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EPA Employee Payroll Action & BPP System Active Budget Update

1. Once you have the answers to these questions you are ready to begin EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 32 Creating a New EPA Document cont d Step 1 Create the Document Set the Action On the Create Document tab is a drop down list of the possible Create Type actions The following picture shows your choices Logout Cano The Texas A amp M University System EPA FFX FRS Routing System Campus Fecal Your Main Menu EPA Create Document Send Feedback Search Employee Details Position Details Document Details Create Document v Biv Fiscal Year 2012 v Workstation m xj Create Type New Wage Position New Iteration for PIN Document Tygrem Recommendef e Budgeted Position opy PIN to Next Fiscal Year Current Occulew Position Copy Existing PIN Position Action Following is a description of each of these Create Type actions New Iteration for this PIN e Use this type for either budget or wage positions e Use when you have an existing position including vacant and you want to make a change to that position e This can include among other things hiring someone into a vacant position promoting someone into a vacant position terminating someone from an active position and performing a funding change to an existing position e Ensure you have the position on which you are performing the action currently visible New Wage Posit
2. Budgeted Salary Hourly Rate Create EPA Document New tteration for PIN 02 237237 The Gold Mine 4331 Food Prod Board Mgr Non exempt N 09 01 2006 08 31 2007 12 0 New Hire NH 09 01 2006 Normal 41 760 00 20 00 Page l 26 EPA Module cont d Document Details Under the EPA Documents section for this PIN e Click the Doc ID link to view additional detail about the EPA document EPA DOCUMENTS FOR THIS PIN lt Cccupant change Rejected 01 30 2007 Occupant Change Cancelled 01 30 2007 EPA Document detail information Canopy The Texas A amp M University System EPA FFX FRS Routing system Campus SAGO TRAINING CAMPUS 54 Fiscal Year Main Menu EPA Document Details Send Feedback EPA Document Details EPA Document Number 0005006 Recall Comments req submit Recall Reopen Withdraw Cancel and Void EPA Document Information EPA Document Number 0005006 coversheet Doc FY 2007 Routing Document Number EBRAM Doc Status Rejected Document Type Occupant Change 01 Date Created 01 11 2007 11 56 AM Action is Effective Fram To 01 30 2007 08 31 2007 Last Updated 01 11 2007 11 58 AM Source Balance Edits Overridden No Dept SubDept Campus Dept SubDept Department Name Electronic Routing GOLD THE SOLD MINE PURS PURCHASING SERVICES Y AM PRES OFFICE OF THE PRESIDENT N Override Budget No RF Cost Sharing No Replace Prior Iteration s
3. e SRS Research Only e Non SRS research System Member administered projects all sponsors e Over 90 day rule EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 50 CROI EPA Enhancements cont d Routing Enhancements EPA Routing Summary EPA documents route through FAMIS Routing amp Approvals EPA documents route through the Routing amp Approvals of any TAMUS Member using FAMIS who is impacted by the funding entered on the document The electronic office associated with a department both determines the routing paths and controls who gets the document at each approval desk Departments will only be added once Discarded notification and FYI actions will not appear by default in your outbox You may see the discarded items by checking the Include Discards box The document forms for Employee Payroll Action are as follows EBR Employee Budget Request EWR Employee Wage Request EGR Employee Graduate Assistant Request E All EPA Forms route via a shared path These forms are important for the correct routing of the documents The CANOPY Routing amp Approvals uses the existing structures built in the FAMIS 3270 screens to route documents General Routing Rules for EPA documents ADLOC e Always routes to the department associated with the ADLOC The BPP table UI will list this connection This can be seen displayed only on Screen 861 in FAMIS go to BPP for changes e When the EPA incl
4. 2 Use for any other purpose may result in l lVL e administrative disciplinary actions or criminal Current Password prosecution against the user Usaqe may be _ subject to security testing and monitoring yl l Applicable privacy laws establish the expectations New Password of privacy Confirm New l l For more info Privacy Information Password Trouble Logging In Contact your security officer or more info on passwords Cancel Password Change EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 11 CANOPY cont d Navigation e Asnecessary select the desired campus code from the drop down menu e Selectthe desired fiscal year e Clickon the Set CC FY button to make the selected campus code and fiscal year your default for your CANOPY sessions Canopy mj Logout The Texas A amp M University System EPA FFX FRS Routing System Campus SAGO TRAINING CAMPUS SA Fiscal Year 2011 Available Modules Recently Visited What s New A e Transfer Document REMINDER Sorne folks have received security certificate error messages 2 EPA Personnel Action Module because they bookmarked an old server address Please update your CANOPY e Transfer Search BOOKMARK to http canopy tamu ed vy FFX Fixed Assets Module Routing Document FRS Financial Reporting Module Full Release Notes e EPA Search Routing Documen
5. Cano The Texas A amp M University System EPA FFX FRS Routing System Campus SAGO TRAINING CAMPUS SA Fiscal Year 2011 Main Menu EPA Search Send Feedback Search Employee Details Position Details Document Details Create Document Search for 9 Fiscal Year 2009 Cl vacant Only Position Type All Status All v Search My Documents l POSITION RESULTS TOTAL ITEMS 126 Y ey Iter TI Cd Title Adloc Description Active Route Doc Search and Column Filters Using the column filters you can further refine your search to a subset of the data Click on the little Filter icon on the right side of the screen to open up small boxes above each column for entry Loqout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus SAGO TRAINING CAMPUS SA Facet eae 2011 Main Menu EPA Search Send Feedback Search for AHAN e Fiscal Year Position Type All Status All v Cl vacant Only POSITION RESULTS TOTAL ITEMS 126 Y y Iter TICd Title Adloc Description Active Route Doc EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 16 EPA Module cont d Search by PIN Enter a PIN The PIN can be a 6 character budget PIN such as M85231 or a 10 character Wage PIN such as M800012345 Click the Search button To furt
6. No TEES Cost Sharing No Justification Comments termination of Sneezy Dwarf voluntary Attachments EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 27 EPA Module cont d EPA Document Display Tab Six sections and three sub sections are displayed e EPA Document Information Click on the Routing Document Number link to view details about the document routing Routing Notes Routing History Current Location Approval Pending Dept Unit Routing Status Document Held By FYI Copy e Position Information e Occupant Information e Rate Information e Funding Source Lines e Net Funding O O O O O O Example of EPA Routing Document Detail ROUTING NOTES gt gt Reason rejected on 04 10 07 by JOHNS SCOTT M clear DOCUMENT HISTORY Fwd Name office Date tame Phone Action CREATE DSK 1 11 2007 11 58 49 AM Wallace Damon W Voided Submitted SIGNER DSK AM GOLD MINE 3 8 2007 9 53 43 AM Quirino Laura I Voided Signed SIGNER DSK AM PURCHASING 4 10 2007 3 08 04 PM Johns Scott M 979 456 6454 Rejected CURRENT LOCATION Desk gt T orice 4 10 2007 3 08 04 PM Wallace Damon W 979 845 0967 Rejected to DEPT ROUTING GOLD MINE AM GOLD The Gold Mine Routing Required PURCHASING AM PURS Purchasing Services Routing Required PRES AM PRES Office Of The President Paper Manual Routing DOCUMENT HELD BY No results found FYI Copy No results found EPA Employee Payroll Action BP
7. hazardous conditions and effectively increases their gross pay In general hazard duty pay is treated as a type of gross pay However it is a separate source item paid under a different specific object class Hourly Employees Employees that are paid for each hour worked at a predetermined rate of pay Some are budgeted others are not Iteration An identifier used to define a specific situation for a defined time period for a position in the BPP Active Budget database Iteration 01 is the first iteration generated by the initial load of the fiscal year budget The BPP system is organized around Positions However positions and the people in the positions change over the course of the year The first version of the position at the start of the fiscal year is iteration 01 L Liability Accounts Accounts usually General Ledgers established for the purpose of collecting the monies to be paid to the benefit vendors on behalf of the employees These accounts are listed on FAMIS Screen 830 Longevity Longevity is a payment made to employees recognizing their years of service This payment effectively increases their gross pay In BPP longevity is treated much like a negative deduction however in FAMIS longevity is treated like gross pay and charged to a different expense code EPA Employee Payroll Action BPP System Active Budget Update User Manual Page 69 Appendix Glossary cont d N Net Pay Net Pay is the amount of p
8. Action Edit Funding Sorces Save Changes Cancel close m Document Information Position Information Oecupant Information Rate Information Funding Sources Net Funding mounts EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 43 Cancelor Withdraw an EPA Document Cancel an EPA Document An EPA document can be canceled at any time during the process provided the document has not been submitted To cancel an EPA document click the Cancel and Void button Search Employee Details Position Details Document Details Create Document Loqout Cano The Texas A amp M University System EPA FFX FRS Routing System Campus Sa eee Main Menu EPA Document Details Send Feedback EPA Document Number 0007951 Comments Submit Recall Reopen Withdraw Cancel and Void Gs Withdraw an EPA Document and Iterations Authorized users in the payroll office see a button on the EPA Doc Display page that allows them to withdraw the EPA document This action will change the status of the EPA document to Withdrawn and also withdraw the iteration from the position in BPP The iteration prior to the iteration being withdrawn will now become the currently active iteration To be given rights to see and use the Withdraw Document button you must have FAMIS entity update rights to all documents for your institution and also mus
9. Budget Replace Prior Iteration s Justification Comments Attachments Position Information PIN Number Adloc Title Code Previous Title Code Annual Term From To Position Action Assignment Dist Cnty Occupant Information Occupant UIN Occupant SSN Previous Occupant SSN Occupant in Position From To Recommended Occupant Action Employee Location Rate Information Percent Effort Previous Percent Effort Range Step Code FTE Monthly Hourly Rate Previous Monthly Hourly Rate Salary Action Optional Routing Additional Accts Routing Main Menu EPA Document Details 0007989 EPA Report coversheet EBRAMO0007989 Change Salary Title or Term 04 01 15 2010 08 31 2010 GOLD No No No test iteration M70004 Budget 02 237237 GOLDMINE 0705 MAIL CARRIER III 09 01 2009 08 31 2010 Other Action OA 114 00 5480 45S56 09 01 2009 No Occupant change NA 02237237 100 00 20 00 0 00 Blank none No Additional Accounts Added Campus SAGO TRAINING CAMPUS SA Search Employee Details Position Details Document Details EPA Document Number Comments Submit Recall Reopen Withdraw Cancel and Void Doc FY Doc Status Date Created Last Updated Roll to New FY RF Cost Sharing TEES Cost Sharing Base New Iteration Annual Term Modifier Annual Term Months Temporary PIN From To Pin Occupant Name Previous O
10. EPA FFX FRS Routing and System etc The System tab provides access to your User Profile Release History of changes to CANOPY and Site Map links for the CANOPY system Campus Code and Fiscal Year Towards the right select the Campus and Fiscal Year from the drop down menus if you wish to change from your default You MUST press the Set CC FY button to make this change Send Feedback There is a Send Feedback button for emailing user feedback to the CANOPY programmers such as what you like about CANOPY what changes you feel would enhance the program or to report a problem you encounter when using CANOPY The Send Feedback link is not to be used for how to questions Those questions should be emailed to famishelp tamus edu so that someone from the help desk can assist you Logout To leave your CANOPY session click on the Logout link on the upper right side of the page EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 7 CANOPY cont d CANOPY Icons Symbols and Navigation Tools Below are some of the icons symbols and navigation tools in CANOPY P Click on the light bulb icon and select from a list of the 10 most recent values used These values are saved between CANOPY sessions Search Click on the Search button to effect the change you made to the filter or search criteria Click My Documents to view documents that you have created gt Click on the Calendar icon to
11. Employer payments or benefits are funds over and above an employee s gross pay which are paid to third parties for the benefit of the employee These employer payments do not impact the employee s gross pay nor reduce the employee s net pay The benefits may or may not be paid by the same account that funds the employee s gross pay Equity Transfers Funds or equity transfers are made between A amp M System members to transfer money owed to each other for shared payroll obligations These transfers resolve or clear out the Due to Due from accounts that arise when an employee is paid by more than one A amp M System member Extended Pay Plan EPP This payroll feature allows an employee on a less than twelve month contract to be paid over a twelve month period Federal Insurance Contribution Act FICA The employer paid contribution to the Federal Government s Social Security Program Federal Income Tax FIT The income tax for the Federal Government deducted from the employee pay BPP System Active Budget Update Personnel Budget Action BPP System Computer generated document used to amend a position in the budget with respect to salaries and wages occupant job title source s of funding etc A BPP System Active Budget Update Form 5007 is produced by the initial load of the budget for the fiscal year Iteration status is C Cleared A BPP System Active Budget Update Form 500R is produced by any subsequent
12. Occupant Information Occupant UIN Occupant SSN Previous Occupant SSN Occupant in Position From To Recommended Occupant Action Employee Location 0005006 coversheet EBRAMOO05006 Occupant Change 01 01 30 2007 08 31 2007 No Doc FY Doc Status Date Created Last Updated 2007 Rejected 01 11 2007 11 56 AM 01 11 2007 11 58 AM Department Name Electronic Rout GOLD THE GOLD MINE PURS PURCHASING SERVICES Y AM PRES OFFICE OF THE PRESIDENT N No RF Cost Sharing No Mo TEES Cost Sharing No termination of Sneezy Dwarf voluntary M70006 Budget Base New Iteration 01 02 D2 237237 THE GOLD MINE 4331 FOOD PROD BOARD MGR 4331 FOOD PROD BOARD MGR 09 01 2006 08 31 2007 Annual Term Modifier Other Action OA Annual Term Months 12 0 Temporary PIN No From To Pin 9939 99 9999 Occupant Name Vacant 000 135 0001 Previous Occupant Name Dwarf Sneezy 01 30 2007 Current Occupant Action Woluntary Terminate VT Vacant VA Rate Information Percent Effort 100 00 Pay Indicator Biweekly Full time Previous Percent Effort 100 00 Source Control Normal Range Step Code FTE Monthly Hourly Rate 20 00 Budgeted Salary 41 760 00 Previous Monthly Hourly Rate 20 00 Previous Budgeted Sal 41 760 00 Salary Action Blank none Pay Type Normal FUNDING SOURCE LINES Termination Reason Check Distribution Resignation Reasons Unknown 59 budgeted D Campus Account Monthly Pay Line Title Co
13. Routing reate OF Reacivwate Position 02 07 03 2008 08 31 2008 GOLD To hire XXX effective 7 3 08 as business assistant I M35093 Budget 02 237237 GOLDMINE 0110 BUSINESS ASSISTANT I 09 01 2007 08 31 2008 Create PIN CR aalan e fa 07 03 2008 New Hire NH 100 00 8 03 0 00 Blank none No Additional Accounts Added Doc FY Doc Status Date Created Last Updated Roll to New FY RF Cost Sharing TEES Cost Sharing Base New Iteration Annual Term Modifier Annual Term Months Temporary PIN From To Pin Occupant Name Previous Occupant Name Current Occupant Action Termination Reason Check Distribution Pay Indicator Source Control Budgeted Salary Previous Budgeted Sal Pay Type Route to STUDENT Proc Office 2008 Completed 07 22 2008 9 06 AM 07 22 2008 9 20 AM N Na Na 00 01 12 0 No Dwarf Doc Vacant VA Blank None Biweekly Full time budgeted D Normal 16 703 00 0 00 Normal Ne FUNDING SOURCE LINES Line Title Code 1 0110 BUSINESS ASST I The Optional Routing selections are displayed here EPA Employee Payroll Action BPP System Active Budget Update User Manual Campus Account Effective Dates Object Code 09 01 2007 to 08 31 2008 AM 237237 00000 1515 Sal Sup Staff Clas GOLD MINE DESIGNATED ACCOUNT Acct Analysis Pgm Code Pct Eft MSO SP Flags 5012 100 00 0 Monthly Pa
14. The retirement system sponsored by the State of Texas for employees of Higher Education institutions not participating in ORP These contributions are paid both by employee deduction and employer paid benefit U Unemployment Compensation Insurance UCI Unemployment Compensation Insurance is a program administered by the State of Texas All claims are initially paid by the State However if the employee is paid from local funds each A amp M System member must reimburse the State for the claim The A amp M System is considered a self insured program for this benefit W Wage Employees Wage employees are not budgeted positions and are paid by the hour Wage PINs are assigned by the system as a sequential number Wage positions can contain different occupants over time Workers Compensation Insurance WCI Workers Compensation Insurance is a program coordinated by A amp M System TAMUS is self insured through SO and all claims are a cost to TAMUS SO regardless of funding source WCI is an assessment from SO to each A amp M System member EPA Employee Payroll Action BPP System Active Budget Update User Manual Page 71 Appendix Glossary cont d K FA DOC WRKNPRCS PAYROLL EPAEmployeePayrollNF2 docx Last Revised 4 7 2015 5 14 PM EPA Employee Payroll Action BPP System Active Budget Update User Manual Page 72
15. d EPA Screens and Entity Control New Screens 755 Summary by PIN Display only 756 Detail by PIN Display only 757 Summary by SL Display only 758 Detail by SL Display only 753 Budgeted Position Encumbrance Adjustment 754 Wage Position Encumbrance Adjustment Existing Screens 770 By Person 771 By Account 772 Detail Voucher 773 By Cycle 779 Detail Person Record Entity Control EPDOC Web entry EPHIST Inquiry for 755 through 758 and 770 s EPENC Update for 753 754 F K All entry and inquiry EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 61 Active Budget Processing BPP System Updating the A amp M System Active Budget through the BPP 3270 screens continues to be available Regardless of input method BPP System Active Budget Update documents are available and processed each night for all Active Budget updates posted during the business day When entries are made directly into the BPP System via the 3270 screens process by payroll workstation personnel appropriate accounting entries must be created and posted into FAMIS These BPP entries are generated when the BPP System Active Budget Update is printed and batch fed to FAMIS This process occurs in the nightly batch processing cycle The resulting encumbrances and budget transfers are posted later the same night by FAMIS programs FBPU510 and FBPU515 An error report from the FBPU515 is printed which details thos
16. docs that contain Research can be routed down a new R path You will need to duplicate all existing paths and create R entries An extra approver desk should be added as the FIRST desk on each of these new paths The new approval desk will hold your campuses research admin oversight department HSC s VPR folks Since there are only 4 desks allowed it is very possible that you have already used all 4 desk slots Existing Desks may have to be combined for example you might be able to collapse multiple FYl only desks into a single FYl desk to free up a slot for the audit team e Screen 922 add your new research admin approval desk e Screen 926 Update your C G path by adding your new research admin approval desk Screen 926 PF9 EPA flags These flags control whether or not an EPA will route down the R path based on CROI recommendations EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 53 926 Processing Paths Create Modify 12 12 14 13 18 EPA Flag Maintenance Processing Office EXAMPLES SET R PATH Cost Share Link _ Setting the flags to Yes SRS Accounts will enable existing paths RESEARCH__ x NON SRS Research _ to be appended with R RESEARCH will be used for x CEO _ paths CEO R____ FILTER BIWEEKLY Over 90 Day Rule _ The path will be modified BIWEEKLY Any Prior Period _ when rule met for each Enter PE
17. gt E TOTAL 337 403 0 00 RECOMMENDED 7200 0601 Oasi te 130910 99134 SOLO 1210 190200 3568 5567 16 0 6 x 7 TOTAL 38 971 5567 16 LEGENDS SOURCE DATA SOURCE TITLES 7200 ASSOCIATE PROFESSOR PT ACCT S ACCT ACCT NAME REQMT PY ACCT S aCCT D8J L 130010 00124 ENGLISH 5567 16 16 130701 110 SCOMMENTS ATTACH ADOITIONAL PAGES AS NECESSARY ELIGIBLE FOR REHIRE YES NO JANICE MARYANNE WAS HIRED AS ASST PROF FOR SSI AND SSII APPROVALS DATE DATE ee ee eee ee re ee s lt lt lt FORM 500 PERSONNE EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 65 Active Budget Processing cont d Form 500T FORM 500T Pay TYPE BUDGET ADLOS BLOCHEMISTRY amp BIOPH 8 111206 IIN N A A22483 ry 91 PIN TITLE Swe US CITIZEN POSEN AO MOO ADLE FROM 1 MOD MTHS 96 111206 09 01 08 31 09 01 OB 31 12 0 DUCLPANT NAME GUOGCT CIANGE ves UNO MCE CHANGE NUMBER A 31 7 DATE PACPARED 07 39 76 RESEARCH ASSOCIATE IF NOT PENMANENT RESIDENT VISA T traer S OST 7220 de a R Ae wo fi ACTON C 130 00 A 21 044 __ SQURDEPencusie SOURCE FUND mE r AMOUNT FEQMT x PROW THAU S223 3991 9831 06 1112 44 01320000 1315 97 00 20 412 204112 0 2253 boul 5831 96 505837 08242 1532503099 1315 3 00 632 ax TOTAL 21 044 21043 3 LEG NDS SOURCE DATA SGURLE TITLES 92
18. into CANOPY enter your FAMIS ID and Password and click on the Login button Your access to CANOPY and the EPA Module within CANOPY is set by your FAMIS security administrators Please contact them if you have difficulty with your login Change Password You may change your password from the Login screen by clicking on the Change Password link CANOPY WEE EMAELEOQ EFF 7FRHIS This computer system and data herein are available lt a is N FAMIS User Id ee gt only for authorized purposes by authorized users Peeni yl l Use for any other purpose may result in administrative disciplinary actions or criminal Login prosecution against the user Usage may be subject to security testing and monitoring Applicable privacy laws establish the expectations of privacy J For more info Privacy Information Change Password Trouble Logging In Contact your security officer or more info on passwords Click here to go to Training version Enter your FAMIS ID current password and new password and retype the new password to confirm Then click on the Change Password button to make the change EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 10 CANOPY cont d CANOPY WEE EMAELEO EFF FRHIZ Canopy Login The Texas A amp M University System J This computer system and data herein are available FAMIS User Id only for authorized purposes by authorized users
19. path based on one of the following e the form EWR WBR EGR e Monthly or Biweekly payroll flag field stored in BPP Pay Indicator values of A C are Monthly all else is Biweekly e Adloc Screen 306 in BPP where the path name is stored in a field You can see this on Screen 861 in FAMIS e Student Path is chosen based on two criteria a Route to Student Proc Office is set to YES on the EPA document b EPA document uses a student title code EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 57 Routing EPA Documents cont d Special Revision Access Special access to make changes to EPA documents has been granted to persons on desks in the EPA Processing Office The document must be in the Processing Office and in Open status You must click the REOPEN tab to open the document Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus SAGO TRAINING CAMPUS SA Main Menu EPA Document Details EPA Document Number Comments Steps required to update complete an EPA document your current step is highlighted lt f El 1 Edit the EPA document x 1 1 Edit the header information and save any changes 1 2 Edit the individual source lines and save changes for each line os 2 Validate the document this will also generate the net funding x ve 3 Review the net funding and make any necessary changes to the account information 4 Close the document and
20. route it for approval Change Type edit f validate Close a EPA Document Information EPA Document 0007253 EPA Report coversheet Doc FY 2003 Routing Document EBRECOO07253 Doc Status Open Pyrl Office Document Type Create or Reactivate Position 02 Date Created 11 19 2008 10 10 AM Action is Effective From To 01 05 2009 01 15 2009 Last Updated 11 21 2008 10 52 AM Dept SubDept ACCT Source Balance Edits Qverridden No Roll to New F No Override Budget No RF Cost Sharing No Replace Prior Iteration s No TEES Cost Sharing No Justification Comments This is a test Attachments Transcript W 4 Form Work Authorization Certificate When you open the document the section displays that allows you to EDIT a document EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 58 Routing EPA Documents cont d Routing History is shown on the Routing Document Canopy Routing Document EBRAM0007852 Windows Internet Explorer 0 x Aol 2 Ge https lab sustertamus eduzTrairing canopytwo Modules Routing Document aspz routeDoc d EBRAMDUI7852 wl ba 4 F ay m Faz T i Rqmt Sav Account Type Annual Net Amount Iter Eff Date Net Amt Future Net Amt Past Corr Net Amt 237237 00000 1000 237237 00000 1000 Salary 15 660 00 3 960 00 480 00 3 480 00 GOLD MINE DESIGNATED ACCOUNT GOLD MINE DESIGNATED AC
21. 11 v PESCOS Send Feedback EPA Document Information EPA Document 0008077 m EPA Report coversheet DocFY 2010 Routing Document EBRAM0008077 Doc Status Completed Document Type Occupant Change 01 Date Created 02 16 2010 10 27 AM Action is Effective From To 12 01 2009 08 31 2010 Last Updated 02 16 2010 10 34 AM Dept SubDept GOLD Roll to New FY No RF Cost Sharing No TEES Cost Sharing No Source Balance Edits Overridden No Override Budget No Replace Prior Iteration s No Justification Comments Jessica Rabbit is terminating Her last day worked was 11 30 2009 Attachments Position Information PIN Number M36409 Budget Base New Iteration 02 03 Adloc 02 237237 GOLDMINE Title Code 0111 BUSINESS ASSISTANT II Previous Title Code Annual Term From To 09 01 2009 08 31 2010 Annual Term Modifier Position Action Other Action OA Annual Term Months 12 0 Assignment Dist Cnty Temporary PIN No Occupant Information Occupant UIN From To Pin Occupant SSN 999 99 9999 Occupant Name Vacant Previous Occupant SSN Previous Occupant Name Occupant in Position From To 12 01 2009 Current Occupant Action Voluntary Terminate VT Recommended Occupant Action Vacant VA Termination Reason Resignation Reasons Unknown 59 Employee Location Check Distribution Rate Information Percent Effort 100 00 Pay Indicator Biweekly Full time budgeted D Previous Percent Effort Source Control Normal Range Step Cod
22. 232 RESEARCH ASSOCIATE PT ACCT S ACCT ACCT NAME REQMT PT ACCT S ACCT OB 36 111206 08244 IOCHEM BIOPHYS BASE 56 535857 08244 USDA ARS BCBP COMMENTS ATTACH ADDITIONAL PAGES AS NECESSARY APPROVALS DATE lt r X _X _ i lt eee ee ee i ELIGIBLE FOR REHIRE YES NO DATE EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 66 Glossary A Accounting Analysis Table and Key The Accounting Analysis Table provides a way to charge benefit related expenses to a different account and or bank other than that of the source account The first 4 digits of accounting analysis field are defined as the key The accounting analysis key controls posting of the payroll expense and benefits to the correct fiscal accounts and banks The remaining characters of the key can be defined by the various fiscal offices for their own needs project accounting Research Foundation cost sharing etc Automated Clearing House ACH Automated Clearing House designates the electronic transfer of payroll transactions through the Federal Reserve Banking System Payment by ACH sends funds directly to the appropriate bank and replaces a paper check Accidental Death amp Dismemberment AD amp D Accidental Death amp Dismemberment refers to an optional insurance program offered to employees by TAMUS Administrative Location ADLOC Administrative Loc
23. 965 Occupant Change Vacant M36274 B 02 237237 GOLDMINE In Routing 0007954 EBRAM0007954 Create or Reactivate Position Doody Howdy M36275 B 02 237237 GOLDMINE Completed 0007960 Change Salary Title or Term Doody Howdy M36275 B 02 237237 GOLDMINE Open for Editing EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 21 EPA Module cont d BPP Budget Positions Search e Enter the search criteria in the Search for field e Click the Vacant Only box to only include vacant positions e Select the desired position type and document status from the drop down menus e Press the Search button to display the results e Click on the column titles to change the sort of the results Canopy The Texas A amp M University System Fiscal Year 2011 Main Menu EPA Search Send Feedback Search for 02237237 9 Fiscal Year 2010 v M vacant Only Position Type Budget Only Y Status All lt Search My Documents l POSITION RESULTS x 7 gt No records found to display zj DOCUMENT RESULTS TOTAL ITEMS 72 YG Route Doc Type Name PIN B W Adloc Adloc Description Status 0007965 EBRAM0007965 Occupant Change Vacant M36274 B 02 237237 GOLDMINE In Routing 0007964 Occupant Change Vacant M36275 B 02 237237 GOLDMINE Open for Editing 0007962 EBRAMO0007962 Eliminate Position Vacant M36276 B 02 237237 GOLDMINE In Routing 0007963 EBRA
24. COUNT Benefits 1 180 94 146 57 Longevity 0 00 0 00 2 AM 420010 00000 1000 420010 00000 1000 Salary 15 660 00 3 960 00 480 00 3 480 00 GOLD MINE GRANT ACCOUNT GOLD MINE GRANT ACCOUNT Benefits 1 180 94 146 57 Longevity 0 00 0 00 No records found to display There are no Routing notes for this document DOCUMENT HISTORY Desk Fwd Name loffice Date Name Phone Action CREATE DSK 9 18 2009 10 45 08 AM Bayer Barbara A lia 645 7212 Submitted Desk Fwd Name Office Date Phone Action SIGNER DSK AM GOLD MINE 9 18 2009 10 45 08 AM Mize Sharon M 979 845 2760 Approval Pending Ramirez Nereida 979 862 2898 Castoria Mary B 979 458 4340 Grimes Daniel E 979 845 2779 Quirino Laura 1 979 845 2778 Desk Fwd Name ire Date Name Dept Action GOLD MINE The Gold Mine AM GOLD Currently Routing F DOCUMENT HELD BY No records found to display FYI Copy No records found to display Canopy a Business Computing Services application Top of Page f Defaut The Texas A amp M University System Theme Default Version 9 17 2009 6 01 28 PM Debug Info Site Management Tum Paging n System Site Map j COCCO N es You can see the Current Location of the document as it routes through the paths EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 59 Security and Access Notes EPA Documents Your access to information is set by your FAMIS security administrator Depending o
25. DGET OFF _ AGPR M BUDGET OFF SABA APP _ AGPR M R F Path with new FsQMHnV or modified desk _ BUDGET OFF _ e EXAMPLE Processing office with the optional R RESEARCH paths added for all existing paths 926 Processing Paths CGreate Modify 10 21 14 08 02 CG 02 Screen Office PAYROLLWS View PAYROLL Description Processing office view Office Mgr DERRICK MARYJO Category status and Desks I RESEARCH Path with new RESEARCH __ IO ormadiied desk CENTRALDSK _ CEO CEO R R Path with new ar maie rimsi PALS PALS R R Path with new or modified desk PHD EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 56 Routing EPA Documents cont d Department Routing The EPA document routes through e The department of the Adloc of the current position as displayed on the Adloc Table Screen 306 in BPP e The department for each of the Funding Source Accounts e The department for each of the Requirement Accounts Optional Routing e Under the Optional Routing Section you have the ability to route EPA documents to other departmental routing based on the entry of an extra account by entering an account the EPA document proceeds to the department routing for that account Executive Level Routing The EPA document routes through any Executive Level routing required by the department Processing Level Routing The EPA document chooses its Processing Office
26. EPA Doc Update i EPA Doc validated and Net Funding generated Document Type and Action Buttons m Document Information Position Information Occupant Information Rate Information Funding Sources Net Funding Amounts Save Met Funding sl x Done SARC RamtiSay Account Obj Type Annual Iter EFF Date Future Past Corr Met Art Net Amt Net mt Met Amt T 113900 07030 1100 yyaong 0703 1100 Salary 600 00 500 00 500 00 0 00 Benefits 0 00 0 00 Longevity 0 00 0 00 Gold Mine Grumpy Gold Mine Grumpy If change is positive the Rqmt Sav Account field displays the source account but this account can be overwritten by another account of your choice Ifthe change is negative the Rqmt Sav Account field is protected and displays the account on FAMIS Screen 8 If the field on FAMIS Screen 8 is blank then the source account is displayed To make a change to this account you must do a Budget Transfer EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 42 Creating a New EPA Document cont d Step 6 Close the Document The document is now ready to be closed and submitted to Routing amp Approvals The encumbrances post to FAMIS when the EPA document is closed Click the Close button Document Type and Action Buttons Document Type Recommended Occupant Action Current Occupant Action Position Action Reset Occupant Change Make Vacant Retire Other
27. EPA Employee Payroll Action amp BPP System ooo Active Budget Update FAMIS Services The Texas A amp M University System EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 2 Introduction The purpose of this manual is to assist in understanding the processes available for adding or changing payroll budget actions in the Active Budget for the A amp M System The Active Budget is under the responsibility ofthe BPP Operations Center Both the EPA Module under CANOPY and the BPP System Active Budget Update Process BPP 3270 application access the same database The materials are grouped according to functions All associated screens and processing information are included along with field descriptions The required fields are designated by a diamond symbol Data entry information Help can be accessed on some screen fields with the use of the PF2 key or typing an asterisk or question mark in the field By utilizing the information and guidelines contained in this manual a user should be able to view establish adjust and cancel payroll actions in the Active Budget for the A amp M System The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures and a multitude of other reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6464 or copy the page with the error note the correction or suggestion and send
28. Enter the employee s UIN number e Click the Search button to display the results Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA gt Employee Details Send Feedback Search Employee Details Position Details Document Details Create Document UIN Name 217003777 R Employee Display Three sections are displayed 1 Employee Information 2 Employment Status Information New fields showing the Check Dist distribution and Paid By direct deposit or check have been added 3 Employee Position History for a Fiscal Year Click the PIN link to view the Rate Information Funding Source details EPA documents for this PIN and Position History for the employee Logout Cano The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA gt Employee Details Send Feedback Search Employee Details Position Details Document Details Create Document UIN Name 914002535 Employee Information Name Dwarf Happy A UIN 914 00 2535 Gender Male Email Address Soc Sec Number 345 Work Phone Employment Status Information Adloc 02 237237 Goldmine Current Employ Date 09 01 2008 Title 4222 POLICE SERGEANT Last Paid PIN M70003 Orig Employ Date 06 01 1982 Status Active Last Paid Date 09 01 2011 Termination Date Term M
29. MO007963 Occupant Change Vacant M36277 B 02 237237 GOLDMINE In Routing 0007966 Occupant Change Vacant M36278 B 02 237237 GOLDMINE Open for Editing 0008084 EBRAMO008084 Occupant Change Vacant M36407 B 02 237237 GOLDMINE Completed 0008079 Eliminate Position Vacant M36408 B 02 237237 GOLDMINE Cancelled Document Search e Enter a document number in the Search for field e Click the Search button to display the results Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus SAGO TRAINING CAMPUS SA Fiscal Year 2017 SETA Main Menu EPA Search Send Feedback Cl Vacant Only DOCUMENT RESULTS TOTAL ITEMS 1 YO Route Doc Type Name PIN B W Adloc Adloc Description Status Doc ID 0008077 EBRAMO008077 Occupant Change M36409 02 237237 GOLDMINE lhowing page 1 of 1 items 1 1 Total items 1 D Page size25 hans Vacant Completed Click on the Doc ID link to view the document details EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 22 EPA Module cont d Document details Canopy The Texas A amp M University System EPA FFX FRS Routing Main Menu EPA Document Details Search Employee Details Position Details Document Details Create EPA Document Number d Comes _ Submit Loqout Campus SAGO TRAINING CAMPUS SA Fiscal Year 20
30. N is included in the routing Research Based on Screen 926 PF9 flags and settings routing will attempt to locate a route path containing R for EPAs which meet the research criteria based on these flags Member routing will occur by use of the existing route paths defined on Screen 926 for the Payroll Processing Office EPA Research and or Research Over 90 Enable all research related EPAs that are over the 90 day rule to route to additional approvers such as the college Dean or System Member review auditors This has been accomplished by adding a NEW document category to the routing path setup and will require each System Member or each college s E Office Managers to maintain additional routing paths on Screen 925 and Screen 926 in FAMIS Documents meeting the requirements of the over 90 routing will automatically route for approvals on the new path EPA Research rule EPA documents meeting any of the following conditions qualify as research for routing purposes 1 Documents with SRS accounts on either old or new iteration source lines 2 Documents with Cost Share accounts on old or new iteration source lines 3 Documents where the EPA Header has RF cost share checked 4 Documents where the SL or SA accounts used have Sponsored Project data in fields on Screen 9 such as THECB NSF Category and CFDA 5 Documents where the SL has an associated sponsor and at least one Sponsored Project data field on Scre
31. P System Active Budget Update User Manual Page l 28 EPA Module cont d EPA Document Update After searching for a document and seeing the detail screen click on the EPA Document Number link to access the document for updating There are five buttons available e Submit e Recall e Reopen e Withdraw e Cancel and Void Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Document Details Send Feedback Search Employee Details Position Details Document Details Create Document EPA Document Number 0007951 gt Comments Submit Recall Reopen Withdraw Cancel and Void lt Five sections are displayed for an EPA document e Document Type and Action Buttons e Document Information e Position Information e Occupant Information e Rate Information e Funding Sources EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 29 EPA Module cont d EPA Document Information EPA Document Number Routing Document Number Document Type Action is Effective From To Source Balance Edits Overridden Dept SubDept Override Budget Replace Prior Iteration s Justification Comments Attachments Position Information PIN Number Adloc Title Code Previous Title Code Annual Term From To Position Action Assignment Dist Cnty
32. Payroll Action BPP System Active Budget Update User Manual Page l 31 Creating a New EPA Document cont d Preparation Steps If you have questions about fields on the EPA document check the EPA Glossary at the end of this document or contact your agency payroll workstation Click the PIN Disp Start EPA tab from the Menu tabs You have some initial questions to answer before beginning the document e Is this ACTION for a Wage Position or a Budgeted Position o Wage Positions pay an hourly rate of pay and are not eligible for benefits Wage positions have a PIN number that consists of the A amp M System workstation code and the person s 9 digit Social Security Number SSN format Mxxxxxxxxx o Budget Positions can pay a monthly rate or an hourly rate Budgeted positions are entitled to TAMUS benefits provided they meet all other criteria Percent effort etc e Is this a New Position or am I taking action on Existing Position A few hints to make this determination o New positions are positions where the PIN has not yet been created o New budget or wage positions will be assigned a new PIN code o If the position is vacant you are taking an action on an existing position e If this is an Existing Position do know the PIN number If not you can use the Search features to find the correct PIN number If this is a change to an existing position make sure the position information is displayed on the page before you proceed
33. S Routing System Fae PP E Main Menu gt EPA Create Document REPREN Search Employee Details Position Details Document Details Create Document Create Type New Wage Position v PIN e Fiscal Year 2012 workstation rd Document Type Occupant Change v Recommended Occupant Action New Hire v Current Occupant Action Position Action Top of Page Theme Defaut x Set Theme ersi 2 7 03 Turn Paging Off System Site Map Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Create Document Send Feedback Search Employee Details Position Details Document Details Create Document Create Type New Wage Position PIN w Fiscal Year 2012 Workstation Document Type Occupant Change k Recommended Occupant Action New Hire Ni Position Action Select Other Actions Change Title Canopy a Business Computing Services application Top of Page The Texas A amp M University Sahin Theme Default k Set Theme Version 5 17 2011 7 03 11 PM Debug Info Site Management Turn Paging Off System Site Map Select Recommended Occupant Action Current Occupant Action and Position Action The drop down lists for the Recommended Occupant Action Current Occupant Action and Position Act
34. als It is during the routing of an EPA document that they would review the document for appropriate data EPA Module Access Your access to information in the EPA Module is set by your FAMIIS security administrator Depending on your access rights you may view modify and create documents within this module CANOPY Routing amp Approvals The EPA module utilizes the FAMIS Routing amp Approvals for the routing and approvals of these new payroll actions The document forms for EPA are as follows EBR Employee Budget Request EWR Employee Wage Request EGR Employee Graduate Assistant Request These forms are important for the correct routing of the documents The CANOPY Routing amp Approvals uses the existing structures built in the FAMIS 3270 screens to route documents E Verify Email When an EPA is validated an email will be generated according to the following rules 1 An EPA funding source account is marked as e verify required In FAMIS this SL attribute is on Screen 9 For TEES and any NON FAMIIS account ALL accounts are set as E Verify required TTI uses GL accounts but FAMIS captures the E Verify flag at the SL TTI accounts are all set to require E Verify because of this issue This can be easily changed EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 13 EPA Module cont d 2 Employee has not already been E Verified lookup against the BPP employee attributes 3 Employee has
35. ange Salary Title Term Percent Effort or Promote End of Term Create Doc Eliminate Position Other Changes Recommended d Current Occupa CANOPY system walks you through the different document types Note that the document types and position actions are different for Wage and Budget positions If the actions you see do not make sense you may have made the wrong selection in Step 1 EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 34 Creating a New EPA Document cont d Example of entry for a WAGE Position Hiring a new employee into a new wage position Ca nopy Logout The Texas A amp M University System EPA FFX FRS Routing System Campus rn ss EO Main Menu EPA Create Document Send Feedback Search Employee Details Position Details Document Details Create Document eee New Wage Postion vipin Fiscal Year 2012 workstation _ Document Type Occupant Change v Recommended Occupant Action O Select Current Occupant Action Position Action Create Document Re appoint Re hire Return From Leave Canopy a Business Computing ee acant Top of Page Theme Default Set Theme Version Si RET SA z ii Debat Info Site Management Turn Paging Off Canopy Logout The Texas A amp M University System EPA FFX FR
36. ation references the administrator who has budgetary and operational responsibility individuals whose regular employment falls within the operational scope of a particular area will be identified by the ADLOC of that area Usually corresponds to the main FAMIS account used by that organizational unit Annual Term This defines the period of time this position will be on the payroll and is found in the Position section of the Document Header For typical full time budgeted positions these dates are always 9 1 yy through 8 31 yy For Teaching and Graduate assistant positions the term is often different The person may be employed just for the fall semester 9 1 1 15 or just the spring semester 1 16 5 31 Any term is valid provided the term is specified in 1 2 month increments Annual Term Modifier Sometimes the annual term is not continuous For example the Term may be from 9 1 to 8 31 but with a break for the first summer session If this is the case the Annual Term modifier is used See the drop down list in the Position section of the Document Header for the options for the term modifier Benefits see Employer Payments Employer payments made on behalf of the employee State Benefit SLs Subsidiary Ledgers established for the purpose of holding State Appropriation Funds authorized for the payment of employee benefits Budgeted Employees Employees holding a position defined as budgeted because budget is created for t
37. ay disbursed to the employee either through a check or an ACH transaction The Net Pay is always the gross pay longevity less the deductions BPP creates checks and or ACH disbursements for the amount of the net pay Net Pay Gross Pay Longevity Deductions Old Age Health Insurance OAHI The Medicare insurance program is sponsored by the Federal Government This contribution is paid by the employee Old Age Survivors Insurance OASI The Social Security program is sponsored by the Federal Government This contribution is paid by the employee Optional Retirement Program ORP Contributions in the optional TAMUS retirement program are open to specific categories of employees which includes contributions by the employee deduction and the employer employer paid benefit Pay Cycle Date The date that identifies the day the employee was paid Pay Period End Date This date marks the end of the period for which the employee is being compensated Pay Type Pay Type defines the processing required by the payroll calculation program to compute the net pay for the pay items Personal Identification Number PIN Position Identification Number a number given to each budgeted position of employment within TAMUS Requirement Savings Account Account identifies the funding source from which the requirement is being taken or into which the savings is being placed Salary Employees Salary employees are compensated according t
38. ays routes to the department associated with the ADLOC The BPP table UI will list this connection This can be seen displayed only on Screen 861 in FAMIS go to BPP for changes e When the EPA includes an ADLOC change the recommended ADLOC department is also added Budget PINS e Budget pins route to departments on the accounts from the Net Funding lines e When it is an 08 line the department listed on the TEES project is used BPP UP table Wage PINS e Wage pins route to departments associated with each Funding Source line However if a source line on the new document was on a prior iteration AND the hourly rate is the same this is skipped The account or amount must be different from previous iteration because there is no net funding e Optional Routing section on the EPA Document allows you to add Additional Accounts Routing the document will route through the department path for department tied to those accounts e Other departments may be added for TEES projects and Research Foundation TEES when TEES Cost Sharing on EPA form is checked the departments of the funding source accounts are included in routing When it is TEES CC 08 the department listed on the TEES project is used Screen 861 UP table Research Foundation When a source line has dept RSFN or the Health Science Center department 9000 that department is added to the routing o If the TEES pro
39. been E Verified but the new EPA is for a different workstation 4 Anemail address exists on file for that workstation If the workstation wishes to receive the emails it must supply an address 40 character maximum The email template is From noreply canopy tamus edu mailto noreply canopy tamus edu Sent Thursday October 22 2009 9 41 AM To workstation email address Subject Potential E Verify Action Employee NAME Document DOC ID An EPA has been validated which has a potential E Verify requirement Please check the document number listed above to confirm this action and proceed with E Verify if needed This is an automated email generated by EPA Validation Please do not respond to this email If you need assistance contact FAMIS Help by phone at 979 458 6464 or by email famishelp tamus edu IMPORTANT NOTES e Future year documents can be created once the BPP Prep Budget has been moved to the Active Budget for the new fiscal year e There is a flag named Roll to New FY which only displays and is available between the time when the Prep Budget is rolled to Active and the Beginning of the New Fiscal Year When payroll changes occur after the budget process this new flag will automatically copy the new EPA into both years to eliminate double entry If this flag is set to YES when the EPA reaches BPP a new iteration will be created in both the current fiscal year and the new fiscal year e Results from any
40. ble of Contents cont d PAGE BPP System Active Budget Processing PVT e re s a acho SAP ESO E E S SSS NSS 53 Iterations Audit Trail Of Changes ccccsssccccessecceeesececeeseceseeeeceesesceeseeeeeees 54 BPP System Active Budget Update Tracking in FAMIS 54 Glossary Terms and Definitions vi cavasdwsasuciecinsdsucdsaratedunsieaesvinduaatncenphdevatooaeGedeawagavesdwiededaapecomensesatadens 58 EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 5 Basic Concepts CANOPY CANOPY is a web based application created and maintained by the Business Computing Services department of The Texas A amp M System This umbrella application houses data from payroll BPP and accounting FAMIS including the EPA module With proper security payroll information can also be viewed at an account level under the FRS Inquiry Tab Click on the Payroll tab to access your account detail Payroll transactions for an account can also be viewed under the Account Summary and Transaction tabs EPA and BPP System Active Budget Update Both the EPA module and the BPP System Active Budget generate documents which amend a position in the budget with respect to salaries wages occupant job title sources of funding and the like The information from EPA documents posts to fiscal accounts in FAMIS and ultimately updates the budget in the BPP system While not an exhaustive list all of the fol
41. ccupant Name Current Occupant Action Termination Reason Check Distribution Pay Indicator Source Control Budgeted Salary Previous Budgeted Sal Pay Type Route to STUDENT Proc Office Logout Fiscal Year 2011 2010 In Routing 01 15 2010 10 25 AM 01 15 2010 10 25 AM No No No 01 02 12 0 No Dwarf Sleepy A No Occupant Change NA Blank None 02237237 Biweekly Full time budgeted D Normal 41 760 00 0 00 Normal Send Feedback Line Title Code 1 0705 MAIL CARRIER III 2 0705 MAIL CARRIER III Effective Dates 09 01 2009 to 08 31 2010 09 01 2009 to 08 31 2010 Campus Account Object Code AM 120001 00000 PRESIDENT S OFFICE 1515 Sal Sup Staff Clas AM 120010 00000 PROCUREMENT SERVICES 1515 Sal Sup Staff Clas 5012 5012 Acct Analysis Pgm Code Pct Eft 60 00 40 00 MSO SP Flags Monthly Pay Bud Salary 2 088 00 25 056 00 1 392 00 16 704 00 No records found to display DOCUMENT CHANGES IN PAYROLL No records found to display EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 20 EPA Module cont d Position Type BPP Budget Positions Search The BPP positions budget database contains the positions that current employees hold The search methods include e By Adloc in PIN order e By Adloc in Occupant name order e By UIN or SSN e By the PIN position number T
42. ce section Click the Validate button Search Doc Search Emp Display PIN Disp Start EPA EPA Doc Display EPA Doc Update Document Type and Action Buttons Document Type Recommended Occupant Action Current Occupant Action Position Action Reset Occupant Change Make Vacant v Edit Funding Sorces Save Changes Document Information Position Information Occupant Information Rate Information Retire Other Action Cancel Funding Sources EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 41 Creating a New EPA Document cont d Step 5 Net Funding If the document changes the funding requirements for any account in this fiscal year you will see the Net Funding section of the document If there are no changes you will not see this section Net Funding is not generated for Wage Positions Encumbrances are not posted for Wage Positions You may change the requirement accounts as necessary If you change the accounts click the Save Net Funding button The Net Funding display includes calculations for benefits and longevity Net Funding edits stop documents from being processed if sufficient budget is not available There is a field in the Document Information section of the Document Header that can be used to override the budget When you are finished click the Done button Search Doc Search Emp Display PIN Disp Start EPA EPA Doc Display
43. changes to the budget Iteration status is S Suspense The Form 500 type T or R is determined by the iteration status The EPA System is the web based version EPA Employee Payroll Action BPP System Active Budget Update User Manual Page 68 Appendix Glossary cont d Funding Requirement Monetary amount required or saved for each source for the time between the effective date of the EPA or BPP System Active Budget Update and the end of the fiscal year Salary savings are calculated automatically and do not require input to BPP Funding Source Lines see Source Line Group Insurance Premiums GIP Group Insurance Premiums offered to the employees includes Medical Insurance and Basic Life Insurance Some programs have wider definitions and define what part the State contributes to the program Usually SGIP refers to employer paid premiums that can be used for BL MED DEN ADD VIS or LTD G Goldplate Budget This term refers to the finalized Prep Budget following its approval by the Board of Regents Gross Pay The initialized total amount paid to the employee before deductions includes salary and wages but not longevity which is treated as a negative deduction When accounting entries are made in FAMIS to expense payroll to a particular account the entries are made for the gross pay amount H Hazard Duty Hazard Duty is a payment made to employees recognizing length of service in performing work under
44. de Effective Dates Object Code Acct Analysis Pom Code Pct Eft Flaqs Bud Salary 4331 09 01 2006 to AM 120001 00000 5012 60 00 2 088 00 08 31 2007 PRESIDENT S OFFICE 25 056 00 1515 Sal Sup Staff Clas 2 4331 09 01 2006 to AM 120010 00000 5012 40 00 S 1 392 00 08 31 2007 STRATEGIC SOURCING 16 704 00 1515 Sal Sup Staff Clas NET FUNDING Rqmt Sav Account Annual Net Amount Iter Eff Date Net Amt Future Net Amt Past Corr Net Amt 120001 00000 1000 PRESIDENT S OFFICE 120010 00000 1000 120001 00000 1000 Salary 0 00 PRESIDENTS OFFICE Benefits Longevity 120010 00000 1000 Salary 0 00 STRATEGIC SOURCING STRATEGIC SOURCING Benefits DOCUMENT CHANGES IN PAYROLL No results found EPA Employee Payroll Action BPP System Active Budget Update User Manual Longevity 0 00 0 00 0 00 13 31 13 31 0 00 0 00 0 00 0 00 0 00 8 87 8 87 0 00 0 00 Page l 30 Creating a New EPA Document Creating and Working with an EPA Document Preparation Steps Step 1 Create the Document e Setthe action o Selectthe document type occupant action and position action e Clickthe Create EPA Document button Step 2 Document Header e Document Information o Add Attachments e Position Information e Occupant Information e Rate Information e Save Changes Step 3 Funding Sources e Click Done Step 4 Validate Step 5 Net Funding Step 6 Close the Document EPA Employee
45. delete documents they added themselves e Upon Reject to Creator the creator can add additional attachments or remove any attachments present e Processing office approvers have full access to attachments prior to Final Approval e Upon Final Approval attachments cannot be removed Enriched attachment tracking including the addition of Added By Added Date Deleted By and Deleted Date allow users to easily track the attachment history of an EPA document EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 36 Creating a New EPA Document cont d Enhancanced availablility of the Delete option for documents approvers at any stage in the EPA routing process may Add or Delete documents deletion options will be limited to only the user who originally added the document The processing office will have the ability to add or delete any documents giving that function the final review of attachments Once the EPA has received Final approval the attachments may not be modified on the document Add attachments You may attach electronic document to the EPA document These attachments will be stored along with the EPA document and will be viewable by anyone who has rights to view EPA document for you department Authorized employees in the Central Payroll and business offices will also be able to view these documents Documents must be in PDF format and are currently limited to 1 megabyte EPA Employee Payrol
46. e FTE Monthly Hourly Rate 15 00 Budgeted Salary 31 320 00 Previous Monthly Hourly Rate 0 00 Previous Budgeted Sal 0 00 Salary Action Blank none Pay Type Normal Optional Routing Additional Accts Routing No Additional Accounts Added Route to STUDENT Proc Office No FUNDING SOURCE LINES Line Title Code Effective Dates Campus Account Acct Analysis Pgm Code Pct Eft MSO SP Flags Monthly Pay Object Code Bud Salary 1 0111 BUSINESS ASST II 09 01 2009 to AM 237237 00000 5012 50 00 O 1 305 00 08 31 2010 GOLD MINE DESIGNATED ACCOUNT 15 660 00 1515 Sal Sup Staff Clas 2 0111 BUSINESS ASST II 09 01 2009 to AM 420010 00000 5012 50 00 o 1 305 00 GOLD MINE GRANT ACCOUNT 15 660 00 08 31 2010 1515 Sal Sup Staff Clas Line Campus Source Account Rqmt Sav Account Type Annual Net Amount Iter Eff Date Net Amt Future Net Amt Past Corr Net Amt estimate 1 AM 237237 00000 1000 237237 00000 1000 Salary 0 0 00 0 00 0 00 GOLD MINE DESIGNATED ACCOUNT GOLD MINE DESIGNATED ACCOUNT Benefits 57 62 46 75 Longevity 0 00 0 00 2 AM 420010 00000 1000 420010 00000 1000 Salary O 0 00 0 00 0 00 GOLD MINE GRANT ACCOUNT GOLD MINE GRANT ACCOUNT Benefits 3 553 80 2 889 36 Longevity 0 00 0 00 DOCUMENT CHANGES IN PAYROLL No records found to display EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 23 EPA Module cont d Employee Search e
47. e transactions that reject These rejects did not post and need to be addressed e FBPU510 is run daily to identify the BPP Active Budget changes An error report detailing PINs with problems is generated and distributed to the workstation that owns the PIN s in error e FBPU515 is run each night on a Member by Member basis creating the appropriate encumbrance and budget transfer transactions that can be seen on the FRS Payroll Encumbrance Open Commitment and Transaction Inquiry screens An error report details any transactions that reject and must be handled Access to the BPP System Contact bpphelp tamus edu for help with acquiring access to the 3270 screens of the BPP System Typically a department prepares an internal hard copy document a Request for BPP System Active Budget Update that is signed by appropriate department personnel After approval at the departmental level the document is sent to the A amp M System Member s Payroll Budget Office for entry into the BPP System where the BPP System Active Budget Update is generated For example a Form 500T is used to set up positions and encumbrances at the start of a new fiscal year A Form 500R is used to identify changes to a position from one iteration to another A Form 500R iteration status S is required to make changes in FAMIS A BPP System Active Budget Update must be set to Print in BPP in order for data to be sent to FAMIS and show in acco
48. en 9 refer to Line 4 above 6 SA has a sponsor associated with the account and at least one of the Sponsored Project data fields on Screen 59 EPA 90 Day rule EPA must have a Net Funding prior period adjustment to qualify for this rule e Net Funding that includes prior period adjustments will appear highlighted as Manual correction required EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 52 e The Source Line s responsible for the Net Funding will be validated for the Effective Begin Date The date the EPA is CLOSED will be compared to the source line effective date e The prior period adjustment falls under the 90 day rule If both EPA rules apply the system will automatically mark the EPA with the new route path containing the R The RSFN department will be automatically added to the routing path when e RF Cost Share is checked e Net Funding is on SRS accounts SRS flag Y e Net Funding account is in HSC department 9000 e Net Funding account is in TEES project 32526 Research over 90 is a combination category representing SRS administered Research or NON SRS administered research and over 90 days A single routing document could have combinations of the following elements e SRS Research Only e Non SRS research System Member administered projects all sponsors e Over 90 day rule EPA Routing Setup Steps 1 Screen 926 EPA Office Your EPA Office will get all EPAs the
49. er but in cases where iterations have been withdrawn or the replace prior iteration flag is used it will be the last iteration in effect prior to the effective date of this new document To view other years To view a position as it existed or exists in other fiscal years select the fiscal year from the Fiscal Year drop down box to the left of the Search Apply button EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 25 EPA Module cont d Example of PIN M70006 Iteration 01 Fiscal Year 2007 Canopy The Texas AGM University System EPA FFX FRS Routing Main Menu gt EPA Position Details PIN M70006 Fiscal Year 2007 Iteration Position Information Pin Number Iteration No Iteration Status Iteration Effective Position Action Prep Date Temporary PIN Action Comments M70006 0i Cleared C 09 01 2006 08 31 2007 Create PIN CR 04 09 2007 No Occupant Information Occupant Name Occupant UIN Occupant SSN Rate Information Percent Effort Pay Indicator Salary Action EPA Employee Payroll Action BPP System Active Budget Update User Manual DWARF SNEEZY A 11 7 00 5940 000 135 0001 100 00 Biweekly Full time budgeted D Blank none Eaa Send Feedback Fiscal Year EPA Position Details Adloc Position Title FLSA Term Dates Term Months Change No From To PIN Occupant Action Occupant Dates Pay Type
50. et Processing cont d Example of a Request for BPP System Active Budget Update Personnel Budget Action REQUEST FOR FORM 500 PERSONNEL BUDGET ACTION SAGO PR 001 5 98 REV PIN FISCAL YEAR EFFECTIVE DATE ANNUAL TERM DATE PIN POSITION FROM THRU FROM THRU TCODE ACTION THRU PIN ACTION PERCENT RNG FTE MONTHLY FTE EFFORT STEP OR HRLY RATE ANNUAL Eligible for Benefit Replacement Pay C ves _ NO Amount Annual Benefit Replacement Pay Inciuded in Above YES C NO REQUESTED RECOMMENDATION PERIOD SOURCE ACCT OBJ PERCENT FUNDING SOURCE FROM THRU _ PT ACCOUNT TIKA KIT ES COMMENTS PHONE NUMBER This form to be used for requests through SAGO Payroll Office Only EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 64 Active Budget Processing cont d Form 500R FORM SOORA PAY TYPE BUDGET BUDGET CHANGE YES NO PAGE CHANGE MUMBER 90356L 403 06 ADLOG CHAIR DIV ARTS SC 16 124000 DATE PREPARED 05 25 93 AN NUMBER L00022 ry 93 P TITLE ASSOCIATE PROFESSOR gats SUSPENSE US CTIRZEN IF NOT PERMANENT SESIDENT VISA Y ANNUAL TERM GAIA PIN IR POSITION FROM To rl MOD Ms OST cry t jst ACTION 7200 PIC 7200 P S CHNG PERI OCCUPANT ACTION BUDGETED pm EFFORT CT AMOUNT ACTION c 499 00 3711 43 33403 33 403 R 00 00 3711 43 445938 0 09 0 09 64 534 DOUE PLFWANEITE Bip 7 P SELT war oar ae 200 0901 0531 16 130010 00124 0010 1619 100 00 33 403 5
51. hat position at the beginning of the employment or fiscal year These can be employees paid by monthly salary or by an hourly rate EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 67 Appendix Glossary cont d D Deductions Deducts Employee deductions are funds withheld from an employee s gross pay for various reasons generally to pay for an employee benefit or obligation that is authorized by the employee or state federal law BPP creates accounting entries equity transfers checks and or ACH entries for the employee deductions This is considered a part of employee gross pay is paid by the employee and deducted from the employee s pay check FAMIS makes no direct entries related to deductions however the processing of deductions and payments to benefit vendors is handled in FAMIS Effective Date Indicates the actual date on which the position change being implemented by the EPA document or BPP System Active Budget Update will occur Employee Deduction see Deductions EPA Employee Payroll Action System The web based EPA system is available to create or amend a position in the Active Budget with respect to salaries and wages occupant job title source s of funding etc This is the web based or CANOPY counterpart to the 3270 screen process available in the BPP System A separate EPA manual is available through the FAMIS website Employer Payment Fringe Benefit
52. he search type is determined by your entry in the Search for field shown below Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA gt Search Send Feedback ga Details Document Details Create Document o Fiscal Year 2010 v vacant Only v Search for 02237237 Position Type My Documents t Press the Search button and your search list will be displayed You may change the sort of the results by clicking on a column title Status A Canopy zonou The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Search Send Feedback Search Employee Details Position Details Document Details Create Document Search for 02237237 Fiscal Year 2010 v vacant Only Position Type All Status All k My Documents No records found to display DOCUMENT RESULTS TOTAL ITEMS 243 gt Route Doc Type Name Adloc Adloc Description Status BRAMUUU S reate or Reactivate FOSILION Iiberty Lady 302 54 02 OLDMIN ompleted 0007955 Create or Reactivate Position Panther Pink M36274 B 02 237237 GOLDMINE Cancelled 0007961 EBRAM0007961 Change Salary Title or Term Liberty Lady M36274 B 02 237237 GOLDMINE Completed 0007965 EBRAM0007
53. her refine your search limit to Budget Only or Wage Only position select the Position Type from the drop down list Canopy The Texas A amp M University System EPA FFX FRS Routing System cae Fecal Year assia Ql Main Menu EPA Search Send Feedback Search Employee Details Position Details Document Details Create Document Search for M70002 9 Fiscal Year 2011 vacant Only Position Type Budget Only ES Status All Mi Search wawa SSS Wage Only POSITION RESULTS YG Search by Adloc Enter an Adloc in the Search for field and click the Search button Canopy n The Texas A amp M University System EPA FFX FRS Routing System Campus Fecal Year lasususa qa Main Menu EPA Search Send Feedback 9 Fiscal Year Cl vacant Only All v POSITION RESULTS YG Search by Employee s UIN or SSN Enter the employee s full UIN or SSN and click the Search button Canopy pa The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Search Send Feedback iiep Details Document Details Create Document Search for 114 00 5480 9 Fiscal Year 2011 vacant only v Position Type Budget Only Status A My Documents EPA Employee Payroll Action BPP System Active Budget Update Use
54. ion e Use this type only for wage positions e Use when you are hiring someone into a wage position New Budgeted Position e Use this type only for budgeted positions e Use when you have all appropriate authorization for the new position e Note most new hires will fall into one of the first two actions not this one EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 33 Creating a New EPA Document cont d New Budgeted Position as copy of this position e This position is like New Budgeted Position in that it exists only to save you some data entry e Instead of starting with a blank form the form will be filled out with data from a similar position e The position that is currently visible is the position like the position you are creating Select the Document Type After making the appropriate selection above you will see the following page which shows your choices Choose the document type from here Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Create Document Send Feedback Search Employee Details Position Details Document Details Create Document Create Type New Wage Position Y PIN Fiscal Year 2012 wi Workstation M Occupant Change Document Type Select Occupant Change Create or Re activate Position Source Funding Chan Position Action j Ch
55. ion are different for wage and budget positions Choose the appropriate action for your situation EPA Employee Payroll Action BPP System Active Budget Update User Manual Page I 35 Creating a New EPA Document cont d Create the Document If you are satisfied with what you see click the Create Document button to finalize the create step Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA gt Create Document Send Feedback Search Employee Details Position Details Document Details Create Document Create Type New Wage Position v PIN 9 Fiscal Year 2012 Workstation Document Type Occupant Change v Recommended Occupant Action New Hire v Current Occupant Action Already Vacant Nj Position Action Other Actions Step 2 Document Header The document header is comprised of the sections of the EPA that are non repeating e Document Information e Position Information e Occupant Information e Rate Information Document Information Justification Comments The Justification Comments field accepts 10 lines of up to 74 characters each Improved Attachments Capability Allow document approvers and the processing office a method to efficiently manage attachments on EPA documents e Attachments can be added by approvers while the document is awaiting their approval e Approvers may only
56. it Funding Sorces save changes Cancel Close Document Information EFA Document Number qos Select Hew Doc Doc FY 2004 Date Created 02 16 2004 Date Last Updated 02 16 2004 Document Type Occupant Change 01 Override Qutbalances E Justification Comments This action hires snow white Position Information PIN Number M70001 Budget Position Action Other Action SA Adloc 02237237 dloc Desc THE GOLD MINE Title Code a516 Title Desc PRINCESS OF THE FOREST Effective Frorn To 12 01 08 31 Term From To aio 08 31 None Anni Term Months 12 0 Occupant Information Occupant SSN gqaggagag NametLast FirstiMIShe wACANT Effective From To 09 41 2003 08 31 2004 From To PIM F Recm Occupant Action Vacant VA Current Occupant Action Retire RE Rate Information Percent Effort 100 00 Pay Indicator Monthly Full Time budgeted Range sktep Code Source Control Normal gt Monthly FTEIHourly Rate 2800 00 Budgeted Salary 33 600 00 Salary Action MIA No Salary Change NAY Pay Type Normal gt Funding Sources Roll to New FY Flag There is a flag named Roll to New FY which is only displayed and available between the time when the Prep Budget is rolled to Active and the Beginning of the New Fiscal Year When payroll changes occur after the budget process this new flag will automatically copy the new EPA into both years to eliminate double entry If this flag is
57. it to one of the following addresses College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 301 Tarrow Street College Station TX 77840 7896 EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 3 Table of Contents EPA Employee Payroll Action BPP System Active Budget Update User Manual PAGE Basic Concepts AO PY n u uu ua uu S SSS unun 7 EPA and BPP System Active Budget Update 7 CANOPY CANOPY BANDO ru uu uuu uuu mau us 8 CANOPY Icons Symbols and Navigation Tools 9 Customizing CANOPY r rrrsrrssrsssssssssssssssassa 10 Oe i to CANOPY u uu kuu uuu anan SGuaugasskaqqusa basa qukuq aE 11 AVE OGIO Mieco u u u u uu E 12 LOR ae n E S sS s n s SSD 12 EPA MODULE li I GIJ J0LIO0n uu u AAE 13 EP Fe SO AG uu s u sates the irate cess oe E 15 DPIN u 2 u cece sees ctoes E 17 py L u te scsi tes peice 2 usnu 17 py11 eather EE EE cee ects ase cece nee vee detec oases 555 desis 18 py r te ede cine u ee ee sees ora eeneta irate een saad us 18 by Document Number ccscccccessccecesececeesececeeecceeeeseceeeueceseenecesseneceetenseeeeas 20 POSION IYD roe Se ane ee eee 21 Employee Details byP Niu uu u u
58. ject is 32526 document routes to department RSFN o If RF Cost Sharing is checked on the document department RSFN is included in the routing EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 47 Routing EPA Documents cont d To see the Routing Document for an EPA document click on the Routing Document Number link Canopy The Texas A amp M University System EPA FFX FRS Routing Campus Main Menu EPA Document Details Employee Details Position Details Document Details Create Document EPA Document Number Comments EPA Document Information Send Feedback Fiscal Year EPA Document Number 0007052 coversheet Routing Document Number f EBRAMO007052 T Routing Document Report Document Type Action is Effective From To Dept SubDept Source Balance Edits Overridden Override Budget Replace Prior teration s Justification Comments Attachments Position Information PIN Number Adloc Title Code Previous Title Code Annual Term From Ta Position Action Assignment Dist Cnty Occupant Information Occupant UIN Occupant SSN Previous Occupant SSN Occupant in Position From To Recommended Occupant Action Employee Location Rate Information Percent Effort Previous Percent Effort Range Step Code FTE Monthly Hourly Rate Previous Monthly Hourly Rate Salary Action Optional Routing Additional Accts
59. kaap p Pr dmn i a PF S9 PPF P epi Gp Gate PE EFF tad Rea Hmenu Help EHhHelp Names Flags Cost Share Link When Cost Share Accounts exist on the old or new account on a DCR and the Cost Share Link is set to Y the Research routing will be added to the document SRS Research Flag When the old or new account on an EPA is flagged as SRS the Research R routing will be added to the document NON SRS Research Over 90 Day Rule The date the DCR is closed and routed for approval is compared to the original items posting date Items posted 90 or more days ago are considered Over 90 SRS has devised a control table for the Over 90 rule see below Month Expense Originally Posted Over 90 Days EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 54 December January February March April 2 Set Up 926 PATHS Your EPA Office will receive all EPAs as they have in the past The documents that contain research related funding may now be routed down a new R path You will need to create the new paths on the processing office Screen 926 and populate with the appropriate approvers An additional approver desk should be added as the FIRST desk on each of these new paths The new approval desk will hold your campuses research admin oversight department HSC s VPR group You may need to combine functions on desks if this causes your path to exceed the 4 desk limit e Screen 922 add you
60. l Action BPP System Active Budget Update User Manual Page l 37 Creating a New EPA Document cont d Position Information Annual Term Modifier and Annual Term Months Annual term months can be modified if the annual term modifier is D For all other annual term modifiers the Annual Term Months will be calculated and replace whatever you enter Title Codes and Document Forms The title code choices will vary by Member For example for TAMUC cc21 EWR Wage Form All wage pins get set up as EWR EGR Grad Budget pins with title code of 7000 or higher and faculty rank of 0 EBR budget all other budget pins Grad Assistant and Object Codes combination of Title Code Pay Indicator and Object code is not valid Rules vary by Member Occupant Information Rate Information Wage Positions and Percent Effort Wage Positions do not have a percent effort as they are only paid for the hours they work EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 38 Creating a New EPA Document cont d Save Changes When you are finished entering don t forget to click the Save Changes button as shown below Search Doc Search Emp Display PIN Disp Start EFA EPA Doc Display EPA Doc Update Document Type and Action Buttons oH Document Type Recommended Occupant Action Current Occupant Action Position Action Reset Occupant Change Make Vacant Retire Other Action Ed
61. lowing functions are available e Add anew position e Eliminate a position e Replace an occupant of a position with another person e Make a position vacant e Fill a vacant position e Increase or decrease the salary or percent effort of a position e Change the funding accounts on a position The EPA Module is web based and housed under CANOPY an umbrella application for Business Computing Services at the A amp M System Timely processing of EPA documents is required to provide for prompt removal of university resources for terminating employees this is a recommended best practice for EPA documents The BPP SYSTEM ACTIVE BUDGET Update Process is a mainframe based application with direct input from the 3270 screens of the BPP System For complete information on the BPP SYSTEM ACTIVE BUDGET UPDATE Process please contact BPP at BCSSupport tamus edu EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 6 CANOPY There are some common features on each page of CANOPY This explanation may help you to understand the use of these features CANOPY Banner At the top of each page you will see the following CANOPY banner with the tab choices available Loqout Canopy aun The Texas A amp M University System Main Menu EPA Search Send Feedback Module Tabs Note that the tab choices will change over time as new features are added Make your selection by clicking on the tab for the desired module
62. n your access rights you may view modify and create documents within this module Access to EPA on the Web Entrance to EPA from Home Page e Must have EPA entity EPDOC or E in FAMIS security EPA Employee Search e Access to a person s record from employee search is based on a match between the user s entity security and the Adloc dept of the person the user is trying to select EPA Position Search e Access to the record for a position from the position search is based on a match between the user s entity security and the Adloc Dept of the position they are trying to access Changes to an EPA Document Budgeted PINs e A person must be granted security rights to create or change documents for an Adloc Wage Position e Any department can add sources or drop sources for a Wage PIN This accommodates the movement of wage employees between Adlocs e For wage PINs any person with access to any Adloc in the Workstation of the Wage Position can initiate a change source of funds for a Wage PIN For example Wage PIN M800001244 John Doe is Adloc d to the Library John Doe takes an evening position with Athletic Department The Athletic Department can initiate a change source of funds action on this existing Wage Position It cannot however view the pay rate on the Library source EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 60 Security and Access Notes EPA Documents cont
63. o an agreed amount based on a payroll period Salary Encumbrance An encumbrance posted at the beginning of the employment or fiscal year to reserve the payroll dollars for the employee Salary Savings Process performed on the last working day of the month that calculates and distributes salary budget not spent during the month due to a position being vacant at least one day during the month FBPR050 and FBPR051 EPA Employee Payroll Action BPP System Active Budget Update User Manual Page 70 Appendix Glossary cont d Source Amount Total dollar amount which is obligated to be paid by the fiscal source over the source period Source Line The funding source line s or records s specifies how positions are funded They specify the account that will pay the salary and the object code that will be charged on the account The source line is a record associated with a given PIN and iteration that identifies funding information for the PIN It includes the source account SL SA which will be charged source object code source accounting analysis source percent effort source amount see above source requirement account and the source begin and end period dates T Tax Deferred Annuity TDA An optional program for employees to deposits funds into an account on a tax deferred basis Generally this is intended to be part of a retirement program The funds are deducted from the employee gross pay Teachers Retirement System TRS
64. ocument Type and Action Buttons Document Information Position Information Occupant Information Rate Information Funding Sources Effective Acct Fgm Monthly Pay O one Title Cd Dates CC Account nly Obj Code cd Fct EFF Bud Sal 15156 9201 237237 OoOO00 5017 1510 100 00 E3 sO0 00 PRINCESS 06 31 THE GOLD MINE ACCOUNT Sal Sup Statf Prof 33 600 00 EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 40 Creating a New EPA Document cont d Make the necessary changes to the funding line s and click the Save button A check box is provided allowing you to specify whether funds used on a document are being cost shared against a TEES project This box is an information only box but it will send a copy of the document to the TEES financial system for documentation Funding Sources A Effective Acct Pam MamtiSupport lt D one Title Cd Dates CC Account ian Obj Code cd Pet EFF Monthly Pay cs ie 9101 oul 5 16 AB 2323 DODD Sal Sup Staff Prof 1510 100 00 3 000 00 Cancel 8131 When you have finished with your changes to the funding source s click the Done button Step 4 Validate the Document You are now ready to validate the document Validating the document crosschecks the information on the document header and the funding sour
65. onths 12 0 Paid By Check Retirement Date Percent Effort 100 00 Check Dist 02237237 Longevity Status Yes 240 months Tenure No Location 02237237 Hazard Status No 0 months EMPLOYEE POSITION HISTORY No records found to display EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 24 EPA Module cont d Position Details PIN Display Start EPA Tab Five sections are displayed e Position Information e Occupant Information e Rate Information e Funding Source Lines e EPA Documents e Position History If you already have a PIN active in your session the data for that PIN will be displayed immediately To view a different PIN e Enter the PIN in the Selected PIN box e Click the Submit button Main Menu EPA Position Details Send Feedback Search Employee Details Position Details Document Details Create Document ly Fiscal Year 2010 v Iteration E Create EPA Document New Iteration for PIN v To view other iterations By default the CANOPY system will show you the most recent iteration Iterations are sequentially numbered versions or changes to a position over the course of the fiscal year To view another iteration make your selection from the drop down box to the right of the Selected PIN box EPA documents show the Base iteration number as well as the proposed new iteration The base iteration will most commonly be the previous iteration numb
66. otal items 2 Change peged P Page size25 Change EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 18 EPA Module cont d Search by Document Number e Type a document number in the Search for field e Click the Search button to display the results e Click on the column titles to change the sort of the results e To view the document details click on the Doc ID link Logout Canopy The Texas A amp M University System Main Menu EPA gt Search Send Feedback Emoploves Detaj Position Details Document Details Create Document Search for 0007989 9 Fiscal Year 2010 v vacant Only Position Type Status All i Search My Documents lt Doc ID Route Doc Type Name PIN B W Adloc Adloc Description Status 0007989 EBRAMO0007989 Change Salary Title or Term Dwarf Sleepy A M70004 B 02 237237 GOLDMINE In Routing Showing page 1 of 1 items 1 1 Total items 1 Change _ E Page size 125 Chanae Click on the Doc ID number link to view the document details EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 19 EPA Module cont d Document details Canopy The Texas A amp M University System EPA FFX FRS EPA Document Information EPA Document Routing Document Document Type Action is Effective From To Dept SubDept Source Balance Edits Overridden Override
67. r Manual Page l 17 EPA Module cont d Search by Name Enter an employee s name Note that the search is not case sensitive e You may type just the first letters of the last name typing Dwa returns employees with a last name that begins with Dwa Click the Search button Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Search Send Feedback Position Details Document Details Create Document Fiscal Year 2011 vacant Only My Documents e You may also type the person s last name If you enter the entire last name you may further qualify by adding the first name You must put a comma between the last name and the first name Do not enter the first name unless the entire last name is entered e Employees with last name suffixes JR SR Ill etc will appear with all other employees with the same last name sorted in the first name order Don t use the suffix in the name search Results of a Name Search e The following example displays a name search This sample search was for all employees that have a last name of Dwarf e Click the UIN number link to select an employee and advance to the EPA Employee Details page This page will display additional detailed information about the employee from the BPP system You must have proper security to access records fu
68. r new research admin approval desk e Screen 926 add duplicate paths for each adding R or for paths making RESEARCH paths e EXAMPLE Processing office currently without the optional R paths 925 Processing Paths Create Modifu Screen _ _ Office PAYROLL View PAYROLL Description PAYROLL PROCESSING OFFICE Office Mgr CORN JOSEPH R Form Path Category Status and Desks CENTRALPAY _ BUDGET APP _ COUNTY APP I INQUIRY__ AGPR B BUDGET OFF _ BUDGET APP I INQUIRY PR AGPR M AGPR M BUDGET OFF _ BUDGET APP I INQUIRY EBR CPHS B LPPR B HUMAN SCI_ _ COUNTY APP I INQ CP PR EBR GPRS M i CPPR M HUMAN SCI _ COUNTY APP I INQUIRY CP xxx Press lt ENTER gt to view more entries xxx maii aa aa i aa a a aa ear aaa aa a aaa A marr l a a asss Hmenu Help EHelp Names Flags e EXAMPLE Processing office with the optional R paths added for the EGR forms EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 55 926 Processing Paths Create Modify 10 21 14 08 07 cc Of Screen Office PAYROLL View PAYROLL Description PAYROLL PROCESSING OFFICE Office Mgr CORN JOSEPH R Category Status and Desks CENTRALPAY _ BUDGET APP _ COUNTY APP I INQUIRY AGPR B _ BUDGET OFF _ BUDGET APP I INQUIRY PR CPPR M _ GP FISCAL _ COUNTY APP I INQUIRY CP BUDGET OFF SABA APP R Path with mew AGPR B R__ or modifed desk _ BU
69. rther however student employee records can be accessed by everyone Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Search Send Feedback Search Employee Details Position Details Document Details Create Document Search for Dwarf 9 Fiscal Year 2010 v Vacant Only Position Type AI Status All i Search My Documents lt EMPLOYEE RESULTS TOTAL ITEMS 5 pi c UIN SSN Name Adloc Adloc Description PIN Status Active Route Doc 214 00 3317 ss ww 567 Dwarf Bashful A 02 237237 Goldmine M70005 Active 814 00 0674 234 Dwarf Grumpy A 02 237237 Goldmine M70002 Active 914 00 2535 345 Dwarf Happy A 02 237237 Goldmine M70003 Active 114 00 5480 SS a Dwarf Sleepy A 02 237237 Goldmine M70004 Active EBRAM0007989 117 00 5940 001 Dwarf Sneezy A 02 237237 Goldmine M70006 Active prev 1 next Showing page 1 of 1 items 1 5 Total items 5 Change page 1 Go Page a25 Khana DOCUMENT RESULTS TOTAL ITEMS 2 YG Doc ID Route Doc Type Name PIN B W Adloc Adloc Description Status 0007989 EBRAM0007989 Change Salary Title or Term Dwarf Sleepy A M70004 B 02 237237 GOLDMINE In Routing 0008048 Source of Funding Change Dwarf Sleepy A M70004 B 02 237237 GOLDMINE Open for Editing prev 1 next Showing page 1 of 1 items 1 2 T
70. search are capped at 1000 records per set EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 14 EPA Module cont d EPA Search Search Button Multiple ways to search have been consolidated into one search textbox This enables you to enter differing pieces of information as input text for your search Enter one of the following items and click the Search button to view the results PIN budget wage formats example Snnnnn or S8nnnnnnnn ADLOC examples 01 100000 or 01100000 UIN universal identification number Names last first example Smith J or Van Der Document full 7 digits example 0123456 There are other filters available to refine your searches Position Type all budget only wage only Document Status all active completed cancelled Vacant Only show only the vacant positions Fiscal Year show another fiscal year Note that the results from any search are capped at 1000 records per set My Documents Button Click on the My Documents button to review documents you created Light Bulb Button Click on the light bulb graphic next to the Search for input box to view a list of the most recent searches you have made You may scroll down and select one to advance to the next page for details EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 15 EPA Module cont d Sorting an EPA Display You may sort by a column by clicking on the column title Logout
71. select dates from a calendar L Click on the Download icon to extract the data into an Excel spreadsheet w Click on the Filter icon to use filters on the grid Set Theme Click on the Set Theme button to change the background colors and style for your CANOPY sessions The BACK button on your browser will return you to your previous page Amount Click on a column title to sort by that column Selected elements on some pages are links that jump to related data on other pages For example Routing and EPA documents can include accounts as part of a line item or source of funds These accounts have been marked as links which once clicked take you directly to the Account Summary page OOLOOS Click on a link in the data to display related data Details Click on a highlighted word to link to related data EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 8 CANOPY cont d Customizing CANOPY You may select the theme for your CANOPY sessions by selecting a Theme from the Set Theme select box and clicking on the Set Theme button Each of the available themes has a predefined color scheme and font The selected theme is saved between logon sessions and until you select a different theme Available choices may change over time Some of the current theme choices are Default grays and blues Forrest muted greens and browns Neon Blue bright blue with green highlights and Dark Red red highligh
72. set to YES when the EPA reaches BPP a new iteration will be created in both the old fiscal year and the new fiscal year EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 39 Creating a New EPA Document cont d Step 3 Funding Sources Edit funding source lines Once the document header has been saved navigate to the funding source part of the document Click the Edit Funding Sources button Document Type and Action Buttons Document Type Recommended Occupant Action Current Occupant Action Position Action Reset Occupant Change Make Vacant Retire Other Action oe Sorces lt Save Changes Validate Cancel FUNDING SOURCE LINES Src Effective Dates cool Obj Code Acct Analysis Pgm Code Title Code Monthly Pay 09 01 2006 05 31 2007 120001 00000 1410 60 00 5012 7200 1 320 00 09 01 2006 05 31 2007 a 120010 00000 1410 40 00 5012 7200 880 00 Select an account or type in an account number 12000100000 g Thru Month 13th V Year Type FY O PY QIN SL Display Summary by Obj Code Summary by Budget Pool The funding buttons are as follows e E Edit this funding source line e R Replicate make copy of this funding source line e D Delete this funding source line Search Doc Search Emp Display PIN Disp Start EPA EPA Doc Display EPA Doc Update Pes eee BB eB BB BB Be EB BB EB BBB BB EBB EB EB eB EB BB BEB eB eB BB BBB BB ABABA D
73. sored Project data in fields on Screen 9 such as THECB NSF Category and CFDA 5 Documents where the SL has an associated sponsor and at least one Sponsored Project data field on Screen 9 refer to Line 4 above 6 SA has a sponsor associated with the account and at least one of the Sponsored Project data fields on Screen 59 EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 49 CROI EPA Enhancements cont d EPA 90 Day rule EPA must have a Net Funding prior period adjustment to qualify for this rule e NetFunding that includes prior period adjustments will appear highlighted as Manual correction required e The Source Line s responsible for the Net Funding will be validated for the Effective Begin Date The date the EPA is CLOSED will be compared to the source line effective date e The prior period adjustment falls under the 90 day rule If both EPA rules apply the system will automatically mark the EPA with the new routing category Research90 The RSFN department will be automatically added to the routing path when e RF Cost Share is checked e Net Funding is on SRS accounts SRS flag Y e Net Funding account is in HSC department 9000 e Net Funding account is in TEES project 32526 Research90 is a combination category representing SRS administered Research or NON SRS administered research and over 90 days A single routing document could have combinations of the following elements
74. t Routing Module e Create Preliminary Asset System System Settings and General Information ee ee akpi Top of Page Theme Defaut Set Theme 7 03 11 PM Debuq Info Site Management ee em Site Map Logout To logout either e click on the Logout link e close the browser window EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 12 EPA Module EPA Employee Payroll Action System The EPA System provides for web entry of BPP System Active Budget documents and use of electronic routing and approval of those documents When closing web based EPA documents the encumbrance is created updated and immediately available for viewing in CANOPY and on the FAMIS screens EPA documents post encumbrances to FAMIS in an online real time basis when all edits are passed and the documents are closed Since Active Budgeted position payroll encumbrances post to FAMIS when an EPA document is closed the EPA document rejects at the time of close if there is not enough budget to support the entry of the document or if there are other problems with the document Departments can override the budget when they create an EPA document leaving the payroll workstation and business office to determine whether this override is appropriate before allowing it to update the Active Budget in BPP Payroll workstation business office personnel are the core of the Payroll Processing Office in Routing amp Approv
75. t be currently assigned to a final approval desk in the routing path for the payroll office It is recommended that this feature be used by the payroll office for all iterations created by the EPA documents EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 44 Printing EPA Documents Printing an EPA document Click on the Coversheet link to print a copy The print dialog box will appear and you may select options before clicking on the Print button EPA Document Information EPA Document Number 0005213K coversheet t Doc Fy 2007 Routing Document Number EBRAM0005213 Doc Status Cancelled Document Type Create or Reactivate Position 02 Date Created 03 08 2007 10 29 AM Action is Effective From To 09 01 2006 05 31 2007 Last Updated 04 09 2007 11 52 AM Source Balance Edits Overridden No Dept SubDept GOLD THE GOLD MINE Y AM PHYS PHYSICS N Override Budget No RF Cost Sharing No Replace Prior Iteration s Yes TEES Cost Sharing Ne Justification Comments test Attachments Print General Options Select Printer FHP LaserJet 2100 PCL6 a Laserfiche Snapshot 8 a Microsoft Office Document Image Writer si Status Ready Print to file Location Comment Find Printer Page Range e Al Number of copies Selection Current Page Pages Collate rel ree Enter either a single page number or a single page range For example 5 12 Print Cancel Apply EPA Employee Pa
76. ts Canopy oong The Texas A amp M University System EPA FFX FRS Routing System Campus 5 Fiscal Year Main Menu EPA Search Send Feedback Search Employee Details Position Details Document Details Create Document Search for Fiscal Year 2012 vacant Only Position Type All Y Status All ERE Canopy a Business Computing Services application Top of Page Theme The Texas A amp M University Syster a stem Version 7 8 2011 1 59 39 PM Debug Info Site Management DarkRed v You may change the color scheme as often as you want The Forest Theme displays information in muted green and brown colors Logout Canopy The Texas A amp M University System EPA FFX FRS Routing campus TEXAS ASM UNIVERSITY 02 OREA ET IZTZZB Main Menu EPA Search Search Employee Details Position Details Document Details Create Document Search for 9 Fiscal Year 2012 vacant Only Position Type All Status All k My Documents Canopy a Business Computing Services application Top of Paqe TAS Ga The Texas A amp M University System S Version 7 8 2011 1 59 39 PM Debug Info Site Management System Site Map EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 9 CANOPY cont d Accessing CANOPY To log
77. u 52 u aasan 24 Posiuo nDetlsbyPIN uu uu u uu ua 25 Document Details by Document Number 27 Create a New EPA Document Preparation Steps uuu u u u u u Q u nm Du venenatis 31 Step 1 Create the DOCUMENT sessissseteescavavnsenvvncousisxanseaanswdevieateosuanboesauiieteesser seek 33 Step 2 Document H ader uu uu u l l aaa a 36 Step 3 Funding SOUT CSS uuu u aaa 39 Step 4 Validate the Document 40 ns s Ner 8 19 9 e EE 41 Step G Close the D 8GUum 8ntu u u u u u U uu u uu u uuu uu u u 22 2 42 Cancel or Withdraw and EPA Document r r 43 Printiaa EPA DOCUMEN uuu uuu uuu E EAE 44 Routing EPA DOCUMEN S u uuu l u u u u iays 46 Department ROUTINE uu u uyu G u u ua a atas 48 Executive Level ROUUNE uuu u u cotsnenaeensseedeaneseiaaebaaedceteosmrasenseue 48 Processing Level ROQUp8 scorsocmoisrcnisoidaiinn a 48 CROI Routing Enhancements u uuu sdocedsde secadensivceansstecnasesiecnsebdebenvinasaceacansatearecden Security and Access Notes for an EPA Document 51 Ance S TO EPA ON CCV Cars percs u u uuu zu ee 51 Changes to an EPA Document rr 51 EPA Screens and Entity Control 52 Page l 4 Ta
78. udes an ADLOC change the recommended ADLOC department is also added Budget PINS e Budget pins route to departments on the accounts from the Net Funding lines e When it is an 08 line the department listed on the TEES project is used BPP UP table Wage PINS e Wage pins route to departments associated with each Funding Source line However if a source line on the new document was on a prior iteration AND the hourly rate is the same this is skipped The account or amount must be different from previous iteration because there is no net funding EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 51 e Optional Routing section on the EPA Document allows you to add Additional Accounts Routing the document will route through the department path for department tied to those accounts e Other departments may be added for TEES projects and Research Foundation TEES when TEES Cost Sharing on EPA form is checked the departments of the funding source accounts are included in routing When it is TEES CC 08 the department listed on the TEES project is used Screen 861 UP table Research Foundation When a source line has dept RSFN or the Health Science Center department 9000 that department is added to the routing o If the TEES project is 32526 document routes to department RSFN o If RF Cost Sharing is checked on the document department RSF
79. unting BPP System Active Budget Updates entered into BPP are not fed to FAMIS until the next night so it usually takes two days for the changes to display on the FAMIS screens EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 62 Active Budget Processing cont d Iterations Audit Trail of Changes Iterations are sequential change numbers assigned to each Active Budget action for a given position This iteration number is a 2 digit number that starts at 01 for the fiscal year The PIN number plus the iteration number is used to identify a unique budget position action A given iteration may be changed several times over several days Each change to an iteration is not tracked in the BPP system but may be tracked in the FAMIS BPP System Active Budget Update tracking file if the BPP System Active Budget Update is printed after each change to be covered in greater detail later Each PIN iteration change is assigned a unique change number The change number is in the upper right corner of the BPP System Active Budget Update and is in the format 999999x where 999999 is a sequential number and x is the work station code See Appendix for Work Station Code Assignments list For EPA documents the change number is in the format of a 7 digit number 9999999 BPP System Active Budget Update Tracking in FAMIS EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 63 Active Budg
80. y Bud Salary 1 391 84 16 703 00 Page l 48 Routing EPA Documents cont d CROI Routing Features The CROI committee requested multiple enhancements to improve the routing and approvals features attachment capabilities and notes capabilities of an EPA document as related to research accounts on these documents Features Summary e Research Over 90 day routing on EPAs e Attachment improvements o Add Delete Attachments throughout the routing lifespan o Add Delete Attachments in the Processing Office EPA Research and or Research Over 90 Enable all research related EPAs that are over the 90 day rule to route to additional approvers such as the college Dean or System Member review auditors This has been accomplished by adding a NEW document category to the routing path setup and will require each System Member or each college s E Office Managers to maintain additional routing paths on Screen 925 and Screen 926 in FAMIS Documents meeting the requirements of the over 90 routing will automatically route for approvals on the new path EPA Research rule EPA documents meeting any of the following conditions qualify as research for routing purposes 1 Documents with SRS accounts on either old or new iteration source lines 2 Documents with Cost Share accounts on old or new iteration source lines 3 Documents where the EPA Header has RF cost share checked 4 Documents where the SL or SA accounts used have Spon
81. yroll Action BPP System Active Budget Update User Manual Page l 45 Printing EPA Documents cont d EPA Doc Number Doc FY PIN Number Dept Sub Occupant Name Adloc Title Code EPA Document Coversheet 0005213 2007 M70005 Budaet SubDept Department Name Electronic Routing GOLD THE GOLD MINE Y AM PHYS PHYSICS N Dwarf Bashful A 02 237237 THE GOLD MINE 7200 ASSOCIATE PROFESSOR If you experience problems printing an EPA document you may need to make some adjustments to your settings e Using Internet Explorer go to FILE PAGE SETUP e Set your margins to 25 for both the right and left margins and 5 for your top and bottom margins e If you still have problems you can switch the layout of the page to LANDSCAPE EPA Employee Payroll Action BPP System Active Budget Update User Manual Page l 46 Routing EPA Documents EPA documents route through FAMIS Routing amp Approvals EPA documents route through the Routing amp Approvals of any TAMUS Member using FAMIS who is impacted by the funding entered on the document The electronic office associated with a department both determines the routing paths and controls who gets the document at each approval desk Departments will only be added once Discarded notification and FYI actions will not appear by default in your outbox You may see the discarded items by checking the Include Discards box General Routing Rules for EPA documents ADLOC e Alw

EPA Employee Payroll Action & BPP System Active Budget Update

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EPA Employee Payroll Action &amp; BPP System Active Budget Update

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EPA Employee Payroll Action & BPP System Active Budget Update