FLAC – RU’s Adjunct Course Assignment and Payment Process

Presented by:Connie Phillips, DirectorHeather Miano, Administrative AssistantOffice of Academic Budgets & AdministrationOffice of Provost10/25/20212

Presentation Overview1. FLAC – What is it?

a. FLAC Benefitsb. Access Requirements

2. Data Entry Flow3. INB Banner Data Workflow (Departments)4. Self-Service Banner Components – Review and Approvals (Departments

and Administration)5. Final INB Banner Process (HR and Payroll)6. Situations Requiring Special Attention7. Errors & Trouble Shooting8. Editing Compensation9. Adjunct’s Review and Acknowledgement10.Process for Corrections after Submissions11.Established Deadlines12.Q&A

FLAC: RU’s Adjunct Course Assignment and Payment Process

What is FLAC?Faculty Load And Compensation

• Automation of Faculty Assignments from Banner Student to Banner HR

• Provides access to information through new Self Service Banner Components

• Provides Faculty-Oriented View of Compensation Details and contract information

FACULTY LOAD & COMPENSATION

• Faculty Load and Compensation– Designed for PT, by-course view of their

assignment but also accommodates FT T&R Overloads

– Module will also be used for Wintermester and Summer School terms.

– Self Service access for set up by Departments– Self Service access for Adjunct Faculty Members

with ability for acknowledgement

FLAC: BENEFITS

• Sustainability - Creates paperless PT instruction contracts in Self-Service Banner

• Information presented to faculty and administrators in an easy to understand format.

• Allows faculty to view their course load, compensation details and allows for acknowledgements online.

• Fewer payment issues – reduction in errors (i.e. Non-payments, late contracts, etc.)

FLAC BENEFITS

• Integration between Banner Student & HR• Improves user productivity through automated

application of Job Assignments from primary faculty assignment data (HR function)

• Allows the Department/College to reconsider who does what when assigning courses and pay to faculty.

• No need to submit RG32’s for course instructors. Assignments are directly entered by the Departments. (RG32s will only be used for location/day/time changes.)

• FLAC provides a better collaboration opportunity for:• Registrar’s Office• Schedulers/Department Chairs• College Deans• Provost Office - Academic Budgets &

Administration Office• Office of Sponsored Programs and Grants

Management • Human Resources• Office of Payroll

FLAC BENEFITS

Access to FLAC Processing Components

Banner access is required for FLAC processing.• Departmental Users need both INB-Banner

access and SSB-FLAC.• Form should be submitted to DoIT with a copy

to HR.• User will be notified when access

is granted.

Important Notices

• Grant Funded Courses:– Departments must notify the Office of Academic

Budgets & Administration if the instruction of course is to be funded by a grant.• Providing the CRN, the Fund-Org-Program.• This must be done to ensure that the proper FOAP is

charged.

• All instructors must be assigned by the deadline provided by the Office of Academic Budgets & Administration (in order for FLAC and payments to be processed in a timely manner).

ADJUNCT PROCESS DATA FLOW

Initial Data Entry

• Schedule• Employee

Data

FLAC Process

• Assignments• Review• Approvals

Payment • Payments processed

SSASECT• Department• Banner Student Course Schedule• This is set up at least one year in

advance.

PPAIDEN/PEAMPL/PEAFACT• Human Resources-PPAIDEN/PEAMPL• Academic Budget & Admin - PEAFACT• Banner HR – Employee Information• Employee records set up based on hiring

proposals (if new adjunct)• This information is entered by HR based on

PeopleAdmin data and processing of I-9/e-Verify.

SIAINST• Registrar• Banner Student Faculty Contract Type Set Up• This information is set up after HR processes

PEAMPL for the faculty member.

INITIAL DATA ENTRY

FOR FLAC TO WORK PROPERLY EACH EMPLOYEE MUST HAVE:

1. Person record in Banner – PPAIDENa. Usually created by an HR Analyst when she gets the information that you have

hired/appointed a new adjunct.

2. Employee record in Banner– PEAEMPL created by HRa. HR Analyst enters information in Banner.

3. PEAFACT – faculty compensation level from this banner form used in pay calculation for retired faculty.

a. Office of Academic Budgets & Administration assigns the faculty compensation level

b. Contact persons – Heather Miano and Suzy Roop

4. SIAINST – Contract type from this banner form determines which payroll (semi-monthly or bi-weekly) and is also used in pay calculation

a. PT used for adjunct faculty and full-time teaching overloads.b. Contact persons – Megan Dixon or Norma Whitlow (Registrar’s office)

5. Errors will occur if any one of the above elements is not in place.

SIAASGN• Department• Faculty Record, Assignments and Load

Data Entered

FLAC• Academic Budgets – Extract Data into

Employee Self-Service• Sponsored Programs review grant records

and send corrections to the department.• Departments and Deans review and lock

records• Faculty review and acknowledge contracts

HR-Records• Human Resources runs final report to

create payment record.

Payroll• Payroll Technician reviews and processes

the payment.

FLAC PROCESS – DATA FLOW

Processes Within BANNER INB:

1. Development of Couse Schedule using SSASECT.2. Departments update course assignments in SIAASGN using the Adjunct’s RUID

and CRN with: • Adjunct position #; • Suffix; and • Contract type for faculty (PT) and courses that should be paid based on the

sessions and sections. Deadlines for this are established by Academic Affairs.

3. Academic Budgets and Administration processes PEPFLAC to create Self Service Environment.

Faculty Load & Compensation

Checklist for Reviewing SIAASGN: Contract type & position number match

PT positions numbers go with the PT contract type Position number is the correct number for your department

and employee. SIAASGN was updated for only one of the courses that are

cross listed Review faculty members teaching courses for Distance

Learning to ensure that only one CRN has the contract type, position number and suffix updated. If multiple CRNs are updated, the faculty member could easily be overpaid.

The suffix is correct. (Suffix Code to be provided to Departments by Academic Budgets and Administration.)

1. Academic Budgets & Admin (ABA) will process PEPFLAC and then request that OSPGM review records that are charged to Grant Funds/Orgs.

2. OSPGM reviews records. If correction is needed, they contact ABA to make the change.

3. ABA notifies the Departments that the records are available in SSB for their review and editing.

4. Departments review Self Service records for accuracy & modify as necessary .

5. Departments notify Dean’s Office once records have been reviewed (may send spreadsheet – The Dean determines notification process).

6. Dean/Associate Dean reviews spreadsheet or SSB-FLAC to make changes or approve.

7. Deans lock records. Only the Dean’s Office should lock records. 8. Dean’s Office sends an email to Academic Budgets & Administration that

their college is complete – the completed spreadsheet can should be emailed to Director of ABA.

FLAC: Self-Service Banner Process

• In Employee Self Service, the FLAC administrators– Office of Sponsored Programs & Grants Management has

the opportunity to review and approve compensation that will be paid by grants.

– Departments and Deans have the ability to edit the course work to add classes, stipends and incremental pay attributes as needed.

• When complete, FLAC allows: – the Adjunct to view their courses and pay, and other

important information including pay dates; and – the Adjunct to acknowledge their assignments on-line

instead of returning contract letters.

FLAC: Review and Implementation

FLAC: Self-Service Banner Process

9. Faculty members receive an email to check SSB to confirm or acknowledge their courses and compensation.

a. Deadline will be specified for receipt of all acknowledgements.

10. Adjuncts acknowledge contracts in SSB by date required.*Only those adjunct contracts that have been acknowledged will be compensated.

11. Academic Budgets & Administration will contact faculty who have not acknowledged their assignments.

12. Final review by the Director of Academic Budgets & Administration.a. Budget transfer will be processed to cover the expenditure.

13. Academic Budgets & Administration notifies the Office of Human Resources that the records are prepared and ready for processing.

Within BANNER INB: 1. PEPFCAP - run by Human Resources• This action creates NBAJOBS record in Banner• Reminder: Only acknowledged contracts will be

processed for payment. 2. NBAJOBS records are reviewed by Human

Resources• Report is forwarded to Payroll

3. The Payroll process is run and paychecks are generated

FLAC: Final Banner Process

Situations Requiring Special Attention

1) Entering Cross-listed courses – only update SIAASGN for one of the courses.1) Example: A faculty is teaching a course as both a graduate & undergraduate course

each with it’s own CRN, and the courses will be only compensated as one course. **Same scenario for Distance Ed courses that may be cross-listed with other courses.

2) On SIAASGN, select just one of the courses to enter the information3) The faculty member will only be paid for one course

2) Full – Time Faculty teaching overload courses1) Only update SIAASGN for the course designated as overload2) Use the faculty’s full-time position number (F0….) and the Suffix code provided for

the term.3) Contract Type will need to entered as PT4) The faculty member will have compensation for this course added to his regular

check.5) No need for PR40s for overloads to be processed when using FLAC. Departments

are encouraged to use this method.

Situations Requiring Special Attention

3. Courses that do not run the entire term Courses that begin at the beginning of the

semester but end early i. Enter their information on SIAASGN at the same

time as the other courses. Their pay will begin with the first payment and end according to the end date of the job.

ii. These records will be available in the web portion for review.

Situations Requiring Special Attention

4. Labs/Lectures – Faculty only teaching the lab portion: The Session number in SIAASGN should match the session number in SSASECT. – SSASECT will be available in query mode after it is

locked by Registrar’s office.– This will make sure that the compensation

calculates correctly.– See next slide for example

Situations Requiring Special Attention

Situations Requiring Special Attention

Errors & Trouble Shooting SIAASGNUnable to enter the contract type on SIAASGN

*WARNING* No records exist to query LOV – This will come up when you try to enter a contract type for a person who does not have a contract type on SIAINST. a. Contact Megan Dixon/Matthew Brunner to check on

SIAINST to see if a contract type has been assigned to this person.

b. If the contract type has not been assigned, the Registrar’s office will enter the contract type for you if the adjunct’s PEAMPL data is complete. (This is set up during the appointment process.)

Errors & Trouble Shooting SIAASGN

Error* Person not an instructor for the term.a. Person has not been assigned to any courses for the selected term

1. Check the term to make sure that is correct

b. If the person is teaching this term, SIAASGN needs to be updated to make that person an instructor which will update SSASECT.

Errors & Trouble Shooting SIAASGN

*Warning* Position number and suffix not yet assigned to employeea. This is a warning and will not stop any of the

processes from happening.b. Department will need to make sure that the

position has been assigned for the employee.c. Indicates that this is the first time that person

will be paid from that position.

Errors & Trouble Shooting SIAASGN

“ERROR Instructor Schedule Conflict” a. This error occurs when a faculty is assigned to

two courses during the same time slot. b. Solution, check the “override conflicts” box on

SIAASGN for both courses.

SSB – Faculty Load and Compensation

SSB – Faculty Load and Compensation3 Choices :• Compensation & Acknowledgement: This section is for

faculty to view their compensation.• Faculty Compensation Administration: This section is for

departmental & deans level personnel to review & edit compensation for each faculty member. Lock or unlock records.

• Summary View of Locked and Unlocked Status: A quick way to view the records in those statuses.

SSB-Faculty Load and Compensation

Faculty Compensation Administration• The filter selection screen gives you choices to

filter the records you want to view. Selection choices are by: – Term – Part of Term – Campus – College – Organization code – you will be limited to the codes in

your security set-up

SSB-FLAC

SSB - FLAC

You can then select what view you want:• Organization Summary – list of individuals in order by

organization code• Employee Summary – list of individuals in alpha order– From there you can select a specific person to view record

• Employee filter –view to a specific person by entering the last name, first name, or RUID

Administrator can override any pay component –System will store and report calculated and overridden.

Department will need to make sure that adjuncts are paid properly. If an error is found (see previous page), you will make the change and save the record. In this example, the rate is corrected to be flat rate of $1100.00 for the lab.

Enter reason for change. This is for auditing purposes. Save Comment.

FLAC Links and Components

• PARTS of the Organization Summary View

First column: Links to other areas of the FLAC module

Link to the errors are associated with this record Link to the Faculty acknowledgment Link to the Employee Summary page where you can see

the locked or unlocked status of this record This indicates that comments have been entered on this

person. Click this link to view the comments.

Links and Components

FLAC Linksand Components

Second Column: RestartA check box in this column indicates that this record could be restarted. No check box means that the record is in a status that does not allow restarts.

Restart means that the system will go out to Banner and refresh the information for the faculty member. It could bring over additional courses that were added to SIAASGN or an updated rank or compensation value. CAUTION: Restart refreshes the entire unlocked record in SSB. It will clear out any changes that you have made to the record in the self service environment, such as any rate changes or incremental rates. You will need to update rates again, if you choose to use Restart. *This action can be taken during review/approvals.

FLAC Linksand Components

• Clicking on Restart Selected Employee will bring updated information from Banner to the self service environment. Records must be in “unlocked” status in order to perform a restart.

• You may want to do this if:– The employee has had additional courses added to their workload– The compensation for the employee came into self service as 0.00

• This may have happened because the campus & schedule type were not defined on the PTRFLAC table maintained by Academic Budgets & Administration.

• Clicking on Download Employee Data will create an excel spreadsheet of the organization or employees displayed.– A spreadsheet is one way to give the chair or associate dean an

opportunity to review the compensation.

Editing Compensation in SSB-FLAC

Editing is done on the Course Calculation View.2 ways to go from the Org Summary in order to edit: 1. Click on the name or 2. Click on the course.

1. Clicking on the course takes you to the Course Calculation View.

Editing Compensation

• You can edit:– Rate– Calculation Method– Credit Hours– Flat Rate - Academic Affairs will review these

comments to ensure compliance with compensation rates & policies

– You can add incremental or special payments not listed above based on college and disciplines.

Editing Compensation

Incrementals:– Incrementals are the rules set up based on the course

discipline.– Click down arrow in the box to select incremental

options. The rate and calculation method will fill. These values can be changed. Enter comments whenever you change the rates or calculation method from the default values.

– SAVE the record. You will get a message at the top of the screen indicating that the change was saved successfully.

Editing Compensation

•Do Not Use The Back Arrow To Move From Screen to Screen!!! – Your changes may not be saved.

FLAC Records

• Locking Records and Approvals– Locking and unlocking records is done on the Employee Status

Summary page.– Records should be locked for employees once the compensation

has been reviewed and found to be accurate.– Only those records that are locked may have jobs created in

Banner and paychecks generated.– IMPORTANT: Deans/designee must LOCK records by the deadline

issued by Academic Budgets & Administration each semester. Failure to do so will delay the paycheck to the employee.

– Once all records are locked, download the employee data to a spreadsheet for the Departmental and College records.

FLAC Records

Making Changes to a Locked Record• Changes cannot be made to a Locked record.

The Dean must first unlock the record on the Employee Status Summary and Save.

• This will take you the Course Calculation View where you can click on the course that needs to be corrected.

• Reminder: Save all of your changes.

FLAC Records

• After all edits are complete, download data to a spreadsheet for your Chair and/or Dean to review.

• Notify your the College Dean’s office that your departmental records may be reviewed and locked.– DO NOT LOCK RECORDS for faculty who should not

be paid at this time; faculty teaching a course in the second half of the semester would be an example.

Locking/Unlocking Records

FLAC - Acknowledgement

• Faculty Perspective:– Faculty will be notified by email of their compensation

(Responsibility of the Dean’s office unless it is automated)– Adjunct Faculty can log on to RU Portal and SSB, select

Employee and Faculty Load and Compensation and Acknowledgement links to view their compensation along with any important information related to their pay.

– Faculty can log onto FLAC at any time and view their compensation after the record is locked. Note: Prior to ABA running its process, compensation may change as it goes through review and approvals.

FLAC - Acknowledgement

Through the RU Portal, Adjunct will use Quicklinks to access Self-Service Banner

FLAC - Acknowledgement

FLAC - Acknowledgement

FLAC - Acknowledgement

FLAC - Acknowledgement

FLAC - Acknowledgement

FLAC - Acknowledgement

Process for Corrections After Submissions

Contact Academic Budgets & Administration for the following situations:• Late Submission;• SSB created but employee record not locked or

applied in Banner;• Wrong Position Number assigned to person;• Error in compensation;• Cancelled Classes;• Change of faculty mid-semester

FLAC Deadlines

*PR40s will no longer be accepted for Overloads and Adjunct Assignments.

All Overloads and Adjunct Assignments must be entered into INB Banner using SSASECT and SIAASGN for FLAC (Faculty Load and Compensation module). Assignments must be entered by the deadlines published.

Action/Submission Wintermester Submission DeadlineCourse Assignments (INB Banner)* Tuesday, December 4, 2012

Action/Submission Spring 2013 Submission DeadlineRequests for Grant Reassignment or Release Time (PR40s) Friday, December 14, 2012Adjunct Appointment/Reappointments Friday, December 14, 2012Course Assignments Entry (INB Banner)* Tuesday, January 8, 2013 FLAC Approvals by College Deans (SSB) Monday, January 14, 2013

Questions• Questions may be submitted in writing to

cphillip@radford.edu. • Answers will be sent in response to inquiries.• FAQs will be posted on the Provost website.