AGENDA

1. Basic Questions

2. Two Personnel Functions• Personnel Input• Personnel Funding

3. The Eight Tabs

4. PEAR Changes

5. The Audit Trail

PEAR Processing

• What are payroll forms?– MUSC Personnel Evaluation and Action Request (PEAR)– UMA Personnel Action Request (PAR)

• Why do we need these forms?– Account for personnel costs (~ 80% of operating budget)– Process Changes

• New hires• Fund (UDAK/Center) changes• FTE change• Salary Change• Reclassifications

• Where are these forms in UMS?– PERSONNEL command– Personnel Funding

Basic Questions

• When do we process changes?– The next (most realistic) payroll cycle– A grant ends

• Who processes the changes?– The Financial User– The Management User– The Administrator

Basic Questions

• How many changes can we make in a FY?– Multiple changes can be made on an employee in one FY

***Dates can NOT overlap***– Date Examples for Monthly employees

• July 1, 2009 to September 30, 2009• October 1, 2009 to December 31, 2009

– Date Examples for Bi-weekly employees• July 5, 2009 to July 18, 2009• July 19,2009 to August 1,2009

Basic Questions

MUSC’s 2009 Payroll Dates

PERSONNEL Functions in UMS

New Employee: Ms. Daisy Dog Burkhardt

Personnel Input

Personnel Funding

• Employee Name– Click Ellipsis for employee– Automatic feed of info (SSN, EE #, Org Stamp)

• Action– What is the purpose of this specific PEAR

• New Hire• Fund Change• Assignment Change*• Salary Change*• Salary and Fund Change*• The * requires further info from separate box w/ pull down menu

– S = Salary Change (performance increase, additional skills increase, merit/equity)

– X = Assignment Change (change in duties, reclass, FTE change)

The DemographicsTop Half of Screen

• Pay Cycle (monthly or bi-weekly)

• Effective Dates– See Payroll Calendar– CAUTION: No Date Overlap

• Ref # and Memo– To be used at user’s discretion

The DemographicsTop Half of Screen

The Eight Tabs

1 2 3 4 5 6 7 8

Tab 1Payroll Items

• The Pay Model– Employee Type

• Unclassified

• Classified

• Post Doc

• Temp Grant

• Temporary

• Student

– Funding Type• MUCU (aka State)

• MUCR (aka Grant)

• Overtime, No OT

This is important as it determinesthe % and $ of fringe benefits

• Rate– Annual Salary

• Period– Annual (no exceptions)

• % Modifier– % FTE

• 40 hrs = 100%

• 32 hrs = 80%

• 20 hrs = 20%

Tab 1Payroll Items

• Add Center– Ensure % funding = 100%– Verify “Through” date– If pay model is State & Grant,

ensure Centers are both

MUCR and MUCU

• Disable AutoCalc– Be cautious– To be used as a last resort– For Retro adjustment purposes

Tab 2Funding

• Mission Code– Used to track certain

transactions for a specific purpose

– The way the data is entered and coded helps other users do their jobs better and more efficiently

– All transactions do not necessarily need to be tagged w/ a mission code

• Your manager will tell you if a mission code is needed

Tab 3Mission Code

• Must be Completed in full– If not HRM and/or Teamworks will reject

• Home Department: – Confirms employee is Medicine / Division

• Custom Fields– Info can be obtained from Position

Control Report– Grant Justification

Tab 5 H.R.

Tab 5 - HRGrant Justification

Mandatory

for

Retro PEARs

• Public - Note will print on hard copy of the form

• Private – Note is for internal use between users. Will NOT print on hard copy

• Very useful for reminders, audit trail, and documentation

• Notes are helpful and useful

• The Administrator Team values these Notes

Tab 6Notes

Public Private

Tab 7 & 8 Links and Attachments

• DOM1 Finance = Lisa B

• DOM2 Administrator = Cathy Wood

• DOM3 ASW = Jill Griffith

• DOM4 PEAR Officer– Frances Glanville, Faculty

– Joe Gough, Staff

• Other Approvals– COM Dean’s Office– HRM

• TEAMWORKS– Jill Griffith

Tab 4 Approval / Routing

1. Filter and Find the most current PEAR

2. Edit the most current PEAR• Change the end date of PEAR

***Remember the Date Overlap Rule***

• Review the Funding tab for encumbrances- Has the AutoCalc been disabled?- Are the encumbrances correct or over/understated- Adjust them accordingly

• Click the Inactive button- Do you want to delete the encumbrances?- Do you want to keep the encumbrances?

PEAR Changes

PEAR ChangesFilter

3. Save and Close

4. Add new PEAR• MUSC Standard (Not MUSC One-Time)• Base on the most current record – YES YES YES

• Transfers data like HR tab data

• Transfers data like Pay Model, Salary, % Modifier (FTE)

PEAR Changes

No Audit Trail = CONFUSION

• Be Consistent (the Joe Gough example)

• Add Notes

• Think about your encumbrances

• Watch Those Dates!!!– See next slide

Maintaining the Audit Trail

Maintaining the Audit Trail

NEVER override / change a PEAR that has been submitted