Self-Service Banner FLAC Editing Assignments

A step-by-step guide to viewing, editing, & adding comments to assignments inside of Self-Service Banner FLAC

1These are general FLAC instructions for all of UNCW. Your unit’s instruction may differ from this documentation. Please follow your specific unit level guidelines.

Once assignments have been completed in SIAASGN, PEPFLAC has been run, and any errors have been corrected, it is then time to begin editing assignments in Self-Service Banner (SSB) FLAC, as needed. Not all assignments will require editing in SSB.

Adjustments that can only be made in SIAASGN:- Pay amount for instructional assignments set up as workload 1 (schedule type not set up with calculation- refer to unit specific documentation; adjust in override workload section)- Pay amount for non-instructional assignments- Position number, suffix and contract type- Adding or deleting assignmentsAdjustments that can only be made in SSB:- Pay dates of assignment, when necessary (must also adjust factors and pays)- Pay amount for prorated instructional assignments (when calculation differs from desired pay amount)- A justification can be added in the comment section for assignments that require additional information- FTE for non-instructional assignments (required)- Begin/Effective/Personnel Date of assignment, when necessary (not recommended as best practice- see slide 13 for further instruction) 2

• Step 1: Login to SeaNet and navigate to FLAC under the Employeetab

• Step 2: Choose Faculty Compensation Administration

• Step 3: Choose correct term from dropdown and click Go• Step 4: Filter your results as you would like for assignments to be

shown. NOTE: Filtering is not required.

Filtering information:

Part of Term: This information is connected to the course as it is listed on the course schedule. By choosing a part of term you will only see instructional assignments that occur within that part of term as entered in Banner. To view a wider range of results, keep as “All”.

Campus: This information is also connected to the course as it is listed on the course schedule. By choosing a campus you will only see instructional assignments that are connected to this campus in Banner. To view a wider range of results, keep as “All”.

College: This is tied to the course as it is entered in Banner (SCACRSE), and to the non-instructional assignment as entered by the Preparer. To view a wider range of results, keep as “All”.

Organization: Tied to position number/assignment FOAP (Fund-Org-Account-Program). This will show instructional and non-instructional assignments being paid out of the selected org. To view a wider range of results, keep as “All”.

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Step 5: Choose the desired view from the three choices down below

• Organization Summary: will show assignments (according to set filters) grouped by the Org on the assignment FOAP and then by Employee. This is best used when viewing multiple orgs/depts at one time.

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• Employee Summary will show assignments (according to set filters), grouped by Employee, listed in alphabetical order by last name. This is best used when viewing one org/department at a time.

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• Employee Filter: Choose Employee Filter with no additional filters.- Enter employee’s last name and/or first name OR Banner ID (recommended) and click Go.

You will then see assignments for the identified employee only.

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View Employee DetailsNo matter which view you choose when looking at assignments in SSB, you will have the option to click on an employee’s name which will direct you to the screen below, where you can view all of the employee’s assignments and assignment details.

The first screen you will see is the employee’s full time and/or non-paying assignment information under the tab Salary Compensation View. The assignments shown are designated by the Contract Type: FT- Full Time Teaching (for Full-Time Faculty only) OR NA- Noted Assignment and their permanent position number (or chosen pool position for temporary employees) as seen at the top of the screen.

Generally, the Salary Compensation View will not require adjustment, but can be utilized for assignment review and lock status.

To review paying assignments (supplemental for perm employees) click the tab Course Compensation View.

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In the Course Compensation View, assignments are grouped by Contract Type. You will be able to view each assignment’s position number and suffix, college and department, calculation and lock status. This is also where comment information can be entered. Reminder: comments must be designated by the position number and suffix of the correlating assignment (refer to comment guidelines).

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To view a different contract type, click the “Next Contract Type” button above the assignments.

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Entering Comments

IMPORTANT NOTE: The beginning of each comment must be designated with the position number & suffix of the assignment that the comment pertains to. This is imperative, as this information is used to inform the employee and anyone who receives an email authorization request, which comment pertains to which assignment.

Comments can be entered for all assignments, however, comments are required for compliance in situations where FLAC cannot capture all of the information needed for a supplemental assignment to be authorized. These are required supplemental pay Justifications Comments are not required to be entered for every assignment in FLAC, unless required by your unit.

Comments will populate in the report-generated authorization email that is sent to the employee’s supervisor and/or the Senior Associate Provost and/or a Grant Officer.

Comments will also populate in the acknowledgement email sent to the employee when the FLAC Manager locks the record.The employee will be unable to view the comment from their view of FLAC Self-Service. It will only be able to be viewed by the employee in acknowledgement email. 10

All comments entered should be informative yet brief. Please do not include extraneous information in FLAC comments.

All justifications/comments should be informative yet brief. Please exclude extraneous information.

Justifications required to be entered into the comments for Instructional supplemental assignments:How pay was determined (if changed on SSB from FLAC from calculation)Flex schedule (if a 10, 11, or 12 month leave earning employee)Late Explanation (if receiving additional authorizations after courses begin)Over the max explanation (if over the 20% max in contract)– Statement is to be given to preparer by the Hiring Official. Must explain why this person must complete the work and why the work has to be done at this time. This assignment will have to be approved by the Senior Associate Provost.Utilize the various SSRS reports available to obtain over the max in information for employee. HR Campus > Supplemental Compensation > FLAC

Justifications required to be entered into the comments for Non-Instructional supplemental assignments(This is any assignment with an EX contract type and/or is entered on the non-instructional screen in SIAASGN):1. Activities covered by assignment, specific details of work (no more than a brief statement)2. Dates of assignment (can be designated as “expected”) 3. How pay was determined4. One time or periodicLate Explanation (if receiving additional authorizations after begin date of work)Flex schedule (if a 10, 11, or 12 month leave earning employee- indicated on FLAC Max for Individual SSRS report)Over the Max In Contract Justification (if over the 20% max in contract) – Statement is to be given to preparer by the Hiring Official. Must explain why this person must complete the work and why the work has to be done at this time. This assignment will have to be approved by the Senior Associate Provost.Utilize the various SSRS reports available to obtain over the max in information for employee. HR Campus > Supplemental Compensation > FLAC

Basic Non-Instructional Example:729053-99- 1. Facilitate Conflict Management public service workshop for New Hanover County 2. 10/16/2017-10/17/2017 3. Pay determination based on contract between New Hanover County and UNCW 4. One time assignment

Late Explanation Example: 729053-99- late due to compensation negotiations not completed until after begin date of work, 10/16/2017

Flex Schedule Example: 729053-99- Normal work schedule: Mon-Fri 8am-5pm. Flex schedule: Mon-Weds 8am-6pm, Thurs-Fri 8am-5pm

Over Max Example: 729053-99- Over max in contract: This employee is the most qualified faculty member available to complete the course development. Work must be completed at this time for course to be offered during the spring semester 2018.

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Editing Assignment Details (Assignment information can only be edited while an assignment is unlocked)Editing Dates & PaysIf you click on the position and suffix you will be brought to the Job Detail tab.

• End Date: The end date will always populate as the last day of the Term for which the assignment is entered. If this date needs to be adjusted, it must be changed to the last day of the month in which the assignment is to end. When the end date is changed, Factors and Pays must also be changed to fit the amount of payments.

EXAMPLE: if the end date shown here was changed to 10/31/2017, the Factors and Pays would need to be changed from 5.0 to 2.0. If Factors and Pays are not changed, the employee will not be fully compensated for assignment.

• Job FTE: Must be manually adjusted on all non-instructional assignments. See the next page for FTE calculation information

• Annual Salary: To adjust the assignment pay amount adjust the Annual Salary to reflect the desired pay. This will also automatically adjust the Regular Rate.

The fields listed above are the only fields which can be successfully adjusted on this page. The remaining fields should not be changed.

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Editing Assignment Details (Assignment information can only be edited while an assignment is unlocked)

Editing FTE on Non-Instructional Assignments

Job FTE: Must be manually adjusted on all non-instructional assignments.

Click here for the FTE Calculator. This will calculate and round FTE based on expected hours entered. See equations broken out below.

Temporary EHRA FTE Equation: Expected hours a month/173.33=FTE

Permanent Faculty/Employee FTE Equation:Expected weeks to be worked * Expected hours per week= XHours in contract period (see below)= Y

9 mo. employee- 156010 mo. employee- 173411 mo. employee- 190712 mo. employee- 2080

X/(X+Y)= FTE

Round to the thousandth place ex: 0.03276 round to 0.033

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Editing Assignment Details- Instruction for non-instructional supplemental assignments that flat pay at the end of the assignment Supplemental pay policy states that all non-instructional supplemental assignments must be entered into the system and approved before the work begins. If an assignment is to be payed out at the end of the assignment, the Begin and EffectiveDates need to be adjusted before the record is locked.

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The assignment below was extracted via PEPFLAC after January 17th (payroll cutoff) therefore the begin/effective/personnel dates populated as 02/01/2018, and the end date as the last day of the term. The actual dates of work are 02/15/2018- 04/20/2018, as identified in the justification in the comment section. The department wants this assignment to flat pay at the end of the assignment in April, which means that not only the End Date needs to change but also the Begin Date and Effective Date, as well as the Factor and Pays (and FTE, as for all non-instructional assignments). The assignment should not be locked until these adjustments are made.

Before Adjustment The Begin and Effective Dates are adjusted to the beginning of April, telling the system not to begin payment until April. The Personnel Date can remain as 02/01 as it represents the actual month in which the work began and will not affect pay.

The End Date was adjusted to the last day in April, the month in which the assignment ends.

FTE adjusted as per non-instructional requirements (see slide 12)

The Factor and Pays were adjusted to reflect that the assignment will receive only 1 payment.

After Adjustment

IMPORTANT NOTE FOR EDITING PAY AMOUNTS• The Calculated Compensation for the assignment(s) is the automated calculation within the Banner FLAC system.

• The Job Assignment Compensation is the actual compensation amount for the assignment(s).

• When a pay amount (annual salary) is edited in SSB, the Calculated Compensation and Job Assignment Compensationwill differ.

• The Job Assignment Compensation Total is the actual amount that will be paid for the assignment(s).

• Below is what faculty will see when they go in to acknowledge their assignments.

• To view the changes made for each assignment, use the report located at the bottom of the page on SSB.

EDL 530 changed from 3,200.01 to 4,000.00 in SSB, but is not reflected on this line.

Change in EDL 530 reflected on Download Employee Data report

Change is reflected in Job Assignment Compensation Total amount, compared to the Calculated Compensation total amount

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What’s next in the FLAC Process?

Once all assignment details have been edited, comments entered as needed, and everything appears correct in SSB, it is time to move to the next step.

• For supplemental assignments for permanent employees that require additional authorizations, it is now time to run the Unlocked Assignment Report and generate and send the additional authorization emails to the appropriate individuals. Please follow your unit’s guidelines for storing the email responses of approval. Once approved, these assignments can be locked by the FLAC Manager. See instructions for additional authorization email requests on the Faculty Load & Compensation (FLAC) UNCW webpage.

• For Temporary EHRA assignments, and supplement assignments that do not require additional authorizations, editing in SSB is the last step other than conferring with your FLAC Manager to lock the record. Please follow your unit level guidelines for communicating that your assignments are ready to be locked.

When a record is locked, an email is automatically sent to the employee being hired alerting them that they have assignments in SeaNet for acknowledgement.