ELECTRONIC PERSONNEL ACTION MANUAL E-Forms Approval (EF)

Size: px

Start display at page:

Download "ELECTRONIC PERSONNEL ACTION MANUAL E-Forms Approval (EF)"

Charleen Taylor
5 years ago
Views:

1 ELECTRONIC PERSONNEL ACTION MANUAL E-Forms Approval (EF) Entering the System If you have actions to browse for approval or review, you will see a message in the upper righthand corner of the ADIN system selection menu (Figure 1). Figure 1 ADIN system selection menu System Date ADIN Menu PRODA Time 12:00 ISU Administrative Technology Services Help Center: Doe, Jane You have 014 Form(s) to review Business AT Account Title System - display General Human Resources MYAD my ADIN messages & preferences PC Payroll Commitment EF e-forms Approval HT Payroll Hourly Time Entry AD271 F1=Help; F7/F8=Menu; End of menu F.Y.I. The is also used for other forms that will not be discussed in this manual. Questions should be directed to: CHEMREQ: Chemistry Stores Requisition, Becky Abu-Hawash, bmabuha@iastate.edu or Melissa Gruhn, msgruhn@iastate.edu COI DSCLR: Conflict of Interest Disclosure, Lesley Lackore, llackore@iastate.edu CSREQ: Central Stores Requisition, Tami Wicks, tswicks@iastate.edu CYBUY: cybuy Ordering, Procurement Services Help Desk, cybuy@iastate.edu EMP RMBRS: Employee Reimbursement, Carole Gill, cagill@iastate.edu or Bill Cahill, bpcahil@iastate.edu PCARD: Purchasing Card, Procurement Services Help Desk, pcard@iastate.edu PCARD-APPL: Purchasing Card Application, Procurement Services Help Desk, pcard@iastate.edu PCARD-CORG: Purchasing Card Campus Org, Jamie Rehlander-Barker, jlrb@iastate.edu PERS ACTN: Personnel Action, Sue Hudson, shudson1@iastate.edu REQ: Requisition, Procurement Services Help Desk, purchasing@iastate.edu E-Forms Approval (EF) Page 1

2 Approvers will use the to approve, reject or hold any actions that are routed to them. Originators will use this system to review rejected forms, browse current actions they have originated and view the routing of those actions. This function may also be viewed using AccessPlus in a similar format. For more information on how to approve and view actions on AccessPlus, go to AccessPlus Approval, Getting Started, pages 5 7. To browse actions for approval or review, select E-Forms Approval by entering EF at the SYSTEM heading on the ADIN system selection menu and press ENTER. The following screen will be displayed (Figure 2): Figure 2 E-Forms Approval menu FUNC BF FORM PERS ACTN ROLE DEPT UNIV ID LIST X-REF DATE 07/01/15 TIME 12:00 FUNCTION BF Browse Forms to Approve BA Browse Forms to Aprv(non-Held) BX BO DO BR TE TC Browse Form Cross Reference Browse by Originator Browse by Originator Dept. Browse Form Routing Total Commitment Entered Total Commitment EF100 F1=Help; F3=Exit; F4=Transfer; F7/F8=Browse The EF system offers a number of browsing functions, each of which offers a different view of an action. This manual will give a description of all the functions associated with the Electronic Personnel Action (as listed in Figure 2) and how to maneuver in and around each screen. F.Y.I. If you are having problems viewing the information, make sure the type of FORM says PERS ACTN. If it doesn t, TAB to the FORM field and press F1 to view the Help screen (see Figure 3), TAB to PERS ACTN and press ENTER. Figure 3 Help screen Help Form ID The form field identifies the type of form you are processing. The valid forms are listed below. EForm Type CHEMREQ CSREQ EForm Description Chemistry Stores Requisition Central Stores Requisition E-Forms Approval (EF) Page 2

3 BF Browse Forms to Approve & BA Browse Forms to Aprv (non-held) The BF function is the default option for the EF system. If you have the message, You have 014 Form(s) to review on the ADIN system selection menu, the forms would be located in BF and BA. These are the actions currently available for you to process. The only difference between the list of names in BF and BA is that BA does NOT include actions you have on HOLD. The following screen will be displayed for BF (Figure 4): Figure 4 Browse Forms to Approve FUNC BF FORM PERS ACTN ROLE DEPT UNIV ID LIST BROWSE KEY Browse Forms to Process Status Func Form SUMMARY Prxy Date Status PERS ACTN DOE JANE P AA APR PERS ACTN SWIFT MARY C MM Y INF PERS ACTN GREENFIELD DAVID E AA HLD PERS ACTN LI CHEN E CF APR PERS ACTN SMITH MICHAEL P LL APR EF102 F1=Help; F3=Exit; F4=Transfer; F6=Begin at last dcmnt; F7/F8=Browse There is a lot of information provided on this screen. Below is a list of each field and the information provided in that field: FUNC: If you TAB to this field and press ENTER, you will be directed to that employee s personnel action. You can also TAB to this field and type BR to go directly to the Browse Routing screen. (See BR Browse Form Routing, page 10 of this section.) FORM: This field tells you which system you are in. There are many different systems utilizing EF E-Forms Approval. For the Electronic Personnel Action system, you should see PERS ACTN in this field. If you see REQ instead of PERS ACTN, this means you are in the Requisition system, etc... (See Figure 3 Help Screen, page 2 of this section.) SUMMARY: This field provides you the name of the employees whose actions you have to process, the start date of the action, the employee s pay base and the type of action. PRXY: If there is a Y in this field it means that you have been set up as a proxy for someone else. These forms can be viewed by both you and the approver. E-Forms Approval (EF) Page 3

4 STATUS DATE: This is the date that the originator entered the action into the Payroll Commitments (PC) system. The originator can start actions at any time, but this date is when the originator actually begins the routing process by which the action leaves the PC system and enters the E-Forms Approval (EF) System. STATUS: This field tells you what is happening with the action (APR, HLD or INF). APR The action is at your terminal for viewing and can NOT be moved to the next approver until you or your proxy process it. HLD The action has been put on hold. INF The action has been sent to you for informational purposes only and should be reviewed. You may receive the action because you are set up as an informational approver, or because someone else has rejected the action. Reviewing a Rejected Action After you TAB to the desired action from the BF Browse Forms to Approve screen and press ENTER, you will be directed to the FD - Fund Detail screen (Figure 5). Figure 5 Fund Detail FUNC FD FORM PERS ACTN ROLE DEPT UNIV ID LIST Personnel Action - Reclass Name: DOE JANE Title: ADMIN SPEC III Basis: P SSN: Annual: Title Code: 1052 Grade: 14 Home Dept: ISU Proposed Changes Fund.Acct Start End Dept Monthly Committed CHANGE: P/S Salary above 1st third. CONTINUOUS APPOINTMENT Citizenship Status: Citizen Special Conditions: SALARY APPROVED BY V SMITH F9=Comments F10=Add Routing F11=View Routing ACTION: (REV) EF103 To view comments browse forward Whenever an action is rejected, it is sent back to everyone who had already processed it. You should see the message, To view comments browse forward, since comments are required whenever an action is rejected. To view the comments, press F8 to browse forward. E-Forms Approval (EF) Page 4

5 After reading the comments, you need to type REV in the ACTION field. Originators should return to the PC Payroll Commitments system to correct the action and route it again. Approving an Action After you TAB to the desired action from the BF Browse Forms to Approve screen and press ENTER, you will be directed to the FD - Fund Detail screen. This screen shows the detail of the Electronic Personnel Action that is routing (Figure 6). Approvers should review all the information for accuracy before processing the action. You can: APP Use to approve an action and allow it to proceed to the next approver. REJ Use to reject an incorrect action. It will be returned for review to everyone who has already processed it. (Remember: comments must be added before typing REJ see F9=Comments, page 6 of this section.) HLD Use to place an action on hold until you have all the information you need to process it. (Remember: comments must be added before typing HLD see F9=Comments, page 6 of this section.) Once you have made your decision and typed the correct choice, press ENTER. If you have more actions to process, press enter again and you will be directed back to the BF Browse Forms to Approve list. If you have no more actions to process, press F4 to return to the main ADIN Menu. Figure 6 Fund Detail FUNC FD FORM PERS ACTN ROLE DEPT UNIV ID LIST Personnel Action - Reclass Name: DOE JANE Title: ADMIN SPEC III Basis: P SSN: Annual: Title Code: 1052 Grade: 14 Home Dept: ISU Proposed Changes Fund.Acct Start End Dept Monthly Committed CHANGE: P/S Salary above 1st third. CONTINUOUS APPOINTMENT Citizenship Status: Citizen Special Conditions: SALARY APPROVED BY S SMITH F9=Comments F10=Add Routing F11=View Routing ACTION: (APP,REJ,HLD) EF103 To view comments browse forward E-Forms Approval (EF) Page 5

6 If the message, To view comments browse forward appears on the form, you will need to press F8 to browse forward until you see the comments. You may need to press F8 several times before comments appear at the end of the action. There are several function keys associated with this screen. The function keys listed at the bottom of the screen are associated with all ADIN systems. These are the F1=Help (which gives you a definition of the field where your cursor is located); F3=Exit (which takes you back to the previous menu screen); F4=Transfer (which takes you back to the main ADIN Menu); and F7/F8=Browse (which will page you backward and forward). Below is a description of each of the function keys associated with the Fund Detail screen: F9=Comments This function allows you to add your own comments. Comments are required when rejecting an action or placing an action on hold. Press the F9 key, type in your comments and press ENTER, then press the F9 key to return to the form. Note: The system does NOT wrap the words like in word processing. F10=Add Routing This function allows you to add someone else to the routing for informational purposes only. You cannot add someone as an approver; see Routing Changes, Getting Started, page 5. To add someone to the routing for informational purposes, press the F10 key (Figure 7). Figure 7 Add Routing Screen ROLE DEPT UNIV ID NAME SMITH M Your cursor will be located under the ROLE field. Here you need to type in the last name and first initial (all capital letters) of the individual you want to add, then press F1 to get a list of users. TAB to the correct name (make sure it says PERS ACTN in the FORM field) and press ENTER. The system will add that person s name, department and University ID to the above screen. You must press ENTER one more time to populate the fields as below (Figure 8). Figure 8 Completed Add Routing Screen ROLE DEPT UNIV ID NAME APPVR I S U SMITH MICHAEL To return to the form, press F10. E-Forms Approval (EF) Page 6

7 F11=View Routing This function allows you to view the routing of the action (Figure 9). This will give you information about the originator and the approvers. Figure 9 View Routing Screen FUNC BR FORM PERS ACTN ROLE DEPT UNIV ID LIST DOE JANE P AA BROWSE FORM ROUTING POSITION DEPT NAME ALLOWED/TAKEN DATE TAKEN BY ORGNTR 1 ISUAA SWIFT MARY ORG/ORG SWIFT MARY CHAIR ISUAA JACKSON ALAN APP/APP SMITH RUBY KAY APRVR 2 ISUBB SMITH MICHAEL INF/REV SMITH MICHAEL ASSOC DEAN ISUC ANDERSON STEVEN R APP/APP ANDERSON STEVEN R APRVR 2 G COL APPLE JONATHAN APP/APP APPLE JONATHAN APRVR 6 G COL ZHANG CHENG INF PAYRL 6 CONTR JOHNSON SUSAN J APP F11=Return to Form EF108 END OF TABLE The first three fields will give you information about the originator/approver and identify their position and department. The ALLOWED/TAKEN field shows the category of approval for each individual. The left-hand side (ALLOWED) can be either: ORG Originator is the one who initiated the action. APP Approver is the one who must approve an action for it to proceed. INF Information is for those individuals who view the action for informational purposes only (does NOT stop the routing process). REJ Means the action has been rejected and needs to be reviewed (REV). The right-hand side (TAKEN) lets you know who has already approved (APP), reviewed (REV) or rejected (REJ) the action. The next field, DATE, shows the date the action was approved, reviewed or rejected. And the last field, TAKEN BY, tells you who processed the action. NOTE: The NAME and TAKEN BY fields may be different names if a proxy processed the action for the approver. The TAKEN BY field will show the proxy s name. ADIN color codes the lines to let you know the location of the action in the routing process. The red line means that individual must approve the action before it can move to the next approver. The green line means the action has moved to that individual for informational purposes only and does not need to be approved to move the action along. To return to the FD Fund Detail screen, press the F11 key. E-Forms Approval (EF) Page 7

8 BX Browse Form Cross Reference This function allows you to browse all actions currently in the system, whether routing or already approved. To browse all actions for one individual, type BX in the FUNC field, TAB to the BROWSE KEY, type the employee s name and press ENTER. The following screen will be displayed (Figure 10): Figure 10 Browse Form Cross Reference FUNC BX FORM PERS ACTN ROLE DEPT UNIV ID LIST BROWSE KEY DOE Browse Forms Cross-Reference STATUS ORIGNATION FUNC SUMMARY STATUS DATE DATE DOE JANE E LL HLD DOE JANE E CF APR DOE JANE E AC APR DOE JANE E CF REJ DOE JANE E AA APR DOE JOHN E CF RTG DOE JOHN E LL APR EF105 F.Y.I. If looking up a common last name, you may need to add the first name. Remember do not use commas! Just type the last name space first name. The BX Browse Forms Cross Reference screen is very similar to the BF Browse Forms to be Approved screen. (See BF Browse Forms to Approve, page 3 of this section.) The differences are in the following two fields: STATUS: This field tells you what is happening, or has happened with the action. APR The action has been approved and is completed. REJ The action has been rejected. HLD The action has been put on hold. RTG The action is still in routing. ORIGINATION DATE: This field lets you know when the originator initiated the action. When you locate the action you want to view, TAB to the FUNC field and press ENTER, and you will be directed to that personnel action. If you just want to view who originated it, or who E-Forms Approval (EF) Page 8

9 approved it and the date, type BR in the FUNC field and press ENTER, and this will take you directly to the View Routing screen. (See View Routing Screen, page 7 of this section.) BO Browse by Originator This function allows originators to view all actions they originated which are still routing through the system (Figure 11). Figure 11 Browse by Originator FUNC BO FORM PERS ACTN ROLE DEPT UNIV ID LIST BROWSE KEY Browse Open Forms By Originator STATUS ORIGNATION FUNC SUMMARY STATUS DATE DATE SMITH JAMES A E CF RTG EF105 END OF TABLE To view a specific action, TAB to the FUNC field and press ENTER. If you just want to view the routing screen, type BR in the FUNC field and press ENTER. NOTE: It is very important that you check this screen often to make sure all of your actions are being approved in a timely manner. Remember, it is the ORIGINATOR S responsibility to make sure actions are approved by cutoff! (You can find cutoff dates on the Payroll Website.) DO Browse by Originator Department This function allows you to browse all actions currently in the system initiated by all originators in your department (Figure 12). Figure 12 Browse by Originator Department FUNC DO FORM PERS ACTN ROLE DEPT UNIV ID LIST BROWSE KEY Browse Open Forms By Department STATUS ORIGNATION FUNC SUMMARY STATUS DATE DATE SMITH JAMES A P CF RTG DOE JANE E AA RTG EF105 END OF TABLE E-Forms Approval (EF) Page 9

10 To view a specific action, TAB to the FUNC field and press ENTER. If you just want to view the routing screen, type BR in the FUNC field and press ENTER. The DO feature was added so that others within your department are able to track your actions while you are out of the office. BR Browse Form Routing This function allows you to browse the routing and check the progress of an action. When using the BF, BA, BX, BO, or DO, TAB to the FUNC field and type BR, and then press ENTER. The following screen will appear (Figure 13). Figure 13 Browse Form Routing FUNC BR FORM PERS ACTN ROLE DEPT UNIV ID LIST DOE JANE P AA BROWSE FORM ROUTING POSITION DEPT NAME ALLOWED/TAKEN DATE TAKEN BY ORGNTR 1 ISUAA SWIFT MARY ORG/ORG SWIFT MARY CHAIR ISUAA JACKSON ALAN APP/APP SMITH RUBY KAY APRVR 2 ISUBB SMITH MICHAEL INF/REV SMITH MICHAEL ASSOC DEAN ISUC ANDERSON STEVEN R APP/APP ANDERSON STEVEN R APRVR 2 G COL APPLE JONATHAN APP/APP APPLE JONATHAN APRVR 6 G COL ZHANG CHENG INF PAYRL 6 CONTR JOHNSON SUSAN J APP F11=Return to Form EF108 END OF TABLE F.Y.I. This is the same screen as Figure 9 View Routing Screen. The only difference is the method you used to get there. The first three fields will give you information about the originator/approver, and identify their position and department. The ALLOWED/TAKEN field shows the category of approval for each individual. The left-hand side (ALLOWED) can be either: ORG Originator is the one who initiated the action. APP Approver is the one who must approve an action for it to proceed. INF Information is for those individuals who view the action for informational purposes only (does NOT stop the routing process). REJ Means the action has been rejected and needs to be reviewed (REV). E-Forms Approval (EF) Page 10

11 The right-hand side (TAKEN) lets you know who has already approved (APP), reviewed (REV) or rejected (REJ) the action. The next field, DATE, shows the date the action was approved, reviewed or rejected. And the last field, TAKEN BY, tells you who processed the action. NOTE: The NAME and TAKEN BY fields may be different names if a proxy processed the action for the approver. The TAKEN BY field will show the proxy s name. ADIN color codes the lines to let you know the location of the action in the routing process. The red line means that individual must approve the action before it can move to the next approver. The green line means the action has moved to that individual for informational purposes only and doesn t need to be approved to move the action along. To go to the FD Fund Detail screen, press the F11 key. TE Total Commitment Entered This function shows the total proposed payroll commitment from the information on the Electronic Personnel Action that is routing (Figure 14). Once the Electronic Personnel Action has been approved by Payroll, the TE screen becomes the TC screen. Figure 14 Total Commitment Entered FUNC TE FORM PERS ACTN ROLE DEPT UNIV ID LIST CURRENT FISCAL YEAR DATA NAME DOE JANE TITLE ADMIN SPEC III 12 MONTH ANNUAL.SALARY BASIS P ACCT-> LST.CHG JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL BASIS P P P P P P F11 = Return to form EF121 For Additional Accounts Press F8 After viewing the TE Total Commitment Entered screen, you can either enter TC at the FUNC field to view the TC Total Commitment screen to compare the differences or press F11 to return to the form. E-Forms Approval (EF) Page 11

12 TC Total Commitment This function shows the total (current) payroll commitment (Figure 15). Figure 15 Total Commitment FUNC TC FORM PERS ACTN ROLE DEPT UNIV ID LIST CURRENT FISCAL YEAR DATA NAME DOE JANE TITLE ADMIN SPEC III 12 MONTH ANNUAL.SALARY BASIS P ACCT-> LST.CHG JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL BASIS P P P P P P F11 = Return to form EF121 For Additional Accounts Press F8 F.Y.I. If an employee has been paid from more than 6 accounts for the fiscal year, the message For Additional Accounts - Press F8 will appear at the bottom of the page. You can view these additional accounts by pressing the F8 key. After viewing the TC Total Commitment screen for the form routing, you can either enter TE at the FUNC field to view the TE Total Commitment Entered screen to compare the differences or press F11 to return to the form. E-Forms Approval (EF) Page 12

13 AR Archived Form This function is to request an archived form to be restored (Figure 16). Figure 16 Archived Form Func AR Form PERS ACTN Role Dept Univ ID List Archived Form Status Origination Summary Status Date Date DOE JANE P RR APP This form has been archived. A batch process can be run to restore the form information. Send restore request? No (Yes/No) EF118 After requesting this action to be restored the Payroll Office will process the request. The requested form will be available within one week from the date requested. E-Forms Approval (EF) Page 13

Michigan Tech University Banner Finance Self-Service User Guide. Revised 1/11/17

Michigan Tech University Banner Finance Self-Service User Guide Revised 1/11/17 TABLE OF CONTENTS Chart Terminology... 3 MTU Fiscal Year... 3 Web Resource Banner and Reporting... 3 Reports Listing your