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	Position Creation Personnel Administration Personnel Administration Actions	PA Faculty Actions Time Management Miscellaneous
Position Creation Who creates positions? Return to HR FAQ List Who creates positions? Regular staff positions are created by HR Compensation. Faculty, temporary, and student positions are created by departments. Return to Position Creation FAQ List Personnel Administration When an individual is both an employee and a student, is the individual identified by one system-generated ID, or two IDs? In addition to the basic information stored for each employee, what other kinds of data can be housed in IRIS to avoid shadow systems? In particular, can items such as training records, license numbers, and badge/key status be recorded in the system? What is included in Employee Self-Service? Will the new employee background check be noted in IRIS? If so, where will it be located and who will have access to it? Return to HR FAQ List When an individual is both an employee and a student, is the individual identified by one system-generated ID, or two IDs? The individual has only one ID in IRIS. A special process is in place to ensure that there is one number only for someone who is both employee and student. The number will be the same in HR/Payroll and Campus Management. In addition to the basic information stored for each employee, what other kinds of data can be housed in IRIS to avoid shadow systems? In particular, can items such as training records, license numbers, and badge/key status be recorded in the system? This information can be captured in IRIS. Such expansion of recordkeeping in the system is part of Phase Two efforts for HR/Payroll. What is included in Employee Self-Service? Development and roll-out of several Employee Self-Service features is a major Phase Two goal. First will come online pay statements, which employees will see in early 2007. Other developments include address updates, bank details, and tax withholding information maintenance. ESS for Open Enrollment will be available in 2008. Will the new employee background check be noted in IRIS? If so, where will it be located and who will have ccess to it? At this time there is no plan to capture the information in IRIS. The background check is a pre-employment check, so if the person does not "pass", in theory, they should not be in IRIS (using the same logic as with the drug tests). Return to Personnel Administration FAQ List Personnel Administration Actions If the system contains an employee who has an assignment that is shown as Active, but the employee no longer works in that position, is there a time frame within which the assignment is marked Inactive, or does it remain Active until the department performs the End of Assignment action? Does the system automatically identify if an additional assignment will incur overtime for an employee? Where do new employees get the tax forms they need? Are the forms provided at Employee Orientation? If someone worked an Overload in a previous month, but didn't get paid, can a retroactive action be created? (e.g., Additional Assignment PAR created on November 16 for Oct 1 start date and Nov 1 end date.) If you create an overload action for someone who is teaching off and on (not every month), would you need to do an Additional Assignment action and an End of Assignment action for each time they teach, so they don't get paid every month automatically? If a person leaves a position and someone is hired into that SAME position is the personnel assignment number the same? If an employee has multiple assignments, should each department complete a Separation Sheet, or just one of them? Is the Leave of Absence Without Pay action used for Maternity Leave? Or is this done using the employee's vacation/sick time? If someone enters a Position Change action and makes a mistake when they enter the base pay, do they need to go in and redo the action or can they fix the error via PA30 before they create the PAR? Return to HR FAQ List If the system contains an employee who has an assignment that is shown as Active, but the employee no longer works in that position, is there a time frame within which the assignment is marked Inactive, or does it remain Active until the department performs the End of Assignment action? Assignments remain Active until the department completes an End of Assignment action. The system does not automatically stop (or change) any action. Does the system automatically identify if an additional assignment will incur overtime for an employee? The system will not notify the user when an hiring action is being created that potential for overtime pay exists. However, the system does qutomatically calculate overtime for the employee when time is entered for a pay period. Where do new employees get the tax forms they need? Are the forms provided at Employee Orientation? The departmental PA Actions person should provide the forms to the new employee, since no tax forms are provided during New Employee Orientation. Most tax forms are available on the UK Forms website. Any new employee who is international will need to go to the Payroll department in the Peterson Service Building to complete the Tax Treaty forms. If someone worked an Overload in a previous month, but didn't get paid, can a retroactive action be created? (e.g., Additional Assignment PAR created on November 16 for Oct 1 start date and Nov 1 end date.) Yes, create the action retroactively. Contact by email or phone, either Compensation if the employee is staff or the Provost office if the employee is faculty, to let them know about the overload and about the PAR that will be sent. If you create an overload action for someone who is teaching off and on (not every month), would you need to do an Additional Assignment action and an End of Assignment action for each time they teach, so they don't get paid every month automatically? For employees who teach intermittanly, if a salary is not entered on Infotype 008 for the teaching overload, and the employee is paid through recurring (IT 0014) or additional (IT 0015) payments, the assignment can be left open until the employee is not expected to be teaching at all until next year. Typically, if the instructor will not be teaching until next year, the assignment is ended and a new assignment is created when the employee returns to teach. If the employee is being paid by a salary that has been entered on Infotype 0008, the assignment must be ended and a new action created when the employee returns to teach. If a person leaves a position and someone is hired into that SAME position is the personnel assignment number the same? PERNRs and Person IDs are specific to an employee. For example, an employee's PERNR of 10256 will never be assigned to someone else, regardless of the position the employee has or if someone else comes into that position. Each employee has only one Person ID, and if he/she only has one position at a time, he/she will have only one PERNR. The only time additional PERNRs are created is if the employee has multiple assignments in different positions at the same time. If an employee has multiple assignments, should each department complete a Separation Sheet, or just one of them? The main assignment department (or prime department) completes the Separation sheet and Action. The other departments use the End of Assignment Action. Is the Leave of Absence Without Pay action used for Maternity Leave? Or is this done using the employee's vacation/sick time? If the employee has accrued vacation/sick time, she must use it before going on Leave of Absence without Pay - using TDL first, then vacation. The employee is required to stay in a "pay state" as long as possible. If the employee does go into a "no pay" state, please inform them to contact the Benefits office to discuss health care payments, etc. If someone enters a Position Change action and makes a mistake when they enter the base pay, do they need to go in and redo the action or can they fix the error via PA30 before they create the PAR? If a typographically error was made when the base pay was entered, several things need to be done. First, print the PAR for the Position Change along with a note to Compensation about the error. To fix the error, do not use PA30, use PA40 Change in Base Pay. Run and print the new PAR with the same note to Compensation, and send both PARs/notes to them. By following these steps, all the records will be delimted correctly and the "behind-the-scenes" data will be correct. Return to Personnel Administration Actions FAQ List PA Faculty Actions How do you pay a summer supplement for a faculty member on a 11-month appointment? The College of Medicine does KMSF billing after payroll runs; how can I capture part-time faculty information? Do PRN faculty need to be separated? Return to HR FAQ List How do you pay a summer supplement for a faculty member on a 11-month appointment? You create an additional assignment using a Summer Supplement position. The College of Medicine does KMSF billing after payroll runs; how can I capture part-time faculty information? You can review the Labor Distribution report in the Business Warehouse (BW). Do PRN faculty need to be separated? No, unless they will no longer be working at the University in the future. Return to PA Faculty Actions FAQ List Time Management Do departments still need to calculate the vacation time to be paid for separating and/or retiring employees? Or does HR Benefits take care of this? Or a little of both? If a Monthly employee is on Worker's Compensation, does the department still have to complete a time sheet showing the correct Absence Codes? Why do I still need to transfer employee time, even though a nightly transfer process runs? How can I verify that the time I've entered for employees in my department has transferred? Can all employees, such as student workers, see their remuneration statements? Is there a way to automatically send a remuneration statement to a person's home? Some of our student workers would prefer it. Return to HR FAQ List Do departments still need to calculate the vacation time to be paid for separating and/or retiring employees? Or does HR Benefits take care of this? Or a little of both? The department calculates the amount. If the employee had more than the maximum amount that can be paid for vacation, the deparment enters the maximum amount allowable. If the balance is less, the departments enters the balance. IRIS does not calculate anything. The same is true for TDL (retirement) with the exception that IRIS will calculate the 10% payout when the department puts in the remaining balance after entering the maximum amount of hours to be paid. If a Monthly employee is on Worker's Compensation, does the department still have to complete a time sheet showing the correct Absence Codes? Yes. Why do I still need to transfer employee time, even though a nightly transfer process runs? The nightly transfer process does not pick up any retro hours that are entered. Therefore, it is VERY IMPORTANT to transfer all employee time that you have entered. How can I verify that the time I've entered for employees in my department has transferred? Use the transaction ZVERXFER to verify that the hours have transferred correctly. Can all employees, such as student workers, see their remuneration statements online? Only regular employees can see their remuneration statements online. Temporary employees, which includes student workers, do not have access. Is there a way to automatically send a remuneration statement to a person's home? Some of our student workers would prefer it. Remuneration statements cannot be automatically sent to the employee's home. The department would need to mail the statement to the employee, if the employee prefers this option. Return to Time Management FAQ List Miscellaneous When I have HR/Payroll questions, how do I decide who to call for help? Return to HR FAQ List When I have HR/Payroll questions, how do I decide who to call for help? Please refer to the HR/Payroll Support Matrix to determine to call for help. As the IRIS HR/Payroll team moves into implementation of Phase II functionality, they will continue to work with Compensation and Payroll to help resolve issues. Return to Miscellaneous FAQ List

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