one input field to the next All vs Today These three display screens can be set to display all values or today s values POSITION ASSIGNMENT EMPLOYEE APPOINTMENT SELECT POSITION APPOINTMENT SELECT To display previous values for an individual key the word all on the command line and press the Enter key To restore the screen to the employee s current values key today on the command line and press the Enter key 13 Entering a Command A command may be entered on the Command Line gt of any screen An invalid command or data key causes a message to be displayed The command may be altered and re entered If the position or employee selected for display has multiple appointments an APPOINTMENT SELECT screen will be displayed An appointment must be selected to allow display of a screen further into the conversation Commands on the HEPPS Inquiry Screen Conversation ID Conversation ID with data key Conversation ID with data key and screen ID Commands on Select Screens Conversation ID Conversation ID with data key Conversation ID with data key and screen ID Screen ID Commands on Inquiry Screens Conversation ID Conversation ID with data key
33. cessed from within another conversation If POSITION ASSIGNMENT information is currently being displayed type the number from the Sel Num column on the Command Line gt for the assignment account detail you want to view and press ENTER Otherwise type QACT NNNN NNNN where NNNN NNNN is the budget project on the Command Line gt and press lt ENTER gt To exit press PF12 three times 30 Tutorial for the QUERY PAYROLL EXPENSE Conversation Start Conversation and Identify the Employee for Inquiry From the HEPPS INQUIRY key the conversation number or key QPREXP on the Command Line gt and press ENTER Complete the selection criteria as appropriate then press ENTER Press PF1 or press ENTER to display the payroll expenses for the period requested in the criteria Key the selection number on the Command Line gt to view the contribution details for the specific payroll expense HINT See PF4 for additional function keys Press PF12 three times to exit HEPPS Tutorial for the QUERY I 9 INFORMATION Conversation Start Conversation and Identify the Employee for Inquiry From the HEPPS INQUIRY key the conversation number or key QE or QEMP on the Command Line gt and press ENTER When the EMPLOYEE SELECT screen is displayed key in a social security number and press ENTER Employee information will be displayed on the EMPLOYEE screen Key I9 on the Comman
34. d 6 Select the ASSIGNMENT INFORMATION Option Type ASG on the Command Line gt and press ENTER Assignment information will be displayed on the POSITION ASSIGNMENT screen N Display ACCOUNT Screen Type a number from the SEL Num column on the Command Line gt and press ENTER The account information for that budget project will be displayed 8 Return to the POSITION SELECT Screen Press PF12 The POSITION SELECT screen will appear 9 Return to HEPPS INQUIRY Screen Press PF12 or move the cursor to the Command Line gt type END and press ENTER The HEPPS INQUIRY screen will be displayed 10 Direct Screen Access Using Command Type QP NNNNNN ASG where NNNNNN is a position number on the Command Line gt and press ENTER The POSITION ASSIGNMENT screen will be displayed 24 11 Return to HEPPS INQUIRY Screen Press PF12 12 To Exit Press PF12 twice 25 Tutorial for the LIST POSITIONS Conversation asg The LIST POSITIONS Conversation LP or LPSN 1 Start Conversation and Identify Position for Inquiry From the HEPPS INQUIRY key the conversation number or key LP or LPSN on the Command Line gt and press ENTER When the LIST POSITIONS screen is displayed key selection criteria in one or more of the fields and press ENTER Alist of positions meeting the selection criteria will be displayed If no p
35. d Line gt and press ENTER to view the l 9 Data Press PF12 three times to exit HEPPS 31 Tutorial for the QUERY APPOINTMENT Conversation Start Conversation and Identify the Appointment s for Inquiry From the HEPPS INQUIRY key the conversation number or key QAPT on the Command Line gt and press ENTER When the APPOINTMENT SELECT screen is displayed key in the appointment number and press ENTER Appointment details for this appointment will be displayed Press PF4 for additional functions within this conversation Press PF12 three times to exit HEPPS Tutorial for the QUERY ALLOCATION ADJ USTMENT DETAIL Conversation Start Conversation and Identify the Position Allocation Adjustment Detail From the HEPPS INQUIRY key the conversation number or key QALCN on the Command Line gt and press lt ENTER gt When the POSITION SELECT screen is displayed key in a position number and press ENTER Allocation adjustment details for this position will be displayed Press PF4 for additional functions within this conversation Press PF12 three times to exit HEPPS 32 Tutorial for the QUERY BASE ADJ USTMENT DETAIL Conversation Start Conversation and Identify the Position Base Adjustment Detail From the HEPPS INQUIRY key the conversation number or key QBASE on the Command Line gt and press ENTER When the POSITION SELECT screen is displayed key in a position number and pres
36. d responsibilities as defined by WSU or the DOP also known as job class code Visa Types The types of endorsements given by an authorized representative of a country to foreigners wishing entrance to the country for various purposes The type of visa indicates the desired purpose and carries with it certain restrictions pertaining to various 83 activities such as employment Wages Compensation paid to employees on an hourly or piece basis Object 01 expenses Withholding Allowances Allowable exemptions from Federal income tax for self spouse age blindness and dependents W 2 Forms Wage and Tax Statement The form used to report wages tips other compensation withheld income and social security taxes and advance earned income credit payments to the IRS the Social Security Administration and the employee W 4 Forms Employee s Withholding Allowance Certificate Required by Federal law to be on file with the Payroll Office before any salary or wage payments are made YTD Year to Date Selected dollar and hour balances computed since the start of the calendar year or since start up of the balance whichever is most recent e g withholding covered gross YTD These balances are zeroed before the start of the next calendar year 84
37. e and position Appointment Forms Personnel forms which establish change maintain or conclude the employee employer relationship between an employee and WSU for the performance of specific duties at an agreed on rate of compensation and other considerations Appointment Splits When specific appointment elements are changed the target appointment end date is set to the day prior to the action effective date retaining the original appointment information as history A copy of the original appointment is created with its begin date equal to the action effective date This allows for appointment history to be automatically created The new appointment carries the changed information Appointment Status An indicator of the condition of the appointment e g active inactive temporary probationary etc Appropriation A state appropriation is legislative authorization to incur expenditures for 75 specific purposes and limited as to time and amount from designated resources All other appropriations are categorizations for internal funds management Appropriation is indicated by a two digit numeric code appended to fund Appt ID Appointment ID The key used to link appointment with employee and position Appt Status Abbreviation for appointment status See Appointment Status Assg ID Assignment ID The key used to link assignment with position and account A sequential numerical reference to a particular account assignment line A
38. e input by the respective unit and copies are routed to other administrative offices for review and audit HEPPS for the most part is a batch system This means that input completed during the day is not updated or applied to the HEPPS System until that night For example changes input by HRS Records on Tuesday cannot be audited by Payroll until Wednesday The HEPPS System is updated each night until the pay cycle cut off date is reached This usually occurs three 3 working days before payroll is calculated There is no HEPPS update on the night payroll is calculated There will be an update the next night So generally speaking there are no updates to the HEPPS System for four 4 working days around the time payroll is being calculated 11 Using the HEPPS Inquiry System HEPPS Inquiry Selecting a Conversation Select a conversation by typing the letter identifier for the desired conversation on the Command Line gt and press ENTER or key the conversation number on the Command Line gt and press lt ENTER gt Getting Around in a Conversation Once a conversation has been invoked you may move to the next screen by pressing lt ENTER gt You may move back to the previous screen by pressing the clear key You may return to HEPPS Inquiry from anywhere in a conversation by pressing lt PF12 gt QP and LP conversations have a branch to select either appointment information or assignment information from the POSITION
39. ens within and between conversations The user may display information for a series of employees or positions without having to exit to a menu or selection screen How to Get Access to HEPPS A first time user to any Administrative Information System AIS program must complete an authorization form to secure an ID to access AIS See Section 80 37 4 of the BPPM for specific instructions Next to secure access to HEPPS an Access Request form must be completed See Section 80 33 in the BPPM for specific instructions To gain access to DEPTPAY for the on line input of positive pay hours worked and the review of payroll expenses the user will need to do the following 1 Submit an AIS User ID form if first time user 2 Submit a Secure Access form requesting access to HEPPS 3 Have an electronic mail address that is present in the electronic phonebook 4 Contact Payroll Services for training Although most of the data stored in the HEPPS System is public information and not subject to confidentiality standards it is inappropriate to release any HEPPS information for non University business Individuals or organizations requesting employment information should go through the Public Records Officer Inquiry System Concepts The HEPPS Inquiry System is designed to follow the data entity relationships established in the design of the HEPPS data base Employees are appointed to positions positions are assigned accounts Appointments defi
40. g the 2 to 6 letter identifier on the Command Line gt or by keying the conversation ID The Query Employee conversation provides information about a specific employee and related appointments positions and assignments The Query Position conversation provides information about a specific position and related assignments appointments and employees The List Positions conversation provides a list of positions based on selection criteria provided by the user The user may then select a position and have access to the same information as provided by the QP conversation The Name Search conversation provides informa tion using a name or Social Security Number as a key An entry may be selected for detailed display if the person selected is an employee The Account conversation provides information about the selected account The Job Class conversation provides information about the selected job class Access to the job class conversation is from the Command Line gt of any display screen 19 HEPPS INQUIRY TUTORIAL BY CONVERSATION Using HEPPS Inquiry Conversation Tutorial The following sections are intended as a tutorial to introduce the user to the HEPPS Inquiry conversations These exercises will introduce you to many of the features of the system including the command language Use your own social security number and position number for familiarization with the system NOTE When no input is required on a screen
41. he Command Line and press ENTER To display this screen for another individual key their Social Security Number on the Command Line and press ENTER To view previous appointments for this individual key the word all on the Command Line and press ENTER To return to the current appointments display key the word today on the Command line and press ENTER 55 Query Position Screen To get to the Query Position Screen on the Command Line key QE NNNNNNNNN PSN QEMP NNNNNNNNN PSN OR OR N Social Security Number N Social Security Number QPSN NNNNNN OR N position ID QP NNNNNN N position ID Press ENTER PPIQ2510 HEPPS System 10 51 28 08 27 97 OE PSN Position Position 38706 VONFRANK DELBERT J Area Dept 10 1830 Begin Date 01 01 85 Jobcls 0290 PROFESSOR ENGL End Date 99 99 99 Empl Type Faculty Cycle Begin 08 16 97 Rng Step Cycle End 05 15 98 Last Change Date 08 16 97 Status Active Object 00 Inactive Reason Perm Temp Permanent Accrual Cycle Pay Cycle Posn Term 9 000 Service Basis Academic Work Period Non Staff Tuition Code N Posn Type N On campus Retiremt Reemplmt N Allocation Amount Allocn Pct Effort Pct Base Value Month Annual Begin 100 0000 6 833 56 6 833 56 61 502 04 Current 100 0000 100 0000 7 387 24 7 387 24 66 485 16 Future 100 0000 7 387 20 7 387 24 66 485 16 Command gt PF4 PF Key Help PF6 Picklist PF12 Menu T
42. he target name may be as few as one letter or as many letters as will fit in the input field The more letters the better If you key an abbreviated form of the last name and multiple names where selected use the PF10 key to scroll through all names until the desired name is found To search for a specific name end the target name with a comma e g smith The target may be made more specific by including a first name e g smith betty The format for a name is last name comma first name no space Complete the name or SSN line then press ENTER PPIQ3400 HEPPS System 19 40 14 08 27 97 NS STRT Name Search Associate File Name Search Name SMITH BETTY SSN Matching Default _ Logical Command gt PF9 Help PF12 Menu 59 PPIQ3430 Associate File 19 45 42 08 27 97 GEN DISPLAY Name Search Matching Name SSN WSU No Street City State Zip _ SMITH BETTY ANN NNN NN NNNN 98438803 _ SMITH BETTY BOO NNN NN NNNN 90369339 645 W LA HUNA HAPI CA 98023 _ SMITH BETTY BOOP NNN NN NNNN 95447789 _ SMITH BETTY JANE NNN NN NNNN 87653333 795 SW TACO DR PULLMAN WA 99163 _ SMITH BETTY MAE NNN NN NNNN 87223459 900 234 sw MORRO BAY CA 93442 Page 1 of 1 OMMAND gt PF4 PFKey Help PF8 Demogrph PF12 Menu If you Know the Social Security Number then that value may be keyed on the
43. he temporary job ID and press ENTER The active temporary job ID s for this department will be displayed To go to the Financial Aid System FAMS to confirm work study limits press PF3 Key in the student s WSU ID number and session then press ENTER to view work study awards 73 FAWD7260 Financial Aid System 21 24 02 08 27 97 JOB Work Study Authorization Information WSU Id 999996544 SSN NNN NN NNNN Name BROWN RONALD FY 1998 AP Authorized Period of Employmen Authorized Period of Employmen for Fall 08 16 1997 through 12 31 1997 for Spring 01 01 1998 through 05 15 1998 Awarded Awarded Awarded Earned Earned Earned Fund Source as of Fall Sem Sprg Sem as of Fall Sem Sprg Se U 351 STATE 07 06 97 800 00 800 00 Totals 800 00 800 00 Select Screen PF5 DECODE 12 Return Just because you can view the work study award in FAMS does not necessarily mean the same limit is present in the HEPPS System Limits are displayed in HEPPS on the Positive Pay Time transactions as well as on the Payroll Expenditure Audit Reports within the secured HEPPS conversation called DEPTPAY 74 GLOSSARY OF HEPPS TERMS Academic Appointment An appointment for the nine month period corresponding to the appropriate academic calendar This is a special kind of cyclic appointment This type of appointment is not used for classified staff or administrative professional Account B
44. hen press lt ENTER gt PPIQ5620 Payroll EXEC System 20 41 51 08 27 97 QRYSCAN STRT Qry Scan Distribution Tbl Bdgt Proj Zip Department Name AIS User ID XXXX PF1 Display file PF3 Display zips PF12 Menu Either key a specific budget project and then press lt ENTER gt OR proceed to choose either PF1 or PF3 This conversation displays the accounts and their HEPPS User ID s for access to the secured HEPPS conversation known as DEPTPAY for the reporting of hours worked or pieces completed 67 Query PEAR Distribution Table To get to Query PEAR Distribution Table on the Command Line key QRYPEAR Then press lt ENTER gt PPIQ5630 Payroll EXEC System 20 43 19 08 27 97 ORYPEAR STRT Qry PEAR Budget Zip Table Budget Project XXXX Zip Code Dept Name Dept Phone Alt Zip Code County Code PROFS ID Print Ind AIS User ID Display File PF3 DISPLAY ZIPS PF12 Menu Either key the specific budget project and then press lt ENTER gt OR proceed to choose either PF1 or PF3 This conversation displays the accounts and their HEPPS User ID s for access to the secured HEPPS conversation known as DEPTPAY for the reporting of payroll expenses 68 Query Data Dictionary To get to Query Data Dictionary on the Command Line key QDATA Then press lt ENTER gt 20 45 51 08 27 97 M
45. intment information Displa Position Display of the position for the appointment Displa Assignment Display of Assignments for the position Displa Account Display of Account data from FACTS Displa 42 QP or QPSN Query Position Conversation HEPPS Inquir Select Position Displa Appointment Select Appointment Displa Assignment Displa Account Displa Type QP or QPSN on the Command Line gt and press ENTER A command in one of the following forms may be used QP or QPSN NNNNNN XXX QP or QPSN NNNNNN Where NNN NNN NNN is a position number Where XXX is a screen identifier up to eight characters Key in the POSITION ID of the position you are interested in and press lt ENTER gt Display of position information List of appointments for the selected position Type APT and press ENTER to see this display May be bypassed if only one appointment to the position Display of the selected appointment information Display of Assignments for the position ASG and press ENTER to see this display Display of Account information from FACTS 43 LP or LPSN List Positions Conversation HEPPS Type LP or LPSN on the Command Line gt and press ENTER Inquir Selection Key in the criteria you are interested in and press ENTER Criteria Em 3 Select the POSITION you are interested in and press lt ENTER gt Select Po
46. ive payment A recovery is entered into the payroll system as an overpayment See OVP Reduction A gross to net element amount which is subtracted from gross earnings and also reduces Federal income tax subject gross Reductive That which is deducted while also reducing Federal income tax subject gross by an amount equal to the amount of the deduction Replacement Check A manually prepared check issued as a substitute for a lost or stolen check SA Staff Assistant Matriculating student either graduate or undergraduate whose primary responsibilities are related to public service and or administrative assistance Salaries Fixed compensation periodically paid to employees for regular work Object 00 expenses Second Half The payroll period which begins on the sixteenth of the month and terminates on the last day of the month 82 SH Staff Hour One person s full time effort for one hour SHE Staff Hour Equivalent The percent of a full time staff hour SH that an employee will work in an appointment over the period of an hour SM Staff Month One person s effort for one month SME Staff Month Equivalent The percent of a full time staff month SM that an employee will work in an appointment over the period of a month Social Security An insurance plan relating to life insurance and old age pensions offered required by the Federal government to specified groups of the population on a contributory basis SSN
47. m 20 50 32 08 27 97 OPREXP Query Payroll Expense Name Status Code and Date Perm Temp Last Paymnt SMITH VICTOR A 08 07 89 P 08 15 97 Selection Criteria SSN NNNNNNNNN Pos No Selection Qualifier Pay cycle end date from 12 16 96 thru 12 31 99 108 record s Total Hours 1400 00 Command gt PF1 Payroll with this SSN hav Reinput data or press to display records Total Amount 45965 00 Expense Detail been selected Total Months 8 0000 PF12 Menu This will summarize the records found Press ENTER again to view expense details PPIQ3640 HEPPS System 20 52 54 08 27 97 QPREXP Payroll Expense Detail Name Status Code and Date Perm Temp Last Paymnt SMITH VICTOR A 08 07 89 P 08 15 97 SSN NNN NN NNNN Sel PayCy Tr Ern Prexp Prexp Staff Pay Cy Num Ernd Cd Typ Bdgt Proj Ob Hrs Amt Months Paid 1 123196 AU FED 001 01 06M 2142 0001 00 19 20 511387 0 1000 123196 2 123196 AU FCH 001 01 06M 2142 0001 00 56 88 123196 3 123196 AU FED 001 01 10A 3042 0800 00 28 80 767 80 0 1500 123196 4 123196 AU FCH 001 01 10A 3042 0800 00 85 31 123196 5 123196 AU FED 001 01 09A 4102 5016 00 48 00 1279 67 0 2500 123196 6 123196 AU FCH 001 01 09A 4102 5016 00 142 19 123196 7 011597 AU FED 001 01 06M 2142 0001 00 17 60 511 87 0 1000 011597 8 011597 AU 001 01 06M 2142 0001 00 56 88 011597 9 011597 AU FED 001 01 10A 3042 0800 00 26 40 767 80 0 1500 0
48. mand Line key QE NNNNNNNNN APT OR N Social Security Number QEMP NNNNNNNNN APT OR N Social Security Number QAPT NNNNNN N Appointment ID Press ENTER PPIQ2410 HEPPS System 10 16 01 08 27 97 QE APT Appointment SSN NNN NN NNNN Begin Date 08 16 97 Name WILLNAR BETTER End Date 99 99 99 Jbcls 0290 PROFESSOR Appt Dept 6880 COMPARATIVE AMERICAN CULTURES Apt ID 435077 Position ID 42292 Effort Percent 100 0000 Active Inactive Active Job Class 290 Pay Rate 5555 62 Appointment Status Permanent Range Step 159 A Full Time Rate 5555 62 Employment Type Faculty Brgn Unit Appt Term 9 000 Work Schedule FNORM Temp Emp ID PID Perf Month 00 Work Period N A Pay Affecting Yes Leave Indicator Not on Leave Pay Rate Code Monthly Leave Program Code Time Report Code Exception Leave Reason Code 01 O T Eligible Leave Begin Date 08 16 88 Salary Variance No Expected Return Date 01 01 89 Command gt PF4 PF Key Help PF6 Picklist PF12 Menu PPIQ2310 HEPPS System 10 17 50 08 27 97 QE APTSL Employee Appointment Select SSN NNN NN NNNN Name WILLNAR BETTER Appointments as of 08 06 97 T Pay Rate m Py St Lv Ac TypDept GI Sel Posn Titl Begin End FT Rate FT 1 0290 081693 999999 0 007 7 Y C 1250 2 42292 0290 081697 999999 5555 62 1 0000 5555 62 M E Y 1 N Y 6880 3 42292 0290 070197 081597 5555 62 1 0000 5555 62 M E 1 Y
49. mployment courtesy appointments and non service payments Also see appointment forms PAR Payroll Audit Report A list by employee which details their payroll computation e g time type of pay gross pay by funds amount of each reduction deduction contribu tion adjustment activity disbursement activity balances etc Payroll Documents Calendar The schedule specifying due dates for payroll related documents by pay cycle PEAR Payroll Expenditure Audit Report Report of the current pay period payments and any retroactivity for preceding pay periods Perquisite Additional non salary compensation for an employee Given a dollar value for benefits calculations e g room board PID Periodic Increment Date The date upon which a classified staff employee is scheduled to move to a higher salary step within the range for his her current class The PID process is the mechanism by which these increases are formatted into payroll personnel and position control transactions for update to the appropriate files Piece Those employees paid on the basis of dollars per units completed with units completed equal to the number of pieces Position Actions The forms used to show on going changes to positions These forms are to indicate changes to positions which are intended for the duration of the position based on currently available information 81 Position Control The office involved in the process of creating and modifying
50. ne the relationship between employees and positions Assignments define the relationship between positions and accounts gt E Figure 1 HEPPS Data Entity Model The HEPPS Inquiry System is a collection of conversations connected by an inquiry menu A conversation is a logical arrangement of a set of screens accessible in a fixed sequence or individually Each screen in a conversation displays information from a HEPPS data entity e g EMPLOYEE APPOINTMENT POSITION ASSIGNMENT or provides a means of identifying an employee or position for inquiry Six screens are used to build the basic conversations These screens are identified in the system by the following names e SELECT Select screen for the conversation this is where the employee or position is identified for inquiry EMP Employee information screen e APTSL Appointment select screen Appointment information screen PSN Position information screen e ASG Assignment information screen There are two basic conversation models Figure 2 shows the model for accessing information related to an employee Conversations using this model require an employee SSN for access employee emp apts apt select Figure 2 Model for Conversation Accessed by Employee SSN Figure 3 shows the model for accessing information related to a position Conversations using this model require a position number for access B selec
51. o display this screen for another individual key their position number on the Command Line and press ENTER 56 Query Position Assignment Screen To get to the Query Position Assignment Screen on the Command Line key QE NNNNNNNNN PSN OR N Social Security Number QEMP NNNNNNNNN PSN N Social Security Number QPSN NNNNNN ASG N position ID Press ENTER PPIOQ2610 HEPPS System 08 43 27 08 28 97 QE ASG Position Assignment Position 38706 VONFRANK DELBERT J Area Dept 10 1830 Begin Date 01 01 85 Jobcls 0290 PROFESSOR ENGL End Date 99 99 99 Empl Type Faculty Base Val 7387 24 Alcn 100 0000 Cycle Begin 08 16 97 Rng Step Allcn Amt 7387 24 Eff 100 0000 Cycle End 05 15 98 On campus Annual Allcn Amt 66485 16 Term 9 000 Perm Temp Permanent Work Period Non Staff Tuit cd N Service Basis Academic Sel Assg Alloc Assignments as of 08 07 97 Num ID Grp ET Type Begin End S Month Ann Assg Pct Bdgt Ob Proj 1 772886 1 RGA Alloc 08 16 97 7 387 24 100 0000 001 01 06D 2432 00 0001 05 15 98 66 485 16 2 789859 1 RGA Base 07 01 98 7 387 24 100 0000 001 01 06D 2432 00 0001 99 99 99 66 485 16 3 142329 1 RGA Expn 08 16 88 100 0000 001 01 06D 2432 00 0001 99 99 99 Page 1 of 1 Command gt PF4 PF Key Help PF6 Picklist PF12 Menu To display this screen for another individual key their position number on the Command Line and press lt ENTER gt
52. ore than the ENTER key to see the next screen or clear to see the previous screen Certain Program Function PF keys are defined throughout the system PF2 Return to the select screen at the beginning of a conversation PF6 Picklist PF12 Return to the HEPPS Inquiry Screen A person who uses the Inquiry System regularly will quickly learn which screens have which information within the inquiry conversations The command language allows the expert user to identify a conversation an employee or position and a screen to display The desired information is displayed immediately without display of intermediate screens The user may then press ENTER to display the next screen Another screen employee or position may be defined on the Command Line gt for display Command Format All commands are based on a general format A command has three parts A2to6 character conversation ID A data key e g position number SSN and Ascreen ID The command QP 123456 ASG means query position 123456 assignments Assignment information for the position will be displayed if this is a valid position ID A command may consist of one or more of the three parts Conversation ID s 15 Description Query Employee Query Position List Positions Name Search Query Job Class Table Query Account Query Appointment Query Appointment Selection Query Assignment Query Appointments to Positions Query l 9 Information
53. ory of duties and responsibilities as defined by WSU or the DOP Also known as title description Job Group A grouping of jobs within an EEO 6 classification that have similar job content wage rate and promotional opportunities Journal Voucher JV A document used to create or change transactions in the accounting system Leave Reports Form used to record leave activity for faculty and administrative and professional personnel Leave Without Pay 80 Manual Check A manually calculated and prepared payroll check Also known as a Hand drawn Check HDC Medical Aid Medical expense payment provision for employees injured on the job Medicare Medical expense payment provision for people sponsored by Social Security Non resident Any person in this country on a visa which is not issued as a resident alien or immigrant type OASI Old Age Survivors Insurance Object A two digit code which identifies expenditure type e g 00 salary 01 wage 07 employee benefit etc OFM Office of Financial Management Olympia Operating Fee Waiver That portion of tuition scholarships excluding activity fees provided to qualifying graduate assistants OVP Overpayment A transactional input document processed to recover an excessive payment Uses transaction codes O1 O2 and O3 PAF Personnel Action Form The form required to initiate or change appointment payment of all salaried employment faculty timecard e
54. ositions are displayed change the selection criteria 2 Selecta position for Inquiry Using the forward tab key move the cursor to one of the lines in the position list Type X and press ENTER to view the POSITION screen 3 Select APPOINTMENT INFORMATION Option You must select either APPOINTMENT APT or ASSIGNMENT ASG information to see the next screen from the POSITION screen in the QUERY POSITION conversation on the Command Line gt and press ENTER Ifthe position has multiple appointments the POS TION APPOINTMENT SELECT screen will be displayed listing current appointments Type the number from the Sel Num column on the Command Line gt for the appointment you want to view and press ENTER The appointment information will be displayed on the APPOINTMENT screen 26 4 Return to LIST POSITIONS Screen Press The LIST POSITIONS screen will appear with selection criteria and the list of positions 5 Return to HEPPS INQUIRY Screen Press PF12 6 To Exit Press PF12 twice 27 Tutorial for the NAME SEARCH Conversation E S aptsl apt uH The NAME SEARCH Conversation NS 1 Start Conversation and Identify Employee for Inquiry From the HEPPS INQUIRY key NS on the Command Line gt and press ENTER When the NAME SEARCH screen is displayed key in a name or partial name and press ENTER MATCHING is
55. pense Assignment Actions A form which is used to change only expense assignment account coding This coding is used for charging payroll expenses Expense Transfer The transferring of identifiable direct charges for payroll expenses and optionally related employer costs from one funding source to another Uses transaction types E1 E2 and E3 Faculty Teachers researchers public service professionals counselors librarians and administrators responsible for directing and achieving the primary missions of the university excluding employees within the administrative and professional personnel classification Fed Med Federal Medicare Federal Tax Marital Status The marital status shown on the W 4 Form for Federal income tax withholding purposes This may not be the actual marital status as in the case of married but withholding at the higher single rate Here the actual marital status is married while the Federal tax marital status is single FICA Federal Insurance Compensation Act See social security First Half The payroll period which begins on the first day of the month and terminates on the fifteenth of the month FIT Federal Income Tax 78 FLSA Fair Labor Standards Act FTE Full Time Equivalent The percent of a full time assignment of duties that an employee will work in an appointment to a position over a specified period of time This value is derived from the definition of a full time work load Fund An
56. positions within HEPPS This section manages units of human and financial resources known as positions Position Entity A primary entity which describes a uniquely identifiable set of duties and responsibilities and its concurrent financial resource requirements Position ID Also referred to as position number Program Part of a code which signifies the various operating functions within the university e g instruction administration research Program is the numeric portion of the full code See also Sub program Project Local numeric code classification which is a subdivision of a recognized institutional function indicated by the budget Projected Payroll Expense An estimate of future costs of salaries and benefits This differs from encumbrance because we can calculate project payroll expense for all employee appointment position assignment account yet we may only feed a subset of these projected payroll expenses to accounting We also summarize benefit encumbrances by employee type in accounting while they are not summarized as a Projected Payroll Expense RA Research Assistant Matriculating students either graduate or undergraduate whose primary responsibilities are related to research RA Retroactive Adjustment Gross pay adjustment which applies to a prior pay period RA is the transaction type of this adjustment Range A pay scale for specific job classifications Recovery The process of regaining an excess
57. pressing the lt ENTER gt key with no input on the Command Line gt causes the next screen in a conversation to be displayed If you are at the last screen of a conversation pressing ENTER with no input on the Command Line gt will cause no change Pressing the clear key causes the previous screen to be displayed Tutorial for the QUERY EMPLOYEE Conversation 0 AES ert Select The QUERY EMPLOYEE Conversation QE or QEMP 1 Start Conversation and Identify Employee for Inquiry From the HEPPS INQUIRY key the conversation number or key QE or QEMP on the Command Line gt and press ENTER When the EMPLOYEE SELECT screen is displayed key in a social security number and press ENTER Employee information will be displayed on the EMPLOYEE screen 2 Display the Next Screen To display the next screen press lt ENTER gt The EMPLOYEE APPOINTMENT SELECT screen will be displayed listing current appointments 3 Select Appointment Type the number from the Sel Num column on the Command Line gt for the appointment you want to view and press lt ENTER gt 20 Display APPOINTMENT Screen The appointment information will be displayed on the APPOINTMENT screen Display POSITION Screen To display the next screen press ENTER The POSITION screen will display the position information Display ASSIGNMENT Screen To display the next screen press ENTER
58. ry Tenure To get to Query Tenure on the Command Line key QTR NNNNNNNNN N Social Security Number Then press lt ENTER gt PPIQ3500 HEPPS System 20 59 51 08 27 97 OTNR TENURE Query Tenure SSN NNN NN NNNN Initial Hire Date 08 07 89 Name SCOTT BRETT Continuous Service Date 08 07 89 Home Dept 7230 CROPS AND SOILS Emplmt Status Date 08 07 89 Status T Status Year 1989 Job Class Dept Subject FTE 0290 7230 0015 0 2000 0390 7230 0015 0 3000 0591 7230 0015 0 5000 Page 1 of 1 Command gt PF4 PF Key Help PF6 Picklist PF12 Menu The Query Tenure Screen displays tenure data To look at tenure data for another individual key their Social Security Number on the Command Line and press ENTER Query Temp To get to Query Temp on the Command Line key QTEMP Then press lt ENTER gt PPIO2700 HEPPS System 21 04 06 08 27 97 STRT Query Temp Employment Please specify one of the following keys and press ENTER Processing will continue based on the key specified Query TEMPORARY JOBS by Temp Job Id Dept Id Command gt PF3 FAMS PF12 Menu Key the temporary job ID and press ENTER The temporary job ID is found on the Appointment Screen The appointments displayed for this job ID may be more current than the job roster which is sent monthly from CSHEO Contact CSHEO with any questions about this data Key in the department number instead of t
59. s ENTER Base adjustment details for this position will be displayed Press PF4 for additional functions within this conversation Press PF12 three times to exit HEPPS Tutorial for the QUERY ACCRUAL Conversation Start Conversation and Identify the Position Accrual Detail From the HEPPS INQUIRY key the conversation number or key QACRL on the Command Line gt and press lt ENTER gt When the POSITION SELECT screen is displayed key in a position number and press lt ENTER gt Accrual details for this position will be displayed Press PF4 for additional functions within this conversation Press PF12 three times to exit HEPPS 33 Tutorial for the QUERY DATA DICTIONARY DETAIL Conversation Start Conversation and Identify the Data Entity for the Inquiry From the HEPPS INQUIRY key the conversation number or key QDATA on the Command Line gt and press ENTER From the SELECT DATA ENTITY screen key an X on the selection line to the left of the entity name and press ENTER Key an X on the line to the left of the data attribute s you wish to review and press ENTER PF keys will be displayed to show additional functions Try PF6 Picklist to see the valid values for this attribute or try PF7 Text to view the description about the attributes Press PF12 three times to exit HEPPS 34 Tutorial for the QUERY SCAN DISTRIBUTION TABLE Conversation To start this Conversation 1 From the
60. s 10 Projects BBBBPPXX One Budget as many as 100 Projects BBBBPXXX One Budget as many as 1 000 Projects BBBBXXXX One Budget All Projects BBBXXXXX As many as 10 Budgets and All Projects BBXXXXXX As many as 100 Budgets and All Projects Example BBBBPPPP HEPPS User ID s 1234XXXX SMITH JONES 12340010 MILLER ANDERSON Smith and Jones will have access to ALL accounts for budget 1234 EXCEPT 1234 0010 which ONLY MILLER and ANDERSON will have access to Generally speaking access at any level in the wildcard hierarchy is across the board except that any access specified at lower levels in the same hierarchy structure is excluded Department personnel may revise their account configurations to eliminate redundant table entries 6 Changes in the PEAR Distribution Files may be made for various reasons such as Department name change Department zip code change Primary Secondary AIS User ID changes To consolidate account entries 9 To establish table entries for new account s 7 Notify Payroll Services via e mail to alice wsu edu or a memorandum addressed to the Payroll Officer and include the following data Name and phone number of department contact person Department zip code Which file to update SCAN PEAR or both Account s to be updated 9 9 Description of requested change 39 8 Change requests affecting SCANS should be received in Payroll Services two 2 days before PEARS are scheduled
61. sition Display of position information Displa Appointment List of appointments for the selected position Select Type APT and press ENTER to see this display May be bypassed if only one appointment to the position Appointment Display of the selected appointment information Displa Assignment Display of Assignments for the position Displa Type ASG and press ENTER to see this display NS Name Search Conversation HEPPS Type on the Command Line gt and press ENTER Inquir Name Search Key in the name in Last Name First Name format without spaces and search type Criteria Press ENTER Name Display of name address SSN WSU number List Select one for detailed display if desired and press ENTER Employee Display of employee information Displa Appointment List of appointments for the selected employee Select Appointment Display of the selected appointment information Displa Position Display of the position for the appointment Displa Assignment Display of assignments for the position Displa 45 QACT Query Account Conversation HEPPS Inquiry Account Displa QACT on the Command Line gt and press ENTER The QACT Conversation may be accessed from any display screen in the nquiry System using the following command QACT NNNNMMMM Where NNNN is the budget Where MMMM is the project
62. ssignment Entity A transactional entity which manages the relationship between position and account Base Value The full time salary assigned to a position excluding stipends and differentials BSH Base Scheduled Hours The hours scheduled to be worked in the pay period Budget Numeric code for a recognized function within the institution Used by payroll to charge expenses and designate responsible unit Carry Forward When a change is made to an appointment the same elements in future appointments with the same keys SSN PSN ID are changed This applies to both appointments in the APPOINTMENT storage and to appointments represented by transactions in the queue Cash Advance The advance of approximately seventy percent of expected earnings to an employee instead of a Hand drawn Check The advance is processed through the Controller s Office The dollar amount of the advance is recovered on the following check by a one time deduction Classified Staff All employees under the jurisdiction of the Department of Personnel as defined by RCW 28B 16 Coding The grouping of fund appropriation program sub program budget object and project CTP Compensatory Time Off Cutoffs The dates established for processing documents e g receiving batching mailing etc The dates by which certain activities must be performed Cyclic Year Position A position scheduled to work for less than twelve full months each year excluding ac
63. t ag Figure 3 Model for Conversation Accessed by Position Number Each conversation in the core nquiry System uses one of the two basic conversation models Auxiliary conversations provide inquiry for job classification name search 9 information and account information Quick access to an inquiry screen is provided by menu selection on the HEPPS Inquiry Screen or a simple command language EMPLOYEE APPOINTMENT POSITION ASSIGNMENT ACCOUNT EMPLOYEE ONE EMPLOYEE MANY POSITIONS ONE POSITION MANY EMPLOYEES POSITION e ONE POSITION MANY ACCOUNTS N ONE ACCOUNT MANY POSITIONS ACCOUNT ONE EMPLOYEE MANY APPOINTMENTS ONE APPOINTMENT EMPLOYEE ONE EMPLOYEE APPOINTMENT ONE APPOINTMENT ONE POSITION ONE POSITION MANY APPOINTMENTS POSITION ONE POSITION MANY ASSIGNMENTS ASSIGNMENT ONE ASSIGNMENT ONE POSITION ONE ASSIGNMENT ONE ACCOUNT ONE ACCOUNT ACCOUNT MANY ASSIGNMENTS What Updates HEPPS Position HRS Sources of Data Control Records CSHEO Payroll Personnel Action Form Temporary Employment Action A Position Action Expense Assignment Action Expense Transfer Cyclic Leave Letters FMLA Application Time Reports LWOP Periodic Increment Date Letters Probationary to Permanent Ltrs Batch System Salary Changes IPPP gt gt gt gt gt gt gt Key 1 Input Audited Sources of data ar
64. udget project combination which defines a specific economic activity The account is used as the key for the Master Account Table and may be used to derive the remaining elements of the coding e g fund appropriation program Account Entity A primary entity which provides financial resources for a position Accrual When there is a difference between what is allocated per pay cycle versus what is expensed an accrual occurs This term of accrual is somewhat misnamed and would be better understood if it were termed allocation adjustment An accrual is a flow of dollars from one account to another An accrual occurs when there is a difference between what is planned versus what has actually happened AIS Administrative Information Systems Terminal control for accessing on line systems at Washington State University ALC Annual Leave Cashout Earnings type used when paying terminal annual leave hours above 240 for classified staff on separation These earnings are not subject to PERS deductions Allocation The process by which Washington State University specifies where the state appropriated dollars are to be expended ALP Annual Leave Payoff Earnings type used when paying the first 240 hours of terminal annual leave for classified staff These earnings are subject to PERS deductions Annual Appointment An appointment for twelve months Appointment Entity A transactional entity which manages the relationship between employe
65. ystem Customer Identification Screen key in your department s Procedure Number User ID Password and HEPPS for the Application ID Press lt ENTER gt The HEPPS Information System Screen will be displayed Press lt ENTER gt to continue to the HEPPS Main Menu Screen Key the conversation number or conversation ID INQUIRY on the Command Line gt and press ENTER The HEPPS Inquiry Screen will be displayed Key the conversation number or conversation ID on the Command Line gt and press lt gt to view a specific conversation To Sign off Hints Press PF12 one or more times from almost any screen to return to the Customer Identification Screen From the Customer Identification Screen press PF4 to set the default procedure number and default application ID such as HEPPS and press PF12 This eliminates keying the procedure number and application ID anytime you log on PF1 displays all AIS applications you have access to such as OARS HEPPS PAPR WSUORG SCBAIMS PF5 to change your password for all AIS applications 18 System Components The basic components of the HEPPS Inquiry System are Components HEPPS Inquiry Select Screen QE Query Employee QP Query Position LP List Positions NS Name Search UNAF QAC Query Account FACTS Financial Accounting System QJC Query Job Class Action Lists the available conversations A conversation is selected by typin

Hepps Manual - Payroll Services

Contents

Download Pdf Manuals

Related Search

Related Contents