Intro To HRMS User Guide

Intro To HRMS User Guide UBC Human Resources - HR Management Systems 3/23/2015 Prepared by: UBC Human Resources HR Management Systems http://www.hr.ubc.ca Last updated: March 2015

Table of Contents 1. INTRODUCTION TO HRMS... 2 What is HRMS?... 2 What s in this guide?... 2 What are the technical requirements to access HRMS?... 2 Security and Protection of Privacy... 3 2. HRMS SIGN ON AND SYSTEM NAVIGATION... 4 Before you start... 4 How to log on... 5 Menu Folders and Pages... 7 Universal Navigation Header... 8 Assigning and Organizing Favorites... 9 Opening Another Window... 10 My Personalizations... 11 Changing Date Format... 11 Auto Menu Collapse... 12 Retrieving Information... 14 Navigating within Pages... 15 Signing out of HRMS... 16 3. HR SETUP TABLES... 17 Department Table... 18 Location Table... 19 UBC Department Location Table... 20 Job Code Table... 21 Union Table... 23 Salary Grade/Step Table... 24 4. HRMS REPORTING DATABASE (HRREP)... 26 How to log on to HRREP (HR Report Server)... 27 Signing out... 28 Running Queries and Printing... 29 5. APPENDIX... 31 HRMS Date Fields How UBC uses the date fields... 32 Salary Administration Plan... 34 Union Code and Job Code Prefix... 35 Faculty Association Codes... 36 Benefits... 37 Student Appointments... 38 HRMS Cheat Sheet - Demographic Information... 39 HRMS Cheat Sheet - Employment Information... 40 HRMS Cheat Sheet - Salary Scale Information... 41 HRMS Cheat Sheet - Paycheque Information... 42 HRMS Cheat Sheet - Set Up Tables Information... 43 Using Keyboard Shortcuts... 44 Jan 2015 Page i

1. INTRODUCTION TO HRMS What is HRMS? Welcome to the Human Resources Management System HRMS. HRMS is one of several major University business systems and is the primary source of information for UBC faculty, staff and student employees for purposes of HR/salary administration, benefits enrolment and administration, and payroll. HRMS is primarily used by faculty and departmental administrators for these purposes: To view the employment history of individual faculty, staff and student employees To generate an Employee ID for new hires To produce reports and extract data To update your employees address and contact information To create and maintain position data To post a job/create a job advertisement and to hire electronically This system was implemented in 1992 and uses software from Oracle one of the premier Human Resources/Payroll software vendors in the world. HRMS is managed jointly by Human Resources and Procurement and Payment Service. What s in this guide? This guide demonstrates how to: Set up your access via CWL Sign on Navigate through the system Set preferences Set favourites Learn about HR set-up tables Run reports and extract data What are the technical requirements to access HRMS? HRMS is 100% web enabled and works optimally with the latest release of Firefox or Safari. Mar 2015 Page 2

Security and Protection of Privacy Human Resources records available from this system are confidential and the Property of the University of British Columbia. Keeping information private is the responsibility of all users of the system, both central and departmental. Central Administration: Human Resources, Financial Services and other central administrative units that use HRMS are acutely aware of the need for the protection of private information for your faculty, staff and student employees. To this end, all information being transmitted to and from your workstation is encrypted. Access to HRMS is accomplished via the use of CWL (Campus Wide Login). Authorization for HRMS access is also required and is done by: Completing an HRMS Access Request Form (available here: http://www.hr.ubc.ca/informationsystems/hrms/hrms-manuals/); Having it authorized by your supervisor/manager; Forwarding it to Human Resources. All requests for access are reviewed for appropriateness and applicability to the requestor s job duties. Departmental Users: Users are responsible for the prudent and secure use of information facilities in compliance with good business practice, security standards, and common sense. User responsibilities include: The protection of individual user IDs and passwords; Ensuring that workstations are not left unattended; Ensuring that sensitive information displayed on the workstations or hard-copy reports is not visible to unauthorized individuals; Ensuring that the security agreement (part of the HRMS Access Request Form) is not violated. Who do you call for more information? For more information on HRMS or this document, please contact: Robert Boudreau Director HR Management Systems Human Resources (604) 822-8142 robert.boudreau@ubc.ca Mar 2015 Page 3

2. HRMS Sign On and System Navigation Before you start All PeopleSoft applications (HRMS and FMS) are accessed via UBC s Campus Wide Login (CWL). Therefore, HRMS users must subscribe to UBC s Campus Wide Login (CWL) first in order to access the system. If you do not have a CWL account, you can subscribe to one here: https://www.cwl.ubc.ca/signup/cwlsubscribe/selfsubscribeindex.do Once you have a CWL account, please go to http://www.hr.ubc.ca/forms/ and print HRMS Access Request Form. Please complete and email the form to Human Resources at HRMS.Security@ubc.ca. This process can take up to one week. When everything is set up, you will receive a Welcome email, and you are ready to go! Please note: You do not need to complete this form to access HRMS self-service screens. You will receive this access automatically after your first day of employment. Mar 2015 Page 4

How to log on Step 1: Open your internet browser window (Firefox, Safari, etc). Step 2: Go to CWL (www.msp.ubc.ca) and enter your CWL user ID and password in the CWL Login box. Mar 2015 Page 5

Step 3: Click on the HRMS Live link. You will now see the PeopleSoft HRMS Home page. The navigation menu displayed may vary depending on your level of security access. The homepage includes a Universal Navigation Header and Navigation Menu. You can expand and collapse folders in the menu to access data. Universal Navigation Header Navigation Menu Mar 2015 Page 6

Menu Folders and Pages Once you have signed into HRMS, the Navigation Menu will display as below (the menu folders displayed may vary depending on your level of security access). The Navigation Menu is set up in a navigation hierarchy in which you can access a series of folder drill-downs. The menu collapses and expands based on your selections. Items followed by a right facing or an inverted arrow sign are referred to as folders. A folder contains more items for you to select it may contain another folder or may contain a page. Pages are preceded by a dash - sign. If you want to see more information about a folder or page, you can roll your mouse over the text to view a callout that describes the purpose of the folder or page. Folders Page When you expand a folder, the menu will also appear in the center of the screen. This icon indicates that the item is a folder with more items inside. This icon indicates that the item is a page. You can use the menu on the left or menu in the center of the screen to navigate through the system. You can minimize the Navigation Menu by using Ctrl+Y or the minimize button or the show menu icon. and expand the menu by using either Ctrl+Y Mar 2015 Page 7

Universal Navigation Header The Universal Navigation Header appears at the top of every page and includes Home, Add to Favorites, Sign Out, and New Window. Home This will close the active page you are working in and will take you back to the homepage. Worklist If you are an approver (for Position Management, erecruit or epaf), this link will take you to your worklist, which is a list of transactions that may be waiting for your approval. Add to Favorites This will add the page you are working in to My Favorites. Please refer to Assigning and Organizing Favorites in the guide for further details. Sign Out Clicking on the above Sign out link will NOT sign you out of HRMS. To sign out of HRMS, follow the steps below. Step 1: Close the PeopleSoft HRMS page by clicking on. Step 2: Close the Management Systems Portal by clicking on Sign Out. **IMPORTANT** You must sign out of Management Systems Portal in order to log out of all PeopleSoft databases. Failure to do so will leave your PeopleSoft applications active. New Window This will open another window without closing the current window so that two HRMS pages can be viewed simultaneously. Please refer to Opening Another Window in the guide for further details. Mar 2015 Page 8

Assigning and Organizing Favorites Favorites allow you to bookmark pages that you use frequently. Step 1: Open a page that you frequently visit, i.e. Personal Information, and then click on Add to Favorites at the top or in the menu. Step 2: The following information with the page description will appear. Click on Add to Favorites. Step 3: Once you have assigned your favorite, to open it, go to My Favorites in the menu. To organize your favorites, select My Favorites and Edit Favorites in the menu. The sequence number allows you to organize your favorites. Click the Save button when you are done. Mar 2015 Page 9

Opening Another Window To have two HRMS pages opened simultaneously, select New Window at the top. This will open another window without closing the current window. Mar 2015 Page 10

My Personalizations The personalizations page allows users to change various system default settings. It is primarily beneficial to users with update access to the system. Users with view-only access to HRMS should not change any of these settings with the exception of date format and automatic menu collapse settings (explained below). Changing Date Format Step 1: Click on My Personalizations in the Navigation Menu. Step 2: Click on the Personalize Option push button next to Regional Settings. Mar 2015 Page 11

Step 3: Select the desired override date format value under the Date Format Option. Click on OK. You have now changed your date format. Auto Menu Collapse Enabling this personalization causes the Navigation Menu to automatically collapse when a page is selected. You may expand the menu by using either Ctrl+Y or the show menu icon. Step 1: Click on My Personalizations in the Navigation Menu. Mar 2015 Page 12

Step 2: Click on the Personalize Option push button next to Navigation Personalizations. Step 3: Change the Override Value to Yes in the Automatic menu collapse option. Click on OK. Mar 2015 Page 13

Retrieving Information Whenever you open a page, the system will prompt you for specific search criteria. PeopleSoft provides the ability to narrow down search criteria through criteria operands. This is particularly useful with setup tables where code values are unknown. The search will complete the quickest (and the surest) if you use the 7-digit employee ID whenever applicable. You can also search by Name (the format is lastname,firstname) or other fields. Click on the button to start the search. The search values are not case sensitive. Note: Generally, the more specific your search criteria are, the quicker the search will complete.. Mar 2015 Page 14

Navigating within Pages Once you have opened a page within HRMS, a navigation bar with links will appear on the top right-hand portion of the page. Use these links to navigate amongst the rows of data stored in the page. Find View All First Last Invokes your browser s find utility to find key words, phrases, numbers or symbols. This is to view all effective-dated data rows at once. Goes to the most recent (or a future if any) effective-dated data row in the page. Goes to a more recent (or a future if any) effective-dated data row in the page. Goes to an older effective-dated data row in the page. Goes to the oldest effective-dated data row in the page. Components contain pages that are related and need to be completed together. Navigating from one page to the next within a component can be done in four ways. In the component pictured below, we can navigate from Biographical Details to Contact Information simply by clicking on the Contact Information tab. Component Hyperlinks You can also click on the hyperlinks at the bottom to move between pages in a component. Or you can use ALT, an access key plus ENTER to navigate between pages in a component. The access key is the letter on each folder tab that is underlined. For example, to navigate to the Biographical Details page, click on ALT+B+ENTER (the access key is not case sensitive). And finally, you can use push buttons to navigate between pages. Mar 2015 Page 15

Signing out of HRMS It is very important to follow these steps when signing out of HRMS. Step 1: Close the PeopleSoft HRMS page by clicking on. Not here! Step 2: Close the Management Systems Portal by clicking on Sign Out. You have now signed out of the system. Mar 2015 Page 16

3. HR Setup Tables In this chapter, you will learn how to access HR tables. Department Table Location Table UBC Department/Location Table Job Code Table Union Table Salary Grade/Step Table Mar 2015 Page 17

Department Table This table stores UBC Faculty, Department or Unit names and their HRMS codes. To open this page, select Set Up HRMS, Foundation Tables, Organization and Departments. You can leave the search fields blank and click on or you can specify the 4-letter HRMS department code or the name description as shown below and start the search. Once you have selected the department, the following page will display. Mar 2015 Page 18

Location Table This table stores UBC location names/addresses and their HRMS codes. To open this page, select Set Up HRMS, Foundation Tables, Organization and Location. You can leave the search fields blank and click on or you can specify the 3-letter HRMS location code or the description as shown below and start the search. Once you have selected the location, the following page will display. Mar 2015 Page 19

UBC Department Location Table This table will show you which location code(s) are linked to your department on HRMS. If your department location changes, this table must be updated for correct pay advice distribution. To go to this page, select Set Up HRMS, Foundation Tables, Organization and UBC Department Location Table. Enter the HRMS deptid, which you can find from the Department Table. In the example above, you can see that the Department of Financial Services has 3 location codes, the location GSA being the primary location of this department. The Campus codes identify the Vancouver Campus = UBC01 or the Okanagan Campus = UBC02. The Sub Campus code identifies off and on-campus hospital and non-hospital locations. 1 = UBCV Point Grey Campus (Non-Hospital Site) 2 = UBCV Point Grey Campus Hospital Site 3 = Off-Campus Non-Hospital Site 4 = Off-Campus Hospital Site 5 = UBC Okanagan. Mar 2015 Page 20

Job Code Table This table stores job codes and information relating to each job code. To access this page, select Set Up HRMS, Foundation Tables, Job Attributes and Job Code Table. You can leave the search fields blank and click on or you can specify the job code or the description and start the search. Job Code Profile This page contains information such as job title, job family and union code. Mar 2015 Page 21

Default Compensation This page contains the salary plan, grade and level information. (Hourly/Daily/Monthly/Annual rates in this table are not maintained by UBC) Mar 2015 Page 22

Union Table This table stores information regarding unions and employee groups. To open this page, select Set Up HRMS, Product Related, Workforce Administration, Labour Administration and Unions. Mar 2015 Page 23

Salary Grade/Step Table Salary Grade Table page contains the minimum, maximum and midpoint rates for the salary grade/salary administration plan you have selected. Salary Step Components page stores the salary step information for CUPE 116, CUPE 2950, CUPE 2278, BCGEU (UBCO) and Childcare positions with steps. To view these pages, select Set Up HRMS, Product Related, Compensation, Base Compensation and Salary Grades. It is best to specify the 3-letter salary administration plan when you search. The following table lists the salary administration plans set up on HRMS. SALARY ADMIN. PLAN AGZ DCC CCH HDC AQ1 AQ2 DESCRIPTION Agassiz Farm Workers BCGEU UBC Vancouver Childcare Staff (37.5 hrs/wk) BCGEU UBC Vancouver Childcare Staff (40 hrs/wk) Non Union Childcare Staff (37.5 hrs/wk) CUPE 116 Aquatic Centre Staff CUPE 116 Aquatic Centre Student B16, U16 CUPE 116 (35 hrs/wk) C16, R16, T16 CUPE 116 (37.5 hrs/wk) TSI TAU C29 CH2 CH1 CH3 OK1 OK2 EXC NUT 882 IUOE (882) M&P XMP SUD N/A N/A1 N/A2 N/A3 SSA CUPE 2278, NC Sessional Instructors CUPE 2278, UBC Vancouver Teaching Assistants CUPE 2950 (35 hrs/wk) CUPE 2950 Chan Center Staff (35 hrs/wk) CUPE 2950 Chan Center Staff (37.5 hrs/wk) CUPE 2950 Chan Center Students (10 hrs/wk) BCGEU UBC Okanagan except for TAs BCGEU UBC Okanagan Teaching Assistants Executive Administrative Staff Non-Unionized Technicians & Research Assists. Management and Professional Excluded Management and Professional Service Unit Directors Employees with no salary plan/standard hours = 40 hrs/week Employees with no salary plan/standard hours = 12 hrs/week Employees with no salary plan/standard hours = 35 hrs/week Employees with no salary plan/standard hours = 37.5 hrs/week Work Study Mar 2015 Page 24

Salary Grade Table Salary Step Components Click to see the salary for step 2 and step 3. Mar 2015 Page 25

4. HRMS Reporting Database (HRREP) The HR reporting database (HRREP) is available 23 hours a day and can be used for on-line look-up when the production database is down or to generate HR reports using PeopleSoft Query. (HRREP is down only for a short period in the early morning hours when it is being refreshed.) The difference between HRREP and HRPROD (HR live database) is that HRREP is a copy of HRPROD taken from the previous evening. It will not contain any updates made to HRMS during the day you are using it. In addition to having on-line look-up capabilities identical to HRPROD, HRREP also has a reporting feature that gives you access to many HR reports, which you can run whenever you want. The report output can be returned either to your screen or to an Excel spreadsheet - your choice. Once you select a report, your output is normally returned to you in a few minutes. The HRMS user ID and password that you currently use in HRPROD also works in HRREP. The security in the 2 databases is identical. When you run reports in HRREP, they will provide information for the same employees that you can see with your online access. Mar 2015 Page 26

How to log on to HRREP (HR Report Server) Step 1: Open your internet browser window (Firefox, Safari, etc.). Step 2: Go to CWL (www.msp.ubc.ca) and log in with your CWL user ID and password. Step 3: Click on the Reporting tab. Step 4: Click on the HRMS Reporting link. You have now logged on to the HRMS report server. Mar 2015 Page 27

Signing out of HRMS It is very important to follow these steps when signing out of HRMS. Step 1: Close the PeopleSoft HRMS page by clicking on. Not here! Step 2: Close the Management Systems Portal by clicking on Sign Out. You have now signed out of the system. Mar 2015 Page 28

Running Queries and Printing Step 1: Select Reporting Tools, Query and Query View in the menu. Step 2: Click on the button. It will display the list of queries you can run. Step 3: Queries are categorized by folders. If you click on the Folder View drop-down list, you can see the different categories of queries, such as EMPLOYEE DATA, ERECRUIT, HISTORICAL, etc. For example, to see queries relating to Position Management System, please select POSITION MGMT DATA under Folder View. To obtain a complete list of all queries, you can run 000_MASTER_QUERY_LIST. Mar 2015 Page 29

Step 4: To initiate a query, click on HTML or Excel. Step 5: The query result will appear as below. Use or to see the next or previous 100 results. View All: Click here to view the complete list; otherwise, you will see the first 100 records. Excel Spreadsheet: Click here to run the report to Excel. The system will open an Excel window within your browser. You must copy/paste the output into Excel to save it as an Excel document. CSV Text File: Click here to save the report as a Comma Separated Values file, which you ll then be able to open directly in Excel. Step 6: You can print the result by going to File and Print in your Internet browser menu or by clicking icon. Note: Be sure to select View All to print the complete list. Mar 2015 Page 30

5. APPENDIX Additional information relating to HRMS data and employee benefits eligibility is included in the pages which follow. Mar 2015 Page 31

HRMS Date Fields How UBC uses the date fields This table lists all the date fields that appear in an employee s Personal Information and Job Information pages. It describes which date fields are maintained by UBC and how UBC uses them. Component Page Name Date Field Used by UBC? Date Field Usage Personal Information All Pages Effective Date Yes Date specific entry is or was effective. Identity & Diversity Original Hire Date Yes Date employee was first ever hired at UBC. Not re-set if there are breaks in service. All Pages Effective Date Yes Date specific entry is or was effective. Does not appear on Employment Information page. Last Start Date Yes Employee s last date of hire, rehire or reappointment within the selected employee record. If an employee has been rehired or reappointed more than once, this date will change from one rehire/reappointment date to the next. Job Data Work Location Last Date Worked Yes Employee s last date worked when an employee is terminated, retired, deceased, laid off, suspended or put on leave of paid/unpaid absence within the selected employee record. This field will not appear for actions other than those mentioned above. Each time one of the above actions is processed, this date will change. Position Entry Date No Not in use. *Department Entry Date No Not in use. Date Created Yes Date specific entry was keyed into the system. Job Information Entry Date (Job) Yes Date employee continuously employed in Position (tied to Job Code). Used to determine salary increase eligibility for non-union positions. Mar 2015 Page 32

Continued from the previous page Component Page Name Date Fields *Labor Agreement Entry Date Used by UBC? No Date Field Usage Not in use. Job Labor Union Seniority Date Yes Date employee continuously employed within a union or non-union employment group (re-set if there are breaks in service). Labor Facility Entry Date No Not in use. *Grade Entry Date No Not in use. Job Data Salary Plan Step Entry Date Termination Date Yes Yes Date employee hired at or moved to corresponding salary step. Used to determine step increase eligibility for unionized positions. Term end date or last date employee physically at work within the selected employment record. Employment Information Service Date Yes Date employee has been continuously employed, regardless of employment group. Used to determine total university service (for vacation entitlement, length of UBC service, etc); date is reset if there are breaks in service. Job Earnings Distribution Faculty/Staff/Stud ent Appointment Data Project End Date Yes Date the specified account expires. Job Change Date Yes Date specific entry was keyed in or modified. Date fields marked with an asterisk are populated automatically by the system, but are not maintained by UBC Mar 2015 Page 33

Salary Administration Plan This table lists the salary administration plans set up on HRMS. SALARY ADMIN. PLAN DESCRIPTION AGZ Agassiz Farm Workers DCC BCGEU UBC Vancouver Childcare Staff (37.5 hrs/wk) CCH BCGEU UBC Vancouver Childcare Staff (40 hrs/wk) HDC Non Union Childcare Staff (37.5 hrs/wk) AQ1 CUPE 116 Aquatic Centre Staff AQ2 CUPE 116 Aquatic Centre Student B16, U16 CUPE 116 (35 hrs/wk) C16, R16, T16 CUPE 116 (37.5 hrs/wk) TSI CUPE 2278, NC Sessional Instructors TAU CUPE 2278, UBC Vancouver Teaching Assistants C29 CUPE 2950 (35 hrs/wk) CH2 CUPE 2950 Chan Center Staff (35 hrs/wk) CH1 CUPE 2950 Chan Center Staff (37.5 hrs/wk) CH3 CUPE 2950 Chan Center Students (10 hrs/wk) OK1 BCGEU UBC Okanagan except for TAs OK2 BCGEU UBC Okanagan Teaching Assistants EXC Executive Administrative Staff NUT Non-Unionized Technicians & Research Assists. 882 IUOE (882) M&P Management and Professional XMP Excluded Management and Professional SUD Service Unit Directors N/A Employees with no salary plan/standard hours = 40 hrs/week N/A1 Employees with no salary plan/standard hours = 12 hrs/week N/A2 Employees with no salary plan/standard hours = 35 hrs/week N/A3 Employees with no salary plan/standard hours = 37.5 hrs/week SSA Work Study Mar 2015 Page 34

Union Code and Job Code Prefix This table lists the unions/employee group codes set up on HRMS and the description of each code. UNION CODE DESCRIPTION JOB CODE PREFIX SALARY PLAN 882 International Union of Operating Engineers Local 882 32 882, N/A1 ACC BCGEU UBC Vancouver Auxiliary Childcare Workers 33 DCC CCH BCGEU UBC Vancouver Childcare Workers (40 hrs/wk) 38 CCH DCC BCGEU UBC Vancouver Childcare Workers (37.5 hrs/wk) 33 DCC HDC Non Union Childcare Workers (37.5 hrs/wk) 39 DCC HCC Non Union Childcare Auxiliary Workers (37.5 hrs/wk) 39 DCC A16 CUPE Local 116 Aquatic Centre 29 AQ1, AQ2 B16 CUPE Local 116 (35 hrs/wk) 25, 30 B16, U16 C16 CUPE Local 116 (37.5 hrs/wk) 25, 30 C16, R16, T16 B29 CUPE Local 2950 (37.5 hrs/wk) 26 CH1 C29 CUPE Local 2950 (35 hrs/wk) 21, 28 C29, CH2 OK1 BCGEU UBC Okanagan Support Staff 27 OK1, OK2 BOG Board of Governors Appointees Faculty in bargaining unit BU N/A NBG Board of Governors Appointees Faculty not in bargaining unit FVP Senior Executives Academic 05 N/A FV2 Senior Executives Administrative 05 N/A AGZ Agassiz Farm Workers 71 AGZ SUD Service Unit Directors 20 SUD M&P Management & Professional Staff (AAPS) 18 M&P XMP Excluded Management & Professional Staff 24 XMP NUT Non-Union Technicians & Research Assistants 50 NUT EXC Executive Administrative Staff 22 EXC MSC Other Staff 99 N/A, CH3 SSA Student Service Appointments (governed by Faculties) 40 SSA, N/A, N/A1 STW Student Workers (governed by H.R.) 99 N/A1 TAU CUPE Local 2278 UBC Vancouver Teaching Assistants 40 TAU TSI CUPE Local 2278 Non-Credit Instructors 45 TSI PAY Paymaster (non-ubc employees) 60 N/A TBA TRIUMF Board Appointment 60 N/A TMP TRIUMF Management & Professional Staff 60 N/A, N/A2 TNU TRIUMF Technicians & Students 60 N/A, N/A3 NON Non UBC Employees 80 N/A NB N/A Mar 2015 Page 35

Faculty Association Codes This table lists the faculty association codes set up on HRMS and the description of each code. FACULTY ASSOCIATION CODE DESCRIPTION IN BARGAINING UNIT? CHA REG members donating dues to Crane Library. Technically not in Bargaining Unit but treated the same as REG. EXM Deans and above during administrative term. Not in Bargaining Unit during admin term. HLD NON PRI PRN PTF REG members who opted out of bargaining unit when there was a choice. PDF & PDTF, Res. Assoc 1 & 2, Clinical faculty, Clinical fellows, Senior fellows, Visiting faculty/scholars /scientists, Adjunct professors, Honorary appointments, ETAs, Post-retirement appointments, Billed appointments, Heads, Directors, Assistant Deans, Associate Deans, Principals, and Emeritus. Part-Time Faculty members who have moved from tenured full-time status to part-time on a reduced workload or return-to-work program. Part-Time Faculty below 50% time (any length of appointment) OR 50% or above with less than a oneyear appointment. Part-Time Faculty at least 50% time with appointment of one year or more. Not in Bargaining Unit Not in Bargaining Unit In Bargaining Unit In Bargaining Unit In Bargaining Unit REG Full-Time Faculty with appointment of one year or more. In Bargaining Unit SES SUF Sessional Lecturers with appointments 4-11 months and at least 50% time. Part-Time Sessional Lecturers below 50% time (any length of appointment) OR 50% or above with less than a four-month appointment. In Bargaining Unit In Bargaining Unit Mar 2015 Page 36

Benefits These are the mandatory and optional benefits available to UBC employees if eligible. Category Description Deduction Type Optional Health (10) Optional Health (11) Medical Services Plan (MSP) Extended Health (EHB) Fixed-Cost Fixed-Cost Deductions Occur at Month-End Month-End Optional Health (12) Dental (DEN) Fixed-Cost Month-End Mandatory Health (14) Mandatory Optional Life Insurance (20) Life Insurance (21, 22, 23, 2Z) Mandatory Disability (31) Optional Pension (80, 81) Employee Family Assist Prog (EFAP) Basic Life Insurance (BGL) Optional/Spousal Life & ADD Insurance Income Replacement Plan (IRP) Pension Plan (FAP/STP) Optional Tuition Fee Tuition Fee Benefit Fixed-Cost %-Based Fixed-Cost %-Based %-Based Month-End Every Payroll Month-End Every Payroll Every Payroll Deductions Taken 1 month in advance of coverage 1 month in advance of coverage 1 month in advance of coverage 1 month in advance of coverage Same month as the coverage 1 month in advance of coverage Same month as the coverage Same month as the coverage Mar 2015 Page 37

Student Appointments This table lists some of the most commonly used student appointments and useful information. Job Title Job Code Pay Group Earnings Code Tax CPP EI WCB Union Dues Vacation Pay Graduate Teaching Assistant 1 400101 Monthly or Hourly 80% REG 20% FEL Y Only REG Only REG Y Y Included in pay Graduate Teaching Assistant 2 400102 Monthly or Hourly 80% REG 20% FEL Y Y Y Y Y Included in pay Undergrad Teaching Assistant 400103 Marker 400104 Graduate Research Assistant 400201 Graduate Academic Assistant 400202 Undergrad Academic Assistant 400203 Monthly or Hourly REG Y Y Y Y Y Monthly or Hourly REG Y Y Y Y Y Monthly Only FEL Y N N Y N Monthly or Hourly REG Y Y Y Y N Monthly or Hourly REG Y Y Y Y N Included in pay Included in pay Included in pay Included if monthly Paid out if hourly Included if monthly Paid out if hourly Mar 2015 Page 38

HRMS Cheat Sheet - Demographic Information Question: How do I look up my employee s home address, phone number and birthdate? Navigation: Workforce Administration>Personal Information>Biographical>Update Personal Information Enter the employee ID or name (lastname,firstname no spaces) to access Personal Data pages. Mar 2015 Page 39

HRMS Cheat Sheet - Employment Information Question: How do I look up an employee s employment history? Navigation: Workforce Administration>Job Information>Job Data Enter the employee ID or name (lastname,firstname no spaces) to access Job Data pages. Mar 2015 Page 40

HRMS Cheat Sheet - Salary Scale Information Question: How do I look up salary scale information for a specific employment group? Navigation: Set Up HRMS>Product Related>Compensation>Salary Planning>Salary Grades Enter appropriate Salary Administration Plan Code (click on Inquiry Guide). to see a list of values or refer to page 83 of the Navigation and Click on Search to pull up all grades within the Salary Administration Plan selected. Mar 2015 Page 41

HRMS Cheat Sheet - Paycheque Information Question: How do I look up pay cheque information? Navigation: North American Payroll>Employee Pay Data>UBC Paycheque History - Campus Planning>Salary Grades Enter the employee ID. Click on Advanced Search for more search criteria. Mar 2015 Page 42

HRMS Cheat Sheet - Set Up Tables Information Question: Navigation: How do I look set up table information? Set Up HRMS>Foundation Tables or Common Definitions or Product Related Location, Department, Dep t/location Tables Job Code Table Union Table Mar 2015 Page 43

Using Keyboard Shortcuts Working in an internet browser-based environment can often be mouse intensive. However, PeopleSoft offers keyboard navigation alternatives to using the mouse. These shortcuts are classified into two categories: Hot keys Access keys Hot keys perform immediate actions. When pressed, the designated actions occur. Notice that several hot keys perform different functions depending on the page you are in, such as a transaction page or a search page. Alt+1 Hot Key Button or Link Action Save page in a transaction. Alt+2 Alt+3 Alt+4 Alt+5 Alt+6 Alt+7 Alt+8 Alt+0 Return to the Search page from the transaction page. View next row in list when button is active. View previous row in list when button is active. Opens Look Up page. Opens the calendar prompt. Opens the pop-up window on a page. Inserts one or more rows in a grid or scroll area. Deletes row in a grid or scroll area. When in Expert Entry mode, validates data entered on the page. Alt+. Alt+, Next set of rows in grid or scroll area. Previous set of rows in grid or scroll area. Alt+ / Find Find data in grid or scroll area. Alt+ View All View all rows of data in grid, scroll area, or Search page results list. Alt+ \ Ctrl+J -- Displays system information. Ctrl+K Ctrl+Y -- -- Toggles between Add a New Value and Find an Existing Value in a Search page. When in a search page or transaction page, opens a page with a list of keyboard navigation shortcuts using hot keys and access keys. Toggles menu between collapse and expand. Ctrl+Tab -- Toggles focus throughout the page. Enter Esc Activates the OK button, where appropriate. On a Search page, activates the Search button. On a Look Up page, activates Look Up button. Activates the Cancel button, where appropriate. Mar 2015 Page 44

Access keys move the focus of your cursor to a particular button on a page. The following table outlines the shortcuts you may use in place of clicking the equivalent action button with your mouse. After pressing the desired key combination, you must then press the Enter key to execute the action. For example, to save a page pres Alt+1 followed by Enter. Note that some access keys have multiple actions assigned to them, and the usage depends on the currently active page. Alt+9 Alt+\ Access Key Button Action Accesses Help Toggles between action modes on the toolbar and a transaction page. Ctrl +Z -- Accesses the search box of the menu. Mar 2015 Page 45