January 01, 2012

Oracle - UAB HR Officer

The UAB HR Officer responsibility gives end users the ability to view and update personnel data, view and update timesheets hours and cost distributions, view and retroactively redistribute previously posted salary/benefit dollars, view faculty data, and run ad hoc reports.

The UAB HR Officer responsibility will appear on the end users Personal Home Page as a nine-digit org number plus the organization name. 

HR Officer Responsibility image

When the UAB HR Officer responsibility is selected, the menu options will display.

Menu Options image

Written instructions for each menu option and additional resources are available for viewing or printing by clicking on the green menu option below.

 

UAB HR Officer Menu Option Functionality


Access Control Form (ACF)

 


The Access Control Form (ACF) is used to view, request and change access responsibilities for employees.

HR Transactions:
 

ACT


The ACT form is used to view personnel records, create a new personnel record, to change any part of that record, or to terminate the relationship with UAB.

 

Biweekly Timesheets:

 TEL


The TEL form is utilized by the University for biweekly employees to record work and benefit time.
 

Update Salary Distributions: 


Salary Reclass Form

The Salary Reclass Form is used to retroactively redistribute previously posted salary/benefit dollars.

Workflow:


WAM - Approval Paths

Personal Worklist

UAB Document Locator

  • The WAM form documents the current approval path of each document; also includes an approver history for those documents.
  • System notifications are delivered to requestors and approvers via their Personal Worklist.
  • The UAB Document Locator allows users to locate a document and see its current location in the system.

 

 HR Data Views:

Assignment List

 

 The Assignment List provides a means of viewing personnel data for multiple employees, trainees and volunteers' in a list format. Data may be exported into Microsoft Excel format.

View Biweekly Accrual Balances

 

 The View Biweekly Accrual Balances provides viewing access in the Administrative Systems to BIWEEKLY PAID EMPLOYEES benefit time accrual balances. Data may be exported into Microsoft Excel format.

 

Personnel Action Log

 

The Personnel Action Log (PAL) provides a listing of all ACT Documents and Self Service changes that have been processed. Data may be exported into Microsoft Excel format.

 

View Salary Distribution
Information:

View Salary Distribution by Period 


View Salary Distribution by Document
 
  • The View Salary Distributions by Period provides a means to view funding/costing data for a specified period of time.
  • The View Salary Distribution by Document provides a means to view submitted salary reclass documents and provides a history of all documents processed for the specified assignment.

 

 

View Effort Reports

 

 The View Effort Reports provides a means of running a data extract to determine the location of effort reports, a listing of all effort reports for effort report eligible employees for which the requestor has access.

 

 

Payroll Information Extract (PIE)

 

 The Payroll Information Extract (PIE) provides the ability to access detailed payroll and/or labor distribution (LD) information.  The information is extracted and the report sent in an Excel spreadsheet.

 

Legacy Payroll Info (OPIE)

 

The Legacy Payroll Info (OPIE) provides the ability to access detailed payroll and labor distribution information from the old LEGACY (HURS & FAS) system.

View Faculty Data Form

 

 The View Faculty Data Form provides viewing access to faculty related appointment data.

 

Run Reports:

Submit Process

View Request

 
  • The Submit Process menu option is used to generate HR Ad-Hoc (as needed) reports.
  • The View Request menu option is used to view previously generated HR Ad-hoc (as needed) reports.

 

HR Reporting:

HR Ad-Hoc Reports

HR Ad-Hoc Reports are available on the UAB HR Officer Responsibility.  These reports can be run on an "as needed" basis and provide valuable information related to managing personnel.

 

HR Electronically Distributed Reports:

University

Hospital

 

Specific HR reports are electronically distributed to individuals identified as the HR Organization Contact. Individuals responsible for HR functions will find these reports useful in managing personnel.

The UAB Self Service Applications responsibility gives active employees, trainees and volunteers the ability to view and update his/her own personal information, such as name and home address, direct deposit banking instructions, and view his/her own pay slips (deposit notice). It also gives individuals with active assignments, the ability to view their assignment and salary history, access their annual W2 information, generate an employment verification form, and certify their educational assistance benefit.

Instructional documentation is available and can be accessed by clicking on the link provided for each task or menu option.



Task To Be Performed
UAB Self Service Application Menu Option
Link To Instructions
Update name and home address Personal Information images/assets/56923.pdf 
View payslip Payslips http://financialaffairs.uab.edu/content.asp?id=515471




Add/Update direct deposit account(s)




Manage Direct Deposit Account
Initial Setup:
http://financialaffairs.uab.edu/content.asp?id=419405
Add Deposit:
http://financialaffairs.uab.edu/content.asp?id=419617
Update Deposit:
http://financialaffairs.uab.edu/content.asp?id=419622
Delete Deposit:
http://financialaffairs.uab.edu/content.asp?id=419626
Update federal tax withholdings online Federal Online Tax Forms http://financialaffairs.uab.edu/content.asp?id=415583
Update state tax withholdings: Alabama Form A-4 may be submitted online; out of state tax forms must be completed and faxed (975-7417) to Payroll Services  State Online Tax Forms http://financialaffairs.uab.edu/content.asp?id=415581
View personal employee assignment data and salary data from Oracle HR Employee Views images/assets/56925.pdf
View annual W-2 statement for a specific year Employee W2 http://financialaffairs.uab.edu/content.asp?id=420517
View employee information (i.e. personal information, deposit information, biweekly accrual detail, etc.) Employee Inquiry Form http://financialaffairs.uab.edu/content.asp?id=429246
Generate and  print an employment verification Employment Verification Report http://financialaffairs.uab.edu/content.asp?id=428098
Certify spouse/dependent eligibility for UAB tuition assistance Educational Assistance Form images/assets/56927.pdf
Change pay option between 9/9 and 9/12 (nine-month contract employees ONLY); available  April 1 - July 31 Nine Month Pay Election Form images/assets/56928.pdf
View payment calculations, including escrow withheld and escrow paid based on the 9/12 pay option Nine Month Pay Escrow Calculator images/assets/56929.pdf

 

January 01, 2012

Employment Verification

The employment verification form allows employees to obtain a printable verification of current employment information with or without salary details and earnings history. It may be printed and delivered to the party requesting the information. Each form has a unique identification number that enables the Payroll Services/UAB HRM Records area(s) to verify and/or validate the data.


The UAB GL End User responsibility gives the user the ability to view GL account string dollar balances and dollar transactions based upon his/her security rules, view all GL attributes (non-dollar data) for any and all account string, without regard to his/her security rules, and run certain predefined GL ad hoc reports on line.

Please visit Financial Affairs for more information.

The UAB GA End User responsibility gives the user the ability to view project, task and award dollar balances and dollar transactions, view GA attributes (non-dollar data), and run certain predefined GA ad hoc reports on line.

Please visit Financial Affairs for more information.

The UAB FN Document Entry/Approval responsibility gives the user the ability to create the three finance online document types: Purchase Order Requisitions, Payment Requests and GL Journal Entries. Users may also view previously entered Purchase Order Requisitions, Purchase Orders, supplier/vendor information, and all GL Journal Entries.


The UAB Requisition Input responsibility gives the user the ability to create and view requisitions and payment requests, and to view supplier/vendor information.


  • Payment Request
  • Supplier Inquiry
  • Document Locator
  • Supplier Item Catalog
  • Purchase Order Summary
  • Additional Information:

     

    UAB Policies & Guidelines (Expenditure Guidelines) - Resources for faculty and staff for UAB's institutional policies and procedures applicable to the expenditure of UAB funds.  

     

    Oracle Official Object Code Listing The official UAB object code listing for Oracle General Ledger and Oracle Grants/Projects Accounting. List includes official definitions for the use of each primary object code and the rollup/blocking structure for Oracle object codes.

    Item Categories for Requisitions This file contains the full list of item categories used in Purchase Order Requisitions.

    Ordering Items from Oracle's Item Master This document describes how the item number in Oracle is structured.

    Payment Request Supplier and Object Code Edits This document lists each payment type and the allowable object codes and allowable supplier types for each payment type

    Purchasing Ship To Locations This document lists all valid ship to locations for purchase orders.

    Purchase Order Search This document describes how to look up Purchase Orders.

    Requisition Search This document describes how to lookup Purchase Order Requisitions

    Access

    Users log on to the Oracle Administrative System using a BlazerID and strong password, but what a user is able to access within Oracle is based on their Responsibilities. "Responsibility" is the term used to identify the sets of web pages, menu options, forms, data, and reports that users can use within the system. Some responsibilities are set up automatically for the users based on certain criteria, and other responsibilities must be set up with the Access Control Form (ACF).

    In addition to access responsibilities, employees may be assigned certain “roles” within Oracle so that they may view and/or update data, and receive notifications and reports. Click here for information about the roles assigned in the Oracle Administrative Systems.


    BlazerID and Strong Password

    Anyone needing access to Oracle must have their own BlazerID and a strong password. First the individual must be appointed in Oracle HR via an ACT document as an employee to become eligible for a BlazerID. After the ACT hire document has reached the complete status, an overnight process adds the individual to the UAB Electronic Phonebook, which is used to validate requests for BlazerIDs.

    If the individual does not have a BlazerID, they can easily obtain one by accessing http://www.uab.edu/blazerid. System users are not permitted to share their BlazerIDs with other people, so they must sign up for their own. They will also create a strong password, which consists of a combination of letters and numbers from 8 to 16 characters long. Learn more about a Strong Password by accessing the UAB Electronic Phonebook.

    After entering the BlazerID and Password, users must accept the "Signon Agreement" to gain access to the system. The "Signon Agreement" references the Oracle Access Agreements for Employees.

    Responsibilities

    Users log on to the system using a BlazerID and strong password, but what a user is able to access within Oracle is based on their Responsibilities. "Responsibility" is the term used to identify the sets of web pages, menus, forms, data and reports that users can use within the system. Below is a list of end user responsibilities.

     

    HR ResponsibilitiesFinance Responsibilities
    UAB Self Service Applications, UAB Self Service Views, UAB TEL, UAB Effort Report User, UAB HR Officer, HURS View, UAB Timekeeper, UAB Salary Reclass, UAB ACT Input UAB AP End User, UAB FN Document Entry/Approval, UAB Sunflower Custom Reports, UAB GA End User, UAB GL End User, UAB Budget Model User, UAB Requisition Input

    How does an individual get access responsibilities?

    To be eligible for access to Oracle, an individual must be appointed via an ACT document as a Person Type of Employee. Responsibilities are set up in one of two ways: by default and by an approval process.

    Default responsibilities -- The term "default" responsibilities refers to responsibilities that are set up systematically (automatically) for a user based on certain criteria. After an employee has obtained a Blazer ID, a process is run granting access based on the criteria shown below in the Eligibility column. Below is a table listing the responsibilities set up by default.

     

    Responsibilities Assigned by Default
    Responsibility TitleHR or FNEligibility
    UAB Self Service Applications HR Individuals with Person Type of Employee
    UAB Self Service Views HR Individuals with Person Type of Ex-employee
    UAB Effort Report User HR Any assignment with a Payroll of 12/12 Monthly Faculty, 9/12 Monthly, 9/9/ Monthly, Monthly
    UAB TEL HR Any assignment with a Payroll of Biweekly
    UAB AP End User FN Employees with an Assignment Category of 01 and 03
    UAB FN Document Entry/Approval FN Employees with an Assignment Category of 01 and 03
    UAB Sunflower Custom Reports FN Employees with UAB FN Document Entry/Approval responsibility

    Approved Responsibilities - Responsibilities that are not assigned by default must be requested via the Access Control Form, and the request is routed through workflow for approval. Below is a table listing the end user HR and Finance approved responsibilities.

     

    Responsibilities Assigned after Approval Process
    Responsibility TitleHR or FNEligibility
    UAB HR Officer
    (Example: 706600000 Orthopedic Nursing)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    HURS View
    (Example: 3100000000 HURS View)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Salary Reclass
    (Example: 3116500000-Reclass Salaries)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Timekeeper
    (Example: 190702000-Timekeeper)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB ACT Input
    (Example: Example: 392200000-ACT Input)
    HR Employees with an Assignment Category of 04 Irregular and a Primary Assignment in org 114402000 Temporary Services
    UAB GA End User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB GL End User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Budget Model User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Requisition Input FN Employees with an Assignment Category of 02, 04, 06, 07, 11, 12, 17, 21
    UAB AP End User FN Employees with an Assignment Category of 04-Retiree, 04-Affiliated Zero Pay
    UAB FN Document Entry/Approval FN Employees with an Assignment Category of 04-Retiree, 04-Affiliated Zero Pay

    Does everyone with a specific responsibility see the same data?

    The type of access for a responsibility is "restricted" or "open". If the responsibility has restricted access, the user is limited in what forms and data they can view or update. If the responsibility has open access, all users with the responsibility have access to all forms, data and ad hoc reports associated with that responsibility.

    Responsibilities that are restricted limit access based on one of three criteria: individual, HR org or GL org range.

    Individual - responsibility limits access to the user's (individual's) personal data. Responsibilities that are "restricted by individual" are: UAB Self Service Applications, UAB Self Service Views, UAB TEL, UAB Effort Report User

    HR Org - responsibility limits access to designated HR organization hierarchy. Responsibilities that are "restricted by HR org(s)" are: UAB HR Officer, UAB Timekeeper, UAB Salary Reclass, UAB ACT Input.

    GL Org Range - responsibility limits access to designated GL organization ranges. Responsibilities that are "restricted by GL org range(s)" are: UAB GL End User, UAB Budget Model User.

    Open access means the user has access to all forms, data and ad hoc reports associated with that responsibility. The responsibilities with open access are: UAB AP End User, UAB FN Document Entry/Approval, UAB GA End User, UAB Requisition Input, and UAB Sunflower Custom Reports.

    How or when are responsibilities terminated?

    Responsibilities are end dated (terminated) in one of two ways: (1) systematically or (2) through the approval process.

    1. Responsibilities are end dated systematically when:
      1. an ACT Termination document is Complete, or
      2. an employee's transfer document is Complete, or
      3. an ACT Leavedocument for biweekly-paid employees is Complete.
        1. When an employee's ACT Termination document reaches Complete status, all responsibilities are systematically end dated effective the date of the ACT Termination document. Note: UAB Self Service Views is systematically assigned to an individual when the ACT Termination document reaches Complete status.
        2. When an ACT "transfer" document reaches Complete status, all approved responsibilities are systematically end dated effective the date of the ACT document. The ACT transfer document must have document reasons of Transfer Lateral/Different Department or Transfer with Promotion and a change in org.
        3. When a biweekly-paid employee's ACT Leave document reaches Complete status, all responsibilities except UAB Self Service Applications are systematically end dated effective the date of the ACT Leave document.
          --Default responsibilities are systematically reinstated when employee's status returns to "Active"
          --Approved responsibilities must be requested after employee's status returns to "Active"
    2. The approved responsibilities may be end dated via the Access Control Form, and the request is routed through workflow, with the final approval(s) being made at the appropriate School, Hospital or VP level.
    Page 2 of 4