PEAR Processing
AGENDA
1.
Basic Questions
2.
Two Personnel Functions
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•
Personnel Input
Personnel Funding
3.
The Eight Tabs
4.
PEAR Changes
5.
The Audit Trail
Basic Questions
• What are payroll forms?
– MUSC Personnel Evaluation and Action Request (PEAR)
– UMA Personnel Action Request (PAR)
• Why do we need these forms?
– Account for personnel costs (~ 80% of operating budget)
– Process Changes
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•
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New hires
Fund (UDAK/Center) changes
FTE change
Salary Change
Reclassifications
• Where are these forms in UMS?
– PERSONNEL command
– Personnel Funding
Basic Questions
• When do we process changes?
– The next (most realistic) payroll cycle
– A grant ends
• Who processes the changes?
– The Financial User
– The Management User
– The Administrator
Basic Questions
• How many changes can we make in a FY?
– Multiple changes can be made on an employee in one FY
***Dates can NOT overlap***
– Date Examples for Monthly employees
• July 1, 2009 to September 30, 2009
• October 1, 2009 to December 31, 2009
– Date Examples for Bi-weekly employees
• July 5, 2009 to July 18, 2009
• July 19,2009 to August 1,2009
MUSC’s 2009 Payroll Dates
PERSONNEL Functions in UMS
New Employee:
Ms. Daisy Dog Burkhardt
Personnel Input
Personnel Funding
The Demographics
Top Half of Screen
• Employee Name
– Click Ellipsis for employee
– Automatic feed of info (SSN, EE #, Org Stamp)
• Action
– What is the purpose of this specific PEAR
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•
•
•
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•
New Hire
Fund Change
Assignment Change*
Salary Change*
Salary and Fund Change*
The * requires further info from separate box w/ pull down menu
– S = Salary Change (performance increase, additional skills increase, merit/equity)
– X = Assignment Change (change in duties, reclass, FTE change)
The Demographics
Top Half of Screen
• Pay Cycle (monthly or bi-weekly)
• Effective Dates
– See Payroll Calendar
– CAUTION: No Date Overlap
• Ref # and Memo
– To be used at user’s discretion
The Eight Tabs
1
2
3
4
5
6
7
8
Tab 1
Payroll Items
• The Pay Model
– Employee Type
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•
•
•
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•
Unclassified
Classified
Post Doc
Temp Grant
Temporary
Student
– Funding Type
• MUCU (aka State)
• MUCR (aka Grant)
• Overtime, No OT
This is important as it determines
the % and $ of fringe benefits
Tab 1
Payroll Items
• Rate
– Annual Salary
• Period
– Annual (no exceptions)
• % Modifier
– % FTE
• 40 hrs = 100%
• 32 hrs = 80%
• 20 hrs = 20%
Tab 2
Funding
• Add Center
– Ensure % funding = 100%
– Verify “Through” date
– If pay model is State & Grant,
ensure Centers are both
MUCR and MUCU
• Disable AutoCalc
– Be cautious
– To be used as a last resort
– For Retro adjustment purposes
Tab 3
Mission Code
• Mission Code
– Used to track certain
transactions for a specific
purpose
– The way the data is entered and
coded helps other users do their
jobs better and more efficiently
– All transactions do not
necessarily need to be tagged w/
a mission code
• Your manager will tell you if a
mission code is needed
Tab 5
H.R.
• Must be Completed in full
– If not HRM and/or Teamworks will reject
• Home Department:
– Confirms employee is Medicine / Division
• Custom Fields
– Info can be obtained from Position
Control Report
– Grant Justification
Tab 5 - HR
Grant Justification
Mandatory
for
Retro PEARs
Tab 6
Notes
• Public - Note will print on hard
copy of the form
• Private – Note is for internal
use between users. Will NOT
print on hard copy
Public
• Very useful for reminders,
audit trail, and documentation
• Notes are helpful and useful
• The Administrator Team
values these Notes
Private
Tab 7 & 8
Links and Attachments
Tab 4
Approval / Routing
• DOM1 Finance = Lisa B
• DOM2 Administrator = Cathy Wood
• DOM3 ASW = Jill Griffith
• DOM4 PEAR Officer
– Frances Glanville, Faculty
– Joe Gough, Staff
• Other Approvals
– COM Dean’s Office
– HRM
• TEAMWORKS
– Jill Griffith
PEAR Changes
1.
Filter and Find the most current PEAR
2.
Edit the most current PEAR
•
Change the end date of PEAR
***Remember the Date Overlap Rule***
•
Review the Funding tab for encumbrances
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•
Has the AutoCalc been disabled?
Are the encumbrances correct or over/understated
Adjust them accordingly
Click the Inactive button
-
Do you want to delete the encumbrances?
Do you want to keep the encumbrances?
PEAR Changes
Filter
PEAR Changes
3.
Save and Close
4.
Add new PEAR
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•
MUSC Standard (Not MUSC One-Time)
Base on the most current record – YES YES YES
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Transfers data like HR tab data
Transfers data like Pay Model, Salary, % Modifier (FTE)
No Audit Trail = CONFUSION
Maintaining the Audit Trail
• Be Consistent (the Joe Gough example)
• Add Notes
• Think about your encumbrances
• Watch Those Dates!!!
– See next slide
Maintaining the Audit Trail
NEVER override / change a PEAR that has been submitted