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Document Type: Job Aid
Title Description
1095-C FAQs

This job aid answers the most frequently asked questions about the 1095-C form.  This form will contain detailed information about your personal health care coverage. It is important to keep this form for your 2017 tax records. Job Aid BEN-1

2013 Special Leave Quota 55

A new absence type, Special Leave (9712), is now available for use in the OSC HR/Payroll system...

Accessing the Training Practice Sandbox (899)

Accessing the Training Practice Sandbox (899)...

Action Notes Template

A template established by OSHR that outlines the minimum standard for all Personnel Administration (PA) PCR/Action comments. This Excel template is a one-stop tool for providing definitions of the PA Actions/Reasons and guidelines for entering the required comments specific to each Action/Reason.

Adding New Data Elements Using Assign Data in a Cross Tab Report

While adding a new data element to a Cross Tab report, the report formatting changes when you add the data element by accessing the table context menu through ‘Assign Data’ in the table. When you drag and drop a dimension column to the cross-tab report from the available objects, this tabular format report changes especially on the total columns at the right end do not occur.

Address Field Helps and Hints

The purpose of this job aid is to assist in reducing the character count in the Address 1 and Address 2 fields in the Integrated HR/Payroll System (including ESS). This job aid also includes postal abbreviations such as street suffixes, two-letter state codes, and geographical directional abbreviations. Job Aid PER-1

Addressing Negative Quota Balances

The Remaining balance on a quota is simply a mathematical calculation that subtracts the Requested hours (time sheet absences) and Compensated hours (0416 pay-outs) from the Entitlement hours (normal accruals, offset hours, and 2013 corrections)...

Adobe Flash Player Error

Problem: Error occurs when attempting to run Crystal Reports or Dashboards

Affects: Crystal Reports and Dashboard

Cause: The Adobe Flash player add-on needs to be installed and enabled 

Advanced Time and Payroll Troubleshooting Procedures Guide

Advanced Time and Payroll Troubleshooting Procedures Guide is designed to help you research questions and issues surrounding payroll.  Since payroll is integrated with time management, many of the questions are answered by looking at time entered or time settings.....

Agency Cost Center Cross Walks

Agency Cost Center Cross Walks..

Agency Metrics Report Descriptions in BI

Agency Metrics Report Descriptions in BI...

Approved Leave (Code 9000) Hierarchy

With the changes to the Vacation & Bonus Leave policy effective 10/1/2014, an employee can choose to consume Bonus Leave before Vacation Leave...

Attendance Absence Types Defined

Attendance Absence Types Defined...

B0003 Salary Increase Monitoring Report

This report provides Salary Increases with annual and prior salaries statewide across agencies for all employees except temps. The salary increases in this report are provided for specific Action Types like New Hire, Promotion, Reinstatement/Reemployment, Non-Beacon to Beacon, Transfer, Appointment Change, Reallocation, Salary Adjustment, Range Revision, Career Progression and Band Revision. A second report tab provides the summary of Actions and Total Dollars Increased by Action Type. New Hires are excluded in the summary Tab. 

For monitoring compliance to policy for most salary increases. Action Monitoring for Executive Request. Use Compa Ratio to evaluate, either at a summary or detail level, how employee salaries are increased within their specific job market. 

B0007 ADA Analysis BI Report Description

Please contact BEST Shared Services...

B0011 Participating Employees With Benefit Plans

This report shows all employees who are participating in specified benefit plans as of Selected Date and is associated with Two Reporting Views. The Summary Reporting tab provides the summary of Number of Employees by Plan and Plan Option.

Agency could use the report during open enrollment as a reminder to reenroll for plans that require mandatory reenrollments and to recomplete wellness credits for premium reductions and continued participation in the next plan year. 

 

B0012 Employee Range Revisions and Reallocations

This report lists employees that have received a Range Revision or Reallocation plus shows if there is a balance. Provides jump to ‘B0022: Comments’ report. 

Report shows if an increase was given to the employees. Report shows if a partial increase was given and the remaining balance. Agencies should run this report to identify/validate which employees have received a Reallocation or Range Revision. 

 

B0013 Compensation Modeling

This report allows OSHR to analyze the cost of implementing the new Compensation System with cost information regarding taking employees to new MIN or new MP.

Tool to be used specifically for calculating the cost of proposed reallocation actions. The unique data being pulled into the report is the set of relationships between Positions and the proposed Jobs to which they may be reallocated. Knowing the proposed Jobs allows the report to compare the salary of Employees in these Positions to the salary range associated with the Jobs and then calculate the difference between the salary and the salary range minimum and midpoint. These difference amounts can then be grouped by funding source and totaled as needed to determine how much money would be needed to increase Employees’ salaries to the minimum and/or midpoint.

The ‘No Job Chg’ flag is set when the New Job is the same as the Current Job or if the New Job is an existing Job. This flag can be used to identify any reallocations that may have been entered incorrectly in the Agency spreadsheets.

B0014 Cost Center Master BI Report

Please contact BEST Shared Services...

B0018 Disability Dates BI Report

Please contact BEST Shared Services...

B0019 Employee Action Duration

This report captures action pairs that are expected to have a finite duration. The report will calculate and display the true duration of paired actions to determine how long an employee has been in an action state such as Leave of Absence(LOA) or Acting Promotion.

B0024 Comprehensive Job Data

The B0024 Comprehensive Job Data report displays detail about selected job(s), including job min/max/ref information.  This report is used by OSHR to analyze job data as it relates to positions and employees. Analysis can be completed via Pay Types, Pay Areas, Job Branches, and Job Families or by individual Jobs. 

This report can be run to view a list of job classifications across the state by default and later narrowed down to individual agencies using organizational units. The report can be used to compare the job classifications statewide to job classifications within a specific agency. This report displays Job MIN and MAX by relevant date, and list Jobs as specified in prompt. OSHR uses this report to compare Positions to Jobs, Jobs to Jobs, Jobs within Job Families, Job Pay Areas, etc. Analysis is performed on a more global Job level or even Job Family level across the state. This report lists all jobs with or without any associated positions. 

B0026 Employee Pay by Quartile

This report provides the employee’s pay level within the quartile minimum and maximum of a designated quartile and employee salary average by quartile by Job. 

This report should be used to monitor employees by their job classification when comparing each by their salary within the quartiles. It can show potential areas of inequity. This report also provides a summary count and average salary of employees by quartile. Use Compa Ratio Rate to evaluate, either at a summary or detail level, how employee salaries compare to others within their specific job market.  

B0029 EEO Planning by Org Structure

This report provides demographic Information such as ethnic origin and gender along with EEO and SOC Codes. The report displays organizational structure data by Personnel Area, SOC Category, SOC Subcategory and Job.

The report is useful in analyzing various characteristics such as race/gender/age range as it relates to various factors.  It is used to make comparisons by Job, Ave. Salary, Ave. Age and Ave. Length of Service. The report is useful in analyzing decisions related to internal equity and any disparity in an agency’s salary decisions, etc.

B0030 Position and Employee Competency Level Compare

This reports shows the Competency (Pay Level) settings along with other relevant Pay attributes for Employee, Job, and Position for Banded Pay Types.

This report is used to compare the Competency Level settings on Employee and Position for Banded pay types so that corrective action may be taken when discrepancies are found. 

B0031 Staffing by Occupational Category

This report shows Equal Employment Opportunity (EEO) demographics by Personnel Area and SOC Category. The demographics represent counts and percentages for Total Employees, New Hires, and Promotions.

The report is useful in analyzing various characteristics such as race/gender as it relates to various factors.  It is used to make comparisons by Personnel Area, SOC Category, Employees, New Hires and Promotions.  The report is useful in analyzing decisions related to internal equity and any disparity in Percentages Represented by Employees, New Hires and Promotions.

B0032 Employee Appointed Exempt Designation

This report shows the appointed employee designations to Exempt Policy-Making and Exempt Managerial. . It also provides necessary information for determining employment rights when the employee is removed from the exempt appointment. 

To verify the number of exempt appointments for these two categories and to assist with employment rights as needed. 

B0034 Employee Grievance Data
This report lists all Grievable Issues filed by active employees. It includes all associated detail for each grievance basis along with status information such as informal and formal stepstaken. Provides jump to 'B0022: Comments' report.
 
This data can be used to track and report events occurring in the EEO Informal Complaint and Grievance process, and the Policy Violation Grievance process beginning with the informal complaint step through the disposition of a complaint at the Office of Administrative Hearings (OAH). The data captured will reflect the State’s activity for employee complaints and grievances. The data will also be used to determine training and/or education needs for employees.
B0036 Employee Asset Assignment

The B0036: Employee Asset Assignment report provides a list employees who have objects on loan for the organizational unit selected.  Examples of objects on loan are State ID badge, office keys, equipment, state credit card, etc. 

This report can be used to track the agency assets that have been assigned to employees for the org unit specified. It can be used after hiring a new employee to verify that all asset assignments have been entered into the system correctly. It can also be run to identify objects on loan for a separating employee, to be used as a checklist to ensure that all assets have been returned prior to the employee’s final day.  

B0037 Employee Personal Data

The B0037: Employee Personal Data report provides a list employees who are currently active within the organizational unit selected. This report provides personal details about an employee such as home address, emergency contact information and birth date.

This report can be used to obtain the permanent addresses for employees if there is a need to mail information to employees’ home addresses. It can be used to obtain emergency contact information for an individual employee or for all employees within an org unit in the event of a disaster or a state of emergency. This report contains date of birth, so it can be used in circumstances where there is a business need to gather this information for a group of employees. The report also contains only the month and day of birth date, and it can be used to compile a birthday list for employees within an org unit. 

B0039 Employee Licenses, Certifications and Registrations

B0039: Employee Licenses, Certifications & Registrations report counts the total number of employees holding specific licenses and the total number of expired licenses by org unit.

This report counts the total number of employees holding specific licenses and the total number of expired licenses by org unit. This report is used to monitor the validity of required licenses, certifications and registrations that employees need for their job functions. 

B0040 Employee Performance Rating Salary

The B0040: Employee Performance Rating & Salary report provides a list of active employees within the organizational unit selected, along with each employee’s performance rating and salary as of the end of the year cycle selected.

This report can be used to obtain the list of performance ratings for the organizational unit specified to view the ratings have been entered for the employees within the organizational unit specified. This report can be used to determine if a supervisor has completed the ratings for the employees within his/her unit, or if there are missing entries for specific employees. 

 

B0042 Employee Turnover

This report shows Separations counts, Turnover rates, and Active employee counts by Personnel Area or Job Family for each of the following Separation Categories:

  • Voluntary 
  • Involuntary
  • Retirement  
  • Transfers

Additional demographics can be added to the report to analyze turnover by Gender, Ethnicity, Age Range, etc.

Analyze separation metrics to spot potential problem areas and assist in determining a course of action to help with employee retention.

  • Is there a staffing risk due to a large number of Retirements? 
  • Is there a retention issue due to Salary Ranges?  
  • Are there particular types of jobs that are more prone to having a higher turnover rate? 
B0042-1 Employee Separations and Transfers

This report shows employee action detail and action counts for Separations and Outbound Transfers.

This report can be used to examine action detail of Separations and Outbound Agency Transfers for validation of metrics on the ‘B0042: Employee Turnover’ report.

B0043-D Turnover From State Government Last 12 Months

This dashboard is based on data from the last 12 months (including current month) and displays separation metrics for employees that have left state government. Metrics included are:

  • Total Turnover Rate
  • Separations by Job Family
  • Separations by Salary Range
  • Separations by Age Range
  • Separations by Gender
  • Separations by Ethnicity
  • Separations by Length of Service
  • Separations by Involuntary/Voluntary/Retirement Categories 

Analyze Separation metrics to spot potential problem areas and assist in determining a course of action to help with employee retention. 

For example:

  • Is there a staffing risk due to a large number of Retirements?
  • Is there a retention issue due to Salary Ranges?
  • How long are employees staying in State government before leaving?
  • Are there particular types of jobs that are more prone to having a higher turnover rate? 

 

B0044 Work Communication Data

The B0044: Work Communication Data report provides a list of work mailing addresses for positions within the organizational unit selected. This report also provides employee information with some personal details about an employee such as name, date of birth, ethnic origin and gender. 

This report can be used to verify employee addresses and telephone numbers listed in the employee directory. This report can be used to obtain the position mailing addresses for employees if there is a need to mail information to employees’ work addresses. This report contains date of birth, so it can be used in circumstances where there is a business need to gather this information for a group of employees.  

B0047 Benefit Health and Insurance Plan Costs

This report shows all employees who are participating in specified benefit plans along with employee, employer and provider costs by each plan. The Report is associated with Two Reporting Views. The Summary Reporting tab provides the summary of Employee Costs, Employer Costs, Provider Costs and Number of Employees by Calendar Month/Year, Plan Category, Plan and Plan Option. 

Analyze health and insurance plan costs. Agency could use as needed to determine agency costs. 

B0049 IT Expenditure Report

The B0049 IT Expenditure Report lists the positions for Information technology (IT) job classes for each agency. The report lists each position's agency, FTE, budgeted salary and employer costs for OASDI, HI (Medicare), Retirement and Health Insurance. 

This report is used annually to provide budgeted employee and employer costs for IT positions statewide. It can also be used for to determine costs for IT positions for budget funding and/or human resource planning purposes. This report can be used to identify positions in the IT job family (90000004 and 91000011) within the org unit specified. The report can be used to compare the employee’s annual salaries with the budgeted salaries for the IT positions within the org unit specified.

B0050 Grievance Data

This report lists all historical grievances (from infotype 0102) filed by active employees. It includes details such as when the grievance was filed, and the current status. Provides jump to 'B0022: Comments'. 

The data in this report will be used to track and report historical data in the Grievance process.  

B0051 Disciplinary Warnings

Report provides list of employees who have received a warning.

This report is used to monitor and track the status of disciplinary warnings for active employees.

B0057 Grievance Overview

This report shows the total number of grievances and corresponding percent calculations (based on Grievance Count).  The counts and percentages are broken down by processing steps for each of the four Grievable Issue types (Policy Violation, Discrimination, Harassment, and Retaliation). 

The data summarized in this report will reflect the state’s activity for employee grievances and will be used to determine agency and OSHR action for manager and employee training and/or education with the goal of reducing the need for employees to file grievances. 

 

B0059 Grievance Summary

This reports shows (by Agency, Gender, and Ethnicity) the number of grievances (based on Reason Count) and corresponding percent calculations for each type of Grievable Issue (Policy Violation, Discrimination, Harassment, and Retaliation). Data will only display for all 4 types of Grievable Issue if there exists at least one grievance for each type of issue. 

The data summarized in this report will reflect the state’s activity for employee grievances and will be used to determine agency and OSHR action for manager and employee training and/or education with the goal of reducing the need for employees to file grievances. 

 

B0061 Legislative Increase Detail BI

The B0061 Legislative Increase Detail Report displays Legislative Increase (LI) information...

B0063 Legislative Increase Summary BI

The B0063: LI Position Summary Report provides a summary of budget information...

B0064 Estimated Longevity Eligibility Length of Service

This report provides a list of employees who have achieved at least 10 years of creditable service, and are eligible to receive a longevity payment within 12 months of the date the report is executed.  The Office of State Human resources longevity policy states that full-time and parttime (20 hours or more) permanent, probationary, trainee and time-limited employees are eligible for longevity pay.

This report can be used to determine the estimated longevity for eligible employees within an org unit for a 12 month period, rather than performing manual calculations. The amount of estimated longevity is calculated by multiplying the employee’s salary by the longevity percentage rate based on the employee’s length of service as of the date the report is executed. The percentage rate increases as the employee completes 10, 15, 20, and 25 years of service. This report can be used for budgeting, to estimate and plan salary and longevity payments for a 12 month period for a specified org unit(s). 

B0065 Employee Retirement Eligibility With Leave Balances

This report shows the number of full time active employees that meet the criteria to be eligible for unreduced retirement benefits at a future time as specified by the user. This report displays the three categories for unreduced retirement benefits and the category for unreduced retirement benefits for Law Enforcement.

  • Service Retirement (Unreduced Benefits) 
  • Age 65 and complete five years of membership service
  • Age 60 and complete 25 years of creditable service
  • 30 years of creditable service, at any age
  • Age 55 and five years of creditable service (Law Enforcement)

Report also shows outstanding Sick, Vacation, and Bonus hours for each eligible employee.

Assist in projecting when an employee may retire. Monitor possible risks to staffing levels due to potential retirement. Assist in budgeting when Leave balances need to be paid out at retirement. 

B0067 NCAS vs SAP Accounting Structures BI

Please contact BEST Shared Services...

B0068 Labor Report

The B0068: Labor Report provides overall employee totals and totals by gender for employees who are active within the organizational unit and calendar month/year specified.

This report can be used to obtain the workforce employee totals required by the Employee Security Commission. This report can be used to see at-a-glance totals for employees who work in specific organizational unit(s). This report can be used to compare employee totals as of specified calendar months/years for an organizational unit or units. The report would need to be run separately for each date needed. The totals for each report can then be compared to determine the trends in the size of the workforce by gender for organizational unit(s) over time. 

 

B0072 Severance Pay Calculations

This report displays severance pay calculations for employees by Personnel Area and Organizational Unit. Amounts for current active employees' severance are based on projected age and length of service calculated from the RIF Date input on the prompt screen.

Agencies can run this report to project cost for RIF planning.

B0075 Position FTE For IT and Non IT Classes

The B0075 Report lists the total number of Full Time Equivalent (FTE) positions, with totals broken out for Information technology (IT) and Non-IT job classes for each agency.

This report is used to supplement the annual B0049 IT Expenditures report to provide IT Costs and position counts per agency. This report can be used to identify the number of FTE IT and Non-IT positions for the org unit specified for human resource planning purposes.

B0077 Position Attributes

The B0077 Position Attributes report displays details about active positions with cost center, fund application, budget amount, and total position full-time equivalents (FTEs). 

This report can be used to view a list of positions and funding information for specified organizational unit(s). It can be used for organizational management, budget and funding planning for positions within organizational units. By adding additional data elements to the report from the available objects menu, the report can be used to verify and compare position settings across many similar positions. 

B0079 Service Award Eligibility

This report shows employees eligible for a service award within 12 months of the selected date. Eligibility starts after 1 year of service and then in 5 year increments subsequently.

Agencies can run this report to obtain a list of eligible employees to prepare for upcoming Service Awards. 

B0080 Last Employee Action in Effect as of Selected Date

This report shows Last Employee Action in Effect as of Selected Date. This report shows the most current action (to date) on an employee.

This report is used to provide a list of employees and their last action as of a specified date, along with additional details such as action effective date and original hire date. It can be used to answer simple questions such as “Which employees are currently on LOA?” or “Which employees have not had a promotion since being hired?”

B0082 Retroactive Position Time Setting changes Details

This report displays metrics derived from retroactive position time settings that are pay impacting for the organizational unit and calendar month/year interval selected. Metrics are displayed in the ranges of <39 days, 30 -59 days, and >59 days. This report calculates the difference between changed on dates and effective dates. This report can be used to monitor pay-impacting retroactive position time setting changes. 

This report is used as a monitoring tool to evaluate retroactive position time settings changes which impacts employee pay.  

B0083 Position Eligibility Settings

This report displays Position Eligibility Settings such as Time Settings, EEO Designations and Job Information. 

This report is used to evaluate position settings to ensure they are set correctly and are consistent across similar positions within an organizational structure. Some Position Settings impact Pay. This Report can be used to answer questions such as which positions are eligible for Overtime Comp Pay. If you are researching Retroactive changes to position time settings, refer to B0152 - Retroactive Position Time Settings - Metrics. 

 

B0086 Supplemental Staff Estimated Assignment End Date

This report shows a list of Supplemental Staff within the Org Unit and their Estimated Assignment Date as of current month.

This report is used to provide a list of Supplemental Staff within the Org Unit and their Estimated Assignment Date as of current month. Report is used to monitor Supplemental Staff assignment maximum end date. This report provides a list of Supplemental Staff with estimated assignment end date not to exceed 12 months. 

 

B0088 Employee Salary Analysis

This report provides an active employee salary analysis compared to banded or graded salary ranges statewide across agencies and contains three reporting views.

  • The first report tab (Employee Salary Analysis) shows detail salary info per employee compared to Job salary ranges.
  • The second report tab (Salary Analysis By Occupied Job) shows a summary of employee count and average employee salary per Job compared to each job’s salary range.
  • The third report tab (Employee Distribution by Salary Range) shows a summary of employee counts and their distribution across the different employee salary ranges.

Analyze employee salary equity across organizational units. Use Compa Ratio Rate to evaluate, either at a summary or detail level, how employee salaries compare to others within their specific job market.   

B0089 General Turnover Rate BI

B0089 is a new report to identify the turnover percentage rate by agency...

B0089 General Turnover Rate Metrics BI

Please contact BEST Shared Services...

B0090 New EE Turnover Rate BI

The B0090 report was developed to help identify which agencies are having difficulty in retaining new hires...

B0090 New EE Turnover Rate Metrics BI

Please contact BEST Shared Services...

B0095 Employee by Personnel Area

This report lists active employees by personnel area/contract type. . Additional data elements include demographics and position detail. 

This report is used to provide a list of employees with their relevant employment details. It is meant to be a general all-purpose employee list and with the use of filtering and navigation can have a number of specific uses depending on department needs.

Below are a few common examples: 

  • List of employees by Org unit, Division or Section 
  • List of employees by employee group (i.e, list of all EPA employees) 
  • List of employees within a specific job
  • Birthday list
B0096 Supervisor Relationships

This report lists supervisor positions, and the positions and employees who report to them, for the organizational unit and calendar month/year selected. The employee information, including organizational unit, name, position, job and salary is also included if the position is filled. 

This report can be used to verify supervisor and employee relationships for positions assigned to the supervising position. This report can be used to determine if the span of control for an organizational unit is consistent with the standard set for that unit. 

B0098 Time to Process Separations BI

This is a report to identify the timeliness of separation actions by Agencies...

B0098 Time to Process Separations Metrics BI

Please contact BEST Shared Services...

B0099 Employee Deadline Dates

The B0099: Employee Deadline Dates report lists employee deadline or end dates for various tasks and deadline types. Available objects include position and supervisor information. 

This report can be used to check or track the deadline or end dates for a variety of tasks for employees. Some task types included on the report are credential verification, probationary period end dates, temporary appointment or time-limited end dates, end of contract periods for employees with contracts, and license renewal dates.  

 

B0104 Vacant Positions Report

This report lists vacant positions for a specified date range, along with their budgeted salaries and the number of days the positions have been vacant.

This report can be used to view all vacancies and the budgeted salary and number of days vacant for each vacancy, to determine and plan for possibly hard to fill positions. This report can be used for organizational management, budget and funding planning for positions within organizational units. 

 

B0112 Positions Vacant Filled Comparison By Count and Percent Report

This report is used by agencies to compare the count of vacant vs filled positions by Organizational Unit. This report also provides the percentage of vacant positions by organizational unit. 

This report is used to compare the overall percentage and count of filled vs vacant positions. When viewed by organizational unit it can help identify which organizations are understaffed or having difficulty recruiting/retaining staff. This report when it is made available to the legislatures or media will help to compare the number of positions vacant vs filled of a month with an earlier month or year before.   

B0112D Positions Vacant Filled Comparison Current Month

The B0112-D Positions Vacant-Filled Comparison dashboard report displays totals of all positions for the current calendar month for all State agencies by funding source; totals are also broken out by job family for the funding source selected. 

This dashboard report provides at-a-glance totals and percentages of vacant and filled positions. The pie chart shows the number and percentage of vacant and filled positions statewide by funding source. The stacked chart shows the number and percent of vacant and filled positions by funding source by job family. 

 

B0115 Employees Below Job Minimum & Above Job Maximum

This report provides a list of employees below Job Minimum and a list of employees above Job Maximum and contains two reporting views.

  • The first report tab represents employees whose FTE Annual Salary is below the Job Minimum Pay.
  • The second report tab represents employees whose FTE Annual Salary is above the Job Maximum Pay.

Agencies should run this report to monitor for employees not being paid at Job Minimum or are outside the Job Maximum.

B0117 Active Position Counts

This report shows SPA, EPA, and Supplemental/Judicial full-time equivalent position counts for the organizational unit(s) and calendar month/year selected. 

This report can be used to gather “at-a-glance” Full-time Equivalent (FTE) counts for organizational units as needed. It is broken down into Subject to the Personnel Act (SPA), Exempt from the personnel Act (/EPA), and Supplemental/Judicial categories, so it can be used to quickly identify which organizational units have positions within these categories, along with the count for each category. 

 

B0119 Employee Education Verification

B0119: Employee Education Verification report lists active employees' credentials.

This report is used to monitor whether or not employees education qualifications have been verified. The report provides the verification status and if the verification has not been completed in time, the report displays how many days have elapsed since the hire date. 

 

 

 

B0145 Positions by Statutory Exemption Type

The B0145 Positions by Statutory Exemption Type report displays Statutory Exempt Type positions with Employee details and Employee salary amount.

This report can be used to view a list of positions with statutory exemptions by type along with employee details for specified organizational unit(s). It can be used for organizational management, budget and funding planning for statutory exempt positions within organizational units. 

B0149 Positions by Funding Source

The B0149 Positions by Funding Source report shows the position, funding information. It shows position, funding source, fund, application of funds, cost center, employee salary, and total budget amt.  This report also shows position full-time equivalent (FTE) counts. 

This report can be run to view a list of positions with funding information for specified organizational units, so it can be used for budget funding planning for positions. The report can be used to compare the employee’s annual salaries with the budgeted salaries of the positions within the org unit specified. 

 

B0149-1 Summary Positions by Funding Source

The B0149-1 Summary Positions by Funding Source report shows a summary of positions, Full Time Equivalent (FTE) counts and employee and budgeted salary by application of fund, funding source, fund, application of funds, NCAS account and cost center. 

This report can be used to view of cost of salaries and position and FTE counts allocated by funding source for specified organizational unit(s), so it can be used for budgetary funding planning for positions within organizational units. The report can be used to compare the sum of the employee’s annual salaries with the budgeted salaries of the positons within the org unit(s) specified.

 

B0151 Eligible Employees Not Enrolled Report

This report shows the employees who are eligible for specified benefit plans but not enrolled as of selected Calendar Month/Year by Personnel Area, Employee Group, Employee Subgroup, Original Hire Date and Plan.  This Report is associated with two reporting Views. The Summary Reporting tab provides the summary of Number of Employees by Plan. 

Analyze employees that are offered a benefit plan. Agency could use the Report during open enrollment or anytime to determine Employees that are not enrolled in Current Plans.

B0152 Retroactive Position Time Setting Changes Metrics

This report displays metrics derived from retroactive position time settings that are pay-impacting, for the organizational unit and calendar month/year interval selected. Metrics are displayed in the ranges of <30 days, 30-59 days and >59days. 

This report can be used as a monitoring tool to evaluate retroactive position time setting changes which impact employee pay. This report helps the agencies narrow down at the Org Unit level where the retroactive position setting time setting changes were done and helps them take corrective action if necessary. 

 

B0153 Time to Process LOA Actions BI

This is a report to identify the timeliness LOA actions by Agencies...

B0153 Time to Process LOA Actions Metrics BI

Please contact BEST Shared Services...

B0155 Current Public Info with Last Action

This report contains employees who are active or separated in the BEACON system but does not include any University employees or any other agency employees who separated prior to the BEACON conversion date. This report listing provides current public information fields along with the Last Public Action for all employees, by Personnel Area, Position and Job. 

Agencies can run this report and distribute as required to provide employee public information. 

B0161 Employee Head Count Over Time

The B0161: Employee Headcount Over Time shows employee headcounts over one or more time periods. Free characteristics include demographics and employee pay information. 

This cross tab report shows employee headcounts over one or more time periods. Available Objects include demographics and employee pay information. This report can be used to compare employee counts over different months to measure employment fluctuations and trends.

B0163 Disabled EE Actions BI

The B0163 Disabled Analysis by Actions report shows number of actions for all employees, number of actions by disability code, and percentage actions disabled to all.

B0164 I9 Employment Eligibility Verification and Resident Status

This report will provide employee information for I-9 Residence Status and Residence Status expirations and is associated with Two Reporting Views. 

This report can used to monitor when an employee’s resident status will expire. Or to view visa numbers, work permit numbers or other details related to a foreign employee work right status. This report is used to compare what is entered into SAP vs what is entered into the Foreign National Information System.  

B0165 Job Attributes

The B0165 Job Attributes report displays detail about selected job(s), including job min/max/ref information, within organizational units.

This report can be run to view of list of job classifications within an organizational unit. The report can be used to compare the job classifications statewide to job classifications within a specific agency. In order to compare, the B0165-1 Job Attributes without Org Unit would also need to be run for the same job classification(s). The results from these two reports would then need to be compared manually. This report lists all jobs with or without any associated positions. 

 

B0165-1 Job Attributes Without Org Unit

The B0165-1 Job Attributes without Org Unit report displays detail about selected job(s), including job min/max/ref information, without organizational units. 

This report can be run to view of list of job classifications statewide. The report can be used to compare the job classifications statewide to job classifications within a specific agency. In order to compare, the B0165 Job Attributes would also need to be run for the same job classification(s) for the specified organizational unit(s). The results from these two reports would then need to be compared manually. This report lists all jobs with or without any associated positions. 

 

B0170 Agency EEO Plan (Fixed Format)

This report compares an agency’s work force to the NC population and the NC occupation specific labor force by State SOC Subcategory, State SOC Category and All Occupations and is associated with three reporting views. (The NC population and labor force are defined through the most recent US census data.)

The reporting tab ‘Employee Distribution’ compares an agency’s work force to the NC population and the NC occupation specific labor force by State SOC Category or Subcategory.

The reporting tab ‘Agency Total’ compares an agency’s overall work force data to the NC population and the NC all occupations specific labor force by demographic groups. This tab provides an overall agency view of workforce by demographics.

The reporting tab ‘Job Opening Estimates Form’ compares an agency’s work force to the NC population and the NC occupation specific labor force by State SOC Category or Subcategory. This tab is intended for Agencies to use for their annual EEO goal planning. It includes a section for agencies to manually enter their Employment Objectives (once exported to Excel).

B0171 Population/Work Force Standard Reports (Fixed Format)

This report compares an agency’s/university’s work force to the NC population by State SOC Subcategory, State SOC Category and All Occupations and is associated with three reporting views.

  • The first reporting tab compares an agency’s/university’s work force to the NC population by State SOC Subcategory. (The NC population and labor force are defined through the most recent US census data.) This report tab includes demographic information such as race and gender.
  • The second reporting tab compares an agency’s/university’s work force to the NC population by State SOC Category. (The NC population and labor force are defined through the most recent US census data.) This report tab includes demographic information such as race and gender.
  • The third reporting tab compares an agency’s/university’s overall work force data to the NC population by demographic groups (such as race and gender). This report tab provides an at-a-glance look at an agency’s/university’s workforce by demographics.

This report is useful in analyzing the composition of an agency’s/university’s work force and determining underutilization. This report is useful in determining the distribution of employees in an agency’s/university’s work force. This report is useful in EEO planning to help create a more diverse workforce.

This report is useful in a general comparison of an agency’s/university’s overall work force by demographic groups (such as race and gender). This report is used for a quick overview of an agency’s/university’s overall work force by demographics.

B0176 Statewide EEO Reports (Fixed Format)

This report compares state government’s overall work force to the NC population and the NC occupation specific labor force by State SOC Category and is associated with two reporting views.

  • The first reporting tab {B0176) compares state government’s overall work force to the NC occupation specific labor force by State SOC Category. (The NC population labor force is defined through the most recent US census data.) This report includes demographic information such as race and gender.
  • This second reporting tab (B0177} compares state government’s overall work force to the NC population by State SOC Category. (The NC population is defined through the most recent US census data.) This report includes demographic information such as race and gender.

This report is useful in analyzing the composition of state government’s work force and determining underutilization statewide. This report is useful in determining the distribution of employees in state government’s work force statewide.

This report is useful in analyzing the composition of state government’s work force and determining underutilization statewide. This report is useful in determining the distribution of employees in state government’s work force.

B0178 EEO Reports – Federal (Fixed Format)

This report compares an agency’s work force to the NC occupation specific labor force by Federal Category. This report includes demographic information such as race and gender.

Also this report compares an agency’s overall work force to the NC population by demographics (such as race and gender). This report provides an at-a-glance look at an agency’s total work force by demographics.

This report is useful in analyzing the composition of an agency’s work force and determining underutilization. This report is useful in determining the distribution of employees in an agency’s work force. This report is useful in EEO planning to help create a more diverse work force.

This report is useful in a general comparison of an agency’s overall work force by demographic (such as race and gender). This report is used for a quick overview of an agency’s overall work force by demographics.

B0182 EE04 Actions BI Report

Please contact BEST Shared Services...

B0183 EE04 Verification BI Report

Please contact BEST Shared Services...

B0185 LOA Actions With Absences

The B0185: LOA Actions with Absences Shows Employee Leave Of Absence (LOA) Actions and Time Entry corresponding to the LOA period. 

This report can be used to help monitor timesheet data entry in the BEACON HR/Payroll system while an employee is on a Leave Of Absence (LOA) event. This report provides an input control which can be used to isolate records where time other than leave has been recorded during an LOA event. Generally, entries that are not leave related will cause an error in the time evaluation process. This report provides visibility to the erroneous records. See the “Special Report Considerations/Features” section for further information on how to use the input control tool. This report provides statistics such as the number of LOA events within a period and total hours of LOA with and without pay. 

B0192 Employee Generational Diversity Summary

The B0192: Employee Generational Diversity Summary dashboard displays the number of employees by generational diversity categories for employees’ subject to and exempt from the State Personnel Act.

B0195 Generational Diversity Report

B0195 Generational Diversity Report...

B0196 Retirement Eligibility Report

B0196 Retirement Eligibility Report...

B0201 Quota Balances with Estimated Cost

This report displays the ending quota balances for one or more employees on a specified day within the current or three prior months. It also displays a cost estimate for each quota based on a calculated hourly rate.

Agencies use this report to project expected payouts for employees who are retiring or separating for other reasons.

B0202 Comp Time Aging

This report displays the current Overtime Comp, Holiday Comp, Gap Hours Comp, and On-Call Comp quota balances and is associated with Three Reporting Views.  In the first report tab Columns representing each current and future months display the number of hours set to age out in that month. A second report tab will allow the user to display hours aging out by current and future months as well as the costs associated with the Comp hours. A final report is a graphical representation of the age out hours or related costs by current and future months. 

This report is used to help agencies better understand and plan for the usage of Comp Hours and/or the payout of those hours. 

 

B0203 Time Overview by Employee BI Report

The B0203 Time Overview by Employee report displays the evaluated time for the selection period and how that time updated the quota balances for a single employee.

B0204 Total Timesheet Exceptions CATS vs 2001 2002 BI Report

The B0204 Total Timesheet Exceptions (CATS vs 2001/2001) report compares the Cross-Application Timesheet (CATS) recorded and approved hours to the Infotype 2001 (Absences) and Infotype 2002 (Attendances) records and calculates a difference.

B0205 Time Leveling Exceptions BI Report

The B0205 Time Leveling Exceptions Report (Planned Time vs 2001/2001) compares the planned hours to the Infotype 2001 (Absences) and Infotype 2002 (Attendances) records and calculates a difference.

B0206 Holiday Activity BI Report

The B0206 Holiday Activity report displays the amount of holiday time accrued, used and moved to Holiday Comp during a selected date range within the current or three prior months.

B0207 Time Entry Other Than 9300 on Specified Holiday

This report lists any time posted with an absence/attendance type other than 9300 on the selected day. 

Agencies use this report to find errors in time recording - example EE records AA9500 (time worked) and they should have recorded holiday leave AA9300. EE would be overpaid by receiving holiday premium and also earn holiday comp; with Holiday comp payable to all EEs, the risk of overpaying an EE is greater now for all Agencies. 

 

B0208 Late Approvals

This report displays time that has been approved more than a specified number of dates after the release date.

Agencies use this to help identify how long it takes a Supervisor to approve an EE's time once the time has been released for approval. Best practice is for Supervisor to approve time within one week. Failure to approve time in a timely manner may cause issue with quota balances or accruals. 

B0209 Late Timesheets

This report displays time that has been released, and not approved, more than a specified number of dates after the work date.  This report is applicable only for employees that enter time through ESS. 

Agencies use this report to determine which EE's are not submitting their time within the acceptable time frame. Best practice is to release time weekly. Failure to record and release time in a timely manner may impact an EE's accruals or quota balances.  

B0210 Adverse Weather Liability

This report displays outstanding Adverse Weather liabilities. Columns represent each future month and the total number of hours set to age out in that month per employee. User has the ability to display hours by day for a more detailed report. 

Agencies use this report to help determine when Adverse Weather liabilities are going to expire. This will assist Agencies with either scheduling EE to make up time or create an IT2012 to repay liability using approved leave or LWOP. If liability ages out, EE will no longer process in time evaluation. 

B0211 VSL Eligibility by Start Date

This report displays employees with a Voluntary Shared Leave (VSL) eligibility period that begins and ends during a specified date selection.

This report is used to determine employees who may receive leave donations for selected VSL eligibility periods. 

B0212 VSL by Receiver

This report displays by recipient the hours donated and from whom during a selected time period. The donor may be within the recipient's agency or another BEACON agency. VSL hours from non-BEACON donors are not available in the report. 

This report is useful in determining whom to grant excess leave back to when the receiver does not use all of the donated leave. 

 

B0213 Time Quota Compensation Payouts

This report displays the hours and associated quota that will be paid out in the next payroll that were created using IT0416. It also displays a cost estimate for each quota based on a calculated hourly rate.

B0214 VSL by Donor

This report displays by donor the hours donated and to whom during a selected time period. The recipient may be within the donor's agency, within another BEACON agency, or outside of the BEACON system.

This Report is used in determining donated VSL hours and identifying the recipient of the donated leave. This Report is used in identifying donors who will be given back pro-rated remaining received shared leave donated to a recipient. 

 

B0215 FMLA Overview

This report provides information about total amount of FMLA leave, when eligibility begins and ends, the number of hours used, number of hours remaining, number of weeks used and number of weeks remaining.

Agencies will be able to monitor FMLA events and track the hours and weeks associated with the event

B0216 VSL Estimated Cost Summary by Agency

This report shows the Received Shared Leave hours, hours donated to Shared Leave, and the associated hours estimated cost by agency.

This report complies with Section 3 of Session Law 2010-139. The State Personnel Commission is required to report annually on the Voluntary Shared Leave program for the prior fiscal year on or before October 15th each year.

OSHR will be able to track and monitor the VSL Hours Donated, Received, and Used with the Estimated Cost of the VSL Hours by Agency.

Benefits Adjustments (QLEs)

This job aid explains the types of Qualifying Life Events for Benefits Adjustments and what documentation is required. Job Aid BEN-3

Benefits Infotypes

This job aid details the infotype screens utilized by the Benefits module in the Integrated HR/Payroll System.  Job Aid BEN-5

Benefits Participation Report

This job aid provides a guide to running a Benefits Participation Report in the Integrated HR/Payroll System. This is not a BI report. The Benefits Participation Report can tell you in real time who in your organization (for whom you have security access) is enrolled in a specific plan(s).  Job Aid BEN-2

Benefits Program Groupings Summary QRG

This job aid shows all the Benefit Program Groupings and their respective FPG or SP codes. Job Aid BEN-4

BI Report Migration Matrix

BI Report Migration Matrix...

Blank Crystal Reports Page

Problem: Occurs when attempting to access a Crystal Report.

Affects: Business Objects→ Crystal Reports

Cause: The Adobe Flash player add-on is disabled

 

Blank Fields Shown as Hash or Pound in WEBI

Null characters in the database are shown as ‘#’ (Hash) in WEBI reports. We will see how to display them as a space in this document...

Bonus Leave A/A Type 9100

A new absence type, Bonus Leave (9100), is available with an effective 9/1/2015 date stamp for use in the OSC HR/Payroll system...

BP001 Position History

This report displays the PMIS and BEACON information on a single position.

Agencies will use this report for monitoring purposes to report the position actions historically processed for a single position. 

 

BP002 Employee History

This report provides a consolidated historical view of converted PMIS action and Beacon action history for all the position and employee related actions of a specified employee excluding fund information. Data returned is based on the personnel number provided for prompt during report execution. If the personnel number is not known, the BP004: Employee History Lookup report (based on Last4 SSN and Last Name) can be used to obtain the personnel number and provides a hyperlink to jump to this report. BP002 also provides a hyperlink jump to the B0021: Employees Eligible for RIF Priority report which shows the RIF Notification and Priority End Dates.  

Verification of employment across agencies. RIF priority verification. 

BP004 Employee History Lookup

This report provides basic employment information and a hyperlink to the BP002: Employee History report. Data returned is based on Last4 SSN and Last Name provided for prompt during report execution.  

Provides an employee lookup to obtain the personnel number for executing BP002: Employee History report. 

BP006 Employee Action Summary

This report shows employee action count summary by Personnel Area, Organizational Unit, Action Type for a specified Effective Date range or Processed Date range and includes BEACON actions and converted PMIS actions. 

  • Provide action count to management
  • Monitor action activity by Org Unit for trending and analysis 
BP007 Public Information Individual Employee

This report provides the complete public information history for an individual employee. It includes all BEACON actions and converted PMIS actions that have been designated as "Public Information".

Agencies can run this report and distribute as required to provide the complete public information history for an individual employee. 

 

 

BP038 Employee Head Count By Org Structure

The BP038: Employee Headcount by Org Structure shows employee headcounts over a single month time period. Free characteristics include demographics and employee pay information besides Employee veteran status and military status. 

This report shows employee headcounts over a single month time period. This report counts the total number of active employees with a break down by SPA/EPA, Supplemental/Judicial as of the end of the calendar year/month specified. This report extracts employees from IT0001 in SAP ERP, or from the PMIS Employee snapshot data. Data from PMIS is available for any month from the years 2000 to 2007/2008 (to Beacon go-live date) for the Beacon agencies, and from 2000 to 2011 for University SPA employees. It lists the number of employees for the organizational unit selected as of the end of the calendar month/year specified. This report provides information on veteran status, military status, different veteran types and a veteran summary. This report provides employee headcount by ethnicity and salary range. Review Available Objects if additional fields are required. Available Objects include demographics and employee pay information. 

BP113 Position Actions

This report displays all SAP and converted PMIS position actions that occurred during a specified time period. 

Agencies will use this for monitoring purposes to report number and types of position actions being processed. PCR numbers are provided as a cross reference to identify particular action information.

 

BP150 Employee Lookup for Public Information

This report provides a list of all employees and their current information based on a single Last Name lookup. 

Agencies use this report to look up a particular employee and then launch report ‘BP007: Public Information Individual Employee’ to obtain the employee’s Public Information reportable action history. 

BP179 Employee Action Detail

This report shows employee action detail & action count for a specified Effective Date range or Processed Date range and includes BEACON actions and PMIS converted actions. Provides jump to B0022: Comments report. 

Action Monitoring:

  • Approved PCR matches information in system 
  • View to see if comments are attached 
  • Provide specific action information as needed 
  • Who is completing the actions 
BP250 Employee Lookup

This report provides a list of all employees based on a single Last Name lookup.

The report provides look-up functionality to assist agencies in locating a specific employee.

Budget Management

Budget Management Screens and Error Messages.....

Business Workplace Button Functions

The purpose of this job aid is to define each of the Business Workplace Button functions. Job Aid PER-2

Calculating Base Pay for Split Months

Calculating Base Pay for Split Months...

Callback Comp Leave

Callback Pay provisions are covered in the On-Call and Emergency Callback Pay policy...

CAT2 28 Day Profile

As of 4/16/12, a new 28-Day profile will be available on the CAT2 Time Sheet: Initial Screen or CAT3: Display transaction...

CAT2 Comp Balance Check when Recording Adverse Weather Leave

With the changes to the Adverse Weather policy effective 1/1/2015, an employee is not allowed to use Adverse Weather Leave if the employee has available Comp Leave...

CAT2 Comp Balance Check when Recording Bonus Leave

With the changes to the Vacation & Bonus Leave policy effective 10/1/2014, an employee can choose to consume Bonus Leave before Vacation Leave...

CATC Report

The CATC report offers the ability to compare reported time against planned hours and indicate whether certain conditions have been met...

Central Payroll W2 Reprint Process for Universities and Inactive HR/Payroll Employees

This document describes processing Central Payroll W-2 reprint requests for Universities and inactive HR/Payroll employees...

Change Date Specifications

The purpose of this job aid is to explain how to change a date on an employee’s record to accurately reflect their career with the State. The date specification is changed on an employee's record and is processed via transaction code PA30. Always use COPY to keep a record of the historical date specifications. Job Aid PER-3

Change Work Schedule Rules

The purpose of this job aid is to explain how to change a work schedule rule. To change a work schedule rule on an individual, you will process the change via transaction code [PA30]. Always use COPY to keep a record of the historical work schedules. This process is used only if an action isn’t required for the change.  Job Aid PER-4

Charge Object Upload Source File

Charge Object Upload Source File...

Clearing Cache in the Internet Explorer Browser

Clearing Cache in the Internet Explorer Browser...

Common Time Evaluation Warning and Error Messages

Common Time Evaluation Warning and Error Messages...

Conversion Adjustments

The proper calculation of overtime and leave offsetting in the conversion overtime period was dependent upon the system knowing how much Time Worked occurred in March 2008...

Conversion From NCAS to SAP

Conversion From NCAS to SAP...

Copy PA PCR Notes to Infotypes QRG

The purpose of this Quick Reference Guide is to serve as a reminder of the Copy/Paste PCR Notes process and how it works. Job Aid PER-5

Cost Center Report Administrator

This report can be used to view payroll cost center details. The user can drill into the time entries supporting an individual employee, the payroll results for an individual employee, or overall general ledger analysis...

Cost Center Report Administrator

This report can be used to view payroll cost center details...

Council of State Holidays

Effective Friday, September 26, 2014 there is a new Subtype on IT2012 titled ZCOS, Holiday Council of State...

County Code List

County Code List...

County Code Listing

County Code Listing...

Create Cost Distribution Infotype 1018 (Fund Approver)

The Fund Approver must approve a PCR for the creation of a new position that requires the Cost Distribution infotype to be created/updated...

Create Maintain Disciplinary Actions

The purpose of this job aid is to document the disciplinary warning the employee has received. Disciplinary information should be entered as instances occur so that the system is current. Job Aid PER-6

Create Maintain Grievances

The purpose of this job aid is to explain the Create/Maintain Grievance transactions which are used to document an employee grievance. Grievance information should be entered as instances occur so that the system is current.  Job Aid PER-7

Create Selection Variant

Use this document to create and use selection variants...

Create Selection Variant

Use this document to create and use selection variants...

Dashboard Screen Won't Load - Just Spins

Problem: Occurs when attempting to access a Dashboard.

Affects: Business Objects →Dashboard 

Cause: The Adobe Flash player add-on is disabled

 

Decision Support System (DSS) Tips

Selected Tips for NCAS DSS Basics...

Delimiting Military Training Leave

Military Training Leave may be granted to employees of the State for certain periods of service in the uniformed services...

Display Employee General Information

Perform this procedure to display the General Information page...

Display Organization Path

Five new OM Objects have been created in the HR/Payroll system to create a new Organizational Path while leaving your agency’s Organizational Structure intact...

Display Pay Statement

Use this Document to view and print your Pay Statement in ESS...

Display Team Calendar

Perform this procedure to display the Team Calendar...

Drag and Drop New Fields in WEBI Reports

A dimension characteristic or measure can be added on a tabular report in Design mode using drag and drop in a Web Intelligence report.

A dimension characteristic or measure can be drag and dropped on a table blank column in a Web Intelligence report in Design mode. 

 

Emergency Closing Comp Leave

Emergency Closing conditions are covered in the Emergency Closings policy..

Employee Benefits Leave of Absence Letter

You have the option to continue your State Health Plan and your NCFlex Insurance Plans during your Leave of Absence (LOA)...

Employee Benefits Termination Letter

This letter is to notify you that your state-sponsored benefit plans have ended due to Separation..

Employee Directory FAQs and Troubleshooting Guide

The purpose of this job aid is to answer frequently asked questions about the Employee Directory and provide troubleshooting assistance for common issues with the Employee Directory.  Job Aid PER-8

Employee Grievance Data (IT9834)

OSHR is adding a checkbox labeled Reasonable Accommodation to the Discrimination Action on Infotype 9834 – Employee Grievance Data...

Employee Groups and Subgroups

The purpose of this job aid is to define all employee groups and subgroups. Job Aid PER-9

Employee Overview Screen

The purpose of this job aid is to provide an overview of the ZEMP transaction which is a snapshot of an employee’s information.  Job Aid PER-10

Enter Verified Education

The purpose of this job aid is to explain how to update the Education infotype (0022) to reflect that the education has been verified and is no longer in pending status. Job Aid PER-11

ERP Reports

ERP Reports...

ERP Reports

OM Reports Quick Reference Card

ERP Reports for Payroll Financials

ERP Reports for Payroll Financials...

Error Messages When Data is not Found in the System

Web Intelligence (WEBI) Reports – displays an error message in a pop-up display box that is not very descriptive in certain circumstances. These messages are not customizable, and so some of the known errors are listed in this document. 

 

 

ESS Benefits Participation Overview

Use this document to display benefit plan enrollments for a specified period, as well as access a printable Confirmation Statement summarizing your benefits in the HR/Payroll System...

ESS Change Personal Communication Data

Use this document to view and change your Personal Communication Data...

ESS Comp Balance Check when Recording Adverse Weather Leave

With the changes to the Adverse Weather policy effective 1/1/2015, an employee is not allowed to use Adverse Weather Leave if the employee has available Comp Leave...

ESS Comp Balance Check when Recording Adverse Weather Leave

With the changes to the Adverse Weather policy effective 1/1/2015, an employee is not allowed to use Adverse Weather Leave if the employee has available Comp Leave...

ESS Comp Balance Check when Recording Bonus Leave

With the changes to the Vacation & Bonus Leave policy effective 10/1/2014, an employee can choose to consume Bonus Leave before Vacation Leave...

ESS Display Leave Forms

Use this Document to view and Print commonly used Leave Forms currently found in ESS...

ESS Display Work Communication Data

Use this document to View your Work Communication Data...

ESS Maintain Bank Details

Use this document to change your direct deposit information in ESS...

ESS Maintain Personal Addresses

Use this document to set up (or change) your Addresses in ESS...

ESS Maintain Tax Withholding Information

Use this document to set up (or change) your tax withholding information...

ESS Quota Overview

Use this document to view you current leave balances in ESS...

ESS Record Working Time

Use this Document to record your Working Time...

ESS Release Working Time

Use this document to release your Working Time...

ESS Submit Leave Request

Use this Document to submit and modify submitted leave requests in ESS...

ESS Time Leave Request

How do I request leave using BEACON...

ESS Time Statement For A Chosen Period

Use this document to view and print monthly Time Statements in ESS...

FA PA PCR Process Change

FA PA PCR Process Change...

Filtering Data in Web Intelligence Reports

Three levels of filtering data with WEBI...

First Telephone Number at Work

The purpose of this job aid is to explain IT0105 - Communication; Subtype 20 - First Telephone Number at Work. This validation will check the data entry format to ensure that telephone numbers are entered correctly.  Job Aid PER-12

Fiscal Training

NCAS Fiscal Officers Workshop...

FMLA Entitlement Calculator

FMLA Entitlement Calculator...

FMLA Quick Reference Guide

FMLA Quick Reference Guide...

Frequently Asked Questions Personnel Administration

The purpose of this job aid is to answer Frequently Asked questions about Personnel Administration. Job Aid PER-35

FY2012-2013 Special Leave Payout

To support Senate Bill 187 and the provision for FY2012-2013 Special Leave, the OSC HR/Payroll team has configured a new wage type to allow for FY2012-2013 Special Leave to be paid out in case of separation due to immediate retirement from State-supported retirement system...

Grievance Maintainer

The purpose of this job aid is to explain Infotype IT9834 – Employee Grievance Data and several related BI reports including 0034 – Employee Grievance Data, B0057 – Grievance Overview, and B0059 Grievance Summary. Job Aid PER-13

Hire and Pay Board Members Action Guide

The purpose of this job aid is to explain how to enter board and commission member positions into the Integrated HR/Payroll System and how they are to be paid and taxed. Job Aid PER-14

Holiday Calendars

Holiday Calendars...

How My Favorites Folder is Managed

Reports that are saved under and employee’s personal folders, ‘My Favorites”, are only accessible to that employee and the technical administration team...

How to Cancel a PCR

Approver has rejected action back to the Initiator...

How to Copy a List of Values to Prompt

A list of values in an Excel spreadsheet may be copied and pasted in the ‘Type values here’ field if
available on a Prompts box. There are three programs involved when completing this process -
Excel, Word, and Business Objects.

How to Locate a PA PCR

The purpose of this job aid is to demonstrate how to locate a PA PCR. Job Aid PER-15

How to Locate Monitor an OM PCR

You may use transaction ZOM0178 or ZOMWFMON to locate an OM PCR or group of OM PCR’s...

How to Repeat Row Values on a WEBI Report for Downloading to Excel

Some WEBI reports are designed so that row values are not duplicated on the breaks when the report is first displayed. The “B0096: Supervisor Relationships” is an example of one of these reports.

How to Search for an Employee Using PA20

The purpose of this job aid is to demonstrate how to search for an employee using PA20. Job Aid PER-16

How to Turn on Alternating Colors for Web Intelligence Reports

In Design mode, you can change the appearance of a table in WEBI to show each row of the table in alternating colors...

HR Payroll Basics QRG

HR Payroll Basics QRG...

Identifying Employees With Negative Balances

Run PT_BAL00 (Time Administrators and Leave Administrators should be able to run this report)...

Immediate Pay Flag For Subject and Non-Subject IT2012-Z020

Procedure for Immediate Pay Flag - Transaction PA30, PA61

Imputed Income for Term Life Insurance FAQs

What is imputed income...

Incentive Leave

The Incentive Leave policy was effective January 1, 2011...

Information Expert Tips

Selected Information Expert Tips...

Infotype Overview for Employee

The purpose of this job aid is to give step-by-step instructions for running the report, PC00_M02_LINFO.  Job Aid PER-17

IRS Form 2159 Payroll Deduction Agreement

An employee may contact the Internal Revenue Service (IRS) to request the installation of a payment agreement to avoid seizure of assets through frozen bank accounts, tax levies, etc...

Leave Admin Quick Reference Guide

Attendance/Absence (A/A) Types, Quota Types, Transactions...

Leave and Liability Aging

The purpose of this Job Aid is to explain the aging and deduction records contained on Infotype (IT) 9901...

Leave Request Job Aid MSS

My employee has requested leave…where can I find the request...

Length of Service

Users with “Display Time” role can use transaction PT_BAL00...

Length of Service

The purpose of this job aid is to explain how to use the PT_BAL00 transaction to determine an employee’s length of service. Job Aid PER-18

Length of Service Form

This form is used to verify if an employee (EE) has prior creditable state service with a State service employer. Complete the Certificate of Aggregate Service section and select the box that applies to the employee.

LOA Checklist FMLA

The purpose of this job aid is to provide a checklist of items to be completed for employees on Family Medical Leave Act (FMLA).  Job Aid PER-19

LOA Checklist Military Reserve Active Duty

The purpose of this job aid is to provide a checklist of all the things that must be done for Active Duty Reserve Military on LOA. Job Aid PER-20

LOA Checklist STD

The purpose of this job aid is to provide the steps that need to be completed for an employee going on shortterm disability. Job Aid PER-21

LOA Military RAD Workflow Chart

The purpose of this job aid is to provide a walkthrough of the workflow for military return to active duty. Job Aid PER-22

LOA Reinstatement Checklist Workers Compensation

The purpose of this job aid is to provide a checklist of things to be done when an employee returns to work after being out on workers’ compensation. Job Aid - PER-23

LOA Requirements

The purpose of this job aid is to outline an employee’s entitlements when out on Workers’ Compensation, Short-term Disability Leave – Pay Status, Short-term Disability – Regular, Family Medical Leave Pay, Family Medical Leave without Pay (LWOP), Military Return to Active Duty (RAD) – Pay Status and 30-day Calendar, and Extended Military Active Duty and other Military LWOP. It covers eligibility for items such as accrued leave, longevity, service credits, and health benefits. Job Aid PER-24

Logging on to the ESS Portal

Logging on to the ESS Portal

Maintain Team Substitutions

Perform this procedure to create shift substitutions for your direct report employees...

Maintain Text on Infotypes in PA

The purpose of this job aid is to provide instructions on how to add comments to Infotypes within the Integrated HR/Payroll System.  Job Aid PER-25

Managing Gap Hours Comp Eligibility

Following the establishment of the Gap Hours policy in 2009, agencies have the choice to provide compensatory time for Gap Hours for their Subject-FLSA employees instead of retaining the immediate pay behavior...

Managing Holidays in BEACON

The key to entering holidays in the BEACON system is whether the day is a scheduled work day for the employee...

Map NCAS Key to SAP

Map NCAS Key to SAP...

Mass Update Layout (IT1018)

The 1018 Mass Update Layout.xls file is the layout that will be used to make mass update changes to BEACON...

Monitoring of Tasks (IT0019)

The purpose of this job aid is to provide general instructions for the creation/maintenance of an IT0019 (Monitoring of Tasks). It also includes a list of reasons and definitions of the tasks found on IT0019 that includes the duration of a task. Job Aid PER-26

MSS My Team Approve Leave Requests

Perform this procedure to approve a Leave Request...

MSS My Team Approve Working Times

Perform this procedure to approve working times...

MSS Reminder of Dates

The Manager Self Service (MSS) – Reminder of Dates service is located on the main ‘My Staff’ page in MSS...

MSS Special Leave 2013

To support Senate Bill 402, the OSC HR/Payroll team has configured a new absence type to allow Special Leave to be reported on employees’ time sheets...

Multivalue Error on Web Intelligence Reports

The #MULTIVALUE error occurs when the relationship between an attribute and its parent data element are broken in a report...

NCAS Screen Navigation Tips

NCAS Screen Navigation Tips...

NCAS Security - Password

NCAS Security - Passwords...

New Hire Action Guide

The purpose of this job aid is to explain how to determine if a New Hire action should be used vs. a Non-Beacon to Beacon action or a Reinstatement action. Job Aid PER-27

Newly Eligible QLE Form

You are now eligible for employer sponsored health coverage because of your change in working hours. Coverage will begin the first of the month following the effective date of the change in working hours.

Non Beacon to Beacon Action Guide

The purpose of this job aid is to explain how to employ or reemploy State employees who are not currently assigned an Integrated HR/Payroll System personnel number using the Non-BEACON to BEACON transaction. Job Aid PER-28

Non ESS W2 Reprint Process for Agencies

This document describes processing Central Payroll W-2 reprint requests for State Agencies...

Object Number List

Object Number List...

OM and PA Job Aid Changing Position Eligibility Settings

The purpose of this job aid is to explain how to change and who should change employee and position eligibility settings using PO13, ZOMA069, ZPAA076, and PA30. Job Aid PER-29

OM Business Workplace Dynamic Columns Layouts

There are several ways to access the SAP Business Workplace (Inbox)...

OM Business Workplace Overview Tree Functions

The Overview Tree frame of the Business Workplace is the working environment used for organizing and managing folders, documents, messages, distribution lists and objects...

OM Fields

This reference defines the fields that are included in the Create New Position, position action 100, screens and tabs.00

OM Infotypes

OM Infotypes...

OM Pay Plan

ZOMPAYPLAN is used to view pay plans...

OM Position Actions

OM Position Actions...

OM Tips and Tricks

This job aid is a companion job aid to the Organization Management-Business Process Procedures (OM-BPP)...

OM Workflow Inbox

OM Workflow Inbox...

OM Workflow Report

The Workflow Reports can only be run for those entities for which you have security. You can run the report for your entire agency if you have that security access. The Workflow Report can also be run for smaller groups or for an individual PCR.

OM Workflow Routing Process

OM Workflow Routing Process...

OM Workflow Steps in Approval Process

OM Workflow Steps in Approval Process...

One Time Deferral Guide

This job aid explains the one-time deferral process for 401K and 457 Deferred Compensation Savings Plans.  Both 401k & Deferred Comp Savings Plans are investment programs that employees can utilize to supplement their retirement income by contributing a portion of their monthly salary into the plan. Job Aid BEN-6

Org Unit Name for PT_ERL00 Report

As of 4/16/12, a new Org Unit Title field is available on the PT_ERL00 Report-Time Evaluation Message Display...

Organizing Data With Sections and Breaks

Sections allow you to split report information into smaller, more comprehensible parts. Sections can be created from a column in Web Intelligence report or from a dimension...

OrgPlus Quick Reference Guide

OrgPlus Quick Reference Guide...

OSC HR-Payroll Timesheet
PA Actions Reasons Definitions

The purpose of this job aid is to provide a complete list of Actions and Reasons within the Integrated HR/Payroll System. Job Aid PER-30

PA Business Workflow Dynamic Columns & Layouts

The purpose of this job aid is to explain how dynamic columns and layouts work in the PA Business Workflow. Job Aid PER-32

PA Business Workflow Overview Tree Function

The purpose of this job aid is to explain the Overview Tree frame of the Business Workplace which is the working environment used for organizing and managing folders, documents, messages, distribution lists and objects. Job Aid PER-33

PA Change Log

The purpose of this job aid is to explain the purpose of and how to use the PA Change Log. Job Aid PER-34

PA Infotypes

The purpose of this job aid is to provide a list of Infotypes and Subtypes within the Integrated HR/Payroll System. Job Aid PER-36

PA Tips & Tricks

The purpose of this job aid is to be a companion job aid to the Personnel Administration-Business Process Procedures (PA-BPP). Job Aid PER-37

PA Workflow Inbox

The purpose of this job aid is to explain how the PA Workflow Inbox works. Job Aid PER-38

PA Workflow Process Monitoring Report

This report provides a quick glance of the status of a PCR and who initiated it. It also shows the approval track of the PCR. You can pull information by using the PCR or the user/date range.
The transaction code for this report is ZPAWFMON...

PA Workflow Report

The Workflow Reports can only be run for those entities for which you have security. You can run the report for your entire agency if you have that security access. The Workflow Report can also be run for smaller groups or for an individual PCR.

PA Workflow Routing Process

The purpose of this job aid is to show the routing for approval process for PA Workflow Actions. Job Aid PER-39

PA Workflow Steps in Approval Process

The purpose of this job aid is to show which OSC training classes are needed to receive PA-specific roles within the Integrated HR/Payroll System. Job Aid PER-40

Payroll FAQs

I opened a new bank account. What should the effective date be...

Payroll Financial Reconciliation Process

This document outlines a suggested standard payroll financial reconciliation guidance to compare these three separate reports which should all have the same total payroll expense amounts...

Payroll Overpayment Claim Process

An overpayment claim occurs when there are not enough new earnings in an employee’s payroll to recoup all of a prior period overpayment...

Payroll Processing Infotypes

Payroll Processing Infotypes...

Payroll Time Checklist

Payroll Time Checklist...

Payroll With Time Troubleshooting Quick Reference

Payroll With Time Troubleshooting Quick Reference...

Personnel Administration Quick Reference Guide

The purpose of this job aid is to provide a quick reference to infotypes and transaction codes related to personnel administration. Job Aid PER-31

Personnel Area Subarea

The purpose of this job aid is to provide a comprehensive list of personnel areas and subareas. Job Aid PER-41.

Position Hold Indicator

The purpose of this OM Job Aid is to explain how to activate the hold indicator on a position to prevent the position from being posted in NEOGOV.

Position Overview Screen

The Position Overview screen is a “snapshot” of a position’s information...

PPOSE

PPOSE...

Predominant Tax Area Field (IT0208)

Effective Monday, June 9, 2012 there is a new field on IT0208 labeled Predominant Tax Area...

Preliminary Payroll Review

This document outlines a suggested standard preliminary payroll review process steps and recommends several BEACON payroll and BI reports to review during the payroll correction days...

Preliminary Payroll Review

This document outlines a suggested standard preliminary payroll review process steps and recommends several BEACON payroll and BI reports to review during the payroll correction days...

Print Confirmation Statement

Print Benefits Confirmation Statement...Job Aid BEN-7

Print Remuneration Statement

Agency has a requirement to print check stub information (remuneration statement)...

Processing Tax Exempt Withholding

To comply with IRS, NC Department of Revenue (NCDOR) and other tax authority tax withholding regulations...

Promotion Action Guide

Promotion is movement from grade to grade as defined by the graded salary administration promotion policy or for movement from career-band to career-band as defined by the career-banding salary administration promotion policy...

PT50 Default

Up to this point, the default period selection in transaction PT50 (Quota Overview) has been the Current Period...

PT50 Display Deductions From Quota Entitlements

Within the transaction code PT50, select All on the Selection dates tab...

PT_ERL00 Adverse Weather Time Eval Messages

With the changes to the Adverse Weather policy effective 1/1/2015, an employee is not allowed to use Adverse Weather Leave if the employee has available Comp Leave...

Quota Balance Overview For Supervisors

The Quota Balances Overview report is intended for the use of supervisors using MSS...

Quota Correction Notes

Notes on the following quota types are provided in this document...

Quota Terms and Concepts

Quota management is the task that involves time/leave entries into BEACON SAP and the resulting entitlements...

Reading Your Pay Statement

All employees in agencies using BEACON will be paid on either a bi-weekly or monthly pay cycle...

Recovering Advanced Leave

Office of State Human Resources (OSHR) policy states that an employee that has been granted Advanced Vacation or Advanced Sick Leave should repay the liability by the end of the calendar year...

Recovering Adverse Weather Owed

Adverse Weather liability hours that have not been made up within 90 days will result in an error message being generated in Time Evaluation: ZW – “Must Reconcile Adv. Wea. Liability”...

Reinstatement from LOA Workers' Comp and Appointment Change

The purpose of this job aid is to explain how to reinstate an employee returning from Workers’ Comp LOA. This job aid also covers an Appointment Change Action when an employee returns part-time. Job Aid PER-42.

Reinstatement of Employee With Longevity Pay

The purpose of this job aid is to explain how to enter longevity when an employee has been reinstated and part of the employee’s longevity was paid out previously. This process also applies to an employee entered into the Integrated HR/Payroll System via a Non-BEACON to BEACON action. Job Aid PER-43.

Reinstatement Reemployment Action Guide

Reemployment occurs when an individual was previously employed with a BEACON agency and is being rehired after a break in service (separation)...

Related Experience (IT9822)

The purpose of this job aid is to describe Infotype 9822/Related Experience, which tracks related work experience and related education. Job Aid PER-44

Remuneration Statement

For illustration purposes the Pay (printed Remuneration) Statement shown is divided into several sections...

Reporting Employee Daily Meals Expense Compensation

Per IRS Publication 5137 – Fringe Benefit Guide, reimbursements received by an employee who travels on business outside of the area of his/her tax home (defined in IRS Publication 5137) may be excludable from wages. Qualifying expenses for travel are excludable if they are incurred for temporary travel on business away from the general area of the employee’s tax home. To be excludable as reimbursements, the travel must be temporary and be substantially longer than an ordinary day's work, requiring an overnight stay or substantial sleep or rest.

Reporting Employee Moving Expense Reimbursements

Moving expenses are defined as the reasonable cost of moving household goods and personal effects from a former residence to a new residence, and traveling from the former residence...

Reviewing and Approving Time in MSS
This job aid addresses the process of reviewing time before approving it using the Time Leveling and Working Times reports...
Run a Report in the Background

Use this document to run a report in the background in SAP...

Run Time Leveling Report

Perform this procedure to identify time sheet variances or missing time...

Run Working Time Report

Perform this procedure to display time sheet data...

Salary Adjustment Action Guide

The purpose of this job aid is to explain how to use the Salary Adjustment action. Job Aid PER-45.

SAP Buttons

SAP Buttons...

SAP NCAS Crosswalk

SAP NCAS Crosswalk...

Security Change Request Procedures

Use this document to create, submit, and monitor Security Change Requests in the BEACON system...

Security Role Assignments

This report can be used to review the security roles and WorkFlow relationships related to Positions...

Selected Inquiry Screens

Selected Inquiry Screens...

Selected Tips for Agency System Management

Selected Tips for Agency System Management...

Separation Action Retirement Reason

The purpose of this job aid is to explain the steps to be taken when an employee files for retirement. Job Aid PER-46.

Service Award Eligibility Change

Effective 10/10/14, the BI0079: Service Award Eligibility Report has been changed...

Settlement Action

Settlement Action List...

Settlement Guide

Submit the settlement documentation only to BEST (best@osc.nc.gov) via email or fax (919) 855-6861 with the ticket number included on the document...

Severance Pay Calculations

The purpose of this job aid is to explain the steps to run ZSEV, Severance Pay Calculations. Job Aid PER-47.

Stop Holiday Premium

There are situations where an EE would prefer to work on a holiday and it is not mandated or required by Agency management...

Time Admin Quick Reference Guide

Attendance/Absence (A/A) Types, Transactions, Leave Hierarchy...

Time Approver

In addition to the specific role of Time Approver, other roles that may approve time include HR Master Data Maintainers and Payroll Administrators...

Time Entry Guide

All employees impacted by the BEACON system may be categorized into one of three times entry groupings...

Time Frequently Asked Questions

I have an employee that is no longer accruing OT Comp...

Time Learning Lab 2012

Time Learning Lab 2012...

Time Learning Lab 2013

Time Learning Lab 2013...

Time Recording and Employee Checklist

Time Administrators should complete the following checklist at the end of a payroll period to ensure that their employees will be properly compensated...

Time Recording and Employee Separations

The Time Admin should ensure that all time records have been entered for the employee...

Time Statement - ZNC Time

The Time Statement provides a summary view of Time Evaluation results for an employee for a specified calendar month...

Time Statement for a Chosen Period

The Time Statement provides a summary view of Time Evaluation results for an employee for a specified calendar month...

Time Statement Mass Print

Agency has a requirement to print time information (time statement)...

Time, Payroll, Accounting Integration Summary

The Time Management (TM) process is closely integrated with Payroll Administration and Financial Accounting (general ledger)...

Timesheet Icons in SAP CAT2

Timesheet Icons in SAP CAT2...

Tips for Maintaining the HR Payroll System Cost Distribution Records

Changes to the distribution (IT1018) information such as fund and cost center that are back dated to a prior month cause reversing entries to occur in the HR/Payroll system that will be passed to NCAS through the payroll interface...

Total SubTotaling in WEBI Reports

You can create a sum based on a table column or more columns in a Web Intelligence report in Design mode...

Transfer Action Guide

This action is used to move (transfer) State employees who are currently employed with a BEACON agency...

Transfer Process Checklist

The purpose of this job aid is to explain all the steps necessary to transfer an employee from one BEACON agency to another BEACON agency. Job Aid PER-48.

Unable to Access Business Objects

Problem: After clicking the Business Objects tab in the portal, one of the error screens below displays instead of the Business Objects launch pad screen.

Cause: The login process is not working correctly, or the maximum number of licenses has been reached. 

Actions: Please send an e-mail to BEST Shared Services at Best@osc.nc.gov with a snapshot of your screen and request that a ticket be created. BEST should forward the ticket to the Functional SAP Portal Support team. 

Unhiding the PDF Toolbar Acrobat X

Users with Adobe Reader version X installed may not see the PDF toolbar at the top of the document when viewing items like the Pay Statement, Time Statement, etc.

Updating Absence Deductions

Absence deduction records can be “updated” by opening up the infotype 2001 record in “change” mode and then saving it again...

Veteran and Military Status (IT0077)

The purpose of this job aid is to explain the IT077 infotype which tracks information on military and veteran status and to monitor utilization of the Veteran’s Preference policy. Job Aid PER-49.

VSL Quick Reference

VSL Quick Reference...

W-2 and W-2c Help

Effective September 29, 2017, employees with ESS access can elect to print their W-2/W-2c electronically instead of receiving a mailed paper copy.

The State of North Carolina must comply with specific Internal Revenue Service (IRS) regulation (26CFR 31.6051-1) to issue electronic W-2s, and employees must provide their consent to receive an electronic W-2 instead of a paper copy.

Advantages to obtaining your W-2 online include quicker access to your tax information, an online feature that will be more secure than receiving your information in the mail, and you can access the information at your convenience.

Election consent for on-line W-2s made January 1st through December 31st will be effective for that same year’s W-2. Example: Election consent made January 1, 2018 through December 31, 2018 will be effective for 2018 W2s. Election consent made January 1, 2019 through December 31, 2019 will be effective for 2019 W-2s.

Election of consent is valid until the end of time unless consent is removed. The process to remove consent is the same process to give consent. If an employee that has given consent to receive electronic forms separates, the system will revert to sending the employee a paper copy of their W-2/W-2c because the employee will no longer have access to Employee Self Service.

The second document provides instructions on how to print W-2 and W-2c documents.

Wage Types List

Wage Types List...

Wage Types Mapped to ORBIT

Wage Types Mapped to ORBIT...

Week Day Field

As of 4/16/12, a new Week Day field is available on the CATS_DA - Display Working Times report...

Work Against Memo

Work Against Memo...

Work Schedule Rule Finder

The WSR Finder is a new tool to search for work schedules on IT0007 via the WSR Finder button...

Work Schedules

Work Schedules...

Workaround for Accessing the Training Practice Sandbox (899)

Workaround for Accessing the Training Practice Sandbox (899)...

Workers' Comp BEACON Actions and Reasons Summary Chart

The purpose of this job aid is to explain the actions, reasons, and benefits for each type of workers’ compensation situation. Job Aid PER-50.

Working With Your Favorites Folder

Use this document to manage your Favorites folder in SAP...

Working Weeks

Working Weeks...

Working With Your Favorites Folder

Use this document to manage your Favorites folder in SAP.

ZPAR012 Compare Annual Salary vs Budgeted Salary

The ZPAR012 report will show the positions and employees that are not the same...

ZPT2013 Report

Report ZPT2013 provides a list of Infotype 2013 – Quota Correction records...

Document Type: BPP (Business Processes and Procedures)
Title Description
2017 Legislative Bonus Leave Payout

The purpose of this job aid is to describe how to create an Infotype 0416 record, Time Quota Compensation, for Bonus Leave, to be paid no later than June 2019.

Appointment Change Action

There is a need to process an Appointment Change action for one of the reasons listed in the Business Process Procedure Overview section...

Benefit Termination Letters (ZBNS013)

Agency Benefits Specialist needs to generate Benefit Termination Letter for employees who have separated employment or who have lost benefit eligibility...

Cancel Salary Adjustment Action

There is a need to process a Cancel Salary Adjustment for one of the reasons listed in the Business Process Procedure Overview section...

Career Progression Action

There is a need to process a Career Progression for one of the reasons listed in the Business Process Procedure Overview section...

CAT2 Record Time

A time administrator needs to enter time for employees...

CATS APPRLITE Approve Time Records

Time Approval or Rejection is required...

CATS_DA Display Working Time

Use this transaction to view BEACON time sheet data stored in the Cross Application Timesheet (CATS)...

Change Budget and Split Funding (IT9018)

Agency has received information that budget needs to be changed and that their funds need to be split...

Change Cost Center and Internal Order (IT1018)

Need to look up and change infotype 1018 and 9018 to check cost distribution...

Change Cost Distribution Legislative Increase

Transaction PO13 is used by the Fund Approver to correct fund, cost center, internal order, and fund splitting percentages...

Change Evening Shift Premium (IT9008)

Use this document to change the Evening Shift Premium for a Position...

Change Holiday Payout Period (IT9006)

Use this document to change the Holiday Payout Period for a Position...

Change Holiday Premium Rate (IT9010)

Use this document to change the Holiday Premium Rate for a Position...

Change Night Shift Premium (IT9007)

Use this document to change the Night Shift Premium for a Position...

Change Overtime Compensation (IT9005)

Use this document to change the Overtime Compensation settings for a Position...

Change Position Address

The address of a position needs to be changed...

Change Position Callback Rate (9012)

Use this document to change the Position Callback Rate for a Position...

Change Position Comp Level (Action 118)

Position Competency Level change needed for Career Banded Or Skilled Based Pay (SBP) positions only...

Change Position County (Action 122)

This transaction is used to change the assigned county of a position...

Change Position Employee Group/Subgroup (Action 116)

There is a need to change the position employee group or employee subgroup...

Change Position Extended Duty Rate (IT9016)

Use this document to change the Extended Duty Rate for a Position...

Change Position Infotype

There is a need to enter new information on a position...

Change Position On-Call Rate (IT9011)

Use this document to change the On-Call Rate for a Position...

Change Weekend Shift Premium (IT9009)

Use this document to change the Weekend Shift Premium for a Position...

Change Working Week Hours (Action 115)

There is a need to change the working week hours on a position...

Changing an Action Prior to Submitting to Workflow

A position action request has been created, but not submitted to workflow, and changes need to be made to the request...

Continuation of Benefits During Leave of Absence (ZBNS008)

Agency Benefits Specialist needs to notify employees on Leave of Absence of continuation options for benefits...

Copying Notes from the PCR to Infotypes

The PCR is ready to be executed. The notes/comments on the PCR need to be copied to the applicable Infotypes...

Cost Distribution Salary Change for Legislative Increase

Transaction PO13 is used by the Fund Approver to correct fund, cost center, internal order, and fund splitting percentages...

Create New Position (Action 100)

A new position is needed...

Create Time Specification Employ Period

Agencies should only create for employees who are New Hire or Non-Beacon to Beacon Actions with prior state service...

Creating Delimiting Reserve on Wage Maintenance (IT0052)

There is a need to create and/or maintain reserve balances on Infotype 0052 -Wage Maintenance...

Demotion Action

There is a need to process a Demotion for one of the reasons listed in the Business Process Procedure Overview section.

Display Bank Information Infotype 0009

Perform this procedure when you need to view an employee's direct deposit information...

Display One Time Payment Deductions Infotype 0015

Use the procedure to view a one-time deduction or payment that is either deducted from an employee's pay or paid to an employee...

Display or Change Position Descriptions (IT1002)

The descriptions saved on a position need to be reviewed or updated...

Display Position Budgeted Salary (IT9018)

Budgeted Salary information on a position is needed...

Display Position Cost Distribution

Cost distribution information on a position is needed...

Display Position Relationships (IT1001)

The user wishes to display the relationships this position has with other organizational objects, such as organizational unit, job, person, or the workflow approval relationships...

Display Position Vacancies in OM (IT1001)

The user wishes to display the vacancy status of a position...

Display Recurring Payment Deduction Infotype 0014

Use the procedure to view a recurring deduction or payment that is either deducted from an employee's pay or paid to an employee...

Displaying HR Master Data for Benefits (PA20)

There is a need to display various Benefit infotype records on a personnel number, such as Insurance Plans or Savings Plans...

Division Agency Approver Inbox

A workflow item has been placed in your SAP Inbox for Division or Agency approval...

Eligible Employees Participation Report (HRBEN0071)

A report is needed to display benefit eligibility participation for one or more employees...

Financial Report for Payroll Posting (ZFIR018)

As part of the validation process for posting payroll, the agency should run ZFIR018...

Health Plan Not Yet Enrolled Letter (ZBNS012)

Agency Benefit Specialist creates a system generated letter for employees who have not yet enrolled in a health plan...

How to Search for a Position in SAP When You Have the PMIS Position Number

You have a PMIS 15-digit position number and need to find the corresponding HR/Payroll (BEACON) position number...

Identifying Employees with Positive Wages Greater than 90 Days and/or Negative Wages Crossing Calendar Years in a Payoll Run

Use this procedure to identify employees with positive wages > (greater than) 90 days and/or negative wages crossing calendar years in a payroll run...

Investigatory With Pay Action

There is a need to process an Investigatory w/Pay Action for one of the reasons listed in the Business Process Procedure Overview section...

IT9023 Change Position Type

The type data of a Position needs to be changed (emergency position, essential position, etc.)...

LOA General

There is a need to process a Leave of Absence for one of the reasons listed in the Business Process Procedure Overview section...

LOA Military

There is a need to process a Leave of Absence for one of the reasons listed in the Business Process Procedure Overview section...

LOA Short Term Disability

There is a need to process a Leave of Absence for one of the reasons listed in the Business Process Procedure Overview section...

LOA Workers' Comp

There is a need to process a Leave of Absence for one of the reasons listed in the Business Process Procedure Overview section...

Maintain Bank Details Information IT0009

Use this procedure when the employee is hired and/or the employee has an update to his or her banking details (e.g. a new bank account for their direct deposit)...

Maintain HR Master Data

Perform this procedure when you are told an error has been made or you realize you made a mistake on an employee's master record...

Maintain Recurring Payment Deductions Infotype 0014

Use this procedure to enter a recurring deduction or payrment that is either deducted from an employee's pay or paid to an employee...

New Hire Action

There is a need to process a New Hire Action for one of the reasons listed in the Business Process Procedure Overview section...

New Hire Action National Guard

There is a need to process a New Hire action for National Guard when notified of a new National Guardsman...

Non Beacon to Beacon Action

There is a need to process a Non-Beacon to Beacon action for one of the reasons listed in the Business Process Procedure Overview section...

One Time Payment Deductions Infotype 0015

Use the procedure to enter a one-time deduction or payment that is either deducted from an employee's pay or paid to an employee...

PA Workflow Approval

A PCR (Personnel Change Request) workflow item has arrived in your SAP Inbox for review and approval...

PA Workflow Funding Approver Inbox

PA Workflow Funding Approver Inbox..

PA30 Date Specifications

There is a need to change a date on an employee's record to accurately reflect their career for the calculation of leave accruals and longevity payments...

PA30 Pre-SAP Absence Adjustment

To enter any leave types during the March dates in the conversion/go-live overtime period to allow the system to make the overtime calculation correct...

PA30 Pre-SAP work Time Adjustment

To adjust the time worked hours for pre-SAP for impacted employees...

PA61 Advanced Leave

There is a need to enter Advanced Sick leave or Advanced Vacation leave in the BEACON SAP system for an employee...

PA61 Change Working Schedule

You need to change the work schedule on an individual...

PA61 Quota Adjustments

There is a need to manually manage adjustments to an employee's quotas...

PA61 Received Shared Leave Donor

There is a need to record the leave an employee is donating to another employee who has been approved to participate in the Voluntary Shared Leave program...

PA61 Received Shared Leave Recipient

There is a need to record the process of an employee receiving leave donations when they have exhausted their personal leave balances...

PA61 Shift Substitutions

There is a need to enter a substitute for an employee who is unable to work on their shift...

Participation Overview (HRBEN0006)

When benefit information for an individual is required...

Participation Report (HRBEN0072)

A requirement to display employees participating in specified benefit plans on a given date or during a certain period of time...

PC Pay Result Display

Use this procedure to display payroll results information for one or more employees...

PC00M10CLJN Display Payroll Journal

Use this procedure to generate a payroll journal. Perform this procedure once payroll has been run...

PC00M99CWTR Wage Type Reporter

Use this procedure when you want to evaluate payroll results based on specific wage types...

PO10 Display Organizational Unit Infotypes

There is a need to display various infotype master data for any Organizational Unit object...

PO10Maintain Charge Object Assignments

A charge object assignment to an Organizational Unit needs to be maintained...

PO13 Change Position Working Title

The working title of a Position needs to be changed...

PO13D Display Security Roles for Position

You need to research which security roles a position has...

PPOSE Display Organizational Unit Infotypes

There is a need to display various infotype data on an organizational unit...

PPOSE Display Position Data

There is a need to display infotype master data for a Position object...

PPOSE Find Position Relationships

This transaction is used to display position relationships established for an Org unit and job...

PPOSOLD Display Organizational Structure in a Graphical Interface

There is a need to display the organizational structure in a simple view, either with or without staff assignments displayed...

Print Confirmation Statement (HRBEN0015)

This job aid explains how to print the Benefits Confirmation Statement.

Promotion Action

There is a need to process a Promotion for one of the reasons listed in the Business Process Procedure Overview section...

PT50 Quota Overview

A Time Administrator needs to access attendance and absence quota information for an employee...

PT66 View Time Evaluation Results

There is a need to view an employee's Time Evaluation results...

PTERL00 Time Evaluation Messages Display

Time Evaluation Messages need to be viewed for a group of employees...

PTFMLA Processing FMLA Events

Employee has requested an FMLA and an FMLA transaction needs to be processed...

PUOC10 Off Cycle Workbench

Use this procedure to display an employee's payroll history...

Range Revision Action

There is a need to process a Range Revision for one of the reasons listed in the Business Process Procedure Overview section...

Reallocate Position (Actions 103 - 108 and 121)

A position is assigned to a different level and Job classification...

Reallocation Action

There is a need to process a Reallocation for one of the reasons listed in the Business Process Procedure Overview section...

Reinstatement Action from LOA Workers' Comp

There is a need to process a Reinstatement/Reemployment from Workers’ Comp for one of the reasons listed in the Business Process Procedure Overview section...

Reinstatement Reemployment Action for Separation

There is a need to process a Reinstatement/Reemployment for one of the reasons listed in the Business Process Procedure Overview section...

Reinstatement Reemployment Action from LOA

There is a need to process a Reinstatement/Reemployment for one of the reasons listed in the Business Process Procedure Overview section...

Reinstatement Reemployment for National Guard

There is a need to process a Reinstatement/Reemployment for National Guard...

RERHDESC10 Display Job Infotypes

This transaction is used to display Job, Job Branch, and Job Family infotypes that are in either active or planned status...

RERHDESC10 Display Position Infotypes Multiple Selections

This transaction is used to display position infotypes that are in either active or planned status...

RERHDESC10 Display Position Infotypes Single Selection

This transaction is used to display position infotypes that are in either active or planned status...

SAHR61016493 Organizational Structure Report

Organizational Structure Report...

SAHR61016532 Infotype Reporting

A user would like to run a report for a given infotype for one or more positions...

Salary Adjustment Action

There is a need to process a Salary Adjustment for one of the reasons listed in the Business Process Procedure Overview section...

Separation Action

There is a need to process a Separation for one of the reasons listed in the Business Process Procedure Overview section...

Separation Pay Continuation Action

There is a need to process a separation with pay continuation for one of the reasons listed in the Business Process Procedure Overview section...

Suspension Action

There is a need to process a Suspension for one of the reasons listed in the Business Process Procedure Overview section...

Transfer Action

There is a need to process a Transfer action when moving an employee from one graded position to another or from one banded position to another within the present agency or between BEACON agencies without a break in service...

Transfer Position (Action 113)

There is a need to move an existing position from one Organizational Unit to another Organizational Unit within an Agency...

ZPTA030 Load Charge Objects

An agency has a need to record and report on time entries related to agency specific charge objects...

Document Type:
Title Description
B0028 Payroll Financial Postings Analysis

This report provides the components of processed payroll postings. It allows the user to incorporate components (for both SAP and NCAS) from personnel administration, organizational management, and financial funding information for analysis.

B0139 Employee Salary Actions with Budget Detail

This report shows employee salary actions and budget detail corresponding with the action Effective Date.  Budgeted and salary amounts shown are based on the funding percent designated by the Cost Distribution for the position.  Budget information includes Fund, Application of Fund, Funding Source, and Cost Center. 

B0180 EEO-4

This report provides demographic information such as ethnic origin and gender along with EEO Categories. The report provides Headcount and New Hire Actions count details by Function Group, EEO Category and Race/Ethnicity.

Special Bonus FY19 and Vacation Rollover

State Law 2018-5 granted a one-time five days (40 hours) of Special Annual Leave Bonus, effective July 1, 2018, to eligible State employees. The leave shall remain available during the length of the employee's employment, notwithstanding any other limitation on the total number of days of annual leave that may be carried forward. This leave has no cash value and is not eligible for cash-in. If not used prior to the time of separation or retirement, the special annual leave bonus cannot be paid out and is lost.

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