position control manual - sdbor.edumytraining.sdbor.edu/resources/banner/hr/positioncontrolmanual1_...

Human Resources / Budget

Position Control Manual

Page | 1


Version Number: 1.9

Updated 7/22/2010

HHuummaann RReessoouurrcceess//BBuuddggeett

South Dakota Board of Regents

Human Resources/Finance Information Systems



Page | 2



Page | 3

Table of Contents

Introduction ................................................................................................................................................................... 4 Overview ....................................................................................................................................................................... 4 Documentation and Disclaimer ..................................................................................................................................... 4 Glossary ......................................................................................................................................................................... 5 Rule, Validation, Maintenance Forms ........................................................................................................................... 8 Rule Form Descriptions ................................................................................................................................................. 8 Rule Form Initial Setup and Information ..................................................................................................................... 11

I. Budget Roll Process Parameter (NTRBROL) ............................................................................................... 11 II. Contract Dates Roll Parameter Rule Form (NTRCROL) .............................................................................. 11 III. HR/Finance Set Up Rule Form — (NTRFINI) ............................................................................................. 12 IV. Fringe Budgeting Rule Form (NTRFRNG).................................................................................................... 15 V. Fringe Charge Back Rule Form (NTRFBLD) ................................................................................................. 15 VI. Encumbrance Hours Roll Parameter Rule Form (NTRHROL) ...................................................................... 15 VII. Position Control Installation Rule Form (NTRINST) ................................................................................... 16 VIII. Mass Job Salary Increase Rule Form (NTRJINC) ....................................................................................... 21 IX. Job Progression Rule Form (NTRJOBP)...................................................................................................... 23 X. Salary Group Rule Form (NTRSGRP) .......................................................................................................... 23 XI. Salary Planner Extract Rules Form (NTRSPEX) .......................................................................................... 25 XII. Salary/Rate Structure Rule Form (NTRSALA) ........................................................................................... 28 XIII. Mass Salary Table Roll Rule Form (NTRSTRL) ....................................................................................... 30 XIV. Position Class Rule Form (NTRPCLS) ...................................................................................................... 32 XV. Work Schedule Rule Form (NTRWKSH) ................................................................................................... 35 XVI. Budget Profile Validation Form (NTVBPRO) .......................................................................................... 35

Rule and Validation Variables Defined ....................................................................................................................... 36 Business Process .......................................................................................................................................................... 72 Introduction ................................................................................................................................................................. 72

I. Budgeting Personal Services ......................................................................................................................... 72 II. Position Budgeting in Banner Finance .......................................................................................................... 78 III. Budgeting Operating Expenses ..................................................................................................................... 79 IV. Tracking General Fund Allocations and Budgets .......................................................................................... 80 V. Expenditure Authority ................................................................................................................................... 82 VI. Grants Budgeting ........................................................................................................................................... 82 VII. Budgets / Transfers and Realignments .......................................................................................................... 83 VIII. Budget Rule Codes ................................................................................................................................. 84 IX. Institutional Process - Creating a New Position during the Fiscal Year ........................................................ 85 X. Institutional Process - Updating a Current Position during the Fiscal Year (Temporary or Permanent)....... 95 XI. Institutional Process – Budget Procedures (PS and OE) ............................................................................. 104

Queries and Reports ................................................................................................................................................... 115 I. Querying Payroll Distribution Data (NHIDIST) ............................................................................................ 115 II. Position Status Exception Report (NBRPSTA) ............................................................................................ 116 III. Budget Work Sheet Report (NBRBWRK) .................................................................................................. 116 IV. Position Class Listing (NBRPCLS)............................................................................................................. 116 V. Position Class Incumbent Report (NBRPINC) ............................................................................................. 116 VI. Budget Distribution Report (NHRDIST) .................................................................................................... 116 VII. Position Budget Totals Inquiry (NBIBTOT) ............................................................................................. 116 VIII. Position Incumbent Inquiry (NBIPINC) .................................................................................................... 116 IX. Job Incumbent History (NBIJLST) .............................................................................................................. 117 X. Position Labor Distribution History (NBIJLHS) ........................................................................................... 117 XI. CUPA Reporting (PZRCADM, PZRCFAC, and PZRCMID) .................................................................... 117



Page | 4

Introduction

Overview

Welcome to the South Dakota Board of Regents Human Resource Information System. This manual

explains the Position Control module in the Banner Human Resources System. The core of the Position

Control module is to establish positions for each institution in the system. Position Control provides the

following functionality:

• perform HR and Finance-related preliminary tasks associated with Position Control,

• establish employee class values,

• create earnings codes and associated them with rules,

• establish benefit/deduction codes and labor distribution overrides,

• identify valid fiscal years in Position Control and Human Resources,

• define rules for interfacing Human Resources and Position Control to SCT Banner Finance,

• create a salary group for the year,

• create salary and/or hourly rate highs and lows eligible to the participating grade,

• create a position class and associated it with salary guidelines, employee class, and employee

skill level,

• establish the definition of a position,

• associate budget and accounting information with a position,

• roll salary tables from one fiscal year to the next,

• update salary tables,

• increase or decrease position budget amounts by employee class,

• create a working budget,

• verify positions,

• extract budget data for Finance System interface and updated the position totals,

• pass NHPFIN1 transactions to the Finance system,

• move Position Control budget information from the Position Control module into the Finance

Budget tables,

• budget fringes using actual amounts,

• perform percentage-based fringe budgeting, and

• identify Banner reports and queries associated with Position Control.

Documentation and Disclaimer All information that is entered into this system must be free of discriminatory intent. All information

used should be reflective of the position or work required or related information. It is the policy of the

South Dakota Board of Regents to take affirmative action and to ensure that all employment practices

are free of discrimination. In addition, the Board of Regents fully supports incorporation of non-

discrimination and Affirmative Action rules and regulations into all of its employment practices. South

Dakota Board of Regents is an equal employment opportunity employer.



Page | 5

Glossary Budget Categories - Working, Approved, or Closed.

• Working: Proposed budget for the next fiscal year that is created in the HR module.

• Approved: Once a working budget is agreed upon, HR approves the working budget

ID and phase in the HR module for the next fiscal year.

• Closed: Once the new budget for the new fiscal year is approved, the old fiscal year

budget is closed and no new transactions can be made.

Budget ID - The budget ID is represents a budgeted period and is set up by Budget staff in the

SCT Banner Finance module. Budget has defined the ID as the first digit is the alpha institution

indicator and the second and third digit indicating the fiscal year. The last three digits will not

be used at this time.

Budget Modeling - An interactive process that uses the SCT Banner Human Resources and

Finance modules to prepare future budgets. This can be used by Salary Planner or Worksheet

Budgeting.

Budgeted Position FTE – The number of FTE allocated to each position for the current fiscal

year.

Deferred Pay – Less than 12 month exempt from overtime employee who is paid out over 12

months.

Encumbrance – The number of salary dollars anticipated to be paid to each employee assigned

to a position with the current fiscal year. SDBOR has opted not to use Encumbrances.

Fiscal Year - The fiscal year identifies which year positions/budgets will be tied to through the

budgeting process. This fiscal year is activated only once, and then systematically rolled during

each fiscal year roll process.

Job – This is defined as a position that is held by an employee.

Job Assignment FTE – The number of FTE anticipated to be worked by each employee as

assigned to a position with the current fiscal year



Page | 6

Key Ratios – Measures the number of associated FTE being managed and/or serviced by the

position.

Phase - A Finance module term referring to a specific budgetary area, such as Labor. Therefore,

the budget ID could be FY04 and the phase for labor budgeting could be called Labor. Note:

There can be multiple phases. Budget has defined the phase as the first digit will be the alpha

institutional indicator; the second and third digits will indicate fiscal year and the last three

digits will be alpha values representing the name of the phase. These values are up to the

discretion of the campus with the exception of the final phase. In that case, the last three digits

will be FIN.

Position Classification – Is a process to organizes positions by proper classification in

accordance with BOR Policies and SDCL . Position classification can be found on NTRPCLS.

Position Control – A set of records that define specific functions to be performed within an

institution; specifies the required skills and the level of compensation & benefits; along with the

yearly allocation of resources to the performance of those functions. This is also how we

manage growth of positions and needs of institutions.

Position Control Budgeting - A budgeting tool that allows the institution to project future

budgetary amounts via working budgets and changes in budgetary amounts by e-class

(employee

class).

Position FTE – FTE is the pre-rated portion of time relative to a person

Position Justification – A process of establishing standard criteria by position classification to

warrant a position. All new positions must first go through Your Future for approval. The only

exception to this is Faculty positions.

Position Record – Used by HR to manage the entire workforce of the institution to address

position issues; Used as a tracking tool by Budget to plan and manage the staffing & funding

resources of the institution.

Position Status –

1. Active – position with an available funding source;

2. Inactive – position is newly created, no funding source has yet been allocated;



Page | 7

3. Frozen – position previously funded, with temporary loss of funding source. When

position is frozen, it cannot be used in NBAJOBS; and

4. Canceled – position previously funded, now has permanent loss of funding source.

Once position is canceled it cannot be used.

Position Type –

1. Single – only one incumbent

2. Pooled – multiple incumbents



Page | 8

Rule, Validation, Maintenance Forms The Position Control Information module is supported by the following rule and validation

forms. These rule and validation forms are maintained by the Board of Regents Office. Any

changes to these tables must come through the Human Resource Directors team. Effective

January 1, 2007, the below tables are currently being utilized by SDBOR.

Form Description Banner Table

Rule Forms and Application Forms for Two Processes

Employee Class Rules PTRECLS

Earnings Code Rules PTREARN

Benefits/Deduction Rules PTRBDCA

Fiscal Year NBAFISC

HR/Finance Set Up Rule NTRFINI

Actual Fringe Budgeting NTRFRNG

Salary Group Rule NTRSGRP

Salary/Rate Structure Rule NTRSALA

Mass Salary Table Roll Rules NTRSTRL

Position Class Rule NTRPCLS

Position Definition NBAPOSN

Position Salary Budget NBAPBUD

Salary Table Update Process NBPMASS

Budget Roll Process NBPBROL

Budget Maintenance Process NBPBUDM

Finance Interface Extract NHPFIN1

Finance Budget Feed Process FBRFEED

Validation Forms

Not Applicable

Rule Form Descriptions

PTRECLS - The Employee Class Rule Form enables the organization to define an employee class

and associate it with earnings codes, a leave category, and a benefit category. The employee

class is the primary hub of the Banner HR system. The employee class sets the stage for the

entire system.

PTREARN - The Earnings Code Rule Form enables the organization to create earnings codes and

associate them with rules. The earnings code identifies the nature of the pay (for example,

regular or holiday) and establishes the rules governing the time entry validation and processing

of earnings represented by this code. This form can also be used to instruct the system to

override labor distribution rules when it encounters this code.



Page | 9

PTRBDCA - The Benefits and Deductions Rule Form enables the organization to establish benefit

or deduction codes and associate them with various rule combinations. It defines the code on

the Employee Benefit or Deduction Form (PDADEDN) and the Employee Benefit or Deduction

Set Up Form (PDABDSU). The Benefits and Deductions Rule Form is supported by predefined

deduction calculation rules. Code definitions include data on precluded deductions, labor

distributions, excluded earnings codes, and included and excluded deduction codes.

NBAFISC - The Fiscal Year Form enables the organization to define the parameters of a fiscal

year. Fiscal years may be set up for an unlimited number of active and working budgets. Only

one active fiscal year per Chart of Accounts code can be defined at one time.

NTRFINI - The HR/Finance Set Up Rule Form Rule defines rules for interfacing transactions to

the SCT Banner Finance System. It also defines the accounting distribution for net pay and

deferred pay.

NTRSGRP - The Salary Group Rule Form enables the organization to define active and inactive

salary groups for each table. The salary groups defined here are made available for use on the

Salary/Rate Structure Rule Form (NTRSALA). The salary group definitions are amended yearly

for budgeting purposes. During this process, all of the salary tables are accommodated.

NTRSALA - The Salary/Rate Structure Rule Form enables the organization to define rules for

salaries or hourly rates. A salary/rate rule defines a salary table and includes salary grade and

ranges, hourly or salaried status, and rate or salary steps with their associated amounts. The

values defined on this form default onto the Position Class Rule Form (NTRPCLS).

NTRSTRL - The Mass Salary Table Roll Rule Form establishes the parameters used on the Mass

Salary Update Process (NBPMASS) to roll data from one salary group to another. (For additional

information on NBPMASS, refer to Chapter 18 of the SCT User Guide, "Reports and Processes".)

NTRPCLS - The Position Class Rule Form enables the organization to create a position class and

associate it with salary guidelines, employee class, and employee skill level. The salary

guidelines defined on this form default to the Position Form (NBAPOSN) and the Employee Job

Form (NBAJOBS).

NBAPOSN - The Position Definition Form defines all positions. Positions are defined within a

position classification by fiscal year.



Page | 10

NBAPBUD - The Position Budget Form authorizes all positions and ties a budget to a position. It

enables the organization to define position budgets by fiscal year, regular earnings totals

(budgeted, encumbered, expended, and remaining), premium earnings totals, fringe benefits,

and position labor distributions. NBAPBUD can be used to monitor position expenditures and

compare them to their budgeted amounts, or check for active Positions for inclusion in the one-

time payment form. Positions selected for one-time payments cannot be modified as long as

they are included in the One-Time Payment Rules window of the Installation Rule Form

(PTRINST).

NBPBUDM – The Budget Maintenance Process allows the users to send working budgets over

for Finance administrative users to work. This step is only needed if fringe charge back

budgeting is used.

NBPBROL – The Budget Roll Process allows the institutions to roll a working budget from one

fiscal year to another. The process also creates an approved budget from a working budget.

NHPFIN1 – The Finance Extract Process allows users to prepare extracts for working budget

amounts. The Finance Interface Extract (NHPFIN1) populates the Temporary Budget Table

(NHRTBUD) and the Finance Interface Collector Table (NHRFINC) with identical sets of detailed

information.

FBRFEED – The Finance Budget Feed Process is used to move Position Control budget

information from the Position Control module into the Finance Budget tables. All FOAPAL data

is transferred between modules. Both the Budget Line Item Table (FBBBLIN) and the

corresponding Distribute Table (FBRDIST) are affected by the FBRFEED process. FBRFEED reads

the GURFEED table which has data supplied by the Finance Interface Process, NHPFIN2.

FBRFEED decides which budget module tables to update.



Page | 11

Rule Form Initial Setup and Information

Form Description Banner Table

Rule and Validation Forms and Application Forms for Two Processes

Budget Roll Process Parameter NTRBROL

Contract Dates Roll Parameter NTRCROL

HR/Finance Set Up Rule NTRFINI

Fringe Charge Back Rule NTRFBLD

Encumbrance Hours Roll Form NTRRHROL

Position Control Installation Form NTRINST

Mass Job Increase Form NTRJINC

Job Progression Rule Form NTRJOBP

Salary Group Rule NTRSGRP

Salary Planner Extract Rules Form NTRSPEX

Salary/Rate Structure Rule NTRSALA

Mass Salary Table Roll Rules NTRSTRL

Position Class Rule NTRPCLS

Work Schedule Rule Form NTRWKSH

Budget Profile NTVPBRO

I. Budget Roll Process Parameter (NTRBROL)

The Budget Roll Process Parameter Rule Form enables organizations to establish

parameters for rolling the current budget into the new fiscal year. It establishes by

employee class the amount by which a position’s salary budget should be increased

or decreased during the budget roll process. This is explained in greater detail in the

Business Process Analysis section.

II. Contract Dates Roll Parameter Rule Form (NTRCROL)

The Contract Dates Roll Parameter Rule Form establishes date ranges for use in

rolling contract dates via the NBPMASS Roll Contract (D)ates option. Use this form to

enter the different combinations of from and to Contract Begin and End dates. If

using, establish parameters on this form before running the Mass Salary Table

Update process (NBPMASS).

A. At Roll From Begin Date, enter the contract begin date of the

contract being rolled.



Page | 12

B. At Roll From End Date, enter the contract end date of the contract

being rolled.

C. At Roll To Begin Date, enter the new contract begin date of the


D. At Roll To End Date, enter the new contract end date of the


E. Perform the Next Record function to enter another set of contract

date roll parameters or perform the Save function.

1. The system saves the contract date roll parameters to the

database and makes them available for use by the Mass Salary

Table Update process (NBPMASS).

2. It displays the most recent revision date in the Activity Date

field.

III. HR/Finance Set Up Rule Form — (NTRFINI)

The HR/Finance Set Up Rule Form Rule defines rules for interfacing transactions to

the finance system. It also defines the accounting distribution for net pay and

deferred pay. The version shown above defines rules for interfacing to Banner

Finance. When Banner Finance is installed, rule class codes are validated against the

Finance System Rule Class Code Form (FTMRUCL). This form will be maintained

centrally.



Page | 13

To view all the Finance Rule Class Code fields, move the vertical scroll bar located at

their right or use the Next Item function.

A. Access NTRFINI. All defined records are retrieved. (This requires a brief delay in

processing). The cursor positions itself at the record corresponding to the active

fiscal year as currently defined on NBAFISC. If no active fiscal year is defined, a

warning message is displayed. Use the Next Record and Previous Record

functions to navigate to previously defined records or to create a new record.

B. At Fiscal Year, enter the fiscal year. The value entered must be predefined on

the Fiscal Year Form (NBAFISC). To view a list of previously defined fields, select

the Search feature for the Fiscal Year field. The system displays the year's start

and end dates in the From and To fields. Note: Once this form is completed for

the first time, select Copy Prior Year from the Options menu to copy the data

across to ensuing fiscal years.

C. If Banner Finance is installed, the COA field displays the Chart of Accounts code

to be applied to the labor distributions found on the Distribution Information

window. This field takes its default value from the Fiscal Year Form (NBAFISC).

This can be overridden. To view a list of valid codes, select the Search feature for

the COA field.

D. The fiscal year's active status is displayed in the Active check box. If it is checked,

the fiscal year shown is the currently active fiscal year as defined on NBAFISC. If

it is not checked, this year is not the currently active fiscal year.

E. At Finance Fiscal Year, enter the Finance System fiscal year for which the

interface will be set up. If Banner Finance is installed, the year entered must be

defined on the Finance Fiscal Year Form (FTMFSYR). To view a list of valid values,

select the Search feature for the Finance Fiscal Year field. The year's start and

end dates are displayed in the From and To fields. The end date should match

the one that appears for the Human Resources fiscal year in Step 2.

F. At Bank, enter the code of the primary bank used to issue payroll checks and

direct deposits. The value entered in this field must be predefined on the Bank

Code Rule Form (GXRBANK). To view a list of valid codes, double-click in the

Bank field.

G. Set the Feed Budget to Finance Budget Development.

H. Move to the Finance Rule Class Code fields. For each field, enter the Banner

Finance System rule class code the system should use for validation. The codes

entered must be defined in the Finance system's Rule Class Code Maintenance

Form (FTMRUCL). To view a list of valid codes, double-click in the Finance Rule

Class Code field.

I. Perform the Save function. The system saves new or revised rules.



Page | 14

J. Select next block to arrive at the Distribution Information Window. The

Distribution Information window displays the accounting distributions that

control the processing of Human Resource accounting transactions. To access

this window, select Distribution from the Options menu.

K. At Net Distribution, indicate the Index and FOAPAL (Fund, Organization, Account,

Program, Activity, and Location) distribution to be used in the interface. If

defaulting the FOAPAL components, enter a Banner Finance Index code in Index.

To view a list of valid values for a particular Net Distribution field, select the

Search feature for the field. Note: The Net Distribution fields should be blank

except for Fund, which contains the bank fund, and Account, which contains the

general ledger account code of the Payroll Clearing Account.

L. At Deferred Pay, indicate the FOAPAL (Index, Fund, Organization, Account,

Program, Activity, and Location) deferred pay distribution to be used in the

interface. If defaulting the FOAPAL components, enter a Banner Finance Index

code in Index. To view a list of valid values for a particular Deferred Pay field,

select the Search feature for the field. Note: The Deferred Pay fields should be

blank except for Fund and Account, which contain the fund and account used for

the accrual of deferred pay liability. Use the Fund Code Maintenance Form

(FTMFUND) and the Account Code Maintenance Form (FTMACCT) to establish

the appropriate fund and account for this purpose.

M. At Fringe Clearing, enter the accounting distribution (fund and account) where

the actual fringe expense will be debited and the fringe charge-back amount will

be credited. To view valid values for the Fund field or the Account field in the

Fringe Clearing record, select the Search feature for the field.

N. Select the next block to arrive at the Fringe Chargeback Rules Window. The

Fringe Chargeback Rules window collects fringe chargeback data for use in the

interface. To access this window, select Fringe Rules from the Options menu.

O. At Matching FOAPAL Components, specify which components of the FOAPAL are

to be considered in the matching of external funding sources. The values

entered in these fields will guide the fringe encumbrance and expense process.

For each component (Fund, Organization, Account, Program, Activity, and

Location), select the check box for Yes or leave it unchecked for No.

P. When running payroll, NBPBUDM and PHPFEXP uses the values entered at

Calculate or Process Fringe Encumbrances, Fringe Calculation Method, and

Override External Rate with Installation Rate fields to determine how to

encumber, liquidate encumbrances, and expense fringe benefits.

Q. Go to the Recalculate All Salary or Fringe Encumbrances check box. When

making changes for this fiscal year to the Fringe Rate Definition and Labor

Distribution Override Rule Form (NTRFBLD), this field is updated to checked

status (that is, to Yes). The next time NBPBUDM is run, it looks at this indicator

and recalculates all encumbrance values. If NBPBUDM is run in process mode, it

resets the indicator to unchecked status (that is, to No).



Page | 15

IV. Fringe Budgeting Rule Form (NTRFRNG)

The Fringe Budgeting Rule Form enables users to define rules for developing benefit

and deduction budgets. Budget parameters can be defined as either amounts or

percentages. SDBOR will not be using this method.

V. Fringe Charge Back Rule Form (NTRFBLD)

The Fringe Charge Back Rules Form enables users to define rules for calculating

fringe budgets, fringe encumbrances, and fringe expenses. This functionality is used

to “charge back” accounts based on a percent versus the actual amount. It allows for

the definition of installation fringe rates and external funding source fringe rates. It

also contains the overriding labor distributions used for posting fringe amounts

based on earnings defined when the Applicable to Fringe Expense check box on the

Earnings Code Rule Form (PTREARN) is checked.

When changes are made to this form, NTRFINI's Recalculate All Salary or Fringe

Encumbrances check box for the fiscal year in which the effective date lies is

updated to checked status. The next time NBPBUDM is run in Process Mode, it

checks the indicator on NTRFINI, recalculates all fringe budgets and fringe

encumbrance values, and sets the check box back to unchecked status. Otherwise

NBPBUDM will calculate fringe budgets only when salary budgets have changed, and

will calculate encumbrances only when salary encumbrances have changed. SDBOR

will not be using this functionality.

VI. Encumbrance Hours Roll Parameter Rule Form (NTRHROL)

The Encumbrance Hours Roll Parameter Rule Form establishes the roll indicator and

effective date for use in rolling encumbrance hours via the NBPMASS Roll

Encumbrance Hours option. Parameters are established by employee class. If using

the Roll (E)ncumbrance Hours option, establish parameters on this form before

running the Mass Salary Table Update process (NBPMASS).



Page | 16

A. At Employee Class, enter the code of the employee class for establishing

encumbrance hour roll parameters. The value entered must be predefined on the

Employee Class Rule Form (PTRECLS). To view a list of valid codes, select the Search

feature for the Employee Class field. The system displays the description of the code

entered.

B. At Roll Method, enter one of the following:

1. Current Roll - the number of encumbrance hours currently budgeted for this

employee

2. Remaining Roll - the remaining encumbrance hours (that is, the difference

between the number originally encumbered and the number used to date)

3. Zero Roll - a zero amount for employees in this employee class

C. At Effective Date, enter the as-of date of the encumbrance hours roll.

D. Perform the Next Record function to enter another set of encumbrance hours roll

parameters, or perform the Save function.

1. The system saves the encumbrance hours roll parameters to the database

and makes them available for use by the Mass Salary Table Update process

(NBPMASS).

2. It displays the most recent revision date in the Activity Date field.

VII. Position Control Installation Rule Form (NTRINST)

The Position Control Installation Rule Form defines rules for general location,

position control, and finance, as well as rules specific to the processing of Electronic

Approvals. *Note - Two fields on the Position Control Rule Form (NTRINST) affect

the time entry approval process: Time Entry Approval Category and Return Time or



Page | 17

Leave Sheet to Employee on Web for Correction. This must be completed since BOR

is using time entry approvals as part of its payroll processing. This approval category

is used during the creation of time entry approvals routing queues on the Routing

Queue Rule Form (NTRRQUE) and/or the Override Queue Form (NBAJQUE). This

form will be maintained centrally.

A. At Location, enter the code of the installation rule.

B. In the Position Control Rules area, select the Allowed radio button if employees

will be allowed to insert job detail information with an effective date prior to

that on the existing job detail records that appear on the Employee Jobs Form,

(NBAJOBS). Select the Not Allowed radio button if insertion of these records will

not be allowed. When the Allowed radio button is selected, the system allows

records to be modified in between a current and a future dated job record. The

edit of the Last Paid Date remains in place. This means that if the installation is

going to allow records to be inserted between an existing and a future dated job

record, the record can then be inserted, modified or deleted as long as the

record has not been processed during a pay event.

C. In the Probationary Period Units area, select the units that the site will use when

a user either enters or views a value in a Probationary Period field. Each site can

select either Days or Months. (SDBOR has selected Days = 180). The default

selection is Days. Probationary period values entered or viewed on other HR

forms will be processed in accordance with this selection. The Probationary

Period Units field can also be left blank at sites that do not use the probationary

period information fields throughout Banner HR.



Page | 18

D. At COA, enter S.

E. At Validate Position Budget, specify the installation's budget error indicator. The

value entered tells the system whether it should permit discrepancies between a

contract's value and the amount budgeted for that position on the Employee

Jobs Form (NBAJOBS). Enter one of the following values:

1. Error - The system displays an error message and does not permit

contract value discrepancies.

2. Warning - The system permits contract value discrepancies but displays a

warning.

F. Check the Create NHRDIST Records indicator so the institutions can do salary

reporting, and leave this check box unchecked the institutions do not produce

salary reports. Five salary distribution reports are available: Budget Distribution

Report (NHRBDST), Organization Payroll Distribution (NHRDIST), Effort

Certification Report (NHRECRT), Employee Distributions Report (NHREDST), and

Employee Payroll Summary by Organization (NHRSDST).

G. Check the Electronic Approvals indicator if the installation is going to use

electronic approvals functionality. Otherwise, leave this check box unchecked.

H. At Time Entry Approval Category, enter the approval category to be used for

approvals of time transactions.

1. The value entered must match a value on the Approvals Category Code

Validation Form (NTVACAT).

2. To see a list of valid codes, double-click in the Time Entry Approval Category

field.

I. (This rule applies only to self-service time entry.) Check the Return Time or Leave

Sheet to Employee on Web for Correction indicator if time transactions can be

returned to employees via self-service for correction and resubmission. Leave

the check box unchecked if a time transaction cannot be returned to the

employee in self-service for correction but will be returned to the first approver

on the routing queue. An approver can override this rule if he/she decides to

make changes to the time transaction or leave request rather than returning it

for correction.

J. At Leave Report Approval Category, select the approval category that is

authorized to approve leave usage entered by employees outside the payroll

cycle. Administrative staff belonging to only this approval category can process

employee leave reports outside of the regular payroll cycle.

K. Select the next block or select the appropriate tab for Self-Service/Electronic

Approvals.



Page | 19

L. Select the next block or select the appropriate tab for Salary Planner.



Page | 20

The Salary Planner Rules window allows the user to establish control by setting rules

at the enterprise level for the following features of the Salary Planner application in

Employee Self-Service.

M. Select the Display Whole Employee Detail check box to enable Salary Planner

users to view an employee’s job(s) across all COAs and Organizations regardless

of HR security. This indicator affects the display of data on the List by Employee

page and the Employee Details page in the Salary Planner.

1. A check indicates Yes

2. Unchecked indicates No.

3. This feature allows a user to view all jobs belonging to an employee that may

be associated to organizations other than those to which the user is

authorized. The system displays all jobs as long as the user has

organizational access to at least one of them.

4. In essence this rule overrides the organization security set up for the Salary

Planner when viewing records on the Employee Detail page in the Salary

Planner. It will also enable the Employee Totals columns on the List by

Employee page.

N. Select the Organizational Security check box to enforce organization security at

the system level in the Salary Planner. This rule causes the system to check the

security set up on PTRUSER and NSASPSC for each Salary Planner user. A check

indicates Yes. Unchecked indicates No.

O. At Prorate Flat Amount By, select a method to automatically prorate flat amount

mass changes based on any of the following factors: FTE, appointment percent,

and none (No Proration). The selected proration method will apply to mass

changes on jobs and positions. Note: If the Base FTE or Base Appointment

percent is changed on a specific record in the Salary Planner after a mass change,

it will not result in a corresponding proration change in the proposed amount.

This automated functionality affects the List by Position page, List by Job page,

and the Employee Detail page in the Salary Planner.

P. At Calculate Job Information By, select a method to calculate job information

from the following options: FTE, appointment percent, or None (No Proration).

Based on the selected method the Hours per Pay, Hours per Day, and Default

Hours are calculated for hourly jobs whereas the annual salary and a new hourly

rate is calculated for salaried jobs. For example, if the FTE method is selected to

calculate job information for an hourly job, and the FTE is changed from 1 to 0.5,

then the Hours per Pay, Hours per Day and the Default hours are also reduced

proportionately. This automated functionality affects the Job Details page and

the Employee Details page in the Salary Planner.



Page | 21

VIII. Mass Job Salary Increase Rule Form (NTRJINC)

The Mass Job Salary Increase Rule Form establishes the parameters used on the

Mass Salary Update Process (NBPMASS) to implement step increases and salary

increases.

A. At Roll Using Salary Group, enter the Salary Group Code.

1. The code entered will be entered as a parameter on the Mass Salary Update

Process (NBPMASS) to update the job tables when there is an automatic step

increase or when the annual salary is changed.

2. The code entered must be predefined on the Salary Group Rule Form

(NTRSGRP).

3. To view a list of defined codes, select the Search feature for the Roll Using Salary

Group field.

B. At Rule Set, enter the name of a new rule set or choose a previously existing rule set

by selecting the Search feature.

1. Required field.

2. The List of Values displays all rule sets previously created on NTRJINC for the

associated Salary Group.

3. Move to the Rules Set block (un-named block on the form) by selecting the Next

Block function.

C. At Description, enter a description of the new rule set, or edit the description of a

previously existing rule set. Required field.



Page | 22

D. Save the above entered information to access the subsequent blocks of the rule

form.

1. On performing a Save, the following two fields are updated and displayed. The

User ID field displays the Banner ID of the person who last updated the record.

The Activity Date displays the date when the rule set was first created or last

updated.

2. Move to the Mass Job Salary Increase Rules Block.

E. Check the Process Only MM/DD check box to process only those employees with

month/day entries at the Increase MM/DD field on the Employee Job Form

(NBAJOBS). Leave it unchecked if month/day entries are not required for

processing. If the user leaves this check box unchecked, the user must enter a value

in the Effective Date field in Step 7.

F. Check the Process Step Zero Employee check box if employees at step zero should

be processed. Leave it unchecked if the employee should not. If checking this field,

an Effective Date field in Step 8 must be entered. Check this field if an across-the-

board increase is applied.

G. At Effective Date, enter the effective date of the increase for employees who do not

have month/day entries at the Increase MM/DD field on the Employee Job Form

(NBAJOBS). Note: If not checked, the Process Only MM/DD check box (Step 5), or if

checked the Process Step Zero Employee check box (Step 6), a value at this field

must be entered. The date used is to create a Future Change Jobs Record.

H. At Increase from MM/DD, enter or select the start Month and Date that should be

used by the NBPMASS process, to process any future salary increases by selecting

the Calendar icon.

I. At Increase to MM/DD, enter or select the end Month and Date that should be used

by the NBPMASS process, to process any future salary increases by selecting the

Calendar icon.

J. At Year, enter a calendar year. The year entered becomes part of the increase's

effective date for employees with month/day entries in the NBAJOBS Increase

MM/DD field. The calendar year entered is combined with the month and day

entered on NBAJOBS to determine the new effective date. Leave this field null if

creating an across-the-board increase.

K. At Use Pay Period Begin Date, mark this check box to indicate that the salary

increase is to be effective from the first date of the pay period that includes the

employees next scheduled increase as indicated by the MM/DD entry on the Job.

For example, if a job effective from 01/20/2002, is on a semi-monthly pay period,

the next annual salary increase will be effective from the pay period beginning,

01/15/2003.

L. Perform the Save function to move to the Mass Job Table Roll Rules block. The

system saves the data and displays the current date in the Activity Date field.

M. At Salary Table, enter a salary table code. The code entered must be predefined on

the Salary Group Rule Form (NTRSGRP). To view a list of defined codes, select the

Search feature for the Salary Table field.



Page | 23

N. At Number of Steps to Increase, enter the number of steps to increase the

employee's salary step when employee is not on step zero.

O. At Increase or Decrease Percent, enter the percentage amount by which an

employee's annual salary should be increased when the employee is on step zero,

and utilizing step zero processing.

P. At Increase or Decrease Amount, enter the dollar amount by which an employee's

annual salary should be increased when the employee is on step zero and utilizing

step zero processing. Note: During calculation of new salary amount, percent

calculations are performed first if a value is entered in the Increase or Decrease

Percent field (above).

Q. At Rounding Method, select one of the following: Up Round up, Down Round down,

and Nearest Round to the nearest rounding amount.

R. At Round Amount by, enter the amount to which the system should round.

IX. Job Progression Rule Form (NTRJOBP)

The Job Progression Rule Form (NTRJOBP) allows the organization to identify and associate

Position Classes with each Job Progression code previously established on the Job

Progression Code Validation Form (NTVJOBP). Establish the hierarchy of Position Classes by

specifying a unique sequence number for each Position Class included in the Job Progression

family. This feature will not be used by South Dakota.

X. Salary Group Rule Form (NTRSGRP)

The Salary Group Rule Form enables active and inactive salary groups for each table. The

Salary Group Rules Form (NTRSGRP) allows for the creation of the salary group for the year.

The salary tables are then associated with the salary group. The salary groups defined here

are made available for use on the Salary/Rate Structure Rule Form (NTRSALA). The salary

group definitions are amended yearly for budgeting purposes. During this process, all of the

salary tables are accommodated. This form will be maintained centrally.



Page | 24

Creating

A. Access the Salary Group Rules Form (NTRSGRP).

B. Enter the salary group code in the Code field. Banner requires at least one salary

group

C. Enter the description of the group in the Description field.

D. Enter a two character code to represent the specific group created in step one in

the Table field.

E. Perform an Insert Record function to enter a new Group/Table combination.

F. Repeat the above steps for any additional Group/Table combinations.

G. Click the Save icon.

H. Click the Exit icon.

Updating

I. At Code, enter the code of the salary group that is being defined or revised.

J. At Description, enter a free-format description of the salary group being defined.

K. At Table, enter a two-character freeform code identifying the salary table(s)

associated with the salary group being defined.

L. To view a list of defined codes, select the Search feature for the Table field.



Page | 25

M. Perform the Next Record function to enter another salary group, or perform the

Save function. The system saves the new or revised rules to the database and

displays today’s date in the Activity Date field.

XI. Salary Planner Extract Rules Form (NTRSPEX)

The Salary Planner Extract Rules Form (NTRSPEX) is a new rule form that allows the user to

identify the population that is to be extracted from Banner into the Salary Planner. The

criteria specified in this rule form are used as the input for the Salary Planner Extract

Process (NBPSPEX). The extract population can be identified by specifying one or more of

the following factors for inclusion in the extract process: Employee Classes, Bargaining

Units, and Budget Profiles.

The population criteria for an extract process is grouped and identified by a Budget Extract

ID. Specify a new Budget Extract ID in the Key block of the form. Note: To create a new

Budget Extract ID without copying from an existing Budget Extract ID, specify the new

Extract ID in the Current Budget Extract ID field and navigate to the next block. To create a



Page | 26

new Budget Extract ID using the Copy function, specify the new Extract ID in the New

Budget Extract ID field and specify the following fields:

A. In the Current Budget Extract ID field, enter a new Budget Extract ID to specify new

criteria. Alternatively, select an existing Budget Extract ID using the Search feature if the

user wishes to copy population criteria from an existing Budget Extract ID. The

corresponding list of values displays all Budget Extract IDs previously defined on this

form.

B. In the New Budget Extract ID field, enter a new Budget Extract ID if the use has

specified an existing Budget Extract ID in the previous field. The population criteria

from the existing Budget Extract ID are copied into the new Budget Extract ID when

selecting the Copy Record function in the Options menu.

C. Move to the Main block of the form. Enter details regarding the new Budget Extract

ID and specify preliminary selection criteria in this block.

D. In the Description field, enter a short description of the new Budget Extract ID.

E. In the COA field, enter S.

F. In the Fiscal Year field, enter a fiscal year with which the Budget Extract ID is to be

associated. Alternatively, select a fiscal year from the Fiscal Year Form (NBAFISC) by

using the Search feature.

G. In the Budget ID field, associate a Budget ID with the Budget Extract ID. Enter or

select an ID from the List of Values (LOV) corresponding to the Operating Budget List

Form (FTVOBUD), if Banner Finance is installed.

H. In the Phase field, associate a phase with the Budget Extract ID. Enter or select one

from a List of Values (LOV) corresponding to the Budget Phase List Form (FTVOBPH) if

Banner Finance is installed.

I. In the Budget Status field, indicate the budget status for the selected budget ID and

budget phase by choosing the appropriate radio button. Required field. Choices

include: Approved, and Working (default).

J. Select the Include Secondary Jobs check box to include secondary jobs in the extract.

Optional field.

K. Select the Include Overload Jobs check box to include overload jobs in the extract.

Optional field.

L. Select the Include Positions with No Bargaining Unit check box to include positions

with no bargaining units defined in the Position Definition Form (NBAPOSN), in the

extract. Optional field.

M. Select the Include Positions with No Budget Profile check box to include positions

with no budget profile defined on NBAPBUD in the extract. Optional field.

N. Save the record.

O. The User ID field displays the ID of the user who last updated this record.

P. The Activity Date field displays the date on which the record was last updated.

Q. Move to the Employee Classes window using the Next Block function or via the

Options menu.



Page | 27

The Employee Classes window allows the user to specify employee classes associated with

positions on the Position Definition Form (NBAPOSN) that are to be considered by the

Budget Extract ID. Access this window from the Options menu of NTRSPEX. Select employee

classes using any of the following methods: Select the Include all Employee Classes in the

Options menu to mass populate this window with all employee classes existing in Banner,

and then selectively remove specific employee classes using the Record Remove menu

option or icon or individually select employee classes using the Search feature in the Code

field.

R. In the Code field, enter an Employee Class code or select the code from the

Employee Class Query Form (PTQECLS) using the Search feature. In the Description

field, the system displays a description of the selected Employee Class code.

S. Enter a budget factor for the specified employee class in the Budget Factor field. This

percent factor is used in the calculation of an Estimated Fiscal Year Budget amount in

the Salary Planner. This factor indicates for what percent of the year the new Annual

Salary would apply.

1. The Estimated Fiscal Year Budget is calculated as: (Proposed Annual Salary x

Factor) + [(1 - Factor) x Base Salary]

2. For example, Fiscal year is July 1 to June 30. The employee's Base Salary

(effective July 1) equals $50,000. His/her Proposed Salary (effective September 1)

equals $60,000. The factor would be set to 83.33 (10/12). The Estimated Fiscal Year

Budget for this job would be $58,333.

T. Enter a job effective date for each employee class in the Job Effective Date field. This

date is utilized to upload data to the job record from the Salary Planner. The first day of

the new fiscal year is the default, based on the Chart of Accounts and Fiscal Year

entered for the Budget Extract ID, but may be overridden.

U. Enter an effective personnel date for each employee class in the Job Personnel Date

field. This information is used to upload data to the job record in the Salary Planner.

The first day of the new fiscal year is the default, based on the Chart of Accounts and

Fiscal Year entered for the Budget Extract ID, but may be overridden.

V. Save the record

W. Move to the Bargaining Units window using the Next Block function or via the

Options menu.

Similar to the Employee Classes window, specify bargaining units to be considered in the

extract in this window. Bargaining units can be selected via any of the following methods:

Select the Include all Bargaining Units from the Options menu to populate this window with

all bargaining units existing in Banner, and then selectively remove bargaining units that the

user does not wish to include in the extract by using the Record Remove menu option or



Page | 28

icon or individually select only those bargaining units that are to be included in the extract

through the List of Values corresponding to the Bargaining Unit Code field. Access the LOV

in the Bargaining Unit Code field.

X. The Include Positions with No Bargaining Units check box indicator is again displayed

here, as marked for the corresponding field in the Main block of NTRSPEX. A check


Y. At Bargaining Unit code, enter or select a bargaining unit code from a List of Values

(LOV) corresponding to the Bargaining Unit Validation Form (PTVBARG). The system

displays a short description of each bargaining unit code.

Z. Save the record.

AA. Move to the Budget Profiles window using the Next Block function or via the

Options menu.

Specify budget profiles to be considered by the extract in the Budget Profiles window.

Budget Profiles can be selected via any of the following methods: Select Include all Budget

Profiles menu option from the Options menu to populate this window with all budget

profiles existing in Banner, and then selectively remove budget profiles that the user does

not wish to include in the extract by using the Record Remove menu option or icon or

individually select only those budget profiles that are to be included in the extract using the

List of Values (LOV) corresponding to the Budget Profile Code field. double-click to access

the LOV in the Budget Profile Code field.

BB. The Include Positions with No Budget Profile check box indicator is again displayed

here, as marked for the corresponding field in the Main block of NTRSPEX. A check


CC. At Budget Profile Code, enter or select a budget profile code from a List of Values

(LOV) corresponding to the Budget Profile Validation Form (NTVBPRO). The system

displays a short description of each budget profile code.

DD. Save the record.

XII. Salary/Rate Structure Rule Form (NTRSALA)

The Salary/Rate Structure Rule Form enables the organization to define rules for salaries or

hourly rates. A salary/rate rule defines a salary table and includes salary grade and ranges,

hourly or salaried status, and rate or salary steps with their associated amounts. The values

defined on this form default onto the Position Class Rule Form (NTRPCLS). This table will be

completed centrally.



Page | 29

A. At Salary Group, enter the code of the salary group to which this salary

table/grade combination is assigned. The code entered must be predefined in the

Salary Group Rule Form (NTRSGRP). To view a list of existing codes, select the Search

feature for the Salary Group field.

B. At Salary Table, enter a code from the Salary Group Rule Form (NTRSGRP). To

view a list of defined salary table codes, select the Search feature for the Salary Table

field. To view existing table/grade combinations, select the Search feature for the Table

field on the resulting display (that is, the NTRSGRP form).

C. At Salary Grade, identify the salary grade being associated for this salary table.

Enter a unique one- to five-character code. To view a list of salary grades that are

currently defined for this salary table, select the Search feature for the Salary Grade

field. Move to the Salary/Wage Structure Ranges block.

D. At the Schedule Type, select Hourly if defining hourly rates, and Salary if defining

annual or monthly salaries.

E. If selecting Hourly in the Schedule Type field, enter the minimum hourly rate in

the Low Annual Salary or Base Wage Rate field. If selecting Hourly, enter the minimum

annual salary. The value entered should be in the format 999999.9999.

F. If the user entered a salary value in the Low Annual Salary or Base Wage Rate

field, the system calculates the low monthly salary and displays it in the Low Monthly

Amount field. If no value was entered at Low Annual Salary or Base Wage Rate, enter



Page | 30

the low range of the monthly salary for this salary table/grade in the Low Monthly

Amount field. The system will automatically calculate the low annual salary.

G. At the Midpoint Annual Salary or Base Wage Rate field, enter a value between

the low (Step 5) and high (Step 7) ends of this salary/rate range. The value entered here

assists in budgeting unfilled FTE and should reflect probable salary/rate (for example,

the average or the mean). It does not have to be the mathematical midpoint of the

range. The value entered should be in the format 999999.9999.

H. If the user enters a salary value in the Midpoint Annual Salary or Base Wage Rate

field, the system calculates the midpoint monthly salary and displays it in the Midpoint

Monthly Amount field. If no value was entered at Midpoint Annual Salary or Base Wage

Rate field, enter the midpoint range of the monthly salary for this salary table/grade in

the Midpoint Monthly Amount field. (Refer to Step 6 for an explanation of this field.)

The system will automatically calculate the annual salary midpoint.

I. Enter the maximum annual salary or hourly rate at the High Annual Salary or

Base Wage Rate field. The value entered should be in the format 999999.9999.

J. If the user entered a salary value in the High Annual Salary or Base Wage Rate

field, the system calculates the high monthly salary and displays it in the High Monthly

Amount field. If no value was entered in the High Annual Salary or Base Wage Rate

field, enter the midpoint range of the monthly salary for this salary table/grade in the

High Monthly Amount field. The system will automatically calculate the high annual

salary.

K. If defining only a range for the salary or rate, perform the Save function. The

system saves the new or revised Annual Salary or Base Wage Rate rule to the database.

If the user wants the Annual Salary or Base Wage Rate rule to include salary step

definitions, move to the Step Structure block.

L. When the user moves to the Step Structure block the system enables the user to

establish rate or annual salary steps for this salary table grade combination. At Step,

enter the number of the step being defined. Then enter the amounts that correspond to

it in the Annual Salary or Base Wage Rate and Monthly Salary fields.

M. To define another step, perform the Next Record function and return to Step

N. If the rule definition is complete, perform the Save function. The system saves

the new or revised Annual Salary or Base Wage Rate rule to the database.

XIII. Mass Salary Table Roll Rule Form (NTRSTRL)

The Mass Salary Table Roll Rule Form establishes the parameters used on the Mass Salary

Update Process (NBPMASS) to roll data from one salary group to another. This will be

completed centrally.



Page | 31

A. At Roll From Salary Group, enter the salary group to roll from.

1. The value entered must be predefined on the Salary Group Rule Form

(NTRSGRP).

2. To view a list of defined salary groups, select the Search feature for the Roll From

Salary Group field.

3. The salary group entered at this field is the parameter that will be entered on

the Mass Salary Update Process (NBPMASS) as the salary group to roll from.

B. At To, enter the salary group to roll to.


(NTRSGRP).

2. To view a list of defined salary groups, select the Search feature for the To field.

3. The salary group entered at this field is the parameter that will be entered on

the Mass Salary Update Process (NBPMASS) as the salary group to roll to.

4. Move to the next block.

C. At Salary Table, enter the salary table whose parameters are rolling from one

salary group to another.


(NTRSGRP).

2. To view a list of defined salary tables, select the Search feature for the Salary

Table field.



Page | 32

D. At Increase Table Rate Percent, enter the percentage by which salary table

amounts are to be increased. Amounts affected include the high, midpoint, and low

ranges and the salary amount on each step.

E. At Increase Table Rate Amount, enter the amount by which salary table amounts

are to be increased. Amounts affected include the high, midpoint, and low ranges and

the salary amount on each step. Note: When the system calculates the new amounts, it

performs the percent calculation from the Increase Table Rate Percent field (Step 4)

before applying the amount entered at this field.

F. At Rounding Indicator, enter one of the following: Up Round Up, Down Round

Down, Nearest Round to the nearest rounding amount, None No Rounding method is

used.

G. At Round Amount By, enter the amount to which the system should round.

H. Check or clear the Change All Grades check box, to specify one of the following

actions:

1. checked

a) Includes all grades. Checking this check box indicates that the new data

applies to all grades of the table specified at the Salary Table field (Step 3).

b) After entering this value, perform the Save function.

c) All grades for the salary table are automatically inserted into the

database and displayed in the next block.

2. unchecked

a) Does not include all grades.

b) If leaving this check box unchecked, save the record.

c) Then move to the Applicable Grades block (Step 9) to specify the grades

to which the new data applies.

I. When moving to the Applicable Grades block, the system displays the current

date in the Activity Date field. At Grades, enter the grades for which the new salary data

is applicable. The grades entered must be defined for this salary table on the

Salary/Rate Structure Rule Form (NTRSALA). To view a list of defined grades, select the

Search feature for the Grades field.

J. Perform the Save function to commit the new or revised records to the

database.

XIV. Position Class Rule Form (NTRPCLS)

The Position Class Rule Form enables the organization to create a position class and

associate it with salary guidelines, employee class, and employee skill level. The salary

guidelines defined on this form default to the Position Form (NBAPOSN) and the Employee

Job Form (NBAJOBS). This form will be maintained centrally.



Page | 33

A. At Position Class Code, enter a unique code to identify the position class being

defined or revised. To see a list of previously identified position classes, select the

Search feature for the Position Class Code field. Move to the next block.

B. At Title, enter the title to assign to the position class.

C. At Employee Class, enter the code of the employee class associated with the new

position class. The code entered must be predefined in the Employee Class Rule

Form (PTRECLS). To view a list of existing codes, select the Search feature for the

Employee Class field. The system displays the description of the employee class that

was entered.

D. Leave the Exempt Indicator check box unmarked if employees in this position class

must be paid for overtime in compliance with the Fair Labor Standards Act. Check

this field if they are exempted from FLSA overtime pay requirements. Note: This

field does not drive the FLSA processing or affect the correct computation of FLSA in

the payroll module. It is used by HR as an information-only field to indicate whether

a position meets FLSA requirements for exempt status.

E. At Bargaining Unit, enter the bargaining unit code for the position class. Valid values

for this field are listed on the Bargaining Unit Code Validation Form (PTVBARG). The

value in this field is used as the default value for the corresponding field on the

Position Definition Form (NBAPOSN). This value can be overridden at the position

level. The system displays the description of the selected bargaining unit. Note:

The Bargaining Unit field can be accessed only at sites where HR is installed.



Page | 34

F. At Probationary Period, enter the number of days or months for the position class.

The value in this field will default to the corresponding field in the Position Definition

Form (NBAPOSN). This value can be overridden at the position level. Note: A change

to the value in the Probationary Period field on NTRPCLS will not change information

already established on NBAPOSN or NBAJOBS. The change will be reflected only on

newly created positions and jobs.

G. The Accrue Seniority, field depends on the corresponding field on the Employee

Class Rule Form (PTRECLS). (This feature will not be used by SDBOR).

H. At Employee Skill, enter the EEO skill code of the employee skill associated with the

new position class. The code entered must be predefined in the EEO Skill Code

Validation Form (PTVESKL). To view a list of existing codes, access the Search

feature for this field. The system displays the description of the EEO skill.

I. At Position Group, enter the code of the position group to which this position class is

assigned. The value entered must be predefined on the Position Group Rule Form

(PTRPGRP). To view a list of existing codes, select the Search feature for the Position

Group field.

J. At Category Code, enter the Equal Employment Opportunity (EEO) function code for

this position class. The value entered must be predefined on the EEO Function Code

Validation Form (PTVEFUN). To view a list of valid values, select the Search feature

for the Category Code field. Note: The Category Code field is enabled only at

Government installations.

K. At Salary Group, enter the salary group code that will be associated with the table

and grade defined in Steps 8 and 9. The salary group entered in this field will default

to the Position Form (NBAPOSN) and the Employee Job Form (NBAJOBS). (This may

be overridden in either form.) The Salary Group code entered must be predefined

on the Salary Group Rule Form (NTRSGRP). To view a list of existing values, select

the Search feature for the Salary Group field. The system displays the description of

the salary group code entered.

L. At Table, enter the code of the salary table that will be associated with employees

assigned to positions within this position class. The value entered at this field

defaults to the Position Form (NBAPOSN) and the Employee Job Form (NBAJOBS).

(They can be overridden on either form.) The code entered must be predefined in

the Salary/Rate Rule Form (NTRSALA). To view existing tables, select the Search

feature for the Table field.

M. At Grade and Step fields, enter the salary grade and step associated with this

position class. The values entered at these fields default to the Position Form

(NBAPOSN) and the Employee Job Form (NBAJOBS). The values entered must be

predefined in the Salary/Rate Rule Form (NTRSALA). To view existing tables, select

the Search feature for the Grade and Step fields.

N. At Range Low, Range Midpoint, Range High, and Step Value fields, the system

displays the annual salary guidelines defined in the table entered at Step 8. These

values cannot be overridden.

O. At Step Value, the system displays the annual salary/rate defined for the table,

grade, and step entered at Steps 12 and 13.



Page | 35

P. At Salary Group Description, the system displays the description of the salary group

from the associated Salary Group Rule Form (NTRSGRP), when both the Salary Group

and Table fields are completed.

Q. Perform the Save function. The system saves the new or revised position class to

the database.

R. Compensation/Classification Change Date Window: When a change is made in any

fields in the data section of the Main window, the system displays the

Compensation/Classification Change Date window. This window is displayed

immediately after the Save function is used. The date displayed here indicates when

the change is to go into effect. The default is the current date. The date can be

overridden. The date entered must be less than or equal to the current date.

S. To exit this window, select or tab to the OK button. All new or changed data is saved

in the record. In addition, data entered in the following fields is captured and saved

for display on the Position Class History Form (NBICLSH): Position Class Code, Title,

Employee Class, Exempt Indicator, Employee Skill, Position Group, Category Code,

Salary Group, Table, Grade, and Step. The change date defaults based on the

Compensation/Classification Change Date. In addition, the User ID is displayed in the

last field of the form. All changes made can be seen by accessing NBICLSH from the

NTRPCLS Main window or from the Position Management Menu (*HRSPOSITION).

T. NTRPCLS has a Job Progression window, however, SDBOR will not be utilizing this

feature.

XV. Work Schedule Rule Form (NTRWKSH)

The Work Schedule Rule Form establishes work schedule rules. Rules defined on this form

are used on the Employee Class Rule Form (PTRECLS), the Position Form (NBAPOSN), and in

the Work Schedule Block on the Employee Job Form (NBAJOBS). When a work schedule is

tied to a job, daily time is generated for that job by the Payroll Time Extract (PHPTIME).

Consequently, work schedules are often used to provide the data necessary for Fair Labor

Standards Act (FLSA) processing. Note: Do not confuse the work schedule rules established

here with the FLSA work period rules defined on the Work Period Rule Form (PTRWKPR).

This feature will not be used by SDBOR.

XVI. Budget Profile Validation Form (NTVBPRO)

The Budget Profile Validation form allows the system to create budget profile codes and

descriptions for use in the Salary Planner Application and reporting purposes. A Budget

Profile is a means for classifying different types of budgets that are used at an enterprise.

The budget profiles entered on this form help identify, describe, and associate positions

with a specific type of budget on the Position Budget Form (NBAPBUD).



Page | 36

Rule and Validation Variables Defined PTRECLS Employee Class

Title

Definition

01 Institutional Chief

Executive Officer

Chief Institutional Executives that are in charge of one of the 9 state

defined institutions. BOR, BHSU, DSU, NSU, SDSMT, SDSU, USD,

SDSBVI, or SDSD. Type A, B, and C.

03 CSA FLSA Exempt

Employees

As defined in SDCL 3-6A-13 and BOR Policy 4:1. This classification is

for FLSA exempt benefit eligible positions. Type A, B, and C.

04 CSA OT Eligible

Employees


for overtime benefit eligible positions. Type A, B, and C.

07 CSA TP FLSA

Exempt

Employees

As defined in SDCL 3-6A-13, ARSD 55:01:08:05, and BOR Policy 4:1.

This classification is for exempt non-benefit eligible positions. This

position may be a temporary full-time or part-time position.

Temporary employees non-benefit/non-leave eligible employees.

08 CSA TP OT Eligible

Employees


This classification is for overtime non-benefit eligible positions. This

position may be a temporary full-time or part-time position.

Temporary employees non-benefit/non-leave eligible employees.

14 Federal

Employees

This ECLS is only used at SDSU for federal positions. Type A, B, and C.

15 9 Month Benefit

Eligible Faculty

Regular full-time 9 month faculty. University Only. Type A, B and C.

16 10 Month Benefit

Eligible Faculty

Regular full-time 10 month faculty. University Only. Type A, B, and C.

17 11 Month Benefit

Eligible Faculty


18 12 Month Benefit

Eligible Faculty


19 Faculty Adjunct Faculty that are hired for a temporary appointment as an adjunct.

The individuals hired into an adjunct position have other

employment outside of the Regental system. These positions are not

eligible for benefits. This position will not exceed one year

employment. Temporary employee’s non-benefit/non-leave eligible

employees.

20 Faculty Part-Time Part-time faculty that are hired for on-going part-time faculty

position. Temporary employee’s non-benefit/non-leave eligible

employees.

21 Faculty Special

School K12

Regular full-time K12 faculty (may be 9, 10, 11, or 12 month). Type A,

B, and C.



Page | 37

22 Faculty Hourly Part-time faculty that are hired for on-going part-time faculty

position that is hourly. Temporary employee’s non-benefit/non-

leave eligible employees

25 Graduate

Assistant Exempt

Graduate assistants that have a PCLS of 01052, 01056, 01057, 01058,

01059, and 01060. Temporary employee’s non-benefit/non-leave

eligible employees.

26 Graduate

Assistant OT

Eligible

Employees

Graduate assistants that have a PCLS of 01054. Temporary

employee’s non-benefit/non-leave eligible employees.

28 NFE FLSA Exempt

Employees


for FLSA exempt positions. Type A, B, and C.

29 NFE OT Eligible

Employees


for overtime eligible positions. Type A, B, and C.

32 NFE TP FLSA

Exempt

Employees


This classification is for FLSA exempt positions. This position may be

a temporary full-time or part-time position that is not eligible for

benefits. Temporary employee’s non-benefit/non-leave eligible

employees.

33 NFE TP OT Eligible

Employees


This classification is for overtime eligible positions. This position may

be a temporary full-time or part-time position that is not eligible for

benefits. Temporary employee’s non-benefit/non-leave eligible

employees.

35 Student – FWS Federal Work Study Positions. Temporary employee’s non-

benefit/non-leave eligible employees.

36 Student Regular

Hourly

Student labor that are not considered federal work study and utilize

FTE. This ECLS is OT eligible. Temporary employee’s non-


37 Student Regular

Salary

Student labor that are not considered federal work study and utilize

FTE. This ECLS is FLSA exempt. Temporary employee’s non-


39 Regents This ECLS is for the 9 appointed Board of Regents. Temporary

employee’s non-benefit/non-leave eligible employees.

45 Volunteers This is used on PEAEMPL only.

NTRPCLS Position Class Title Definition

00101 Regent One of nine appointed members of governing board.



Page | 38

00110 Chief Executive

Officer

The President, Superintendent, or Executive Director

00120 Assistant To The

Chief Executive

Officer

Administrative position which assists the President,

Superintendent, or Executive Director by analyzing policies and

actively participating in the policy making process.

00130 Chief Administrative

Officer

The primary administrative officer at the institution or for the

system.

00135 Chief Research

Officer

The primary research officer at the institution or for the system.

00140 Chief Student Affairs

Officer

The primary student affairs officer at an institution or for the

system, often carrying the rank of Dean or Vice President.

00142 Dean Of Student

Affairs/Medical

School

Administers student recruitment, admissions, counseling,

financial aid, and student records for the School of Medicine.

00145 Chief Academic

Officer

The senior administrative official responsible for the direction of

the academic program of the institution. Functions typically

include teaching, research, extension, admissions, registrar, and

library activities.

00146 Chief Health

Professions Officer

The senior administrative official at the Medical School, holds

rank of Vice President and/or Dean.

00147 Associate Health

Professions Officer

The second most senior administrative official of the medical

school; holds the rank of executive dean.

00150 Chief Business Officer The primary business officer at each institution or for the system.

00160 Chief Public Relations

Officer

The senior administrative official primarily responsible for public

relations programs. Functions typically include public relations,

news media relations, legislative relations, alumni relations, and

information office services.

00170 Chief Development

Officer

Directs institutional development programs. Incumbent typically

leads the institutional fund-raising and, in the absence of an

organizational co-equal specifically assigned to the function,

public relations and informational officer activities.



Page | 39

00172 Chief Experiment

Station Officer

Administers the project portfolio of the Agricultural Experiment

Station to include initiation of the special projects, coordination

of interdepartmental projects, and monitoring projects in

progress. Maintains liaison with Cooperative State Research

Service and coordinates the participation of South Dakota in

regional projects.

00173 Chief Animal Disease

Laboratory Officer

Directs the Animal Disease Research and Diagnostic Laboratory

which is responsible for developing and improving means of

prompt detection and control of livestock diseases through

diagnostic assistance, conducting field investigations and

providing educational offerings and materials to veterinarians

and livestock producers.

00174 Chief Cooperative

Extension Officer

Administers the Cooperative Extension Service of the College of

Agriculture and Biological Sciences and provides leadership and

coordination in the development and implementation of informal

educational programs in agriculture and natural resources, family

living and nutrition, 4-H and youth.

00175 Legal Counsel Attorney/lawyer for the institution or system.

00180 Other Non-Academic

Administrator

Any other non-instructional administrator not otherwise

classifiable to a more specific class or any other non-instructional

senior administrator whose role is viewed as a senior

administrative officer on campus.

00181 Chief Info Tech

Officer

The primary information technology officer at each institution or

for the system.

00182 Associate

Vp/Administrator

An administrative official who assists a Vice

President/Administrator.

00183 Assistant

Vp/Administrator

An administrative official who assists a Vice

President/Administrator. The Assistant VP/Administrator holds a

rank below the Associate VP/Administrator.



Page | 40

00210 Director, Library Directs all activities of the institution’s libraries. Functions

directed typically include personnel, public services, collection

development, acquisitions, technical services, and special

collections.

00220 Director, Research Directs the administration of research and other programs

externally funded by grants and contracts; administers the liaison

with the funding sources.

00230 Academic Dean The primary instructional officer who holds the rank of Dean and

who reports to the Chief Academic Officer or Chief Executive

Officer.

00240 Associate Academic

Dean

An instructional officer who holds the rank of Associate Dean and

who assists and reports to a Dean or Vice President.

00245 Assistant Academic

Dean

An instructional officer who holds the rank of Assistant Dean,

who assists and reports to a Dean, and who holds a rank below

that of an Associate Dean.

00250 Chairperson/Depart

ment Head

The head of an academic department who reports to a Dean.

00255 Associate

Chairperson/

Department Head

Assists the head of an academic department.

00260 Assistant

Chairperson/

Department Head

Assists the head of an academic department, holds a rank below

that of Associate Chairperson.

00265 Division Head The head of an academic division.

00270 Director, Academic The director of a program, institute or other instructional entity.

The director selects, evaluates and supervises staff, requests,

plans and directs the budget of an area and is responsible for the

development and enforcement of policies in a designated area.

00275 Associate Director,

Academic

Assists the director of a program, institute or other instructional

entity.



Page | 41

00280 Assistant Director,

Academic

Assists the director of a program, institute or other instructional

entity, holds a rank below that of Associate Director.

00285 Coordinator,

Academic Program

Coordinates an instructional operation, project or entity.

00302 Director, Physical

Plant/ Facilities

Management

The senior administrative official responsible for the construction,

rehabilitation, operations and maintenance of physical plant

facilities. Functions typically include supervision of new

construction and remodeling, grounds and building maintenance,

power plant operation, security and parking.

00304 Director, Bookstore Directs the operation of the campus bookstore. Functions

typically include the supervision and/or purchase and sale of new

and used books, supplies, and equipment, advertising,

employment and supervision of sales staff, maintenance of sales

and inventory records, and related matters.

00306 Director, Alumni

Affairs

Coordinates contacts and services to alumni; develops and

maintains alumni mailing lists and mailings; organizes receptions

and other special alumni activities.

00308 Director, Public

Information

Directs the provision of information about the institution to

students, faculty, and the public. Functions typically include news

media relations, preparation or review of news releases and

photographs, and preparation and distribution of newsletters,

magazines, and other publications.

00310 Director, Admissions The administrative official with primary responsibility for the

recruitment and admission of undergraduates. May also be

responsible for the admission of graduate and professional

students or for scholarship administration or similar functions.

00312 Director, Student

Financial Aid

Directs the administration of all forms of student aid. Functions

typically include assistance in the application for loans or

scholarships; administration of private, state or federal loan

programs; awarding of scholarships and fellowships; and

maintenance of appropriate records.



Page | 42

00314 Director, Residence

Life

Directs all residence hall operations for students. May also

administer off-campus housing programs and guest

accommodations.

00316 Director,

Union/Student

Activities

Directs the operation of a student union building and related

student activities. Functions may include supervision of food

service facilities, information desk, recreational facilities, and

arrangements for special functions or activities and coordination

of all student activities and supervision of student organizations.


Activities

Coordinates all campus student activities including special events,

student organizations, publications, and student government

activities.

00320 Director, Career

Development

Directs the operation of a student placement office to provide job

placement and counseling services to undergraduates, graduates,

and alumni. May also be responsible for placement of students in

part-time jobs or outside the institution and developing

internships.

00322 Director, Counseling

Center

Directs clinical counseling program.

00324 Director, Institutional

Support Services

Manages and operates college support services, typically includes

purchasing, printing, vending, mail services, but may include a

variety of services and operations.

00326 Director, Computing

Services

Directs the institution’s major academic and/or administrative

computing activities to include data communications.

00328 Director,

Intercollegiate

Athletics

Directs intramural and intercollegiate athletic programs for men

and women. Functions typically include scheduling and

contracting for athletic events, employment and direction of

athletic coaches, publicity, ticket sales, and equipment and

facilities maintenance.

00330 Director, Educational

Media

Directs the support area of audio-visual services, which includes

purchasing hardware, generating software, and encouraging the

use of multimedia learning devices.



Page | 43

00332 Director, Budget And

Finance

Responsible for the current budgetary operations. May also

include responsibility for long-range planning unless there is a

separate planning officer.

00333 Assistant Director,

Budget And Finance

An administrative officer who assists the institution’s Director of

Budget and Finance or Chief Business Officer in directing the

campus’s budgetary operations. The Assistant Director of Budget

and Finance assists in only a portion of the budget and finance

functional areas.

00334 Director, Support

Services

Responsible for the direction of remedial and academic support

programs such as Upward Bound, Talent Search, Native American

Cultural Center, tutorial services, academic skill building services.

00336 Director, American

Indian Studies

Directs the initiation, development and coordination of Indian

related academic and non-academic programs.

00338 Director, Outreach

Services

Directs or coordinates the conduct of special (usually non-credit)

educational, technology training, consultation, and/or other

outreach services to the community. Functions may include

computer training for businesses, educators, and other

individuals; market research and economic impact studies.


Health And

Counseling Services

Directs the administrative operation of the clinic and student

counseling center. Develops and coordinates programs that

provide health services for the student body.

00342 Student Health

Medical Director

A physician who directs and assumes responsibility for the

medical care provided to students. May direct health education

programs.

00344 Director A non-instructional officer at an institution who directs an

operation, project or entity; selects, evaluates, and supervises

staff; requests, plans and directs the budget for their area;

develops and enforces policies in their designated area.

00345 Associate Director A non-instructional officer at an institution who assists in

directing an operation, project or entity and who reports to a

non-academic director.



Page | 44

00346 Assistant Director A non-instructional officer at an institution who assists in

directing an operation, project or entity, who reports to a non-

academic director and who holds a rank below that of associate

director.

00348 Director, Human

Resources

Non-instructional employee. Major responsibility is supervision

of human resources/payroll.

00349 Affirmative Action

Officer

Responsible for the university-wide program designed to ensure

equality of opportunity on an individual basis without giving

preference in opportunity to any group.

00350 Manager Professional staff who directs a project or an activity and who

reports to either 00230 (Non-Instructional Director) or 00430

(Instructional Director).

00352 Associate Manager Assists and reports to a manager, and ranks above Assistant

Manager.

00354 Assistant Manager Assists a manager and ranks below Associate Manager.

00358 Registrar The administrative official with principal responsibility for student

registrations and records. Functions typically include registration,

classroom scheduling, maintenance of student records,

graduation clearance, and related matters.

00360 Coordinator (Ot

Exempt)

Professional staff who coordinates the activities of an operation,

project or entity.

00361 Coordinator (Ot

Eligible)

Professional staff who coordinates the activities of an operation,

project or entity.

00362 Associate

Coordinator

A non-instructional officer of an institution who assists in

coordinating the activities of an operation, project or entity, who

reports to a non-academic coordinator.

00364 Assistant Coordinator

(Ot Exempt)


coordinating the activities of an operation, project or entity and

who reports to a non-academic coordinator and who holds a rank

below that of Associate Coordinator.



Page | 45

00365 Assistant Coordinator

(Ot Eligible)


coordinating the activities of an operation, project or entity and

who reports to a non-academic coordinator and who holds a rank

below that of Associate Coordinator.

00503 Researcher I (Ot

Exempt)

Contributes to the conduct of research by utilizing specialized

skills. Tasks performed will be defined and directed by a senior

member of the research team. Typical tasks include limited

supervision of student assistants; literature reviews; drafting of

preliminary reports; gathering of data; etc.

00504 Researcher Ii (Ot

Exempt)

Conducts research tasks, utilizing a variety of research skills in a

more independent manner and requiring less direction from a

senior member of the research team than an individual at the

Researcher I level. Typical tasks include technical writing, which

may include co-authoring articles for professional journal

publication; supervising student assistants; analyzing and

interpreting research data; contributing to experiment design and

research; preparing and making formal presentation of research

results; evaluating quality of research published in journal

articles; etc. An individual in this position is expected to improve

and advance professionally through a combination of experience,

training, and education.

00505 Researcher I (Ot

Eligible)

Contributes to the conduct of research by utilizing specialized

skills. Tasks performed will be defined and directed by a senior

member of the research team. Typical tasks include limited

supervision of student assistants; literature reviews; drafting of

preliminary reports; gathering of data; etc.



Page | 46

00506 Researcher II (Ot

Eligible)

Conducts research tasks, utilizing a variety of research skills in a

more independent manner and requiring less direction from a

senior member of the research team than an individual at the

Researcher I level. Typical tasks include technical writing, which

may include co-authoring articles for professional journal

publication; supervising student assistants; analyzing and

interpreting research data; contributing to experiment design and

research; preparing and making formal presentation of research

results; evaluating quality of research published in journal

articles; etc. An individual in this position is expected to improve

and advance professionally through a combination of experience,

training, and education.

00507 Researcher III Provides leadership and/or supervision in an assigned research

area to include planning, coordination, implementation and

conduct of research with only a minimum of general supervision.

Typical tasks include supervising junior level research personnel

and students; conceptualizing and organizing ideas that lead to

proposals for new research projects; functioning as either the

senior author or co-author of proposals, journal articles, and

technical reports; acting as co-principal investigator on grants and

contracts; obtaining sufficient funding through grants to fund

research projects; etc. An individual in this position is expected

to have an established publications record and research

reputation, and to demonstrate professional growth that serves

both the interests of the campus and the greater scientific

community.

00508 Researcher IV

Develops and manages a segment of a research project, including

budget management, and acts as principal investigator on

research grants and contracts. Typical tasks include organizing

and directing the ensuing research program(s); supervising junior

research personnel and other technical personnel; originating and

writing research proposals of sufficient quality to obtain

significant financial support from external sponsors; presenting

quality papers at national and international scientific meetings;

preparing publications for refereed journals; contributing to

published scientific books; serving as a contributing member of

campus committees and external professional organizations; etc.



Page | 47

00510 Coach Instructs players in competitive athletics.

00511 Assistant Coach

(Ot Exempt)

Assists coaches in the instruction of competitive athletics.

00512 Assistant Coach

(Ot Eligible)

Assists coaches in the instruction of competitive athletics.

00513 Athletic Trainer Instructs players and coaches on proper training procedures and

is responsible for implementing sports medicine with the

department.

00514 Assistant Athletic

Trainer

Assists the Athletic Trainer (00513) with instructing players and

coaches on proper training procedures and for implementing

sports medicine within the department.

00520 Librarian An instructional specialist in the care and management of a

library or elements within a library.

00522 Associate Librarian Assists a Librarian in the care and management of a library or

elements within a library, holds rank above the Assistant

Librarian.

00524 Assistant Librarian Assists a Librarian in the care and management of a library or

elements within a library, holds rank below that of Associate

Librarian.

00525 Curator Professional staff whose major responsibilities include museum

collection maintenance and musicology or art instruction.

00526 Webmaster Senior individual responsible for the organization’s website.

00527 Instructional

Designer

Professional staff whose duties include converting instructional

data to a web-based environment.

00530 Counselor (Ot

Exempt)

Professional staff whose major responsibility is counseling and

advising students.

00531 Counselor (Ot

Eligible)

Professional staff whose major responsibility is counseling and

advising students.

00533 Area Farm

Management Agent

Professional staff whose major responsibility is to give leadership

in Farm Management Education within multi-county area.



Page | 48

00535 Extension Agent Professional staff whose major responsibility is to give leadership

in Farm Management Education within multi-county area.

00537 Extension Associate Professional staff who provide leadership and/or supervision to a

specific statewide Extension project. Requires a Masters degree

in relevant academic discipline.

00538 Extension Assistant Professional staff who work independently or provide assistance

in the coordination of specific statewide extension projects.

Requires a Bachelors degree in relevant academic discipline.

00539 Advisor (Ot Eligible) Professional staff who advise students as their major function and

are not otherwise classifiable.

00540 Advisor (Ot Exempt) Professional staff who advise students as their major function and

are not otherwise classifiable.

00541 Education Specialist

(Ot Exempt)

Provides staff support for quality pre-kindergarten, elementary,

secondary and vocational education by interpreting applicable

laws, rules and regulations and develops content areas and

resources for student progress in the educational setting.

00542 Education Specialist

(Ot Eligible)

Provides staff support for quality pre-kindergarten, elementary,

secondary and vocational education by interpreting applicable

laws, rules and regulations and develops content areas and

resources for student progress in the educational setting.

00543 Preschool Teacher Professional staff whose major responsibilities include

teaching/instructing children and families in either a classroom

setting or in the child’s home.

00544 Diversity Officer Professional staff responsible for the organization’s diversity plan.

00545 Admissions

Representative

Staff responsible for implementing the organization’s

recruitment/ marketing plans for graduate and undergraduate

students.



Page | 49

00546 Residence Hall

Director

Staff who may reside in a residence hall and direct the activities

and discipline programs, normally supervise Resident Assistants

and/or residence hall secretaries. May include residence hall

counselors. Reports to Housing Director, Assistant Housing

Director, or Area Coordinator.

00555 Executive

Administrative

Assistant (Ot Exempt)

Position subject to FLSA whose primary duties are clerical in

nature; reports to the Chief Executive Officer.

00556 Executive

Administrative

Assistant (Ot Eligible)

Position subject to FLSA whose primary duties are clerical in

nature; reports to the Chief Executive Officer.

00559 Specialist (Ot Eligible) Professional staff whose major responsibilities are in a specialized

area and not otherwise classifiable.

00560 Specialist (Ot

Exempt)

Professional staff whose major responsibilities are in a specialized

area and not otherwise classifiable.

00561 Analyst Professional staff whose major responsibilities are to analyze and

prepare management reports in an institutional financial setting.

00562 Controller Professional staff whose major responsibilities are to provide

financial control accountability and reporting for the institution’s

financial functions to assure expenditures are within cash and

budget authority. They typically direct accounting, cashiering,

purchasing and related functions, and may direct payroll.

00563 Associate Controller Assists the Controller in maintaining financial control

accountability and reporting for the institution’s financial

functions.

00565 Internal Auditor Professional staff whose major responsibilities are to examine

and verify records and accounts of the institution’s business

office.

00566 Audiologist Assesses and supervises hearing and amplification use and

communicates with families, physicians, and educators.

00567 Vision Technology

Specialist

Assesses vision needs and supervises visual aid use and

communicates with families, physicians, and educators.



Page | 50

00575 Pilot Operates aircraft either for instruction, charter or research. May

also maintain aircraft or assist in maintenance at times.

00576 Engineer Professional staff responsible for planning and design of

engineering projects and contributing to management of

maintenance, alterations and repairs to the institution’s buildings

and utility systems.

00580 Manager,

Agricultural Research

Farm

Manages the day-to-day operations of a research/teaching unit.

00590 Other Professional

(Ot Exempt)

Professional staff whose major responsibilities cannot be

classified in any other professional (00500) classification.

00591 Other Professional

(Ot Eligible)

Professional staff whose major responsibilities cannot be

classified in any other professional (00500) classification.

00600 Professor (9 Months) A faculty member who holds the academic rank of Professor,

which requires:

1. An earned doctorate and ten (10) years of successful college

teaching or research experience in appropriate fields (or

appropriate equivalent experience); or

2. A post-graduate degree, other than a doctorate, recognized

by the institutional administration, as terminal for the faculty

unit member’s discipline, and twelve (12) years of successful

college teaching or research in appropriate fields (or

appropriate experience).

00601 Professor (10

Months)

Same description as 00600 above.

00602 Professor (11

Months)


00603 Professor (12

Months)


00604 Adjunct Professor Title given to a faculty member whose primary employment is

outside of the working department or institution who is given a

courtesy appointment with or without specific teaching/research

assignments and who meets the criteria for Professor (00600).



Page | 51

00610 Professor, Technical A faculty member who holds the academic rank of Technical

Professor, which requires an:

1. Earned master’s degree, plus fifteen (15) semester hours,

three (3) years of administratively approved industrial or

business experience in the area of teaching specialty, and

twelve (12) years of successful college teaching experience in

specialty;

2. Earned master’s degree, plus fifteen (15) semester hours,

three (3) years of administratively approved business or

industrial experience since receiving the associate professor

rank or two hundred forty (240) clock hours of

administratively approved technical specialty schooling and

ten (10) years of successful college teaching experience in

specialty;

3. Earned master’s degree, three (3) years of administratively

approved industrial or business experience in the area of

teaching specialty, an additional twelve (12) months of

administratively approved industrial or business experience

since receiving the associate professor rank or four hundred

eighty (480) clock hours of administratively approved

technical specialty schooling, and ten (10) years of successful

college teaching experience in specialty;

4. Earned specialist degree, three (3) years of administratively

approved industrial or business experience in area of

teaching specialty, and nine (9) years of successful college

teaching experience in specialty;

5. Earned doctorate, three (3) years of administratively

approved industrial or business experience in area of

teaching specialty, and eight (8) years of successful college

teaching experience in specialty.

00620 Professor, Library A faculty member who holds the academic rank of Professor, is

assigned to administrative and research duties in the library,

which requires:

1. An earned doctorate and ten (10) years of successful college





unit member’s discipline, and twelve (12) years of successful

college teaching or research experience in appropriate fields

(or appropriate experience).



Page | 52

00630 Professor, Endowed

Chair

Faculty Member who meets the criteria for rank of professor and

fills a position funded, totally or partially, through an endowment

established for teaching/research/service in a particular subject

matter or discipline. The faculty member should have advanced

knowledge or outstanding expertise in the particular subject

matter or discipline. The position shall be treated with all the

rights and privilege of a faculty member.

00640 Professor, Research

(9 Months)

A faculty member who holds the academic rank of Professor and

is assigned research duties.


(10 Months)

Same as 00640 above.


(11 Months)



(12 Months)


00650 Professor, Technical

Institutes

A faculty member who holds the academic rank of Professor and

is assigned to a technical institute.

00700 Associate Professor

(9 Months)

A faculty member who holds the academic rank of Associate

Professor, which requires:

1. An earned doctorate and five (5) years of successful college





unit member’s discipline and six (6) years of successful


(or appropriate equivalent experience).


(10 Months)



(11 Months)




Page | 53


(12 Months)


00704 Adjunct Associate

Professor

Title given to a faculty member whose primary employment is



assignments and who meets the criteria for Associate Professor

(00700).

00710 Associate Professor,

Technical

A faculty member who holds an academic rank of Technical

Associate Professor, which requires an earned baccalaureate

degree, three (3) years of administratively approved industrial or

business experience in the area of teaching specialty, six (6)

months of administratively approved industrial or business

experience since receiving assistant professor rank, or two

hundred forty (240) clock hours of administratively approved

technical specialty schooling, or ten (10) semester hours toward

an advanced degree supportive of teaching specialty, and eight

(8) years of successful college teaching experience in specialty.


Library


Professor and is assigned to administrative and research duties in

the library, which requires:

1. An earned doctorate and five (5) years of successful college





unit member’s discipline and six (6) years of successful


(or appropriate equivalent experience).


Endowed Chair

Faculty member who meets the criteria for rank of associate

professor and fills a position funded, totally or partially, through

an endowment established for teaching/research/service in a

particular subject matter or discipline. The faculty member

should have advanced knowledge or outstanding expertise in the

particular subject matter or discipline. The position shall be

treated will all the rights and privileges of a faculty member.



Page | 54


Research (9 Months)


Professor and is assigned research duties.


Research (10

Months)



Research (11

Months)



Research (12

Months)



Technical Institutes


Professor and is assigned to a technical institute.

00800 Assistant Professor (9

Months)

A faculty member who holds the academic rank of Assistant

Professor which requires:

1. An earned master’s degree and three (3) years of successful

college teaching or (research experience in appropriate fields

or appropriate equivalent experience). For faculty unit

members whose initial appointment is for the 1982/83 fiscal

year or thereafter, thirty (30) additional hours of graduate

credit will be required;


by the institutional administration as terminal for the faculty

unit member’s discipline, and two (2) years of successful


(or appropriate equivalent experience);

3. An earned doctorate.

00801 Assistant Professor

(10 Months)



(11 Months)



(12 Months)




Page | 55

00804 Adjunct Assistant

Professor

Title given to a faculty member whose primary employment is



assignments and who meets the criteria for Assistant Professor

(00800).

00810 Assistant Professor,

Technical

A faculty member who holds the academic rank of Technical

Assistant Professor, which requires:

1. An earned bachelor’s degree, three (3) years of

administratively approved industrial or business work

experience in the area of teaching specialty, and five (5) years

of college teaching experience; or

2. An earned bachelor’s degree, three (3) years of


experience in the area of teaching specialty, three (3) months

of administratively approved additional industrial or business

experience since initial appointment, or one hundred twenty

(120) clock hours of administratively approved technical

specialty schooling, or five (5) semester hours toward an

advanced degree supportive of teaching major, and four (4)

years of successful college teaching experience in the

specialty; or


college teaching experience in the specialty.


Library


Professor and is assigned to administrative and research duties in

the library, which requires:



(or appropriate equivalent experience). For faculty unit

members whose initial appointment is for the 1982/83 fiscal

year or thereafter, thirty (30) additional hours of graduate

credit will be required; or



unit member’s discipline, and two (2) years of successful


(or appropriate equivalent experience); or

3. An earned doctorate.



Page | 56


Endowed Chair

Faculty member who meets the criteria for rank of assistant

professor and fills a position funded, totally or partially, through

an endowment established for teaching/research/service in a

particular subject matter or discipline. The faculty member

should have advanced knowledge or outstanding expertise in the

particular subject matter or discipline. The position shall be

treated with all the rights and privileges of a faculty member.


Research (9 Months)


Professor and is assigned research duties.


Research (10

Months)



Research (11

Months)



Research (12

Months)



Technical Institutes



00900 Instructor (9 Months) A faculty member who holds the academic rank of Instructor,

which requires:

1. An earned baccalaureate degree and three (3) years of

successful teaching experience in an appropriate field (or

equivalent appropriate experience); or

2. An earned master’s degree; or

3. Demonstrated knowledge and experience leading to regional

or national recognition in field of specialty; or

4. Is a faculty member at the South Dakota School for the

Visually Handicapped or South Dakota School for the Deaf.

00901 Instructor (10

Months)



Months)



Months)




Page | 57

00904 Adjunct Instructor Title given to a faculty member whose primary employment is



assignments and who meets the criteria for Instructor (00900).

00910 Instructor, Technical A faculty member who holds the academic rank of Technical

Instructor, which requires:

1. Demonstrated knowledge and experience in field of specialty,

three (3) years of administratively approved industrial or

business work experience in the area of teaching specialty,

and meet qualifications of job description; or



experience in the area of teaching specialty; or

3. An earned master’s degree.

00920 Instructor, Library A faculty member who holds the academic rank of Instructor and

is assigned administrative and research duties in the library,

which requires:


successful teaching experience in an appropriate field (or

equivalent appropriate experience);

2. An earned master’s degree; or

3. Is a faculty member at the South Dakota School for the

Visually Handicapped or South Dakota School for the Deaf.

00940 Instructor Research

(9 Months)

A faculty member who holds the academic rank of Instructor and

is assigned research duties.


(10 Months)



(11 Months)



(12 Months)


00950 Instructor , Technical

Institutes





Page | 58

01000 Endowed Chair

01010 Lecturer Title given to a faculty member who has a bachelor’s degree but

who cannot qualify for Instructor and who has been given a

teaching assignment.

01040 Clinical Professor

(12 Months)

A part-time Medical School faculty appointed to a less than 50

percent time position who has a medical doctor’s degree

(physician), or equivalent professional degree and is clearly

outstanding in ability to contribute to the education and

administrative needs of undergraduate medical education. A

Clinical Professor also requires:

1. Minimum length of service in rank for promotion from Clinical

Associate Professor to Clinical Professor shall be three years;

allowance may be afforded for previous service at a

comparable rank in a similar academic setting;

2. The individual should be board-qualified and have an

excellent practice record in the area of specialty;

3. The individual should be extremely important to the clinical

education portion of the undergraduate medical program and

have considerable input into the development of the

clerkship;

4. The individual shall devote considerable time to performing

service on committees, faculty meetings, etc., as requested

by the administration of the School of Medicine;

5. The individual should have demonstrated teaching

effectiveness.



Page | 59

01041 Clinical Associate

Professor (12

Months)

A part-time Medical School faculty member appointed to a less

than 50 percent time position who possesses an M.D. or

equivalent professional degree consistent with the criteria

established by the awarding department and has demonstrated a

high degree of professional excellence and achievement. A

Clinical Associate Professor also requires:

1. Minimum length of service in rank for promotion from clinical

Assistant Professor to Clinical Associate professor shall be

three years; allowance may be afforded for prior service at a

compatible rank in a similar academic medical setting;

2. The individual should be board- or subspecialty-qualified;

3. The individual should have demonstrated competence in

clinical teaching through ward rounds, clerkships or

symposia;

4. The individual should participate extensively in the

Department and School of Medicine activities.

01042 Clinical Assistant

Professor (12

Months)


percent time position with an M.D. or equivalent professional

degree who has professional qualifications as evidenced by being

Board- or Subspecialty-eligible with either no or limited prior

teaching experience in a medical school setting.

01043 Clinical Instructor

(12 Months)


percent time position with an M.D. or equivalent professional

degree consistent with the criteria established by the awarding

department who will teach as part of an interdisciplinary effort

and who has had only limited professional experience.

01052 Graduate Research

Assistant

This is for students who assist a faculty member in research

responsibilities.

01054 Graduate

Administrative

Assistant

This is for students who assist an administrative office or

administrator in administrative responsibilities.

01056 Graduate Teaching

Assistant—Instructor

This is for students who are the actual instructors of the course,

including laboratory courses. They are accountable as an

instructor to the Department Chair of faculty members.



Page | 60


Assistant—

Laboratory

This is for students who assist instructors but who are not

responsible for actual instruction in the lab portion of a class.


Assistant—Grading

Support

This is for students who provide academic and instructional

support outside of instruction and laboratory assistance.

01059 Graduate Clinical

Assistant

This is for students who assist a faculty member in a clinical

setting.

01060 Graduate Assistant –

Research

This is for students who assist a faculty member with research.

01062 Teacher Instructors at South Dakota School for the Blind and Visually

Impaired or the South Dakota School for the Deaf.

01064 Instructional

Assistant

Staff who assist Teachers (01062) at South Dakota School for the

Blind and Visually Impaired or the South Dakota School for the

Deaf.

01068 Undergraduate

Research (Ot

Eligible)

Undergraduate students participating in research related

programs.

01069 Undergraduate

Research (Ot

Exempt)

Undergraduate students participating in research related

programs.

01070 Student Technology

Fellow

Undergraduate students selected to participate in technology

based program.

01080 Visiting Professor Title given to a faculty member who is on the staff of another

institution of higher learning who already holds the rank of

Professor or who is on the staff of a business or company and

who meets the criteria outlined in Professor (00600).

01081 Visiting Associate

Professor

Title given to a faculty member who is on the staff of another


Associate Professor and who is on the staff of a business or

company and who meets the criteria outlined in Associate

Professor (00700).



Page | 61

01082 Visiting Assistant

Professor

Title given to a faculty member who is on the staff of another


Associate Professor or who is on the staff of a business or

company and who meets the criteria outlined in Associate

Professor (00800).

01083 Visiting Instructor Title given to a faculty member who is on the staff of another


Instructor or who is on the staff of a business or company and

meets the criteria outlined in Instructor (00900).

01084 Visiting Lecturer Title given to a faculty member who is on the staff of another

institution of higher learning, company or business and who

meets the criteria outlined in Lecturer (01010).

01085 Visiting Artist Title given to an artist who is on the staff of another institution of

higher learning, company or business.

01090 Other Non-Tenured

Faculty

A faculty member who is not tenured and does not hold academic

rank and who cannot be placed in any other classification.

01110 Emerita A retired female faculty member receiving a stipend and the

honorary title.

01112 Emeritus A retired male faculty member receiving a stipend and the

honorary title.

01148 Dean Emeritus A retired dean receiving a stipend and the honorary title.

01901 Resident Assistant A student (undergraduate or graduate) who lives in a residence

hall and who assists in the area of housing responsibilities and

who receives a salary or other compensation such as reduced

housing rent and/or food service charges.

999993 CSA Labor OT Exempt A labor pool for which FTE is calculated. All positions are Exempt

from FLSA.

999994 CSA Labor OT Eligible A labor pool for which FTE is calculated. All positions are OT

Eligible.

999995 Faculty A labor pool for which FTE is calculated. All positions are Exempt

from FLSA.



Page | 62

999997 NFE Labor OT Exempt A labor pool for which FTE is calculated. All positions are Exempt

from FLSA.

999998 NFE Labor OT Eligible A labor pool for which FTE is calculated. All positions are OT

Eligible.

999999 Work Study A labor pool for federal work study. These positions are not

eligible for FTE calculation.

NTRPSGP Position Group Title Definition

SD01 Non-Instructional

Administrator

Is set up on the Position Class table as a salaried Administrator.

SD02 Instructional

Administrator

Is set up on the Position Class table as a salaried Instructional

Administrator.

SD03 Professional/Technic

al

Is set up on the Position Class table as a salaried Professional or

Technical staff.

SD04 Professional/Technic

al

Is set up on the Position Class table as hourly Professional or

Technical staff.

SD05 Faculty Is set up on the Position Class table as a salaried faculty staff.

SD06 Faculty Is set up on the Position Class table as hourly faculty staff.

SD07 Career Service Is set up on the Position Class table as hourly career service staff.

SD08 Career Service Is set up on the Position Class table as a salaried career service

staff.

SD09 Part-time/Temporary Is set up on the Position Class table as a salaried part-

time/temporary staff.

SD10 Part-time/Temporary Is set up on the Position Class table as an hourly part-

time/temporary staff.

SD11 Graduate Students Is set up on the Position Class table as salaried graduate students.

SD12 Graduate Students Is set up on the Position Class table as hourly graduate students.

PTVESKL Title Description

10 Officials/Managers/

Executives

Occupations requiring administrative and managerial personnel

who set broad policies, exercise overall responsibility for

execution of these policies, and direct individual departments or

special phases of a firm's operations. Includes: officials,

executives, middle management, plant managers, department

managers, and superintendents, salaried supervisors who are

members of management, purchasing agents and buyers,

railroad conductors and yard masters, ship captains, mates and

other officers, farm operators and managers, and kindred

workers. Cannot use 10 for purpose of PCLS, must use 1A or 1B.

1A Executive Level

Managers These roll up to the 10 series. New EEO Category.



Page | 63

1B Mid-Level Managers These roll up to the 10 series. New EEO Category.

20 Faculty/Graduate

Assistants

Occupations that instruct or research at an institution in a

discipline. Also includes all graduate assistants regardless of the

discipline.

30 Technicians Occupations requiring a combination of basic scientific

knowledge and manual skill which can be obtained through 2

years of post high school education, such as is offered in many

technical institutes and junior colleges, or through equivalent

on-the-job training. Includes: computer programmers, drafters,

engineering aides, junior engineers, mathematical aides,

licensed, practical or vocational nurses, photographers, radio

operators, scientific assistants, technical illustrators, technicians

(medical, dental, electronic, physical science), and kindred

workers.

40 Professionals Occupations requiring either college graduation or experience of

such kind and amount as to provide a comparable background.

Includes: accountants and auditors, airplane pilots and

navigators, architects, artists, chemists, designers, dietitians,

editors, engineers, lawyers, librarians, mathematicians, natural

scientists, registered professional nurses, personnel and labor

relations specialists, physical scientists, physicians, social

scientists, teachers, surveyors and kindred workers.

50 Office Clerical Includes all clerical-type work regard-less of level of difficulty,

where the activities are predominantly nonmanual though some

manual work not directly involved with altering or transporting

the products is included. Includes: bookkeepers, collectors (bills

and accounts), messengers and office helpers, office machine

operators (including computer), shipping and receiving clerks,

stenographers, typists and secretaries, telegraph and telephone

operators, legal assistants, and kindred workers.

60 Maintenance Series For EEOS for IPEDS reporting. Cannot use 60 for PCLS, must use

6A, 6B, or 6C for PCLS.

6A Skilled Craft (Skilled) Manual workers of relatively high skill level having a

thorough and comprehensive knowledge of the processes

involved in their work. Exercise considerable independent

judgment and usually receive an extensive period of training.

Includes: the building trades, hourly paid supervisors and lead

operators who are not members of management, mechanics

and repairers, skilled machining occupations, compositors and

typesetters, electricians, engravers, painters (construction and

maintenance), motion picture projectionists, pattern and model



Page | 64

makers, stationary engineers, tailors and tailoresses, arts

occupations, handpainters, coaters, bakers, decorating

occupations, and kindred workers.

6B Operatives (Semi-Skilled) Workers who operate machine or processing

equipment or perform other factory-type duties of intermediate

skill level which can be mastered in a few weeks and require

only limited training. Includes: apprentices (auto mechanics,

plumbers, bricklayers, carpenters, electricians, machinists,

mechanics, building trades, metalworking trades, printing

trades, etc.), operatives, attendants (auto service and parking),

blasters, chauffeurs, delivery workers, sewers and stitchers,

dryers, furnace workers, heaters, laundry and dry cleaning

operatives, milliners, mine operatives and laborers, motor

operators, oilers and greasers (except auto), painters

(manufactured articles), photographic process workers, truck

and tractor drivers, knitting, looping, taping and weaving

machine operators, welders and flamecutters, electrical and

electronic equipment assemblers, butchers and meatcutters,

inspectors, testers and graders, handpackers and packagers, and

kindred workers.

6C Laborers/Maintenance (Unskilled) Workers in manual occupations which generally

require no special training who perform elementary duties that

may be learned in a few days and require the application of little

or no independent judgment. Includes: garage laborers, car

washers and greasers, groundskeepers and gardeners,

farmworkers, stevedores, wood choppers, laborers performing

lifting, digging, mixing, loading and pulling operations, and

kindred workers.

70 Service Workers Workers in both protective and non-protective service

occupations. Includes: attendants (hospital and other

institutions, professional and personal service, including nurses

aides, and orderlies), barbers, charworkers and cleaners, cooks,

counter and fountain workers, elevator operators, firefighters

and fire protection, guards, door-keepers, stewards, janitors,

police officers and detectives, porters, waiters and waitresses,

amusement and recreation facilities attendants, guides, ushers,



Page | 65

public transportation attendants, and kindred workers.

A0 Sales Occupations engaging wholly or primarily in direct selling.

Includes: advertising agents and sales workers, insurance agents

and brokers, real estate agents and brokers, stock and bond

sales workers, demonstrators, sales workers and sales clerks,

grocery clerks, and cashiers/checkers, and kindred workers.

PTREARN Earning Table Definition

ADD Additional Duty Pay

CSA: Temporary additional duties pay as identified by PACE Salary

Schedule Policy. This may include: Additional Duty Pay and temporary

Out-of-Class Pay. NFE: Temporary additional duty pay for work outside

the normal duties.

ADJ

Adjustment

Processing Payroll

This earnings code is established to use for a correction such as a

manual check. It is based on the hourly rate.

ADM

Administrative Leave

Paid

ARSD 55:01:22:14 Administrative leave shall be granted in the

following situations, allowing an employee to receive

compensation for the hours that the employee would normally

have worked with no loss of leave: (1) An office is

administratively closed; (2) An employee is a member of a

volunteer fire department, reserve law enforcement unit,

emergency search and rescue squad, or ambulance service and is

called to emergency duty during working hours; (3) Pending an

investigation of charges made against an employee upon which

disciplinary action could be taken; and (4) For any other purpose

that has been requested in writing and approved by the

commissioner. The appointing authority shall grant

administrative leave hours as straight time off at a later date or as

cash payment at the regular hourly rate to employees who are

required to work when an office is administratively closed.

Appointing authorities shall inform the commissioner of all office

closings.

ADN

Additional Duty Pay –

OT Eligible

This is used by Banner to auto-calculate Additional duty pay when

receiving additional duty pay. It cannot be used manually.

ADS

Adjustment

Processing Payroll

This earnings code is established to use for a correction such as a

manual check. It is based on a unit.



Page | 66

ALP

Annual Leave Paid

Out

Annual Leave payout for those employees not eligible for the

Special Pay Plan. This may even be used for annual leave that is

over the limit of the Special Pay Plan.

ALT Annual Leave Taken

Employee charge for taking annual leave. Web Timekeeping,

PHATIME, PHAHOUR.

ASB Asbestos Abatement

This is set up for employees that work for agencies or

departments with Asbestos.

BEN

EE Benefit Payment

(LOA)

This earnings code is established for employees who have

employee sponsored benefits. This code must be used for dollars

employee is paying while on a LOA. This is to ensure their

benefits stay intact and so BOP does not drop the benefits.

CJL

Court and Jury Leave

Paid

State or Federal Court or Jury leave only.

CRT

Teacher Certification

K12 Only

Special Schools Certification Earnings.

CT1

Comp Time Earned at

Straight

Comp-time for employee’s who work during a holiday and chose

to take comp-time instead of regular pay.

CT5

Comp Time Earned at

1.5

Comp-time received in lieu of Overtime.

http://www.sdbor.edu/policy/4-Personnel/documents/4-25.pdf.

CTA Comp Time Accrual

This is an auto-calculation from Banner to calculate OT/CT. It

cannot be used manually.

CTP

Comp Time Paid

Straight Time

Comp-time taken at straight time.

CTT

Comp Time Taken at

Straight Time

Comp-time banked taken at straight time. This is tied to the leave

bucket.

DEC

Final Payment to

Deceased EE

Payment made to beneficiary for last employment period.

DEF

Deferred Pay

Correction Transition

Interim transaction for SDSMT and BHSU to correct FY07 deferral.

This is set up to take dollars and bank for payout. Will go away in

July of 2007.

DEP

Deferred Payout

Transition

Interim transaction for SDSMT and BHSU to correct FY07 deferral.

This is set up to payout during the off months. Will go away in

July of 2007

DOC

Dock Pay -

Unapproved Absence

Docking pay for unapproved absences.

DPA Deferred Pay Amount

Deferral set up for payment of salary over 12 months. Only to be

used for less than 12 month to be paid over 12 month.

DPO Deferred Pay Out

Deferral payment to allow payment of salary over 12 months.

Only to be used for less than 12 month to be paid over 12 month.



Page | 67

EDL

Education

Improvement Leave

In accordance with BOR Policy 4:15,

http://www.sdbor.edu/policy/4-Personnel/documents/4-

15_000.pdf.

EDU

Educational Leave (3

hr/wk)



ERR

Previous Period

Correction

This earnings code is established for overtime eligible staff that

did not submit timesheet in accordance with SDBOR policy

(missing pay period).

FLX Flexible Work Week

This earning code is established for overtime eligible employees

who with approval use an alternative workweek during a pay

period crossover. This is a Leave without Pay, but accrues leave.

FMA FMLA Annual Leave

This earnings code is tied to the Annual Leave bucket and is used

by the HR end user to populate on NBAJOBS or PHAHOUR.

FMA

FMLA Annual Leave

Taken

Annual Leave Taken for FMLA Purposes. Do We Need?

FMC

Family Medical Leave

with Comp Time

HR end user to populate on NBAJOBS or PHAHOUR.

FML


without Pay


FMP


Personnel Leave


FMS FMLA Sick Leave

This earnings code is tied to the Sick Leave bucket and is used by

the HR end user to populate on NBAJOBS or PHAHOUR.

HOL Holiday Pay

This is a default earnings code and would not be used unless back

pay of Holiday would need to be paid.

HRF BOP Incentive Refund

This is where an employee saves the state money on an

overbilling for health. BOP will notify when this occurs.

INC Inconvenience Pay



K12

Div III Sec VIII Leave

K12 Only

Special Schools FUM leave. This has a Leave Category Rule and

Validation bucket.

LGE Longevity Eligibility

This is an earn code that is used on NBAJOBS Default Earning to

calculate an employee’s longevity amount. This must be on

default earnings with a premium category on Payroll Default to

ensure longevity is paid.

LGS

Longevity Payout

(Last Month)

This is the earn code that is used in conjunction with the last

longevity payout that is not eligible for the special pay plan.

LLS

Longevity Special Pay

Plan Payout

This is the earn code that is used in conjunction with PTRBDCA

160. It can only be used to pay out earning for the special pay

plan.



Page | 68

LNG Longevity Pay

In accordance with ARSD,

http://legis.state.sd.us/rules/DisplayRule.aspx?Rule=55:06&Type

=Rule. This is the earn code for the annual longevity payment

(on-going).

LWB

Leave WO Pay

Approved w/Benefits

Leave without pay Approved with Benefits. If for a window of

time for more than three months, must use NBAJOBS and on

PEAEMPL. If less than three months only need to use on

NBAJOBS. This earn code is established to automatically reduce

Regular earnings.

LWE

Leave without Pay,

Excused

This earning code is established for leaves less than 3 days in

length.

LWM

Military Leave

without Pay

Leave without pay Approved may be with or without Benefits. If

for a window of time for more than three months, must use

NBAJOBS and on PEAEMPL. If less than three months only need

to use on NBAJOBS. This earn code is NOT established to

automatically reduce Regular earnings. Therefore, will need to

end the Regular earnings on NBAJOBS and replace with LWM.

LWO

Leave WO Pay Appvd

w/o Benefits

Leave without pay Approved without Benefits. If for a window of

time for more than three months, must use NBAJOBS and on

PEAEMPL. If less than three months only need to use on

NBAJOBS. This earn code is established to automatically reduce

Regular earnings.

MLT Military Leave Paid

In accordance with SDCL and BOR Policy.


NMA

Non-taxable Moving

Allowance

This is for use in reporting moving allowance on the W2.

NND

Noon Duties - K12

Only

Special Schools for afternoon duties.

NSA

Non-taxable Health

Savings Account

This is for use in reporting HSA from Employer on the W2.

OT

Overtime Paid at 1.5

Rate

Overtime over 40 hours worked.

OTA Overtime Adjustment

In the event additional duty pay is retroactive (RTR) then

institutions may need to use OTA to payout missed overtime

payments.

OTD

Overtime Paid at

Double Rate



This is currently only for those agriculture employees at SDSU.

OTL

Overtime Longevity

Adjustment

This is used by Banner to auto-calculate overtime adjustment

when receiving additional duty pay or longevity. It cannot be

used manually.



Page | 69

OTP CT/OT Paid Out This is used by institutional HR to payout OT or CT.

OTS

Overtime Paid at

Straight Time

This is no longer used.

PLT Personal Leave Taken

In accordance with SDCL and ARSD,

http://legis.state.sd.us/rules/DisplayRule.aspx?Rule=55:01:22:02.

04&Type=Rule.

REG Regular Pay

Regular earnings. Will default to all exempt but will need to be

entered through Time Entry process for overtime eligible. This

earn code must be on NBAJOBS for all exempt from FLSA

employees. It cannot be on the NBAJOBS for overtime eligible as

this will cause conflict with WTE.

RTR Retro Earnings

This earnings code is established for retro salary due to the

employee. This can be used for NFE, CSA or Faculty.

SAO Student Org Officer Student Earnings Only.

SAP

Student Piece Rate

Project

Student Earnings Only.

SBF

Sabbatical Leave with

Full Pay

Sabbatical Leave with Full Pay. In accordance with BOR Policy

4:15, http://www.sdbor.edu/policy/4-Personnel/documents/4-

15_000.pdf. On NBAJOBS status (Job Detail Tab), the Leave with

Full Pay is set up to calculate earnings. Nothing will need to be

completed on Default Earnings. If this leave is for a period of 3

months or more, than need to complete on PEAEMPL as well with

Leave Status and description.

SBP

Sabbatical Leave

Partial Pay

Sabbatical Leave with Full Pay. In accordance with BOR Policy

4:15, http://www.sdbor.edu/policy/4-Personnel/documents/4-

15_000.pdf. On NBAJOBS status (Job Detail Tab), the Leave with

Partial Pay is set up to calculate earnings. Nothing will need to be

completed on Default Earnings. If this leave is for a period of 3

months or more, than need to complete on PEAEMPL as well with

Leave Status and description.

SFR Flat Rate Project Flat rate on projects.

SHF Shift Differential Pay

Shift differential for those positions approved at the rate of $0.75

per hour. Will need to set up SHFT on NBAPOSN, NBAJOBS

Payroll Default of 2, and Work Schedule of 2 with days identified.

If need to, can go to PHAHOUR and make changes to shift and

hours as applicable.

SLA

Advanced Sick Leave

Paid

In accordance with ARSD,

http://legis.state.sd.us/rules/DisplayRule.aspx?Rule=55:01:22:03

&Type=Rule.



Page | 70

SLP Sick Leave Paid Out

Sick Leave payout for those employees not eligible for the Special

Pay Plan. This may even be used for annual leave that is over the

limit of the Special Pay Plan.

SLS

Special Pay Plan Pay

Out

Special Pay Plan for eligible employees includes Sick, Annual and

Longevity.

SLT Sick Leave Taken

Employee charge for taking sick leave. Web Timekeeping,

PHATIME, PHAHOUR.

SOL

Supplemental Pay -

Overload

Overload for work outside the contract and typically is used for

instructional purposes. This is in accordance with COHE and BOR

agreements.

SSC Summer School Summer Session.

SSE

Supplemental K12

Extracurricular

Special School Extra Curricular Activities.

SSO

Summer

Appointment Non-

Instruction

This earnings code is established for instructional staff that will be

performing non-instructional work. I.e., Research, Projects, etc.

STP Stipend

Stipends for Departmental Chair and above for taking on

leadership roles.

SUP Supplemental Pay

Supplemental pay for work outside the normal position and is not

considered Overload. This may be work within committees.

TBA Taxable Benefit Auto Taxable income for operating an institutional vehicle.

TBC

Taxable Benefit

Clothes

Taxable income for clothing.

TBG

Taxable Benefit

Membership

Taxable income for memberships.

TBT

Taxable Benefit

Tuition

Taxable income for tuition.

THA

Taxable Housing

(CEO)

Institutional CEO Housing only.

TMA

Taxable Moving

Allowance

This is used for reporting on the W2 any taxable moving

allowance paid to the employee.

TXB Taxable Benefit Baby Taxable income for baby wellness.

TXM

Taxable Benefit

Meal/Other

Taxable income for meals within the workday no overnight travel.

Taxable income for other taxable events such as apartment living

(non-cash).

TXP Taxable Phone Taxable income for phone usage.

TXR Taxable Benefit Risk Taxable income for Risk Assessment – BOP.

TXT

Taxable Benefit

Trinket

Taxable income for HealthyGov– BOP.

TXW

Taxable Benefit

Wellness

Taxable income for Benefit Wellness – BOP.



Page | 71

UCD

University Card

Compensation

Institutional Card.

WCL

Worker's Comp

Leave WO Pay

Leave without pay for Workers Compensation



Page | 72

Business Process Introduction The Board of Regents has defined the following policies and procedures in position control and budget.

Policies and Procedures

I. Budgeting Personal Services

A. Position Budgeting in NBAPBUD.

i. Position Creation

1. Multiple positions may be created for one person. These are

considered as primary, secondary, and overload. The system will

allow as many positions deemed necessary for the tracking of

workload, FTE, and reporting structures. However, a primary must

exist and they may only have one primary.

2. Positions must be created for the intended purpose of the position.

Therefore, a position or positions are created based on the role or

roles the incumbent will perform. Use contract field on NBAJOBS to

identify JOBS that are tied to 0 based budget. (Only when filled

vacancies are temporary.)

3. A position may only have one supervisor or approval authority

(timekeeping org). If additional supervisors exist, then secondary or

additional positions shall be created unless NBAJQUE (routing via

Job) is used. If an entire organization has a change as an interim,

NTRRQUE can be used as an interim routing source that will

supersede NBAPOSN and NBAJQUE.

4. For the purpose of tracking positions as they relate to faculty roles,

the following criteria should be used:

a. University faculty position classes (NTRPCLS) should be used

for all instructional, service, and scholarly activities related

to faculty. Specifically those position classes include: 00600,



Page | 73

00601, 00602, 00603, 00604, 00610, 00620, 00630, 00650,

00700, 00701, 00702, 00703, 00704, 00710, 00720, 00730,

00750, 00800, 00801, 00802, 00803, 00804, 00810, 00820,

00830, 00850, 00900, 00901, 00902, 00903, 00904, 00910,

00920, 00930, 00950, 01000, 01010, 01040, 01041, 01042,

and 01043.

b. University research faculty position classes should be used

for the percent of time that faculty are released from the

instructional workload regardless of the fund source or

percent of time. Specifically, the position classes that shall

be used for this purpose include: 00640, 00641, 00642,

00643, 00740, 00741, 00742, 00743, 00840, 00841, 00842,

00843, 00940, 00941, 00942, and 00943. Release time

should be tied to grants or contract research funded by the

state, federal or private agencies.

5. Release time for this purpose is defined as reduction in course load

as identified by the contract and/or release from service

requirements.

6. For the purpose of tracking union eligibility, this shall be maintained

on the person. Conversion will load by person on PEABARG.

PEABARG must be updated as all COHE reports are generated from

the person record. However, the budget group will need to update

NBAPOSN for Bargaining so they can sort by bargaining unit.

7. For the purpose of tracking temporary faculty positions that have

no bearing on faculty reporting purposes for salary and/or

permanent positions, the temporary NTRPCLS may be used. This

NTRPCLS is not representative of rank and only has one

classification. The temporary position is for Adjuncts and Part-time

Faculty. This is not a replacement of a permanent position but

rather the permanent position for that adjunct or part-time faculty

member. If the adjunct or part-time faculty member is temporarily

filling a permanent position, they should be slotted in the

permanent position. HR/Budget can override NBAJOBS to reflect

the ECLS and Title as applicable.



Page | 74

8. Pooled positions should be created by Organization only if

necessary.

9. All reporting from Banner for Budgeted FTE will be based on the

Position (NBAPBUD). Actual utilized FTE will be reported from

payroll history.

10. Vacancy reports will be created based on the status of the positions

on NBAPBUD. They will be compared to NBAJOBS. If no person is in

the job, then the position will show up on the report. The only

positions that will not show up will include Canceled or those with

an X or Y in the second character of the position field.

11. The coding of positions shall include the following:

a. First character is smart coded by institution (B = BHSU, D =

DSU, N = NSU, M = SDSMT, S, A, E, P = SDSU, U, Q, F = USD, R

= Regents, V = SDSBVI, and H = SDSD. USD and SDSU can

choose to use the indicator for their position as deemed

appropriate.

b. Second character is smart coded by the type of

classification (E = Employee, S = Student (non-federal

workstudy), W = federal workstudy, G = Graduate Students.

Lastly, X = Excess Authority and Y = Salary Salvage and are

only used for budgeting purposes; therefore, no individual

can be slotted in these positions.

c. The remaining 4 characters are numeric and start with 9999

and continue to decrease but are random with no meaning.

The reason we start with 9999 is so the last number used

will always pull to the top of the NBAPOSN query.

12. For tracking excess authority, institutions can utilize the xBDGT

organization code or X in the second character of the position

number. The use of Y in the second character position is optional

and is used to track salary salvage. This will allow the institutions

and the System to report on them alone. See 11ii above.

ii. Position Status / Class / Type / Title



Page | 75

1. Considering the importance of maintaining operating budgets, it’s

important to assign positions with the appropriate status. Each

status has a different effect regarding the positions rolling into the

next fiscal year’s working budget. In NBAPBUD, budgets will have

one of the following statuses on the Salary Budgets tab:

a. Active - When salary budget information is entered for a

position, the position automatically becomes Active. A job can

be assigned (via NBAJOBS) only to a position whose status is

Active. Positions with a previous end date will only have an

active status if the position is no longer in use but can’t have a

zero budget. Budget will roll based on rules defined.

b. Cancelled - A Cancelled position is one that will no longer be

used, for example, a discontinued department's staff position.

The position can be re-activated at a later time, if desired. The

Cancelled status can be assigned to a position only if all

employee job records assigned against the position have been

terminated. A cancelled position needs to have an end date.

No budget will roll.

c. Frozen - A Frozen position is one that has been budgeted for,

has not been filled for a period of time, and is to be re-activated

at some future time. This status is used, for example, if there is

a hiring freeze, or if a position is deliberately left vacant to

utilize salary savings. Budget will roll based on rules defined.

d. Inactive - When a position is created on NBAPOSN, its status is

Inactive. This status may be used if the position is not intended

to be budgeted or filled for an indefinite period of time. It can,

however, be used in applicant processing or for other

specialized purposes. As soon as salary budget information is

entered for a position, its status changes to Active. Once a

position has a status other than Inactive, its status cannot be

changed back to Inactive. No budget will roll.

2. The definitions defined in the glossary in this manual are to be used

for determining position employee class.

3. Each position type will be a single position or pooled position.



Page | 76

a. Single positions are used for one incumbent up to 1.0 FTE

b. Pooled positions may have multiple incumbents and any

number of FTE. Pooled records are not relegated to the part-

time temporary column of campus operating budgets.

Graduate assistants, labor FTE, and part-time FTE are to be

budgeted and assigned FTE using the campus’s best estimates.

All faculty positions, whether part-time and non-benefit

eligible or not, are to be budgeted with faculty class codes.

c. Bargaining units should be tied to each position on NBAPOSN.

Single positions are either eligible or ineligible. Pooled

positions are also either eligible or ineligible as a whole. A

pooled position for each condition needs to be created.

4. Each active position should have the appropriate position title and

classification.

iii. Salaries – Salary Planner will be used to indicate changes to previous year

salaries including additional dollars appropriated for salary policy increases

or other salary adjustments. Unless specific exceptions are approved by

the Board of Regents, the following policies will apply to funds

appropriated for salary policy increases:

1. Additional positions cannot be funded from salary policy increase

funds. New positions must be funded through salary salvage or the

elimination of existing positions or if the legislature approves

position with new funding.

2. Any mandated Legislative salary reductions must be evident in the

operating budget.

3. Salaries are budgeted at the object level in Banner in total but need

to be broken down by subobject for the State Accounting System.

4. PZRSTSP will be provided to the state upon completion of the

original operating budget based BD01. PZRSTSP is a salary report

that shows by sub-object projected FY salaries.

iv. FTE –“Full-time equivalent” or “FTE”, is a number which designates staffing

level where one full-time equivalent position is equal to the number of



Page | 77

days, Monday through Friday, in a fiscal year, multiplied by eight hours per

day. FTEs need to tie to appropriations and are to be reconciled regularly

so FTE budget is not exceeded.

1. The equation for calculating an FTE excludes:

a. paid overtime hours;

b. hours paid to an employee assigned to a light duty position as

approved by the commissioner of the Bureau of Personnel due

to a temporary partial disability as defined in subdivision 62-1-

1(8);

c. hours paid for accumulated annual leave and sick leave upon

employee termination; hours paid to patient employees of the

institutions under the control of the Department of Human

Services and the Department of Military and Veterans Affairs;

d. hours paid to work-study students enrolled in postsecondary

educational institutions or postsecondary students employed

pursuant to chapter 3-6B;

e. hours paid to members of boards and commissions pursuant

to §4-7-10.4.

2. Based on SDCL 2-14-2, the following definitions shall be applied:

a. Faculty (including Adjunct, Clinical, and Graduate Assistants) and

Instructional Administrative

9-12 month with standard workload = 1.0 FTE. Typically 9

month = 1560, 10 month = 1733.33, 11 month = 1906.63

and 12 month = 2080 hours per month.

611020 - Account Code – Instructional Administrative

611030 – Account Code - Faculty

611040 – Account Code – Graduate Assistants

b. Non-Instructional Administrative, Professional/Technical, and

Career Service

Number of hours in year (typically 2080) or 12 months =

1.0 FTE

611010 – Account Code - Non-Instructional Administrative

611050 – Account Code - Professional Technical

611060 – Account Code – Career Service



Page | 78

c. Non-workstudy part-time clerical, Temporary, and Labor

Number of hours in year (typically 2080) = 1.0 FTE

611170 – Account Code – Part-Time Temporary

611110 – Account Code – Student Labor

611115 – Account Code – Student Fellows

d. Workstudy Labor and Student Interns (Chapter 3-6B only)

excluded in the FTE calculations

611110 – Account Code – Student Labor

611130 – Account Code - Workstudy

II. Position Budgeting in Banner Finance

A. Longevity – Longevity and certification is budgeted in Banner Finance instead of on

PBUD due to efficiency. The budgets are uploaded to Budget Development using

spreadsheet budgeting by fund and org instead of touching individual records in

PBUD (LNG & CRT earn codes). Longevity budgets are to be loaded utilizing the

employee’s corresponding Fund, Org, Account, and Program from NBAPBUD.

Report HZRU Years of Service has been written in ODS to assist in determining the

longevity need. Account code 612000 – Longevity – Budget Only and account code

613000 Special School Certification – Budget Only have been established in Banner

Finance for this purpose. When budget reports for system reporting (i.e. Operating

Budget Report or Budgeted Salaries by Category) are developed, the longevity

budget from Banner Finance is to be reported in the Career Service category.

B. Employee Benefits – All employee benefits are also budgeted in Banner Finance by

using the spreadsheet budgeting application. All permanent full-time and

permanent part-time (50% or more time for at least six months per year) employees

are eligible for all benefits as provided by the Board of Regents and State. Each

employee needs to have a budgeted benefit amount corresponding to their

eligibility and budgeted salary. For non-benefit eligible employees, temporary

employees or labor lines of the budget are only be charged social security, workers

compensation and unemployment insurance. Actual benefit rates will vary from

year to year. The System Budget Manager will alert the institutions to updated

benefit standards when information becomes available.



Page | 79

i. Social Security and Medicare - The employer’s obligation is

determined by a percent applied to all employee taxable wages up to a

maximum salary level per employee. The percent and salary

maximum are set by federal law. Currently, there is no maximum

wage base for Medicare. The tax rate for social security and Medicare

will be forwarded each year.

ii. Retirement - Employer’s contribution for employee retirement is 6%

of total salary for all permanent full-time and permanent part-time

Class A employees. The contribution for Class B members is 8% of

total salary. At this time, Class B Public Safety employees are campus

security guards. Class A employees are all other regental employees.

Each participating unit shall make an additional contribution in the

amount of six and two-tenths percent of any member’s compensation

in each calendar year that exceeds the maximum taxable amount for

social security for the calendar year. The additional contributions shall

be made only for Class A members and may not be treated as

employer contributions. (SDCL 3-12). Should the retirement

percentages be adjusted, notice will be give to the campuses.

iii. Worker’s Compensation and Unemployment Insurance - State

workers compensation assessment rates are based on agency specific

experience rates. Depending on experience, the rates are adjusted

upward or downward and are identified each year. Those numbers

will be forwarded to the campuses prior to budget formation.

iv. Life and Health Insurance/Flex Plan Fees - The cost for health and life

insurance is per benefit eligible employee and will be identified

annually.

C. Employee Benefits Package - All revisions and/or changes to the employee benefits

package that have an impact on the operating budget will be forwarded to the

institutions as soon as they are available. Also, all employee benefits must be

budgeted in each and every activity or sub-activity that has a salary budget, not in an

activity by itself.

III. Budgeting Operating Expenses

A. Budgeting in Banner Finance – OE budgets will utilize the Spreadsheet Budgeting

tool to load budgets to Banner Finance. The Budget Manager will provide a timeline



Page | 80

indicating a due date for each step in the budget preparation process. Please see

the Board of Regents manual for spreadsheet budgeting procedures.

B. Budgeting Level - OE budgets will be loaded at the object level in Banner and broken

down by subobject for the State Budget System. The object level is salary, benefits,

travel, contractual services, supplies, grants, and capital assets.

IV. Tracking General Fund Allocations and Budgets

A number of general fund allocations have been permanently transferred to the

institutions. These particular allocations are to remain in the base budget and identified

by standardized organization codes. Other organizations are required to be tracked

separately and indentified by an organization code standard.

A. PhD Graduate Assistants – The graduate assistant positions funded for the PHD

programs are to be filled at the stipend rate for which we were funded. The salary

rate was allocated at the base amount and is inflated annually at the approved state

salary policy percentage increase for each 0.5 FTE assistantship. The tuition

reduction support funds are dollars that are to become part of the base support for

the PhD programs. The number of positions and stipend rates are as follows:

SDSM&T Nanoscience & Nanoengineering

SDSU Computational Science & Statistics

USD Computational Science & Statistics

MED Combined MD & PhD

B. Graduate Assistants for Existing Science and Technology Programs – DSU, SDSM&T,

and USD each received 0.5 FTE (1 position) graduate assistant to be paid a stipend

calculated at the original base and inflated annually by the approved state salary

policy percentage increase. The tuition reduction support funds will be included in

the formula base. The approved programs are:

DSU Computer Science/Information Systems

SDSM&T Natural Sciences, Computer Science/Information Systems,



Page | 81

Chemical and Biological Engineering

SDSU Biology/Biological Sciences, Agricultural Sciences, Natural

Sciences, Mathematics, Engineering, and Pharmaceutical

Sciences

USD Biology/Biological Sciences, Biomedical Sciences, Natural

Sciences, Computer Science/Information Systems,

Mathematics, and Materials Chemistry

C. Technology Fellows – The campuses will fund the same number of technology

fellows in the base budgets as approved by BAC . The pay is be equal to the

student’s full-time tuition and fees for 32 hours. The number funded is:

D. Utilities – The general fund budget for utilities is to be tracked in a separate

budgeted organization as well as the actual expenses for all facilities. The

organization code for utilities is X52450 and budgets and expenditures need to be

tracked at the account level.

E. PhD Programs – The PhD programs, both funded and internally funded, are to be

tracked in a separate budget activity where possible.

F. Technical Institute Funding – These dollars also are be tracked in a separate budget

organization code.

G. Program Funded – If you have programs that are program funded (off the formula)

they are to be tracked in a separate organization. This would include the E-learning

programs, expanded nursing programs, USD nursing, and all the new PhD programs.

H. Other Organizations – Several other budgets are to be tracked in separate budgeted

organizations along with actual expenses for academic facilities. The budgeted

organizations must use the following codes:



Page | 82

Admissions X42810

Financial Aid X42812

Registrar X42814

Student Financial Aid X42815

Accounts Payable X52011

Budget or Institutional Budget X52012

Accounting or General Accounting X52013

Purchasing X52015

Cashiers X52018

Grants Accounting X52019

Payroll X52020

Human Resources X52022

Human Resources - MED X52023

Agency X52040

Personnel Support Pool X52046

Utilities X52450

V. Expenditure Authority

Like general fund dollars, federal and other funds are appropriated and tracked by the

state. Authority, granted by Legislature, limits the number of dollars within the federal

and other fund sources spent without regard to actual cash balances.

VI. Grants Budgeting

Personal Services and Operating Expenses for open grants are created with the same

standards as all other budgets.

A. Personal Services – Salary and benefits budgets in grants follow the same policies

outlined in this manual unless directly conflicted by a specific grant or Research

Accounting policy. Position budgets need to have the appropriate status relative to

the position.

i. Active Grants – Active grants will have salary budgets in NBAPBUD

reflecting the number of dollars budgeted for the current fiscal year

in salaries. Each position will utilize a standardized position number

as defined in position creation procedures of this manual.



Page | 83

ii. Excess Authority – In cases where authority has been granted

beyond the value of budgeted authority levels, a position housing

excess budget authority needs to be created. The total of all

budgeted authority will always be equal to expenditure authority

levels. As grant funding increases, dollars need to be moved from

the position housing excess authority to a standard grant funded

position. Excess authority positions will have position creation rules

as designated and defined in the position creation procedures of

this manual.

B. Operating Expenses – Operating Expenses are also budgeted in the same format

identified in this manual with the exception being the budget entry method. Please

refer to Research Accounting documentation for detailed instruction.

C. Revenue or non-grant budgets – The remaining non-grant budgets, including tuition

and other fee budgets, follow the same policies as personal services or operating

expense standards previously identified. Authority levels must equal budgets with

excess authority being identified by an indicator in position number.

VII. Budgets / Transfers and Realignments

A. Operating Budgets – Operating budgets must be completed by the end of July as

Board presentation occurs at the August meeting. Operating budgets must reconcile

with data on the State’s Central Accounting System on the object level.

Reconciliation sheets are provided to the institutions by the Budget Manager to help

in budget development. A timeline detailing due dates of all budget development

steps will also be provided by the Budget Manager.

B. Budget Transfers – Budget transfers can be requested at any time during the year

but are processed at the discretion of the Bureau of Finance and Management.

Institutional originated budget transfers will be presented to the Budget Manager

for review. After review, the Budget Manager then requests funding transfers from

the Budget Analyst at the Bureau of Finance and Management assigned to the Board

of Regents. With the exception of the base realignments, all transfers are temporary

and do not impact the base budgets. Budgets cannot be over expended in personal

services or operating expenses but can be overspent by within personal services and

operating expenses.



Page | 84

C. Realignments – Base realignments are processed annually in July for the current

fiscal year. All processed realignments are permanent base adjustments. The

process is identical to budget transfers with campus personnel requesting a transfer

through the system Budget Manager who reviews the request and submits it to the

Bureau of Finance and Management.

VIII. Budget Rule Codes

A. Rule Code Definitions:

i. BD01 – Permanent Adopted Budget - Used only for our original FY

budgets, with the exception of restricted funds

ii. BD02 – Permanent Budget Adjustments - Used for permanent

changes after the initial fiscal year budget loads, even if a new

FOAPAL is required with the exception of restricted funds

iii. BD03 - Temporary Adopted Budget - Used when a new temporary

budget is created during the fiscal year needing a new FOAPAL

assignment or for a existing FOAPAL that was not originally

budgeted

iv. BD04 – Temporary Budget Adjustments - Use for temporary

adjustments to any existing FOAPAL created as BD01, BD02 or BD03

v. ZD01-ZD04 – Corresponds with same definitions as BD01-BD04 but

originated for use with a FUPLOAD.

vi. ZD04 and ZD14 – As definition designates, ZD04 is for temporary

adjustments in the current year where ZD14 relates to temporary

budgets loaded for the next fiscal year. Only ZD14 should be used

to load temporary budgets in a future fiscal year.

B. Rule Code Uses:

BD01s are only used to develop permanent adopted budgets. All changes to the

base budgets must be completed while the NTRFINI settings driving the original and



Page | 85

adjusted budgets are set at BD01. The Budget Manager will identify a date for

completing all changes to the adopted budget and will change NTRFINI to BD02 for

the original and adjusted budget settings to indicate all changes going forward are

permanent budget adjustments to the adopted budget. All changes at that point

can still be temporary or permanent but will not affect the permanent adopted

budget. Permanent adjustments (BD02) are to be made to NBAPBUD and will

permanent budget adjustments and used roll forward to the next fiscal year’s

budget development process. Temporary changes will not be reflected in NBAPBUD.

IX. Institutional Process - Creating a New Position during the Fiscal Year

A. NBAPOSN

The Position Definition Form (NBAPOSN) establishes the definition of the position.

Therefore, in this portion of the workflow, no current position exists. Budget staff

will receive a report from the On-Line Employment System documenting the

appropriate information on a position. Upon receipt of the report (must be

retrieved from http://yourfuture.sdbor.edu/hr and budget staff must login and change

their user type to Budget), budget staff identified at the institution must go to

NBAPOSN.



Page | 86

Key Points to consider when creating positions position defaults to the following fields:

Position Status=Inactive Status, Type=Single, Begin Date=System Date (Maintained on

NBAPBUD),

Follow these steps to complete the process.

Access the Position Definition Form (NBAPOSN).

Enter a Position Number. The position number is the number that the institution

has designated for this specific position (this will be defined on the position

description report located at http://yourfuture.sdbor.edu.

i. “Position Not Found; ADD assumed” message will be identified:

ii. Naming Convention for the position number is as follows:

First character is smart coded by institution (B = BHSU, D = DSU, N = NSU,

M = SDSMT, S, A, E, C = SDSU, U, Q, F = USD, R = Regents, V = SDSBVI, and

H = SDSD. Second character is smart coded by the type of classification (E

= Employee, S = Student (non-federal workstudy), W = Federal

Workstudy, G = Graduate Students,[X = Excess Authority, Y = Salvage (no

individual can be slotted in these positions)]. Third through the sixth

numeric character represents non-logic scheme starting with 9999 and

working sequentially down to 0000. If all 9,999 numbers are used, then

the third character shall move to alpha working from A to Z with the

fourth through sixth numerical characters working from 999 to 000 and

so forth.



Page | 87

iii. Click OK and select next block.

iv. Place the cursor in the Position Class field.

v. Enter the position class value created in the NTRPCLS process. The value

defaults in Position Title, Employee Class, Salary Group, Salary Table,

Salary Grade, Salary Table, Salary Step (if applicable), Salary Range,

Probationary Period, and Exempt Indicator, all of which were created on

NTRPCLS (position class).

vi. If no step defaults, then enter applicable step. If this position does not fall

within a step, enter 0.

vii. Override the title as necessary. Example: The title for an instructor may

default in as Instructor – 12 months. The title could be modified to

Instructor – Biology.

viii. Enter the reporting position number.

ix. Enter the collective bargaining unit eligibility.

x. Enter the Job Location.

xi. The following fields will not be used: Job Progression, Work Schedule,

and Accrue Seniority.

xii. Click the Save icon. The Compensation/Classification Change Date

window appears. The default date is the system date. This date can be

overridden with a past date, but not a future date. Click the OK button to

close the window.

xiii. The position is currently inactive and will not be active until a position

budget is created; therefore, the position budget needs to be created.

There are two options to access the position budget form (NBAPBUD):

Select Position Budget from the Options menu, and exit the form, and

then use the direct access box on the main form to access NBAPBUD.

xiv. To manage the CUPA reporting, go to Options, and select Regulatory

Information.

1. Go to Occupational Title Code Field

2. Select the drop down

3. Select the appropriate code (A = Administrative, M = Midlevel,

and F=Faculty)

4. When you run PZRCADM, all that have a code with an A, will

pull into a report that can be uploaded to CUPA.

5. When you run PZRCFAC, all that have a code with an F, will

pull into a report that can be uploaded to CUPA.

6. When you run PZRCMID, all that have a code with an M, will

pull into a report.

7. Here are the directions for the CUPA reports:

1. Hiring Source. We have no way currently to pull from

Banner or PPLA if it is an External or Internal Hire. CUPA

allows for Don’t Know. So we placed Don’t Know in the



Page | 88

logic. The system allows for this default. You can go in if

desired and change.

2. We are pulling the data as of the current effective date

(system date) when run. So, if you want to run the report

and review prior to uploading to be sure it is accurate.

Then when ready, you can run the final run in October

prior to uploading the final document.

3. When you get the .lis, you will need to save with an

extension of .CSV. This is only the way to update.

PZRCADM.CSV (for example).

4. Open positions will reflect the salary of the prior

incumbent.

5. Create the Upload File according to the directions below.

i. Go to SurveysOnLine at

https://surveysonline.cupahr.org and logon as you

normally would.

ii. Go to Surveys/Survey Menu and select the

Administrative Compensation Survey for year on

which you are reporting.

iii. Check “My institution will complete this survey.”

This step will reveal an Upload Data area right below

the Survey Status area.

iv. Use the browse button to find your file to be

uploaded.

v. Select your file and hit the Upload button.

vi. Wait while your data are verified and imported to

your AdComp Survey online.

vii. You will then get a Web page report that your data

file was imported without trouble - or you will be

notified that there are one or more errors in the file

that must be fixed. Correct the error(s) and

resubmit. You may have to repeat this step several

times if you have numerous errors in the file.

viii. Once you have uploaded your data and completed

the Institutional Basics, Pay Practices, and Feedback

sections, please remember to check the box “My

institution has completed this survey.”

IMPORTANT - If you have to re-update (upload), it will write over the old data. So, you

will want to be sure if you changed anything, you document so you can go over it again.



Page | 89

B. NBAPBUD (setting up a new position)

The Position Budget Form (NBAPBUD) enables the institution to associate budget and

accounting information with a position. This form allows the budget staff to authorize

position budgets, define position salary, fringe benefits, premium earnings, and add

comments.

A. Tab One: Position Budget

When the NBAPBUD form is open, the Position Budget tab is open. Here the

following variables can be identified:

•••• Status (Active, Frozen, Cancelled, Inactive)

•••• Type (pooled or single)

•••• Position Begin Date

•••• Position End Date (Not required – will default to Job)

•••• Salary and Premium Earnings budget roll rules

•••• Authorization



Page | 90

Note: Active and frozen positions will roll into a working budget and will be fed

to Finance. Cancelled and Inactive position budgets will not roll.


1. Enter the current fiscal year in the Fiscal Year field. The format is

####.

2. Enter a position number in the Position field.

3. Perform a Next Block function.

4. In the Type field, the default is Single. Override the default as needed.

Single means that one incumbent (or two or more total 1 FTE) will fill

this full-time position. Pooled means that there could be multiple

incumbents and multiple FTE’s.

5. Enter ‘S’ in the COA field (Chart of Accounts) which should default.

6. Enter the Budget Profile. This is the only way to identify what

institution budget owns the position.

7. Enter the Begin Date of the position in the appropriate Position

Effective Dates field.

8. A job (NBAJOBS) cannot be assigned with an Effective Date prior to

the Begin Date on NBAPBUD.

a. Effective date needs to be the first date in the month of

when the incumbent is hired. For example, if hired on

7/15/05, the effective date should be 7/1/05 because that is

the beginning of the pay period.

b. In the Salary field select a budget roll rules for the salary

field. The Budget Roll Rules for salary rolls and premium

earnings are established on the Employee Class rule form

(PTRECLS.) The value defaults based on the employee class

entered on NBAPOSN: Budget method can be overridden if

necessary. The value entered for the Salary field will decide

how the budget will be rolled when preparing the positions

budget for the working phase. The budget module has

defined that ‘Current Budget’ shall be selected for salary and

‘Actual Expense’ for premium earnings.



Page | 91

B. Tab Two: Salary Budgets Tab

This tab will provide the following information on a position: past, current, and

future fiscal years as applicable, what the status of the budget is, the COA,

Organization, Budget ID and Phase (FTMOBUD), Budgeted FTE – one FTE for

single positions; number of anticipated incumbents for pooled positions, salary

budget – encumbered, expended, remaining (display only).

Follow these steps to complete the Salary Budgets Tab.

1. Enter the fiscal year for the budget in the Fiscal Year field. The format is

####. If unsure of current active fiscal year, click the Search icon to the right

of the field. The fiscal year indicates the fiscal year that is active. There will

be one salary budget for each fiscal year. These records are created through

the budget roll process described in the previous block.

2. Enter the Organization: Enter the smart-coded department that “owns” the

position. Click the Search icon for eligible smart-coded organization codes.

This must be data enterable. In the case of a position with multiple

organizations from labor distributions, this would be the primary or major

organization.

3. Enter a creation date: The date the budget was created. A job cannot be

entered against a position prior to this date. This date cannot be prior to the



Page | 92

date the position was created (the date value entered in the Begin Date field

on the first block of the form).

4. Position Status: Defaults as Approved. Maintain this default and allow the

system to utilize other status such as Working and Closed via the roll process.

5. Enter the institutional Budget ID: Enter the institutions defined Budget Id

code. This will be provided by the Board Office, which will represent the

budgeted period for the system.

6. Enter in the Phase: Enter the system’s defined Budget Phase code. Each

budget may have many phases of development within it, each with its own

identifiable notification.

7. Enter the Chart of Accounts (COA) value of S.

8. Salary Group does not need to be entered. This is used in budget roll. This

field will be automatically populated during the budget roll process. The

value is for reference only.

9. Enter in the Base Units: Defaults from pay factor on PTRPICT. If individual

records are to be overridden from the rule established, change here. If you

are zero budgeting a position, you will be prompted to zero out this field as

well.

10. Create the FTE/Salary Records: Defaults from values established within the

employee class. If individual records are to be overridden from the rule

established on PTRECLS, click/unclick here. This field should only be checked

if using FTE enhancement.

11. Budgeted Amount: Enter the total salary budgeted amount regardless of

labor distributions.

12. Position Budget Basis: Defaults from pay factor on PTRECLS. This can be

overridden on the budget and/or jobs (NBAJOBS) record.

13. Position Annual: Defaults from PTRECLS. This can be overridden on the

budget and/or jobs (NBAJOBS) record.

14. Budget Appointment Percent: Defaults with a 100% appointment

representation. This will always be 100% and the pay and factors will be

modified as applicable to arrive at the right FTE.

15. Budgeted FTE: The FTE record should calculate itself based on most of the

PTRECLS variables; however, if there are no FTE records, enter the FTE that

will be budgeted for here. Example: Enter a 1 for one FTE; for pooled, enter

the number of anticipated FTE.

16. When finished completing the fields, click the Save icon.

C. Tab Three: Fringe Benefits Tab

The fringe budgets are created during the fiscal year budget roll. With the actual

fringe method, this tab will be automatically updated. SDBOR has opted to not

utilize the Fringe Benefits in NBAPBUD. This form does not need to be

completed.



Page | 93

D. Tab Four: Premium Earnings Tab

SDBOR has opted to not utilize the Premium Earnings in NBAPBUD. This form

does not need to be completed.

E. Tab Five: Labor Distributions Tab

The Index, Fund, Organization, Account, Program, Salary Budget, and Percent

line is the budget and labor expense accounting line. There can be multiple

accounting (FOAPAL) lines per position. The Salary Budget and Percent fields are

used to indicate what portion of the budget goes to which accounting line

(FOAPAL). To the right of the accounting lines, a vertical scroll bar will be

available. If there are more records than will appear on the form, the bar will be

activated.



Page | 94


1. Access the Labor Distributions tab. This labor distribution will default to the

job (NBAJOBS).

2. Enter the appropriate index value in the Index field if indexes are used. The

Fund, Organization, Account, and Program values will default from the Index.

3. If no index field is entered, enter the appropriate smart-coded fund in the

Fund field.

4. If no index field is entered, enter the appropriate smart-coded organization

in the Organization field.

5. Enter the appropriate value in the Account field.

6. If no index field is entered, enter the appropriate value in the Program field.

7. Enter either the Salary Budget or Percent. Any combination, but the labor

distribution lines must equal 100%. If entering more than one account line:

enter the first line, arrow down to the next line, enter the next line, etc.

8. Click the Save icon.

F. Tab Six: Comments Tab

The Comments tab allows for free flow comments. Information regarding the

budgets and accounting information being associated can be entered. If entering

a comment, the individual adding comments, must place their initials and date

after the comment for historical tracking. This tab becomes available after

saving the labor distribution and returning to the Salary Budgets tab.



Page | 95

Follow these steps to complete the procedure.

1. Access the Comments tab.

2. Enter the comment.


4. Click the Exit icon.

5. If entering information on Vacancy items, you will need to begin the comment

with FY##-LR11 and end with FY##-LR11. This is the only way we can report the

whole statement for the vacancy report.

6. *When entering any free text, SDBOR is an equal employment opportunity

employer, therefore, comments shall be free from any discriminatory language.

X. Institutional Process - Updating a Current Position during the Fiscal Year (Temporary

or Permanent)

Throughout the fiscal year, positions may change by means of labor distribution, COHE

eligibility, percent of time, etc. In some of these cases, budget staff will receive a report

from the On-Line Employment System (Your Future) documenting the appropriate

information on a position change as it relates to classification and salary. Upon receipt

of the report (must be retrieved from http://yourfuture.sdbor.edu/hr and budget staff

must login and change their user type to Budget), Budget and/or HR staff identified at

the institution must go to NBAPOSN to make the necessary position change and/or go

into NBAJOBS to make the necessary salary change. If the salary change is permanent,

then NBAPBUD would need to be changed.

A. Permanent Salary Adjustment

There are two application forms that are required when performing Permanent Salary

Adjustments. Those forms are NBAPBUD and NBAJOBS.

Take the following action when completing Permanent Salary Adjustments:

1. NBAPBUD

2. Go to NBAPBUD

3. Go to the Salary Budgets Tab



Page | 96

4. Change the Budgeted Amount

5. Save

6. Go to the Labor Distribution Tab

7. Review FOAP

8. Modify FOAP as Applicable

9. Save

10. Go to Comments

11. Document job related why budget changed

NBAJOBS

1. Go to NBAJOBS

2. Go to the Job Detail Tab

3. Go to Options and select “Add a New Effective Date”

4. Add date to take effect

5. Save

6. Change the Assigned Salary (monthly)Review the Hourly and Annual to be sure

calculated correctly.

7. Review Factor and Pays to be sure correct

8. Add a Change Reason

9. Ensure the EMPR is correct

10. Ensure FTE and Hours Per Day and Per Pay are correct

11. Save

12. Go to Labor Distribution Tab

13. Ensure FOAP is correct

14. If not, go to Options and Select “New Effective Date”

15. Add effective date

16. Save

17. Change FOAP

18. Save

B. Temporary Salary Adjustment

There is one application form required when performing Temporary Salary Adjustments

(NBAJOBS).

Take the following action when completing Temporary Salary Adjustments:

NBAJOBS



Page | 97

1. Go to NBAJOBS




5. Save

6. Change the Assigned Salary (monthly)

7. Review the Hourly and Annual to be sure calculated correctly.




11. Ensure FTE and Hours Per Day and Per Pay are correct

12. Save





17. Save

18. Change FOAP

19. Save

C. Permanent FTE Adjustment

There are two application forms that are required when performing Permanent FTE

Adjustments. Those forms are NBAPBUD and NBAJOBS.

Take the following action when completing Permanent FTE Adjustments:



Page | 98

NBAPBUD

1. Go to NBAPBUD

2. Go to the Salary Budgets Tab

3. Review the Position Budget Basis and the Position Annual Basis

4. The Position Budget Basis is the calculated time the position would be

budgeted. The Position Annual Budget is the total number of pay periods the

position is active and the Position Budget Basis equals the calculated amount.

(In example, if position is paid over 12 months the position annual basis would

be 12, and if the position is ½ time then the position budget basis is 6 months).

5. This will automatically calculate the FTE. The percent should be 100%.

6. Save

7. Go to the Labor Distribution Tab

8. Review FOAP

9. Modify FOAP as Applicable

10. Save

11. Go to Comments

12. Document job related why budget changed.

NBAJOBS

1. Go to NBAJOBS




5. Save

6. Change the FTE amount

7. Change the hours per pay

8. Change the assigned salary (monthly)

9. Review the Hourly and Annual to be sure calculated correctly




13. Save





18. Save

19. Change FOAP

20. Save



Page | 99

D. Temporary FTE Adjustment

There is one application form required when performing Temporary FTE

Adjustments (NBAJOBS).

Take the following action when completing Temporary FTE Adjustments:

NBAJOBS

1. Go to NBAJOBS




5. Save

6. Change the FTE amount

7. Change the hours per pay

8. Change the Assigned Salary (monthly)

9. Review the Hourly and Annual to be sure calculated correctly.




13. Save





18. Save

19. Change FOAP

20. Save

E. Permanent Change in Duties

There may be up to three forms used when performing Permanent Change in Duties.

Those forms include NBAPOSN, NBAPBUD, and NBAJOBS.



Page | 100

NBAPOSN

First, the Position Description finding from PPLA must be reviewed by Budget to identify

if the position has been reclassified to another position classification. In the event the

position has been reclassified, then a new position must be created if not currently in

the database. This can be accomplished by going to NBAPOSN and creating a new

position (see A above).

NBAPBUD

Second, if the position has been reclassified, then the current position budget status

must be changed to Frozen, Inactive or Cancelled. Inactive will inactivate the position

on NBAPOSN.

NBAJOBS

Third, if the position has been reclassified, then the past JOB must be terminated and a

new JOB must be created based on the new POSN and PBUD. If changing from and

exempt to an overtime eligible position or vice versa, this is best completed on a pay

period for a seamless transition.

To terminate a JOB on NBAJOBS,

1. Go to NBAJOBS

2. Go to Job Details Tab

3. Go to Options, Select “Add a New Effective Date”

4. Enter the date you want to terminate

5. Save

6. Change the Status from Active to Terminate

7. Change the Change Reason documenting termination reason

8. Save

9. End date of Job will auto-populate

F. Temporary Change in Duties – Exempt Employees



Page | 101

There is only one form to modify when performing Temporary Change in Duties

(NBAJOBS). Temporary duty changes must be reflected by the appropriate earn code on

the Default Earnings Tab for Exempt from Overtime Employees. The Job Detail

Compensation block can only be the regular duties. This is the salary that calculates the

Insurance Salary.

NBAJOBS

1. Go to NBAJOBS

2. Go to the Default Earnings Tab

3. Select Options, Select “New Effective Date”

4. Enter the Date for which you want the earning to begin

5. Save

6. Enter the appropriate earn code

7. Enter the appropriate hours/units

8. Enter the appropriate rate for those earn codes with a special rate

9. Enter the appropriate end date. The end date should be one day after the

actual end date. If you do not select the day after, the earnings will be shorted.

10. Save

G. Temporary Change in Duties – Non-Exempt Employees

There is only one form to modify when performing Temporary Change in Duties

(NBAJOBS). Temporary duty changes must be reflected by the appropriate premium

code on the Payroll Default Tab for Overtime Eligible Employees. The Job Detail

Compensation block can only be the regular duties. This is the salary that calculates the

Insurance Salary. By using the premium code, overtime is now calculated into the

regular rate of pay.

You will notice that the Premium Pay will have three options for additional duty pay

(3%, 5%, and 10%).



Page | 102

H. Union Eligibility/Change

Union eligibility can be tracked on two application forms. The position

(NBAPOSN) form can track union eligibility as well as the person form

(PEABARG). SDBOR will be using both PEABARG and NBAPOSN. On the person

form (PEABARG), institutions will need to track by person when the individual is

eligible and then terminate their eligibility as appropriate. This is the form that

all COHE reporting is conducted. NBAPOSN is used for Salary Planner purposes.



Page | 103

PEABARG

1. Go to PEABARG

2. Enter the Employee ID

3. Next block

4. Select the appropriate Bargaining Code

5. Select the appropriate Relationship Code

6. Enter Effective Date

7. Enter the End Date as appropriate

8. Save

9. Next Block

10. Enter Position

11. Enter Suffix

12. Save

COHE eligibility will be tracked in Salary Planner. Therefore, NBAPOSN must be

updated to the download into Salary Planner.



Page | 104

XI. Institutional Process – Budget Procedures (PS and OE)

A. System Office Process - Creating a Working Budget

The following forms and processes will be used in creating a working budget: Mass

Salary Table Roll Rules Form (NTRSTRL), Salary Table Update Process (NBPMASS),

Budget Roll Rules Set up (NBAPBUD), Budget Roll Set up (NTRBROL), and Budget Roll

Process (NBPBROL). This entire workflow is completed by the BOR System Office.

i. Build the Fiscal Year

Ensure that the fiscal year is set-up on the Fiscal Year Maintenance Form

(FTMFSYR). Note: Leave all fiscal periods in the not open status – this will save

unwanted postings. Only open the first period to roll the new budget back to the

operating ledger.

ii. Check System Data

Instruct the system to reject error transactions fed from Budget Development to

Finance on the System Data Maintenance Form (FTMSDAT). This form can be

used to:



Page | 105

• Check for process codes that will roll the budget back to the

ledger,

• Query on Entity/Usage Code FBGTRNI and Attribute Code

SYSTEM ID, Option Code 1 BUDGET, and

• The Data field should be set to DR: D = Feed the budget

entries in detail from Budget Development; R = Reject the

entries if error occurs and send it back to Budget

Development; and Insures Budget Ledgers match Operating

Ledgers.

iii. Check FTMOBUD

Budget will need to be sure that a Budget ID and Phase are set up to begin the

budget roll. The System Budget Officer will work with the Budget team in

creating a budget calendar.



Page | 106

iv. Check NBAFISC

The Fiscal Year Form enables the organization to define the parameters of a

fiscal year. There can be an unlimited number of fiscal years; however, there can

only be one active fiscal year per chart of accounts. Budget will want to be sure

the appropriate fiscal year is created.

v. Upgrade Salary Tables (NTRSTRL and NBPMASS Process)

(This step will be performed by a BOR employee).

The Mass Salary Table Roll Rules Form (NTRSTRL) is used to roll salary tables from

one year’s group to the next year’s group. This form allows the organization to do

a mass salary increases on the salary tables by a percentage, a flat amount, or a

combination of the two methods. Once the salary increase information is defined,

a system employee will run the NBPMASS process to do the update. This process

will be used for all tables even if the mass increase is zero percent. This will

ensure that the table and grade accurately reflect the year.



Page | 107


a) Access the Mass Salary Table Roll Rules Form (NTRSTRL).

b) Enter the appropriate salary code in the Roll from Salary Group field.

This is generally the current fiscal year.

1. Enter the appropriate salary code in the ‘To’ field. This value will

always represent the fiscal year.

2. Enter the table code in the Salary Table field. Example: CN (Career

Service N Series)

3. Enter a percent in the Increase Table Rate Percent field if

appropriate.

4. Enter an amount in the Increase Table Rate Amount field if

appropriate.

5. Select the appropriate rounding method, using the Rounding

Indicator drop-down list.

6. Click Change All Grades checkbox or enter the grades in the

applicable grades box as appropriate. By clicking this, all grades in

the table will be populated with the appropriate percent and

rounding method.




Page | 108

8. Perform an Insert Record function. This is necessary in order to

avoid overwriting previously entered data.

9. Repeat the process until all tables have been completed.


c) The Salary Table Update Process (NBPMASS) can be first run in Report

mode which does not update the database. This allows a review of

the changes that will be made and allow for the correction of errors.

Once run in Report mode, verify the results and note if any salary

information is missing. If information is missing, add that to NTRSTRL,

then re-run again in Report mode.

d) Running the Salary Table Update Process (NBPMASS) in process mode

updates the database. Once this is completed, review NTRSALA and

make any needed changes manually to the salary tables.

1. Follow these steps to complete the procedure in report or process

mode.

2. Access the Mass Salary Table Update Report (NBPMASS).

3. Double-click in the Printer field to select printer or database

designation.

4. Enter R (for report mode) or P (for process mode) in the Values

field for the 01 Report Mode parameter.

5. Enter U in the Values field for the 02 Process parameter.

6. Leave the Values field for the 03 Job Change Reason Code

parameter blank.

7. Enter the old year in YYYY format in the Values field for the 04

Salary Group (FROM) parameter.

8. Enter the new year in YYYY format in the Values field for the 05

Salary Group (To) parameter.

9. Enter the 06 Rule Set parameter if applicable

10. Enter the 07 Personnel Change Date if applicable

11. Enter the subset of employees, if applicable, for the 08 Use

Population Selection

12. Enter the Selection ID if applicable

13. Enter the Creator ID if applicable

14. Enter the Application ID if applicable

15. Click the Save Parameter Set as checkbox.

16. Click the Submit radio button to process the report.





Page | 109

vi. Establish Position Roll Rules

The purpose of working positions is for budget modeling as well as the first step

in creating active position budgets for the new fiscal year. Positions will roll

based on the roll rules established on the Position Budget Form (NBAPBUD).

NBAPBUD was set up during the creation of the position. In addition, the rules

were established on the employee class rule form (PTRECLS).

vii. Prepare to Roll to Working Position Status

Institutions may have many working position budgets or just one. When using

budget development working positions will be fed to budget development if not

using working budgets, the roll process will still need to be completed to roll to

finance. The Budget Roll Process Parameter Rule Form (NTRBROL) allows the

institution to increase or decrease position budget amounts by Employee Class.

The position roll method approved for the Board of Regents is Current Budget.

However, there are other alternatives which include:

•••• Actual Expenditure - Current Expenditure (NBAPBUD) * % on

NTRBROL

•••• Current Budget - Current Budget Amount (NBAPBUD) * % on

NTRBROL

•••• Current Encumbrance - Salary Encumbrance (NBAJOBS) for

incumbents * % on NTRBROL (Midpoint used for vacant FTE)

•••• Current Salary - Current Salary (NBAJOBS), applies new salary table

grade and step, then * % on NTRBROL

•••• Range Midpoint - Midpoint from (NTRSALA) * % on NTRBROL

•••• Remaining Budget - Remaining budget from (NBAPBUD)

•••• Zero - Zero

viii. Creating a Working Budget

The Budget Roll Process (NBPBROL) executes the budget roll (including fringe

benefits, if desired) from one fiscal year to another. Results are posted to the

Position Totals block and the Fringe Total block of the Position Budget Form

(NBAPBUD). This process will be completed by the System Budget Manager

(BOR).



Page | 110

Note: To actually roll positions to the working status a budget ID and phase on

FTMOBUD must be created.

Follow these steps to complete the procedure

1. Access the Budget Roll Process (NBPBROL).

2. Double-click in the Printer field to select printer or database designation.

3. Enter the new year in YYYY format in the Values field for the 01 Fiscal Year

parameter.

4. Enter a Budget ID in the Values field for the 02 Budget ID parameter.

5. Enter a Budget Phase in the Values field for the 03 Budget Phase

parameter.

6. Enter the current year in YYYY format in the Values field for the 04

Current Fiscal Year parameter.

7. Enter the S COA code in the Values field for the 05 Chart of Accounts

Code parameter.

8. Enter the salary group code in the Values field for the 06 Salary Group

Code parameter.

9. Enter R in the Values field for the 07 Report Choice parameter. R will roll

the positions to working status.





ix. Approving a Working Budget



Page | 111

Once ready to approve the working budget, run the NTPBROL process using an R in

Parameter 07. Note: run this process to delete unneeded working budgets after

the approval process. In this case, use D (Delete) in Parameter 07.

x. Verifying the Positions

Once the roll is completed, verify the positions on the Position Salary Budgets

Form (NBAPBUD). Notice that the new fiscal year is shown and the position status

is working. When positions are in working status changes may be made to the

positions budgeted amounts if needed. Note: The worksheet Budget Worksheet

Report (NBRBWRK) may be used to verify results.

Note: While the positions are in the working status, the query form NBIPINC or run

the incumbent report NBRPINC cannot be used. Once changes are completed,

then feed the working budgets to budget development. If not using budget

development, this step will not be necessary.

Note: After the feed to Budget Development, the distribution to be posted should equal

zero.

xi. Budget Maintenance Process (NBPBUDM)

SDBOR has opted to not use encumbrances and therefore, will not run this

process.

xii. Interface to Budget Development (NHPFIN1)

Run the Finance Interface Extract (NHPFIN1) to prepare extracts for working

budget amounts. The Finance Interface Extract (NHPFIN1) populates the

Temporary Budget Table (NHRTBUD) and the Finance Interface Collector Table

(NHRFINC) with identical sets of detailed information. To continue the budget

roll process and pass working budget amounts to Banner Finance, run the

Finance Interface Report (NHPFIN2). NHPFIN2 creates the Finance Document

Number for the transactions. The transactions going to Banner Finance supply

the GURFEED table with Finance Document Numbers that contain working

budget amounts. NHPFIN2 also sends the Finance Document Number to the



Page | 112

Temporary Budget Table (NHRTBUD) and NHRFINC tables. This transfer of data is

represented by the arrows.

After working budgets for a fiscal year have been approved within the institution

in the Finance and Human Resources departments, run NBPBROL again with the

option to approve the budgets. The NBPBROL process then moves the detailed

information about budgets from the Temporary Budget Table (NHRTBUD) to the

Finance Distribution Table (NHRDIST) where the various salary reports can be

used, as well as the two online query forms. See the next page for a complete

process flow. The approved budget information can then be accessed on the

Labor Distribution Data Inquiry Form (NHIDIST) by querying on the Finance

Document Number.

The Finance Interface Extract (NHPFIN1) extracts budget data for Finance System

interface and updates the position totals. (SDBOR does not manage COBRA).


1. Access the Finance Extract Process (NHPFIN1).


3. Enter N in the Values field for the 01 Interface COBRA Flag parameter.

4. Enter Y in the Values field for the 02 Interface Budget Flag parameter.

5. Enter N in the Values field for the 03 Interface

6. Encumbrance Flag parameter. Click the Save Parameter Set as checkbox.

7. Click the Submit radio button to process the report. Click the Save icon.

8. Click the Exit icon

xiii. Running the Finance Interface Report (NHPFIN2)

The Finance Interface Report (NHPFIN2) passes NHPFIN1 transactions to the

Finance System and provides an optional report detailing the data extracted and

passed to Finance. In addition, NHPFIN2 moves budget transactions from

NHRFINC to the General Collector table (GURFEED).




Page | 113

1. Access the Finance Interface Report (NHPFIN2).


3. Enter Y in the Values field for the 01 Produce Detail Report (Y/N)

parameter.

4. Enter Y in the Values field for the 02 Interface Trans to GURFEED

parameter.

5. Leave the Values field for the 03 Expenditure Payroll ID parameter blank.





xiv. Running the Finance Budget Feed Process (FBRFEED)

SDBOR has opted to not use budget development and therefore, will not run this

process.

xv. Approving Positions (NBPBROL)

The Budget Roll Process (NBPBROL) executes budget roll (including fringe

benefits) from one fiscal year to another. Results are posted to the Position Totals

block and the Fringe Total block of the Position Form (NBAPOSN).


1. Access the Budget Roll Process (NBPBROL).


3. Enter the fiscal year in YYYY format in the Values field for the 01 New

Fiscal Year parameter.

4. Enter the Budget ID code in the Values field for the 02 Budget ID

parameter.

5. Enter the budget phase code in the Values field for the 03 Budget Phase

parameter.

6. Enter the current fiscal year in YYYY format in the Values field for the 04

Current Fiscal Year parameter.

7. Enter the S COA code in the Values field for the 05 Chart of Accounts

Code parameter.

8. Enter the salary group code in the Values field for the 06 Salary Group

Code parameter.



Page | 114

9. Enter A in the Values field for the 07 Report Choice parameter.





A. System Process - Updating the Fiscal Year

After the fiscal year has been created and identified on the Fiscal Year Maintenance

Form (FTMFSYR), the fiscal year needs to be entered within the HR system. The

Fiscal Year Form (NBAFISC) identifies valid fiscal years in Position Control and Human

Resources. The fiscal year identifies which year positions/budgets will be tied to

through the budgeting process. This fiscal year is activated only once, and then

systematically rolled during each fiscal year roll process.

Warning: Do not change the active year manually from one year to another. The

approval process in the budget roll program (NBPBROL) automatically changes the

new fiscal years to Active, and deactivates old years.

Follow these steps to enter a new fiscal year.

i. Access the Fiscal Year Form (NBAFISC).

ii. Enter the fiscal year that is going to be active in the Year field. The first fiscal

year is Active; future years are Inactive. The approval process in the budget roll

program (NBPBROL) automatically changes new fiscal years to Active, and

deactivates old years. Therefore, there is no need to check the Active

checkbox. Only one fiscal year can be open at a time.

iii. Enter S in the COA field. The Begin Date and End Date will default from the

values of the fiscal year entered in the finance system.

iv. Click the Save icon.

v. Click the Exit icon.



Page | 115

Queries and Reports Note: To see samples of the output of these reports, refer to Chapter 20 of the SCT Banner

Human Resources User Guide.

I. Querying Payroll Distribution Data (NHIDIST)

The Labor Distribution Data Inquiry Form (NHIDIST) provides query access to all payroll

distribution data. This form displays earnings and/or benefit data for the Chart of Accounts,

FOAPAL elements, category, and date range entered in the Key block.


A. Access the Labor Distribution Data Inquiry Form (NHIDIST).

B. Double-click in the Finance Document Number field to select a finance document.

C. Enter a COA code in the COA field.

D. Double-click in the Index field to select a code from the account index code list.

E. Enter a date in the From Date field.

F. Enter a date in the To Date field.



Page | 116

G. Perform a Next Block function.

H. Click the Exit icon.

II. Position Status Exception Report (NBRPSTA)

The Position Status Exception Report (NBRPSTA) lists exception status positions (that is,

over budget, vacant, cancelled, frozen, under-encumbered, or over-filled) based on salary

data only, fringe charge-back data only, or combined salary and fringe charge-back data.

III. Budget Work Sheet Report (NBRBWRK)

The Budget Work Sheet Report (NBRBWRK) compares a proposed fiscal year budget to an

established (either previous or current) fiscal year budget.

IV. Position Class Listing (NBRPCLS)

The Position Class Listing (NBRPCLS) lists defined position classes and salary guidelines.

V. Position Class Incumbent Report (NBRPINC)

The Position Class Incumbent Report (NBRPINC) lists incumbents of positions in each

position class.

VI. Budget Distribution Report (NHRDIST)

The Budget Distribution Report (NHRBDIST) prints budgetary information for selected

FOAPALs. The information can cover all employee positions, only the positions in specified

position classes, or specific positions within any position classes.

VII. Position Budget Totals Inquiry (NBIBTOT)

The Position Budget Totals Inquiry Form (NBIBTOT) provides query access to budget totals

for regular salaries, premium earnings such as overtime, and fringe benefits.

VIII. Position Incumbent Inquiry (NBIPINC)

The Position Incumbent Inquiry Form (NBIPINC) provides query access to employees within

a budget.



Page | 117

IX. Job Incumbent History (NBIJLST)

The Job Incumbent Totals Inquiry Form (NBIJLST) provides query access to job history by

query date.

X. Position Labor Distribution History (NBIJLHS)

The Position Labor Distribution Inquiry Form (NBIJLHS) provides query access to labor

distribution history for employees.

XI. CUPA Reporting (PZRCADM, PZRCFAC, and PZRCMID)

Please refer to the earlier section above for detail on how to run. This report allows for salary surveys

with CUPA.

position control manual - sdbor.edumytraining.sdbor.edu/resources/banner/hr/positioncontrolmanual1_...

Documents