PHAHOUR - Time Entry Instructions

Introduction

Hours worked for nonexempt employees, and leave taken for all employees will be entered in BANNER on a monthly basis. .

1. The BANNER time entry form, PHAHOUR will be available to departments during a three-day period known as the "time entry window" each month for on-line time entry.

2. Some large departments use an electronic time and attendance system. Electronic files of hours worked and leave taken must be uploaded each month by 5 PM on the second day of the time entry window.

If an illness or vacation prevents a Department Payroll Administrator from entering time records in PHAHOUR and the department has no back up Payroll Administrator, the Payroll Office will process time entry documents.  The Payroll Office should be given as much notice as possible and a departmental roster of earnings summarizing individual timesheet detail.

Departments are responsible for the record copy of time and attendance documents, and are required to maintain these documents according to the published records retention schedule.

Suggested Monthly Payroll Routine (for payroll coordinators)

1. Pay Doc Deadlines (Usually the end of the first week every month)

2. Roster Report (Use this report in PWIPAYR to check to get a current listing of employees in your department.)  

3. Time Sheets (Departments may use the process in PWIPAYR to print time sheets for your cclassified employees.   See the forms page for alternative time sheets.)

4. Time Entry Window PHAHOUR

5. Hours Entered Report (After completing time entry and before the window closes, all payroll coordinators must review their data entry in PHAHOUR against this report.  It is a critical step in the process of making certain that your work has been reviewed for errors or omissions.)

6. PHAHOUR Corrections (Return to PHAHOUR to make corrections before the window closes!)

7. Hours Entered Report (This report should be run three or four days after time entry has closed and should be used as a final review of monthly time entry activity by both the Office Budget Manager and Department Head.  This is the report that is used by supervisors when reviewing the time entry for employees who self-enters their own pay and leave records.) 

Using PHAHOUR

Scenario:

We will enter regular hours, overtime and leave for Carolyn.

1. Payroll Year (Calendar Year).

2. Payroll ID (always MO for monthly pay frequency).

3. Payroll number (4 is April).

4 Open the Selection Criteria window.  Either click in the navigation frame or click the tab or enter key after entering the pay number.

5. Enter your time entry org code otherwise it will take longer to query your time records.  You can also find a particular employee by name or ID.

6. Click OK to begin the query of time records.

7. Navigate between time records using the up and down arrow keys while the cursor is on the ID field.

8. Enter an earn code, tab past the shift column, and add hours.  Use the Record menu to remove earn codes as required.

9. Review the labor distribution for each earn code entered.  You may change the FOAPA elements and percent distribution to affect the coding of the current payroll.  This will not affect future payrolls.   If a change is permanent then submit a PRF to the Payroll Office.

Note: Payroll Administrators may enter a maximum of 2 decimals for labor distribution percent in PHAHOUR.  This means that monthly pay of $1000 can be distributed to different indexes using 40.23% and 59.77% (percentages must always total exactly 100%).  If the employee works the entire month $402.30 will be charged to one index and $597.70 to the other.  Practically speaking we can set up payroll accounting in advance to spread monthly pay to the nearest dime.  If we wish to spend out any fund to the penny we may have to move pay retroactively between indexes.

10. It is good practice to save after completing each earnings row.  This is particularly important when entering leave taken.

11. To advance to the next record click in the navigation frame or click F3.

Earn Code Logic

Earn codes are three characters in length.  Earn codes are entered by departments each month in PHAHOUR to pay regular, premium pay, fringe earnings, to record leave taken and earned.

1st Character 2nd Character Example Description
L Leave E Earned
T Taken
P Pay Out
W LWOP job status (system generated)
LEC
LTS
LPV
LW1
Comp Time Earned (Exempt)
Sick Time Taken
Vacation Time Paid
Leave with pay full benefits
D Differentials   DSH Shift Differential SEIU
F Fringe Benefits   FDS
FTR
Discount on Services (Tickets)
Discount Tuition Reduction
A Adjustments   ADJ Adjustment

Each employee class uses a different set of earn codes for regular pay.

Many earn codes (REG, SAL, RST, OCH) pay at the regular job rate of pay.  Others (OCP, OAP, RS1, OCS) require that a special rate be entered in PHAHOUR.

Tips and Potholes Using PHAHOUR

Key Block and Selection Window

  1. M0 (M followed by zero) won't work.
  2. To query for a particular person:  Enter the UO ID or last name in the selection criteria window and press OK.
  3. To query for all the last names that begin with W:  Enter W% in the last name field and press OK.

Jobs Block

  1. To move between time records place your cursor in the ID field arrow up or down.
  2. To query for employees that have no earnings press F7 to start a query, enter disposition 10 then press F8 to execute it.
  3. Disposition 70 means the payroll processing is complete.
  4. To quickly navigate to a particular time record swipe and type the ID and press the enter key.
  5. To query for students press F7 to start the query, enter position BUOSRG or BUOSNS then press F8 to execute it. (Adjunct Faculty, Graduates and Temporaries are also in pooled positions.)

Earnings Block

  1. If you click the 'Tab' or 'Enter' key after entering the leave hours this warning appears on the gray status bar at the bottom of the screen instead of center screen, and is easily missed.
  2. If you mouse to a new row without saving the first  leave code and enter a second, regular earnings will not reduce correctly and total hours will be overstated.
  3. Occasionally this function breaks and you will see an error "function not allowed from for PHAADJT".  You must log out of and back into BANNER to get it to work again.
  4. To remove an earnings record, ensure that your cursor is on the correct row then select record remove from the Record menu.
  5. If you run out of special rate earn codes re-enter the same code again and use shift code 2, 3 etc.

Distribution Block

  1. (The arrow beside the earn code indicates which earn code's distribution is displayed below.)
  2. To change the distribution for a particular earn code select the earn code then perform a next block function or click on an existing index.
  3. To correct a rounding error where total hours do not exactly match the hours for the earn code in the earnings block, press F3 (or the round item in the Options frame) before saving.
  4. To remove an index, ensure that your cursor is on the correct row then select record remove from the Record menu.
  5. End the BANNER session (Ctl + Alt + Delete).
  6. Remove the row instead.

Leave Reporting Guidelines

November 23, 1998

MEMORANDUM

TO: University Faculty

FROM: Linda King, Director of Human Resources
Lorraine Davis, Senior Vice Provost for Academic Affairs

SUBJECT: LEAVE REPORTING UNDER THE NEW HRIS SYSTEM

The new Banner Human Resources Information System slated for a January 1 implementation date will bring changes in how we process paperwork related to pay and leave reporting. An advantage to the new Banner system is that we can automate many processes which currently are tracked manually.

One such process is leave reporting. Banner HRIS will add accruals for sick and vacation leave automatically each month and subtract time taken which is entered by payroll/personnel staff. The reports on accrual balances will be accurate only if time taken is accurately reported and entered each month. Because accruals are automatically added each month under Banner, leave balances reported will be inflated if usage is not reported. Therefore, it will be essential that all faculty and staff who receive vacation and/or sick leave report their leave usage monthly. This has been a requirement in the past, but it was not always carried out fully in practice.

Banner has other features which require accurate leave balances to be effective.
First, the system links pay with leave balances and will automatically dock pay
if the employee has insufficient vacation, sick or personal leave to cover absences. Second, under current policy and collective bargaining agreements, vacation hours are lost once an employee's maximum vacation accrual (or cap) is reached. Failure to report vacation usage can result in the cap being reached prematurely and the system automatically dropping vacation hours over the maximum. Third, the new Banner system will report leave balances on the earnings statements employees receive monthly, an effective communications tool only if the information contained on it is correct.

By way of background, full-time faculty (including officers of administration) with 12-month appointments receive 15 hours of vacation and 8 hours of sick leave per month. Accruals are prorated for those less than full-time. Nine-month faculty receive 8 hours of sick leave per month, prorated for less than full-time.

We are writing to ask that all faculty and staff who receive vacation and/or sick leave cooperate with their payroll/personnel staff member in reporting their leave usage on a monthly basis. We appreciate your help in creating a system which accurately and efficiently maintains leave balances. Please contact us or Joan Walker in Human Resources if you have questions about this process or leave balances.

cc: Deans, Directors and Department Heads
Payroll/Personnel staff

Differential Overtime (OTD)

Eligible employees are paid shift differential and differential overtime when they work overtime hours paid at a differential premium.
Differential overtime should not be paid when the employee elects to accrue compensatory time.

The calculation of differential over time has its basis in the FLSA*. Differential Overtime is based on time worked in excess of normally scheduled 40 hour work week, and is calculated for each work week of a pay period. Employees are ineligible for overtime differential when leave time is taken during a work week.

Example (January 1999)

Workdays 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Week 1 2 3 4
Hours Worked 8 8 8 8 8 x   x 8    8   8    8   8   x    x 8   8   8     8    8   x   x 8   8    8     8    8   x   x
Differential
Hours
  6    6   6    6   6   8                              7  
Overtime
Hours
                              8                              7

Week 1 - The employee did not work overtime or shift differential.

Week 2 - The employee worked shift differential and overtime in the same workweek without taking leave time.

Calculate overtime differential for Week 2:
40 hours worked + 8 overtime hours = 48 total hours, FLSA* Select the coefficient associated with 48. Coefficient = .083

38 hours were worked at a premium during Week 2. 
Multiply 38 hrs * $ 1.00 = $38.00 
Multiply $38.00 * .083 = $3.15.

The differential overtime for Week 2 is $3.15

Week 3 - The employee worked shift differential and overtime in the same workweek without taking leave time.

Calculate overtime differential for Week 3:
40 hours worked + 7 overtime hours = 47 total hours, FLSA* Select the coefficient associated with 47, which is .074

7 hours were worked at a premium during Week 3. 
Multiply 7 hrs * $ 1.00 =$7.00
Multiply $7.00 * .074 = $ .52

The differential overtime for Week 3 is $ .52

Week 4 - The employee did not work overtime or shift differential.

Monthly Total - The Differential Overtime for January 1999 is $2.37 + $.39 = $3.67

In PHAHOUR enter:

  • Overtime OTM 15 hours
  • Shift Differential DSH 45 hours
  • Differential Overtime OTD one unit at a special rate  $3.67

Time Entry for Holidays

An employee that takes a designated holiday off they should be paid using the REG (Classified) or SAL (Unclassified Officer of Administration) earn code.

In accordance with article 43 of the SEIU labor agreement, part-time classified employees are entitled to pay for a holiday if they are in pay status for one half of the scheduled work day both prior to and following the holiday.  Part-time salaried classified employees are to be paid for a fraction of the holiday based on the fraction of the month they are normally scheduled to work.  For example a half time employee would receive pay for half the holiday.  Part-time hourly employees are to be paid a fraction of the holiday based on the hours they worked in the pay period divided by actual total hours in the pay period.  For example an employee that worked 84 of 168 hours would be paid for half the holiday.

If a Classified employee works a holiday, the employee should be paid base pay using the REG earn code, and holiday pay using either the OTM earn code for pay, or LEF earn code for comp time.

The end result is that an employee will be compensated double time and a half for hours worked on a holiday. Please refer to Article 43, Section 4. Work on a Holiday, of the SEIU contract, or Article 23 of the Teamsters contract.

If an Officer of Administration works a holiday they should be paid base pay using the SAL earn code. There are no overtime considerations for exempt unclassified employees. Work on a holiday is not compensated at an overtime rate. The employee's contract specifically states whether or not they are exempt.

If the unclassified employee is non-exempt the employee is paid time and a half if they work more than forty hours in one week. This is an overtime provision of the FLSA, not to be confused with holiday pay provisions.

The governors day for unclassified employees, and the special day for classified employees are holidays to be taken off with REG or SAL earnings.

If you have questions regarding holidays or leave administration, or need to determine which of your Officers of Administration are FLSA subject, please contact Human Resources, at 6-3159 or email hrinfo@uoregon.edu.