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User Guide - McGill University

1. The above is an example of the User Info tab If you do decide to keep user information then go to menu Too1s then Options then User Options and specify what captions are to replace the default captions Creating a Requisition Click on the menu item File then New and then choose the type of requisition e g Academic Casual Payments As noted earlier a slightly different format depending on the form 23 Academic Payments 5 xl DER Academic Payments C iein ust eomert serio Remistin UA pomem userni POPS 6 5 Academic Payments POPS 6 5 Academic Payments CS _ Payrol Date 20001108 Requisition Mo 492 Payroll Date 20084126 Reg No ar Dales yyyyimaridd Prepared on 20094173 From lire Search NOBLEIRick Nelson Toot Rel WeGiIID Name 1614 ASUA S53 OSLER ICH Neon PrrysicattOccupational Stuckes Org No 00256 Fumi Orqsniz Account Proaram Activity Location fioo oosos soo024 14105 000000 foo000 Froparod by Mame r Leororaropona Date Prepare Tie Admin Assistert 2ooem1in3 E Mail Leonard Koplanckcirngall ca Last Transendttect Metal ID 150025874 Phone No 398 3939 On Chace hf Vakdated Requisition wil appear in Transm window February 2015 Page 27 POPS 6 5 User Guide The appropriate Requisition form and the Person List form have appeared The Requ
2. McGill ID 151122333 PIN EEEE ES Please note To be able to go on your PIN and ID must be valid In the event that your ID and PIN number cannot be validated 1 e unauthorized access please check to ensure that Caps Lock is not on You may also wish to go into Minerva and try to sign in It uses the same ID and password At last resort call the ICS Customer Support Help Desk at 398 3398 or support ist mcgill ca The next shot confirms that transmission has taken place B 7 Requisition Transmit Requisitions processed Done Complete 1 requisitions transmitted Comment on Academic payments Req Type DatePrep Payr Date Org No AS 2001010 2001703 5 00256 February 2015 Page 64 POPS 6 5 User Guide Using Banner Forms to Review Transmitted Data Reviewing transmitted POPS data Transmitted POPS data can be viewed from within Banner Additionally the users will be able to delete a payment entry through Banner preventing it from being paid PYAPOPS Collector table for casual overtime and one time payments Below is a sample screen shot of the PY APOPS collector table in Banner F4 oracle Developer Forms Runtime Web Open gt PYAPOPS Oj x File Edit Options Block Item Record Query Tools Help BOD BEBE PE BE 2 8 BH lt 4 f x ra Meccill University POPS Collector Table Review form PYAPOPS 1 21 Banner Status T McGill ID 160000002 Sm
3. e Basic Federal and Provincial tax exemption defaults will be used It will be incumbent upon the employee to forward the tax exemption forms to the HR Service Centre if he she wishes to claim an exemption from taxes or conversely apply for substantial tax credits e In order to avoid the physical issuance of a payroll cheque please direct employees to MINERVA to update verify their banking information Postdoctoral Scholars amp Graduate Research Trainees Award Certification Form An Award Certification form signed by the recipient and grant account owner will allow Human Resources to process the payment to a Post Doc or Graduate Research Trainee as a Scholarship The payment will not be subject to McGill staff benefits QPP EI QPIP and Medicare and will be reported as a scholarship to the respective governments Again these payments are not treated as employment income and do not qualify for Employment Insurance QPIP It will be entirely incumbent that the duly signed Postdoctoral Scholars amp Graduate Research Trainees Award Certifications Forms be retained by the unit department for audit purposes for 7 years February 2015 Page 7 POPS 6 5 User Guide Using POPS Using the POPS Navigation Facilities menus POPS uses the standard Window navigation facilities Menus Buttons on a toolbar and Shortcut control key combinations Windows Menu Bar Fie Edit Reports Tools Archive Window Help Tool Bar of buttons
4. 208 365 009 Comment e CL E Catec ch Ret amp 456 yyyyimmidd Most adjustments will a U Trades amp Services From 2009 11 09 only require 1 payment entry for each unique ils ve Overtime at job hourly rate by Factor v Ji To 2009 11 13 combination of No Hours x Rate x OT Factor pO Onanour 2 OT Factor 5 00 0 00 fis v Gross 0 00 Vacation Pay 3 Dues switch of FN or Y or N pee UD Suffix Govt Prog Ret No_ ame iN F Note Rate per hour Ee z must be left blank Un zA where overtime is paid Single Payment node US SEU U08 560 vi Dues iN v at the job hourly rate Mat JSick Leave F unding i z Replacement McGill ID Everything else will be f defaulted from the Organiz Account Proqram Activity Location Person and Requisition pew fo0049 600023 4105 0000 oo ooo 000000 header Employee Name Although this box allows you to alter the spelling of the employee s name you are about to pay the proper method is to change the spelling in the Person List McGill ID SIN and CL It is assumed that these fields were properly completed in the Person List and do not require a change in the payment requisition CL holds the 1 two letters of the employee s last name and will automatically be assigned by POPS Everything possible should be done to ensure that each payment has a valid McGill ID and SIN before transmitting the
5. User Guide POPS 6 5 User Guide Table of Contents MV HAE 18 POD E E AE E O E A A E E E E A A EA T E 3 FOP SUU eee EE e 3 POPS SOM Wal and tables seme E E S E AN 4 POPS Transmission AWiMOrZAlOM s 5 2 65ctersesacdaesnascemnnnsseacontatetunseiiacesncdctmen ESA a EEN EAS Aa AEEA TA Rana TAREE 4 Input Data for POPS Casual Employee Timesheets cccccccccccssssssssssssssssssssssssssssssssssssssssssssssccsssssscsossees 5 Bi weekly hourly Casual Payroll Cy Cle vccccissscssscossssescscessencessctuviatecssciosscssecstensascesesssssweessseseceesueessstsessessesssvvsessestoseeaees 5 Payment OY direct EOSIN oie cat tec cascccac socetenseasccas eacct E AE EA Eaa TAAR 5 Bi weekly houtly pay Cycle key CV CIS vsec docceseginanasanpacavnnaveceeeesdoxseaapianaas apdnedseactocieuas e Era iaia aR iire ie 6 Bieweekly Salaried Pay OW coi ecssccctiwcaveccsnecvesvaxvaseisersasedvevendeseaosdecdvaxsasedssusnuestevcavedeaesdscdvanveseesouweucavexwaselssvsisadvavessoseeweaye 6 Tie Bi weekly salaried pay Cy Cle sia cosets te secaissdeundstaradevsshdadesatasesataletedatntavatesauntosets Uiaseudsatanntatavenssaumtereistdueaeiseataneusbes 6 Weekly paid Trades and Services Payroll as per Collective Agreement ccccccccccccccceeeeeeseeesseeseeeceeeeeeeeeeeeanaas 7 Personal Data Tax Exemption forms Direct DepOSits cccccccccccccccceeeaseeesseeseeeececeeeeeeeeesaauaaesssseeseeeeeeeeeeeeeeeaaaas 7 Postdoctoral Scholars amp Graduate Research T
6. Account Program Activity Location 100001 oos04 600024 a05 ooo000 Jooo000 Reguisition Reg Mo Fayments Total F300 i Prepared by Mame mr Leonard Kopland Date Prepared Tithe Admin Assistant owe E Mail Leonard Kopland megill ca Last Transmitted hicCaill ID 150025874 Phone No 298 3939 if On Close lf Validated Requisition will appear in Transmit window February 2015 Page 22 POPS 6 5 User Guide Changing the From date from January 30 2005 to November 1 2009 presents the following dialogue E 23 Academic Payments Ioj x h ul i ie Requisition List Payment Userinta POPS 6 5 Academic Payments Payroll Date 2009126 Req Mo 4 Dates qari dd Payments From 200971101 Total 75 00 Until 20050205 Default date has change r x Requisition oo ha e The default From date has changed Would you like to ae change the From value of payments in this requisition based on this new value Yes No From the Convert payment dates dialogue the user is presented with a list of payment From dates along with a tick off box defaulted to yes change the date The user can change the select from a default of yes to blank or overriding the From date Leaving or setting the Change option to Yes tick will change the From date when the user clicks Apply changes When the user has reviewed the list and made the necessary cha
7. NOBLE Rick Nelsoni Job Desc Studert SiN 999 999 998 omment cL No Payment Type Ret 1814 7 yyyimmidd ma Student Assistant From 2003M 101 Work Category a Student Related York To 2009 11 14 N Hours x Rate x OT Factor J 10 00 T 50 f1 Gross 75 00 vacation Pay cox Prog Ret No ee E Single Payment Course Credits 0 0 El Hrs Factor ry Met JSick Leave Funding Replacement McGill ID Organiz Account Program Activity o oos04 6000 00015 a105 ooo00 cy Employee Name Although this box allows you to alter the spelling of the employee s name you are about to pay the proper method is to change the spelling in the person list McGill ID SIN and CL It is assumed that these fields were properly completed in the Person List and do not require a change in the payment requisition CL holds the 1 two letters of the employee s last name and will automatically be assigned by POPS Everything possible should be done to ensure that each payment has a valid McGill ID and SIN before transmitting the payment requisition Payments will be accepted without a McGill ID and or SIN but will not be processed until the required information is received As well we are counting on you to update your POPS database before the next payment is submitted with the correct McGill ID and or SIN Failure to do so may result in payment del
8. Support staff Non Academic amp RAs Hourly Admin amp Support staff Non Academic Salaried Trades amp Services includes premium adjustments Additional payments to both Academic and Admin amp Support Non Academic Hourly Requires approval Additional payments to both Academic and Admin amp Support Non Academic Salaried Requires approval To create a new payment requisition Select File New and choose the appropriate requisition from the list provided File Edit Reports Tools Archive Window Help Open i Close Transmit Payments Print Setup Exit Academic Casual Payments Non Academic Casual Payments Over Under time Non Academic amp RAs Hourly Over Under time Non Academic Salaried Miscellaneous Payments Hourly Miscellaneous Payments Salaried Trades amp Services Casual Payments Trades amp Services Reg Staff Ovt amp Adj After choosing the requisition you will see a number of tabs For the one time payments the tabs are as follows Requisition List Payment UserInfo The tabs are the same for all one time requisitions Requisition tabs bring you to specific information related to the payment being submitted Each tab is explained further below February 2015 Page 18 POPS 6 5 User Guide One time payment tabs O x List Payment Lserinta POPS 6 5 Academic Payments Requisition Tab The information on the Requisition
9. 0 00 will cause an error Note certain payments require the completion of both the Hours worked and Hourly rate fields OT Factor By default the value is 1 It is intended to be used in very special cases where overtime must be paid Here one can use 1 5 or 2 for a factor The system will calculate gross as Hours times Rate times O T factor e g 20 hours times 12 00 times 1 5 will pay 360 00 If you are uncertain as to when the factors of 1 5x and 2x can be used please check with your HR Advisor February 2015 Page 44 POPS 6 5 User Guide Vacation Pay Rate This is normally left at 4 The payroll program will automatically add 4 of the gross amount as vacation pay It must be set to N for T4A and Royalty payments as 4 must not be added Setting the rate to N for other payments requires a contract between the area and the employee stating that 4 is included in the contractual amount These contracts must be retained in the area and be available to our auditors Government Program and Ref No POPS supports the reporting of payments partially funded by either the government and the university through Work Study and SCPP formerly SEED If you have pre approved funding support select the appropriate program and complete the Reference number This data will automatically be picked up and matched to your approved application and should result in a funding transfer to your FOAPAL for the portion governed by the program The use of Work S
10. Academic reason code is normally supplied for Work category of T Technical type Work and C Clerical type work There are exceptional cases where a reason code is not needed for this type of work category For example this will include the rare pre approved specialty payments such stand by or on call premiums For these specialty payments the reason code has to be left blank Similarly the reason code is not needed for truly exceptional pre approved payments to staff for example whose work category are M Managerial Please check with your HR Advisor if you are not clear as to eligibility As well please be sure that all specialty payments have the comment field completed with an indication as the nature of the payment and approval of these payments February 2015 Page 51 POPS 6 5 User Guide Work Category The possible Work Categories are listed below see note immediately above cademic Payments E ouse eaten ron tenting a Other academic research related ee ee ee pT Technical S pM Managers Typically requires an Admin amp Support Non Academic staff reason code and possibly a replacement person number depending on the reason code Requires course credits This type of payment is normally handled through the Course Lecturer Appointment form From and To Dates The From and To date will default in from the Requisition header if completed but can be overridden at the payment level Casual payment data should
11. Hourly rate You must be certain on how to use this properly If Hours and Rate are specified the system will calculate Gross pay as Hours times Rate times O T factor e g 20 hours times 12 00 times 1 5 will pay 360 00 Vacation Pay Rate This is normally left at the default but can take on the value of N 4 6 or 8 The payroll program will automatically add the specified vacation percent 4 6 or 8 of the gross amount as vacation pay Setting the rate to N for is the normal case for premium payments and for some of the other rare type of payments Union Code and Dues This defaults from the respective employee in the Person object but can be overridden by the POPS user As well it can be set to Not Applicable NA if a payment is completely out of scope of the person s collective agreement Associated with each union affiliation code is a Union Dues switch of Y or N If union dues are to be charged on this payment then the switch must be set to Y If the switch is set to N then our payroll cheque calculation program will ignore this payment for union dues The proper use of N or Y is found in the respective collective agreement or can be obtained from your HR Advisor or HR Employee Relations Government Program and Ref No POPS supports the reporting of payments partially funded by either the government and the university through Work Study and SCPP formerly SEED If you have pre approved funding support select the appropriate
12. Menu item Tools then Options and then User Options If you have another person to add go back to step 3 POPS Support for Employees with Multiple Job profiles POPS supports multiple job profiles per employee From the menu select Tools then Person List to bring up the Person List form Select or add the person for whom you wish to record a second job Add a job by clicking on the Add toolbar button or click menu item Edit and then Add or press the key combination Ctrl Ins When prompted Do you wish to add a new Person choose No and then choose Yes for Add a job Your cursor will be positioned on the Job field and all related fields will be blank Type the description of the job and proceed to complete the rest of the related information Use the Save button on the toolbar to save the job information before you use it on a payment If the Job pull down list does not show the job description you just entered this will be corrected by saving the record Note One must be careful to bring over the right default information If the wrong job was brought over the data can be corrected in the requisition itself February 2015 Page 17 POPS 6 5 User Guide Creating a Requisition of Employees to be Paid There are 8 types of payments that can be made by POPS Casual payments Over amp Under time Adjustments Miscellaneous payments Academic Admin amp Support staff Non Academic Trades amp Services Admin amp
13. Over Undertine Mon Scademic 2o4 MONT 2004A 26 O04 25 00049 z004 206 Over Undertine Non Academic February 2015 Page 34 POPS 6 5 User Guide Opening requisition 294 will give the following message Be careful you may have picked the wrong requisition Reply accordingly Requisition previously sent This Requisition was previously transmitted to Banner Do vou wish to open it again With POPS version 6 5 clicking OK will leave the requisition as having been transmitted see bottom of the screen in the On Close section This means that regardless of the changes being made to this requisition the requisition will not re appear in the transmit window unless one goes out of their way to do so see further on As such after closing the requisition it cannot be re transmitted by mistake Our experience has shown that users who may have deleted one or more payments in Banner PY APOPS to keep their POPS data in Sync will make the corresponding changes here This version will simply save the data and not place the requisition in the list of requisitions to be transmitted m 5 Academic Payments ioj xj C iain ust payment serino POPS 6 5 Academic Payments Requisition Payroll Date 20050224 Req No 294 Payments l Comment Academic payments Det Fut cheese sta Studies Org No 00256 rganiz Account Location Name Mr Leonard Koplari Date Prepared Dates
14. Preview C Send to Printer Click on Run and you will see the following report 4 4 gt gt MA a Fund 100001 rgn 00049 Prog 4105 Report ending week of 2010 01 31 February 2009 March 2009 April 2009 May 2009 1s 3 4 l 2 3 4 5 1 2 a 4 l a a 4 5 x M X x X X X F x xX X XM x X X E F June 2009 July 2009 August 2009 September 2009 1 2 3 4 1 32 4 1i 2 3 4 5 1 2 3 4 x xX xX X x xX X X x xX X X X x X X X Qctoher 2009 November 2009 December 2009 January 2010 1 2 3 4 Lt 2 3 4 5 1 2 3 4 i 2 3 4 5 x X H X x X X X F x xX X XM x X X E XR Note The week starts on a Sunday he indicates the week was not used February 2015 Page 67 POPS 6 5 User Guide Payments to an Employee Report To run a report on Payments to an Employee select the employee from your pull down list and enter the starting and ending dates Dy 15 Reports O Casual Policy Monitoring Report Payments to an Employee Report POPS Requisition Report Payments for ATAOODIConniems pa pane ATHENS Margarets ATWOOD Connie ms GOULD Stephene KILLJO Y Susans C Sendto Printer Click on Run and you will see the following report Print Preview x 4 4 Gs gt gt Moo Be S Payments To From To 160000130 ATWOOD Connie Ms 2009 11 04 2009 11 30 Payment Payment Hours Payment Gross Vac Req Pay From To Worked Rate Wage Pay No Date 2009 11 02 2009 11 06 33 75 15 00 506 25 N 5 2009 11 26 2009 11 09 2009 11 13 33
15. The next number is automatically assigned to the next new requisition Fie Edi Reports Tool Window Help wan Oxo ae E Academic Payment Lest Earran Lserints POPS 6 5 Ac Veuly Delete Hequeriton iae Pa Reo its 3 Ape you tant you wath bo Delete thes Requesition ao LOR Coren Comer academe parents Dai FP ard Er Payrol Diiis Org Na OH Organ Abbani Program Actedy Lecation rocon fosos coooa cs ocoo00 ooomn Prepennesd by Hami H Leo Kerkiinan iabe Prepared Tee Pirrol biirr l ao 113 E Wiai beokiiihr ben reat con Lact Tremarrtiec bichi Ch isomo Phone mo 3 ies on Corr E Yabisiod Flequenion si appear i Trend andor Requisition Replication POPS users who pay the same employees pay after pay can take advantage of POPS s Replicate a requisition feature This feature will duplicate an existing requisition before or after transmission Immediately upon Replication the system opens the newly created requisition and automatically updates the Date Prepared with the system date and removes all relevant information pertaining to transmission that was on the original requisition The user picks a new pay date or else POPS will default to the next available date The from and to dates can be updated which can automatically be rippled forward into the payments contained within the requisition see Requisition Header FROM and TO date change and impact on individual payments section under Requi
16. agreed to fund the payment In conjunction with this box the Replacement McGill ID must be specified The HR Service Centre will automatically examine all such requests and where leave replacement is approved the office will change the FOAPAL to one of their own FOAPAL s Replacement McGill ID This form should only be used to indicate the ID number of the regular staff member away on leave as well as where the mat sick leave replacement funds are being requested from Overtime reason code 4 requires a replacement number FOAPAL The FOAPAL elements will default from the Requisition Headers but can be overridden by the POPS user for a given payment Each FOAPAL element can be used however it must be one to which you can charge salary payments The Account must start with a 6 The system will validate each element of the FOAPAL against Banner FIS once the requisition is closed If the element is not valid a validation error will be returned Each of the elements is checked independently and as a valid combination for that fund If either is invalid you will not be able to transmit If Activity and Location are not used please leave them as 6 zeros respectively February 2015 Page 49 POPS 6 5 User Guide Miscellaneous Payment Field by field clarification Note Be very careful when selecting the requisition as there are now 2 Miscellaneous Requistions 1 Hourly bi weekly pay cycle which covers the following groups e AMURE and MUNACA but
17. amp Support Non Academic staff casual policy Where indicated a replacement number is also required POPS applies the following rules for reason code on Special Admin amp Support Non Academic staff payment using the Miscellaneous Requisition e Ifa valid Reason code other than blank is selected then o The From and To dates must span a Sunday to Saturday i e requires one payment entry per week o Both the Hours and the Rate per Hour must be specified e If the Reason code is left blank then o A separate entry is not needed for each week However the span between the From and To date must not be greater than 365 days o The Hours and the Rate may both be left blank Note that Hours and Hourly Rate must be both blank or both non zero February 2015 Page 53 POPS 6 5 User Guide CPM Reason Codes Admin amp Support Non Academic staff casual policy monitoring CPM Code B__ Vacant position C Peak week gt 6hrs D Peak week lt 6 hrs Students Vacation STD LTD X Extended Unpaid leave McGill ID No of regular employee required not required for new position E L M Maternity Leave S T Mat Sick Leave Replacement Funding This should only be selected if the payment is for an individual replacing a regular employee on mat sick leave and 1f the HR Service Centre has agreed to fund the payment In conjunction with this box the Replacement McGill ID must be specified The HR Service Centre
18. date gt From Date Hours and Rate and Gross Hours and Rate are optional on this form particularly for Scholarship T4A and Royalty payments If given Hours and Rate the program will calculate the Gross pay If Hours and Rate are not specified then Gross must be completed If both the Hours and Rate per hour are specified then they must cross balance to the Gross pay A Gross pay of 0 00 will cause an error OT Factor By default the value is 1 It is intended to be used in very special cases where overtime must be paid Here one can use 1 5 or 2 for a factor The system will calculate gross as Hours times Rate times O T factor e g 20 hours times 12 00 times 1 5 will pay 360 00 If you are uncertain as to when the factors of 1 5x and 2x can be used please check with your HR Advisor Vacation Pay Rate This is normally left at 4 The payroll program will automatically add 4 of the gross amount as vacation pay It must be set to N for Scholarship Award T4A and Royalty and the payment of banked vacation pay payments as 4 must not be added Setting the rate to N for other payments requires a contract between the area and the employee stating that 4 is included in the contractual amount These contracts must be retained in the area and be available to our auditors Government Program and Ref No POPS supports the reporting of payments partially funded by either the government and the university through Work Study and SCPP formerly S
19. each payment where they can be changed Opening a previously created requisition and changing the From and To dates will prompt POPS to ask you if you wish to bring these new dates forward into each payment This dialogue is explained under its own topic found a few pages further on Requisition header FROM and TO date changes and impacts on individual payments Requisitions selection To open an existing requisition whether it be incomplete or transmitted select File Open Payment requistions Fie Edit Reports Tools Archive Window Help D tew Lala February 2015 Page 20 POPS 6 5 User Guide The following is an example of a Payment Requisition 4 Requisition List 5 x On Selection f iOpen requisition for editing M Close this window on selection b Replicate and open as newe requisition List Requisitions of Type Fayments Payment Requisitions u Reqg Type Date Prep Payr Date Org No Transmitted Comment 294 acas 20050220 2005 0224 00256 2005 02 20 Academic payments 293 Incas feo0s0246 20050224 oo049 2005 0246 Mon Academic payments 299 NOYT 200502008 1200520215 00049 2005 0208 OverUndertime Non Academic 201 INCAS 200502003 20050270 00049 2005 0203 Non Academic payments 290 INCAS 2005 0120 2005401727 00049 2005 01 20 Non Academic payments i 209 MOWT 2005 01 06 2005 0145 00049 2005 01 06 Over Undertime Mon Academic 200 MCAS 200
20. employee s normal hours for the week found on he Banner job by the specified number of hours Please specify negative hours Docked Pay Special Rate should only be used very rarely Requires both hours negative and an hourly rate Premia Sunday Shift Premia Shift Night Social benefit payment 4 Extra hours at specified hourly rate for use ONLY by Student Housing amp Hospitality Services and McGill Faculty Club codes PB PD _ Premia Shift oo From amp To Dates The From and To date will default in from the Requisition header if completed but can be overridden at the payment level Payment data should be submitted for a given week with the start and end date being within the Sunday to Saturday range These would typically be Monday through Friday Note It must be noted that regardless of what dates are specified in the From and To fields the payment will be allocated to a single pay period attached to the Date to be Paid For example if the Date to be paid is selected to be Thursday November 26 2009 all POPS payments will be allocated to the pay period associated with this pay date February 2015 Page 56 POPS 6 5 User Guide We will treat the pay period as far as pay adjustments to be from Sunday November 8 2009 to Saturday November 14 2009 whereas the regular normal weekly pay will cover the period from Sunday November 15 to Saturday November 21 It is very important that payments
21. is also validated against our amp 1 User Profiles User nfo A l authorization table to ensure the Title ite Mccill ID 260000000 individual is permitted to create transmit First Name Heather rome POPS requisitions Last Mame walters Business Tithe Administrative Assistant Telephone Mo 398 3343 E Mail Addr hesther watters megill ca If yau have several T creating POPS requisitions or a single user with multiple FOAPALs then creating a profile Dept Mame Admin Unit Decision Sciences a3556 Prepared By irs Helen Fowrell Fung Organiz Account Program Activity Location 220684 O04 00016 2000 OO0000 Jooo000 for each should facilitate the creation of a requisition To add a new profile click on the Add button and complete the data a Set as default If you have only one user profile then check this box If you have several profiles then check this box for the one you use most often February 2015 Page 11 POPS 6 5 User Guide Adding an Entry to the User Profiles File 1 Click on menu item Tools then User Profiles This will bring up the User Profiles form 2 Since there is no List tab use the toolbar s navigation buttons to skip through the records to confirm the person 1s not in the User Profiles file Click on the First Record button to move to the first record and then click continuously on the Next Record button to view each
22. payment requisition Payments will be accepted without a McGill ID and or SIN but will not be processed until the required information is received As well we are counting on you to update your POPS database before the next payment is submitted with the correct McGill ID and or SIN Failure to do so may result in payment delays Job Desc This field is completely free form but must be completed It should carry a descriptive job title February 2015 Page 55 POPS 6 5 User Guide Comment This field is optional This box can be used to communicate additional information to one of the central offices such as the HR Service Centre Research Financial Management Services Financial Services and Office of the Budget Work Category The possible Work Categories SIFU codes are listed below Trades and Services payment types u Unionized weekly Trades and Services payroll Payment Types The choice of POPS payment types for weekly paid T amp S regular staff are listed below POPS Payment Payment description Payment adjustment for full time regular staff Overtime at full time Job hourly rate Factor of 1x 1 5x 2x his is normally used to pay overtime he payroll program will use the employee s Banner job hourly rate and factor it by the specified factor Overtime specified hourly rate i e user specifies hourly rate as ell as hours Must be used only in special instances Docked Pay at job hourly rates his reduces the
23. payroll By far our largest payroll is our Bi weekly salaried payroll that pays approximately 5 000 staff and pensioners The payments come about by default from the assign salary rate per pay Regular Bi weekly salaried payments can be supplemented with duly authorized Miscellaneous Payments Salaried as well as Over Undertime Non Academic Salaried payments submitted through POPS The Bi weekly salaried pay cycle The Bi weekly salaried payroll will be paid on Fridays The pay periods are well publicized and can be obtained from the HR web site at http www mcgill ca hr employee services getting paid schedules e The payroll has to be run 4 working days prior to pay date in order to get the direct deposits to the bank on time e The pay period is always the current bi weekly time frame e POPS one time payments such as Miscellaneous Payments Salaried and Over Undertime Non Academic Salaried have to have been received reviewed and approved in the collector table well before the payroll starts We recommend that these payments are submitted at least 10 days in advance For example overtime where applicable would be for the previous pay period February 2015 Page 6 POPS 6 5 User Guide Weekly paid Trades and Services Payroll as per Collective Agreement We have approximately 6 areas on campus that submit payment for our weekly paid Trades and Services staff The staff in this group both regular and casual are covere
24. tab is similar for all requisition types It is used to record information such as who is authorizing it which department or administration unit it is for and for what pay date Note Select User Profile first User profile is copied to the requisition tab form O x o Requistion O pst payment Userinta Li Pick the pay date of the run this requisition will be included with POPS 6 5 Academic Payments Note Academic and Admin amp Support staff Non Academic Casuals along with Over Undertime Non Academic amp RAs and Miscellaneous Payments Hourly every 2 Thursday Over Undertime Non Academic amp Miscellaneous Payments Salaried every 2 Friday Trades amp Services every Thursday Requisition Payroll Date 20004126 Dates aan dd From iy Until ify Comment Academic payments Reg Mo Payments Total Dept JF une Physical Occupational Studies Org Mo 00256 Fung Organiz Account Program Activity Location 100001 oos04 e00024 aos Jooo000 ooo000 Can be left blank Will be replicated forward for each payment Changing the date with Prepared by payments already in existence causes a Name mr Leonard Kopland Date Prep ssc dialogue box to appear asking you if you ah Admin Assistant 20094143 would like to change the date for the US ala h employee already on the requisition E Mail Leonard Kopland mcgil ca Last Transmit
25. that are shortcuts to the menus Contains a list About comes up Person List transmitted of all open forms Ctrl X which User Profiles requisitions If one form is Ctrl C allows you prior to POPs hidden behind Ctrl V to choose Options version 6 5 another form use Print setup aan n nooo oe of oe this menu item to select the form Exit If several forms are open then the last requisition form to have been Replicate Ctrl R viewed is flagged with a check mark Highlighted options are also buttons on the toolbar Menu Items File has 3 groups of commands submenus e Requisition options File New creates a new requisition File Open opens a previously saved requisition File Close closes a requisition File Transmit Payments transmits a finished requisition to Payroll e Printing options Offers the standard Windows Print Setup options e Program Exit option February 2015 Page 8 POPS 6 5 User Guide Edit has 5 groups of commands e Undo group UNDO can revert a field back to its previous value but only if you have not tabbed out of it o Cut Copy Paste group Offers the standard Windows cut paste functions e Navigation group Enables you to skip from record to record in the Person or User Profile forms o Replicate add delete group Add and delete are used on the Person or User Profile forms Replicate is only used on the Open requisition forms On Close use
26. the Transco window if it passes all of the data validation on close Status of Requisition Header with an Okay click Notice Last Transmitted date is shown but message reads If valid upon closing the requisition will appear in the transmit window This makes it available for re transmission File Reports Tools Window Help Userinto K E Next Ctrl PgDn ademic Payments Previous Ctrl P 200502724 Last Ctrl End Dates yyyy ann idd Replicate Cul R From if Ctrl ins Unti if e demic payments On Close nn Studies Org No 00256 Organiz Account Proqram Activity Location Co 00904 600015 4105 foo0000 econo Prepared by Name Mr Leonard Kopland Date Prepared Title Admin Assistant 2005 02 20 E Mail Leonard Kopland megill ca ast Tr tted McGill ID 150025874 Phone No 338 3939 2005 027 On Close If Valid Requisition will appear in Transmit window The screen below shows the Requisition List and the transmitted date of a previous transmitted requisition before re transmission This screen shot is immediately followed by the same requisition re appearing in the Transmit window See requisition 294 February 2015 Page 37 POPS 6 5 User Guide g5 15 Requisition List On Selection Open requisition for editing I Close this window on selection Replicate and open as new requisition Req Type DatePrep Payr Date Org No Transmitt
27. this requisition see D otherwise leave blank and fill in the dates on the payment tab of the individual you are paying You are now ready to select the persons to be paid and to drag them onto the requisition Requisition Header FROM and TO date change and impact on individual payments With a requisition that contains payments changing the From and or To date on the requisition header will open a dialogue explained in an earlier section of this guide It is found under the section named Requisition Header sub section Changing From and To dates Please note that this often comes about when one Replicates a requisition and makes changes to the From and To dates on the requisition header of the newly replicated requisition February 2015 Page 28 POPS 6 5 User Guide Creating a Payment Once you have created a requisition you are ready to add payments Click on the person List tab to make it the active form If itis hidden use menu item Window to find it There are several ways to add persons to the requisition Select the person to be paid by double clicking on the name in the LIST tab of the Person List Form 1 Make sure List tab is active 2 Academic Payments A Requstien ut d O POPS 6 5 Academic Payments Requisition No 490 Payrol Date 2003 1 26 Prepared on 2008 1173 sech Rat McGED Name Person List Search ScRUMMURObert LeeRev McGHD Person Name 150906651 MCMAHON MichaelProt a 15
28. will automatically examine all such requests and where leave replacement is approved the office will change the FOAPAL to one of their own FOAPAL s Replacement McGill ID This field should be used to indicate the McGill ID number of one of the following a The Casual Policy replacement ID indicated with an in the table above or b The ID of the regular staff member away on leave as well as where mat sick leave replacement funds are being requested FOAPAL The FOAPAL elements will default from the Requisition Headers but can be overridden by the POPS user for a given payment Each FOAPAL element can be used however it must be one to which you can charge salary payments The Account must start with a 6 The system will validate each element of the FOAPAL against Banner FIS once the requisition is closed If the element is not valid a validation error will be returned Each of the elements is checked independently and as a valid combination for that fund If either is invalid you will not be able to transmit If Activity and Location are not used please leave them as 6 zeros respectively February 2015 Page 54 POPS 6 5 User Guide Trades amp Services Adjustments Ovt to reg staff Field by field clarification w 5 OT UT Prem Adj Trades Services Requisition List Payment Userinto in PS 6 5 OTUT Prem Adj Trades Services McGill ID Edit GIOVALDERA Antonio r 1501 01001 Job Desc Groundskeeper SIN
29. 00 will cause an error Note For undertime hours be sure to indicate a negative number of hours e g 15 0 OT Factor By default the value is 1 It is intended to be used in very special cases where overtime must be paid Here one can use 1 5 or 2 for a factor The system will calculate gross as Hours times Rate times O T factor e g 20 hours times 12 00 times 1 5 will pay 360 00 For undertime the factor should be 1 Vacation Pay Rate Not applicable to Overtime payments Position Identifier and Suffix For all overtime and undertime payments it is essential that the employee s current Banner Position and Suffix number be shown The Position and Suffix can be obtained using Banner NBAJOBS The payment will be attached to the job If the employee has more than 1 job then overtime must be allocated to each of the applicable jobs Single Payments Not applicable O T Reason Every Overtime payment must have an Overtime Reason code The choices are Admin amp Support Non Academic staff Overtime Reason Codes 1 Due to workload Summer Friday E Replacement due to absence of co worker Requires replacement No Note All Overtime and Undertime payments will be reviewed by the HR Service Centre February 2015 Page 48 POPS 6 5 User Guide Mat Sick Leave Replacement Funding This should only be selected if the payment is for an individual replacing a regular employee on mat sick leave and if the HR Service Centre has
30. 0920707 MOM ANUMarinaProt i 150906650 ERDennis Mr 150128053 ORLOFF Edward 150115285 PERUCICMicheleMs 150790824 IPURDY AMinstonProf 2 Double Clickon 150860367 IR 150125599 RL ISISI R SO 1501191765 767788989 3 Name is added to the list OMose Mir theperson sname PARIS Clementine vey OEA arry ir RL AMAR O rt peie Ab Wir LLEY Mary Ms gt a Once you have added the person to the payment List on the requisition click on the Payment tab to add hours worked dates worked etc Another way to create a payment is to activate the Payment tab or the List tab on the Requisition form and activate the List tab on the Person List form From the List tab of the Person List Form highlight the person you wish to pay and transfer it to the Requisition Payment tab by any of the following three ways 1 Using the mouse click and drag the name to the Payment tab on the Requisition form 2 Double click on the person s name on the Person List 3 Press the shift and enter keys simultaneously shift enter POPS will only transfer names from the Person List to a Requisition if the requisition s active tab is either List or Payment see A fie Edt Reports Tools Window Help n l olx DE m 18 Non Academic a Requiston pst POPS 6 5 Payment Toe Rel f 2i Fel casual Payment Non Academic Stalf a rr Work Category M Frotes sonal 4 Librarians Feb
31. 47 Miscellaneous Payment Field by field ClariliCauOn iesenii E R 50 Trades amp Services Adjustments Ovt to reg staff Field by field clarification cccccsssssssssesesseeeeeeeees 55 Trades amp Services Casual Staff Payment Field by field Clarification cc ccc cececcsssseeecceeceeeeeeeeesasseeeseseseeeeeeeees 59 Transmitting Requisitions to Banner ssssscceceeeccoccccceccccescccecececccoosesoscccesscccccececococssoocsccssccececccecssesssossceescecccsesecsssss 63 Transmitting casual and one time payments to the Banner POPS collector table eeeeeecoecsosssssssscccecceceeeoooo 63 Using Banner Forms to Review Transmitted Data ecccccccccsssssssscccccccccccccccssssssssscccecccecocccssssssssssccececeececosossssssse 65 Reviewing transmitted POPS data scssisiccssessccsssstudevsvetncctsieaxdeweseteeetuaseuacvasetveussssewaswavetecessasevacvasvsceuscasewaewavedeaussestvauys 65 PY APOPS Collector table for casual overtime and One time PayMEeNs cccccceeeeeeeceeeeeeeeeeeeaasasseeesseeeeeeeeees 65 Primine POPS Repor S onnsa E E O E NN 66 petting Y our User Opin enoro inni AE EEE EEEE E ORTE 70 Help for POPS era nea A ETA O E A A E ARa 71 Help desk oin cases sdasaeteiseuesee des savesiscasdoccauiasesseussenciussavsedevestacivedatesvevessuetwsdavsddeveutuceseissddevensoedeadaesesseeetacgusisracseuntleedeece s 71 February 2015 Page 2 POPS 6 5 User Guide An Overview of POPS What is POPS POPS th
32. 5 0106 2003 0143 100049 2005 01 06 Mon A cademic payments 207 MWOCAS 20044244 20044246 100049 2OQ044 2414 Mon Academic payments 205 MCAS 20044 206 20044246 100049 2004 41 2 06 Mon A cademic payments 206 MOWT 20044 207 20044245 100049 20044 NDF Over Undertine Mon Acacdemic 204 MOVT 20044 206 20044245 100049 20044 2 06 Over Undertime Mon Academic Requisition Header From and To date changes containing one time payments Note A requisition that contains one or more payments where the user changes the From and To dates on the requisition header POPS under user control will automatically update the From and To dates on each of the payments by a similar number of days For example if the old From date was increased by 14 days the user will be prompted to confirm a similar change on each payment s From date The same process takes place for a To date change on the requisition header A few screen shots with examples are provided below Requisition 294 is being replicated once you double click on 294 11 Requisition List IOl x On Selection Open requistion tor editing ie Replicate and open as new requisition List Requisitions of Type Pa ments Payment Requisitions 4 Reg Type Date Prep Payr Date Org Mo Transmitted Comment 299 2005 03 21 2005 03 24 100049 2005 03 21 Non Academic payments a 2005 0316 2005 03 24 100049 2005 0316 Non Academic payments 2005 0508 2005 0345 100049 2005 03008 Over
33. 6 5 User Guide Person list Person tab information on the person nex Use Banner form GY ASINS to find the McGill ID List Person Address Userinfo primary number If the person is not in Banner leave McGill ID blank If new employee to McGill complete PD form asap and forward to Human Resources Please remember to also update the employees SIN number in your POPS database Title hiz McGill ID First Mame Marije i 99992 Last Mame aan het Fot CL laa Job 2 of 3 Graduate Student 42sistant 1 Ee h i a tesdting Job Test Jobe Hourly Rate 12 25 Position Identifier A person can have multiple jobs Use the Add icon to create more than one job for the person each with its own default information Position amp Suffix obtained from the person s Banner Job Required for Overtime adjustments for both Admin amp Support staff Trades amp Services staff and Miscellaneous payments Vac Pay g 4 T Sut tix Category Maul Reason McsiVID La eoa UnionSede Required for Admin amp Support staff Non Academic eu ae Casual Policy monitoring As well the replacement Ret number is required for maternity and sick leave funding replacement Information on Government and university programs This means 4 will be added Union code is only to that subsidize the payment of casuals to the pay cheque be used by casual and representing vacation pay 6 regular staff paid is
34. 75 15 00 506 25 N 6 2009 11 26 Total 135 00 2025 00 February 2015 Page 68 POPS 6 5 User Guide POPS Requisition Report To run a report on a POPS requisition click on the Req and then Run the report Di 15 Reports Casual Policy Monitoring Report Payments to an Employee Report POPS Requisition Report Output Destination Print Preview Send to Printer A sample report follows Print Preview Se 6 83 yy roe Be a Req Num Req Type Pay Date D Academic Payments 9009 44 26 Department Payroll Submitted by Ms Nancy Test Employee Name Smith Jane Ms Chk Letters KI Job Desc Research Assistant Soc Ins Num 123456789 Payment From 2009 11 02 0O T Factor 1 0 McGill ID 160000052 Payment To 2009 11 06 Hourly Rate 15 00 Appoint Num Hrs Worked 10 00 Gross Wage 150 00 Fund Orgn Acct Prog Acty Locn Repl Number CPM Reason 100001 00049 600164 0000 000000 YOOD00 February 2015 Page 69 POPS 6 5 User Guide Setting Your User Options Ei 1 Options Iof x ga 1 Options ee Requisition Validation defaults Empl Text 4 ti Empl Text 2 i amp c 1 J Empl Murmeric 1 re ae a Job Text 1 Job Text 1 Transmit display defauts __ AAA a E 3 Text 1 Job Text 2 a oe Job Text 1 Job Text 3 Job Text 4 Job MHurmeric 1 Click on menu item Tools and then Options and then User Options to get the user options form It has 2 tabs One is for setting user pr
35. APAL checking If there are errors you will be notified If the requisition is error free when it is closed no further notice is given Requisition Validation Errors When the user closes a requisition POPS will automatically invoke its validation routines Should there be errors each error is identified through its reference number This reference number can be used to assist the user in locating the payment in error and make the necessary changes A sample error screen is presented immediately below February 2015 Page 30 POPS 6 5 User Guide 15 Yalidation Requisition No 5 7 Print Requisition Mo 57 has the following errors Payment no 220 For Non Academic casual payments FROM and TO dates may not span a Sunday Payment no 220 For Non Academic casual payments FROM and TO dates may not span a Sunday Payment no 221 Hours worked cannot be 0 fora Casual Payment Paymentno 222 A valid 9 digit replacement McGilliID must be supplied Payment no 220 When a Government Program is selected a Program Ref Mo must be supplied m e e Close this form o Organiz Account Progr 7 Do you wish to save the changes you ve 00256 123456 6704 made to Requisition No 577 1 No Cancel If there were errors in your requisition a dialogue box pops up asking you if you would like to view them Click on the YES button and you will see a list of all the errors A dialogue box appears asking you whether or not
36. EED If you have pre approved funding support select the appropriate program and complete the Reference number This data will automatically be picked up and matched to your approved application and should result in a funding transfer to your FOAPAL for the portion governed by the program The use of Work Study and SCPP requires a numeric Reference number If the employee is to be paid from more than one government program it is important that you create a payment for each program For each program identify the program reference number hours rate gross and FOAPAL Re imbursement will be based on program and payment there from Course Credits For Course lecturer payments Work category X and F only this box must be completed with the appropriate number of credits e g 3 0 It should be noted that this method of payment should not be used to pay course lecturers on an on going basis The Course Lecturer Contract via MINERVA with payments on a bi weekly basis is the proper vehicle for this type of payment E l Hours Factor This is only to be used by very selected areas that have reached an agreement with Payroll In essence the hours worked times Hourly rate that provides Gross pay are not the same hours to be reported for EI purposes Again check with the Shared Services Unit Payroll Specialist if you think your payments fit this situation Mat Sick Leave Replacement Funding This should only be selected if the payment is for an individ
37. NS 1 0 Banner IL T Last Mame First Mame Middle Marne Bithdate Chg Stephen Alexander COCE fsos2ms8 feseegg3 femin OOOO Susan E Eune 5 smith emv 150810148 2534292 Smith Suzanne Please be very careful in ensuring that you pick the correct individual With the integration of student information there are just about 500 000 names on file to choose from Although both SIN and Birth dates have been partially masked for confidentiality reasons we trust that you have enough information to pick the correct individual ii Below follows a short explanation of some of the key fields For more specific information please refer to the sections that have full details for each of requisition payment types namely Academic casual Admin amp Support Non Academic casual Miscellaneous and Over Undertime Government programs at this time are Summer Career Placement Program SCPP formerly SEED and Work Study These programs are pre approved where the department is partially reimbursed for the hiring of a casual under the program As re imbursement is directly related to payments to the individual it is crucial that every payment under the respective programs is properly identified through the program ID and program reference number Note The Work Study number is a numeric field The replacement McGill ID is needed where Human Resources has agreed to fund the payment of the casual who is replacing a person on leave maternit
38. PAL to one of their own FOAPAL s Replacement McGill ID This field should be used to indicate the McGill ID number of one of the following a The Casual Policy replacement ID indicated with an in the table above or b The ID of the regular staff member away on mat sick leave as well as where leave replacement funds are being requested FOAPAL The FOAPAL elements will default from the Requisition Headers but can be overridden by the POPS user for a given payment Each FOAPAL element can be used however it must be one to which you can charge salary February 2015 Page 45 POPS 6 5 User Guide payments The Account must start with a 6 The system will validate each element of the FOAPAL against Banner FIS once the requisition is closed If the element is not valid a validation error will be returned Each of the elements is checked independently and as a valid combination for that fund If either is invalid you will not be able to transmit If Activity and Location are not used please leave them as 6 zeros respectively February 2015 Page 46 POPS 6 5 User Guide Admin amp Support Non Academic staff Over Undertime Payment Field by field clarification Note Be very careful when selecting the requisition as there are now 2 Over Undertime requistions 1 Hourly bi weekly pay cycle which covers the following groups e AMURE and MUNACA 2 Salaried bi weekly pay cycle which covers the remaining groups e Management Executive a
39. Undertime Mon Academic 2005 03003 2005 0340 100049 2005 03 03 Non Academic payments eee m m m Lm ACAS 2005702720 POOS0244 00049 200507 moO 14 MCAS 200502416 200502 24 100049 2005 02 16 Non Academic payments E MoT 20050206 200502495 00049 2005 0208 OverUndertine Mon Academic NAS 20050203 Non Academic payments 2005 0203 20050240 100049 290 INCAS 2005 01 20 Non Academic payments a Close this window on selection 2005 01 20 2005 01 r 00049 209 MOT 4005 01 06 2005 0145 00049 2005 01 106 Over Undertime Mon Academic 200 MCAS 4005 01 06 2005 0145 00045 2005 01 06 Mon Academic payments 20r MCAS OO4N 244 O04 246 0049 20044244 Non Academic payments The new requisition number is 492 February 2015 Page 21 POPS 6 5 User Guide Notice the following changes e The pay date is defaulted to the next open pay date November 26 2009 e The date prepared assumes today s date in our sample below it shows as November 13 2009 e The Last transmitted date has been blanked out e The transmit status now reads bottom line On Close If validated Requisition will appear in transmit window O x Requisition List Payment Userinfo POPS 6 5 Academic Payments Payroll Date SO091 1246 Dates Aaa dd Fron 2005010 Until 2005 0205 Comment Academic hay ments Dept Fund Fhysicaloccupational Studies Org MHo 00256 Fung Organiz
40. a valid McGill ID and SIN before transmitting the payment requisition Payments will be accepted without a McGill ID and or SIN but will not be processed until the required information is received As well we are counting on you to update your POPS database before the next payment is submitted with the correct McGill ID and or SIN Failure to do so may result in payment delays Job Desc This field is completely free form but must be completed It should carry a descriptive job title Comment This field is optional This box can be used to communicate additional information to one of the central offices such as the HR Service Centre Research Financial Management Services Financial Services and Office of the Budget For special payments such as T4A Royalty a comment should be inserted giving additional information Payment Types The possible Payment types are listed below Hint select Payment type Ist Special Admin amp Support Non Academic payment On Call Compensation MS On Call Compensation O oS L PD e Note All payments will be carefully monitored for proper authorization o HR Service Centre requires supporting documents e Payment not subject to 4 vacation pay i e vacation pay must be set to N To adhere to the rules of the Admin amp Support Non Academic staff Casual Policy all Special Admin amp Support Non Academic staff payments should follow the following rules e The Admin amp Support Non
41. are 1 Casual Policy Monitoring Report You chose the Fund Orgn Prog 2 Payments to an Employee Report You choose the employee 3 POPS Requisition Report You choose the requisition Dy 19 Reports Mel x Casual Policy Monitoring Report TEE to an Employee Report POPS Requisition Report Dy 19 Reports Mel x Casual Policy Monitoring Report Payments to an Employee Report POPS Requisition Report Fund Dran Prog 100001 0004ga OOOO End Date 2009 11 30 Output Destination Print Previews Send to Printer Payments Tor ATHENS Margaret Ms T Starting 7000 11 01 Ending 2009 11 30 Output Destination Print Preview Send to Printer Casual Policy Monitoring Report Payments to an Employee Report POPS Requisition Report Req Type DatePrep Payr Date Org Unit Output Destination i Print Preview C Send to Printer February 2015 Page 66 POPS 6 5 User Guide Casual Policy Monitoring Report If you want to print a report on Casual Policy Monitoring if you have made payments on more than one Fund Orgn Prog FOAPAL combination you will have a list to select from Click on the proper Fund Orgn Prog Bu 11 Reports Me E3 Casual Policy Monitoring Report Payments to an Employee Report POPS Requisition Report End Date LOGO POU 1 O00 peek Output Destination Print
42. are submitted to match the proper pay period If this 1s not done for example choosing to make a substantial single payment that covers many months our payroll program will annualize the payment by multiplying the payment by 52 to obtain an annual salary these are government rules for tax rate purposes An adjustment of 500 will assume the person to be making 26 000 a year plus their normal weekly payment and will be taxed accordingly Similarly Employment income for E I reporting will be allocated to the wrong pay periods To avoid over taxation and the incorrect reporting of E I be sure to submit payments for the pay period that they are due In addition to existing date validation the following new rules have been added to payment From and To date validation From date gt today less 12 months i e no more than 1 year old To date lt today 12 months i e no more than 12 months into the future To date gt From Date Hours and Rate and Gross Hours and Rate per hour are mandatory for payment type UB Overtime at specified hourly rates U6 used in very rare cases to reduce previously submitted UB payments that were in error and EH Extra hours at specified hourly rate for use ONLY by Student Housing amp Hospitality Services and McGill Faculty Club For payment type UA and U5 only Hours are to be specified 1 e Rate per hour and Gross pay are to be left blank as the pay cheque calculation program will default
43. at person m 23 Academic Pa nents IOl x Requistion List payment usernto To select one individual amongst POPS 6 5 Academic Payments many type 14t letter of last name Requisition Mo 497 Payroll Date 2009 91 26 Prepared on 20099745 Search Ret Mcsill ID Mame 1815 2601 90728 Bo USKILA Mili Elicheva Miss 1814 11501216563 NOBLERick Melson ir Drag employee to be paid from the Person List use hand icon Note 1 A given person can appear any number of times each with their own Every person should have a number payment information 2 For Admin amp Support Non Academic staff casual payments each payment for an individual spans a single week Two entries for an individual will be quite common Payment details have to be associated with each name listed here A given name can appear many times but typically is given twice with one entry for each week worked Names are brought from the Person list by either dragging the person over or double left mouse clicking the name on the Person List The delete icon can be used to delete payments details The names are listed in alphabetical order Where a name appears more than once they are listed added after the last entry of the employee Each payment is assigned a payment reference number February 2015 Page 25 POPS 6 5 User Guide Payment Tab The information recorded in the Payment tab is generally the same for the form type
44. ay to Saturday range However exceptional payments such as Royalty T4A Banked vacation pay and retroactive salary payments do not require week by week entries Note It must be noted that regardless of what From and To date is specified the payment will be allocated to a single pay period attached to the Date to be Paid For example 1f the Date to be paid is selected to be Thursday November 26 2009 all casual payments will be allocated to the pay period associated with this pay date The pay period will be Sunday November 1 2009 to Saturday November 14 2009 Itis very important that payments are submitted to match the proper pay period If this is not done EI reporting will be wrong Again to avoid the incorrect reporting of E I be sure to submit payments for the pay period that they are due In addition to existing date validation the following new rules have been added to payment From and To date validation From date gt today less 12 months i e no more than 1 year old To date lt today 12 months i e no more than 12 months into the future To date gt From Date Hours Rate and Gross Mandatory except for special payments such as T4A and Royalty payments When provided with Hours and Rate the POPS program will calculate the Gross pay If Hours and Rate are not specified then Gross must be completed If both the Hours and Rate per hour are specified then they must cross balance to the Gross pay A Gross pay of
45. ays Job Desc This field is completely free form but must be completed It should carry a descriptive job title Comment This field is optional This box can be used to communicate additional information to one of the central offices such as the HR Service Centre Research Financial Management Services Financial Services and Office of the Budget For special payments such as T4A Royalty a comment should be inserted giving additional information February 2015 Page 39 POPS 6 5 User Guide Payment Types The possible Payment types are listed below Hint select Payment type 1st Requires supporting documents for the HR Service Centre Payment not subject to 4 vacation pay i e vacation pay must be set to N Work Category The possible Work Categories SIFU codes are listed below tudent Academic student A Student related work not scholarship amp not Post Doc S __ Scholarship Award Prize cademic B Course related non teaching O SS Course Lecturer Additional course load Other academic research related From amp To Dates The From and To date will default in from the Requisition header if completed but can be overridden at the payment level Casual payment data should be submitted week by week with the start and end date being within the Sunday to Saturday range On the academic form the foregoing is not a requirement but it is highly suggested For lump sum amounts such as scholarships the range
46. be submitted week by week with the start and end date being within the Sunday to Saturday range On the academic form the foregoing is not a requirement but it is highly suggested For lump sum amounts such as Royalty may span many an academic term or even a year Admin amp Support Non Academic staff casual payments require a week by week entry please refer to the Admin amp Support Non Academic staff casual form write up It must be noted that regardless of what From and To date is specified the payment will be allocated to a single pay period attached to the Date to be Paid For example if the Date to be paid is selected to be Monday November 30 2009 all payments will be allocated to the pay period associated with this pay date To avoid over taxation and the incorrect reporting of E I be sure to submit payments for the pay period that they are due In addition to existing date validation the following new rules have been added to payment From and To date validation From date gt today less 12 months i e no more than 1 year old To date lt today 12 months i e no more than 12 months into the future To date gt From Date If the Reason code is left blank then a given To and From date cannot span a Sunday As each week requires a separate entry Hours and Rate and Gross Hours and Rate are optional on this form particularly for T4A and Royalty payments If given Hours and Rate the program will calculate t
47. ble click on a name to add a person to the last opened requisition The Person tab is the best tab to use for adding people to the Person List file Use the Add button from the toolbar to add records Use the navigation buttons to skip from record to record Adding a Person to the Person List File l 2 3 4 Click on menu item Tools then Person List This will bring up the Person List form Click on the List tab and scroll through the list to confirm the person you want to add does not already exist Click on the Person tab Click on the Add toolbar button or click on menu Edit and then chose Add or press Ctrl Ins any one of these three methods will create a blank record Fill in the person information Note A Person Number is mandatory unless the individual is a new employee to the University and including it in your payment requisition speeds up the process significantly If you do not know the Person Number please look up the McGill ID Number on Banner form GYASINS If the person does more than one function and is paid differently for each function add the multiple job functions to the person record see below Click on the Address tab and fill in the address info Note that this information is not used for the Payroll cheque address To modify employees addresses please go to MINERVA If you would like to track other information enter it in the User Info tab You can change the captions next to the fields by clicking on
48. ble list of all persons in the Person List file Person by person view Contains payroll type info Most information on this tab is required Person by person view Contains the person s address This information is not required Userinfo Person by person view Contains a set of free form fields that can hold any information the POPS user wants to keep track of None of these fields are required Examples of the 4 tabs information areas on the Person List form Note that the McGill ID listed is the 9 digit number used in Banner By typing 1 letter of name selection is immediately limited 2 Person List Of f List Ferson Address Userlnto Search d Note McGill ID Ferson Mame In order to be paid you must first create the person with 1 McGill 9 digit ID number 2 Name 3 Optional default information simplifies the payment process 967666543 KING Stepherntir 150012345 LAPLAND MonathanDr PR Pegie9 SHELLEY Mary Ms Obtain McGill ID through Banner search form Created through a To ensure on time payment Personal Data Form processed by For every new employee to the University you the HR Service Centre create be sure to immediately submit the following a PD form b Tax forms if not basic exemption c Direct deposit form to the HR Service Centre as soon as possible Payment cannot be made unless these are received in a timely manner February 2015 Page 13 POPS
49. c This field is completely free form but must be completed It should carry a descriptive job title February 2015 Page 47 POPS 6 5 User Guide Comment This field is optional This box can be used to communicate additional information to one of the central offices such as the HR Service Centre Research Financial Management Services Financial Services and Office of the Budget Payment Types The possible Payment types are listed below Hint select Payment type Ist Overtime Admin amp Support Non Academic staff Undertime Admin amp Support Non Academic staff Work Category Not applicable From and To Dates The From and To date will default in from the Requisition header if completed but can be overridden at the payment level Overtime and undertime payment data should be broken down by bi weekly pay period There may be any number of such pay periods each attached to a payment In addition to existing date validation the following rules have been added to payment From and To date validation From date gt today less 12 months i e no more than 1 year old To date lt today 12 months i e no more than 12 months into the future To date gt From Date Hours and Rate and Gross Hours and Rate are mandatory on this form When given Hours and Rate the program will calculate the Gross pay If both the Hours and Rate per hour are specified then they must cross balance to the Gross pay A Gross pay of 0
50. cked POPS always validates the entire requisition when it is closed and provides a complete list of all errors encountered FOAPAL Validation POPS checks the FOAPAL of each payment to ensure that each element is valid on Banner Finance Each Account element has to begin with a 6 Salaries Wages Payments account POPS performs this check by making an enquiry to the Finance data warehouse through the Internet The web enquiry is done within POPS and does not require a browser but it does require an Internet connection If an Internet connection is not available or if the enquiry fails for any reason the validation listing will contain HTML errors February 2015 Page 31 POPS 6 5 User Guide Requisition tools Requisition Deletion Caution use with care A POPS requisition with payment data even once that have been transmitted can be deleted This is done as follows Open the requisition and from within the Requisition tab hit the Delete icon double crossed sword The equivalent of the delete icon can be found under the edit delete menu Confirm with Yes if indeed you wish delete the requisition permanently Of course once deleted it cannot be restored as such this operation should be done with very great care In fact we recommend that you never delete a requisition and one should certainly never delete a transmitted requisition Note The requisition number once assigned can never be re used even if it has been deleted
51. copied is essentially all of the payment data except From and To dates which are updated with the addition of 7 days The replicate function can be invoked while either in the Requisition List tab or the Requisition Payment tab As this feature automatically adds 7 days to the From date and 7 days to the To date it is suggested that the user uses the Payment tab to perform this functionality as the From and To dates of the payment being replicated are visible here Multiple Job employee How to bring over the right job In the Person tab window select the proper job use the job pull down list When the right job appears perform a Save Whenever you go back the Person tab list this job should display When you select the person for payment the job last saved is the one that will be presented Saving and Closing a Requisition You have to close a requisition before you can transmit it Click on the save icon see C in the diagram above to save the requisition and payment information Note Be sure to tab or press enter to save the changes to a field changes to information in a field are never saved unless you actually leave the field Click on the close form icon see D in the diagram above to close a form You do not have to save before closing POPS will automatically save changes when closing but only after checking for errors in the requisition Closing the requisition will automatically invoke the POPS validation routine including FO
52. d It should carry a descriptive job title Comment This field is optional This box can be used to communicate additional information to one of the central offices such as the HR Service Centre Research Financial Management Services Financial Services and Office of the Budget For special payments such as T4A Royalty a comment should be inserted giving additional information February 2015 Page 43 POPS 6 5 User Guide Payment Types The choices of Payment types are listed below Casual payment Admin amp Support Non Academic staff T4A authorized payment Admin amp Support Non Academic staff Royalty Admin amp Support Non Academic staff Pay banked vacation Admin amp Support Non Academic staff Retroactive salary adjustment Admin amp Support Non Academic staff o HR Service Centre requires supporting documents Payment not subject to 4 vacation pay i e vacation pay must be set to N Work Category The possible Work Categories SIFU codes are listed below used for government reporting dmin amp Support Non Academic Staff C Clerical Technical m Managers U Trades amp Services non unionized From and To Dates The From and To date will default in from the Requisition header if completed but can be overridden at the payment level Admin amp Support Non Academic staff casual payment data should be submitted week by week with the start and end date being within the Sund
53. d to change the Transmit status Reports has a selection of pre programmed reports Tools has 3 groups of commands e The form or list processing group Used to open the Person User Profiles and or Requisition lists e The options group There are two options One is General the other is the User Captions option e The tables group One is ReIndex tables the other is Pack tables Archive copy of previously transmitted requisitions prior to POPS version 6 5 Window is the standard Windows menu that keeps a list of all open forms Use this option to quickly navigate amongst the active forms Help Currently there is no help available Toolbar Buttons Add New Record Delete Record These buttons work on the form that is currently active Person List form or User Profiles form February 2015 Page 9 POPS 6 5 User Guide Group 1 navigation buttons First Previous Next Last Skip to first record go back to the first record Skip to previous record go back one record Skip to next record go forward one record Skip to the last record go forward to the last record Group 2 record change buttons Add Delete Undo Save Add a record to the active form On the Person List it asks you if you want to add a new person or a new job for an existing person On the User Profile it adds a new POPS user Delete the active record on the active form On the Person List it asks if you want to delete a job
54. d to our bank for distribution to the casual employee s bank account on Thursday Only payments transmitted by Tuesday evening midnight on the week prior to pay date that are in approved status by Friday morning will be processed for payment on the bi weekly payroll In other words requisitions transmitted on a Wednesday will not be processed even in approved status when the payroll extract is run on Friday morning as central offices need time to review the payment data Please note that the approving process continues right up until payroll extraction time Payment by direct deposit Every bi weekly employee who is going to be paid more than once must have their payroll payment directly deposited to their bank account The bank account must be a recognized financial institution in Canada Single one time payments regardless of amount cannot be paid in a foreign currency February 2015 Page 5 POPS 6 5 User Guide Bi weekly hourly pay cycle key events Sunday to Saturday of the 1 week of the 2 week pay period Employee timesheet given to a Supervisor for approval and b POPS user for data entry transmission Sunday to Saturday of the 2 week of the 2 week pay period Employee timesheet given to a Supervisor for approval and b POPS user for data entry transmission Wednesday thru Thursday week 3 Monday and Tuesday POPS transmissions by All transmitted payments are reviewed approved by each applicable departments unit
55. d under collective agreements and must never include someone who is not covered by the respective collective union agreement In fact unless you have been granted access you will not have access to the Trades and Services Payroll through POPS This is being handled by the use of certificates e The overtime for regular staff is normally submitted every week and will be added to the employee s pay cheque 2 weeks hence For example Employee works overtime in week 1 The overtime payment will be transmitted to the Banner collector table in week 2 and paid in week 3 This will be an addition to the employee s normal pay cheque typically on a Thursday e The payment of weekly paid casual staff covered by a collective agreement The submission of hours and rate per hour is normally submitted and transmitted to the Banner collector table every week and will be added to the employee s pay cheque 2 weeks hence For example Employee works overtime in week This will be transmitted to the Banner collector table in week 2 and paid in week 3 typically on a Thursday Personal Data Tax Exemption forms Direct Deposits e Duly completed and signed Personal Data forms must be forwarded to the HR Service Centre for any new employee to the University If the individual is a new employee to the department unit but a McGill student or previously employed by the University please direct the employee to MINERVA to update verify their personal information
56. demic payments Mon Scademic payments OverUndertine Mon Scademic OverUndertine Mon Scademic 294 ACAS Opening a Previously Transmitted Requisition After you have transmitted a requisition to Banner the re opening of the requisition will show the following On the requisition list the transmitted date will show the date it was transmitted See Requisition 294 on our test file with a transmit date of February 20 2005 O x EA 4 Requisition List On Selection fe Open requistion tor editing t Replicate and open as new requisition lw Close this window on selection List Requisitions of Type Payment Requisitions Payments Reg a Date Prep Payr Date Org Mo Transmitted Comment 200503003 20050340 00049 20050303 Non Academic payments 294 Te AS aNOS0220 20050224 00256 2005 02720 Academic payments 293 NCAS PODS M2AN6 AOUS0224 OU049 20050216 Non Aacademic payments 292 MOVT 2O0S02068 2005402715 O0049 ZUUS0208 OverUndertine Mon Scademic 291 MCAS 20085023 20050240 00049 20050203 Non Aacademic payments 290 MCAS 200801 0 2005012 00049 200501 20 Non Academic payments 209 MOYVT 2005 0106 2005401715 00049 2005 01 06 OverUndertine Mon Scademic 2oo MCAS 200S 06 2005401713 00049 200540106 Non Academic payments 20r MCAS OOF 2N4 O04 26 00049 z004 2414 Non Academic payments 205 MCAS O04 206 O04 26 00049 20044 2 06 Non Aacademic payments 206 MONT OOF 2 2004A 2S O0049 2004A 2f0F
57. dmin amp Support Non Academic staff casual with all the same rules and data fields found under the Academic and Admin amp Support Non Academic staff casual requisitions However as the person in receipt of a bi weekly appointment form payment processing the casual payment under a miscellaneous requisition has the payment added to the employee s normal bi weekly pay cheque rather than producing a separate bi weekly cheque e Specialty payments for staff with regular appointments but their position requires them to be on On Call and or Stand By which is compensated at a pre approved lump sum amount This type of payment requires approval from the HR Service Centre February 2015 Page 50 POPS 6 5 User Guide e Royalty and T4A payments These require accompanying documentation for approval and will be very carefully scrutinized before payment approval is given e Other Miscellaneous payments of a pre approved nature This type of payment needs central approval before payment is processed Employee Name Although this box allows you to alter the spelling of the employee s name you are about to pay the proper method is to change the spelling in the person list McGill ID SIN and CL It is assumed that these fields were properly completed in the Person List and do not require a change in the payment requisition CL holds the 1 two letters of the employee s last name Everything possible should be done to ensure that each payment has
58. e Payroll One time Payment System is a PC based system that enables you to quickly create and submit electronic payroll requisitions that allow you to pay casual and regular staff The following one time requisitions are supported in POPS Academic and student payments for casual staff Miscellaneous payments for Academic and Paid bi weekly Admin amp Support Non Academic staff Hourly and Salaried Paid bi weekly Admin amp Support Non Academic payments for Overtime for Admin amp Support Non casual staff Academic staff Hourly and Salaried Paid bi weekly Paid bi weekly Trades amp Services regular staff Overtime Under time and Premium adjustments as per collective agreement Paid weekly Trades amp Services casual staff Payments and Premium Paid weekly POPS structure To pay one or more individuals departments units will be completing the required data in POPS by creating a requisition that contains payment data Once the payment data has been created and validated the requisition is electronically transmitted to Banner Payroll for payment For this transmission to take place the individual responsible for transmitting POPS data to the Banner collector table will have to have been pre authorized by the department unit to do so for a given Organization code Once the data has been transmitted authorized areas will be given powerful tools to review and approve their payment data These reports and or views can be ge
59. ed Comment 295 INCAS 2005 03 03 20050310 00049 2005 03 03 Non Academic payments a 294 JACAS 2005 02 20 2005 02724 00256 2005 02 20 Academic payments 293 INCAS 2005 0216 2005702724 00049 2005 02 16 Non Academic payments 292 NOYT 2005 0208 20057025 00049 2005 02 08 Over Undertime Non Academic 291 INCAS 2005 02 03 2005 020 00049 2005 02 03 Non Academic payments The Transmit window is shown below See requisition 294 A 16 Requisition Transmit Select requisitions to transmit to the Banner Collection table Number of requisitions currently selected 0 Req Type Prep Payr Date Org No Comment Removing a requisition from Transmitted status Warning Please do this very carefully and only when you fully understand its impact Where you are absolutely certain that you want to remove a requisition from transmitted status be it a previously transmitted updated for re transmission or a new requisition that for some reason you will never want to transmit using the same process as above the Edit On Close will change the status from Requisition will appear in transmit Window to Requisition will not appear in transmit window This will remove the requisition from the list of requisitions available for transmission February 2015 Page 38 POPS 6 5 User Guide Payment Details instructions rules and edits per Requisition type Academic Casual Payment Field by field clarification Edi cae
60. eeess 19 FRE GUNS THONG Selle CHOW 5 c 5 cece tnsaxeadasactoncas E E 20 Requisition Header From and To date changes containing One time payments cee cececcccceeeeeeseseeeeeseeeeeeeeees 21 E TAO E E E E S nee sesame ease A O ET E EA EE seca E E EE N 25 By EA TAG De E a 26 OE OA o EINE EEEE IEE E E E VAE A A O E AE S ET A I S EEI E AEE A E E 27 fe AU a Ie GU O eE E E T 27 Requisition Header FROM and TO date change and impact on individual payments eseosssossssesoeeeeereeesssssss 28 C aE a E E E E 29 Push Pin on the Payment 1 Ab scoc cacdescscctseacussssebsasatacenacesdidasacbuesguesiussasalectyeseedendeewseusiuenitabsssatareiesesdinteeutuesaeaeeiaeeasaics 30 Payment Reterence MUO CT srorsictone i reiru nan ea TET a 30 Rephcate Payment PUNHO ceciren na ea R EEEa ROSO ESETE aE OE A EAA ASEE AGEe 30 Multiple Job employee How to bring over the right JOD cccccccccccccsseeeeeessseseeeecceeeeeeeeeeseaaaessseseeeeeeeeeeeess 30 Saving and Closing a IRC CUMS NON gages caters raced csesenuene ss caaectobenvesscecatcceusousscssvesacetihexsebiceoetvesusccscvedvesaiclehaesetutecstevsveercc 30 Reguisition VAC A OM TE FP ORS se pcacavstercsesetosaiossuntouauatacdiesicadannsstiasiesuundasatataccisuacntauasstaustevuanGasataiacdistaiatonsbteuctaseunearetes 30 Requisition Validation Errors User Defined Options cccccccceececcceeeceeeeeaaaaeeeeseseeeeecceceeeeeeeseeuaaasseseeseeseeeeeees 31 TOPACA ON crer poeta doe teXacedausebeat aateaea
61. eferences and the other is for defining captions for user defined fields February 2015 Page 70 POPS 6 5 User Guide Help for POPS Help desk Q For Technical support please contact the ICS Customer Support Help Desk at 398 3398 or support ist mcgill ca for assistance QO For questions relating to the content of POPS requisitions please contact the HR Service Centre at 398 4747 or pops hr mcgill ca for assistance February 2015 Page 71
62. es The screen shot below presents a requisition about to be replicated E 11 Requisition List l Ioj x On Selection Open reguisition tor editing M Close this window on selection O Replicate and open as new requisition List Requisitions of Type Pa ments Payment Requisitions ul Reg Type Date Prep Payr Date Org Mo Transmitted Comment 299 2005 03 21 2005 03 24 100049 2005 03 21 Non Academic payments ae 2005 0316 2005 03 24 100049 2005 03 16 Non Academic payments 2005 0508 2005103415 100049 2005 05008 Over Undertine Non Academic 2005 05003 20050340 100049 2005 03 03 Non Academic payments ACAS 2005702720 z004 100049 200S 0AA MCAS 200502416 200502 24 100049 2005 02 16 Non Academic payments _ HOYT 20050206 20050245 00049 2005 0208 Over Undertime Non Academic MCAS 200502003 20050240 100049 2005 0203 Non Academic payments 290 MOAS 005 01 20 2005 01 r 00049 2005 01 20 Mon Academic payments 209 MOWT 4005 01 06 2005 0145 00049 2005 01 106 Over Undertime Mon Academic 200 MCAS 4005 01 006 2005 0145 00045 2005 01 06 Mon Academic payments 20r MCAS OO4AN 244 O04 246 0049 20044244 Non Academic payments Opening a Requisition A previously created and saved requisition can easily be opened If the requisition has not been transmitted through the opening of the requisition existing data can be changed added to and deleted If the data has been transmitted a req
63. f the element is not valid a validation error will be returned Each of the elements is checked independently and as a valid combination for that fund If either is invalid you will not be able to transmit If Activity and Location are not used please leave them as 6 zeros respectively February 2015 Page 58 POPS 6 5 User Guide Trades amp Services Casual Staff Payment Field by field clarification 210 xi mm 3 Trades Services Payments Requisition List Payment Userinfo POPS 6 5 Trades Services Payments SSSA Merl ID Edit KNAPPSDerekmr 150122363 Job Desc Tennis court maintenance SJN 498 534 981 Comment cL kN work Category Ref 416 yyyyimmidd a U Trades amp Services From 2009 11 09 ee Casual Payment Trades amp Services To 2009 11 13 No Hours x Rate x OT Factor 3 00 13 35 E Gross 40 05 Vacation Pay CE ClCH Rete ga Union Code amp Govt Prog Ref No Dues Casual T amp S payments Single Payment Code UP CSN UOS S30 z Dues x Both fields are eae ae ary required Mat JSick Leave Funding Replacement McGill ID E PSN union dues will Account Program Activity Location be calculated on cc 159303 0004 600146 4105 fooooo0 foooo00 payment Employee Name Although this box allows you to alter the spelling of the employee s name you are about to pay the proper method is to change
64. for the person or delete the person On the User Profile it deletes the active POPS user On an Open requisition it deletes the active payment if the List or Payment tab is active or deletes the entire requisition if the Requisition tab is active Undo changes within a field Must be done before tabbing out of the field Save changes Changes made to a record are always saved when the form is closed or when you navigate to a different record within the form Note that changes to a field are never saved unless you move out of the field by pressing the Tab or Enter key or by moving to another field via a mouse click Use the Save button to save changes to a Person or Profile record before using it with a requisition February 2015 Page 10 POPS 6 5 User Guide Populating the User Profiles File Requisition Header Information The User Profiles file contains information about the person creating the requisition If several persons are authorized to create requisitions a separate record can be created for each person Additionally if an individual is handling payments charged to different FOAPALS and or tracks payments by course etc the use of multiple User Profiles can be very beneficial in that it greatly simplifies the creation of a Requisition Header and the defaults that come from the User Profile The hand is used to drag the profile over to the requisition User Profile McGill ID number is mandatory This number
65. h it does make it much easier each time you wish to create a new requisition When you start a new requisition you will add a new requisition to the Requisition List The requisition contains information about the department unit requesting the payment when the payment is to be issued and who created the requisition A single requisition can be used to request many payments Each requisition will therefore contain a list of payments to be made to employees POPS requires that you first create an employee within the Employee List before adding a payment for that employee to the requisition To create a payment you first have to create the Person Requisition and Payment details in POPS The data would then be transmitted electronically to Banner Payroll POPS itself has no built in security However only pre authorized individuals will be able to transmit POPS data to Banner Payroll These individuals will be identified through their McGill ID and Banner password POPS Transmission Authorization Pre authorized means that the department unit has authorized specific individuals to create transmit and review POPS requisitions These rights which can be revoked are assigned to an individual Each individual may be assigned to one or more Organization codes With Org rights the individuals are permitted to charge payments to a FOAPAL that contains an Org to which they have been assigned rights Banner POPS Authorization Request forms can be found a
66. he Gross pay If Hours and Rate are not specified then Gross must be completed If both the Hours and Rate per hour are specified then they must cross balance to the Gross pay A Gross pay of 0 00 will cause an error The Hours worked and Hourly rate cannot be left blank if an Admin amp Support Non Academic staff reason code 1s picked February 2015 Page 52 POPS 6 5 User Guide OT Factor By default the value is 1 It is only intended to be used in very special cases where payment for extra hours overtime must be paid Here one can use 1 5 or 2 for a factor The system will calculate gross as Hours times Rate times O T factor e g 20 hours times 12 00 times 1 5 will pay 360 00 Vacation Pay Rate For most of these payments the code is automatically set to N or must be set to N as the employees are regular staff and already carry vacation entitlement associated with their regular position Setting the flag to 4 will cause the payroll program to automatically add 4 of the gross amount as vacation pay Royalty and T4A payments must never have 4 vacation pay added The same would be true for Stand By and On call and other specialty payments True Academic and Admin amp Support Non Academic staff casual work type payments can have 4 added but please double check the application of 4 If in doubt check with your HR Advisor You may wish to refer to the write ups in the Academic and Admin amp Support Non Academic staff sect
67. in the hourly rate from the employee s job as shown in Banner For all other payment types both Hours and Rate per hour are optional but if specified must cross balance Hours times Hourly rate to the Gross Pay amount A Gross pay of 0 00 will cause an error except for payment types UA and US Undertime Banner terminology is DOC pay should be specified as negative hours OT Factor By default the value is 1 It is intended to indicate the Hourly rate is factored to 1 5 or 2 times the Hourly rate be it defaulted from the Banner Job or specified on this payment If Hours and Rate are specified the system will calculate Gross pay as Hours times Rate times O T factor e g 20 hours times 12 00 times 1 5 will pay 360 00 Where only Hours are specified the pay cheque calculation program will factor the employee s normal hourly rate by the Factor specified Vacation Pay Rate This is normally left at the default but can take on the value of N 4 6 8 or T The payroll program will automatically add the specified vacation percent 4 6 8 or 10 T of the gross amount as vacation pay Setting the rate to N is the normal case for premium payments and where the employee is a regular staff member and vacation pay is not applicable Union Code and Dues This defaults from the respective employee in the Person object but can be overridden by the POPS user As well it can be set to Not Applicable NA if a payment is completely out of sco
68. ions for more information on the use of vacation pay Position ID and Suffix For all miscellaneous payments it is essential that the employee s current Banner Position and Suffix number be shown The Position and Suffix can be obtained using Banner NBAJOBS The payment will be attached to the job If the employee has more than 1 job then allocate the miscellaneous payment to the applicable job Course Credits For Course lecturer payments Work category X and F only this box must be completed with the appropriate number of credits e g 3 0 It should be noted that this method of payment should not be used to pay course lecturers on an on going basis The Course Lecturer Contract via MINERVA with payments on a bi weekly basis is the proper vehicle for this type of payment E l Hours Factor This is only to be used by very selected areas that have reached an agreement with Payroll In essence the hours worked times Hourly rate that provides Gross pay are not the same hours to be reported for EI purposes Again check with the Shared Services Unit Payroll Specialist if you think your payments fit this situation Reason For the special Admin amp Support Non Academic staff payments that might exist a reason has to be selected from the following choices The reason identifies the employment condition under which the Admin amp Support Non Academic staff casual is being paid The reason indicated will be validated and monitored for Admin
69. isition header with override capabilities for each element The Push Pin causes No Hours and From To dates to be replicated to the next payment This facilitates processing of many similar payments Process Enter the information for the 1 person and then click on the push pin As you drag the next person over for payment this data will be replicated The push pin stays on until you click on it again to deactivate it Each payment is assigned a Payment Reference number see number 1814 above This a sequential number assigned to each payment regardless of requisition type For a given Work category a limited number of Payment types are available Please see the Payment details section of this manual for a detailed listing of each of the fields for each of the different requisition types February 2015 Page 26 POPS 6 5 User Guide Userinfo Tab Note The Userinfo tab is used for specifying information that you may want to track but which is not required by Payroll m 23 Academic Payments Joj xj Optional user area controlled pectaserssssseraneseeassesnts information rimi Registon Lt Payment Lu MEEEEND nn Note Not copied to Banner POPS 6 5 Academic Payments Payroll Erg T t 1 Ema Tetz Empi Numeric 1 0 Joey Studer Caption for user specific data JobTeti can be changed See Tools bTetz Options User Options eTe Po jobtets Job Numeric 1 0
70. isition tab of the Requisition form is filled with data from the default user of the User Profile file If you would like to change the Requisition information then bring up the User Profile form click on menu item Tools then User Profiles and choose a different user Make sure the User Profiles form is active click on it and then use the navigation buttons see A to get to the required User Profile record Then drag the user onto the requisition You do this by clicking on the hand see B and dragging it over the requisition title see C POPS 6 5 Academic Payments Requisition gt Payroll Date 20097 1 26 sl Req No 490 Daes yyyrinmidd Payments p o o BF a Totat 3 eu Comment Academic payments Dept Fund _ Last Hame kopsa Physical Occupational Studies Org Mo 00256 Basse s Tiie admin assisto Co aa ee Program Activ y Location a BO0024 a105 ooo ooooo0 Sephone No Birr ig P d by E Mail Addr Leonard Kopanici ca r p r Hame Mr Leonard Kopland Date Prepared f Org No Tie Admin Assistont ELE a oss E Mail Leonara Koplendmegil ca Last Transmitted Marek Account Program Actrity Location Mooi 150025874 Phone no 398 3833 a On Clone M validated Requisition wil appear in Transm window Set as detaut Fill in the from until dates if you would like these dates to be defaulted on all payments in
71. ith Jane Ms SIN 123 456 789 Chart Fund Orgn Acct Prog Acty Locn Proj 1 100001 99999 600028 1000 000000 000000 Rea Org 99999 pay date 26 NOV 2009 E Pay Freq EW Req No 123 Payment Ref No 456 From 92 NOV 2009 To 06 Nov 2009 E Work Cat C PaymentType NC Form Id NC Hours 10 00 Rate 1000 Gross 100 00 Vac 4 Position BNUC99 Suffix 01 Ovt reason Ovt Factor 1 CPM E Repl ID oOo Mat Sick Lve Fund Req Credits Single Payment EI Factor EI Deemed Hrs Gov Prog Code W Gov Prog ID 6789 Comment Union Job title Clerical Work Study Student et ie lt I gt Ir Form Srce P Transmit Date 16 NOV 2009 E Rrpl Req Ind oO Created by 160000000 Test John Mr John Test megillca Transmitted by 160000000 Test John Mr Deleted by 0 D Version 6 0 WS Date ws Status Hrs Applied Unique Number 1111111 _ Copied to banner 23 NOV 2009 Job Checked in Banner 47 NOV 2009 Payment Confirmed B Checked Banner ID f Special Pymt Appv Date No of records 4 PHAMTIM shift A Pay event 2009 BW 24 CPM week 2009 11 45 Earn Code 141 Fin manager id UFE Finance Approval rts Approval comment Do E valid FOAPAL Ben Date Empl Pidm 60000002 February 2015 Page 65 POPS 6 5 User Guide Printing POPS Reports POPS comes with three reports Click on the Reports menu item to see the Reports form The 3 reports available
72. may span over many academic terms or even a year Note It must be noted that regardless of what dates are specified in the From and To fields the payment will be allocated to a single pay period attached to the Date to be Paid For example if the Date to be paid is selected to be Thursday November 26 2009 all casual payments will be allocated to the pay period associated with this pay date The pay period will be Sunday November 1 2009 to Saturday November 14 2009 Itis very important that payments are submitted to match the proper pay period If this is not done for example choosing to make a February 2015 Page 40 POPS 6 5 User Guide substantial single payment that covers many months our payroll program will annualize the payment by multiplying the payment by 26 to obtain an annual salary these are government rules for tax rate purposes A taxable payment of 1 000 will assume the person to be making 26 000 a year and will be taxed accordingly Similarly Employment income for E I reporting will be allocated to the wrong pay periods To avoid over taxation and the incorrect reporting of E I be sure to submit payments for the pay period that they are due In addition to existing date validation the following new rules have been added to payment From and To date validation From date gt today less 12 months i e no more than 1 year old To date lt today 12 months i e no more than 12 months into the future To
73. n Academic Payments Mel ID Eat courpistepnenmr a farsen Job Desc anthropologist O SIN 299299998 comment co Payment Type Ret a2 yyyyimmidd 5 Casual Payment Non Academic Stati Y From 2009 11 09 Work Category T Technical zi Tor 2009 11 13 No Hours x Rate x OT Factor 20 00 28 50 fi Gross 570 00 Vacation Pay eee Govt Prog Wor Work Study Ret No 12548 coos rome J Reason Es Students Met Sick Leave Funding Replacement mecca Fund ire Account Toe Activity m Employee Name Although this box allows you to alter the spelling of the employee s name you are about to pay the proper method is to change the spelling in the person list McGill ID SIN and CL Itis assumed that these fields were properly completed in the Person List and do not require a change in the payment requisition CL holds the 1 two letters of the employee s last name Everything possible should be done to ensure that each payment has a valid McGill ID and SIN before transmitting the payment requisition Payments will be accepted without a McGill ID and or SIN but will not be processed until the required information is received As well we are counting on you to update your POPS database before the next payment is submitted with the correct McGill ID and or SIN Failure to do so may result in payment delays Job Desc This field is completely free form but must be complete
74. nd Excluded staff E 13 Non Academic Over Undertime Requstion List Payment userinto POPS 6 5 Non Academic Over Undertime _ MeGill ib Eat aTwoonrConniems J Ficooo0130 Job Desc Administrative Secretary SIN 278 246 230 N fn Payment Tyne Ret 3 vyyy um id From 2009 11 01 Work e EA s No Hours x Rabe x OT Factor E 12 50 15 00 BEE E Position identifier roo eae on sufite 01 Rate gt Singe Payment T Reason Due to Workload ee Replacement McGill ID Organiz Account Pr a Employee Name Although this box allows you to alter the spelling of the employee s name you are about to pay the proper method is to change the spelling in the person list McGill ID SIN and CL It is assumed that these fields were properly completed in the Person List and do not require a change in the payment requisition CL holds the 1 two letters of the employee s last name Everything possible should be done to ensure that each payment has a valid McGill ID and SIN before transmitting the payment requisition Payments will be accepted without a McGill ID and or SIN but will not be processed until the required information is received As well we are counting on you to update your POPS database before the next payment is submitted with the correct McGill ID and or SIN Failure to do so may result in payment delays Job Des
75. ner If you encounter problems in this area please contact the ICS Customer Support Help Desk at 398 3398 or support ist mcgill ca In addition to McGill Id and PIN validation before transmission takes place every payment is examined to ensure that the Org specified is an Org that the transmitter has been granted authorization to process by the Department Head Chair If one or more payment Org s are invalid none of the requisitions will be transmitted Should this happen correct the Org of the requisition in question or if the Org is a valid one but you as a transmitter have not been granted rights to it have the Department Head Chair add the transmitter to the POPS Authorization table See section at the front of this manual for more information on POPS ORG Authorization Once the requisitions have been transmitted a confirmation screen is presented to the user To confirm that the data is in Banner use the Banner form PYAPOPS February 2015 Page 63 POPS 6 5 User Guide See transmission screen shots below starting with the select requisitions for transmission OMA Se Select requisitions to transmit to the Select All Banner Collection table Number of requisitions currently selected 1 Unselect All Req Type DatePrep Payr Date Org No Comment AS 2001 0110 12001 0315 00256 INon Ac ademic payments 53 INCAS 2001 01 08 2001 02 15 00094 on A cademic payments 39 INCAS 200041249 200101800111 Non Academic payments
76. nerated to view all payments within a department unit by individual by pay date by FOAPAL etc Below 1s a pictorial representation of the POPS data flow Banner Payroll User Profile collector table Step 3 Through Reports and Banner Form PY APOPS users and other areas review and approve the payment data Transaction can be deleted Payment details Step 1 Authorized users create a Step 2 Authorized users transmit payment requisition from employee requisition s from POPS to Banner timesheets and other payment request Payroll Note The transmitted data is placed into the PY APOPS Banner collector table It handles one time payments with a single FOAPAL per payment February 2015 Page 3 POPS 6 5 User Guide POPS software and tables POPS is an in house developed software package POPS provides three screen forms to maintain information that is stored in a database consisting of four main files POPS Form Database File User Profile Where you keep track of payer departmental unit information which will Proriile appear on a requisition Where you keep track of employees that you will pay with onetime payments Where you keep track of requisitions that have been created Requistion Requisition The individual payments made to employees appear on the Requisition form Payment but are stored in a separate database file You do not need a User Profile in order to create and transmit a requisition althoug
77. nges click on Apply changes and the changes if any will be rippled into the respective payments One can similarly change the To date February 2015 Page 23 POPS 6 5 User Guide Note The user has the option to change the From date of any payment to one of their choice by simply overtyping the From date to a new date x Requisition List Payment Userinfo POPS 6 5 Academic Payments Requisition Payroll Date 2009011126 Req Mo 492 Dates ayaa Payments 1 From 20094101 Total r5 00 Until 20050205 et Convert payment dates x Values for From dates tound in payments in this requisition can be changed ta the suggested values or you may change the value to a date of your choice Remove the check box to prevent changes to payments containing the indicated From date Payments with From date Change From date to Change 2005 01 30 200911401 Apply Changes Cancel With a little experimentation this can be a powerful feature to assist our users with payments where from pay to pay most of the individuals being paid are the same but the From and To time span has increased February 2015 Page 24 POPS 6 5 User Guide List Tab The information on the List tab is the same for all the requisition types It contains the list of people to be paid You can position your cursor on a particular person and then click the Payment or User Info tab to modify the information for th
78. not limited to 2 Salaried bi weekly pay cycle which covers the following groups e Academics Management Executive and Excluded staff m 16 Miscellaneous Payments Reqistion List Bayment Userinte Lidl 6 5 Miscellaneous Payments edit atHensmargaretws ax 453789 Job Desc Researcher O SIM 299 999 998 Comment CL JAT Payment Type Ret 4 yyyyimm idd Al Specia Academic Payment Frome 2009 11 01 Work Category 6 Course related non teaching 7 Tor 2009 11 15 No Hours x Rate x OT Factor 3000 25 20 h Gr ss 756 00 Vacation Pay Postion IO Sutfic Course Credits ElHrs Factor Rate n foo foo Single Payment Reason steele Ee Replacement McGill ID Furg Account Program Location Caution This form is used to add an additional authorized payment to an employee holding a bi weekly paid position The term authorized is the key word here All such payments will be carefully monitored Miscellaneous payments can be made for a variety of reasons A number of examples are given below but needless to say payments of this nature will be carefully monitored to ensure their validity They will be paid bi weekly and will be added to the employee s bi weekly cheque for the employee s Appointment Form payments e Special Academic and Special Admin amp Support Non Academic staff casual type work payments These payments are the same as the Academic and A
79. nspabaaessenscadaasebeaiianteoeansoabdestsanceadassabanissateresaspataeessaneendeoss 31 Kogurio COON Siecccscceecacevscesececcscuesescccaccerdessuserseveenicecsesessseccecccucsusaa sursssuscecseuesssaqeneassdessanerssecescnesoucssuecenescsssesesssecceceesss 32 Requisition Deletion Caution use With Care ccccccccccccsssssssssssssseeececceeeeeeesseaeaeeeesssseseeeeeeeeeeeeeeeseesaaaessseeseeseeeeeees 32 February 2015 Page 1 POPS 6 5 User Guide REQUISITION REP CAO nisicacncaciecsuceteton a E O N 32 O pemine a REGUS UON siise a eee ei eee cee ae eed 33 Openine a Previously Transmitted Requisition x senstae cxsiend snk aE veneers E AE EA 34 Changing the Transmitted status of previously transmitted requisition sssessssseeeececeeeeceeeeeaaeseeesessseeeeeeeees 36 Removing a requisition from Transmitted Status cc ccccsssssssssssseeeeeccceeceeeeeeaaasaseessesseeeeceeeeeeeeeeseeasasssseseseeeeeeeeeess 38 Payment Details instructions rules and edits per Requisition type cccccssssssssssssssssssssssssssssssssccccccsssssees 39 Academic Casual Payment Field by field clarification cccccccccccccccccccecceeeeeeesssseseeeccccececeeeeesaeaassaseseseseseseeeees 39 Admin amp Support Non Academic staff Casual Payment Field by field clarification ccc ceseesssssesseeeeseeeeees 43 Admin amp Support Non Academic staff Over Undertime Payment Field by field clarification
80. of a Delete or On Hold status and the reason for it The approval comment area will also identify key information February 2015 Page 4 POPS 6 5 User Guide Input Data for POPS Casual Employee Timesheets To assist departments in controlling casual one time payments departments may avail themselves to Time Sheets found at the following link for the Academic and Admin amp Support casual staff http www mcgill ca hr employee services getting paid timesheets These timesheets specifically address the payment process through POPS along with space for full FOAPAL information The casual employee is expected to complete this form on a weekly basis and submit it to their supervisor for approval These timesheets should be given to the person responsible for submitting the casual payroll through POPS on a bi weekly basis Bi weekly hourly Casual Payroll cycle The casual payroll forms are processed and paid through our bi weekly payroll with payment every 2 Thursday The pay cycle itself runs every 2 week regardless of holidays etc A given bi weekly pay period runs from a Sunday to Saturday over a two week period For one time payments departments are expected to enter and transmit their payment data through POPS on the Monday or Tuesday immediately after pay period end date All areas concerned are expected to use Wednesday through Friday to review and approve the transmitted data The payroll is run on Friday and transmitte
81. only to be used 1f specified under the weekly by a collective agreement paid Trades and You must be certain as when Services Collective to use N agreements Please note that the McGill ID for the person to be paid and if applicable the Replacement ID is always a 9 digit number The number can be found in Banner using form GY ASINS This form has extensive query capabilities If the person to be paid is not in Banner then a Personal Data form PD form has to be completed by the employee and submitted to the HR Service Centre by the department unit as quickly as possible An abbreviated example of Banner s GY ASINS is shown below Until an ID number is assigned leave the McGill ID blank Once the ID number has been created by the HR Service Centre an automated e mail will be sent to you so you may update your POPS database with the information Please note If the same individual is listed more than once you must use the number of the record where the Chg indicator is blank as this is the most current record This is a scrollable form where more columns are available The hand shown on the selected job job 2 of 3 will be used to drag the job information over to the payment requisition February 2015 Page 14 POPS 6 5 User Guide A sample of Banner form GYASINS follows As well following the GYASINS form some of the fields on this form have a more detailed explanation EN McGill University Person Search Form SIN GYASI
82. pe of the person s collective agreement Associated with each union affiliation code is a Union Dues switch of Y or N If union dues are to be charged on this payment then the switch must be set to Y If the switch is set to N then our payroll cheque calculation program will ignore this payment for union dues The proper use of N or Y is found in the respective collective agreement or can be obtained from your HR Advisor or HR Employee Relations February 2015 Page 57 POPS 6 5 User Guide Position and Suffix In Banner all payments are tied back to the employee regular job These two fields default in from the respective employee s Person Object but can be overridden at the payment level As our payroll cheque calculation links these payments back to the employee s job and may also obtain the employee s normal hourly rate from the Banner job it is essential that the correct Position and Suffix number is specified It should also be noted that in the exceptionally rare cases where an employee may have more than 1 job any adjustments must be split proportionally between each of the jobs Government Program and Ref No POPS supports the reporting of payments partially funded by either the government and the university through Work Study and SCPP formerly SEED If you have pre approved funding support select the appropriate program and complete the Reference number This data will automatically be picked up and matched to your app
83. profile in succession 3 Click on the Add button or click on menu Edit and then chose Add or press Ctrl Ins any one of these three methods will create a blank record 4 Fill in the information 5 Ifthe user you entered is the one that is used most often then click on the Set as default check box If you would like to add another person repeat steps 3 to 5 Note In this version of POPS one cannot use the Replicate feature to bring a new User Profile forward with copied data The Account code of the FOAPAL must start with a 6 Activity and Location codes can be alphanumeric February 2015 Page 12 POPS 6 5 User Guide Populating the Person List File with Employees to be Paid In most cases an employee is paid on several requisitions over a period of time The Person List file contains the information that needs to be supplied on a payment Once you have added an employee to the Person List file all you have to do is drag the employee s name into the requisition folder to create a payment for that person The Person List file offers several fields that POPS does not use You can use these fields for your own purposes The names attached to those fields can be changed by going to the TOOLS menu and choosing OPTIONS then USER OPTIONS Select the User Captions tab and change the names in the white boxes Click on menu item Tools then click on Person List This will bring up the Person List form This form has four tabs Scrolla
84. program and complete the Reference number This data will automatically be picked up and matched to your approved application and should result in a funding transfer to your FOAPAL for the portion governed by the program The use of Work Study and SCPP requires a numeric Reference number If the employee is to be paid from more than one government program it is important that you create a payment for each program For each program identify the program reference number hours rate gross and FOAPAL Re imbursement will be based on program and payment there from Mat Sick Leave Replacement Funding This should only be selected if the payment is for an individual replacing a regular employee on mat sick leave and if the HR Service Centre has agreed to fund the payment In conjunction with this box the Replacement McGill ID must be specified The HR Service Centre will automatically examine all such requests and where leave replacement is approved the office will change the FOAPAL to one of their own FOAPAL s Replacement McGill ID This field should only be used to indicate the ID number of the regular staff member away on leave as well as where the leave replacement funds are being requested from FOAPAL The FOAPAL elements will default from the Requisition Headers but can be overridden by the POPS user for a given payment Each FOAPAL element can be used however it must be one to which you can charge salary February 2015 Page 61 POPS 6 5 U
85. rainees Award Certification Form cccccccssssssssssssseeeeeeeeeeeeeeeeeaas 7 SS POPS OE A A E A A A N A A A AA E 8 Using the POPS Navigation Facilities menus ssescceceeeoccoscssssssecccceecccccccososssssssececccccecccososssssssesececocccecsssssssssssseceee 8 I a CU Sos E E cc cloacae cel E E ETE E ous edo E E E E see 8 TOON ai BUNS sse E EE i 9 Populating the User Profiles File Requisition Header Information sssssssssscsssssssssessssssssssssssssscscsscssssssssee 11 UROTE e E E 1 Adding an Entry to the User Profiles File sscecoussaxacstorececanmconassessceesmnsantaslebortenamaconaduaoscuesenbansee sesetacentcenadsancteesenssaneas 12 Populating the Person List File with Employees to be Paid eeeeeeeeccccccssssssssccccececccccocsssssssssescecccececccsssssssss 13 Adding a Person to the Person List File ssevcssascnssnetcevectaaidacnvesdaesbonieautasicasceaaidassaneuencteniansntesdcancaaai ae aE Gai 17 POPS Support for Employees with Multiple Job profiles ccccccccccccccssessssssesesseeeecceeeeeeeeeeeeeaaaasssseeseeeseeeeeees 17 Creating a Requisition of Employees to be Paid ccccccccccsssssssssssssssssscccsccccccccccccccccscsssssssssccssssccccccsscsssssssssssees 18 MS UUM FGM MOA cca crs cece E esc teh cine eee eters E tence aos sens ace accent mad oees aenstsntes 19 Requisition Header Additional Comments 0 0 cccccccccssssssssesssseeeececcceeeeeeeeeaaaaeesssseseeeeeceeeeeeeeesaessaassssseeeeeeee
86. roved application and should result in a funding transfer to your FOAPAL for the portion governed by the program The use of Work Study and SCPP requires a numeric Reference number If the employee is to be paid from more than one government program it is important that you create a payment for each program For each program identify the program reference number hours rate gross and FOAPAL Re imbursement will be based on program and payment there from Mat Sick Leave Replacement Funding This should only be selected if the payment is for an individual replacing a regular employee on mat sick leave and if the HR Service Centre has agreed to fund the payment In conjunction with this box the Replacement McGill ID must be specified The HR Service Centre will automatically examine all such requests and where leave replacement is approved the office will change the FOAPAL to one of their own FOAPAL s Replacement McGill ID This field should only be used to indicate the ID number of the regular staff member away on leave as well as where the leave replacement funds are being requested from FOAPAL The FOAPAL elements will default from the Requisition Headers but can be overridden by the POPS user for a given payment Each FOAPAL element can be used however it must be one to which you can charge salary payments The Account must start with a 6 The system will validate each element of the FOAPAL against Banner FIS once the requisition is closed I
87. ruary 2015 Page 29 POPS 6 5 User Guide Push Pin on the Payment Tab Paying several people who worked on the same project at the same time is especially easy with POPS Create the first payment and set the Number of hours rate and from to dates Then click on the Push Pin see B on the above diagram Every payment that you add to this requisition will automatically have the same hours and from to dates the rate will be taken from the Person List as the currently selected payment Payment Reference number Each payment regardless of requisition type is assigned the next sequential number as its Reference number The number appears just to the right of the Payment type on the payment tab Upon the closing of a requisition which invokes the POPS validation routine if there are errors a given error will always identify the payment in error through its reference number The reference number is copied to the Banner collector table Replicate Payment Function It is quite common to pay one person for several weeks work with the same hours and rate The POPS Replicate function makes this easy Create the first payment by filling in all of the required fields Click on menu item Edit then Replicate or just press both the ctr1 and R keys ctr1 R key combination The payment information is automatically copied into a new payment record with the payment From and To dates automatically adjusted to one week later The payment information being
88. s However each form has its own specific requirements and edits The payment tab is used to enter the particulars of the person such as person info hours worked etc who is receiving the payment Below we present a casual one time payment form The Payment tab contains the details on each payment for an ee Jor individual There may be any Requisition List Payment Userinfo number of entries Each of the forms has its own format POPS 6 5 Academic Payments requirements and edits McGill ID Edit NOBLE Rick NelsonMr faso 271563 l Pick the most appropriate category Job Desc Student SM 599 599 998 Comment le ne Payment Type Ret 1814 Graduate Student Assistant For Admin amp Support Non Academic staff forms the Am 2003 9 1701 date must span a single week J2oogn1i4 starting on a Sunday and ott ending on a Saturday For all other forms it must span the Vacation Pay pay period e g bi weekly or Rate ER weekly irk Category 4 Student Related York o Hours x Rate x OT Factor 10 00 T 50 1 Gross f3 00 Lingle Payment Course Credits 0 0 El Hra Factor 0 0 Unless it is a scholarship payment you at Sick Leave Funding Replacement McGill IE must have a reason for not adding 4 m gt yacation pay Fund Organiz Account Program Activity Location 100001 ooso4 600024 a105 ooo ooo000 Defaulted in from Requ
89. s area e g Departments Units Research Financial Management Services Office of the Budget Human Resources Service Centre and Payroll Friday week 3 Monday thru Wednesday Thursday Bi weekly hourly Bank deposits are transmitted to the bank and Pay date Funds payroll is run cheques deposit slips prepared for distribution in bank account Please Note It is very important that POPS one time casual payment entries are assigned to the proper pay period by entering the data during the required time frame If the cycle is missed then payment can only be made during the next pay cycle which may be up to two weeks away Furthermore as the bi weekly hourly pay period has its own specific start and end dates all payments within a pay cycle are assumed to belong to this pay period If in fact a given payment belongs to another pay period or even a number of pay periods the Human Resources Shared Services Unit will have no way of overriding this As such it will most likely have an impact on the employee s pay cheque for deductions such as federal and provincial tax and QPP As well Employment Insurance reporting on the Record of Employment at the time of termination will quote the wrong dates Again please be sure to allocate the work performed to the proper pay period The pay periods are well publicized and can be obtained from the HR web site at http www imcgill ca hr employee services getting paid schedules Bi weekly salaried
90. ser Guide payments The Account must start with a 6 The system will validate each element of the FOAPAL against Banner FIS once the requisition is closed If the element is not valid a validation error will be returned Each of the elements is checked independently and as a valid combination for that fund If either is invalid you will not be able to transmit If Activity and Location are not used please leave them as 6 zeros respectively February 2015 Page 62 POPS 6 5 User Guide Transmitting Requisitions to Banner Transmitting casual and one time payments to the Banner POPS collector table To transmit one or more requisitions to the Banner POPS Collector table follow the steps below Click on menu item File and then Transmit Payments to get this form In this case there was only one requisition to transmit You can select one or more requisitions using standard windows selection methods Q Click on an item to select it and then press the Process button Q Ctrl Click on more than one item and then press the Process button Q Click on one item and then Shift Click on another to select these two items as well as any in between them and then press the Process button Once the requisitions have been selected and the Process button has been pressed the transmitter will be prompted to identify themselves with their McGill ID Banner ID along with their PIN If the combination is not valid you will not be permitted to transmit data to Ban
91. single payment that covers many months our payroll program will annualize the payment by multiplying the payment by 52 to obtain an annual salary these are government rules for tax rate purposes A taxable payment of 500 will assume the person to be making 26 000 a year and will be taxed accordingly Similarly Employment income for E I reporting will be allocated to the wrong pay periods To avoid over taxation and the incorrect reporting of E I be sure to submit payments for the pay period that they are due February 2015 Page 60 POPS 6 5 User Guide In addition to existing date validation the following new rules have been added to payment From and To date validation From date gt today less 12 months i e no more than 1 year old To date lt today 12 months i e no more than 12 months into the future To date gt From Date Hours and Rate and Gross Hours and Rate are mandatory for payment type TA Casual pay and TG very exceptionally undertime to correct a previous mistake For all other payment types both Hours and Rate per hour are optional If one is used they must both be given and must cross balance Hours times rate to the Gross Pay amount A Gross pay of 0 00 will cause an error Undertime Banner terminology is DOC pay should be specified as negative hours OT Factor By default the value is 1 It is used to factor the Hourly rate for overtime purposes where the rate is factored to 1 5 or 2 times the
92. sition creation for more information on this powerful feature The user should check every payment in terms of all the fields but most critically the Hours worked Rate and From and To dates Please spot check every other data field for its accuracy Payments in the list that are not to be paid this pay run can be deleted using the Delete icon and new payments can be added in the normal fashion To replicate a requisition go to File Open and indicate that you wish to Replicate one of the listed requisitions Double click on the requisition and it will be opened for you under a new requisition number It will be saved when February 2015 Page 32 POPS 6 5 User Guide the replicated requisition is saved and or closed An example follows where requisition 294 is being replicated The transmitted date will be removed and the Date Prepared will take on today s date As well the payment date will be the next available date After the requisition has been replicated the new requisition will automatically be opened Upon presentation of the newly replicated requisition should the user change the From and To dates found on the Requisition tab POPS will present a dialogue that will allow the user to automatically change the From and To dates on each of the payments contained in the requisition found under the payment tab This process is explained in an earlier section labelled Requisition tab sub section Requisition Header Changing From and To dat
93. t the following link http www imcegill ca hr sites mcgill ca hr files fm_banner_pops_authorization_request_jan2015_0 pdf Review and Editing of Transmitted POPS data After a requisition is transmitted to Banner Payroll the submitter is expected to review their requisition data in Banner form PYAPOPS In addition prior to the pay each area is expected to review all of their requisition data and match this to the payment requests Should a correction be required the area concerned will be given tools to either modify a limited number of non monetary data fields or simply delete the payment and re transmit the data via POPS It must be clearly understood that transmitted POPS data will automatically be paid unless someone stops payment Besides the originator and or the reviewing approving individual in the department unit staff in the HR Service Centre Office of the Budget Financial Services and HR Advisors can also decide that a given payment requisition or payment does not have authorization to be processed further Additionally payments that have to be reviewed by Research Financial Management Services will be assigned an Awaiting Approval status W and will not be processed for payment until the Account Administrator in Research Financial Management Services sets the status to Active A Payments with an On Hold H or Delete D status will not be processed through the payroll system The department will be notified
94. ted bicGill IC 150025874 Phone Mo 396 3939 ry On Close lf Validated Requisition will appear in Transmit window The FOAPAL is automatically copied to each payment Can be overridden Requisition Header Additional Comments Each requisition is assigned the next sequential number in the example above the requisition number is 490 The requisition number cannot be changed This number is copied to the Banner collector table and associated with each payment The Payroll date is either a bi weekly or weekly pay date These dates cannot be changed Picking a date in the future is permitted but strongly advised against Please note that picking a pay date will not guarantee inclusion in that pay run as payments may be held until approvals are given February 2015 Page 19 POPS 6 5 User Guide The User Profile is defaulted from the default User Profile Opening the User profile file and bringing over a different profile can change this To accomplish this see the User Profile section or use the Tools menu and open the User profile file Scroll to the desired profile using the First Next Previous Last icons Select the appropriate profile record and drag it on top of the requisition profile to replace the existing one The FOAPAL comes from the user profile It can be changed here It 1s automatically copied to each payment where it can also be changed The From and To dates are optional If given they are automatically copied to
95. the spelling in the Person List McGill ID SIN and CL Itis assumed that these fields were properly completed in the Person List and do not require a change in the payment requisition CL holds the 1 two letters of the employee s last name and will automatically be assigned by POPS Everything possible should be done to ensure that each payment has a valid McGill ID and SIN before transmitting the payment requisition Payments will be accepted without a McGill ID and or SIN but will not be processed until the required information is received As well we are counting on you to update your POPS database before the next payment is submitted with the correct McGill ID and or SIN Failure to do so may result in payment delays Job Desc This field is completely free form but must be completed It should carry a descriptive job title February 2015 Page 59 POPS 6 5 User Guide Comment This field is optional This box can be used to communicate additional information to one of the central offices such as the HR Service Centre Research Financial Management Services Financial Services and Office of the Budget Work Category The possible Work Categories SIFU codes are listed below Trades and Services u Unionized weekly Trades and Services payroll Payment Types The choice of POPS payment types for casual staff are listed below POPS payment code POPS Payment description T amp S Casual Staff only Casual Pay Normally
96. tudy and SCPP requires a numeric Reference number If the employee is to be paid from more than one government program it is important that you create a payment for each program For each program identify the program reference number hours rate gross and FOAPAL Re imbursement will be based on program and payment there from Reason This field must have a reason selected from the choices listed below The reason identifies the employment condition under which the Admin amp Support Non Academic staff casual is being paid The reason indicated will be validated and monitored for Admin amp Support Non Academic staff casual policy Where indicated a replacement number is also required CPM Reason Codes Admin amp Support Non Academic staff casual policy monitoring CPM Code Vacant position C Peak week gt 6hrs D Peak week lt 6 hrs Students Vacation Maternity Leave L M S STD T LTD X Extended Unpaid Leave McGill ID No of regular employee required not required for new position Mat Sick Leave Replacement Funding This should only be selected if the payment is for an individual replacing a regular employee on mat sick leave and 1f the HR Service Centre has agreed to fund the payment In conjunction with this box the Replacement McGill ID must be specified The HR Service Centre will automatically examine all such requests and where leave replacement is approved the office will change the FOA
97. ual replacing a regular employee on mat sick leave and if the HR Service Centre has agreed to fund the payment In conjunction with this box the Replacement McGill ID must be specified The HR Service Centre will automatically examine all such requests and where leave replacement is approved the office will change the FOAPAL to one of their own FOAPAL s February 2015 Page 41 POPS 6 5 User Guide Replacement McGill ID This field should only be used to indicate the ID number of the regular staff member away on leave as well as where the leave replacement funds are being requested from FOAPAL The FOAPAL elements will default from the Requisition Headers but can be overridden by the POPS user for a given payment Each FOAPAL element can be used however it must be one to which you can charge salary payments The Account must start with a 6 The system will validate each element of the FOAPAL against Banner FIS once the requisition is closed If the element is not valid a validation error will be returned Each of the elements is checked independently and as a valid combination for that fund If either is invalid you will not be able to transmit If Activity and Location are not used please leave them as 6 zeros respectively February 2015 Page 42 POPS 6 5 User Guide Admin amp Support Non Academic staff Casual Payment Field by field clarification 9 Non Academic Payments Requistion List payment Userinto POPS 6 5 No
98. uisition can be opened and edited Retransmission can be performed but must be done carefully The process is explained further on To open a requisition go to File Open and indicate that you wish to Open requisition for editing see sample below Make your changes and close the requisition February 2015 Page 33 4 Requisition List On Selection fe Open requisition tor editing i Replicate and open as newe requisition Reg kaa 293 2972 291 290 209 20g 20r 205 206 204 MCAS Mow T MCAS MEAS Mow T MEAS MCAS MCAS Mae T Mae T Date Prep a Date iii 2005 0216 2005 02 08 2005 02 05 2003501 20 2005401 06 2005401 06 20042 4 2004 1 2 06 2004 AiO 2004 1 2 06 ee eee 005 024 E 2005 0224 2005 02 15 2005 0210 2005 01 f27 2005 01 15 2005 01 1 2004 216 2004 216 20044 2 15 2004 2 15 i 0256 Mo 00045 00045 00045 0004s 0004S 00049 00049 0004S 00049 00049 POPS 6 5 User Guide Payment Requisitions 5 x m Close thia window on selection List Requisitions of Type Payments E Transmitted Comment ee eee 2005 02 20 z i Pp al 2005 0216 2005 02 08 2005 02 05 200501 f20 2005 01 06 2005 01 06 2004 21 4 2004 1 2 06 200441 Ai 2004 1 2 06 cademic payments None Aeeeenic payments Over Undertine Mon Academic Mon Academic payments Mon Academic payments Over Undertine Mon Scademic Mon Scademic payments Mon Sca
99. used to make casual payments ypically requires both Hours and Rate per hour Premia Saturday Shift PB _ Premia Sunday Shift o O o Premia zsit pe pemeve Premia Diesel T a Minimum Recall Pay S TE Minimum Recall Pay Pay banked vacation O a should only be used in exceptional circumstances TG Requires both Hours a negative number and Hourly rate TH Social benefit payment 4 TI ios Gratuities orkman s Compensation Do not use unless specifically instructed to do so From amp To Dates The From and To date will default in from the Requisition header if completed but can be overridden at the payment level Payment data should be submitted for a given week with the start and end date being within the Sunday to Saturday range These would typically be Monday through Friday Note It must be noted that regardless of what dates are specified in the From and To fields the payment will be allocated to a single pay period attached to the Date to be Paid For example if the Date to be paid is selected to be Thursday November 26 2009 all casual payments will be allocated to the pay period associated with this pay date We will treat the pay period as far as pay adjustments and casual payments to be from Sunday November 8 2009 to Saturday November 14 2009 It is very important that payments are submitted to match the proper pay period If this is not done for example choosing to make a substantial
100. y or sick leave who remains on the departmental payroll The Reason code is required when paying a casual who is performing work of a clerical technical and or library assistant under the umbrella of the Admin amp Support Non Academic staff Casual Policy Certain reason types require a replacement ID number For example a casual replacing a clerical individual on extended maternity leave would require a replacement number The Union affiliation is only needed for staff that are paid through the unionized weekly paid Trades and Services payroll Pick the appropriate union affiliation code from the pick list presented February 2015 Page 15 POPS 6 5 User Guide 2 Person List Pls This information is entirely optional It is not transferred to Banner in the pay cheque production You can use 9576665 KING Stephen King Way Inc Preset Soo ooo Underwater Street this for your own purposes such as mailing labels form letters etc Hey 24B6 514 633 3030 514 398 3733 2 Person List This information is entirely optional Itis not used in Banner payroll processing Mame KINGS Stephen May be used for local reporting processes User specific data Captions can be changed to meet user needs February 2015 Page 16 POPS 6 5 User Guide The List tab is a scrollable list of all the people you have in the Person List file It is useful for adding people to the requisition Dou
101. you would like to save the changes You will get three choices Do not click on NO unless you wish to lose all of the changes you have made to the requisition since the last save If you click on YES the requisition will be saved and closed and you would have to make the corrections later Click on CANCEL to cancel the close request You can now fix the errors and then close the form Note that POPS provides the validation messages in a scrollable form and provides a print button so that you may use a printed listing of the errors as a correction sheet Requisition Validation Errors User Defined Options POPS will normally check for errors validate a requisition when you close a requisition You can have POPS check your entries as you create them by changing the User Options setting for Requisition Validation Defaults From the menu select Tools Options User Options The Options form will appear Click the checkboxes for both Validate each entry as it is entered and Show Validation Message in Info Window to have POPS notify you of any errors you make as you enter data into the requisition The Show Validation when checked presents a dialog box prompting you to return to the field to correct the error or to skip over the error When Show Validation is unchecked the error message appears in the upper right corner of the POPS screen and disappears as soon as the mouse is moved or a key is pressed Whether or not Validate each entry as it is entered is che
102. yyyy4anardd Fromm 200501 0 Uniti 200590205 Title Admin Assistant 2005 02720 E Mail Leonard Koplandgirmecqal ca Last Transmitted Moca ID 1150025874 Phone No 398 3939 On Close Requisition will not appear in Transmit window February 2015 Page 35 POPS 6 5 User Guide Changing the Transmitted status of previously transmitted requisition Warning Please do this very carefully and only when you fully understand its impact Where you are absolutely certain that you want to re transmit a previously transmitted requisition and assuming you have made all of the required changes to the requisition do the following While the requisition is Open and in the Requisition Header tab click on the Edit menu and select On Close A sample dialogue follows El rieles AT FZ HEGO Mika iye Lies Wales Dt HE f Bikes g hask 1 ji o e era ii TE F ri T CH ik igi al Fo a February 2015 Page 36 POPS 6 5 User Guide The Edit On close will show the following dialogue Selecting Okay will leave the Transmitted date and make the requisition available for re transmission Selecting Cancel will leave the requisition as having been transmitted Change status flag EJ 9 j This Reguisition will not appear in the Transmit window after it i closed Do you wish to 7 mark this Requisition 0 that tt rejappears in

User Guide - McGill University

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