FASIS Administration
Lookup User’s Guide FASIS 9.1, 8.51 © 2011‐14 Northwestern University Revised 2/19/2015
FASIS Assistance FASIS LOOKUP USER’S GUIDE FASIS ASSISTANCE Accessing FASIS FASIS Administration is accessed through the web at https://hrweb.northwestern.edu with your assigned FASIS Admin ID and password. Users must have successfully completed HRS101: FASIS Lookup Training and received proper security authorization to access the system. FASIS Administration can be accessed directly from any on‐campus wired or wireless connection. To access the system from an off‐campus location, you must first connect to the Northwestern network via the NU VPN. Training Classes FASIS offers a host of regular and on‐demand training classes available for a variety of FASIS components and procedures. All currently scheduled courses can be found by logging into the FASIS Self Service Portal (nupa.northwestern.edu) with your NetID and password. Select “Workplace Learning” on the right side of the Portal to review your training history and search for courses. In addition to regular courses, departments may request specialized trainings that cover specific topics or procedures. For questions about classes, or to request an in‐house training, contact the FASIS Help Desk at fasishelp@northwestern.edu. Assistance For FASIS assistance, including system lockouts, password resets, or troubleshooting, contact: FASIS Help Desk 847‐467‐4800 fasishelp@northwestern.edu Hours: M‐F, 8:30‐5:00pm Webpages FASIS Main Website (includes system procedures and code references): http://www.northwestern.edu/hr/fasis/ Administrator Payroll Information: http://www.northwestern.edu/hr/managers‐administrators/payroll‐administration/index.html FASIS Manual Many fields and transactions described in this User’s Guide, and more, are formally defined in the Faculty and Staff Information System procedural manual. Refer to the manual for specific information and instructions to supplement the technical system overview presented here. http://www.northwestern.edu/hr/about/announcements‐initiatives/fasis/manual/fasis_manual.pdf 2 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Table of Contents TABLE OF CONTENTS FASIS Assistance ............................................................................................................................................................................... 2 Table of Contents ............................................................................................................................................................................. 3 Section 1: Positions, Appointments, and Codes ........................................................................................................................ 5 Position and Appointment Data ...................................................................................................................................................... 7 Data Codes ..................................................................................................................................................................................... 10 Section 2: Introduction to FASIS ............................................................................................................................................. 13 Signing in to FASIS .......................................................................................................................................................................... 15 Navigating FASIS ............................................................................................................................................................................ 16 Searching within FASIS ................................................................................................................................................................... 17 Using the Favorites Menu .............................................................................................................................................................. 18 Section 3: FASIS Overview & History Pages............................................................................................................................. 19 Appointment Overview ................................................................................................................................................................. 21 Appointment History ..................................................................................................................................................................... 25 Current Salary ................................................................................................................................................................................ 27 Salary History ................................................................................................................................................................................. 30 Section 4: Additional Position Pages ...................................................................................................................................... 33 Position Data.................................................................................................................................................................................. 35 Position History .............................................................................................................................................................................. 39 Position Funding—Not Deployed .................................................................................................................................................. 40 View Valid Chartstrings .................................................................................................................................................................. 41 Vacant Budgeted Positions ............................................................................................................................................................ 43 Section 5: Additional Job/Appointment Pages ........................................................................................................................ 45 Job Data ......................................................................................................................................................................................... 47 Employment Info ........................................................................................................................................................................... 54 Northwestern Job Summary .......................................................................................................................................................... 56 Jobcode Matrix .............................................................................................................................................................................. 59 Section 6: Personal Information ............................................................................................................................................. 61 Personal Data ................................................................................................................................................................................. 63 Identification Data ......................................................................................................................................................................... 67 Eligibility Date Table ...................................................................................................................................................................... 68 Emergency Contact ........................................................................................................................................................................ 69 Northwestern University Faculty and Staff Information Systems 3
Table of Contents FASIS LOOKUP USER’S GUIDE Section 7: Payroll Data ........................................................................................................................................................... 71 Paycheck View ............................................................................................................................................................................... 73 Review Paycheck Summary ........................................................................................................................................................... 77 Tax Data ......................................................................................................................................................................................... 78 Additional Pay ................................................................................................................................................................................ 80 Additional Pay Distribution ............................................................................................................................................................ 81 Section 8: Administrator Functions ........................................................................................................................................ 83 Setting “Reports To” Approvers .................................................................................................................................................... 85 Setting NetID Coordinators ............................................................................................................................................................ 87 Online Directory Administration .................................................................................................................................................... 89 ERISA Hours Tracking ..................................................................................................................................................................... 90 Assigning Backup Approvers for Kronos ........................................................................................................................................ 91 Section 9: FASIS Code Reference ............................................................................................................................................ 93 Position Type & Category Codes .................................................................................................................................................... 95 Pay Group Codes............................................................................................................................................................................ 96 Employment Status Codes ............................................................................................................................................................. 96 Benefits Programs Codes ............................................................................................................................................................... 97 4 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 1 Introduction to Positions, Appointments, and Codes Northwestern University Faculty and Staff Information Systems 5
6 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Position and Appointment Data POSITION AND APPOINTMENT DATA Most information stored in FASIS is related to a POSITION at the University or an employee’s APPOINTMENT to a position. In order to understand the organization of FASIS information, it is first important to understand the differences between a position and an appointment, and how the two interact. What is a Position? The term “POSITION” refers to a collection of duties, requirements, and details that together create a general description of work at the University. Details of a position are irrespective of an individual employee; that is, if an employee leaves the position and a new one is hired into it, the details of the POSITION typically remain untouched. Some examples of POSITION‐related data are:  the department in which the job resides  whether the position is full‐time or part‐time  the position type (faculty, staff, student)  the University job title and corresponding job code  the University funding account, or chartstring, that will be charged for salaries  Consider how the items above – for example, a Financial Assistant in the Department of Chemistry – would not change when a new employee enters the position. What is an Appointment? The term “APPOINTMENT,” more commonly referred to as a “job” for staff members, takes the general details of a position and adds more data that is specific to an employee. Data found on the APPOINTMENT record likely will change each time an employee leaves or is hired into that position. Some examples of APPOINTMENT data are:  compensation (hourly or monthly salary)  appointment start and end dates  the employee’s tenure status  the contract period for which the employee is hired  leaves of absence  These APPOINTMENT data, unlike those associated with a position, are always tied to an individual. Northwestern University Faculty and Staff Information Systems 7
Position and Appointment Data FASIS LOOKUP USER’S GUIDE Using Positions and Appointments to Create Job Records All employment at Northwestern (except for temporary work) starts out as a POSITION: when an employee is hired, he or she is appointed to that Position. A JOB RECORD is created by combining the generic POSITION data with the employee‐specific APPOINTMENT data. Job Record numbers always begin with #0 and count up consecutively. Some employees, particularly faculty, have multiple appointments. A distinct JOB RECORD is created for each; for example, a faculty member who teaches in two departments and serves as a Faculty Advisor will have three JOB RECORDS: EMPLOYEE APPOINTMENTS (with JOB RECORD numbers)
POSITIONS Associate Professor,
Chemistry Dr. William Wildcat Associate Professor,
Chemical Engineering Faculty Advisor,
WCAS Primary Appointment: The Primary Appointment for a faculty or staff employee is usually JOB RECORD #0; this is the main job for which the employee was hired and indicates the department that holds responsibility for that employee. Feinberg Teaching Faculty: For teaching faculty in the Feinberg School of Medicine, RECORD #0 is the primary teaching appointment at NU; RECORD #1 is their associated clinical appointment at Northwestern Medical Group (NMG). Any additional teaching or administrative appointments will begin at #2. Note: Medical faculty clinical (NMG) appointments are indicated in FASIS and are paid through University payroll in combination with NU salaries. Veteran’s Administration (VA) appointments are indicated in FASIS but are not paid via the University. Appointments at Lurie Children’s Hospital (LCH), Northwestern Memorial Hospital (NMH), and other clinical settings are not indicated in FASIS nor paid through the University. Non‐University staff of NMG, NMH, and LCH are not visible in FASIS unless they have been specifically added for the sole purpose of gaining access to University systems. Graduate Students: Graduate student records often contain multiple appointments that may start and stop at various times. Because of the way Graduate Student records are maintained, they do not conform to any particular pattern. Temporary Employees: Temporary employees and work‐study students do not have POSITION data; their records contain only APPOINTMENT information. Job Record numbers for temporary employees do not hold any particular pattern. 1‐to‐1 and 1‐to‐Many Positions A 1‐TO‐1 POSITION may be filled by only one employee at any particular time; this is true for the majority of regular faculty and staff positions at Northwestern. Example: The Vice President for Student Affairs is 1‐to‐1: there will be only one Vice President for Student Affairs at any given time. A 1‐TO‐MANY POSITION allows up to 35 employees to be assigned to the same position at the same time. In this scenario, all POSITION DATA (e.g. department, location, funding, job title) will be shared by each individual. 1‐TO‐MANY positions are most common for adjunct faculty and graduate students. 1‐TO‐MANY positions are never required; they may be used at the department’s discretion. Example: The Department of Mechanical Engineering may hire 10 graduate students to work in the same lab on the same research project. Since all 10 would be tasked with the same duty, are part of the same department, are paid from the same account, and have the same title, they may all be hired into the same position. 8 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Position and Appointment Data Action/Reason Codes Each time POSITION or APPOINTMENT data is added or modified in FASIS, Action and Reason codes are assigned to explain what happened and why. These codes can be seen on related system pages (Appointment Overview, Current Salary, Position Data, Job Data) and provide a quick summary of how information has changed over time. For example, when reviewing an employee’s history on Job Data, the promotion code (PRO) will help you identify when the employee received a promotion. How to Submit Changes to Position or Appointment Data In the Lookup Training class, you will receive access to view all data. To submit changes, additional classes are required:  HRS102 Deployed Funding: This class provides access to enter funding (chartstring) changes for faculty, staff, and graduate student positions.  HRS103 Temp Administration: This class provides access to enter funding changes and other job modifications for temporary employees, including work‐study students.  HRS401 Position/Appointment Forms: This course allows users to print forms to complete and submit any non‐
funding change to a faculty, staff, or graduate student position/appointment record (e.g. hire, change in pay, change in location, etc.). Northwestern University Faculty and Staff Information Systems 9
Data Codes FASIS LOOKUP USER’S GUIDE DATA CODES Most records in FASIS contain numbers and codes that provide descriptive information about the data. These codes can be used to identify characteristics of a record and must be referenced when requesting a change to position or appointment information. Position Number Every general position has a unique 8‐digit number, called the POSITION NUMBER. No two positions will have the same number; the Position Number must be used to review or submit changes to any position data. Job Code A JOB CODE is a 6‐digit number that provides two pieces of information:  the Job Title: every Job Code is related to a specific, official University Job Title  the Payroll Account: each Job Code specifies which chartstring payroll account (last 5 digits) must be used to pay the related salary Some examples of JOB CODES are:  100133 – Title: Program Assistant 2; Payroll Account: 60103  100022 – Title: Professor; Payroll Account: 60011 HR Department ID Every Position resides in a 6‐digit HR DEPTID number: the first four digits identify the University department, while the last two digits, called “nodes,” are used to organize a department into groupings for system security and reporting purposes. One department may have multiple HR DEPTIDS, all of which begin with the same first four digits. The last two digits indicate: 
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xxxx00 – The “base” or default department number xxxx05‐13, xxxx80‐89, xxxx91 – Indicates positions funded by a shared department or center xxxx55 – Qatar employees xxxx90 – Deans xxxx92 – Veterans Administration appointments (Feinberg only) xxxx93 – Graduate Students funded by individual departments/schools xxxx94 – Health Service Clinicians (Feinberg only) xxxx95 – Northwestern Medical Group (NMG) appointments (Feinberg only) xxxx96 – Officers of Northwestern (senior management only) xxxx97 – Emeritus faculty xxxx98 – Work‐study student employees xxxx99 – Graduate Students funded by The Graduate School Schools or departments may request additional nodes for internal use: for example, a department may wish to use xxxx01 for adjunct faculty positions and xxxx02 for temporary employees. 10 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Data Codes Position Type and Category The POSITION TYPE and POSITION CATEGORY codes specify details about the type of Position: Position Type Position Category FAC Faculty ADF Administrative Faculty FAC Faculty ADJ Adjunct FAC Faculty CLA Clinical Assoc/Faculty Assoc FAC Faculty CNT Contributed Services FAC Faculty COT Coterminous FAC Faculty EME Emeritus FAC Faculty END Named Professorship FAC Faculty HSC Health Service Clinician FAC Faculty LIB Librarian FAC Faculty NMF NMFF FAC Faculty REG Regular FAC Faculty RES Research FAC Faculty UNC University College FAC Faculty VIS Visiting NON Non‐Employee ABF American Bar Foundation NON Non‐Employee AFF Affiliate NON Non‐Employee CHA Chaplain Affiliate NON Non‐Employee COB Cobra Dependent NON Non‐Employee IDP Id Purposes, non‐paid NON Non‐Employee IND Indep Contractor NON Non‐Employee NMF NMFF Member NON Non‐Employee NRO NROTC staff NON Non‐Employee PDC PostDoctorate NON Non‐Employee RET Retiree NON Non‐Employee RPK Research Park NON Non‐Employee TRN Visiting Ungrd Stud‐ Training NON Non‐Employee TRU Trustee NON Non‐Employee VSC Visiting Scholar NON Non‐Employee VSS Visiting Student STF Staff EXM Exempt STF Staff NEX Non‐Exempt STU Student GRA Graduate Non Work Study STU Student GWK Graduate Work Study STU Student SUM Summer Session STU Student UNG Undergraduate Non Work Study STU Student UWK Undergraduate Work Study Northwestern University Faculty and Staff Information Systems 11
Data Codes FASIS LOOKUP USER’S GUIDE Pay Group The PAY GROUP is part of an individual’s Appointment data and specifies how and when the employee is paid for a particular job record: Pay Group BIR Biweekly Regular BIT Biweekly temporaries IND Independent Contractors LTD Long Term Disability MGW Monthly Graduate Student Payment MOF Monthly Faculty Payment MON Monthly Staff Payment NMF Monthly NMFF (NMG) Payment OTH Unpaid TRN Training for Students & POI Payroll Status The PAYROLL STATUS is also part of an individual’s record and specifies that person’s current pay status at the University: Payroll Status A Active L Unpaid Leave of Absence P Paid Leave of Absence T Terminated 12 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 2: Introduction to FASIS Northwestern University Faculty and Staff Information Systems 13
14 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Signing in to FASIS SIGNING IN TO FASIS Browser Compatibility FASIS Version 9.1 is certified compatible with the following browsers:  Internet Explorer 7 and later on Microsoft Windows  Firefox 3 and later on Microsoft Windows, UNIX, Linus, and Mac OS X  Apple Safari 3.6 on Mac OS X FASIS Self Service vs. FASIS Administration Northwestern’s implementation of FASIS software contains two parts: FASIS Self Service and FASIS Administration. FASIS Self Service: All Northwestern employees have access to FASIS Self Service using their University NetID; this is where employees initiate actions for themselves ‐‐ including benefits changes, online directory updates, and enrolling in training courses. Employees also may view their own paycheck information in Self Service. FASIS Administration: FASIS Admin is a separate component that utilizes a different username and password. Authorized employees use FASIS Administration to view and submit changes to information for other employees at the University. For the purposes of this manual, all references to “FASIS” will refer to FASIS Administration. Accessing FASIS Off‐Campus or Wirelessly To access FASIS, you must be connected to the wired or wireless Northwestern network in a campus office building. To connect to FASIS from another location, you first must connect to Northwestern’s virtual private network (VPN). For instructions on installing and running the VPN connection, see http://www.it.northwestern.edu/offcampus/ or contact Northwestern University Information Technology at 847‐491‐HELP. FASIS Databases FASIS Administration contains two databases: Production and Reporting. All users receive access to both databases with the same Admin Username and password. FASIS Admin Production: Production (PROD) provides live, real‐time information at the moment you access it. For most data lookup purposes, you should use Production; any time you save data in the system, you must use the Production database. FASIS Admin Reporting: Reporting (REPT) is an exact copy of Production taken the night before and may include data up to 24 hours old. Reporting is intended for users to create or run Query reports from FASIS; these reports must be run in the Reporting database. Reporting is also available as a backup option for looking up data, in the event that Production is unavailable or slow. Logging in to FASIS Administration 1. Open your browser and navigate to: https://hrweb.northwestern.edu.
2. Choose the Production or Reporting database (see above).
3. Enter your FASIS Admin Username and Password (note this is not the same as your University NetID).
4. Click . Northwestern University Faculty and Staff Information Systems 15
Navigating the FASIS Menu FASIS LOOKUP USER’S GUIDE NAVIGATING THE FASIS MENU The floating horizontal menu at the top of each screen provides easy access to all pages within FASIS. To navigate using this menu, first click on the “Main Menu” link in the top left corner; then click each additional folder to open its submenu and locate the page you need. Each section in this guide, and all other FASIS manuals and job aids, will contain a menu path to guide you to the correct place. This horizontal menu also acts as a “breadcrumb,” keeping track of your path through the system. When you navigate to a page, the menu bar will fill in to show all intermediate menus through which you’ve passed. At any time, you can click on an intermediate menu directly: 16 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Searching within FASIS SEARCHING WITHIN FASIS All FASIS pages will first ask you to search for a particular record. Although different pages will allow you to search on different fields, the following search process and operators may be used on any search screen. Searching by Name In most FASIS searches, the NAME field should be entered in the format Firstname Lastname (e.g. Willie Wildcat). One notable exception is the NORTHWESTERN JOB SUMMARY page, in which case a name should be entered Lastname,Firstname (with no spaces, e.g. Wildcat,Willie). Name searches are not case‐sensitive, but names must match an employee’s official, most recent name within FASIS. For example, a search for “Bob Smith” will not work if the employee is listed in FASIS as “Robert Smith.” Entering Partial Data You may enter exact data or partial data for any field. For example, entering “Bro” in the LAST NAME field will return all results with a last name of “Brown”, “Browing”, “Brosnan”, etc. Search Operators Each search field contains a drop‐down box which usually defaults to “begins with,” but you may change it to any number of options by clicking the down arrow. “Begins with,” “contains”, and equal to will be the most useful when searching text, such as employee or department names. The greater than, less than, and “between” operators are useful when searching for specific dates or date ranges. Wildcards You may use search wildcards to expand your search, similar to internet searches. In FASIS, there are two wildcards: % (percent) will match a string of characters (searching for “ste%en” will return results with “stephen” and “steven”) _ (underscore) will match only one character (“ste_en” will return only “steven”) Maximum Search Results FASIS will only return the first 300 results; if your search matches more than 300 records, you will need to narrow your search criteria using additional fields or wildcards. For this reason, searching for common first or last names alone (“Susan” or “Brown”) are not recommended. Including History By default, FASIS pages will show the most current record or information. To view historical information (such as an employee’s Job Data from the prior year), you must click the “Include History” button on the relevant page. As a shortcut, clicking the checkbox when searching will automatically include all historical records. Northwestern University Faculty and Staff Information Systems 17
Managing the Favorites Menu FASIS LOOKUP USER’S GUIDE MANAGING THE FAVORITES MENU FASIS provides an easy way to manage your most recently and most often used pages through the “Favorites” menu, allowing for quick and easy navigation within the system. Viewing the Favorites Menu The Favorites menu is available from any page within FASIS and appears to the left of the Main Menu. Clicking Favorites displays two sections: Recently Used: This section tracks the last five pages you visited, providing easy access to move back and forth between a few different pages. For a page to be saved as Recently Used, you must view a data record in that page. My Favorites: Add and edit your own favorite pages to this section (see below). Adding a Favorite Page 1. Navigate to the FASIS page you wish to save, and search for a data record. Example: If you wish to save “Job Data,” you must first search for an employee’s ID or name and pull up a record. 2. Open the Favorites menu in the top left corner of FASIS, and click ADD TO FAVORITES. 3. Enter a DESCRIPTION for the page as you want it to appear in your Favorites list. The official FASIS page name will default. 4. Click . 5. A confirmation message will appear that your favorite has been saved. Click . Editing, Reordering, and Deleting Your Favorites 1. Open the FAVORITES menu in the top left corner of FASIS, and click EDIT FAVORITES.
2. Edit the names of any of your Favorite pages as necessary. To change the order in which the pages appear on your Favorites menu, modify the “Sequence Numbers” accordingly. Pages will be sorted by increasing numerical value, beginning with 0. Pages that have the same numerical value will be sub‐sorted alphabetically. To remove a page from your favorites, click 3. Click . . Note: Any new page you save to your Favorites after sorting is assigned a “Sequence Number” of zero, placing it by default at the top of your list. 18 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 3: FASIS Overview & History Pages Northwestern University Faculty and Staff Information Systems 19
20 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Appointment Overview APPOINTMENT OVERVIEW Summary Appointment Overview provides a snapshot of all of an individual’s appointments at Northwestern, combining the most relevant information from numerous other FASIS pages, such as Job Data, Position Data, and Personal Data. Navigation FACULTY AND STAFF INFORMATION > APPOINTMENT OVERVIEW Data Availability and Security Access This page operates slightly differently than most FASIS Admin pages. Specifically: Data Availability: You may search for any active and terminated Faculty, Staff, and Non‐Employee record. Temps, Grad Students, Trustees, NMG Administrators, Cobra Dependents, and Retiree Spouses are not searchable; use the Job Data page for those employees. Security Access: Any user with department access to at least one of an individual’s appointments (Faculty, Staff, or Non‐
Employee) will be able to see information for all of that person’s appointments across the University. Page Layout The top section contains an overview of the employee’s employment at Northwestern University; the bottom grid contains a list of all current appointment details. Northwestern University Faculty and Staff Information Systems 21
Appointment Overview FASIS LOOKUP USER’S GUIDE Data Definitions 1.
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Biographical Information This section contains biographical information for the employee. If multiple Ethnicities were reported, the Ethnicity field will display “Multiple” and all Ethnicities may be seen by hovering your mouse over that word. Status Details This area summarizes the employee’s overall status at the University. PRIMARY FUNCTION: Indicates the individual’s Primary Role HOME DEPARTMENT: The department responsible for taking the lead in promotion, disciplinary actions, tenure, and salary decisions for the employee. NU STATUS: The employee’s status; may be “Active” or “Terminated.” TIME STATUS: The overall time status for the individual across all appointments. The possible values are: “Full‐time”, “Part time” (between 50%‐99% full time), “Less than part time” (between 1%‐49% full time), and “None”. BENEFITS STATUS: Biographical Information Box Contains biographical information for the individual.
Note: If the employee self‐reported one Ethnicity, it will be shown. If multiple Ethnicities were reported, it will be listed as “Multiple” and all Ethnicities can be displayed by hovering your mouse over the word “Multiple”. Header Information The main box in the center is called the “header” box and contains overall employment details for the individual. PRIMARY FUNCTION The individual's primary function at Northwestern; based on the Primary Role. HOME DEPARTMENT 22 NU STATUS The Northwestern University employment status; may be "Active" or "Terminated".
TIME STATUS The overall time status for the individual. The possible values are: “Full‐time”, “Part time” (between 50%‐99% full time), “Less than part time” (between 1%‐49% full time), and “None”. Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Appointment Overview BENEFIT STATUS May be: “Benefits Eligible”, “Non‐Benefits Eligible”, or “Retiree Benefits”. TENURE STATUS (Faculty Only) May be: Attained, Tenure Eligible or Non‐tenure Eligible. ACADEMIC RANK , CAREER PATH (Faculty Only) The Academic Rank and Career Path for a faculty member, based on the Primary Academic Appointment. CURRENT HIRE DATE The earliest date of hire or rehire without a break in service from all active appointments. TIME WORKED The number of consecutive years an employee has worked with a payroll status of active, unpaid leave, or paid leave. It is calculated from the Current Hire Date. WORK PHONE, EMAIL The individual’s primary Work Phone and Email address.
ADDITIONAL CONTACT INFORMATION Click this link to view all Addresses, Phone Numbers, and Email Address for the individual. Quick Links Box Contains links to additional FASIS information and other resources. All individuals will have links to Salary Information (the FASIS Current Salary page), Benefits History, and the FASIS Manual. Additional links for Appointment History and Employment Dates will be activated Fall 2011. Individuals with a faculty appointment will also display links for Northwestern Scholars (coming Fall 2011) and Tenure History; staff with no faculty appointment will display a link to the Reports To information. Appointment Overview Data, Part 2 The bottom section of the Appointment Overview page contains details about each of the employee’s appointments: Fields REC The Job Record Number for this appointment.
PAYROLL STATUS May be: “Active”, “Leave of absence”, “Leave with pay”, or “Terminated”. (Faculty Only) Indicates whether this is a “Primary”, “Joint”, or “Secondary” ACADEMIC APPOINTMENT TYPE appointment. PRIMARY ROLE Indicates “Y” if this is the individual’s Primary Role (primary job responsibility). APPOINTMENT START DATE The Appointment Start Date is determined by the Effective Date of the latest Hire, Rehire, Reappointment, Transfer, Promotion, Demotion, or Reclassification transaction. TITLE, DEPARTMENT, Position information for this appointment; see the Position Data page for more POSITION NUMBER, details. POSITION TYPE, POSITION CATEGORY, PERCENT FULL TIME, PAY GROUP Northwestern University Faculty and Staff Information Systems 23
Appointment Overview FASIS LOOKUP USER’S GUIDE APPT INDIC (Faculty Only) The Appointment Indicator provides additional detail about the appointment; the default is blank. CONTACT PERIOD The length of time (in months) faculty or staff members are contracted to fulfill the responsibilities of their University appointments within a single fiscal year. ANNUAL RENEWABLE (Faculty Only) Indicates “Y” if this appointment is reviewed and renewed annually (used by Law and Feinberg). JOB CODE, STANDARD HOURS, SALARY PLAN, GRADE (Staff Only) These additional pieces of Position Information will be displayed when viewing an individual with only staff appointments. Tips  Terminated Employees will be shown with their Termination Date, Title at Termination, and Termination Reason. Current Appointment information is not available for terminated individuals; see Appointment History or Job Data for historical appointment data.  If Future Dated Information is entered on Job Data for this individual, the message “Future Appointment Transactions” will appear above the Current Appointment grid.  The Current Appointment grid can be zoomed in by clicking the icon, or downloaded to Excel by clicking .  The Header, Quick Links, and Current Appointments boxes will offer additional information for faculty or staff employees. If the individual has a combination of faculty and staff appointments, the faculty‐specific data will display.  All information on the Appointment Overview page is updated on a nightly basis. 24 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Appointment History APPOINTMENT HISTORY Appointment History identifies and organizes historical employment transactions to provide a snapshot of a specific employment record for an individual during his/her time at Northwestern. Unlike the Job Data page, which lists each transaction one‐by‐one, Appointment History identifies those which are the most important, combines transactions that have happened on the same day, and presents the information in a grid format. Included Employees: Like the Appointment Overview page, Appointment History provides information for all active, leave, and terminated Faculty, Staff, and Non‐Employees (excluding Temps, Grad Students, Trustees, NMG Administrators, Cobra Dependents, and Retiree Spouses). Employees who terminated from the University prior to September 2011 may not be viewable or may not display complete information. To view appointment details for these excluded types of employees, you must use the Job Data page. Security Access; Any user with current access to at least one of an individual’s appointments (Faculty, Staff, or Non‐Employee) will be able to see the history for all of that person’s appointments. Path MAIN MENU > FACULTY AND STAFF INFORMATION > APPOINTMENT HISTORY Appointment History Data, Part 1 The top section of the Appointment History contains overview information and Quick Links identical to those of the Appointment Overview page. For details about those data, see the preceding section. Appointment History Data, Part 2 The bottom section of the Appointment History page contains historical transactions for an individual’s employment record(s), sorted first by Job Record # and then by Effective Date: Fields EFFECTIVE DATE The date that the transaction became effective.
REC The Job Record Number for this appointment.
PAYROLL STATUS May be: “Active”, “Leave of absence”, “Leave with pay”, or “Terminated”. Northwestern University Faculty and Staff Information Systems 25
Appointment History FASIS LOOKUP USER’S GUIDE TRANSACTION DESCRIPTION The type of transaction that has been identified as important to this employee’s history. Note that if two transactions occurred on the same day, they may be combined for easier viewing. APPOINTMENT START DATE The Appointment Start Date is determined by the Effective Date of the latest Hire, Rehire, Reappointment, Transfer, Promotion, Demotion, or Reclassification transaction. APPOINTMENT END DATE If the appointment had an End Date at the time the transaction was processed, it will be displayed. ACTUAL APPOINTMENT END DATE If the appointment had an existing End Date, but the appointment was ended early, the actual end date will be listed. Example: The employee was hired with an End Date of 8/31/2012 but receives a promotion on 9/1/2011. The original appointment will show an End Date of “8/31/2012”, but an Actual End Date of “8/31/2011” – because the Promotion will have started a new appointment on 9/1/2011. Clicking the “Additional Info” tab at the top of the box will provide additional appointment information, such as Position Number, Position Type/Category, and Contract Period. Tips  Leave and Tenure transactions are included in the Appointment History.  This page will not contain every transaction seen on Job Data, but those that have been identified as pertinent to an employee’s history. To see all transactions, use the Job Data or Position Data pages.  The Current Appointment grid can be zoomed in by clicking the icon, or downloaded to Excel by clicking .  The Header, Quick Links, and Current Appointments boxes will offer additional information for faculty or staff employees. If the individual has a combination of faculty and staff appointments, the faculty‐specific data will display.  All information on the Appointment History page is updated on a nightly basis. 26 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Current Salary CURRENT SALARY Overview Current Salary provides salary detail for an individual’s active appointments at the University. Included Employees: To be visible on this page, the employee must have had at least one active appointment in a paid pay group (MON, MOF, BIR, NMF) at some time during the current fiscal year. Details are provided for all active Faculty, Staff, and Non‐Employees (excluding Temps, Grad Students, Trustees, NMG Administrators, Cobra Dependents, and Retiree Spouses). Terminated employees will not show on this page. Security Access: Any user with access to one appointment that has been paid (pay group MON, MOF, NMF, or BIR) at any time during the current fiscal year will see all Current Salary information for every appointment. Path MAIN MENU > FACULTY AND STAFF INFORMATION > CURRENT SALARY Current Salary Data, Part 1 The top section of the Current Salary page contains details about the employee’s total compensation. Biographical Information Box Contains biographical information for the individual.
Header Information The main box in the center is called the “header” box and contains overall salary information for the individual. HOME DEPARTMENT The department responsible for taking the lead in promotion, disciplinary actions, tenure, and salary decisions. WORK PHONE, EMAIL The individual’s primary Work Phone and Email address.
ADDITIONAL CONTACT INFORMATION Click this link to view all Addresses, Phone Numbers, and Email Address for the individual. Northwestern University Faculty and Staff Information Systems 27
Current Salary FASIS LOOKUP USER’S GUIDE ACADEMIC RANK (Faculty Only) Based on the faculty member’s Primary Academic Appointment.
GL DATE The last date the General Ledger was run for this individual; many of the fields on the Current Salary page are updated after each GL run. YTD FISCAL TOTAL COMP Total fiscal year‐to‐date compensation for the individual, including appointment salaries, additional pay, and overtime. YTD CALENDAR TOTAL COMP Total calendar year‐to‐date compensation for the individual, including appointment salaries, additional pay, and overtime. INSTITUTIONAL BASE Total annual compensation contracted by the University (does not include overtime SALARY (IBS) or additional pay). MERIT BASE SALARY Total annual compensation eligible for a merit increase; will be the IBS minus any salary that is excluded. ACADEMIC BASE SALARY (Faculty Only) Calculation used for proposal submission and effort reporting. Calculated for faculty with a 9 or a mix of 9 and 12 month Contract Periods only; otherwise, will show “Contact Eff Mgr.” Quick Links Box Contains links to additional FASIS information and other resources. All individuals will have links to Appointment Overview (the FASIS Appointment Overview page), Paycheck, Reports To, Citizenship Info, and the FASIS Manual. Additional links for Salary History and Employment Dates will be activated Fall 2011. Current Salary Data, Part 2 The middle section of the Current Salary page contains salary details for each of the employee’s paid appointments: Fields 28 REC The Job Record Number for this appointment.
PAYROLL STATUS May be: “Active”, “Leave of absence”, “Leave with pay”, or “Terminated”. JOB TITLE, DEPARTMENT, PAY GROUP Details about the current appointment.
SCHED PAY PDS The number of months or weeks in the year an employee receives a pay check.
% FULL TIME The percent full time for this appointment.
COMP RATE The current monthly or hourly compensation rate.
ANNUAL RATE The current Comp Rate x Scheduled Pay Periods. Will not display for monthly employees if the Sched Pay Pds is not 12. Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Current Salary CTRT PER Contract Period; the length of time (in months) faculty or staff members are contracted to fulfill the responsibilities of their University appointments within a single fiscal year. MONTHLY CONTRACT RATE The monthly rate based on the Contract Period; used to normalize salaries for comparison. ACTUALS + FY ENC The employee’s FY year‐to‐date earnings plus encumbered funds for the rest of the FY (money currently funded on the Position Funding page). PRE‐ENC Funds that are currently not encumbered for the fiscal year (not yet set up on the Position Funding page). FY APPT SALARY The total of Actuals+FY Enc and Pre‐Enc. For early start faculty (Sched Pay Pds greater than 12), this number will also include pay for the early start months. EXCLUDE MERIT BASE SALARY If an individual’s Home Department has chosen to exclude a salary from merit increase eligibility, it will be notated here. Click the Position/Appt. Info tab to view Appointment Start and End Dates; Position Number, Type, and Category; Position Budgeted Salary; and Annual Benefits Base Rate. Current Salary Data, Part 3 The bottom section of the Current Salary page contains details about the current chartstrings/grants that were used to pay the employee as of the last General Ledger run: Funding Detail This area contains the currently active funding lines for each position as of the last General Ledger run. For more details on funding, see Position Funding—Not Deployed. Tips  Actuals+FY Enc, Pre‐Enc, and FY Appt Salary are new fields available in FASIS. Unlike Vista reports, grant accounts that run past the fiscal year will only encumber to the end of the current fiscal year.  The FY Appt Salary may differ from the Annual Rate or Institutional Base Salary. This can happen if the individual received a mid‐year pay change, or if a biweekly employee with 37.5 Schd Pay Pds works more than 37.5.  Terminated Employees will be shown only if they have been paid in the current fiscal year. See Salary History or Job Data for terminated employees’ historical pay.  Data grids can be zoomed in by clicking the icon, or downloaded to Excel by clicking .  The Base Salaries box will not be shown for adjunct faculty or terminated employees.  YTD Fiscal/Calendar Total Compensation, Actuals+FY Enc, Pre‐Enc, and FY Appt Salary are updated after each GL run for the employee; all other fields are updated nightly.  An individual on a phased retirement plan will be indicated by a “Phased Retirement” note in the Header section. Northwestern University Faculty and Staff Information Systems 29
Salary History FASIS LOOKUP USER’S GUIDE SALARY HISTORY Overview Salary History provides a snapshot of all salary transactions affecting an employee during their time at Northwestern. Included Employees: To be visible on this page, the employee must have had at least one active appointment in a paid pay group (MON, MOF, BIR, NMF) at some time during the current fiscal year. Details are provided for all active Faculty, Staff, and Non‐Employees (excluding Temps, Grad Students, Trustees, NMG Administrators, Cobra Dependents, and Retiree Spouses). Terminated employees will not show on this page. Security Access: Any user with access to one appointment that has been paid (pay group MON, MOF, NMF, or BIR) at any time during the current fiscal year will see all Current Salary information for every appointment. Path MAIN MENU > FACULTY AND STAFF INFORMATION > SALARY HISTORY Salary History Data, Part 1 The top section of the Salary History contains overview information and Quick Links identical to those of the Current Salary page. For details about those data, see the preceding section. Salary History Data, Part 2 The bottom section of the Salary History contains salary details for each of the employee’s paid appointments, sorted first by Job Record # and then by Effective Date: Fields 30 EMPL REC The Job Record Number for this appointment.
EFFECTIVE DATE The date that the salary transaction became effective.
SALARY TRANSACTION The type of transaction submitted for this employee; only transactions that directly impact salary will be displayed. APPOINTMENT TRANSACTION If the Salary Transaction was part of a larger appointment transaction (such as a Merit Increase due to a Promotion), the related Appointment Transaction will be displayed. % FULL TIME The percent full time for this appointment at the time of the transaction. COMP RATE The monthly or hourly compensation rate at the time of the transaction. Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Salary History ANNUAL RATE The current Comp Rate x Scheduled Pay Periods at the time of the transaction. Will not display for monthly employees if the Sched Pay Pds is not 12. CONTRACT PERIOD Contract Period at the time of the transaction; the length of time (in months) faculty or staff members are contracted to fulfill the responsibilities of their University appointments within a single fiscal year. MONTHLY CONTRACT RATE The monthly rate at the time of the transaction, based on the Contract Period; used to normalize salaries for comparison. Click the Position/Appt. Info tab to view Appointment Start and End Dates; Position Number, Type, and Category; and Position Budgeted Salary. Tips  Data grids can be zoomed in by clicking the icon, or downloaded to Excel by clicking .  The Salary History page is updated with transactional data every night, and with earnings totals after every General Ledger run for the employee.  To view salary details for individuals that cannot be seen on this page, use the “Compensation” tab on the Job Data page. Northwestern University Faculty and Staff Information Systems 31
Salary History 32 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 4: Additional Position Pages Northwestern University Faculty and Staff Information Systems 33
34 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Position Data POSITION DATA Overview The Position Data page maintains current, future, and historical position information. Any modification that has been made to a position can be viewed here and is referenced by the use of Action and Reason codes. Position Data also identifies if a position is filled or vacant, and whether the position is 1‐to‐1 or 1‐to‐Many. If filled, the current incumbent (employee) can be seen on this page. Navigation MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > ADD/MAINTATIN POSITIONS > POSITION DATA Layout Data is organized into four tabs on the Position Data page: 
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Description – an overview of various position information Nw Position Data – a wide array of more specific information regarding the position Specific Information – this tab is not currently used and will be empty Budget and Incumbents – basic information for all incumbents (employees who currently hold this position) Each tab can be further broken down into multiple boxes on the screen. For the sake of clarity, information on within each tab will be shown and explained one box at a time. Description Tab Fields POSITION NUMBER An 8‐digit number assigned by HR Compensation that identifies a particular position.
HEADCOUNT STATUS Notes if the position is currently Filled or Open.
CURRENT HEAD COUNT The number of employees currently in the position and the maximum number allowed in the position. EFFECTIVE DATE The date that the corresponding Reason because effective.
STATUS Notes if the position is Active or Inactive. An Inactive position cannot have any incumbents and cannot be posted to eRecruit for hire. REASON A 3‐digit code and corresponding description that describes the last change made to this position record. ACTION DATE The date that the change was keyed into FASIS.
Northwestern University Faculty and Staff Information Systems 35
Position Data FASIS LOOKUP USER’S GUIDE POSITION STATUS Will always be “Approved” for any active position record.
STATUS DATE The date of the last change to Position Status; this field will be 01/01/1901 for most positions. Fields BUSINESS UNIT The Business Unit will always be “Northwestern Business Unit.” JOB CODE A 6‐digit number that identifies the Job Title (note the corresponding title listed next to the Job Code). REGULAR SHIFT This field is not used.
UNION CODE Used only for union employees, this field will identify the union to which the employee belongs. TITLE The official University Title for the position. This will be an abbreviated version of the fully‐spelled‐out title listed next to the Job Code. Fields DEPARTMENT The 6‐digit HR Department ID number in which the position resides. LOCATION A 4‐digit code that identifies the physical location tied to the position. REPORTS TO The Position Number of the Department Manager for this position’s department. Note: This is not the supervisor of the individual in this position. 36 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Position Data Fields SALARY ADMIN PLAN Denotes whether the position is classified as Exempt or Non‐exempt. GRADE A grade level assigned to each staff position by HR Compensation. This field will be blank for faculty positions. STANDARD HOURS & The number of hours per work period that an employee in this position is expected WORK PERIOD to work. MON‐SUN If the weekday boxes have hours in them, these hours will pre‐populate into an employee’s Kronos time sheet. Nw Position Data Tab Fields POSITION END DATE A position will either have an End Date or will be marked as Indefinite End. An End & INDEFINITE END Date is usually assigned to positions supported by grant funds. Describe the category of the position. Refer to the Position Type/Category codes for POSITION TYPE & POSITION CATEGORY a complete listing of all Types and Categories. Northwestern University Faculty and Staff Information Systems 37
Position Data FASIS LOOKUP USER’S GUIDE ELIGIBLE FOR BENEFITS This box will be checked if the position is benefits‐eligible.
TENURE TRACK This box will be checked if the position is eligible for tenure. The Office of the Provost maintains all tenure information. SCHED PAY PERIODS The number of pay periods in a year for which the employee will receive pay. STANDARD HOURS The number of hours per week the employee is expected to work. PERCENT FULL TIME Describes the full‐time ratio for this position.
BUDGETED SALARY The amount budgeted by the department for salary purposes. Note this is not the same as the employee’s actual compensation. SALARY ADMIN UNIT The high‐level department or school that takes ultimate responsibility for budget matters regarding this position. Budget and Incumbents Tab The Current Incumbents box includes information relating to the employee(s) currently in this position. It also includes a direct link to the associated Job Data page for more information. (Note the Current Budget box is not currently used.) 38 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Position History POSITION HISTORY Overview The Position History page provides a summary of all employees who have held the position in the past, including their start and end dates, beginning and ending salary, and reason for leaving the position.
Navigation MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > REVIEW POSITION/BUDGET INFO > NU POSITION HISTORY Data Description After searching for a position number, basic information about the most recent employee to hold the position will be displayed, including the Position Entry Date (when the employee began in this position); as well as the corresponding Compensation Rate, Salary Plan, and Grade. This information is a snapshot of when the employee began and may not reflect the employee’s current compensation. When an employee leaves the position, the End Date will be included along with the employee’s ending Compensation, Salary Plan, and Grade. An Exit Reason will also be provided. While only the most recent employee is shown by default, the scroll buttons at the right of the blue bar can be used to scroll through all past employees or to view all of them on the same screen. Northwestern University Faculty and Staff Information Systems 39
Position Funding—Not Deployed FASIS LOOKUP USER’S GUIDE POSITION FUNDING—NOT DEPLOYED Overview Position Funding—Not Deployed provides information about the funding accounts (chartstrings) used to pay employees in this position. This screen includes current funding, as well as any past or future funding set up within the system. This is the default funding page for all FASIS users and is view‐only. Users who take the FASIS Deployed Funding class will receive a different page through which funding changes can be submitted. For more information, refer to the FASIS Deployed Funding documentation. Navigation MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > ADD/MAINTAIN POSITIONS > POSITION FUNDING‐‐NOT DEPLOYED Data Description Fields 40 JOURNAL ENTERED If “Y”, a payroll Journal has recently been entered either through deployment or paper for this employee. FUND, FN DEPT, PROJECT, ACTIVITY, PROGRAM, CHARTFIELD 1, ACCOUNT These seven fields are the main components of University chartstrings, and together represent the specific University account to which the employee’s pay will be charged. PERCENT The percentage of the employee’s pay that will be charged to this chartstring. START DATE, STOP DATE, INDEFINITE END The beginning and end dates for this chartstring to be used for the position’s payroll. Like the Position End Date, usually only grant‐supported chartstrings will have a Stop Date. Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE View Valid Chartstrings VIEW VALID CHARTSTRINGS Overview The View Valid Chartstrings page should be used to confirm the availability of payroll funding prior to submitting a position funding change on paper or online. This page will confirm that the appropriate payroll account is open on the chartstring and that a grant account’s start and end dates are consistent with the date range for which you are attempting to modify funding. Navigation MAIN MENU > ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > REVIEW FUNDING INFO > VIEW VALID CHARTSTRINGS Searching for a Chartstring Upon navigating to the View Valid Chartstrings page, you will be presented with the Chartstring search page. You may enter all fields or just one or two (e.g. just a Project). Data Description The Chart String box contains basic information about the validity of the chartstring: Northwestern University Faculty and Staff Information Systems 41
View Valid Chartstrings FASIS LOOKUP USER’S GUIDE Fields LAST UPDATE The date this chartstring’s information was last updated.
PTA PRIMARY, PTA The Payroll Transaction Approvers assigned to this chartstring. If at least one PTA is BACKUP listed, this chartstring is deployed and can be used when changing funding online. START DATE, END DATE The date range for which this chartstring is valid for use.
FED GRANT Notes if this chartstring is supported by a federal grant.
The Valid Accounts box will contain any payroll accounts that are valid for use on a grant (for non‐grant chartstrings, all accounts are valid). Note that only the first 10 accounts are displayed; use the scroll arrow to see any additional accounts. Opening New Chartstrings If you would like to use a chartstring or Account that is not available in FASIS, it must first be opened by contacting Accounting Services (non‐grant chartstrings) or the Office for Sponsored Research (grant chartstrings). Any new chartstring or account that is opened will be visible in FASIS the following business day. 42 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Vacant Budgeted Positions VACANT BUDGETED POSITIONS Overview The Vacant Budgeted Positions page will provide a listing of all active, vacant positions within your 6‐digit HR Department ID number. This page can be valuable for two main reasons:  When hiring new employees or adding additional appointments for existing employees, it is strongly recommended to use vacant positions available within your department whenever possible (instead of creating a new position).  It is also advised to review vacant positions on a regular basis; if a vacant position is not going to be used in the foreseeable future, it can be Inactivated (via a Position/Appointment Form). Inactivating the position removes it from your department’s Position Management reports and frees up funds that were previously allocated to the position. An Inactive position can be Reactivated at any time (via a Position/Appointment Form). Navigation ORGANIZATIONAL DEVELOPMENT > POSITION MANAGEMENT > REVIEW POSITION/BUDGET INFO > VACANT BUDGETED POSITIONS Searching for Data When entering the Vacant Budgeted Positions page, you will be prompted to search for a 6‐digit HR Department ID number. You can also search using the first four digitis of the DeptID, and then choose from a list of 6‐digit numbers within that department. Data Definitions – Position Data Tab Fields STATUS The Position Number for the vacant position.
DESCRIPTION The University Title.
POSITION STATUS The status of the position; this is usually “Approved” unless it is a new position pending budgetary approval. REPORTS TO The 8‐digit Position Number for the supervisor of this position.
Northwestern University Faculty and Staff Information Systems 43
Vacant Budgeted Positions FASIS LOOKUP USER’S GUIDE SHORT DESCRIPTION A shorter version of the University Title.
VACANT POSITIONS, The number of vacancies and the maximum number allowed for this position. MAX HEAD COUNT FULL TIME/PART TIME, Notes if the position is classified as Full or Part Time and Regular or Temporary.
REGULAR/TEMPORARY FUTURE DATED ROWS If checked, there is some action waiting to happen to this employee’s job record on some future date. Data Definitions – Job Information Tab Fields 44 JOB CODE The 6‐digit Job Code that defines the position’s Title and Payroll Account. MANAGER LEVEL, JOB FUNCTION These codes are set for most positions by HR Compensation but are not always available on older positions. SALARY ADMINISTRATION PLAN The type of salary plan for this position, such as NEX (non‐exempt), EXS (exempt staff), ITS (Information Technology staff). SALARY GRADE The grade for this position.
Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 5: Additional Job/Appointment Pages Northwestern University Faculty and Staff Information Systems 45
46 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Job Data JOB DATA Purpose The Job Data page contains complete current, historical, and future details regarding an employee’s appointment, including salary and benefits information. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > JOB DATA Work Location Tab The Work Location tab contains the Position Number associated with the appointment, the Position Entry Date, and the HR Department IDs associated with the position: Fields EFFECTIVE DATE The date that the most recent change, described by the following Action and Reason, took effect. Northwestern University Faculty and Staff Information Systems 47
Job Data FASIS LOOKUP USER’S GUIDE EFFECTIVE SEQUENCE If more than one change was made on the same date, Effective Sequence will describe in what order the different changes took effect (from lowest number to highest number). ACTION, REASON Codes that describe the change that was made to this job. Refer to the Action‐
Reason Code Matrix for a summary of all codes. Job Information Tab The Job Information tab contains the Job Code, University Title, and Standard Hours. The Contract Number box is not used. Job Labor Tab The Job Labor tab is only used for union employees and will be blank for all other employees. For specific questions or concerns regarding union information, contact the Payroll Office. 48 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Job Data Payroll Tab The Payroll tab contains the employee’s Pay Group, Employee Type, and other fields relevant to payroll processing: Fields PAY GROUP Used by Payroll to determine how an employee is paid.
Salary Plan Tab This tab indicates the Salary Plan for all employees and the position’s Salary Grade for staff appointments. Northwestern University Faculty and Staff Information Systems 49
Job Data FASIS LOOKUP USER’S GUIDE Compensation Tab The Compensation tab records current and past compensation for the employment record. Fields 50 COMPENSATION RATE, FREQUENCY The pay rate for the employee, in either hours or months as indicated by Frequency.
CHANGE AMOUNT, CHANGE PERCENT If the Action and Reason on this page relate to a pay change, these two fields will calculate by how much the employee’s pay was changed. ANNUAL A calculation of the employee’s annual pay on this appointment. Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Job Data Nw Job Data Tab Nw Job Data provides a summary overview of the basic, important job details including Appointment End Date, Position Type and Category, and Benefits/Tenure/Primary flags. Fields APPOINTMENT END DATE, JOB INDEFINITE END If the employee’s appointment has an end date, that date will be entered in the Appointment End Date field; otherwise, Job Indefinite End will be checked, indicating that the appointment does not expire. PRIMARY ROLE For all employees, Primary Role will be checked on the job/appointment in which the
employee spends the most of their time working. ACAD APPT TYPE For faculty members with multiple appointments, this field will indicate whether this job is the employee’s Primary Appointment (“P”), a Joint Appointment (“J”), or a Secondary Appointment (“S”). Employees without an academic appointment will have a blank value. Note: the Primary appointment usually resides within the faculty member’s Home Department. ANNUAL FTE SALARY The annual salary the employee would make if he worked this position 100% full time. APPOINTMENT INDICATOR Used by some schools to denote different types of faculty appointments. ANNUAL RENEWABLE Primarily used for faculty in the Feinberg and Law schools. A “Y” in this field indicates that the faculty member’s appointment is reviewed and renewed annually. APPOINTMENT START DATE An auto‐generated field that captures the date an employee began in this particular appointment. Note: this field is not used for temporary employees or grad students.
EXCLUDE MERIT BASE SAL If the earnings from this job are not included in determining a faculty member’s Merit Base Salary, a brief reason will be listed here. A blank space means that the earnings are included in the Merit Base Salary calculation. Northwestern University Faculty and Staff Information Systems 51
Job Data FASIS LOOKUP USER’S GUIDE Employment Data Link Click the Employment Data link at the bottom of any screen in Job Data to view information about an employee’s University seniority: 52 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Job Data Benefits Program Participation Link Click the Benefits Program Participation link at the bottom of any screen in Job Data to view benefits information, including the Annual Benefits Base Rate and the Benefit Program in which the employee is currently enrolled: Fields ANNUAL BENEFITS BASE RATE The amount used to calculate the employee’s benefits base. This amount is updated every January using the employee’s wages from September 1st. BENEFIT PROGRAM Denotes the type of benefits program in which the employee is enrolled. Northwestern University Faculty and Staff Information Systems 53
Employment Info FASIS LOOKUP USER’S GUIDE EMPLOYMENT INFO Overview The Employment Info page presents an organized view of some of the most common job/appointment information. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > REVIEW JOB INFORMATION > EMPLOYMENT INFO Job Info Tab The Job Info tab contains a brief summary of all of the employee’s appointments on one page. This is similar to the outline shown on Job Summary, except additional information (including salary) is included for each position here: Employment Info Tab The Employment Info tab presents a one‐page snapshot of an individual’s employment at the University, including Leave Accruals, Benefits information, and the last chartstring(s) that were used to pay the employee. 54 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Employment Info Fields SERVICE DATE The date the employee began qualified service at Northwestern. TENURE STATUS If the employee is tenure eligible, the status will be listed as “T” (Tenure Track), “A” (Achieved Tenure), or “D” (Denied Tenure). ACADEMIC BASE SALARY Used in Effort Reporting for faculty members who have a combination of 9‐ and 12‐
month appointments. This field will only be displayed an employee of this type is selected. FUNDING DETAIL The last box displays the chartstrings used to pay this employee on the last payroll run. Northwestern University Faculty and Staff Information Systems 55
Northwestern Job Summary FASIS LOOKUP USER’S GUIDE NORTHWESTERN JOB SUMMARY Overview The Job Summary page contains basic, non‐protected information about every appointment for employees across campus. Job Summary is the only page in FASIS that is not limited by security access; you are allowed to see basic employment details for anyone at the University. Path MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > REVIEW JOB INFORMATION > NORTHWESTERN JOB SUMMARY Searching for Data When searching for an employee within Job Summary, two results may be returned, one with a Database Name of “SESPROD” and another with a database Name “HRPROD”:  To view employment information, always choose the record with a Database Name of “HRPROD.” If not available, the employee has no employment history at Northwestern.  The “SESPROD” record indicates that the individual exisits in the Registrar’s student database. When hiring an employee for the first time, the Employee ID number associated with SESPROD should be used. Data Definitions – Nw Job Summ1 Tab The Nw Job Summ1 tab contains a brief summary of all of the employee’s appointments on one page: Fields 56 STATUS Denotes whether this employment record is Active or Terminated. REC# The employment Record ID number for this position. POSITION The 8‐digit position number assigned by HR Compensation.
Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Northwestern Job Summary TYPE Position Type (see Position Types/Categories list).
EFFDT The date that a change to this job record last took effect.
END DATE For Terminated job records, the date of termination will be noted here. DEPT The 6‐digit HR Department ID number in which this position resides. FUTURE DATED ROWS If checked, there is some action waiting to happen to this employee’s job record on some future date. Data Definitions – Nw Job Summ2 Tab The Nw Job Summ2 tab contains more detailed information about each Job Record Number. Note that you will have to use the scroll arrow or “View All” to view all Job Records: Fields JOB BEGIN DATE The day the employee began working in this position.
APPT END DT The scheduled end date for this appointment. If blank, this appointment has an Indefinite End. Northwestern University Faculty and Staff Information Systems 57
Northwestern Job Summary FASIS LOOKUP USER’S GUIDE Data Definitions – Empl Location Tab The Empl Location tab provides information on the physical location for each active job record: 58 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Jobcode Matrix JOBCODE MATRIX Overview The Jobcode Matrix allows all FASIS users to see information on each active Job Code at the University. This is the easiest way to identify specific characteristics associated with an individual Job Code and the Position Number with which that Job Code is associated. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > VIEW JOBCODE MATRIX Page Description Entering the Jobcode Matrix page will automatically produce a listing of all active Job Codes at the University. To quickly find the information you’re looking for, you may search for a specific Job Code, or for a number of Job Codes that match certain characteristics: Northwestern University Faculty and Staff Information Systems 59
Jobcode Matrix 60 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 6: Personal Information Northwestern University Faculty and Staff Information Systems 61
62 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Personal Data PERSONAL DATA Overview Personal Data contains all personal information for an employee, including home and campus contact information, campus email, University NetID, and date of birth. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > PERSONAL INFORMATION > PERSONAL DATA NW Biographical Details Page  PersonID will be equivalent to Employee ID for any Northwestern employee. For those who may not hold a position at Northwestern (i.e. a “Person of Interest” or POI), this will be the POI Number.  Ctzn Ctry and Res Cntry provide information on the employee’s country of citizenship and country of residency. Northwestern University Faculty and Staff Information Systems 63
Personal Data FASIS LOOKUP USER’S GUIDE Contact Information Tab The Current Addresses box provides multiple addresses associated with this employee: Fields HOME The employee’s Home address, as reported through FASIS Self‐Service. CHECK The employee’s check address, used only in instances where printed checks or pay stubs should be sent. This is usually a department address. I‐9 PULL If the employee’s paycheck is pulled for some reason, this field will note where the pulled check is being held. If there is no check pull, this address will be blank. W2 This field is updated every January after W2s are mailed and notes the address to which this employee’s W2 was sent. For all active, regular employees, this will usually be a department address. For temporary employees and those who are no longer with the University, the W2 address will be the Home address. UNIVERSITY MAIL The official address for all University mail for this employee..
64 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Personal Data The Phone Information and Email Addresses box will display all phone and email information on file for the employee:  The phone number and email address checked as Preferred will be the phone and email that display in the NU Online Directory.  The employee’s NetID will appear under the Email Addresses box.  An employee may add/update contact information and choose the preferred phone/email through FASIS Self‐Service. Regional Tab The Regional tab contains self‐reported ethnicity information and I‐9 eligibility data:  Citizenship (Proof 1) and Citizenship (Proof 2) were used prior to the electronic E‐Verify system to record citizenship documents. These fields will be blank for employees who were hired after E‐Verify went in place.  Eligible to Work in U.S. will be checked for all employees who have successfully completed work eligibility verification through the E‐Verify system.  The Smoker History box is not used at Northwestern. Northwestern University Faculty and Staff Information Systems 65
Personal Data 66 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Identification Data IDENTIFICATION DATA Overview Identification Data provides citizenship information and visa/permit data for employees. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > PERSONAL INFORMATION > CITIZENSHIP > IDENTIFICATION DATA Citizenship/Passport Tab For most employees, the Citizenship/Passport tab will be blank. This page will include information only if an employee’s passport has been recorded for other purposes. Visa/Permit Data Tab Employees who are not U. S. citizens may have a limited amount of Visa/Permit data displayed in this tab. Any questions or concerns regarding visa or permit information should be directed to the University’s International Office. Northwestern University Faculty and Staff Information Systems 67
Eligibility Date Table FASIS LOOKUP USER’S GUIDE ELIGIBILITY DATE TABLE Overview The Eligibility Date Table displays the complete Qualified Service Period for an employee. Navigation MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE LEAVE ACCRUAL > ELIGIBILITY DATE TABLE Data Description If an employee has worked at Northwestern since before the first implementation of FASIS, their Qualified Service Period will be split into two pieces: the first (PAS) will be their service before FASIS, and the second (FASIS) is their service after FASIS was introduced. The Totals line at the bottom will provide the employee’s complete Days and Years of continuous service, both before and after FASIS was implemented. 68 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Emergency Contact EMERGENCY CONTACT Overview The Emergency Contact page provides access to the emergency contact information that the employee has entered into FASIS Self‐Service. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > PERSONAL INFORMATION > PERSONAL RELATIONSHIPS > EMERGENCY CONTACT Contact Address/Phone Tab The emergency contact’s relationship, address, and phone number is displayed in the first tab. If an employee has entered more than one Emergency Contact, the scroll bar will display the total number and allow you to scroll between contacts. Other Phone Numbers Tab If an Emergency Contact has more than one phone number (e.g. Home, Cell, Work), only the primary number will appear on the Contact Address/Phone tab. Any additional phone numbers will appear under the Other Phone Numbers tab. Northwestern University Faculty and Staff Information Systems 69
Emergency Contact 70 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 7: Payroll Data Northwestern University Faculty and Staff Information Systems 71
72 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Paycheck View PAYCHECK VIEW Overview Paycheck View is the source for complete paycheck information, including hours worked, earnings, taxes, deductions, and chartstrings that were charged. Navigation MAIN MENU > PAYROLL FOR NORTH AMERICA > PAYROLL PROCESSING USA > VIEW PAYCHECK INFORMATION > PAYCHECK Limitations Like all other FASIS data, users are only allowed to see payroll information within their security privileges. When viewing the earnings and taxes on an employee’s paycheck, be aware that it may not be an accurate depiction of the complete earnings for that pay period. If the employee has another appointment at the University to which you don’t have FASIS security access, that information will not be included in the paycheck calculations that you see. Searching for a Paycheck When looking for paycheck information, the search should always be conducted using the employee’s EmplID. Paycheck searches by an employee’s name should not be used, as the search can take a great deal of time to process. After searching on a specific EmplID, FASIS will return a list of all available paychecks in reverse chronological order (most recent first). To view a particular check, click any link in the row for that check:  Pay Period End Date denotes the last day in the pay period for this check. Note that in most instances, this is not the actual check date.  Off Cycle will denote “Y” if this check was processed off‐cycle, i.e. not part of a regular pay period for this employee. Northwestern University Faculty and Staff Information Systems 73
Paycheck View FASIS LOOKUP USER’S GUIDE Paycheck Earnings Tab The Paycheck Sort Key 1 and Paycheck Sort Key 2 boxes contain overall paycheck and earnings information: Fields PAYCHECK STATUS Denotes if the paycheck is in progress or has been Confirmed.
PAYCHECK OPTION Will say “Advice” if the pay was direct deposited or “Check” if a physical check was written. ISSUE DATE The day the direct deposit was confirmed or the printed check was written. The Earnings box breaks down the paycheck earnings for each job/appointment. If more than one job is included, the Earnings scroll par will denote the total and allow you to scroll through the earnings record for each job.  The Salaried and Hourly boxes will be used based on whether the position is exempt (salaried) or non‐exempt (hourly). The Overtime box will denote any overtime pay for non‐exempt employees.  The “Additional Data” link will provide the Job Code, Position Number, and HR Department ID for the position that is being paid. The Other Earnings box may include additional pay that is not part of regular earnings, such as compensation paid via an Additional Pay/Special Pay Form. 74 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Paycheck View Paycheck Taxes Tab The Paycheck Taxes tab displays all federal, state, and local (if applicable) taxes that have been withheld from the employee’s paycheck:  Taxable Gross: The earnings amount used in calculating taxes.  Tax Amount: The amount of taxes withheld from the employee’s paycheck. Paycheck Deductions Tab The Paycheck Deductions tab will show all additional deductions taken from the employee’s paycheck, including wage garnishments. This tab also displays the bank account(s) to which the funds were deposited. The Deductions box contains all general deductions:  Class: “Before‐Tax” notes that this deduction was removed from the earnings before taxes were calculated; “Taxable” notes that this deduction is considered taxable by law and was included in taxable income; “Nontaxable” denotes Northwestern’s contribution to the employee’s benefits plan ‐ this amount was contributed directly by the University and is not included in the paycheck earnings or taxes.  Note that only eight (8) deductions will be shown on the first screen. Using the Deductions scroll bar, you can choose to scroll through the full list of deductions or View All on the same page. Northwestern University Faculty and Staff Information Systems 75
Paycheck View FASIS LOOKUP USER’S GUIDE The Garnishments box is collapsed for security purposes. To view any garnishments that have been deducted from an employee’s pay, simply click the Garnishments link: The Net Pay Distribution box shows the bank account and routing number information to which the pay was deposited. Using FASIS Self‐Service, the employee may enter any number of bank accounts for the pay to be distributed through. NW Pay Addr Tab If a printed paycheck was issued, this tab would display the address appearing on that paycheck. Likewise, if the paycheck was pulled and held for some reason, the location of the pulled paycheck will be noted. This tab will be blank for all direct deposits, as there is no mailing address associated with a deposit. Paycheck Distribution Tab The Pay Check Distribution records which chartstrings have been used to pay the employee and what amount has been charged to each chartstring.  Posn denotes the Position Number for the pay that was charged to this chartstring.  For non‐exempt (hourly) employees, the Hours column will display the corresponding hours related to the pay.  If an invalid chartstring was used, this tab would denote any funds that have hit a suspense account by showing the code “SUSP” under Chartfield 1. 76 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Review Paycheck Summary REVIEW PAYCHECK SUMMARY Overview Review Paycheck Summary produces a one‐page overview of an employee’s earnings, deductions, and taxes; it does not include chartstring distribution or bank deposit accounts. Navigation MAIN MENU > PAYROLL FOR NORTH AMERICA > PAYROLL PROCESSING USA > VIEW PAYCHECK INFORMATION > REVIEW PAYCHECK SUMMARY Data Description A summary of the employee’s paycheck information will appear condensed on one page for easy viewing. For further information on the data seen here, refer to the complete description under the Paycheck View section. Northwestern University Faculty and Staff Information Systems 77
Tax Data FASIS LOOKUP USER’S GUIDE TAX DATA Overview Tax Data provides an electronic picture of the employee’s most recently submitted Federal and State Form W4 on file at the University. Navigation MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE PAY DATA USA > TAX INFORMATION > EMPLOYEE TAX DATA Federal Tax Data Tab The Federal Tax Data tab is an electronic view of the employee’s most recent federal Form W‐4 on file at the university.  Tax Marital Status, Withholding Allowances, Additional Amount, and Additional Percentage related directly to the tax data the employee has submitted to the University.  The Tax Treaty/Non‐Resident Data box will include tax treaty information for any non‐resident employees. For more details on tax treaty information, contact the Payroll Office. 78 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Tax Data State Tax Data Tab The State Tax Data tab is an electronic snapshot of the employee’s active state Form W‐4. Local Tax Data Tab This tab is not currently used. Northwestern University Faculty and Staff Information Systems 79
Additional Pay FASIS LOOKUP USER’S GUIDE ADDITIONAL PAY Overview Additional Pay provides details on an employee’s additional pay that has been processed via an Additional Pay/Special Pay Form. Navigation MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE PAY DATA USA > ADDITIONAL PAY Data Description The default view provided details about the additional pay, including the Earnings Code, Rate, and End Date that were provided on the Additional Pay/Special Pay Form. For more details about these fields, please refer to the Payroll documentation for Additional Pay.  The Additional Pay page will automatically show the most recent Additional Pay record for the employee. To see past Additional Pays, use the Additional Pay scroll bar or View All link.  Opening the Job Information box will provide access to the employee’s regular job information at the time the Additional Pay was entered, including department, Job Code, and standard Compensation Rate.  The Tax Information box will note if the Additional Pay was exempt from the general tax or benefits deduction. 80 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Additional Pay Distribution ADDITIONAL PAY DISTRIBUTION Overview Additional Pay distribution will show which chartstrings were charged for each Additional Pay record. The layout of this page is similar to the display used on the Position Funding—Not Deployed page. Navigation MAIN MENU > PAYROLL FOR NORTH AMERICA > EMPLOYEE PAY DATA USA > ADDITIONAL PAY DISTRIBUTION Data Description See the Position Funding—Not Deployed section for details about the chartstring information. Northwestern University Faculty and Staff Information Systems 81
Additional Pay Distribution 82 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 8: Administrator Functions Northwestern University Faculty and Staff Information Systems 83
84 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Setting “Reports To” Approvers SETTING “REPORTS TO” APPROVERS Overview The Reports To page allows managers to assign approvers for certain FASIS functions of an employee. When a new employee is hired, these approvers default to the Department Manager for the position, unless otherwise indicated on the hiring paperwork. The Department Manager can be found in the Reports To field on POSITION DATA. At any time after hire, approvers may be changed directly through the “Reports To” page. You must be logged into the FASIS Production database to make entries on this page; changes cannot be entered in the Reporting database. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > MAINTAIN APPROVER INFORMATION > REPORTS TO Types of Approvers This page allows you to change the four FASIS approvers for an employee: 
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Conflict of Interest: the approver for a staff employee’s annual Conflict of Interest questionnaire Performance Evaluation: used in the annual salary planning process Training: approves any training requests the employee submits through FASIS Self Service Leave Accrual: o For Exempt Staff/Librarians: approves the employee’s leave time in Kronos each month o For Non‐Exempt Staff: approves the employee’s Kronos time card every two weeks Note: The Time Card Approver and Training Approver for temporary employes must be edited by using the Temp Panel; temporary employees will not display on this page. (Access to the Temp Panel and the HRS103 training is required to manage temps.) Data Description Upon entering the Reports To page for a specific employee, the most current approver information will be displayed: Northwestern University Faculty and Staff Information Systems 85
Setting “Reports To” Approvers FASIS LOOKUP USER’S GUIDE Changing Reports To Information Procedure 1. Click to add a new row of information. 2. The Effective Date will change to the current date. 3. For each approver you wish to change, enter the 8‐digit position number for that approver in the appropriate box. Notice that when you tab or click out of that field, FASIS will update the name of the incumbent for the position you have entered: 4. Click . The changes will be saved, and FASIS will display your FASIS ID and the current time as the Last Updated By and Last Update fields: Notes  All four approvers may be the same person/position, but they may be different depending on the needs of the department.  You are not allowed to save an approver that is currently an empty position; you will receive an error message.  When an employee transfers, these approvers are not automatically updated; the changes must be entered into this page by the new department.  Any FASIS user is allowed to update approvers for employees to which they have security access. As an audit measure, FASIS will always record and display the FASIS ID of the user who updated the Reports To information. Users are not allowed to update their own approvers.  Graduate students, temps, and employees in a 1‐to‐Many position cannot be assigned as someone’s approver.  Temporary Employees will not display on this page. The Time Card Approver and Training Approver for temps must be edited on the Temp Panel. (Access to the Temp Panel and the HRS103 training is required to manage temps.) 86 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Setting NetID Coordinators SETTING NETID COORDINATORS Overview The NetID Coordinator is the contact within a department that is responsible for ensuring that new employees received instructions to active their NetID and University email address. When a new employee is entered into FASIS, NUIT will create a NetID and email address for that user. An email will be sent to the NetID Coordinator that includes the employee’s NetID, temporary password, and instructions on how to activate their account. It is the NetID Coordinator’s responsibility to ensure the new employee receives this information in a timely manner. NetID Coordinators are assigned to each 6‐digit FASIS Department ID. Any FASIS user has the ability to modify the NetID Coordinator for any department ID within their security access. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > NETID COORDINATOR Searching for Current NetID Coordinators To view and/or edit the NetID Coordinator for a specific department, you must first enter an HR Department ID Number: Modifying the NetID Coordinator Note that there is a NetID Coordinator for every 6‐digit HR Department ID. For example, 190000, 190001, and 190098 must all be set seperately. Procedure 1. Search for the 6‐digit Department ID number for the department you wish to change. 2. Click date: to add a new row of information; note the Effective Date will automatically change to the current Northwestern University Faculty and Staff Information Systems 87
Setting NetID Coordinators FASIS LOOKUP USER’S GUIDE 3. Enter the Position Number of the person you wish to assign as NetID Coordinator in the Netid Coordinator Position box. Note: When you tab out of the Netid Coordinator Position field, FASIS will update the Job Title, ID, Telephone, and Name fields to reflect the person you just entered. 4. 88 Click . Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Online Directory Administration ONLINE DIRECTORY ADMINISTRATION Overview Though all Northwestern employees have access to update their Online Directory contact information by logging into FASIS Self‐Service, managers may update directory information on behalf of their employees by using the Online Directory HR page. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > ONLINE DIR HR Details After searching for an employee in the Online Directory HR page, you will be directed to the directory record for that individual. The page and process for editing directory information is exactly the same as the process used in FASIS Self‐
Service to update your own directory record. The following fields can be changed, added, or modified on behalf of an employee:  Professional Name  Spouse Name  Home Address, Off‐Campus Address  Phone Numbers  Which Job Records to display, and in which order (for employees with multiple jobs)  Whether or not to display the employee’s Department Title (if it is different than the University Title)  Location addresses assigned to each job  Whether University mail should be sent to the employee’s campus address or home address  Any additional email addresses Updates made to this directory information should be reflected in the Online Directory the following day. Northwestern University Faculty and Staff Information Systems 89
ERISA Hours Tracking FASIS LOOKUP USER’S GUIDE ERISA HOURS TRACKING Overview By law, employees at Northwestern must have the option of enrolling in a benefits plan if they work more than 1,000 in the rolling calendar year. As a result, it is important to track the hours of employees who are not benefits‐eligible (e.g. temporary employees) to ensure they do not reach the 1,000 hours maximum. If an employee does reach 1,000 hours in any 12‐month period, they must either stop working or be hired into a benefits‐eligible position. The ERISA Hours page in FASIS will help track eligible hours for temporary employees, allowing managers to better plan ahead. Unlike Kronos and the FASIS Paycheck page, the ERISA page will include the employee’s total hours from all University positions, providing a more accurate snapshot of their accrued time. Navigation MAIN MENU > WORKFORCE ADMINISTRATION > JOB INFORMATION > ERISA HOURS Data Description For any employee eligible under ERISA, the page will show all accumulated hours across the University in the last 12 months:  Hours are displayed by pay period and include the Job Code and Department ID for which those hours were earned.  The Grand Total displays the total number of hours worked at all eligible University jobs for the last 12 months.  For employees who are benefits eligible and do not fall under ERISA, this page will be blank. 90 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Assigning Backup Approvers for Kronos ASSIGNING BACKUP APPROVERS FOR KRONOS Overview By default, the primary Kronos approver for employees’ work and leave time is as follows:  Temporary Employees: The person set as “Time Card Approver” in the Temp Panel (may be changed directly by users with Temp Panel access)  Biweekly/Monthly Staff and Librarians: The person set as the “Leave Accrual” approver on the Reports To page. Additionally, up to two Backup approvers may be assigned for a Primary approver within each HR Department ID. Backup approvers will have access to see and approve time for all employees as the Primary approver in that Department ID. Navigation WORKFORCE ADMINISTRATION > JOB INFORMATION > MAINTAIN KRONOS DATA > KRONOS BACKUP SUPERVISORS Searching When entering the Kronos Backup Supervisors page, you will be prompted to search for a 6‐digit HR Department ID number. After doing so, you will be asked to choose from a list of primary approvers within that department. Note: You must set a backup for each 6‐digit DeptID seperately. For example, if Bonnie Boe approves time cards for employees in departments 267300, 267301, and 267398, the backup must be set for each of the three departments using the Procedure below. Procedure Procedure 1. Navigate to: WORKFORCE ADMINISTRATION > JOB INFORMATION > MAINTAIN KRONOS DATA > KRONOS BACKUP SUPERVISORS 2. Search for a 6‐digit HR Department ID number: Northwestern University Faculty and Staff Information Systems 91
Assigning Backup Approvers for Kronos FASIS LOOKUP USER’S GUIDE 3. If there are multiple primary approvers within that department, you will be asked to choose the approver to assign a backup for: 4. Enter the 8‐digit Position Number for the employee(s) you wish to assign as backups. If you are replacing old backups, simply type the new Position Number over the old one. Note that when you tab out of the Position field, FASIS will update the screen by showing the name of the person currently in that position: 5. Click the button. Notes  Changes update overnight in Kronos; the next day, new Backup approvers will see the employees in Kronos and any removed backup approvers will no longer see the timecards. 92 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Section 9: FASIS Code Reference Note: All codes listed on the following pages were active as of 2/6/14; however, codes are updated and modified on a regular basis. For the most up‐to‐date code information, see the Administrative Functions page on the FASIS Website. Northwestern University Faculty and Staff Information Systems 93
94 FASIS LOOKUP USER’S GUIDE Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Position Type & Category Codes POSITION TYPE & CATEGORY CODES Northwestern University Faculty and Staff Information Systems 95
Employment Status Codes FASIS LOOKUP USER’S GUIDE PAY GROUP CODES EMPLOYMENT STATUS CODES 96 Northwestern University Faculty and Staff Information Systems FASIS LOOKUP USER’S GUIDE Benefits Programs Codes BENEFITS PROGRAMS CODES Northwestern University Faculty and Staff Information Systems 97