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Employee Payroll Action & Form 500 Processes User`s Manual

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1. cccccceccecceeceeceeceeseeeceeceececeeeceeceeseesensensaeeas 46 Processing Level KONG WEE 48 Security amp Access Notes for an EPA Document 51 ACCESS TO EPA On the VVeD socios eoe yana suna ja magawan aaa KA reci xS e ho tox err b teu ERE 51 Changes to an EPA Document 51 EPA Screens e Entity CONTO sessione 52 Employee Payroll Action Module Page 5 Table of Contents PAGE BPP System Active Budget Processing MAL FO QU CTION Nc U 53 Iterations Audit Trail of Changes esses 54 BPP System Active Budget Update Tracking in FAMIS 54 Glossary Terms and DefTInitlOis 32 32 16 aa Eelere 58 Page 6 Employee Payroll Action Module Basic Concepts 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 amp 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 ti
2. Document Type and Action Buttons Document Type Recommended Occupant Action Current Occupant Action Position Action Reset Occupant Change Make Vacant Retire Other Action d Edit Funding Sortes Save Changes Cancel Document Information Position Information Occupant Information Rate Information Funding Sources Net Funding Amounts Page 42 Employee Payroll Action Module Cancel or 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 m Logout Canopy ae The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu EPA Document Details Send Feedback EPA Document Details EPA Document Number 0005213 Recall Comments req E Submit Recall Reopen Withdraw Cancel and Void qa 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 e
3. CURRENT 7200 0901 0531 16 130019 00126 0010 14619 100 09 33 403 TOTAL 33 403 0 00 RECOMMENDED 7200 90901 05131 14 130010 00124 0919 1412 100 00 33 403 7200 0601 0331 16 130010 00124 0010 1410 50 00 5 265 5567 16 TOTAL 38 971 5567 16 LEGENOS SOURCE DATA SOURCE TITLES 7200 ASSOCIAT PROFESSOR PT ACCT S ACCT ACCT NAME REQMT PT ACCT S ACCT OBJ 16 130010 00124 ENGLISH 5567 16 L 130701 L 10 COMMENTS ATTACH ADOITIONAL PAGES AS NECESSARY ELIGIBLE FOR REHIRE YES NO JANICE MARYANNE WAS HIRED AS ASST PROF FOR SSI AND SSII APPROVALS JATI DATE RM il AAR Aut I HON Employee Payroll Action Module Active Budget Processing Employee Payroll Action Module EPA Form 500T FORM 3539007 PAY TYPE BUDGET BGJOGET C IANGE TS NO TICE 1 CHANGE NUMBER A 01 ADLOG BLOCHEMISTRY amp BIOPH 56 111206 DATE PREPARED 07 32 96 EN Kat A22583 ry 9T PN TITLE RESEARCH ASSOCIATE STU US CITIZEN IF NOT P NMANENT RESIDENT VISA EFFECTIVE DATES ANNUAL TERM DATA ASSIGNMENT POSITION MOG POM YO TO MOD MTHS OST ACTION C D5 111206 09 01 OH Al 09 01 0DB 31 12 0 DUDUPANT NAME VENDOR O OM EFFECTIVE a HA F pence j PERCENT BUDGETED RAJE EFFORT CHANGE AMOUNT ACTION 199 00 A 21 044 me LS E PETE See mE 4 PERIOD T i ACCOUNT as EFFORT AMOUNT RE QMT Ai M NA A pm GRU RE vs a E CURRENT 9220 2901 23831 06 111296 08244 91289088 1315 97 00 20
4. Create Type New Wage Postion V PIN Fiscal Year 2007 V Workstation Document Type Sed v select Recommended OCT NN Current Occupant Create or Re activate Position source Funding Change Position Action Change Salary Title Term Percent Effort or Promote Create Doc of Term Eate LOCUI Gest Position Other Changes 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 Page 34 Employee Payroll Action Module Creating a New EPA Document Employee Payroll Action Module EPA Here is an example of entry for a WAGE Position Hiring a new employee into a new wage position Create Type New Wage Postion v EIN gt Fiscal Year 2007 V Workstation Document Type Occupant Change a MI Recommended Occupant Action TTEIPIPIPIETTITEPPIEIETTTTTTIEIEEEEEIEITIEIEIEIEIEIEETIE Current Occupant Action Position Action Promote In Create Document Demote In Re appoint Re hire Return From Leave Canopy a Business Computing 5e Make Vacant Themes Default ll Set Theme New Wage Postion v IN Fiscal Year 2007 Worksa om Create Type ge FOSC Document Type Occupant Change Recommended Occupant Action Hire v Position Action r eg Vacant Create Document Reti
5. 0005424 EBRAM0005424 Change Salary Title or Term Dwarf Bashful A M70005 B 2 237237 THE GOLD MINE In Routing 0005426 EBRAMOU05426 Change Salary Title or Term Dwarf Bashful 2 M70005 B 2 237237 THE GOLD MINE Open for Editing Ki Local intranet amp 10096 Employee Payroll Action Module Page 19 Employee Payroll Action Module EPA 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 Canopy The Texas A amp M University System EPA FFX FRS Routing System rere Send Feedback Campus Fiscal Year Main Menu EPA c Search EPA Search Search for 0005379 A Fiscal Year 2007 v C Vacant Only Position Type Ah wi Document Status Al vd My Documents DOCUMENT RESULTS Founn 1 DOCUMENTS Dwarf Bashful A M70005 02 23 23 237 COE T GOLD MINE Cancelled Route Doc EBRAM0005379 Type 0005379 Change Salary Title or Term Click on the Doc ID number link to view the document details Canopy The Texas A amp M University System EPA FFX FRS Routing system esee Send Feedback Campus Fiscal Year Main Menu c EPA Document Details EPA Document Details EPA Document Number Recall Comments req o EPA Document Information EPA Document Number Routing Document Numbe
6. 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 Dac Search Emp Display PIN Disp Start EPA EPA Dac Display EPA Dac Update EPA Doc validated and Net Funding generated Document Type and Action Buttons Document Information Position Information Occupant Information Rate Information Funding Sources Net Funding Amounts Save Net Funding Annual Uer EI Date Future PastiCorr Y Done Source Account PN VE eau tw Jor Meo T 113900 07030 1100 1139000 mmm i100 Salary 600 00 500 00 500 00 0 00 Benefits 0 00 0 00 Longevity 0 00 D D 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 If the 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 Employee Payroll Action Module Page 41 Creating a New EPA Document Employee Payroll Action Module EPA 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
7. 880 00 Select an account or type in an account number F Thru Month 13th W Year Type Fy Opy OIN SL Display Summary by Obj Code Summary by Budget Pool The funding buttons are 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 EPA Doc 0000386 updated successfully Document Type and Action Buttons rH Document Information Position Information Occupant Information Rate Information Funding Sources 4 Done Title Cd ae ellen Acct Obj Code B Pct EFF Monthly Pay ates Anl Bud 5al nl 9516 09 01 AB 2e3 23 000n0 soi 1510 100 0095 2 800 00 PRINCESS 08 31 THE GOLD MINE ACCOUNT Sal Sup Staff Prof 33 600 00 Employee Payroll Action Module Page 39 Creating a New EPA Document Employee Payroll Action Module EPA Step3 Funding Sources cont d Make the necessary changes to the funding line s and click the Save button A check box is provided to allow you to specify if 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 Effective Acct Dom Mgmt Support D one Title Cd cn CC Account m Obj Cade cd Pet EFF Monthly Pay Cs Sav
8. B 02 237237 THE GOLD MINE Cancelled 0005394 EBRAMO0005394 Change Salary Title or Term Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Cancelled 0005395 EBRAMO0005395 Create or Reactivate Position Dwarf Bashful M70005 B 02 237237 THE GOLD MINE Cancelled 0005424 EBRAMO0005424 Change Salary Title or Term Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE In Routing 0005426 EBRAMOO005426 Change Salary Title or Term Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Open for Editing p LU 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 III etc will appear with all other employees with the same last name and sorted in the first name order Don t use the suffix in the name search Page 18 Employee Payroll Action Module Employee Payroll Action Module EPA 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 further However student employee record
9. BUSINESS ASSISTANT II BUSINESS ASSISTANT II EQUIPMENT MANAGER EQUIPMENT MANAGER ado Adioc Descrintion 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 02 237237 The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine The Gold Mine Page 15 Employee Payroll Action Module EPA Search amp 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 Main Menu EPA Search mu To EIE Employee Details Position Detais Document Detaile Create Documert earch for 2230237 j Race yaar 2008 D vacant Oel Position Type u Status al D Position Results Tatal gene 15 Hama PIN Ther TI d Title Adlac Adlac Deseriptian Active Route Doc i i 0110 i i i i d ZER Ian Rad ol 0110 BUSINESS ASSISTANT diiad Goldmine DT Basha WOOO Di 3219 PAINTER 02 237237 Geldmina Dwarf Grumpy MOD ol 0236 EQUIFMENT MANAGER 2 237237 Soldmine Dwarf Happy hi i 4121 ALICE SERGEANT 02 237237 Goldmine Dart Sleepy RA OL 0705 MANL CARRIER III 02 2372337 Goldmine warf S
10. DETAILS PIN Display Start EPA Tab Five sections are displayed Position Information Occupant Information Rate Information Funding Source Lines EPA Documents 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 EPA Position Details PIN M70007 Fiscal Year 2007 Tteration Create EPA Document New eration for PIN 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 number 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 Employee Payroll Action Module Page 25 Employee Payroll Action Module EPA To view other years To view a position as it existed or exists in other fiscal years select the fiscal year from the FY drop down box to the left of the Search Apply button Example of PIN M70006 Iteration 01 Fisc
11. 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 they are 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 A person must be granted security rights to create or change documents for an Adloc Wage Position Any department can add sources or drop sources for a Wage PIN This accommodates the movement of wage employees between Adlocs 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 J ohn 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 They cannot however view the pay rate on the Library source Employee Payroll Action Module Page 51 Security amp Access Notes EPA Documents EPA Screens amp 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 Pos
12. FRS Routing System Fiscal Year Send Feedback Campus Main Menu EPA Document Details EPA Document Details EPA Document Number 0002005 Recall Comments req Submit Recall Reopen Withdraw Cancel and Void EPA Document Information EPA Document Number 0005006 coversheet Doc Fy 2007 Routing Document Number RAM Doc Status Rejected Document Type Occupant Change 01 Date Created 01 11 2007 11 56 AM Action is Effective From 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 GOLD MINE Y PURS PURCHASING SERVICES Y AM PRES OFFICE OF THE PRESIDENT N Override Budget No RF Cost Sharing No Replace Prior Iteration s No TEES Cost Sharing No Justification Comments Attachments Employee Payroll Action Module termination of Sneezy Dwarf voluntary Page 27 Employee Payroll Action Module EPA EPA SEARCH CONT D EPA Doc 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 o Routing Notes Routing History Current Location Approval Pending Dept Unit Routing Status Document Held By FYI Copy O O O 0 0 Position Information Occupant Information Rate Information Funding Source Lines Net Funding Example of EPA Routing Docu
13. Gold Mine Dwarf Sneezy M70006 01 4331 FOOD PROD BOARD MGR 02 237237 The Gold Mine Fudd Elmer M70010 01 0110 BUSINESS ASSISTANT I 02 237237 The Gold Mine Mouse Mickey M33881 02 0111 BUSINESS ASSISTANT II 02 237237 The Gold Mine Pig Porkey M33879 02 0111 BUSINESS ASSISTANT II 02 237237 The Gold Mine Runner Road M70009 01 0705 MAIL CARRIER III 02 237237 The Gold Mine Sam Yosemite M33878 01 0110 BUSINESS ASSISTANT I 02 237237 The Gold Mine White Snow M70001 01 0236 EQUIPMENT MANAGER 02 237237 The Gold Mine DOCUMENT RESULTS FouND 128 DOCUMENTS Employee Payroll Action Module Page 17 Employee Payroll Action Module EPA Search by Employee s UIN or SSN Enter the employee s full UIN or SSN and click the Search button Canopy Logout The Texas A amp M University System EPA FFX FRS Routing System rere Send Feedback Campus Fiscal Year Main Menu EPA Search EPA Search Search for 14 00 5480 y Fiscal Year 2007 vi D vacant Only Position Type Iw wl Document Status AN Mj Search My Documents EMPLOYEE RESULTS FouND 1 EMPLOYEE mmi mm o age Adloc Description PIN tktttt456 Dwarf Sleepy A 02 237237 The Gold Mine M70004 114 00 5480 Active POSITION RESULTS FOUND 1 RECORD Title ASSOCIATE PROFESSOR 7200 M70004 01 02 237237 The Gold Mine Dwarf Sleepy Search by Name Enter an employee s name Note that the search is not case sensiti
14. Routing 0004956 EBRAMO004956 Occupant Change Vacant M33648 B 02 2372537 THE GOLD MINE Open for Editing 0004955 EBRAMO004955 Occupant Change Vacant M33649 B 2 237237 THE GOLD MINE In Routing 0005045 EBRAMO005045 Occupant Change Vacant M33798 B 2 237237 THE GOLD MINE Completed 0005048 EBRAMO005046 Occupant Change Vacant M33798 B 2 237237 THE GOLD MINE Open for Editing 0005047 EBRAMOQ05047 Occupant Change Vacant M33799 B 02 237237 THE GOLD MINE Completed 0005046 EBRAMOO0S046 Occupant Change Vacant M33801 B 02 237237 THE GOLD MINE In Routing 0005247 EBRAMOQO05247 Eliminate Position Vacant M33814 B 02 237237 THE GOLD MINE Open for Editing 0005417 EBRAMOQOU5417 Occupant Change Vacant M33877 B 02 237237 THE GOLD MINE In Routing 0005419 EBRAMO005419 Occupant Change Vacant M33879 B 2 237237 THE GOLD MINE In Routina Page 22 Employee Payroll Action Module Employee Payroll Action Module EPA Document Search e Enter a document number in the Search for field e Click the Search button to display the results Canopy The Texas A amp M University System EFA FFX FRS Routing system Campus Fiscal Year pese Main Menu c EPA c Search Send Feedback EPA Search Search for 0005219 A Fiscal Year 2007 d vacant Only Position Type Budget Only Document Status My Documents DOCUMENT RESULTS Founn 1 DOCUMENTS PT 0005219 EBRAMOOOS219 Create or Reactivate Position Dwarf Grumpy M70002 02 237237 THE GOLD MINE Cancell
15. 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 FBPRO50 amp FBPRO51 Page 62 Employee Payroll Action Module Glossary Employee Payroll Action Module EPA 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 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 The retirement system sponsored by the State of Texas for employ
16. route to departments on the accounts from the Net Funding lines 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 itis TEES cc08 the department listed on the TEES project is used SCR 861 UP table Research Foundation When a source line has dept RSFN or 9000 that department is added to the routing Research Foundation If the TEES project is 32526 document routes to department RSFN Research Foundation If RF Cost Sharing is checked on the document department RSFN is included in the routing Page 46 Employee Payroll Action Module Starting Creating a New EPA Document Employee Payroll Action Module EPA To see the Routing Document for an EPA document click on this link Logout Canopy The Texas A amp M University System Fiscal Yea
17. the EPA document Z 1 1 Edit the header information and save any changes j X 1 2 Edit the individual source lines and save changes for each line 2 Validate the document this will also generate the net funding d 3 Review the net funding and make any necessary changes to the account information 4 Close the document and route it for approval EPA Document Inf EPA Documer 2007253 ni EPA Report coversheet Doc Fr 2009 Routing Document p07 253 Doc Status Open Pyrl Office Document Type Create activate Position 02 Date Created 11 19 2008 10 10 AM Action is Effective From To 01 05 2009 Uff D Last Updated 11 21 2008 10 52 AM Dept SubDept ACCT Source Balance Edits Overridden No Roll to New Fr 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 Employee Payroll Action Module Page 49 Routing EPA Documents Routing History is shown on the Routing Document us Document EBRAMUDO7852 Windows Internet Explorer ojx galee E e E eese em 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 DESIGNA
18. 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 Sorting an EPA Display You may sort by a column by clicking on the column title Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Logout bel Main Menu EPA Search Send Feedback Search for 02 237237 g Fiscal Year 2007 Position Type Budget Only Document Status All wv Search My Documents POSITION RESULTS FOUND 22 RECORDS iter rica Dwarf Bashful M70005 01 7200 Dwarf Sleepy M70004 01 7200 Duck Daffy M33880 01 0110 Nature Mother M33894 01 0110 Fudd Elmer M70010 01 0110 Sam Yosemite M33878 01 0110 Mouse Mickey M33881 02 0111 Pig Porkey M33879 02 0111 Jetson George M33899 02 0111 Bell Tinker M33898 02 0111 Cat Sylvester M33896 02 0111 Ogre Shrek M33900 02 0111 Dog Snoopy M33877 02 0111 Cat Tigger M33897 02 0111 Cottontail Peter M33901 02 0111 White Snow M70001 01 0236 Dwarf Grumpy M70002 01 0236 Employee Payroll Action Module Title ASSOCIATE PROFESSOR ASSOCIATE PROFESSOR BUSINESS ASSISTANT I BUSINESS ASSISTANT I BUSINESS ASSISTANT I BUSINESS ASSISTANT I BUSINESS ASSISTANT II BUSINESS ASSISTANT II BUSINESS ASSISTANT II BUSINESS ASSISTANT II BUSINESS ASSISTANT II BUSINESS ASSISTANT II BUSINESS ASSISTANT II
19. 412 29412 0 922 0901 2831 906 5600857 05244 15900000 1315 3 00 63 631 3 TOTAL 21 244 5 21043 3 LEG NDS SQOURCE DATA e SOURCE TITLES 92229 RESEARCH ASSOCIATE PT ACCT S ACCT ACCT NAME REQMT PT ACCT S ACCT OB J5 111206 08244 BIOCHEM BIOPHYS BASE 36 5430857 08244 USDA ARS BCBP COMMENTS ATTACH ADDITIONAL PAGES AS NECESSARY ELIGIBLE FOR REHIRE YES NO APPROVALS DATE DATE GET ACTION Employee Payroll Action Module Page 57 Glossary Accounting Analysis Table amp 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 Locati
20. CTION Current o Recommend TO OCCUPANT THRU PIN ACTION PERCENT EFFORT Current Eligible for Benefit Replacement Pay C yes _ NO Amont Annual Benefit Replacement Pay Included in Above _ ves Tu REQUESTED RECOMMENDATION PERIOD SOURCE e PERCENT FUNDING SOURCE FROM THRU PT ACCOUNT VA Vacant Budgeted RC Reclassificabon PHONE NUMBER This form to be used for requests through SAGO Payroll Office Only Employee Payroll Action Module Page 55 Page 56 Active Budget Processing Employee Payroll Action Module EPA Form 500R VAM 500R PAY TYPE BUDGET NAME ANGE 7 V be TIMAH l HANGE NUMBEF 290355L 03 04 CHAIA DIV ARTS SC 15 124001 DATE PREPARED 05 25 93 N MUMBEI L00922 ry 73 TI ASSOCIATE PROFESSOR WI s SUSPE NSE IS CTWWEN F NOT PERMANENT RESIDENT VISA VOSTON EFFECTIVE DATE ANNUAL TERM DATA ASSIONMENM zr f OSMON ADLCI FROM FROM TI MOO WTH OST CTY T CD 5n ACTION C 16 126000 12721 5 31 09 01 05 31 09 0 7200 PIC R 15 124000 05 21 28 231 09 01 OB 31 12 0 7200 PIS CHNG PERI LI ce NT NAME VENDOR ii een Oe ee FROM PIN ro Pv hE 00 88 08 25 300 88 08 26 PEPEN NO FTI j AMOUNT ER CH JOGE TED ATI Er i MTH AH Ba echt CHANGI AMOUNT ACT JN C 100 00 A 3711 43 3340 33 403 R 100 00 A 3711 43 44538 0 023 0 02 64 535 UCE PA RCE ACCOUNN TINI en PERCENT JURCF FUNC f PERCO PT ACCT RIP ANALYS CLS EFFORT AMOUNT HE ON Ot FX sa
21. EPA EMPLOYEE PAYROLL ACTION amp BPP SYSTEM ACTIVE BUDGET UPDATE Version 1 3 November 2009 2009 Texas A amp M University System All Rights Reserved Page 2 Web Based Routing amp Approvals 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 of the BPP Operations Center Both the EPA Module under CANOPY and the BPP System Active Budget Update Process BPP 3270 application access the same database 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 or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to College Station based FAMIS Services Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based The Texas A amp M University System FAMIS Services A amp M System Building Suite 2180 200 Technology Way College Station TX 77845 3424 Page 4 Web Based Routing amp Approvals Table of Cont
22. 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 Results from any search are capped at 1000 records per set Employee Payroll Action Module EPA Search Search button Employee Payroll Action Module EPA 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 There are other filters available to refine your searches e Position Type e Document Status e Vacant Only e Fiscal Year all budget only wage only all active completed cancelled show only the vacant positions show another fiscal year Note that the results from any search are capped at 1000 records per set My Documents button Click on this button to review documents you created Jg Light Bulb button e PIN budget wage formats example Snnnnn or S8nnnnnnnn e ADLOC examples 01 100000 or 01100000 e UIN universal identification number e Names last first example Smith J or Van Der e Document full 7 digits example 0123456 Click on the light bulb graphic next to the Search for input box to
23. LTS FOUND 1 RECORD Dwarf Grumpy M70002 0236 EQUIPMENT MANAGER 02 237237 See Gold Mine DOCUMENT RESULTS Founn 3 DOCUMENTS Secteur Pa A mier adlocDescition satus EBRAMO005004 Change Salary Title or Term Dwarf Grumpy A M70002 B 02 237237 THE GOLD MINE Rejected EBRAMOO05005 Change Salary Title or Term Dwarf Grumpy A M70002 B 02 237237 THE GOLD MINE Cancelled EBRAMOO005219 Create or Reactivate Position Dwarf Grumpy M70002 B 0232 237237 THE GOLD MINE Cancelled Search by Adloc Enter an Adloc and click Search button Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus TC meer Main Menu EPA Search Send Feedback EPA Search Search for 02 237237 d Fiscal Year 2007 v vacant Only Position Type Budget Only wv Document Status All he Search My Documents POSITION RESULTS FouNp 15 RECORDS Bunny Bugs M70007 MECHANIC 02 237237 Gold Mine Coyote Wile M70008 i en WELDER 02 237237 The Gold Mine Dog Snoopy M33877 02 0111 BUSINESS ASSISTANT II 02 237237 The Gold Mine Duck Daffy M33880 01 0110 BUSINESS ASSISTANT I 02 237237 The Gold Mine Dwarf Bashful M70005 01 7200 ASSOCIATE PROFESSOR 02 237237 The Gold Mine Dwarf Grumpy M70002 01 0236 EQUIPMENT MANAGER 02 237237 The Gold Mine Dwarf Happy M70003 01 4222 POLICE SERGEANT 02 237237 The Gold Mine Dwarf Sleepy M70004 01 7200 ASSOCIATE PROFESSOR 02 237237 The
24. NGES 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 oee the FAMIS Services Payroll Encumbrance User s Guide Page 54 Employee Payroll Action Module Active Budget Processing Employee Payroll Action Module EPA Example of a Request for BPP System Active Budget Update Personnel Budget Action REQUEST FOR FORM 500 PERSONNEL BUDGET ACTION Date PIN FISCAL YEAR SAGO PR 001 5 98 REV EFFECTIVE DATE ANNUAL TERM DATE PIN POSITION FROM THRU FROM THRU T CODE A
25. R is produced by any subsequent 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 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 Goldplate Budget This term refers to the finalized Prep Budget following its approval by the Board of Regents Page 60 Employee Payroll Action Module Glossary Employee Payroll Action Module EPA 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 Hazard Duty Hazard Duty is a payment made to employees recognizing length of service in performing work under ha
26. TED ACCOUNT GOLD MINE DESIGNATED ACCOUNT Benefits 1 180 94 146 57 Longevity 0 00 0 00 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 Fwd Name CREATE DSK 9 18 2009 10 45 08 AM Bayer Barbara A 979 845 7212 Submitted CURRENT LOCATION Fwd Name SIGNER DSK AM GOLD MINE 9 18 2009 10 45 08 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 I 979 845 2778 Fwd Name GOLD MINE The Gold Mine AM GOLD Currently Routing No records found to display Canopy a Business Computing Services application Top of Page Default The Texas ARM University System Theme Version 9 17 2009 6 01 28 PM Debug Info Site Manag System Site Map Medias 0 4 You can see the Current Location of the document as it routes through the paths Page 50 Employee Payroll Action Module Security amp Access Notes EPA Documents Your access to information is set by your FAMIS security officer Depending on 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
27. ain Menu c EPA c Search Send Feedback EPA Search Search for SES g Fiscal Year 2007 vacant Only Position Type Document Status My Documents Canopy a Business Computing Services application gt ne Default The Texas ABM University System Theme Version 4 23 2007 9 36 08 AM Debug Info Default Forest Neon Blue Dark Red You may change the color scheme as often as you want The Forest Theme displays information in muted green and brown colors Canopy The Texas ABM University System Routing System Main Menu c EPA c Search EPA Search Search for er g Fiscal Year 2007 vacant Only Position Type Document Status My Documents Canopy a Business Computing Services application The Texas A amp M University System Themes ror em Site Ma Version 4 23 2007 9 36 08 AM Debug Info Page 10 Employee Payroll Action Module CANOPY ACCESSING CANOPY To log 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 officers 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 SAGO Business Computing Services WEE EHRELED EFF IFAMIS This computer system and data herein are available FAMIS User Id e only for authorized purpo
28. al Year 2007 Canopy The Texas ARM University System EPA FFX FRS Routing system Campus Fiscal Year em Main Menu EPA Position Details Send Feedback EPA Position Details PIN M70005 Fiscal Year 2007 Iteration Create EPA Document New iteration for PIN Position Information Pin Number M70006 Adloc 02 237237 The Gold Mine Iteration No Di Position Title 4331 Food Prod Board Mgr Iteration Status Cleared C FLSA Non exempt N Iteration Effective 09 01 2006 08 31 2007 Term Dates 09 01 2006 08 31 2007 Position Action Create PIN CR Term Months 12 0 Prep Date 04 09 2007 Change No Temporary PIN No Action Comments Occupant Information Occupant Name DWARF SNEEZY A From To PIN Occupant UIN 117 00 5940 Occupant Action New Hire NH Occupant SSN 000 13 0001 Occupant Dates 09 01 2006 Rate Information Percent Effort 100 00 Pay Type Normal Pay Indicator Biweekly Full time budgeted D Budgeted Salary 41 760 00 Salary Action Blank none Hourly Rate 20 00 Page 26 Employee Payroll Action Module Employee Payroll Action Module EPA 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 Rejected Cancelled 01 30 2007 01 30 2007 Occupant Change Occupant Change EPA Document detail information Canopy The Texas A amp M University System EPA FFX
29. ampus SAGO TRAINING CAMPUS SA Fiscal Year 2007 v Send Feedback Main Menu INFO You have 9 items in your Inbox EPA Personnel Action Module FFX Fixed Assets Module FRS Financial Reporting Module Routing Document Routing Module System System Settings and General Information A3 Canampv a Business Commuting Services application s ESS Amp aa Se pp lesan Theme Default Set Theme The Texas ARM University System FRIES Tet Ca raha Gita Man Version 4 23 2007 9 36 08 AM Debug Into aytem Hte Maj NOTE ALWAYS logout when you are finished To logout either click on the Logout link or close the browser window Page 12 Employee Payroll Action Module 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 on line 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 docume
30. 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 Employee Payroll Action Module Page 59 Glossary Employee Payroll Action Module EPA 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 500T 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 500
31. ction Module Creating a New EPA Document CREATING AND WORKING WITH AN EPA DOCUMENT Preparation Steps Step 1 Create the Document Set the action oelect the document type occupant action and position action Click the Create EPA Document button step 2 Document Header Document Information Add Attachments Position Information Occupant Information Rate Information oave Changes otep 3 Funding Sources Click Done Step 4 Validate otep 5 Net Funding otep 6 Close the Document Employee Payroll Action Module Page 31 Creating a New EPA Document Employee Payroll Action Module EPA 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 you begin 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 taking action on Existing Pos
32. d module 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 NOTE This feedback link is not to be used for how to questions Those questions should be emailed to famishelo tamu edu so that someone from the help desk can assist you LOGOUT To leave your CANOPY session click on the Logout link in the upper right side of the page Page 8 Employee Payroll Action Module CANOPY CANOPY Icons Symbols amp Navigation Tools Below are some of the icons symbols and navigation tools in CANOPY A 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 Click on the search button to effect the change you made to the filter or search criteria My Documents Click to display documents that you have created b al nd Click on the Calendar icon to select dates from a calendar Download Click o
33. e Daran S012 5 9616 AB 23 23 DOUD Sal Sup Statf Prof 1510 100 00 3 000 00 Cancel 8 31 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 source section Click the Validate button Search Dac Search Emp Display PIN Disp Start EFA 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 Retire Other Action d Edit Funding Sorces Save Changes Va ko Cancel Document Information Position Information Occupant Information Rate Information Funding Sources Page 40 Employee Payroll Action Module Creating a New EPA Document Employee Payroll Action Module EPA Step5 NetFunding 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 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
34. e this type for either budget or wage positions e Use when you have an existing position including vacant positions 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 you are performing the action on currently visible New Wage Position e Use this type only for wage positions e Use when you are hiring someone into a wage position Employee Payroll Action Module Page 33 Creating a New EPA Document Employee Payroll Action Module EPA 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 New Budgeted Position as copy of this position e This position is just like New Budgeted Position it exists only to save you some data entry e Instead of starting with a blank form the form will be filled out from 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 The following picture shows your choices and you choose the document type
35. ed Click on the Doc ID link to view the document details Canopy The Texas A amp M University System EPA FFX FRS Routing System baren Send Feedback Fiscal Year Main Menu c EPA c Document Details EPA Document Details EPA Document Number Recall Comments req Po Cancel nd Vai EPA Document Information EPA Document Number 9005219 coversheet Doc FY 2007 Routing Document Number EBRAMO005219 Doc Status Cancelled Document Type Create or Reactivate Position 02 Date Created 03 08 2007 11 15 AM Action is Effective From To 09 01 2006 08 31 2007 Last Updated 03 08 2007 11 15 AM Source Balance Edits Overridden Mo Dept SubDept Override Budget No RF Cost Sharing No Replace Prior Iteration s No TEES Cost Sharing No Justification Comments Attachments Position Information PIN Number M70002 Budget Base New Iteration 01 02 Adloc 02 237237 THE GOLD MINE Title Code 0236 EQUIPMENT MANAGER Previous Title Code 0236 EQUIPMENT MANAGER Annual Term From To 09 01 2006 08 31 2007 Annual Term Modifier Position Action Reactivate Position RP Annual Term Months 12 0 Employee Payroll Action Module Page 23 Employee Payroll Action Module EPA Employee Search e Enter the employee s UIN number e Click the Search button to display the results Canopy The Texas A amp M University System EPA FFX FRS Routing System STE M ree Main Menu c EPA Employee Details Send Feedback EPA E
36. ees of Higher Education institutions not participating in ORP These contributions are paid both by employee deduction and employer paid benefit 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 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 Employee Payroll Action Module Page 63 Glossary Employee Payroll Action Module EPA K FA DOC WRKNPRCS EPA EPA manual curr doc Rev 11 23 2009 3 33 PM Page 64 Employee Payroll Action Module
37. ents PAGE BASIC CONCEPTS CANOPY Mic 7 EPA amp BPP System Active Budget Upodate aana eaaa aaa aane a aane nenen 7 CANOPY CANOPY Banne seseriai T UU T TL 8 CANOPY Icons Symbols amp Navigation Tools 9 Customizing CANO P drm TTC 10 OG INOS i elladcv Tc 11 KEUILat lei P NG a Ba 12 EOG QUE OCT 12 EPA MODULE MTVU CNG YO saa NERONE RERO TR NIE LONE E Kan 13 EI ADDED asset ee nna ere ee Meet Er Dd ex nO 15 od uil HM 17 egeo Ee 17 edP pu C seis ede 18 DYNA P Rr 18 Dy Document Number anaa axe ru o vna e be exu eta deser ois e EE nR E RSS 20 DY POSION TO po ee beleet 21 Employee Details DY PIN ME 24 Position Details by PIN cista cadence Enden oe esp Sepa Cute eee ortu estne 25 Document Details by Document Number 2f Create a New EPA Document Preparation IED Sana aa anaha EE DI MOD MUNI 31 Step t Create Reen EEN 33 Step 2 Document Header EE 36 Step 3 Funding Sources seesessssssessseseeneennee nennen nnne nnns 39 Step 4 Validate the Document 40 STi ne In Le E 41 step o ClOSe INE DOGUIMIEIN asunat naak Gomera toe dub ie A CoD SE 42 Cancel or Withdraw and EPA Document 43 Printing EPA DOCUtrelhls eorr tr e Give Dudes dene ec ao eeu deua edem 44 ROUINO Ree Dr En CN 46 Department ROUNO sasada a asa daa 46 Executive Level Routing
38. git gt F Print ta tile Number of copies EH Ope a Page 44 Employee Payroll Action Module EPA Doc Number Doc FY PIN Number Dept Sub Occupant Name Adloc Title Code Creating a New EPA Document Employee Payroll Action Module EPA EPA Document Coversheet 0005213 2007 M70005 Budget SubDept Department Name Electronic Routinc 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 Using Internet Explorer go to FILE PAGE SETUP oet your margins to 25 for both the right and left margins and 5 for your top and bottom margins If you still have problems you can switch the layout of the page to LANDSCAPE Employee Payroll Action Module Page 45 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 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 e Always routes to the department associated with the ADLOC This can be seen displayed only on screen 861 in FAMIS go to BPP for changes e Budget pins
39. he deductions BPP creates checks and or ACH disbursements for the amount of the net pay Net Pay Gross Pay Longevity Deductions Employee Payroll Action Module Page 61 Glossary Employee Payroll Action Module EPA 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 to an agreed amount based on a payroll
40. ht 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 bpphelo tamu 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 Employee Payroll Action Module Page 53 Active Budget Processing Employee Payroll Action Module EPA 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 NOTE A BPP System Active Budget Update must be setto Print in BPP in order for data to be sentto FAMIS and show in accounting 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 ITERATIONS AUDIT TRAIL OF CHA
41. ition A few hints to make this determination New positions are positions where the PIN has not yet been created New budget or wage positions will be assigned a new PIN code If the position is vacant you are taking an action on an existing position e If this is an Existing Position do I 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 Once you have the answers to these questions you are ready to begin Page 32 Employee Payroll Action Module Creating a New EPA Document Employee Payroll Action Module EPA Step 1 Create the Document Set the Action Next to the Create EPA document button is a drop down list of the possible actions The following picture shows your choices Cano ent The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Eng Main Menu EPA Create Document Send Feedback EPA Create Document Create Type New Wage Position w PIN Fiscal Year 2007 Workstation New iteration for PIN Document BT New Way n Pain New Budgeted Position Copy PIN to Next Fiscal Year Current Occup New Position Copy Existing FIN v Recommender Position Action Create Document Following is a description of each of these Create Type actions New Iteration for this PIN e Us
42. ition Encumbrance Adjustment Existing Screens 7 0 By Person 171 By Account 7 2 Detail Voucher 773 By Cycle 779 Detail Person Record Entity Control EPDOC Web entry EPHIST Inquiry for 755 758 amp 7 70 s EPENC Update for 753 754 Erne All entry and inquiry Page 52 Employee Payroll Action Module 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 that details those transactions that reject These rejects did not post and need to be addressed 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 FBPU515 is run each nig
43. ition Type Budget Only Document Status E mE H 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 Canopy The Texas A amp M University System EPA FFX FRS Routing system Campus pese Send Feedback Fiscal Year Main Menu c EPA Search EPA Search Search for 02 237237 g Fiscal Year 2007 vi vacant Only Position Type Budget Only Document Status All Sj POSITION RESULTS Founp 15 REcorps Bunny Bugs M70007 3302 MECHANIC 02 237237 coe Gold Mine Coyote Wile M O008 e 3232 WELDER 02 237237 The Gold Mine Dog Snoopy M33877 02 0111 BUSINESS ASSISTANT II 02 237237 The Gold Mine Duck Daffy M33880 01 0110 BUSINESS ASSISTANT I 02 237237 The Gold Mine Dwarf Bashful MFOO00S DI 7200 ASSOCIATE PROFESSOR 02 237237 The Gold Mine Dwarf Grumpy M 0002 DI 0236 EQUIPMENT MANAGER 02 237237 The Gold Mine Dwarf Happy M70003 DI 4222 POLICE SERGEANT 02 237237 The Gold Mine Dwarf Sleepy M70004 01 7200 ASSOCIATE PROFESSOR 02 237237 The Gold Mine Dwarf Sneezy M70006 01 4331 FOOD PROD BOARD MGR 02 237237 The Gold Mine Fudd Elmer M7 010 01 0110 BUSINESS ASSISTANT I 02 237237 The Gold Mine Mouse Mickey M33881 02 0111 BUSINESS ASSISTANT II 02 237237 The Gold Mine Pig Porkey M33879 02 0111 BUSINESS ASSISTANT II 02 237237 The Gold Mine Runner Road M 0009 DI 0705 MAIL CARRIER III 02 237237 The Gold Mine Sam Yosemi
44. ment Detail ROUTING NOTES gt gt Reason rejected on 04 10 07 by JOHNS SCOTT M clear DOCUMENT HISTORY Fwd name cen fonts tame E CON 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 979 455 6454 Rejected CURRENT LOCATION Desk rwdname orice E S mane statis 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 Na results found FYI Copy No results found Page 28 Employee Payroll Action Module Employee Payroll Action Module EPA EPA SEARCH 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 5 buttons available Submit Recall Reopen Withdraw Cancel and Void Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System SE SEC eere Main Menu c EPA c Document Details Send Feedback EPA Document Details EPA Document Number 0005006 Recall Comments req Withdraw Cancel and Void Five sections are displayed for an EPA document Document Type and Action Buttons Docu
45. ment Information Position Information Occupant Information Rate Information Funding Sources Employee Payroll Action Module Page 29 Employee Payroll Action Module EPA 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 Cade Previous Title Cade Annual Term Fram Tao 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 0005006 coversheet EBRAMOOO05S006 Occupant Change 01 01 30 2007 08 31 2007 Doc FY Doc Status Date Created Last Updated 2007 Rejected 01 11 2007 11 56 AM 01 11 2007 11 58 AM Mo Dept GOLD THE GOLD MINE Y PURS PURCHASING SERVICES Y AM FRES OFFICE OF THE PRESIDENT N No RF Cost Sharing No No TEES Cost Sharing No termination of Sneezy Dwarf voluntary M70006 Budget Base New Iteration 01 02 02 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 9399 99 9999 Occupant Name Vacant 000 135 0001 Previous Occupant Name D
46. mployee Details Employee Display Three sections are displayed e Employee Information e Employment Status Information e Employee Position History for a Fiscal Year Under the Employee Status Position section New fields showing the Check Dist distribution and Paid By direct deposit or check have been added Under the Employee Position History section e Click the PIN link to view the Rate Information Funding Source details EPA documents for this PIN and Position History for the employee EPA Position Details PIN M70007 Fiscal Year 2007 Iteration Create EPA Document New Iteration for PIN Ke Position Information Pin Number M70007 Adloc 02 237237 The Gold Mine Iteration No Ul Position Title 3302 Mechanic Iteration Status Cleared C FLSA Non exempt N Iteration Effective 09 01 2006 08 31 2007 Term Dates 09 01 2006 08 31 2007 Position Action Create PIN CR Term Months 12 0 Prep Date 04 09 2007 Change No Temporary PIN Mo Action Comments Occupant Information Occupant Name BUNNY BUGS A From To PIN Occupant UIN 217 00 5777 Occupant Action New Hire NH Occupant SSN 000 135 0002 Occupant Dates 09 01 2006 Rate Information Percent Effort 100 00 Pay Type Normal Pay Indicator Biweekly Full time budgeted D Budgeted Salary 41 760 00 Salary Action Blank none Hourly Rate 20 00 Page 24 Employee Payroll Action Module Employee Payroll Action Module EPA POSITION
47. mployee Location Check Distribution Rate Information Percent Effort 100 00 Pay Indicator Biweekly Full time budgeted D Previous Percent Effort Source Control Normal Range Step Code FTE Monthly Hourly Rate 8 03 Budgeted Salary 16 703 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 Campus Account Monthly Pay Effective Dates Object Code Acct Analysis Pgm Code Pct Eft MSO SP Flags Bud Salary 09 01 2007 to AM 237237 00000 5012 100 00 Of 1 391 84 08 31 2008 GOLD MINE DESIGNATED ACCOUNT 16 703 00 1515 Sal Sup Staff Clas Line Title Code 1 0110 BUS 55 ASST I The Optional Routing selections are displayed here Employee Payroll Action Module Page 47 Routing EPA Documents Department Routing The EPA document routes through e he department of the Adloc of the current position as displayed on the Adloc Table Screen 306 in BPP e he 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 Execu
48. n the Download button to extract the data into an Excel spreadsheet set Theme Click on the Set Theme button to change the background colors and style for your CANOPY sessions ae The BACK button on your browser will return you to your previous page Amount Click on an underlined 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 xm ms n Ben Ben n Click on a link in the data to display related data Details Click on a highlighted word to link to related data Employee Payroll Action Module Page 9 CANOPY 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 highlights Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Te Fiscal Year eem M
49. nformation 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 Page 36 Employee Payroll Action Module Creating a New EPA Document Employee Payroll Action Module EPA 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 Position Information Annual Term Modifier amp 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 codes 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 amp Percent Effo
50. nt Departments can override the budget when they create an EPA document leaving the payroll workstation and business office to determine if 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 Approvals 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 FAMIS security officer 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 EBR for Employee Budget Request EWR for Employee Wage Request EGR for 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 32 0 screens to route documents E Verify Email When an EPA is validated it 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 FAMIS account ALL accounts are set as E Verify required TTI uses GL accounts but FAMIS ca
51. ntity update rights to all documents for your institution and also must 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 Employee Payroll Action Module Page 43 Source Balance Edits Overridden 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 Routing Document Number Document Type Action is Effective From To 09 01 2006 05 31 2007 Dept SubDept GOLD AM PHYS Override Budget No Replace Prior Iteration s Yes Justification Comments Attachments General Options Select Printer fe DCH Kyocera KM 4530K8 Copier on sago file PHP LaserJet 2100 PCL6 Microsoft Office Document Image Writer Status Ready Location Comment Page Range All C Pages 1 Enter either a single page number ar a single page range For example 5 12 0005213 coversheet C EBRAM0005213 Create or Reactivate Position 02 2007 Cancelled 03 08 2007 10 29 AM 04 09 2007 11 52 AM Doc FY Doc Status Date Created Last Updated SubDept Department Name Electronic Routing THE GOLD MINE Y PHYSICS N RF Cost Sharing Ne TEES Cost Sharing No Microsc Sna
52. on 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 Page 58 Employee Payroll Action Module Glossary Employee Payroll Action Module EPA 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 Em
53. peer M TOUU WI 4331 FOOD PROUD BOARD MGR 02 237 237 Goldmine Hendrix Jim NS DI 0110 BUSINESS ASSISTANT 02 237237 goldmine SEAN Hendri Jim ETE D 0111 BUSINESS ASSISTANT I 02 237237 Goldmine ERR AMO 527 Hendrix lim H35734 A oiii BUSINESS ASSISTANT 02 237237 Goldmine Hendrix Jimi NS CO OL 0110 BUSINESS ASSISTANT 02 237237 Goldmine Holly Buddy HR ui Ui Jm BUSINESS Als a TANT Miiat Goldmine Vacant EFEFEF 03 Dili BUSINESS ASSISTANT I 02 237237 Goldmine valenz Richie M357 1 D 0111 BUSINESS ASSISTANT I 02 2372Y7 Goldmine Whee 5now H Ji 0236 EQUIPMENT MANAGER 02 237237 Galdmini Wofgang Mozart Wani D 011l BUSINESS ASSISTANT I 2 237237 Goldmine EBRAHMDOD Document Resulls Total items 154 Top of Pane heen Blue J Bu Theme Tim Paging e Page 16 Employee Payroll Action Module Employee Payroll Action Module EPA 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 and click the Search button NOTE To further refine your search limit the search to Budget Only or Wage Only positions by selecting the Position Type from the drop down list Canopy The Texas A amp M University System EPA FFX FRS Routing system e Fiscal Year meom Main Menu c EPA Search Send Feedhack EPA Search Search for M70002 g Fiscal Year 2007 vacant Only Position Type Budget Only Document Status Wage Only POSITION RESU
54. ployees Employees holding a position defined as budgeted because budget is created for that position at the beginning of the employment or fiscal year These can be employees paid by monthly salary or by an hourly rate 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 NOTE A separate EPA manual is available through the FAMIS website Employer Payment Fringe Benefit Employer payments or benefits are funds over
55. ptures the E Verify flag at the SL TTI accounts are all set to requiring E Verify because of this issue This can be easily Employee Payroll Action Module Page 13 Employee Payroll Action Module EPA 4 changed Employee has not already been E Verified lookup against the BPP employee attributes Employee has been E Verified but the new EPA is for a different workstation An email address exists on file for that workstation If the workstation wishes to receive the emails they must supply an address 40 character maximum The email template is From noreply canopy tamu edu mailto noreply Q canopy tamu 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 V erify requirement Please check the document number listed above to confirm this action and proceed with E V erify if needed This is an automated email generated by EPA V alidation Please do not respond to this email If you need assistance contact FAM IS Help by phone at 979 458 6464 or by email IMPORTANT NOTES Page 14 Future year documents can be created once the BPP Prep Budget has been moved to the Active Budget for the new fiscal year 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
56. r Document Type Action is Effective From To Source Balance Edits Qverridden 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 Page 20 0005379 coversheet EBRAMDO05378 Change Salary Title or Term 04 06 01 2007 08 31 2007 No No No summer appoint M70005 Budget 02 237237 THE GOLD MINE 3219 PAINTER 7200 ASSOCIATE PROFESSOR 06 01 2007 08 31 2007 Change Period CP Doc FY Doc Status Date Created Last Updated RF Cost Sharing TEES Cost Sharing Base New Iteration Annual Term Modifier Annual Term Months 2007 Cancelled 04 09 2007 11 56 AM 04 09 2007 11 57 AM No No 01 02 3 0 Employee Payroll Action Module Employee Payroll Action Module EPA Position Tvpe BPP Budget Positions Search The BPP positions budget database contains the positions that current employees hold The search methods include By Adloc in PIN order By Adloc in Occupant name order By UIN or SSN By the PIN position number The search type is determined by your entry in the Search for field shown below Canopy The Texas A amp M University System EPA FFX FRS Routing system Campus Fem Send Feedback Fiscal Year Main Menu EPA c Search EPA Search Search for Fiscal Year am M vacant only Pos
57. r eere Send Feedback EPA FFX FRS Routing System Campus Main Menu c EPA Document Details Employee Details Position Details Document Details Create Gent a Aum O O O Subri e Reopen Wine Canceland Vaf EPA Document Information EPA Document Number 2007052 coge DocFY 2008 Routing Document Number EBRAMOO07052 T Routing Document Report Doc Status Completed Document Type Create or Reactivate Position 02 Date Created 07 22 2008 9 06 AM Action is Effective From To 07 03 2008 08 31 2008 Last Updated 07 22 2008 9 20 AM Dept SubDept GOLD Source Balance Edits Overridden No Roll to New FY No Override Budget No RF Cost Sharing No Replace Prior Iteration s No TEES Cost Sharing No Justification Comments To hire XXX effective 7 3 08 as business assistant I Attachments Position Information PIN Number M35093 Budget Base New Iteration 00 01 Adloc 02 237237 GOLDMINE Title Code 0110 BUSINESS ASSISTANT I Previous Title Code Annual Term From To 09 01 2007 08 31 2008 Annual Term Madifier Position Action Create PIN CR Annual Term Months 12 0 Assignment Dist Cnty Temporary PIN Mo Occupant Information Occupant UIN From To Pin Occupant SEN 333 Occupant Name Dwarf Doc Previous Occupant SSN Previous Occupant Name Occupant in Position From To 07 03 2008 Current Occupant Action Vacant VA Recommended Occupant Action New Hire NH Termination Reason Blank None E
58. re Voluntary Terminate Inve luntary Terminate Canopy a Business Comp Promote Out The Texas ABM University Transfer Out Version 4 23 2007 9 36 0 Demote Out start Leave Current Occupant Action Set Theme System Site Map Create Type New Wage Postion v PIN Fiscal Year QUT V Workstation _ Document Type kie Ee d Recommended Occupant Action Change Title Select the Recommended Occupant Action Current Occupant Action and Position Action The drop down lists for the Recommended Occupant Action Current Occupant Action and Position Action are different for wage and budget positions Choose the appropriate action for your situation Employee Payroll Action Module Page 35 Creating a New EPA Document Employee Payroll Action Module EPA Create the Document If you are satisfied with what you see click the Create Document button to finalize the create step Click the Create Document button Canopy The Texas A amp M University System EPA MN Fiscal Year mmm Send Feedback EPA Create Document V PIN Fiscal Year 2007 Workstation Recommended Occupanfliction New hire Current Occupant Agli Already Vacant Position Action Ott Actions Create Document Step 2 Document Header The document header is comprised of the sections of the EPA that are non repeating e Document I
59. rt Wage Positions do not have a percent effort as they are only paid for the hours they work S ave Changes When you are finished entering don t forget to click the Save Changes button as shown below Employee Payroll Action Module Page 37 Creating a New EPA Document Employee Payroll Action Module EPA Search Doc Search Emp Display PIN Disp Start EPA EPA Dac Display EPA Doc Update Document Type and Action Buttons CO Document Type Recommended Occupant Action Current Occupant Action Position Action Reset Occupant Change Make Vacant Retire Other Action d Edit Funding Sorces Cancel Clase Document Information EPA Document Number opge Select New Dac Doc FY 2004 Date Created 02 16 7004 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 Oh dor 02237237 Adloc Desc THE GOLD MINE Title Code 05416 Title Desc PRINCESS OF THE FOREST Effective From To 12001 Dalai Term From To mim afsi None Annl Term Months 12 0 Occupant Information Occupant SSN gagagagag Mamet Last First MI SFx VACANT Effective From To porpi enna 08 31 2004 FromjTao PIN Recm Occupant Action Vacant V Current Occupant Action Retire RE Rate Information Percent Effort 100 00 Pay Indicator monthly Full Time b
60. s can be accessed by everyone Logout menm Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus Fiscal Year Main Menu c EPA Search Send Feedback EPA Search Search for d Fiscal Year 2007 v Vacant Only Position Type AI v Document Status My Documents EMPLOYEE RESULTS FOUND 5 EMPLOYEES 214 000 3317 Kegel e E Dwarf Bashful A 02 23 23 TYPE Gald Mine M70005 Active 814 00 0674 TEKEN ek Dwarf Grumpy A 2 237237 The Gold Mine M70002 Active 914 00 2535 aech AN Dwarf Happy A 02 237237 The Gold Mine M70003 Active 114 D0 5480 ibus Ni Dwarf Sleepy A 02 237237 The Gold Mine M70004 Active 117 00 5940 Kg A AN Dwarf Sneezy A 02 237237 The Gold Mine M70006 Active DOCUMENT RESULTS Founn 15 DOCUMENTS CUECUTCEN CORNER NT CHE EBRAMO005213 Create or Reactivate Position Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Cancelled SS EBRAMOO05378 Source of Funding Change Dwarf Bashful M70005 B 2 237237 THE GOLD MINE Cancelled 0005379 EBRAMO005379 Change Salary Title or Term Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Cancelled 0005393 EBRAM0005393 Change Salary Title or Term Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Cancelled 0005394 EBRAM0005394 Change Salary Title or Term Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Cancelled 0005395 EBRAM0005395 Create or Reactivate Position Dwarf Bashful M70005 B 02 237237 THE GOLD MINE Cancelled
61. ses by authorized users Password r Use for any other purpose may result in administrative disciplinary actions or criminal prosecution against the user Usage may be subject to security testing and monitoring Applicable privacy laws establish the expectations of privacy For additional information please see http cis tamu edu security tas Change Passward Enter your FAMIS ID current password new password and retype the new password to confirm and click on the Change Password button to make the change i This computer system and data herein are available FAMIS User Id O only for authorized purposes by authorized users EEG DISSE Use for any other purpose may result in administrative disciplinary actions or criminal New Password fs prosecution against the user Usage may be subject to security testing and monitoring Confirm New Password a Applicable privacy laws establish the expectations af privacy Change Password For additional information please see http cis tamu edu security tos Cancel Password Change Employee Payroll Action Module Page 11 CANOPY Navigation e As necessary select the desired campus code from the drop down menu e Select the desired fiscal year e Click on the Set CC FY button to make the selected campus code and fiscal year your default for your CANOPY sessions Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System C
62. te M33878 01 0110 BUSINESS ASSISTANT I 02 237237 The Gold Mine White Snow M O001 01 0236 EQUIPMENT MANAGER 02 237237 The Gold Mine DOCUMENT RESULTS Founn 128 DOCUMENTS Employee Payroll Action Module Page 21 Employee Payroll Action Module EPA 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 EPA FFX FRS Routing system Fiscal Year ese Main Menu c EPA c Search Send Feedback EPA Search Search for 02 237237 W Fiscal Year mv w vi l v vacant Only Position Aka reng Budget Only v Document Status A v POSITION RESULTS No results found DOCUMENT RESULTS Founn 17 DOCUMENTS CUENTEN TT TN Jaw ebe aas 0004957 EBRAMDDD4957 Occupant Change Vacant M33841 B 2 237237 THE GOLD MINE In Routing 0004954 EBRAMO004954 Occupant Change Vacant M33643 B 02 237237 THE GOLD MINE In Routing 0004960 EBRAMO004960 Occupant Change Vacant M33644 B 02 237237 THE GOLD MINE In Routing 0004959 EBRAMO004959 Occupant Change Vacant M33646 B 02 237237 THE GOLD MINE Completed 0004958 EBRAMO004958 Occupant Change Vacant M33647 B 2 237237 THE GOLD MINE In
63. tive 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 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 Page 48 Employee Payroll Action Module Starting Creating a New EPA Document Employee Payroll Action Module EPA opecial Revision Access opecial 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 c EPA Document Details ment Details Create Dacument EPA Document Number DCS d Comments 000000000000 Withdraw Cancel and Void Steps required to update complete an EPA document your current step is highlighted El 1 Edit
64. tle 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 following functions are available Add a new position Eliminate a position Replace an occupant of a position with another person Make a position vacant Fill a vacant position Increase or decrease the salary or percent effort of a position 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 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 bpphelp tamu edu Employee Payroll Action Module Page 7 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 Canopy Logout The Texas A amp M University System EPA FEX ms Routing System Campus SAGO TRAINING CAMPUS SA Y Fiscal Year 2007 v 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 desire
65. udgeted A RangeJStep Code Source Control Normal Monthly FTE Hourly Rate 2ann nn Budgeted Salary 33 600 00 Salary Action NIA No Salary Change NA Pay Type Normal M 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 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 Page 38 Employee Payroll Action Module Creating a New EPA Document Employee Payroll Action Module EPA Step3 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 x Edit Fundpg Sorces Save Changes Validate Cancel FUNDING SOURCE LINES Src Effective Dates Account Obj Code Pct Eft 2 Pgm 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 02 120010 00000 1410 40 00 5012 7200
66. ve 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 Kessel Main Menu EPA Search Send Feedback EPA Search Search for Dwa amp Fiscal Year 2007 v vacant Only Position Type Budget Only v Document Status Al v Search My Documents EMPLOYEE RESULTS FouND 5 EMPLOYEES 214 00 3317 iiM dines J Dwarf Bashful A 02 237237 The Gold Mine M70005 Active 814 00 0674 ow cp Dwarf Grumpy A 02 237237 The Gold Mine M70002 Active 914 00 2535 duh Dwarf Happy A 02 237237 The Gold Mine M70003 Active 114 00 5480 ab Dwarf Sleepy A 02 237237 The Gold Mine M70004 Active 117 00 5940 x 001 Dwarf Sneezy A 02 237237 The Gold Mine M70006 Active DOCUMENT RESULTS FouND 15 DOCUMENTS Docib Routeboc tee em BW Jadioc _ Adloc Descrintion 0005213 EBRAMO0005213 Create or Reactivate Position Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Cancelled 0005378 EBRAMO0005378 Source of Funding Change Dwarf Bashful M70005 B 02 237237 THE GOLD MINE Cancelled 0005379 EBRAMO005379 Change Salary Title or Term Dwarf Bashful A M70005 B 02 237237 THE GOLD MINE Cancelled 0005393 EBRAMO005393 Change Salary Title or Term Dwarf Bashful A M70005
67. warf Sneezy 01 30 2007 Current Occupant Action Voluntary Terminate VT Vacant VA Termination Reason Resignation Reasons Unknown 59 Check Distribution Percent Effort 100 00 Pay Indicator Biweekly Full time budgeted D 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 Campus Account Monthly Pay Line Title Code Effective Dates Object Code Acct Analysis Pgm Code Pct Eft cm Flags Bud Salary 4331 09 01 2006 to 08 31 2007 2 4331 09 01 2006 to 08 31 2007 NET FuNDING AM 120001 00000 2012 PRESIDENTS OFFICE 1515 Sal Sup Staff Clas AM 120010 00000 5012 STRATEGIC SOURCING 1515 Sal Sup Staff Clas 60 00 2 088 00 25 056 00 40 00 5 1 392 00 16 704 00 EL rae RE 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 PRESIDENT S OFFICE Benefits Longevity 120010 00000 1000 Salary 0 00 STRATEGIC SOURCING STRATEGIC SOURCING Benefits DOCUMENT CHANGES IN PAYROLL 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 No results found Page 30 Employee Payroll A
68. zardous 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 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 Net Pay Net Pay is the amount of pay disbursed to the employee either through a check or an ACH transaction The Net Pay is always the gross pay longevity less t

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