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TP Form - Université d`Ottawa

1. 106 Introduction Introduction 1 This users guide was created as a reference tool in your daily use of this system 2 An up to date version of this guide in Abode Acrobat PDF format may be viewed on the Human Resources website and downloaded Simply go to http www hr uOttawa ca forms manager documentation php 3 You are invited to share your comments and questions with us Please email lynne bouchard uottawa ca Help Do you need help with the electronic forms Contact the Payroll Sector by telephone at extension 7709 or by email at EPAF UOTTAWA CA Connection to EPAF Forms Login information related to EPAF Forms 1 How do you log into EPAF Forms Click on the following URL https web30 uottawa ca v3 uoforms default aspx What are my user id and password You can use your Banner ID or your Infoweb account How do you request access to this system By filling the Request for Access to Systems form that you will find at the following url Forms for Administrators and Managers Which section s of the form must fill 2 10 Vou must click on the requested item s from the User Roles Section as illustrated below 3 R les de l utilisateur User Roles Dans la section qui suit on doit cocher les r les requis This section is used to indicate the required roles O Donner acc s Provide access O Enlever ce r le Remove this role EPAF P3C Feuilles de temps r gulier
2. 4 Select the modification Reason Code Modification for Reduction in Hours Contract Part Time Teaching Status New Contract Modification Contract Reference 8 9 8 91 Reason Code Modification for Reduction in Hours Reason Comment Error in orignal contract New number hours 39 5 Type a comment in the Reason Comment field You must enter a comment that explains the reason why you are adding hours to the contract This contract will help the Payroll Officer to determine what changes need to be done in Banner UNIVERSITV OF OTTAWA 81 6 Optional Type the Actual Job Start Date only if you need to modify it Actual Job Start Date 17 06 2013 4 ActuallobEnd 03 08 2013 Date Job End Date Job Begin Date 16 06 2013 Process pay for past pay periods If the box is checked adjustment pay s will be created automatically there is no these periods Job Labour Distribution FOAP Percentage 1000 jj120211 61303 1001 100 Renumeration Payment Method Per Hour Number of Hour Cea mes 7 Optional Type the Actual Job End Date only if you need to modify it 8 Type the new total Number of Hours of the contract To reduce the hours of a contract you must enter the new total contract hours For example the original contract says 39 hours and you must reduce 9 hours you will enter 30 hours in the contract modification 9 Save the form 1
3. Error message Job End Date format is invalid UNIVERSITV OF OTTAWA 105 ag Note You have either forgotten to enter the job end date or you have entered it in an incorrect format Click on the calendar icon to input the job end date Error message Hourly Rate must be equal or greater than minimum wage 10 25 ag Note The hourly rate cannot be less the legal minimun wage Error message Hours Per Pay is too high for the E Class P Class combination max is 45 Note You cannot enter more than 45 hours per pay when you use the pclass 34142 to pay an employee You must either select another pclass or enter less than 45 hours per pay Error message Hours Per Pay is too high max is 95 33 ag Note The number of hours per pay cannot be more than 95 33 Modify the hours per pay Error messages specific to academic forms S and TP 1 Error message Request must have an Offer Number and a Rate Type before it can be saved ag Note You have omitted to select the rate type Select the rate and save the form Error messages in the Job Labour Distribution section 1 Error message You do not have acess to organization 120101 ag Note You do not have access to the organization entered in the Job Labour Distribution section Error Message Job Labour Distribution does not equal 100 percent current total 90 af Note The total sum of the percentages must be equal to 100 Modify the percent
4. Payment Method Per Hour ns at on apr 10 Gr arts jk UNIVERSITV OF OTTAWA 77 2 Eventhough you must use the TP form to modify or terminate it the form s data that has been modified or terminated is not directly sent to Banner The payroll officers of the Pavroll Service manuallv enter the data in Banner and change the form status to completed 3 The TP forms generates the calculation of seniority points The calculation is based on the number of worked hours therefore you must ensure to modify the form whenever there is an increase or a reduction in the hours worked You must also ensure to terminate the form whenever a professor ceases to teach The termination reason selected in the form determines whether the professor will keep the seniority points or not 4 There are four cases for which you will need to terminate a contract The following lists explains the those cases Each cases must be treated differently to please follow the steps accordingly a The course has been canceled you have not yet created the original hire form b The course has been canceled after the form was created but it is still awaiting approval Faculty Approver HR or Payroll c The course is canceled after the form the original hire form has been sent to Banner d Thetermination reason is not for a Course Cancellation Modification of contract Form modification for increase in work hours A form
5. My Forms 29 item s in your inbox 13662 pac New Francois Francine sco006 13655 LTEC New Pau David sco002_ 1aaag TP New _ Briohtside Joseph aT3001 If you open an EPAF session and some of your previous forms have not been submitted for approval you will automatically get the My Forms window If you are currently working on a form and you save it as draft you will be able to go back to it by clicking on My Forms from the left hand index TP Form and it s usage The TP Form is used to pay part time professors that belong to employee classes 1D and 1E These professors are paid on a semi monthly basis SM Following is a list of all PClass codes that can be used in the TP Form Employee Class Pclass Code Pclass Description 1E APTPUO 31400 Lecturer APTPUO 1E APTPUO 31401 Lecturer APTPUO Student 1E APTPUO 31410 Lang Teacher APTPUO 1E APTPUO 31411 Lang Teacher APTPUO Student 25 26 Emplovee Class Pclass Code Pclass Description 1E APTPUO 31420 APTPUO Applied Theory 1D Term Academic Non Union 31101 Term Professor Non APUO 1D Term Academic Non Union 31111 Term Lang Teacher Non APUO 1D Term Academic Non Union 31402 Lecturer Non APTPUO 1D Term Academic Non Union 31412 Lang Teacher Non APTPUO 1D Term Academic Non Union 31422 Term Non Union Applied Theory 1D Term Academic Non Union 36100 Lec
6. Permanent Address Open Address Wizard SA Address E 156 City Gatineau Province QC Amherst RUE Postal Code J8Y2X4 Country From Date 04 11 2011 You must enter a permanent Canadian address when creating a person otherwise you will get an error message when you try to save the form If you obtain an error message that the postal code is not valid please ensure to that the postal code is valid by going on the Canada Post web site to confirm that postal code does match the street name and number given by the candidate If the postal code exists according to Canada Post you must enter the University s business address and then send an email to inforh uottawa ca and request that an Information Agent of the Human Resources adds the correct address of the candidate in Banner The address in academic forms S and TP The address displayed in academic forms S and TP is taken from Banner when the candidate has an employee number however if the candidate does not have an employee number the information is taken from the S I S in the case of the S Form and taken from the job application in the case of the TP Form If the candidate has an international address in S I S S Form or in the job application TP Form it will not be imported into the form S or TP You will have to request a canadian address to the candidate so that you can enter it in the form S or UNIVERSITV OF OTTAWA 35 TP
7. Resets Medumigh eft TM 8 Click on Ok to confirm the modification 18 0 4re you sure you want to change the settings for this zone es 9 Click on Trusted Sites 10 Click on Sites UNIVERSITV OF OTTAWA 19 o Internet Localintraneq Trusted Sites Restricted sites Trusted sites This zone contains websites that vou trust not to damage your computer or your files Security level For this zone Allowed levels for this zone All 2 Medium Prompts before downloading potentially unsafe content Unsigned ActiveX controls will not be downloaded Custom level Default level Reset all zones to default level 11 Type https web30 uottawa ca in the box titled Add this website to the zone 12 Click on Add 13 Click on Close 20 14 Clickon Ok Internet Options You can add and remove websites from this zone All websites in this zone will use the zone s security settings Remove M Require server verification https for all sites in this zone 15 Click again on Tools from the top menu 16 Select Pop up Blocker UNIVERSITV OF OTTAWA 21 17 Select Pop up Blocker Settings Subscribe to this Feed Feed Discoverv gt Windows Update Windows Messenger Diagnose Connection Problems Send to OneNote mj uO L Univers Internet Options gt Franc tudi vot 18 Type the followin url https w
8. J Calendar Year Pay Number 4 You can combine parameters to search for specific forms For example you need to find P3C forms that have been created for a specific employee you can select the P3C Form Type and type the employee number in the Employee Number parameter 95 Filter for all form tvpes Form Tvpe P3C Request Id Emplovee Number 100300160 Last Name First Name Requestor Banner Id Approver Banner Id Position Filter specific to PSC forms Timesheet Organization Calendar Year Pay Number H 1 request found for this filter 5 The Status of the form indicates the step at which is the form The Status column contains the form status 6 You must click on the Request ID number to open the form po e pac en 3c sc w M 3C olola O Y DJPJDJ Uu 14584 14552 14551 Pac 14538 14533 14532 14410 14409 JP3C 14408 14407 14341 ma fa 14339 14338 14335 UNIVERSITV OF OTTAWA 97 7 When a form is saved a number is assigned to it The form number can be found in the upper right corner of the form as illustrated below Version 1 01 Environment Training ERC 646 HRTRAINO1 8 To find a form using it s number you must use the Request Id parameter Request Id 403 9 If you are looking for a specific type of form you can use the Form Type parameter Filter for al
9. You can create more than one TP forms using the same offer number For example you create the initial contract using a specific offer then if you must pay a large class supplemental amount you would use the same offer number but you would select the proper rate type If you must pay another amount for corrections by prof you would again use the same offer number but you would select the according rate type The system allows you to create more than contract with the same offer and rate type but it will give you a warning that a contract with the same offer number and same rate already exists UNIVERSITV OF OTTAWA 33 The senioritv points are calculated using the TP form s data The senioritv points are sent to UOHMS APTPUO once the form has a status of Completed or Manuallv Completed by the Pay When a contract termination occurs it is important to terminate the TP form so that the seniority points be removed or not depending on the termination reason For example in the case when a course is cancelled the professors keeps the seniority points however if the professors is fired the seniority points are removed The payment given to the professor is by hourly rate flat amount or by number of students you cannot pay by the number of credits Important information on Person creation If the candidate does not have an employee number you must enter the biographic information in the form to have an employee number created in Banner
10. l Error message An approver is required aS Note You have omitted to select an approver before submiting your form for approval Select the approver and click on Submit for approval hr uOttawa ca M u Ottawa Ressources humaines Human Resources
11. l The social insurance number is validated should it be invalid vou will obtain the error message The SIN is invalid You must ensure to type the first and last names using the french characters and in mixed case It is most important that the names be typed correctly because this information is sent to Banner You must ensure to validate the postal code wether an address has been entered in the system or not through a UOHMS application form Human Resources use this address to send the letter that contains the email address and initial password to the canditate Payroll Service use the same address to send the T4 T4A forms All the more reasons to validate the address Person Creation Section specific to S and TP forms ls You can create an S or TP forms even tough the candidate does note have a sin number You can save and print and have the faculty approver sign the form You will then give the form to the candidate so that he or she can obtain a sin number When the candidate comes back with the sin number you simply open the form saved in My Forms and you will be able to enter the sin number and submit the form for approval Important Information concerning the Address and telephone number 1 If the candidate has an employee number his or her address is displayed in the form and you cannot modify it However if the candidate does not have an employee number you will have to enter the address using the Address Wizard
12. Address section 1 Error message No adresses found for this postal code ag Note The postal code does not exist If Post Canada indicates that this is a valid postal please put the University s postal code enter the address of your department and send an email to inforhouottawa ca and ask the information agent to enter the current address in Banner Error message Address number is not in the selected range ag Note The number that vou have entered in the Stree Address Number is incorrect You can only enter a number between the brackets Error messages from the job section 1 Error message No Positions found for the selected Faculty Service and EClass combination Please contact Financial Planning Services ag Note You do not have a pooled position for the type of position that you are hiring You must have a new pooled position created by filling the Pooled Postion Creation Form and you must send it to Finalcial Planning Error message Time Sheet Organization is invalid aS Note You have entered an organization either does not exist of for which you do not have access Error message User does not have access to Time Sheet Organisation ag Note You do not have access to the Time sheet org that you have entered Modify it and re save your form Error message Job Suffix and Payment Method ag Note You must select the pclass so thtat the job suffix and payment method be populated automatically
13. Initial contract number if the current one has been modified or terminated Contract modification or termination reason Emplovee Name Emplovee Name Emplovee Number Emplovee Number Course Code Course Code Section Code Section Code FOAP s FOAP s charged Rate Quantity Number of hours Rate Hourly Rate Contract Amount Contract total amount Status Form status Last Activity User Last user to have done an operation on the form Last Activity Date Date on which the last user did an operation on the form Job Begin Date Actual Job Begin Date Job End Date Actual Job End date Search Tool Search Tool 1 You can find a form that has been created approved or sent to Banner To begin the research vou must click on Search 2 You have access to all forms that have been created approved or sent to Banner for all the organizations for which you have access Consequently you have access to all forms created by the other users of your unit that were created within your organization range 3 You have to access to many selection parameters to search your forms as illustrated below e Search Tool Filter for all form types Form Tvpe Request Id Emplovee Number Last Name First Name en Banner Approver Banner Id Position Filter specific to P3C forms Timesheet Organization l
14. Ro Calculate Semi Monthly Payment Information D Gross Pay for full pay period 521 kwedromew fa 64 Emplovee Information Entrv 1 Click on the Save As Draft icon from the Employee Information section Employee Information ja Emplovee Number GENERATED Current Hire Date 02 07 2012 T Employee Class 5A Home Org 121501 Distribution Org 121501 The system will automatically populate the Employee Class Home Org Current Hire Date and Distribution Org 2 Modify the Home Org if necessary 3 Modify the Distribution Org if necessary Work or study permit entry Please refer to the following illustration to enter the data on the work study permit UNIVERSITV OF OTTAWA 65 PROTECTEO WHEN COMPLETED PROTEGE UNE FOIS REMPLI B WiMMIGRATION p 7 BIRTH DATE DATE DE NAISSANCE O8 MAY 1778 COUNTRY OF BIRTH PAYS DE NAISSANCE INDIA CUENT ID IENT RE te ge x R NO PSE PEER 0 JUN te ce 1 Select the permit type using the Visa Type field Visa Type Permanent Resident Visa Number BB 123 122 123 Visa Nation Botswana Visa Start Date 01 09 2013 a Visa End Date 22 12 2016 pet 2 Enter the work study permit number as it appears on the permit using capital letters and character spacing in the Visa Number field 3 Select the country of citizenship from the Visa Nation field 4 Enter the date the permit was signed in
15. Surname St Pierre Given Name Marie Jos e Social Insurance Number 1215814781 Date of Birth DD MM YYYY 5 5 1989 EE Gender 2 Enter the Given Name using French characters and mixed cases 3 Enter the Social Insurance Number without character spacing or dash 4 Enter the Date of Birth using the format DD MM YYYY 5 Select the Gender 6 Click on Get Employee Data 52 Creation of a person additional information 1 Tvpe the Middle name if applicable Person Information Surname ISt Pierre Given Name Marie Jos e Middle Name Prefix Date of Birth 5 J 1 98 9 Gender Correspondence Language Marital Status UO Student Number 212584 Citizenship Canadian v Select the Language of correspondence Select the Marital Status If you do not know the marital status leave it to single The marital status is a required field when creating a person The person that you are hiring is a casual employee therefore there is no impact on leave the marital status to single Should the employee become eligible to benefits the status would be modified by Human Resources to reflect the real status of the employee Type the Student Number if you know it Select the Citizenship You are responsible to ensure that the hired employee has a valid working or study permit when the citizenship is not Canadian Moreover itis important that the cont
16. The svstem does not allow vou to enter an international address therefore vou will have to enter a canadian address in order to save and submit the form for approval Information related to the Job in TP Forms Many fields of the TP Form s Job section are automatically filled by the system 1 The TP Form s Job Class is filled by the Job Classification from the offer Accepted Offer 2 The Rate Types displayed in the scroll list are directly related to the Job Class field displayed in the TP Form Job Class Regular Part Time Prof _ RateType Select T eaching with senior Teaching without sel Teaching manual rat Teaching manual rat APUO prof additiona Applied Theory Large Class payment Corrections by Prof Deferred exam Accommodation Review and Appeal Law Other Course cancelled ini 36 3 The scroll list of the P Class is generated by the combination of the Rate Type and the Job Class Job a a 12 Faculty of Arts kd Facultv Service 12 Facultv of Arts w Timesheet Org 121501 OLBI Admin Adm Facultv Service The Position number and Job Suffix are generated bv the combination of the Timesheet Org and P Class code Job Creator s 3 Facultv Service 12 Faculty of Arts Facultv Service 12 Faculty of Arts v Timesheet Org 121501 OLBI Admin Admin Job Class Regular Part Time Prof a Rate Type Teaching with seniority poin P Class 31
17. Yes to confirm that you want to open the file Microsoft Office Excel The file you are trying to open tpr 1 xIs is in a different format than speci a trusted source before opening the file Do you want to open the file now 7 Click on the Office button UNIVERSITV OF OTTAWA 91 8 Select SAVEAS and select Excel Workbook Save the workbook in th macro enabled file forma Save a copy of the workb compatible with Excel 97 amp Adobe PDF 9 Type a namein the filename field File name and click on Save 92 Save As File Folder 17 08 2010 1 18 05 2010 6 File Folder 18 02 2010 8 File Folder 21 07 2009 8 File Folder 19 11 2008 10 File Folder 23 07 2009 6 File Folder 17 11 2010 11 File Folder 01 11 2010 12 File Folder 16 07 2009 10 File Folder 17 09 2010 8 File Folder 14 12 2009 2 File Folder 08 02 2010 1 File Folder 18 10 2010 10 File Folder 21 05 2010 1 File Folder 12 05 2010 6 File Folder are _ 16KB Microsoft Office Exc Fie nane Eoo ly Save ose JO E t TP Report Data Variable Name Description Request ID Form Number Offer ID Offer Number 1st Approval Date of approval by the first approver Date Contract Type Contract Type N initial contract M modified contract T Code termination contract UNIVERSITV OF OTTAWA 93 Variable Name Description Master Request ID Reason Description
18. at extension 7709 to ask them to cancel the form 73 74 3 Once the form has been cancelled create another one for course cancellation Please refer to the section Creation ofa TP form for course cancellation Modification or termination of a TP Important notes on forms modifications and terminations You can modify or terminate a TP form 1 If you need to modify or terminate a TP form you must first find it and then open it As soon as you click on Modify Contract or Terminate Contract the original contract is displayed in the Referenced Contract Details that can be found at the very bottom of the form This section does not appear on the PDF version of the 75 form Referenced Contract Details Job aa sa 12 Facultv of Arts Faculty Service 12 Faculty of Arts Timesheet Org 121511tempjN Job Class Regular Part Time Prof Language Rate Type Teaching with P Class 31410 Lang Teacher APTPUO E Class MME APTPUO Position IAT1003 Lang Teacher APTPUO Job Suffix 31 Actual Job Start Date 06 03 2013 AdualJobEnd 06 03 2013 Job Begin Date 01 03 2013 Job End Date 15 03 2013 V Process pay for past pay periods If the box is checked adjustment pav s will be created automatically there is no need to these periods Job Labour Distribution FOAP Percentage 1000 Jj121511 61301 1001 100 Renumeration
19. can be modified only when Modify Contract is displayed in the upper part of the form The form s status will determine whether the it can be modified or not If the status shows Completed you will be able to modifiv it Modified forms are not directly set to Banner A Payroll Officer is enter the modified form in Banner and will change the form status to Completed or Manually Completed by the Pay 1 Click on Search Please refer to the section titled Search Tool of the present user guide for help on searching forms 2 Using the Request ID column click on the form number that needs to be modified 78 3 4 5 Click on Modify Contract Select the modification Reason Code MAH Modification Additional Hours Contract Part Time Teaching Status New Contract Modification Contract Reference 59593 l J Reason Code Modification Additional Hours Reason Comment Increase of 3 hours to the orig contract Type a comment in the Reason Comment field You must enter a comment that explains the reason why you are adding hours to the contract This contract will help the Payroll Officer to determine what changes need to be done in Banner UNIVERSITV OF OTTAWA 79 6 10 11 Optional Type the Actual Job Start Date only if you need to modify it Actual Job Start Date 17 06 2013 4 ActuallobEnd 03 08 2013 Date Job Begin Date 16 06 2073 Job End Date i 5108 2013
20. message or nothing opens vou must modifv vour Internet Explorer to solve this issue 1 Click on Tools from the Internet Explorer top menu 2 Selectinternet Options File Edit View Favorites Delete Browsing History Pop up Blocker Phishing Filter Manage Add ons Subscribe to this Feed Feed Discovery Windows Update 3 Click on the Security tab 4 Click on Custom Level 15 16 Select a zone to view or change security settings es vs B Local intranet Trusted sites Restricted sites Internet This zone is for Internet websites except those listed in trusted and restricted zones r Security level For this zone Custom Custom settings To change the settings click Custom level To use the recommended settings click Default level Custom level X Default level Reset all zones to default level 5 Using the scroll bar bring your cursor down until you get to Downloads 6 Click on Enable for each of the three following options file downloads File download and Font download 7 Click on Ok Automatic prompting for UNIVERSITV OF OTTAWA 17 Internet Options r Promo e Automatt prompting for file downloads Disable 8 File download Disable 8 Font download Disable Prompt 8 Enable NET Framework setup Disable Enable I Miecallananie Takes effect after you restart Internet Explorer Reset custom settings
21. numbers as illustrated below ke Cheque Wizard Cheque Styles Layout 2 x Cheque No Transit No Inst No Account No 10 Certain cheque specimens do not include the cheque number The cheque number is anumber of three digits and it is usually put at the beginning of the number showing on the specimen The following illustration is an example of a specimen without the cheque number Because the specimen already contains 5 series of number you must use theLayout 1 to enter the bank info You must input zero 0 in the first box and fill the next boxes with the numbers appearing on the specimen UNIVERSITV OF OTTAWA 47 Tvpe the number zero in the Cheque No box IP Form Creation of a TP Form Click on TP Part Time Teaching from the right hand side index Entering the offer number If you know the offer number you can enter it in the Contract Offer Information field otherwise you can find it You can refer to the section Finding the offer number to search the offer number 1 Type the offer number Contract Offer Information Offer Number 23189 Retrieve Offer Details Find Offer Number 2 Click on Retrieve Offer Details Finding the offer number You can find the offer number within the form You can search using the employee number last name first name course or session code or a combination of these fields 1 Click on Find Offer Number 2 Type the search criteria in
22. the Visa Start Date using the format DD MM YYYY format or click on the calendar icon to enter the date 66 5 Enter the work study expiration date using the format DD MM YYYY or click on the calendar icon to enter the date in the Visa End Date field 6 Have you sent a copy of the work study permit to Human Resources Duties and Teaching Information The Duties Information and Teaching Information do not require any data entry from the TP form creator 1 The Duties Information indicates the group name in which the position class belongs Duties Information Group APTPUO Teaching Information Course Code FLS Section Campus Course Title Suite a un grief Course Tvpe D Max 35 students Individual attention teaching or small group inte Number of Credits a Number of Hours 119 5 Course Start Date 06 03 2013 Course End Date 06 03 2013 Faculty School Department Facultv of Arts temp Non Reg 8 2 The Teaching Information contains the course information taken from the UOHMS posting If the posting number was not entered in the offer then the Teaching Information displays what was entered in the offer 3 The number of credits is taken from the SIS if this number was modified on the posting it is the modified number that will display in the offer and on the TP form The number of credits should never be modified on the posting because it appears on the TP form UNIVERSITV OF OTTAWA 67 Insertion of a S
23. the appropriate boxes using the mixed cases in the last and first names 3 Click on Search 49 50 A Click on the offer number Emplovee Number Course Code Surname Given Name Course Section Offer Number bear fes farah passa fn fume amsema ee CS ifs EE o foroo If you have created an offer using the Application Number of UOHMS the Person Information and Permanent Address sections will automatically be populated by the UOHMS job application if the candidate is not an employee or a student If the candidate is an employee the Person Information and Permanent Address sections will be filled with information taken from Banner If the candidate is a student without an employee number the Person Information and Permanent Address sections will be filled by information taken from the S I S APTPUO Professors accumulate seniority points when teaching a course consequently you must ensure to enter the employee number of the hired professor in the offer before doing the form The seniority points can only be added when an employee number exists Offer tus Waiting for reply Waiting for reply Waiting for reply Accepted Off Waiting for reply UNIVERSITV OF OTTAWA Creation of a person 1 Enter the Surname using French characters and mixed cases T I Person Employee Search Options Create New Employee v Information Required for Common Matching
24. the svstem will modifv the Actual Job Start and End Dates and replace them with the first and last dav of the pav period of the original Actual Job Start Date 7 Click on Save as Draft Modification of the Job Labour Distribution FOAP 1 Click on Edit Job Labour Distribution Edit Delete FOAP Percentage Delete 1001 121527 63322 1001 100 gate ancel ooo sale 1001 2 Type the two first digits of your org in the Org field and select the org from the scroll list However if you need to add a research grant fund type the 2 first digits of the fund in the according box and select the it from the scroll list The rest of the cost center will populate automatically 3 Click on Update to save the new FOAP UNIVERSITV OF OTTAWA 57 Suppression of a Job Labour Distribution You cannot erase the cost if there is only one showing You must begin by creating a new labour distribution then you can delete the incorrect one 1 Click on Delete to remove the incorrect cost center Job Labour Distribution Edit Delete FOAP Percentage Edit Belete 100 121527 63322 1001 50 Edit Delete 1000 121524 63322 1001 50 2 Click on OK Addition of a Labour Distribution 1 Click on Add 58 Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1 000 121524 6 3322 E 001 25 Edit Delete 1000 1
25. 0 Select the Next Approver 11 Click on Save and Submit for approval 82 Termination of contract Creation of a TP form for course cancellation A course is cancelled before vou had the time to create the TP Form The APTUO collective agreement savs that vou must pav an indemnitv to the professor when the course is canceled after the delav prescribed bv the collective agreement Vou must first cancel the offer and then create the initial contract using the le Rate Tvpe Course cancelled initial contract not issued to pay the indemnity T The offer must have a Canceled status Click on TP Part Time Teaching Type the Contract Offer Number Click on Retrieve Offer Details If the professor does not have a University of Ottawa employee number please ensure to enter the person creation fields Person Information Surname Denis Given Name Jean M ichel Middle Name Prefix Date of Birth 9 5 1987 Gender Male Correspondence Language Marital Status Single x UO Student Number Citizenship Canadian v You must verify the Citizenship of the Professor If the professor is not a Canadian you must select the Citizenship code that matches his her status UNIVERSITV OF OTTAWA 83 6 ag Note Although the address will have been added because the candidate filled an application it is important to validate the postal code to ensure that the address entered is v
26. 121550 63322 1001 50 age C C Lex Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1000 121524 63322 1001_ 25 Edit Delete 1000 121550 63322 1001 50 i Cancel El le 121527 Explore Progra 2 Type the two first digits of the org in the Organization field and select the org from the scroll list However if you need to add a research grant fund type the 2 first digits of the fund in the according box and select the it from the scroll list The rest of the cost center will populate automatically 3 Type the Percentage applying to the new Labour Distribution 4 Clickon Insert Remuneration Section The Remuneration section is used to enter the hourly rate manual rate the number of students large class or the flat amount to be paid The selected rate type is directly associated to the hourly rate given to the candidate Some rate types will require that the hourly rate be manually entered whereas the rest will automatically populate the UNIVERSITV OF OTTAWA 59 hourly reate and you will not be able to modify it Please refer to the section Rate Type Pclass and 4 to see when you must add 4 to the entered amount 1 The Number of Hours is automatically populated using the number of hours taken from the offer but you can modify it Renumeration Payment Method Pe r Hour 188 62 If the selected rated tvpe generates a senio
27. 400 Poca APTPUO JATT0O Tecturer APTPUO The Actual Job Begin and Actual Job End dates are filled bv the dates entered in Course Star Date and Course End Date on the offer Vou can modifv those dates on the TP Form Course Start Date 19 02 2013 Course End Date 22 02 2013 9 Actual Job Start Date 05 02 2013 a Job End 55 02 2013 3 TP Cancelation to cancel a TP for which a course was canceled but for which no initial contract was created you must first cancel the offer in UHOMS and create a new contract with using the rate type Course Cancelation By creating the contract the seniority points will be sent to UHOMS if it applies and you will be able to pay the indemnity to the professor in the case of a contract cancelation if the situation UNIVERSITV OF OTTAWA 37 applies initial contract not issued Course cancelled Rate Tvpe 7 Termination contract please refer to the section titled Important notes on contract modification and termination for help on how to terminate a contract Contract Part Time Teaching Status Completed Contract Offer Information Offer Number 14934 Percon Infarmatinn 8 Contract Modification please refer to the section titled mportant notes on contract modification and termination for help on how to modify a contract Contract Part Time Teaching Status Completed Contract Offer Information Offer Number 14934 Impo
28. Process pay for past pay periods If the box is checked adjustment pav s will be created automatically there is no these periods Job Labour Distribution FOAP Percentage 1000 120211 61303 1001 100 Renumeration Pavment Method Per Hour Tmiem e DS oe Optional Type the Actual Job End Date only if you need to modify it Type the additional Number of Hours that you are adding to the contract To add hours to a contract you must enter the additional hours that will be added to the original contract For example the original contract says 36 hours and you must add 3 hours you will enter 3 hours in the contract modification Save the form Select the Next Approver Click on Save and Submit for approval 80 Form modification for work hours reduction A form can be modified only when Modify Contract is displayed in the upper part of the form The form s status will determine whether the it can be modified or not If the status shows Completed you will be able to modifiv it Modified forms are not directly set to Banner A Payroll Officer is enter the modified form in Banner and will change the form status to Completed or Manually Completed by the Pay 1 Click on Search Please refer to the section titled Search Tool of the present user guide for help on searching forms 2 Using the Request ID column click on the form number that needs to be modified 3 Click on Modify Contract
29. UNIVERSITY OF OTTAWA TP Form uOttawa Ressources humaines Human Resources Disclaimer notice This document only includes background information provided strictly for information and its content mav change without notice It does not replace the provisions of collective agreements the University s policies and practices or its official interpretations of these documents which prevail at all times For anv alternative concerning accessibilitv please contact Human Resources For more information Human Resources 550 Cumberland St Room 019 KIN6N5 Tel 613 562 5832 Fax 613 562 5206 infohr uOttawa ca Human Resources University of Ottawa Version 1 0 2527 Table of contents Introduction ts iekettikosket tapit ttir tti i iksi ke ti b pis 7 INtROGUCUION 24 E E E ee aber siemens halle essaient 7 Help Genius seance doi cree lasse neoces 7 Connection to EPAF Forms l ssssssnssssensnnsssenenssss eee 9 Login information related ta EPAF FOMnns v 2xcc0eas piers seanesdonteedesetiwsseaetarnedad en 9 CONNECTION tO Epaf FORM sis ware wa e l Av e ee 10 Error message when logging in to EPAF FOrmS iri 11 Password modifications sance misri a bonne EEE EEEE tien E eu 12 Confi urationi oi issikkat ai besi od a ajma ba i taa ele 00e 00 15 Modifying your Internet Explorer configuration 13 23 ii kie ka osseuse aa 15 Language of preference modification tis isa ika at baw nies gi deed eeutedeuad bor a 22 My Formsa
30. age s so that the total sum equals 100 106 3 Error message The percentage value must be greater than 0 ag Note You must ensure to enter a pencentage when you are modifiying adding or deleting a line from the Job Labour Distribution because the systems defaults the value to 0 Enter a percentage on the line that shows 0 and click on update Error message Cannot delete the Labour distribution At least one cost center must be assigned to the timesheet ag Note You cannot delete a line of the Job Labour Distribution if there is only one You must create a new line and save it in order to be able to delete the incorrect one Error message A Job Labour Distribution is in edit mode Please Update Insert or Cancel to continue Note You have omitted to save or update the line of Job Labour Distribution that you have either added deleted or updated Click on update or insert Error messages from the Person Information section 1 Error message User does not have access to Home Org entered ag Note If the faculty of the creator is diffrent from the faculty of the approver you must enter an org belonging to the faculty of the form creator Error message User does not have access to Distribution Org entered sg Note If the faculty of the creator is diffrent from the faculty of the approver you must enter an org belonging to the faculty of the form creator Error message in the Approval section
31. alid The address entered in the form will be used to send a letter containing the email address and initial password to the new employee The candidate might have entered an incorrect postal code in the application form so by validating it you will be able to correct it Click on the envelope on the right side of Open Address Wizard You must enter a permanent address otherwise you will get an error message when you save the form Go to the Job section once the Permanent Address section is completed Permanent Address Open Address Wizard T Address 136 Jean Jacques Lussier P City Ottawa Province ON Postal Code K1N6N5 Country From Date 02 1 2 2 0 1 0 84 7 10 11 12 If are you creating a TP form that will be approved by a different faculty using the Faculty Service drop down list select the faculty that will approve the form Job FR ae 12 Facultv of Arts x Faculty Service 12 Faculty of Arts v Timesheet Org 121502 OLBI Job Class Reg ular Part Time Prof Language 4 Rate Type Course cance P Class 31410 Lang Teacher APTPUO E Class 1E APTPUO Position AT1003 Lang Teacher APTPUO Job Suffix 00 Actual Job Start Date 01 05 2013 3 ue Job End 45 05 2013 Job Begin Date 01 05 2013 Job End Date 45 05 2013 J Process pay for past pay periods If the box is checked adjustment pay s will be created automatically there is no need to s
32. b 1 If you are creating a TP that must be approved by a different faculty using the scroll list of the Creator s Faculty Service field select the Faculty that must approve the form otherwise select your faculty Job Creator s 9 Faculty Service 12 Faculty of Arts Faculty Service 12 Faculty of Arts Job Class Regular Part Time Prof P Class 31400 Lecturer APTPUO Position AT1002 Lecturer Actual Job Start Date 01 05 2013 Job Begin Date 2 Type the Timesheet Org 3 Select the Rate Type NAINE ISNA JU1 U3 U 4 Timesheet Org 121501 OLBI Rate Tvpe Teaching with E Class a E APTPU O L Job Suffix 00 Actual Job End TE Date 31 07 2013 Job End Date 31 07 2013 Please refer to the section Rate Type Pclass and 4 to help you select the proper Rate Type Select the P Class if none appear by default 5 Modify the Actual Job Start Date in the case where the date entered in the offer is incorrect 6 Modify the Actual Job End Date in the case where the date entered in the offer is incorrect The TP will launch automatic processes to pav past paid period if the job start date belongs to a pas pay period If the selected rate type will be paid in one installment the system will adjust the Actual Job Start and End Dates in order to pay the amount in one single pay period For example if the employee has started a 56 contract on Mav 2nd and vou must pav a large class contract
33. bsent 1 Click on Preferences from the index 2 Type the user name in the Proxy User Id field and click on Save 101 102 Removal of a proxv You can remove a proxy 1 Click on Preferences from the index 2 Delete the Proxy Userid Id and click on Save fk Preferences h Language Proxy User Id Marielle Richard Error Messages Error Messages The following section of the present user guide explains the different error messages that vou might obtain the different sections of the form Error messages during the person creation part 1 Error Message Employee age cannot be greater than 100 years ag Note Vou must modifv the date of birth to solve this problem 2 Error message Name cannot be all upper case ag Note You must type the first and last names using mixed cases 3 Error message All Common Matching fields must be entered sg Note You must enter data in all the fields of the Person Creation section 4 Error message The SIN is invalid ag Note You must re enter the social insurance number because the entered number is not valid 5 Error message Employee must be at least 15 years old ag Note You cannot hire an employee that is less than 15 years old Verify and re enter the date of birth 6 Error message The Date of Birth is invalid ag Note You have entered an invalid date please verify and correct it 103 104 Error message from the
34. ck Leave TOT Termination Other reason 5 Mandatory Type a comment in the Reason Comment field 6 Mandatory Type the Actual Job End Date Actual Job End Sar 01 09 2012 al 7 Optional Type the amount given to the professor in the Rate 4 90 Incl field Leave default value to zero 0 if no amount will be given 88 10 P lease refer to the section titled Rate Type Pclass and 4 to know if you must add the vacation pav or not Click on Save as Draft Select the Next Approver Click on Save and Submit for approval TP Reports TP Report Creation Vou can extract a list of TP forms that were created between two dates Vou can extract this list in an Excel format Click on TP Reports Extracting the report data 1 Type the begin date of the period during which the forms were created Last Activitv Date Begin 04 09 2010 al 2 Type the end date of the period during which the forms were created Last Activity Date End 31 12 2010 I 1g 3 Click on Apply Filters 4 Click on the Excel Icon 5 Click on Open 89 90 Do you want to open or save this file EH Name tpr xls Type Microsoft Office Excel 97 2003 Worksheet 14 5KB From web30 uottawa ca Coen Cse Coms While files from the Internet can be useful some files can potentially harm your computer If you do not trust the source do not open or save this file What s the risk 6 Click on
35. count No 7 Ifyou have a bank letter select Bank Letter D Canada Trust Customer name SANDRA M ROBICT TDCT Account No _ 60927 004 06176280927 Transit No Inst No Account No This form is used for new direct deposits pre authorized transactions onl UNIVERSITV OF OTTAWA 45 8 ke Cheque Wizard Cheque Styles Bank Letter v 60927 004 01676280927 Transit No Inst No Account No If the bank account number that appears on the bank letter or the check has a dash in it do not write it in the boxes of the check wizard You must write numbers in the boxes and the system will apply the emplate specific to the bank Nom et adrasse du chant PAYER A L ORDRE DE BANQUE ROYALE DU CANADA BEACONSFIELD SHOPP Sa 106 BEAUREPAIRE DR RB fa BEACONSFIELD QC Adresse de l unit attribu 09361 003 514 280 7 Unit Num ro de compte 1100 DOLLARS Cheque Styles Bank Letter v 00361 003 5142807 Transit No Inst No Account No 9 If there is not enough space in the box to enter the number of one of the series appearing on the cheque or the bank letter you must simply take the rest of the numbers and put in the following box In the image below the bank account number is 05411 11 however the fourth box of the layout 2 will only allow the entry of 4 digits you must take the rest of the digits and put them at the start of the fifth box with the rest of the
36. creating the person in the EPAF Even though you are able to enter the banking information you must continue to send a copy of the blank cheque or the bank letter to Human Resources The Internal Audit Office requires that the banking information be verified by a different person than the one that entered it in Banner A Human Resources employee will verify the banking information against the copy of the blank cheque or the bank letter that you will have sent If you don t know the banking information you must select Not Available as Bank Account Type The employee will be paid by cheque until Human Resources receive a void cheque or a bank letter to enter the banking information in Banner Not Avaabe Bank Account Tvpe You have three layouts that you can use to enter the banking information if you have a cheque that has six series of numbers select Layout 1 UNIVERSITV OF OTTAWA 43 6 745 A A M M 8 J J a 4400 DOLLARS gza Cheque Styles Layout 1 v lu We as 10051 m 1006 S23 m 745 jm 91 u Cheque No Transit No It No Account No Ok cancet If you have a cheque containing five series of numbers select Layout 2 44 DATE 2 0 ey OF FY AT CUS D JAN e20 23908600 li Biesegqese Cheque Styles Layout 2 m nu 210 n pZ 23906 m 001 8125 m 925 The Cheque No Transit No Inst No Ac
37. e The last name must begin with capital letter and all other letters in lower case Do not forget to add the French accents 3 Type the First Name The last name must begin with capital letter and all other letters in lower case Do not forget to add the French accents 4 Click on Apply Filter 5 Click on the form number under the column Request ID Search by form number 1 Click on Search 2 Type the form number in the Request ID field 3 Click on Apply Filter 4 Click on the form number under the column Request ID 100 Search bv user id 1 Clickon Search 2 Type the user id IN CAPITAL LETTERS in the Requestor Banner ID or in the Approver Banner Id Banner field 3 Click on Apply Filter 4 Click on the form number under the column Request ID Approvers and proxies Approvers The next sections of the guides refer to approval of forms and the creation suppression of proxies when approvers need a replacement during their absence Electronic form approval 1 Click on the form number 2 Optional Type a Timesheet Org if you need to modify the existing one 3 Optional Edit the FOAP 4 Select one of the four options 1 Approve 2 Appprove and go to next form 3 Return to requestor 4 Reject this request Configuration of a proxy If you plan to be away for a period of time you can create a proxy Adding a proxy will enable someone to approve your forms in your name while you are a
38. e rate 5 An alterable rate might display a value different from zero but it will be displayed in dark black therefore you will be able to modify it Renumeration Payment Method Per Hour oe 19000 62 Remuneration information entrv i Tvpe the Number of Hours the svstem displavs the number of hours taken from the offer but vou can modifv it Renumeration Pavment Method Per Hour Type the hourly rate that includes the vacation pay 4 in the Rate 4 90 Incl field This step is made available only if you happen to select a Rate Type that will let you enter an amount or if the amount displayed is zero Click on Calculate only if you have modified or entered an amount otherwise the system will automatically calculate the amount 6840 UNIVERSITV OF OTTAWA 63 Semi Monthly Payment Information The system calculates the number payments between the Job Begin and End dates and distributes the total amount of the contract on each of those payments Actual Job End Date Actual Job Start Date 07 01 2013 24 04 2013 MI Process pay for past pay periods If the box is checked adjustment pav s will be crea ed automatically there is no need to these periods Job Labour Distribution FOAP Percentage 1000 jf110208 61303 f1001 100 Renumeration Payment Method Per Hour GG
39. e that I have been reminded about the best practices regarding late timesheets and that this timesheet will be forwarded to HR for approval A comment is required here Continue Submission 2 Type the reason why the form is late in the large box 3 Click on Continue Submission PDF Form and EMAIL sent to the professor Form PDF version Click on Open Contract in PDF version open contract inn PDF Kiewer Email sent after form is sent to Banner An email message is sent to the candidate when the form is sent to Banner This additional step was asked by the candidates because they wanted to know the total contract amount The following illustration is an example of an email sent to a candidate 71 72 Subject Contrat d enseignement de l Universit d Ottawa Teaching Contract from the University of Otta Ch r e Dear ee uw Voici les informations de contrat concernant l offre d enseignement que vous avez accept et qui est actuellement trait pour le paiement Veuillez prendre note que vous retrouverez les directives importantes reli votre contrat au http www rh uottawa ca fichiers formulaire 2 pdf Here is the contract information concerning the teaching offer you accepted and which is currently being processed for payment Please note that vou will find the important instructions regarding vour contract at http www rh uottawa ca fichiers formulaires pave tp 2 pdf Facu
40. eb30 uottawa ca in the box titled Address of website to allow and click on Add r Pop ups are currentiv blocked You can allow pop ups from specific websites by adding the site to the list below 22 19 Click on Close Pop ups are currently blocked You can allow pop ups from specific websites by adding the site to the list below Address of website to allow cc uottawa ca servicedesk uottawa ca mail uottawa ca Remove all web2 uottawa ca Remove al web30 uottawa ca www coopnavigator uottawa ca www navigateurcoop uottawa ca www webct uottawa ca Remove r Notifications and filter level M Play a sound when a pop up is blocked M Show Information Bar when a pop up is blocked Filter level Medium Block mod adomatcpopwe W Pop up Blocker F Language of preference modification It is possible to use the English version of electronic forms You must follow the steps to switch to English forms 1 Click on Pr f rences from the Index 2 Select Anglais UNIVERSITV OF OTTAWA 23 3 Click on Sauvegarder 4 The system automatically switches to English Mv Forms and usage of the TP Mv Forms When vou create electronic forms that vou have saved but not submitted for approval thev are left in Mv Forms This means that if vou have started working on a form but have not completed it you can reopen it later finish it and then submit it for approval
41. es not Rate seniority points accumulate seniority points Teaching with Usual APTPUO Teaching contract Hourly No Yes Yes seniority points Rate Termination for When a course is canceled for Flat Yes Yes Yes course course cancelation and thatthe Amount cancellation initial contract has been sent to 30 Rate Tvpe Utilisation Pavmen Can you modify the hourly rate Yes No Prof accumula tes seniority points Yes No Do you need to add 4 to the amount Yes No Termination of contract payments and to terminate the contract The termination reason entered in the form will determine if the professor keeps the seniority points or not This code must be used when you Hourly are terminating a contract for any Rate reason except course canceled The termination reason determines if the professor will keep the seniority points associated to the initial contract or not Yes Yes Yes Information related to all electronic forms Notes concerning all electronic forms 1 Vou can create an electronic form for a candidate who does not have an emplovee number Here are the following steps for the emplovee number creation process in all electronic forms a The form creator enters the biographical information in the electronic form b The form is submitted for approval c Ifthe candidate is a work permit holder the form is for
42. esesrentectoeeseneese Mysuare EA 49 Creation ofta TP Form ga ii kiebi sr a adie atiapae Guu a E Gd eatreamamedaund 49 Entering the Offer NUMDEN a xw kavalli tuner near eee 49 Finding Ne offer numbet i ia ia es A a A wun 49 Creation Of Person se nine nine eme lj 51 Creation of a person additional information 52 Address and Telephone Number EN since bia mwa veines eeidese see ead ke 53 Creation Ole lo i008 viens terasse een tiens 55 Modification of the Job Labour Distribution FOAP 22 56 Suppression of a Job Labour Distribution 57 Addition of Labour Distribution 54 544 rhume nkosi pere teneenmetievensen 57 R mun ration Section sia 5 wada times dat e Rica a b wis Slane bib dd bearer ts area 58 Remuneration information CNET ss see 10e an rare sk sean tad nee mit ire ends wees 62 Semi Monthly Payment informati M xs ses tessieeseten then ares enorme 63 Employee Information EN kai sanebis an inner enes date edad ba i b bdieli 64 Work oF study permit CY es wi dened a du ti ri vikared CAREER ERE tetes 64 Duties and Teaching Information sesszzoss jnsi ineituazzjo iskaja kein ai wabik 66 Insertion of a Special Clause or a Contract Comment 67 Insertion Of a Comment a acon Hoes as 8 GIR Soe weed eeaduaeaiiewwstawse deco 67 The saving submission for approval or ca
43. et en retard P3C Timesheets Regular and Late Time O Cr ateur Originator Approbateur Approver O Enlever ce r le Remove this role EPAF P3D Payes multiples P3D Multiple pays O Cr ateur Originator Approbateur Approver oO Enlever ce r le Remove this role Embauche des professeurs temps partiel Part time professors hiring The Hiring Management System enables the creation of the offer for which a TP form must be oO Cr ateur Originator O Lecture seulement Read only O Enlever ce r le Remove this role Approbateur Approver Lecture Faculte Viewer Faculty Enlever ce r le Remove this role Embauche d tudiants SCFP CUPE students hiring Cr ateur Originator Approbateur Approver Lecture Facult Viewer Facultv Enlever ce r le Remove this role O Cr ateur Originator Lecture seulement Read only O Enlever ce r le Remove this role Connection to Epaf Form 1 Click on the following hyperlink EPAF Form UNIVERSITV OF OTTAWA 11 Vour User Name which starts with a capital E followed bv vour emplovee number without the leading 1 9 and zeroes Example 100010568 E10568 And your Password which is the same as your InfoWeb password all in capitals 2 Type your Username 3 Type your Password 4 Click on Connexion Login 5 Click on one of the following items All electronic forms are accessible by connecting to EPAF Form P3C Time S
44. for Hourly Yes Yes Yes musical instrument course Rate APUO Prof Additional Teaching Load of an Hourly No No No additional APUO professor Rate teaching Clinical Clinical teaching by a professor Hourly No Yes Yes Teaching prof with a bachelor degree in Rate has B Sc Sciences Clinical Clinical teaching by a professor Hourly No Yes Yes Teaching prof with a masters degree in Sciences Rate has M Sc Corrections by According to the article titled Flat Yes No No 28 was not vet issued The professor will receive senioritv points if he she was to teach a credit course Rate Tvpe Utilisation Pavmen Can Prof Do you t you accumula need to modify tes add the seniority 4 to hourly points the rate Ves No amount Ves 2 Ves No No Course This code must be used to pav Flat Ves Ves Ves Canceled the indemnitv to the professor Amount Initial Contract because the course was cancelled Not Issued and because the initial contract of a student s grade in a course he she has taught and that the department requests that the member undertake a further review of the marks after the end Deferred Exam The member will be paid an Flat No No No amount for each deferred Amount examination supplemental examination or any additional course work directly related to the assignment of the final grade for the course prepared under faculty regulations Large Class Accord
45. heet P3D Multiple Pay LTE Late Time Entry LR Labour Redistribution Corrections HR or Pay S Contract CUPE 2626 S Form TP Part Time Teaching TP Form UC Unpaid Clinician APTPUO Hiring UOHMS APTPUO CUPE Hiring 2626 UOHMS CUPE Error message when logging in to EPAF Forms If you get the message Could not login with the username and password provided after entering your userid and password it may be because your password has expired To solve this problem you must change your Banner password Please refer to the section Password modification to help you with this task 12 Password modification l fa Click on Banner Application from the Start menu Type your Banner Username Type your Password Click on CONNECT Click on Click to change your password on the right hand side index Type your CURRENT password in the Oracle Password field Oracle User ID Oracle Password Database New Oracle Password Verify Password JHRIRAMD J zom fpssssszz xi Tvpe the NEW password in the New Oracle Password field UNIVERSITV OF OTTAWA 13 8 Type the NEW password again in the Verify Password field 9 Click on the diskette icon to save your new password 10 Click on Ok 11 Click on the X from the top menu to exit Banner Configuration Modifving vour Internet Explorer configuration If vou need to open a CV or execute a report and vou received an error
46. igned Bank Account Tvpe 00 061005 l Bank Account Number 2 3 7 5 g NATIONAL BANK OF CANADA The Work Permit data entrv fields will displav if vou have selected Work or Studv Permit as the Citizenship during the Person Creation step Click on the Open Bank Wizard to enter the banking information you will only be able to enter it if you had to create the person If you do not have the banking information leave the bank account type to Not Available Optional Type a comment in Special Clause Contract Comment Click on Add Comments Optional Type a comment in the Internal Comments box Click on Save as Draft Select the Next Approver UNIVERSITV OF OTTAWA 87 24 Click on Save and Submit to send the form for approval TP termination after it was sent to Banner If a course has been cancelled or the professor ceases to teach for some other reason you must terminate the form Please follow the next steps to terminate a form after it was sent to Banner 1 Click on Search Please refer to the section titled Search Tool of the present user guide for help on searching forms 2 Using the Request ID column click on the form number that needs to be modified 3 Click on Terminate Contract 4 Select the termination Reason Code Reason Code Select v Select TWP Termination Course cancelled hs TRS Termination Prof Resigned TDS Termination Prof was dismissed TSL Termination Si
47. ing to article CLASS SIZE of Per No No No Payment all the APTPUO collective Student class types agreement Rate Law Other Used by the Faculty of Law to pay Flat Yes No No a flat amount Amount Review and When an APTPUO member Flat No No No Appeal participates in an official appeal Amount UNIVERSITV OF OTTAWA 29 Rate Tvpe Utilisation Pavmen Can you modify the hourly rate Yes No Prof accumula tes seniority points Yes No Do you need to add 4 to the amount 2 Yes No of the contract he she will be paid an amount for such a review Banner a termination contract must be created to stop the Teaching Regular APTPUO teaching Hourly Yes No Yes manual rate contract but for which the hourly Rate without rate does not apply due to special seniority points reasons The professor will not accumulate seniority points Teaching Regular APTPUO teaching Hourly Yes Yes Yes manual rate contract but for which the hourly Rate with seniority rate does not apply due to special points reasons The professor will accumulate seniority points Teaching Used to hire a visiting professor Hourly Yes No Yes Visiting who will teach a course that has Rate Professor not been posted for which the T Board of Governor forms does not contain any wage information Teaching APTPUO Teaching Contract for Hourly No No Yes without which the professor do
48. l form types 10 To obtain the list of time sheets P3C LTE that have been created for a specific BW pay period you need to use the Pay Number with the Calendar Year selection parameters 98 11 12 13 14 15 Calendar Year 2011 Pay Number 6 To obtain a list of forms created for a specific time sheet organization you must use the parameter Timesheet Org Timesheet 1 Organization 110101 To obtain a list of forms created for a specific position you must type de position number in capital letters in the Position paramater Position AT10021 To obtain a list of forms created for a specific employee you must use the Employee Number parameter Employee Number 1100123456 To obtain a list of forms created by a specific user you must type the Requestor Banner Fast Id in capital letters in the Requestor BAnner Id parameter Requestor Banner LBOUCHAR Id To obtain a list of forms approved by a specific user you must type the Requestor Banner Fast Id in capital letters in the Approver BAnner Id parameter Approver Banner Id MRICHAR Search by Employee Number l 2 Click on Search Type the Employee number UNIVERSITV OF OTTAWA 99 3 Click on Apply Filter 4 Click on the form number that is located under the column Request ID Search by employee name 1 Click on Search 2 Type the Last Nam
49. lt Faculty Facult des sciences sociales Faculty of Social Sciences Unit scolaire Academic Unit Sciences sociales G n ral Social Sciences General SCS1150 K INTRO STUDYING THE Cours Course SOC SC Session Automne 2012 Fall 2012 Genre de paiement Payment Type Enseignement Teaching Date de d but du contrat Contract 2012 09 01 Begin Date Date de fin du contrat Contract End Date 2012 12 31 Montant du contrat Contract Total 7 356 18 Offre Offer 15126 Contrat Contract 60990 Form cancellation during approval Form cancellation while pending approval You have created a form you have sent it for approval and you need to terminate it even though the approval process has not been completed 1 Find the form using Search tool Please refer to the Search Tool section of the present user guide for help on how to find a form 2 The form status indicates the approval stage You must request the approver to reject the form 1 New the form creator has started a form but has not sent for approval therefore he she can simply click on Cancel to delete the form cen 2 Waiting for approval the faculty approver must open the from and click on Reject this request to cancel the form 3 HR Waiting for signed contract Human Resources have not received the work permit You must contact the Payroll Service Client Services
50. ncellation of a form 68 Confirmation Of late notification 52 assssbressnatesminsensennoscesstesnenectisestuess ne 69 PDF Form and EMAIL sent to the professor s sssss 71 Form PDF Version 4 25 88e bieb en abat a a ab ne aa la Pia retient 71 Email sent after form is sent to Banner 22 71 Form cancellation during approval ssssssssssss 73 Form cancellation while pending approval 2 73 Modification or termination Of a TP cccccccccccccccccccccsccccscsccssssesssees 75 Important notes on forms modifications and terminations 75 Modification of contra t 5 sied eid ba i esi i a o ed 77 Form modification for increase in work hours 22 77 Form modification for work hours reduction 80 Termination of contract nee ene teen nn 82 Creation of a TP form for course cancellation 0 LL eeneeneenenenenn nee 82 TP termination after it was sent to Banner 2 87 TP Reports s ikraki csierdiera cued eE A a ad deus ele se 89 TP Report Creation a haat e eee sede REAR Ed eae aeMaaad Maurer amare Waal ue 89 Extracting the report data sise ie tenue tan EREEREER EEES 89 TP Report Data s sikkina etes ste dede wae 92 Search Tool is seb ci
51. nd Usage Of the TP sscsscncerstenssesessesssecsdentss eres decane newavodes es 25 My FONTS 5 seid series ds arity ote ondes dasgadadnssnss se mese sections 25 TP F rm andit EE TT erases aan 25 Rate Type Pelass and 4 00 sisnke szzkostawa sine il ka ENE a eaload eee 26 Information related to all electronic forms L sssssnnssssssessnsssesesnnnssenn 31 Notes concerning all electronic forms 46e sssess vessenervenenrmrnerservasaesetense 31 Notes spe ifi to a ademi toriiS 2 220 2iur eut wissew Erdi EENETI dann ete 32 Notesspecific to TP Fofms ss si A ARA ti ba BA ARK SRS ERI l 32 Important information on Person creation 33 Person Creation Section specific to Sand TP forms 33 Important Information concerning the Address and telephone number 34 The address in academic forms Sand TP LLL Lee nnn nee 34 Information related to the Job in TP Forms 35 Important information concerning the Job Labour Distribution 37 Employee Informatio r reat kosas odanda ana EOI ees 39 Important information concerning the work permit 40 Work Permits and academic forms SandTP 41 Information concerning the banking information 42 TP FORM i a a renend
52. pecial Clause or a Contract Comment Vou can insert a special clause or a contract comment that will appear on the PDF version of the form Type the comment or special clause to appear on the form Special Clauses Contract Comments Insertion of acomment 1 2 Enter a comment Comments ell Click on Add Comment 68 The saving submission for approval or cancellation ofaform 1 Select the Next Approver Approvals Next Approver Pierre Lapointe Mi Request has not been approved Created by HRTRAINO2 Created on Last updated by HRTRAIN11 Last update on Save As Draf 2 Click on Save As Draft to save the timesheet You will be able to modify it later 3 Click on Save and Submit to submit the form for approval 4 Click on Cancel to delete the form UNIVERSITV OF OTTAWA 69 Confirmation of late notification When vou create a form for which the pavment is late for a period of more than thirtv days you will get a pop up as illustrated below 1 Click in the box l acknowledge that forwarded to HR for approval Late Time Entry Notification Payroll best practices indicate that employees should be paid within 30 days of work being performed Because this timesheet is older than 30 days it will be sent to the Payroll Sector for further approval You must acknowledge this message and specify below the reason this timesheet is more than 30 days late acknowledg
53. ract end date does not exceed the working permit expiration date If you have selected a citizenship other than Canadian you will need to enter the work or study permit information in the Employee Information section UNIVERSITV OF OTTAWA 53 Address and Telephone Number Entrv 1 Click on the envelope of the Address wizard A Address Wizard Postal Code k2j0e9 Country Canada O United States Validate Postal Code 2 Enter the Postal Code or the Zip Code when the permanent address is one from the United States without character spacing or dash 3 Select Canada or United States 4 Click on Validate Postal Code 5 Select the street name and numbers corresponding to the candidate s address 6 Enter the Street Address Number 54 10 11 12 DA Address Wizard Street Address Numbe Street Name Street Type Suite Apt Number City Province Postal Code J Optional Enter the Suite Apt number Optional Enter the date from which the address is valid in the From Date field Banner inserts the current date in the From Date field to show the date from which the address is valid Click on the calendar icon to modifv it Click on Enter Address Information Enter the Area Code of the Telephone section Enter the Telephone Number using the following format 999 9999 Optional Enter the Ext number UNIVERSITV OF OTTAWA 55 Creation of the jo
54. ritv points calculation it will be based on the number of hours of the TP form not on the number of course credits entered in posting 2 The Hourly Rate automatically displays according to the selected Rate Type Some Hourly Rate are alterable but most are not If the Hourly Rate is in a pale grey it means that you cannot modify it 60 Job Class Regular Part Time Prof Rate Type Teaching with senio P Class 31400 Lecturer APTPUO E Class 1E APTPUO Position AT1002 Lecturer APTPUO Job Suffix 00 Actual Job Start Date 01 05 2013 E Actual Job Eng 31072013 Job Begin Date 01 05 2013 Job End Dat l 31 07 2013 W Process pay for past pay periods If the box is checked adjustment pav s will be created aut lly there is no need to these periods Percentage Gijon J IL Ji nl Renumeration Payment Method number of Hours Rate a ee im 6790 32 The vacation pay 4 is automatically added to the Hourly Rate when it is predefined Rate 4 Incl 188 62 UNIVERSITV OF OTTAWA 61 4 Ifthe hourly rate is alterable the default value display zero written in dark black Rate 4 Incl 0 00 Please ensure to add the vacation pay 4 90 that you have typed if it applies Please refer to the section Rate Type Pclass and 4 96 to know when you must add 4 to th
55. rtant information concerning the Job Labour Distribution 1 The labour distribution is created by the following elements Fund Org Account Program 38 fund account FOAP 61484 1001 mA 1000 20101 Il organization program 2 The FOAP from the Job Labour Distribution section is the job FOAP Job Labour Distribution Edit Delete FOAP Percentage Edit Delete 1000 120101 61451 1001 100 add IL 0 3 When you select a position and you assign it to the employee in the Job section it is the position s FOAP that is populated by default but you may modify it 4 You must specify the percentage that applies to each FOAP if there is more than one You must use the percentage box to that effect Percentage 100 5 You can never modify the account within the FOAP because the account is directly related to the position class P Class that you have selected in the Job section UNIVERSITV OF OTTAWA 39 Job Creste New Job Faculty Servic 12 Faculty of Arts M E Class SA Casual Employees P Class Position SC0006 Casual General Support Job Suffix Job Begin Date 10 06 2010 G Timesheet Ore 121501 Job Labour Distribution EditDelete Percen EditDelete 1000 52150 100 Add o 6 Ifyou have modified the labour distibution and you modify again one of the following fields facult
56. se iew ie i ba A a Ai b i 95 Search TOOLS sea tai aa sos dans e oo abba i a ia 95 Search by Employee Number issssussitisseussmensertieerhesennmedeshae a wi 98 Search by employee name 6 eee cee ene nr nkkenn rninn 99 Search by form number tis ia i A 99 Search DY user tA sis catia iii Re KRG a E RI ane il fri ai fb ri lira 100 Approvers and proxies s oe e565 500186010018 80101016 8000018 Seer ie saree Oise wie Grain ele ne 00e E iet 101 APDIOVENS i ie een detente ne nee ahaha des aire ra E a wana aware 101 Electronic form approval sis sans kie ej B l made eae dns 101 Config ration OF a PIOKY soaccasxncrgekeasentraen esd e Tiit ia i e Eies Ei E Ea aE ii 101 Removal OF STONE is si anaE aE ilii aa ei sod ari E EES Eha 102 Error Messages ccccccccccccccccc cece cece i n E 103 Error Messages ied aise ie a 103 Error messages during the person creation part 103 Error message from the Address section 2 0i2s 50sdscudedewsed deve scadese bua aderaned aus 104 Error messages from the job SeCHON ss his sans urmsmemmatasenetiontieistee eet 104 Error messages specific to academic forms S and TP 105 Error messages in the Job Labour Distribution section 105 Error messages from the Person Information section 106 Error message in the Approval section
57. specific to academic forms 1 2 You cannot create a form if you have not created an offer in the UOHMS system Vou do not need to print sign and approve the paper version of the S and TP forms The acceptance of the offer sent bv email bv the candidate is vour proof that he she has accepted the offer The S and TP forms can be output to a PDF version which can be printed and or sent by email to the candidate that requests one The academic form will permit the person creation when the candidate does not have an employee number If the candidate does not have a SIN number the creator will be able to save the form print the PDF version have it signed and approved and give it to the candidate so that he she can obtain a SIN number The form creator will then be able to open the form enter the SIN number and then sent for approval Once the form is released to Banner it sends an email to the candidate to give him her the contract total amount Forms created to pay a flat amount will be paid over one pay period only consequently the system will adjust the job begin and end dates of the contract accordingly Notes specific to TP Forms The TP electronic form completes the hiring process of part time professors The form serves as the hiring contract and the data entered in the form is sent to Banner trough various processes 1 The offer created in the UOHMS APTPUO must either have an A accepted or C cancelled status
58. turer Non APTPUO Student 1D Term Academic Non Union 36110 Lang Teach Non APTPUO Student Rate Type Pclass and 4 The different rate types that can be selected in the TP Form must be used for spectific cases The following table contains a list of all rate types that can be selected on the form Rate Type Utilisation Paymen Can Prof Do you t you accumula need to modify tes add the seniority 4 to hourly points the rate Ves No amount Ves 2 Ves No No Accommodatio When an APTPUO member is Flat No No No n requested to assist with Amount accommodation measures for students during in class examination and that such accommodation is arranged UNIVERSITV OF OTTAWA 27 Rate Tvpe Utilisation Pavmen Can you modify the hourly rate Yes No Prof accumula tes seniority points Yes No Do you need to add 4 to the amount Yes No through the Student Access Service Centre and involves additional e mail telephone or in person support on the part of the APTPUO member he she shall be paid an amount for such accommodation assistance Prof PAYMENT IN LIEU OF ASSISTANCE of Amount the APTPUO collective agreement Applied Theory To be used when a CUPE student Hourly No No Yes was not hired or used by the Rate Faculty of Sciences under special circumstances Applied Music Used by the School of Music
59. ubi these periods Job Labour Distribution Edit Edit Delete 1000 121501 61301 1001 100 dd a Delete FOAP y Type the Timesheet Org Select the P Class code if it s not automatically populated Select Course Cancellation Initial contract not issued as the Rate Type The system automatically adjusts the Actual Job Begin Date and the Actual Job End Date to force the system to pay the amount in one single only pay period Modify the Job Labour Distribution section UNIVERSITV OF OTTAWA 85 13 The svstem displavs Number of Pavments instead of Number of hours because the amount to be paid is a flat amount paid on one single pav period Renumeration Payment Method One time payment Total 14 Type the flat amount that must be paid to the professor in the field Rate 4 Incl Please refer to the section titled Rate Type Pclass and 4 to know if you must add the vacation pay or not 15 Click on Calculate 16 Click on Save Draft 86 17 18 19 20 21 22 23 Optional Enter the Work Permit information in the section Employee Information Employee Information Employee Number G El IE RATE D Current Hire Date Employee Class 1E Home Org 121501 Distribution Org 121501 LWork Permit isa Number BB 213 234 253 Visa Nation Andorra isa Start Date 01 04 2013 ii Visa End Date 30 04 2014 01 04 2013 B Date Permit S
60. ure that the work permit is valid and you must send a copy of the work permit or the proof of request for extension to Human Resources Person Information Surname Given Name Middle Name Prefix Date of Birth 30 06 1986 Gender Male d Correspondence Language French M Marital Status E ingle UO Student Number Work Permits and academic forms S and TP 1 You may create an academic form even though the work permit has expired but you will get a warning message 42 The approver will be able to approve the form and a warning message will also appear but the form will be then sent in the My Forms box of Human Resources and the form will then have an HR waiting for work permit status Vou will then be able to print the PDF version of the form to give to the candidate in order to obtain an extension of the work permit When the candidate brings vou the proof of request for extension of the work permits vou must follow the next steps a Scan and send by email the copy of the work permit or a copy of the proof of request for work permit extension and the PDF version of the form to the addressinfohr uottawa ca b Inthe subject of the email please add the following Work permit Electronic form to approve c Click on High Importance to indicate that your message is important because a form is awaiting approval Information concerning the banking information 1 The banking information can only be entered when
61. warded to Human Resources and it will be released once they receive a copy of the work permit d Ifthe form is late for a period of more than 30 days it will be forwarded to Payroll Service and it will be released once they have read the comment explaining why the form is late e The form is then sent to Banner and the employee number is created f Twenty four hours later the employee and job records are available in the FastHR environment If you have hired a person that does not have an employee number and for whom you must create more than one form TP Late time Entry S etc you must start by creating the first form and wait until the employee number creation process has been completed to fill the other forms You cannot create a form for an inactive employee To reactivate an employee you must fill and HR Correction Form Please refer to the HR user manual French only for the procedure to reactivate an employee If you create a form for a closed pay period computer processes will be launched to pay the missed pay periods If the person that you are hiring does not have a social insurance number he or she will have to obtain one Service Canada has created an Employment Contract that you can use to allow the person to obtain a SIN Please click on the following link Employment Contract PDF and please read the directives by clicking on the following link Directive to prepare the Employment Contract 31 32 Notes
62. y timesheet org hourly rate or position class from the Job Section the form may modify the labour distbution according to the modified fields 7 Ifthe form creator s faculty is different from the approver s faculty the verification of the labour distribution will be done when the approver approves the form Employee Information 1 Many fields appearing on the form are automatically populated with the values that you have entered in the previous sections of the current form 40 Emplovee Information l B Emplovee Number GENERATED Current Hire Date 08 11 2011 Employee Class 5A Home Org 121527 Distribution Org 121527 l Visa Number BB234 2237 234 Visa Nation Albania v Visa Start Date 01 11 2011 Ji visa End Date 07 03 2013 E Date Permit Signed 01 11 2011 E Open Bank Wizard ka Bank Account Type Not Available Bank Routing Number Bank Account Number The Home and Distribution Orgs will automatically be populated by the values entered in the Timesheet Org of the Job section You can modify those fields The Current Hire Date field is populated with the Job Begin Date from the Job section The Employee Class field is populated with the Employee Class from the Job section The selection of a value other than Canadian Citizen of the Citizenship field from the Employee Information section will make the following list of fields appear Visa T
63. ype Visa Number Visa Nation Visa Start Date et Visa End Date The creation of a new person in the form will enable your to enter the banking information Important information concerning the work permit You must always send a photocopy of either the work study permit or the proof of request for extension of the work study permit UNIVERSITV OF OTTAWA 41 Visa Tvpe Permanent Resident Visa Number BB 123 122 123 Visa Nation Botswana Visa Start Date 01 09 2013 dil Visa End Date 22 12 2016 p 2 Ifyou have selected Work Studv Permit on the Citizenship field you must fill the work study permit related information in the appropriate fields of the Employee Information section 3 You must always ensure that your employee has a valid work study permit to work at the University You should never enter a job end date greater than the work study permit expiration date You will not be able to do a P3C LTE nor P3D if the job begin date is prior to the work study permit or if the job end date is greater than the work study permit 4 Should your employee have requested a extension of the current work study permit please request a photocopy that you will then scan and attach to an HR Correction Form please refer to the HR Correction user quide French only 5 If the employee exists you will still be able to see the citizenship in the Person Information Section of the form Should the citizenship be work study permit you must ens

TP Form - Université d`Ottawa

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TP Form - Universit&eacute; d`Ottawa

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TP Form - Université d`Ottawa